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CM Marin Operational Area MOU 2021 (missing COM signature)ROBERT T. DOYLE Sheriff - Coroner JAMIE SCARDINA Undersheriff Jim Schutz, City Manager City of San Rafael 1400 5th Av. San Rafael, CA 94901 1VIARIN COUNTY SHERIFF'S OFFICE 1600 Los Gamos Drive, Suite 200, San Rafael, CA 94903 May 25, 2021 AREA CODE 415 24-HOUR NUMBER 479-2311 FAX 473-4126 ADMINISTRATION 473-7250 Dear Mr. Schutz: CIVIL required to keep the system running. WebEOC has become an essential service now that it is 473-7282 Enclosed, please find a continuation of the Marin Operational Area Memorandum of COMMUNICATION Understanding for a two-year contract period of July 1, 2021 through June 30, 2023. This SERVICES MOU establishes the agreement between San Rafael and the County of Marin for the purpose 473-7243 of providing emergency management services. The annual compensation rate is $11,145.56. 884-4878 This new rate is significantly lower than the last MOU contract period. We understand the CORONER effect that the Pandemic has had on municipal budgets. We will be using more federal grant 473-6043 funds to continue to provide the same level of service. RECORDS services are being offered to our partners at a much -discounted rate due to the availability of COURTS This MOU includes partial costs for WebEOC administrative support. WebEOC has been 473-7393 provided to the Marin County cities, towns, and districts at no or minimal cost since May 1, EMERGENCY 2014. This service was originally funded through a combination of federal grants at a total cost SERVICES of $154,836. The grant funding paid for the WebEOC Professional and Mapper software, user 473-6584 licenses, servers, related data management software, implementation and configuration, system management, and on-going software support. INVESTIGATIONS 473-7265 We will apply federal grant funds for WebEOC software support and system management JAIL required to keep the system running. WebEOC has become an essential service now that it is 473-6655 used by the California Governor's Office of Emergency Services and FEMA for situational awareness / common operating picture (SA/COP) and resource ordering & tracking. In MAJOR CRIMES addition to the important SA/COP and resource ordering functions, WebEOC is now one of our TASK FORCE access points for Integrated Public Alert and Warning and Wireless Emergency Alerts 884-4878 (IPAWS/WEA). PATROL This MOU also includes a continuation of Mass Notification System (MNS) services. The 473-7233 MNS services will be provided by Everbridge with greatly enhanced capabilities. These RECORDS services are being offered to our partners at a much -discounted rate due to the availability of 473-7284 grant funding for two years. WARRANTS 473-7297 "In Partnership with our Communities" www.marinsheriff.org When we receive the signed contract, we will forward it to the Board of Supervisors for approval. You will then receive a copy of the fully executed document. If you have any questions or need additional information, please contact me at 415-473-6584. Sincerely, Christopher R9"y Emergency S rvices Manager Marin County Sheriffs Office of Emergency Services MARIN COUNTY SHERIFF OFFICE OF EMERGENCY SERVICES 1600 Los Gamos Drive, #200, San Rafael, CA 94903 (415)473-6584 (415)473 -7450 -Fax oes@marinsheriff.or-g Instructions for Signing the Marin Emergency Services Cities & Towns MOUs 1. Please sign all three (3) copies of the Emergency Services MOU and if applicable, the EOC MOU. One copy is for OES, the second is for your City/Town, and the third is for the Marin County Board of Supervisors. 2. Please have your City/Town Attorney, Clerk, or other authorized person sign the attest line and include their title. 3. If signing the EOC MOU, please forward the documents to your police department for signing. 4. When completed, please mail all documents back to Marin OES at the above address, attention Therese Gorostiza. Once the MOUs have been countersigned by the County entities and approved by the Board of Supervisors, you will be provided an original copy by mail. Thank you MEMORANDUM OF UNDERSTANDING MARIN OPERATIONAL AREA THIS AGREEMENT, made and entered into this 1st day of July, 2021, by and between the COUNTY OF MARIN, a Political Subdivision of the State of California, acting by and through its Board of Supervisors, hereinafter referred to as "County" and the City of San Rafael, a municipal corporation of the State of California, hereinafter referred to as "City." WITNESSETH: WHEREAS, County has adopted the Standardized Emergency Management System pursuant to the provisions of Division 2, Title 19 of the California Government Code; and WHEREAS, County has presently existing a well-established Emergency Operations Plan, and a presently existing, well-established Emergency Organization functioning under the County Director of Emergency Services pursuant to Section 2.99 of the Marin County Code; and WHEREAS, it would be naturally advantageous to the parties hereto to have the County Emergency Services Office perform certain functions for the said City; NOW, THEREFORE, in consideration of the covenants and agreements herein contained, it is mutually agreed, in accordance with the terms and provisions of the California Emergency Services Act (Title 2, Division 1, Chapter 7 of the Government Code), as follows: LIAISON County agrees to appoint a person, at staff level, as a liaison person to City, and City agrees to appoint a primary point of contact person to County. The employee(s) who is (are) assigned to act as liaison to the City shall not be an employee of the City. The personnel management of such employee is the responsibility of the County. The County Liaison will provide the following services at no charge during the performance period of this Agreement: • Invitation to attend EOC staff development classes (space permitting) • Invitation to attend customized or hosted training sessions (space permitting) • Training notifications from Cal OES • Grant administration (e.g., UASI, SHSGP) • Notification of additional grant opportunities • Invitation to attend exercises (as appropriate) • Sample best practices (e.g., templates, lessons learned, etc.) • Preparedness website and resources • Copies of emergency plans (e.g., EOP, Local Hazard Mitigation Plan) • Copies of emergency plan annexes (e.g., Recovery, Tsunami) • Hazard awareness emails (e.g., Red Flag, Storm warning) • Operational Area conference call coordination • Threat -specific task forces (e.g., drought, Ross Valley Flood Notification group) • Coordinate quarterly emergency manager meetings II. SERVICES County shall cause the County Emergency Services Manager, and other County Officers and employees subject to his direction and control, to perform, during the term of this Agreement the following functions for said City: Service Description • MOU development, approval and maintenance • Annual billing • Radio Amateur Civil Emergency Services (RACES) coordination and A. Administration technical support (e.g. radio maintenance, connectors, etc.) • OA Satellite telephone network maintenance (e.g. roster updates, OA talk groups, coordinate firmware updates) • Miscellaneous administrative support WebEOC • Access to Marin County Sheriffs (MCSO) WebEOC web -based emergency management system providing a combination of situational awareness/common operating picture and resource order & tracking at the city/town level • Management, maintenance, and upgrades to the system • Vendor management • WebEOC user training (minimum quarterly offerings) • Board building and process flow configuration by WebEOC Administrator B. Communications (40 hours per year maximum) & Warning "AlertMarin" Mass Notification System • Maintenance of Mass Notification System (MNS) • Maintenance of pre -designated call -out areas (e.g., structure protection zones) • Sourcing and geo-coding 911 data . Vendor management • 24/7 Duty -officer, or designee, activations • Technical support (e.g., group development and list maintenance) . Agency training as needed . Public awareness campaigns • 2-4 Public presentations to local leaders & committees • Partner in the development of training or exercises • Work with local jurisdiction to guide emergency plan & annex updates. Also C. Consulting templates and customization . EOC design recommendations to maintain consistency in design and functionality across OA facilities • Outline impact of new/revised Federal, State or County disaster- related legislation to local jurisdiction • Coordinate DSW registration between locals and State D. Disaster Service • Maintain County wide DSW database from registration data provided by Worker locals Registration • Provide updates on changes to state workers compensation regulations as they pertain to DSW registration The OES Liaison will also be responsible for coordinating quarterly meetings for the San Rafael Emergency Management Group/Disaster Council as part of their consulting services. The OES Liaison will work with the City emergency manager to establish the time, place and agenda of these meetings but will not be responsible for facilitating or producing specific deliverables at the quarterly meetings. 2 IV. V. ft INDEMNIFICATION A. The City agrees to defend, indemnify, hold harmless and release the COUNTY, its Board of Supervisors, and the officers, agents, and employees of the COUNTY, from and against any and all actions, claims, damages, disabilities, or expenses that may be asserted by any person or entity including the City, arising out of or in connection with the activities of the City, its Council, the officers, agents, and employees of the City pursuant to this Agreement whether or not there is concurrent negligence on the part of the COUNTY but excluding liability due to the sole active negligence or sole willful misconduct of the COUNTY. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for the City or its agents under workers' compensation acts, disability benefits acts, or other employee benefit acts. B. The COUNTY agrees to defend, indemnify, hold harmless, and release the City, its Council, and the officers, agents, and employees of the City, from and against any and all actions, claims, damages, disabilities, or expenses that may be asserted by any person or entity including the COUNTY, arising out of or in connection with the activities of the COUNTY, its Board of Supervisors, the officers, agents, and employees of the COUNTY pursuant to this Agreement whether or not there is concurrent negligence on the part of the City but excluding liability due to the sole active negligence or sole willful misconduct of the City. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for the COUNTY or its agents under workers' compensation acts, disability benefits acts, or other employee benefit acts. COMPENSATION City agrees to pay COUNTY a fee of $11,145.56 annually, per the rate schedule in Section VI. This agreement runs for twenty-four (24) months commencing on July 1, 2021 through June 30, 2023. The annual fee will be prorated based on straight percentage if services provided are not for a full year. TERMS This Agreement shall commence on July 1, 2021 and shall continue for twenty-four (24) months thereafter. Either party may terminate this Agreement, effective at the end of the COUNTY fiscal year, June 30, 2023 by written notice to do so on or before May 1, 2023. If City terminates this agreement prior to June 30, 2023 said City shall be responsible for their full share of cost for the remainder of the twenty-four (24) months stated in the Agreement. RATE SCHEDULE The rate schedule for this agreement is based upon set fees for Administration, Consulting and Disaster Service Registration. Communications and warning fees are based on the percent of the total population (incorporated and unincorporated) of Marin County that resides in a given jurisdiction. Fs e - rvice Administration T Annual Cost $250 Communications & Warning — WebEOC/ I AlertMarin ass notification system Percent share of $34,100 based on population` m Consulting Disaster Service Worker Registration Share of total county population based on 2018 US Census $2700 $325 3 IN WITNESS WHEREOF, COUNTY OF MARIN, acting and through its Board of Supervisors, and the City of San Rafael, have caused this Agreement to be executed as of this 1st day of July 2021. COUNTY OF MARIN, a Political Subdivision of the State of California, By President, Board of Supervisors City Of San Rafael, a Municipal Corporatio f the State of California, By -Ci . jnageE Title: Attest: By Title: Reviewed as to Substance by Department Sheriff, County of Marin Reviewed as to form by County Counsel County Counsel, County of Marin 4 �p,� RA<1 A i 2 /Ty�VITH Pah CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: City of San Rafael Project Manager: Jim Schutz Extension: 3475 Contractor Name: Christopher Reilly Contractor's Contact: 415-473-6584 Contact's Email: oes@marinsheriff.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager NA ❑ Click here to b. Email contract (in Word) and attachments to City enter a date. Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑ 2 City Attorney a. Review, revise, and comment on draft agreement NA and return to Project Manager NA ❑ b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑ 3 Department Director Approval of final agreement form to send to NA ❑ contractor 4 Project Manager Forward three (3) originals of final agreement to NA ❑ contractor for their signature When necessary, contractor -signed agreement ❑ N/A 5 Project Manager agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed 5/26/2021 1 agreement 8 City Attorney Review and approve insurance in PINS, and bonds 5/26/2021 (for Public Works Contracts) (N/A) s- 11 Z I P�<' 9 City Manager/ Mayor Agreement executed by City Council authorized City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager