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HomeMy WebLinkAboutC38950 Emergency Services CoordinatorCONTRACT NO. C38950 STAFF REPORT CITY OF PALM DESERT ADMINISTRATIVE SERVICES DEPARTMENT MEETING DATE: June 27, 2019 PREPARED BY: Stephen Y. Aryan, Risk Manager REQUEST: Approval of a three year agreement for an Emergency Services Coordinator with the County of Riverside Emergency Management Department, in an amount not to exceed $240,133. Recommendation By Minute Motion, approve a three year agreement for an Emergency Services Coordinator with the County of Riverside Emergency Management Department, in an amount not to exceed $240,133 and authorize the City Manager to execute it. Commission Action The Public Safety Commission reviewed this matter on June 12, 2019, and recommended approval by the City Council. Strateaic Plan This matter is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Priority 3: Help the community become more prepared for disasters and public safety emergencies. The priority's strategy is to expand the city's current disaster preparedness efforts through increased education and public outreach. A full-time contracted Emergency Services Coordinator assists in meeting this priority through numerous public outreach efforts and hosting of Community Emergency Response Team (CERT) courses. Backaround Analvsis Commencing in Fiscal Year 2015/16, the City contracted with Riverside County Fire Department for a part-time Emergency Services Coordinator position. The contract position provides expertise for establishment and coordination of the City's emergency services planning, response, and recovery. The position splits time with the City of Indian Wells who pays for the other half of the position. In 2015, Riverside County created a new Emergency Management Department, which is separate and apart from the Fire Department. In 2016, the City Council approved a three year agreement with EMD to continue providing emergency preparedness and planning services through this position. The Emergency Services Coordinator works in many areas including, but not limited to, emergency planning, staff training, community outreach, coordinating exercises, grant management, emergency response, and post -event recovery. This position interacts heavily with the community and is often requested to attend various meetings and conducts several CERT courses annually. In addition, another critical responsibility is the training and preparedness of staff and most importantly ensure their safety and situational awareness during any emergency event. Staff Report: Agreement for Emergency Services Coordinator June 12, 2019 Page 2 of 2 Fiscal Analvsis The City pays for services based on actual hours worked by the Emergency Services Coordinator. The table below details the Emergency Management Department's not -to - exceed recurring cost estimates for the three year term of the agreement. Please note that the previous contract had a three year cost of approximately $195,000, as compared to the new contract not to exceed cost of $240,133 for three years. The position is budgeted at the highest salary step (with 3% annual increases) and should come in lower, unless there is an unforeseen circumstance. Communication and information technology costs also saw an increase this year. The contract was initially executed under the Fire Department and any communicationllT charges that exceeded the contractual agreement was absorbed by the Fire Department. EMD cannot continue such action as a separate entity. Item Description FY19120 FY20/21 FY18119 Total Personnel (Salary & Benefits for 0.50 $66,844 $68,849 $70,915 $206,608 FTE ESC)* Communications/IT Services $6,332 $6,332 $6,332 $18,996 (recurring)** Vehicle Operation & Maintenance"* $4,843 $4,843 $4,843 $14,529 Total $78,019 $80,024 $82,090 $240,133 *Personnel cost includes regular hours and 75 projected overtime hours and may fluctuate based on actuals. *"CommunicationsllT ServiceslRecurring costs include, but are not limited to: RCIT core service, PSEC, cell phone, hotspot, MDC vehicle modem, tablet, satellite phone and uniform allowance. ***Vehicle Operation & Maintenance is based on estimated mileage and fuel costs. No appropriation is required because the year one costs are included in the FY 2019/20 budget. Subsequent annual operational costs are still subject to City Council approval as part of the budget review process. Either party may also terminate this agreement with cause upon 30 days written notice, or without cause by providing 90 days written notice. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER Robert . Hargreaves City Attorney Lori Carney Director of Administrative Services Qsari6t Moore Director of Finance Lauri Aylaian City Manager ATTACHMENT: Agreement for Emergency Services Coordinator (2019-2022) CONTRACT NO. C38950 CONTRACT NO. C38950 Agreement No. EM-19-101 AGREEMENT FOR EMERGENCY SERVICES COORDINATOR SERVICES BETWEEN THE COUNTY OF RIVERSIDE AND THE CITY OF PALM DESERT This Agreement is made and entered into as of , 2019 by and between the County of Riverside ("County") and the City of Palm Desert ("City"). The parties agree as follows: 1. This Agreement has an effective date of July 1, 2019 through June 30, 2022. 2. Through its Emergency Management Department (EMD), County shall provide to City the services of an Emergency Services Coordinator ("ESC services") as described in Exhibit A. 3. City shall pay County for these ESC services as stated in Exhibit B. 4. Either party may terminate this Agreement without cause upon 90 days written notice to the other party. The Agreement may be terminated with cause upon 30 days written notice to the other party. County shall be entitled to receive compensation for all properly provided services rendered prior to termination. 5. If City does not appropriate funds in its budget for payment, City shall immediately notify County in writing that such funds are not forthcoming. Such notice shall be deemed to be cause for termination by County or City. County shall nevertheless be entitled to payment for properly provided services rendered prior to termination. 6. At all times during performance of this Agreement, County shall maintain insurance or self-insurance reasonable and appropriate for a public entity the size of County. 7. County shall indemnify and hold harmless City, its departments, agencies, districts, officials, officers and employees from any liability, claim, damage or action based or asserted upon any act or omission of County relating to this Agreement, including but not limited to property damage, personal injury or death. City shall indemnify and hold harmless the County, its departments, agencies, districts, officials, officers and employees from any liability, claim, damage or action based or asserted upon any act or Agreement No. EM-19-101 omission of City relating to this Agreement, including but not limited to property damage, personal injury or death. 8. County shall maintain and keep records related to the ESC services in accordance with applicable County standards. In addition to their rights under applicable law, City and its employees and agents shall have the right to review and audit such records during County's normal business hours upon request and reasonable advance notice by City. 9. This Agreement shall be administered by the Director of EMD or designee on behalf of County; and City Manager or his designee on behalf of City. 10. Notices issues pursuant to this Agreement shall be sent via U.S. Mail to the following: To County: Emergency Management Department 4210 Riverwalk Parkway, Suite 300 Riverside, CA 92505 Attn: Operations Manager To City: City of Palm Desert 73510 Fred Waring Drive Palm Desert, CA 92260 Attn: City Manager 11. This Agreement represents the full and final agreement between the parties related to this subject matter; and no prior oral or written agreements shall apply. This Agreement may be modified or altered only by a written amendment signed by authorized representatives of both parties. AGREED: County of Riverside City of Palm Desert By: By: Kevin Jeffries, Chairman Name: Board of Supervisors Title: Dated: Dated: 2 Agreement No. EM-19-101 EXHIBIT A 3TIT T;��i�il Zvi it[�I'���It��llow 1. Level of Service: County shall provide emergency services utilizing the designated personnel of 0.5 FTE Emergency Services Coordinator (ESC), to be provided by County for City. The ESC will be shared between the cities of Indian Wells and Palm Desert according to the Memorandum of Understanding in effect between the two cities. Services to be provided shall include but not be limited to the following: 1.1 Comprehensive emergencv management proeram: The ESC will coordinate a comprehensive program with the overall mission of serving the public in order to effectively support and recover from a major emergency or disaster, utilizing all standards and applicable laws and regulations within the discipline of emergency management. 1.2 Point of contact: The ESC is the City emergency management point of contact and will be responsible for the coordination with all City personnel and departments and represent the City at all meetings, events, functions, etc., as required. 1.3 Collaboration: The ESC will partner with all local, county, state and federal government agencies, special districts, the private sector, community entities, volunteer and non-profit organizations as necessary in all phases of emergency management. 1.4 Service to Public: The ESC will provide service to the public on matters covered in this Agreement consistent with established policies and procedures that promote courteous, efficient service and good public relations. 2. Primary Responsibilities: The ESC will coordinate all activities to address the four phases of emergency management. 2.1 Mitigation Phase: Identification and assessment of hazards, risks, threats using proven mitigation methodologies 2.2 Preparedness Phase: 2.2.1 Plan Development/Maintenance 2.2.2 Grants Management 2.2.3 Community Outreach/Education 2.2.4 Training 3 Agreement No. EM-19-101 2.2.5 Exercise Development/Execution 2.2.6 Emergency Operations Center (EOC) Readiness 2.2.7 Volunteer Management 2.3 Response Phase: 2.3.1 Emergency Response 2.3.2 Incident Level Based Response Protocols as delineated in section 7 2.4 Recovery Phase 2.4.1 Short Term Recovery 2.4.2 Long Term Recovery 3. Provision of Supervision: Supervision over the rendition of services, the standards of performance, the discipline of personnel, and other matters incidental to the performance of such services and the control of personnel so employed shall remain with County. However, City reserves the right to request, in writing, the replacement of any personnel for cause. 4. Provision of Equipment: For the purpose of performing said services, and to ensure standardization of required equipment, County shall furnish and supply all equipment and supplies as detailed herein, and shall proportionally allocate the initial and/or ongoing cost of identified items to City at a prorated rate based on actual usage. 4.1 Equipment to be supplied by the County at no cost to the City: A. County ID badge, ESC metal badge, formal name tag and desk name plate B. Wildland gear, structure gear, reflective vest C. Burn kit, EMS Bag w/02, AED D. Digital camera with case, SD Card USB thumb drive 4.2 Equipment to be supplied by County and cost charged to the City: A. Uniform (annual allowance) and City ID badge B. Response Vehicle code 3 package, mobile digital computer with mount, and fire radio package C. Other communications equipment: a. Disaster Net mobile radio b. PSEC radio, handheld c. Satellite phone with external antenna and protective case d. Fire Handheld radio with clam shell, case and exterior microphone e. Smart phone with protective case f. Bluetooth device 4 Agreement No. EM-19-101 g. Activated hotspot h. LCD Projector 5. Response Vehicle: 5.1 City shall provide a vehicle to County according to County specifications, which County shall assign to City's ESC to provide contract services. In case of termination of this Agreement, County shall provide the vehicle back to City. City shall have the option to upgrade vehicle and equipment to meet the needs of the City at City's own cost. 5.2 County shall provide fuel and maintain said vehicle and shall charge the cost of those items to the City based on City's proportionally allocated costs. The vehicle will be utilized as a take home vehicle for response capabilities according to County policy. 6. Office Space and Furniture: City shall provide office space, office equipment and furniture necessary for the ESC to perform the job duties. 7. ESC Availability: 7.1 Dav-to-Dav: The assigned ESC will be available to the City 50% of the time, based on a pre -arranged schedule approved by both cities. 7.2 Local Incident — Affecting One Citv: If an incident occurs in one of the two cities, the assigned ESC will respond to that affected city and will notify both cities of the response. 7.3 Local Incident. Reeional or Catastrophic Event — Affectine Both Cities: If a local incident, regional or catastrophic event occurs during which both cities are affected, the ESC will contact both city liaisons and the Community Readiness manager to make the determination to which city the ESC should respond, based on the following criteria: • The severity of the incident or event; • Which city has the greater threat; • The current location of the assigned ESC; • The availability of additional EMD staff to respond. 5 Agreement No. EM-19-101 EXHIBIT B PAYMENT PROVISIONS City shall pay to County on a quarterly basis in arrears for actual hours worked and expenses as stated below. 1. Summary of Compensation for Emergencv Services Coordinator: The following chart summarizes the "not to exceed" costs to be charged by County for services pursuant to this Agreement. Item Description FY19/20 FY20/21 FY21/22 Total Personnel (Salary & Benefits for $66,844 $68,849 $70,915 $206,608 0.50 FTE ESC)* Communications/IT Services $6,332 $6,332 $6,332 $18,996 (recurring)** Vehicle Operation & $4,843 $4,843 $4,843 $14,529 Maintenance*** Total $78,019 $80,024 $82,090 $240,133 *Personnel cost includes regular hours and 75 projected overtime hours and may fluctuate based on actuals. "Communications/IT Services/Recurring costs include, but are not limited to: RCIT core service, PSEC, cell phone, hotspot, MDC vehicle modem, tablet, satellite phone and uniform allowance. ***Vehicle Operation & Maintenance is based on estimated mileage and fuel costs. The "not to exceed" compensation payable to County for all services, as set forth in this Agreement, is two hundred forty thousand, one hundred thirty three dollars ($240,133) for the period commencing July 1, 2019 through June 30, 2022. The budget will be reviewed each fiscal year and must have City Council approval for increases in compensation or service level beyond what is stated above. 2. Duty officer rotation: City agrees to pay for up to 4 weeks of duty officer rotation, but not more than 36% of total time dedicated to duty officer rotation. 3. Vacation/Sick leave: County duty officer will be on call and available to respond when the dedicated ESC is on scheduled or unscheduled leave. 11