HomeMy WebLinkAboutC35440 - 3yr Agmt - Emergency Services CooridinatorCITY OF PALM DESERT CONTRACT NO. C35440
OFFICE OF THE CITY MANAGER
STAFF REPORT
REQUEST: APPROVAL OF A THREE-YEAR AGREEMENT FOR AN
EMERGENCY SERVICES COORDINATOR WITH THE COUNTY
OF RIVERSIDE EMERGENCY MANAGEMENT DEPARTMENT, IN
AN AMOUNT NOT EXCEED $195,246.
SUBMITTED BY: Stephen Y. Aryan, Risk Manager
DATE: June 30, 2016
CONTENTS: Emergency Management Department Agreement
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 $195,246, and authorize the Interim City Manager to execute it.
Commission Action
The Palm Desert Public Safety Commission previously recommended approval of the
Emergency Services Coordinator position.
Strategic Plan Obiective
This matter is related to the Public Safety and Emergency Services section of the Palm
Desert Strategic Plan, specifically under Prioritv 3: Help the communitv 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 classes.
Background
Beginning in Fiscal Year 2015/16, the City contracted with Riverside County Fire
Department for a half-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 from the Fire Department. In order to best clarify the contractual relationship of the
parties, City Staff requested a new contract be executed with the Emergency Management
Department detailing services provided. This position 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.
Staff Report -Emergency Management Department Agreement
June 30, 2016
Page 2 of 2
Fiscal Impact
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. No appropriation
is requested for the personnel and communication costs as they are included in the FY
2016/17 Fire Budget the City Council will consider on June 30, 2016.
At the July 14, 2016, City Council meeting Staff will present an MOU outlining purchase and
sharing of an emergency vehicle. At that time, an appropriation will be requested for the
vehicle, its operational costs, and other required equipment for the position.
Item Description FY16/17 I FY17/18 I FY18/19 Total
Personnel (Salary & Benefits for $53,851 $56,781 $59,891 $170,523
0.50 FTE ESC)*
Communications/IT Services $3,398 $3,398 $3,398 $10,194
(recurring)"
Vehicle Operation & $4,843 $4,843 $4,843 $14,529
Maintenance`
Total 1 $62,092 1$65,022 1$68,132 1 $195,246 1
'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.
Submitted By:
f
Stephen Y. Ar�ar�, Risk Mana r
Reviewed By:
oore, Director of Finance/City Treasurer
Approval:
ager
CONTRACT NO. 35440
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 , 2016 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, 2016 through June 30, 2019.
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
CONTRACT NO. 35440
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 County's Director of EMD, or her designee, on
behalf of County and the City's Risk Manager 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: CR 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
By:
John J. Benoit, Chairman
Board of Supervisors
City of Palm Desert
By:
Name:
Title:
Dated: Dated:
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CONTRACT NO. 35440
EXHIBIT A
SCOPE OF EMERGENCY SERVICES
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 emereency management program: 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
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CONTRACT NO. 35440
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
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CONTRACT NO. 35440
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 Availabilitv:
7.1 Dav-to-Day.: 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, Regional or Catastrophic Event — Affecting 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.
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CONTRACT NO. 35440
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 EmerRencv Services Coordinator: The following chart
summarizes the "not to exceed" costs to be charged by County for services pursuant to this
Agreement.
Item Description FY16/17 FY17/18 FY18/19
Total
Personnel (Salary & Benefits for $53,851 $56,781 $59,891
$170,523
0.50 FTE ESC)*
Communications/IT Services $3,398 $3,398 $3,398
$10,194
(recurring)**
Vehicle Operation & $4,843 $4,843 $4,843
$14,529
Maintenance***
Total $62,092 $65,022 $68,132
$195,246
*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 one hundred ninety five thousand, two hundred forty six dollars ($195,246)
for the period commencing July 1, 2016 through June 30, 2019. 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.
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