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HomeMy WebLinkAboutContracts & Agreements_198-2019.11 American Red Cross Facility Use Agreement The American National Red Cross ("Red Cross"), a non-profit corporation chartered by the United States Congress, provides services to individuals, families and communities when disasters strike. The disaster relief activities of the Red Cross are made possible by the American public who support the Red Cross with generous donations The Red Cross's disaster services are also supported by facility owners who permit the Red Cross to use their buildings as shelters and other service delivery sites for disaster victims This agreement is between the Red Cross and a facility owner ("Owner") so the Red Cross can use the facility to provide services during a disaster This agreement only applies when Red Cross requests use of the facility and is managing the activity at the facility Parties and Facility Owner: Full Name of Owner City of Redlands Address 111 West Lugonia Ave, Redlands, Ca 92374 24 -Hour Point of Contact Name and Title Work Phone Cell Phone This info changes depending on the on call list Address for Official Notices (only if different from above address) City of Redlands P O. Box 3005 Redlands, Ca 92373 Red Cross: Chapter Name American Red Cross Serving San Bernardino County Chapter Address 1060o Trademark Pkwy, Rancho Cucamonga, CA 91730 24 -Hour Point of Contact Name and Title Work Phone Cell Phone Erin Fox, DPM 909-481-2835 (work) 909-518-7332 (cell) Address for Official Notices American Red Cross, Disaster Cycle Services Logistics, 8550 Arlington Blvd , Fairfax, VA 22031 Insert name and complete street address of building or, if multiple buildings, write "See attached facility list," and attach facility list, including complete street address of each building that is part of this agreement. If the Red Cross will use only a portion of a building, then describe the portion of the building that the Red Cross will use Redlands Community Center, 111 West Lugoma Ave, Redlands, Ca 92374 DCS JT DMWT FacIlitv Use Agreempnt V7 0 7017 OF 79 Jo American Red Cross Facility Use Agreement Terms and Conditions 1. Use of Facility. Upon request and if feasible, Owner will permit the Red Cross to use and occupy the Facility on a temporary basis to conduct emergency, disaster -related activities. The Facility may be used for the following purposes (both parties must initial all that apply) Facility Purpose Owner Initials R. ro s Initials Service Center (Operations, Client Services, or Volunteer intake) C.B. Storage of supplies C B Parking of vehicles G.Y se Disaster ShelterC"B'IlerA 2 Facility Management: The Red Cross will designate a Red Cross official to manage the activities at the Facility ("Red Cross Manager") The Owner will designate a Facility Coordinator to coordinate with the Red Cross Manager regarding the use of the Facility by the Red Cross 3 Condition of Facility The Facility Coordinator and. Red Cross Manager (or designee) will jointly conduct a survey of the Facility before it is turned over to the Red Cross. They will use the first page of the Red Cross's Facility/Shelter Opening/Closing Form to record any existing damage or conditions. The Facility Coordinator will identify and secure all equipment m the Facility that the Red Cross should not use The Red Cross will exercise reasonable care while using the Facility and will not modify the Facility without the Owner's express written approval 4 Food Services (This paragraph applies only when the Facility is used as a shelter or service center ). Upon request by the Red Cross, and if such resources are available, the Owner will make the food service resources of the Facility, including food, supplies, equipment and food service workers, available to feed the shelter occupants The Facility Coordinator will designate a Food Service Manager to coordinate meals at the direction of and in cooperation with the Red Cross Manager. The Food Service Manager will establish a feeding schedule and supervise meal planning and preparation. The Food Service Manager and Red Cross Manager will Jointly conduct a pre -occupancy inventory of the food and food service supplies before the Facility is turned over to the Red Cross When the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator or Food Service Manager will conduct a post -occupancy inventory of the food and supplies used during the Red Cross's activities at the Facility 5 Custodial Services (This paragraph applies only when the Facility is used as a shelter or service center) Upon request of the Red Cross and if such resources are available, the Owner will make its custodial resources, including supplies and workers, available to provide cleaning and sanitation services at the Facility The Facility Coordinator will designate a Facility Custodian to coordinate the these services at the direction of and in cooperation with the Red Cross Manager 6 Security/Safety In coordination with the Facility Coordinator, the Red Cross Manager, as he or she deems necessary and appropriate, will coordinate with law enforcement regarding any security and safety issues at the Facility 7 Signage and Publicity The Red Cross may post signs identifying the Facility as a site of Red Cross operations in locations approved by the Facility Coordinator The Red Cross will remove such signs when the Red Cross concludes its activities at the Facility The Owner will not issue press releases or other publicity concerning the Red Cross's activities at the Facility without the written consent of the Red Cross Manager The Owner will refer all media questions about the Red Cross activities to the Red Cross Manager DCS JT DMWT Facility Use Agreement V.2.0 2017.06.79 American Red Cross Facility Use Agreement 8 Closing the Facility The Red Cross will notify the Owner or Facility Coordinator of the date when the Red Cross will vacate the Facility. Before the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator will jointly conduct a post -occupancy inspection, using the second page of the Shelter/Facility Opening/Closzng Form, to record any damage or conditions. 9 Reimbursement Subject to the conditions in paragraph 1o(e) below, the Red Cross will reimburse the Owner for the following a Damage to the Facility or other property of Owner, reasonable wear and tear excepted, resulting from the operations of the Red Cross. Reimbursement for facility damage will be based on replacement at actual cash value. The Red Cross, in consultation with the Owner, will select from bids from at least three reputable contractors The Red Cross is not responsible for storm damage or other damage caused by the disaster b Reasonable costs associated with custodial and food service personnel and supplies which would not have been incurred but for the Red Cross's use of the Facility The Red Cross will reimburse at per -hour, straight -tune rate for wages actually incurred but will not reimburse for (1) overtime or (ii) costs of salaried staff c Reasonable, actual, out-of-pocket costs for the utilities indicated below, to the extent that such costs would not have been incurred but for the Red Cross's use of the Facility. (Both parties must initial all utilities that may be reimbursed by the Red Cross). The Owner will submit any request for reimbursement to the Red Cross within 6o days after the occupancy of the Red Cross ends Any request for reimbursement must be accompanied by supporting invoices Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked e. If the disaster is a Federally -declared disaster and Owner is a municipal or state government entity, then the Owner will work with appropriate emergency management agencies to seek cost reimbursement through the Federal Emergency Management Agency's program for adimmstermg Public Assistance Category B under the Robert T Stafford Act The Red Cross is not obligated to reimburse the Owner for costs covered by Public Assistance Category B io Insurance The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000 per occurrence for Commercial General Liability and Automobile Liability The Red Cross shall also carry Workers' Compensation coverage with statutory limits for the jurisdiction within which the facility is located and $1,000,000 in Employers' Liability 11 Indemnification The Red Cross shall defend, hold harmless, and indemnify Owner against any legal liability, including reasonable attorney fees, in respect to claims for bodily injury, death, and property damage arising from the negligence of the Red Cross during the use of the Facility 12 Term The term of this agreement begins on the date of the last signature below and ends go days after written notice by either party. DCS JT DMWT Facility Use Agreement V 2.0 2017.06 29 Owner Initials Re as Initials Water C.B. Gas C.B. Electricity C B Waste Disposal C B The Owner will submit any request for reimbursement to the Red Cross within 6o days after the occupancy of the Red Cross ends Any request for reimbursement must be accompanied by supporting invoices Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked e. If the disaster is a Federally -declared disaster and Owner is a municipal or state government entity, then the Owner will work with appropriate emergency management agencies to seek cost reimbursement through the Federal Emergency Management Agency's program for adimmstermg Public Assistance Category B under the Robert T Stafford Act The Red Cross is not obligated to reimburse the Owner for costs covered by Public Assistance Category B io Insurance The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000 per occurrence for Commercial General Liability and Automobile Liability The Red Cross shall also carry Workers' Compensation coverage with statutory limits for the jurisdiction within which the facility is located and $1,000,000 in Employers' Liability 11 Indemnification The Red Cross shall defend, hold harmless, and indemnify Owner against any legal liability, including reasonable attorney fees, in respect to claims for bodily injury, death, and property damage arising from the negligence of the Red Cross during the use of the Facility 12 Term The term of this agreement begins on the date of the last signature below and ends go days after written notice by either party. DCS JT DMWT Facility Use Agreement V 2.0 2017.06 29 .11. American -11- Red Cross City of Redlands Owner egal Name) By ature) Janice McConnell, Assistant City Manager Name (Printed) Christophe man Title Director of Facilities and Community Services November 27, 2019 Date Facility Use Agreement The American National Red Cross Name) By (Signature) 0i6C) E Name (Printed) EflOAJL1 Title n) RAI Zolo Date DCS JT DMWT Facility Use Agreement V 2 0 2017.06.29 4 American Red Cross Facility Use Agreement Partner Emergency Contact Update At periodic intervals the American Red Cross reviews our Partner contact rapid access to our emergency facilities in the event of need. Would you and provide current up to date information's Please be especially sure to phone contact numbers for our emergency use only American Red Cross: Tom Elder, Facilities Lead Phone/Email: 760-475-0843 telder321 @gmail corn Facility/Site Name. Phone• Redlands Community Center 909-798-7572 Christopher Boatman Point of Contact to Name Form information to insure please take a minute include personal cell Director of Facilities and Community Services Authorize Use of Title: Facility (909) 798-7624 Office Rhone Point of Contact to Open Facility (909) 368-5009 Cell phone Dave Jaffee Name. Recreation Coordinator Title (909) 798-7579 Office phone. (909) 717-0739 Cell phone. DCS JT DMWT Facility Use Aereement V 2.0 2017 06.29 American "Ir�Red Cross Richard Sessler Alternate Point of Name. Facility Use Agreement Contact Deputy Fire Chief Title Office phone Cell phone (909) 798-7608 (909) 714-1795 DCS JT DMWT Facility Use Aereement V 2.0 2017 06 29 a 12/5/2019 A Cit_yThatWNW Print Staff Report City Council Meeting DATE 10/15/2019 TO Honorable Mayor and City Council Members SUBJECT: Approve the Memorandum of Understanding between the City of Redlands and the American Red Cross and authorize the City Manager, or designee, to execute the Facility Use Agreement between the City of Redlands and American Red Cross to provide Mass Care Sheltering needs for the community at the Redlands Community Center and Joslyn Senior Center during times of disaster or emergency (Emergency Operations Manager Glass) AGENDA ITEM NO. 18. MOTION(S) I move approval of the Memorandum of Understanding between the City of Redlands and the American Red Cross and authorize the City Manager, or designee, to execute the Facility Use Agreement between the City of Redlands and American Red Cross to provide Mass Care Sheltering needs for the community at the Redlands Community Center and Joslyn Senior Center during times of disaster or emergency RECOMMENDATION: Staff recommends that City Council approve the Memorandum of Understanding between the City of Redlands and the American Red Cross and authorize the City Manager, or designee, to execute the Facility Use Agreement between the City of Redlands and American Red Cross to provide Mass Care Sheltering needs for the community at the Redlands Community Center and Joslyn Senior Center during times of disaster or emergency DISCUSSION In the event of a significant disaster or emergency, Mass Care and Sheltering will be provided by the American Red Cross There are two city facilities that will be used during this type of event, the Joslyn Center and the Redlands Senior Center Accordingly, in the event of such an occurrence, the City and American Red Cross desire to establish a protocol for the direct use of the these two facilities for the provision of disaster emergency services and Mass Care and Shelter needs for the community. ALTERNATIVES: Do not use the City facilities as Mass Care and Sheltering locations STRATEGIC PLAN https://destinyhosted.com/printag memo.c#m?sett=2244&rev num=08,made=ExtemaiRreinariars=tnIaRAri=71z'? 4,I 12/5/2019 Print Staff Report Not applicable. SUBMITTED BY Fay Glass, Emergency Operations Manager RECOMMENDED BY: Janice McConnell, Assistant City Manager REVIEWED BY: Daniel J McHugh, City Attorney Danielle Garcia, Management Services/Finance Director Christopher Boatman, Facilities and Community Services Director PREPARED BY: Fay Glass, Emergency Operations Manager Fiscal Impact Discussion. N/A Attachments American Red Cross MOU https://destinyhosted.com/print ag_memo.cfrn?see=2244&rev num=o&mode=FxtamaiR,roin.o4,t_tn,ao.,.4-7.27sa