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Home My WebLink AboutContracts & Agreements_164-2013_CCv0001.pdf t MEMORANDUM OF UNDERSTANDING (MOU) For Use of Mass Care and Shelter Trailer/Cache (MCS Trailer) Between San Bernardino County Fire Department Office of Emergency Services and City of Redlands Date: September 3, 2013 MEMORANDUM OF UNDERSTANDING (MOU) San Bernardino County Operational Area Mass Care and Shelter Trailer/Caches THIS MEMORANDUM OF UNDERSTANDING (MOU) is entered into this 3`d day of September, 2013, by and between the San Bernardino County Fire Department Office of Emergency Services (County OES) and the City of Redlands (City). RECITALS WHEREAS, a fleet of Mass Care and Shelter Trailers/Caches, hereinafter referred to as MCS Trailers, has been purchased by the San Bernardino County Operational Area (OA) through grant funding provided by: • FY2008 Homeland Security Grant Funds, CFDA 97.067, funded by the US Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) and sub-granted through the State of California, Cal-EMA. • FY2009 Homeland Security Grant Funds, CFDA 97.067, funded by the US Department of Homeland Security (DNS)/Federal Emergency Management Agency (FEMA) and sub-granted through the State of California, Cal-EMA. • FY2010 Homeland Security Grant Funds, CFDA 97.067, funded by the US Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) and sub-granted through the State of California, Cal-EMA. • FY2011 Homeland Security Grant Funds, CFDA 97.067, funded by the US Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) and sub-granted through the State of California, Cal-EMA. And each MCS Trailer is outfitted with MCS supplies and safety equipment for use in Mass Care and Shelter emergency incident response; and WHEREAS, the County OES and the City enter into this MOU based on the following: A. County OES equips MCS Trailers with the necessary supplies and equipment to support MCS emergency response. B. The City will store the MCS Trailer in a secure location with limited public access and ensure that the MCS Trailer is stored with its primary tow vehicle hereinafter, known as the primary mover. C. County OES and the City agree to the terms set forth in this MOU with regard to services such as storage, access, deployment, inventory replenishment and maintenance; NOW, THEREFORE, in consideration of the mutual promises contained herein, County OES and the City agree as follows: MEMORANDUM OF UNDERSTANDING(MOU) For Use of Mass Care and Shelter Trailer Cache(MCS)Trailers Between San Bernardino County Fire Department,Office of Emergency Services and Host Agencies September 3,20'13 A. SERVICES 1. COUNTY OF SAN BERNARDINO FIRE DEPARTMENT/OES RESPONSIBILITIES: PROVISION OF MCS TRAILER/CACHE County OES will provide an enclosed cargo type MCS Trailer for deployment to the City. The MCS Trailer will be equipped with emergency response Mass Care and Shelter materials and with equipment necessary for the safe deployment of an MCS Trailer. The City shall not place additional related Mass Care and Shelter supplies/equipment in the MCS Trailer. The County OES assumes no responsibility for supply/equipment loss. Refer to the MCS Trailer/Cache Standard Operating Procedure (SOP) Document for a complete trailer supply inventory and a list of safety equipment. The Standard Operating Procedure (SOP) has been created for the Mass Care and Shelter Trailer/Caches. The SOP covers: • trailer description • towing instructions • itemized inventory • use of Trailer Caches • deployment locations • Host Agencies' responsibilities The City shall follow the Mass Care and Shelter Trailer/Cache SOP. INVENTORY County OES will conduct an annual inventory on each MCS Trailer to confirm the accuracy of Safety/inventory Checklist submitted by the City. DAMAGED, LOST, STOLEN ITEMS Upon notification by the City that the grant-funded MCS Trailer or grant-funded equipment contained therein is damaged, lost, stolen, expired or retired, County OES will complete the appropriate "Damage, Lost, Stolen, Expired or Retired Equipment Report" form(s) for reporting to the California Emergency Management Agency (Cal-EMA). 1 MEMORANDUM OF UNDERSTANDING(MOU) For Use of Mass Care and Shelter Trailer Cache(MCS)Trailers Between San Bernardino County Fire Department,Office of Emergency Services and Host Agencies September 3,2013 2. CITY RESPONSIBILITIES: TRAILER STORAGE The MCS Trailer shall be stored in a secure location with limited public access. Whenever possible, the trailer is to be parked in an enclosed facility and/or under a carport type structure. MCS Trailer shall be locked at all times when not deployed or in use. The storage site shall be a government property such as a fire station, a law enforcement facility, or a public works yard. The City shall inform County OES of the MCS Trailer's location. The MCS Trailer may be relocated by the City within the City's geographical boundaries, so long as County OES is given prior notification of the move by the City in writing, facsimile and/or email transmission. ACCESS AND DEPLOYMENT The City is responsible to provide and maintain a current primary and secondary point of contact (POC) that must be kept on file at the County OES. The POC information must also include: • POC name and title • POC office telephone number and cell telephone number • POC agency e-mail address • Location of Trailer • access procedures for the trailer • identify the prime mover The City must ensure 24 hours, 7 days a week access to the MCS Trailer. For policy and procedures for accessing or deploying the MCS Trailer, refer to the San Bernardino County Operational Area Mass Care and Shelter Trailer/Cache SOP. INVENTORY AND INVENTORY REPLENISHMENT The City must complete a Safety/Inventory Checklist when deploying the MCS Trailer. The checklist is available in each trailer. A master Safety/Inventory Checklist can be found in the Trailer SOP document. The Safety/Inventory Checklist will allow the City to verify that the MCS Trailer is fully stocked, including disposable items, and that any items used during previous MCS Trailer deployments have been replaced. This completed inventory checklist will be signed by the City POC and faxed to County OES. Any stock used during a deployment, which has been acquired from the trailer, will be replaced at the City's expense. When the MCS Trailer has been restocked and returned to its assigned storage location, the City POC will fax a copy of the completed inspection checklist to County OES confirming its readiness for redeployment. A detailed description of the MCS Trailer inventory is provided in the San Bernardino County Operational Area MCS Trailer SOP. Completed Safety/inventory Checklists are to be sent annually to the County Mass Care and Shelter Program Coordinator. The Checklist is to be completed by the City POC. Checklist Reports are due each year by February I 5th. Instructions for returning the completed checklist are available in the San Bernardino County 2 MEMORANDUM OF UNDERSTANDING(MOU) For Use of Mass Care and Shelter Trailer Cache(MCS)Trailers Between San Bernardino County Fire Department,Office of Emergency Services and Host Agencies September 3,2013 Operational Area Mass Care and Shelter Trailer Cache Standard Operating Procedures (SOP). The City shall refill the disposable items in compliance with the minimum equipment specifications listed in the MCS Trailer/Cache SOP Document. DAMAGE, LOST, STOLEN ITEMS The City must immediately report the damage, loss or theft of the MCS Trailer or the contents therein to the Mass Care and Shelter Coordinator at (909) 356-3998. After hours, City should contact the San Bernardino County Confire Communications Center at (909) 356-3805 to advise the EOC Duty Officer. In the event of theft or vandalism of the MCS Trailer or the contents therein, the City must immediately contact the local law enforcement agency and obtain a report. The report should include: • Name of law enforcement agency taking report • Date and time report taken • Report Number • Name and badge number of Officer/Deputy taking report A copy of the report will be faxed or e-mailed to the County OES Mass Care and Shelter coordinator. TRAILER MAINTENANCE The City must ensure that the MCS Trailer is ready for deployment. Any MCS Trailer deficiencies, defects or damage shall be immediately reported to the County Mass Care and Shelter Program Coordinator at (909) 356-3998. After hours, the City should contact the San Bernardino County Confire Communications Center at (909) 356-3805 and request the County OES Duty Officer to contact the City. B. INDEMNIFICATION The City (hereafter, "INDEMNIFYING PARTY') shall indemnify, defend with counsel acceptable to the County of San Bernardino, and hold harmless the County of San Bernardino, San Bernardino County Fire Protection District, San Bernardino County Fire Protection District Office of Emergency Services, and their officers, agents, employees, and volunteers from and against any loss, cost, damage, expense, claim, suit, demand, or liability of any kind or character, including but not limited to, reasonable attorney fees arising from or relating to any negligent or wrongful act of omission of the INDEMNIFYING PARTY, its officers, agents, or employees, which occurs in the performance of, or otherwise in connection with, this MOU, but only in proportion to and to the extent such loss, cost, damage, expense, claim, suit, demand, or liability of any kind or character, including reasonable attorney fees, is caused by or results from the negligent or wrongful act or omission of the INDEMNIFYING PARTY, its officers, agents or employees. 3 MEMORANDUM OF UNDERSTANDING(MOU) For Use of Mass Care and Shelter Trailer Cache(MCS)Trailers Between San Bernardino County Fire Department,Office of Emergency Services and Host Agencies September 3,20113 C. TERM AND TERMINATION This agreement shall become effective on September 3, 2013. Either party may terminate this MOU upon thirty days prior written notice. Should either party terminate this MOU, the terminating party shall be responsible for all costs associated with termination of the MOU. The terminating party will be responsible for returning the MCS Trailer to County Fire Vehicle Services. Additionally, the terminating party will be responsible for completing a MCS Trailer inventory checklist prior to its return. D. NOTICES Notices concerning this agreement shall be in writing and shall be addressed as follows: To: City Manager's Office City of Redlands 35 Cajon Street, Suite 200 P.O. Box 3005 Redlands, CA 92373 To: San Bernardino County Fire Department/OES Mass Care and Shelter Trailer/Cache Program 1743 Miro Way Rialto California, 92376 Attention: Denise Benson, Division Manager E. MODIFICATIONS No waiver, alteration, modification, or termination of this MOU shall be valid unless made in writing and duly signed by parties hereto. F. AUTHORITY The person signing this MOU for the City hereby represents that he is authorized to sign this MOU on behalf of the City and to bind the City to its performance of its obligation hereunder. Executed as of the date and year signed below. CITY ?F ED NDS: T 13 Pete Aguilar, Mayor Date ATTEST: Sam Irwin, Ci Jerk 4 MEMORANDUM OF UNDERSTANDING(MOU) For Use of Mass Care and Shelter Trailer Cache(MCS)Trailers Between San Bernardino County Fire Department,Office of Emergency Services and Host Agencies September 3,2013 County of San Bernardino Fire Protection District Office of Emergency Services (OES) Mass Care and SIter Trpfler/Cache Program 17 Mark Hartwid, Fir e(Chef Date San Bernardino C4,LfAty Fire Department 5