HomeMy WebLinkAboutItem No. 06 - Agreement for Emergency Services County of RiversideCity Council Agenda Report
City of Lake Elsinore 130 South Main Street
Lake Elsinore, CA 92530
www.lake-elsinore.org
File Number: ID# 21-294
Agenda Date: 8/24/2021 Status: Approval FinalVersion: 1
File Type: Council Consent
Calendar
In Control: City Council / Successor Agency
Agenda Number: 6)
Agreement for Emergency Services Coordinator Services Between the County of Riverside
and the City of Lake Elsinore
Authorize the City Manager to executive an Agreement with the County of Riverside through its
Emergency Management Department (EMD) for the services of an Emergency Services Coordinator
(ESC) at 50% dedicated, for $80,000 per year for three years, for a total of $240,000, subject to
approval of wording in final form by the City Attorney
Page 1 City of Lake Elsinore Printed on 8/19/2021
REPORT TO CITY COUNCIL
To: Honorable Mayor and Members of the City Council
From Jason Simpson, City Manager
Prepared by: Jason Simpson, City Manager
Date: August 24, 2021
Subject: Agreement with County of Riverside EMD for Emergency Coordinator
Services
Recommendation
Authorize the City Manager to executive an Agreement with the County of Riverside through its
Emergency Management Department (EMD) for the services of an Emergency Services
Coordinator (ESC) at 50% dedicated, for $80,000 per year for three years, for a total of $240,000,
subject to approval of wording in final form by the City Attorney.
Background
On July 1, 2015, the Emergency Management Department (EMD) was created as its own
department to provide Emergency Management (EM) Services throughout the County. During
this period, most cities contracted for Emergency Management Services via the Riverside County
Fire Department (RCFD) agreement.
As of July 1st, 2021, the EM Services fees and associated administrative fees will no longer be
collected through the RCFD agreement. The Emergency Management Department is instead
offering direct Emergency Management Services to city partners.
This new Partnership Agreement evaluates the need for a successful EM Program that includes
all four phases of Emergency Management. The EM Services include but are not limited to the
four phases in Emergency Management of mitigation, preparedness, response and recovery.
There are four options for cities to choose from:
Option Services Annual Cost
A Base Services without an Emergency Services
Coordinator (ESC) assigned to the city
$20,000
B ESC Services shared between 2-3 cities
(Population < 50,000)
$45,000
Emergency Coordinator Services Agreement with the County
Page 2 of 2
B ESC Services shared between 2-3 cities
(Population > 50,000)
$65,000
C Dedicated ESC serving 2 cities $80,000
D Dedicated ESC serving 1 city $160,000
The above options allow each city to create their ideal level of service while enabling the county
to achieve a full cost recovery for services as they are provided. The cities of Banning, Beaumont,
Calimesa, Coachella, Desert Hot Springs, Eastvale, Moreno Valley, Norco, Rancho Mirage and
Wildomar have confirmed that they would like to partner with EMD.
Fiscal Impact
The annual cost is estimated at $80,000 for Emergency Coordinator Services for option C. The
City had been paying for these services under Exhibit A to our Fire Contract with the County. As
noted, the EMD will be coordinating services directly with the City under this new agreement.
Exhibits
A – Agreement
Agreement No. EM-22-118
AGREEMENT FOR EMERGENCY SERVICES COORDINATOR
SERVICES BETWEEN THE COUNTY OF RIVERSIDE
AND THE CITY OF LAKE ELSINORE
This Agreement is made as of the date last below written between the County of
Riverside ("County') and the City of Lake Elsinore ("City"). The parties agree as follows:
1. This Agreement is effective from July 1, 2021, through June 30, 2024.
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 and Attachment 1.
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.
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
omission of City relating to this Agreement, including but not limited to property
damage, personal injury or death.
Agreement No. EM-22-118
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 governed by the laws of the State of California. Venue shall be
in a court of competent jurisdiction in Riverside County, and the parties waive any
provision of law providing for a change of venue to another location.
10. This Agreement shall be administered by the Director of EMD or designee on behalf of
County, and by City Manager or his or her designee on behalf of City.
11. Notices issues pursuant to this Agreement shall be sent via U.S. Mail to the following:
To County: To City:
Emergency Management Department City of Lake Elsinore
450 E. Alessandro Blvd. 130 South Main Street
Riverside, CA 92508 Lake Elsinore, CA 92530
Attn: Operations Manager Attn: City Manager
12. This Agreement may be executed in any number of counterparts, each of which will be
an original, but all of which together will constitute one instrument. Each party of this
Agreement agrees to the use of electronic signatures, such as digital signatures that
meet the requirements of the California Uniform Electronic Transactions Act ("CUETA,"
Civ. Code, §§ 1633.1 to 1633.17), for executing this Agreement. The parties further
agree that the electronic signatures of the parties included in this Agreement are
intended to authenticate this writing and to have the same force and effect as manual
signatures. Electronic signature means an electronic sound, symbol, or process attached
to or logically associated with an electronic record and executed or adopted by a person
with the intent to sign the electronic record pursuant to the CUETA as amended from
time to time. The CUETA authorizes use of an electronic signature for transactions and
contracts among parties in California, including a government agency. Digital signature
means an electronic identifier, created by computer, intended by the party using it to
have the same force and effect as the use of a manual signature, and shall be reasonably
relied upon by the parties. For purposes of this section, a digital signature is a type of
"electronic signature" as defined in subdivision (i) of Section 1633.2 of the Civil Code.
Agreement No. EM-22-118
13. 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:
Bruce Barton, Director
Emergency Management Department
Dated:
City of Lake Elsinore
By:
Jason Simpson
City Manager
Dated:
Agreement No. EM-22-118
EXHIBIT A
SCOPE OF EMERGENCY SERVICES
1. Level of Service: County shall provide emergency services utilizing the designated Service
Level of an Emergency Services Coordinator ("ESC), to be provided by County for City.
Services to be provided shall vary based on the Service Level Option chosen by the City, as
outlined in Attachment A, and identified in Exhibit B, Payment Provisions. Services include
the following:
1.1 Comprehensive emergency 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 (Refer to Attachment 1 for detailed levels of service).
2.1 Mitigation Phase: Identification and assessment of hazards, risks, threats using
proven mitigation methodologies
2.2 Preparedness Please:
2.2.1
Plan Development/Maintenance
2.2.2
Grants Management
2.2.3
Community Outreach/Education
2.2.4
Training
2.2.5
Exercise Development/Execution
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Agreement No. EM-22-118
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 standard
equipment and supplies at no cost to the City. Any additional equipment required by City
will be acquired at City's expense.
5. Response Vehicle: County shall provide the response vehicle, according to County
specifications, and shall provide fuel and maintain said vehicle. The vehicle will be
utilized as a take home vehicle for response capabilities according to County policy.
6. Office Space and Furniture:
6.1 If available, City shall provide office space, office equipment/supplies and furniture
necessary for the ESC to perform their job duties.
6.2 ESC headquarters will be at either County EOC in Riverside or Alternate County EOC
in Indio.
7. ESC Availability:
7.1 Day -to -Day: The assigned ESC will be available to the City based on the contracted
level of service as indicated in Exhibit B and according to a pre -arranged schedule
approved by City.
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Agreement No. EM-22-118
7.2 Local Incident— Affecting One City: If an incident occurs in one of the contracted
cities, the assigned ESC will respond to that affected city and will notify cities of the
response.
7.3 Local Incident Regional orCatastrophic Event — Affectin Contracted Cities: If a local
incident, regional or catastrophic event occurs during which multiple contracted
cities are affected, the ESC or the EMD Emergency Services Division Manager will
contact the city liaisons to make the determination to which city the ESC should
respond, based on the following criteria:
The severity of the incident or event
o Which city has the greater threat
The current location of the assigned ESC
• The availability of additional EMD staff to respond
7.4 Duty Officer Rotation: City agrees for ESC to serve in the EMD Duty Officer rotation.
7.5 Vacation Sick Leave: EMD Duty Chief, Duty Officer or supervisor will be on call and
available to respond when the dedicated ESC is on scheduled or unscheduled leave.
7.6 Overtime/Extraordinary Costs: City agrees that overtime and extraordinary costs for
incidents within the exclusive jurisdiction of the City are not included in the annual
rate.
7.6.1 Overtime shall mean any request by City to attend city council meeting,
community meetings or any official city business outside of normal business hours
(after 5:00 pm M-F and weekends).
7.6.2 Extraordinary costs shall mean any reasonable, actual and out of pocket costs
associated with an emergency incident within the City's jurisdiction.
M
Agreement No. EM-22-118
EXHIBIT B
PAYMENT PROVISIONS
City shall compensate County for Emergency Services Coordinator ("ESC") services on a
quarterly basis as set forth below.
1. Summary of Compensation for Emergency Services Coordinator Services:
1.1 The following chart summarizes the annual rates to be charged by County for services
pursuant to this Agreement (refer to Attachment 1 for details). The City's selected option is
indicated:
Option Item Description Quarter 1
("X") Jul -Sept
Option A: $5,000
Base Services
Option B:
ESC Services Shared
(City Pop < 50,000)
Option B:
ESC Services Shared
(City Pop > 50,000)
Option C:
X 50% Dedicated
Option D:
100% Dedicated
$11, 250
$16,250
Quarter 2 Quarter 3
Oct -Dec Jan -Mar
$5,000 $5,000
$11,250 $11,250
$16,250 1 $16,250
$20,000 $20,000 $20,000
$40,000 $40,000 $40,000
Quarter 4 Total
Apr -Jun
$5,000 $20,000
$11,250 $45,000
J
$16,250
$65,000
$20,000
$80,000
$160,000
$40,000
i
1.2 The compensation payable to County for all services as set forth in this Agreement for
the period commencing on or after July 1, 2021, and running through June 30, 2024, is two
hundred forty thousand dollars ($240,000).
2. Overtime or Extraordinary Costs: Any overtime or extraordinary costs as defined in Exhibit A
7.6 are not included in the established rate. The rate for overtime/extraordinary cost is
calculated at 1.5 x the EMD Staff's current employee rate and must be approved in advance
by the city's authorized agent.
3. Invoicing: The County will invoice the City at the end of each quarter. The payment is due
by the 20th of the following month as follows:
a. Quarter 1 (July 1— September 30) —due October 20th
b. Quarter 2 (October 1— December 31) —due January 20th
c. Quarter 3 (January 1— March 31) — due April 20th
d. Quarter 4 (April 1—June 30) — due July 20th
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