2023-24 RIVCO Emerg Mgmt Dept - Emerg Services CoordinatorMEMORANDUM
DATE: November 7, 2023
TO: Jon McMillen, City Manager
FROM: Martha Mendez, Public Safety Deputy Director
RE: Riverside County Emergency Mgmt Dept - to provide part-time
Emergency Services Coordinator from 11/13/2023 to 6/30/2024
4C2ithitai
- CALIFORNIA
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
X Approved by City Council on November 7, 2023, Business Item No. 2
City Manager's signing authority provided under the City's Purchasing
Policy [Resolution No. 2023-08] for budget expenditures of $50,000 or less.
Department Director's or Manager's signing authority provided under the
City's Purchasing Policy [Resolution No. 2023-08] for budget expenditures of
$15,000 and $5,000, respectively, or less.
Procurement Method (one must apply):
Bid RFP RFQ 3 written informal bids
_X_ Sole Source Select Source Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
X Agreement payment will be charged to Account No.: 101-2002- pending account
_x_ Agreement term: Start Date Amend - Nov. 13, 2023 End Date June 30, 2024
_x Amount of Agreement, Amendment, Change Order, etc.: $56,000
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
N/A Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Date:
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
n/a Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
N/A Business License No. Expires:
N/A Requisition for a Purchase Order has been prepared (Agreements over $5,000)
Agreement No. EM -23-130
AGREEMENT FOR EMERGENCY SERVICES COORDINATOR
SERVICES BETWEEN THE COUNTY OF RIVERSIDE
AND THE CITY OF LA QUINTA
This Agreement is made as of the date last below written between the County of
Riverside ("County") and the City of La Quinta ("City"). The parties agree as follows:
1. This Agreement is effective from November 13, 2023, through June 30, 2024.
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 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.
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
omission of City relating to this Agreement, including but not limited to property
damage, personal injury or death.
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Agreement No. EM -23-130
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:
Emergency Management Department
450 E. Alessandro Blvd.
Riverside, CA 92508
Attn: Operations Manager
To City:
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
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.
2
Agreement No. EM-23-130
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: 11/09/2023
APPROVED AS TO FORM:
MINH C. TRANI,
County Counsel
By -._ —.
Melissa R. Cushman,
Deputy County Counsel
COUNTY OF RIVERSIDE
3
City of La Quinta
By:
Jon Mclvlillen,
City Manager
Dated: 11 IT)
ATTEST:
- I i AhhA
By:
Monika Radeva, City Cierk
APPROVED AS TO FORM:
By:
William H. Ihrke, City Attorney
Agreement No. EM -23-130
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 1, 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 Phase:
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 -23-130
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 -23-130
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 or Catastrophic Event — Affecting 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
• 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.
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Agreement No. EM -23-130
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
("X")
Item Description
Quarter 1
Jul -Sept
Quarter 2
Oct -Dec
Quarter 3
Jan -Mar
Quarter 4
Apr -Jun
Total
Option A:
Base Services
$5,000
$5,000
$5,000
$5,000
$20,000
Option B:
ESC Services Shared
(City Pop < 50,000)
$11,250
$11,250
$11,250
$11,250
$45,000
Option B:
ESC Services Shared
(City Pop > 50,000)
$16,250
$16,250
$16,250
$16,250
$65,000
X
Option C:
50% Dedicated
$20,000
$20,000
$20,000
$20,000
$80,000
Not
Available
Option D:
100% Dedicated
$40,000
$40,000
$40,000
$40,000
$160,000
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, 2023, and running through June 30, 2024, eighty
thousand dollars ($80,000.00).
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
7
SERVICE LEVEL OPTIONS:
PHASE & SERVICE PROVIDED
Attachment 1
None
A
BASE
SERVICES
B
SHARED
SERVICES
C
0.5 ESC
SERVICES
D
1,0 ESC
SERVICES
MITIGATION PHASE
GRANTS
Support & Guidance
Management
X
X
X
PREPAREDNESS PHASE
CA EMERGENCY SERVICES ACT COMPLIANCE
Emergency Organization Coordination
Annual Disaster Council Meetings
Disaster Ordinance Review/Update
X
X
X X
X X
X X
X
X
Operational Area Agreement Review/Update X X
Disaster Service Workers Volunteer Program X X
x x
COMMUNITY OUTREACH
Events X X X
Presentations X X X
EMERGENCY OPERATIONS PLAN
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Mutual Aid Agreement Review/Update
Periodic Review/Update
Staff Report & Resolution
X X
X
Departmental Coordination X
LOCAL HAZARD MITIGATION PLAN
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Staff Report & Resolution X
Departmental Coordination X
MEDICAL HEALTH PLANNING
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Departmental Coordination X
DISASTER RECOVERY PLAN
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Staff Report & Resolution X
Departmental Coordination X
SITUATIONAL AWARENESS & COMMON
OPERATING PICTURE
Provide Template X X X X X
Attachment 1
SERVICE LEVEL OPTIONS: None A B C D
BASE SHARED 0.5 ESC ! 1.0 ESC
PHASE & SERVICE PROVIDED SERVICES SERVICES SERVICES SERVICES
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Departmental Coordination X
CONCEPT OF OPERATIONS &
CONTINUITY OF GOVERNMENT
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Staff Report & Resolution X
Departmental Coordination X
MASS CARE & SHELTER
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Departmental Coordination X
TRAINING & EXERCISE PLAN
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
X
Departmental Coordination
TRAINING
SEMS/NIMS
Regional
In House
WebEOC
Regional
In House
Alert & Warning
Regional
In House
EOC Section-/Postion-Specific
Regional
In House
EOC Action Plan
Regional
In House
EXERCISES
Regional
In -House
X
X
X
X
X
x
X
X
X
X
X
X
X
X
X
Attachment 1
SERVICE LEVEL OPTIONS: None A B C D
BASE SHARED 0.5 ESC 1.0 ESC
PHASE & SERVICE PROVIDED SERVICES SERVICES SERVICES SERVICES
EOC Readiness
Gap Analysis - Structure & Systems
Provide Template X X X X X
Administrative Planning Support & Guidance X X X X
Plan Development X X X
Periodic Review/Update X X
Departmental Coordination X
Alert & Warning
Support X X X X X
WebEOC
Support
Monthly Systems Check
Computers
Video Displays
Phones
Radios
VOLUNTEER MANAGEMENT'•?,G,; __t
RACES
Community Emergency Response Teams
X X
X X
X X
X X
X
X
•.aSy "cC W,.>..:.- '�'s3 4`,.'!i'1 �:�?i'�`FwH�°iia
X
X
RESPONSE PHASE
OPERATIONS
Incident Response
Liaison - State & Federal Partners
RECOVERY PHASE
OPERATIONS
Incident Recovery Response
Liaison - State & Federal Partners
COORDINATION
Preliminary Damage Assessment
Applicant Briefing
Meetings
Submittal
Tracking
Close -Out
* Assistance By Hire
** Dependent upon availability
X
**
X
X
X
**
X
X
X
BUSINESS SESSION ITEM NO. 2
City of La Quinta
CITY COUNCIL MEETING: November 7, 2023
STAFF REPORT
AGENDA` : APPROVE AGREEMENT FOR EMERGENCY SERVICES
COORDINATOR WITH COUNTY OF RIVERSIDE EMERGENCY MANAGEMENT
DEPARTMENT TO PROVIDE PART-TIME EMERGENCY SERVICE COORDINATOR
POSITION
RECOMMENDATION
Approve Agreement for Emergency Services Coordinator Services with County of
Riverside Emergency Management Department to provide a part-time Emergency
Service Coordinator position; and authorize the City Manager to execute the agreement
substantially in the form attached, allowing for minor and non -substantive changes.
EXECUTIVE SUMMARY
• County of Riverside (County) through its Emergency Management Department
(EMD), provides emergency management services to cities.
• In the past, the City has had an in-house Emergency Service Coordinator (ESC)
and has also contracted with County to provide this service. However, given the
current job market trends, this in-house position has not been filled. Therefore,
staff recommends contracting this service through County.
• The addition of a part-time ESC will address the City's need for active management
regarding prevention, preparedness, recovery, and response to emergencies.
Currently, EMD only has a part-time ESC available to assign to City.
• If approved, the ESC will be the City's emergency management point of contact
and will be responsible for the coordination of emergency services matters
including training of City staff and residents, and will represent the City at meetings,
events, and functions.
FISCAL IMPACT
The annual cost associated with a part-time ESC position for one year is $80,000. If this
agreement is approved, its term will commence on November 13, 2023 and end on June
30, 2024; estimated cost for the eight-month contract is $56,000, which includes
approximately $5,000 in overtime costs related to official City business outside of normal
business hours (after 5:00 p.m., Monday -Friday and weekends), (Exhibits A and B of the
agreement). Funds are available in the General Fund — Fire Budget for fiscal year
2023/24.
83
BACKGROUND/ANALYSIS
In the event of an emergency, the City and its employees must do everything possible to
protect and preserve residents' safety. An ESC is vital to emergency planning, staff
training, community outreach, coordinating exercises, grant management, emergency
response, and post -event recovery. Due to current job market trends, the hiring of a full-
time ESC has not been feasible; similarly, the County currently can only offer a part-time
ESC.
The part-time ESC will be dedicated to the City for 20 -hours a week; this person would
be responsible for the following services, outlined in detail in Exhibit A:
1.1 Comprehensive emergency management program: The ESC will coordinate a
comprehensive program with the overall mission of serving the public 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.
The ESC would be located at City Hall and work a 20 -hour week. The position would be
integrated into the Public Safety Department, which allows for coordinated response with
public safety personnel.
ALTERNATIVES
As County EMD is a qualified service provider with specialized knowledge of emergency
management response and the City must provide emergency service management, staff
does not recommend an alternative.
Prepared by:
Approved by:
Attachment:
Martha Mendez, Public Safety Deputy Director
Jon McMillen, City Manager
1. Agreement for Emergency Services Coordinator with County
84