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HomeMy WebLinkAbout2015-610 Emergency Svc - NC Statewide Emergency Management Mutual Aid and Assistance Agreement cs Please return this copy to the Clerk to the Board's _ L' office for permanent agenda file. NORTH CAROLINA STATEWIDE EMERGENCY MANAGEMENT MUTUAL AID AND ASSISTANCE AGREEMENT Revision—September 2015 THIS AGREEMENT IS ENTERED INTO BETWEEN THE NORTH CAROLINA DEPARTMENT OF PUBLIC SAFETY,AND ITS DIVISION OF EMERGENCY MANAGEMENT OF THE STATE OF NORTH CAROLINA AND BY EACH OF THE ENTITIES THAT EXECUTES AND ADOPTS THE UNDERSTANDINGS, COMMITMENTS, TERMS,AND CONDITIONS CONTAINED HEREIN: WHEREAS,the State of North Carolina is geographically vulnerable to a variety of natural disasters; WHEREAS, Chapter 166A of the North Carolina General Statutes, entitled the North Carolina Emergency Management Act, recognizes this vulnerability and provides that its intended purposes are to: (1)Reduce vulnerability of people and property of this State to damage, injury, and loss of life and property; (2)Prepare for prompt and efficient rescue, care, and treatment of threatened or affected persons; (3)Provide for the rapid and orderly rehabilitation of persons and restoration of property; and (4)Provide for cooperation and coordination of activities relating to emergency and disaster mitigation,preparedness, response, and recovery; WHEREAS, in addition to the State, the Federal Emergency Management Agency(FEMA) has recognized the importance of the concept of coordination between the State and local governments; WHEREAS,under Chapter 166A and other chapters of the North Carolina General Statutes, entities entering into mutual aid and assistance agreements may include provisions for the furnishing and exchanging of supplies, equipment, facilities, personnel and services; and WHEREAS, the entities which have chosen to become signatories to this Agreement wish to provide mutual aid and assistance amongst one another at the appropriate times; THEREFORE,pursuant to G.S. 166A-19.72, these entities agree to enter into this Agreement for reciprocal emergency management aid and assistance, with this Agreement embodying the understandings, commitments, terms, and conditions for said aid and assistance, as follows: 1 Section I. DEFINITIONS "Agreement"means this document, the North Carolina Statewide Emergency Management Mutual Aid and Assistance Agreement. "Aid and assistance" includes personnel, equipment, facilities, services, and supplies. "Authorized Representative" means a party's employee who has been authorized, in writing by that party, to request, to offer, or to otherwise provide assistance under the terms of this Agreement. The list of Authorized Representatives for each party executing this Agreement shall be attached to the executed copy of this Agreement. (In the event of a change in personnel, unless otherwise notified, the presumption will be that the successor to that position will be the authorized representative.) "Disaster declaration"means a gubernatorial declaration that the impact or anticipated impact of an emergency constitutes a Type I, II, III disaster as defined in G.S. 166A-19.21(b) "Emergency" means an occurrence or imminent threat of widespread or severe damage, injury, or loss of life or property, resulting from any natural or man-made accidental, military, or paramilitary cause. "Local Agency" means a county agency charged with coordination of all emergency management activities for its geographical limits pursuant to G.S. 166A-19.15. "Party" means a governmental entity, which has adopted and executed this Agreement. "Provider" means the party, which has received a request to furnish aid and assistance from another party in need(the "Recipient"). "Recipient"means the party setting forth a request for aid and assistance to another party(the "Provider"). Section II. INITIAL RECOGNITION OF PRINCIPLE BY ALL PARTIES; AGREEMENT PROVIDES NO RIGHT OF ACTION FOR THIRD PARTIES As this is a reciprocal contract, it is recognized that any party to this Agreement may be requested by another party to be a Provider. It is mutually understood that each party's foremost responsibility is to its own citizens. The provisions of this Agreement shall not be construed to impose an unconditional obligation on any party to this Agreement to provide aid and assistance pursuant to a request from another party. Accordingly, when aid and assistance have been requested, a party may in good faith withhold the resources necessary to provide reasonable and adequate protection for its own community,by deeming itself unavailable to respond and so informing the party setting forth the request. Given the finite resources of any jurisdiction and the potential for each party to be unavailable for aid and assistance at a given point in time, the parties mutually encourage each other to enlist 2 other entities in mutual aid and assistance efforts and to enter into such agreements accordingly. Concomitantly, the parties fully recognize that there is a highly meritorious reason for entering into this Agreement, and accordingly shall attempt to render assistance in accordance with the terms of this Agreement to the fullest extent possible. Pursuant to G.S. 166A-19.60 and as elaborated upon in Section X of this Agreement, all functions and activities performed under this Agreement are hereby declared governmental functions. Functions and activities performed under this Agreement are carried out for the.benefit of the public and not for the benefit of any specific individual or individuals. Accordingly, this Agreement shall not be construed as or deemed an Agreement for the benefit of any third parties or persons and no third parties or persons shall have any right of action under this Agreement for any cause whatsoever. All immunities provided by law shall be fully applicable as elaborated upon in Section X of this Agreement. Section III. PROCEDURES FOR REQUESTING ASSISTANCE Mutual aid and assistance shall not be requested unless the resources available within the stricken area are deemed inadequate by Recipient. If a Recipient is impacted by an emergency and has deemed their resources inadequate, it may request mutual aid and assistance by communicating the request to Provider, indicating the request is made pursuant to this Agreement. The request shall be followed as soon as practicable by a written confirmation of that request, including the transmission of a proclamation of local state of emergency under G.S. 166A-19.22, and a completed form describing recipient's projected needs in light of the emergency. All requests for mutual aid and assistance shall be transmitted by the party's Authorized Representative or to the Coordinator of the Local Agency as set forth below. A.METHOD OF REQUEST FOR MUTUAL AID AND ASSISTANCE: Recipient shall set forth requests as follows: (i)REQUESTS ROUTED THROUGH THE RECIPIENT'S LOCAL AGENCY. Recipient may directly contact the Local Agency, in which case it shall provide the Local Agency with the information in paragraph B of this Section (Section III). The Local Agency shall then contact other parties on behalf of Recipient to coordinate the provision of mutual aid and assistance. Recipient shall be responsible for the costs and expenses incurred by any Provider in providing aid and assistance pursuant to Section VII of this Agreement. (ii)REQUESTS MADE DIRECTLY TO PROVIDER: Recipient may directly contact Provider's authorized representative, setting forth the information in paragraph B of this Section(Section III). All communications shall be conducted directly between Recipient and Provider. Recipient shall be responsible for the costs and expenses incurred by any Provider in providing aid and assistance pursuant to the provisions of this Agreement as noted in Section VII of this Agreement. Provider and Recipient shall be responsible for keeping Local Agencies advised of the status of response activities, in a timely manner. (iii)RECORD OF REQUESTS TO BE PROVIDED: A record of the request for assistance shall be provided by the Recipient to the Director of the Division of Emergency Management in the 3 NC Department of Public Safety, in a timely manner. B.REQUIRED INFORMATION. Each request for assistance shall include the following information, in writing or by any other available means,to the extent known: 1. Stricken Area and Status: A general description summarizing the condition of the community or emergency area(i.e., whether the emergency and/or disaster declaration is imminent, in progress, or has already occurred) and of the damage sustained to date; 2. Services: Identification of the service fanction(s) for which assistance is needed and the particular type of assistance needed; 3.Infrastructure Systems: Identification of the type(s)of public infrastructure system for which assistance is needed(water and sewer, storm water systems, streets) and the type of work assistance needed; 4.Aid and Assistance: The amount and type of personnel, equipment,materials, and supplies needed and a reasonable estimate of the length of time they will be needed; 5. Provider's Traveling Employee Needs--Unless otherwise specified by Recipient, it is mutually understood that Recipient will provide for the basic needs of Provider's traveling employees. Recipient shall pay for all reasonable out-of-pocket costs and expenses of Provider's traveling employees, including, without limitation,transportation expenses for travel to and from the stricken area. Further, Recipient shall house and feed Provider's traveling employees at its (Recipient's) sole cost and expense. If Recipient cannot provide such food and/or housing at the emergency area,Recipient shall specify in its request for assistance that the Provider's traveling employees be self-sufficient. 6 Facilities: The need for sites, structures, or buildings outside Recipient's geographical limits to serve as relief centers or staging areas for incoming emergency goods and services; and 7.Meeting Time and Place: An estimated time and a specific place for a representative of Recipient to meet the personnel and resources of any Provider. C. STATE AND FEDERAL ASSISTANCE: Recipient shall be responsible for coordinating requests for state or federal assistance with its(Recipient's) Local Agency. Section IV. PROVIDER'S ASSESSMENT OF AVAILABILITY OF RESOURCES AND ABILITY TO RENDER ASSISTANCE When contacted by the Recipient/Local Agency, Provider's authorized representative shall assess Provider's own local situation in order to determine available personnel, equipment, and other resources. If Provider's authorized representative determines that Provider has available resources, Provider's authorized representative shall so notify the Recipient/Local Agency (whichever communicated the request). Provider shall complete a written acknowledgment, whether on the request form received from Recipient or on another form, regarding the 4 assistance to be rendered (or a rejection of the request) and shall transmit it by the most efficient practical means to the Recipient/Local Agency for a final response. Provider's acknowledgment shall contain the following information: 1. In response to the items contained in the request, a description of the personnel, equipment, and other resources available; 2. The projected length of time such personnel, equipment, and other resources will be available to serve Recipient,particularly if the period is projected to be shorter than one week(as provided in the "Length of Time for Aid and Assistance" section [Section VI] of this Agreement.) 3. The estimated time when the assistance provided will arrive at the location designated by the Authorized Representative of the Requesting Party; and 4. The name of the person(s)to be designated as Provider's supervisor(pursuant to the "Supervision and Control" section [Section V] of this Agreement.) Where a request has been submitted to the Local Agency,the Local Agency shall notify Recipient's authorized representative and forward the information from Provider. The Recipient/Local Agency shall respond to Provider's written acknowledgment by signing and returning a copy of the form to Provider by the most efficient practical means, maintaining a copy for its file. Section V. SUPERVISION AND CONTROL Provider shall designate one of its employees sent to render aid and assistance to Recipient as a supervisor. As soon as practicable, Recipient shall assign work tasks to Provider's supervisor, and unless specifically instructed otherwise, Recipient shall have the responsibility for coordinating communications between Provider's supervisor and Recipient. Recipient shall provide necessary credentials to Provider's personnel authorizing them to operate on behalf of Recipient. Based upon such assignments from the Recipient, Provider's supervisor shall: (1) Have the authority to assign work and establish work schedules for Provider's personnel. Further, supervisor shall retain direct supervision and control of Provider's personnel, equipment, and other resources. Provider should be prepared to furnish communications equipment sufficient to maintain communications among its respective operating units, and if this is not possible, Provider shall notify Recipient accordingly; (2)Maintain daily personnel time records, material records, and a log of equipment hours; (3)Report work progress to Recipient at mutually agreed upon intervals. Section VI. LENGTH OF TIME FOR AID AND ASSISTANCE; RENEWABILITY; RECALL Unless otherwise provided, the duration of Provider's assistance shall be for an initial period of 5 seven days, starting from the time of arrival. Thereafter, assistance may be extended in daily or weekly increments as the situation warrants, for a period agreed upon by the authorized representatives of Provider and Recipient. As noted in Section II of this Agreement,Provider's personnel, equipment, and other resources shall remain subject to recall by Provider to provide for its own citizens if circumstances so warrant. Provider shall make a good faith effort to provide at least twenty-four(24)hours advance notification to Recipient of Provider's intent to terminate mission,unless such notice is not practicable, in which case, as much notice as is reasonable under the circumstances shall be provided. Section VII. REIMBURSEMENTS Except as otherwise provided below, it is understood that Recipient shall pay to Provider all documented costs and expenses incurred by Provider because of extending aid and assistance to Recipient. The terms and conditions governing reimbursement for any assistance provided under this Agreement shall be in accordance with the following provisions,unless otherwise agreed in writing by Recipient and Provider. Recipient shall be ultimately responsible for reimbursement of all eligible expenses. A.Personnel--During the period of assistance, Provider shall continue to pay its employees according to its then prevailing ordinances, rules, and regulations. Recipient shall reimburse Provider for all direct and indirect payroll costs and expenses including travel expenses incurred during the period of assistance, including, but not limited to, employee retirement benefits as provided by Generally Accepted Accounting Principles (GAAP). However, as stated in Section IX of this Agreement, Recipient shall not be responsible for reimbursing any amounts paid or due as benefits to Provider's personnel under the terms of the North Carolina Workers' Compensation Act(Chapter 97 of the North Carolina General Statutes). B. Equipment--Recipient shall reimburse the Providers for the use of equipment during the period of assistance according to either a pre-established local or state hourly rate or according to the actual replacement, operation, and maintenance expenses incurred. For those instances in which the Federal Emergency Management Agency(FEMA)reimburses costs, the FEMA- eligible direct costs shall be determined in accordance with 44 C.F.R. 206.228. Provider shall pay for all repairs to its equipment as determined necessary by its on-site supervisor(s)to maintain such equipment in safe and operational condition. At the request of Provider, fuels, miscellaneous supplies, and minor repairs may be provided by Recipient, if practical. The total equipment charges to Recipient shall be reduced by the total value of the fuels, supplies, and repairs furnished by Recipient and by the amount of any insurance proceeds received by Provider. C. Materials And Supplies—Recipient shall reimburse Provider for all materials and supplies furnished and that are used or damaged by Recipient during the period of assistance, except for the costs of equipment, fuel and maintenance materials, labor, and supplies, which shall be included in the equipment rate established in subsection B of this section(Section VII), Recipient will not be responsible for costs where such damage is caused by gross negligence, 6 willful and wanton misconduct, intentional misuse, or recklessness of Provider's personnel. Provider's personnel shall use reasonable care under the circumstances in the operation and control of all materials and supplies used during the period of assistance. The measure of reimbursement shall be determined in accordance with 44 C.F.R. 206.228. In the alternative,the parties may agree that Recipient will replace, with like kind and quality as determined by Provider,Provider's materials and supplies used or damaged in a reasonable time. If such an agreement is made, it shall be reduced to writing and transmitted to the North Carolina Division of Emergency Management. D.Record Keeping--Recipient and North Carolina Division of Emergency Management personnel shall provide information, directions, and assistance for record keeping to Provider's personnel. Provider shall maintain records and submit invoices for reimbursement by Recipient or the North Carolina Division of Emergency Management using the format used or required by FEMA publications, including 44 C.F.R. part 13 and applicable Office of Management and Budget(OMB) Circulars. E.Payment; Other Miscellaneous Matters as to Reimbursements--The reimbursable costs and expenses with an itemized notice shall be forwarded as soon as practicable after the costs and expenses are incurred, but not later than sixty(60) days following the period of assistance,unless the deadline for identifying damage is extended in accordance with 44 C.F.R. part 206. Recipient shall pay the bill or advise of any disputed items, not later than sixty(60) days following the billing date. These periods may be modified in writing signed by both parties by mutual agreement. This shall not preclude Provider or Recipient from assuming or donating, in whole or in part, the costs and expenses associated with any loss, damage, or use of personnel, equipment, and resources provided to Recipient. Section VIII.RIGHTS AND PRIVILEGES OF PROVIDER'S EMPLOYEES Pursuant to G.S. 166A-19.60 whenever Provider's employees are rendering aid and assistance pursuant to this Agreement, such employees shall retain the same powers, duties, immunities, and privileges they would ordinarily possess if performing their duties within the geographical limits of Provider. Section IX. PROVIDER'S EMPLOYEES COVERED AT ALL TIMES BY PROVIDER'S WORKERS' COMPENSATION POLICY Recipient shall not be responsible for reimbursing any amounts paid or due as benefits to Provider's employees under the terms of the North Carolina Workers' Compensation Act, Chapter 97 of the General Statutes, due to personal injury or death occurring during the period of time such employees are engaged in the rendering of aid and assistance under this Agreement. It is mutually understood that Recipient and Provider shall be responsible for payment of such workers' compensation benefits only to their own respective employees. Further, it is mutually understood that Provider will be entirely responsible for the payment of workers' compensation benefits to its own respective employees pursuant to G.S. 97-51. Section X.IMMUNITY 7 Pursuant to G.S. 166A-19.60, all activities performed under this Agreement are hereby declared governmental functions. Neither the parties to this Agreement,nor, except in cases of willful misconduct, gross negligence, or bad faith,their personnel complying with or reasonably attempting to comply with this Agreement or any ordinance, order, rule, or regulation enacted or promulgated pursuant to the provisions of this Agreement shall be liable for the death of or injury to persons or for damage to property as a result of any such activity. Section XI. PARTIES MUTUALLY AGREE TO HOLD EACH OTHER HARMLESS FROM LIABILITY To the extent allowed by applicable law, each party(as indemnitor)agrees to protect, defend, indemnify, and hold the other party(as indemnitee), and its officers, employees and agents, free and harmless from and against any and all losses, penalties, damages, assessments, costs, charges,professional fees, and other expenses or liabilities of every kind and arising out of or relating to any and all claims, liens, demands, obligations, actions,proceedings, or causes of action of every kind in connection with or arising out of indemnitor's negligent acts, errors and/or omissions. Indemnitor further agrees to investigate, handle,respond to,provide defense for, and defend any such claims, etc. at indemnitor's sole expense and agrees to bear all other costs and expenses related thereto. To the extent that immunity does not apply, each party shall bear the risk of its own actions, as it does with its day-to-day operations, and determine for itself what kinds of insurance, and in what amounts, it should carry. Each party understands and agrees that any insurance protection obtained shall in no way limit the responsibility to indemnify,keep, and save harmless the other parties to this Agreement. Notwithstanding the foregoing,to the extent that each party does not purchase insurance, it shall not be deemed to have waived its governmental immunity by law. Section XII. ROLE OF THE DIVISION OF EMERGENCY MANAGEMENT Pursuant to GS 166A-19.12(19) and under this agreement,the responsibilities of the North Carolina Division of Emergency Management are: (1)to serve as the central depository for executed Agreements,to maintain a current listing of entities with their authorized representatives and contact information, and to provide this listing to each of the entities on an annual basis; (2)to coordinate the provision of mutual aid and assistance to a requesting party, pursuant to the provisions of this Agreement; (3) to keep a record of all requests for assistance and acknowledgments; (4)to report on the status of ongoing emergency or disaster-related mutual aid and assistance as appropriate; and(5) if the parties so designate, to serve as the eligible entity for requesting reimbursement of eligible costs from FEMA and provide information, directions, and assistance for record keeping pursuant thereto. Section XIII. AMENDMENTS Manner--This Agreement may be modified at any time upon the mutual written consent of the Recipient and Provider. Addition of Other Entities--Additional entities may become parties to this Agreement upon: (1) acceptance and execution of this Agreement; and (2) sending an executed copy of the Agreement to the North Carolina Division of Emergency Management. 8 Section XIV. INITIAL DURATION OF AGREEMENT; RENEWAL; TERMINATION This Agreement shall be binding for not less than one (1) year from its effective date,unless terminated upon at least sixty(60) days advance written notice by a party as set forth below. Thereafter, this Agreement shall continue to be binding upon the parties in subsequent years, unless canceled by written notification served personally or by registered mail upon the Director of North Carolina Division of Emergency Management,which shall provide copies to all other parties. The withdrawal shall not be effective until sixty(60) days after notice thereof has been sent by the Director of the North Carolina Division of Emergency Management to all other parties. A party's withdrawal from this Agreement shall not affect a party's reimbursement obligations or any other liability or obligation under the terms of this Agreement incurred prior to withdrawal hereunder. Once the withdrawal is effective, the withdrawing entity shall no longer be a party to this Agreement,but this Agreement shall continue to exist among the remaining parties. Section XV. HEADINGS The headings of various sections and subsections of this Agreement have been inserted for convenient reference only and shall not be construed as modifying, amending, or affecting in any way the express terms and provisions of this Agreement. Section XVI. SEVERABILITY: EFFECT ON OTHER AGREEMENTS Should any clause, sentence,provision,paragraph, or other part of this Agreement be adjudged by any court of competent jurisdiction to be invalid, such judgment shall not affect, impair, or invalidate the remainder of this Agreement. Each of the parties declares that it would have entered into this Agreement irrespective of the fact that any one or more of this Agreement's clauses, sentences, provisions,paragraphs, or other parts have been so declared invalid. Accordingly, it is the intention of the parties that the remaining portions of this Agreement shall remain in full force and effect without regard to the clause(s), sentence(s), provision(s), paragraph(s), or other part(s) invalidated. In the event that parties to this Agreement have entered into other mutual aid and assistance contracts, for example pursuant to Chapter 160A of the North Carolina General Statutes, those parties agree that to the extent a request for mutual assistance is made pursuant to this Agreement, those other mutual aid and assistance contracts are superseded by this Agreement. Section XVII. EFFECTIVE DATE This Agreement shall take effect upon its approval by the entity seeking to become a signatory to this Agreement and upon proper execution hereof. IN WITNESS WHEREOF, each of the parties have caused this North Carolina Statewide Emergency Management Mutual Aid and Assistance Agreement to be duly executed in its name and behalf by its Chief Executive Officer, who has signed accordingly with seals affixed and attested with concurrence of a majority of its governing board, as of the date set forth in this Agreement. 9 EMERGENCY MANAGEMENT DIVISION DEPARTMENT OF PUBLIC SAFETY BY: WITNESS: Frank L. Perry, Secretary Department of Public Safety Date: BY: WITNESS: Michael A. Sprayberry, Director Emergency Management Division Date: BY: WITNESS: Chief Executive Officer—Local Gqvjrnment Unit Printed Name and Title Yy�e1'"`vl �Q,t 550. Name of Unit: Date: IZI&1/C APPROVED AS TO PROCEDURES: BY: Office of General Counsel Department of Public Safety Date: N.C. STATEWIDE MUTUAL AID AND ASSISTANCE AGREEMENT 10 N.C. STATEWIDE MUTUAL AID AND ASSISTANCE AGREEMENT List of Authorized Representatives to Contact for Emergency Assistance Name of Unit: Orange County, North Carolina(Orange County Emergency Services) &Mailing Address: P.O. Box 8181 Hillsborough, NC 27278 Date: 11/25/2015 I.PRIMARY REPRESENTATIVE: Name: Dinah Jeffries Title: Interim Director of Emergency Services Day Phone: ( 919 ) 245-6100 Night Phone: ( 336 ) 512-1112 Fax#: ( 919 ) 732-5016 Pager#: ( ) --------------------------------------------------------------------------- --------------------------------------------------------------------------- II. FIRST ALTERNATE REPRESENTATIVE: Name: W Kirby Saunders Title: Emergency Management Coordinator Day Phone: ( 919 ) 245-6135 Night Phone: ( 434 ) 514-1227 Fax#: 9( 19 ) 732-5016 Pager#: ( ) --------------------------------------------------------------------------- --------------------------------------------------------------------------- III.SECOND ALTERNATE REPRESENTATIVE: Name: Alton Matthews Title: EM Logistics Manager Day Phone: ( 919 ) 245-6156 Night Phone: ( 919 ) 452-4079 Fax#: ( 919 ) 732-5016 Pager#: ( )