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HomeMy WebLinkAbout2023-393-E-Emergency Svc-New Hope Fire Department-EMS substation collated with fire departmentRevised 04/23 1 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: New Hope Fire Department Vendor Contact Person: President Cliff Carroll Phone: (919) 929- 3473Address: 4012 Whitfield Rd. City Chapel Hill State: NC Zip: 27514 Department: Emergency Services Amount: $9,000.00 Annually Purpose: EMS substation collated with fire department Budget Code(s): 1077520- 630000 Vendor # 144 Vendor Status with NCSOS: Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: 4/1/2019) (Most Recent Amendment) Effective Date 7/1/2023 End Date 6/30/2026 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: ); Made or Administered by Signature Authority - BOCC Express Delegation (Agenda Date: ) - Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000 - Budget Policy Section XV (Capital Improvement Project: ) Bidding Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# ) Department Affirmation This agreement is approved as to technical form and content and I as Department Director affi rmatively state work on this project has not been initiated prio r to execution of the agreement. Services related to this agreement have already begun or been completed. Description of the nature of the emergency condition that was addressed: Continuation of EMS Co-location agreement, this is an updated agreement. Department Director’s Signature ________________________________________ Date: ________ Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Inapplicable because no hardware/software purchases or related services Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer___________________________________ Date: _________ Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer ____________________________________ Date: _________ Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney __________________________________________Date: ________ Clerk to the Board All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 8/4/2023 8/7/2023 8/4/2023 8/8/2023 Revised 04/23 2 Received for record retention: Office of the Clerk to the Board __________________________________________Date:_________ DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 {00042638.DOC 3} ORANGE COUNTY-NEW HOPE FIRE DEPARTMENT USE AGREEMENT FOR EMERGENCY MEDICAL SERVICES SUBSTATION This Use Agreement for Emergency Medical Services (EMS) Substation (this “Agreement”), made and entered into the 1st day of July, 2023 (the “Effective Date”), by and between the County of Orange, a political subdivision of the State of North Carolina, located at 200 South Cameron Street, Hillsborough, North Carolina, 27278, ("County") through the Orange County Emergency Services Department (“OCES”) and the New Hope Fire Department, a not for profit corporation (“Fire Company”), located at 4012 Whitefield Road, Chapel Hill, NC 27514 and both collectively referred to as “the Parties.” WITNESSETH: WHEREAS, Orange County through its Emergency Services Department currently operates an Advanced Life Support EMS System; and WHEREAS, the geographical service area covered by the Orange County Emergency Services System includes all of Orange County, consisting of 384 square miles of land area, and encompassing all or portions of the municipalities of Chapel Hill, Carrboro, Hillsborough, and Mebane; and WHEREAS, the estimated county population is 148,476, lending to a total system call volume, emergency and non-emergency, of 23,828; and WHEREAS, the County desires to locate an Emergency Services substation at the New Hope Fire Department’s Fire Station #2 at 4700 NC Highway 86, Chapel Hill, North Carolina to better serve the residents in southwest Orange County; and NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereafter set forth, the Parties agree as follows: 1. Term of the Agreement. The term of this Agreement shall begin on the Effective Date and expiring on June 30, 2024, and shall be automatically extended for three additional successive one-year terms, unless either Party provides written notice to the other ninety (90) days prior to the end of the term. 2. Scope of Agreement. a. The Fire Company shall provide space within New Hope Fire Station #2 to be used as an Emergency Medical Service Substation (“Substation”). The Fire Company shall provide: i. Storage space for emergency medical services supplies. ii. Space within the bay area for one (1) ambulance. DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 Orange County-New Hope Fire Department Substation Agreement Page 2 of 6 iii. Shared working quarters for up to three (3) OCES ambulance crew personnel who will staff the ambulance. iv. Access to parking for the ambulance crews personal vehicles. v. Access to electrical power for ambulance shorelines. vi. Access to the Fire Station by OCES ambulance crews. vii. Use of the landline telephone. b. The County shall provide the following for each Substation: i. One ambulance and a crew to staff the ambulance (up to three members) to provide pre-hospital, emergency medical services to the surrounding community. ii. Building up-fits (as needed) for ambulance shorelines at Station #2 and any up-fits to the buildings will be performed by a licensed electrical contractor and all expenses paid by the County. iii. Communications equipment as needed. Any modifications to the station shall be approved by the Fire Company and will be permanent and left in place if this contract expires (i.e., external antenna, paging/notification system). iv. Medical Supplies to support and maintain the substation. v. Logistical Supplies. Small refrigerator (as needed), storage cabinet, and a lock box for narcotics or other paramedic legitimate drugs. vi. Payment. The County shall pay to the Fire Company $750.00 per month for use of the substation, not to exceed $9,000 per year. Payment is inclusive of all utilities and normal and typical maintenance. 3. Repairs. The Fire Company shall provide for their normal and typical maintenance to the premises (i.e., lighting, filters, other). Any damages caused by the Fire Company shall be repaired and paid by the Fire Company and any damages caused by the County shall be repaired and paid by the County. a. If a determination on who caused the damage cannot be readily identified by the station personnel, the Fire Company Chief and Emergency Services Director will meet to reach an equitable decision. 4. Improvements. No substantial alteration, addition or improvement to the premises shall be made by the County without the written consent of the Fire Company. Upon mutual agreement of the design and method of installation, the Fire Company DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 Orange County-New Hope Fire Department Substation Agreement Page 3 of 6 will permit the County to install exterior signage to indicate the EMS station. The County will be responsible for ongoing maintenance and the removal of the signage should this agreement be terminated. 5. County’s Obligation to Comply with Applicable Laws and Requirements of Insurance Policies. The County shall throughout the term of this Agreement, at its sole expense, promptly comply with all laws and regulations of all federal, state and municipal which may be applicable to the property. The County shall comply with the requirements of Fire Department policies of public liability, fire and all other types of insurance at any time in force with respect to the building and other improvements on the property. 6. Fire Department Policies. The OCES crew will maintain a clean and sanitary work and meal area environment. County agrees that Emergency Services personnel shall comply with all applicable Fire Company policies and facility rules while on Fire Company property. Emergency Service personnel shall comply with any County facility use policy when it is stricter than the Fire Company rules. 7. Condition of Premises. The County shall, during the term of this Agreement and any renewal or extension hereof, keep the part of the facility they are allocated clean and shall surrender the premises in the good order and repair in which such property now is, ordinary wear and excepted, and shall remove all its property therefrom no later than Noon on the day upon which this Agreement ends. 8. Right of Entry. The County use of the premises is not exclusive, the Fire Company or its agent shall have the right to enter any part of the facility the County is allocated at reasonable times in order to examine it, or to make such decorations, repairs, alterations, improvements or additions as Fire Company deems necessary or desirable. If the County or its employees shall not be personally present to permit entry at any time when an entry therein shall be immediately necessary, as herein provided, Fire Company may enter the premises by such means as may be appropriate, including forcible entry, without rendering Fire Company or such agents liable therefore (if during such entry the Fire Company or his agents shall accord reasonable care to the County's property), and without in any manner affecting the obligations and covenants of this Agreement. 9. Hold Harmless from Liability. Neither The Fire Company nor the County shall be liable to the other for any property damage sustained by the other, personal injury to the other or to its officers, agents and employees, or to any other occupant of any part of the property, irrespective of how such injury or damage may be caused, whether from action of the elements or acts of negligence of the occupants of adjacent properties, or any other persons; provided that nothing contained herein shall relieve either Fire Company or the County of the consequences of its own negligence to the extent provided by law. 10. Amendments. Any amendments or revisions to this Agreement must be approved in writing by the Parties and attached to this Agreement. DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 Orange County-New Hope Fire Department Substation Agreement Page 4 of 6 11. Insurance. Fire Company shall maintain fire insurance on the building in which the premises is located. The County shall maintain fire and casualty insurance covering the County’s equipment and other property located in the premises. 12. Relationship of the Parties. The County is an independent contractor of The Fire Company. The County represents that they have or will secure, at their own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees or have any contractual relationship with The Fire Company. All personnel engaged in work under this Agreement shall be fully qualified and shall be authorized and permitted under federal, state and local law to perform such services. 13. Compliance with all Laws. The Parties, shall comply with all laws, ordinances, orders and regulations of the federal, state or local governments, as well as their respective departments, commissions, boards, and officers, which are in effect at the time of execution of this Agreement or are adopted at any time following execution of this agreement. 14. Subcontract. The Parties deem the services provided under this Agreement to be personal in nature and they may not subcontract any rights or duties under this Agreement to any third party without prior written consent. 15. Assignment. The Parties agree not to assign this Agreement, to any other party without the prior written consent of the other Party. 16. Non-Appropriation. This Agreement is subject to the availability of funds to purchase the specified services and may be terminated at any time if such funds become unavailable. 17. Non-Discrimination. The Parties shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal non-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) Any violation of the Orange County Non-Discrimination Policy is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. 18. Notice. The Parties hereto agree and understand that written notice, as identified in Section #1 of this agreement, mailed or delivered to the last known address, shall constitute sufficient notice to the County and Fire Company. All notices required and/or made pursuant to this Agreement to be given to the County and shall be in writing and mailed to the party addressed as follows: DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 Orange County-New Hope Fire Department Substation Agreement Page 5 of 6 County: Director Emergency Services Department Orange County Post Office Box 8181 510 Meadowlands Drive Hillsborough, NC 27278 Fire Company: Fire Chief New Hope Fire Department 4012 Whitfield Road Chapel Hill, NC 27514 19. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. 20. Entire Agreement. This Agreement, including any referenced attachments, constitutes the entire Agreement between the parties and shall supersede, replace or nullify any and all prior Agreements of understandings; written or oral, relating to the matters set forth herein, and any such prior Agreements or understandings shall have no force or affect whatsoever on this Agreement. The County and Fire Company have read this Agreement and agree to be bound by all of its terms, and further agree that this Agreement constitutes the complete and exclusive statement of the Agreement between the County and Fire Company. 21. Severability. All clauses found herein shall act independently of each other. If a clause is found to be illegal or unenforceable, it shall have no effect on the other provisions of this Agreement. It is understood by the parties hereto that if any part, term or provision of this Agreement is by the Courts held to be illegal or in conflict with any laws of the State of North Carolina or the United States, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part, term or provision held to be invalid. 22. Governing Law. The laws of the State of North Carolina shall govern all aspects of this Agreement. In the event that it is necessary for either party to initiate legal action regarding this Agreement, venue shall lie in Orange County, North Carolina. The parties hereby waive their right to trial by jury in any action, proceeding or claim, arising out of this Agreement, which may be brought by either of the parties. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 Orange County-New Hope Fire Department Substation Agreement Page 6 of 6 North Carolina General Statutes. By executing this Agreement the Fire Company certifies that Fire Company has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement Fire Company certifies that it has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81 23. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to com ply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. IN WITNESS WHEREOF, the Orange County and New Hope Fire Department have signed this Agreement, effective on the last date this Agreement is signed by both parties as indicated by the dates set forth under signatures below. For and on behalf of New Hope Fire Department _____________________________ _____________________ Cliff Carroll, President Date New Hope Fire Department Board of Directors For and on behalf of Orange County Government __________________________________ ______________________ Bonnie Hammersley, County Manager Date Approved as to technical content ______________________________ ________________________ Kirby Saunders, Director Date Emergency Services DocuSign Envelope ID: 47DABE78-BD86-40CD-8CA6-7381FA5CD077 8/4/2023 8/4/2023 8/8/2023