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RESOLUTION (ID #2676) DOC ID: 2676 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Agreement/Contract
From: George A. Avery M/CC Meeting Date: 11/04/2013
Prepared by: Norma Camarena, (909) 384-
5286
Dept: Fire Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Execution of a Standard Contract Between the San Bernardino County Fire Protection District
and the City of San Bernardino for Emergency Management Services; and Ratifying the
Submittal of the 2013 Emergency Management Performance Grant and Authorizing the County
to Apply for and Administer the Grant. (At Meeting of October 7, 2013, Item Continued to
October 21, 2013; Item Continued to November 4, 2013) (#2676)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Authorize the City of San Bernardino to enter into a contract with the San Bernardino County
Fire Protection District, for an amount not to exceed $165,000 for a term of three years, to
provide Emergency Management Services within the boundaries of the City. Included in the
Fire Department's FY 2013-2014 Adopted Budget is the funding for the Emergency Services
Manager position. The position has been vacant since May 2013, Fire is requesting that the
Director of Administrative Services be authorized to transfer the savings from the Disaster
Preparedness Program salary&benefits accounts (00 1-200-0048-50xx) to account number 001-
200-0048-5505 (Other Professional Services) in the amount of$55,000 for the execution of the
contract and issuance of an annual purchase order to the County.
Account Number: 001-200-0048-5505 Budgeted Amount: $12,000
Balance (as of September 9, 2013): $7,771.55
Balance (after approval of this item): $7,771.55 (with budget amendment)
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
In addition, the City will defer the annual allocation of the Emergency Management Performance
Grant(EMPG) funding to the County for the purpose of proving emergency management to the
City. During budget preparations for FY 12/13 and FY 13/14,the Fire Department projected that
the City would be reimbursed$41,600 annually and funding was identified in revenue account
#001-200-0000-4615 (State Aid/Civil Defense). However,in FY 12/13 Fire declined the 2012
EMPG funding due to the requirement to match the amount awarded by 100% in-kind and no
available staff to manage the grant. Due to the resignation of Emergency Services Manager, the
City will not be able to meet the 2013 EMPG requirements for reimbursement and authorize the
County to apply and administer the grant. Therefore, authorization is requested for the Director
Updated: 10/29/2013 by Linda Sutherland B fii�. 18
2676
of Administrative Services or designee to adjust the annual revenue projection associated with
account#001-200-0000-4615 for FY 12/13 and FY 13/14 to reflect$0.
-- Motion: Continue to November 18, 2013.
Synopsis of Previous Council Action:
07/02/2012 Mayor and Common Council adopted Councilman Chas Kelley's Fire
Department Staffing Efficiencies.
09/05/2012 Amend and approve the Pre-Pendency Plan minus the Fire Department's
Proposal.
09/17/2012 Tabled following Presentation by Acting Fire Chief and Discussion
10/01/2012 Mayor and Common Council approved the Fire Department's Pre-Pendency Plan
related to the City's proposed FY 2012/2013 Budget.
Background:
On July 2, 2012, the Mayor and Common Council adopted Councilman Chas Kelley's Fire
Department Staffing Efficiencies which included the vacancy of the Disaster Preparedness
(official title: Emergency Services Manager) position through attrition. The vacancy didn't
occur until May 2013; the position is a vital role to the City to manage the Emergency
Operations Center (EOC), grants for the department, Community Emergency Response Team
(CERT) to the community, and manage city-wide disaster events.
In order to meet all of the obligations related to the Emergency Services Manager position, Fire
has solicited a contract with the San Bernardino County Fire Protection District/Office of
Emergency Services. They have submitted a contract that includes all necessary training, critical
plan updates, disaster cost recovery, and a ten person staff that is specialized in addressing all
issues relating to disaster management(Exhibit"A" and Exhibit"1").
The cost associated with this contract is $55,000 per year plus our allocation of the EMPG, for a
combined projection of $100,477 per year. Our present staff is ill equipped to manage the
EMPG if we were to attempt to use it for its intended purpose; therefore, we are requesting we
use the annual grant to help fund the Emergency Management Services contract with the San
Bernardino County Fire Protection District/County of San Bernardino Fire Department.
EMPG is awarded annually to the City for participating and meeting the criteria for the San
Bernardino Operation Area, hosted by the San Bernardino County Office of Emergency Service.
The last few years, the County of San Bernardino has distributed our reimbursement after the
close out of the fiscal year and the amount awarded has varied. In September 2012, staff
declined the EMPG funding due to the requirement to match the amount awarded by 100% in-
kind and no available staff to manage the grant. For FY 13/14, staff submitted a letter to the
County of our interest/intent to participate in the 2013 EMPG. Funding for FY 13/14 is
projected for $45,477 and is a grant reimbursement instead of a revenue source. In anticipation
of this proposed contract, Fire recommended that the City's allocation be earmakred for
contractual services (Exhibit"B").
Updated: 10/29/2013 by Linda Sutherland B
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The Fire Department is requesting ratification of the 2013 EMPG and authorization to contract
its Emergency Services Manager responsibilities to the San Bernardino County Fire Protection
District in order to ensure the City's effectiveness in the short term and during future large scale
emergencies. The term of the contract is for 3 years, commencing October 1, 2013 and ending
September 30, 2016. Also, both parties have the right to terminate their participation under the
contract by providing 90 days written notice to the other party. Since implementation date of the
contract has passed, the resolution ratifies any action taken from October 1, 2013 through the
date that the agreement is executed.
In accordance with the City of San Bernardino Municipal Code Section 3.04.01 013(3) and
3.04.070F provides an exception to the City's bidding requirements for professional services
when the Mayor and Common Council determine that it is in the best interest of the City. Fire
recommends that the City enter into a contract with the San Bernardino County Fire Protection
District for Emergency Management Services and issue a purchase order in the amount of
$55,000 annually.
City Attorney Review:
Supporting Documents:
RESOLUTION TEMPLATE 1 (DOC)
San Bernardino County Fire Protection District-Exhibit A Standard Contract (DOC)
San Bernardino County Fire Protection District-Exhibit 1 Services and Contacts (DOC)
San Bernardino County Fire Protection District-Exhibit B 2013 Emergency Management
Performance Grant (PDF)
Updated: 10/29/2013 by Linda Sutherland B Packet Pg. 20