Loading...
HomeMy WebLinkAbout2910 (2) 1 RESOLUTION NO 2 9 1 0 2 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE 4 PUBLIC WORKS EMERGENCY RESPONSE MUTUAL AID AGREEMENT 5 WHEREAS, the Public Works Emergency Response Mutual Aid 6 Agreement is authorized under State of Washington, RCW' s 35 7 (City) 36 (County) , 38 52 (Emergency Management) , 39 34 8 (Interlocal Agreement) and 47 (Public Highway Transportation 9 10 (DOT) ) , which is activated only in the event of a proclamation 11 of an emergency by the local and/or state government approving 12 authority; and 13 WHEREAS, the agency asking for assistance from any 14 signatory agency will herein be referred to as the Requesting 15 Agency; and 16 WHEREAS, the signatory agency agreeing to assist another 17 signatory agency asking for assistance will herein be referred 18 to as the Responding Agency; and 19 WHEREAS, it is necessary and desirable that this 20 Agreement be executed for the exchange of mutual aid; with the 21 intent to supplement not supplant agency personnel 22 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, 23 WASHINGTON, IN A REGULAR MEETING DULY ASSEMBLED, HEREWITH 24 25 RESOLVES THAT 26 Resolution No 2910 January 14, 1998 Page 1 1 SECTION 1 The Mayor and City Clerk of the City of 2 Auburn, Washington, are herewith authorized to execute Public 3 Works Emergency Response Mutual Aid Agreement The City of 4 Auburn may cancel its participation in this Agreement by 5 giving written notice to the Washington State Department of 6 Transportation, TransAid Service Center A copy of said 7 Agreement is attached hereto as Exhibit "A" and incorporated 8 9 herein 10 SECTION 2 The Mayor is hereby authorized to implement 11 such administrative procedures as may be necessary to carry 12 out the directives of this legislation 13 DATED this 20th day of January, 1998 14 CITY OF AUBURN 15 Q11 ck•1 16 CHARLES A BOOTH 17 MAYOR ATTEST 18 19 G 44 / Da ielle E Daskam, 20 City Clerk 21 APPROVED Ap TO FORM 23 ij '1 vv 24 Michael J Reynolds, City Attorney 25 26 Resolution No 2910 January 14, 1998 Page 2 PUBLIC WORKS EMERGENCY RESPONSE MUTUAL AID AGREEMENT WHEREAS, the purpose of this pre-disaster agreement between the agencies is to provide for immediate assistance to protect life and property; WHEREAS, this Agreement is authorized under State of Washington, RCW's 35 (City), 36 (County), 38.52 (Emergency Management), 39 34 (Interlocal Agreement) and 47 (Public Highway Transportation (DOT)); which is activated only in the event of a proclamation of an emergency by the local and/or state government approving authority; WHEREAS, the agency asking for assistance from any signatory agency will herein be referred to as the Requesting Agency; WHEREAS, the signatory agency agreeing to assist another signatory agency asking for assistance will herein be referred to as the Responding Agency; WHEREAS, it is necessary and desirable that this Agreement be executed for the exchange of mutual aid, with the intent to supplement not supplant agency personnel. NOW, THEREFORE, it is hereby agreed by each and all of the parties signatory to the Agreement as follows: 1. Each agency signatory to this Agreement agrees to furnish, upon its sole discretion, those resources and services it deems to be available to each other signatory agency hereto as necessary to assist in the prevention, response, recovery and mitigation of proclaimed emergencies/disasters. 2. It is hereby understood that this Agreement shall not supplant pre-existing mutual aid agreements nor deny the right of any agency hereto to negotiate other mutual aid agreements. 3. The Responding Agency shall assist in only those situations for which it has determined it has qualified personnel, appropriate equipment and necessary materials. Resources of the Responding Agency that are made available to the Requesting Agency shall, whenever possible, remain under the control and direction of the Responding Agency The Requesting Agency shall coordinate the activities and resources of all Responding Agencies. CITY OF AUBURN EXHIBIT "A" RESOLUTION NO 2910 A ADOPTED JAN 20 1998 4. It is hereby understood that the Responding Agency will be reimbursed (e.g., labor, equipment, materials and other related expenses as applicable, including loss or damage to equipment) at its adopted usual and customary rates. The Responding Agency shall submit an itemized voucher of costs to the Executive Head of the Requesting Agency within sixty (60) days after completion of work (RCW 38.52.080). Unless otherwise agreed, the Responding Agency shall receive reimbursement within ninety (90) days after the voucher submittal date. 5 The Responding Agency shall have no responsibilities or incur any liabilities because it does not provide resources and/or services to any other party to this Agreement. The Responding Agency shall retain the right to withdraw some or all of its resources at any time. Notice of intention to withdraw shall be communicated to the Requesting Agency's designated official, or the official's designee, as soon as practicable. 6. All privileges, immunities, rights, duties and benefits of officers and employees of the Responding Agency shall apply while those officers and employees are performing functions and duties on behalf of the Requesting Agency, unless otherwise provided by law Employees of the Responding Agency remain employees of the Responding Agency while performing functions and duties on behalf of the Requesting Agency (RCW 38.52.080). 7 To the extent permitted by law, the Requesting Agency shall protect, defend, hold harmless and indemnify all other Responding signatory Agencies, and their officers and employees from any and all claims, suits, costs, damages of any nature, or causes of action, including the cost of defense and attorneys fees, by reason of the acts or omissions, whether negligent, willful, or reckless, of its own officers, employees, agency or any other person arising out of or in connection with any acts or activities authorized by this agreement, and will pay all judgments, if any, rendered. This obligation shall not include such claims, costs, damages or other expenses which may be caused by the sole negligence of the Responding Agencies or their authorized agents or employees. 8. Authorization and approval of this Agreement shall be in a manner consistent with the Agency's current procedures. This Agreement shall be effective upon approval by two or more agencies and shall remain in effect as long as two or more agencies are parties to this Agreement. Upon execution of this Agreement, the agency shall send an original or a certified copy of the agreement to the Washington State Department of Transportation, TransAid Service Center. TransAid shall maintain a list of all signatory agencies and send an updated list to all agencies whenever an agency is added or removed from the list. CITY OF AUBURN EXHIBIT "A", RESOLUTION NO 2910 B ADOPTED JAN 20 1998 9 Any agency signatory to this Agreement may cancel its participation in this Agreement by giving written notice to the Washington State Department of Transportation, TransAid Service Center 10. This Agreement is for the benefit of the signatory agencies only and no other person or entity shall have any rights whatsoever under this Agreement as a third party beneficiary CITY OF AUBURN Agency KING County, Washington &i des () - Charles A. Booth, Mayor Authorized Representative January 21, 1998 Date Designated Primary Contact: Office: Contact: Phone Number: Fire Department Duty Officer (253)931-3060 Emergency 24 Hour Phone Number: (253)852-2121 (Valley Comm) / Approved As To Form -C 011 -s.. C � C LIC.L. 1- 10-17 ANN E. SALAY Date Office of the Attorney Getter, CITY OF AUBURN C EXHIBIT "A", RESOLUTION NO 2910 ADOPTED JAN 20 1998 CUY Of CHARLES A.BOOTH, AThR' (•"M AUBURN CITY CLERK Danielle Daskam,City Clerk 25 West Main, Auburn,WA 98001 Cathy Richardson, Deputy City Clerk City Clerk:(253)931-3039 Tamie Bothell,Records/License Clerk - "Business Registration (253)931-3007 Fax:(253)288-3132 la davit STATE OF WASHINGTON) ) ss. COUNTY OF KING I, Danielle Daskam, the duly appointed, qualified City Clerk of the City of Auburn, a Municipal Corporation and Code City, situate in the County of King, State of Washington, do hereby certify that the foregoing is a full, true and correct copy of Resolution No 2910 of the resolutions of the City of Auburn, entitled "RESOLUTION NO 2910 " I certify that said Resolution No 2910 was duly passed by the Council and approved by the Mayor of the said City of Auburn on the 20th day of January, 1998 Witness my hand and the seal of the City of Auburn this 23rd day of February, 1998. I, Danielle Daskam, City Clerk City of Auburn CITY OF AUBURN INTEROFFICE MEMORANDUM TO• Caroline Bergt, Contract Administrator FROM: Dani Daskam, City Clerk SUBJECT Resolution No 2910 Public Works Emergency Response Mutual Aid Agreement DATE. January 22, 1998 The Auburn City Council adopted Resolution No 2910 on January 20, 1998 authorizing the Public Works Emergency Response Mutual Aid Agreement. Attached is a copy of Resolution No 2910 and one fully-executed original of the Agreement for transmittal to the State. I have retained one original for filing with Resolution No. 2910 /dd Attachment File A3.16.9, 04 0 hclerk\cont\RES2910 RECORDS MANAGEMENT Ordinance No. Resolution No. c22/6 Date Adopted /-,72-d-'f Copies to: 1 ) Department Contact(s): dad _e ? Finance Department U // (Copy if relates to fees, charges, or any accounting responsibility) 2.) Code Book: 3.) Recording File: 4 ) Citizen Requests: NAME Address cc: City Clerk j ,4111. FEB 037998 Washington State Department of Transportation Memorandum / afilAi/j/� , �•/ 4 ��LC '52 o�-.k" 5 Date: January 22, 1998 r �� ,� Lr/G From: Terry Simmonds dept- "- subject: Public Works Emergency Response Mutual agreement To: County and City Emergency Management Directors It has recently come to my attention that some of you may not have received a copy of the Public Works Emergency Response Mutual Aid Agreement that was sent out July 29, 1997 This agreement was sent to Public Works Directors and County and City Engineers from our TransAid Division. In addition, we also mailed a copy to County and City Emergency Management Directors for your information. I have enclosed another copy of the agreement for your records. Before we sent out the agreement, I asked State Emergency Management to review and provide comments, which they did, as well as giving the Department the blessing to proceed. I have also included the latest list of those Agencies that have signed the agreement. If you have any questions, please call me at 360-943-3323 TS:sr Attachment 6Etru-S PCY St �� (%Jz o ) Error! Reference source not found.\Docl.doc DOT 7004X6EF Pevsea 1I A Attachment 1 Public Works Emergency Response Mutual Aid Agreement S., .atory Agencies Signatory Primary Contact Phone No. Emergency 24 Hour Agency Phone No. COUNTIES Adams Gale Kuhn (503)659-3276 (509)659-1122 Clallam Joe Ciarlo (360)417-2305 (360)417-2459 Franklin Tim Fife (509)545-3514 (509)545-3510 Grant Michael Murray (509)754-6082 (509)754-4144 Island Roy Allen (360)679-7331 (360)679-9567 King Harold Taniguchi (206)296-6590 (206)296-8100 Lewis Bill Forth (360)740-1123 (360)740-1105 Mason Joe Murray (360)427-7761 (360)426-9984 (360)490-0276 Pager Pierce Will Kinne (253)798-7364 (253)798-3842 Thurston Mike Karl (360)754-4376 (360)786-5449 Cap Com Whatcom Jeffrey Monsen (360)676-6692 (360)676-6681 Emer.Op. (360)676-6910 911 Ctr Whitman Phil Merrell (509)397-6206 (509)335-2677 Yakima Dan Hesse (509)574-2300 (509)574-2500 Sheriff CITIES Aberdeen James Robertson (360)533-4100 (360)533-5817 Almira Darrell Francis (509)639-2221 (509)639-2580 Mayor Anacortes Jim Pemberton (360)293-1919 (360)293-2038 Arlington Ken Reid (360)435-3811 (360)435-3811 Bainbridge Island William Bryan (206)842-6860 (206)842-1212 Bellingham Jack Garner (360)676-6961 (360)676-6896 Brewster Mike Shenyer _(509)689-3464 (509)689-2331 Bridgeport Pat Gordon (509)686-4041 Q-911 Buckley Arthur McGehee (360)829-3157 (360)829-3157 Bucoda Mayor (360)278-3525 (360)786-5449 Cap Corn Camas Monte Brachmann (360)834-2457 (360)737-0592 Cathlamet Dave Smith (360)795-3203 (360)795-3242 Clyde Hill Mitch Wasserman (206)453-7800 (206)454-7187 or (206)999-7670 cellular Colfax Lewis Griffin (509)397-2861 (509)397-3416 Fire Dept. Colton Bill Frye (509)229-3712 (509)229-3717 Coulee City Mayor (509)632-5331 1-888431-9911 Coupeville Cathy Rosen (360)678-4461 (360)678-4422 Creston Larry Haydon (509)636-3145 (509)636-3636 Deer Park Roger Krieger (509)276-8802 (509)276-8230 Eatonville Russell Blount (360)832-3361 (360)893-6198 Ellensburg Torn Chini (509)962-7230 (509)925-8535 Elora Police Chief (360)482-3131 Grays Harbor 911 Fairfield Sue Adams (509)283-2414 (509)283-2181 Mayor Farmington Royce Johnson (509)287-2500 Whitman Co.911 George Wallace Bushman (509)785-5081 (509)785-6283 Harrah Garry Decker (509)848-2432 (509)848-3702 Hoquiam Rick Thomas (360)532-0892 (360)532-0892 Issaquah Brett Heath (425)837 3470 Ersigs xls 1 11/18/97 a , .k Attachment 1 Public Works emergency Response Mutual Aid Agreement S .atory Agencies Signatory Primary Contact Phone No. Emergency 24 Hour Agency Phone No. COUNTIES Adams Gale Kuhn (503)659-3276 (509)659-1122 Clallam Joe Ciarlo (360)417-2305 (360)417-2459 Franklin Tim Fife (509)545-3514 (509)545-3510 Grant Michael Murray (509)754-6082 (509)7544144 Island Roy Allen (360)679-7331 (360)679-9567 King Harold Taniguchi (206)296-6590 (206)296-8100 Lewis Bill Forth (360)740-1123 (360)740-1105 Mason Joe Murray (360)427-7761 (360)426-9984 (360)490-0276 Pager Pierce Will Kinne (253)798-7364 (253)798-3842 Thurston Mike Karl (360)754-4376 (360)786-5449 Cap Com Whatcom Jeffrey Monsen (360)676-6692 (360)676-6681 Emer.Op. (360)676-6910 911 Ctr Whitman Phil Merrell (509)397-6206 (509)335-2677 Yakima Dan Hesse (509)574-2300 (509)574-2500 Sheriff CITIES Aberdeen James Robertson (360)533-4100 (360)533-5817 Almira Darrell Francis (509)639-2221 (509)639-2580 Mayor Anacortes Jim Pemberton (360)293-1919 (360)293-2038 Arlington Ken Reid (360)435-3811 (360)435-3811 Bainbridge Island William Bryan (206)842-6860 (206)842-1212 Bellingham Jack Garner (360)676-6961 (360)676-6896 Brewster Mike Shenyer (509)689-3464 (509)689-2331 Bridgeport Pat Gordon (509)686-4041 ()-911 Buckley Arthur McGehee (360)829-3157 (360)829-3157 Bucoda Mayor (360)278-3525 (360)786-5449 Cap Corn Camas Monte Brachmann (360)834-2457 (360)737-0592 Cathlamet Dave Smith (360)795-3203 (360)795-3242 Clyde Hill Mitch Wasserman (206)453-7800 (206)454-7187 or (206)999-7670 cellular Colfax Lewis Griffin (509)397-2861 (509)397-3416 Fire Dept. Colton Bill Frye (509)229-3712 (509)229-3717 Coulee City Mayor (509)632-5331 1-888-431-9911 Coupeville Cathy Rosen (360)678-4461 (360)678-4422 Creston Larry Haydon (509)636-3145 (509)636-3636 Deer Park Roger Krieger (509)276-8802 (509)276-8230 Eatonville Russell Blount (360)832-3361 (360)893-6198 Ellensburg Tom Chini (509)962-7230 (509)925-8535 Elma Police Chief (360)482-3131 Grays Harbor 911 Fairfield Sue Adams (509)253-2414 (509)283-2181 Mayor Farmington Royce Johnson (509)287-2500 Whitman Co.911 George Wallace Bushman (509)785-3081 (509)785-6283 Harrah Garry Decker (509)848-2432 (509)848-3702 Hoquiam Rick Thomas (360)532-0892 (360)532-0892 Issaquah Brett Heath (425)837 3470 Ersigs.xls 1 - 11/18/97 rutacnrnen' 1 Public Work ergency Response Mutual Aid Agreement S tory Agencies Signatory Primary Contact Phone No. Emergency 24 Hour Agency Phone No. Waverly Kynda Browning (509)283-4122 (509)283-4162 OTHER WSDOT Terry Simmonds (360)705-7857 (360)943-3323 Ersigs xls 3 11/18/97 Wa Washington State Transportation Building ® Department of Transportation P 0 Box 47300 Sid Morrison Olympia,WA 98504-7300 Secretary of Transportation July 29, 1997 Public Works Directors/Engineers of All Cities and Counties Public Works Emergency Response Mutual Aid Agreement Enclosed for your agency's consideration and adoption is a copy of the Public Works Emergency Response Mutual Aid Agreement. The purpose of the Agreement is to permit signatory agencies to make the most efficient use of their powers by enabling them to coordinate resources and to maximize funding reimbursement during disasters/emergencies. This document is in two parts: (1) the Agreement (to be officially adopted by your agency) and (2) the Reference Guide (not to be adopted but has suggested procedures for implementing the Agreement). The need for an advanced coordination effort was brought to the forefront with the Northridge Earthquake disaster in California and the prediction of a major earthquake in Washington. A task force was convened to develop an expeditious way to best accomplish an advanced coordination effort. The task force included representatives from AWC, CRAB, cities, counties and WSDOT (see attached). This agreement was created to enable agencies to assist other agencies on an as needed basis when they are faced with a disaster/emergency When a disaster/emergency occurs public works agencies have the responsibility to maintain service and recover in the most expedient way This can best be accomplished by preparation, coordination and cooperation with other public works agencies. Agencies are charged with coordinating their efforts, compiling damage and recovery information and reporting to the appropriate authority Then the State requests aid and assistance from the federal government. This Agreement provides a mechanism for immediate response provided the responding agency has the resources and expertise necessary This Agreement provides for the development of the documentation necessary to seek the maximum reimbursement possible from the appropriate Federal Agencies. For instance, during the Mt. St. Helen's eruption, the City of Yakima requested resource assistance from King County Because there was not an agreement in place prior to the disaster, the Federal Emergency Management Agency (FEMA) could only reimburse the City of Yakima for King County resources at the city's rates. The City of Yakima's rates were approximately 42% lower than King County's. This resulted in the City of Yakima paying the difference. However, if both agencies had been signatory to this agreement, then FEMA would have reimbursed the City of Yakima for King County resources at King County's rates. The listing of agencies signatory to this mutual aid agreement will be maintained by WSDOT, TransAid. Additions and deletions will be provided in hard copy to signatory members. TransAid will also provide access to the list of signatory agencies, the Agreement and the supporting Reference Guide on the Internet. The draft was submitted to local agencies for review and the final Agreement has the concurrence of CRAB and AWC. Also, it has been reviewed and is supported by the Washington Counties Risk Pool and the Association of Washington Cities Risk Management Service Agency, is approved as to form by the Washington State Office of the Attorney General and has the support of the state's Department of Emergency Management. Please forward an original or certified copy of the agreement to Stephanie Tax, TransAid, PO Box 47390, Olympia, WA 98504-7390, so your agency may be added to the list. If you have any questions, contact Stephanie at (360)705-7389 Sincerely, CLT DENNIS B. INGHAM Assistant Secretary TransAid Concurrence to have this Public Works Emergency Response Mutual Aid Agreement enacted by local agencies. STAN FINKELSTEIN ERIC B RGER Executive Director Executive Director Association of Washington Cities County Road Administration Board EMERGENCY RESPONSE -- MUTUAL AID AGREEMENTS TASK FORCE COUNTY MEMBERS CITY MEMBERS OTHERS Robert Berg _ Ron Cameron Craig Olson Public Works Director Public Services Admm. Transp. Project Coord. Lewis County City of Woodinville AWC 350 North Market Blvd 13203 NE 175'k St. 1076 So. Franklin Chehalis,WA 98532-2626 Woodinville,WA 98072-8534 Olympia,WA 98501-1346 Phone: 360-740-1122 Phone: 206-433-0179 Phone: 360-753-4137 Fax: 360-740-1479 Fax: 206-431-3665 Fax: 360-753-4896 Mike Daniels Dave Davis Reid Wheeler Public Works Director City Engineer Engr Services Manager Grays Harbor County City of Everett CRAB P 0 Box 511 3002 Cedar Street PO Box 40913 Montesano, WA 98563-0511 Everett, WA 98201 Olympia, WA 98504-0913 Phone: 360-249-4222 Phone: 206-259-8800 Phone: 360-753-5989 Fax: 360-249-3203 Fax: 206-259-8856 Fax: 360-586-0386 Steve Kohn Fred French Terry Simmonds Project Dev Engr City Engineer Emergency Mgmt.Coord. King County DOT City of Yakima WSDOT-Operations 400 Yesler Wy 129 N. Second St. PO Box 47358 Seattle,WA 98104-2637 Yakima, WA 98901 Olympia,WA 98504-7358 Phone: 206-296-8755 Phone: 509-575-6096 Phone: 360-705-7857 Fax: 206-296-0567 Fax: 509-576-6305 Fax: 360-705-6823 Phil Merrell Tim Heydon Wayne Gruen Public Works Director Public Works Director Deputy Asst.Secretary Whitman County City of Des Moines WSDOT-TransAid P O. Box 430 805 So. 219th PO Box 47390 Colfax, WA 99111-0430 Des Moines,WA 98198-6393 Olympia, WA 98504-7390 Phone: 509-397-6209 Phone: 206-870-6522 Phone: 360-705-7375 Fax: 509-397-6210 Fax: 206-870-6544 Fax: 360-705-6822 Dick Owings Mary Seabrands Stephanie Tax Public Works Director Public Works Director Operations Analyst Adams County City of Mountlake Terrace WSDOT-TransAid 210 West Broadway PO Box 72 PO Box 47390 Ritzville,WA 99169-1860 Mtlk Terrace,WA 98043-0072 Olympia,WA 98504-7390 Phone: 509-659-4236 Phone: 206-776-1161 Phone: 360-705-7389 Fax: 509-659-0301 Fax: 206-778-6421 Fax: 360-705-6822 Gary Powell Engr. Services Mgr. Snohomish County 2930 Wetmore Avenue,Suite 500 Everett, WA 98201-4044 Phone: 206-388-6689 Fax: 206-388-6449 PUBLIC WORKS EMERGENCY RESPONSE MUTUAL AID AGREEMENT FOR SIGNATORY AGENCIES IN THE STATE OF WASHINGTON INTRODUCTION The purpose of the Public Works Emergency Response Mutual Aid Agreement is to permit signatory-agencies to make the most efficient use of their powers by enabling them to coordinate resources and to maximize funding reimbursement during disasters/emergencies. This Agreement will allow signatory agencies to support each other during disasters/emergencies to protect life and property, when the event is beyond the capabilities of the affected entity This Agreement provides the mechanism for an immediate response to the Requesting Agency provided the Responding Agency has the resources and expertise necessary and available. When faced with a disaster or emergency, public works agencies have a responsibility to maintain service and recover in the most expedient way This can best be accomplished by preparation, coordination and cooperation with other public works agencies. Agencies are charged with the responsibility of coordinating efforts and compiling damage and recovery information on disasters and then reporting to the appropriate authority Then the State requests aid and assistance from the federal government. The following definitions for disaster and emergency are from the State Comprehensive Disaster Plan and were used in this Public Works Emergency Response Mutual Aid Agreement: Disaster - An event expected or unexpected, in which a community's available, pertinent resources are expended, or the need for resources exceeds availability; and in which a community undergoes severe danger; incurring losses so that the social or economic structure of the community is disrupted, and the fulfillment of some or all of the community's essential functions are prevented. Emergency - An event, expected or unexpected, involving shortages of time and resources; that places life, property or the environment, in danger; that requires response beyond routine incident response resources. The reference guide is designed to be useful to individual agencies during a proclaimed emergency — whether it be to borrow a piece of equipment for a specific job or request crews to assist in repair of a major failure. The reference guide will be updated and revised periodically, please insert the revisions immediately I AGREEMENT PUBLIC WORKS EMERGENCY RESPONSE MUTUAL AID AGREEMENT WHEREAS, the purpose of this pre-disaster agreement between the agencies is to provide for immediate assistance to protect life and property; WHEREAS, this Agreement is authorized under State of Washington, RCW's 35 (City), 36 (County), 38.52 (Emergency Management), 39.34 (Interlocal Agreement) and 47 (Public Highway Transportation (DOT)), which is activated only in the event of a proclamation of an emergency by the local and/or state government approving authority; WHEREAS, the agency asking for assistance from any signatory agency will herein be referred to as the Requesting Agency; WHEREAS, the signatory agency agreeing to assist another signatory agency asking for assistance will herein be referred to as the Responding Agency; WHEREAS, it is necessary and desirable that this Agreement be executed for the exchange of mutual aid, with the intent to supplement not supplant agency personnel. NOW, THEREFORE, it is hereby agreed by each and all of the parties signatory to the Agreement as follows: 1. Each agency signatory to this Agreement agrees to furnish, upon its sole discretion, those resources and services it deems to be available to each other signatory agency hereto as necessary to assist in the prevention, response, recovery and mitigation of proclaimed emergencies/disasters. 2. It is hereby understood that this Agreement shall not supplant pre-existing mutual aid agreements nor deny the right of any agency hereto to negotiate other mutual aid agreements. 3. The Responding Agency shall assist in only those situations for which it has determined it has qualified personnel, appropriate equipment and necessary materials. Resources of the Responding Agency that are made available to the Requesting Agency shall, whenever possible, remain under the control and direction of the Responding Agency The Requesting Agency shall coordinate the activities and resources of all Responding Agencies. A 4. It is hereby understood that the Responding Agency will be reimbursed (e.g., labor, equipment, materials and other related expenses as applicable, including loss or damage to equipment) at its adopted usual and customary rates. The Responding Agency shall submit an itemized voucher of costs to the Executive Head of the Requesting Agency within sixty (60) days after completion of work (RCW 38.52.080) Unless otherwise agreed, the Responding Agency shall receive reimbursement within ninety (90) days after the voucher submittal date. 5 The Responding Agency shall have no responsibilities or incur any liabilities because it does not provide resources and/or services to any other party to this Agreement. The Responding Agency shall retain the right to withdraw some or all of its resources at any time. Notice of intention to withdraw shall be communicated to the Requesting Agency's designated official, or the official's designee, as soon as practicable. 6. All privileges, immunities, rights, duties and benefits of officers and employees of the Responding Agency shall apply while those officers and employees are performing functions and duties on behalf of the Requesting Agency, unless otherwise provided by law Employees of the Responding Agency remain employees of the Responding Agency while performing functions and duties on behalf of the Requesting Agency (RCW 38.52.080). 7 To the extent permitted by law, the Requesting Agency shall protect, defend, hold harmless and indemnify all other Responding signatory Agencies, and their officers and employees from any and all claims, suits, costs, damages of any nature, or causes of action, including the cost of defense and attorneys fees, by reason of the acts or omissions, whether negligent, willful, or reckless, of its own officers, employees, agency or any other person arising out of or in connection with any acts or activities authorized by this agreement, and will pay all judgments, if any, rendered. This obligation shall not include such claims, costs, damages or other expenses which may be caused by the sole negligence of the Responding Agencies or their authorized agents or employees. 8. Authorization and approval of this Agreement shall be in a manner consistent with the Agency's current procedures. This Agreement shall be effective upon approval by two or more agencies and shall remain in effect as long as two or more agencies are parties to this Agreement. Upon execution of this Agreement, the agency shall send an original or a certified copy of the agreement to the Washington State Department of Transportation, TransAid Service Center TransAid shall maintain a list of all signatory agencies and send an updated list to all agencies whenever an agency is added or removed from the list. B 9 Any agency signatory to this Agreement may cancel its participation in this Agreement by giving written notice to the Washington State Department of Transportation, TransAid Service Center 10. This Agreement is for the benefit of the signatory agencies only and no other person or entity shall have any rights whatsoever under this Agreement as a third party beneficiary Agency County, Washington Authorized Representative Date Designated Primary Contact: Office: Contact: Phone Number: Emergency 24 Hour Phone Number: Approved As To Form ANN E. SALAY Date Office of the Attorney Gener. 11 C REFERENCE GUIDE PROCEDURES TO CONSIDER in using the Public Works Emergency Mutual Aid Agreement Below are SUGGESTED steps for your agency to follow when using the Public Works Emergency Response Mutual Aid Agreement. The participants to the agreement are listed by agency, with a contact person, their phone number and an emergency 24-hour phone number Simply make the contact and obtain the assistance. (TransAid will keep and updated list of signatory agencies on the Internet and provide a copy to the signatory agencies.) Requesting Agency Steps to Follow When your agency is requesting assistance: 1. Assess the situation and determine the resources needed. 2. Fill out the REQUESTING AGENCY'S CHECKLIST (see page 2). 3. Locate agencies included in the agreement. 4. Call the agency(s) listed that may have the resources you need. 5 Fill out a Requesting Agency's MUTUAL AID INFORMATION form (see page 3) 6. Send copy of form to the Responding Agency as soon as possible. Responding Agency Steps to Follow When your agency is responding to a request for assistance: 1. Make sure you can fulfill the request before giving an answer Remember, you are not required to supply aid if you determine you can not spare resources or if you do not have qualified personnel, appropriate equipment and necessary materials for what is requested. 2. Analyze the level of risk of the request. 3. Complete the RESPONDING AGENCY CHECKLIST (see page 4) with the information given 'by the Requesting Agency 4. Brief your employees and prepare the equipment. 5. Complete the EMPLOYEE & EQUIPMENT INFORMATION (see page 5) form — provide copies to your responding staff and to the Requesting Agency 6. Dispatch staff to the Requesting Agency for assistance. Supervisor of Responding Agency Steps to Follow 1 Complete the INCIDENT COMMANDER CHECKLIST (see page 7). 2. Carry a copy of the Requesting Agency's MUTUAL AID INFORMATION (see page 3) form and your EMPLOYEE & EQUIPMENT INFORMATION (see page 5) form and provide a copy of each to the Requesting Agency., 3 Remember, you are responsible for your crew working in a safe and professional manner 4. Track your equipment and materials inventory 1 REQUESTING AGENCY CHECKLIST Ensure that a real need exists. The Public Works Emergency Response Mutual Aid Agreement is only to be used to support resources already reasonably committed. What can the Responding Agency help you repair or service? What is the nature of the emergency? Identify what type of equipment, material and skilled employees are needed. How long may they be needed? Will Responding Agency employees work independently or with one of your supervisors? Where will Responding Agency employees eat, sleep and shower? Do you need to make contact with the Red Cross for meals? What facilities/hotels are available for Responding Agency employees? Has an arrangement for refueling and repair of equipment been made? Identify a staging area. Where will Responding Agency employees meet your Agency supervisor(s) to be briefed and assigned work? Responding Agency employees will need names of your supervisor(s), phone numbers and locations and times to meet and report. Who Can Help? Review list of Public Works Emergency Response Mutual Aid agencies and locate an agency not affected by the emergency Contact your local Office of Emergency Management, if necessary Call the agency directly Send written request as soon as possible. Identify yourself and your agency Fill out a MUTUAL AID INFORMATION (see page 3) form. State the nature of the problem. State your needs - personnel, equipment, resources, etc. Length of time they will be needed? Advise the Responding Agency on weather and road conditions. How soon is aid needed? Is the work time sensitive? Advise the Responding Agency where, when and to whom they are to report? Identify facilities that are available to Responding Agency (shelter, food, etc.) }3rtag Meet with your agency's union reps or supervisors to discuss how staff will be used. Identify a staff person to work directly with your employees to handle and address questions. Provide local maps of the area with information such as eating and sleeping sites. Provide system maps and discuss how to use them. Review standards for the type of work being requested. Establish a communications plan. 2 MUTUAL AID INFORMATION FORM Requesting Agency DATE. TIME. REQUESTING AGENCY NAME/TITLE CONTACT PHONE NUMBER. FAX NUMBER. EMERGENCY PHONE NUMBER. TYPE OF EMERGENCY ESTIMATED DURATION ASSISTANCE WILL BE REQUIRED• ASSISTANCE BEING REQUESTED (be as specific as possible.) Technical Assistance * Personnel Area of Expertise Equipment * Communication Equipment: Materials * * Items to consider in your request: Inspectors Engineers Surveyors Technicians Truck Drivers Utility person Operators Flaggers Welders Mechanics Bridge Repair Carpenters Electricians Dump Trucks Back Hoe Gravel Pipe Paving Equipment Oiler Grader Compactor Traffic Control Equip. Power Supply Communication Equip 3 RESPONDING AGENCY CHECKLIST DATE. TIME. REQUESTING AGENCY NAME/TITLE CONTACT PHONE NUMBER: FAX NUMBER. EMERGENCY PHONE NUMBER. TYPE OF EMERGENCY ESTIMATED DURATION ASSISTANCE WILL BE REQUIRED• Fill out Mutual Aid Information form. Clarify Need Review types of damage and what Responding Agency employees may be expected to deal with (volcanic ash, earthquake, flooding, etc.) Review types of equipment, materials and number of employees needed and skills required. How long will your employees be needed? Should a relief crew be prepared? Where will your employees stay and eat? Identify a communications plan for crews. How will responding affect your agency's current operations? Immediately notify Supervisor, elected officials and TransAid of request for Emergency Response Mutual Aid. Preparations Identify your responding employees. Review employee selection with union reps or supervisors. Ask employees to bring necessary personal items. Identify Incident Commander for your employees and appoint staff for operations, planning, logistics and finance. Review ER/FEMA documentation procedures with supervisors and initiate record-keeping requirements. Inventory and standardize tools and materials on vehicles. Inspect vehicles for travel. Set up daily check in time between Responding and Requesting agency Review progress, identify hours worked, working conditions and status of crew Send cash (not check) or credit cards with Supervisor for emergency expenses. Send mobile phone or ham radio equipment for back up communications. Be sure emergency food and water are on each vehicle. 4 - EMPLOYEE & EQUIPMENT INFORMATION Responding Agency Agency Date: Supervisor of Crew. Communication Equipment/Phone Numbers: Report Time: Report Date: Report To: Area Assigned. ASSISTANCE BEING PROVIDED (be as specific as possible) Supervisor & Crew Employees Name Emergency Contact Oualifications &Phone Numbers Flageer CPR COL Operator First Aid Technical Assistance * Personnel Area of Expertise Confined Space: Equipment * Truck Type & Size: Truck Materials Inventory Truck Tools & Equipment Inventory Communication Equipment: 5 Materi 1 Shoring Needed._ * Items to consider in your request: Inspectors Engineers Surveyors Technicians Truck Drivers Utility person Operators Flaggers Welders Mechanics Bridge Repair Carpenters Electricians Dump Trucks Back Hoe Gravel Pipe Paving Equipment Oiler Grader Compactor Traffic Control Equip. Power Supply Communication Equip 1 copy to Requesting Agency 1 copy to Responding Agency 1 copy to Crew Supervisor 6 INCIDENT COMMANDER CHECKLIST • Responding Agency Upon Arrival Check-in with supervisor on site. Review maps, damage information, repair needs and potential crew assignments. Request information on repair standards. Ensure that lodgings, meals and refueling capabilities exist. It not, identify crew member to work on problem and ask Requesting Agency for assistance. Review documentation procedures with Requesting Agency's supervisor and obtain supplies to track repairs and costs associated with job Establish daily briefing time with Requesting Agency's supervisor Establish daily documentation briefing with Requesting Agency's supervisor to ensure that tasks are completed. Establish working shifts. Review Communication Plan. Daily Process Briefing with supervisors and crew on work assignments and progress. Review safety procedures with crew Review events and any problems or positive interaction with Requesting Agency's employees or customers. Ensure lunch and evening food breaks are provided and that a system for meals, refueling and restocking is maintained. Contact Responding Agency for briefing. Review documentation at end of each day for accuracy and completion. Work Termination Meet with crews to review successes and problems. Identify total hours worked and number of repairs. Total up costs associated with work. Allow rest and recovery time before leaving for home. mutual 7 CITY OF AUBURN INTEROFFICE MEMORANDUM TO. Caroline Bergt, Contract Administrator FROM: Dani Daskam, City Clerk SUBJECT Resolution No 2910 Public Works Emergency Response Mutual Aid Agreement DATE. January 22, 1998 The Auburn City Council adopted Resolution No 2910 on January 20, 1998 authorizing the Public Works Emergency Response Mutual Aid Agreement. Attached is a copy of Resolution No. 2910 and one fully-executed original of the Agreement for transmittal to the State. I have retained one original for filing with Resolution No 2910 1 /dd Attachment File: A3.16 9 4 0 f\clerk S2910