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HomeMy WebLinkAbout3862 Contract Number: 3862 Vendor: TRANSPORTATION - DEPT OF (WA STATE) Subject: Mutual Aid - Public Works Emergency Response Department: � PW - Ops File Class: LEG 12-1 Beqin Date: 11/24/1997 End Date: Review Date: 06/15/2010 Vault Date: Comments: In effect as long as two or more agencies are parties Review date for tracking only PUBLIC WORKS EMERGENCY RESPONSE MUTUAL AID AGREEMENT FOR SIGNATORY AGENCIES IN THE STATE OF WASHINGTON INTR OD UCTION 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 immedia~e, ly. 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: Public Work~ Operations Robert E. Tuln (360)478-7253 Emergency 24 Hour Phone Number: (360)415-6437 (pager) Approved As To Form Office of the Attorney J C REFERENCE GUIDE PROCEDURES TO CONSIDER in usin$ 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.) Requestin~ A?ncy 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. Respondin~ A~ency 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 Respondin~ A~ency. 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. __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.) Briefing __ 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. 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 comr~fanications. __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 l~lumbers Flatterer CPR CDL Ouerator First Aid Technical Assistance * Personnel Area of Expertise Confined Space: Truck Type &Size:, Truck Materials Inventory:. Truck Tools & Equipment Inventory:. Communication Equipment: 5 Materials * 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. If 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. 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