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HomeMy WebLinkAboutContract Memorandum of Understanding fir► CAG-11-194 Between the City of Renton and Renton Emergency Communication Service Purpose The purpose of the Memorandum of Understanding (MOU) is to document the relationship between the City of Renton (the City) and the Renton Emergency Communication Service (RECS). This MOU provides a broad framework for cooperation between the two organizations in preparing for and responding to emergency communication needs when existing City resources are overwhelmed, as well as other services for which cooperation may be mutually beneficial. Organization Descriptions Background of Amateur Radio,ARES and RACES A primary responsibility of the Amateur Radio Service, as established by the Federal Communications Commission's Rules and Regulations (47 C.F.R. Part 97), is the rendering of public service communications for the general public, particularly in times of emergency when normal communications are not available. Using the Amateur Radio Service frequencies,Amateur Radio operators serve the general public, both directly and through governmental and relief agencies. Amateur Radio Operators provide radio communications to local, county, or state civil preparedness agencies during periods of local, regional, or national civil emergencies. To this end,the American Radio Relay League (ARRL),the national association for radio amateurs, organized the Amateur Radio Emergency Service (ARES). The Radio Amateur Civil Emergency Service (RACES) is an emergency service function defined under Part 97 of the Federal Communications Commission (FCC) Rules. RACES is a special phase of amateur radio operation that provides radio communications to local or State civil preparedness agencies during periods of local, regional, or national civil emergencies. All of the authorized frequencies and emissions allocated to the Amateur Radio Emergency Service are also available to RACES on a shared basis. In the event that the President of the United States invokes his War Emergency Powers, RACES operators, using specially authorized frequencies,would be the only Amateur Radio Operators permitted on the air. RECS members hold dual membership in RACES and ARES and are licensed RACES operators. The RECS Radio Officer(RO) is an appointed position by the City of Renton Emergency Management Director and is responsible for coordinating the preparedness and response operations of the RECS organization. RECS Renton Emergency Communication Service (RECS) is a nonprofit corporation located in Renton, Washington organized and operated exclusively for charitable, educational, and scientific purposes within the meaning of section 501(c)3 of the Internal Revenue Code. RECS is a team of licensed amateur radio volunteers, established for the purpose of providing emergency radio communications for the City of Renton and its service area during events which overwhelm existing communication resources. City of Renton The City of Renton is an incorporated municipality within King County, serving an estimated population of 91,000 within the City. The City's Fire& Emergency Services Department also contracts with Fire Districts 25 and 40 to serve an additional 9,100 and 23,500 residents respectively. The total area served is approximately 43.3 square miles. Page 1 of 4 *' Memorandum of Understanding V Between the City of Renton and Renton Emergency Communication Service Recognition The City of Renton recognizes that RECS has organized emergency communications capability and can be of valuable assistance in providing critical and essential communications when normal lines of communications are disrupted or overloaded. The City recognizes RECS as the official RACES/ARES organization for Renton. RECS recognizes the City as the primary governmental body with responsibility for a wide range of city management activities including emergency preparedness, response, and disaster recovery management. RECS takes direction from The City's Office of Emergency Management. Method of Cooperation The City and RECS have agreed to enhance community disaster preparedness, response,and recovery using communication resources of RECS as follows: - RECS Membership 1. The City and RECS agree that RECS members must meet the following minimum requirements: a. Hold a valid Federal Communications Commission (FCC) Amateur Radio License. Individual amateur radio operators are responsible for the maintenance and renewal of their personal licenses. b. Certificate of completion for IS-100, IS-200, and IS-700 courses c. Register as a Washington State emergency worker by filing an application with the City d. Completion of a background check provided and administered by the City. The City will badge all qualified volunteers Communication 1. Each organization will share current appropriate data regarding changes in regulations, technology and legislation related to communications. 2. RECS will identify an individual as the key contact with the City. 3. RECS will operate and adhere to the Incident Command System during planning and operations. 4. RECS and the City will engage in an on-going dialog with each other for the benefit of the greater Renton area. All communication between the City and RECS will take place through the City's Office of Emergency Management and the RECS Team Leader or designee. 5. RECS will cooperate with the City in pre-emergency planning, drills, exercises, and training programs at the City level to develop operating plans such that communications services, equipment, and facilities of the amateur radio service may be suitably used. Operations 1. The City may alert and mobilize the RECS team in accordance with the Emergency Operations Plan. This may include: establishment and maintenance of fixed, mobile, and portable stations to support the disaster response at emergency communication facilities; point-to-point contact between RECS personnel and locations; and the maintenance of the continuity of communications for the duration of the emergency period until normal communications channels are substantially restored, or until radio communications are no longer necessary in support of the response to the disaster. Page 2 of 4 Memorandum of Understanding Between the City of Renton and Renton Emergency Communication Service 2. The City and RECS will develop a mutually agreeable plan for granting RECS members access to and use of amateur radio equipment housed within the City(or City managed)facilities. 3. The City will be responsible for maintenance and upgrades of radio and related equipment to ensure operational readiness of each City owned radio station. 4. The City and RECS will enter into a mutually agreeable plan to provide support for maintaining the operational readiness of RECS volunteers and equipment that is used for the benefit of the City. 5. The City will provide adequate workspace and resources to allow effective operations of the radio stations. 6. Following each training exercise or incident requiring the use or activation of the City EOC radio room,the RECS will provide the City with an after action report. 7. RECS will provide the City notice of maintenance needs as well as provide technical recommendations and advice on communication issues and needs when appropriate. 8. Both RECS volunteers and City staff will work cooperatively at the scene of any event, within the scope of their respective roles and duties. 9. Each organization may request equipment for temporary use to support operations for the support of the City.The specifics of responsibility and liability of the loaned equipment will be developed as part of plans and procedures, in writing, and are separate from this agreement. General 1. The City and RECS will use or display the name, emblem, or trademarks of the other organization only in the case of defined projects and only with the prior written consent of the other organization. 2. The City and RECS will keep the public informed of their cooperative efforts through their public information offices during the time of disaster. 3. The City and RECS will widely distribute this MOU within the respective departments, administrative offices and subordinate levels of each organization and urge full cooperation. Periodic Review and Analysis Representatives of The City acid RECS will, on an annual basis on or around the anniversary date of this MOU,jointly evaluate their progress in implementing this MOU and revise and develop new plans or goals as appropriate. Term and Termination This MOU is effective as of the date of the last signature below and shall continue until either party gives written notice of its intention to terminate this MOU or is replaced by a superseding agreement. This memorandum may be amended by mutual agreement of both parties. Either party may terminate this memorandum upon 90 days written notice. Upon termination of this MOU,the City will provide RECS with the Right of First Refusal to purchase any equipment installed in or maintained Page 3 of 4 Memorandum of Understanding Between the City of Renton and Renton Emergency Communication Service on RECS owned property and both parties will enter into good faith negotiations for the potential purchase. Hold Harmless RECS shall protect, indemnify and save harmless the City, its officers, elected officials, agents, volunteers and employees from any and all costs, claims,judgments or awards of damages(including costs and all attorney fees), arising out of or in any way resulting from the negligent acts, errors or omissions of RECS, its officers, and volunteers in performing this Memorandum of Understanding. The City shall protect, defend, indemnify and save harmless RECS, its officers, and volunteers from any and all costs, claims,judgments or awards of damages(including costs and all attorney fees), arising out of or in any way resulting from the negligent acts, errors or omissions of City, its officers, elected officials, agents,volunteers and employees in performing this Memorandum of Understanding. Miscellaneous Neither party to this MOU has the authority to act on behalf of the other party or bind the other party to any obligation. This MOU is not intended to be enforceable in any court of law or dispute resolution forum. The sole remedy for non-performance under this MOU shall be termination,with no damages or penalty. Si natu s Lu Signa re Lg�� Signature_ Printed NaMe VI Q� Printed Name Denis Law TitleC/e'IYl L.�t/4/��� Title Mayor Date za - OOrr Date 61 /Y Attest: _ Jason A Seth, Deputy City Clerk I Page 4 of 4