HomeMy WebLinkAboutMINUTES - 07271993 - 1.43 s( 1 • 43
To: BOARD OF SUPERVISORS +
FROM: Mark Finucane, Health Services Director iv " ��` Contra
By: Elizabeth A. Spooner, Contracts Administrator Costa
DATE: July 15, 1993 to County
SUBJECT: Approve Standard Agreement (Amendment) #29-392-4 with the State
Emergency Medical Services Authority for the Regional Medical
Disaster Planning Project
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
Approve and authorize the Chair, Board of Supervisors, to execute on
behalf of the County, Standard Agreement (Amendment) #29-392-4 (State
#EMS-1028-1) , effective June 24, 1993, with the State Emergency
Medical Services Authority, to amend Standard Agreement #29-392-2, for
the Regional Medical Disaster Planning Project. This amendment
extends the term of the agreement, with no increase in the original
payment limit of $76, 000.
II. FINANCIAL IMPACT:
This amendment extends the term of the agreement #29-392-2 (State
#EMS-1028) through June 24, 1994 , to allow the Department time to
complete specific project objectives. There is no change in the
original payment limit of $76, 000, however, upon approval of this
amendment, the State will allow the "rollover" of approximately
$30, 000 in unspent funds.
III. REASONS FOR RECOMMENDATIONS/BACKGROUND:
On August 4, 1992, the Board of Supervisors approved Standard
Agreement #29-392-2, for the third year of the Regional Medical
Disaster Planning Project. This agreement allows staff to make
necessary program modifications to enhance the County's disaster
preparedness by improving coordination between cities, hospitals,
Emergency Medical Services and State Emergency Medical Services
Authority in the event of an earthquake.
Approval of Standard Agreement (Amendment) #29-392-4 will extend the
term of the FY 1992-93 agreement through June 24, 1994, to allow staff
time to complete specific objectives incorporated in the agreement,
with no change in the original payment limit.
The Board Chair should sign nine copies of the agreement, eight of
which should then be returned to the Contracts and Grants Unit for
submission to the State.
CONTINUED ON ATTACHMENT: YES SIGNATURE: Q
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMM DATI N OF BOARD C MMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ONS;0�7APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
Contact: Art Lathrop (646-4690) OF SUPERVISORS ON THE DATE SHOWN.
CC: Health Services (Contracts) ATTESTED a 7 Z q 1-3
Auditor-Controller (Claims) -"
State EMS Authority Phil B chelor, Jerk of t e Board of
SUp8IVW13 ffld Wty Administrator
M9e2/7-e3 BY DEPUTY
STA f OF CAI. ;JRNIA Ill j
- APPROVED BY THE CONTRACT NUMBER AM.NO.
STANDARD AGREEMENT
ATTORNEY GENERAL
STD.2(REV.5-91) EMS-1028 1
TAXPAYERS FEDERAL EMPLOYER IDENTIFICATION NUMBER
THIS AGREEMENT,made and entered into this !2-5 day of Jlane , 19-93-,
in the State of California,by and between State of Califorthrough its duly elected or appointed,qualified and acting
TITLE OF OFFICER ACTING FOR STATE AGENCY
Director Emergency Medical Services Authority hereafter called the State,and
CONTRACTOR'S NAME 29 - 392 4
-t7ntra Costa County EMS ,hereafter called the Contractor.
WITNESSETH: That the Contractor for and in consideration of the covenants,conditions,agreements,and stipulations of the State hereinafter expressed,
does hereby agree to furnish to the State services and materials as follows: (Set forth service to be rendered by Contractor,amount to be paid Contractor,
time for performance or completion,and attach plans and specifications,if any.)
This Contract extends the time period of the previous Contract (EMS-1028) through June 24, 1994 to allow the
Contractor to complete the objectives which are atttached and made part of this agreement by this reference.
No other changes are made and no additional money is needed.
CONTINUED ON SHEETS,EACH BEARING NAME OF CONTRACTOR AND CONTRACT NUMBER.
The provisions on the reverse side hereof constitute a part of this agreement.
IN WITNESS WHEREOF,this agreement has been executed by the parties hereto,upon the date first above written.
STATE OF CALIFORNIA CONTRACTOR
AGENCY CONTRACTOR(It other than an individual,state whether a corporation,partnership,etc.)
Emergency Medical Services Authority Contra Costa Coanty
BY(AUTHORIZED SIGNATURE) BY(AUTH A;W
:;��
PRINTED NAME OF PERSON SIGNING PRINTED NAME AND TITLE OF PERSON SIGNING
Joseph E. Morales, M.D. Chair;;.Board•.of;Supervisors
TITLE ADDRESS
Director 651 Pine Street, Martinez, CA 94553
AMOUNT ENCUMBERED BY THIS PROGRAMICATEGORY(CODE AND TITLE) FUND TITLE Department of General Services
DOCUMENT Federal Use Only
$ 0 (OPTIONALUSE)
PRIOR AMOUNT ENCUMBERED FOR
THIS CONTRACT
$ ITEM CHAPTER STATUTE FISCALYEAR
TOTAL AMOUNT ENCUMBERED TO4120-101-890 1992 92/93
DATE OBJECT OF EXPENDITURE(CODE AND TITLE)
$ 11 0010-702-50000
i hereby certify upon my own personal knowledge that budgeted funds T.B.A.NO. B.R.NO.
are available for the period and purpose of the expenditure stated above.
SIGNATURE OF ACCOUNTING OFFICER DATE
D
CONTRACTOR STATE AGENCY DEPT.OF GEN.SER. CONTROLLER
STATE OF CALC-ORNIA
STANDARD AGREEMENT
STD.2(REV. 5.91) (REVERSE) ..
1. The Contractor agrees to indemnify,defend and save harmless the State,its officers,agents and employees
from any and all claims and losses accruing or resulting to any :and all contractors, subcontractors,
materialmen,laborers nand any other person,firm or corporation furnishing or supplying;work services,
materials or supplies in connection with the performance of this contract,and from any and all claims and
losses accruing or resulting;to any person,firm or corporation who may be injured or damaged by the
Contractor in the performance of this contract.
2. The Contractor,and the agents and employees of Contractor,in the performance of the agreement,shall
act in an independent capacity and not as officers or employees ora;;ents of State of California.
3. The State may terminate this agreementa nd be relieved of the payment of any consideration to Contractor
should Contractor fail to perform the covenants herein contained at the time and in the manner herein
provided. In the event of such termination the State may proceed with the work in any manner deemed
proper by the State. The cost to the State shall be deducted from any sum due the Contractor under this
agreement,and the balance,if any.shall be paid the Contractor upon demand.
4. Without the written consent of the State,this agreement is not assignable by Contractor either in whole
or in part.
5. Time is of the essence in this agreement.
6. No alteration or variation of the terms of this contract shall be valid unless made in writing and signed lay
the parties hereto,and no oral understanding;or agreement not incorporates] herein,shall be binding oil
any of the parties hereto.
7. The consideration to be paid Contractor, as provided herein, shall be in compensation for all of
Contractor's expenses incurred in the performance hereof, including travel and per diem, unless
otherwise expressly so provided.
f
91 61014
STANDARD . AGREEMENT .— ATTORNEY GENERAL U CONTRACTOR
STATE AGENCY
STATE OF CALIFORNIA ❑
4TO. 2 IREV. 2/051
E:1 DEPT. OF GEN. SER.
❑ CONTROLLER
THIS nnule and entered into this 25 date•of June 19-92 ❑
in the State of California, by and bet-ween State of California. through its ehll� elected or appointed. ❑
(Inalified and acting 0.
TITLE OF OFFICER ACTING FOR STATE 1 AGENCY 11'(('(1 tter r'(1!('( t tc/tale.and CONTRACT NUMBER ArA. NO.
Interim Director I Emergency Medical Services Authority I EMS-1028
29 - 392 - 2 hereafter callcil the Contractor. CONTRACTOR'S I.D. NUMBER
Contra Costa County EMS I
\\•ITNESSETI-1: That the (ontractor for and in consideration of the covenants. conditions. a",rrrments, and stipulations of the State
hereinafter expressed, does hereby agree to furnish to the State services and materials. as follows:
(Set forth service to be rendered by Contractor,arnount to be paid Contractor,time for perforrnanc('or com pIctiou.and attach p/(Ills and sperificatiou.s,if(11111.1
1. The Contractor shall complete the objectives as identified in the Section entitled "Objectives".
These are made a part of this Agreement by this reference.
2. The period of this Agreement shall be from June 25, 1992 through June 24, 1993.
3. The total amount payable by the State to the Contractor shall not exceed $76,000.
4. The attachment entitled "Budget" is made a part of the Agreement by this reference.
CONTINUED ON _SHEETS, EACH BEARING NAME OF CONTRACTOR AND CONTRACT NUMBER.
The pro\isions on the reverse side hereof constitute a part of this agreement.
I\ \\ I I N ESS \\•H EI E01-7, this agreement h:u heen executed by the parties hereto. upon the(late first aho\e((ritten.
STATE OF CALIFORNIA CONTRACTOR
AGENCY CONTRACTOR IIF OTHER THAN AN INOIVIDVAL, STATE 'WHETHER A CORPORATION.
PARTNERSHIP. ETC.)
EmqTf,ency Medical Services Authority _
BY (AUTHO I ED SIGNAT E) ' BY IAVTH (ZED SIGNAT
X X �Z �aG
PRINTED NAME OF PER ON SIGNING PRINTED NAME AND TITLE. OF PERSON SIGNIN
Daniel R. Smiley Chair, Board of Supervisors
TITLEADDRESS
Interim Director S� 651 Pine Street, Martinez, CA 94553
AMOUNT ENCUMBEREDI 1 L\/PROGF�{�M/CATEGORY (CODE AND TITLI�1 FUND TITLE II
_S 76.000 Department of General Services
UNENCUMBERED BALANCE (OPTIONAL USE) I Use Only
S
ADJ. INCREASING ENCUMBRANCE I IT b I CHAPTER STATUTE FISCAL YEAR
s4120-101-001 462
ADJ. DECREASING ENCUMBRANCE I OBJECT OF EMRE(CODE AND TITLE(
00100000
I hcrcbry ccrti f y upon mrr on n personal knowledge that hu(Lerh d f ands etre I T.B.A. NO. B.R. NO.
ur((i1(Iblr for the period and purpose of the expen(litnre staled uboce.
SIGNATURE.Of-ACgPUNTING OFFICER DATE
l her n ccrlifil rfuet. II!condiliorls for c.xcruptiun:,et jorth in .Slate.Witimiarrathc Slannal.Scctura 1_209 hate
been(onlplie(l will,and this docurnenl Is"Xi'mpt from teeu a hu tlw 0cparrroent of F(II(I11('1•.
SIGNATURE OF OFFICER SIGNING ON BEHALF OF THE AGENCY DATE
X
Standard Agreement
Page 2
5. Contractor may make changes in any individual line item in the budget without prior
authorization, provided that such changes in the aggregate as to any line item shall not
exceed $2,000. If changes exceed $2,000, the Contractor must submit an explanation
of the need for such excess and specifically identify the line item(s) to be reduced in
order to increase the excess line item(s) and provided further that the State reserves
the right to deny any such claim for any excess reimbursement on any item. It is
further understood that in no event shall the maximum amount specified in Paragraph
3 of this Agreement be exceeded.
6. In consideration of duties performed in a manner acceptable to State, State shall
reimburse Contractor, upon submission of an invoice, stating the time period covered,
and stating the contract number, for actual expenditures in accordance with the Budget
tD
(as shown in the section entitled "Budget") to: State EMS Authority, 1930 Ninth
Street, Suite 100, Sacramento, CA 95814.
7. Pursuant to Health and Safety Code Section 1797.110, State may pay up to twenty-
five percent (25 0) of the total of this agreement upon request of the contractor. This
advance payment will appear as a credit to the contracting agency's account, and costs
incurred by the contracting agency will be deducted from the credit until the advance
funds are exhausted or the contract period expires. In the event there is a credit
surplus at the end of the term of this Agreement, or in the event there is a credit
surplus and the Agreement is canceled by either party, Contractor will reimburse the
credit to the State.
8. The attachment entitled "Implementation Schedule" is made a part of this agreement
and is to be used as a basis for measuring progress of the duties to be performed by
the Contractor.
9. The.content and language of State Standard Form 17A (Non-Discrimination Clause) is
adopted and is fully effective for all operations and services called for in performance
of this contract.
10. The content and language of State Standard Form. 19 (Statement of Compliance) is
adopted and is fully effective for all operations and services called for in performance
of this Agreement.
11. The content and language of State Standard Farm 21 (Drug-Free Workplace
Certification) is adopted and is fully effective for all operations and services called for
in performance of this Agreement.
12. The section entitled "Federal Contract Funds" is made part of this agreement by this
reference.
Standard Agreement
Page 3
13. Contractor agrees to abide with the following policies and procedures:
A. Contractor shall allow the EMS Authority, or its duly authorized
representatives, (a) to inspect or otherwise evaluate the quality,
appropriateness, and timeliness of services performed under this Agreement,
(b) to inspect, evaluate, and audit any and all books and records maintained by
Contractor or any subcontractor pertaining to such services at any time during
normal business hours. Books and records shall include, but are not limited to,
all physical records originated or prepared pursuant to performance under this
Agreement including worming papers, reports, financial records, and books of
account. Upon request, at any time during the period of this Agreement,
Contractor shall furnish any such records, or copies thereof, to the State EMS
Authority. Any reproduction costs which result from such a request will be
paid by Contractor.
B. Contractor shall prepare and maintain such books and records as may be
necessary to disclose the manner in which it discharged its obligations under
this Agreement. These books and records shall include records of employee
time devoted to worm under this Agreement, the amount of payment made for
that time, the services performed by subcontractors, and the manner and
amount of payment made for those services.
Such books and records shall include, but are not limited to, all physical
records originated or prepared pursuant to the performance under this
Agreement, including worsting papers and financial records. These books and
records shall be maintained for a minimum of three (3) years from the
termination date of this Agreement, or in the event Contractor has been duly
notified that the EMS Authority has commenced an audit or investigation of the
Agreement, or such time as the matte:has been resolved, whichever is late:.
C. All subcontracts entered into by Contractor to carry out the terms of this
Agreement shall be in writing and contain all of the following:
1. Full disclosure of the method and amount of compensation or other
consideration to be re-ceived by the subcontractor from Contractor;
2. specification of the se-vices to be provided;
3. a statement that the subcontract shall be governed by and construed in
accordance with all laws, re,flations, and contractual obligations
binding on Contractor,
4. subcontractor's agreement to submit reports*as required by Contractor;
and
5. the provisions of the lion-Discrimination Clause of this A7erment.
Standard Agreement
Page 4
14. Subcontracts over $10,000 must contain language stating that they meet the
requirements of Public Contracts Code Sections 10115 et seq. This section requires
state contracts to have participation goals of not less than 15 percent for minority
business enterprises and not less than 5 percent for women business enterprises.
15. A subcontract entered into shall not become effective until it has been approved by the
EMS Authority in writing, unless the State has acknowledged receipt of the proposed
subcontract and has failed to approve or disapprove the proposed subcontract within
thirty (30) days of receipt. Subcontract amendments shall be submitted to the EMS
Authority for prior approval at least forty-five (45) days before the effective date of
any proposed changes. Any such amendment shall become effective unless the EMS
Authority expressly disapproves in writing such amendment and written notice thereof
is received by Contractor within said 45-day period.
16. Subcontracts entered into by Contractor pursuant to this Agreement and all
information received in accordance with this section shall be public records on file
with the EMS Authority.
17. Contractor shall secure the agreemeat of any subcontractor to make all of its books
and records, pertaining to the goods and services finished under the terms of the
subcontract, available for inspection, examination or copying by State, as follows: at
all reasonable times at the subcontractor's place of business, or at such other mutually
agreeable location in California; in a form maintained in accordance with the general
standards applicable to such books or record keeping; and for a term of at least three
(3) years following the close of the calendar year in which the subcontract was
terminated. Further, any agreement with a subcontractor shall also contain:
subcontractor's agreement that assignments or delegation of the contract shall be void
unless prior written approval is obtained by Contractor from the EMS Authority;
subcontractor's agreement to maintain and make available to the EMS Authority upon
request, copies of all written subcontracts and make applicable items 13-C-1 through
13-C-5, hereinabove to its subcontractors; and subcontractor's agreement to hold
harmless State in the event Contractor will not pay for services performed by the
subcontractor pursuant to the subcontract.
18. Contractor agrees to abide by all policies and procedures as stated in the "Funding of
Emergency Medical Services Agend.'es With State General Funds and Federal Block
Grants" (August 1991).
19. Contractor or subcontractors shall not be authorized to copyright any documents
related to this project without written approval of the Director of the EMS Authority.
20. Publication rights to any documents produced as a result of this Agreement are
reserved to the EMS Authority.
Standard Agreement
Page 5
21. All materials and information collected or prepared under this Agreement shall
become the joint property of the EMS Authority and Contractor. The EMS Authority
shall have access to information collected as a result of this Agreement.
22. Any printed materials or videos developed for distribution with grant money awarded
by the EMS Authority must include the following statement "Funding provided by
the Stage of California Emergency Medical Services (EMS) Authority under Special
Project Grant #EMS-xxxx."
23. No equipment may be purchased by the Contractor for this project without prior
approval from the EMS Authority. All equipment purchased with funds received
through this contract will become the property of the State of California.
24. This Agreement may be terminated at any time for breach and the EMS Authority
may terminate unilaterally and without cause upon thirty (30) working days written
notice to the Contractor. All work performed pursuant to the Agreement and prior to
the date of termination may be claimed for reimbursement.
25. Contractor shall not assign or transfer interest in this Agreement without the prior
written consent of the EMS Authority.
26. This A�eement my be canceled at any time by either party, by giving thirty (30) days
advance written notice to the other party-
27.
arty.27. Contractor agrees that, in the interest of enhancing public participation and
knowledge, meetings of it's governing authority will be open to the public. Meetings
which deal with legal or personnel matters shall be exempt Notice of each public
meeting shall be in accordance with Government Code Sections 54950 through 54961.
28. Contractor agrees to maintain a mailing list of interested individuals and organization
contacts. If there is a reduction in federal funds supporting the program under which
this Agreement is financed, the Contractor agr to inform these individuals and
organization contacts of the funding reduction.
29. In addition to the final project report required in Section H of the "Funding of
Emergency Medical Services Agencies With State General Funds and Federal Block
Grants," the Contractor shall, within sixty days following the end of the contract
period, submit to the EMS Authority, a Project Abstract Report. This separate report
shall be 10 to 15 pages, double spacz,d and submitted on an IBM compatible computer
disc (WordPerfect format preferred). This document shall-be suitable for
reprint/publication for distribution to all appropriate EMS constituents. This report
shall include all of the following seczons: Introduction, Project Description;
TaskslMethodolog<1; General Discassion; Results and; Conclusions.
FEDERAL CONTRACT FUNDS
1. It is mutually understood between the parties that this contract may have been written
before ascertaining the availability of congressional appropriation of funds for the
mutual benefit of both parties in order to avoid program and fiscal delays which
would occur if the contract were exevsted after that determination was made.
Z. This contract is valid and enforceable only if sufficient funds are made available to the
State by the United States Government for the purposes of this program. In addition,
this contract is subject to any additional restrictions, limitations, or conditions enacted
by the Congress or any statute enacted by the Congress which may affect the
provisions, terms, or funding of this contract in any manner.
3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the
program, this contract shall be amended to reflect any reduction in funds.
4. The Department has the option to void the contract under the 30-day cancellation
clause or to amend the contract to reflect any reduction of funds.
' STATE OF CAUFORNJA
SM.17A(New5/83)
NONDISCRIMINATION CLAUSE
(CC? - 1) .
1. During the performance of this contract,contractor and its subcontractors shall not
unlawfully discriminate against any employee or applicant for employment because
of race, religion, color, national origin, ancestry, physical handicap, medical
condition, marital status, age(over 40)or sex.Contractors and subcontractors shall
insure that the evaluation and treatment of their employees and applicants for
employment are free of such discrimination. Contractors and subcontractors shall
comply with the provisions of the Fair Employment and Housing Act(Government
Code, Section 12900 et seq.) and the applicable regulations promulgated
thereunder (California Administrative Code, Title 2, Section 7285.0 et seq.). The
applicable regulations of the Fair Employment and Housing Commission
implementing Government Code,Section 12990,setforth in Chapter 5 of Division 4
of Title 2 of the California Administrative Code are incorporated into this contract by
reference and made a part hereof as if set forth in full, Contractor and its
subcontractors shall give written notice of their obligations under this clause to
labor organizations with which they have a collective bargaining or other
agreement.
2.This contractor shall include the nondiscrimination and compliance provisions of this
clause in all subcontracts to perform work under the contract.
•NONDISCRIMI•NATION COMPLIANCE STATEMENT
STO.19(REV,1911
COMPANY NAME
The company named above (hereinafter referred to as "prospective contractor') hereby certifies,
unless specifically exempted, compliance with Government Code Section 12990 and California
Code of Regulations, Title 2, Division 4, Chapter S in matters relating to the development,
implementation and maintenance of a nondiscrimination program. Prospective contractor agrees
not to unlawfully discriminate against any employee or applicant for employment because of race,
religion, color, national origin, ancestry, physical handicap, medical condition (cancer related),
marital status, sex or age (over forty).
CERTIFICATION
I, the official named below, hereby swear that 1 am duly authorized to legally bind the prospective
contractor to the above described certification.I am fully aware that this certification,executed on
the date and in the county below, is made under penalty of perjury under the laws of the State of
California.
OFFiCIAUS NAME
Sarre W. N4crcak
OATCEXECUTED E)CEa D1NTHECOUNTYOF
CD/YTRd 04SrR
P OSP��11 jCONTAAC'CFFS-SiCNATJR.,E�¢_. �}'
PROSPECTIVE CONTRACTOR'S TITLE
Chair, Board of Supervisors
PROSPECTIVE CONTRACTOR'S FEDERAL EMPLOYER IOENTIFiCA-i CN NUMBER
;DRUG-'FREE WORKPLACE CERTIFICATION
STD.21(NEW 11.90)
COMPANWOFGANQATION NAME
The contractor or grant recipient named above hereby certifies compliance with Government Code
Section 8355 in matters relating to providing a drug-free workplace. The above named contractor or
grant recipient will:
1. Publish a statement notifying employees that unlawful manufacture, di.3tribution, dispensation,
possession, or use of a controlled substance is prohibited and specifying actions to be taken against
employees for violations, as required by Government Code Section 8355(a).
2. Establish a Drug-Free, Awareness Program as required by Government Code Section 8355(b), to
inform employees about all of the following:
(a) The dangers of drug abuse in the workplace,
(b) The person's or organization's policy of maintaining a drums free workplace,
(c) Any available counseling, rehabilitation and employee assistance programs, and
(d) Penalties that may be imposed upon employees for drug abuse violations.
3. Provide as required by Government Code Section 8355(c), that every employee who works on the
proposed contract or grant:
(a) Will receive a copy of the company's drug-free policy statement, and
(b) Will agree to abide by the terms of the company's statement as a condition of employment on
the contract or grant.
CERTIFICATION
I, the official named below, hereby swear that I am duly authorized legally to bind the contractor or
grant recipient to Lie above described certification. I am fully aware that this certification, execute on
the date and in the county below, is made under penalty of per ury under the laws of the State of
California.
OFF-iC:AL'S NAME
Sunne W. McPeak
DATCEXECUTeD EXEC-ItDIN ,4E COUNTY QF
� -
=14 ACTC74" r GRANT nEC;P!E 1R S;GNA i,;P COs%14
TITLE
Chair, Board of Supervisors
FEOFRAL I.D.NUMSER ~-
Project Description
The first year of the project focused on EMS/ Hospital Coordination issues. Some of the
key components that were completed in the first year included a reporting form and
guidelines for hospital assessment following an earthquake, testing of these procedures
during the State exercise BoyMed 91, a communications assessment and report on the
status of disaster communications in the Bay Area, and funding to the Hospital Council
to present three classes on Hazard Mitigation for Hopsitals and to Alameda County to
present a two-day class on Casualty Collection Points.
The objectives of the second year of the project were to improve EMS/Hospital
Coordination and begin to develop medical mutual aid policies.The EMS/ Hospital
Coordination objectives have been completed during the first part of the second year
of the project. The key components include a revision of the forms and guidelines for
hospitals, assistance to Alameda County with the presentation of a one-day class on
Casualty Collection Points, development of procedures for use when the State issues a
short-term earthquake advisory, and funding to the Hospital Council for a Hazard
Mitigation class. The remainder of the second year of the project were spent on
developing written procedures for Contra Costa County Health Services staff to use
when Region II is activated by the State, and on developing a written Bay Area
Medical Mutual Aid plan.
The focus of the third year of the project will be to complete written medical mutual
aid documents for Region II. One of the two written documents that will be completed
during year three is the Region II RDMHC Response Plan.This document will be
designed for a Region II medical response to a disaster in another part of the state. It
will include standard operating procedures for each Region II county's EMS Agency to
offer and/or provide medical mutual aid.The Region II RDMHC will coordinate with
Region II OES wherever feasible to maximize the use of all available resources for a
more effective medical mutual aid response.The other written response document
that will be completed during year three of the project is the Bay Area Medical Mutual
Aid Plan. Although this plan does not involve the use of the RDMHC as the mutual aid
coordinator, the Region II Disaster Planning Project staff will write the plan as part of the
RDMHC"s leadership role in the region's medical disaster preparedness.The project will
hold exercises to test both plans.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 5
Method of Procedure
The objectives of the third year will be completed as two separate components.
Component One
The Bay Area Medical Mutual Aid (BAMMA) Document Component.
This component will consist of the following activities:
* Complete standard operating procedures for each Bay Area county to rapidly
access EMS mutual aid for a Level II disaster.
* Coordinate planning with Region II OES wherever feasible in order to maximize
the use of available resources.
* Hold at least one BAMMA communications exercise to test standard operating
procedures.This exercise will be held outside regular EMS office hours.
The product of this component will be a written Bay Area Medical Mutual Aid
Document. Bay Area counties will use this document when there is an local incident
requiring immediate EMS mutual aid. A copy of this document will be distributed to all
Bay Area counties prior to the communications exercise.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 6
Method of Procedure, cont.
Component Two
The Region II RDMHC Response Plan Component.
This component will consist of the following activities:
* Complete standard operating procedures for the RDMHC / Contra Costa County
EMS Agency staff to use when activated by the State EMSA.
* Develop sample standard operating procedures for each Region II county's EMS
Agency to assess potential medical mutual aid providers in their county for
resource availability.
* Develop standard operating procedures for each Region II county's EMS Agency
to report available medical mutual aid resources to the RDMHC.
* Coordinate planning with Region II OES wherever feasible in order to maximize
the use of available resources.
* Hold at least one Region II RDMHC exercise to test procedures, forms and
standard operating procedures.This exercise will be held in real-time so local
EMS Agencies can contact potential medical mutual aid providers in their
county, then report their resource availability to the RDMHC.
The product of this component will be a written RDMHC Response Document that will
be used to coordinate Region II medical mutual aid following a disater in another
region of the state. A copy of this document will be distributed to all Region II counties"
EMS Agencies prior to the Region II exercise.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 7
Method of Procedure, cont.
Final Project Report.
A final project report will be submitted to the State EMSA, using the EMSA format.
This report will include:
* A discussion of methods used to determine standard operating procedures for
intra-regional medical mutual aid in the Bay Area.
* A discussion of methods used to determine standard operating procedures for
the RDMHC medical mutual aid response from Region 11.
* Recommended standard operating procedures for each Bay Area county to
rapidly access EMS mutual aid from any other Bay Area county, twenty-four hours
a day.
* Recommended procedures for for each Region II county's EMS Agency to assess
potential medical mutual aid providers in their county for resource availability.
* Recommended procedures for each Region II county's EMS Agency to report
available medical mutual aid resources to the RDMHC.
* Recommended procedures for the RDMHC / Contra Costa County EMS Agency
staff to use when activated by the State EMSA.
A discussion draft of the report will be submitted to EMSA prior to the completion of the
final report.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 8
Implementation Timetable and Milestones
June 25, 1992 Year Three of the project to begin.
Project Coordinator recruited.
July, 1992 Procedures fcr acquiring medical mutual aid completed.
August, 1992 BAMMA / Region II CES coordination completed.
September, 1992 BAMMA Document written and distributed; procedures updated as
needed.
October, 1992 Completion of Component One-The BAMMA Plan.
BAMMA communications exercise to be held.
November, 1992 BAMMA exercise critique completed.
December, 1992 Procedures for the RDMHC and EMS Agency staff completed.
January, 1993 Procedures for Region If EMS Agencies completed.
February, 1993 RDMHC / Region II OES coordination completed.
March, 1993 RDMHC Response Plan written and distributed.
April, 1993 Completion of Component Two- Region II RDMHC Response Plan.
Region II communications exercise to be held.
May, 1993 Region II exercise critique completed; procedures updated as needed.
June 24, 1993 Year III of the grant completed.
July 31, 1993 Discussion draft of Final Report to EMSA.
August 31, 1993 Final Report and recommendations to EMSA.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 9
Method of Evaluation
The following questions will be used to evaluate success of the project:
* Was a written Bay Area Medical Mutual Aid Document completed? Does it
include standard operating procedures for each county to rapidly access EMS
mutual aid from any other Bay Area county, twenty-four hours a day? Does it
reflect the Regional Council's consensus on liability, medical control,
communications, supplies, and.reimbursement issues? Did each member county
in the Regional Council receive a copy of the document?
* Was a BAMMA communications exercise held to test standard operating
procedures? Was it held outside of regular EMS office hours? Was a critique held
following the exercise? Were any suggested changes incorporated into a revised
document?
* Was a written Region II RDMHC Response Document completed? Does it include
standard operating procedures for the RDMHC / Contra Costa County EMS
Agency staff to use when activated by the State EMSA? Were sample standard
operating procedures developed for each Region II county's EMS Agency to
assess potential medical mutual aid providers in their county for resource
availability? Does the document include standard operating procedures for each
Region II county's EMS Agency to report available medical mutual aid resources
to the RDMHC? Did each Region 11 county EMS Agency receive a copy of the
document?
* Was at least one Region II RDMHC communications exercise held to test
procedures, forms and standard operating procedures? Was it held in "real-time"
so local EMS Agencies can contact potential medical mutual aid providers in
their county, then report their resource availability to the RDMHC? Was a critique
held following the exercise? Were any suggested changes incorporated into a
revised plan?
* Was joint planning done with Region II OES for the RDMHC role and BAMMA ?
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 10
Method of Evaluation, cont.
Statement of Intent
Ongoing progress will be measured by feedback obtained from Bay Area Regional
Council members and Region 11 EMS Agencies during the course of the project.The
successful completion of objectives in the stated time identified in the implementation
timetable will be used as the performance indicators.
The data to be used in the evaluation of the project will be as follows:
* the written BAMMA doucments and the Region II Response RDMHC Operating
Procedures themselves, as evidence of completion
* meeting notes
* exercise evaluations by Bay Area Regional Council members and Region If EMS
Agencies, the RDMHC, Region II OES and EMSA participants
* exercise evaluation reports
The project will be considered successful if written documents are developed for both
Bay Area Medical Mutual Aid and the Region II RDMHC, and local EMS Agencies feel
the project has had a positive impact on disaster preparedness.
The project evaluation will be prepared by the Project Coordinator, under the direction
of the Project Director and the RDMHC.
Statement of Intent
The successful completion of this project will result in written documents for Bay Area
Medical Mutual Aid and for the Region II RDMHC in the event of a disaster in another
part of the state. Contra Costa County is committed to continued support of medical
disaster preparedness and to the RDMHC concept.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 11
Detailed Budget
Total Block Grant Local Match
1. Personnel Costs:
RDMHC (0.05 FTE) 5550. 5550.
Project Director (0.1 FTE) 6700. 6700.
Project Clerk (0.2 FTE) 6350. 6350.
Benefits 4650. 4650.
Subtotal $ 23,250.00 $ 23,250.00
2. Travel and Mileage Expense:
In-state mileage & expenses 1000. 1000.
Subtotal $1,000.00 $1,000.00
3. Contractual Services:
Project Coordinator(.5 FTE) 35,000. 35,000.
Project Consultants 25,000. 25,000.
Subtotal $60,000.00 $60,000.00
4. Operating Costs:
Building occupancy 2900. 2900.
Telephone 700. 700.
Office Supplies 3136. 3136.
5. RDMHC Equipment:
electronic display system 5000. 5000.
portable FAX machine 1000. 1000.
portable computer, printer 3000. 3000.
& modem
Subtotal $15,736.00 $15,736.00
6. Departmental Indirect Costs at 12.5%:
Contra Costa Co. indirect 14,283. 14,283.
costs
Subtotal $14,283.00 $14,283.00
TOTAL PROJECT COST $114,269.00
Less local in-kind match $38,269.00
TOTAL BLOCK GRANT $76,000.00
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 12
Budget Narrative
Regional Disaster Medical / Health Coordinator: The Contra Costa County Health
Services Department Medical Director/ Health Officer is the currently designated
RDMHC for OES Region II.This position, budgeted at 0.05 FTE, will be provided as a part
of the local match. This position will serve in an overall advisory capacity to the project,
and will participate in the Region II staff training, exercise, and evaluation.
Project Director: The Project Director will be the Contra Costa County EMS Director.This
position, budgeted at 0.1 FTE, will be provided as part of the local match.The Project
Director will have overall administrative and fiscal responsibility for the project.
Project Clerk: Existing EMS support personnel will provide day to day clerical support for
the project. This is budgeted at 0.2 FTE (clerk, senior level) and will be provided as part
of the local match.
Benefits: Personnel benefits have been estimated as 25% of salary costs and will be
provided as a part of the local match.
Travel and Mileage: Travel and mileage will be paid in accordance with existing
county policies for travel within California while carrying out the objectives of the
project.
Project Coordinator: The project coordinator will be a .5 FTE contract position.This is
budgeted at 36,000. /year. No county benefits are provided.
Consultant Services: This item is intended for a contract with specialists to assist with the
in3tallation of intra-regional coordination.
Building Occupancy: Estimated cost of additional office space which will be required
for the Project coordinator.
Telephone: Estimated cost of an additional phone line and charges for the Project
Coordinator.
Office Supplies: Estimated cost of office supplies, printing, and postage for the project.
RDMHC Supplies: A portable FAX machine, computer, modem and printer would be
neccesary items for the RDMHC to work at the Region II OES office,yet be linked with
the Contra Costa County EMS Agency staff.There is currently no available equipment
for the RDMHC"s use while at Region 11 OES. An electronic copyboard has been
included to facillitate on-going tracking of resources during a-Region II response.
Copies from the copyboard could be FAXed to both Region 11 OES and EMSA.
Departmental indirect cost: Departmental indirect cost is calculated at 12'.5%.
Contra Costa County EMS Disaster Planning Project
Third Year Grant Proposal Page 13