HomeMy WebLinkAboutMINUTES - 06081993 - 1.77 7 1 -77
TO: BOARD OF SUPERVISORS 111�7 Contra FROM: Mark Finucane, Health Services Director V
v - �tra
By: Elizabeth A. Spooner, Contracts Administrat CjOUrI�/
( our
osta
DATE: May 27, 1993
SUBJECT: Approve Standard Agreement #29-392-3 with the State
Emergency Medical Services Authority
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, a Statement of Compliance, the required
Drug-Free Workplace Certification and Standard Agreement #29-392-3
with the State Emergency Medical Services Authority in the amount
of $30, 000 for the period June 25, 1993 through June 24, 1994 for
the fourth year of funding for the Regional Medical Disaster
Planning Project.
II. FINANCIAL IMPACT:
Approval of this agreement by the State will result in $30, 000 of
State funding for the Regional Medical Disaster Planning Project.
Sources of funding are as follows:
$30, 000 State Emergency Medical Services Authority
44 , 269 County In-Kind
$74 , 269 Total Program
III. REASONS FOR RECOMMENDATIONS/BACKGROUND:
On August 4 , 1992 the Board approved State Standard Agreement #29-
392-2 for the third year of funding for the Bay Area/Regional
.Medical Disaster Planning Project. Standard Agreement #29-392-3
will continue State funding for Medical Disaster Planning Project
services for .the fourth year, through June 24 , 1994, and will allow
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.
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 Emergency Medical Services Authority.
CONTINUED ON ATTACHMENT: YES SIGNATURE: Q
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME AT ON OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON APPROVED AS RECOMMENDED
OTHER
VOTE OF SUPERVISORS
y �
�L 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
OF SUPERVISORS ON THE DATE SHOWN.
Contact: Art Lathrop (510) 646-4690 C�
CC: Health Services (Contracts) ATTESTED
Auditor-Controller (Claims) p Batchelor, Clerk of the Board of
State EMS Authority SupWjW13jpdWJyMmin&aW
Mee2/7-98 BY a DEPUTY
STATE OF CY:LI6;5RNIA
STANDARD AGREEMENT— APPROVED BY THE CONTRACT NUMBER AM.NO.
ATTORNEY GENERAL
STD.2(REV.5.91) EMS-,
TAXPAYER'S FEDERAL EMPLOYER IDENTIFICATION NUMBER
THIS AGREEMENT,made and entered into this 25 day of_ URC , 19-9-3_,
in the State of California,by and between State of California,through 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 Q F�
Contra Costa County 29 � 3 ✓ 3 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.)
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, 1993 through June 24, 1994.
3. The total amount payable by the State to the Contractor shall not exceed $30,000.
4. The attachment entitled "Budget" is made a part of this Agreement by this reference.
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(If other than an individual,state whether a mrywation,partnership,e;c.)
Emergency Medical Services Authority Contra Costa County
BY(AUTHORIZED SIGNATURE) a ---
Gt
PRINTED NAME OF PERSON SIGNING RI TED NAME AND TITLE OF PERSON SIGNING
Joseph E. Morales Chair, Board of Supervisors
TITLE ADDRESS
Director 651 Pine Street, Martinez, CA 94553
AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY(CODE AND TITLE) FUND TITLE Department of General Services
DOCUMENT
$ 38,500 Federal use only
(OPTIONAL USE)
PRIOR AMOUNT ENCUMBERED FOR
THIS CONTRACT
$ ITEM CHAPTER STATUTE I FISCAL YEAR
TOTAL AMOUNT ENCUMBERED TO 4120-001-890 1 1992 92/93
DATEOBJECT OF EXPENDITURE(CODE AND TITLE)
$ 0010-418-30000
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 I ---- =
❑ CONTRACTOR STATE AGENCY DEPT.OF GEN.SER. CONTROLLER
STATE OF CAII.cCRNIA f" '
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 and 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 or agents of State of California.
3.The State may terminate this agreement and 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.
3. 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 by
the parties hereto,and no oral understanding or agreement not incorporated herein,shall be binding on
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.
91 61014
Standard Agreement
gage 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
(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%) 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 Form 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 working 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 work 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 working 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 matter has been resolved, whichever is
later.
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 received by the subcontractor from Contractor;
2. specification of the services to be provided;
3. a statement that the subcontract shall be governed by and construed in
accordance with all laws, regulations, and contractual obligations
binding on Contractor;
4. subcontractor's agreement to submit reports as required by Contractor;
and
5. the provisions of the Non-Discrimination Clause of this Agreement.
Standard Agreement
Page
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 agreement of any subcontractor to make all of its books
and records, pertaining to the goods and services furnished 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 Agencies 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 State 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 Agreement my be canceled at any time by either party, by giving thirty (30)
days advance written notice to the other party.
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 agrees 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 spaced 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 sections: Introduction, Project Description;
Tasks/Methodology; General Discussion; Results and; Conclusions.
STATE OF CAUFORNIA
SM.17A{New S/831
NONDISCRIMINATION CLAUSE
(OCP - 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
of Title 2 ofthe 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.
DRUG-FREE WORKPLACE CERTIFICATION
S7,17.121(NEW 11.90)
CCMPANYJQRGANizAn0N NAME
Contra Costa County
The contractor or grant recipient named above hereby c-.rffies compliance with Government Code
Section 8355 in matters relating to providing a dra-free workplace. The above named contractor or
Q
grant recipient will:
1. Publish a statement notifying employees that unlawful manufacture, dizatribution, dispensation,
possession, or use of a controlled substanc: is prohibited and specifying actions to be taken against
employees for violations, as required by Government Code Section 83355(a)-
2. Establish a Drag-Free Awareness Progara 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,
Z.0
(b) The person's or organization's policy of maintaining a drug-free workplace,
(c) Any available counseling, rehabilitation and employe-- assistance programs, and
Z; .
(d) Penalties that may be imposed upon employe--s for drug abuse violations.
3. Provide as required by Government Code Section 8355(c), that every employe-, 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 the above described ccrtification. 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.
OF=iC:ALS NAME
DA!-=ZXECUTE-DJ3TriE=UNNOF
'EM E) M. LIContra Costa
TI E
Chair, Board of Supervisors
FELE-AL I.O.NUMGER
SLATE 6FCALFORP4A
NONDISCRIMINATION COMPLIANCE STATEMENT
SM.19(REV.3-91)
COMPANY NAME
Contra Costa County
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 5 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).
CERTIRCAWN
I, the official named below, hereby swear that I wn duly authorized to legally bind the prospective
contractor to the above described certification.I anifully 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.
OFFICIAL'S NAME
DATE EXECUTED EXECUTED IN THE COUNTY OFF
Contra Costa
PSPECTIVE CONTRACTORS
,jWrAk*FI1RE
Lom
PROSPECTIVE CONTRACTOR'S ME
Chair, Board of Supervisors
'PROSPECTIVE CONTRACTOR'S FEDERAL EMPLOYER IDENTIFICATION NUMBER
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 executed after that determination was made.
2. 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.
Proposed Objectives
The proposed objectives for year four of the project are:
1. To complete standard operating procedures for the RDMHC Contra Costa
County EMS Agency staff to use when activated by the State EMSA.
2. Continued staffing to the Bay Area Medical Mutual Aid committee of the Bay
Area Regional EMS Council. This committee has been meeting monthly to
promote the establishment of written policies and procedures for accessing
medical mutual aid. Existing policies and procedures have been compiled in a
standard format and distributed to each county EMS agency.
3. To develop sample written procedures and forms for coordination between the
Coastal Region RDMHC and Coastal Region EMS Agencies, and between each
county's EMS Agency and potential medical mutual aid providers.
4. To coordinate OES Coastal Region plans into the Coastal Region RDMHC written
i
response plan wherever feasible in order to maximize an effective med cal
mutual aid response to another region of the state.
5. To hold at least one Coastal Region RDMHC communications exercise to test
procedures, forms and standard operating procedures.
6. Maintenance of EMS resource directory developed under the current year's
grant.
7. Expansion of the resource directory and compilation of mutual aid procedures
to include Coastal Region counties outside the Bay area which include Lake,
Mendocino, Humboldt, Del Norte, and San Benito counties.
8. To hold at least one GAMMA communications exercise to test standard
operating procedures for accessing EMS mutual aid, by the member counties of
the Bay Area Regional EMS Council.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
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 BayMed 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 Hospitals 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 Coastal Region 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 was to complete written medical mutual aid
documents for Coastal Region. This document is designed for a Coastal Region
medical response to a disaster in another part of the state. It includes standard
operating procedures for each Coastal Region county's EMS Agency to offer and/or
provide medical mutual aid, medical resources available within each county and 24
hour emergency contract lists.The Coastal Region RDMHC will coordinate with OES
Coastal Region wherever feasible to maximize the use of all available resources for a
more effective medical mutual aid response. The other written response document
completed during year three of the project is the Draft Planning Guidelines for Hospital
Evacuations. Although these planning guidelines do not involve the use of the RDMHC
as the mutual aid coordinator, the Coastal Region Disaster Planning Project staff wrote
the guidelines at EMSA request as part of the RDMHC"s leadership role in the region's
medical disaster preparedness.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
The focus of the Fourth year of the project will be to continue to provide staffing to the
Bay Area Medical Mutual Aid committee of the Bay Area Regional EMS Council. This
committee of the 12 Bay Area Counties has proved to be exceptionally effective in
establishing uniform disaster medical concepts, polices and procedures over the last
three years. To continue development of written procedures and forms for
coordination between Coastal Region RDMHC and Coastal Region EMS agencies and
between each county's EMS Agency and potential medical mutual aid providers. To
strengthen the working relationship between the RDMHC and OES Coastal Region. To
hold one communications exercise and one EMS mutual aid exercise. To maintain and
update, the EMS Resource Directory developed during 3d year grant. To make
presentations on Hospital Evacuation Planning Guidelines.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
Method of Procedure
The objectives of the fourth year will be completed as two separate components.
Component One
The OES Coastal Region Medical Mutual Aid Document Component.
This component will consist of the following activities:
Complete standard operating procedures for each Coastal Region county to
rapidly access EMS mutual aid for a Level 11 disaster.
Coordinate planning with OES Coastal Region wherever feasible in order to
maximize the use of available resources.
Hold at least one Coastal Region EMS 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 OES Coastal Region 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 OES Coastal Region counties prior to the communications exercise.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
Method of Procedure, cant.
Component Two
The Coastal Region 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 Coastal Region
county's EMS Agency to assess potential medical mutual aid providers in their
county for resource availability.
Develop standard operating procedures for each Coastal Region county's EMS
Agency to report available medical mutual aid resources to the-RDMHC.
Coordinate planning with OES Coastal Region wherever feasible in order to
maximize the use of available resources.
Hold at least one Coastal Region EMS 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 Coastal Region medical mutual aid following a disaster in
another region of the'state. A copy of this document will be distributed to all Coastal
Region counties' EMS Agencies prior to the Coastal Region exercise.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
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 Coastal Region.
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 each Coastal Region county's EMS Agency to
assess potential medical mutual aid providers in their county for resource
availability.
Recommended procedures for each Coa0al Region 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
Fourth Year Grant Proposal
Implementation Timetable and Milestones
June 25, 1993 Year four of the project to begin.
Project Coordinator recruited.
July, 1993 Procedures for acquiring medical mutual aid completed.
August, 1993 RDMHC /OES Coastal Region coordination completed.
September, 1993 Coastal Region Document revised and distributed.
October, 1993 Completion of Component One-The Coastal Region EMS Mutual Kid
Resource Manual.
Coastal Region communications exercise to be held.
November, 1993 GAMMA exercise critique completed.
December, 1993 Procedures for the RDMHC and EMS Agency staff completed.
January, 1994 Procedures for Coastal Region EMS Agencies completed.
February, 1994 RDMHC / OES Coastal Region coordination completed.
March, 1994 RDMHC Response Plan written and distributed.
April, 1994 Completion of Component Two- Coastal Region RDMHC Response Plan.
Coastal Region communications exercise to be held.
May, 1994 Coastal Region exercise critique completed; procedures updated as
needed.
June 24, 1994 Year IV of the grant completed.
July 31, 1994 Discussion draft of Final Report to EMSA.
August 31, 1994 final Report and recommendations to EMSA.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
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 days 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 Coastal Region 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 Coastal Region 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 Coastal Region county's EMS Agency to report available
medical mutual aid resources to the RDMHC? Did each Coastal Region county
EMS Agency receive a copy of the document?
Was at least one Coastal Region 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 OES Coastal Region for the RDMHC role and
BAMMA ?
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
Method of Evaluation, cont.
Statement of Intent
Ongoing progress will be measured by feedback obtained from Bay Area Regional
Council members and Coastal Region 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 documents and the Coastal Region Response RDMHC
Operating Procedures themselves, as evidence of completion
meeting notes
exercise evaluations by Bay Area Regional Council members and Coastal
Region EMS Agencies, the RDMHC, OES Coastal Region 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 Coastal Region 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 Coastal Region 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
Fourth Year Grant Proposal
Detailed Budget
Total Block Grant Local Match
1. Personnel Costs:
RDMHC (0.05 FTE) 5550. 5550•
Project Director (0.1 FE) 6700. 6700•
Project Clerk (0.2 FTE) 6350. 6350•
Benefits 4650. 4650•
Subtotal $23,250.00 $23,250.00
2. Contractual Services:
Project Coordinator(.40 FTE) 25,000. 25,000.
.Consultant 5,000 5,000.
Subtotal $30,000.00 $30,000-00
3. Operating Costs:
Building occupancy 2900. 2900•
Telephone 700. 700•
Office Supplies 3136. 3136•
Subtotal $6,736-00 $6,736.00
4. 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 $74,269-00
Less local In-kind match $44,269.00
TOTAL BLOCK GRANT $30,000-00
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal
Budget Narrative
Regional Disaster Medical J Health Coordinator The Contra Costa County Health
Services Department Medical Director/ Health Officer is the currently
designated RDMHC for OES Coastal Region.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 Coastal Region staff
training, exercise, and evaluation.
Project Director: The Project Director will be the Contra Costa County EMS Director.This
position, budgeted at 0.1 FE, 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.
Project Coordinator: The project coordinator will be a .45 FTE contract position.This is
budgeted at 30,000. /year. No county benefits are provided.
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.
Departmental Indirect cost: Departmental indirect cost is calculated at 12.5%.
Contra Costa County EMS Disaster Planning Project
Fourth Year Grant Proposal