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HomeMy WebLinkAboutMINUTES - 03092004 - C.9 TO: BOARD OF SUPERVISORS Contra,.x C,/ FROM: Fire Chief Keith B. Richteruosta Contra Costa County Fire Protection District DATE: February 24, 2004County ' /� SUBJECT: Agreement for Temporary Transfer of Vehicular Equipment with State Office of Emergency Services SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: APPROVE and AUTHORIZE the Fire Chief to execute an Agreement for Temporary Transfer of Vehicular Equipment between the Contra Costa County Fire Protection district and the State of California, Office of Emergency Services (OES), for the Fire District's use of an OES Water Tender. FISCAL IMPACT: Minimal. While enjoying free use of the Water Tender, the District is responsible for basic maintenance and minor repairs, i.e., those up to $100 per item. BACKGROUND/REASONS FOR RECOMMENDATION: This agreement essentially provides the District with the free use of a Water Tender-- a firefighting apparatus valued at$155,000 with an equipment inventory of fire hose and appliances valued at$5,000 -- in exchange for the District agreeing to staff and respond with the apparatus when dispatched by the State to mutual aid incidents such as the major wildland fires in San Diego County in the Fall of 2003. As you may be aware, the District responds to major mutual aid incidents up and down the State pursuant to the California Fire Assistance Agreement. Such responses are extremely important and critical when local resources are overwhelmed and outside assistance is desperately needed to prevent catastrophes from engulfing a community. This agreement contains a hold harmless provision in favor of the State and has been reviewed by both the County Counsel's Office and County Risk Management. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE 4—APPROVE OTHER SIGNATURE(S): ACTION OF BOA O APPROVED AS RECOMMENDED '�X OTHER - VOTE OF SUPERVISORS XX I & IV i HEREBY CERTIFY THAT THIS IS A TRUE --_ UNANIMOUS{ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT; ABSTAIN. OF SUPERVISORS ON THE DATE SHOWN. ATTESTED-�MA C'I 09• 2004 Contact: Mike George 930-5506 JOHN SWEETEN,CLERK OF THE BOARD OF CC: County Administrator/Rich Seithel SUPERVISORS AND COUNTY ADMINISTRATOR C.C.C. Fire Protection District Risk Management/Ah Hing County Counsel BY AA& DEPUTY U:\SRMGRS\KR\BOARDORDEROESWATERTENDER402.DOC State of Califomia OFFICE of EMERGENCY SERVICES Fire and Rescue Branch AGREEMENT FOR TEMPORARY TRANSFER.OF VEHICULAR EQUIPMENT THIS AGREEMENT, entered into this 2nd day of January, 2404, by and between the STATE OF CALIFORNIA acting by and between its duly appointed, qualified and acting Director of the Governor's Office of Emergency Services, hereinafter called the "STATE," and the Contra Costa County Fire Protection District, acting by and through its duly appointed, qualified and acting officers,hereinafter called "TRANSFEREE", WITNESSETH: IT IS HEREBY MUTUALLY AGREED between the parties hereto as follows: 1. The STATE hereby transfers possession to TRANSFEREE and TRANSFEREE hereby accepts possession from STATE of the fire apparatus and equipment listed on the attached Exhibit "A" Equipment Inventory, which is by this reference made a part hereof, for the period commencing January 2, 2003, for the following all-risk, civil defense and disaster purposes, namely: Mutual aid, multiple alarm fires, fires threatening properties vital to national defense or important military installations, parades and displays, training of regular and auxiliary firefighters and temporary standby for assignee's regular apparatus and the regular apparatus of other departments while out of service for repairs. a. Vehicle Description: 2003 Frei hg_ tliner/Westates Tye Vehicle Designation: Contra Costa Countv Fire Protection District Vehicle License Number: 959542 Vehicle Identification Number: 1FVABXCS23DK80560 Value of Vehicle: $155,000.00 Value of Hose and Appliances: $5,000.00 b. Equipment inventories (Exhibit "A") may by mutual concurrence of the STATE and TRANSFEREE be changed during the term of this agreement, utilizing property accountability procedures established or approved by the State. 2. Housing, Maintenance, Repair and Replacement. During the term of this transfer, TRANSFEREE agrees to adequately house in a enclosed secure structure, staff, operate, maintain and repair said fire apparatus and equipment (hereinafter collectively referred to as "the apparatus" except where it is desired to refer to equipment alone, in which case the term "equipment" is used) at its sole cost and expense, save as otherwise expressly provided in this agreement. Apparatus shall be housed on property of the TRANSFEREE in a manner to provide reasonable protection against inclement weather, sabotage, theft or malicious damage. Apparatusshall be maintained in such condition that it is available for immediate emergency use, and at the same standard as other emergency apparatus operated by TRANSFEREE. Maintenance shall include care of hose, batteries, tires, appliances, lubrication and fuel, general 2 0412812003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE OF EMERGENCY SERVICES Fire and Rescue Branch cleaning and polishing, minor body repairs and periodic testing. Repairs shall include, without being limited to, motor tune-ups, pump repairs, transmission, differential and all running gears, brake and exhaust systems, cooling devices including radiator, pump packing and so forth. a. Repairs to the extent of $100.00 for each individual item of repair shall be the responsibility of TRANSFEREE. b. Repairs to the extent that they exceed $100.00 for each individual item of repair shall be the responsibility of STATE on a $100.00 deductible basis, unless in the judgment of the STA'T'E the same results from misuse or negligence on the part of TRANSFEREE in the maintenance or use of the apparatus, in which event the cost of each such item of repair above $100.00 shall also be the responsibility of TRANSFEREE. In no event shall TRANSFEREE arrange for repairs costing above $100.00 for any item of repair, whether it deems the same to be the responsibility of STATE or TRANSFEREE, without first obtaining authorization in writing from the Governor's Office of Emergency Services, Fire&Rescue Branch. C. Notwithstanding the foregoing, replacement of hose, batteries and tires shall be the responsibility of STATE, save to the extent STATE deems damage thereto to be the result of negligence or misuse on the part of TRANSFEREE, in which event TRANSFEREE will bear such portion of the replacement cost thereof as the STATE deems equitable. Procurement of tires, hose and batteries is subject to State fiscal policies and procedures, and written approval must be obtained for the Governor's Office of Emergency Services, Fire & Rescue Branch prior to procurement. d. Maintenance and repairs must be requested and authorized pursuant to Operations Bulletin#18 (Exhibit D), which is here by incorporated into this agreement by reference. e. Repair or replacement of the apparatus transferred hereunder which is consumed, lost, stolen, damaged or destroyed during mutual aid operations when STATE has dispatched or directed the dispatch of said apparatus through Regional or Operational Area Fire and Rescue Coordinators, or when STATE has reassigned said apparatus pursuant to the provisions of paragraph 10 of this agreement, shall be the responsibility of STATE, providing that any such loss or damage is due to the negligence of TRANSFEREE under such circumstances, TRANSFEREE shall be liable therefore to the extent that the STATE deems equitable. TRANSFEREE agrees that it will assume responsibility in full for the repair or replacement of equipment which has been consumed, lost, stolen, damaged or destroyed in operations other than referred to in this paragraph. 3. erection of Apparatus. TRANSFEREE agrees that representatives of the Governor's Office of Emergency Services, Fire & Rescue Branch and other authorized State personnel may inspect the apparatus at any time 4. Staffing. Reasonable and continual training shall be carried on so that Driver/Operator trained and qualified personnel shall at all times be available to staff and operate said apparatus. The TRANSFEREE shall staff the OES water Tender with two qualified operators whenever the apparatus is dispatched. The OES Water Tender may be assigned to out of area assignments 3 04128/2003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE of EMERGENCY SERVICES Fire and Rescue Branch for up to,14 days, plus travel time. When local government personnel, staffing OES apparatus, are committed to extended assignments there may be a need to replace or rotate personnel. Personnel rotation will follow the direction outlined in the California Fire Assistance Agreement when assigned to an incident within California. Crew rotation for incidents outside of California shall be consistent with the appropriate forest's agencies policy and coordinated by OES. 5. Training. In addition to being Driver/ Operator Qualified , Personnel assigned shall meet wildland fire and ICS standards established in the California Incident Command Certification System(CICCS) or NWCG 310-1. (most recent version) 6. Dispatching. All movement of the apparatus shall be handled through the official dispatching channels of TRANSFEREE. TRANSFEREE dispatchers will recognize and act on all official requests for movement of the apparatus in conformance with the Fire Annex (California Fire & Rescue Mutual Aid System) to the State Emergency Plan and its subsequent revisions. STATE reserves the right to dispatch, direct the dispatch of, or temporarily reassign the said apparatus and equipment whenever, in the opinion of the Director of the Office of Emergency Services, his representatives or Operational Area and Regional Fire and Rescue Coordinators, such equipment and apparatus is essential to the protection of life and property in another jurisdiction or in the best interest of the STATE. 7. Mutual Aid Response. Procedures for mutual aid response shall be in accordance with California Fire Service and Rescue Emergency Mutual Aid Plan. 8. Reimbursable Response. Reimbursement for mutual aid may be provided pursuant to a governor's disaster proclamation or when conditions warrant invoking the California Fire Assistance Agreement, the State of Nevada Cooperative Agreement, or the Interstate Compact as appropriate. There is no other existing provision for mutual aid reimbursement. 9. Ternporary Use. TRANSFEREE shall be permitted to use their assigned apparatus on a temporary basis when emergency conditions warrant, or when regular water Tender is out of service for repairs. In either case the Assignee shall immediately notify the Operational Area Dispatch Center. The ASSIGNEE further agrees that Cover-in or Standby of said fire apparatus exceeding 90 days is at the discretion of the STATE. 10. Temmpora Transfer: The temporary transfer of OES Water Tenders from the TRANSFEREE within a given operational area may (in certain circumstances) be authorized. Upon approval of the Chief of the Fire and Rescue Branch, the following criteria shall be followed in order to facilitate the temporary transfer. a. An assignment of the apparatus by TRANSFEREE for any period within a given Operational Area may be made with the consent of the STATE, providing that at the time such apparatus is received, such assignee furnish TRANSFEREE and STATE a letter to the effect that he assumes all obligations of TRANSFEREE with respect to such apparatus under this agreement during the period of assignment, including insurance coverage in accordance with paragraph 13 or 14, as appropriate. Any assignment by TRANSFEREE shall be subject to execution of an "Agreement for the Temporary Transfer of Vehicular Equipment", with the 4 0412812003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE OF EMERGENCY SERVICES Fire and Rescue Branch agency requesting the transfer and the STATE. b. Whenever apparatus is assigned in accordance with the provisions of this paragraph, regular TRANSFEREE shall be relieved of its obligations under this agreement during such period of assignment. C. Complete a written Temporary OES Apparatus Assignment Record, Exhibit "B". The TRANSFEREE will retain one copy, the Temporary Assignee will retain one copy, and one copy will be sent to the Governor's Office of Emergency Services Fire and Rescue Branch. 11. Reports and Records. TRANSFEREE shall maintain daily and monthly reports on the details of Apparatus Use on OES F-101 form. A Smoke Opacity Test,Pump Test, and hose Test, shall be completed annually. Written results of all tests and reports shall be forwarded to the Governor's Office of Emergency Services, Fire & Rescue Branch, by the end of the calendar year. A recent copy of the tests and reports shall be maintained in the vehicle logbook. 12. Report of Accidents. TRANSFEREE shall immediately notify OES Fire and. Rescue following any and all accidents involving this apparatus. It shall be the responsibility of TRANSFEREE to fill out State Form 270, „Report of Automobile Accident," and file the report with the Governor's Office of Emergency Services. A copy of this report shall be retained by the TRANSFEREE and the original and four copies forwarded to the Governor's Office of Emergency Services. 13. Insurance Protection. (Non- State A eg ncies) a. TRANSFEREE agrees forthwith to furnish evidence of insurance protecting the legal liability of the TRANSFEREE and the STATE for liability and/or property damage with a combined single limit of 1,000,000.00 per occurrence, by means of a Certificate of Insurance naminz State of California as Additional Insured. Said certificate shall contain an agreement by the insurance company that it will not cancel said policy without 15 days prior written notice to the STATE and that the ;NATE is not liable for the payment of any premiums or assessments thereon. Said certificate must include the description of the apparatus including VIN, state license number and OES unit number. b. In the event the TRANSFEREE is self-insured, TRANSFEREE in lieu of a certificate of insurance shall furnish the STATE a written statement of such fact. In such event TRANSFEREE agrees to hold the STATE harmless from any personal injury or property damage claims arising out of its maintenance, use or operation of the apparatus under the terms of this agreement. C. Physical damage insurance, including collision coverage and comprehensive coverage, shall be obtained. The STATE will be named as a loss payee. The description of the vehicle and the necessary amount of insurance required is outlined in attached Exhibit "C" which is by this reference made a part hereof. 14. Insurance Protection. (State Agencies) Any insurance necessary for coverage of the apparatus shall be the sole responsibility of the department having custody of the vehicle. TRANSFEREE agrees to report apparatus as being under its control to the Insurance Officer, 5 0412812003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE of EMERGENCY SERVICES Fire and Rescue Branch Department of General Services. 15. Termination of A eement. a. Either party may terminate this agreement upon 14 days written notice to other party, or TRANSFEREE may relinquish or STATE may repossess any portion of the apparatus upon like notice to the other party, except that STATE may repossess any portion thereof without written notice whenever it deems the same is not being maintained in accordance with this agreement. b. Upon the termination of this agreement, TRANSFEREE agrees to return said apparatus in the same condition as received, reasonable wear and tear, acts of Cod, and conditions over which he has no control excepted. C. As inventory changes occur, or items of equipment are replaced, deleted or added by the STATE or replaced by TRANSFEREE, it is mutually agreed that no amendment to this agreement need be made at the time of the change; provided however, at the termination of this agreement a complete reconciliation of all equipment will be made, TRANSFEREE further agrees that all replacements for equipment or apparatus will be made with identical or substantially like items. d. Nothing in this agreement shall be construed to create a new property interest or right of action for the TRANSFEREE. 16. Unauthorized Use of CIES Apparatus and Equipment. Use of this apparatus other than as specified in paragraph 1 will be considered a breach of this agreement. 17. Use of Radio Equipment a. STATE will furnish at STATE'S sole cost, radio equipment installed in the apparatus to be operated on the following frequencies: 151.145- 170.925 . b. STATE agrees to maintain said equipment without cost to TRANSFEREE. C. The TRANSFEREE agrees to operate said radio equipment in accordance with the Rules and Regulations of the Federal Communications Commission. d. Ownership of said equipment is in the STATE, and all applications to the Federal Communications Commission seeking authority to add, modify or replace radio equipment covered by this agreement shall be made by and in the name of the State of California. To activate this agreement and in compliance with the control requirements of the Communications Act of 1934, as amended, the STATE hereby deputizes the Chief of the fire department of said TRANSFEREE, and such regularly employed and salaried assistants as shall be designated by the Chief of the fire department as his agents to operate said radio equipment as specified in paragraph"c" above. e. STATE assumes no liability hereunder for claims or losses accruing or resulting 6 0412812003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE OF EMERGENCY SERVICES Fire and Rescue Branch to any person, firm or corporation furnishing or supplying work, services or material or services in connection with the performance of this agreement or for any claims and losses accruing or resulting to any person, firm or corporation injured or damaged by performance of either party hereunder. 18. All notices herein provided to be given, or which may be given by either party to the other shall be deemed to have been fully given when made in writing and deposited in the U.S. mail, registered and postage prepaid and addressed as follows: To the TRANSFEREE at Contra Costa County Fire Protection District, 2010 treaty Road, Pleasant Hill, CA, 94523-4619, and to the STATE at Governor's Office of Emergency Services, Fire & Rescue Branch, P.O. Box 419047, Rancho Cordova, CA. 95741. The address to which notices shall or may be mailed as aforesaidto either party shall or may be changed by written notice given by such party to the other, as hereinabove provided; but nothing herein contained shall preclude the giving of any such notice by personal service. 19. It is mutually understood and agreed that no alteration or variation of the terms of this agreement shall be valid unless made in writing and signed by the parties hereto, and that no oral understanding or agreements not incorporated herein, and no alterations or variations of the terms hereof unless made in writing between the parties hereto shall be binding on any of the parties hereto. 24. The STATE may in its sole discretion and for such good cause as it determines waive in writing in whole or in part any requirement of this agreement that apparatus and/or equipment shall be maintained in operating condition, or repaired, or replaced, providing that any such waiver shall be applicable only to the specific apparatus or equipment to which it refers. IN WITNESS WHEREOF the parties hereto have executed this agreement upon the date first above written. TRANSFEREE: STATE OF CALIFORNIA: Contra Costa County Fire Protection Dallas Jones District Director Governor's Office of Emergency Services — By By Kim Zagaris Kie h(Ti4c4hterCf Fire and e anch 7 04/2812003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE OF EMERGENCY SERVICES Fire and Rescue Branch EXHIBIT "At -EQUIPMENT INVENTORY: OES 'WT 11-66 WATER. TENDOR# 22 LICENSE# 959542 VIN# IFVABXCS23DK80560 1 Axe, Pick-head 1 McCleod 2 Block, Chock 3 Nozzle, 1 i/2", Combination 1 Can, Fuel 1 Nozzle, 1 1/2", Foam, Air Aspirating 1 Chain, Tow 25 , w/Grab Hooks 1 Pike Pole, 8' 1 Coupling, 2-1/2", DF 1 Pulaski 1 Coupling, 2-1/2", DM 1 KenWood Radio 1 Fire Extinguisher, 20#, 20A-120BC Serial #_10300095 1 Fire Extinguisher, 2 1/2 gallon, OES #_14421$ pressurized water DGS # ST 9754 1 Fire Extinguisher, Purple K, 10#, 80 1 Bendix King HT BC Serial # 0318009 1 First Aid Kit OES #_142931 1 Floto Pump, Serial #_14135 DGS #_ OES #_ 1 Reducer 2 1/2" F to 1 1/2" M 2 Handlight, 12 volt 1 Reflector Kit, 3-Unit 1 Hose, 1-1/2" x 35 , Truck Protection 1 1/2 it x 100' Utility Rope Line 1 Shovel, Long Handle, Round Point, 4 Hose, 1-1/2" x 50', NST Fiberglass Handle 10 Hose, 3'" x 50', NST 1 Intake, gated, swivel, two 2 1/2" NHF x 2 Hose, Hard Suction, 4" x 10' one 4" NHF 2 Hose, Soft Suction, 3" x 15' 1 Strainer, 4" Suction Hose 1 Intercom Set 2 Strap, Hose 1 Log Book, w/Credit Card 2 Wrench, Adjustable Hydrant 1 Mallet, Rubber 4 Wrench, Hose Spanner REMARKS: ACCEPTED BY: TITLE: DEPARTMENT: DATE: 8 712003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE of EMERGENCY SERVICES Fire and Rescue Branch EXHIBIT"B" TEMPORARY OES APPRATUS ASSIGNMENT RECUR[ 1. 2000 gallon Type 1 Water Tender, complete with OES - 1 equipment per attached Exhibit "A" of Agreement for TemporaTransfer of Vehicular Equipment. 2. License No: 3. VIN No: 4. Water Tender No: 5. Proof of Insurance: 6. Inventory Completed: 7. 8. 9. 10. 11. REASON FOR TEMPORARY TRANSFER: SIGNATURES: Date PERMANENT TRANSFEREE Date TEMPORARY ASSIGNEE 9 412003 Agreement for Temporary Transfer of Vehicular Equipment State of California OFFICE OF EMERGENCY SERVICES Fire and Rescue Branch EXHIBIT"C" INSURANCE REQUIREMENTS Part of the agreement through which the State makes a temporary transfer of vehicular equipment is the agreement on the part of the transferee to furnish certain evidence of insurance. Your organization, as a transferee of equipment, will want to be mindful of these requirements and assure they are complied with. Liability insur nce A certificate of insurance shall be furnished to the State providing minimum limits of insurance as follows: BODILY INJURY and PROPERTY DAMAGE LIABILITY $1,000,000.00 PER OCCURANCE A certificate of insurance will have the following provisions included. 1.The State of California shall be named Additional insured. 2.The insurance company shall agree that in the event of cancellation, 15 days prior written notice will be given to the State. 3,The State shall not be responsible for premium or assessments. 4.Certificate of insurance must include the description of the apparatus including Vehicle Identification Number, State license number and OES unit number. Physical Damage Insurance The transfer agreements place certain responsibilities upon your organization for the safekeeping of the vehicle and equipment. The State will look to your organization for reimbursement for repair or replacement cost in the event the vehicle or equipment is damaged by misuse or negligence or by other causes, except normal wear and tear, acts of God and conditions over which your organization has no control. Description ofAmAratus VEHICLE VALUE 2103 f=relghtlinerlWestates Type 1 $155.000.00 - License Number: 959542 Serial Number: 1 FVABXCS23DK80560 Water Tender Number: 22 EQUIPMENT Hose and Appliance $5.000.00 - 10 412003 Agreement for Temporary Transfer of Vehicular Equipment State of Califomia-Office of Emergency Services Fire and Rescue Branch OPERATIONS BULLETIN #18 S�bject. Day6to-tray Maintenance and Emergency Repairs F OES Dire Apparatus In accordance with the terms set forth in the Agreement for Temporary Transfer of Vehicular Equipment, the assignee agrees to pay for all repairs up to $100.00, provided such repairs do not directly result from the dispatch of such apparatus by the State through regular established channels. Repair costs exceeding $100.00 will be assumed by the State. The State of California agrees to furnish certain contract items for replacement on assigned fire apparatus. Contract items (TIRES, BATTERIES,WINDSHIELDS and/or FIRE HOSE) must be obtained through and approved_by the Office of Emergency Services. The following procedures apply in all cases where State funds are necessary for replace- ment'of equipment or repairs to apparatus. In no case shall the assignee purchase any Item involving State funds, or authorize repairs in excess of$100.00, without prior approval of the State of California; Office of Emergency Services andlor Qjoartment of General Seryi_ces= Office of Fleet Admini n. failure to comply with the listed Instructions may result in the State not approving the expenditure and assignee being held responsible for the entire amount of the repairs. Day-to-Day repairs of any amount shall not Include changing or modifying of the apparatus. Any modifications that require holes drilled, welding or fabrication must be pro-approved by the Fire Chief, Office of Emergency Services, Fire and fescue Branch. i. PROCEDURE General: Towing and Emergency Roadside Services, 24-hour emergency roadside service is provided by the State of California by contract with National Automobile Club roadside service (800) 600-6065. OES Fire and Rescue Branch should be notified (916) 845-8711 of any significant situation or extended out of service event. Regular service, maintenance and reporting, Maintenance and service shall follow Maintenance Bulletin #32. Repo-.4-st; service repair documents, inspections, pump test records, hose test records, and opacity test results shall be submitted to OES Fire and Rescue Branch,Sacramento once each year. Page 1 Rev 41.2003 C3IEtATIONS BULLETIN#13 Authortzation/Cost Estimate, 1111-repaks to be reimbursed by State OES shall require a FIRE AUTHORIZATION NUMBER(FAN) be issued prior to any repair work. To receive a FAN call (916) 84"711, and ask for the Dispatch Clerk or secondly the Fleet Manger. The FAN is valid for 30 days. The assignee must be prepared to provide the following information to receive a FAN; CIES engine number, license number, mileage, year, make, and model. Include the Vendor's name, address, contact information (phone, fax, and address) and a contact name. A Cost Estimate will be required including parts, labor,tax and the proposed completion.. date. All work authorized by the OES FAN must be completed within 30 days. Major or complex repairs or service work may be granted additional repair time on a case-by-case basis. Additionally, repairs over $350 or in the case of utilizing an approved vendor-$500, will require an Auto Inspector Authorization Number. * tkm , (repair work up to $350.O0) qualified, experienced, insured, recognized repair facility or agency shop not listed can the Department of General Services approved list. • Authoriz d V+ ncfor, pre-approved vendor Wed with Department of General Services, Vendors Book,list available at www.dgs.ca. web site,or at(916)327-2085. A. Routine and Normal Operations 1. For Repairs of Less than $100.00,the Assignee shall: a. In those cases where normal repairs and no expenditure of State; funds are anticipated (less than $100.00),the assignee shall proceed with such repairs at their own discretion. b. Notify the OES Fire and Rescue Assistant Chief (page or phone) assigned to the Region in which the apparatus is assigned (list attached) whenever apparatus is placed "out of service*for repairs (unavailable for response). c. Notify Local and Operational Area Fire; and Rescue dispatch center to advise the status of anytime the apparatus is placed "in and out of service". Remember to prompt your dispatch to notify the Region Fire and Rescue dispatch center who shall relay the information to OES Fire and Rescue Branch, Sacramento. 2. Repairs over$100.00 up to $35€1.00 or$500.00 at a State Department of General Services, Office of Fleet Administration approved vendor, the assignee shall. a. Notify the OES Fire and Rescue Assistant Chief (page or phone) assigned to the Region in which the apparatus is assigned (list attached) w emv r the apparatus is placed 'but of service"for repairs(unavailable for response). Page 2 Rev 4/2043 OPERATIONS BULLETIN#18 b. Notify Local and Operational Area Fire and Rescue dispatch reenter to advise the status anytime the apparatus is placed "in and out of servlW. Remember to prompt your dispatch to notify the Region Fire and Rescue dispatch enter who shall relay the information to OES Fire and Rescue Branch,Sacramento. c. Obtain a FAN, contact UES Fire and Rescue Branch (916) 845-8719 ask for the Dispatch Clerk or secondly the Fleet Administrator for a FAN.The following Information Is required to issue a FAN, OES engine number, license number, mileage, year, make, model, vendors name, address, contact Information (phone, fax, and address) and a contact name for your agency.Also include a oosttrepair estimate. 3. Repairs to Excess of$350.00 or$500.00 at an approved f3GB vendor. a. Notify the OES Fire and Rescue Assistant Chief (page or phone) assigned to the Region in which the apparatus is assigned (list attached) whenever apparatus is placed "out of service"for repairs (unavailable for response). b. Notify Local and Operational Area Firs and Rescue dispatch enter to advise the status anytime the apparatus is placed In and out of service". Remember to prompt your dispatch to notify the Region Fire and Rescue dispatch center who shall relay the inforratlon to UES Fire and Rescue Branch,Sacramento. c. Contact OES Fire and Rescue Branch at (916) 845-8719 and ask for the Dispatch Clerk or secondly the Fleet Manager, report the repair will be over $350 or $500 at an approved vendor. OES personnel will collect the proper Information; OES engine number, license number, mileage, year, make, and model. Repairs or service to be accomplished. Assignees recommended vendors contact information phone, fax, address, contact name, and the contact information for your agency. A cost estimate is required. d. OES will contact The Department of General Services Auto Inspector and relay the repair situation and repair information to the Auto Inspector. The Auto Inspector will contact the assignees representative, or repair facility, to survey the work to be done, and verify or assign the vendor. Approve the scope and time frame of the work to be completed. If approved the inspector will assign an Authorization Number. The auto Inspector will then notify OES, Fire and Rescue of the Authorization Number. e. OES, Fire and Rescue Branch will then contact the assignee representative and issue a FAN. No work can be started until the FAN has been issued. Page 3 Rev 4/2003 OPERATIONS BULLETIN#18 f. Procedures for payment of the$100.00 deductible will be evaluated on an individual case basis. [dependent upon circumstances. State OES, Fire and Rescue Branch reserve the option of waving reimbursement of the deductible by the assignee 4. Completion of WorWApparatua Status a. After the work is completed and the apparatus returned to "in service" status, complete the "Fire Apparatus Repair" worksheet (F-161) and fax/mail to Sacramento NQ. The assignee shall notify the Operational Area Dispatch and the Region Assistant Chief. S. Replacement of tools and Equipment a. Ail lost or damaged equipment shall be recorded on the vehicle log with an explanation of what occurred. b. replacement of equipment or tools, which the assignee is responsible for under the terms of the agreement, shall be made as soon as possible and recorded on the vehicle log and inventory(F-157). c. Request for replacement of equipment, which is the responsibility of the State, shall be made in writing to Chief, OES Fire and fescue Branch, Sacramento. d. Assignee shall record loss or damage incurred on large mutual aid incidents, on the vehicle inventory (F-157). Damage and/or lost equipment shall be noted on ICS 214 (unit log). Documentation shall be submitted to the Chief, OES Fire and Rescue Branch, Sacramento. Copies of all ICS 214's shall be retained by the Incident, by the responding apparatus (assignee), and by the OES Agency Representative. If no OES Agency Representative is assigned or available, include copies of all paperwork (214's & receipts) with the information Sent to OES, Sacramento. Page 4 Rev 4/2003 OPERATIONS BULLETIN#18 il. EMERGENCY OPERA'nONS A. Repairs - whether traveling to or from, or working at emergencies, the following shall apply: 1. Contact CIES Fire and Rescue Coordinator or Agency Representative working at scene. Most emergencies requiring the use of OES emergency apparatus, OES, Fire and Rescue personnel and emergency repair equipment will be available;or 2. Contact OES, Fire and Rescue Branch, Sacramento, by telephone (91)854-8711 as soon as possible;or 3. Contact the OES Warning Center(960 845-8911)and request a page be sent to the Fire Duty Officer, with reliable contact information. B. Voyager Fleet Credit Cards: 1. in no case shall OES credit cards be used for repairs without prior authorization from OES, Fire and Rescue Branch. 2. Shall not be used to purchase hose, tires or batteries without prior approval of OES, Fire and Rescue Branch. 3. Use and security of the Voyager Card is the responsible of the assignee. 4. Day to day fuel use is the responsibility of the assignee; Voyager Card purchases should be used only on CIES mobilizations. C. In some cases the agencies/incidents requesting OES apparatus will provide emergency repair personnel and replacement equipment at the scene or incident base. These fatalities should be utilized whenever possible. Problems or concerns should be directed to the OES Agency Representative or to OES, Fire and Rescue Branch, Sacramento (916)845-8711. Page 5 Rev 4/2003 state of Csffforoia<-OWke of 19wergeney So-Aces-Fires Rescae Bromeb opera"Bunetln#18 FIRE APPARATUS STATUS-REPAIR IWORKSHEET OES Engine# Region - --- -Qpftidonal Area Assignee License# Make Model Year Status Change: D Removed from mice,Mileage Date _ By Q Roamed to service, Mileage Da By Work to be completed by ©Assignee Shop 0 Vendor,name Address Contact Name Phone - _ Fax Cost Estimate.. farts$ Labor$ Tax S Total$ Is Bmuln soft A 00.92 (no reimbursement from OES) Notifiication requited if the emit is to be taken out of service OES Assistant Chide daft` _ - —by Operational Area Dispatch daft: -��~ -by ff .praafion Arta,toRegion Hatt: - _ by egion,to{VES,Fire-Resent HQ daft` by t• Notification and Action S Assistant Chief data: - - by Assign contact CIES,Fire-Rescue HQ(916)845-8711 requests a FAN# OCIEperational Area.Dispatch date: -- - by by Operational Area to Region Dispatch,date: by or to OES,Dirt-Rescue HQ: ~ - by i Y Notification and Action or DES Assistant Chief date: by Assignee contact CIES,Fire- HQ(916)$45-8711 request FAN# Assignee to Operational Area Dispatch date by Operational Area to Region Dispatch,daft: � by lZgion to CIES Fire-Rescue HQ:ciao - -_ _ _by OES Fire-Rescue HQ to DGS for authorization# date: L do hereby certify that the repairs on Fire Authorization Number, in the amount of were completed and the invoice may be Stock Received by OES personnel and processed for payment. Signed Title Date: When completed Mag to 4ES,"re and Rescue Branch,PO Barr 419047,Rancho Cordom,CA.9,5741-904 7 ors i�r �u� a Page 6 Rev 4/2003