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HomeMy WebLinkAboutInterlocal Agreement between cities Fire Districts and the State of Montana.pdf Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Jason Shrauger, Fire Chief REVIEWED BY: Chuck Winn, Assistant City Manager SUBJECT: Interlocal agreement between City of Bozeman, City of Helena, City of Great Falls, Missoula Rural Fire District and the State of Montana, Department of Military Affairs for the purpose of purchasing Hazardous Materials Regional Response Vehicles. MEETING DATE: February 14, 2011 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize Mayor to sign Interlocal Agreement between the cities of Bozeman, Helena, Great Falls, the Missoula Rural Fire District and the State of Montana. BACKGROUND: For over 15 years, the Bozeman Fire Department and Gallatin County have partnered to provide Hazardous Materials response to the City of Bozeman and Gallatin County residents. Equipment maintenance, repairs, operation, training, and personnel costs have been shared 50/50 as defined in the Disaster and Emergency Services and Hazardous Materials Contract between the two parties. It is also a priority of the Governor of the State of Montana through the State Emergency Response Commission, to provide initial response and protection for the health, safety and welfare of all Montana citizens in the event of a Hazardous Materials Incident. To meet this priority, the state has provided annual funding to equip, train and maintain six regional response teams. Bozeman, Helena, Great Falls, Billings, Missoula and Kalispell are where these teams are strategically located. The six communities have the responsibility for regional response but also benefit from having these resources immediately available to local citizens. The teams are responsible for specialized state wide hazardous materials response coverage above and beyond what is available from local responders. Over the past several years the City has been the recipient of a fully equipped response trailer funded by Homeland security grant dollars. Each team has also been allocated $44,166 annually for equipment maintenance and repairs, outreach, and ongoing training provided from state funding sources.To ensure adequate 96 response, each team is identically equipped with the same trailers and equipment. Doing this ensures that all teams can work seamlessly together on a large scene. The purpose of this agreement is to provide towing vehicles for the response trailers funded entirely by Homeland Security dollars. The tow vehicles are the next step in properly equipping the teams. Currently each team uses a vehicle of their choice, provided by the local entity, in many cases one that is not properly sized to the weight of the trailer. By purchasing 4 of the six vehicles at one time, we are able to ensure that they are identical and also get the benefits of economy of scale. The annual allocation to the teams from the state is intended to be used to operate and maintain these vehicles. No local funding should be impacted by these vehicles being placed into service. The attached Agreement defines the duties between the parties and will terminate no later than December 31, 2012. UNRESOLVED ISSUES: None. FISCAL EFFECTS: The vehicles are being purchased by Homeland Security grant dollars. The City of Bozeman is provided, by the state, an annual allocation of $44,166 for regional hazardous materials response. These funds are provided for equipment operation, repair, maintenance and training. All costs related to this vehicle are eligible for the use of these funds. No local funding should be impacted by placing this vehicle into service. ALTERNATIVES: As suggested by the City Commission. Attachments: Interlocal Agreement Report compiled on: February1, 2011 97 INTERLOCAL AGREEMENT BETWEEN CITY OF BOZEMAN, CITY OF HELENA, CITY OF GREAT FALLS, AND MISSOULA RURAL FIRE DISTRICT FOR THE PURPOSE OF PURCHASING HAZARDOUS MATERIALS REGIONAL RESPONSE VEHICLES Page 1 of 3 INTERLOCAL AGREEMENT BETWEEN CITY OF BOZEMAN, CITY OF HELENA, CITY OF GREAT FALLS, AND MISSOULA RURAL FIRE DISTRICT FOR THE PURPOSE OF PURCHASING HAZARDOUS MATERIALS REGIONAL RESPONSE VEHICLES This Interlocal Agreement (Agreement) is made and entered into on this ____ day of February, 2011, by and between the City of Bozeman, City of Helena, City of Great Falls, and Missoula Rural Fire District, herein referred to collectively as the “Cities” and individually as “receiving city/district.” The State of Montana, Department of Military Affairs, Disaster and Emergency Services Division, hereinafter referred to as “Division,” is the granting authority. Whereas, this Agreement is made pursuant to the Interlocal Cooperation Act, Title 7, Chpt. 11, Part 1, MCA; and Whereas the Cities have received a Homeland Security grant in the amount of $600,000 to be used for the purpose of purchasing four (4) Hazardous Materials Regional Response Vehicles; and Whereas the terms of the Homeland Security grant require that there be one official recipient of the grant funds, and it furthermore being most expedient and efficient for only one receiving city/district to receive, administer, and distribute the grant funds; Whereas, the purpose of this Agreement is for the parties to cooperate on a basis of mutual advantage by agreeing the Division will, for the benefit of all parties, distribute the grant funds in the amount of $600,000 to the City of Helena for the purpose of purchasing four (4) Hazardous Materials Regional Response Vehicles in accord with the terms and purpose of the Homeland Security grant; NOW THEREFORE, based on the foregoing recitals, the parties agree as follows: 1. Each city or district is responsible for the ownership, liabilities, warranty issues, and maintenance of their respective vehicle upon delivery and acceptance by the city or district . No party to this agreement shall bear the risk of loss for any vehicle other than the vehicle they are to receive. 2. The City of Helena will process the vehicle grant and purchase the vehicles. 3. Each party shall be responsible for working with the builder of the vehicles and shall take title from the builder. 4. The City of Helena has no responsibility for the vehicles after the vehicles are delivered by the builder and accepted by each party to this agreement. 5. The funding source for this grant is the Homeland Security Grant Program – 2010. 6. The CFDA number is 97.067. 98 INTERLOCAL AGREEMENT BETWEEN CITY OF BOZEMAN, CITY OF HELENA, CITY OF GREAT FALLS, AND MISSOULA RURAL FIRE DISTRICT FOR THE PURPOSE OF PURCHASING HAZARDOUS MATERIALS REGIONAL RESPONSE VEHICLES Page 2 of 3 7. The ORG number is 10HLTHZMT. 8. The amount of the grant to the City of Helena is $600,000.00. 9. The Grant performance period is September 30, 2010 to September 31, 2012. 10. All grant activities must be completed by December 31, 2012.This agreement expires upon successful closeout of the grant activities and delivery of all vehicles to the parties. 11. There shall be no joint board or legal entity created. All grant administration is to be conducted by the city of Helena. 12. Nothing herein allows for the acquiring or holding of any joint real or personal property. 13. Each party shall be responsible for filing an executed copy of this Agreement with the County Clerk and Recorder in each party’s county. The City of Helena shall file a copy of the executed and recorded Agreement with the Montana Secretary of State. Dated this ____ day of February, 2011. CITY OF BOZEMAN ___________________________ Jeffery K. Krauss, Mayor Attest:______________________ Stacy Ulmen, CMC, City Clerk Approved as to form: ___________________________ Greg Sullivan, City Attorney CITY OF HELENA ____________________________ , Mayor Attest: ______________________ , City Clerk Approved as to form: ____________________________ , City Attorney 99 INTERLOCAL AGREEMENT BETWEEN CITY OF BOZEMAN, CITY OF HELENA, CITY OF GREAT FALLS, AND MISSOULA RURAL FIRE DISTRICT FOR THE PURPOSE OF PURCHASING HAZARDOUS MATERIALS REGIONAL RESPONSE VEHICLES Page 3 of 3 CITY OF GREAT FALLS MISSOULA RURAL FIRE DISTRICT ___________________________ ____________________________ , Mayor Bill Colwell, Fire Chief Attest:______________________ Attest: ______________________ , City Clerk , District Clerk Approved as to form: Approved as to form: ___________________________ ____________________________ , City Attorney , Fire District Attorney 100