HomeMy WebLinkAbout06-05-2018 Item 15 Amend Resolution 10624 - Fire Mutual Aid Reimbursement Meeting Date: 6/5/2018
FROM: Garret Olson, Fire Chief
Prepared By: James Blattler, Administrative Analyst
SUBJECT: FIRE MUTUAL AID REIMBURSEMENT RESOLUTION AMENDMENT
RECOMMENDATION
Amend Resolution No. 10624 (2015 Series) to expand the City’s ability to seek full
reimbursement for -eligible mutual aid responses to fires and other disasters by including “portal
to portal” compensation for all Fire Department employees.
DISCUSSION
The San Luis Obispo City Fire Department participates in out-of-county mutual aid responses
when requested. Typically, these requests come through a State of California Coordination
Center. With few exceptions, responses to disasters in other counties are eligible for
reimbursement through the State or Federal government. When responding sworn personnel, the
San Luis Obispo City Fire Department incurs costs from “portal to portal,” meaning from the
moment that the City’s personnel are activated to respond until they return to the City and are
relieved of responsibilities related to the non-local disaster. This report recommends adoption of
an amended resolution (Attachment A) that will allow the City to expand reimbursement for all
eligible expenses, including “portal to portal” compensation for all Fire Department staff. This
change supports the Fire Department’s effort for “new ways of doing business” under the City’s
Fiscal Health Response Plan by increasing reimbursement revenue to the General Fund.
Background
The San Luis Obispo Fire Department participates in the California Fire Assistance Agree ment
(CFAA) (Attachment B) which is a collective agreement that sets reimbursement guidelines for
mutual aid response to participating local, State and Federal government agency incidents. The
CFAA is renewed every 5 years and the current agreement is set to expire on December 31,
2019.
To receive reimbursement for expenses incurred as part of the Fire Department response to
mutual aid incidents, each agency must abide by the requirements set forth in the CFAA. One of
these requirements is to have a current Governing Body Resolution indicating which personnel
are compensated “portal to portal” while on assignment. Currently, Resolution No. 10624
(Attachment C) only lists sworn personnel. The intent of this amendment is to increase mutual
aid “portal to port al” compensation to all Fire Department personnel, thus allowing for increased
reimbursement from the various agencies.
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For every dollar that the department expends towards mutual aid response, the reimbursing
agencies pay an additional administrative fee to help cover the hard costs associated with
managing the reimbursements. These fees are updated annually by Fire Department staff and for
2017-18 the rate was set at 21.63% and the proposed rate for 2018-19 is 26.21%.
As part of the Fiscal Health Respo nse plan, the Fire Department is planning on deploying
additional personnel to assist in the operations and management of mutual aid incidents , which
will help increase the total revenue that is generated by collecting the administrative fees. While
the response of additional personal alone will help increase mutual aid revenue, increasing the
total number of reimbursable hours will result in additional revenue.
An example can be illustrated during the 2018 fire season, during which the Fire Department’s
Fire Vehicle Mechanic responded to four mutual aid assignments. For each incident, the
employee was compensated for a maximum of 16 hours each day. Were the employee
compensated “portal to portal,” the City would have increased the net general fund revenue by
nearly $5,600 per employee after all department expenses were covered.
All additional changes recommended for Resolution No. 10624 are for the sake of clarity and
removal of redundant language.
CONCURRENCES
The Human Resources Department concurs with the additional of all Fire Department personnel
to the “portal to portal” mutual aid resolution.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constit ute a “Project” under CEQA Guidelines sec. 15278.
FISCAL IMPACT
If adopted, the attached amended resolution would result in additional “portal to portal”
reimbursement and administrative fee revenue to the City for its role in processing non-local,
reimbursement -eligible disaster responses. If the recommended resolution were in place for the
2017-18 fiscal year t he total mutual aid revenue would have increased by an estimated additional
$5,600. This number is expected to increase as more staff members have become qualified to
respond to such incidents. Staff will continue to monitor the reimbursement revenue and update
the budget projections accordingly.
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ALTERNATIVE
The Council could cho ose to continue the practice of only compensating and seeking portal to
portal reimbursement for sworn personnel. This is not recommended as the status quo would
continue to leave eligible reimbursement on the table and would be counter to the Fire
Department’s Fiscal Health Response Plan.
Attachments:
a - Resolution (Amended Resolution No. 10624 (2015 Series)) - Legislative Draft
b - Current CFAA Agreement with Signatures
c - Resolution 10624 - Mutual Aid Request for Assistance
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R ______
RESOLUTION NO. _____ (2018 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, IDENTIFYING THE TERMS AND CONDITIONS
FOR FIRE DEPARTMENT RESPONSE AWAY FROM THEIR OFFICIAL
DUTY STATION AND ASSIGNED TO AN EMERGENCY INCIDENT
WHEREAS, the City of San Luis Obispo (“City”) is a public agency located in the County
of San Luis Obispo, State of California, and
WHEREAS, it is the City’s desire to provide fair and legal payment to all its employees
for time worked; and
WHEREAS, the City employs fire emergency response personnel including: Battalion
Chiefs, Fire Captains, Engineers, Firefighters; and
WHEREAS, the City and its Fire Department participates in mutual aid responses to
emergencies outside the City and County; and
WHEREAS, the City incurs staffing costs for Battalion Chiefs, Fire Captains, Engineers,
Firefighters from portal to portal when these employees are responding to a mutual aid request for
assistance; and
WHEREAS, the City will compensate its employees portal to portal while in the course
of their employment and away from their official duty station and assigned to an emergency
incident, in support of an emergency incident, or pre-positioned for emergency response ; and
WHEREAS, the City will compensate its employees overtime in accordance with
personnel rules and regulations, their current Memorandum of Understating Agreement, and other
applicable state and federal laws, while in the course of their employment and away from their
official duty station or assignment and assigned to an emergency incident, in support of an
emergency incident, or pre-positioned for emergency response; and
WHEREAS, the City of San Luis Obispo will seek reimbursement for qualifying mutual
aid responses such that all City costs, including but not limited to personnel, apparatus, equipment,
and administrative costs, such that responses to reimbursement -qualifying mutual aid responses
do not have a net negative impact on the City’s financial position.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Personnel shall be compensated according to Memorandum of
Understanding (MOU), Personnel Rules and Regulations, and/or other directive tha t identifies
personnel compensation in the workplace.
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Resolution No. _____ (2018 Series) Page 2
R ______
SECTION 2. In the event a personnel classification does not have an assigned
compensation rate, a "Base Rate" as set forth in an organizational policy, administrative directive
or similar document will be used to compensate such personnel.
SECTION 31. The San Luis Obispo Fire Department will maintain a current salary
survey or acknowledgement of acceptance of the "Base Rate" on file with the California
Governor's Office of Emergency Services, Fire Rescue Division.
SECTION 42. City Fire Department response personnel will be compensated (portal to
portal) beginning at the time of dispatch to the return to jurisdiction when equipment and personnel
are in service and available for agency response.
SECTION 53. Fire Department response personnel include: Fire Chief, Deputy
Fire Chief, Battalion Chief, Fire Captain, Engineer, and Firefighter, Administrative Analyst,
Administrative Assistant, Fire Marshall, Fire Inspector I, Fire Inspector II, Fire Inspector III,
Hazardous Materials Coordinator, Fire Vehicle Mechanic and Mechanic Helper .
SECTION 4. Resolution 10624 (Series 2015) is hereby superseded to the extent
inconsistent herewith.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2018.
____________________________________
Mayor Heidi Harmon
ATTEST:
____________________________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
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Resolution No. _____ (2018 Series) Page 3
R ______
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo , California, this ______ day of ______________, _________.
____________________________________
Teresa Purrington
City Clerk
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
THIS AGREEMENT made and entered into on last date signed by and between the State of California,
Governor’s Office of Emergency Services, hereinafter referred to as Cal OES; the State of California,
Department of Forestry and Fire Protection, hereinafter referred to as CAL FIRE; the USDA Forest
Service, Pacific Southwest Region; the USDI Bureau of Land Management (BLM), California State
Office; the USDI National Park Service (NPS), Pacific West Region; USDI Fish and Wildlife Service
(FWS), Pacific Southwest Region, and USDI Bureau of Indian Affairs (BIA), Pacific Region,
hereinafter referred to as the Federal Fire Agencies; all parties hereinafter referred to as the Cal OES,
CAL FIRE, and the Federal Fire Agencies, under the provisions of the Act of December 12, 1975, PL
94-148, the Act of April 24, 1950 (16 USC 572), the Reciprocal Fire Protection Act, 42 USC 1856a, the
Disaster Relief Act of 1974, PL 93-288, and The Federal Land Policy and Management Act of 1996,
(PL 94-579, Sec, 307(b)).
NAME
This Agreement shall be entitled “Agreement for Local Government Fire and Emergency
Assistance to the State of California and Federal Fire Agencies”, hereinafter referred to as the
“California Fire Assistance Agreement”, or CFAA.
RECITALS
1. The Federal Fire Agencies are responsible for providing a level of wildland fire protection for
federal lands, as designated by Congressional action and Federal policy; and
2. CAL FIRE is responsible for providing a level of wildland fire protection for State
Responsibility Area lands, as designated by the State Board of Forestry and Fire Protection; and
AGREEMENT FOR LOCAL GOVERNMENT FIRE AND EMERGENCY
ASSISTANCE TO THE STATE OF CALIFORNIA AND FEDERAL FIRE AGENCIES
Between
STATE OF CALIFORNIA, GOVERNOR’S OFFICE OF EMERGENCY SERVICES;
STATE OF CALIFORNIA, DEPARTMENT OF FORESTRY AND FIRE PROTECTION;
USDA FOREST SERVICE, PACIFIC SOUTHWEST REGION;
USDI BUREAU OF LAND MANAGEMENT, CALIFORNIA STATE OFFICE;
USDI NATIONAL PARK SERVICE, PACIFIC WEST REGION;
USDI FISH AND WILDLIFE SERVICE, PACIFIC SOUTHWEST REGION;
and USDI BUREAU OF INDIAN AFFAIRS, PACIFIC REGION
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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3. For efficiency and effectiveness, CAL FIRE and the Federal Fire Agencies may exchange
protection area responsibilities with the understanding that Local Responsibility Area lands are
not part of this Agreement or included in the exchange; and
4. Cal OES is responsible to provide for systematic mobilization, organization, and operation of
necessary fire and rescue resources through the California Fire and Rescue Mutual Aid System in
mitigating the effects of disasters and to ensure that the responding agencies understand the
terms and conditions of the Agreement applicable to their response; and
5. Cal OES, CAL FIRE , the Federal Fire Agencies, and local agencies, at times of severe wildfire
conditions and other emergencies, often have need of emergency apparatus and/or personnel to
provide fire protection or perform other tasks during control actions; and
6. Cal OES, through the California Fire and Rescue Mutual Aid System, has such emergency
apparatus and personnel, which may be available in the spirit of cooperation for dispatch and
use; and
7. It is desirable that Cal OES, CAL FIRE, and the Federal Fire Agencies establish and enter into
an Agreement for the prudent use of such emergency apparatus and personnel; and
8. Cal OES, CAL FIRE, and the Federal Fire Agencies will generally use this Agreement for
engines, water tenders, and overhead to address incidents once local agreement resources are
exhausted, or where a local agreement is not in place; and
9. This Agreement may be used to reimburse overhead for incident management teams where a
local agreement is not in place; and
10. Cal OES, CAL FIRE and the Federal Fire Agencies shall use this Agreement as the fiscal
authority for reimbursing local government agencies for the use of their resources. Annual
operating plans may be utilized at the local level to facilitate administrative and operational
issues; and
11. When this Agreement is exercised to obtain Cal OES resources and/or resources through the
California Fire and Rescue Mutual Aid System, those resources will be reimbursed pursuant to
this Agreement; and
12. When ordering any resource in Recital 5 of this Agreement from other agencies through the
California Fire and Rescue Mutual Aid System, a local agency may utilize this Agreement as the
fiscal authority for reimbursing other local agencies; and
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
13. Responsibility for determining the basis for requesting assistance through this Agreement rests
with the Incident Commander or through the Emergency Command Center. The Incident
Commander is responsible for all assignments and tactical decisions for resources obtained
through this Agreement; and
14. Except as otherwise provided in Recital 25 of this Agreement, all parties to this Agreement
hereby waive claims between and/or against each other arising from the performance of this
Agreement, for compensation for loss or damage to each other’s property, and personal injury
including death, of employees, agents, and contractors, except that this waiver shall not apply to
intentional torts; and
15. Agreement Committee
15.1 California Fire Assistance Agreement Committee. A California Fire Assistance Agreement
Committee (the ‘Committee’) shall be formed by Cal OES for the purpose of negotiating the
terms of the CFAA, and for maintenance of the Agreement. For the purposes of coordination,
Cal OES Fire and Rescue Division Chief, or the Chief's designee, shall serve as the Chairperson.
15.2 Composition of the Committee. The Committee shall consist of Cal OES, CAL FIRE, the
Federal Fire Agencies, and three advisory representatives from local government fire agencies in
California: one from Northern California, one from Southern California, and one representing
volunteer fire departments. The local government agency representatives shall be appointed by
the Chairperson of the State of California Fire and Rescue Advisory Committee/FIRESCOPE,
Board of Directors.
15.3 Meetings to establish reimbursement rates and new methods of reporting or invoicing. The
Committee will meet in person annually to establish the Base Administrative Rate, Personnel
Base Rates, and Equipment Rates to become effective upon publication of the rate letter each
year. These rates will be published annually by Cal OES Fire and Rescue Division, in an
“Agreement for Local Government Fire and Emergency Assistance to the State of California and
Federal Fire Agencies Rate Letter”.
The Committee will also review the Average Actual Rates, Actual Administrative Rates,
Workers’ Compensation Rates, and the Unemployment Rates on file with Cal OES Fire and
Rescue Division, as well as negotiate procedural changes. The Average Actual Rates, Actual
Administrative Rates, Workers’ Compensation Rates, and Unemployment Rates are subject to
change throughout the year due to labor negotiations, cost of living increases, and insurance rate
recalculations, etc.
15.4 Change in rates after the publication of the Annual Rate Letter. Cal OES will monitor and
track the Federal Emergency Management Agency (FEMA) Schedule of Equipment Rates and
will notify the Committee of any rate changes. The Committee will, at a minimum, conduct a
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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conference call to formally discuss the new rates and determine if they are valid for a revised rate
letter publication. Cal OES will forward the revised rates to the CFAA signatories for a two
week review. Once the review process is complete and approved, a revised rate letter will be
established and released for publication to the California Fire and Rescue Mutual Aid System
Agencies.
15.5 Meetings to re-negotiate the Agreement. The Committee shall schedule meetings to begin no
later than 12 months before the expiration date of the CFAA for the purpose of re-negotiation. It
is recommended that the Committee produce the final document for signatures no later than six
months before the expiration date of the Agreement.
The Committee will meet as necessary to make adjustments or changes to the Agreement.
THEREFORE, it is agreed as follows:
TERMS AND CONDITIONS
Incorporation of Exhibits into Agreement
16. The following exhibits are incorporated into this Agreement:
A. Reimbursement Policy and Procedures
B. ICS Type 3, 4, 5, 6, & 7 Engine, Equipment, Personnel, & Training Standards for Fire and
Emergency Assistance
C. Reimbursement for Personnel Rotation
D. Communications Capabilities
E. ICS Tactical Water Tender, Equipment, Personnel, and Training Standards for Fire and
Emergency Assistance
F. FEMA Equipment Rate Formula
G. Reimbursement Policy and Procedures for Outside the State of California Assignments
H. In-State Travel and Incident Related Expenses
I. Definitions
Exhibits to the Agreement may be revised upon request of the signatory agencies. The latest
revision of any exhibit will be automatically incorporated into this Agreement without requiring
a formal modification as defined in Recital 34.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Requests for and Release of Emergency Apparatus and Personnel
17. Under this Agreement, Cal OES, CAL FIRE, the Federal Fire Agencies, and local agencies may
request emergency apparatus and personnel from the California Fire and Rescue Mutual Aid
System. Resources ordered pursuant to this Agreement will be processed through the California
Fire and Rescue Mutual Aid System. Cal OES will fill these orders by following the procedures
set forth in the California Fire Service and Rescue Emergency Mutual Aid Plan.
18. Cal OES, CAL FIRE and the Federal Fire Agencies will use the current Resource Order Form
(automated Resources Ordering and Status System, or equivalent) for all requests. Cal OES,
CAL FIRE, and the Federal Fire Agencies shall not be responsible for any emergency apparatus
and personnel not confirmed by their respective order and request number(s). Cal OES, CAL
FIRE, and the Federal Fire Agencies are responsible for documenting within the request that the
resources are being ordered under this Agreement.
19. Cal OES, CAL FIRE, the Federal Fire Agencies, and local agencies release or reassignment of
emergency apparatus used pursuant to this Agreement will be coordinated through the on-scene
Cal OES Fire and Rescue Chief Officer, the local jurisdiction agency representative, or their
authorized representative. The Cal OES Chief officer or representative will ensure the inspection
and inventory of such emergency apparatus prior to release to its home base in accordance with
incident-established inspection and demobilization procedures.
Protective Clothing and Equipment
20. It shall be the responsibility of the jurisdiction sending emergency personnel to ensure that such
personnel are provided protective clothing and equipment as required by the most current version
of the rules found at California Code of Regulations, Title 8, Section 3410, Article 10.1, Section
3401, et seq.
Emergency Apparatus
21. Emergency apparatus shall meet minimum ICS type standards.
Communications Capabilities
22. Strike Team/Task Force Leaders. It shall be the responsibility of the jurisdiction sending a
Strike Team/Task Force Leader to ensure that the leader has adequate communications
capability. Adequate communications capability is identified and defined in the Statewide
FIRESCOPE Frequency Plan.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Emergency Apparatus. It shall be the responsibility of the jurisdiction sending emergency
apparatus to ensure that the emergency apparatus has common communications capability with
the Strike Team/Task Force Leader. It is desirable that emergency apparatus have adequate
communications capability as defined above.
Reimbursement Procedures
23. Provisions and procedures for reimbursement by Cal OES, CAL FIRE, and the Federal Fire
Agencies for fire and emergency assistance are defined in Exhibit “A”, Reimbursement Policy
and Procedures. CAL FIRE and the Federal Fire Agencies will provide Cal OES Fire and
Rescue Division with current billing addresses. Reimbursement for personnel on Cal OES-
owned emergency apparatus shall be to local jurisdictions that provide such personnel by
apparatus assignee Agreement with Cal OES.
24. It is desirable that Cal OES, CAL FIRE, and the Federal Fire Agencies establish a system that
supports the electronic processing of salary surveys, invoices, and other pertinent documents.
Reimbursement for Emergency Apparatus Loss or Damage
25. Cal OES, CAL FIRE, and the Federal Fire Agencies may reimburse California Fire and Rescue
Mutual Aid System Agencies providing resources through the California Fire and Rescue Mutual
Aid System for the cost of emergency apparatus or equipment loss or damage where the loss or
damage is directly attributable to the incident, and where the local agency, its employees, and/or
operational failures in the emergency apparatus or support equipment are not a contributing
factor to such damage or loss. Loss or damage to local agency emergency apparatus or support
equipment while travelling to or from an incident, and repairs due to normal wear and tear or due
to negligent or unlawful operation by the operator, shall be the responsibility of the local agency
providing the emergency apparatus or support equipment.
26. Loss or damage to local agency emergency apparatus or support equipment occurring on an
incident is to be reported to the incident finance section to ensure proper documentation and
investigation.
27. Except as otherwise provided in Recital 25 of this Agreement, all parties to this Agreement
hereby waive claims between and/or against each other arising from the performance of this
Agreement for compensation for loss or damage to each other’s property, and personal injury
including death of employees, agents, and contractors. This waiver shall not apply to intentional
torts.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Claims Dispute Resolution
28. Should a California Fire and Rescue Mutual Aid System Agency not be able to resolve a claim
regarding compensation, reimbursement, damage or equipment repair through negotiation with a
forest agency, it should contact the appropriate agency’s claims division, listed below:
28.1 California Department of Forestry and Fire Protection Incidents:
Victim Compensation and Government Claims Board
630 "K" Street
Sacramento, CA 95814
28.2 U. S. Forest Service Incidents:
Albuquerque Service Center
Claims Management
101B Sun Ave. NE
Albuquerque, NM 87109
28.3 National Park Service Incidents:
Fire Management Office
National Park Service
333 Bush St., Suite 500
San Francisco, CA 94104
28.4 Bureau of Land Management Incidents:
Bureau of Land Management
Branch of Fire and Aviation Management
2800 Cottage Way
Sacramento, CA 95825
28.5 Fish and Wildlife Service Incidents:
Fish and Wildlife Service
Pacific Southwest Region
2800 Cottage Way, W1834
Sacramento, CA 95825
28.6 Bureau of Indian Affairs Incidents:
Bureau of Indian Affairs
Branch of Fire and Aviation Management
2800 Cottage Way, Room W-2820
Sacramento, CA 95825
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Examination and Audit
29. California Fire and Rescue Mutual Aid System Agencies and Cal OES shall be subject to
examination and audit for five years after the final payment under the terms of this Agreement.
Examination and audit shall be confined to those matters connected with the performance of this
Agreement including, but not limited, to the cost of administration.
Appropriated Fund Limitation
30. Nothing herein shall be interpreted as obligating any parties herein to expend funds, or as
involving the United States or the State of California in any contract or other obligation for the
future payment of money in excess of appropriations authorized by law and administratively
allocated for the work contemplated in this Agreement.
Officials Not To Benefit
31. No member of, or Delegate to, Congress or Resident Commission shall be admitted to any share
or part of this Agreement or to any benefit to arise therefore, unless it is made with a corporation
for its general benefit.
Civil Rights and Nondiscrimination
32. The cooperators shall comply with all federal statutes relating to nondiscrimination and all
applicable requirements of all other federal laws, executive orders, regulations, and policies.
These include, but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (42 U.S.C.
2000d through 2000d-16), which prohibits discrimination on the basis of race, color, disability,
or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C.
1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504
of the Rehabilitation Act of 1973 as amended (29 U.S.C. 794) which prohibits discrimination on
the basis of disabilities and provides for "reasonable accommodation" in hiring of persons with
disabilities; and (d) the Older American Act of 1965 as amended (42 U.S.C. 3056 and 6101 et.
seq.).
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Previous Agreements Cancelled
33. This Agreement supersedes the Agreement entered into on October 20, 2009, and as extended
January 1, 2014, June 30, 2014, and September 1, 2014 (Cal EMA# 6022-9, CAL FIRE#
7CA00236, USFS# 09-FI-11052012-150, NPS# H807507003, BLM# BAA081002, F&WS#
802233-9-J001, BIA# AGP000768), between the State of California, Emergency Management
Agency; State of California, Department of Forestry and Fire Protection; USDA Forest Service,
Pacific Southwest Region; USDI Bureau of Land Management, California State Office; USDI
National Park Service, Pacific West Region; USDI Fish and Wildlife Service, Pacific Southwest
Region; and USDI Bureau of Indian Affairs, Pacific Region.
Amendments
34. Except as otherwise provided in Recitals 15 and 16, this Agreement may only be amended by
written mutual consent of the parties hereto.
Effective Date and Termination
35. The parties herein agree to honor the terms and conditions commencing on January 1, 2015.
This Agreement shall remain in effect until December 31, 2019. The Agreement may be
terminated by any one of the parties upon 30 days’ written notice to all the other parties.
Multiple Signature Pages
36. The parties agree to accept multiple signature pages.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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REGIONAL DIRECTOR
USDI BUREAU OF INDIAN AFFAIRS
PACIFIC REGIONAL OFFICE
By: Insert Name
Regional Director
Date:
REGIONAL DIRECTOR
USDI FISH AND WILDLIFE SERVICE
PACIFIC SOUTHWEST REGION
By: Insert Name
Regional Director
Date:
REGIONAL DIRECTOR
USDI NATIONAL PARK SERVICE
PACIFIC WEST REGION
By: Insert Name
Regional Director
Date:
CALIFORNIA STATE DIRECTOR
USDI BUREAU OF LAND
MANAGEMENT
CALIFORNIA STATE OFFICE
By: Insert Name
California State Director
Date:
IN WITNESS WHEREOF, the parties hereto have executed this Agreement:
DIRECTOR
STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF
EMERGENCY SERVICES
By: Mark S. Ghilarducci
Director
Date:
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
CONTRACTING OFFICER
USDI BUREAU OF INDIAN AFFAIRS
PACIFIC REGIONAL OFFICE
By: Kathleen (Gail) Schultz
Contracting Officer
Date:
CONTRACTING OFFICER
USDI FISH AND WILDLIFE SERVICE
REGION 1 / REGION 8
By: Insert Name
Contracting Officer
Date:
REVIEW:
The authority and format of this instrument has been reviewed and approved for signature by the
following individuals:
CONTRACTING OFFICER
USDI BUREAU OF LAND
MANAGEMENT
CALIFORNIA STATE OFFICE
By: Traci D. Thaler
Contracting Officer
Date: (date signed above)
Page 11
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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GENERAL
A-1 It is the intent of the signatories to the CFAA to reimburse California Fire and Rescue Mutual
Aid System Agencies, including accrued financial liability for the cost of assisting the State of
California and the Federal Fire Agencies. The rates, methodologies, and formulas in the
Agreement are intended to provide for such costs. The reimbursement shall be consistent with
the California Fire and Rescue Mutual Aid System Agency’s normal internal business practices
and any existing Memorandum of Understanding (MOU)/Memorandum of Agreement (MOA),
Governing Body Resolution (GBR), or equivalent, which supports those business practices.
A-2 The California Fire and Rescue Mutual Aid System Agencies shall use the following procedures
to secure reimbursement for the provision of personnel and local government-owned emergency
apparatus. Terms established in this section shall be made binding upon California Fire and
Rescue Mutual Aid System Agencies by Cal OES and shall not be subject to interpretation or
rejection by the jurisdiction providing assistance. See Clause A-36 for procedures that do not
apply or are applicable to State Agency Fire Departments, Department of Defense Fire
Departments, or Tribal Fire Departments.
A-3 California Fire and Rescue Mutual Aid System Agencies that provide their personnel and
equipment to the State of California or the Federal Fire Agencies through the California Fire and
Rescue Mutual Aid System and this Agreement, do so on a voluntary basis, and accept the
following provisions for reimbursement.
A-4 It is understood and agreed that a California Fire and Rescue Mutual Aid System Agency
providing personnel or California Fire and Rescue Mutual Aid System Agency-owned
emergency apparatus shall obtain reimbursement for such response by billing the ordering entity
(either the State of California or Federal Fire Agency) through the Cal OES invoicing process in
accordance with this Exhibit.
A-5 Reimbursement for personnel and emergency apparatus will begin after the 12th hour. There
shall be no reimbursement for responses of 12 hours duration or less with the exception of the
Department of Interior (DOI) fire agencies (BLM, NPS, FWS, and BIA). DOI reimbursement for
personnel and emergency apparatus will begin after the 4th hour. If the duration of the response
exceeds 12 hours (4 hours for DOI) and local agencies have an existing MOU/MOA, GBR, or
equivalent that indicates compensation for all hours worked, reimbursement for personnel and
EXHIBIT “A”
REIMBURSEMENT POLICY AND PROCEDURES
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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emergency apparatus shall cover the entire time of commitment, beginning at the time of initial
dispatch from home base, to the time of return to home base. If local agencies do not have an
existing MOU/MOA, GBR, or equivalent that indicates compensation for all hours worked, local
agencies will be reimbursed for actual hours worked. Should personnel or emergency apparatus
be requested for assignment to a Mobilization Center for standby duty, the reimbursement period
shall begin with the time of initial dispatch of said personnel or emergency apparatus from its
home base. Additionally, as the 12 hour period (4 hours for DOI) stated above is cumulative,
responding personnel and/or emergency apparatus shall only be subject to one 12 hour period (4
hours for DOI) from the original time of dispatch, regardless of the number of re- assignments
that may occur prior to returning to their home base.
A-6 In some cases on a single incident, the State of California and the Federal Fire Agencies may
need to convert resources that were ordered under Statewide Master Mutual Aid (MMA) to
reimburse resources under the California Fire Assistance Agreement. In these cases, MMA
resources will be released by the responsible agency and reordered by the State of California
and/or the Federal Fire Agencies through the CFAA. For resources that have been on the same
incident for more than 12 hours (4 hours for DOI), reimbursement will begin at the time the
order under the California Fire Assistance Agreement was initiated. Resources that have been on
the same incident under MMA for 12 hours (4 hours for DOI) or less will have their time applied
to the California Fire Assistance Agreement 12-hour (4 hours for DOI) minimum. After the 12
hours (4 hours for DOI) are completed, reimbursement will begin at the time the order under the
California Fire Assistance Agreement was initiated. The 12 hour (4 hours for DOI) period shall
be subject to annual review and monitoring by the California Fire Assistance Agreement
Committee.
A-7 Invoices will include an administrative rate as determined by the Committee using principals and
standards outlined in the Office of Management and Budget (OMB) Super Circular, Title 2 in the
Code of Federal Regulations (2 CFR), Subtitle A, Chapter II, part 225 (A-87). The
Administrative Rate will be added to the total of the personnel, fire engine, support equipment,
and other approved reimbursements for local government. The Base Administrative Rate is set
annually by the Committee per the rate letter published at the time of dispatch, unless the
California Fire and Rescue Mutual Aid System Agency submits an agency-specific
administrative rate in accordance with the Instructions for Completing Actual Administrative
Rate Calculations. Cal OES will issue these instructions annually along with the salary survey
instructions. California Fire and Rescue Mutual Aid System Agencies that develop an Actual
Administrative Rate must review and update their rate by July 1 of each year.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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REIMBURSEMENT – PERSONNEL
A-8 A committee will establish a standard reimbursement formula for local agency personnel with
Base Rates applicable to all jurisdictions. The default reimbursement will be at the Base Rate for
actual hours worked on the incident. Agencies can be reimbursed at a rate that is higher than the
Base Rate, and/or for more than actual hours worked (up to 24 hours per day), as follows:
A-8.1 All agencies seeking reimbursement for its personnel must complete and sign the annual salary
survey and file it with the Cal OES Fire and Rescue Division. The Authorized Representative
will provide verification that the personnel wages are accurate for each requested position.
A-8.2 Any agency seeking reimbursement for its personnel for more than actual hours worked on the
incident (portal-to-portal) must file an MOU/MOA, GBR, or equivalent with Cal OES Fire and
Rescue Division. The MOU/MOA, GBR, or equivalent shall indicate how personnel will be
compensated.
A-8.3 Any agency seeking reimbursement for its supplemental personnel will accept rates as outlined in
NWCG#004-2009, Attachment D, https://www.nwcg.gov/sites/default/files/memos/eb-m-09-
004d_0.pdf, which states that supplemental personnel will be reimbursed using General Schedule
tables with locality pay applied for actual hours worked. Reimbursement shall be in accordance
with Clause A-16.
A-9 The above required documentation for rates and hours shall be based on actual costs to the
responding agency, and not contingent upon reimbursement from the State of California or
Federal Fire Agencies at a rate that exceeds what the agency will pay its personnel.
Reimbursements will be based on the salary survey and any applicable MOU/MOA, GBR, or
equivalent that is on file at the time of the initial dispatch.
Any MOU/MOA, GBR, or equivalent is subject to review by the Committee. Local government
will be formally notified of the determination.
A-10 These formulas and rates of payment shall constitute full reimbursement for direct costs,
including back fill to local jurisdictions relative to personnel provided. Liability for workers
compensation claims and/or payment of unemployment benefits shall remain the responsibility
of the responding local, state, federal, and tribal agencies that directly employ the personnel. All
calculations shall be subject to audit by the State of California or the Federal Fire Agencies in
accordance with Recital 29, Examination and Audit.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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A-11 Reimbursement for fractional hours shall be taken to the next quarter hour.
A-12 Reimbursement shall be made only for such personnel that have been specifically requested or
approved by the State of California or the Federal Fire Agencies. Any personnel not given an
Order/Request number shall be considered a voluntary contribution from the responding agency
and not subject to reimbursement.
Formula for Personnel Reimbursement Using Base Rates
A-13 California Fire and Rescue Mutual Aid System Agencies will submit a salary survey to be
reimbursed at the established Engine Company Base Rate for personnel responding on
emergency apparatus or as overhead personnel at or below the Strike Team/Task Force Leader
Trainee level. Strike Team/Task Force/Unit Leader level or above personnel will be reimbursed
at the established Overhead Base Rate.
A-14 California Fire and Rescue Mutual Aid System Agencies that have not submitted a Salary Survey
for rates above the established Base Rates will submit a salary survey to be reimbursed using one
of the following formulas:
The formula for the total invoice claim with an MOU/MOA, GBR, or equivalent for all
hours (portal to portal) is:
[(B x H1) + (B x H1 x W) + (B x H1 x U)] = Total Personnel Reimbursement
The formula for the total invoice claim without an MOU/MOA, GBR, or equivalent for all
hours (actual hours) is:
[(B x H2) + (B x H2 x W) + (B x H2 x U)] = Total Reimbursement
B= Base Rate
H1 = All Hours (portal to portal)
H2= Actual Hours Worked
W= Workers’ Compensation Percentage Rate
U= Unemployment Percentage Rate
The Established Base Rate (B) is based on the average of the CAL FIRE Fire Captain or Fire
Apparatus Engineer base rates and the USDA Forest Service emergency hire rates for these
positions applied to a 168 hour week, with 40 hours at straight-time and 128 hours at overtime.
The total amount is then divided by 168 hours resulting in a blended rate.
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Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Formula for Establishing the Base Rates
The following base rate formulas include an overtime component.
Base Rate formula for Engine Company personnel and Overhead at or below Strike
Team/Task Force Leader Trainee
(AD-F + CAL FIRE Fire Apparatus Engineer base rate) / 2 = Combined Rate,
((Combined Rate x 40 Hours Straight Time) + (Combined Rate x 128 Hours Overtime)) / 168 =
Overtime Base Rate x .6667 = Straight Time Base Rate
Numerical Calculation: 24.16 + 20.79 = 44.95 / 2 = 22.48, ((22.48 x 40) + (22.48 x 1.5 x 128)) =
5215.36 / 168 = $31.04 x .6667 = $20.69
Base Rate formula for Overhead at or above Strike Team Leader/Task Force Leader
(AD-H + CAL FIRE Fire Captain base rate) / 2 = Combined Rate,
((Combined Rate x 40 Hours Straight Time) + (Combined Rate x 128 Hours Overtime)) / 168 =
Overtime Base Rate x .6667 = Straight Time Base Rate
Numerical Calculation: 29.52 + 24.65 = 54.17/ 2 = 27.09, ((27.09 x 40) + (27.09 x 1.5 x 128)) =
6284.88 / 168 = $37.41 x .6667 = $24.94
Definitions for abbreviations used in Base Rate Formula
AD - Administratively Determined Pay Plan for Emergency Workers. Pay rates for emergency
(casual) employees of the Federal Fire Agencies.
AD F - The classification is Engine Boss.
AD H - The classification is Strike Team Leader.
CAL FIRE base Fire Captain and Fire Apparatus Engineer salary rates are converted to hourly
rates.
Formula for Suppression Personnel Reimbursement Using Average Actual Rates
A-15 The California Fire and Rescue Mutual Aid System Agencies may submit a salary survey with
the agency’s established average actual rates to Cal OES Fire and Rescue Division for any
personnel dispatched to an incident. The personnel who are dispatched to an incident will first
be classified and reimbursed as described in Clauses A-15.1 through A-15.3. The submission of
average actual rates shall be on file with Cal OES Fire and Rescue Division prior to the time of
personnel dispatch.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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A-15.1 California Fire and Rescue Mutual Aid System Agencies that have submitted average actual
rates to Cal OES Fire and Rescue Division at or below the Battalion Chief level shall be
reimbursed using one of the following formulas:
The formula for the total invoice claim with an MOU/MOA, GBR, or equivalent for all
hours (portal to portal) is:
[(A x H1 x 1.5) + (A x H1 x 1.5 x W) + (A x H1 x 1.5 x U)] = Total Reimbursement
The formula for the total invoice claim without an MOU/MOA, GBR, or equivalent for all
hours (actual hours) is:
[(A x H2 x 1.5) + (A x H2 x 1.5 x W) + (A x H2 x 1.5 x U)] = Total Reimbursement
A= Average Actual Rate
H1 = All Hours (portal to portal)
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage
Rate U = Unemployment Percentage Rate
The Average Actual Hourly Rate (A) is the average hourly rate of all personnel in the specific
rank (e.g., Captain, Engineer, Firefighter) within each individual jurisdiction.
A-15.2 California Fire and Rescue Mutual Aid System Agencies that have submitted Average Actual
Rates to Cal OES Fire and Rescue Division above the Battalion Chief level shall be reimbursed
using the following formulas:
The formula for the total invoice claim with an MOU/MOA, GBR, or equivalent for all
hours (portal to portal) is:
[(A x H1) + (A x H1 x W) + (A x H1 x U)] = Total Reimbursement
The formula for the total invoice claim without an MOU/MOA, GBR, or equivalent for all
hours (actual hours) is:
[(A x H2) + (A x H2 x W) + (A x H2 x U)] = Total Reimbursement
A = Average Actual Rate
H1 = All Hours (portal to portal)
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage Rate
U = Unemployment Percentage Rate
A-15.3 If personnel above the Battalion Chief level have an MOU/MOA, GBR, or equivalent that
indicates they are to be paid above straight time, the reimbursement will be calculated using one
of the following formulas. The MOU/MOA, GBR, or equivalent is subject to the provisions in
Packet Pg. 145
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Clause A-9, and must not be contingent on this Agreement or executed on the sole basis that
there is reimbursement from Cal OES, CAL FIRE, or the Federal Fire Agencies.
The formula for the total invoice claim with an MOU/MOA, GBR, or equivalent for all
hours (portal to portal) and MOU/MOA, GBR, or equivalent for above straight-time is:
[(A x H1 x 1.5) + (A x H1 x 1.5 x W) + (A x H1 x 1.5 x U)] = Total Reimbursement
The formula for the total invoice claim without an MOU/MOA, GBR, or equivalent for all
hours (actual hours) and with an MOU/MOA, GBR, or equivalent for above straight-time
is:
[(A x H2 x 1.5) + (A x H2 x 1.5 x W) + (A x H2 x 1.5 x U)] = Total Reimbursement
A = Average Actual Rate
H1 = All Hours (portal to portal)
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage Rate
U = Unemployment Percentage Rate
Formula for Non-Suppression Personnel Reimbursement Using Average Actual Rates
A-15.4 California Fire and Rescue Mutual Aid System Agencies that have submitted Average Actual
Rates to Cal OES Fire and Rescue Division for Non-Suppression Personnel shall be reimbursed
for actual hours worked using the following formula:
The formula for the total invoice claim without an MOU/MOA, GBR, or equivalent for all
hours (actual hours) is:
[(A x 1.5 x H2) + (A x 1.5 x H2 x W) + (A x 1.5 x H2 x U)] = Total Reimbursement
A = Average Actual Rate
H2 = Actual Hours Worked
W = Workers’ Compensation Percentage Rate
U = Unemployment Percentage Rate
The Average Actual Rate (A) is the average hourly rate of all personnel in the specific rank (e.g.,
Dispatcher, Heavy Equipment Mechanic, and Inspector) within each individual fire agency.
Non-Suppression Personnel, who have an MOU/MOA, GBR, or equivalent that indicates they
are to be paid portal to portal according to Clause A-8.2, will be reimbursed in accordance with
the following Formula for Personnel Using Average Actual Rates:
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Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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The formula for the total invoice claim with an MOU/MOA, GBR, or equivalent for all
hours (portal to portal) is:
[(A x H1 x 1.5) + (A x H1 x 1.5 x W) + (A x H1 x 1.5 x U)] = Total Reimbursement
A= Average Actual Rate
H1 = All Hours (portal to portal)
W= Workers’ Compensation Percentage Rate
U= Unemployment Percentage Rate
The Average Actual Hourly Rate (A) is the average hourly rate of all personnel in the specific
rank (e.g., Dispatcher, Mechanic, and Inspector) within each individual jurisdiction.
The 1.5 multiplier in the formula represents an hourly rate, which includes benefits for straight
time, and an overtime rate for overtime hours.
Supplemental Fire Department Resource Reimbursement Using NWCG#004-2009
A-16 California Fire and Rescue Mutual Aid System Agencies seeking reimbursement for Supplemental
Fire Department Resources will accept rates as outlined in NWCG#004-2009, Attachment D,
https://www.nwcg.gov/sites/default/files/memos/eb-m-09-004d_0.pdf, which states that
Supplemental Fire Department Resources will be reimbursed using General Schedule tables with
locality pay applied for actual hours worked. California Fire and Rescue Mutual Aid System
Agencies that roster or sponsor Supplemental Fire Department Resources shall be reimbursed at
the rate of the position being filled on the incident.
California Fire and Rescue Mutual Aid System Agencies shall identify their Supplemental Fire
Department Resources separately on the Supplemental Fire Department Resource section of the
Cal OES Salary Survey and not include them under the Suppression responder categories. They
are not a permanent part of the local fire organization. They are mobilized primarily for response
to incidents/wildland fires outside of the fire agency’s jurisdiction. Supplemental Fire
Department Resources shall be paid a regular compensation rate for all hours worked plus an
overtime compensation rate for actual overtime hours worked, including travel. Base hourly rate
shall be no more than step 5 of the appropriate GS wage adjusted for locality pay at the location
of the fire department’s jurisdiction. Rates can be found on the Office of Personnel Management
website, https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2017/general-
schedule/. Reimbursement costs shall not include portal to portal pay or the employee portion of
benefits. Backfill is not reimbursable for personnel hired as Supplemental Fire Department
Resource. Approved travel costs will be in accordance with Clause A-33.
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Engine Company and Tactical Water Tender Staffing
A-17 Engine company staffing shall not be less than three (3) or a reimbursable maximum of four (4).
The State of California or the Federal Fire Agencies will reimburse based on the actual
classifications responding, not to exceed one Company Officer, one Apparatus Operator, and one
or two Firefighters. Tactical water tender staffing shall be reimbursed based upon the actual
classifications responding, not to exceed two Apparatus Operators or one Company Officer and
one Firefighter. Personnel filling Engine Company or tactical water tender positions shall be
certified at the appropriate level per Wildland Fire Qualification NWCG 310-1 Sub System
Guide, or the California Incident Command Certification System (CICCS).
Strike Team/Task Force Leader Trainee
A-18 The State of California or the Federal Fire Agencies shall provide reimbursement for personnel
requested by the State of California or the Federal Fire Agencies to coordinate (Strike Team/Task
Force Leaders) or otherwise support the California Fire and Rescue Mutual Aid System resources,
or Cal OES-owned emergency apparatus used on incidents. A strike team/task force may, at the
discretion of the local jurisdiction, include a Strike Team/Task Force Leader Trainee as a
reimbursable member of the unit. The Trainee will be covered under a strike team/task force
order-request number and will be identified on a separate Cal OES Emergency Activity Record
(F-42), unless the Trainee is from the same California Fire and Rescue Mutual Aid System
Agency as the Strike Team Leader. The Strike Team/Task Force Leader Trainee shall travel with
the strike team/task force in a vehicle from the existing strike team/task force and will not be
reimbursed for the use of a second vehicle. The Trainee may provide the vehicle for the
assignment, but no more than one vehicle will be reimbursed. Personnel filling Strike Team/Task
Force Leader Trainee positions shall be certified at the Strike Team/Task Force Leader Trainee
level per Wildland Fire Qualification NWCG 310-1 Sub System Guide, or CICCS.
A-19 All Trainees will follow the qualification process in place at the incident.
Overhead Personnel
A-20 Personnel responding to a State of California or Federal Fire Agency’s request for overhead
positions shall meet the training and experience requirements established for the ICS position to
be filled (Reference: NWCG 310-1 Sub System Guide or CICCS).
A-21 Requesting State of California or Federal Fire Agencies shall specify the mode of
transportation for overhead personnel at the time of request. Reimbursement for travel shall be
from local home unit or residence, whichever is less, using the most economical mode of
transportation.
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CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Once the mode of transportation is specified and approved by the requesting State of California
or Federal Fire Agency, your agency may arrange transportation and shall be reimbursed in
accordance with the approved methods as outlined in Exhibit “H”.
Transfer/Reassignment to Other Operational Areas/Incidents
A-22 California Fire and Rescue Mutual Aid System emergency apparatus and personnel requested
through this Agreement may not be reassigned to a different incident in another Cal OES
Operational Area, or to another incident through a different Agreement without the responding
agency’s approval. The host State of California or Federal Fire Agency shall secure approval for
such reassignment through the California Fire and Rescue Mutual Aid System.
Cal OES Support
A-23 Cal OES Fire Agency Representatives assigned to major incidents may need to have a Cal OES
Support/Communications Unit to facilitate coordinating the mutual aid resources assigned to the
incident. Staffing level for this resource shall be limited to a maximum of two (2) persons. Staff
reimbursement will be based on the appropriate rate.
REIMBURSEMENT – EMERGENCY APPARATUS
A-24 The formulas and rates of payment for emergency apparatus shall be considered as covering all
reimbursement related to the use of such vehicles except as provided in the Reimbursement of
Emergency Apparatus Loss or Damage section in the Recitals of this Agreement, Recitals 25
through 27.
A-25 Reimbursement for emergency apparatus refurbishment and rehab may be approved by the
Incident Command, up to a maximum of 2 hours, as appropriate.
California Fire and Rescue Mutual Aid System Agency Emergency Apparatus
A-26 Engines and Tactical Water Tenders shall be reimbursed in accordance with the current FEMA
Schedule of Equipment Rates established in the Annual Rate Letter. Engines and Tactical Water
Tenders rates are based on a 16-hour maximum allowable charge, per 24-hour period.
Reimbursement of other emergency response equipment shall be in accordance with 44 CFR
206.228 allowable costs.
A-27. California Fire and Rescue Mutual Aid System Agencies shall assume operational costs,
including necessary motor fuels and lubricants used in its emergency apparatus while responding
to and returning from the State of California or Federal Fire Agency incidents. It shall be the
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CAL FIRE# 7CA02564
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FWS# FFF300008-15-002
BIA# A15ACPRO01
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responsibility of the responding jurisdiction to provide the necessary means of payment for such
costs.
A-28 Once at the incident and until released, the State of California or the Federal Fire Agencies will
provide for motor fuel and lubricants, normal servicing costs, and minor repairs incidental to
operation of emergency apparatus including California Fire and Rescue Mutual Aid System
Agency support equipment. Minor Repair is defined as any repair necessary to keep the
equipment in operation on the fire, which requires not more than two hours (labor time only) for
one mechanic for any one job, exclusive of obtaining parts.
Support Equipment, Privately-Owned Vehicles, and Rental Vehicles
A-29 The State of California or the Federal Fire Agencies shall reimburse California Fire and Rescue
Mutual Aid System Agencies for use of agency support equipment and private vehicles provided
in conjunction with requested personnel. Reimbursement shall be calculated on a daily basis for
local jurisdiction support equipment at the rate established by the Committee for the type or
category of vehicle used. Privately-owned vehicle rates will be reimbursed on a per mile basis
according to the current Internal Revenue Service (IRS) standard rate for business miles.
A-30 In no case will a second support vehicle, privately-owned vehicle, or rental vehicle assigned to
an individual, strike team, or task force be reimbursed.
A-31 The use and reimbursement of rental vehicles requires authorization either at the time of the
initial request in ROSS, or documented by written approval at the incident. Rental vehicles from
an airport are discouraged, and the use of economy cars are encouraged. Rental vehicles and the
fuel expense while responding to, during, or returning from a State of California or Federal Fire
Agency incident will be reimbursed for the actual costs incurred by the California Fire and
Rescue Mutual Aid System Agencies. The process to obtain reimbursement for rental vehicle
expenses is outlined in Exhibit “H”.
Other Equipment Rates (Excluding Aviation)
A-32 All other equipment not identified specifically in this exhibit will be reimbursed using the FEMA
Schedule of Equipment rates. If a FEMA equipment rate is not identified for the type of
equipment being used, a rate may be developed using the FEMA equipment rate formula in
Exhibit “F”.
REIMBURSEMENT – TRAVEL EXPENSES
A-33 At no time will the California Fire and Rescue Mutual Aid System Agencies seek reimbursement
for travel expenses such as fuel, food, and lodging responding to, during, or returning from a
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CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
State of California or Federal Fire Agency incident unless formally documented and approved in
writing at the incident. The reimbursement of meals to and from the incident will be subject to
the California state standard per diem and lodging rates specified in Exhibit “H”.
Travel arrangements and reimbursement, including travel for relieving personnel and backfill,
will only be made from the Fire Department/Agency location or residence whichever is closest to
the incident or reporting location (such as staging).
If formally documented and approved in writing at the incident, the process to obtain
reimbursement for in state travel and incident-related expenses is outlined in Exhibit “H”.
REIMBURSEMENT – PERSONNEL ROTATION
A-34 When California Fire and Rescue Mutual Aid System Agency personnel are committed to
extended assignments under this Agreement, there may be a need to rotate and replace personnel.
Personnel under this Agreement are expected to be available a minimum of seven days (elapsed
time) excluding travel, before needing replacement, regardless of the number of assignments
from original dispatch.
Expenses that are reimbursable are limited to personnel costs and transportation costs.
Reimbursement for personnel will be in accordance with general personnel reimbursement
provisions of this Agreement. Please reference Exhibit “C” for specific personnel rotation
procedures.
INCIDENT OFF-SHIFT REST AND SLEEPING ACCOMODATIONS
A-35 The responsible State of California or Federal Fire Agency will provide, when practical, shaded
and/or climatically maintained accommodations for off shift sleeping, rest, and recuperation for
local jurisdiction resources confined to the incident base. If the incident command finds it
operationally feasible (e.g., strike team remains available) to place local jurisdiction resources in
a commercial sleeping accommodation, it may be provided by the Federal Fire Agencies and
CAL FIRE.
REIMBURSEMENT- STATE OF CALIFORNIA, FEDERAL, DOD, AND TRIBAL FIRE
DEPARTMENTS
A-36 State Agency Fire Departments, Federal Fire Departments, DOD Fire Departments, and Tribal
Fire Departments may respond through the California Fire and Rescue Mutual Aid System.
Tribal Fire Department’s that have a compacted or contracted wildland fire program from BIA
will respond through the Federal Dispatching System and not through the California Fire and
Rescue Mutual Aid System.
Packet Pg. 151
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page A-13 06/2017
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
State Agency Fire Department personnel will be reimbursed in accordance with reimbursement
provisions for local jurisdictions except that the base rate provisions will not apply to inmate
firefighters. Inmate firefighters will be reimbursed at their actual straight time rate in accordance
with California Department of Corrections payment practices.
Reimbursement of Federal, DOD, and Tribal Fire Departments that respond to CAL FIRE fires
will be in accordance with the reimbursement provisions for local jurisdictions.
Reimbursement of Federal, DOD, and Tribal Fire Departments that respond to Federal Fire
Agency fires are governed by other federal agreements. In these cases Cal OES will not produce
or process reimbursement invoices for DOD and Tribal Fire Departments. DOD Fire
Departments responding under this Agreement will invoice the supported Federal Fire Agency
directly in accordance with existing federal and local agreements. Tribal Fire Departments
responding under this Agreement will invoice the BIA directly in accordance with existing
federal or local Agreements.
REQUESTING REIMBURSEMENT
A-37 California Fire and Rescue Mutual Aid System Agencies will prepare a Cal OES Form
F-42, and supporting documentation at the incident, which is the basis for reimbursement due
and invoice preparation. These forms are provided by Cal OES Fire and Rescue Division. The
Form F-42 must be signed by a responsible officer of the jurisdiction seeking reimbursement and
by the State of California or Federal Fire Agency Incident Command to verify that the resources
requested on the F-42 were authorized by the ordering agency and is the initial step for invoice
processing. The completed F-42 is forwarded to Cal OES Fire and Rescue Division
Headquarters for processing. FORMS F-42 should be submitted to the Cal OES Fire Agency
Representative at the incident. In the absence of a Cal OES Fire Agency Representative,
FORMS F-42 should be SUBMITTED TO Cal OES FIRE AND RESCUE DIVISION BY
THE CALIFORNIA FIRE AND RESCUE MUTUAL AID SYSTEM AGENCY WITHIN
30 CALENDAR DAYS OF RELEASE FROM THE INCIDENT OR PAYMENT WILL BE
DELAYED.
A-38 Within 60 calendar days of receipt of the F-42, Cal OES Fire and Rescue Division will process
the F-42 data into invoices (F-142) and return to the California Fire and Rescue Mutual Aid
System Agency for verification of billing amounts and signature. THERE WILL BE A
DELAY IN PAYMENT FOR INVOICES (F-142) NOT RETURNED TO Cal OES FIRE
AND RESCUE DIVISION WITHIN 30 CALENDAR DAYS OF RECEIPT FOR
VERIFICATION OF BILLING AMOUNTS AND SIGNATURE.
Packet Pg. 152
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page A-14 06/2017
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
A-39 Upon return receipt and verification of the invoice (F-142) by the California Fire and Rescue
Mutual Aid System Agency, Cal OES Fire and Rescue Division will forward the invoice (F-142)
to the appropriate State of California or Federal Fire Agency within 30 calendar days along with
a copy of the F-42 as the source document. Inquiries from the State of California and Federal
Fire Agencies regarding amounts billed will first be addressed to Cal OES Fire and Rescue
Division as soon as possible, as the first step in a joint resolution process.
A-40 The State of California or Federal Fire Agency will remit payment to the California Fire and
Rescue Mutual Aid System Agency within 60 calendar days of receipt of invoice (F-142) from
Cal OES.
A-41 In the event that CAL FIRE or a Federal Fire Agency identifies a discrepancy with an invoice
(F-142), Cal OES will provide the California Fire and Rescue Mutual Aid System Agency a new
invoice with the corrected invoice amount and the reason for the change. Cal OES has 30
calendar days to make the change and provide a corrected invoice to the California Fire and
Rescue Mutual Aid System Agency and either CAL FIRE or the appropriate Federal Fire
Agency.
A-42 CAL FIRE or the Federal Fire Agency will provide copies of payment schedules to Cal OES for
invoices (F-142s) CAL FIRE or the Federal Fire Agency has paid within 60 calendar days of
remittance to the California Fire and Rescue Mutual Aid System Agency. Cal OES Fire and
Rescue Division will reconcile the payment schedules against outstanding invoices (F-142s) on a
monthly basis.
A-43 Cal OES will form and chair working groups with membership from the Committee to develop
methodologies to streamline the reimbursement process.
The State of California and Federal Fire Agencies will work on procedures to improve
reimbursement timelines. These activities will be documented and shared with the California
Fire and Rescue Mutual Aid System Agencies.
A-44 The Terms and Conditions and Exhibits in this Agreement may necessitate new methods of
reporting and invoicing. All proposed changes to this Agreement, or associated business
processes shall be approved by the State of California or Federal Fire Agencies that are parties to
this Agreement.
A-45 Reimbursement for emergency apparatus and personnel shall be made directly to the California
Fire and Rescue Mutual Aid Agency providing the resource, and NOT to individuals.
Packet Pg. 153
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page A-15 06/2017
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Federal Agency Electronic Fund Transfer
A-46 Federal agencies require the following for reimbursement to California Fire and Rescue Mutual
Aid System Agencies:
a) Taxpayer Identification Number (TIN) – This number is applied for and issued by the
Internal Revenue Service (IRS). Contact the IRS @ www.irs.gov or (800) 772-1213.
b) Electronic Funds Transfer (EFT) – The cooperator shall designate a financial institution or an
authorized payment agent through which a federal payment may be made in accordance with
US Treasury Regulations, Money and Finance at 31 CFR 208, which requires that federal
payments are to be made by EFT to the maximum extent possible. A waiver may be
requested and payments received by check by certifying in writing that one of the following
situations apply:
a. The payment recipient does not have an account at a financial institution.
b. EFT creates a financial hardship because direct deposit will cost the payment recipient
more than receiving the check.
c. The payment recipient has a physical or mental disability, or a geographic language, or
literacy barrier.
In order to receive EFT payments, the recipient/cooperator shall register in the System for
Award Management (SAM). You may register by going to www.sam.gov and follow the
instructions provided on-line. For assistance, contact the SAM Assistance Center at (800)
606-8220.
c) DUNS Number – The cooperator shall obtain a Dunn and Bradstreet Data Universal
Numbering System (DUNS). This is a requirement for registering in SAM. The DUNS
number does not replace existing numbers, such as Employer Identification Number (EIN),
the Tax Identification Number (TIN), and State Application Identifier (SAI) numbers that are
required by statute, Executive Order, or regulation. You may obtain a DUNS number by
contacting Dun & Bradstreet via the web at www.dunandbradstreet.com or by phone at (800)
234-3867 or (866) 794-1580. A DUNS number will be provided immediately by telephone at
no charge.
Packet Pg. 154
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page B-1 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
The purpose of this Exhibit is to identify the minimum standards that California Fire and Rescue Mutual
Aid System Agencies should follow with regard to their use of Type 3 through 7 engines, equipment,
personnel, and training standards for mutual aid and/or CFAA-reimbursable responses.
The State of California or the Federal Fire Agency Type 3 through 7 Engines have a number of features
that enhance their capability to operate on narrow, steep or unimproved roads and to allow the efficient
application of water or other agents. The minimum features of the engines are:
Short Wheel Base
High Ground Clearance
High angle of approach & departure
Lower Gross Vehicle Weight (GVW) than Type 1 or 2 engine
Engine unit # on roof
Engine Protection Line:
This hose is intended for engine protection and is not to be used for other purposes. Alternatives to
meet this include:
Live reel with a minimum of 150 feet of hard rubber hose, not less than three-fourths (3/4) inch
inside diameter, or a;
Hose tray/basket containing a minimum of 150 feet of 1inch National Pipe Straight Hose also
known as “iron pipe” threaded fittings (NPSH) or 1-1/2 inch National Hose (NH)
cotton/synthetic lined hose, with a combination nozzle, and the hose shall be configured for
immediate deployment. Hose shall be connected to the water supply and fully charged. The 150
feet of hose specified here is in addition to the hose specified under components.
The fire engine must be equipped with baffles that reduce the shifting of the water load. Most engines
should meet this NFPA standard; however, this requirement is also applicable to all water tenders.
The main fire pump and water tank shall meet minimum capabilities for the FIRESCOPE ICS Type
engine as designated in the current edition of the ICS Field Operations Guide ICS-420-1. The pump, as
mounted, shall be capable of drafting water from a water source located 15 feet vertical distance below
the pump through the required suction hose.
EXHIBIT “B”
ICS Type 3, 4, 5, 6, & 7 ENGINE, EQUIPMENT, PERSONNEL, & TRAINING
STANDARDS FOR FIRE AND EMERGENCY ASSISTANCE
Packet Pg. 155
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page B-2 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
All engines will have pump and roll capabilities for mobile attack on fire line utilizing a 1.5 inch hose
with a 1.5 inch combination nozzle.
In addition to live reel hose or hose tray/basket hose:1.5 inch hose will be configured to facilitate
progressive hose deployment providing for a l00 foot lateral of 1 inch hose every 200 feet of 1.5
inch trunk line once the fire's edge is encountered.
All hose utilized must meet or exceed USDA Specification 5100-186b. One-inch hoses and
nozzles will have NPSH; 1inch hose with NH threads shall be provided with a sufficient number
of NPSH adapters. One and one-half inch hoses and nozzles will have NH threads with 9 threads
per inch.
Minimum Engine
Equipment Inventory
Components
Engine Type
3 4 5 6 7
Engine Requirements
Tank Minimum Capacity (gal) 500 750 400 150 50
Pump Minimum Flow (gpm) 150 50 50 50 10
At Rated Pressure (psi) 250 100 100 100 100
Pump & Roll Yes Yes Yes Yes Yes
Max GVWR (lbs.) 26,000 19,500 14,000
Personnel
Minimum Personnel 3 3 3 3 3
Hose Requirements
Hose 1.5” 1000 300 300 300 0
Hose 1” 500 300 300 300 200
Hard Suction Hose 8’ or 10’ 2 2 2 2 2
Fill Hose 1.5” x 15’ 1 1 1 1 1
Booster Line min 3/4 inch 100 100 100 100 100
Firefighting Equipment
Shovels 2 2 2 2 2
Pulaskis 2 2 2 2 2
McLeod or Combo tool 2 1 1 1 1
Chainsaw with tool kit 1 1 1 1 1
Hose Clamp 1.5” 2 2 2 2 1
Spanner Wrench 1.5” & 1” 2 2 2 2 1
Hydrant Wrench
Adjustable 1 1 1 1 1
Adaptor 1.5” NH to 1.5” NPSH 1 1 1 1 1
Adaptor 1.5” NPSH to 1.5” NH 1 1 1 1 1
Double male 1.5” NH 1 1 1 1 1
Packet Pg. 156
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page B-3 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Components Engine Type
3 4 5 6 7
Firefighting Equipment
Double female 1.5” NH 1 1 1 1 1
Double male 1” NPSH 1 1 1 1 1
Double female 1” NPSH 1 1 1 1 1
Gated Hose Tees, 1.5” NH x 1.5”
NH x 1” NPSH 4 2 2 2 2
Gated Wyes 1.5” NH x 1.5” NH x
1.5” NH 2 1 1 1 1
Reducers/adaptors 1.5” NH to 1”
NPSH 2 1 1 1 1
Nozzle 1.5” Wildland, Adjustable 4 2 2 2 2
Nozzle 1” Wildland, Adjustable 4 2 2 2 2
Class A Foam, 5- gallons 1 1 1 1 1
Drip Torch or Fusees (case) 1 1 1 1 1
Backpack pump, 5-Gallons 2 2 2 2 2
Chock Blocks 1 1 1 1 1
Inventory List of Engine Equipment 1 1 1 1 1
Communications
(Programmed per the current edition of the FIRESCOPE Statewide Frequency Channel Plan. Exhibit “D” identifies
communications capabilities.)
Mobile Radio 1 1 1 1 1
Portable Radio (preferred 1/person) 1 1 1 1 1
Personnel Support
Personnel Protection Equipment As in Ex. “B” As in Ex. “B” As in Ex. “B” As in Ex. “B” As in Ex. “B”
First Aid Kit/Supplies for Engine
Personnel 1 1 1 1 1
Drinking Water for Engine Personnel 24-Hr Supply 24-Hr Supply 24-Hr Supply 24-Hr Supply 24-Hr Supply
Food/Rations for Engine Personnel 24-Hr Supply 24-Hr Supply 24-Hr Supply 24-Hr Supply 24-Hr Supply
Other/Misc.
Special Tools for Engine/Pump
Repair
Specific to
Equipment
Specific to
Equipment
Specific to
Equipment
Specific to
Equipment
Specific to
Equipment
Bolt Cutters 1 1 1 1 1
Fuel Cans/Oils Specific to
Equipment
Specific to
Equipment
Specific to
Equipment
Specific to
Equipment
Specific to
Equipment
Other/Misc.
Fire Extinguisher 2A10BC 1 1 1 1 1
Highly Recommended/Desirable Items
GPS Unit 1 1 1 1 1
Belt Weather Kit or Other Weather
Reading Device 1 1 1 1 1
Portablepump with min. ratingof35 GPM 1 1 1 1 1
Equipment Compliment as identified in
the Interagency Standards For Fire and
Aviation Operations (Redbook), Chapter
14- Firefighting Equipment, and
Appendix M-NUS Engine Stocking
Level
Specific to
Engine Type
Specific to
Engine Type
Specific to
Engine Type
Specific to
Engine Type
Specific to
Engine Type
Packet Pg. 157
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page B-4 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Personal Protective Equipment (PPE)
Each employee responding to or engaged in fire suppression activities will use the appropriate safety
clothing and equipment. Each department is responsible for seeing that CAL/OSHA standards for safety
clothing and equipment are provided and used for wildland firefighting. Wildland fire suppression safety
clothing and equipment includes:
Safety helmet that meets the minimum standards required by California Code of Regulations
(CCR), Title 8, Section 3410
Goggles, protection that meets the minimum requirements for design, construction and use as
required by CCR, Title 8, Sections 3382 and 3404.
Ear protection to comply with CCR Title 8 Sections 3405 and 3410(c)
Nomex hood, shroud, or equivalent face and neck protection
Nomex shirt
Nomex pants
Gloves, CAL/OSHA approved for wildland fire fighting
Safety work boots, heavy-duty, lace-type, with deeply lugged soles and heels, and leather tops at
least eight inches in height.
Headlamps w/spare batteries
Chain saw chaps for chainsaw operator
Wildland fire shelter
Training
The State of California and Federal Fire Agencies have the expectation that when a local jurisdiction
strike team/task force arrives at an incident it can perform all of the missions that would be expected of
the State of California and Federal Fire Agencies’ engine strike teams. .
All responding personnel shall be in compliance with the current NWCG 310-1 Sub System Guide or
CICCS. Training topics include but are not limited to:
Wildland strategy & tactics Backfiring/Firing-out
Wildland fire behavior Handline construction
Wildland hoselays Structure triage
Wildland fire safety Structure defense preparation
Fireground communications Fire weather
Packet Pg. 158
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page C-1 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Clause A-34 authorizes the reimbursement of personnel and transportation costs incurred to replace
California Fire and Rescue Mutual Aid System Agency personnel committed to extended assignments
under this Agreement. Personnel under this Agreement are to be available a minimum of seven days
excluding travel (portal to portal) before needing replacement, regardless of the number of assignments.
This exhibit lists the procedures necessary for a local jurisdiction to follow before reimbursement for
their costs will be processed for rotation of their personnel. These procedures only apply when the
emergency apparatus remains assigned to the incident but the personnel are rotated. The procedures are:
C-1 The incident commander (IC) or Mobilization (MOB) center manager to which the resources are
assigned must approve the personnel rotation and method of transportation. Such approval
should not be denied without substantial cause, (e.g., imminent planned release (24 – 36 hours))
of the resources, or a negotiated extension through the Cal OES Fire Agency Representative.
The personnel rotation and transportation plan must be coordinated through the incident, the
ordering point, agency representative, and/or the overhead responsible for the personnel to be
rotated.
C-2 The approved personnel rotation will be documented in:
C-2.1 The approved automated resource ordering and status system of record (ROSS)
The resource order will be annotated in the documentation section by the incident
indicating the date and time of personnel rotation approval. Subsequently the home
unit/filling command center will add documentation to include the following information:
2.1.a. Method/Mode, date and time of transportation.
2.1.b. An ICS General Message Form-213/Rotation Job Aid Template designed specific
for personnel rotation must be signed by the IC or MOB center manager approving
the rotation. This form shall be attached to the respective F-42 associated with the
rotation vehicle and overlapping time of personnel.
C-2.2 F-42 “Emergency Activity Record”
2.2.a. Box 12 of the original F-42 will document any personnel rotation with the date
and time of the rotation for all individuals whether or not the personnel rotation
will be reimbursed.
EXHIBIT “C”
REIMBURSEMENT FOR PERSONNEL ROTATION
Packet Pg. 159
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page C-2 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
2.2.b. ONLY when a fire agency is requesting reimbursement for an approved personnel
rotation that includes transportation cost will a new F-42 be required (Personnel
Information, Box 11 & Support Vehicle Information, Box 8 on F-42 and
referenced to the original “E” number, Box 12).
2.2.b.1 For approved personnel rotation documented only in the documentation
section, a copy of the resource order must be submitted with the F-42.
2.2.c. Invoices (F-142’s) will identify personnel involved in any rotation and will itemize
the costs of transportation for personnel rotations with support documentation.
C-2.3 ICS-214 Unit Log
2.3.a. Details of personnel rotation need to be documented (Unit Logs to be retained on
file by individual fire agency).
If both the emergency apparatus and the personnel need replacement, the resources will be released and
a new resource will be ordered.
Packet Pg. 160
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page D-1 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
It shall be the responsibility of the agency sending mutual aid resources to ensure that those resources
have adequate communications capabilities. Adequate communications capability is defined as VHF
Highband radios with a minimum of 240 channels and pre-programmed with the most current
FIRESCOPE STATEWIDE FREQUENCY CHANNEL PLAN.
Emergency apparatus used for mutual aid will have a mobile VHF Highband radio (powered by the
emergency apparatus battery and connected to an external antenna) and a minimum of one portable VHF
Highband radio. The VHF Highband portable radio should be capable of being operated by alkaline
batteries.
Strike Team/Task Force Leaders: In addition to the communications capability required for emergency
apparatus, Strike Team/Task Force Leaders are encouraged to respond with a conventional 800 MHz
radio pre-programmed with the 800 MHz mutual aid channels as identified in FIRESCOPE
STATEWIDE FREQUENCY CHANNEL PLAN.
For Narrowband Radios: On January 1, 2013, all public safety and business industrial land mobile radio
systems operating in the 150-512 MHz radio bands must cease operating using 25 kHz efficiency
technology, and begin operating using at least 12.5 kHz efficiency technology. This deadline is the result
of an FCC effort that began almost two decades ago to ensure more efficient use of the spectrum and
greater spectrum access for public safety and non-public safety users. Migration to 12.5 kHz efficiency
technology (once referred to as Refarming, but now referred to as Narrowbanding) will allow the
creation of additional channel capacity within the same radio spectrum, and support more users.
After January 1, 2013, licensees not operating at 12.5 KHz efficiency will be in violation of the
Commission's rules and could be subject to FCC enforcement action, which may include admonishment,
monetary fines, or loss of license. Agencies shall ensure that local radio channels are not utilized outside
of the agency’s licensed area of operation.
Agencies should provide a minimum of 4 hours of annual basic radio training for Division Supervisors,
Strike Team Leaders, and single resource leader positions.
EXHIBIT “D”
COMMUNICATIONS CAPABILITIES
Packet Pg. 161
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page E-1 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
The purpose of this Exhibit is to identify the minimum standards that California Fire and Rescue Mutual
Aid System Agencies should follow in regard to their use of tactical water tender, equipment, personnel,
and training standards for mutual aid and/or CFAA reimbursable responses.
The State of California or the Federal Fire Agency tactical water tender has a number of features that
enhance its capability to operate on narrow, steep or unimproved roads to allow the efficient distribution
of water. The minimum features of the tactical water tender are:
Short wheelbase
High ground clearance
High angle-of-approach & departure
Engine unit # on roof
The tactical water tender must be equipped with baffles that reduce the shifting of the water load.
The fire pump and water tank shall meet minimum capabilities for the FIRESCOPE ICS tactical
water tenders as designated in the current edition of the ICS Field Operations Guide ICS-420-1.
A portable pump, with a minimum rating of 35 GPM is desirable.
If pump and roll capability is requested, tactical water tenders should utilize a 1.5 inch hose with
a 1.5 inch combination nozzle.
If needed, 4-wheel drive must be requested
If needed, a class A foam system must be requested
Live reel hose or hose tray/basket
Hard suction hose with strainer
Soft suction hose
All hose utilized must meet or exceed USDA Specification 5100-186b. One-and-one-half inch
hoses and nozzles will have NH threads with 9 threads per inch.
Recommended Minimum Tactical Water Tender Equipment Inventory
3 inch fire hose NH Thread 300 Feet
1.5 inch fire hose NH Thread 200 Feet
Shovel 1
Adjustable hydrant wrench 2
Combination 1-1/2 inch nozzle 3
Pulaski 1
EXHIBIT “E”
ICS TACTICAL WATER TENDER, EQUIPMENT, PERSONNEL, AND TRAINING
STANDARDS FOR FIRE AND EMERGENCY ASSISTANCE
Packet Pg. 162
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page E-2 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
McLeod or combination tool 1
Spanner wrench 3
Double male, 1.5 inch NH 1
Double female, 1.5 inch NH 1
Double male, 2.5 inch NH 1
Double female, 2.5 inch NH 1
Reducer/Adapters, 2.5 inch NHF to 1.5 inch NHM 1
Fusees (case) or drip torch 1
Water, drinking 3 gallons
First Aid Kit, 5-person 1
Communications 1-mobile radio, minimum 1-portable radios (preferred 1-per assigned
personnel). **Programmed per the current edition of the FIRESCOPE
Statewide Frequency Channel Plan. Exhibit “D” identifies communications
capabilities.
Personal Protective Equipment (PPE)
Each employee responding to or engaged in fire suppression activities will use the appropriate safety
clothing and equipment. Each department is responsible for seeing that CAL/OSHA standards for safety
clothing and equipment are provided and used for wildland firefighting. Wildland fire suppression
safety clothing and equipment includes:
Safety helmet that meets the minimum standards required by California Code of Regulations
(CCR), Title 8, Section 3410.
Goggles, protection that meets the minimum requirements for design, construction and use as
required by CCR, Title 8, Sections 3382 and 3404.
Ear protection to comply with CCR, Title 8, Sections 3405 and 3410(c).
Nomex hood, shroud, or equivalent face and neck protection.
Nomex shirt
Nomex pants
Gloves, CAL/OSHA approved for wildland firefighting.
Safety work boots, heavy-duty, lace-type, with deeply lugged soles and heels, and leather tops at
least eight inches in height.
Wildland fire shelter
Packet Pg. 163
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page E-3 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Training
The State of California and Federal Fire Agencies have the expectation that when a local jurisdiction
tactical water tender arrives at an incident it can perform all of the missions that the State of California
and Federal Fire Agencies’ tactical water tenders can.
All responding personnel shall be in compliance with the current NWCG 310-1 Sub System Guide or
CICCS. Training topics include but are not limited to:
Wildland strategy & tactics Backfiring/Firing-out
Wildland fire behavior Handline construction
Wildland hose lays Structure triage
Wildland fire safety Structure defense preparation
Fireground communications Fire weather
Packet Pg. 164
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page F-1 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Hourly Rate= Depreciation + Overhead + Overhaul Labor + Overhaul Parts + Field
Labor +Field Parts + Fuel + Lube + Tires
Where:
Depreciation= (Acquisition Cost – Salvage Value) / Economic Life
Generally Acquisition Cost = (1 – [Discount % / 100]) * (List Price + Sales Tax + Freight Cost)
Hourly Overhead = Overhead / 2112 hours
Where Overhead represents annual equipment overhead costs resulting directly from equipment
ownership, the costs include such things as normal risk insurance, storage and security, inspection, and
licenses. Profit, project overhead, and general overhead costs are not included in this number. 2112
hours is an annual equipment ownership baseline.
Overhaul Labor = (Annual Overhaul Labor Hours * Mechanic’s Wage) / 2112
Overhaul Parts = Annual Overhaul Parts Cost / 2112
Field Labor = (Annual Field Repair Labor Hours * Mechanic’s Wage) / Average Annual
Use Hours
Field Parts = (Annual Field Repair Parts Cost + Miscellaneous Supply Parts Cost) /
Average Annual Use Hours
Fuel = Average Annual Fuel Cost / Average Annual Use Hours
or
Fuel = Hourly Fuel Consumption Rate * Unit Cost of Fuel
Lube = Annual Lube Cost / Average Annual Use Hours
Tires = Tire Cost / Tire Life
** You may also use FEMA’s Special Use Equipment Formula at
http://www.caloes.ca.gov/FireRescueSite/Pages/Reimbursement.aspx**
EXHIBIT “F”
FEMA EQUIPMENT RATE FORMULA
Packet Pg. 165
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page G-1 05/01/2016
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
This Exhibit applies to Cal OES and the Federal Fire Agencies only.
The California Fire and Rescue Mutual Aid System Agencies shall use the following procedures to secure
reimbursement for the provision of personnel and local government-owned emergency apparatus ordered for
use on Federal incidents outside the State of California.
Reimbursement of personnel, emergency apparatus, and support equipment will be consistent with Exhibit
“A” Reimbursement Policy and Procedures with the following exceptions:
1. Travel costs for lodging, per diem and rental vehicles for personnel shall be reimbursed at the rates
and methods established within Exhibit “H”, limited to the California State Standard Per Diem Rates
in effect at the time of the response. Lodging expense will follow the “all counties/cities located in
California” up to $90.00 per night, plus tax. Exceptions will be handled case by case with formal
documented and written approval.
2. Reimbursement for Cal OES-owned communications equipment (e.g., cell and satellite phones or air
and phone credit cards) will be at the total actual cost to the State of California.
3. Reimbursement invoices for Cal OES personnel, travel, and equipment will be on an actual cost
basis, supported by accounting records, payroll records, and/or activity cards. Invoices for Cal OES
resources should be submitted no later than 5 months after the end of the incident.
4. Invoices for Cal OES resources will include an administrative rate as determined by the State of
California under the Office of Management and Budget (OMB) Super Circular, Title 2 in the Code of
Federal Regulations (2 CFR), Subtitle A, Chapter II, part 225 (A-87).
5. Length of assignments for resources responding to incidents outside the State of California will be
consistent with the appropriate Federal Fire Agency’s policy. Conditions in Clause A -34 of Exhibit
“A” concerning minimum of seven days (elapsed time), excluding travel , will not apply to resources
responding to requests outside the State of California. Federal Fire Agency policy on the length of
an assignment outside the state is defined as the time period (days) between the first full operational
period at the first incident or reporting location on the original resource order and commencement of
return travel to the home unit. Standard assignment length is 14 days, exclusive of travel from and to
home unit. Time spent in staging and preposition status counts toward the 14 day limit, regardless of
pay status, for all personnel, including Incident Management Teams.
EXHIBIT “G”
REIMBURSEMENT POLICY AND PROCEDURES FOR OUTSIDE THE STATE OF
CALIFORNIA ASSIGNMENTS
Packet Pg. 166
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-1 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
The purpose of this exhibit is to identify allowable costs and the process for submitting such cost for in-
state travel and incident related expenses. This exhibit primarily pertains to costs associated with fuel,
food, vehicle and lodging costs as stated in Clauses A-33 and A-35 of Exhibit “A”, as well as
attributable incident expenses such as loss or damage to local agency emergency apparatus or support
equipment identified in Recital 25 of this Agreement.
In some cases, miscellaneous expenses outside of the above mentioned may be approved if the incident
finds that the expense(s) is also attributable to the incident.
In order for local agencies to be eligible for reimbursement of expenses related to this exhibit for
lodging and per diem, the approval MUST be formally documented in writing by the approving
State of California or Federal Fire Agency responsible for an incident by using a General
Message Form ICS-213 and/or provide the associated “S#” validating the expense(s) on both the
General Message Form ICS-213 and the Form F-42.
In order for local agencies to be eligible for reimbursement of expenses related to this exhibit for
all other expenses such as loss or damage, the approval MUST be formally documented in
writing by the approving State of California or Federal Fire Agency responsible for an incident
by using a General Message Form ICS-213 AND provide the associated “S#” validating the
expense(s) on both the General Message Form ICS-213 and the Form F-42.
In both cases, when the General Message Form ICS-213 is used, it must be signed by one of these three
positions: Incident Commander, Finance Section Chief or Incident Business Advisor.
NOTE: S#’s and approved General Message Form ICS-213 should ONLY be issued when the incident
cannot accommodate the expense in need, and all other options to provide the expense(s) have been
exhausted.
Approved out of pocket expense(s) must accompany the F-42 along with the formal approval on the
General Message Form ICS-213 documenting the S#, the itemized receipt(s), and the In State Travel
and Incident Related Expense Log. Receipts for meals and incidentals are not required. All other
receipts must be taped to an 8 ½ x 11 sheet of paper in date order. All sides of the receipts must be taped
and legible; photo copies are preferred.
EXHIBIT “H”
IN-STATE TRAVEL AND INCIDENT RELATED EXPENSES
Packet Pg. 167
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-2 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Rental Vehicles
This section of Exhibit “H” is to identify both allowable and non-allowable expenses when renting a
vehicle. Items listed adhere to the state rental agreement.
Items listed below are NOT allowable expenses:
Personal accident insurance, personal effects coverage or other optional coverage
No pre-payment of fuel or refueling
No payment of extension costs or late return
Airport pickups are discouraged
Airport parking fees
GPS unit
Road Side Service
Damage attributable to the incident may be local government fire agency responsibility
Items listed below are REQUIRED to secure reimbursement:
Vehicle returned with a full tank
Exit invoice
Use of economy vehicle recommended
Vehicle determination should be based on your incident position, unless you are carpooling
At time of rental you may need to make remarks on your contract that this vehicle is going to an
incident base camp and may be driven off pavement
If your agency provides a travel/expense card, rental and fuel must be paid by agency card
*All other considerations must have prior approval from the incident.*
Packet Pg. 168
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-3 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Rental vehicle reimbursement will use the state rates listed below as the maximum allowable charge:
STATE OF CALIFORNIA SHORT TERM PROGRAM RENTAL RATES TABLE
EFFECTIVE, JANUARY 1, 2017, WILL BE USED FOR A MAXIMUM AMOUNT
ALLOWABLE FOR REIMBURSEMENT.
Class Type Sample Vehicle
Daily
Rates
Weekly
Rates
Compact Nissan Versa $33.00 $132.00
Mid-Size/Intermediate Hyundai Elantra $33.00 $132.00
Standard Buick Verano $35.00 $140.00
Full Size Nissan Altima $35.00 $140.00
Hybrid Electric/Plug-In Zero Emission
Vehicle Toyota Prius $42.00 $168.00
Compact SUV Jeep Renegade $56.00 $224.00
Medium SUV Hyundai Santa Fe $88.00 $525.00
Pick Up Truck Ram 1500 $70.00 $280.00
3/4-Ton/ 1-Ton Pick Up Truck Chevy Silverado $90.00 $450.00
Mini Van
Dodge Grand
Caravan $56.00 $224.00
Mini Van (8 Passengers) Toyota Sienna $91.00 $480.00
Large Van Ford Transit Wagon $121.00 $726.00
Mini-Cargo Van Ram Promaster City $80.00 $400.00
15" Cutaway Box Van w/ramp Transit Connect $66.00 $350.00
16" Box Truck $70.00 $425.00
24" Box Truck $85.00 $500.00
26" Box Truck $100.00 $500.00
14" Stake Bed $85.00 $425.00
24" Stake Bed $100.00 $500.00
When renting a vehicle beyond four days, assigned personnel will utilize the weekly rate through the
(7) seventh day. Any days thereafter that do not constitute a week (7 days) will be considered a daily
rate.
Packet Pg. 169
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-4 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Included in State of California Program Rates-Short Term:
Unlimited mileage, Collision Damage Waiver (CDW), and
$300,000 Supplemental Liability Protection (SLP).
Drop Charges: There will be no drop charges for any vehicles that are picked up and returned at an
alternative Rental Branch location within the US with the exception of New York.
CDW for Business Rentals: Rates include full CDW (Collision Damage Waiver) with no
deductible. CDW will cover any physical damage to the vehicle that may occur during a rental and is
subject to the terms and limitations set forth in Enterprise’s standard rental contract. See additional
slide for exclusions.
SLP for Business Rentals: Rates include SLP (Supplemental Liability Protection). SLP will cover up
to $300,000 in liability claims that may occur during a rental, as the result of an accident, and is
subject to the terms and limitations set forth in Enterprise’s standard rental contract.
Damage Waiver Exclusion-Off road use:
Operation of any vehicle that was not properly designed for the intended use.
Excessive vehicle wear and tear, due to off-road operation, that may include:
Tire punctures or missing chunks of tread
Impact Damage (body panels or undercarriage) defined as follows:
Scratches larger than 2” or multiple scratches per panel penetrating the paint
Dents larger than 2” or multiple dents per panel
Impact to undercarriage that will require repair in order to maintain the drivability of
the vehicle
Rips in upholstery, missing or broken interior components
Soot, smoke or stain damage requiring professional cleaning
There are several options available to your agency and/or personnel for payment under the State of California
Contract:
Direct bill account set up by your Agency
Agency Corporate Credit Card
Agencies can use account number XZCPFIR, and renters can choose to use their own payment
method.
Rental vehicles authorized on the resource order do not need additional incident approval. The cost of
the rental vehicle, if incurred by the local agency, and the fuel purchased to operate the rental vehicle
must be submitted on the Travel and Incident Related Expense Log with receipts taped or photo copied.
Rental vehicles that are not authorized on the resource order must receive the formal written approval
from the incident as identified on page H-1 of this exhibit.
Packet Pg. 170
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-5 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Documentation Requirements for Reimbursement of Expenses
Check List:
General Message Form 213 signed by the Incident Commander, Finance Section Chief of
Business Advisor
S# documented on the General Message Form 213 and F-42
F-42
Travel and Expense Log with expense documented in date order
Receipt(s)* taped on all sides to an 8 ½ x 11 sheet of paper in date order (photocopies preferred)
*Receipt(s) for meals and incidentals are not required with the exception of an individual who is
purchasing on behalf of other response personnel. You will be required to provide a
listing/manifest/roster of personnel and agency MACS ID associated with your purchases not to
exceed the below per diem rates per meal for each person.
If renting a vehicle, must submit exit invoice.
In addition to the required S# and General Message Form 213, for loss or damage reimbursement to a
local agency emergency apparatus or support equipment:
Investigation/Incident Report
Photos if available
If costs are associated with food or lodging, the reimbursement will be limited to the California Standard
Per Diem Rates in effect at the time of response:
Breakfast - $7.00
Lunch - $11.00
Dinner - $23.00
Incidentals - $5.00 (only after the first 24 hours)
Lodging:
All Counties/Cities located in California (except as noted below):
o Actual lodging expense, supported by a receipt, up to $90 per night, plus tax.
Napa, Riverside, and Sacramento Counties:
o Actual lodging expense, supported by a receipt, up to $95 per night, plus tax.
Marin County:
o Actual lodging expense, supported by a receipt, up to $110 per night, plus tax.
Los Angeles, Orange, and Ventura Counties and Edwards AFB, excluding the city of
Santa Monica:
o Actual lodging expense, supported by a receipt, up to $120 per night, plus tax.
Packet Pg. 171
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-6 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
San Diego and Monterey County:
o Actual lodging expense, supported by a receipt, up to $125 per night, plus tax.
Alameda, San Mateo, Santa Clara Counties:
o Actual lodging expense, supported by a receipt, up to $140 per night, plus tax.
City of Santa Monica:
o Actual lodging expense, supported by a receipt, up to $150 per night, plus tax.
San Francisco
o Actual lodging expense, supported by a receipt, up to $250 per night, plus tax.
Packet Pg. 172
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page H-7 06/2017
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
Reimbursement Log at http://www.caloes.ca.gov/FireRescueSite/Pages/Reimbursement.aspx**
Packet Pg. 173
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page I-1 05/01/2016
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
1. ACTUAL HOURS shall mean on shift time which includes a specific start and ending time and
is recorded as clock hours. On shift time includes actual work, ordered standby and compensable
travel. Individuals are required to report to their designated work site as scheduled, ready and
willing to perform work safely.
2. ADMINISTRATIVE RATE shall mean a pre-established percentage charge that may be
applied by the billing agency as determined by the CFAA Committee.
3. AGENCY REPRESENTATIVE shall mean the ICS position that serves as the point of contact
for an assisting or cooperating agency that has been delegated authority to make decisions on
matters affecting that agency’s participation at the incident and reports to the Liaison Officer.
4. ANNUAL OPERATING PLAN shall mean a plan developed at the State, Geographic, or local
levels for the implementation of administrative or operational practices or concerns.
5. ASSISTANCE BY HIRE shall mean fire suppression resources needed to fill the incident order
that are to be paid for by the protecting agency.
6. BUREAU OF INDIAN AFFAIRS shall mean a federal bureau under the Department of the
Interior charged with the responsibility to provide wildland fire protection and suppression for
trust lands of federally recognized Native American Tribes.
7. CALIFORNIA FIRE AND RESCUE MUTUAL AID SYSTEM AGENCIES shall mean
agencies, departments, or institutions to which Cal OES has, through agreement, assigned
Cal OES-owned emergency apparatus; or who provide locally owned resources under provisions
of the California Fire and Rescue Mutual Aid System. These agencies may also be referenced
as, however, not be limited to, "local government" or "local agency".
8. CALIFORNIA MOBILIZATION GUIDE shall mean the interagency procedures for
requesting, documenting, and sending resources to incidents within the State of California.
EXHIBIT “I”
DEFINITIONS
Packet Pg. 174
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page I-2 05/01/2016
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
9. CALIFORNIA WILDLAND COORDINATING GROUP shall mean the executive level
interagency committee made up of representatives from the USDA Forest Service, California
Department of Forestry and Fire Protection, USDI Bureau of Land Management, USDI National
Park Service, USDI Bureau of Indian Affairs, USDI Fish and Wildlife Services, contract
counties representative, and the California Governor’s Office of Emergency Services.
10. COMPENSATE shall mean to give money in return for something such as work or payment for
something lost or damaged.
11. DEMOBILIZATION CENTER/FACILITY shall mean that location or facility established at
or near an incident for the processing of emergency apparatus and personnel prior to release to its
home base.
12. DEPARTMENT OF DEFENSE FIRE DEPARTMENT shall mean any organization managed
by the Department of Defense for preventing and putting out fires principally on military
installations.
13. EMERGENCY APPARATUS shall mean any emergency response equipment or apparatus
provided through the California Fire and Rescue Mutual Aid System.
14. EMERGENCY PERSONNEL shall mean any personnel responding on or with emergency
apparatus and requested overhead personnel.
15. FEDERAL FIRE AGENCIES shall mean the USDA Forest Service, Pacific Southwest Region;
the USDI Bureau of Land Management, California Office; the USDI National Park Service,
Pacific West Region; USDI Fish and Wildlife Service, Pacific Southwest Region, and USDI
Bureau of Indian Affairs, Pacific Region.
16. FEDERALLY RECOGNIZED TRIBE shall mean an American Indian or Alaska Native tribal
entity that is recognized as having a government-to-government relationship with the United
States, with the responsibilities, powers, limitations, and obligations attached to that designation,
and are eligible for funding and services from the Bureau of Indian Affairs.
17. GOVERNING BODY RESOLUTION (GBR) shall mean a formal declaration of the
governing body concerning a certain subject which it either cannot or does not wish to control by
ordinance.
18. HOME UNIT shall mean the geographical location an individual is normally assigned to work.
Packet Pg. 175
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page I-3 05/01/2016
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
19. INCIDENT shall mean an occurrence or event, either human-caused or natural phenomena, that
requires action by emergency service personnel to prevent or minimize loss of life or damage to
property and/or natural resources.
20. INCIDENT COMMAND SYSTEM (ICS) shall mean a standardized on-scene emergency
management concept specifically designed to allow its user(s) to adopt an integrated
organizational structure equal to the complexity and demands of single or multiple incidents,
without being hindered by jurisdictional boundaries.
21. INCIDENT COMMANDER shall mean the ICS position responsible for overall management
of the incident and reports to the agency administrator for the agency having incident
jurisdiction. This position may have one or more deputies assigned from the same agency or
from an assisting agency(s).
22. INCIDENT MANAGEMENT TEAM (IMT) shall mean the incident commander and
appropriate command and general staff assigned to an incident.
23. INTERAGENCY shall mean involvement of two or more agencies to an agreement.
24. LOCAL AGENCY shall mean any city, city and county, county, or special district.
25. LOCAL AGREEMENT shall mean a pre-defined area agreement that includes that portion of
the geographical jurisdictions of both the local reciprocal agreement signatories on which they
have historically, frequently and continuously cooperated in initial and extended attack.
26. LOCAL JURISDICTION shall mean any political subdivision of government.
27. MOBILIZATION CENTER shall mean an off-incident location at which emergency apparatus
and personnel are temporarily located pending assignment, release or reassignment.
28. MOU/MOA shall mean a memorandum of understanding or memorandum of agreement, which
is a formal business document used to outline an agreement made between two separate entities,
groups, or individuals.
29. MUTUAL AID shall mean an agreement in which two or more parties agree to furnish
resources and facilities and to render services to each party of the agreement to prevent and
combat any type of disaster or emergency.
30. NON SUPPRESSION PERSONNEL shall mean personnel who occupy a civilian position
within a fire agency.
Packet Pg. 176
Item 15
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Page I-4 05/01/2016
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
31. POLITICAL SUBDIVISION shall mean any city, city and county, county, district, or other
local governmental agency or public agency authorized by law.
32. PORTAL TO PORTAL shall mean the time of initial dispatch from home base to the time of
return to home base.
33. REIMBURSEMENT shall mean to pay someone/agency an amount equal to an amount that
agency has spent or where the agency has accrued a financial liability.
34. SALARY SURVEY refers to the form used to establish rates for reimbursement filed with Cal
OES Fire and Rescue Division.
35. STAGING AREA shall mean the location where emergency apparatus and personnel are
assigned to an incident for deployment on a three-minute availability status.
36. STRUCTURAL FIRE PROTECTION shall mean fire suppression within a structure.
37. STRUCTURE DEFENSE shall mean the protection of homes or other structures from wildland
fire before the fire reaches the structure; exterior fire protection measures.
38. SUPPLEMENTAL PERSONNEL shall mean overhead tied to a local fire department
generally by agreement who are mobilized primarily for response to incidents/wildland fires
outside of their district or mutual aid zone. They are not a permanent part of the local fire
organization and are not required to attend scheduled trainings, meetings, etc., of the department
staff.
39. SUPPRESSION PERSONNEL shall mean personnel who routinely respond to emergencies.
40. TRIBAL FIRE DEPARTMENT shall mean a tribal entity with suppression and or all-risk
response capabilities.
Packet Pg. 177
Item 15
RESOLUTION NO. 10624 (2015 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO,
CALIFORNIA, IDENTIFYING THE TERMS AND CONDITIONS FOR FIRE
DEPARTMENT RESPONSE AWAY FROM THEIR OFFICIAL DUTY STATION AND
ASSIGNED TO AN EMERGENCY INCIDENT
WHEREAS, the City of San Luis Obispo ( "City ") is a public agency located in the
County of San Luis Obispo, State of California, and
WHEREAS, it is the City's desire to provide fair and legal payment to all its employees
for time worked; and
WHEREAS, the City employs fire emergency response personnel including: Battalion
Chiefs, Fire Captains, Engineers, Firefighters; and
WHEREAS, the City and its Fire Department participates in mutual aid responses to
emergencies outside the City and County; and
WHEREAS, the City incurs staffing costs for Battalion Chiefs, Fire Captains, Engineers,
Firefighters from portal to portal when these employees are responding to a mutual aid request
for assistance; and
WHEREAS, the City will compensate its employees portal to portal while in the course
of their employment and away from their official duty station and assigned to an emergency
incident, in support of an emergency incident, or pre - positioned for emergency response; and
WHEREAS, the City will compensate its employees overtime in accordance with their
current Memorandum of Understating while in the course of their employment and away from
their official duty station and assigned to an emergency incident, in support of an emergency
incident, or pre - positioned for emergency response; and
WHEREAS, the City of San Luis Obispo will seek reimbursement for qualifying mutual
aid responses such that all City costs, including but not limited to personnel, apparatus,
equipment, and administrative costs, such that responses to reimbursement- qualifying mutual aid
responses do not have a net negative impact on the City's financial position.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
as follows:
a) Personnel shall be compensated according to Memorandum of Understanding
MOU), Personnel Rules and Regulations, and /or other directive that identifies
personnel compensation in the workplace.
R 10624
Packet Pg. 178
Item 15
Resolution No. 10624 (2015 Series)
Page 2
b) In the event a personnel classification does not have an assigned compensation rate, a
Base Rate" as set forth in an organizational policy, administrative directive or
similar document will be used to compensate such personnel.
c) The San Luis Obispo Fire Department will maintain a current salary survey or
acknowledgement of acceptance of the "Base Rate" on file with the California
Governor's Office of Emergency Services, Fire Rescue Division.
d) City Fire Department response personnel will be compensated (portal to portal)
beginning at the time of dispatch to the return to jurisdiction when equipment and
personnel are in service and available for agency response.
e) Fire Department response personnel include: Fire Chief, Deputy Fire Chief, Battalion
Chief, Fire Captain, Engineer, and Firefighter.
Upon motion of Vice Mayor Ashbaugh, seconded by Council Member Christianson, and on the
following roll call vote:
AYES: Council Members Carpenter, Christianson and Rivoire,
Vice Mayor Ashbaugh and Mayor Marx
NOES: None
ABSENT: None
The foregoing resolution was adopted this 2nd day of June 2015.
M y an Marx
ATTEST:
1-,-
nthon J.
City Clerk
Packet Pg. 179
Item 15
Resolution No. 10624 (2015 Series)
Page 3
APPROVED
rAS '
TO FORM:
1
Clvristi e Detrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ° ' ' day of z c - l s—
C-
ony J. M , ,
ity Clerk
Packet Pg. 180
Item 15