Item C32 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting ate: December 11, 2013 Division: er ency Services
Bulk Item: Yes X No Department: _EmergencyManagement
Staff Contact hone#: Irene Toner,2 9-6065
AGENDA ITEM WORDING:
Approval fora option of Memorandum of Understandingi e County and Miami-Dade
County Fair&Exposition, Inc., for the purpose of utilizinge E. Darwin Fuchs Pavilion located at the
Miami-Dade o ty Fair Expo grounds for use, as a shelter,by Monroe County evacuees and their
pets.
ITEM BACKGROUND:
In e event of a disaster that requires an evacuation of its residents, Monroe County needs a place to
shelter residents and their pets.
Miami-Dade County and Miami-Dade County Fair & Exposition, Inc., as owner and tenant
respectively of a property (the E. Darwin FuchsPavilion) located at the Miami-Dade County Fair Expo
grounds, believe that these grounds would be suitable for such a shelter.
PREVIOUS RELEVANT BOCC ACTION:
There has been no previous relevant BOCC Action relative to this item.
CONTRACT/AGREEMENT .
This is a new Memorandum of Understandingbetween i e County and Monroe County.
STAFF RECOMMENDATIONS:
Approval
COST:TOTAL None None : Yes o
DIFFERENTIAL OF LOCAL PREFERENCE: A
COST TO COUNTY:-None SOURCE OF FUNDS: -NA
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH 0 Year
APPROVED BY: County Ad. /PurchasingRisk Management C
Included Not e red „
DISPOSITION: AGENDA ITEM
Revised 7/09
COUNTYMONROE I
CONTRACT SUMMARY
Contract with: Miami Dade C Contract
... . ....� �..__� ....._........ .....��
Effective ate:
ExpirationDate: mm IT -
Contract Purpose/Description:
Approval for adoption of MemorandumUnderstanding i e County for
e purpose of utilizinge E Darwin FuchsPavilion located at the Miami Dade County
Fair Kxpo grounds for use, as a shelter,by Monroe County evacuees and their gets.
ContractManager: J colt 1 1
-11.........I I..,...,,....I.............._ .,.................. �..�,....... ,,,.
(Name) (Ext.) (Department/Stop#)
for eet' oAmenda Deadline:
CONTRACT
Total Dollar Value of Contract: et Year Portion:
...............................
Budgeted?Yes o Account es: - -Grant: -
- - -County
ADDITIONAL
Estimated o' Costs: _/ For:
of included in dollar value above) (eg.rnainien ','-util—ities,—j-a-"'ni—torni—aI,sal es,etc.CONTRACT REVIEW
Changes ate Out
Date In Needed ,R vi er
Division Director Yes o
Risk Management Yes❑No
-
O.M.B./Purchasing 40 Yes[]No
County Attorney � "Z Yes❑No w ® 11 I - 1
Comments:
OMB Form vise 2/ 7/ 1 MCP#2
MEMORANDUM OF UNDERSTANDING
THUS MEMORANDUM OF UNDERSTANDING is entered into this__day of3013, bvand
between Monroe County,a political subdivision of the State of Florida, bx and through its Board of
County Commissioners; Miami-Dade County,a political subdivision of the State of Florida, hyand
through its Board of County Commissioners;and Miami-Dade County Fair 0i Exposition, |nc, eprivate
non-profit corporation organized and doing business in the State ofFlorida.
WHEREAS:
1. Monroe County needs a place to shelter pets and their owners in the event of a disaster that
requires anevacuation of its residents;and
2. Miami-Dade County and Miami-Dade County Fair&Exposition, Inc. are the owner and tenant
respectively of a property(the E. Darwin Fuchs Pavilion) located at the Miami-Dade County Fair Expo
grounds that the parties believe would be suitable for such a shelter,and have offered to make the
Pavilion available for use under the terms and conditions set forth below.
NOW THEREFORE,the parties hereto agree asfollows.
RECITALS
THE PARTIES
1. Miami-Dade County(Kx|AK4|-DADECOUNTY),a political subdivision nf the State of Florida, isthe
owner of the real property with a street address of109D1SVV24 St, Miami, FL331G5,commonly known
as the Miami-Dade County Fair Expo(the "Prenmises°). The E. Darwin Fuchs Pavilion is one ofthe
buildings at the Premises.
3. Miami-Dade County Fair&Exposition, Inc. ("FAIR"), is a private non-profit corporation organized
under Section 501(c)(3)of the Internal Revenue Code and Chapter 616, Florida Statutes,and isatenant
of the Premises under that certain amended and restated lease agreement dated August 1, 1995,as
amended from time totime.
3. Monroe County(MONROE COUNTY),a non-charter county,is a political subdivision of the State
of Florida. Monroe County Emergency Management isa department within Monroe County.
RECITALS
MISSION STATEMENT:
This is a working document which is intended to facilitate multi-agency sheltering coordination efforts
on behalf of the out of county evacuation populations ofMonroe County under the following condition:
When a Local State ofEmergency is declared for Monroe County,the E Darwin Fuchs Pavilion shall be
used,aoashelter,for MONROECOUNTY'S evacuees travelling with their owned pets. Monroe County
residents traveling without pets will bedirected,by Monroe County,to a separate facility designated as
a Hurricane Evacuation Center(HEQmrShelter.
When a Local State of Emergency is declared and an evacuation ordered solely by Monroe County,
MIAMI-DADE COUNTY's and the FAIR's assistance,as outlined in this Agreement,will be necessary.
When a Local State of Emergency is declared and evacuations ordered by both Monroe County and
Miami-Dade County,this facility may be jointly utilized for the same sheltering purposes, by both Miami-
Dade and Monroe Counties;with Miami-Dade County taking the lead in its management and
coordination.
This document may be amended at any time in writing,as agreed to by all parties,on an as needed basis
provided that adequate notice(at least 90 days)is given to allow for input by all parties.
PET FRIENDLY EVACUATION CENTER:
The E. Darwin Fuchs Pavilion, located on the grounds of the Miami-Dade County Fair& Exposition,at
10901SW 24th Street, Miami, is a site capable of supporting the sheltering of Monroe County's
evacuating household pets and their owners.
The Code Plus(170 mph) rated facility allows space for up to 150 animals and up to 350 humans to be
jointly housed in the pavilion's 49,OOO-square foot area.
GENERAL POPULATION CONSIDERATIONS:
In the event the E. Darwin Fuchs Pavilion may be needed for general population sheltering,when no
other options are available to Monroe County,the facility may be utilized as an evacuation center.
Communications,staffing, payments&invoicing and responsibilities,with the exception of Miami-Dade
Animal Services Department,will remain the same asdescribed herein.
COMMUNICATIONS:
When threatened by a Category 3,or above,tropical cyclone, Monroe County Emergency Management,
under the auspices of the Monroe County Comprehensive Emergency Management Plan, requires the
evacuation of all Monroe County residents bm the mainland. The Pet Evacuation and Transportation
Standards Act of 2006(H.R. 3858) has mandated that such evacuation plans"take into account the
needs of individuals with household pets and service animals prior to,during, and following omajor
disaster or emergency."The E. Darwin Fuchs Pavilion may be designated as an out-of-county Pet
Friendly Evacuation Center(PFEQ for Monroe County residents.When Tropical Storm Force Winds are
anticipated to impact the Florida Keys within 72 hours, Monroe County Emergency Management shall
initiate and manage at least daily conference calls to include the Monroe County Shelter Manager,
Florida Division of Emergency Management, Miami-Dade County Office of Emergency Management and
Miami-Dade County Animal Services Department.These calls will continue until a determination has
been made that the use of PFEC will not be necessary,and/or the PFEC has been closed.
Additionally, notification will be made to the designated Points of Contact, no less than 4 hours prior to
the anticipated issuance of an out-of-county evacuation order,through direct telephone
communication.
Any official request for use of the E. Darwin Fuchs Pavilion for MONROE COUNTY sheltering use,
pursuant to this Agreement,shall be made to the Director of Miami-Dade County's Office of Emergency
Management. Upon evaluation of the request, Monroe County Emergency Management shall enter the
request for mutual aid support into the Florida Division of Emergency Management's resource request
tracking system (currently: EM Constellation).
Points of Contact:
• Miami-Dade County Animal Services Department
Alex, Mufioz, Director
A 13 1 �a Wade gL)y
M _( m nn-------__,
0: (305)418-7128-C:(786) 295-5402
• Miami-Dade County Office of Emergency Management
Curt Sommerhoff, Director
CWt.SOMmerhoff @!jj�wnWa!k.gqy
0: (305)468-5403-C: (786)863-9350
• Miami-Dade County Office of Emergency Management
Loubert"Lou"Alexis, Emergency Management Coordinator
l:l [,t.,,alo�n[�,&pja ni Wa d e,,gpy
0: (305)468-5427-C:(305)496-5179
• Miami-Dade County Animal Services Department
Virginia Diaz, Chief,Administrative Services&Collections
±rO az L�,pagicja d e_..goy
0: (305)418-7151-C:(305) 219-1117
• Monroe County Emergency Management
Irene Toner, Director
'rw I ig,-lreri�e� 2 9 lggggg 9 bLft jm
0: (305) 289-6065-C: (305) 797-1305
Monroe County Emergency Management
John Scott,Shelter Manager
0: (305) 289-6012-C:(305)797-1167
• Miami-Dade County Fair&Exposition, Inc,
Jay Baum,Senior Vice President
&Ljurn@fg�r x corn
2 In.,..D I
0: (786)315-5118-C:(786)586-8800
• Miami-Dade County Fair& Exposition, Inc.
Julio Ramos,V.P.of Operations
w we Lj faJ r Ul?2, Q!j!
0: (786)-315-5357—C: (786)586-8801
All parties will provide updated contact information by April 30 of each year. Such contacts lists will be
distributed by Monroe County Emergency Management.
EXPENDITURES:
Miami-Dade County Animal Services Department and the FAIR,shall ensure that all expenses incurred,
as related to the activation of E. Darwin Fuchs Pavilion as a FEC,are accurate and verified by proper
documentation (e.g., invoices, payroll records,etc.) in line with the Statewide Mutual Aid Agreement.
Documentation will be provided within 45-days of the facility's demobilization to Monroe County
Emergency Management,for the processing of payment to the affected parties.
Payment shall be made in accordance with the Florida Local Government Prompt Payment Act.
Payment or Invoicing is to be directed to the following entities:
• Miami-Dade County Animal Services Department
Budget& Finance
7401 NW 74 Street
Miami, FL 33166
Attention:Virginia C. Diaz
• Monroe County Emergency Management Department
490 63rd Street,Ocean
Suite#150
Marathon, FL 33050
Attention: Director Irene Toner
• Miami-Dade County Fair and Exposition
10901 Coral Way
Miami, FL 33165
Attention:Senior Vice President Jay Baum
DEMOBILIZATION:
Within 4 hours after departure of the last shelter client,the Monroe County Shelter Manager, Miami-
Dade County Animal Services Department designee,and the FAIR designee shall meet at the E. Darwin
Fuchs Pavilion to conduct a walk-through to review the condition of all utilized shelter areas. Any
damage observed will be noted on the Preliminary Damage Assessment Form (Appendix A).
AFTER ACTION REPORTING:
Within of the demobilization of the E. Darwin Fuchs Pavilion,all participating entities will meet
10 discuss the recent event, in order to prepare an After Action Report.
AGENCY RESPONSIBILITIES:
Management:Miami-Dade County Office of Emergenqj
(1) Review requests for use of the E' Darwin Fuchs Pavilion as entered into the State~stracking
syotenm, EM Constellation,following direct notification by Monroe County Emergency Management.
(2) Support the Miami-Dade County Animal Services Department in their actions,as specified in this
agreement,to aid Monroe County pet sheltering operations.
Monroe County Emergency Management Department:
(l) Notify the parties of the intent to utilize the E. Darwin Fuchs Pavilion for pet sheltering when
discussions regarding evacuation pet sheltering are occurring and/or as soon asa decision toevacuate
to Miami-Dade County ismade.
(2) Coordinate with the Miami-Dade County's Office of Emergency Management,any press releases
related to sheltering for Monroe County residents with pets,evacuating to Miami-Dade County; prior to
their release and dissemination.
(3) Provide adequate Monroe County staff and/or volunteers to fully manage and operate both the
Monroe County evacuee(human and pet) portions of the shelter.Adequate staffing shall ataminimum
include: 1 Shelter Manager,and 5 operational/support staff, per shift,24 hours per day; beginning at
least four(4) hours prior tm the she|ter'sopening.
/4\ Coordinate with the American Red Cross South Florida Region,72 hours in advance of the
possible shelter opening for feeding the evacuees/hunman\'
(5) Coordinate all press releases, and pet registration information,through the Monroe County
Emergency Operations Center and the Monroe County VVeboite.
(6) Provide a list of pre-registered pets to the Miami-Dade County Animal Services Department in
order tn adequately prepare them for the number mfexpected animals and potential supplies needed.
(7) Coordinate,through the Miami-Dade Countys Office of Emergency Management,the
mobilization and demobilization nf the E. Darwin Fuchs Pavilion.
/8\ Maintain Monroe County representative on-site until all evacuees and pets have left the E.
Darwin Fuchs Pavilion,all sheltering resources have been removed from site, and walk-thru/closure has
been completed tothe satisfaction mf the FAIR.
(9) In concert with the FAIR,the Miami-Dade County Animal Services Department,and the Monroe
County Shelter Manager and staff,will secure the closure of the E. Darwin Fuchs Pavilion facility.
(10) Reimburse MIAMI-DADE COUNTY,for all services in support of Monroe County PFEC efforts.
Reimbursement to MIAMI-DADE COUNTY shall be made in accordance with Florida Local Governments
Prompt Payment Act.
(11) Reimburse the FAIR,for use of the E. Darwin Fuchs Pavilion facility and its associated expenses.
Reimbursement to the Fair shall be made in accordance with Florida Local Governments Prompt
Payment Act.
(12) Monroe County agrees to promptly reimburse MIAMI-DADE COUNTY and the FAIR for any
damage to its facilities and/or equipment caused by the implementation of the services covered under
this Memorandum of Understanding in accordance with Florida Local Governments Prompt Payment
Act.
Miami-Dade County Animal Service Department Responsibilities during Dual Activation:
(1) Provide adequate staff and support necessary to operate the PFEC as outlined in the Miami-
Dade County's PFEC Standard Operating Procedures.
(2) Within 45 days of de-activation, provide the Monroe County Emergency Management with all
necessary documentation within their possession,or control,to enable MIAMI-DADE COUNTY to be
reimbursed for expenditures directly related to the care and support of MONROE COUNTY's portion of
the joint PFEC.All documents will be submitted in the standard format in line with the State Wide
Mutual Aid Agreement.
Miami-Dade County Animal Service Department Responsibilities during Monroe County only
activation:
(1) Provide a pet shelter liaison 24 hours a day familiar with the E. Darwin Fuchs Pavilion
infrastructure to assist with setup, closure,and any logistical needs of the pet portion of the shelter.
(2) Coordinate with the Fair for the provision of assigned and designated parking areas.
(3) Provide necessary supplies to operate the pet portion of the shelter,such as pet food, pet
carriers,crates,and related equipment.
(4) Within 45 days of de-activation, provide the Monroe County Emergency Management with all
necessary documentation within their possession,or control,to enable the Miami-Dade County Animal
Services Department to be fully reimbursed for said expenditures.All documents will be submitted in
the standard format in line with the State Wide Mutual Aid Agreement.
Miami-Dade County Fair&Exposition,Inc.Responsibilities:
(1) Access and deploy the necessary resources required to address,and correct,any maintenance
or infrastructure challenges as may occur during the sheltering mobilization.
(2) Make accessible a landline and fax/copy machine,and internet capabilities as may exist.
(3) Provide for cleanup/trash removal after all resources have been removed from facility.
(4) Within 45 days of de-activation, provide the Monroe County Emergency Management with all
necessary documentation within their possession,or control,to enable the Miami-Dade County Fair&
Exposition, Inc.to be fully reimbursed for said expenditures.All documents will be submitted in the
standard format in line with the State Wide Mutual Aid Agreement.
IN WITNESS WHEREOF,the parties hereto have caused these presents to be executed on the
day of 2013.
(SEAL) Board of County Commissioners of Monroe County
Attest:Amy Heavilin,Clerk
Deputy Clerk Mayor/Chairman
Miami-Dade County MON ROE COUNTY ATTORNEY
A11RM0 V RK
YIq
TH A
By "rY ATTORNEY
Mayor fade2-013
.. ................
Miami-Dade County Fair&Exposition, Inc.
By
Robert P. Hohenstein, President/Chief Executive Officer