HomeMy WebLinkAbout2019-08-27; City Council; ; Compensation for additional emergency Fire Department personnel on a portal to portal basis to include two new position titles of Assistant Fire Chief and Assistant FireCA Review i.,vv
(i) S~~fi R~port
Meeting Date:
To:
From:
Staff Contact:
Subject:
August 27, 2019
Mayor and City Council
Scott Chadwick, City Manager
Michael Calderwood, Fire Chief
760-931-2141
Compensation for additional emergency Fire Department personnel on a
portal to portal basis to include two new position titles of Assistant Fire
Chief and Assistant Fire Marshal
Recommended Action
Adopt a Resolution agreeing to compensate additional emergency Fire Department personnel
on a portal to portal basis.
Executive Summary
The State of California Office of Emergency Services (CAL OES) serves as the broker between
local government fire departments and the requesting state and federal agencies for mutual aid
responses. Financial reimbursement for the local government fire department's mutual aid
responses are set forth in the 2015 California Fire Assistance Agreement (CFAA). The 2015 CFAA
requires participating fire departments to have a document on file with CAL OES as well as
internally that describes the wages and benefits of all employee classifications that will respond
to a mutual aid incident. In 2015, the City Council adopted Resolution No. 2015-126 to satisfy
this requirement. In 2018, the city created two new positions in the Fire Department, assistant
fire chief and assistant fire marshal that were not outlined in the original portal to portal
resolution. The attached resolution adds the two new positions to the documents the city has
on file with CAL OES so as to ensure the city will get reimbursed if these two new positions are
called upon to render service under the 2015 CFAA.
Discussion
Carlsbad Fire Department has in its employ, fire department response personnel including: fire
chief, assistant fire chief, division chief, battalion chief, fire captain, fire engineer,
paramedic/firefighter, fire prevention specialist 1, fire prevention specialist 2, assistant fire
marshal, and fire marshal. Further, the City of Carlsbad compensates its employees' overtime in
accordance with their current Memorandum of Understanding (MOU) or the Management
Compensation and Benefits Plan while in the course of their employment. Course of
employment includes when said employees are away from their official duty station and
assigned to mutual aid responses. The Carlsbad Fire Department assigns personnel to assist
with wild land fire incidents and other emergency incidents through the State Master Mutual
Aid Plan, under the CFAA.
August 27, 2019 Item #1 Page 1 of 56
In the past, the Carlsbad Fire Department personnel have been paid on a portal-to-portal basis;
i.e. from the time of departure until the time returned to the official duty fire station. The City
of Carlsbad has historically been reimbursed on a portal-to-portal basis at an overtime (time
and one-half) rate, thereby defraying the cost of backfilling the position of the employee(s)
responding out of district to the emergency incident. In order to be in compliance with the
2015 CFAA, and to ensure the City of Carlsbad receives compensation for actual hours worked
from the time of departure until the time returned to the official duty fire station, all California
fire agencies that participate in out of county mutual aid are encouraged to adopt resolutions in
order to ensure proper payment. The attached resolution confirms that the City of Carlsbad
emergency personnel assigned to an emergency incident, including the two new positions that
came into existence after the adoption of the 2015 CFAA, are compensated on a portal to
portal basis.
Fiscal Analysis
There is no fiscal impact since the City of Carlsbad is reimbursed for those hours while assigned
to an emergency incident.
Next Steps
After adoption of the resolution, city staff will forward a copy of the resolution and any other
necessary documentation to CAL OES.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the environment,
and, therefore, does not require environmental review.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. City Council Resolution
2. Original AB No. 21,974 with Resolution No. 2015-126
August 27, 2019 Item #1 Page 2 of 56
RESOLUTION NO. 2019-147
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AGREEING TO COMPENSATE EMERGENCY PERSONNEL ON A
PORTAL-TO-PORTAL BASIS
WHEREAS, the City of Carlsbad Fire Department is a public agency located in the County of San
Diego, State of California; and
WHEREAS, through the California Fire and Rescue Mutual Aid System and under the provision
of the California Fire Assistance Agreement (CFAA), California Department of Forestry and Fire
Protection (CAL FIRE), federal fire agencies or other fire agencies, Carlsbad Fire Department personnel
can be assigned to locations throughout California in the event of a local, State, or federal emergency;
and
WHEREAS, the City of Carlsbad has in its employ, fire department response personnel including,
Fire Chief, Assistant Fire Chief, Division Chief, Battalion Chief, Fire Captain, Fire Engineer,
Paramedic/Firefighter, Fire Marshal, Assistant Fire Marshal, Fire Prevention Specialist 1, Fire
Prevention Specialist 2, and it is the City of Carlsbad's desire to provide fair and legal payment to all its
employees for time worked; and
WHEREAS, the City of Carlsbad will compensate its employees portal-to-portal while in the
course of their employment and away from their official duty fire station and assigned to an emergency
incident, in support of an emergency incident, or pre-positioned for emergency response; and
WHEREAS, the City of Carlsbad will compensate its employees' overtime in accordance with
their current Memorandum of Understanding (MOU) or the Management Compensation and Benefits
Plan while in the course of their employment and away from their official duty fire station and assigned
to an emergency incident, in support of an emergency incident, or pre-positioned for emergency
response with another agency under the CFAA; and
WHEREAS, the Carlsbad Fire Department adheres to the CFAA for reimbursement of costs
associated with out of the county mutual aid responses; and
WHEREAS, the new CFAA establishes guidelines to follow to ensure adequate and accurate
reimbursement for mutual aid responses; and
WHEREAS, the Carlsbad Fire Department will follow the CFAA established guidelines.
August 27, 2019 Item #1 Page 3 of 56
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows that:
1.
2.
The above recitations are true and correct and incorporated herein.
Personnel shall be compensated according to the MOU, Personnel Rules and
Regulations, and/or another directive that identifies personnel compensation in the
workplace.
3. 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 compensate such personnel.
4. The Carlsbad 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.
5. 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.
6. Fire department response personnel include Fire Chief, Assistant Fire Chief, Division
Chief, Battalion Chief, Fire Captain, Fire Engineer, Paramedic/Firefighter, Fire Marshal,
Assistant Fire Marshal, Fire Prevention Specialist 1, and Fire Prevention Specialist 2.
7. Carlsbad Fire Department will follow the new CFAA guidelines to ensure adequate and
accurate reimbursement for mutual aid responses.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 27th day of August 2019, by the following vote, to wit:
AYES: Hall, Bhat-Patel, Blackburn, Schumacher, Hamilton.
NAYS: None.
ABSENT: None.
August 27, 2019 Item #1 Page 4 of 56
CITY OF CARLSBAD - AGENDA BILL
AB# 21.974
DATE 05/19/15
DEPT. Fire
ADOPT RESOLUTION AGREEING TO COMPENSATE
EMERGENCY PERSONNEL ON A PORTAL TO PORTAL BASIS
RECOMMENDED ACTION:
Adopt Resolution No.
portal basis
2015-126 agreeing to compensate emergency personnel on a portal to
ITEM EXPLANATION:
The State of California Office of Emergency Services (CAL OES) serves as the broker between local
government fire departments and the requesting state and federal agencies for mutual aid responses.
Financial reimbursement for the local government fire department's mutual aid responses are set forth
in the 2015 California Fire Assistance Agreement (CFAA). The 2015 CFAA requires participating fire
departments to have a document on file with CAL OES as well as internally that describes the wages and
benefits of all employ classifications that will respond to a mutual aid incident.
Carlsbad Fire Department has in its employ, fire department response personnel including: Fire Chief,
Division Chief, Battalion Chief, Fire Captain, Fire Engineer, Firefighter/Paramedic, Fire Prevention
Specialist, Deputy Fire Marshal, and Fire Marshal. Further, City of Carlsbad compensates its employees'
overtime in accordance with their current Memorandum of Understanding (MOU) or the Management
Compensation and Benefits Plan while in the course of their employment. Course of employment
includes when said employees are away from their official duty station and assigned to mutual aid
responses.
The Carlsbad Fire Department assigns personnel to assist with wildland fire incidents and other
emergency incidents through the State Master Mutual Aid Plan, under the CFAA. In the past, Carlsbad
Fire Department personnel have been paid on a portal-to-portal basis; i.e. from the time of departure
until the time returned to the official duty fire station. The City of Carlsbad has historically been
reimbursed on a portal-to-portal basis at an overtime (time and one-half) rate, thereby defraying the
cost of backfilling the position of the employee(s) responding out of district to the emergency incident.
In order to be in compliance with the 2015 CFAA, and to ensure the City of Carlsbad receives
compensation for actual hours worked from the time of departure until the time returned to the official
duty fire station, all California fire agencies that participate in out of county mutual aid are encouraged
to adopt resolutions in order to ensure proper payment. The attached resolution confirms that the City
of Carlsbad emergency personnel assigned to an emergency incident are compensated on a portal to
portal basis.
DEPARTMENT CONTACT: Mike Lopez 760-931-2141 mike.lopez@carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED
•
CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER - SEE MINUTES •
AMENDED • REPORT RECEIVED •
Exhibit 2
August 27, 2019 Item #1 Page 5 of 56
FISCAL IMPACT:
There is no fiscal impact since the City of Carlsbad is reimbursed for those hours while assigned to an
emergency incident.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code Section 21065, this request does not constitute a "project" within the
meaning of CEQA in that it has no potential to cause either a direct physical change in the environment,
or a reasonably foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
EXHIBITS:
1. Resolution No. 2015-126
2. California Fire Assistance Agreement (CFAA)
August 27, 2019 Item #1 Page 6 of 56
EXHIBIT 1
1 RESOLUTION NO. 2015-126
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AGREEING TO COMPENSATE EMERGENCY
PERSONNEL ON A PORTAL TO PORTAL BASIS
9
10
11
12
13
WHEREAS, the City of Carlsbad Fire Department is a public agency located in the County
of San Diego, State of California; and
7 WHEREAS, through the California Fire and Rescue Mutual Aid System and under the
8 provision of the California Fire Assistance Agreement (CFAA), California Department of Forestry
and Fire Protection (CAL FIRE), federal fire agencies or other fire agencies, Carlsbad Fire
Department personnel can be assigned to locations throughout California in the event of a
local. State, or federal emergency; and
WHEREAS, the City of Carlsbad has in its employ, fire department response personnel
14 including. Fire Chief, Division Chief, Battalion Chief, Fire Captain, Fire Engineer,
15 Firefighter/Paramedic, Fire Prevention Specialist, Deputy Fire Marshal, and Fire Marshal, and it
is the City of Carlsbad's desire to provide fair and legal payment to all its employees for time
17
worked; and
18
WHEREAS, the City of Carlsbad will compensate its employees portal-to-portal while in
2Q the course of their employment and away from their official duty fire station and assigned to an
21 emergency incident, in support of an emergency incident, or pre-positioned for emergency
22 response; and
WHEREAS the City of Carlsbad will compensate its employees overtime in accordance
with their current Memorandum of Understanding (MOU) or the Management Compensation
and Benefits Plan while in the course of their employment and away from their official duty
23
24
25
26
27
28 August 27, 2019 Item #1 Page 7 of 56
1 station and assigned to an emergency incident, in support of an emergency incident, or pre-
2 positioned for emergency response with another agency under the CFAA; and
3
WHEREAS, the Carlsbad Fire Department adheres to the CFAA for reimbursement of
4
costs associated with out of county mutual aid responses; and
5
, WHEREAS, the CFAA has recently been revised with a new agreement being 6
7 implemented in advance of the 2015 fire season; and
8 WHEREAS, the new CFAA establishes guidelines to follow to ensure adequate and
accurate reimbursement for mutual aid responses; and
WHEREAS, Carlsbad Fire Department will follow the new CFAA established guidelines.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows that:
9
10
11
12
13
14 1. The above recitations are true, correct, and incorporated herein.
15 2. Personnel shall be compensated according to the MOU, Personnel Rules and
Regulations, and/or another directive that identifies personnel compensation in the
workplace.
3. In the event a personnel classification does not have an assigned compensation
16
17
18
19
2Q rate, a "base rate" as set forth in an organizational policy, administrative directive or
21 similar document will to compensate such personnel.
22 4. The Carlsbad Fire Department will maintain a current salary survey or
23 „
acknowledgement of acceptance of the "base rate" on file with the California
24
Governor's Office of Emergency Services, Fire Rescue Division.
25
26
27
28 4 August 27, 2019 Item #1 Page 8 of 56
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5. 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.
6. Fire department response personnel include: Fire Chief, Division Chief, Battalion
Chief, Fire Captain, Fire Engineer, Firefighter/Paramedic, Fire Prevention Specialist,
Deputy Fire Marshal, and Fire Marshal.
7. Carlsbad Fire Department will follow the new CFAA guidelines to ensure
adequate and accurate reimbursement for mutual aid responses.
5 August 27, 2019 Item #1 Page 9 of 56
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 19th day of May 2015, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Blackburn, Schumacher, Wood, Packard.
None.
ABSENT: None.
va. MATT HALL, Mayor
ATTEST:
BARBARA ENGlLESpN, City Clerk
(SEAL) _^^,„.„
August 27, 2019 Item #1 Page 10 of 56
EXHIBIT 2
Cal OES# 6051-4
CAL F1RE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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
THIS AGREEMENT made and entered into on last date signed by and between the State of Califomia,
Govemor's Office of Emergency Services, hereinafter referred to as Cal OES; the State of Califomia,
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), Califomia 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 Califomia 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
Page 1
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
August 27, 2019 Item #1 Page 11 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Califomia 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 Califomia 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 pmdent 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 govemment 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
Califomia 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
Califomia Fire and Rescue Mutual Aid System, a local agency may utilize this Agreement as the
fiscal authority for reimbursing other local agencies; and
Page 2
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 ^
August 27, 2019 Item #1 Page 12 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Califomia 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 Chiefs 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 govemment fire agencies in
Califomia: one from Northem Califomia, one from Southem Califomia, and one representing
volunteer fire departments. The local govemment agency representatives shall be appointed by
the Chairperson of the State of Califomia 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, Persoimel
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 Govemment Fire and Emergency Assistance to the State of Califomia 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
Page 3
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 ^
August 27, 2019 Item #1 Page 13 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA1510Q2
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Califomia 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 Califomia 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.
Page 4
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 / O
August 27, 2019 Item #1 Page 14 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-0Q2
BIA# A15ACPRO01
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 Califomia Fire and Rescue Mutual Aid
System. Resources ordered pursuant to this Agreement will be processed through the Califomia
Fire and Rescue Mutual Aid System. Cal OES will fill these orders by following the procedures
set forth in the Califomia 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 mles found at Califomia 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.
Page 5
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 ^ j
August 27, 2019 Item #1 Page 15 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Califomia Fire and Rescue
Mutual Aid System Agencies providing resources through the Califomia 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.
Page 6
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
August 27, 2019 Item #1 Page 16 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Claims Dispute Resolution
28. Should a Califomia 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 Govemment Claims Board
630 "K" Street
Sacramento, CA 95814
28.2 U. S. Forest Service Incidents:
Albuquerque Service Center
Claims Management
10IB 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
Page 7
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 /3
August 27, 2019 Item #1 Page 17 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Examination and Audit
29. Califomia 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 Califomia in any contract or other obligation for the
fiiture 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.).
Page 8
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 14 August 27, 2019 Item #1 Page 18 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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-l 1052012-150, NPS# H807507003, BLM# BAA081002, F«feWS#
802233-9-JOOl, BIA# AGP000768), between the State of Cahfomia, Emergency Management
Agency; State of Califomia, Department of Forestry and Fire Protection; USDA Forest Service,
Pacific Southwest Region; USDI Bureau of Land Management, Califomia 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.
Page 9
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 15
August 27, 2019 Item #1 Page 19 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS#
BLM#_
FWS#_
BIA#
P14AC01610
BAA151002
FFF300008-15-0Q2
A15ACPRO01
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:
DIRECTOR
STATE OF CALIFORNIA
DEPARTMENT OF FORESTRY
AND FIRE BROOTECTION
By. Kai Pimlott
Director
Date:. 8
REGIONAL FORESTER
USDA FOREST SERVICE
mC SOUTHWEST REGION
Randy Moore By;
Regional Forester
Date: <-g^ts--//H
REGIONAL DIRECTOR
USDI NATIONAL PARK SERVICE
PACIFIC WEST REGION
y: Chris
Regional Directoi
Date: f^//^//4
REGIONAL DIRECTOR
USDI FISH AND WILDLIFE SERVICE
PACIFKI&OUTHWEST RjE
# By:
T Regional Director
Ren Lohoefener
Date:
CALIFORNIA STATE DIRECTOR
USDI BUREAU OF LAND
MANAGEMENT
CALIFORNIA STATE OFFICE
iy. James Keama
Califtrtwa State Director
Date:
REGIONAL DIRECTOR
USDI BUREAU OF INDIAN AFFAIRS
PACIFIC REGIONAL OFFICE
By: A^ Dutschke
Regional Director
Date:
Page 10
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 lie
August 27, 2019 Item #1 Page 20 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS#
BLM#_
FWS#_
BIA#
P14AC01610
BAA151002
FFF300008-15-002
A15ACPRO01
REVIEW:
The authority and format of this instmment has
following individuals:
CONTRACTING OFFICER
USDI BUREAU OF LAND
MANAGEMENT
CALIFORNL\ STATE OFFICE
By: Traci D. Thaler
Contracting Officer
Date: (date signed above)
CONTRACTING OFFICER
USDI NATlONAl/f ARK SERVICE
By: / Leo Guillory
Contracting Officer /
Date:
GRANTS & AGREEMENTS SPECIALIST
USDA FOREST SERVICE
PACIHC50UTHWEST REGION
By: Constance Zipoefer
Grants and Agreemen^Specialist
Date
been reviewed and approved for signature by the
CONTRACTING OFFICER
USDI BUREAU OF INDIAN AFFAIRS
PACIFIC REGIONAL OFFICE
By: Jodi Zachary
Contracting Officer
Date:
achary ( I
CONTRACTING OFFICER
USDI FISH AND WELDLIFB SERVICB
REGI<^ 1/REGION 8 .
By: Alice Garrett
Contracting Officer
Date
Page 11
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 17 August 27, 2019 Item #1 Page 21 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPROQ1
EXHIBIT "A"
REIMBURSEMENT POLICY AND PROCEDURES
GENERAL
A-1. It is the intent of the signatories to the CFAA to compensate Califomia Fire and Rescue Mutual
Aid System Agencies for the cost of assisting the State of Califomia and the Federal Fire
Agencies. The rates, methodologies, and formulas in the Agreement are intended to provide for
such costs. The compensation shall be consistent with the Califomia Fire and Rescue Mutual Aid
System Agency's normal intemal business practices and any existing memorandum of
understanding (MOU)/memorandum of Agreement (MO A), goveming body resolution, or
equivalent, which supports those business practices.
A-2. The Califomia Fire and Rescue Mutual Aid System Agencies shall use the following procedures
to secure reimbursement for the provision of personnel and local govemment-ovmed emergency
apparatus. Terms established in this section shall be made binding upon Califomia 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. Califomia Fire and Rescue Mutual Aid System Agencies that provide their persormel and
equipment to the State of Califomia or the Federal Fire Agencies through the Califomia 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 Califomia Fire and Rescue Mutual Aid System Agency
providing personnel or Califomia 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 Califomia 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 will reimburse
from time of dispatch. If the duration of the response exceeds 12 hours and local agencies have
an existing MOU/MOA, goveming body resolution, or equivalent that indicates compensation
for all hours worked, reimbursement for persormel and emergency apparatus shall cover the
Page A-1 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 22 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
entire time of commitment, beginning at the time of initial dispatch from home base, to the time
of retum to home base. If local agencies do not have an existing MOU/MOA, goveming body
resolution, 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 stated above is cumulative, responding personnel and/or
emergency apparatus shall only be subject to one 12 hour period from the original time of
dispatch, regardless of the number of re-assignments that may occur prior to retuming to their
home base.
A-6. In some cases on a single incident, the State of Califomia and the Federal Fire Agencies may
need to convert resources that were ordered under Statewide Master Mutual Aid (MMA) to
reimburse resources under the Califomia Fire Assistance Agreement. In these cases, MMA
resources will be released by the responsible agency and reordered by the State of Califomia
and/or the Federal Fire Agencies through the CFAA. For resources that have been on the same
incident for more than 12-hours, reimbursement will begin at the time the order under the
Califomia Fire Assistance Agreement was initiated. Resources that have been on the same
incident under MMA for 12-hours or less will have their time applied to the Califomia Fire
Assistance Agreement 12-hour minimum. After the 12-hours are completed, reimbursement will
begin at the time the order under the Califomia Fire Assistance Agreement was initiated. The
12-hour period shall be subject to annual review and monitoring by the Califomia Fire
Assistance Agreement Committee.
A-7. An Administrative Rate will be added to the total of the personnel, fire engine, support
equipment, and other approved reimbursements for local govemment. The Base Administrative
Rate is set annually by the Committee per the rate letter published at the time of dispatch, unless
the Califomia Fire and Rescue Mutual Aid System Agency submits an agency-specific
administrative rate in accordance with the Instmctions for Completing Actual Administrative
Rate Calculations. Cal OES will issue these instmctions armually along with the salary survey
instmctions. Califomia 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.
Page A-2 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 23 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Any agency seeking reimbursement for its personnel at a rate higher than the appropriate Base
Rate, must complete the annual salary survey and file it with the Cal OES Fire and Rescue
Division. The Chief Financial Officer will provide verification that the personnel wages exceed
the Base Rate for each requested position.
A-8.2 Any agency seeking reimbursement for personnel for more than actual hours worked on the
incident (portal-to-portal) must file an MOU/MOA, goveming body resolution, or equivalent
with Cal OES Fire and Rescue Division. The MOU/MOA, goveming body resolution, or
equivalent shall indicate how persoimel 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, 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 Califomia 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, goveming
body resolution, or equivalent that is on file at the time of the initial dispatch.
Any MOU/MOA, goveming body resolution, or equivalent is subject to review by the
Committee. Local govemment will be formally notified of the determination.
A-10. These formulas and rates of payment shall constitute fiiU 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 Califomia or the Federal Fire Agencies in
accordance with Recital 29, Examination and Audit.
Page A-3 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 24 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Califomia 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. Califomia Fire and Rescue Mutual Aid System Agencies will 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. Califomia Fire and Rescue Mutual Aid System Agencies that have not submitted a Salary Survey
for rates above the established Base Rates will be reimbursed using one of the following
formulas:
The formula for the total invoice claim with an MOU/MOA, governing body resolution, or
equivalent for all hours (portal to portal) is:
[(B X H') + (B X H' X W) + (B X X U)] = Total Personnel Reimbursement
(approved form)
The formula for the total invoice claim without an MOU/MOA, governing body resolution,
or equivalent for all hours (actual hours) is:
[(B X ) + (B X X W) + (B X X U)] = Total Reimbursement
(approved form)
B= Base Rate
= All Hours (portal to portal)
H^= Actual Hours Worked
W= Workers' Compensation Percentage Rate
U= State 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 sfraight-time and 128 hours at overtime.
The total amount is then divided by 168 hours resulting in a blended rate.
Page A-4 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 25 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Formula for Establishing the Base Rates
The following base rate formulas include an overtime component. As a result, the formulas will
NOT be calculated at time and one half.
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) 11 = Combined Rate,
((Combined Rate x 40 Hours Straight Time) + (Combined Rate x 128 Hours Overtime)) /168 =
Base Rate
Numerical Calculation: 23.28 + 17.88 = 41.16/2 = 20.58, ((20.58 x 40) + (20.58 x 1.5 x 128)) =
4774.56 / 168 = $28.42
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 =
Base Rate
Numerical Calculation: 28.44 + 22.20 = 50.64 / 2 = 25.32, ((25.32 x 40) + (25.32 x 1.5 x 128)) =
5874.24/ 168 = $34.97
Definitions for abbreviations used in Base Rate Formula
AD - Administratively Determined Pay Plan for Emergencv Workers. Pay rates for emergency
(casual) employees of the Federal Fire Agencies.
AD F - The classification is Engine Boss.
AD H - The classification is Sfrike 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 Califomia Fire and Rescue Mutual Aid System Agencies may submit Average Actual Rates
to Cal OES Fire and Rescue Division for any persormel dispatched to an incident. The persormel
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.
Page A-5 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 26 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
A-15.1 Califomia 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, governing body resolution, or
equivalent for all hours (portal to portal) is:
[(A x H' X 1.5) + (A X H' x 1.5 X W) + (A X H' X 1.5 X U)] = Total Reimbursement
(approved form)
The formula for the total invoice claim without an MOU/MOA, governing body resolution,
or equivalent for all hours (actual hours) is:
[(A X X 1.5) + (A X H^ X 1.5 X W) + (A X H^ X 1.5 X U)] = Total Reimbursement
{approved form)
A= Average Actual Rate
H' = All Hours (portal to portal)
H^= Actual Hours Worked
W= Workers' Compensation Percentage Rate
U= State 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 Califomia 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, governing body resolution, or
equivalent for all hours (portal to portal) is:
[(A X H') + (A X H' X W) + (A X H^X U)] = Total Reimbursement
(approved form)
The formula for the total invoice claim without an MOU/MOA, governing body resolution,
or equivalent for all hours (actual hours) is:
[(A X rf) + (A x H^ X W) + (A X H^ X U)] = Total Reimbursement
(approved form)
A = Average Actual Rate
H' = All Hours (portal to portal)
H^ = Actual Hours Worked
W = Workers' Compensation Percentage Rate
U = State Unemployment Percentage Rate
Page A-6 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 13
August 27, 2019 Item #1 Page 27 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
A-15.3 If personnel above the Battalion Chief level have an MOU/MOA, goveming body resolution, 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, goveming body resolution, or
equivalent is subject to the provisions in 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, governing body resolution, or
equivalent for all hours (portal to portal) and MOU/MOA, governing body resolution, or
equivalent for above straight-time is:
[(A X H' X 1.5) + (A X H^ x 1.5 X W) + (A X H' x 1.5 X U)] = Total Reimbursement
(approved form)
The formula for the total invoice claim without an MOU/MOA, governing body resolution,
or equivalent for all hours (actual hours) and with an MOU/MOA, governing body
resolution, or equivalent for above straight-time is:
[(Axtfxl.5) +
(approved form)
[(A X x 1.5) + (A X H^ X 1.5 X W) + (A X H^ X 1.5 X U)] = Total Reimbursement
A = Average Actual Rate
H' = All Hours (portal to portal)
H^ = Actual Hours Worked
W = Workers' Compensation Percentage Rate
U = State Unemployment Percentage Rate
Formula for Non-Suppression Personnel Reimbursement Using Average Actual Rates
A-15.4 Califomia Fire and Rescue Mutual Aid System Agencies that have submitted Average Actual
Rates to Cal OES Fire and Rescue Division for Non-Suppression Persormel shall be reimbursed
for actual hours worked using the following formula:
The formula for the total invoice claim without an MOU/MOA, governing body resolution,
or equivalent for all hours (actual hours) is:
[(Axl.5xH^) +
(approved form)
[(A X 1.5 X rf) + (A x 1.5 x H^ x W) + (A x 1.5 X H^ X U)] = Total Reimbursement
A = Average Actual Rate
H^ = Actual Hours Worked
W = Workers' Compensation Percentage Rate
U = State Unemployment Percentage Rate
Page A-7 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 28 of 56
Cal OES# 6051-4
CAL FTRE# 7CAQ2564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
The Average Actual Rate (A) is the average hoiu-ly 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, goveming body resolution, 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:
The formula for the total invoice claim with an MOU/MOA, governing body resolution, or
equivalent for all hours (portal to portal) is:
[(A X H' X 1.5) + (A X H' X 1.5 X W) + (A X H' X 1.5 X U)] = Total Reimbursement
(Approved form)
A= Average Actual Rate
H' = All Hours (portal to portal)
W= Workers' Compensation Percentage Rate
U= State Unemplo5mient 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 m 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. Califomia Fire and Rescue Mutual Aid System Agencies seeking reimbursement for
Supplemental Fire Department Resources will accept rates as outiined in NWCG#004-2009,
Attachment D. which states that Supplemental Fire Department Resources will be reimbursed
using General Schedule tables with locality pay applied for actual hours worked. Califomia 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.
Califomia 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
Page A-8 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 29 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Personnel Management website, http://www.opm.gov/policv-data-oversight/pav-leave/salaries-
wages/2015/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 fravel costs will be in accordance with Clause A-33.
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 Califomia 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 Califomia Incident Command Certification System (CICCS).
Strike Team/Task Force Leader Trainee
A-18. The State of Califomia or the Federal Fire Agencies shall provide reimbursement for personnel
requested by the State of Califomia or the Federal Fire Agencies to coordinate (Strike
Team/Task Force Leaders) or otherwise support the Califomia 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 Califomia Fire and Rescue Mutual
Aid System Agency as the Strike Team Leader. The Strike Team/Task Force Leader Trainee
shall fravel with the sfrike 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 Califomia or Federal Fire Agency's request for overhead
positions shall meet the fraining and experience requirements established for the ICS position to
be filled (Reference: NWCG 310-1 Sub System Guide or CICCS).
Page A-9 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 Qlp August 27, 2019 Item #1 Page 30 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
A-21. Requesting State of Califomia 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.
Transportation may be arranged and shall be reimbursed/paid by the State of Califomia or
Federal Fire Agency.
Transfer/Reassignment to Other Operational Areas/Incidents
A-22. Califomia 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 Califomia or Federal Fire Agency shall secure approval for
such reassignment through the Califomia 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 refiirbishment 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 Aimual 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.
Page A-10 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 31 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
A-27. Califomia Fire and Rescue Mutual Aid System Agencies shall assume operational costs,
including necessary motor fiiels and lubricants used in its emergency apparatus while responding
to and retuming from the State of Califomia or Federal Fire Agency incidents. It shall be the
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 Califomia 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 Califomia 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 Califomia or the Federal Fire Agencies shall reimburse Califomia 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 Intemal 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. Authorized Rental Vehicles: 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. The dispatch/mobilization centers for the requesting State of Califomia or Federal
Fire Agencies may make arrangements for procuring rental vehicles, or may direct the Califomia
Fire and Rescue Mutual Aid System Agency to make their own arrangements. Rental vehicles
from an airport are discouraged and the use of economy cars is encouraged. Rental vehicles and
the fiiel expense while responding to, during, or retuming from a State of Califomia or Federal
Fire Agency incident will be reimbursed for the actual costs incurred by the Califomia Fire and
Rescue Mutual Aid System Agencies. The process to obtain reimbursement for rental vehicle
expenses is outlined in Exhibit "H".
Page A-11 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 32 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
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 Califomia Fire and Rescue Mutual Aid System Agencies seek reimbursement
for fravel expenses such as fuel, food, and lodging responding to, during, or retuming from a
State of Califomia 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 Califomia 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 Califomia 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 Califomia 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
Page A-12 01/01/2015
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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
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 Califomia 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 Califomia Fire and
Rescue Mutual Aid System.
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 Califomia 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 govemed by other federal agreements. In these cases Cal OES will not produce
or process reimbm-sement 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.
REOUESTING REIMBURSEMENT
A-3 7. Califomia Fire and Rescue Mutual Aid System Agencies will prepare a Cal OES Form
F-42, F-78 or other approved form 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/F-78 or other approved form) must be signed by a
responsible officer of the jurisdiction seeking reimbursement and by the State of Califomia or
Federal Fire Agency Incident Command to verify that the resources requested on the
F-42/F-78 or other approved form were authorized by the ordering agency and is the initial step
for invoice processing. The completed F-42/F-78 or other approved form is forwarded to Cal
OES Fire and Rescue Division Headquarters for processing. FORMS F-42/F-78 or other
approved form should be submitted to the Cal OES Fire Agency Representative at the
incident. In the absence of a Cal OES Fire Agency Representative, FORMS
Page A-13 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015
50
August 27, 2019 Item #1 Page 34 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
F-42/F-78 or other approved form 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-3 8. Within 60 calendar days of receipt of the F-42/F-78 or other approved form, Cal OES Fire and
Rescue Division will process the F-42/F-78 or other approved form data into invoices
(F-142) and retum to the Califomia Fire and Rescue Mutual Aid System Agency for verification
of billing amounts and signattire. 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.
A-39. Upon retum receipt and verification of the invoice (F-142) by the Califomia Fire and Rescue
Mutual Aid System Agency, Cal OES Fire and Rescue Division will forward the invoice (F-142)
to the appropriate State of Califomia or Federal Fire Agency within 30 calendar days along with
a copy of the F-42/F-78 or other approved form as the source document. Inquiries from the State
of Califomia 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 Califomia or Federal Fire Agency will remit payment to the Califomia 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 Califomia 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 Califomia 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 Califomia 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.
Page A-14 01/01/2015
Agreement Between Cal OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 35 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
The State of Califomia and Federal Fire Agencies will work on procedures to improve
reimbursement timelines. These activities will be documented and shared with the Califomia
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 Califomia or Federal Fire Agencies that are parties to
this Agreement.
A-45. Reimbursement for emergency apparatus and personnel shall be made directly to the Califomia
Fire and Rescue Mutual Aid Agency providing the resource, and NOT to individuals.
Federal Agency Electronic Fund Transfer
A-46. Federal agencies require the following for reimbursement to Califomia Fire and Rescue Mutual
Aid System Agencies:
a) Taxpayer Identification Number (TIN) - This number is applied for and issued by the
hitemal Revenue Service (IRS). Contact the IRS @ www.irs.gov or (800) 772-1213.
b) Elecfronic 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 vyww.sam.gov and follow the
instructions provided on-line. For assistance, contact the SAM Assistance Center at (800)
606-8220.
Page A-15 01/01/2015
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14ACQ1610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
c) DUNS Number - The cooperator shall obtain a Dunn and Bradsfreet 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.dunandbradsfreet.com or by phone at (800)
234-3867 or (866) 794-1580. A DUNS number will be provided immediately by telephone at
no charge.
Page A-16 01/01/2015
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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
EXHIBIT "B"
ICS Type 3, 4, 5, 6, «fe 7 ENGINE, EQUIPMENT, PERSONNEL, & TRAINING
STANDARDS FOR FIRE AND EMERGENCY ASSISTANCE
The purpose of this Exhibit is to identify the minimum standards that Califomia 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 Califomia 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 imimproved 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. Altematives to
meet this include:
• Live reel with a minimum of 150 feet of hard mbber hose, not less than three-fourths (3/4) inch
inside diameter, or a;
• Hose tray^asket containing a minimum of 150 feet of linch National Pipe Straight Hose also
known as "iron pipe" threaded fittings (NPSH) or 1-1/2 inch National Hose (NH)
cotton/sjTithetic 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.
Page B-1 01/01/2015
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS#
BLM#_
FWS#_
BIA#
P14AC01610
BAA151002
FFF300008-15-002
A15ACPRO01
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 deplo5nnent providing for a 100 foot lateral of 1 inch hose every 200
feet of 1.5 inch tmnk 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; linch 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
InventoryComponents
Engine Type Minimum Engine
Equipment
InventoryComponents
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
Firefig Iiting 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
Page B-2 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 39 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS#
BLM#_
FWS#_
BIA#
P14AC01610
BAA151002
FrF300008-15-0Q2
A15ACPRO01
Components Engine Type Components
3 4 5 6 7
Firefig hting 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"
NHx r'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"NHto 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 Persormel 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
Portable pump with min. rating of 3 5 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
Page B-3 01/01/2015
Agreement Between OES/CAL FIRE/USFS/BLM/NPS/FWS/BIA 2015 August 27, 2019 Item #1 Page 40 of 56
Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
Personal Protective Equipment fPPE)
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 Califomia 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 Califomia 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 Califomia 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 sfrategy & tactics Backfiring/Firing-out
Wildand fire behavior Handline constmction
Wildland hoselays Stmcture triage
Wildland fire safety Stmcture defense preparation
Firegroimd communications Fire weather
Page B-4 01/01/2015
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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
EXHIBIT "C"
REIMBURSEMENT FOR PERSONNEL ROTATION
Clause A-34 authorizes the reimbursement of personnel and transportation costs incurred to replace
Califomia 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 persoimel are rotated. The procedures are:
C-1. The incident commander or 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 persoimel rotation
and fransportation 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 to include the
following information:
2.1 .a. Date and time of approval for the specific persoimel rotation.
2.1 .b. Names of incoming and outgoing personnel, with identification of home units.
2.1 .c. Method, date and time of transportation of both incoming and outgoing personnel.
2.1 .d. A new subordinate request to the existing "E" number will be generated by the
incident when a separate vehicle will be used in support of a personnel rotation.
2.1 .d. 1. In the event a new subordinate request caimot be added to the existing
"E" number, the incident approval must be documented in the
documentation section of the resource order.
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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
C-2.2. F-42 "Emergency Activity Record"
2.2.a. Box 12 of the original F-42 will document any persoimel rotation with the date
and time of the rotation for all individuals whether or not the personnel rotation
will be reimbursed.
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.
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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
EXHIBIT "D"
COMMUNICATIONS CAPABILITIES
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 extemal antenna) and a minimum of one portable VHF
Highband radio. The VHF Highband portable radio should be capable of being operated by alkaline
batteries.
Sfrike Team/Task Force Leaders: In addition to the communications capability requfred for emergency
apparatus, Sfrike 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 spectmm 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 spectmm, and support more users.
After January 1, 2013, licensees not operating at 12.5 KHz efficiency will be in violation of the
Commission's mles 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.
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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
EXHIBIT "E"
ICS TACTICAL WATER TENDER, EQUIPMENT, PERSONNEL, AND TRAINING
STANDARDS FOR FIRE AND EMERGENCY ASSISTANCE
The purpose of this Exhibit is to identify the minimum standards that Califomia Fire and Rescue Mutual
Aid System Agencies should follow in regard to their use of tactical water tender, equipment, persoimel,
and training standards for mutual aid and/or CFAA reimbursable responses.
The State of Califomia 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
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM#_
FWS#_
BIA#
BAA151002
FFF300008-15-002
A15ACPRO01
McLeod or combination tool
Spanner wrench
Double male, 1.5 inch NH
Double female, 1.5 inch NH
Double male, 2.5 inch NH
Double female, 2.5 inch NH
Reducer/Adapters, 2.5 inch NHF to 1.5 inch NHM
Fusees (case) or drip torch
Water, drinking
1
3
First Aid Kit, 5-person
Communications
3 gallons
1
1-mobile radio, minimum 1-portable radios (preferred 1-per assigned
persoimel). **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 Califomia Code of Regulations
(CCR), Titie 8, Section 3410.
• Goggles, protection that meets the minimum requirements for design, constmction and use as
required by CCR, Titie 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
Page E-2 01/01/2015
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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
Training
The State of Califomia 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 Califomia
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 sfrategy & tactics Backfiring/Firing-out
Wildland fire behavior Handline constmction
Wildland hose lays Stmcture friage
Wildland fire safety Stmcture defense preparation
Fireground communications Fire weather
Page E-3 01/01/2015
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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
EXHIBIT "F"
FEMA EQUIPMENT RATE FORMULA
Hourly Rate= Depreciation -i- Overhead + Overhaul Labor -i- 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 -I- 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 = (Aimual 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 Aimual
Use Hoiu-s
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 = Aimual 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
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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
EXHIBIT "G"
REIMBURSEMENT POLICY AND PROCEDURES FOR OUTSIDE THE STATE OF
CALIFORNIA ASSIGNMENTS
This Exhibit applies to Cal OES and the Federal Fire Agencies only.
The Califomia Fire and Rescue Mutual Aid System Agencies shall use the following procedures to
secure reimbursement for the provision of personnel and local govemment-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 and per diem for personnel shall be reimbursed at the rates and methods
established within Exhibit H, limited to the Califomia State Standard Per Diem Rates in effect at the
time of the response. Lodging expense will follow the "all counties/cities located in Califomia" 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 Califomia
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
Califomia under the Office of Management and Budget (OMB) circular A-87.
5. Length of assignments for resources responding to incidents outside the State of Califomia will
be consistent with the appropriate Federal Fire Agency's policy. Conditions in Clause A-34 of
Exhibit "A" conceming minimum of seven days (elapsed time), excluding travel, will not apply
to resources responding to requests outside the State of Califomia. Federal Fire Agency policy
on the length of an assignment outside the state is defined as the time period (days) between the
first fiill operational period at the first incident or reporting location on the original resource
order and commencement of retum travel to the home tmit. Standard assignment length is 14
days, exclusive of travel from and to home unit. Time spent in staging and preposition status
coimts toward the 14 day limit, regardless of pay status, for all personnel, including Incident
Management Teams.
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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
EXHIBIT "H"
IN-STATE TRAVEL AND INCIDENT RELATED EXPENSES
The purpose of this exhibit is to identify allowable costs and the process for submitting such cost for
in-state fravel 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, the
approval MUST be formally documented in writing by the approving State of Califomia or Federal Fire
Agency responsible for an incident. The formal approval must be documented on a General Message
Form ICS-213 with the associated "S#" validating the expense(s). The General Message Form ICS-213
must be signed by either the Finance Section Chief, Incident Business Advisor, or the Incident
Commander.
NOTE: S#'s 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 or F-78 along with the formal approval on
the General Message 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 /4 x 11 sheet of paper in date order. All sides of the receipts must be taped and
legible; photo copies are preferred.
Rental Vehicles
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 In State 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 above.
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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# A15ACPROQ1
Check List:
• General Message Form 213 signed by the Finance Section Chief, Incident Business Advisor, or
Incident Commander
• S# documented on the General Message Form 213
• F-42 or F-78 or other approved form
• In-State Travel and Expense Log with expense documented in date order
• Receipt(s)* taped on all sides to an 8 '/i x 11 sheet of paper in date order (photocopies preferred)
*Receipt(s) for meals and incidentals are not required
If costs are associated with food or lodging, the reimbursement will be limited to the Califomia 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 Califomia (except as noted below):
o Actual lodging expense, supported by a receipt, up to $90 per night, plus tax.
• Napa, Riverside, and Sacramento Coimties:
o Actual lodging expense, supported by a receipt, up to $95 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.
• Alameda, Monterey, San Diego, San Mateo, Santa Clara Counties:
o Actual lodging expense, supported by a receipt, up to $125 per night, plus tax.
• San Francisco Coimty and the City of Santa Monica:
o Actual lodging expense, supported by a receipt, up to $150 per night, plus tax.
Page H-2 01/01/2015
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS#
BLM#_
FWS#_
BIA#
P14AC01610
BAA151Q02
FFF300008-15-Q02
A15ACPRO01
i
w
Reimbursement Log at http://www.caloes.ca.gov/FireRescueSite/Pages/Reimbursement.aspx
Page H-3 01/01/2015
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Cal OES# 6051-4
CAL FIRE# 7CA02564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA1510Q2
FWS# FFF300008-15-002
BIA# A15ACPRO01
EXHIBIT "I"
DEFINITIONS
1. ADMINISTRATIVE RATE shall mean a pre-established percentage charge that may be
applied by the billing agency as determined by the CFAA Committee.
2. 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.
3. ANNUAL OPERATING PLAN shall mean a plan developed at the State, Geographic, or local
levels for the implementation of administrative or operational practices or concems.
4. ASSISTANCE BY HIRE shall mean fire suppression resources needed to fill the incident order
that are to be paid for by the protecting agency.
5. BUREAU OF INDIAN AFFAIRS shall mean a federal bureau under tiie Departinent of the
Interior charged with the responsibility to provide wildland fire protection and suppression for
tmst lands of federally recognized Native American Tribes.
6. 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 Califomia Fire and Rescue Mutual Aid System. These agencies may also be referenced
as, however, not be limited to, "local govemment" or "local agency".
7. CALIFORNIA MOBILIZATION GUIDE shall mean the interagency procedures for
requesting, documenting, and sending resources to incidents within the State of Califomia.
8. CALIFORNIA WILDLAND COORDINATING GROUP shall mean tiie executive level
interagency committee made up of representatives from the USDA Forest Service, Califomia
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 Califomia Govemor's Office of Emergency Services.
9. DEMOBILIZATION CENTER/FACILITY shall mean tiiat location or facility established at
or near an incident for the processing of emergency apparatus and personnel prior to release to its
home base.
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Cal OES# 6051-4
CAL FIRE# 7CAQ2564
USFS# I5-FI-11052012-107
NPS# P14AC01610
BLM# BAA151002
FWS# FFF300008-15-002
BIA# A15ACPRO01
10. 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.
11. EMERGENCY APPARATUS shall mean any emergency response equipment or apparatus
provided through the Califomia Fire and Rescue Mutual Aid System.
12. EMERGENCY PERSONNEL shall mean any personnel responding on or with emergency
apparatus and requested overhead personnel.
13. FEDERAL FIRE AGENCIES shall mean tiie USDA Forest Service, Pacific Soutiiwest Region;
the USDI Bureau of Land Management, Califomia 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.
14. FEDERALLY RECOGNIZED TRIBE shall mean an American Indian or Alaska Native tribal
entity that is recognized as having a govemment-to-govemment relationship with the United
States, with the responsibilities, powers, limitations, and obligations attached to that designation,
and is eligible for funding and services from the Bureau of Indian Affairs.
15. GOVERNING BODY RESOLUTION shall mean a formal declaration of the goveming body
conceming a certain subject which it either cannot or does not wish to conttol by ordinance.
16. HOME UNIT shall mean the geographical location an individual is normally assigned to work.
17. 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.
18. 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 stmcture equal to the complexity and demands of single or multiple incidents,
without being hindered by jurisdictional boundaries.
19. 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).
20. INCIDENT MANAGEMENT TEAM (IMT) shall mean the incident commander and
appropriate command and general staff assigned to an incident.
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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
21. INTERAGENCY shall mean involvement of two or more agencies to an agreement.
22. LOCAL AGENCY shall mean any city, city and county, county, or special district.
23. 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.
24. LOCAL JURISDICTION shall mean any political subdivision of govemment.
25. MOBILIZATION CENTER shall mean an off-incident location at which emergency apparatus
and personnel are temporarily located pending assignment, release or reassignment.
26. 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.
27. MUTUAL AID shall mean an agreement in which two or more parties agree to fumish
resources and facilities and to render services to each party of the agreement to prevent and
combat any type of disaster or emergency.
28. NON SUPPRESSION PERSONNEL shall mean personnel who occupy a civilian position
within a fire agency.
29. POLITICAL SUBDIVISION shall mean any city, city and county, county, district, or other
local govemmental agency or public agency authorized by law.
30. PORTAL TO PORTAL shall mean the time of initial dispatch from home base to the time of
retum to home base.
31. SALARY SURVEY refers to the form used to establish rates for reimbursement filed with Cal
OES Fire and Rescue Division.
32. STAGING AREA shall mean the location where emergency apparatus and personnel are
assigned to an incident for deployment on a three-minute availability status.
33. STRUCTURAL FIRE PROTECTION shall mean fire suppression within a stmcttire.
34. STRUCTURE DEFENSE shall mean the protection of homes or other sttucttires from wildland
fire before the fire reaches the stmcture; exterior fire protection measures.
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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
35. 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
36. SUPPRESSION PERSONNEL shall mean personnel who routinely respond to emergencies.
37. TRIBAL FIRE DEPARTMENT shall mean a ti-ibal entity with suppression and or all-risk
response capabilities.
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