TR-2013-30 MEMORANDUM OF UNDERSTANDING FOR EMERGENCY TRANSPORTATION Toj
RESOLUTION TR-2013-30
A RESOLUTION ENTERING INTO A MEMORANDUM OF UNDERSTANDING FOR �aMl,
EMERGENCY TRANSPORTATION
(Sponsored by: Mayor Richard A. Cohen)
WHEREAS, in the event of an emergency it may be necessary to evacuate large areas of
the Town of Agawam; and
WHEREAS, the Agawam Emergency Management Department has determined that the
Pioneer Valley Transit Authority (PVTA) can provided said emergency transportation; and
WHEREAS, the Agawam Emergency Management Department has requested that the
Town of Agawam enter into a ten (10) year agreement with the PVTA for such aid; and
WHEREAS, a Memorandum of Understanding is attached hereto. ti o
WHEREAS, it is in the best interest of the Town of Agawam to enter into the attache
C-) r
agreement.
NOW THEREFORE, The Agawam City Council hereby resolves that the Town center
into the attached agreement and that the Mayor is authorized to execute it and take any otgr y o
action necessary to enter into the agreement with the Pioneer Valley Transit Authority. 1�9
Dated this day ofQp- U , 2013 co
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher Jo n, President �ttC.�
JAPVED A O FORM AND LEGALITY C� 1'-11
t %1
Vincent ioscia, Solicitor
J
MEMORANDUM OF UNDERSTANDING FOR
EMERGENCY RESPONSE TRANSPORTATION
The Town of Agawam, Massachusetts (hereinafter"Agawam") and the Pioneer Valley
Transit Authority (hereinafter"PVTA") agree that, for a period of ten 10 years
beginning on May 1, 2013 :
I. In the event of an emergency, Agawam may request PVTA to provide vehicles
and vehicle operators and/or crews to assist in the emergency evacuation of
schools, day care centers, nursing homes, hospitals and other designated facilities,
as well as special needs and general population determined to be transportation
dependent.
2. If, in the event of an emergency,Agawam determines that such vehicles and
operators are needed from PVTA, Agawam will notify PVTA of the need for its
services according to established procedures and in order of preference listed
below.
3. PVTA will provide emergency assistance transportation in the event of a request
from Agawam, according to its resources available at the time,
4. Agawam will coordinate with PVTA on providing emergency response training to
vehicle operators and other emergency evacuation personnel of PVTA (PVTA's
Contractors), and PVTA understands that it will be asked to occasionally
participate in emergency evacuation drills and exercises.
5. PVTA will make the vehicle operators and other emergency evacuation personnel
aware of PVTA's commitment to provide vehicles and vehicle operators in the
event of an emergency evacuation. PVTA's vehicle operators and other
emergency evacuation personnel will participate in occasional drills and
exercises.
6. It is understood that PVTA will be reimbursed for costs incurred in response to an
actual emergency or an exercise. In the event of an exercise, PVTA will provide
Agawam with an estimate of the costs in advance for budgeting purposes. Costs
will be billed at rates to be mutually agreed upon by the PVTA and Agawam and
attached to this Agreement for the initial period of the Agreement. Upon request,
PVTA will provide Agawam with a breakdown of costs incurred in an emergency
or exercise, in order to process the request for reimbursement, and such funds are
subject to appropriation by Agawam.
7. PVTA will notify Agawam of any changes in available resources, rates and
contact person information. (Send to: Agawam Office of Emergency
Management_ 1000 Suffield Street, Agawam, MA 01001, Attn: Michael Nicora).
Page 1 of 3
Company Name: Pioneer Valley Transit Authority
Mailing Address: 2808 Main Street, Agawam, MA 01107
CONTACT PERSONS (in order of preference):
1. Nicole Rohan Cell Phone: 413-426-8155 Email: nrohan@pvta.com
2. Tom Narrigan Cell Phone: 413-246-2614 Email: tnarrigan@aol.com
LETTER OF AGREEMENT(Continued)
Dispatch Location Number of Type/Capacity of Number of Drivers
of Vehicles Vehicles Each Vehicle Available
2840 Main St 100 35 &40 ft buses.
Agawam Capacity for 40
passengers
80 First Ave 100 Vans with capacity
Chicopee of 8— 10 assengers
Industrial Drive 17 Buses with capacity
Northampton for 40 passen ers
UMass Transit 34 Buses with capacity
Amherst for 30-40
assen ers
Estimate #of vehicles with drivers available uring normal business hours:
Vehicle *EMT 45 *EMT 1.5 *EMT 2 *EMT 3
Type minutes hours hours hours Total
35/40 ft bus 1 2 4 5
20 pass van 0 1 2 2
8/14 pass 2 3 5 7
van
Estimate # of vehicles with drivers available outside normal business hours:
Vehicle *EMT *EMT 1.5 *EMT 2 *EMT 3
Type 45minutes hours hours hours Total
35/40 ft bus 0 1 2 4
20 pass van 0 1 I 2
8/14 pass 0 1 3 4
van
*Estimated Mobilization Time (*EMT)
Defined as the time between PVTA's receipt of request to mobilize and the time vehicles
and drivers are expected at their assigned plan location and ready to provide assistance).
Page 2 of 3
City of Agawam: PVTA
Approved:
Signature: Signature:
Michael Nicora Mary L. MacInnes, Administrator
Director of Emergency Management
Date: Date signed:
APPROVED:
Richard A. Cohen, Mayor
Date signed:
Page 3 of 3
MAYORAL ACTION
Received this 1C31 " day of C)dQUr , 2013 from Council Clerk.
Signed by Council President this^ —day of b—ktXi' , 2013.
APPROVAL OF LEGISLATION
By the powers vested in me pursuant to Article 3, Section 3-6 of the Agawam Charter, as
amended, I hereby approve the passage of the above legislation on this 1 CDC day of
Ckj:a}Uj ,r , 2013.
Richard A. Cohen, Mayor
DISAPPROVAL OF LEGISLATION
By the powers vested in me pursuant to Article 3, Section 3-6 of the Agawam Charter, as
amended, I hereby veto the passage of the above legislation on this day of
2013 for the following reason(s):
Richard A. Cohen, Mayor
RETURN OF LEGISLATION TO COUNCIL CLERK
Returned to Council Clerk this (5 Ov\T day of , NO.
barbara bard 1� "
From: Chet Nicora
Sent: Monday, July 22, 2013 3:14 PM
To: barbara bard
Cc: Mayor Richard Cohen
Subject: Attn. Councilor CC Calabrese
Councilor Calabrese:
This is a recap of what you and I discussed on the phone regarding PVTA in hopes that the Council
will vote positively at your next meeting.
*Yes the agreement does say they can charge for their services. I have been told by my contact
at PVTA that there will be no billing. I have talked with Springfield Emergency Management Director
Bob Hassett and he has used the PVTA buses on several occasions and never received a bill.
*Having the PVTA buses available to the Town of Agawam is a plus in an emergency. If we had to
evacuate an apartment complex, housing for the elderly, etc. for a short period of time due to a gas
leak, etc. during a cold period or a heat wave as we are currently experiencing, the buses would be a
valuable asset. These buses would be for a quick fix for a short time. For example if an apartment
complex has a gas leak and the fire dept. could vent the building within a few hours so residence
could return, the buses would make more sense that opening a shelter. All buses are air
conditioned.
*The buses could also be used to shuttle residents to a shelter from an elderly complex, apartment
complex or even a condo development. The 20 unit apartment fire on Meadow St was a challenge
for Emergency Management. Most of the residents could not return to their apartments and their
cars were blocked in. The Red Cross used the cafeteria in the Middle School to arrange for shelter,
etc. Most of the residents had to be given rides to the Middle School by personal cars, town vehicles,
including the Mayor's car. The buses in this situation would have given temporary shelter and
transportation to the Middle School.
*In an emergency the buses would be a great asset. IF there was a charge I look at it as one of the
cost of an emergency, just like overtime for other departments.
Please let me know if you need any additional information.
Chester J. Nicora, Jr., Director
Michael Nicora, Deputy Director
Agawam Emergency Management
Email: emdirector a awam.ma.us 1 x
EOC 1-413-786-6925 P.0
C)F
FAX 1-413-821-0608
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Hi Barb:
The enclosed is from the PVTA MOU. I hope it sheds some light on the councils questions.
Chet......alias....Chuck
G From: nrohan vta.com [mailto:nrohan(a)pvta,com]
Sent: Tuesday, September 03, 2013 2:43 PM
To: Chet Nicora
Subject: PVTA MOU
6 �.
Hi Chuck, 3
fi
As we discussed, PVTA has not charged for single incident assistance such as providing a bus for
shelter on-site during a multi-family house fire. Recent incidents however, such as the tornadoo
in Springfield and the 2011 October snowstorm have required PVTA assistance for multiple
days/weeks. Specifically, PVTA would have been prevented from a $10,000 reimbursement
from FEMA if the language was not included in the Springfield/PVTA MOU. Further, the MOU
could not include language for reimbursement to be contingent on federal reimbursement. The
worst case scenario would be that the Town of Agawam requests PVTA assistance that would
require reimbursement from the Town, PVTA would be in communication with the
Town/Incident Commander with notification of such cost and opportunity for the Town to seek
another resource.
Based on discussions with FEMA during the tornado response the reimbursement language is
required in the MOU for PVTA to have any chance of being reimbursed by FEMA. The following
is from FEMA regarding reimbursement:
It is very important, especially for FEMA claims, that written mutual aid agreements be
executed prior to a disaster. The Plan must be adopted by the local jurisdiction(s) prior to
the incident. The crucial points that the agreement must contain are: 1)the terms for
charges for mutual aid; and 2) there is no contingency clause, i.e. "Payment will be provided
only upon receipt of funding from FEMA."
FEMA will not reimburse costs for cost-plus-percentage-of-cost contracts or any contract
where payment for work is contingent upon federal reimbursement.
As PVTA intends to enter this MOU as a partner with the Town of Agawam, #6 on page one of
the MOU clarifies the communication and negotiation process for any reimbursement from the
Town.
Best,
Nicole M. Rohan
Deputy Administrator of Operations
Pioneer Valley Transit Authority
2808 Main Street
Springfield, MA 01107
Telephone:413-732-6248 ext. 206
RESOLUTION TR-2013-30
A RESOLUTION ENTERING INTO A MEMORANDUM OF UNDERSTANDING FOR
EMERGENCY TRANSPORTATION
(Sponsored by: Mayor Richard A. Cohen)
WHEREAS, in the event of an emergency it may be necessary to evacuate large areas of
the Town of Agawam; and
WHEREAS, the Agawam Emergency Management Department has determined that the
Pioneer Valley Transit Authority (PVTA) can provided said emergency transportation; and
WHEREAS, the Agawam Emergency Management Department has requested that the
Town of Agawam enter into a ten (10) year agreement with the PVTA for such aid; and
WHEREAS, a Memorandum of Understanding is attached hereto.
WHEREAS, it is in the best interest of the Town of Agawam to enter into the attached
agreement.
NOW THEREFORE, The Agawam City Council hereby resolves that the Town enter
into the attached agreement and that the Mayor is authorized to execute it and take any other
action necessary to enter into the agreement with the Pioneer Valley Transit Authority.
Dated this_day of , 2013
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher Johnson, President c�
o
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w Y
4incen
VED A 0 FORM AND LEGALITY
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3y p
ioscia, Solicitor N �_
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MEMORANDUM OF UNDERSTANDING FOR
EMERGENCY RESPONSE TRANSPORTATION
The Town of Agawam, Massachusetts (hereinafter"Agawam") and the Pioneer Valley
Transit Authority(hereinafter "PVTA") agree that, for a period of ten 0 0 years
beginning on May 1, 2013 :
l. In the event of an emergency, Agawam may request PVTA to provide vehicles
and vehicle operators and/or crews to assist in the emergency evacuation of
schools, day care centers, nursing homes, hospitals and other designated facilities,
as well as special needs and general population determined to be transportation
dependent.
2. If, in the event of an emergency, Agawam determines that such vehicles and
operators are needed from PVTA, Agawam will notify PVTA of the need for its
services according to established procedures and in order of preference listed
below.
3. PVTA will provide emergency assistance transportation in the event of a request
from Agawam, according to its resources available at the time.
4. Agawam will coordinate with PVTA on providing emergency response training to
vehicle operators and other emergency evacuation personnel of PVTA (PVTA's
Contractors), and PVTA understands that it will be asked to occasionally
participate in emergency evacuation drills and exercises.
5. PVTA will make the vehicle operators and other emergency evacuation personnel
aware of PVTA's commitment to provide vehicles and vehicle operators in the
event of an emergency evacuation. PVTA's vehicle operators and other
emergency evacuation personnel will participate in occasional drills and
exercises.
6. It is understood that PVTA will be reimbursed for costs incurred in response to an
actual emergency or an exercise. In the event of an exercise, PVTA will provide
Agawam with an estimate of the costs in advance for budgeting purposes. Costs
will be billed at rates to be mutually agreed upon by the PVTA and Agawam and
attached to this Agreement for the initial period of the Agreement. Upon request,
PVTA will provide Agawam with a breakdown of costs incurred in an emergency
or exercise, in order to process the request for reimbursement, and such funds are
subject to appropriation by Agawam.
7. PVTA will notify Agawam of any changes in available resources, rates and
contact person information. (Send to: Agawam Office of Emergency
Management, 1000 Suffield Street, Agawam, MA 01001, Attn: Michael Nicora).
Page 1 of 3
Company Name: Pioneer Valley Transit Authority
Mailing Address: 2808 Main Street, Agawam, MA 01107
CONTACT PERSONS (in order of preference):
1. Nicole Rohan Cell Phone: 413-426-8155 Email: nrohan@pvta.com
2. Tom Narrigan Cell Phone: 413-246-2614 Email: tarrigan@aol.com
LETTER OF AGREEMENT(Continued)
Dispatch Location Number of Type/Capacity of Number of Drivers
of Vehicles Vehicles Each Vehicle Available
2840 Main St 100 35 & 40 ft buses.
Agawam Capacity for 40
passengers
80 First Ave 100 Vans with capacity
Chicopee of 8 -- 10 assen ers
Industrial Drive 17 Buses with capacity
Northampton for 40 passengers
UMass Transit 34 Buses with capacity
Amherst for 30-40
passengers
Estimate#of vehicles with drivers available uring normal business hours:
Vehicle *EMT 45 *EMT 1.5 *EMT 2 *EMT 3
Type minutes hours hours hours Total
35/40 ft bus 1 2 4 5
20 pass van 0 1 2 2
8/14 pass 2 3 5 7
van
Estimate # of vehicles with drivers available outside normal business hours:
Vehicle *EMT *EMT 1.5 *EMT 2 *EMT 3
Type 45minutes hours hours hours Total
35/40 ft bus 0 1 2 4
20 pass van 0 1 1 2
8/14 pass 0 1 3 4
van
*Estimated Mobilization Time (*EMT)
Defined as the time between PVTA's receipt of request to mobilize and the time vehicles
and drivers are expected at their assigned plan location and ready to provide assistance).
Page 2 of 3
City of Agawam: PVTA
Approved:
Signature: Signature:
Michael Nicora Mary L. MacInnes, Administrator
Director of Emergency Management
Date: Date signed:
APPROVED:
Richard A. Cohen, Mayor
Date signed:
Page 3 of 3