MAR 1 * 2025 Board of Commissioners - hwny ORGHAL Agenda Item Transmittal Form Procurement/Contract Transmittal Form Revised 1/17/25 Type ofcontract: 1yearD Multi-year Single Event D Contract #: BOC Approval Date: Submission Information Vendor Information Contact Name: Sharon Webb Vendor Name: Conyers First Methodist Church Department: Emergency Management Agency Address: 921 North Main St. NW Project Title: Conyers First Methodist Church Address: Conyers, GA 30012 Email: oelyoderebelsoutinet Funding Account Number: N/A Contract amount: N/A Phone #: Budgeted C) Not Budgeted C) Contact: Joel Yoder Contract Type: Goods 0 Services (X) Grant 0 Contract Action: New Renewal Change Order Awko (X) 0 0 Term of contract: Annual with on-going renewals Original Contract Number: Chief] Financial Officer Senior Procurement Manager Signature Ihave reviewed the attached contract, and the amount is Ihave reviewed the attached contract, and it is in compliançe approved for processing. with Purchasing Policies of Rockdale County. - - Tichutl Date: yauyaakags Signature: Date Signature: Moclon 3le/25 Detailed Summary of Contract: This MOU is with Conyers First Methodist Church for the purpose of providing sheltering facilities during times of need for Rockdale County. During a disaster or sheltering need, RC EMA will request that the church be opened for shelter needs. If the church is available, then RC EMA will work to provide sheltering needs. Additionally, RC EMA will assist Conyers First Methodist Church in the completion of paperwork needed for reimbursement if the disaster is federally declared, funds are available, and the activities provided are eligible for reimbursement. Note:1 This location is also available for temporary pet sheltering needs in the field area behind the church. Rockdale County's, CART, Community Animal Response Team, would be responsible, would be responsible for the temporary shelter set up and maintaining of the shelter. Department Head/Elected Official Signature: Date: dhaintielb 3nlaoas 2u-6t Contract # 2025 MEMORANDUM OF UNDERSTANDING BETWEEN ROCKDALE COUNTY, GEORGIA AND CONYERS FIRST METHODIST CHURCH This Memorandum of Understanding (hereinafter *MOU") is made and entered into this day of 2025, by and between Rockdale County, Georgia, a political subdivision of the State of Georgia, (hereinafter the "County"), whose address is 962 Milstead Avenue, Conyers, Georgia 30012, and Conyers First Methodist Church, (hereinafter "Church"), whose address is 921 North Main St NW, Conyers, GA 30012, WHEREAS, the County recognizes the importance of taking care of residents when a traumatic incident of significance has caused individuals and families to be displaced and/or in need of assistance, and WHEREAS, local churches have expressed the desire to help the community in these situations, and WHEREAS, the Rockdale County Emergency Management Agency's priority is to coordinate mitigation, preparedness, response, and recovery in Rockdale County, to minimize the impact of disasters and emergencies on the people, property, environment, and economy, and NOWTHEREPORE, the County engages with Conyers First Methodist Church to assist residents of] Rockdale County in the consideration of the mutual responsibilities contained in this Agreement and under the following terms and conditions, the parties agree as follows: 1. Term The term of this agreement begins upon the date above and/or the date of approval by the Rockdale County Board ofCommissioners, whichever is later. This MOU shall remain in place for one (1) year from the starting date and automatically renew on this anniversary date unless otherwise terminated following the procedures herein. 2. Location The facilities and grounds at Conyers First Methodist Church located at the address above shall provide the location for this initiative, when the facilities are available. 3. Access The Rockdale County Emergency Management Agency will have access to the facilities and grounds for sheltering operations for when thel location is needed to house individuals that have been displaced or need assistance following an incident of: significance. 4. Space Usage Conyers First Methodist Church will be used to stage cots, blankets, conduct feeding operations, stage any other items needed to conduct sheltering operations, parking, and use of loading and unloading zones during operational periods. Contract # 2025 5. Cost The use of this spaçe is provided at no cost to Rockdale County Emergency Management Agency. 6. Documentation Conyers First Methodist Church shall be responsible for documenting any and all related expenses for the use of the facilities and grounds during sheltering operations. Rockdale County Emergency Management Agency makes no guarantee of federal or state reimbursements for the use of this facility and grounds; however, they shall assist with the submission of required documentation should funding become available, 7. Damages, Theft and Misuse It is understood that use of the facilities is a courtesy to Rockdale County Emergency Management Agency; therefore, Conyers First Methodist Church, or any ofi its representatives shall not be held responsible for any damages, theft, misuse, or other issues related to the aforementioned belongings or equipment while conducting sheltering operations. 8. Amendments Either party may request changes to this MOU. Any changes, modifications, revisions or amendments to this MOU which are mutually agreed upon by and between the parties to this MOU shall be incorporated by written instrument, and effective when executed and signed by all parties to this MOU. 9. Severability This Memorandum of Understanding may be terminated at any time for any reason by either party with a 30-day written notice. 10. Entire Agreement This MOUrepresents the entire understanding of the parties with regard to the subject matter of this MOU. There are no oral agreements, understandings, or representations made by any party to this MOU that are outside of this MOU and are not expressly stated in it. No supplement, modification, or. amendment. of this. MOU. will be. binding unless executed in writing by all parties and delivered to the following: Conyers First Methodist Church Rockdale County 921 North Main St. NW 962 Milstead. Avenue Conyers, GA 30012 Conyers, Georgia 30012 ATTN: Joel Yoder, Leadership Board ATTN: Sharon Webb, Director of Rockdale Member County Emergency Management Agency oelyoser@helsouth.net Sharon. AMAlAsrCAuoGA.w IN WITNESS WHEREOF, the parties have hereunto set their hands and seals on the date and year first above written. Contract # 2025 Approved this day of 2025. Conyers First Methodist Church Rockdale County, Georgia Board of Commissioners By: 11 By: Joeloger, Leadership-Board Member JaNice Van Ness, Chair & CEO By: Tuwanya Smith, Commissioner Post 1 By: Dr. Doreen Williams, Commissioner Post 2 Attest By: Jennifer Rutledge, County Clerk Approved as to form; By: M. Qader A. Baig, County Attorney