RECEIVII MAR 2 4 2025 ORIGINAL BY:. 1 Board ofCommissioners wdhany Agenda Item Transmittal Form Procurement/Contract Transmittal Form Revised 1/17/25 Type of contract: 1yearD Multi-year! L Single Event D Contract #: BOCA Approval Date: Submission Information: Vendor Information: Contact Name: James Robinson Vendor Name: Georgia Forestry Commission Department: Fire Rescue Address: 112 Round Oak Juliette Rd. Project Title: Wildfire Assistant in Rockdale County - Address: Hillsboro, GA 31038 Cooperative Lease Agreement & MOU Email: Wllamsgtcstitegaus Funding Account Number: No Cost Required Phone #: (478) 488-0317 Contract amount: N/A Contact: Richard E. Williams Budgeted (X) Not Budgeted C) xth erureel Yeav + Year, 3yery Contract Type: Goods 0 Services (X) Grant 0 Term of contract: adearsalropienty Contract Action: New (X) Renewal 0 Change Order 0 enex-wpy-alimalamaiOneeearfems Original Contract Number: 2024-124 Chief Financial Officer Senior Procurement Manager Signature Ihave reviewed the attached contract, and the amount is Ihave reviewed the attached contract, and itis in compliance appyovgd for processing. with Purchasing Policies of Rockdale County. 7 4-3-2025 Signature: Date: Signature: Date: 3l3las CUA Malore Detailed Summary of Contract: The Georgia Forestry Commission will. provide aid to Rockdale County Fire Rescue during forest fires that occur in all forest and: rural areas within Rockdale County. Rockdale County Fire: Rescue will. be assisting the Georgia Forestry Commission during structural fires as needed. Both parties mutually agree to provide support for the Fire Prevention programs to incréase public awareness, There is no cost involved between either party in this MOU. To replace thè rescinded contract 2024-124, BOC approved 08/13/2024, per the GA Forestry Commission t New forester for Rockdale County & date change, in MOU. No other changes were made, Department Headl /Elected Official Signature: Date: 34a0as PDr-B6 Instructions for Completing Rural. Fire Defense (RFD) Agreement and Memorandum of Understanding (MOU) including Addendum Georgia Foresiry Commission (GFC) and Fire Departments in Georgia 1. This RFD Agreement and MOU is necessary, for each. Fire Department that has loaned or leased equipment from the GFC. 2. Only one. AgreementMOU is needed for each Fire Department. Ifthe Comly/Clpy/Mamicipal Fire Department is organized with multiple "stations " uder its organizational structure only one. Agreement is necessary, However, ifmultiple Fire Departments are organized within the CommyCly/Manlepalty then a separate Agreementfor each must be completed where state andfederal excess properly exist. 3. Firefighter Properly (FFP) vehicles, equipment and/ or other apparatus should not be included on this Agreement. Those items are covered under a separate and different agreement. 4, All information MUST be TYPED in the spaces provided on Ihe. Agreement (next pages.). Please DO NOT handwrite information. 5. The. 2024. Agreement and MOU can be found and accessed on the GFC' On-line Forms Library under Protection. Any and all previous versions are NOT applicable, only use the 06/2024 Agreement and MOU. See botfont of each page to ensure the correct Agreement is being used. 6. Once open, the form can be Saved As by the Fire Department Name. Once saved, the required information can be entered in the spaces provided. 7. Once all information is entered, the form can be printed and is readyforsignaures. 8. ALLI Signatures are required. 9. The Chief Ranger (or designee) for the County Unit is responsible for entering the required information within the Agreement and within the ADDENDUM, showing the GFC equipment that covers each Counly. AND the vehicles, equipment and other appardtus the GFC provides to the fire department. 10. Ifthe GFC is providing vehicles, equipment and/or other apparatus to the fire departments the ADDENDUM must be completed. 11. Do NOT use Radio Call Signs/ldentifiers on the ADDENDUM. Need GFC # AG #, Make, Model, Type, etc. (engine, fractor/plow, pick up, pump, ## gallon tank, etc...). For ALL Federal Excess Personal Property (FEPP) the AG# must also appear on the ADDENDUM. (Remember NOTFFP) 12. All GFC vehicles, equipment and/or other apparatus must appear on the GFC asset property inyentory. (Not FFP) Ifany do not appear on asset property inventoryfor the County, the Chief Ranger should initiate required steps within the A-41 system to get them added as soon as possible. 13, Once ALL signatures are obtained. at the County level, the completedform. should be sent to the appropriate GFC. Region Ofice/Manager which provides management oversighifor the County Untt. 14. Region management. should review to ensure the Agreement and MOU are completed accurately and ALL signatures ae included. 15. Region Managers should collect all. Agreements and MOU's for their assigned County Units and. submit them to Bo Chesser, Associtte Chiefof Forest Protection, collectiyely and all at one time for the Region. DO NOT SED DIRECTLYTO THE DIRECTOR'S OFFICE. 16. In the cases where Counties require multiple reviews and approval steps/processes that may or will delay submission ofthe completed. Agreement and MOU, notify Bo Chesser. 17. The deadline to submit the completed. Agreements and. MOU's to. Forest Protection is Eriday September 6th. 2024. DO. NOTSEND DIRECTLY: TO THE. DIREC7ORSOPPICK: 18. Forest Protection will provide all completed. Agreements and MOU's to the GFC. Director's Office for signature. 19. Once all signatures are obtained, the Agreement and MOU will be posted on the GFC Iniranet, hupr/Alnroncigl.states ga. REDFireProgram 20. The Agreement and MOU can be printedfrom there and a copy, provided to the FireDepartment 21. In the cases where a: specific County requires a copy with original signatures, please make a note and altachi it to the. Agreement and MOUT when submitting to the Forest Protection Department. An original signature copy will be returned to the County Unit to be delivered to the appropriate localofficial. Rev. 06/2024 RFD Coop Lease Agreement and Memorandum ofUnderstanding Page 1 RURAL FJRJE DEFENSE COOPERATIVE LEASE AGREEMENT AND MEMORANDUM OF UNDERSTANDING THIS AGREEMENT made and entered into this day of April 2025, by and between the GEORGIA FORESTRY COMMISSION, an agency of the State of Georgia, hereinafter referred to as "COMMISSION," and Rockdale County Fire Rescue, hereinafter referred to as "COOPERATOR," Because oft thei intermingling of structures and wildland fuels in areas of Rockdale County, Georgia the objectives of the two above-mentioned organizations are inseparable, to minimize the loss of life and property as a result of uncontrolled fire. The purposes oft this document are: 1, Provide for closest possible cooperation on mutual objectives. 2. To clarify the purpose and responsibilities of each organization. WITNESSETH WHEREAS, iti is of vital importance to the State ofGeorgia to protect and develop its forest land resources; and WHEREAS, such protection and development requires the suppression of uncontrolled fires, both within and without corporate limits; and WHEREAS, the COMMISSION is charged by State law with providing a means of forest fire defense in all forest and rural areas; and WHEREAS, the COOPERATOR is desirous of aiding the COMMISSION and itself in a coordinated fire program: NOW THEREFORE, for and in consideration of the mutual benefits to each party as hereinafter appear below, both parties agree as follows: Upon request from the COOPERATOR, the COMMISSION agrees to; a) Loan to the COOPERATOR, of equipment in so much as available through its Rural Fire Defense Program and described in the attached ADDENDUM. b) Provide the COOPERATOR a cost estimate of labor, supplies and material necessary to assemble and construct fire suppression apparatus, ifapplicable to this agreement and equipment requested, within the capabilities ofthe COMMISSION. The COOPERATOR agrees: a) To reimburse the COMMISSION for costs involved in the transfer, construction, rigging and conversion of loaned equipment and/or supplies provided that are necessary to assemble and construct fire suppression vehicles, which sum shall not be refundable to the COOPERATOR. Any reimbursable cost will be billed to the COOPBRATOR using the COMMISSION's invoicing procedures. b) To accept the responsibility ofall maintenance, repair, and operation of the equipment and vehicle while in COOPERATOR'S: possession at n10 cost to the COMMISSION nor to the State ofGeorgia. c) To shelter and protect vehicles and equipment from inclement weather, salt air, insects and rodents, vandalism and theft, d) To make said equipment available for inspection by the COMMISSION at anytime. e) The COOPERATOR shall maintain either liability insurance or self-insured statuses covering all chassis on loan from the COMMISSION and provide supporting documentation for the duration of the agreement and always maintain valid proof ofi insurance inside of vehicle and ready for inspection. To maintain Fire Department Certificate of Compliance in accordance with the Rules and Regulations oft the State ofGeorgia Rule 205-1-2 & Title 25 Chapter 3 Article 2 and in the event of loss of compliance during this agreement, will immediately notify the COMMISSION and return equipment. The PARTIES mutually agree: a) Title to all the equipment listed on the ADDENDUM shall remain in the possession ofthe COMMISSION. b) The equipment listed on the ADDENDUM, which is State of Georgia or Federal Excess property, may not be sold.j junked or traded, but must be returned to the COMMISSION for final disposition. The COMMISSIONmay seek reimbursement of replacement cost from the COOPBRATOR for any federal of state excess property that is not returned to the COMMISSION for proper disposal. Rev.0 06/2024 RFD Coop Lease Agreement and Memorandum ofUnderstanding Page 2 c) When any equipment is returned to the COMMISSION upon termination of this agreement, or for other purposes, such equipment shal! have at least the same component parts as it had when the COOPERATOR reçeived the equipment. d) Title to all accessories, tools, etc. added by the COOPERATOR shall remainl with the COOPERATOR and may be removed prior to returning the equipment. e) All loaned and leased equipment and vehicles are limited to wildland fire use and the use is in the public's best interest under unusual or emergency conditions, Other uses of loaned equipment will be considered misuse of equipment and could result in the COMMISSION causing termination of the agreement. f) A decal, furnished by the COMMISSION, shall be affixed to the major pieces of equipment listed on the ADDENDUM in a prominent and proper location visible to the public indicating that iti is a "fire unit" being operated by the COOPERATOR. g) Any employee ofthe COOPERATOR or other person enlisted by the COOPERATOR to staff and/or operate said equipment shall not be considered an employee ofthe COMMISSION for any purpose. The COOPERATOR shall have the responsibility for any Worker's Compensation Claim instituted by any person manning said equipment at the request oft the COOPERATOR. h) The COOPERATOR agrees to hold harmless and relieves the COMMISSION of any accident, injury, and death occurring in the use of or operation of both loaned or reimbursed equipment andvehicle. The COOPERATOR agrees to notify the COMMISSION within 24 hours for any loss of vehicle or equipment through theft or açcident, all insurance payouts and/or restitution payments for losses or damages ofloaned or reimbursed equipment or vehicle will be made payable to the COMMISSION. Operational Procedures 1, Dispatching: a) The COMMISSION will dispatch a crew to any known forestbrushvgmssletc. fire, or to any fires of unknown nature. The COMMISSION will cooperate with the county emergency dispatch structure by responding to wildland fires as dispatched. b) The COOPERATOR will dispatch a crew to any known structure fire, wildland fire, or to any fire of unknown nature. 2. Communications: Upon arrival at the scene: a) The COMMISSION will provide command and control for wildland fire suppression and will coordinate with the COOPERATOR for protection of life and property threatened by a wildlandi fire. b) The COMMISSION will immediately advise the COOPERATOR ofs any burning or threatened structure within the area. c) The COOPERATOR will provide command and control for structural fire suppression and will cooperate with the COMMISSION for protection of life and property threatened by structural fires. The COOPERATOR will immediately advise the COMMISSION ofany burning or threatened natural coverfuels within the area and request and/or provide assistance as needed. d) This agreement in no way restricts either agency from taking action in an emergency situation to save lives and property regardless ofthe nature of a fire, either wildland or structural. 3. Mutual Assistance: a) When both agencies are at the same fire, overall command and control of the incident shall lie with the agency concerned most directly with what is burning. b) Ifboth woods and structures are on fire simultaneously, each agency shall endeavor to initiate unified command and provide support to each other to ensure shared resources are used effectively, public and firefighter safety, and efficient incident stability, c) All fire organizations involved should endeavor to accomplish wildland fire certifications and provide wildland fire personal protective equipment for firefighters who are subject to respond to wildland fires. d) Only the COMMISSION can authorize the use ofbackfires. e) The intended use OfCOMMISSION personnel and equipment is to provide prolection/suppression relative only to wildland fires; i.e. grass, forestlands, brush and trees. COMMISSION personnel are not trained, nor do they possess personal protective equipment to function in enyironmentsother than those listed above. M Rev. 06/2024 RFD Coop Lease Agreement and Memorandum of Understanding Page 3 4, Training: a) Each agency agrees to leudpericfpat/AsiVe. in the other agency's trainingprogram. b) The authority havingjurisdiction shall be responsible to ensure that all persons participating in training and wildland, or structural fire suppression activities meet established qualifications and are properly equipped with the required personal protective equipment to safely perform tasks at the individuals assigned level of responsibility. 5. Other: Each agency: mutually agrees to provide support for fire prevention programs which will increase the public awareness ofthe hazards and destruction of fire and serve to make the objectives of this memorandum possible. AGREEMENT This agreement shall not supersede any prior agreement between the parties for the coordinated protection of uncontrolled fire on any forest lands with the State ofGeorgia. This agreement shall be effective from the date first appearing on page one (I) and shall continue in force from year to year, not to exceed 3 years, unless terminated by either parly by thirty (30) days written notice to the other. Updates to this agreement require written approyal of each party. The Georgia Forestry Commission and its sub-contractors GFe Equal Opportuniry Employers and Service Providers and subject to all provisions ofsection 601 ofthe Civil Rights Act of 1964 and therefore prohibit discrimination in all programs and services on the basis ofrace, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or family stalus. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals the day and year first written. Georgia Forestry Commission Rockdale County, Georgia Signature: State Forester/Director JaNice Van Ness, Chair & CEO (COOPERATOR) Date: Date: Georgia Forestry Commission Rockdale CountyFire) Rescue Signature: Chief] Forest Ranger James Robinson, Fire Chief Date: Date: 3/a4las ATTEST: Jennifer O. Rutledge, Executive Director/County Clerk Approved as to Form: See. Next Page(s) for Addendum to the Agreement. M. Qader A. Baig, County Attorney SBE Rev. 06/2024 RFD Coop Lease Agreement and Memorandum oft Understanding Page 4 ADDENDUM TO THE RURAL FIRE DEFENSE COOPERATIVE LEASE AGREEMENT AND MEMORANDUM OF UNDERSTANDING BETWEEN THE GEORGIA FORESTRY COMMISSION AND ROCKDALE COUNTY FIRE RESCUE GEORGIA FORESTRY COMMISSION AREA The County of Rockdale primarily all lands within the county, private and COVERED public, çounty and state owned and federal lands not under specific agreement. COMMISSION resources assigned to a county are also responsible for all lands within the State ofGeorgia upon request by the Chief of Forest Protection or his designee. RESOURCES: Equipment: (List # Tractor/Plow Suppression Wildland Fire Suppression Positions: (List Units, Type 6. Engine(s), Type 7 Engines(s), by title; (example: ChiefRanger, #ofRanger 1, Other Suppression. Equipment (not radio call Supplemental FF, Forester who are available signs). Provide Make, Model, Year and GFC#) for fire suppression activities this counly) 2002 John Deere 550H GFCH420-Y1459 1-Chief Ranger 2017Caterpillar D5K2 GFCH420-Y3353 5-Rangers 2017 Caterpillar D5K2 GFCH420-Y3351 I-Forester 2017 Caterpillar D5K2 GFCH420-Y3375 2019 Caterpillar DSK2 GFCHA20-Y3416 2015 Ford F-250 GFC#420-2572 2016 Ford F-250 GFC#420-2618 2019 Ford F-550 GFC#420-2820 Allforest) fire protection work. shall be under the direction and supervision of the State COMMISSION, through the Director afsaid Commission, subject to the provisions ofthe Forest Fire. Act and the laws ofthe State, now or heregfter enacted, relative to) foresiry and forestfire prevention and sippression. The Commission shall have power to make and enforce al! rules and reguiations necessary for the administration offorest fre protection. (Ga. Laws 1949, pp. 937, 938; Ga. Code 1981, Sec. 12-6-83.) FIRE DEPARTMENT/COOPERATOR ARLA COVERED Fire Deparmemt/Coopemtor will provide a map of the primary responsibility area(s) to the COMMISSION's County Unit that is responsible for the area. Equipment: (List each vehicle, pump, tank, Personnel:(Total number of INFORMATION piece of equipment, supplies, etc.. owned fire department personnel, and/or loaned by the GEC to the Fire does not require personnel Department. Includes State and Federal names) Exçess Property that appears on GFC asset property inventory- (not Fire Fighter Property or supplies reimbursed by the COOPERATOR to the COMMISSION). Provide make, tank size, model, pump engine size, GPM of pump, and GFC# of each. Desumpton GKErn AGN 3 A aErgllopis # of Paid 158 Personnel: # ofVolunteer 0 Personnel: # of Wildland 0 Fire Qualified Personnel (both paid and volunteer): Catiucorepge sngeded. (0 Include a! FEPPaus State cwned pronerty lomedorl lesed 1o the Fire Department. Rev. 06/2024 5 RFD Coop Lease Agreement and Memorandum ofUnderstanding Page ADDENDUM (Continued) TO THE RURAL FIRE DEFENSE COOPERATIVE LEASE AGRCEMENT AND MEMORANDUM OF UNDERSTANDING BETWEEN THE GEORGIA FORESTRY COMMISSION AND ROCKDALE COUNTY FIRE RESCUE Description GFC Property # AG# (if Federal Property) A Rev. 06/2024 RFD Coop Lease. Agreement and Memorandum ofUnderstanding Page 6