RECEIVED ARR 0 3 2025 ORIGINAL wrcuig Gronoi Board of Commissioners BY: : Agenda Item Transmittal Form Procurement/Comtract Transmittal Form Revised 1/17/25 Type of contract: 1year] Multi-yearD Single Event D Contract #: BOCApproval Date: Submission Information Vendor Information Contact Name: Sharon Webb Vendor Name: Fptyallaha* Department: Rockdale County EMA Cihy o I Cmyevs Address: 1996 Centennial Olympic Parkway Project Title: Georgia International Horse Park Address: Conyers, GA. 30013 Email: Funding Account Number: N/ A Contract amount: N / A Phone #: Budgeted C ) Not Budgeted C) Contact: Mayor G. Vincent Evans, Jr. Contract Type: Goods 0 Services (X) Grant 0 Contract Action: New (X ) Renewal 0 Change Order 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 iti is in compliance approved for processing. with Purchasing Policies of Rockdale County, Signature Lo Sandus Date: Signature: Date: Hala5 6 Alglans Rukene Detailed Summary of Contract: This MOU is with the Georgia International Horse Park to provide a Point of Distribution (POD) location during times of need for Rockdale County. During a disaster or POD need Rockdale County EMA will request that the Georgia international Horse Park allow access to their parking lot for the distribution of supplies. If this location is available, then RC EMA will work to establish the POD for distribution: needs. Additionally, RC EMA will assist the Georgia International Horse Park 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: Department Head/Elected Official Signature: Date: asallko 413135 2035-144 Contract # 2025 MEMORANDUM OF UNDERSTANDING BETWEEN ROCKDALE COUNTY, GEORGIA AND THE CITY OF CONYERS, GEORGIA 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 ofGeorgia, (hereinafter the "County"), whose address is 962 Milstead Avenue, Conyers, Georgia 30012, and the city of Conyers, Georgia, a municipal corporation, (hereinafter "City"), whose address is 901 O'Kelly Street, P.O. Drawer 1259, Conyers, Georgia 30012. WHEREAS, the County and City both recognize the importance oftaking care ofresidents when a traumatic incident of significance has caused individuals and families to be displaced and/or in need of assistance, and WHEREAS, the County and City both have expressed the desire to help the community in these situations, and WHEREAS, the priority of Rockdale County Emergency Management Agency, a department of the County, 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 WHEREAS, the Georgia International Horse Park, a department of the City, can be made available for needed services following a traumatic incident of significance causing individuals and families to be displaced and/or are in need of assistance. NOW THEREFORE, the County engages with City 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. Location. The facilities and grounds at Georgia International Horse Park, located at 1996 Centennial Olympic Pkwy NE, Conyers, GA 30013, shall serve as a Point of Distribution operations for when a location is needed to distribute commodities, and when the facilities are available. 2. Term. The term of this agreement begins upon the date above and/or the date of approval by the Rockdale County Board of Commissioners and Conyers City Council, 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. This MOU may be terminated by either party, with or without cause, at any time. Written notice of termination shall be provided to the other party at the addresses provided herein. 3. Access. Contract # 2025 The Rockdale County Emergency Management Agency shall provide prior notice to the City ofi its intent to use the location. Prior to each operational period, the Parties shall agree upon which specific areas of the Georgia International Horse Park are to be utilized. Both parties agree to work collaboratively to ensure that the operational efficiency of the Georgia International Horse Park is maintained and to minimize disruptions to the distribution process for the Rockdale County Emergency Management Agency. Rockdale County Emergency Management Agency will have access to the agreed upon portion oft the facilities and grounds during these operational periods. 4. Space Usage. Georgia International Horse Park will be used to stage a drive-thru and walk-up distribution point of life sustaining commodities (water, meals/food, ice and any other items needed) and equipment. The location will make available designated areas for parking, loading and unloading zones during operational periods. 5. Cost. The use of this space is provided at no cost to Rockdale County Emergency Management Agency. 6. Documentation. The City 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 oft 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 the use of the facilities is a courtesy to Rockdale County Emergency Management Agency; therefore, the City, or any of its representatives, specifically officers, agents, employees, Mayor, City Council members, shall not be held responsible for any damage, theft, misuse, or other issues related to the aforementioned belongings or equipment while conducting sheltering operations. The Rockdale County Emergency Management Agency shall be responsible for the replacement, restoration or repair of any damage to the Georgia International Horse Park or any of its facilities caused by the Rockdale County Emergency Management Agency's activities. 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. If any clause or provision of this Agreement is or becomes illegal, invalid, or unenforceable because ofpresent or future laws or any rule or regulation of any governmental body or entity, effective during its term, the intention of the parties hereto is that the remaining parts of this Agreement shall not be affected. Contract # 2025 10. Entire Agreement. This MOU represents 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. Except for legal process, which may be served as by law provided, all notices that are given with respect to this Agreement shall be in writing and shall be deemed to have been given when hand delivered or five (5) days after deposited, postage prepaid, with the United States Postal Service (or its official successor), certified, return receipt requested, properly addressed as follows: City of Conyers Rockdale County 901 O'Kelly Street 962 Milstead Avenue P.O. Drawer 1259 Conyers, Georgia 30012 Conyers, Georgia 30012 ATTN: ATTN: Sharon Webb, Director of Rockdale County G. Vincent Evans, Jr., Mayor and Emergency Management Agency Kameron Kelley, City Manager Sharon. AMaRascakCampoAsw 11. Choice ofLaw. All provisions of this Agreement are in all respects (including, but not limited to, all matters ofi interpretation, construction, enforcement, performance, and the consequences ofbreach) to be governed and controlled by the internal laws ofthe State of Georgia, as amended and now in effect. In the event of any dispute between the parties arising out of or in connection with this. Agreement, the parties agree that the proper forum for any cause of action shall be in the state courts of Rockdale County, Georgia. 12. Construction. This Agreement shall be construed as if drafted jointly by both parties and no presumption or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any provision oft this Agreement. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals on the date and year first written above. Approved this day of 2025. (Signatures on Next Page) Contract # 2025 a City of Conyers, Georgia Rockdale County, Georgia City Council Board of Commissioners By: By: G. Vincent Evans, Jr., Mayor JaNice Van Ness, Chair & CEO By: Tuwanya Smith, Commissioner Post 1 By: Dr. Doreen Williams, Commissioner Post 2 Attest Attest By: By: Nicole Holsomback, City Clerk Jennifer Rutledge, County Clerk Approved as to form Approved as to form By: By: Carrie L. Bootcheck, City Attorney M. Qader A. Baig, County Attorney