Signed Contracts_Red Cross Emergency SheltersAGREEMENT TO PERMIT THE USE
OF A FACILITY AS A RED CROSS EMERGENCY SHELTER
Effective Date: Upon execution.
Expiration Date: None. Owner or Red Cross may terminate the agreement upon 30 days' notice.
Owner: City of Dubuque, a municipal corporation
Owner's 24 Hour Point of Contact
Primary: Don Vogt 563-599-1581; Marie Ware 563-564-7566
Alternate: John Klosterman 563-590-4981; Dan Kroger 563-552-6171
Owner's Address for Legal Notices: 50 West 13th Street, Dubuque, Iowa 52001
Red Cross: The American National Red Cross, a not-for-profit corporation
Red Cross 24 Hour Point of Contact
Primary: Jolene Carpenter 563-564-4566
Alternate: Regional Dispatch 309-743-2166
Red Cross Address for Legal Notices: The American National Red Cross, American Red Cross of
the Tri -States, Dubuque Chapter, 2400 Asbury Road, Dubuque, IA 52001 with a copy to The
American National Red Cross, Office of the General Counsel, 2025 E Street, N.W., Washington,
D.C. 20006 and with a copy to The American National Red Cross, Disaster Operations, 2025 E
Street, N.W., Washington, D.C. 20006;
Red Cross Address for Invoices: American Red Cross of the Tri -States, 2400 Asbury Road,
Dubuque, IA 52001, with a copy to: Facilities Associate, Field Logistics, The American National
Red Cross, Disaster Response 2025 E Street, Washington, D.C. 20006.
Name and Address of Shelter Facilities: 1) Municipal Services Center, 925 Kerper Court; 2)
Comiskey Park, 255 E. 24th St.; 3) Five Flags Center, 405 Main St.; and 4) Prescott School
Neighborhood Resource Center, 1151 White St., all in the City of Dubuque, Iowa, 52001
OWNER:
City of Dubuque
By:
Name: Michael C. Van Mil'igen
Title: City Manager
City of Dubuque, Iowa
Date:
oPici/?
RED CROSS:
The American National Red Cross
Narrre: Jolene Carpet
Title: Disaster Program Manager
American Red Cross of the Tri -States
Date: ///
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TERMS AND CONDITIONS
This Agreement is made for the temporary use of a facility designated by Owner for use as a
public shelter during a declared or undeclared natural disaster or other condition or event requiring
the activation of the disaster relief functions of The American National Red Cross ("Emergency").
The parties desire to reach an understanding that will result in providing the facility owned by the
Owner to the Red Cross to operate an emergency shelter for the benefit of Owner's community.
1. Owner's Responsibilities.
(a) Owner has identified the facility, and Red Cross has determined that the facility may
be suitable for use as a public shelter, or staging area, or for other purposes in connection
with disaster relief operations. ("Shelter"). Upon request by the Red Cross (which may be
made orally or in writing) Owner will make the facility available to Red Cross for use as a
Shelter.
(b) Owner will appoint a person to coordinate the Owner's activities ("Facility
Coordinator"). The Facility Coordinator will coordinate the use of the Shelter with the Red
Cross's designated official. ("Shelter Manager"). The Facility Coordinator and the Shelter
Manager will collaborate to resolve questions regarding Shelter operations. The Facility
Coordinator and the Shelter Manager will jointly conduct a pre -inspection survey of the
Shelter before it is turned over to the Red Cross. The Shelter Opening Checklist attached
hereto, will be used to identify and record any existing damage or conditions. The Facility
Coordinator will secure all equipment that is not supposed to be used by the Red Cross in
the operation of the Shelter.
(c) The Facility Coordinator will, on request and if feasible, designate a "Foodservice
Manager" to establish a feeding schedule and determine foodservice inventory and supply
needs. The Facility Coordinator also will, on request and if feasible, designate a "Facility
Custodian", to establish and direct the sanitation inventory and supply needs. The Shelter
Manager and the Facility Coordinator will jointly coordinate a work schedule for any
personnel who are not Red Cross employees, volunteers, or contractors. If it is not feasible
for one or both of a Foodservice Manager or a Facility Custodian to be designated by the
Facility Coordinator, the Facility Coordinator will inform the Shelter Manager, who may
obtain such services by contract.
(d) At the direction of and in cooperation with the Shelter Manager, the Foodservice
Manager will provide the food and supplies needed for meals at the Shelter site. If, in the
opinion of the Shelter Manager, additional food or supplies are needed, the Shelter
Manager will coordinate the procurement of the additional food or supplies. Red Cross will
pay or reimburse Owner for all food and supplies as approved by the Shelter Manager and
used in the course of operating the Shelter.
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(e) The Facility Custodian will provide sanitation services and supplies for custodial care
at the Shelter as directed by the Shelter Manager. The Facility Coordinator or Facility
Custodian will order and provide all additional sanitation and custodial supplies and
services as shall be determined by the Shelter Manager. Red Cross will pay or reimburse
Owner for all sanitation supplies as approved by the Shelter Manager and used in the
course of operating the Shelter.
(f) Red Cross is not responsible for police or public safety at the Shelter. Any private
security services that are to be the responsibility of Red Cross must be arranged under a
separate agreement. Shelter population shall be exclusively the role of Red Cross. Owner
shall not distribute or reveal any information concerning occupants of a Shelter without the
express written consent of the Shelter Manager. No press releases or other information
shall be disseminated without the express written consent of the Shelter Manager. Owner
will refer all media questions related to the Shelter to the Shelter Manager.
(g) Within thirty (30) days after the close of a Shelter, the Facilities Coordinator shall
submit to the Red Cross all invoices to the address above. Invoice backup must include a
list of the Shelter operations personnel and hours worked at the Shelter, and details on any
materials or goods used or consumed.
2. Red Cross's Obligations.
(a) The Red Cross Shelter Manager has primary responsibility for the operation of the
Shelter. Red Cross will provide additional Red Cross staff and volunteers to carry out the
activities of the Shelter. Red Cross will post signs identifying the Shelter. Red Cross will
remove all Red Cross signs when the Shelter is closed. Red Cross and all of its agents,
and employees, and volunteers will exercise reasonable care in the operation of any
Shelter.
(b) Storm damage or other damage caused by the Emergency is not the responsibility
of Red Cross. Red Cross reimburses personnel costs at actual current per hour straight
time rate for instruction, custodial, maintenance, and food service. Red Cross will
reimburse Owner for the reasonable actual out-of-pocket costs and expenses for
operational expenses, including the replacement of food, supplies, equipment. Property
damaged, lost or stolen due to the negligence of Red Cross will be compensated based on
depreciated actual cash value. Reimbursement for any extraordinary or capital expenses
(including without limitation painting, carpeting, wiring, and structural work) will be limited to
replacement at actual cash value of the property. In such cases, Red Cross will select from
among bids from at least three reputable contractors.
(c) Red Cross will notify the Owner or Facilities Coordinator of the closing schedule for
the Shelter. After the Shelter has been closed, the Facility Coordinator and the Shelter
Manager will conduct a post -disaster facilities survey to ensure that the Shelter is returned
to the Owner in the same condition as it was when it was opened, ordinary wear and tear
excepted. The form to be used for this post-operation survey is the Shelter Facility Closing
from attached hereto.
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(d) Red Cross agrees to defend, hold harmless and indemnify Owner against any legal
liability, including reasonable attorney fees, in respect to bodily injury, death and property
damage arising from the negligence of Red Cross during its use of Owner's facilities under
this Agreement.
(e)
Red Cross shall carry insurance coverage in the amounts of at least $5,000,000 per
occurrence for Commercial General Liability and Automobile Liability. The Red Cross shall
also carry Workers' Compensation coverage with statutory limits for the jurisdiction within
which the facility is located and $1,000,000 in Employers Liability. The Red Cross shall
name The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and their board
members, employees and volunteers as Additional Insureds on the Commercial General
Liability policy and such policy will respond on a primary and non-contributory basis.
Details about Red Cross insurance coverage can be seen at any time on the Red Cross
insurance brokers' website at:
(https://online. marsh.com/marshconnectpublic/marsh2/public/moi?client=168915280
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Shelter Opening Checklist
American Red Cross
Facility Name:��-���
Location:
SHELTER OPENING CHECKLIST
Name of person addressing issues:
Contact information for person addressing issues:
Facility Representative: •
Date of Facility Check:
Conducted By:
Date of Last Facility Check:
Conducted By:
Date Issues Addressed:
--.
"NAS the s ecific areas needing correction and the persons responsible for corrections should be noted in the comments column.
AREAS TO REVIEW F"FJ
Are indoor and outdoor walking surfaces free of tripping or falling hazards
(uneven sidewalks, unprotected raised walkways/ramps/ docks,
loose/missing tiles, telephone wiresextension cords, etc.)?
Are the paths to exits relatively straight and clear of obstructions
(blocked, chained, partially blocked, obstructed by garbage cans, etc.)?
Are all emergency exits properly identified and secured?
Are there at least two exits from each floor?
YES
NO
NA
Are illuminated exit and exit directional signs visible from all aisles?
Is'there an emergency evacuation plan and identified meeting place?
Are there guidelines for directing occupants to an identified assembly
area away from the building once they reach the ground floor?
Are there any site specific hazards (hazardous chemicals, machinery)?
If so, describe them.
Is; the facility clean, neat and orderly?
Are the following building systems in good working order?
Electrical
Water
Sewage System
HVAC, if necessary
Are fire extinguishers and smoke detectors present, inspected, and
properly serviced?
If.power fails, is automatic emergency lighting available for egress routes,
stairs and restrooms?
Are first aid kits readily available and fullystocked? Where?
Will occupants of the building be notified hat an emergency evacuation is
necessary by PA or alarm?
ANY DAMAGE OR ADDITIONAL COMMENTS:
Worker Signature:
Reviewer Signature:
Date:
Date:
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Revised 02/07
s
Shelter Facility Closing
........................................
American Red Cross
SHELTER FACILITY CLOSING
This is to certify that the
(Name)
(Address)
(Telephone)
controlled, owned or operated by . Nand used temporarily by the American
Red Cross, DR # as an emergency disaster facility from
(#) (Name)
to , is hereby returned by the American Red Cross to -
in a satisfactory condition, less.the following deficiencies:
Signature of Owner/Operator Signature of American Red Cross Representative
Printed Name & Title Printed Name & Title
Dale Dale
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