HomeMy WebLinkAbout2017 - Mass Notification SystemDIVISION OF
RICK SCOTT
Governor
MEMORANDUM
FROM: Andrew Sussman
0
STATE OF FLORIDA
EMERGENCY
April 21, 2017
RE: AlertFlorida Point of Contact, FDEM
MANAGEMENT
BRYAN W. KOON
Director
RECEIVED
City Manager's Office
NOY 172017
I am the new Point of Contact for FDEM's AlertFlorida Mass Notification System. Please
retain this memorandum with your contract to replace Brian Misner's Contact
Information. Please contact me for questions or items of discussion regarding. Thank
you for your time and attention.
Andrew Sussman
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Office Telephone: 850-815-4110
S martphone: 850-528-7516
Email: Andrew.Sussman(cDem.myflorida.com
Respectfully,
AJS/ajs
FLORIDA RECOVERY OFFICE • DIVISION HEADQUARTERS • STATE LOGISTICS RESPONSE CENTER
5900 Lake Ellenor Drive 2555 Shumard Oak Boulevard 2702 Directors Row
Orlando, FL 32809 Tallahassee. FL 32399-2100 Orlando, FL 32809-5631
Tel: 850-413-9969 • Fax: 850-488-1016
www. Florida Disaster.ora
MEMORANDUM OF AGREEMENT
BETWEEN THE FLORIDA DIVISION OF EMERGENCY MANAGEMENT AND
THE CITY OF SEBASTIAN
This Memorandum of Agreement (the "Agreement") is made and entered into by
the Florida Division of Emergency Management (hereinafter referred to as the
"Division") and the City of Sebastian (hereinafter referred to as the "Subdivision").
WHEREAS Section 252.35(2)(a)6, Florida Statutes (2015), (F.S.), requires the
Division to establish a system of communications and warning to ensure that the state's
population and emergency management agencies are warned of developing emergency
situations and can communicate emergency response decisions;
WHEREAS the Division has executed contract DEM -16 -PG -E4-13-00-22-379
with Everbridge, Inc. for the provision of Statewide alert and mass notification services
in support of its AlertFlorida Initiative, hereinafter referred to as the "notification system;"
WHEREAS the Division is funding and providing the notification system at no
local cost to eligible subdivisions for the initial contract and all renewal years (ending on
June 30, 2019), contingent upon an annual appropriation by the Florida Legislature;
WHEREAS Section 252.38 F.S. establishes Emergency Management powers of
political subdivisions and constructs safeguarding the life and property of its citizens as
an innate responsibility of the governing political body of each political subdivision of the
state, and;
WHEREAS the Subdivision desires to utilize the notification system provided by
the Division to transmit alerts, notifications, and other authorized public safety
messaging to residents, businesses, and visitors located in or transiting through their
political subdivision, while performing its powers under section 252.38 F.S.
NOW, THEREFORE, in consideration of the cooperative effort between the
parties contained herein, the parties agree as follows:
1. TERM OF AGREEMENT
This agreement is effective on the date of execution by the last -signing party and
shall remain in effect for the duration of services provided under contract DEM -16 -
PG -E4-13-00-22-379, but no later than June 30, 2019.
2. DUTIES AND RESPONSIBILITIES
A. Division of Emergency Management
The Division:
I. Has assigned a contract manager for the notification system pursuant to
section 287.057(14) F.S. who will enforce the performance of the contract
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terms and conditions and serve as a liaison with the contractor,
Everbridge Inc.
II. Reserves the right to access any political subdivision's account or
organization in the system for purposes of contract management, and to
monitor system activity and usage.
III. Will limit the number of personnel with high-level administrative access
credentials to the system, and will take reasonable efforts to prevent the
unauthorized disclosure of contact information protected under section
119.071(5)0) F. S.
IV. Reserves the right to launch a statewide notification to all available "opt -in"
contact data in the system resulting from a catastrophic natural or
technological disaster, a widespread public health emergency, an
imminent or actual attack of a foreign military power, or a similar
emergency where a delay to coordinate locally -initiated notifications would
endanger the health and safety of the State's population.
V. Reserves the right to require certain notification subscription options be
set to "mandatory" in a subdivision's public -facing opt -in portal, including:
a. Tornado Warnings
b. Flash Flood Warnings
c. Hurricane Warnings
d. Statewide Notifications
e. Countywide Notifications
VI. Will, upon termination of the contract, distribute the system's recipient
contact data to the Subdivision as specified in Minimum Support
Requirement number eight of the contract's Scope of Work.
B. The City of Sebastian
The Subdivision:
I. Acknowledges the terms and conditions of the Division's contract,
which is attached hereunto, and agrees to abide by the applicable
terms thereof, specifically the Everbridge Core Platform Agreement,
incorporated in the contract as Exhibit "E" and the Everbridge
Acceptable Use Policy, available via http://www.everbridge.com/aup
and incorporated in the contract as Exhibit "F."
Il. Agrees to place a "powered by AlertFlorida" icon that shall encompass
no greater or less than 10% the banner image of the Subdivision's
public -facing opt -in portal(s) for continuity with statewide branding.
III. Acknowledges the following authorized uses of the system and agrees
to limit use of the system to those uses, defined by the Division as the
following categories of notifications:
a. Population protective actions, such as evacuation orders, shelter -
in -place warnings, boil water notices, and similar actions;
b. Emergency preparedness and response information, such as the
availability of sand bag stations for flood -fighting efforts, notification
of planned or anticipated disruption of municipal services &
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IV
MA
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municipal or commercial utilities, the establishment of emergency
shelters, implementation of curfews and other law enforcement
security measures, the designation of security zones around
specific planned events, the establishment of keywords for event -
specific messaging, and other similar messaging that conveys a
change in the Subdivision's steady-state operational posture;
c. Disaster recovery information, such as the location of disaster
recovery centers, availability of voluntary agency or governmental
disaster recovery assistance, and updates on debris clearance and
the allowance of re-entry into a portion of the subdivision impacted
by a disaster;
d. Emergency preparedness exercises, including operational tests of
notification capability and public notification of functional or full-
scale public safety and emergency management exercises
occurring within the jurisdiction;
e. Law enforcement searches for a missing person or a manhunt for
escaped convicts or suspects evading arrest;
f. Automated weather warnings provided by the National Weather
Service;
g. Notification and recall of Subdivision employees, contractors, and
other response partners that support the activation of the
Subdivision's Emergency Operations Center or supplement the
staffing of existing public safety response and recovery functions,
including the staffing of specialty response teams, and;
Acknowledges that while the contract provides access to Integrated
Public Alert and Warning System (IPAWS) and Emergency Alert
System (EAS) initiation features, the Division will NOT approve
requests for Collaborative Operating Group (COG) licenses that
originate from political subdivisions below the COUNTY level, as the
alerting systems accessible through IPAWS are capable of transmitting
alerts across jurisdictional boundaries.
Agrees to make a reasonable effort to supply the Division with
requested information about any existing or recent local contracts for
mass notification services, for the purpose of developing quantitative
cost impact and qualitative notification capability measures in support
of legislative budget requests for continued funding of the initiative.
Agrees to develop a written Standard Operating Procedure (SOP) that
governs access to and use of the notification system within the
Subdivision, to include, at minimum, the following topics:
a. Defining the local organization administrator(s);
b. Defining procedures for requesting administrative access within the
jurisdiction and the training requirements for granting such access;
c. Establishing a message drafting and approval process;
d. Discussing the difference between "opt -in" and "opt -out" contact
data, limiting the use of "opt -out" data to imminent or actual life
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threatening emergencies, and considering the time of day when
initiating notifications that use "opt -out" data, and;
e. Specifying the responsibility and frequency of periodically reviewing
all administrative user accounts within the County's organization(s)
to validate the continued relationship and need for access of each
current user.
The SOP must be developed within 60 days of the effective date of this
agreement and is subject to review by the Division at any time during
the agreement.
VII. Acknowledges that Everbridge, Inc. provides additional notification
system capabilities and services which are not covered under the
Division's contract for the notification system (hereafter referred to as
"non -covered services"). If the Subdivision desires to enhance their
notification capabilities by adding non -covered services to their
organization(s), then the Subdivision will be responsible for any
additional costs incurred as a result of adding those services, plus any
costs arising from technical support of the non -covered services,
payable directly to Everbridge. The Subdivision will notify the Division
of its intent to add non -covered services prior to deployment, and will
provide an additional notification after deployment, with the intent of
maintaining visibility on the vendor's provision of support and
maintenance on covered features.
3. POINTS OF CONTACT
The parties shall direct all matters arising in connection with the performance of this
Agreement to the attention of the respective contact persons named below for
resolution or action:
For the Division:
Brian Misner, Special Projects Coordinator
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Telephone: 850-922-5332
Email: brian.misner@em.myflorida.com
4. TERMINATION OF AGREEMENT
For the Subdivision:
Name: Joe Griffin, City Manager
Address 1225 Main Street
City, State, Zip Sebastian, FL 32958
Telephone: 772-388-8200
Email: jgriffin@cityofsebastian.org
The parties may terminate this Agreement at any time upon thirty days' written
notice to the points of contact specified herein.
S. LIABILITY
Each party hereto agrees that it shall be solely responsible for the negligent or
wrongful acts of its employees and agents. Nothing contained herein shall constitute
a waiver by either party of its sovereign immunity or the provisions of 768.28, F.S.
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Nothing herein shall be construed as consent by either party to be sued by third
parties.
6. ATTACHMENTS
The following attachments are incorporated hereunto by reference:
A. Attachment 1 — Definitions
B. Attachment 2 — Contract DEM -16 -PG -E4-13-00-22-379 between the Division and
Everbridge, Inc.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their duly authorized representatives on the dates appearing beneath their
respective signatures.
FLORIDA DIVISION OF EMERGENCY CITY OF SEBASTIAN
MANAGEMENT,
Joe Griffin, C ty Manager
1Il,f i
Date
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October 26, 2017
Date
[Ada ;::ei;c;r;al fines for
approvals, attestations, filings,
or seals as needed]
ATTEST:
4c�-�. �..ci a,
anette WjkLlTanis, City Clerk