REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 1, 2026
FROM
GILBERT RAMOS, Assistant Executive Officer, Human Services
SUBJECT
Title
Approval of Pre-Event and Post-Event Mutual Aid Memoranda of Agreement with Southern Area Consortium of Human Services Member Counties
End
RECOMMENDATION(S)
Recommendation
1. Approve the Southern Area Consortium of Human Services Mutual Aid Document Package Signatory Acknowledgment to acknowledge the County’s review of the Southern Area Consortium of Human Services documents and affirm its intent to participate in regional mutual aid coordination consistent with the terms of the Southern Area Consortium of Human Services mutual aid documents listed in Recommendation Nos. 2 and 3 and the Southern Area Consortium of Human Services Mutual Aid & Resource Request Standard Operating Procedures, which are referenced in the agreements.
2. Approve the non-financial Pre-Event Mutual Aid Memorandum of Agreement template, including non-standard terms, between San Bernardino County and participating Southern Area Consortium of Human Services member counties, to establish a framework for providing and receiving mutual aid personnel, technical specialists, equipment, and other resources during emergencies and disasters, for a period of five years from the date fully executed.
3. Approve the Post-Event Memorandum of Agreement template, including non-standard terms, between San Bernardino County and participating Southern Area Consortium of Human Services Member Counties, to document the terms and conditions associated with specific mutual aid deployments following an emergency or disaster, effective upon execution and remaining in effect for the duration of the response and recovery operations for each event, which shall not exceed five years.
4. Authorize the Assistant Executive Officer to execute the approved Pre-Event Mutual Aid Memorandum of Agreement template and the approved Post-Event Memorandum of Agreement template, with costs incurred through the Post-Event Memorandum of Agreement not to exceed $100,000 annually, to support emergency response and recovery activities, and any subsequent non-substantive amendments, subject to review by County Counsel.
(Presenter: Gilbert Ramos, Assistant Executive Officer, 387-4261)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Foster Sustainable Development Through Strategic Partnerships.
Provide for the Safety, Health and Social Service Needs of County Residents.
Enhance Readiness for Major Emergency Responses.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Pre-Event Memorandum of Agreement (MOA) establishes the framework for mutual aid among participating Southern Area Consortium of Human Services (SACHS) member counties but does not obligate San Bernardino County (County) to provide or receive assistance or incur costs. Participation in mutual aid activities remains voluntary.
If mutual aid resources are deployed, reimbursement of eligible personnel and deployment costs may occur in accordance with the applicable Post-Event MOA, the SACHS Mutual Aid & Resource Request Standard Operating Procedures, and applicable emergency management reimbursement requirements. Any reimbursement received or expenditures incurred will be managed within existing departmental appropriations or through future budget adjustments, if necessary. Board of Supervisors (Board) approval will be required to release additional funds if expenditures incurred due to the deployment of mutual aid resources exceed the allotted $100,000 annual threshold.
BACKGROUND INFORMATION
SACHS is a collaborative association of county Human Services (HS) agencies that coordinates regional planning, preparedness, and mutual assistance during emergencies and disasters.
The proposed Pre-Event MOA template establishes a standardized framework for participating SACHS counties to voluntarily provide personnel, technical specialists, equipment, and other resources when a member county experiences an emergency or disaster that exceeds its operational capabilities. The Pre-Event MOA establishes common operating principles, identifies mutual aid liaisons, outlines reimbursement procedures, and addresses liability, workers' compensation, and administrative requirements before an emergency occurs.
The proposed Post-Event MOA template provides a standardized agreement that documents the specific terms of an individual mutual aid deployment, including the nature of assistance provided, deployment period, reimbursement, liability, and other incident-specific conditions following an emergency activation. Requested aid will be dependent on the nature of an unexpected emergency or disaster, the total cost of deployment of mutual aid shall not exceed the allotted $100,000 annual threshold. Board approval will be required to release additional funds if expenditures incurred exceed this amount.
The Pre-Event MOA and Post-Event MOA templates (collectively, Agreements) were negotiated by the SACHS member counties and contain terms that differ from the standard County contract and omit certain County standard contract terms. While the parties negotiated certain contract terms to County standards, the parties would not agree to all County standard terms. The non-standard and missing terms include the following:
1. The Agreements contain a mutual indemnification provision that requires each party to indemnify the other from any and all claims actions, losses, damages, and/or liability arising out of the MOAs but only to the extent actually caused by the negligent acts, errors, or omissions of the indemnifying party.
• The County standard contract does not include any indemnification or defense by the County of another party. The County standard contract indemnity provision requires the contractor to indemnify, defend, and hold the County harmless from all third-party claims arising out of the acts, errors, or omissions of any person.
• Potential Impact: The contracting party is not required to fully defend, indemnify, or hold the County harmless from all claims. If the County is sued for a claim outside of the scope of the indemnification provisions, then the County may be solely liable for the costs of defense and damages.
2. The Agreements are silent on venue.
• County Policy 11-05 requires venue for disputes to be in the Superior Court of California, County of San Bernardino, San Bernardino District.
• Potential Impact: Having a venue in another county may result in additional expenses.
3. The Agreements do not require SACHS members to meet all of the County’s insurance standards as required pursuant to County Policies 11-05, 11-07 and 11-07SP.
• County policy requires contractors to carry appropriate insurance at limits and under conditions determined by the County’s Risk Management Department and as set forth in County policy and in the County standard contract.
• Potential Impact: The County has no assurance that SACHS members will be financially responsible for claims that may arise under the agreements.
The HS Department recommends approval of both Agreements, including non-standard terms, since the Agreements will strengthen the County's emergency preparedness by allowing the HS Department to more efficiently provide and receive qualified personnel and resources during emergencies while promoting consistency in documentation, reimbursement, and operational coordination among participating counties.
The SACHS Mutual Aid Document Package Signatory Acknowledgement (Acknowledgement) serves as the overarching signature document for the SACHS mutual aid documentation package, which includes the Agreements and SACHS Mutual Aid & Resource Request Standard Operating Procedures. Together, these documents establish the regional mutual aid framework, the request and deployment process, and the post-event documentation and reimbursement process for SACHS partner agencies.
Delegating authority to the Assistant Executive Officer to execute the Agreements and Acknowledgement will allow the County to respond quickly during emergencies without requiring separate Board of Supervisors (Board) approval for each mutual aid activation, while ensuring all agreements remain substantially in the form approved by the Board and County Counsel.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by Human Services (Lisa Rivas-Ordaz, Contracts Manager, 388-0222) on July 15, 2026; County Counsel (Daniella V. Hernandez, Deputy County Counsel, 387-5455) on August 27, 2026; Risk Management (Stephanie Pacheco, Staff Analyst II, 386-8655) on July 29, 2026; and County Finance and Administration (John Hallen, Principal Administrative Analyst, 388-0208) on August 14, 2026.