1 AGREEMENT FOR AIRCRAFT RESCUE AND FIREFIGHTING (ARFF) SERVICES
This Agreement for Aircraft Rescue and Firefighting Services (hereinafter "Agreement") is made on July 1, 2026 between the Santa Maria Public Airport District. a public airport district organized and operating under the laws of the State of California (her einafter "District") and the City of Santa Maria, California, a California Municipal Corporation in Santa Maria, California, based upon the following recitals:
1. City has been providing Aircraft Rescue and Firefighting (ARFF) Services at the Santa Maria Public Airport (Airport) since August 1, 2008; and
2. Both the City and the. District desire to continue this partnership as it relates to ARFF Services, and have agreed in principle as to the cost for services and the scope of work; and
3. Both the City and District desire to enter into this Agreement to establish their rights and duties with respect to provision of ARFF and emergency services at the Airport;
NOW, THEREFORE, IT IS AGREED:
1. RECITALS TRUE. The above recitals are true.
2. TERM
The term of this Agreement shall be for three (3) years commencing on July 1, 2026, and shall expire on June 30, 2029. After the initial three (3) year term, this Agreement shall automatically renew for an additional two (2) year period unless amended by mutual agreement of the parties or as provided in Section 5 below.
3. COSTS AND SCOPE OF WORK
The cost to the District for services rendered by the City as set forth in this agreement will be based upon a predetermined formula developed to identify operational program costs. The agreed upon formula is as follows:
Personnel Expense (including Benefits) + Operating Expense + Administrative Expense.
Attachment A outlines the annual charge per fiscal year.
Payments equal to one- quarter of the annual cost shall be payable quarterly in arrears. The cost for service from the City is based on minimum service levels desired by the District, and on the expectation that identified staffing levels are for personnel assigned exclusively to the Airport property.
Attachment B
2 The City will waive Administrative Expense for the initial three (3) years of the contract. Should the Agreement renew for the additional two- year period, the Administrative Expense will be added into the cost of the contract. The Administrative Expense equates to a 15% administrative rate.
Costs associated with airshow staffing and live burn training are not included in this contract.
4. CITY RESPONSIBILITIES
City shall:
4.1 Provide one (1) ARFF trained personnel, meeting FAR Part 139 and National Fire Protection Association (NFPA) 1003 (Airport Firefighter Professional Qualifications) requirement, on Airport property twenty -four (24) hours per day, seven (7) days per week.
4.2 Provide initial Aircraft Rescue and Firefighting (ARFF) service response as identified in Federal Aviation Regulations (FAR) Part 139.319. At least one (1) ARFF trained personnel shall be available on Airport during all commercial air carrier operations, ready to respond to any aircraft emergency with the District’s ARFF vehicle. An air carrier operation includes the period fifteen (15) minutes before and until fifteen (15) minutes after an air carrier takeoff or landing.
4.3 Ensure that the required ARFF equipment and required number of ARFF trained personnel shall respond to each aircraft emergency during periods of air carrier operation, and when requested by a representative of the FAA or District, demonstrate that, within three (3) minutes from the time of an alarm, at least one (1) required ARFF vehicle shall reach the midpoint of the farthest runway serving air carrier aircraft from its assigned post, or reach any other specified point of comparable distance on the Ai rport which is available to air carriers, and begin application of foam or other chemical agent.
4.4 Provide personnel trained and maintained at the Emergency Medical Technician (EMT-Basic) Level.
4.5 Perform daily airfield inspections as identified in FAR Part 139 327, including runway inspections at least twice daily. The first runway inspection shall occur before the first scheduled commercial air carrier operation each day. The second runway inspection shall occur at sunset, to verify runway lights are operational and to perform a visual check of the runway.
3 4.6 Inspect, at least once daily, the Airport Operating Area ("AOA") perimeter fence, gates and road for holes, broken wires, damaged signs, and damage to the road itself. Other inspections shall be performed at City discretion, depending on personnel availability.
4.7 Perform regular fire and life safety inspections at all Airport related facilities.
Perform an annual building inspection of all buildings inside or constituting part of the AOA perimeter fence for fire code compliance, including verification of Californi a State Fire Marshal required servicing of fire extinguishers.
4.8 Conduct regular fire extinguisher and other fire suppression system visual inspections at all public Airport facilities.
4.9 Perform daily inspection and daily maintenance (checking fluids, air levels, etc.) of Airport firefighting equipment.
4.10 Provide initial medical aid for Airport staff or the public on the AOA until arrival by ambulance transport service.
4.11 Provide additional City emergency response resources from existing fire stations, to support emergency ARFF operations at the Airport.
4.12 Prepare budget for firefighting supplies and equipment.
4.13 Maintain Federal Aviation Administration (FAA) required training records for firefighters, ensuring inspection readiness at all times.
4.14 Assist with review and maintenance of the Airport emergency plan.
4.15 Assist with planning for, and review of, required Airport emergency drills.
4.16 As requested, conduct basic safety training and/or required training such as NIMS/SEMS for identified Airport staff. Conduct annual use of fire extinguisher training. District shall provide the facility and materials for all such training.
4.17 Respond to any fire alarm (trouble alarm) on Airport, check and silence if no fire, and report the malfunction to District.
4.18 Assist District in preparing building evacuation plans for all buildings within or part of the AOA perimeter fence.
4.19 Conduct quarterly pressurization of the dry chemical tank on the ARFF vehicles to circulate the chemical and prevent packing.
4 4.20 Conduct periodic inspections to ensure that each ARFF vehicle carries at least the minimum fire extinguishing agents required by Index B. ARFF Requirements, and that ARFF vehicles carry twice the quantity of the chemical agent required to mix with the max imum water available on the vehicle.
4.21 Coordinate annual and periodic operational servicing inspections of ARFF vehicles and their systems so that equipment is operational and capable of performing the ARFF functions required during all air carrier operations.
4.22 Not using any ARFF vehicle off the Airport, other than for an aircraft-related emergency or ARFF training, unless, in the exercise of the City's sole discretion, the application of foam or other chemical carried on the ARFF vehicle is necessary for City's proper response to said emergency and is not otherwise reasonably available. In the event of an off -Airport, non- aircraft related emergency or non- ARFF training, using the ARFF vehicle, City shall (1) pay the full cost of any chemical used; and (2) s hall defend, indemnify and hold District harmless from and against any damage to any ARFF vehicle and from and against any and all liability, loss, claims, demands, actions and expenses, including attorneys' fees, resulting from City's use of the ARFF vehicle or application of any of its chemicals.
4.23 Notify District if the ARFF vehicle is off Airport, inoperative, or otherwise unable to respond to an aircraft emergency on Airport.
4.24 Provide daily maintenance and janitorial service of the interior of ARFF facility.
4.25 Use of the Airport Fire Station for housing of personnel and equipment for ARFF and other City emergency services, including fire suppression, rescue/life support equipment, and/or personnel.
4.26 Participate in public education events, including station and apparatus tours.
5. DISTRICT RESPONSIBILITIES
District shall:
5.1 Fund initial training to maintain certification for up to twelve (12) City firefighters as ARFF trained personnel meeting FAR Part 139 and NFPA 1003 (Airport Firefighter Professional Qualifications) requirements, including personnel costs, tuition, travel, meals, lodging and mileage.
5.2 Fund annual ARFF live fire drill training as required in FAR Part 139.319(i) for up to twelve (12) ARFF personnel including personnel costs, tuition, 5 travel, meals, lodging and mileage. City will work with District to find the most economical method of meeting these training requirements. Any such facility utilized by City to comply with the annual live fire training shall be approved in advance by the Federal Aviation Administration (FAA).
5.3 Pay the cost (exclusive of District and City personnel time, which shall be borne by each respective public agency for their own staff and personnel) of conducting a full-scale on-site Airport Emergency Plan Exercise, such as meals, materials and security on the day of the event.
5.4 Provide and continue to fund the operations and maintenance costs associated with District owned vehicles and City vehicles exclusively assigned to the ARFF facility, except as otherwise provided above.
5.5 Fund the cost of required ARFF related equipment such as extinguishing agents and proximity suits, and other equipment pertaining to the operations of the Airport. The proximity suits shall not be removed from the Airport, except for maintenance or off-site ARFF training.
5.6 Assume all liabilities pertaining to its interpretation and application of Federal and State laws relating to ARFF services at the Airport.
5.7 Be responsible for any changes to laws, regulations or other requirements that affect the cost of providing ARFF service from the City.
5.8 Upon receipt of notice from City that the ARFF vehicle is off Airport or unable to respond to an aircraft emergency on Airport, notify any commercial air carrier intending to land or depart from the Airport.
6. DEFAULT, TERMINATION AND NOTICE
6.1 Either party may terminate this Agreement upon six (6) months advance written notice to the other party. Either party may terminate this Agreement at any time for cause if the other party is in default of its obligations under this Agreement and fails to cure said default after given notice and a reasonable opportunity to cure the default.
6.2 Notices. Any notice to be given under this Agreement shall be in writing and shall be deemed to have been properly given and received:
(i) when delivered in person to the authorized representative of the party to whom the notice is addressed, or
(ii) on the date received as indicated on the return receipt when sent prepaid certified or registered mail. return receipt requested. to the party to be notified at the address indicated below:
6 CITY: DISTRICT:
To City: To Contractor:
Santa Maria Fire Department Santa Maria Public Airport District Attn.: Fire Chief Attn.: General Manager
314 W. Cook Street #8 3217 Terminal Drive
Santa Maria, CA 93458 Santa Maria, CA 93455
Either party may change its address by giving notice in the manner described above.
7. INSURANCE AND INDEMNIFICATION
7.1 The District shall obtain and maintain for the entire term of this Agreement and any renewal terms, Airport liability insurance. Each policy of insurance shall have at least a combined single limit of ten million dollars ($10,000,000) for each occurrence f or bodily injury and property damage.
Each policy of insurance shall include personal injury liability coverage. The District's airport liability policy shall include automobile liability coverage for District owned vehicles while performing services pursuant to this Agreement on Airport property. The District shall supply the City with a copy of said insurance policy or policies.
A. In addition to the above conditions, the District’s airport liability insurance policy shall contain language or an endorsement clearly providing:
(1) The City, its officers, agency and employees, are named as additional insureds under the policy;
(2) Contractual liability coverage sufficiently broad so as to include the liability assumed by the parties in the indemnity agreement included in this Agreement;
(3) A provision that coverage will not be cancelled or subject to material reduction until at least thirty (30) days written notice has been given to the City.
B. A certificate of insurance shall be submitted to the City within ten (10) days of execution of this Agreement. If the insurance policy expires or is cancelled, the District shall submit to the City, prior to such expiration or cancellation, a certificate of insurance for the superseding policy.
7.2 The District shall indemnify save, protect, defend, and hold harmless the City, its officers, agents, and employees from and against any and all loss, liability, expense, claims, costs, suits, and damages, including attorney’s fees, arising out of or connected with the City's performance of ARFF services under this Agreement; provided that the District shall have no obligation to defend, indemnify or hold harmless the City from and against any and all loss, liability, 7 expense, claims, costs, suits, and damages, including attorney’s fees sustained by City's employees in performance of this Agreement or in connection with the use of the Airport Fire Station. The City waives any and all subrogation and/or lien rights, incl uding but not limited to those arising under California Labor Code section 3850 et seq. or succeeding statutes, to recover any workers compensation, disability, disability retirement or death benefits paid by City to its employees, or to their heirs, representatives, executives or administrators.
8. MISCELLANEOUS PROVISIONS.
8.1. The parties hereto agree that any increase in the concentration of flights or increase in index at the Airport could cause a financial and/or operational strain for the City. Such impacts that cause additional financial burden to the City will need to be negotiated by the parties and adequately resolved, and failure to reach agreement after good faith negotiations shall serve as cause for early termination of this Agreement.
8.2. The District agrees to make capital improvements to the Fire Station facility and grounds, including but not limited to: exterior landscaping upgrades, parking lot improvements, replace fire apparatus doors, maintenance on doors, windows and locks, general cleaning and/or painting to exterior and interior areas, and replace interior finishes that have deteriorated over time.
The City will provide cooking utensils, kitchen table & chairs, cooking appliances, refrigerator, television, beds, lockers and l ounge chairs. The City will provide the necessary information technology systems needed for the facility, and work stations for employees. The City will not be responsible for making capital improvements to the building.
8.3. The District agrees to allow the City to utilize the existing Airport Fire Station for other public safety related services.
8.4. The District also agrees to provide the City with a mutually agreed upon operating plan pertaining to maintenance and repairs of District owned apparatus, equipment, and facilities. It is understood that the cost for such maintenance is the responsibility of the District.
8.5. This Agreement shall be subordinate to the provisions of any existing future agreement between District and the United States of America from which District obtains federally owned surplus property or federal aid for the improvement, operation and/or maintenance of the Airport. If the FAA or any other federal agency requires modifications or changes to this Agreement as a condition for the granting of funds for the improvements covered by its laws, rules and regulations, or to comply with FAA regulations, City hereby consents to the amendments, modifications, revisions, supplements or deletions of any of the terms, conditions or requirements of this Agreement 8 as may be required; provided, if any such amendment results In any cost to the City, either party may terminate this Agreement upon thirty (30) days' written notice of termination, unless District agrees to pay said costs.
8.6. City acknowledges that the FAA is involved with the operation and administrative aspects of the services to be provided by this Agreement.
City shall cooperate with representatives of the FAA in the exercise of their duties. However, District shall administer the Agreement, and City shall look to District for direction regarding satisfactory compliance with the Agreement. City shall at all times provide access for inspection by District or FAA to all parts of the applicable equipment, facilities, and t raining records.
8.7. Full and complete records of City's services and expenses, and records between District and City shall be kept, maintained. and retained by City in accordance with its Document Management Program. District, the FAA, the Comptroller General of the United S tates, or any other duly authorized representative shall have access to any books of account, documents, papers and records of City for the purpose of making audits, examination, excerpts and transcriptions.
8.8. There will be no payment by District for extra services rendered by City unless the services are expressly authorized in writing by District's General Manager before the services are performed; provided any extra services in excess of $10,000 require the prior written approval of District's Board of Directors.
8.9. City's Fire Chief or his designee shall be directly involved in the performance and supervision of the services to be performed and shall be the authorized representative of City for issues relating to performance of the services under this Agreement.
8.10. This Agreement may not be assigned by either party without the consent of the other party.
9 Executed at Santa Maria, California, on the day and year first above mentioned.
SANTA MARIA PUBLIC AIRPORT
DISTRICT, a California Special District
CITY OF SANTA MARIA , a Municipal
Corporation of the State of California
___________________________
STEVE BROWN
Board President
___________________________
David W. Rowlands
City Manager
______________________
Board Secretary
______________________
District Council
ATTEST:
___________________________
Donna G. Schwartz, CMC
Chief Deputy City Clerk
APPROVED AS TO FORM:
______________________
City Attorney
______________________
Risk Manager
10 Attachment A
The airport will be billed on a quarterly basis during each fiscal year. The total of four quarterly bills for the fiscal year will not exceed the fiscal year totals below.
FY 2027 COSTS (Year 1)
Personnel Expense Operational
Expense
Administrative
Expense
Total Contract
Expense
$753,591 $4,632 $0 $758,223
FY 2028 COSTS (Year 2)
Personnel Expense Operational
Expense
Administrative
Expense
Total Contract
Expense
$768,627 $4,725 $0 $773,351
FY 2029 COSTS (Year 3)
Personnel Expense Operational
Expense
Administrative
Expense
Total Contract
Expense
$784,024 $4,798 $0 $788,822
Should the contract be extended two years beyond the original three-year agreement, the Administrative Expenses will be added back into the cost of the contract. Below are the amounts per year for the additional two years.
FY 2030 COSTS (Year 4)
Personnel Expense Operational
Expense
Administrative
Expense
Total Contract
Expense
$799,696 $4,896 $120,690 $925,282
FY 2031 COSTS (Year 5)
Personnel Expense Operational
Expense
Administrative
Expense
Total Contract
Expense
$815,709 $4,994 $123,110 $943,813