HomeMy WebLinkAbout8.2 Disaster Preparedness Activities Updater
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: January 9, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU BJECT : Disaster Preparedness Activities Update
Prepared by:• Jordan Foss, Management Analyst 11
EXECUTIVE SUMMARY:
Agenda Item 8.2
The City Council will receive a report on the City's current and planned emergency management
and disaster preparedness activities including preparation of the Tri-Valley Hazard Mitigation
Plan.
STAFF RECOMMENDATION:
Receive the report.
FINANCIAL IMPACT:
None.
DESCRIPTION:
Emergency Management and Disaster Preparedness best practices are a critical part of ensuring
the prosperity and well-being of the Dublin community. This report provides an update on recent
disaster preparedness activities and planned efforts that will be taking place over the next
calendar year.
Background
The City Manager's Office oversees the Disaster Preparedness Program for the City of Dublin. The
goal of disaster preparedness is to ensure that both City Staff and residents have the training and
information required to survive a disaster and return to stability in a timely manner after an
event.
Per California Government Code §3101, all City employees are considered "disaster service
workers." Of the 105 full-time equivalent employees (FTEs), a majority have designated roles
within the City's Emergency Operation Center (EOC) or shelter and field operations.
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Additionally, the City has an Emergency Operations Plan (EOP), which serves as a guiding
document for disaster response and recovery operations for the City. The EOP incorporates and
coordinates all City facilities and personnel into an efficient organization capable of responding to
emergencies, as well as providing position guidance to EOC personnel.
The following are a few of the current disaster preparedness activities that City Staff has
undertaken:
Tri-Vallev Hazard Mitigation Plan Update
In January of 2022, the cities of Dublin, Livermore, and Pleasanton, the Dublin San Ramon Services
District (DSRSD), and the consulting firm Tetra Tech embarked together on a planning process to
prepare and develop the Tri-Valley Hazard Mitigation (TVHM) Plan. This effort represents the
fourth comprehensive update to the initial hazard mitigation plan and covers the Tri-Valley
Operational Area. The TVHM Plan was formally approved by the California Office of Emergency
Services in October 2023, and was approved by the Federal Emergency Management Agency
(FEMA) in December 2023 pending adoption by the City Council. The TVHM Plan is included in the
January 9, 2024 City Council agenda under a separate item.
Tetra Tech. Inc. Agreement
On April 4, 2023, the City entered into an agreement with Tetra Tech, Inc. for on -call disaster
preparedness staff augmentation and support services. As part of the agreement, City Staff and
Tetra Tech initiated work on two disaster preparedness activities as outlined below.
1. Program Gap Analysis - the analysis will assess the City's emergency operations and
disaster preparedness programs and identify areas for improvement. Information gathered
from the Gap Analysis will inform future disaster preparedness objectives such as EOP
updates, training opportunities, and exercises.
2. Joint Tabletop EOC Exercise - on December 12, 2023, EOC Shift 1 members attended a joint
tabletop EOC Exercise with DSRSD. The exercise focused on initial response operations to
an earthquake scenario, that included cascading water main breaks in Dublin. The drill
covered three FEMA Core Capabilities: operational coordination, communication, and
situational assessment. Tetra Tech is currently preparing the After -Action Report (AAR) for
the exercise, which will provide greater detail on how the City rates in preparedness and
where more training and education may be needed. The AAR will be implemented into the
Gap Analysis and will help guide training efforts and planning for future exercises. The
exercise was the first in a series that will train EOC personnel on adequate disaster
response.
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Staff Trainings
Human Resources and the City's Emergency Coordinator are working together to identify gaps in
required emergency trainings for current Staff and will coordinate training schedules to ensure
Staff are fully trained for their responsibilities within the next six months. Training for EOC-
assigned Staff will include Incident Command System, National Incident Management System, and
Standardized Emergency Management System, as well as shelter operations for full-time Staff
assigned to City facilities.
Alameda County Fire Department Services
Under the current agreement with Alameda County Fire Department (ACFD) for fire and
emergency response services, ACFD works collaboratively with the City to provide community
education in the form of Community Emergency Response Team programs, Personal Emergency
Preparedness Workshops, and LISTOS trainings, depending on availability of ACFD staff.
Additionally, ACFD supports the City's disaster preparedness team with attendance at meetings,
planning efforts, and training as needed.
American Red Cross Facility Use Agreement
The City's Facility Use Agreement with the American Red Cross allows for the Shannon
Community Center and the Senior Center to be utilized by the Red Cross to deliver disaster
services to members of the Dublin community in the event of an emergency. The Red Cross would
only utilize the sites upon request and depending on the size and scope of the disaster. The
agreement is reviewed and executed on an annual basis.
Contract Updates
The City has amended multiple on -call agreements with Public Works consultants to add
emergency operations assistance language that allows the City to utilize the services of the
consultant in the event of a local or regional emergency. Such language ensures that consultants
are able and willing to assist during an emergency, which is helpful for Staff in quickly procuring
services.
In addition to the current efforts listed above, Staff is planning the following disaster preparedness
activities for the next calendar year.
Emergency Operations Plan Update
Staff will be working with Tetra Tech on an update to the EOP and to develop several functional
annexes to the EOP to assist EOC Staff in their roles.
Functional Emergency Operations Center Exercise
The City will host a functional EOC exercise in Fall 2024. The functional exercise will test and
evaluate EOC personnel in their response to a simulated real-time event. The City will also be
reaching out to partner agencies to gauge interest in participating as part of the exercise to make
sure the simulation is as realistic and effective as possible.
Future Contract Amendments and Updates
Staff will continue to add emergency operations assistance language into current on -call and
maintenance agreements with consultants and contractors where applicable. Additionally, as new
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solicitations are posted, Staff will ensure that this language is added to the appropriate contract
template language to be accepted by the proposing firms and companies.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
None.
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Disaster Preparedness
Activities Update
January 9,2024
DUBLIN
CALIFORNIA
Background
• Disaster Preparedness managed by City Manager's
Office
• All Staff are considered "Disaster ServiceWorkers"
• Emergency Operations Plan/Emergency Operations
Center
• City has undertaken many preparation efforts over
the last year
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Tri-Valley Hazard Mitigation Plan
• January 2022: Dublin,
Livermore, Pleasanton, DSRSD
started update of TVHMP
• October 2023: Approved by
Cal OES
• December 2023:Approved by
FEMA
• January 9, 2024: Included under
separate item for City Council
approval
ElTETRA TECH
TRI-VALLEY
LOCAL HAZARD MITIGATION PLAN
Volume I
Planning Area -Wide Elements
Agency Review orb
October 2023
Tetra Tech, Inc.Agreement
• April 4, 2023: City Council
approved Agreement with
Tetra Tech, Inc.
• Staff worked on two disaster
preparedness activities in
2023:
— Program Gap Analysis
— Joint Tabletop Exercise with
DSRSD
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Staff Trai n i ngs
• Emergency Coordinator working to identify
gaps in emergency preparedness training
• Trainings required:
— Incident Command System (ICS)
— National Incident Management System (NIMS)
— Standardized Emergency Management System
(BEMs)
— Shelter Operations Trainings
FEMA
9
Alameda County Fire Department
• ACFD Agreement allows for
collaboration on community and staff
education
• Programs include:
— Community Emergency Response Team
(CERT) programs
— Personal Emergency Preparedness (PEP)
workshops
— LISTOS Program
American Red Cross
• Annual Facility Use Agreement
—Shannon Community Center
— Dublin Senior Center
• Facility Use Agreement allows for
shelter services at City facilities
American Red Cross
DUBLIN
CALIFORNIA
Contract Updates
• On -Call Agreement
Amendments (4)
Emergency
Operations Assistance
Language added
AMENDMENT #1 TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF
DUBLIN AND
WOOD RODGERS, INC.
WHEREAS, on July 1, 2019, the City of Dublin (hereinafter referred to as
'CITY') and Wood Rodgers, Inc (hereinafter referred to as "CONSULTANT ') entered into a
Consulting Services Agreement for On -Call Civil Engineering and Surveying services
(hereinafter referred to as the "AGREEMENT'); and
WHEREAS, the CITY would like to expand the services provided by
CONSULTANT; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
AGREEMENT to add a new section For Emergency Operations Assistance to the Public Works
Department in the event of an emergency.
NOW THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, the AGREEMENT is amended as follows.
1) Section 11.0 shall be added in its entirety as follows:
EMERGENCY OPERATIONS ASSISTANCE. The following terms and conditions
are hereby agreed to by CONSULTANT in the event of a local or regional
emergency:
a. Report into the City of Dublin Emergency Operations Center (E.O.C). Contract
personnel assigned to the CITY will make a reasonable effort to report to the City of
Dublin E_0 C. as soon as possible following a local or regional emergency_
b. CONSULTANT shall provide emergency preparedness training at its own expense_ All
contract personnel assigned to the CITY shall maintain appropriate emergency training
and certification at all times, such as ATC-20 Damage Assessment Training and
Certification_
c. CONSULTANT shall make contract personnel and resources available for emergency
response at the same hourly rates and conditions specified in this AGREEMENT.
d. CONSULTANT acknowledges that emergency response work may require variations
in the work hours and assignments.
2) Except to the extent inconsistent with this First Amendment, the Parties ratify and
cant rm all the terms and conditions of the AGREEMENT.
3) All requisite insurance policies to be maintained by the CONSULTANT pursuant to the
AGREEMENT, as may be amended from lime to time, shall include coverage for the
original term.
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DUBLIN
CALIFORNIA
2024 Planned Activities
• Functional Emergency Operations Center
Exercise
• Community/StaffTrainings
• Emergency Operations Plan Update
• Future ContractAmendments and Updates
Questions?
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