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HomeMy WebLinkAbout8.2 EmergOpPlanRevised CITY CLERK File # 600-30 520-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 18, 2003 SUBJECT: Revisions to City's Emergency Operation Plan Report Prepared By: Jason Behrmann, Administrative Analyst ATTACHMENTS: 1) Budget Change Form 2) Proposal from Dimensions Unlimited to Update Emergency Operation Plan RECOMMENDATION: 1) Approve Budget change  2) Authorize City Manager to execute a Consulting Services Agreement with Dimensions Unlimited  3) Approve the inclusion of Collaborating Agencies Responding to Disasters (CARD) and the Radio Amateur Civil Emergency Service (RACES) on the City's Disaster Council FINANCIAL STATEMENT: The total cost of revising the plan is $13,815 with 100% of this funding coming from a grant from the Federal Emergency Management Agency (FEMA). DESCRIPTION: The 2002 Federal Supplemental Appropriations Act for Further Recovery From and Response to Terrorist Attacks on the United States was passed by the Congress and signed by the President on August 2, 2002 (Public Law 107-206). As a result of this Act, Alameda County will receive a grant from FEMA that will be partially distributed to cities in the County. Each city wilt receive $14,000 that is to be used to update Emergency Operation Plans (EOPs) for all hazards with special emphasis on Weapons of Mass Destruction (WMD) terrorism preparedness. The City has contacted emergency management consultant Dimensions Unlimited to assist with updating the City's EOP. Dimensions Unlimited recently completed EOP revisions for the Cities of Pleasanton and Livermore and is recommended by the Alameda County Office of Emergency Services. As outlined in the attached proposal, updating the City's EOP would include, but not be limited to the following elements: · Review existing Plan with Staff and other affected groups COPIES TO: ITEM NO. __~ H/cc-forms/agdastmt.doc / ~.~ ~ o Review areas such as environment, demographics, risk and infrastructure. · Make appropriate corrections and changes including information regarding WMD and terrorism response. · Amend continuity of government plan. · Complete City hazard analysis. · Define response strategies and coordination among various groups and agencies. · Review and update assignment checklists for assigned Emergency Operations Center positions. It is anticipated that the City's Disaster Council xvould be convened and would meet as required during this process. The primary purpose of the Disaster Council is to develop and recommend for adoption by the City Council, emergency and mutual aid plans. The City's Emergency Organization Ordinance specifies that the Mayor serve as Chairman of the Disaster Council. Other members of the Disaster Council include the Director of Emergency Services (City Manager), who serves as Vice Chairman, Assistant Director of Emergency Services (Assistant City Manager), chiefs of emergency services such as Police and Fire, as well as other groups that have specific emergency roles in the City such as Collaborating Agencies Responding to Disasters (CARD) and the Radio Amateur Civil Emergency Service (RACES). The Ordinance requires the consent of the City Council in order to include any external organization in the Disaster Council. Once the EOP has been thoroughly reviewed and adopted, Dimensions Unlimited would assist with training for Staff and the City Council. The training would include instructions on the use of the plan as well as an overview of the City's emergency operation procedures. It is anticipated that the project would take up to 5 months to complete. The grant funds must be used by October 31, 2003, therefore in order to complete the project on time, it must be started in Fiscal Year 2002-2003. Because this project was not included in the Fiscal Year 2002-2003 Budget, a budget change is required for both expenditures and revenues. It is anticipated that the project, if begun in March 2003, would be 50% complete by the end of Fiscal Year 2002-2003, therefore half of the total project costs ($7,000) have been included on the attached Budget Change Form. The remaining funds would be included in the Fiscal Year 2003-2004 Budget. RECOMNIEDATION Staff recommends that the Council approve the budget change, authorize the City Manager to execute a Consultant Services Agreement with Dimensions Unlimited and approve the inclusion of CARD and RACES on the City's Disaster Council. CITY OF DUBLIN : BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (10800-799.000) (If Other than General Fund, Fund No - Within Same Department Activity x From New Revenues Between Departments (City Council Approval Required) Other Name: Name: Disaster Preparedness $7,000 Account #: Account #: 212.20500.740.000 Name: Revenue $7,000 Name: FEMA Grant Funds Account #: Account #: 212.559.004 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Signature REASON FOR BUDGET CHANGE ENTRY: The City will be receivi~ig a grant from FEMA that will be disbursed to the City in bi-monthly installments upon proof of expenditures. The money must be used by October 2003 and in order to finish the project in time, the consultant must begin work in Fiscal Year 2002- 2003. The Budget change is required for the anticipated expenditures by June 30, 2003. The remaining revenues and expenditures will be accounted for in the Fiscal Year 2003-2004 Budget. City Manager: Date: ~_~/o'q ]'~ ~_ As approved at the City Council Meeting on: Date: Mayor: Date: Signature Posted By: Date: Signature A-I-I-ACHMENT ! , UNLIMI'TED, iNC, 'Comprehensive Emeroency Mana{~rnent S~CiallS ts January 29, 2003 Mr. Jason Behrman, Administrative Analyst City Manager's Office City of Dublin 100 Civic Plaza Dublin, CA 94568 Dear Mr. Behrman: This letter covers a proposal from our firm to review and update the City of Dublin Emergency Plan. The Project Cost section of the enclosure is a firm offer to contract with the City of Dublin to perform the required work, according to the terms of the proposal. The enclosure contains the Project Proposal including the phase Map, Personnel Assigned, and Cost Information.The first 3 phases of the proposal are the initial stages we discussed. The total for the project to this point is $13,815.00. The Training & Exercise Phase and Maintenance Phase are listed separately. Dimensions Unlimited, Inc., is committed to meeting or exceeding all provisions agreed to in contractual agreements with our clients, at an affordable cost. We hope to hear from you soon. Thank you for the opportunity to submit this proposal. Rich Rogala Director of Planning & Training Programs Chief Fiscal Officer RO. Box 446 · Rio Vista, CA 9¢57~ · Phone: {?(]?) 374-6529 · Fax: (707) 374-6089 * Voice: Mail Aq-I-ACH F1ENT 2 CITY OF DUBLIN Emergency Plan Update Project Proposal Recommended Implementation Schedule Dimensions Unlimited Inc. will assign experienced emergency management professionals to the Dublin Emergency Plan Update/Amendment Project. Our contracting strategy is based on a structured planning approach called the 7-Rs. R-1 Results Our goal is to provide the City of Dublin, with documents that meet or exceed expectations. We customize plans in such a way as to exemplify the guidance in the Standardized Emergency Management System (SEMS), with primary focus on the locale, citiZens, businesses, and governmental groups that make the Dublin community unique. Our finished product will be designed so that it is usable at all levels, easily maintained, and contemporary. R-2 Roadmap The destination of our contract is attained through mapping phases of development. We would expect this project to be divided into 5 phases (Review Phase, Update Phase, Completion Phase, Training & Exercise Phase, Maintenance Phase). Review Phase During this phase, our staff reviews the plan elements and determines a scope of work. Our goal is to identify weaknesses and gaps and make recommendations for changes. To accomplish this, we interview, research and study historical data. We pay careful attention to input so that the needs of all benefactors of the plan are represented at the outset. We review general information in the areas of environment, demographics, risk, and infrastructure. We identify a concept of operations aligned with the Standardized Emergency Management System (SEMS) for the EOC. We also review infrastructure responsibilities, and recommend updates or changes to reflect the changing community. Time Line Expectation - 3 weeks. Dimensions Unlimited, Inc. - P. O. Box 446 - Rio V~sta, CA 94571 - ~: (707)374-6529 - Fax: (707) 374mo089 1 CITY OF DUBLIN Emergency Plan Update Project Proposal Update Phase During this phase, we make appropriate corrections and amendments. The Basic Plan verbiage is updated in clear and concise language. We identify and map a concept of operations to maintain continuity of government. We compile research results and historical data into the Jurisdictional Hazard Analysis including any area hazardous materials plans. This step defines the response strategies and coordination between SEMS components (EOC, DOCs, ICS, special districts, businesses and other agencies). Response strategies are organized to focus on: · Protecting people and properly from further damage, · Restoring or protecting infrastructure, · Providing outside assistance without jeopardizing people, property, or infrastructure, and · Providing financial recovery. Here, we also review and update organizational responsibilities for SEMS Sections (Management, Operations, Logistics, Planning/intelligence, and Finance/Administration). Time Line Expectation - 10 weeks Completion Phase With a solid picture of the organizational structures and response strategies, our staff now delves into the specifics. In this phase the checklists are reviewed and updated for the Incident Command System OCS) positions tasked with responding and we incorporate them into the plan. Checklists and assignments are best-organized into annexes depicting the organizational component they fail under and then appendices depicting the responders. The checklists are formatted into a matrix, similar to a job aid, to make them easy to administer. ICS forms and documentation may be connected to the checklists by using the matrix format to steer persons completing the checklist to the appropriate administrative task and thereby lessen the potential for omission or incorrect preparation. The draft form of the plan is prepared and submitted. Using feedback from the reviewed draft, we finalize the plan and present them in their camera-ready form and electronically on a CD-ROM, ready for printing and distribution. Time Line Expectation - 6 weeks. Dimensions Unlirr~d, Inc. - P. O. Box 446 - Rio V~'~a, CA 94571 - PIz:~: ('707) 374-6529 - Fax: (707) 374-6089 2 CITY OF DUBLIN Emergency Plan Update Project Proposal Training & Exercise Phase Once the Plan is in place; our staff will design and deliver training courses for those personnel assigned EOC responsibilities. The courses can incorporate SEMS and ICS concepts and will show how checklists are used, how the flow of information works, and how documentation is completed. After initial training, our staff can develop, coordinate, conduct and facilitate critiques for at least one each of a Tabletop, a Functional, and a Full-Scale Disaster Exercise, Time Line Expectation -- 16 weeks. Maintenance Phase As with any living document, an Emergency Plan must be periodically reviewed and updated. Maintenance is required to reflect fluctuations in a community's demographics, environment, risks, and infrastructures. Because we are a local fitm, and because our specialty is COMPREHENSIVE EMERGENCY MANAGEMENT SERVICES, we can offer consistent and timely services aimed at keeping the Plan current and on the cutting edge. We propose to schedule semiannual reviews of the plan and to work with the City of Dublin in continuing to provide as-needed training and exercises. Year-by-Year Time Line Di~ Unrrniled, Inc. - P. O. Box446 - RioV'b-'b, CA 94571 - Phone: ('707) 374.-6529 ~ Fax: ¢07) 374-.6089 CITY OF DUBLIN Emergency Plan Update Project Proposal Initial Information __~ Information Development Gathering & Analysis · Existing Plan · Surveys, Y · Historical Update and Change L Comprehensive Risk Research. I Recommendations Analyses Review Response [ Define Organizational I Incorporate Updates and Strategy ,.t Responsibilities r-i Changes Definition "[ ~ Compile Jurisdictional Hazard Analysis Checklist Development Format -~ Draft Plan Submission · ICS Tasking ~ · Annexes~ _L · Appendices I · Organization I Draft Approved ,-~ Plan Review · Matrix Development · Mapping Submit Final Plan · Camera Ready · CD-ROM Design and provide EOC . Tabletop ~ Functional r- Full-scale member training " Exercise Exercise Exercise CITY OF DUBLIN Emergency Plan Update ProjeCt Proposal R-3 Roles Dimensions Unlimited, Inc, proposes to provide a Project Coordinator to work exclusiVely with those designated representatives of the City of Dublin. The Project Coordinator will be the primary contact person for all issues dealing with the project. The Project Coordinator has access to all resources available to Dimensions Unlimited, Inc., including technical writing, web-site development, emergency managers' network, and emergency management research. The Project Coordinator will fill the roles of expertise advisor; facilitator; service, follow-up, and feedback provider; agent & representative of the City of Dublin; and partner in preparing, producing and publishing the documents on behalf of the client. The Dimensions Unlimited, Inc. Project Coordinator will be Richard Rogala, Director of Planning and Training Programs. Other staff personnel who may be assigned to the project are: Steven Williams, Senior Consultant Genevieve Pastor, Senior Vice President Janice Leonardo-Rogala, President Because Dimensions Unlimited, Inc. is a local firm, our on-site time can be arranged by short-notice appointments and weekly scheduling with the City of Dublin project manager. We have found that this method provides the greatest flexibility for the client's representative to coordinate the project around all of the other day-to-day responsibilities that exist. R.4 Responsibilities Dimensions Unlimited, Inc., is responsible for meeting or exceeding all provisions agreed to in a contractual arrangement with the City of Dublin. We are responsible for using the most current information and the latest technology in developing documents and providing deliverables. We are responsible for officially and unofficially representing our client in a professional manner and in the most efficient way. We are responsible to prevent waste of client resources, and protect proprietary information entrusted to us. Di~ Unlit, inc. - P. O. Box 446 - Rio V~sta, CA 94571 - ~: (707)374-6529 - Fax: (707)374-6089 5 CITY OF DUBLIN .Emergency Plan Update Project Proposal R-5 Resources Dimensions Unlimited, Inc., will use all resources necessary to provide the services agreed upon. Our resourCes include: · Computer services · Web site design · Technical writing · Training and exercise development · Emergency management network · Incident Command System National Training · Standardized Emergency Management System Training · Hazard analysis and risk identification · Data management and documentation The Dimensions Unlimited, Inc., Project Coordinator, and staff will report progress as arranged with the City of Dublin. Additional progress reports, status reports, or briefings can be arranged on a case-by- case basis or as the need arises. Reports can be made in person using presentation technology, via teleconferencing, in wdting, or any combination of these. If the client desires, we can also arrange to provide reports on incremental portions of the project phases such as survey results or interview content. R-7 Relationship Dimensions Unlimited, Inc., pledges to enter into a professional relationship with the City of Dublin where our representatives conduct themselves in an honest, ethical manner. Our goal is to provide our client with their most desired result through efficient and focussed service. We strive to establish a relationship that remains solid even after the terms of the most recent business are met, so that we may be of service in the future. Dimensions Un!imil~, Inc. - P. O. Box 446 - Rk) V~sta, CA 94571 - R'z)~: (707) 374,-6x529 - Fax: (707) 374..8::~ City of Dublin EMERGENCY PLAN UPDATE PROJECT PROPOSAL 1. Review Plan Elements and determine Scope of Work 2. Interview, research and study historical data to identify weaknesses and gaps Review Phase and make recommendations for 31 changes @ $85/hr $2635.00 (3 weeks) 3. Identify and recommend SEMS compliant concept of operations for EOC 4. Review infrastructure responsibilities. Make recommendations for updates and changes. 1. Make corrections and amendments to Plan 2. Rewrite Plan using clear, concise language 3. Compile research results and historical data into Jurisdictional Hazard Analysis Update Phase 4. Define response strategies and 104 (10 weeks) coordination between SEMS @ $85/hr $8840.00 components 5. Map organizational responsibilities for SEMS Sections 6. Define EOC operations (activation, deactivation, organization, location, communications) 1..Develop, format and incorporate ICS Checklists 2. Format and incorporate forms and documentation guidelines 3. Incorporate Plan Maintenance, Completion Phase Distribution Training/Exercise, 44 (6 weeks) References, Glossary @ $35/hr $1540.00 4. Prepare and submit Draft 5. Prepare Final. Meet with selected City personnel, distribute and introduce plans, provide introductory trair~ing Billable Hour Total for Project to This Point $13015.00 (continue to next page for added expenses) Dimensions Unlimited, Inc. - P. O. Box 446 - Rio Vista, CA 94571 - Phone: (707) 374-6529 - Fax: (707) 374-6089 7 CITY OF DUBLIN Emergency Plan Update Project Proposal Optional 1. Design and deliver EOC Member training 61 $5185.00 Training/Exercise 2. Develop, coordinate, conduct and review Phase Tabletop Exercise, Functional Exercise, @ $85/hr (16 weeks) Full-Scale Exercise Billable Hour Total for Project $19400.00 NOT TO Total project cost proposal EXCEED 1. Provide semi-annual review and update of Plan Maintenance Phase 2. Deliver two EOC member training 40 $3400.00 (yearly thereafter) sessions @ $85/hr 3. Develop two exercises of the client's choice Dimerc:x~ Unihib~, Inc. - P. O. Box 446 - Rio V~a, CA 94571 - Photo: (707) 374-6529 - Fax: (707) 374-8389 8