HomeMy WebLinkAboutCOW 2008-06-23 Item 4F - Grant Application - Permanent Emergency Operations Center with FEMA Go UNCIL AGENDA SYNOPSIS
s IzEMNo.
Initials
1 IA G) S Meetin Date 1 Prepared by May or r review 1 Council review 1
I 6/ 23 08 1 JM .0(
rso
f I 1 1 f 5 p`' 3`
ITEM INFORMATION
CAS NUMBER: 08-079 ORIGINAL AGENDA DATE: JUNE 2008
AGI.ND.\ ITI Permanent Emergency Operations Center Grant Opportunity
C.vt'I t .GORY Discussion Motion n Resolution Ordinance Bid Award U Public Hearing Other
<lttg Date 6/23/08 hltg Date 6/23/08 tllt8 Date lft; Date Mtg Date illtg Date Mtg Date
I S I) )NSC )R Council n IYIcgor n Adm Svcs DCD Finance Fire Legal P&R Police X PW
SPONSOR'S In May 2007, the City Council endorsed a 4 -year, phased plan to improve the City's emergency preparedness,
SUMMARY including construction of a permanent emergency operations center (EOC) in Year 3, with an estimated cost of
$770,000. The City's current EOC located at the Golf Maintenance Shop cannot accommodate all of the
anticipated personnel needed to manage a disaster event requiring full mobilization of the City's emergency
management organization. FEMA justreleased an announcement for their 2008 EOC grant program.
Indications are the City would be competitive for a $1,000,000 grant (requiring $250,000 in matching funds).
Rux I I t.\x'I ,D BY COW Mtg. 4 I CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte n Arts Comm. I I Parks Comm. Planning Comm.
DA 1E:
RECOMMENDATIONS:
SPoNsoR /ADMIN. Authorize submission of grant application in the amount of $1,000,000 to FEMA
Commir EI; Grant program announcement just released; submission deadline did not allow time for Committee
COST IMPACT FUND SOURCE
EXPI;NDITURI: REQ UIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$250,000 (25% in matching funds)
Fund Source:
Comments:
MTG. DATE I RECORD OF COUNCIL ACTION
I
MTG. DATE I ATTACHMENTS
6/23/08 Informational memorandum dated June 19, 2008
EOC Investment Justification Template
I
I
4
INFORMATIONAL MEMORANDUM
To: Mayor Haggerton
From: Director of Emergency Management
Date: June 19, 2008 U
Subject: Emergency Preparedness Permanent EOC, Grant Opportunity
ISSUE:
Apply for a grant to construct a permanent Emergency Operations Center
BACKGROUND:
Over the past three years, the City has had to respond to a variety of events: four flooding
events, severe windstorm, shooting at the Mall and Golf Club House. Overall the City
has done an excellent job in planning, responding, and recovering from these events. The
City has been lucky because the events have been relatively short- termed and the First
Responder Team (Police, Fire, and Public Works) has been able to handle the incidents.
However the City is unprepared for a sustained, major disaster that would require full
mobilization of its emergency management organization.
Since the official establishment of Tukwila's Emergency Management Program in May
2003, after action reports and end -of -year program status reports have consistently
identified a number of issues that should be addressed if the City is to be better prepared.
In May 2007, the City Council endorsed a four -year, phased plan to improve the City's
emergency preparedness.
DISCUSSION:
Coordination of emergency response and recovery operations, and development of plans
and strategies should occur in a location that is large enough for the organization to come
together during the incident. The City has identified over 40 individual
functions /positions that will be needed in order to properly coordinate the response to a
major incident. An effective, safe workspace that includes interoperable communications
and telecommunications capability is just as important as clear operating procedures, staff
roles, and responsibilities.
Today the City has an inadequately sized Emergency Operations Center located at the
Golf Maintenance Shop. The space is used daily by the Golf Maintenance personnel. It
cannot accommodate all of the anticipated personnel needed to manage a disaster event.
Constructing a permanent EOC with communications was included in Year 3 of the four
year plan with an estimated cost of $770,000.
The City's IT capabilities and telephone switching system have not been built to
withstand a major earthquake. Backup capabilities for these systems are limited at best
and in the case of the telephone system, non existent.
FEMA just released an announcement for the 2008 Emergency Operations Center Grant
Program. A total of $14,572,500 is available for construction or renovation of emergency
operation centers. A 25% match is required. Preliminary discussion with the granting
agency indicates that the City would be competitive for a grant of $1,000,000. This
would require the City to provide $250,000 in matching funds. The submission deadline
does not provide adequate time for the issue to be presented and discussed at the Finance
and Safety Committee before presentation to the Committee of the Whole. Committee
Chair has been contacted and endorses the presentation to the Committee of Whole in
order to meet the grant application deadline. The Grant Application outline has been
provided at Exhibit 1.
As an option, the City could build behind Bldg 6300 a permanent, pre -fab building that
would include EOC space, Mayor's Policy Room, IT center, emergency backup
generation, new telephone system (telephone study ongoing now), etc. If successful, the
City's contribution of $250,000 would be less than the original cost of $770,000.
RECOMMENDATION:
Council authorizes the submission of a grant application in the amount of $1,000,000 to
FEMA for the design and construction of a permanent EOC.
Exhibit: EOC Investment Justification Template
U.S. DEPARTMENT OF HOMELAND SECURITY EMERGENCY OPERATIONS CENTER GRANT PROGRAM
APPENDIX A.
EOC INVESTMENT JUSTIFICATION TEMPLATE
FOR REFERENCE ONLY
Investment Justification Overview
As part of the application process, EOCs must develop a formal Investment Justification
that addresses each initiative being proposed for funding. State, local, and tribal EOCs
must complete this template and provide it to the respective SAA per the SAA's
guidelines. These Investment Justifications must demonstrate how the selected review
criteria and proposed EOC project information will improve emergency management
and preparedness capabilities as outlined in the FY 2008 EOC Grant Program
Guidance and Application Kit.
EOCs may propose only one construction or renovation investment and must use
the FEMA- provided investment justification template. Applicants must abide by
the page limitations noted in each section of the Investment Justification
template.
FY 2008 EOC Grant Program applicants must provide information in the following
categories for the proposed Investment:
I. Background
I.A. Investment Abstract
I.B. Needs Assessment Description
II. Investment Impact
III. Pre Existing Planning
IV. Funding and Implementation Plan
IV. A. Investment Funding Plan
IV. B. Investment Challenges
IV. C. Management Team Description
IV. D. Investment Funding Resources
IV. E. Investment Timeline and Milestones
Please note that the template outlined in this appendix is for reference only and
should not be used as the actual application. FEMA is providing an identical
working template in a separate document. This template is available online at:
htto://www.fema.aov/aovernmentiarant/index.shtm.
A -1
U.S. DEPARTMENT OF HOMELAND SECURITY m EMERGENCY OPERATIONS CENTER GRANT PROGRAM
FY08 EOC Grant Program Investment Justification Template
Investment Heading
L fat
j- V 4 Nh f y+
YYY
X 7
_,i A Pri i y id 0
1. Background
Note: The information in section I.A. provides background and context for the
Investment requested. Section I.B. represents an evaluation of a needs assessment
used by FEMA for rating individual Investment proposals.
I.A. Provide a brief abstract for this Investment.
igfii3. 7,0Te Narrative
r-
Not to exceed a /Z page
Describe, at a high level, what will be implemented and what will be
5 =3 accomplished by this Project Investment.
I.B. Provide a needs assessment description for the Project, focusing on the
outlined areas.
Narrative
-I Not to exceed 1 page
"Construction" as defined in this program, refers to building a new facility or any changes to the footprint
of an existing facility; while "renovation" refers to internal improvements to an existing facility."
2 An EOC may request up to $1,000,000 for a construction project or up to $250,000 for a renovaticn
project.
A -2
U.S. DEPARTMENT OF HOMELAND SECURITY EMERGENCY OPERATIONS CENTER GRANT PROGRAM
Certification that a facility assessment has been
3aa °3 V- conducted, including:
3 o Date of assessment and
o Conductor of assessment;
Outline how the project will address the identified
deficiencies or needs identified in the assessment
11. Investment Impact
II. Describe how the project efficiently enhances EOC capabilities
N arrative
n i5 1 Not to exceed a' /2 page
Describe how the project will enhance emergency
management capabilities for the State, local, or tribal
applicant
Describe how the project will accomplish this in a cost
effective manner
111. Pre Existing Planning
I11. Describe any pre existing planning efforts that have been conducted for this
Investment
-471,4 4- ai Narrative
SV _1-` Y Not to exceed% page
Description of any pre- existing planning that has taken
gam place relative to the deficiencies noted in the facility
assessment, including:
o Architectural plans developed
o Permits in Place
-YR Description of any pre- existing planning that has taken
place relative to the proposed project
Description of hazard resistance design guidance utilized
as part of the pre- existing planning, such as but not limited
to
o FEMA 426/452 for identifying and mitigating man-
made and terrorist threats
o FEMA 361 and FEMA 543 for identifying and
A -3
U.S. DEPARTMENT OF HOMELAND SECURITY EMERGENCY OPERATIONS CENTER GRANT PROGRAM
t- mitigating flood and wind hazards
o FEMA 310 (ASCE 31) and FEMA 356 for identifying
F and mitigating seismic hazards
vj Description of any current activities that have taken place
K r relative to rectifying the identified deficiencies or needs
`3 a identified in the assessment
IV. Funding and Implementation Plan
IV.A. Investment Funding Plan.
AM K,,1 Numeric and Narrative
l Not to exceed 1 page
A** This section will focus solely on the amount of funds being
it requested for this construction or renovation project (u) to
$1.000.000 for construction proiects or up to $250.000 for
renovation oroiectsl.
Applicants must make funding requests that are reasonable
=t r 1 _1 and justified by direct linkages to activities outlined in this
particular Investment.
4 r Applicants must complete and attach SF 424 C: Budget
Information Construction Programs available at:
httn://www.arants.aov/aaencies/aanoroved standard forms.isn #1
=F Submittal of the 424C by applicants will not count
towards the 1 -page limitation identified in this section
impact on
Note: Investments will be evaluated on the expected im
3 P p
security relative to the amount of the Investment (i.e., cost
t effectiveness).
MAW tit it
IV.B. Identify up to five (5) potential challenges to the effective implementation of
this Investment
_A a Narrative
P &I Not to exceed a 1 /2
page
f �N_ For each identified challenge, provide a brief description of how
the challenge will be addressed and mitigated, and indicate a
probability of occurrence (high, medium, or low
p tY h
(�g
Y The response should focus on the implementation only;
Consider the necessary steps and stages that will be required
for successful implementation of the Investment;
A -4
U.S. DEPARTMENT OF HOMELAND SECURITY m EMERGENCY OPERATIONS CENTER GRANT PROGRAM
*S .t Identify areas of possible concern or potential pitfalls in terms
of Investment implementation; and,
s Explain why those areas present the greatest challenge to a
=O 3 successful Investment implementation.
-Lim
IV.C. Describe the management team, including roles and responsibilities, that
will be accountable for the oversight and implementation of this Investment,
and the overall management approach they will apply for the
implementation of this Investment.
IMI5 "MA N arrative
3 54 min I Not to exceed aY2 page
o Explain how the management team members will organize and
ti N;AT work together in order to successfully manage the Investment.
IV.D. Discuss funding resources beyond the FY 2008 EOC Grant Program that
have been identified and will be leveraged to support the implementation
and sustainment of this Investment.
Na rrative
if X_X1 Not to exceed a 1 /2 page
In addition to the required cash or in kind match, discuss
other funding sources (e.g., non -FY 2008 EOC Grant Program
funds, public or private agreements, future fiscal year grants)
that you plan on utilizing for the implementation and /or
continued sustainment of this Investment;
If no other funding resources have been identified beyond the
Via` required cash match, or if none are necessary, provide
rationale as to why the requested FY 2008 EOC Grant
H Program funding is sufficient for the implementation and
sustainment of this Investment.
IV.E. Provide a high -level timeline, milestones and dates, for the implementation
of this Investment. Possible areas for inclusion are: major acquisitions or
purchases, and management and administration updates. Up to 10
milestones may be provided.
Na rrative
ct Not to exceed 1 page
A -5
U.. DEPARTMENT OF HOMELAND EMERGENCY OPERATIONS CENTER GR.APIT PROGRAM
Only include major milestones that are critical to the success of
the Investment;
While up to 10 milestones may be provided, applicants should
only list as many milestones as necessary;
Milestones are for this discrete Investment those that are
covered by the requested FY 2008 EOC Grant Program funds
and will be completed over the period of performance for the
grant;
Milestones should be kept to high-level, major tasks that will
need to occur;
Identify the planned start date associated with the identified
milestone. The start date should reflect the date at which the
earliest action will be taken to start achieving the milestone;
Identify the planned completion date when all actions related to
the milestone will be completed and overall milestone outcome
is met; and,
List any relevant information that will be critical to the
successful completion of the milestone (such as those
examples listed in the question text above).
A-6