V(E) Approval and Authorization for EMPA Grant Award in the Amount of $49,320; and Authorization for Mayor and City Clerk to Execute Contracts Agenda 04-20-2004
Center of Good Li Item V E
Mayor ,�� _ Lit,.
S. Scott Vandergrift ' Danny Howell, District 1
Scott Anderson, District 2
Acting City Manager Rusty Johnson, District 3
V. Eugene Williford - - Nancy J. Parker, District 4
MEMORANDUM
TO: The Honorable Mayor and City Commissioners
FROM: Richard Firstner, Assistant Fire Chief
DATE: April 12,2004
RE: STAFF REPORT—EMPA GRANT
On April 15, 2003,the Department of Community Affairs notified the City that the grant
application for Emergency Operations Center upgrades was approved, and will soon be
implemented. The City was contacted again on May 27, 2003 by the Department of Community
Affairs. They notified us that the State Legislature had reduced funding for the EMPA grant
program, and subsequently, our application was not funded during this cycle.
On April 5, 2004, I was contacted by the Department of Community Affairs and advised that the
State had found alternate funding sources and that our grant application was selected for funding.
The grant is for Emergency Operations Center upgrades to the new Fire Station One. The current
statement of work will require change, due to the stage of construction of the station. The grant is
for $49,320.00 with no cash match on behalf of the City.
Recommendation
It is the recommendation of the staff that the City Commission approve and accept the grant
award. It is further recommended the City Commission authorize the Mayor and City Clerk sign
the contracts that will be provided.
The City of Ocoee• 150 N Lakeshore Drive•Ocoee,Florida 34761
phone: (407)905-3100•fax: (407)656-8504•www.ci.ocoee.fl.us
City of Ocoee
Emergency Operations Center
Purpose
The emergency management need expressed in Rule Chapter 9G-19, F.A.C.,Emergency
Management Preparedness, and Assistance Competitive Grant Programs, Category 4,
Priority A that is addressed by this proposal is the incorporation of an Emergency
Operations Center in the newly constructed main fire station in the City of Ocoee.
Specifically, the project will implement Orange County's Local Hazard Mitigation Strategy
initiative ORG-0015 that has been submitted and incorporated into the overall mitigation
plan.
The purpose of the State Comprehensive Emergency Management Plan, as mandated by
Florida State Statutes,Chapter 252,is to "Prepare for prompt and efficient response and
recovery activities to protect lives and property affected by emergencies".
Florida Statutes also states that "in carrying out the provisions of ss. 25231—25290,
each political subdivision shall have the power and authority:
3. To establish, as necessary, a primary and one or more secondary emergency
operating centers to provide continuity of government and direction and control of
emergency operations.'
Effective emergency management planning at the municipal level must be viewed as a key
element in Florida's overall preparedness for major disasters. Municipalities are a major
source of direct resources and services at a time of disaster,particularly their public works,
police department and fire department. Municipal involvement in emergency response and
disaster recovery operations is not only encouraged by the State of Florida,but a necessity
for our community. The City of Ocoee is now operating it's EOC out of the police
department which is totally inadequate for the number of EOC staff. Not only is it
undersized,but there is a general lack of equipment to perform the functions of the ESF
positions required for emergency operations.
Also addressed by this project are the State Strategic Planning goals, as stated in the CEMP.
"The Department of Community Affairs, Division of Emergency Management has
developed a hazard mitigation strategy(The Florida Hazard Mitigation Strategy,
September 11, 1997) which establishes a comprehensive program to effectively and
efficiently mobilize and coordinate the state's services and resources to make
State of Florida,Department of Community Affairs,"Comprehensive Emergency Management Plan",
Prepared by the Division of Emergency Management.Basic Plan,I.Introduction,A.Purpose,paragraph 2,
February 1,1998.
2 Florida State Statutes(Full Volume 1995):Chapter 252.38 Emergency management powers of political
subdivisions.
1
Florida's communities more resistant to the human and economic impacts of
disasters.
The Florida Mitigation Strategy will also serve as DCA's operational and
programmatic guidance to promote the nationally-based goals and objectives of the
Wational Mitigation Strategy,"as coordinated by the Federal Emergency
Management Agency, with the hazard mitigation and post-disaster redevelopment
strategies,plans and programs implemented by local governments in Florida.
Development and implementation of local mitigation strategies are fostered and
encouraged under the Florida Hazard Mitigation strategy."'
The City of Ocoee has been an active participant in the Orange County LMS program since
it's inception in May 1998. The City of Ocoee has developed mitigation initiatives that have
been approved,addressed and some completed with various funding sources,including City
of Ocoee operating funds and EMPA grant assistance.
The City of Ocoee has participated as an active member of the LMS Steering Committee
and the Mitigation 20/20 Task Force.
The LMS initiative that is addressed in this grant application is:
Project Description:
Provide funding for the incorporation of an emergency operations center into the
construction of the main fire station for the City of Ocoee.
Project ID# ORG-0015
The Local Mitigation Strategy committee has formed a Mitigation 20/20 Task Force that has
established goals and objectives for the planning effort in Orange County. Two of the
objectives identified by the Task Force are:
The policies and regulations of local government will support effective hazard mitigation
programming throughout the community.
- New local government facilities will be located outside of hazard
areas and/or will be designed to not be vulnerable to the impacts of
such hazards.
The continuity of local government operations will not be significantly disrupted by
disasters.
- Redundant equipment, facilities,and/or supplies will be obtained
to facilitate reestablishing local government operations after a
disaster.
3 State CEMP 1998,Basic Plan,page 34,C.Preparedness,2.Strategic Planning.C.Hazard Mitigation Strategic
Planning.Feb. 1, 1998.
2
The proposed project clearly addresses both a State of Florida Emergency Management
need, as well as Priority Area "A" to fulfill a Local Mitigation Strategy Initiative.
Scope
The proposed project addresses the emergency management need to provide an Emergency
Operations Center for the City of Ocoee.The City of Ocoee proposes to incorporate the
design and implementation of an EOC into the main fire station that is in the process of
design and construction.All work will be incorporated into the specifications and advertised
for competitive bid,when appropriate.
Capital equipment necessary for the project is:
4—Dell Computers, desk top, flat screen with MS Office and Windows 2000
12—Meridian Telephones,model M2008/M2008HF
6—Workstation desks for ESF positions
E-Team Internet-based emergency& event management software
1- Polycom,VoiceStation 100 teleconferencing system
1 —3M overhead projector,model#9800
1 —Sanyo Multi-media projector, 3500 lumens
4—Panasonic TV/VCR monitors, 25 inch
2— 70"x 70" Projection screens
2—36" x 60"Dry erase boards
1 —48"x 96" Dry erase board
1 — 36" x 48" Planner board
1 —Hewlett-Packard Fax Machine,Model 1220
1 —40' Heavy Duty aluminum crank-up radio antenna
Attachment 3 is a complete listing of all equipment and budgetary price quotes received
from several vendors.
3
Benefits
The proposed project is to be considered a short term project,where the completion is
projected to be within one year from award. Also,it can be considered short term based on
the fact that immediate results will be experienced by the project that will be enjoyed into the
future.
Currently, the City of Ocoee uses the training room (560 square feet) as the EOC,located in
the existing Police Station (7,300 square feet). The Police Department employs 78 full time
personnel that occupy the one police station, and during EOC activation, most,if not all
personnel are on duty and occupy the facility.
The EOC consists of folding tables and chairs,portable marker boards, one television with
VCR and temporary telephone connections. Currently there is no direct link to the Orange
County EOC.
The facilities are cramped and inadequate for proper operations if the EOC is fully staffed
by management team members. There are no other facilities, such as cooking,resting,or
meeting rooms available in the police station to support prolonged EOC activity.
Currently, the City of Ocoee is in the process of constructing a new main fire station that
will have a 800 square foot multi-purpose room that will function as the City's EOC in times
of emergency. The room will accommodate all ESF personnel with a full activation, as well
as break room, food preparation room and storage for EOC equipment when not in use.
The City of Ocoee has a commitment for the safety of its citizens. Their safety and security
depends on the continuation of government services before, during, and following an
emergency or disaster. In order for the City to provide emergency police, fire rescue,public
works, and public utility services, all precautions possible must be taken to protect critical
facilities.
The City of Ocoee has approximately 200 emergency personnel in the police, fire, finance,
public works, and public utility departments. Some of the police department duties include
security, search and rescue, evacuation, first responder, and calls for service. Some fire
department duties include search and rescue,emergency medical response, fire suppression,
and calls for service. Public Works is responsible for clearing blocked roadways,
reestablishing traffic control signs,road identification signs, drainage problems, etc. Public
Utilities must repair water supply lines, sewer lines,lift stations, assist with damage
assessment. The Finance Department is responsible for obtaining necessary supplies, food,
water, documenting expenditures,establishing emergency vendors, etc.
Each of the listed functions are essential for effective emergency management after a
disaster. The project of providing an adequate EOC will enhance the abilities of all of these
emergency personnel. Emergency personnel will have communications with,and direction
from,the command center. Line units will be able to provide status reports to the EOC so
decisions on deployment of personnel and equipment can be made with the best
information available.
4
In addition to the City of Ocoee's personnel, the neighboring Town of Windermere relies on
fire and emergency medical support,under contract to the City.A coordinated effort will be
needed between the municipalities. Having command personnel in the EOC allows the
municipalities to communicate with each other, as well as with the County.
The overall ability of the City of Ocoee and the neighboring municipalities will be enhanced
by the ability to provide emergency services at the crucial times immediately after the disaster
strikes. If the critical facility is not equipped sufficiently and able to accommodate the
necessary personnel,we would probably have to rely on the County or State to provide
many emergency services to our citizens. As all mitigation and emergency response
ultimately is at the local level,we feel such services can be delivered quicker,more efficiently,
and with accurate information if the EOC is properly equipped and manned.
Consistency
This project is consistent with the spirit and intent of the State CEMP to provide
coordination, direction and control,prior to,during and after the effects of a disaster.
Specifically, the State CEMP states:
"a. In the event of an emergency/disaster situation, the impacted counties will
coordinate the emergency response effort. Counties that are not impacted may also
be requested by the Division ofEmergency Management(DEM) to activate their
EOC's to provide emergency assistance.
b. County emergency management authorities direct local evacuations, coordinate
shelter activation, and request outside assistance when necessary. They may also
activate mutual aid agreements with neighboring counties and among municipalities
within the county."'
The Orange County Comprehensive Management Plan, administered by the Office of
Emergency Management,is designed to assist in ensuring that jurisdictions in Orange
County can effectively prepare for,respond to, and recover from emergencies and disasters.
It was developed with input from local governments and agencies who play a pivotal and
functional role in responding to emergencies or disasters.
The County CEMP is structured to parallel State and Federal activities set forth in the State
of Florida Comprehensive Emergency Management Plan and the Federal Response Plan,
4 State of Florida CEMP 1998,Basic Plan,Page 15,IV.Method of Operations,B.Coordination,Direction and
Control,1.County Level,Feb. 1,1998
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and describes how state, federal, and other outside resources will be coordinated to
supplement county resources and response.
The purpose of the Orange County CEMP is to establish uniform policy and procedures for
the effective coordination of response to a wide variety of natural and technological
disasters. These emergencies may differ in size and severity and affect the health, safety,
and/or general welfare of the residents in Orange County.Adequate and effective
communication is the keystone to this coordination of response.
It is stipulated in the County CEMP that all municipal and county departments and agency's
emergency preparedness planning and coordination will be compatible with the policies and
procedures of the county plan. This is evidenced by the fact that local government,both
county and city, departments/agencies have designated representatives of their organization
to act as Emergency Coordinators.The Emergency Coordinators are responsible for
assisting in developing their department/agency contingency plan and reporting to the
Orange County Emergency Operations Center,upon request, during emergencies.
In the event that a major emergency affects Orange County,the county Emergency
Operations Center will coordinate relief operations, such as search and rescue operations,
mass casualty activities, the provision of emergency supplies,preliminary damage
assessment, emergency debris removal, and emergency restoration of utilities. The EOC will
continue to direct management and coordination of all emergency response functions.
Emergency relief agencies as well as all levels of government and the responding disaster
relief organizations will be represented through various emergency support functions in the
EOC.
The Orange County CEMP states:
'Municipalities within the county may exercise independent direction and control of
their own resources, outside resources assigned to the municipality by the County
EOC, and resources secured through existing mutual aid agreements with other
municipalities. Requests for state/federal government assistance will be directed to
the County EOC.
The Mayors (or designee) of all incorporated communities are assigned the
leadership role in their community in preparing for natural and manmade disasters.
Each city is encouraged to adopt, through municipal planning and organization,in
coordination with the County, their own means of controlling and handling the
threats and effects of natural and technological disasters in their communities"!
5 Orange County Comprehensive Emergency Management Plan,Basic,II. Situation,C.Planning Assumptions,
page 20,July 1996
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The County CEMP addresses the local level of coordination as follows:
"Each affected municipality may activate an emergency operations center or
command post,from which all municipal emergency response efforts and activities
will be coordinated. To ensure coordination of resources and requests for assistance,
direct communications will be established between the EOC and Municipal
EOCs/Command Posts.'
The City of Ocoee's Disaster Preparedness Plan establishes policies and procedures for
effective coordination of action to be taken in the event of a natural or man-made disaster.
These policies and procedures are driven by uniform standards in the emergency
management field.
As part of Ocoee's Plan,there is an established Emergency Operations Committee,headed
by the Ocoee Fire Chief,and comprised of public safety personnel and other key staff
members. This organization parallels the Federal and State Emergency Support Functions,
only on a scale appropriate for a City the size of Ocoee.
There are also formal guidelines for an Emergency Operations Center,to operate in
conjunction with the county EOC. As the lead department for disaster preparedness and
emergency response,the Fire Department has readied itself to coordinate the City's program
and has worked closely with outside agencies including the Orange County Emergency
Management staff and other local governments.This coordination is done to ensure
consistency among plans.
The Ocoee Plan details the Fire Department and support staff a specific plan of action that
includes three phases; (1) pre-emergency activities, (2) immediate emergency functions, and
(3) post-emergency recovery and clean up.This is consistent with statewide emergency
management practices.
A positive impact of the project will be the ability of all ESF staff personnel in the City to
work together in an appropriate area,equipped to handle the work load imposed.A well
equipped EOC will allow the city to maintain communications with the county emergency
management staff as well as city emergency staff.
6 Orange County CEMP,Basic,III.Concept of Operation,page 47,July 1996
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Method and Approach
The City of Ocoee is in the design stages of constructing a new main fire station that will
have available space sufficient to support a fully activated Emergency Operations Center.
The space available in the new fire station will be a multi-purpose room,used for fire
department training, community meeting room,and an EOC in times of emergency.
This grant application is timely, do to the fact that the City is still in the planning process,
with construction scheduled to begin summer of 2002,with completion estimated in
December 2002. If approved and awarded, this grant will allow the City of Ocoee to build in
the required support equipment,including telephone and electrical wiring into the structure.
The method and approach selected is superior to retrofitting an existing structure.
Unfortunately, there are no existing structures within the city that are suitable for retrofitting
an EOC. Existing structures have been determined to be either inadequate in size, or too
costly to retrofit as a critical facility.
The City of Ocoee is under contract with Architects Design Group, Inc. of Winter Park,
Florida to design the fire station. No bids have been developed for construction at this point
in time.Any upgrade to the project to include EOC enhancements from this grant will be
designed and integrated into the overall fire station design.
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Proposed Budget
' TCH M
1. SALARY
AND
BENEFITS
2. OTHER
PERSONAL/
CONTRACTUAL
SERVICES
3. ADMIN.
EXPENSES
4. EXPENSES
5. OPERATING
CAPITAL 49,320 49,320
OUTLAY
6. FIXED
CAPITAL 80,000 80,000 80,000
OUTLAY
TOTAL 80,000 80,000 49,320 129,320
EXPENDITURES
PERCENTAGES 62% 62% 38% 100%
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Narrative Explanation and Justification of Line Items:
1. Salary and Benefits:Although no costs have been determined for salary and
benefits, the City of Ocoee staff will be responsible for the purchasing and
installation of EOC equipment and supplies, that should be considered as an in-kind
match of services.
2. Other Personal/Contract: Costs associated with the design, fabrication and
installation of infrastructure of the electrical,radio and telephone will be
incorporated into the construction budget of the new fire station.
3. Administrative Expenses: Key personnel will be responsible for the specification,
design and procurement of equipment, supplies, materials and services. The
Assistant Fire Chief will be responsible for the overall administration and
responsibility of the project.
4. Expenses: No expenditures have been identified in this category at this time.
5. Operating Capital Outlay:Workstation desks, computer hardware,emergency
management software,telephone systems and office supplies and equipment to
fabricate an Emergency Operations Center.
6. Fixed Capital Outlay: The cost of construction,which has been estimated at
$100.00 per square foot will be applied to 800 square feet of the new fire station and
used as an in-kind match,in accordance with 9G-19.002 (10).
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Project Match
The in-kind match for the project has been estimated at$80,000.00. This has been calculated
based on the square footage of the area in the new fire station that will be used as an
Emergency Operations Center,and the areas used to support the operations, such as
restrooms,break room and storage closets.
The cost estimate of construction used for the fire station has been used to compute the
match; $100.00 per square foot X 800 square feet = $80,000.00.
The infrastructure to support the radio system,telephone system and electrical system will
be incorporated into the design and award of the fire station construction.
All capital equipment will be specified by the grant administrator, and purchased through the
City of Ocoee's Finance Department in accordance with accepted procurement policy.
Equipment will be installed using Fire Department personnel on-duty, and by contract
through the fire station construction project.
Salaries,benefits and other expenses cannot be calculated accurately at this time, and
subsequently will not be used by the City of Ocoee as an in-kind match.
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Experience
The Project Manager has been identified as Assistant Fire Chief Richard Firstner.Assistant
Chief Firstner has been in Fire Services for the past 28 years and has participated in the
emergency management functions of his respective departments for the past 19 years. His
experience includes the design and implementation of Facility Hurricane Plans for the
Kennedy Space Center Fire Department and the Ocala Fire College. He has participated in
the disaster relief effort as an emergency responder/supervisor with the Kennedy Space
Center for Hurricane Andrew in 1992, and with the State Fire Marshals Office for Hurricane
Opal in 1995.Assistant Chief Firstner participated as County Liaison for the forward SERT
located at the Fire College in Ocala during the statewide Hurricane Zack exercise. Chief
Firstner is currently the representative for the City of Ocoee on the Local Mitigation Strategy
Planning Steering Committee,as well as a member of the Mitigation 20/20 Task Force.
He has developed and initiated the Community Emergency Response Team (CERT) training
program for the City of Ocoee. He has attended numerous federal and state sponsored
emergency management courses covering disaster preparedness, response,recovery and
mitigation planning. Chief Firstner is responsible for the planning, application,
administration and supervision of the 1997 EMPA grant award for the Self-Sufficient
Emergency Response Disaster Trailer, and the 1999 EMPA grant award for the Disaster
Response Radio System.
His experience and abilities qualify him to plan the project,manage the grant award and see
the project to completion.
Assisting on the project will be Greg Ek-Collins, Public Safety Communications Manager for
the City of Ocoee. Mr. Ek-Collins served as the Program Coordinator for Orange County
Emergency Management from 1997 through 1999. He was responsible for identifying,
gathering, and maintaining required information for countywide database of Critical
Facilities,in cooperative effort with the Florida Division of Emergency Management. He has
conducted FEMA sponsored emergency management training as an adjunct instructor for
the Florida Division of Emergency Management.
Mr. Ek-Collins served as the Emergency Management Coordinator for Orange County
Emergency Medical Services from 1999 through 2001. He was responsible for the
coordination of all health related agencies on a municipal, county, state and federal level to
provide the best and most appropriate response to any health related incident effecting the
citizens within Orange County. From 1981 through 1996 he served as Communication
Supervisor for Orange County Fire Rescue with responsibilities including supervision and
operations of the county warning point, supervision of the county emergency mobile
communications team and unit,supervision and operations of the Emergency Operations
Center Message Center.
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Also assisting on the project is Peter McNeil,Division Chief of the Ocoee Fire Department.
Chief McNeil has served 25 years with the Orlando Fire Department,retiring as Assistant
Fire Chief. During that time he served as the City's Emergency Management Coordinator.
Chief McNeil is responsible for the management of several grants to the City of Orlando,
including the establishment of a secondary Emergency Operations Center in Orlando's City
Hall.
Tiebreaker
The City of Ocoee has not been impacted by an environmental clean-up initiative, nor is it
located in a Front Porch Community.
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