Okaloosa County BOCC — 2013 meeting #1141 (date undetermined) — EMPA Grant 2013-2014 — reading text

emergency management Dues and Conference Travel as it relates to the Scope of Work Equipment (that does not qualify as OCO or FCO) Software and upgrades Publications and Training Materials Postage Apparel for identification of Emergency Management Staff in the field Fuel for Emergency Management vehicles Food/Beverages for activations (must have Governor's Executive Order or a declared Local State of Emergency) Maintenance and Service Contracts or Purchase Orders Maintenance and Service Contracts and Purchase order timeframes are at the discretion of the county. However, reimbursement can only be claimed for services within the Agreement period. These Agreements cannot be rolled over from year to year. The procurement process must be repeated each year to ensure competitive solicitation. D. Operating Capital Outlay Operating Capital Outlay (OCO) is defined as equipment, fixtures and other tangible personal property of a non-consumable nature that has a normal expected life of one year or more. Eligible items include, but are not limited to: Computers, printers, copiers and fax machines Radios, satellite telephones and other communications equipment Furniture for Emergency Management Offices and Emergency Operation Centers Shelving for storage of Emergency Management equipment Vehicles for the Emergency Management Program (see note regarding vehicle purchases below) E, Fixed Capital Outlay Fixed Capital Outlay (FCO) is defined as real property (land, buildings including appurtenances, fixtures and fixed equipment, structures, etc.) including additions, replacements, major repairs and renovations to real property which materially extend its useful life or materially improve or change its functional use, and including operating capital outlay necessary to furnish and operate a new or improved facility. Eligible items include, but are not limited to: « Major repairs to the County Emergency Operations Center Central Heat/Air Out buildings for storage of Emergency Management Equipment Security Improvements (i.e. Cameras and equipment to operate) Generators and Installation Eligibility Requirements: Rule 27P-19.004, Florida Administrative Code (F.A.C.) requires Counties to certify their commitment to employ and maintain either a Full-time Director or Part-time Coordinator. Counties must also maintain a County Emergency Management budget that is equal to the amount of the previous year or the average of the previous three years’ level of funding. If the county budget is reduced for any reason, a waiver must be requested no later than forty-five (45) days prior to the beginning of the county fiscal year. Rule 27P-19.011, F.A.C. further defines these requirements. 15 Attachment D Deliverables The objective of this funding is to assist in providing operating support for the areas outlined in Attachment B and C to maintain a county emergency management program. The objective is to help fund the county Emergency Management programs and maintain a 24-7 (this includes on-call coverage) daily response to county emergencies. The minimum acceptable standard for payment is a twelve month 24-7 operation. Emergency Management operation below the minimum standard will resuit in a prorated reduction in payment. In addition, the County is to achieve the following emergency management goals throughout the contract period to ensure county compliance and coordination with the state emergency management. Items listed below are to be reviewed during the mid-year and end-of year progress report prepared in conjunction with the Division’s Regional Coordinator to ensure county compliance. Any two goals in the series of 1 to 6 not completed will cause a 5% reduction in the last quarter payment. Documentation supporting the completion of the goals outlined below should be submitted on the Quarterly Financial report. 1. COORDINATION AND COLLABORATION - Utilizing the elements below, county emergency management agencies will have an ongoing process that provides for coordinated and collaborated input in the preparation, implementation, evaluation and revision of emergency management programs. See Data Download and Upload details in #6 below. A) Need to attend at least three and provide an agenda or a copy of the certificate to show participation in the following during this contract period (July 1, 2013 — June 30, 2014): ¢ Quarterly Regional Coordination Meetings — submittal of agenda is NOT required Current issues in Emergency Management (CIEM) ~ submittal of certification is NOT required Florida Governor's Hurricane Conference or National Hurricane Conference Florida Emergency Preparedness Association Annual Meeting Florida Emergency Preparedness Association Mid Year Work Session Local Mitigation Strategy (LMS) Workshops Professional Development Conferences & Training B) Update and submit changes to the County Contact Form, to include County Officials annually or as changes occur. C) Hold at least one (1) Emergency Operations Center (EOC) concept of operations meeting to include Emergency Support Function (ESF) and community partners prior to the start of hurricane season. D) Hold at least one (1) Recovery Strategy meeting to include the appropriate ESF, Non Government Partners (NGO) and community partners prior to the start of hurricane season. 2. TRAINING AND EXERCISE - To ensure that each county emergency management agency maintains a comprehensive, all hazards training and exercise program to evaluate and test all aspects of the local emergency management system including activation of the county EOC, during this contract period (July 1, 2013 — June 30, 2014), the county shall: A) Participate in the annual Statewide Hurricane Exercise and submit the following within 90 days. See Data Download and upload details in #6 below. ¢ One (1) Incident Action Pian (IAP) OR one (1) Situation Report (SITREP) with a roster of participants; and * Participate in at least one (1) conference call. B) Submit an After Action Report (AAR) and Corrective Action Plan (CAP) within 90 days for all exercises not conducted by the State. See Data Download and Upload details in # 6 below. 16 3. GEOGRAPHICAL INFORMATION - Emergency services data shall be developed, maintained, and updated in cooperation between counties and the Division. A data export will be created for each county and uploaded to the Division’s Sharepoint portal. See Data Download and Upload details in #6 below. Updates and corrections shall be provided to the Division’s GeoSpatial Information Systems (GIS) section on or before April 15, 2014. This shail include: A) Location and attribute information of all fire rescue, law enforcement, public safety and emergency service stations shall be reviewed and updated as needed. B) Location and attribute information of other critical facilities as deemed necessary by the county Emergency Manager. Attribute information for spatial data requested shall include: facility name, facility type, physical address, and USNG coordinates OR Latitude/Longitude in decimal degrees (only one or the other is needed). NOTES: « Instead of reviewing the spreadsheet, an export from a county GIS department may be submitted. Zipped shapefiles or geodatabases may be extracted from a county GIS system and uploaded to the Sharepoint portal. « Ifa county maintains a GIS data download website, that URL may simply be provided. If counties have no changes in last submission, no update is necessary, but please provide feedback through the Sharepoint portal to indicate the data has been reviewed and no changes are required. ¢ Critical facility inventory spreadsheets provided will contain more facility types than are required to be reviewed and are provided as information to the counties. 4. LOGISTICS - The County shall maintain a comprehensive resource management program that involves pre- disaster, systematic identification of resource requirements, shortfalls and inventories. Also, the county shall identify local resources to meet emergency needs, and develop local contracts for goods and services. The following shall be uploaded to the Division’s Sharepoint porta! no later than June 1, 2014. See Data Download and Upload details in # 6. A) An updated county logistics strategy/plan that is consistent with guidance found in the County Logistics and Points of Distribution (POD) Standard Operating Guide (SOG) (CEMP 2355). The strategy/plan shall also include, but is not limited to the following: « County Government Emergency Fuel Strategy e Utilization of private business and industry in meeting emergency resource needs « List of local vendors, any Memorandum of Agreements and contracts that will provide resources in an emergency; and B) Location, survey forms and attributes information for county logistical staging areas; and C) Location and attribute information for Points of Distribution (POD) sites and Comfort Stations; and D) Locations for Emergency Worker Base Camps. 5. SHELTER SURVEY AND RETROFIT PROGRAM - In accordance with Florida's statewide hurricane shelter space deficit elimination program, the following shall be uploaded to the Division’s Sharepoint portal. See Data Download and Upload details in #6. All information shall be verified by the county. A) Identify potential hurricane shelter retrofit projects or report that there are no new identified projects. (This information is used to compile the Shelter Retrofit Report.) B) Report all hurricane shelter retrofit projects that are undertaken, regardless of funding source(s) or report that there are no projects. 17 C) D) E) Develop and submit a strategy to ensure that by June 1, 2014, all designated Special Needs Sheiters (SpNS) have a standby power system or capability with adequate capacity to support life-safety systems, essential lighting and outlet receptacles, air-conditioning, and necessary medical equipment. For those designated SpNS facilities without a permanently equipped standby electric generating capacity, a locally sourced and acquired temporary electric generator with adequate capacity to support the standby power system requirements shall be provided. Develop and submit a strategy to ensure that by June 1, 2014, there is adequate designated SpNS client space capacity to meet the anticipated five-year demands as determined by the 2012 Statewide Emergency Shelter Plan (January 31, 2012). All designated SpNS facilities must at a minimum meet the hurricane safety criteria established in the American Red Cross Standards for Hurricane Evacuation Shelter Selection (ARC 4496) and be equipped with an adequate standby electric power system or capability as described in Item 5.C. above. Update and submit a hurricane shelter deficit reduction progress reports, which include “as-is”, retrofit and Enhanced Hurricane Protection Areas (EHPA) construction. (This information is used to compile the Sheiter Retrofit Report.) Provide a brief report on results of the year's coordination with school boards, community colleges and universities (as applicable) for implementation of the statutory and code required Public Shelter Design Criteria (a.k.a. EHPA). The most recent published Statewide Emergency Shelter Plan can provide guidance for implementation of the EHPA criteria. A checklist to provide this information will be made available on the Division's Sharepoint Portal. DATA DOWNLOAD AND UPLOAD — Data exchange between the Division and counties will be facilitated by the use of the Division’s Sharepoint Portal available at https://portal_ floridadisaster.org. Counties will be provided user names and passwords to access the portal. All data, forms, templates and instructions to be provided by the Division will be made available via the portal, and counties shall use the portal to upload data or provide notice of “No Change” for applicable items. 18 A. m Attachment E Reports Recipient shall provide the Division with