Okaloosa County BOCC — June 3, 2014 — EMPA Agreement 2014-2015 Okaloosa County — reading text

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, 2014 – June 30, 2015), the county shall: A) Participate in the annual Statewide Hurricane Exercise and submit the following within 90 days. This shall be uploaded to the Division’s Sharepoint portal, https://portal.floridadisaster.org.  One (1) Incident Action Plan (IAP) OR one (1) Situation Report (SITREP) with a roster of participants; and 19   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. This shall be uploaded to the Division’s Sharepoint portal, https://portal.floridadisaster.org. 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, https://portal.floridadisaster.org. Updates and corrections shall be provided to the Division’s GeoSpatial Information Systems (GIS) section on or before April 15, 2015. This shall 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.  If a 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 portal, https://portal.floridadisaster.org, no later than June 1, 2015. 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  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  Location, survey forms and attributes information for county logistical staging areas  Location and attribute information for Points of Distribution (POD) sites and Comfort Stations 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, https://portal.floridadisaster.org. All information shall be verified by the county. 20 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. C) Develop and submit a strategy to ensure that by June 1, 2015, all designated Special Needs Shelters (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. D) Develop and submit a strategy to ensure that by June 1, 2015, 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. E) 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 Shelter Retrofit Report.) F) 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. 21  Attachment E Reports A. Recipient shall provide the Division with quarterly financial reports, mid-year and end-of-year summary progress reports prepared in conjunction with the Division’s Regional Coordinator, and a final close-out report. Reporting Forms are located in Attachment K and can be found on the Division internet site. B. The Recipient shall provide the Division with full support documentation for the quarterly financial reports. To eliminate large files and mailings, the Division will accept back up documentation on a CD if desired by the county.  Salaries: includes, but is not limited to, a copy of the payroll register (highlight, underline or circle expenses being claimed), spreadsheet showing breakdown (optional), timesheets (if applicable), and canceled checks or proof of payment. Check/payroll registers are accepted as backup for both State and Federal Agreements with the Division if canceled checks are not available.  OPS/Contractual Services: includes, but is not limited to copies of contracts, MOUs or agreements with consultants or sub-contractors providing services, payroll registers, timesheets and copies of checks/proof of payment for temporary employees, student or graduate assistants, fellowships, part-time academic employment, etc. Invoice detailing services performed and a copy of proof of payment (i.e., canceled checks, general ledger showing deducted expenditure, etc.)  Expenses: must include a copy of the invoice/receipt and proof of payment in the form of a canceled check or ledger showing amount deducted from county fund. o If training/exercise is provided by contractor, an agenda, training materials, exercise materials and copies of sign-in rosters of attendees should be included. If planning is provided then will need copies of planning materials and work products (i.e., meeting documents, copies of completed plans, etc.) o For travel and conference activities, copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of travel/conference. If conference, a copy of the agenda must be provided. Proof of payment is also required for all travel and conferences.  OCO: includes but is not limited to a copy of the vendor invoice/receipt and proof of payment in the form of a check or ledger showing payment deduction.  FCO: includes but is not limited to a copy of the vendor invoice/receipt and proof of payment in the form of a check or ledger showing payment deduction.  Copies of the general ledger each quarter should also be provided. C. Quarterly financial reports are due to the Division no later than thirty days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close-out report. The ending dates for each quarter of this program year are September 30, December 31, March 31 and June 30. D. The final close-out report is due forty-five days after termination of this Agreement. 22 E. The Budget Form is to be completed and sent along with the County’s signed agreements for execution. Along with the Budget Form the county needs to provide a copy of the current Emergency Management Local Budget (General Revenue). This is to ensure compliance with Rule 27P-19.011, Florida Administrative Code. F. In addition to the above, in order to ensure compliance with Rule 27P-19.011, Florida Administrative Code, historical budgetary information relating to the Recipient's Emergency Management Program is also required. This information shall be developed based on guidelines provided by the Department and shall be submitted to the Division no later than December 31, 2014. The Historical Information form must be prepared and signed by an official of the County's Finance Office. G. In a format provided by the Division, a proposed staffing summary and the counties position descriptions shall be submitted to the Division not later than December 31, 2014. H. If all required reports prescribed above are not provided to the Division or are not completed in a manner acceptable to the Division, the Division may withhold further payments until they are completed or may take such other action as set forth in Paragraphs (10), (11) and (12) of this Agreement, and Rule 27P-19.014, Florida Administrative Code. "Acceptable to the Division" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. I. Mid-Year and End-of-Year summary progress reports are to be scheduled and reviewed by the Division’s Regional Coordinator and submitted to the contract manager. 23