Angelo Grima Grubb & Ellis Management Services, Inc. Building Owners and Managers Association New York

1. Sheltering-in-Place April 20, 2005 Angelo Grima Grubb & Ellis Management Services, Inc. Building Owners and Managers Association New York Large Facility Emergency Planning

2. What is Emergency Planning? Establishing Policy and Organizational Structure – Then: Assessment: Identifying Hazards, Risks, & Assets Available Preparedness: Developing a Plan for Readiness Response: Developing a Plan for Action Recovery: Developing a Plan for Recovery Testing the Plan: Training, Drills, and Exercises

3. Traditionally, Emergency Planning has meant preparing for and responding to: Fire Earthquake Bomb Threat/Explosion Severe Weather Power Outage Civil Disobedience Health Emergency Etc.

4. Now we must include in our Emergency planning: • Terrorist Events • Biological • Chemical • Radiological • Vehicle Bombs • Suicide Bombers • Etc.

5. Main Focus Today Sheltering-in-Place With respect to Large Facilities and High Rise Office Buildings • “Sheltering-in-Place” Defined • What might create a Shelter-in-Place scenario • Why add Shelter-in-Place as part of your all hazard plans • How long is Sheltering-in-Place practical • Case Study “Defense Threat Reduction Data Gathering Exercise” • Who would order a Shelter-in-Place situation • What is the role of local government

6. Pre-event planning, training, and communications preparedness: supplies and materials readiness • Recognition of the emergency response need • Shelter-in-Place Action Steps & Considerations • Testing or measuring the building indoor air environment • Public address announcements • Access – ingress and egress control • Building Vulnerability Assessment Methodology • Distinguishing between a biological, chemical, or radiological contaminant • Understanding your building and its systems

7. NIOSH Guidance for Protecting Building Environments From Airborne Chemical, Biological, or Radiological Attacks • Building mechanical system alterations, upgrades, and design change considerations • Creating a clean space or safe space within a building • Emergency response operations by government • Practical limits on sheltering-in-place

8. What situations that might bring about a “Shelter-in-Place” request from Government • Civil disturbance or riot • Curfew ordered by government • Major Earthquake or other natural disaster closing roadways, etc. • Biological incident or threat • Chemical incident or threat • Radiological Dispersion Device (Dirty Bomb) • Quarantine ordered by government

9. However, when we are prepared for Earthquake, Fire, Flood We are also somewhat prepared for other emergency situations

10. Fire Safety Director Emergency Operations Plan Fired Drills Floor Wardens Confidence testing

11. Study building 1970s-style retrofit: 14 stories with outside air intakes at ground and roof levels. 15 HVAC systems, most vertically zoned

12. E intake 14 8 F15 return W intake Measurement Locations Common Return Shaft 7 2 F5 return NE intake (street level) 1 B SB Study Building Diagram

13. Sheltering within buildings can be effective means of reducing exposure to transient outdoor contaminants • Optimized sheltering requires improved predictions of indoor and outdoor concentrations • Contaminant losses indoors can significantly reduce acute exposures • Contaminant losses indoors create decontamination requirements

14. Defense Threat Reduction Data Gathering Exercise – Experiment using a tracer gas outside an office building with respect to infiltration and dispersal within the building - the results of a NOISH experiment on the infiltration of a “Tracer Gas” on a commercial office building in Oklahoma City (National Institute of Occupational Safety and Health

16. Airborne Contaminant Concentration over Time About 90 minutes Red = Outside Blue = Inside

17. Threat Assessment With respect to terror threat to office buildings, the level of security action to be considered is dependant on two considerations: 1. Risk assessment based upon the current perceived terror-threat in the country and community based upon terror activity, warnings, or threats. 2. Risk assessment based upon the perceived prominence of the building as a target.

18. As one might expect, security operations tighten as terror activity increases and as a function of: • The profile of the building with respect to its status, image, or prominence. • The profile of the building with respect to its political or historical symbolism. • The profile of the building with respect to its tenants as target risks. • The profile of the building with respect to its function and importance in infrastructure support. • Potential vulnerability to attack – ease of target. • Location of the building with respect to neighboring potential targets.

19. The higher the threat-profile the higher the corresponding level of security measures. It is clear that security and convenience are proportionally opposite of each other. As one increases, the other decreases. “Lock Down” being the highest alert status of building operations.

20. Graduating levels of security action based upon perceived threat: • Small increase in security operations - operating as normal with a somewhat higher level of security. • Utilization of building housekeeping, maintenance staff to be more aware of security issues and suspicious persons • Compress hours of building operation to fewer core business hours • Increasing security patrols and checks by two and three times. • 4. Logging all deliveries and visiting vehicles – recording license numbers as well

21. Elevated increase in security operations - Operating with increased stationary security and patrols and inspecting deliveries and vehicles. • Restrict access to the property,close some entrances and post guards requiring check in at the open entrances • Restrict deliveries hours and require special check-in • Reconfiguring garage access so one entrance is card key access only and shifting security to the other entrance for check in access. • Assigning a Loading Dock “Dock Master” • Prohibit large bags and backpacks from entering the facility and check smaller packages. (This is a facility that houses performances and events). • Sign visitors in and out • Access only by key card or security guard • Requiring an identification check before a delivery driver can enter the building or park next to it. • Inspecting bills of lading on all deliveries. • 24 x 7 security in the building

22. Significant Threat - Operating on lock-down Controlled access via a limited number of entrances that are staffed round the clock with security. Requiring all visitors and deliveries to be met, signed in, and escorted by building tenants from the lobby or loading dock and back out again. Restricting all vehicles that enter the garage to permitted drivers. Restricting access to the loading dock to persons and deliveries that have been inspected. • Tenants have to meet deliveries and guests and sign them in and escort them while in the building • Security at garage ticket spitter asking questions of each arriving driver • No packages into building unless searched • No visitor parking allowed, only regular monthly parkers with card access and required sign in. • Requiring photo ID for building entrance

23. 6. Towing of abandoned vehicles 7. Security stationed on the service elevator 8. Access only by key card 9. All person accessing the building must pass through a metal detector and be checked in by security, all packages are examined via x-ray technology. (This is a high security Federal Building). 10. Total lockdown, no access, elevator moved to a floor above the lobby level.

24. A List of new security measures being undertaken by some large facilities since 911 • Establishing an alert status for increasing levels of security procedures culminating in complete lock down if the threat level requires it. • Obtaining radio systems • Providing the parking contractor’s staff with building radios. • Installing emergency shut off switches to HVAC systems that will shut down the buildings air intake in quick to access locations. • Relocating HVAC intakes to more secure locations if possible

25. Infrastructure Systems Environmental systems (HVAC)

26. Developing a tighter list of key vendor 24/7 emergency contact numbers and list of government emergency phone numbers and contacts • Procuring special hats or vests for use in identifying staff in an emergency • Reassessment of evacuation assembly areas for safety • Meetings with speakers from hospitals to inform tenants and staff about bio-terrorism and chemical attack. • Reassessment of the safety of any nuclear materials in medical tenant offices. • Procurement of any air monitoring equipment that can detect poisons, toxins, radiation. • Share crisis management plans and ideas with other real estate professional and organizations.

27. Performing a building access card audit, ensuring old cards are cancelled and active cards are property assigned and accounted for. • Requesting background checks on all persons who work essentially full time in the building for contracted vendors • Increasing and upgrading security devises for roof and mechanical space access. • Practicing emergency lockdown procedures • Training on how to handle the discovery of abandoned packages • Working with the Post Office to initiating secure mailroom procedures

28. Closing off the drive up and drop off area of the building with barricades extending vehicles proximity to the building. • Requiring background checks on all persons who work essentially full time in the building for contracted vendors • Posting signs informing drivers that if they have not signed in and given us their vehicles license number their vehicle will be towed, and they are towing vehicles. • Collecting and sharing the emergency phone numbers of neighboring properties to facilitate emergency exchange of information and notification in the event of an incident.

29. Installing a phone on the loading dock requiring delivery personnel to call for an escort before they can use the freight elevator. • Entrance barriers to garage that hinder a an attempt to drive past security into the garage • Retraining on bomb threat procedures • Distribute building ID cards for regular on site all day vendors • Stocking of special supplies

30. Joint fire drills with fire department and tenants and practice evacuation drills • Label building stairwells not just in the stairway but also in the hallway • Install treds on stairway for safety when wet during emergency evacuation • Procuring bullhorns as back up communication devices during evacuations • Keeping tapes current in security cameras and expanding camera networks

31. Vulnerability Assessment Assessing Building Vulnerabilities to: Chemical or Biological Agent Attack Vehicle Explosives Etc.

32. Assessment Protocol • Building Walkthrough • Building Assessment Program (CDC Interactive Questionnaire) (Contractor assistance) (Assessment with Local First Responders • Vulnerability and Mitigation Report leading to an action plan

33. Assessments:Vulnerability and Capability • Security – how effective is yours? • Critical systems – are they protected? • Emergency Plans – do you have them? • Pre-Planning – do you? • Defenses – what are your strengths?

34. Get Prepared: Know Your Building • Understand how building systems were designed and currently function. • Encourages a detailed building walkthrough: • Does installation resemble your design info.? • Building zoning, smoke control? • Mechanical condition of equipment? • Equipment appropriately installed/connected? • Filtration systems (type, efficiency, installation)? • Damper cond. & location (OA, RA, bypass, fire/smoke) • HVAC control systems, including fire response • Building access points, current security practices

35. Assessing potentially vulnerable locations within a building

37. Reducing Accessibility of key HVAC system components

39. HVAC Control

42. Are there local sources of Hazardous Material?

43. Building Evacuation Routes

44. Protecting Building Environments From Airborne Chemical, Biological, or Radiological Attacks First we must understand what Bio-Chem and radiological threats mean – what is reliable information and what is unhelpful myth, hype, or hoax? Protecting From What?

45. Weapons of Mass Destruction WMD B iological N uclear I ncendiary C hemical E xplosive

46. NUCLEAR WEAPON BIOLOGICAL AGENT IMPROVISED NUCLEAR DEVICE CHEMICAL AGENT OR TOXIC INDUSTRIAL CHEMICAL POTENTIAL IMPACT RADIOACTIVE MATERIAL PROBABILITY/LIKELIHOOD Potential and Probability

47. WMD Concerns • Recipes readily available from the Internet • Available precursors or readymade targets • Not expensive to produce • Not easy to manufacture and disseminate

48. Nuclear Avon calling ? Suitcase nuclear devices are very unlikely

49. Nuclear • Point Dispenser • Mechanical • Point Source • Significant downwind hazard • Fairly controllable “Dirty bombs” are the most likely Radioactive material Timer Explosive with Igniter Agent Reservoir

50. Nuclear Exposure is all about • Time • Distance • Shielding