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General Services Administration Disaster Support: Helping People When They Need it Most. Presented By: Kathy Montgomery, OERR Maria Torres, PBS Bruce Spainhour, FAS John Blanchard, FAS Jerome Bristow, FAS. Agenda. GSA Mission and Organization

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General Services Administration Disaster Support: Helping People When They Need it Most

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General Services Administration Disaster Support: Helping People When They Need it Most

Presented By:

Kathy Montgomery, OERR

Maria Torres, PBS

Bruce Spainhour, FAS

John Blanchard, FAS

Jerome Bristow, FAS


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Agenda

  • GSA Mission and Organization

  • Office of Emergency Response and Recovery (OERR)

  • Disaster Support Mission

    • Public Building Services

      • Emergency Leasing

    • Federal Acquisition Service

      • Emergency Acquisition

      • Telecommunications

      • Transportation

      • Emergency Lodging

  • Questions


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GSA Vision and Mission

Vision:

Excellence in the business of government

Mission:

To use expertise to provide innovative solutions for our customers in support of their missions and by so doing foster an effective, sustainable, and transparent government for the American people.


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U. S. General Services Administration


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OERR Structure

Office of Emergency Response and Recovery (OERR)

OERR Management (D)

Darren Blue, Chief

Security and

Communications Division

(DS)

Rick Henson, Director

Policy and Plans Division

(DP)

Lewis Ratchford,

Acting Director

Disaster Support Division

(DD)

Clyde Frazier, Director

OERR Agency Partners

Services, Staff Offices, Regions


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OERR Mission

U.S. General Services Administration

VisionA resilient GSA that executes its mission under all conditions. MissionThe Office of Emergency Response and Recovery (OERR) leads GSA’s efforts to ensure continuous performance of its primary and mission essential functions under all conditions, and to support its disaster response and recovery efforts and responsibilities. OERR provides communication and security services to the GSA Administrator and other agency leadership during continuity and disaster events.


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Who in GSA provides Resource Support?

  • GSA has two main service providers: Public Building Service (PBS) and Federal Acquisition Service (FAS). GSA services are offered throughout the USA through its 11 regional organizations. GSA has several Staff Offices that support both PBS and FAS, and the regional organizations.

  • One of GSA’s staff offices is the Office of emergency Response and Recovery (OERR). The Chief of OERR is GSA’s Emergency Coordinator (EC), who is responsible for overseeing, coordinating and developing GSA’s disaster support picture.

  • Staff from OERR deploy to the National Resource Coordination Center (NRCC) to coordinate National operations and to other locations as needed.

  • The GSA Regional Emergency Coordinators (REC) are responsible for overseeing, coordinating and developing the GSA Regional disaster support and will deploy to Regional Resource Coordination Center (RRCC) and/or Joint Field Offices (JFO) when required. PBS and FAS Regional disaster support personnel can also deploy to other locations as needed.


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AK

WA

Great Lakes

Region 05

Rocky Mountain

Region 08

New England

Region 01

OR

ID

ND

Northwest/Arctic

Region 10

MT

ME

MN

VT

NH

WI

SD

CT

MI

Northeast &

Caribbean

Region 02

RI

WY

MA

NY

IA

IL

IN

OH

NE

UT

CO

The Heartland

Region 06

PA

Pacific Rim

Region 09

NJ

NV

MD

KS

MO

Mid-Atlantic

Region 03

DE

WV

CA

VA

KY

AZ

OK

TN

NC

National

Capital

Region 11

NM

AR

SC

MS

AL

GA

TX

LA

HI

FL

Greater Southwest

Region 07

Southeast

Region 04

GSA Across Geographically Dispersed Offices

Each GSA Region has a Regional Emergency Response Coordinator (REC)

and a Deputy REC


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Disaster Resource Support Operations

  • GSA’s basic services does not change during disaster support operations:

    • During emergency conditions the Agency is committed to provide, rapid and efficient resources, real-estate, transportation services, acquisition support and telecommunications support to DHS/FEMA and other Department and Agencies as outlined in the National Response Framework (NRF)

  • Operational success will be accomplish through:

    • Highly trained and fully staffed ESF-7/ESF-2 response personnel when activated by FEMA.

    • Fully developed and tested procedures for Crisis Acquisition/Logistics, Transportation and Realty Services


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Public Building Service (PBS)

Emergency Support Function -7

Real-Estate Management


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REAL-ESTATE MANAGEMENT

  • GSA’s Public Building Service (PBS) is the largest public real estate organization in the country, managing more than 362 million square feet of workspace in 2,100 American communities. PBS currently has approximately:

  • ~500 Real Estate Leasing Specialists Nationwide (spread throughout all 50 states, PR and VI)

  • ~252 of which are “1170” Warranted Leasing Contracting Officers having Signatory Authority to sign lease contracts

  • GSA draws from this pool of Warranted Leasing Contracting Officers to deploy at JFO’s, once an emergency is declared.


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Top 10 Lease Customers

GSA Lease Inventory Stats as of 4/21/2010

REAL-ESTATE MANAGEMENT

  • 8,975leases

  • Justice

  • DHS

  • (including: FEMA)

  • SSA

  • Treasury

  • HHS

  • Defense

  • Judiciary

  • Interior

  • Commerce

  • Agriculture

  • In 8,107 buildings

  • 184.4 M rentable square feet

  • $4.86 B in rent payments to lessors in FY 09


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REAL-ESTATE MANAGEMENT

FEMA – Related Leased Space:

* Disaster Field Office (JFO)

* Disaster Recovery Centers (DRC)

* National Logistic Staging Area

(NLSA)

* Warehouses

* Land


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REAL-ESTATE MANAGEMENT

  • Decision to Lease

  • (Emergency Situations):

  • A means of delivering a critical resource quickly

  • A streamlined federal government contract

  • A joint effort involving federal, state, local government and commercial interests

  • Decision to Lease:

  • (Non- Emergency Situations):

  • Is there available vacant space?

    • -Owned

    • -Leased

  • Enough contiguous square footage?

  • Is it in the customer’s delineated area?

  • Does it meet their special requirements?

  • If not, then lease new space.

REAL-ESTATE MANAGEMENT


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REAL-ESTATE MANAGEMENT

Leasing Process (with emergency Leasing procedures highlighted in Red)

  • Requirements

  • Draft Occupancy Agreement

  • Acquisition Plan

  • Advertisement

  • Market Survey

  • Solicitation for Offers

  • Initial Offers

  • Negotiations

  • Request for Final Proposals

  • Evaluation of Offers

  • Award Lease

  • Design/Build Out

  • Inspection/Acceptance

  • Agency Move-in

  • Final Occupancy Agreement

  • Start Rent

  • Lease Administration


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  • GSA’s Responsibility for Emergency Leases:

  • Provide a knowledgeable Realty Contracting Officer

  • Compliance with regulations and policy

  • Negotiate the best possible

  • Determine cost reasonableness

  • Provide a knowledgeable Property Manager

  • Modify lease contract and/or enforce performance of lease as necessary

  • Close out lease at end of mission

REAL-ESTATE MANAGEMENT


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  • FEMA’s Responsibility for Emergency Leases:

  • Fund all reasonable costs (specifically w/ a 40-1 before lease award)

  • Understand the limitations of a short-term lease

  • Refrain from negotiating or discussing price (let us do that for you!!)

  • Engage State and Local Emergency Response officials in locating sources of supply (they often know the local decision-makers)

  • Determine technical acceptability of all locations (including Environmental, Fire & Life Safety and Security)

  • Communicate mission completion

REAL-ESTATE MANAGEMENT


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Federal Acquisition Service

Emergency Support Functions 2 and 7

  • Program Management Office for Emergency Management

  • Acquisition and Procurement Support Services (ESF#7)

    • Emergency Contracting

    • Global Supply

  • Excess Personal Property (ESF#7)

  • Emergency Telecommunications (ESF#2)

  • Transportation Services (ESF#7)

  • Lodging and Rental Services (ESF#7)


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FAS Emergency Management PMO

Coordinate with FEMA, PBS, OERR and FAS

  • Support and assist our partners and customers before, during and after a disaster or national emergency

    • West Coast Fires

    • Midwest Flood

    • Hurricanes


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FAS Emergency Contracting and Supplies - Primary Source

  • Cots (Replenishment and Emergency)

  • Lease Generators (CONUS Only; Emergency)

  • Joint Field Office (JFO) Kit (Replenishment and Emergency)

  • JFO Administrative Kits (Replenishment and Emergency)

  • Tarps (Emergency Only)

  • Hygiene Kits ( Replenishment and Emergency)

  • Wash Kits (Replenishment and Emergency)


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Secondary Source

  • Blankets (Replenishment and Emergency)

  • Lease Material Handling Equipment (Emergency)

  • Adult and Baby Diapers (Emergency)

  • Blue Roof Plastic Sheeting – Emergency

  • Water – Replenishment

  • Tents - Emergency


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Water (Emergency)

Meals (Replenishment and Emergency)

Baby Food/Formula (dry powder type) and Supplies (Emergency)

Pet Food/Supplies (Emergency)

Tertiary Source


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FAS Emergency Sourcing

Rare Source

  • Federally Operated Staging Area Cache (FOSAC) Equipment

    (Replenishment and Emergency)

    Includes:

  • Light Towers

  • Weight Dist. Kit – Trailer Hitch

  • Cargo/Flat Trailers

  • High Speed Floor-Model Copiers and Service

  • 80 Gal fuel Storage tank (w/toolbox and pump)

  • Mobile GPS Receiver/GPS Unit


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FAS Disaster Support

  • FY 2009 Highlights: GSA FAS procured approximately $13.6 million worth of supplies in support of disaster relief

Note: Purchases YTD FY ’10 = $5.7 Million for Cots, Fuel tanks, generators and other support items


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FAS Disaster Support

  • Examples of FAS procured supplies and services include:

    • 36,000 Cots

    • 250,000 Blankets

    • 163,000 Tarps

    • 800 Yurt Tents (large shelter tents)

    • 10 (500 KW) Generators (e.g. the size of a tractor trailer)

      **http://www.youtube.com/watch?v=XgiV8-BFHL4&feature=PlayList&p=97EF2F0B0BB6C240&index=1

  • In addition to the items above, FAS also provided Travel and Transportation support that included:

    $104 Million (1.2 million nights) in emergency lodging

    $27 Million in Transportation services


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Personal Property Disposal

  • Utilization and Donation Program

  • Utilization Program

    • Promotes and process transfers of excess property amongst federal agencies

  • Federal Surplus Personal Property Donation Program

    • Property is donated through a State Agency for Surplus Property (SASP)

    • Established in each State, territory, and the District of Columbia

  • Sales Program

    • GSA sells property on behalf of other federal activities


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Emergency Telecommunications

ESF 2

  • Coordinates Federal actions to assist industry in restoring the public communications infrastructure and to assist State, regional, territorial, tribal, and local governments with emergency communications and restoration of public safety communications systems and first responder networks.

  • De-conflicts competing demands and coordinates restoration activities.


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Emergency Telecommunications

ESF 2

  • Provides communications support to the JFO and any JFO field teams.

  • As necessary, ESF #2 assists with cyber security issues that result from or occur in conjunction with incidents.

  • ESF#2 personnel in each geographic region are assigned and trained to ensure the most rapid and effective response. ESF#2 duties take priority over all other functions.


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Transportation Support

  • FEMA utilized GSA’s Freight Management Program to procure approximately 1100 transportation requests FY 2009.

  • Anything, Anywhere, Anytime!


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Vision:

To be the premier Government-wide resource for transportation solutions for federal civilian agencies offering commercial best of class solutions including a Transportation Management System, optimization tools, rate management, and vendor partnering.

Mission:

Provide scalable and configurable transportation solutions through common procurement vehicles that are readily accessible by federal government agencies; produce significant savings; maintain quality service levels; and implement commercial best practices for additional cost reductions.

Transportation Support


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FEMA

Role: National Logistics Integrator

Specific Transportation Responsibilities:

Requirements Definition

TSO Development

Movement Coordination

Prioritization of Requests

Support at JFO's

Support at NLSA

Supply Chain and Distribution Management

Transportation Contracts for Evacuation (Rail, Bus, Air)

Driver Management

Fuel Ordering and Management

Container/Trailer Leasing

GSA Transportation

Role: Facilitator for Transportation Support

Specific Transportation Responsibilities:

24/7 Transportation Support

Products Identified and Defined as:

Less than truck Load (LTL)

Truck Load (TL)

Mobile Homes and Travel Trailer Movement

Expedited & Special Handling

Shuttle Trucks/Power Only

Maritime, Air, Rail Shipping

Multiple Awards Schedule available for FEMA to acquire the following products:

Air Charter

Bus Carriers

Rental Car Support

Emergency Lodging

TMSS

ESF-7 TransportationRoles and Responsibilities


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Sept 2008 GSA solicited transportation rates on behalf of FEMA to assist in controlling cost and managing performance.

As of 1 May 2009, 105 Carriers had Rates on file for FEMA moves (LTL, TL, Mobile Home, Power Only)

Continuous Training has been conducted

Streamlined Processes

Specialized Emergency Support


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Initial Results:

Creates powerful options for best value

OTO (legacy model) vs Rates (new option)

Early analysis showed that the majority of FEMA Transportation spend is in TL and Power Only, Rates were up to 40% lower in these sectors, representing a significant cost savings opportunity

LTL and Mobile Home Rates showed higher or similar rates as OTO and we recommend using the OTO model

Both Models are supported by TMSS.

There has been No change in service levels

Known Price for services

System Enhancements

Flexible, Automated, Simple


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Transportation Management Solutions System (TMSS)

Efforts/Modifications On behalf of FEMA & other Emergency Response Agencies

OTO Module

Reporting

BOL Modification

Rate Engine

Results

Increase ability to manage transportation

Replacement for antiquated database/manual process

Faster Processing Time

10 year storage of data

Pre Payment Audit

Possible future initiatives for FEMA

Connecting to Financial Pay, TAV, WMS, Prepayment Audits

Cost to Agency to date = $0.00

TMSS


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GSA has procured for FEMA a seamless transportation ordering support that entails:

Ordering assistance beyond normal 8am-8pm EST, Monday thru Friday model

Provides GSA with the ability to surge with FEMA

Operates under one process regardless of time of day or day of the week

Single contact number 1-877-972-9472

Utilizes GSA/FEMA approved Carriers

24-7


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Transportation POCs

  • John Blanchard

  • Phone: (703) 605-2887

  • Email: [email protected]

  • John Wheeler

  • Phone (703) 605-9190 (DC)

  • Jim Stroup

  • Phone (816) 823-3648 (Kansas City)

  • Sharon Eckroth

  • Phone (415) 522-2845 (San Francisco)


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GSA Fleet Short Term Rental - BPA

Emergency Lodging Program

Bus and Shuttle Services

Additional Services


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Short Term Rentals

GSA’s Short Term Rental (STR) Program provides rental vehicles to augment Federal Fleets and in times of surge or special needs


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GSA Fleet – Short Term Rentals

Toll Free Number:1-866-886-1232

Via e-mail: [email protected]

Hours of Operation

Monday through Friday 7 AM to 5 PM CST

Expert Staff

Qualified Vendors

Timely Service

Short Term Rentals


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Emergency Lodging

  • GSA FAS assisted in providing 1.4 million room nights in response to disaster relief operations since Sept 2008.


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Included as authorized program for emergency services

In addition to the FedRooms program for TDY Travel

Outsourced program to Corporate Lodging Consultants (CLC)

Facilitated to meet all your lodging needs as it relates to mission or emergency

Average of 28% savings per room night.

Emergency Lodging


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  • Dedicated company to ensure that specified activities are completed to your satisfaction

  • Clearly defined role definitions for support as it relates to the mission or emergency

  • One central focal point to meet needs and requirements

  • An on staff “expert” as an advocate for your programs

  • Opportunity to provide services in the areas that are critical to your mission success and within allowable reimbursement limits

Emergency Lodging


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SIN 411-1 - Van, Motor Coach (Bus), or Limousine

Single or multiple transportation routes between:

Buildings, Driver Services, Airport transport, and VIP transport within or between cities.

Shuttle Transportation between housing locations and medical facilities or grocers.

Transportation for COOP and Emergency Evacuation needs

Bus and Shuttle Services


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Fleet & Lodging POC

Jerry Bristow

Program Manager

Office of Travel and Transportation Services

Crystal Plaza 4

2200 Crystal Drive

Arlington, VA 20406

Telephone (703) 605-2925

[email protected]


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Points of Contact

  • Kathy Montgomery, OERR: 202-219-3260

    [email protected]

  • Maria Torres, PBS: 202-501-1469

    [email protected]

  • Bruce Spainhour, FAS: 703-605-2823 [email protected]

  • John Blanchard, FAS: 703-605-2887 [email protected]

  • Jerome Bristow, FAS: 703-605-2925

    [email protected]


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