FEMA Region VIII Virtual RISC Reconstitution Seminar June 4, 2013
Welcome Lynn Pisano-Pedigo, MSCD Regional Preparedness Analyst RISC Coordinator DHS/FEMA Region VIII
Speaker Topic Introductions (in order of appearance) Michael D. Brinkman, FEMA R-VIII Continuity Manager • Reconstitution Overview Dr. Thomas Noji, Director, James J. Howard Marine Sciences Laboratory • Reconstitution Case Study Donna Vallejos, GSA R-VIII Emergency Planning Specialist • GSA’s Role in Reconstitution Mike Gawell, GSA R-VIII Senior Contracting Officer • Realty Overview John Grant, GSA R-VIII Director of Customer Service • Acquisition Overview Ken Hudson, FEMA HQ/NCP Regional Integration Branch Chief • Revised FCD-1 Overview
PERSONNEL FACILITY COOP -vs- Devolution MISSION Normal Operations PERSONNEL FACILITY COOP Execution Loss of Facility MISSION MISSION COOP Activation PERSONNEL PERSONNEL ERS FACILITY FACILITY Loss of Facility & Personnel Devolution Execution MISSION MISSION Devolution of Operations New PERSONNEL New FACILITY Reconstitution Takes Organization back to a state of Normalcy
Reconstitution Overview • Reconstitution Planning provides guidance and direction for the transitioning and phasing-down of continuity operations and transferring essential functions, personnel, records, and equipment back to the normal operating facility, a temporary operating facility, or a new permanent operating facility.
Questions?On Deck:Dr. Thomas J. Noji, Director, James J. Howard Marine Sciences LaboratoryReconstitution Case Study
Reconstitution at the NOAA Fisheries Laboratory in Sandy Hook, NJ Dr. Thomas Noji, Director James J. Howard Marine Sciences Laboratory
Challenges • Milestones • Communications • Damage Assessment • Safety, Security, Compliance • Research Operations • Employee Assistance
Milestones • 29 Oct - Sandy Landfall (0d) • 31 Oct - First site visit (2d) • 1 Nov - Back up power; rescue fish • 2 Nov - Heat; seawater supply; samples • 5Nov - Facebook; docs and ops (7d) • 14 Nov - First damage cost estimates • 1 Dec - Power; water; sewage (33d) • 4 Dec - Staff meetings • 17 Dec - Wireless internet; fire watch • 24 Dec - Reoccupation (57d) • 21 Jan - Potable water; internet (85d) • 18 Apr - Phones; residual damage (202d)
Communications • State • Agency • Interagency • Utilities & other • Staff Accountability & Welfare • Research planning & implementation
Damage Assessment • Restricted access • Hazardous materials • Limited expertise • Direct damage • Secondary damage • Discovery period
Safety, Security, Environmental Compliance • Domestic and waste water • Fire detection, annunciation • Heat • Laboratory safety • Security • Multiple policy interpretations
Operations • Critical infrastructure • GOVs and vessels • Essential personnel • Telework • Adaptive research
Employee Assistance • Agency support • Community support • Coworker network
Key Messages • Risk analysis • Responsive management • SOPs for multiple damage scenarios • Emergency management protocols to expedite decision making • Broad network of vendors • POCs for critical services • Clear policy interpretations • Enhanced employee assistance
For more information contact • Thomas Noji • firstname.lastname@example.org • Office 732 872 3025 / 24 • Cell 908 433 0993 • http://sh.nefsc.noaa.gov
Questions?On Deck:Donna Vallejos, GSA R-VIII Emergency Planning SpecialistGSA’s Role in Reconstitution
Agenda • GSA Overview • Operational Reconstitution Planning • Operational Transition Planning • Realty Specialist Perspective • Assisted Acquisitions Overview • Question & Answer
GSA Overview • There are eight National Essential Functions (NEFs) • GSA Supports NEF 1 which is: • Ensuring the continued functioning of our form of government under the Constitution. • GSA has a Primary Mission Essential Function (PMEF): • Lead and coordinate Federal Government physical reconstitution efforts, including acquisition and provisioning of real property, commercial goods, and contract services. • GSA has 22 Mission Essential Functions (MEF) • These include: Providing space, IT and network solutions, vehicles, furniture, Information, and other supplies and services. • When we think about this – during emergencies – we do the same things, helping agencies/offices get back to business, but in an expedited manner.
Reconstitution Planning Team • The success of your reconstitution planning and implementation may depend on the membership of the reconstitution planning team, consider members from the following areas: • Senior leadership • Facilities/Logistics specialists • Information Technology (IT) • Communications • Human Resources • Operations • Security
Developing Milestones • Reconstitution Planning Team should develop milestone planning for the process of reconstitution that includes: • Transfer of essential functions & key supporting activities • Projected end of the crisis or emergency • Assessment of the primary facility • GSA coordination for facilities (temporary or new), if needed • Communications, reporting, and messaging • Movement and logistics • Update and recovery of essential records • Occupation of primary facility to include staffing decisions
Facilities • A key step in reconstitution planning is to determine the condition of the facility • Gathering information may be beyond the expertise of the reconstitution manager • It may require information from a structural engineer or other similar experts • The reconstitution manager should seek specialized technical assistance from GSA
GSA Support to Acquire Space • Provide GSA with information on your space requirements • GSA provides support to assist the organization in developing and refining space requirements • GSA has knowledge of the market and available space • GSA operates with proven methods of space design, that results in efficient work environments • Early, joint planning shortens and simplifies the delivery process at the most reasonable cost to the government • GSA understands that needs may change during the delivery process and can assist in addressing requirement changes
How Does GSA Classify Space? • GSA uses four classes of space: • General use. Includes space for typical office operations, automated data processing areas, training and conference rooms, and other similar spaces • Warehouse. Space in buildings that are finished, heated, cooled, and serviced to lower standards than general-use space • Structured or unstructured parking space. Measured by number of parking spaces, not in square feet • Unique space. Examples - border stations and bird sanctuaries
Procedures to Request Space • Provide GSA with the following: • The geographic area for your requirement • Locations you are willing to place your office • Estimated total square footage • How long you need the space? • Who will occupy the space? • Special building features that might limit suitable properties
Until an Adequate Facility is Available • Other strategies may need to be developed until adequate facilities are available, these include: • Shift work/Desk sharing • Telework • Shuttle services between other existing organizational facilities • Remember that transportation may not be available following a severe disruption • Consider the use of supplemental staffing available in regional or field offices
Requesting Temporary Facilities • GSA requires the SF81, request for space form • GSA Needs Assessment Questionnaire • Information on: • Personnel • Space • Furniture • Communications • Contract Assistance • Other specific requirements
Personnel Information • Personnel information that may need to be provided to outline requirements include: • Number of employees that will work at the facility • How will relocation to a new facility impact currently assigned employees • Consider Union coordination, if appropriate • New hires, retirees, or contract personnel • Transportation requirements or access to public transportation • Any special accommodations that need to be considered • On-site (or near-site) lodging requirements
Space Requirements • Be prepared to answer the following information requests: • Are there existing facilities or Memorandums of Understanding (MOUs) in place that may be occupied? • What is the desired location and move-in date? • Are there any operations that should be located nearby to meet operational needs (i.e. mail processing facilities)? • What is the minimum square footage requirement? • Do you have specific requirements for storage rooms, office space, briefing rooms, auditoriums, etc.? • It may be difficult to obtain a facility the size of the damaged facility
Furniture • A blueprint or schematic of the primary facilities floor plan with operational layout should be in the organization’s essential records packet • The reconstitution team should have determined furniture related information for the temporary facility • Are cubicles required or preferred? For how many? • How many chairs are required? • How many desks? • How many safes? Storage containers? • What are the requirements for number of electrical outlets?
Communications • Include communications and IT diagrams for the primary facility included in the essential records packet including info on: • Unclassified telecommunications systems and networks • Unclassified and secured phones • Classified computers, networks, and servers • Cable and/or satellite drops • Primary telephone circuit number and billing number • Requirements for radios include types and models • Satellite services to include voice, video or data • Federal Executive Branch organizations must include NCSD 3-10 requirements
Security • Is the facility secure or can it be made secure? • The facility must meet the organization’s security needs and must also be safe for personnel • If a facility is otherwise suitable but is not secure, explore whether it can be made secure and at what cost • Location plays a significant role in the cost to make a location secure, so planners should do a risk assessment on the new location to ensure that it can meet security requirements • Are there requirements for areas to support classified operations? • Is Sensitive Compartmented Information Facility (SCIF) space required
Other Requirements • Pre-identification of special requirements that may need to be considered for temporary facilities include: • Vehicle requirements • Vehicle storage or parking • Access to public transportation • Emergency generators and maintenance support • Loading docks • Warehouse space • Container Express (CONEXs) or shipping containers
Summary • Operational Reconstitution Planning • Operational Transition Planning • Now let’s talk to GSA Realty and Acquisition Experts
Questions?On Deck:Mike Gawell, GSA R-VIII Senior Contracting Officer for Real EstateRealty Overview
Current Space Damaged • Something has happened to make your workspace uninhabitable. • What do you, as the impacted agency/office, do now?
Current Space Damaged -continued • Work with GSA and/or Lessor (or whomever owns the space) to conduct an evaluation of your impacted/uninhabitable workspace to determine extent of damage – is it a small area, one wing, entire space? Determine course of action – repair, rebuild, replace
What do you do now? • Contact the GSA Field Office Manager • 303-236-8000 • Provide SF 81 • Provide GSA Needs Assessment Questionnaire • Provide POC, Reconstitution Manager, per the plan
What can GSA do to help? • GSA can find temporary space (while lessor or GSA re-builds space) • GSA can find new permanent space
How will GSA do this? • Key questions GSA will ask: • What type of damage has the space sustained? • Fire? Flood? Etc. • What type of space are you looking for?
What will GSA do? • Work with POC to determine the needs of the agency/office • Work with SF81 and the GSA Needs Assessment Questionnaire to determine these needs • Help put agency/office into new temporary space or new permanent space
Reasonable Expectations • For a Disaster Lease – Once needs are identified, it may take one to two weeks to lease a temporary new space with no modifications • For a new Permanent Lease (“bare bone” space) – Expect new lease to take, at a minimum, a month to 6 months to set up. • Everything is contingent upon how prepared your agency/office is at the time of the damage.
To be successful? • Create a detailed Reconstitution Plan • Identify who your Reconstitution Team will be • SF81 and Needs Assessment documents ready • Contact GSA Field Office Manager once your space sustains damage