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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

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fema region viii virtual risc

FEMA Region VIII Virtual RISC

Reconstitution Seminar

June 4, 2013

welcome
Welcome

Lynn Pisano-Pedigo, MSCD

Regional Preparedness Analyst

RISC Coordinator

DHS/FEMA Region VIII

speaker topic introductions in order of appearance
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
coop vs devolution

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 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.
slide9
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
Reconstitution at the NOAA Fisheries Laboratory in Sandy Hook, NJ

Dr. Thomas Noji, Director

James J. Howard Marine Sciences Laboratory

challenges
Challenges
  • Milestones
  • Communications
  • Damage Assessment
  • Safety, Security, Compliance
  • Research Operations
  • Employee Assistance
milestones
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
Communications
  • State
  • Agency
  • Interagency
  • Utilities & other
  • Staff Accountability & Welfare
  • Research planning & implementation
damage assessment
Damage Assessment
  • Restricted access
  • Hazardous materials
  • Limited expertise
  • Direct damage
  • Secondary damage
  • Discovery period
safety security environmental compliance
Safety, Security, Environmental Compliance
  • Domestic and waste water
  • Fire detection, annunciation
  • Heat
  • Laboratory safety
  • Security
  • Multiple policy interpretations
operations
Operations
  • Critical infrastructure
  • GOVs and vessels
  • Essential personnel
  • Telework
  • Adaptive research
employee assistance
Employee Assistance
  • Agency support
  • Community support
  • Coworker network
key messages
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
slide19

For more information contact

  • Thomas Noji
  • thomas.noji@noaa.gov
  • Office 732 872 3025 / 24
  • Cell 908 433 0993
  • http://sh.nefsc.noaa.gov
slide20
Questions?On Deck:Donna Vallejos, GSA R-VIII Emergency Planning SpecialistGSA’s Role in Reconstitution
agenda1
Agenda
  • GSA Overview
  • Operational Reconstitution Planning
  • Operational Transition Planning
  • Realty Specialist Perspective
  • Assisted Acquisitions Overview
  • Question & Answer
gsa overview
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
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
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
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
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
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
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
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
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
  • 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
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
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?
communications1
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
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
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
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 estate realty overview
Questions?On Deck:Mike Gawell, GSA R-VIII Senior Contracting Officer for Real EstateRealty Overview
current space damaged
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
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
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
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
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
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
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
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
reconstitution fas is here to serve you
Reconstitution:FAS is here to serve . . . You

JohnA. Grant, Regional Director

slide53

FAS exists to serve you

  • How can FAS assist me with reconstitution?
  • How do I contact them?
slide54

Furniture

  • Telecommunications
  • Computers
  • Supplies
  • Transportation

Reconstitution

slide55

FAS Support: Personnel

  • Personalized service
    • Customer Service Directors
    • Personal Property Management
    • Network Services
    • Assisted Acquisition Services
  • Located at DFC
systems
Systems
  • Online systems for purchasing and market research
  • Automated RFI, RFP, RFQ
  • Online contracts
  • Online access to surplus property
slide57

General

  • FAS has assisted acquisitions groups that can help you with contracting, if needed
    • Anything - our group at the DFC
    • Furniture
    • IT Commodities
  • On site training available
  • Just a phone call away
  • We are here to serve. . YOU
slide58

Thank you

for your time

For more information,

contact :

John Grant, 303-236-7546

Cheryl Ansaldi, 303-236-7575

slide59
Questions? On Deck:Ken Hudson, Regional Integration Branch Chief FEMA/HQ National Continuity Program Revised FCD-1 Overview
background
Background
  • FEMA NCP updated Federal Continuity Directive 1 in order to:
    • Capture lessons learned over the past several years
    • Clarify ambiguous language and tasks
    • Include newly-identified requirements
  • Interagency reviewed draft in September/October 2011
  • Secretary Napolitano signed updated FCD on October 26, 2012
    • Document is streamlined and redundancies are eliminated
    • Requirements are clearly identified within each annex
  • Following slides identify major changes in each annex, but is not encompassing of all changes made to the document
annex a program plans and procedures
Annex A: Program, Plans, and Procedures
  • Second phase of continuity changed from “Activation and Relocation” to “Activation”
  • Annually, all non-HQ organization entities, including subcomponent, regional and field offices, must submit the following documentation to its organization HQ, via appropriate reporting channels, to provide visibility on continuity efforts at all levels of the organization:
    • Certification by the Organization Head or a designee that the component/office maintains a continuity plan and the date of plan signature. Organizations may use regional or overarching continuity/devolution plans that integrate the continuity capabilities of multiple subordinate organizations; and
    • Certification by the Organization Head or a designee that the component/office participates in an annual exercise that incorporates the deliberate and preplanned movement of continuity personnel to an alternate site and the date of last exercise.
  • Organization HQs must maintain a record of the date of continuity plan signature and last continuity exercise for the HQ and all components.
annex b risk management
Annex B: Risk Management
  • Developed in coordination with DHS Office of Risk Management & Analysis
  • Organizations must apply a risk-based framework across all continuity efforts in order to identify and assess potential hazards, determine what levels of relative risk are acceptable, and prioritize and allocate resources and budgets to ensure continuity under all manner of incident conditions.
  • Organizations must conduct and document a risk assessment, to include a Business Impact Analysis, against all hazards at least every five years.
  • Organizations must develop operational plans to provide and implement selected mitigation, prevention, protection, or control measures, to decrease the threat of and impact from identified risks, to include pandemic.
annex c budgeting acquisition
Annex C: Budgeting & Acquisition
  • Organizations must develop a continuity Multi-Year Strategy and Program Management Plan (MYSPMP) that provides for the development, maintenance, and annual review of continuity capabilities.
  • The Administrator of GSA, in collaboration with the Secretary of Homeland Security, shall identify GSA programs and acquisition vehicles capable of being used by all organizations for the purposes of planning for, detecting, responding to, and mitigating the effects of emergencies and disasters outlined herein.
annex d essential functions
Annex D: Essential Functions
  • In this FCD, the term “essential functions” refers to those functions an organization must continue in a continuity situation, whether the functions are MEFs, PMEFs, or Essential Supporting Activities.
  • Organizations must identify and prioritize their essential functions, using the methodology outlined in FCD 2.
  • Organizations must annually review their essential functions and Business Process Analysis (BPAs) and document the date of the review and names of personnel conducting the review.
annex e orders of succession
Annex E: Orders of Succession
  • Heads of Category I and II HQ organizations, as identified in NSPD-51/HSPD-20, must include at least one individual in their order of succession who is geographically dispersed from the organization head and other individuals within the order of succession. All organizations should include an individual who is geographically dispersed in all HQ and non-HQ orders of succession, where feasible.
annex f delegations of authority
Annex F: Delegations of Authority
  • Organizations at all levels must coordinate the development and revision of delegations of authority with their general counsel or chief counsel to ensure legal sufficiency.
annex g continuity facilities
Annex G: Continuity Facilities
  • The term “continuity facilities” is comprehensive, referring to both continuity and devolution sites where essential functions are continued or resumed during a continuity event.
    • “Alternate sites”are locations, other than the primary facility, used to carry out essential functions by relocating ERG members following activation of the continuity plan.
    • “Devolution sites” are locations used to carry out essential functions by devolving the essential functions to a geographically-separated facility and staff (the DERG) following activation of the devolution plan.
  • Telework requirements incorporated to adhere to the Telework Enhancement Act
annex g continuity facilities cont
Annex G: Continuity Facilities (cont.)
  • All organizations must incorporate telework into their continuity plan and procedures by:
  • Assessing the organization’s essential functions to identify which functions the organization must conduct onsite and which functions the organization can conduct via telework, including evaluating the use of telework for supporting extended continuity operations and use by non-ERG personnel.
    • For those essential functions that employees must conduct onsite, organizations must classify jobs by exposure risk level to pandemic influenza. Organizations must notify these employees that they are expected to work onsite during an influenza pandemic.
  • Establishing and maintaining plans and procedures to use telework as a primary or back-up continuity strategy for those essential functions and supporting tasks that are telework authorized, based upon the assessment.
  • Establishing a policy under which eligible employees, both ERG and non-ERG personnel, are authorized to telework during a continuity event.
annex h continuity communications
Annex H: Continuity Communications
  • New requirements taken directly from re-write of National Communications System (NCS 3-10)
  • Organizations must issue all ERG members Government Emergency Telecommunications Service (GETS) cards and pre-position GETS cards for emergency use at all primary and continuity facilities in the quantity equal to 50% of the total number of ERG personnel who are assigned to use the particular facility.
  • The government-issued cellular telephones for all ERG members must be Wireless Priority Service (WPS)-capable and have WPS activated.
  • All primary and continuity facility circuits supporting continuity communications must be included in the Telecommunications Service Priority program.
  • Organizations must annually review their continuity communications to ensure they are fully capable of supporting essential functions and document the date of review and the names of personnel conducting the review.
annex i essential records management
Annex I: Essential Records Management
  • Terminology changed from “vital records” to “essential records,” in coordination with NARA, to adhere to accepted definitions
  • Added definition of “essential records plan packet”: An essential records plan packet is an electronic or hard copy compilation of key information, instructions, and supporting documentation needed to access essential records in an emergency situation.
annex j human resources
Annex J: Human Resources
  • Terminology changed from “human capital” to “human resources,” in coordination with OPM, to adhere to government terminology
  • Included DERG members in requirements pertaining to ERG members
  • If bargaining unit employees are included as ERG or DERG members, organizations must ensure that all applicable collective bargaining obligations are satisfied
  • Organizations must work with their labor unions in developing and bargaining over such procedures where bargaining unit employees are impacted
  • Organizations must facilitate dialogue among the Director of Human Resources, Telework Managing Officer, and Continuity Manager when developing their continuity plans.
annex k test training and exercises
Annex K: Test, Training, and Exercises
  • Annual requirements are defined as occurring during the Federal fiscal year, not every 365 days.
  • Testing of systems includes testing at devolution facilities, as well as alternate sites
  • Quarterly testing of the internal and external interoperability and viability of communications equipment and systems, instead of monthly
  • Annual testing of telework capabilities, to include IT infrastructure, required to support telework options during a continuity event
  • Training requirements include ERG and DERG
  • Annual training for all staff who are expected to telework during a continuity activation regarding conducting essential functions from a telework site.
  • An annual opportunity to demonstrate familiarity with and capability to continue essential functions from telework sites, if used as a continuity strategy
  • All organizations within the NCR must annually participate in the Eagle Horizon continuity exercise; provide FEMA-required planning and exercise reports; provide evaluators, data collectors, facilitators, controllers, and other exercise required personnel, as requested; develop internal exercise injects, as required; develop an internal Eagle Horizon AAR; and incorporate findings into a CAP.
annex l devolution of control direction
Annex L: Devolution of Control & Direction
  • Devolution incorporated into requirements throughout the FCD – TT&E, human resources, facilities
annex m reconstitution operations
Annex M: Reconstitution Operations
  • Organizations must designate a Reconstitution Manager and a Devolution Reconstitution Manager (if the primary reconstitution manager is located at the primary operating facility) to oversee all phases of the reconstitution process.
  • In order to assist in the scoping of U.S. Government reconstitution plans and active programs, organizations are required to internally identify and document all perceived reconstitution needs via completion and submission of SF-2050/SF-336, “Reconstitution Questionnaire.”  Organizations are required to annually review and re-submit the SF-2050/SF-336.  Organizations may contact GSA's Office of Emergency Response and Recovery at eoc@gsa.gov and/or 202-501-0012 for further instructions
annex n operational phases implementation
Annex N: Operational Phases & Implementation
  • Upon activation of continuity plans at any level or location, organizations HQ points-of-contact (POCs) must notify FEMA’s Continuity Readiness Cell (CRC) and submit a Continuity Status Reporting Form (or devolution as appropriate) using the form and procedures provided by FEMA NCP at the time of execution or activation of call-down procedures. The CRC will collate this information into the RRS.
slide77

Thank you!

Please join us at our next RISC featuring:

Legal & Policy Issues in Emergency Management

July 30-31, 2013

University of Colorado-Denver

(15th & Lawrence, Downtown Denver)

Details and email invitation going out soon!!