Water Sector Emergency Operations Center Specific Position. Standard Operating Procedures Template

Transcription

1 Water Sector Emergency Operations Center Specific Position Operational Area Standard Operating Procedures Template May 16,

2 Water Sector Emergency Operations Center Specific Position Introduction and Purpose The Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS) focus on integration of first responders and emergency managers from all disciplines into a common response structure during and after an incident of any size when multiple agencies and/or multiple levels of government respond. The purpose of this document is to describe the roles and responsibilities of the Water Sector Emergency Operations Center (EOC) Specific Position at an Operational Area Emergency Operations Center and provide standard operating procedures that include checklists, job aids, and forms. The Water Sector Emergency Operations Center Specific Position coordinates information, response actions and resource needs for all types of water infrastructure including, but not limited to, potable water, wastewater, recycled water, dams and levees. By creating a Water Sector position at each Region Emergency Operations Center (REOC), the California Emergency Management Agency (Cal EMA) recognized the need to integrate the Water Sector into the EOC, and encourages each Operational Area to consider creating a Water Sector EOC Specific Position within its EOC to address the Water Sector needs and coordinate response with the Region, and Local Governments and Utilities. Establishing the position and staffing it with people familiar with water and wastewater systems, provides subject matter experts, knowledgeable on Water Sector issues, trained in emergency response and recovery, and relieves EOC staff to address other EOC activities and tasks. The Standard Operating Procedures (SOP) template provides an overview of the Water Sector EOC Specific Position and the Multi-Agency Coordination (MAC) Group, incorporates the concepts and principles outlined in SEMS and NIMS, and lists suggested tasks and responsibilities for the Water Sector EOC position at the Operational Area. Concepts covered include gathering information, evaluating the emergency situation, identifying potable water and sanitation sources for managing public health and medical needs, and locating the necessary resources to aid the recovery of the Water Sector utilities. Operational Area The Operational Area will decide where the position best fits within the EOC. Options for placing the Water Sector are: Command Staff: Agency Representative to the Liaison Operations Section: Water Sector Branch Water Sector Group Water Sector Task Force Planning Section: May 16,

3 Technical Specialist (May be assigned anywhere within the EOC organization.) Logistics Section: Service Branch, Unit The Cal EMA Regional Emergency Operation Centers (REOC) Water Sector position reports to the Operations Section Chief or Utilities Branch Coordinator (See G611 Standardized Emergency Management System (SEMS), Emergency Operations Center (EOC), Approved Course of Instruction (ACI), 2003). The could be staffed by: Local Water Sector utility personnel Someone with a basic knowledge of local Water Sector utilities o County Health departments o Public Works department o Fire department California Department of Public Health, Drinking Water and Environmental Health Division If staffing is not available at the Local or Operational Area level, a request can be made through the REOC Emergency Management Mutual Aid (EMMA) Coordinator to locate persons trained to fill the position. The California Water and Wastewater Agency Response Network (CalWARN) Steering Committee maintains a list of individuals who have completed the G-611 Water Sector EOC training and provides the list to each Cal EMA REOC EOC. The OA EOC Manager, Director, or Emergency Services Coordinator determines when to activate or deactivate the position depending on the size, scope and impact of the incident. Guiding Principle The person fulfilling the must be able to provide unbiased support to the disaster response. Agency affiliation or membership MUST NOT be a consideration in accomplishing the position responsibilities. All decisions and actions MUST be in the best interest of all affected and involved utilities. This position is responsible to serve as the primary contact for information from other SEMS Levels, for receiving situation assessments, and prioritizing resources allocation specific to the Water Sector within the Operational Area. May 16,

4 Sample Duties The tasks, responsibilities, and duties may include: Serve as the primary OA EOC contact for all Water Sector matters. Coordinate and resolve issues arising from the incident(s) related to the Water Sector. Coordinate utility status information with the Planning/Intelligence Section. Coordinate conference calls with other SEMS Response Level EOC Water Sector Positions or contacts to assess water issues. Collect and verify Water Sector situational awareness and resource status information regarding impacts to Water Sector utilities within the disaster area. Monitor, track, and coordinate the resource needs of affected Water Sector utilities. Recommend operational objectives and priorities in concert with the Water Sector utilities, Local Government and Operational Area. Assess and recommend alternate emergency drinking water resources for the affected jurisdictions. Identify and coordinate the procurement of potable water and sanitation resources, transportation and other equipment needs with the Logistics Section. Participate in a Multi-Agency Coordination (MAC) Group for water and wastewater utility issues including, but not limited to, drinking water, to assess and/or prioritize alternate emergency drinking water resources for the affected jurisdictions. Document all information related to expenditures, resource commitments, contracts, and other costs related to procurement of Water Sector resources and provide it to the Finance and Administration Section. Coordinate situation status information with appropriate regulatory agencies: o California Department of Public Health Drinking Water and Environmental Health Division (Water) o California Regional Water Quality Control Board (Wastewater) o County or local public health agencies (Water and Wastewater) Prioritizing Water Sector Requests All recommendations and actions MUST be in the best interest of all utilities and jurisdictions affected and involved. To ensure a fair decision-making process the Water Sector EOC Specific Position and the MAC Group use the prioritization concepts outlined in this document, as well as recognize the importance of following the command structure within the Operational Area to assist in the decision-making process. The process for prioritization and decision-making serves the purpose of expediting resource allocations, as well reducing conflict of interest in the decision-making process. In order to determine priority of resources, a situation analysis should be completed and detailed to provide the pertinent information needed to make resource allocation recommendations. However, resource allocation should not necessarily be delayed because of a lack of information. With the available information, priority should be given to the actions and methods that provide the greatest benefit for the greatest good in consideration of: May 16,

5 Scale of damage. Critical impacts to life and safety. Stability of the disaster area. Logistical capability to provide the resource. Water distribution prioritization should consider (listed in order of consideration): 1. Hospitals and health care facilities, and special needs populations. 2. Shelters and essential government facilities used for response coordination. 3. Utility interdependencies (e.g. water for power generation stations). 4. Fire protection. 5. General public and business. Equipment, personnel, and material resource prioritization should consider (listed in order of consideration): 1. Stabilization of water supply, transmission, and distribution receive precedence over other activities. 2. While water transmission and distribution systems are being restored, wastewater collection systems and treatment capabilities are considered. 3. Restoration should then proceed to reestablish acceptable treatment levels to remove any restrictions on drinking water use and wastewater disposal. Water Sector Multi-Agency Coordination (MAC) Group and System At the Operational Area level if multiple water utilities or local jurisdictions are affected by a disaster a Water Sector Multi-Agency Coordination (MAC) Group may be established. The size, makeup, and specific assignment of the MAC Group will be dependent on the magnitude of the problem at hand. If the incident affects multiple Operational Areas, then the Water Sector MAC Group could organize at the Cal EMA REOC Response Level. A Multi-Agency Coordination System (MACS) can be activated to support the MAC Group, and establish a combination of facilities, equipment, personnel, procedures, and communications integrated into a common system with responsibility for coordinating and supporting domestic incident management activities. Water Sector MAC Group Members The Water Sector MAC Group follows these principal functions, responsibilities, and tasks: Consist of management personnel whose decision-making authority can commit resources and facilitate agreements. Ensure each SEMS Level is providing appropriate situational awareness and resource status information related to the assessment of Water Sector utility system damage and potable water needs. Ensure that current situation and resource status is provided by each MAC agency. Resolve status information and prioritization of alternate potable water distribution between the affected jurisdictions. Establish priorities in concert with the water utilities and Operational Areas. May 16,

6 Prioritize incidents by an agreed upon MAC Group set of criteria. Determine specific resource requirements by agency. Acquire and allocate resources required in concert with individual department management, the Local Governments and/or special district utilities not part of a city government, or other Operational Areas. Collectively allocate scarce or limited resources to incidents based on priorities. Anticipate and identify future resource needs. Review and coordinate policies, procedures and agreements as necessary. Coordinate and resolve policy issues arising from the incident(s) or disaster. Consider legal/fiscal implications. Provide strategic coordination as required. Review need for participation by other agencies. Provide personnel and transition to emergency or disaster recovery as necessary. May 16,

7 Checklist Purpose: Trained personnel assigned to the use this checklist to track actions and may operate as part of the CalWARN Mutual Aid/Assistance agreement and other mutual aid agreements. Water Sector positions may be located at the Operational Area as needed, Region Emergency Operations Center, and State Operations Center. Instructions: Report to assigned Operational Area Emergency Operations Center. Sign in at appropriate location in the EOC. Obtain briefing from your assigned supervisor. Review the entire checklist. Complete checklist items appropriate to the incident situation. PRE-DEPLOYMENT: Ensure that fulfillment of the Water Sector Unit Leader position has been requested and authorized. Obtain a mission task number if responding as mutual aid to an outside agency. Clarify the dates, hours and length of activation of the position prior to deployment. Receive approval from your employing agency prior to response. If responding as mutual aid, expenses are paid by you or your agency and may be reimbursed at a later date. Arrange for your accommodations and travel. Check with local Logistics staff for recommendations of safe travel and accommodations. Bring with you identification (both state ID and local agency ID), medications, medical card, passport, and other personal needs as necessary. Determine the appropriate personal protective equipment, clothing and shoes required for the response. STARTUP ACTIVITIES: Identify self at security point and check in. Check in with the appropriate Section Chief to receive an initial briefing on the general situation and immediate tasks to be performed. If providing relief, receive debrief from person filling the Water Sector EOC Position, and identify key follow up actions. Briefing should include: o Nature and extent of emergency. o Identify extent of affected utilities and status. o Nature of assignment. o Situation Status and Resource Requests report update. o Contact person to receive the information. o Verify if the Water Sector Unit Leader at the Regional EOC is staffed and contact information. Wear identification vest or other provided identifier. Review any posted information and appropriate briefing forms (e.g. ICS 200, 201 and 202) for critical information. Review the responsibilities and duties identified in this checklist and clarify any issues regarding the authority given to this assignment. Establish workstation location and desktop/laptop access. Obtain briefing on the request and ordering process unique to the Operational Area EOC. May 16,

8 Log into OA information systems and if appropriate any state information system; and review system capabilities. Inquire into establishing an account within the OA system and/or establish a common user account (e.g. Gmail, Yahoo, etc.) Log into the account. Utilize this account for all communications, so that communications are logged and kept for this position within one account. Review or open and maintain a written/typed Unit Log. At a minimum, the Unit Log (e.g. ICS 214) should record the following for each utility contacted: o Date and time. o Contact name and phone number. o Communications/coordination received/made. o Follow-up required/completed. Communications recorded should include conversations in which decisions were reached, instructions given or received, and vital information exchanged. As soon as possible inform the affected Local Government, water utilities, state regulatory agencies, and other interested parties of your activation and contact information. Identify if the emergency will continue through additional operational periods, and locate staff to fulfill this position beyond the current shift. GENERAL ACTIVITIES: Identify and participate in regularly scheduled briefings. Provide input into the Action Plan; implement objectives related to the Water Sector activities and monitor progress. Coordinate and communicate with other Operational Area EOC or Department Operating Centers (DOC) staff interacting with Water Sector utilities, as needed. Utilize white boards or computerized projections to display verified information with appropriate date and time stamp. Provide regular updates, particularly significant changes in utilities status; be alert for emerging issues or concerns perceived as sensitive. Document all information related to expenditures, resource commitments, contracts, and other costs. Recommend the activation of a MAC Group as appropriate. And if approved by the Operational Area reference the Water Sector Multi-Agency Coordination Group checklist below. If a MAC Group is activated at the Region Response Level, participate as needed and share approved information. SITUATION ANALYSIS: Determine the level of activation of impacted Local Government and/or Utilities and receive and compile damage assessment data: Extent and type of infrastructure damage. o Inquire about how outage is affecting utility operations. o General geographic location of utility outages. o Request service area boundary maps and affected street addresses, zip codes, facility addresses or location coordinates, and pressure zones o Expected duration of outages. o Population size and unique characteristics.. o Determine impacts to critical sites: hospitals, other utilities, government complexes, business, etc. o Inquire about water quality concerns and unsafe water notices. o Interdependency situation: power, communications, transportation Report the damage data to the Supervisor of the Water Sector EOC Position, Planning Section, and post to any situation status boards that may be established for water utility information. May 16,

9 Share the damage data (including operational status) with the state drinking water primacy agency, state wastewater permitting authority, appropriate regulatory agencies and/or emergency management agency. Continue to check back with utilities on a regular basis or as the situation changes. Establish a schedule for checking back with the utilities. Review current situation status and develop projections of future incident activity that may warrant pre-coordination or additional resources. RESOURCE COORDINATION: Coordinate and recommend all resource and mutual aid requests according to the priorities established by the Operational Area Action Plan and follow the activities listed below under mutual aid. Gather utility-specific resource and/or information needs through the Local Government and/or Utilities EOCs. o Ensure the resource request states the intended purpose or use of the resource. o Ensure that resources from the Local Government Level or local private vendor resources have been committed. Identify which (if any) mutual aid agreements the requesting utility is a signatory to. Notify any responding resources of the requesting agency s mutual aid signatory status. Assist Requesting Agency in identifying other utilities or private entities that have available resources. Collect the following information in regards to each resource request (consider using the CalWARN Request and Authorization Form or ICS Form 308): o Name and contact information of utility representative. o Utility name and type. o Specific resource personnel/resources need. o Specify required certification or specification. o Date/time of order and when resource is needed. o Impact if delayed. o Logistical arrangements for any incoming personnel (coordinate needs with Logistics). o Access routes into the affected area(s). o Estimated duration of operations. o Risks and hazards. o Incident name / I.D. number. o Quantity, kind, and type, including special support needs as appropriate. o Reporting location (specific staging area). o Radio frequency to be used. Notify Logistics Section of all resource coordination accomplished and additional unmet needs. Maintain accurate records on the Water Sector specific resource requests, available resources and deployments. Identify gaps in the requests and resources available. o Identify possible sources of additional support and communicate with Logistics Section. Anticipate and identify future resource needs of affected utilities. Identify established Staging Areas, methods of communication with each and to which staging areas water related resources are being sent. May 16,

10 WATER SECTOR MULTI-AGENCY COORDINATION GROUP: If circumstances warrant, recommend the establishment of a Water Sector Multi-Agency Coordination (MAC) Group. If a MAC is approved and established: o The person fulfilling the role of the Operational Area EOC Water Sector position should continue with its current role / responsibilities / duties / tasks to ensure continued coordination within the Operational Area. o Additionally, this position may fulfill responsibilities within the Water Sector MAC as either a leader or a participant. Duties within the Water Sector MAC may include: o Serve as a facilitator in organizing and accomplishing the mission, goals and direction of the MACS Group. o Identify the appropriate agencies and representatives to serve on the MAC Group. Contact the appropriate person from the following potential participating sources: o Affected Water Sector utilities o Emergency managers or designated staff from the affected Local Government and Operational Areas o California Department of Public Health, Drinking Water and Environmental Health Division. For small water systems (200 or fewer connections) the regulating (primacy) agency may have been delegated to a county department. o California National Guard o California Water/Wastewater Agency Response Network (CalWARN) o California Utilities Emergency Association (CUEA) o American Red Cross, Salvation Army and other volunteer organizations o Private Sector Resources o Federal Emergency Management o US Army Corps of Engineers o Facilitate the MAC Group decision process by obtaining, developing and displaying situation information on white boards or projected information screens in the Operational Area EOC. o Fill and supervise necessary unit and support positions within the MAC Group. o Acquire and manage facilities and equipment necessary to carry out the MAC Group functions. o Work with the Planning/Intelligence Section Chief to integrate decisions made by the MAC Group into Operational Area Action Plans for implementation. SHIFT CHANGE: Brief incoming replacement and, at a minimum, include the following: o Safety related issues that could impact utility personnel. o A review of the Unit Log with particular emphasis on follow-up items. o Immediate tasks to be performed. o A review of the current water sector situation status. o Key contact names, phone numbers and addresses. o Communication methods being used, including account. o Provide your forwarding contact information. May 16,

11 STAND DOWN: When directed to stand down the position, prepare a situation status report about the utilities, including estimated outages, restoration and damages. Provide briefing to appropriate Section Chief. Provide forwarding contact information and remain available. Follow checkout procedures. SHUT DOWN (DEMOBILIZATION): Ensure any open actions are handled by your assigned Section or transferred to other Operational Area EOC functions. Provide briefing on completed items and identify follow up items with the Section Chief. Notify others of deactivation, such as staff scheduled to fulfill later shifts and any staff in external EOCs that have been coordinating actions. Complete reports and forms and turn into the Planning Section prior to release and departure. Activity logs, notes and any s or communication regarding the actions of this position should be left and transferred to the Planning Section s Documentation Unit. Make copies of these documents and retain for later reference in preparing the After Action Report. Return all non-expendable items and identify items that need to be replaced. Follow checkout procedures. Be available to participate in After Action Reports. May 16,

12 Appendices Appendix A: Forms Water System Status Report Wastewater System Status Report Request and Authorization Form Mutual Aid/Assistance Request Tracking Form Mutual Aid/Assistance Coordination Checklist Appendix B: Drinking Water Procurement and Distribution Appendix C: Water Job Aids (To Be Developed) Water Calculations Worksheet Wastewater Calculations Worksheet Water Frequently Asked Questions Wastewater Frequently Asked Questions Water Sector EOC Position One Sheet Handout on Role of Water Sector Position Acronyms and Glossary References Appendix D: After Action After Action Considerations After Action Form (To be developed) May 16,

13 Appendix A: Forms This is an exercise This is NOT an exercise Situation Status Report # Water System Status Report 1. Date: 2. Time: 3. Incident Name: 4. Utility Name: 5. Contact: 6. Phone: Fax: 9. Alt. Phone: 10. Other: 11. Overall Status: Green (normal) Yellow (no mutual aid required) Red (some mutual aid required) Black (significant mutual aid required) 12. Prognosis: No Change Improving Worsening 13. Utility EOC Activated: Yes No 14. Proclamation of Local Emergency by Local Government: Yes No Unsure Pipes 15. Critical Issues: (and actions taken): Pump Stations Tanks/Reservoirs Wells Connection(s) Status/Flow change request(s) Power/Communications Chemical Supply/Leak Contamination : Yes No Undetermined 16. Water Quality Water Quality Order : Boil Order Do Not Drink Do Not Use Order Issued by : Est. Date/Time of Lift: Status Detail Status Remarks 15. Percentage of portable water system inoperable: % 16. Anticipated duration of outage: (hours/days) 17. Number of Jurisdictions affected: 18. Number of people affected: 19. Mutual aid received in last 24 hours: 20. Mutual aid needed in next 24 hours: 21. Actions taken by Utility: 22. Actions taken by Coordinating Partners: # # Yes No Yes No Send B. to: Post on Situational Status Boards: May 16,

14 This is an exercise This is NOT an exercise Situation Status Report # Wastewater System Status Report 1. Date: 2. Time: 3. Incident Name: 4. Utility Name: 5. Contact: 6. Phone: 7. E mail: 8. Fax: 9. Alt. Phone: 10. Other: 11. Overall Status: Green (normal) Yellow (no mutual aid required) Red (some mutual aid required) 12. Prognosis: No Change Improving Worsening 13. Utility EOC Activated: Yes No 14. Proclamation of Local Emergency by Local Government: Yes No Unsure Pipes Black (significant mutual aid required) 15. Critical Issues: (and actions taken): Lift Stations Outfall Chemical Supply/Leak Power/Communications 16. Treatment Status: Other Operational Non Operational Release of Untreated Wastewater Amount: Has Untreated Wastewater reached a waterway Comments: Status Detail Status Remarks 17. Percentage of wastewater % system inoperable: 18. Anticipated duration of outage: (hours/days) 19. Number of Jurisdictions affected: # 20. Number of people affected: # 21. Mutual aid received in last 24 hours: 22. Mutual aid needed in next 24 hours: 23. Actions taken by Utility: Yes No Yes No 24. Actions taken by Coordinating Partners: C. Send to: Post on Situational Status Boards: May 16,

15 Mutual Aid Request and Authorization Form Part I TO BE COMPLETED BY THE REQUESTING UTILITY Date: Time: hrs From the County of: Contact Person: Telephone: Fax: WARN Member Utility: Authorized Rep: Type of Emergency & Impact to Utility: Personnel, Expertise, Equipment & Material Needed (Follow AWWA Water & Wastewater Mutual Aid & Assistance Resource Typing Manual): Preferred Resources Requested (Follow AWWA Water & Wastewater Mutual Aid & Assistance Resource Typing Manual): Single Resource Team Kind Type Description Date & Time Resources Needed: Staging Area: Approximate Date/Time Resources To Be Released: Requesting Authorized Rep: Req. Authorized Rep s Signature: Title: Utility: Request No: Part II TO BE COMPLETED BY THE RESPONDING UTILITY Contact Person: Telephone: Fax: Type of Personnel, Expertise, Equipment & Material Available (Follow terminology in AWWA Water & Wastewater Mutual Aid & Assistance Resource Typing Manual) Preferred Resources Deployed (Follow resource types in AWWA Water & Wastewater Mutual Aid & Assistance Resource Typing Manual): Single Resource Team Kind Type Description Date & Time Resources Available From: To: Staging Area Location: Estimated Total Costs To Send Requested Assistance: $ Trans. Costs from Home Utility to Staging Area: $ Trans. Costs to Return to Home Utility: $ Care, Shelter, Feeding Costs Required For Response: $ Responding Authorized Rep: Res. Authorized Rep s Signature: May 16, Course

16 Title: Utility: Date: Time: hrs Request No: Part III REQUESTING UTILITY CONFIRMATION AND APPROVAL Authorized Rep Name: Location: Signature Date: Time: hrs Request No: Part IV CalWARN COORDINATION (as needed) WARN Rep: Location: Signature Date: Time: hrs Request No: Additional Information: MISCELLANEOUS ITEMS / OTHER INFORMATION May 16, Course

17 Mutual Aid and Assistance Coordination Checklist Purpose: Authorized Officials of both the requesting and responding Member Utilities utilize this checklist to coordinate mutual aid/assistance resources. The Operational Area Water Sector EOC Position uses this checklist to identify mutual aid/assistance issues. Instructions: Review this checklist and take notes in the spaces provided during discussions between Requesting and Responding Utilities. Staging Area Identify a location outside the immediate impact area to serve as a Staging Area. o Address of the Staging Area? o Staging Area Manager s Name? o Staging Area Manager s Contact Information? Mechanical/Repair Service Discuss availability of mechanical/ repair services, noted at right, for each area of response listed below. Heavy equipment supplies and personnel. Light equipment supplies and personnel. Tire repair services Water for sanitation of equipment Fuel Services (gasoline, diesel, propane, natural gas) Staging Areas Base Camp Utility Corp Yards Field Assignment Work Areas Lodging / Hotel areas Shelter Facilities Commercial Services Responding Utility Needs to Provide Transportation Impacts Discuss transit issues, noted at right, in relation to each area of response listed below. Which Interstates or highways are open? Does debris hinder access? Which train or rail systems are operational? Which airports are operational? Staging Areas Base Camp Utility Corp Yards Field Assignment Work Areas Lodging / Hotel areas May 16,

18 Discuss transit issues, noted at right, in relation to each area of response listed below. Which Interstates or highways are open? Does debris hinder access? Which train or rail systems are operational? Which airports are operational? Shelter Facilities Feeding Operations Sites Restaurants and Stores Communications Impacts Discuss communications issues, noted at right, in relation to each area of response listed below. Are landline telephone systems operational? Are cell phone systems operational? Are satellite phone systems operational? Are utility radio systems operational? Is the internet operational? Staging Areas Base Camp Utility Corp Yards Field Assignment Work Areas Lodging / Hotel areas Shelter Facilities Feeding Operations Sites Restaurants and Stores Utility/Energy Impacts Discuss utility/energy issues, noted at right, in relation to each area of response listed below. Electrical outages Natural gas outages Potable water outages Fuel services (gasoline, propane and diesel) Wastewater outages Staging Areas Base Camp Utility Corp Yards Field Assignment Work Areas Lodging / Hotel areas Shelter Facilities Feeding Operations Sites Restaurants and Stores May 16,

19 Field Response Operations Have curfews or other conditions been enforced by local government that might affect movement to and from worksites, feeding locations, and lodging? Identify additional communications operability: o Does Requesting Utility have satellite phones to provide responding utility? o Does Requesting Utility have local portable cell phone systems (temporary, mobile cellular systems)? o If operational, how does the utility communication system function? What frequency does the Requesting Utility operate on? Will Requesting Utility provide their radios to Responding Utility? If yes, are radios available at the Staging Area? If there are not enough radios to give to all Responding Utility staff, are there enough radios to give to the Responding Utility supervisors? If Responding Utility brought radios does the Requesting Utility have the capability/personnel to program radios to local frequencies? Does Requesting Utility use amateur radio equipment for emergencies? If yes, is equipment available for Responding Utility staff? What navigation issues should the Responding Utility be aware of? o Are street signs in place? o Are utility maps available (hardcopy or electronic)? o Do utility maps include GPS coordinates? o Are GPS units available? o Where are maps and/or GPS units going to be available? What sanitation services are available in the field? o Water for drinking o Water for sanitation o Restroom (e.g. using port-a-potties) What debris clearance equipment is needed? o Are chainsaws required to provide response and repairs? o Are other debris clearance equipment or tools required? Identify financial services capabilities: o Are ATMs functional? o Are credit cards being accepted locally? o Are banks open? o Is cash the only source of payment? If yes, what is recommended amount of cash to bring? o Are coins needed for laundry or other services? Care and Shelter What accommodations are available? o Hotels o Fire Base Camp o County/State Sponsored Base Camp o Utility Temporary Shelter o Outside Agency Housing: Name of agency? o None - Responding Utility must be self-sufficient. How are Shelter arrangements being addressed? o Who is arranging for rooms? Requesting or Responding Utility o Who is paying for rooms? Requesting or Responding Utility o Where is it located (address): What amenities are available at the identified sites? (See table below.) May 16,

20 Hotel Fire Base Camp County or State Base Camp Utility Temporary Shelter Red Cross or other Shelter Campgrounds Distance from staging area Distance from work areas Feeding operations available on site Feeding operations available nearby Potable water for drinking Functional Showers Functional restrooms Portable toilets Beds or cots Bedding supplies Functional laundry facility Functional laundry facility nearby Has or allows portable emergency generator power? Water and sewer hook ups at nearby campground Determine feeding operations. o Are restaurants available in or around the work area or lodging area? How far do the responders need to travel? Who is paying for the meals when ordered? Responding or requesting utility? What methods of payment are accepted? o Does requesting utility have alternate feeding operations in place? Mobile canteen Services from American Red Cross or faith based organization (if so, specify who) Contract services o Are grocery stores open? If yes, how far are grocery stores from work site or lodging? Is rationing in place? Are grocery stores limited in stock? What methods of payment are accepted? o If grocery stores are available, what support services are available? Cooking facilities with functional utilities? May 16,

21 Refrigeration systems local to work site, staging area, or lodging? Ice deliveries in operation or available? Employee Safety Measures o What is the expected temperature and humidity? Is special weather gear required? o What personal protective equipment is needed beyond basic equipment (hard hat, safety vest, safety shoes, mud boots, work gloves, raingear and eye and ear protection)? o What additional exposures may responders encounter (e.g. significant odors, contamination, etc.)? o o What local wildlife may be encountered? What personal inoculations should be considered? Tetanus Hepatitis A or B Flu Other,, o Are hospitals functional? o Are paramedic and/or ambulance services functional? o How significant is the disaster to the public? Significant damage due to incident (e.g. many homes destroyed, off foundations, etc.)? Significant emotional impact due to loss of life or suffering? What is chance of finding deceased humans? What is chance of finding significant numbers of dead livestock or personal animals (cats/dogs)? o Are trained incident stress debriefing teams available? Documentation o Requesting Utility has electronic or hard copy means of tracking employee hours, materials used, and other documentation? o Requesting Utility has means to accept digital photography for documentation? o Requesting Utility optimizes use of ICS forms and documentation? o Requesting Utility has method to track costs for FEMA reimbursement? Reimbursement Process o Request Cost Estimate of responding resources prior to approving their deployment. o Approve or disapprove costs prior to requesting deployment. o Identify means for managing injury claims. May 16,

22 Date/Time Request No. Requestin g Utility Mutual Aid/Assistance Request Tracking Form Need Summary Responding Utility ETA Estimated Deployment Time Estimated Costs All Times Local 24 Hour Clock May 16,

23 Appendix B: Drinking Water Procurement and Distribution INTRODUCTION Drinking water procurement and distribution may be organized by the Water Utility, the local jurisdiction, the Operational Area, the Region Operations Center, or a Multiagency Coordination Group. The cooperation and coordination of all parties is essential for success. This checklist assumes that multiple water utilities and local jurisdictions need drinking water procurement and that this position has been tasked with this responsibility. When developing a drinking water distribution plan it is recommended that the regulatory (primacy) agency, the California Department of Public Health Drinking Water and Environmental Health Division, be involved in the process. For small water systems (200 or fewer connections) the regulating (primacy) agency may have been delegated to a county department. DRINKING WATER PROCUREMENT AND DISTRIBUTION CHECKLIST Determine the needs and priorities for water distribution based on the situation status information currently available. Request additional information (may come from an Action Plan) from water utility as needed to fill informational gaps. Evaluate local damage and conditions for issues related to organizing or implementing actions to acquire and distribute potable water. Coordinate actions with the water utility to be sure actions are specific and if support is required. Determine resource needs (quantity, location of delivery, and time requirement) based on: o 1 gallon of water per person per day for hygiene. o 1 gallon of water per person per day for drinking. o Estimated duration of water outage. o Geographical area affected, including size and makeup of the population. o Critical sites: hospitals, other utilities, government complexes, business, etc. o Large animal requirements. Determine if there is an established OA Points of Distributions (POD) plan and if so, review and recommend adjustments to best fit the situation. Evaluate the preferred methods of water distribution. (See Drinking Water Methods section below.) Order the types and volume of resources needed, including but not limited to: o Bottled water o Potable water tenders o Potable tanks and piping o Water purification units o Connection systems to existing units Consider security needs for waster sources, storage sites and distribution. Coordinate water quality notices with the California Department of Public Health Drinking Water and Environmental Health Division, or appropriate regulatory agency. Identify methods to procure and transport resources. Establish hours of operation for selected delivery method. Identify staff resources needed to procure, transport and distribute water. Coordinate with the Logistics Section to obtain needed resources. May 16,

24 If the situation requires resources beyond the capability of the Operational Area EOC, contact the Water Sector Unit Leader at the REOC to provide assistance. If transportation issues arise, the ROEC can arrange transportation using state assets. Document all information related to expenditures, resource commitments, contracts and other costs and provide them to the Finance and Administration Section. Coordinate with the water utility and the REOC to be sure local potable water resources are available prior to demobilizing water distribution. DRINKING WATER OPTIONS Consider one or a combination of the following options. Packaged or Bottled Water o Coordinate with the private sector to determine if: Water and beverage bottlers can offer free bottled water and delivery. Local retailers, such as Wal-Mart, Costco, or Sam s Club will procure bottled water from their suppliers and assist with delivery to POD sites. o A list of certified bottled water suppliers can be obtained from the California Department of Public Health, Food and Drug Branch. Bulk Potable Water Deliveries Portions of the affected water systems or other non-impacted water utilities near-by may have potable water in storage. Distribution of this water can be accomplished through the use of: o A list of Certified Water Haulers can be obtained from the California Department of Public Health, Food and Drug Branch. o Water trailers or trucks may also be obtained through mutual aid to assist in the distribution of this water. o National Guard water buffaloes (500 gallon trailers) are available in limited numbers and should only be used to support evacuation efforts and immediate crisis situations. The small volume necessitates that water tenders keep buffaloes filled. o Commercial portable water bagging systems are available that create bags of water (size varies). These systems can be used where an approved water source is available. The California Department of Public Health, Drinking Water and Environmental Health Division must confirm the water sources and/or treatment unit (if attached to the bagging unit) to ensure that the treatment is approved for potable water consumption. o If using non-sealed containers for collecting or transporting water from the distribution points consult California Department of Public Health Drinking Water and Environmental Health Division for appropriate water quality notifications. Water Purification Systems o Commercial portable water purification systems are available and useable where a connection to a non-approved water source is available. The California Department of Public Health, Drinking Water and Environmental Health Division must approve the water source and treatment unit to ensure that the treatment is approved for potable water consumption. o The National Guard and US Military have limited purification capability, which should only be requested when all other options are exhausted. May 16,

25 POINTS OF DISTRIBUTION (POD) GUIDELINES There are many successful models for organizing and running distribution points. Look first to the Operational Area s POD plan. Here are some tactical considerations based on lessons learned. Staffing for the Drinking Water Group o Group Supervisor o Water Company Coordinator o Community Coordinator o Water Staging Manager o Water Distribution Manager o Distribution Site Manager o Crew Coordinator o Planning Section (for independent operation) o Logistics Section (for independent operation) Determine hours of operation for POD site based on method of distribution, supply availability (where is supply and how long will turn around take), security, and need. Establish a schedule for relief to ensure a maximum of 12- hour shifts. Determine estimated number of vehicles per day, quantity of pallets, ingress/egress. Establish a staging area to accommodate the resources ordered. Unloading crews need room to move materials with pallets while trucks are constantly delivering pallets of water. Lots of room is needed. Coordinate with Logistics to order and deliver the equipment, including but not limited to: o Portable radios with batteries and chargers o Tactical radio frequencies o Cellular telephones with batteries and chargers o Flat bed trailers with tractors and drivers o Forklifts with operators o Fuel for equipment o Word processing computer with internet access o Fax machine with phone line o Photocopy machine o Trailer for planning meetings and communications systems If utilizing bottled water for distribution lines moved fast when each car was limited to six gallons of water and the people in the cars did not exit the car. Site Considerations o Large parking lots such as shopping centers, convention centers, schools, community colleges, and recreational facilities work well o Avoid sites near public safety facilities such as medical centers, hospitals, police and fire stations, as lines of cars could impede the work and efficiency of these vital centers. o Select sites with clear access for tractor-trailer rigs (e.g. overhead tree branches, low power lines, turn radius from main street, etc.) o Access to major routes of transportation, including public transportation o 200 x 200 is the minimum area needed o Paved surface o Access restricted by curbs and one way driveways o Electricity and landline phone service (if available) o Protect the safety of staff from vehicle or traffic hazards and hostile environment May 16,

26 o Locate POD in or near areas of need Appendix C: Water Tools (To Be Developed) May 16,

27 Appendix D: After Action Report Considerations Notification o What was the number and frequency of notifications? o Who provided notifications? What was the method of notification? o Did the notifications provide an accurate operational understanding of the emergency? Activation o How did activation occur for utilities, CalWARN, and other stakeholders? o How quickly was the Requesting and Responding Utility able to agree on the terms of the aid being provided? o How can the activation process be improved or streamlined? o Were the different Member Utilities able to activate their plans and processes during this incident? Coordination o Were the Members well-coordinated and matched to assignments according to skill? o What can be done in the future to maximize available resources? o What went well? Were the goals met? o What went wrong and what was done to correct it? o What can be improved? o Was equipment interoperable? o Were the resources that were requested the same as the ones that were delivered? o Was the CalWARN Database and the AWWA Resource Manual used? Were they effective in coordinating resources between Member Utilities? Mobilization o Was the information gathered from notifications sufficient to accurately organize and prepare for mobilization? o How quickly did full mobilization occur between stakeholders that responded? Operational Support o What actions occurred at all levels of participation (timeline)? o What were the pre-event plans and processes for preparedness, response, recovery, and mitigation? o Did the plans and processes meet the need of jurisdictions and agencies responding to this event? o How can procedures for pre-staging resources, making and fulfilling resource requests, tracking and reporting on resource status, and recovering resources be improved? o How accurately were personnel requests anticipated and fulfilled? o What were some success stories? o What areas need improvement to facilitate response in the future? Demobilization o Was a demobilization plan in place before the event? Was it followed? o What worked well? o What did not work well and were steps taken to address the situation? o What can be improved for the future and what options are available? May 16,