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Home My WebLink About7A, Emergency Management Proposal� EN HILLS Request for Council Ac��on Prepared By: Patrick Klaers, City Administrator Council Meeting Date: December 6, 2010 Eraaergency Management Proposal Budgeted Amount: Actual Amaunt: Funding 5ource: $10,000 Under �10,aaa 20l l General Fund Recommendation: 1. A motion to appro�ve the proposal and enter ento a contract with Lance Ross of the Emergency Preparedness Resource Group, LLC, for emergency managemen# services. Supporting Documents: • 1. See the attached memo fror� Patrick Klaers, City Administrator, dated December b, 2010 2. Proposal from Lance Ross, Emergency Preparedness Resource Group, LLC � EN HILLS MEMORANDUM DATE: December b, 2010 TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator SUBJECT: Emergency Management Praposal Back�round At the September 20`h City Council meeting, discussion took place on how difficult it is to have the City Adrninistratar or another staff inember also serve as the Emergency Managenaent (EM) Director. This is a common problem for smaller communities and the approach that a number of our neighboring cities take is to contract aut ihe EM Directar position. With this appraach in mind, T met with three individuals to review and discuss the EM needs in Arden Hills. The person best suited to meet our needs is Lance Ross and his Emergency Preparedness Resource Group (EPRG). At the September 20� City Council meeting, it was the consensus of the Council to ob�ain a proposal for services from Mr. Ross. Attached for your review is this proposal. Proposal When T met vv�ith Lance on August 19�' and Oc�ober 8t�', v�re identified the EM needs in Arden Hills as including the following; 1. Education and iraining for staff and Council as to �heir roles and responsibilities during an ernergency; this may include test runs or table top exercises; 2. Updating a�l of our EM plans; keeping the plans current once ihey are updated, and purging old outdated files and plans....in general, some records mar�agement; 3. Function as the contracted EM Director fax the City in case of an emergency situation and ensuring availability when needed. I requested the proposal to be in "dolla�s per hour" andlor some "not to exceed" a�nount. This will allow us to better control our expenses once we get into the training and records managemeni programs, Lance Ross and some of his coworkers will be at this Council meeting to present the proposal for services a�ad answer qnestions. Attached for your review is some material on EPRG from their website. Recommendation I have reviewed the proposal and support entering into a coniract with EPRG �or emergency z�anagement services. Funds are in �he proposed 20I 1 budget far this contracted service. EMERGEtVCY PREPAREDNE�S C�0�0 RE��U�CE C�❑UP LLC Client: City of Arden Hills pates: January 1�' 2011— December 315t, 2011 Coniract: �rnergency Managerr�ent Work/Response Quote EPRG Contact: Lance Ross, Iross(c�Ppresourcearoup.com or 651-249-950G Arden Hi[Is Contact: Pat Klaers, pafrick.klaersC�a.ci.arden-hills.mn.us, 65�.-792-780D Emergency Preparedness Resource Graup (EPRGj rs a group af pu6lre safety responders that have practrca! real "world" expertise rn many emergency management planning, teaching, consultrng and response areas. Our team works daily at the local, regional, state and federa! level. Members of the EPRG team have responded to numerous incidents/events both planned and emergent ta assrst as needed to resolve the incident. You wi!! find that� t�he EPRG team will act as an extension of the Arden Hrlls team an the emergency management projects and in the unfartunate crrcumstances of an emergency response. EARG has condue�ed an analysis of the current �mergency Management program at ihe Gty of Arden Hills. The following possible projects have been identified. EPRG laoks farward to the possibility af working wrth the Crty of Arden Hi!!s in the future. Praied - Training Cost: $1,375.0� - can be broken up, thrs is what we recammend to get aA staff/elected a�cials to appropriate training levels • Many of your staff have completed lncident Command System (lCSJ 700, ICS 100 and 1CS 200. EPRG wauld develop a list of who needs ia complete the class and get the staff to the appropriate FFMA vve6site to take the classes, this'includes any yuestions and follow through to ensure stafj`take the anlrne class. FRF'F • EPRG will assist in ia'entifying who should take 1CS 300 and ICS 400 and assist in findrng staff a class (if they attend EPRG classes t�hey wr!! be FfiEE j FRE� • EPRG wrll conduct a session on "What is the Emergency Operations Plan (EOPj and your role w►th the FOP as Arden HrJls Staff" (staff meetingj (2 hourJ$250 • EPRG wr!! Conduct a lncident Command System refresher and tafiletop exercise rn the Fmergency Operations Center for Arden Hills Staff (S hoursJ$750 �!n conjunctron with the staff iabletap, EPRG will conduct a work session that introduces elected officrals to the lncident Command System and provide a scenaria that wil! assist Elected Officials understand their role in an emergency. ( 3 work session hoursJ$375 Praiect — Emeraencv Operptions Ce»ter Set-un a»d Run-throuah Cost: $2,500.00 EPRG wi11 put together the "taals" needed ia make yow Emergency Operatians Center operatianal. !r is essentia! that once the decision is made to activate your Emergency �perations Center thpt as staff arrive they can enter into their designated or assigned roles and start managrng the incident. This would indude lob Actian Sheets, list of recommended equipment, operationa! checklists, and opproprrate resources available wrthin the Emergency Operations Center. EPRG will also conduc� a"walk-through" o� materials and set-up of t�he Emergency Dperatians Center for staff to becorne familiar with what can be expected during an �mergency Operations Center actrvat'ron. IN FCt t�Ei�R�SCI L1 RG�G RO L{P. CO{�! �NWW . EPRE�OiJ RCEGRC7UP_ C� P�F MI NNEAP❑LES, M1 NN�SC7'TA Pro'ect— Devefo a Emer enc Plannin Maintenante and Trainin Schedule 5 ear Cost: $700A0 EPRG will develop a plpn maintenance review schedule of pII the appropriate Arden Hills plans and develop a recommended training schedule for approprrate emergency preparedness training. This plan wl!! look out 5 years and will be designed in a manner that wil! be easy to update during the 5 years or future. This schedule allaws for proper maintenance of emergency management plans for the ciiy and keeps praficiency levels of staff for certarn certrfications and competencres. Thrs will include required trainings, workshops, tabletop exercises and functional exercises. Proiect - Update and Maintenence of Ertterclen�V Manaaement Files lelectronic/naperl Cost: $2,250.Q0 (NOT TO EXCFFDJ EPRG wr!! coordrnafe with Ramsey County and t�he City of Arden Hil1s to updaie the City of Arden Hills Emergency �perations Plan based off of the approved Ramsey County �'mergEncy Operatron Plpn to ensure it meefs the needs for the city, county and state 2Q14 Minnesota Hameland 5ecurrty Emergency Management requirements. The current plan Arden Hr!!s plan is written in an older version.FPRG will update the plan to the 201�F MNWALK standard . EPRG will also clean-up electronic and paper capies of documentation that is currently in the computer system and "�M closet" and drstard ar archive files as appropripte . EPI4G wi!! provide the City Administrator with the recommendatians ahead af time for approval. Pro"ect - 8usiness Continuit Plpn recomrrrended or20�2 Cost: $b,QQ0,00 (lVOT TO EXCEFDJ FPRG wi!! work wrth the City af Arden Hills staff to create a Business Contrnuity Plan to be used in the event that reconstitution of busrness needs to happen. ihe Business Continurty plan assists staff in prroritizrng services, protesses, equipment needs, et'e to get the city back to running at a as "norma!" as possible status as qurckly as possible. !t is a best practice for 1oca1 governmenr to have a business tontinurty plan completed. Res onse Contrart ar the Cit a Arden NiAs Cost: $75/hr per person (2 hours minlmumJ far incrdents/events rhat warrant a response EPRG is a company that has many experienced pu6lic safety responders thar have the ability to respond when needed based off of the Emergency Operations Plan to assist in direction and coordination for the City of Arden Hi!!s. As part of �he cortrract EPRG will establish a team of responders that could respond to the Ciiy of Arden Hills. When pler-t�ed �EPRG would send qualified staff to the City af Arden Hills to work with city sraff, elected officials and response personne! from t�he county, state or federal depending on the incident/event; in the mitlgation o� t�he incident/event. This team would be knowledgeahle of Arden Hil! Plans, staff and response agerrcres. The EPRG team would be made up of experienced personne! rhat have responded to various large scale fnciderrts at t�he front end of the incident and have worked t�he entire incident thraugh recovery and reconstitution of business. Fxample of response by FPRG: An incident accurred (tornadoJ, much damage occurs to the City of Arden Hills, and counties of Anoka and Ramsey, many communities are affected. �'PRG wauld respond to establish coordination from an emergency management perspeciive workrng closely wrth public safety responders and orher siak�holders when needed. EPRG would determirte when the City of Arden Hills Staff and elected afficials would be needed to be notified and activated to assist in the coardination of the incident for the tity of Arden Hills. EPRG would ensure the process of the management af the incident flaws smaathly from response to recovery. Payment would start upan activation and end when released by City of Arden Hi115. �N��R�ENCY PREPARED�;ES� C�C�QC� �E�� C��LJ� �t.�C EPRG �as co�s�alt�r�ts across the country availab�e to assist with alI your ernerg��cy preparedness needs. We have exiensive experience in emergency preparedness af iocal, regional, state ancf national levels_ �uT exper�ence is invaluabfe ta ali pfanning iniiiati�es in �ubtic and pr�vate sector agencies. The foliowing list is a sampte Qf our co(lectrv�: experience. P�ANNiNG ■ Busin�ss Gontin�ify s Agency and Multi Agerocy Response and Coordinatia� ■ Pandemic Preparecfness ■ Evac�a#io� ■ Ernergency Operafior�s Pians ■ Special Eveni Pla�ning TRA�NtNG ■ Hazardous Materiafs Respanse ■ Nationai Incident Managerr�ent 5ystem (NIMS) !�ncident Cornmand 5ystem (ICS) ■ Hospital Incident Commanci Sys#em (HlCS) ■ Crisis Manag�rrrenf a Responders, Governmen�/Elected Officiafs, Command and Line Siaff ■ incident Commar�d City EXERCISING r Hazardous Maierials Pandemic inftuenza 1 Emerging lnfectious Disease ■ Bioierror�sm ■ Nakural Disaster � Mass Cas�saEty lncid��ts (MC�s} � Schoot Vioience ■ Various Public 5afety 1 Emergency Services response si�tufaiions CONSULTING EPRG Const�ltants ha�e �n�fustry knowtedge of federat ar�d state preparedness funding re��ments. We are a�aiiable for eonsulting services in alE areas of preparedness fa assist in achieving al� yaur�ndividual pfannir�g goals_ SLIMMARY The Missior� and �isiar� of EPRG is ta provide customized emergency prepar�dness expertise to each elient we serve. What makes us unique is that �e are daing the assess�ng, pfanning, �acifitating, respondir�g, coliabora#ing, ieaching, exercising, preparir�g, and fmptementing on a dasiy hasis within our respecti�e age�cfes. The coilective skill sets and �eat wo�ld experience of ovr Cons�itan4s allaw us to put together #I�e mast effective t�in to get the job dnne. We work �nrith you, tp make your plan work for yau. EPRG, �LG Minneapolis, MN 55446 wvrrw_EPResoarcEGroup.com 651.249.95Q6 Iross@epresourcegroup.eom � � � � �Vhat We Do — EPRG Page 1 of i ' � . - � WHAT WE DCl What We Do The mission and vision of emecgencv prepazedness resource group, lle, is ta ecaGze Su6ject A(atte� Experts (5\fFs) aad pracdcai experience to provide comprehensive, cusromized emerger�ct gre�aredness planr�ng and consuhat�pn. By selecting ocEtstanding �rofessyonais from the appropziate fields, EPRG is ab�e to assembte the mosi effecuve and eFficienr reun possible to meet the nee�s of every ciienc. Ei'RG seafF and coatrac�ed S�'fEs haee exteasive experience ac che agency, focal, regiona� .taie and naaonal levels_ L�1hat mafces us so unique is that we are doiag rhe assessing, pla�g, faclitating, res�onding, colEaborating teaching, dri[ling �reparing, and impietreenung on a daily basis within our �espective agenc�es. "i�he collective sfcill sets and real wo�{d expenence of ouc 5,14£s allow us co pur coge[her the most effec�ve team to get [he �06 done. Ce�ntact us to see how we cari asrisc pou �vuH your �reparedness efForts. `� � ` - � ri� . '�dr: -. , •?�' � h � � _ " �', - - EM�RE's�NCY PF2EF'AREL7h€E'-'aS. . l ; � f ■■�■ f2�S�E.�RCE GF�CJE7f=' L�� •, �u� .,:�:. - �F. � �^ � _ Y_`�3 . .. � `� ".-"Rf - f..,i`n i 214t` ��, 'X . . ..-_. - �• . .. .. . _ ..` . . . �.a�:�_:"�'.._ � http://�vv�rw.epreso�rcegroup_corn/abou�/wt�at �ve do �: S/19f2010 � Cl�e�t List EPRG C LtENTS ��#@�3�S • Anaica Counn• �mergenc�• It4anagement � �1nol:a Counn� PubGc Health • A7I4t1 f � :3 --- .: �,-�"=t • Boston Scicntific . Carvec Counn� Emergency A4anagemerrt • Can•er Countt• PubGc Health . Central Minnesota Hea[thcare Systcm Pre�aredness Yrogcam � Cetv of Blaine • I)akota Counr� • Fcola6, Inc. . Fairciew Hea][h Sercices � Great Lakes Bordet HeaIth 3nitiavre (Gl.Bi-[E) • I.ake�eu� EMS � iakeneu� Hospita[ • bteEro Region FA1S • Minnesota SSth Ciril SupPors Unit • Rftnnecp�a �9e�ropooii�an Hos�aaE Com�acr � hGnoesosa ple�ropnlctan A9edica3 Response Svs�cm {�[\iRti) • Par& Nicokle� �ie�hodisr }fospi[al . Per6am C�ve • Scutc C:ouncp Fmeigenn Afanagemeni • Sr_ Croix Eb4S • Urv�-crsir� oE htinnesot� Centers for Public Eiealch Educaaon & pu[rcach • VGisconsm Indianhead Ted�nicai Co[lege � EM�RGEIVCY P�2EFAREi7#.f�S5 . ��■ R�SaE3RCE �i2�i.lP LLC .n�"'= �� , - - :'� : _ � ti��_� .,� ,:. .� . Page ] of 1 a; http://www.epresourcegroup.com/projects/cl�ents 8/19/201 fl