october 16, 2008 • florence, oregon - orwarn orwarn ttx sitman revised.pdf · october 16, 2008...

October 16, 2008 • Florence, Oregon

Southern Willamette Valley Flood

TABLETOP EXERCISE This Exercise is supported by the Following Organizations:

Oregon Water/Wastewater Agency Response Network US Environmental Protection Agency (EPA)

TABLE OF CONTENTS Subject Page

Session Schedule.............................................................................................................................3

Introduction....................................................................................................................................4

Scenario – Southern Willamette Valley Flood ............................................................................7

Participant Evaluation Form......................................................................................................15

Appendices

Appendix 1: OrWARN Mutual Aid and Assistance Agreement .......................................18

Appendix 2: Draft OrWARN Mutual Aid/Assistance Operational Plan .........................32

Appendix 3: OrWARN Web Site Screen Shots...................................................................56

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EXERCISE SCHEDULE

2:30 p.m. PDT Introduction • Review of Administrative Details • Session Goal and Objectives

o Goals o Objectives o Roles of Participants o Expected Outcomes

3:00 p.m. PDT Southern Willamette Valley Flood

• Scenario • Facilitated Discussion • Transition and Wrap-Up

4:15 p.m. PDT Hotwash and Discussion on Next Steps

5:00 p.m. PDT Adjourn

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INTRODUCTION Goal

This tabletop exercise gives participants an opportunity to practice and evaluate the Oregon Water/Wastewater Agency Response Network (OrWARN) agreement and operational procedures and protocols by discussing response to a Southern Willamette Valley flood disaster. The tabletop exercise is intended to improve the capability of OrWARN to respond to any emergency or disaster that requires specialized water and wastewater resources from within the state.

Objectives

Exercise design objectives are focused on improving understanding of preparedness and response concepts, identifying opportunities or problems, and/or clarifying plans and procedures. The exercise will focus on the following design objectives, selected by the Exercise Design Team (EDT), to help participants identify actions to improve the usefulness and effectiveness of OrWARN:

• Demonstrate how OrWARN fits into the Incident Command System (ICS), Oregon emergency response program, and the National Incident Management System (NIMS)

• Introduce and review the OrWARN Operational Plan (activation process, communication process, checklists, and forms)

• Introduce methodologies for how OrWARN requests are managed, using resource typing, information sharing, and resource tracking

• Identify future OrWARN program needs for managing contact lists, data sets, and the Web site

Exercise Structure

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This will be a facilitated, tabletop exercise. The exercise will begin with a scenario briefing presented to the plenum. Following the scenario briefing, players will be guided through a facilitated “timeline” discussion to describe their actions, decisions, and notifications, as necessitated by the situation or change in resource status.

Players are encouraged to ask questions of other participants. At the end of each discussion, the exercise facilitator will highlight key elements.

Roles and Responsibilities

Players respond to the situation presented based on expert knowledge of response procedures, current plans and procedures, and insights derived from training.

Observers support the group in developing responses to the situation during the discussion; however, they are not participants in the moderated discussion period.

Facilitators provide situation updates and moderate discussions. They also provide additional information or resolve questions as required. Key planning committee members may also assist with facilitation as Subject Matter Experts (SME) during the tabletop exercise.

Evaluators are select peers with subject matter expertise who observe the discussion in order to provide feedback to a specific participating organization.

Assumptions and Artificialities

In any tabletop exercise, a number of assumptions and artificialities may be necessary to complete play in the time allotted. During this exercise, the following apply:

• The scenario is plausible, and events occur as presented.

• There are no “hidden agendas” or trick questions.

• All participants receive information at the same time.

Exercise Rules

A successful tabletop exercise also depends on following the rules below, which have been proven to ensure effective discussion:

• There is no single solution. Varying viewpoints, even disagreements, are expected. This session is intended to be a safe, open, and stress-free environment.

Respond based on your knowledge of current plans and capabilities (i.e., you may use only existing assets) and insights derived from training and experience.

•

•

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Your organization’s positions or policies do not limit you. Make your best decision based

on the circumstances presented.

Decisions are not intended to be precedent-setting and may not always reflect your organization’s final position on a given issue. This is an opportunity to discuss and present multiple options and possible solutions.

•

•

•

•

Issue identification is not as valuable as suggestions and recommended actions that could improve response and preparedness efforts. Problem-solving efforts should be the focus.

Assume there will be cooperation and support from other responders and agencies.

The basis for discussion consists of the scenario narratives, your experience, your understanding of WARN, and water/wastewater utility operations.

Additional Resources

During this tabletop exercise, specific information may be needed to assist in decision making. The following additional resources are included as appendices:

• Appendix 1: OrWARN Mutual Aid and Assistance Agreement

• Appendix 2: Draft OrWARN Mutual Aid/Assistance Operational Plan

• Appendix 3: OrWARN Web Site Screen Shots

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SOUTHERN WILLAMETTE VALLEY FLOOD

February 2009

A succession of storms brings significant and widespread heavy rains across much of the southern Willamette Valley by late winter. Heavy rains occur as a result of a number of slow-moving storms and unseasonably warm temperatures affecting most of the area. Over several weeks, the heavy rains saturate soils, filling local reservoirs, and clogging storm drains with debris. Local officials are concerned that rain on snow conditions may result from the situation.

March 13, 2009

A strong storm system moves through the Eugene-Springfield metropolitan area, bringing heavy precipitation as well as high temperatures, humidity, and winds over a 4-day period – affecting the regional watershed, regional rivers, and low-lying drainages. Mean average rainfall ranges from 2.1 inches to slightly over 4 inches, with some individual gauges reporting over 5 inches. At most locations, the intense rain lasts for only about 8 hours. The total amount of rain over the 4-day period seems to surpass the record breaking rains that hit the area in 1996. The storm system combines with earlier slow-moving storms to produce flooding throughout Eugene and surrounding areas.

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The magnitude of the flooding varies between local rivers and creeks, but it is a significant event throughout the metropolitan area. Area officials report that the Willamette River crests at 12 feet above flood stage, the McKenzie River at 8 feet above flood stage, and the Mohawk River at 7 feet above flood stage. The National Weather Service extends a flood watch as they expect flooding in the valley to continue for the next two to three days. The Mayor of Eugene requests assistance from the Governor and FEMA. Communities north of Eugene are working around the clock to prevent and reduce floodwater damage by building sandbag barriers around vulnerable areas. More than 8,000 people are forced to evacuate from low-lying areas. Wind gusts of up to 50 mph cause tree limbs to break and knock out power lines, resulting in a blackout across 60 percent of the Eugene-Springfield metropolitan area. Uprooted trees resulting from the combination of over-saturated soil and high winds cause significant damage to underground infrastructure throughout the area – including cables and pipelines. Swollen streams and

floodwater discharge cause hazardous washouts damaging other vulnerable underground infrastructure. Rising floodwaters, as well as landslides along hilly areas threaten primary roads and transportation links to the north and east of the Eugene-Springfield metropolitan area. Fern Ridge Lake to the west of Eugene has the floodwater storage capacity to rise 3 feet above its current level to prevent downstream flooding. Fern Ridge Lake overflows and the Fern Ridge Dam, which provides needed flood control along the Long Tom River, is overwhelmed with the floodwaters. The swollen Long Tom River puts the farm communities along the river at risk of flooding. The Hayden Bridge Filtration Plant is experiencing significant challenges and relies on generators to continue operating. A substation is at risk of flooding out due to accumulating rainfall and high water. River flooding and large amounts of debris clog and damage water intakes throughout the area. Uprooted, downed trees and violent washouts rupture numerous pipes resulting in an average reduction in water pressure of 50 percent throughout the affected area. There are unconfirmed reports of a large chemical spill running into the McKenzie River just east of the Plant. The water from the McKenzie River is the sole source of the municipal water supply for the City of Eugene. Flooding continues down the McKenzie River, where it joins with the swollen Willamette River to overwhelm districts just west of Interstate 5, including Fir Grove, Santa Clara, River Road, Meadow View, and the Town of Coburg. Local flooding and power outages also interrupt regular service from the Springfield Utility Board’s Willamette Treatment Plant in Springfield. The Willamette Treatment Plant provides water to 57,000 residents of the City of Springfield. The Eugene Water & Electric Board (EWEB) receives growing numbers of consumer complaints regarding cloudy, poor-tasting drinking water. EWEB notifies the fire department that the loss of water pressure jeopardizes their firefighting capabilities. Eighty percent of the water utility field crews are working in the affected areas. Utility representatives report that the amount of time required for completing damage assessment and repair is unknown at this point. Government officials and the media are clamoring for information and situation updates.

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The Eugene/Springfield Regional Water Pollution Control Facility is also facing several challenges. Rising floodwaters threaten to disrupt the secondary and final treatment processes at

the Facility. Across the area, washouts and downed trees rupture collection and transmission lines. The large number of breaks requires 100 percent of area repair resources, including vehicle fleets and wastewater collection teams. In addition to line breaks, flooding knocks out more than 50 percent of area pump stations, and many backup pumps short out. Power loss also shuts down many lift stations, threatening to spill wastewater into the streets. If spilling occurs, clogged sewer lines and catch basins will make the situation even worse. Metropolitan Wastewater Management Commission (MWMC) representatives estimate it will take at least 3 days to assess the damage and 7 days to complete anticipated repairs. Local industry spokespersons ask utilities to speed up repairs so they can complete scheduled discharges of industrial effluent and remain on-line.

Key Issues

1. Power loss and disruptions to water and wastewater services are widespread

2. Homes, businesses, and government facilities are damaged

3. Roadways are obstructed

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4. Repair crews and utility personnel are overwhelmed

Southern Willamette Valley Flood Damage Map

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The Hayden Bridge Filter Plant substation is at risk of flooding out due to accumulating rainfall and high water. River flooding and large amounts of debris clog and damage water intakes throughout the area. Uprooted, downed trees and violent washouts rupture numerous pipes resulting in an average reduction in water pressure of 50 percent throughout the affected area.

For the Eugene/Springfield Regional Water Pollution Control Facility, the large number of breaks requires 100 percent of area repair resources. Flooding knocks out more than 50 percent of area pump stations, and many backup pumps short out. Power loss also shuts down many lift stations, threatening to spill wastewater into the streets. If spilling occurs, clogged sewer lines and catch basins will make the situation even worse. MWMC representatives estimate it will take at least 3 days to assess the damage and 7 days to complete anticipated repairs.

There are unconfirmed reports of a large chemical spill running into the McKenzie River. The water from the McKenzie River supplies over 200,000 residents and is Eugene’s sole source of drinking water.

Local flooding and power outages interrupt regular service from the Springfield Utility Board‘s Willamette Treatment Plant in Springfield. The Willamette Treatment Plant provides water to 57,000 residents of Springfield.

SOUTHERN WILLAMETTE VALLEY FLOOD QUESTIONS

These questions serve to focus your thoughts on the issues associated with this portion of the scenario. Please review each question and answer as appropriate. Participants are not required to address every question in this section. During the exercise, the exercise facilitator may divide participants into groups and assign specific subsets of these questions to each group.

(Remember – treat the discussion of this scenario as if it occurred within your district, division, or region.)

Management

1. What preparedness measures would be considered by the utilities impacted by the flood water? How does the OrWARN mutual aid and assistance system facilitate preparedness?

2. With whom does OrWARN communicate and coordinate? Identify the communication lines with the private sector and government that need to be established and at which level (city, county, state, and/or federal).

3. How does OrWARN utilize ICS and NIMS to manage resource information within operations and how is resource information shared with other OrWARN members and Oregon emergency response partners?

4. What public information would be released?

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5. How does OrWARN help manage the demands for long-term recovery?

Operations

6. At what point is the OrWARN program “activated?” How are members notified? What are the procedures for activating OrWARN Response Team members?

7. What redundancy features are in place in the event that communication tools become overwhelmed or inoperable (i.e., loss of power and Web site is down)?

8. What are the procedures for requesting assistance through OrWARN? What procedures/aids are in place to ensure that requesting and responding utilities accurately describe the types of needed or available resources?

9. How does OrWARN track and coordinate requests for assistance? How do OrWARN members implement resource typing?

10. How does OrWARN help responding utilities get to where they are needed when access is limited by local law enforcement?

11. How does OrWARN facilitate the integration of responding utility resources into the operational structure of the requesting utility?

12. How does OrWARN help utilities with targeted damage surveys?

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13. How does OrWARN help utilities transition personnel from response to the recovery phase?

14. How can OrWARN help utilities record input for after action reviews and document lessons learned? How can OrWARN help utilities share lessons learned and leverage best practices?

Planning

15. How does OrWARN manage offers for support if local authorities already have a plan in place?

16. What priorities are there regarding restoration of water and wastewater systems?

17. What are potential concerns over the next 72 to 96 hours?

18. How does OrWARN facilitate the demobilization of resources?

19. How does OrWARN develop a strategy for long-term restoration of facilities (i.e. buildings, equipment, etc.)?

Logistics

20. How does the extent of the flood impact OrWARN member staging locations?

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21. How will EWEB or MWMC support the logistical (i.e., procurement, maintenance, distribution, and replacement of personnel and equipment) needs of member utilities? What procedures are in place to identify and support those logistical needs?

22. What is OrWARN’s role with logistical arrangements?

23. How does OrWARN track requests for logistical arrangements? What procedures are in place for OrWARN to share requests for logistical arrangements with EWEB or MWMC?

Finance and Administration

24. How will OrWARN help utilities maintain records (e.g. pre-disaster emergency work, personnel time, equipment usage, or emergency supplies)?

25. What procedures are in place for member utilities to coordinate with OrWARN on maintaining records?

26. How does OrWARN help utilities maintain large numbers of records as the response continues for several days?

27. What is the role of OrWARN in the reimbursement process?

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28. How will OrWARN help assisting utilities complete appropriate documentation for reimbursement?

PARTICIPANT EVALUATION FORM 1. The training and exercise was structured and organized well.

Strongly Disagree Agree Strongly Agree

1 2 3 4 5

Enter Score

Comment:

2. The training and exercise allowed an opportunity to demonstrate how OrWARN fits into ICS, the

Oregon emergency response program, and NIMS.


1 2 3 4 5

Enter Score

Comment:

3. The exercise provided an opportunity to introduce and review the OrWARN Operational Plan,

including procedures to communicate and deploy resources at a local and state level.


1 2 3 4 5

Enter Score

Comment:

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4. The exercise provided an opportunity to introduce methodologies for how OrWARN requests are managed using resource typing, information sharing, and resource tracking.


1 2 3 4 5

Enter Score

Comment:

5. The exercise allowed an opportunity to identify future OrWARN program needs for managing contact

lists, data sets, and the Web site.


1 2 3 4 5

Enter Score

Comment:

6. Participation in the exercise was a valuable use of my time.


1 2 3 4 5

Enter Score

Comment:

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7. Please provide additional comments not addressed. For example, how could the exercise process or preparations be improved? What suggestions would you have to improve the information provided in the Operational Plan?

Comment:

8. Please provide recommended corrective actions. What plans, policies, and/or procedures do you think should be further reviewed? What response capabilities are needed or should be implemented? What actions should be taken to respond more effectively? What types of trainings do your personnel need to respond more effectively?

Comment:

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APPENDIX 1: ORWARN AGREEMENT

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APPENDIX 2: ORWARN OPERATIONAL PLAN

ORWARN Mutual Aid/Assistance Operational Plan

Version Control Number 1.0

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April 28, 2008

INDEX

Record of Change Form (b.) SECTION 1: ORWARN Activation Emergencies with Warnings Requesting Utility Authorized Representative Notification Mutual Aid Assistance Coordinator Staging Area Manager Responding Utility Representative SECTION 2: ORWARN Member Utility Mobilization Pre-Deployment Activities Deployment of Responding Utility Daily Activity Briefing Demobilization Responding Utility Demobilization Activities Requesting Utility Demobilization Activities Coordination of Reimbursement Information SECTION 3: After-action Report and Improvement Plan ATTACHMENTS: Attachment A: Requesting Utility Authorized Representative Checklist Attachment B: ORWARN Emergency Notification Information Attachment C: Requesting Utility Mutual Aid/Assistance Manager Checklist Attachment D: Staging Area Manager Checklist Attachment E: Responding Utility Authorized Representative Checklist

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Attachment F: Summary of Estimated Costs Form

Record of Changes Form Changes to this document are expected due to lessons learned, changes in protocols, and/or modification to the ORWARN Agreement. Designated authors follow these procedures when making updates/changes to this Operational Plan: 1. Record updates/changes on the log below. (Add new pages as needed). 2. The ORWARN Steering Committee will advise all Member utilities and Associate Members when

approved updates have been made. 3. Member utilities replace old pages with current pages and destroy outdated material.

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Change

Number

Date of

Change

Section #,

Header and

Page #

Brief Description of Change Approved

by

1

2

3

4

5

6

7

8

9

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SECTION 1: ORWARN Activation The ORWARN Operational Plan focuses on process for utilizing the ORWARN Mutual Aid Agreements. Section 1 describes how Member utilities activate the ORWARN. Elements of ORWARN activation include warning activities, notification, and a description of responsibilities for requesting and responding utility authorized representatives, mutual aid/assistance coordinators, and staging area managers.

Activation of the ORWARN Mutual Aid Agreement may occur in response to a declared local emergency or, alternately, during a declared emergency. Some types of emergencies, such as severe storms or fires, can be characterized as a "warning" or "notice" event. Based on forecast or other information, it may be possible to pre-stage ORWARN Response Resources and prepare Member utilities for possible deployment. In contrast, other types of emergencies provide no warning or notice. The following details the process below:

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Utility Activation of ORWARN: Process Flow Chart

Emergencies with Warnings ORWARN coordination may begin in order to maintain communication during a "warning" event such as an impending severe thunderstorm or spreading fire. E-mail systems may provide the best means to provide the appropriate warning. The purpose of this activation is to ensure preparedness in a timely, proactive response. In these cases, the ORWARN Utility Members can initiate the following activities: • Notify Member utilities of the expected conditions • Maintain contact with Member utilities about changing conditions and information • Receive requests for aid/assistance and follow-up actions

Requesting Utility Authorized Representative The Authorized Representative of a Member Utility can request mutual aid/assistance. Attachments A, B, and C. should be utilized to assure good communication and planning. In general, the Authorized Representative is responsible to: • Analyze the situation and determine the best alternatives to address the emergency • Determine resources and personnel needs that cannot be met by the utility, yet could be available from ORWARN Member Utilities. These resources are listed on the ORWARN web site at http://www.ORWARN.org. • Identify a Mutual Aid/Assistance Coordinator to address care, feeding, and other support for incoming mutual aid/assistance • Notify local emergency management agency of your need for mutual aid/assistance. • Contact neighboring utilities with whom the utility has a local mutual aid/assistance agreement or who may be a Member utility of ORWARN to determine if they are also affected by the emergency or can provide the mutual aid/assistance o Discuss the following items to confirm capability to manage the mutual aid/assistance: Type of incident Location, size, expected duration Impact on the utility Resource needs - Personnel skills and certification - Resources type and capability - Materials Estimated length of time aid is required Reporting location (Staging Area) Point of Contact at the Staging Area Number of emergency response agencies in response Communication capabilities • If agreement is reached on the above items, complete and transmit the ORWARN Emergency Notification form (see Attachment B) • If agreement is not reached or resources are not available, contact other ORWARN Member utilities or ORWARN Response Team Members • Once mutual aid/assistance is deployed, notify the local emergency management authority of the arrangements for incoming resources • Alternately, if the utility is part of the statewide public agency mutual aid agreement, access the system for assistance • Identify a Staging Area for incoming mutual aid/assistance and provide appropriate staffing for reporting

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http://www.orwarn.org/

Notification Notification of an actual emergency may come directly from a member utility in need to a utility with available resources. The utility requesting mutual aid/assistance gathers the following information and contacts Member utilities (details are in Attachment B): • Type of incident • Impact on utility • Resource requirements • Location, size, expected duration • Number of agencies in response • Known limitations or restrictions • Available communication tools Always back up verbal notifications with a written communication (fax or e-mail) between requesting and responding utilities. Mutual Aid Assistance Coordinator Utilities requesting assistance are encouraged to identify a person to coordinate the needs of incoming mutual aid/assistance resources. While this is not a specifically designated NIMS/ICS position, a person can be identified in the operations or logistics section of an activated EOC. The requesting utility must contact the responding utility to determine who is responsible to coordinate these responsibilities, which are detailed in Attachment C, and in general include: • Identification of the Staging Area • Communications operability • Navigation considerations • Financial services availability • Care and shelter of personnel and resources • Feeding operations • Safety measures • Methods of documentation • Reimbursement process Staging Area Manager The Mutual Aid/Assistance Coordinator would work very closely with a Staging Area Manager. The utility requesting aid is encouraged to identify staging areas where staff can organize and prepare incoming mutual aid/assistance for deployment into the field. Key responsibilities, which are detailed in Attachment D, include: • Managing field deployment of mutual aid/assistance resources • Vehicle maintenance and fueling • Coordinating daily briefings and assignments • Support for team assignments and tracking documentation Responding Utility Authorized Representative In general, the responding utility's Authorized Representative is responsible to (See Attachment E for more detail): • Upon notice of the emergency, determine ability to meet own needs and identify available resources • Upon contact from a utility in need, discuss key items and the requesting utility's ability to provide care for personnel and resources - Identify resources operation qualification requirements - Confirm shelter and sleeping arrangements

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- Review reimbursement process to determine whether the responding utility follows the reimbursement article of the Agreement • Review request to determine what aid/assistance the responding utility can provide and confirm approval from utility management to provide aid/assistance • If agreement is reached on the above items, complete and transmit the appropriate Cost Estimate form (Attachment F) • Prepare teams: - Identify supervisors and teams - Identify Communications Plan between supervisor of deploying team and home utility - Conduct orientation and deployment briefing with teams • If agreement is not reached or resources are not available, contact the WARN Response Team Members to inform them of the inability to execute aid/assist

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SECTION 2: ORWARN Member Utility Mobilization - Response – Demobilization This section describes how ORWARN Member utilities mobilize and respond to a request for aid/assistance. Elements of the ORWARN mobilization include pre-deployment activities, deployment of the responding utility, integration of responding utility with requesting utility, daily activity briefings, demobilization, and coordination of reimbursement information. Pre-Deployment Activities Prior to deployment, responding utilities are responsible to ensure employees are ready to manage the situation (details are provided in Attachment E): • Conduct ICS refresher as needed • Review conditions of the emergency with employees • Ensure appropriate medical precautions are taken (e.g. immunizations) • Review documentation procedure to ensure staff provide information needed for reimbursement • Establish daily communications plan between deployed resources and home utility

Deployment of Responding Utility When deploying resources leave the utility: • Communicate with Requesting Utility - Inform them of deployment - Confirm reporting contact - Confirm Logistical support

- Confirm condition of the care and shelter facilities • Contact responding resources with any updates

Daily Activity Briefing Daily Incident Action Plans (IAP) are created each day by the Requesting Utility and Responding Utility Supervisors-using the standard ICS forms and process. In summary, the steps include: • List the incident objectives and work plan for the next operational period • Provide an organizational list or chart that depicts how all response personnel are to be

organized • List the work assignments and responsibilities for the next operational period, including site-

specific safety plans • Provide the communications plan and messages, including radio and telephone communications,

methods, and numbers for all incident personnel • Define the resources needed to accomplish the work order • Specify an Environmental, Health and Safety plan to follow in case of a responder emergency • Identify resources at risk - Review minimum safety requirements to be employed by requesting utility • Request utility maintenance and daily resources checks

Make enough copies of the IAP for all ORWARN Response Team Members. Preserve the original IAP for record-keeping purposes.

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Demobilization Follow standard ICS practices of demobilization, including:

• On small incidents, the demobilization process may be quite simple, and can be handled by a ORWARN Response Team Member • On larger incidents, a Response Team Member can be designated to develop a Demobilization Plan • Capture personnel evaluations and identify future tactical resource needs

If a formal Demobilization Plan is indicated, ensure that it includes the following five sections: • General Information • Responsibilities • Release Priorities • Release Procedures • Directory (maps, phone listings, etc.)

Responding Utility Demobilization Activities

• While preparing to demobilize, the responding utility is responsible to: • Deliver documentation collected during response to the requesting utility • Return all resources to the requesting utility that the responding utility may have in their • Possession • Return any sensitive or confidential information to the requesting utility • Collect all information on cost and process it through the requesting utility finance and

administration staff. Information includes: - Injury reports - Timesheets - Material purchases - Resource use

• Submit bills for services as appropriate, according to the ORWARN Agreement Requesting Utility Demobilization Activities While preparing to demobilize the requesting utility is responsible to:

Collect damage and response cost figures Accept bill(s) from responding utilities Provide payment, according to the ORWARN Agreement As appropriate, submit for FEMA or other reimbursement mechanisms

Coordinate Reimbursement information Upon completing the assigned work and reaching the end of the period of assistance, the utilities stop tracking and administering financial expenditures related to the emergency. ORWARN Response Team Members can support utilities’ efforts to obtain reimbursement from the federal government. If the emergency is designated as a presidential-declared disaster, the requesting utility may obtain federal reimbursement as identified in the Stafford Act. ORWARN Response Team Members can help utilities:

• Gather information about where the state and federal government establish Post Disaster • Applicant Briefings. (State Emergency management announces locations following a declared

Federal disaster.) • Disseminate information to the ORWARN Member utilities affected by the emergency.

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• Coordinate information necessary to complete the application procedures of the FEMA Public Assistance (PA) Program. Through the PA Program, FEMA provides supplemental Federal disaster grant assistance for repair, replacement, or restoration of disaster-damaged, publicly owned facilities and facilities of certain Private Non-Profit organizations. The assistance is available to state, tribal and local government and certain types of Private Non-Profit organizations so that communities can quickly respond to and recover from major disasters or emergencies declared by the President.

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SECTION 3: After Action Report and Improvement Plan After Action Report After an exercise or as an event is nearing the end, all departments, agencies, or jurisdictions meet to allow for discussion of the events and actions taken. The ORWARN Members complete an After Action Report and may initiate an Improvement Plan. After action reviews and reports are typically carried out by ORWARN Members who assisted in the ORWARN Response. The reviews and reports require input from all key players and groups involved in the response and recovery. Therefore, if the incident is small and only involves a small number of ORWARN Members, then it may fall to the affected utility to carry out this step of the process. If the incident is large and involves many agencies and jurisdictions, the ORWARN Response Members may coordinate the after action review and report process among all the participants. Typically, the impacted Member utility holds a debriefing to discuss the overall activities, state of affairs, and lessons learned. The debriefing reviews actions and activities from the response and recovery to the event. ORWARN Members can expect to provide a quick review of activities under their function and describe what went well for them, what did not work well, what steps can be taken to improve the situation, or other lessons learned. This meeting allows for open discussion of opportunities for improvement, actions taken and the decisions they were based on, and potential future improvements. The effected member utility collects responses during this meeting and assembles them in an After Action Report that briefly summarizes the actions taken during the response. The After Action Report can include a brief description of the incident, the actions taken, and what needs to change in the future.

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Attachment A: Requesting Utility Authorized Representative Checklist

Analyze the situation and determine the best alternatives to address the emergency. Ensure a real need exists. Mutual aid/assistance is designed to augment resources already effectively committed.

Using the resource types in the AWWA Resource Typing Manual, determine resource and

personnel needs that cannot be met by your utility that may be available through mutual aid/assistance.

What non-utility agencies are responding to the emergency: law, fire, public works, state

environmental, public health, emergency management, American Red Cross, etc.?

Determine how significant the emergency is; does it include city, county, state, or federal resources?

Has a local emergency been declared by the local government?

Are normal power, natural gas, vehicle fuel, and communications available?

Complete Attachment B, ORWARN Emergency Notification, to inform utilities of needs and

expected types of resources.

As needed, identify a person at your utility to manage all incoming mutual aid/assistance. The Mutual Aid/Assistance Manager can use Attachment C, Mutual Aid/Assistance Manager Checklist.

Notify the local emergency management agency of your need for mutual aid/assistance.

Contact neighboring utilities with which your utility has a local mutual aid/assistance agreement.

Provide them the completed Attachment B, ORWARN Emergency Notification.

If assistance is not available from neighbors, identify other ORWARN Member utilities to determine if they are also affected by the emergency or can provide the mutual aid/assistance.

If agreement on the availability and use of equipment or resources is reached, request cost

estimate for mutual aid/assistance. Notify the Mutual Aid/Assistance Manager to prepare for the incoming aid.

If agreement is not reached or resources are not available, contact other ORWARN Response

Team Members.

Once mutual aid/assistance is deployed, notify the local emergency management authority of the arrangements for incoming resources.

Notify local utility unions of incoming mutual aid/assistance and identify the process for

assigning work between utility staff and mutual aid/assistance teams.

During demobilization: Collect names of mutual aid/assistance teams and supervisors Send letter of thanks Send copies of After Action Report

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Attachment B: ORWARN Emergency Notification Fill out as much information as possible and fax to potential responding utilities and ORWARN Response Team.

Incident

Date/time:

Utility Name: Type: Water or Wastewater Utility

City and County: General Phone Number:

Authorized Representative Name: Title:

E-mail: Cell Number:

General Location of Emergency: Agencies Responding: Law Enforcement I Fire I Public Works

Declaration of Local Emergency made by local government Yes or No

If Yes, when and by whom:

Type of Emergency (check all that apply)

Contamination Earthquake Fire

Flood Hurricane Ice Storm

Tornado Other

Damage (check all that apply)

Storage Treatment Waste Collection

Water Aqueduct System Water Supply Water Distribution System

Describe Damage Detail:

# of Customers Affected:

Operational Status: Boil Water Notice/Advisory Do Not Use Notice/Advisory Do Not Drink/Advisory

Not Operating Status Unknown

Power Sources: Power is operational Power is out Generator power

Damage area: Accessible Under water Inaccessible due to debris

Communications Operating: Landline Cell Satellite Radio (what band)

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Resources Needed for Repair (Follow resource types in AWWA Resource Typing Manual):

Materials

Resources

Labor

Estimated Time Teams are Needed for Repairs:

Preferred Resources Requested (Follow resource types in AWWA Resource T ping Manual):

Single Resource Team Kind Type Description

Staging Area Reporting Location (address):

Contact at Reporting Site Staging Area

Name: Title:

Cell Phone: Other Communications:

Form Completed By

Name: Title:

Phone Number: Cell Phone:

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Attachment C: Requesting Utility Mutual Aid/Assistance Manager Checklist ♦ Identify staging area and staging area manager for incoming utilities to report to.

Identify location outside the immediate impact area. What is the address of the Staging Area? Staging Area Manager Name: Staging Area Manager Contact Information: What access routes are open to the Staging Area?

- Interstate or other highway open? - Rail access? - Airport nearby? - Does structural or nonstructural debris block roadways or access?

What utilities are operating at the Staging Area? What communication links are operating at the Staging Area (landline, pay phone, amateur

radio, normal utility radio, etc.)? What vehicle repair services are available for heavy or light equipment?

- Does responding utility need to bring a mechanic, tools, equipment and supplies? - Are tire repair services available? - If not available at staging area, are commercial services available? ♦ Are fuel services available (gasoline and diesel)?

- Identify communications operability: ♦ What phone systems are operational?

- Landline Cell Phone Satellite Phone - Does requesting utility have satellite phones to provide responding utility? - Does requesting utility have local portable cell phone systems (temporary, mobile cellular systems)?

♦ What radio systems are available? - What frequency does the requesting utility operate on? - Is requesting utility providing their radios to responding utility? - If yes, are they going to be available at the Staging Area?

- If there are not enough radios to give to all responding utilities? - Are there enough radios to give to the responding utility supervisors? - Does utility use amateur radio equipment for emergencies?

♦ What navigation issues should the responding utility be aware of? ♦ Are street signs in place? ♦ Are utility maps available (hardcopy or electronic)?

♦ Do utility maps include GPS coordinates? Are GPS units available? ♦

♦ Are maps and/or GPS units going to be available at the staging area? ♦ Are interstates and highways open? - Identify financial services capabilities: ♦ unctional? ♦ Are credit cards being

Are ATMs faccepted locally?

urce of payment? If yes, what is the recommended amount of cash to bring?

ents: Is w

♦ Are banks open? ♦ Is cash the only so♦ Are coins needed for laundry or other services? - Identify Care and Shelter arrangem♦ ater available for: - Drinking

- Bathing

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- Sanitation

♦ What re on services are available near the worksite (and how far away)?

Wh ility nts? Radio

♦ Are nor ions available? Yes/No

arranging for rooms? Requesting or Responding Utility

base camps nearby? ?

rough the county or state? (These services

grounds?

agency? n Red Cross, faith based

dress): ble at the temporary shelter:

s:

cilities: y?

oes the responding utility need to bring own

nd work areas?

and fully functional? • Water Hoo

mp nearby?

ts

ilities o If no are they nearby?

perated? • Are generators all

diesel available?

stroom or sanitati - Are portable toilets in use at worksites? ♦ at ut outages are affecting local hotels/restaura

- Power Natural Gas Landline Cell Phone Utility - None - all operational mal hotel/motel accommodat − If yes: o Who is o Who is paying for rooms? Requesting or Responding Utility o How far are the arrangements from the staging area? o How far are the arrangements from the work area? − if no: o Are fire - If yes, can utility staff use them - If no, are contract services available th

typically come with complete self-sustained operations.) - If no, should responding utility staff be self-sufficient and bring own items? o Has the requesting utility established temporary shelter operations on utility - If yes, can responding utility co-locate? o Is temporary shelter provided by another - If yes, what is the name of the agency (e.g. America

organization, etc.) - Where is it located (ad

- Are the following services availa • Restrooms: • Portable toilet • Showers: • Beds or cots: • Bedding: • Laundry fa o If no are they nearb o Are they coin operated? o If temporary shelter is not available d

shelter (e.g. tents, campers, etc.)? - What area is available to camp?

- How far is it from the staging area a - If yes, are the following items availablek Up: • Power Hook Up:

• Sewer Hook Up: If no, is a refuse du • Restrooms: • Portable toile • Showers: • Laundry fac

o Are they coin o

owed at t e ch ampsite? • Is fuel available? Is

46

♦ Identify feeding operations: ts available in or around the work area or lodging area?

he responding or requesting utility?

If re alternate feeding operations in place?

erican Red Cross or faith based organization (if so, specify who)

n? tores from work site or lodging?

ted in stock? upport services are available?

ging area, or lodging?

♦ Have curfew l government that might affect movement to

♦ ture and humidity?

rdered, the responding or requesting utility?

Wh ty

ination,

rsonal inoculations should be considered?

r re functional?

ulance services functional?

sponse and repairs?

, or earthquake? (e.g. many homes

o loss of life or suffering?

ge Incident Stress? ♦ Iden y

ic or hard copy means of tracking employee hours, materials

t digital photography for documentation?

nt? ♦ Iden y

ployment. (See

Are normal restauran - How far do the responders need to travel?

- Who is paying for the meals when ordered, t staurants are not available:

- Does requesting utility have o Mobile canteen o Services from Am o Contract services - Are grocery stores ope o If yes, how far are grocery s o Is rationing in place? o Are grocery stores limi - If grocery stores are available, what s o Cooking facilities with functional utilities? o Refrigeration systems local to work site, sta o Ice deliveries in operation or available?

s or other conditions been enforced by locaand from worksites, feeding locations, and lodging? Identify employee safety measures:

What is the expected tempera - Is special weather gear required?

- Who is paying for the meals when o at personal protective equipment is needed beyond basic equipment (hard hat, safe

vest, safety shoes, mud boots, work gloves, raingear and eye and ear protection)? What additional exposures may responders encounter (e.g. significant odors, contametc.)? What pe

- Tetanus - Hepatitis A or B - Flu - Othe A hospitals Are paramedic and/or amb What is your injury claim process? Are chainsaws required to provide re Is other debris clearance equipment or tools required? How significant is the disaster to the public?

- Routine damage due to storm, flood, fire - Significant damage due to storm, flood, fire, or earthquake destroyed, off foundations, etc.)? - Significant emotional impact due t - What is chance of finding corpses? Are counseling services available to mana

tif methods of documentation: Requesting utility has electron

used, and other documentation? Requesting utility has means to accep

Requesting utility optimizes use of ICS forms and documentation? Requesting utility has method to track costs for FEMA reimburseme

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tif Reimbursement process: Request Cost Estimate of responding resources prior to approving their de

Attachment F for details.) Approve or disapprove costs prior to requesting deployment.

Identify means for managin g injury claims.

Name o eTitle of Pers leting Checklist:

f P rson Completing Checklist:

on CompDate/Time:

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Attachment D: Staging Area Manager Checklist ♦ Establish staging area

Review this checklist to be sure you can address each item. Identify communications ability. Notify utility Emergency Operations Center (EOC) of site location and access.

♦ From the utility EOC, gather work assignments for incoming mutual aid/assistance. ♦ Collect map resources for work assignment areas.

Obtain GPS or other devices to help mutual aid/assistance resources locate repair locations if street signs are gone.

♦ Upon team arrival: Notify EOC of team arrival. Identify supervisor of incoming team. Provide schedule of briefings for the supervisor with your utility supervisors. Provide schedule of briefings for daily work assignments. Provide information or resources to establish communication between the supervisor of

incoming teams and supervisor of your utility. Provide system maps and work assignments. Review key standards your utility uses for pipe repairs, fittings, and distribution methods. Identify critical equipment that may need to be used to complete the repairs. Identify location for fuel, supplies, and parts. Where is contaminated soil (spoils) to be placed or relocated? Provide information and necessary forms required for documenting:

- Work hours - Overtime - Materials expenses - Worksite repair information

Provide contact list to supervisor for: - Local services that are still available - Where to report injuries - Where to obtain emergency medical attention

Maintain daily briefings with supervisor at start and end of the shift to: - Review progress

- Evaluate remaining work - Complete documentation

♦ Report findings to the EOC daily.

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Attachment E: Responding Utility Authorized Representative Checklist ♦ If notified of emergency prior to a request for assistance, contact the ORWARN Response Team to

inform them of availability. ♦ When a request for aid/assistance arrives, assess request.

Review types of damage and what teams may be expected to deal with (size/type of pipe repairs, etc.). (See Attachment A.) • Nature of the emergency • Impact on the utility • Has an emergency been declared by local government? • Have curfews or other conditions been enforced by local government that might affect

movement to and from worksites, feeding locations, and lodging? • Determine resource type requirements; evaluate the following needs to select the

appropriate resource typing team in the AWWA Resource Typing Manual: o Desirable personnel skills and certification o Resource type and capability o Determine appropriate materials to accompany the teams • Estimate length of time aid/assistance is required • Determine method of care and shelter for personnel and resources o Review Attachment C (Mutual Aid/Assistance Manager Checklist) with Requesting

Utility • Confirm billing rates for use of personnel and equipment

Review types of resources needed, materials needed, number of teams needed, and skills

required. • Identify equipment operation qualification requirements: o Security and storage of service vehicles and equipment o Identify reporting location o Identify Point of Contact at the location o Identify designated supervision methodology o Responsibility for equipment security o Procedures for returning equipment to requesting utility o Equipment transfer, inspection, and contact information o Licensing requirements for transport o Transportation and other equipment's fuel considerations o Managing lost, damaged, destroyed, or stolen equipment

How long are teams needed? Is there need for "relief teams for first set of teams? How does sending teams affect your utility current operations?

♦ Review reimbursement expectations and process. ♦ Prepare documentation on the costs associated with sending the assistance, and submit it to the

requesting utility. (See Attachment F). Be clear on how teams would be sheltered and fed. Identify any risk associated with shelter

or feeding. Notify elected officials.

♦ Review request to determine what aid/assistance the responding utility can provide. Confirm approval from utility management to provide aid/assistance.

♦ Complete pre-deployment personnel activities. Identify an Incident Commander of the teams. Appoint General Staff (Operations,

Planning, Logistics and Finance). Identify how teams are selected. Identify specialized work rules. Review with any union leadership.

50

19

Identify a communications plan for teams. How do they communicate with each other, the borrowing agency, and family?

Identify teams for travel. Conduct review with teams. Review:

- Level of disaster and impact on community to prepare teams emotionally - Conditions and potential for contamination and personal protective equipment needs - Logistics arrangement for care, shelter, feeding, etc. - Communication plan - Employee work rules - Medical considerations and needs for inoculation - Incident Command System (ICS) - Documentation protocols

♦ Prepare resources for deployment:

Inspect vehicles for travel and equipment use. Inventory and standardize stock of equipment and supplies on vehicles. Send a mechanic with teams and equipment. Ensure emergency food and water is present on all vehicles. Ensure availability of first aid kits and other emergency supplies.

♦ While teams are away: Check daily with supervisor. Review costs associated with assistance. Review the number of hours each team is working. How long will work last? Identify problems with lodging or feeding. Provide daily summary of events to the General Manager.

♦ Upon return: Hold debriefing with the supervisors within seven days. Hold debriefing with all teams within 14 days. Include General Manager or other appropriate

staff. - Identify lessons learned. - Identify problems and successes. - Review hours worked and efforts made. - Review ideas to improve own readiness.

♦ Within 60 days: Prepare a report of events to present to the General Manager. Submit bill for personnel and other costs for mutual aid/assistance response.

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Attachment F: Summary of Estimated Costs Form Requesting utility completes and signs Part I and faxes to potential responding utilities and ORWARN Response Team. Responding utilities complete Part II including cost, and fax to requesting utility and ORWARN Response Team. ORWARN Response Team tracks information and makes notation on Attachment J: ORWARN Request Summary Sheet.

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Pant I TO BE COMPLETED BY THE REQUESTING UTILITY

Dated: Time: hrs From the County of:

Contact Person:

Telephone: Fax:

To ORWARN Member Utility: Authorized Rep:

Type of Emergency & Impact to Utility:

Personnel, Equipment & Material Needed (follow Resource Typing Terminology):

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:

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Telephone:

Fax:

Type of Personnel, Equipment & Material Available (follow Resource Typing Terminology)

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:

Title: Utility:

Dated: Time: his Request No:

Pant III ORWARN COORDINATION

ORWARN Rep: Location:

Signature

Dated: Time: hrs Request No:

Additional Information:

MISCELLANEOUS ITEMS / OTHER INFORMATION

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APPENDIX 3: ORWARN WEB SITE SCREEN SHOTS

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october 16, 2008 • florence, oregon - orwarn orwarn ttx sitman revised.pdf · october 16, 2008...

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