HomeMy WebLinkAbout2013-07-23; City Council; 21313; Accepting Red Cross Equipment for EmergencyCITY OF CARLSBAD - AGENDA BILL 13
AB#
MTG.
DEPT.
21.313
07/23/13
FIRE
ACCEPTING AMERICAN RED CROSS
PROVIDED EQUIPMENT FOR EMERGENCY
PREPAREDNESS
DEPT.DIRECTOR
CITY ATTY.
CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2013-189 accepting computers and computer-related equipment and
licenses from the San Diego/lmpenal Counties Chapter (SDICC) of the Amencan Red Cross for
emergency preparedness.
ITEM EXPLANATION:
The San Diego/lmpenal Counties Chapter ofthe Amencan Red cross is developing a new community
resiliency program to facilitate family/individual preparedness before a disaster and expedite life
sustaining/economic-business services dunng the response and recovery phases of a disaster. To
accomplish these objectives, SDICC has received a grant to work with local junsdictions and desires to
work with a urban high density community, preferably the City of Cartsbad, and a rural low density
community. The goal is to identify key critical resources that would be needed by families and
businesses to affect their sustainability dunng an incident and facilitate their recovery after an incident.
SDICC is offenng three fully intact graphics computers and software licenses at no cost to the two
participating communities. These systems are linked to SDICC's state-of-the art operations center. They
only need access to power and the internet.. The systems become the permanent property ofthe
communities engaged in the program. SDICC has procured a three year warranty for the systems and
repairs will be made by returning equipment to the SDICC for service.
In exchange for these systems, SDICC requests receiving junsdictions provide occasional usage feedback,
obtained dunng previously scheduled emergency operations center (EOC) exercises or unplanned
incidents. If approved, this feedback will be provided by Cartsbad's Emergency Preparedness Manager as
part ofthe standard after action reporting process. The administrative cost associated with this
additional reporting is negligible. The SDICC donation value is:
• Computer, monitor, camera for 3 EOC work stations: $4131
• Touchshare License one-time cost for 3 systems: $4500
• Total value: $8631
Thesexomputer systems will enhance Carlsbad's EOC's interagency interoperability, improve large-scale
emergency situational awareness and contnbute toward the development of a regional common
operational picture. The EOC currently has 10 dedicated laptops. Information shanng and
interoperability advantages aside, this donation will increase the EOC workstation computing capability
by 33%.
DEPARTMENT CONTACT: David Harrison 760-484-0247 David.Harrison(5)carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED jil( CONTINUED TO DATE SPECIFIC
DENIED • CONTINUED TO DATE UNKNOWN
CONTINUED • RETURNED TO STAFF
WITHDRAWN • OTHER-SEE MINUTES
AMENDED • REPORT RECEIVED
•
•
•
•
•
Page 2
Computer system specifications are provided in exhibit 2.
FISCAL IMPACT:
The three fully intact graphics computers and software licenses are being provided at no cost and are
covered by a three year warranty free of charge. After that time, the computers will be retired or
maintenance costs, if any, covered by the Fire Department Emergency Preparedness Division budget.
The administrative costs associated with participating in this project are negligible. The annual licensing
cost to put the three computers on the city network is $450 and will be covered by the Fire Department
Emergency Preparedness Division budget.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code Section 21065, this grant application request does not constitute a
"project" within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the environment, and
therefore does not require environmental review.
EXHIBITS:
1. Resolution No. 2013-189
2. Amencan Red Cross letter dated 13 Mar 2013
1 RESOLUTION N0.2Q13-189
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING AMERICAN RED CROSS PROVIDED
^ EQUIPMENT OR EMERGENCY PREPAREDNESS.
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5 WHEREAS, the City of Cartsbad Fire Department is eligible to receive equipment from
^ the San Diego/lmpenal Counties Chapter of the Amencan Red Cross for emergency
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preparedness to facilitate family/individual preparedness before a disaster and expedite life
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sustaining/economic-business services dunng the response and recovery phases ofa disaster.
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WHEREAS, the equipment to be received consists of computers, monitors, cameras and
11 software licenses for three workstations.
12 WHEREAS, the value of the computer hardware is $4131 and the value of the software
licenses is $4500.
WHEREAS, the Fire Department is administenng the receipt ofthe equipment on behalf
ofthe city.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cartsbad,
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18 California, as follows that:
1. The above recitations are true and correct.
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2. The City shall incur a $450/year city network licensing cost.
3. The Council authonzes the acceptance of equipment.
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23 4. The City Manager, or his designee, is authonzed to execute any and al
24 documentation associated with the equipment transfer to the City of Cartsbad.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 23'"'^ day of July, 2013, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Blackburn and Douglas.
None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
BARfji^^RA ENGLESONUiity Clerk
iBkmOfiCSm SanDlego/lmperlal counties
n.,^^ ^^^^^ 3950 Calle Fortunada
KeCi wfOSS San.D.iego,CA 02123-1827
(858) 309-1200
mvw.sdaro.org
To: David Harrison 13 Mar 2013
Carlsbad Emergency Manager
The San Diego/imperial counties Chapter (SDICC) ofthe American Red Cross is developing a new
community resiliency program to facilitate family/individual preparedness before a disaster and how to
expedite life sustaining / economic-business sen/ices during the response and recovery phases of a
disaster. This approach is a collaborative preemptive analysis with emergency management and
businesses of the resources needed by both families/individuals and businesses required for their ability
to be self-reliant and reconstitute the resumption of community economic viability. To accomplish the
pilot objectives to achieve these objectives, SDICC has received a small grant to work with Carlsbad
emergency management, an urban high density community, and Imperial Valley emergency
management, a rural low density community, to identify the key critical resources that would be needed
by families and businesses to affect their sustainability during an Incident and facilitate their recovery
after an incident. This program will form direct communications and GIS resource tracking systems
between the emergency management teams In the communities and SDICC Disaster Operations Center
(DOC). All information will be shared and designed to be readily available for pre-event planning and
post event operations. To accommodate the communications and GIS data sharing, SDICC's grant
includes providing to Carlsbad emergency management and Imperial Valley Emergency management
with pre-loaded graphics computers and software licenses (3 systems to each community) at no cost to
the communities involved. These systems are linked to the SDICC DOC for direct real time
communications and will Include access to our current Common Operating Picture mass care system.
These systems become the permanent property of the communities engaged in this program. SDICC has
procured a 3 year warranty for the systems where repairs will be made through return to SDICC for
service. After that time frame, if they chose, they will be responsible for maintenance. There are no
recurring licensing costs and they are fully Intact systems. They only require access to the internet and
do not need to be inside the firewall of any agency or organization. They link to our DMZ server for
graphic exchange of resource mapping data. The type of information the program Is attempting to
access, status fn real time and be able to share both to emergency management, businesses and the
public affected by the disaster Is illustrated figure L
The computer system specifics are:
Computer: Intel 15-3550 3,3GHz, 86B DDR3 RAM, GeForce GT520 Graphics 1GB DDR VGA/DVI/HDMI,
HDD 500GB SATA 7200 RPM, Win 7 PRO 64bit OEM, 12x Blu-Ray Combo DVD +/-RW, 802.11N PIC NIC,
KB/MS Business Desktop 400 Combo
6
Monitor: Acer 24" LCD 1920X1080 (VGA/DVI)
Camera: - - Logitech -
Warranty: 3 year Parts/Labor On-site (ARC San Diego)
Work Station Value: Computer, Monitor, Camera
Touchshare License onetime cost: $1500
Total Systems Costs: $2877
$1377
Operational Community Re$Ui«ncy
The ability for individuals / families / businesses / government / NGO's to effectively prepare for,
sun/lve and re-constitute tlie economic viability of the community wlien disasters strike,
Resiliency
Individuals / Family Needs
• Food, shelter, clothing resources
« Re-unification capability
• Information on personal
actions to follow given
incident situation and
threat - recovery status
• Resource availability to
sustain life, property, livelihood
• Mobility resources
• Medical / heatth resources
« Assistance Support Info:
Gov / non-Gov Assistance
centers, child care sen/Ices,
Access Functional Needs
servlces-locattons
Df. Richard J.Hinrkhs
Miinaging Oirecror Disaster Servfces
SDICC American Red Cross
Community Structural Needs
• Gov Ops Centers-Coordination
• Emergency Services {IZ, Fire, PW)
• Health Services - providers
• Transportation Services
• Resume the ability to fiow goods and
services into area
• Educallonai Services (getting children
back Into their routines
Businesses - Community ViaUlity Needs
• Critical Infrastructure - Key Resources:
Power, Utilities, Sanitation, Fuel, goods
and services
• Employees able to return to work
• Transportation assets:
vehicles, buses. Airports, Ports, Trains
and roadways bridges
• Communication Services:
Phones, Mali, Internet. Media (print-
Television News)
Note: IE = Law Enforcement
PW a Public Works
rev 2-2013
Figure 1
If there are any additional information about the system, let me know.
Sincerely,
Dr. Richard J. Hinrlchs, Ph.D., CEM
Managing Director Disaster Services
858-205-5219
PREPARE SAN DIEGO
Community Resiliency Program
Bringing together Innovation, Technology and People
Creating the ability for individuals / families / businesses
/ government/ NGO's to effectively prepare for,
survive and re-constitute the economic viability
ofthe community when disasters strike.
Business - Economic
Recovery
Community-
Life sustaining issues
Background Introduction:
The Amencan Red Cross has since it inception been dedicated tothe relieving humanitarian
suffering caused by war, famine, natural and rhanmade disasters. It has utilized mass care
model of relief which looks at providing the base resources to sustain life and where possible
first aid / mental health cnsis assistance. This take the form of providing safe shelters, food,
clothing, bulk distrtbution of relief supplies (clean up kits, blankets, comfort (hygiene) kits),
replacement of lost personal medications - medical support equipment etc. This causes relief
operations man logistical resource issues to provide in a timely manner and it was recognized
very early that if we helped (provide education and training) individuals / families become
prepared with their life sustaining resources, even for the Initial 5 days ofthe incident; it would
tremendously relieve the pressure and resource shortfall inevitable in a large scale event. Thus
the goal of outreach - community disaster education preparedness programs has been to the
extent possible, motivate the population to have these life sustaining resources, family re-
unification plan (disasters do notjustoccurwhenthefamily is together at home, people are
usually disbursed between work, school, activities throughout the community etc.) and known
evacuation plans should they have to leave the area. In the San Diego/lmpenal Counties
Chapter (SDICC) junsdictional area of responsibility (AOR), millions of dollars .has been spent to
reach community preparedness particularly for the underserved and vulnerable populations.
Being prepared has a cost associated with it for the families. We asked the question, how
effective has these programs been with this educational approach. Surveys have revealed for
SDICC AOR and national surveys concur, we have succeeded in raising awareness ofthe need to
be prepared and self-reliant during the initial phase ofthe emergency, 80%. We have failed to
motivate and actually see families prepare especially the underserved, vulnerable and low
income populations that need it the most due to the cost and other social issues. In fact, only
6-7% ofthe entire population seems to have actually achieved the self-reliant preparedness
goal.
The result of this information is to acknowledge that 93% ofthe population will not be
prepared, we are not reachlngthem sufficiently with existing education-outreach programs and
that they will not be able to be self-reliant in a disaster. They will be dependent on the relief
operations to provide even the basic life sustaining elements from the beginning of the event.
Unfortunately, there is not sufficient resources in a community or ARC chapter or local
government to be able to meet that dependency during that initial critical 5 days before outside
relief logistics can begin to catch up with demand. Further, the incident may in Itself delay or
block the ability to get the resources into the area and distribute them on such a large
population scale (lack of fuel due to power disruption, insufficient personnel available on the
ground, lack of communications for effective management and direction to relief personnel,
infrastructure damage and the nature ofthe threat itself will all play a role affecting service
delivery at this magnitude).
Our goal Is to strengthen communities to be more resilient, have the local inherent ability to
reduce the Impact.of an incident on the human suffering it will cause and more effectively,
rapidly, re-constitute its viability to sustain its population. Note that this involves two different
concepts. The first is reducing human suffering and having the ability for the people affected by
the Incident to still have their life sustaining needs met. Secondly, for the community and the
people to be able to re-constitute their lives, the economic - business components ofthe
community must be able to recover to provide livelihood for the people. If either of these
components fails, the community will not recover in a resilient manner (short period of time
versus years). The concept of this Prepare San Diego Resiliency program is to address these
two concepts. How to provide for self-reliant life sustaining services In the community to
reduce the relief operational requirements and how to provide executive situational awareness
to community and business leaders ofthe factors impacting their ability to sustain the
economic parameters affecting their operations / recovery? These factors are not separate but
in fact combine together to get to a resilient state. Business cannot operate without
employees, resources and Infrastructure and employees cannot work If their families are not
self-sustaining in their basic needs. Both have to be addressed to achieve real community
resiliency and in this program with a collaboration approach between community leaders,
businesses, emergency management and SDICC, It is possible.
Life Sustaining Resources:
The basic resources required to relieve suffering during a large scale event centers around
shelters, food, clothing, medicines, medical support and sanitation. There are also
Infrastructure needs for some power, utilities and waste disposal capability. Finally,
consideration for incident information on individual safety, assistance centers for direct support
relief / recovery concerns and community impact assessment. These elements could be
identified in management preparations for an event and if the status (open or closed and if
closed is it due to physical damage or lack of infrastructure I.e. power, water, etc.) of these
elements can be identified and propagated to the public so they could find the appropnate
resources their family needed during the disaster. In short, where they can find the resources
they should have prepared for their families during an event. This information also identifies
the damage impact that is affecting the self-reliant capability in the community to facilitate
decisions on priorities that have the highest ability to get people home (i.e. if these resources
are off line just due to power or infrastructure issues, then focus the repair on those issues will
bring people home and allow them to support their families. If they are damaged and need
long re-build issues, then that is where people are going to be displaced irrespective of
infrastructure restoration). This concept of identifying life sustaining community resources and
be able to status that on a graphical map illustration for emergency management and the
public, gives both groups the ability to make effective decisions on their response to the
situation. This type of information is illustrated in figure 1.
Operational Community Resiliency
The ability for Individuals / families / businesses / government / NGO's to effectively prepare for,
survive and re-constitute the economic viability of the community when disasters strike.
Resiliency =
individuals / Family Needs
• Food, shelter, clothing resources
• Re-unification capability
• Information on personal
actions to follow given
incident situation and
threat - recovery status
• Resource availabilityto
sustain life, property, livelihood
• Mobility resources
• Medical / health resources
• Assistance Support Info;
Gov / non-Gov Assistance
centers, child care services.
Access Functional Needs
services-locations
Or. Richard J. Hinrichs
Managing Director Disaster Services
SDICC American Red Cross
Community Structural Needs
» Gov Ops Centers-Coordination
• Emergency Services (LE, Flre, PW)
• Health Services-providers
• Transportation Services
• Resume the ability to flow goods and
services into area
• Educational Services (getting children
back Into their routines
Businesses - Community Viability Needs
• Critical infrastructure- Key Resources:
Power, Utilities, Sanitation, Fuel, goods
and services
• Employees able to return to work
• Transportation assets:
vehicles, buses, Airports, Ports, Trains
and roadways-bridges
• Communication Sen/ices:
Phones, Mail, Internet, Media (print-
Television News)
Note: LE = Law Enforcement
PWs Pubiic Works
rev 2-2013
Figure 1
As you can see from figure 1, these are the principle information elements that allow the
individual / families to remain independent on the need for relief services and gives them the
ability to maintain a more normal life during the eveiit. Important to note that this information
is complimented by the relief service delivery plan elements so the public knows both where
services are available at all times and where they can resume their Independence.
Community Economic-Business Issues:
It is not enough to just be able to support individuals and families during and after and disaster.
If people cannot resume their livelihood or if business cannot resume operations with their
employees, the community will either be severely delayed in its recovery process or either the
community or businesses may fail completely and never recover. To achieve a balance synergy
so both can recover expediently, identification of business infrastructure requirements, critical
situational awareness Information for continuity of business operations and impact on their
(0
employee situation becomes important decision elements for their executives. Policy makers
and community leaders need this Information and assessment to compliment the recovery
priorities impact on the business viability in their area of jurisdiction. This is illustrated In figure
2.
Emergency
Threat and
Evacuation
information
Figure 2
The ability to collect the economic - business information is built into our Common Operating
Picture /SitCell system. The partnership collaboration to be able to define status information
in real time is the heart ofthe issue. Two potential means to due this is either through direct
partnership with the local business entity where they send us text / tweet / email with an
Identifier for their business we set up in the preparation phase. The second mechanism Is to
identify supply distribution points for major elements that can status the field locations so we
can collect multiple entity status from a single collection point. The public and businesses can
benefit from knowing where critical resources are available (businesses that are still open,
government assistance centers that are open, support service locations that are open etc.).
Community leaders and business executives benefit from know the status and critical
infrastructure information that affects decisions for effective recovery.
Dr. Richard J. Hinrlchs