National Capital Region Water/Wastewater Agency Response Network (NCRWARN) Operational Plan

Transcription

1 Natinal Capital Regin Water/Wastewater Agency Respnse Netwrk (NCRWARN) Operatinal Plan February 29, 2011

2 NCR WARN Operatinal Plan NCRWARN Operatinal Plan Prject Team Gerge Hke, Fairfax Water Jnathan Reeves, DC Water Plat Chen, Washingtn Suburban Sanitary Cmmissin Tm Bnacquisti, Ludun Water,Dminic Brancacci*, City f Manassas Leslie Griffith, Nathan Tice*, Prince William Cunty Service Authrity Jeff Pratt, Alexandria Sanitatin Authrity COG Staff Steve Bieber Heidi Bnnaffn Christine Hward Heidi Schmitz Julie Karceski *Member wh has helped with the Operatinal Plan but is n lnger wrking fr the regin EPA WARN Operatinal Plan Prject Team Jhn Whitler, U.S. Envirnmental Prtectin Agency Bradley Armstrng, CSC Alfred Lags, CSC Raymnd Rirdan, CSC Acknwledgements The EPA WARN Operatinal Plan Prject Team wish t thank the fllwing individuals and rganizatins fr their participatin in supprt f the prject: Bridget O Grady Greg Grver Assciatin f State Drinking U.S. Envirnmental Prtectin Agency Water Administratrs Regin 6 Mike Gtterba Salem Public Wrks Oregn WARN, C-Chair Mike Stuhr Prtland Water Bureau Oregn WARN, C-Chair Patti Lamb Rbin Halperin Charltte-Mecklenburg Utilities Nrtheast Ohi Reginal Sewer District Nrth Carlina WARN, Reginal Water Security Wrk Grup Member Ohi WARN, Chair Sandy Smith Gwinnett Cunty Department f Public Wrks Gergia WARN, Chair WARN Chairs 2008 WARN Chairs Frum Denver, Clrad Rsemary Wrkman U.S. Envirnmental Prtectin Agency February

3 NCR WARN Operatinal Plan Office f Water, Water Security Divisin Table f Cntents Recrd f Changes Frm... 3 List f Tables and Figures... 4 List f Acrnyms... 5 List f Definitins frm the NCRWARN Agreement... 7 Intrductin... 9 Purpse f the WARN Operatinal Plan... 9 Organizatin f the NCRWARN Operatinal Plan Assumptins SECTION 1: Nn-Emergency Respnsibilities SECTION 2: Cncept f Operatins SECTION 3: NCR WARN Activatin SECTION 4: Respnse Cnsideratins SECTION 5: NCR WARN Crdinatin SECTION 6: NCR WARN Cmmunicatin Tls SECTION 7: After Actin Reprt and Imprvement Plan SECTION 8: Training, Exercises, and Updates SECTION 9: Attachments Attachment A: Requesting Utility Checklist Attachment B: WARN Emergency Ntificatin Frm Attachment C: WARN Request and Authrizatin Frm Attachment D: Cst Estimatr Wrksheet Attachment E: Mutual Aid/Assistance Crdinatr Checklist Attachment F: Staging Area Manager Checklist Attachment G: Daily Briefing Cnsideratins Attachment H: Respnding Utility Checklist Attachment I: WARN Respnse Team Member Checklist Attachment J: WARN Request Summary Sheet Attachment K: Activity Lg Attachment L: State Emergency Operatins Center/WARN Respnse Crdinatin Site Attachment M: AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual February

4 NCR WARN Operatinal Plan Recrd f Changes Frm Changes t this dcument are expected due t lessns learned, updates t prtcls, and/r mdificatin t the NCR WARN Agreement. The NCR WARN will dcument all changes t the Plan accrding t the fllwing prcedure: 1. Recrd updates/changes n the lg belw. (Add new pages as needed.) 2. The Water Security Wrk Grup apprves updates t this NCR WARN Operatinal Plan and electrnically advises all NCR WARN Member utilities and Assciate Members when apprved updates have been made and are available n the NCR WARN Web site. 3. Member utilities replace ld pages with current pages and destry utdated material. Change Number 1 Date f Apprval Sectin #, Header, and Page # Brief Descriptin f Change Apprved by February

5 NCR WARN Operatinal Plan List f Tables and Figures Table 1 NCRWARN Operatinal Plan: Cntent and Purpse by Sectin 10 Figure 2 Utility Activatin f NCRWARN Mutual Aid/Assistance Prcess Flw Diagram 14 February

6 NCR WARN Operatinal Plan List f Acrnyms AWWA American Water Wrks Assciatin COG Metrplitan Washingtn Cuncil f Gvernments DOC Department Operatins Center EMAC Emergency Management Assistance Cmpact EOC Emergency Operatins Center ERP Emergency Respnse Plan ESF Emergency Supprt Functin FEMA Federal Emergency Management Agency HSEEP Hmeland Security Exercise and Evaluatin Prgram HSPD Hmeland Security Presidential Directive IAP Incident Actin Plan IC Incident Cmmander ICS Incident Cmmand System MACS Multi-Agency Crdinatin System NCR WARN Natinal Capitl Regin Water/Wastewater Agency Respnse Netwrk NIMS Natinal Incident Management System NRF Natinal Respnse Framewrk PA Prgram FEMA Public Assistance Prgram RICCS Reginal Incident Cmmunicatin and Crdinatin System February

7 NCR WARN Operatinal Plan U.S. DHS U.S. Department f Hmeland Security U.S. EPA U.S. Envirnmental Prtectin Agency USACE U.S. Army Crps f Engineers WARN Water/Wastewater Agency Respnse Netwrk WSWG Natinal Capital Regin Water Security Wrk Grup February

8 NCR WARN Operatinal Plan List f Definitins frm the NCRWARN Agreement Activatin Occurs when ne Member utility calls anther Member utility t discuss the exchange f resurces. Assciate Member Any nn-utility participant, apprved by the Reginal Water Security Wrk Grup, that prvides a supprt rle fr the WARN prgram and wh is a member f the Reginal r State Reginal Water Security Wrk Grups and des nt fficially sign the WARN Agreement. Authrized Representative An emplyee f a Member authrized by the Member s gverning bard r management t request assistance r ffer assistance under the WARN Agreement. Cnfidential Infrmatin Any dcument shared with any signatry t the WARN Agreement that is marked cnfidential, including but nt limited t any map, reprt, ntes, papers, pinin, r which relates t the system vulnerabilities f a Member r Assciate Member. Emergency A natural r manmade incident that is, r is likely t be, beynd the cntrl f the services, persnnel, equipment, and facilities f a WARN Member. Incident In this dcument, the term incident is used as a generic descriptin fr a planned event, a small incident, r majr disaster. Member Any public r private water r wastewater utility that manifests intent t participate in WARN by executing the WARN Agreement. Mutual Aid Mutual aid is the sending and receiving f persnnel, equipment, and resurces withut the expectatin f reimbursement. The WARN Agreement may be executed under the same understanding if s agreed between bth parties in writing prir t sending aid. Mutual Assistance While peratinally cnsistent with mutual aid, mutual assistance is the prvisin f persnnel, equipment and resurces with the understanding that reimbursement is expected as described in the WARN Agreement. Natinal Incident Management System (NIMS) A natinal, standardized apprach t incident management and respnse that sets unifrm prcesses and prcedures fr emergency respnse peratins. Nn-Respnding Member A Member that des nt prvide assistance during a perid f assistance under WARN. February

9 NCR WARN Operatinal Plan Perid f Assistance A specified perid f time during which a Respnding Member assists a Requesting Member. The perid begins when persnnel, equipment, r supplies depart frm a Respnding Member s facility and ends when the resurces return t their facility (prtal t prtal). All prtectins identified in the WARN Agreement apply during this perid. The specified perid f assistance may ccur during respnse t r recvery frm an emergency, as previusly defined. Requesting Member A Member wh requests assistance under WARN. Respnding Member A Member that respnds t a request fr assistance under WARN. Respnse Team A grup f vlunteers assembled by each utility t respnd in request fr assistance r when requesting assistance. The team shuld be develped befre an emergency ccurs and shuld knw the steps t take in case f an emergency. February

10 NCR WARN Operatinal Plan Intrductin Mutual aid and assistance agreements such as Water/Wastewater Agency Respnse Netwrks (WARNs) help lcal jurisdictins respnd t incidents that call fr resurces beynd the capability f a lcal utility. The NCRWARN Agreement identifies the administratin f the prgram, describes hw t access mutual aid/assistance, specifies reimbursement prcedures fr the use f resurces, and authrizes the creatin f a NCRWARN Operatinal Plan. While the NCRWARN Agreement is the legal instrument authrizing the exchange f resurces, the NCRWARN Operatinal Plan is the peratinal extensin f the NCRWARN Agreement and utlines the prcedures that need t be in place t make the NCRWARN Agreement wrk. The NCRWARN Operatinal Plan describes hw t implement the NCRWARN Agreement. Other dcuments, such as the American Water Wrks Assciatin s (AWWA) Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual, identify the type f teams and assciated equipment that utilities may request 1. All three f these dcuments (the NCRWARN Agreement, NCRWARN Operatinal Plan, and Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual) are interrelated and supprt the missin f NCRWARN. Other jb aids may be develped t help facilitate the implementatin f the NCRWARN Operatinal Plan. Purpse f the WARN Operatinal Plan The NCRWARN Operatinal Plan is an instructinal guide fr NCRWARN Member utilities and Assciate Members describing the use f the NCRWARN Agreement and the crdinatin f resurce flw. It is nt designed t be a cmmand and cntrl element utside f the emergency management system. Rather, it is a crdinatin tl within the emergency management system. The NCRWARN Operatinal Plan facilitates integratin f Member utilities actins befre, during, and after an incident, including thse actins that ccur prir t a frmal emergency declaratin. The NCRWARN Operatinal Plan als describes hw t sustain peratins thrughut the emergency and int recvery. Specifically, the NCRWARN Operatinal Plan achieves the fllwing gals: Describes the pre-emergency gvernance structure f the NCRWARN prgram Describes training, exercises, and prcedures t update the NCRWARN Operatinal Plan Prvides a general set f prcedures fr crdinating with Assciate Members and ther respnse partners Prvides a general set f prcedures fr activating the NCRWARN Agreement Prvides a general set f prcedures fr mbilizatin f NCRWARN Member utility resurces Prvides a general set f prcedures fr internal NCRWARN respnse crdinatin Describes dcumentatin and frms fr NCRWARN standard reprting frmats Describes cmmunicatins tls fr NCRWARN Member utilities Describes a general set f prcedures fr writing an After Actin Reprt and Imprvement Plan 1 AWWA develped the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual t prvide guidance t water and wastewater utilities when they request and prvide mutual aid/assistance resurces during and after an emergency. Resurce typing is the categrizatin and descriptin f respnse resurces that are cmmnly exchanged in disasters thrugh mutual aid/assistance agreements. Fr mre infrmatin n resurce typing, visit The AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual is available at February

11 NCR WARN Operatinal Plan The NCRWARN Operatinal Plan als addresses hw the NCRWARN will utilize ther available tls, such as the NCRWARN website ( and the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual. Organizatin f the NCRWARN Operatinal Plan Table 1 shws hw the NCRWARN Operatinal Plan is rganized. Ntably, Sectins 4, 5, 6, and 7 (the shaded sectins in the table) address actins that will be taken by the NCRWARN Member utilities during an emergency. Table 1. WARN Operatinal Plan: Cntent and Purpse by Sectin Sectin Cntent Fr use by: When it is used: Pre-emergency Gvernance Structure Training, Exercises, and Updates Cncept f Operatins NCRWARN Activatin Staff respnsible fr administrative and preparedness activities Staff respnsible fr preparedness activities Staff planning and establishing WARN peratins prir t an emergency Member utilities requesting assistance and Member utilities respnding t requests Pre-emergency Pre-emergency Pre-emergency During NCRWARN activatin Respnse Cnsideratins Member utilities respnding t requests During NCRWARN activatin NCRWARN Respnse Crdinatin NCRWARN Cmmunicatin Tls After Actin Reprt and Imprvement Plan NCRWARN Respnse Team Members helping t crdinate the WARN Member s respnse during an emergency Member utilities requesting assistance and Member utilities respnding t requests Staff respnsible fr pst-incident activities During NCRWARN activatin During NCRWARN activatin Pst-emergency Assumptins Several key assumptins frm the basis f this dcument and implementatin prcedures fr the NCRWARN: Emergency Respnse Plans are in place. While utility-specific Emergency Respnse Plans (ERPs) are nt within the scpe f this dcument, the NCRWARN encurages all utilities t develp r update an ERP. With the establishment f the Natinal Incident Management System (NIMS), ERP updates include hw a utility uses the Incident Cmmand System (ICS), hw a utility integrates with its lcal emergency management and respnse agencies, and hw the ERP addresses vulnerability assessments, if they are als cmpleted. Additinally, Member utilities ERPs can integrate expected NCRWARN activities. Designated persnnel are trained accrding t their ERP, ICS, NIMS, and Resurce Typing. In rder t respnd t all emergencies, Member utilities can prvide practical emplyee training regarding the utility ERP, ICS, and NIMS. Additinal training n hw t use mutual aid/assistance resurces ensures the ability t crdinate respnse with utside agencies. Sectin 8 f this dcument includes a list f recmmended NIMS and ICS trainings. February

12 NCR WARN Operatinal Plan Additinally, emplyees can be familiar with resurce typing effrts such as that described in the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual. Utilities have signed a single, Natinal Capital Regin WARN Agreement. The NCRWARN Agreement establishes the fundatin f NCRWARN and serves as the legal instrument authrizing the request fr mutual aid/assistance, prvides a mechanism fr reimbursement, identifies the legal prtectin and immunities fr emplyees and fr use f resurces, and establishes eligibility fr pssible federal reimbursement f expenditures assciated with mutual aid/assistance. The agreement can be fund n the NCRWARN website ( Integratin f the NCRWARN Operatinal Plan. The Water Security Wrk Grup apprved the NCRWARN Operatinal Plan with feedback frm a review team and distributed the plan t educate Member utilities and Assciate Members. It is the Member utilities and Assciate Members respnsibility t integrate the NCRWARN Operatinal Plan int their respective emergency respnse r emergency peratins plans. Descriptins f the NCRWARN Operatinal Plan and suggested training d nt replace ther regulated trainings, such as thse required fr hazardus materials respnse. The NCRWARN Operatinal Plan is crdinated with lcal and reginal authrities. Crdinated respnse and access t restricted areas relies n cmmunicatin between the NCRWARN and the fllwing grups r rganizatins: Utilities Lcal emergency management agencies Regin emergency management agency Regin drinking water primacy agency Regin wastewater permitting authrity Lcal and State law enfrcement authrities The relatinship between the NCRWARN, state and lcal agencies, and utilities, is defined by the NCRWARN Agreement and dcumented in this NCRWARN Operatinal Plan. Exercising with Member utilities, Assciate Members, and ther respnse agencies facilitates an increased level f preparedness t respnd t an actual emergency. February

13 NCR WARN Operatinal Plan SECTION 1: Nn-Emergency Respnsibilities Member Utility A Member utility may be any public r private water r wastewater utility that signs the NCR WARN Agreement. The Member utility identifies an Authrized Representative and alternates t manage its participatin in the NCR WARN and respnse t pssible incidents. Member utilities are eligible t participate in ne r mre cmmittees t supprt the NCR WARN. Additinally, the NCR WARN encurages Member utilities t participate in all meetings, trainings, and ther activities. Pre-emergency respnsibilities fr Member utilities include the fllwing: Identify an Authrized Representative and alternates wh are respnsible fr the fllwing: Requesting Assistance Offering Assistance Refusing Assistance Withdrawing Assistance Prvide the NCR WARN with cntact infrmatin fr their Authrized Representative and alternates Ensure emplyees are trained accrding t the current NIMS guidance and cmplete relevant training requirements as apprpriate Identify prcedures fr hw r when the Authrized Representative may request r send mutual aid/assistance Clarify reprting and crdinatin prcedures with the lcal emergency management fficials Review the NCR WARN Operatinal Plan and incrprate apprpriate prtins int the utility emergency respnse plan Develp prcedures t track csts fr persnnel, equipment, and ther resurces during an emergency Vlunteer t supprt the pre-emergency rganizatin f the NCR WARN, as available Attend NCR WARN trainings and general meetings Maintain NCR WARN database infrmatin fr utilities in accrdance with their plicy. Print a hard cpy f the NCR WARN database n a peridic basis (e.g. every six mnths) t ensure the infrmatin is available when a pwer lss disrupts cmputer access Update the cntact and ther database infrmatin every six mnths r as changes ccur Water Security Wrk Grup The NCR Water Security Wrk Grup includes Member utilities and Assciate (nn-utility) Members. The state drinking water primacy agency, state wastewater permitting authrity, emergency management agency, and water sectr assciatins are included in the Reginal Water Security Wrk Grup as Assciate Members. Under the leadership f the Water Security Wrk Grup Chair and with the supprt f COG staff, the Water Security Wrk Grup is respnsible fr the fllwing actins: Organize and crdinate emergency planning and respnse activities fr the NCR WARN Encurage the active participatin f Member utilities Establish regular Water Security Wrk Grup meeting schedules t maintain cntinuity Maintain cmmunicatin with Member utilities regarding updates, changes, r mdificatins t the NCR WARN Maintain the NCR WARN Operatinal Plan fr implementing the NCR WARN Agreement Obtain and manage grants as available February

14 NCR WARN Operatinal Plan Manage issues related t Web site management Determine csts assciated with hsting wrkshps, training, etc. Set training and exercise schedules Represent the membership when engaged in meetings, discussins, and cnsultatins with ther assciatins, states, and lcal agencies regarding the NCR WARN Assciate Members Assciate Members sit n the NCR WARN Reginal Water Security Wrk Grup as advisrs. An Assciate Member is a nn-utility NCR WARN participant that prvides a supprt rle t the NCR WARN n the Reginal Water Security Wrk Grup, but des nt sign the NCR WARN Agreement. Assciate Members may include, but are nt limited t, the fllwing: Prfessinal water sectr assciatin representatives State drinking water primacy agency State wastewater permitting authrity State r lcal emergency management agency State r lcal department f public health U.S. Envirnmental Prtectin Agency Reginal Office Assciate Members attend NCR WARN meetings and participate in NCR WARN activities. As advisrs, these Assciate Members d nt vte n NCR WARN actins, but d prvide input. SECTION 2: Cncept f Operatins NCR WARN Relatin t Lcal, State, Reginal, and Federal Respnse The relatinship between the NCR WARN and the lcal and state emergency respnse system is critical. Accrding t NIMS, lcal jurisdictins retain cmmand, cntrl, and ther authrity ver respnse activities fr their jurisdictinal areas. 2 Incidents typically begin and end lcally and are managed n a daily basis at the lwest pssible gegraphical, rganizatinal, and jurisdictinal level. Lcal jurisdictins have flexibility t adjust the scale and scpe f their respnse t the emergency. Shuld the lcal and state jurisdictins becme verwhelmed during a respnse; the state may request federal assistance. The fllwing is a list f the emergency respnsibilities and levels f respnse that may be part f a mbilizatin f the NCR WARN. The cumulative activities mirrr thse described in the NIMS Multi- Agency Crdinatin System (MACS) Grup prcess (fr mre infrmatin n MACS, see the training curses at In general, a MACS is a cmbinatin f facilities, equipment, persnnel, prcedures, and cmmunicatins integrated int a cmmn system with respnsibility fr crdinating and supprting dmestic incident management activities. While direct tactical and peratinal respnsibility fr cnducting incident management activities rests with the Incident Cmmand, the primary functins f a MACS include the fllwing: Supprt incident management plicies and pririties Facilitate lgistics supprt and resurce tracking Infrm resurce allcatin decisins using incident management pririties Crdinate incident related infrmatin Crdinate interagency and intergvernmental issues regarding incident management plicies, pririties, and strategies 2 Page 12. Draft Natinal Incident Management System. April February

15 NCR WARN Operatinal Plan The NCR WARN and its varius levels f interactin as described belw can be cnsidered a MACS. SECTION 3: NCR WARN Activatin Fllwing an incident, each Member utility initiates a damage assessment and evaluates its resurce needs. When a Member utility determines that mutual aid/assistance is warranted, it has three ptins fr receiving mutual aid and assistance: lcal mutual aid agreements, the NCR WARN, r an existing Statewide Master Mutual Aid Agreement. A utility may have as many as three ptins fr btaining assistance, including lcal mutual aid agreements, the WARN Agreement, r any existing Statewide Master Mutual Aid Agreement. Emergency Identified Utility Analyzes Situatin; Determines which Mutual Aid r Assistance System t Use Initiate Emergency Respnse Agreements with Neighbr Utilities If Established Requesting Utility Places Call fr Help t Available Intrastate WARN Member Utilities Cntact State Emergency Management Mutual Aid System If Available Can Send Help Ptential Respnders Determine Respnse Capability Cannt Send Help Discuss Perid f Assistance and Cntrl f Resurces Requesting and Respnding Members Agree n Terms f Deplyment Lcate Fd and Accmmdatins fr Respnders Respnding Member Organizes Resurces and Deplys Figure 2: Utility Activatin f NCR WARN: Mutual Aid/Assistance Prcess Flw Diagram Member utilities chsing t btain aid/assistance thrugh the NCR WARN may d s as described belw. Wh Activates NCR WARN? Any Member utility f the NCR WARN Agreement can determine that it needs the assistance f anther Member utility and therefre decide t activate the NCR WARN Agreement. (See Attachment A: Requesting Utility Checklist.) The NCR WARN Agreement can be activated by a utility-t-utility request, r during large events thrugh the WSWG. Activatin ccurs when ne Member utility calls February

16 NCR WARN Operatinal Plan anther Member utility t discuss the exchange f resurces. A Member utility activating the NCR WARN Agreement is referred t as the Requesting Utility. When the resurces f a Respnding Utility fill the need f the Requesting Utility, the Authrized Representatives cnfer and agree n the terms f deplyment. What is Activated? The NCR WARN Agreement prvides the terms f reimbursement t the Respnding Utility and a release f liability fr services prvided. It des nt determine the respnse times, amenities prvided t the Respnding Utility, r any ther peratins-specific needs. In additin, the NCR WARN Agreement des nt dictate the activatin f the EOC f the Respnding Utility. These items are determined by dialgue between the Requesting Utility and a Respnding Utility at the time f the emergency. Pre-Event Activatin Sme types f emergencies (e.g. severe strms r hurricanes) can be characterized as warning r ntice events due t a build-up f intensity ver time and/r scientific methds f predicting an event. This type f event allws Member utilities t anticipate the magnitude f damage and therefre respnse needs. Activating prir t the disaster pens the lines f cmmunicatin and crdinatin amng Member utilities which helps t ensure a timely and practive respnse. The Requesting Utility can initiate the fllwing activities: Print a list f cntacts, yur utility resurces, and the frms fund n the NCRWARN website Ntify Member utilities f the expected cnditins Maintain cntact with Member utilities abut changing cnditins and infrmatin Receive requested resurces and identify fllw-up actins Get radis frm radi cache if given enugh warning+ Other disasters prvide n warning r ntice (e.g. earthquakes), r end up impacting a utility in a greater way than anticipated (e.g. flash flding). Activatins during these events d nt have the added benefit f pre-event planning. Ntificatin Ntificatin ccurs when a Requesting Utility ntifies a Member utility r NCR WARN Respnse Team (if activated) that they need resurces. Initial cmmunicatin ccurs via a phne call, NCRWARN Web database ( Web-based discussin bard, use f the Reginal Incident Cmmunicatin and Crdinatin System (RICCS), r ther methds. Verbal ntificatins between Requesting and Respnding Utilities will be cnfirmed via written cmmunicatin (fax r ) using Attachment B: NCR WARN Emergency Ntificatin Frm. The utility requesting mutual aid/assistance gathers the fllwing infrmatin: Type f incident Impact n utility Number f agencies in respnse Knwn limitatins r restrictins Available cmmunicatin tls In all cases in which the NCR WARN Agreement is activated, participating Member utilities ntify the NCR WARN Respnse Team r Reginal Water Security Wrk Grup that the request has been made and met with resurces frm anther member. Respnse t a Request fr Assistance February

17 NCR WARN Operatinal Plan A Member utility is nt bligated t respnd t a request. Once a Member utility receives a request fr assistance, the Authrized Representative evaluates whether r nt t respnd. The Authrized Representative cnsiders these questins: Des my utility have the resurce requested? D the resurces meet the peratinal requirements that the Requesting Utility identified (refer t the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual)? Did this event impact nrmal peratin? If we prvide resurces, can we maintain ur ability t respnd t unanticipated needs? If the Authrized Representative determines that resurces are available t respnd t the Requesting Utility, thereafter the Member utility is referred t as a Respnding Utility. The Authrized Representative f the Respnding Utility cmmunicates, as sn as pssible, with the Requesting Utility that it is available t respnd and prvides the apprximate arrival time f such assistance. When pssible, the Authrized Representatives f bth the Requesting and Respnding Utilities will cnfirm all verbal agreements with written dcumentatin (fax r ). In additin, the Authrizing Representatives will clarify and agree upn the fllwing items: Requesting Utility s ability t prvide care and shelter (fd, sleeping arrangements, first aid, etc.) fr persnnel and resurces, Reimbursement prcess t determine whether the Respnding Utility fllws the reimbursement article f the NCR WARN Agreement, and What aid the Respnding Utility can prvide, the cst, and cnfirmatin f the apprval frm the Authrized Representative and the Member utility s management t prvide aid. Time at which the Respnding Utility will require the resurces t be returned If agreement is reached n the abve items, the Authrized Representatives will cmplete and transmit the apprpriate authrizatin frms. SECTION 4: Respnse Cnsideratins Upn agreement f tw r mre Member utilities t share their resurces, bth the Requesting Utility and the Respnding Utility are respnsible fr ensuring the safe and effective use f their resurces. This sectin prvides basic cnsideratins fr respnse based n lessns learned frm previus disasters. ICS uses a series f standard frms and supprting dcuments that cnvey directins fr the accmplishment f bjectives and distributing infrmatin. T be cnsistent with the ICS feature f standardizatin, there will be references t ICS frms in this and remaining sectins. 3 Requesting Utility In general, the Requesting Utility is respnsible t cmplete the fllwing tasks: Use the NCRWARN website and the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual t determine hw t type the resurces requested and which Member utilities can ptentially meet that need ( Use Attachment B: NCR WARN Emergency Ntificatin Frm t initiate the mutual aid/assistance prcess and then transmit the frm t ptential Respnding Utility(ies) 3 Fr a cmplete listing f ICS frms, g t the FEMA ICS Resurce Center at: February

18 NCR WARN Operatinal Plan Discuss resurce needs and cnditins f use with ptential Respnding Utility(ies). Cmplete and frward Attachment C: Request and Authrizatin Frm t the Respnding Utility After the Respnding Utility returns Attachment C: NCR WARN Request and Authrizatin Frm back t the Requesting Utility with available resurces and estimated csts, review and determine whether t accept this mutual aid/assistance prpsal Assign a Mutual Aid Crdinatr t address care, feeding, and ther supprt fr incming mutual aid persnnel. See Attachment E: Mutual Aid/Assistance Crdinatr Checklist fr a list f what t cnsider in determining yur capability t manage the mutual aid/assistance Ntify lcal emergency management crdinating partners, all law enfrcement agencies crdinating check pints, and the Operatinal Area f the incming mutual aid Identify a Staging Area and assign a Staging Area Manager fr incming mutual aid. See Attachment F: Staging Area Manager Checklist Identify wrk assignments fr the incming mutual aid Cnsider hw t integrate incming mutual aid resurces with existing wrkfrce Develp a dembilizatin plan that includes prtcls n hw and when mutual aid resurces will be released Respnding Utility In general, the Respnding Utility is respnsible t cmplete the fllwing tasks: (See Attachment H: Respnding Utility Checklist fr mre detail) Cntact the NCR WARN Respnse Team (if cnvened) t ntify them f available resurces, based n the resurces described in the AWWA Water & Wastewater Mutual Aid & Assistance Resurce Typing Manual If mutual aid/assistance is requested via Attachment B: WARN Emergency Ntificatin Frm r Attachment C: NCR WARN Request and Authrizatin Frm, review and determine whether it can meet this request Estimate the cst f respnse utilizing Attachment D: Cst Estimatr Wrksheet if needed. These csts will then be indicated n Attachment C and returned t the Requesting Utility fr cnsideratin. Identify supervisrs and staff t respnd t the Requesting Utility, and cnsider which emplyees can adapt t the envirnment f the incident (cnsider physical and mental health impacts), Develp a Cmmunicatins Plan between supervisrs f the respnding teams and the Respnding Utility Cnduct a deplyment briefing with all respnding team staff. Include the fllwing items: ICS refresher training and review f the cmmand structure f the incident, if knwn Pre-deplyment health and safety cnsideratins, including but nt limited t immunizatins, special tls, r clthing Envirnmental cnditins nsite Care and shelter arrangements Rules f cnduct during deplyment, including but nt limited t, activities allwed after wrk hurs Review f dcumentatin prcedures Infrm Requesting Utility f the Respnding Utility s deplyment and estimated time f arrival and dembilizatin Requesting Utility Dembilizatin Fllwing standard ICS practices f dembilizatin, the Requesting Utility writes a dembilizatin plan n hw t crdinate the return f resurces, including the debriefing f staff and the inspectin f equipment and materials. The plan shuld: February

19 NCR WARN Operatinal Plan Capture persnnel evaluatins and identify future tactical resurce needs. This wuld be cnducted by bth the Requesting Utility prir t releasing the persnnel, as well as by the Respnding Utility nce its persnnel are back. Identify release pririties, prcedures, and timeline. This wuld include internal resurces, mutual aid resurces, and any cntracted resurces. Respnding Utility Dembilizatin While preparing t dembilize and prir t leaving, the Respnding Utility s team is respnsible t cmplete the fllwing tasks: Deliver dcumentatin cllected during respnse t the Requesting Utility Return any sensitive r cnfidential infrmatin t the Requesting Utility Cllect all infrmatin n csts and prcess it thrugh the Requesting Utility Finance and Administratin Functin. Keep cpies f all cst dcumentatin fr Respnding Utility. Infrmatin includes: Injury reprts Timesheets Material purchased Equipment used The Respnding Utility will prepare apprpriate invices as described in the NCR WARN Agreement. SECTION 5: NCR WARN Crdinatin Depending n the size f the emergency, this crdinatin rle may nt be necessary. Mst emergencies are lcal. Frequently, the resurce needs can be addressed by ne utility calling anther, and nthing else will be needed. In this case, cmmunicatin t the WSWG thrugh COG staff is suggested s that the WSWG is aware that resurces were requested. In emergencies that affect mre than ne utility r lcality, crdinatin at the cunty level may be necessary. In an emergency that affects multiple cunties, crdinatin at the state r Natinal Capital Reginal level may be necessary. The fllwing applies when crdinatin is needed at the cunty, reginal, r state levels. Once a utility cntacts the COG NCR WARN staff, the NCR WARN is activated. The initial respnse effrt can be managed by ne persn and then grw t include a team. The Chair r designated Water Security Wrk Grup persns can initiate the respnse. As emergency respnse grws r, alternatively, when an emergency starts as a large-scale event (such as a catastrphic earthquake), the NCR WARN crdinatin can expand. As the need fr crdinatin increases, trained vlunteers frm NCR WARN Member utilities that are nt affected by the emergency may be requested t help with the crdinatin f the NCR WARN. The purpse f the NCR WARN crdinatin is t: Prvide a pint f cntact and liaisn fr utility-related matters during an emergency Cllect infrmatin regarding: Extent and type f custmer and infrastructure damages General gegraphic lcatin(s) f utages Expected duratin Number f custmers affected Resurce and infrmatin requirements f the affected utilities Assist in lcating emergency resurces, persnnel, r material necessary fr service restratin Advise utilities f restratin assistance and resurces available February

20 NCR WARN Operatinal Plan If necessary, COG may assemble a Respnse Team. Respnse Team Member Rles and Respnsibilities The Water Security Wrk Grup Chair r designated alternate may act as the NCR WARN Leader in a State EOC, a lcal EOC, r ther designated lcatin. The NCR WARN Leader is respnsible t: Manage the NCR WARN system Liaise with the state peratins activities Identify pssible surces f additinal supprt fr NCR WARN Member utilities Mnitr the number f requests Identify gaps in the requests and resurces available Act as a liaisn with the state drinking water primacy agency, state wastewater permitting authrity, and emergency management agency Prvide damage assessment data t the state agencies Crdinate respnse and reslve issues with neighbring NCR WARNs Team Member Respnse Respnse Team Members serve as vlunteers and assist the NCR WARN Leader in managing the NCR WARN system. The vlunteers may cme frm nn-affected parts f the regin. The supprt ffered by vlunteers allws the utility management frm the requesting utility t fcus n managing its wn respnse and field persnnel. Respnse Team Members may rganize themselves, as needed, t address the emergency, by reprting t an EOC, managing damage assessment data, and tracking and crdinating resurce rders and staging area infrmatin. Respnse Team Members reprting t the State/Cunty EOC r ther designated lcatin are respnsible t (see Attachment I fr mre detail): Identify themselves at the security pst and sign in Check in with the NCR WARN Leader t receive an initial briefing n the situatin and list f immediate tasks t be perfrmed Review the latest infrmatin Review NCR WARN cmmunicatins fr critical cntact infrmatin Open and maintain an Activity lg. (See the Attachments.) At a minimum, fr each utility, recrd the fllwing in the activity lg: Date and time Cntact name and number Cmmunicatins received/made (recrd cnversatins in which decisins were reached, instructins given r received, infrmatin exchanged) Crdinatin received/made Fllw-up required/cmpleted Cntact utility Authrized Representative in the affected area t btain situatin reprts and determine whether assistance is required Alert the NCR WARN Leader t emerging issues r cncerns Keep all related status bards up t date February

21 NCR WARN Operatinal Plan Crdinate with the NCR WARN Leader regarding shift assignments and assist in identifying NCR WARN Respnse Team Members fr relief at the end f shift Prvide cmprehensive shift turnver briefing As a team, the NCR WARN Respnse Team helps manage the fllwing activities, and as the emergency expands each Respnse Team Member may be assigned t fcus n just ne f the fllwing activities: Manage Damage Assessment Data Receive damage assessment data frm Member utilities Cmpile the damage data Reprt the damage data t the NCR WARN Leader As requested, share the damage data (including peratinal status) with the state drinking water primacy agency, state wastewater permitting authrity, and/r emergency management agency. Receive, Track, and Mnitr Requests Via NCR WARN website: Track incident name/i.d. number Track rders/requests Date and time f rder Quantity, kind, and type, including special supprt needs as apprpriate Reprting lcatin (specific staging area) Requested time f delivery Persn/title placing request Callback phne number r radi frequency fr clarificatin r additinal infrmatin Crdinate Resurce Orders Via NCR WARN website: Mnitr requests fr assistance Distribute messages t the Respnse Team Members regarding the requests Match requests with ffers f resurces, including persnnel, resurces, and material Identify gaps between resurce requests and resurces needed Cmmunicate gaps t the NCR WARN Leader Cmmunicate with the NCR WARN Member utilities as needed Crdinate Staging Area Infrmatin Expected number, kind, type f resurces sent t the staging area Cmmunicatins t be used Minimum resurce levels t be maintained Prcedures fr btaining additinal resurces Expected duratin fr use f the staging area Prcedures fr btaining lgistical supprt As stated at the beginning f this sectin, depending n the size f the emergency, all f these crdinatin rles may nt be necessary. All emergencies are lcal. If the resurce needs can be addressed by ne utility calling anther, that may be all that is needed. Similarly, if the resurce needs can be addressed by ne crdinatin rle, that may be all that is needed. Adjustments may be made based n the situatin at hand. February

22 NCR WARN Operatinal Plan SECTION 6: NCR WARN Cmmunicatin Tls The primary cmmunicatins tls available t the NCR WARN Member utilities include the typical systems f landline telephne, cellular phne, fax and . A unique aspect f the NCR WARN prgram is use f the NCR WARN website ( and RICCS, which bring all f these systems tgether. The website includes a list f NCR WARN Member utilities and the cntact infrmatin fr each Member utility. The website als prvides the ability t send text ntices f the event, updates abut the cnditins, mutual aid/assistance requests, respnse, and dembilizatin. The COG RICCS Ram Secure Alert Netwrk is a sftware applicatin used t send emergency alerts, ntificatins and updates t cell phnes, pagers, BlackBerry s, PDA s and/r accunts. In the event f an emergency, NCR WARN members and ther rganizatins will be able t send imprtant alerts and updates right t the cell phnes r mbile devices f all NCR WARN members. All NCR WARN members shuld have a COG RICCS Ram Secure Alert Netwrk accunt. Directins fr sending a RICCS message can be fund n the NCR WARN website. Messages can als be sent n the behalf f a member utility by calling COG staff r the District f Clumbia Hmeland Security and Emergency Management Agency at (202) (24 hurs a day, seven days a week). Radi Cache The Natinal Capital Regin (NCR) Radi Cache cnsists f 1,250 prtable radis and ancillary supprt equipment. Additinally, each cache has tw dispsable batteries and tw rechargeable batteries per radi and the capability f recharging a third f its batteries simultaneusly. All equipment is stred in three individual, self-cntained, field deplyable, caches. The radis are prgrammed t affiliate with the furteen 800 MHz Public Safety Radi Systems perating in the regin. They are capable f cmmunicating with all Law Enfrcement and Fire and Rescue agencies within thse systems. The three radi caches are lcated, maintained, and managed in the fllwing jurisdictins: Mntgmery Cunty, Maryland with 500 radis, Fairfax Cunty, Virginia with 500 radis, and the District f Clumbia with 250 radis. In additin t cntaining prtable radis, each radi cache cntains tactical audi gateways that permit interperability with municipalities nt perating n 800 MHz systems. There are prtable repeaters that can be used n the RINS r 8TAC channels fr lcalized peratins. Additinally, special equipment t supprt in-building r belw-grade/tunnel cmmunicatins is included in each cache. Finally, each cache has the capability t reprgram its radis during emergency events t meet unanticipated cmmunicatin requirements. The NCR Radi Cache is funded thrugh a Department f Hmeland Security Urban Area Security Initiative (UASI) grant. It is available t supprt public safety cmmunicatins within the Natinal Capital Regin fr emergency and/r scheduled events. Within tw hurs f receiving an emergency deplyment request, the radi cache wuld be en-rute, t the requesting agency, with a supprt staff that includes NIMS qualified Cmmunicatins Unit Leaders (COML) and cmmunicatins technicians (COMT). The NCR Radi Cache Deplyment Prcedures can be fund in Attachment XX. February

23 NCR WARN Operatinal Plan Web Site NCR WARN perates a Web site ( allwing Member utilities t access infrmatin befre, during, and after an emergency. The Web site includes a public and member-nly side. The public side allws fr prmting and marketing NCR WARN and educating the general public n preparedness effrts f water/wastewater utilities. The member-nly side f the Web site allws access t infrmatin such as: NCR WARN Emergency Ntificatin (See Attachment B) NCR WARN Resurce Typing Manual NCR WARN Resurce Cst Data Resurce Matching (See Attachment L and Attachment N) Damage Assessment Reprting As exercises and respnse actins mdify the Operatinal Plan, the respnsible NCR WARN Steering Cmmittee member updates Web site materials and prcedures. The NCR WARN Web site allws a Member utility t identify resurces directly and lists the cntact infrmatin fr Member utilities t cntact ne anther t inquire abut the availability f resurces and request its use. Every six mnths Member utilities are encuraged t print ut a hard cpy f the database, s that when pwer r Internet is nt available during an emergency, the data is still available. T access this infrmatin nline: Use Internet brwser t lcate Click n the Member Lgin buttn n the left. Enter username and passwrd (Given by COG) If yu are having difficulties, click n the Site Supprt Center buttn. There are tutrial vides prvided n the website cvering a range f tpics. Yu can als cntact COG staff fr assistance. Questins during respnse can be addressed by Water Security Grup Members. Print ut their cntact infrmatin sheets frm the Web site and keep them with the hard cpy f database resurces. SECTION 7: After Actin Reprt and Imprvement Plan After Actin Reprt After an exercise r as an event is nearing the end, all departments, agencies, r jurisdictins may meet t allw fr discussin f the events and actins taken depending n the scale f the event. The NCR WARN cmpletes an After Actin Reprt and may initiate an Imprvement Plan. After actin reviews and reprts are typically carried ut by NCR WARN Member utilities wh assisted in the NCR WARN Respnse Team. The reviews and reprts require input frm all key players and grups invlved in the respnse and recvery. Therefre, if the incident is small and nly invlves a small number f NCR WARN Member utilities, it may fall n the affected utility t carry ut this step f the prcess. If the incident is large and invlves many agencies and jurisdictins, the NCR WARN Respnse Team Members may crdinate the after actin review and reprt prcess amng all f the participants. Typically, the designated Member utility hlds a debriefing t discuss the verall activities, state f affairs, and lessns learned. The debriefing reviews actins and activities frm the respnse and recvery t the event. NCR WARN Respnse Team Members can expect t prvide a quick review f activities under their functin and describe what went well fr them, what did nt wrk well, what steps can be taken t imprve the situatin, r ther lessns learned. This meeting allws fr pen discussin f February

24 NCR WARN Operatinal Plan pprtunities fr imprvement, actins taken and the decisins they were based n, and ptential future imprvements. The designated Member utility cllects respnses during this meeting and assembles them in an After Actin Reprt that briefly summarizes the actins taken during the respnse. The After Actin Reprt can include a brief descriptin f the incident, the actins taken, and what needs t change in the future. The fllwing is a list f questins addressing the key aspects f a respnse. (The list is nt allinclusive.) In summary, ask what went well, what did nt g well, what needs t be imprved, r ther lessns learned. The fllwing questins are examples f what may be asked as part f an After Actin Reprt: Ntificatin What was the number and frequency f ntificatins? Did the number and frequency prvide an accurate peratinal understanding f the emergency? Activatin Hw did activatin ccur fr utilities, NCR WARN, and ther stakehlders? Hw quickly did full activatin ccur between stakehlders that respnded? Hw can the activatin prcess be imprved r streamlined? Were the different departments (r jurisdictins and agencies) able t activate their plans and prcesses during this incident? Crdinatin Were the Member utilities well-crdinated and matched t assignments accrding t skill? What can be dne in the future t maximize available resurces? What went well? Were the gals met? What went wrng and what was dne t crrect it? What can be imprved? Were resurces interperable? Were the resurces that were requested the same as the nes that were delivered? Were databases used and are they interperable acrss different wrkgrups and jurisdictins? Mbilizatin Was the infrmatin gathered frm ntificatins sufficient t accurately rganize and prepare fr mbilizatin? Hw quickly did full mbilizatin ccur between stakehlders that respnded? Operatinal Supprt What actually ccurred at all levels f participatin (timeline)? What were the pre-event plans and prcesses fr preparedness, respnse, recvery, and mitigatin? Did the plans and prcesses meet the need f jurisdictins and agencies respnding t this event? Hw accurately were resurce requests anticipated and fulfilled? Hw can prcedures fr pre-staging resurces, making and fulfilling resurce requests, tracking and reprting n resurce status, and recvering resurces be imprved? Hw accurately were persnnel requests anticipated and fulfilled? What were sme success stries? February

25 NCR WARN Operatinal Plan What areas need imprvement t facilitate respnse in the future? Dembilizatin Was a dembilizatin plan in place befre the event? Was it fllwed? What wrked well? What did nt wrk well and were steps taken t address the situatin? What can be imprved fr the future and what ptins are available? Miscellaneus What are sme ther lessns learned nt captured abve? Imprvement Plan The After Actin Reprt with the assessments and recmmendatins then serves as the basis fr the Imprvement Plan, which is smetimes referred t as a Crrective Actin Plan. An Imprvement Plan includes the brad recmmendatins fr imprvements, the agreed-upn crrective actins, a timeline fr making the changes, and an assignment f respnsibilities t individuals r rganizatins. Belw are elements fr an Imprvement Plan: Measurable crrective actins Designated prjected start date and cmpletin date Crrective actins assigned t an rganizatin and a pint f cntact within that rganizatin Crrective actins cntinually mnitred and reviewed as part f an rganizatinal Crrective Actin Prgram. An individual can be elected t manage a Crrective Actin Prgram t reslve crrective actins resulting frm exercises, plicy discussins and real-wrld events and supprt the scheduling and develpment f subsequent training and exercises. Sectin 8: Training, Exercises, and Updates Training COG and the Water Security Wrk Grup will prvide training as needed This training may include: The IS-100.PW Intrductin t the Incident Cmmand System, I-100, fr Public Wrks Persnnel IS-200.(ICS 200) ICS fr Single Resurces and Initial Actin Incidents IS-700.Natinal Incident Management System (NIMS), An Intrductin IS-800.A Natinal Respnse Plan (NRP), An Intrductin IS-630.Intrductin t the Public Assistance Prgram IS-701.Multiagency Crdinatin Systems IS-703.NIMS Resurce Management IS-706.NIMS Intrastate Mutual Aid - An Intrductin dcumentatin, including: Damage assessment Tracking and dcumenting expenses using existing utility accunting frms Reimbursement fllwing lcal and state emergency agencies prcesses and prcedures February

26 NCR WARN Operatinal Plan Exercises NCR WARN may peridically exercise its Operatinal Plan t validate the ability t execute and evaluate the plan. NCR WARN uses a multi-year exercise plan t initiate a building-blck apprach in which training and exercise activities fcus n specific capabilities in a cycle f escalating cmplexity. Accrding t the U.S. Department f Hmeland Security s (DHS) Hmeland Security Exercise and Evaluatin Prgram (HSEEP), there are seven distinct types f exercises1. This dcument discusses three types belw. Tabletp Exercises Tabletp Exercises, a type f discussin-based exercise, bring tgether key persnnel t discuss hypthetical scenaris in an infrmal setting. NCR WARN Member utilities can use this type f exercise t assess plans, plicies, and prcedures r t evaluate the systems needed t guide the preventin f, respnse t, and recvery frm a defined incident. Tabletps typically aim at facilitating understanding f cncepts, identifying strengths and shrtcmings, and achieving changes in the apprach t a particular situatin. An exercise facilitatr encurages participants t discuss issues in depth and develp decisins thrugh slw-paced prblem slving, rather than the rapid, spntaneus decisin making that ccurs under actual r simulated emergency cnditins. The effectiveness f a tabletp is derived frm the energetic invlvement f participants and their cnsideratin f recmmended revisins t current plicies, prcedures, and plans. The NCR WARN may participate in independent, State, r lcal tabletp exercises. Functinal Exercises A Functinal Exercise is designed t evaluate and validate individual capabilities, multiple functins, activities within a functin, r interdependent grups f functins. Functinal exercises center n an exercise scenari with dynamic events that drive activity at the management level. A functinal exercise simulates everyday peratins in a functinal area by presenting cmplex and realistic prblems that require rapid and effective respnses by trained persnnel perating in a highly stressful, time-cnstrained envirnment. The NCR WARN may participate in independent, State, r lcal functinal exercises. Full-Scale Exercises Full-Scale Exercises are multi-agency, multi-jurisdictinal, multi-rganizatinal exercises that validate many facets f preparedness. They include many players perating under cperative systems such as an Incident Cmmand System (ICS) t effectively and efficiently prevent, respnd t, r initiate recvery frm an incident. Full-scale exercises fcus n implementing and analyzing the plans, plicies, prcedures, and cperative agreements develped in discussinbased exercises and hned in previus, smaller, peratins-based exercises. In full-scale exercises, a highly realistic depictin f peratins in multiple functinal areas presents cmplex and realistic prblems that require critical thinking, rapid prblem slving, and effective respnses by trained persnnel. During full-scale exercises, facilitatrs prject events thrugh a scripted exercise scenari with built-in flexibility t allw updates that drive activity. The exercises play ut in real time, creating a stressful, time-cnstrained envirnment that clsely mirrrs real-life events. At a minimum, the NCR WARN will try t cnduct at least ne tabletp exercise annually. Functinal and full-scale exercises may ccur peridically. In planning and cnducting either type f exercise, the NCR WARN can engage the state emergency management agency; state drinking water primacy agency, and the state wastewater permitting authrity. Additinally, the NCR WARN may participate in independent, State, r lcal full-scale exercises. February