iii. Federal Award Identification Number (to be completed by the state when available) HM-HMP

Transcription

1 KANSAS DIVISION OF EMERGENCY MANAGEMENT HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS (HMEP) FFY GRANT APPLICATION (Application Submission Deadline - April 7, 2017) 1. FEDERAL AWARD IDENTIFICATION i. Subrecipient (County/LEPC/Entity) Name (to be completed by the applicant) Shawnee County Emergency Management and Shawnee County Local Emergency Planning Committee ii. Subrecipient s DUNS Number iii. Federal Award Identification Number (to be completed by the state when available) HM-HMP iv. Federal Award Dates Start Date: 9/30/2016 End Date: 9/30/2019 v. Subaward Period of Performance Start Date and End Date Start Date: 9/30/2017 End Date: 9/30/2018 vi. Amount of Federal HMEP Funds Requested by the Applicant for this Project $102,200 vii. $ viii. $ Total Amount of Federal HMEP Funds requested by the LEPC for this Grant Period Total Amount of Federal Award (Total HMEP Funds requested by the LEPC this year) ix. Federal Award Project Descriptive Project Title: PROJECT TOCCOA TRAINING x. Name of Federal Awarding agency, Pass-Through Entity, and Contact Information for Awarding Official Federal Awarding Agency: USDOT PHMSA; Pass Through Entity: The Adjutant General s Department, State of Kansas; Contact Information for Awarding Official: Angelynn T. Morgan, Deputy Director, Kansas Division of Emergency Management, 2800 SW Topeka Blvd. Topeka, 66611; Phone: xi. CFDA Number and Name; the pass-through entity must identify the dollar amount made available under each Federal award and the CFDA number at time of disbursement CFDA Number: ; Name: The Adjutant General s Department; HMEP Dollar Amount Available in (to be filled up by the State when available): $ 321, CFDA Number at the Time of Disbursement:

2 xii. Identification of Whether the Award is R&D: No xiii. Indirect Cost Rate for the Federal Award (including if the de minimis rate is charged per Indirect (F&A) costs (to be completed by the applicant if indirect cost is used): 2. APPLICANT CONTACT INFORMATION Project manager Name Errin Mahan Title Address City, Zip code Topeka KS Telephone Number Training and Exercise Coordinator 200 SE 7th Street SB10 Local emergency planning committee chair/division director Name Karl McNorton Title Chairperson Address 600 NW 46 th Street City, Zip code Topeka KS Telephone Number Financial contact information (person responsible for fiscal management) Name Scott Garcia Title Finance/Admin Section Chief Address 200 SE 7 th Street SB10 City, Zip code Topeka KS Telephone Number Scott.garcia@snco.us 3. PROJECT INFORMATION (Use separate form for each project) Hazmat Planning: Commodity Flow Study/ Hazards Analysis Capabilities Assessment Plan Development/Update Attending Hazmat Conference/Symposium Other (Specify) Hazmat Exercise: Full Scale Functional Drill Tabletop Other (Specify) 2

3 List the Core Capabilities to be addressed : Hazmat Training: NFPA 472 Core Competency Training NFPA 472 Mission Specific Competency Chemical Specific Training Training Gap Analysis Other (Specify) x x x x Tentative Project Dates (to be completed by the applicant) Proposed Start Date 10/1/17 9/30/18 Proposed Completion Date Estimated Cost of the Project Amount of HMEP funds requested $102,200 If you are willing to accept partial funding, indicate the amount $75,000 Match share (multiply the amount of HMEP funds requested by 0.25, which equals Full to the (20/80) % Match share) Partial $25,550 Description Of Match (All Match must be non-federal (e.g. EMPG, DHS, etc.), not allocated to other grant)) Match Description Full ($) Partial ($) Type of match (soft-match or cash, or both) Soft Match 0.00 Source (time of fire fighter, law enforcement, Wages of Participants (35 $27,000 students, citizen, first responder, others, etc.) participants per class) Other (describe, e.g. indirect cost) None at this time 0.00 Salary and/or fringe benefit (rate x hours)* Training Team & Logistics $1,000 Facility space used for planning/exercise Shawnee County Locations $3600 HMEP project related travel (planning/training) None at this time 0.00 to be used as match Equipment used for training/exercise (describe) Expendables for training $ Other allowable match (describe) None at this time 0.00 Total match (non-federal and not used for any other federal and/or state funded projects) $31850 *Prevailing market rate can be used for salary, fringe benefits, equipment, and facilities if exact values are not known 4. PROJECT NARRATIVE a. NEEDS ASSESSMENT: NEEDS ASSESSMENT: PROGRAM NEED = (DESIRED PROGRAM ACTUAL PROGRAM) Describe the jurisdiction s current need (hazmat planning, training or exercise) using the steps below. Involve all parties needed to perform an accurate needs assessment Assess your hazmat program, identify gaps Evaluate effectiveness of LEPCs and local response teams Evaluate needed tasks, activities, supplies and equipment Develop priorities for tasks and activities to be conducted 3

4 Determine if needs are feasible Determine if needs coincide with the goals of your agency Prioritize need according to level of importance Describe if this is part of county s multi-year plan for training and exercise. If so, attach a copy of the plan. Involve all parties needed to perform an accurate needs assessment As the State Capital and as a rural/metro area, it is important that all of our partners are able to practice together. Each of these agencies have been brought into our planning processes in the past and will continue to be a part of our planning processes going forward. 190th Air Refueling Wing Fire Department American Medical Response American Red Cross Auburn Police Department City of Topeka Fire Department City of Topeka Police Department City of Topeka Traffic Engineering Colmery-O'Neil VA Medical Center Community Resources Council Kansas Department of Transportation Metropolitan Topeka Airport Authority (MTAA) Mission Township Fire Department NEKSHS IMT Partners Regional Hazardous Material Teams Regional SAR Taskforces Rossville Police Department Salvation Army Shawnee County 1033 Group Shawnee County BOCC - Policy Group Shawnee County Coroner Shawnee County Department of Corrections Shawnee County Emergency Management Shawnee County EOC ESFs #1-15 Shawnee County Fire District #1 - Silver Lake Shawnee County Fire District #2 - Auburn Fire Shawnee County Fire District #3 - Rossville Fire Shawnee County Fire District #4 - Dover/Valencia Shawnee County Health Department Shawnee County LEPC Shawnee County PIO Group Shawnee County Regional VOAD Shawnee County Sheriff's Office Shawnee Heights Fire District Silver Lake Police Department Soldier Township Fire Department St Francis Hospital 4

5 Stormont Vail Hospital USD321 Kaw Valley Schools USD345 Seaman Schools USD372 Silver Lake Schools USD437 Auburn Washburn Schools USD450 Shawnee Heights Schools USD501 Topeka Schools Valeo Behavioral Health Washburn Tech EMS Program Washburn University Police Department Assess your hazmat program, identify gaps Shawnee County updated a HazMat plan in Fall of This plan is not like previous plans and the current HMEP Grant Award for Operation Pegasus has served to test and exercise that plan. It has become evident through our assessments that many of those who received hazmat training in the past decade have not kept up on their training due to a lack of funding to take advantage of the opportunities. Many responders have indicated that they would like to attend trainings, however funds and lack of coverage are the topics brought up the most as to why they are not able to do so. It has also been seen that there is a considerable gap in the ages/experience of many of our responders where knowledge is either lacking or has never been passed on. As the workforce matures it has been noticed and documented that many persons who have received previous training have either changed professions or retired. As is continually seen, the workforce retires and new folks coming into the professions are not trained This is a significant training gap. At this time training in the following is seen as necessary Decontamination HazMat IQ Chlorine Railroad HazMat Evaluate effectiveness of LEPCs and local response teams There are over 800 emergency personnel in Shawnee County, when including all levels of government. Less than 1% of those have satisfactory HazMat training. While the local Fire Department has a Regional HazMat team, the total sum of that team s complement is less than 20. When examining the region, less than 5% of the responders in the 23 county area are full-time departments. The Local Emergency Planning Committee continues to meet once each quarter. Over 20 persons from a number of different subject matters are involved in the planning teams for the training and exercises. The Local Emergency Planning Committee has won awards in past years for their 5

6 effectiveness and contributions to the betterment of HazMat Mitigation, Preparedness, Response and Recovery as well as their ability to plan in accordance with the Whole Community. Evaluate needed tasks, activities, supplies and equipment A needs assessment has shown that Shawnee County needs to provide more opportunities for local responders to remain local and yet receive valid, certified and relevant HazMat training. Local responders and partners have not been able to refine and perfect their skills due to a lack of funding to take advantage of the certain training opportunities outside of Shawnee County. At this time training in the following is seen as necessary (listed in Priority) Decontamination HazMat IQ Railroad HazMat Chlorine Decontamination: In a survey of personnel it was found that many of those who had attended decon classes, both instate and outside the state, none had been called on to real incidents in at least half a decade. The same personnel who received DHS and USDOT in decon had not been able to find refresher training to refine and refresh their skills. Shawnee County has a small amount of decon equipment however most is over a decade old. Those that previously took care of the equipment (some have retired, some have died and others have moved on) have not taken the time train or provide training on the equipment. There is a lack of decon team formation in Shawnee County. It is the intent of the training to form a team or at least form a group of personnel that will be around or awhile to benefit Shawnee County in terms of decon. HazMatIQ: This class was last offered in Shawnee County over five years ago. In looking at the rosters it was found that many of those who took part in the class have retired or left Shawnee County. One gap and concern of the LEPC and the EM relates to how dependent personnel have become on technology to help solve their problems on the scene of a HazMat. This program would help fill the gap with a low-tech yet informative solution. If our responders and personnel are not using their knowledge in the HazMat realm on an everyday basis, they lose their edge and skills. It would be the intent of the training team to build on this class afterwards and help to keep up the skills of our personnel as well as train or point new personnel towards the capability. 6

7 Chlorine: It has been found through our CAMEO and other reporting tools that Chlorine is a product that goes through our communities in Shawnee County. It has also been found through our reporting tools that we have a large amount of Chlorine usage in our jurisdiction. These locations involve schools, hospitals, swimming pools, industry and water treatment. With a topography that varies often, Shawnee County would benefit from training in Chlorine and other heavy gases. Being a rural/metro community it was again found that many personnel who had attended classes in the past, both in-state and outside the state, none had been called on to real incidents involving Chlorine The same personnel who received DHS and USDOT relating to Chlorine had also not been able to find refresher training to refine and refresh their skills. It is problematic in a rural community to expect responders to take vacation or take time away from their work to travel out of state often to get training. Railroad HazMat Shawnee County sees a large number of trains come through carrying hazardous materials. Some of these trains pass through while others stage on sidings in at least seven different areas of the county. Some of the trains also drop off hazardous materials to the Tier II facilities that inhabit Shawnee County. Shawnee County has not seen a significant train accident involving a hazardous materials release since July Being a rural/metro community it was again found that many personnel who had attended classes in the past, both in-state and outside the state, none had been called on to real incidents involving railroads. Most of those who were around during the last significant railroad accident have either retired or left the service. The same personnel who received DHS and USDOT relating to railroad had also not been able to find refresher training to refine and refresh their skills. It is problematic in a rural community to expect responders to take vacation or take time away from their work to travel out of state often to get training. Develop priorities for tasks and activities to be conducted During the Federal 2017 Fiscal year, Shawnee County has used HMEP funds to perform exercises to 7

8 test the 2016 Shawnee County Hazaroudous Materials Plan. The exercise suite is called Operation Pegasus. Shawnee County refined our HazMat Plan in Fall of The Operation Pegasus activities are in progress at this time (Spring 2017) to train on and test the plan. Over 50 agencies/organizations will be involved and we expect at least 200 players being involved. The first Priority is to fill the gaps found in the AAR/IP as well as the assessments and THIRA. To fill the gaps found, local training and corrective actions would be made available through the use of HMEP funding in Federal Fiscal year 2018 and identified as Project Toccoa. The next Priority, following completion of training in Project Toccoa, would entail a Tabletop Exercise so as to address the previous AAR/IP and update the HazMat Plan from the lessons learned. In terms of which courses are ranked high or low priority: #1 Decontamination #2 HazMat IQ #3 Railroad HazMat #4 Chlorine Determine if needs are feasible With a 2013 population of 178,831, Shawnee County was the 3rd most populated county in the State of Kansas. Hazardous materials and waste are a concern for Shawnee County, because a sudden accidental or intentional release of such materials can be dangerous to human health, to nearby property, and to the quality of the environment. Such releases may come from both fixed sources, such as a manufacturing or storage facility, or from a transportation source, such as a truck or pipeline. Shawnee County and the Local Emergency Planning Committee (LEPC) have cataloged and pre-identified fixed facilities that could experience accidental releases due to equipment failure, human error, or a natural or manmade hazard event. Shawnee County LEPC will continue to identify and work with these facilities. Hazardous materials pose a threat to communities in east-central Kansas. Localities where hazardous materials are fabricated, processed, and stored as well as those where hazardous waste is treated, stored, and disposed of are most at risk for hazardous materials incidents. In 2011, there were 172 facilities housing hazardous chemicals in east-central Kansas identified by the Community Right to Know Act, with 111 of those facilities being in Shawnee County. Additionally, localities along transportation corridors that carry these materials to their final destinations are also at risk Determine if needs coincide with the goals of your agency Shawnee County Emergency Management Mission Statement: Provide a 24-hour operation to reduce the loss of life and property and to protect the environment. The highest priority is to protect Shawnee County residents from all hazards by providing and coordinating resources, expertise, leadership, and advocacy through a comprehensive, risk-based, emergency preparedness program of mitigation, management, response, and recovery 8

9 The annual Strategic Plan for Shawnee County Emergency Management outlines the relevant goals as follows: (request at if a copy of the current Strategic Plan is desired/needed) Continue to develop partnerships (at all levels) that support public safety objectives of life safety, incident stabilization, and property conservation. Identify certified instructors for multiagency, all hazard courses to instruct in the local community. This will allow agencies to save money by keeping training local. Identify local venues and locations for instructors to deliver all hazards training to keep students local. This has the potential to be an income generating venture. Exceed Emergency Management Performance Grant (EMPG) requirements and continue to coordinate county-wide exercises to ensure maximum participation and collect detailed data for reporting to support all partners. Train and keep at least 100 active CERT volunteers engaged with activities that promote public safety over the next five years. Use the operational management cycle (develop/adjust plan, implement/execute plan, and evaluate/re-evaluate) to validate the strategic plan and define task assignments. Prioritize need according to level of importance The Threat Hazard Identification and Risk Assessment (THIRA) can be viewed in the county mitigation plan on the Shawnee County website. An additional threat assessment was developed with partners and can be viewed in our offices. Due to the nature of this document, it is a stand-alone document that is kept secured. It contains security information protected by K.O.R.A. KSA (a)(12). In estimating potential losses, the most significant loss potential with hazardous materials incidents concerns people. Special populations are particularly vulnerable to the impacts of a hazardous materials incident because of the potential difficulties involved in the evacuation. Trained personnel are required and needed to ensure the highest level of success in the concept of Life Safety. With the scarcity of resources continuing to haunt many jurisdictions, Shawnee County sees a need to advance the local and regional HazMat training and to ensure EM partners and professionals are trained, educated and present when Shawnee County might need them. Being that Shawnee County is both a metro and rural area, there is a lack of time/materials and support for these responders to leave the state to attend the trainings. Shawnee County sees the need to ensure that quality and valid training is provided to responders in Shawnee County and in the areas where regional assistance will be offered. In terms of which courses are ranked high or low priority: 9

10 #1 Decontamination #2 HazMat IQ #3 Railroad HazMat #4 Chlorine Describe if this is part of county s multi-year plan for training and exercise. If so, attach a copy of the plan. Shawnee County holds a TEPW each year. This training is in accordance with that Plan. The plan is rather large in size and can be made available upon request Operation Pegasus: Training/Testing/Exercise of 2016 HazMat Plan; including Seminars, Tabletop and Full Scales Training based on the THIRA, AAR/IP from Operation Pegasus and any plan changes. At this time training in the following is seen as necessary Decontamination HazMat IQ Chlorine Railroad HazMat There would be a TTX following the training to validate and to incorporate into county wide HazMat Plan. The TTX will be conducted and handled by the local training/exercise teams and will not use HMEP monies FSE to test the training and plan. b. GOALS AND OBJECTIVES: List hazmat emergency response program s long and short term (upcoming grant cycle) goals and objectives. When determining goals and objectives for your program, ensure they: Align with state and PHMSA s program Goals and Objectives Address the findings of the needs assessment Are obtainable and reasonable Are clear and concise Are measurable in terms of projected outputs and outcomes 10

11 Through research the applicant has found that the following meets the PHMSA s Program goals and objectives Overall Goals: Ensure that Shawnee County and its regional responders are sufficiently trained to handle HazMat incidents in accordance with the Shawnee County 2016 HazMat Plan. Objectives: #1 Provide HazMat training sessions for Shawnee County and Regional Responders once a quarter through Federal Fiscal Year 2018 #2 Provide HazMat training sessions for Shawnee County and Regional Emergency Partners once a quarter through Federal Fiscal Year #3 Identify and instruct HazMat training sessions each quarter based on Operation Pegasus AAR/IP and Shawnee County THIRA. #4 Conduct Tabletop Exercise following the completion of all quarterly training sessions that gauges the effectiveness of the trainings. (TTX will be handled by the inhouse Training/Exercise Team. No funds from HMEP are requested for the TTX) #5 Write and develop an AAR report which addresses whether the Operation Pegasus AAR/IP corrective actions have been successfully implemented PROJECT NARRATIVE: The project narrative must fully describe the proposed activities. Project Activity Project Timeline Deliverables and End Products Monitoring and Evaluation Budget Narrative i. Project Activity The project narrative must fully describe the proposed activities. When listing Tasks & Activities, it is very important to remember the following: Who Who will be performing the task or activity? What What task or activity is to be performed? Why Why is the task or activity being performed? Where Where will the task or activity take place? When When is the task or activity projected to be performed? How Many What is the projected number participants involved in the task or activity? How Much What is the projected cost of the task or activity? Describe what task or activity will be performed (include scenarios for exercises): 11

12 Shawnee County would utilize the CFR200 and the KDEM 3006 to select certified and qualified vendors to provide the Hazardous Materials training for Project Toccoa. As Shawnee County is a rural/metro area the price and schedule of any training to will have to account for the involvement of volunteer departments and volunteer partners. This would likely mean classes would again be occurring on weekends and might affect the costs; however one of the gaps found is that it harms the Shawnee County volunteers agencies/organizations when the training is not held at a time when their employees can attend. Shawnee County has asked for quotations for the following: (listed as specific quarter of calendar) Training Course 18-1: Decontamination This course must meet the objectives of NFPA 472, 2002 standard and OSHA 29 CFR Topics shall include: Establish a decontamination corridor in the correct location, using information about the material involved to determine the method and materials to be utilized in the decontamination corridor, and different decontamination techniques used in various types of hazardous materials/wmd incidents. The course must meet the requirements for issuance of Kansas EMS CEU for continuing education in the area of 4 hrs Technical 4 hrs Skill. (8 hour sessions). Class will take place as follows: Wednesday, October 25, 2017 Thursday, October 26, 2017 Friday, October 27, 2017 Saturday, October 28, 2017 Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opportunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. Shawnee County would provide the training venues at no charge to the contractor. Cost: $25,600 Training Course 18-2: HazMat IQ Contractor will provide the The HazMatIQ Above The Line/Below The Line class. The class involves a system that coaches responders through a streamlined chemical research method to verify their initial size-up, preparing responders to immediately go to work when they arrive on a Hazardous Materials/WMD event. The training reportedly provides street smart Cheat Sheets that enable responders to safely and efficiently respond to any known or unknown chemical or mixture. Students taking this course will be able to size-up (physical state, hazards, initial hot zone, correct meters and PPE) any chemical in minutes. (8 hour sessions) 12

13 Wednesday, February 07, 2018 Thursday, February 08, 2018 Friday, February 09, 2018 Saturday, February 10, 2018 Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opportunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. Shawnee County would provide the training venues at no charge to the contractor. Cost: $23,200 Training Course 18-3: Chlorine Chlorine is a chemical with many practical applications and a variety of life safety hazards. Transportation of chlorine occurs daily in Shawnee County and many facilities have it in storage. Training is requested so our emergency responders have a clear understanding of where chlorine is stored, where it travels how to manage a leak from one of the three types of pressurized chlorine storage vessels. This course must meet the objectives of NFPA 472, 2002 standard and OSHA 29 CFR The course must meet the requirements for issuance of Kansas EMS CEU for continuing education. It is preferred that there be both classroom and hands-on options for the students. Price for a) 8 hour sessions X 4 and b) price for one 32 hour session Wednesday, June 06, 2018 Thursday, June 07, 2018 Friday, June 08, 2018 Saturday, June 09, 2018 Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opportunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. Shawnee County would provide the training venues at no charge to the contractor. Cost: $26,400 Training Course 18-4: Railroad HazMat Training Shawnee County sees a large number of trains come through carrying large amounts of hazardous materials. This course must meet the objectives of NFPA 472, 2002 standard and OSHA 29 CFR The course must meet the requirements for issuance of Kansas EMS CEU for continuing education. It is preferred that there be both classroom and 13

14 hands-on options for the students. Price for a) 8 hour sessions X 4 and b) price for one 32 hour session Wednesday, August 08, 2018 Thursday, August 09, 2018 Friday, August 10, 2018 Saturday, August 11, 2018 Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opportunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. Shawnee County would provide the training venues at no charge to the contractor. Cost: $27,000 Describe who will be performing the task and/or activity or how it will be performed: Shawnee County Emergency Management will be the lead agency for providing four Hazardous Materials training sessions in Federal Fiscal year 2018 (one per each quarter). A training team will be selected (as has occurred with Operation Pegasus). Members of the training team will be those that are subject matter experts in the various facets of HazMat. The ideal training team will consist of those who are trained in needs assessments, THIRA and are familiar with implementing the corrective actions of an AAR/IP. A needs assessment report will be issued from which training concepts and objectives will be formulated by the training team. The training team will also be tasked with receiving feedback and advice from the local responders. Based on the assessment, concepts and objectives, Shawnee County would utilize the CFR200 and the KDEM 3006 to select certified and qualified vendors to provide the Hazardous Materials training for Project Toccoa. Shawnee County will utilize the purchasing policy as detailed in the document cited below as well as follow the requirements as set forth in 2CFR As with past endeavors of this nature, Shawnee County will develop an RFP based on the needs 14

15 assessments, AAR/IP and THIRA. The RFP will be issued in accordance with the purchasing policy and will be awarded after an evaluation board of unbiased persons makes their recommendation to the Board of County Commissioners. Describe why the task or activity being performed. If you are requesting funds for a hazmat training, did you check if the training is offered free by any state or federal agencies? Have you completed the KDEM Course Request Form and it approved by KDEM Training Officer? Refer to Appendix G/Appendix H. Provide a copy of the approval letter/certification from KDEM training officer. During the Federal 2017 Fiscal year, Shawnee County has used HMEP funds to perform exercises to test the 2016 Shawnee County Hazardous Materials Plan. The exercise suite is called Operation Pegasus. The Operation Pegasus activities are in progress. The AAR for the Tabletop will not be available until May 2017 and the AAR for the Full Scales will not be available until September 2017 Shawnee County has found gaps in the HazMat training available as well as a gap in the number of persons who are certified and/or qualified to handle a HazMat incident. A needs assessment has shown that Shawnee County needs to provide more opportunities for local responders to remain local and yet receive valid, certified and relevant HazMat training. (See the section Assess your hazmat program, identify gaps for details) Local responders and partners have not been able to refine and perfect their skills due to a lack of funding to take advantage of the certain training opportunities outside of Shawnee County. As the workforce matures it has been noticed and documented that many persons who have received previous training have either changed professions or retired. As is continually seen, the workforce retires and new folks coming into the professions are not trained This is a significant training gap. KDEM, KUFR and FEMA have a large amount of courses available to pick from. As a rural/metro area, the training must be both applicable and relevant to those being trained. While the objectives might be the same, how they are reached could differ than how other large or small jurisdictions train on these matters Describe where the task or activity will take place: 15

16 All classes would be hosted in Shawnee County. It will be offered during times that allows for the maximum of attendance and would want to hold it at a place where other regional partners could send their personnel Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opportunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. As with the current Operation Pegasus, Shawnee County would provide any venues they have control over at no charge for Project Toccoa. List any supplies and/or consumables or equipment rental that will be used for the project At this time expenses of this nature should be less than $2000. In most of the past exercises and trainings sponsored by Shawnee County Emergency Management, the space has been provided at no charge. Describe if a contractor will be hired and which portion of the project will be carried out by the contractor Shawnee County would utilize the CFR200 and the KDEM 3006 to select certified and qualified vendors to provide the Hazardous Materials training for Project Toccoa. An RFP would be issued that meets the applicable rules and laws. The RFP would be broken out for each course so that the benefit for each training course is realized. List the contractor if you have selected one for the project. Justify why this contractor has been selected. Is it the most cost effective option? Explain Based on the assessment, concepts and objectives, Shawnee County would utilize the CFR200 and the KDEM 3006 to select certified and qualified vendors to provide the Hazardous Materials training for Project Toccoa when the grant is awarded. Describe if any portion of the project will be carried out by the LEPC (including local volunteers) 16

17 Shawnee County would rely on the volunteers, professionals and LEPC members from the following agencies/organizations: 190th Air Refueling Wing Fire Department American Medical Response American Red Cross Auburn Police Department City of Topeka Fire Department City of Topeka Police Department City of Topeka Traffic Engineering Colmery-O'Neil VA Medical Center Community Resources Council Kansas Department of Transportation Metropolitan Topeka Airport Authority (MTAA) Mission Township Fire Department NEKSHS IMT Partners Regional Hazardous Material Teams Regional SAR Taskforces Rossville Police Department Salvation Army Shawnee County 1033 Group Shawnee County BOCC - Policy Group Shawnee County Coroner Shawnee County Department of Corrections Shawnee County Emergency Management Shawnee County EOC ESFs #1-15 Shawnee County Fire District #1 - Silver Lake Shawnee County Fire District #2 - Auburn Fire Shawnee County Fire District #3 - Rossville Fire Shawnee County Fire District #4 - Dover/Valencia Shawnee County Health Department Shawnee County PIO Group Shawnee County Regional VOAD Shawnee County Sheriff's Office Shawnee Heights Fire District Silver Lake Police Department Soldier Township Fire Department St Francis Hospital Stormont Vail Hospital USD321 Kaw Valley Schools USD345 Seaman Schools 17

18 USD372 Silver Lake Schools USD437 Auburn Washburn Schools USD450 Shawnee Heights Schools USD501 Topeka Schools Valeo Behavioral Health Washburn Tech EMS Program Washburn University Police Department ii. Project Timeline: Describe when the task or activity projected to be performed, the timeline of the project. Provide tentative dates for the activities proposed (do not list the grant start or end dates): October Approve and set final parameters, concepts and objectives to place into an RFP. (Each quarter can be separated out.) October 30, 2017 Award RFP October 2017 Project Toccoa Training Session One February 2018 Project Toccoa Training Session Two June 2018 Project Toccoa Training Session Three August 2018 Project Toccoa Training Session Four AWAITING RESPONSE FROM VENDORS iii. Deliverables and End Products: For planning projects, describe what will be the output and how it will be delivered electronic, hardcopy or both). Upon completion, upload planning documents in Kansas Planning System It is the intent of Shawnee County to have the training in Project Toccoa be delivered in a qualified, valid and certified manner. It is the intent of the training for there to be responders trained in each course. Training would involve written tests and skills tests where applicable. An AAR/IP would be written from each class s surveys The following would be submitted to KDEM: Status reports, Sign In sheets, Certificates list, Costs, AAR/IP, Surveys and evaluations and anything else deemed necessary and proper. If a training is conducted, provide a tentative number of students that will be trained. Pre-test, post-tests and course evaluation is required to ensure effectiveness of training Shawnee County would like to be able to once again train between responders and emergency partners. This number could increase as it is determined what type of training is going to be put on as has been discussed previously. The RFP would include requirements of Tests, Status reports, Sign In sheets, Certificates list, Costs, AAR/IP, Surveys and evaluations and anything else deemed necessary and proper. 18

19 Based on past endeavors each 8 hour course would contain at least 30 personnel. Average pay of personnel of $20 per hour would be a match of $4800 in salary/pay each class day. Each class is to be held at least 3 times if not 4 times. Each class put on that has full 30 personnel attendance should bring forth approximately $ If an exercise is conducted, provide the list of agencies that will participate in the exercise and a tentative number of responders to be trained Shawnee County would hold one TTX exercise following the completion of the Project Toccoa training sessions so as to address the previous AAR/IP and update the HazMat Plan from the lessons learned. This TTX would NOT use HMEP funds and would handled by local training/exercise specialist. It is estimated at this time that 54 persons representing the following would be invited: 190th Air Refueling Wing Fire Department American Medical Response American Red Cross Auburn Police Department City of Topeka Fire Department City of Topeka Police Department City of Topeka Traffic Engineering Colmery-O'Neil VA Medical Center Community Resources Council Kansas Department of Transportation Metropolitan Topeka Airport Authority (MTAA) Mission Township Fire Department NEKSHS IMT Partners Regional Hazardous Material Teams Regional SAR Taskforces Rossville Police Department Salvation Army Shawnee County 1033 Group Shawnee County BOCC - Policy Group Shawnee County Coroner Shawnee County Department of Corrections Shawnee County Emergency Management Shawnee County EOC ESFs #1-15 Shawnee County Fire District #1 - Silver Lake Shawnee County Fire District #2 - Auburn Fire Shawnee County Fire District #3 - Rossville Fire 19

20 Shawnee County Fire District #4 - Dover/Valencia Shawnee County Health Department Shawnee County PIO Group Shawnee County Regional VOAD Shawnee County Sheriff's Office Shawnee Heights Fire District Silver Lake Police Department Soldier Township Fire Department St Francis Hospital Stormont Vail Hospital USD321 Kaw Valley Schools USD345 Seaman Schools USD372 Silver Lake Schools USD437 Auburn Washburn Schools USD450 Shawnee Heights Schools USD501 Topeka Schools Valeo Behavioral Health Washburn Tech EMS Program Washburn University Police Department iv. Monitoring and Evaluation: Describe if the local (LEPC/county) procurement process align with federal and state procurement processes as described in 2CFR The Shawnee County Purchasing Policy can be found at the following website: Auditors in the past have indicated that the Shawnee County purchasing policy is in alignment and in some areas exceeds the requirements. Emergency Management Staff recognizes the needs and the requirement of following all policies as laid out by Federal and State Law. Describe procurement process to be used for awarding contracts. Refer to 2CFR to determine which procurement standard applies to you. Micro-purchases (currently set at <$3,500) may be awarded without soliciting competitive quotations if the non-federal entity considers the price to be reasonable. If small purchase procedures are used (less than the Simple Acquisition Threshold of $150,000), price or rate quotations must be obtained from an adequate number (3 or more) of qualified sources. Provide Cost Analysis for projects exceeding the Simplified Acquisition Threshold. Every procurement in excess of the Simplified Acquisition Threshold ($150,000) must have a cost or price analysis performed, including contract modifications. 20

21 The Shawnee County Purchasing Policy can be found at the following website: Shawnee County will utilize the purchasing policy as detailed in the document above as well as follow the requirements as set forth in 2CFR200 As with past endeavors of this nature, Shawnee County will develop an RFP based on the needs assessments, AAR/IP and THIRA. The RFP would also include requirements of Tests, Status reports, Sign In sheets, Certificates list, Costs, AAR/IP, Surveys and evaluations and anything else deemed necessary and proper. The RFP will be issued in accordance with the purchasing policy and will be awarded after an evaluation board of unbiased persons makes their recommendation to the Board of County Commissioners. Explain how you will ensure competition and affirmative steps to assure that minority businesses, women s business enterprises, and labor surplus area firms are used as described in 2CFR200. The Shawnee County Purchasing Policy can be found at the following website: Shawnee County will utilize the purchasing policy as detailed in the document above as well as follow the requirements as set forth in 2CFR200 Emergency Management Staff recognizes the needs and the requirement of following all policies as laid out by Federal and State Law. The provisions outlined in 2CFR200 will be placed into any RFP and any evaluation of said RFP to ensure that the Federal, State and Local laws are completely adhered to as well as a certification that all training meets or exceeds the requirements of 2CFR200 v. Programmatic Monitoring Describe in detail the process that the LEPC will use to manage the program; for regional projects, identify the lead county who will lead and coordinate the project, submit reports, provide match, etc. Shawnee County Emergency Management on behalf of the LEPC will provide oversight and leadership for Project Toccoa. A training team will be selected (as has occurred with Operation Pegasus). The training team will consist of those who are trained in needs assessments, THIRA and are familiar with implementing the corrective actions of an AAR/IP. Shawnee County will strive to include members of the training team that are subject matter experts in the various facets of HazMat. While the requirements for this grant only require a quarterly report, as with Operation Pegasus monthly updates will be made to KDEM during the Project Toccoa activities 21

22 Shawnee County Audit-Finance has an employee dedicated to Grants. That person will be kept up to date with the same updates and will ensure that Project Toccoa is not violating any provisions of the grant agreement, or any requirements. Describe internal controls as defined in accounting and auditing (2CFR ) to be used to ensure contractor conformance with the terms, conditions, and specifications of the contract. The Shawnee County Purchasing Policy can be found at the following website: Shawnee County Emergency Management and Shawnee County Audit-Finance will provide oversight for Project Toccoa. Shawnee County Audit-Finance has an employee dedicated to Grants and that person will be kept up to date with the same updates. The Project Toccoa Training Team and leaders will meet regularly in person with the contractor. Any contract signed by the Board of County Commissioners will include provisions and requirements related to ethical conduct and providing stellar performance. The County Counselor s Office will be kept up to date on any issues that arise or any decisions related to interpretation of the contract terms. Describe how you would maintain oversight to ensure that contractors perform in accordance with the terms and conditions of their contracts or purchase orders as described in 2CFR : Shawnee County Emergency Management will provide oversight and leadership for Project Toccoa on behalf of the LEPC. A training team will be selected (as has occurred with Operation Pegasus) which will meet regularly and communicate with any/all vendor(s) that has a hand in the deliver Project Toccoa training Monthly and quarterly updates will again be made to KDEM Shawnee County Audit-Finance has an employee dedicated to Grants and that person will be kept up to date with the same updates. vi. Budget Narrative: Justify the proposed costs. List the vendors that you have selected for the project. Provide explanation if at least three bids were not provided. 22

23 The AAR for the Tabletop will not be available until May 2017 and the AAR for the Full Scales will not be available until September 2017 Shawnee County is inhabited by a large number of professionals that are subject matter experts in training and HazMat training. No vendors have been selected yet but once the AAR s are in and the award is made, the RFP process will be opened up. Each project will be bid separately in order to meet/exceed the guidelines of CFR200 and other relevant directives. Itemized budget: Cost Category Cost Estimate Contractual Planning Fees: Contractual Training Fees: Estimated as of 4/17 $102,200 Training Course Fees: Facility Rental: $3600 paid by SNCO Lodging: Meals: Mileage (0.54/mile): Car Rental: Equipment Rental: Gasoline: Printing: Materials & Supplies: $250 Paid by SNCO Other Costs-1 (describe): Training Team/Logistics Team $1000 Paid by SNCO Other Costs2 (describe): Total Funds Requested: $ 102, Match (Total Funds Requested x (20/80)): $ 25,550 (Softmatch of $27000 from participant wages) Total Cost (Total Funds Requested + Match): $125,550 23

24 HMEP GRANT 18 PROJECT TOCCOA SCOPE OF WORK - DECONTAMINATION This course must meet the objectives of NFPA 472, 2002 standard and OSHA 29 CFR Topics shall include: Establish a decontamination corridor in the correct location, using information about the material involved to determine the method and materials to be utilized in the decontamination corridor, and different decontamination techniques used in various types of hazardous materials/wmd incidents. The course must meet the requirements for issuance of Kansas EMS CEU for continuing education in the area of 4 hrs Technical 4 hrs Skill. (8 hour sessions) DELIVER DATES AND TIMES DATE FIRE SHIFT # OF STUDENTS Wednesday, October 25, 2017 B 35 Thursday, October 26, 2017 C 35 Friday, October 27, 2017 A 35 Saturday, October 28, 2017 C 35 Shawnee County would provide the training venues at no charge to the contractor. DELIVER DATES AND TIMES DATE FIRE SHIFT # OF STUDENTS Wednesday, February 07, 2018 A 35 Thursday, February 08, 2018 B 35 Friday, February 09, 2018 C 35 Saturday, February 10, 2018 B 35 Shawnee County would provide the training venues at no charge to the contractor. Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opporunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. SCOPE OF WORK - HAZMAT IQ Contractor will provide the The HazMatIQ Above The Line/Below The Line class. The class involves a system that coaches responders through a streamlined chemical research method to verify their initial size-up, preparing responders to immediately go to work when they arrive on a Hazardous Materials/WMD event. The training reportedly provides street smart Cheat Sheets that enable responders to safely and efficiently respond to any known or unknown chemical or mixture. Students taking this course will be able to size-up (physical state, hazards, initial hot zone, correct meters and PPE) any chemical in minutes. (8 hour sessions) The scheduling is based on each Fire Shift getting an opporunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties.

25 HMEP GRANT 18 PROJECT TOCCOA SCOPE OF WORK - CHLORINE Chlorine is a chemical with many practical applications and a variety of life safety hazards. Transporation of chlorine occurs daily in Shawnee County and many facilities have it in storage. Training is requested so our emergency responders have a clear understanding of where chlorine is stored, where it travels how to manage a leak from one of the three types of pressurized chlorine storage vessels. This course must meet the objectives of NFPA 472, 2002 standard and OSHA 29 CFR The course must meet the requirements for issuance of Kansas EMS CEU for continuing education. It is preferred that there be both classroom and hands-on options for the students. Price for a) 8 hour sessions X 4 and b) price for one 32 hour session DELIVER DATES AND TIMES DATE FIRE SHIFT # OF STUDENTS Wednesday, June 06, 2018 C 35 Thursday, June 07, 2018 B 35 Friday, June 08, 2018 C 35 Saturday, June 09, 2018 A 35 Shawnee County would provide the training venues at no charge to the contractor. DELIVER DATES AND TIMES DATE FIRE SHIFT # OF STUDENTS Wednesday, August 08, 2018 C 35 Thursday, August 09, 2018 B 35 Friday, August 10, 2018 C 35 Saturday, August 11, 2018 A 35 Shawnee County would provide the training venues at no charge to the contractor. Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties. The scheduling is based on each Fire Shift getting an opporunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. SCOPE OF WORK - RAILROAD HAZMAT TRAINING Shawnee County sees a large number of trains come through carrying large amounts of hazardous materials. This course must meet the objectives of NFPA 472, 2002 standard and OSHA 29 CFR The course must meet the requirements for issuance of Kansas EMS CEU for continuing education. It is preferred that there be both classroom and hands-on options for the students. Price for a) 8 hour sessions X 4 and b) price for one 32 hour session The scheduling is based on each Fire Shift getting an opporunity. Also, due to the large number of volunteer departments, the Saturday session is necessary. Training shall be available to all Law, Fire, EMS, Med, Rescue, Health and VOAD organizations in Shawnee County and those from the surrounding mutual aid counties.

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