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AG 23-254 - INTERLOCAL AGREEMENT WITH CFW, FWPS, LAKEHAVEN, SKFR, AND VIRGINIA MASONRETURN TO: EXT: CITY•OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM I. ORIGINATING DEPT./][)IV: EMERGENCY MANAGEMENT 2. ORIGINATING STAFF PERSON: KEVIN PELLEY EXT: 2712 3. DATE REQ. BY: 10/26/23 4. TYPE OF DOCUMENT (CHECK ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) ❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES / CDBG ❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS) ❑ ORDINANCE 0 RESOLUTION ❑ CONTRACT AMENDMENT (AG#): ❑ INTERLOCAL * OTHER 5. PROJECT NAME: Greater Federal Way Community Emergency Management Program, (GFWCEMP) Comprehensive Emergency Management Plan (CEMP) 6. NAME OF CONTRACTOR: NA ADDRESS: TELEPHONE- E-MAIL: FAX: SIGNATURE NAME: TITLE 7. EXHIBITS AND ATTACHMENTS:.9 SCOPE, WORK OR SERVICES.8 COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES. ❑ PRIOR CONTRACT/AMENDMENTS 8. TERM: COMMENCEMENT DATE: 12/31/2023 COMPLETION DATE: RECERTIFIED EVERY 5 YEARS 9. TOTAL COMPENSATION $ (INCLUDE EXPENSES AND SALES TAX, IF ANY) (IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES) REIMBURSABLE EXPENSE: ❑ YES ONO IF YES, MAXIMUM DOLLAR AMOUNT: $ IS SALES TAX OWED ®YES IDNO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY RETAINAGE: RETAINAGE AMOUNT: ❑ RETAINAGE AGREEMENT (SEE CONTRACT) OR ❑ RETAINAGE BOND PROVIDED ❑ PURCHASING: PLEASE CHARGE TO: 10. DOCUMENT/CONTRACT REVIEW INITIAL / DATE REVIEWED INITIAL / DATE APPROVED OB PROJECT MANAGER KP, 10/09/23 ❑ DIRECTOR ❑ RISK MANAGEMENT (IF APPLICABLE) 2 LAW JRC 10/26/23 11. COUNCIL APPROVAL (IF APPLICABLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE: 12. CONTRACT SIGNATURE ROUTING ❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D: ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS ❑ CREATE ELECTRONIC REMINDER/NOTIFICATION FOR 1 MONTH PRIOR TO EXPIRATION DATE (Include dept. support staff if necessary and feel free to set notification more than a month in advance if council approval is needed.) INITIAL / DATE SIGNED L W DEPARTMENT IGNATORY (MAYOR OR DIRECTOR) ❑ CITY CLERK ❑ ASSIGNED AG# AG# COMMENTS: GFWCEMP Consists of the City of Federal Way, Federal Way Public Schools, South King Fire, Lakehaven Water and Sewer District, and Virginia Mason Franciscan Health. The CEMP defines roles and responsibilities in emergency and disasters. This document is a revision of the 2016 CEMP signed by representatives of all parties. Federal law requires jurisdictions to review and file a CEMP with their state every five years to be eligible for Stafford Act reimbursement in the event of a Federally declared disaster. 2/2017 Comprehensive Emergency Management Plan (CEMP) Greater Federal Way Community Emergency Management Program (GFWCEMP) Effective December 311% 2023 � 10000r" vA4! CITY OF Federal Way SOUTH KING FIRE FEDERAL WAY PUBLIC SCHOOL � Lakehaven WATER & SEWER Virginia Mason Franciscan Health Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) A. Approval Document This document is the Comprehensive Emergency Management Plan (CEMP) for the Greater Federal Way Community Emergency Management Program (GFWCEMP) established by Inter -local agreement AG 05- 131. Member agencies include the City of Federal Way, Federal Way Public Schools; South King Fire, Lakehaven Water and Sewer District, and Virginia Mason Franciscan Health. Other organizations addressed in this CEMP include the Federal Way Amateur Radio Club (FWARC), and Greater Federal Way Community Emergency Response Team (GFW CERT). This CEMP was prepared in accordance with guidance from FEMA's CPG 101 and the National Response Framework. It is consistent with federal, state, and local standards. The City of Federal Way Emergency Manager, is the Emergency Manager for the GFWCEMP and responsible for testing, review, and recertification of this CEMP. The Deputy Chief of Police from the Federal Way Police Department will act as the Emergency Manager in the absence of the Federal Way Emergency Manager. This document supersedes all previous plans. It will be reviewed annually and recertified every five years. Jim Ferrell Mayor, City of Federal Way Dr. Dani Pfeiffer Superintendent, Federal Way Public Schools Dave Van Valkenburg Fire Chief, South King Fire John Bowman General Manager, Lakehaven Water and Sewer District Date Date Date Date Dino Johnson Date Chief Operating Officer, St. Anthony Hospital, Virginia Mason Franciscan Health B. Record of Changes December, 2023 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) Changes to the CEMP are logged each time additions and modifications are made. Implementing procedures are not included as part of this plan and are contained in separate documents. Change No. Date of Change Posted By summary of change C. Record of Distribution December, 2023 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) The CEMP is intended for use by those entities with described obligations in the Plan. These include: The City of Federal Way and its Mayor, City Council, Courts, Police Departments and other departments and offices; Federal Way Public Schools, South King Fire; Lakehaven Water and Sewer District; and Virginia Mason Franciscan Health. Other organizations incorporated in the planning and execution of this document include the Federal Way Amateur Radio Club, the Federal Way Community Emergency Response Team, the Federal Way Chamber of Commerce, other non-profit organizations, faith - based organizations, and major private sector entities that may be identified in this plan. The CEMP is posted to the City of Federal Way's internet site as a public document. The CEMP was delivered electronically to partners and stakeholders as a part of the county's commitment for sustainable practices. This CEMP was delivered on DATE TO: The State of Washington Military Department, Emergency Management Division King County Office of Emergency Management City of Federal Way, Office of the Mayor City of Federal Way, City Council City of Federal Way, City Courts City of Federal Way, Police Department Federal Way Public Schools South King Fire Lakehaven Water and Sewer District Virginia Mason Franciscan Health Federal Way Amateur Radio Club Federal Way Community Emergency Response Team D. Table of Contents December, 2023 3 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) I. Introduction A. Approval Document B. Record of Changes C. Record of Distribution D. Table of Contents II. Purpose, Situation, and Assumptions A. Purpose B. Scope C. Situation Overview D. Planning Assumptions III. Concept of Operations A. Whole Community Involvement B. Leadership Intent C. EOC Activation Levels IV. Direction, Control, and Coordination A. Multi -Jurisdictional coordination B. Relationship to Preparedness Plan C. Relationship to Mitigation Plan D. Response Plan E. Relationship to Recovery Plan V. Organization A. General Emergency Management a. Organizational Chain of Command B. Disaster and Emergencies a. Organizational Chain of Command C. Organizational Diagrams VI. Responsibilities A. Critical Tasks a. Preparedness tasks b. Mitigation Tasks c. Response Tasks d. Recovery Tasks B. Mutual Aid Agreements (MAA), Memoranda of Agreement (MOA), Memoranda of Understanding (MOU) VIL Communication A. Interoperable Communications Plans B. Jurisdictional Communication Plan VIII. Administration A. Documentation B. Retention C. Preservation IX. Finance A. Expenditure Approval Process and Cost Documentation B. Cost Recovery and Reimbursement Process C. Public Assistance Programs D. Individual Assistance Programs E. Other Needs Assistance F. Small Business Administration Programs December, 2023 4 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) X. Logistics A. Methodology and Agencies Involved in Resource Procurement B. Resource Gaps C. Specialized Resources D. Resource Request Process XI. CEMP Development and Maintenance A. Review Process a. Training and Exercise Program b. Annual Exercises c. After Action Reports B. Availability to the Public C. CEMP Revision and Maintenance Schedule a. Process for Monitoring and Implementing Changes in Law XII. Functional Annexes December, 2023 5 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) II. Purpose Scope and Assumptions A. Purpose The purpose of this Comprehensive Emergency Management Plan (CEMP) is to provide the framework under which the Greater Federal Way Community Emergency Management Program (GFWCEMP) will mitigate, prepare for, respond to, and recover from emergencies and disasters in accordance with the Incident Command System. It identifies and establishes responsibilities and obligations of the Government of the City of Federal Way and the partner agencies before, during and after emergencies in accordance with Federal, State, County and City laws and codes. This plan also includes the complimentary roles of the private sector, non-profit service groups, volunteers, and other local, county, state and federal government agencies. This plan is in compliance with and meets the requirements of United Sates Code (USC) 42 U.S.C. 5151, Presidential Proclamation Directive (PPD) 8, Washington Administrative Code (WAC) 118-30, State Senate Bill (SSB) 5046, and the Revised Code of Washington (RCW) 38.52 and 49.60. Local resolutions include FWR 91-090 and 05-453, and interlocal agreements AG 90-197 and 05-131 B. Scope This CEMP is a local -level plan incorporating the City of Federal Way, the Federal Way Public Schools, the critical emergency response of South King Fire, the utility provider Lakehaven Water and Sewer District, and the medical support of Virginia Mason Franciscan Health. This plan does not address ordinary day-to- day operations or established agency and departmental procedures. This plan provides an established plan to prepare for and respond to emergencies, disasters, and planned events that exceed the capacity or capabilities of one or more agencies and/or departments. This plan is an "all hazards" plan designed for response to the entire range of emergency and disaster situations. The GFWCEMP CEMP is consistent with King County and Washington State CEMPs and the National Planning Framework. C. Situation Overview Federal Way is an incorporated city in King County with a population of 101,030 according to the 2020 census. The city is bordered by Puget Sound and Poverty Bay to the West, Dash Point State Park, Pierce County and the City of Tacoma to the. Southwest, the City of Milton to the South, the unincorporated King County neighborhoods of Lakeland South and Lakeland North to the East, the City of Kent to the North, and the City of Des Moines to the Northwest. The major North -South thoroughfares of Interstate 5 and Highway 99 run along the Eastern side of Federal Way. Most industrial and commercial infrastructure in Federal Way is centered along the 1-5 and HWY 99 corridor. West of HWY 99, Federal Way is mostly residential, consisting of apartment complexes and single-family neighborhoods. Federal Way is a diverse city with approximately 41% of the population identifying as white, with large Black, Hispanic, and Asian populations. Federal Way has large Spanish, Korea, Russian, Ukrainian, Arabic, Chinese, and Vietnamese speaking groups which may require limited English proficiency (LEP) planning and accommodations. As of 2021, the median household income in Federal Way was $68,672. Income disparity is fairly geographically defined with lower incomes concentrated near HWY 99 and income becoming higher December, 2023 6 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) moving west toward the waterfront neighborhoods. The lower income families may also present higher densities of residents of LEP and persons with disabilities. Federal Way is predominately a suburban commuter -based community. Major employers within Federal Way include Federal Way Public Schools, Virginia Mason Franciscan Health and St Francis Hospital, World Vision International, and the United States Postal Service. Federal Way adopted the King County Regional Hazard Mitigation Plan (RHMP) of 2020 which assesses natural and human -caused hazards. Federal Way's geographical location makes it less vulnerable than surrounding communities to natural disasters like tsunami, floods, lahar, and wildland urban interface fire. Lack of major political, infrastructure, and symbolic targets reduce the likelihood of terrorist attack and civil disorder. However, Federal Way's proximity to SeaTac International Airport, the Port of Tacoma, and the 1-5 and Hwy-99 corridors make it more susceptible to airplane crash and hazardous material incidents. The top hazards are: Name Probability Impact Risk 1. Earthquake Medium High High 2. Severe Weather High Medium High 3. Hazardous Material Incident Medium High High 4. Biological Pandemic Medium Medium Medium 5. Civil Disorder Medium Medium Medium 6. Airplane Crash Low High Medium 7. Volcanic Eruption Low High Medium 8. Infrastructure Failure Low High Medium 9. Cyber Attack Medium Medium Medium 10. Tsunami/Seiche Low Medium Medium 11. Drought Low Medium Medium 12. Terrorist Activity Low Medium Medium 13. Landslide Low Low Low 14. Flood Low Low Low 15. Wildland/Urban Interface Fire Low Low Low Capability Assessment: The GFWCEMP combines considerable capabilities to mitigate, prepare, respond to and recover from all hazards. The City of Federal Way possesses robust planning, law enforcement, public works, and infrastructure. South King Fire (SKF) provides firefighting and basic life support (BLS) ambulance. Combined with ValleyCom dispatch, SKR can call upon mutual aid from Tacoma Fire Department and advanced life support (ALS) ambulance response. Integrating Lakehaven Water and Sewer District into the GFWCEMP provides additional utility resources and health and safety capabilities. Not included in the GFWCEM program are Puget Sound Energy (PSE) or telecommunication providers. The GFWCEMP does not have a full time EOC. In the event of an emergency, the Patrick Maher Room in the Federal Way City Hall is utilized as an EOC with prepositioned equipment. D. Planning Assumptions. Emergencies and disasters will: 1. Occur with or without warning. December, 2023 7 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) 2. Require significant information gathering and dissemination between incident command post(s), the EOC, other jurisdictions, and the public. 3. May involve a single or multiple geographic areas. 4. Span the spectrum of emergency management including mitigation, prevention, protection, response and recovery. 5. Involve multiple hazards or threats. 6. Result in loss of life, property, disruption of services, and infrastructure. 7. Overwhelm department, agency, and district capabilities. 8. Require competition for limited county, state and federal resources. 9. Require prolonged, sustained incident management and EOC operations. 10. Require a declaration of emergency from the Mayor of Federal Way. 11. Overwhelm communications systems. 12. Cause GFWCEMP agencies and departments to reduce services to residents and customers. 13. Require residents, businesses, and industries to rely on their own resources and be self- sufficient for two weeks following a major disaster. 14. Overload emergency medical facilities. 15. Prevent prompt emergency response to all calls for service from police, fire, EMS, public works, utilities, and private services. 16. Disproportionately affect vulnerable groups. III. Concept of Operations A. Whole Community Involvement It is the intent of this plan to take a "whole community approach," being as inclusive as possible in order to provide equitable opportunities for everyone in our community to prepare for, respond to, and recover from disasters. This includes planning with and for people with access and functional needs (AFN), including those with disabilities, children, household pets and service animals, LEP, and others through the identification of physical, programmatic and, communication needs of the aforementioned groups. The GFWCEMP will conduct emergency management operations in a fair and equitable manner with zero tolerance for discrimination based on race, color, religion, sex, sexual orientation, national origin, age, disability, or gender identity across all day-to-day or emergency operations. This CEMP explicitly acknowledges its responsibility to plan for the essential needs of household pets and service animals, as "required by law. In addition, the GFWCEM program recognizes that children have different needs than adults and that agencies and departments have a responsibility to specifically address those needs in the execution of operational plans. The GFWCEMP will make every reasonable attempt and accommodation to conduct emergency management operations consistent with the U.S. Department of Justice guidelines for making community emergency preparedness and response programs accessible to people with disabilities and access and functional needs. An Emergency Communications Proficiency Plan (published separately) was developed to support the Greater Federal Way Community in better communicating life -safety messages to people with LEP. This December, 2023 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) document is a guidance document which describes the GFWCEMP agencies language access obligations, messaging strategies, message distribution options, and contact information. B. Leadership Intent. Emergency response efforts are often time -critical endeavors that require rapid decision making and action. This CEMP will provide priorities, procedures, and objectives to assist in the preparation, training, and staging of resources to enable decision makers to quickly act in an emergency. Authority: The Mayor, or in their absence, the City Council President, may proclaim a state of emergency in accordance with FWR 91-91 and RCW 38.52.70. Proclamation of an emergency authorizes the use of many emergency powers that are necessary to respond to an emergency or disaster. 2. Operational Objectives: To prioritize planning, resources, and operational direction, the GFWCEMP objectives in order of precedent are: a) Life Safety b) Incident Stabilization c) Protection of Property and the Economy d) Preservation of Culture and the Environment 3. This GFWCEMP CEMP will: a) Outline activities for mitigation, preparation, response, and recovery. b) Detail emergency operations center (EOC) operations c) Provide direction of consequence management. d) Work through the KCEOC for county and state assistance or non -routine mutual aid. 4. Desired End -State: Upon resolution of the emergency or disaster, essential services are restored, and life returns to normal, or a new normal is established. C. EOC Activation Levels The GFWEMP Emergency Operations Center (EOC) performs planning, public information and warning, and operational coordination for incidents and events. The EOC operates under the national Incident Management System (NIMS), the Incident Command system (ICS) and in accordance with this CEMP and GFWCEMP EOC procedures. The GFWCEMP does not have a full time EOC. When activated, the GFWCEMP EOC is established in the Patrick Maher Room of Federal Way City Hall. The alternate location is SKR Station 62. The EOC may be activated in response to or the imminent threat of an emergency, or in preparation for a major planned event. The Mayor of Federal Way, the City Administrator, the Director of Emergency Management, Federal Way Chief of Police or Deputy Chief of Police', Federal Way Director of Public Works, South King Fire Chief or Emergency Management Director, or the Lakehaven Water and Sewer District General Manager may activate the EOC. Any GFWCEMP agency or city department may request the activation of the EOC. December, 2023 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) The EOC can be activated in three levels: Level 3: Warm Start. The EOC may be activated at a level 3 in anticipation of an event that may cause disruption or overwhelm one or more agencies or departments. Examples include the prediction of a severe winter storm, planned protest, or another event that is predicted not to exceed available services. Level 3 activation prepares the EOC, setting up tables, chairs, computers, telephones, and graphic aids. The EOC Manager and select staff monitor events, establish communications, gather situational awareness, and evaluate required and available resources. Level 2: Partial Activation. The Partial Activation of the EOC occurs when an event or incident exceeds the resources of responding agencies and departments, or to facilitate coordination of resources, communications, and planning between agencies, departments, and policy makers. A Level 2 Activation will be tailored to the event, only recalling the staff required to manage the event. Level 1: Full Activation. The EOC is activated at Level 1 to respond to major emergencies or disasters. All sections are fully staffed to facilitate planning, communications, resources, and to make recommendations to the Policy Group. Major events requiring Level 1 EOC Activation will also likely continue beyond one operational period requiring planning and personnel for a second or third shift. Level 1 Activation is not sustainable for long periods without major disruptions to agency and department operations. Planning: The EOC provides a central location, away from the scene of the incident, to convene an inclusive "whole of community" team. It uses existing response plans to expedite initial responses and more detailed pans in order to support both responders and policy makers. The EOC provides experience personnel to identify vulnerabilities and available resources, and present courses of action for decision makers. The EOC is the central location for the GFWCEMP team to implement, exercise and maintain a planning cycle to support policy makers and incident commanders with well -developed and resourced plans. It gathers information and recommendations from incident commanders, neighboring jurisdictions, county, and state agencies. The EOC must ensure plans and strategies address socioeconomic, demographic, accessibility, and risk assessment considerations to identify, recommend, and implement achievable, tangible, community -based actions and goals. Public Information and Warning. The EOC coordinates information using the Joint Information System (JIS). Public Information Officers (PIO) may be located at the EOC, establish a Joint Information Center (JIC) near the incident scene, or elsewhere. The EOC uses the AS to coordinate information with the JIC and PIOs to ensure unified understanding across all agencies and departments, identify rumors and misinformation, and coordinate unified messaging. Operational Coordination. The EOC Manager, through the EOC, defines and communicates clear roles and responsibilities within the EOC, between the EOC, the Incident Command, the JIC, and the policy makers. The EOC also coordinates multi -jurisdictional responses with neighboring cities, and the King County Emergency Operation Center (KCEOC). The EOC may also be required to coordinate with the Pierce County EOC and Washington State Emergency Management Division (EMD). The EOC synchronizes actions to ensure unity of effort, synchronizes and tracks priorities, objectives, strategies, and resource allocations. The EOC is the central point to lead, coordinate and drive the operational process. The EOC must also continuously evaluate the effectiveness of operations to improve the processes and response. IV. Direction, Control, and Coordination. December, 2023 10 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) A. Multi -Jurisdictional Coordination 1. The Chief Executive of each GFWCEMP Member Agency will exercise direction and control of their jurisdiction. 2. When a situation exceeds the GFWCEMP Member Agency's or a department's ability to contend with an emergency or a critical resource has been depleted, the affected chief executive or director may request the Emergency Manager to request additional aid through King County Office of Emergency Management. If additional resources are not available, the agency or director may request the Mayor of Federal Way to proclaim a state of emergency. 3. The GFW EOC will coordinate multi -jurisdictional emergencies 4. The GFWCEMP Policy Group will set coordinated polices and direction for all GFWCEMP member organizations. B. Preparation. 1. This Comprehensive Emergency Management Plan (CEMP), Continuity of Operations (COOP), Continuity of Government (C and Hazard Mitigation Plans when properly disseminated and rehearsed, protect citizens and prepare critical members of the GFWCEMP agencies to respond quickly and effectively in the event of an emergency or disaster. 2. All GFWCEMP organizations are responsible for supporting Emergency Management activities through the development of department -specific plans, engaging in emergency planning, encouraging staff personal preparedness and family disaster planning, and completing training specific to their emergency functions. C. Mitigation. GFWCEMP Members include disaster and emergency mitigation in their comprehensive plans. Planners reduce the effects of disasters through codes, plans, and physical measures to eliminate or reduce the effects of emergencies. Examples include plans for flood water runoff, earthquake resistant buildings, redundant power to critical facilities, etc. D. Response. The GFWCEMP EOC will coordinate response to emergencies and disasters that exceed the capability or capacity of one or more member organizations. E. Recovery. Coordination in recovery is critical. Member organizations of the GFWCEMP will coordinate recovery plans to ensure rapid return to normal services and effective use of resources. V. ORGANIZATION A. General Emergency Management 1. The Chief Executive of each GFWCEMP Member Agency will exercise direction and control of their of their agency or organization. 2. The City of Federal Way Mayor, or in their absence, the City Council President, may proclaim a state of emergency to expedite access to local resources needed to cope with the incident. If the needed response exceeds these local capabilities, a disaster has occurred. The City Administrator, Department Directors, and Emergency Manager may by emergency proclamation use local resources and employees as necessary and alter functions of departments and personnel as necessary. If the situation is beyond local capability they may request through King County Emergency Operations Center for County, Washington State and/or federal assistance. December, 2023 11 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) 3. During emergency operations, the Emergency Manager is responsible for activation and management of the GFW EOC. 4. GFW EOC section chiefs will coordinate and record all requests and use of emergency resources. 5. Specific persons and agencies are responsible for fulfilling their obligations as presented in the Basic Plan and individual annexes. Agency/Department heads will retain control over their employees and equipment. Each agency/department should develop Standard Operating Procedures (SOPS) to be followed during response operations. 6. Agency/Department heads and other officials legally administering from their office may perform their emergency functions(s) on their own initiative if, in their judgment, the safety and welfare of citizens of the community are threatened. They will notify the Emergency Manager if the event or incident needs are exceeding agency/department resource capabilities. 7. Valley Communications (ValleyCom) is the 911 dispatch agency for the GFW area and the GFW Communities 24 hour "crisis monitor." 8. The Emergency Manager may convene an emergency GFW Oversight Committee meeting in anticipation of an emergency or impending disaster. The committee will evaluate the situation, conduct incident planning, an determine whether to activate the EOC and implement emergency functions and stage resources. 9. Logistical Staging areas (Internal and External) will be established by the EOC, if needed. 10. Community Points of Distribution (CPODs) will be established by the EOC, if needed. B. Organizational Diagrams 6 POLICE 1 EOC MANAGER 2 PIO W 3 LIAISON 4 EOC COORDINATOR 5 OPERATIONS I 1I 1I 1 13 PLANNING CHIEF 22 LOGISTICS CHIEF 27 FINANCE CHIEF CHIEF 7 FIRE S PUBLIC WORKS I 1 1 9 LUD 12 EMERGENCY PROJECTS 10 CARE & SHELTER I l 1 11 SCHOOLS 24 RADIO OPERATORS VI. RESPONSIBILITIES As defined in Mutual Aid Agreements (MAA)/ Memorandums of Agreements (MOA)/ Memorandums of Understanding (MOU) December, 2023 12 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) A. Critical Tasks Identified 1. Senior Elected or Appointed Officials shape or modify laws, policies, and budgets to aid preparedness efforts and improve emergency management and response capabilities. The senior official(s) from each organization within the GFWCEMP must understand their legal roles, responsibilities, limits, and administrative process to act in an emergency or disaster. 2. Local Departments/Agencies such as King County Office of Emergency Management and the State of Washington address unique geographical issues including transborder, agency dependencies, and cross - jurisdictional agreements. The City of Federal Way borders Pierce County and the City of Tacoma, requiring increased cross -border coordination and communication. The Emergency Manager is responsible for establishing direct communication with partners in Pierce County and the City of Tacoma. SKR's aid agreements effectively manage emergencies and disasters across boundaries: Lakehaven Water and Sewer District is a member of WaWarn, which promotes statewide emergency preparedness for water and sewer agencies through resource sharing. 3. Private Sector. The GFWCEMP must coordinate with the private sector to develop and implement risk -based protective programs and resilience strategies, continuity of operations or business continuity planning, and effective, accurate and timely information sharing 4. Government -Sponsored Volunteer Resources (i.e. CERT, Auxiliary Police/Fire, etc.) a. Volunteer/Community Organizations (i.e. NGO, VOAD/COAD, American Red Cross, etc.) possess the capacity to act toward a common goal, advocate for, and aid the whole community, augment government efforts and programs to address specific community needs, manage volunteers and resources to support incident response efforts, have the ability to receive timely recovery information and the resources necessary to be an active participant in the recovery process. They have the ability to note recovery milestones, document best practices, and maintain information for future planning efforts. Their members possess the experience and expertise to assist with the management of money, manpower, and materials to meet recovery needs and obligations not otherwise funded by government programs. b. GFWCEM program members conduct outreach to volunteer and community organizations. c. The City of Federal Way sponsors the GFW Community Emergency Response Team (CERT). 5. Individual Community Members a. Individuals, Families, and Households play an important role in identifying and reporting incidents and should take risk -informed protective actions based on awareness of potential hazards. Safe, secure, and prepared households are often less dependent on response services. Therefore, joint planning and participation by diverse populations are essential to increasing and sustaining community resilience. b. GFWCEMP community outreach encourages residents to prepare emergency supply kits for a minimum of 3 days, recommended 14 days, make plans and preparations for family members and neighbors, consider disabilities, access and functional needs, as well as medications, consider provisions and assistance for their animals, and ensure they have the ability to monitor emergency communications and follow guidance or instructions as provided. c. Outreach also encourages resident to contribute by volunteering with emergency organizations such as CERT, the FWARC, American Red Cross, the Salvation Army and other organizations. VII COMMUNICATIONS A. Interoperable Communications Plans. December, 2023 13 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) 1. In the event of an emergency, GFWCEMP members will first use their established primary means of internal communications. GFWCEMP members will use email as a primary means of interagency communications when available to enable ease of distribution to multiple partners simultaneously and to keep a documented record of all communications. Email works from redundant systems like smart phones, Wi-Fi laptops, and computers on hardwired LANs. 2. Attempt to limit the use of phone calls except when needed for detailed back -and -forth conversations. GFWCEMP Planning Committee and Executive Council members will request Government Emergency Telecommunication Service (GETS) cards, and Wireless Priority Service (WPS) access for their official cell phones. 3. GFWCEMP EOC will establish radio talk groups and distribute radios as required. B. Jurisdictional Communication Plan: The GFWCEMP team must provide timely, accurate, and reliable information to all residents in the language and on the platform that best suits their needs. Radio, television, reverse 911 phone, and all social media platforms should be used. In the event of an emergency evacuation, other methods like loudspeaker announcements from emergency response vehicles. Responders may need to go door-to-door to ensure evacuation compliance. The GFWCEMP Joint Information Center (JIC) is responsible for establishing a Joint Information System (JIS) that provides approved, consistent, unified messaging across all GFWCEMP agencies. 1. Access and Functional Needs (AFN) Populations: (a) Limited -English Proficiency (LEP) populations: Federal Way is required to provide notifications in English, Spanish, Arabic, Korean, Chinese, and Russian. The frequency in which LEP populations may encounter emergency notifications must ensure LEP residents can act quickly and safely in any emergency. Translations in other languages may be required. Trusted Partner Network is a regional network of bilingual community partners that can be accessed through the King County Duty Officer or PIO to disseminate life -safety information using established community networks. Language Line Solutions at languageline.com provides translation services to all required languages. Google can provide emergency translation, but may provide inaccurate or awkward translations. (b) All emergency and disaster messaging must include translations or access to translation services. Text will be kept at a sixth -grade reading level for easier interpretation. (c) Emergency messaging must be available to the visual and hearing impaired including American Sign Language interpretation, closed captioning in multiple languages, text -to -speech compatibility, etc. 2. After each emergency or disaster, the JIC will measure the effectiveness of each method of communication and make recommendations for changes if required. VIII. ADMINISTRATIVE A. Documentation: Documentation is critical during an emergency or disaster to ensure proper recording of non-standard operations and requesting compensation and reimbursement. 1. All agencies and departments will designate personnel responsible for documentation of emergency operations within their organization, agency, or department. 2. Agencies/Departments are responsible for keeping records of the name, arrival time, duration of utilization, departure time, and other information relative to the service of emergency workers, as well as documentation of the injuries, lost or damaged equipment, and any extraordinary costs. 3. During all activations, the GFWCEMP EOC will establish an administrative section responsible for recording and maintaining accurate records including, but not limited to: • Situation Reports ■ EOC Action Plans December, 2023 14 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) • Requests for Assistance • Damage Assessments • Emergency Proclamations • Expenditure Reports • Individual logs ■ Force account time and equipment usage • After -Action Reports (AARs) B. Retention 1. All records of emergency operation activities shall be kept in a manner that distinguishes them from day-to-day operational reports, service work requests, and payroll records. 2. When appropriate, emergency reports and expenditures shall be coordinated, and documentation for state and/or federal reimbursement and/or assistance programs shall be prepared and submitted to the appropriate state and federal agencies. C. Preservation Process 1. All agencies and departments will identify records essential for continuity of preservation of government and provide for their protection as required by RCW 40.10.010 (Information regarding essential records designation, list of security and protection, and document reproduction as outlined by the State Archivist). IX. FINANCE A. Expenditure Approval Process/Incurred Cost(s) Documentation. Emergency expenditures are not integrated into the budgeting process and disasters occur on a periodic basis requiring substantial and necessary unanticipated obligations and expenditures. Financial operations will be carried out under compressed schedules and intense public pressures, necessitating expeditious (non -routine) procedures, but with no lessened sound financial management and accountability. 1. In emergency situations, the GFWCEMP agencies may enter into contracts and incur obligations using abridged procedures in accordance with individual agency policies, procedures, and codes. Individual employees of each GFWCEMP Agency may not incur expenditures outside of regular purchasing parameters without those parameters being waived through an Emergency Proclamation as by their agency executive or designated representative. 2. Records will be kept in such a manner that emergency or disaster related expenditures and obligations of departments and agencies can be broken out and identified separate from regular or general programs and activities. 3. Complete and accurate records are necessary to: • Document requests for assistance Seek cost recovery through appropriate avenues (private sector responsibility, Federal disaster declarations, etc.) Audit reports and records o Appropriate extracts from payrolls o Schedule of City equipment used or copies of invoices from rented equipment o Invoices, warrants, and checks issues and paid for materials and supplies o Copies of contracts for all work performed by an outside agency December, 2023 15 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) B. Cost Recovery Process/Reimbursement. Following a disaster or emergency, there may not always be a reimbursement avenue, however the City should take the appropriate actions and follow the same level of documentation standards in the event that a reimbursement avenue becomes available. Costs recovery may come from: ■ Jurisdiction Insurance/Risk Pool • State Reimbursement Programs • Federal Reimbursement Programs • Grants from non-profit organizations or foundations • Private -Sector Entities in cases where they were responsible for causing the disaster. C. Pending a Federal Disaster Declaration. After an occurrence that may result in a declared major disaster or emergency, King County Office of Emergency Management will send notifications and forms to the local jurisdictions for reporting disaster related loss. During response and recovery efforts, agencies and, departments are responsible for using those forms to report information related to damages incurred by public facilities and infrastructure. Forms are compiled and sent back to King County Office of Emergency Management for county -wide compilation and submission to the Washington State Emergency Management Operations Center (SEOC). If expenditures exceed a preset threshold, the governor will request a Presidential Disaster Declaration. Pending this declaration, emergency disaster expenditures will come from currently appropriated local funds in accordance with RCW 35.33.081 "Emergency Expenditures —No debatable Emergencies" and RCW 35.33.091 "Emergency Expenditure —Other Emergencies." D. Following a Presidential Disaster Declaration. Once a disaster declaration is made by the President, Joint Field Offices are opened and staffed by FEMA and the State, for the purpose of administering disaster assistance programs. Briefings will be arranged for all eligible applicants. The Finance Department is responsible for attending these briefings and completing all paperwork related to requesting disaster assistance. Below are some of the avenues for community assistance: 1. Public Assistance (PA) is one of FEMA's grant programs that provides funds directly to State and Local governments and certain qualified non -profits to aid communities who are responding to and recovering from a major disaster or emergency that has resulted in a Presidential Disaster Declaration. The program provides emergency assistance to help save lives and protect property, as well as helping to permanently restore community infrastructure. 2. Individual Assistance (IA) is for individuals and families impacted by the federally declared disaster or emergency. 3. Other Needs Assistance (ONA) Program(s) under FEMA's Individuals and Households Program (IHP), provides financial assistance to necessary expenses and serious needs directly caused by the disaster, but is not covered by other assistance programs. To those that qualify, the ONA may provide assistance for the following: • Child Care • Medical and Dental • Funeral • Transportation • Moving and Storage • Critical Needs ■ Miscellaneous and Other Expenses December, 2023 16 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) 4. Small Business Administration (SBA) Program(s). Businesses can apply for loans from the Small Business Administration (SBA) Program following a Federally Declared Disaster. These loans may cover operating expenses, business losses, wage losses, etc. The SBA Program an also offer loans to residents to repair or replace their primary home to its pre -disaster condition and replace some personal property (i.e. appliance and furniture). The SBA also has the authority to declare a disaster to authorize their own programs even when a Federal Major Disaster Declaration is not in place. X. LOGISTICS A. Methodology and Agencies Involved in Resource Procurement. Agencies/Departments responding to emergencies will first use their available resources. In a Declaration of Disaster or Emergency, the GFW EOC Logistics Section becomes the focal point of procurement, distribution and replacement of personnel, equipment, and supplies. The Logistics Section will also provide services and equipment maintenance beyond the integral capabilities of elements of the emergency organization. Scarce resources will be allocated according to priorities and objectives established by the Emergency Action Plan. B. Resource Gaps: In the event of a major disaster, members of the GFWCEMP may not be able to provide services to the residents of Federal Way. The GFWCEMP team must quickly identify requirements, capacity, and determine the resource gaps and potential sources to fill those gaps. Potential gaps include: 1. Fuel. The City of Federal Way and FWPS have an interlocal agreement for the use of FWPS Fuel. For a major disaster that exceeds the capacity of the FWPS supply, additional fuel must be resourced. 2. Shelter. The City of Federal Way and FWPS have an interlocal agreement for emergency shelter. However, there are not sufficient cots, linens, toiletries, and other items to support displaced persons in the event of a major disaster. The Red Cross and other nonprofit organizations may be overwhelmed or unable to reach Federal Way, therefore additional resources may be required. 3. Debris Removal. The City of Federal Way's debris removal plan is sufficient to respond to a major winter storm, but may be inadequate for a major earthquake or volcanic eruption. Additional debris removal equipment and disposal locations may be required. 4. Communications. The City of Federal Way Public Works and Parks Departments no longer have vehicle or handheld radios and rely on cell phone use. In the event of a major disaster, cell phones may be out of service or overwhelmed. The GFWCEMP should procure, or identify an emergency source of handheld and vehicle -mounted radios for redundant and reliable emergency communication. Additional means of communication such as satellite phones and Starlink internet should be considered. 5. Food. In the event of a major earthquake or volcanic eruption, normal transportation will be disrupted and grocery stores may not be resupplied. The GFWCEMP should establish agreements with local bulk food distributors to ensure availability of food to distribute to affected residents. C. Specialized Resources. In the event a situation is beyond the capability of local and pre -designated mutual aid resources and/or contracts, the GFWCEMP EOC will request additional or specialized resources through the King County Office of Emergency Management, which may forward them to Washington State EMD, who in turn may forward them to other states via EMAC, or to the federal government. It is important to note that the requesting agency is obligated to pay for these resources. D. Resource Request Process. The Finance -Logistics Section is responsible for providing projected and/or anticipated costs, checklists for requesting and providing assistance, process for record keeping, and a description of reimbursement procedures. GFWCEMP EOC will use the established resource request process to procure and manage resources. XI. CEMP DEVELOPMENT AND MAINTENANCE December, 2023 17 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) A. Review Process 1. Training & Exercise Program. The GFWCEMP will develop and approve an annual training and exercise program that meets all State and Federal requirements. Training will be progressive and sequential to provide the building blocks necessary for new members to become proficient in their emergency tasks. GFWCEMP partners will participate in scheduled training and exercises. 2. Annual Exercise. The GFWCEMP will conduct a minimum of one exercise where the full EOC is activated and all members of the GFWCEMP participate. Exercises should include participation with King County Office of Emergency Management. Non-profit, faith based, and business partners should be included. A real -world activation of the GFWCEMP in response to an emergency or disaster may replace an annual exercise if approved by the GFWCEMP Executive Council. 3. After -Action Reports (AARs) a. The GFWCEMP partners will conduct AARs after all scheduled activations, exercises, and unscheduled activations of the EOC. b. Members will conduct a hasty evaluation or "hot wash" immediately after each exercise or activation before closing the EOC and dismissing the staff. This hot wash will compile key lessons learned of best practices, and critical points where the CEMP should be revised, training improved, etc. Member agencies will conduct an AAR after each activation and exercise and submit their AARs to the GFW EM prior to the next scheduled GFWCEMP Planning Committee meeting. c. Revision of the CEMP. The CEMP must be revised, approved by the Executive Council, and submitted to Washington State EMD every five years. The GFWCEMP Planning Committee will review all AARs and review the CEMP after each annual exercise or real -world exercise of the EOC and submit proposed revisions of the CEMP to the GFWCEMP Executive Council at their next scheduled meeting. d. Availability to the Public. AARs will be posted to the City of Federal Way's internet site as a public document and delivered electronically to partners and stakeholders. 5. CEMP Revision or Maintenance Schedule a. The CEMP must be revised, approved by the Executive Council, and submitted to Washington State EMD every five years. b. The GFWCEMP Planning Committee will review all AARs and review the CEMP after each annual exercise or real -world exercise of the EOC and submit proposed revisions of the CEMP to the GFWCEMP Executive Council at their next scheduled meeting. c. The GFWCEMP Planning Committee will monitor for changes in the laws which affect emergency management. If the City of Federal Way, King County, the State of Washington or the United States institutes new laws or ordinances that direct changes to this CEMP, the GFWCEMP Planning Committee will submit proposed revisions of the CEMP to the GFWCEMP Executive Council at their next scheduled meeting. December, 2023 18 Comprehensive Emergency Management Plan (CEMP), December 31, 2023 Greater Federal Way Community Emergency Management Program (GFWCEMP) A. Approval Document This document is the Comprehensive Emergency Management Plan (CEMP) for the Greater Federal Way Community Emergency Management Program (GFWCEMP) established by Inter -local agreement AG 05- 131. Member agencies include the City of Federal Way, Federal Way Public Schools, South King Fire, Lakehaven Water and Sewer District, and Virginia Mason Franciscan Health. Other organizations addressed in this CEMP include the Federal Way Amateur Radio Club (FWARC), and Greater Federal Way Community Emergency Response Team (GFW CERT). This CEMP was prepared in accordance with guidance from FEMA's CPG 101 and the National Response Framework. It is consistent with federal, state, and local standards. The City of Federal Way Emergency Manager is the Emergency Manager for the GFWCEMP and responsible for testing, review, and recertification of this CEMP. The Deputy Chief of Police from the Federal Way Police Department will act as the Emergency Manager in the absence of the Federal Way Emergency Manager. This document supersedes all previous plans. It will be reviewed annually and recertified every five years. . 3 ,3 Ferrell D to Mayor,deral Way r. ani P iffer Date Superintendent, Federal Way Public Schools Dave Van Valkenburg Date Fire Chief, South King Fir John wman Date Gener I Manager, Lakehaven Water and Sewer District lz_ iZ Z� Dino Johnson Date Chief Operating Officer, St. Anthony Hospital, Virginia Mason Franciscan Health B. Record of Changes December, 2023