Oklahoma All Hazards Intrastate Mutual Aid Plan (PLAN)

Transcription

1 OKLAHOMA FIRE CHIEFS ASSOCIATION OKLAHOMA DEPARTMENT OF EMERGENCY MANAGEMENT OKLAHOMA OFFICE OF HOMELAND SECURITY OFFICE OF THE STATE FIRE MARSHAL OKLAHOMA FORESTRY SERVICES Oklahoma All Hazards Intrastate Mutual Aid Plan (PLAN) Supporting the Firefighting, Hazardous Materials, Technical Rescue, and Emergency Medical functions of the Oklahoma Emergency Operations Plan March 12, 2009

2 TABLE OF CONTENTS Signatories...iii Record of Changes/Revisions...iv Distribution List... v CONCEPT AND DESIGN... 1 Purpose... 1 Key Concepts... 2 Coordination of the Plan... 2 Plan Revision Process... 3 Regional Representation... 3 State Map by Region... 4 Organizational Structure and Responsibilities... 4 Key Positions in the Plan... 5 Training Competencies... 6 OKLAHOMA DEPARTMENT OF EMERGENCY MANAGEMENT... 7 Structure... 7 Emergency Support Functions... 7 ACTIVATION OF THE PLAN... 7 Oklahoma Intrastate Mutual Aid Compact... 7 Organizational Liability... 8 Request for Assistance... 8 Self Dispatch... 8 Resource Inventory... 8 Directions... 9 DEPLOYMENT OF RESOURCES Critical Concepts Resource Definitions Specialty Positions Documentation Uniform Mission Tasking Numbers Mission Book Mission Orders Demobilization LOGISTICAL SUPPORT Logistical Considerations Communications ACKNOWLEDGEMENTS APPENDIX APPENDIX A Oklahoma Intrastate Mutual Aid Compact (OK HB 2585)...A1 APPENDIX B Key Position Checklist...B1 APPENDIX C Resource Typing Definitions...C1 APPENDIX D Resource Inventory...D1 APPENDIX E Frequency Plan...E1 APPENDIX F Forms...F1 APPENDIX G Reimbursement Procedure... G1 ii

3 Signatories Name President Oklahoma Fire Chief s Association Name Director Oklahoma Forestry Services Albert Ashwood Director Oklahoma Department of Emergency Management Kerry Pettingill Director Oklahoma Office of Homeland Security Robert Doke State Fire Marshal Oklahoma State Fire Marshal R. Shawn Rogers, Director Emergency Medical Services Division Oklahoma State Department of Health Dennis Beyer Chief of Homeland Security, Tulsa Fire Department OFCA PLAN Coordinator iii

4 CHANGE # First Draft Record of Changes/Revisions PART OF PLAN AFFECTED Adoption of Florida Fire Chiefs Association State Emergency Response Plan DATE POSTED March 2005 PERSON POSTING CHANGES 1 Addition of Dept. of Agriculture into plan June IAFC recommendations March IAFC recommendations May IAFC recommendations June Final Review and changes Dec 2008 iv

5 Distribution List Copy # Department/Agency Representative Signature v

6 CONCEPT AND DESIGN Purpose Local Fire Departments are many times the first tier response to natural and man-made disasters/emergencies. The primary function of Fire-Rescue personnel in the wake of a disaster is to extinguish fires, conduct search and rescue activities, mitigate hazardous materials emergencies, provide pre-hospital emergency medical treatment, and facilitate transport of the injured to medical facilities. It is a basic assumption of the Oklahoma All Hazards Intrastate Mutual Aid Plan that no community has all of the resources needed to cope with all emergencies. The effective management of emergency response resources during the incipient stage of any major incident and throughout its extended operations will have the most significant impact on life loss and the severity of injuries to the affected population. This plan allows for the rapid activation and response of aid to a community in the event of localized all-hazard emergencies. These events include tornadoes, floods, train derailments, hazardous materials incidents, wildland fires, terrorism and other events that may overwhelm the local fire department and its normal mutual aid resources. The purpose of the Oklahoma All Hazards Intrastate Mutual Aid Plan is to provide local Incident Commanders with access to a large volume of fire service resources. History Based on experiences from the Murrah Bombing, severe weather events, incidents of national significance, and day-to-day incidents that challenge resources and competencies, came a need for greater coordination for interagency disaster management. In 2005, the Oklahoma Fire Chiefs Association started an initiative (formally known as the State Emergency Response Plan [SERP]) to provide for the systematic mobilization, deployment, organization, and management of emergency resources throughout the State of Oklahoma. to assist local agencies with the mitigation of the effects of disasters and other emergencies. With input from the Oklahoma Forestry Services and assistance from the International Association of Fire Chiefs, the SERP developed into the Oklahoma All Hazards Intrastate Mutual Aid Plan (hereafter referred to as the PLAN ). Scope The PLAN provides the structure for cataloging resources available for a mutual aid response, requesting mutual aid resources, responding to mutual aid request, operational considerations involving mutual aid resources, and post-event guidelines. Key Concepts of the PLAN This Plan is directed towards enhancing disaster management and emergency response at the local, county, and state level of government by: 1. Utilizing the National Incident Management System (NIMS) as a model to manage actions during a disaster. 1

7 2. Providing central coordination for Fire-Rescue resource response through Regional Response Coordinators, via Emergency Support Functions (ESF) for firefighting, search and rescue, Haz-Mat, and fire department EMS in coordination with the State of Oklahoma Emergency Operations Plan. 3. Pre-designating responsibilities for leadership and resources at the local, county, and state levels. 4. Integrating Fire-Rescue resources into the planning and response phases of Emergency Management systems at the county and state level. 5. Adhering to the statutes set forth in the "Oklahoma Intrastate Mutual Aid Compact" (OK HB 2585) signed into law on 26 MAY Assuring that mutual aid request and responses follow the guidelines in the National Response Framework Coordination of the Plan The coordination of the PLAN, including its development, revision, distribution, training and implementation is the responsibility of the Oklahoma Fire Chief's Association in partnership with the International Association of Fire Chief's (IAFC). The IAFC, with support and funding from the Department of Homeland Security's, National Integration Center (NIC) has given guidance, direction, and resources to assist with PLAN development and implementation. Once the PLAN is in place and adopted at the State level, this may change. The OFCA All Hazards Intrastate Mutual Aid Plan Committee will oversee this process. TheAll Hazards Intrastate Mutual Aid Plan Committee will be composed of the following: President of Oklahoma Fire Chiefs Association (Committee Chair) State Fire Marshal or designee Oklahoma Forestry Services Director or designee Oklahoma Department of Emergency Management Director or designee Oklahoma Office of Homeland Security Director or designee Oklahoma State Department of Health, Emergency Medical Services Division Director or designee. PLAN Coordinator (designated by the Oklahoma Fire Chiefs Association President) The PLAN Committee can add to this membership as deemed necessary for the success of the PLAN. PLAN Revision Process Any user of the PLAN is encouraged to suggest changes to ensure the PLAN continues to meet needs, is user friendly, and adapts to changes. Any recommended changes to the PLAN should reflect the following: Changes to the National Incident Management System Changes to the National Response Framework Changes to the FEMA Resource Typing System 2

8 Changes in state and nation legislation Needed changes identified in the PLAN after its use. Anyone recommending changes to the PLAN should use the CHANGE SUBMISSION FORM found in Appendix F. Changes to the PLAN should follow the following annual time schedule: Proposed changes shall be submitted as a draft to a PLAN Committee Member by 15 January PLAN Committee Member receiving request for change, will submit proposed changes to the other committee members by 1 February PLAN Committee members will review proposed changes and make suggestions/inquiries to the PLAN Member receiving the request for change by 15 February. Person making recommended changes will consider submitting a second/final draft to the original PLAN Committee Member receiving the proposed changes by 1March which will be forwarded to the PLAN Committee. PLAN Committee will review the final draft and consider changes by 15 March Changes will be presented at the OFCA Conference, April. The PLAN Committee will have the final decision on revisions to the PLAN. Regional Representation The state will be divided into (8) eight regions. These regions will coincide with the eight regions established by the Oklahoma Office of Homeland Security (see following map)..oklahoma All Hazards Intrastate Mutual Aid Plan Regional Map 3

9 REGION 1- Cimarron, Texas, Beaver, Harper, Woods, Alfalfa, Grant, Garfield, Major, Woodward, Ellis, Roger Mills, Dewey, Blain, Kingfisher, Custer, Beckham, Washita REGION 2 Kay, Noble, Payne Osage, Pawnee Washington Nowata, Rogers Mayes, Craig Ottawa, Delaware REGION 3 Greer, Harmon, Jackson, Tillman, Kiowa, Caddo, Comanche, Cotton, Grady, Stephens, Jefferson, Garvin Carter, Love, Murray, Pontotoc, Johnston. REGION 4 Creek Okmulgee McIntosh, Muskogee, Cherokee, Wagoner, Adair, Sequoyah, Haskell REGION 5 Seminole, Hughes, Pittsburgh, Latimer, Leflore, McCurtain, Pushmataha, Choctaw, Atoka, Coal, Bryan, Marshall Okfuskee, REGION 6 - Logan, Lincoln, Pottawatomie, Cleveland, McClain, Canadian REGION 7 Tulsa County REGION 8 - Oklahoma County Each region will appoint a Regional Response Coordinator (RRC). The RRC will be responsible for the following: Cataloging all resources available for mutual aid within that region. Coordinate resources within the region including filling voids of coverage left by previously deployed resources. This may be accomplished by moving up resources within the region, or requesting resources from neighboring regions by coordinating efforts with other Regional Response Coordinators Providing to each participating agency, all needed activity logs, current fee schedules for equipment, and other applicable documentation/forms necessary for reimbursement. However, it will be incumbent upon the participating agency to complete and submit this documentation for reimbursement purposes. Organizational Structure and Responsibilities The responsibility for responding to emergency incidents begins at the local level. Local leaders and emergency managers should prepare their communities to manage incidents locally. The PLAN provides a key role in helping Incident Commanders obtain and coordinate mutual aid resources. The RRC will serve as the Point of Contact for local, county and state emergency management, providing details to available mutual aid resources. When a large number of resources are required to manage an incident or operations are expected to be long duration, Incident Commanders should consider requesting the following resources: Command Resources. Incident Management Teams to fill the major positions of the Incident Command System. Tactical Resources. Enough resources on scene to meet objectives and to ensure responder safety by providing rotation and rehab of responders. Logistical Support. Responding resources will need such things as food, water, fuel, housing, etc. Key Positions in the PLAN 4

10 Oklahoma Fire Chief Association President (PLAN Committee Chair) The President of the OFCA represents the agencies with the mutual aid resources available in the PLAN. Oklahoma Forestry Services Director The Oklahoma Forestry Services is the State Coordinating Agency for Emergency Support Function #4 of the Oklahoma Emergency Operations Plan, responsible for providing necessary resources to suppress forest or grasslands fires. An additional responsibility of the Oklahoma Forestry Services is the Oklahoma Rural Fire Defense, providing technical advice and assistance to rural fire departments through contracts with 10 sub-state planning districts, managed by the Oklahoma Rural Fire Coordinators. Oklahoma Department of Emergency Management Director The Oklahoma Department of Emergency Management (OEM) prepares for, responds to, and recovers from disasters and emergencies. OEM coordinates these responsibilities to through a network of more than 400 local emergency managers. OEM jurisdiction over natural and manmade disasters Oklahoma Office of Homeland Security Director The Oklahoma Office of Homeland Security (OKOHS) oversees regional response resources funded by Federal Department of Homeland Security grants. In addition to these resources, OKOHS is developing a statewide communications interoperable radio communications system. OKOHS has jurisdiction over any terrorism related events. Oklahoma State Fire Marshal State Fire Marshal The State Fire Marshal is charged with enforcing the codes and standards relative to fire safety; investigate acts of arson, attempted arson, or conspiracy to defraud; collection and reporting of fire department incident reporting according to the National Fire Incident Reporting System; and monitoring fire & weather conditions relevant to Wildfire Danger, Red Flag Watches and Warnings, and Burn Bans. The State Fire Marshall oversees the Fire Marshal Commission, whose members are appointed by the Governor, and represent several Oklahoma Fire Service organizations. PLAN Coordinator Appointed by the Oklahoma Fie Chiefs Association, the PLAN Coordinator represents the eight Regional Response Coordinators on the PLAN Committee. Schedules and facilitates quarterly RRC meetings. 5

11 Regional Response Coordinators (RRC) The RRC facilitates the PLAN by cataloging the resources offered for a mutual aid response by each jurisdiction within their region. During an incident that overwhelms a local jurisdiction, the RRC will provide the list of available resources to the Incident Commander or Emergency Management officials and help coordinate the response of mutual aid resources. The RRC will provide feedback to the PLAN Coordinator on the effectiveness on the PLAN and any recommendations for improving the PLAN. A checklist for each key position with their role and responsibilities is in Appendix B. Training Competencies Each of the personnel appointed to a designated role within the PLAN shall be required to complete the following training. National Incident Management System (NIMS) All members of the PLAN Committee,, RRCs, and Regional Management Teams are require to successfully complete the following NIMS training:is-700, IS-800, ICS-100, ICS- 200: Available at no cost to student through FEMA online at: ICS-300, and ICS-400 This training is available at no cost through the following: Online at: Oklahoma State University Fire Service PLAN Training offered through OFCA Positional Training and Certification All-hazards position specific training Integrated Emergency Management System available through DEM, FEMA and IAFC, offered on a rotating basis, nationwide. OKLAHOMA DEPARTMENT OF EMERGENCY MANAGEMENT Structure The Oklahoma Department of Emergency Management (OEM) prepares for, responds to, and recovers from disasters and emergencies. OEM maintains the State Emergency Operations Center which serves as a command center for reporting emergencies, requesting mutual aid resources, and coordinating state response activities. OEM coordinates these responsibilities to Oklahoma cities, towns and counties through a network of more than 400 local emergency managers. State agencies provide resources to local governments according to the functional responsibilities outlined in the State of Oklahoma Emergency Operations PLAN. These functions are referred to as Emergency Support Functions (ESF). For each function, a designated State agency will have primary responsibility and will provide resources and leadership relating to that function. 6

12 ODEM EMERGENCY SUPPORT FUNCTIONS (ESF) ESF FUNCTION OKLAHOMA LEAD AGENCY 1 Transportation Department of Transportation 2 Communications Department of Emergency Management 3 Public Works and Engineering Department of Transportation 4 Firefighting Department of Agriculture, Food and Forestry (ODAFF) 5 Information and Planning Department of Emergency Management 6 Mass Care Department of Emergency Management 7 Resource Support Department of Emergency Management 8 Health and Medical Services Department of Health 9 Urban Search and Rescue Department of Public Safety and Highway Patrol 10 Oil and Hazardous Materials Department of Environmental Quality 11 Veterinary Services and Animal Care Department of Agriculture, Food and Forestry (ODAFF) 12 Energy Corporation Commission 13 Public Safety and Security Department of Public Safety and Highway Patrol 14 Long Term Community Department of Emergency Management Recovery and Mitigation 15 External Affairs Department of Emergency Management Volunteer and Donations Management Support Department of Emergency Management When local and state resources are inadequate to mitigate the disaster, the Governor will request assistance through the Federal Emergency Management Agency (FEMA). The requests will be based on state and local damage reports and expenditure reports for disaster-related activities. When the President of the United States declares an emergency or a major disaster, federal assistance will be authorized to assist. In Oklahoma, the Oklahoma Department of Emergency Management has been designated as the state agency responsible for coordinating assistance received through federal programs. OKLAHOMA INTRASTATE MUTUAL AID COMPACT According to Oklahoma HB 2585, signed into law on 26 MAY 2006, "All jurisdictions within the state, upon enactment of this legislation, are automatically a part of the statewide mutual aid system" (Sec.4.3, Paragraph D). In addition the act defines an "emergency" as "any occasion or instance for which assistance is needed to supplement local efforts and capabilities to save lives and to protect public property and public health and safety, or to lessen or avert the threat of a catastrophe" (Sec. 4.2). Finally, the legislation sites "Jurisdictions shall not be obligated under the Compact to send the requested assistance, and assistance may be withdrawn at any time in the sole and absolute discretion of the jurisdiction." (Sec. 6.B, Paragraph D). 7

13 Each agency providing resources designates three (3) authorized representatives to sign on behalf of that agency when requesting or deploying resources. All requests for assistance will be in accordance with the Oklahoma Intrastate Mutual Aid Compact (HB 2585): "The authorized representative of a jurisdiction may request assistance of another jurisdiction by contacting the authorized representative of that jurisdiction. The provisions of the Oklahoma Mutual Aid Compact shall apply only to requests for assistance made by and to authorized representatives. Requests may be verbal or in writing. If verbal, the request shall be confirmed in writing within thirty (30) days of the verbal request" (HB 2585, Sec. 6.B.) ORGANIZATIONAL LIABILITY Workers' Compensation Coverage Each participating organization will be responsible for its own actions and those of its employees and volunteers and is responsible for complying with the Oklahoma Workers compensation laws. Automobile/Vehicle Liability Coverage Each participating organization will be responsible for its own actions and those of its employees and volunteers and is responsible for complying with the Oklahoma vehicle financial responsibility General Liability, Public Officials, and Law Enforcement Liability To the extent permitted by law and without waiving sovereign immunity, each participating organization will be responsible for any and all claims, demands, suits, actions, damages, and causes for action related to or arising out of or in any way connected with its own actions, and the actions of its personnel in providing mutual aid assistance rendered or performed pursuant to the terms and conditions of the Plan. RESOURCE INVENTORY Each Region will maintain an updated inventory of its equipment, vehicles and personnel that are available for response within the scope of the PLAN. The participating agencies will review the resource inventory section for completion and submit to their County Coordinator, who will gather the resource sheets and pass them on to the RRC. It is clearly understood, as is the standard practice with all mutual aid agreements that all equipment, vehicles, and personnel listed will be provided within the PLAN only if available at the time of the request. When a request for assistance is received, the Regional Coordinator will call each participating department to request their available resources for deployment. The Regional Coordinator will utilize the resource inventory as a guide to track and request available resources The available resources are to be updated annually in accordance with the following guidelines utilizing the Resource Inventory Forms (PLAN Form 2). Directions 1. Only include resources that are available for response to an emergency elsewhere, without reducing your own capabilities to an unacceptable level. 8

14 2. The Types refer to minimum requirements. If all requirements are not met for a Type 1, but are for a Type 2, then list it accurately as a Type 2 (Example: 1250 GPM pumper with 500 gallons of water, meeting all other Type 1 requirements, but will be listed as a Type 2 because it has less than 750 gallons of water). 3. Use the special information area on the inventory list for resources that need clarification for unusual attributes (Example: personnel that are bi-lingual or sign for the deaf). Use a separate list, if necessary, for additional resources not typed on these resource lists. Be specific in describing features or qualifications. Refer to Appendix C for Resource Typing Definitions and Appendix D for Resource Inventory Forms. ACTIVATION OF THE PLAN When an incident or disaster grows beyond the capabilities of a local jurisdiction, including local automatic aid and/or local mutual aid agreements, Incident Commanders may request additional resources following the guidelines set forth in the PLAN, State of Oklahoma EOP, and the National Response Framework. When requesting mutual aids resources, the Incident Commander should conduct a needs assessment to determine additional resources needed, and then contact the Local Emergency Manager to request the additional resources. In addition, the Incident Commander should contact the Regional Response Coordinator representing the region in which the jurisdiction is located. The Local Emergency Manager will contact the County Emergency Manager who will initiate the PLAN by contacting the Regional Response Coordinator to identify where to obtain the requested resources. The County Emergency Manager will inform the State Emergency Operations Center of the incident and obtain an Incident Number that will be used as the code for responding resources and possible reimbursement issues. The RRC will make available to the Incident Commander and the Local Emergency Manger contact information for the resources needed. The IC can then contact those agencies that are able to provide the needed resources. 9

15 Incident Commander PLAN Regional Response Coordinator Local Emergency Management County Emergency Management State Emergency Management The solid line represents the formal communications flow for mutual aid resources, The dotted line represents an informal communications flow. The RRC will provide the resources available to respond and contact information for those resources. The Local and/or County Emergency Manager will start the documentation necessary to request a disaster declaration. Self Dispatch Resources and/or individuals shall not self-dispatch,. While well intended, an influx of resources that are not requested can significantly slow down response and recovery operation and can actually create a burden on local officials engaged in the response To ensure proper dispatch procedures and to maintain security of the incident, a codeword shall be issued to responders. The incident codeword shall remain confidential throughout the incident. Units or individuals that cannot provide the codeword shall not be deployed and will be instructed to return to their respective agencies. It will be the position of the OFCA to take aggressive action to insure that such resources are not utilized and the denial of funding or reimbursement to self dispatched units or personnel. REQUEST FOR ASSISTANCE (RFA) The agency or jurisdiction requesting mutual aid resources will complete the Request for Assistance Form (PLAN Form 1a)., assuring that a detailed explanation of the mission, exactly what and how many of each resource type will be needed. The form utilizes the accepted resource typing methodology included within this plan. That request will then be forwarded to the Regional Response Coordinator who will fill the request utilizing the PLAN. Once a Region has committed to filling a request, the responding agency is to complete the Response to Request for Assistance Form 10

16 (PLAN Form 1b). Care should be taken to assure the proper type of resource and number being committed is completed, for each resource being deployed by the assisting agency. In addition, an hourly estimate of costs for the committed resources and estimated transportation costs to and from home base must be included on this form. That form, along with the Crew Deployment Form (PLAN Form ) for that mission is to be returned to the Regional Response Coordinator. DEPLOYMENT OF RESOURCES Critical Concepts Critical to the success of the deployment of the PLAN are the concepts of; efficient timeframe for deployment; the ability to pre-stage resources in advance of a pending disaster; and pre-identified Strike Teams and Task Forces within each region; selfsustainability; and the need for force protection. In concert with these concepts, it is critical that all resources deployed are adequately documented and tracked from each sponsoring agency.. In addition, it is imperative that personnel arrive on scene of a disaster with complete, appropriate PPE. Time Frame for Deployment: Unless specified otherwise at the time of request, the standard for deployment of resources shall be within three (3) hours of the mission assignment from the Regional Response Coordinator. Under certain circumstances a more rapid deployment may be deemed necessary and authorized as a Rapid Activation. Time frame for a Rapid Activation deployment shall be within one (1) hour of the mission assignment. f. It is anticipated that the pre-identified Strike Teams will fill these resource requests. Pre-identified Strike Teams: each Region is encouraged to pre-identify Strike Teams, made up of five (5) like resources, and/or Task Forces, made up of five (5) mixed resources. Each Strike Team and/or Task Force is to have a designated, trained Team Leader and common radio communications. The primary mission of the Strike Teams and/or task Forces will be response into areas affected by an emergency, to work within the Command Structure within that affected area. The most common use of these pre-identified teams will be for an incident requiring a rapid response, particularly those designated Rapid Activation. It is anticipated that Rapid Activations will peak quickly and terminate within a shorter time frame, thereby allowing for a shorter preparation time. To accomplish the rapid deployment all of the required deployment documentation should be compiled and maintained by the RRC Pre-Staged Resources: Based on the forecast of an imminent disaster, it may be necessary to stage resources in advance, to better position them geographically for a timely response into an affected area. That decision will be made with the concurrence of the State Emergency Response Coordinator, and the sponsoring RRC. Once that mission has been tasked, the resources shall be prepared for deployment and sent to the identified staging area. The staging area designated must be under the direct supervision of a Staging Area Manager, provide the necessary logistical support to accommodate the deployed resources for a prolonged time period and provide a high degree of safety and security for all deployed resources. Once deployed to a staging area, all resources shall be 11

17 considered in active mission status. Staged resources will only be released into an affected area, after confirming mission orders have been issued from the Incident Commander. Self-Suitability: Many time local resources are overwhelmed from the incident and not able to logistically support a large number of incoming resources. Responding resources should be prepared to support themselves with food and water for the first 24 hours. Force Protection: If resources are responding into an area of civil unrest, those resources should consider bringing their local law enforcement resource with them to ensure their protection and safety. Resource Definitions The advantage of the regional configuration in the PLAN is to provide effective mobilization and deployment of resources in order to provide rapid assistance to areas affected by an emergency. The PLAN will utilize the most current FEMA Resource Typing Schedule to catalog resources available for a mutual aid response. (See Appendix C for Resource Typing Definitions.) In addition, responding resources should ensure that the resources they are sending meet the typing requested. Incident Commanders and Emergency Management personnel will request mutual aid resources based on the typing system and will expect to receive exactly the resources requested. Specialty Positions During an emergency there are often requests for specialty positions to fill specific needs. For the most part these will be activated and deployed as a typical single resource based on their availability. Examples of these types of positions include Public Information Officers, dispatchers and specialized Search and Rescue resources. Documentation Once a Request For Assistance (RFA) has been received, and a Region has agreed to fill that request, the Regional Coordinator must complete a "Disaster Team Deployment Form" (Form 3) and an "Emergency Contact Form" (Form 4) and fax them to the onscene Emergency Management officials. The Crew Deployment Form shall contain the following information on each individual being prepared for deployment: 1. Mission # - to be issued by the State Emergency Management. Place next to the mission number the type of mission being filled. (Ex: ALS Strike Team) 2. Date/Time Deployed - to be updated as replacement crews are deployed. 3. Message # - original message number issued by the RRC. 4. Date/Time Demobilized - to be updated as the mission is completed. 5. Full Name - as it would appear on payroll, social security, etc. 6. Agency - sponsoring department. 12

18 7. Social Security Number - as it appears on the individual s payroll records. 8. Hourly Wage include regular and overtime including benefits. If it does not include fringe benefits, then the fringe benefit amount must be indicated in a percentage basis. 9. Position - to indicate position within strike team, task force or position filled resource request. (May also indicate fire service rank) 10. Unit Designation - apparatus number/designation individual is assigned to. 11. Comments - to provide additional information such as; fringe amount, special skills or when providing replacement personnel. The Emergency Contact Form shall contain the name of a family member/friend and 24- hour contact number for each team member deployed. Uniform Mission Tasking Numbers Each Regional Coordinator will assure that all personnel and all equipment deployed under this plan are accounted for prior to, during and upon returning from each mission. To assist in the accountability process, an Incident Number assigned by the State Emergency Operations Center will be used as the code for responding resources and possible reimbursement issues. Mission Book When resources are deployed to an affected area, the RRC shall assure that the resource supervisor receives a Mission Book which includes the following items prior to leaving home base: 1. Copy of all ICS forms (multiple copies of ICS 214 Unit Log). 2. Emergency Contact Form. Mission Orders In addition, the Strike Team Leader, or individual if single resource, will receive mission orders. The Mission Orders will clearly identify: 1. The mission tasking number. 2. Contact name and telephone number of the staging location in affected area. 3. Directions to staging area (maps are always helpful). 4. Primary mission objective and any special instructions hour contact numbers for regional coordinator/staff (to allow team leader the ability to submit daily situation reports and any necessary emergency communications). Demobilization Demobilization from incidents will be relayed through appropriate channels to the mutual aid resource home base of release of their resources. All assigned resources must follow established demobilization procedures. 13

19 Termination of the Incident Command System will not be completed until demobilization is complete. Demobilization should be competed in accordance with procedures outlined in the FOG. LOGISTICAL SUPPORT The logistical support of mutual aid resources is critical in the management of an emergency incident. It is believed a tiered resource response will be necessary in most large-scale emergencies. It is a fundamental assumption that this logistical support will be established as soon as possible. It is also understood that unless and until this responsibility is formally transferred to another willing agency, the responsibility to maintain this logistical support stays with the agency requesting the resources. Logistical support is available from the Oklahoma Office of Emergency Management. The size of the response sent to the area, the severity of the disaster, the extent of the area involved, and the infrastructure that is still functional within the affected area, will ultimately determine the extent to which logistical support is required. Logistical Considerations 1. Transportation Staging areas, within and outside, the disaster area Transportation to and from the Base of Operations to the mission area. Overnight storage for vehicles Maps and directions for responding personnel Emergency towing and repairs Designating fuel, oil, and water depots 2. Food supplies and preparation: Self contained mobile food preparation units Personnel to prepare/distribute meals Sanitation and clean up Food supplies/utensils 3. Overnight shelter and rehabilitation areas: Provide suitable (secure) overnight shelter Environmental considerations (rain, sun/heat, insects) Bedding Transportation to and from shelter Parking and security of apparatus Electricity/generator power Water and sanitary facilities Communications links (in and out of the disaster area) 14

20 4. CISD considerations 5. Affected worker support/assistance Communications The key to the successful operation of the various resources into a Region will depend heavily upon the ability of these agencies to communicate effectively among them. It is realistic to assume that in the wake of a major disaster, such as a tornado, the existing communication system in the affected area will be inoperable or severely compromised. Therefore, responding mutual aid forces must be able to communicate with each other, independent of the local communications network. In addition, clear text (or common terminology) must be utilized for all voice transmissions. It is essential that a statewide emergency communications network be established. This is perhaps the highest priority in any effort to design an effective statewide emergency response plan. OKOHS is establishing a statewide interoperable communications system. Several regional response resources are available with interoperable communications system. See Appendix E Frequency Plan REIMBURSEMENT There can be considerable cost associated with deploying resources for long duration incidents. For the most part agencies that respond to mutual aid request do not expect reimbursement of cost associated with the deployment. However, agencies sending mutual aid resources may choose to bill the requesting agency for cost accrued during the deployment. All reimbursement will be based on state and federal guidelines. Items eligible for reimbursement are: Labor o Deployed personnel Regular time and/or overtime o Backfill for deployed personnel overtime for personnel called to backfill positions vacant by deployed personnel. o Administrative cost directly related to the deployment. Materials supplies that were purchased or taken from stock used during operations Equipment reimbursement rates will be based on the current FEMA schedule Damage to equipment See Appendix G for reimbursement procedures and forms. ACKNOWLEDGEMENTS This document is the culmination of a desire to succeed and to improve in our mission to serve and protect the citizens of the State of Oklahoma. This document was possible through the efforts and leadership of the Oklahoma Fire Chiefs Association. 15

21 ORIGINAL TASK FORCE MEMBERS (OFCA Statewide MAA Committee members) Allen LaCroix, Fire Chief, Tulsa Fire Department, OFCA President ( ) Bart Hadley, Fire Chief, Lawton Fire Department Kenneth Bunch, Acting Fire Chief, Oklahoma City Fire Department Carl Hickman, Fire Chief, Sulphur Fire Department Gil Harryman, Fire Chief, Edmond Fire Department Greg Neely, Deputy Fire Chief, Broken Arrow Fire Department Jackie Carner, Fire Chief, Sapulpa Fire Department Phil Burrow, Fire Chief, Alva Fire Department Robert Doke, Oklahoma State Fire Marshal 16