General Services Administration Disaster Support: Helping People When They Need it Most

1. General Services Administration Disaster Support: Helping People When They Need it Most Presented By: Tony Stevens, OERR Vince Diluzzio, PBS Bruce Spainhour, FAS

2. Agenda • GSA Mission and Organization • Office of Emergency Response and Recovery (OERR) • Disaster Support Mission • Public Building Services • Federal Acquisition Service • Emergency Acquisition • Telecommunications • Transportation and Emergency Lodging • Questions

3. GSA Vision and Mission Vision: Excellence in the business of government Mission: GSA leverages the buying power of the federal government to acquire best value for taxpayers and our federal customers. We exercise responsible asset management. We deliver superior workplaces, quality acquisition services, and expert business solutions. We develop innovative and effective management policies.

4. U. S. General Services Administration

5. Who in GSA provides Resource Support? • GSA has two main service providers: Public Building Service (PBS) and Federal Acquisition Service (FAS). GSA services are offered throughout the USA through its 11 regional organizations. GSA has several Staff Offices that support both PBS and FAS, and the regional organizations. • One of GSA’s staff offices is the Office of emergency Response and Recovery (OERR). The Chief of OERR is GSA’s Emergency Coordinator (EC), who is responsible for overseeing, coordinating and developing GSA’s disaster support picture. • Staff from OERR deploy to the National Resource Coordination Center (NRCC) to coordinate National operations and to other locations as needed. • The GSA Regional Emergency Coordinators (REC) are responsible for overseeing, coordinating and developing the GSA Regional disaster support picture and will deploy to Regional Resource Coordination Center (RRCC) and/or Joint Field Offices (JFO) when required. PBS and FAS Regional disaster support personnel can also deploy to other locations as needed.

6. AK WA Great Lakes Region 05 Rocky Mountain Region 08 New England Region 01 OR ID ND Northwest/Arctic Region 10 MT ME MN VT NH WI SD CT MI Northeast & Caribbean Region 02 RI WY MA NY IA IL IN OH NE UT CO The Heartland Region 06 PA Pacific Rim Region 09 NJ NV MD KS MO Mid-Atlantic Region 03 DE WV CA VA KY AZ OK TN NC National Capital Region 11 NM AR SC MS AL GA TX LA HI FL Greater Southwest Region 07 Southeast Region 04 GSA Across Geographically Dispersed Offices Each GSA Region has a Regional Emergency Response Coordinator (REC) OERR Staffs a REC Coordinator

7. Disaster Resource Support Operations • GSA’s basic mission does not change during disaster support operations: • During emergency conditions the Agency mission is to provide, rapidly and efficiently resources, real-estate, transportation services, acquisition support and telecommunications support to FEMA as outlined in the National Response Framework (NRF) • Operational success will be accomplish through: • Highly trained and fully staffed ESF-7/ESF-2 response personnel • Fully developed and tested procedures for Crisis Acquisition/Logistics, Transportation and Realty Services

8. Public Building Service (PBS) Emergency Support Function -7 Real-Estate Management

9. Real-Estate Management • GSA’s Public Building Service (PBS) is the largest public real estate organization in the country, managing more than 354 million square feet of workspace in 2,100 American communities. PBS currently has approximately: • 500 Real Estate Leasing Specialists Nationwide (spread throughout all 50 states, PR and VI) • 252 of which are “1170” Warranted Leasing Contracting Officers having Signatory Authority to sign lease contracts • GSA draws from this pool of Warranted Leasing Contracting Officers to deploy at JFO’s, once an emergency is declared.

10. Top 10 Lease Customers GSA Lease Inventory Stats as of 12/30/08 Real-Estate Management • 8,592 leases • Justice • DHS • (including: FEMA) • SSA • Treasury • HHS • Defense • Judiciary • Interior • Commerce • Agriculture • In 7,080 buildings • 178.1 M rentable square feet • $4.4 B in rent payments to lessors in FY08 • A total of 271 emergency leases • were acquired for FEMA in 2008

11. Real-Estate Management FEMA – Related Leased Space: * Disaster Field Office (JFO) * Disaster Recovery Centers (DRC) * National Logistic Staging Area (NLSA) * Warehouses * Land

12. Real-Estate Management • Decision to Lease: • (Non- Emergency Situations): • Is there available vacant space? • -Owned • -Leased • Enough contiguous square footage? • Is it in the customer’s delineated area? • Does it meet their special requirements? • If not, then lease new space. • Decision to Lease • (Emergency Situations): • A means of delivering a critical resource quickly • A streamlined federal government contract • A joint effort involving federal, state, local government and commercial interests REAL-ESTATE MANAGEMENT

13. Real-Estate Management Leasing Process (with emergency Leasing procedures highlighted in Red) • Requirements • Draft Occupancy Agreement • Acquisition Plan • Advertisement • Market Survey • Solicitation for Offers • Initial Offers • Negotiations • Request for Final Proposals • Evaluation of Offers • Award Lease • Design/Build Out • Inspection/Acceptance • Agency Move-in • Final Occupancy Agreement • Start Rent • Lease Administration

14. GSA’s Responsibility for Emergency Leases: • Provide a knowledgeable Realty Contracting Officer • Compliance with regulations and policy • Negotiate the best possible • Determine cost reasonableness • Provide a knowledgeable Property Manager • Modify lease contract and/or enforce performance of lease as necessary • Close out lease at end of mission Real-Estate Management

15. FEMA’s Responsibility for Emergency Leases: • Fund all reasonable costs (specifically w/ a 40-1 before lease award) • Understand the limitations of a short-term lease • Refrain from negotiating or discussing price (let us do that for you!!) • Engage State and Local Emergency Response officials in locating sources of supply (they often know the local decision-makers) • Determine technical acceptability of all locations (including Environmental, Fire & Life Safety and Security) • Communicate mission completion Real-Estate Management

16. Federal Acquisition Service Emergency Support Functions 2 and 7 • Program Management Office for Emergency Management • Acquisition and Procurement Support Services • Emergency Contracting • Global Supply • Excess Personal Property • Emergency Telecommunications • Transportation Services • Lodging and Rental Services

17. FAS Emergency Management PMO Coordinate with FEMA, PBS, OERR and FAS • Support and assist our partners and customers before, during and after a disaster or national emergency • West Coast Fires • Midwest Flood • Recent Hurricanes

18. FAS Emergency Contracting and Supplies - Primary Source • Cots • Generators • Joint Field Office (JFO) Kit • JFO Administrative Kits • Emergency Tarps • Hygiene Kits

19. Secondary Source • Blankets • Warehouse and Material Handling Equipment Rentals • Portable Toilets & Servicing • Dumpster Service • Waste Management Services • Personal Care including Mobile kitchens, shower units with service, hand-washing units, kitchen sinks, gray and fresh water tanks • Adult and Baby Diapers • Janitorial Service • Mobile GPS Receiver/GPS Unit

20. Water Federally Operated Staging Area Cache (FOSAC) Equipment Including: Light Towers Weight Dist. Kit – Trailer Hitch Cargo/Flat Trailers High Speed Floor Model Copiers and Service 80 Gal fuel Storage tank (w/toolbox and pump) Mobile GPS Receiver/GPS Unit FAS Emergency Sourcing Tertiary SourceRare Source

21. FAS Disaster Support • FY 2008 Highlights: GSA FAS procured approximately $36 million worth of supplies in support of disaster relief

22. FAS Disaster Support • FAS procured supplies and services including: • 310,000 cots • 160,000 blankets • 743 truckloads of water (with 18,000 liters of water a truckload) that equates to approximately 27 million liters of water • 130,000 hygiene kits • In addition to the items above, FAS also procured over $ 2 million worth of rental equipment such as generators to restore power, pallet jacks for moving supplies, and light towers to provide lighting.

23. Personal Property Disposal • Utilization and Donation Program • Utilization Program • Promotes and process transfers of excess property amongst federal agencies • Federal Surplus Personal Property Donation Program • Property is donated through a State Agency for Surplus Property (SASP) • Established in each State, territory, and the District of Columbia • Sales Program • GSA sells property on behalf of other federal activities

24. Emergency Telecommunications ESF 2 Coordinates Federal actions to assist industry in restoring the public communications infrastructure and to assist State, tribal, and local governments with emergency communications and restoration of public safety communications systems and first responder networks.

25. Emergency Telecommunications ESF 2 • Supports Federal departments and agencies in procuring and coordinating National Security and Emergency Preparedness (NS/EP) communications services. • Provides communications support to the JFO and any JFO field teams. • ESF #2 also addresses cyber security issues that result from or occur in conjunction with incidents.

26. Transportation Support • GSA FAS procured approximately 1200 transportation requests for FEMA in FY 2008. • Anything, Anywhere, Anytime!

27. FEMA Role: National Logistics Integrator Specific Transportation Responsibilities: Requirements Definition TSO Development Movement Coordination Prioritization of Requests Support at JFO's Support at NLSA Supply Chain and Distribution Management Transportation Contracts for Evacuation (Rail, Bus, Air) Driver Management Fuel Ordering and Management Container/Trailer Leasing GSA Transportation Role: Facilitator for Transportation Support Specific Transportation Responsibilities: 24/7 Transportation Support Products Identified and Defined as: Less than truck Load (LTL) Truck Load (TL) Mobile Homes and Travel Trailer Movement Expedited Shipping (all modes) Shuttle Trucks with Drivers Material Handling Equipment (MHE) as an integrated accessorial of transportation support Maritime Movements Multiple Awards Schedule available for FEMA to acquire the following products: Air Charter Bus Carriers Rental Car Support Emergency Lodging ESF-7 TransportationRoles and Responsibilities

28. GSA has procured for FEMA a seamless transportation ordering support that entails: Ordering assistance beyond normal 8am-8pm EST, Monday thru Friday model Provides GSA with the ability to surge with FEMA Operates under one process regardless of time of day or day of the week Single contact number 1-877-972-9472 Utilizes GSA/FEMA approved Carriers 24-7

29. Transportation POCs • John Blanchard • Phone: (703) 605-2887 • Email: john.blanchard@gsa.gov • John Wheeler • Phone (703) 605-9190 (DC) • Jim Stroup • Phone (816) 823-3648 (Kansas City) • Sharon Eckroth • Phone (415) 522-2845 (San Francisco)

30. GSA Fleet Short Term Rental - BPA Emergency Lodging Program Bus and Shuttle Services Additional Services

31. Short Term Rentals GSA’s Short Term Rental (STR) Program provides rental vehicles to augment Federal Fleets and in times of surge or special needs

32. GSA Fleet – Short Term Rentals Toll Free Number: 1-866-886-1232 Via e-mail: gsa_rental@gsa.gov Hours of Operation Monday through Friday 7 AM to 5 PM CST Expert Staff Qualified Vendors Timely Service Short Term Rentals

33. Emergency Lodging • Program began in 2005 as a result of hurricane Katrina • 22 Million room nights have been used to date to support disasters • $150 Million has been saved supporting Katrina victims alone

34. Provides temporary or emergency lodging in support of emergencies and/or disasters Blanket Purchase Agreement (BPA) was awarded to Corporate Lodging Consultants, Inc. (CLC) CLC has supported emergency lodging for the Red Cross and Federal Emergency Management Agency (FEMA) for 29 years The BPA may be utilized for any emergency response nationwide Users can be added to the BPA at no additional cost Average of 28% savings per room night Emergency Lodging

35. Continuity of Operations (COOP) lodging • Identify quality lodging prior to a COOP event • Book Coop personnel in blocked rooms during a COOP event • Consolidate and audit billing after a COOP event • Benefits • Dedicated company to ensure that specified activities are completed to your satisfaction • Clearly defined role definitions for support as it relates to the mission or emergency • One central focal point to meet needs and requirements • An on staff “expert” as an advocate for your needs Emergency Lodging

36. SIN 411-1 - Van, Motor Coach (Bus), or Limousine Single or multiple transportation routes between: Buildings, Driver Services, Airport transport, and VIP transport within or between cities. Shuttle Transportation between housing locations and medical facilities or grocers. Transportation for COOP and Emergency Evacuation needs Bus and Shuttle Services

37. Fleet & Lodging POC Jerry Bristow Program Manager Office of Travel and Transportation Services Crystal Plaza 4 2200 Crystal Drive Arlington, VA 20406 Telephone (703) 605-2925 jerome.bristow@gsa.gov

38. Points of Contact • Tony Stevens, OERR: 520-290-1416 tony.stevens@gsa.gov • Vince Diluzzio, PBS: 202-219-3375 vince.diluzzio@gsa.gov • Bruce Spainhour, FAS: 703-605-2823 bruce.spainhour@gsa.gov • John Blanchard, FAS: 703-605-2887 john.blanchard@gsa.gov