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: Kathy Montgomery, OERR Maria Torres, PBS Bruce Spainhour, FAS John Blanchard, FAS Jerome Bristow, FAS

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

3. GSA Vision and Mission Vision: Excellence in the business of government Mission: To use expertise to provide innovative solutions for our customers in support of their missions and by so doing foster an effective, sustainable, and transparent government for the American people.

4. U. S. General Services Administration

5. OERR Structure Office of Emergency Response and Recovery (OERR) OERR Management (D) Darren Blue, Chief Security and Communications Division (DS) Rick Henson, Director Policy and Plans Division (DP) Lewis Ratchford, Acting Director Disaster Support Division (DD) Clyde Frazier, Director OERR Agency Partners Services, Staff Offices, Regions

6. OERR Mission U.S. General Services Administration VisionA resilient GSA that executes its mission under all conditions. MissionThe Office of Emergency Response and Recovery (OERR) leads GSA’s efforts to ensure continuous performance of its primary and mission essential functions under all conditions, and to support its disaster response and recovery efforts and responsibilities. OERR provides communication and security services to the GSA Administrator and other agency leadership during continuity and disaster events.

7. 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 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.

8. 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) and a Deputy REC

9. Disaster Resource Support Operations • GSA’s basic services does not change during disaster support operations: • During emergency conditions the Agency is committed to provide, rapid and efficient resources, real-estate, transportation services, acquisition support and telecommunications support to DHS/FEMA and other Department and Agencies 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 when activated by FEMA. • Fully developed and tested procedures for Crisis Acquisition/Logistics, Transportation and Realty Services

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

11. REAL-ESTATE MANAGEMENT • GSA’s Public Building Service (PBS) is the largest public real estate organization in the country, managing more than 362 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.

12. Top 10 Lease Customers GSA Lease Inventory Stats as of 4/21/2010 REAL-ESTATE MANAGEMENT • 8,975leases • Justice • DHS • (including: FEMA) • SSA • Treasury • HHS • Defense • Judiciary • Interior • Commerce • Agriculture • In 8,107 buildings • 184.4 M rentable square feet • $4.86 B in rent payments to lessors in FY 09

13. REAL-ESTATE MANAGEMENT FEMA – Related Leased Space: * Disaster Field Office (JFO) * Disaster Recovery Centers (DRC) * National Logistic Staging Area (NLSA) * Warehouses * Land

14. REAL-ESTATE MANAGEMENT • 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 • 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. REAL-ESTATE MANAGEMENT

15. 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

16. 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

17. 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

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

19. 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 • Hurricanes

20. FAS Emergency Contracting and Supplies - Primary Source • Cots (Replenishment and Emergency) • Lease Generators (CONUS Only; Emergency) • Joint Field Office (JFO) Kit (Replenishment and Emergency) • JFO Administrative Kits (Replenishment and Emergency) • Tarps (Emergency Only) • Hygiene Kits ( Replenishment and Emergency) • Wash Kits (Replenishment and Emergency)

21. Secondary Source • Blankets (Replenishment and Emergency) • Lease Material Handling Equipment (Emergency) • Adult and Baby Diapers (Emergency) • Blue Roof Plastic Sheeting – Emergency • Water – Replenishment • Tents - Emergency

22. Water (Emergency) Meals (Replenishment and Emergency) Baby Food/Formula (dry powder type) and Supplies (Emergency) Pet Food/Supplies (Emergency) Tertiary Source

23. FAS Emergency Sourcing Rare Source • Federally Operated Staging Area Cache (FOSAC) Equipment (Replenishment and Emergency) Includes: • 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

24. FAS Disaster Support • FY 2009 Highlights: GSA FAS procured approximately $13.6 million worth of supplies in support of disaster relief Note: Purchases YTD FY ’10 = $5.7 Million for Cots, Fuel tanks, generators and other support items

25. FAS Disaster Support • Examples of FAS procured supplies and services include: • 36,000 Cots • 250,000 Blankets • 163,000 Tarps • 800 Yurt Tents (large shelter tents) • 10 (500 KW) Generators (e.g. the size of a tractor trailer) **http://www.youtube.com/watch?v=XgiV8-BFHL4&feature=PlayList&p=97EF2F0B0BB6C240&index=1 • In addition to the items above, FAS also provided Travel and Transportation support that included: $104 Million (1.2 million nights) in emergency lodging $27 Million in Transportation services

26. 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

27. Emergency Telecommunications ESF 2 • Coordinates Federal actions to assist industry in restoring the public communications infrastructure and to assist State, regional, territorial, tribal, and local governments with emergency communications and restoration of public safety communications systems and first responder networks. • De-conflicts competing demands and coordinates restoration activities.

28. Emergency Telecommunications ESF 2 • Provides communications support to the JFO and any JFO field teams. • As necessary, ESF #2 assists with cyber security issues that result from or occur in conjunction with incidents. • ESF#2 personnel in each geographic region are assigned and trained to ensure the most rapid and effective response. ESF#2 duties take priority over all other functions.

29. Transportation Support • FEMA utilized GSA’s Freight Management Program to procure approximately 1100 transportation requests FY 2009. • Anything, Anywhere, Anytime!

30. Vision: To be the premier Government-wide resource for transportation solutions for federal civilian agencies offering commercial best of class solutions including a Transportation Management System, optimization tools, rate management, and vendor partnering. Mission: Provide scalable and configurable transportation solutions through common procurement vehicles that are readily accessible by federal government agencies; produce significant savings; maintain quality service levels; and implement commercial best practices for additional cost reductions. Transportation Support

31. 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 & Special Handling Shuttle Trucks/Power Only Maritime, Air, Rail Shipping Multiple Awards Schedule available for FEMA to acquire the following products: Air Charter Bus Carriers Rental Car Support Emergency Lodging TMSS ESF-7 TransportationRoles and Responsibilities

32. Sept 2008 GSA solicited transportation rates on behalf of FEMA to assist in controlling cost and managing performance. As of 1 May 2009, 105 Carriers had Rates on file for FEMA moves (LTL, TL, Mobile Home, Power Only) Continuous Training has been conducted Streamlined Processes Specialized Emergency Support

33. Initial Results: Creates powerful options for best value OTO (legacy model) vs Rates (new option) Early analysis showed that the majority of FEMA Transportation spend is in TL and Power Only, Rates were up to 40% lower in these sectors, representing a significant cost savings opportunity LTL and Mobile Home Rates showed higher or similar rates as OTO and we recommend using the OTO model Both Models are supported by TMSS. There has been No change in service levels Known Price for services System Enhancements Flexible, Automated, Simple

34. Transportation Management Solutions System (TMSS) Efforts/Modifications On behalf of FEMA & other Emergency Response Agencies OTO Module Reporting BOL Modification Rate Engine Results Increase ability to manage transportation Replacement for antiquated database/manual process Faster Processing Time 10 year storage of data Pre Payment Audit Possible future initiatives for FEMA Connecting to Financial Pay, TAV, WMS, Prepayment Audits Cost to Agency to date = $0.00 TMSS

35. 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

36. 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)

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

38. 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

39. 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

40. Emergency Lodging • GSA FAS assisted in providing 1.4 million room nights in response to disaster relief operations since Sept 2008.

41. Included as authorized program for emergency services In addition to the FedRooms program for TDY Travel Outsourced program to Corporate Lodging Consultants (CLC) Facilitated to meet all your lodging needs as it relates to mission or emergency Average of 28% savings per room night. Emergency Lodging

42. 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 programs • Opportunity to provide services in the areas that are critical to your mission success and within allowable reimbursement limits Emergency Lodging

43. 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

44. 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

45. Points of Contact • Kathy Montgomery, OERR: 202-219-3260 kathy.montgomery@gsa.gov • Maria Torres, PBS: 202-501-1469 maria.torres@gsa.gov • Bruce Spainhour, FAS: 703-605-2823 bruce.spainhour@gsa.gov • John Blanchard, FAS: 703-605-2887 john.blanchard@gsa.gov • Jerome Bristow, FAS: 703-605-2925 jerome.bristow@gsa.gov