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

U.S. General Services Administration

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

Presented By:Tony Stevens, OERRVince Diluzzio, PBS

Bruce Spainhour, FAS

General Services Administration 2

• 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

Agenda


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.

GSA Vision and Mission


U. S. General Services Administration

INDEPENDENT STAFF OFFICES

ADMINISTRATOR DEPUTY ADMINISTRATOR CHIEF OF STAFF

NATIONAL STAFF OFFICES REGIONAL OFFICES

FEDERAL ACQUISITIONSERVICE (FAS)

PUBLIC BUILDING SERVICE (PBS)

OFFICE OF INSPECTOR GENERAL

CIVILIAN BOARD OF CONTRACT APPEALS


NATIONAL SERVICES




CONTRACT APPEALS




GENERAL

CONTRACT APPEALS




NEW ENGLAND REGION

BOSTON, MA

MID-ATLANTICREGION

PHILADELPHIA, PA

OFFICE OF THECHIEF ACQUISITION

OFFICER

OFFICE OF THECHIEF FINANCIAL

OFFICER


CIVILIAN BOARD OF CONTRACT APPEALS

OFFICE OF THE CHIEF INFORMATION

OFFICER

OFFICE OF THECHIEF HUMAN

CAPITAL OFFICER

OFFICE OFCITIZEN SERVICES AND

COMMUNICATIONS

OFFICE OFCIVIL RIGHTS

OFFICE OF SMALL BUSINESS

UTILIZATION

OFFICE OFPERFORMANCEIMPROVEMENT

OFFICE OFGOVERNMENTWIDE

POLICY

OFFICE OFGENERAL COUNSEL

OFFICE OF EMERGENCY RESPONSE

AND RECOVERY

OFFICE OFCONGRESSIONAL AND INTERGOVERNMENTAL

AFFAIRS

NORTHEAST & CARIBBEANREGION

NEW YORK, NY

SOUTHEAST SUNBELTREGION

ATLANTA, GA

GREAT LAKESREGION

CHICAGO, IL

HEARTLANDREGION

KANSAS CITY, MO

GREATER SOUTHWESTREGION

FORT WORTH, TX

ROCKY MOUNTAINREGION

DENVER, CO

PACIFIC RIMREGION

SAN FRANCISCO, CA

NORTHWEST/ARCTICREGION

AUBURN, WA

NATIONAL CAPITALREGION

WASHINGTON, DC


• 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.

Who in GSA provides Resource Support?


GSA Across Geographically Dispersed Offices

AK

WA

OR ID

CA

NV

HI

AZ

ND

SDWY

UT COIANE

MOKS

MN

WIMI

IL IN OH

NHVT

MACT

RI

NY

NJPA

DEMD

WV VA

KY

TN NCSC

GAALMS

FL

Pacific RimRegion 09

Northwest/Arctic

Region 10

Rocky MountainRegion 08

The HeartlandRegion 06

NMOK

TX

AR

LA

Greater SouthwestRegion 07

SoutheastRegion 04

Great LakesRegion 05

New England

Region 01

Northeast &CaribbeanRegion 02

Mid-AtlanticRegion 03

MT ME

NationalCapital

Region 11

Each GSA Region has a Regional Emergency Response Coordinator (REC)

OERR Staffs a REC Coordinator


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


Public Building Service (PBS)

Emergency Support Function -7

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.



• Justice• DHS(including: FEMA)

• SSA• Treasury• HHS

Top 10 Lease Customers

• Defense• Judiciary• Interior• Commerce• Agriculture

• 8,592 leases

GSA Lease Inventory Stats as of 12/30/08

• 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



FEMA – Related Leased Space:

* Disaster Field Office (JFO)

* Disaster Recovery Centers (DRC)

* National Logistic Staging Area (NLSA)

* Warehouses

* Land


REAL-ESTATE MANAGEMENTDecision 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




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



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



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


• 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

Federal Acquisition ServiceEmergency Support Functions 2 and 7


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


FAS Emergency Contracting and Supplies - Primary Source

• Cots

• Generators

• Joint Field Office (JFO) Kit

• JFO Administrative Kits

• Emergency Tarps

• Hygiene Kits


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


Tertiary Source Rare Source

• 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


FY 2008 Highlights: GSA FAS procured approximately $36 million worth of supplies in support of disaster relief

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.

FAS Disaster Support


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


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.

Emergency TelecommunicationsESF 2

http://crave.cnet.com/8301-1_105-9857567-1.html?tag=prmo1

http://www.letstalk.com/product/productpop.htm?prId=33495


• 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.

Emergency Telecommunications ESF 2


GSA FAS procured approximately 1200 transportation requests for FEMA in FY 2008.

Anything, Anywhere, Anytime!

Transportation Support


ESF-7 TransportationRoles and Responsibilities

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


24-7

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


John Blanchard• Phone: (703) 605-2887• Email: [email protected]

John Wheeler • Phone (703) 605-9190 (DC)

Jim Stroup • Phone (816) 823-3648 (Kansas City)

Sharon Eckroth • Phone (415) 522-2845 (San Francisco)

Transportation POCs


Additional Services

• GSA Fleet Short Term Rental - BPA • Emergency Lodging Program

• Bus and Shuttle Services


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

special needs

Short Term Rentals


Short Term Rentals

• GSA Fleet – Short Term Rentals

– Toll Free Number: 1-866-886-1232– Via e-mail: [email protected]– Hours of Operation

• Monday through Friday 7 AM to 5 PM CST• Expert Staff• Qualified Vendors• Timely Service


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


Emergency Lodging

• 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


• 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


Bus and Shuttle Services

• 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


Jerry BristowProgram Manager

Office of Travel and Transportation ServicesCrystal Plaza 4

2200 Crystal DriveArlington, VA 20406

Telephone (703) [email protected]

Fleet & Lodging POC


Points of Contact

• Tony Stevens, OERR: 520-290-1416 [email protected]

• Vince Diluzzio, PBS: 202-219-3375 [email protected]

• Bruce Spainhour, FAS: 703-605-2823 [email protected]

• John Blanchard, FAS: 703-605-2887 [email protected]

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

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