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Maricopa Emergency Operations
Center Needs Assessment
Prepared by
Captain Richard Jackson
Emergency Manager
City of Maricopa Fire Department
44624 W. Garvey Ave.
P.O. Box 610
Maricopa, AZ 85139
Ph: (602) 573-1374
Fx: (520) 568-1415
www.maricopa-az.gov
MEMO
To: Mark Boys, Division Chief
From: Richard Jackson, Captain
Date: August 31, 2011
Re: Emergency Operation Center Needs Assessment
I have attached the requested Maricopa Emergency Operations Center (EOC) Needs Assessment.
The report was prepared with assistance from the Arizona Division of Emergency Management,
the Pinal County Office of Emergency Management, the Casa Grande Fire Department, and City’s
Information Technology department.
It is essential for the City of Maricopa to be prepared and plan for the multitude of potentially
catastrophic events and hazards that present risks to our community. To be prepared to respond
and recover from these events, it is vitally important to maintain a comprehensive emergency
response plan and a functional emergency operation center. This report assesses the City’s
current Emergency Operations Center and its infrastructure. It does not fully assess the City’s
Emergency Operations Plan or the City’s emergency operations capabilities.
The report finds two key deficiencies. First, the City does not have an alternate EOC location. An
alternate location is used if the primary EOC is affected by the event. Second, the EOC’s data and
communications capabilities lack sufficient capacity and needed redundancy. Adequate
communications capabilities are essential to successful emergency operations.
Having a well maintained and functional EOC requires a continuous process of planning,
executing, assessing, and revising. Our next step is to assess and revise the Emergency
Operations Plan. A minor revision, which corrects small errors and omissions, updates the
distribution list and refreshes the document’s branding, will be presented to Council in
November 2011. After which, a major revision process will begin. The major revision will require
input and involvement from every City department. However, Police, Public Works, Finance,
Development Services, Office of Public Information, and the City Manager’s Office will each have
significant roles and contributions during the revision process.
Thank you for the opportunity to conduct this assessment and prepare this report. Please contact
me if you would like to discuss this information in greater detail.
Acknowledgments
City of Maricopa Fire Chief Wade Brannon Division Chief Mark Boys
Division Chief Lonnie Inskeep Captain Will Sherwood
Captain Reid Rogers Shelly Boyd - Records Management Coordinator
Damien Raske - Network Engineer
Casa Grande Fire Department Fire Chief Scott Miller
Pinal County
Lou Miranda - Emergency Management Director
Arizona Division of Emergency Management Lou Trammell – Director
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TABLE OF CONTENTS
INTRODUCTION ....................................................................................................................................... 1
Purpose .................................................................................................................................................... 1
Background ............................................................................................................................................. 1
METHODOLOGY ....................................................................................................................................... 2
RESULTS ..................................................................................................................................................... 4
Features ................................................................................................................................................... 4
Primary EOC Facility Features ....................................................................................................... 4
Alternate EOC Facility Features ..................................................................................................... 6
Survivability ............................................................................................................................................ 6
Primary EOC Survivability .............................................................................................................. 6
Alternate EOC Survivability ............................................................................................................ 6
Security .................................................................................................................................................... 6
Primary EOC Security ...................................................................................................................... 7
Primary EOC Communications Security ....................................................................................... 7
Sustainability .......................................................................................................................................... 8
Primary EOC Facility Sustainability .............................................................................................. 8
Interoperability ..................................................................................................................................... 10
Communications .............................................................................................................................. 10
Procedures ........................................................................................................................................ 11
Training............................................................................................................................................. 11
Flexibility ............................................................................................................................................... 11
Primary EOC Facility ...................................................................................................................... 11
Communications/Network............................................................................................................. 13
CONCLUSION .......................................................................................................................................... 14
APPENDIX A :Assessment Matrix......................................................................................................... 19
REFERENCES .......................................................................................................................................... 20
1
INTRODUCTION
Purpose
This report describes the background, methodology, and results of the ongoing assessment activities
to identify, assess, and prioritize the City of Maricopa’s Emergency Operations Center (EOC)
infrastructure and improvement needs. The needs assessment is an integral part of the continual
process of creating and refining a comprehensive emergency response plan. The needs assessment
contains conclusions and recommendations based on the meta-assessment process and are offered in
the conclusion.
Background
Emergency Management is a comprehensive system to respond to large scale emergencies or
disasters impacting our community. The mission of the City of Maricopa Office of Emergency
Management is to coordinate the activities of City departments responsible for continued
operations during disasters, coordinate agreements for the use of resources, communicate with
State and Federal agencies, and provide education and training to citizens and municipal
employees.
Federal emergency management protocols such as the National Response Plan (NRP), National
Incident Management System (NIMS) and the Homeland Security Exercise Evaluation Program
(HSEEP) were developed to provide emergency management program designs and exercises as
guidance to states and local municipalities. Transitioning to a new Emergency Manager
provided the impetus for the Fire Department to enhance current emergency management
capabilities. The City's Emergency Manager requested technical assistance, as a first step, in
identifying and implementing upgrades and improvements to their Emergency Operations
Center.
An assessment was performed of the hazards, vulnerabilities, and resulting risk to the City’s
existing EOC using evaluation guidelines that have been promulgated by the Federal Emergency
Management Agency (FEMA) and the Hazard Identification and Vulnerability Analysis (HIVA)
by the Maricopa Fire Department, Division of Fire Prevention. The assessment addressed the
capabilities needed, the EOC's ability to provide these capabilities, and the adequacy of the
provided capabilities. Elements reviewed included the physical features of the facility housing
the EOC, followed by an assessment of the EOC; Survivability, Security, Sustainability,
Interoperability, and Flexibility. Metrics used in this assessment included size of space,
2
availability of personnel, communications hardware, software, and connectivity including
telephone, computer, radio and the ease of expanding/upgrading each element.
Since the EOC is a central component of the City's emergency management program,
performing an assessment also identified some of the strengths and weaknesses of the portions
of the emergency management program that support the EOC. The results of the EOC
evaluation are presented in this Emergency Operations Center Needs Assessment Report that
identifies findings for each area evaluated and recommends improvements to the EOC.
The City can use the results of the Emergency Operation Center Needs Assessment to improve
funding opportunities when applying for future FEMA grants such as the Emergency
Management Performance Grant (EMPG) or Pre-Disaster Mitigation Grants (PDMG).
METHODOLOGY
Technical data for this needs assessment has been gathered from several complimentary reports
assessing components of the City’s EOC and emergency preparedness infrastructure. Primary
assessment data sources include a preliminary report from sources such as the Division of Fire
Prevention, Hazard Identification and Vulnerability Analysis (HIVA), and the Federal Emergency
Management Agency (FEMA) EOC Assessment Checklist prepared by the Division of Fire
Prevention. Other complimentary assessments used in this report are briefly described below (also
see the reference page for additional source reference).
Pinal County Multi-Jurisdiction Hazard Mitigation Plan – April 2010
Hazard mitigation planning is a process for state, local, and Indian tribal governments to
identify policies, activities, and tools to implement mitigation actions. Mitigation is any
sustained action taken to reduce or eliminate long-term risk to life and property from a
hazard event.
U.S. Fire Administration Voice Radio Communication Guide for Fire Service – October 2008
Communications systems for public safety use the same basic communication technologies as
other industries, but the needs of the fire service often are unique. These unique
requirements, primarily the frequent use in IDLH (immediate danger to life and health)
environments, require different solutions than those of other radio system users. It is
important that fire service members communicate these needs when agencies are planning,
implementing, and managing their radio systems.
3
Federal Emergency Management Agency (FEMA) Emergency Operation Center Handbook – May
1984
The handbook was designed to provide information to states and local officials responsible for
emergency management on the need for, and the development of, a direction and control for
their communities. The handbook focuses on EOC planning, development and operational
use in times of emergency. A fixed EOC facility is considered essential for functional
capability.
4
RESULTS
Features
The facility features examined are the physical features of the EOC facilities, the sitting structure
and available space. EOC working areas that were considered were an operations area,
conference rooms, communications center, secure communications room, media area and
multi-use space. Multi-use space is space that is not dedicated to EOC operations, but can
quickly be made available to support EOC requirements for additional space during a major
disaster.
Primary EOC Facility Features
The City’s primary EOC is currently designated at Fire Station 571, on the corner of Porter Road
and Novak Lane in the Homestead subdivision. The station sits in an area that has been
designated a suburban area. The EOC is positioned on the ground floor in an area of multi-use
rooms on the north side of the fire station and shares facilities and offices with fire department
operational chief staff. The facility is in relative proximity to the government center,
approximately three miles to the west.
The fire station is owned and
operated by the City and was
designed and built of steel
and masonry block
construction. The facility is
adequate to provide
structural integrity for most
regional hazards that would
be encountered. It is not
located in an area that is
considered high-risk for
encountering regional
hazards such as floods,
hazardous material, power
plants, or manufacturing.
5
The fire station has a large outdoor parking lot and provides ease of access to personnel staffing
the EOC. The entrance to the station is located off of Porter Road and is adequate to avoid
transportation choke points, such as inadequate thoroughfares, multiple traffic control signals,
school zones, railroads, etc. The station also has a lighted and maintained concrete helicopter
landing pad. However, there are high voltage power lines in close proximity running northwest
to southeast.
The EOC is comprised of multiple rooms. The main Operations Center is located in the training
and conference room. The area designated the Operation Center is 265 square feet and equipped
with a large conference table, 10 chairs, a video projector without audio, one laptop computer,
large white board, two phone jacks, four data jacks, and five cabinets with office supplies for
each branch of operations.
The EOC Communications Center
is a room located in an office
adjacent to the Operation Center.
The area designated the
Communications Center is 105
square feet and equipped with a
desk, three chairs, a desktop
computer connected to the internet
and a printer located in the media
room, one land line, a large white
board, and a file cabinet with office
supplies.
The EOC Media Room is located in
a general purpose day room
between the Operations Center and
the Communications Center. The
media room is 735 square feet and
equipped with a television, a radio,
three chairs, a printer and a fax.
City of Maricopa Emergency Operations Center
Media Center
Unisex Bathroom
Office/ EOC Communications
C - Shift Chief’s Office
B - Shift Chief’s Office
A - Shift Chief’s Office
Operations Center
Bunk Room
Bunk Room
HVAC/Storage
6
Alternate EOC Facility Features
The City of Maricopa does not have a designated site for an Alternate EOC. There are no features
to report.
Survivability
Survivability are the sustained effects of a realized potential risk and the ability to continue
operations from the EOC or a fully-capable alternate location, (e.g., have an alternate EOC that
can be activated and used if the primary EOC is destroyed, damaged, or not accessible).
Primary EOC Survivability
The primary EOC is located in an area of low risk for floods, earthquakes, and is not near any
nuclear plants, hazardous material sites, etc. Based on an analysis of the Hazard Identification
and Vulnerability Analysis, historical and other data relevant to the stations construction, the
EOC has a high probability of surviving the relevant risk of natural or manmade disasters
located in this region.
The structure has its own HVAC system and is locally controlled; however there are no collective
protections against chemical, biological, radiological, or nuclear (CBRN) agents. The EOC has a
facility security measure in place (gated entrance, key pad entry); however, there are no
protections from blast effects. The operations center is located in a room that faces the street
and would be directly affected by any blast from the west of the structure.
Alternate EOC Survivability
The City of Maricopa does not have a designated site for an Alternate EOC. In the event that the
primary EOC becomes non-functional, command will retain control of all operations until
additional resources could be summoned from the county and/or state.
Security
Security guards against potential risks and protects the operation from the unauthorized
disclosure of sensitive information. It also represents structural integrity to protect the facility,
its occupants, and communications equipment and systems from relevant threats and hazards.
7
Primary EOC Security
The City of Maricopa’s primary EOC is currently designated at Fire Station 571 on the corner of
Porter Road and Novak Lane in the Homestead subdivision. The station sits in an area that has
been designated a suburban area. The EOC is positioned on the ground floor in an area of multi-
use rooms on the north side of the fire station and faces Porter Road.
The fire station was designed and built of steel and masonry block construction. The facility is
adequate to provide structural integrity for most regional hazards that would be encountered. It
is not located in an area that is considered high-risk for encountering regional hazards such as
floods, hazardous materials, power plants, or manufacturing.
The fire station has a large outdoor parking lot and access security is provided by a gated drive
and a key pad. Personnel reporting to staff the EOC are required to enter a code to gain access to
the parking lot. A key pad is located at every external door to the station and access can only be
gained by entering the correct code. Employees reporting to the EOC must have proper
identification in the form of a City-issued ID badge. Employees reporting to the EOC can gain
access at any time 24/7 by entering the proper security code.
Primary EOC Communications Security
The EOC Communications Center is a room is located in an office adjacent to the Operation
Center. The area designated the Communications Center is 105 square feet and equipped with a
desk, three chairs, a desktop computer connected to the internet and a printer located in the
Media Room, one land line, a large white board, and a file cabinet with office supplies. The room
does have privacy features and the capability to have a closed and locked door, if the need arises,
for classified communications.
The EOC telecommunications consist of a Private Branch Exchange (PBX), there are no
telephones connected directly to a local commercial carrier. All telecommunication, including
the fax, connects through the PBX. The operation center has two wall phone jacks, two floor
phone jacks, two wall data jacks, and two floor data jacks. The wall data jacks are the only data
lines that are operational and working. There are no phone jacks that are operational or working
in the Operations Center.
The City’s internet technology (IT) department advises that there is security in place to protect
against cyber attacks, unauthorized access, denial of service and malicious codes. The IT
department would not elaborate specifically on what those protections are other than firewall
8
protections. It was noted that the data connection is slow and unable to download large files or
play videos.
The EOC has radio frequencies available on the Regional Wireless Cooperative (RWC). The
RWC is a digital trunked voice radio system that is secure, extremely robust and efficient. It
features multiple simulcast zones and several intellirepeater sites; 117 frequencies; 95 percent
coverage reliability. The EOC also has access to use an (direct) analog simplex communications
system on the public safety VHF band to support the communications needs of the EOC. The
VHF system is limited
and the range of
simplex
communications via
portable radios is
limited to a few miles.
Mobile radios can
provide a longer range
of 10-25 miles, but the
system is not secure and
anyone with a scanner
can listen in on
communications.
Sustainability
Sustainability is the support of operations for extended durations, to be able to sustain
operations 24/7 during all emergency situations without interruption; to the practical extent, to
be located in a place that is not a high risk area for known hazards, such as flood zone, other
natural hazards, and not located near nuclear power plants, hazardous material, manufacturing
sites, etc.
Primary EOC Facility Sustainability
The EOC is located in a City-owned and operated fire station. The fire station is staffed with full
time personnel that operate and maintain the station 24/7. The continued operation for the EOC
is merely a continuance of the fire station's daily routine practices with additional personnel.
There are sufficient facilities for dining and storing food. The EOC has only one shared
bathroom with a shower; however, there are additional bathrooms and showers located in the
attached adjacent fire station.
9
The station has a cache of station supplies: stationary, toiletries, cleaning supplies and drinking
water. Three battalion chiefs have offices located in the EOC facility and operate daily from that
location, maintaining the station supply. Additionally, the EOC maintains a cache of office
supplies in storage in the EOC operations room.
The EOC is connected to the local power grid and has generator backup to accommodate for
interruptions in service. The generator is a diesel electric generator that turns on automatically
when there is an interruption in service. The generator is not connected to an uninterrupted
power supply (UPS) and there is a slight power delay when local service is interrupted before the
generator turns on.
The diesel generator has a fuel capacity of over 200 gallons of diesel fuel and is fueled regularly
on a quarterly basis by the manufacturer’s maintenance service. At normal running capacity the
generator is able to provide power for approximately three days before needing refueling.
There is an additional on-site diesel fuel supply of 2000 gallons that may be used to supplement
the generator's fuel. The fuel tank is equipped with an auto-read device that ensures that the
tank maintains a constant acceptable level of fuel. Daily, the auto-read sends fuel levels to
Union Distributing wirelessly and automatically triggers when to deliver more fuel. This
eliminates manpower of sending daily levels or calling for a delivery.
The EOC telecommunications consist of a Private Branch Exchange (PBX), there are no
telephones connected directly to a local commercial carrier. All telecommunication, including
the fax, connects through the PBX. The operation center has two wall phone jacks, two floor
phone jacks, two wall data jacks, and two floor data jacks. The wall data jacks are the only data
lines that are operational and working. There are no phone jacks that are operational or working
in the operations center.
The City's IT department advises that there is security in place to protect against cyber attacks,
unauthorized access, denial of service and malicious codes. The IT department would not
elaborate specifically on what those protections are other than firewall protections. The EOC is
equipped with only one laptop computer, which was noted to have keyboard issues, slow data
connection, making it unable to download large files or play videos.
The EOC has radio frequencies available on the Regional Wireless Cooperative (RWC). The
RWC is a digital trunked voice radio system that is extremely secure, robust and efficient. It
10
features encrypted multiple simulcast zones and several intellirepeater sites; 117 frequencies;
with 95% coverage reliability. The EOC also has access to use an analog simplex
communications system on the public safety VHF band to support the communications needs of
the EOC.
Interoperability
Interoperability is the shared common principles of operations and the routine exchange of
time-sensitive information with local jurisdictions, county/state-level EOCs, and FEMA’s
network of operations centers. EOCs should be able to communicate with key state agencies,
local government EOCs, emergency response teams at or near an incident site, nearby
county/state EOCs, and federal authorities to include the FEMA Regional Operations Center
(ROC) as well as the FEMA Operations Center.
Communications
The City of Maricopa Emergency Communications System (MECS) is a redundant system
employing HF, UHF and VHF radios in fixed and mobile configurations, computer technology
and dedicated/common user wire, cellular and telephone systems. During an EOC activation the
Director of Emergency Management will assign a communications officer who supervises the
EOC communications system. The communications officer coordinates the establishment of
temporary communications in the areas affected by an emergency/disaster. Support will include
city, county and state agencies communications, commercially-leased communications and
communications services provided by volunteer groups such as Radio Amateur Civil Emergency
Services (RACES), Civil Air Patrol (CAP), etc.
The Maricopa communications officer is not required by policy to specifically monitor individual
police, fire and other emergency channels. The communications officer, however, shall
coordinate and delegate the effort to monitor local emergency channels to maintain awareness
of emergency operations.
Similarly, the Maricopa communications officer is not required by policy to specifically monitor
Public Works or other individual services channels. The communications officer will again
coordinate and delegate efforts to monitor local service channels to maintain awareness of
emergency support efforts.
11
Procedures
To ensure coordinated efforts within the city, county, state, tribal and federal agencies, the City’s
Office of Emergency Management (MOEM) has developed Standard Operating Procedures
(SOP). The MOEM also maintains these policies for the operation of the EOC and for centralized
management of disaster operations.
The Maricopa EOC SOP address requirements to exchange information between the local EOC
and key jurisdictions conducting emergency operations, such as police and fire departments.
The Maricopa EOC SOP also address the exchange of information from other key services such
as public works and other support departments. Other than a few minor corrections and
updates, the Maricopa EOC SOP adequately ensure the routine exchange of time-sensitive
information with key local, county, state, tribal and federal jurisdictions and provide adequate
direction on coordination.
Training
The MOEM participates in and/or conducts routine, recurring, or periodic joint
communications training to exercise the communications capabilities that will be used during
the response to, and management of, an all hazards event. Verbal reports indicate that
continued quality improvement measures were taken after training exercises and there is a
record of “lessons learned” from an actual EOC activation in January 2010 that documented
recommendations for quality improvement measures. Documented quality improvement
measures identified communication and training deficiencies and made recommendations for
quality improvements to develop solutions that correct the deficiencies and improve the
communications.
Flexibility
Flexibility is the measurement of scale operations ability to adapt operational space to an all
hazards event and have sufficient space, equipment, furniture, administrative supplies, and
related items, available to satisfy mission requirements with success.
Primary EOC Facility
The City of Maricopa’s primary EOC is currently designated at Fire Station 571. The EOC is
positioned on the ground floor in an area of multi-use rooms on the north side of the fire station
and shares facilities and offices with fire department operational chief staff. The EOC is only
12
staffed during declared emergencies or training exercises; otherwise, the area is used for other
city training or meetings. Opening the EOC requires significant time to set up and convert the
multi-use areas for EOC staff use.
The fire station is owned and operated by the City and was designed and built of steel and
masonry block construction. The facility is adequate to provide structural integrity for most
regional hazards that would be encountered. It is not located in an area that is considered high-
risk for encountering regional hazards such as floods, hazardous materials, power plants, or
manufacturing. Policies do not exist that would indicate and identify the conditions which would
require the EOC to relocate to an alternate location. Since there is no policy for relocating the
EOC, there are no procedures to relocate the EOC.
The fire station has a large outdoor parking lot and provides ease of access to personnel staffing
the EOC. The entrance to the station is located off of Porter Road and is adequate to avoid
transportation choke points such as inadequate thoroughfares, multiple traffic control signals,
school zones, railroads, etc. The station also has a lighted and maintained concrete helicopter
landing pad. The facility can accommodate numerous vehicles; however, its parking capacity
does not meet the occupancy load of the EOC. The facility has a total of 34 parking spaces, six of
which are reserved for the on-duty crew and two other parking spaces are reserved for handicap.
The remaining 26 parking spaces do not meet nor exceed the maximum occupancy for the EOC
which is 36 based on the FEMA EOC standards FEMA EOC Handbook Ch. 1, pg. 1-2.
The EOC is comprised of multiple rooms that collectively make up the EOC. The main
operations center is located in the training and conference room. The area designated the
operation center is 265 square feet and equipped with a large conference table, 10 chairs located
in the middle. The interior arraignment of the operations center is congested with a large
conference table and based on the square footage of the room and the FEMA standard (FEMA
EOC Handbook Ch. 1, pg. 1-2) for EOC staff capacities, the room has a maximum occupancy of
five EOC staff members.
The EOC Communications Center is an office located off of the operations center. The area
designated the communications center is 105 square feet with a desk and three chairs. Based on
the square footage of the room and the FEMA standard (FEMA EOC Handbook Ch. 1, pg. 1-2)
for EOC staff capacities, the room has a maximum occupancy of two EOC staff members.
The EOC media room is located in a general purpose day room between the operations center
and the communications center. The media room is 735 square feet and equipment with a
television, a radio and three chairs, a printer, and a fax. Based on the square footage of the room
13
and the FEMA standard (FEMA EOC Handbook Ch.1, pg. 1-2) for EOC staff capacities, the room
has a maximum occupancy of 14 EOC staff members.
There is another general multi-use space located in the fire station attached to the EOC. The
total square footage of the multi-use space is 1,079 square feet and is equipped with a conference
table, chairs, and a white board. Based on the square footage of the room and the FEMA
standard (FEMA EOC Handbook Ch. 1, pg. 1-2) for EOC staff capacities, the room has a
maximum occupancy to allow for an additional 21 personnel.
Communications/Network
The EOC telecommunications consist of a Private Branch Exchange (PBX), there are no
telephones are connected directly to a local commercial carrier. All telecommunication,
including the fax, connects through the PBX. Data is accessed through the city's LAN, and
cellular service is accessed through a national carrier.
The operations center has two wall phone jacks, two floor phone jacks, two wall data jacks and
two floor data jacks. The wall data jacks are the only data lines that are operational and working.
There are no phone jacks that are operational or working in the operations center. The
operations center has one laptop computer connected to the City's LAN. The operations center
lacks a sufficient number of operational phone jacks and lacks a sufficient number telephones to
connect to the PBX. The EOC has two data connections that can be used to set up a bank of
phones through an IP switch. However, an IP switch will have to be purchased before a
sufficient number phones can be connected to the PBX. The second data line can be used for
connecting the necessary computers; however, a router would have to be set up for all the
computers to connect through a single line.
The remaining areas of the EOC appear to have a sufficient number of phone jacks and
telephones/faxes connected to the PBX. The telephone system allows for adequate caller
identification (caller ID) and the ability to teleconference. It also has a sufficient number of data
jacks; however, there is only one laptop computer and the data connection has limitations on
downloads which as stated previously, appears to be an issue with the local carrier's T1 line, and
work has already begun to resolve this ongoing issue. The IT department advises that there is
security in place to protect against cyber attacks, unauthorized access, denial of service and
malicious codes. The IT department would not elaborate on those protections, but stated there
are firewalls in place.
14
The Fire Department is a member of the Regional Wireless Cooperative (RWC) and the EOC has
access on the Regional Wireless Cooperative (RWC) through the Fire Department's
membership. The RWC is a digital trunked voice radio system that is extremely robust and
efficient. It features encrypted multiple simulcast zones and several intellirepeater sites; 117
frequencies; with 95% coverage reliability. The EOC also has access to use an analog simplex
communications system on the public safety VHF band to support the communications needs of
the EOC. The VHF system is limited and the range of simplex communications via portable
radios is limited to a few miles. Mobile radios can provide a longer range of 10-25 miles, but the
system is not secure and anyone with a scanner can listen in on communications. The EOC has
access on both VHF and UHF systems; however, lacks the radios needed (portable and console)
to access that system and would require purchasing or borrowing radios from other entities in
order to use this system.
The EOC is equipped with a video projector that connects to a laptop computer. Other video
capabilities include a television with an external DVD player connected. The video projector
does not have an associated audio output, but audio can be connected to the computer, and the
television and DVD are connected to a home stereo surround sound system. Currently the EOC
does not have video teleconferencing capabilities and there is no intercom system configured at
this time. However, the EOC can be configured to have these capabilities through the IT
department.
CONCLUSION
The Emergency Operation Center Needs Assessment was performed as an initial assessment of
the hazards, vulnerabilities, and resultant risk to the existing EOC. The questions focused on
the functionality of the EOC and addressed whether a requirement for a particular capability
exists, whether the EOC can provide that capability, and whether the provided capability is
adequate. The assessment first explored questions about the physical features of a facility
housing an EOC/EOC Alternate, and then addressed the characteristics of Survivability,
Security, Sustainability, Interoperability, and Flexibility.
Assessing the physical space of the EOC/Alternate EOC, included the area in square feet, the
number of staff that would be working a shift, and the ability to accommodate surge
requirements. Although the assessment revealed deficiencies in many areas, the primary EOC
can operate effectively on a full scale and can accommodate the EOC staff, with the exception of
surge situations. The current EOC is limited in its size and can only accommodate the minimum
number of staff required to operate the EOC. Based on the square footage of the entire EOC and
15
the FEMA standard (FEMA EOC Handbook Ch 1, pg. 1-2) for EOC staff capacities, the area
designated as the EOC has a maximum occupancy of 36 EOC staff members. Staff capacities in
the Operation Center and Communications Center are limited and the majority of the staff
would be confined to the media and adjacent multi-use room. In a surge situation, EOC
quarters would become congested and hinder performance. It is recommended that the interior
arrangement be altered to accommodate staff, also research and explore EOC design and
options for expanding the EOC or building a dedicated structure.
The sustainability assessment shows that there is not a designated site for alternate EOC
operations. The primary EOC is connected to the local power grid and also maintains an
emergency diesel electric generator. The EOC does not have an uninterrupted power supply
(UPS) and would suffer a catastrophic loss of power if the primary and secondary power sources
are lost. It is recommended that the EOC, and any alternate site (when constructed), have a UPS
backup system in place. There are no alternate EOC site locations and there are also no policies
that would indicate and identify the conditions which would require the EOC to relocate to an
alternate location. There are no policies and procedures for relocating the EOC. It is
recommended that an alternate site be identified and equipped, as well as establish policies and
procedures for relocating to the alternate facility.
The structure has its own HVAC system and is locally controlled; however, there are no
collective protections against chemical, biological, radiological, or nuclear (CBRN) agents. The
EOC has facility security measure in place (gated entrance, key pad entry); however, there are no
protections from blast effects. The operations center is located in a room that faces the street
and would be directly affected by any blast from the west of the structure. Upgrades to provide
these protections would be costly and unfeasible. It is not recommended that the facility be
upgraded to provide these protections; however, if a new facility is constructed, blast and CBRN
protections should be included in the design.
Communications capabilities were assessed to determine if they provide sufficient
communication for the EOC. The assessment details the adequacy of that capability. The
assessment for telephones considered the number of instruments available, the number of lines
(telephone jacks) in a room, and the capabilities of the telephone switch (e.g., can the switch
support additional telephone drops, if required for surge operations). It was determined that the
operations center did not have any operating phone lines and cables were not pulled to the floor
jacks. The operations center also lacked telephone equipment and instruments. Meetings with
Fire Department Support Services and the IT Department suggests that there are instruments
and equipment available that can be installed and that the data infrastructure could
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accommodate a bank of phones with the installation of a IP phone switch that is relatively
inexpensive. Once instruments are installed, intercom and teleconferencing capabilities can be
programmed. The telecommunications infrastructure in the remainder of the EOC appears to be
adequate and sufficient to support EOC operation. It is recommended that telephone
equipment and instruments, such as an IP switch, be installed and equipment programmed for
teleconferencing.
Radio devices were assessed for the ability to provide sufficient information; the type of device
(portable transceiver, radio console), quantity of devices on-hand, quantity needed to support
operations (normal and surge), and whether that quantity is adequate. The assessment also
considered the availability of batteries, chargers, and spares for portable devices. The Fire
Department is a member of the Regional Wireless Cooperative (RWC) and the EOC has access
on the Regional Wireless Cooperative (RWC) through the Fire Department membership.
The RWC is a digital trunked voice radio system that is extremely robust and efficient. It
features encrypted multiple simulcast zones and several intellirepeater sites; 117 frequencies;
with 95% coverage reliability. The EOC also has access to use an analog simplex
communications system on the public safety VHF band to support the communications needs of
the EOC. The VHF system is limited and the range of simplex communications via portable
radios is limited to a few miles, mobile radios can provide a longer range of 10-25 miles, but the
system is not secure and anyone with a scanner can listen in on communications. The EOC has
access on both VHF and UHF systems; however, lacks the radios needed (portable and console)
to access that systems and would require purchasing or borrowing radios from other entities in
order to use this system. It is recommended that a sufficient number of radios be purchased
(portable and console) for the EOC to operate on the VHF and UHF systems.
The assessment of the computers and network considered the availability of network
connectivity and the capability of the network to handle increased traffic as a result of the
increased activity associated with emergency operations. The network appeared to be secure and
adequately protected against cyber attacks, unauthorized access, denial of service and malicious
codes through the use of firewalls. The EOC is equipped with only one laptop computer and a
connectivity issue identified a problem with the local provider's T1 data line. The IT department
projects that the issue should be resolved in a few weeks. Additionally, the IT department has
ordered a Wi-Fi hotspot for the EOC to correct the need for secondary data access. It is
recommended that the EOC be equipped with five laptop computers preloaded with the
necessary forms and programs, along with the data capabilities being reassessed and tested in
the near future to determine that the data access issues are resolved.
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The EOC is equipped with a video projector that connects to a laptop computer. Other video
capabilities include a television with an external DVD player connected. The video projector
does not have an associated audio output but audio can be connected to the computer, and the
television and DVD are connected to a home stereo surround sound system. Currently, the EOC
does not have video teleconferencing capabilities and there is no intercom system configured.
However, the EOC can be configured to have these capabilities through the IT department. It is
recommended that the EOC audio and video equipment be configured for audio on the
projection and telephones set up for teleconferencing.
Training appears to be ongoing and well documented. The training files document “lessons
learned” from training and/or actual experience. The MOEM participates in and/or conducts
routine, recurring, or periodic joint communications training to exercise the communications
capabilities that will be used during the response to, and management of, an all hazards event.
Verbal reports from interviews indicate that continued quality improvement measures were
taken after training exercises and there is a record of “lessons learned” from an actual EOC
activation in January 2010 that documents recommendations for quality improvement
measures. Documented quality improvement measures identified communication deficiencies
and other quality improvements are being used to develop solutions that correct the deficiencies
and improve the communications. It is recommended that quality improvement measures
continue and be shared with key staff.
The Maricopa EOC SOP address requirements to exchange information between the local EOC
and key jurisdictions conducting emergency operations, such as police and fire departments.
The Maricopa EOC SOP also address the exchange of information from other key services, such
as public works, and other support departments. The Maricopa EOC SOP adequately ensure the
routine exchange of time-sensitive information with key local, county, state, tribal and federal
jurisdictions, and provide direction on coordination of each sector and group. It was noted that
there were some minor errors in the SOPs and updates are needed. It is recommended that
periodic revisions be made to the EOC SOPs
This assessment was not intended to be all inclusive and is only an initial assessment of the
functionality and capabilities of the EOC. The assessment did not take into account the
performance of necessary staff required to operate the EOC and maintain interoperability with
cooperating departments and jurisdictions. It also did not consider a budget for this division of
the fire department that is currently unfunded and has no budget. Developing programs and
processes to address these and other concerns were not included in this assessment and are still
needed.
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APPENDIX A :Assessment Matrix
Function Deficiency Recommendations
Physical Space Working area of the EOC is congested; the square footage is insufficient for operational needs.
Alter the interior arrangements to accommodate more staff also research and explore EOC designs and options for expanding the EOC or building a dedicated structure.
Security No CBRN or blast protections on current site. No UPS back up.
Research and explore alternate EOC designs and options, build, equip and create policies and procedures for relocating to an alternate EOC facility.
Alternate EOC No alternate site, no policy on alternate site, no procedures for alternate site.
Research and explore alternate EOC designs and options, build, equip and create policies and procedures for relocating to an alternate EOC facility.
Communications/ Telephone
No operational phone lines, no phone equipment. No local phone carrier back up.
Install phone equipment and instruments including an IP phone switch. Consider installing local carrier drop.
Communications/ Radio
VHF radios limitations, insufficient number of radios.
Acquire both VHF and UHF radios including portable and console.
Audio/Video No audio on projection, no teleconferencing, intercom.
Install audio to the projector. Once installed, program phone equipment for intercom and teleconferencing.
Computers/ Network
Slow to no data connection, no back up data connection. Insufficient number of computers.
Repair data connection; obtain Wi-Fi hotspot for data backup connection. Obtain additional portable computers.
Training No deficiency Continue with training, NIMS compliance and quality improvement measures.
Policy/ Procedures
Minor errors and omissions. Review and revise periodically.
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REFERENCES
Making Your Command Center a Success Steve Davis, Principal Consultant, DavisLogic, Inc. (All rights reserved © 1999, Steven C. Davis)
Phoenix Fire Department Radio System Safety Project, June 10, 2005
Building and Exercising Your Command Center, All Hands Consulting PPP 1997-2003
Hazard Identification and Vulnerability Analysis, City of Maricopa Fire Department Division of Fire Prevention, Division Chief Mark Boys
Federal Emergency Management Agency (FEMA) EOC Assessment Checklist prepared by the Division of Fire Prevention
Pinal County Multi-Jurisdiction Hazard Mitigation Plan – April 2010
U.S. Fire Administration Voice Radio Communication Guide for Fire Service – October 2008
Federal Emergency Management Agency (FEMA) Emergency Operation Center Handbook – May 1984
