DRO Facilities Management Workshop 1

Workshop Purpose  Broaden the knowledge and understanding of the Logistics Facilities Activity by familiarizing you with the tasks performed and the responsibility of Facilities on a large disaster response  Give you an opportunity to build your knowledge about specific Tasks, Forms and Resources that are a part of the Facilities Activity 2

Objective By the end of this workshop you will be able to:  Describe and act on the responsibilities of Facilities Activity during a disaster response  Manage the process of identifying, obtaining and managing facilities  Oversee the close out of a facility  Oversee the proper preparation of Facilities documentation 3

The Logistics Group Logistics Activities 1. Facilities 2. Transportation 3. Supply 4. Procurement 5. Warehousing 6. In-Kind Donations (IKD) 7. Life Safety & Asset Protection (LSAP) 4

Responsibilities of Logistics at the Red Cross Facilities Workshop The responsibilities of the Logistics group are to provide transportation, facilities, supplies, equipment, and technical support on a DRO, and to ensure the safety and security to all activities so that workers can focus on service delivery. 5

6 Acquire by: Donation Renting Inspect for: Electrical & Tech Capability Security & Assets Equip In partnership with occupying group/activity The Facilities Activity

Communications Facilities Workshop 7 Facilities Landlords Staff Services Supply Vendors Mass Care Operations LSAP IKD

Facilities Tasks - Prepare  Identify and interpret requirements for facilities Facilities Workshop 8

Types Of Facilities  Shelters(client and staff)  Kitchens and feeding sites  Service delivery sites  Bulk Distribution sites  Emergency aid stations  DRO headquarters  Staging Facilities 9

Shelters Requirements:  Sleeping area  Toilets  Showers  Food delivery and service areas 10

Additional Shelter Requirements  Private area for mothers with infants  Private areas for discussions with caseworkers, health and mental health workers  Storage area for blankets, cots, etc.  Adequate parking for clients and staff  Accessible to people with functional and access needs 11

Kitchens and Fixed Feeding Sites Facilities Workshop 12

Kitchen Requirements An indoor or outdoor location where food will be prepared Space for:  Food production  Dry storage  Refrigerated storage  Parking and loading  Cleaning food containers (Cambros)  Trailers and refrigerated trucks 13

Fixed Feeding Site Requirements An indoor or outdoor location where clients and workers can be fed Space for:  Client and staff parking  Dry storage  Refrigeration and ice storage  Dumpsters  Tables, chairs  Fans, tents, heaters 14

Service Delivery Sites Facilities Workshop 15

Service Delivery Site Requirements An indoor or outdoor location where clients can receive Red Cross services Space for:  Caseworkers to meet with families  Private areas for health and mental health services  Client waiting area and play area for children  Parking for clients, workers and partners 16

Additional Site Requirements  Adequate lighting  An accessible area to distribute clean- up kits and other supplies  Tables and chairs  An area to provide snacks to clients  Separate client toilet facilities, if possible  Area for disaster workers to take breaks 17

Emergency Aid Stations  Safe location close to the damaged area  Removed from vehicular traffic  Visible 18

DRO Headquarters  Work space for dozens of workers  Area for orientation and training  Parking for disaster workers  Meeting space Facilities Workshop 19

Staging Areas  Accessible to major highways  Loading docks for shipping and receiving  Office space and work areas  Material handling equipment 20

Facilities Tasks - Prepare  Identify and interpret requirements for facilities  Identify sources for facilities Facilities Workshop 21

Sources of Facilities  Chapter disaster plans  Chambers of Commerce  Community partner organizations  Commercial realtors  Red Cross board members and workers  Drive-by and call Facilities Workshop 22

Paying for Facilities Facilities Workshop When responding to a disaster, Disaster Services uses facilities on a temporary basis for service delivery, operation administration and storage. With few exceptions, the Red Cross does not own these facilities.

Facilities Tasks - Prepare  Identify and interpret requirements for facilities  Identify sources for facilities  Contact facility sources  Survey facilities  Complete Facility Use Agreement  Prepare a Resource Record (F6455)  Prepare Pre-filled Requisitions (F6409) Facilities Workshop 24

Facilities Tasks - Respond  Initiate Facility (Expect a F6409)  Opening Inspections (Open/Close Form)  Assign space  Order and install furniture/equipment (F6409)  Monitor damage and accelerated wear and tear  Investigate and Manage Accidents involving facility  Repair any damages (F6409) Facilities Workshop 25

Facilities Tasks - Recover  Return supplies, furniture and equipment (F6409)  Closing Inspection (Open/Close Form)  Discontinue services  Arrange for cleaning and repair (F6409)  Return facility and secure a final release  Complete appropriate facility records and reports Facilities Workshop 26

Facilities Files & Documentation  Document Checklist  Resource Record (F6455)  Facility Survey  Facility Use Agreement  F6409 for facility opening  Facility Floor Diagram  Digital Pictures  Facility Tracking Spreadsheet  Facility Opening / Closing Inspection  Copies  Requisitions – F6409’s  Receipts / Delivery Tickets  Invoices  Estimates  Inspections Facilities Workshop 27

Facilities Resources The Exchange  Facilities Documentation Checklist Facilities Documentation Checklist  Disaster Requisition Form 6409 Disaster Requisition Form 6409  Resource Record Form 6455 Resource Record Form 6455  Shelter Facility Survey Shelter Facility Survey  Shelter Facility Survey Accessibility Shelter Facility Survey Accessibility  Facility Use Agreement Facility Use Agreement  Facility Opening and Closing Checklist Facility Opening and Closing Checklist  Disaster Logistics Facilities Management Toolkit Disaster Logistics Facilities Management Toolkit  Disaster Logistics Facilities Handbook Disaster Logistics Facilities Handbook  Competencies for Facilities Management Responders Competencies for Facilities Management Responders 28

Additional Resources  Networking with other Logistics Managers  Northeast Division SharePoint  Mid-Atlantic Division SharePoint  SWaRM Division SharePoint  Division and Workgroup Conference Calls  Announcements 29

Logistics Values  Think safety first  Be timely, reliable, and accountable  Use resources wisely  Work as a team  Anticipate and meet customer needs Facilities Workshop 30

Facilities Workshop 31 Questions