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I. GENERAL:
A. Primary Agency: Levy County Clerk of the Circuit Court
B. Support Agencies: All Primary and Support Agencies
II. INTRODUCTION:
A. Purpose:
The purpose of this plan is to publish guidance on providing logistical and other resource support to local agencies involved in delivering emergency response and recovery efforts for disasters and/or emergency operations.
B. Scope:
Levy County Clerk of the Circuit Court is designated as the primary agency for Emergency Support Function (ESF)-7 with responsibility for providing direct and active support to emergency and recovery efforts during the immediate response phase and during the initial recovery phase following a disaster.
C. Planning Assumptions:
1. An incident has occurred of such magnitude as to require the Levy County Emergency Operations Center (EOC) to become operational.
2. It is possible that all resources within Levy County could become expended requiring mutual aid from neighboring counties.
3. It is possible that neighboring counties have been impact to such as extent that they are incapable of providing assistance.
4. Mutual aid might be required under provisions of the Statewide Mutual Aid Agreement (SWMA).
5. Vendors facilities, inventory and vehicles might have been damaged delaying their response with needed products, supplies and services/expenditure documentation will be critical to recovery.
III. CONCEPT OF OPERATIONS:
A. Initial Actions
1. Upon activation each support agency will inventory and notify the EOC of its capabilities and limitations.
B. Resource Analysis
1 ESF-5 will use the initial resource ‘roll-ups’ from each primary agency identifying their resource capabilities.
2. Each support agency will be expected to continuously monitor its resources and advise ESF-5 of shortfalls or excesses.
3. The State Liaison, or the State EOC, will give advisories regarding available external resources
C. Shortfalls in Resources
Shortfalls will be fulfilled by available means:
a. Inter-local mutual aid
b. Direct vendor purchases
c. Statewide Mutual Aid Agreement
D. Mutual Aid
1. Requests for mutual aid under provisions of the SWMA agreement will be made by the Levy County EOC Duty Officer or by ESF-7 to the State EOC.
2. Mutual aid resources will be monitored using visual displays noted in ESF-5 SOP.
3. ESF-7 will assist in the preparation of wallboards, maps, lists, Situation Reports (SITREP’s) and other appropriate reporting and tracking tools.
4. ESF-7 will maintain written documentation to support reimbursement efforts.
E. Financial Management and Procurement Procedures
The Finance Director, or other appropriate representative of the Clerk of the Circuit Court, will give guidance to those involved in purchasing to assure that all purchases are conducted in compliance with local, state and federal procedures.
Normal Purchasing Procedures - During normal or non-emergency disaster times, Levy County department directors may expend up to $2,500 per individual purchase without approval of the Board of County Commissioners. Board approval is required for all goods and services that cost more than $2,500.
Declared Emergency Procedures - Upon declaration of a state of emergency, whether federally, state or locally declared, emergency purchasing powers may be instituted by resolution of the Levy County Board of County Commissioners. There is no provision currently in place. In emergency situations, a committee consisting of the Clerk, County Coordinator and Department Head can give approval for expenditures of $2,500 to $5,000.
F. Temporary Facilities
Amount
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Requirements
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Up to $2,,500
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Department head approves
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$2,500 to $5,000
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Requires Board approval*
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$5,001 to $10,000
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Requires Board approval and 3 written quotes
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Over $10,000
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Requires Board approval and sealed bids.
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The Levy County Board of County Commissioners authorizes the temporary leasing or procurement of warehouses, office space and other facilities, if required due to damage
to existing structures, or should additional structures be required.
1. The Levy County Director of Emergency Management, or their designee, may make the request to the County Administrator.
2. The County Administrator may enter into such leases or procurement without a request if they deemed it necessary to do so.
3. The Levy County Attorney will be the principle legal advisor for such requests.
4. The Clerk of the Circuit Court will provide appropriate lease/procurement support.
G. Exchange or Transfer of Resources
1. ESF-5 and ESF-7 will maintain roll up information from the ESF’s regarding their resource capabilities and limitations.
2. ESF-7 will review resources requests, determine where the resources are located and initiate procurement.
3. Documentation for the exchange will be initiated.
H. Staging of Resources
Pre-Incident
1. The Levy County Road Department working policy is to preposition field response crews at Inglis and Cedar Key with advance notice of weather related emergencies. A third work crew is preposition at the Levy County Road Department Yard in Bronson.
2. Levy County Fire/Rescue Department may preposition fire engines, water tankers and other equipment near threatened areas in response to firefighting activities.
3. The Levy County School District may preposition school buses at the homes of vehicle drivers during the school year.
Post-Incident
1. Potential staging sites for equipment, vehicles and supplies include:
a. Bronson - Levy County Agriculture Extension Agency
b. Bronson – Levy County Road Department
c. Williston – Williston Municipal Airport
d. Inglis – Community Center
e. County and Municipal Volunteer Fire Stations
I. Vendor Coordination
1. Each support agency is expected to maintain pre-incident contact with its vendors. After-hours contact information will be noted.
2. Each agency should have alternate sources of resources established.
3. Each support agency is encouraged to establish pre-determined price schedules.
4. Non-established vendors will be referred to ESF-7, which will act as a clearing house for vendor inquiries.
5. ESF-7 will establish communications methods for relaying and receiving vendor information, which may include:
a. News media
b. Posted notices in public buildings
c. Recorded telephone information lines
d. Vendor briefings
IV. RESPONSIBILITIES:
A. Primary Agency: Levy County Clerk of the Circuit Court
Responsibilities:
1. The primary agency will take part in pre-incident planning meetings with support organizations and the Levy County Emergency management.
2. Constantly update vendor lists.
3. Give direction to support agencies.
4. Assuring, though the use of support agencies, that the ESF/Branch position in the Levy County EOC is capable of being staffed on a 24-hour a day basis if necessary.
5. Serve as the principal financial advisor to the Levy County Emergency Management and other EOC positions.
6. Monitor contracts for service during the incident.
7. Manage “close out” of contracts for service.
B. Support agencies: All Primary and Support Agencies
Responsibilities:
1. Keep updated inventory lists and vendor contact information.
2. Assist in staffing the EOC on a 24-hour a day basis by providing support personnel.
V. ACTIONS
A. Response Initial Actions:
1. Staff ESF-7 as needed in the EOC for 24-hour operations. Some personnel will be placed on standby or directed to staging areas with some facilities being manned for immediate response. Some resources will be staged near pending emergency areas.
2. Support agencies may be alerted and directed to deploy personnel and other resources.
3. Identification and assessment of resources available for designation as emergency support including facilities.
B. Response Continuing Actions:
1. Communication resources will be provided in coordination with ESF-2
2. Transportation needs will be provided in coordination with ESF-1.
3. Office furniture, equipment and supplies will be provided from existing inventories or will be procured.
4. Assist the Board of County Commissioners to lease buildings for staging warehouses or to replace damaged or destroyed facilities as needed.
5. Security for staging will be coordinated with ESF-16.
6. ESF-7 will be responsible for maintaining records for all properties loaned to ESF-7 for support of response and recovery. Records indicating the type of property or equipment, the date of the transaction, the agency and location to which the loan is made and the estimated date of return will be kept.
7. ESF-7 will coordinate contractual services between the county, state and commercial resources.
C. Recovery Initial Actions:
1. ESF-7 will provide personnel and other resources to assist in recovery efforts.
2. ESF-7 will review recovery actions and develop strategies.
D. Recovery Continuing Actions:
1. Support services will continue for personnel and equipment in the disaster area.
2. Priorities shifting accordingly with changing needs.
3. Continue to coordinate with support agencies in establishing priorities and support the missions with personnel and resources.
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