Consideration and Approval of Contract Amendment:  First Amendment to the Contract with Emergency Management Partners, LLC for the Airport Emergency Plan Update and Support for the Development of the Airport's Triennial Full-Scale Exercise.

1. Approve the First Amendment to the Contract with Emergency Management Partners, LLC for the Airport Emergency Plan Update and Support for the Development of the Airport's Triennial Full-Scale Exercise in the amount of $207,577 ($98,750 Airport Emergency Plan / $108,827 Triennial Full-Scale Exercise) (100% grant-funded by the Airport CARES Operational Grant); and
2. Authorize the City Manager to execute the necessary documents.

The original contract with Emergency Management Partners, LLC (EM Partners) was to develop a City Emergency Operation Plan (EOP), which was fully funded by the AZ Department of Fire and Forestry Management for $71,348.50. The EOP, created by EM Partners, has been completed successfully and is a crucial planning document that helps establish the concept of operations for response and recovery to incidents that overwhelm local responding resources.

This First Amendment is an update to the Airport Emergency Plan (AEP), which is essential to address essential emergency-related and deliberate actions planned to ensure the safety of the airport populace and the Flagstaff community. The AEP is required by the Federal Aviation Administration (FAA) to meet compliance with Title 14 Code of Federal Regulations (CFR) Part 139.325, Certification of Airports. 

Furthermore, the AEP entails conducting Training, Drills, and Exercises. The FAA requires a full-scale airport emergency plan exercise every thirty-six calendar months for airports holding a Class I Airport Operating Certificate under 14 CFR part 139. This full-scale exercise requires a simulated emergency, as it would in an actual aircraft disaster, for airports holding Class I Airport Operating Certificate commensurate with the index of the airport. It ensures that all personnel having duties and responsibilities under the plan are familiar with assignments and are properly trained. Part of the Amendment will be for the support and development of a Triennial Full-Scale Exercise.

The funding for the Amendment is 100% funded by the Airport CARES Operational grant #3-04-0015-045-2020.  The period of performance for the grant funds end June 30th so the project is on a critical path. This grant is budgeted in account number 221-07-221-0883-0-4224 with the Airport Fund.

None.

Priority Based Budget Key Community Priorities and Objectives

Yes, on 3/21/2023 council approved the contract with EM Partners to develop a City Emergency Operations Plan.

1. Approve the First Amendment; or
2. Do not approve the First Amendment.

EM Partners worked with Coconino County to rewrite their Emergency Operations Plan. City Procurement staff reviewed the scope and determined to authorize a sole source procurement due to the requirement to interface with other agencies in the state of Arizona that are already utilizing EM Partners for their Emergency Operations Plan.

EM Partners has extensive experience in all aspects of emergency management, specializing in real-world operations analysis and plan development. For this project, they propose a team of subject-matter experts in emergency operations planning, airport emergency planning and operations, airport triennial exercises, and the application of the Homeland Security Exercise and Evaluation Program (HSEEP).
 
Their proposed team members' expertise includes:

• Airport emergency planning and operations subject-matter experts with experience developing and updating airport emergency plans throughout the country.
• Master Exercise Practitioners (MEPs) with experience designing, facilitating, and evaluating HSEEP compliant exercises, including airport triennial exercises.
• Arizona-specific planning expertise with experience in local, county, and state emergency planning throughout Arizona, including the city of Flagstaff’s EOP, Coconino County’s EOP and Operations Procedures Manual, and the Arizona State Emergency Response and Recovery Plan (SERRP).

EM Partners is well-established in Arizona and  has national experience and qualifications. Their team brings a combination of familiarity, strong knowledge, and experience to our Arizona clients, along with a wealth of national experience and lessons learned. They will use their Arizona-specific knowledge and experience, along with their subject-matter experts from across the country, to tailor their approach to the needs of the Flagstaff Airport.

EM Partners has the expertise to update the Flagstaff Pulliam Airport Emergency Plan (AEP) and support the airport's triennial exercise design and facilitation that is critical to the Airport's compliance as a Part 139 certified Airport.