8.C.
City Council Meeting - FINAL
- Meeting Date:
- 01/07/2025
- Co-Submitter:
- Daniel Kelly
- From:
- Stacey Brechler-Knaggs, Grants, Contracts & Emergency Management Director
TITLE:
Consideration and Approval of Contract Amendment: Approve the Second Amendment to the Professional Services Contract with Emergency Management Partners, LLC to develop a Citywide Continuity of Operations Plan and a Continuity of Government Plan.
STAFF RECOMMENDED ACTION:
- Approve the Second Amendment to the Professional Services Contract with Emergency Management Partners, LLC (EM Partners) in the amount of $92,119.00 to develop a Citywide Continuity of Operations Plan (COOP) and a Continuity of Government Plan (COG); and
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
The vision for continuity is to create a more resilient City by integrating continuity plans and programs into the whole community to sustain essential functions under all conditions.
The COOP and COG aim to create continuity capabilities, assuring the performance of essential functions and critical services across the city. This includes (1) providing an understanding of continuity options, (2) offering guidance on how to integrate these options into operations, and (3) supporting the development of tools and resources.
Continuity of Operations (COOP) is a plan that ensures an individual division or department can continue to perform its essential functions, provide essential services, and deliver core capabilities during a disruption to routine operations. Continuity is the foundation on which continuity of government and enduring constitutional government capabilities depend. Although having a COOP is only mandatory at the federal level through the National Security Presidential Directive (NSPD-5), Presidential Policy Directive 40 (PPD-40), and at the state level through Governor's Executive Order 2013-06, it is highly recommended for local governments to have a COOP and to practice the plan regularly as a best practice.
Continuity of Government (COG) is a plan that ensures that government functions and essential services continue during a catastrophic event. It focuses on leadership succession, communication, resource management, and alternate locations for operations. The COG is only mandatory at the federal level through the National Security Presidential Directive (NSPD-5) and Presidential Policy Directive 40 (PPD-40) and at the state level through the Governor's Executive Order 2013-06; however, it is highly recommended that local governments have a COG in place.
The COOP and COG aim to create continuity capabilities, assuring the performance of essential functions and critical services across the city. This includes (1) providing an understanding of continuity options, (2) offering guidance on how to integrate these options into operations, and (3) supporting the development of tools and resources.
Continuity of Operations (COOP) is a plan that ensures an individual division or department can continue to perform its essential functions, provide essential services, and deliver core capabilities during a disruption to routine operations. Continuity is the foundation on which continuity of government and enduring constitutional government capabilities depend. Although having a COOP is only mandatory at the federal level through the National Security Presidential Directive (NSPD-5), Presidential Policy Directive 40 (PPD-40), and at the state level through Governor's Executive Order 2013-06, it is highly recommended for local governments to have a COOP and to practice the plan regularly as a best practice.
Continuity of Government (COG) is a plan that ensures that government functions and essential services continue during a catastrophic event. It focuses on leadership succession, communication, resource management, and alternate locations for operations. The COG is only mandatory at the federal level through the National Security Presidential Directive (NSPD-5) and Presidential Policy Directive 40 (PPD-40) and at the state level through the Governor's Executive Order 2013-06; however, it is highly recommended that local governments have a COG in place.
Financial Impact:
Project Name: Continuity of Operations (COOP) and a Continuity of Government (COG) Plan.
Cost: $92,119.00 (COOP/COG)
Account Number Budgeted: 001-02-039-0114-1-4290
FY Budgeted Amount: $95,000
Grant Funded: No
Funding Source: General Fund
Cost: $92,119.00 (COOP/COG)
Account Number Budgeted: 001-02-039-0114-1-4290
FY Budgeted Amount: $95,000
Grant Funded: No
Funding Source: General Fund
Policy Impact:
N/A
Previous Council Decision or Community Discussion:
N/A
Options and Alternatives to Recommended Action:
- Approve the Second Amendment to allow staff to comply with Federal Directives and Governor's Executive Order for developing a COOP and COG; or
- Do not amend the contract and direct staff to procure a new contract to develop the COOP and COG.
Background and History:
Planning across the full range of continuity operations is an inherent responsibility of every level of government and across the whole community.
Continuity of Operations (COOP) is the City's ability to continue essential functions, provide essential services, and deliver core capabilities during a disruption to normal operations. Effective COOP can be attained only through the integration and unified efforts of the city's leadership, who are accountable for performing essential functions and the continuity program at all levels.
Continuity of Government (COG) is an outcome of a viable continuity capability for a City division. COG requires a coordinated effort within the city to ensure essential functions during a disruption to normal operations. It is intended to preserve the statutory and constitutional authority of elected officials at all levels of government. Achieving COG requires enhanced resilience, coordination, communication, and deconfliction among the city divisions and positions most critical to the city's continued functioning.
The COOP and COG plans will be developed as all-hazards plans to document the city's processes relating to the continuity of roles and responsibilities. EM Partners will align these plans with the Flagstaff Emergency Operations Plan, other regional and state plans, Arizona COOP/COG guidance, the FEMA Continuity Guidance Circular (CGC), FEMA's Guide to Continuity of Government, the National Incident Management System (NIMS) and the Incident Command System (ICS) doctrine, and Emergency Management Accreditation Program (EMAP) Standards for COOP and COG plans. The COOP and COG plans will be designed to be easily usable for City personnel during disruptions or emergencies. The COOP and COG plans will also be developed with the preparedness cycle in mind as living documents to be trained, exercised, operationalized, evaluated, and updated as needed.
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. This Second Amendment would authorize EM Partners to perform additional work for the City.
Continuity of Operations (COOP) is the City's ability to continue essential functions, provide essential services, and deliver core capabilities during a disruption to normal operations. Effective COOP can be attained only through the integration and unified efforts of the city's leadership, who are accountable for performing essential functions and the continuity program at all levels.
Continuity of Government (COG) is an outcome of a viable continuity capability for a City division. COG requires a coordinated effort within the city to ensure essential functions during a disruption to normal operations. It is intended to preserve the statutory and constitutional authority of elected officials at all levels of government. Achieving COG requires enhanced resilience, coordination, communication, and deconfliction among the city divisions and positions most critical to the city's continued functioning.
The COOP and COG plans will be developed as all-hazards plans to document the city's processes relating to the continuity of roles and responsibilities. EM Partners will align these plans with the Flagstaff Emergency Operations Plan, other regional and state plans, Arizona COOP/COG guidance, the FEMA Continuity Guidance Circular (CGC), FEMA's Guide to Continuity of Government, the National Incident Management System (NIMS) and the Incident Command System (ICS) doctrine, and Emergency Management Accreditation Program (EMAP) Standards for COOP and COG plans. The COOP and COG plans will be designed to be easily usable for City personnel during disruptions or emergencies. The COOP and COG plans will also be developed with the preparedness cycle in mind as living documents to be trained, exercised, operationalized, evaluated, and updated as needed.
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. This Second Amendment would authorize EM Partners to perform additional work for the City.
Connection to PBB Priorities and Objectives:
- High Performing Governance - Maintain the organization's fiscal stability through strong financial policies and best practices.
- Safe & Healthy Community - Provide public safety services with resources, staff, and training responsive to the community needs.
Connection to Regional Plan:
Public Buildings, Services, Facilities, & Safety - Public Safety Goals and Policies
- Goal PF.I, Work across all government operations and services to prepare for the impacts of natural and human-caused hazards.
- Policy PF.1.2.Allocate available public resources necessary for the City and County to prepare and adapt for natural and human-caused hazards so that all government operations support community resiliency.
- Goal PF.3, Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
- Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental
operations, plans, public policies, population served, and monies available. - Policy PF.3.4, Maintain emergency management operations to protect life and property during disaster events in natural hazard areas and built environments.
- Policy PF.3.5. Support coordination of public safety and emergency management operations through mutual aid agreements.
- Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental
Connection to Carbon Neutrality Plan:
Health and Safety; HS-4, Improve the resilience of public infrastructure and City facilities
#1. Create preparedness and recovery plans for all City divisions
#8. Foster a culture of emergency preparedness and planning among City staff through regular conversations about vulnerabilities and resilience building, scenario analysis, and emergency planning exercises.
#1. Create preparedness and recovery plans for all City divisions
#8. Foster a culture of emergency preparedness and planning among City staff through regular conversations about vulnerabilities and resilience building, scenario analysis, and emergency planning exercises.
Connection to 10-Year Housing Plan:
N/A