Agenda 03/22/2016 Item #16E 4 3/22/2016 16.E.4.
EXECUTIVE SUMMARY
Recommendation to authorize the Emergency Management Division to proceed with
accreditation to meet comprehensive national standards through the Emergency Management
Accreditation Program(EMAP).
OBJECTIVE: To obtain the highest level of national accreditation in emergency disaster response
to serve the residents of the County community prior to, during, and through recovery in times of disaster
or emergency.
CONSIDERATIONS: The Bureau of Emergency Services set a goal in 2008 to have all three of
its major divisions, (EMS, MedFlight and Emergency Management) to become nationally accredited. To
the credit of Collier County EMS Chief and staff, both MedFlight and EMS have achieved the rigorous
standards of national accreditation for their respective services. T h e Emergency Management
Accreditation Program, then in its infancy, has now become the official national standard and "best
practice" for Emergency Management programs. Emergency Management's accreditation focus has a
large scope requiring over 64 comprehensive standards to be addressed covering the Emergency
Management Program as a whole. This encompasses the County and its Departments' overall disaster
readiness as well as that of the Emergency Management Division, multiple private sector,
nongovernmental agencies,and other governmental organizations within Collier County.
The Emergency Management Division within the Bureau of Emergency Services and Administrative
Services Department wants to obtain national accreditation status via the only national accreditation
body- the Emergency Management Accreditation Program (EMAP) operated by the Kentucky Regional
Planning Council and supported by FEMA, the International Association of Emergency Managers
(IAEM), the National Association of Emergency Management Association (NEMA), and the Florida
Division of Emergency Management (FDEM). Achieving national accreditation within the Emergency
Management Division will illustrate to the residents of the County and our disaster response partners the
highest level of service and best practice standards toward serving our community prior to, during, and
recovery through times of disaster or emergency.
Staff believes the investment in accreditation will offer the following benefits to Collier County:
• Demonstrating the commitment to exceed expectations to County residents and guests;
• Working toward a national accredited program may contribute to the Community Rating
System,thereby,contributing to reduced flood insurance cost;and,
• It is anticipated that FEMA and the Florida Division of Emergency Management will make
certain incentives or give future pilot program(s) priority to accredited local Emergency
Management Programs.
The Florida Division of Emergency Management actively supports Counties becoming nationally
accredited by providing technical support and subscriber resources. Accreditation assessments are
conducted by non-paid highly trained peer professionals under the supervision of EMAP. Presently there
are 10 accredited County's in the State of Florida, 34 States, eight Federal agencies, three universities,
and two international programs.
During the recent benchmark assessment phase of our EMAP kick-off, staff identified the need for Board
support as follows to be successful in this accreditation program:
1. Approve the plan to proceed with national accreditation with the Emergency Management
Accreditation Program operated by the Kentucky Regional Planning Council.
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3/22/2016 16.E.4.
2. Authorize staff to advertise minor modifications to the Citizen Corp s Advisory Committee
Ordinance #02-56 that adds an "all-hazards and whole of community" approach as required
by EMAP as well as other membership and participation issues.
FISCAL IMPACT: Staff is estimating cost not to exceed the following mounts:
1. Cost to publically notice proposed ordinance changes of$1,900.
2. Cost for the on-site volunteer peer review and countywide interviews conducted by the
Emergency Management Accreditation Program assessment team will be requested in the 2017
annual budget.The cost is presently estimated at$18,000.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts.
J...EGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as
to form and legality,and requires majority vote for approval. -JAK
RECOMMENDATION: That the Board approves the Emergency Management Division to
proceed with accreditation to meet comprehensive national standards through the Emergency Management
Accreditation Program(EMAP).
Prepared by: Dan E. Summers,Director-Bureau of Emergency Services
Attachments:
1) Exhibit A: EMAP Waiver and Sole Source Letter
2) Exhibit B: EMAP Estimate of Assessment Cost
3) Exhibit C: Florida Division of Emergency Management—EMAP endorsement
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.4.
Item Summary: Recommendation to approve the Emergency Management Division to
proceed with accreditation to meet comprehensive national standards through the Emergency
Management Accreditation Program (EMAP).
Meeting Date: 3/22/2016
Prepared By
Name: BoniChristine
Title: Accountant,Bureau of Emergency Services
2/25/2016 7:37:15 AM
Submitted by
Title:Division Director-Bureau of Emer Svc,Bureau of Emergency Services
Name: SummersDan
2/25/2016 7:37:17 AM
Approved By
Name: SummersDan
Title: Division Director-Bureau of Emer Svc,Bureau of Emergency Services
Date: 2/25/2016 8:29:49 AM
Name: CrouchJason
Title: Procurement Specialist,Procurement Services
Date: 3/2/2016 2:05:43 PM
Name: MarkiewiczJoanne
Title: Division Director-Procurement Services,Procurement Services
Date: 3/3/2016 9:19:04 AM
Name: JohnsonScott
Title: Manager-Procurement,Procurement Services
Date: 3/3/2016 9:19:30 AM
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3/22/2016 16.E.4.
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/3/2016 1:42:47 PM
Name: PriceLen
Title: Department Head-Administrative Svc,Administrative Services Department
Date: 3/7/2016 9:55:59 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/7/2016 10:45:44 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/7/2016 3:19:21 PM
Name: WellsLaura
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 3/8/2016 2:39:09 PM
Name: CasalanguidaNick
Title: Deputy County Manager,County Managers Office
Date: 3/13/2016 5:24:19 PM
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3/22/2016 16.E.4.
Collier County
Waiver Request
Adivittstradva Senecas Melon
nuosenc
Instructions
Corriptetedsvaiver requests must be submitted to the depaitrnentsomoummentorofessicinal for any ant-Bunt-above-
azsiuuo.
Purchases sibc4**3090 requimihree quotes or formal cimpetitiort:. The departmentrnustorovide justification to
rchasie to request conaidertaion to waive the competitive purchasing process and purchase from a
'single-vendor. Waivers-of greater than $50,000 win regitireroVal hrtheiaoard'of-eloO,nty
Dortsn*Oltera:lo*iaiNy for a waiver select a waiver oategOl Provide*ealstanatiOn Otthe'reSegith
OrgitiffSUPPOttiNI-ratiOnale,and'aCCIttire#10"aPOPVattgclaWlitftdrit*tir dire**.Sena the waiver
reitieet4my re-search inftriation and-contract materials to your purchasintibnifessionalin Purahasirig,
Requester Name: Dan E.Summers Vendor Name: Emergency Management Acaeciaaeon Program
Department: MOSES-Emergency Management Item I Service:azneauton momee.k Yea laaacat sweat swecnyeak aa..sakeemaaaaa end RtdINWS14
Requisition #(if applicable): Anticipated Cost: Sifi,C00
Emergency.. Describe the public health or safety issues that requires the immediate product or service(i.e.,The
supply of vaccination was completely depleted within hours of delivery to the employee health center;the current
vendor will not receive another shipment for 2 weeks).
Compatibility/Proprietary(One of a Kind or No Substitute Available). Describe the research completed to
determine that there is only one product or service capable of meeting the County's existing conditions and that no
other vendor can provide a product,component,or replacement part that may be substituted.
The Emergency Management Accreditation Program (EMAP) is the only accreditation body for
Emergency Management from which to be evaluated and recognized for best practices.
Authorized Distributor: Describe the research completed to find similar features and operability,and a letter from
the manufacturer naming the single source authorized distributor(s)in the southwest Florida region.
EMAP is supported by the Federal Emergency Management Agency,National Emergency Management Association,international Association of
Emergency Management and National Fire Protection Association,as being the only accrediting body for Emergency Management Programs
it is a felony to knowingly circumvent a competitive process for commodities or services by
fraudulently specifying sole source. Florida Statute 838.22(2).
Requested bv-
' Christine Boni, Accountant for EM Date:02/25/2016
Department Director.
Dan E. Summers, Director BES/EM Date:02/25/2016
Procurement Professional: Matt Catoe Digitally signed by Matt Catoe Date:
Date:2016.03.02 08:40:44-0500"
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3/22/2016 16.E.4.
• P.O,Box 11910
Lexington,KY 40578-1910
859-244-8222
Aoa.alaebtt P*wtxan emap@csg•org
www.emap.org
EMAP Commission
Barb Graff, January 5,2016
Chairperson,
Dave Hard,
Vice Chairperson
Karen Windon, Sole Source Letter
Secretary-Treasurer
John Ash
Ed Buikema This is to confirm that EMAP(Emergency Management Accreditation Program)is the
Mike Daniska
Judd Froed sole source provider for the EMAP Training Course and all activities within the
Jared Gartman training and assessment process. This includes and is not limited to the course
Roble Robinson l Powell
Ro presentation and exercises. EMAP is also the sole source provider for all of their
b
Wendy Smith-Reeve documents, standards and guides, including their logo items.
William Waugh
EMAP Personnel EMAP, as an independent non-profit organization,fosters excellence and
Nicole Ishmael,
Erecutive Director accountability in emergency management and homeland security programs by
Christine Jacobs establishing credible standards applied in a peer review accreditation process.
Assistant Director
Jessica Byrski
Program&Projects EMAP is a voluntary accreditation process for federal, state,territorial and local
Specialist
Scott Gauvin government programs as well as institutions of higher education that coordinate
Federal Projects preparedness and response activities for disasters,from tornadoes to terrorist acts. It
Specialist
David Liebman recognizes the ability of a jurisdiction to bring together personnel,resources,and
Assessment Coordinator communications from a variety of agencies and organizations in preparation for and in
Lindsey Shafer
Training Coordinator response to an emergency. This forms the foundation of the nation's emergency
Lindsey Stanley response system. EMAP is the only accreditation process for emergency management
Logistics&
Administrative preparedness.
Coordinator
If you have any questions,please feel free to contact the EMAP headquarters office at
859.244.8222.
Sincerely,
j2.cau
/ C:I.LL hYrf�G
Nicole Ishmael
Executive Director
' 1
Safer communities through measurable standards of excellence for emergency management programs.
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EMAP
Estimate
Council of State Governments
P.O. Box 11910
Lexington, KY 40578
Estimate Number: 111 Phone: 859-244-8000
Date: February 20,2015 Fax: 859-244-8239
,,,.,E
Emergency Management
Accreditation Program
TO:
Mr. Michael Morlan Send Payments to:
Emergency Management Coordinator Emergency Management Accreditation Program
Collier County, Florida Emergency PO Box 11910
Management Lexington KY 40578-1910
Man
Man gely Cultural Pkwy#446 Make Checks Payable: Emergency Management Accreditation
8075 Program
Naples, FL 34113
QTY. DESCRIPTION UNIT PRICE TOTAL
1 Accreditation Application fee $3,500.00 •
1 On-site assessment fee $5,500.00
1 $7,143.00-
On-site assessment travel cost for six assessors $8,947.00
*This is only an estimate.Total cost is subject for change.
*Estimated travel cost includes maximum amount allowed by EMAP reimbursement due to EMAP Travel
Policy; hotel per diem rate issued by U.S. General Services Administration (GSA); meal per diem rate(issued
by U.S. General Administration (GSA)or State Department; rental vehicle;taxi (average area fares);and
baggage fees(average between airlines)for EMAP representatives.
TOTAL ESTIMATED COST $16,143.00-
$17,947.00
This is only an estimate created on averages from date of estimate. Total cost is subject to change
when invoiced.
F.E.I.N. 82-0551441
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STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
RICK SCOTT BRYAN W.KOON
Governor
Director
April 7, 2015
Britton J. Holdaway
Accreditation Program Manager
Florida Division of Emergency Management
Michael D. Morlan
Emergency Management Coordinator
Department of Emergency Management
Collier County Bureau of Emergency Services
Dear Mr. Morlan:
The Emergency Management Standard provides a comprehensive framework for
emergency management programs. It consists of 64 standards and 104 sub-elements
addressing all functional areas of emergency management. The Emergency Management
Standard is maintained and administered by the Emergency Management Accreditation
Program (EMAP), a non-profit organization tied to the National Emergency Management _
Association and the International Association of Emergency Managers. The standard is
certified by the American National Standards Institute and is reviewed and updated every
three years.
Accreditation for an emergency management Program through EMAP requires compliance
with all 104 sub-elements of the standard. The process of accreditation entails a self- and
peer-assessment. Because the process takes into consideration the entire Program,
participation from a Program's stakeholders from start to finish is necessary for success.
Accreditation from EMAP demonstrates a Program's adherence to nationally recognized
standards for emergency management.
Programs pursuing accreditation receive multiple benefits from the process. The standard
provides a nationally accepted means of measuring one's Program to identify and correct
gaps. As a consequence of stakeholder involvement, communication and cooperation
across a Program's sectors (i.e. public, private, and nonprofit) increases. Processes,
plans, policies, and procedures are updated and oftentimes streamlined. In several
instances within the State of Florida, Programs seeking accreditation have found existing
processes, plans, policies, and procedures to be misaligned with the realities of their
operating environments, and they have corrected those situations as a result of the self-
assessment process. Another benefit is updated, comprehensive documentation of the
Program, which improves institutional memory and facilitates learning. Finally, Programs
seeking accreditation often work with other accredited programs or others seeking
DIVISION HEADQUARTERS Tel: 850-413-9969 • Fax 850-488-1016 STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard www.FloridaDisaster.orq 2702 Directors Row
Tallahassee, FL 32399-2100 Packet Page 1445- Orlando, FL 32809-5631
3/22/2016 16.E.4.
accreditation; this results in an increased flow and exchange of information, ideas, and best
practices
Because of the myriad benefits programs receive from the process of accreditation, the
Florida Division of Emergency Management dedicates numerous resources to assist the
state's local jurisdictions to pursue such. The Division has three full-time personnel
focused on accreditation. It facilitates workshops, provides templates, helps to review
documentation, connects programs with subject matter experts, and assists in planning and
development as necessary. The Division also makes its full staff available as needed to
assist in specific areas of interest to local jurisdictions seeking accreditation.
We look forward to working with your jurisdiction as it pursues accreditation with EMAP.
Angela Moreno will act as your direct point of contact with the Division, and Jessica Byrski,
an employee of EMAP, will act as your liaison with that organization. Based upon our
experience with more than 10 accreditations, we suggest that you meet with your
stakeholders and county leadership at the beginning of this endeavor to gain buy-in and
support. Accreditation from EMAP is not just for your agency but for the entire county
emergency management Program, and their involvement is critical to your success. Please
do not hesitate to reach out to Ms. Moreno or Ms. Byrski if you need any assistance or
have any questions during the self-assessment.
Sincerely,
Britton J. Holdaway
Accreditation Program Manager
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