Title
Discussion and Possible Approval to Submit a Federal Emergency Management Agency (FEMA) Grant Application for an Emergency Operations Center (EOC) at Fire Station 3
Recommended Action
I move that Council approve the submission of a Federal Emergency Management Agency Grant Application for the Single Story Concept in an amount not to exceed $4,500,000 to plan, design and construct an Emergency Operations Center at Fire Station 3 in White Rock.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
During the April 2023 budget hearings, Council approved a Police Department budget option for $100,000 to fund designs to plan for a new Emergency Operations Center (EOC) at Fire Station 3 in White Rock.
The lack of a dedicated Emergency Operations Center (EOC) for Los Alamos County has presented ongoing issues, as exemplified by past incidents. During the Cerro Pelado event in 2022, a makeshift EOC in the Police Department, utilizing folding tables and conference chairs, highlighted the inadequacy of the current setup. During the Las Conchas fire in 2011, collaboration with LANL demonstrated the need for a dedicated EOC as identified in the "Lessons Learned" white paper. It emphasized that Los Alamos County should establish its EOC in a county-owned facility and maintain representation in the LANL EOC, citing shortcomings in the LANL EOC's configuration. The Cerro Grande fire in 2000 also revealed challenges, particularly with access and badges and technology when teaming with LANL, underscoring the importance of an independent and accessible EOC for effective emergency response. In 2019 Los Alamos County experienced a “Major Wind Event” which activated the EOC, again with no dedicated space for the coordination of emergency response activities.
The need for a new EOC is underscored by the importance of having a fully capable local emergency operations facility within a comprehensive national emergency management system to be operational within 30 minutes. This facility will play a crucial role in ensuring coordination and unity of effort among multiple emergency management organizations and across jurisdictions during disasters. The facility will serve as a direct reflection of Los Alamos' commitment to emergency management and disaster preparedness.
A dedicated and fully operational EOC facility is essential for the County, ensuring its exclusive focus on emergency operations and constant readiness. The EOC should incorporate security measures to safeguard personnel, equipment, and sensitive information, allow for expansion for both staffing and equipment requirements as needed during emergency situations. Additionally, the EOC should provide secure storage for vehicles, trailers, and emergency equipment, built to LEED silver standards, provide for sustainable development including EV charging stations, and have minimal impact on the site.
In August 2023, utilizing a County architectural and engineering on-call contract, a scope of work (SOW) was created, and a task order issued to Lloyd & Associates Architects to evaluate the feasibility and create three (3) potential concepts to house an EOC at the existing Fire Station 3 property. The goal was to create a space for the location of the EOC, all development requests, and all associated personnel and equipment in one centralized location.
Funding for planning, design and construction is largely anticipated via application through FEMA grants and possibly state capital outlay funds. In FY 2023 FEMA awarded $89.1 million to EOC grant applicants across the US. The Notice of Funding Opportunity is published every March with a similar awarded amount anticipated this year. This grant has become more and more popular and thus the competition has become greater. These grant funds require a 25% match from the grantee/recipient. This project is also ranked number 26 in the current ICIP for $1 million. County and/or State Capital Outlay funds could cover the 25% match requirement for the FEMA Grant. Ranking the project higher in the ICIP would help make the project more competitive for state capital outlay funds to help meet the 25% grant match requirement.
Below is a summary of the three (3) concepts created by the architect. An evaluation matrix was assembled, and each concept evaluated based on criteria established by the project team. The concepts and evaluation matrix are illustrated in the presentation, Attachment A. The following is a summary of each concept developed:
Single Story Concept - 5,067 square foot single story addition provides a larger emergency operations center that can double as a training center, two-adjacent breakout rooms and offices for Emergency Management (EM) staff. This option offers storage for equipment deployed by EM staff. This design features layered levels of security and accentuates the existing architecture with one-story construction. This option is the most desirable concept.
Two-Story Concept - 6,994 square foot two-story addition. Provides an emergency operations center that can double as a training center, two-adjacent breakout rooms and offices for EM staff with an open concept and allows for interior storage of existing emergency management equipment. The design includes layered levels of access control and ensures compatibility as an attached structure to the Fire Station. Higher construction costs are typically seen with multi story buildings.
Shared-Use Concept - 3,654 square feet. Proposed remodel option incorporates a campus feel by utilizing existing conference rooms and creating multi-use breakout rooms for a multi-use facility for LAC and Council meeting space. A new construction of offices for EM staff is included on the west side. This concept is of less cost but comes with limitations such as limited control of space (not a fully operational EOC), can only be partially funded by the FEMA Grant, impacts current Fire Staton training operation, and concerns about inadequate security measures. These drawbacks impact the overall suitability of the option for an EOC.
Alternatives
Council could choose to approve an alternative concept and grant amount or not approve this application and staff would need to find an alternative funding source for the project.
Fiscal and Staff Impact/Planned Item
Non-Recurring Staff & Fiscal Impact (Public Works, Police & Finance Departments): Staff time will be required for Project and Grant Management, while Contractual Services for architectural and engineering, construction management and construction will be required through one year beyond end of construction. Staff expenses will be absorbed through the annual county budget while project related professional services and capital expenses are captured through the appropriated project budget including any awarded grant funds. If awarded a FEMA grant for the full requested amount, a 25% local match will be required by Los Alamos County from State Capital Outlay, County General Funds, or Unallocated ICIP.
Recurring Fiscal & Staff Impact: Staff time, contractual services, and Interdepartmental Charges (IDC’s) for facility maintenance, custodial services and utility costs for the additional building square footage will apply for the life of the asset. Future renovation and replacement costs for fixtures and equipment including HVAC, carpet, and other waring, end of service life components will also apply at an estimated annual cost of $2.80 per square foot noting the following associated with each concept:
Single-Story Concept: 5,067 Sq. Ft. ($14,187 / Year)
Two-Story Concept: 6,994 Sq. Ft. ($19,583 / Year)
Shared Use Concept: 3,510 Sq. Ft. ($9,828 / Year)
If a grant is awarded, staff will bring a budget revision to Council for approval.
Attachments
A - Emergency Operations Center at Fire Station 3 Presentation
B - Grant Analysis & Financial Matrix Form