PURPOSE:

The purpose of the Facilities Services Unit Response Plan is to outline
a structure to fulfill the following responsibilities in emergency situations:

1. Activate the Facilities Services Unit Response Center (URC) to support
   FS and UW  emergency operations with information routing and communication
   services;
2. Building inspection - direct survey of utilities and buildings for
   damage; secure buildings and areas as necessary; maintain liaison
   with all utility providers to assure that services are continued;
3. Damage assessment - survey utilities and buildings for damage; direct
   clean-up operations;
4. Restoration - direct utilities and building services restoration;
5. Emergency projects - in cooperation with the Capital Projects Office,
   coordinate emergency  repair and construction projects;
6. Transportation services - provide transportation services, including
   vehicles and drivers as necessary; coordinate with off-campus transportation
   services providers; provide emergency repairs and fuel supplies for
   apparatus and equipment in use during an emergency;
7. Facility records - secure and distribute maps, aerial photographs,
   and building construction descriptions for UW EOC operations.
   

Level 1 - emergency incident that normal UW emergency response services
can handle. While there may be some damage and/or interruption, the conditions
are localized and the UW EOC is not needed.

Level 2 - emergency incident is severe and causes damage and/or interruption
to UW operations. A partial or full activation of the UW EOC is needed.
UW may be the only affected entity.

Level 3 - disaster conditions in which the UW must activate the full
UW EOC in order to address immediate emergency response. Emergency conditions
are wide spread and UW must be self-sufficient for a period of hours to
several days. UW may request mutual assistance from the City of Seattle,
King County, other State agencies or request federal assistance via the
State of Washington EOC.

COORDINATION WITH UW-ERMP:

The overall goal of the UW-ERMP and the Facilities Services Unit Response
Plan is to:

• Save and protect the lives of students, patients, employees, and the
  public.
• Manage immediate communications and information regarding emergency
  response operations and campus safety.
• Provide essential services and operations.
• Provide and analyze information to support decision-making and action
  plans.
• Manage University resources effectively in the emergency response.

For Level 1, 2, and 3 emergencies for which a Facilities Services unit
has lead responsibility, a Facilities Services senior representative will
serve as the UW EOC Emergency Operations Team Leader. For Level 3 emergencies,
the Associate Vice President for Facilities Services also may serve as
liaison between the UW-EOC and the President's Policy Council. (UW
EOC is located at the Bryant Building.) Other Facilities Services
representatives may be listed on the EOC call out list and/or be redirected
to coordinate Facilities Services information/actions in the EOC during
an emergency as needed.

Facilities Services staff will provide an initial evaluation of the situation
through established chains of command via the Facilities Services Comm
Center/Unit Response Center to the UW EOC Operations Team Leader. This
will include:

• Determination of the type of emergency
• Exact location of the emergency
• Type of buildings/utilities involved and extent of emergency
• Estimate of personnel and equipment needed.

COMMUNICATIONS:

For Level 1 and 2 emergencies during normal working hours, the Facilities
Services Communications Center/Unit Response Center-located at the
Plant Operations Building Comm Center-will operate as the usual message
and dispatch center for Shops units and will receive calls and contact
the appropriate shop and management personnel. Other Facilities Services
units will contact the Communications Center/Unit Response Center as appropriate
and otherwise rely on established chains of command for communications.

For Level 1 and 2 emergencies on evenings and weekends, the Communications
Center/URC telephone (206-685-1411) is automatically forwarded to the
University Police Department dispatcher. UWPD will contact the Facilities
Operations and Maintenance Specialist (FOMS) on duty by radio

(Unit 2). The FOMS will provide the initial emergency response, assess
the situation to determine the extent of the emergency, and contact shop
and/or management personnel after hours.

For Level 3 emergencies, when the UW EOC is activated, or when campus
telephone service is interrupted, or when continuous communication capability
is required, the FS Senior Official on site, in accordance with the Facilities
Services Unit Response Plan, will contact the Communications Center Manager
to mobilize the Communications Center/Unit Response Center. Communications
from tradespeople in the field will be directed through the FS Senior
Official on site (see Responsibility and Control, below) to the Facilities
Services URC, and further to the UW EOC or appropriate authority.

EXPECTATIONS FOR FACILITIES SERVICES EMPLOYEES:

All Facilities Services staff are required to read and understand the
contents of the FS Unit Response Plan; immediately report to their Supervisor
any emergency, potential emergency, or unsafe conditions or acts; and
carry out their assigned duties under the FS Unit Response Plan in a cooperative
and responsible manner.

All Facilities Services staff who provide or support essential
services are expected to make a reasonable effort to report to campus,
even when the UW has been declared closed or under suspended operations.
These staff should report as indicated below:

Essential Unit/Personnel

• Administrators
• Communications/Support
• Shops (M&A; Ops)
• Engineering Services & Fac Records
• Transportation Services
• Custodial Services

Report To

Unit offices; predetermined assembly areas

Unit Response Center; 5-1411 call centers

Shops, or outdoor assembly area

Unit offices; predetermined assembly area

Offices of assigned units

Predetermined primary/secondary locations

RESPONSIBILITY AND CONTROL:

All FS units should carry out their unit Emergency Evacuation and Operations
Plans, account for their personnel, assess their space for operability,
and report their status and availability to the Facilities

Services Unit Response Center. All FS units should collect
and maintain records of their emergency response.

1. Shops (Maintenance and Alterations, and Campus Engineering and
Operations)

• General:  The FS Senior Official who responds to an emergency
  becomes the individual in charge, or "Senior Official." All
  emergency responders and their communications will be coordinated and
  controlled through this individual. Initially, the "Senior Official"
  is the first person to arrive at the incident scene; as more senior
  staff arrive, the position of "Senior Official" is passed
  up the chain of command established in the Facilities Services organization
  chart.

  Whenever the authority of the "Senior Official" is passed
  from one individual to the next, regardless of the size of the emergency,
  the Comm Center/Unit Response Center and all respondents must be kept
  informed as to who is in charge.

• Specific Responsibilities and Actions

Responsibility

Observer

 

FS URC Comm Center

Action(s)

1. Immediately report emergency to appropriate person(s), i.e., supervisor,
   FS Communications Center, UWPD, etc.

1. Receive initial "first responder" calls
2. Prioritize the nature of emergency
3. Dispatch skilled trades workers via radio to make repairs
4. Inform Administrators and Shop Supervisors
5. Act as liaison between administrators and on-site personnel
6. Support UW EOC, as directed
7. Maintain status boards and dispatch log
8. Know and announce who is in charge

1. Understand larger impacts of emergency on affected units and campus,
   and make repairs to damaged devices.
2. Communicate to supervisor status of systems and expected restoration
   of service
3. Inform supervisor of complications or delays
4. Know who is in charge

1. Direct the activities of response personnel
2. Ensure appropriate number of shop personnel are available for repairs
3. Ensure response personnel have working communication equipment
4. Inform URC of diagnosis, prognosis, anticipated duration, and changes
   in status
5. Know who is in charge

1. Communicate with responding staff
2. Know who is in charge
3. Authorize response actions
4. Communicate with appropriate Facilities Services management
5. Communicate with UW EOC Operations Team Leader, when authorized

• Engineers will conduct Building Inspections with support from Capital
  Projects Office licensed architects. In the event of a major earthquake
  or other disaster involving widespread damage to UW buildings, Engineers
  and CPO Architects will gather at the established assembly area, form
  into teams, and execute the inspection and posting of buildings in accordance
  with the ATC-20 protocol of Rapid Post-Earthquake Building Inspection.
  Priorities for building inspection, equipment, supplies, etc. are identified
  in the Engineering Services plan. Communication of findings by the inspection
  teams should be channeled through the FS Comm Center/Unit Response Center
  to the UW EOC by telephone (if available) and/or radio.

• Facility Records - Records staff, as directed by the Manager, Facility
  Records, will be responsible for locating and providing maps, aerial
  photographs, utility maps, building plans, specifications, and similar
  records that are needed to support essential service operations. Records
  staff will report to their regularly assigned workstations.

  Assignments will be made to support essential services and may include
  duties outside normal program responsibilities.

3. Transportation Services

• General:  Transportation Services will track and inventory
  all University vehicles, fuel and maintenance equipment, and services;
  arrange for the use of UW vehicles and drivers to support UW emergency
  operations; and coordinate municipal transit services to campus.

All Transportation Services managers and supervisory personnel are
expected to report for Level 2 or 3 emergencies, even when the University
has closed. Managers and supervisory personnel should report to their
assigned work areas and contact the Director of Transportation Services
or designee upon arrival. If telephones are not operating, Transportation
Services will establish radio contact with the FS Unit Response Center.
(Refer to Transportation Services emergency plans for details.)

All staff will be assigned duties by the supervisor present. Assignments
will be made to provide essential service support and may include duties
outside normal program responsibilities.

• Vehicles:  Vehicles will be assigned by the Motor Pool
  Manager, as directed by the UW EOC Resources/Logistics Team Leader or
  designee.

• Transportation:  Transportation assignments will be made
  by the Assistant Director, Transportation Services, as directed by the
  UW EOC Resources/Logistics Team Leader or designee.

• Waste Services:  Property and Transport Services will
  determine feasibility of servicing waste stations, assess availability
  of dumping site, assess condition of vendor/UW self-haul programs and
  vehicles, prioritize emergencies and collection needs, and service sites
  (vendor or UW self-haul).

4. Custodial Services

• Custodial Services will help restore University operations by using
  available personnel; knowledge of the campus; and access to keys, emergency
  equipment, and vehicles. (Refer to Custodial Services emergency plan
  for details.)

• In a major emergency, Supervisors and Managers will account for each
  employee on duty and await further instructions. The chain of command
  will be closely followed. Supervisors/Managers may conduct an external,
  visual survey of those buildings where personnel are still unaccounted
  for. Report any injuries or damages to UWPD. Custodial Services will
  maintain radio communications with the Facilities Services Communications
  Center/Unit Response Center.

5. Finance and Administration

• General:  Finance and Administration (F&A) provides
  support to Facilities Services units. Essential F&A personnel include
  the Director, the Accounting and Business Services Manager, and the
  Labor Accounting Manager. Other staff, depending on whether an emergency
  situation arises during work hours or during non-work hours, will assist
  with communications and technical assistance as required and requested.

• Specific Responsibilities and Actions:  Primary F&A
  essential staff responsibilities include providing support to the FS
  Unit Response Center; providing technical accounting, payroll, and financial
  advice and information; and assisting with communication needs.

  Depending on the level of severity, the Business Services unit would
  be responsible for accounting, financial, and administrative requirements;
  documenting emergency expenses and time records for personnel involved
  in the response; and assisting with preparation of damage reports,
  applications, and filings associated with an emergency situation.
  Labor accounting would continue operations as long as server access
  is maintained. As the primary data resource for payroll information
  in FM Enterprise, this unit would coordinate with FS units, central
  administration, and Technology Services in an effort to gather and
  enter timesheet and work request data into the central payroll system
  and FME

6. Technology Services

• General:  Technology Services personnel are expected to
  come to work in the event of an emergency to support the functions of
  the FM Enterprise systems in terms of entry, dispatch, fulfillment,
  and tracking of work orders.

• Specific Responsibilities and Actions:  Technology Services
  provides a system (FM Enterprise) through which work orders are entered,
  dispatched, fulfilled, and tracked. Work orders propel Facilities Services'
  maintenance, alterations, and operations activities in both normal and
  emergency situations.

  Under a Level I Emergency, FM Enterprise (and FS-WORKS that provides
  the customer interface) may be expected to be fully functional. The
  server and network will be up and the majority of customers will have
  power. They will be able to enter and track routine orders online.
  (Emergency Work Orders are always to be entered by calling 206-685-1411,
  as long as that number is operational.)

  During a Level II Emergency, FM Enterprise and FS-WORKS may be expected
  to be up and on the network since they are based in a building (4545)
  that has emergency power (diesel generator). Access to the network
  is powered on the same grid as the campus buildings are, so if a building
  loses access to electrical power, it loses access to the network.
  All customers in an affected building will lose access to FS-WORKS.
  Tradespeople in buildings without power will lose access to FM Enterprise
  and will be unable to take work orders. Those areas without power
  will need to be served by areas that still have power. Technology
  Services will coordinate arrangements for staff access to these areas.

  In the event the server is operational, but the network is not remotely
  accessible, Technology Services will arrange for access to the system
  using two PCs in the 4545 Building (as noted before, emergency power
  and network access are provided by generator).

  In a Level III Emergency, work orders will be routed through the
  FS Communication Center to the shops via two way radio and printed
  forms. The paper forms will track the work and will be entered into
  FM Enterprise as the system is restored. Information about Facilities
  Services' recovery efforts and costs must be captured and retained
  for reporting and cost recovery following a disaster.

  Operation of Facilities Services' main "emergency/trouble calls"
  telephone line, 5-1411, under emergency conditions is under review.

Additional Information and Resources

These Facilities Services Units' plans provide response expectations
in greater detail:

• Campus Engineering and Operations Emergency Plan
• Custodial Services Emergency Preparedness and Response Plan
• Transportation Services Emergency Preparedness and Response Plan

Information on UW Emergency Management and the basics of emergency preparedness
and response may be found at:

http://www.washington.edu/admin/business/oem/