Paratransit Emergency Preparedness and Operations Handbook (2013)

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9 C h a p t e r 2 This Capabilities Assessment Checklist is a self-assessment tool to aid your agency in addressing critical paratransit emergency preparedness and operations issues. ▪▪ Respond to each statement based on your best evaluation of the status of your agency’s activities. ▪▪ If your agency has addressed a statement, place a checkmark in the column titled “Addressed.” ▪▪ If your agency has not addressed an item, place a checkmark in the column titled “Not Addressed.” ▪▪ If the item is not applicable to your agency, place a checkmark in the column titled “N/A.” ▪▪ For guidance, strategies, tools, and resources regarding the statements that you marked as “Not Addressed,” refer to the Handbook section listed in the column entitled “Index.” Capabilities Assessment

10 paratransit emergency preparedness and Operations handbook Agency: _____________________________ Author: _____________________________ Date: _____________________________ Addressed Not Addressed N/A PREPAREDNESS – Paratransit Activity Index 1. PLANNING a) Resource Capability Assessment   Critical assets (personnel & vehicles) & assessed capabilities & limitations have been identified. Sect. 3.A.1   A capabilities assessment has been shared with local emergency management & first responders. Sect. 3.A.1 b) Emergency Support Function #1 (ESF-1) – Transportation Coordination   Participation with emergency management in planning for the use of paratransit resources to support emergency response & recovery is encouraged. Sect. 3.A.2 c) Interagency Coordination   Regularly participates in Local Emergency Planning Committee (LEPC) meetings. Sect. 3.A.3   Participates in Urban Area Strategic Initiative (UASI) meetings. Sect. 3.A.3   Participates in local or regional emergency planning & preparedness activities. Sect. 3.A.3 d) Essential Material Supply   Have contingency plans for ensuring access to fuel, power & other resources essential to the continuity of paratransit operations. Sect. 3.A.4 e) Duplication of Emergency Service Obligations   Resources are not over extended through existing agreements & paratransit emergency response commitments are realistic & achievable. Sect. 3.A.5   Has a system for prioritizing paratransit response to multiple requests for assistance during community emergencies. Sect. 3.A.5 f) Emergency Operations Plans   Management solicits & reviews guidance on paratransit emergency preparedness from appropriate local, state, and/or federal entities. Sect. 3.A.6   Management solicits advice about lessons learned from other paratransit providers that have responded to emergencies & disaster incidents. Sect. 3.A.6   Safety plan is up-to-date. Sect. 3.A.6   Security plan is up-to-date. Sect. 3.A.6   Emergency operations procedures are up-to-date (including protocols for paratransit drivers, dispatchers, mechanics, supervisors, managers, etc.). Sect. 3.A.6 g) Surge Capacity   Has formal policies regarding essential paratransit staff’s responsibility to report to work during emergency response activities. Sect. 3.A.7   Has a mechanism to identify paratransit drivers’ availability to report to work during emergency response activities. Sect. 3.A.7   Management has developed strategies to sustain paratransit emergency response operations as long as necessary (including driver relief). Sect. 3.A.7   Management has developed contingency plans to augment paratransit driving staff during emergency response & recovery. Sect. 3.A.7   Emergency plans address the possibility of emergency management & first responders operating paratransit vehicles during community emergency response & recovery. Sect. 3.A.7                      Non-paratransit personnel are trained to operate paratransit vehicles, including wheelchair lifts & securement, as necessary. Sect. 3.A.7

Capabilities assessment 11 Addressed Not Addressed N/A PREPAREDNESS – Paratransit Activity Index h) Contracted Paratransit Services   Contracts with paratransit contractors contain formal language regarding their roles & responsibilities during community emergency response. Sect. 3.A.8   Specific and realistic expectations have been established for contracted paratransit services to participate in emergency response operations. (Expectations are reinforced through procedures, protocols, training, and exercises.) Sect. 3.A.8 2. TRAINING a) National Incident Management System (NIMS) Compliance   Essential personnel are trained on NIMS & the Incident Command System (ICS). Sect. 3.B.1 b) Emergency Preparedness Training   Personnel are trained regarding their roles & responsibilities when responding to community emergencies. Sect. 3.B.2 c) Personal and Family Preparedness   Personnel are trained in personal & family emergency preparedness. Sect. 3.B.3 3. EXERCISES a) Discussion-Based Exercises   The staff participates in tabletop exercises to assess & validate their roles in emergency response. Sect. 3.C.1 b) Operational Exercises   Internal drills & exercises are conducted to prepare staff to effectively support emergency response & recovery. Sect. 3.C.2   Participation in local or regional disaster exercises that help ensure successful integration of paratransit resources into emergency response and recovery is encouraged. Sect. 3.C.2 c) Inclusion of People with Access and Functional Needs   Every effort is made to ensure that individuals with access & functional needs are invited to participate in local & regional disaster drills & exercises. Sect. 3.C.3         

12 paratransit emergency preparedness and Operations handbook Addressed NotAddressed N/A PREVENTION – Paratransit Activity Index 1. RISK ASSESSMENT a) Threat and Vulnerability Assessment (TVA)   TVAs are periodically reviewed & updated to identify safety hazards & security threats that may impact operations and/or the service area. Sect. 4.A.1   TVA results drive response priorities, policies & protocols. Sect. 4.A.1 b) Interagency Communications & Coordination   Coordination with local emergency management & first responders during the TVA process is encouraged. Sect. 4.A.2 2. LIABILITY MANAGEMENT a) Insurance Limitations   Insurance liability coverage concerns for staff & vehicles that may be utilized during emergency exercises and/or during actual emergency response & recovery have been addressed and resolved. Sect. 4.B.1 b) Memoranda of Understanding / Mutual Aid Agreements   Agreements with emergency management have been signed that define paratransit’s roles & responsibilities & reimbursement arrangements for the use of resources during emergency response & recovery. Sect. 4.B.2 3. EDUCATION / OUTREACH a) Customer Preparedness   Information is provided to customers on what to do to prepare for emergencies. Sect. 4.C.1   Information is provided to customers on what to expect in terms of paratransit services during mandatory evacuations & other community emergencies. Sect. 4.C.1 b) Equipment   Management has established policies for transporting wheelchairs, oxygen bottles & other medical equipment on vehicles during emergency response activities. Sect. 4.C.2        

Capabilities assessment 13 Addressed NotAddressed N/A RESPONSE – Paratransit Activity Index 1. COMMUNICATION a) Interoperability   Communication systems are interoperable with other transportation providers in the region during emergency response & recovery. Sect. 5.A.1   Communication systems are interoperable with emergency management & first responders during emergency response & recovery. Sect. 5.A.1 b) Communications Regarding Service Continuity   Has a system to communicate with partner agencies, such as other transportation agencies & human service organizations, before, during & after community emergencies. Sect. 5.A.2   Has a system to notify customers and caregivers when service must be suspended or altered. Sect. 5.A.2 2. COORDINATION a) Emergency Operations Center (EOC)/Incident Command Post   Has a formal role within the emergency operations system that will be activated during emergency response & recovery. Sect. 5.B.1   Has a plan for coordinating with the EOC during emergency response & recovery. Sect. 5.B.1 b) Departmental Emergency Operations Center(s) (DOC)   Has a strategy to establish a DOC that will coordinate paratransit/transportation activities during an emergency. Sect. 5.B.2   A location has been designated as the control center for paratransit / transportation emergency operations & communications. Sect. 5.B.2   There are clear thresholds for when the DOC should be activated during emergency response & recovery. Sect. 5.B.2   A plan has been established to coordinate paratransit, public transit, school district transportation & other transportation resources for emergency response. Sect. 5.B.2 c) Staging and Pre-positioning   Locations have been established for staging paratransit vehicles during emergency response & recovery. Sect. 5.B.3   A strategy has been established to ensure vehicles are, or can be, stored out of likely disaster impact zones. Sect. 5.B.3   Has a policy ensuring that all paratransit vehicles are fueled & prepared at the end of the day or at the end of each shift. Sect. 5.B.3 3. OPERATIONS a) Service Continuity   Thresholds have been established for suspending regular paratransit service. Sect. 5.C.1   Formal plans address the transportation needs of paratransit customers that are “in system” when a no-notice emergency occurs. Sect. 5.C.1 b) Dispatching Under Emergency Conditions   Has a backup power source to support dispatch & other essential functions during emergency response & recovery. Sect. 5.C.2   Has redundant manual dispatching capabilities that can be relied upon if the electronic dispatch system becomes inoperable. Sect. 5.C.2   Has an alternative facility to operate from if the primary facility is inaccessible. Sect. 5.C.2                  

14 paratransit emergency preparedness and Operations handbook Addressed NotAddressed N/A RESPONSE – Paratransit Activity Index c) Identifying Location and Needs of Individuals Requiring Evacuation Assistance   Has coordinated with emergency management to help identify individuals with access & functional needs that may need transportation assistance during an emergency. Sect. 5.C.3   Has coordinated with emergency management to develop a system to identify whether paratransit is the appropriate emergency response resource or whether ambulances or other medically related transportation should be deployed during emergency response based on the needs of evacuees. Sect. 5.C.3 d) Mobilization   Has an updated call-down system to rapidly mobilize essential paratransit staff to support emergency response & recovery. Sect. 5.C.4   Emergency management understands the amount of time it will take to fully mobilize paratransit resources in support of emergency response & recovery. Sect. 5.C.4 e) Transport of Pets   Internal policy addresses transporting pets (not service animals) on vehicles during emergency response. Sect. 5.C.5   Has coordinated with emergency management & other appropriate entities, such as the Humane Society & animal shelters, to address concerns related to transporting & housing pets during emergency response & recovery. Sect. 5.C.5       Addressed NotAddressed N/A RECOVERY – Paratransit Activity Index 1. RECONSTITUTION  Has a plan to sustain essential life-supporting transportation services, such as dialysis trips, as long as possible during emergency response & recovery. Sect. 6.A.1  Has a plan for reconstituting essential life-supporting transportation services as soon as possible after an emergency. Sect. 6.A.1  Has a plan for reconstituting normal services after a disaster. Sect. 6.A.2  Has a communications plan to alert customers & other partner agencies regarding service continuity & reconstitution. Sect. 6.A.2 2. REENTRY  Worked with emergency management to develop plans supporting safe reentry of individuals with access & functional needs to their residences following evacuations. Sect. 6.B 3. POST-DISASTER ASSESSMENT  Has a plan to accommodate the possible increased demand for paratransit eligibility certification & paratransit service delivery following an emergency. Sect. 6.C 4. RESTITUTION  Has a procedure to provide post-crisis counseling for staff, which may be necessary due to the psychological trauma experienced during emergencies & disasters. Sect. 6.D.1  Has a system to document damage to paratransit equipment & facilities that occurs during emergency response & recovery. Sect. 6.D.2           Management clearly understands the necessary record keeping & reporting requirements, including task assignments, cost/mile & cost/hour information, required to receive reimbursement for services provided during emergency response & recovery. Sect. 6.D.3