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HomeMy WebLinkAboutSOG 501.02 NEW 6-2016_Food UnitSOG 501.02 — Managing Incident Food Services & Food Unit Activation Effective. 6/5/2016 Revised: f� (Y-4 Replaces: III III III III III III III III III III III III III III III III III III III III I. Guiding PhilosophX Responders working at prolonged emergency incidents need provisions to maintain their strength, stamina and focus. We do our best to efficiently and ethically provide appropriate levels of food service support so that responders are able to safely and effectively serve customers, and so that we utilize the resources we are allocated appropriately. II. Purpose The purpose of this policy is to provide guidance on the management of incident food service needs, and the parameters and responsibilities associated with Food Unit activation. III. Goals The goals of this policy are to: A. Discuss options for managing food service needs at prolonged incidents. B. Communicate Food Unit activation parameters and implementation process. C. Outline Dispatcher responsibilities. D. Outline Food Unit responsibilities. IV. Definitions A. CAD — acronym for Computer Aided Dispatch; software used by emergency communications dispatchers, call -takers, and 911 operators in public -safety call centers for call input, call dispatching, call status maintenance, event notes, field unit status and tracking, and call resolution and disposition. B. Food Unit — fire department members tasked with providing food services to incident personnel during a prolonged incident. C. Food Services — approved food and beverage items as defined by this policy. D. Prolonged Incident — incident that has exceeded three (3) hours in duration and expected to extend four (4) or more hours. E. Procurement Card — a City of Beaumont credit card, with set limits and restrictions on its use. F. Responsible Party — the person or entity that is financially responsible for all costs associated with the incident. NOTES: • During prolonged incidents, food services support may be required to insure effective operations and worker health and safety. • Under ICS, when the Logistics Section is stood up during a prolonged incident, responsibility for the Food Unit is assigned to the Logistics Section Chief (or the Services Branch Director when this position is filled). If the Logistics Section has not been stood up, the Incident Commander (IC) is responsible for addressing these needs, when required. The IC should consider the options outlined in this policy for providing food services support, including activating the Food Unit, if there is no other effective means of providing this support. V. Options for Managing Incident Food Services at Prolonged Incidents A. The Incident Commander should consider food service needs early in a response that meets the definition of prolonged incident above. The IC should begin rotating available crews to the incident for relief, if feasible. 2. If crews cannot be relieved, the IC should consider options for providing food service support to responders. B. The Incident Commander's Options for Providing Food Services at Prolonged Incidents 1. Determine whether a Responsible Party will provide canteen services if: a. The incident is located at an industrial facility or complex. b. Members are providing mutual aid to another jurisdiction. 2. Request the Dispatcher to (in priority order): a. Determine the availability of Red Cross or Salvation Army canteen services. b. Notify the City Emergency Management Coordinator to request food services support. c. Activate the Food Unit utilizing personnel from the Logistics - Support Branch. 3. As a final option, IC may task on -duty Operations Section personnel to stand up the Food Unit (only consider if adequate Operations Section SOG 501.02 — Managing Incident Food Services & Food Unit Activation Page 2 of 6 personnel are on -duty to cover the prolonged incident and continuity of operations City-wide). VI. Food Unit Activation Parameters and General Implementation Process A. Fire department personnel will be responsible for standing up the Food Unit during prolonged incidents only i canteen services are not available through: 1. A Responsible Party 2. Red Cross 3. Salvation Army B. Requests for Food Unit activation will be made through the Fire -EMS Communications Center (Services Branch). C. Food Unit activation may only be requested by the: 1. Incident Commander 2. Ranking Officer deployed on Mutual Aid Given incidents 3. City Emergency Management Coordinator D. The IC will provide an estimate of the number of responders requiring food services support. The estimate should cover the following responders who are assigned to the incident: 1. Beaumont Fire -Rescue responders 2. Beaumont EMS responders assisting with treatment and rehab operations 3. Responders from other fire or EMS organization providing mutual aid received (those assisting the fire department per the City of Beaumont's request) E. When a request for Food Unit activation is received, the Dispatch Supervisor will insure: 1. Required activation information is collected. 2. Required approvals are obtained. 3. Necessary notifications are made. 4. The request and/or Food Unit activation is properly documented in the CAD system. SOG 501.02 — Managing Incident Food Services & Food Unit Activation Page 3 of 6 F. When the Food Unit will be staffed using Logistics Section personnel, the first Logistics Section Chief Officer notified by Fire -EMS Communications will be responsible for standing up the unit and adherence to Section VIII of this policy. All Support Branch personnel are subject to call back to assist in implementing this service. 2. During normal business hours, the Food Unit will be staffed by on -duty Support Branch personnel using Supply and/or Training Group vehicles. 3. After hours, travel time of responding Support Branch personnel will be considered when determining Food Unit call back and staffing. NOTE: After normal business hours, the IC should expect a minimum two (2) hour delay for Logistics Section personnel to be called back to duty, make purchases, and arrive at the incident. G. If the IC tasks on -duty Operations Section personnel to staff the Food Unit, he/she will insure adherence to Section VIII of this policy. VII. Dispatcher Responsibilities A. Dispatchers will: 1. Monitor incident duration times. 2. Prompt the IC when an operational period exceeds three (3) hours. a. Request a forecast of expected incident duration (over 4 hours?) b. If incident duration is expected to be greater than four hours, prompt the IC to consider food services options. 3. Monitor status and incident duration times of responders deployed out of the City to mutual aid given incidents. Contact the on -duty Deputy Chief if food services will be required. B. Dispatchers will collect and enter the following information to document Food Unit activations in CAD: 1. Number of personnel requiring food services 2. Estimated duration of incident at the time of Food Unit activation 3. Location for Food Unit personnel to respond, if different than the incident address C. After receiving a Food Unit activation request, the Dispatcher Supervisor will insure the request is approved by the (contact in priority order): SOG 501.02 — Managing Incident Food Services & Food Unit Activation Page 4 of 6 1. On -duty Deputy Chief, and either the 2. Assistant Fire Chief, or 3. Fire Chief D. When activation of the Food Unit is approved, the Dispatch Supervisor will insure notification of, and provide a status report to the (contact in priority order): 1. Support Branch Director, or 2. Logistics Section Chief, or 3. Services Branch Director E. After the Food Units is deployed, Dispatchers will provide status updates to the IC or ranking Officer on a mutual aid given response until the Food Unit arrives at the incident. F. Dispatchers should monitor incident traffic for changes that may affect the amount of food needed, and prompt the IC for this information, as necessary. VIII. Food Unit Responsibilities A. The ranking Officer responding to the activation will be assigned as Food Unit Leader for the incident. B. The items below are approved for purchase by the Food Unit in quantities necessary to support the number of City and mutual aid responders and support personnel assigned to the incident. 1. Bottled water or electrolyte drinks 2. Fast food meals 3. Sack lunches — deli type 4. Pizza 5. Snack items (salted peanuts, fruit, granola bars, etc...) 6. Ice (if not available at Fire Station #1 or other City Departments) IMPORTANT NOTES: • Items not listed above will require approval prior to being purchased. • No sales tax charges are allowed on procurement card purchases, this should be clarified with vendors prior to initiating any purchase. SOG 501.02 — Managing Incident Food Services & Food Unit Activation Page 5 of 6 C. Options for Purchasing Food Unit Items 1. Purchase allowable items (bottled water, electrolyte drinks, etc.) from a nearby vendor using an individually -assigned City procurement card. 2. Purchase approved items from a nearby fast food or deli type restaurant using: a. City procurement card (must call Purchasing to request restrictions be temporarily lifted) b. Personal cash or credit card (see note below regarding reimbusement). NOTE: If the situation requires use personal cash or credit card and the vendor charges sales tax, provide the details of the situation when turning in the receipt so that reimbursement of taxes may be properly addressed by Finance. D. The Food Unit Leader will be responsible for keeping the Unit's status updated with Fire -EMS Communications at all times, and will report to Command upon arrival at the incident. E. After reporting at the incident, the Food Unit will operate under the Incident Command System until properly released or relieved. F. All receipts will be maintained by the Food Unit Leader and will be provided to Fire Purchasing no later than 1000 hours the following business day. SOG 501.02 — Managing Incident Food Services & Food Unit Activation Page 6 of 6