The possibility of obtaining a grant came about because this year the U.S. Department of Transportation (DOT) provided the funds to the State OES.  The grant funds were provided for the purpose of:  1) increasing state and local effectiveness for handling hazardous materials accidents and incidents; 2) enhancing implementation of the Emergency Planning and Community Right-to-Know Act of 1986; and 3) encouraging a comprehensive approach to emergency training and planning by incorporating the unique challenges of responses to transportation situations.  The State Office of Emergency Services has made available grant funding to local response agencies to further these goals.  The grant funds will be used to pay contract employees (e.g. student interns) to develop the new on-line system.  Staff will provide direction and supervision to the interns.

This project will utilize an existing secure web-based data management system operated by the Santa Clara County Fire Chiefs Association Hazardous Materials Subcommittee for collection and retrieval of facility response data. 

The project goal is to develop a web-based database program that will collect comprehensive information about hazardous materials stored at Sunnyvale businesses and other relevant emergency response information (this information is currently being collected from businesses but only on an annual basis).  The program will allow more frequent updates to the Haz Mat Pre-Fire Survey that is used by emergency responders if a hazardous materials incident occurs at one of these facilities.  This program will incorporate Sunnyvale facility contact information, chemical inventory data, maps, digital images and specific response procedures necessary for an effective and safe response to a hazardous materials incident.  The product will be comprehensive “Haz Mat Pre-Fire Surveys” for the 40 higher hazard permitted facilities in Sunnyvale.

Currently, businesses that utilize hazardous materials are required by State law to complete a Hazard Materials Business Plan (HMBP) and submit it to their local Certified Unified Program Agency (CUPA).  The Public Safety Department is the CUPA for Sunnyvale businesses.  Approximately 450 facilities annually submit an HMBP in hard copy form.

The submitted information is intended, in part, for response planning.  The majority of businesses provide the HMBP in hardcopy format.  Although valuable for response, the required information does not include other information such as building construction, process emergency control systems, industrial waste and storm drain piping diagrams or worst case off-site consequence analysis.  This additional data is currently collected and compiled by the Department’s Hazardous Materials Unit through the Inspectors direct contact with facility representatives.  All of this information is provided to the fire station based personnel (first responders).  They create a document called the “Haz Mat Pre-Fire Survey” for approximately 40 of the high hazard Sunnyvale facilities.   Staff is not able to update/revise the Haz Mat Pre-Fire Surveys as often as business inventory of hazardous materials and facility design/layout changes. 

When this project is complete businesses will be encouraged to update their own hazardous materials inventory and facility information, via the internet, directly into the Haz Mat Pre-Fire Survey.  Digital images of high risk building locations, such as loading docks, chemical storage and dispensing areas, hazardous waste treatment operations, and other areas deemed important can be "attached" to the electronic file.  This will provide the most current and accurate information to emergency responders. 

Fire Services Sub-Element Policy 4.2A.4 - Conduct field operations and emergency scene management in a safe, effective and efficient manner.

Fire Services Sub-Element Policy 4.2B.2 – Operate a response system that will provide effective control and investigation of hazardous materials emergencies.

Sunnyvale’s proposal identified the need for a web based hazardous materials response planning program and requested funding to develop this program. The proposed project submitted by the Public Safety Department met the established criteria and it has been approved by State OES and awarded $10,000.   The grant performance period is October 1, 2003 through September 30, 2004.

The Department recommends creation of a Special Project to administer the grant, track project expenses and provide for easier reporting to State OES.

There is no fiscal impact to the City.  Staff currently collects and manually distributes facility information to response personnel.  That time will fulfill the required $2,500 "agency contribution" to the project. 

BUDGET MODIFICATION
NO. 11 Fiscal Year 2003/2004 Current Increase

                                                    Current          Increase (Decrease)     Revised

Revenues:
State OES HazMat Grant               $0                      $10,000                  $10,000

Expenditures:
Activity 422200 – Provide for         $397,344             ($2,500)                 $394,844
Compliance of Permitted
Facilities  (Environmental)

New Project - HazMat                    $0                     $12,500                 $12,500

Emergency Database

1. Authorize acceptance of $10,000 OES grant and creation of a Special Project to administer the grant and approve Budget Modification No. 11

2. Decline the grant award.