Menlo Park Fire Protection District

 

Urban Search and Rescue (US&R) Management

 

Program Overview

The Urban Search and Rescue (US&R) Management program is responsible for overseeing the operations of California Task Force 3 (CA-TF3), a local Urban Search and Rescue team that can be deployed for regional, state, and federal emergencies. The Menlo Park Fire Protection District serves as the sponsoring agency for CA-TF3, receiving both federal and state grant funding to support the team. However, these funds are insufficient to fully cover the operational costs of the task force. To bridge this gap, the program utilizes General Fund to supplement the state and federal funding, ensuring the task force remains adequately supported and available for deployments, providing a mutual benefit to both the Fire District and the broader community.

Management Oversight

The US&R Management program is led by the Battalion Chief of Operations, with day-to-day oversight delegated to the program manager. The program is to assist the CATF3 to covers general supplies, equipment purchases, contract services, and vehicle fixed asset acquisitions.  The US&R team is staffed by 3.3 full-time equivalent (FTE) personnel, all of whom are funded at various percentages through federal grants and the General Fund.

Goals and Objectives

  • Foster the professional growth of team members by offering ongoing training, mentorship, and career development opportunities to enhance skills and ensure effective team performance in the US&R program.

  • Ensure that staff have a safe, comfortable, and functional workspace that supports productivity and well-being, enabling them to efficiently manage their duties and responsibilities.

  • Supply team members with the essential tools, equipment, and technology required to perform their tasks effectively, ensuring they have the resources to respond to emergency situations and meet program objectives.

  • Develop and maintain a state-of-the-art US&R classroom environment designed to facilitate training and learning for all District programs, promoting collaboration, skill-building, and knowledge-sharing.

  • Prioritize the replacement and maintenance of the aging US&R fleet, ensuring that all vehicles are reliable, operational, and equipped for rapid deployment in emergency situations.

FY 2024-25 Accomplishments

  • Secured the 2024 FEMA Cooperative Agreement Grant, completed the closeout of the 2020 grant, and filed an extension for the 2021 grant.
  • Fulfilled all FEMA reporting requirements, including the 2024 Annual Self Evaluation, two Semi-Annual Reports, four Quarterly Reports, and the 2024 Equipment Audit.
  • Executed multiple deployments, including one FEMA Type 1, one CalOES Type 1, and several single-resource deployments involving HRD Canine Search Specialists, Structures Specialists, and Incident Support Team members.
  • Made key purchases, including a Command Vehicle, two stake sides, a Freightliner Tractor, and 50 Self-Contained Breathing Apparatus units.
  • Successfully completed the 2024 FEMA Administrative Readiness Evaluation (ARE) and addressed all identified issues.
  • Completed the final two of five modular exercises for Mobilization Exercise requirements and conducted sixteen team trainings.
  • Onboarded 18 new members, added San Bruno Fire as a Participating Agency, supported 7 CATF3 members on the Advisory Organization, raised $16k through the CA-TF3 Foundation, hired a new Warehouse Assistant, completed an annual meeting, and adopted four new operational policies.
  • Updated the CA-TF3 Mobilization Manual and completed two reprogramming cycles for all FEMA radios.

FY 2025-26 Program Initiatives

  • Address issues identified in the 2024 ARE and recommendations from the Milton, Palisades, and 2024 Mobilization Exercise After Action Reports (AAR).
  • Secure $334,000 in CalOES funding for the 2026 Mobilization Exercise (MobEx) and begin planning the event.
  • Close out the 2021 and 2022 FEMA Grants and receive the 2024 FEMA Grant.
  • Make key purchases, including two Freightliner tractors, a Western Star box van, and two Deliberators.
  • Onboard an anticipated 20 new members to CA-TF3.
  • Reformat CA-TF3 Administrative Policies and update or create 14 new/existing policies.
  • Complete Emeritus Status for 14 members.
  • Continue planning and organizing key training and operational activities for CA-TF3.

Full-Time Equivalent Personnel

*Majority of the FTE personnel costs are covered by the FEMA Cooperative Agreements which are presented separately.

*Battalion Chief – 30% grant funds; Senior Management Analyst – 100% grant funds; Administrative Analyst – 90% grant funds and 10% general fund; Logistics Specialist – 85% grant funds and 15% general fund

Program Expenditure Summary

Expenditure Analysis

The budget request is to supplement the funding received by the District from the federal cooperative agreements.

 

Overtime: This request includes backfill and overtime hours necessary for activities related to Federal Deployment incidents for the Urban Search and Rescue (US&R) program. An increase of $35,000 is anticipated due to a projected rise in deployment-related activities in the upcoming fiscal year. This increase accounts for the additional resources required to support extended mobilization efforts, maintain team readiness, and ensure the ability to respond efficiently to incidents as they occur.

 

Materials and supplies: This request includes funding for general supplies and equipment, as well as conference and travel expenditures. An increase of $33,100 is anticipated due to the expected rise in the purchase of supplies and equipment in the upcoming fiscal year. This increase reflects the need to replenish or upgrade essential materials and equipment to support ongoing operations, as well as the anticipated demand for additional resources to maintain operational efficiency and readiness.

 

Contract services: This request includes funding for general contract services, general liability insurance, and software licensing fees. An increase of $25,000 is anticipated, primarily due to expected rate hikes in these areas. The increase accounts for higher insurance premiums, additional software licensing costs, and general warehouse maintenance expenses.

 

Fixed assets:  All fixed asset purchases are recorded in the Capital Improvement Projects Fund. The fixed asset expenditure request for the current year is for one Freightliner truck.