Part II - Attachment to SSMC occupant e-mail

Subject: Introduction of SSMC Occupant Emergency Plan/Shelter-In-Place (SIP) Process

This message introduces you, as an occupant of the Silver Spring Metro Center (SSMC) campus, to the Shelter-In-Place (SIP) effort and provides some information about upcoming training and SIP implementation procedures. The attachment to this message addresses the overall approach to SIP at SSMC, participant roles and responsibilities, pre-positioned emergency assets, rollout schedule, training and drills/exercises and implementation schedule.

  1. Introduction.

Preparations for the possible need to shelter indoors are based on a Special Security Notice on sheltering in place received from the Federal Protective Service in March 2003. Minimum preparations described in this notice included:

- having a comprehensive communications plan;

- ensuring the ability to quickly shut off heating and ventilation (HVAC) systems;

- updating Occupant Emergency Plans (OEP) to include evacuation and sheltering in place;

- prepositioning emergency supplies (e.g., flashlights, batteries, battery operated radios, cell phones, first aide and appropriate emergency medical supplies, and drinking water in closed containers).

The above has been substantially accomplished to ensure SSMC occupants are protected and operations continue in the face of emergencies from natural, technological, or human origins.

The SSMC SIP process addresses conditions of severe weather, public unrest (e.g., public demonstrations or sniper), as well as those events of human origin. Worst case scenarios may involve mass casualties and fatalities, potentially contaminated facilities and materials, psychological impacts, extensive logistical burdens and far reaching legal implications.

A SSMC SIP planning team was convened and tasked with developing implementation procedures for the SSMC campus. It is comprised of representatives from NOAA Homeland Security Activities, DoC Office of Security at NOAA, Security and Emergency Preparedness Division, Safety Division, Facilities Management Division, occupant organizations, and has engaged the NWS Employees Organization, NOAA Attorney's Guild, Foulger-Pratt, GSA, Veterans Administration, and other involved agencies.

A joint notice was issued to Designated Responsible Officials (DRO) of NOAA-occupied facilities conveying the notice and directing them to take steps appropriate for their location.

At the SSMC, these steps included: (1) develop the SIP process and procedures, (2) acquire and pre-position emergency assets with orientation training, (3) ensure coordination with executive management, (4) train SIP participants; (4) conduct drills exercising SIP capability.

The Occupant Emergency Plan (OEP) for the Silver Spring Metro Center (SSMC) campus will address both evacuation and Shelter-In-Place (SIP) options. A recent change to the evacuation plans is the relocation of the Assembly Areas for SSMC III and ssmc VI to the parking lot on Blair Mill Road behind the Canada Dry Bottling Plant.

Partial or whole-building evacuations are appropriate when emergency managers determine it is safer for occupants to be outside the building. (The primary changes to previously exercised procedures is the identification of new outside assembly points and a more user-friendly format.)

Shelter-In-Place (SIP) procedures are activated when it is safer for occupants to remain indoors to allow time for dangerous conditions outside to either (1) leave the area, (2) change state, or (3) be addressed by local authorities. These procedures are designed to enhance well-being of building occupants and preserve mission capability during emergency conditions.

On demonstration of SIP response capability at SSMC, focus will shift to ensuring SIP capability exists at other NOAA-occupied locations in the national capital region and field offices.

  1. Shelter In Place - Concept of Operations

For SSMC implementation, a SIP event or drill is viewed as follows:

Silver Spring Metro Center - Phases of Shelter In Place Activations

Phase Start Up Warning Event


Execute Procedures Shut-down
Key Players SSMC SIP Emerg. Mgmt. Team:


-Director, Homeland Security Activity;

-DoC Office of Security at NOAA;

-Chief, Facility Mgt Division

- Building Engineers;

-Trained Announcers

SIP Emergency Command Center:


-Director, Homeland Security Activity;

-DoC Office of Security at NOAA;

-Chief, Facility Mgt Division

-Reps of occupying organizations

- Building Senior Official

- Floor Managers/ Monitors/ Coordinators

- Occupants

- Building Senior Official

- Floor Managers/ Monitors/ Coordinators

- Occupants

Actions -Detect and Decide to SIP Start-up

-Immediate Response and Warning

-SIP Activation at Building Levels

-COOP Coordination

- Read prescripted message over Bldg Emergency Annuncia-tion System. - Direct and Control Emergency in liaison with local officials -Implement on Occupied Floors

-Hang Seals,

-Perform Occupant Census;

-ECC Liaison

-SIP Shut-down Decision

-Transition from SIP Procedures

SSMC SIP building senior officials:

SSMC I - Helen Hurcombe/CFO/CAO (acting)*

SSMC II - John Jones/NWS. Walkthrough on June 20, starting at 10:00 AM

SSMC III - John Oliver/NMFS*

SSMC IV - Jamie Hawkins/NOS*

(*Pre-drill Walkthrough dates tbd before the drill.)

Additional details will be contained in the updated Occupant Emergency Plan (OEP) for the Silver Spring Metro Center (SSMC) campus that addresses both evacuation and SIP options.

  1. Shelter In Place - Training and Drill

The initial SIP drill will be conducted in SSMC II on June 27. SIP drills for SSMC I, III, IV will be conducted jointly during July.

Unlike evacuation drills, participation in a SIP drill will be new to many occupants of the SSMC campus. To ensure all participants are prepared for the SIP drill, the following specific training sessions have been conducted or are scheduled for Floor Managers, Monitors, and Coordinators:

    1. Orientation Training. Initial SIP orientation training was provided to floor monitors and managers on April 10. Additional orientation including seal production and installation was provided on April 10, 11, 13, and on ad hoc basis to specific floors in SSMC.

    2. Specific Pre-Drill Training for Floor Managers/ Monitors/ Coordinators was conducted on June 17 and 18 in the SSMC IV auditorium to prepare for the SIP drill. The training addressed information appropriate to all occupied floors at the SSMC campus. Specific elements included:

      1. SIP Environment - Videotape
      2. Overview of SSMC SIP Procedures
      3. Drill Preparation
      4. Conducting SIP Drill
      5. SIP Drill Shut Down
      6. Communication
      7. Floor-Specific Requirements

    3. Occupant Pre-Drill Training. We are now read to begin occupant training in preparation for the first SIP drills. The dates and times of this occupant training are shown below. We highly recommend that you attend the sessions that best fits your schedule.

Tuesday, June 24 In SSMC IV - Auditorium

1:30-2:30 PM - Sign language interpreter available

3:30-4:30 PM

Wednesday, June 25 In SSMC IV - Auditorium

8:30-9:30 AM

1:00-2:00 PM

3:00-4:00 PM - Sign language interpreter available

Thursday, June 26 In SSMC IV - Auditorium

10:00 - 11:00 AM

1:30-3:00 PM

3:30-4:30 PM

  1. Lessons Learned

Each drill will be followed by a lessons learned session in SSMC Auditorium to identify specific issues surfacing during the drill and required action items. An After Action Report (AAR) will be provided to management of organizations occupying SSMC campus.

  1. SIP Drill Implementation Schedule.

    1. June 11 - Obtain Executive Management Approval
    2. June 17 - Conduct Floor Monitors/Managers/Coordinator Training at SSMC IV Auditorium - (Make-up session scheduled for June 18)
    3. June 20- Conduct senior official building walk through for SSMC II

The senior official or their designee will walk each occupied floor of the building with building engineers, security, and Emergency Management Office staff to validate condition of pre-positioned assets and ensure clear and shared understanding of floor-specific plans, procedures, and surface issues of concern.

June 20 or tbd - Conduct senior official building walk through - SSMC I, III, IV

    1. June 20 - Issue Pre-Drill Notice to SSMC Occupants and Training.
    2. June 23 - 25 - Occupant Training
    3. June 27* - Conduct Drill/Lessons Learned for SSMC II.
    4. July 16* - Conduct Drill/Lessons Learned for SSMC I, III, and IV.

*Drills will start at approximately 10:00 AM and lessons learned sessions at 1:00 PM.

After running a SIP drill at SSMC, focus will shift to coordination with remaining NOAA-occupied facilities in the National Capitol Region and NOAA's regional offices.