Continuity of Operations Agency Coordinators Workshop
CONTINUITY OF OPERATIONSAGENCY COORDINATORSWORKSHOPFacilities Management DepartmentJune 5, 2013
FMD PreparednessReal Estate Services Division Maintain an inventory of all County-Owned andLeased Sites Develop supporting plans and procedures toidentify leased space Develop and maintain an agency notification rosterof facility contacts
Alternate Space RequirementShort-Term ResponseDefinition:Emergency that impacts space for several days.Alternative temporary space is needed. Program is responsible for identifying space For example, employees may telework, work inconference room space not impacted by the emergency,or occupy space identified in the agency’s COOP.
Alternate Space RequirementLong-Term SolutionsDefinition:Emergency that impacts space for several months.Alternative site is needed. FMD engages in the search to identify space Program is responsible for providing spacerequirements to FMD Participation is required from other agencies (i.e. IT,legal counsel, DMB, etc.)
Procedures to Lease Space1. Request is approved by the County Executive andfunding is identified2. Essential terms are identified1. User Group2. Commencement and expiration dates3. Square footage required4. Preferred location3. FMD and/or the Real Estate Advisor identifyleased space
Procedures to Lease Space (cont.)4. FMD reviews a short list of lease space with theuser group and schedules tours of the spaces5. Lease space is identified6. FMD finalizes a non-binding Letter of Intent (“LOI”)with the Landlord7. Lease agreement is negotiated and executed8. Space is built-out9. User group moves into space
“The successful implementation of the plan iscontingent upon a collaborative approach with a widerange of partner agencies and organizations thatprovide crucial support during emergencyoperations.” Fairfax County Emergency Operations Plan