Continuity of Operations Agency Coordinators Workshop

Continuity of Operations Agency Coordinators Workshop Facilities Management Department June 5, 2013

FMD Preparedness
Real Estate Services Division
 Maintain an inventory of all County-Owned and
Leased Sites
 Develop supporting plans and procedures to
identify leased space
 Develop and maintain an agency notification roster
of facility contacts

Alternate Space Requirement
Short-Term Response
Definition:
Emergency that impacts space for several days.
Alternative temporary space is needed.
 Program is responsible for identifying space
 For example, employees may telework, work in
conference room space not impacted by the emergency,
or occupy space identified in the agency’s COOP.

Alternate Space Requirement
Long-Term Solutions
Definition:
Emergency that impacts space for several months.
Alternative site is needed.
 FMD engages in the search to identify space
 Program is responsible for providing space
requirements to FMD
 Participation is required from other agencies (i.e. IT,
legal counsel, DMB, etc.)

http://fairfaxnet.fairfaxcounty.gov/Dept/FMD/Pages/Policies_Proce
dures.aspx
Procedural Memorandum No. 25-20, Amendment 3

Procedures to Lease Space
1. Request is approved by the County Executive and
funding is identified
2. Essential terms are identified
1. User Group
2. Commencement and expiration dates
3. Square footage required
4. Preferred location
3. FMD and/or the Real Estate Advisor identify
leased space

Procedures to Lease Space (cont.)
4. FMD reviews a short list of lease space with the
user group and schedules tours of the spaces
5. Lease space is identified
6. FMD finalizes a non-binding Letter of Intent (“LOI”)
with the Landlord
7. Lease agreement is negotiated and executed
8. Space is built-out
9. User group moves into space

“The successful implementation of the plan is
contingent upon a collaborative approach with a wide
range of partner agencies and organizations that
provide crucial support during emergency
operations.”
 Fairfax County Emergency Operations Plan

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