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Procurement/Grantee Assistance

  • Responder Knowledge Base (RKB) - The primary mission of the Responder Knowledge Base (RKB) is: "to provide emergency responders, purchasers and planners with a trusted, integrated, online source of information on products, standards, certifications, grants and other equipment related information."
  • Authorized Equipment List (AEL) - The Authorized Equipment List (AEL), published by the FEMA Grant Programs Directorate, Department of Homeland Security, is used to determine equipment allowabilty under multiple grant programs and years. Final determination however is left up to individual State Administrative Agencies. Please contact your NYS DHSES Federal Grant Program Administration representative for final approval prior to the procurement of any commodity or service.
  • Hazardous Incident Response Equipment- The HIRE contract was created as a collaborative effort in an attempt to expedite the procurement process and still adhere to Federal, State and local finance guidelines. The HIRE contract can be viewed as a one stop procurement destination for Grantees who have received DHS/FEMA grant monies. There are currently over 80 vendors on the contract offering items that run from Personal Protective equipment to high end detection equipment. The HIRE contract is currently administered by the NYS Office of General Services.

Logistics Center

All questions regarding the Division of Homeland Security and Emergency Services Office of Counter Terrorism (DHSES OCT) Logistics Operations Center (LC) and its activities should be directed to OCTLC@dhses.ny.gov or 518-452-0858.

Summary of Operations:

The DHSES OCT Logistics Operations Center's (LC) primary mission is to receive, stage, and ship equipment intended to help first responders respond to incidents involving chemical, biological, radiological, nuclear and other hazardous materials. The LC also manages inventory tracking and control for both internal and external purposes utilizing the TCMax software system. Information regarding the TCMax system can be found elsewhere on the DHSES web site.

The LC provides assistance to state and local agencies/departments across the state of New York through such programs as the WMD Trailer Program, and the Tier I Program. Information on these programs can be found elsewhere on the DHSES web site

Support:

Personnel assigned to the LC research, evaluate, and stay up to date on all relevant federal, state, and local guidelines regarding equipment issued in association with the programs, and share this information with all pertinent stakeholders. The LC assists state and local end users involved in the various programs, to manage, utilize, and maintain equipment associated with the aforementioned programs.

Repair/Replacement:

The LC oversees the regularly scheduled care and upgrades associated with specific equipment, as well as managing repairs or replacements associated with normal wear and tear, use, or expiration of issued equipment. If you have any questions, concerns, or requests relating to the repair or replacement of equipment associated with the aforementioned programs, please contact the Logistics Operations Center at OCTLC@dhses.ny.gov or 518-452-0858.

Contact Information:

OCTLC@dhses.ny.gov
518-452-0858

WMD Trailer Program

All questions regarding the WMD Response Trailer Program and its activities should be directed to OCTLC@dhses.ny.gov or 518-452-0858

The W.M.D. Response Trailer Program was designed as a part of a State and Federal strategy. Since its inception, the program has been maintained by Logistics Operations personnel from the Division of Homeland Security and Emergency Services - Office of Counter Terrorism. There are 171 response trailers statewide which represents more than $27 million in assets.

The original intent of the program was to enhance first responders' capability of responding to acts of terrorism involving biological, radiological, and nuclear threats (referred to as "Weapons of Mass Destruction" or "W.M.D."). However, since its inception, the program has evolved into a resource for use of equipment in response to all-hazards incidents.

SEA Powered Air Purifying Respirator (PAPR) Recall and Return Project:

* DO NOT USE THIS EQUIPMENT FOR RESPONSE *

The New York State Division of Homeland Security and Emergency Services - Office of Counter Terrorism (DHSES OCT) has recognized that the Safety Equipment Australia (SEA) Powered Air Purifying Respirator (PAPR) does not meet the criteria set forth by NIOSH regarding CBRN protection. DHSES is recalling all issued SEA PAPR units and associated components.

It is recommended that the attached Recall Notice be posted in a conspicuous place to alert appropriate personnel of the recall program.
Safety Notice

To schedule a return, please contact either your County Fire Coordinator or the DHSES Logistics Center at the telephone number or email above.

AV-2000 APR Upgrade/Replacement Program:

The Division will be replacing and upgrading the Scott AV-2000 APR which is currently found on the WMD Response Trailers with Scott AV-3000 APRs. More information will be shared as it becomes available regarding the process and schedule for replacement.

Damage/Repair:

If your WMD Response Trailer becomes damaged of you have any questions regarding damaged equipment for repair or replacement, please contact OCTLC@dhses.ny.gov or 518-452-0858.

Hydrostatic Testing Notice:

If your jurisdiction was issued 60 minute self contained breathing apparatus (SCBA) air cylinders and/or oxygen tanks as part of the WMD Response Trailer Program that have not received the required hydro-static testing, please contact the Office of Counter Terrorism Logistics Operations Center at OCTLC@dhses.ny.gov or 518-452-0858.

Memorandum of Understanding (MOU):

Each county and state agency that was issued a WMD Response Trailer signed a Memorandum of Understanding (MOU) which outlined the terms, conditions, and responsibilities of the program.

If you have any questions or concerns please contact the OCTLC@dhses.ny.gov or 518-452-0858.

Maintenance and Calibration:

Maintenance and Calibrations of selected detection equipment are managed and performed through Logistics Operations Center by personnel from the Office of Fire Prevention and Control which is now an agency within the Division of Homeland Security and Emergency Services.

If you have any questions or concerns please contact the OCTLC@dhses.ny.gov or 518-452-0858.

Tier 1 Program

All questions regarding the Tier 1 Program and its activities should be directed to OCTLC@dhses.ny.gov or 518-452-0858

Program Summary

  • Designed as an escape option for the initial first responders for rapid deployment.
  • Over 72,000 kits were distributed statewide representing over $51 million in assets.
  • Kits and resources stored in fire apparatus, ambulances and police vehicles or strategic caches.

SEA to MSA Ultra Elite APR Exchange Project:

The New York State Office of Counter Terrorism (OCT) has recognized that the Safety Equipment Australia (SEA) Air Purifying Respirator (Below) (APR) does not meet the criteria set forth by NIOSH regarding CBRN protection. OCT is recalling all issued SEA APR units and associated components.

* DO NOT USE THIS EQUIPMENT FOR RESPONSE *

SEA Air Purifying Respirator -Being Recalled

To schedule a return, please contact either your County Fire Coordinator or the Office of Counter Terrorism Logistics Center at the telephone number or email above.

The MSA Ultra Elite Air Purifying Respirator (Below) replaces the Safety Equipment Australia (SEA) Air Purifying Respirator.

MSA Ultra Elite Air Purifying Respirator- Replacement

Inventory and Disposal of Equipment

Equipment procured using federal, state or local funds must be maintained and disposed of in accordance with federal, state and local regulations. There are therefore many different requirements. Generally, inventory and disposal guidance is based on what funding source was used to procure the equipment i.e. if federal funds were used to procure the equipment, then federal regulations and guidance apply; if state funds were used to procure the equipment, then state regulations and guidance apply. It is therefore important to know what funding source was used to originally procure the equipment.

Inventory

Periodic inventories are required at various intervals depending on which federal, state, or Memorandum of Understanding/Agreement (MOU/MOA) guidance covers the equipment.

For equipment associated with the WMD Trailer Program (funding source is federal homeland security grants) each county (and some state agencies) was provided a licensed version of TCMax to manage the maintenance, use and inventory of this equipment.

  • The TCMax program uses a laptop computer, handheld scanner, and a printer to assist the end user in meeting the inventory requirements. This system is expandable and may be used for other inventory and tracking purposes by the end user.
  • The WMD Trailer Program equipment requires inventories to be conducted and submitted to the Logistics Center two times a year.
  • All questions regarding the TCMax inventory tracking and control program should be directed to OCTLC@dhses.ny.gov or call 518-452-0858.

Disposal

Disposal of equipment is governed by the funding source (federal, state or local) program requirements, and the need to comply with all applicable regulations. Due to this complexity, we recommend you contact one of the representatives below who can provide you more specific guidance.

  1. Your contract representative that handles the grant program for your jurisdiction, or call 1-800-837-9133 or email grants@dhses.ny.gov.
  2. The Logistics Operations Center at OCTLC@dhses.ny.gov or 518-452-0858 for all equipment associated with the WMD Trailer Program or Tier 1 equipment.
  3. The Fiscal Monitoring Unit (FMU) at FMU@dhses.ny.gov or call 518-457-3967.

Code of Federal Regulations Regarding Equipment

CFR 44-13.32

Additional information regarding inventory requirements can be obtained by visiting the Fiscal Monitoring Unit (FMU)

Emergency Stockpile

State OEM maintains an emergency equipment stockpile made available to local and state governments on a temporary loan basis. The equipment is primarily for:

  • Emergency power generation
  • Flooding
  • Drought relief.

Loan Procedures

  • All emergency equipment loans are coordinated by local emergency managers.
  • All users must complete and submit a Stockpile Loan Agreement.
  • Equipment is loaned for a 30-day period. Note: If a loan extension is needed, a written request along with a description of what is being done to fix the situation must be submitted to the Director of State OEM. The maximum loan period is 90-days.
  • Transportation of stockpile equipment is the users responsibility.
  • Return of equipment must be coordinated with the stockpile manager.

Inventory

Power Generation

State OEM has 2.5 kw to 100 kw power generators available. Generators in the 10, 20, and 40 kw range have both single-and three-phase capability. Power sources for the generators are gasoline, diesel, and propane engines. Generators are mounted on hand carts, trailers, and skids.

Pumps

Pumps are available from ½" to 6" sizes, with a 1,600 gallons per minute (gpm) capacity. Pumps are operated from electric, gas, or diesel power. The majority of pumps are trailer mounted, several are skid mounts. The ½" electric models are portable submersible units.

Water Tankers

State OEM has 5,500-gallon (semi-trailers) and 400-gallon (pindle towed) water tankers. State OEMalso has 1,500 to 3,000-gallon folding water tanks. When using water tanks for potable water, the Department of Health (DOH) must approve the water source prior to State OEM issuing the equipment. Equipment WILL NOT be issued without DOH approval.

Diatomaceous Earth (DE) Water Filters

State OEM has 350 gpm diatomaceous earth (DE) filters available for issue. These filters are used to process surface water for human consumption. Once again, DOH must approve the water source prior to State OEM issuing this equipment.

Aluminum Water Pipes

Aluminum water pipe is available in:

  • 8" x 20
  • 6" x 20 and,
  • 4" x 20 sections.

Reduction fittings, quick disconnects and angled couplings are available for use with the pipe. Additionally, State OEM has pipe transportation trailers available.