Emergency Operations Center Project

The new EOC will enhance public safety by providing:

Improved Coordination: By centralizing operations, the EOC will foster better collaboration between the county's fire, police, and emergency management departments.

Increased Preparedness: The facility will enhance the county’s capacity to manage disasters, leading to quicker recovery and reduced impact on the community.

Training and Readiness: In addition to serving as an operational hub during emergencies, the EOC will host training and exercises, further strengthening the preparedness of local agencies.

Enhanced Community Confidence: A dedicated, state-of-the-art facility demonstrates the county’s commitment to safeguarding residents and their property.

The planned EOC, to be housed at Fire Station 3 in White Rock, represents a significant step forward in bolstering public safety and disaster readiness. Designed as a secure, purpose-built facility, the EOC will feature:

A Main Operations Room: This space will serve as the central hub for managing and coordinating emergency response activities.

Break-Out Rooms: These rooms will allow for smaller, focused meetings to address specific operational needs or challenges.

Office Space for Staff: Dedicated office areas will ensure that personnel can work efficiently during prolonged emergencies.

Storage Facilities: Secure storage will house vital emergency equipment, ensuring it is readily accessible when needed.

The facility is intended to act as the “eyes and ears” of Los Alamos County during emergencies, enabling rapid and effective communication, resource deployment, and decision-making.

The construction of the EOC is estimated to cost approximately $4.15M. Funding for the project is expected to come from a mix of sources, including:

Federal Contributions: Primarily through EOC grant program (DHS), leveraging resources aimed at improving disaster preparedness infrastructure.

State and Local Contributions: Supplementary funding will come from state programs and local county budgets to ensure project completion.

The project will proceed in the following phases:

Design Phase: Los Alamos County Council approved $100K for a design of the EOC. A design was chosen and will need to be finalized to include securing necessary permits. Construction cost range per square foot for the 5067 SF facility is $715-$801.

Funding Acquisition: Applying for and receiving grants, alongside allocating local resources. FEMA 75% and Grant Match of 25% (if awarded). Supplemental Funding options are County CIP and State Capital Outlay.

EHP Phase: Critical part of the planning and approval stages for projects funded by federal agencies. Ensuring the project complies with federal environmental and historic preservation laws and regulations, minimizing potential adverse effects on the environment and cultural resources.

Construction Phase: Building the facility at the selected Fire Station 3 site. Total Project Cost Range (A/E Design, LEED, Construction, Taxes and Contingency) is $4.0 -$4.5M.

Commissioning and Training: Testing the facility and conducting initial training for staff to ensure operational readiness.

Tentative timeline for EOC grant applications and construction planning to align with 2025 goals:

Phase 1: Preliminary Planning and Stakeholder Engagement

January – February 2025

Identify and review available funding opportunities (e.g., FEMA Building Resilient Infrastructure and Communities (BRIC) grants, Homeland Security Grant Program (HSGP), state-specific grants).

Engage key stakeholders (local government, emergency services, community leaders) to define the scope and requirements for the EOC project.

Conduct a gap analysis to document the current limitations in emergency operations and justify the need for an EOC.

Draft letters of support from regional partners and potential mutual aid collaborators.

Key Deliverables:

Project justification documentation.

Stakeholder buy-in and partnership agreements.

Phase 2: EOC Design and Cost Estimation

March – May 2025

Hire or consult with an architectural or engineering firm to draft a conceptual design for the EOC.

Develop a preliminary budget estimate for construction, equipment, and technology.

Integrate ADA-compliant features and environmental considerations into the design.

Begin drafting the grant proposal, incorporating design plans, cost estimates, and expected community benefits.

Key Deliverables:

Conceptual EOC design and budget.

Draft grant proposal with supporting documentation.

Phase 3: Grant Submission and Advocacy

June – August 2025

Finalize and submit grant applications to FEMA and other identified funding sources.

Schedule follow-up meetings with grant officials to advocate for the project and answer questions.

Explore additional funding opportunities through local or regional economic development programs, private foundations, or corporate sponsors.

Key Deliverables:

Submission of all grant applications.

Advocacy meetings with funding agencies.

Phase 4: Grant Award and Pre-Construction Planning

September – December 2025

Respond to any follow-up requests from granting agencies regarding application details.

If grants are awarded, secure additional local matching funds as required by grant terms.

Conduct a formal procurement process to select contractors for EOC construction.

Develop a detailed construction timeline, incorporating risk mitigation strategies for delays.

Key Deliverables:

Receipt of grant awards.

Contracts signed with construction and technology vendors.

Detailed construction plan finalized.

Phase 5: EOC Construction and Implementation

2026 and Beyond

Begin site preparation and construction based on finalized plans.

Procure and install technology and equipment as construction progresses.

Conduct ongoing inspections to ensure project stays on schedule and within budget.

Host a ribbon-cutting ceremony and public tours upon project completion.

Milestones Overview for 2025

Comprehensive public communication strategy to highlight the new EOC’s role in enhancing community safety and preparedness:

1. Define Objectives

Educate the Public: Raise awareness about the purpose and benefits of the EOC for the community.

Build Public Trust: Demonstrate transparency and accountability in the use of public funds for the EOC.

Engage Stakeholders: Involve residents, businesses, and community organizations in supporting the project.

2. Identify Key Messages

Craft messages that emphasize the EOC's impact on community resilience and preparedness. Examples include:

“A state-of-the-art EOC will help our community respond faster and more effectively to emergencies.”

“The EOC is designed to enhance coordination among first responders, ensuring the safety of our residents.”

“This facility represents our commitment to protecting lives and property in the face of disasters.”

3. Establish Target Audiences

Primary Audiences:

Residents (general public).

Vulnerable populations (e.g., elderly, disabled, low-income).

Community organizations and faith-based groups.

Secondary Audiences:

Local businesses and industry partners.

Schools and educational institutions.

Media outlets.

4. Communication Channels

Use a mix of traditional and digital channels to maximize reach:

Digital Platforms:

Social Media: Regular updates on Facebook, Twitter, Instagram, and LinkedIn.

Website: Create a dedicated EOC project page with FAQs, timelines, and progress reports.

Email Campaigns: Targeted updates to local subscribers and stakeholders.

Traditional Media:

Press Releases: Announce milestones (e.g., grant awards, construction start).

Radio and TV Interviews: Highlight the project’s benefits with local officials.

Print Media: Publish articles in local newspapers and community newsletters.

Community Engagement:

Town Hall Meetings: Provide project updates and answer questions in a public forum.

Open Houses: Host tours of the construction site to showcase progress.

Partnerships: Work with schools and local groups to spread awareness.

Timeline of Communication Activities