November/December 2007

USAR Corner

by Mark Saxelby

Finding A Location For A USAR Cache

Warehousing of supplies, equipment and vehicles for a regional or local Urban Search and Rescue (USAR) team can be a challenge. Size, access and environment all play a part of the decision process.

It’s important to consider several factors when selecting warehousing space for your stand-alone cache. For instance, the warehouse site should be away from flood prone areas, have access for large vehicles, be resistant to earthquakes and weather events and should have forklift access.

The building should have adequate security, have a sprinkler system, be environmentally and climate controlled, be able to handle heavy loads, be compliant with applicable Occupational Safety and Health Administration (OSHA) regulations, have an area for equipment maintenance and have office/communications space and restrooms.

Bigger is always better when it comes to warehouse space for USAR use. A typical Federal Emergency Management Agency (FEMA) Type I USAR cache requires a minimum of 10,000 square feet of warehouse floor space. The ideal size is 40,000 square feet. It’s not so big that you find yourself wasting hard-to-obtain funding, but it’s big enough for growth.

Newly developing USAR teams are often challenged with significant budgetary restraints, which at times require settling for less than desirable facilities. A significant investment of time and money goes into a warehousing facility, so settling for one in a flood-prone area may result in the inability to access your equipment when you need it most.

As you review potential site locations talk to your local flood control agency, Army Corps of Engineers and even local residents on past flood events in the area. Consider access roads because they may not be inaccessible during periods of heavy rains and flooding.

Access Doorways

When picking a building or designing one, think about the need for large roll-up doors to carry out routine operations and adequate access/egress doors in the perimeter of the building.

A minimum reasonable expectation would be to have access doorways located on different sides of the building. This would be the “B” and “D” sides of the building relative to the primary loading or vehicle doors. An additional access door in the front “A” side would be even better.

As you walk through a potential facility, think about the layout of the building, put in on paper, and evaluate how your layout plan works in conjunction with the existing access/egress door layout.

Floor Rating

Doors ought to be large enough to provide forklift access and the roof should be high enough for loading and unloading of trailers and vehicles inside with forklifts or else you’ll have to do those operations outside. Light fixtures and other overhead obstructions might preclude working inside.

Without question, the type of forklift being used will contribute significantly to the facility needs. Solid tire warehouse forklifts are much different and require less space than an extended tine, pneumatic tire 10,000-pound forklift. Step loading bays with severe approach angles will all but eliminate the use of small warehouse forklifts.

You’ll also want to check out the floor rating. Just because it has a concrete floor doesn’t mean you can park anything on it or run forklifts on it. Check with the building owner about the floor rating before investing too heavily or signing a contract.

In the beginning, forklift access might not seem like a big deal, but think about what the program might be in five years. More than likely, it will be bigger and the cache will have to be correspondingly larger and a forklift will be a requirement.

While on the subject of accessibility,  think about restrictions in access roads, bridges and other complications which  may limit travel to the USAR facility.

On bridges, pay attention to weight ratings and height limitations. On roads, take note of any significant turns that might prove difficult, if not impossible, to navigate with your apparatus.

Some thoughts to keep in mind include parking for the vehicles that will be used in operations or deliveries and how many might be staged or deployed to the location.

Weather Events

Take a look at door heights and widths and take a measuring tape with you when you look at your potential site to be on the safe side. While looking at the doors, check out the access path and make sure the area is large enough to accommodate backing and maneuvering.

Buildings and facilities also need to be safe from earthquakes and weather events that might be anticipated in a particular area.

USAR teams working in earthquake zone, like California, need to be in facilities that are up to current earthquake building standards. Consider structural stability, reinforcement and utility control devices when choosing a facility.

Because a USAR warehouse might be considered an essential structure, the local codes might be even more stringent when it comes to withstanding earthquakes and weather events. Work with your local building department to determine what standards must be met.

In some parts of the country, the ability to withstand hurricanes and tornados is important. The idea is not only to protect the contents of the facility, but the people who may be occupying it if a natural disaster strikes.

Security

Moving beyond access and structural requirements, security should be considered a significant element in choosing a USAR warehouse.

It’s not only the “bad-guys” you need to worry about. Critters, varmints and bugs are also looking to break into your cache. You might have to think about employing routine pest control services.

There are internal security issues as well. You’ll need to figure out a way to control that well meaning “truckee” who believes a saw that’s been sitting on the shelf, unused for the past two months would serve better on his ladder than in the warehouse. This is a very realistic challenge. Policies and procedures may help prevent that kind of incident, but you might need to think about locks and keys and restrict access to some equipment.

Additional security should also be used with any medical supplies. Certain pharmaceuticals, such as morphine, have specific security requirements. Work with your local emergency medical service providers to figure out the best way to secure those items at the warehouse.

Personnel records and medical files will need special consideration. A locked file cabinet might be enough, but you could need an entire secure room.

Buildings not normally occupied 24 hours a day may benefit from a monitored alarm system. However, this incurs a recurring cost that will have to be factored into your annual operating budget.

A sprinkler system, while an added cost, also brings additional security against fire. Think about both an alarm and sprinkler system. You’ll likely find they’re wise investments. Keep in mind that a sprinkler system requires maintenance and there’s a potential for recurring costs.

While it might seem obvious, restrooms are one of the most commonly underestimated needs of any building. It could almost be said that you can’t have enough restrooms.

Maybe the warehouse is co-located with a training facility. If so, you’ll probably want a much larger facility with showers. While you’re at it, think about locker space. Gender specific facilities might be a requirement in your community so you’ll want to check with local authorities.

OSHA Regulations

You’ll also want to check with your local or state authorities for compliance with OHSA regulations that cover not only restrooms, but rack systems, storage, doors, floor surfaces and facility safety equipment to name a few. It’s a good idea to head off potential issues before they become problems. If you’re planning to rent space, check with the landlord to correct any deficiencies.

Climate and environmental controls may be a requirement because some components of a USAR cache store best in controlled environments. Items such as MREs, electronic equipment and atmospheric monitors fall into that category

Environmental Controls

Warehouse spaces in most areas of the country can become severe environments under summer and winter conditions. A cost-effective solution to environmental control to heating or cooling a large warehouse year round is using a small room or facility within the facility in which climate sensitive items can be stored. Smaller storage rooms can be maintained at a lower cost and are much easier to secure high-dollar items, such as computers, laptops and sophisticated electronic equipment that need protection from climate extremes and from unscrupulous visitors.

Environmental controlled areas can be paired with office space for cost savings.

In every USAR facility I’ve seen, there’s never been enough office space. Think about who will need office space and the electrical needs and communications equipment. You may want to consider a training room, which can double as staging or ready rooms and be used for staff meetings. A large room can also serve as operational quarters and work for post-incident briefings.

Another building requirement is a tool and equipment maintenance area. Maintenance for any USAR team is both essential and messy. To do it right, you’ll need plenty of room, good lighting and a minimum of at least one large, sturdy workbench. You’ll want an inside maintenance area with hot and cold running water, a slop sink, plenty of electrical outlets and a shop compressor system.

As the USAR program matures, communications needs will increase. An external antenna might be required, and you ought to know whether the landlord and/or the local codes will permit the installation of needed equipment.

High speed Internet might be a good idea as well as a wireless router that will permit connections anywhere in the buildings.

Then, there’s the old-fashioned telephone. You’ll want to know how many lines are available. You might need only one or two at the moment, but I’d want to know if the system would support 20 lines if needed. Find out whether the service can be upgraded, and at what cost.

One major purpose of your evaluation process is to eliminate surprises. Before you set out on your mission of obtaining warehouse space, do your homework. Draw some plans and think about what you’ll need in the future. Brainstorm every issue of your needs before you make any commitments. Your investment of time will be well worth it.

Editor’s Note: Mark Saxelby is a battalion chief with the Los Angeles City Fire Department. In 1990 he started the department’s first Urban Search and Rescue (USAR) team and has been its logistics manager since its inception. He teaches disaster logistics throughout the country and has conducted numerous command, logistics and rescue training classes.