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SAMOA
EMERGENCY PREPAREDNESS
OPERATIONAL LOGISTICS CONTINGENCY PLAN
PART 3 –SCENARIOS IDENTIFICATION &
LOGISTICS RESPONSE PLANS
GLOBAL LOGISTICS CLUSTER – WFP
APRIL – MAY 2012
PROGRAM FUNDED BY:
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A. Summary
A. SUMMARY 3
B. EMERGENCY SCENARIOS IDENTIFICATION 6
OVERVIEW 6
RISK UNDERSTANDING 6
C. SAMOA EMERGENCY PROCEDURES AND RESPONSE ARRANGEMENTS 6
WARNING SYSTEMS 6
RESPONSE AGENCIES TO BE INVOLVED 7
RESPONSE FUNCTIONS 10
NATIONAL EMERGENCY OPERATIONS CENTRE 18
PROCESS FOR ACTIVATION OF THE NEOC 18
NEOC STAFFING, FUNCTIONS, ROLES AND RESPONSIBILITIES 19
D. LOGISTICS COORDINATION GROUP (LCG) AND SUB-GROUPS – TERMS OF REFERENCE & STANDARD
OPERATIONS PROCEDURES 20
A. LOGISTICS COORDINATION 20
B. THE LOGISTICS COORDINATION GROUP (LCG) 20
C. SAMOAN ACTORS 21
CUSTOMS CLEARANCE FACILITATION CELL (CCFC) – TERMS OF REFERENCE 24
INTRODUCTION: 24
RESPONSIBILITIES: 24
DISPATCHING AND CARGO TRACKING CELL (DCTC) – TERMS OF REFERENCE 25
INTRODUCTION: 25
REPORTING LINE: 25
RESPONSIBILITIES: 25
TRANSPORT CELL (TC) – TERMS OF REFERENCE 26
REPORTING LINE: 26
RESPONSIBILITIES: 26
LOGISTICS INFORMATION MANAGEMENT CELL (LIMC) – TERMS OF REFERENCE 27
INTRODUCTION: 27
REPORTING LINE: 27
RESPONSIBILITIES: 27
E. SCENARIOS DETAILS & OPERATIONAL RESPONSE PLANS 28
A. LOGISTICS CONTINGENCY PLAN 1 – MEDIUM IMPACT SCENARIO 28
1. INTRODUCTION 28
2. EMERGENCY PROCEDURES AND RESPONSE ARRANGEMENTS 28
3. SCENARIO DETAILS: 29
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4. OPERATIONAL SUMMARY 30
5. CONCEPT OF OPERATIONS 32
6. SUGGESTED SOPS 33
7. LOGISTICS RESPONSE WORK PLAN 35
8. PREPAREDNESS (MINIMUM PREPAREDNESS MEASURES) 39
B. LOGISTICS CONTINGENCY PLAN 2 – WORST CASE SCENARIO 40
1. BACKGROUND INFORMATION 40
2. EMERGENCY PROCEDURES AND RESPONSE ARRANGEMENTS 41
3. SCENARIO DETAILS: 41
4. OPERATIONAL SUMMARY 44
5. CONCEPT OF OPERATIONS 47
6. SUGGESTED SOPS 49
7. LOGISTICS RESPONSE WORK PLAN 52
8. PREPAREDNESS (MINIMUM PREPAREDNESS MEASURES) 56
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B. Emergency Scenarios Identification
Overview
The range of possible disasters that may impact Samoa is large, too large to set up specific response mechanisms and operational logistics procedures for each one.
As the size of the potential impact, the locations and the type of response may be quite similar between certain types of hazards, we have tried to group several hazard into one global scenario.
Risk Understanding
Likelihood Almost Certain Likely Possible
Impact Moderate Floods
Major Cyclones
Volcanic Eruption
Earthquakes / Tsunamis
Catastrophic Cyclones
C. Samoa Emergency Procedures and Response Arrangements
Warning Systems
For some hazards, there is a period of warning during which the public and response agencies can prepare
to respond.
Warnings of developing or impending threats or hazards are issued by official sources in Samoa. These
official sources interpret information from external agencies and use this in conjunction with local data to
provide a specific warning for Samoa.
Information contained within a warning will usually be linked to the technical characteristics of the hazard
itself, and it will usually be issued in a predetermined format.
The public should always be directed to the official source of warning information rather than to any
external or secondary sources.
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The official sources of a warning may be different for different hazards, as illustrated in Table 5 below.
Table 5: Official Sources of warning information
Hazard Official Samoa Source of Warning Who warning is sent to
Weather related hazards including:
- Cyclone
- Storm surge
- High waves
- Heavy rain
- Strong & gusty wind
- Floods
- Droughts
- Samoa Meteorological Division “National Forecasting Centre”
-
- Media
- DMO
- DAC
Volcanic eruption including:
- Ash fall - Samoa Meteorological Division
“National Forecasting Centre” - Media
- DMO
- DAC
Tsunami - Samoa Meteorological Division “National Forecasting Centre”
- Media
- DMO
- DAC
Public Health hazards including:
- Disease
- Pandemic
- Epidemic
- Ministry of Health - Media
- DMO
- DAC
Terrorism - Ministry of Police Prisons & Fire Service
- Transnational Crime Unit
- Media
- DMO
- DAC
During a disaster response the DMO will translate the technical warning information into instructions for
the public.
Response Agencies to be involved
Not every response agency may need to respond to each type of disaster or emergency. This is because
the types of functions to be performed may be quite different. For example a cyclone may require
functions such as immediate evacuations, medical treatment and engineering checks of buildings,
whereas a maritime shipping incident may involve search and rescue or oil spill clean-up functions.
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During a national scale disaster or emergency all lead agencies report to the DAC located at the National
Emergency Operations Centre. Standard reporting formats are provided through the NEOC information
management and reporting system and hard copies should be made available to all agencies prior to a
disaster occurring.
For smaller events agencies may manage the disaster without the need for national level co-ordination.
In the table below is a quick guide to the key agencies to be involved in different types of disasters or
emergencies.
Additional agencies are likely to be required as well as those listed, however the major lead and support
agencies are indicated in the table.
Table: Quick-guide: Key Response Agencies to be involved
Hazard Key lead agencies Key support agencies
Cyclone Ministry of Natural Resources
& Environment
Police, MWTI, MAF, MWCSD, SRC,
FESA, LTA, SPA,
Volcano Ministry of Natural Resources
& Environment
Police, FESA, MWCSD, Samoa Red
Cross, MWTI, LTA
Tsunami Ministry of Natural Resources
& Environment
Police, FESA, MWTI, MWCSD, SRC,
LTA, SPA, SAA, Bluesky & Digicel,
MCIT
Fire (urban) Fire & Emergency Services
Authority
MNRE, Police, SRC, LTA
Public health crisis Ministry of Health NHS, SRC, MWCSD, MAF, SPA, SAA,
MNRE
Flood (river) Ministry of Natural Resources
& Environment
MWTI, LTA, FESA, Police, SWA,
MoH
Landslip Ministry of Works Transport &
Infrastructure
MNRE, LTA, Police, FESA
Stormsurge (including
tidal and coastal
erosion)
Ministry of Natural Resources
& Environment
FESA, MWTI, LTA, Police, MWCSD
Earthquake Ministry of Natural Resources
& Environment
FESA, Police, MWTI, MWCSD, SRC,
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Hazard Key lead agencies Key support agencies
Forest Fires Fire & Emergency Services
Authority
MNRE, SRC, Police,
Aircraft emergency
(Airport)
Ministry of Works, Transport &
Infrastructure – Civil Aviation
Police, SAA, FESA, SRC, MNRE
Hazchem incident –
marine
Ministry of Police & Prisons
(Maritime),
MWTI (Maritime), MNREM, SPA
Lifeline Utility Failure -
electricity
Electric Power Corporation FESA, PPS, MNRE, MoF
Lifeline Utility Failure –
water
Samoa Water Authority MNRE, FESA
Animal or plant disease Ministry of Agriculture and
Fisheries
MNRE, MOH, MoR
Civil emergency
(external)
Ministry of Police &Prisons FESA, SRC, NHS
Lifeline Utility Failure -
telecommunications
SamoaTel OoTR, MCIT, MNRE
Major infrastructure
failure – building
collapse
Fire & Emergency Services
Authority
Police, MNRE, SRC, MoF, MWTI,
EPC, NHS, MoH,
Major infrastructure
failure - dam
Electric Power Corporation Ministry of Works Transport &
Infrastructure
Drought Ministry of Natural Resources
& Environment
MAF, SWA, MoH
Aircraft emergency
(other location)
Ministry of Police & Prisons SAA, MWTI, FESA, MNRE
Maritime vessel
emergency
Ministry of Police & Prisons
(Maritime),
SPA, MWTI (Maritime), SSC
Hazchem incident -
land
Fire & Emergency Services
Authority
MNRE, BOC, Origin Energy, PPS,
MoH, MAF
Terrorism Ministry of Police & Prisons Transnational Crime Unit
Civil emergency
(internal)
Ministry of Police & Prisons MWCSD, FESA,
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Response Functions
During a disaster there are a lot of different functions to be undertaken. These are achieved by a wide
range of agencies which each have a mandate, legal responsibility, agreement or simply the resources to
undertake the function.
The agency that makes sure a particular function is achieved is the lead agency for that function. They are
responsible for arranging all the support agencies they need to do the job. During a national scale
response, lead agencies report to DAC located in the NEOC.
Support agencies carry out tasks to help a lead agency do a specific function during a disaster. Support
agencies report to the lead agency.
The functions to be undertaken in disaster situations are described in Table 6, along with the lead and
support agencies responsible for undertaking the functions.
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Table 6: Functions required during disaster response and recovery
Ref Response Functions Lead Agency Role Support Agencies Role
Health & Medical
1 First aid Samoa Red Cross Society
Provide first aid training and first aid services to injured people
Ministry of Police & Prisons, Fire & Emergency Services,
Ministry of Health
Village Disaster Management Teams
Provide first aid services
2 Transport and movement of casualties
National Health Services
Co-ordinate ambulance services
Samoa Red Cross Society
Fire & Emergency Services Authority
Ministry of Health
WHO
Provide ambulance and transport services if available.
3 Medical treatment National Health Services
Ensure hospital and health services are running Hospitals/ Medical Centres
WHO
MoH
Provide Hospital and health services
4 Public Health Ministry of Health Co-ordinate public health response.
Co-ordinate public health response.
Control spread of communicable diseases
Provide public health advice
Samoa Red Cross Society
Hospitals/ Medical Centres
WHO
Assist community based public health activities
Provide resources and facilities as requested
5 Management of deceased victims
Ministry of Police & Prisons
Manage the identification, handling, and transportation of deceased victims including personal effects reconciliation, and notifying next of kin.
Health
Coroner
Funeral directors
Provider personnel, facilities and equipment as requested
6 Mortuary services Coroner (Ministry of Justice)
Provide mortuary services
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Ref Response Functions Lead Agency Role Support Agencies Role
7 Counselling & support National Health Services
Provide psychological support services to those affected by the emergency
Ministry of Health
Samoa Red Cross Society
MWCSD
Aid agencies
SUNGO
WHO
Assist with Counselling and support as requested.
Search and Rescue
8 Land search Ministry of Police, Prisons
Co-ordinate search activities for people missing on land MWTI (roads), LTA
Co-ordinate road access if required
9 Land rescue (e.g. structural collapse, accidents)
Fire & Emergency Services Authority
Co-ordinate rescue of people
Provide resources for rescue
Samoa Airport Authority
MWTI (buildings)
MWTI (roads)
Ministry of Police & Prison
Provide personnel and equipment for rescue (as per Airport emergency plans)
Provide building plans and structural advice
Provide personnel and equipment; access to contractors
Cordon off area at risk and ensure safety & security
10 Maritime search and rescue (e.g. vessels, aircraft in the sea)
Ministry of Works Transport & Infrastructure –Maritime
Samoa Ports Authority
Provide “On Scene Commander”
Co-ordinate maritime rescue activities
Provide, manage and maintain adequate and efficient port services facilities and security in port
Ministry of Police & Prisons
Fire Services
Overseas navy personnel
Samoa Airport Authority
Provide personnel and resources (e.g. vessels, communications etc) for rescue
Evacuation
11 Evacuation of people MNRE
Determine if evacuation is required
Foreign Government Reps
Assist with evacuation from Samoa of foreign nationals
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Ref Response Functions Lead Agency Role Support Agencies Role
Ministry of Police & Prisons
Fire & Emergency Services Authority
Village Council/ organisations
Evacuate areas required for public safety
Evacuate at risk areas within villages
MWCSD, SQB, Media
DMO,
SAA, SPA
Utilise communications networks to assist with evacuations
Utilise siren system to signal evacuation
Community welfare
12 Registration of evacuees Welfare & IDP DAC Sub-Committee
Coordinate the identification and recording of
information about people affected by the
emergency
Samoa Red Cross Society, Hospitals, Caritas/CCJD
Aid agencies
SUNGO
Churches
Village Council/ organisations
Provide personnel and information to assist with identification and recording of information about people affected by the emergency as requested
13 Temporary shelter Welfare & IDP DAC Sub-Committee
Coordinate the establishment and management
of shelters and evacuation sites for evacuees
Samoa Red Cross Society, Caritas/CCJD
Aid agencies
SUNGO
Churches
Village Council/ organisations
Provide resources and facilities to support evacuees including establishment of shelters if possible
14 Disaster food Welfare & IDP DAC Sub Committee
Coordinate the provision of emergency food
supplies to affected people
Samoa Red Cross Society
Caritas/CCJD
Aid agencies
SUNGO
Churches
Village Council/ organisations
Provide support for food provision
Distribute food in accordance with the SRCS National Food and Nutrition Policy (PK(96)76).
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Ref Response Functions Lead Agency Role Support Agencies Role
15 Disaster clothing Welfare & IDP DAC Sub-Committee
Provide emergency clothing supplies to affected people Samoa Red Cross Society,
Caritas/CCJD
Aid agencies
SUNGO
Churches
Village Council/ organisaitons
Provide support for clothing provision
16 Animal Welfare Animal Protection Society
Provide facilities and supplies to ensure the wellbeing of animals affected by a disaster
MAF (Quarantine)
Vets
Provide staff, facilities or services as available
17 Disaster Finances Ministry for Finance Co-ordinate the collection, allocation and provision of monetary aid to people affected by a disaster.
Aid Agencies
Donors
MFAT
Secure monetary aid
Logistics supply
18 Incoming resources Logistics Support Unit of the NEOC
Co-ordinate and prioritise resources (human and physical) needed to respond to emergency event.
Co-ordinate procurement, payment, access, staging , distribution and return of resources if necessary
Red Cross
Aid Agencies
DMO
Provide personnel and facilities to assist with delivery of resources to response agencies to manage the emergency.
Foreign Government Representatives
Access resources from home countries available for emergency response
SQUIP Facilitate border control services
SPA, SAA Provide facilities for incoming resources
Information management
19 Public information NEOC Management Unit & National Controller
Provide information to the public regarding the emergency and the actions they should take.
Disseminate warnings as provided by alerting and monitoring agencies
Appoint spokespeople for the emergency event.
Co-ordinate the provision of information to media agencies (local and international)
SBC, Radio stations, Media
Disseminate information to the public using communications equipment and personnel
All response agencies Communicate with users of own service as to how the emergency will affect their ability to use the service
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Ref Response Functions Lead Agency Role Support Agencies Role
20 Enquiries about affected people
Red Cross Coordinate collection and collation of information
from all support agencies and provide collated
information about missing people to next of kin
and to DAC through NEOC.
MFAT, Foreign Government Representatives
Coordinate collection of information
about foreign citizens
Collect and provide information to overseas countries about people affected by the disaster
Samoa Tourism
Authority
Samoa Hotel
Association
Samoa Red Cross
Ministry of the Prime
Minister & Cabinet
(Immigration)
Collect information from Hotels for
provision to foreign government
representatives through MFAT.
Provide information about affected people
using Tracing programme.
Provide the list tourists and other
foreign citizens that entered Samoa
before the disaster take place
21 Communications between response agencies
MNRE (DMO) Ensure physical communications systems are in place for agencies to communicate with each other.
Establish communications protocols and reporting processes.
All response agencies Report on progress with emergency functions to the Lead Agency
Samoa Tel (Bluesky)
Digicel
Radio& TV stations
Office of the Regulator
Take all effort to restore communications systems.
Make available emergency communications systems
Impact assessment
22 Reconnaissance and needs assessment
First Response &
Initial Assessment
Sub-Committee
Co-ordinate initial assessment of affected areas
and disseminate information to response agencies
through the NEOC Operations Unit
Response agencies
Utility operators
Provide information on how utility operators have been affected by the emergency.
Village Council/ organisations
Assess damage to village and report to MWCSD.
Ministry of WCSD Collect disaster impact information from villages and report to the DAC
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Ref Response Functions Lead Agency Role Support Agencies Role
Welfare & IDP Sub-
Committee
Utilities and Social
Services
Coordinate assessment of immediate needs of
affected villages at the shelters/evacuation sites
and other areas of affected villages
Coordinate compilation of assessment findings to
determine needs and report them to NEOC
Operations Unit
Ministry of Education, Sports & Culture
Collect disaster impact information from schools and report to the DAC.
NHS Collect disaster impact information
from all hospitals including district and
health centres
Aid agencies, Provide overseas teams for impact assessment if required and requested.
23 Building Safety Evaluations
Ministry of Works Transport and Infrastructure – Buildings
Co-ordinate assessment of damaged structures to determine if they can be fixed or not.
Co-ordinate assessment of structures to ensure they are safe to be re-occupied
Consulting Engineers Carry out engineering assessments of damaged structures.
24 Building health assessment
Ministry of Health Assess damages to structures to ensure they will
not cause health problems if they are re-occupied
WHO, Aid agencies, Support public health assessments as required.
25 Utility Services impacts Utility operators Determine damage to utility services and take action to restore services as soon as possible
26 Access impacts - roads Land Transport
Authority
Determine damage to road networks and restore roads and transportation networks as soon as possible
M MPP
MWTI
Manage disruption to traffic flows
caused by access disruptions
Provide resources to support road
networks assessment and restoration
27 Access restoration - air Samoa Airport Authority
Determine damage to air transport networks and restore airport facilities and services as soon as possible
28 Access restoration - Marine
Ministry of Works Transport and Infrastructure – Maritime
Determine damage to marine transportation networks and ensure facilities and services are restored as soon as possible to allow marine transport to resume
SPA
SSC
Restore facilities and services as soon
as possible
Restore maritime transportation
services as soon as possible
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Ref Response Functions Lead Agency Role Support Agencies Role
29 Environmental impact Ministry of Natural Resources & Environment
Determine impacts to the environment including air, coastal, land and water resources.
MWTI –Maritime
SPA, FESA, BOC
Gases, PPS, Aid
Agencies
Respond to contain and clean up oil pollution
Provide resources and support for
marine assessments
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National Emergency Operations Centre
The National Emergency Operations (NEOC) is the nominated central co-ordination centre for all national scale disasters which
may occur.
Major functions performed within the NEOC during national disaster situations include:
Hosting meetings of the DAC
The gathering, collation and dissemination of information.
Gathering information on activities being undertaken by Disaster Advisory Committee member organisations.
The co-ordination of operational action including the deployment of personnel, tasking of organisations and individuals, and receipt and distribution of relief supplies.
Issuing directions as directed by the National Disaster Council.
Gathering information from affected districts and villages.
Preparing situation reports for the National Disaster Council.
The operation of disaster communications networks for management of the disaster.
The National Emergency Operation Center is located at the Faleata Fire Station and the contact details are as follows:
The decision to relocate the NEOC is made by the Chairperson of the DAC on advice of the DMO. Additional alternate facilities
may be required if the disaster situation means both the primary and alternate NEOC location are unavailable.
Process for activation of the NEOC
Response to a disaster will be undertaken in three stages, as follows:
Stage 1: Standby
Stage 2: Action
Stage 3: Stand-down
This escalation process will avoid over-response, and will serve as a guide for organisations with a role in disaster response as
to when they should undertake response activities and implement their own agency response plans.
Stage 1: Standby
Standby comes into effect when it has been established that a hazard exists, or threatens to affect all or part of the country.
The DMO will notify all Disaster Advisory Committee member organizations of the hazard, and place them on standby so they
are ready to begin operations or actions immediately if they are called upon.
The DMO will also inform the NDC that organisations have been placed on standby.
During this stage all organisations should check their personnel and facilities are ready for disaster response.
Stage 2: Action
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This stage comes into effect when the threat or impact is imminent or has already occurred (with no warning).
The National Emergency Operations Centre will operate and DAC members will undertake disaster response as per their
agency response plans and DAC sub-committee plans and/or arrangements.
The NDC will be notified that the NEOC is operating, and reports will be provided to the NDC, on behalf of DAC agencies by the
Chairperson of the DAC.
Stage 3: Stand-Down
The NDC is responsible for determining when stand-down from a disaster response should occur. This decision is to be made
after consultation with the DAC.
A staged stand-down may be necessary with organisations with limited involvement in the operations being stood down in the
first instance.
Following stand-down of emergency response the NEOC will close.
Emergency operations then move into the recovery phase. Recovery actions will continue for a significant period of time after
disaster response. Recovery activities are described in section 6.4.
NEOC Staffing, Functions, Roles and Responsibilities
The DMO is responsible for the smooth operations of the National Emergency Operations Centre.
The NEOC is staffed by trained personnel from DMO and other MNRE divisions, along with personnel from the key response
agencies involved in the disaster response. The DMO in consultation with these response agencies need to identify appropriate
personnel from these agencies to be seconded to the NEOC and put in place arrangements to formalize seconding of these
personnel before a disaster occurs. These key response agency personnel may differ depending on the type of event being
experienced
All personnel identified as the NEOC staff must complete trainings in NEOC information management and reporting system,
the Emergency Operation Centre courses (EOC) and the Coordinated Incident Management System (CIMS).
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D. Logistics Coordination Group (LCG) and Sub-groups – Terms of Reference
& Standard Operations Procedures
Samoa tends to become a sub-regional hub for economical actors and for logistic operations. Developing manufactures and
touristic industries boost the development of private transport and logistics services.
Regarding humanitarian operations, here under is a list of the major actors, involved in Logistics operations during emergency
responses to natural disasters.
a. Logistics Coordination
There are several logistics related units in Samoa’s Disaster management framework.
- One Logistics Officer in DMO
- A Logistics & Services cell is activated during emergency responses and is part of the NEOC.
- A Utilities & Social Services DAC Sub-committee is in charge of ensuring that key infrastructures and access are
operational directly after disasters
Nevertheless, up until now, very few Logistics preparedness activities have been implemented in Samoa.
As Logistics may be one of the major concerns during emergency operations, a Logistics Coordination Group (LCG) has been
established in 2012. This LCG will support the activities of the DMO’s Logistics Unit.
b. The Logistics Coordination Group (LCG)
The LCG is a newly established1 coordination working group, aiming to support the DMO’s Logistics Unit and to ensure that
Logistics Preparedness activities (stand-by agreements, compiling of logistics related databases, logistics contingency plans,
training, simulations) are in place in Samoa.
The LCG is composed of:
- One representative from the DMO – the head of the Logistics Unit
- One representative from Volunteers Organizations - the coordinator of VERTS
- One representative from the Red Cross – the Logistics Coordinator of SRCS
- One representative from the Ministry of Works, Infrastructures and Transport
- One representative from the UN – from UNDP
- One representative from the Ministry of Finances – AID Department?
- As observer, one representative from the Donors?
Among its areas of competencies, let’s mention:
Implementation of the Logistics Preparedness plan
1 Inception in May 2012
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o Standardization of Logistics Documents o 3Ws o CivMil coordination o Roles & Responsibilities of actors involved in Logistics o Update of the LCA o Capacity building and training plan for the key logistics actors o Facilitations measures aiming at improving the logistics preparedness, emergency customs clearance, stand-by agreements
c. Samoan Actors
DMO The Disaster Management Office (DMO) is responsible for ensuring the ongoing co-ordination, development and
implementation of disaster risk management programmes and activities in Samoa.
The Assistant CEO responsible for the DMO is the Secretary of the DAC and NDC, and is responsible for overseeing all
administration and activities of the DAC and the NDC.
The Logistics Unit of the DMO is in charge of all Logistics preparedness issues.
DAC SUB-COMMITTEE for Utilities & Social Services
This sub-committee is mandated to coordinate sectoral and in-depth assessments, immediate restoration of critical utilities
and social service infrastructure, and reporting.
Given the need for this sub-committee to react fast, any agency can start activities ahead of formal activation of the sub-
committee.
Ministry of Works, Transport & Infrastructure (Chair and Secretariat)
Ministry of Communications and Information Technology (Vice Chair)
Land Transport Authority
Samoa Shipping Corporation
Samoa Ports Authority
Samoa Airport Authority
Office of the Regulator
Bluesky
Digicel
Ministry of Education, Sports & Culture
National Health Services
Electric Power Corporation
Samoa Water Authority
Samoa Tourism Association
Samoa Bureau of Statistics
The relevant PHT Clusters under this sub-committee are the Protection, Health & Nutrition, WASH and Shelter cluster.
Among the responsibilities of the sub-committee are:
- To coordinate in-depth assessment of the impact of a disaster on utilities and social services including facilities/
infrastructure to enable immediate restoration of these services pending long term recovery program implementation
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and ensure that this report is shared with the Early Recovery and Recovery Needs Sub Committee and the NEOC
Operations Unit.
Coordinate immediate restoration of utilities and social services including resources required to implement these restoration
works and a strategic plan on how to go about in restoring these services;
Develop a strategic restoration planning template to facilitate development of such plan during disaster or emergency
response;
NEOC Logistics & Support Unit
This unit is made up of the Logistics Manager and 6 units – supplies, facilities, communications, medical services, catering and
financial services.
The unit needs to ensure that emergency teams can perform efficiently and have the means to do so.
Responsibilities
The Logistics Manager’s responsibilities are:
Provision of resources to response agencies and sub-committees
Operational costs monitoring and reporting
Communication plan / system, provision of communication means to response teams
Supplies sourcing
If needed, provision of medical services to response personnel
Catering of response teams and personnel
The responsibilities of the Supplies unit are:
Supplies sourcing at national and international level
Liaison with national and international organisations on availability of prepositioned humanitarian stocks +
operational arrangements for access, transport (upstream pipeline) …
Storage, availability and operations, at entry points, intermediate dispatching points and at field level
Transport, including land, sea and air (downstream pipeline)
The responsibilities of the Facilities unit are:
Response facilities management (evacuation centers, operational facilities …), incl. provision of water, power,
communication means, etc.
Liaison with owners / managers of those facilities
The responsibilities of the Communications unit are:
Communication plan
Availability of communication means at all operational levels
The responsibilities of the Medical services unit are:
Liaison with National Health Services and MoH for provision of medical services for response teams and
personnel at all levels
The responsibilities of the Catering unit are:
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Arrange the provision of catering services for response teams and personnel at all levels
The responsibilities of the Financial Services unit are:
Financial monitoring of response operations (with DAC, NEOC, sub-committees …)
Procurement paperwork, in accordance with GoS policies
Recording
Financial reporting
Composition
The Logistics & Support Unit is headed by the Logistics Manager – Senior Disaster Management Officer at the
DMO
The composition of the Supplies unit varies from 4 to 12 persons, depending on the scale of the disaster and
the need to operate on a 24/7 basis or no:
o Customs clearance is ensured by delegate(s) from:
The Operations section of the Ministry of Finance
Customs department
If needed, support from private Logistics, CC or FF companies
o Supplies sourcing / procurement is ensured by delegate(s) from:
Xxx
Xxx
o Storage is ensured by delegate(s) from:
Xxx
Xxx
o Dispatching is ensured by delegate(s) from:
Xxx
Xxx
o Transport is ensured by delegate(s) from:
Xxx
Xxx
o Information Management is ensured by delegate(s) from:
Xxx
Xxx
The Medical Services unit is made up of:
o Delegate(s) from xxx
The Catering unit is made up of:
o Delegate(s) from xxx
The Financial Services unit is made up of:
o Delegate(s) from the Aid department of the Ministry of Finances
o Delegate(s) from the Audit department of the Ministry of Finances
Specific operational cells
Depending on the size and the specificities of the disaster, the Supplies Unit may vary significantly in number and in
objectives. If needed, some specific cells may be set up, with precise ToRs, to operate the most challenging parts of
the emergency logistics operations. Here under are examples of ToRs for those thematic cells.
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Customs Clearance Facilitation Cell (CCFC) – Terms of Reference
Introduction:
During emergencies, if the size of the events requires international assistance, a Customs Clearance coordination cell, composed by representatives from the Ministry of Finances and the Customs, may be set up.
In addition, a volunteer support from one of the major Freight Forwarding / Shipping / CC brokers companies should be a significant added value.
Responsibilities:
Assessment
Meet with the Central Customs authorities to review existing customs regulations
Information Management
Ensure INGOs and UN agencies’ good understanding of local Customs policies and their application.
Document the “application of customs procedures”.
Keep the humanitarian agencies informed on standard customs procedures
Operations
If required, negotiate facilitation measures with national and local authorities, including registration process for NGOs / International agencies.
Advise the response teams on main customs issues affecting operations.
Facilitate / support / ensure Customs Clearance procedures for registered humanitarian agencies
Maintain a paper trail for future reference
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Dispatching and Cargo Tracking Cell (DCTC) – Terms of Reference
Introduction:
During Emergency Response operations, Samoan authorities will set up dispatching centers; all the commodities transiting through the dispatching centers before being sent to distribution areas.
During emergencies, the dispatching centers should be operated by / with the support of private companies bringing
their professional experience for dispatching operations and commodities tracking. This recommendation will require
that prior stand-by agreement – even basic – is signed between DMO and the pre-identified private companies.
As all operations in remote areas will require repackaging and transshipment operations, this need to be considered when designing the initial Concept of Operations (an additional hangar, linked to the dispatching centre, need to be specifically designated to this purpose).
During emergencies, the Customs Clearance coordination cell, composed by representatives from the MoF and Customs should be operating from the dispatching center
Reporting line:
The Dispatching & Cargo Tracking Cell reports to the Logistics Manager
Responsibilities:
Develop mechanisms for capturing data for commodity tracking purpose.
Distribute reporting formats as required.
Compile Agencies' relief commodities information and summarize in pre-determined formats for publication in Sitreps.
Conduct commodity tracking data filtering in accordance with agreed parameters for ‘pending’, ‘in-stock’, and, ‘distributed (Delivered)’.
Enforce the tracking of a) filtering, b) entering, c) cross-checking process (third party check) (signatures at each stage).
Work with the Data entry clerk (If deployed) to resolve discrepant data prior to inputting to the system.
Coordinate reporting procedures and distribute reporting formats as required
Register all data for statistical evidence, including details of all commodities handled and transported under the Logistics co-ordination by establishing a commodity tracking system.
Commodities should be classified by type of food and by type of non-food item.
Transport mode should be classified by type (air, rail, road, water) and by name of operator.
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Transport Cell (TC) – Terms of Reference
Reporting line:
The Transport Cell reports to the Logistics Manager & the NEOC
Responsibilities:
The Transport & Shipping Cell is responsible for the downstream pipeline. It includes the following duties:
Land Transport
Define specific transport strategies and procedures and ensure effective integration of transport in Logistics operations.
Manage transport operations including all transport assets in order to ensure timely and cost-effective delivery of cargoes.
Identify, mobilize resources, implement and report on special transport operations.
Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
Ensure effective commodity management and quality control.
Coordinate transport operations with the Dispatching and Cargo Tracking Cell.
Supervise staff as required.
Shipping & Air transport
Liaise with appropriate resources in order to determine the most efficient mode of calling forward commodities, taking into consideration type of commodity, quantity, port / airport conditions, weather conditions, freight market condition, etc.
Negotiate and conclude sea / air transportation arrangements with shipping / air operators, including the chartering of vessels, on either a short or long-term basis or conclude ad-hoc individual rate agreements.
Appoint, instruct and supervise a network of Freight Forwarding Agents and provide advice to the appointed agents as required.
Liaise closely with agents and suppliers to ensure that cargo readiness matches vessels arrival.
Prepare and maintain statistical reports on shipping and chartering information.
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Logistics Information Management Cell (LIMC) – Terms of Reference
Introduction:
During Emergencies, Information Management is of the upmost importance for Emergency Logistics Operations.
Logistics Information Management will need to provide updated information about Logistics Operations to the
National Disaster Controller and to the NEOC on a daily basis.
Reporting line:
The Logistics Information Management Cell reports to the Logistics Manager, the National Disaster Controller and to the NEOC
Responsibilities:
The LIMC will act as the focal point for collecting, analyzing and disseminating logistics information.
The LIMC will work closely with the Logistics Manager.
Gather information on the overall logistics situation, including comprehensive data on logistics procedures and bottlenecks from the various Logistics participants and national authorities.
Produce Logistics reports in specific formats as required within the operations. Key products include: Sitreps, snapshots, flash news, briefings, road matrix, and area overview.
Liaise with Logistics participants, and national counterparts to gather information for the production of daily Sitreps and weekly bulletins, ensuring that challenges and concerns relating to the logistics operations are represented.
Consolidate and share key logistics information and procedures, such as Concept of Operations and Standard Operating Procedures (SOPs) ensuring they are regularly revised/updated if required.
Inform relevant stakeholders on commodity tracking reporting procedures.
Prepare talking points and agenda for LCG meetings, compile minutes / action points and ensure timely sharing of meetings minutes with all participants.
Prepare operational overview, briefings and snapshots on the logistics operation for donors, UN Country Team, Office of the Humanitarian Coordinator and other stakeholders as requested.
Establish, moderate and maintain Logistics mailing list.
Standardize and execute quality control of logistics assessments and activity reports.
Distribute reporting formats as required, and compile logistics plans/forecasts of other organisations.
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E. Scenarios Details & Operational Response Plans
a. Logistics Contingency Plan 1 – Medium Impact Scenario
1. Introduction
This scenario is tailored to answer medium impact disasters. Namely, those ones may be flooding, category 1 or 2 cyclones,
moderate volcanic eruption, moderate tsunamis, fire, etc.
It is assumed that the Samoan government is able to answer – at least on an operational point of view - to this kind of event
without asking for international assistance.
2. EMERGENCY PROCEDURES AND RESPONSE ARRANGEMENTS
Regarding Emergency Procedures, roles and responsibilities, activation process, etc. please refer to chapter C. Samoa Emergency procedures and Response Arrangements above. Emergency/disaster management involves the implementation of actions immediately prior to, during, and immediately after an emergency/disaster in order to ensure that the effects are minimized and that those affected are promptly attended. The responsibility for all emergency management arrangements at national level lies with the Disaster Management Council. In relation to a specific hazard, one Lead Agency is responsible for emergency response to the extent that it can manage the emergency/ disaster (see table on Chapter C).
Operational Command and Coordination
When disaster operations are initiated, the National Disaster Controller (CEO, Ministry of Natural Resources and Environment) will be in overall command. He will exercise this command in close cooperation with the Council, as stated in the National Disaster management Plan. The Council will be fully informed by the National Disaster Controller and will provide policy guidance to the disaster operation.
Operational Roles of Key Agencies
There are different response activities in relation to the issuance of early warnings. The typical responses are:
Dissemination of warnings
Evacuation of affected people
Security for people and property
As soon as a warning is issued, the responsible agencies should coordinate relevant response activities in relation to evacuation and providing security for people and property. Every agency/organization shall include flooding response arrangements and procedures in accordance with their agency/organization emergency plan. These arrangements and procedures are to be based on this plan. All major facilities/utilities located within the disaster zone should begin to implement their emergency response plans.
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3. Scenario details:
Summary Casualties: Fatalities and injuries very low, except for flash floods; Infrastructure Damage Hundred buildings and infrastructure (roads, bridges) damaged Evacuations/Displaced Persons: up to 20.000 people - 4.000 HH Economic Impact Significant at local level
Main crop harvest could be damaged; Roads, bridges, and other infrastructure in the disaster areas may be partially damaged; Emergency humanitarian assistance for shelter, water, food, healthcare and sanitation will be required;
Potential for Multiple Events Yes, seasonal Recovery Timeline Months
Scenario Overview: General Description –
Cyclone
Affect the western and northern coastal areas of Savaii and northern coastal area of Upolu. Destructive winds will affect most
of the coastal areas of Upolu and Savaii. Subsistence crops destroyed, property damage and unprotected coastal infrastructure
destroyed. Significant injuries. Power and telecommunications disrupted.
Volcanic Eruption
It is likely that areas on the northern half of Savai’i will be more vulnerable to the effects. Damage will be greatest on adjacent
flora and fauna, infrastructure, tourism, subsistence agriculture and fisheries, and general property damage. The airport will be
closed for prolonged periods (due to ash). No loss of life anticipated. Some villages may have to be permanently relocated.
Tsunami
Damage to unprotected coastal areas will occur. Subsistence crop loss and damage to coastal infrastructure ar expected.
Fishing industry affected. Significant property damage. Loss of life would be expected for both tsunami generated some
distance away (e.g. Chile-Peru region) despite warning of approximately 13 hours, and more significantly for tsunami
generated in the region (e.g. Tonga - Kermadec trench) as warning periods will be much shorter.
Urban Fires
The buildings are all attached/close together with no fire protection, or water supply. Fast moving fire would destroy
properties quickly and would be difficult to get under control. Many potential fire sources are present in this area (cooking oils
etc). Major economic impact with many injuries and potentially also loss of lives.
Flood
Prolonged heavy rainfall in and around Apia, affects roads, blocks drains, flash flooding in locations with the potential to cause
a small number of deaths, crops affected. Most effects short lived.
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Landslides
Landslides in Samoa are usually caused by heavy rainfall. Earthquakes can also trigger landslides. Landslide hazard zones have
been mapped for the whole of Samoa. Instability of soil has also been mapped for the whole of Samoa. If landslides occur, it is
highly likely that major damages to infrastructure such as roads, water pipes, electricity, and communication can occur. They
are unlikely to cause fatalities as most unstable areas are away from human settlements. There is a lot of quarrying activities
which may cause soil instability in the future.
Key implications Triggers
Dissemination of relevant flood alerts issued by GoS services (Meteorology Division)
DMO issues warnings, alert and updates
Local authorities determine that the disaster is beyond their capacity and that it requires a higher level of response.
Resources for Response To summarize, in case of medium level scenario, local authorities may need support in:
Shelter
Emergency health
Potable water
Regeneration of livelihoods Pre-Raining Season Preparedness & Coordination Ideally:
DMO to organize pre-raining season meetings to review preparations for disaster with reference to shortfalls
Coordination meeting with first responders agencies
Coordination to envisage pre-positioned stock
Updating of local preparedness and response plans
Preposition of key response equipment to response agencies, boats, etc.
Visit by Director DMO and other key stakeholders to vulnerable sites Preparedness Measures during Raining Season
Need based meetings
Monitor dissemination of early warning to vulnerable areas.
4. Operational Summary
Description
Vulnerable areas
/ periodicity
Mostly coastal areas in Samoa. Hills areas for landslides and volcanic hazards.
Most frequent rains are reported between November and April.
Early Warning
and Triggers
Dissemination of relevant alert issued by GoS services o MET/DMO issue warnings, alert and updates o DMO may also determine that disaster requires national intervention.
Consequences Medium impact scenarios will not critically affect the logistics operations for long periods: most affected areas will continue to be accessible.
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A very large percentage of the total populations live close to the coast and/or on sea level.
Except regarding flash floods, medium level scenarios usually lead a low level of injuries / fatalities.
Outbreak of communicable diseases:
Water-borne diseases: o Diarrheal diseases, o Etc.
Air-borne diseases: o Respiratory infections
Damages will be noticed in:
Houses
Sanitation facilities
Infrastructures, means of communication, transportation
Lack of access to:
Shelter
Safe water
Sanitation facilities (latrines)
Global strategy
of intervention
Support the governmental services in their response and support coordination of activities with other stakeholders/actors
Facilitate access to:
Shelter
Safe water
Sanitation facilities
Food
Non food items (soap, blankets, jelly cans, plastic sheeting, pots/ dishes, fire wood, etc)
Health facilities, targeted services and appropriate supply
Prevent outbreak of communicable diseases:
Leptospirosis, typhoid …
Water-borne diseases: Diarrheal diseases
Air-borne diseases: Respiratory infections
Other concerned Actors
National Governmental agencies:
United Nations
Local NGOs, CBOs, FBOs
Donors
Private Sector
Scope Prepare for an initial intervention of 2 weeks (<25.000 people = 5.000 HH).
Preparedness
HR Prepare for an initial intervention of 2 weeks (<25.000 people = 5.000 HH).
Stocks Technical stocks
HH kits
Hygiene kits
Cooking kits
Sanitation facilities
Medical supplies
Equipment stock
Power kits
Communication kits
Local procurement sources
Priority to local procurement in small quantities to the national or local agencies.
Coordination DAC Coordination meetings.
Report on situation, plans, monitoring and surveillance.
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5. Concept of Operations
The Concept of Operations detailed here under is managed by the Logistics Unit in place in Samoa.
The objectives and activities of the Logistics Unit in Samoa are the following: The foremost objective is to support the NEOC in coordinating and operating logistics efforts, and by association the delivery of
various humanitarian assistance programmes.
Logistics Planning Assumptions & Identified Gaps
Given the potential extent of the damages inflicted by medium impact scenarios, and given the lessons learnt from the
previous emergency responses, there is a requirement to ensure coordination between the various levels in intervention
(governmental authorities, private sector, humanitarian actors) assisting the affected communities in order to maximize the
sharing of scarce logistics resources.
In case of medium impact scenarios, the Samoan government and national organisations should have sufficient capacity to handle the logistics part of their response programmes.
Access to all affected areas will be the main challenge for logistics operations.
The overall management of the logistics information such as NFIs availability, prices, storage & transport availability and capacities, pipeline information and capacities will play a key role in ensuring efficiency and effectiveness of the overall humanitarian response operations.
Worth noting that locally based organisations will require operational support for logistics operations. Private companies’ assets may be required for temporary (and paid) use.
Concept of Operations – Medium level scenario
Coordination
- The initial Concept of Operations is designed for a first 2 weeks response (with prolongation up to 3 months).
- Based on the request of the DMO / National Controller, the Logistics & Support Unit will be activated at the NEOC. The Logistics & Support Unit could also appoint one dedicated Logistician at local level to focus specifically on the facilitation of logistics operations, coordination and information management (IM).
- During the first days, daily meetings will be conducted (at national level) to offer a forum for information sharing and decision-making related to logistics operations. Periodicity will then be reviewed based on the situation.
Information Management
- Based on the situation reports, organisations inputs and field assessments, the Logistics & Support Unit will solicit data from local and districts levels (assets availability, prices, bottlenecks, storage, transport capacities, etc.), compile it and offer updated information along with the relevant recommendations and technical advices.
- Consolidated IM products - including maps - will be disseminated on a regular basis to ensure that all involved organisations have access and knowledge of the wider situation affecting the logistics, to aid planning and decision-making in their respective organisations and clusters.
Liaison
- The Logistics & Support Unit will also act as a liaison with the relevant Governmental line ministries/departments, and UN agencies to facilitate importation of the humanitarian goods, if needed.
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6. Suggested SOPs
Activation:
During “emergency phases”, the DMO’s Senior Disaster Management Officer in charge of Logistics switches to an operational officer, coordinating emergency logistics operations as an active component of the NEOC and, upon identified need, at the local level.
The activation of the emergency phase is decided by the Council.
On a daily basis, members of the Logistics & Support Unit manage / coordinate the Emergency Logistics Operations and are seconded to the NEOC operations.
Operations:
Meeting Place: NEOC and Local Offices Meeting Frequency: During emergencies daily, to be adjusted according to situation Support – provides and receives support from the NEOC. Support can also be requested from the humanitarian community to assist in the running of the Logistics & Support Unit.
Activities:
Liaison
- Participate actively in the NEOC
- Participate to the clusters meetings organized by OCHA/UN
- Develop and maintain relevant contacts/networks in the humanitarian, private and governmental structures;
- Intervene, as necessary and as required, on behalf of the humanitarian community to expedite processes and resolve problems related to Logistics with the Government and among the humanitarian actors;
Information Management
- Consolidated IM products - including maps - will be disseminated on a regular basis to ensure that all involved organisations have access and knowledge of the wider situation affecting the logistics, to aid planning and decision-making in their respective organisations and clusters.
- During emergencies, the Logistics & Support Unit organizes logistics coordination meetings, acting as an interlocutor between participating organizations and the management of the NEOC to monitor and resolve gaps in the delivery of assistance.
Customs Clearance facilitation
- If import of relief items is needed, the Logistics & Support Unit could establish a “Customs Clearance Facilitation Cell” (CCFC). This Cell should provide a link between organizations importing relief items into Samoa and the governmental authorities for customs clearance support facility.
Dispatching and Cargo Tracking
- During emergencies, the dispatching centers will be operated by the Logistics & Support Unit with the potential support of private companies bringing their professional experience for dispatching operations and commodities tracking.
Access to Ad-Hoc storage services:
- The Logistics & Support Unit coordinates logistics support regarding storage.
- The commodities should - as much as possible – be directly routed to the final delivery points.
- Upon identified needs, for larger scale scenarios:
Agreements with private transport companies, for the temporary use of part of their storage capacities during emergency operations.
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Repackaging and transshipment need to be considered when designing the storage / dispatching centers.
- Storage and dispatching at intermediate hubs:
Each district to identify temporary storage facilities (governmental buildings, private companies …) or to select – floods safe - areas for the setting up of tents.
Access to Ad-Hoc transport services:
- Regarding the transport, the pipeline will be coordinated by the Logistics & Support Unit
a. The Logistics & Support Unit will be using the transport capacities deployed by the Samoan Government (private or governmental ones, incl. LTA, MWIT, Police) and/or by the NGOs and Red Cross.
Stand Down:
Declared: During meeting of Logistics & Support Unit Non-declared: On advice of National Disaster Controller. Upon specific request, support may continue through the recovery phase of a disaster.
Essential Equipment:
HF / VHF radios
Vehicles
Mobile phones
Sat Phones
Information Access/Management
Required:
Maps of all of the Samoa Islands including current logistical infrastructure.
Templates for information management- situation reports, minutes of meetings, etc.
Templates and systems for cargo tracking
Current contact details of all Logistics & Support Unit members
Responsible to produce:
Sitreps for logistical information
Meeting minutes
Other relevant information for dissemination to humanitarian community.
Resources/ Support to the Logistics & Support Unit
Customs – Ministry of Finance
Ensure the tax exemption of relief goods in an expedient and efficient manner,
Ensure relief goods are cleared quickly and assist if bottlenecks are identified in this process
Release necessary funds for use in the relief operation, in a timely manner
DMO/NEOC
Provide support Logistics & Support Unit operations,
Provide a location for meetings
Information management
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Telecommunications
Provide communication assets such as phones and radios
Provide technical support
Samoa Airports –
Facilitate the receipt and dispatch of relief goods through the airport
Samoa Ports –
Establish standby agreements for use in emergencies,
Provide an inventory of operational marine vessels in Samoa that could be used to transport assessment teams and relief items,
Provide staff to assist in the running of operations and facilitate the receipt and dispatch of relief goods through the ports.
Police –
Provide assets and manpower for assessment and delivery of relief items
VERTS, NGO’s –
Provide up to date contingency and transport assets information,
Assist in the maintenance of the logistics capacity assessment
Provide staff to assist in running logistics centers
Feed logistical information for dissemination to other clusters or agencies
Identify bottlenecks in the logistics operations and ensure this information is shared.
Where possible make transport assets available for use by all relief providers
Private Sector -
Provide operational support to dispatching and cargo tracking activities
Help facilitate the procurement of relief items, transport assets and other items needed for the relief effort in an affordable and efficient manner.
Donors –
Ensure systems are in place for logistics operations to access funds in a timely manner
Be available to assist in filling logistics gaps through the provision of funds or coordination mechanisms.
UN agencies –
To provide assistance, if requested by the National Disaster Controller.
7. Logistics Response Work Plan
Logistics Response Checklist
Logistics Questions to be considered by the Logistics & Support Unit to set up the Emergency Response:
Will there be a need for the deployment of logistics support equipment, such as mobile storage units?
Will the disaster response require import operations?
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How will the disaster impact on local partners, contractors and suppliers?
What are the local storage locations and their capacities? Are they located in a secure area protected from the effects
of the anticipated disaster (e.g. floods)?
What are the delivery routes from entry points to the affected areas and how easily accessible are they?
Is there enough in-country transport capacity to serve the needs? If not, how could it be increased?
What could be the alternative transport modes to reach the affected populations? What would be the schedule for
opening new routes? What actions would be required from the government, UN and others?
How much food items and NFIs are currently available in stocks? How much emergency relief items are en route and
how long will it take to arrive?
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Logistics Response Work Plan
LOGISTICS PREPAREDNESS PLAN
No. Response activities
Status
Due date/
Timeframe
Lead
Resources needed
Comments
Do
ne
Dea
dlin
e se
t
To b
e d
on
e
First 24 hours
1 Inform the Logistics & Support Unit members of the activation of NEOC
2 Determine type and quantity of assets available in the affected area and
around (for assessment purposes) and share
3 Collect and centralize information from the field and from partners:
accesses, damages to infrastructures, field activities & capacities, availability of transport assets and storage facilities
4 If needed, deploy a logistics assessment team to the affected area
together with Programme
5
Call for a logistics coordination meeting to:
Review the logistics requirements
Assess the need to extend logistics support services to partner
agencies
Ensure that logistics efforts are coordinated
+ circulate the minutes
6 Provide a first Sitrep to Logistics Coordination members and to other
clusters
7 Create / update an operational contacts list
First 72 hours
8 As soon as possible, design and share a Logistics Concept of Operations,
including services available (entry points, logistics hubs, dispatching, storage, transport) and how to access them
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9 Receive plans from other clusters and from governmental authorities
(procurement, distributions)
10 Organize a main logistics hub (dispatching center) linked to the NEOC –
reception of relief items, dispatching, transport to intermediate hubs or to districts for distribution
11 Organize / ensure the setting up of a cargo tracking system
12 Identify / secure temporary storage location.
13 Discuss government plans for Customs Clearance process. If needed,
provide facilitation to the relief agencies.
14 Discuss government plans for transport operations and procedures to
access these services.
All along Emergency Operations
15 Provide regular Sitreps to Logistics Coordination members and to other
clusters
16 Update and share logistics operational reports: pipeline, storage,
transport …
17 Ensure that clearance, storage, dispatching and transport services are
accessible to all partners. If needed, coordinate allocation of ad-hoc transport assets for specific needs
18 Ensure that operations at the main ports of entry are running smoothly
and that no congestion is faced or planned
19 Ensure that temporary storage operations at the main ports of entry are
running smoothly and that no delays are faced or planned
20 Provide liaison between agencies: governmental, UN, NGOs, private
companies, to ensure a coordinated logistics response
21 Ensure logistical support to other clusters, if needed
22 Attend other clusters meetings (at least the operational ones)
23 Identify / anticipate gaps and bottlenecks in logistics operations and
provide alternative solutions to address them
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8. Preparedness (Minimum Preparedness Measures)
The emergency logistics preparedness measures are detailed separately (Cf. “Emergency Logistics Preparedness Plan”. Nevertheless, as disasters are recurrent in Samoa, a Logistics preparedness meeting should be held at National level, each year, and prior to the wet/cyclones season.
As disasters may occur in any Samoan areas, , it is recommended to compile, district / district, all the necessary logistics related information: infrastructures (roads and bridges data, ports, …), services( transport capacities available locally, heavy equipment, communications equipment, …), etc.
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b. Logistics Contingency Plan 2 – Worst Case Scenario
1. Background information
This scenario is tailored to answer large to extreme impact disasters. Namely, those ones may be category 3 to 5 cyclones
directly impacting Samoa, massive explosive volcanic eruption, large narrow tsunamis.
It is assumed that the Samoan government will not be able to answer alone to this kind of event and will be asking for
international assistance.
Table: Highest risk hazards for Samoa
Hazard Level of Risk
Cyclone2 Extreme
Volcanic Eruption Extreme
Tsunami Extreme
Urban Fire (Apia) Extreme
Public health crisis Extreme
Environmental crisis – invasive species Extreme
Forecast:
Cyclones season usually runs from November to April (even if some cyclones have been referenced in
May).
There are no other major impact scenario that can be anticipated
Impact:
Non-Medical
o Destruction of:
Houses and shelter
Property and livestock
Water sanitation facilities
Infrastructures, communication
o Lack of access to:
Portable safe water
Food
Shelter
o Destroyed or overwhelmed health facilities.
Medical
o Injuries and deaths
o Displacement, overcrowded living conditions and insufficient water sanitation facilities lead to
outbreak of communicable diseases.
2 Includes storm surge causing coastal inundation and high winds
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o Other health conditions depending on the scenario:
Mental health trauma
Injuries
Humanitarian
o Displacement
2. EMERGENCY PROCEDURES AND RESPONSE ARRANGEMENTS
Regarding Emergency Procedures, roles and responsibilities, activation process, etc. please refer to chapter C. Samoa Emergency procedures and Response Arrangements above. Emergency/disaster management involves the implementation of actions immediately prior to, during, and immediately after an emergency/disaster in order to ensure that the effects are minimized and that those affected are promptly attended. The responsibility for all emergency management arrangements at national level lies with the Disaster Management Council. In relation to a specific hazard, one Lead Agency is responsible for emergency response to the extent that it can manage the emergency/ disaster (see table on Chapter C).
Operational Command and Coordination
When disaster operations are initiated, the National Disaster Controller (CEO, Ministry of Natural Resources and Environment) will be in overall command. He will exercise this command in close cooperation with the Council, as stated in the National Disaster management Plan. The Council will be fully informed by the National Disaster Controller and will provide policy guidance to the disaster operation.
Operational Roles of Key Agencies There are different response activities in relation to the issuance of early warnings. The typical responses are:
Dissemination of warnings
Evacuation of affected people
Security for people and property
As soon as a warning is issued for a flood, the responsible agencies should coordinate relevant response activities in relation to evacuation and providing security for people and property. Every agency/organization shall include flooding response arrangements and procedures in accordance with their agency/organization emergency plan. These arrangements and procedures are to be based on this plan. All major facilities/utilities anywhere in the country should begin to implement their emergency response plans.
3. Scenario details:
Summary
Casualties: Due to an efficient Early Warning system and Evacuation procedures in place, fatalities
and injuries caused by cyclones are usually very low, < 30 deaths; injured people <1,000
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The unpredictable character of earthquakes / tsunamis and – to a certain extend – of
major volcanic explosions lead to a significantly higher number in fatalities and major
injuries.
Infrastructure Damage Buildings destroyed, large debris
Affected/Displaced Persons: < 175.000 people - < 35.000 HH; thousands of homes seriously damaged; tens of
thousands in Evacuation Centers
Economic Impact Up to 15% of Samoa’s GDP
Potential for Multiple Events Yes, seasonal for cyclones
Recovery Timeline Months / Years
Scenario Overview:
General Description –
Cyclones
The South Pacific location south of the equator results in the frequent occurrence of tropical cyclones with damaging winds,
rains and storm surge; tropical storms pass within 100 km of Samoa ‘s capital Apia on average once every eight years.
Figure above shows the path of the eye, or center, of major tropical cyclones having affected Samoa since 1945.
These storms can be very wide, with damaging winds and rain extending throughout Samoa. The color of the path reflects
the intensity of the storm, as measured using the Saffir-Simpson tropical cyclone scale.
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Category 5 Tropical Cyclone with winds gusting to more than 100mph - Destructive storm surge and high surf increasing to
24 feet affects the western and northern coastal areas of Savaii and northern coastal area of Upolu. Very destructive storm
surges of 15 to 20 feet will affects most of the northern coastal areas of Upolu and southwest coast areas of Savaii and
Upolu. Subsistence crops destroyed, severe property damage and unprotected coastal infrastructure destroyed. Many
injuries and some loss of life - Power and telecommunications disrupted for several days possibly weeks - Potential for
further deaths due to disease - Estimated damage over US$130 million.
Volcanic Eruption
Explosive eruption on the east-west or north rift zones on Savai’i within the next 50 – 100 years - It is more likely that areas
on the northern half of Savai’i will be more vulnerable to the consequent effects. Damage will be greatest on adjacent flora
and fauna, infrastructure and lifelines, tourism, subsistence agriculture and fisheries, and general property damage. The
airport will be closed for prolonged periods (due to ash). No loss of life anticipated. Some villages may have to be
permanently relocated.
Tsunami
A tsunami with a mean run-up of between 7 and 9 metres has a return period of between 50 and 100 years based on a
probability analysis of historical records. Significant damage to unprotected coastal areas will occur. Subsistence crop loss
and damage to coastal infrastructure - Fishing industry affected - Significant property damage. Loss of life would be
expected for both tsunami generated some distance away (e.g. Chile-Peru region) despite warning of approximately 13
hours, and more significantly for tsunami generated in the region (e.g. Tonga-Kermadec trench) as warning periods will be
much shorter.
Earthquake
Samoa is in a relatively quiet seismic area but it is surrounded by the Pacific “ring of fire”. These are active seismic zones
capable of generating large earthquakes and major tsunami traveling great distances.
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A Richter magnitude 8.5+ earthquake with an epicentre some 200km southwest of Samoa is possible - This event is likely to
generate peak ground accelerations of 0.1 to 0.2g and correspond with a local felt intensity of Modified Mercalli (MM) VII
to VIII. An event this size is likely to cause land sliding and damage to unreinforced buildings. A localised tsunami may be
generated (as it was for the 1917 event of similar size and epicentre).No major infrastructure damage or loss of life is
anticipated. Crops not affected (cf. tsunami).
Key implications Triggers
Dissemination of relevant flood alerts issued by GoS services (Meteorology Division)
DMO issues warnings, alert and updates
Local authorities determine that the disaster is beyond their capacity and that it requires a higher level of response.
Resources for Response To summarize, in case of medium level scenario, local authorities may need support in:
Shelter
Emergency health
Potable water
Regeneration of livelihoods Pre-Raining Season Preparedness & Coordination Ideally:
DMO to organize pre-raining season meetings to review preparations for disaster with reference to shortfalls
Coordination meeting with first responders agencies
Coordination to envisage pre-positioned stock for floods
Updating of local preparedness and response plans
Preposition of key response equipment to response agencies, boats, etc.
Visit by Director DMO and other key stakeholders to vulnerable sites Preparedness Measures during Raining Season
Need based meetings
Monitor dissemination of early warning to vulnerable areas.
4. Operational Summary
Description
Vulnerable
areas /
periodicity
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Because it is a relatively compact archipelago it is possible for most major Samoa islands to be affected at the same time by a large catastrophe, causing devastating damages equal to a substantial fraction of the country’s GDP.
The whole country is concerned
Cyclones season usually runs from November to April, even if cyclonic events have already been met in May.
Early Warning
and Triggers
Dissemination of relevant alert issued by GoS services o MET/DMO issue warnings, alert and updates o DMO may also determine that disaster requires international intervention.
Consequences Injuries and deaths:
A very large percentage of the total populations live close to the coast and/or on sea level.
Cyclones usually don’t have a high mortality rate in Samoa due to efficient sheltering and preparedness measures.
The unpredictable character of earthquakes / tsunamis and – to a certain extend – of major volcanic explosions lead to a significantly higher number in fatalities and major injuries.
Outbreak of communicable diseases:
Water-borne diseases: o Diarrheal diseases o Etc.
Air-borne diseases: o Respiratory infections
Other health conditions:
Trauma
Wounds, fractures
Destruction of:
Houses and shelters
Property and livestock
Water & sanitation facilities
Infrastructures, communication infrastructures, transportation means
Lack of access to:
Shelter
Safe water
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Sanitation facilities (latrines)
Food
Non food items (soap, blankets, jerry cans, plastic sheeting, pots/ dishes, fire wood, etc)
Health facilities
Global Strategy of intervention
Support the governmental services in their response and support coordination of activities with other stakeholders/actors
Facilitate access to:
Shelter
Safe water
Sanitation facilities (latrines)
Food
Non food items (soap, blankets, jelly cans, plastic sheeting, pots/ dishes, fire wood, etc)
Health facilities, targeted services and appropriate supply
Prevent outbreak of communicable diseases:
Leptospirosis, typhoid …
Water-borne diseases: Diarrheal diseases
Air-borne diseases: Respiratory infections Monitor and address other health conditions as:
Mental health trauma
Other concerned Actors
National Governmental agencies:
Local Governmental agencies
United Nations
International NGOs,
Local NGOs, CBOs, FBOs
Private Sector
Donors
Others
Scope Prepare for an intervention of 3 months (up to 150.000 people = 30.000 HH).
Preparedness
HR Prepare for an intervention of 3 months (up to 150.000 people = 30.000 HH).
Stocks Technical stocks
Shelters kits
Tools kits
HH kits
Hygiene kits
Cooking kits
Sanitation facilities
Medical supplies
Equipment stock
Power kits
Communication kits
Local procurement sources
Priority to local procurement in small quantities to the national or local agencies.
Finance
Coordination DAC Coordination meetings with DMO, OCHA, MoH, Health Authorities, other stakeholders/ actors.
Report on situation, plans, monitoring and surveillance.
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5. Concept of Operations
The Concept of Operations detailed here under is managed by the Logistics & Support Unit in place in Samoa.
The objectives and activities of the Logistics Unit in Samoa are the following: The foremost objective is to support the NEOC in coordinating and operating logistics efforts, and by association the
delivery of various humanitarian assistance programmes.
Logistics Planning Assumptions & Identified Gaps Given the potential extent of the damages inflicted by a major disaster, and given the lessons learnt from the previous emergency responses, there is a clear requirement to ensure coordination between the various levels in intervention (governmental authorities, private sector, international & domestic humanitarian actors) assisting the affected communities in order to maximize the sharing of scarce logistics resources.
Based on the request of the National Controller, the Logistics & Support Unit will be activated as part to the NEOC; and mobilize various logistics assets, including air and sea transportation capacities, power and communication equipment, which will be made available to both government and humanitarian organizations through the Logistics & Support Unit.
Considering the number of affected population in this scenario, during the first 3 months the humanitarian emergency response will require importing a significant quantity of relief items from abroad.
Gaps in storage capacities are obvious at all entry points and will require the set up of MSUs in pre-identified areas.
Concretely, air transport for the very initial stage to reach the cut off areas, surface transport and storage capacity will pose the main challenges to the Government and humanitarian organisations.
Humanitarian organisations will require guidance and support with importation and customs clearance for the relief items, majority of which will have to be sourced from outside Samoa. Similarly, logistics coordination and information management will play a key role in ensuring efficiency and effectiveness of the overall humanitarian response.
Coordination
- The initial Concept of Operations is designed for a first response plan up to 3 months.
- During the first days, daily meetings will be conducted (at national and local levels) to offer a forum for information sharing and decision-making related to logistics operations. Periodicity will then be reviewed based on the situation.
Regarding the response to a major disaster, Logistics coordination objectives will be met through the execution of the following activities:
b. Customs Clearance facilitation: As import of relief items is needed, for the initial phase of the operation, the Logistics & Support Unit establish a Customs Clearance Facilitation Cell (CCFC), composed by one representative from the Ministry of Finances + one from the Customs Division. In addition, a volunteer support from one of the major Logistics / Freight Forwarding / Shipping / CC brokers companies should be a significant added value. This Cell should provide a link between organizations importing relief items into Samoa and the governmental authorities for customs clearance. During emergencies, the Customs Clearance coordination cell should be operating from the main entry point (International Airport) or from the main dispatching center, upon decision of the best option and liaise with the Logistics & Support Unit. c. Dispatching and Cargo Tracking Cell (DCTC): During Emergency Response operations, Samoan authorities will set up dispatching centers, most probably at / near all entry points and at identified intermediate locations, depending on the areas affected by the disaster; all the commodities transiting through the dispatching centers before being sent to distribution areas.
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a. During emergencies, the dispatching centers should be operated by the Logistics & Support Unit with the support of private companies bringing their professional experience for dispatching operations and commodities tracking.
b. As all distribution will require repackaging and transshipment operations, this need to be considered when designing the initial Concept of Operations (an additional hangar, linked to the dispatching centre, need to be specifically designated to this purpose).
d. Transport Cell (TC): As, during Emergency Response operations, Samoa authorities will set up dispatching centers; it is recommended that the Logistics & Support Unit set up transport cells in NEOC and at field level to coordinate / manage transport operations from the dispatching centers to the distribution areas.
a. The Transport & Shipping Cell is responsible for the following duties: Land Transport
Manage transport operations including all transport assets – pre-identified by governmental mapping - in order to ensure timely and cost-effective delivery of cargoes.
Identify, mobilize resources, implement and report on special transport operations.
Coordinate transport operations with the Dispatching and Cargo Tracking Cell. Shipping & Air transport
Manage the operational aspects of all chartered vessels carrying organisation commodities, including loading and discharging operations and the contracting of stevedoring services.
Appoint, instruct and supervise a network of Freight Forwarding Agents and provide advice to the appointed agents as required.
Liaise closely with agents and suppliers to ensure that cargo readiness matches vessels arrival.
e. Access to Ad-Hoc storage services: There are clear storage / commodities management issues at all main entry points (Apia port, International airport).
a. As emergency operations are likely to happen during the wet seasons, open storage is not an option b. As relief operations to a major disaster will be of a large scale, direct routing of commodities to the final
delivery points is not an option either. c. As dispatching centers will operate from all the main entry points / logistics hubs around the operations
areas, it is recommended setting up temporary MSUs close to the dispatching centers. d. For larger scale scenarios, among the options to consider:
Samoa government – with the support of donors - to procure MSUs that can be set up quickly everywhere in the country. Sites should be pre-identified for this purpose
Humanitarian community, through the PHT, to get the funding for the procurement of “Logistics Kits for entry points”. Those kits include a MSU, one prefab for office, power generation and lightning equipment.
Stand-by agreements with private transport companies, for the temporary use of part of their storage capacities during emergency operations. This option being only for a very short time, before finding a longer term solution.
! Repackaging and transshipment need to be considered when designing the storage / dispatching center.
e. Storage and dispatching at intermediate hubs (for large scale scenario) are also an issue. Among options to consider:
Each district to identify temporary storage facilities (governmental buildings, private companies, schools, churches …) or to select – floods safe - areas for the setting up of tents.
For large scale scenarios, MSUs will probably be the only option. UN agencies / donors to assess this option.
The Logistics & Support Unit coordinates the process to request logistics support regarding storage.
f. Information Management: During emergencies, The Logistics & Support Unit organizes logistics coordination meetings, acting as an interlocutor between participating organizations and the NEOC / DMO to
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monitor and resolve gaps in the delivery of assistance. It also provides cargo tracking services and regular information products such as situation reports and bulletins.
Assumptions and constraints: The Logistics & Support Unit aims to supplement and support the overall logistics capacity in order to
help the government and organizations to focus their energy on other parts of the supply chain, in particular deliveries.
This being said, all the previous experiences, as well as all the recent assessments done in the country, indicate that
logistics is – and remains – a potential bottleneck. In that optic, to avoid as much as possible the delays/problems in
the operations, and to address the identified logistics gaps, a preparedness plan has been designed.
As planning assumptions, we may consider that the FRANZ alliance governments will support
upstream operations, up to the entry points / logistics hubs (at least for the initial part of the operations).
The planned duration of the operational Logistics & Support Unit intervention is up-to three months.
[This may be revised based on operational exigencies].
6. Suggested SOPs
Activation:
During “emergency phases”, the DMO’s Senior Disaster Management Officer in charge of Logistics switches to an operational officer, coordinating emergency logistics operations as an active component of the NEOC and, upon identified need, at the local level.
The activation of the emergency phase is decided by the Council.
On a daily basis, members of the Logistics & Support Unit manage / coordinate the Emergency Logistics Operations and are seconded to the NEOC operations.
Operations:
Meeting Place: NEOC and Local Offices Meeting Frequency: During emergencies daily, to be adjusted according to situation Support – provides and receives support from the NEOC. Support can also be requested from the humanitarian community to assist in the running of the Logistics & Support Unit.
Activities:
Management and Organisation
- Activate Logistics Damage Assessment SOPs and prepare ground/Air Reconnaissance initial damage assessment teams to areas of greatest damage as soon as possible
- Activate stand-by agreements through the NEOC
Liaison
- Participate actively in the NEOC
- Participate to the clusters meetings organized by OCHA/UN
- Develop and maintain relevant contacts/networks in the humanitarian, private and governmental structures;
- Intervene, as necessary and as required, on behalf of the humanitarian community to expedite processes and resolve problems related to Logistics with the Government and among the humanitarian actors;
Information Management
- Consolidated IM products - including maps - will be disseminated on a regular basis to ensure that all involved organisations have access and knowledge of the wider situation affecting the logistics, to aid planning and decision-making in their respective organisations and clusters.
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- During emergencies, the Logistics & Support Unit organizes logistics coordination meetings, acting as an interlocutor between participating organizations and the management of the NEOC to monitor and resolve gaps in the delivery of assistance.
Customs Clearance Facilitation
- If needed, the Logistics & Support Unit could establish a “Customs Clearance Facilitation Cell” (CCFC). This Cell should provide a link between organizations importing relief items into Samoa and the governmental authorities for customs clearance support facility.
Dispatching and Cargo Tracking
- During emergencies, the dispatching centers will be operated by the Logistics & Support Unit with the potential support of private companies bringing their professional experience for dispatching operations and commodities tracking.
Transport
- It is recommended that the Logistics & Support Unit set up transport cells in NEOC and at field level to coordinate / manage transport operations from the dispatching centers to the distribution areas.
Access to Ad-Hoc storage services:
- The Logistics & Support Unit coordinates logistics support regarding storage.
- Upon identified needs, for larger scale scenarios:
Agreements with private transport companies, for the temporary use of part of their storage capacities during emergency operations.
Repackaging and transshipment need to be considered when designing the storage / dispatching centers.
- Storage and dispatching at intermediate hubs:
Each district to identify temporary storage facilities (governmental buildings, private companies …) or to select – floods safe - areas for the setting up of tents.
Stand Down:
Declared: During meeting of Logistics & Support Unit Non-declared: On advice of National Disaster Controller. Upon specific request, support may continue through the recovery phase of a disaster.
Essential Equipment:
HF / VHF radios
Vehicles
Mobile phones
Sat Phones
Information Access/Management
Required:
Maps of all of the Samoa Islands including current logistical infrastructure.
Templates for information management- situation reports, minutes of meetings, etc.
Templates and systems for cargo tracking
Current contact details of all Logistics Coordination members
Responsible to produce:
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Sitreps for logistical information
Meeting minutes
Other relevant information for dissemination to humanitarian community.
Resources/ Support to the Logistics Coordination Group
Customs – Ministry of Finance
Ensure the tax exemption of relief goods in an expedient and efficient manner,
Ensure relief goods are cleared quickly and assist if bottlenecks are identified in this process
Release necessary funds for use in the relief operation, in a timely manner
DMO/NEOC
Provide support Logistics & Support Unit operations,
Provide a location for meetings
Information management
Telecommunications
Provide communication assets such as phones and radios
Provide technical support
Samoa Airports –
Facilitate the receipt and dispatch of relief goods through the airport
Samoa Ports –
Establish standby agreements for use in emergencies,
Provide an inventory of operational marine vessels in Samoa that could be used to transport assessment teams and relief items,
Provide staff to assist in the running of operations and facilitate the receipt and dispatch of relief goods through the ports.
Police –
Provide assets and manpower for assessment and delivery of relief items
VERTS, NGO’s –
Provide up to date contingency and transport assets information,
Assist in the maintenance of the logistics capacity assessment
Provide staff to assist in running logistics centers
Feed logistical information for dissemination to other clusters or agencies
Identify bottlenecks in the logistics operations and ensure this information is shared.
Where possible make transport assets available for use by all relief providers
Private Sector -
Provide operational support to dispatching and cargo tracking activities
Help facilitate the procurement of relief items, transport assets and other items needed for the relief effort in an affordable and efficient manner.
Donors –
Ensure systems are in place for logistics operations to access funds in a timely manner
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Be available to assist in filling logistics gaps through the provision of funds or coordination mechanisms.
UN agencies –
To provide assistance, if requested by the National Disaster Controller.
7. Logistics Response Work Plan
Logistics Response Checklist Logistics Questions to be considered by the Logistics & Support Unit to set up the Emergency Response:
Will there be a need for the deployment of emergency kits and other emergency logistics support equipment, such
as mobile storage units?
Will the disaster response require import operations?
How will the disaster impact on local partners, contractors and suppliers?
What are the local storage locations and their capacities? Are they located in a secure area protected from the
effects of the anticipated disaster (e.g. floods)?
What are the delivery routes from entry points to the affected areas and how easily accessible are they?
Is there enough in-country transport capacity to serve primary, secondary and tertiary needs? If not, how could it
be increased?
What could be the alternative transport modes to reach the affected populations? What would be the schedule
for opening new routes? What actions would be required from the government, UN and others?
How much food items and NFIs are currently available in stocks? How much emergency relief items are en route
and how long will it take to arrive?
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Logistics Response Work Plan
LOGISTICS PREPAREDNESS PLAN
No. Response activities
Status
Due date/
Timeframe
Lead
Resources needed
Comments
Do
ne
Dea
dlin
e
set
To b
e
do
ne
First 24 hours
1 Inform the Logistics & Support Unit members of the activation of NEOC
2 Determine type and quantity of assets available in the affected area and
around (for assessment purposes) and share
3 Collect and centralize information from the field and from partners:
accesses, damages to infrastructures, field activities & capacities, availability of transport assets and storage facilities
4 If needed, deploy a logistics assessment team to the affected area
together with Programme
5
Call for a logistics coordination meeting to:
Review the logistics requirements
Assess the need for LCG to extend logistics support services to
partner agencies
Ensure that logistics efforts are coordinated
+ circulate the minutes
6 Provide a first Sitrep to Logistics Coordination members and to other
clusters
7 Create / update an operational contacts list
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First 72 hours
8 As soon as possible, design and share a Logistics Concept of Operations,
including services available (entry points, logistics hubs, dispatching, storage, transport) and how to access them
9 Receive plans from other clusters and from governmental authorities
(procurement, distributions)
10
Establish the Customs Clearance Facilitation Cell (CCFC)
Discuss government plans for Customs Clearance process. If needed, provide facilitation to Logistics Coordination members and to other clusters
11
Set up the Dispatching and Cargo Tracking Cell (DCTC)
Organize a main logistics hub (dispatching center) near the main entry points and linked to the NEOC – reception of relief items, dispatching, transport to intermediate hubs or to districts for distribution
Organize / ensure the setting up of a cargo tracking system
12 Identify / secure temporary storage location in intermediate hubs. If
needed bring & setup Mobile Storage Units
13
Set up transport cells in NEOC and at field level to coordinate / manage transport operations from the dispatching centers to the distribution areas
Discuss government plans for transport operations and procedures to access these services. If needed, provide facilitation to Logistics Coordination members and to other clusters for separate operations
14
If needed, discuss government plans for transport operations.
If needed, include air and sea inter-islands transport operations in the ToRs of the Transport Cell.
If needed, provide facilitation to Logistics Coordination members and to other clusters for separate operations
All along Emergency Operations
15 Provide regular Sitreps to Logistics Coordination members and to other
clusters
16 Update and share logistics operational reports: pipeline, storage,
transport …
17 Ensure that clearance, storage, dispatching and transport services are accessible to all partners. If needed, coordinate allocation of ad-hoc
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transport assets for specific needs
18 Ensure that operations at the main ports of entry are running smoothly
and that no congestion is faced or planned
19 Ensure that temporary storage operations at the main ports of entry are
running smoothly and that no delays are faced or planned
20 Provide liaison between agencies: governmental, UN, NGOs, private
companies, to ensure a coordinated logistics response
21 Ensure logistical support to other clusters, if needed
22 Attend other clusters meetings (at least the operational ones)
23 Identify / anticipate gaps and bottlenecks in logistics operations and
provide alternative solutions to address them
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8. Preparedness (Minimum Preparedness Measures)
The emergency logistics preparedness measures are detailed separately (Cf. “Emergency Logistics Preparedness Plan”. Nevertheless, as disasters are recurrent in Samoa, a Logistics preparedness meeting should be held at National level, each year, and prior to the wet/cyclones season.
As disasters may occur in any Samoan areas, , it is recommended to compile, district / district, all the necessary logistics related information: infrastructures (roads and bridges data, ports, …), services( transport capacities available locally, heavy equipment, communications equipment, …), etc.