Emergency Base Camp Setup – Initial Site Assessment Procedure

 Emergency Base Camp Setup – Initial Site Assessment Procedure

Department: Field Operations
Prepared By: Patience Rusere
Last Updated:  January 2024
Approved By: Director of Operations

1. Purpose

This SOP outlines the standardized process for conducting an initial site assessment before deploying and setting up a Deployed Resources Emergency Base Camp (EBC). The objective is to ensure compliance with FEMA and DoD infrastructure guidelines and to reduce logistical risks in emergency response scenarios.

2. Scope

Applies to all Deployed Resources field technicians, logistics coordinators, and site engineers responsible for pre-deployment inspection and clearance.

3. Responsibilities

  • Site Operations Lead: Conducts the assessment and documents findings.
  • Logistics Coordinator: Verifies accessibility and delivery route constraints.
  • IT Support: Confirms satellite and network coverage capability for the location.
  • Safety Officer: Assesses environmental hazards and potential compliance issues.

4. Required Equipment

  • Ruggedized tablet with Confluence mobile app
  • Site Assessment Checklist (DR-F-1092)
  • Portable signal scanner
  • GPS unit with topographic mapping
  • Emergency Communications Kit
  • Personal Protective Equipment (PPE)

5. Procedure

5.1 Pre-Arrival Coordination

  • Review the mission briefing packet from Logistics Planning.
  • Confirm security clearance for restricted zones (if applicable).
  • Load DR-F-1092 form and local terrain maps to the tablet.

5.2 On-Site Inspection

  • Inspect entry points for vehicular access (minimum width: 12 feet).
  • Survey ground conditions (slope, drainage, stability) using GPS and visual inspection.
  • Identify proximity to water, power, and waste systems.
  • Capture geo-tagged images of the site with timestamps.

5.3 Risk Assessment

  • Use the mobile form to log environmental hazards, including flooding risk, electrical interference, or wildlife threats.
  • Assign a risk score based on FEMA’s Risk Classification Matrix (Appendix A).
  • Recommend mitigation actions before camp setup.

5.4 IT Network Validation

  • Deploy signal scanner and verify connectivity to LTE/satellite services.
  • Test VoIP communications and mobile command station setup.

5.5 Submission and Reporting

  • Sync completed DR-F-1092 to Confluence EBC Docs workspace.
  • Tag entries with deployment ID and assign “Site Ready” or “Site Non-Compliant” status.
  • Notify Field Operations Manager of outcome via Teams alert.

6. Compliance References

  • FEMA Field Operations Guide (FOG-2023)
  • DoD Joint Expeditionary Support Instruction, Chapter 12
  • OSHA Site Safety Regulations for Temporary Installations

 

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