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Hazardous Weather Emergency Response
Tiered Operational Budget & Fleet Scaling Model
Revised — Full $300,000 Reimbursable Service Delivery
Skoolie Foundation
Prepared February 26, 2026 (Rev. 2)
In Response to Thurston County RFP — $300,000 Hazardous Weather Grant
Prepared for Scott Smriga, Grant Writer
Table of Contents
Part I — Tiered Operational Budget (Single Unit — Full $300K)
- Tier 1: Standby & Hazardous Weather Readiness
- Tier 2: Mobile Logistics & Shelter-in-Place Distribution (Scaled)
- Tier 3: Emergency Refuge — Active Warming/Cooling
- Tier 4: Hazardous Weather Surge Team
- Tier 5: Technical Specifications & Deployment Locations
- Annual Budget Summary & Billing Framework
Part II — Fleet Scaling Model
- Economies of Scale
- Fleet Projections: 3, 5, 10, and 50 Units
Compliance Note: This budget is structured for Thurston County's reimbursement-based contract model. All line items represent active service delivery costs verified by receipts, work orders, and invoices per RFP Section 2.5. No lump-sum reserves or capital improvement set-asides are included.
Part I — Tiered Operational Budget
1. Tier 1: Standby & Hazardous Weather Readiness
Holding costs to maintain 24-hour activation readiness, including vehicle winterization and climate-hardening as ongoing operational maintenance.
| Line Item | Monthly | Annual | Notes |
|---|
| Storage & Facility | $800 | $9,600 | Secure storage on donated acreage; covers site preparation, fencing, weatherproof covering |
| Commercial Insurance | $450 | $5,400 | Commercial vehicle + general liability + nonprofit rider + mobile operations |
| Registration & Compliance | $42 | $500 | Annual DOT registration, fire inspection, emissions |
| Hazardous Weather Readiness & Winterization | $750 | $9,000 | Monthly generator tests, battery tending, HVAC service, cold-weather fluid systems, anti-freeze, heating system calibration, insulation maintenance, emergency lighting checks. Ensures street-legal and safe operation in sub-zero temperatures. |
| Rapid Response Lead (Stipend) | $2,500 | $30,000 | Part-time salaried: monitors NWS/County alerts, maintains volunteer call-tree, monthly readiness drills, coordinates with DEM |
| Communications & Technology | $250 | $3,000 | Dedicated cell line, satellite weather alert system, volunteer management platform, two-way radios, mobile hotspot |
| TIER 1 SUBTOTAL | $4,792 | $57,500 | |
2. Tier 2: Mobile Logistics & Shelter-in-Place Distribution (Scaled)
Year-round distribution of life-saving materials before crisis hits. Scaled to 3,000 kits annually to maximize community reach and Cost Effectiveness score.
Per-Deployment Cost (4–6 Hour Outreach Loop)
| Line Item | Cost | Notes |
|---|
| Fuel (Diesel) | $175–$250 | 60–80 mile loop, diesel @ ~$4.25/gal, ~6-8 MPG |
| Driver/Operator (CDL) | $200 | 6-hour shift @ $30/hr + prep/debrief |
| Distribution Staff (2) | $300 | 2 staff × 6 hours × $25/hr |
| Deployment Supplies | $75 | Setup/teardown, signage, PPE, radio comms |
| Per-Deployment Subtotal | $750–$825 | |
🥶 Winter Survival Kit — $47/unit (Bulk at 100+ Units)
| Item | Unit Cost |
|---|
| Sub-zero rated sleeping bag (rated -10°F) | $18.00 |
| Emergency Mylar blanket (2-pack) | $2.50 |
| High-calorie emergency food bar (3,600 cal) | $7.50 |
| Hand/body warmers (4-pack) | $3.00 |
| Wool socks + knit cap | $5.00 |
| Emergency poncho | $2.00 |
| Waterproof matches + fire starter | $2.50 |
| First aid basics (bandages, antiseptic) | $3.50 |
| Resource card (local shelters, hotlines) | $0.50 |
| Drawstring bag + assembly labor | $2.50 |
| Total per kit | $47.00 |
🔥 Heat/Smoke Survival Kit — $38/unit (Bulk at 100+ Units)
| Item | Unit Cost |
|---|
| Bulk water (1 gallon + 2 bottles) | $4.00 |
| Electrolyte packets (4-pack) | $3.00 |
| Cooling towels (2-pack) | $5.00 |
| N95 respirator masks (3-pack) | $6.00 |
| SPF 50 sunscreen packet | $2.00 |
| Wide-brim emergency hat | $3.50 |
| High-calorie food bar (2,400 cal) | $6.00 |
| Saline eye wash | $3.00 |
| First aid basics | $3.50 |
| Resource card (cooling centers, AQI info) | $0.50 |
| Drawstring bag + assembly labor | $1.50 |
| Total per kit | $38.00 |
Annual Mobile Logistics Budget (36 Deployments + 3,000 Kits)
| Line Item | Cost | Notes |
|---|
| 36 Deployments × $800 avg | $28,800 | 3x/month year-round outreach loops |
| Winter Kits (1,500 units) | $70,500 | Oct–Mar distribution (6 months, 250/month) |
| Heat/Smoke Kits (1,500 units) | $57,000 | Apr–Sep distribution (6 months, 250/month) |
| Kit assembly labor | $4,500 | 150 hours @ $30/hr for assembly line operations |
| Kit storage, inventory & logistics | $3,600 | $300/mo warehouse space + inventory management system |
| TIER 2 SUBTOTAL | $164,400 | |
Impact at Scale: 3,000 kits distributed annually = direct, verifiable life-saving material reaching 3,000 individuals before crisis hits. Each kit is a reimbursable line item with purchase receipts and distribution logs.
3. Tier 3: Emergency Refuge — Active Warming/Cooling Station
Stationary, climate-controlled reprieve station open 12–24 hours during hazardous weather events.
Per-Activation Cost (24-Hour Window)
| Line Item | Cost | Notes |
|---|
| Generator/Engine Fuel (24hr) | $400 | ~4 gal/hr × 24hr × $4.25/gal |
| Supplemental Propane/Electric | $125 | Backup heating or portable AC as needed |
| Safety & Connection Team — Shift 1 (12hr) | $900 | 3 staff × 12hr × $25/hr (intake, safety, navigator) |
| Safety & Connection Team — Shift 2 (12hr) | $900 | Relief crew for 24-hour operations |
| Shift Lead Premium | $240 | 1 lead/shift × $10/hr premium × 24hr |
| Food & Beverage Service | $400 | Hot meals, coffee, water for ~30-50 guests |
| Sanitation — During Operation | $150 | Portable restroom, trash, hygiene supplies |
| Post-Deployment Deep Clean | $625 | Professional bio-hazard cleaning, HVAC sanitization |
| Consumables & Supplies | $200 | Blankets, cots/mats, charging stations, signage |
| County Coordination & Reporting | $160 | Documentation, photo evidence, client counts (RFP §2.5) |
| Per-Activation Subtotal | $4,100 | |
Annual Emergency Refuge Budget (12 Activations/Year)
| Line Item | Cost | Notes |
|---|
| 12 Activations × $4,100 | $49,200 | ~1x/month (seasonal spikes winter/summer) |
| Cot/Mat inventory (amortized) | $3,000 | 30 cots × $100, annual replacement |
| Staff training & certification | $2,500 | First Aid/CPR, de-escalation, hazmat awareness |
| TIER 3 SUBTOTAL | $54,700 | |
4. Tier 4: Hazardous Weather Surge Team
On-call personnel and additional outreach capacity activated during County-declared weather alerts. Billed only when activated — verified by alert declarations and timesheets.
| Line Item | Cost | Notes |
|---|
| Surge Team On-Call Stipend | $6,000 | 4 team members × $125/mo on-call stipend × 12 months. Ensures trained personnel are available within 2 hours of activation. |
| Surge Outreach Loops (Weather Alerts) | $6,400 | 8 additional emergency deployments/year × $800/deployment. Activated during NWS alerts, ice storms, heat waves, wildfire smoke events. |
| Surge Team Shift Labor | $7,200 | 8 activations × 3 staff × 12 hours × $25/hr. Additional staffing during sustained multi-day weather events. |
| Emergency Supply Replenishment | $2,400 | Rapid kit restocking after surge deployments. Receipted purchases of replacement materials. |
| Surge Coordinator | $1,400 | Post-event reporting, County debriefs, data compilation for each activation. ~10 hours/event × 8 events × $17.50/hr. |
| TIER 4 SUBTOTAL | $23,400 | Billed per-activation with timesheets + alert documentation |
Reimbursement Trigger: Surge Team costs are invoiced only upon County-declared hazardous weather alerts (NWS warnings/advisories). Each activation generates a Work Order with: alert number, personnel timesheets, deployment logs, and supply receipts.
5. Technical Specifications & Deployment Locations
Bus Configuration: Fixed-Bed Overnight Refuge
| Specification | Detail |
|---|
| Primary Mode | Fixed bed layout for overnight emergency refuge. Built-in bunks with privacy curtains, individual reading lights, and storage cubbies. |
| Daytime Use | Beds serve as seating/rest areas during daytime reprieve. Central aisle clear for flow and service delivery. |
| Daytime Capacity | 20–30 people (seated/resting) |
| Overnight Capacity | 15–20 people (full bed occupancy) |
| Power | Onboard diesel generator (minimum 12kW) |
| Climate Control | HVAC system (heating + air conditioning) |
| Amenities | LED lighting, 4+ electrical outlets, first aid station, water dispenser |
Proposed Thurston County Deployment Sites
| Site | Address | Access | Notes |
|---|
| Lacey — Huntamer Park / City Hall | 420 College St SE, Lacey | Municipal partnership | High-traffic, near transit hub, visible to unsheltered population |
| Tumwater — Valley Athletic Complex | 7500 Littlerock Rd SW, Tumwater | Parks & Rec partnership | Large lot, restroom access, space for support vehicles |
| Yelm — City Park / Community Center | 301 2nd St SE, Yelm | City partnership | Serves rural South Thurston, underserved by current warming centers |
MOUs and letters of support from Lacey, Tumwater, and Yelm are being actively pursued. Initial outreach confirms strong municipal interest in co-locating emergency reprieve assets.
6. Annual Budget Summary — Full $300,000
| Tier | Description | Annual Cost | % of Grant |
|---|
| Tier 1 | Standby & Hazardous Weather Readiness | $57,500 | 19.2% |
| Tier 2 | Mobile Logistics & Distribution (3,000 kits) | $164,400 | 54.8% |
| Tier 3 | Emergency Refuge (12 activations) | $54,700 | 18.2% |
| Tier 4 | Hazardous Weather Surge Team | $23,400 | 7.8% |
| TOTAL | Full Reimbursable Service Delivery | $300,000 | 100% |
Key Compliance Points:
- 100% of the $300,000 is allocated to active, reimbursable service delivery
- No capital improvement reserves or lump-sum set-asides
- Every dollar is tied to verified work orders, receipts, timesheets, or supply invoices
- 54.8% goes directly to life-saving materials distributed to the community
- Budget structured for Thurston County's reimbursement-based contract model
Billing Framework (Per RFP Section 2.5)
Each deployment generates a Work Order containing:
- Activation trigger — NWS alert number, County DEM request, or temperature threshold
- Mode of operation — Tier 1, 2, 3, or 4
- Duration — Start/end timestamps
- Location — GPS coordinates + site name
- Client count — Sign-in sheets and photo documentation
- Kit distribution count — Itemized by kit type with receipt backup
- Expense receipts — Fuel, staffing timesheets, supply invoices
- Post-deployment report — Outcomes, referrals made, lessons learned
Part II — Fleet Scaling Model
This $300,000 investment seeds a proven, scalable service delivery model.
7. Economies of Scale
| Fleet Size | Scale Discount | Drivers |
|---|
| 3 units | 5% | Shared storage, group insurance, bulk kit purchasing |
| 5 units | 10% | Fleet insurance, centralized warehouse, assembly line |
| 10 units | 15% | Dedicated fleet yard, in-house maintenance, regional depots |
| 50 units | 25% | Master policies, manufacturing-scale kit production |
8. Scaling Summary
| Fleet | Annual Budget | Per-Unit Cost | Savings | People Served/Year* | Kits/Year | Coverage |
|---|
| 1 bus | $300,000 | $300,000 | — | ~5,240 | 3,000 | 1 site |
| 3 buses | $855,000 | $285,000 | 5% | ~15,720 | 9,000 | Thurston County |
| 5 buses | $1,350,000 | $270,000 | 10% | ~26,200 | 15,000 | Thurston + rural |
| 10 buses | $2,550,000 | $255,000 | 15% | ~52,400 | 30,000 | 4-county regional |
| 50 buses | $11,250,000 | $225,000 | 25% | ~262,000 | 150,000 | Statewide WA |
"This $300,000 investment delivers 3,000 survival kits, 12 emergency refuge activations, 36 mobile outreach deployments, and a trained surge team — all in year one. Every dollar is reimbursable, every impact is measurable, and the model scales. This is how you turn a County contract into a statewide emergency response network."
Skoolie Foundation — Hazardous Weather Emergency Response Budget (Rev. 2)
Prepared February 26, 2026 | Confidential — For Grant Proposal Use Only