LOGISTICS

PLAYBOOK

LOGISTICS PLAYBOOK
Logistics Management Manual

Table of Contents
1. Mission & Purpose........................................................................................................................ 3

2. Logistical Assets & Deployment Scenarios ..................................................................................... 4

3. Readiness Cycles........................................................................................................................... 5

4. Supply & Equipment Acquisition ................................................................................................... 7

5. Training & Resources .................................................................................................................. 10

6. Random Information Tools ......................................................................................................... 11

7. Annexes .................................................................................................................................... 12
Annex A: Marketing Kit Supply Catalog .................................................................................... 13
Annex B: Field Operations Categories ...................................................................................... 14
Annex C: Definitions ................................................................................................................. 15
Annex D: Beer Selections of the Week ..................................................................................... 16

To enable all content referred to in this Playbook, the reader must have access to Box. To obtain access
download the free version at www.box.com. Then, contact Regional Management to be added as a
collaborator to the appropriate documents.

Mission & Purpose

Mission
Team Rubicon unites the skills and experiences of military veterans with first responders to rapidly
deploy emergency response teams.
Purpose
This Playbook is a one-stop document for all TR Logistics issues, providing guidance for TR leaders
and members:
1) To ensure that individual, team, and regional supplies and equipment are available and on hand
in the right place, time, and in the correct quantities to accomplish the mission.
2) To ensure proper stewardship of supplies and equipment and accountability for all expenditures.
3) To provide guidance on how to locate procedures associated with Logistics related issues.

Logistical Assets & Deployment Scenarios

Logistical Assets
Trailers: there are two types of trailers available to support deployment:
1. Mobile Command Center (MCT): A Communications Asset that operates as a fully functional
Incident Command Post (ICP). Available at the discretion of National per
request/recommendation of the Incident Commander (IC). If deployed, National will manage
logistics.
2. Regional Trailers: Each region has a minimum of 1 response trailer that is managed and
maintained by the Regional Logistics Manager (RLM). Regions will use their trailer(s) to
deploy as much equipment as needed based off of the approval of the Op Order by the
Director of Field Operations (DFO). Should a region decide to deploy a trailer, National will
arrange a rental truck via Enterprise Commercial (personal vehicles cannot be used to
transport a trailer). The region will be responsible for picking up the truck, towing the trailer
to the deployment site, returning the trailer to its appropriate storage location post
operation, and returning the truck to the designated location post operation.

Cache: there are four types of caches available to support deployment:

1. TR National Cache: Maintained and supported by National personnel.
2. TR International Cache: Maintained and supported by National personnel.
3. Regional Caches: Each region has a minimum of 1 storage unit that is used to either directly
support the regional trailer or in conjunction with it. Regional reserve equipment will be
maintained here as needed to support all operations and service projects.
4. State Caches: Some regions have state caches that were established on the back end of an
operation to support the state in the future without requiring the deployment of the regional
trailer.
Deployment Scenarios
There are 3 types of deployments:
1. Field Operations Field Operations are in response to a specific disaster, crisis or emergency,
and are approved at the National level. They end at the discretion of the IC/ DFO.
o See Annex B for Field Operation Categories
2. Service Projects Service Projects are in response to local needs and are designed for
volunteer engagement and community involvement. They will be planned at the Regional
level.
3. Marketing Events Marketing Events, such as indoor or outdoor tabling events, are
opportunities that arise for the purpose of marketing TR within local communities. They are
planned and approved at the Regional level.

Readiness Cycles
There are 3 Readiness Cycles with key tasks and responsibilities for each:
1. Pre-Deployment: The phase during which you continuously prepare for any type of
deployment.
2. Deployment: The phase in which you actively participate in a Field Operation, Service
Project, or Marketing Event. More detailed instructions can be the Mobilization/
Demobilization Manual (MDM) (Not yet published).
3. Recovery: The phase in which you return from Deployment, complete all reporting, perform
necessary post-deployment maintenance, and re-stock your cache. More detailed
instructions can be found in the
Pre-Deployment
1. Each region is in possession of Logistical Assets (also called end items or major end items) used to
accomplish missions. The goal of the Pre-Deployment Phase is to ensure these Logistical Assets are in
a continuous ready state for any type of deployment. The following steps will ensure this level of
readiness and are ultimately the responsibility of the RA.
Maintenance: Certain Durable Items will require regular maintenance per the Maintenance
Schedule provided here.
Inventory: Each region is responsible for the accurate accounting of their Logistical Assets
through quarterly inventory procedures as well as post deployment inventory procedures (see
Post Deployment below). RAs will oversee and delegate inventory management tasks to RLMs
adhering to the following schedule:
1. Scheduled quarterly inventory.
Each regions $500 quarterly marketing budget gifted by National is dependent upon
the successful completion of quarterly inventory. Marketing request forms are due
by the 7th day of the quarter, thus quarterly inventory should be completed by the 6th
day of the quarter.
2. Use the appropriate Regional Inventory List Template for your Region and the given quarter, found
in your Regional Logistics folder in the National Logistics Box folder.
1.
Save completed Regional Master Inventory sheet to Box.
2.
Alert Logistics Management Associate (LMA) via email that inventory has been
completed prior to submitting quarterly Marketing Kit Request. Attach a photo of
your storage unit(s) and/or trailer(s).
Kit Assessment: Once your inventory is complete, it is crucial that you translate that Cache into
Kits (see Kit definition in Annex C) so National can quickly analyze and deploy resources as
needed. RAs are ultimately responsible for an accurate Kit Assessment:

3. Using your completed Master Inventory sheet, translate that Cache onto a Kit Assessment form
found in your Regional Logistics folder in the National Logistics Box folder. For a complete list of kits
and their contents, see the 2015 Catalog, found in the National Logistics Box folder.

a. Save completed Kit Assessment to your Regional Logistics folder in Box.

o Trailer Readiness: A clean, organized trailer is the best way to ensure readiness. The
minimum National requirement to be considered ready for any deployment is to have a
complete Basic Trailer Load out Kit present and operational. The remainder of your
Trailer space should be filled at the discretion of the region based on the Regional
Disaster Threat Matrix, which describes the prevalence of disasters by geographic area.
o The Basic Trailer Load out was designed to last a team of up to 10 people for 3 days in
the field without resupply. Ideally, the region will get support from outside the affected
area as mobilized volunteers arrive from within the authorized radius (stated in the
WARNO). The DFO, in conjunction with the Member Management Associate at TR
National, determines the radius.
4. Acquisition: To ensure a constant state of readiness you will sometimes need to purchase supplies.
To acquire new assets, please follow the guidelines outlined in Chapter 4, Supply & Equipment
Acquisition.
Deployment
Each Deployment Scenario will trigger different actions. Service Projects and Marketing Events are preapproved, thus outlined prior to deployment. Field Operations vary and require different responses. The
following are the Deployment steps for Field Operations:
1. ISR completed.
2. Region determines the Logistical Assets for mobilization.
3. National deploys appropriate resources (i.e. Tech Kits, MCC, etc.). All equipment should be
returned in original condition.
4. Region loads their trailer with the appropriate kits. The region must create an inventory of
logistical assets packed for the operation and share the inventory in the Operational folder in
Box.
5. OPORD is approved & issued.
6. Resources are moved from point of origin via rental trucks/ Regional Response Trailer to forward
operating base (FOB).
7. FOB receives trailer and takes responsibility for the appropriate usage and maintenance of all
logistical assets.
8. Receiving logistics manager in site must take inventory of all items received from region. This
ensures accurate inventory.
Recovery
At the completion of all deployments it is crucial that the Logistical Assets deployed return to the
Regions storage location and that the Region conducts an assessment. The following are the
appropriate Recovery phase steps:

1. At the moment a deployment starts, begin to plan the demobilization plan.

2. When deployed resources return, assess against what was sent.
3. Determine what Logistical Assets need to be procured in order to return to a state of readiness.
Follow instructions for acquisition outlined in Chapter 4.
4. Test all durable items to ensure that they are in proper working order. Conduct maintenance as
needed. See Maintenance Schedule for instructions.
5. Adjust the Master Inventory Sheet and Kit Assessment to account for purchases, usage, and loss.
If purchases were made, receipts should be submitted to RLM.

Supply & Equipment Acquisition

There are several ways you will acquire assets during all Readiness Cycles and all types of events.
Following the guidelines outlined below is crucial to ensure strategic use of funds and accurate tracking
and reporting.
Home Depot Purchases Home Depot is one of TRs primary donors and supplier of operational
supplies & equipment. The LMA provides inventory and expenditure data to Home Depot on a
recurring basis, and the following specific steps are required at the Regional level to enable accurate
reporting of data to this generous sponsor. All Home Depot purchases should be made using a Home
Depot purchase card. PEX cards should never be used to make a Home Depot purchase.

Field Operation
Budget Considerations: Purchases are charged as national-level expenditures and will not be
charged to a Regions budget.
Approval: Approval requirements based on expenditure amount:
o
o
o

<$500: LSC approval required. IC must be notified.

$500 - $2,000: IC approval required. Will be based on DFO approval and operational
needs.
>$2,000: National approval required. IC will request approval from DFO & LMA

Tracking: Save all receipts and submit to FSC. If there is no FSC, submit to IC, who will enter all
receipts into the Financial Tracker. Copies of all receipts should return with the trailer to the
RLM.
Inventory: All items purchased should be added to the Regional Master Inventory by the RLM
upon completion of deployment.

Service Projects
Budget Considerations: Purchases charged to Regions budget, with the exception of specific
items pre-approved by the LMA.
Approval: The purchase of durable and non-expendable items that can be maintained in the
region caches/trailers requires approval from the LMA (via the RLM). LMA approved items should
be purchased separately and listed on a separate receipt from other purchases. All other items
require RA and RFM approval.
Tracking: Save all receipts and submit to RFM.
Inventory: All items purchased should be added to the Regional Master Inventory by the RLM
upon completion.

Marketing Events
Budget Considerations: Purchases charged to Regions budget.
Approval: The RLM is responsible for acquiring pre-approval from the RA and RFM for Regional
budget expenditures.
Tracking: Save all receipts and submit to RFM.
Inventory: All items purchased should be added to the Regional Master Inventory by the RLM
upon completion.

Cardholder Responsibilities Multiple individuals from each region are assigned Home Depot
purchase cards and are responsible for the following:
RLM Visibility: The RLM is the lead Home Depot cardholder for each region. Other regional
cardholders must inform the RLM of every purchase made in order to enable tracking and to
avoid duplication of purchases.
Monthly Reconciliation: The RLM is responsible for monthly reconciliation of purchase card
receipts and current inventory. Reconciliation is due within 30 days of receiving the receipts. All
discrepancies in purchases must be reported to the RA.

PEX Purchases Mission-essential items, such as food, that are unavailable through other channels
may be purchased using a PEX card. The use of PEX cards is not authorized at Home Depot. The
following specific steps are required to obtain funds and enable accurate reporting of data:

Field Operations
1. During Warning Order process, DFO requests funding from Director of Finance.
2. Director of Finance transfers funds onto volunteers PEX card.
3. Save all receipts and submit to FSC. If there is no FSC, submit to Director of Finance and
RFM at months end per PEX card SOP.
Service Projects or Marketing Events
1. User submits funding request to RFM.
2. RFM approves.
3. Director of Finance transfers funds onto volunteers PEX card.
4. User saves all receipts and submits to RFM.

Partner Assets Other companies donate or supply critical, high value equipment for operations.
Special care and knowledge is required to ensure this equipment is set up properly and maintained in
a ready state. Additionally, specific steps are required to ensure proper tracking and accountability.

Goal Zero Goal Zero supplies unique solar power generation systems. These assets are stored,
maintained, and deployed by each region.

Palantir Palantir supplies unique reconnaissance and data collection software that is loaded
onto Team Rubicon hardware (cellular phones & laptop computers). These assets are stored,
maintained, and deployed by National. When deployed, National will identify the lead for this
equipment, whether it is a Palantir employee or a TR volunteer.
8

Motorola Motorola has supplied TR with unique communications assets. These assets are
stored, maintained, and deployed by NATIONAL. Local vendors of Motorola equipment can be
approached for assistance of equipment set up, maintenance, and repairs if needed.

In-Kind Donations All non-monetary donations received in the field must be tracked. When
accepting an In-Kind donation, make sure to follow the guidelines set forth in the Operation
Finance/Admin Binder Guide and take note of the following:

Date Received
TR Volunteer Received By
Description
Value (if known)
Donors First and Last Name or, if Donor is a company, the Company name
Donors complete address and email address

Marketing Items All items bearing the TR logo are categorized as marketing items. The primary
intended purpose of marketing items is member engagement/ recognition, partnership development,
EM/VOAD conferences, speaking engagements, etc. The following are the guidelines for purchasing
Marketing Items:

Each Region is gifted a $500 quarterly budget for the purchase of key marketing items. This gift is
dependent upon the successful completion of a quarterly Master Inventory. The process for
ordering marketing items using the $500 NATIONAL budget is as follows:
o Use form ICS 213RR found in the Regional Logistics folder in Box and submit to the LMA
no later than the 7th day of the quarter.
o Only items listed in Annex A can be included on this request.
o No RA approval is required, but situational awareness is recommended.
Each region can spend up to an additional $500 per quarter from the regions budget for
marketing items at the RAs discretion, RAs Discretionary Fund. These purchases can be made
within the first 7 days of every month. The minimum must be no less than $150. The process for
ordering marketing items using the Regions budget is as follows:
o For all items listed in Annex A use form ICS 213 and submit to the LMA. Do not include on
the same ICS 213 used for items being purchased using the National funds.
o For all items not listed in Annex A (e.g. tablecloths and popup banners), submit a
separate ICS 213. These items are special order and are not kept in stock.
All Annex A item orders will be processed on a fill or kill basis. This means that if the item is not in
stock or sufficient quantity is not available only what can be processed will be filled.
Regional specific designs are to be approved by PsyOps to ensure brand standards are met, kept,
and authorized by the RA.

Rental Equipment These Internet links and guidelines lay out the procedures for reserving rental
vehicles for any TR sanctioned event or TRavel.

Commercial Trucks (Enterprise Website): Enterprise Commercial Trucks

Passenger Vehicles (Enterprise/ National): Enterprise Car Rental Booking SOG
Heavy Equipment: Expected NLT 01 Jan 2016
9

Training & Resources

Training Required:

Complete Module 1 auto enrolled when you sign up.

Complete Pre-deployment Basic ICS 100 and 700, also auto enrolled.
Complete Pre-deployment Field Leader ICS 200 and 800, request enrollment after Pre-deployment
Basic is completed.
IS-27, Orientation to FEMA Logistics

Training Requested:

Disaster Logistics Training Videos and online training produced by the Regional Logistics Program
and sponsored by NYC Office of Emergency Management. It is aimed at logisticians working in a
government agency EOC, but helpful in understanding disaster logistics concepts and macro-level
management.
Emergency Logistics Training

Helpful Resources:

USDA Forest Service National Logistics Information, publications, and other resources for
Wild Land Fire / IMT logistics positions. US Logistics
American Logistics Aid Network (ALAN) Webinars and other resources related to disaster
Logistics. ALAN Aid
Logistics Cluster Information, news, and training on international disaster logistics. Log Cluster
Center for Disaster Philanthropy Information and links to studies related to disaster
Logistics. Disaster Philanthropy
MIT Center for Transportation & Logistics Webinar on Haiti response in 2010. Haiti Response

10

Random Information Tools

Volunteer Clothing Issue & Wear
1. Gray deployment T-Shirts: During Duty
Issued to volunteers upon arrival at predetermined meet-up point.
1 Day of Service (DoS) =1 Shirt, 2-3 DoS=2 Shirts, 3+ DoS=3 shirts (Travel time not included).
Names are optional on white stripe on front of shirt, but highly recommended.
Alteration of shirt is not authorized; i.e. do not remove sleeves.
2. Brown Support Squad T-Shirts: Off Duty
Issued to donors and support squad members.
Alteration of shirt is not authorized; i.e. do not remove sleeves.
Not authorized for field use during the duty day/ operational period.
3. Headgear Available:
Red One-Size Elastic Ball Cap
Red Velcro-Tab Ball Cap
Red One-Size Beanies
4. Prohibited Clothing:
Any clothing that is deemed inappropriate for operation by the IC.
Clothing that is offensive.
5. Pants:
BDU type pants are approved and encouraged to promote service orientation.
6. Boots/ Shoes:
For safety reasons, TR recommends steel-toe or composite boots. If the volunteer does not
have steel-toe boots, hiking boots or other sturdy closed toe shoes/boots are required.
Athletic/ running shoes are prohibited for daily field operations.
7. Personal Items such as bug spray & sun block should be purchased by the volunteer prior to
deployment. Extra sundry items may be available on site, but are not always guaranteed.
Individual Basic Load
1. The most current suggested packing list can be found in Roll Call here: PAT ROSS
2. Individual recommended packing list is hyperlinked within your Deployment Alert Notice.
3. Pack smart and adhere to climate consideration. Use the internet to help identify potential
upcoming weather conditions. Pack clothes that can be removed or added in layers as needed.
4. It is acceptable to arrive with your own PPE as long as it meets OSHA standards for that particular
operation.
11

Annex A: 2015 Regional Marketing Kit Items

Marketing Kit Items

Item
Generic TR Business Cards (1,000)
Koozies
Folders
Stickers (assorted)
TR Lapel Pins
Banners, Vinyl (2x3)
TR Patches (not flag)
Vehicle Magnets
Plastic Cups
Water Bottles, Plastic

Price Ea.
$10.00
$0.35
$1.59
$0.35
$1.21
$26.50
$0.84
$26.50
$0.45
$3.04
$12.50 S-XL
$14.90 2X
$16.10 3X

Red Hoodies

12

Annex B: Field Operation Categories

1.
2.
3.

4.

Civil unrest
Environmental Crisis
Type 1-5 Deployments
Type 1: Most Severe
Type 2:
Natural Disasters
Tornados
Hurricanes
Flood
Tsunami/ Tidal Wave
Earthquake
Fire
Mudslide
Volcano

13

Annex C: Definitions

DA - Division Administrator
o The DA assists with implementation and enforcement of logistics policy for all regions within
their division.
DFO - Director of Field Operations
o A DFO offers support and guidance to the team with the aim of achieving operational
excellence. He is in charge of the field operations department and has to oversee the day-today operation of the field operations team.
Durable (D) - Items that are not degraded by use, have a high monetary value, or are otherwise
essential to the system. All durable items are inventoried, tracked, and reported to the LMA on a
quarterly basis by the individual volunteers that manage storage/ cache locations. That information is
collected by the RLM, filtered, and logged into the Regional Inventory sheet in Box.
End Items - items, kits, or systems of equipment that are designated to accomplish TR missions.
EOC - Emergency Operations Center
o An emergency operations center (EOC) is a central command and control facility responsible
for carrying out the principles of emergency preparedness and emergency management, or
disaster management functions at a strategic level in an emergency situation, and ensuring
the continuity of operation of a company, political subdivision or other organization.
Expendable (X) - Items that are consumed during use. All expendable items are inventoried, tracked,
and managed at the regional level prior to use.
FOB - Forward Operating Base
o A forward operating base (FOB) is any secured forward position that is used to support field
operations.
FSC Finance/ Administration Section Chief
o The Finance/ Administration Section Chief is responsible for all financial, administrative, and
cost analysis aspects of the incident and for supervising members of the Finance/
Administration Section.
IC - Incident Commander
o The Incident Commander (IC) is responsible for all aspects of the response, including
developing incident objectives and managing all incident operations.
ICP Incident Command Post
o A vehicle or facility that signifies the location of the tactical-level, on-scene incident
command and management organization.

Kit - Kits are the compilation of Logistical Assets into a set of items used to respond to a specific
disaster. Each kit was designed to meet the high standards required by our Strike Teams and contain
all the necessary materials for conducting various types of recovery and repair operations. The kits
were established to be flexible enough to be multi-functional and contain longer lasting durable
items and single use consumable/ expendables. For a complete list of Kits and their contents, please
see the 2015 Catalog, found here: TR 2015 Catalog
LMA Logistics Management Associate
o The LMA manages and mandates logistics policy for all organizations and programs within
TR; provides logistical guidance for DAs, RAs, and RLMs; manages the TR
National and the TR International Caches; manages and approves all National-level
expenditures; manages and approves all storage contracts and costs charged to the regions;
issues Donor/Partner Items and Marketing Items to RLM's; ensures accountability for all
14

durable and non-expendable items across the regions; receives and reviews recurring
inventory reports from RLMs; and manages relationships and asset reporting for Home
Depot and other Donor/Partner suppliers.
LSC - Logistics Section Chief
o The Logistics Section Chief (LSC), a member of the General Staff, is responsible for providing
facilities, services, and material in support of the incident. The LSC participates in the
development and implementation of the Incident Action Plan (IAP) and activates and
supervises the Branches and Units within the Logistics Section.
NATIONAL Team Rubicon Headquarters
Non-expendable (N) - Items that are degraded by use over time, are of low monetary value, or may
need replacement over time. All non-expendable items are inventoried, tracked, and managed at the
regional level.
OpOrd - Operations Order. The document that describes in detail how TR will respond to a particular
event.
RA - Regional Administrator
o The RA oversees implementation of logistics policy within a specific region, approves all
purchases by the RLM, and reviews all recurring inventory and reconciliation reports prior to
submission to the LMA.
RFM - Regional Finance Officer
o The RFM is responsible for reviewing and maintaining visibility of all purchases made using
national-level funds and regional budget funds.
RLM - Regional Logs Manager
o The RLM is responsible for acquiring, tracking, inventorying, storing, reporting, and
reconciling all supplies and equipment for a specific region and all events and operations
therein according to guidance provided by the LMA and RA; maintaining and acquiring
visibility and accountability for all Home Depot card usage within the region; and acquiring
food and lodging for regional operations and events.
SLC - State Logs Coordinator
o The SLC is responsible for acquiring, tracking, inventorying, storing, reporting, and reconciling
all supplies and equipment for a specific region and all events and operations therein
according to guidance provided by LMA and RA; maintaining and acquiring visibility and
accountability for all Home Depot card usage within the region; and acquiring food and
lodging for regional operations and events.
SUL - Supply Unit Leader
o The SUL is primarily responsible for ordering personnel, equipment and supplies; receiving
and storing all supplies for the incident; maintaining an inventory of supplies; and servicing
non-expendable supplies and equipment.
WARNO - Warning Order. The document that describes the needs of the event.

15

Annex D: Beer Selections of the Week

PBR
Nattie Light
Keystone Light
Horse Piss

16