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Procurement’s Role in Emergency Preparedness… Are YOU prepared for what’s coming?

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Presentation on theme: "Procurement’s Role in Emergency Preparedness… Are YOU prepared for what’s coming?"— Presentation transcript:

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2 Procurement’s Role in Emergency Preparedness… Are YOU prepared for what’s coming?

3 Procurement Preparedness Assumptions and Realities Assumptions and Realities What IS procurement’s role? What IS procurement’s role? Who are the players in a response? Who are the players in a response? What sort of response is appropriate? What sort of response is appropriate? What if you can’t respond? What if you can’t respond?

4 Assumptions we make… Emergency Operations Center (EOC) will operate as planned Emergency Operations Center (EOC) will operate as planned Adequate staff will be available Adequate staff will be available Critical Infrastructure will be minimally affected (electricity, water, communications) Critical Infrastructure will be minimally affected (electricity, water, communications) Emergency Operations Plan (EOP) adequately details policy and procedures for most disaster preparation, response and recovery Emergency Operations Plan (EOP) adequately details policy and procedures for most disaster preparation, response and recovery Recovery resources will be available from critical suppliers Recovery resources will be available from critical suppliers

5 Realities that burst assumptions Infrastructure inadequacies Infrastructure inadequacies Power, Water, Transportation Power, Water, Transportation Suppliers and support services are in same position Suppliers and support services are in same position

6 Experiences and Challenges: Weak links in the supply chain Key Staff unable to report Key Staff unable to report Short vs. Long term staffing Short vs. Long term staffing – 12-hr shifts for how long? Communications Communications – Wireless systems are quickly jammed – 2-way radios may not be interoperable “Permissible” Donations “Permissible” Donations Everyone is in need…Local suppliers have their own problems Everyone is in need…Local suppliers have their own problems Contracts don’t often include emergency contacts Contracts don’t often include emergency contacts Competition among jurisdictions for limited resources Competition among jurisdictions for limited resources

7 FEMA Recommendations Maintain thorough and accurate documentation Maintain thorough and accurate documentation Utilize established contract vendors Utilize established contract vendors Use photos to prove damages and document repairs Use photos to prove damages and document repairs Assign a single individual per department Assign a single individual per department Single point of contact with FEMA Single point of contact with FEMA

8 FEMA Recommendations…cont. NIMS NIMS – National Incident Management System coordinated response ESF ESF – Response is by Emergency Support Function not by department Standardize Standardize – Guidelines, forms, procedures, accounting, repairs – Post on Intranet PRIOR to emergency. Reimbursement Reimbursement – Thorough documentation – Prior approval by FEMA

9 FEMA Recommendations…cont. Request directives/instructions in writing Request directives/instructions in writing – Keep ALL s, documents, meeting minutes, and names of all participants Resolve disputes prior to final review Resolve disputes prior to final review – Work with local FEMA representative 72-hour Window 72-hour Window – Document any emergency purchases within first 72 hours – After that all applicable procurement rules must be followed and documented. Disaster kick-off meeting Disaster kick-off meeting – FEMA, State/Local Emergency Mgt. and other ESF representatives. EXERCISE! EXERCISE! – Before the real thing reveals your critical weaknesses

10 What IS procurement’s role? FEMA Emergency Support Function 7 ESF-1Transportation ESF-2Communications ESF-3Public Works/Transportation ESF-4Firefighting ESF-5Information & Planning ESF-6Mass Care ESF-7Resource Support ESF-8Health & Medical Services ESF-9Urban Search & Rescue ESF-10HAZMAT & Environment ESF-11Food & Water ESF-12Energy ESF-13Military Support ESF-14Public Information ESF-15Volunteers & Donations ESF-16Law Enforcement ESF-17Animal Protection

11 What is Purchasing’s role? PRIORITIES Water, Ice, Electricity, Fuel, Food, Shelter, Equipment – 1 st Responder needs – General Public – Debris Removal – Long-term sourcing; supplies, equipment, support

12 National Incident Management System (NIMS) Provides a consistent nationwide template to establish federal, state, local and private sector organizations to; Prepare Prepare Prevent Prevent Respond Respond Recover Recover Regardless of the emergency…natural, pandemic, man-made

13 NIMS Resource Typing What is resource typing? What is resource typing? The purpose of resource typing The purpose of resource typing Resource typing groups Resource typing groups Certifying resources Certifying resources But…NIMS will not help you locate sources when systems are down. For that, you will need…

14 PREParedness Procurement’s Response in Emergency Preparedness Mission Create an emergency logistical support network that enables local governments affected by an emergency to identify sources of supply, mine existing inventories, and obtain other needed operational support from “sister” sources located outside the impacted area.

15 What is PREP? Goals Goals 1.Provide a reliable source of a wide variety of goods and services. Identify a community (or communities) of willing participant public bodies Identify a community (or communities) of willing participant public bodies Imbed PREP terms in supply contracts Imbed PREP terms in supply contracts Establish supply chain communications protocols Establish supply chain communications protocols

16 What is PREP? Goals Goals 1.Provide a reliable source of a wide variety of goods and services. 2.Ensure timely delivery without maintaining costly and impractical inventories Identify suppliers of Key ITems (KITs) common to emergencies. Identify suppliers of Key ITems (KITs) common to emergencies. Methods of delivering materials (and services) between Sister Cities Methods of delivering materials (and services) between Sister Cities Identify collection protocols in each Sister City: Identify collection protocols in each Sister City: Direct ship from a single point; Direct ship from a single point; Aggregate small quantities from multiple suppliers; Aggregate small quantities from multiple suppliers; Identify distribution points and protocols in each Sister City; Identify distribution points and protocols in each Sister City; Educate and negotiate agreements with shippers. Educate and negotiate agreements with shippers.

17 What is PREP? Goals Goals 1.Provide a reliable source of a wide variety of goods and services. 2.Ensure timely delivery without maintaining costly and impractical inventories 3.Mitigate price fluctuations Anticipate the effect of supply and demand on regional support agreements Anticipate the effect of supply and demand on regional support agreements These become ineffective when all communities within the region are affected by the same event. These become ineffective when all communities within the region are affected by the same event.

18 What is PREP? Requirements for being a “Sister”: Outside each other’s impact area; Outside each other’s impact area; Minimal chance of competing with each other; Minimal chance of competing with each other; Comparable depth and diversity of local suppliers; Comparable depth and diversity of local suppliers; Similar population or service density; Similar population or service density; Multiple modes of transportation. Multiple modes of transportation.

19 What is PREP? Support Levels: Level 1 - basic Level 1 - basic – Access to list of suppliers and resources – Assistance in connecting these companies – Contacting other entities to locate sources and supplies Phase 2 – intermediate Phase 2 – intermediate – Includes Level 1 – Agency; executing agreements on behalf of sister entity Level 3 – advance Level 3 – advance – Includes Levels 1 and 2 – Temporary staff augmentation or other expanded “agency”

20 PREP Guidelines FEMA Mutual Aid protocols FEMA Mutual Aid protocols – Emergency Management Assistance Compact (EMAC) – Model Intrastate Mutual Aid Legislation – Model State-County Mutual Aid Deployment Contract EMAC Sample Agreements EMAC Sample Agreements – Emergency Management Association Compact (EMAC) Sample interstate and county-state agreements

21 PREP Initiation – Step 1 County A accesses the NIGP Prep Partnership Database, completes an on-line form and self enrolls as an entity interested in entering into a PREP partnership with one or more other entities.County A accesses the NIGP Prep Partnership Database, completes an on-line form and self enrolls as an entity interested in entering into a PREP partnership with one or more other entities. The database contains both PREP partners and entities that are interested but have yet to partner.The database contains both PREP partners and entities that are interested but have yet to partner. County A searches for a suitable partner entity, finding City E.County A searches for a suitable partner entity, finding City E. County A contacts the Purchasing Agent at City E. They agree to create a PREP Partnership.County A contacts the Purchasing Agent at City E. They agree to create a PREP Partnership.Note: Entities may identify and select as many partners as they deem appropriate. County A City E

22 PREP Initiation – Step 2 Using the PREP template, each entity constructs and executes an MOU Using the PREP template, each entity constructs and executes an MOU The purchasing agents adopt communication strategies and regularly exercise these plans. The purchasing agents adopt communication strategies and regularly exercise these plans. The Purchasing Agents review and imbed terms for solicitations & contracts. The Purchasing Agents review and imbed terms for solicitations & contracts. County A City E

23 PREP Implementation 1.The PREP partners establish communications; 2.Imbed PREP language in appropriate solicitations and contracts; 3.Each entity bids or piggyback on contracts for Key Items (KITs). 4.Each entity establishes distribution points. 5.Each Entity establishes a relationship with a common shipper, identifying collection and distribution points. Each PREP Entity can repeat the Initiation and Implementation steps to add additional PREP Entities. County A City E Distribution Points Suppliers Solicitations Suppliers P.I.E. and Sample PREP Docs PREP Terms and Templates Delivery Contracts Mutual Aid Agmts. NIGP Resources

24 PREP Activation County A City E City E is hit with a disaster, the EOC is activated The Purchasing Agent for City E notifies her counterpart in County A that an emergency has been declared and that they may require the support of County A’s suppliers. The Purchasing Agent for County A broadcasts this message to the local KIT suppliers and others as appropriate HELP! Suppliers Distribution Points Shipper City B 

25 Procurement’s Role in Emergency Preparedness… You CAN be… PREPared! David E. Dise, CPPO


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