1. ORGANIZING EMERGENCY PURCHASING IN FLORIDA (rev. 3/6/05) National Association of State Procurement Officials March 14, 2005 Russ Rothman, CPPO, FCPM Chief Purchasing Operations Officer Florida Division of State Purchasing russ.rothman@myflorida.com

2. ORGANIZING EMERGENCY PURCHASING IN FLORIDA  BACKGROUND  LESSONS LEARNED  NEW INITIATIVES  HOW TO PARTICIPATE

3. BACKGROUND  FLORIDA WAS HIT WITH A DEVASTATING HURRICANE IN AUGUST, 1992: HURRICANE ANDREW  THERE WAS MASSIVE DAMAGE IN MONROE AND MIAMI-DADE COUNTIES

4. BACKGROUND  NO SPECIAL PURCHASING PROCEDURES WERE IN PLACE  PURCHASING VOLUNTEERS SOURCING NEEDED SUPPLIES AND SERVICES WORKED OUT OF OFFICES IN TALLAHASSEE, AND OUT OF TEMPORARY QUARTERS IN MIAMI

5. BACKGROUND  SINCE ANDREW, AND ESPECIALLY DURING THE LAST COUPLE OF YEARS, LOGISTICS PREPARATIONS HAVE BECOME A MAJOR PART OF STATE EMERGENCY MANAGEMENT  PREPARATIONS INCLUDE LOGISTICS STAGING PREPARATIONS & PRE- ARRANGING MAJOR EMERGENCY CONTRACTORS (Garner Environmental Services, The O’Brien’s Group) THROUGH FDEM  THE DIVISION OF PURCHASING HAS PLAYED A DECREASING ROLE

6. BACKGROUND AND THEN CAME THE 2004 HURRICANE SEASON: 1.TS BONNIE 2.CHARLEY 3.FRANCES 4.IVAN 5.JEANNE

7. BACKGROUND DURING THESE STORMS, THE STATE EOC ACQUIRED  77 MILLION POUNDS OF ICE  9.5 MILLION GALLONS OF WATER  13.5 MILLION MREs  400 GENERATORS (AND FEDS PROVIDED 700)  20 PUMPS, AND…

8. BACKGROUND 480 THOUSAND TARPAULINS 288 FORKLIFTS 206 PALLET JACKS 6 RAMPS 6 WAREHOUSE FANS 12 HVAC UNITS 4,338 TRUCKS 18,400 SHIPMENTS

9. BACKGROUND INSPITE OF THE IN-PLACE LOGISTICS CONTRACTS, LOGISTICS WORKERS HAD DIFFICULTY FINDING ENOUGH OF MANY GOODS AND SERVICES, OR GETTING THEM WHEN AND WHERE NEEDED

10. BACKGROUND AMONG THE SOURCING PROBLEMS REPORTED WERE: 1)Portable hospital beds (army camp type) for rent 2)Temporary office trailers for counties and agencies whose buildings were damaged or destroyed 3)Temporary housing units

11. BACKGROUND 4)Food service for above mentioned workers 5)Laundry facilities/services 6)Shower facilities 7)Fuel (diesel and gasoline) 8)Fuel tenders (fuel trucks with pumping capabilities) and drivers 9)Refrigerated trailers

12. BACKGROUND 4)Roll-back trucks & drivers (to access locations too damaged or debris strewn for semis) 5)Waste water pumps with hoses 6)Waste water treatment chemicals 7)Boats with captains for the transport of food, water (and other commodities) along with medical and rescue personnel to islands or other areas

13. BACKGROUND 8)DRY BOX TRAILERS 9)WATER BUFFALOS 10) FRONT END LOADERS 11) CRANES 12) ROAD FLARES 13) GOLF CARTS 14) HOSPITAL CONSUMABLES 15) DIAPERS, and many more…

14. LESSONS LEARNED LOTS OF POSITIVES, BUT A COUPLE OF PROBLEMS STOOD OUT:  Purchasing volunteers are not thoroughly trained in advance.  There is insufficient prepared information on sources of probable supply/service needs.

15. STATE PURCHASING RESPONSIBILITIES: s. 287.042, Florida Statutes (1)(a) To canvass all sources of supply, establish and maintain a vendor list, and contract for the purchase, lease, or acquisition, …, of all commodities and contractual services required by any agency under this chapter.

16. STATE PURCHASING: s. 287.042, Florida Statutes  (3) To establish a system of coordinated, uniform procurement policies, procedures, and practices to be used by agencies in acquiring commodities and contractual services, which shall include, but not be limited to:  (a) Development of a list of interested vendors to be maintained by classes of commodities and contractual service….

17. ISSUES TO ADDRESS FROM LESSONS LEARNED Sources: Many sources for emergency commodities & services have been pre- identified by DEM & Logistics, but are not sufficient to meet all requirements Delays: Sourcing in emergency situations, especially after normal business hours, creates undesirable delays Costs: Sourcing on the fly makes it more difficult to obtain reasonable price & service levels

18. NEW INITIATIVES BY STATE PURCHASING  What’s the goal: Prepare emergency resource networks, signed up, organized & appropriately trained

19. EMERGENCY RESOURCE NETWORKS  What networks? FLORIDA EMERGENCY SUPPLIER NETWORK FLORIDA EMERGENCY WAREHOUSE NETWORK FLORIDA EMERGENCY PURCHASING NETWORK

20. FESN: FLORIDA EMERGENCY SUPPLIER NETWORK  Determine requirements  Develop correspondence, contract and certificate  Develop supplier data sheet  Collect and organize  Issue to EOC government buyers during emergencies

21. FEWN: FLORIDA EMERGENCY WAREHOUSE NETWORK  Determine requirements  Develop correspondence and certificate  Develop warehouse data sheet  Collect and organize  Issue to EOC government buyers during emergencies

22. FEPN: FLORIDA EMERGENCY PURCHASING NETWORK  Determine requirements  Develop correspondence and certificate  Develop volunteer data sheet  Collect and organize  Provide to SEOC ESF 7 Logistics desk during emergencies

23. NOT INCLUDED IN STATE PURCHASING TASKS  Identifying the particular emergency products/services required during an emergency  Logistical & Staging issues  Software to be used by DEM  Funding and payment arrangements  DEM specific training

24. NEXT STEPS  Assignment of tasks to volunteers from State Purchasing & agencies  Organize FESN, FEWN & FEPN networks per planning documents  Coordination with DCA, DEM & DMS ECO  TO THIS END, THE “FLORIDA EMERGENCY NETWORK” SITE WAS ADDED TO THE FLORIDA DIVISION OF PURCHASING SITE ON MARCH 4, 2005.

25. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK GO TO THE FLORIDA STATE PURCHASING WEBSITE AT http://dms.myflorida.com/dms/purchasing

26. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK VENDORS & CONTRACTORS, at http://dms.myflorida.com/dms/purch asing http://dms.myflorida.com/dms/purch asing  Click “FLORIDA EMERGENCY NETWORK” under “Division Navigation” in the column on the left  Then click on the network link:  FLORIDA EMERGENCY SUPPLIER NETWORK

27. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK YOU WILL FIND LINKS TO TWO DOCUMENTS: 1)EMERGENCY SUPPLIER RECORD 2)FLORIDA EMERGENCY SUPPLIER AGREEMENT

28. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK DOWNLOAD THE TWO DOCUMENTS, IN MSWord, COMPLETE THE REQUIRED INFORMATION, AND ATTACH THE TWO DOCUMENTS TO AN EMAIL TO flemergencynet@dms.state.fl.us

29. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK INFORMATION REQUESTED ON THE EMERGENCY SUPPLIER RECORD: 1)FIRM NAME & ADDRESS 2)EMERGENCY CONTACT INFORMATION 3)PRODUCT/SERVICE LIST 4)COMPANY PROFILE 5)EMERGENCY MOBILIZATION CAPABILITIES & COMMITMENTS

30. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK PURCHASING STAFF WILL REVIEW AND ORGANIZE THE EMERGENCY SUPPLIER AND WAREHOUSE INFORMATION, AND PREPARE TO ISSUE IT IN PAPER AND ELECTRONIC FORMATS TO GOVERNMENT BUYERS DURING EMERGENCIES

31. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK STAFF WILL PREPARE AND MAIL “MEMBER, FLORIDA EMERGENCY SUPPLIER NETWORK 2005” CERTIFICATES TO PARTICIPATING FIRMS

32. HOW TO PARTICIPATE IN THE FLORIDA EMERGENCY NETWORK  THERE WILL BE ANOTHER EMERGENCY…  TOO SOON.  YOU WILL HEAR FROM US WHEN WE NEED YOUR HELP!

33. SAMPLE EMAIL TO SUPPLIERS: FLORIDA EMERGENCY SUPPLIER NETWORK Suppliers of products and services needed by government during hurricanes and other emergencies are invited to join a Florida Emergency Supplier Network. Suppliers will identify emergency products and services available, emergency contact information, plans to maintain their operations and supply chain in emergency circumstances, and pricing arrangements. This information will be organized and furnished to buyers at State and County Emergency Operations Centers, and suppliers will be recognized with a certificate identifying their business as a member of the Florida Emergency Supplier Network. Click http://dms.myflorida.com/dms/purchasing/florida_emergency_network/florida_ emergency_supplier_network_fesn to obtain an FESN application and contract. http://dms.myflorida.com/dms/purchasing/florida_emergency_network/florida_ emergency_supplier_network_fesn This information is being circulated by many governmental purchasing professionals as we gear up for the coming hurricane season; please forgive any duplication. Russ Rothman, CPPO, FCPM, Chief Purchasing Operations Officer FLORIDA DIVISION OF STATE PURCHASING