1,000 Year Flood Lessons Learned After A State Disaster Norma J 1,000 Year Flood Lessons Learned After A State Disaster Norma J. Hall, FNIGP, CPPO, CPPB, CPM Procurement Director - SCDOT

Preparations Defined Plan Keep it Up to Date! Know all Federal Requirements for Reimbursement Assignment of Roles and Responsibilities Staff that is mobile and can move quickly and shift roles as necessary Depend on Trained and Experienced Personnel Remove Internal Barriers or Boundaries District Personnel; Division Personnel; Senior Mgmt.

Preparations Open Procurement Cards – Raise Limits as Necessary Have necessary contracts in place well in advance – make sure all Federal Requirements are included! Auditors reviewed payments to Contractors Debris Removal & Monitoring Contracts – with all FEMA guidelines and requirements built in – reimbursable Use of Approved Contractors/Engineering Firms Supply & Materials Contracts – Delivery or Pickup Sand; Stone; Asphaltic Materials; Concrete; Hauling Traffic Message Boards; Barricades; Traffic Control; Signs; Guardrail Replacement Lodging; Meals; Port-O-Lets; Water

Emergency Declaration Authority to Declare an Emergency President Governor Commissions or Boards Agency Head or their Designee

Emergency Declaration Emergency Procurements and Procedures Coordination with those overseeing the work and doing the work Documentation! Appropriate levels of competition Who will issue POs How will procurements be tracked Reporting Requirements (Massive)

Assessing the Damage First Responders – Safety First! FEMA is Mobilized Determine who will assess the damage and how Trust and engage field personnel Call in Experts In-House and Engineering Firms/Contractors Identify Damaged Assets Highways, Roads, Bridges, Dams, Equipment Identify Personnel Personally Affected

Assessing the Damage 541 Road Closures in Early October Continual Assessments Throughout Event Continue to give updates Road Closures Road Openings Detours

First Steps Have a Unified Message Know Contacts with Other Governmental Agencies Needed for Assistance FEMA Governor’s Office Media DHEC County/City Governments (Mutual Aid Agreements) Landfills; Debris Clean Up; Shared Responsibilities

Support All Hands on Deck – Meetings/Calls Frequent Open Hot Lines 24 Hour Coverage – 12 Hour Shifts Have adequate housing (hotel rooms) for redeployed staff; provide meals Budget Monitoring and Transferring of Funds Servant Attitude Take Care of Affected Personnel No Job too Large or too Small

Where Are We Today Only 31 Roads Still Closed Today out of 541; 94% have been re-opened Out of the 31 Closed – 23 closures are associated with privately owned dams where SCDOT has easement rights to build and maintain the roads and needed appurtenances (signs, guardrails) Dams are licensed and approved by DHEC – must meet current requirements

Questions?