Procurement Forum August 2014

Agenda Introduction: Camber Thompson, Administrator, Office of State Procurement Disaster Management Carol Walton, ADEM Operations Branch Manager Disaster Relief Procurements Marnie Davidson, DFA – OAS Manager Emergency Restoration Statewide Contract Paul Coulter, Buyer OSP

Camber Thompson Administrator, Office of State Procurement

When Disaster Strikes: SEOC Process, Resource Request Flow, & Procurement

Emergency Support Functions (ESF) ESF 1 - Transportation ESF 2 - Communications ESF 3 - Public Works & Engineering ESF 4 - Firefighting ESF 5 - Emergency Management ESF 6 – Mass Care, Housing & Human Services ESF 7 – Resource Support (Logistics)

Emergency Support Functions (ESF) ESF 8 – Public Health & Medical Services ESF 9 – (Urban) Search & Rescue ESF 10 – Oil & Hazardous Materials ESF 11 – Agriculture & Natural Resources ESF 12 - Energy ESF 13 – Public Safety & Security ESF 14 – Long-Term Community Recovery & Mitigation ESF 15 – External Affairs

Information Technology Public Information Officer SEOC Structure SEOC Team Chief Operations Event Manager ESF Area Field Support Duty Officers Planning Situation Assessment Proclamation Support GIS Plan of Action Logistics Services Branch Telecomms Information Technology Maintenance Support Branch Resources SEOC Logistics Finance & Admin Team Chief Assistant SEOC Liaison Public Information Officer Telephone Support

Incident/Event Distinctions Event (date Tornado Impact) Tornado Impact Incident Pulaski Co Saline Co White Co State Log

Information Flow to the SEOC Roadways Closed Human Impact Damages Event Manager - Team Chief - Team Chief Assistant - ESF

Exhausted Resources: What next? Local Jurisdictions use local resources Local Jurisdictions use Intrastate Mutual Aid Local Jurisdictions contact the SEOC State Agencies use state resources State Agencies contact the SEOC Supporting States and Federal resources are requested

Day to Day Vs. Disaster Day to day procurement remains the same Disaster needs procurement flows through the SEOC Few exceptions: Items which we cannot purchase… Benefits Resource supply lists Reimbursement / Documentation

Event Manager, ESF, TC, TCA Resource Requests Event Manager, ESF, TC, TCA Resources ESF’s

Resource Request Process Flow Locals, ESF’s. or State Agencies Request Resources Request is entered in Reporting System ESF #5 Resources reviews and assigns the RFA to ESFs ESF fills the request and updates message in WebEOC If the ESF does not have the capability to fill the request in its entirety they can work with other ESFs or assign it back to ESF #5 Resources for redistribution.

When We Don’t Have it…. Federal Surplus Properties ESF 7 – Resource Support (Logistics) Support Agencies Federal Surplus Properties AR Building Authority Marketing & Redistribution (part of the Office of State Procurement, AR DFA)

Questions? Carol Walton Carol.walton@adem.arkansas.gov Scott Bass Scott.bass@adem.arkansas.gov

Disaster Relief Procurements Marnie Davidson Purchasing Manager Disaster Relief Services Marnie.davidson@dfa.arkansas.gov

SP-14-0087 - Emergency Restoration Service Non-mandatory Qualified Vendors List (QVL) Issued by the Office of State Procurement (OSP) Created with the Arkansas Insurance Department (AID) For any State agencies, public schools, political subdivisions and higher education (e.g., State colleges, State universities)

QUALIFIED VENDOR LIST The intent of this QVL is to mitigate the damage to State properties in the event of an unexpected loss and/or damage by shortening the time required to contract with vendors to obtain services.

Examples Water intrusion and water damage Mold remediation The QVL will provide for the immediate and initial response to emergency situations including: Water intrusion and water damage Mold remediation Earth movement Wind damage Debris removal Hail damage Fire damage Smoke damage Hazardous Waste Site Biohazard cleanup Sewage decontamination

Examples Vandalism cleanup and board up Crime scene cleanup Removal and restoration of historical artifacts Document reclamation HIPAA (Health Insurance Portability and Accountability) compliance Handling, retrieving, removal, and restoration of vital records (i.e., paper, photo, database, magnetic tape). Emergency repair to buildings Animal infestations Soft content removal Hard content removal Electronic equipment restoration

Agency’s Instructions I have an emergency, what do I do first? ALWAYS Contact Risk Management to notify them of the situation and/or emergency

Agency’s Instructions Agency Contact: Risk Management Division Agency Phone: 501-371-2690 Agency Fax: 501-371-2842 Agency Email: insurance.risk.management@arkansas.gov

Emergency Procurement Pursuant to the State of Arkansas Procurement Laws and Rules, R1:19-11-233 (b), an agency must obtain advance approval by the State Procurement Director of OSP, the head of a procurement agency, or a designee. Where time or circumstance does not permit prior approval, approval must be obtained at the earliest practical date.

Agency’s Instructions The Agency should use the non-mandatory State’s QVL to contact and provide information needed to deploy the initial and immediate restoration efforts.

Always contact Risk Management FIRST at 501-371-2690 Company Office Phone Cell Phone All-Clean USA Restoration Toll Free 866-360-3473 901-634-4564 Belfor Property Restoration 800.856.3333 214-683-4242 Metro Disaster Specialists 855-638-7679 501-758-2845 Servpro Commercial 651-451-0200

This QVL is for the immediate and initial restoration event! Depending on the extent of damage, there may be other Agencies involved after the emergency is naturalized, prior to moving forward with the restoration project.

Thank You Submit forum topic suggestions to: OSP@dfa.arkansas.gov Don’t forget to sign in. Join us for the next Forum