Are You Prepared for a Disaster? Cory Harms, Iowa State University

What Happened at ISU/Ames The previous flood occurred when a trio of storms on Aug. 8 through 10 dropped heavy rainfall on central Iowa. According to the National Weather Service, some portions of the Squaw Creek watershed north of Ames received between 10 and 15 inches of precipitation in the days leading up to the flood. From the Ames Tribune, August 11, 2010 storms rip through Ames dumping an additional 3-5 inches

What Happened at ISU/Ames

2010 ISU Flood - Jack Trice Stadium

2010 Flood - Hilton Coliseum

The Community and the University Video 1 Video 2 Video 3 Video 4 Video 5

Disaster Stages Assessment and Planning Immediate Recovery/Clean-up Repair/Reconstruction/Replacement Post Recovery

Assessment and Planning THE MOST IMPORTANT STAGE! This is the time that you will take or lose control of the situation. Important that institution buys in and vests control to the committee that oversees the process. Purchasing should play a MAJOR roll.

Assessment and Planning Tasks Form a disaster committee. Inventory the damage to the University. Establish tracking mechanisms. Research and understand guidelines and rules that will govern repair, recovery and replacement. Communicate to campus, community, contractors.

Forming the Disaster Committee Who to include? o Facilities, Purchasing, Business Office (Business and Finance/Controller), Major affected departments, EH&S, Risk Management, Public Safety, Student Affairs, etc. Schedule weekly meetings to assess progress and issues. Have FEMA, Homeland Security, insurance representatives visit the meetings when needed. Track progress of projects on campus and have a reporting mechanism to gather input from Purchasing, EH&S, Facilities, etc.

Inventory the Damage to the Institution Roads/Sidewalks/Landscape Structures Contents Power/Network/Phones Non-University items Student/Tenant property

Establish Tracking Mechanisms Discuss all avenues for procurement that may need to be tracked. Establish fund accounts or commodity/accounting codes to record disaster expenditures. Establish a central record of expenditures including dates of order, vendor, quote number, P.O. number, amount, invoiced amount, etc. Establish separate files for disaster records.

Research and Understand Guidelines Get information from insurance carriers, FEMA, OMB -A110, or any other source that affects how you bid and document recovery and replacement efforts. Repair versus replacement Like for like Upgrades for safety or mitigation Price reasonableness Communicate guidelines to disaster committee, campus, and agents so that purchases are not made that may be rejected for coverage later.

Communication Emergency Contractor ◦ Do you have one? ◦ When can they mobilize? Campus ( students, faculty staff) ◦ Communicate the need to work with committee on recovery. ◦ Distribute information regarding health and safety issues. ◦ Warn campus about companies trying to do unapproved work.

Communication Communicate with vendors that visit campus. ◦ Vending companies, sales reps, maintenance, package delivery, lawn care, etc.  Street closings  Buildings access  Safety issues On-site contractors. ◦ Concessionaires, dining, security, etc.  Have they sustained damage?  Any facility issues that affect them?  Relocation needed?

Visitors ◦ Tours, alumni, camps, conferences, etc.  Events canceled, postponed, rescheduled.  Changes to street and building access.  Safety issues. Community ◦ Work with community to address common needs (water, housing, traffic, public safety). ◦ Collaborate on security, disposal, contracting. ◦ Look for ways to eliminate duplication of effort. Others? Communication

Immediate Recovery/Clean-up Primarily concerned with getting things back on line, safe, stable. Reconstruction is not yet part of this stage. It is important to control purchases at this point, particularly replacement items. Figure out what coverage you have.

Immediate Recovery/Clean-up Primary Clearance ◦ Trees, water, power lines, debris Meet the Critical Needs ◦ Power, water, safety, relocation Establish Priorities ◦ Buildings, rooms, items Cleaning/Sanitation ◦ Abatement and Remediation ◦ Disposal of removed items

Immediate Recovery/Clean-up Inventory Items for Repair/Replacement. ◦ What did we lose? ◦ What is damaged? Emergency Bidding and Documentation Procedures. ◦ Communicate to departments, agents, committee. ◦ Understand FEMA recovery versus restoration issues.

Repair/Reconstruction/Replacement This stage is where the most procurement happens. Documentation is key. Processes should be controlled and consistent. Understand your constraints. Establish Timelines.

Repair/Reconstruction/Replacement Formal and Informal Bid Processes ◦ Compare your policies/procedures to FEMA, insurance, etc. and utilize the most stringent. ◦ Document your award process carefully. ◦ Consult with FEMA or Homeland Security to ensure compliance. ◦ Add federal terms if needed Cost Reasonableness ◦ Follow existing procedures for cost reasonableness or establish policy. ◦ Document every purchase.

Review Current Contracts ◦ Federal terms? ◦ Be careful with T&M and cost plus contracts. Repair Versus Replacement ◦ Repair when possible. ◦ Document need for replacement if safety is an issue. Like for Like ◦ Items should be same model, size, etc. ◦ Need to justify if model discontinued or if replacement will help to mitigate in future. ◦ Used versus new. Repair/Reconstruction/Replacement

Disaster Documentation ◦ Electronic files for transmission. ◦ Separate files for FEMA/Insurance. Insurance Versus FEMA ◦ Know what is covered (liability, business interruption). ◦ Understand how to match FEMA funds. Mitigation Potential Repair/Reconstruction/Replacement

Post Recovery Commences once a majority of repair/reconstruction is completed. Opportunity for committee to review processes. Concerns move to documentation, auditing, filing. Tests how well you did your job in the initial stages.

Post Recovery Perform Mitigations. Auditing of Contract Billings. Establish Needed Contracts for Future. Review Data. ◦ Query systems to ensure that you have accounted for all purchases. ◦ Check that all Purchasing documentation is complete. Submit Documentation to External Parties. ◦ Insurance, FEMA, etc. Review Your Plan. ◦ What worked, what didn’t? ◦ Document any changes to plan.

Review of Disaster Stages Assessment/Planning ◦ Form the disaster committee ◦ Inventory the damage ◦ Establish tracking mechanisms ◦ Research and understand ◦ Communicate Immediate Recovery/Clean-up ◦ Primary Clearance ◦ Meet the Critical Needs ◦ Establish Priorities ◦ Cleaning/Sanitation ◦ Inventory Items for Repair/Replacement ◦ Emergency Bidding and Documentation Procedures

Review of Disaster Stages Repair/Reconstruction/Replacement ◦ Formal and Informal Bid Processes ◦ Cost Reasonableness ◦ Review Current Contracts ◦ Repair Versus Replacement ◦ Like for Like ◦ Mitigation Potential Post Recovery ◦ Perform Mitigations ◦ Auditing of Contract Billings ◦ Establish Needed Contracts for Future ◦ Review Data ◦ Submit Documentation to External Parties ◦ Review Your Plan

Questions