1. Procurement Forum
August 2014

3. 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

4. Camber Thompson Administrator, Office of State Procurement

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

6. 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)

7. 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

8. 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

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

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

11. 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

12. 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

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

14. 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.

15. 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)

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

17. Disaster Relief Procurements
Marnie Davidson
Purchasing Manager
Disaster Relief Services

18. 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)

19. 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.

20. 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

21. 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

22. 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

23. Agency’s Instructions
Agency Contact: Risk Management Division
Agency Phone:
Agency Fax:
Agency

24. Emergency Procurement
Pursuant to the State of Arkansas Procurement Laws and Rules, R1: (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.

25. 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.

26. Always contact Risk Management FIRST at 501-371-2690
Company
Office Phone
Cell Phone
All-Clean USA Restoration
Toll Free
Belfor Property Restoration
Metro Disaster Specialists
Servpro Commercial

27. 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.

28. Thank You Submit forum topic suggestions to: OSP@dfa.arkansas.gov
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