Transcript Emergency Procurement of Disaster Relief Materials & Services

Emergency Procurement of
Disaster Relief Materials &
Services
What Defines an Emergency
Procurement?
• An emergency is an occurrence of a
serious and urgent nature that demands
immediate action. Emergency procedures
may be used to purchase only that which
is necessary to cover the requirements of
the emergency. Subsequent requirements
shall be obtained using normal purchasing
procedures. The potential loss of funds at
the end of a fiscal year is not considered
an emergency.
What Defines the Type of
Emergency Procurement?
• For an emergency purchase required to protect
personal safety or property, efforts should be
directed to finding a source and directing the
contractor to proceed; however, such
procurement shall be made with such
competition as is practicable under the
circumstances (Code of Virginia, § 2.2-4303F).
This does not relieve the agency from
negotiating a fair and reasonable price and
subsequently documenting the procurement
action.
• For other types of emergencies,
competition should also be sought to the
maximum extent practicable. Vendor's
qualifications may be checked and
verification of insurance coverage, if
applicable, information on warranty
offered, and any other data pertinent to the
procurement.
How Does a Locality get Resources
from the State?
• There are several steps a Locality must
complete before requesting resources
from the Commonwealth
• During an Emergency where resources
are required a Locality must:
– Declare a Local Emergency
– Determine the need for resources
– Determine the scope of work for these
resources
How Does a Locality get Resources
from the State? (cont)
– Determine the duration that these resources
will be needed for
– The locality must determine that they cannot
obtain the resource themselves through
current available means
How Does a Locality get Resources
from the State? (cont)
• In many cases, procurement planning can
reduce the need for using emergency
procedures. Each agency should prepare and
keep current a list of local sources of goods and
services that might be needed in an emergency.
Information on rates and charges should be
established and agreed upon in advance. In
addition, “on call,” “as needed” annual contracts
for various services may be competitively bid to
expedite action, ensure adequate support, and
reduce the cost of meeting emergency
requirements.
Additional Local Resources for
Fulfilling a Resource Request
• The Commonwealth of Virginia has established 9
Emergency Services Contracts as well as 8 Debris
Management Contracts for use during an event.
• These contracts are pre-negotiated Emergency
Services Contracts for use by state agencies and
localities upon the completion of the following
requirements:
– An Event has Occurred
– A Local or State Declaration has been established
– Permission to use the Contracts has been
received from the Logistics Chief at the State
EOC
What Types of Services Do these
Contracts Provide?
• These contracts provide for the following
supplies and services:
– Generators, Cable, Electricians & Other Items
– Pumps, Hoses & Operators
– Water, Ice, MREs, Mobile Kitchen Units
– Tents, Base Camp Operations
– Fuel, Fuel Trucks & Operators
– Many more items that have been identified as
essential to any response to an emergency
Requesting Resources From the
State
• Once the Locality has determined that
they need resources from the State the
following must occur:
– The Request for Resources must be
coordinated through the Local Emergency
Management Coordinator
– The Request for Resources should be
entered into WebEOC
Requesting Resources From the
State
– The request must include the following items:
•
•
•
•
•
Size of the Resource
Amount of the Resource needed
Location the Resource is needed at
Type of Resource needed
Time that the Resource is needed
This information follows what we refer to as the
SALTT concept at VDEM
Requesting Resources From the
State
– In addition to the above information, the
following information is also needed to
completed the request:
• Scope of Work – What is the resource going to be
utilized for
• Estimated duration that the Resource will be
needed
• Point of Contact – Who does the resource report to
when it gets on scene
• Phone Numbers – Who do we call to verify
information about the resource or to alert that the
resource is on scene
What Happens Next?
• Once a Resource Request is received and
forwarded to the Logistics Section, we
then proceed to locate a vendor for the
resource that can provide the resource in
an efficiently timely manner.
• Once the resource has been located, we
will then connect the locality and the
vendor together to proceed with acquiring
the resource
What Happens Next? (cont)
• The Locality is responsible for procuring
the resource once the vendor has been
located.
• The Locality is also responsible for
payment to the vendor for the resource as
well as any terms and conditions
associated with the procurement of the
resource
Can a Locality Request Resources
Directly from FEMA?
• NO
• A Locality once it has determined that it cannot
acquire a needed resource, must request that
resource from the State.
• Va. Code 44-146.19.D. authorizes the local
emergency manager to develop mutual aid
arrangements with other states or localities
in other states in case of disasters. The
statute does not authorize a Virginia locality
to enter into an agreement with the federal
government.
What Happens with a Request for
Resources?
• Once the Request for Resources is
received by the Logistics Section it goes
through a predetermined set of steps to
acquire the Resource. They are as follows:
What Happens with a Request for
Resources? (cont)
– State Wide Mutual Aid is tapped to see if the
resource is available from other Localities
– Va. Department of Corrections
– ESF 17 – Donations Management – Once an
item is donated to the state for an event it
then becomes a state asset
– Resource Management Unit – This unit is
responsible for working with our Emergency
Services Contractors, eVA, etc
What Happens with a Request for
Resources? (cont)
– Private Partners – Currently working with us
in the State EOC we have Wal-Mart, Target,
Home Depot, Lowes, Kroger, Food Lion, Food
City and others
– EMAC (Emergency Management Assistance
Compact) – If the resource at this point is
unable to be found, we will look to our
partners throughout the United States and its
Territories. With Virginia being a Legislatively
approved member of EMAC, EMAC is
considered a State Asset
What Happens with a Request for
Resources? (cont)
– If after all of these avenues have been
exhausted, the State can now turn to FEMA to
locate the asset. This is done through the
completion of an ACTION REQUEST FORM
(ARF)
– This form can only be generated by the State
Emergency Operations Center through the
Logistics Section. It goes immediately to the
FEMA Logistics Section and then up the
ladder to FEMA Headquarters
How Long Does This Take?
• The entire process of finding a resource
and either connecting that resource back
to the locality or acquiring the resource
has actually averaged 30 to 45 minutes
since the program was revamped
• With this said, our program is designed to
have a resource on scene within 12 hours
of receiving the request from the locality.
Conditions Permitting
Who Pays for the Resource?
• The locality is responsible for procuring &
payment for the resource once it is located
by the Logistics Section. This also applies
for materials and services acquired from
the Emergency Services Contracts.
Who Pays for the Resource? (cont)
• Localities are responsible for anywhere
from 0% to 15% of the cost associated
with resources obtained either through the
EMAC system or through an ARF to
FEMA.
• This is determined by the “Physical Stress
Index” as set by the Council of Local
Governments (CLG)
Two Types of a Response to an Event
• There are two phases of a Response to an
Event. They are:
– The Emergency Response Phase (Initial
Response)
– The Recovery Phase
What Might Be Needed During the
Emergency Response Phase
• The Emergency Response Phase is the
initial phase immediately after an event.
Some of the items that are important
during this phase are:
– Generators, Light Towers
– Pumps, Hoses, Operators
– Water, Ice, MREs, Blankets, Cots
– Debris Clearance Teams (for entry only)
– Search & Rescue Teams
– Incident Management Teams plus other items
What Might Be Needed During the
Emergency Response Phase
• The Emergency Response Phase is
normally the time period that lasts for 72
hours after the event has happened. In
some cases such as the catastrophic
hurricanes that have hit the Gulf Coast
since 2005, this time period has increased
to as long as 6 months.
• The resources called for during these long
periods were for life saving and life
sustaining measures only
What Might Be Needed During the
Recovery Phase
• The Recovery Phase is the phase that you
enter into after an event that is not an
emergency in nature and allows time for
proper planning. Some of the items that
are important during this phase are:
– Debris Management & Monitoring
– Long Term Housing
– Water, MREs
– Portable Toilets & Showers
– Other items associated with recovering from
an event
Preplanning for an Event
• How do you preplan for an event from a
procurement official’s view point?
– You prequalify contractors by gathering information about
their materials and services
– You identify materials and services that might be needed
during an event and prepare an Request for Proposals
(RFP)
– You identify what might be needed to mitigate a recovery
from an event and either prepare RFPs or Requests for
Bids (RFB)
• By doing these things, you are well ahead of the ball
game for responding to an event whether it is
natural or man made.
Preplanning for an Event (cont)
• When prequalifying a vendor, information
you would want to obtain includes:
– Company Name & Address
– Point of Contacts w/ 24 hr Emergency
Numbers
– Price Scheduled
– eVA Registrations & SWaM Certification
– Proof of Insurance & Va. Business License
– Required Environmental & Regulatory Permits
– Other pertinent information needed
The Outcome
• By Preplanning for an event, man-made or
natural, through prequalifying vendors, issuing
contract awards from RFPs and RFBs, you will
have enabled your Emergency Management
Response personnel to effectively and
efficiently respond to an incident. You will also
have set up a chain of documentation to seek
reimbursement, if applicable, through the
proper means available to you as a locality.
• Always include your Local Emergency
Management Coordinator in these plans!
References
• Title 44, Chapter 3.2. Virginia Emergency
Services & Disaster Law
• Virginia Department of Emergency
Management – www.vaemergency.com
• Electronic Virginia – www.eva.virginia.gov
• Virginia Department of General Services –
www.dgs.virginia.gov/dps/contracts/covac
ontractsinfo.aspx
References
• Department of Professional and Occupational
Regulations –
www.dpor.virginia.gov/dporweb/dpormainwelco
me.cfm
• Department of Minority Business Enterprises –
www.dmbe.virginia.gov
• FEMA – www.fema.gov
• These are just a few of the many resources out
there. Your handouts give you other available
materials that are useful to a successful
mitigation of an event
Questions
• Kenny Hayes –
[email protected]
• Duane Sheppard –
[email protected]
• Peter Rigterink –
[email protected]
• Nealia Dabney –
[email protected]