Transcript Purchasing’s Role in Emergency Preparedness…

Procurement’s Role in
Emergency Preparedness…
Are YOU prepared for what’s coming?
Procurement Preparedness
• Assumptions and Realities
• What IS procurement’s role?
• Who are the players in a response?
• What sort of response is appropriate?
• What if you can’t respond?
Assumptions we make…
• Emergency Operations Center (EOC) will operate
as planned
• Adequate staff will be available
• Critical Infrastructure will be minimally affected
(electricity, water, communications)
• Emergency Operations Plan (EOP) adequately
details policy and procedures for most disaster
preparation, response and recovery
• Recovery resources will be available from critical
suppliers
Realities that burst assumptions
• Infrastructure inadequacies
• Power, Water, Transportation
• Suppliers and support services are in
same position
Experiences and Challenges:
Weak links in the supply chain
• Key Staff unable to report
• Short vs. Long term staffing
– 12-hr shifts for how long?
• Communications
– Wireless systems are quickly jammed
– 2-way radios may not be interoperable
• “Permissible” Donations
• Everyone is in need…Local suppliers have their own
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problems
Contracts don’t often include emergency contacts
Competition among jurisdictions for limited resources
FEMA Recommendations
• Maintain thorough and accurate
documentation
• Utilize established contract vendors
• Use photos to prove damages and
document repairs
• Assign a single individual per department
• Single point of contact with FEMA
FEMA Recommendations…cont.
• NIMS
– National Incident Management System coordinated response
• ESF
– Response is by Emergency Support Function not by department
• Standardize
– Guidelines, forms, procedures, accounting, repairs
– Post on Intranet PRIOR to emergency.
• Reimbursement
– Thorough documentation
– Prior approval by FEMA
FEMA Recommendations…cont.
• Request directives/instructions in writing
– Keep ALL e-mails, documents, meeting minutes, and names of all
participants
• Resolve disputes prior to final review
– Work with local FEMA representative
• 72-hour Window
– Document any emergency purchases within first 72 hours
– After that all applicable procurement rules must be followed and
documented.
• Disaster kick-off meeting
– FEMA, State/Local Emergency Mgt. and other ESF representatives.
• EXERCISE!
– Before the real thing reveals your critical weaknesses
What IS procurement’s role?
FEMA Emergency Support Function 7
ESF-1
Transportation
ESF-10 HAZMAT & Environment
ESF-2
Communications
ESF-11 Food & Water
ESF-3
Public Works/Transportation
ESF-12 Energy
ESF-4
Firefighting
ESF-13 Military Support
ESF-5
Information & Planning
ESF-14 Public Information
ESF-6
Mass Care
ESF-15 Volunteers & Donations
ESF-7
Resource Support
ESF-16 Law Enforcement
ESF-8
Health & Medical Services
ESF-17 Animal Protection
ESF-9
Urban Search & Rescue
What is Purchasing’s role?
PRIORITIES
Water, Ice, Electricity, Fuel, Food, Shelter,
Equipment
– 1st Responder needs
– General Public
– Debris Removal
– Long-term sourcing; supplies, equipment,
support
National Incident Management
System (NIMS)
Provides a consistent nationwide template to
establish federal, state, local and private sector
organizations to;
• Prepare
• Prevent
• Respond
• Recover
Regardless of the emergency…natural, pandemic,
man-made
NIMS Resource Typing
• What is resource typing?
• The purpose of resource typing
• Resource typing groups
• Certifying resources
But…NIMS will not help you locate sources
when systems are down.
For that, you will need…
PREParedness
Procurement’s Response in Emergency Preparedness
Mission
Create an emergency logistical support network that
enables local governments affected by an emergency
to identify sources of supply, mine existing inventories,
and obtain other needed operational support from
“sister” sources located outside the impacted area.
What is PREP?
• Goals
1.
Provide a reliable source of a wide variety of
goods and services.
• Identify a community (or communities) of willing
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participant public bodies
Imbed PREP terms in supply contracts
Establish supply chain communications protocols
What is PREP?
• Goals
1.
Provide a reliable source of a wide variety of goods
and services.
2. Ensure timely delivery without maintaining costly
and impractical inventories
• Identify suppliers of Key ITems (KITs) common to
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emergencies.
Methods of delivering materials (and services) between
Sister Cities
Identify collection protocols in each Sister City:
Direct ship from a single point;
Aggregate small quantities from multiple suppliers;
Identify distribution points and protocols in each Sister
City;
Educate and negotiate agreements with shippers.
What is PREP?
• Goals
1.
Provide a reliable source of a wide variety of goods
and services.
2. Ensure timely delivery without maintaining costly
and impractical inventories
3. Mitigate price fluctuations
• Anticipate the effect of supply and demand on regional
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support agreements
These become ineffective when all communities within the
region are affected by the same event.
What is PREP?
Requirements for being a “Sister”:
• Outside each other’s impact area;
• Minimal chance of competing with each other;
• Comparable depth and diversity of local
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suppliers;
Similar population or service density;
Multiple modes of transportation.
What is PREP?
Support Levels:
• Level 1 - basic
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Access to list of suppliers and resources
Assistance in connecting these companies
Contacting other entities to locate sources and supplies
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Phase 2 – intermediate
•
Level 3 – advance
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Includes Level 1
Agency; executing agreements on behalf of sister entity
Includes Levels 1 and 2
Temporary staff augmentation or other expanded “agency”
PREP Guidelines
• FEMA Mutual Aid protocols
www.fema.gov/emergency/nims/rm/ma.shtm
– Emergency Management Assistance Compact (EMAC)
– Model Intrastate Mutual Aid Legislation
– Model State-County Mutual Aid Deployment Contract
• EMAC Sample Agreements
– Emergency Management Association Compact (EMAC)
www.emacweb.org
Sample interstate and county-state agreements
PREP Initiation – Step 1
County
A
City
E
• County A accesses the NIGP Prep
Partnership Database, completes an
on-line form and self enrolls as an
entity interested in entering into a
PREP partnership with one or more
other entities.
• The database contains both PREP
partners and entities that are
interested but have yet to partner.
• County A searches for a suitable
partner entity, finding City E.
• County A contacts the Purchasing
Agent at City E. They agree to create
a PREP Partnership.
Note:
Entities may identify and select as
many partners as they deem
appropriate.
PREP Initiation – Step 2
County
A
City
E
• Using the PREP template, each
entity constructs and executes
an MOU
• The purchasing agents adopt
communication strategies and
regularly exercise these plans.
• The Purchasing Agents review
and imbed terms for
solicitations & contracts.
PREP Implementation
Suppliers
NIGP Resources
Solicitations
2. Imbed PREP language in
appropriate solicitations and
contracts;
County
A
Distribution Points
P.I.E. and
Sample PREP Docs
PREP Terms
and Templates
Delivery Contracts
1. The PREP partners establish
communications;
Distribution Points
City
E
Solicitations
3. Each entity bids or
piggyback on contracts for
Key Items (KITs).
4. Each entity establishes
distribution points.
5. Each Entity establishes a
relationship with a common
shipper, identifying
collection and distribution
points.
Suppliers
Mutual Aid Agmts.
Each PREP Entity can repeat the Initiation and Implementation steps to add additional PREP Entities.
City E is hit with a disaster, the EOC is
activated
The Purchasing Agent for City E notifies her
counterpart in County A that an emergency
has been declared and that they may require
the support of County A’s suppliers.
The Purchasing Agent for County A
broadcasts this message to the local KIT
suppliers and others as appropriate
PREP Activation
Suppliers
County
A
Shipper
HELP!
City
E
Distribution Points

City
B
Procurement’s Role in
Emergency Preparedness…
You CAN be…
PREPared!
David E. Dise, CPPO
240-777-9910
[email protected]