Procurement’s Role in Emergency Preparedness…

1. Procurement’s Role inEmergency Preparedness… Are YOU prepared for what’s coming?

2. 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?

3. 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

4. Realities that burst assumptions • Infrastructure inadequacies • Power, Water, Transportation • Suppliers and support services are in same position

5. 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 problems • Contracts don’t often include emergency contacts • Competition among jurisdictions for limited resources

6. 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

7. 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

8. 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

9. What IS procurement’s role?FEMA Emergency Support Function 7 ESF-1 Transportation ESF-2 Communications ESF-3 Public Works/Transportation ESF-4 Firefighting ESF-5 Information & Planning ESF-6 Mass Care ESF-7 Resource Support ESF-8 Health & Medical Services ESF-9 Urban Search & Rescue ESF-10 HAZMAT & Environment ESF-11 Food & Water ESF-12 Energy ESF-13 Military Support ESF-14 Public Information ESF-15 Volunteers & Donations ESF-16 Law Enforcement ESF-17 Animal Protection

10. 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

11. 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

12. 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…

13. 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.

14. What is PREP? • Goals • Provide a reliable source of a wide variety of goods and services. • Identify a community (or communities) of willing participant public bodies • Imbed PREP terms in supply contracts • Establish supply chain communications protocols

15. What is PREP? • Goals • Provide a reliable source of a wide variety of goods and services. • Ensure timely delivery without maintaining costly and impractical inventories • Identify suppliers of Key ITems (KITs) common to 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.

16. What is PREP? • Goals • Provide a reliable source of a wide variety of goods and services. • Ensure timely delivery without maintaining costly and impractical inventories • Mitigate price fluctuations • Anticipate the effect of supply and demand on regional support agreements • These become ineffective when all communities within the region are affected by the same event.

17. 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 suppliers; • Similar population or service density; • Multiple modes of transportation.

18. What is PREP? Support Levels: • Level 1 - basic • Access to list of suppliers and resources • Assistance in connecting these companies • Contacting other entities to locate sources and supplies • Phase 2 – intermediate • Includes Level 1 • Agency; executing agreements on behalf of sister entity • Level 3 – advance • Includes Levels 1 and 2 • Temporary staff augmentation or other expanded “agency”

19. 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

20. PREP Initiation – Step 1 • 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. NIGP PREP Database County A County A City B Authority C County D University D City E City E

21. PREP Initiation – Step 2 NIGP PREP Database • 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. County A PREP Resource Library FEMA/EMAC Mutual Aid Templates Protocols, Terms, Etc. City E

22. PREP Implementation Suppliers NIGP Resources Solicitations • The PREP partners establish communications; • Imbed PREP language in appropriate solicitations and contracts; • Each entity bids or piggyback on contracts for Key Items (KITs). • Each entity establishes distribution points. • Each Entity establishes a relationship with a common shipper, identifying collection and distribution points. County A PREP KITs List Distribution Points P.I.E. and Sample PREP Docs Distribution Points City E PREP Terms and Templates Solicitations Suppliers Delivery Contracts Mutual Aid Agmts. Each PREP Entity can repeat the Initiation and Implementation steps to add additional PREP Entities.

23. 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 NIGP PREP Database Suppliers County A County A City B Authority C County D University D City E Shipper HELP! City E Distribution Points  City B

24. Procurement’s Role inEmergency Preparedness… You CAN be… PREPared! David E. Dise, CPPO 240-777-9910 David.Dise@montgomerycountymd.gov