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August 2014

Procurement Forum. August 2014. 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

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August 2014

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  1. Procurement Forum August 2014

  2. 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

  3. Camber ThompsonAdministrator, Office of State Procurement

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

  5. 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)

  6. 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

  7. SEOC Structure

  8. Incident/Event Distinctions

  9. Information Flow to the SEOC • - Team Chief • - Team Chief Assistant • - ESF

  10. 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

  11. 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

  12. Resource Requests

  13. Resource Request Process Flow

  14. When We Don’t Have it…. ESF 7 – Resource Support (Logistics) Support Agencies • Federal Surplus Properties • AR Building Authority • Marketing & Redistribution (part of the Office of State Procurement, AR DFA)

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

  16. Disaster Relief Procurements Marnie Davidson Purchasing Manager Disaster Relief Services Marnie.davidson@dfa.arkansas.gov

  17. 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)

  18. 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.

  19. Examples • 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

  20. 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

  21. 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

  22. Agency’s Instructions Agency Contact: Risk Management Division Agency Phone: 501-371-2690 Agency Fax: 501-371-2842 Agency Email: insurance.risk.management@arkansas.gov

  23. Emergency Procurement • Pursuant to the State of Arkansas Procurement Laws and Rules, R1:19-11-233 (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.

  24. Agency’s Instructions • The Agency should usethe non-mandatory State’s QVL to contact and provide information needed to deploy the initial and immediate restoration efforts.

  25. Always contact Risk Management FIRST at 501-371-2690

  26. 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.

  27. Thank You • Submit forum topic suggestions to: OSP@dfa.arkansas.gov • Don’t forget to sign in. • Join us for the next Forum

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