Emergency Procurements Tammy Grant, CPPB State Purchasing Assistant Director www.doa.louisiana.gov/osp
Emergency Procurement Two types of emergencies • Usual Emergencies Brought about during normal course of business • Catastrophic Emergencies Governor declares a State of Emergency
Usual Emergencies R.S. 39:1598 and LAC. 34:1101-1111 • Conditions for use • Imminent threat to the public health, welfare, safety, or public property • Can’t be met thru normal procurement methods • Written quotations • Obtain 3 or more written vendor quotations, whenever practicable • Any offer accepted shall be confirmed in writing. • Determination required • In writing, including all facts, circumstances including steps leading to contractor selection
Record Keeping - Usual Emergencies • Maintain a record that lists (required): • Each contractor’s name and phone number • The amount and type of each contract • A listing of the supplies, services, or major repairs procured under each contract; and • The identification number of each contract file • Submit report to OSP for prep of statewide report • Record for previous FY shall be submitted to the legislature at beginning of legislative session. • State Agency procurements exceeding agency’s DPA should receive prior OSP approval
Catastrophic Emergencies • Governor may declare a State of Emergency • Issues an Executive Order outlining procedures to be followed • Governor may waive strict compliance of Procurement Code • However, civil servants should be prudent spenders of the taxpayer’s money • Purchases should be well documented: • Quotes, receipts, invoices, purchase orders, rental agreements, etc. • Serve as a basis for settlement of claims • Will support the State’s request for supplemental federal assistance.
LA Emergency Procurement booklet • On OSP Website • Helpful Information About Emergency Procurement http://www.doa.louisiana.gov/osp/publications/emergencyprocurement.doc • Includes information and web links on: • FEMA Reimbursement Information • LA Legislative Auditor Disaster Guide • Office of State Purchasing (OSP) • Office of Contractual Review (OCR) • LA Property Assistance Agency (LPAA) • Office of Risk Management (ORM) • Emergency Contacts
OSP Personnel • Works closely with agencies • Establish contracts for resources needed during an emergency • “Pre-order” and “Emergency Contingency” • “Pre-order” statewide contracts • for stocking resources that may be needed during a hurricane • State Purchasing Office will be manned, as needed, with staff during a disaster • assist w/ obtaining resources and quotes
Emergency Contracts • Approx. 155 Emergency Contingency Contracts JIT (just in time) with shorter delivery times • Competitively bid to meet FEMA requirements for reimbursement • Multiple awards issued, when applicable, to ensure coverage of resources • Document files with justification to back contract decision choice • Resource lists have been compiled
OSP Contract Search - LA eCAT http://www.doa.louisiana.gov/osp/lapac/eCat/dsp_eCatSearch.cfm • Type “Emergency” in the contract description field to show all emergency contracts • Click on specific Contract # for details • “View Notes” for all terms and conditions that apply to that contract • Click “Print Entire Contract” to view and/or print a complete copy
Contract Search - ECAT • View Notes: • Special terms and conditions • 24/7 contact information • Hours of operation • Delivery • Contingency Contract Information
Contractors as Partners! • If agency has primary responsibilities during an emergency (sheltering, feeding, security, etc.) • recommend meetings be held prior to hurricane season • Discuss agency needs and capabilities • commodities and services to be provided • This can prevent last minute disasters from occurring by not understanding the terms of the contracts!
Preparing for an Emergency • Many times there is loss of electricity or access to files. • Be Prepared • Necessary records needed during a disaster • “To Go” box, i.e. • Manual copies of necessary contracts • Emergency rules and regulations • Lists of procurement personnel with emergency contact information • Supplies to operate such as pens, paper, markers, folders, etc.
Issuing Orders – During Disaster • Loss of electricity or no access to state networks • Most vendors require purchase order numbers to make deliveries • Manual PO #s (GUSTOSP0001). • Maintain a log • Keep appropriate back-up documentation
Issuing Orders - After Disaster • Agency issues order in their purchasing system, i.e. AGPS • Reference the manual purchase order number on purchase order, if applicable • Place all back-up documentation in a file • Obtain any necessary back-up delegation approvals to complete the file
???Questions??? • Handout: Helpful Information about Louisiana Emergency Procurement: • http://www.doa.louisiana.gov/osp/publications/emergencyprocurement.doc • Office of State Purchasing Website: • http://www.doa.louisiana.gov/osp/osp.htm • Help Desk Email Address & Phone Number: • email@example.com (225) 219-4692