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Procurement

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Procurement s Role in Business Continuity Planning By Gregory Maynard - SLCSD Contributors: Nora Laudermilk West Palm Beach, FL George Zsidisin Michigan ... – PowerPoint PPT presentation

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Title: Procurement


1
Procurements Role in Business Continuity
Planning
  • By
  • Gregory Maynard - SLCSD
  • Contributors
  • Nora Laudermilk West Palm Beach, FL
  • George Zsidisin Michigan State University
  • Robert Combs Chandler, Arizona
  • Others

2
Presentation Goals
  • Provide A Background
  • Provide Ideas
  • Cause you to THINK

3
What is the business of your organization?
  • City, County or State
  • Public Services
  • Public Safety
  • Public School, College or University
  • Education
  • Student/Faculty Safety

4
What is your organization doing to insure that it
will be around to provide these services?
  • Planning

5
Business Continuity Planning
  • What is it?
  • It is having the processes, procedures,
    escalation paths and backup support plans in
    place to ensure that the organization continues
    to operate should an interruption and/or crisis
    occur.

6
Critical Elements of Continuity Planning
  • Top management commitment
  • Ongoing Preparedness
  • Risk Assessment
  • Speed and Responsiveness
  • Other Considerations

7
Top Management Commitment
  • Directives communicated to employees
  • Commitment of Resources
  • Assigned Accountability and Authority
  • Established Measurement Metrics
  • Dissemination of Information
  • Adopting Policies and Procedures

8
Ongoing Preparedness
  • Mandatory Training
  • Briefings
  • Drills
  • Reviews and Update of plans
  • Situations change
  • People come and go

9
Risk Management
  • Examine Likelihood Potential
  • Manmade Terrorism, Power Outages, Chemical
    Hazards
  • Natural Floods, Tornadoes, Draughts,
    Earthquakes, Winter Blizzards
  • Health Avian Flu, Anthrax, SARS
  • Infrastructures Buildings and Locations
  • Suppliers Their ability to survive and perform
  • Create a matrix

10
Risk Matrix





8
9
5
10
7
7
9
4
8
6
5
3
6
7
8
2
4
7
5
6
Likelihood
3
4
1
2
5
Probability
11
Speed and Responsiveness
  • Separate Plans
  • Emergency Response
  • Disaster Recovery
  • Flexible Responses
  • Agile Contracting
  • Simplified Procedures
  • Mutual Agreements of Understanding
  • FAR

12
Other Considerations
  • Employee treatment
  • Manual Operations vs. Automated
  • Financial and Legal Impacts
  • Political Impacts

13
What should be in it?
  • Chain of Succession
  • Pre-delegation of Emergency Authorities
  • Emergency Action Steps
  • Designation of Emergency Operating Centers (EOCs)
  • Designation of Alternate Work Sites and EOCs
  • Safeguarding Essential Records

14
Contents Continued
  • Alert and Warning Procedures
  • Emergency Public Information
  • Protection of Resources, Facilities and Personnel
  • Training and Exercises
  • Recovery Priorities
  • Web Site www.fema.gov/plan/ehp/response.shtm

15
Continuity Planning Process Review
  • Step 1 Analyze Risk
  • Identify
  • Do Impact Studies
  • Develop Mitigation Strategies
  • Step 2 Prepare Plans and Train
  • Step 3 Test the Plans
  • Step 4 Evaluate and Modify
  • Step 5 Repeat the Process

16
Any Questions ?
  • Freeway Crash Fire 5/07

17
What is our role in continuity planning?
  • That Depends!
  • On What Step?
  • Planning(Mitigation Preparedness)
  • Response
  • Recovery

18
PLANNING - HAVE YOUR OWN PLAN .
  • Everyone should be involved
  • Talk about it
  • Practice it
  • Remember, there is a reason we should have
    earthquake fire drills.
  • When the water is rising,
  • is not the time to look
  • for a sandbag vendor.

19
Items To Be Addressed In Planning
  • Workers/Employees and Their Families
  • Facilities and Data
  • Status and Backup
  • Continuity of Business
  • Inventory of Building Contents
  • Damage
  • Replacement
  • Customers and Suppliers
  • Disaster - Public Information

20
Disaster Manual
  • Procedures
  • Emergency Employee Information
  • Agreements with Other Purchasing Agencies MOU
    (PREP)
  • Procurement Card Information, Generic Vouchers
  • Warehouse Listing
  • Vendor Listing
  • Vendor Emergency Information
  • Contracts and Price Agreements
  • FEMA Documents
  • State Resources
  • Purchase Order Log
  • Maps by City County

21
Other Tools
  • Contracts
  • Disaster Debris Removal Disposal Services
  • Heavy Equipment Rental
  • Mold Remediation (Industrial Hygiene Services)
  • Generator Other Equipment Rentals
  • Roof Repair and Replacement
  • General Construction Building Repair
  • Ice (in Summer) Blankets (in Winter)
  • Rental of Portable Toilets
  • Repair and Replacement of Fencing

22
Other Contracts
  • Optional Contracts
  • Canal Cleaning
  • Food Catering
  • Tent and Chair Rental
  • Rental of Roll Off Trash Containers
  • Warehouse stock of safety supplies
  • Bottled Water
  • Prescriptions
  • Transportation bus, taxi, other
  • Laundry supplies or services
  • Mobile phones or phone cards
  • Hygiene kits
  • Plastic wrap

23
Other Tools
  • Special set of purchase orders
  • P805600
  • E800001
  • Listing and phones of key contractors and vendors
  • Equipment rental, food, water, etc.
  • Printout of all vendors by commodity
  • List of essential personnel and cell phones
  • Your Staff
  • Key Agency Staff
  • Key contracts, notify (time permitting)
  • Debris, call and place on alert
  • Monitoring, generators, equipment rental, etc.

24
More Things to Consider
  • MOU with other agencies local distant
  • Rent refrigerated trucks
  • Have 2 days before storm and fill to capacity
    with bagged ice and food, time permitting
  • Final warehouse/stock inventory
  • Counts and Dollar Amount
  • Listing of other Purchasing Agencies
  • NIGP - Utah Chapter Directory
  • EdPAC Directory
  • Contracts and Price Agreements
  • Copies in Binder
  • Pre-printed Vouchers to give to displaced persons
  • Inventories of what is in your building
  • Copies in Binder
  • For Insurance and replacement purposes
  • Personal items too!

25
Communication Plan
  • Radios
  • COWs
  • Cell sites On Wheels
  • Three mile radius
  • Place strategically
  • Single most important item that will fail

26
POs, Procurement Cards Vouchers
  • Manual P O system
  • Vouchers
  • Medical needs
  • Transportation needs
  • Procurement Cards (P-Cards)
  • Secured until disaster or used daily
  • Raise limits
  • Keep list at home or a secure place
  • Bank numbers

27
Training Exercises
  • You must practice
  • Training Exercises will bring out your
    shortcomings and help you gain confidence.
  • The Process Outline

28
The Exercise Development Process
  • ORIENTATION Key players review plans
    procedures, ask what if.
  • DRILL Test equipment personnel
  • TABLETOP Key players react to a scenario group
    problem solving
  • FUNCTIONAL Evaluate a function Measure
    resource adequacy
  • FULL-SCALE large scale, top to bottom use of
    equipment personnel, multiple agencies involved.

29
EVALUATION
  • Review what worked and what did not.
  • Make corrections.
  • Prepare for the next exercise.

30
Response -
  • Stay Calm
  • Check to see that you and others are ok help
    those needing assistance.
  • If able, put your
  • plan into effect.
  • Check your phones
  • Contact suppliers
  • Respond to requests

31
FEMA GUIDELINES
  • Procurement must follow FEMA guidelines in order
    to ensure reimbursement from the federal
    government by
  • Retaining original receipts and documentation
  • Making no contract or purchase contingent upon
    federal reimbursement
  • Making emergency p.o. or contracts site
    specific
  • Rent or lease equipment instead of buying
  • Document in detail all oral requests
  • Require that all bid, performance and payment
  • bonds are issued

32
FEMA GUIDELINES Continued
  • Encouraging contractors to support local economy
    by including a provision that requires
    contractors to use materials and supplies and
    hire laborers to the extent possible within the
    disaster area.
  • Utilizing contracts for removal of debris or
    wreckage on fixed price or unit price

Know the Rules!
33
FEMA CATEGORIES
  • Category A Debris Removal
  • Category B Emergency Protective Measures
  • Category C Road Systems
  • Category D Water Control Facilities
  • Category E Building and Equipment
  • Category F Utilities
  • Category G Parks, Recreational, and Other

34
Disaster Related Charges
  • Was it damaged as a direct result of the
    disaster?
  • Is this needed as a direct result of the
    disaster?
  • Was the health, safety or welfare of people at
    risk?
  • What was damaged? Item, asset , serial number,
    etc.
  • When was it damaged?
  • Why is this needed/ Power shortage, flooding,
    etc.
  • Example
  • Incomplete Floodwaters washed away a 20 foot
    section
  • of road embankment.
  • Complete Floodwaters washed away a
  • 20L x 5W x 10H section of earthen embankment
    along a secondary two-lane asphalt paved road,
    resulting in
  • travel being restricted to one lane.

35
RECOVERY
  • Any activity to return vital life-support systems
    to minimum operating standards and such activity
    designed to return life to normal or improved
    levels
  • Crisis Counseling
  • Debris Removal
  • Reconstruction
  • Loans and Grants
  • Rebuilding

36
  • DOCUMENT
  • DOCUMENT
  • DOCUMENT
  • Before, During and After

37
Review
38
Decisions
  • Remember that the most important decisions you
    will make with regard to an emergency are the
    decisions that you make before it happens.
  • Thank You
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