Emergency Procurement of Disaster Relief Materials & Services

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Emergency Procurement of Disaster Relief
Materials Services
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What Defines an Emergency Procurement?

• An emergency is an occurrence of a serious and
  urgent nature that demands immediate action.
  Emergency procedures may be used to purchase only
  that which is necessary to cover the requirements
  of the emergency. Subsequent requirements shall
  be obtained using normal purchasing procedures.
  The potential loss of funds at the end of a
  fiscal year is not considered an emergency.

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What Defines the Type of Emergency Procurement?

• For an emergency purchase required to protect
  personal safety or property, efforts should be
  directed to finding a source and directing the
  contractor to proceed however, such procurement
  shall be made with such competition as is
  practicable under the circumstances (Code of
  Virginia, 2.2-4303F). This does not relieve
  the agency from negotiating a fair and reasonable
  price and subsequently documenting the
  procurement action.

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• For other types of emergencies, competition
  should also be sought to the maximum extent
  practicable. Vendor's qualifications may be
  checked and verification of insurance coverage,
  if applicable, information on warranty offered,
  and any other data pertinent to the procurement.

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How Does a Locality get Resources from the State?

• There are several steps a Locality must complete
  before requesting resources from the Commonwealth
• During an Emergency where resources are required
  a Locality must
• Declare a Local Emergency
• Determine the need for resources
• Determine the scope of work for these resources

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How Does a Locality get Resources from the State?
(cont)

• Determine the duration that these resources will
  be needed for
• The locality must determine that they cannot
  obtain the resource themselves through current
  available means

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How Does a Locality get Resources from the State?
(cont)

• In many cases, procurement planning can reduce
  the need for using emergency procedures. Each
  agency should prepare and keep current a list of
  local sources of goods and services that might be
  needed in an emergency. Information on rates and
  charges should be established and agreed upon in
  advance. In addition, on call, as needed
  annual contracts for various services may be
  competitively bid to expedite action, ensure
  adequate support, and reduce the cost of meeting
  emergency requirements.

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Additional Local Resources for Fulfilling a
Resource Request

• The Commonwealth of Virginia has established 9
  Emergency Services Contracts as well as 8 Debris
  Management Contracts for use during an event.
• These contracts are pre-negotiated Emergency
  Services Contracts for use by state agencies and
  localities upon the completion of the following
  requirements
• An Event has Occurred
• A Local or State Declaration has been established
• Permission to use the Contracts has been received
  from the Logistics Chief at the State EOC

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What Types of Services Do these Contracts Provide?

• These contracts provide for the following
  supplies and services
• Generators, Cable, Electricians Other Items
• Pumps, Hoses Operators
• Water, Ice, MREs, Mobile Kitchen Units
• Tents, Base Camp Operations
• Fuel, Fuel Trucks Operators
• Many more items that have been identified as
  essential to any response to an emergency

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Requesting Resources From the State

• Once the Locality has determined that they need
  resources from the State the following must
  occur
• The Request for Resources must be coordinated
  through the Local Emergency Management
  Coordinator
• The Request for Resources should be entered into
  WebEOC

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Requesting Resources From the State

• The request must include the following items
• Size of the Resource
• Amount of the Resource needed
• Location the Resource is needed at
• Type of Resource needed
• Time that the Resource is needed
• This information follows what we refer to as the
  SALTT concept at VDEM

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Requesting Resources From the State

• In addition to the above information, the
  following information is also needed to completed
  the request
• Scope of Work What is the resource going to be
  utilized for
• Estimated duration that the Resource will be
  needed
• Point of Contact Who does the resource report
  to when it gets on scene
• Phone Numbers Who do we call to verify
  information about the resource or to alert that
  the resource is on scene

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What Happens Next?

• Once a Resource Request is received and forwarded
  to the Logistics Section, we then proceed to
  locate a vendor for the resource that can provide
  the resource in an efficiently timely manner.
• Once the resource has been located, we will then
  connect the locality and the vendor together to
  proceed with acquiring the resource

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What Happens Next? (cont)

• The Locality is responsible for procuring the
  resource once the vendor has been located.
• The Locality is also responsible for payment to
  the vendor for the resource as well as any terms
  and conditions associated with the procurement of
  the resource

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Can a Locality Request Resources Directly from
FEMA?

• NO
• A Locality once it has determined that it cannot
  acquire a needed resource, must request that
  resource from the State.
• Va. Code 44-146.19.D. authorizes the local
  emergency manager to develop mutual aid
  arrangements with other states or localities in
  other states in case of disasters. The statute
  does not authorize a Virginia locality to enter
  into an agreement with the federal government.

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What Happens with a Request for Resources?

• Once the Request for Resources is received by the
  Logistics Section it goes through a predetermined
  set of steps to acquire the Resource. They are as
  follows

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What Happens with a Request for Resources? (cont)

• State Wide Mutual Aid is tapped to see if the
  resource is available from other Localities
• Va. Department of Corrections
• ESF 17 Donations Management Once an item is
  donated to the state for an event it then becomes
  a state asset
• Resource Management Unit This unit is
  responsible for working with our Emergency
  Services Contractors, eVA, etc

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What Happens with a Request for Resources? (cont)

• Private Partners Currently working with us in
  the State EOC we have Wal-Mart, Target, Home
  Depot, Lowes, Kroger, Food Lion, Food City and
  others
• EMAC (Emergency Management Assistance Compact)
  If the resource at this point is unable to be
  found, we will look to our partners throughout
  the United States and its Territories. With
  Virginia being a Legislatively approved member of
  EMAC, EMAC is considered a State Asset

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What Happens with a Request for Resources? (cont)

• If after all of these avenues have been
  exhausted, the State can now turn to FEMA to
  locate the asset. This is done through the
  completion of an ACTION REQUEST FORM (ARF)
• This form can only be generated by the State
  Emergency Operations Center through the Logistics
  Section. It goes immediately to the FEMA
  Logistics Section and then up the ladder to FEMA
  Headquarters

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How Long Does This Take?

• The entire process of finding a resource and
  either connecting that resource back to the
  locality or acquiring the resource has actually
  averaged 30 to 45 minutes since the program was
  revamped
• With this said, our program is designed to have a
  resource on scene within 12 hours of receiving
  the request from the locality. Conditions
  Permitting

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Who Pays for the Resource?

• The locality is responsible for procuring
  payment for the resource once it is located by
  the Logistics Section. This also applies for
  materials and services acquired from the
  Emergency Services Contracts.

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Who Pays for the Resource? (cont)

• Localities are responsible for anywhere from 0
  to 15 of the cost associated with resources
  obtained either through the EMAC system or
  through an ARF to FEMA.
• This is determined by the Physical Stress Index
  as set by the Council of Local Governments (CLG)

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Two Types of a Response to an Event

• There are two phases of a Response to an Event.
  They are
• The Emergency Response Phase (Initial Response)
• The Recovery Phase

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What Might Be Needed During the Emergency
Response Phase

• The Emergency Response Phase is the initial phase
  immediately after an event. Some of the items
  that are important during this phase are
• Generators, Light Towers
• Pumps, Hoses, Operators
• Water, Ice, MREs, Blankets, Cots
• Debris Clearance Teams (for entry only)
• Search Rescue Teams
• Incident Management Teams plus other items

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What Might Be Needed During the Emergency
Response Phase

• The Emergency Response Phase is normally the time
  period that lasts for 72 hours after the event
  has happened. In some cases such as the
  catastrophic hurricanes that have hit the Gulf
  Coast since 2005, this time period has increased
  to as long as 6 months.
• The resources called for during these long
  periods were for life saving and life sustaining
  measures only

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What Might Be Needed During the Recovery Phase

• The Recovery Phase is the phase that you enter
  into after an event that is not an emergency in
  nature and allows time for proper planning. Some
  of the items that are important during this phase
  are
• Debris Management Monitoring
• Long Term Housing
• Water, MREs
• Portable Toilets Showers
• Other items associated with recovering from an
  event

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Preplanning for an Event

• How do you preplan for an event from a
  procurement officials view point?
• You prequalify contractors by gathering
  information about their materials and services
• You identify materials and services that might be
  needed during an event and prepare an Request for
  Proposals (RFP)
• You identify what might be needed to mitigate a
  recovery from an event and either prepare RFPs or
  Requests for Bids (RFB)
• By doing these things, you are well ahead of the
  ball game for responding to an event whether it
  is natural or man made.

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Preplanning for an Event (cont)

• When prequalifying a vendor, information you
  would want to obtain includes
• Company Name Address
• Point of Contacts w/ 24 hr Emergency Numbers
• Price Scheduled
• eVA Registrations SWaM Certification
• Proof of Insurance Va. Business License
• Required Environmental Regulatory Permits
• Other pertinent information needed

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The Outcome

• By Preplanning for an event, man-made or natural,
  through prequalifying vendors, issuing contract
  awards from RFPs and RFBs, you will have enabled
  your Emergency Management Response personnel to
  effectively and efficiently respond to an
  incident. You will also have set up a chain of
  documentation to seek reimbursement, if
  applicable, through the proper means available to
  you as a locality.
• Always include your Local Emergency Management
  Coordinator in these plans!

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References

• Title 44, Chapter 3.2. Virginia Emergency
  Services Disaster Law
• Virginia Department of Emergency Management
  www.vaemergency.com
• Electronic Virginia www.eva.virginia.gov
• Virginia Department of General Services
  www.dgs.virginia.gov/dps/contracts/covacontractsin
  fo.aspx

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References

• Department of Professional and Occupational
  Regulations www.dpor.virginia.gov/dporweb/dporma
  inwelcome.cfm
• Department of Minority Business Enterprises
  www.dmbe.virginia.gov
• FEMA www.fema.gov
• These are just a few of the many resources out
  there. Your handouts give you other available
  materials that are useful to a successful
  mitigation of an event

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Questions

• Kenny Hayes kenny.hayes_at_vdem.virginia.gov
• Duane Sheppard duane.sheppard_at_vdem.virginia.gov
• Peter Rigterink peter.rigterink_at_vdem.virginia.go
  v
• Nealia Dabney nealia.dabney_at_vdem.virginia.gov