Emergency Procurement of Disaster Relief Materials & Services

1. Emergency Procurement of Disaster Relief Materials & Services

2. 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.

3. 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.

4. 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.

5. 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

6. 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

7. 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.

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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.

16. 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:

17. 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

18. 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

19. 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

20. 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

21. 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.

22. 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)

23. 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

24. 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

25. 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

26. 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

27. Preplanning for an Event • How do you preplan for an event from a procurement official’s 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.

28. 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

29. 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!

30. 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/covacontractsinfo.aspx

31. References • Department of Professional and Occupational Regulations – www.dpor.virginia.gov/dporweb/dpormainwelcome.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

32. Questions • Kenny Hayes – kenny.hayes@vdem.virginia.gov • Duane Sheppard – duane.sheppard@vdem.virginia.gov • Peter Rigterink – peter.rigterink@vdem.virginia.gov • Nealia Dabney – nealia.dabney@vdem.virginia.gov