Are You P repared for a Disaster?

1. Are You Prepared for a Disaster? Nancy Brooks, Iowa State UniversityCory Harms, Iowa State University

2. Background • The previous flood occurred when a trio of storms on Aug. 8 through 10 dropped heavy rainfall on central Iowa. According to the National Weather Service, some portions of the Squaw Creek watershed north of Ames received between 10 and 15 inches of precipitation in the days leading up to the flood.

4. 2010 ISU Flood - Jack Trice Stadium

5. 2010 Flood - Hilton Coliseum

6. What Happened at ISU • Video 1 • Video 2 • Video 3 • Video 4

7. Disaster Stages • Assessing the Damage • Immediate Recovery/Clean-up • Repair/Reconstruction/Replacement • Post Disaster

8. Assessing the Damage • Form a disaster committee • Inventory the damage to the University. • Establish tracking mechanisms • Research and understand guidelines and rules that will govern repair, recovery and replacement. • Communication

9. Form a Disaster Committee • Include people from Facilities, Purchasing, Business Office (Business and Finance/Controller), Major affected departments, EH&S. • Schedule weekly meetings to assess progress and issues. • Have FEMA, Homeland Security, Insurance representatives visit the meetings when needed. • Track progress of projects on campus and have a reporting mechanism to gather input from Purchasing, EH&S, Facilities, etc.

10. Inventory the Damage to the Institution • Roads/Sidewalks/Landscape • Structures • Contents • Power/Network/Phones • Non-University items • Student/Tenant property

11. Establish Tracking Mechanisms • Discuss all avenues for procurement that may need to be tracked. • Establish fund accounts or commodity/accounting codes to record disaster expenditures. • Establish a central record of expenditures including dates of order, vendor, quote number, P.O. number, amount, invoiced amount, etc. • Establish separate files for disaster records

12. Research and Understand Guidelines • Get information from insurance carriers, FEMA, OMB -A110, or any other source that affects how you bid and document recovery and replacement efforts. • Repair versus replacement • Like for like • Upgrades for safety or mitigation • Price reasonableness

13. Research and Understand Guidelines • Communicate guidelines to disaster committee, campus, and agents so that purchases are not made that may be rejected for coverage later.

14. Communication • Emergency Contractors • Campus • Students, faculty staff • Communicate the need to work with committee on recovery. • Distribute information regarding health and safety issues. • Warn campus about companies trying to do unapproved work. • Communicate with vendors that visit campus • Vending companies, sales reps, maintenance, package delivery, lawn care, etc. • Street closings • Buildings access • Safety issues

15. Communication • On-site contractors • Concessionaires, dining, security, etc. • Have they sustained damage? • Any facility issues that affect them? • Relocation needed? • Visitors • Tours, alumni, camps, conferences, etc. • Events canceled, postponed, rescheduled. • Changes to street and building access. • Safety issues.

16. Communication • Community • Work with community to address common needs (water, housing, traffic, public safety). • Collaborate on security, disposal, contracting. • Look for ways to eliminate duplication of effort. • Others?

17. Immediate Recovery/Clean-up • Primary Clearance • Trees, water, power lines, debris • Meet the Critical Needs • power, water, safety, relocation • Establish Priorities • Buildings, rooms, items • Cleaning/Sanitation • Abatement and Remediation • Disposal of removed items • Inventory Items for Repair/Replacement • What did we lose? • What is damaged? • Emergency Bidding and Documentation Procedures • Communicate to departments, agents, committee • Understand FEMA recovery versus restoration issues

18. Repair/Reconstruction/Replacement • Formal and Informal Bid Processes • Compare your policies/procedures to FEMA, insurance, etc. and utilize the most stringent. • Document your award process carefully. • Consult with FEMA or Homeland Security to ensure compliance. • Cost Reasonableness • Follow existing procedures for cost reasonableness or establish policy. • Document every purchase. • Review Current Contracts • Federal terms? • Avoid T&M and cost plus contracts

19. Repair/Reconstruction/Replacement • Repair Versus Replacement • Repair when possible • Document need for replacement if safety is an issue • Like for Like • Items should be same model, size, etc. • Need to justify if model discontinued or if replacement will help to mitigate in future. • Used versus new • Disaster Documentation • Electronic files for transmission • Separate files for FEMA/Insurance • Insurance Versus FEMA • Know what is covered, liability, business interruption • Understand how to match FEMA funds • Mitigation potential

20. Post Disaster • Perform Mitigations • Auditing of Contract Billings • Establish Needed Contracts for Future • Review Data • Query systems to ensure that you have accounted for all purchases. • Check that all Purchasing documentation is complete. • Submit Documentation to External Parties • Insurance, FEMA, etc. • Review Your Plan • What worked, what didn’t? • Document any changes to plan

21. Review Disaster Stages • Asses the Damage/ Pre-Recovery • Immediate Recovery/Clean-up • Repair/Reconstruction/Replacement • Post Disaster