PREPAREDNESS for PROCUREMENT PROFESSIONALS in CRISIS SITUATIONS

1. PREPAREDNESSforPROCUREMENT PROFESSIONALS inCRISIS SITUATIONS June 7, 2011 Commonwealth of Virginia Virginia department of emergency management 2011 Emergency Management Procurement Forum

2. Your Presenters: • Darren C. Muci, CPPO • Division Director, Operations • Wichita Public Schools, Wichita, KS • dmuci@usd259.net Galen Davis • Director of Operations • Haysville Public Schools, Haysville, KS • gdavis@usd261.com

3. Participant Identification • Years of experience in your field • 0-5 years - 5-10 years • 10-15 years - 15-20 years Do you currently have an emergency preparedness plan in place?

4. What Do You Do? • It’s 135p and you’re excited about attending your child’s 700p band concert. • Your deputy Purchasing manager is ill today and you’ve got to finish a draft of the RFP for MIS Consultant services before 500p. • Your Secretary is finishing a draft of your department’s proposed budget. • The phone rings – There’s a large fire in an apartment complex that’s threatening a chemical supply store. Power has been shut off in the area. The Emergency Operations Center has been activated.

5. Today’s Topics: • Framing Our Discussion • Pre Emergency Planning • Practical Application Exercise • Emergency Purchasing Manual • What To Do During a Crisis • What To Do After a Crisis • Crisis Examples

6. Conference Observations • Clifford Oliver – “Pre-planning; have resources available. Plan for the worst of the worst (maximums of maximums)….there is no baseline”. • Joe Coyle – “Share best practices with cohorts...” • Chris McIntosh – “Communication…a lifeline…” • Duane Sheppard – “Delineate first response necessary resources, secondary resources, etc….carefully consider if a contract would even be beneficial…” • Andree Cohen – “Global, all-inclusive preparedness is necessary...have FEMA get you a cruise ship…” • Peter Rigterink – “Remembering the basics of professional procurement …” We’ve Come a L O N G way!

7. The Calm …

8. …the Storm!

9. Why Manage For Emergencies? INVESTMENTS! • Helps Plan for the Unknown • Identifies Organizational Strengths • Identifies Organizational Shortcomings • Promotes Total Readiness • Allows for “Strategic Reaction” Emergencies Can Happen ANY TIME!

10. Protect Yourself From Mayhem… Chapter 1: Stupid Employee Tricks “…I have more information about the fire that occurred in the art room… After the students were evacuated, the art teacher indicated that she had been using a lighter to heat up the thermostat in order to trick it into kicking on the A/C... She readily admits that it was a stupid mistake and that she knows better; especially since her husband is a Captain in the Fire Department…”

11. Elements of Emergency Management • Mitigation/Prevention • Reduce or eliminate risk to life and property • Preparedness • Planning for the worst case scenario • Response • Steps to take during a crisis • Recovery • Restoring normalcy after a crisis

12. Types of Emergencies • Natural Disasters • Floods, Blizzards, Storms, Drought • Public Service Disruptions • Gas Leak, Power Outage, Water Distribution Failure • Terrorism and Other Violence • Domestic/Foreign Terrorism, Gang Fights, Bomb Threats, Workplace Shootings • Medical Problems • Pandemic Diseases, Heart Attack, Breathing stoppage

13. Crisis Photos

14. Other Emergencies • Unique Situations: • Animal attacks • Missing citizens • Law Enforcement activities • Freak storms

15. Crisis Photos

16. Other Crisis Possibilities • Bomb Threat/Suspicious Device • Person with Firearm • Water Main Break • Explosion and Fire • Gas Leak • Person(s) with Health Emergency(ies) • Violent Argument Breaks Out • Tornado Strikes YOUR Community What Is Your Plan for Handling?

17. The Crisis Plan

18. A Crisis Plan • A Basic Guide to planning for a response to an emergency, extraordinary event or incident. • A response system for coordinating and deploying resources for preparedness, response and recovery for ALL SERVICES.

19. Crisis Planning • A Crisis Plan MUST be: • An agency-wide document/process • Current • Understood by ALL • Communicated to Staff, Customers (Citizens), and Emergency Responders • Coordinated w/Agency Officials and Emergency Responders • Reviewed and Practiced • Revised as needed – at least annually

20. Getting Purchasing Engaged

21. The Purchasing Piece… • Three-Legged Stool • Crisis Plan • Crisis Leadership • Crisis Team Maximize and Strengthen Your Crisis Plan, Leadership and Crisis Team!

22. Operational Responsibilities • Have Agency Authority and Policy Authority • Be Ready to Respond and Serve • Emergency Purchasing Manual Updated • Communicate with Vendors • Make and Track Appropriate Purchases • Reconcile Purchases • Be Mindful of What Else is Happening Always Ready To Serve

23. Getting Purchasing Involved • Discuss with Your Supervisor • Get Training in Emergency Management • Develop Purchasing Procedures Manual • Develop Emergency Purchasing Manual • Practice Responding to Emergencies • Volunteer to be a Crisis Team Member • Become a Community Volunteer Always Be Prepared to Serve

24. Process Thinking * What Must Purchasing Do? The Next Step In The Process • Developing Staff for Support Groups • Doing the Right Work • Getting Work Done • Getting the Work Done Correctly • Working Interdependently • Managing the System and Systems • Adapting to Change * Six Domains of Group Development

25. Purchasing Responsibility • S.C.O.P.E. • Support • Collaboration • Organization • Professionalism • Efficiency

26. Purchasing Responsibility • S.C.O.P.E. • Support • Prepare to Provide Support • Collaboration • With Support Departments • Organization • Focus on What’s Important • Professionalism • Be prepared to Serve • Efficiency • Track all Activities and Transactions

27. Pre-Emergency Planning

28. Purchasing Readiness • Identify Key Purchasing Agents • Purchase Emergency Supplies • Purchase Office Supplies • Purchase Communication Supplies • Identify Vendor “Partners” • Develop Contracts for Emergency Purchases and Services • Develop Purchases Tracking Method • Know the Incident Commander

29. Crisis Team • Confident • Competent • Available • Calm • Deliberate • Focused • Multi-Tasker • Responsible • Flexible • Adaptable • Knowledgeable • Logical Decision Maker • Trustworthy • Service Oriented Member Strengths and Capabilities

30. Purchasing Preparedness • Emergency Procedures Manual • Emergency Contact information • Staff Responsibility List • Desk Supplies • Paper/Pens • Laptop • Purchasing Procedures Manual • Procurement Card • Cell Phone • Emergency Vendor List • List of Available Agency Resources Purchasing “Go Bag”

31. Purchasing/Operational Tools Remote Office Equipment and Supplies • Laptops • Printers and Scanners • Cell Phone • Remote Network Access • Flash Drives or Cloud Storage Access • Backup Purchasing System • Manual Purchase Order Template

32. Emergency Site Needs • Flashlights & Batteries • Flares • Cell Phones and Radios • Medical Supplies • First Aid kit • Gloves and Toolkits • Sand bags • Digital Cameras • Voice Amplification Device • Laptop, Printer, FAX and Scanner • Power Tools • Portable Toilets • MRE’s • Toiletries • Respirators • Hot/Cold weather gear • Body Bags • Bio-Hazard Equipment • Field Phone Lines • Tents/Shelters

33. Other Possible Needs Field Needs • Transportation and Fuel • Food and Utensils • Deliveries • Command Center Vehicle and Building • Batteries • Heavy Equipment • Trash Removal • Hazardous Waste Removal

34. Practice Makes Perfect

35. Event Practice Table Top Exercise - • In-Service Training • Introduce a Crisis Incident (Storm, Fire, Chemical Spill) • Identify the Current Situation (4:00 p.m., staff shortage) • Discuss and Take Action • Escalate the Crisis Incident (significant damage occurs) • Alter the Current Situation (family member casualty) • Discuss and Take Action

36. Event Practice Table Top Exercise (continued) • Further Incident Escalation (it’s now night time) • Alter the Current Situation (family casualty) • Discuss and Take Action Model Debriefing • End Training and Discuss Your Performance • Share Results with Supervisor 13 Volunteers

37. PREPAREDNESSforPROCUREMENT PROFESSIONALS Break!

38. Practice Crisis Event

39. Emergency Purchasing Manual

40. Emergency Purchasing Manual • General Guidelines: • Part of Purchasing Procedures Manual • Every Staff Member Has a Copy • Emergency Operations Center Copy • Agency Emergency Operations Binder • Your Agency’s Intranet/Online Portal • Backup in a Media Version • Fluid Document that is Always Updated

41. Emergency Purchasing Manual • Development: • Appropriate policies and procedures • Identify purchasing methods • Identify necessary commodities and services or disciplines • Identify vendors and emergency (after hours) contact information

42. Emergency Purchasing Manual • Organization: • Purchasing Staff information • Key Agency Staff information • Applicable Policies, Procedures and Statutes • Quotation Form • Purchases Log • Listing by Commodity and Services or Discipline • Listing by Vendor with Contact Information

43. When An Emergency Strikes

44. Initial Considerations • Where is the Emergency? • Is Your Financial System Functional? • Is a Purchasing Agent needed in the field? • What Agency will take control? • What are the Immediate Internal Needs? • How Long Might the Emergency Last? • Do you have the Necessary Resources? • How do you acquire Necessary Resources?

45. First Moves • Assess the Situation • Contact Your Supervisor • Contact Chief Financial Officer • Is the Financial System Stable? • Establish funding mechanism • Identify Appropriate Purchase Methods • Contact Incident Commander • Send Purchasing Rep to Emergency Operations Center • Engage/Advise Purchasing Staff of Emergency • Activate Purchasing “War Room”

46. War Room Contents • Conference Room • Computer/Network Access • Cable Televisions/Monitors • Ample Power Outlets • Speaker Phone • Weather/Police Radio Scanner • Presentation Pad/Marker Board • Clock and Calendar • Office Supplies

47. Initial Vendor Contacts • Financial Institution • First Line Vendors - Governed by Situation • General Contractors • Food Vendors • Emergency Materials and Supplies • Stand-by Vendors • Specialized by Discipline • 24-Hour Retail Establishments • Industrial Supplies Vendors • Consider Establishing Contingency Contracts!

48. Other Considerations….. • What’s Happening in the Purchasing Office? • How are YOU doing? • Cycling of Purchasing Agents? • What Else Needs to be Done Today? • How Long Might the Emergency Last? • What Will Tomorrow Bring? • Can Other Agencies Assist? • Can National Institute of Governmental Purchasing (NIGP) Assist?

49. Agency Emergency Operations Center • Level of Activation – Who is in Charge? • (A) Initial, (B) Service, (C) Expanded • Coordinate with Emergency Operations Center Chief!! • Where is Purchasing Stationed? • Manuals and Desk Supplies • Telephone (Land and Cell), Computer, Printer, Scanner, FAX machine

50. Agency Emergency Operations Center • Initial Responsibilities • Vendor Contact, Food, Vendor Follow-ups • Support from the Purchasing Office • Who is “Running the Show?” • Identify Relief Purchasing Agent