Disaster Purchase Order Training

1. Disaster Purchase Order Training Presented by: Lee County Procurement Management 1825 Hendry Street 3rd Floor Ft. Myers, FL 33901 239-533-5450

2. Overview • Disaster Purchase Orders • Procurement to Handle vs. Department to Handle • More Disaster Info • Dealing with FEMA

3. Disaster Purchase Orders • Maintained and distributed by the Division of Procurement • Only used if: State of Local Emergency & Not-Operational (no power) • Otherwise, enter a requisition through OneWorld • Please refer to Section 13.3.3 of the Purchasing manual for more info on DPOs

4. Use of DPOs • The designated employee is responsible for completing the DPO at time of pick-up/purchase (Commercial Counter) • DPO’s can not be revised; you must complete another DPO • Once OneWorld is restored, the fiscal staff is responsible to enter requisitions for all DPOs issued • You must keep complete documentation in case we are assisted by FEMA

6. Lee County Procurement DISASTER PURCHASE ORDER DISASTER PURCHASE ORDER P.O. Box 398 Ft. Myers, FL 33902 - 0398 Phone (239) 533 5450 Fax (239) 485 - 5460 T his document is valid only in the event of a declared state of local emergency by the Board of County Commissioners and/or designee as per Lee County Ordi- nance No. 87 - 01, adopted by the Board on 01/14/87. • Disaster Purchase Orders are maintained and distributed by the Division of Procurement Management. • - Disaster Purchase Orders (DPOs) are ONLY to be used if we are in a: • State of Local Emergency • AND • we are Not-Operational • - Please refer to Section 13.3.3 of the Purchasing Manual for more info on DPOs

7. Please Check “Type of Work” ( ) EMERGENCY WORK:Defined as work which must be performed to reduce or eliminate an immediate threat to life, protect public health and safety, and to protect improved property that is threatened in a significant way as a result of the disaster. There are specific eligibility criteria for the two emergency work categories; Category A Debris Removal and Category B Emergency Protective Measures. ( ) PERMANENT WORK:Defined as work that which is required to restore a damaged facility, through repair or restoration, to its pre-disaster design, function, and capacity in accordance with applicable codes or standards. (Categories C-G)

8. Category A: Debris Removal • Emergency work to remove and clean up debris off of publicly owned properties • i.e., sand on streets, down trees, collapsed structures, debris from flooded homes • Category B: Emergency Protective Measures • Addresses the need to provide an appropriate emergency measures designed to protect life, safety, property and health • i.e., barricades, evacuation, search and rescue, sandbags, EOC activation • Category C: Roads & Bridges • Addresses damages to non-federal roads, bridges, streets, culverts, sidewalks, curbs, guardrails and traffic control devices

9. Category D: Water Control Facilities • Eligible damages under this category include costs to repair or replace dikes, dams, drainage channels, irrigation works, and levees • Category E: Buildings & Equipment • Damages to publicly owned buildings, their contents, and equipment, including inventory such as refrigerated food items that schools may lose due to power loss • Category F: Utilities • Under this category, assistance is available for damaged water systems, landfills, sanitary sewerage systems, storm drainage systems, and light/power facilities

10. Category G: Parks, Recreational, & Other • Damages to park facilities, fences, structures, parking lots, fish hatcheries, bird nets, boat docks and piers, golf courses, etc.

11. Please check one of the following categories: ( ) Category A: Debris Removal ( ) Category B: Emergency Protective Measures ( ) Category C: Roads & Bridges ( ) Category D: Water Control Facilities ( ) Category E: Buildings & Equipment ( ) Category F : Utilities ( ) Category G: Parks, Recreational, & Other

12. Exact Site/Location/Address for Materials/Services below: This is where the product/service is to be used/delivered/provided.

13. PROJECT# The Project Number will be given to you by the Public Assistance Coordinator (PAC). The Public Assistance Coordinator (PAC) is a customer service FEMA Representative assigned to work with you from the declaration to funding approval. The PAC is trained in Public Assistance policies and procedures and will guide you through the steps necessary to receive funding. This individual will maintain and manage a Case Management File containing information on your projects, conversations regarding the damages to your facilities and issues affecting your FEMA assistance.

14. DPO #: The above number must appear on all shipping labels, packing slips, transport documents, invoices and correspondence. This field is pre-filled out on all DPO’s.

15. Bill To: Deliver To: Lee County Finance Division P.O. Drawer 2238 Ft. Myers, FL 33902 - 2238 Phone (239) 533 - 2100 Fax (239) 485 - 2086 This is where the department is normally located.

16. Deliver Date: This field is used to specify the date the product/service is to be delivered/provided.

17. Account String: Amount to be paid: Authorized by: Your fiscal officer will complete this section after-the-fact.

18. Vendor Address #: Vendor Name: Street Address: City, State, Zip: Phone No.: Fax No.: Dept./Div. Head: Requestor’s Name & Title: Dept/Div. Name: Phone No.: Date/Time: These fields are self-explanatory.

19. Quantity Units Commodity Code Description Unit Price Total  This section is equivalent to the “Order Detail” portion of a Requisition/Purchase Order in OneWorld.

20. Date Received: Received by: These fields are only to be used if the product(s) is(are) being delivered.

21. Total Amount: This is the Total Amount (i.e. $482.00) of all of the detail lines (covered on Page 18).

22. FL State Sales Tax Exemption No.: 85-8012622170C-4 This field is self-explanatory.

23. Any person or affiliate as defined by statue who has been on the convicted vendor list following a conviction for a public entity crime may not submit a bid or a contract to provide any goods or services to the County; may not submit a bid on a contract with the County for the construction or repair of a public building or a public work; may not submit bids or leases of real proper ty to the County; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract wi th the County, and may not transact business with the County in excess of $25,000 for a period of 36 months from the date of being placed on the convicted vendor list. This field is self-explanatory.

24. Approved by: Dept./Div. Director or Designee Signature This is the authorizing signature. This is to be completed by the Department/Division Director or the assigned Designeeat the time of pick-up/order.

25. DPO Distribution • White – Vendor Copy(give to vendor at time of pick-up/order) • Yellow– Procurement Copy(after completion of DPO, forward the copy to Procurement) • Pink – Finance Copy(after completion of DPO, forward copy to Finance along with packing slip and/or invoice) • Gold– Department Copy

26. If Lee County is operational • You will input a requisition through OneWorld • It is imperative that the exact site/location/address for the materials/services is listed in the Order Attachment of the requisition, as well as the date the Board declared the State of Local Emergency

27. Preferred Method of Procurement • Annual Quotes and Contracts or Disaster Vendors • Local Merchants (if available)

28. Existing Purchase Orders • Can still be used for non-disaster related items • There is a OneWorld Report (Supplier Disaster Recovery) which lists all of your current/open Purchase Orders • You must have a New Purchase Order for anything related to the disaster

29. So, you will use a DPO only if… • We are in a “State of Local Emergency” and • We are non-operational (i.e. no power)

30. Procurement to Handle vs. Department to Handle • There is no distinction between Procurement to handle vs. Department to handle during/after a disaster.

31. More Disaster Info • Continuity of Operations Plan – all repairs to County buildings will be coordinated through Facilities Mgmt. • Emergency Mgmt Div will be coordinating all emergency operations out of the EOC. • As soon as the initial occurrences pass, the focus will be to document the extent of the damage, provide an estimate of what is needed to repair the damage, and coordinate repair efforts.

32. Dealing with FEMA • Only when the President of the USA declares an area emergency or disaster area. • In this instance, Federal Public Assistance may be made available to Lee County and the municipalities.

33. Dealing with FEMA – cont. • The Applicants Briefing is conducted a few days after the declaration. A Public Assistance Coordinator (PAC) is a customer service FEMA Rep assigned to work with Lee County EOC from the declaration to funding approval.

34. New Procurement Management Website Please see the new Disaster Manual section on our website: http://www.lee-county.com/gov/dept/ProcurementManagement/manuals/Pages/disaster.aspx -Roll over green “Manuals” tab -Click on “Disaster” from the drop down menu This allows you to view all of our disaster contracts on 1 page.