Procurement s Role: Preparing For & Encountering Disasters

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Frederick Cain
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Finance and Administration March 9, 2017 Agenda

a Disaster Training and Exercises Public

1 Procurement s Role: Preparing For & Encountering Disasters Mo Denny SCEMD, Chief, Finance and Administration March 9, 2017 Agenda SCEMD Roles and Responsibilities Preparing for a Disaster Training and Exercises Public Awareness Emergency On-Shelf Contracts Disaster Operations and Lessons Learned Initial Reactions 2015 Severe Flooding 2016 Hurricane Matthew Summary and Questions 1

Who We Are SCEMD is a division of the Military Department of South Carolina under the Adjutant General, but the Division reports directly to and advises the Governor during major emergencies and

2 Who We Are SCEMD is a division of the Military Department of South Carolina under the Adjutant General, but the Division reports directly to and advises the Governor during major emergencies and disasters. SCEMD Mission South Carolina Emergency Management Division leads the state level emergency management program in order to minimize the loss of life and property from all-hazards events. 2

3 SC Possible Disaster Events SC Code of Laws Outlines SCEMD responsibilities Includes: Coordinating a state emergency operations plan Conducting a statewide emergency preparedness program to execute the plan Establishing an emergency operations center Developing a system of reporting and analyzing emergency information SC Regulation 58-1 and 101 are supporting regulations 3

State Emergency Operations Center (SEOC) The State Emergency Operations

Coordination Center (MACC) to coordinate, synchronize and facilitate

Structure Executive/Command Group Operations Plans Logistics Emergency

4 State Emergency Operations Center (SEOC) The State Emergency Operations Center is not a command headquarters The SEOC serves as a Multi-Agency Coordination Center (MACC) to coordinate, synchronize and facilitate activities conducted by County and/or local Incident Management Teams SEOC Structure Executive/Command Group Operations Plans Logistics Emergency Support Functions Administration & Finance Public Information Initial Recovery and Mitigation 4

5 Emergency Support Functions ESF 1 Transportation (DOT) ESF 2 Communications (Dept. of Administration- Technology) ESF 3 Public Works and Engineering (SFAA State Engineer) ESF 4 Fire (LLR Fire Marshal) ESF 5 Emergency Management (SCEMD) ESF 6 Mass Care (DSS) ESF 7 Finance and Administration (SCEMD, SFAA Support) ESF 8 Health and Medical (DHEC) ESF 9 Search and Rescue (LLR Fire Marshal) ESF 10 Hazardous Materials (DHEC) ESF 11 Food (DSS) ESF 12 Energy (ORS) ESF 13 Law Enforcement (SLED) ESF 14 Recovery and Mitigation (SCEMD) ESF 15 Public Information (SCEMD) ESF 16 Emergency Traffic Management (DPS Highway Patrol) ESF 17 Animal and Agricultural Emergency Response (CULPH) ESF 18 Donated Goods and Volunteer Services (Dept. of Administration GS) ESF 19 Military Support (NG) ESF 24 Business and Industry (Commerce) Key Tenets of Emergency Management in SC All phases of responding to an emergency begin, occur and end locally The authorities and responsibilities remain with the local officials Assistance from the next level only takes place after all resources are exhausted or exceeded State and Federal agencies are there to assist, not to take control 5

6 Response Structure Municipalities (Response) Counties (Response) State (Support) Federal (Support) Preparing for a Disaster 6

7 SCEMD Planning Training Exercising Communicating Coordinating Public Information 7

8 Emergency Contracts Cots, Folding Meals, Ready-to-Eat (MRE) Polyester Blue Tarps Water, Bottled Motor Coaches for Emergency Evacuation Disaster & Technical Support Services Transportation Services Personnel Support Services-SEOC and Recovery Statewide term contracts for Emergency Supplies may be found at the following link: Local Disaster Preparedness SCEMD provides each of the 46 SC counties annual Emergency Management Performance Grant funding. Some counties receive additional Fixed Nuclear Facility funds for emergency planning/training. County mutual aid support agreements. Counties and municipalities should consider contracts for: Debris Operations Ambulances Other transportation 8

9 Local Emergency Response Counties and municipalities responding to the emergency should utilize internal resources & resources of other public entities prior to requesting outside vendor resources. Public Entities may secure resources via statewide term, your procurement contracts, or via other emergency purchasing procedures authorized by your local code. Procurement operations are an integral part of disaster response. Disaster Operations and Lessons Learned 9

10 State of Emergency When the Governor issues an Executive Order declaring a State of Emergency for a possible event: The South Carolina Emergency Operations Plan is placed in effect The SC National Guard can be placed on state active duty Licensing and registration requirements for property protection and essential services may be suspended FEMA is authorized to provide emergency protective measures assistance Using FEMA Assets 2015 Severe Flood: 44 truckloads of water Swift water rescue teams Engineers for Dam assessments River gauges 2016 Hurricane Matthew: Alpha Pack with bottled water, meals, infant and toddler kits, cots, blankets, etc. Engineers for Dam assessments Veterinary medical support services Requires 25% state cost share 10

11 Internal Order Number Upon the activation of the South Carolina Emergency Operations Plan (SCEOP) an Internal Order number is requested and established within the State Accounting system. (2015 Flood ; 2016 Hurricane Matthew ) Used by all state agencies to identify all costs related to the event. Why? Accounts for all costs so the state can readily identify and report. Makes it easier if a disaster Presidential Declaration is declared for FEMA reimbursement claim. ESF 7 Initial Procurement Actions ESF-7 notifies State wide term/agency contract holders of heightened emergency status & potential use of contracted goods & services. ESF-7 responsibilities include contacting potential sources of supply (Federal GSA, State, and Local Government or private vendors) and placing orders to include deliveries and documenting transactions. Activate Memorandums of Understanding (MOU), Blanket Purchase Orders (BPO), and Blanket Purchase Agreements (BPA) that may be used with vendors to supply items that are time-sensitive or in short supply & would be necessary during emergency response. 11

12 Event Challenges Reporting and communications Access to and control of impacted areas Power/water/utilities outages and restoration Sustainment and feeding operations Impact of debris Routes before, during and post-event Consolidation and operations in affected areas Return to normalcy 2015 Severe Flood Procurements Emergency Equipment & Personnel Trucking Software Support GIS Water Tarps Sand Sandbags Storage Boxes Chemicals (Water Purification) Batteries Hauling Services Rip Rap Stone Interpreter Services Dumpsters Pumps and Operators Fuel Forklifts Portalets Siphons SEOC Food Contracts Light Sets Engineer Professional Services Total Procurement costs: $7,006,

13 2016 Hurricane Matthew Emergency Equipment & Personnel Trucking Software Support GIS Water Tarps Gloves/Waders/Chainsaw blades & oil Sandbags Storage Boxes Transportation Managers Pallets Hauling Services Rip Rap Stone Interpreter Services Dumpsters Meals Ready to Eat (MRE s) Fuel Chainsaws Portalets Dog Crates SEOC Food Contracts Ice Personnel Services Total Procurement costs: $8,371, Lessons Learned Training and Exercising essential for success during disasters. Emergency Contracts for commodities and services work! Relationships with vendors important. Total Description of Requirement-Quantity, Unit of Measure, Delivery acceptance, Price Attention to Details-Delivery Location, On-site POC, Phone Numbers, Complete documentation/approvals. Follow-up on delivery, signed receipts, and return of equipment when no longer required. Complete an After Action Review, learn from mistakes. 13

14 Summary and Questions Thanks for allowing SCEMD to speak to you today! 14

ANNEX 5 EMERGENCY MANAGEMENT. South Carolina Emergency Management Division. Non-Governmental Organizations and Agencies

ANNEX 5 EMERGENCY MANAGEMENT. South Carolina Emergency Management Division. Non-Governmental Organizations and Agencies ANNEX 5 EMERGENCY MANAGEMENT COORDINATING: PRIMARY: SUPPORTING: South Carolina Emergency Management Division State, County, tribal and municipal governments Non-Governmental Organizations and Agencies