Office of Risk Management Annual Conference Emergency Procurements

Office of Risk Management Annual Conference Emergency Procurements Tammy Grant, CPPB State Purchasing Assistant Director www. doa. louisiana. gov/osp

Office of Risk Management Annual Conference Emergency Procurement Two types of emergencies • Usual Emergencies § Brought about during normal course of business • Catastrophic Emergencies § Governor declares a State of Emergency

Office of Risk Management Annual Conference Usual Emergencies R. S. 39: 1598 and LAC. 34: 1101 -1111 § Conditions for use § Imminent threat to the public health, welfare, safety, or public property § Can’t be met thru normal procurement methods § Written quotations Obtain 3 or more written vendor quotations, whenever practicable § Any offer accepted shall be confirmed in writing. § § Determination required § In writing, including all facts, circumstances including steps leading to contractor selection

Office of Risk Management Annual Conference Record Keeping - Usual Emergencies § Maintain a record that lists (required): § Each contractor’s name and phone number § The amount and type of each contract § A listing of the supplies, services, or major repairs procured under each contract; and § The identification number of each contract file § Submit report to OSP for prep of statewide report § Record for previous FY shall be submitted to the legislature at beginning of legislative session. § State Agency procurements exceeding agency’s DPA should receive prior OSP approval

Office of Risk Management Annual Conference Catastrophic Emergencies § Governor may declare a State of Emergency § Issues an Executive Order outlining procedures to be followed § Governor may waive strict compliance of Procurement Code § However, civil servants should be prudent spenders of the taxpayer’s money § Purchases should be well documented: § Quotes, receipts, invoices, purchase orders, rental agreements, etc. § Serve as a basis for settlement of claims § Will support the State’s request for supplemental federal assistance.

Office of Risk Management Annual Conference LA Emergency Procurement booklet § On OSP Website Helpful Information About Emergency Procurement http: //www. doa. louisiana. gov/osp/publications/emergencyprocurem ent. doc § § Includes information and web links on: § § § § FEMA Reimbursement Information LA Legislative Auditor Disaster Guide Office of State Purchasing (OSP) Office of Contractual Review (OCR) LA Property Assistance Agency (LPAA) Office of Risk Management (ORM) Emergency Contacts

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference OSP Personnel § Works closely with agencies • Establish contracts for resources needed during an emergency § “Pre-order” and “Emergency Contingency” § “Pre-order” statewide contracts § for stocking resources that may be needed during a hurricane § State Purchasing Office will be manned, as needed, with staff during a disaster § assist w/ obtaining resources and quotes

Office of Risk Management Annual Conference Emergency Contracts § Approx. 155 Emergency Contingency Contracts JIT (just in time) with shorter delivery times § Competitively bid to meet FEMA requirements for reimbursement § Multiple awards issued, when applicable, to ensure coverage of resources § Document files with justification to back contract decision choice § Resource lists have been compiled

Office of Risk Management Annual Conference OSP Contract Search - LA e. CAT http: //www. doa. louisiana. gov/osp/lapac/e. Cat/dsp_e. Cat. S earch. cfm § Type “Emergency” in the contract description field to show all emergency contracts § Click on specific Contract # for details § “View Notes” for all terms and conditions that apply to that contract § Click “Print Entire Contract” to view and/or print a complete copy

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference Contract Search - ECAT § View Notes: § Special terms and conditions § 24/7 contact information § Hours of operation § Delivery § Contingency Contract Information

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference Contractors as Partners! § If agency has primary responsibilities during an emergency (sheltering, feeding, security, etc. ) § recommend meetings be held prior to hurricane season § Discuss agency needs and capabilities § commodities and services to be provided § This can prevent last minute disasters from occurring by not understanding the terms of the contracts!

Office of Risk Management Annual Conference Preparing for an Emergency § Many times there is loss of electricity or access to files. § Be Prepared § Necessary records needed during a disaster § “To Go” box, i. e. § Manual copies of necessary contracts § Emergency rules and regulations § Lists of procurement personnel with emergency contact information § Supplies to operate such as pens, paper, markers, folders, etc.

Office of Risk Management Annual Conference Issuing Orders – During Disaster § Loss of electricity or no access to state networks § Most vendors require purchase order numbers to make deliveries § Manual PO #s (GUSTOSP 0001). § Maintain a log § Keep appropriate back-up documentation

Office of Risk Management Annual Conference Issuing Orders - After Disaster § Agency issues order in their purchasing system, i. e. AGPS § Reference the manual purchase order number on purchase order, if applicable § Place all back-up documentation in a file § Obtain any necessary back-up delegation approvals to complete the file

Office of Risk Management Annual Conference ? ? ? Questions? ? ? § Handout: Helpful Information about Louisiana Emergency Procurement: § http: //www. doa. louisiana. gov/osp/publications/emergen cyprocurement. doc § Office of State Purchasing Website: § http: //www. doa. louisiana. gov/osp. htm § Help Desk Email Address & Phone Number: § doa-osp-help-desk@la. gov or (225) 219 -4692