office of risk management annual conference emergency procurements tammy grant, cppb state...
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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 EmergenciesR.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
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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
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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/emergencyprocurement.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
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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
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OSP Contract Search - LA eCAT
http://www.doa.louisiana.gov/osp/lapac/eCat/dsp_eCatSearch.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!
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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.
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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 (GUSTOSP0001). Maintain a log Keep appropriate back-up documentation
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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
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???Questions???
Handout: Helpful Information about Louisiana Emergency Procurement:
http://www.doa.louisiana.gov/osp/publications/emergencyprocurement.doc
Office of State Purchasing Website: http://www.doa.louisiana.gov/osp/osp.htm
Help Desk Email Address & Phone Number: [email protected] or (225) 219-4692