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Procurement’s Role:Preparing For & Encountering DisastersMo Denny

SCEMD, Chief, Finance and Administration

March 9, 2017

AgendaSCEMD Roles and ResponsibilitiesPreparing for a Disaster

Training and ExercisesPublic AwarenessEmergency On-Shelf Contracts

Disaster Operations and Lessons LearnedInitial Reactions2015 Severe Flooding2016 Hurricane Matthew

Summary and Questions

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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.

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SC Possible Disaster Events

SC Code of Laws§ 25-2-420

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

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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

Administration & Finance

Public Information

Initial Recovery and Mitigation

Emergency Support Functions

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Emergency Support FunctionsESF 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 EmergencyManagement 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

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Response Structure

Municipalities(Response)

Counties(Response)

State(Support)

Federal(Support)

Preparing for a Disaster

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•Planning•Training•Exercising•Communicating•Coordinating

SCEMD

Public Information

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Emergency Contracts

Cots, FoldingMeals, Ready-to-Eat (MRE)Polyester Blue TarpsWater, BottledMotor Coaches for Emergency EvacuationDisaster & Technical Support Services Transportation ServicesPersonnel Support Services-SEOC and Recovery

Statewide term contracts for “Emergency Supplies” may be found at the following link: http://procurement.sc.gov/agency/contracts/goods-and-services

Local Disaster PreparednessSCEMD 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

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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

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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

• 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

Using FEMA Assets

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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 “98000008”; 2016 Hurricane Matthew “98000009”)

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.

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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 Rip Rap StoneTrucking Interpreter ServicesSoftware Support GIS DumpstersWater Pumps and OperatorsTarps FuelSand ForkliftsSandbags PortaletsStorage Boxes SiphonsChemicals (Water Purification) SEOC Food ContractsBatteries Light SetsHauling Services Engineer Professional Services

Total Procurement costs: $7,006,737.50

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2016 Hurricane Matthew

Total Procurement costs: $8,371,181.88

Emergency Equipment & Personnel Rip Rap StoneTrucking Interpreter ServicesSoftware Support GIS DumpstersWater Meals Ready to Eat (MRE’s)Tarps FuelGloves/Waders/Chainsaw blades & oil ChainsawsSandbags PortaletsStorage Boxes Dog CratesTransportation Managers SEOC Food ContractsPallets IceHauling Services Personnel Services

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.

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Summary and Questions

Thanks for allowing SCEMD to speak to you today!