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									       Procurement’s Role in
    Business Continuity Planning

          By
Gregory Maynard - SLCSD
     Contributors:
 Nora Laudermilk – West Palm Beach, FL
George Zsidisin – Michigan State University
   Robert Combs – Chandler, Arizona
                    &
                  Others
Presentation Goals:
 Provide A Background
 Provide Ideas
 Cause you to THINK
What is the business of your
       organization?
City, County or State
  Public Services
  Public Safety
Public School, College or University
  Education
  Student/Faculty Safety
What is your organization doing to
 insure that it will be around to
    provide these services?

             Planning
Business Continuity Planning

What is it?
“It is having the processes,
procedures, escalation paths and
backup support plans in place to
ensure that the organization
continues to operate should an
interruption and/or crisis occur.”
Critical Elements of Continuity
            Planning



Top management commitment
Ongoing Preparedness
Risk Assessment
Speed and Responsiveness
Other Considerations
Top Management Commitment

Directives communicated to employees
Commitment of Resources
Assigned Accountability and Authority
Established Measurement Metrics
Dissemination of Information
Adopting Policies and Procedures
   Ongoing Preparedness

Mandatory Training
  Briefings
  Drills
Reviews and Update of plans
  Situations change
  People come and go
        Risk Management
Examine Likelihood & Potential
  Manmade: Terrorism, Power Outages,
  Chemical Hazards
  Natural: Floods, Tornadoes, Draughts,
  Earthquakes, Winter Blizzards
  Health: Avian Flu, Anthrax, SARS
  Infrastructures: Buildings and Locations
  Suppliers: Their ability to survive and perform
Create a matrix
                           Risk Matrix

                 5         7     8       9   10


                 4         6     7       8   9


                 3         5     6       7   8


                 2         4     5       6   7
Likelihood




                 1         2     3       4   5



             Probability
Speed and Responsiveness

Separate Plans
  Emergency Response
  Disaster Recovery
Flexible Responses
  Agile Contracting
  Simplified Procedures
  Mutual Agreements of Understanding
  FAR
    Other Considerations

Employee treatment
Manual Operations vs. Automated
Financial and Legal Impacts
Political Impacts
What should be in it?

 Chain of Succession
 Pre-delegation of Emergency Authorities
 Emergency Action Steps
 Designation of Emergency Operating
 Centers (EOCs)
 Designation of Alternate Work Sites and
 EOCs
 Safeguarding Essential Records
Contents Continued
 Alert and Warning Procedures
 Emergency Public Information
 Protection of Resources, Facilities and Personnel
 Training and Exercises
 Recovery Priorities

 Web Site: www.fema.gov/plan/ehp/response.shtm
Continuity Planning Process
           Review
Step 1 – Analyze Risk
  Identify
  Do Impact Studies
  Develop Mitigation Strategies
Step 2 – Prepare Plans and Train
Step 3 – Test the Plans
Step 4 – Evaluate and Modify
Step 5 – Repeat the Process
  Any Questions ?

Freeway Crash & Fire 5/07
What is our role in continuity
planning?

  That Depends!
  On What Step?
    Planning(Mitigation & Preparedness)
    Response
    Recovery
PLANNING - HAVE YOUR OWN PLAN –.

 Everyone should be involved
 Talk about it –
 Practice it –
 Remember, there is a reason
 we should have earthquake &
 fire drills.
 When the water is rising,
  is not the time to look
  for a sandbag vendor.
Items To Be Addressed In Planning

 Workers/Employees and Their Families
 Facilities and Data
   Status and Backup
   Continuity of Business
 Inventory of Building Contents
   Damage
   Replacement
 Customers and Suppliers
 Disaster - Public Information
Disaster Manual
1.  Procedures
2.  Emergency Employee Information
3.  Agreements with Other Purchasing Agencies:
    MOU & (PREP)
4. Procurement Card Information, Generic Vouchers
5. Warehouse Listing
6. Vendor Listing
7. Vendor Emergency Information
8. Contracts and Price Agreements
9. FEMA Documents
10. State Resources
11. Purchase Order Log
12. Maps by City & County
Other Tools
Contracts
   Disaster Debris Removal & Disposal Services
   Heavy Equipment Rental
   Mold Remediation (Industrial Hygiene Services)
   Generator & Other Equipment Rentals
   Roof Repair and Replacement
   General Construction Building Repair
   Ice (in Summer); Blankets (in Winter)
   Rental of Portable Toilets
   Repair and Replacement of Fencing
Other Contracts
  Optional Contracts
      Canal Cleaning
      Food Catering
      Tent and Chair Rental
      Rental of Roll Off Trash Containers
      Warehouse stock of safety supplies
      Bottled Water
      Prescriptions
      Transportation – bus, taxi, & other
      Laundry supplies or services
      Mobile phones or phone cards
      Hygiene kits
      Plastic wrap
Other Tools
 Special set of purchase orders
   P805600
   E800001
 Listing and phones of key contractors and
 vendors
   Equipment rental, food, water, etc.
   Printout of all vendors by commodity
 List of essential personnel and cell phones
   Your Staff
   Key Agency Staff
 Key contracts, notify (time permitting)
   Debris, call and place on alert
   Monitoring, generators, equipment rental, etc.
More Things to Consider
  MOU – with other agencies local & distant
  Rent refrigerated trucks
     Have 2 days before storm and fill to capacity with
     bagged ice and food, time permitting
  Final warehouse/stock inventory
     Counts and Dollar Amount
  Listing of other Purchasing Agencies
     NIGP - Utah Chapter Directory
     EdPAC Directory
  Contracts and Price Agreements
     Copies in Binder
  Pre-printed Vouchers to give to displaced persons
  Inventories of what is in your building
     Copies in Binder
     For Insurance and replacement purposes
     Personal items too!
Communication Plan
      Radios
      COWs
       Cell sites On Wheels
       Three mile radius
       Place strategically
       Single most important
       item that will fail
PO’s, Procurement Cards &
Vouchers
    Manual P O system
    Vouchers
       Medical needs
       Transportation needs
    Procurement Cards (P-Cards)
         Secured until disaster or used daily
         Raise limits
         Keep list at home or a secure place
         Bank numbers
Training Exercises
                 You must practice
                 Training Exercises
                 will bring out your
                 shortcomings and
                 help you gain
                 confidence.
                 The Process
                 Outline
The Exercise Development Process

 ORIENTATION: Key players review plans
 & procedures, ask what if.
 DRILL – Test equipment & personnel
 TABLETOP: Key players react to a
 scenario – group problem solving
 FUNCTIONAL – Evaluate a function &
 Measure resource adequacy
 FULL-SCALE – large scale, top to bottom
 use of equipment & personnel, multiple
 agencies involved.
EVALUATION
                          Review what
                          worked and what
                          did not.
                          Make corrections.
                          Prepare for the
                          next exercise.
 Evaluate          Plan




        Exercise
Response -
 Stay Calm
 Check to see that you and
 others are ok – help those
 needing assistance.
 If able, put your
  plan into effect.
 Check your phones
 Contact suppliers
 Respond to requests
FEMA GUIDELINES
Procurement must follow FEMA guidelines in
 order to ensure reimbursement from the
 federal government by:
   Retaining  original receipts and documentation
   Making no contract or purchase contingent upon
    federal reimbursement
   Making emergency p.o. or contracts “site specific”
   Rent or lease equipment instead of buying
   Document in detail all oral requests
   Require that all bid, performance and payment
     bonds are issued
FEMA GUIDELINES Continued
   Encouraging    contractors to support local
    economy by including a provision that
    requires contractors to use materials and
    supplies and hire laborers to the extent
    possible within the disaster area.
   Utilizing contracts for removal of debris or
    wreckage on fixed price or unit price



               Know the Rules!
FEMA CATEGORIES
   Category A – Debris Removal
   Category B – Emergency Protective Measures
   Category C – Road Systems
   Category D – Water Control Facilities
   Category E – Building and Equipment
   Category F – Utilities
   Category G – Parks, Recreational, and Other
Disaster Related Charges
   Was it damaged as a direct result of the disaster?
   Is this needed as a direct result of the disaster?
   Was the health, safety or welfare of people at risk?
   What was damaged? Item, asset #, serial number, etc.
   When was it damaged?
   Why is this needed/ Power shortage, flooding, etc.
   Example:
      Incomplete: Floodwaters washed away a 20 foot section
     of road embankment.
      Complete: Floodwaters washed away a
     20’L x 5’W x 10’H section of earthen embankment along a
        secondary two-lane asphalt paved road, resulting in
     travel being restricted to one lane.
RECOVERY
 Any activity to return vital
 life-support systems to
 minimum operating
 standards and such activity
 designed to return life to
 normal or improved levels:
    Crisis Counseling
    Debris Removal
    Reconstruction
    Loans and Grants
    Rebuilding
DOCUMENT
  DOCUMENT
      DOCUMENT

Before, During and After
Review
             Decisions
Remember that the most important
    decisions you will make with
  regard to an emergency are the
 decisions that you make before it
             happens.


       Thank You

								
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