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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 - PowerPoint PPT Presentation
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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 StatePublic Services
Public Safety
Public School, College or UniversityEducation
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 TrainingBriefings
Drills
Reviews and Update of plansSituations 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
Probability
Lik
elih
ood
1 2 3 4 5
2
3
4
5
4
6
8
10
5
6
7
5 6 7
7
8
7 8
9
9
Speed and Responsiveness
Separate PlansEmergency Response
Disaster Recovery
Flexible ResponsesAgile 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 RiskIdentify
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 DataStatus and Backup
Continuity of Business
Inventory of Building ContentsDamage
Replacement
Customers and Suppliers
Disaster - Public Information
Disaster Manual1. Procedures2. Emergency Employee Information3. Agreements with Other Purchasing Agencies:
MOU & (PREP)4. Procurement Card Information, Generic Vouchers5. Warehouse Listing6. Vendor Listing7. Vendor Emergency Information8. Contracts and Price Agreements9. FEMA Documents10. State Resources11. Purchase Order Log12. 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 ContractsOptional 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 ordersP805600E800001
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 phonesYour StaffKey Agency Staff
Key contracts, notify (time permitting)Debris, call and place on alertMonitoring, generators, equipment rental, etc.
More Things to ConsiderMOU – with other agencies local & distantRent refrigerated trucks
Have 2 days before storm and fill to capacity with bagged ice and food, time permitting
Final warehouse/stock inventoryCounts and Dollar Amount
Listing of other Purchasing AgenciesNIGP - Utah Chapter Directory EdPAC Directory
Contracts and Price AgreementsCopies in Binder
Pre-printed Vouchers to give to displaced personsInventories of what is in your building
Copies in Binder For Insurance and replacement purposesPersonal items too!
Communication PlanRadios
COWsCell 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 & personnelTABLETOP: Key players react to a scenario – group problem solvingFUNCTIONAL – Evaluate a function & Measure resource adequacyFULL-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.
Plan
Exercise
Evaluate
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