Office of Risk Management Annual Conference

Emergency Procurements

Tammy Grant, CPPBState 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

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 Procurementhttp://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

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 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!

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 (GUSTOSP0001). 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/

emergencyprocurement.doc

Office of State Purchasing Website: http://www.doa.louisiana.gov/osp/osp.htm

Help Desk Email Address & Phone Number: doa-osp-help-desk@la.gov or (225) 219-4692