Procurement

Disaster event log [DP300]

DP300 form instructions:

OEM Action Number: 

​This number will be provided to you by the Emergency Command Center (ECC). Enter this number here. 

Incident N​o: 

If your office uses an internal tracking number, enter that number here. 

I. Emergency Request Information Primary Contact Mana​ger: 

Enter the primary point of contact for your office while on emergency status. This will be the person who is the point of command. 

A. To​day’s Date and Tim​e: 

Enter date and time of request. 

B. W​ho is making the reque​st? 

Enter the name of the person making the request. 

C. How​ can requestor be re​ached? 

Enter the phone and location of the requestor. 

D. Wh​at Agency ​or ECC? 

Enter agency name or ECC. 

E. How c​a​n I help? 

Get as much information as possible on the types of goods or services they need. Be sure and ask for quantities and if they need accessory items. For example, if they ask for tarps, will they need hammers and nails to hold the tarps down? Flashlights? Will they need extra batteries? 

F. Is the​re an alternate co​ntact? 

Get an alternate contact or contacts name and phone number. 

G. Whe​re am I deployi​ng? 

Get the address of where goods are to be delivered. Also check to see if there is a specific location. Example: ODOT maintenance yard, next to water tower, etc. 

H. / I. Recei​ving cont​act: 

Get the name and phone number of the person receiving the goods. 

II. Deployment Orde​r Information Primary Contact (Buyer): 

Enter in the buyer’s name who ordered the supply or service for this request. 

A. Com​pany/Agency Nam​e: 

Enter in the name of the company/agency where good or service is purchased from. 

OMWES​B Bo​x: 

Check if you know if this company is a member of the office of Minority Women-owned and Emerging Small Business (now called COBID). 

B. Co​ntact​​ Person: 

Enter in the contact name and phone number for the company/agency the good or service is purchased from. 

C. Good​s/Service​s Ordered: 

Enter a description of the goods and services, including quantities and brand names. 

D. Estimated Pricin​g information: 

Enter the estimated cost for this order. 

E. Estimated ​Time of Arrival (ETA): 

Enter the estimated delivery time of arrival to the deployment location above. If it will be a will call, enter the estimated time available for pick-up. 

F. Payment method / PO: 

Check the appropriate box and enter in the appropriate information next to it. 

PO #: 

Enter the Purchase Order (PO) number provided from original equipment manaufacturer on the PO Log Sheet. 

Invoice: 

Check if an invoice was issued for payment. 

SPOTS Car​d: 

Enter in the name and phone number of the SPOTS card holder who will pay for the purchase. 

State Contract PA #: 

Enter the price agreement number that the good/service was ordered from. 

G. Order/Quote #: 

Enter the order, quote or invoice number. 

Date Pu​rchased: 

Enter the purchase date of the good or service. 

H. Delivery​ Confirmation: 

Enter the name and date of the person who confirmed receiving the good or verifying the service was completed. 

I. Task Co​mpleted: 

Check box when all aspects of the deployment task are completed and enter the date of completion. 

III. Demobilization Order Information Primary contact (Buyer): 

Enter the name of the buyer responsible for demobilizing the good/service. 

A. Contac​t Person: 

Enter the name and phone number of the point of contact for the company providing the good/service. 

B. Goods/S​ervices removed: 

Enter the date and description of the goods and services removed. 

C. Final​/Actual Price: 

Enter the final price for the good or service provided. 

D. Estimated Time of Removal (ETR): 

Enter the estimated time of removal for the good or service.  

NOTES:

Use the reverse side of the form to enter in any additional information regarding the Emergency Request, Contractor Deployment and Demobilization. ​​​

​DP300 form 

The disaster event log is filled out for each purchase. It captures all of the information needed to ensure the correct items or services go where they are needed. The form is to be attached to the receipts and any email correspondence to create a packet. The resulting packet will need to be kept for possible Federal Emergency Management Agency (FEMA) reimbursement.​​

Instructions

Emergency request information

Deployment order information

Demobilization order information

Notes

Important reminder

Whenever placing a phone order, always ask for a copy of the invoice or packing slip to be faxed to you and attach to the disaster event log​. Also attach any email communication that pertains to the goods or services requested. ​