Emergency Preparedness - Section 2

Procurement Process

Buyer is identified
Start buy process
Buyer receives procurement request with Office of Emergency Management (OEM) action number
Buyer enters info on event log
Buyer searches resources
Buyer places order
Buyer sets up for will call or delivery
Buyer determines payment method
a. Purchase Order (PO) or direct bill
i. Buyer provides PO or direct bill info to supplier
ii. Buyer asks supplier to fax or email sales invoice for order verification
iii. Buyer contacts coordinating supervisor with order status
iv. Coordinating supervisor contacts Emergency Coordination Center (ECC) or individual Agency Operations Centers (AOC) with order status
b. SPOTS Card
i. Buyer gathers supplier contact info and advises that a second call will be made with credit card information
ii. Buyer contacts SPOTS card holder and provides supplier contact and purchase information
iii. SPOTS card holder contacts supplier to pay and confirms payment to buyer
iv. Buyer contacts coordinating supervisor with order status
v. Coordinating supervisor contacts ECC/AOC with order status
Buyer attaches paperwork and updates event log
a. Buyer supplies information to finance coordinator to enter into financial tracking log
Buyer confirms delivery or pick-up and notifies coordinating supervisor
a. Buyer provides status of orders to coordinating supervisor at end of shift
Coordinating supervisor provides procurement information to ECC or AOC and updates status of orders at end of shift
a. Rental or services
i. Demobilizes rentals or services as necessary
ii. Buyer closes out and submits event log to coordinating supervisor
iii. Coordinating supervisor gives final notice to ECC or AOC
b. Commodities
i. Buyer closes out and submits event log to coordinating supervisor
ii. Coordinating supervisor gives final notice to ECC or AOC
Process end

Flow Chart

The flow chart is designed as a process guide for the procurement officer. The chart is designed as a step-by-step procedure guide that starts when the buyer receives the purchase request from the coordinating supervisor during a governor declared disaster through the delivery of the supplies or services.

Special Procurement

The Special Procurement 228-08 for disaster response supports the procurement process and gives the agency the authority to respond to procurement needs in a fast and flexible way during a declared disaster. The special procurement can only be used when responding to a governor or governor’s designee declared disaster and ends once the governor or governor’s designee terminates the state of disaster.