Walk Through of the Process
When a disaster strikes this state, it is important for Oregonians to pull together and assist those in need. Disasters can take many forms, whether they are earthquakes, tsunamis, fires, pandemics, tornados, floods, or acts of terrorism. While some disasters are more common (forest fires, pandemics, floods) than others (terrorism, tsunamis), it is important to be prepared. As a procurement official, you can play a part in mitigating and recovering from a disaster.
The following is a walkthrough and script of what happens when a disaster strikes.
The whole process starts when the governor declares a disaster and notifies the Department of Forestry (ODF) Agency Operation Center (AOC), the Public Health AOC, or the Oregon Emergency Management Emergency Coordination Center (ECC). This will depend on the type of disaster that occurs (ODF - forest fires, Public Health - pandemics, Oregon Emergency Management - all other disasters).
Designation of Responsibilities
The above centers receive calls and requests for resources from local disaster command centers. Depending on the nature of the disaster, and the type of emergency support needed, the request will go to the agency designated with the primary responsibility for that particular emergency support function (ESF). In filling each request for resources, the agency with primary responsibility may request help from an agency with support or adjunct responsibility in this functional area. Oregon Department of Emergency Management (OEM) provides the state of Oregon emergency support functions and agency assignments list biannually in their emergency operation plan. A list detailing which agencies have primary, secondary or adjunct emergency support responsibilities can be found on their website.
Ordering Procurement Staff
If staffing is not available, the agency management will contact the DAS Human Resource Office. Script >>
Once the buyers have been identified, they will start receiving purchase requests from either the AOC or ECC that will include an OEM number. This number is required for tracking purposes and is to be entered on the event log.
Buyers need to ensure they have a clear understanding of what resource is required. Be sure to ask questions such as:
- The function of the resource
- Quantity (if more than one, should they all be the same?)
- Size capacity
- Transportation, delivery, operational, storage needs
The buyer will search for the supplies using OregonBuys, GSA, Google, phone book, or other sources. State surplus has already been contacted by this point, so there is no need to contact them.
Procuring the Resource
- Once the supplier has been identified, the buyer can contact the supplier.
- If the payment is to be done with a SPOTS card, the finance coordinator will need to be contacted to locate a SPOTS card holder with the approved single transaction limits as well as an account balance that can handle the transaction. Script >>
- The finance coordinator will provide the contact information for the appropriate person to the buyer. The buyer will contact the SPOTS card holder for payment.
- The buyer will notify the coordinating supervisor of the order status.
- The coordinating supervisor will notify ECC or OAC of the order status.
- The buyer will also need to update the finance coordinator of the status of the orders placed with a SPOTS card as soon as it has been completed. This is to ensure that cards do not get maxed out.
- After the purchase is completed, the buyer is to confirm receipt of the supplies.
- The buyer will in turn notify the coordinating supervisor of the delivery status.
Finalizing the Order
The coordinating supervisor will relay this information to the ECC or OAC to close out the purchase.
Script >> The buyer will forward all of the procurement files for each purchase on to the coordinating supervisor. They will work with the financial coordinator on any and all possible FEMA reimbursements.
Once the governor declares the disaster is over, the buyer is released back to their normal duties.
This process will be a great step in mitigating further damages during a disaster as well as getting a head start in the recovery process.