MAYORS GUIDE TO EMERGENCY MANAGEMENT. By Brett Kriger & Nikki Blazier

Transcription

1 MAYORS GUIDE TO EMERGENCY MANAGEMENT By Brett Kriger & Nikki Blazier

2 OVERVIEW Disaster Facts State of Emergency Declaration & Powers Use of Mutual Aid Agreements Importance of Documentation Emergency Contract Purchasing Method 2

3 DECLARED DISASTER LA FACTS #6 in amount of Disasters Declared Major Declarations Hurricane Katrina Hurricane Rita Hurricane Ike Hurricane Gustav Severe Storms, Tornadoes with Flooding Riverine Flooding 3

4 STATE OF EMERGENCY A declaration by municipality, parish, or state officials that provides for extraordinary powers during a natural or manmade disaster and is generally a required first step in the process of asking for parish, state or federal assistance. 4

5 DECLARATION PROCESS Local Parish State Federal 5

6 LOCAL DECLARATION Notify Parish Emergency Manager and GOHSEP May be verbal initially Complete Declaration of State of Emergency and Cover Letter or Fax document to Parish and GOHSEP 6

7 PARISH EMERGENCY MANAGER 7

8 POWERS IN STATE OF EMERGENCY RS 29: 721 Chapter 6, The Louisiana homeland security and Emergency Assistance and Disaster Act Extraordinary Measures Allows support through Emergency Management Agency (GOHSEP) 8

9 EMERGENCY RESPONSE MEASURES 1. Suspend provisions 2. Utilize all resources 3. Direction of departments 4. Evacuation 5. Routes Transportation Destinations 6. Control Ingress/Egress 7. Suspend local sales 9

10 ASSISTANCE Parish GOSHEP State Federal American Red Cross Churches Mutual Aid Agreements 10

11 MAYOR S GUIDE TO EMERGENCY MANAGEMENT General Procedures Local Jurisdiction s Responsibility Emergency Powers of Chief Elected Officials 11

12 MAYORS GUIDE TO EMERGENCY MANAGEMENT 12

13 MUTUAL AID AGREEMENTS Agreements between agencies, organizations, and jurisdictions that provide a mechanism to quickly obtain emergency assistance in the form of personnel, equipment, materials, and other associated services. 13

14 MUTUAL AID AGREEMENTS Why participate in a MAA? Who to have a MAA with? 14

15 LMA MUTUAL AID AGREEMENT LMA-MAA Master Agreement System Activation & Resource Tracking Forms Schedule of Equipment Resources & Rates 15

16 MAA REQUEST PROCESS Sign MAA Master Declare an Emergency Resource Request Resource Tracking Deployment Coordination Resources Provided 16

17 LMA MUTUAL AID AGREEMENT 17

18 DOCUMENTATION Good Documentation = Full Reimbursement Poor Documentation = Limited Reimbursement No Documentation = No Reimbursement 18

19 DOCUMENTATION Municipality Resources Force Account Equipment Employees Mutual Aid and Contracts Equipment Material Personnel Damage to Infrastructure Public Property Buildings Streets 19

20 FEMA DOCUMENTATION INFORMATION FEMA information to assist you with documentation Keep hard copies of all forms available for audit 20

21 FEMA FORM SAMPLE 21

22 RECORD KEEPING Create Project File Buildings, Vehicles, Individual Sites Usage of Personnel, Equipment, Materials Maintain Project Information Original Copies Submit Project Information 22

23 CONTRACT PURCHASING METHODS Small Purchase Method Sealed Bid Competitive Proposal Sole Source (Difficult to Justify) 23

24 CONTRACT REQUIREMENTS Tips for Contracts Reasonable Cost You must justify Competitively Bid No sole source Comply with Federal, State, & Local procurement policies. Original Source: Emergency & Disaster Event Contracting & Documentation Presentation by Lisa Tucker (Louisiana Legislative Auditor) 24

25 SMALL PURCHASE METHOD Simple and Informal Method for purchases under $100,000 Contract Requirements Contact 3 to 4 organizations Obtain & record price quotes (will be audited) Select lowest priced item/service 25

26 SEALED BID PURCHASE METHOD FEMA Preferred Method and for all purchases exceeding $100,000 Contract Requirements Advertise bid publicly Demonstrate openness may not contain noncompetitive restriction Select bid based on price and responsibility 26

27 COMPETITIVE PROPOSAL PURCHASING METHOD Use when award cannot be based primarily on price Purchases exceed $100,000 Contract Requirements Public advertise proposal Use other factors than price 27

28 SOLE SOURCE PURCHASE METHOD Noncompetitive negotiation Is almost never approved by the State or FEMA Contract Requirements Contact FEMA Project Officer in advance Must conduct a cost review of noncompetitive proposals Use Appropriately 28

29 LMA DISASTER RECOVERY HANDBOOK Damage Assessment and Requesting Assistance Documentation Federal Disaster Assistance Procurement 29

30 LMA DISASTER RECOVERY HANDBOOK 30

31 DISASTER RELATED DOCUMENTS Systems Operation & Implementation Guide LMA Mutual Aid Agreement Form 31

32 HIGHLIGHTS State of Emergency Local Declaration Mayor s Emergency Powers Mutual Aid Agreements LMA Mutual Aid Documentation Contracts 4 Purchasing Methods 32