are you prepared for a disaster? cory harms, iowa state university
TRANSCRIPT
Are You Prepared for a Disaster?
Cory Harms, Iowa State University
What Happened at ISU/Ames
The previous flood occurred when a trio of storms on Aug. 8 through 10 dropped heavy rainfall on central Iowa. According to the National Weather Service, some portions of the Squaw Creek watershed north of Ames received between 10 and 15 inches of precipitation in the days leading up to the flood.
From the Ames Tribune,
August 11, 2010 storms rip through Ames dumping an additional 3-5 inches
What Happened at ISU/Ames
Flood Summary: Ames Boil Alert, I -35 Closed, 1 Dead
POSTED: 8:29 am CDT August 11, 2010 UPDATED: 9:59 pm CDT August 11, 2010
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DES MOINES, Iowa -- Flooding caused problems across the Ames and Des Moines area on Wednesday, including the closure of Interstate 35 near Ames. The area of most concern is the Skunk River valley extending from Ames to Colfax and south. Flooding the in the Des Moines metro area is limited to the Four Mile Creek area and is not impacting Fleur Drive or downtown Des Moines. Ames Loses Water Supply Residents in Ames, more than 56,500 people, were told Wednesday afternoon that they must now boil their water before using it or use bottled water. The city's water system is now considered contaminated after a water main break
2010 ISU Flood - Jack Trice Stadium
2010 Flood - Hilton Coliseum
The Community and the University
Video 1Video 2Video 3Video 4Video 5
Disaster StagesAssessment and PlanningImmediate Recovery/Clean-up
Repair/Reconstruction/Replacement
Post Recovery
Assessment and Planning
THE MOST IMPORTANT STAGE!This is the time that you will take or
lose control of the situation.Important that institution buys in and
vests control to the committee that oversees the process.
Purchasing should play a MAJOR roll.
Assessment and PlanningTasks
Form a disaster committee.Inventory the damage to the
University.Establish tracking mechanisms. Research and understand guidelines
and rules that will govern repair, recovery and replacement.
Communicate to campus, community, contractors.
Forming the Disaster Committee
Who to include?o Facilities, Purchasing, Business Office (Business
and Finance/Controller), Major affected departments, EH&S, Risk Management, Public Safety, Student Affairs, etc.
Schedule weekly meetings to assess progress and issues.
Have FEMA, Homeland Security, insurance representatives visit the meetings when needed.
Track progress of projects on campus and have a reporting mechanism to gather input from Purchasing, EH&S, Facilities, etc.
Inventory the Damage to the Institution
Roads/Sidewalks/LandscapeStructuresContentsPower/Network/PhonesNon-University itemsStudent/Tenant property
Establish Tracking Mechanisms
Discuss all avenues for procurement that may need to be tracked.
Establish fund accounts or commodity/accounting codes to record disaster expenditures.
Establish a central record of expenditures including dates of order, vendor, quote number, P.O. number, amount, invoiced amount, etc.
Establish separate files for disaster records.
Research and Understand Guidelines
Get information from insurance carriers, FEMA, OMB -A110, or any other source that affects how you bid and document recovery and replacement efforts.Repair versus replacementLike for likeUpgrades for safety or mitigationPrice reasonableness
Communicate guidelines to disaster committee, campus, and agents so that purchases are not made that may be rejected for coverage later.
Communication
Emergency Contractor◦ Do you have one?◦ When can they mobilize?
Campus (students, faculty staff)◦ Communicate the need to work with committee on
recovery. ◦ Distribute information regarding health and safety
issues.◦ Warn campus about companies trying to do
unapproved work.
CommunicationCommunicate with vendors that visit
campus.◦ Vending companies, sales reps, maintenance,
package delivery, lawn care, etc. Street closings Buildings access Safety issues
On-site contractors.◦ Concessionaires, dining, security, etc.
Have they sustained damage? Any facility issues that affect them? Relocation needed?
Visitors ◦ Tours, alumni, camps, conferences, etc.
Events canceled, postponed, rescheduled. Changes to street and building access. Safety issues.
Community◦ Work with community to address common needs
(water, housing, traffic, public safety).◦ Collaborate on security, disposal, contracting.◦ Look for ways to eliminate duplication of effort.
Others?
Communication
Immediate Recovery/Clean-up
Primarily concerned with getting things back on line, safe, stable.
Reconstruction is not yet part of this stage.
It is important to control purchases at this point, particularly replacement items.
Figure out what coverage you have.
Immediate Recovery/Clean-up
Primary Clearance◦ Trees, water, power lines, debris
Meet the Critical Needs◦ Power, water, safety, relocation
Establish Priorities◦ Buildings, rooms, items
Cleaning/Sanitation◦ Abatement and Remediation◦ Disposal of removed items
Immediate Recovery/Clean-up
Inventory Items for Repair/Replacement.◦ What did we lose? ◦ What is damaged?
Emergency Bidding and Documentation Procedures.◦ Communicate to departments, agents,
committee. ◦ Understand FEMA recovery versus
restoration issues.
Repair/Reconstruction/Replacement
This stage is where the most procurement happens.
Documentation is key.Processes should be controlled and
consistent.Understand your constraints.Establish Timelines.
Repair/Reconstruction/Replacement
Formal and Informal Bid Processes◦Compare your policies/procedures to FEMA,
insurance, etc. and utilize the most stringent.◦Document your award process carefully.◦Consult with FEMA or Homeland Security to
ensure compliance.◦Add federal terms if needed
Cost Reasonableness◦Follow existing procedures for cost
reasonableness or establish policy.◦Document every purchase.
Review Current Contracts◦ Federal terms?◦ Be careful with T&M and cost plus contracts.
Repair Versus Replacement◦ Repair when possible.◦ Document need for replacement if safety is an
issue.
Like for Like◦ Items should be same model, size, etc.◦ Need to justify if model discontinued or if
replacement will help to mitigate in future.◦ Used versus new.
Repair/Reconstruction/Replacement
Disaster Documentation◦Electronic files for transmission.◦Separate files for FEMA/Insurance.
Insurance Versus FEMA◦Know what is covered (liability, business interruption).
◦Understand how to match FEMA funds.
Mitigation Potential
Repair/Reconstruction/Replacement
Post Recovery
Commences once a majority of repair/reconstruction is completed.
Opportunity for committee to review processes.
Concerns move to documentation, auditing, filing.
Tests how well you did your job in the initial stages.
Post Recovery
Perform Mitigations.Auditing of Contract Billings.Establish Needed Contracts for Future.Review Data.
◦ Query systems to ensure that you have accounted for all purchases.
◦ Check that all Purchasing documentation is complete.
Submit Documentation to External Parties.◦ Insurance, FEMA, etc.
Review Your Plan.◦ What worked, what didn’t?◦ Document any changes to plan.
Review of Disaster StagesAssessment/Planning
◦ Form the disaster committee◦ Inventory the damage ◦ Establish tracking mechanisms ◦ Research and understand ◦ Communicate
Immediate Recovery/Clean-up◦ Primary Clearance◦ Meet the Critical Needs◦ Establish Priorities◦ Cleaning/Sanitation◦ Inventory Items for Repair/Replacement◦ Emergency Bidding and Documentation Procedures
Review of Disaster StagesRepair/Reconstruction/Replacement
◦ Formal and Informal Bid Processes◦ Cost Reasonableness◦ Review Current Contracts◦ Repair Versus Replacement◦ Like for Like◦ Mitigation Potential
Post Recovery◦ Perform Mitigations◦ Auditing of Contract Billings◦ Establish Needed Contracts for Future◦ Review Data◦ Submit Documentation to External Parties◦ Review Your Plan
Questions