91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Are You Prepared for a Disaster?

Nancy Brooks, Iowa State UniversityCory Harms, Iowa State University

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Background

• 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.

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

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

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

2010 ISU Flood - Jack Trice Stadium

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

2010 Flood - Hilton Coliseum

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

What Happened at ISU

• Video 1• Video 2• Video 3• Video 4

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Disaster Stages

• Assessing the Damage• Immediate Recovery/Clean-up• Repair/Reconstruction/Replacement• Post Disaster

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Assessing the Damage

• 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.

• Communication

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Form a Disaster Committee

Include people from Facilities, Purchasing, Business Office (Business and Finance/Controller), Major affected departments, EH&S.

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.

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Inventory the Damage to the Institution

• Roads/Sidewalks/Landscape• Structures• Contents• Power/Network/Phones• Non-University items• Student/Tenant property

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

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

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

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

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Research and Understand Guidelines

Communicate guidelines to disaster committee, campus, and agents so that purchases are not made that may be rejected for coverage later.

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Communication

• Emergency Contractors• 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.

• Communicate with vendors that visit campus – Vending companies, sales reps, maintenance, package

delivery, lawn care, etc.• Street closings• Buildings access• Safety issues

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Communication• 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.

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Communication

• 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?

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

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

• 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

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

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.

• Cost Reasonableness– Follow existing procedures for cost reasonableness or establish

policy.– Document every purchase.

• Review Current Contracts– Federal terms?– Avoid T&M and cost plus contracts

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Repair/Reconstruction/Replacement

• 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

• 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

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Post Disaster

• 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

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California

Review Disaster Stages

• Asses the Damage/ Pre-Recovery• Immediate Recovery/Clean-up• Repair/Reconstruction/Replacement• Post Disaster