Miss. Code. tit. 18, pt. 2, ch. 1, 18-2-1-IX, att. 18-2-1-IX-O
EMERGENCY OPERATIONS CENTER
STANDARD OPERATION PROCEDURES
(EOC SOP)
750 North State Street * Jackson, MS * 39202 * (601) 359-4500 (800) 345-6347
1 September 2006
MEMORANDUM FOR: SEE DISTRIBUTION
SUBJECT: Emergency Operations Center Standing Operation Procedures
1. PURPOSE: To standardize procedures necessary for the organization and function of the Mississippi Department of Human Services, Emergency Operations Center (EOC) supporting, local, county, state and federal emergency operations.
2. SCOPE. This SOP applies to all EOC operations when activated in support of natural and man- made disasters or to provide support to federal entities. It is general in nature and can be modified or tailored to a specific situation.
3. MISSION. Provide a command and control facility centralizing communications and personnel coordinating emergency operations.
4. EOC FUNCTIONS
A. Support to other state agencies.
1. General. The primary function of the EOC is to provide the Executive Director (ED) with evaluated information to make recommendations concerning current and future emergency operations and the status of committed resources.
2. Special.
A. To provide direction, control, and coordination for employees performing emer gency missions.
B. To serve as the coordinating link between committed employees and other federal, state, and local agencies.
C. To maintain a continuous estimate of the situation within its area of responsibility and area of interest.
D. To prepare and disseminate tasks, requests, and reports necessary for the support of current and future operations based on the guidance issued by the Executive Director.
E. To serve as the agency link for Non-governmental agencies requesting informa tion or support.
F. To support and sustain operations in disaster affected areas. During deployed operations, all actions and information must be provided to the MDHS EOC in a timely manner to facilitate current and future operations. This information arrives through email, telephonically or by person as prescribed by the Executive Director.
G. To designate an alternate EOC location if the primary is uninhabitable.
5. EOC MANNING. The level of EOC manning will be directly by the ED and established consistent with the level and duration of the situation.
A. Upon activation of the EOC, limited initial manning is provided by designated directorates to ensure all equipment is functioning.
B. Additional manning will be specified as each situation matures and requirements change.
C. When the situation dictates, additional manning is provided to the EOC by county office personnel.
6. RESPONSIBILITIES.
A. General:
1. Executive Director. The ED has overall responsibility for all agency operations.
Deputy Executive Director has primary staff responsibility for all EOC and disaster operations.
2. Deputy Administrator for Administration has primary staff responsibility for finance, lo gistics and personnel. He/she is responsible for the operations and support of Columbia and Oakley Training Schools during disasters. He/she is also responsible for agency Risk Man agement during emergency operations.
3. Deputy Administrator for Programs has primary staff responsibility for external agency coordination, federal, state, county and local. He/she coordinates and manages all press releases and inquiries from the press. He/she is responsible for all Serious Incident Reports, SIR's for the agency.
4. Director of Economic Assistance has primary staff responsibility for all support locations established by MDHS in and out of the disaster area. These locations include benefit sup port locations and mass care shelters. All MDHS employees assigned to support these facili ties will take all direction from the Director of EA. This includes location assignments, work schedules, etc. The DEA will ensure all lines of communication are maintained with all County Boards of Supervisors and County Emergency Operations Centers on a continuous basis throughout the year to establish and maintain a working relationship that will lend itself to providing needed support during a disaster.
B. Special.
1. Deputy Executive Director. The DED normally acts as the Chief of the EOC.
2. EOC Operations Officer (Battle Captain). Each shift will have an Operations Officer. The individual will be designated by the ED/DED. This individual will have the responsibil ity for the operations of the EOC in the absence of the DED. These responsibilities include but are not limited to ensuring all information is updated promptly, providing guidance on incoming problems, and ensuring the EOC has required logistical support to maintain operations for at least the following 4 hours.
3. MEMA Liaison Team. This team will consist of employees designated by the Director of Economic Assistance and the Director of Communications. These individuals will perform shift work and perform duties 24 hours a day. Shifts will be directed by the DEA/DC. The senior person from EA will be designated as the Team Leader for DEA. The Director of Communications will ensure all press releases and requests for information are reviewed by the DAA prior to release. These teams will provide updated information to the MDHS EOC no less than every four hours. These teams are under the control of the Deputy Administrator for Programs.
4. MDHS Logistics Team. This team will be located at the MDHS state office and will be under the control of the Deputy Administrator for Administration. This team will ensure all logistics requirements are fulfilled, all employees are supported, and all facilities, permanent and temporary are fully supported to provide services to Mississippi citizens. Members of this team will come from Budgets and Accounting and Human Resources. The DAA will evaluate affected MDHS facilities in the affected area(s) for damage and requirements.
5. Reconnaissance Teams. These teams will conduct recons on planned and non-planned locations required to support MDHS operations. The recon will include an assessment of each location to provide support and shelter to employees and clients. These teams will re port directly to the Deputy Administrator for Administration. These teams will consist of at least one employee from EA and one employee from PI, (for security), or as directed by the DAA. MIS should be on standby to send adequate personnel and equipment to each offsite location to identify requirements and possible vendors and to facilitate repairs.
6. Resource Commitment Team. These teams will provide fiscal and logistical support for resources directed by the DAA. Only the ED, DED, DAP, DAA, or Director of Budgets and Accounting can authorize a commitment of funds. Ensure all commitments have an assigned mission number from MEMA or this agency.
7. MDHS Directorate's providing staff for the EOC. Directorates are responsible for sup porting EOC operations and maintaining information pertinent to their assigned functional area. All EOC work, regardless of normal directorate assignment works under the direct supervision of the DED. Any leave or other personal requirements require the DED's ap proval, not the directorate.
A. Directorate of Economic Assistance. Provide four individuals to the MDHS EOC. Provide XX people to MEMA. Provide mass care support as required. Provide indi viduals to the Recon Team(s) as required.
B. Directory of Family and Children Services. Provide four individuals to the MDHS EOC. Provide mass care support as required.
C. Directory of Program Integrity. Provide support to DEA as required to secure distribution points. All individuals assigned this duty will be under the command and control of the DEA. Provide individuals to the Recon Team as required.
D. Directory of Social Services Block Grants. Provide four individuals to operate the message Center in the MDHS EOC.
E. Directory of Consumer Services. No requirements for EOC duty.
F. Directory of Community Services. Provide support to the DEA for mass care facilities as required.
G. Directorate of Children and Youth. Provide four individuals to support EOC operations. Be prepared to provide DEA individuals to support mass care operations.
H. Directorate of Youth Services. Provide four individuals to support EOC operations. Provide support as required to Columbia and Oakley.
I. Directorate of Child Support Enforcement. Provide individuals to support EOC operations. Be prepared to provide DEA individuals to support mass care facilities.
J. Directorate of Budgets and Accounting. Provide four individuals to support EOC operations. Provide direct support to the DAA for logistics support and the establishment of off site facilities. Be prepared to provide support to DEA for mass care facilities.
K. Directorate of Human Resources. Provide four individuals to support EOC administrative operations. Provide support to DAA as required for logistics support.
L. Directorate of Communications. Provide media support for the agency. Initially this support will be provided at MEMA. Recruit three additional individuals to assist in media support. The concurrence of the division and ED are required.
M. Directorate of Aging and Adult Services. Provide four individuals to support EOC operations. Provide support to DEA for mass care as required.
N. Directorate of Management Information Systems. Provide four individuals to sup port EOC operations. Provide automation support as required to the EOC and all MDHS facilities. Supervise the EOC Message Center. Responsible for preparing and updating the ED Update Briefing. Provide individual(s) to the ReconTeam is required.
8. EOC OPERATIONS. See Annex A
9. EOC COMMUNICATIONS. See Annex B
10. EOC BRIEFING AND REPORTS. See Annex C
11. EOC SECURITY. See Annex
DON THOMPSON
Executive Director
ANNEXES:
A. MDHS EOC OPERATIONS
Appendix 1- MDHS Duty Roster
Appendix 2- MDHS Shift Change Briefing
Appendix 3- Journal File
Appendix 4- Optional Form 271 Conversation Record
Appendix 5- MDHS EOC Layout
Appendix 6- MDHS Significant Events
Appendix 7- MDHS Current Operations Chart
Appendix 8- MDHS Sensitive Items Report
B. MDHS COMMUNICATIONS
C. MDHS BRIEFINGS & REPORTS
D. MDHS EOC SECURITY
DISTRIBUTION:
Executive Director
Deputy Administrator for Administration
Deputy Administrator for Programs
Deputy Executive Director
Deputy Family & Children Services
Director for Economic Assistance
Director for Social Service Block Grants Director for Management Information Systems Director for Community Services
Director for Consumer Services
Director for Youth Services
Director for Family & Children Services
Director for Child Support Enforcement
Director for Office for Children and Youth
Director for Budgets and Accounting Director for Human Resources
Director for Program Integrity
Director for Communications
Director for Aging and Adult Services
ANNEX A, MDHS EOC Operations for MDHS Emergency Operations SOP
1. PURPOSE. This Annex provides guidance for EOC operations during a disaster or state emergency operation.
2. EOC ACTIVATION PROCEDURES. (READINESS CONDITION (REDCON) LEVEL MAN NING)
A. Partial Activation. The EOC is activated commensurate with the situation. If a situation does not warrant full activation of the EOC, the Executive Director, ED determines requirements and notifies required personnel. Activation will be by line number authorization identified on the EOC duty rosters. (i.e., E-005). Duty Rosters are located in Appendix 1 to this annex.
B. Full Activation. During a major disaster the EOC is fully staffed. The DAO calls a directors meeting in the EOC to inform all directorates of the current situation and their responsibilities during the operation.
C. The Readiness Condition, (REDCON), will be established by the ED based on current information from the Mississippi Emergency Management Agency, MEMA, and guidance from the Governor's office.
D. REDCON requiring full activation of EOC is REDCON 3.
E. Table A-1 below outlines specific EOC actions/events for each REDCON. When a disaster is imminent or delcared, selected MDHS MIS personnel may be dispatched by the EOC, under the control of the DAA, to the disaster area to evaluate and/or establish communications.
F. During partial activation, the Recon Team may deploy into the affected area prior to the disaster and function as required. This decision will be made by the ED. The Recon Team will provide all initial support required to establish support facilities.
G. The Recon Team should be located near the disaster area, preferably at a location with water, power, personal hygiene facilities, sleep facilities, and employee shelter facilities. If possible, the Recon Team should operate self-sufficiently for up to five days. Five days
H. of supply, should be procured and taken with the recon team upon deployment, i.e., rations, water, ice, toilet articles, etc.
I. The Director of Economic Assistance coordinates with the MEMA Operations Officer to ac quire a fixed facility sufficient to house DEA and other supporting agency employees if a preplanned facility is not available. This location will be relayed to the EOC and DAA ASAP.
J. The Deputy Administrator for Programs is responsible for responding to outside agency re quests for assistance inside of and outside of the affected area.
TABLE A-1
| REDCON LEVEL | EOC STATUS | EOC ACTION | MEMA STATUS |
| 1 | Normal Preparedness. | 1- Continue Normal Operations 2- Monitor conditions with MEMA. | Level 1: Normal opera-tional status. |
| 2. | Increased readiness. EOC prepares for 24-hour operations. EOC manning rosters verified and personal alerted for opera- tions. | 1- Provide daily SITREP to ED, DA's and Directors. 2- Alert counties for possible EOC Operations. 3- Alert selected personnel for deployement. 4- Prepare to issue Warning Order to directorates. 5. Request Executive Order and Mission Assignment from MEMA. | Level 1: With increased communications watch. |
| 3. | EOC activated and extended operations begin, 3-8 hr shifts Monitoring of affected areas begins Liaison activities with counties and other agencies begin. | 1- Directorates activated and staged for possible deployment. 2- EO received along with initial MA from MEMA. 3- Recon team(s) deployed. 4- Forward site(s) alerted to prepare for receipt of RECON team(s). | Level 2: SEOC activated with Key ESF representatives . |
K. Shift procedures for EOC employees.
1. Shift change occurs at 0800, 1600, and 2400 with an overlap beginning 30 minutes prior to shift change.
2. A shift change briefing will be conducted at shift change IAW Appendix 2 to this Annex.
3. Each directorate representative coordinates with his or her counterpart on unfinished actions and upcoming events.
4. All directorate representative are responsible for reviewing the staff journal entries for the previous shift.
5. No directorate staff working in the EOC is allowed to depart without approval of the DED or Battle Captain. All employees working in the EOC fall under the direct supervision of the DED or Battle Captain regardless of normal directorate.
L. Management Information Systems EOC Responsibilities.
1. Supervise Message Center Operator and Message Center Clerk.
2. Prepare required reports for transmission to other agencies.
3. Supervise the proper set up and operation of all EOC communications equipment.
4. Supervise the set up and operation of supporting EOC automation equipment.
M. Message Center Operator.
1. Retrieve copies of messages from each directorate to ensure a comprehensive log is maintained of all messages for the agency.
2. Transmit messages to directorates as required through email or voice.
3. Maintains EOC Daily Staff Journal.
4. Maintain a comprehensive log to assign mission numbers as directed. These mission numbers will come from MEMA assigned missions or the internal mission number log.
3. RECORDS AND REPORTS
A. Journal Files will be used to record the following types of activities:
1. Receipt of Governor's Executive Orders, mission assignment and/or tasks from MEMA including the assigned mission number of the document.
2. Times, directorates, number of personnel, location of duty, and authority when employees are serving on State Emergency Duty (SED).
3. Any commitment of funds either expressed or implied. If possible, the commitment for funds should have an assigned mission number of the document.
4. Any commitment of equipment or material resources.
5. Phone calls received or made by the directorate during the disaster. A short summary of the conversation must be written indicating who, reason, and the incoming/outgoing phone number. Provide detailed information for future use.
B. All incoming and outgoing information will be treated as FOR OFFICIAL USE ONLY.
C. Procedures for completion of Journal Files. The form is located in Appendix 3, Journal Files to this annex.
1. Each directorate maintains a journal file on a daily basis from 0001 until 2400 hours. Prior to each shift change all new entries will be discussed and fully understood by the oncoming shift prior to departure of the outgoing shift. Ensure enough information is entered to allow someone to read the entry a week later and have enough information provided to fully under stand the issue.
2. Obtain mission number, if possible, on all messages that apply to the mission.
3. Number items consecutively beginning with one (1) each day. Arrange all messages in chronological sequence.
4. Assign an item number to each entry, i.e., 01001. (01- First day of the month, 001- mes sage number for the 24 hour period. 02015- Second day of the month, 015- message number for the 24 hour period.)
5. Edit messages to eliminate any unnecessary information or to consolidate or eliminate duplicate items.
6. Type the final draft, verify that the journal is in proper order, to include initials of Battle Captain, and submit to DED for authentication when appropriate.
7. Give a copy of all journals and supporting messages/correspondence to the DED at the end of the operation for historical filing.
D. Optional Form 271s, Conversation Records are used as required. Original message taker should prepare the appropriate number of copies so that each directorate taking actions can retain a copy. Make extra copies if a reply is required/requested.
E. If a message was transferred to one directorate from another directorate, the directorate re ceiving the message will transfer back to the requesting directorate a copy of the OF 271 when the action is complete. This will ensure closure of the message.
F. All off site locations in the affected area will submit a daily report on sensitive items. These items include but are not limited to, computers, monitors, printers, fax machines, EBT cards on hand, cellular phones, weapons, etc. See Appendix * for Sensitive Items Report form.
G. The EOC will track all significant events as they happen. See Appendix 6, Significant Events Chart. This chart will be updated as events occur
The EOC will track Current Operations as they occur. See Appendix 7, Current Operations Chart. This chart will be updated
H. Appendix 1- MDHS as events occur.
APPENDICES: Duty Roster
Appendix 2- MDHS Shift Changing Briefing
Appendix 3- Journal File
Appendix 4- Optional Form 271 Conversation Record
Appendix 5- MDHS EOC Layout
Appendix 6- MDHS Significant Events
Appendix 7- MDHS Current Operations Chart
Appendix 8- MDHS Sensitive Items Report
| MDHS SUPPORTING ELEMENTS | Line Number | EOC Duty Position (D)= Day (N)= Night |
| MDHS Exec. Director/ SSBG/ Consumer Services/ PI | E-001 | Executive Assistant to ED |
| E-002 | DEP ADM for Administration | |
| E-003 | DEP Executive Director | |
| E-004 | DEP ADM for Programs | |
| E-005 | Executive Assistant to ED | |
| E-006 | ADM Assistant to DAA | |
| E-007 | ADM Assistant to DED | |
| E-008 | ADM Assistant to DAP | |
| E-009 | Consumer Services | |
| E-010 | Director SSBG | |
| E-011 | Contract Off. SSBG | |
| E-012 | Vacant | |
| E-013 | Vacant | |
| E-014 | Vacant | |
| E-015 | Vacant | |
| E-016 | Vacant | |
| E-017 | Vacant | |
| E-018 | Vacant | |
| E-019 | Vacant | |
| DEA | EA-001 | Director of EA |
| EA-002 | DEP. Director of EA | |
| EA-003 | MEMA EA Rep | |
| EA-004 | MEMA EA Rep | |
| EA-005 | MEMA EA Rep | |
| EA-006 | MEMA EA Rep | |
| EA-007 | MEMA EA Rep | |
| EA-008 | MEMA EA Rep | |
| EA-009 | MEMA EA Rep | |
| EA-010 | MEMA EA Rep | |
| EA-011 | MDHS EOC Rep | |
| EA-012 | MDHS EOC Rep | |
| EA-013 | MDHS EOC Rep | |
| EA-014 | MDHS EOC Rep | |
| EA-015 | Vacant | |
| Communications | C-001 | Director of Communications |
| C-002 | ||
| C-003 | ||
| Family & Children Services | FCS-001 | Director of Family & Children Services |
| FCS-002 | ||
| FCS-003 | ||
| FCS-004 | ||
| MDHS Supporting Elements | Line Number | EOC Duty Positio (D)= Day (N)= Night |
| Community Services | CS-001 | |
| CS-002 | ||
| CS-003 | ||
| CS-004 | ||
| CS-005 | ||
| CS-006 | ||
| CS-007 | ||
| Office for Children & Youth | CY-001 | |
| CY-002 | ||
| CY-003 | ||
| CY-004 | ||
| CY-005 | ||
| CY-006 | ||
| Budgets & Accounting | BA-001 | |
| BA-002 | ||
| BA-003 | ||
| BA-004 | ||
| BA-005 | ||
| BA-006 | ||
| Youth Services | YS-001 | |
| YS-002 | ||
| YS-003 | ||
| YS-004 | ||
| YS-005 | ||
| YS-006 | ||
| MIS | MIS-001 | |
| MIS-002 | ||
| MIS-003 | ||
| MIS-004 | ||
| MIS-005 | ||
| MIS-006 | ||
| Child Suppor | CSE-001 | |
| CSE-002 | ||
| CSE-003 | ||
| CSE-004 | ||
| CSE-005 | ||
| Aging & Adult Services | AAS-001 | |
| AAS-002 | ||
| AAS-003 | ||
| AAS-004 | ||
| AAS-005 |
Appendix 2, Executive Directors Update/Shift Change Briefing to Annex A, MDHS EOC Operations
1. TIMES. 0800/ 1600/ 2400
2. BATTLE CAPTAIN.
A. Situation Update (overview, i.e., hurricane or disaster status update).
B. Update on Reports (completed/ suspense).
C. Scheduled Meetings/ Visitors.
D. Weather Current/ next 24/ next 48.
3. DEPUTY EXECUTIVE DIRECTOR. Overall mission update.
4. DEPUTY ADMINISTRATOR FOR ADMINISTRATION. Update on responsibilities.
5. DEPUTY ADMINISTRATOR FOR PROGRAMS. Update on Responsibilities.
6. EACH DIRECTORATE. Wrap-up of shift happenings and any issues to monitor. Order on briefing: TBA.
7. INDIVIDUAL RESPONSIBILITIES. Each shift person must provide an individual brief, 30 minutes prior to shift change brief, to oncoming shift personnel This should be an in depth brief.
Appendix 3, Journal File to Annex A, MDHS EOC Operations
Appendix 4, Optional Form 271, Conversation Record
Appendix 5, MDHS EOC Layout to Annex A MDHS EOC Operations
1. PURPOSE. The purpose of this Appendix is to provide a graphic representation of the physical layout of Mississippi Department of Human Services EOC.
Appendix 6, MDHS Significant Events Chart, to Annex A, MHDS EOC Operations
Appendix 7, MDHS Current Operations Chart, to Annex A, MDHS EOC Operations
Appendix 8, Sensitive items Report, to Annex A, MDHS EOC Operations
Annex B, MDHS Communications to MDHS EOC SOP
1. PURPOSE. Provide communication capabilities of the EOC and offsite locations during disaster or emergency.
2. GENERAL. Three modes of communications systems support the EOC: 1) telephone, (land line, mobile, including text messaging, and fax), 2) email, 3) High Frequency, if available. Important telephone numbers are listed in the appropriate appendices of this annex.
A. All email from MDHS coming into the EOC will be sent to disaster@mdhs.ms.gov
B. Establishing communications with the EOC is the first priority for all offsite locations after all health and welfare issues are corrected.
C. Upon establishment of communications, regardless of means, the offsite locations should contact the EOC.
D. There are no secure telephones in MDHS. All calls, especially mobile, are subject to scanning. Client privacy must be protected at all times.
E. All telephones are for official business only.
F. Reimbursement of personal cellular phone calls is not authorized.
APPENDICES:
Appendix 1- (includes)
State office EOC telephone numbers
MDHS 1-800 telephone numbers
Executive Office telephone numbers TBP Appendix 4-County Office telephone numbers
Columbia Training School telephone numbers Appendix 6-Oakley Training School telephone numbers Appendix 7-Email procedures
MDHS telephone bank numbers TBP Appendix 9-Governor's Office telephone numbers TBP Appendix 10-MEMA telephone numbers
Department of Education telephone numbers Appendix 12-Department of Health telephone numbers Appendix 13-Satellite telephone numbers TBP
Appendices: 1
| MDHS TOLL FREE LISTING | ||
| DIVISIONS | TOLL FREE NUMBERS | LOCAL CALL |
| GENERAL INFORMATION | ||
| Public Information -800-345-MDHS | 1-800-345-6347 | 601-359-4500 |
| Field Staff- All Division | 1-800-948-3020 | 601-359-4503 |
| TDD- Telephone Deaf Device | 1-800-676-4154 | 601-359-2656 |
| AGING & ADULT SERVICES | ||
| Call Routing for Area Agencies on Aging | 1-800-948-3090 | 601-359-4929 |
| Ms CAPP | 1-888-240-7539 | |
| CHILD SUPPORT | ||
| Information Desk/Call Center | 1-866-388-2836 | 601-359-4861 |
| Client Automated Voice Response | 1-800-434-5437 | 601-354-6039 |
| METSS Help Desk | 1-800-937-9803 | 601-359-4601 |
| ePayment (EPPICard Customer Service) | 1-866-461-4095 | |
| CHILDREN & YOUTH | ||
| Child Care Express | 1-800-877-7882 | 601-359-9672 |
| COMMUNITY SERVICES | ||
| LIHEAP/WAP Programs | 1-800-421-0762 | 601-359-4770 |
| ECONOMIC ASSISTANCE | ||
| Treasury Offset (FTROP)\ | 1-800-948-4050 | 601-359-4344 |
| EBT Help Desk | 1-866-449-9488 | 601-359-4419 |
| EBT Help Line- Retailers | 1-866-598-1772 | |
| EBT Help Line- Customers | 1-866-512-5087 | 601-359-4429 |
| Field Staff/ County Support (MSCAP UNIT) | 1-800-948-4060 | 601-359-4819 |
| MAVERICS & JAWS Jobs Help Desk | 1-800-832-0695 | 601-359-4847 |
| Abstinence/Healthy Marriage | 1-800-590-0818 | 601-359-4688 |
| Client Inquiry | 1-800-948-3050 | 601-359-4796 |
| EPPICard (Clients who receive funds on the EPPICard under TANF, etc.) | 1 -866-461-4095 | |
| FAMILY & CHILDREN SERVICES | ||
| Adoption Resource Exchange | 1-800-821-9157 | 601-359-4407 |
| Adoption F&CS Region V, VI & VII | 1-866-229-9417 | 601-426-1241 |
| Field Staff | 1-800-553-7545 | 601-576-2501 |
| Child Abuse Hotline | 1-800-222-8000 | 601-359-4991 |
| Foster Care | 1-800-345-6347 | |
| HUMAN RESOURCES | ||
| Personnel | 1-800-433-1210 | 601-359-4444 |
| PROGRAM INTEGRITY | ||
| Fraud Hotline | 1-800-299-6905 | 601-359-4907 |
| YOUTH SERVICES Oakley Training School | 1-866-312-7215 | 601-359-4972 |
| Mema-Mike Womack | 601-352-9100 | 601-201-7728 |
| Disaster@mdhs.ms.gov | ||
Annex C, MDHS EOC Update Charts
1. PURPOSE. The purpose of this annex is to detail EOC update charts that will require constant up dating during the emergency or disaster. It is imperative to keep these charts accurate and updated.
2. GENERAL. These charts will become a part of the Executive Directors Update/Shift Changing briefing. Each directorate responsible for information must provide timely and accurate information to the EOC. The message center is responsible for maintaining these charts.
Appendices:
Appendix 1- Weather Chart Appendix
2- Personnel Status Chart Appendix
3- Logistics Status Chart Appendix
4- VIP Status Chart Appendix
5- Temporary Location Chart Appendix
6- Funds Obligated/Expended Chart Appendix
7- EOC Executive Director's Update
Appendix 1, Weather Chart to Annex C, EOC Briefing Charts
WEATHER
| CURRENT | 12 HRS | 24 HRS | 48 FIRS | 72 HRS |
| CONDITIONS (cloudy, partly cloudy, etc.) | ||||
| TEMPERATURE | ||||
| HUMIDITY, % | ||||
| WINDS, mph | ||||
| % chance of PRECIPITATIO N | ||||
| VISIBILITY, miles | ||||
| CEILING, feet | ||||
| % ILLUMINATION |
Appendix 2, Personnel Status to Annex C, EOC Briefing Charts
| PERSONAL STATUS AS OF: | ||||||||||||
| AGENCY | DIRECTORATE | DIRECTORATE STRENGTH | DIRECTORATE MISSIONED | INJUIRES TO DATE | PASS | REMARKS | ||||||
| PER | TL | PT | AGG | PER | TL | PT | AGG | |||||
Appendix 3, Logistics Issues Chart to Annex C, EOC Briefing Charts
| LOGISTICS STATUS | ||||||||
| NOMENCLATURE | QTY | LOANED FROM | LOANED TO | OPERATIONAL LOCATION | MAINT RESP | EQUIP STATUS R/A/G | POC PHONE # | REMARKS |
Appendix 4, VIP Status to Annex C, EOC Briefing Charts
| VIP STATUS | ||||
| NAME | ARRIVAL TIME | DEPARTURE TIME | ITINERARY | REMARKS |
Appendix 5, Temporary Phone List to Annex C EOC Briefing Charts
| PHONE LIST | ||
| TEMPORARY FACILITY HOURS OF OPERATION | LOCATION AND PHONE NUMBER | POC |
Appendix 6, Funds Expenditure Chart to Annex C, EOC Briefing Charts
FUNDS EXPENDITURE WORKSHEET
| MISSION NUMBER | MISSION/LOCATION | FUNDS EXP/OBL | AUTHORIZING OFFICIAL |
Appendix 7, EOC Executive Director's Update to Annex C, EOC Briefing Charts
MISSISSIPPI DEPARTMENT OF HUMAN SERVICES
EXECUTIVE DIRECTOR'S
UPDATE
AS OF ________
WEATHER CONDITIONS
PAST 24 HOURS
CURRENT 24 HOURS
NEXT 24 HOURS
SIGNIFICANT ISSUES
MDHS SITUATION
PAST 24 HOURS
CURRENT 24 HOURS
NEXT 24/48 HOURS
EMPLOYEE STATUS
EMPLOYEES DEPLOYED (TOTAL AND BY DIVISION)
EMPLOYEE CHANGES EXPECTED IN NEXT 24-48 HOURS LOCATION(S) OF EMPLOYEES STATE OFFICE/ COUNTY OFFICE/
TEMPORARTY LOCATION I EMPLOYEE ISSUES:
| FAMILY | FUEL |
| PAY | SHOWERS |
| COMP TIME | ICE |
| TRANSPORTATION | WATER |
| FOOD | TOILETS |
| BILLETING | PROTECTIVE CLOTHING |
| FACILITIES | MAINTENANCE |
| LAUNDRY |
MDHS FACILITIES
NUMBER AND LOCATION(S) OF FACILITY(S) AFFECTED
EXPECTED DATE/ TIME TO BECOME OPERATIONAL (FULLY/ PARTIALLY)
NUMBER OF EMPOYEES AFFECTED
WORKPLACE
PERSONAL
SUMMARY OF PROBLEMS BY FACILITY
SECURITY ISSUES AT FACILITIES
COMMUNICATIONS
NUMBER OF PRESS RELEASES
SUBJECT OF PRESS RELEASES
NUMBER OF PRESS INQUIRES
UNRESOLVED ISSUES
RUMORS
MDHS SHELTERS
MEMA ESF 6
CURRENT NUMBER(S) AND LOCATION(S) (INCLUDE ADDRESS, TELPHONE NUMBERS AND POC)
PROJECTED NUMBER(S) AND LOCATION(S) NEXT 24/48/72
NUMBER OF OCCUPANTS
NUMBER OF SPECIAL NEEDS OCCUPANTS
SHELTER ISSUES AND NEEDS
ECONOMIC ASSISTANCE
PUBLIC RELATIONS ISSUES
CLIENTS
STAFF
OTHER STATES
POLICY-FOOD STAMPS/ TANF
FIELD STAFF QUESTIONS
WAIVERS
ECONOMIC ASSISTANCE
INVOLVEMENT WITH STATE AND FEDERAL AGENCIES
HHS
USDA/ FNS
ACF
FEMA
MEMA
DOE (EDUCATION)
DOH (HEALTH)
DRS (REHAB)
MEDICAID
ECONOMIC ASSISTANCE
USDA-FNS DISASTER FOOD STAMP PROGRAM
CURRENT SITUATION
LOCATION(S) OF DISTRIBUTION SITES
(INCLUDE DATES, ADDRESS, TELEPHONE NUMBERS, HOURS OF OPERATION, NUMBER OF CLIENTS SERVED PER DAY, AND CUMULATIVE, AND MDHS SITE POC)
PERSONNEL REQUIRED PER LOCATION
ASSISTANCE REQUIRED FROM OTHER MDHS DIRECTORATES PER SITE
PROGRAM INTEGRITY
SUPPORT TO OTHER MDHS DIRECTORATES
SUPPORT TO HHS/FNS SUPPORT TO LOCAL LAW ENFORCEMENT
FAMILY AND CHILDREN SERVICES
FOSTER CHILDREN
TOTAL NUMBER OF FOSTER CHILDREN
NUMBER OF FOSTER CHILDREN ACCOUNTED FOR
NUMBER OF FOSTER CHILDREN NOT ACCOUNTED FOR- REASON
NUMBER OF FOSTER CHILDREN AFFECTED
RESOURCE FAMILY ISSUES
NEEDS ASSESSMENT/ MEDICAL NEEDS/ INJURIES/ HOSPITALIZATION
COMMUNICATIONS ISSUES
PLAN FOR FINANCIAL ASSISTANCE PAYMENTS
NCP'S NOTIFIED OF STATUS OF CHILDREN
STATUS OF GROUP HOMES AND SHELTERS
CHILDREN AND YOUTH
CHILD CARE CERTIFICATE WAIVERS
EMERGENCY SUPPLIES REQUIRED
CHILD CARE FACILITIES AFFECTED
NUMBER OF CHILDREN AFFECTED
EMERGENCY FACILITIES REQUIRED/ LOCATION
EXPECTED RE-OPENING OF CHILD CARE FACILITIES
NUMBER OF CHILDREN SERVED DAILY AND CUMULATIVE
CHILD SUPPORT
ENFORCEMENT
FUNDS COLLECTION ISSUES
FUNDS DISBURSEMENT ISSUES
COURT ACTIONS PROBLEMS
LICENSE SUSPENSION STATUS
YOUTH SERVICES
| * | OAKLEY TRAINING SCHOOL | BUILDINGS DAMAGED UTILITIES STATUS |
| * | YOUTH HOUSED | ELECTRICAL |
| * | YOUTH PAROLED EARLY | NATURAL GAS |
| * | YOUTH RELOCATED | GENERATORS |
| * | EMERGENCY WORKERS HOUSED | GASOLINE ON HAND/ REQUIRED NEXT 24/48 |
| * | EMERGENCY WORKERS HOUSED/ FED | DIESEL On HAND/ REQUIRED NEXT 24/48 |
| * | FAMILY MEMBERS NOTIFIED NEXT FUEL SHIPM (STUDENTS) | ENT SCHEDULED |
| * | WORKERS NOT LOCATED |
EARLY CHILDHOOD CARE AND DEVELOPMENT
* CHILD CARE CERTIFICATE WAIVERS
* EMERGENCY SUPPLIES REQUIRED
* CHILD CARE FACILITIES AFFECTED
* NUMBER OF CHILDREN AFFECTED
* EMERGENCY FACILITIES REQUIRED/ LOCATION
* EXPECTED RE-OPENING OF CHILD CARE FACILITIES
* NUMBER OF CHILDREN SERVED DAILY AND CUMULATIVE
COMMUNITY SERVICES
STATUS OF COMMUNITY ACTION AGENCIES IN AFFECTED AREA(S)
ENERGY ASSISTANCE (LIGHTS, GAS, METER BOX REPAIRS, AIR CONDITIONERS, FANS, OTHER ENERGY RELATED EXPENSES
EMERGENCY STAFF (CASE MANAGERS)
EMERGENCY STORAGE FOR SUPPLIES
PARTNERSHIPS (SHELTERS, CHURCHES, RED CROSS, SALVATION ARMY, UNITED WAY COMMUNITY HEALTH CENTERS, FUEL PROVIDERS
CONSUMER SERVICES
NUMBER OF INQUIRIES DAILY AND CUMULATIVE (PERSONAL/ POLITICAL CONTACT)
OPEN INQUIRIES
CONCERNS/ ISSUES OF CONSUMERS
BUDGETS AND ACCOUNTING
REPORTING/ TRACKING REQUIREMENTS FOR FEMA/ MEMA (i.e. OVERTIME, TRAVEL, SHELTER WORK, etc.)
SPENDING AUTHORITY
PURCHASING GUIDELINES FOR EMERGENCY PURCHASES (i.e. OFFICE SUPPLIES, SHELTER SUPPLIES, FOOD, DRINKS, etc.)
PURCHASING GUIDELINES FOR NON-EMERGENCY PURCHASES (i.e. RE-STOCKING DAMAGED OFFICE SUPPLIES, EQUIPMENT, FURNITURE, etc.)
PROPERTY ACCOUNTABILITY REQUIREMENTS
MIS
AUTOMATION ISSUES/ CONCERNS
CELLULAR TELEPHONE ISSUES
SATELLITE TELEPHONE ISSUES
PROGRAM ISSUES MACWIS, METSS, JAWS
SUPPORT PROVIDED TO AFFECTED AREA(S)
GENERATOR ISSUES
EXTERNAL AGENCY
ISSUES
FEDERAL
STATE
WAIVERS
EXECUTIVE DIRECTOR
COMMENTS
Annex D, Guidance to MDHS EOC SOP
PURPOSE. To provide guidance and establish procedures pertaining to the security of the EOC dur ing prescribed operations.
2. GENERAL. When the EOC is activated, it will be designated a Restricted Area. Access will be JAW paragraph 3 below.
3. SPECIAL.
A. EOC Access. Access to the EOC is limited to individuals assigned EOC duties, or as designated by the Executive Director.
B. Access Roster. The Deputy Administrator for Operations will establish and maintain an access roster listing individuals authorized to enter the EOCs.
C. Safeguard of Sensitive Material. All material will be treated as For Official Use Only. All documents cleared for destruction must be shredded upon certification of the DAO.
D. All documents generated and received during the disaster are considered historical documents. No documents are to leave the EOC without approval of the DAO.
Appendices:
Appendix 1- MDHS County Directory
Appendix 2- DFCS Disaster Plan Resource Family
Appendix 3- Special Needs Shelter
Appendix 4- ESF (Emergency Support Functions)
Appendix 5- MS State and Local Government- How to Purchase
MISSISSIPPI DEPARTMENT OF HUMAN SERVICES COUNTY DIRECTORY 2009
Appendix 2, DFCS Disaster Plan to Annex D, MDHS Guidance
Mississippi Division of Family and Children Services Interim Disaster Preparedness Plan Resource Families
The Department of Human Services, Division of Family and Children Services values the dedicated foster, adoptive and relative families who provide care for children. This document is prepared in an effort to aid those families in maintaining personal safety, and providing communication and continuity of services in the event of a disaster.
This is the beginning of a more comprehensive Disaster Preparedness Plan that will be evolving over the next several months. Additional policy and information will be published as it becomes available. Community disasters can come in many different forms. While Mississippians are most familiar with hurricanes, it is important to consider other natural and man-made disasters. Some of the information provided will relate specifically to hurricane but year-round preparedness warrants planning as well. All policies sould be considered in light of disaster in the larger sense.
Prior preparation
Develop a family emergency communication plan. In case family members are separated form one another during a disaster (parents at work, children in school or day care) have a plan for getting back together.
Ask an out-of-state relative or friend to serve as the "family contact". After a disaster it's often easier to call long distance than it is locally. Make sure everyone in the family knows the name, address and phone number of the contact person.
Maintain a supply of water and non-perishable food.
Keep handy a change of clothes, battery operated radio, flashlights, and extra batteries.
Be sure DFCS has updated information for an emergency contact located out of state who will most likely know the whereabouts of your family.
Maintain written information for each foster child including: Full name
Social Security Number
Medicaid number
Medical information
Names and doses of prescriptions Caseworker's name
When forewarning is available
Resource families should follow the directives of local public safety authorities concerning evacuation and may take foster children out of county or out of state based on the directives and the family's emergency plan.
Notify worker if leaving the area and furnish contact information, along with anticipated return date. If worker is unreachable, contact 1-800-222-8000.
Assure an ample supply of medications is included in preparations along with the written information outlined above.
Resource families should follow directives of local public safety authorities regarding a return to the affected area.
If location or contact information changes, report changes to worker or to 1-800-222-8000. If relocation within Mississippi you may contact the local office from the list provided.
Resource families may learn the current status of other resource families, and birth families by calling 18002228000
Resource families may contact their worker through 18002228000 The person accepting the call will forward the concern, question or information to the worker or other identified staff who will return the resource family's call.
If medical attention is needed for a foster child while in another state, resource families should call 18002228000 for assistance in using Mississippi Medicaid. This information will be provided to DFCS staff.
Mississippi
Division of Family and Children Services Interim Disaster Preparedness Plan Staff
The Department of Human Services, Division of Family and Children Services values the dedicated foster, adoptive and relative families who provide care for children. This document is prepared in an effort to aid I staff in maintaining personal safety, and providing communications and continuity of services in the event of a disaster.
This is the beginning of a more comprehensive Disaster Preparedness Plan that will be evolving over the next several months. Additional policy and information will be published as it becomes available. Community disasters can come in many different forms. While Mississippians are most familiar with hurricanes, it I is important to consider other natural and man-made disasters. Some of the information provided will relate specifically to hurricanes but year-round preparedness warrants planning as well. All policy should be considered in light of disaster in the larger sense.
Personal Responsibilities
Prior preparation
Develop a family emergency communication plan. In case family members are separated from one another during a disaster (parents at work, children in school or day care) have a plan for getting back together.
Ask an out-of-state relative or friend to serve as the "family contact". After a disaster it's often easier to call long distance than it is locally. Make sure everyone in the family knows the name, address and phone number of the contact person.
Maintain a supply of water and non-perishable food.
Keep handy a change of clothes, battery operated radio, flashlights, and extra batteries.
Be sure DFCS has updated information for an emergency contact located out of state who will most likely know the whereabouts of your family.
Maintain written information for each foster child including: Full name
Social Security Number
Medicaid number
Medical information Names and doses of prescriptions
Caseworker's name
When forewarning is available
Staff should follow the directives of local public safety authorities concerning evacuation. Notify supervisor if leaving the area and furnish contact information, along with anticipated return date. The statewide Adoption line 1-800-821-9157 will serve as a centralized number for staff to report activities and receive information form the Division. If your own supervisor is unreachable, contact that number.
Following a disaster
Staff should follow directives of local public safety authorities regarding a return to the affected area. Notify supervisor if away form base for more than two working days. If supervisor is unreachable, contact 1-800-821-9157, statewide Adoption line to report current circumstances and anticipated return to work.
Staff will be approved for use of Administrative Leave as determined by the Executive Director depending on the magnitude of the disaster. Extended leave with pay or without pay will be granted on a case by case basis depending on the extent of the damage to the general area, individual circumstances, and directives from the local authorities. Decisions regarding extended leave will be made by the Division Director or his/ her designee.
Maintain an out of state emergency contact for each resource family. Update annually.
Maintain up-to-date files on all clients through MAC WIS.
Quarterly, Regional Directors and Area Social Work Supervisors should print off MAC WIS list of resource families currently with placements along with the names of children placed in those homes. The list should be kept with the Regional Director and Area Social Work Supervisors.
When forewarning is available
Regional Directors and Area Social Work Supervisors in area potentially affected should print off MAC WIS list of resource families currently with placements along with the names of children placed in those homes. The list should be kept with the Regional Direcotr and Area Social Work Supervisors.
Even if the Mississippi Gulf Coast is not directly identified as a target for the storm's landfall, Regional Directors and Area Social Work Supervisors in that area should print off the MAC WIS list of resource families currently with placements along with the names of children placed in those homes. The list should be kept with the Regional Director and Area Social Work Supervisors.
Encourage all resource families to follow directives of local public safety authorities regarding evacuation. Foster children may accompany the resource family out of county or out of state based on the directives and the family's emergency plan.
Assure that all resource families have the 800 number which will be available for staying in contact (1-(800-222-8000) and a copy of the "Interim Disaster Preparedness Plan for Resource Families."
At the time of a hurricane warning the Regional Director will communicate with the Division Director regarding plans for emergency operations within the area, including for example: closing offices, ensuring the Regional Director has the phone numbers for staff and plans to cover shelters.
Communication
1-800-821-9157 will serve as primary contact for basic communication among staff members of the Division immediately prior to and following a disaster. This numbr normally serves as the statewide Adoption line. This line will be staffed during normal business hours (hours may be extended based on the severity of the disaster) and will be available for staff to report to and receive information from central office.
As soon as possible, Staff should report to supervisor, or the 1-800-821-9157 if unable to reach supervisor, current whereabouts, contact information and estimated plan for being able to report to work. Supervisor will advise staff of current expectatins.
A second 1-800 number (1-800-222-8000) will be available 24/7 for resource families to report their whereabouts. At this number a master list of families who have called will be maintained so that both resource families and the children for whom they care can be located.
Resource families and birth families may call (1-800-222-8000) to learn the status of family members or other families who have called in.
If necessary laptop computers will temporarily be made available from state office so that staff can access the MAC WIS system. Some paper records may be available through state office. Staff should contact the Placement Unit to determine what information is on hand.
- Emergency Shelters
DFCS employees remain responsible for staffing emergency shelters. If the need for shelters exceeds three working days, the Regional Director will work with the Division Director to assess the need for temporarily assigning staff from other parts of the state, not affected by the disaster, to assist.
Staff should keep supervisor informed of the status of regularly scheduled duties. Staff reporting for work should check with ASWS regarding temporary reassignment of duties. Child Abuse and Neglect Reports
New reports of child abuse and neglect will take precedence over working in a shelter. The Regional Director will make arrangements to relieve investigators of shelter duties so that investigations can be completed.
Regional Director will consult with the Division Director (or designee) with regard to the need for additional staff on a temporary basis.
If local communications are disrupted 1-800-222-8000 will be available to take reports and pass that information back to a worker at the local level or to law enforcement. This process will continue until local communications are reliable again.
6-5-06: 2pm, 6-13-09: 1030am, 1130am, 6-15-06
Appendix 3, Special Needs Shelter to Annex D, MDHS Guidance
SPECIAL NEEDS SHELTER ELIGIBILITY
People with minor health/ medical conditions that require professional observation, assessment and maintenance.
People with contagious health conditions that require precautions or isolation that cannot be managed in a general shelter environment.
People with chronic conditions who require assistance with activities of daily living but do not require hospitalization.
People with the need for medications and/ or vital sign monitoring and are unable to do so without professional assistance.
HEALTH/ MEDICAL ADMISSION CRITERIA
A person may be eligible for admission to a special needs shelter if they suffer from a health or medical conditioin which requires:
Daily or more frequent dressing changes.
Daily or more frequent monitoring of vital signs.
Daily assessment of an unstable condition, e.g. diabetes.
Assistance with management of an ostomy; continuous peritoneal dialysis, indwelling catheter.
Aid with the activities of daily living because of restricted mobility.
A health care professional to administer medication by injection.
Administration of frequent doses of intense medications for terminal illness.
Professional assistance in the use of hi-tech or mechanized medical equipment.
Dependence on electrically energized equipment to sustain life.
Oxygen dependence.
Custodial care.
Or is in the 3rd trimester of pregnancy.
Appendix 4 ESF to Annex D MDHS Guidance
EMERGENCY SUPPORT FUNCTIONS
| ESF: 1 | Transportation |
| ESF: 2 | Communications |
| ESF: 3 | Public Works & Engineering |
| ESF: 4 | Firefighting |
| ESF: 5 | Emergency Management |
| ESF: 6 | Mass Care, Housing & Human Services |
| ESF: 7 | Resource Support |
| ESF: 8 | Public Health & Medical |
| ESF: 9 | Urban Search & Rescue |
| ESF:10 | Oil & Haz Mat |
| ESF: 11 | Agriculture & Natural Resources |
| ESF: 12 | Energy |
| ESF: 13 | Public Safety & Security |
| ESF: 14 | Long-Term Recovery |
| ESF: 15 | External Affairs |
MISSISSIPPI STATE AND LOCAL GOVERNMENT
How to purchase
This document is intended to be used as a starting point in understanding the state and local government purchasing process. There is no way to cover all aspects of the process in a few pages. You are urged to review the various laws and manuals which are referenced herein as well as visit the various websites. The document is arranged as follows:
General
Who are you?
What do you want to buy?
The competitive bid process
General guidelines for state agencies
General guidelines for governing authorities
Master Lease Purchase Program
Procurement Card Program
Emergency Purchasing
The laws - definition and procedures
Declaration of emergencies
Responsibility for making purchases
Vehicle issues during an emergency
SAAS issues during an emergency
Additional Emergency Purchasing Tips
GENERAL
Because the laws and requirements are varied depending upon the type of governmental entity that is doing the purchasing and the items/services to be purchased, the following brief definitions and discussions are given here as clarification.
WHO ARE YOU?
"State agency" is intended to mean any agency or institution which is created by the Constitution or statute except a legislative or judicial board or unit thereof.
"Governing authority" is intended to mean any political subdivision such as counties, cities, schools, port authorities, etc.
WHAT DO YOU WANT TO BUY?
Commodities, Supplies and Equipment (other than Computer related item)
Contact the Department of Finance and Administration, Office of Purchasing and Travel, 1401 Woolfolk Building, Suite A, 501 North West Street, Jackson, MS Contracts at http://www.dfa.state.ms.us/Purchasing/eplquery.htm. If there is no State Contract, you may contact OPT and they will be able to advise you on how the state and local entities should purchase the product(s). If the items are not on a contract, com petitive procedures are probably required.
Computer and Telecommunications Equipment, Software and Services
Contact the Department of Information Technology Services Procurement Help Desk, phone: 601-576-HELP (601-576-4357). www.its.state.ms.us ITS utilizes various procurement mechanisms which state and local entities may use. ITS will be able to tell you if there are standing Requests for Proposals (RFPs) or Express Products Lists (EPLs) for your required products/services and if so, how to use these agreements. If there is no standing procurement vehicle, ITS will be able to advise you on how state and local entities should purchase the products/services. Per state statute, all telecommunications systems and services affecting the management and operations of the state must be acquired through ITS. Contact ITS directly to arrange for the following services:
Telephone: business lines, trunking, Centrex, voice mail, set installation, long distance, toll free num bers, calling cards, audio conferencing.
Data: cabling, circuits (inter-LATA, intra-LATA, MPLS), Internet, DSL"
For additional information, see the ITS Procurement Handbook.
For specific information about ITS Telecom Contracts and Services go to: http://www.its.state.ms.us/its/procman.nsf/f4ad43bd44ad9d8c86256daa0063elfD/c29fa4737d13967e86256e6d007be1d4?OpenDocument.
Construction
Most state construction is done thru the Department of Finance and Administration, Office of Build ing, Grounds and Real Property Management, 601-359-3621. Some of the state agencies have ad equate appropriations to do construction on their own. The Office of Purchasing and Travel can also provide some guidance in the area of construction. If you do not have expertise on staff, it is recom mended that you hire an architect with experience in governmental construction contracting.
Service Contracts
Most state agencies fall under the jurisdiction of the Personal Service Contract Review Board, www.spb.state.ms.us, and must follow formal bidding procedures for contracts over $100,000. Some agen cies (Universities and MDOT) and most Governing Authorities are not required to comply with any competitive process for services yet many do implement a competitive procedure.
Travel
Contact the Department of Finance and Administration, Office of Purchasing and Travel, 1401 Wool folk Building, Suite A, 501 North West Street, Jackson, MS 39201 601-359-3647. The Office will be able to tell you if there is a State Contract for your required travel services. If there is no State Contract, the Office will be able to advise you on how the state and local entities should procure the service(s).
THE COMPETITIVE BID PROCESS
Section 31-7-13(a), (b), or $0 to $5,000- no bids required
$5,000 to $25,000- at least two written quotes Over $25,000- Formal sealed bids required (advertised)
All purchases in excess of $25,000 must be advertised in a local paper and a copy of the notification must be sent to the Mississippi Contract Procurement Center 601-352-0804.
GENERAL GUIDELINES- STATE AGENCIES
If a commodity is on a competitive bid contract, state agencies must buy the contract item from the contract vendor unless they get prior approval from the Office of Purchasing and Travel.
If a commodity is on a negotiated contract, state agencies may buy from any of the contract yen dors, or state agencies may purchase the item from other that the contract vendor provided that they must follow the applicable procedures set forth in Section 31-7-13(a), (b), or and that the price paid shall not exceed the negotiated contract price.
If a commodity is not covered by any contract, state agencies must follow statutory bid procedures which are set forth in Section 31-7-13 of the Mississippi Code (see above). Purchases which exceed $25,000 may be made from the lowest and best bidder after advertising for competitive sealed bids once each week for two (2) consecutive weeks and that the date of the bid opening is not less than seven (7) working days after the last published notice.
For construction contracts in excess of $25,000, the date of the bid opening shall not be less than fifteen (15) working days after the last published notice.
For purchases in excess of $25,000 not covered by state contract, state agencies are required to ob tam n approval from the Office of Purchasing and Travel prior to issuing a purchase order.
GENERAL GUIDELINES - GOVERNING AUTHORITIES
If a commodity is on any contract approved by the Office of Purchasing and Travel, governing authorities may buy the contract item from the contract vendor; or they may buy the identical item from any source provided that the price does not exceed the state contract price; or they may ignore the contract and purchase under the guidelines set forth in Section 31-7-13 of the Mississippi Code as outlined above.
If a commodity is not covered by any contract, governing authorities must follow statutory bid procedures which are set forth in Section 31-7-13 of the Mississippi Code.
Governing authorities are not required to obtain approval from the Office of Purchasing and Travel.
PROCUREMENT CARD
The Office of Purchasing and Travel maintains a contract for a Small Purchase Procurement Card Program (Specific guidelines for using the Small Purchase Procurement Card are listed in the Procurement Manual Chapter X, Section 10.113 http://www.dfa.state.ms.us/Purchasing/Proc_Man/pro_man.htm. The intent of this Procurement Card program is to allow government entities to make small purchases of commodities, repairs, or services easier and more economical. This charge card is accepted by a wide variety of businesses offering goods and services. Government entities may use the Small Purchase Procurement Card to make purchases which are bona fide needs of the entity. The maximum amount of a single purchase transaction shall be $3500 (entities may establish stricter guidelines). There is no purchase order required for credit card, procurement card, or membership card transactions. Information related to signing up for the program is available at http://www.dfa.state.ms.us/Purchasing/Procurement/newproccard.pdf.
EMERGENCY PURCHASING
In an emergency situation the requirements for purchasing may change. There are potentially three different emergency declarations that could take place;
The agency or governing authority head could declare an emergency;
The Governor could declare an emergency; or,
The President could declare an emergency.
The following is intended to be a quick guide and may not cover al situations that are possible.
THE LAWS
In the case of an agency or governing authority head declaration of an emergency, the entity should comply with Sections 31-7-1 and 31-7-13 of the Mississippi Code as shown below:
The definition of "Emergency" is set forth in Section 31-7-1(f) of the Mississippi Code as follows: Emergency" shall mean any circumstances caused by fire, flood, explosion, storm, earthquake, epidemic, riot, insurrection or caused by any inherent defect due to defective construction, or when the immediate preservation of order or of public health is necessary by reason of unforeseen emergency, or when the immediate restoration of a condition of usefulness of any public building, equipment, road or bridge appears advisable, or in the case of a public utility when there is a failure of any machine or other thing used and useful in the generation, production or distribution of electricity, water or natural gas, or in the transportation or treatment of sewage; or when the delay incident to obtaining competitive bids could cause adverse impact upon the governing authorities or agency, its employees or its citizens; or in the case of a public airport, when the delay incident to publishing an advertisement for competitive bids would endanger public safety in a specific (not general) manner, result in or perpetuate a specific breach of airport security, or prevent the airport from providing specific air transportation services.
The appropriate procedures are also set forth in the Mississippi Code as follows:
For State Agencies Emergency Purchase Procedures, Section 31-7-13(j)
State agency emergency purchase procedure. If the governing board or the executive head, or his designee, of any agency of the state shall determine that an emergency exists in regard to the purchase of any commodities or repair contracts, so that the delay incident to giving opportunity for competitive bidding would be detrimental to the interests of the state, then the provisions herein for competitive bidding shall not apply and the head of such agency shall be authorized to make the purchase or repair. Total purchases so made shall only be for the purpose of meeting needs created by the emergency situation. In the event such executive head is responsible to an agency board, at the meeting next following the emergency purchase, documentation of the purchase, including a description of the commodity purchased the purchase price thereof and the nature of the emergency shall be presented to the board and placed on the minutes of the board of such agency. The head of such agency, or his designee, shall, at the earliest possible date following such emergency purchase, f le with the Department of Finance and Administration (i) a statement explaining the conditions and circumstances of the emergency, which shall include a detailed description of the events leading up to the situation and the negative impact to the entity if the purchase is made following the statutory requirements set forth in paragraph (a), (b) or (c) of this section, and (ii) a certified copy of the appropriate minutes of the board of such agency, if applicable. On or before September 1 of each year, the State Auditor shall prepare and deliver to the Senate Fees, Salaries and Administration Committee, the House Fees and Salaries of Public Officers Committee and the Joint Legislative Budget Committee a report containing a list of all state agency emergency purchases and supporting documentation for each emergency purchase.For Governing Authorities Emergency Purchase Procedures, Section 31-7-13(k) Governing authority emergency purchase procedure. If the governing authority, or the governing authority acting through its designee, shall determine that an emergency exists in regard to the purchase of any commodities or repair contracts, so that the delay incident to giving opportunity for competitive bidding would be detrimental to the interest of the governing authority, then the provisions herein for competitive bidding shall not apply and any offi cer or agent of such governing authority having general or special authority therefore in making such purchase or repair shall approve the bill presented therefore, and he shall certify in writing there-on from whom such purchase was made, or with whom such a repair contract was made. At the board meeting next following the emergency purchase or repair contract, documentation of the purchase or repair contract, including a description of the commodity purchased, the price thereof and the nature of the emergency shall be presented to the board and shall be placed on the minutes of the board of such governing authority.
DECLARATION OF EMERGENCY
Emergency Declared by the Governor:
The State Auditor will issue an Emergency Declaration suspending the State purchasing laws in situations when the Governor declares a state of disaster. The agency or governing authority should follow the same process as set forth above but there is no requirement for the agency or governing authority head to declare an emergency.
Emergency Declared by the President:
If the President declares an emergency the Governor will also issue a declaration. In this case, it is possible that agencies and governing authorities may later seek reimbursement for some or all of their costs. If reimbursement will be requested the buying entity is urged to take the following issues into consideration:
* FEMA usually requires record of some form of competition or an adequate justification why no competition was obtained. Thus, while state law does not require a second or third quote in an emergency situation, entities are urged to seek competition (telephone quotes, written quotes, bids) to be sure they are getting a good value and to enhance their opportunities for reimbursement at a later date. If competition is not available it is recommended that the entity document the situation and justification for not obtaining a second price quote.
* FEMA usually will reimburse for the rental of equipment but will not normally reimburse for the purchase of equipment that will be useable after the immediate emergency subsides.
* FEMA usually will reimburse for the replacement of equipment at the value prior to the emergency. For example, if an agency has a 15 year old bus, FEMA would reimburse the value of a 15 year old bus, but not a new bus.
Agency or Governing Authority Responsibility
All agencies and governing authorities are reminded that it is their responsibility to purchase the commodities, equipment and services which their agency needs to fulfill its mission during an emergency situation. Only after all internal resources and capabilities have been expended should the entity submit a request to the MEMA Emergency Operations Center. Municipalities should submit their requests to their county EOC where it will be prioritized and forwarded to the MEMA EOC. Counties should work with their EOC to submit requests. State agencies should submit their requests to their agency Emergency Operations Coordinator who will submit the request in the MEMA on-line request system.
VEHICLE USE DURING AN EMERGENCY
State Agency and Governing Authority Vehicles
State Agency and Governing Authority vehicles should be the "vehicle of choice" in emergency situations. These vehicles are properly marked and are more likely to be properly identified as government vehicles. The users should follow standard fueling and maintenance policies and should maintain proper records of activities as required by their entity.
Rental Vehicles
Vehicles may be rented under the terms of the State of Mississippi contract (see http://www.dfa.state.ms.us/
Purchasing/Travel/vehicle_rental.pdf
Entities are urged to obtain fuel cards to be used with rental vehicles so that costs can be tracked and the entity can take advantage of the prices and reporting capabilities associated with the Fuel card contract (see http://www.dfa.state.ms.us/Purchasing/Fuel/fuel_access_card.pdf
Employee's personal Vehicles
Employee's personal owned vehicles (POV) may be used in an emergency situation but employees are urged to check with their own insurance agent to determine if there are any issues or limitations with this type usage. Tort Claims is the primary liability insurer of POVs when used on state business. This would be the case whether in a disaster area or not. Tort Claims does not offer any physical damage (collision/comprehensive) coverage to any vehicle, whether state owned or POV. The employee's personal insurance coverage would need to cover areas not covered by Tort Claims. We have found that most insurance companies' policies will meet these needs.
Public fuel (fuel owned by a government entity) may be provided to private vehicles only in those cases of extreme necessity to serve the governments' purposes when fuel is otherwise unavailable for private purchase. Adequate records should be kept documenting the amount of fuel provided, the name of the person, the vehicle tag number, and the public purpose. In addition, to the extent possible, the fuel provided should be limited to the amount necessary for the public purposes to avoid donations of fuel to private individuals. If fuel is otherwise available for purchase, public fuel should not be provided to private vehicles whether owned by private citizens or public employees. If public fuel is provided, the employee shall not be paid mileage reimbursement.
Contract Workers Use of State Owned Vehicles
Contract workers may operate state owned vehicles. Tort Claims does cover liability for contract workers. Tort Claims does not cover liability for independent contractors. If an independent contractor needs to operate a state owned vehicle, proof of auto liability insurance must be on file before operation.
PROCUREMENT LINKS
Online ITS Procurement Handbook:
http://www.its.state.ms.us/its/procman.nsf/TOC4?OpenView
EPLs online:
http://www.its.state.ms.us/its/itsweb.nsf/EPLs/1?OpenDocument
ITS Online Procurement Request System (includes submission of emergency procurements): http://www.its.state.ms.us/procurement
ITS Procurement Forms in Word or PDF format:
http://www.its.state.ms.us/its/itsweb.nsf/ProcurementRequest?OpenFor
Procurement Manual, Office of Purchasing and Travel
http://www.dfa.state.ms.us/Purchasing/Proc_Man/pro_man.htm
State Contacts, Office of Purchasing and Travel
http://www.dfa.state.ms.us/Purchasing/epl_query.htm Travel Information (contacts, reimbursement rates, manual)
http://www.dfa.state.ms.us/Purchasing/Travel.htm
MISSISSIPPI DEPARTMENT OF HUMAN SERVICES ORGANIZATIONAL CHART
Miss. Code. tit. 18, pt. 2, ch. 1, 18-2-1-IX, att. 18-2-1-IX-O