Emergency Management Agency PPE bids and procedures (Oregon Emergency Management)

Beryl Lipton filed this request with the Oregon Emergency Management of Oregon .
Multi Request Emergency Management Agency PPE bids and procedures
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From: Beryl Lipton


To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

• The current procedure for procuring personal protective equipment (PPE) on behalf of agencies and entities within the jurisdiction of this office. If this office manages PPE requests for county, local, or private entities, please also provide any guiding material for soliciting, receiving, organizing, and fulfilling those requests.

• Any bids placed by this agency for the acquisition of PPE for this office or on behalf of any entity within the jurisdiction of this agency.

• Any available spreadsheet or aggregate information related to bids for PPE. Please provide all available segregable data, including but not limited to the source, the quantity, and the success of the bid.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.

Sincerely,

Beryl Lipton

From: Oregon Emergency Management

Beryl,
We have received your public records request and will do our best to meet your timeline. However, given the scope of this response, it may be a bit later. We will be in touch as we draw closer to your requested response time.

Paula Negele
PIO – Oregon Office of Emergency Management
503-871-8689

From: Oregon Emergency Management

Beryl –

Please see below and attached information per your public records request of April 8. Note that I have provided information beneath your original questions. Additional information about PPE distribution in Oregon can be found here<https://www.oregon.gov/covid19response/Pages/PPE.aspx>.
• The current procedure for procuring personal protective equipment (PPE) on behalf of agencies and entities within the jurisdiction of this office. If this office manages PPE requests for county, local, or private entities, please also provide any guiding material for soliciting, receiving, organizing, and fulfilling those requests.
When there is a declared emergency in our state, a Special Procurement is used to expedite processes to get the necessary goods and services. I have attached that Special Procurement (SP-222-08). The Oregon Dept of Administrative Services facilitates the process. Due to the duration and severity of the COVID-19 response, the agency works with Business Oregon to carefully vet potential suppliers. Once suppliers are vetted, a list of leads is provided to a procurement team that reaches out to the suppliers, requests quotes, copies of any required documentation (i.e. FDA certificates) and information about the location of the supplies / shipping information. Once all of this information is reviewed and approved, a purchase order is issued.
The process/procedure for procuring PPE has changed since the response first began. Below is a timeline of how PPE has been requests/receipt has been implemented.
Mon 3/2: State Emergency Coordination Center activates in support of Oregon Health Authority AOC
Counties submit PPE request via state OpsCenter; request goes to OHA to approve/determine quantity based on availability; work with distribution center to ship

Thurs 3/5: OHA issues new PPE toolkit for county health departments that includes forms on which to request orders; request to counties to resubmit orders using new forms which limits items to available materials

Fri 3/6: OHA liaisons work with counties to triage questions re: new process, forms

Sat 3/7: Governor declares state of emergency

Mon 3/9: State ECC activation changes, Executive Order establishes State ECC as lead

Tues 3/10: PPE requests still submitted by counties through OpsCenter; orders sent though stateDepartment of Administrative Services to verify stock and forwards to OHA for review/approval; OHA returns modified (based on stock) to DAS to process and ship

Thurs 3/12: OEM clarifies to locals that PPE requests need to limit to the list of items on the form; all other (non-PPE) requests to be submitted through separate form

Thurs 3/26: OEM notifies counties of new PPE Push distribution from the State ECC as of 3/27. Info to counties is as follows:

The state ECC will be taking on the coordination of the PPE supply chain. Going forward, Personal Protective Equipment (PPE), including hand sanitizer, will be pushed out to counties/tribes for counties/tribes to allocate at the local level.

· As new supplies are purchased, donated and procured from vendors/federal agencies, these supplies will be allocated based on the attached matrix.

· PPE will be pushed out regularly to a location determined by the county/tribal emergency manage. A small reserve will be held at the state for state-level missions and state agency requests.

· For these regular shipments of PPE, county emergency managers will no longer be putting requests into OpsCenter. The ECC will generate all county/tribe OpsCenter requests on their behalf. This includes PPE requests for local fire/EMS agencies.

· The state ECC is in the process of calling all counties and tribes to verify their ship-to location for all future shipments. A single resource request will be held open in OpsCenter for each county and tribe, and all updates on shipments will be recorded there.

· Previous OpsCenter PPE requests will be closed. All previous requests are now being filled locally with inventory pushed out by the State ECC. With PPE being pushed out to counties/tribes, previous resource requests can now be filled locally.

Thurs 4/2: New push-based allocation plan, updated for clarity, by OHA; https://oregon-coronavirus-geo.hub.arcgis.com/datasets/ef59699bfb764340a66ab053a4f8a34c
• Any bids placed by this agency for the acquisition of PPE for this office or on behalf of any entity within the jurisdiction of this agency.
See next bullet
• Any available spreadsheet or aggregate information related to bids for PPE. Please provide all available segregable data, including but not limited to the source, the quantity, and the success of the bid.
Attached is a spreadsheet of purchases through April 9 – the date of your request.

[OregonOEM]<http://www.oregon.gov/oem>

Paula Fasano Negele, Public Information Officer
Oregon Office of Emergency Management
Office 503-378-2127
Cell 503-871-8689
paula.negele@state.or.us<mailto:matt.marheine@state.or.us>
[Related image]<https://www.facebook.com/OMDOEM/> [Image result for twitter icons] <https://twitter.com/OregonOEM?lang=en> [Image result for youtube icons] <https://www.youtube.com/channel/UC-f486An9fu-mjaMZepX2nA?feature=mhee>

From: Beryl Lipton

Hello Ms. Negele,

Thank you so much for your help with this request. I really appreciate it. I'm wondering: is there an updated version of the Purchase Order Log?

Thanks, again, for your time and help. I hope you and your team are well.

All the best,
Beryl

From: Oregon Emergency Management

Beryl,
We have received your request and I am reaching out to the Oregon Dept. of Administrative Services (DAS) for any updated information. I will provide information as soon as I receive it.

Paula

[OregonOEM]<http://www.oregon.gov/oem>

Paula Fasano Negele, Public Information Officer
Oregon Office of Emergency Management
Office 503-378-2127
Cell 503-871-8689
paula.negele@state.or.us<mailto:matt.marheine@state.or.us>
[Related image]<https://www.facebook.com/OMDOEM/> [Image result for twitter icons] <https://twitter.com/OregonOEM?lang=en> [Image result for youtube icons] <https://www.youtube.com/channel/UC-f486An9fu-mjaMZepX2nA?feature=mhee>

From: Oregon Emergency Management

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