Emergency Management Agency PPE bids and procedures (Washington Emergency Management Division)

Beryl Lipton filed this request with the Washington Emergency Management Division of Washington.
Tracking #

P000286-062320

Multi Request Emergency Management Agency PPE bids and procedures
Status
Completed

Communications

From: Beryl Lipton


To Whom It May Concern:

Pursuant to the Washington Public Records Act, 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 5 business days, as the statute requires.

Sincerely,

Beryl Lipton

From: Washington Emergency Management Division

Dear Beryl Lipton c/o MuckRock News,

Thank you for registering with the Washington State Military Public Records Center!

Your Login ID is:  requests@muckrock.com

If you did not submit your request through the public portal but are receiving this e-mail, an account has been created for you where you can track and monitor the status of your request, and receive any documents in response to your request.


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From: Washington Emergency Management Division

Dear Beryl Lipton c/o MuckRock News:
Thank you for your interest in the public records of the Washington State Military Department. Your request has been received and is being processed in accordance with the State of Washington Public Records Act, Chapter 42.56 RCW. Your request was received in this office on 6/23/2020 and given the reference number P000286-062320 for tracking purposes.
We are currently in the process of researching the documents potentially responsive to your request. You may expect an Installment or update regarding the status of your request within 2 weeks of this submittal.  PLEASE NOTE: The State of Washington Public Records Act, Chapter 42.56 RCW, does not require a governmental body to create new information, do legal research, or answer questions.
You can monitor the progress of your request in "My Request Center".  You'll receive an email when your request has been completed. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss45RA13p9V-2FrXnBVoCtBOMpH5qaNxLpK-2F-2BbFrFmJFNUgyUnj3rehuVBw6To-2FiWam-2Bc-3DG1p0_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2B8oOlfByGUuwcYZ30BEWbBopLCKidjtKy7Dw9PkpD88vvOJ-2FIyMtMMqnNEUYdN6KmLyQ2OhSKr8rHP7YRyfZzEWIj4zQcasheWBAABEivf8gBC-2Ftu7o8NkU70aEMfQ-2BcIGcjmPmcx-2FnVnEq-2BhX-2BEwnensDnzSKlyaaW9Q2kdHtvvYkaVGmOnvIO2kZ8-2FZ03JXUnGyry4lZpftt9H8s-2B6dhTURct1rOcJkqxjbCLnDUHT0KlkQCreq9PtmlSSJcM8hZmj7NjF3A1P-2BxwX5NmZK82AEYfgAMBwuXkHvBeHvZC3h359iicK1HxaeOB7LD6PdA-3D-3D)
Again, thank you for using the Public Records Portal. This is an auto-generated email and has originated from an unmonitored

Track the issue status and respond at: https://washingtonmil.govqa.us/WEBAPP//_rs/RequestEdit.aspx?rid=640 (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss64r4G4ti3ucqgAZrLitLsGSX9Hd9LTKOsm2misZushEW793zvrUEitmOHBECe62J0-3DgoM2_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2B8oOlfByGUuwcYZ30BEWbBopLCKidjtKy7Dw9PkpD88vvOJ-2FIyMtMMqnNEUYdN6KmLyQ2OhSKr8rHP7YRyfZzEWIj4zQcasheWBAABEivf8gBC-2Ftu7o8NkU70aEMfQ-2BcIGcjmPmcx-2FnVnEq-2BhX-2BEwnensDnzSKlyaaW9Q2kdHtvvIPDSA4xqyQTD2LUqtvp-2Fr-2BHenknwu4v4psOjAKqAB6bTtpfdNVqIvFNcpn2fXu4pvJTAT1xO7J2vV-2Fn644Yx2YV7JRMP5y1DIawRjX10y1KJwPJITlQbG2bn16hXNAKsQJpdQMMH7ZiYRyC5P98m5w-3D-3D)

From: Washington Emergency Management Division

Attachments:
PPE_Prioritization_of_Allocation_29_APR_2020.pdf (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss45RA13p9V-2FrXnBVoCtBOMpC1eYvbgGrD72MAaSoMRv-2BPvLVRxp2Ds5-2BhDPdwcUY6SRNuiMQTwCo9v5-2BUspn7JBT9dQLkakWHlJtC3jCmYRoR7a3IWRADEx4b75x5RSOxfkzBP6rAvIN3Pb2zl-2B11wbW6ifsSO53RxWszNB5M2ltg-3D-3Ddy7o_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPi7s89H7353-2FeinsvzcSHYTDO88GF1Wr-2FbeyhseXIX6F5viqDG2IrD1-2FcKWkwND-2FVA4-2BA6-2Boo-2FAgtybTgM-2BVU7XIxPz4YCIm9rLBclNQAw6PsnJ5KexcZuiAoN9po5SHzmli-2BOZtLHsc8sFnfBJokfQ-3D-3D)
PPE_Distribution_Model_updated_5-9-2020.xlsx (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss45RA13p9V-2FrXnBVoCtBOMpC1eYvbgGrD72MAaSoMRv-2BPvLVRxp2Ds5-2BhDPdwcUY6SRNuiMQTwCo9v5-2BUspn7JBT9dQLkakWHlJtC3jCmYRoTBs2ukrY1g3lCMWNYLvJm6d2nYwdcyS1eWHkgtiXvdIU9U-2FzcSGupnrjxFfFU9BOQ-3D-3DuprC_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPaSysL35qk8rHCymgyrjXxXZUtEidVCJhZZjAj3Tsgv0tLfVk-2BF1wTv5meHy3KlhgmrCfHdbE-2FKW15MoGHvWbL1v60mwIpxss0Yc3fBsWngWEUhJIeT0iu-2FGhmxzhBBvgfS2TXIxIVO5V2sSKtQdtgg-3D-3D)

STATE OF WASHINGTON MILITARY DEPARTMENT Camp Murray‚ Tacoma, Washington 98430-5000
June 23, 2020
Beryl Lipton c/o MuckRock News
WA
RE: PUBLIC RECORDS REQUEST of April 08, 2020, Reference # P000286-062320.
Dear Beryl Lipton c/o MuckRock News,
Under the Public Records Act, chapter 42.56 RCW this letter acknowledges receipt of your request for records dated April 08, 2020 received and date stamped in this office on June 23, 2020, you requested:

“• 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.”
I apologize for the delayed response to your initial request due to the COVID-19 Emergency. Please note any future responses may be submitted directly to the Public Records Officer via Public.Records@mil.wa.gov or through our portal at Public Records Portal. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss45RA13p9V-2FrXnBVoCtBOMphqSv2jNuvUgvGG5zyzKLaUruQsTkj5atNiwQYnjT87Hr28LKB4ShH80JpgscFPuVIJZSqnX-2F3PbQVPusxxuNJA-3D-3DmlzX_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPhNknaGYpdfhiAgqdX8aFfMXatMiZuVUpN9LR3A9KLoJwiRlskOP23sEwfzVuqT-2BWBVhhpnaf1CocW7c4q1ZytvX0QMjPrw8jYLRy8ma8PIewKMN2H0pKFjASZ-2Fe-2FEqeFrrXPhSdBWiDa7TfjdtcVyw-3D-3D)
The Washington State Military Department has reviewed its files and has located responsive records to your request.  Please log in to the Public Records Portal at the following link to retrieve the appropriate responsive documents. Public Records Request - P000286-062320 (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss45RA13p9V-2FrXnBVoCtBOMpH5qaNxLpK-2F-2BbFrFmJFNUgyUnj3rehuVBw6To-2FiWam-2Bc-3DjngQ_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPAK5WsNMPaNLV9KwwKNcHVhRVz-2FcuKMeT9-2BDyamdkLOV5d59NrKmMLS9jzQkE2N0pcHY6cOL6CMoe6MzSqOnplGz1NRaV9AnzW09av0Lp37gbje7UC8tKFlL6WjSEY9bAG0u7y6McXS4ZGd0S4OmQrw-3D-3D)
If you prefer these records are uploaded into the MuckRock News platform, please send a token directly to the Public Records Officer at Public.Records@mil.wa.gov.
According to Jason Marquiss, Deputy Director of the Emergency Management Division, "The below link takes you to the externally facing website: https://mil.wa.gov/logistics-and-resources (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HSj3rj0-2BA691Y7qziU6yW95lSEOGIuT0FquxS1ZP0G-2BV37M158X8hY7zqCOIn33uBg-3D-3DvZ0C_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPmtWGMYSLROsYskjjU5wlJBG0POGWyVaA2kfvAdkRtB-2FRNGRXA2mKrbHDLlrxNn3qzgEp87Y4wbN-2B0BxNmvrmS-2BPLx-2FRkxiT4EH-2FmL3WNp766K1guwRjJ-2BH1cfKqwOoDYYn-2FU2XBfBu3rKSd2jghVTw-3D-3D)

Under the Statewide Resource Request Process and Mutual Aid section you’ll find a link for the “STATEWIDE Resource Request Process (PDF)” and the “WA Resource Request for (ICS 213 RR)”. This is our standard process.

A very truncated sequence of the steps is below:

- requesting entity submits WEBEOC request between Friday, 4 pm and Monday, 10 am

- Operations Section processes the request and assigns the PPE resource request to the Logistics Section

- The logistics section allocates PPE items for each request using the prioritized guidelines for allocation of PPE (document provided) and the available quantities on hand in the DES warehouse. If there is an item of PPE that is scarce then we apply an allocation methodology (attached as an example using a qty of 50k items in the inventory (cell B1)) to allocate using 4 weighted criteria:
1. Population
2. # of COVID cases (this changes obviously each week)
3. Hospital beds per County
4. Long Term Care Facility (LTCF) beds per county)

- Starting Tuesday of each week through Friday at 4pm we send orders to DES so they can pick the items and ship to the appropriate county, tribe or state agency

- Once DES receives the packing slip (order) from us they print off a pick slip for their warehouse staff and the order is picked, prepared for shipment and then delivered using several different sources

- Then we start the process all over again on Friday at 4pm when the next week’s order cycle starts all over again."

Please note, Department of Enterprise Services (DES) owns the procurement, warehousing, and distribution (fulfillment) pieces of this process. I suggest you submit a request to DES for further assistance. You may contact DES Public Records via https://des.wa.gov/about/news-media-center/request-public-record. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1Ha6buwZ1UdSaFrP41juuwiSpTmtaA-2F0OljBLYw-2FsXmmGQprHYmD4i-2FjdImkeE6Shkl08tf5ZO4IFNpGY6iqn-2BlI-3D9Wgy_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPE2ihmjgAyq7vFVJd5hpINqcj3EeU-2Bjw8okzgYj5uwVS9yLF03rMnW7qVXJ8iL2oGq4X5N67mEQotJ7Cazvie1wH0DWGDUbkEu104tmoeGIgCNjUHviSxF-2BJCqNFJJ4lxPTsZaM5mJqJhblLQtZjQVw-3D-3D)

With this letter, your request is complete and has been closed.
If you have any questions you may contact me via email at Cynthia.Whaley@mil.wa.gov or via phone at (253) 512-8110.
Sincerely,
Cynthia Whaley
Public Records Officer
Office of Intergovernmental Affairs & Policy
To monitor the progress or update this request please log into the Public Records Portal (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HRvsEbDGOd6M4rNIjtmkss45RA13p9V-2FrXnBVoCtBOMpHBGqtIMFF2cJLPnV5g8JKaigZXRhiudwqW6w1B04jQRjR7rV9tMKjbF-2B-2B6fiNVFcRv8v_0ndWIXlhBJez7vlp1Zgg30WfWh41VkyONQk-2FXJCxgxQV43KkQQWDxSgkKi5zLXBpYm9Qg3N-2BjMtfaL9RTlen-2Byr-2BrmCJ0e2NnQJIouqk7b9zDxIbWZMnMKmGFP0odKikKO-2FsbFfxRCq2cFBRt0FagWNjqxCbkAipwzFAWgRul7HVKZnReBpOP6kSYjQw9KT6qJrExFwJo354W3NxcpFbDLlbGPJDlAfqQt67RJo2ZciOdYjqmI8Ti-2BYXAAGCI-2BcPf9ix-2FOzYJDl4of7PyyVgJpyUwJV4AFs6HeVtYz-2FkShFIqiq1Wk3CyWcbTKpAOxkj1EeuJlSI-2FrSGEWDbSfcfEXERcQs4BxUZeZyoODYqvGwE8rsL9gQJoTzd5DeX7vo2GuMg5DUe-2BrnTUM-2Bl6utvFQ-3D-3D)

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