On-Call_Emergency_Services_Roster_Utilization_-SOP.pdf

Standard Operating Procedure (SOP): On- Call Emergency Services Roster Utilization Objective: To provide clear, step-by-step instructions for the rapid and compliant utilization of pre-qualified on-call vendors for 24/7 board-up, security, disaster mitigation, and restoration services following an emergency event.

Scope: This SOP applies to all City personnel (LCI, Engineering, Emergency Management, Public Works, Procurement, etc.) responsible for activating and managing contracted emergency response services.

Phase 1: Emergency Activation and Authorization

1.0 Incident Trigger

The process is initiated upon confirmation of an emergency incident impacting public property, infrastructure, or community safety (e.g., major fire, storm damage, severe accident, critical infrastructure failure).

1.1 Authorization to Engage

1. Incident Commander (IC) or Authorized Department Head determines that contracted emergency response services are immediately required.

2. The IC or Department Head generates an initial Emergency Service Request (ESR), noting the incident type, location, preliminary estimated scope (e.g., Board-up, Water Mitigation), and initial cost range if available.

3. The ESR is immediately transmitted to the City Procurement/Emergency Services Liaison (The Liaison) via the 24/7 designated emergency communication channel.

Phase 2: Vendor Selection and Assignment

2.0 Vendor Contact Protocol

The Requesting Department initiates the vendor contact process based on the pre-established On- Call Roster and the criteria below:

1. Rotational Basis: Vendors are contacted on a strict rotational basis to ensure equitable distribution of work, unless specialized skills (e.g., mold remediation) dictate otherwise.

2. SCD Preference: If the preliminary estimated cost falls between $25,000 and $150,000, the SCD vendor rotation list must be utilized first, provided the selected SCD vendor meets Sections 1-4 of the contract requirements.

3. Contact Attempts: The Liaison attempts contact with the first vendor on the rotation list via the primary 24/7 contact number.

Action SCD Vendor Preference Contact Window

Standard Vendor Contact Window

Response Acknowledgment Time

15 minutes 15 minutes

Escalation If no acknowledgment within the window, move to the next vendor on the rotation.

If no acknowledgment within the window, move to the next vendor on the rotation.

2.1 Formal Assignment

1. Upon successful contact and verbal acceptance, the Liaison issues a Notice to Proceed (NTP), formally assigning the vendor to the job.

2. The NTP must include the unique ESR number, incident location, a brief description of the required service (e.g., "Board-up of front facade," "Initial water extraction"), and the required on-site arrival time.

Phase 3: Mobilization and Site Check-In

3.0 Rapid Deployment Requirements

The assigned vendor is required to meet the following timelines:

1. On-Site Arrival: Vendor team must be on-site at the designated location within 2 hours of receiving the NTP, or less if specified by the Incident Commander and agreed upon in the contract.

2. Safety & Security: Vendor must arrive with all necessary Personal Protective Equipment (PPE), safety barricades, and identification necessary to operate in an emergency environment.

3.1 Incident Command Check-In

1. Immediately upon arrival, the Vendor Site Lead must check in with the City's Incident Commander (IC) or designated City Representative (CR).

2. The IC/CR will provide a mandatory Site Safety Briefing and clarify immediate access points and restricted zones.

3. The Vendor Site Lead and the CR will jointly review the site to confirm the preliminary scope and address any immediate changes or hazards.

Phase 4: Service Execution and Scope Management

4.0 Scope Confirmation and Documentation

1. The Vendor Site Lead will capture "Before" photos of all affected areas prior to initiating any work.

2. The IC/CR will sign off on a Finalized Scope of Work (SOW) based on the on-site assessment. This SOW must clearly define deliverables (e.g., specific number of board-ups, square footage of drying required).

3. Any significant deviation or expansion of the SOW (Change Order) must be pre-approved verbally by the IC/CR and documented in writing (email or form) prior to execution.

4.1 Execution and Coordination

1. Vendor personnel must adhere strictly to all Federal, State, and City regulations, including building codes and OSHA safety standards.

2. The Vendor must maintain continuous communication with the IC/CR regarding progress, resource needs, and any unforeseen issues (e.g., discovery of asbestos, structural collapse risks).

3. Services provided must be logged in real-time, including labor hours (by name/role), equipment usage (by type/hours), and materials consumed.

Phase 5: Project Closeout and Billing

5.0 Completion and Sign-Off

1. Upon completion of the work defined in the Finalized SOW, the Vendor Site Lead notifies the CR for final inspection.

2. The CR conducts a final site walk-through to ensure all services are delivered to the City's satisfaction and the area is secured.

3. The CR signs the Work Completion & Acceptance Form (or final sign-off sheet), officially authorizing project closeout.

5.1 Invoicing and Payment

1. The Vendor must submit a detailed invoice to the City's designated department within 30 calendar days of work completion.

2. The invoice package must include:

o The signed Work Completion & Acceptance Form.

o The Finalized SOW and any approved Change Orders.

o Detailed itemized logs for all labor, equipment, and materials, correlating with the pre-negotiated contract rates.

o Comprehensive "During" and "After" photographic documentation.

3. The City Procurement/Finance department audits the submitted invoice against the contract rates and the CR’s acceptance form before processing payment.

END OF SOP