Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 2 - Division of Aging and Adult Services › Chapter 1 - State Plan on Aging › Section 18-2-1-IX - Attachments › Attachment 18-2-1-IX-O - MDHS Emergency Operations Center Standard Operation Procedures (EOC SOP)

Current through June 25, 2024
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
Click
					 Here To View Image
Appendix 4, Optional Form 271, Conversation
					 Record
Click
					 Here To View Image
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.
Click
					 Here To View Image
Appendix 6, MDHS Significant Events Chart, to Annex A, MHDS
					 EOC Operations
Click
					 Here To View Image
Appendix 7, MDHS Current Operations Chart, to Annex
					 A, MDHS EOC Operations
Click
					 Here To View Image
Appendix 8, Sensitive items Report, to Annex A, MDHS EOC
					 Operations
Click
					 Here To View Image
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
Email
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
Click
					 Here To View Image
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
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Older Americans Act of
					 1965, As Amended 2006 ( Public Law 109-365 ), Section
					 307