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RESOURCE ACQUISITION AUGUST 2015
Copyright 2007, Province of BC. All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic of mechanical, including photocopy,
recording, or any information storage and retrieval system, without permission in writing from the publisher. Requests for permission to make copies of any part of this work should
be directed to the publisher. Additional copies of the work may be obtained from the publisher: Emergency Management Division Justice Institute of British Columbia 715 McBride Boulevard
New Westminster, BC V3L 5T4 Phone: 604.528.5590 E-mail: emergency@jibc.ca Website: http://www.jibc.ca/emergency Published 2007. Revised 2011. Revised 2015. Printed in Canada.
PAGE 3 Preface .................................................................................................................................. 5 Standards of Conduct for ESS Responders
.............................................................................................. 7 Responsibilities of ESS Responders ..................................................................
......................... 7 Rights of ESS Responders ............................................................................................................... 8 Course Outline
............................................................................................................................... 9 Module 1 Introduction ..............................................
.............................................................. 13 Course Purpose and Outcomes .......................................................................................................
15 Review of Reception Centres .......................................................................................................... 15 What Services Are Provided at Reception
Centres? .................................................................. 15 When Are Reception Centres Opened? ....................................................................................
. 15 Other Types of Emergency Response Centres ................................................................................. 16 Emergency Operations Centre (EOC) .................................
....................................................... 16 Group Lodging ..........................................................................................................................
16 Volunteer Services Centre ........................................................................................................ 16 ESS Staffing Bureau .........................................
......................................................................... 16 Module 2 Roles and Responsibilities ......................................................................................
..... 19 Organizational Structure ................................................................................................................ 21 Report Structure ................................
...................................................................................... 21 Working Relationships .......................................................................................
....................... 21 Organization Charts .................................................................................................................. 22 The Resource Acquisition
Function ................................................................................................. 25 Pre-Disaster Planning ..................................................................
............................................. 25 Response Function ...................................................................................................................
26 Resource Acquisition Supervisor Function Checklist ....................................................................... 26 Resource Acquisition Worker Function Checklist ......................
...................................................... 29 Module 3 ESS Pre-Disaster Resource Planning ............................................................................. 31
Planning For Food, Clothing & Lodging ........................................................................................... 33 Food Service ....................................................
........................................................................ 33 Clothing And Incidentals ..................................................................................................
......... 33 Lodging Services ....................................................................................................................... 34 Resource Surveys .............................
.............................................................................................. 34 Survey Preparation ..................................................................................
................................. 35 Resource Survey Forms ............................................................................................................ 35 Conducting
A Food Supplier Survey .......................................................................................... 36 Table of Contents
PAGE 4 RESOURCE ACQUISITION Preface Table of Contents Conducting A Clothing Resources Survey .................................................................................. 37 Conducting
A Lodging Resources Survey .................................................................................. 37 Other Surveys .......................................................................
................................................... 38 Supplier Consents..........................................................................................................................
38 ESS Rates and Commercial Lodging .......................................................................................... 39 Completing Supplier Consent Forms ..................................
....................................................... 39 Resources Directory .......................................................................................................................
41 Module 4 Resource Management During an ESS Response .......................................................... 43 Resource Acquisition Workstation ................................................
.................................................. 45 Suggested Supplies And Equipment .......................................................................................... 45 Suggested
Stationery Supplies .................................................................................................. 45 Forms And Paperwork ........................................................
...................................................... 46 Workstation Set Up ..................................................................................................................
46 Flow Of ESS Resource Requests ...................................................................................................... 48 Processing Resource Requests ..............................
.......................................................................... 49 Logging Resource Requests ...............................................................................................
....... 49 Vetting And Prioritizing Resource Requests .............................................................................. 49 Authorizing Requests...........................................
..................................................................... 50 Acquiring Resources ..........................................................................................................
....... 52 Tracking Resources ................................................................................................................... 52 Paying For Resources .............................
................................................................................... 53 Tips And Challenges.............................................................................................
.......................... 54 Donated Goods ........................................................................................................................ 54 Accommodation
Terminology ................................................................................................... 55 Water Requirements ................................................................
................................................ 55 Toilet Facilities .........................................................................................................................
56 Garbage Containers .................................................................................................................. 56 Module 5 Appendices ......................................
....................................................................... 63 Appendix 1: Acronyms .......................................................................................................
............. 65 Appendix 2: Supplier Survey Forms ................................................................................................ 67 Appendix 3: Supplier Consent Forms
.............................................................................................. 73 Appendix 4: Resource Directories Forms .............................................................
........................... 85 Appendix 5: Supplier Forms & Function Aids .................................................................................. 91 Notes .................................
........................................................................................................... 99
PAGE 5 RESOURCE ACQUISITION Preface PREFACE
PAGE 7 RESOURCE ACQUISITION Preface Standards of Conduct for ESS Responders RESPONSIBILITIES OF ESS RESPONDERS Commitment. Responders shall have a commitment to serve their community
and the ESS mission to the best of their abilities, assuring the integrity of the program. Confidentiality. Responders shall respect the confidentiality of information received during
an emergency response to anyone other than authorized emergency responders. If necessary, clarification should be sought from appropriate authority. Confidential information must not
be used for personal gains. Quality of Service. Responders shall provide service to individuals affected by disasters in a manner that is courteous, caring, and professional, while
respecting the dignity of people receiving services. Behaviour. Responders shall: ■ Conduct themselves in a manner that meets acceptable social standards and contribute to an environment
of mutual respect and dignity, free from discrimination or harassment. ■ Follow operational guidelines and established reporting structures. ■ Exercise discretion with comments made
in public about an incident, people, or other organizations involved. ■ Self Care. Responders shall: ■ Take care of their own physical and emotional health and support team members
to do the same. ■ Report unsafe conditions to their supervisor, ensuring the safety of themselves and others. Media Statements. Responders shall direct all enquiries from the media
to the designated Information Officer.
PAGE 8 RESOURCE ACQUISITION Preface Rights of ESS Responders Orientation and Training. Responders shall have access to the appropriate training to ensure efficient and effective performance
of duties. Forum for Input. Responders shall be made aware of, and have access to, the proper chain of command for handling suggestions and complaints. Support. Responders shall receive
support from the local, regional, and provincial levels of the ESS Program. Safe Conditions. Responders shall have a safe working environment, understanding that there is some inherent
risk in responding to disasters. Supplies and Equipment. Wherever possible, responders shall be equipped to do their job.
PAGE 9 RESOURCE ACQUISITION Preface Course Outline Page 1 Date of Last Course Outline Revision: COURSE OUTLINE JIF 200 Course Outline Form Version 15 Form last Revised July 15 15 Course
Code: EMRG-1624 Short Title: Resource Acquisition Long Title: Resource Acquisition Prerequisites: EMRG-1610 Introduction to Reception Centres Co-requisites: N/A School: Public Safety
Division/Academy/Centre: Emergency Management Division Previous Code & Title: ESS124 and ESS202 Resource Acquisition Course First Offered: July 2007 Credits: 0 Course Description ESS
Resource Acquisition is intended for ESS team members who are responsible for acquiring and managing food, clothing, and lodging resources for evacuees and response workers. Course
content includes identification of essential resources, how to set up agreements with suppliers before an emergency occurs, and how to access, distribute, and track these resources
during an emergency. Course Goals To provide participants with the knowledge and skills necessary to effectively manage three primary ESS resources: food, clothing and lodging. Learning
Outcomes Upon successful completion of this course, the learner will be able to: 1. Identify required ESS resources 2. Describe the role and responsibilities of the Resource Acquisition
worker and the Resource Acquisition Supervisor 3. Develop plans for acquiring ESS resources 4. Generate a plan to manage ESS resources during a response Course Topics/Content 1. Introduction
• Review of Reception Centres • Other response centres 2. Roles and responsibilities • Organizational structure • Resource Acquisition function • Function checklists 3. ESS pre-disaster
resource planning • Planning for food, clothing, and lodging • Resource surveys
PAGE 10 RESOURCE ACQUISITION Preface Page 2 Date of Last Course Outline Revision: COURSE OUTLINE JIF 200 Course Outline Form Version 15 Form last Revised July 15 15 • Supplier consents
• Resource directories 4. Resource management during an ESS response • Resource Acquisition workstation • Flow and processing of ESS resource requests • Tips and challenges Text & Resource
Materials Province of BC. (2011). Resource Acquisition Participant Guide. New Westminster, BC: Emergency Management Division, Justice Institute of British Columbia. Equivalent JIBC
Courses None. Instructional Method(s)* (select all that apply) Total Hours Instructional Factor Total Factored Hours ☒Direct Instruction (lecture, seminar, role plays, independent study,
etc.) 6 1 6 ☐Supervised Practice (includes simulations & labs) .5 ☐Practice Education, Field Placement, Internship or Co-op .33 Totals 6 6 *Refer to http://www.jibc.ca/sites/default/files/governance
/policies/pdf/Procedure_Credit-Value.pdf Course Evaluation The evaluation criteria used for this course are represented below. Specific course evaluation information will be provided
by the instructor at the start of the course. Criterion % of Final Grade (may be represented as a range) Course work (activities, assignments, essays, reports, etc.) Quizzes and exams
Simulations/Labs Attendance/Participation (in class or online) 100% Practice Education/Internships Total 100% Comments on Evaluation None.
PAGE 11 RESOURCE ACQUISITION Preface Page 3 Date of Last Course Outline Revision: COURSE OUTLINE JIF 200 Course Outline Form Version 15 Form last Revised July 15 15 Course Grading Scheme*
☐JIBC1 (A to F) ☐JIBC2 (MAS/NMA) ☒JIBC3(CM/IN) ☐JIBC4 (P/F) (* http://www.jibc.ca/policy/3304 Grading policy) Other Course Guidelines, Procedures and Comments View official versions
of related JIBC academic regulations and student policies in the JIBC Calendar on the following pages of the JIBC website: Academic Regulations: http://www.jibc.ca/programs-courses/jibccalendar/acad
emic-regulations Student Policies: http://www.jibc.ca/about-jibc/governance/policies Student Academic Integrity Policy Academic Progression Policy Admissions Policy Academic Appeals
Policy Evaluation Policy Grading Policy Access Policy Harassment Policy – Students Student Records Policy Student Code of Conduct Policy JIBC Core Competencies The JIBC promotes the
development of core and specialized competencies in its programs. Graduates of our programs will demonstrate high levels of competence in the following areas: ☐ Critical thinking: Identify
and examine issues and ideas; analyze and evaluate options in a variety of fields with differing assumptions, contents and methods. ☐ Communication, Oral and written: Demonstrate effective
communication skills by selecting the appropriate style, language and form of communication suitable for different audiences and mediums. ☐ Leadership: Inspire individuals and teams
to reach their potential by embracing innovation through strategic thinking and shared responsibility. ☐ Independent learning: Show initiative by acting independently in choosing effective,
efficient and appropriate applied learning, research and problem solving strategies. ☐ Globally minded: Self-aware of own identity and culture, recognize the interconnectedness of world
events and issues; interact respectfully and authentically across cultures; value multiple perspectives; utilize curiosity to learn with and from others. ☒ Problem solving: State problems
clearly; effectively and efficiently evaluate alternative solutions; choose solutions that maximize positive and minimize negative outcomes. ☐ Interpersonal relations: Know and manage
ourselves; recognize and acknowledge the needs and emotions of others including those with diverse cultures, backgrounds and capabilities. ☐ Inter-professional teamwork: Understand
and work productively within and between groups, respect others’ perspectives and provide constructive feedback with special attention to inter-professional relationships. ☒ Information
literacy: Recognize and analyze the extent and nature of an information need; efficiently locate and retrieve information; evaluate it and its sources critically, and use information
effectively and ethically.
PAGE 12 RESOURCE ACQUISITION Preface
PAGE 13 RESOURCE ACQUISITION Module 1 MODULE 1 Introduction
PAGE 15 RESOURCE ACQUISITION Module 1 Course Purpose and Outcomes The purpose of this course is to provide ESS teams with the knowledge and skills necessary to effectively source and
manage the three primary ESS resources: food, clothing, and lodging. Upon completion of this course, participants will be able to: ■ Identify required ESS resources ■ Describe the role
and responsibilities of the Resource Acquisition worker and Resource Acquisition Supervisor ■ Develop plans for acquiring ESS resources ■ Generate a plan to manage ESS resources during
a response Review of Reception Centres Reception Centres are safe gathering places where evacuees or individuals affected by an emergency or disaster can gather to get information,
to register their safety and whereabouts, to make inquiries about loved ones, and to receive assistance for basic needs such as food, clothing, and lodging. WHAT SERVICES ARE PROVIDED
AT RECEPTION CENTRES? Registration and referrals for food, clothing, and/or lodging are among the primary services offered at a Reception Centre. A number of specialized services are
also provided: emotional support, first aid, childcare, information, search and reply, transportation, etc. Finally, several support services are required to ensure that evacuee needs
are met: documentation, resource acquisition and management, etc. (See Figure 2-1: Reception Centre functions.) WHEN ARE RECEPTION CENTRES OPENED? A Reception Centre is opened under
the direction of the Emergency Program Coordinator or designate, but the decision to open one is dependent on many factors, including the size of the emergency, type of incident impacting
the community, number of trained ESS responders, and facilities available. They are generally opened when an emergency or disaster affects individuals to the extent that they are required
to leave their homes and/or they require assistance with basic needs such as food, clothing, and lodging. Under an approved (EMBC) task number, a Reception Centre may also be opened
for other purposes; for example, as a gathering place for evacuees to obtain current information or, in the event of power outages, for temporary warming purposes.
PAGE 16 RESOURCE ACQUISITION Module 1 Other Types of Emergency Response Centres There are other types of emergency response centres that may be opened during a disaster response. EMERGENCY
OPERATIONS CENTRE (EOC) The Emergency Operations Centre, or EOC, is the focal point for the community’s overall management of the disaster. In the EOC, coordination and direction for
the entire community response is provided by senior representatives of each of the key response agencies: Police, Fire, Ambulance, Engineering, Utilities, ESS, Health, Public Works,
and Office of the City Manager or the Chief Administrative Officer. Information from the Reception Centre will be important to the EOC group. It will inform them as to the needs of
evacuees and as to the assistance that the Reception Centre has provided to the people who have experienced the disaster. GROUP LODGING A Group Lodging facility provides emergency dormitory
style accommodations for persons affected by the disaster, either evacuees or emergency responders It could be co-located with the Reception Centre or at a separate location. VOLUNTEER
SERVICES CENTRE When a disaster happens in a community, many people will simply walk in or phone the Reception Centre to offer assistance. The ESS team can set up a volunteer services
area within the Reception Centre, or they can set up a centre designated strictly to manage “walk-in” disaster volunteers. The ESS team may choose to use an existing agency that works
with community volunteers to manage this service (e.g., Chamber of Commerce, Parks and Recreation, or Volunteers Services Bureau). ESS STAFFING BUREAU When requested by the affected
community, provincial or territorial ESS organization headquarters (in BC it’s EMBC) may bring in ESS responders from outside the immediate area to assist during a disaster. Depending
on the complexity of the deployment, the provincial or territorial ESS organization (in BC it’s EMBC) may establish an ESS Staffing Bureau close to the disaster area to coordinate accommodation
and other needs for these responders. Figure 1 shows the relationship between ESS facilities and the Emergency Operations Centre.
PAGE 17 RESOURCE ACQUISITION Module 1 Local Authority Emergency Operations Centre (EOC) Volunteer Management Reception Centre Reception Centre Group Lodging Figure 1: ESS emergency response
centres
PAGE 18 RESOURCE ACQUISITION Module 1
PAGE 19 RESOURCE ACQUISITION Module 2 MODULE 2 Roles and Responsibilities
PAGE 21 Organizational Structure The Resource Acquisition function falls under the Logistics section of the Reception Centre organization chart (Figure 2-1). Logistics personnel are
the “getters” of the operation. They do not work directly with evacuees, but rather ensure that the resources and services that evacuees require are available. REPORT STRUCTURE During
the pre-disaster planning phase, the Resource Acquisition Supervisor may report directly to the ESS Director, or where a more formal BCERMS structure is followed, to the Supply Branch
Coordinator or the Logistics Section Chief. During a response, the Resource Acquisition Supervisor reports to the Supply Branch Coordinator or if this function has not been activated,
the Logistics Section Chief. Resource Acquisition workers report to the Resource Acquisition Supervisor at a Reception Centre. WORKING RELATIONSHIPS Resource Acquisition personnel work
with other personnel in the Reception Centre, the EOC, and the community. In the Reception Centre Resource Acquisition workers work with some or all of the following personnel in the
Reception Centre: ■ Resource Acquisition Supervisor: The Resource Acquisition Supervisor provides direction and support, gets paperwork or forms, and provides information regarding
evacuees’ needs. The Resource Acquisition Supervisor will consult with the RC management team to vet the resource requests, ensure any required approvals are obtained, set priorities
if required, and get sign off on resource requests outside those preauthorized on the ESS Rates sheet. ■ Referrals Unit Supervisor: Resource Acquisition workers make up the lists of
resources available and used. These lists are given to the Referrals Unit Supervisor for distribution to the Referrals workers to use in issuing ESS Referral Forms for evacuees. The
Referrals Unit Supervisor will take forward requests to provincial or territorial ESS organization (in BC it’s EMBC) for things needed by evacuees but not covered by the ESS Rates sheet
(e.g., medical aids, eye wear, etc.). RESOURCE ACQUISITION Module 2
PAGE 22 RESOURCE ACQUISITION Module 2 ■ Reception Centre or Group Lodging Manager: The Reception Centre or Group Lodging Manager must authorize requests for bulk items or facility needs
before they are forwarded to the ESS Director in the EOC. This would include such things as office supplies and equipment; bulk orders for diapers, cots, and water; as well as comfort
foods for the Reception Centre. In the EOC The ESS Branch Coordinator (the ESS Director or designate) in the Operations Section of the EOC is responsible for ensuring all ESS resource
needs for facilities, responders, and evacuees are addressed. The Resource Acquisition Supervisor will require the Reception Centre Manager to sign the resource request for supplies
and equipment needed to set up and operate an ESS facility or for any resources outside of those covered by the ESS Rates. The request is then forwarded to the ESS Director in the EOC,
if activated. The ESS Director will work with the Logistics Section in the EOC to fill the request. The EOC is the authority responsible for approving and releasing announcements for
donated goods requests or instructions. In the Community Resource Acquisition personnel work directly with suppliers to obtain any of those resources required by evacuees that are covered
by the ESS Rates. For resources not covered by the ESS Rates, authorization for acquisition must be sought through the EOC or the Provincial Regional Emergency Operations Centre (PREOC).
ORGANIZATION CHARTS Figure 2 illustrates the functions in the expanded ESS Reception Centre organization chart.
PAGE 23 Reception Centre Manager Liaison Information Safety Planning Logistics Operations Finance Referrals for Food, Clothing & Lodging Inquiry Registration On-Site Goods Distribution
Meet & Greet Pet Recreation Multicultural Transportation Child Care Emotional Support First Aid Special Needs Advance Planning Demobilization Documentation Recovery Transition Situation
Primary Services Specialized Services Health Services Donated Goods Resource Acquisition Shipping/Receiving Supply Time Cost Compensation & Claims Runner Food Facility Reception Centre
Support Volunteer/Staff Management Clerical Security Computer Systems Communications Information Technology Procurement Search & Reply ESS Director/ESS Branch Coordinator (EOC) Section
Branch Unit Figure 2: Reception Centre functions RESOURCE ACQUISITION Module 2
PAGE 24 RESOURCE ACQUISITION Module 2 Figure 3 illustrates the position titles in the expanded ESS Reception Centre organizational chart. Reception Centre Manager Liaison Officer Information
Officer Safety Officer Planning Section Chief Logistics Section Chief Operations Section Chief Finance Section Chief Referrals Unit Supervisor Inquiry Supervisor Registration Supervisor
On-Site Goods Distribution Supervisor Meet & Greet Supervisor Pet Services Supervisor Recreation Supervisor Multicultural Supervisor Transportation Supervisor Child Care Supervisor
Emotional Support Supervisor First Aid Supervisor Special Needs Supervisor Advance Planning Unit Supervisor Demobilization Unit Supervisor Documentation Unit Supervisor Recovery Transition
Unit Supervisor Situation Unit Supervisor Primary Services Branch Coordinator Specialized Services Branch Coordinator Health Services Branch Coordinator Donated Goods Supervisor Resource
Acquisition Supervisor Shipping/Receiving Supervisor Supply Branch Coordinator Time Unit Supervisor Cost Unit Supervisor Compensation & Claims Unit Supervisor Runner Supervisor Food
Unit Supervisor Facility Supervisor Reception Centre Support Branch Coordinator Volunteer/Staff Management Branch Coordinator Clerical Unit Supervisor Security Supervisor Computer Systems
Supervisor Communications Supervisor Information Technology Branch Coordinator Procurement Unit Supervisor Search & Reply Supervisor ESS Director/ESS Branch Coordinator (EOC) Figure
3: Reception Centre positions
PAGE 25 RESOURCE ACQUISITION Module 2 The Resource Acquisition Function There are two distinct phases to the Resource Acquisition function: predisaster planning and resource management
during a response. PRE-DISASTER PLANNING The pre-disaster function of the Resource Acquisition Unit is to acquire and maintain the resources commonly needed by evacuees and responders
during a disaster response; for example, emergency food or food supplies, clothing or protective coverings, toiletries, lodgings, etc. To ensure these resources are available during
a response, the ESS Director or his or her designate (i.e., Resource Acquisition Supervisor) forms a resource planning committee to: ■ Meet with the ESS Director, Emergency Program
Coordinator, and municipal purchasing department staff to establish a process to acquire and manage resources that would be needed by ESS. ■ Recruit volunteers to be Resource Acquisition
workers and ensure they receive required training courses. ■ Acquire and assemble supplies, materials, and paperwork required for the resource provision role at a Reception Centre.
■ Identify those resources commonly needed in an ESS disaster response, and conduct a community survey to identify potential suppliers for these needed resources. ■ Meet with suppliers
to go over the ESS program needs, how they can get involved, and the procedures for reimbursement. ■ Assist suppliers, if required, with the completion of the resource survey forms
and the Supplier Consent forms, and assemble and file completed Supplier Consent forms. ■ Develop an emergency resources directory that lists available suppliers, their contact information,
and the resources they have available for an ESS response. ■ Contact suppliers every six months to reconfirm their assistance and maintain a current file of available resources and
suppliers. ■ Recognize suppliers annually for their contribution to the ESS planning for their community.
PAGE 26 RESOURCE ACQUISITION Module 2 RESPONSE FUNCTION During a response, Resource Acquisition personnel ensure the resources required by the Registration and Referrals workers and
other ESS responders in the Reception Centre are managed effectively and efficiently. They also process resource requests to the EOC to get the supplies and equipment needed to set
up and operate the Reception Centre or Group Lodging facility; for example, tables, chairs, stationery items, photocopier, etc. Resource Acquisition Supervisor Function Checklist ****
Read This Entire Checklist Before Taking Action **** Reports to: Supply Branch Coordinator Title (if this function is staffed): Resource Acquisition Supervisor Responsibilities 1. Oversee
the implementation and operation of the Resource Acquisition Unit at the Reception Centre. 2. Coordinate actions with the Finance Section and EOC Logistics if operational. 3. Consult
with all Branches/Units within the Reception Centre to determine material resources, supplies and/or equipment needs. 4. Oversee the acquisition of material resources, supplies and
equipment. 5. Ensure that existing suppliers are contacted for assistance. 6. Work with Procurement Unit to arrange for new supplier agreements as required. 7. Ensure suppliers are
familiar with payment procedures. Activation Phase □ Check in with Volunteer/Staff Management Branch and sign the (EMBC) Task Registration Form. Obtain identification. □ Report to assigned
supervisor to obtain current status and specific instructions. □ Establish workspace. □ Determine resource needs, such as people, equipment, phones, checklist copies, and other reference
documents.
PAGE 27 RESOURCE ACQUISITION Module 2 □ Obtain equipment, supplies and required forms. □ Establish and maintain a position log to list the actions taken during the shift. Operational
Phase □ Maintain communication with assigned supervisor. □ Maintain position log in chronological order describing actions taken during the shift. □ Maintain contact with EOC Logistics
if activated. □ Liaise with the Operations and Planning Sections/Branches/Units to project ongoing or future needs of the evacuees. □ Ensure that material resources needed by evacuees
are acquired. □ Ensure that existing suppliers are contacted for assistance. □ Work with the Procurement Unit to establish new supplier agreements if needed. □ Ensure that a resource
tracking process is established and maintained. □ Provide lists of resources/suppliers to the Referrals Unit Supervisor in the Operations Section. □ In consultation with Referrals Unit
Supervisor address any supplier concerns. □ Attend briefings as requested □ Provide status report information to Section Chief prior to management team meetings. □ Brief responders
within the Unit as needed. □ Prepare shift schedules as needed. □ Assist, support and provide direction to responders. □ Monitor Unit personnel to ensure appropriate worker care is
implemented. □ Brief replacement for the next shift and identify outstanding action items or issues. Demobilization Phase □ Complete all required forms, reports, and other documentation.
All forms should be submitted through the supervisor to the Planning Sec-tion, as appropriate, prior to departure. □ Deactivate assigned position and close logs when authorized by the
Reception Centre Manager.
PAGE 28 RESOURCE ACQUISITION Module 2 □ Submit a list to the supervisor, for delivery to the appropriate section, of the following: – Status of all borrowed equipment – All ESS equipment
and supplies needing restocking – Names of personnel and hours worked □ Clean up work area before leaving. □ Sign out with Volunteer/Staff Management Branch. □ Leave a forwarding number.
□ Access critical incident stress debriefing as needed. □ Be prepared to contribute to any post event processes (e.g., debriefs, reports etc.). Function Aids ■ Position Log ■ ESS Personnel
Request Form ■ Status Report ■ Shift Schedule ■ ESS Resource Request Form ■ Supplier Consent Forms and Instruction Guide ■ Tracking Record of Resources ■ ESS Resource Acquisition Log
& Status Board
PAGE 29 RESOURCE ACQUISITION Module 2 Resource Acquisition Worker Function Checklist **** Read This Entire Checklist Before Taking Action **** Reports to: Resource Acquisition Supervisor
Title (if this function is staffed): Resource Acquisition Worker Responsibilities 1. Contact existing suppliers to confirm their ability to provide needed goods (supplies, equipment,
etc.) and services (accommodations, meals, clothing etc.). 2. Develop resource/supplier lists for Referrals Unit. 3. Track resources distributed to Referrals Unit. 4. Access pre-positioned
equipment/containers with supplies (e.g., Reception Centre kits, emergency supplies containers etc). Activation Phase □ Check in with Volunteer/Staff Management Branch and sign the
Task Registration Form. Obtain identification. □ Report to assigned supervisor to obtain current status and specific instructions. □ Establish workspace. □ Determine resource needs,
such as people, equipment, phones, checklist copies, and other reference documents. Notify supervisor of any resource requirements. □ Obtain equipment, supplies and required forms.
Operational Phase □ Maintain communication with assigned supervisor. □ Determine what, if any, resources will be acquired and managed by EOC Logistics if activated. □ Identify supplier
agreements already in place. □ Contact the suppliers to confirm availability to assist. □ When the pre existing supplier agreements are exhausted, seek addi-tional suppliers. □ Inform
suppliers about established ESS Rates and process for reimbursement where applicable.
PAGE 30 RESOURCE ACQUISITION Module 2 □ Develop lists of resources/suppliers for the Referrals Unit in the Opera-tions Section. □ Brief replacement for the next shift and identify outstanding
action items or issues. Demobilization Phase □ Complete all required forms, reports, and other documentation. All forms should be submitted through the supervisor to the Planning Sec-tion,
as appropriate, prior to departure. □ Clean up work area before leaving. □ Sign out with Volunteer/Staff Management Branch. □ Leave a forwarding number. □ Access critical incident stress
debriefing as needed. □ Be prepared to contribute to any post event processes (e.g., debriefs, reports etc.). Function Aids ■ Supplier Consent Form and Instruction Guide ■ ESS Resource
Request Form ■ ESS Resource Acquisition Log & Status Board ■ Tracking Record of Resources ■ Commercial Lodging Tracking Form
PAGE 31 RESOURCE ACQUISITION Module 3 MODULE 3 ESS Pre-Disaster Resource Planning
PAGE 33 RESOURCE ACQUISITION Module 3 Planning for Food, Clothing & Lodging Before a disaster, the ESS Director or his or her designate (i.e., the Resource Acquisition Supervisor) is
responsible for forming a resource planning committee to coordinate the acquisition of food, clothing, lodging, and any other resources needed in an ESS response. This committee may
be comprised of the ESS Director, the Resource Acquisition Supervisor, other senior team members and, possibly, municipal staff. Resource Acquisition workers may or may not be involved
in this planning phase. In the course of developing the resource plan, the committee should work closely with those on the team who are responsible for the functions of the Food Unit
(Logistics), Donated Goods (Logistics), On-Site Goods Distribution (Operations), and the Procurement Unit (Finance). It is also important to liaise with the Logistics Section in the
community EOC to avoid duplication of efforts and identify those resources that the EOC will assume responsibility for acquiring. FOOD SERVICE In times of disaster, food is essential
to sustain life, counteract shock, raise the morale of evacuees, and provide energy for the responders working under stressful conditions. Comfort foods, such as hot or cold beverages,
snacks, and standard baby formulas, should be available at Reception Centres regardless of the time of day. Group Lodging facilities will generally provide all meals on-site. Ideally,
food is provided through the use of existing commercial food establishments, using trained, experienced food service personnel. Evacuees not residing in Group Lodging should be sent
to these places for meals. However, circumstances may necessitate the use of mobile kitchens (such as the Salvation Army uses) or commercial mobile caterers. During the preresponse
stage, Resource Acquisition personnel will make arrangements with fast food outlets, restaurants, caterers, etc. to provide food services during an emergency. CLOTHING AND INCIDENTALS
Ideally, evacuees are given information on what to take with them as they prepare to leave their residences. However, there are situations where people are advised to leave their homes
with little or no warning. Emergency Social Services may be required to provide emergency clothing or toiletries to people in a disaster in order to: ■ Prevent loss of life from exposure
■ Maintain dignity ■ Meet the clothing needs until normal sources of supply are available
PAGE 34 RESOURCE ACQUISITION Module 3 In order to meet these needs, the resource acquisition committee will need to conduct a survey of clothing and incidentals services resources in
the community, including availability and accessibility during a disaster, and secure cooperation and assistance of clothing and incidentals suppliers for the provision of goods during
a disaster. LODGING SERVICES People who have been forced to leave their homes because of a disaster will require lodging. Often evacuees will be able to stay with family members or
friends; however, some people will not have a support network and will require temporary accommodation until they are able to return home. Emergency Social Services may be required
to provide safe, temporary lodging to persons in need of this service in an emergency or disaster. In the event that homes are uninhabitable, long-term housing needs will become the
responsibility of the affected residents. In addition to the concern for the survival of evacuees, safety, comfort, and privacy should also be addressed if possible. In BC, the first
choice for accommodating evacuees who cannot stay with friends or family is commercial lodging. Rate provisions are also made for billeting. When large numbers of evacuees are anticipated,
or where accommodation resources are limited, a Group Lodging facility may be activated. While the Resource Acquisition Supervisor may take responsibility for ensuring Supplier Consent
forms are completed with local commercial lodgings, the overall Emergency Lodging plan is normally a collaborative effort with the lead taken by either the Group Lodging Manager or
the ESS Director. Resource Surveys Resource surveys are the first step in the resource acquisition process. The resource planning committee plans and conducts a community survey to
gather information about potential suppliers of food; the location, quantity, type, and availability of clothing resources and personal care items; and the location and capacity of
various lodging resources. The information obtained from each supplier is documented on a survey form and later compiled into a directory. The resulting directory enables Resource Acquisition
personnel to respond rapidly to food, clothing, and lodging needs in a disaster. The Resource Acquisition Supervisor may be responsible for developing and conducting the emergency food,
clothing, and lodging surveys; however, he or she is not alone in this project. The ESS Director, Emergency Program Coordinator, local purchasing department personnel, and Resource
Acquisition workers may also play a role. All survey workers should consult with the Resource Acquisition Unit Supervisor regarding a common approach and survey details to be recorded.
PAGE 35 RESOURCE ACQUISITION Module 3 SURVEY PREPARATION Potential suppliers should be contacted in advance of the survey so that they know what to expect when you meet with them. ESS
volunteers may request a letter confirming the provincial or territorial ESS organization’s involvement (in BC it’s EMBC) and encouraging support from the supplier. The form letter
titled “Letter of Intent” is available from the provincial or territorial Regional Office (in BC it’s EMBC). A sample of this letter can be found in Section 5 of this guide and in Section
7 of the ESS Field Guide. A recommended practice is to create an information package to take to meetings with potential suppliers. Suggested contents of the package include the following:
■ Supplier Consent forms (two) ■ ESS brochure—When Disaster Strikes ■ Sample letter for updating consents and directories ■ Current ESS Rates sheet ■ Sample Referral form sheet ■ Emergency
Food/Clothing/Lodging survey forms ■ Business card RESOURCE SURVEY FORMS Collecting and compiling information from potential suppliers can be made easier through the use of a resource
survey form. Resource survey forms are used to record detailed information about suppliers and the ESS resources they could make available during an emergency response. Resource Acquisition
personnel take copies of the appropriate forms to the suppliers, along with the ESS Rates sheets and Supplier Consent forms, and complete them during their meeting with the supplier.
Copies of the completed surveys, containing important information obtained during the interview, will be kept on file as well as transcribed into food, clothing, lodging, or group lodging
resources directories. During an emergency response, Resource Acquisition personnel will use both the surveys and the directories to acquire needed resources. Over the years, ESS teams
have developed their own survey forms to meet the needs of their communities. Samples of surveys are included in Section 5, Appendix 1. Whatever the structure of your team’s form, it
should contain the following pieces of information: ■ Area: Where applicable, cross-reference surveys with relevant local community sub-divisions or zones. ■ Name and type of supplier:
Include the name of the business as it is recorded on the Supplier Consent form and give a brief description of type of service available.
PAGE 36 RESOURCE ACQUISITION Module 3 ■ Billing address: If the address used for business purposes is different than the address on Supplier Consent form, it should be noted. ■ Emergency
contact: Include the name and title of the emergency contact, as on the Supplier Consent form. ■ Normal hours of operation and related information: Include details of weekly business
hours and emergency availability. ■ Survey status: Indicate whether or not compensation has been discussed and a Supplier Consent form completed. ■ Resource quantities: Include reasonable
estimations on number and types of meals, or on types and sizes of clothing, on applicable form. ■ Seating capacity (food resources): Indicate the seating capacity of the restaurant.
■ Other items (clothing resources): Include space for details on other available products. ■ Lodging capacities (lodging and Group Lodging): Record details on room types and capacities,
and supply information on additional areas that could be used for Group Lodging or other purposes. ■ Comments: Include space for any additional details on the supplier’s services or
available products. ■ Survey record: List the name and title of the ESS responder completing the original form. For updates completed by fax, name and title of person completing the
form (ESS or business representative) should be included. Date accordingly by year, month, and day. CONDUCTING A FOOD SUPPLIER SURVEY Commercial food establishments should be surveyed
to obtain specific information about sources of food in the community. Possible suppliers include the following: ■ Retailers: Retailers include restaurants, supermarkets, cafeterias,
coffee shops, fast-food outlets, and caterers. ■ Food service facilities: Identify food service operations in schools, colleges (private and public), universities, government buildings,
hotels, motels, special care facilities, and churches. These facilities are usually available for emergency use and likely have both food preparation staff and a supply of food. ■ Mobile
canteens and field kitchens: Canvass the community for mobile canteens and field kitchens. These are practical and flexible methods of providing food to people at remote and inaccessible
sites. Individuals who operate commercial food-vending trucks are usually well suited to running mobile canteens and food kitchens in an emergency.
PAGE 37 RESOURCE ACQUISITION Module 3 ■ Voluntary organizations: Survey the available resources of voluntary and public service groups, including The Salvation Army and other faith-based
and service groups, as well as Meals-on-Wheels. ■ Emergency equipment and supplies: Find and record sources of kitchen equipment and supplies. See Health Canada’s Emergency Food Service,
Appendix C, for the list of Equipment and Supply Needs at Operations Sites. CONDUCTING A CLOTHING RESOURCES SURVEY An on-site survey of various clothing establishments is necessary
to obtain specific information on sources of clothing in a community. The main supply sources include the following: ■ Retail, wholesale, and manufacturing establishments: Retail, wholesale,
and manufacturing establishments will be the main sources of clothing, blankets, footwear, equipment, and supplies essential in an ESS response. ■ Used clothing: In many communities,
charitable organizations operate used clothing stores and have on-hand supplies of clean clothing, blankets, and footwear ready to be distributed. ■ Hotels, motels, and special care
facilities: A survey of potential sources of blankets and bedding such as hotels, motels, and special care facilities should also be completed. CONDUCTING A LODGING RESOURCES SURVEY
The lodging resources survey should be planned in conjunction with the local authority’s Emergency Program Coordinator (EPC) and the ESS Director. They will determine what emergency
lodging resources are needed to be fully prepared. Once the needs are identified, lodging resources in the community are sought to meet these needs and a lodging survey form completed
for each property. If a property meets the needs identified, the EPC and ESS Director should ensure any necessary formal agreements for use of the facility are in place with the local
authority. The main sources of emergency lodging include the following: ■ Commercial accommodation: A physical survey of commercial establishments will be necessary to obtain information
on lodging capacity, average vacancy rates, and other resources. ■ Group lodging facilities: A Group Lodging Survey form should be completed for each building intended for use as group
lodging in a disaster. This comprehensive survey will provide ESS and EOC personnel with readily available information about the building. ESS responders or an individual associated
with the building (e.g., school principal, teacher, custodian, etc.) can complete the survey.
PAGE 38 RESOURCE ACQUISITION Module 3 ■ Private homes (i.e., billets): In remote areas, or areas that could easily become isolated in a disaster, the only option available for providing
emergency accommodation may be in private homes. Because of the mobility of people, a survey of private homes prior to a disaster is not recommended. Previous experiences have shown
that after a disaster, concerned citizens will offer to share their homes, apartments, or cottages. However, after a major disaster, where large numbers of homes are destroyed or uninhabitable,
ESS may have to appeal to the general public for assistance in accommodating survivors. When people offer the use of their home, either spontaneously or in response to a public appeal,
basic information should be recorded at that time. OTHER SURVEYS Other types of surveys might include the following: ■ Sit-up space: Complete physical surveys should be conducted of
facili-ties with sit-up spaces, such as theatres, auditoriums, and arenas, for use as Reception Centres or for public meetings. Note: Reception Centre surveys are generally conducted
by the RC Manager. See Reception Centre course material for more information. Supplier Consents Once a supplier agrees to participate in the ESS program they need to sign a Supplier
Consent form. The Supplier Consent form is used by ESS to establish informal agreements with various suppliers so that during an emergency, suppliers will provide services required
in an ESS response. This establishes the intent to provide services and does not constitute a legal agreement. The purpose of the Supplier Consent is to establish who the contact people
of the organization are, what goods or services they are able to provide, and contact information. The Instruction Sheet on the front of the form explains procedures to be followed
for reimbursement, and on the reverse of that sheet is a sample ESS Referral form. A current ESS Rates sheet showing pre-authorized maximum rates should accompany the Supplier Consent
and be kept on file by the supplier. During an emergency, Resource Acquisition personnel use the form to identify and set up required resources in the community. In a Reception Centre,
resources are then given to the Referrals Unit Supervisor, who in turn allocates these resources to the Referrals workers. A sample Supplier Consent form and Instruction Sheet is included
in Section 5, Appendix 3.
PAGE 39 RESOURCE ACQUISITION Module 3 ESS RATES AND COMMERCIAL LODGING The method for determining ESS rates for commercial lodging changed in 2008. Commercial accommodations that have
approved government rates through the provincial government may invoice at the rate listed in the Business Travel Accommodation Listings for government travel (available at http://csa.pss.gov.bc.ca/
businesstravel/. Prior to meeting with potential lodging suppliers, Resource Acquisition personnel should determine which properties in the community are listed on the government web
site. During the meeting, if a property has an approved rate, the interviewer can confirm that the listed rate will be honoured when ESS evacuees are lodged at their business. If the
property is not listed, the interviewer should ask what their government or lowest available rate is and confirm reimbursement at that rate. COMPLETING SUPPLIER CONSENT FORMS ESS responders
complete the form with suppliers, indicating what goods or services can be provided, who the supplier’s contact persons are, and the Emergency Social Services rates to be paid listed
on the accompanying sheet. The Instruction Sheet, indicating procedures to be followed for reimbursement with a sample Referral form on the reverse, should be left with the supplier.
Once the supplier has signed the form, copies are distributed as indicated below and kept on file until they are renewed and replaced. Supplier Consents should be renewed every six
months to one year to ensure accuracy of information. Note: The following instructions have been taken from the Reception Centre Operational Guidelines and are current as of March 2006.
■ Community of: This represents the name of the municipality or regional district in which the ESS team operates, but in no way holds the local authority responsible to reimburse the
supplier. ■ Name and address of supplier: Fill in the full name of the company, (e.g., Best Western Anytown) and the full address, phone, and fax numbers. ■ To provide the following
goods or services: Specify the types and range of goods or services the supplier is able to provide. For example, “Sportswear, including casual shoes and boots, for men, women, and
children.” ■ Local ESS contact: This should be the name(s) of the person(s) the supplier contacts if the Supplier Consent needs to be revised or if the supplier has any questions. It
may or may not be the ESS responder who escorts evacuees to receive goods or services.
PAGE 40 RESOURCE ACQUISITION Module 3 ■ Supplier’s primary and alternate contacts: Identify persons with authority to dispense goods or services to evacuees and responders in an emergency.
Include addresses, telephone or pager numbers, email addresses, and radio call numbers if available. ■ Supplier’s signature, name, and date: If the person is also named in the contact
list, have them sign, and add their position title and date. If the person signing the Supplier Consent is different from the contact list, have the person sign, print their name in
brackets so that it is legible, then add their position title and date. ■ Procedure for distribution: – Top copy — Instruction Sheet for Suppliers – White copy — Supplier – Yellow copy
— ESS team – Pink copy — Other response agency, if applicable
PAGE 41 RESOURCE ACQUISITION Module 3 Resources Directory Once food, clothing, and lodging surveys are complete and Supplier Consent forms signed, the information from the forms is compiled
in an Emergency Resources Directory. This directory facilitates quick location and access to appropriate resources in an emergency response. Like your telephone directory, it contains
contact information for those suppliers who have agreed to provide food, clothing, or lodging in the event of a disaster. It also contains information concerning what resources each
supplier can provide. Sample pages from a resource directory are included in Section 5, Appendix 3. Directories can be structured in different ways, but it’s a good idea to make sure
that listings are grouped by type of supplier and geographical area. This will make it easier to find information quickly. However the directory is set up, it should include supplier
contact information, including a physical address of the supplier. This information will be needed when creating lists of resources for the Referrals workers. The directory should also
include some kind of matrix of amenities and/or resources, so responders can quickly scan the directory for information about several suppliers. For more complete information, Resource
Acquisition personnel can refer back to the survey and consent forms. ESS teams with computer-based resource management programs available may wish to create a database containing supplier
information. Remember, however, that during an emergency power may not be available, preventing access to the information. The team may also not have Resource Acquisition personnel
skilled in working with the database available. It is critical, therefore, to make sure that paper copies of the directory be maintained and kept current. The directories should be
reviewed every six months to one year to ensure contact and resource information is kept up-to-date. If it is not possible to visit every supplier that frequently, a letter can be mailed
or faxed to the owner or manager of a particular business or facility accompanied by a photocopy of their most recently completed survey form. The owner or manager can check for accuracy,
make any necessary corrections, and sign and return the form to the Resource Acquisition Supervisor.
PAGE 42 RESOURCE ACQUISITION Module 3
PAGE 43 RESOURCE ACQUISITION Module 4 MODULE 4 Resource Management During an ESS Response
PAGE 45 RESOURCE ACQUISITION Module 4 Resource Acquisition Workstation Planning ahead to ensure that the necessary supplies, equipment, forms, and paperwork are available will facilitate
quick activation of the Resource Acquisition work area. Suggested Supplies and Equipment ■ Tables and chairs ■ Telephones – one dedicated incoming plus several outgoing ■ Whiteboards
■ Flip charts ■ Photocopier ■ Fax machine ■ Computer – if using a resource management program ■ Display board with laminated map of community ■ Telephone book – white and yellow pages
SUGGESTED STATIONERY SUPPLIES ■ Flip chart paper ■ Felt pens – regular and whiteboard ■ Whiteboard eraser ■ Markers/dots/flags for maps ■ Clipboards ■ 3-ring binders with tab indexes
■ File folders – several colours/filing box ■ Large envelopes ■ Pads of lined paper, carbon paper, package of file (recipe) cards ■ Post-It notes – multi colours and multi sizes ■ Trays
– 8 or more ■ Table tents ■ Pencils, erasers, pens – black and red ■ Stapler, staples, staple remover ■ 3-hole punch ■ Scissors ■ Push pins ■ Masking tape ■ Paper clips – assorted sizes,
large spring clips
PAGE 46 RESOURCE ACQUISITION Module 4 FORMS AND PAPERWORK ■ Resource Acquisition Supervisor’s manual/plan with the following: – Resource Acquisition worker call out list – Position descriptions
and function checklists – Resource Acquisition Supervisor and Resource Acquisition Worker. Note: Function Checklists and Aids can be found in the Reception Centre Operational Guidelines.
Check the ESS web site (www.ess.bc.ca) periodically to ensure you have the most current versions. – Community map identifying suppliers of ESS resources – Sample floor plan of Reception
Centre – ESS Resource flowchart – Sample Resource Acquisition worker workstation set-up – Completed Supplier Consents for food, clothing, lodging, and other (yellow copies) – Completed
Supplier Survey forms for food, clothing, lodging, and other – Resource directories – for food, clothing, lodging, and other ■ Forms used in an ESS response: – Station Sign In/Sign
Out – Shift Schedule – Blank and completed Supplier Consent forms – Blank and completed Supplier Survey forms – Resource directories – Referral Forms (get from Documentation Unit during
a response) – Position and Resource Logs – Resource Request Forms – ESS Rates sheets ■ Reception Centre Operational Guidelines ■ ESS Field Guide WORKSTATION SET UP Figure 4 depicts
the set up of a typical Resource Acquisition work area.
PAGE 47 RESOURCE ACQUISITION Module 4 Disp la y m a p o n wa ll Re sourc e Ac quisition Workers: -m ake a rra nge m ents with supp lie rs to a c q uire ne ed ed re so urc e s -c om plete
form s “Tra c king Rec ord o f Resource s” -m ainta in sta tus b oa rds -ke ep trac k of re so urce s Resourc e Ac quisition Workers sign-in form s & shift sc hedules Resourc e Ac quisition
Supervisor’s lo c a tion & 3 ring bind er with p lan Resourc e Ac quisitio n Workers (food, clothing, lod g ing) c onta cting sup p liers sit here Resource Acquisition Work Station
Sta tus b oa rd s Sup plies req uired Anytown BC Resources Log Blank form s: -Positio n Log s -Conta c t Log s -Supp lie r Consents/ESS Rates Shee t -Re fe rra l Form s -Tra c king
Re c ord of Resource s -Supp lie r Su rve y Fo rms Fo rm s c omp lete d prio r to eme rg ency: -Supp lie r Surve ys -Re so urc e Direc torie s -Supp lier Consents Telep hone b ook Figure
4: Sample Resource Acquisition workstation
PAGE 48 RESOURCE ACQUISITION Module 4 Flow of ESS Resource Requests Figure 5 shows how resource requests move through the Reception Centre. Figure 5: Flow of ESS resource requests through
the RC
PAGE 49 RESOURCE ACQUISITION Module 4 Processing Resource Requests During a disaster response, the Resource Acquisition team’s primary concern is for the efficient management of ESS
resources. Managing ESS resources during a response consists of the following tasks: ■ Logging requests ■ Vetting and prioritizing requests ■ Authorizing requests ■ Acquiring resources
■ Tracking resources ■ Paying for resources LOGGING RESOURCE REQUESTS Resources will be requested at the beginning of the response, based on the assessment of the immediate needs of
evacuees and ESS responders setting up the Reception Centre or other ESS facility. Additional resource needs, as they arise, are written on a request form and submitted to the Resource
Acquisition workstation. When requests for resources are received they are logged onto the ESS Resource Acquisition Log & Status Board. VETTING AND PRIORITIZING RESOURCE REQUESTS The
Resource Acquisition Supervisor or designate will vet—examine carefully and critically—each request, clarify any discrepancies, validate the need for the request, check the request
forms for accuracy and completeness, and determine the resource’s priority level. During a response, the demand for resources can be quite high. Table 1 identifies resource precedence
levels. All resource requests should be assigned a priority level.
PAGE 50 RESOURCE ACQUISITION Module 4 PRIORITY LEVEL DESCRIPTION Routine Supports regular operations Priority Important to support operations within a specific time limit Emergency Having
life and death urgency Critical When a specific resource is in demand by multiple agencies and/or jurisdictions and a limited number of the resource is available, it can be designated
as a critical resource by the EOC Director. The EOC Director must approve all requests for critical resources. Examples of critical resources include water, phones, and portable toilets.
Table 1: Resource precedence levels AUTHORIZING REQUESTS When resource requests fall within the ESS expenditure guidelines outlined on the ESS Rates sheet, the process is straightforward,
as Resource Acquisition workers are pre-authorized to acquire the goods and services needed by evacuees. When resource requests are not pre-authorized, a written request must be submitted
and forwarded to the ESS Branch Coordinator (the ESS Director or designate) at the local authority EOC or PREOC for authorization. Table 2 summarizes who can authorize the acquisition
of ESS resources.
PAGE 51 RESOURCE ACQUISITION Module 4 TYPE OF RESOURCE WHO GIVES PAYMENT AUTHORIZATION Resources for evacuees: food, clothing, lodging, transportation, and incidentals that fall within
the ESS expenditure guidelines, as outlined on the ESS Rates sheet and Referral form ESS responders are pre-authorized to issue ESS Referral forms to evacuees within set ESS limits
as outlined on the ESS Rates sheet. Note: Approved ESS Rates are updated annually—make sure you are using the most current rates. Additional or exceptional resources not specified in
the ESS expenditure guidelines (e.g., medical aids, eyewear, etc.) Request for payment approval must go to the provincial or territorial ESS organization (in BC it’s EMBC). With approval
of the RC/GL Manager and the local EOC ESS Branch Coordinator, the Referrals Unit Supervisor seeks authorization from the ESS Branch Coordinator at the PREOC, or through the PECC, if
the PREOC is not activated. Note: To expedite the approval process, these requests do not follow the usual route through Resource Acquisition. Bulk orders for evacuee needs, such as
snacks, beverages, and personal hygiene items. Supplies and equipment for facility operations (e.g., telephones, tables/chairs, refreshments/meals for ESS personnel, generator, flashlights,
photocopier, porta-potties, toilet paper, air-conditioning units, etc.) Submit request to EOC through the ESS Branch Coordinator at the EOC. The RC/GL Manager or designate must confirm
all requests before they are forwarded to the EOC. These items should be provided by the local authority EOC; they are not eligible items on a Referral Form. If the EOC is not activated
and there is no Logistics support available through the EPC or local authority, the PREOC or provincial or territorial ESS organization (in BC it’s EMBC) ECC may be contacted to request
a onetime authorization to use a Referral form as payment for these needs. Bulk order items and facility needs are not to be purchased using a Referral form unless directed to do so
by the EOC or provincial or territorial ESS organization (in BC it’s EMBC). Table 2: Resource authorization
PAGE 52 RESOURCE ACQUISITION Module 4 ACQUIRING RESOURCES Once requests for evacuee needs (i.e., food, clothing, and lodging) have been logged, vetted, and approved, Resource Acquisition
workers consult the resource directory for potential suppliers and then contact those suppliers to confirm resource availability and the supplier’s willingness to assist. Where suppliers
are able to assist, quantities of resources should be recorded. For example, the Commercial Lodging Tracking form (Appendix 5) can be used to record the number and types of rooms available
at each commercial lodging property. (See Tracking Resources, below, for more information on tracking resources requested, acquired, and used.) At this point it is very important to
review the procedures for reimbursement with the supplier. If personnel are available, it can be helpful to have a Resource Acquisition worker visit the supplier to review the process.
Alternatively, a general meeting with all suppliers could also be arranged. At the very least, the process should be reviewed over the telephone. If additional suppliers are required,
supplier consents may need to be arranged with businesses not surveyed during the pre-disaster phase. Depending on the time available, these “on the spot” surveys may be conducted over
the telephone and Supplier Consent forms faxed back and forth for approval. While it is ideal to visit suppliers in person, this may not be possible during a response. TRACKING RESOURCES
Resources requested, acquired, and used must be tracked so that it is easy to determine what resources and supplies are available at any given time. For example, the Resource Acquisition
Unit must keep track of how much commercial lodging space and at which properties has been given to the Referrals Unit so that the same room is not inadvertently assigned to more than
one evacuee. Referrals Unit workers must keep track of the resources they’ve used so that additional resources can be requested before they run out. Similarly, supplies and equipment
delivered to the Reception Centre need to be signed in and checked for completeness of the order. It must be noted if only a partial order has been sent, a back order exists, or the
resource requested is not available. Without tracking, there is a danger that requests could be lost. Tracking of resources includes recording: ■ Resource requests ■ Resources received/acquired
■ Resources distributed ■ Resources used
PAGE 53 RESOURCE ACQUISITION Module 4 Resources are tracked in a variety of ways, including: ■ Resource logs (e.g., Commercial Lodging Tracking form) ■ Status boards (e.g., ESS Resource
Acquisition Log & Status Board) ■ Computer databases Resources are commonly tracked by type (e.g., restaurants, hotels, pharmacies, etc.); by facility type, name, or number (e.g., Reception
Centres #1, #2, Group Lodging facilities at …secondary school or recreation centre, etc.); by a community subdivision (e.g., Highview, Westview, Southview); or by numerical order of
receipt of requests. Remember to close the loop on requests—the originator of the request must be notified of the status of the request: ■ Available ■ Unavailable ■ Filled ■ Back ordered
■ Estimated time of arrival PAYING FOR RESOURCES Services to meet the immediate needs of evacuees should be provided in a timely and cost-effective manner. In no situation should an
inflated rate be paid to suppliers because of the emergency. The costs for emergency food, clothing, and lodging must include taxes in the total value and must not exceed the maximum
allowable rate (see ESS Rates sheet); for example, clothing plus taxes must not exceed $150.00. The Task Number must be included on any form used to purchase resources. The Task Number
is usually open for a maximum of 72 hours. Any extensions for extenuating circumstances (i.e., a major disaster affecting large numbers of people where the immediate emergency period
exceeds the three-day limit) must be approved by the provincial or territorial ESS organization (in BC it’s EMBC). Paperwork generated in the acquisition of resources must be filed
and forwarded to the appropriate authority to ensure suppliers are paid in a timely manner. All paperwork must include the Task number issued for the event.
PAGE 54 RESOURCE ACQUISITION Module 4 Referral Forms ESS Referral forms are used to request goods and services for evacuees; they are not intended to be used to purchase bulk orders
or other supplies or equipment for ESS facilities. Generally the EOC Logistics will have other arrangements in place for this kind of purchase, or the municipal purchasing department
may direct Resource Acquisition workers to use their purchase order forms. If this is not the case, the PREOC ESS Branch should be consulted before using Referral forms for this purpose.
If the use of Referral forms is approved for goods or services needed for ESS facilities, the Resource Acquisition worker will need to know how to complete and explain the form to the
supplier. Remember: Referral forms are like blank cheques—never leave blank Referral forms unattended. If a mistake is made in the completion of the Referral form (e.g., incorrect supplier
information), the form should be VOIDED by placing a line diagonally through all four copies and writing the word VOID in large letters. If a Referral form is returned to be reissued
because a supplier is unable to fill a request, then the Referral form is CANCELLED and reissued to a new supplier. Again, draw a diagonal line through all four copies and write CANCELLED,
in large letters above the line, and on the new Referral Form write “Replacing Referral Form #” in the Comments section. Refer to the ESS Field Guide for detailed instructions on completing
a Referral form. Tips and Challenges DONATED GOODS Experience shows that the people are generous to those who have experienced a disaster. Frequently, without being asked, people donate
food and clothing items. If unsolicited donations of goods become a concern, the EOC should be asked to issue a public information message to address the situation. Food Donations These
donations can become a significant problem requiring storage space, refrigeration units for fresh items and meat, and many volunteers to deal with the receiving, cataloguing, storage,
and distribution of the food. Through the media, the EOC on behalf of ESS can make special requests for supplies and equipment or non-perishable foods, or monies that can be used for
such purchases.
PAGE 55 RESOURCE ACQUISITION Module 4 Clothing Donations Do not call for a clothing drive unless there is no other alternative. Be aware that a clothing drive calls for large storage
areas; cleaning, washing, ironing facilities; and a large number of volunteers to sort, clean, wash, and size the items. If a clothing drive must be organized, a needs assessment should
be conducted first and then requests for very specific items can be made. ESS Resource Acquisition workers and Donated Goods workers should work closely with EOC Logistics in the planning
and implementation of a clothing drive. Label any borrowed clothing or bedding items. Records should be kept to ensure borrowed items are returned to their owner and acknowledgement/thank
you letters sent. ACCOMMODATION TERMINOLOGY Table 3 explains standard room type and capacity terminology. TYPE OF ROOM CAPACITY Single 1 person, 1 bed Double 2 people, 1 bed Twin 2
people, 2 beds Quad 4 people, 2 beds Table 3: Room type and capacity WATER REQUIREMENTS Table 4 lists daily water requirements per person. PURPOSE QUANTITY PER DAY Drinking 2L minimum
Washing 12L Sanitation 112L Table 4: Daily water requirements
PAGE 56 RESOURCE ACQUISITION Module 4 TOILET FACILITIES A Reception Centre or Group Lodging facility will require five toilets per 75– 100 people. For each additional 30 people, add
one toilet. GARBAGE CONTAINERS A Reception Centre should have one, 50–100 litre capacity garbage can for every 12–25 people, and three to four, 50–100 litre capacity cans for every
100 people.
PAGE 57 RESOURCE ACQUISITION Module 4 What if...? As a Resource Acquisition worker, you may be asked for a wide variety of supplies and materials, not only for the evacuees but also
for those working in the ESS disaster response. As a Resource Acquisition worker it will be your responsibility to acquire needed resources. If Supplier Consents are not in place with
a merchant, you will need to make these arrangements as well. 1. You need to find accommodation for approximately 200 families for up to two or three days and commercial facilities
are not available. List 5 other possible options to accommodate up to 200 families. 2. For a variety of reasons, there are no plans to provide services for pets arriving at the RC with
their owners. You are directed to contact local organizations that might take on this responsibility at this time. a. Who might be a good resource to contact? b. Who might be able to
care for pets if their owners need to be relocated for only one to three days? c. Who might be able to care for pets if their owners need to be relocated for several months?
PAGE 58 RESOURCE ACQUISITION Module 4 3. You have been told that the evacuees who will be arriving at the Reception Centre are primarily families with young children. What supplies might
you anticipate being requested for families with young children or infants? Who needs to authorize the purchase of these items? 4. Your Reception Centre is being activated to bring
in the residents of a large seniors’ complex evacuated due to a gas leak within the complex. What supplies might you anticipate having on hand to meet the needs of the more than 150
adults over the age of 75? Who needs to authorize the purchase of these items? 5. You have been asked to send 200 blankets to a response site as soon as possible. Where might you get
them?
PAGE 59 RESOURCE ACQUISITION Module 4 6. You receive a request from the Group Lodging Manager for personal care items for 30 families evacuated without warning. All 30 families will
be accommodated for possibly two nights at the local church hall. What supplies might you want to order in bulk? Who needs to authorize the purchase of these items? 7. You have been
subsequently asked to provide towels and face cloths for these same 30 families. How might this be handled? 8. Evacuees are returning to the RC claiming that they were unable to get
their clothing sizes and that the retailer was out of children’s outerwear and adult jeans. How will you assist? 9. A local hotel providing the meals for 65 families asks if they can
just invoice the government the full allowance per person per day (see ESS Rates sheet for current rates) rather than running a tab for each individual family per day. What is your
response?
PAGE 60 RESOURCE ACQUISITION Module 4 10. A hotel’s rate for accommodation is not on the government’s list of approved accommodations. Their nightly rate seems high to you, and they
don’t offer a government rate. How will you deal with this knowing that you require this hotel’s rooms to accommodate evacuees and responders? 11. During a coffee break, a Registration
and Referral worker informs you that many evacuees are requesting firewood for their wood-burning stoves. People would prefer to stay at home rather than move out temporarily into a
motel or hotel. How might this be handled? 12. The community health officials are ordering a boil water alert for the community. People are requesting that bottled water be distributed
from the RC. How will you approach this request?
PAGE 61 RESOURCE ACQUISITION Module 4 13. Bottled water will be needed for the Reception Centre and one Group Lodging facility. How much water will be required for the next 48 hours
based on up to 200 people in the Reception Centre daily and 48 people staying at the Group Lodging facility? 14. Bathrooms are overcrowded and you have been asked to acquire additional
portable toilets. What is the ratio of people/toilets and where will you look for this resource? 15. Evacuees have requested laundromat or dry cleaning services beyond the EMBC allowance.
They believe it is still cheaper than purchasing new clothing, which they have not asked for. Is there some other way the community could assist with the increased laundry needs of
the evacuees?
PAGE 62 RESOURCE ACQUISITION Module 4
PAGE 63 RESOURCE ACQUISITION Module 5 Note: Many of the forms, function aids, and checklists contained in these appendices have been taken from the Reception Centre Operational Guidelines
and are accurate to the date of the printing of this guide. A member of the RC management team should be designated to check the ESS web site (www.ess.bc.ca) semi-annually for RC Operational
Guidelines or ESS Field Guide updates. The materials included here are for reference purposes only and should not be used in place of the actual Guidelines or Field Guide during a response.
1. Acronyms 2. Supplier Survey Forms 3. Supplier Consent Forms 4. Resources Directories Forms 5. Sample Forms & Function Aids MODULE 5 Appendices
PAGE 65 RESOURCE ACQUISITION Module 5 Appendix 1: Acronyms BCERMS BC Emergency Response Management System CRCS Canadian Red Cross Society DFA Disaster Financial Assistance ECC Emergency
Coordination Centre EMBC Emergency Management BC EOC Emergency Operations Centre EPC Emergency Program Coordinator ESS Emergency Social Services ESSD Emergency Social Services Director
FR Family Reunification GL Group Lodging ICS Incident Command System JIBC Justice Institute of British Columbia MCFD Ministry of Children and Family Development MST Mobile Support Team
NGO Non-Government Organization NESS National Emergency Strategic Stockpile OC Operations Centre PECC Provincial Emergency Coordination Centre PIO Public Information Officer PHAC Public
Health Agency of Canada PREOC Provincial Regional Emergency Operation Centre RC Reception Centre SAR Search and Rescue SJA St. John Ambulance TSA The Salvation Army
PAGE 66 RESOURCE ACQUISITION Module 5
PAGE 67 RESOURCE ACQUISITION Module 5 Appendix 2: Supplier Survey Forms ■ Food Resources Survey Form ■ Clothing Resources Survey Form ■ Lodging Resources Survey Form ■ Group Lodging
Resources Survey Form
PAGE 68 RESOURCE ACQUISITION Module 5
PAGE 69 RESOURCE ACQUISITION Module 5 FOOD RESOURCES SURVEY To be completed by a designated ESS team member and attached the Supplier Consent Form. Name and type of supplier (delivery,
restaurant, catering, mobile, etc.): Normal hours of operation Mon. Tues. Wed. Thurs. Fri. Sat. Sun. Billing address (if different than street address): Emergency contact (name and
title): Tel. (home): Tel. (Bus.): Can open after hours: Yes No Notice required (hrs): Compensation discussed: Yes No Supplier Consent Form completed: Yes No DETAILS OF OPERATION Specialty
(sandwiches, pasta, fine dining, etc.): Typical menu selection on short notice (Please attach current menu, if available) Average # of meals prepared in 1 hour: Breakfast: Total # of
meals prepared from stock on hand: Lunch: Delivery available: Yes No Details: Dinner: Can furnish food servers with delivery: Yes No Other: Seating capacity Main dining room: Other
dining areas: Other rooms (banquet, meeting): Total seating capacity: Wheelchair access Dining areas Restrooms Name of on-site or nearby lodging service: (For detailed information,
see Lodging Service Inventory form) SUPPLEMENTARY INFORMATION Auxiliary power: Yes No Used for: Lights Cooking Power source: Gas Electric Propane Other: Meals using auxiliary power:
Breakfast Lunch Dinner Other (specify) Potable water: Yes No Source: Tap Well Bottled Menu using auxiliary power (details): COMMENTS SURVEY RECORD Survey completed by (name and title):
Date (yy/mm/dd): Update completed by (name and title): Date (yy/mm/dd): Update completed by (name and title): Date (yy/mm/dd): Area:
PAGE 70 RESOURCE ACQUISITION Module 5 CLOTHING RESOURCES SURVEY To be completed by a designated ESS team member and attached the Supplier Consent Form. Name and type of supplier (thrift,
wholesale, department, mega, etc.): Normal hours of operation Mon. Tues. Wed. Thurs. Fri. Sat. Sun. Billing address (if different than street address): Emergency contact (name and title):
Tel. (home): Tel. (Bus.): Can open after hours: Yes No Notice required (hrs): Compensation discussed: Yes No Supplier Consent Form completed: Yes No DETAILS OF OPERATION Average stock
on hand — Indicate sizes and quantities:F = Few (≤ 12) A = Average (12–50) G = Great (≥ 50) Men’s Women’s Youths’ Children’s Infants’ Comments S M L XL S M L XL S M L XL S M L XL S
M L XL Jogging suits (or equiv.) Shirts Sweaters Pants Briefs Socks Outerwear Work wear Footwear Other (specify) Linens (blankets, bedding, towels, etc.—specify items and quantities):
Personal care products (soap, deodorant, feminine hygiene, etc.—specify items and quantities): Infant care products (diapers, bottles, formula, etc.—specify items and quantities): Delivery
available: Yes No Details: Time need to supply goods (hours): COMMENTS SURVEY RECORD Survey completed by (name and title): Date (yy/mm/dd): Update completed by (name and title): Date
(yy/mm/dd): Update completed by (name and title): Date (yy/mm/dd): Area:
PAGE 71 RESOURCE ACQUISITION Module 5 LODGING RESOURCES SURVEY To be completed by a designated ESS team member and attached the Supplier Consent Form. Name and type of supplier (hotel,
motel, B&B, dormitory, etc.): Normal hours of operation Mon. Tues. Wed. Thurs. Fri. Sat. Sun. Billing address (if different than street address): Emergency contact (name and title):
Tel. (home): Tel. (Bus.): Can open after hours: Yes No Notice required (hrs): Compensation discussed: Yes No Supplier Consent Form completed: Yes No DETAILS OF OPERATION (For detailed
information, see Group Lodging Inventory form) Section 1: Room types & capacities Number of rooms Total people /room types Section 2: Additional sleeping spaces (meeting rooms, ballrooms,
etc.—please supply room dimensions and total usable floor space in m2 or ft2) (S) Single: 1 person, 1 bed Room (type or name): Dimensions: Floor space: (m2) (ft2) (D) Double: 2 people,
1 bed (T) Twin: 2 people, 2 beds Room (type or name): Dimensions: Floor space: (m2) (ft2) (F) Quad or family: 4 people, 2 beds (DK) Kitchenette: 1 bed Room (type or name): Dimensions:
Floor space: (m2) (ft2) (FK) Kitchenette: 2 bed (X1) Suite: 1 bedroom In an emergency, could provide ESS with bedding or towels: Yes No (Specify items and quantities) (X2) Suite: 2
bedrooms Totals: # rooms, # people in rooms SUPPLEMENTARY INFORMATION # Rollaway beds: # Cribs: Shuttle service: Yes No Swimming pool: Yes No Fitness centre: Yes No Pets allowed: Yes
No Specifics: Elevator: Yes No Total parking spaces: Wheelchair accessible: Yes No Auxiliary power: Generator Lights only Lights and heat Names of on-site or nearby restaurants: (For
detailed information, see Food Service Inventory form) COMMENTS SURVEY RECORD Survey completed by (name and title): Date (yy/mm/dd): Update completed by (name and title): Date (yy/mm/dd):
Update completed by (name and title): Date (yy/mm/dd): Area:
PAGE 72 RESOURCE ACQUISITION Module 5 GROUP LODGING RESOURCES SURVEY To be completed by a designated ESS team member and attached the Supplier Consent Form. Name and type of facility
(arena, theatre, auditorium, conference hall, hotel, etc.): Normal hours of operation Mon. Tues. Wed. Thurs. Fri. Sat. Sun. Billing address (if different than street address): Emergency
contact (name and title): Tel. (home): Tel. (Bus.): Can open after hours: Yes No Notice required (hrs): Compensation discussed: Yes No Supplier Consent Form completed: Yes No DETAILS
OF OPERATION (Please attach detailed diagram of facility.) Section 1: Room types & capacities (Supply dimensions and record total floor space in either m2 or ft2. Divide by 3.5m2 or
40ft2 to obtain number of sleeping spaces—minimum of 1.4m x 2.5m or 5ft x 8ft per person.) Section 2: Assigned spaces (office, firt aid, supply/storage, food, registration, etc.—specify
room name and assigned use) Room type/name Dimensions (m/ft) Total (m2/ft2) Sleeping spaces # Mats /cots Seating spaces Total capacity Room 1: Room 2: Room 3: Room 4: Room 5: Room
6: Room 7: SUPPLEMENTARY INFORMATION Food services (for detailed information, see food service inventory) Utilities Sanitation # Restaurants: Capacity: Heating: Gas Elect. Oil
Propane Other: # Toilets: # Male: # Female: # Lunch counters: Capacity: Cooking: Gas Elect. Oil Propane Other: # Sinks: # Male: # Female: Stove Grill Small appliances
Water: Tap Well Bottled Other: # Showers: # Male: # Female: Fridges Freezers Coolers Emergency generator: Emergency lights: Laundry: # Washers: # Dryers: Phones: #
Public: # Private: PA System Total parking spaces: Pool: Indoor Outdoor: Elevator: Wheelchair access: Shuttle service: Fitness centre: Pets allowed: Yes No: Specifics:
COMMENTS SURVEY RECORD Survey completed by (name and title): Date (yy/mm/dd): Update completed by (name and title): Date (yy/mm/dd): Update completed by (name and title): Date (yy/mm/dd):
Area:
PAGE 73 RESOURCE ACQUISITION Module 5 Appendix 3: Supplier Consent Forms ■ Supplier Consent Form* ■ Information for Suppliers* ■ Supplier Procedures for Reimbursement Instruction Sheet*
■ Supplier Consent Form Instruction Guide* ■ ESS Rates Sheet ■ Sample Letter of Intent** ■ Sample Letter for Annual Updating of Supplier Consents * Taken from Reception Centre Operational
Guidelines. Current as of August 2009. Please check ESS Program web site for updates. ** Taken from ESS Field Guide.
PAGE 74 RESOURCE ACQUISITION Module 5
PAGE 75 RESOURCE ACQUISITION Module 5 SUPPLIER CONSENT The Supplier understands that during an emergency or disaster local Emergency Social Services volunteers or staff representing
the Community of may request to provide the following goods or services: The Supplier will provide these goods or services and receive payment in accordance with the Emergency Social
Services Rates listed on attached sheet. For reimbursement, submit invoices to Emergency Management BC, along with itemized original receipts or till tapes for goods or services provided
and the original (WHITE) copy of the Referral form (EMBC2395). In the event of an emergency the supplier’s contact persons are: PRIMARY CONTACT ALTERNATE CONTACT EMBC2396(11/05/01)
White Copy -Supplier Yellow Copy -ESS Team Pink Copy -Other response agency, if applicable ALTERNATE CONTACT NAME NAME NAME HOME ADDRESS HOME ADDRESS HOME ADDRESS SUPPLIER’S SIGNATURE
DATE (YYYY MM DD) HOME PHONE WORK PHONE CELLULAR PHONE FAX EMAIL ADDRESS ( ) ( ) ( ) HOME PHONE WORK PHONE CELLULAR PHONE FAX EMAIL ADDRESS ( ) ( ) ( ) HOME PHONE WORK PHONE CELLULAR
PHONE FAX EMAIL ADDRESS ( ) ( ) ( ) The personal information requested on this form is collected under the authority of the Emergency Program Act and is necessary for administrative
purposes and may be shared with other public bodies, organizations and/or agencies only to enable the provision of emergency services. Disclosure of personal information is subject
to the provisions of the Freedom of Information and Protection of Privacy Act. Questions regarding the collection, use or disclosure of the information should be directed to: Manager,
Training and Volunteer Programs, Emergency Management BC, PO Box 9201 Stn Prov Govt, Victoria, B.C. V8W 9J1 Phone: 1-800-585-9559 EMERGENCY MANAGEMENT BC PO Box 9201 STN PROV GOVT VICTORIA
BC V8W 9J1 1-800-585-9559 FAX ( 250 ) 952-4888 PHONE Ministry Justice Please Note: The Supplier Consent form does not constitute a legal agreement. It is intended for use by community
ESS teams prior to an emergency to establish the willingness of a potential supplier to provide goods or services to people affected by a disaster. Questions or updates in regards to
this Supplier Consent may be directed to the following community contacts: CONTACT NAME PHONE ( ) ORGANZATION /AGENCY TITLE ALTERNATE CONTACT NAME PHONE ( ) ORGANZATION /AGENCY TITLE
( ) ( ) NAME OF SUPPLIER ADDRESS IF SUPPLIER FAX PHONE PRINT NAME
PAGE 76 RESOURCE ACQUISITION Module 5 General Information • Refer to the attached ESS Rates sheet for a description of eligible goods and services and maximum rates. • Charges for goods
and services, including all applicable taxes, must not exceed the attached Emergency Social Services Rates. • Ensure that services are provided only to those individuals listed on the
Referral form. • Check “Valid Only” dates carefully. Services provided outside this time period will not be covered. • Make note of any additional instructions that may be provided
in the “Comments” section. • An invoice is required with each Referral form, in addition to the corresponding itemized original receipts or till tapes. • Alcohol, tobacco and gratuities
are not covered. • Groceries, clothing and incidentals are “one-time only” purchases. • It is recommended that the supplier make copies of all documentation for their records. Additional
Lodging Information • Other than the basic room charge and room tax, all extra costs --including but not limited to, phone calls, movies, parking, damage or theft --are the responsibility
of the evacuee. • If the evacuee can bill meals to their room, please ensure the restaurant has an ESS Rates sheet and is aware of the meal allowances and restrictions. Itemized bills
for meals provided must be included with the invoice. • Billeting rate does not include meals. A Referral form for either groceries or restaurant meals may be issued. Additional Restaurant
Information • Maximum meal allowances are set per meal, not per day. Meal allowances for the entire day cannot be combined into one large food order, unless prior authorization is obtained
from Emergency Social Services at Emergency Management BC. • An itemized bill for each meal must be included with your invoice. Inquiries regarding reimbursement process should be directed
to Emergency Social Services, Emergency Management BC 1-800-585-9559 INFORMATION FOR SUPPLIERS
PAGE 77 RESOURCE ACQUISITION Module 5EMERGENCY SOCIAL SERVICES (ESS) SUPPLIER PROCEDURES FOR REIMBURSEMENT INSTRUCTION SHEET During an emergency, evacuees will present ESS Referral forms
(see sample on reverse) issued by community volunteers or staff, authorizing the provision of goods and services for evacuees. The Referral form may also be used for bulk goods and
services required for ESS facilities during a response. Prior to agreeing to provide goods or services, it is recommended that suppliers read the “Information for Suppliers” found on
the reverse side of the Supplier Consent form. This information is also provided on the reverse side of the ESS Referral form that accompanies each evacuee when goods and services are
being requested. Amounts for goods and services must not exceed Emergency Social Services Rates, as noted on attached ESS Rates sheet. ESS rates are changed periodically, so if the
attached ESS Rates sheet is dated earlier than the current fiscal year, confirm the current rates with your local ESS contact. In the days following a disaster, once evacuees have received
all authorized goods and services, suppliers can apply for reimbursement by completing the following steps: STEP 1 MAKE OUT AN INVOICE TO: STEP 1 MAKE OUT AN INVOICE TO: Emergency Management
BC Ministry of Justice STEP 2TE INCLUDE WITH THE INVOICE:: Original (WHITE) copy of the completed ESS Referral Form (EMBC2395) ITEMIZED ORIGINAL RECEIPTS or till tapes, showing detailed
breakdown of total costs. STEP 3 SEND INVOICES TO: Emergency Social Services Emergency Management BC PO Box 9201 STN PROV GOVT Victoria BC V8W 9J1 1-800-585-9559 Once received, EMBC
staff will review and confirm all invoices for receipt of goods and services. Staff will generally contact the supplier regarding any discrepancies before processing for payment. PLEASE
ENSURE ALL NECESSARY INFORMATION IS INCLUDED WITH YOUR INVOICE TO AVOID DELAYS IN PROCESSING PAYMENT. REIMBURSEMENT CHEQUES ARE MAILED DIRECTLY TO THE SUPPLIER. For clarification of
rates or procedures for reimbursement, you may contact your local Emergency Social Services contact (as noted on your copy of the Supplier Consent), or Emergency Social Services at
Emergency Management BC 1-800-585-9559.
PAGE 78 RESOURCE ACQUISITION Module 5
PAGE 79 RESOURCE ACQUISITION Module 5 Supplier Consent Form Instruction Guide Completed by Prior to a disaster: ESS responders. Available from ESS supplies can be ordered by fax or phone
only. Print off the Supply Order Form and fax it to 259-952-4888 or call our toll free number 1-800-585-9559 to place the order. Purpose Prior to an emergency: This form is used by
ESS volunteers to establish informal agreements with various suppliers so that during an emergency suppliers will provide services required in an ESS response. This establishes the
intent to provide services and does not constitute a legal agreement. The purpose of the Supplier Consent is to establish who the contact people of the organization are, what goods
or services they are able to provide and contact information. The Instruction Sheet explains procedures to be followed for reimbursement and on the reverse of that sheet is a sample
ESS Referral form. A current ESS Rates sheet showing pre-authorized maximum rates should accompany the Supplier Consent and be kept on file by the Supplier. ESS volunteers may request
a letter confirming the ministry’s involvement and encouraging support from the supplier. The form letter titled “Letter of Intent” (see previous page), is available from the Regional
ESS/Recovery Coordinator at the EMBC Regional Office. During an emergency: This form is used by Resource Acquisition workers to identify and set up required resources in the community.
In a Reception Centre resources are then given to the Referrals Unit Supervisor, who in turn allocates these resources to the Referrals workers. Procedure for Processing Distribution:
Top Copy – Instruction Sheet for Suppliers White Copy – Supplier Yellow Copy – ESS Team Pink Copy – Other response agency, if applicable ESS responders complete this form with suppliers,
indicating what goods or services can be provided, who the supplier’s contact persons are, and reviewing the Emergency Social Services Rates to be paid, listed on the accompanying sheet.
The Instruction Sheet, indicating procedures to be followed for reimbursement with a sample Referral form on the reverse, should be left with the supplier. Once the supplier has signed
the form, copies are distributed as indicated above and kept on file until they are renewed and replaced. Supplier Consents should be renewed annually to ensure accuracy of information.
Community of This represents the name of the municipality or regional district in which the ESS team operates, but in no way holds the local authority responsible to reimburse the supplier.
Name and Address of Supplier Fill in the full name of the company, (e.g., Best Western Coquitlam) and the full address, phone and fax numbers.
PAGE 80 RESOURCE ACQUISITION Module 5 To provide the following goods or services Specify the types and range of goods or services the supplier is able to provide. For example, “Sportswear,
including casual shoes and boots, for men, women and children.” Local ESS Contact This should be the name(s) of the person(s) the supplier contacts if the Supplier Consent needs to
be revised or if the supplier has any questions. It may or may not be the ESS worker who escorts evacuees to receive goods or services. Supplier’s Primary and Alternate Contacts Identify
persons with authority to dispense goods or services to evacuees and responders in an emergency. Include addresses, telephone or pager numbers, Email addresses and radio call numbers
if available. Supplier’s Signature, Name and Date If the person is also named in the contact list, have them sign, add their position title and date. If the person signing the Supplier
Consent is different from the contact list, have the person sign, print their name in brackets, so that it is legible, then add their position title and date. Note: The above instructions
relate to the November 2010 revision of the form. If older versions of the Supplier Consent are being used, the EMBC Headquarters address will have to be inserted as the mailing address
for invoices: Emergency Social Services Emergency Management BC PO Box 9201 Stn Prov Govt Victoria BC V8W 9J1 Phone: 1-800-585-9559 Fax: 250-952-4888
PAGE 81 RESOURCE ACQUISITION Module 5 EMERGENCY SOCIAL SERVICES (ESS) RATES NOT REDEEMABLE FOR CASH NOTE TO Services to meet immediate needs should be provided in the most cost-effective
manner. Rates below SUPPLIER: are maximum amounts – no additional surcharges are allowable. Extra costs incurred by the evacuee beyond the approved items listed below are the responsibility
of the evacuee. See “NOTE TO SUPPLIER” on Referral form for reimbursement process, and “Information for Suppliers and ESS Responders” on the back of the Referral form for more detailed
information. NOTE TO A current ESS Rates sheet must accompany each Referral Form. The Emergency Management BC ESS WORKER: (EMBC) Emergency Coordination Centre must be consulted when
extraordinary requirements are needed to provide for immediate needs 1-800-663-3456. EMBC2395R (08/13) 7530906079 (50/PD) Support is provided for a maximum of 72 hours immediately following
an evacuation, unless otherwise authorized. Hotel/Motel/B&B --OR--Billeting in Private Homes CLOTHING (to be issued when evacuees have not been able to pack necessities) Adults, youth
and children * up to $150.00 maximum per person (inc. pst) Clothing is provided as needed to preserve health and modesty. This is not wardrobe replacement. Clothing may include footwear
or special needs items such as baby diapers. * Where extreme winter conditions apply at the time of the incident, and on a needs basis, amount may be increased to $200 per person. TRANSPORTATION
Transportation necessary to meet immediate needs (e.g. taxis, 3 day bus pass, gasoline) Adults, youth and children up to $50.00 maximum per person (inc. pst) May include miscellaneous
items such as personal hygiene products, laundry supplies, pet food and lodging, medications for a 3 day period, and other immediate needs as required. For extraordinary needs, see
“NOTE TO ESS WORKER” above. INCIDENTALS (to be issued when evacuees have not been able to pack necessities) ITEMS OF ASSISTANCE FOOD Half the restaurant meal rate applies should the
evacuee choose groceries. Rate per person $10.00 $13.00 $22.00 $45.00 (inc. pst) Breakfast Lunch Dinner TOTAL Gratuities, tobacco products and alcohol are not included. Only the cost
of the room is covered. The evacuee is responsible for all other charges (e.g. video rentals, damages, parking, local and long distance calls). Emergency Social Services is eligible
for approved Provincial Government Rates from commercial accommodations supplier listed in the Ministry of Labour and Citizens’ Services Business Travel Accommodation Listings for government
travel. Restaurant Meals --OR--Groceries LODGING The Referral Form for billeting is issued to the billeting host (supplier). Billeting rate does not include meals. Billeting Rate: $30
per night based on single person occupancy. Add $10 for each additional adult and youth and $5 for each additional child Daily rate per person $22.50 (inc. GST/PST) Rates Effective
April 1, 2009
PAGE 82 RESOURCE ACQUISITION Module 5
PAGE 83 RESOURCE ACQUISITION Module 5 Sample Letter of Intent to Suppliers [To be issued on regional EMBC letterhead] LETTER OF INTENT To: Emergency Social Services (ESS) Suppliers Re:
Payment Confirmation Emergency Social Services Emergency Social Services (ESS) is an important part of your community emergency management organization. It consists of registered local
volunteers working together to provide for the immediate needs of people evacuated from their homes due to emergencies such as flooding, chemical spills, fires or earthquakes. These
essential services include food, clothing, lodging, registration and family reunification, emotional support and other specialized services. We are writing to request your support during
an emergency. Through pre-arrangements with the ESS team, you may be asked to provide dry goods, merchandise, or a service. In turn, your business can invoice Emergency Management BC
for reimbursement. The provision of goods and services is authorized by the local ESS Director or alternates during an emergency, who will issue an ESS Referral form and ESS Rates sheet
to confirm the amounts authorized. An ESS representative in your community will be in contact with you to complete a Supplier Consent form. They will be able to clarify any concerns,
establish current emergency contacts for your business, and explain how the program operates. The Supplier Consent form also has an Instruction Sheet that explains the procedures you
are to follow for reimbursement. We suggest you keep a copy of this letter on file at all times, with your copy of the Supplier Consent, so that details of your arrangements with the
ESS team will be available for reference, should an emergency occur. We know from experience that the system for emergency supplies can only work with the continued goodwill and cooperation
of the business community. We, therefore, request your on-going support for this community-based emergency response program. If you have any questions regarding the payment process,
please do not hesitate to contact me. Sincerely, Emergency Management BC Contact Phone #: ______________
PAGE 84 RESOURCE ACQUISITION Module 5 Sample Letter for Annual Updating of Supplier Consents (May be mailed or delivered by ESS responder) To: Merchants participating in the Emergency
Social Services (ESS) Program Address: Re: Updating Your Emergency Social Services Supplier Consents As you know, our emergency program responds to local disasters by providing food,
clothing and temporary accommodation for people who are forced to leave or unable to return to their homes due to disasters such as forest fires, major chemical spills, earthquakes,
floods or severe winter storms. In an ongoing effort to plan for disasters that might affect our community, we are currently undertaking a review of our files of local merchants who
have previously agreed to provide goods or services in a disaster. To ensure the information we have on file for your business is accurate and up-to-date, we would ask you to review
the attached forms for verification as to currency. Within the next two weeks, please verify the attached Supplier Consent form and Survey form, make any necessary corrections, and
return them in the envelope provided or fax to XXX-XXX-XXXX. Please note that your reply will be understood by our ESS Program as an acknowledgement of your willingness to continue
to participate as an emergency supplier if called upon. If you should have any questions about the above, please do not hesitate to contact: Name: Contact numbers: Although our community
has not experienced any major incidents over the past year, no one knows when a disaster may strike. On behalf of our residents, thank you for your continued support of our ESS program.
Sincerely,
PAGE 85 RESOURCE ACQUISITION Module 5 Appendix 4: Resource Directories Forms ■ Food Resources Directory ■ Clothing Resources Directory ■ Lodging Resources Directory ■ Group Lodging Directory
PAGE 86 RESOURCE ACQUISITION Module 5
PAGE 87 RESOURCE ACQUISITION Module 5
PAGE 88 RESOURCE ACQUISITION Module 5
PAGE 89 RESOURCE ACQUISITION Module 5
PAGE 90 RESOURCE ACQUISITION Module 5
PAGE 91 RESOURCE ACQUISITION Module 5 Appendix 5: Supplier Forms & Function Aids ■ Commercial Lodging Tracking Form ■ Contact Log ■ Resource Acquisition Log & Status Board ■ ESS Resource
Request Form ■ Tracking Record of Resources ■ Sample of Tracking Record of Resources
PAGE 92 RESOURCE ACQUISITION Module 5
PAGE 93 RESOURCE ACQUISITION Module 5 Commercial Lodging Tracking Form Use this form to track commercial lodging (rooms). Keep this form at the Resource Acquisition area to verify the
rooms available. Notify the Referrals Unit Supervisor of blocks of rooms available for their use. Supplier Number and Type of Rooms Available Referrals Unit Supervisor Notified of These
Rooms?
PAGE 94 RESOURCE ACQUISITION Module 5 Contact Log
PAGE 95 RESOURCE ACQUISITION Module 5 Resource Acquisition Log & Status Board ESS RESOURCE ACQUISITION LOG & STATUS BOARD Comments # -in numerical order, assign a number to each request
when it is received and logged. Estimated Time of Arrival Time Processed Time Needed by Item Requested Time Request Received (24hr) Date MM/DD # (see below)
PAGE 96 RESOURCE ACQUISITION Module 5 ESS Resource Request Form Facility (RC or GL):____________________________ Date/Time:______________ Requested by: (Name & Position): ____________________________
______________ Contact Number: ________________________________ Task#:_______________ Item Requested & Quantity (Provide Details) Time Needed By Delivery Location & Contact Person Approved
by:_________________________________________ (Name & Position) Response to Request (Completed by Logistics – Resource Acquisition) Resource available? YES NO (circle one) Comments:
__________________________________________________________________ Estimated Arrival: ______________________ Request Filled By: ___________________________ Date/Time: _______________________
PAGE 97 RESOURCE ACQUISITION Module 5 Tracking Record of Resources TRACKING RECORD OF RESOURCES Resources Used * To be completed by Resource Acquisition worker when assigning resources
to Referrals workers To be completed by Referrals workers when evacuees are referred to a supplier ___________________________ ________________ _____________________ ________________
Name of Resource Acq. worker Date (YY/MM/DD) Name of Referrals worker Date (YY/MM/DD * Availability * Special Consideration * Address /Telephone * Supplier * Service
PAGE 98 RESOURCE ACQUISITION Module 5 Sample of Tracking Record of Resources Each Referral Worker must track the resources (i.e. hotel rooms) given to each evacuee. The following is
an example of such a tracking form. TRACKING RECORD OF RESOURCES Resources Used * To be completed by Resource Acquisition worker when assigning resources to Referrals workers To
be completed by Referrals workers when evacuees are referred to a supplier Rhonda B. 2005/01/21_ Vicki B. 2005/01/21 Name of Resource Acq. Worker Date Name of Referrals worker Date
(YY/MM/DD) (YY/MM/DD) * Availability 78 double rooms B/L/D 80 People B/L/D Limited Supply Limited Supply Large Stock * Special Consideration Smoking Wheelchair Restaurant Wheelchair
Men/Women/child (varied sizes) Pharmacy Toiletries Pet Supplies * Address /Telephone 4450 3rd Street Sparksville, BC V9V 7B3 250 848-9316 788 – 11th Avenue Sparksville, BC V9V 2S7 250
848-8110 Sparksville Mall 819 12th Avenue Sparksville, BC V9V 3P4 Sparksville Mall 819 12th Avenue Sparksville, BC V9V 3P4 * Supplier Sparksville Inn Fine Foods Restaurant Clothing
and More Everyone’s Drugstore Pet Foods & Supplies * Service LODGING FOOD CLOTHING OTHER
PAGE 99 RESOURCE ACQUISITION Module 5 Notes
PAGE 100 RESOURCE ACQUISITION Module 5 Notes