Disaster Restoration & Property Recovery Services

Overview

OMES Reporting Requirements

For Disaster Restoration & Property Recovery Services

• Water mitigation
• Fire mitigation
• Mold remediation
• Smoke removal
• Chemical contamination
• Wind/storm damage
• Man-made disasters or losses due to equipment failure or any other type of mitigation
• Subsequent cleaning required to restore facilities to at least a pre-loss condition
• Build-back services are included in this contract and at the discretion of the issuing institution

1. Using a Contracted Vendor
   The process for using the current contracted Disaster Restoration & Property Recovery Services Vendors (listed at the bottom of the page):
1. Up to your Institutional Board Approved Spend Limit  ($250k for OSU, $100k for A&M’s)
1. You may obtain a quote or multiple quotes, if desired, from the list of contracted supplier(s) outlined below and request a quotation.
2. Award to the contracted vendor that can best meet your time schedule.
2. Over your Institutional Board Approved Spend Limit
1. Contact the Board of Regents for the Oklahoma Agricultural & Mechanical Colleges, Chief Executive Officer (CEO), and request verbal Interim Board Approval to declare an emergency and award a PO to a contracted vendor over your Institutional Board Approved Spend Limit.
2. Once verbal approval is received begin work and award the PO.
3. Follow up within 24 hours with a written request stating the details of the emergency utilizing the interim request for board approval form.
4. The Interim Board Approval shall be ratified at the next Board of Regents Meeting.
2. Using a Non-Contracted Vendor The process for using a vendor that is not on the current OSU and the A&M Systems Disaster Restoration & Property Recovery Services contract. (This option should only be used if one of the contracted vendors listed below cannot provide you the services required at the time of quote.)
1. Up to $10,000
1. Contact any qualified vendor(s) and request quotations.
2. Award to the vendor that can best meet your time schedule.
2. Purchases over $10,000 and but not greater than your Institutional Board Approved spend limit.
1. Contact the Chief Procurement Officer (CPO) for the OSU and A&M Systems to request authorization to declare an emergency and waive the competitive bid requirements and award to a non-contracted vendor.
2. Work with the OSU and A&M Systems Central Procurement Department to award to the non-contracted vendor.
3. Over your Institutional Board Approved Spend Limit
1. Contact the CEO and request an Interim Board Approval to declare an emergency and waive the competitive bid requirements to award to a non-contracted vendor.
2. Once verbal approval is received begin work and award the PO.
3. Follow up within 24 hours with a written request stating the details of the emergency utilizing the interim request for board approval form.
4. The Interim Board Approval shall be ratified at the next Board of Regents Meeting.

For Build-Back Services

1. Insurance and Bonding Requirements
1. Insurance of a minimum of $1,000,000 general liability is required no matter the value of the Build Back Estimate.
2. Bonding is required if the Build Back Estimate is greater than $100,000 as outlined in 61 O.S. § 1.
3. Insurance and bonding, if required, shall be on file and a PO issued prior to any work commencing.
2. Build Back Services with a Contracted Vendor Build-Back Services should be coordinated with the Institutional Physical Plant/Facilities Management Department and may utilize the any vendors listed below, an on call construction manager (OCCM), competitively bid contracts, or a qualified contractor using the process outlined below in Section 3.
3. Build Back Services with a Non-Contracted Vendor
   61 O.S. § 130 – Emergencies (Construction Services)
1. The provisions of the Public Competitive Bidding Act of 1974 with reference to notice and bids shall not apply to an emergency if:
1. An emergency declaration is received from the Board of Regents for Oklahoma Agricultural and Mechanical Colleges approved by two-thirds (2/3) majority or an Interim Board Approval is requested from the Board CEO and Approved at the next Board Meeting.
2. Sections that do not apply: 61 O.S. § 103, 104, 105, 106, 107, 108, 109, 110, 111, 112 and any subsections that may exist within one of the previously referenced sections.
3. All other requirements of the Public Competitive Bidding Act of 1974 apply (see 1.a,b,c,above for build back services)

For Emergency Acquisitions of Equipment

1. Using a Contracted Vendor
   The process for emergency acquisitions of equipment using a contracted vendor:
1. Up to your Institutional Board Approved Spend Limit
1. Contact the contracted vendor(s) and request quotations.
2. Award to the contracted vendor that can best meet your time schedule.
2. Over your Institutional Board Approved Spend Limit
1. Contact the Board of Regent Executive/Administrative Office and request an Interim Board Approval to Award to declare an emergency and award a PO to a contracted vendor over your Institutional Board Approved Spend Limit.
2. Once the Interim Board Approval is given you may award to the contracted vendor.
3. The Interim Board Approval shall be ratified at the next Board of Regents Meeting.
2. Using a Non-Contracted Vendor
   The process for emergency acquisitions of equipment using a non-contracted vendor. (This option should only be used if a contracted vendor cannot meet your required timeline or cannot provide the equipment necessary at the time of quote.)
1. Up to $10,000
1. Contact any qualified vendor(s) and request quotations.
2. Award to the vendor that can best meet your time schedule.
2. Purchases over $10,000 and but not greater than your Institutional Board Approved Spend Limit.
1. Contact the Chief Procurement Officer for the OSU and the A&M Systems to declare an emergency and waive the competitive bid requirements to award to a non-contracted vendor.
2. Work with the OSU and A&M Systems Central Procurement Department to award to the non-contracted vendor.
3. Over your Institutional Board Approved Spend Limit
1. Contact the Board CEO and request an Interim Board Approval to declare an emergency and waive the competitive bid requirements to award to a non-contracted vendor.
2. After verbal approval is received from CEO issue the PO to the supplier.
3. Follow up within 24 hours with a written request stating the details of the emergency utilizing the interim request for board approval form.
4. The Interim Board Approval shall be ratified at the next Board of Regents Meeting.

Disaster Restoration & Property Recovery Services Vendors