Disaster Restoration & Property Recovery Services

The purpose of this guidance is to delineate the procurement process in the event of emergency situations and the resulting need for services and equipment.  This guidance applies to all campuses and locations within the OSU and A&M Systems.
 
All OSU emergency disaster restoration and recovery responses should be coordinated with OSU’s Risk and Property Management Department, the A&M Schools are welcome to utilize OSU’s Risk and Property Management Department; however, they are not required to. The OSU and A&M Systems Central Procurement Department should be utilized no matter the institution, campus, or dollar amount. 
 
An emergency is defined as an unforeseen or unexpected condition believed to endanger human/public life, health or safety; poses imminent danger to significant property; or is a condition certified by the Board of Regents for the Oklahoma Agricultural and Mechanical Colleges or their designee. Reference; 61 O.S 130, OAC 260:115-7-19
 
All orders should be processed in accordance with Board of Regents Policy, Purchasing Guidelines and any applicable State and/or Federal Laws. A requisition and the resulting purchase order shall proceed any work.
 

For Disaster Restoration & Property Recovery Services

The current contract (203278-TDY) includes but is not limited to:
  • 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
  • This contract does not include "build-back services", as this would be done by University Departments or Divisions.
 
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):
a) Up to your Institutional Board Approved Spend Limit 
($250k for OSU, $75k for A&M’s)
i. Contact the vendors outlined below and request quotations.
ii. Award to the contracted vendor that can best meet your time schedule.
b) Over your Institutional Board Approved Spend Limit
i. Contact the Board of Regents for the Oklahoma Agricultural & Mechanical Colleges, Chief Executive Officer (CEO), and request an Interim Board Approval to declare an emergency and award a PO to a contracted vendor over your Institutional Board Approved Spend Limit. (BOR 1.01.12)  Follow up within 24 hours with a written request stating the details of the emergency utilizing the “interim request for board approval form.
ii. Once the Interim Board Approval is given you may award to the contracted vendor.  
iii. 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.)
a) Up to $5,000
i. Contact any qualified vendor(s) and request quotations.
ii. Award to the vendor that can best meet your time schedule.
b) Purchases over $5,000 and but not greater than your Institutional Board Approved spend limit.
i. 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.
ii. Work with the OSU and A&M Systems Central Procurement Department to award to the non-contracted vendor.
c) Over your Institutional Board Approved Spend Limit
i. 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. Follow up within 24 hours with a written request stating the details of the emergency utilizing the “interim request for board approval form.
ii. Once the Interim Board Approval is granted you may award to the non-contracted vendor.  
iii. The Interim Board Approval shall be ratified at the next Board of Regents Meeting.
 

For Build-Back Services

1. Insurance and Bonding Requirements
a) Insurance of a minimum of $1,000,000 general liability is required no matter the value of the Build Back Estimate. 
b) Bonding is required if the Build Back Estimate is greater than $50,000 as outlined in 61 O.S. § 1. 
c) 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 utilize On Call Construction Managers (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)
a) The provisions of the Public Competitive Bidding Act of 1974 with reference to notice and bids shall not apply to an emergency if: 
i. 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.
ii. 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. 
iii. 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:
a) Up to your Institutional Board Approved Spend Limit
i. Contact the contracted vendor(s) and request quotations.
ii. Award to the contracted vendor that can best meet your time schedule.
b) Over your Institutional Board Approved Spend Limit
i. 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.
ii. Once the Interim Board Approval is given you may award to the contracted vendor.  
iii. 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.)
a) Up to $5,000
i. Contact any qualified vendor(s) and request quotations.
ii. Award to the vendor that can best meet your time schedule.
b) Purchases over $5,000 and but not greater than your Institutional Board Approved Spend Limit.
i. 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.
ii. Work with the OSU and A&M Systems Central Procurement Department to award to the non-contracted vendor.
c) Over your Institutional Board Approved Spend Limit
i. 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. Follow up within 24 hours with a written request stating the details of the emergency utilizing the “interim request for board approval form.
ii. Once the Interim Board Approval is granted you may award to the non-contracted vendor.  
iii. The Interim Board Approval shall be ratified at the next Board of Regents Meeting.
 
Questions regarding this guidance should be directed to Marty Casteel, OSU and A&M Systems Central Procurement Department, at 405-744-5984 or purchase@okstate.edu.
 

Disaster Restoration & Property Recovery Services Vendors

Vendor Contract # Contract Period
Belfor USA
4132 Will Rogers Parkway Ste 500
Oklahoma City, OK 73108
PH: 405-917-7067
FX: 405-917-7064
Robert Cates Jr.
bob.cates@us.belfor.com
203278-TDY The agreement period shall extend from September 5, 2008 through one year with the option to renew annually upon mutual agreement.