Bulk Distribution Handbook Disaster Services

Transcription

1 Bulk Distribution Handbook Disaster Services Participant Packet Participant Packet July 2012

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3 Table of Contents INTRODUCTION... IV CHAPTER 1: PLANNING BULK DISTRIBUTION OPERATIONS The Region s Role in Bulk Distribution Scaling Up to Larger Disaster Relief Operations Partnerships CHAPTER 2: INITIATING AND ORGANIZING BULK DISTRIBUTION OPERATIONS Trigger Points to Initiate Bulk Distribution Developing a Plan Establishing Communication Channels Completing a Needs Assessment Completing a Needs Assessment, Continued Obtaining Facilities Distribution Methods Choosing Bulk Distribution Sites Management s Role in Staffing Bulk Distribution Operations Budgeting for Bulk Distribution CHAPTER 3: CONDUCTING BULK DISTRIBUTION OPERATIONS Ordering and Receiving Bulk Items, Supplies and Equipment Tracking and Reporting Bulk Items, Supplies and Equipment Emergency Aid Stations Worker Safety Vehicle and Transportation Safety Responding to Offers of In-Kind and Financial Donations Working with the Media CHAPTER 4: SCALING DOWN AND CLOSING THE BULK DISTRIBUTION OPERATION Working with the Regional Grouping Record keeping APPENDIX... A-1 Bulk Distribution Tools and Resources... A-1 II

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5 Introduction Welcome Welcome to the American Red Cross Bulk Distribution Handbook. In times of disaster, Bulk Distribution workers provide items essential to basic survival, health and sanitation as quickly and equitably as possible to individuals affected by disaster. The items provided meet the specific, urgent needs of the disaster-affected community. Bulk distribution is a phased system of delivery that initially supplies essential items such as food, water, baby formula, diapers and hand sanitizer. It later supplies cleanup and recovery items such as bleach, work gloves, mops, buckets, brooms, rakes and salvage bags when clients return home. For catastrophic events, food, water, sanitation supplies and other essential items are distributed. The methods of distribution are coordinated with other agencies and distribution efforts may be combined. Items are distributed via mobile delivery or at fixed sites. Eligibility for Bulk Distribution Bulk Distribution workers should distribute bulk items to anyone who asks for them. Bulk Distribution workers should distribute bulk items without asking for proof of identity or proof of address. Audience This handbook is for workers and supervisors in the Bulk Distribution activity. Purpose This handbook provides guidance for Red Cross Bulk Distribution operations. It presents general information about the Bulk Distribution worker s role in the bulk distribution process and the relief operation and includes tools to initiate, organize, conduct, scale down and close a bulk distribution operation. The handbook also contains guidelines for specific functions such as ordering and receiving bulk items, supplies and equipment, worker safety or responding to offers of in-kind and financial donations. In This Handbook This handbook has four chapters and an appendix that are described below. Chapter Description 1 Planning bulk distribution operations, including: The region s role in bulk distribution Partnerships Scaling up to larger disaster relief operations 2 Initiating and organizing Bulk Distribution operations, including: Trigger points Distribution methods Plan development Choosing Bulk Distribution sites Communication channels Staffing Bulk Distribution operations Needs assessment Budgeting for Bulk Distribution Obtaining facilities Continued on next page IV

6 In This Handbook, Continued Chapter Description 3 Conducting Bulk Distribution operations, including: Ordering and receiving bulk items, supplies and equipment Tracking and reporting bulk items, supplies and equipment Emergency aid stations Worker, vehicle and transportation safety Responding to offers of in-kind and financial donations Working with the media 4 Scaling down and closing the Bulk Distribution activity, including: Working with the regional grouping Recordkeeping Appendix Forms, tools and resources for bulk distribution activities. How to Use This Document This handbook is your primary source for bulk distribution guidance. Use it as a reference in the field during bulk distribution operations, as a foundation for bulk distribution operations training and as a review to prepare for your deployment to the Bulk Distribution activity. The following table includes tips for how to make the best use of this handbook. Feature Online use Appendix Bulk Distribution leadership responsibilities Requirements Description Read and review this handbook online to ensure you have the latest information, to conserve resources and to allow full access to hyperlinked resources. You will find an electronic version of the handbook with other Mass Care guidance on the Red Cross intranet. The appendix contains a list of the forms, tools and resources referenced throughout the handbook. Hyperlinks will take you directly to these forms and resources. Please contact the Mass Care staff at national headquarters to report any broken links in this handbook. This handbook provides guidance for all workers in the Bulk Distribution activity and specific guidance for workers supervising the day-to-day operations. You will find Note: For Bulk Distribution leadership headings at the beginning of sections in this handbook. The Requirement label identifies Red Cross steps and processes related to Red Cross policies. You must follow these requirements carefully. V

7 Chapter 1: Planning Bulk Distribution Operations The Region s Role in Bulk Distribution Meeting immediate needs of disaster clients streamlines service delivery and secures community trust in the Red Cross as a leader in disaster response. The Red Cross plans for bulk distribution on disaster relief operations of all sizes by: Coordinating distribution efforts with other community agencies; Informing local officials of distribution plans and activities; Establishing agreements with local vendors before a disaster strikes to ensure supplies, equipment and facilities are available; Determining billing arrangements and in-kind donation procedures with vendors; Maintaining a record of all chapter-owned supplies. A regional response can be to a single family disaster, a multi-family disaster or a larger relief operation. How Bulk Distribution Helps In a single family disaster Relief and recovery items are brought to the disaster scene by the disaster action team, or clients pick them up at the Red Cross chapter. Items can be prepackaged Red Cross products such as comfort and clean-up kits or locally donated or purchased items. Bulk distribution is provided in an equitable and consistent way. In larger disasters A distribution site is set up at the scene of the disaster if affected families are in a single, specific location or clients can pick up items at the Red Cross chapter or another point of distribution. Mobile distribution to the disaster-affected neighborhoods will occur if families are spread out or points of distribution will be set up for clients to pick up items. Bulk items are provided to all residents of affected areas. Scaling Up to Larger Disaster Relief Operations When a disaster is large and affects many families and the scope of the disaster exceeds the resources and capacity of the regional grouping, a disaster relief operation (DRO) is established. A regional grouping must anticipate when a large bulk distribution operation will scale up to an operation administered by national headquarters by considering the following: Red Cross employee and volunteer knowledge of the affected population, geography, vendor agreements and potential distribution sites is valuable for a seamless transition to the next level of response. Vendor agreements for essential items, vehicle rental agreements and training of regional staff are critical for serving clients in a timely manner. Recovery items, such as cleanup kits, are distributed when an adequate assessment of damage is made. The situation should be evaluated by the incoming response team in coordination with regional grouping leadership to determine what bulk items are needed. 1-1

8 Partnerships Regional groups working with community partners provide the most efficient and effective service delivery. It is essential for regional groupings to seek out opportunities to use the existing community framework of local agencies and personnel to assist in bulk distribution. The benefits of partnering include the following: Joint plans can be developed that will meet community needs Engaging partners can be more cost-efficient and provide better outreach to communities than the Red Cross alone may be able to serve For smaller disasters or widespread rural relief operations, local organizations such as churches, fire departments or other community agencies can assist in the distribution of items. Distributing Bulk Items to Partner or Community Agencies Occasionally there is the need to distribute bulk items to partners. Use the following steps to establish contact, report and deliver bulk items to partner or community agencies: Step Action 1 Establish contact with the partner or community agency at the onset of the disaster. 2 Work with the agency to determine client/community needs. 3 Report the numbers of distributed items on the Disaster Operations Control form (F5266). 4 Deliver items with the Red Cross logo for distribution: Attach American Red Cross stickers to items that do not have the Red Cross logo. Red Cross stickers are available through Logistics (SSC/DLU #321128) 5 Follow up with the partner or community agency, within 72 hours, for additional needed items. Report and deliver those items, following steps 3 and 4 above. 1-2

9 Chapter 2: Initiating and Organizing Bulk Distribution Operations Trigger Points to Initiate Bulk Distribution Mass Care and Bulk Distribution leadership, in conjunction with the regional grouping leadership and Operations Management, use the following trigger points to determine if bulk distribution is an appropriate method of service delivery for a relief operation: Specific community needs for products to assist in relief or recovery during or after a disaster are identified by the Red Cross in consultation with community partners. The percentage of the affected population is large enough to make bulk distribution the most reasonable method of service delivery. The infrastructure of regular supply routes to local vendors is severely hindered. Feeding requirements are beyond Red Cross capacity and there are indications that this situation will continue. An unusually high demand for items such as water, blankets and other essentials is anticipated because of extreme weather conditions. Developing a Plan Once the decision is made to initiate bulk distribution on a relief operation, Bulk Distribution leadership develops a plan. Building a Plan Considerations Scope of the Bulk Distribution activity Staffing for the Bulk Distribution activity Resources for the Bulk Distribution activity The amount of time required for each phase of bulk distribution Coordination and requisition through Logistics (LOG) of facilities, vehicles, equipment and products to be distributed Service delivery plan Input from local community Topics The size of the affected community to be covered The anticipated duration of the need for bulk distribution The status of local economic resources The quantity and variety of items needed How many total workers are needed for the operation? What specialty skills are available to support the activity? The recruitment and assignment of local workers Supports the regional grouping s capacity-building plans Takes advantage of local knowledge and experience Equipment resources Material resources Acquisition of sites and facilities Setup Acquisition of delivery vehicles Receipt of items Advance public notice Loading/off loading Adhering vehicle signage Stocking and sorting Tracking (if indicated) Distribution Logistics identifies the following: What quantities of goods are immediately and economically available locally Opportunities for in-kind donations The integration of the service delivery plan with other activities Regional grouping Local authorities (emergency management agency, police, fire) Other nongovernment organizations and agencies Continued on next page 2-1

10 Building a Plan (Continued) Considerations Available information Topics Historical data Information from the regional grouping s disaster plans When the plan is complete, Bulk Distribution obtains approval from Mass Care. Once approved, the plan is shared with all appropriate workers, including other activities. The Bulk Distribution Check List for Activity Start Up is a useful tool to initiate and organize Bulk Distribution operations. The checklist is divided into time frames to help Bulk Distribution leadership complete tasks on time. Establishing Communication Channels Note: For Bulk Distribution leadership Communication channels are established by Mass Care leadership. Several variables can affect communication channels because of the nature of a relief operation, such as changes in onsite workers and their roles, availability of resources of the regional grouping and limitations in technology such as lack of phone service or . It is important to clearly establish and communicate the process for placing and receiving orders, understanding that this process may change during the relief operation. Completing a Needs Assessment Note: For Bulk Distribution leadership The Disaster Assessment activity is responsible for collecting essential information as a result of any disaster; this information is critical for the Bulk Distribution activity. During the early stages of a disaster, sufficient disaster assessment data may not be available. When time is short and essential supplies need to be ordered and distributed quickly, Bulk Distribution leadership should rapidly assess needs by following these guidelines: Gather information from sources such as the media, individuals affected by the disaster, community agencies and organizations, emergency management and regional grouping. Verify all information before procuring any items for distribution. Estimate needs based on previous experience from similar emergencies and knowledge of the affected area; this step should provide enough information so that service delivery of the most critical items can begin as quickly as possible. Rapid Needs Assessment Use the following criteria to conduct a rapid needs assessment: What type of damage has occurred (flooding, wind damage/trees on dwellings, etc.)? Where are the people who need immediate help, and what do they need? How many people need which items (approximately)? What infrastructure is affected (are stores open, are they stocked with food, baby items, etc.)? What items of assistance do people need today, tomorrow and the following day? As more information is gathered and a more detailed assessment of needs is made, the service delivery plan can be further refined to include the distribution of needed relief items. The more in-depth assessment of needs should include as much of the following information as possible: Approximate number of families affected Perimeter of the disaster affected area Special needs of vulnerable populations General extent of damage to homes Continued on next page 2-2

11 Completing a Needs Assessment, Continued If the disaster event is over or continuing Projected escalation of the event Status of utilities Road conditions Percentage of population that currently have access to homes for cleanup and salvage efforts and a timeline for remainder of population to gain access to their homes Access to disaster-affected areas and populations Percentage of population that will remain in or return to homes Specific items needed Feedback from individuals in the field, including initial Bulk Distribution teams and Mass Care mobile feeding teams Services provided by other agencies Obtaining Facilities The size and scale of the relief operation will determine if one or more facilities are needed for receiving and housing bulk distribution items. Facilities must be selected that can secure Red Cross assets. On smaller operations, a facility already in use for other purposes may be adequate to support the space and logistical requirements. Logistics is responsible for locating facilities and coordinates the agreements for the facilities. Logistics also manages workers and closes facilities. Bulk Distribution workers do not operate warehouses independently of Logistics Bulk Distribution workers may be assigned to a warehouse under the supervision of a warehouse manager assigned by Logistics Note: For Bulk Distribution leadership The following tasks are performed by Bulk Distribution leadership working closely with Logistics/ Facilities to: Determine the location, size and number of facilities required; Select distribution sites; Provide advance notice of the need to open and close all sites; Communicate during the selection process regarding loading and unloading requirements for fixed and mobile distribution, and bulk distribution vehicles. Distribution Methods Mobile delivery and fixed distribution methods Mobile distribution Mobile delivery routes are planned taking the following into account: Population density Geography Distance between affected populations Delivery vehicle Worker availability Vehicle load capacity The key to route planning is prioritizing client needs and balancing these needs with available resources. Fixed distribution Fixed sites are selected, secured, planned and publicized before operation: Media announcements allow for the public to know when and where to go for distribution. There is a plan in place for parking, security, crowd control, traffic flow and additional resources (first aid, mental health, feeding, dissemination of information). Continued on next page 2-3

12 Mobile delivery and fixed distribution methods (Continued) Mobile distribution Mobile teams consist of the following: One truck with two to three workers One truck with two workers and a chase car with additional workers Mobile delivery plans are based on information gathered by: Bulk Distribution assessments Historical data Disaster Assessment, if available. Mobile delivery methods include the following: Red Cross vehicles Boats Rental trucks Helicopters Emergency response Postal vehicles on vehicles federally declared Off-road vehicles disasters, if Snowmobiles available Disadvantages For large-scale disasters, it is difficult to guarantee service to all clients. There is no optimal delivery method in urban areas. Risks may exist to the life safety and security of the mobile teams, especially in high-crime areas. The regional grouping coordinates with local police. Fixed distribution Walk-up sites allow for personal contact with the clients. Drive-through sites are best when a large volume of clients is expected to arrive in vehicles but available parking is limited and when large volumes of supplies need to be distributed quickly and continuously. Fixed distribution site locations are evaluated daily and moved as necessary to meet clients needs. When trucks or trailers are used, they can set up in a location for one or more days and then move to a new location. Changes are advertised in advance to the public, community and government agencies. Fixed distribution locations include the following: Service delivery sites Service centers Community centers Places of worship Government offices Red Cross chapters Respite centers Parking lots Fire stations Disadvantages Fixed distribution does not allow for personal interaction with clients, unless it is a walk up site. Clients may have to return to distribution sites if all items are not available in sufficient quantities. Sites can become crowded with long lines, traffic control issues, insufficient parking and insufficient stock of items. Establishing Mobile Bulk Distribution Routes Note: For Bulk Distribution leadership The following tasks are performed by the Bulk Distribution leadership in cooperation with Operations Management and Mass Care leadership. The Bulk Distribution Check List for Mobile Operations is a useful tool to help supervisors ensure that all material and non-material resources are ordered and available for bulk distribution mobile operations. Determine areas for bulk distribution using information from the regional grouping, Disaster Assessment, emergency management, community partners and available demographic data. Request road maps from Logistics using the Disaster Requisition form (F6409). Some local sources for maps include retail vendors, the American Automobile Association and local governments and chambers of commerce. Review maps for planning purposes. Determine mobile routes: Identify areas with vulnerable populations and focus on the hardest hit areas to concentrate the initial response. As resources increase, expand service. 2-4

13 Establishing Fixed Bulk Distribution Sites Note: For Bulk Distribution leadership The following tasks are performed by Bulk Distribution leadership in cooperation with Operations Management and Mass Care leadership. The Bulk Distribution Check List for Fixed Sites is a useful tool to help supervisors ensure that all material and non-material resources are ordered and available for bulk distribution at fixed sites. Work with the regional grouping, Government Operations, Community Partnerships, Public Affairs, Fund Raising, Life Safety and Asset Protection and Facilities to determine bulk distribution sites. Consider community needs, volume of products to be distributed, array of items to be distributed, safety of workers and clients and ease of access for clients and for deliveries. Determine if site should be drive-through or walk-up service. Work with Logistics to ensure that any walk-through, inspections and facility agreements are completed and signed as necessary. Work with Public Affairs to create a media release with dates and times of operation to give prospective clients information about what to expect. Choosing Bulk Distribution Sites All distribution sites should be accessible to the public and easily secured for the protection of workers and products for distribution. Requirement: Bulk Distribution workers are responsible for securing bulk items, supplies and equipment before, during and after distribution. Extra product must be locked in distribution vehicles during distribution and at the end of the day. All unused product at the end of the operation is returned to Logistics/Supply on the relief operation. Note: For Bulk Distribution leadership When setting up a distribution site, consider the following: Choose locations that are well-known and easily accessible to the local population. To ensure good traffic flow and traffic control, make sure there is adequate space for vehicles to line up while not obstructing local traffic. The distribution layout should include a single, client-specific entrance and single, client-specific exit that can be controlled. Set up sites on concrete or asphalt to provide a smooth, stable surface for pedestrian traffic and for setting up tables and tents. Provide sufficient room for distribution tables, parking supply trucks, staff and client parking, forklift and hand-jack operation, staging of supplies, greeting/entry and exit locations, and portable toilet placement. Ensure areas for rest and refreshment are located away from heavy traffic areas. While working at a bulk distribution site, you may be contacted by the government (federal, state or local) about the following: Red Cross items being distributed An offer to co-locate government distribution at the same site An offer to supplement Red Cross supplies with government-procured supplies If government agencies make any inquiries, offers or requests at the distribution site, Bulk Distribution workers should refer them to the Government Operations activity at DRO headquarters or contact their supervisor for instructions on how to proceed. 2-5

14 Management s Role in Staffing Bulk Distribution Operations On most relief operations, overall bulk distribution will be led by Bulk Distribution leadership who reports to Mass Care leadership at the relief operation headquarters. The Bulk Distribution Daily Checklist for Supervisors is a useful tool to ensure the daily tasks and responsibilities of supervisors are completed. Determining Staffing Needs Sufficient workers are needed to ensure a coordinated, integrated and comprehensive disaster response. Bulk Distribution leadership has the responsibility of determining the staffing needs for disaster response. Bulk Distribution leadership should consider the following factors when determining staffing needs: Method(s) of distribution Anticipated length of time required to complete Number of vehicles that will be used for each run, including driving, unloading and distributing items distributing Special skill requirements, such as certified Items to be distributed (both variety of items forklift driver, truck driver, heavy lifting and and anticipated quantities) language skills Controls over inventory, distribution and Number of distribution runs anticipated each personnel day Duration of Bulk Distribution activity by site, Number of site locations method and route Days off and shift rotations Recommended Staffing Guidelines Supervisors should oversee up to five to seven workers (crews, individuals, trucks) depending on the complexity of the task. Tasks such as the coordination of mobile routes and the loading of vehicles are complex and require more supervision. The supervisor s physical proximity and access to workers affects the staffing ratio. If workers or crews are geographically dispersed, a supervisor oversees fewer crews than if workers or crews are in a more concentrated area. The table below illustrates the staffing ratios. Staff Management Fixed sites Mobile teams Ratio One Bulk Distribution manager for up to five to seven supervisors If more than seven supervisors are needed, a Bulk Distribution support unit or Bulk Distribution deputy manager is considered. One supervisor for every seven to ten workers One lead supervisor per fixed site One supervisor for up to five mobile routes or crews Two to three workers per vehicle Bulk Distribution Support Unit (BDSU) On a large, complex disaster relief operation, Mass Care leadership may choose to establish a BDSU at relief operations headquarters. The BDSU unit is led by an experienced manager who oversees the team. Continued on next page 2-6

15 Bulk Distribution Support Unit (BDSU) (Continued) The purpose of the BDSU is to coordinate communication, disseminate information and serve as a single point of contact, minimizing the need for Bulk Distribution workers in the field to contact multiple groups or activities. The BDSU streamlines the ordering process by coordinating the inventories of multiple sites with Logistics. The BDSU team supervises mobile and fixed distribution, warehouse coordination, inventory and reporting, fleet management and staffing. Mass Care leadership completes the staffing requests to meet BDSU staffing needs. Budgeting for Bulk Distribution Note: For Bulk Distribution leadership Bulk Distribution leadership completes the Mass Care Budget Worksheet (F6460), using the Disaster Relief Operation Management Information System (DROMIS), to determine the specific items and quantities required based on the bulk distribution needs assessment and additional disaster assessment information. Bulk Distribution leadership, along with Mass Care leadership, completes the budget worksheet at the beginning of a relief operation for inclusion in the service delivery plan. It is important to budget for all bulk distribution items at their estimated value, even if the items are donated. During the relief operation, changes to the service delivery plan may be needed. When changes are made to the service delivery plan, leadership in Bulk Distribution and Mass Care may make changes to the Bulk Distribution Budget Worksheet (sheet 2 of the Mass Care Budget Worksheet). Bulk Distribution leadership completes the Mass Care Budget Worksheet (F6460) by following the steps below: Step Action 1 Enter the estimated total quantity of cleanup kits projected for the duration of the relief operation in the quantity column on line 1. 2 Enter the estimated total quantity of comfort kits projected for the duration of the relief operation in the quantity column on line 2. 3 For all other bulk distribution items, enter the projected quantities by item on the Bulk Distribution Budget Worksheet, (sheet 2 of the Mass Care Budget Worksheet (F6460). 4 If items distributed are not listed on the form, include these amounts in the extra blank rows on sheet 2. 5 Provide the Mass Care Budget Worksheet to Mass Care leadership for the projected amounts submitted for the service delivery plan. Note: When entering budget data in DROMIS, the projected cost from the Bulk Distribution Budget Worksheet, sheet 2 of the Mass Care Budget Worksheet (F6460) will be automatically entered on line 17, sheet 1, of the Mass Care Budget Worksheet. 2-7

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17 Chapter 3: Conducting Bulk Distribution Operations Ordering and Receiving Bulk Items, Supplies and Equipment Once a disaster relief operation is established, Bulk Distribution leadership along with Mass Care leadership determines the appropriate quantity of bulk distribution items to order for the relief operation. Factors to Consider When Ordering Bulk Distribution Items Note: For Bulk Distribution leadership Consider the following factors when ordering bulk distribution items and when determining the appropriate volume of products to offer to clients: The urgency of need Duration of service: Time required for resupply to become operational Timetables (pick-up/drop-off times, order deadlines) Storage availability Equipment available at the bulk distribution sites for workers to use Items such as bottled water, ready-to-eat meals, baby supplies and formula that are distributed during the immediate, essential phase are consumed rapidly. Number of different products offered at one time How much product is available to be issued How much is immediately available versus on order Delivery methods: Number of distribution sites or routes Number of items clients will need before returning to a distribution site to re-supply How much clients can be expected to carry The ratio of clients in vehicles versus on foot Items offered by partner organizations and agencies Guides for Ordering Bulk Distribution Items Use the following two documents as guides for ordering bulk distribution items: Bulk Distribution Essential Items Push Pack Reference List: A reference guide for placing initial orders Includes a list of items to consider for distribution for 250 families for three days. Items marked in bold are typically stocked in disaster field supply centers and are requested on one Disaster Requisition (F6409). Items not marked in bold will be obtained locally or through in-kind donations and included on a separate Disaster Requisition. If ordering dust masks, follow these guidelines: Dust masks are usually ordered for general, light duty clean-up purposes to provide disaster clients relief from the irritating effects of common dust and pollen. Dust masks are not intended for respiratory protection. Disaster Health Services and Operations Management on the relief operation, in collaboration with public health authorities, will provide guidance on the proper use and distribution of dust masks. Bulk Distribution Matrix Worksheet: Gives examples of items needed according to disaster type. The matrix worksheet is not a comprehensive list. Continued on next page 3-1

18 Guides for Ordering Bulk Distribution Items (Continued) There may be other items needed for salvage support-special needs that cannot be met locally or for other circumstances subject to management approval. Used to order only what is needed for the specific disaster relief operation. How to Order Bulk Distribution Items All items needed for bulk distribution are requisitioned using the Disaster Requisition form (F6409). Bulk Distribution workers must requisition all bulk items through Logistics, using a Disaster Requisition form (F6409). The Disaster Requisition form has three parts: 1. Form 6409 (Disaster Requisition) used to order goods and services 2. Form 6409B (Disaster Requisition Receipt) used to acknowledge receipt of the goods and services ordered 3. Form 6409C (Bill of Lading for Disaster Relief Operations) used by the disaster field supply center, DRO warehouse or other warehouse that ships out disaster products via a carrier Disaster Requisition forms can be obtained from Bulk Distribution leadership or Logistics on the relief operation. Instructions for completing each part of the Disaster Requisition are located on the back of each form. Requirement: To ensure financial compliance with the 6409 ordering process, follow the instructions on the back of each form when ordering and receiving all bulk items, supplies and equipment. Submit the Disaster Requisition form and Disaster Requisition Receipt to Logistics once appropriate signatures are obtained. Consider these guidelines when filling out a Disaster Requisition: Allow for shipping and delivery time when placing orders. Consider in-kind donations for bulk distribution items in circumstances when these items will not delay the distribution of supplies, particularly essential items. Work closely with Logistics to determine priorities for items and to prevent overstocking. Consider storing some essential relief items at disaster field supply centers or other Red Cross facilities to have available for quick delivery. Note: For Bulk Distribution leadership Bulk Distribution leadership approves and signs all requisition orders to control costs, ensure inventories are tracked and accounted for, and to prevent duplication of orders and overstocking. This includes orders submitted by the regional grouping once the response scales up to a relief operation. Operating Supplies and Equipment Note: For Bulk Distribution leadership Order all operating supplies, office supplies and support equipment, including vehicles, forklifts and pallets through Logistics as soon as the need is determined. Use the following checklists as guidelines for ordering supplies and equipment: Bulk Distribution Checklist for Fixed Sites Bulk Distribution Checklist for Mobile Operations 3-2

19 Tracking and Reporting Bulk Items, Supplies and Equipment Distribution Forms Bulk Distribution workers use two distribution forms to account for how much product is distributed. The following forms are used at all distribution sites, mobile routes and partner or community agencies distributing bulk items: Bulk Distribution Daily Site or Route Record: Completed daily by every mobile distribution team or fixed distribution site Tracks the quantity of items issued by site and provides an ending daily inventory by item Provides useful data for tracking, inventory management, ordering and route planning for the following day Data from this form is compiled onto the Bulk Distribution Consolidated Daily Record for reporting on the Disaster Operations Control form (F5266). Consolidated Bulk Distribution Daily Record: Completed daily at relief operation headquarters and is a compilation of the data included in the Bulk Distribution Daily Site or Route Records Used to consolidate the totals of all items distributed to clients each day and provides the necessary information for the Disaster Operations Control form (F5266). Note: For Bulk Distribution leadership Communicate and define the amounts of product to be distributed per family to all distribution workers daily since these amounts may change over time because of supply and demand. Definition of allocation of product ensures consistency and equitability. Inform workers to contact a supervisor if there is a reasonable need to adjust the amount determined for that day, such as a large or extended family. Additional factors to consider: If products are available, there is a need and the clients can transport them, leadership considers issuing the clients enough supplies for up to seven days to eliminate the need to frequently return to the distribution site. If there are not enough products to issue an adequate volume at one time, or clients cannot transport them, the most equitable solution is to distribute enough products to last for three days. Items appropriate to be issued as one per family tend to be items issued during the recovery phase for cleanup and salvage, such as cleanup kits, coolers, rakes and shovels. Determining Bulk Distribution Units of Measurement Units of measurement should be consistent throughout all relief operations. By following a standard unit of measurement, the reporting for Bulk Distribution ensures an accurate indicator of how much product was distributed at a relief operation by site, as well as across the entire relief operation. Bulk Distribution workers must always use the standard unit of measurement guideline when reporting how many bulk items were distributed. Standard Unit of Measurement Guideline When reporting bulk items distributed, report them by the unit in which the items were given to the client (for example, box, gallon, case, etc.). Continued on next page 3-3

20 Determining Bulk Distribution Units of Measurement (Continued) The Bulk Distribution Daily Site or Route Record sheet includes an Issue Unit column with suggested units of measurement. Boxes and cases may be opened to distribute the appropriate amount of product to each client. A box of 20 loose batteries is opened and issued as one unit for each battery. More than one unit may be issued to a client, if appropriate. Issuing two or four batteries for each client may be most appropriate since the batteries typically accompany flashlights that require two batteries. Some bulk items come in different sizes and are packaged in varying quantities. Apply the standard unit of measurement guideline, regardless of packaging, to achieve consistency with tracking and reporting goals. Some examples of how to report bulk items distributed include the following: A case of 24 individual bottles of water would be counted and tracked as one unit if it is provided to the client as one case, versus being counted as 24. One gallon of water would be counted as one unit if it is provided to the client as one gallon. A box of 20 trash bags would be counted as one unit if it is provided to the client as one box. If a box of 20 trash bags contains two rolls of 10 trash bags and Bulk Distribution personnel open the box, and one roll of trash bags is given to the client, the roll of 10 trash bags would be reported as one unit. If single servings of beverages or snacks are given to clients at distribution sites or by mobile teams, these items are tracked as each and are accounted for in the special snack section at the bottom of all tracking forms. These are not bulk distribution items when they are delivered to clients in individual units and are accounted for as Snacks Served on the Disaster Operations Control form (F5266). Over-Stock Forecasting the precise quantity of items for distribution can be challenging and there are times when an excess of items is ordered. Regardless of the amount of items in inventory, controls and responsible stewardship of items must be maintained. There is no pressure to empty vehicles before returning to the warehouse. Always distribute only what is needed, where it is needed and to individuals who need it. This step ensures consistent and equitable allocation at all times. When there is an excess of bulk items that were not distributed at the end of the day, use the following procedure to ensure accountability of those items: Store all unused bulk items in a bulk distribution storage vehicle or drop trailer. Secure and lock these storage compartments. When using a drop trailer, a padlock is provided. On some relief operations, Logistics may designate an area in the warehouse where bulk items can be stored. Logistics has the responsibility to ensure that all items in the warehouse are secured and locked. Tracking Bulk Items, Supplies and Equipment Bulk Distribution workers follow these procedures for tracking bulk items, supplies and equipment: Use the completed Bulk Distribution Daily Site or Route Record to track daily beginning and ending site and route inventories. Track records, using the Consolidated Bulk Distribution Record to manage the inventory levels, verify the stock on hand and track the status of all outstanding deliveries. Ask Logistics for an inventory list of bulk products available for distribution. Complete additional Disaster Requisition forms (F6409) to request items from Logistics for bulk distribution. Continued on next page 3-4

21 Tracking Bulk Items, Supplies and Equipment (Continued) Reference the prior day s distribution numbers to forecast needs by considering: Length of time into the service delivery and percentage of the population already served; Disaster-affected community s knowledge of and access to service delivery sites; Approximate number of homes per route that can be accessed due to travel time and road conditions; Resources available. Reporting Instructions for the Disaster Operations Control Form (F5266) The Disaster Operations Control (F5266) is a management tool used for recording information about the services provided and financial commitments made during a relief operation. This control form helps leadership at the relief operation make decisions. For bulk distribution, the reporting figures for the Disaster Operations Control form indicate the total number of items issued to clients, not the amount loaded on trucks or requisitioned for the day. Items given to partner or community agencies for distribution are included on the Disaster Operations Control form. Requirement: Bulk distribution workers use the Consolidated Bulk Distribution Daily Record to summarize the daily distribution numbers from the Bulk Distribution Daily Site or Route Record sheets. The Consolidated Bulk Distribution Daily Record includes daily totals for clean-up kits, comfort kits, other bulk distribution items, snacks and shelf-stable meals. These totals are reported on the Disaster Operations Control form (F5266). In the electronic version of the Consolidated Bulk Distribution Daily Record, there are three sheets that have the capacity to report 30 sites: sheet one includes totals of all of the reported sites included on all of the three sheets. This form also tracks the totals by county, which is needed in reporting to Financial and Statistical Information Management. Emergency Aid Stations With some relief operations, emergency aid stations (EASs) may be needed. EASs are direct service sites that take care of basic emergency needs through service and support provided directly to affected clients. They provide integrated service delivery, jointly staffed by Mass Care, Disaster Mental Health (DMH) and Disaster Health Services (HS) and are established in the immediate aftermath of a disaster in the most client-convenient locations. Mass Care leadership determines the location for EAS sites in cooperation with Individual Client Services leadership. EASs serve two purposes: 1. They act as a stationary site where disaster-affected clients can stop by and pick up essential supplies and receive mental health services and basic first aid. 2. They provide mobile service where DMH and HS workers reach out to the disaster-affected clients, in the neighborhood, directing them to the EAS for supplies and services. Generally, an EAS needs two vehicles - one to transport supplies for the EAS rations (box truck, SUV or emergency response vehicle [ERV]) and another to transport DMH and HS workers around the neighborhood (car or van). EASs can be established in neighborhoods with a box truck, SUV or ERV in a parking lot, in a tent or in a building. When an EAS team arrives at the designated EAS site, the area is set up with a table and chairs. 3-5

22 Services Provided at EAS Sites The following services are provided at EAS sites: Distribution of information about the disaster recovery process and available Red Cross services including feeding sites, shelter locations and the Client s Rights Pledge of Service Onsite service by DMH, Client Casework and HS (basic first aid) Individualized distribution of snack, drinks, recovery supplies and education/prevention information directly to affected clients Bulk Distribution Tasks at EAS Sites Bulk Distribution workers complete the following tasks when assigned to an EAS site: Complete a Disaster Requisition (F6409) to order supplies for the EAS distribution site. Ask your supervisor for specific ordering information, such as which supplies to order and how the supplies will get to the EAS site. Check the Shipment box on the Disaster Requisition form if the supplies will be shipped directly to the EAS site. Fill in the Special Instructions section on the Disaster Requisition form if you will be picking up the supplies at the Logistics warehouse and transporting them to the EAS site. Load the supplies into the designated vehicle and drive to the EAS site. Set up the EAS stationary site using the supplies ordered, such as tables and chairs. Distribute bulk supplies to clients in the quantities determined by Bulk Distribution leadership. Secure all leftover bulk items at the end of the day in a locked EAS vehicle or a trailer with a padlock. Ask your supervisor which method of securing the bulk items should be used. Track the items distributed using the Bulk Distribution Daily Site or Route Record and compile the data on the Bulk Distribution Consolidated Daily Record. Close down the EAS site by loading all unused supplies and products, tables, and chairs back into the vehicle. Complete a Disaster Requisition, check the Return box and deliver the items and supplies to the Logistics warehouse. Ask your supervisor which warehouse location you should deliver the items Return the EAS vehicles and keys to the location determined by Bulk Distribution leadership. Worker Safety The following guidelines ensure the safety of Bulk Distribution workers. Safety is the responsibility of all workers. Lifting and Carrying Follow these safety guidelines when lifting and carrying bulk items: Plan before lifting or carrying. Make sure you have a clear view of the path. Before lifting or carrying, test the load for stability and weight. Do not attempt to lift or carry unstable or heavy loads. Lift and carry only as much as you can safely handle by yourself. Keep the lifts in your power zone (i.e., above the knees, below the shoulders, and close to your body). Use your legs to push up and lift the load; do not use your upper body or back. When lifting, do not twist your body. Step to one side or the other to turn. Alternate heavy lifting or forceful exertion tasks with less physically demanding tasks. Avoid carrying large or bulky loads that limit or obstruct your vision. Continued on next page 3-6

23 Lifting and Carrying (Continued) Slide, push or roll instead of carrying when appropriate. When there is a choice, push instead of pull. When lifting or carrying, keep loads as close to your body as possible. When appropriate, use two hands to carry containers. When carrying containers with one hand, alternate hands. Be aware of and avoid slippery floors or surfaces. Quickly mitigate all potential slip, trip and fall hazards. Take rest breaks. Vehicle and Transportation Safety Vehicle and transportation safety applies to mobile distribution, loading and unloading vehicles and ERVs as bulk distribution vehicles. Mobile Distribution Bulk Distribution workers assigned to mobile distribution safely deliver bulk distribution items to distribution sites and clients by keeping these guidelines in mind. Anticipate vehicle placement to minimize or eliminate the need to back up. When backing the vehicle up is unavoidable, the person on the ground giving the driver visual signals (the spotter) should stand to one side of the vehicle, never behind the vehicle, and ensure the driver has visual contact in the side view mirror. Consult your supervisor before driving when hazardous road conditions exist. If you are assigned to drive in hazardous conditions, reduce the speed of your vehicle. Driving should be limited to essential functions. Follow all state laws and Red Cross driving guidelines as provided by Logistics/Transportation. Loading and Unloading a Vehicle All Bulk Distribution workers must follow standard safety practices at all times while loading and unloading Bulk Distribution vehicles. Use the following guidelines to ensure thoughtful loading and to greatly expedite unloading and distribution. Ensure the following: Place heavy items at the bottom of a load. Keep loads in the vehicle as low as possible. Distribute weight evenly. Plan workflow to eliminate unnecessary lifting and carrying. Organize work so the physical demands of the workers and the pace of work increase gradually. Minimize the distances loads are lifted, lowered and carried. Position pallet loads of materials at a height that allows workers to lift and lower within their power zone (above the knees, below the shoulders and close to the body). Tag unstable loads to alert the workers. If possible, redistribute the load and test before lifting or carrying. When possible, use mechanical devices or equipment to lift or move the load. Reduce the weight of the load and/or repack so the weight is balanced. Load items last that will be needed first. Secure loads in vehicles to prevent shifting during transit. Note: For Bulk Distribution leadership Bulk Distribution leadership works with Logistics to coordinate the assignment of drivers, the loading and unloading of vehicles and the calculation of the weight of bulk items. Continued on next page 3-7