Mobile Office
The mobile office is designed to be transported into the field so procurement activities can be done on site. This section includes a list of suggested items for a mobile office.
Overview
The DAS State Procurement Services (SPS) office has created 8 mobile offices that are strategically placed with managers and other key personnel from SPS that will be used in the event of a disaster. The purpose of the mobile office is to provide SPS staff with the ability to perform critical job responsibilities from their homes or vehicles. The mobile offices are equipped with hard copy information and documents, technology and supplies that allow SPS staff to communicate with each other and process emergency procurements related to disasters.
Staffing Assignments
8 mobile offices are assigned as follows:
- 1 mobile office assigned to each team lead from the transaction unit of SPS
- 1 mobile office for each of the three managers of SPS
- 1 mobile office assigned to a member of eProcurement Team support
- 1 mobile office assigned on a rotational basis with two PCS2 positions
The PCS2's and eProcurement Team support will be on a six month rotation schedule and will post the schedule on the DAS shared drive (http:\\wptscfill02\ps) and also on the flash drives contained in the mobile offices. If the disaster is sustained over a long period of time, the mobile offices will be transferred to other SPS staff and a rotation will be set up to provide rest periods.
Information and Technology Refresh
The information contained in the mobile offices will be refreshed every six months. The PCS2 positions will refresh the flash drives contained in the mobile offices. The current assigned PCS2 from the rotation schedule shall be responsible for the coordination of the refresh and will ensure all mobile offices have been updated prior to rotation of the next PCS2. The information will include:
- the latest emergency contact list,
- emergency contracts list downloaded from OregonBuys,
- the most current state equipment list (this equipment list is maintained by DAS Fleet Services),
- state owned facilities (primarily agencies that have large storage or staging areas such as ODOT, Department of Corrections, and Parks and Recreation),
- emergency and disaster related items available at DAS Surplus, and
- financial (emergency SPOTS card holders) resources such as event logs, finance logs, blank PO forms, and any other information needed in the event of an emergency.
The same information will also be kept on and updated from the DAS shared drive (http:\\wptscfill02\ps\admin\BusinessContinuity). The information on the shared drive shall be updated by SPS staff on an as needed basis. Batteries and snacks will also be refreshed. The PCS2's will coordinate the return, refresh and redistribution of the mobile offices back to staff.
The technology refresh of the mobile offices would fall under the normal technology refresh procedures of the SPS office, currently lead by the eProcurement Team staff members. Current technology refresh is about every 4 years.
Storing and Activating Mobile Offices
Mobile offices will be kept at a safe location at the assigned staff homes. The information contained in these mobile offices has a low security risk (Level 2) and isn't confidential; however, employees should use proper care to ensure the physical security of the mobile office and its contents, to prevent potential compromise through loss or theft of the mobile office. The mobile offices will be brought into action when called upon during a disaster. Staff will be responsible for bringing the mobile offices in to SPS every six months for information refresh. The PCS2 position will coordinate this activity. The mobile offices will be numbered and bar coded and tracked through the DAS State Procurement Services office tracking system (SMEAD).