Emergency Information

EMERGENCY INFORMATION

Communicate via emergency@suny.edu

    1. Campuses are required to inform System Administration of emergencies and serious situations at the which could become media inquiries, or which involve safety to the students, faculty, staff, visitors or to the campus facilities. By sending a message to emergency@suny.edu campuses easily relay information to multiple offices at SUNY Administration and meet requirements to notify the Chancellor's office of emergency situations.
      1. Messages to the emergency@suny.edu address are relayed to the Chancellor's Office/Chief of Staff/Communications; Government Relations; University Police; Provost and Student Affairs; Construction Fund; Capital Facilities; and Environmental Health & Safety
    2. Types of reportable events as listed in Procedure 5608:
      1. Death or major injury to a member of the campus community, especially those that may present trauma to other campus community members.
      2. Facility evacuation or serious restrictions of use or operation of facilities
      3. Significant fires or sudden environmental hazards, spills, or incidents
      4. Significant acts of violence
      5. Off-campus events that have significant impact on many members of the local community.
      6. Outbreak of serious infectious disease
      7. Large scale civil disorder
    3. Memorandum of Emergency Notification ‌(Haelen, 2014)
    4. SUNY Procedure 5608 - Emergency Notification Protocol Requirements
    5. Major Requirements for Emergency Reporting to Regulatory Agencies
      1. Initial Spill Reporting Guidance for Gasoline and Other Petroleum Products
    6. Health and Safety Issues in Natural Disasters (AIHA, 2017)

Campus Procedure for declaring a Construction Emergency

The New York State Public Buildings Law defines “construction emergency” as damage to or a malfunction in buildings or property of the state of New York caused by an unanticipated, sudden and unexpected occurrence which involves a pressing necessity for immediate repair, reconstruction or maintenance in order to permit the safe continuation of a necessary public use of function, or to protect the property of the state of New York, or the life, health or safety of any person. [PBL §9]

    1. To declare an emergency - Campus fills out : Appendix B : Impairment of Facilities
      1. For Residence Hall related emergencies: 
        1. Campus is to contact the Residence Hall Program Manager - donald.smith@suny.edu;
        2. Campus is to complete the First Report of Property Claim and submit to Residence Hall Program Manager - donald.smith@suny.edu
        3. Campus is to send signed copy of Appendix B: Impairment of Facilities to Residence Hall Program Manager - donald.smith@suny.edu
          1. DASNY Contacts and Tip Sheet
      2. For Educational Facilities (non-residence halls):
        1. Campus is to contact the campus Construction Fund project manager (see contact information linked document below).
        2. Campus is to send a signed copy of Appendix B: Impairment of Facilities to the Construction Fund program manager.
          1. Construction Fund Contacts

Campus needs to determine who will do the repair work (decision is needed quickly) – Campus, DASNY, OGS, or Fund by considering the following:

    1. How will this work be managed?
      1. Does the Campus have the ability to make the necessary repairs/reconstruction with campus staff?
      2. Does the campus have staff available to manage laborers, but not enough available campus laborers to do the work?
        1. If so, is the campus familiar with the OGS Centralized Contract for  Administrative Services - Temporary Personnel (Statewide)
      3. Does the campus have term contracts for construction in place to use for the needed repairs?
    2. Would the campus prefer to have OGS, DASNY or the Fund handle this? See section 4 below for considerations related to who does the work.
    3. Funding:
      1. Does the campus have available funding? Emergency Funding may be available for educational facilities. For residence halls the campus must provide funding from the DIFR. Insurance may cover the repair but that will not be confirmed until the insurance company has reviewed the situation. Therefore, it is critical to submit the necessary form per the section above.

Campus action depending on who the campus chooses to manage the work:

  1. If Campus chooses to use OGS emergency services contract:
    1. The campus will notify OCF/Fund to contact OGS. OCF/Fund will complete the BDC318 form and contact OGS (campus staff are not authorized signatories for this form).
      1. OCF/Fund will call OGS and email completed BDC318 form (electronic submission) . Only the Fund and OCF are permitted to do this.
        1. https://ogs.ny.gov/design-construction/construction-emergency-contractin
        2. Initial OGS contact is Brendan Jones (Emergency Coordinator, 518-486-5366, Brendan.jones2@ogs.ny.gov)
        3. Helpful Additional Websites
          1. OGS Construction Emergency Contracting
    2. OCF or FUND must provide funding coding to OGS to encumber the contract.
      1. Res Halls Buildings go through OCF, any other buildings through the Fund
  2. If the Campus chooses to manage with campus staff and/or contracts the procurement options are:
    1. Use existing Campus term contracts for construction if the campus has them in place.
    2. If the campus has staff available to manage laborers, the campus could use the OGS Centralized Contract for Administrative Services - Temporary Personnel (Statewide) to hire laborers. The campus would separately purchase all material, and the campus would serve as the General Contractor. The Temporary Personnel contract allows the campus to hire individual laborers, it does not include project management or general contractors.
    3. Campus Let Contract, procured as an emergency under Procedure 7554.
    4. If the campus chooses to handle the emergency as a campus let, the requirements of Procedure 7554 Construction Contracting Procedures apply. To receive an exemption from advertisement and competitive bidding the campus must submit a Contract Reporter Exemption Request (CRER) to the Office of the State Comptroller (OSC). When seeking this exemption, an approved declaration of emergency is required. An emergency exemption does not alleviate the procurement and approval requirements (i.e., OAG and OSC approval, demonstration of reasonableness of price, MWBE, vendor responsibility, procurement lobbying, etc...)
    5. Campus Let page resources https://system.suny.edu/capital-facilities/campus-let-contracts-program/
Emergency Contacts

Karren Bee-Donohoe, Associate Vice Chancellor
Email Karren Bee-Donohoe
Phone: 518-320-1894

David Ferrari, Executive Director
Email David.ferrari@suny.edu
Phone: 518-320-1466

Capital Facilities