KNOW YOUR SUPPLIERS AND VENDORS

In times of emergencies your suppliers and vendors are essential. Knowing them well and knowing what they can do in emergencies is critical for business continuity. What vendors do you rely on for delivery of services? What venders might need to be informed of damage to your property or a disruption in service? Nonprofit organizations rely on database vendors like Salesforce and email marketing systems like Constant Contact. If these systems are disrupted, or if the agency needs to add more users to an account as volunteers pitch in and aid in the response, knowing who to contact saves valuable time in an emergency.

Again keeping digital lists stored in a cloud or shared drive which are constantly updated so that the information is always current since contact information for vendors and suppliers can change frequently.

Keep these lists on hand as part of your emergency preparedness plan:

• A current list of major vendors and what services they provide including: o Food and medical supplies and services o Cleaning services o Transportation o IT services o Insurance provider(s), liability, theft, property, directors and officers o Unemployment and disability insurance providers o Banks, including account information (this can be distributed to only the Response team for privacy purposes) o Credit Cards o HR and Payroll services o Mortgages, loans o Employee Benefits (medical, disability, life insurance, retirement accounts) o Utilities: water, electricity, gas, trash, internet, phone o Building alarm and security system, fire protection/suppression o Current projects: construction/renovation, etc. o Property management o Vendors that may provide benefits directly to clients or members

• A current list of software and systems with contact information if relevant, including: o Database, donor and volunteer data bases, CRMs o Website, email, marketing, design software o Donation and bill pay software o Project management and team communications software o Virtual meetings and teleconferences, conference call systems

• A list of vendors that may be useful in times of disaster o Local list of hospitals, emergency shelters o Disaster relief agencies, especially those specific to your nonprofit industry (see end of this manual for a partial list) o Water and waste removal o Demolition and debris removal companies o Construction companies o Electricians, plumbers, cleaning