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• 1-888-945-5896
• Access code 43405

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2009Incident Business Update

• What You Need to Know

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National Supplements

• The National Incident Business Committee will be
  supplementing the Interagency Incident Business
  Management Handbook with National Supplements.
• Large version will be available for download off
  the net.
• Small version will be ordered from the cache when
  they are published

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National Supplement Chapter 10

• Personnel
• Clarifies that Air Tactical Group Supervisor
  position does not meet the definition of flying
  for hazard pay eligibility. (12.9-3)
• Adds ESF4 Structure Support and ESF4 Wildland
  Support as exempt positions. (12.11a)

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Ch 10 OWCP

• Ensure that the forms are complete and accurate
• Ensures clean process for the employee
• FS documents go to ASC
• All others go to the home unit
• CA-1
• Poison Oak
• Faxing?? Ensure it is a Safe Fax. PII

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National Supplement Chapter 10

• Section 16 Travel
• Clarifies casuals who are not reassigned and
  deviate from the normal route home will only be
  reimbursed for the number of miles back to the
  point of hire. (16.1, 7)

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2009 AD Pay Plan

• New rates of pay for all positions
• approx 25 increase
• exception of AD-G and AD-H (15-17)
• Includes tribal government employees as agency
  personnel who may serve in key positions
• Adds Deputy Incident Commander, Tractor Plow
  Operator, Intelligence Support, GACC
  Meteorologist, and Military Installation
  Logistics Coordinator.
• Changes CRNW from Contract Representative
  Northwest to Contract Representative Nation Wide.
  

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2009 AD Pay Plan

• Establishes rates of reimbursement for incidental
  expenses, first and last day meal allowance and
  P.O.V. mileage (FS Only)
• Establishes ability to reimburse incidental
  expenses, first and last day meal allowance and
  P.O.V. mileage on OF-288 (FS Only)
• Clarifies that lodging and other subsistence
  required for the casual should be obtained by a
  procurement official whenever feasible.

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National Supplement Chapter 20

• Acquisition
• Clarifies that pre-season competed agreements
  shall be used as the first source for equipment
  rentals.
• Adds if competed equipment is not available, it
  is appropriate to use an incident-only EERA.
• Adds that vendors awarded preseason competitive
  I-BPAs have priority to remain on the incident
  over incident-only agreements and references the
  National Mobilization Guide, Chapter 20, Section
  23. (Tactical Only)

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National Supplement Chapter 20

• Acquisition
• Adds I-BPAs to description of Equipment Method
  of Hire National Standards matrix.
• Clarifies mileage or guarantee under Method of
  Hire.
• Adds vendor must accept credit cards at the
  incident under Equipment Specification Typing

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Remember.

• Contract lowboys are considered released unless
  documented in writing and submitted to finance.
• Requirements for fuel vendors to accept credit
  cards continues and is expanding nationally.

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Complexes, Merges Splits (CMS)

• IIBPWT tasked a working group to evaluate
• Draft document out for SME review
• Proposed common definitions
• Described scenarios
• Effect of the CMS action on
• ROSS
• ISuite
• FireCode
• SCI
• IMT
• Fire Reports
• Striving to have final issued by June 1

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Chapter 40

• Geographic Update
• Issuing Standard Geographic Area Operating
  Guidelines (Rocky Mountain / Great Basin)
• Supplemented by Local Unit Specific Information

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Chapter 40

• Buying Teams
• Type 1
• Created a second Type 1 Buying Team
• Scott Wintemute Brad Bauer
• Type 2
• 4 Type 2 Buying Teams Available
• Jeri Tavenner
• Jammie Lindsay
• Kim Smith
• Norma Shupla

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Chapter 40

• IMT Evaluations
• Amended to allow for additional financial input
• 60-90 days out

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Field S-420

• Great Basin Mob Guide Supplement
• Identifies process for mobilization,
  demobilization and finance procedures
• Instructors/Cadre not on a resource order
• Students will be ordered on the Incident Resource
  Order
• Instructors / Cadre charge to Great Basin
  Training Unit
• Students charge to the incident
• Upon completion of the course all personnel
  travel home.

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Fire Season 2008 Observations

• EERAs
• Reluctance to send invoices in directly from
  Incident
• Entering the EERA/Agreement Number correctly in
  I-Suite (FS format AG-XXXX-C-X-XXXX)
• Invoice not signed by BOTH Contractor and
  Receiving Official
• Equipment utilized not covered under EERA
• Rate paid is not covered on EERA

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PAYMENT CENTER ISSUES
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Fire Season 2008 Observations

• EERAs (contd)
• Invoices submitted with incomplete information on
  OF-286 e.g., start date/time, release time/date,
  point of hire (point of hire not reflecting
  where equipment was located at time of hire)
• Vendor Duns invalid.
• Time under hire not applied correctly (Based on
  Method of Hire).
• Required documentation under special provisions
  supersedes annual payment direction.

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Fire Season 2008 Observations

• EERAs (contd)
• Reassigning equipment to a new incident.
• Corrected I-Suite Invoices.
• Fuel Issues not reflected on OF-286.
• Document, Document, Document on the Invoice the
  following
• Special rates
• Additional operators
• Double shifts
• Additional crew members
• Lump sum piece of equipment
• Per Diem/RON

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Fire Season 2008 Observations

• EERAs cont.
• Original Invoices lost found in boxes months
  after equipment has demobed
• Commercial Invoice required documentation not
  completed (BPA)
• Date/Signature/Title of Receiving Official
• Jobcode
• Agreement Number
• Resource Order Number

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Fire Season 2008 Observations

• IDIQ/Requirements Contracts (aka National
  Contracts)
• Complete documentation as per the acquisition
  instrument.
• Original Crew Time Reports (SF-261) for Crews
• Lodging Receipts
• Airline Tickets, and so forth
• Vendors should be reviewing final invoice, if
  applicable, for errors and correcting prior to
  their release from the Incident.

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Fire Season 2008 Observations

• IDIQ/Requirements Contracts (aka National
  Contracts (contd))
• Mobile Caterers and Showers
• Invoice not signed by both Contractor and
  Receipting Officials Signature.
• Odometer reading not posted as required in
  contract.

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Fire Season 2008 Observations

• FS Casual Pay
• Reluctance to send OF-288s directly from the
  incident, estimating return travel.
• DOI Casual Pay
• Reluctance to send OF-288s home with the casual

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Fire Season 2008 Observations

• Cost Share Agreements
• Must be documented and signed by a Line Officer
  handshakes dont count.
• Must be financially severable
• Provide a copy to IF, Cooperative Incident
  Agreements group

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Fire Season 2008 Observations

• Incident Accruals
• Incorrect accrual coding of resources and
  supplies (Buying Team Cost, cache cost,
  aircraft, retardant mobile bases, fuel, etc.)
• Timely processing and upload of accruals.
• Continuation of accruals when turned back to
  Hosting Unit.
• Upload of final database to repository at
  transitions and end of incident.
• FEMA incident accruals not uploaded AND faxd to
  1-866-816-9532 daily.
• Confirm accurate rates applied for State
  Resources (even if only estimates).
• Handout of Miscellaneous I-Suite Tips as provided
  in the 2008 Annual direction and as posted on the
  Business Practices Website http//www.fs.fed.us/
  fire/ibp/incident_payments/incident_payments.html

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What COs and PULs Can Do

• Document payment decisions at the incident
• Thoroughly document accidents/damages to Rental
  Vehicles.

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What COs and PROCs Can Do

• Incident only acquisition instruments (Land Use
  Agreements, EERAs, BPAs). Ensure agreement is
  complete and valid with dates, signatures,
  CCR/EFT, DUNS and so forth.
• Certify waivers for EFT/CCR as per valid DCIA
  waiver criteria.
• Settle Contract Claims at the Incident.
• Coordinate Settlement w/CO of record
• Issue Determination Finding
• Negotiate Amounts
• Finalize and Process Settlements
• Retain DF and forward copy to CO and to Incident
  Finance

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What FSCs Can DoEERA/Contracts

• Review Accrual detail and coding of resources
• Review Acquisition Instrument
• Ensure the OF-286 is posted accurately from the
  Emergency Equipment Shift Ticket.
• Ensure correct rates of pay from the Emergency
  Equipment Rental Agreement are applied.
• Send in Certification Letter with Transmittal of
  Invoices covered by Certification Letter
  attesting to accurate posting and correct rates
  of pay.

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What FSCs Can Do

• Send Payments directly to the Incident Finance
  Branch, Albuquerque Service Center-BF within 3
  days of Invoice finalization.
• Forward OF-286 for Mobile Retardant equipment to
  IF for payment. Send original OF-286 for
  Retardant used with Mobile Retardant equipment
  with ICL Vendor for attachment to Commercial
  Invoice for payment.
• Ensure resources are entered under appropriate
  acquisition instruments for both cost reporting
  and payment processing.

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Points to Remember

• Estimate return time on all OF-288s at the
  Incident and send directly to Incident Finance
  for processing.
• Cooperator Cost Accruals tracked by State through
  I-Suite. No longer tracked as in state and out
  of state resources.
• Default Payroll codes no longer exist.

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Points to Remember

• Using Agency/Host Agency is responsible for
  making EERA payments. Forest Service systems
  block EERA payments for non-FS jurisdictions.
• Generally, Forest Service no longer requires
  shift tickets and/or Emergency Fuel/Oil Issues to
  make FS EERA payments (exception-when required by
  procurement instrument).
• EMAC utilization http//www.emacweb.org/

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• QUESTIONS?

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I-Suite Update2009
Project Manager Jon SkeelsDeputy Project
Manager Gina BaldProject Lead Donna
Tate Development Contractor Sabioso, Inc.
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Time

• Extra validation check of agency will occur when
  employment type is AD to ensure agency is not PVT
• UOM on Contract Time will accommodate 3 decimal
  points i.e. mileage .585
• After editing time in the post time grid, the
  cursor will no longer return to the top of the
  grid
• The Automated Fax Report process will be enhanced
• Reviewed and fixed several Time reports to better
  meet the business need
• Manage as One will no longer produce incomplete
  data
• Additional sort/filter parameters will be added
  to the Missing Days Report
• Equipment Management Report will print correctly
• Resources with postings that include COP, GUAR
  and Day Off will now calculate and display
  correctly on the Work/Rest and Excess Hours
  report.

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Cost

• Costs records that are locked will not be
  overwritten when the cost process is run
• Aircraft costs will no longer flow down to the
  following day
• Sort capabilities will be available on the Daily
  Cost Grid

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Other IBA Projects

• e-ISuite
• Infrastructure Contract

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e-ISuite

• e-ISuite is the next generation version of
  I-Suite and when fully implemented will replace
  the current I-Suite Application. The e-ISuite
  system is a web browser (e.g. Internet Explorer)
  enabled I-Suite application for use at the
  Incident Command Post (ICP) and in agency offices
  to manage emergency incidents and planned events.
  
• Pilot release is expected in 2010
• Development team is currently validating
  requirements and design specs
• Several business meetings will be held over the
  next several months to gather and validate
  additional requirements

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Incident Finance Update

• Incident Procurement

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AGENDA

• What got us here?
• Where we headed?
• National Standards
• What is an IBPAs/EERAs
• National Solicitation Plan
• National Templates
• Where are we now?
• Transition EERA's to I-BPAs
• Solicitations
• Dispatch Priority Lists
• Mobilization
• Demobilization

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What got us here?

• In 2005, the Office of the Inspector General
  reviewed the USDA procedures used to secure
  incident resources using preseason and
  at-incident agreements. OIG found the
  administration of EERAs neither gives the agency
  the best value nor the best vendor for its
  dollar. (OIG Report No. 08601-40-SF)
• OIG determined since the EERA preseason sign-up
  periods last several months and are established
  well in advance of the incident, the need at that
  time is neither unusual nor immediately
  compelling. Therefore, competitive procedures
  should be used.

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What got us here?

• Direction from the audit included
• Preseason agreements on a competitive basis
• Use best value
• Establish a suitable acquisition cycle (now 3
  years)
• Develop consistent equipment standards,
  inspection process, and performance rating system
  
• Store data to sort and produce reports
• To comply with Federal Acquisition Regulation
  procurement tool is changing to Incident Blanket
  Purchase Agreements (I-BPAs).

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Where we headed?

• A new methodology for awarding preseason Incident
  Blanket Purchase Agreements (I-BPA) and
  determining dispatch priority has been
  implemented..
• I-BPA are preseason agreements for incident
  support and will eventually replace EERAs for
  preseason sign up of equipment.

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Where we headed?

• National equipment standards/typing
• Standard inspection forms are being been
  developed to provide consistency throughout the
  Agencies.
• National standard methods of hire are
  continuously being developed for equipment
  commonly used in supporting incidents and to
  provide consistency throughout the procurement
  process (e.g. payment methods, operated/un-operate
  d) http//www.fs.fed.us/business/incident/equipmen
  t.php

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What is an I-BPA?

• I-BPA Incident Blanket Purchase Agreement
• I-BPA are preseason agreements and will replace
  EERAs for preseason sign up of equipment.
• Competitive Preseason I-BPAs are awarded using a
  best value award process and the Choosing by
  Advantages (CBA) methodology to determine the
  dispatch priority.

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I-BPAs can be Competitive or Non-Competitive

• Competitive

• Non-Competitive

• Equipment is solicited
• Competition establishes rates

• Equipment is NOT solicited.
• Government established rates by geographic areas

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What is an EERA?

• EERA Emergency Equipment Rental Agreement.
• EERAs will now only be used for incident only
  signup of equipment. They will no longer be used
  for preseason sign up of equipment.

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I-BPA vs. EERA

• I-BPA
• Preseason
• Effective for 3 Years
• Issued on a SF-1449
• Competitive or non-competitive
• Competition establishes rates
• Non-competitive uses established rates

• EERA
• Incident Only
• Effective for length of assignment
• Emergency
• Issued on an OF-294
• Noncompetitive contracts using Chapter 20 rates
• Issued in response to the emergency activity when
  I-BPAs have been exhausted.

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Competitive I-BPAs

• Awarded on a multiple-year basis using
  competitive best value processes.
• Best Value is equipment offering the greatest
  advantages
• in relation to price.
• Dispatch priority determined weighing advantages
  for each piece of equipment (as defined by FAR)
  in relation to the quoted price. The equipment
  offering the overall best value is dispatched
  first.

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National Solicitation Plan

• National Solicitation Plan can be found at
  http//www.fs.fed.us/business/incident/
• Each solicitation will utilize national
  specifications and best value criteria.
• If vendors miss the solicitation period, they
  will not have an opportunity to acquire an I-BPA
  for 3 years.
• Rocky Mountain Great Basin Geographic areas are
  working together to issue solicitations.

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Why Were the National Templates Developed?

• National Solicitation Templates consistency in
  the acquisition methodology, methods of hire and
  equipment typing and standards.
• The NWCG Fire Equipment Working Team sub tasked
  the Contract Equipment Task Team (CETT) to draft
  National Templates on an interagency basis.
• You can find the templates at
• http//www.fs.fed.us/business/incident/solicitatio
  ns.php

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What Types of Equipment Have a National Template?

• Competitive Templates

• Non-Competitive Templates

• Chipper
• Modular Office
• Vehicle with Driver
• Mobile Laundry (Competed in other GACCs)

• Water Handling
• Clerical Support Unit
• Faller Module
• GIS Unit
• Refrigerated Trailer Unit
• Tent
• Portable Toilet/Portable Hand washing Station
• Potable Water/Gray Water/Trailer Mounted Hand
  washing Station
• Buses
• Mechanic Service Truck

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National Solicitation Plan

• 2011

• 2010

• Weed Washing Unit
• Dozer
• Tractor Plow
• Excavator
• Transport

• Crew Carrier Bus
• Water Handling Equipment Engines, Support
  Tactical Tenders (new 3 yr. agreement)
• Heavy Equip w/water Pumper Cat, Skidgine, Soft
  Track (new 3 yr. agreement)
• Deferreduntil ?
• Fuel Tender
• Medical Equipment
• Helicopter Support Trailer
• Communications Trailer

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Where are we now?

• Transition!
• As we move to pre-season I-BPAs, some preseason
  EERAs remain valid.
• All National Templates - Travel clause modified
• First and last day
• If under hire more than 8 hours daily rate.
• If under hire less than 8 hours ½ daily rate.

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Who Issued the Solicitations?
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(No Transcript)
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Where Can the Solicitations be Found?

• Contracting Opportunities can be found by
  searching the Federal Business Opportunities
  website (FedBizOpps) at
• https//www.fbo.gov/

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Dispatch Priority

• Following agreement award, each host dispatch
  center will have an established dispatch priority
  list showing the resources located within their
  Host Dispatch Zone. Contractor resources will be
  dispatched based on this priority ranking for
  other than initial attack.
• Dispatch Priority Lists will be organized by
  dispatch zone, updated as necessary, and posted
  on the web.
• Geographic Area websites
• Linked to Equipment/Supplies

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How is the Priority Lists Used?

• Priority Lists are used for extended attack
  fires.
• When an order is received, the dispatcher will
  look for available Federal resources, then
  Cooperator resources, and THEN look at the
  Dispatch Priority List.
• The dispatcher will then contact the first
  AVAILABLE vendor on the list to fill the order.
  The dispatcher will continue moving down the list
  until the order is filled or placed elsewhere.
  If an incident orders a specific configuration of
  equipment (i.e. engine with CAFS), the dispatcher
  will contact the first vendor on the list who has
  the equipment that meets the needs of the
  incident.
• Once the Dispatch Priority List is exhausted,
  Incident Only EERA's may be signed up on the
  incident.

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What Performance Evaluation Form Do I Use?

• Use the performance evaluations found in the
  National Competitive Templates.
• OR
• Use the incident performance form found in
  Chapter 20.
• They are both the same! Imagine that!

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Is there a Demobilization Priority?

• NO!
• Agencies should retain tactical resources who
  were awarded a competitive I-BPA over those with
  incident-only agreements!

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Questions?