Incident Business Workshop

2011 Fire Procurement SessionMay 5, 2011

Rate Guide & Region Provisions Review 2011 Equipment Updates Payment Scenarios Fire Procurement Resources

◦ ITEAM Overview◦ Website Overview

Agenda

Forest Service phasing out ◦ Changing Focus to “Procurement Guide”◦ Established Rates not advised per OIG Audit◦ 90% Rates for VIPR resources

States will continue to utilize◦ Separate ODF Supplement

General Clauses & Provisions◦ Only Major Change:

Heavy Equipment that has one operator for the transport and the Heavy Equipment will be paid at 65% of the rate for the transport minimum daily guarantee.

Rate Guide - 2011

Engine/Tender◦ No major changes from 2010◦ Daily Rate

Engines (all Types): Includes 1 ENGB + 2 FFT2/FFT1 Add $300/day if extra FFT is requested Deduct $300/day if only 2 crew are ordered on Type 6

Tenders: R6 does Support Tender Only, no Tactical

Includes 1 Operator

Waterhandling

Heavy Equipment Heavy Equipment (Dozer/Excavator)

◦ Daily Rate for Heavy Equip◦ Mileage or Guarantee for transport◦ 1 E# for both◦ Same for Heavy w/Water

Transport – Stand Alone◦ Region 6 not awarding◦ EERA if needed

Fallers Two Types:

◦ Single Faller & Faller Module◦ Daily Rate

Includes saw, faller(s), vehicle◦ Fallers listed on roster on IBPA

Mechanic w/ Service Truck

Two Types◦ Type 1 – Heavy & Logging Equip◦ Type 2 - Light Automotive

Exhibit K – Incident Equipment Repair Order◦ Used to document repairs◦ Submit to Finance

Repairs (D.21.3)◦ $75/hour if Gov repairs any contractor’s equipment

Fuel Tender Three Types – based on gallons Required to provide diesel & gas Method of Payment

◦ “Rule” = Accept all major credit cards◦ “Exception” = OF-304 Fuel & Oil Issue

“Exception Fuel” – e.g., rental vehicles, light towers, etc.◦ Work with IMT to pay these

PROC, Buying Team, Local Unit

Weedwash Unit Two Types

◦ Recycling Water & Non-recycling Come with 2 operators Daily Rate

◦ No mileage, set up, take down, etc.

Trailers Helicopter Support Trailer

◦ One Type◦ Optional Internet & Satellite Phone

Clerical Support Trailer◦ One Type◦ Optional Internet

Communication Trailer◦ One Type◦ Optional Internet & Satellite Phones

GIS Unit◦ Three Types◦ Optional Internet

Vehicles w/ Driver

Region 5 piloting in VIPR Paid Daily + Mileage

Region 6 – same as last year

National Solicitation◦ Hosted at NIFC◦ Regional DPLs

Region 6◦ 5 Host Dispatch Centers

Paid Mileage or Guarantee

Crew Carrier Buses

Rental Vehicles Two Region 6 IBPAs

◦ Enterprise Oregon & Washington

Statewide Orders to POCs for each state

◦ Dollar One location in Spokane

Master List in ITEAM◦ EERAs each incident

Rates:◦ Day Rate◦ Service Rate◦ Mileage – all miles for delivery & service◦ Reset

Portable Toilets/Handwash

Transport Payments Daily/Weekly/Monthly Double Shift Calculation Hose Left at Incident Mechanic Services Calculation

Admin 101

Reference D.21.8.1 Rates of Payment

Dozer $1,000/day$800 Minimum Daily Guarantee$4.00/mile

Dozer ordered on May 3. Transport w/Dozer travels 250 miles to incident arriving May 3. Transport is retained until both released on May 7, does not move after it arrives. Travels 250 miles home on May 6.

How is this paid for the incident?

Heavy Equipment Payment with Retained Transport

Payment for Dozer w/Retained Transport

Dozer TransportMay 3 $1,000 $1,000May 4 $1,000 $ 800May 5 $1,000 $ 800May 6 $1,000 $1,000

Transport payment = 250 miles x $4.00/mile or $1,000 MDG, whichever is greater.

Heavy Equipment Payment with Retained Transport

Payment for Dozer w/Retained Transport

Dozer TransportMay 3 $1,000 $2,000May 4 $1,000 $ 0May 5 $1,000 $ 0May 6 $1,000 $2,000

Transport payment = 250 miles x $4.00/mile x 2 (roundtrip) or $8000 MDG, whichever is greater. Middle days nothing paid.

Heavy Equipment Payment with ReleasedTransport

PAYMENT WILL BE MADE AT THE RATE (DAILY, WEEKLY, MONTHLY) THAT IS MOST ADVANTAGEOUS TO THE GOVERNMENT. FOR PAYMENT PURPOSES, THE PAYMENT COMPUTATION WILL START OVER AFTER EACH 7 DAY PERIOD AND AFTER THE 30TH DAY FOR ANY PERIOD OF TIME UNDER HIRE.◦ Gov pays whatever is lowest!

How do we:◦ Record on the shift ticket?◦ Enter into ISUITE?◦ Calculate payment when released?

Daily/Weekly/Monthly

Shift Ticket◦ Record Daily, Every couple days as needed

ISUITE◦ Keep in mind the total might change based on

length of assignment◦ Recommend entering daily for COST purposes◦ Calculate final payment at demob◦ May have to revise ISUITE entries

Daily/Weekly/Monthly

Trailer Mounted Handwash Trailer

$1,000/day $5,000/week $15,000/month

Worked 6 days:◦ 6 days x $1,000 = $6,000◦ 1 week x$5,000 = $5,000

Worked 16 days:◦ 16 days x $1,000 = $16,000◦ 1 month x $15,000 = $15,000◦ 2 weeks x $5,000 + 2 day x $1,000 = $12,000

Worked 31 days◦ 31 days x $1,000 = $31,000◦ 4 weeks x $5,000 + 3 days x $1,000 = $23,000◦ 1 month x $15,000 + 1 day x $1,000 = $16,000

Daily/Weekly/Monthly Examples

Calculate Mechanic Services◦ Deduction for Kr◦ Use Exhibit K for mechanic services at incident◦ $75/Hour for work on Kr’s Equipment◦ Post as a deduction in ISUITE or invoice

Check Kr’s shift ticket◦ Should show time Equipment was down, being

serviced, etc.

Mechanic Services

Per D.21.8.3 Exceptions: a. No further payment will accrue during

any period that resource under hire is not in a safe or operable condition or it is not available for the assigned shift or portions of the assigned shift. Payment will be based on the hours the resource was operational during the assigned shift, as documented on the shift ticket versus the designated shift, as shown on the Incident Action Plan.

Equipment Breakdown Calculation

Shift According to IAP is 0600-1800 Dozer is paid $1,200/day Dozer starts work at 0600 and is broke down

from1200 – 1400.

Adjustment is calculated as:$1,200 (daily rate) / 12 hours (per IAP) = $100/hour.

Breakdown = 2 hours x $100 = $200

Payment = $1,200 (daily rate) - $200 = $1,000

Equipment Breakdown Calculation

DOUBLE SHIFT equipment is staffed with two operators or crews (one per shift). There will be no compensation for a double shift unless a separate operator is ordered in writing for the second shift. Agency personnel at the Section Chief level may, by resource order, authorize a second operator if needed during the assignment. Double shifts, when ordered, will be paid at 165% of the daily rate.

Double Shift Calculation

Key Points:1. Must have 2 crews or operators 2. Can be approved by Section Chief (recommend via General

Message).3. Must be documented on Resource Order4. Paid 165% of Single Shift

Additional Points:5. Double shift not defined for Resources with Minimum Daily

Guarantee (i.e. transport). 6. DS Rate of Schedule of Items is for the Heavy Equipment!7. Recommend 165% of MDG or negotiating for transport. 8. Single Operator – 65% of 165% rate… or MDG x 1.0725.

Double Shift Calculation

Transport MDG - $1,150

Double Shift Paid 165% of $1,150 = $1,897.50

Single Operator Paid 65% of $1,897.50 = $1,233.38

Double Shift Calculation - Single Operator

Reference D.7.1.3◦ Issue Form AD-107 Report of Transfer of Property◦ Form available on FACT web and ITEAM

If Reassigned: Kr uses to check out Gov Owned hose at the new incident

If Demob’d: Kr uses for reimbursement & amount is added to invoice

Hose Left at Incident

FACT will enter Vendor Info◦ Company ◦ Contact ◦ Rates

Dispatch Can search by Resource

Generate an unsigned EERA

CO needs to sign each one

Master List in ITEAM