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Contracting and EQTR Review

Contracting and EQTR Review. EQTR Review, Tips, Tools 2014 Updates Fuel Issues for 2014. How to correctly enter & Invoice equipment in Isuite ~ For EACH Item… You Need To Answer The Following. What is the PROCUREMENT METHOD? ~ and…

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Contracting and EQTR Review

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  1. Contracting and EQTR Review EQTR Review, Tips, Tools 2014 Updates Fuel Issues for 2014

  2. How to correctly enter & Invoice equipment in Isuite~ For EACH Item… You Need To Answer The Following What is the PROCUREMENT METHOD? ~ and… What is the ADMINISTRATIVE OFFICE FOR PAYMENT; based on that Procurement Method.

  3. PROCUREMENT METHODS National Contracts Geographic Area Solicitations (Competed Items on Pre-Season agreements: I-BPA’s) Incident ONLY – EERA’s Commercial Items Consumable Supplies Durable Supplies Rented Equipment Services

  4. NATIONAL Contracts Contracts are found on the NIFC Website http://www.fs.fed.us/fire/contracting/ Are ALL paid by FS-ASC …regardless of incident jurisdictional agency. Crews and Buses are Entered into I-Suite as CONTRACT  resources. [CTR] & [SHW] are not entered as CONTRACT resources, (Cost Item Only) but I-Suite will create an FS Accrual based on AGENCY [PVT] + the KIND codes. Aircraft is Cost Item only. Select CONTRACT  Resource to generate OF-286.

  5. Geographic Area Solicitations (Northern Rockies) http://www.fs.fed.us/r1/fire/nrcg/index.html Used by all Fed and State partners (FS, DOI, ID, MT, ND & SD) – IBPA’s Paid via OF-286 by Incident Jurisdictional Agency These Competed items are entered into I-Suite as CONTRACT  resources & AGENCY = PVT. Competed item awards are issued by the Forest Service, BLM, and MT-DNRC.

  6. Go to web for complete list…

  7. Commercial items usually have established prices, & can be procured by any purchaser within their delegated authority. • For Rental Equipment – consider the possible length of rental time, and total payment amount that will be due when the equipment is returned, to determine procurement authority needed to rent. • Consumable supplies are generally one time payments made at the time of purchase. • Items without an established price i.e. LUA’s will need to be negotiated by a Contracting Officer. • Entered into I-Suite as COST item only (Exception is LUA paid via an OF-286, on a FS Jurisdictional Incident.) • DO NOT check the CONTRACT box! • AGENCY for the Vendor = [PVT] • I-Suite will assign Accrual code [EXCL] Commercial Items Supplies Rented Equipment Services You need a Purchasing Agent or C.O. to create the procurement instrument. Credit Card Order – Preferred Check (if vendor cannot take credit card – i.e. private party ~ not a commercial vendor) BLM BPA (MUST be returned to, and paid by, the issuing agency!) Land Use Agreements (LUA’s) may be paid by either OF-286 or check ~ VERIFY payment method which will be determined by the issuing Contracting Officer for the LUA. Utilize NEW ~ Commercial Rental/Service Envelope NFES 002113

  8. Commercial Item: Supplies ***Usually entered into I-Suite as a DAILY SUM$$ ~ from a spreadsheet provided by purchasers. Commercial Item: Rental Equipment & Services ***Enter into I-Suite as COST Item with estimate based on Rate Type + Units (day/hour/mile) for each R.O. number. • Usually consumable items • Water, Gatorade, Ice • Lunches • Fuel • Office supplies • First aid supplies • Cleaning supplies & trash bags • Fruit (as supplemental food item) • Durable Goods become the PROPERTY of the incident jurisdictional agency! • Fax machines • Phones (the instrument – not the service) • Dumpsters • Reefer • Light Towers • Generators • Traffic signs (electronic) • Utility services: • Phone • Electric • Water • ATV’s & UTV’s • Refer to NR-UnOperatedEqmt matrix. EQTR may be asked to coordinate Shift Tickets

  9. Cost Items ONLY!

  10. FS Issues VIPR Agreement Extended to 10/11/2014

  11. Competed Item: Un-Operated Equipment • Tent/Yurt for 2014 ~ no change from 2013 • FS Agreement AG-0343-B-11-7029 ~ 04/11/2011-has been EXTENDED to 10/11/2014 • Cooling units & flooring included with TY3 & 4 tents • Does NOT include insulated roofs or heaters. • Any OPTIONAL items requested – that are not listed in the contract ~ 1st! Requires a purchasing agent to put a procurement instrument in place as a Commercial Item.

  12. Where to find IBPA’s for the various Northern Rockies Agencies: NRCG Web • USFS – VIPR website (3 year contracts) • MT-DNRC – EERA’s ~ reissued annually • BLM EACH AGREEMENT OR CONTRACT HAS THE FOLLOWING ESSENTIAL INFORMATION NEEDED FOR I-SUITE AND INVOICING: Contract/Agreement Number Vendors Name & Address DUNS number Effective Dates of Award Point of Hire! Who provides Operator & Supplies Rates and payment units (day; hour, mile, guarantee…) Administrative Office for Pymts. Also required: Date & Time of Hire (Shift Ticket) When Vendor started travelling to the incident after receiving a R.O. ‘Wheels Started Rolling’ BLM Contracts for Fuel Tenders, Potable Water & Gray Water can be obtained from any N.R. Dispatch Center.

  13. NATIONAL CONTRACTS

  14. ERROR – No Crew ID # to audit rate 1 X 13 Hrs = 13 ~ (Ridgley) 19 X 12.5 Hrs = 237.50 ~ (Rest of Crew) Total Hrs = 250.50

  15. Daily Each Hourly Mileage Adding the NCC# to the Resource Name is useful in grid searches and reporting, but this does NOT help with payment audits as the Resource Name is not part of the OF-286 information. You could … put the NCC# in Remarks, but as THIS IS the Unique Identifier for each contract crew – this should be entered in the appropriate Unique ID box.

  16. NATIONAL CONTRACT CREW CLAUSES: EXAMPLE!

  17. FS VIPR AGREEMENTS

  18. NOT! Always Page 3 or 4!

  19. Double Shift Rate $3217.50/Day

  20. Know the Agreement CLAUSES:

  21. MT-DNRC EERA’S

  22. Use Correct Agmt # !!

  23. When the Equipment checks into Finance…~ Verify that the following information is correct: KINDcode of the item/service AGENCYcode (for the vendor/owner) Note: The Accrual Code will be assigned (automatically by I-Suite) based on: The KIND code + AGENCY code (matrix in ASC Annual Instructions) • The PAYMENT AGENCY Defaults to the Jurisdictional Agency identified in I-Suite;DO NOT… enter a PAYMENT AGENCY unless it is NOT the Jurisdictional Agency. The Payment Agency can only be entered on the COST tab and is a manual adjustment for individual items!

  24. I-BPA/VIPR ~Incident Only EERA ~ National Contract~OTHER

  25. Commercial Contractors are ALWAYS entered as AGENCY = PVT Regardless …of who solicited/awarded the contract.

  26. An accurate AGENCY code is required (for I-Suite) to create FS Accruals!

  27. When adding Contract Eqmt & Contract Crews; a Unique IDand Rate information is REQUIRED. Rate info MUST MATCH the Contract. You can have multiple ‘Primary’ &/or ‘Special’ rates; consider how you will pay, to determine which to use… IFL – Create Resources

  28. ADMINISTRATIVE OFFICE FOR PAYMENT CONTRACTORS #1 Add Contract

  29. #2 Add Agreement

  30. Even though this is a FS Jurisdictional Incident – there are multiple Admin Offices for Payment based on the Procurement Instruments and types of resources used. #2 Add Payment Offices

  31. I-Suite

  32.  List Names of ALL Operators Add any remarks that help clarify what the equipment did or did not do during the shift(s) shown (i.e. travel, breakdown, etc.) Start of Travel time for initial assignment

  33. UNDERSTRENGTH ENGINE CREW Why… to ALWAYS ROSTER!

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