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RT-273. Note to Instructors: Download the power point and add your own graphics to the presentation. See the notes section of each slide for additional information on the lesson plan. 2013 Flight Hours. Lesson Learned. Observation: Wing tip strike in Colorado due to wind shear event.
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RT-273 Note to Instructors: • Download the power point and add your own graphics to the presentation. • See the notes section of each slide for additional information on the lesson plan.
Lesson Learned Observation: Wing tip strike in Colorado due to wind shear event. Clear air “Wind Events”, such as “Wind Shear” should always be a consideration during hot Summer days. Aircrews should continually apply risk assessment/mitigation measures based on all available visual cues (Wind Socks, Vanes, Dust Devils, Smoke, trees, grass, etc.) and weather reports such as ATIS, AWOS, IREPS from ground personnel/other aircrews. This available information should be used in subsequent immediate risk mitigations, including aborts, holding to observe airport conditions/reports, use of alternate runways or airports. Good communication is the Key!!!
Lesson Learned Observation: Aircraft being asked to operate out of airports that compromise safety, performance and efficiency. SMEG can be asked to operate out of small airports with short runways, or high elevations involving high temperatures. Many conditions can compromise performance and safety. Learn your aircraft’s capabilities and limitations for your current base of operations. The SEMG needs to work with PIC on preplanning on the safe/effective load given environmental conditions. (Reference performance charts. Section B6.6.3 National On-Call contract.) In addition to working with the pilot, the SEMG needs to keep the using agency apprised of any safety or performance issues that may be present at the airport they have been directed to work from.
Lesson Learned Observation: Increased geographical use of SEATs The 2013 season showed a great increase in sharing SEATs in a large geographic area, and a willingness to pre-position aircraft to increase the effectiveness of initial attack. Continue the good work in the 2014 season ! One of the biggest challenges that we face with sharing resources is making sure that all the required paper work is being completed and routed to the assigned SEAT Manager. There are many times when a SEAT will be working out of an alternate base for a re-load or even pre-positioned to another base for a few day. Every effort must be made to provide the regular assigned SEAT Manager the paper work so they can complete the Aircraft Use Report, OAS-23’s on time.
Lesson Learned Observation: PIC Preforming Preventative Maintenance Manyquestions were asked about pilots performing preventative maintenance on SEATs during operating hours. New language has been added to the 2014 contracts that requires the contractor to identify what type of preventative maintenance a pilot is authorized to preform. SEMG can reference B-19 Operations (B.19.6) to review the new contract language. Each pilot will have their own individual list that identifies what they have been authorized to preform.
Lesson Learned Observation: Separate locations for the aircraft and support vehicle. As we work to pre-position aircraft and support vehicles to increase the effectiveness of initial attack, some concerns have surfaced that we need to be aware of. The aircraft and support vehicle can work a separate locations for a limited time. As a rule of thumb, the general time frame is between 48 – 72 hours. After that time frame aviation and fire managers, contractors, and SEMGs need to work together to establish a plan to reunite the aircraft with the support vehicle. Support vehicle personnel provide critical equipment, tools, logistical operations, and aircraft cleaning. While the support vehicle personnel are stationed at separate locations, the extended hours will be paid as actual hours worked at the separate locations. Remember! Please make every effort to reunite the pilot with his support vehicle as soon as possible.
RT-273 Current Year Outlook for the SEAT Program 2014
AMD to OAS New name change from AMD to: Office of Aviation Services (OAS) in 2012 ! Web site address is: http://oas.doi.gov/ Form changes: AMD-23 to OAS-23 Contractor performance: AMD-136A to OAS-136A
National SEAT Program Manager Glen Claypool from the BLM National Aviation Office in Boise was appointed the new BLM National SEAT Program Manager. Contact Information: Glen_Claypool@nifc.blm.gov Office Phone: 208-387-5160 See Glen’s introduction letter to the field posted on the BLM SEAT Web Site under the “SEAT Program Manager Updates”
2014 SEAT Updates We will have new On-Call and Exclusive Use contracts in 2014 ! Check the National SEAT Web Site for updates on the numbers of Vendors and aircraft that will be available.
What’s New with Aircraft 2014 ? • No new aircraft introduced into the fleet. • Majority of the AT 802s in the fleet will be Type III, with the constant flow gate systems. • Still have the Fire Boss. (Aircraft will not be listed on the On-Call contract this year, they will have their own separate solicitation and awarding process through OAS. Check the National SEAT Web Site for updates.)
What’s New with Aircraft 2014 ? SEAT Numbering System • All contractors have been issued a block of numbers. • Anything with a 800 tanker number is a Type III. The gate system determines the Type III category (Hatfield , Hydromax, and Air Tractor Fire Gate). All Type III SEATs are carded at 800 gallons. • Anything with a 400 tanker number is a Type IV, and is carded between 500- 799 gallons.
Interagency SEAT Operations Guide (ISOG) The ISOG dated May 2011 is the current policy document for the SEAT program until the new 2014 policy document is signed. The ISOG has been update for 2014, and is currently in the final review and signature process. Check the BLM National SEAT Web Site for the new 2014 ISOG sometime this summer. Electronic copies will be made available on the web site, hard copies will still be able to be ordered through the Cache system. A comprehensive list has been made summarizing the changes to the new 2014 ISOG and will be available on the web site after the 2014 ISOG is signed into policy.
2014 Contracts ! Types of SEAT contracts: • National On Call Contract • DOI National Exclusive Use SEAT Contract • USFS / State Exclusive Use
USFS / State Exclusive Use Contracts The USFS and the individual States will be working with OAS to contract SEATs for their use. These contracts and price lists will not be posted to the BLM National SEAT Web Site. SEMG will obtain this information from the USFS or the individual States. Historically, the States that have had Exclusive Use contracts are OR, ID, and CO. SEMGs can expect to see the same Exclusive Use State SEATs in 2014. Additional States may look at Exclusive Use contracting this year. USFS has historically had an Exclusive Use contract at John Day, and are currently assessing their needs for additional SEATs.
On Call Contract • NOTE!! The 2011 On Call Contract has been extended until April 30th, and may be extended again until the 2014 contracts awarding process has been completed. • Use the current On Call Price list posted on the BLM National SEAT Web Site, linked to OAS. • This will be the 1st year of the new National On Call Contract 2014. • Still order aircraft off the Source List. • The COR is still the National SEAT Program Manager. • The On Call contract and the new 2014 pricing list will be posted on the BLM National SEAT Web Site, linked to OAS. (Note: Remember to check for updates to the price list throughout the year. The Contracting Officer does post changes during mid- season reflecting changes like fuel adjustments, etc. )
On Call Contract Some highlights and changes for the new 2014 contract: • Daily Availability (AV) will be paid on initial Mob / Demob days. • No per diem will be paid. The cost was figured into the daily availability when the contractor bid the contract. • Service miles will only be paid when dispatch to support the SEAT. Mileage will not be paid for transportation to and from lodging or meals. • Relief pilot is required for the contract. Transportation costs will be documented on the Transportation Worksheet.
On Call Contracting Question / Answers The Contracting Officer has posted a good reference for some commonly asked questions about the On Call SEAT Contract on the BLM National SEAT Web Site at: http://www.blm.gov/nifc/st/en/prog/fire/Aviation/Airops/seat.html Look under the “Reference Material” section under the “On-Call SEAT Contract FAQ”. This section will be updated for the 2014 contracts. • How do I order a SEAT ? • What does Best Value Determination (BVD) mean to me ? • Can I hire a SEAT for a going fire without completing a BVD ?
DOI National Exclusive Use SEAT Contract • This contract was utilized in 2013 as the “National Suppression SEATs”. • Name changed to the DOI National Exclusive Use SEATs. • All DOI agencies (BLM and BIA) will utilize this contract for their Exclusive Use contracts. • SEATs on the DOI National Exclusive Use contract are considered national shared resources. • The 2014 contract and price list will be posted on the BLM National SEAT Web Site, linked to OAS. • Information cost coding, invoicing process, mobilization, etc. will be posted on the BLM National SEAT Web Site.
DOI National Exclusive Use SEAT Contract Contract Authority For DOI National Exclusive Use SEAT Contracts Contracting Officer (CO) Tina Young Contracting Officer Reprehensive (COR) Glen Claypool Administrative Projector Inspector (PI) Assigned by the CO SEMG As Assigned
DOI National Exclusive Use SEAT Contract Administrative Projector Inspector (PI) Position is designated as the day to day contact for the SEMG during their assignment. - Each aircraft will have an Administrative PI assigned to them. - The list of assigned Administrative PI names and contact information will be post on the BLM National SEAT Web Site. Standard Operating Procedures (SOP)s for the DOI Exclusive Use SEATs developed for the program. The SOP covers all aspects of the program including; roles and responsibilities for the BLM State Aviation Managers (SAM), Administrative PI, SEMG, invoice processing, and cost coding. A copy of the information sheet can be found on the BLM National SEAT Web Site.
DOI National Exclusive Use SEAT Contract DOI National Exclusive Use SEAT Information Worksheet Administrative PI will provide SEMG with a copy at the start of their assignment. Identifies: • Contract Authority Names • Contract Information: (FT, AV, ET, EP rates) • Cost Coding Information • Guidelines for contacting the Administrative PI • Documentation Routing
DOI National Exclusive Use Contract Some highlights and changes for the new 2014 contract: • Daily Availability (AV) will NOT be paid on initial Mob / Demob days. • No per diem will be paid. The cost was figured into the daily availability when the contractor bid the contract. • Service miles will only be paid when dispatch to support the SEAT. Mileage will not be paid for transportation to and from lodging or meals. • Relief pilot is NOT required for the contract. There is language in the contract that allows for a relief pilot when authorized by the COR at no cost to the government. • Contract allows for the government to order and additional service truck at a daily flat rate. (Note..not all contractors bid the additional service truck, SEMG will have to check the individual contracts for pay item codes.)
New Contract Language for Both On Call and DOI National Exclusive Use Contracts Some highlights and changes for the new 2014 contract: The language for measurement of flight time has changed. Current language is: “Flight time will be measured when the aircraft moves under its own power for the purpose of flight and ends when the aircraft come to rest after landing at the airport.” Start time means …the time at which the aircraft begins taxing to the runway with the intent to takeoff. Start times are the time at which the aircraft; leaves the pit or begins taxing from the ramp. Stop time means … the time at which the aircraft engine is shut down. Taxi time and time spent hot loading or hot refueling is considered flight time.
New Measurement of Flight Time Recording Flight Time on the Daily Ops Worksheet SEMG will record the flight time on the Daily Ops Worksheet for each load the contractor takes out of the pit. The sortie must be recorded to reflect the correct refractometer reading, gallons delivered, correct charge codes for multiple fires, and to track cumulative flight time. Example of how to document the flight time on the Daily Ops Worksheet. When a pilot departs the pit for the 1st load, the SEMG will record their start time in Line #1 of the Daily Ops Worksheet, and complete all the other required columns on that line. When the SEAT comes back into the pit for a second hot load of retardant, the SEMG will record the stop time for that line. The SEMG will use the same stop time recorded in Line #1 as their start time for Line # 2 or the second sortie.
Example of How to Record Flight Time Note the start time will be the same as the strop time for the previous sortie if the SEAT is hot reloading.
Task Orders for All DOI Contracts Task Orders are generated each year for every contractor by the Contracting Officer (CO). Each Task Order has a Purchase Order/Request with hard dollars behind it. The Task Order authorizes the company to expense against the contract. Task Orders are recorded in the “Contract #” column of the OAS 23. Cost Coding Guides for On Call and DOI National Exclusive Use SEAT contracts have been developed to help the SEMG choose the correct Task Order number for the different types of contracts. The guides are posted on the BLM National SEAT Web Site.
Contract Task Orders On Call Task Order Numbers Each SEAT contractor is issued a specific Task Order number for DOI fire Bureaus and a separate Task Order number for the USFS. Block Nine of the Resource Order indicates the Ordering Agency. The Ordering Agency (either USFS or a DOI Bureau) will determine which fire suppression task order to use. A list of Task Orders can be found on the OAS and BLM National SEAT Web Sites. A Cost Coding Guide can be found on the BLM National SEAT Web Site. DOI National Exclusive Use SEAT Task Order Numbers Each aircraft list on the DOI National Exclusive Use Contract will have their own Task Order Number. The Task Order number will not change for the entire contract period. A list of Task Orders can be found on the OAS and BLM National SEAT Web Sites. A Cost Coding Guide will be available on the BLM National SEAT Web Site. USFS / State Exclusive Use Task Order Numbers The USFS and State Exclusive Use Contracts may or may not have a Task Order. SEMGs will need to receive direction for completing the invoice or pay document from the individual State of USFS contacts.
Do You Have the Correct Charge Code Formatting ?? The number one problem with the OAS 23 is errors in the charge code formatting. It is extremely time consuming for OAS when trying to process payment. How Can You Help ?? • Always confirm the charge coding format with your direct supervisor. • Understand formats change with severity and wildfire incident. • Always a good idea to put the name of the fire and the Fire Code in the comments section. • Never copy the formatting from another manager at your base. They may be managing a different type of contract and their formatting may not apply to you. • If you are managing more than one SEAT, do not assume the formatting is the same for both SEATs. They may be different contracts that require a certain type of formatting. • Always make sure your name and contact information is easy to read so OAS can contact you with questions. • Bottom line…..ALWAYS CHECK WITH YOUR DIRECT SUPERVISOR !!!
Cost Coding Information On Call Cost Coding The SEMG will need to obtain the correct Billie Code from the unit ordering the SEAT. The SEMG will use the appropriate charge code format for the agency that ordered the aircraft for all Time and Fee Based charges. Leave the Item# column blank. A Cost Coding Guide can be found on the BLM National SEAT Web Site. DOI National Exclusive Use SEAT Cost Coding One nation wide Billie Code will be assigned for all aircraft under this contract. The Billie will not change. There will be two OAS 23s filled out each day. One will be for availability with “10” in the Item # column and the word “SEAT” for the charge code during the Mandatory Availability Period (MAP). A second OAS 23 will be completed each day with the 4 digit fire code for all Time and Fee Based charges. Number “20” will be in the Item # column for these charges. A Cost Coding Guide can be found on the BLM National SEAT Web Site. USFS / State Exclusive Use Cost Coding The SEMG will need to obtain a briefing from the USFS or the individual State contacts on the correct cost coding formats.
Example OAS 23 for DOI National Exclusive Use SEAT Contracts Task Order Number Use “10” in the Item # column when coding the AV during MAP
Example OAS 23 for DOI National Exclusive Use SEAT Contracts Use “20” in the Item # column for all charges other than AV Task Order Number Use the 4 digit Fire Code for all other charges than AV.
Example OAS 23 for On Call SEAT Contracts Leave Blank SEMG must obtain correct Billee Code Use the appropriate charge code format for the agency that ordered the SEAT.
Example OAS 23 for On Call SEAT Contracts Example of on On Call OAS 23 with a BLM Billee Code and the 4 digit Fire Code in the correct BLM charge code format.
Review of Contract Language for BOTH On Call and DOI National Exclusive User Contracts Proficiency Flights Proficiency flights may be conducted while the pilot and aircraft are under contract. Proficiency flights will be approved by the local Government managers. SEMG should notify the COR when a proficiency flight will take place. Availability will be paid for the flight, but the flight time will not be paid by the Government. Remember, the flight time does count towards the 8 hour flight time limitations, and make sure Dispatch / Fire Management are notified of the flight. Unscheduled Maintenance The contractor may request to remove the aircraft for unscheduled maintenance with the approval of the COR or PI. The contractor may be required to resume services with 60 minutes or any other agreed upon time frame by the COR or PI. Availability will be paid to the contractor for this authorized removal. Remember to notify Dispatch and Fire Management personnel if a request has been made by the contractor for unscheduled maintenance. Mission Currency Training Flights (MCTF) Must have COR approval prior to conducting MCTF. May be conducted every 14 days for pilots if not fire mission have been flown. Pilot and aircraft will not be considered unavailable if the MCTF can not be conducted. The pilot and aircraft will remain available for dispatch , and be paid availability and flight time. Contractor is paid for their flight time from the unit that has order the SEAT.
New Electronic OAS 23 • Referred to as Aviation Management System (AMS) • In 2010 AMS was phased into selected DOI contracts. Experience various difficulties throughout the season. • New Information Bulletin (IB 11-02) was recently signed February 15, 2011 that provides direction for both Vendors and government representatives. • In 2013, we will still be using AMS and the same Aircraft Use Report OAS 23s.
Tips for Completing the OAS 23E ? • Contractor is responsible for documenting flight and use information (the left side of the form). The government reprehensive is responsible for completing the cost coding information (right side of the form). • The OAS-23 must be filled out completely using correct order number, pay item codes. • Aviation user and Contractor must both signOAS-23E form. • Signed original is provided to the Contractor to report services in AMS and invoice in IPP • The OAS-23E becomes the official receiving report. • Remember ! There are some differences in completing the OAS 23 between On Call and the DOI National Exclusive Use SEATs. Consult the Cost Coding Guides developed for both contracting types. New Requirement …. When using the On Call contract, the SEMG needs to clearly identify who the Agency / Jurisdiction was that ordered and used the SEAT in the remarks section of the OAS 23E. This information can be found on “Block” 9” of the Aircraft Resource Order. Recording this information in the remarks section allows OAS to access the proper agency’s financial payment system for processing.
Transition of the SEAT Pilot Academy The SEAT Pilot Academy is held each year at the US Forest training center at McClellan Air Force Base. The academy is now combined within National Aerial Fire Fighting (NAFF) II course. The object was to have all aerial resources (helicopters, SEATs, Large Airtankers) train and re-certify together. 2014 was the first year for combining all aerial resources into one training session. NAFF II combines both advanced sand table and simulators for training.
SEAT Simulator Program used at NAFF II • The design of the simulators is an AT-802 cockpit • The cockpit is made up with multiple large screens that wrap around the inside of the cockpit providing the pilot with a 180 ° field of vision. • The program links to other aircraft simulators like heavy airtankers, helicopters, lead planes, etc. that can interface with the SEAT during the simulation. • All Level I pilots will be required to go through the academy for 36 month refresher. • Simulators provide an environment to incorporate flexibility with the programming, inputs, scenarios, and levels of complexity depending on the target group. • Simulators are configured to allows an instructor / owner to observe a pilot during all phases of the simulated mission. • Easier for the pilots to absorb, focus, and advance with the lesson plans and concepts when not having to solely focus on flying the aircraft in a new environment.
What's New In aviation ? Heads Up! May see some changes in the card in the future. Check out the frequencies and tones !
RT-273 What’s New ? SEAT Triennial Re-fresher = RT-273 New filters have been put into the Interagency Qualifications and Certification System (IQCS) program to flag individuals who are not current with their re-fresher requirements. Heads Up !….. • Make sure your RT-273 re-fresher certificates are put into IQCS or your agencies qualification program. • Your currency depends on the date of the last re-fresher….your qualifications may expirein the middle of the season depending on the re-fresher date. Plan ahead !
RT-273 What’s New ? A new section has been developed on the BLM National SEAT Web Site for instructors to download course materials for RT-273. The intent of the new section is to: • Provide standardized information given at any RT-273 • Promote more re-freshers at a local or geographic level. • Provide annual updates for all SEAT Mangers in between the triennial re-fresher. Downloads Include: • Lesson plans for each of the 8 elements required for putting on RT-273 1. National season Review 2. New Year Outlook 3. OAS Contracting Updates 4. ISOG Updates 5. Reference Material Updates 6. Safety Review 7. Security Review 8. Retardant Review • Three developed Power Point presentations for selected elements. Heads Up !Remember….all re-fresher and instructors still need to be approved at a State or Regional level depending on the hosting agency.
What’s New on the BLM National SEAT Web Site ? Make sure to check the National BLM Web Site often during the season to obtain the most current updates and information about the program.
Initial Pilot / Loader In-Briefing • Replaces the old form. • ISOG requirement. • Three Section: • Facility Related Items • Operational Related Items • Read File Information
SEAT Manager’s Briefing Checklist Great Job Aid ! Items to review during a briefing with the FBO. Items to review during the agency in-briefing.
SEAT Managers Daily Briefing WorksheetGreat Job Aid ! Designed to help the SEMG document their daily briefing.
Evaluation Forms OAS-136A: Evaluation Report on Contractor Performance • ISOG requirement to complete after each assignment. • Has established rating criteria. • Sent directly to the Contracting Officer.