Incident Business Workshop

1. Incident Business Workshop 2011 Fire Procurement Session May 5, 2011

2. Agenda • Rate Guide & Region Provisions Review • 2011 Equipment Updates • Payment Scenarios • Fire Procurement Resources • ITEAM Overview • Website Overview

3. Rate Guide - 2011 • 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.

4. Waterhandling • 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

5. 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

6. Fallers • Two Types: • Single Faller & Faller Module • Daily Rate • Includes saw, faller(s), vehicle • Fallers listed on roster on IBPA

7. 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

8. 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

9. Weedwash Unit • Two Types • Recycling Water & Non-recycling • Come with 2 operators • Daily Rate • No mileage, set up, take down, etc.

10. 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

11. Vehicles w/ Driver • Region 5 piloting in VIPR • Paid Daily + Mileage • Region 6 – same as last year

12. Crew Carrier Buses • National Solicitation • Hosted at NIFC • Regional DPLs • Region 6 • 5 Host Dispatch Centers • Paid Mileage or Guarantee

13. Rental Vehicles • Two Region 6 IBPAs • Enterprise • Oregon & Washington • Statewide • Orders to POCs for each state • Dollar • One location in Spokane

14. Portable Toilets/Handwash • Master List in ITEAM • EERAs each incident • Rates: • Day Rate • Service Rate • Mileage – all miles for delivery & service • Reset

15. Admin 101 • Transport Payments • Daily/Weekly/Monthly • Double Shift Calculation • Hose Left at Incident • Mechanic Services Calculation

16. Heavy Equipment Payment with Retained Transport • 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?

17. Heavy Equipment Payment with Retained Transport Payment for Dozer w/Retained Transport Dozer Transport May 3 $1,000 $1,000 May 4 $1,000 $ 800 May 5 $1,000 $ 800 May 6 $1,000 $1,000 Transport payment = 250 miles x $4.00/mile or $1,000 MDG, whichever is greater.

18. Heavy Equipment Payment with ReleasedTransport Payment for Dozer w/Retained Transport Dozer Transport May 3 $1,000 $2,000 May 4 $1,000 $ 0 May 5 $1,000 $ 0 May 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.

19. Daily/Weekly/Monthly • 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?

20. 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

21. Daily/Weekly/Monthly Examples 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

22. Mechanic Services • 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.

23. Equipment Breakdown Calculation • 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.

24. 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

25. Double Shift 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.

26. Double Shift Calculation Key Points: • Must have 2 crews or operators • Can be approved by Section Chief (recommend via General Message). • Must be documented on Resource Order • Paid 165% of Single Shift Additional Points: • Double shift not defined for Resources with Minimum Daily Guarantee (i.e. transport). • DS Rate of Schedule of Items is for the Heavy Equipment! • Recommend 165% of MDG or negotiating for transport. • Single Operator – 65% of 165% rate… or MDG x 1.0725.

27. Double Shift Calculation - Single Operator 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

28. Hose Left at Incident • 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

29. Master List in ITEAM • FACT will enter Vendor Info • Company • Contact • Rates • Dispatch Can search by Resource • Generate an unsigned EERA • CO needs to sign each one