Interagency Contracting Updates

1. Interagency Contracting Updates Incident Business Workshop May 8, 2013

2. R6 Fire and Aviation Contracting Team (FACT) • Responsible for all preseason IBPAs • VIPR Competitive • Source List Resources • Regional Aviation Contracts/Agreements • Personnel Updates

3. Aviation - Helicopters • R6 CWN Type III Helicopters • Year 3 of 4 • Status Quo • R6 Exclusive Use Type III Helicopters • Exclusive Use – Final Year of Contract • 4 Bases: John Day, Prineville, Wenatchee (2)

4. Aviation – Light Fixed Wing • CWN Light Fixed Wing • New BPAs awarded 2013 • 14 Vendors & 29 aircraft • Down from 20 & 57 • Air Attack • LaGrande & Wenatchee – Year 2 of 3 • Redmond & Klamath Falls – Year 1 of 3

5. ICPI • Incident Contract Project Inspector • Officially S-262 • Trained/Qualified ICPIs do not need to retake!! • No R6 Training in 2013 • Considering Refresher for 2014 • Other Regions training/ordering • ODF • Ordering CRNW

6. Rental Cars – Forest Service Three options for 2013: 1) Travel Card • On-Road Vehicles • Renter pays direct 2) BPA(s) • Enterprise • Off-Road Vehicles 3) GSA RSVP • Numerous Vendors • All Vehicles • Longer term rentals

7. Rental Cars - BPA • Ordering Procedures = same as last year • Incident Admin = same as last year • Invoice Submittal = send to FACT • Payment = made by FACT

8. Agreement Updates • New IBPAs: • Water Handling • Heavy w/Water (skidgines, pumper cats) • Fallers • Reefers • Weed Wash • Finance Copies • http://www.fs.fed.us/business/incident/viprfinance.php

9. DOI - BLM Fire Suppression: Use ODF Crew Agreements and FS IBPAs – orders placed by Dispatchers Fire Suppression when no agreement in place (such as toilets): Incident-Only EERA established by Warranted CO – once EERA established, orders placed by Dispatchers Severity or Prescribed Fire – Not considered an emergency (threat to life or property) – order must be placed by a Warranted CO

10. DNR ContractingLocal & State Agreements • Region agreements dozers, meals, fallers • Fire District Resources permanent staff, volunteers, equipment • Statewide Call-When-Needed agreements kitchens, toilets, showers, aircraft

11. DNR ContractingFederal Agreements • Utilize R6 Water Handling Agreement DPL (except IA) • Utilize R6 Crew Agreement • Honor rates for any federal agreement, but may not be able to honor conditions

12. 2013 Interagency Incident Business Procurement & Dispatch Conference INTERAGENCY FIREFIGHTING CREW AGREEMENT

13. IFCA • An “Interagency” Agreement • Provides 20-person private resource wildland firefighting crews. • ODF administers on behalf of the states and federal agencies identified in the PNWCG Master Agreement. • Oregon Dept. of Forestry, Washington DNR • Coos FPA, Douglas FPA, Walker Range FPA • BIA, BLM, NPS, USFS, USFW

14. 2013 IFCA • Original term is for ~2 years (11/30/14) with the option of four additional 1-year extensions. • Awarded 3/22/2013. • 51 Contractors • 173 Crews & 12 STL’s • Crews will be available for dispatch when crew manifest requirements have been met (by June 1).

15. Significant Changes • C 1.1 - Severity/Preparedness is now compensable at the full Contract Rate (no longer at 85%). • C 3.1 - More language was added to clarify that a ‘Paid Meal Period’ will not be paid if not documented. (If not documented, Govt. may deduct ½ hour.) • C 5.5 and C 5.7 - Added language that “If Contractor Crew does not utilize the approved lodging, no payment will be made by Government.” Approval must be documented by Government on the Resource Order. Lodging & Meals are now paid at the Per Diem rate only & not at actual costs.

16. Significant Changes (Cont.) • C 6.1 - SHIFT BRIEFINGS– Deleted language that allows additional crew members to be paid for shift briefing. CRWB is only paid. • E 3.2.3 - Number of trainees allowed on an incident changed from 2 to 3 for the duration of the assignment (cannot be switched out). Restriction of “every 5 days” removed. • F 2.5 - Added language to include requirement to register rental vehicles, with USDOL, that are used to transport crew members.

17. Dispatching • Use Best Value Ranking by Host Site. • Initial Attack – a closer crew in a Host Site may be used over a higher ranked crew (be careful on reasoning for “closer”). DOCUMENT on Resource Order. • When several crews within a Host Site can meet desired delivery for IA, use Best Value Ranking. • Government shall allow safe and reasonable assembly and travel time to Incident.

18. Contractors and Crews 2007 IFCA - 1-year Agreement with a 1-year extension 2009 IFCA - 2-year Agreement with two 1-year extensions

19. Crews on Fires

20. Web Page http://www.oregon.gov/odf/pages/fire/ops/iaca.aspx • IFCA and Amendments • Contractors’ Public Contact Info • Award Summary Sheets • Helpful Forms • Performance Evals • Manifests • Inspection Form

21. Contact Info • Cindy Beck, Contract Services Coordinator – 503.945.7283, cbeck@odf.state.or.us • Contract Administration, Compliance Concerns, Incident Contact, Claims Resolution, Payment Issues • Steve Johnson, Compliance Officer – 503.945.7422, sjohnson@odf.state.or.us • WCFT Notifications, Contractor Training Records, Monitoring, Compliance Concerns, Manifest Questions/Concerns • Vacant, Contract Officer – 503.945.7479 • Duty Officer (fire season only) – 503-931-0559 Fax: 503.945.7494 2600 State St, Salem, OR 97310