September 23, 2010
NORTHERN ROCKIES STRATEGIC ACTION COMMITTEE
MEETING NOTES
ATTENDEES
Debby Wesselius, FS, Dell McCann, FS, Tracey Nimlos, FS, Marty Schmidt, FS, Kevin Erickson, FS,
Kathy Elzig, FS, Velvett Cummins, BLM, Ann Vogt, BLM, Tim Murphy, NRCG, Barb Whiteman,
BIA, Pam Jolly, NPS, Jeff Williams, DNRC, Tom Thompson, DNRC
Matt Hetrick, DNRC (Morning Only)
Mary Fields, FS, Ray Nelson, DNRC, Ben McGrane, FS – R6, , Dale Guenther, FS – R6 (Afternoon
Only)
Guests
Doug Bolender, PTAC, Paulette Drodza, PTAC, Carol Cunninham, PTAC
Rick Grady, NRWCA, Ron White, NRWCA, Anna Marie White, NRWCA
Duane Turk, Contractor
Absent
Ken Homik, IDL
Overview of 2010 Fire Season – Tim Murphy – (Power Point)
• Water Handling equipment increased; Numbers went up overall (100+).
• Potable Water solicitation – remain at 23 pieces of equipment. Barely enough to get us
through an average season.
• Buses – Debby will speak to; extended last year’s solicitation.
• Professional Fallers – no real changes from last year; in middle of solicitation
• Fuel Tenders – new solicitation for 2010; good turnout 19 Type 1 or 2
• Grey Water trucks – little bit better shape than Potable water, well spread out
• Mechanics with shop trucks – no real changes, in the middle of solicitation
• Mobile Laundry – in the middle of solicitation
• Tents – fairly good adequate number of vendors throughout GACC
• Trailers – Communications, GIS and Office hosted by DNRC
• ROSS – 20% increase in number of Fire Dept. Engines identified as available in ROSS
• Water Tenders – did see additional from private sector; one or two on EERA from Tribal
rather than Best Value
• Peak Day of 2010 season breakdown of equipment utilized vs. available
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Four year history utilization for NR equipment reviewed
An issue on radar screen – Small task group looking at the capabilities of Type 3 caterers
2010 Update – Debby
• Budgeted time sufficiently
• VIPR performed as expected
• Water Handling - Everything worked; DPL included
• Successful and had a good plan
• Rest of it was roll over; faller, mechanic, clerical…
• Buses extended till Dec 31, 2010 due to protest for National Solicitation. Are expecting
another protest by same company. By our fire season in 2011, we should expect the award
to be in place. Coach or shuttle buses will still be doing incident only. Did receive a protest
of crew carriers, in GAO now. ~20 days till ruling.
• Refer deviation – went to WO FAM for review. Hope to hear back 10/10 We asked to resolicit for refers, received only one offer. If we don’t get the deviation to re-solicit, then
have asked to do incident only and develop a resource list.
• Other solicitation issues – nothing pending. Lots of things out for comment right now.
• TIM – One FYI comment; getting some feedback nationally that we are managing the water
handling two ways; In Geographic Area and Out of Geographic Area. This is due to historical
management by NRCG. Tim will be meeting with board of directors; may need support
from interagency partners on whether we want to stay with NR direction or National
Direction.
• Tim – did get some language change approved for Water Handling; Follow NWCG 310-1, no
FEMA IS-700a, S-130 & S-190 for support tenders. Will need to monitor nationally, the way
the template reads that before an individual can open a task book, they must complete the
training – which is contrary to 310-1. Internal to Northern Rockies. Debby – changes are in
and will appear once a modification is done. Applies once Modification is done.
BLM Solicitation 2010 Update – Velvett
• No big issues for 2010 – Fuel, Grey Water or Potable water trucks
• Fuel Vendors being able to accept credit cards – GM petroleum went out on one incident
and forgot to send credit card machine; but all was well after that.
• Tim – of the 20 Fuel Tenders only four got out; one got out twice.
• Vellvett to meet with Mary Clark next week to discuss Type 3 Catering solicitation in 2011
DNRC – Solicitation 2010 Update – Jeff
• No large issues to report.
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Kevin – any complaints about rental vehicles in a certain area in a timely manner?
Kathy – issue I heard was continued inability to get heavy pickup trucks due to rental vehicle
inventory.
Jeff – vendors just not willing to keep those in inventory just for fire. Will have to learn a
workaround.
Kathy – will need to pound that info into the teams and make sure they understand that
they will need to have a Plan B.
Ann – had problems just getting a regular vehicle. Reasons they were hearing were varied;
hail damage, etc… was every vendor.
Jeff – may be due to significant weather events this year in Billings, Bozeman & Lewsitown.
Kevin – do we want to go back to holding up the sale of FS vehicles of heavy trucks and then
work to do those in the fall? Action Item: Kevin will continue to follow-up with FS Fleet.
Discussed with state in past; may need to start looking at some type of a short term lease
agreement for those heaver vehicles.
Ann – looked into before and with other agencies; was a concern with budget issues in the
past.
Jeff – in the past, the DNRC has looked into this option. However, state fleet is shrinking
and ones we have we are having trouble holding onto.
Tim – each agency should looking and attempt.
Tim – on the radar; private vehicle with driver solicitations. Options are incident specific or
competitively solicited. Will discuss these options more this afternoon, need to come up
with recommendation for Northern Rockies.
Another issue is trailers for teams. Kathy – this is a topic that will be brought up at NRCG
Operations meeting later this month. Teams need to address up front.
Barb – Mark in BDC looked into it and did find a company willing to do this; however, team
did not utilize this option. From a dispatch perspective, would have worked well.
Ann – what happened was did go out and look at that company. When he found out there
wasn’t a guaranteed amount of work, he backed out.
Debby – liability for private sector may be a huge risk. Due to high dollar inventory of
contents of trailers.
Kevin – there are tote companies; would be a commercial item.
Debby – need to be looking for a company that is insured and bonded.
Marty – Jeff did the Best Value for all the vehicles; Marty set up a Preseason Agreement for
the season with one of the Best Value contractors and worked with it at a local level for
trucks with towing package, ¾ ton.
Debby – would not recommend private pickup with driver option. Need to go to
commercial market due to liability.
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Kathy – how difficult was it to find?
Marty – done in advance; had good success and set 2-4 aside. Company supplying the
vehicle, government providing the operator.
2011 Solicitation Plan – Debby/Jeff
• Debby – Reviewed Spreadsheet Tim sent out (See Attachment #2)
• Feel confident with the timeframes.
• Big Solicitation for 2011 will be heavy equipment and transports – January. Open the
longest amount of time. Extensive pre-proposal meetings. Budgeted good amount of time.
• Weed Washer is also new solicitation – opening at end of February. Expecting to go to June
1st.
• Refrigerated Units – not on spreadsheet as National Solicitation – if get deviation, will look
at December – March solicitation.
• Marty – will there be some sort of letter to mail out reference solicitations are out there?
• Debby – did not do in past.
• Dell – do think we need to communicate with them.
• Marty – asking if there would be a common letter to ensure all areas are sending out the
same information? Would like a drafted common letter.
• Debby – would direct them to the NRCG web site; want to avoid doing a mailing.
• Marty – Action Item: Marty will draft a letter by 10/15 and then send to Tim who will put to
SAC committee to take a look at. Once finalize will go to FS Zone, Velvett & Jeff.
• Kathy need to ensure they know since it is going to new solicitations, the dispatch priority
will change.
• Jeff – No changes to solicitations; all going to be re-issued. (See Attachment #1)
• Kevin – difference in the two trailers (Communications & Helicopter Support) are radio
requirements and space set aside for operators. Action Item: Kevin will get Helo. specs. to
Jeff W.
• Tim – Jeff, how would you do that in one solicitation? Jeff – could just write it into the
specifications.
• Jeff – retires June 30th; Gary Posterwright will be filling in on SAC in the interim.
• Tim – National T2 IA Crews – national solicitation closed last month. Malinda Draper – CO in
Boise is going through submittals. NR is hosting 4 crews. Historically have hosted 2 crews
on Lolo (MDC); this go around will also host 2 on Idaho Panhandle (CDC).
VIPR Plans – Debby
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Need to plan pre-proposal road show. Maybe hit that first week of February; not
scheduling at this time; however, need to plug that week. Action Item: Debby will propose
dates to Velvett, Jeff, Tom, Tracey & Kevin by 10/6.
VIPR is stabilized; they are tweeking it. Testing this new response, to move away from
Formatta.
Deviation process is now formalized. Moving away from verbally debating to a more
formalized, written documentation process. Would still like to see us participatory in that
process.
New for 2011 – Local IBPA’s – they feel comfortable with the National Specification Plan
they have identified; realize that there are specialized needs at a local level. Similar to
national process, still waiting to see what the process actually is – protocols will not be done
till January. FS is the one under this mandate.
Will load into VIPR Test in October; then will work out bugs. Currently on FS intranet. Have
requested for it to be put on internet.
Will have to be a Regional office decision if they want to put VIPR out to field. Will need to
decide who will be identified to do those.
Vehicles with drivers will be the big workload one. Fire will be given the options.
Vehicle with Driver issues – Commercial Rider on Insurance, workers compensation.
Ann – AD’s and pool of government rigs and rentals fills the need in an average fire year.
Tim – NRCG Fire – not a whole lot of support for a competitive solicitation for vehicle with
driver.
Debby – would advise to wait and see what the protocols are still going to be. Protocols will
be out in January.
Coaches & shuttle buses will be a commercial item in NR.
2012 Solicitation Plan – Tim
• ARFF (DNRC) - Aircraft Rescue Fire Fighting – did watered-down the qualifications in the set
of specifications that are out there. Perhaps five or so venders and maybe 10 vehicles all
total. Our Aviation office says about 95% of the time, we don’t need this type of resource.
Tim does not recommend competitive solicitation, go with resource list and incident specific
EERAs as needed.
• Debby – yes; AQM sign up is possible; however, fire needs to completely vet that piece of
equipment. Fire would need to find one, inspect it, vet it and once that is all done; then will
have to help with pseudo estimate; then can be signed up.
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Velvett – will be holding a meeting with Mary Clark to determine if the BLM will host Road
Graders & Type 3 Caterers. Action Item: Velvett will report back to Tim on meeting results.
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WO has not identified the needs with respect for Medical Equipment – Mary Jo Lommen is
our representative and will continue to keep the group update.
Inspector & Big Iron Workshops – Kevin
• Plan on having a 2 weeklong offerings at Lubrecht Experimental Forest last 2 weeks of April;
specialize in crawling stock
• Will have night shift for one operational period
• Will have in the field inspection workshop
• Need to secure the funding and finalize a date during Spring Break up
• Need to work with Ann on having a workshop in Billings area; sometime this spring –
separate from weeklong meeting
• Still a R1; long way from being NWCG course – Nationally, have proposed an Incident
Contract Project Inspector to NWCG. Hope to hear within the next six months. Also, have a
proposal into NWCG to change Dozer Boss to Equipment Boss. Proposed to revise the
training for dozer boss to reflect overall heavy equipment.
ITEAMs Update – Ben & Dale
• Tim – Tested Employee and Vendor modules for water handling in 2010; went well
• Dale – (Demo)
• Getting assessment of how things went – would like to offer an annual survey of all the
users. Anonymous survey, users can choose to participate or not. Good way to get
feedback. Action Item: Dale will send link to Tim to send out.
• Starting with equipment – have an equipment catalogue that mirrors ROSS as best it can.
• For equipment that is not in VIPR
• Can search; cannot add equipment. Must contact Dale to add.
• Captures basic information on each Vendor; data entry done by government individual
• Once Vendor and Equipment – can create Agreements
• Dale – also provide mass mailing feature; can set up – just let us know
• Reports – if you don’t see one you need; we can easily add.
• Dispatch tab – assigned region & role when you come into the system; depending on your
role – dispatch personnel cannot see agreements tab; however, can search for IBPA
agreements that have already been signed or search for Vendors. Does have a mapping
feature. (By zip code off company location; or if you know of a current location the
equipment.) Can add option to add EERA agreements to this search feature.
• Kathy – so who does the data entry?
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Ben – in R6 it funnels through our team. It is a full time job for someone. Kept updated
throughout the season; initially tried to get them all in by April. Used for non-VIPR preseason IBPAs.
Ben – going to do an EERA source list; sort of an availability list, but will stop short of signing
them due to policy. Will go through the motions, all except the signing. Source list would
be available for Dispatch to look at.
Ben – BLM may have some reservations on using.
Dale – Documents tab; viewed by all. Only CO’s can upload documents. Can create own
categories and sub-categories under each of the three fixed. (Clauses & Provisions)
Ben – total of four; procurement tech is basically conduit for input.
Dale – program is housed in Kansas City. Right now – low impact system; in house and only
agency personal and no PII. Currently do not need certification or accreditation; however,
Dale is starting this process, thinking of in the future having vendors access.
Tim – would like capacity to pull by dispatch zone instead of by region/forest
Debby – would need to load zip code; similar to EaTIS
Debby – discussion on edit ability and changes reference who’s CO signature would appear
Tim - Is there application within AQM to utilize ITEAMs?
Marty – can see utilization; would be transition
Debby – can test and then Fire can make that choice; how about an RTA class?
Kathy – would be good to have consistency from Dispatch Source List perspective
Dale – could add in a link to email the agreement to vendor from the source list beforehand.
Debby – perhaps source list should be its own tab?
Dale – if you have vendor info already, if can put in a spreadsheet – can load it for you.
Debby – one issue; they would already have signed agreement numbers
Dale – one area headed is the performance evaluation information. Planning for a future
tab and be able to track.
Ben – want to gather performance evaluation data. R6 does not have system in place;
stacks of paper. Would like to streamline. Still in theory stage.
Debby – any plans to tie this to other systems? FPDS? Dale – matter of permissions. Do
not see in the near future.
Ben – also doing some aviation; will discuss another day?
Tracey – How would this work for dispatch centers not supported by FS? Kevin – their info
could be entered. MCC, LEC, and BDC…
Tim – Dale – will need to discus requalification for currency for entered individuals. Also,
will need to discuss deleting people that have been entered for two years and haven’t been
hired by a company.
Type 3 Caterer Specifications Update – Mary
• Haven’t been able to meet with my Task Group (Mary FS, Lori FS, Ben DNRC, Ann BLM & a
Type 1 LSC) yet; phone conference first week of Oct.
• What is the intent for menu requirements for these small caterers? Concerns from national
caterers on not requiring smaller kitchens or smaller requirements for food. Can’t get away
from everyone we contract with must have state or county health certification before we
can contract with them. National Caterers have sent in a FOIA; have some concerns on
numbers of people they believe that may have been inaccurately reported this last summer.
I mention this because it deals with the numbers we are referring to with these small
caterers. I do need to keep some language in there that references these small caterers will
only be used till the numbers are reached that meet national requirements for federal
agencies.
• Do we still want to meet the same nutritional guidelines for National Caterers? Yes, per NR
SAC
• Do we want to require a hand wash station with these caterers? No, per NR SAC already
available or can order
• Ann – can we look at eliminating the vegetarian plate? Not at this time.
• Mary – so if we put in optional lunch?
• Debby – have them bid on lunch; but make them have a hot breakfast & dinner.
• Mary – could write it in there as an option.
• Would it be helpful if we came up with a dispatch request, like one for national caterer?
• Mary – NR Group advised No on the tables and chairs.
• Mary – not going to recommend that we write in the size on refrigeration. Will have
specifications for refrigeration but not size.
• Kathy – seems the national caterers guarantee is a big deterrent on the type 3 organizations
and the hesitation to utilize from a fire cost management standpoint.
• Debby – Jeff did you get a copy of the new sack lunch specifications?
• Mary – Jeff they are on the NIFC.gov web site. Action Item: Kevin will send you the link to
Jeff. Specifications are based on study by MTDC.
• Tim – Velvett – assuming meeting with Mary Clark goes OK; and BLM agrees to host – when
would you need a set of specifications? Velvett will need in early February. Debby – will
need time for inspections. Mary – may need approximately an hour for the smaller ones.
Mary – Velvett, how about we aim for Jan 15th and will you put it out for 30 days? Velvett –
yes.
Public Input
• Tom – Dozer solicitation, is that a three year? Kevin – yes.
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Tom – Reference the plan to not do inspections; I do not think the safety equipment should
not be included in that – safety equipment should not change. Also, possibility of
misrepresentation of information – questions if that is a good decision. Kevin – understand
concerns and will take it under advisement.
Doug – Wondering about CPS – Contractor Performance program – any change or views on
contractor performance on awards?
Debby – CPS has gone away; is based on pass/fail. Predominantly, in this region we look at
the hard copy.
Doug – ITEAMs – Employee tab – would it benefit you guys? Tim – that is what we are using
now.
Ron – reference the Equipment Boss workshop – is that going to be open to contractors?
Kevin – at this time, no due to load. Prefer agency personnel to go through it first.
Ron – regards to the Type 3 organization; concerns on demobilization individuals due to
ordering hesitation for next type up of caterer. Debby – would doubt that was the reason
they were demobilization individuals. Kevin – was that working with a local Fire
Department? There are timelines associated with those. Tim – NRCG position is that
logistics will not run operations.
Other Action Items;
• Tracey will look into FS Fleet to see if possibility of holding up the sale of FS vehicles of
heavy trucks and start looking at some type of a short term lease agreement for those
heaver vehicles.
• Marty will draft a letter referencing the sun setting of agreements and providing instruction
on finding the new solicitations and then send to Tim who will put to SAC committee to take
a look at.
• Kevin will provide Jeff with a hard copy of draft Helicopter Support Trailer Specifications.
• Recommend coaches & shuttle buses will be a commercial item; Debby will ensure
individual agency & FS zone dissemination of procurement option information.
• ARFF (DNRC) - Aircraft Rescue Fire Fighting – Incident Only would meet needs for these
highly specialized pieces of equipment; however, Fire would still need to vet the equipment.
Dates
• Pre-proposal meeting Options: February 28th – 4th of March; or Week of February 21 – 25th
, or March 14 – 18th. Please respond to Debby and she will coordinate with other units.
• Week of March 7th – Dispatchers Workshop – Missoula in Missouri River Room
Northern Rockies Solicitation Plan for Competitive EERAs
Approved by NRCG 11/10/10 (Updated by SAC 9/23/10)
Solicitation Year for Pre-Season EERA
Equipment Category
FY 2009
FY 2010
FY 2011
*♣Bus, Crew Carrier
♣Dozer
FS-R
FS
FS
♣Engine
♣Excavator
FS-R
FY 2012
FY 2013
FS-R
FS
♣ * Faller Module
♣Fuel Tender (Non-Aviation)
♦GIS Unit
♠Handwashing Station, Portable
♠Handwashing Station, TrailerMounted
♣ Transports ( Lowboys, etc.)
♣Medical Equipment, including
EMT/Paramedic Kits & trailers
♦Mobile Laundry
♦Clerical Support Unit
♣Pumper Cat
♠Rental Vehicles
♣Weed Wash Units
♣Skidgine, Super Skidgine
FS-R
DNRC
DNRC
DNRC
DNRC
DNRC
DNRC
FS
FS-R
FS-R
FS-R
FS-R
DNRC
♣Truck, Potable Water
♣Tender, Water (Support)
♥Tender, Water (Tactical)
♦Tents/Canopies/Yurts
Items/Year
DNRC
DNRC
FS-R
DNRC
DNRC
Resource List National pilot test in 2010-11
DPL-Transport included in solicitation for
haul in & out.
DPL in VIPR
DPL-Transport included in solicitation for
haul in & out
DPL in VIPR
Resource List
DPL in VIPR. R6 to do nationwide.
Resource List
Resource List
FS
♣Soft Track
♠Toilet, Portable
♣Trailer, Helicopter Support
♣Trailer, Communications
♣ Truck, Crash Rescue (ARFF)
♠Truck, Gray Water
♦Truck, Service
**♦Trailer, Refrigeration
♣Road Grader
♣Type 3 Kitchens
BLM-R
BLM
Notes
DNRC
FS-R
DNRC
FS
DNRC
DNRC
FS-R
FS-R
FS-R
FS-R
BLM-R
FS-R
BLM-R
FS-R
FS-R
DNRC
DNRC
DNRC
DNRC
DNRC-R
DNRC
DNRC
DNRC
DNRC
BLM-R
BLM-R
FS-R
FS-R
FS-R
BLM
BLM
7
13
16
10
Resource List - 2/09 Deferred –
IEMTG to developing specs.
DPL in VIPR
DPL in VIPR
DPL in VIPR? Include transport in solicit.,
for haul in & haul out only.
Resource List
Resource List
DPL in VIPR
Include transport for haul in & out only.
DPL in VIPR
Include transport for haul in & haul out only.
DPL
DPL in VIPR
Not utilized in Region 1 per Ops. Comm.
DPL in VIPR May also include generator, a/c,
heat lights, etc.
Resource List
2/09 Deferred-Resource List
Resource List
DPL
DPL
DPL in VIPR
DPL in VIPR – R6 nationwide pilot 2010
DPL
Resource List
12
♠ - Annual Awards
R – Re-Solicitation DPL – Dispatch Priority List VIPR – Virtual Incident Procurement
♣ – 1 year agreement first year & 3 year agreement beginning second year
♥ - Tender, Water (Tactical) not utilized in Northern Rockies (NR) per NR Operations Committee.
♦ – 3 year agreement
* Coaches & Shuttle Bus – Blanket Purchase Agreement available for Agencies & Zones to utilize as needed.
** Refrigeration Units – Commercial Item NRCC develop Potential Vendor List (PVL)
FY – Federal Fiscal Year 10/1-9/30
Resource
December, 2010
Clerical Support 12/1 Open Solicitation
Tents 12/1 Open Solicitation
January, 2011
1/14 Close Solicitation,
1/17 Evaluate,
1/24 End Evaluations
1/14 Close Solicitation,
1/17 Evaluate,
1/24 End Evaluations
Rollover; Water Handling, Laundry
1/3 Issue Modification
Heavy Equipment, Transports
1/10 Open Solicitation
February, 2011
2/10 Award and Post DPL
2/18 Cancel non
responsive mods
2/25 End Rollovers
2/1 Open Solicitation
Mechanics
2/1 Open Solicitation
Sack Lunches
Rental Vehicles
Portable Toilets & Hand Washing
Stations
Commo Trailers
April, 2011
May, 2011
June, 2011
2/10 Award and Post DPL
Fallers
Weed Wash
March, 2011
3/4 Post DPL
5/13 End Evaluations
5/30 Award, Post DPL
4/15 Close Solicitation
4/20 Start Inspections
5/20 End Inspections
5/23 Start Evaluations
5/31 End Evaluations
3/15 Close Solicitation
3/25 End Evaluations
3/31 Award, Post DPL
3/15 Close Solicitation
3/25 End Evaluations
3/31 Award, Post DPL
2/28 Open Solicitation
2/1 Send Solicitation to SAC
& Field for review
3/1 Post Solicitation
2/1 Send Solicitation to SAC
& Field for review
3/1 Post Solicitation
2/1 Send Solicitation to SAC
& Field for review
3/1 Post Solicitation
third and final year in effect
4/1 Close Solicitation
4/1 Close Solicitation
4/1 Close Solicitation
4/18 EERA to Vendors
for signature
4/25
EERA's due back from
vendors
4/29
EERA's to FS in Msla for
signatures
4/1 Close Solicitation
4/18 EERA to Vendors
for signature
4/25
EERA's due back from
vendors
4/29
EERA's to FS in Msla for
signatures
6/1 Award Post DPL
6/1 Post Resource
list and other
information to the
website.
5/3 Signed EERA's to
Vendors
6/1 Post All EERA's,
Resource lists and
other information to
the website.
5/3 Signed EERA's to
Vendors
6/1 Post All EERA's,
Resource lists and
other information to
the website.