April 14-16, 2009
2009 Nat’l Buying Team Leader Meeting
San Antonio, TX
Riverwalk Holiday Inn
Meeting called by:
Ron Schilz
Type of meeting:
National Buying Team Leader
annual meeting
Facilitator:
Ron Schilz
Note taker:
Cindi Boukidis
Attendees:
Ron Schilz (WO-AQM, National Buying Team Coordinator), Debby Wesselius (BT coordinator & BT
alt leader Northern Rockies), Brad Bauer (Rocky Basin), Janet Paul (Northwest Team 1), Tamie
Thompson (Eastern Area), Maurica Owen (Northwest Team 2), Deb Strickland (Deputy leader,
Alaska), Pat Dearing (Southwest Team 2), Mark Hostetler (Alt. member, Southwest 1), Denise
Storms (California Team 2), Judy Reddin (California Team 1)
Notes:
Agenda item:
Welcome and Introductions
Presenter
and Date:
Ron Schilz
April 14
Discussion:
Concern that each buying team doing processes different, which will make it difficult on home units
and transition of teams when multiple teams are assigned. Hoping to define and agree on
processes this week.
Agenda item:
Round Table, 2008 Assignments
Discussion:
Every leader reviewed assignments and issues during these assignments.
Presenter
and Date:
All
April 14
Debby Wesselius, CA and Texas assignment, issues with meals, recording issues
when multiple teams are assigned. Shasta Trinity Audit, got to hear the person that
did this (Kathy) concern of the forest changing the original make up of documents.
Ron Schilz; went to CA and put together an adhoc team – Redding was a very busy
assignment – only had 1 warranted person with him so he had to do a lot of the
purchases over $3K although the team worked well together. Seems every team
went to Redding, CA – was asked to buy bugles and stars which he did not do;
turned it over to the IBA. Also went to Oregon. The type 2 team that was assigned
had a BT on pre-order. The Forest AO did not know BT was coming; really did not
need a BT for that fire alone. Stayed and worked because of a large type 3 incident
also going on. Teams demobing and then being told they need a LUA (after the fact),
on a concession operated campground and per the contract had to reimburse the
concessionaire for use of sites.
Denise Storms – Tahoe NF, on American River Complex for 45 days, had a PUL so
that was helpful. Went to Redding. Same issues with the BT log.
Page 1 of 21
Mark Hostetler, EERA for incident only is a problem, used to be able to write for the
entire contract period, incident only is inefficient. Suggests that EERA expiration date
be in the winter not beginning of the summer. Linda (as reported by Pat Dearing) did
go to Redding and it was overwhelming to keep up, but had a lot of local support to
supplement the team. Had some difficulties with using the subtotal feature of the
spreadsheet. Appears that when each new team comes in to support, BT ends up
buying same items over and over.
Pat Dearing, when you are the 5th or 6th team on the same fire it is difficult. Pat’s
team did 4 assignments, 1 NM BIA fire 6 days, real slow, good refresher. Then to CA
on the Plumas NF, good assignment only had 5 people, challenge to find motel
rooms in small community, used local college. 1 CA Six Rivers NF, challenges when
camps were closing and equipment needing to be returned with no record of what
was rented and having this equipment on the fire, two BT’s supporting 1 camp was a
challenge. Went to Texas for Hurricane Ike, challenge for what to take when you are
the first team and the hurricane has just occurred, motels – need cash because credit
cards don’t work and no food to eat due to lack of electricity, look for airport motels
because they usually have back up electricity, workload was not tremendous
because FEMA normally gets the big stuff like water and Gatorade and they had
equipment like generators staged, minimal equipment. Need to be prepared for the
conditions when you are going to respond to a hurricane (i.e. flashlight, cash, food).
Had to do a lot of internet orders due to businesses being closed, orders were being
routed to a UPS station that was closed so orders were being held up for about 4-5
days – FEDEX was delivering anyway so keep that in mind – might want to check
with UPS or FEDEX to see who is delivering before you place your order.
Deb Strickland, Alaska team went to Texas on hurricane assignment. One team to
support the state of Texas (not connected to a local forest). Had to get laptops set up
to wireless, adjusting to the state of Texas regulations could have used a few more
BT members. Used spreadsheet, and followed the prior teams log and filing
procedures, did an EERA for incident only – but did it through end of September
because incident only EERA would not meet the needs, LUA’s – did not have base
camps had folks in motels due to inability to sleep on the ground, did a few airport
LUA’s. Did most of the negotiating on phone due to the long distances from ICP to
camp. Had meal agreements set up and motel agreements set up to feed and lodge
firefighters – changing charge card #’s for each motel and restaurant every two
weeks is difficult for all the vendors when you have to lodge and feed all incident
personnel – need a better way to track and pay this. Did most orders on phone,
except for the businesses that required you to be there in person, so more check
writing was done because you could not easily drive to all businesses due to the
location being so far away when you are covering the whole state. Issue with having
to pay for rooms being held that did not get used due to crews moving constantly,
then FEMA took over some responsibility and had to try to adjust credit cards, some
motels were charging each day separate for each room which was a disaster to
reconcile. Texas does not allow government to pay tips, so they had to have the
restaurants add a service fee on the bill, where as the FS allows payment of tips.
Paying for motels and meals takes a high $ level CO due to high cost. Got an
authorization from the State of Texas to allow for the need to pay for motel rooms
where folks did not show due to being moved to follow the storm and could not
cancel rooms not used. It took months to reconcile all the charges. Sometimes it’s
best to keep large items (trash, phones) on the first teams card because to is too
difficult to change every two weeks. Team was also staged in Arkansas for a
hurricane but nothing happened – only a 5 day assignment.
Page 2 of 21
Maurica Owen, 4 assignments; 2 in CA, 2 in Oregon. Six Rivers assignment we got
held in Redding for several days staging, then started supporting the Lassen NF but it
was not real busy, supported the POD (rental vehicle operation out of Redding) spent
3 weeks in Redding, 2nd assignment in Yreka was very busy; spent two weeks there.
2 in Roseburg, Oregon 21 days and 14 days; pretty busy on both Oregon
assignments. Expanded in Roseburg did not seem to understand the ordering
procedure for dispatch priority list, expanded is AD’s and they were not well informed
so BT had to do some education which is awkward. Hard to clean up what has been
ordered (i.e. phones, dumpsters, etc) by dispatch or district folks prior to BT arriving.
Tamie Thompson; 3 assignments, 1st Iowa (FEMA flood) only needed small team
wanted us to mentor FEMA – it was a problem because they ended up training two
FEMA CO’s that did not really want the help to mentor in keeping logs and records.
CO’s were not receptive to help given and short BT was released. Went to Yreka,
CA behind a team and got very busy. Not many fires had PUL’s and IBA wanted BT
leader to go to camp every other day, hard to keep up – struggle between Eureka
and Yreka, had to split team to support both locations, the two IBAs could not get
along between the two areas to support which became difficult. Burn over on
Panther fire was very consuming to support and continue normal fire camp ordering
business. They put two camps together from two different forests, it did not work
well. Went to Nevada next, type 2 team assignments most land was on NF land
except a US Marine base in the middle of the NF, fire burned some ammunition
caches – then supported a type 1 assignment in same state and stayed 18 days in
Elko. Paperwork to pay off the Marines and trailer rentals is still taking a lot of time.
Brad Bauer, 1 assignment in Redding, CA – 21 day assignment. Did some LUA’s,
supported 84 Base mostly.
Debby Wesselius, as a PUL did lots of LUA’s for water where land owners wanted
water replaced versus payment for water. Can negotiate with cities to pump water
from irrigation department of water to pump water back in. Paid by the acre of water,
based on records from air ops as to how much was taken out of each site. Difficult to
ascertain who owns what body of water but water districts usually know who owns
what land.
Page 3 of 21
Janet Paul, 5 assignments. 1st assignment in Santa Barbara; they were physically
located with the IC team at ICP, this works well when Buying Team can be co-located
with the IMT, better communications and interactions with the entire overhead team.
2nd assignment in Redding, transitioned with the Northern Rockies Buying Team,
supporting Iron Complex, Lime Complex and Base 84, on day 1 of the assignment
the helicopter accident occurred with nine fatalities, it was called the Iron 44 incident
and was also supported by Buying Team, was a very emotional assignment. We
supported several teams in conjunction with the accident: NIMO team, Serious
Accident Investigation Team, Critical Incident Stress Teams, Honor Guard, OSHA,
NTSB, and a Memorial Planner. All orders for Iron 44 were being reviewed by the
NIMO team prior to going to the BT. Some of the unique orders we received were for
flags, flag boxes, GPS survey of accident site, mourning bands for the uniform
badges, purple ribbon and safety pins, sim card for downloading pictures off of cell
phones from the accident site, rental of a hanger at the airport for helicopter parts, Uhaul for transportation of helicopter parts (chain of custody issues), convention center
rental for memorial service. There was pressure from the host Forest (Shasta-Trinity)
to issue the death gratuity check to the family of Forest Service employee who died in
the accident (and who resided in the Redding area). This created several questions
on the appropriateness of Buying Team Leader, from out of the Region, writing this
check. Eventually did receive USDA approval for the death gratuity check, however,
close coordination with ASC-Benefits Section to ensure they had a copy of the check
for the file, and to avoid a duplicate payment to the family. This function should
remain with the local unit and not an out of area team. Everyone involved had time
with the critical incident stress team except BT, in hindsight, I should have asked for
this service as well for the Buying Team Members. 3rd assignment was Hurricane Ike
in Dallas, Texas supporting 2 Type 2 teams and a NIMO team in Jackson, MS. We
staged for 4 days, and then returned to Oregon. 4th and 5th assignments were on the
Mt. Hood NF, and the Rogue River/Siskiyou/Umpqua NF’s.
Judy Reddin, Thank you to everyone who came to CA and helped us with the fires.
Team had 7 assignments all located in California. First assignment was on the
Angeles NF. During that fire all EERAs expired. Had to draft a number of EERAs.
Moved to the San Bernardino NF for another small incident and had the same issue.
Had two assignments on the Los Padres – Indians and Basin Incidents.
Also had two assignments on the Shasta-Trinity.
Had one other small incident on the Los Padres.
Part of team were at the Sequoia for four days to give the local team days off.
Problems encountered:
1. BT records were not complete in regards to all of the phone lines that were
installed. Consequently, it took months to get all the phone lines
disconnected. Judy was still paying phone bills in January. Need to develop
a system to track all phone lines.
2. Difficulty determining what had been rented and who was paying the bill.
3. Buying Teams did not all use the same spreadsheet. This made it difficult to
research and track total costs.
4. Copies of purchases were not left for a considerable number of orders.
Difficult to research. Also, blanks in the fill information on the spreadsheets.
5. Had to do 4 EERAs for same piece of equipment as it moved from fire to fire.
Need a way to do one EERA for the season.
6. On the Indians and Basin Incident executed approximately 100 EERAs. This
was a substantial workload for the Buying Team Leader and other CO who
was there for a portion of the assignment.
Page 4 of 21
Agenda item:
Buying Team Records Audit on the
Shasta-Trinity NF (Conference Call)
Discussion:
Conference call to give observations about audit of BT records. Forest (SHF) hired
the enterprise team to come review records from the 2008 fires. Forest wanted
Kathy to review all BT records. Forest brought a non-FS team in after all the fires to
organize all documents and put in order, this team did not understand the buying
team recordkeeping and rearranged some records so that during the scanning of
records the original integrity of purchase documentation may have been
compromised. This also created a larger number of missing receipts.
Presenter
and Date:
Kathy CromwellChristian, Independent
Resources Enterprise
Team
April 14
9 Issues on report:
1) Spreadsheet (log) not maintained in the manner similar for all BT’s, incomplete entries,
inconsistent. Kathy saw this as a critical role to have competent data entry to monitor incomplete or
missing information and leave a good product. Kathy supplies a PCMS report of missing receipts
showing which BT members made purchases that are missing receipts.
2) Invoices do not have proper documentation, i.e. if receipt gets detached can’t identify the fire it
goes to. Invoices without S# or p-code/name of fire, concern again if it gets separated.
3) Numerous receipts without waybills. If it has more information rather than less information it is
helpful if it gets detached.
4) Receipts show taxes paid.
5) Meal receipts without list of who ate, incomplete.
6) Government purchase of newspapers, not for personal use, mixed # being purchased for fires
above the 10 per day normal.
7) Should have been a set of folders for property items by fire, items to be returned, one master
spread sheet. Utilities should be recorded separate. Rentals of copiers and phones and utilities,
rented for a very long time, records of payments were not complete – keep a running record and file
for each in a separate folder for each. Capture serial numbers.
8) Durable property (more than one incident) should be marked with agency specific marking, not a
BT function. Extensive thumb drives and helmets, hard to account for; not a buying team issue.
Forest needs to set up a system to track and get back.
9) Missing invoices; had APC request report of any cardholder that charged to these incidents, so
forest can seek out missing invoices from these cardholders.
Conclusions/
Decisions:
Kathy recommends better methods to improve records.
Action items
Person responsible
Deadline
 Plan to cover in topics this week for items that are BT
related.
 If a BT leader wants to see the list of missing receipts,
contact Ron or Kathy, to get copies so you can provide the
Shasta Trinity with missing documentation.
All
n/a
All
n/a
Page 5 of 21
Agenda item:
Qualifications and Training, 5109.17
Update, Refresher Training (BT)
Discussion:
Proposed changes.
Presenter
and Date:
Ron Schilz
April 14
PROC Position modification proposed: Add BUYL to other positions that maintain currency. We are
discussing the possibility of requiring a $100K warrant or COR Certification; this would get more
folks qualified and it would get more folks in camp to do the position. Updates to 5109.17 for BT
positions need AQM review, not just finance folks. Concern that some COR’s may not have well
rounded experience.
If they are qualified due to the COR certification, they may need to be fire COR certified to have the
special skills needed. Would still need to do the task book for a PROC.
BUYL Position modifications proposed: Add S-260 and I-100 to required training. Add PROC to
other positions that maintain currency. We are discussing changing the warrant requirement to
$25K currently says $100K, would keep the $100K requirement on the team, but not necessarily the
leader.
BUYM Position modifications proposed: Add S-260 and I-100 to required training to agree with BT
guide.
Add Type 2 Buying Teams. Possibly to be used nationally, quals and training would be similar to
Type 1 BTs.
310-1 (NWCG fire qualifications), want to add BUYL and BUYM into this publication; this would add
the requirement to complete a task book for these positions to get qualified.
What are we doing for Incident Procurement Refresher for BT folks? NPI has expressed a need for
new instructors for the Incident Procurement course; it is possible it will not be available in the
future. Some regions do an annual meeting to provide updates, but it probably does not meet our
needs for an annual refresher – too costly.
Conclusions/
Decisions:
Ron is on committee to review qualifications in 5109.17 now for procurement related
positions.
Forest CO’s would need to support this PROC position or the BT Leader if the PROC
did not have a warrant. If the PROC was not a CO, they could not adjudicate claims,
but would be good to prepare the documentation needed by a CO to prepare the
D&F.
They could not sign the actual LUA’s and EERA’s if they were qualified due to their COR status.
Action items
Person responsible
Deadline
 Byron is going to present PROC modification to Ron Hooper
for consideration for 2010 season.
 Each region needs to continue to provide annual refreshers
to BT members
Ron Schilz & Byron
Brown
All
2010
Page 6 of 21
Annually
Agenda item:
Team Configuration
Discussion:
Issue for discussion regarding team configuration
Presenter
and Date:
Judy Reddin
April 14
Current configuration is: Buying Team Leader, Assistant Buying Team Leader four buying team
members and a trainee - One member must be a CO.
MOB Guide requires this configuration for dispatch of a team: three qualified procurement
personnel (warranted), three personnel support positions (micro purchasers), and one procurement
or leader trainee on each team.
Do we really need this configuration?
Do we need more than three warranted or would two be sufficient? Two are sufficient.
Is the team size of 7 personnel still the right size? Normally yes.
Do we need more or less?
New configuration? Buying Team Leader, Deputy Buying Team Leader, three buying team
members, data entry/clerical support, trainee.
Or? Do we add an eighth position for the data entry/clerical support?
Conclusions/
Decisions:
Action items
Recommend changes (deletions) to the Mob Guide. Team make up (how many
warranted versus micro purchasers) left up to buying team leader; have the
requirement for three warranted personnel be a recommendation not a requirement.
Mandatory minimum of two warranted.
Keep team size at 7 people:
Buying Team Leader
Deputy Buying Team Leader
four buying team members (one may be a trainee)
data entry/documentation
No need for an eighth position at this time.
Person responsible
Deadline
 Mob Guide only needs to say 7 members, 1 needs to be a
CO. Two warranted. Remove Section 64.1.1 (A, B, & C).
Ron
 Mob Guide Section 64.1.2 (D) needs to be removed also.
Ron
 Buying team guide needs to say that only 5 members must
have purchase cards, other two do not need card authority.
All
Page 7 of 21
Next
revision
to Mob
Guide
Next
revision
to Mob
Guide
Agenda item:
Completion of Resource Orders &
Waybills
Discussion:
Does the invoice/receipt go on top or the waybill on top of your stapled package?
Presenter
and Date:
Janet Paul
April 14
Advantage to having the waybill on top for data entry. Invoice on top is good for audit purposes
because audit samples want to see the receipt/invoice. Breakdown of S#’s must go on waybill, but
not on receipt.
Enter fill data on the resource orders in the master book, complete the right side of resource order
with vendor used, date filled, purchaser, method of payment, price (optional).
Conclusions/
Decisions:
Cost totals of S#’s must go on waybill, but not on receipt.
Use new waybill, only need three parts (no goldenrod) in buying team guide (Exhibit).
File waybill on top, not behind the invoice/receipt.
Due to data entry needs, we had to reconsider the order of documentation.
Action items
Person responsible
Deadline
 Receipt/Invoice does need to reference the fire name and
Resource Order # (S number)
 Waybill on top of package, receipt/invoice next, then the
resource order
 MUST enter phone # on waybill of vendor
All
 Enter fill data on the resource orders in the master book,
complete the right side of resource order with vendor used,
date filled, purchaser, method of payment, price (optional).
Standing orders will need a second sheet for fill information.
Put BT initials/name in “To/From” column, vendor name in
“resource assigned” column (include phone number and
name of person you talked to if a service), complete
purchase date in the “ETD/ETA” column, complete method
of payment (including check #) in the “resource assigned
column” column, note on front “SEE BACK” if there is
additional information (i.e. item being shipped and the ETA).
All
2009
season
2009
season
2009
season
2009
season
Page 8 of 21
All
All
Agenda item:
Filing Procedures, Hard Copy &
Electronic
Discussion:
How are we going to file in our boxes?
Presenter
and Date:
All
April 15
Should we file alpha by vendor or just a file for each letter of the alphabet?
Should we leave hard copies or scan copies and have the ability to leave an electronic copy?
Conclusions/
Decisions:
Make a separate file for each vendor, file alphabetically by vendor in container with
hanging file folder for each vendor. Make a plastic label to attach to the hanging file
folder with the vendor name on it.
Action items
Person responsible
Deadline
 Pat Dearing agreed to test scanning receipts versus leaving
a hard copy during the 2009 fire season, if unit is willing.
Pat Dearing
2009 fire
season
 Decide on a draft naming convention to file electronic
receipts, cross reference on spreadsheet
Ron & Pat
2009 fire
season
Page 9 of 21
Agenda item:
Tracking Phone Lines, Rentals and
Services
Discussion:
How do we file and track?
Presenter
and Date:
Tamie Thompson
April 15
Ask unit what they want tracked, and those are the items you must track. i.e. thumb drives, external
hard drives, copy machines, printers, computers (platypus), cell phones, helmets, etc.
Do you send an AD-107 or DI105? Yes, if we are going to track it.
Spreadsheet contains a column you can note with a P=property or R=rental and you can sort and
print for a list of what needs to be returned.
What goes in the open file?
Conclusions/
Decisions:
Inquire if the local unit will take the lead for all utility type orders (trash, phone lines,
electric service).
Establish a separate file for each vendor to track utilities and rentals. Place the folder
in the front of the file box.
Call Verizon for satellite phones first – they are free.
Action items
Person responsible
Deadline
 Open rental/utility file needs to contain particulars, resource
order, and log of all payments made to date, for incoming
team or local unit to close out. Place this file in the front of
the file box.
 Tamie will share a copy of her payment log with all
All
2009
Tamie Thompson
5/1/09
Agenda item:
Tracking Personal Property
Discussion:
What do you track? How do you track property?
Conclusions/
Decisions:
Discuss with the host unit what items they want tracked and which of those items
they want on their property forms. You may only need to track some items on the
spreadsheet. Use the S# and incident name as the tracking number on the AD-107
or DI105. Use a separate file folder for each fire name.
Documentation for each item includes AD-107 or DI105 & Resource Order.
Denote with a “P” on the spreadsheet the property you are tracking.
Filter and print a list of the property being tracked before you demob and place it in
the property folder. Place the property folder in the front of the file box.
Page 10 of 21
Presenter
and Date:
Ron Schilz
April 15
Agenda item:
Discussion:
GSA Rental Car Programs
Presenter
and Date:
Ron Schilz
April 15


Did a limited pilot of the Short Term Rental Program in 2008 (Region 3).
Determined it will not work to have a national BOAC number. GSA billing was
hard to decipher.
 Each unit can still do it on their own.
 The GSA RSVP program can be used. Established pricing. Call for quotes,
pay with purchase card.
Pat Dearing’s team tried it. Turn around time was great (within 24 hours). Only ordered a small
number, delay in paperwork (several weeks) – GSA was truly not set up personnel wise for
emergencies. Can get the rentals with or without a fuel card.
Conclusions/
Decisions:
For 2009 season, Short Term Rental Program, need to use unit’s BOAC number,
each forest has one. Bill comes in to fleet person on unit if you are using a forest
BOAC number and they will need to initiate an MO (obligation), need to provide
supporting paperwork to unit fleet manager. Contact GSA, they get quotes and
supply to BT, accept quotes.
RSVP is the same, except BT would call vendors direct and negotiate direct.
Someone would have to go to the rental company and sign each agreement; not sure
if it would be the BT member or the driver. Consider this for limited team use, so it
can be controlled. Or see if local unit would track this and take care of it.
Agenda item:
Maximum
day rental that can be extended, but you
have to doMark
a new
order to
Presenter
Hostetler
Rental vs60Purchase
and Date:
cover each 60 day period.
April 15
Discussion:
When would you rent and when would you purchase and item?
What would you rent or buy?
Difficult to determine, due to uncertainty of time period needed. Consider renting and negotiate a
maximum rental rate if you believe it is going to exceed the value of the items (i.e. tents, generators,
tables, chairs).
“All-in-one” machines (copy, fax, print) requires tech approval before it can be purchased.
Conclusions/
Decisions:
Come up with a checklist of “things to consider” when renting equipment.
Action items
Person responsible
Deadline
 Compile a sample checklist of “things to consider” when
renting equipment.
Denise Storms
End of
2009 fire
season
Page 11 of 21
Agenda item:
Buying Team Spreadsheet
Discussion:
Do we want a posted date? YES
Do we want a purchase date? No
Conclusions/
Decisions:
1) Enter resource orders as they are received, do not wait for fill information.
2) Order #, use leading zeros so that total digits are 5 (S-00001). (this makes it
easier for sorting)
3) Do not make spreadsheet wider than landscape 11” wide.
4) Do not change the formatting in the spreadsheet.
5) Do not change the column headings, delete columns, or add columns.
6) Make a copy of the spreadsheet if you want to practice or sort for your
team’s use.
7) Spreadsheet contains a column you can note with a “P” (property) or “R” (rental)
and you can sort and print for a list of what needs to be returned.
8) Rename spreadsheet to “Buying Team Spreadsheet” (not Buying Team Expense
log).
9) Team Member column format is three initials of BT member in caps, i.e. CEB. Do
not spell out name.
10) Do not complete posted date until a payment is made, but it does not have to be
the purchase date; it’s the date it gets posted to the spreadsheet.
11) Once costs are reported to the Cost Unit Leader in camp, do not add any
additional items to that “posted date.” The person inputting transactions into the
spreadsheet must remember to use the following date as the “posted date” until
costs are once again reported to the Cost Unit Leader.
12) For partial fills and standing orders, change the quantity and in comments put
partial fill i.e. “20 of total quantity of 40 filled”. Create a new line for the unfilled
quantity with the same S#.
13) If you receive a credit, have a mis-posting that needs correcting or have a
return… create a whole new line with the day of the credit with same s#.
14) If you need to enter items with estimated costs, put in with a posted date with a
0.00 dollar amount, make a note of the rates in the comment column. Later when
it is paid, enter the S# again with an actual dollar amount. Don’t forget to create a
second entry for that S# with NO dollar amount completed so it will drop to the
bottom of the spreadsheet as an open order that needs fill information.
Presenter
and Date:
Pat Dearing
April 15
Action items
Person responsible
Deadline
 Have an e-meeting for BT members to train how to enter data
Pat Dearing
5/19/09
 Pat will update instructions for completing the spreadsheet
Pat Dearing
Prior to
5/19/09
Page 12 of 21
Agenda item:
Transitioning Open Rentals & Services
Discussion:
What do you do with those rentals and services that are still going on when you
leave?
Presenter
and Date:
Judy Reddin
April 15
In the past, the goal was to transfer to the incoming team’s credit card when a new team comes in,
this normally results in the vendor being confused or never changing the card #.
Conclusions/
Decisions:
Consider setting up a BPA with the vendor agreeing to pay bi-weekly or at end of
incident, without giving out someone’s specific card number. Remember if there will
be multiple payments or if ASC is going to pay, vendor would need to be entered in
CCR. This would work well for laundry, auto parts, gasoline at a mini-mart. Would
not work well for equipment rental companies (i.e. United Rentals).
Try to get vendor to enter into an incident-only EERA so it can be paid through an
emergency equipment use invoice (OF-286). Have vendor complete the Vendor
Code Information Worksheet (FS-6500-231) to get banking info for the VEND table in
FFIS so they can get an electronic payment. Also suggest vendor get into CCR if
they anticipate additional work with the government.
Tires and parts, need close coordination with someone in camp to accurately reflect
which tires and parts are being charged to the fire and which are being charged to
WCF or deducted from a contractor’s payment. Good idea to use a separate S# for
each purchase.
Action items
Person responsible
Deadline
 Email out the VEND set up form for FFIS again to BT leaders.
Ron Schilz
5/1/09
Page 13 of 21
Agenda item:
Standing Orders
Discussion:
Make arrangements with a vendor for a standing order of supplies or services for the
incident until cancelled. Usually the arrangement is a verbal agreement between the
buyer and the vendor. How do we set them up? What are they for? Do we want an
automatic expiration of the standing order?
Presenter
and Date:
Maurica Owen
April 15
Need some written documentation in your file:
1) Supplies or Services required
2) Contact person & telephone number
3) Delivery schedule by vendor or pickup by government representative
4) Pricing agreement
5) Payment schedule
6) How payment will be made, i.e. purchase card or check
Always review the terms with the vendor. Good for water, Gatorade, ice, fruit, gasoline at mini-mart,
newspapers.
Conclusions/
Decisions:
Give the vendor 24 hours notice prior to cancellation of a standing order. Let Food
Unit Leader know that you need 24 hours notice to cancel and change quantities.
Don’t need automatic expiration of standing order, need to monitor when it is time to
start a new order (i.e. change in quantities).
Agenda item:
Transition Report
Discussion:
Must prepare one to transition with a new team or to transition back to the home unit.
Presenter
and Date:
Denise Storms
April 15
Transition file should contain:
1) Roster of BT (with phone numbers), including the last four digits of purchase card # for each
member
2) Copy of warrants for each warranted BT member
3) Printed copy of entire spreadsheet to date
4) Pre-addressed envelopes for each BT member for next team to mail incoming receipts or
date that needs to be forwarded
5) Open rental and utility files for each vendor
6) Letter of delegation from unit, if given
Conclusions/
Decisions:
Good to get input from each BT member if they are handling a service or supply that
will continue. Follow BT Guide sample for format. Do not forget to review unfilled
orders that are coming in the mail, or orders not placed yet.
Remember to note significant events that occurred, i.e. deaths. Items being donated
so the next team is not wondering how something is being paid.
If you have logistical information that applies to the buying team accommodations,
i.e. where to get your laundry done, good/bad places to eat, directions, etc. – please
share with the incoming team.
Try to share your transition report electronically.
Page 14 of 21
Agenda item:
FPDS-NG
Discussion:
Follow FS guidelines for entry for procurements over $2,500.00 for service, supply
over $3,000.00.
Presenter
and Date:
Deb Strickland
April 15
FPDS-NG says to enter within 3 days, not practical for incident procurements. If the vendor is not in
CCR, there is an exception in FPDS-NG in the contractor information portion of the screen, choose
“emergency” for your exception – you must have the DUNS number to continue your entry.
If there is a drop down menu, you must make a choice from the drop down.
Do not rely on completing only the orange colored fields as mandatory entries; make sure all items
on the audit checklist are completed in addition to the orange colored fields. FPDS-NG has added
more orange colored fields to agree with the audit checklist, but you cannot be certain all audit
checklist items are currently orange colored in FPDS-NG.
Any warranted BT member must do their FPDS-NG entries.
Conclusions/
Decisions:
Create one entry for each vendor at the end of the incident, not necessary for every
single procurement (add purchases and enter total).
Action items
Person responsible
Deadline
 Send out the list of DUNS numbers you can use if vendor
does not have a DUNS number
 Send out the audit checklist (Department created) so you will
know what has to be completed for the audit sample
compliance.
 Send out the FPDS-NG numbering system specific to the
Forest Service (i.e. use 5000 series at the end of the number
for BPA’s and incident-only EERA; use 6000 series for
purchase card procurements).
Ron Schilz
5/1/09
Deb Strickland
5/1/09
Ron Schilz
6/1/09
Page 15 of 21
Agenda item:
Purchase Card Issues
Discussion:
What changes are proposed for new Department Regulation 5013-6 and other
purchase card issues?
Presenter
and Date:
All
April 16
Proposal to remove allowance to procure fuel (must use fleet card, except emergency use?),
blocking additional BOC’s, bottled water vs. potable water. Recycling vs. donation of bottled water.
Per diem for casual employees, review updates pay plan in Chapter 10 of IIBMH – can still pay for
lodging and meals. Debit card program for Job Corps, LE&I, fire crew lodging –management of this
program is moving to AQM. Emergency roadside vests, requirement to wear special vests when
working near highways, could include firefighters.
Conclusions/
Decisions:
Each warranted cardholder must fill out the Purchase Card Order Form (FS-6300-51)
for all purchases over $3,000.
Agenda item:
Death & Serious Injury Handbook
Discussion:
New document that will encompass all the direction will be available
Presenter
and Date:
Ron Schilz
April 16
Not sure when the final is going to come out. Ron is part of a group to review it. AQM portion
overview, only very specific items the agency can pay for, there are specific Department approvals
to pay the death benefits. Cannot charge any expenses to P-codes. Review process going on now,
final not expected until Fall of 2009. Can purchase flags and mourning bands for badges.
Conclusions/
Decisions:
Ron will share draft when draft is complete.
Page 16 of 21
Agenda item:
AQM 2011 Virtual Incident Support
Discussion:
AQM 2011 recommended increasing BT support through the use of virtual buying
team members. Goal is to minimize impacts to AQM that are already strapped for
resources. Decrease instances of Unable to Fill (UTF) orders.
Presenter
and Date:
Ron Schilz. Judy
Reddin, Pat Dearing
April 16
Judy Reddin, Ron Schilz, Roger Manning, Wendy Stephenson, James Bailey, Sue Prentiss, Bridgit
Downing, on the committee. Pilot BT will be Alaska Team – on full time virtual member in 2009. A
national pool of candidates will be created for potential utilization as virtual incident team members
for the 2009 program. National rollout in FY2010 if approved. Other pilots - California 1 Team – will
use a virtual member for sub. Southwest 2 Team – will use a virtual member for sub. Team
composition includes: BT Leader, Assistant BT leader, 4 members, and trainee.
Assumptions for virtual support: at least one full-time member virtual, use current BT seven member
structure, virtual member must have BT experience, not limited to GACC of BT leader, purchase
locally (incident area) from small businesses as much as possible, if need for additional help BT
leader to fill with virtual member if possible.
Qualifications for virtual member for the pilot: Minimum $10,000 warrant for one position, additional
members can be micro purchaser, training in accordance with the BT guide, minimum of one
geographic area assignment and recommendation from BT Leader, cannot be a trainee position.
Qualifications for virtual member: good communication skills, ability to work independently, multitask, prioritize workloads and perform in a stressful environment.
Equipment requirements: Computer with internet access, printer, fax machine, copy machine,
phone, cell phone/trac phone (optional).
Other requirements: supervisor’s approval, signed agreement (VM and supervisor), approved
telework agreement if not working at office, flexible work hours (i.e. 7 days a week, overtime, up to
14 days), evaluated by BT Leader at the end of each assignment.
Operating procedures: BT Leader to notify GACC with roster, B continue to be located near incident,
virtual member to participate from their duty station, mobilization/demob, all resource orders and
communication to come from BT Leader of designee. VM to use incident charge code for all time.
Virtual Team Member Duties: Follow BT Guide, member to call camp directly for clarification,
member to work same schedule as BT, BT Leader to assign work via fax or e-mail, member to
prepare own waybills and fax to BT, member to contact camp with exception status, BT Leader to
include member in briefings, BT Leader to provide member with phone numbers/addresses/ etc. for
all fire organization contacts. Member to supply their contact info to BT Leader. Member to notify
BT Leader of unavailability of over one hour, member to close out orders, or transfer to incoming
team member, member to purchase local to incident unless on-line, BT will fax original invoices and
waybills to member and follow up with hard copy. Member to ensure timely submission of OF-288
for signature.
After Season Review: An after Season Review will be held to determine the success of this pilot
project, review to involve participating BT Leaders and AQM 2011 Pilot Committee.
Page 17 of 21
Questions to be answered:
 Does the list of purchase items need to be adjusted?
 Does location of virtual member affect success?
 Is the configuration of the BT still valid?
 Is there additional technology needed?
 Request feedback from IMT including timeliness.
 Request feedback from member supervisor.
 Request evaluation by agency administrator.
 Request feedback from BT members, including Virtual Member.
Measurement of Success: Does this increase in BT participation? Virtual member proportionally as
busy as on-site members? Is it seamless to customers? Were there cost savings? Were there
problems with vendors? Did our operating procedures work?
Draft list of types of procurements that will be tried by virtual members has been started, will need
modification as the season and pilot progresses.
May be issues with home unit supervisor and conflict with normal work needs if virtual member is at
normal work site. BT Leader needs to make direct contact with virtual member’s supervisor to
clarify expectations. It is expected that the virtual member would receive the full range of duties the
same as a member at the incident site. Use sametime (FS only) to communicate with the virtual
member, because they may be on the phone and hard to reach on the one phone line they have
available to them.
Conclusions/
Decisions:
Pilot applicants will be carefully selected in the first season to ensure maximum
success of the pilot.
BT Leader should feel free to add to the list of types of supplies virtual members can
purchase. Email Ron and Judy with additions to the list.
Page 18 of 21
Agenda item:
Warrants for AD’s and Retirees
Presenter
and Date:
Discussion:
Ron Schilz, Maurica
Owen
April 16
Review warrant submission requirements, same for AD’s and Retirees as current
employees
Do not have to be FAC-C certified, may retain current warrant type. Add a resume with submission
showing all training including currencies and narrative analysis (no specific format). Training does
not need to be entered into ACMIS for AD’s. To maintain currency, review the casual pay plan in
the IIBMH (Chapter10) for guidance regarding the 80 hours allowed per year for casual employees
to attend training, and 120 hours allowed for teaching per year. As long as retirees have their
maintenance training, they should be able to continue to be warranted. They will need to re-apply
each year.
Conclusions/
Decisions:
Concern about the long time it is taking to get the warrant issued, regions may have
to request assistance to accelerate the process for those needing to work on buying
teams.
Agenda item:
BYUL or Team CO performing PUL
Duties
Discussion:
New 310-1 language from 2008, no training required for PUL just experience with
prerequisite of positions held with a red card.
Presenter
and Date:
Debby Wesselius
April 16
Concern that 310-1 does not specifically require a task book to be red carded. Fireline Handbook
does have a good description of PUL duties. Also the PROC task book. PUL duties listed can be
considered unreasonably attainable for some of the listed duties. PUL’s are required to do a more
intensive look at EERA packages because they are being transmitted directly to ASC for payment
without a local forest unit review.
Conclusions/
Decisions:
May need to request local CO assistance with LUA’s and EERA assistance to relieve
the PUL’s burden.
Agenda item:
OWCP & APMC Update
Discussion:
Incident Injury Reporting Process for US Forest Service Regular and AD employees
Presenter
and Date:
Judy Reddin
April 16
APMC is for first aid injuries only. APMC is not appropriate for care received at medical facilities
requiring therapy, stitches, x-rays or other non-first aid treatment. APMC may be used for the
treatment of colds, sore throats, respiratory infections and similar conditions associated with
exposure to smoke, dust and weather conditions. If the illness is tied specifically to smoke
inhalation and can be attributed to one work shift, it is recommended a CA-16 be issued and a CA-1
be completed. Since poison oak/ivy/sumac cases often result in follow-up care after the employee
leaves the incident, it is recommended a CA-1 be completed and a CA-16 issued to authorize
medical treatment.
Prescription payments: if an employee is treated for a work-related injury and needs to have a
prescription filled, a pharmacy should be used which accepts the DOL fee schedule and will bill
them directly. If there are no pharmacies in the area willing to bill directly, a government purchase
card can be used.
Page 19 of 21
Agenda item:
Finalize Buying Team Guide
Discussion:
Entire group to update BT Guide
Presenter
and Date:
All
April 16
Those in attendance updated the BT Guide, including all agreements made.
Conclusions/
Decisions:
Check for formatting errors and numbering conflicts. Route to BT Leaders for final
review.
Action items
Person responsible
Deadline
 Check BT Guide for formatting errors and numbering
conflicts.
 Route updated BT Guide with “Track Changes” included for
BT Leaders’ final review.
Pat Dearing
5/1/09
Ron Schilz
5/15/09
Page 20 of 21
Agenda item:
VIPR/I-BPAs Update
Discussion:
Tents, Fallers, GIS Unit, Refers, Bus (2010), Weed washing (2011), Dozers with
transports (2011) Copy service, laundry (2009), engines, water tenders, toilets,
mechanic service trucks, hand wash stations (2009), potable water (2009), grey
water (2009), Region 8 pilot program in 2009 for dozers & transports. Fuel tenders,
medical paramedics and kits have been deferred.
Presenter
and Date:
Ron Schilz
April 16
Pre-season Incident BPA, formerly known as EERA’s, still exist but only for at-incident sign-ups
(with old EERA form), for the length of the incident. Use of at-incident agreements is permitted
when I-BPAs are exhausted following established procedures. Can be competitive or noncompetitive, use SF-1449.
Competitive agreements, Eventually VIPR will be used for all pre-season agreements, must use the
national template, DOI will not use VIPR.
Non-competitive agreements; use national template. Templates available for chippers, modular
office, vehicle w/driver.
VIPR 1.0 was released in January 2009. Ready for 2009 implementation. Still some problems.
Internal training is geared to CO’s. Vendor training includes a national user guide with step-by-step
instructions. Virtual demonstrations were scheduled for others interested (i.e. dispatchers).
Vendors must have an email address, obtain a DUNS number, obtain an IRS TIN, register with CCR
and CPS, register for a USDA eAuthentication account for use of VIPR, and register at FedBizOpps
and watch for business opportunities. Can only have one award per VIN nationwide.
Helpdesk support is available for VIPR 1-866-224-7677. Forms downloaded on vendor computer
(no help as we did in EATIS).
Eventually DPL’s (Dispatch Priority Lists) will be on the web as .PDF files. DPL’s for competed
equipment will generate from VIPR by dispatch zone or GACC, per I-BPA. VIPR will generate
resource lists for non-competed equipment. DPLs will be available on an external web site.
Mobilization – use DPL, it is required for extended attack – FS only. Other agency jurisdiction is an
option, follow their procedures.
De-Mobilization – Per I-BPA, IC will determine de-mob priority, however…
Vendors who quoted and were awarded preseason I-BPAs have priority to remain on incident over
at-incident sign-ups. This really pertains to tactical equipment (not toilets, etc.)
Page 21 of 21