Northern Rockies Strategic Action Committee Meeting
April 24, 2009
Attendees: Missoula:
Tim Murphy NRCG-USFS, Debby Wesselius- USFS, Jane HakerUSFS, Richard Grady- NRWCA, Kathy Elzig – NRCC- USFS,
Karen Cousineau-NWSA, Billy Cousineau-NWSA, Patti WelchDNRC
Kalispell:
Doug Bolender-PTAC, Jim Reuter- USFS, Debbi Parrish-NRWCA,
Leonard Oftedahl-NWSA
Helena:
Duane Turk, Contractor
Billings:
Mary Clark-BLM, Velvett Cummins-BLM, Kris Kolhoff-BLM
Meeting called to order by Tim Murphy at 8:03 a.m. Introductions made.
VIPR Update:
Debby Wesselius updated committee members on solicitation and verification
process. Debby reported a software “glitch” had occurred due to a punctuation
problem causing a “fatal error” in modifications entered into system. She
cancelled these modifications. By end of business this date, she will re-issue
modifications on each agreement. A response date of May 15, 2009, is required
in order to meet the June 1st deadline to award contracts. This will allow a
priority list to be generated to the dispatch centers by the middle of June.
Tim Murphy re-iterated that May 15th is a FS Regional competitive solicitation
deadline. This does not apply to DNRC or BLM solicitation. Also, Northern
Idaho, Western Montana and Eastern Montana Acquisition Zone have a May 1st
– 15th deadline on non-competitive agreements. Information on these items is
available on NRCG website.
Action Item: New Modifications re-issued this date due to VIPR software
problems. Response date of May15th required for June 1st award date.
Dispatchers will receive priority lists by mid-June.
New Solicitation:
A new competitive solicitation for mobile laundry service opened on April 24,
2009 with a closing date of May 29, 2009. Debby Wesselius passed out the
solicitation form 1449 for this item to the Missoula attendees.
Action Item: Mid-June awards for this 3-year contract. Priority list should be 5-6
vendors. List to dispatch centers by mid-June.
PTAC Update:
Doug Bolender read the After Action Review submitted by Richard (Rick) Grady
on the VIPR Training Seminars. The seminars were well received and very
informative. DOT personnel from Idaho and Montana presented information
regarding inter and intra state laws which proved very helpful to those in
attendance.
Mr. Bolender presented questions regarding the VIPR process to Debby and
Jane. Both advised to have contractors to use Help Desk and tutorial updates for
any problems. Debby stated that voice mail updates on VIPR are made daily on
her phone. She also stated that for those calling for her may by-pass the
updates and go directly to her voice mail. Debby requested that Doug e-mail his
concerns to her and she would address them when she returned to her office this
p.m. Mr. Bolender and Ms. Parrish voiced their concerns over specific items on
VIPR, such as foam option category (example), adjustable rate category
(example) that are not accessible on application process. Discussion followed.
Debby advised to encourage vendors to work through the process and to always
contact the Help Desk when problems arise. She stated that the Help Desk
Personnel are very knowledgeable and will answer their questions.
Action Item: Encourage contractors and vendors to work through VIPR
application accessing Help Desk, Daily Voice Mail Updates on Debby Wesselius
Phone voicemail. E-Mail concerns to Debby Wesselius and she will address
them as she receives them.
CCR Update:
Per Doug Bolender: “It’s a mess.” Doug stated that it is a simple process but it
becomes complicated. He believes the problem being computer literacy with
some of the contractors. Debby encouraged Doug to continue to work through
VIPR despite punctuation and foam issues, etc. Debby and Jane both iterated
that education and information to all aspects of the fire process from procurement
to release is the key to implementing a successful process.
Action Item: Same as Action Item under PTAC update.
Tracker Update:
Tim Murphy updated committee on personnel tracker system, “Tracker.” Patti
Welch will update verification data weekly on Tracker. This information may be
accessed on Intranet – Drive K>FAA>Tracker. No internet accessibility is
allowed due to confidentiality issues. Tim stressed to committee members to
remind vendors to carry verification forms with them at all times. Rick Grady
agreed and also stated that he advises them to carry verification form and picture
i.d. Tim stated that although a picture i.d. is not required, it is a good idea to
have with them and a Government issues picture ID will work ( eg drivers license,
etc..). Verification must be on file with dispatch before going on any fire.
Action Item: Tracker (Personnel Identification System) will be updated weekly.
Intranet access only on Drive K>FAA>Tracker. Velvett will check with BLM to see
if BLM intranet access is available. With both USF & BLM intranet all 14 zone
Dispatch Centers will have access to tracker. Patti will work with Velvett & Kathy
to get Tracker updates posted to both USFS & BLM systems.
Contractors/vendors must carry verification forms at all times. Verification must
be on file at dispatch before being allowed onto fire.
BLM Solicitation:
Velvet Cummins stated solicitation process ongoing. Grey water solicitations are
out. Velvet will send awards to Kathy at NRCC.
Other BLM matters: Mary Clark introduced Kris Kohlhoff as the new
procurement specialists for the BLM.
Action Item: Direct all calls to Velvet regarding grey water solicitations. Her
number is 406-896-5191.
DNRC:
Jeff Williams of DNRC was unable to attend meeting. Tim Murphy reported that
the state’s solicitation dates are still open. They have not received any
comments during this process.
Action Item: DNRC Closing dates for: Porta Potties and Hand Wash Stations is
4/27/09. Communication Trailers is 4-30-09. Sack Lunches is 5/4/09. Rental
vehicles is 5/12/09. It was also noted that there are no drawings in the specs for
communication trailers.
Equipment Inspector & ICPI Workshops update:
Kevin Erickson was unable to attend meeting. Tim Murphy reported that
attendance for the workshop in CDA was very good. Fifty (50) people attended
the Coeur D’Alene meeting; between 20 to 25 scheduled for the Helena
workshop 4/28-30.
Action Item: May 19th is the next scheduled ICPI Training hosted out of
Missoula NRCC Missouri Room.
USFS Solicitation:
Debby Wesselius announced bus agreements are complete. Award verifications
will go to host dispatch. Agreements are on NRCG website except for bus
agreements. Those awards are on EERA forms, which are sent to dispatch.
Discussion:
Kathy Elzig asked if there was a “Plan B” on VIPR? Debby responded that she
could e-mail protected information to dispatch in an uneditable PDF file.
Tim Murphy also stated that the road grader specs were in their second draft for
2011 update.
Doug Bolender questioned timeline for equipment: “Are there Best Value for
faller bunchers/skidders?” Tim stated that there are no “Best Value” for these
items. These items would fall back to zones or incident specific. They would be
on EERA’s at dispatch.
Debbie Parrish voiced her concerns regarding the foam system issues with VIPR
(i.e. no metered foam box). Doug Bolender stated that it would probably be best
to identify VIPR issues with contractors.
Action Item: Debby W. advised to them to continue to work through VIPR
process, analyzing each issue and maintaining a fair process. Debby stressed
the importance of using the Help Desk & Tutorials for VIPR. If there is an issue
or concern, e-mail those to her. She will address each as they are received.
Contractors can also check updated information on Debby’s voicemail daily.
Note: As of this date, Tim Murphy stated that the NRCG website was currently
down for updates, but expects it back on line 4/25/09.
Dispatch Update:
Kathy Elzig of NRCC stated that they held the NRCC Dispatcher Workshop in
March. Kathy is also working closely with Judy Dunham, Natl. Dispatch VIPR
Rep, to establish language which reflects the NRCC operating & dispatch
practices for the National Operating Guide for Dispatchers.
Action Item: NRCC will be preparing for the upcoming fire season by updating
their lists as information is received from Debby Wesselius and other agencies.
Closing:
Tim Murphy asked for any other comments or discussion. There were none.
Meeting adjourned at 10:15 a.m. No future meeting scheduled at this time.
Attachment: AAR (After Action Review) VIPR Training-Northern Rockies-Region One
Northern Rockies – Region One
VIPR Training
After Action Review (AAR)
1.
With the support of the Northern Rockies Coordinating Group - Strategic Action Committee
(SAC), an interdisciplinary team effort between NRCG SAC, Procurement Technical Assistance
Centers (PTAC), States agencies representing workers compensation, independent contractors
within the Department of labor and Department of transportation requirements of Idaho and
Montana, Northern Rockies Wildfire Contractors Association and National Wildfire Suppression
Association, successfully completed six (6) vipr site training sessions.
2.
A total of over 205 private contractors attended the vipr site training sessions that were held
between March 16-27, 2009 between the cites of Coeur d Alene, Idaho, Kalispell, Missoula, Great
Falls, Dillon, Billings and Miles City Montana.
3.
The agenda items of current updates on Viper implementation for Region One, employee training
requirements for 2009, workers compensation and independent contractors requirements; updates
on Department of Transportation requirements presented many questions and were responded with
prepared presentations, along with the presenters who were prepared to answer the questions.
4.
The coordination and utilization of vipr site coordinators at the designated site locations helped
with the logistics and local contacts within the communities helped in the excellent turnout of
private contractors who attended the training.
5.
The participation of the local interagency dispatch centers within Region One, and contracting
officers of the state and federal agencies was greatly appreciated in their attendance at the various
vipr site locations.
Lesson Learned:
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A large majority of the private contractor had been receiving the latest information from the
regional contracting officer overseeing the best value contracts within Region One, concerning
water handling solicitations.
Efforts were being made too update information on the Central Contractors Registration,
Contractor Performance System, updating bank account information, and eAuthentication level
requirements.
Those that had not been receiving the current information were given information on how to get
updated in CCR, etc by recommending too work with their local PTAC offices.
The information on handouts, power point presentations, etc all helped in getting the most current
information out to those in attendance and was well received.
Networking with individuals who represented the interdisciplinary team concept on the
presentation of vipr training helped with building relationship and point of contacts in the future.
Many concepts recognized in the pass regarding local mobilization board efforts, help folks
engaged with representatives from the local area, PTAC, state and federal agencies.
With all computer technology that comes with folks excepted to get information via the internet,
email, etc, one must recognized that many individuals have other business ventures beyond fire
procurement. They depend on the efforts of family members, neighbors and PTAC to help them
stay abreast of all the requirements under Best Value contracting.
As vipr becomes more involved in its development phase based on the implementation of the
NRCG SAC solicitation plan at a national level, it is recommended that the NRCG SAC continue
in the future, look at future vipr training sessions perhaps in the winter of 2010. Utilize the
interdisciplinary team concept that was used in March of 2009. The vipr site locations that were
utilized were well attended with a good representation within Region One.
Forwarded to Doug Bolender – PTAC by Richard Grady, Executive Secretary, NRWCA
Presented at NRCG SAC on Friday –April 24, 2009