NRCG Business Committee – EQTR Review
EQTR Refresher - 2015
Procurement Methods
 Competed Items
National Contract Crews
How to id local
government
VIPR & Invoice Tips
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NRCG Business Committee – EQTR Review
How to correctly enter & invoice
equipment in e-ISuite ~
For Each Item… You Need To Answer The Following Questions
1. What is the Procurement Method? ~
and…
2. What is the Administrative Office For
Payment; based on that Procurement
Method.
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Procurement Methods
1) National Contracts
2) Geographic Area
Solicitations
 Competed Pre-Season
Agreements (I-BPA’s)
3) Incident ONLY –
EERA’s
4) Commercial Items




Consumable Supplies
Durable Supplies
Rented Equipment
Services
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1) National Contracts
Are found on the NIFC Website ~
 Contract crews are paid via
OF-286 
 Mobile Food Services &
Mobile Shower Facilities,
are entered as Cost Item
Only –
 e-ISuite will create an FS
Accrual based on Agency
[PVT] + the Item codes
[CTR] & [SHW].
 Aircraft is Cost Item only.
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All National
Contracts are
Paid by FSASC
Regardless
of Incident
Jurisdictional
Agency.
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(Continue) National Contracts
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2) Geographic Area
Solicitations (Northern Rockies)
Contracting for Fire website
 Used by all Fed and State
partners (FS, DOI, ID, MT,
ND & SD) – IBPA’s
 Paid via OF-286 by Incident
Jurisdictional Agency
 E-ISuite *Unit ID is
Required (Enter Unit that
issued the Award)
 USFS = MT-R01
 DNRC = MT-MTS
 BLM = MT-MSO
 BIA = MT-RMA
 AGENCY = PVT.
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3) Incident Only EERA
 Issued when an item is not
available via pre-season
agreement or as a
commercial item with set
prices.
 Issued by someone with
enough contracting
authority for the total value
of the incident procurement
 Expires when item is
released by the incident
 Cannot be used by other
incidents!
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4) Commercial Items
 Supplies
 Rented Equipment
 Services
 You need a Purchasing Agent or C.O.
to create the procurement
instrument.
 Credit Card Order – Preferred
 Check (if vendor cannot take credit card –
i.e. private party ~ not a commercial vendor)
• Commercial items usually have
established prices, & can be procured by
any purchaser within their delegated
authority.
• For Rental Equipment – consider the
possible length of rental time, and total
payment amount that will be due when
the equipment is returned, to
determine procurement authority
needed to rent.
 BLM BPA (MUST be returned to, and paid by,
the issuing agency!)
• Items without an established price will
need to be negotiated by a Contracting
Officer.
 Land Use Agreements (LUA’s) may be paid
by either OF-286 or check ~ Verify payment
method which will be determined by the
issuing Contracting Officer for the LUA.
• Usually Entered into e-ISuite as Cost
item only (if Incident Only EERA will be
paid via OF-286)
 Utilize NEW ~ Commercial Rental/Service
Envelope NFES 002113
• Agency for the Vendor = [PVT]
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• e-ISuite will assign Accrual code [EXCL]
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Commercial Item: Supplies
***Usually entered into e-ISuite as a DAILY SUM$$ ~
from a spreadsheet provided by purchasers.
Consumable items
 Water, Gatorade, Ice
 Lunches
 Fuel
 Office supplies
 First aid supplies
 Cleaning supplies & trash bags
 Fruit (as supplemental food item)
Durable Goods become the Property
of the incident jurisdictional agency!
 Fax machines
 Phones (the instrument – not the service)
NR-Webinar 2015 ~ EQTR (part 2)
Commercial Item: Rental Equipment
& Services
***Enter into e-ISuite as Cost Item with estimate based on
Rate Type + Units (day/hour/mile) for each ITEM.
Dumpsters
Reefer
EQTR may be
asked to
Light Towers
coordinate
Shift Tickets
Generators
Traffic signs (electronic)
Utility services:
Phone
Electric
Water
ATV’s & UTV’s
See also Un-Operated Equipment
Matrix in NRCG IBiz TOOLBOX
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If you are Not using an OF-286 for Payment; use the New e-ISuite
[Resource Other Cost] in the Cost Module.
Do not ‘invent’ a
Resource Order
(Request) # if this is
a Cost Only Item.
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Cost
Items
Only!
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If the incident
is not USFS
Jurisdiction
AND if a TY3
CTR is used
under a
Northern
Rockies
Solicitation;
This is also
one of the
time you
must
manually Edit
& Lock the
Accrual Code
to EXCL!
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NRCG Business Committee – EQTR Review
Each agreement or contract has the following
essential information needed for e-isuite and
invoicing:








Contract/Agreement Number
Vendors Name & Address
DUNS number
Effective Dates of Award
Point of Hire
Who provides Operator & Supplies
Rates and payment units (day; hours or miles + guarantee…)
Administrative Office for Payments.
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National TY2 Crew
Contract
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Be sure the Unique ID for National Contract Crews is the
NCC Crew # & the Rate is for Each (Not Hours!)
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Make sure you are using
rates for the correct year.
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Error – No Crew ID #
to audit rate
1 X 13 Hrs = 13
19 X 12.5 Hrs = 237.50
Total Hrs = 250.50
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~ (Ridgley)
~ (Rest of Crew)
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National Contract Crew Clauses:
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FS VIPR
Agreements
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Double Shift Rate
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$3217.50/Day
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Not! Always Page 3
or 4 - Sometimes
this information is
at the very Back of
the agreement.
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Know the Agreement Clauses:
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When the Equipment checks into
Finance…
~ Verify that the following information is correct:
1. Item code of the item/service
2. Agency code (for the vendor/owner)
Note: The Accrual Code will be assigned
(automatically by I-Suite) based on:
The Item code + Agency code (matrix in ASC Annual Instructions)
The Payment Agency Defaults to the Jurisdictional Agency identified in ISuite; Do Not… enter a Payment Agency unless it is Not the Jurisdictional
Agency. The Payment Agency can only be entered on the Cost tab and is a
manual adjustment for individual items!
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An accurate Agency code is required
(for e-ISuite) to create FS Accruals!
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When adding Contract Equipment & Contract
Crews; a Unique ID and Rate information is
Required.
Rate info Must Match the Contract.
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In e-ISuite you add the Contractor
& Agreement information in the
TIME module (DUNS # must be
entered for Federal Incidents)
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e-ISuite has the primary
Federal payment offices
already pre-loaded in the
Administrative Office area
of the TIME module.
You can add additional
payment offices as
needed.
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NRCG Business Committee – EQTR Review
EQTR Review:
• Identify procurement method for
each item
• Identify the payment agency
• Do you have enough agreement
information to make an accurate
payment?
• Do you have their 1 st shift ticket
and does it indicate travel (and
mileage if applicable) to the
incident?
• If Commercial Item – who is the
person with I-Suite COST access
for you to coordinate with?
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• For 286 Invoices - confirm that
each vendor has the correct
Administrative Office For Payment
assigned!
• Make sure you understand… how
to correctly enter the rate type and
payment units for use.
• Make sure you have ALL applicable
contract information entered that
is needed on the OF-286 for
payment and audit purposes;
including notes that clarify
payments such as ‘single operator
for equipment & transport’
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