ORIGINAL AGREEMENT INTENT
CONCERNS/ISSUES
 Preseason agreements to be put in
place to provide vehicles capable of offroad use (fire-line)
 General transportation vehicles
 Pricing to reflect the added risk (wear
and tear)
 Payment and claim issues
 Administration clearly defined (incident)
 Administration confusion
NRCG BOARD OF DIRECTORS DIRECTION
TEAMS
D I S PATC H
 Order vehicles for
appropriate on-incident use
 Establish delivery or shuttle
service
 Identify on IMT roster
transportation needs
 Reinforce team carpooling
 Establish team shuttle or
carpool opportunities
 Assure all documentation is
complete
 Identify casual hire method
of transportation preseason
WHAT IMPLEMENTATION LOOKS LIKE
INCIDENT SUPPORT

Sufficient vehicles ordered by
and delivered to incident

Ground Support Pool Vehicles
ordered by the incident will be
filled via dispatch off the MT
DNRC agreement and will
manage all vehicles assigned
to incident

Incident completes all payment
packages, all vehicles closed
out and returned to vendor

All payments will be processed
by the host agency
INCIDENT TRAVEL

Carpooling and delivery will
result in fewer underutilized
vehicles at incident

Current agency travel
program(s) are available

MT DNRC has a term contract
that can be utilized

Hub Zones will be added this
season for the Federal
partners
RENTAL METHODS AND ORDERING
T H E R E A R E 3 C O N D I T I O NS F O R
R E N T I N G U N O P E R A T E D V E H I C L E S
T H I S S O L I C I T A T I ON .
1. Single Resource (Payment via
Credit Card ONLY)
2. AD’s and EFF’s (process is the
same as a regular agency
employee except rentals may be
procured by a procurement
official using an agency issued
purchase card)
3. Direct Incident Order (Payment
via OF-286 Emergency
Equipment Use Invoice)
W I T H
 Resource Orders
 Inspections
 Shift Tickets & Tracking Use
 Fueling
 Demobilization and Payment
Documentation
 Re-assignment
 Damages and Claims
 Vehicle Release
Outside of Northern Rockies Geographic Area
Travel (Payment via Credit Card Only)
Vehicle Tracking Form 2014 – DNRC Attachment M
Rental Vehicle Tracking Cover Sheet
•• Use with vehicles rented through the DNRC Off-Road Rental Contract ••
Incident:
E#:
Dispatch
Driver or Ground Support
Incident Name
Incident
Agency:
Vendor:
Finance
Incident #
(ex: MT-BDF-000100)
E#
Start
date
End
Date
Pay code
Payment
Packet
complete
Vendor
notified
When ordering, call vendor’s 24 hr. # on contract, provide the vendor a RO and ensure incident name & E# are on
vendor’s rental agreement. ROSS naming convention: Vendor - Color - Make - Model - License#
Vehicle Information
Color
Make
Model
License #
VIN # (last 6)
Unit #
The person in charge of management of the vehicle (the assigned driver, Ground Support, etc…) is responsible for
getting the payment and tracking documents (Equipment Envelope with shift tickets, inspections, rental agreement,
etc…) to Incident Finance or the Host Agency
☐
☐
☐
☐
Resource Order has all fill information accurately
☐
Damage report completed and
documentation in file
Shift Ticket start date:
Shift Ticket end date:
☐
☐
☐
Pre use inspection completed
Damage - if damage occurs, report and document:
☐
☐
OF-286 completed and processed
 Daily rate verified (type of vehicle)
 Start/end dates correct
 Unique ID entered as VIN/LIC#
 Fax/email vendor signature okay, with
original government signature
 Special arrangements documented (ex:
car hauler, return dates, etc…)
Vehicle returned to vendor & checked in
 Release inspection signed by vendor
OR 
DNRC Rental Contracts, Vendor listing,
http://dnrc.mt.gov/forestry/fire/business/contractlist.asp
Post use inspection completed
Fueled and cleaned for return
☐
References
Vehicle checked in with Finance?
Northern Rockies Contracted Resources Standard
Operating Procedures – Quick reference Guide
Point of Contact name / phone #:
Payments are the responsibility of the finance organization in place when the vehicle is released.
Closeout
•• Use when tracking vehicles for multiple incidents ••
http://gacc.nifc.gov/nrcc/dispatch/NRContractedResourc
esSOPs.pdf
Payment submitted to:
(admin office for payment)
☐
☐
Cost: vehicle captured in either I-Suite or
Quick Cost spreadsheet
☐
Vehicle has been reassigned
 Complete original payment
 Start new packet with copy of 1st
OF-286
 Document tracking on next page
UPDATED FORM
Date: _______________________
MT-DNRC Agreement #:______________________________
Vendor Name/Location: _____________________________________________
Incident Name/Number: _____________________________________________
Single Resource Request - Resource Order Number (E or O#): _____________
NORTHERN ROCKIES
GEOGRAPHIC AREA
MT-DNRC Rental Vehicle Request
Form
***This form is required when
ordering vehicles under the MTDNRC Agreement***
Renter Name:____________________ Renter Phone Number:______________
Multiple Vehicle Request – Must have an E# (list all resource order numbers here):
_________
_________
_________
_________
_________
_________
_________
_________
_________
_________
_________
_________
Vehicle Type/Quantity: Type_________Qty_____Type_____________Qty_____
Type_________Qty_____Type_____________Qty_____
Date/Time Needed: __________________________
Pick Up Location: ___________________________
If being delivered – Delivery Location:_________________ Method:_________________
Will rental be taken out of the GACC:
□ Yes □ No; If yes, which State(s) __________
***Only rentals assigned to an individual, procured on agency issued travel/purchase card will be allowed
outside the GACC***
Authorized Ordering Official:_____________________ Phone Number: ________________
How will this order be paid?
□
Government Employee Charge Card
(Coordinate with employee at time of pickup/drop off)
NEW FORM
□
OF-286 required; follow host incident agency payment processes
Host Incident Agency Payment Contact Name: _______________________________
Payment Contact Phone Number: ___________________________
Dispatch must send a copy of this form to the Incident Finance Section Chief after
order is placed.
***Sent to Incident Finance Section Chief – Date/Time:______________________
U.S. GOVERNMENT IS TAX EXEMPT
QUESTIONS???