Incident Procurement Training National Buying Teams MAY 22, 2014 Introductions • Introductions – − Mike Lucas, Marty Schmidt, Tami Mitchell − Regional Office AQM, WMAZ − Buying Team Leaders, Buying Team Assistant Leader Agenda • Team Organization, Qualifications & Training • Buying Team Kit • Mobilization • Buying Team Responsibilities • Buying Team Spreadsheet − Demonstration Organization, Qualifications and Training Buying Team “Who We Are”! • 7 Members − 1 Leader − 6 Team Members • 1 Deputy Leader • 2 Warranted • 1 Trainee (if we have any) Qualifications and Training • Required − S-260 Interagency Incident Bus. Mgmt. − I-100 Intro. ICS − IS-700 National Incident Mgmt. System (online) − IS-800 (FS Employee Leaders Only) Recommended Training • Buying Team Workshop • OTJ Procurement Training • I-200 Basic Incident Command Sys • D-110 Dispatch Recorder • S-261 Applied Interagency IBM • Incident Procurement Training Buying Team Kit • A. − Reference Material 1. Interagency Incident Business Management Handbook • Read and Follow!!! – Use most Current – Chapter 20! − − • B. 2. National Buying Team Guide 3. Service and Supply Plan (get at incident) Equipment − 1. Laptop loaded with the spreadsheets and frequently used forms. • C. • D. Supplies Forms Set Up Supplies Staplers and staples Scissors Post-It® Notes 2” three-ring binders (for logs and resource orders) Pens (multiple colors) Label maker Scotch tape Packing/strapping tape Power strips Air freshener Paper towels Markers Toner Tablets High volume copier Garbage can and bags Computer set-up with access to local network Phone lines (seven or eight separate lines) Phone books Service & Supply plans Extra cd ROM and/or jump drives Staple removers Highlighter (multiple colors) Hole puncher (large hole style) Plastic hanging files (at least one for supplies, one for equipment) Paper clips and clamps Duct tape Masking tape Multi-plug extension cords In/out boxes or filing trays Cleaning wipes Flip chart paper Printer Paper Fax machine White-out or correction tape Envelopes (legal and 8”x12”) Phones Phone headsets Host agency operating guide Calculator(s) Scanner Forms OF – 286 EE Use Invoice OF-288 Emergency FireFighter Time Report OF-294 EERA OF-296 Heavy Equipment Safety Inspection Forms OF-297 Shift Tickets AD-107 Report of Transfer/Construction of Property OF-305 Emergency Equipment Rental Use Envelope FS-6300-51 Purchase Card Order Form DI-105 Receipt of Property General Message Form Land Use Agreement Form C. Internet/Intranet Website References 1. National BUYT Guide is available at: http://www.nwcg.gov/pms/pubs/pubs.htm 2. NRCC http://gacc.nifc.gov/nrcc/administrative/training/training.htm 3. NWCG Internet homepage: http://www.nwcg.gov 4. NRCG http://www.fs.fed.us/r1/fire/nrcg/ 5. Interagency Incident Business Management Handbook: http://www.nwcg.gov/pms/pubs/pubs.htm 6. System for Awards Management (SAM): https://www.sam.gov/portal/public/SAM/ Mobilization • 1st - With in Geographic Area • 2nd - Outside Geographic Area • BUYL – receives call from Dispatch − Fun Begins!!! When we Arrive? • Set up • In briefing with IBA, IMT, Exiting BUYT • Establish communications • Establish Working hours, BUYT Location Buying Team Responsibilities • IIBMH 20.04: − Work with local staff to support the incident acquisition. − Coordinate with dispatch and IMT to establish procedures for filling and documenting orders. − Provide the incident agency with documentation. − Coordinate with the incident agency and IMT to ensure procurement and property requirements are met. • Others per Buying Team Guide 15 Incident Procurement The “Buy” in Buying Team RESOURCE ORDER? WAYBILL? COMMERCIAL RENTAL/SERVICE ENVELOPE? Extravagant Purchases • Use judgment to determine extravagance. • Often, requests are legitimate. Sometimes, not. • Ask questions, consult with others. − Administrative staff and IBA can assist. − IBA must review refusal determinations. • Request refused? Go through IBA to notify requester. 20 Restricted Items • Requests cannot be filled w/appropriated funds. • Federal, state, local may have listings. • Also . . . consult with incident agency. • ADP/telecommunications require many, varied approvals. − Follow agency process. 21 Standing Orders • Recurring needs, service and supply. − Ice, drinks, newspapers, tire and vehicle repair. • Buying teams typical handle. • Establish tracking method. − Cancel when needed. − Take care not to overlook. 22 Medical Unit Supplies • Process by brand name, in exact amounts and dosage size ordered. − No brand name substitutions unless approved. • EMT’s work under the umbrella of the medical provider and are authorized to dispense specific medications. 23 SUBSISTENCE AND LODGING PROVISIONS • Normally provided to incident personnel • Food at Official Duty Station − Federal funds can not be used unless an exception is met. − Exceptions • Personnel are in the field engaged in emergency operations AND • Operational period prevents personnel from taking meals home or in the normal office Unique Items - SUPPLEMENTAL FOODS • The following may be provided if there is not a more restrictive agency or geographic area policy: − Fruit or dried fruit or fruit juice and vegetables Unique Items - SUPPLEMENTAL FOODS − Liquid supplements in the form of sports drinks or mixes that provide electrolytes and meet the carbohydrate solution mixes recommended in “Feeding the Firefighter” − Candy Bars and Energy Bars Unique Items - SUPPLEMENTAL FOODS • Require IC justification and concurrence from Agency Administrator Incident Procurement Unit 5 – Acquisition Methods Government Purchase Cards and Convenience Checks • Incident agency usually requests procurement officers to use both -- to the maximum extent practicable. • Can be done; must be within: − Procurement officers delegated authority. − Rules and regulations of his/her agency. − IIBMH guidelines. 29 Check and Card Payments • Use w/incident agency approval & within procurement officer’s agency guidelines. • Purchase exceeds threshold, use a PO or BPA as the procurement instrument. • A warranted CO may make the payment with a purchase card or check. 30 Check and Card Payments (cont’d) • Not assigned to incident must have authorization to use purchase card or checks. • Personnel not at official duty station, retain original documentation and provide copy to the incident. • Personnel supporting at duty station, give copies to incident. 31 NIBTG Card/Check Criteria Maintain logs, by cardholder/check writer. Record accounting charge code, resource order number and incident number of each receipt. Maintain safekeeping procedures for unused checks. Maintain copy in official vendor files. Reconcile transactions on the incident or as soon as returning to home unit. 32 NIBTG Card/Check Criteria (cont’d) Report transactions > micropurchase threshold in FPDS-NG. Capture 1099 information when using convenience checks. Cards/checks = probability for duplicate payments. Pay from original records only! Confirm if checks are/are not authorized for BPA or EERA payments. Land Use Agreements WHY? Emergency Situations IC Camps Helitack Operations Dipping Sites Prescribed Burns Just to name a few LAND USE AND FACILITY RENTAL AGREEMENTS – How and Who? • Use simplified acquisition procedures • No special leasing authority • Procurement Officials with Warrant Authority • PUL, BUYL LAND USE AND FACILITY RENTAL AGREEMENTS - Reference • Interagency Incident Business Management Handbook, Chapter 20 − Page 20-8 • Appendix B – Tool Kit − Pages B-8 thru B-21 LAND USE AND FACILITY RENTAL AGREEMENTS - Checklists • Use Checklists (IBMH pages B-9 thru B-12) − Schools, Fairgrounds, or other related − Dipping Sites/Ponds − IC Camp/Helibase − Airports LAND USE AND FACILITY RENTAL AGREEMENTS • Complete description • Intended use • Agreed-to Rate (Determine Ownership!) • Provisions for making alterations • Restoration requirements • Condition Agreements must be negotiated and signed. Nocost land use agreements are not binding or valid!!! If an agreement is established with consideration, e.g. grass seed, field use for incident base camp, fence repair, the agreement is binding. DIPPING SITES/PONDS • Impact – amount of drawdown, site disturbance • Fish (Stocking Permit?) • Noxious Weeds • Water (usage and replenishment), Water rights (who owns the water • Fences • Access • Flight Path • Livestock/Wildlife • Loss of Foilage/Crop/Pasture • Use of pumps or wells Pre-Season LUA’s No Pre-Season LUA’s shall be created with out request/permission! Of course, always exceptions: • Municipalities City or Local Governments that require board meeting/member signatures i.e.; − City Water, Gray Water − Schools • Situations Not Requiring a LUA − Federal Government land/facilities run by concessionaire − Land/Facilities of other Federal, State and local governments • Check NRCG Website for Coop Agreements for Montana, Idaho, ND, SD and the Pacific NW (http://www.fs.fed.us/r1/fire/nrcg/) • State Trust Lands require LUA. These lands are required to generate income. − Non-Wildland Fire incidents (FEMA) − Direct Fire Suppression Activity − Federally Funded runways and towers Equipment Rentals Emergency Equipment Rental Agreements Incident Only EERAs • Use Form OF-294 • Only for the life of the Incident • Use GA supplement rates • Or may need to negotiate rate • Use standard method of hire (Exhibit 01, IIBMH) • Can be done by PUL, BT or host CO Incident Only EERAs • Use host Agency contract numbering protocol • Get vendor data • Attach clauses, WD • Prepare document package for camp • Never pay with a credit card or check EERA Document Package • OF-305 Rental-Use Envelope • OF-294 Copy of signed EERA • OF-296 Pre-use Inspection checklist • OF-297 Emergency Equip. Shift Ticket • OF-286 Emergency Equip. Use Invoice • Copy of the Resource Order BUYING TEAM SPREADSHEET!!! BUYING TEAM SPREADSHEET • Spreadsheet is formatted • Use one spreadsheet for each incident • Four tabs in the Workbook • Coordinate with Dispatch and Finance at Camp on times to send Spreadsheet. BUYING TEAM SPREADSHEET • Input Directions − Enter resource orders as received − Enter partial fills – create a new line with the remaining amount − Standing orders – enter each time − Credits or returns – enter on a new line − Rental items – fill in vendor name, city, state, $0.00, current date – Create new line