Preseason Incident Blanket Purchase Agreements I-BPA and Virtual Incident Procurement VIPR

1. Preseason Incident Blanket Purchase Agreements (I-BPA) and Virtual Incident Procurement (VIPR)

2. Discussion Items FESSAA Team Background of I-BPAs & VIPR 2010 VIPR Season in Review National Solicitation Plan for I-BPAs Policy Changes Dispatch Operations VIPR Enhancements 2 Acquisition Management USDA Forest Service

3. FESSAA Team Fire Equipment, Services, and Supplies Acquisition Analysis (FESSAA) Team WO AQM Operations � Ron Wester, AD Self-directed, virtual team Cheryl Emch, Management Analyst Judy Dunnam, Management Analyst Shane LaValley, Procurement Analyst Teri Sabin, Procurement Analyst 3 Acquisition Management USDA Forest Service Who is FESSAA and how we came to be��.Who is FESSAA and how we came to be��.

4. FESSAA Team FESSAA Mandate National Academy of Public Administration (NAPA) study entitled Containing Wildland Fire Costs: Improving Equipment and Services Acquisition (September, 2003) FY 2005 Congressional Program Direction to implement NAPA�s recommendations NAPA study was directed to FS and DOI, but only FS received Congressional direction to implement 4 Acquisition Management USDA Forest Service

5. Background of I-BPAs & VIPR USDA OIG Audit Report: Forest Service Emergency Equipment Rental Agreements (No. 08601-40-SF July 2005) determined: Administration of EERA�s neither gave the agency the best value nor the best vendor/equipment for its dollar. Preplanning process does not fully utilize the Federal Acquisition Regulations (FAR) and other sound business practices that would improve cost efficiencies and vendor effectiveness. 5 Acquisition Management USDA Forest Service

6. OIG Audit and Forest Service EERA Recommendations Do preseason EERAs on competitive basis Maintain competitive pricing in EERA database Establish suitable Acquisition Cycle Develop & implement mandatory performance evaluation system Maintain past performance information in EERA db Use past performance in best value analysis when awarding during preseason and at the incident Establish preseason inspections Establish a rating system for inspections Use equipment quality in best value analysis Upgrade EERA db to sort and produce reports Link EERA db to ROSS (track historical use) 6 Acquisition Management USDA Forest Service To meet USDA OIG Audit objectives & decrease cost - FAR based, best value driven, consistent nationally (do not read all of these, they are examples � other rec�s also that didn�t affect AQM) To meet USDA OIG Audit objectives & decrease cost - FAR based, best value driven, consistent nationally (do not read all of these, they are examples � other rec�s also that didn�t affect AQM)

7. 2010 VIPR Season in Review VIPR Training New & experienced VIPR users VIPR Inspections Module Online Web-based training modules available http://fsweb.wo.fs.fed.us/aqm/incident/vipr/training.php New VIPR HelpDesk Available 24/7 2499 total tickets for 2009 (through July) 1806 total tickets for 2010 (through July) 69 CO/COA/Equipment Specialists attended 2010 training sessions69 CO/COA/Equipment Specialists attended 2010 training sessions

8. 2010 VIPR Season in Review, cont. 8 Acquisition Management USDA Forest Service Significant improvement in VIPR as evidenced by decrease in HD tickets. In February of 2010 we had a VIPR system outage during a solicitation closing which caused a significant increase in Help Desk calls from vendors.Significant improvement in VIPR as evidenced by decrease in HD tickets. In February of 2010 we had a VIPR system outage during a solicitation closing which caused a significant increase in Help Desk calls from vendors.

9. 2010 VIPR Season in Review, cont. Solicited & Awarded New I-BPAs Refrigerated Trailer (National Solicitation) Bus, Crew Carrier (new National Solicitation) GAO Protest received - ruling in favor of FS Jun 2010; reopened and closed Aug 2010; Court of Federal Claims Protest Dec 2010; decision expected Mar 2011 Water Handling Equipment (Re-solicitation) Engines, Water Tenders (Support & Tactical) Heavy Equipment with Water (Re-solicitation) Pumper Cats, Skidgines, Softtracks 9 Acquisition Management USDA Forest Service Reefers were originally solicited regionally; After 2 years�changed from regional to national sol due to unreasonable prices ranges among all agreements. Reefers were originally solicited regionally; After 2 years�changed from regional to national sol due to unreasonable prices ranges among all agreements.

10. 2010 VIPR Season in Review, cont. VIPR Activity Report (as of 1/4/2011) 2011 solicitations are in progress, so those number will steadily increase as COs solicit and award for the upcoming season; 2008 agreements and resources will decrease as most expire. 2011 solicitations are in progress, so those number will steadily increase as COs solicit and award for the upcoming season; 2008 agreements and resources will decrease as most expire.

11. 2010 VIPR Season in Review, cont. Reference Materials http://www.fs.fed.us/business/incident/ FAQs CO Tips Online help feature for COs (introduced in 2010) Vendor User Guide & Quick Reference Guide VIPR Newsletter Vendor Brochure (updating for 2011 season) National Interagency Dispatch Standard Operating Guide for Contracted Equipment (posted to NICC web site under reference materials) Reference materials are periodically updated and available on AQM Incident Procurement Web sitesReference materials are periodically updated and available on AQM Incident Procurement Web sites

12. Scope of Solicitations I-BPAs are solicited on three primary levels as identified in the National Solicitation Plan for I-BPAs National one solicitation for all regions Regional one solicitation in each region Two regions can partner to issue inter-regional solicitations as appropriate Local solicitation level and acquisition cycle determined by the region (forest, zone, region) will vary and can be different from region to region 12 Acquisition Management USDA Forest Service National specifications and templates will be used; for national solicitations resource categories are determined through collaboration between WO AQM and FAM; when considering preseason or at-incident agreements, regions should consider the potential dollar amount over the life of the I-BPA, availability of resources and workload. National specifications and templates will be used; for national solicitations resource categories are determined through collaboration between WO AQM and FAM; when considering preseason or at-incident agreements, regions should consider the potential dollar amount over the life of the I-BPA, availability of resources and workload.

13. National Solicitation Plan for I-BPAs:National and Regional 13 This year, 2011, we are in the 5th and final year of phasing in competition for regional and national agreements using standardized specifications and templates; This year, 2011, we are in the 5th and final year of phasing in competition for regional and national agreements using standardized specifications and templates;

14. National Solicitation Plan for I-BPAs:Locals 14 In 2011 we�re also beginning a 2-year phase-in for local I-BPAs. The introduction of competition for local resources completes recommendations of the OIG Audit (05601-40-SF). In 2011 we�re also beginning a 2-year phase-in for local I-BPAs. The introduction of competition for local resources completes recommendations of the OIG Audit (05601-40-SF).

15. 2011 CO Assignments

16. 2011 Tentative Process Schedule 16 Acquisition Management USDA Forest Service

17. 2012 Program Update templates for re-solicitations Mobile Laundry Portable Toilets and Handwashing Stations Trailer-mounted Handwashing Station, Gray Water & Potable Water Develop new solicitations Medical Equipment Aircraft Rescue Firefighting Apparatus 17 FESSAA facilitates process to review existing templates or develop new ones. See next slide�FESSAA facilitates process to review existing templates or develop new ones. See next slide�

18. 2012 National Solicitation Template Review

19. 19 Approval/Review Process for 2012 National Solicitation Templates�Comments due 4/11/11 The schedule this year as follows� field and vendor input due April 11, 2011. THIS IS YOUR OPPORTUNITY to provide comments. The schedule this year as follows� field and vendor input due April 11, 2011. THIS IS YOUR OPPORTUNITY to provide comments.

20. 20 Approval Process for 2012 National Solicitation Templates (Continued)

21. Policy Changes Parity Small Business Jobs and Credit Act of 2010 Changed �shall� to �may� SBA final rule on the Small Business Reauthorization Act of 2000 Women-Owned Small Businesses Other issues Cascading Set Aside for I-BPAs 8(A) Recommendation: Eliminate socioeconomic programs from I-BPAs; Implement in 2012 Switching gears� Discuss changes and issues; recommendation then NEED details on Parity Decision after decision which is expected 11/23. In 2011 COs could choose not to set aside for anything other than small business which was accomplish the same affect as the 2012 official implementation. Switching gears� Discuss changes and issues; recommendation then NEED details on Parity Decision after decision which is expected 11/23. In 2011 COs could choose not to set aside for anything other than small business which was accomplish the same affect as the 2012 official implementation.

22. Policy Changes, cont. CPS to CPARS Department requirement to use Contractor Performance Assessment Reporting System Evaluating transition from CPS to CPARS Goal is to change current form (Exhibit E) as little as possible in order to maintain continuity Meals & Lodging Exclude from I-BPA policy Enter into to IAS Direction to use CPARS effective 10/1/10Direction to use CPARS effective 10/1/10

23. Policy Changes, cont. Allowable Changes During annual roll-over process In addition to price, Contracting Officer�s can choose to allow changes to: Dispatch Centers Equipment Attributes Changes to Acquisition Cycle 1 to 3 year acquisition cycles allowed Local I-BPAs only If equipment of like or better equipment is offered during rollover, the CBA will change. Functionality in VIPR planned for Jan 2011, therefore, this will take affect for this year�s rollover mods � if the region chooses. If equipment of like or better equipment is offered during rollover, the CBA will change. Functionality in VIPR planned for Jan 2011, therefore, this will take affect for this year�s rollover mods � if the region chooses.

24. Policy Changes, cont. Single Typing of Equipment Multiple typing of equipment on I-BPAs is being reviewed for final decision. VIPR Implementation beginning in 2012 for new solicitations FSAR Supplement I-BPA policy will be codified in FSAR Part 13 Draft sent to directives Dec 2010

25. Dispatch Operations CO & Dispatch Communications are Critical VIPR does not replace verbal communications or the CO/Dispatcher relationship/responsibility Dispatch Data Entry Report for ROSS Generated by VIPR; available from CO National Interagency Dispatch Standard Operating Guide for Contracted Resources Provides detailed operating guidelines http://www.nifc.gov/nicc/logistics/references.htm Dispatch Data Entry Report for ROSS is a Excel spreadsheet that provides vendor & equipment information needed to populate vendor fields in ROSS; Dispatch SOG will be reviewed annually and updated as needed by WO FAM Operations. Dispatch Data Entry Report for ROSS is a Excel spreadsheet that provides vendor & equipment information needed to populate vendor fields in ROSS; Dispatch SOG will be reviewed annually and updated as needed by WO FAM Operations.

26. VIPR Enhancements  VIPR 3.1 and Beyond New Vendor Application Pilot using Wizard Technology Pilot will be used for the following solicitations: Communication Trailers Mechanic with Service Truck Vehicle with Driver Fuel Tender Helicopter Operations Support Trailer FPDS-NG Interface Scheduled for VIPR 3.3 March 2011 VIPR/ROSS Interface Scheduled for 2013 season VIPR 3.1 was released in November 2010; introduces the new vendor application pilot; vendors for communication trailers and mechanic w/service trucks will use pilot now, with the remaining three solicitations using the pilot beginning in January with the release of 3.2. FPDS-NG reporting is required by Transparency in Contracting laws to report usage and payment information - interface will eliminate manual input into the AQM report tooling (FPDS-NG) with auto-fill with information in VIPR. Finance must pursue their own interface to automatically transfer payment information. VIPR 3.1 was released in November 2010; introduces the new vendor application pilot; vendors for communication trailers and mechanic w/service trucks will use pilot now, with the remaining three solicitations using the pilot beginning in January with the release of 3.2. FPDS-NG reporting is required by Transparency in Contracting laws to report usage and payment information - interface will eliminate manual input into the AQM report tooling (FPDS-NG) with auto-fill with information in VIPR. Finance must pursue their own interface to automatically transfer payment information.

27. Questions? Your name, title, staff group/event, date of presentation http://www.fs.fed.us/business/incident/ Acquisition Management USDA Forest Service