Incident Procurement Training National Buying Teams

1. Incident Procurement TrainingNational Buying Teams MAY 22, 2014

2. Introductions • Introductions – • Mike Lucas, Marty Schmidt, Tami Mitchell • Regional Office AQM, WMAZ • Buying Team Leaders, Buying Team Assistant Leader

3. Agenda • Team Organization, Qualifications & Training • Buying Team Kit • Mobilization • Buying Team Responsibilities • Buying Team Spreadsheet • Demonstration

4. Organization, Qualifications and Training

5. Buying Team “Who We Are”! • 7 Members • 1 Leader • 6 Team Members • 1 Deputy Leader • 2 Warranted • 1 Trainee (if we have any)

6. 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)

7. 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

8. Buying Team Kit • A. Reference Material • 1. Interagency Incident Business Management Handbook • Read and Follow!!! – Use most Current – Chapter 20! • 2. National Buying Team Guide • 3. Service and Supply Plan (get at incident) • B. Equipment • 1. Laptop loaded with the spreadsheets and frequently used forms. • C. Supplies • D. Forms

9. Set Up Supplies

10. Forms

11. C. Internet/Intranet Website References1. National BUYT Guide is available at: http://www.nwcg.gov/pms/pubs/pubs.htm2. NRCC http://gacc.nifc.gov/nrcc/administrative/training/training.htm3. NWCG Internet homepage:http://www.nwcg.gov4. NRCG http://www.fs.fed.us/r1/fire/nrcg/6. System for Awards Management (SAM): https://www.sam.gov/portal/public/SAM/ • 5. Interagency Incident Business Management Handbook: • http://www.nwcg.gov/pms/pubs/pubs.htm

12. Mobilization • 1st - With in Geographic Area • 2nd - Outside Geographic Area • BUYL – receives call from Dispatch • Fun Begins!!!

13. When we Arrive? • Set up • In briefing with IBA, IMT, Exiting BUYT • Establish communications • Establish Working hours, BUYT Location

14. Buying Team Responsibilities

15. 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

16. Incident Procurement The “Buy” in Buying Team

17. RESOURCE ORDER?

18. WAYBILL?

19. COMMERCIAL RENTAL/SERVICE ENVELOPE?

20. 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.

21. 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.

22. 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.

23. 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.

24. 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

25. 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

26. 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

27. Unique Items - SUPPLEMENTAL FOODS • Require IC justification and concurrence from Agency Administrator

28. Incident Procurement Unit 5 – Acquisition Methods

29. Government Purchase Cards andConvenience 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.

30. 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.

31. 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.

32. 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.

33. 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.

34. Land Use Agreements

35. WHY? • Emergency Situations • IC Camps • Helitack Operations • Dipping Sites • Prescribed Burns • Just to name a few

36. LAND USE AND FACILITY RENTAL AGREEMENTS – How and Who? • Use simplified acquisition procedures • No special leasing authority • Procurement Officials with Warrant Authority • PUL, BUYL

37. 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

38. 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

40. LAND USE AND FACILITY RENTAL AGREEMENTS • Complete description • Intended use • Agreed-to Rate (Determine Ownership!) • Provisions for making alterations • Restoration requirements • Condition

41. Agreements must be negotiated and signed. No-cost 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.

42. 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

43. 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

44. 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

45. Equipment Rentals Emergency Equipment Rental Agreements

46. 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

47. 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

48. 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

49. BUYING TEAM SPREADSHEET!!!

50. 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.