incident procurement training national buying teams n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Incident Procurement Training National Buying Teams PowerPoint Presentation
Download Presentation
Incident Procurement Training National Buying Teams

Loading in 2 Seconds...

play fullscreen
1 / 53

Incident Procurement Training National Buying Teams - PowerPoint PPT Presentation


  • 285 Views
  • Uploaded on

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

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Incident Procurement Training National Buying Teams' - lynda


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
introductions
Introductions
  • Introductions –
    • Mike Lucas, Marty Schmidt, Tami Mitchell
    • Regional Office AQM, WMAZ
    • Buying Team Leaders, Buying Team Assistant Leader
agenda
Agenda
  • Team Organization, Qualifications & Training
  • Buying Team Kit
  • Mobilization
  • Buying Team Responsibilities
  • Buying Team Spreadsheet
    • Demonstration
buying team who we are
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
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
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
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
slide11

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
mobilization
Mobilization
  • 1st - With in Geographic Area
  • 2nd - Outside Geographic Area
  • BUYL – receives call from Dispatch
    • Fun Begins!!!
when we arrive
When we Arrive?
  • Set up
  • In briefing with IBA, IMT, Exiting BUYT
  • Establish communications
  • Establish Working hours, BUYT Location
slide15
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
incident procurement

Incident Procurement

The “Buy” in Buying Team

extravagant purchases
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.
restricted items
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.
standing orders
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.
medical unit supplies
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.
subsistence and lodging provisions
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
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 foods1
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 foods2
Unique Items - SUPPLEMENTAL FOODS
  • Require IC justification and concurrence from Agency Administrator
incident procurement1

Incident Procurement

Unit 5 – Acquisition Methods

government purchase cards and convenience checks
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.
check and card payments
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.
check and card payments cont d
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.
nibtg card check criteria
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.
nibtg card check criteria cont d
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.
slide35
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
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
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
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
LAND USE AND FACILITY RENTAL AGREEMENTS
  • Complete description
  • Intended use
  • Agreed-to Rate (Determine Ownership!)
  • Provisions for making alterations
  • Restoration requirements
  • Condition
slide41
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.

dipping sites ponds

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
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
slide44

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

Equipment Rentals

Emergency Equipment Rental Agreements

incident only eeras
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 eeras1
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
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 spreadsheet1
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 spreadsheet2
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