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LESSONS LEARNED FY2011 1 OVERVIEW A number of equipment payment packages were reviewed and several lessons were learned. Multiple errors & trends were.

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Presentation on theme: "LESSONS LEARNED FY2011 1 OVERVIEW A number of equipment payment packages were reviewed and several lessons were learned. Multiple errors & trends were."— Presentation transcript:

1

2 LESSONS LEARNED FY2011 1

3 OVERVIEW A number of equipment payment packages were reviewed and several lessons were learned. Multiple errors & trends were identified. As a result, recommendations for additional follow- up & training was recommended for field & incident personnel. The goal of this training is to increase accuracy and reduce erroneous payments. 2

4 MODULES Module 01 – What to record on an OF-297, Emergency Equipment Shift Ticket Module 02 – What to record on an OF-286, Emergency Equipment Use Invoice Module 03 – How to record Inoperable Equipment Module 04 – How to record Double Shifts Module 05 – How to read types of Agreements/Contracts Module 06 – Transport Payments Module 07 – Additional Payment Considerations 3

5 LESSONS LEARNED FY2011 MODULE 01 4

6 Block 1 - The contract number for VIPR IBPA is found on page 1, block 2 of SF-30 or block 2 on OF

7 Block 13 Equipment Use - Start & Stop time Record the actual start of travel time for initial assignment. 6

8 Block 14 - Remarks, document any special conditions that would assist the EQTR in posting and validating in accordance with agreement, e.g. equipment breakdown, double shifts, same operator for 2 pieces of equipment, etc. 7

9 LESSONS LEARNED FY2011 MODULE 02 8

10 Block 1 - Contractors name & address (found in block 4 on OF-294 EERA or block 17a on IBPA) DUNS: Normally listed with vendor information on OF-294 & IBPA For Incident Only Agreements please include VCIW (Vendor Code Information Worksheet FS ) Note: Before finalizing invoice and presenting to vendor for signature…please validate the Vendors name in I-Suite Database matches the Name, Address & DUNS on the Agreement/Contract. 9

11 2. Validate incident name and incident number. This information can be found on the copy of the Resource Order as well as the Shift Ticket (OF-297) 10

12 3. Agreement number: found in block 2 on OF-294 EERA and IBPA. Validate the number in Block 3 of OF-286 matches the agreement number in Block 2 of OF-294 or IBPA. Note: Do not enter Solicitation number, Block 5 of IBPA. 11

13 4. Effective dates of agreement: found in block 3 of OF-294 EERA and IBPA Verify agreement is valid, and dates of hire are within the agreements effective dates. 12

14 Block 6 - Point of hire: EERAs - found on Shift Ticket (OF-297) from 1 st day of travel. Exact location where the vendor Started Travel … should be a City & State. IBPAs - Point of hire definition in IBPAs is the resource location (city & state) the vendor designates in their offer. Note: IBPA clause D The vendor will be paid for travel to and from the incident from the equipment city and state they designated in their offer. Vendor must meet date and time needed. 13

15 Block 7 - Date of Hire: found on Shift Ticket (OF-297) from 1 st day of travel. This should be the actual date the vendor started traveling. 14

16 Block 8 - Time of Hire: found on Shift Ticket (OF-297) from 1 st day of travel. This should be the actual time the vendor started their shift or started traveling (wheels started rolling). Note: Do not enter 0000 or

17 LESSONS LEARNED FY2011 MODULE 05 16

18 MODULE 05 – HOW TO READ TYPES OF AGREEMENTS/CONTRACTS Reading Agreements/Contracts There are three primary families of incident procurement: National Contracts, IBPAs, and EERAs. All three can be utilized at an incident to acquire fire and/or all-hazard incident services; however, each of them differs in appearance and format. The following is a summary of the procurement types and where to locate applicable finance information in each. 17

19 MODULE 05 – HOW TO READ TYPES OF AGREEMENTS/CONTRACTS *Unit Summaries are posted on NIFC Incident Support Branchs site: 18

20 LESSONS LEARNED FY2011 MODULE 03 19

21 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT Equipment Time Recording Scenarios A resource is not paid in the event its not in a safe or operable condition or is otherwise not available for its assigned shift. Commonly referred to as the breakdown clause, this is considered an exception to time under hire and the Government is therefore authorized to adjust the Contractors payment to reflect the time it was physically available for the assigned shift. The most common scenario for utilizing this adjustment is for equipment breakdowns; however, it could also be used when an operator fails to show up for a shift or a resource becomes noncompliant, etc. 20

22 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT References: The applicable clauses should be cited when making an adjustment for inoperable or unsafe equipment. Both the IBPA and EERA include clauses addressing this: IBPA – Clause (a) states: No further payment will accrue during any period that resource under hire is not in a safe or operable condition or it is not available for the assigned shift or portions of the assigned shift. Payment will be based on the hours the resource was operational during the assigned shift, as documented on the shift ticket versus the designated shift, as shown on the Incident Action Plan. 21

23 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT References cont.: EERA – Clause 7(a) states: Daily Rate or Guarantee - No further payment under Clause 6 will accrue during any period that equipment under hire is not in a safe or operable condition or when Contractor furnished operator(s) is not available for the assigned shift or portions of the assigned shift. Payment will be based on the hours the equipment was operational during the assigned shift, as documented on the shift ticket versus the designated shift, as shown on the Incident Action Plan. 22

24 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT Calculation: The adjustment calculation can be done one of two ways with the same results. First, you can convert the daily rate into an hourly rate and multiply it by the hours it was available or second, you can determine the hourly rate and deduct the hours from the daily rate. For this exercise we will utilize the first calculation method. Three items are required to calculate the payment adjustment for an unavailable resource: 1) the shift ticket showing the time the resource was unavailable, 2) the IBPA/EERA, 3) and the IAP. The shift ticket should state the time the resource was unavailable, the IBPA/EERA will provide the work rate, and the IAP should identify the designated shift time. 23

25 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT Example: The following scenario will be used to demonstrate the calculation. A dozer is hired under its IBPA at a daily rate of $1,200. The shift on the IAP for the day is (12 hour shift). The shift ticket indicates the dozer started its shift at 0600 but was broke down from then finished its shift at In other words, the dozer was unavailable for 2 hours of the 12 hour shift. 24

26 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT Example cont.: The following steps are taken to calculate the adjustment: 1.Determine the hourly rate for the dozer by dividing the daily rate of $1,200 by 12 hours (the length of the designated shift in IAP). The hourly rate is therefore $1,200/12 hours = $100/hour. 2.Calculate the amount of the deduction by multiplying the 2 hours the dozer was unavailable (from the shift ticket) times the hourly rate of $100. The deduction for this shift is therefore 2 hours x $100/hour = $ Subtract the deduction of $200 from the daily rate of $1,200 (from the IBPA). The payment for this shift is therefore $1,200 daily rate - $200 deduction = $1,

27 MODULE 03 – HOW TO RECORD INOPERABLE OR UNSAFE EQUIPMENT Comments: Please keep in mind that the actual shift lengths may vary on any given day, for example, it could be 14, 16 hours, etc., but for calculation purposes we still use the shift length specified in the IAP. Also, break downs or periods of unavailability may not always be reflected on the shift ticket so consider additional sources to obtain this information, such as: Reviewing work orders from the mechanic. The mechanic should have documentation of the equipment it worked on, so the time a contracted resource was being serviced should be documented on a work order and thus adjusted accordingly for payment purposes. Ask equipment supervisors, such as Division Supervisors, Logistics, Ground Support, about any break downs or unavailable equipment. 26

28 LESSONS LEARNED FY2011 MODULE 04 27

29 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS Double Shifts There are two criteria that authorize payment of a double shift and both must be met in order to pay a resource a double shift (DS) rate. First, the resource order must state the resource was ordered for a DS and second, the resource/equipment must provide 2 operators/crews, or one for each shift. 28

30 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS Double Shifts Cont.: In contrast, a DS rate is not automatically paid once a resource exceeds an arbitrary shift length such as the designated shift in the IAP or the work/rest ratio of 16 hours. Without a DS resource order and two sets of operators, these circumstances are still considered a single shift (SS) and should be mitigated accordingly to comply with the 2:1 work/rest ratio. For example, if an engine worked an 18 hour shift the crew needs be off for at least 9 hours before starting the next shift. The resource would then work a shorter shift the following day but still be paid its full SS daily rate. 29

31 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS References: Paying a resource a DS does not typically require supporting documentation as long as the resource order is documented to reflect the days it was ordered as DS. Both the IBPA and EERA address double shift payments: 30

32 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS References cont.: IBPA Clause D (a) Double Shift equipment is staffed with two operators or crews (one per shift). There will be no compensation for a double shift unless a separate operator is ordered in writing for the second shift. Agency personnel at the Section Chief level may, by resource order, authorize a second operator if needed during the assignment. Double shifts, when ordered, will be paid at 165% of the daily rate. 31

33 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS References cont.: EERA Clause 6 (a)(4)(a) 2) Double Shift - (DS) is staffed with two operators or two crews (one per shift). The DS rate will apply any calendar day the DS was under hire, including travel. There will be no compensation for a double shift unless a separate operator(s) and or crew(s) is/are ordered in writing for the second shift. 3) Agency personnel at the Section Chief level may, by resource order, authorize a second operator or crew (Double Shift), if needed during the assignment. 32

34 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS Examples: For the following examples, assume a dozer was ordered DS, is documented on the Resource Order, and the vendor provides 2 sets of operators. The dozer is paid $1,000/SS and $1,650/DS. The following are examples of how to record and pay the DS: The dozer arrives at the incident and works the following shifts: Payment Day $1, Day $1, The vendor is entitled to two DS rates, at $1,650/day, since it was under hire for 8+ hours on both calendar days as a DS. Total payment would be $3,

35 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS Examples cont.: The dozer arrives at the incident on Day 1 and works the following shifts: Payment Day $825 Day $1, The vendor is entitled to one half-day DS rate for Day 1, since it was under hire for less then 8 hours on the calendar day, and one full DS rate, since it was under hire for 8+ on Day 2 as a DS. Total payment would be $825 (half of $1,650) + $1,650 = $2,

36 MODULE 04 – HOW TO RECORD DOUBLE SHIFTS Examples cont.: The dozer arrives at the incident and works the following shifts: Payment Day $1, Day $1, The DS is released, switches to SS Day $1,000 The vendor is entitled to two DS rates, for Day 1 & 2, and one SS rate for Day 3. Since the DS was still in effect for the calendar day on Day 2 its entitled to a DS rate. Payment would therefore be $1,650 + $1,650 + $1,000 = $4,

37 LESSONS LEARNED FY2011 MODULE 06 36

38 HEAVY EQUIPMENT WITH TRANSPORT Payments for transports changed with the new heavy equipment (HE) IBPAs. Previously, for payment purposes, transports were considered separate pieces of equipment and ordered, tracked, & paid with their own E#. Under the IBPA, however, transports are now ordered & paid with the HE under a single E#. The HE is required to be transported to/from the incident but the transport itself is not required to be listed on the IBPA, require its own E#, shift tickets, or invoice. The HE will have three rates listed on the schedule of items: daily rate, mileage rate, and minimum daily guarantee (MDG). The daily rate is for the HE and the mileage and MDG are used to compensate the transport. For each day the transport is retained with the HE it is paid the greater of the total mileage or MDG, whichever is greater. 37

39 HEAVY EQUIPMENT WITH TRANSPORT Example: A dozer is ordered and has the following rates: Daily -$1,000 Mileage - $3.00 MDG -$800 The dozer is transported 300 miles on Day 1, is retained at the incident for a day with no mileage, and then returns to its point of hire on Day 3. The payment would be: 38 Dozer Transport – paid the greater of mileage oo MDG Day DailyMileageMDGTotal 1 $1,000$900$800$1,900 2 $1,000$0$800$1,800 3 $1,000$900$800$1,900

40 ADDITIONAL PAYMENT CONSIDERATIONS Most IBPA resources are paid a single primary rate, such as daily rate; however, several resources include additional payment terms. Since ASC does not require shift tickets it is important that all deductions include supporting documentation, such as a general message or comments in the remarks section on the invoice, that explain why an addition or subtraction was made. The following are some of the common scenarios where payments may include additions/deductions: 39

41 D.6.7 LENGTH OF ASSIGNMENTS AND CREW CHANGE OUT Contractor personnel follow the same work/rest guidelines as agency employees. For length of assignments, when contractor personnel hit 14 days at the incident the Government has the option of: Requesting the Contractor provide replacement personnel. Note: no transportation costs are paid. Releasing the resource. R&R at camp. Meals, facilities, etc. can be used by the Contractor – but, we do not pay them their daily rate, guarantee, etc. 40

42 D.21.5 REMAIN OVERNIGHT ALLOWANCE (RON) RON is paid to the Contractor when the Government cannot provide a campsite and meals. The host unit must approve RON, reimbursement is based on Federal Travel Regulation rates, receipts are required, and reimbursement should be made on the OF-286 Use Invoice. RON is not paid: For travel to and from the incident. If the resource is allowed to return to its dispatch location during off-shift time. National Crews – paid after first day of dispatch 41

43 D ENGINE CREW DOWNGRADE OR REJECTION All engines are required to arrive with 3 crewmembers to be considered compliant. If after acceptance at the incident a crewmember is unable to work and the incident request it remains with 2 operators, the daily payment will be reduced by $300/shift. Important – anytime the ENGB is unavailable the resource is noncompliant and needs to be released. 42

44 D.21.3 REPAIRS The Contractor is responsible for paying for their repairs at the incident. When a Contractor is serviced by a Government provided/contracted mechanic, they will be billed $75/hour + parts/supplies. This should be deducted from the invoice. 43

45 D COMPRESSED AIR FOAM SYSTEM (CAFS) Both the Water Handling and Heavy Equipment with Water have the option of reimbursing the contractor for their CAFS. The CAFS needs to be documented on the Resource Order, hours noted on the shift ticket, and payment is made for the actual hours the system was used. The current payment schedule included in both IBPAs is: Cubic Feet/Minute CAFS Allowance (CFM) With Pump and Roll HOURLY RATE PSI $ PSI $ PSI $ PSI $ PSI $

46 D.21. PAYMENTS - SEVERITY RATES Several IBPA resources can be ordered for severity assignments. For shifts 10 hours or less payment will be made at 75% of the daily rate. Shifts exceeding 10 hours are paid the full daily rate. 45


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