Presentation on theme: "U.S. Coast Guard Emergency Response Contracting Support"— Presentation transcript:
1 U.S. Coast Guard Emergency Response Contracting Support _______________________________________________________________Shore Infrastructure Logistics Center (pcb-1)Emergency Response Contracting Branch
2 General Topics SILC (pcb-1) Basic Ordering Agreements (BOA) Funding Procedures including Ordering, Payments, Subcontracts, Certification of invoicesFormerly MLC Pollution ResponseModernization combined East and West Coast. Currently in the process of merging processes and web sites…. Uniformity and consistency
3 Contracting GoalsProvide immediate FOSC accessibility to BOA ContractorsNot to impede response effortsBroad spectrum oil/hazardous substance cleanup services, equipment, materials through BOAsEnsure reasonable pricingComplete and accurate cost documentationTimely payments, no interest paymentsEXCERPT FROM CGAP SUBCHAPTERThe Coast Guard responsibilities for the removal of oil and hazardous substances in waterways and adjoining shorelines are specified in the National Contingency Plan, 40 CFR 300, the Federal Water Pollution Control Act of 1971, as amended, the Comprehensive Environmental Response Cleanup and Liability Act of 1980, as amended, and the Oil Pollution Act of 1990.In order to expedite the processing of contracts for containment and clean-up of oil and hazardous substance spills, the preferred Coast Guard method of contracting is through the placement of orders against Basic Ordering Agreements (BOAs) as defined in FAR , using a time and materials pricing arrangement. However, other methods of contracting can be used when appropriate.
4 Pollution response to Disaster response… fall into ICS mode Staffing ResourcesFive Contract Specialists dedicated to pollution response contractingSix Contracting Officers - Three with Unlimited authority to “obligate” (spend) tax dollarsTwo Storekeepers dedicated to issue Orders/Invoices/Payments1 of the Contracting Officers is members of the LANT Area IMAT (Incident Management Assist Team).In the event of a major spill, a unit can request a Contracting Officer and we can respond on-sceneDeepwater / Athos/Hurricane Katrina, Rita, Ike / M/V Tintomara (New Orleans)Pollution response to Disaster response… fall into ICS mode
7 1st District Team B Contracting Officer: Jackie Dickson (757)628-4108 Contract Specialist:Willie Mayo (757)SK1 Keith Lewis (757)
8 5th District Team B Contracting Officer: Jackie Dickson (757)628-4108 Contract Specialist:Vacant (757)SK1 Keith Lewis (757)
9 7th District Team B: Contracting Officer; Jackie Dickson (757)628-4108 Contract Specialist:Pamela Barker (757)SK1 Keith Lewis (757)
10 8th District Team A: Contracting Officer: Dawn J. Dabney (757)628-4110 Contract Specialists:Jerry Hendricks (757)Cynthia Major (757)SK1 Kay Akana-Miller (757)
11 9th District Team A: Contracting Officer: Dawn J. Dabney (757)628-4110 Contract Specialist:Cynthia Major (757)SK1 Kay Akana-Miller (757)
12 BOA Contractor Requirements “First Responder” - able to respond to oil and/or Haz-Mat incidentsHave requisite personnel, equipment & materials based on FOSC input & industry standardsRefer interested companies to appropriate Contracting OfficerFormally Solicit every 3 YearsIt must be noted that BOAs are issued mostly to companies that provide cleanup services or other services as they relate to cleanup.OSRO Cert not requiredSILC does not have the assets to award & administer an infinite number of BOAs.In addition, whenever an interested company contacts SILC, we contact the closest MSO to find out any information about the company or get feedback as to the need for the company.SILC is currently advertising in FEDBIZOPS. We will evaluate contractors and then have units do site visits to verify capabilities.(If you talk to interested companies… just know… it takes up to 6 months to complete the BOA process)
13 Basic Ordering Agreements (BOAs) BOA is not a “contract”Specifically identifies personnel, equipment & supplies offeredIdentifies terms & conditions the contractor will adhere to in the event of a Federal ResponseDirects contractors how to complete dailies, obtain sub-contract/non-BOA approvals and submit invoicesTerms for CG – SOP/BOA Contractor – all terms outlined in BOA such as…Joint Travel RegulationsMonitor “not to exceed” ceilingsComplete dailies dailyRequest approvals for Sub-Contracting /Non-BOA items from the SILCInvoice in accordance with BOA
14 *see pages 20-21 - FFARM Field Guide, Appendix B FundingWhen an incident (spill) is identified, obtain:A Federal Project Number (FPN) when using the Oil Spill Liability Trust Fund (OSLTF) for oil spills*A Comprehensive Environmental Response, Compensation, & Liability Act (CERCLA) Project Number (CPN) for hazardous substance spills*A Disaster Project Number (DPN) when responding to a Mission Assignment (MA) under the Stafford ActThe FPN is made of 6 characters: The 1st lttr denotes the District of the cleanup/ The next 2 numbers are the fiscal year (FY) (99=1999, 00=2000)/ The next 3 numbers are sequential numbers. You can tell how many cleanups have been assigned (i.e. N is the 25th case for 8th District in 2001)The CPN is made of 6 characters.:The 1st lttr is a "C," which means it's a CERCLA case/ The next 2 numbers are the fiscal year/ The next 3 numbers are sequential numbers. Use the FFARM Checklist page 3 to evaluate opening the OSLTF.Does OSLTF apply?Actual or substantial threat of a discharge: FOSC determination & articulate threat in POLREP: i.e., groundwater (based on a hydrological survey; vessel adrift; etc.)OPA oil? (G-MOR decides): OPA specifically excludes CERCLA (Comprehensive Environmental Response, Compensation, and Liability Act) hazardous substances - G-MOR is contacted for consistency & ADM Card lttr dtd 24 Feb95 (handout during FFARM)Navigable waters: (authority is 40 CFR 110.1) Incl surface waters & EEZ (Exclusive Economic Zone)QUESTIONS: Can the OSLTF be used to fight a vessel fire? Yes///Can the OSLTF be used for towing services? Yes///Can the OSLTF be used to lighter and offload grounded vessels? Yes Does soft or hard bottom figure in? Yes. If there is soft bottom there may not be a substantial threat; hard bottom may pose a substantial threat. *see pages FFARM Field Guide, Appendix B
15 When does OSLTF Apply? Actual or substantial threat of a discharge Use the FFARM Checklist page 3 to evaluate opening the OSLTF.Does OSLTF apply?Actual or substantial threat of a discharge:FOSC determinationArticulate threat in POLREP: i.e., groundwater (based on a hydrological survey; vessel adrift; etc.)Navigable waters: (authority is 40 CFR 110.1)Includes surface waters and the EEZ (Exclusive Economic Zone)QUESTIONS:Can the OSLTF be used to fight a vessel fire? YesCan the OSLTF be used for towing services? YesCan the OSLTF be used to lighter and offload grounded vessels? YesDoes soft or hard bottom figure in? Yes. If there is soft bottom there may not be a substantial threat; hard bottom may pose a substantial threat. Actual or substantial threat of a dischargeIn Navigable waters
16 Does CERCLA Apply?Hazardous substance or unknown pollutant/ contaminantReleased into the environmentImminent and substantial threat to public health and welfareIf OPA does not apply, chances are CERCLA will (see checklist page 10 FFARM Field Guide.) CERCLA applies when a hazardous substance or unknown pollutant/contaminant exists The substance is released into the environment (geographically easier than OPA because navigable waters are not an issue), and The substance poses an imminent and substantial threat to public health and welfare (quantity is more of an issue than under OPA)Most common Coast Guard occurrence/use are mystery drums. The Marine Safety Lab and other commercial labs can be used to test samples.Instructor’s Notes:Question(s):Can you have an FPN and CERCLA number opened on one incident? YesWhy? For mixed spills where you can distinguish between oil and hazmat.How do you obtain a CERCLA number?
17 Ceiling for FPN or CPNProject ceilings are estimated to cover cost of entire projectATPs are issued to contractors to give “not to exceed” amount for work(can be equal to Project ceiling if there are no Coast Guard Direct costs)Coast Guard Direct vs Indirect costsTONOs / purchases for units (direct)Cutters, personnel, trucks (indirect)
18 FPN or CPNWhat do you do if you open a Federal Project using OLSTF and identify Haz-Mat? Do you open a CERCLA case?Contact NPFC Case officerDepending on the amount of Haz-Mat… you may have an FPN and CPN open concurrently
19 FOSC Responsibilities CG Federal On-scene Coordinator (FOSC) obtains Federal/CERCLA project number (funding) via CANAPSAuthorizations To Proceed Letter (ATP) issued by FOSC to BOA contractor for $50,000 or less; cleanup startedATP message issued by FOSC to SILC (pcb-1) within 24 hrsCOGARD SILC NORFOLK VA //PCB-1//POLREPS issued by FOSC to document response progressHow do I hire a contractor? POLREPIt's really fairly simple. Call the contractor and see if he is available to respond. You as the FOSCR order what you need from the contractors. You also decide what needs to be there. The contractor can bring other items to the response, but you have the authority to have unnecessary equipment removed. No labor, equipment or material should be included on the CG Dailies unless you approved its use/presence. As the FOSCR, you have authority and responsibility for the cleanup operations. The contractor must take your lead and follow your instructions. If you ever encounter a problem or experience habitual problems with a contractor, inform MLC. MLC will help. Because a BOA is in place, there are contractual terms and conditions that can be taken to ensure that any issues are resolved. We do not want or need to have a BOA with a contractor that does not work well with an FOSC/FOSCR.The reason BOAs cannot be used to replenish a unit's supplies is that the prices on the BOA are higher than the prices you can get when purchasing directly from a supplier. The BOAs are for emergency response services--not for "routine" work or simply for shopping.
20 FOSC Responsibilities, Cont’d MESSAGE TRAFFICCANAPS funding messageProject dates:A. Incident date:when the incident happenedB. FOSC Action Commencement date:Funds availableContractor ATP is this date or laterC. Date Project createdDate you generated CANAPS messageIncident and FOSC date may be same or before project dateCommencement date: important ATP message has to be this date or later. Or we are Anti-deficientInsufficent fundsATP messages Polreps
22 FOSC Responsibilities, Cont’d Reason for SelectionA BOA KTR is selected based onResponse timeTechnical capabilityPriceCGAP , COMPETITIONThis is the CGAP.EXCERPT FROM CGAP COMPETITION(d) Orders against BOAS shall not be awarded on a rotational basis among qualified contractors without pricing considerations. Orders shall be awarded to the contractor who offers the lowest price for those response times determined adequate considering the circumstances involved.
23 FOSC Responsibilities Cont’d Hiring two BOA contractors…Issue separate ATPs under same FPNEach contractor works directly for FOSCCost savings (no administrative fee)Ensures contractor’s offer BOA ratesEach contractor shall monitor their ceilingFOSC monitors each ceiling separatelyWe cannot direct the sub-contractor….The prime can request an admin fee for his level of effort of the sub.Separately
24 FOSC Responsibilities, Cont’d In the field…Contractor CG 5136’sOversight of the contractorVerification of quantities & hoursOrdering what is needed (technical)Must be completed daily…..Oversite… next slideVerification … ceiling management by both parties
25 FOSC Responsibilities, Cont’d FOSC should maintain log of contractor personnel and equipment (to certify dailies)FOSC has the authority to request personnel or equipment to be taken off job site- needs to happen during responseToo many personnelContractor brought entire inventoryBroken/non-operational equipmentNot required for clean upOnce you hire a contractor….. These are your responsbiliesProject Mgr, supervisor foreman – too many supervisors…Two may personnel for job.
26 Copy of CG5136 Short-form This is one is the series of the forms… There is 1 for personnel, equipment and subcontractorsThere is also a form for Coast Guard costs.
27 FOSC Responsibilities, Cont’d COST DOCUMENTATIONWhy track costs?Monitor ceilingWho should track costs?UnitContractorHow do I track costs?CG 5136s
28 FOSC Responsibilities, Cont’d Potential issues during responseTravel time (portal to portal)MobilizationOvertimeHolidays/weekendsDisposalCoast Guard dailies (CG 5136 series)Portal to portal – clock starts when they leave their facility….Mobilization Including in pricing unless otherwise specifed.Overtime/Holiday/ weekends Defined in contractor’s BOA…Disposal: Non-BOA – Subcontracted items… preapproval by Contracting office
29 FOSC Responsibilities, Cont’d Monitor “Not To Exceed” ceilingNotify Contracting Officer prior to exceeding ceiling IAW SOPDirects, monitors and inspects workVerifies services, equipment and materials are authorized dailies on the CG5136(e) series
30 FOSC Responsibilities, Cont’d Prompt Payment act requires proper invoices to be paid within 30 days of receiptFOSC unit date stamps invoice upon receiptReviews and certifies invoices for accuracy of labor, equipment and materials within 10 days of receiptCheck quantities, unit prices and extended prices for mathematical errorsCheck dailies against summary invoice*ensure Contractor ATP ceiling is sufficient to cover invoice… if not, increase ATPExceptions: anything that results or recommends non-payment of any portion of the invoice… do not send invoice back to contractorCheck dailies against invoiceAll prices should add up…. Labor/equipment/ materials on each daily should add up to the summary invoice.
31 FOSC Responsibilities, Cont’d FOSC does not have authority to reject an invoice…. Only Contracting OfficerAny exceptions to the invoice must be included in the certification (letter or )No later than 10 days from receipt FOSC shall certification package to SILCContracting Officer, Contract Specialist, SKSend Cost Documentation package to NPFCSee SOP for certification sample 7.a.4
32 FOSC Responsibilities, Cont’d Proper Invoice must include:(1) Name and address of the Contractor (2) Invoice date (3) FPN or CPN Number (4) Basic Ordering Agreement number (5) Description of supplies delivered or services performed. (6) Signed copies of Pollution Incident Daily Resource Report(s) (7) Copies of Subcontractor Invoices if any (See H.2) (8) Contractor’s Invoice Number (9) Contractor’s Data Universal Numbering System (DUNS) (10) Hazardous Substance/Material Manifest (if applicable) (11) Subcontractors Invoice if any (if applicable) (12) Release (Attachment J. 6) (Final invoice)
33 Hiring of Non-BOA KTRIf no BOA KTR can respond the FOSC can hire a Non-BOA contractorFOSC can issue an ATP to non-BOA KTR up to $50,000.00Contact SILC Contracting Officer ASAPNeed to provide: Who, what, when, where, etc.Message traffic should flow normally*(See CGAP subchapter )If the contractor cannot meet the response needs – the FOSC does have the verbal authority to hire a non-BOA contractor for UP TO $25,000 (i.e.,this could occur if there was a fire or lives were immediately in danger). But, the important thing is to contact SILC as soon as you can so that a contractual vehicle & rates can be established (a purchase order or credit card purchase, etc.).See the CGAP for additional information. NOTE: ATP = ‘Authorization to Proceed’ when dealing with BOA contracting vs the NPFC’s use of ATP as a direction to FINCEN as an ‘Authorization to Pay’ on a PRFA.
34 Non-BOA KTR (cont.) Contracting Officer contacts contractor checks debarred listensures contractor is registered at CCR.govestablish “Terms and Conditions”Sub-contract approvalsDisposal, etc.negotiate pricingprovide Coast Guard 5136s (Dailies)
35 Non-BOA KTR (cont.) Inventory equipment on scene No dailies: Use contractorInventory SheetNotify contractorof equipment notneededDirect contractor to remove equipment that is not necessary… ensure that you have agreement while on scene…If not… Contracting has less negotiation position after the fact.
36 Contracting Officer Responsibilities Monitor message trafficIssues Order under BOA citing FPN or CPN and Not-To-Exceed ceiling price in accordance with ATP messageNegotiates/approves requests for subcontracts & non-BOA itemsApproves Payment to Contractor based on FOSC certification of invoiceATP date same or after the date of fund opening date…Explain difference SILC East and West are merging and will be working the same way
37 Contracting Officer Responsibilities Sub-Contracted versus Non-BOA itemsSub-Contractor items: Contractual arrangements between BOA Contractor and 3rd Party ContractorServices, equipment or products not a part of BOANon-BOA items: Owned by the BOA contractor but not a part of the BOA.Ex: rarely used equipment and materials
38 Sub-Contractor versus Non-BOA items (cont’d) MUST be approved by Contracting Officer….BOA Section H.2. SUBCONTRACTS AND/OR NON-BOA ITEMS, SERVICESDirects the Contractor to notify the Contracting OfficerSILC SOP #4 paragraph #7BDirects FOSC to notify the Contracting Officer & Directs the contractor to do the sameOnly the Contracting Officer is authorized to approve cost
39 Invoice Payment Approval Invoice submitted in accordance with BOA G.3 (original to unit copy to SILC)SILC reviews invoice package to ensure submission is in accordance with BOA G.1.(e) Proper InvoiceFollows up with unit for Certification of invoice per paragraph 7.A.4 SOPApproves payment in accordance with Prompt Payment ActSILC should get the same package to review while they are certifying
40 Contractor Responsibilities Adheres to all Terms and Conditions of their BOAResponds to job site IAW time frames provided as planning factors in the CG OSRO guidelines or as otherwise agreed to with FOSCUses personnel, equipment, materials in quantities as directed by FOSC/OSC representative (OSCR)
41 Contractor Responsibilities Cont’d Documents all personnel, equipment, materials used each day on CG “dailies”Submits dailies to FOSC/OSCR for signature indicating agreement/ disagreementsMonitor “Not To Exceed” ceilingNotify Unit and Contracting Officer prior to exceeding ceiling IAW BOA Section H.4(b)Competition versus attempted competition both acceptable…, must be documentedPrior approval of sub-contracted items is only if reasonable… SILC does not stop response…. Contractor
42 Contractor Responsibilities Cont’d Submit requests for Sub-Contracts and/or Non-BOA approvals with competition to Contracting Officer prior to execution or within one business daySubmit “Proper” invoice in accordance with BOA G.1 Invoice Requirementsno later than 60 days after completion of servicesOr submit in writing to Contracting Officer, in writing, as to the reason it cannot be done and the anticipated date final billing
43 Annual Updates/Renewal Anniversary date of BOA award or last update; reviewed for accuracy, decision to negotiate (Contractor & Government decide)Performance EvaluationsOpportunity to add/delete itemsBenefits: Simpler, faster procedures used to alleviate time problems, excess paperwork for both parties, current market rates & updated resources
44 Summary BOA “Basic Ordering Agreement” Not a Contract FOSC and/or Contractor decides what needed; only Contracting Officer can negotiate and approve pricingInvoice certification must be completed within 10 days to avoid interest paymentsFinal invoices should be received within 60 days after job completed
45 What if…. RP identified after hiring BOA Contractor… RP hires a contractor initially… day three: decides he cannot pay contractor anymore so we Federalize the case…
46 What if…. Why is it important to get dailies daily? Ceiling Management Sub-Contract / Non-BOA ManagementMonitor personnel and equipment on-site
47 What if…. Project ceiling needs to be increased… CANAPS message Consult with NPFC Case ManagerDetermine if ATP ceiling needs to be increasedATP message increasing the ceiling
48 What if…. The contractor exceeds his ATP ceiling… Notify contracting officer immediatelyIncrease project ceiling if neededIncrease ATP messageDiscuss ceiling management with contractor
49 What if….Contractor submits an invoice after the case is closed by NPFC….Contact NPFC Case OfficerContact Contracting OfficerNPFC
50 What if…Your prime BOA contractor wants to hire another BOA contractor as their sub-contractor…
51 What is…. The website to the BOA… East Coast BOAs West Coast BOAs