1. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2)  EQTR Review, Tips, Tools  2014 Updates  Fuel Issues for 2014 1 CONTRACTING AND EQTR REVIEW

2. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 1.What is the PROCUREMENT METHOD? ~ and… 2.What is the ADMINISTRATIVE OFFICE FOR PAYMENT; based on that Procurement Method. 2 HOW TO CORRECTLY ENTER & INVOICE EQUIPMENT IN ISUITE ~ For EACH Item… You Need To Answer The Following

3. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) NR-Webinar 2014 ~ EQTR 3 1)National Contracts 2)Geographic Area Solicitations (Competed Items on Pre-Season agreements: I-BPA’s) 3)Incident ONLY – EERA’s 4)Commercial Items  Consumable Supplies  Durable Supplies  Rented Equipment  Services PROCUREMENT METHODS

4. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) NR-Webinar 2014 ~ EQTR 4 NATIONAL Contracts Contracts are found on the NIFC Website http://www.fs.fed.us/fire/contracting/ Are ALL paid by FS-ASC …regardless of incident jurisdictional agency. Crews and Buses are Entered into I-Suite as CONTRACT  resources. [CTR] & [SHW] are not entered as CONTRACT resources, (Cost Item Only) but I-Suite will create an FS Accrual based on AGENCY [PVT] + the KIND codes. Aircraft is Cost Item only. Select CONTRACT  Resource to generate OF-286.

5. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 5

6. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) NR-Webinar 2014 ~ EQTR 6 Geographic Area Solicitations (Northern Rockies) http://www.fs.fed.us/r1/fire/nrcg/index.html Used by all Fed and State partners (FS, DOI, ID, MT, ND & SD) – IBPA’s Paid via OF-286 by Incident Jurisdictional Agency These Competed items are entered into I-Suite as CONTRACT  resources & AGENCY = PVT. Competed item awards are issued by the Forest Service, BLM, and MT- DNRC.

7. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 7 Go to web for complete list…

8. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) NR-Webinar 2014 ~ EQTR 8 Commercial items usually have established prices, & can be procured by any purchaser within their delegated authority. For Rental Equipment – consider the possible length of rental time, and total payment amount that will be due when the equipment is returned, to determine procurement authority needed to rent. Consumable supplies are generally one time payments made at the time of purchase. Items without an established price i.e. LUA’s will need to be negotiated by a Contracting Officer. Entered into I-Suite as COST item only (Exception is LUA paid via an OF-286, on a FS Jurisdictional Incident.) DO NOT check the CONTRACT box! AGENCY for the Vendor = [PVT] I-Suite will assign Accrual code [EXCL] Commercial Items  Supplies  Rented Equipment  Services  You need a Purchasing Agent or C.O. to create the procurement instrument.  Credit Card Order – Preferred  Check (if vendor cannot take credit card – i.e. private party ~ not a commercial vendor)  BLM BPA (MUST be returned to, and paid by, the issuing agency!)  Land Use Agreements (LUA’s) may be paid by either OF-286 or check ~ VERIFY payment method which will be determined by the issuing Contracting Officer for the LUA.  Utilize NEW ~ Commercial Rental/Service Envelope NFES 002113

9. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 9  Usually consumable items  Water, Gatorade, Ice  Lunches  Fuel  Office supplies  First aid supplies  Cleaning supplies & trash bags  Fruit (as supplemental food item)  Durable Goods become the PROPERTY of the incident jurisdictional agency!  Fax machines  Phones (the instrument – not the service)  Dumpsters  Reefer  Light Towers  Generators  Traffic signs (electronic)  Utility services:  Phone  Electric  Water  ATV’s & UTV’s  Refer to NR-UnOperated Eqmt matrix. Commercial Item: Supplies ***Usually entered into I-Suite as a DAILY SUM$$ ~ from a spreadsheet provided by purchasers. Commercial Item: Rental Equipment & Services ***Enter into I-Suite as COST Item with estimate based on Rate Type + Units (day/hour/mile) for each R.O. number. EQTR may be asked to coordinate Shift Tickets

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11. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 11

12. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 12 Cost Items ONLY!

13. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 13 FS Issues VIPR Agreement Extended to 10/11/2014

14. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 14

15. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 15 Competed Item: Un-Operated Equipment Tent/Yurt for 2014 ~ no change from 2013 FS Agreement AG-0343-B-11-7029 ~ 04/11/2011-has been EXTENDED to 10/11/2014 Cooling units & flooring included with TY3 & 4 tents Does NOT include insulated roofs or heaters. Any OPTIONAL items requested – that are not listed in the contract ~ 1 st ! Requires a purchasing agent to put a procurement instrument in place as a Commercial Item. Competed Item: Un-Operated Equipment Tent/Yurt for 2014 ~ no change from 2013 FS Agreement AG-0343-B-11-7029 ~ 04/11/2011-has been EXTENDED to 10/11/2014 Cooling units & flooring included with TY3 & 4 tents Does NOT include insulated roofs or heaters. Any OPTIONAL items requested – that are not listed in the contract ~ 1 st ! Requires a purchasing agent to put a procurement instrument in place as a Commercial Item.

16. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) NR-Webinar 2014 ~ EQTR 16 Where to find IBPA’s for the various Northern Rockies Agencies: NRCG Web USFS – VIPR website (3 year contracts) MT-DNRC – EERA’s ~ reissued annually BLM EACH AGREEMENT OR CONTRACT HAS THE FOLLOWING ESSENTIAL INFORMATION NEEDED FOR I-SUITE AND INVOICING:  Contract/Agreement Number  Vendors Name & Address  DUNS number  Effective Dates of Award  Point of Hire!  Who provides Operator & Supplies  Rates and payment units (day; hour, mile, guarantee…)  Administrative Office for Pymts. Also required:  Date & Time of Hire (Shift Ticket)  When Vendor started travelling to the incident after receiving a R.O.  ‘Wheels Started Rolling’ BLM Contracts for Fuel Tenders, Potable Water & Gray Water can be obtained from any N.R. Dispatch Center.

17. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 17 NATIONAL CONTRACTS

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22. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 22 1 X 13 Hrs = 13 ~ (Ridgley) 19 X 12.5 Hrs = 237.50 ~ (Rest of Crew) Total Hrs = 250.50 ERROR – No Crew ID # to audit rate

23. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 23 Adding the NCC# to the Resource Name is useful in grid searches and reporting, but this does NOT help with payment audits as the Resource Name is not part of the OF-286 information. You could … put the NCC# in Remarks, but as THIS IS the Unique Identifier for each contract crew – this should be entered in the appropriate Unique ID box. Daily Each Hourly Mileage

24. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 24 NATIONAL CONTRACT CREW CLAUSES: EXAMPLE!

25. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 25 FS VIPR AGREEMENTS

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27. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 27

28. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 28 NOT! Always Page 3 or 4!

29. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 29 Double Shift Rate $3217.50/Day

30. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 30 Know the Agreement CLAUSES:

31. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 31

32. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 32 MT-DNRC EERA’S

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36. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 36 Use Correct Agmt # !!

37. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 37

38. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 1.KIND code of the item/service 2.AGENCY code (for the vendor/owner) Note: The Accrual Code will be assigned (automatically by I-Suite) based on: The KIND code + AGENCY code (matrix in ASC Annual Instructions) 38 WHEN THE EQUIPMENT CHECKS INTO FINANCE… ~ Verify that the following information is correct: The PAYMENT AGENCY Defaults to the Jurisdictional Agency identified in I-Suite; DO NOT… enter a PAYMENT AGENCY unless it is NOT the Jurisdictional Agency. The Payment Agency can only be entered on the COST tab and is a manual adjustment for individual items!

39. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 39  I-BPA/VIPR ~  Incident Only EERA ~  National Contract ~  OTHER

40. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 40

41. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 41 - Commercial Contractors are ALWAYS entered as AGENCY = PVT Regardless …of who solicited/awarded the contract.

42. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 42 An accurate AGENCY code is required (for I- Suite) to create FS Accruals!

43. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) NRCG2010IFL – Create Resources - - 43 - When adding Contract Eqmt & Contract Crews; a Unique ID and Rate information is REQUIRED. Rate info MUST MATCH the Contract. You can have multiple ‘Primary’ &/or ‘Special’ rates; consider how you will pay, to determine which to use…

44. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 44 - ADMINISTRATIVE OFFICE FOR PAYMENT CONTRACTORS #1 Add Contract

45. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 45 - #2 Add Agreement

46. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 46 - Even though this is a FS Jurisdictional Incident – there are multiple Admin Offices for Payment based on the Procurement Instruments and types of resources used. #2 Add Payment Offices

47. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 47 I-Suite

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49. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 49 Start of Travel time for initial assignment Add any remarks that help clarify what the equipment did or did not do during the shift(s) shown (i.e. travel, breakdown, etc.)  List Names of ALL Operators

50. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 50 UNDERSTRENGTH ENGINE CREW Why… to ALWAYS ROSTER!

51. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) 51 In FS VIPR Contracts

52. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 52 - (Inferred) Deduct the same $21/hour for engines retained by the incident with only 2 crew members. In MT-DNRC Agreements

53. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 53 - INVOICE DEDUCTIONS

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55. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 55 -

56. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 56 - Equipment Deductions/Exceptions for time broken down

57. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 57 - On shift 0630-1200 = 5.5 hrs worked Broke down 1200-1600 (4 hours out of 16 hour IAP ‘shift’) On shift 1600-2000 = 4 hrs worked for total worked for the day = 9.5 Daily Rate $1,950/16 hr shift = $121.875/hr x hrs worked (9.5 hrs worked) = $1,157.81 due This IAP shows a 16 hour shift

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59. NRCG Business Committee – EQTR Review NR-Webinar 2014 ~ EQTR (part 2) - - 59 - Identify procurement method for each item Identify the payment agency Do you have enough agreement information to make an accurate payment? Do you have their 1 st shift ticket and does it indicate travel (and mileage if applicable) to the incident? If Commercial Item – who is the person with I-Suite COST access for you to coordinate with? I-Suite: Make sure you are only checking the CONTRACT  box if you are going to process payment via an OF-286 Confirm that each vendor has the correct ADMINISTRATIVE OFFICE FOR PAYMENT assigned! Make sure you understand… how to correctly enter the rate type and payment units to use. Make sure you have ALL applicable contract information entered that is needed on the OF-286 for payment and audit purposes. EQTR Review:

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