Transcript WHAT YOU NEED TO KNOW - Southern Utah University

Southern Utah Workshop
Best Value Dispatching
Agenda
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Background
New Methodology
2 Step Process
Dispatch Priority
National Standards
National Templates
Solicitation Plan
EERAs
I-BPAs
CBA
VIPR
Eauthentication
Contractor Performance System (CPS)
2009 Chapter 20 updates
Background
 In 2005, the Office of the Inspector General reviewed the
procedures used to secure incident resources using
preseason and at-incident agreements. OIG found the
administration of EERAs neither gives the agency the best
value nor the best vendor for its dollar. (OIG Report No.
08601-40-SF)
 OIG determined since the EERA preseason sign-up periods
last several months and are established well in advance of
the incident, the need at that time is neither “unusual” nor
immediately “compelling.” Therefore, competitive
procedures should be used.
Background, continued
 During the audit concerns were also raised about
whether the EERA was a sanctioned procurement
tool under the Federal Acquisition Regulations
(FAR); whether past performance of contractors
was tracked and used to influence the agency’s
dispatch decisions, and whether the agency
consistently met its closest resource and vendor
rotation policies.
Background, continued
 Direction from the audit included:
• Preseason agreements on a competitive basis
• Use best value
• Establish a suitable acquisition cycle (now 3 years)
• Develop consistent equipment standards, inspection process, and
performance rating system
• Store data to sort and produce reports
 These changes comply with Federal Acquisition
Regulations, let the market determine the price for
equipment, balance workload of acquisition and fire
personnel, and more effectively use taxpayer funds.
Background, continued
 In FY 2006 the effort to implement a
consistent nationwide process for
competitively soliciting preseason
Emergency Equipment Rental Agreements
began.
 Additional information on the OIG audit can
be found at:
http://www.usda.gov/oig/webdocs/08601-40-SF.pdf
New Methodology
 A new methodology for awarding preseason Incident
Blanket Purchase Agreements (I-BPA) and determining
dispatch priority has been implemented in a two-step
process.
 I-BPA are preseason agreements for incident support
and will replace EERAs for preseason sign up of
equipment.
2 Step Process
 Step 1 – Award I-BPAs on a multiple award basis using
competitive best value processes.
 Best Value is equipment offering the greatest advantages
in relation to price.
 Step 2 - determine the dispatch priority weighing
advantages for each piece of equipment (as defined by
FAR) in relation to the quoted price. The equipment
offering the overall best value is dispatched first.
Dispatch Priority Lists (DPL)
 Each host dispatch center will have an established priority
dispatch list
 Contractor resources will be dispatched based on this
priority ranking for other than initial attack.
 DPL will be organized by dispatch zone (or Geographic
Area) updated as necessary, and posted on a public
website.
Where are Dispatch Priority Lists
Found?
 You can access the priority list on your Geographic
Area’s website.
http://gacc.nifc.gov/egbc/logistics/equipment_supplie
s/equipment_supplies.htm
http://gacc.nifc.gov/wgbc/logistics/equipment_suppli
es/equipment_supplies.htm
http://gacc.nifc.gov/rmcc/
How is the Priority Lists Used?
 Priority Lists are used for large fires.
 When an order is received from the incident, the dispatcher
will contact the first vendor on the list to fill the order. If that
vendor is unavailable, the dispatcher will continue moving
down the list until the order is filled. If an incident orders a
specific configuration of equipment (i.e. dozer with a winch),
the dispatcher will contact the first vendor on the list who has
the equipment that meets the needs of the incident.
 Once the Dispatch Priority List is exhausted, Incident Only
EERAs may be signed up.
National Standards
 National equipment standards/typing and standard inspection
forms have been developed to provide consistency throughout the
Agencies.
 The standard specifications and typing will be included in national
solicitation templates to be used by agencies engaged in wildland
fire suppression and all-risk incidents.
 National standard methods of hire are continuously being
developed for equipment commonly used in supporting incidents;
and to provide consistency throughout the procurement process
(e.g. payment methods, operated/unoperated)
Where are the Nationals Standards?
 The National Standards can be found at :
http://www.fs.fed.us/business/incident/static/eera/E
quipment_and_Method_of_Hire_Stds_IIBMH110607.
doc
Why Were the National Templates
Developed?
 National Solicitation Templates have been established
to provide consistency in the acquisition methodology,
methods of hire and equipment typing and standards.
 The Fire Equipment Working Team was tasked by NWCG
to develop National Templates on an interagency basis.
 You can find the templates at:
http://www.fs.fed.us/business/incident/solicitations.php
What Types of Equipment Have a National
Solicitation Template?
Competitive Templates
Non-Competitive Templates

Water Handling
 Chainsaw Small

Clerical Support Unit

Faller Module

GIS Unit

Mechanic Service Truck
Equipment Repair
 Chipper
 Vehicle with Driver

Refrigerated Trailer Unit

Tent

Heavy Equipment with transport

Mobile Laundry

Portable Toilet/Portable Hand washing
Station

Potable Water/Gray Water/Trailer
Mounted Hand washing Station
Competitive vs. Non-Competitive
Templates
Competitive
Non-Competitive
 Equipment is solicited
 Equipment is NOT
 Competitively
solicited.
 Government
established rates by
geographic areas
established rates
 Dispatch Priority List
generated
National Solicitation Plan, Continued
For additional information on equipment typing
http://www.fs.fed.us/business/incident/static/eera/Equipment_and_M
ethod_of_Hire_Stds_IIBMH110607.doc.


Rocky Basin Coordination Group with the Operations Group determine what
incident equipment needs will be.

Each solicitation will utilize national specifications and best value criteria.

All Preseason I-BPAs will be competitively solicited every 3 years. If vendors miss
the solicitation period, they will not have an opportunity to acquire an I-BPA for 3
years.

BLM & Forest Service are working together on solicitations. Rocky Mountain &
Great Basin Geographic areas are also working together to issue solicitations.
National Solicitation Plan
2007
2008
 Support water tenders
 Timber fallers
 Tactical water tenders
 *Tent/Canopy
 Engines
 *Refrigerated
 (Buses)
Truck/Trailer
 Mechanic Service
Truck
 Clerical Support Units
 GIS Units
National Solicitation Plan Continued:
2009
2010
 Portable
 Crew Carrier Bus
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Toilets/Portable
handwashing Stations
Potable Water Trucks
Gray Water Trucks
Trailer Mounted
Handwashing Stations
*Mobile Laundry
 Non-Tactical Water
Tenders
National Solicitation Plan Continued:
2011
 Weed Washing Unit
 Dozer
 Tractor Plow
 Excavator
* Rocky Mountain &
Great Basin will not
nationally solicit this
equipment, it will be
procured
commercially.
 Transport
For additional information on the National Solicitation Plan:
http://fsweb.wo.fs.fed.us/aqm/incident/eera/competitive_solicitation_plan.php
Who Issued the Solicitations?
Equipment
Agency
Area Solicited
For:
CO
CO
Location
Contact Info
Support water
tender
BLM
Great Basin &
Rocky
Mountain
Kenda
Tucker
BLM –
Nevada
775-861-6417
[email protected]
Tactical water
tender
FS
Great Basin &
Rocky
Mountain
Sue Huston
FS – R4
801-625-5811
[email protected]
Engine
FS
Great Basin &
Rocky
Mountain
Sue Huston
FS – R4
801-625-5811
[email protected]
Timber/Fallers
FS
Rocky
Mountain &
Great Basin
Tayna
FS – Idaho
Spanfellnerll
208-373-4133
[email protected]
Equipment
Agency
Area Solicited CO
For:
CO
Location
Contact Info
Tent/Canopy
BLM
Rocky
Mountain &
Great Basin
Patricia Fort
BLM –
Idaho
208-373-3910
[email protected]
Refrigerated
Truck/Trailer
FS
Rocky
Mountain &
Great Basin
Jeffery
Feeney
FS –
Colorado
[email protected]
Mechanic
Service Truck
FS
Rocky
Mountain &
Great Basin
Joel Butzin
FS –
Colorado
970-874-6613
[email protected]
Clerical Support
Unit
FS
Rocky
Mountain &
Great Basin
Tori Blunt
FS – Utah
801-975-3471
[email protected]
GIS Units
FS
Nation-Wide
Kermadine
Barton
FS –
Northwest
541-471-6746
[email protected]
Equipment
Agency
Area Solicited CO
For:
CO
Location
Contact Info
Potable/Gray
Water & Trailer
Mounted Hand
Wash Stations
BLM
Rocky
Mountain &
Great Basin
Patricia Fort
BLM –
Idaho
208-373-3910
[email protected]
Portable toilets
and Hand
FS
Rocky
Mountain &
Great Basin
Jeffery
Feeney
FS –
Colorado
[email protected]
Mechanic
Service Truck
FS
Rocky
Mountain &
Great Basin
Joel Butzin
FS –
Colorado
970-874-6613
[email protected]
Clerical Support
Unit
FS
Rocky
Mountain &
Great Basin
Tori Blunt
FS – Utah
801-975-3471
[email protected]
Where Can the Solicitations be
Found?
 Contracting Opportunities can be found by searching
the Federal Business Opportunities website
(FedBizOpps) at:
https://www.fbo.gov/
What is an EERA
 EERA = Emergency Equipment Rental Agreement.
 EERAs will now only be used for incident only signup
of equipment. They will no longer be used for
preseason sign up of equipment.
What is an I-BPA
 I-BPA = Incident Blanket Purchase Agreement
 I-BPA are preseason agreements for incident support
and will replace EERAs for preseason sign up of
equipment for use on incidents.
 Competitive Preseason I-BPAs are awarded using a
best value award process and the Choosing by
Advantages (CBA) methodology to determine the
dispatch priority.
I-BPA vs. EERA
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I-BPA
Preseason
Effective for 3 Years
Non-emergency
Issued on a SF-1449
Competitive or noncompetitive
Competitively establishes
rates
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EERA
Incident Only
Effective for length of
assignment
Emergency
Issued on an OF-294
Not competitive
Issued at an incident in
response to the
emergency activity when
I-BPAs have been
exhausted.
Chapter 20 rates
What is CBA?
 Choosing by Advantages (CBA) is a software program
used to create the Dispatch Priority Lists.
 By using the best value criteria in the solicitation, the
vendors equipment, cost, etc. is input into the software
and points are issued for each criteria. The total point
score is divided by the price to determine the cost to
benefit ratio of equipment for dispatch priority.
What is VIPR?
 Forest Service Procurement Tool
 VIPR is the Virtual Incident Procurement (VIPR) system,
which is a web-based incident procurement system used
by the Forest Service.
 VIPR provides numerous tools for Contracting Officers to
use for Incident Blanket Purchase Agreements, including
creation of solicitations and amendments, collection and
evaluation of offers, electronic award and modification of
agreements, electronic management of contract files and
creation of priority dispatch lists.
 Vendors will be able to submit quotes through VIPR
 DOI agencies will use their own procurement software
to solicit, amend, award and modify I-BPAs (ex. BLM
will use the program PRISM).
 You can find additional information about VIPR at:
http://fsweb.wo.fs.fed.us/aqm/incident/vipr/faq.php
What is eAuthentication?
(Forest Service Only)
 All vendors who wish to obtain a Forest Service preseason
I-BPA (either new or existing) MUST HAVE a Level 2 eAuth
account.
 In order for vendors to submit quotes through VIPR,
vendors providing resources for incidents will need to
obtain Level 2 eAuthentication.
 The Forest Service has prepared numerous resources to
assist vendors in obtaining a Level 2 eAuthentication
account, which are posted at:
http://www.fs.fed.us/business/incident/eauth.php
What is CPS?
 Contractor Performance System (CPS)
 The Contractor’s performance at an incident is evaluated
and input into the National Institutes of Health (NIH)
Contractor Performance System (CPS).
 Past performance information can be used by the
government to monitor the contractor throughout the life
of the I-BPA.
 It will provide a standardized method for evaluating and
collecting performance data.
 Contractors can review and respond to their performance
evaluations.
Who Will Enter Evaluations into CPS ?
 Incident personnel will submit completed
performance evaluations to the signing Contracting
Officer of the I-BPA.
What Performance Evaluation Form
Do I Use?
 National Solicitations:
 Use the performance evaluations found in the National
Competitive Templates.
 Non-National Solicitations:
 Use the incident performance forms found in Chapter
20.
Changes to Chapter 20
 Chapter 20 equipment rates are split in to two
categories:
 Competitive – These items have been nationally solicited
and should not be signed up pre-season outside of the
national solicitation process. Once the priority lists have
been depleted, equipment under this category can be
hired using Incident Only EERAs.
 Non-Competitive – Equipment under this category is to
be signed up on a pre-season I-BPA, SF-1449. You may
use Incident Only EERAs, OF-294 if your current
agreements have been exhausted.
 EERA, I-BPA, and VIPR were added to the definitions.
 Rates decreased from 2008.
 No rates were assigned to the following equipment, it may
be hired commercially and paid using a commercial
invoice:
 Pack String*
 Tents*
 Bus – Shuttle*
 Bus – Motor Coach*
 Modular Office*
 Mobile Laundry*
*Will need to be checked on by the committee to see if
they can be added hired commercially instead of I-BPA.
Side Note
 State policies may deviate from those of the
Federal agencies