Fire Procurement “101” National Logistics Workshop Objectives 1. Review and provide understanding of the acquisition process for fires. 2.
Download ReportTranscript Fire Procurement “101” National Logistics Workshop Objectives 1. Review and provide understanding of the acquisition process for fires. 2.
Fire Procurement “101” National Logistics Workshop Objectives 1. Review and provide understanding of the acquisition process for fires. 2. Review the responsibilities of Logistics Section personnel in administration of EERA’s, Land Use Agreements and other contracts. Service and Supply Plan Incident agency establishes Identified supplies, equipment, and services Provided to the PROC and buying team leader. (IIBMH, Chapter 20) Requisitioning Procedures Resource Order Supply Unit Leader Dispatch IIBMH, Chapter 20 Buying Team Sources of Supply (IIBMH, Chapter 20) National cache system GSA NIFC interagency contracts Open market procurement Contract crews Engine and tender contracts Structural engines Bus contracts SAFETY CONCERNS AND CONTRACTING ISSUES Standards for Survival (Fallers, dozer operators, etc.) Work Rest Ratio Language Barriers – Contract Crews Crew Carriers Increased size of Contract Workforce Lack of Government Direction and Oversight (Experience and Leadership) Fire Taking an Active Role Developing Equipment Needs Acquisition Methods (IIBMH, Chapter 20) Purchases by most efficient method Resource order number on all purchase documents Original purchase documentation retained by home unit Copy provided for incident records TYPES OF DELIVERY SYSTEMS FOR FIRE PROCUREMENT EERA’s (Regional and Local) Examples: Dozers, Fallers, Vehicles w/operator, Generators, Laundry, Pack Strings, School Buses and Crew Buses, Carpenters w/tools, copy machines, fax machines, Refrigeration Trucks, Vans, Aircraft, etc. TYPES OF DELIVERY SYSTEMS FOR FIRE PROCUREMENT Interagency Contracts (FS, BLM/Park Service/BIA/ States) National Contracts Region 6 Engine/Tender “FS” Crew Contract “State of Oregon” Aircraft (Tankers & Helicopters) Retardant, Portable Retardant Plants, Catering, Commissary, Showers, Crew, Engines, etc.) TYPES OF DELIVERY SYSTEMS FOR FIRE PROCUREMENT Others BPA’s (Basic Ordering Agreements), Food, Lodging, Grocreies, Hardware, General Supplies, Copy Machines, Fax Machines, Cell Phones, Etc. Credit Cards Checks Purchase Orders (Required for Property Items) Emergency Equipment Rental Agreement (EERA), OF-294 Preferred Hiring Methods. (IIBMH, Chapter 20) – Geographic area may establish standard rates. – If no rate, PROC negotiates rates – PROC advises contractor of specific conditions of hire Emergency Equipment Rental Agreement, OF-294 (IIBMH, Chapter 20, Exhibits) TERMS AND CONDITIONS OF 294 – EERA Clause 1. Condition of Equipment – All equipment furnished under this agreement must be in acceptable condition. The Government reserves the right to reject equipment which is not in safe and operative condition. Clause 8. Exceptions (a). No further payment under the payments clause will accrue during any period that equipment is not in a safe operable condition or when Contractor furnished operator(s) is not available. TERMS AND CONDITIONS OF 294 – EERA Clause 13. Personal Protective Equipment – The Government considers operators as fireline personnel who will use and wear specified articles of personal protective equipment. The following mandatory items will be used by the Contractor, to operators performing within the scope of this agreement: (a) Clothing: (1) Flame resistant pants and shirts; (2) Gloves (either nomex or chrome tanned leather, when not furnished by the contractor); (3) Hard Hat; (4) Goggles or safety glasses. (b) Equipment: (1) Fire shelter; (2) Headlamp; (3) Individual First Aid Kit; (4) Other items in addition to these three, may be issued by the Government. Operators shall wear the items of clothing issued and maintain the issued equipment in a usable and readily available condition. Upon completion of the contract assignment, all issued items of clothing or equipment shall be returned to the Government. Deductions will be made for all Government equipment not returned by the Contractor. EERA Administration (IIBMH, Chapter 20) The procurement unit records equipment time in accordance with the EERA. EERA DRAFT LANGUAGE (R6) FIREARM-WEAPON PROHIBITION: The possession of firearms or other dangerous weapon (18 USC 930 (f)(2) are prohibited at all times while on Government Property and during performance of services under this agreement. The term dangerous weapon does not inlcude a pocket knife with a blade less than 2-1/2 inches in length or multi purpose tools (Leatherman type tool or equivalent). EERA DRAFT LANGUAGE 19. WORK REST and LENGTH OF ASSIGNMENT: (a) General (1) To maintain safe and productive incident activities, the Contractor shall appropriately manage work and rest periods, assignment duration, and shift length for their personnel. The Contractor shall plan for and ensure that all personnel are provided a minimum 2:1 work to rest ratio (for every 2 hours of work or travel, provide 1 hour of sleep and/or rest). (2) Shifts exceeding 16 hours, including travel time, shall be approved in writing by the Incident Commander, in advance. Mitigation measures shall be employed to achieve compliance with 2:1 work to rest ratio policies Mobilization / Driver Limitations: When traveling to and from an assignment, a single driver shall not exceed 10 hours driving time in a 15-hour duty day with 8 hours off between shifts. A driver must have 8 consecutive hours off duty after driving. Multiple drivers shall not exceed 15 hours in a 15 hour duty day. EERA DRAFT LANGUAGE 19. WORK REST and LENGTH OF ASSIGNMENT (cont.): (c) Initial and Extended Attack Within the initial 48-hour period, for initial attack and extended attack operations, work and rest periods may vary in length. Full compliance with the 2:1 work to rest ratio must be accomplished. This requires a minimum of 16 hours rest spread over the 48 hours. Any shift in excess of 16 hours requires approval in writing by the Incident Commander, in advance. (d) Work/Rest (1) The use of the words “work” and “rest” used in this clause are for defining work/rest periods only and not for the purposes of compensation. (2) For the purposes of defining work/ rest in the context of the 2:1 work/rest ratio, work is considered to be any time an individual spends on shift including meal breaks (compensable or non-compensable), and any individual rest breaks less than 1.5 hours in length (3) Rest is considered all time off shift and any individual rest breaks 1.5 hours or longer. EERA DRAFT LANGUAGE 19. WORK REST and LENGTH OF ASSIGNMENT (cont): LENGTH OF COMMITMENT Contract personnel/resources shall adhere to current work/rest and days-off policies. Government options consist of: (1) The contractor provides replacement operators(s). Replacement operator is subject to the work/rest and day-off policies. (2) Contract resources may be released after a 14-day incident assignment (3) The Contract resource (s) may be retained under hire and not put on shift to allow proper rest. Compensation will either be at the daily or guarantee rate. Vehicle/Heavy Equipment Inspection Checklist, OF-296 (IIBMH, Chapter 20, Exhibits) OF-296 OF-296 small crack dent small scratches Emergency Equipment Shift Ticket, OF-297 (IIBMH, Chapter 20, Exhibits) Emergency Equipment-Use Invoice, OF-286 (IIBMH, Chapter 20, Exhibits) Emergency Equipment Fuel and Oil Issue, OF-304 (IIBMH, Chapter 20, Exhibits) Emergency Equipment Fuel and Oil Issue, OF-304 Other Supporting Documents (IIBMH, Chapter 20) Agency-provided medical care records Agency-provided repairs, parts, and supply invoices Claim documentation Outstanding or poor performance documentation Contract Claims (IIBMH, Chapter 20) Contract dispute claims may be settled by a contracting officer acting within their authority, and within limits set by the incident agency. The PROC coordinates with the incident agency for claims settlement processes. Documentation Incident personnel with knowledge of a potential contract claim should provide information to the PROC. Person supervising/managing equipment is responsible for documenting damage and initiating the claim investigation Investigation Report Should Include: Description of damage Law enforcement investigation report, if applicable List of witnesses and statements Sketches, maps, diagrams, or photographs of scene or equipment Filing a Claim No specific form, but must be in writing Claimant’s complete name & address Signature of equipment owner Claimant’s statement of facts Itemized list of amount claimed Witness statements if available Settlement The contracting officer reviews the investigation report, contractor claim, and other pertinent documentation. Based on this information, the contracting officer documents their findings and determinations. The contracting officer presents the determination to the contractor for acceptance and government/agency release from future claims. Settlement (cont.) Upon settlement, claim is attached to the Emergency Equipment Use Invoice, OF-286 and forwarded to payment office If not settled the claim is forwarded to the incident agency. Payment for actual equipment use shall not be delayed beyond a reasonable period. Property Management Incident agency and/or buying team to document incident purchased property to be returned to the incident agency Purchase versus Rental We need to acquire property in the most advantageous method. Purchasing equipment may be a better deal. Equipment purchased must be returned to the cache. Fire Efficiency Working Group Meeting January 21-24th, 2003 Proposed Method of Hire For Emergency Equipment Rental Agreement’s (EERA) BUSES Agreed to Review/Rewrite R4 bus template for national use Template will include: Crew Buses/010-019 series (includes special ops and expediters): Sign up where registered and licensed Daily rate Wet With operator (1) Separate tool/gear storage (cage, belly or chase rig at no charge) Deviations to above require AQM Director approval Must meet DOT CDL rules (DOT inspection, medical card) Insurance – proof provided before signing agreement, $5M liability per CFR 49 Part 387.33 Per Diem/Lodging to address overnight stays while in transit Central payment office Age of bus?? Documented/verified safety issue?? If coach is done under an EERA, follow the crew bus guidelines or do as a commercial item. CHAINSAWS Daily rate Minimum size of 3.8 CID (44cc) Without operator (faller hired as AD) Saw - all operating supplies provided by contractor, except fuel after the first operational period. The contractor will be responsible for bar, chain, filter, repair, sharpening. Vehicle – mileage at $.40/mile (actual miles), fuel provided while at fire camp, no guarantee Only one saw paid per day per sawyer HEAVY EQUIPMENT Includes: Graders Excavators Dozers Pumper Cats Backhoes Skidders Skidgines Daily rate Wet With operator (1) Operational Period: single/double Service vehicles (and/or chase vehicles) ENGINES Agreed to Review/Rewrite R6 engine template for national use. Template will include: Daily rates with a specified # of operators for single and double shifts Daily rates for crew members ordered greater than the number specified Wet WATER TENDERS Daily rates for single and double shifts Wet No mileage Meet NWCS Fire Line Handbook Standards (Tactical not used in definition IAW with NWCG standards) WATER TRUCKS Daily rates for single and double shifts Wet No mileage POTABLE WATER TRUCK Daily rate based on a 24-hour calendar day Daily rates for additional operators ordered to meet work/rest requirements Wet No mileage Government provided potable water or fees reimbursed Must meet NIFC catering contract specs for potable water. GREY WATER TRUCK Daily rate based on a 24-hour calendar day Daily rates for additional operators ordered to meet work/rest requirements Disposal fees reimbursed Contractor pay permit fees No mileage PICK-UPS/VANS/SEDANS/CARRY-ALLS Daily rate plus mileage Government furnished operator (AD hire) Wet TRANSPORTS Daily rates for single and double shifts One pilot vehicle included in rate, if required by law When law requires second pilot vehicle, Government will reimburse Rate reduction if transport and heavy equipment have same operator Wet Long haul at commercial rates REFER TRAILERS Daily rate Round-trip delivery and pick-up fees based on mileage Without operator or with operator at Regional discretion Wet or dry at Regional discretion PORTABLE TOILETS Buying Team Leads to develop a one-page template Template to include: Simplify EERA invoice Shift tickets or contractor waybill should be used EQUIPMENT NOT ADDRESSED: Fuel Tenders – Daily/Hourly rate Ambulances Portable Pumps – Daily/weekly/monthly rates ATV’s – Daily/weekly/monthly rates Mobile Offices – Daily/weekly/monthly rates Fireflex Tanks (Dip) Daily/weekly/monthly rates Service/Shop Trucks – Daily/Hourly rate 3. REWRITE Daily Rate Clause: < 8 hours = ½ day rate 15 hour duty day max (work/rest guidelines apply, 10 hour drive time) breakdowns # Operators Periods of hire Single/double shifts (define) LAND USE AGREEMENT FOR RENTAL OF TEMPORARY EMERGENCY FACILITIES DEPARTMENT/AGENCY: LAND OWNER: Land Use Agreement, page 1 INCIDENT NAME NUMBER: INCIDENT ORDER: INCIDENT REQUEST NUMBER: AGREEMENT NUMBER: The owner of the property described herein, or the duly appointed representative of the owner, agree to furnish the facilities to the for use as: This Agreement shall remain in effect during the period from date of signature by the parties until . DESCRIPTION OF FACILITIES: RATE: For each day, or portion thereof, that the facilities are used, the Government will pay the sum of $ . Said sum shall include all utility charges for which the owner would be liable. Payment will be due 30 calendar days after the termination of the emergency. Payment received later than that date will be subject to interest charges under the Prompt Payment Act ( 31 USC 1801). ORAL STATEMENTS: Oral statements or commitments supplementary to, or contrary to, any provision of this Agreement shall not be considered as modifying or affecting the provisions of this Agreement. ALTERATIONS: A joint pre- and post-use physical survey and inspections report of the facilities shall be made and signed by the parties; the purpose of the inspections shall be to reflect the side conditions existing at those times. LOSS, DAMAGE, OR DESTRUCTION: The Government will assume liability for the loss, damage, or destruction of facilities furnished under this Agreement, provided that no reimbursement will be made for loss, damage, or destruction when due to (1) ordinary wear and tear, or (2) the fault or negligence of the owner or the owner’s agent(s). The Government shall restore the owner’s facilities to the condition as it was in prior to Government occupancy; restoration shall be performed to the extent reasonably practical. Claims for reasonable cost incurred by the owner in restoring facilities to their prior conditions shall be submitted to the Contracting Officer. Land Use Agreement, page 2 TERMS AND CONDITIONS: This Agreement is subject to the Prompt Payment Act ( 31 USC 1801) and to Office of Management and Budget circular A-125. The following Terms and Conditions are incorporated by reference to 41 CFR: (a) (b) (c) (d) (e) FAR 52.233-1 FAR 52.222-3 FAR 52.243-1 FAR 52.249-8 FAR 52.249-4 Contract Disputes Act of 1978 (41 USC 601-613) Convict Labor Changes Default Termination for the Convenience of the Government If the amount exceeds $100,000.00 the following additional clauses are incorporated by reference: (a) FAR 52.215-1 (b) FAR 52.203-5 (c) FAR 52.215-2 Examination of Records by the Comptroller General Covenant Against Contingent Fees Audit and Records - Negotiation RENTOR (Owner’s Agent); DEPARTMENT/AGENCY: BY: BY: Title: Title: Date: Date: Name: Name: Street Address: Street Address: Telephone (Day/Night): Telephone (Day/Night): Host Forest Contracting Officer: (Reference at Conclusion of Fire) Name: Forest: Street Address: Land Use Agreement, page 3 LAND USE AGREEMENT FOR RENTAL OF TEMPORARY EMERGENCY FACILITIES INSPECTION REPORT PRE-USE INSPECTONS: RENTOR (Owner or Owner’s Agent): DEPARTMENT/AGNENCY: Signature: Title: Date: Signature: Title: Date: POST-USE INSPECTION: RENTOR (Owner or Owner’s Agent): DEPARTMENT/AGNENCY: Signature: Title: Date: Signature: Title: Date: FACILITY USE AGREEMENT FOR RENTAL OF TEMPORARY EMERGENCY FACILITIES DEPARTMENT/AGENCY: . Facility Use Agreement, Page 1 OWNER: INCIDENT NAME NUMBER: INCIDENT REQUEST NO.: INCIDENT ORDER: S-224 AGREEMENT NUMBER: JOB CODE: PURPOSE: FACILITIES AVAILABLE: Location and description: OWNERS OBLIGATIONS The School District shall furnish to the Government, as part of the rental consideration the following: [.] Electricity [ ..] Restrooms - For Overhead personnel – no crews [.] Folding Tables and Chairs [ Trash Receptacles and Garbage Collection/Disposal . ] [. ] Maintenance and Custodial Services Facility Use Agreement, Page 2 RATE: For each day, or portion thereof, that the facilities are used, the Government will pay the sum of $ per day/per week/per month. Said sum shall include janitor fees all utility charges for which the owner would be liable. Telephones will be the responsibility of the Government. Payment will be due 30 calendar days after the termination of the emergency. Payment received later than that date will be subject to interest charges under the Prompt Payment Act (31 USC 1801). ORAL STATEMENTS: Oral statements or commitments supplementary to, or contrary to, any provision of this Agreement shall not be considered as modifying or affecting the provisions of this Agreement. ALTERATIONS: The government may make alterations, attach fixtures or signs, and/or erect temporary structures in or upon the facilities, all of which shall be the property of the Government, upon agreement with the school district. CONDITION REPORT: A joint pre- and post-use physical survey and inspections report of the facilities shall be made and signed by the parties; the purpose of the inspections shall be to reflect the side conditions existing at those times. LOSS, DAMAGE, OR DESTRUCTION: The Government will assume liability for the loss, damage, or destruction of facilities furnished under this Agreement, provided that no reimbursement will be made for loss, damage, or destruction when due to (1) ordinary wear and tear, or (2) the fault or negligence of the owner or the owner’s agent(s). The Government shall restore the owner’s facilities to the condition as it was in prior to Government occupancy; restoration shall be performed to the extent reasonably practical. Claims for reasonable cost incurred by the owner in restoring facilities to their prior conditions shall be submitted to the Contracting Officer. ORDERING PROCEDURE Orders will be placed by PROCUREMENT PERSONNEL who will provide Agreement and Resource Order Numbers. OWNERS CONTACTS - Contractor personnel to be called and telephone numbers: Facility Use Agreement, Page 3 Name Phone No. Work Phone No. Home Cell Phone BILLING PROCEDURE The contractor shall provide an invoice with Agreement and Resource Order numbers and the date(s) of use. The invoice shall include contractors' name, address, date, and total amount due. Submit invoice to: XXXX National Forest P.O. Box XXXX Somewhere USA 99999 TERMS AND CONDITIONS: This Agreement is subject to the Prompt Payment Act ( 31 USC 1801) and to Office of Management and Budget circular A-125. The following Terms and Conditions are incorporated by reference to 41 CFR: (a) FAR 52.233-1 Contract Disputes Act of 1978 (41 USC 601-613) (b) FAR 52.222-3 Convict Labor (c) FAR 52.243-1 Changes (d) FAR 52.249-8 Default (e) FAR 52.249-4 Termination for the Convenience of the Government If the amount exceeds $100,000.00 the following additional clauses are incorporated by reference: (a) FAR 52.215-1 (b) FAR 52.203-5 (c) FAR 52.215-2 Examination of Records by the Comptroller General Covenant Against Contingent Fees Audit and Records - Negotiation Facility Use Agreement, Page 4 ACCEPTANCE AND SIGNATURE By signing below I accept this agreement. This arrangement is valid only with the vendor whose signature appears below. Any change in ownership in the contractors' firm automatically terminates the agreement. Total acceptance of this agreement by Dayville Schools will be complete when signed by the Superintendent of Schools, Kerma Berry. Items omitted or of conflict per this agreement prior to Kerma’s signature are subject to negotiation or renegotiation. RENTOR (Owner’s Agent); DEPARTMENT/AGENCY: BY: BY: Title: Title: Date: Date: Name: Name: Street Address: Street Address: Telephone (Day/Night): Telephone (Day/Night): Host Forest Contracting Officer: (Reference at Conclusion of Fire) Name: Forest: Street Address: Telephone (Day/Night): JOINT FACILITIES USE INSPECTION REPORT Facility Use Agreement, Page 5 PRE-USE INSPECTION ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ (Agent): GOVERNMENT: Signature:_____________________________ Signature:_________________________________ Title:_________________________________ Title:_____________________________________ Date:_________________________________ Date:_____________________________________ POST-USE INSPECTION ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ (Agent): GOVERNMENT: Signature:_____________________________ Signature:________________________________ Title:_________________________________ Title:____________________________________ Date:_________________________________ Date:____________________________________ FACILITY USE AGREEMENT FOR RENTAL OF TEMPORARY EMERGENCY FACILITIES Facility Use Agreement, Page 1 DEPARTMENT/AGENCY: OCHOCO NATIONAL FOREST/BLM – PRINEVILLE DIST. OWNER: GRANT COUNTY SCHOOL DISTRICT NO. 16 J INCIDENT NAME NUMBER: BLACK CANYON 747 INCIDENT REQUEST NO.: OCF747 INCIDENT ORDER: S-224 AGREEMENT NUMBER: 56-04N0-2-0215 JOB CODE: P60770 The purpose of this agreement is to utilize the Dayville Schools as an Incident Base Camp for the Black Canyon (747) fire. The owner of the property described herein, or the duly appointed representative of the owner, agrees to furnish the facilities as specified below for up to (approximately) 1,000 personnel. If the number of personnel exceeds 1,000, the agreement will need to be reviewed and re-priced if necessary. This agreement will take effect on July 19, 2002, and run through the duration of the Black Canyon 747 Incident or August 10, 2002, which ever occurs first. FACILITIES AVAILABLE: Location and description: Grant County School District No. 16J (Dayville) School facilities consist of a grade school (use of 2 rooms), high school (one large room which includes the cafeteria and office), house (4 bedroom and 2 bath), 2 modules (math room and library), playground, football field, and a parking lot that will facilitate approximately 50 to 60 vehicles. Note some of the facilities do have sinks, showers, and toilets. These are not for crew use. The government will need to provide toilet and hand washing facilities for crews. The football field does adjoin a 10 acre field owned by Stan Harlin (541) 987-2313. If the 10 acre field is used a separate agreement will need to entered into. The school also adjoins private homes. The Government will be responsible to contact those individuals and explain the intended use and possible disturbance. The Government needs to provide their own Internet access, telephones, fax machines, and copy machines. However, limited use may be granted to utilize the schools equipment prior to the installation of team equipment, i.e. phone lines, copiers, faxes (with Sue’s guidance), and copy machines (the Government needs to coordinate and track use for payment purposes). Off – Limits: Absolutely no use of the gymnasium The grade school, high school, and modular buildings are not to be used as sleeping facilities (no sleeping in the grade school high school, or modular buildings. Facility Use Agreement, Page 2 SCHOOL DISTRICTS OBLIGATIONS The School District shall furnish to the Government, as part of the rental consideration the following: [X] Electricity [X] Restrooms - For Overhead personnel – no crews [X] Folding Tables and Chairs [ Trash Receptacles and Garbage Collection/Disposal – Provided by the Government ] [ X ] Maintenance and Custodial Services of the premises at the completion of the assignment Note: Jake Streeter (wage covered in the daily rate) will manage the custodial services. Additional personnel needed for custodial services will be hired, with Jake’s concurrence, at the appropriate AD rate. The Dayville School Maintenance Supervisor will conduct inspections of the facility/grounds each morning and evening. Concerns will be reported to the facility unit leader of the Incident Command Team. RATE: For each day, or portion thereof, that the facilities are used, the Government will pay the sum of ** $ 1,000.00 per day. Said sum shall include janitor fees (Jake Streeter), all utility charges for which the owner would be liable. Telephones will be the responsibility of the Government. Payment will be due 30 calendar days after the termination of the emergency. Payment received later than that date will be subject to interest charges under the Prompt Payment Act (31 USC 1801). **This rate per day may be subject to renegotiation ORAL STATEMENTS: Oral statements or commitments supplementary to, or contrary to, any provision of this Agreement shall not be considered as modifying or affecting the provisions of this Agreement. ALTERATIONS: The government may make alterations, attach fixtures or signs, and/or erect temporary structures in or upon the facilities, all of which shall be the property of the Government, upon agreement with the school district. CONDITION REPORT: A joint pre- and post-use physical survey and inspections report of the facilities shall be made and signed by the parties; the purpose of the inspections shall be to reflect the side conditions existing at those times. LOSS, DAMAGE, OR DESTRUCTION: The Government will assume liability for the loss, damage, or destruction of facilities furnished under this Agreement, provided that no reimbursement will be made for loss, damage, or destruction when due to (1) ordinary wear and tear, or (2) the fault or negligence of the owner or the owner’s agent(s). The Government shall restore the owner’s facilities to the condition as it was in prior to Government occupancy; restoration shall be performed to the extent reasonably practical. Claims for reasonable cost incurred by the owner in restoring facilities to their prior conditions shall be submitted to the Contracting Officer. Facility Use Agreement, Page 3 ORDERING PROCEDURE Orders will be placed by PROCUREMENT PERSONNEL who will provide Agreement and Resource Order Numbers. SCHOOL CONTACTS - Contractor personnel to be called and telephone numbers: Name Jake Streeter, Maint. Supervisor Phone No. Phone No. Work Home (541) 987-2412 (541) 987-2895 FAX 987-2155 Cell Phone Sue Schrier, School Dist. Clerk. (541) 987-2412 (541) 987-2100 Kerma Berry, Superintendent (541) 987-2412 (541) 534-5051 (541) 786-2529 BILLING PROCEDURE The contractor shall provide an invoice with Agreement and Resource Order numbers and the date(s) of use. The invoice shall include contractors' name, address, date, and total amount due. Submit invoice to: Ochoco National Forest P.O. Box 490 Prineville, OR 97754 TERMS AND CONDITIONS: This Agreement is subject to the Prompt Payment Act ( 31 USC 1801) and to Office of Management and Budget circular A-125. The following Terms and Conditions are incorporated by reference to 41 CFR: (a) FAR 52.233-1 Contract Disputes Act of 1978 (41 USC 601-613) (b) FAR 52.222-3 Convict Labor (c) FAR 52.243-1 Changes (d) FAR 52.249-8 Default (e) FAR 52.249-4 Termination for the Convenience of the Government If the amount exceeds $100,000.00 the following additional clauses are incorporated by reference: (a) FAR 52.215-1 (b) FAR 52.203-5 (c) FAR 52.215-2 Examination of Records by the Comptroller General Covenant Against Contingent Fees Audit and Records - Negotiation ACCEPTANCE AND SIGNATURE Facility Use Agreement, Page 4 By signing below I accept this agreement. This arrangement is valid only with the vendor whose signature appears below. Any change in ownership in the contractors' firm automatically terminates the agreement. Total acceptance of this agreement by Dayville Schools will be complete when signed by the Superintendent of Schools, Kerma Berry. Items omitted or of conflict per this agreement prior to Kerma’s signature are subject to negotiation or renegotiation. SCHOOLS REPRESENTATIVE DEPARTMENT/AGENCY: BY: BY: (Signature) Title: School Superintendent (Signature) Title: Contracting Officer BY: (Signature) Title: Maintenance Supervisor BY: (Signature) Title: School Deputy Clerk Date: July 19, 2002 Date: July 19, 2002 Name: Kerma Berry Name: Jake Streeter Name: Sue Schrier Name: Orrin Corak Address: Grant County School Dist. No.16J P.O. Box C Dayville, OR 97825 Tax ID.93-6000473 Address: Ochoco National Forest P.O Box 490 Prineville, OR 97754 Telephone (Day) (541) 987-2412 (Night) (541) 987-2895/2100 Telephone (Day) (541) 504-7273 Work (Night) (541) 447-1123 Home Host Forest Contracting Officer: (Reference at Conclusion of Fire) Name: Orrin Corak Forest: Ochoco National Forest Address: P.O. Box 490 Prineville, OR 97754 Telephone: 416-6532 JOINT FACILITIES USE INSPECTION REPORT Facility Use Agreement, Page 5 PRE-USE INSPECTION ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ (Agent): GOVERNMENT: Signature:_____________________________ Signature:_________________________________ Title:_________________________________ Title:_____________________________________ Date:_________________________________ Date:_____________________________________ POST-USE INSPECTION ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ (Agent): GOVERNMENT: Signature:_____________________________ Signature:________________________________ Title:_________________________________ Title:____________________________________ Date:_________________________________ Date:____________________________________ FACILITIES UNIT LEADER Needs and Method of Hire Land Use/Facility Use Agreements – Evaluate cost using a 30 day period Generators – Daily/Weekly/Monthly Tents – Daily/Weekly/Monthly Office Trailers – Daily/Weekly/Monthly Copy/Service Trailers – Daily/Weekly/Monthly FACILITY UNIT LEADERS Continued Toilets – Daily/Weekly/Monthly Service – per cleaning Disposal – mileage and dump fee (if applicable) Sanitation – Grey Water Trucks – Daily Potable Water Trucks– Daily (Use NIFC Requirements in Catering Contract) Potable Water/Grey Water - Established Rates with City FACILITY UNIT LEADERS Continued Laundry – National Contract Showers – National Contract Gators/Golf Carts – Weekly/Monthly Refrigerated Vans – Daily plus Mileage Tables/Chairs – Weekly/Monthly FACILITY UNIT LEADERS Continued Copy Machines – Weekly/Monthly Fax Machines – Buy/Weekly/Monthly Ground Support Unit Inspections, pre and post – OF-296 – Ensure we have safe equipment – Establish documentation for claims Need close contact with PROC and Equipment Time Unit Standards for Survival Training Ground Support Ground support role in claim resolution – Importance of inspections – Normal “wear and tear”. PROC will determine but may need expertise of mechanic. • Tires • Paint scrapes • Clogged air filters On Paper, this is the same machine As this. Any difference? Ground Support Unit Buses – Other applicable laws and regulations • Commercial Drivers Licenses • DOT Regulations (Federal Motor Carrier Safety Regulations) • DOT Safety Inspections Ground Support Unit Fuel Trucks – Fuel Issues – No fuel with dye (red diesel) – Fuel Issue books or Logs? – Establishing fuel rates to charge contractors – Nursing the fuel truck or delivery charge for fuel? Ground Support Vehicle rentals (without drivers) – Need to track all rental vehicles assigned to unit – May be on EERA or Buying Team may have on their VISA. Either way, we need to track. – National GSA Contract does not cover off-road use Vehicle rentals (with AD drivers) Ground Support Tire Repair – Charge contractors for repairs Shop Trucks – Maintenance and Repair – Check on the current rate to be charged for the Geographic Area. These rates differ from Area to Area. – What type of truck is needed? Heavy diesel mechanic or lighter vehicles. Ground Support Transports (lowboys) – Decide to release or keep under hire. – Pilot vehicles (when required by law) • Depending on Area, these may or may be paid an additional rate. Ground Support Noxious Weed Cleaning – Are there standards? – What type of equipment is needed for cleaning? – Wash at camp or at other location? Ground Support Crew Contract Crew Transportation Vehicles shall meet all State and Federal laws relating to motor vehicles operating within the States of Oregon and Washington. Government reserves the right to conduct vehicle safety inspections at the incident. Vehicles that are determined to be unsafe for operation may be grounds for Contractor being rejected from participation in the Incident. SUPPLY UNIT LEADERS Issue of Consumable and Non Consumables Property Accountability Incident Supply Card Bar Code Reader SUPPLY UNIT LEADERS Continued Ordering Manager Resource Orders – Tracking Requests and Confirmation of Orders Works with Buying Team Issues Block of Order Numbers Invoices to Buying Team SUPPLY UNIT Top 10 “Bizarre” Resource Orders in 2000 1. Hawaiian Ginger (must be grown in Hawaii) 2. Latte Machine 3. Motel Rooms at casinos 4. 500 or 600 handheld mirrors 5. Out of season fruit 6. 4-wheelers w/drivers 7. Blow dryers 8. Clipboard w/built-in calculator 9. Bibles and dice 10. 1800 Bandannas FOOD UNIT Caterer is National Contract Supplemental Food COMMUNICATION UNIT LEADER Communication Trailers – Both Contractor and Cooperator Supplied Satellite Phones/Cell Phones Wireless Communication – Contract Services Issuing Radios Cloning Radios Battery Exchange MEDICAL UNIT EMT’s, Paramedics Ambulances – Life support – Advanced Life support Contract Medical Units Agency Provided Medical Care (APMC) BPA’s, block of numbers (M#) Medical services to contractors