NRCG Business Committee – EQTR Review

EQTR Refresher - 2015



Procurement Methods



Competed Items



National Contract Crews



How to id local government



VIPR & Invoice Tips

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NRCG Business Committee – EQTR Review

How to correctly enter & invoice equipment in e-ISuite ~

For

Each

Item… You Need To Answer The Following Questions 1. What is the Procurement Method? ~ and… 2. What is the Administrative Office For Payment; based on that Procurement Method.

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NRCG Business Committee – EQTR Review

Procurement Methods

1) National Contracts 2) Geographic Area Solicitations

 Competed Pre-Season Agreements (I-BPA’s)

3) Incident ONLY – EERA’s 4) Commercial Items

 Consumable Supplies  Durable Supplies  Rented Equipment  Services

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NRCG Business Committee – EQTR Review

1) National Contracts

Are found on the NIFC Website ~  Contract crews are paid via OF-286   Mobile Food Services & Mobile Shower Facilities, are entered as Cost Item Only – 

e-ISuite will create an FS Accrual based on Agency [PVT] + the Item codes [CTR] & [SHW].

 Aircraft is Cost Item only.

NR-Webinar 2015 ~ EQTR (part 2)

All National Contracts are Paid by FS ASC Regardless of Incident Jurisdictional Agency.

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NRCG Business Committee – EQTR Review (Continue) National Contracts

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NRCG Business Committee – EQTR Review

2) Geographic Area Solicitations

(Northern Rockies) Contracting for Fire website  Used by all Fed and State partners (FS, DOI, ID, MT, ND & SD) – IBPA’s  Paid via OF-286 by Incident Jurisdictional Agency  E-ISuite *Unit ID is Required (Enter Unit that issued the Award)  USFS = MT-R01    DNRC = MT-MTS BLM = MT-MSO BIA = MT-RMA  AGENCY = PVT .

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NRCG Business Committee – EQTR Review

3) Incident Only EERA

 Issued when an item is not available via pre-season agreement or as a commercial item with set prices.   Expires when item is released by the incident  Issued by someone with enough contracting authority for the total value of the incident procurement Cannot be used by other incidents!

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NRCG Business Committee – EQTR Review

4) 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

NR-Webinar 2015 ~ EQTR (part 2)

•

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. • Items without an established price will need to be negotiated by a Contracting Officer. • Usually Entered into e-ISuite as Cost item only (if Incident Only EERA will be paid via OF-286) • • Agency for the Vendor = [PVT] e-ISuite will assign Accrual code [EXCL]

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NRCG Business Committee – EQTR Review

Commercial Item:

Supplies

***Usually entered into e-ISuite as a DAILY SUM$$ ~ from a spreadsheet provided by purchasers. 

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)

Commercial Item:

Rental Equipment & Services

***Enter into e-ISuite as Cost Item with estimate based on Rate Type + Units (day/hour/mile) for each ITEM.

 Dumpsters  Reefer  Light Towers  Generators  Traffic signs (electronic)  Utility services: EQTR may be asked to coordinate Shift Tickets  Phone  Electric  Water  ATV’s & UTV’s  See also Un-Operated Equipment Matrix in NRCG IBiz TOOLBOX

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NRCG Business Committee – EQTR Review

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NRCG Business Committee – EQTR Review If you are

Not

using an OF-286 for Payment; use the New e-ISuite [Resource Other Cost] in the Cost Module. Do not ‘invent’ a Resource Order (Request) # if this is a Cost Only Item.

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NRCG Business Committee – EQTR Review

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NRCG Business Committee – EQTR Review Cost Items Only!

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NRCG Business Committee – EQTR Review

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If the incident is not USFS Jurisdiction AND if a TY3 CTR is used under a Northern Rockies Solicitation; This is also one of the time you must

manually Edit & Lock the Accrual Code to EXCL!

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NRCG Business Committee – EQTR Review

Each agreement or contract has the following essential information needed for e-isuite 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; hours or miles + guarantee…) Administrative Office for Payments.

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NRCG Business Committee – EQTR Review

National TY2 Crew Contract

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NRCG Business Committee – EQTR Review

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NRCG Business Committee – EQTR Review

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Be sure the Unique ID for National Contract Crews is the NCC Crew # & the Rate is for Each (Not Hours!)

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NRCG Business Committee – EQTR Review Make sure you are using rates for the correct year.

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NRCG Business Committee – EQTR Review Error – No Crew ID # to audit rate 1 X 13 Hrs = 13 ~ (Ridgley) 19 X 12.5 Hrs = 237.50 ~ (Rest of Crew)

Total Hrs = 250.50 NR-Webinar 2015 ~ EQTR (part 2) 25

NRCG Business Committee – EQTR Review National Contract Crew Clauses:

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NRCG Business Committee – EQTR Review

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FS VIPR Agreements

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NRCG Business Committee – EQTR Review

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NRCG Business Committee – EQTR Review Double Shift Rate $3217.50/Day

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NRCG Business Committee – EQTR Review

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Not! Always Page 3 or 4 - Sometimes this information is at the very Back of the agreement.

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NRCG Business Committee – EQTR Review Know the Agreement Clauses:

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NRCG Business Committee – EQTR Review

When the Equipment checks into

Finance…

~ Verify that the following information is correct:

1. Item

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 Item code + Agency code

(matrix in ASC Annual Instructions) 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!

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NRCG Business Committee – EQTR Review An accurate Agency code is required (for e-ISuite) to create FS Accruals!

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NRCG Business Committee – EQTR Review When adding Contract Equipment & Contract Crews; a

Unique ID

Required. and

Rate

information is Rate info Must Match the Contract.

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NRCG Business Committee – EQTR Review In e-ISuite you add the Contractor & Agreement information in the TIME module (DUNS # must be entered for Federal Incidents)

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NRCG Business Committee – EQTR Review e-ISuite has the primary Federal payment offices already pre-loaded in the Administrative Office area of the TIME module. You can add additional payment offices as needed.

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NRCG Business Committee – EQTR Review

EQTR Review:

• 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? • For 286 Invoices - 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 for use. • Make sure you have ALL applicable contract information entered that is needed on the OF-286 for payment and audit purposes; including notes that clarify payments such as ‘single operator for equipment & transport’

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NRCG Business Committee – EQTR Review

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