Transcript Buying Team Session

Incident Procurement Training
National Buying Teams
MAY 22, 2014
Introductions
• Introductions –
− Mike Lucas, Marty Schmidt, Tami
Mitchell
− Regional Office AQM, WMAZ
− Buying Team Leaders, Buying Team
Assistant Leader
Agenda
• Team Organization, Qualifications & Training
• Buying Team Kit
• Mobilization
• Buying Team Responsibilities
• Buying Team Spreadsheet
− Demonstration
Organization, Qualifications
and Training
Buying Team “Who We Are”!
• 7 Members
− 1 Leader
− 6 Team Members
• 1 Deputy Leader
• 2 Warranted
• 1 Trainee (if we have any)
Qualifications and Training
• Required
− S-260 Interagency Incident Bus. Mgmt.
− I-100 Intro. ICS
− IS-700 National Incident Mgmt. System
(online)
− IS-800 (FS Employee Leaders Only)
Recommended Training
• Buying Team Workshop
• OTJ Procurement Training
• I-200
Basic Incident Command Sys
• D-110
Dispatch Recorder
• S-261
Applied Interagency IBM
• Incident Procurement Training
Buying Team Kit
• A.
−
Reference Material
1. Interagency Incident Business Management Handbook
• Read and Follow!!! – Use most Current – Chapter 20!
−
−
• B.
2. National Buying Team Guide
3. Service and Supply Plan (get at incident)
Equipment
− 1. Laptop loaded with the spreadsheets and frequently used
forms.
• C.
• D.
Supplies
Forms
Set Up Supplies
Staplers and staples
Scissors
Post-It® Notes
2” three-ring binders (for logs and resource
orders)
Pens (multiple colors)
Label maker
Scotch tape
Packing/strapping tape
Power strips
Air freshener
Paper towels
Markers
Toner
Tablets
High volume copier
Garbage can and bags
Computer set-up with access to local
network
Phone lines (seven or eight separate lines)
Phone books
Service & Supply plans
Extra cd ROM and/or jump drives
Staple removers
Highlighter (multiple colors)
Hole puncher (large hole style)
Plastic hanging files (at least one for
supplies, one for equipment)
Paper clips and clamps
Duct tape
Masking tape
Multi-plug extension cords
In/out boxes or filing trays
Cleaning wipes
Flip chart paper
Printer
Paper
Fax machine
White-out or correction tape
Envelopes (legal and 8”x12”)
Phones
Phone headsets
Host agency operating guide
Calculator(s)
Scanner
Forms
OF – 286
EE Use Invoice
OF-288
Emergency FireFighter Time Report
OF-294
EERA
OF-296
Heavy Equipment Safety Inspection Forms
OF-297
Shift Tickets
AD-107
Report of Transfer/Construction of Property
OF-305
Emergency Equipment Rental Use Envelope
FS-6300-51
Purchase Card Order Form
DI-105
Receipt of Property
General Message Form
Land Use Agreement Form
C.
Internet/Intranet Website References
1.
National BUYT Guide is available at:
http://www.nwcg.gov/pms/pubs/pubs.htm
2.
NRCC
http://gacc.nifc.gov/nrcc/administrative/training/training.htm
3.
NWCG Internet homepage:
http://www.nwcg.gov
4.
NRCG
http://www.fs.fed.us/r1/fire/nrcg/
5.
Interagency Incident Business Management Handbook:
http://www.nwcg.gov/pms/pubs/pubs.htm
6.
System for Awards Management (SAM):
https://www.sam.gov/portal/public/SAM/
Mobilization
• 1st - With in Geographic Area
• 2nd - Outside Geographic Area
• BUYL – receives call from Dispatch
− Fun Begins!!!
When we Arrive?
• Set up
• In briefing with IBA, IMT, Exiting BUYT
• Establish communications
• Establish Working hours, BUYT Location
Buying Team Responsibilities
• IIBMH 20.04:
− Work with local staff to support the incident
acquisition.
− Coordinate with dispatch and IMT to establish
procedures for filling and documenting orders.
− Provide the incident agency with documentation.
− Coordinate with the incident agency and IMT to
ensure procurement and property requirements
are met.
• Others per Buying Team Guide
15
Incident Procurement
The “Buy” in Buying Team
RESOURCE ORDER?
WAYBILL?
COMMERCIAL RENTAL/SERVICE
ENVELOPE?
Extravagant Purchases
• Use judgment to determine
extravagance.
• Often, requests are legitimate.
Sometimes, not.
• Ask questions, consult with others.
− Administrative staff and IBA can assist.
− IBA must review refusal determinations.
• Request refused? Go through IBA to
notify requester.
20
Restricted Items
• Requests cannot be filled
w/appropriated funds.
• Federal, state, local may have listings.
• Also . . . consult with incident agency.
• ADP/telecommunications require many,
varied approvals.
− Follow agency process.
21
Standing Orders
• Recurring needs, service and supply.
− Ice, drinks, newspapers, tire and vehicle
repair.
• Buying teams typical handle.
• Establish tracking method.
− Cancel when needed.
− Take care not to overlook.
22
Medical Unit Supplies
• Process by brand name, in exact amounts
and dosage size ordered.
− No brand name substitutions unless
approved.
• EMT’s work under the umbrella of the
medical provider and are authorized to
dispense specific medications.
23
SUBSISTENCE AND LODGING
PROVISIONS
• Normally provided to incident personnel
• Food at Official Duty Station
− Federal funds can not be used unless an
exception is met.
− Exceptions
• Personnel are in the field engaged in emergency
operations AND
• Operational period prevents personnel from
taking meals home or in the normal office
Unique Items
- SUPPLEMENTAL FOODS
• The following may be provided if there is
not a more restrictive agency or
geographic area policy:
− Fruit or dried fruit or fruit juice and
vegetables
Unique Items - SUPPLEMENTAL
FOODS
− Liquid supplements in the form of sports
drinks or mixes that provide electrolytes
and meet the carbohydrate solution mixes
recommended in “Feeding the Firefighter”
− Candy Bars and Energy Bars
Unique Items - SUPPLEMENTAL FOODS
• Require IC justification and concurrence
from Agency Administrator
Incident Procurement
Unit 5 – Acquisition Methods
Government Purchase Cards and
Convenience Checks
• Incident agency usually requests
procurement officers to use both -- to
the maximum extent practicable.
• Can be done; must be within:
− Procurement officers delegated authority.
− Rules and regulations of his/her agency.
− IIBMH guidelines.
29
Check and Card Payments
• Use w/incident agency approval & within
procurement officer’s agency guidelines.
• Purchase exceeds threshold, use a PO or
BPA as the procurement instrument.
• A warranted CO may make the payment
with a purchase card or check.
30
Check and Card Payments
(cont’d)
• Not assigned to incident must have
authorization to use purchase card or
checks.
• Personnel not at official duty station,
retain original documentation and
provide copy to the incident.
• Personnel supporting at duty station, give
copies to incident.
31
NIBTG Card/Check Criteria
 Maintain logs, by cardholder/check
writer.
 Record accounting charge code, resource
order number and incident number of
each receipt.
 Maintain safekeeping procedures for
unused checks.
 Maintain copy in official vendor files.
 Reconcile transactions on the incident or
as soon as returning to home unit.
32
NIBTG Card/Check Criteria (cont’d)
 Report transactions > micropurchase
threshold in FPDS-NG.
 Capture 1099 information when using
convenience checks.
 Cards/checks = probability for
duplicate payments.
Pay from original records only!
 Confirm if checks are/are not
authorized for BPA or EERA payments.
Land Use Agreements
WHY?






Emergency Situations
IC Camps
Helitack Operations
Dipping Sites
Prescribed Burns
Just to name a few
LAND USE AND FACILITY RENTAL
AGREEMENTS – How and Who?
• Use simplified acquisition procedures
• No special leasing authority
• Procurement Officials with Warrant
Authority
• PUL, BUYL
LAND USE AND FACILITY RENTAL
AGREEMENTS - Reference
• Interagency Incident Business
Management Handbook, Chapter 20
− Page 20-8
• Appendix B – Tool Kit
− Pages B-8 thru B-21
LAND USE AND FACILITY RENTAL
AGREEMENTS - Checklists
• Use Checklists (IBMH pages B-9 thru B-12)
− Schools, Fairgrounds, or other related
− Dipping Sites/Ponds
− IC Camp/Helibase
− Airports
LAND USE AND FACILITY RENTAL
AGREEMENTS
• Complete description
• Intended use
• Agreed-to Rate (Determine Ownership!)
• Provisions for making alterations
• Restoration requirements
• Condition
Agreements must be negotiated and signed. Nocost land use agreements are not binding or valid!!!
If an agreement is established with consideration,
e.g. grass seed, field use for incident base camp,
fence repair, the agreement is binding.
DIPPING SITES/PONDS
• Impact – amount of drawdown, site disturbance
• Fish (Stocking Permit?)
• Noxious Weeds
• Water (usage and replenishment), Water rights (who owns the water
• Fences
• Access
• Flight Path
• Livestock/Wildlife
• Loss of Foilage/Crop/Pasture
• Use of pumps or wells
Pre-Season LUA’s
No Pre-Season LUA’s shall be created with
out request/permission!
Of course, always exceptions:
• Municipalities
City or Local Governments that require board
meeting/member signatures i.e.;
− City Water, Gray Water
− Schools
• Situations Not Requiring a LUA
− Federal Government land/facilities run by
concessionaire
− Land/Facilities of other Federal, State and local
governments
• Check NRCG Website for Coop Agreements for Montana,
Idaho, ND, SD and the Pacific NW
(http://www.fs.fed.us/r1/fire/nrcg/)
• State Trust Lands require LUA. These lands are required
to generate income.
− Non-Wildland Fire incidents (FEMA)
− Direct Fire Suppression Activity
− Federally Funded runways and towers
Equipment Rentals
Emergency Equipment Rental
Agreements
Incident Only EERAs
• Use Form OF-294
• Only for the life of the
Incident
• Use GA supplement rates
• Or may need to
negotiate rate
• Use standard method of
hire (Exhibit 01, IIBMH)
• Can be done by PUL, BT
or host CO
Incident Only EERAs
• Use host Agency contract
numbering protocol
• Get vendor data
• Attach clauses, WD
• Prepare document
package for camp
• Never pay with a credit
card or check
EERA Document Package
• OF-305 Rental-Use Envelope
• OF-294 Copy of signed EERA
• OF-296 Pre-use Inspection checklist
• OF-297 Emergency Equip. Shift Ticket
• OF-286 Emergency Equip. Use Invoice
• Copy of the Resource Order
BUYING TEAM SPREADSHEET!!!
BUYING TEAM SPREADSHEET
• Spreadsheet is formatted
• Use one spreadsheet for each incident
• Four tabs in the Workbook
• Coordinate with Dispatch and Finance at
Camp on times to send Spreadsheet.
BUYING TEAM SPREADSHEET
• Input Directions
− Enter resource orders as received
− Enter partial fills – create a new line with
the remaining amount
− Standing orders – enter each time
− Credits or returns – enter on a new line
− Rental items – fill in vendor name, city,
state, $0.00, current date – Create new line