nrcg business committee – eqtr review nr-webinar 2014 ~ eqtr (part 2) eqtr review, tips, tools ...

NRCG Business Committee – EQTR Review

NR-Webinar 2014 ~ EQTR (part 2) 1

EQTR Review, Tips, Tools

2014 Updates Fuel Issues for 2014

CONTRACTING AND EQTR REVIEW



1. What is the PROCUREMENT METHOD? ~ and…

2. What is the ADMINISTRATIVE OFFICE FOR PAYMENT; based on that Procurement Method.

HOW TO CORRECTLY ENTER & INVOICE EQUIPMENT IN ISUITE~ For EACH Item… You Need To Answer The Following


NR-Webinar 2014 ~ EQTR (part 2) 3NR-Webinar 2014 ~ EQTR

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



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.



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.


NR-Webinar 2014 ~ EQTR (part 2) 7Go to web for complete list…



• 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



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)

DumpstersReeferLight TowersGeneratorsTraffic signs (electronic)Utility services:

PhoneElectricWater

ATV’s & UTV’sRefer 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



Cost Items ONLY!



FS Issues VIPR Agreement Extended to 10/11/2014



• 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 ~ 1st! Requires a purchasing agent to put a procurement instrument in place as a Commercial Item.



• 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.



NATIONAL CONTRACTS



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



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.

DailyEachHourlyMileage



NATIONAL CONTRACT CREW CLAUSES:

EXAMPLE!



FS VIPR AGREEMENTS



NOT! Always

Page 3 or 4!



Double Shift Rate $3217.50/Day



Know the Agreement CLAUSES:



MT-DNRC EERA’S



Use Correct Agmt # !!



1. KIND code of the item/service2. 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)

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!



I-BPA/VIPR ~ Incident Only EERA ~ National Contract ~ OTHER


NR-Webinar 2014 ~ EQTR (part 2) - 41 -

Commercial

Contractors are

ALWAYS entered as

AGENCY = PVT

Regardless …of who

solicited/awarded the

contract.



An accurate AGENCY code is

required (for I-Suite) to create FS

Accruals!


NR-Webinar 2014 ~ EQTR (part 2)NRCG2010 IFL – 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…



ADMINISTRATIVE OFFICE FOR PAYMENTCONTRACTORS

#1 Add Contract



#2 Add

Agreement



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



I-Suite



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



UNDERSTRENGTH ENGINE CREW

Why… to ALWAYS ROSTER!



In FS VIPR

Contracts



(Inferred) Deduct the same $21/hour for

engines retained by the incident with only 2

crew members.

In MT-DNRC

Agreements



INVOICE DEDUCTIONS



Equipment Deductions/Exceptions for time broken down



On shift 0630-1200 = 5.5 hrs workedBroke 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 dueThis IAP

shows a 16 hour shift



• 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 1st 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:

nrcg business committee – eqtr review nr-webinar 2014 ~ eqtr (part 2) eqtr review, tips, tools ...

Documents

eqtr review slide

contract resources agency

competed items

following slide

incident jurisdictional

agency pvt

cost item

issuing agency