procurement unit leader 1-368 - firescope where they are used as an aid. ... detailed lesson plan...

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PROCUREMENT UNIT LEADER

1-368

NIIMS


1-368

INSTRUCTOR'S GUIDE

PREFACE

This Incident Command System (ICS) lesson plan has beendeveloped by an interagency development group with guidancefrom the FIRESCOPE Task Force. The development group is madeup of representatives from the following agencies:

California Department of Forestry and Fire ProtectionLos Angeles City Fire DepartmentLos Angeles County Fire DepartmentOffice of Emergency ServicesOrange County Fire DepartmentSanta Barbara County Fire DepartmentUSDA Forest Service

USDI Bureau of Land ManagementVentura County Fire Department

CONTENTS

Preface

Introduction. . . .

Course Instructions

Introductory Unit 7

Unit 1

Unit 2

Unit 3

Unit 4

Unit 5

Organization/Position Requirements 10

Responsibilities/Performance Expectations. ... 15

Work Activities and Procedures 2 2

Cost Share Agreements 37

Demobilization ..... 51

APPENDIXES:

Appendix A

Appendix B

Appendix c

Appendix D

Appendix E

Appendix F

Administrative Requirements A-l

Student Workbook B-l

Equipment/Materials c-1

Handouts D-l

Viewgraphs E-l

Blank and Keyed Final Exam F-l

n

INTRODUCTION

Procurement Unit Leader 1-368 is a 12-hour course designed tomeet the training needs for qualification as a Procurement UnitLeader under the National Interagency Incident ManagementSystem (NIIMS) qualification standards.

Instructors should comply with the required procedures forpresentation and evaluation {Appendix A of this guide).

The material in this course should be presented in a variety ofways: short lectures, discussions, viewgraphs, classroomexercises, workbook assignments, and role playing. Time shouldalso be set aside to discuss agency specific data. Theexercises and assignments are provided to give trainees anopportunity to apply in the field the knowledge and skills theyreceive in class and from reading the material provided.

DUE TO THE CONTENT OF THE COURSE, INSTRUCTORS MAY CHOOSE TO

PRESENT AN ADDITIONAL AGENCY SPECIFIC UNIT BASED ON CLASS MAKE

UP.

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COURSE INSTRUCTIONS

This section contains instructions and information essential tothe instructor in making an effective presentation. Theinstructor must read this section and be thoroughly familiarwith all procedures and material prior to the coursepresentation.

I INSTRUCTOR PREREQUISITES

The instructors for this course should be qualified,experienced Procurement Unit Leaders who are knowledgeablein the types of management that are typically encounteredby the trainee target group.

Also, the instructor should have had instructor trainingand/or demonstrated instructor skills. He or she must bethoroughly familiar with the course. It is suggested thatpotential instructors participate in the trainer sessionsor serve as an assistant instructor before attempting toperform as a fully qualified instructor.

II TRAINEE TARGET GROUP

Agency or department personnel with procurement authorityand experience handling purchase/contract negotiation andadministration.

III TRAINEE PREREQUISITES

Trainees must have successfully completed the Basic ICSCourse 1-220 and should have current agency specificprocurement authority.

IV COURSE OBJECTIVES

A. Performance Objectives

Course objectives are stated in broad terms thatdefine what the Procurement Unit Leader trainee shouldbe able to do after completing this course.

1. Given an incident assignment, describe theFinance Section organization and the positionrequirements necessary to function as a member ofthe ICS organization.

2. Given an incident assignment, describe the roles,responsibilities, and performance expectations ofthe Procurement Unit.

3. Given, an incident assignment, describeprocedural, regulatory, and policy requirementsof the Procurement Unit Leader position.

B. Unit Objectives

Special unit objectives appear at the beginning ofeach unit and define what the trainee should be able

to do at the completion of the unit.

Introduction

1. Introduce trainees to instructors, peer group,and course outline.

2. Present administrative detaiIs to trainees.

3. Distribute and briefly review course materialsand student workbook.

4. Present course objectives.

Unit 1 - Organization/Position Requirements

1. Describe the Incident Command System organizationand the Finance Section organization, anddescr ibe how the Procurement Unit Leader positionrelates to other functions.

2. List the contents of a personal Procurement UnitLeader Kit.

Unit 2 - Responsibilities/Performance Expectations

1. Describe Procurement Unit Leader responsibilities

2. Describe Procurement Unit Leader job expectationsand performance standards.

Unit 3 - Work Activities and Procedures

1. Describe specific procedures in operating theProcurement Unit.

2. Describe forms and terms used in hiring, use, andpayment for equipment, service, and supplies.

3. Describe technical and procedural processes inproperty and supply tracking.

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Unit 4 - Cost Share Agreements

1. Describe cost apportionment and cost shareagreements.

2. Describe how to write cost share agreements.

Unit 5 - Demobilization

1. Describe the pay off procedures for hiredequipment.

2. Describe how to demobilize and close out the

Procurement Unit.

V TIME ELEMENT

This Procurement Unit Leader course will require 12 hoursfor presentation. If agency specific material is addedmore time will be required. Instructors should devoteadequate time to prepare for their presentations. Theyshould draw from their experiences to add realism andcredibility to the information presented.

Exercises are presented throughout the course as well asin the workbook. The course exercises require preparationand cannot be left until the last minute. Solutions to

the exercises are provided, but the instructor must workthrough them to explain the processes used in solving theproblems.

VI SPACE AND CLASSROOM REQUIREMENTS

The characteristics of the classroom and supportivefacilities have a great deal of impact on the learningenvironment and the instructor's success or failure. For

this course, it is advisable for the instructor to adhereas closely as possible to the following guidelines.

Smoking should not be permitted in the classroom; a spacefor smoking should be provided outside.

The classroom should:

1. Have sufficient space, desks, tables, and equipmentfor the number of course participants. Desks ortables should be arranged to allow trainees to work insmall groups (2-5) or individually.

2. Have controlled lighting (e.g., lights can be turnedoff and windows shaded to permit the showing of films,viewgraphs, etc.).

3. Have good acoustics.-4-

4. Have good ventilation.

5. Be in a quiet place that is not subject to outsideinterruptions.

6. Have supportive facilities such as break areas, ashtrays, rest rooms, etc.

VII EQUIPMENT AND MATERIALS

Equipment and materials that will be required for thepresentation of this course are listed in Appendix C.

A. The Instructor's Guide contains all of the information

needed to present the generic course. Supplementalagency specific information will have to be added bythe instructor. The solutions to the workbook

exercises are found immediately following theexercises in the Instructor's Guide. The workbook

exercises are keyed to the appropriate pages in theStudent Workbook. Solutions to unit tests are at the

end of the unit for which they are presented.

Other information regarding the course will be foundwithin the lesson outline and in the appendixes.

B. Student Workbook (Appendix B)

All exercises for the course have been incorporatedinto a Student Workbook. The workbook is designed foruse in conjunction with the more formal lecturematerial provided in the detailed lesson planoutline. The workbook provides space for notetakingand is organized in sequence with the Instructor'sGuide.

The exercises in the Instructor's Guide are keyed tothe corresponding page numbers in the StudentWorkbook. The instructor is advised to conduct the

exercise after covering the topic. However anothereffective approach is to run the exercise "blind."Follow up the exercise by discussing the topic andfollow the points in the outline. The instructorshould become familiar with the process used in eachexercise.

The workbook has also been designed for use as a fieldreference for the trainee.

C. Viewgraphs (Appendix E) and handouts (Appendix D) areincluded to enhance certain areas. They are listed inthe "Key Points and Aids" column in line with thematerial where they are used as an aid. Instructorsshould be prepared to provide agency specific forms.

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D. As this course has been developed in a generic format,all of the basic handouts have been incorporated intothe Student Workbook. However, it is recognized thatindividual instructors may wish to tailor the class tomeet their particular requirements. Therefore,Appendix D is intended to include all agency specifichandouts, for example, agency specific forms.

VIII EVALUATION

Trainees must obtain a minimum 80 percent score on thefinal examination and other evaluations to successfullycomplete the course. The exam and other evaluationsthroughout the course may help identify any need forchange and improvement in the course structure and content

Post training evaluation adds an additional and validmeasurement of training accomplishment. This evaluationshould be done by the instructor or supervisor in thefield. It should be based on how well the course ofinstruction enabled the trainee to perform the job (i.e.,a trainee is measured against the accepted positionperformance standards). This evaluation identifies anyrefresher training that may be needed by the individual.

A course evaluation form is included in the workbook.

Comments are to be made on this form and submitted to the

instructor. These evaluations should be forwarded to the

parent agency training bureau.

IX ADMINISTRATIVE REQUIREMENTS

Administrative requirements related to local and nationalrequirements are listed in Appendix A.

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CURRICULUM:

COURSE:

UNIT:

SUGGESTED TIME

OBJECTIVES:

DETAILED LESSON PLAN OUTLINE

Incident Command System

1-368 Procurement Unit Leader

Introduction

30 minutes

1.

TRAINING AIDS NEEDED:

Introduce trainees to instructors, peergroup, and course outline.

Present administrative details to

trainees.

Distribute and briefly review coursematerials and student workbook.

Present course objectives.

ViewgraphsBlackboard and chalk

Overhead projector and screen

-7

OUTLINE KEY POINTS & AIDS

I Introduction of trainees to instructor,

peer group, and course outline.

A. Instructor introduces self and

other instructors to trainees.

B. Trainees introduce themselves.

II Administrative Points

BRIEF STUDENTS ON FACILITIES AND

ADMINISTRATIVE POINTS RELATING TO TRAINING

SESSION.

A. Transportation

B. Ground Rules (smoking, breaks,etc.)

C. Facilities (restrooms, parking,etc.)

D. Schedules (class, meals, etc.)

E. Use of telephones and messages

F. Other pertinent points

III Student Workbook

DISTRIBUTE A STUDENT WORKBOOK TO EACH Wkbk pg.iiSTUDENT IN THE CLASS, THEN HAVE THEM OPEN

IT TO THE TABLE OF CONTENTS AND DISCUSS.

A. The workbook is a study aid. Itcontains objectives, exercises,and other material designed tohelp you remember the job.

B. The completed workbook can be usedas a field reference to help youon the job.

-8


IV Course Objectives 00-01-1368 VGWkbk pg.l

A. Describe the Finance Section

organization and the positionrequirements necessary to functionas a member of the ICS

organization.

B. Describe the roles,responsibilities, and performanceexpectations of the ProcurementUnit.

C. Describe procedural, regulatory,and policy requirements of theProcurement Unit Leader position.

EXPLAIN THAT MORE SPECIFIC UNIT OBJECTIVES

WILL BE PRESENTED AT THE BEGINNING OF EACH

UNIT. ASK THE STUDENTS IF THEY HAVE ANY

QUESTIONS.

REMIND STUDENTS THAT A MINIMUM 8 0 PERCENT

SCORE IS REQUIRED TO PASS THE CLASS.

-9

CURRICULUM:

COURSE:

UNIT:

SUGGESTED TIME

OBJECTIVES:




1 - Organization/Position Requi rements

1 hour

Upon completion of this unit trainees shouldbe able to:

1. Describe the Incident Command System(ICS) organization and the FinanceSection organization, and describe howthe Procurement Unit Leader positionrelates to other functions.

2. List the contents of a personalProcurement Unit Leader kit.

TRAINING AIDS NEEDED Overhead projector and screenFlip charts and markersField Operations Guide and/or NWCGFireline Handbook

Viewgraphs

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REVIEW UNIT OBJECTIVES. 01-01-1368 VG

Wkbk pg.2

I Incident Organization

REVIEW ENTIRE ICS ORGANIZATIONAL CHART Wkbk pg.3IDENTIFYING WHERE CONTRACT RESOURCES ARE IN 01-02-1368 VG

USE SUCH AS HELIBASE, CAMPS, OPERATIONSSECTION, AND LOGISTICS SECTION UNITS. THIS

INFORMATION CAN BE OBTAINED FROM THE

LOGISTICS SECTION CHIEF, THE RESOURCES UNIT

LEADER, AND THE SUPPLY UNIT LEADER.

GIVE EXAMPLES, E.G., AMBULANCE/FIRST AID,CATERER, RADIO COMMUNICATIONS, DOZERS,SOLID WASTE, DISPOSAL, SHOWERS, ETC.

II Finance Section Organization Wkbk pg.401-03-1368 VG

FOG pg. 1-47 orFireline Hdbk

pg. 70-3A. Procurement Unit Leader works

directly for the Finance SectionChief. On multi-agency incidentsthe Procurement Unit Leader mayneed to cooperate with otheroff-site agency supply andpurchasing personnel.

B. Relationship to other functions.

Procurement Unit Leader must work

in close coordination with the

Operations, Logistics, andPlanning Sections to fulfill bothadvisory and records managementresponsibilities.

C. Staffing needs. 01-04-1368 VGWkbk. pg. 5

The Procurement Unit has no

specialist positions identified inthe ICS organization; however,there will be times when

additional personnel will berequired to accomplish the work ofthe Unit.

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1. Identify the work to bedone such as processingpurchasing documents orcompleting rentalcontract agreements.

2. Request FinanceSpecialists skilled inthe required work, suchas contracting officersor finance clerks.

3. On multi-agencyincidents, orderAssistant Procurement

Unit Leaders from

assisting agenciesthrough the FinanceSection Chief .

ASK STUDENTS FOR OTHER EXAMPLES.

Ill Personal Procurement Unit Leader Kit Wkbk pg. 6Instr. Guide pg.

SEE NEXT PAGE FOR SAMPLE PROCUREMENT UNIT 13

LEADER KIT LIST. ADVISE STUDENTS THAT THE

FIRST 12 ITEMS ON THE LIST ARE MANDATORY

AND THAT THE OTHER ITEMS ARE DESIRABLE.

POST A LIST OF CONTENTS FOR A PROCUREMENT

UNIT LEADER KIT AND EXPLAIN TO TRAINEES

THAT THIS WILL REMAIN POSTED FOR THE ENTIRE

CLASS. LEAVE ROOM FOR ADDITIONS.

REMEMBER, THIS IS A GENERIC LIST - DEVELOP

YOUR OWN AGENCY LIST IF THIS LIST DOES NOT

MEET YOUR NEEDS.

ADMINISTER UNIT 1 QUIZ. ALLOW 15 MINUTES, 01-01-1368 HOTHEN CORRECT IN CLASS. Solution: Instr.

Guide pg. 14

12

CHECKLIST FOR

PERSONAL PROCUREMENT UNIT LEADER KIT

The first 12 items listed are mandatory; the others aredesi rable.

Field Operations Guide, ICS 420-1, or NWCGFireline Handbook, 410-1Purchase Order

Emergency Fire Time Record SummaryEquipment Rental AgreementUnit Log, ICS Form 214Damage Claim Information (Board of Control Claim)Incident Finance/Business HandbookEmergency Equipment Use InvoiceRental Equipment Use RecordsPre/Post Inspection ChecklistOil and Fuel Issue

Lease Agreements and Other Agency SpecificAgreement Forms

Transmittal Letter for Check Counterfoils

Disbursement Voucher (Petty Cash)Inter-Governmental Service Agreement & InvoiceTravel Claim

Mini-Memo

Note padsEnvelopes, 9" x 12"Manila Folders

Mini Calculator

Printing CalculatorColumnar Pad Notebook

Calculator TapePaper ClipsAlkaline batteries size AA

Mechanical Pencils

Pens

StaplesStaplerStaple RemoversFiling System, i.e., Pendaflex, Expanding FolderFire Time Checks

Draft Purchase Vouchers

Prepared Envelop for Contract Information

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UNIT 1 QUIZ SOLUTION

The Procurement Unit Leader works directly for the FinanceSection Chief and on complex incidents may coordinatedirectly with other agency supply and purchasing personnel

Name the position responsible for each function listed.

Manages incident operations. Incident Commander

Develops an operating plan for Finance Section Chiefthe Finance Section.

Ensures daily personnel time Time Unit Leaderrecording documents are prepared.

Maintains log of all injuriesoccurring on incident.

Prepares and signs contractsand land use agreements.

Identifies potential safety Safety Officerhazards .

Prepares incident cost summaries." Cost Unit Leader

Writes Medical Plan. Medical Unit Leader

Places orders for resources Supply Unit Leaderor supplies on the incident.

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Compensation for InjurySpecialist

Procurement Unit Leader

CURRICULUM:

COURSE:

UNIT:

SUGGESTED TIME

OBJECTIVES:




2 - Responsibili ties/Performance Expectations

2 hours


1. Describe Procurement Unit Leaderresponsibilities.

2.

TRAINING AIDS NEEDED:

Describe Procurement Unit Leader jobexpectations and performance standards

Overhead projector and screenFlip charts and markersField Operations Guide and/or NWCGFireline Handbook

Handouts

Viewgraphs

15


REVIEW UNIT OBJECTIVES 02-01-1368 VGWkbk pg.7

I Responsibilities and Role Statements

The Procurement Unit Leader is

responsible for administering allfinancial matters pertaining to vendorcontracts.

DIRECT STUDENTS TO EXERCISE 1. HAVE STUDENTS 02-01-1368 HO

BREAK UP INTO SMALL GROUPS AND LIST Solution: Instr.

PROCUREMENT UNIT LEADER RESPONSIBILITIES. Guide pg. 17AFTER 15 MINUTES HAVE EACH GROUP PRESENT

ANSWERS AND INVITE OTHER GROUPS TO

CRITIQUE. LIMIT EACH GROUP TO 5 MINUTES.

A. Obtain briefing from Finance Wkbk. pg. 8Section Chief. 02-02-1368 VG

B. Contact appropriate unit leadersregarding incident contractvendors, and identify any specialprocedures. Identify and ordersupplies needed.

1. Advise unit leaders on

procurement responsibilities

2. Determine if any specialcontract/purchaserequirements or problemsexist.

3. Coordinate with Supply Uniton all required documentspertaining to contractvendors and purchasing.

C. Coordinate with local

jurisidiction on existingpurchasing agreements and supplysources.

1. Contact local administrative

officer prior to going toincident and establish that

local procurement plan orexisting agreements areup-to-date and complete.

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02-03-1368 VG

EXERCISE 1 SOLUTION

What are four things the Procurement Unit Leader should doupon arrival at an incident?

a. Obtain briefing from Finance Section Chief.

b. Contact appropriate unit leaders regarding incidentcontract and purchasing needs and any specialprocedures. Identify and order supplies needed.

c. Coordinate with local jurisdiction on existingpurchasing agreements and supply sources.

d. Obtain Incident Procurement Plan if prepared.

What unit does the Procurement Unit Leader coordinate withon procedures for handling claims?

Compensation/Claims Unit

What unit does the Procurement Unit Leader coordinate withon cost data in contracts?

Cost Unit

If an incident procurement plan is not prepared, whatshould the Procurement Unit Leader do?

Keep a listing of vendors and contractors

As the incident winds down, what are two things theProcurement Unit Leader should do?

a. Finalize all agreements and contracts.b. Complete final processing and send documents for

payment.

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2. Determine if additional

supply sources may benecessary based on incidentsize, type, and specialrequi rements.

D. Obtain incident procurement planif prepared. If one is notprepared, keep a listing ofvendors or contractors.

1. Ensure that plan covers allrequirements for incident.

2. Ensure that plan has completelisting of vendors and phonenumbers.

3. Provide completed plan toSupply Unit to implement.

E. Prepare and sign contracts andagreements as needed.

DISCUSS AGENCY SPECIFIC PROCUREMENT

PROCEDURES.

1. Coordinate with Ground

Support, Facilities, andSupply Units on theirrequi rements for equipmentrentals.

2. Coordinate with FacilitiesUnit on land use agreements.

F. Draft memorandums of understanding

1. Coordinate with Incident

Commander.

2. Coordinate with AgencyRepresentatives.

3. Coordinate with Finance

Section Chief and draft cost

share agreement if needed.

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G. Establish contracts with supplyvendors as required.

1. Obtain copies of all vendorinvoices.

2. Coordinate with Supply Uniton requi rements.

3. Prepare ordering documents asneeded.

H. Interpret contracts/agreements toresolve claims or disputes withindelegated author ity.

I. Coordinate with

Compensation/Claims Unit onprocedures for handling claims.

J. Finalize all agreements andcontracts.

K. Coordinate use of imprest funds ifrequi red.

1. Determine requirement fromagency for imprest fund.

2. Order imprest cashier.

3. Provide security for cash.

4. Cease imprest fund use inaccordance with incident

demobilization plan.

L. Complete final processing and senddocuments for payment.

1. Ensure that all documents are

accurate and legible.

2. Determine proper locationsfor sending documents.

19


3. Complete all documentationfor transmittal at the time

of demobilization.

M. Coordinate cost data in contracts

with Cost Unit Leader.

N. Maintain Unit Log, ICS Form 214. Wkbk pgs. 9-10

EXPLAIN THAT IT IS VERY IMPORTANT TO KNOW

WHICH AGENCIES ARE INVOLVED IN THE

INCIDENT, TO KNOW WHICH AGENCIES WILL BE

RESPONSIBLE FOR HIRE AND PAYMENT OF WHICH

EQUIPMENT, SERVICES, AND SUPPLIES.

PROCUREMENT AND PAYMENT AUTHORITY FOR EACH

AGENCY REQUIRES SPECIFIED DELEGATIONS.

BRING IN SOME PERSONAL EXPERIENCES OF

INCIDENTS THAT INVOLVED SEVERAL AGENCIES

AND HOW PURCHASE/CONTRACT EQUIPMENT ANDSERVICE HIRE AND PAYMENT RESPONSIBILITIES

WERE HANDLED.

II Job Performance Standards 02-02-1368 HO

Discuss job performance standardsdeveloped for Procurement Unit Leader.Explain the difference in the levelsand how they relate to the ratingprocess.

ADMINISTER UNIT 2 QUIZ. ALLOW 15 MINUTES, 02-03-1368 HOTHEN DISCUSS. Solution: Instr.

Guide pg. 21

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UNIT 2 QUIZ SOLUTION

1. What units does the Procurement Unit Leader coordinate withon equipment rental requi rements?

a. Ground Support Unitb. Facilities Unit

c. Supply Unit

2. When preparing a land agreement for use of the base whatunit does the Procurement Unit Leader coordinate with?

Facilities Unit

3. Who does the Procurement Unit Leader coordinate with on

existing purchasing agreements and supply sources?

Local Administrative Officer

4. List three steps to coordinate use of imprest funds.

a. Determine requirement from agency for imprest fund.b. Order imprest cashier.c. Provide security for cash.

5. If an incident procurement plan is prepared, what shouldthe Procurement Unit Leader do?

a. Ensure that plan covers all requirements for incident.b. Ensure that plan has complete listing of vendors and

phone numbers.c. Provide completed plan to Supply Unit to implement.

6. Who should the Procurement Unit Leader coordinate with to

draft memorandums of understanding, or cost shareagreements?

Incident Commander, Finance Section Chief, and AgencyRepresentatives

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CURRICULUM:

COURSE:

UNIT:

SUGGESTED TIME

OBJECTIVES:




3 - Work Activities and Procedures

3 hours


1. Describe speci fie procedures inoperating the Procurement Unit.

2. Describe forms and terms used in

hiring, use, and payment for equipment,service, or supplies.

3. Describe technical and proceduralprocesses in property and supplytracking.

TRAINING AIDS NEEDED: Overhead projector and screenFlip charts and markersField Operations Guide and/or NWCGFireline Handbook

Handouts

Viewgraphs

22


REVIEW UNIT OBJECTIVES 03-01-1368 VGWkbk pg. 11

I Information Gathering Worksheet Wkbk pgs. 12-13Instr. Guide

pgs. 24-25A list of general information should bedeveloped immediately upon assignmentto an incident.

DISCUSS SOURCES OF INFORMATION AND

IMPORTANCE OF GATHERING DATA USUALLY

MISSING IN EARLY OPERATIONAL PERIODS OF AN

EXPANDING INCIDENT.

A. Problem areas 03-02-1368 VG

B. Plan/outlineC. Staffing needs

NOTE: FOR TRACKING PURPOSES, SOME AGENCIES

MAY NEED TO NUMBER AGREEMENTS NEGOTIATED ON

THE INCIDENT. IF SO, ANY NUMBERING SYSTEMTHAT MEETS AGENCY NEEDS MAY BE USED.

II Procurement Unit Leader Duties Checklist Wkbk pgs. 14-15Instr. Guide

Should be reviewed prior to initial pgs. 26-27orientation with Finance Section Chief

based on information gathered fromabove checklist. All questions onchecklist should be answered and a time

schedule set for accomplishment ofeach. Should use as guide duringincident and share answers with

Procurement Unit staff.

FROM EXPERIENCE CITE TYPICAL ANSWERS IN

GIVEN SITUATIONS AND CAREFULLY ADDRESS EACH

QUESTION - WHAT ARE THE ALTERNATIVE

SOLUTIONS? HOW OFTEN SHOULD CHECKLIST BE

ADDRESSED? TRAINEES SHOULD WRITE DOWN

ADDITIONAL QUESTIONS/ANSWERS.

III Organizing and Processing Records Wkbk pg. 16

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PROCUREMENT UNIT

INFORMATION GATHERING WORKSHEET

Date

1. Name of Incident

2. Cause

3. Map location

4. Accounting code

5. Name of local contract or procurement specialist in

incident support agency

Office phone number

Home phone number

Supply Unit or dispatcher phone number

6. Location of Base

7. Location of mobilization points

8. Local jurisdictional agencies procurement and supply plan

9. Contract resources committed to incident - reminder list

Owner Agreement # Origin

(home/base)

Type

Graders

Layers

Dozer Tenders

Transports

Water Tenders

Trucks

Buses

-2 4-

10. Other camps

No

Yes - contract resources based there - agreements and

time records.

11. Local agency direction on property accountability

12. Known claims or accidents with contract resources

13. Private or non-agency land in use for incident support

14. Projected size next 24 hours

15. Special permit and hauling requirements

16. Special legal or regulatory requirements concerning

agreements or rates

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CHECKLIST

1. Have you checked the Finance Kit for appropriate forms andsupplies?

2. Is the Procurement Unit function in base located in a placewhere it can easily be found and will not interfere withthe orderly flow of traffic through base?

3. Is there a building or covered area available for timerecording and protection of the payment documents?

If a building is not available, consider a rental traileror tent.

4. Have you contacted the Finance Section Chief for generalassignment and orientation?

5. Are copies of all resource orders available for review todetermine agreements and use records needed?

6. Have you prepared a work schedule? Have you received acopy of the overall incident organization chart?

7. Have you met with unit leaders to establish a schedule andflow of daily use records for all equipment and servicesunder agreement?

8. Before demobilization begins, have you arranged a meetingwith the responsible agency's payment section to assure anorderly and complete transfer of records for payment?

9. Have you determined priorities of work, prepared anoperational period action plan, and briefed your ass istantsabout them?

10. Have you received copies of all (blanket) purchasearrangements, for local contract services provided outsidethe base units perimeter?

11. Have you developed an action plan within the first twooperational periods to locate and sign up all equipment andservices in use or held but not under agreement?

Have you determined the most useful and advantageousagreement terms to use for this incident?

12. Have you determined that the appropriate (pay) rate isbeing paid for equipment operators and services providedunder those agreements?

13. Have you determined that the Finance Section Chief hasestablished a charge rate for all fuel and oil issued forthe incident?

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14. Have you advised both Operations and Logistics Sections ofany specified government property to be furnished under thecontract such as protective clothing, etc.?

15. Are all local purchases signed by personnel with authorityto do so and are the purchases supported by resource ordersthrough the Supply Unit?

16. Do the Equipment Time Recorders have copies of allagreements?

17. Ensure that the Logistics Section has copies of allpertinent (national) contracts.

18. Are all contract claims properly investigated and a reportfiled in the payment file?

19. If there is equipment or a contract service being used onthe incident under another agency's agreement, is there aqualified procurement specialist available from that agencyto interpret terms, approve records, or settle relatedc 1 a i ms ?

20. Have you checked to see that all crews with contractequipment have provided your unit a copy of their agreementand time is appropriately recorded?

21. Are all contracted resource owners providing supportrequired (relief operators, fuel, etc.)?

22. If camps are going to be set up you should order anAssistant Procurement Unit Leader as soon as the decisionhas been made if contract resources will be managed fromthat camp.

23. Are you maintaining a summary of all contract equipment andservices assigned to the incident?

24. Are you reporting underutilized or expensive equipment tothe Finance Section Chief so it can be released first or a

replacement sought?

25. Are you spot checking all operational period records, fuelissues, and service records for accuracy and propriety?

26. Have you determined that all aviation fuels, gasoline,diesel, oil, and grease are being accounted for and chargedout on appropriate forms?

27. Are the appropriate unit leaders aware of any special orunusual requirements in the contracts for resources theymanage?

28. Have you confirmed release of all unneeded equipment?-27-


DISCUSS AGENCY SPECIFIC PROCUREMENT AND

PAYMENT SYSTEMS. VIEW AGENCY SPECIFIC

SAMPLE FORMS (INSTRUCTOR PROVIDED).DISCUSS NEED TO SECURE NEEDED DATA

PROMPTLY, TO MAINTAIN CURRENT RECORDS, AND

TO KEEP UNIT OPERATION SIMPLE. EXPLAIN HOW

CHANGES IN INCIDENT STATUS AND ASSIGNMENT

OF RESOURCES CAN CAUSE DELAYS IN PROCESSING

AND CLOSING OUT RECORDS.

BRIEFLY DISCUSS GENERAL REQUIREMENTS FORALL AGREEMENTS. EXPLAIN THAT TYPE AND

FORMAT VARY BUT WRITTEN RECORD IS BASIC TO

ALL HIRES IN TWO PARTY AGREEMENTS.

IV Records prepared and maintained for 03-01-1368 HOemergency hired personnel and 03-0 2-1368 HOequipment (e.g., USFS Forms OF 294and OF 286).

INSTRUCTOR MAY WISH TO DISCUSS ADDITIONAL

AGENCY SPECIFIC FORMS AT THIS TIME. HAND

OUT FORMS IF USED IN LECTURE.

V Review procedures for completingagreement forms. Note that in someagencies these are the source documentsfor inventory of available equipment.

VI Equipment Use Records (e.g. USFS OF 297) Wkbk pg. 1703-03-1368 HO

Mandatory information 03-03-1368 VG

1. Time worked

2. Time held in standby

3. Equipment identification,owner, and operator.

B. Units of measurement (e.g., day,hour)

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C. Advise Time Unit regarding equipmentuse .

VII Equipment Inspection Records (e.g. USFS Wkbk pg. 18OF 296) 03-04-1368 VG

03-04-1368 HO

INSTRUCTOR SHOULD DISCUSS AGENCY SPECIFIC

FORMS BASED ON CLASS MAKE-UP, FOR EXAMPLE,USFS FORM OF 296. HAND OUT FORMS IF USED

IN LECTURE.

A. Time of inspections: coordinatewith Equipment Manager or GroundSupport Unit.

B. Qualificationsof inspector

1. Advise inspectors how to notedamage or possible defectsleading to probable damage.

2. Note on special servicesagreements needs forinspecting licenses such asfuel transport, garbagesupport, or medicalqualification.

C. Equipment damage

1. Describe claims that may beasserted

2. Review claims forms and

within agency restrictionsrelease provisions or giveproper filing instructions.

3. Emphasize use of photographsand witness statements earlyin process.

4. Obtain all facts about a

claim before personnel leaveincident.

BRIEFLY DISCUSS DIFFERENCE BETWEEN TORT AND

CONTRACT CLAIMS.

-29-


VIII When resources or services areprovided by other agencies, such ascounty flood control, Cal Trans, etc.,make sure charges are applicable forservices rendered.

IX Meal Agreements

BRIEFLY DESCRIBE VARIOUS MEAL AGREEMENTS:

LOCAL RESTAURANTS, CATERERS, SACK LUNCHES,ETC.

X Use Agreements 03-0 5-1368 HO03-06-1368 HO

REVIEW SAMPLE USE AGREEMENTS. DISCUSS NEED

FOR ACCURATE DESCRIPTION BOTH OF LAND USED

AND IMPROVEMENTS TO THE LAND (FENCES,BUILDINGS, CROPS, UTILITIES, ETC.)EMPHASIZE USE OF PHOTOGRAPHS TO RECORD PRE-

AND POST-USE CONDITIONS. IN DEVELOPING

RATES FOR USE CONSIDER SIMILAR USES IN

LOCAL AREA AND LOSS OF USE TO OWNER -

SHOULD NOT CONSIDER TRADE OF SERVICE OR

IMPROVEMENT OF LAND IN LIEU OF PAYMENT.

BE SURE TO GET OWNER RELEASE OF CLAIMS OR

CLEAR DEFINITION AND LIMITS OF CLAIMS.

XI National Interagency Agreements 03-07-1368 HO

A. Catering

B. Showers

C. Aircraft

DISCUSS WITH TRAINEES THE NEED TO REVIEW

EACH AGREEMENT FOR ITS OWN TERMS AND NEED

FOR SPECIALLY TRAINED MANAGER WHEN USING ON

ANY INCIDENT. MAY PROVIDE SAMPLE

AGREEMENTS FOR CASUAL REVIEW BY INTERESTED

TRAINEES.

XII Purchasing and Payment

Some agencies separate purchasing andpayment; others don't. Remember tocheck with the jur isdictional agencyfor specific procedures andrequi rements.

-3 0-


XTIIProperty Management

All incidents need some control systemto track delivery and transfer ofsupplies and non-expendable property.

03-08-1368 HO IS A TYPICAL SYSTEM AND 03-08-1368 HODESCRIPTION OF PROCEDURES AND RECORDS FOR

USE IN MAINTAINING PROPERTY ACCOUNTABILITY.

ADMINISTER EXERCISES 2 AMD 3. DISCUSS EACH 03-09-1368 HO

EXERCISE AND ITS POSSIBLE SOLUTIONS, 03-10-1368 HOCONSIDERING ALTERNATIVE SOLUTIONS. BE SURE Solution: Instr.

TO EMPHASIZE: (1) SOURCES OF INFORMATION Guide pgs. 32-36THAT NEED TO BE RECORDED, (2) NEED FORADVISING CONTRACT RESOURCE MANAGERS AND

USERS OF THEIR IMPORTANCE IN THE RECORD

KEEPING PROCESS, AND (3) IMPCPTANCF OFCOMPLETING RECORDS PRIOR TO RELEASE OF

RESOURCES AND CLOSE OF INCIDENT.

-31-

EXERCISE 2

Incident - Apto fire start at 1345 hours - Initial attackfails, escape by 1615.

Ordered from incident - Dozer Strike Team at 1630: Johnson

Bros D7E SN without lights but winch and rollover protection,angle dozer, and 3-axle tractor plus-4 axle tandem lowbedresponding by 1710. Transport and 1 ton Ford 4x4 license DOZER534 with 200 gallons diesel, 50 gallons gas, and lubeequipment, left to get dozer at 1625. Transport driven by AlJohnson, owner, and 1 ton by his wife Ann.

1710 - Loaded dozer .

1845 - Arrived at ICP. Mechanic attached government lightsand made minor repair. Cost $17.50.

2255 - Delivered.

0145 - Ann arrived home with transport. Left fuel truck atnearby road junction.

0815 - After dozers finished operating on line, Al shut downfor breakfast until 0830.

1100 - Sleep break on dozer line until 1530. Sack lunch.

2040 - Operator drive to fuel truck (3 miles) by dozerleader. Filied dozer from fuel truck. Drove 1 hour

to base. Al was told "released" by EquipmentManager. Ate at caterer, slept till 0540.

0540 - Awakened by Equipment Manager - Al was told to eat,get dozer, and depart. Ate, asked Finance Section forpaperwork, told to wait 1 hour until ready. Calledhome.

0650 - Brother Andy started transport direct to dozerlocation.

07 45 - Al signed papers for release. Was advised to bringdozer by camp for release inspection.

0815 - Andy arrived.

0900 - Al arrived at dozer. Andy had load. Al found thatAnn had ridden with Andy.

-32-

0930 - Left with dozer loaded.

1055 - Arrived at camp. Inspection performed by 1120. Andyand Ann ate at camp. Andy went to operate friendfsmotor grader as government temporary hire. Al drovetransport home. Ann drove fuel truck as pilot car.Before leaving she was asked to pump remaining 150gal Ions of diesel into govenment fuel wagon that wasshort, with no expected delivery for 5-7 hours. Shealso fueled two pickups with remaining gas - onegovernment, one private under hire.

1215 - Both transport and pilot car left, driving slowly.One-half mile from job pit where can had been located,had accident. Pilot car was in wrong lane and hitanother vehicle. Caused $200 damage to pilot car,none to other.

1630-

1730 - Both accident vehicles stopped. Finally dropped offdozer and returned home.

-33-

What papers are needed and what is filed?

Need Equipment Rental Agreement covering Al Johnson'sdozer, transport, and fuel tender. Equipment Rental"Agreement will include all equipment, the rate of use withor without operator or driver, the rate for standby, andany special rate that may be required.

2. Need shift tickets completed for all equipment use.

3. Need Equipment Inspect ion Checklist completed on allequipment by a qualified inspector, e.g., Ground SupportUnit Leader, mechanic, etc.

4. Need an Emergency Hire document completed for AndyJohnson's time for operating the motor grader.

5. Need to document the 150 gallons of diesel fuel pumped intogovernment fuel wagon and the two pickups that were fueled,with diesel fuel, 5y Al Johnson's wife. This cost shouldbe subtracted from final pay document.

6. Need to document mechanic:fs time of repair work andsubtract from final pay document.

7. Need to document accident between pilot vehicle and othervehicle, and include with final pay document.

34

EXERCISE 3

Tom Jones was owner of other dozer ordered. It is a D8H

46A , with lights and ROP's, Kelly rippers, and tiltblade"! Tom only wants to work with government paying operatordirect but wants approval of operator. Tom uses anothertransport (not his own). Call made to him at "same time as AlJohnson," had to drive 12 miles to dozer in own pickup, gotdozer ready, and states "cooperator transport arrival to loadat 1810.

1900 - Loaded. Piloted by self driving a 2-ton Chevy 1979,license D27351 with 80 gallons diesel in a 350-gallontank, to be hired as dozer tender.

2115 - Arrived at ICP with Strike Team.

2255 - Transported to line. Left truck and startedoperations.

0130 - Broke down. Driven by government to base.

0300 - Arrived at base. When advised that governmentmechanic was unable to repair and there was no dozerrepair service, Ground Support decided dozer was nolonger needed.

0430 - Sent home. Hitched ride back to dozer tender.

0600 - Arrived at dozer tender. Took home and worked on

other things since it was Friday. Found out dozerrepair service would be performed at dozer locationlate in day.

1630 - Took tender to dozer. Dozer about to be repaired.

1910 - Found battery and $150 worth of tools from locked boxunder dozer missing.

2015 - Dozer repair finished, 1/2 hour before sundown.Government unable to provide transport because ofweekend and because dozer was oversized in blade width(State would not issue transport permit till Monday).Returned to base to prepare equipment release papers.

35-

What do you as Procurement Unit Leader do when awakened by theTime Unit Leader at 2330 on that Friday?

1• Meet with Mr. Jones and review Equipment Rental Agreementwith him. If Mr. Jones does not have a Rental Agreement-for his equipment you will have to prepare one.

2. Check with Ground Support Unit Leader to verify what tookplace and what instructions were given Mr. Jones.

3. Verify who authorized the repair of Mr. Jones' dozer.

4. Get copy of shift ticket or talk to Dozer Supervisor toverify work time.

5. Get copy of pre-work Equipment Inspection.

6. Document what items are missing and notify the Claims Unit.

7. If it was the government's fault that Mr. Jones' dozer wasnot released in a timely manner, the government may have topay Mr. Jones' standby for the weekend. :

8. Prepare final Emergency Equipment Use invoice with Mr.Jones .

-36

CURRICULUM:

COURSE:

UNIT:

SUGGESTED TIME

OBJECTIVES:




4 - Cost Share Agreements

2-1/2 hours


1. Describe cost apportionment and costshare agreements.

2. Describe how to write cost share

agreements.

TRAINING AIDS NEEDED Blackboard

Flip charts and markersField Operations Guide or NWCG FirelineHandbook

Handouts

Viewgraphs

-37-


REVIEW UNIT OBJECTIVES. 04-01-1368 VG

Wkbk pg. 19INSTRUCTOR SHOULD READ THE FOLLOWING

STATEMENT AND DISCUSS THE NEED FOR A VALID

SYSTEM OF DETERMINING EQUITABLE COST

DISTRIBUTION BETWEEN PARTICIPATING AGENCIES

WORKING A UNIFIED COMMAND INCIDENT.

I Cost Apportionment

A. Implementation of ICS has createda situation where many differentdepartments may be working on asingle incident involving morethan one agency jurisdiction.This often results in resources of

one agency working in thejurisdictional area of another onthe same incident. When the

responsibilities involved and theresources committed are

proportional, this is not aproblem; however, this isfrequently not the case. Agenciesmay decide not to apportion costson some resources that are uniqueto the needs of one agency or theother. For example, a fire burns50 acres on State responsibilityarea and 150 acres on Federal

responsibility area with 20 Stateengines, 10 Federal engines, and 3handcrews from each agency. TheState responsibility area ismostly woodland-grass and theFederal is all timber. Obviously,the Federal responsibility areawill be much more difficult to

control, but the State commitmentis much larger. The cost to theState will be out of proportion toits resources committed. This

situation might be appropriate fora simple cost share agreement.

INSTRUCTOR SHOULD HAVE CLASS IDENTIFY OTHER

SITUATIONS THAT MIGHT BE APPROPRIATE FOR

WRITING COST SHARE AGREEMENTS.

B. Common cost share agreement Wkbk pg. 20definitions 04-02-1368 VG

-38-


Direct Protection Area - That

area legally identified asthe responsibility of anagency for suppression offire or other emergencies.

Pay Protection Boundary - Aline on a map that delineatesthe area within an agency'sjurisdiction where anotheragency has agreed to assumeprotection responsibility fora fee.

Mutual Threat Zone - An area

on both sides of a mutual

boundary where the agencieshave agreed that an incidentwould threaten both

agencies. Usually, therewill be no charge by eitheragency for resourcescommitted inside this area to

suppress a fire or otheremergency.

Order Number/Request Number -The order number is a number

assigned to an incident by anagency to identify resourcesfor that incident. It is

usually preceded by alphaidentifiers (RRU, BDF, etc. ) ,which identify the agencywhose direct protection areathe incident started in.

This number should not changeduring the incident. Therequest number is thenumerical sequence for eachseparate request forindividual resources on that

incident. It may be precededby alpha identifiers toidentify the specific agencyrequesting the resource.This becomes important whentwo or more direct protection

39


areas are involved in the

incident and more than one

agency is requestingresources for that incident.

Alpha identifiers are usuallyattached to request numbersonly when a Unified OrderingPoint (UOP) has beenestablished by the IncidentCommanders of the concerned

agencies.

5. Unified Ordering Point (UOP)- A single location selectedby the Incident Commanders,usually one of the agency'scommand centers, where all

orders for the incident from

all involved agencies will beplaced. The Supply Unitattaches the requestingagencies alpha identifier toeach request and submits theorder for resources to the

UOP. If an agency places anorder directly to its owncommand center without goingthrough the UOP, it isassumed that resource expensewill be borne solely by theordering agency.

ASK IF THE STUDENTS HAVE ANY QUESTIONS

ABOUT THE TERMS DEFINED.

C. The unified Incident Commanders

have the responsibility of makingdecisions on cost apportionment.They will direct the FinanceSection Chief to have the cost

share agreement drafted to meettheir decisions on cost sharingand given to them for signing. Itis the responsibility of theProcurement Unit Leader to

actually draft the documentaccording to the directions. If

4 0-


possible, it is desirable to havethe Finance Section Chief and the

Procurement Unit Leader

participate in the apportionmentdecision making process. Theirexpertise may be helpful inpreventing later problems inimplementing the cost shareagreement. Some criteria for costapportionment follows.

1. Pro Rata Share - Based on Wkbk pg. 21acreage or area involved. 04-03-1368 VGAdvantages are it is easy tounderstand, easy to calculateshare percentages, and idealfor splitting support costs.The disadvantages are that itis often unfair due to the

differences in workload in

each area and is blind to

difficulty of control oneither side of the protectionboundary.

2. Order Numbers - Each agencypays for what it orders.Advantages are easyunderstanding, easy tracking,no arguments over who shouldpay for a resource, and aneasy billing process.Disadvantages are a risk ofdouble ordering and poorcost-effectiveness, it

promotes dual incident basesor double logistics andfinance operations, is blindto migrating resources, andis vulnerable to mistakes inorder numbers and assignedlocations.

3. Assigned Location (divisionor work assignment) - Theuser pays. It gives maximumconsideration to control

resistance and workload

-41-


differences. Its

disadvantages are difficultyin tracking migratingresources, especially hiredequipment and labor, and noclear method for division of

support resource costs.

4. Selective Apportionment -Essentially, this method is"we will pay for thisresource and you will pay forthat one." These are veryoften verbal agreements andare good initial attack goalsduring the 24-hour mutual aidperiod. It allows forrequesting specific resourcesfor specific needs. Theproblems are nodocumentation, which leads tomisunderstandings; it isquickly overloaded on rapidlyexpanding incidents; gives noconsideration to resistance

to control or changingworkloads; and requi resfrequent revision.

INSTRUCTOR SHOULD DISCUSS THE OUTLINED

CRITERIA AND ASK THE CLASS FOR ANY OTHER

SUGGESTIONS THEY MIGHT HAVE FOR COST

APPORTIONMENT CRITERIA. MENTION

PRE-NEGOTIATED AGREEMENTS THAT MIGHT EXIST.

-42


D. Incident Cost Categories - Thereare many things on an emergencyincident that will result in

generated cost for the agenciesinvolved. The joint IncidentCommanders must anticipate as manyof these costs as possible anddecide the best way to handle costsharing for each.

HAVE THE STUDENTS NAME SEVERAL COST

CATEGORIES AND LIST THEM ON BLACKBOARD OR

CONFERENCE PAD AS THEY ARE IDENTIFIED. AS

EACH IS NAMED, HAVE STUDENTS SUGGEST WHICH

COST APPORTIONMENT CRITERIA MIGHT BEST

APPLY.

1. Agency owned ground equipment- order numbers and assignedlocation.

2. Handcrews - order numbers and

assigned location.

3 . Aircraft and retardant -

order numbers and assignedlocation.

4. Agency overhead - ordernumbers.

5. Base facilities, equipmentand support services - prorata share.

6. Hi red specialized equipment -order numbers, assignedlocation, and selective

apportionment.

7. Damage claims - selectiveapportionment.

8. Transportation - ordernumbers, assigned location,and selective apportionment.

9. Rehabilitation - assignedlocation.

-43-


E. Cost tracking - A system must beestablished to capture costs toimplement the cost shareagreement. This should be theresponsibility of the Cost UnitLeader. Information will come

from the Operational PlanningWorksheet (ICS Form 215), theDivision Assignment sheets (ICSForm 204), and direction from theIncident Commanders. Other

sources of information are the Air

Operations Director,Division/Group Supervisors, StrikeTeam Leaders, Equipment andPersonnel Time Recorders,Equipment Managers, and the SupplyUnit. The Procurement Unit Leader

should also provide any additionalinformation to the Cost Unit

Leader. The Cost Unit Leader

should transfer information to a

cost estimating and validationworksheet after each operationalperiod or at least once each day.

INSTRUCTOR SHOULD HAVE THE CLASS NAME OTHER

SOURCES OF COST TRACKING INFORMATION AND

DISCUSS THE RELATIONSHIP BETWEEN COST AND

PROCUREMENT UNITS.

II Cost Share Agreements Wkbk pg. 2204-04-1368 VG

A. The following standard informationshould appear on cost shareagreements/memorandums ofunderstanding.

EMPHASIZE TO STUDENTS THE DIFFERENCE

BETWEEN COST SHARE AGREEMENTS AND

MEMORANDUMS OF UNDERSTANDING.

1. Title identifying theagencies involved.

2. Shor t introductory statementgiving the intent of theconcerned agencies to sharein the suppression costs.

-44-

04-05-1368 VG


3. Identity of the incident,including the name andincident number of each

agency.

4. Start date and time.

5. Jurisdictions.

6. A statement of the type ofcommand structure.

7. Names of the IncidentCommanders or AgencyRepresentatives for eachagency.

8. Signatures of IncidentCommanders and the Finance

Section Chief as appropriate.

9. Date and time prepared; dateand time of each revision if

any.

10. Specific criteria for costapportionment.

a. Agencies agree to sharefinal actual expensesbased on a percentageshare of estimated costs

computed at the end ofeach operationalperiod. Cost estimateswi11 come from the

operations plan andDivision AssignmentSheets, ICS Form 204.

b. Each agency willinitially pay for itsown resources and thoseordered by it.

45-


Identifiers will beplaced before eachrequest to identify theagency making therequest.

A unified ordering pointis identified and

established.

Any order placed outsidethe unified orderingpoint will not beconsidered as part ofthe cost share agreement

Specific costs to beborne by any agency areidentified. These costs

will not be included in

the percentagecomputation for thefinal percentage share.

Aircraft and retardant

will be on an actual use

basis.

Damage claims andrehabilitation costs

will not be a part ofthis agreement.

Upon termination ofunified command, finalpercentage cost share ofeach agency will becomputed by adding totalestimated costs of each

shift.

A specified time afterthe control date,agencies will totaltheir costs. Billingswill be made based uponcosts exceeding theagreed upon percentages.

-46-


INSTRUCTOR SHOULD LEAD DISCUSSION ON COST Wkbk pgs. 23-28SHARE AGREEMENT PREPARATION AND CONTENT.

EXPLAIN THAT EACH COST SHARE AGREEMENT WILLBE DIFFERENT.

EXERCISE 4. DIVIDE CLASS INTO GROUPS OF 04-01-1368 HO4-5. GIVE EACH GROUP A COPY OF THE Solution: Instr.

INFORMATION SHEET AND HAVE THEM DRAFT A Guide pgs . 48-50COST SHARE AGREEMENT ON CONFERENCE PAD.

HAVE ONE STUDENT IN EACH GROUP ACT AS

RECORDER AND THE REST GIVE DIRECTION ON

CONTENT. ALLOW 15 MINUTES TO COMPLETE.

REGROUP CLASS AND HAVE EACH GROUP POST AND

EXPLAIN THEIR COST SHARE AGREEMENT.

-47

EXERCISE 4

INFORMATION

Incident Name - HorseIncident Number - USFS 354/CDF RRU-10456Incident Commanders - Henry George (USFS)/Chuck Mills (CDF)

The date is August 25. It is 1630 and you have been at thescene for about 2 hours. The fire is a USFS-CDF incident thathas been designated joint command and has been burning since1400 yesterday. Control is not expected until 0600 on August27. There are currently 1200 acres on USFS and 400 on CDF.Divisions A and B are on CDF and Divisions C, D, and E are onUSFS. Division E is at the highest point on the fire at anelevation of 6500 feet and is inside a wilderness area. Thefuel type ranges from heavy brush on CDF and brush and timberon USFS. The following resources are on the fire or have beenordered.

10 strike teams of USFS engines4 strike teams of CDF engines2 strike teams of Type 1 engines requested by CDF for localstructure protection4 CDF dozers

2 USFS dozers

6 USFS airtankers with air attack2 CDF helicopters20 state hand crews

10 USFS "blue card" crews4 USFS hotshot crews

2 hired dozers enroute - hired by CDF1 complete base camp with hired support equipment - thekitchen is a CDF field kitchen with an inmate cook crew

Approximately 150 overhead from both agencies

A unified ordering point has been established. The FinanceSection Chief advises you the joint Incident Commanders want acost share agreement prepared for their review by 1800 thisevening. They have agreed to split costs based on resourcesused on each agency's responsibility to be computed at the endof each operational period. The resulting percentages will betotaled at the end of the fire to find the final sharepercentage for each agency. CDF has agreed to bear the cost ofthe 2 Type 1 engine strike teams.

48-

COST SHARE AGREEMENT

BETWEEN

USDA FOREST SERVICE

and

STATE OF CALIFORNIA

DEPARTMENT OF FORESTRY

The following memorandum was negotiated on the Horse Incidentto govern the division of costs between the named agencies.

Incident Name - Horse

Incident Numbers - USFS 354/CDF RRU 10456Date and time - August 24, 1986, 1400Command Structure - Unified command

Incident Commanders - Henry George (USFS)/Chuck Mills (CDF)

The following guidelines govern the preparation of thismemorandum.

1. In accordance with the current cooperative Fire ProtectionAgreement between the USFS and CDF.

2. Based on the Pay Protection Boundary.3. Sharing of final costs between the agencies will be based

on a summary of estimated operational period incident costsand each agency's proportionate share thereof as agreed toby the Incident Commanders.

4. Cost apportionment will be documented at the end of eachoperational period and approved by the joint commanders.Said documents to be part of this agreement.

5. Aircraft costs will be borne by the agency requesting drops6. Support costs will be shared proportional to direct costs.7. Agency specific costs will not be a part of this agreement.8. Damage claims and rehabilitation costs will not be a part

of this agreement.9. Within 180 days of the control date of this incident the

parties to this memorandum of understanding will meet todetermine the total costs to each agency. If any agency'scosts exceed their proportional share of overall finalincident costs they will submit an itemized billing to theother agency. The billing will result in each agencysharing overall incident costs as herein agreed.

49-

10. In accordance with the attached documentation it is herebyagreed that cost sharing on this incident will be:

USFS %

CDF %

TOTAL 100 %

This memorandum and the apportionment contained are the bestjudgment of the agency Incident Commanders.

Henry George, USFS Chuck Mills, CDFIncident Commander Incident Commander

Date of finalized agreement

-50-

CURRICULUM:

COURSE:

UNIT:

SUGGESTED TIME

OBJECTIVES:




5 - Demobilization

1 hour

Upon completion of this unit the traineeshould be able to:

1. Describe the pay off procedure forhi red resources.

2. Describe how to demobilize and close

out the Procurement Unit.

TRAINING AIDS NEEDED Overhead projector and screenFlip charts and markersField Operations Guide and/or NWCGFireline Handbook

Handouts

Viewgraphs

-51-


REVIEW UNIT OBJECTIVES 05-01-1368 VGWkbk pg. 29

I Pay Off of Released Resources

THE PROCUREMENT UNIT LEADER WILL SELDOM BEDIRECTLY INVOLVED IN DEVELOPING AN INCIDENTDEMOBILIZATION PLAN. INPUT, BASED ONCONTRACT REQUIREMENTS, SHOULD BE PROVIDEDTO THE FINANCE SECTION CHIEF FOR HELPING TO

DEVELOP THE PLAN.

A. Demobilization Check Out Wkbk pgs. 30-31Instr. Guidepgs. 50-51

As demobilization begins, releasedresources are checked out of theincident using a DemobilizationCheckout Form (ICS Form 221). TheProcurement Unit is not one of thepre-identified units on this form;however, the unit should be listedunder "other" for resources requiringcontract or agreement closure beforereceiving final payment.Identification of these contractresources is provided to the PlanningSection for inclusion in the incidentdemobilization plan.

B. Information Gathering Instr. Guidepgs. 24-25Wkbk pgs. 12-13

As resources are released,reference should be made to

the Information GatheringWorksheet to ensure thatnecessary information on allcontract resources isrecorded when final paymentis made.

-52-

DEMOBILIZATION CHECKOUT ics-2211 INCIDENT NAME. NUMBER 2. DATE/TIME

4 UNIT PERSONNEL RELEASED

5. TRANSPORTATION TYPE/NO.

6. ACTUAL RELEASE DATE TIME 7. MANIFEST YES NO

NUMBER

3. DEMOB. NO

8 DESTINATION 9. AGENCY/REGION/AREA NOTIFIED

NAME

DATE

10. UNIT LEAOER RESPONSIBLE FOR COLLECTING PERFORMANCE RATING

1 1. UNIT/PERSONNEL YOU AND YOUR RESOURCES HAVE BEEN RELEASED SUBJECT TO SIGNOFF FROM THE FOLLOWING:

(DEMOB. UNIT LEADER CHECK • APPROPRIATE BOX)LOGISTICS SECTION

• SUPPLY UNIT

• COMMUNICATIONS UNIT

Q FACILITIES UNIT

D GROUND SUPPORT UNIT LEAOER

PLANNING SECTION

n nnn imfntatidn i init

FINANCE SECTIONi

HTIMP UNIT

OTHER

n*

i

D

12. REMARKS

221 ICS1 83 -50-

January 1, 1983

NSTRUCTIONS FOR COMPLETING THE DEMOBILIZATION CHECKOUT

(ICS FORM 221)

ICS-221

Prior to actual Demob Planning Section (Demob Unit) should check wtth the Command Staff (Liaison Officer;to determine any agency specific needs related to demob and release. If any, add to line Number 1 1

Item

Number

8.

9.

10.

11

12.

Item Title

Incident Name/No.

Date & Time

Demob No.

Unit/Personnel

Released

Transportation

Actual Release

Date/Time

Manifest

Destination

Remarkb

Instructions

Print Name and/or Number of incident.

Enter Date and Time prepared.

Enter Agency Request Number, Order Number, orAgency Demob Number if applicable.

Enter appropriate vehicle or Strike Team/Task ForceID. Number(s) and Leader's name or individual overhead or staff personnel being released.

Method and vehicle I.D. Number for transportation backto home unit. Enter N/A if own transportation isprovided. *Additional specific details should be includedin Remarks, block #12.

To be completed-at conclusion of Demob at time ofactual release from incident. Would normally be lastitem of form to be completed.

Mark appropriate box. If yes, enter manifest number.Some agencies require a manifest for air travel.

Location to which Unit or personnel have been released,i.e., Area, Region, Home base, Airport, MobilizationCenter, etc.

Area/Agency/ Identify Area, Agency, or Region notified and enter dateRegion Notified & time of notification.

Unit Leader Self-explanatory. Note, not all agencies require theseResponsible for ratings.CollectingPerformance Ratings

Resource Supervision Demob Unit Leader will identify with a check in the boxto the left of those units requiring check-out. IdentifiedUnit Leaders are to initial to the right to indicate release.

Blank boxes are provided for any additional check, (unitrequirements as needed), i.e. Safety Officer, AgencyRep., etc.

Any additional information pertaining to demob orrelease.


As covered in Unit 3, bothprior to and duringdemobilization, it iscritical for the Procurement

Unit that the followingoccurs:

a. If there is equipment ora contract service beingused on the incidentunder another agency'sagreement, is there aqua1i fied procurementspecialist availablefrom that agency tointerpret terms, approverecords, or settlerelated claims?

b. Have you received copiesof all (blanket)purchase arrangementsfor local contract

services providedoutside the base?

c. Have you contacted theunit controlling use ofcontract services to

assure a proper flow ofdaily use records?

d. Are all local purchasessigned by personnel withauthority to do so andare the purchasessupported by resourceorders through theSupply Unit?

e. Are all contract claims

properly investigatedand a report filed inthe payment file?

55-


f. Have you checked to seethat all crews with

contract equipment haveprovided your unit acopy of their agreementand time is

appropriately recorded?

g. Are all deductions forfuel, oil, andcommissary deducted?

When these items are

successfully completed,resources can be processedfor payment.

II Demobilizing and Closing Out the 05-02-1368 VGProcurement Unit Wkbk pg. 32

A. As the Procurement Unit is

demobilized it is essential thatas unit personnel leave:

1. All vendor contracts are

completed to whatever degreepossible and appropriateagency representatives arenotified.

2. Completed contract copies areprepared for incident filesand forwarded to appropriateagency respresentatives.

3. Any incomplete contracts aredocumented and forwarded to

the respective agencyadministrator's office for

completion. Agencyrepresentatives should alsobe notified.

4. All interagency cost shareagreements are completed andsigned to cover the lastoperational period.

56-

OUTLINE

ICS documentation andincident generated documentsare completed and sent toDocumentation Unit.

B. Ensure that appropriate agencyProcurement Unit personnel areavailable for any contractexplanations should they benecessary for Time Unit personnelwho have contractor paymentresponsibilities.

C. Package Documents

All ICS forms should be filed with

the Documentation Unit at the end

of the incident. All other formsshould be forwarded to the

responsible agency administrativeoffice with a copy of the UnitLog, ICS Form 214.

ADMINISTER EXERCISE 5. DIVIDE CLASS INTO

GROUPS OF 4-5. HAVE EACH GROUP COMPLETE

EXERCISE 5 ON A CONFERENCE PAD. ALLOW 15

MINUTES TO COMPLETE. REGROUP AND HAVE EACH

GROUP POST AND EXPLAIN THEIR ANSWER.

Once all contracts listed in item

#9 (contract resources committed

to incident) of the Information

Gathering Worksheet have beencompleted and other areas ofconcern on the checklist have been

resolved, all Procurement Unitpersonnel may be released withFinance Section Chief approval inaccordance with the incident

Demobilization Plan.

REVIEW COURSE MATERIAL AND ADMINISTER FINAL

EXAMINATION. ALLOW 2 HOURS, THEN COLLECT,GRADE, AND DISCUSS WITH STUDENTS.

HAVE STUDENTS COMPLETE COURSE EVALUATIONS

-57

KEY POINTS & AIDS

05-01-1368 HO

Solution: Instr

Guide pg. 58

Appendix F

Wkbk pgs. 33-34

EXERCISE 5

You are the Procurement Unit Leader on the Rabbit Incident, aCDF/USFS fire. The incident has been winding down, and theFinance Section Chief has just informed you that everyone willbe demobilized by the end of the next operational period,excluding mop up/rehabilitation crews. There is a Cost ShareAgreement in effect until the end of the current operationalperiod. Because of other incidents in the area, you have beenunable to have a full-time assistant Procurement Unit Leader

from the other agency involved, although they have periodicallysent an Agency Representative to help you out. Brieflydescribe what actions you will take in preparation fordemobilization.

Get cost share agreement signed to cover the lastoperational period

Contact the Agency Representative from the otheragency to request his/her presence for any contractexplanations and to help complete contracts

Prepare complete contracts for incident files andforward to appropriate agency administrative office

Document incomplete contracts and forward toappropriate agency administrative office

Complete ICS documentation and forward toDocumentation Unit

-58-

APPENDIX A


1-368

ADMINISTRATIVE REQUIREMENTS

A-l

APPENDIX A

ADMINISTRATIVE REQUIREMENTS

Local Administrative Requirements

The local instructor for the agency sponsoring the course isresponsible for the following:

1. Trainee selection and processing based on criteriaestablished under SPACE AND CLASSROOM

REQUIREMENTS--PREPARATION.

2. Classroom and equipment arrangements.

3. Duplication of student workbooks— Appendix B.

4. Viewgraphs — Appendix E.

5. Equipment--Appendix C.

6. Duplication of final exam--Appendix F.

7. Providing agency specific handouts (check throughInstructor's Guide).

8. Recording test scores and issuance of agency trainingcertificates or notification of failure to satisfactorilycomplete the course.

9. Submission of data to the Interagency Fire TrainingEvaluation System--see below.

National Administrative Requirements

It is requested that instructors and administrators documentproblems or recommendations regarding the presentation of NWCGcourses. The problems or recommendations may pertain to:

1. Accuracy or inaccuracy of trainee responses, based oncomparison of objectives with course performance testresults.

2. Technical inaccuracy or inadequacy (policy, procedures,state of the art).

3. Instructional inaccuracy or inadequacy (aids, testingdevices, methods, etc.).

A-2

Problems or recommendations should be submitted to:

California Department of ForestryFire Academy4501 State Hwy 104lone, California 95640

The success or failure of a course presentation depends uponthe Course Coordinator and the amount of preplanning done forthe presentation.

The COURSE TIMELINE CHECKLIST enclosed should be used as a

guide to prepare for the presentation of this course. Not allthe items listed will fit each course presentation, but youshould adapt this CHECKLIST to your particular needs. Itemstyped in caps are generally the most critical items.

Two in particular to be discussed:

1. Trainee selection and prerequisites--all courses aredeveloped with training and experience prerequisites tiedto them. Background experience and training areessential building blocks to allow the trainee to be at aspecified level before venturing into a new subjectarea. If the prerequisites are not adhered to as closelyas possible, it will affect the success of the coursepresentation and hinder the trainees' ability to relateto what is being taught.

2. Instructor prerequisites and cadre meeting — adherence tothese prerequisites is also critical. The instructorsfor this course must have the background and experienceto be able to relate to what is said in the course

outline. The instructor with a broad experience level ishelpful to the trainee when addressing questions by thetrainees (i.e., ways of handling need to meet theprerequisites as indicated. Assistant instructors, orthose covering a specialized area, need not meet thesesame prerequisites).

The instructor cadre meeting can make or break asession. Each instructor should have been sent a copy ofthe entire course and the assignment prior to the cadremeeting. The cadre meeting should provide theopportunity for all instructors to go over the materialand for the Course Coordinator to take care of anyconcerns the instructors may have about the session orthe material.

A-3

The cadre meeting will be critical for instructors whohave not been involved in the course. It will be thereponsibility of the Course Coordinator to assist theseinstructors in clarifying how the course or a unit shouldbe presented. It is also helpful to the first timeinstructor to go through a "dry run" of the unitpresentation with other instructors involved.

A-4

Course: Procurement Unit Leader 1-368 Dates:

Time

SequenceAssignedDate/Who Items to Complete

CompletedDate

Preparation12 mos. Course identification--purpose,

objectives, prerequisites, andprepare announcement.

10 mos. Order course packages andstudent materials from BIFC,Division of Training.

7 mos. SELECT AND CONFIRM LEAD

INSTRUCTOR, OTHER INSTRUCTORS,AND SERVICE COORDINATOR.

6 mos. Review course package, developagenda.

5 mos. Issue course announcement.

5 mos. RESERVE CLASSROOM SPACE, VIDEOAND OTHER EQUIPMENT, ANDSUPPORTIVE AIDS.

5 mos. SET DATE FOR INSTRUCTOR'S CADREMEETING TO REVIEW COURSE

MATERIAL, PRESENTATION OFCOURSE, AND TRAINEE PROFILESHEETS.

4 mos. Prepare precourse material.

Precourse Activities

3 mos. Send course material and

instructor assignments toinstructors.

3 mos. Receive training requestnominations.

3 mos. SELECT TRAINEES AND SEND

REQUIRED PRECOURSE MATERIALS,WITH DUE DATE FOR PRESTUDY

MATERIAL COMPLETION. SEND

MEMORANDUM TO THEIR SUPERVISORS

6 wks. Receive course registrationforms and supervisorcertification nominees.

A-5


Time


CompletedDate

Preparation1 mo. Review logistical details with

Service Coordinator, coffee,transportation needs, etc.

1 mo. HOLD INSTRUCTOR CADRE MEETING.

REVIEW COURSE REGISTRATION

FORMS AND SUPERVISOR

CERTIFICATION, SELECT TRAINEESAND ALTERNATES.

1 mo. Confirm hotel and

transportation arrangements forinstructors and trainees.

1 mo. Request opening/closing speakerand confirm.

3 wks. PREPARE CLASS

MATERIAL—WORKBOOKS, HANDOUTS,VIEWGRAPHS, ETC.

3 wks. Grade precourse exam and returnto prospective trainees.

2 wks. Submit request for kits,supplies, overtime, etc.

2 wks. Check ETAs of instructors andtrainees.

1 wk. Verify necessarytransportation, quarters,meals, etc.

3 days Set up classroom.

Course Activities

1 day Icebreaker meeting forinstructors and trainees.

00 Start course with welcome

speaker and ground rules.

+2 days COURSE EVALUATION AND CLOSE OUT

A-6


Time


CompletedDate

Preparation+2 days Gather instructor materials.

+2 days Prepare letters to trainee'shome offi ce.

+2 wks. Send school pictures,certificates, and letters.

+3 wks. Send letters of gratitude toinstructors, etc.

+3 wks. Complete recommendations forcourse improvements and submit.

+3 wks. Make sure course package iscomplete and file.

A-7


1-368

STUDENT WORKBOOK

APPENDIX B

B-l

PREFACE

This Incident Command System (ICS) lesson plan has beendeveloped by an interagency development group with guidancefrom the FIRESCOPE Task Force. The development group is madeup of representatives from the following agencies:

California Department of ForestryLos Angeles City Fire DepartmentLos Angeles County Fire DepartmentOffice of Emergency ServicesOrange County Fire DepartmentSanta Barbara County Fire DepartmentUSDA Forest ServiceUSDI Bureau of Land ManagementVentura County Fire Department

CONTENTS

Preface i

Course Objectives 1

Unit 1: Organization/Position Requirements 2

Unit 2: Responsibilities/Performance Expectations. ... 7

Unit 3: Work Activities and Procedures 11

Unit 4: Cost Apportionment 19

Unit 5: Property Management and Other Activities .... 29

Course Evaluation 33

Annex A: Procurement Unit Leader Position Manual . .A-l

li

COURSE OBJECTIVES

1. Describe the Finance Section organization and the positionrequirements necessary in order to function as a teammember of the ICS organization.

2. Describe the roles, responsiblities, and performanceexpectations of the Procurement Unit.

3. Describe procedural, regulatory, and policy requirements ofthe Procurement Unit Leader position.

-1-

UNIT 1 OBJECTIVES

1. Describe the Incident Command System (ICS) organization andthe Finance Section organization, and describe how theProcurement Unit Leader position relates to other functions

2. List the contents of a personal Procurement Unit Leader kit

-2

Branches

Divisions/

Groups

Single

Rooourcos

Task

Forces

Strlks

Tssas

INC

IDE

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ION

SS

EC

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pera

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Bra

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Su

pp

ort

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Hell

ba

ses

Hell

sp

ots

Fix

ed

-Min

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ases

Air

Att

ack

Gro

up

Heli

co

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oo

rd

ina

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Alr

tan

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Co

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tor

—IN

FO

RM

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LIA

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urces

Un

it

Sit

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on

Un

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Do

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on

un

it

Dem

ob

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on

Un

it

Tech

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Sp

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lists

LO

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ch

Co

mm

un

ica

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ns

Un

it

Med

ica

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nit

Fo

od

Un

it

L-Support

Brench

SupplyUnit

-Facilities

Unit

Ground

Support

Unit

FINANCE

SECTION

TiM

Unit

Procurement

Unit

Compensation/

Claias

Unit

Coat

Unit

FIN

AN

CE

SE

CT

ION

IIN

CID

EN

TC

OM

MA

ND

Tim

eU

nit

Procurement

Unit

Compensation/

Claims

Unit

Cost

Unit

Personnel£Equipment

Time

Recording

Vendor

Contracts

Injury/Death/

Civil

Claims

Cost

Estimates/Summaries

Cost

Effectiveness

STAFFING NEEDS

Although the Procurement Unit has no specialist positionsidentified in the ICS, there will be times when additionalpersonnel are required.

1. Identify the work to be done.

2. Request Finance specialists skilled in the required work.

3. On multi-agency incidents, order Assistant Procurement UnitLeaders from assisting agencies through the Finance SectionChief.

-5-

CHECKLIST FOR

PERSONAL PROCUREMENT UNIT LEADER KIT

The first 12 items listed are mandatory; the others aredesi rable.

Field Operations Guide, ICS 420-1, or NWCGFireline Handbook, 410-1Purchase Order

Emergency Fire Time Record SummaryEquipment Rental AgreementUnit Log, ICS Form 214Damage Claim Information (Board of Control Claim)Incident Finance/Business HandbookEmergency Equipment Use InvoiceRental Equipment Use RecordsPre/Post Inspection ChecklistOil and Fuel Issue

Lease Agreements and Other Agency SpecificAgreement Forms

Transmittal Letter for Check CounterfoilsDisbursement Voucher (Petty Cash)Inter-Governmental Service Agreement & InvoiceTravel Claim

Mini-Memo

Note padsEnvelopes, 9n x 12"Manila Folders

Mini CalculatorPrinting CalculatorColumnar Pad Notebook

Calculator TapePaper ClipsAlkaline batteries size AAMechanical PencilsPens

StaplesStaplerStaple RemoversFiling System, i.e., Pendaflex, Expanding FolderFire Time Checks

Draft Purchase VouchersPrepared Envelop for Contract Information

UNIT 2 OBJECTIVES

RESPONSIBILITIES/PERFORMANCE EXPECTATIONS

1. Describe Procurement Unit Leader responsibilities.

2. Describe Procurement Unit Leader job expectations andperformance standards.

•7-

PROCUREMENT UNIT LEADER RESPONSIBILITIES

1. Obtain briefing from Finance Section Chief.

2. Contact appropriate Unit Leaders on incident needs and anyspecial procedures.

3. Coordinate with local jurisdiction on plans and supplysources .

4. Obtain Unit Procurement Plan if prepared.

5. Prepare and sign contracts and land use agreements asneeded.

6. Draft memorandums of understanding.

7. Establish contracts with supply vendors as required.

8. Interpret contracts/agreement to resolve claims or disputeswithin delegated authority.

9. Coordinate with Compensation/Claims Unit on procedures forhandling claims.

10. Finalize all agreements and contracts.

11. Coordinate use of imprest funds if required.

12. Complete final processing and send documents for payment.

13. Coordinate cost data in contracts with Cost Unit Leader.

14. Maintain Unit Log, ICS Form 214.

8-

UNIT LOG ICS-214

1 INCIDENT NAME 2 OATEPREPARED

3 TIME

PREPARED

4. UNIT NAME/DESIGNATOR 5. UNIT LEADER (NAME AND POSITION) 6. OPERATIONAL PERIOD

7 PERSONNEL ROSTER ASSIGNED

NAME ICS POSITION HOME BASE

8 ACTIVITY LOG (CONTINUE ON REVERSE)

TIME MAJOR EVENTS

7540-130-0293

TIME

214ICS5-80

MAJOR EVENTS

9. PREPARED BY (NAMI ANO POSITION)

UNIT 3 OBJECTIVES

1. Describe specific procedures in operating the ProcurementUnit.

2. Describe forms and terms used in hiring, use, and paymentfor equipment, service, or supplies.

3. Describe technical and procedural processes in property andsupply tracking.

-11-

PROCUREMENT UNIT

INFORMATION GATHERING WORKSHEET

Date

1. Name of Incident

2. Cause

3. Map location

4. Accounting code

5. Name of local contract or procurement specialist in

incident support agency

Office phone number

Home phone number

Supply Unit or dispatcher phone number

Location of Base

7. Location of mobilization points

8. Local jurisdictional agencies procurement and supply plan

Contract resources committed to incident - reminder list

Owner Agreement # Origin (home/base)

Type

Graders

Layers

Dozer Tenders

Transports

Water Tenders

Trucks

Buses

-12-

10. Other camps

No

Yes - contract resources based there - agreements and

time records.

11. Local agency direction on property accountability

12. Known claims or accidents with contract resources

13. Private or non-agency land in use for incident support

14. Projected size next 24 hours

15. Special permit and hauling requirement

16. Special legal or regulatory requirements concerning

agreements or rates

13-


CHECKLIST

1. Have you checked the Finance Kit for appropriate forms andsupplies?

2. Is the Procurement Unit function in base located in a placewhere it can easily be found and will not interfere withthe orderly flow of traffic through base?

3. Is there a building or covered area available for timerecording and protection of the payment documents?

If a building is not available, consider a rental traileror tent.

4. Have you contacted the Finance Section Chief for generalassignment and orientation?

5. Are copies of all resource orders available for review todetermine agreements and use records needed?

6. Have you prepared a work schedule? Have you received acopy of the overall incident organization chart?

7. Have you met with unit leaders to establish a schedule andflow of daily use records for all equipment and servicesunder agreement?

8. Before demobilization begins, have you arranged a meetingwith the responsible agency's payment section to assure anorderly and complete transfer of records for payment?

9. Have you determined priorities of work, prepared anoperational period action plan, and briefed your assistantsabout them?

10. Have you received copies of all (blanket) purchasearrangements, for local contract services provided outsidethe base units perimeter?

11. Have you developed an action plan within the first twooperational periods to locate and sign up all equipment andservices in use or held but not under agreement?

12. Have you determined that the appropriate (pay) rate isbeing paid for equipment operators and services providedunder those agreements?

13. Have you determined that the Finance Section Chief hasestablished a charge rate for all fuel and oil issued forthe incident?

-14-

14. Have you advised both Operations and Logistics Sections ofany specified government property to be furnished under thecontract such as protective clothing, lights, etc.?

15. Are all local purchases signed by personnel with authorityto do so and are the purchases supported by resource ordersthrough the Supply Unit?

16. Do the Equipment Time Recorders have copies of allagreements?

17. Ensure that the Logistics Section has copies of allpertinent (national) contracts.

18. Are all contract claims properly investigated and a reportfiled in the payment file?

19. If there is equipment or a contract service being used onthe incident under another agency's agreement, is there aqualified procurement specialist available from that agencyto interpret terms, approve records, or settle relatedclaims?

20. Have you checked to see that all crews with contractequipment have provided your unit a copy of their agreementand time is appropriately recorded?

21. Are all contracted resource owners providing supportrequired (relief operators, fuel, etc.)?

22. If camps are going to be set up you should order anAssistant Procurement Unit Leader as soon as the decisionhas been made if contract resources will be managed fromthat camp.

23. Are you maintaining a summary of all contract equipment andservices assigned to the incident?

24. Are you reporting underutilized or expensive equipment tothe Finance Section Chief so it can be released first or a

replacement sought?

25. Are you spot checking all operational period records, fuelissues, and service records for accuracy and propriety?

26. Have you determined that all aviation fuels, gasoline,diesel, oil, and grease are being accounted for and chargedout on appropriate forms?

27. Are the appropriate unit leaders aware of any special orunusual requirements in the contracts for resources theymanage?

28. Have you confirmed release of all unneeded equipment?

-15-

USFS SAMPLE FOR

ORGANIZING RECORDS FOR CONTRACT RESOURCES

1. Prepare envelopes or file folders to use as individual casefiles for each contract resource that is separable (FormR5-5100-228).

2. The front of the envelope is a typical record checklistsummar izing needed information to complete records forpayment.

3. Keep the Unit Log, ICS Form 214, up to date.

4. Prepare a Contract Resource Log for all contractedresources (equipment, services, land use, and utilities).

5. Prepare the Emergency Equipment use Invoice form (block 1through 14 and columns 16b, 17b, .and 18b) at the time youstart the case file — the column 15 may then be used as acheck to assure that daily use records are being prescribedand recorded.

6. When there are a large number of contract resourcesorganize them by type in separate file areas.

7. Prepare a cross reference sheet for all contract resourcesfrom owner name to assigned equipment or resource number.

8. Prepare a log for recording the collection and position toinvoices of fuel and oil issues, commissary and mechanicalservices.

9. Prepare an operational period assignment schedule andprioritize work assignments.

10. When there are a lot of contract resources, it isconvenient to have a log posted highlighting moreinformation needed.

11. Sometimes, it is hard to track down personnel to completework or relay information. Leave a note on the outside ofthe recording facility to have individual see ProcurementUnit. Leave a note in their time folder. "Do not release

the resource until individual clears with ProcurementUnit." Use the Agency Representative to help track downpersonnel.

JUST MAKE SURE YOU REMOVE THESE NOTES WHEN INFORMATION ISRECEIVED!

12. Order Agency manual chapters on Procurement.

-16-

EQUIPMENT USE RECORDS

1. Mandatory information

a. Time worked

b. Time held in standby

c. Equipment identification, owner, and operator

2. Units of measurement (e.g., day, hour)

3. Advise timekeepers of variables and their relation toagreement.

17-

EQUIPMENT INSPECTION RECORDS

1. Time of inspections

2. Qualifications of inspector

3. Equipment damage

18-

UNIT 4 OBJECTIVES

1. Describe cost apportionment and cost share agreements

2. Describe how to write cost share agreements.

-19-

COMMON COST SHARE AGREEMENT DEFINITIONS

1. Direct protection area - That area legally identified asthe responsibility of an agency for suppression of fire orother emergencies.

2. Pay protection boundary - A line on a map that delineatesthe area within an agency's jurisdiction where anotheragency has agreed to assume protection responsibility for afee.

3. Mutual threat zone - An area on both sides of a mutual

boundary where the agencies have agreed that an incidentwould threaten both agencies.

4. Order number/request number - The order number is a numberassigned to an incident by an agency to identify resourcesfor that incident. The request number is the numericalsequence for each separate request for individual resourceson that incident.

5. Unified ordering point (UOP) - A single location selectedby the Incident Commanders where all orders for theincident from all involved agencies will be placed.

-20-

CRITERIA FOR COST APPORTIONMENT

1. Pro Rata Share - Based on acreage or area involved.

2. Order Numbers - Each agency pays for what it orders.

3. Assigned Location - The user pays.

4. Selective Apportionment - Essentially, this method is "wewill pay for this resource and you will pay for that one.'

21-

STANDARD COST SHARE AGREEMENT INFORMATION

1. Title identifying agencies involved.

2. Short introductory statement giving the intent of theconcerned agencies to share in the suppression costs.

3. Identity of the incident, including the name and incidentnumber of each agency.

4. Start date and time.

5. Jurisdictions.

6. A statement of the type of command structure.

7. Names of the Incident Commanders or Agency Representatives,for each agency.

8. Signatures of Incident Commanders, Agency Representativesand the Finance Section Chief as appropriate.

9. Date and time prepared; date and time of each revision ifany.

10. Specific criteria for cost apportionment.

22-

MEMORANDUM OF UNDERSTANDING BETWEEN STATE OF CALIFORNIA (CDF)AND THE U.S. FOREST SERVICE FOR FINANCIAL RESPONSIBILITYARISING FROM SUPPRESSION OF THE RATTLESNAKE INCIDENT IN LUCERNVALLEY, CALIFORNIA DURING THE PERIOD FROM JUNE 28 THROUGH

1. This is an agreement between the above two agencies to begoverned by the following provisions for financialresponsibility, cost and payment of resource equipment, andsupplies ordered and used on the Rattlesnake incident.

2. Attached Exhibit "A" identifies the items forresponsibility by agencies. Exhibit "B" identifies theacreage of the incident.

3. Any miscellaneous supply items not specifically identifiedbut ordered by the USFS will be the financialresponsibility of the U.S. Forest Service.

4. Any miscellaneous supply items not specifically identifiedbut ordered by the State of California are the financialresponsibility of the State of California.

Agreed to by the following Incident Commanders:

-23-

BOB BALISTRERI

16661 Yucca St.

Hesperia, CA 92345

RAY LEE

U.S. FOREST SERVICE

Big Bear, CA

AGENCY COST RESPONSIBILITY - RATTLESNAKE INCIDENT

These obligations are the cost responsibility of the agencies as designated

Total

Cost State U. S.F.S.

USFS Contract planesAir Attack plane 16,459 100% 16,459

USFS Contract Copters-2 1,309 100% 1,309CDF Copter 204 900 100% 900

BLB Copter #554 A-Star 600 100% 600

Retardant - Hemet 35,400 gal. 27,300 100% 27,300Dozers - USFS 100%

Dozers - CDF-2 100%

Graders - USFS 100%

Engines - State 100%

Engines - USFS 100%

EnginesApple Valley 100%

Lucerne 100%

Water Tenders USFS 100%

Water Tender - Fawnskin 100% CDF for City Sta.

Water Tender - Aqua 1 - Potable 100% 1,425Vehicles - Sedans - Pickups Absorb own Absorb own

Transports - Contract - Rezek 4,700 100% 4,700Transports - USFS 100%

Pickups - Rezek - 3 2,000 100% 2,000Generators - 2 Big § 3 Little 3,500 100% 3,500Lights - RezekToilets 100% 1 ,266Refers - Rezek - 2 CDF ordered 5,000 100% 5,,000Stakeside Dump - Rezek CDF 1,200 100% 1 ,200Buses - Mtn. Area Transit 100% 1,200USFS Hotshots - 6 12,600 100% 12,600CDF Handcrews - 3 100% Est. 3 ,000Mojave Green - 2 Crews 2,680 100% 2,680

1 Crew 1,350 100% 1,350USFS $ State 0/H § Trans Absorb own Absorb

BLM O/H $ Veh. 100%

CDF Kitchen Crew 100% 1 ,000Lunches - Pine Summit 100% 3 ,500Arcadia Fire Cache *100% (Est)l,500Sleeping Bags 9,900 100% 9,900Lunches 100% 100x7= 700 100% 300x7=2,100Fuel-Merit Oil § Beck Oil 1,515 100% Inc. 1,515Kitchen Meals 100%

Rehab Porches or

Telephone Lines 100%

Misc. Supply Items 100%

Est. 26 ,760 Est. 83,581

24-

Road 3Nl+

EXHIBIT 6

ftattlcsnahc incident

Jo.rrt CDF JUS FS Mentuni

"Total gurncd Over-340Qtr-e«)

USFS) Juris-- 7 7.4%

CPf Juris: 22.L%

25

RoadHNIfa

May 27, 1983

MEMORANDUM OF UNDERSTANDING BETWEEN THE FOLLOWING AGENCIES

CITY OF PALM SPRINGS, CALIFORNIASTATE OF CALIFORNIA, DEPT. OF FORESTRY

U.S. FOREST SERVICE, SAN BERNARDINO NATIONAL FOREST

IN THE SUPPRESSION OF THE SNOW CREEK FIRE BEGINNING AT 1212

HOURS, WEDNESDAY, MAY 25, 198 3, THE ABOVE AGENCIES PROVIDEDRESOURCES FOR MUTUAL AID. THIS MEMORANDUM IDENTIFIES THE

FINANCIAL RESPONSIBILITIES OF THE PARTICIPATING AGENCIES FOR

PAYMENT OF SUCH COSTS IDENTIFIED BELOW.

This confirms the decisions reached at the interagency meetingof 6 PM, Thursday, May 26, 1983 by the signatories.

I THE FOLLOWING RESOURCES ARE TO BE PAID BY THE CITY OF PALM

SPRINGS FOR 100 PERCENT OF THE COST:

A. ALL State of California assigned hand crews, includingState ordered County of Riverside. This includestransportation to and from the incident. CDFHelicopter Type 204 (#601).

B. Two Los Angeles County helicopters, type 205 (#16) andType 206 (#10).

C. Ventura County helicopter, type 204 (#6).

D. All federal contracted aircraft flights in droppingfire retardant, including cost of the fire retardant.

II THE STATE OF CALIFORNIA WILL ABSORB THE FOLLOWING RESOURCES

AT NO COST TO THE CITY OF PALM SPRINGS OR USFS.

All State fire engines, trucks, pickups, sedans includingsalaries of the manned rolling equipment. One contractambulance from vendor "Spring." The State will absorbtheir overhead personnel costs until 1200 hours, Thursday,May 26, 1983; thereafter, costs of overhead salary andtheir transportation is the financial responsibility of theCity of Palm Springs.

III THE U.S. FOREST SERVICE, SAN BERNARDINO NATIONAL FOREST

WILL ABSORB THE COST OF THESE RESOURCES:

A. Four Federal Hot Shot Crews. They are named: DelRosa and Vista Grande from San Bernardino NF, and ElCariso and Laguna from the Cleveland NF.

-26

May 27, 1983Page 2 of 3 pages

B. Two contract helicopters, type 500 (#540) and type 206(538) from the Cleveland NF. This includes thesupervisory USFS employees.

C. All U.S. Forest Service fire engines and crewsprovided. All USFS overhead and transportation. Onepickup crew "Mojave Green."

IV THE CITY OF PALM SPRINGS IS FINANCIALLY RESPONSIBLE FOR

PAYMENT OF SUPPLIES, EQUIPMENT USE, ENGINES, WATER TENDEREDPROVIDED BY THE CITY OF PALM SPRINGS.

V THE FOLLOWING ITEMS WILL BE AT THE FINANCIAL COST TO THESE

AGENCIES BASED UPON THE FOLLOWING PRORATION:

Two thirds of the total cost to the City of PalmSprings.One third of the total cost to the U.S. Forest

Service.

A. Contract cost for transportation of federal equipment,trailers, etc. to and from the incident.

B. All lunches, meals, rations, and food ordered for theSnow Creek Fire Camp.

C. Fire supplies requisitioned from Federal sources thatwere used on the incident, such as paper sleeping bagsand batteries.

D. Contract equipment and facilities ordered by the U.S.Forest Service. These include portable toilets,generator, and kitchen facilities.

VI PROCESS FOR REIMBURSEMENT OF COST TO AGENCIES

The U.S. Forest Service, San Bernardino NF, 144 NorthMountain View, San Bernardino, California has thecoordinating responsibility to compile the cost of theincident, itemize the financial responsibilities inaccordance with this memorandum and bill the City of PalmSprings.

-27-

May 27, 1983Page 3 of 3 pages

Billing to the City of Palm Springs is to be performed intwo stages:

1. All costs for reimbursement to the U.S. Forest Service

2. All costs for reimbursement to the State of California

-28

CITY OF PALM SPRINGS

300 N. El Cielo Rd.

Palm Springs, CA 92262

STATE OF CALIFORNIA


210 W. San Jacinto

Perris, CA

U.S. FOREST SERVICE

SAN BERNARDINO NF

144 N. Mt. View

San Bernardino, CA

UNIT 5 OBJECTIVES

1. Describe the pay off procedure for hired resources.

2. Describe how to demobilize and close out the Procurement

Unit.

29-

DEMOBILIZATION CHECKOUT ics-2211 INCIDENT NAME NUMBER 2. DATE/TIME

4. UNIT/PERSONNEL RELEASED

5. TRANSPORTATION TYPE/NO.

6. ACTUAL RELEASE DATE/TIME 7 MANIFEST YES NO

NUMBER

3 DEM08. NO

8 DESTINATION 9. AGENCY/REGION/AREA NOTIFIED

NAME

DATE

10. UNIT LEADER RESPONSIBLE FOR COLLECTING PERFORMANCE RATING

11 UNIT/PERSONNEL. YOU AND YOUR RESOURCES HAVE BEEN RELEASED SUBJECT TO SIGNOFF FROM THE FOLLOWING:

(DEMOB. UNIT LEADER CHECK • APPROPRIATE BOX)LOGISTICS SECTION

D SUPPLY UNIT

• COMMUNICATIONS UNIT

D FACILITIES UNIT

• GROUND SUPPORT UNIT LEADER

PLANNING SECTION

nPOCUMFNTATION UNIT

FINANCE SECTION

l~|TIMF UNIT

OTHER

n

•

12. REMARKS

221 'CS1-M

10-

January 1, 1983

INSTRUCTIONS FOR COMPLETING THE DEMOBILIZATION CHECKOUT

(ICS FORM 221)

!CS-221

Prior to actual Demob Planning Section (Demob Unit) should check with theCommand Staff (Liaison Officer]to determine any agency specific needs related to demob and release. If any, add to line Number 11

Item

Number

8.

9.

10.

11

12.

Item Title

Incident Name/ No.

Date & Time

Demob No.

Unit/Personnel

Released

Transportation

Actual Release

Date/Time

Manifest

Destination

Area/Agency/Region Notified

Unit Leader

Responsible forCollectingPerformance Ratings

Resource Supervision

Remarks

nstructions

Print Name and/or Number of incident.

Enter Date and Time prepared.

Enter Agency Request Number, Order Number, orAgency Demob Number if applicable.

Enter appropriate vehicle or Strike Team/Task ForceI.D. Number(s) and Leader's name or individual overhead or staff personnel being released.

Method and vehicle I.D. Number for transportation backto home unit. Enter N/A if own transportation isprovided. 'Additional specific details should be includedin Remarks, block #12.

To be completed at conclusion of Demob at time ofactual release from incident. Would normally be lastitem of form to be completed.

Mark appropriate box. If yes, enter manifest number.Some agencies require a manifest for air travel.

Location to which Unit or personnel have been released,i.e.. Area, Region, Home base, Airport, MobilizationCenter, etc.

Identify Area, Agency, or Region notified and enter date& time of notification.

Self-explanatory. Note, not all agencies require theseratings.

Demob Unit Leader will identify with a check in the boxto the left of those units requiring check-out. IdentifiedUnit Leaders are to initial to the right to indicate release.

Blank boxes are provided for any additional check, (unitrequirements as needed), i.e. Safety Officer, AgencyRep., etc.

Any additional information pertaining to demob orrelease.

lO—i**. m/K% *C

DEMOBILIZING AND CLOSING OUT THE

PROCUREMENT UNIT

As the Procurement Unit is demobilized it is essential that

as unit personnel leave:

a. All vendor contracts are completed to whatever degreepossible and appropriate agency representatives arenotified.

b. Completed contract copies are prepared for incidentfiles and forwarded to appropriate agencyrepresentatives.

c. Any incomplete contracts are documented and forwardedto the respective agency administrator's office forcompletion.

d. All interagency cost share agreements are completedand signed to cover the last operational period.

e. ICS documentation and incident generated documents arecompleted and sent to the Documentation Unit.

Ensure appropriate agency Procurement personnel areavailable for any contract explanations should they benecessary.

Package documents. All ICS forms to Documentation Unit.All other forms to responsible agency administrative officewith copy of Unit Log, ICS Form 214.

When all contracts, etc. are completed, release ProcurementUnit personnel with Finance Section Chief approval and inaccordance with the incident Demobilization Plan.

-32

COURSE EVALUATION

Name

OBJECTIVES

Yes No 1. Were course and unit objectives clear andunderstandable, if not why?

Yes No 2. Did the unit objectives support the courseobjectives, if not why?

Yes No 3. Do you feel the course and unit objectives weremet, if not why?

STUDENT MATERIALS AND AIDS

Yes No 4. Was the student workbook effective in helping youto learn? Please explain your answer.

Yes No 5. Were the audio visual aids used effectively insupporting the course objectives and helping youlearn? How might these be improved?

TESTS

Yes No 6. Were test items clear and to the point?

Yes No 7. Did test items adequately test unit objectives,if not why?

-33-

INSTRUCTOR

Yes No

TRAINEE

Yes No 9

Did the instructor's presentation support thecourse and unit objective, if not why?

Do you feel this course is an effective trainingcourse preparing you to perform your job, if notwhy?

10. What benefit do you feel you gained from thiscourse (check one or more)?

OTHER

New knowledge that is pertinent to your job.

Change of attitude that will help in any job

Specific skills, techniques or approachesthat you can apply on your job.

11. What would have made this course better?

34-

ANNEX A


POSITION MANUAL

35-

NATIONAL INTERAGENCY

INCIDENT MANAGEMENT SYSTEM"

INCIDENT COMMAND SYSTEM

POSITION MANUAL

PROCUREMENT UNIT LEADERICS-224-5

SEPTEMBER 1,1982

CHAPTER 1 CHECKLIST

< 1 rwmn tst USE The Checklist presented below should be considered as a^J?£SJS for this position! User, of this ranu.l •*-"'«> f£•inuBun rcq necessary. Wote that some activities are one-timeZSST^ S5i- S ongoing^ repetitive for the duration e* . incident.1.2 wnniffigMEWT PKIT LEADER CHECKLIST The Procurement Unit Leader IsSponsible for admlnlsterlns all financial «tters pertaining to TenderK!ts. The Onit is also responsible for maintaining equipment timerecords.


b. Contact appropriate Unit Leaders on incident needs and any specialprocedures.

c. Coordinate with local Jurisdiction on plans and supply sources.

d. Obtain Incident Procurement Plan.

e. Prepare and sign contracts and land use agreements as needed.

f. Draft memorandums of understanding.

g. Establish contracts with supply vendors as required.

h. Interpret contracts/agreements and resolve claims or disputes withindelegated authority.

i. Coordinate with Compensation/Claims Onit on procedures for handlingclaims

J. Finalixe all agreements and contracts.

k. Coordinate use of imprest funds as required.

1. Organize and direct equipment time recording function.

m. Complete final processing and send documents for payment.

n. Coordinate cost data in contracts with Cost Unit Leader.

o. Maintain Unit Log. (ICS 21*0

1.3 EQUIPMENT TIME RECORDER CHECKLIST

a. Obtain briefing from Procurement Unit Leader.

b. Set up Equipment time Recording function in location designated byProcurement Unit Leader.

c. Advise Ground Support Unit, Facilities Unit and Air Support Group of therequirement to establish and maintain a file for maintaining a daily

record of equipment time.

d. Assist units in establishing a aystem for collecting equipment timereports.

e. Post all equipment time tickets within four hours after anfl end of eachoperational period.

1. Prepare aUse and Summary Invoice for equipment (as required) within 12hours after equipment arrival at incident.

g. Submit data to Procurement Unit Leader for cost effectiveness analysis.

h. Maintain current posting on all charges or credits for fuel, parts,services and commissary.

i. Verify all time data and deductions with owner/operator of equipment.

J. Complete all forms according to agency specifications.

k. Close out forms prior to demobilisation.

1. Distrubute copies per agency and incident policy.

CHAPTER 2 ORGANIZATION, PERSONNEL AND PROCEDURES

2.1 ORGANIZATION

a. The Procurement Unit is responsible to develop a procurement plan forthe incident and to perform equipment time recording. 3^.vrwurejB«ntplan will ensure that goods and services are procured to int tti needsof the incident within his or her authority and the constraints of theFinance Section and the Jurisdictional agency.

b. The Procurment Unit will work closely with the Incident »«»£;«"which will implement the procurement plan and perform all incidentordering.

e The ecuipment time recorders within the Procurement Unit will normallywork^n conjunction with the Facilities and Ground Support Units and theAir Support Group.

d. The Procurement Unit Leader reports to the Finance Section Chief.

2.2 PERSONNEL Personnel required to perform the Proe^e»e"t J""'»responsibilities may be assigned to the incident and also may be at theagency's headquarters in order to adequately support the incident. Personnellocated off incident may be in support of more than one incident.

23 MAJOR irrTTTTTES AND PROCEDURES The major activities of the ProcurementUnit are described below. following each responsibility are the generalprocedures for implementing the activity.


b. Contact Appropriate Unit Leaders on Incident Needs and any SpecialProcedures

1. Advise Unit Leaders on procurement responsibilities.

2. Determine if any special requirements or problems exist.

3. Ensure that Supply Unit coordinates all required paper work withProcurement Unit.

c. Organize and Direct Time Recording Function

d. Coordinate with Local Jurisdiction on Plans and Supply Sources

1. Establish that local procurement plan is up-to-date and complete.

2. Determine if additional supply sources may be necessary based onincident si2e, type and special requirements.

e. Obtain Incident Procurement Plan

1. Ensure that plan covers all requirements for incident.

2. Ensure that plan has complete listing of vendors and phonenumbers•

3. Provide completed plan to Supply Unitto implement.

f. Prepare and Sign Contracts ana Land Use agreements as needed

1. coordinate with Ground Support, Facilities and supply Units ontheir requirements for equipment rentals.

2. Ensure that all Units having responsibility for equipments haveequipment time recorders assigned (if necessary).

3. Ensure that all equipment rental documents and inspections arecomplete and all data verified prior to signing.

U. Ensure that potential claims are investigated by coordinating withthe Compensation/Claims Unit. .

g. Draft memorandums of understanding

h. Coordinate Use of Imprest Funds as Required

1. Determine requirement from agency for imprest fund.

2. Order imprest cashier.

3. Provide security for cash.

U. Cease imprest fund use in accordance with Incident DemobilizationPlan.

i. Coordinate Cost Data in Contracts with Cost Unit Leader

j. Establlh Contracts with Supply Vendors as required

1. Coordinate with Supply Unit on requirements.

2. Prepare ordering documents as needed.

k. Check on equipment time recording to ensure accuracy and completeness.

1. Coordinate with Compensation/Claims Unit on procedures for handlingclaims

B# Interpret contracts/agreements and resolve claims or disputes withindelegated authority

n. MmHf*.«in Final Incident Receiving Documents

1. Obtain copies of all vendor invoices.

2. Ensure all equipment time records are complete.

o. Verify All Invoices i

1. Check for all complete data entries.

2. Compare invoices against procurement documents.

3. Ensure only personnel initate orders who have properly delegatedauthority.

p. Close Out Completed Orders

q. Finalize all agreements and oontracts

r. Complete Final Processing and Send Documents for Payment

1. Ensure that all documents are accurate and legible.

2. Determine proper locations for sending documents

3. Complete all documentation for transmittal at the time ofdemobilization.

». Brief Finance Section Chief Prior to Unit Demobilization

t. Complete Unit Log (ICS Form 2HO.

PROCUREMENT UNIT LEADER 1-368

APPENDIX C

E QUIPMENT/MATERIALS

C-l

EQUIPMENT

Projection Screen

Chalkboard

Chalk

Flipchart

Marking Pens

Overhead Projector

F.O.G. or NWCG Fireline Handbook (1 per trainee)

Agency specific form samples

C-2


1-368

APPENDIX D

HANDOUTS

D-l

HANDOUTS

01-01-1368 HO Unit 1 Quiz

02-01-1368 HO Exercise 1

02-02-1368 HO Procurement Unit Leader Job Performance

Standards

02-03-1368 HO Unit 2 Quiz

03-01-1368 HO Emergency Equipment Rental Agreement (OF 294)03-02-1368 HO Emergency Equipment Use Invoice (OF 286)03-03-1368 HO Rental Equipment Use Record (OF 297)03-04-1368 HO Vehicle/Heavy Equipment Inspection Checklist

(OF 296)03-05-1368 HO Agreement Form A-19 (CDF 7540)03-06-1368 HO Interagency Fire Business Management

Handbook Excerpt03-07-1368 HO National Interagency Agreements03-08-1368 HO Property Management03-09-1368 HO Exercise 203-10-1368 HO Exercise 3



UNIT 1 QUIZ

The Procurement Unit Leader works directly for theand on complex incidents may coordinate

directly with

Name position responsible for each function listed

Manages incident operations.

Develops an operating plan forthe Finance Section.

Ensures daily personnel timerecording documents are prepared.

Maintains log of all injuriesoccurring on incident.

Prepares and signs contractsand land use agreements.

Identifies potential safetyhazards.

Prepares incident cost summaries.

Wr ites Medical Plan.

Places orders for resources or

supplies on the incident.

01-01-1368 HO

EXERCISE 1

1. What are four things the Procurement Unit Leader should doupon arrival at an incident?

a.

b.

c.

d.

2. What unit does the Procurement Unit Leader coordinate with

on procedures for handling claims?


on cost data in contracts?

4. If an incident procurement plan is not prepared, whatshould the Procurement Unit Leader do?

5. As the incident winds down, what are two things theProcurement Unit Leader should do?

a.

b.

02-01-1368 HO

PROCUREMENT UNIT LEADER JOB PERFORMANCE STANDARDS

Performance Element: I. Agreement Administration - Critical

Obj ective: Procurement documents clearly definethe intent and conditions of hire, andthe responsibilities of both thegovernment and contractor/vendor.

Performance Standards:

1. Needs to Improve. Fails to meet some or most of theelement requirements.

Executes new Equipment Agreements only when requestedto do so.

Equipment reporting for line duty is detained due tounnecessary delays in execution of EquipmentAgreements.

Coordinates contract cost data with Cost Unit Leader

upon request.

Resolves claims or disputes within delegated authorityon request.

2. Satisfactory. Employee meets all requirements of thiselement.

Ensures that all equipment is authorized by a writtenagreement.

Administers Equipment Agreements in accordance withagency requi rements.

Executes and administers Equipment/Land Use/ServiceAgreements as necessary in accordance with Agencyrequirements.

Interprets contracts/agreements and resolves claims ordisputes within delegated authority.

Coordinates use of imprest funds as required.

Coordinates cost data in contracts with Cost Unit

Leader.

Drafts memorandums of understanding.

02-02-1368 HO

3. Super ior• Employee cons istently exceeds performancerequirements.

Establishes a system for identifying equipment whichis under agreement, and if it is not, determines ifequipment was/is requested to report for duty andascertain if it is still needed. Insures equipment iss igned up as required without delay.

Performance Element: II. Advisor - Non-Critical

Obj ective: To serve as an advisor to all incidentfunctions concerning procurements,agreements, and contract-related workincluding the legality and propriety ofsuch actions.


1. Needs to Improve. Fails to meet some or most of theelement requirements.

Provides information only upon request and does nothave information readily available.

Assists special investigation teams when requested.


Keeps current and has factual information readilyavailable and documented for briefings concerning theProcurement Unit.

Assists special investigation teams as needed.

3. Superior. Employee consistently exceeds performancerequirements.

Is alert to and anticipates problems and does not- waitto be asked to present information. Brings potentialproblems to immediate attention of Finance SectionChief as necessary.

Anticipates needs of special investigation teams andassimilates on-hand information the team may needprior to their arrival.

Performance Element: III. Workforce Management -Critical

Objective: Organize, direct, and control theProcurement Unit to meet the need of

the incident.


1. Needs to Improve. Fails to meet some or most of the

element requirements.

Unnecessary delay in ordering resources andestablishing shifts.

Subordinates are confused and complain without anyresolution by the Procurement Unit Leader.

Responsibilities of being a leader are not redeemed.

Performance appraisals are not discussed but mailedafter demobilization.

Demonstrates lack of concern for welfare, safety, andcivil rights of incident personnel.

Unnecessary delays occur in posting equipment time.

Payment documents are not completed prior todemobilization.


Unit is adequately staffed, responsibilitiesdetermined, and shifts are established.

Conflicts are resolved with few referrals to Finance

Section Chief.

Subordinates1 welfare, safety, and civil rights areconsidered.

Prepares complete, fair, and legible performanceevaluations of staff and discusses it with eachindividual prior to their demobilization.

All documents necessary for payment are completedaccurately and safeguarded.

Time for all equipment is accurately and promptlyrecorded.

Superior. Employee consistently exceeds performancerequirements.

Anticipates needs for staffing in Procurement Unit andorders well in advance. Does not over/under staff forcomplexity of incident.

Assignments and work obj ectives are clear, concise,and well documented.

Staff and trainees are well monitored and Procurement

Unit Leader takes action to recognize poor andsuperior performance.

Anticipates needs of incident personnel in welfare,safety, and civil rights and perseveres in follow-upto resolve potential problems.

UNIT 2 QUIZ

1. What units does the Procurement Unit Leader coordinate withon equipment rental requirements?

a.

b.

c.

2. When preparing a land agreement for use of the base whatunit does the Procurement Unit Leader coordinate with?

3. Who does the Procurement Unit Leader coordinate with on

existing purchasing agreements and supply sources?

4. List the three steps to coordinate use of imprest funds.

a.

b.

c.

5. If an incident procurement plan is prepared, what shouldthe Procurement Unit Leader do?

a.

b.

c.

6. Who should the Procurement Unit Leader coordinate with to

draft memorandums of understanding, or cost shareagreements?

02-03-1368 HO

1 ORDERING OFFICE {Same one address) 1 THIS NUMBER MUST APPEAR ON ALL 1T PAPERS RELATING TO THIS AGREEMENT J

EMERGENCY EQUIPMENT

RENTAL AGREEMENT

2. AGREEMENT NUMBER

3 POINT OF HIRE 4 EFFECTIVE DATES

a. BEGINNING b ENDING

5. CONTRACTOR {Nameand address) 6 PREPARED BY

7. CONTRACTOR'S TELEPHONE NUMBER 8 THE WORK RATE IS BASED ON ALLOPERATING SUPPLIES {/ud ,,tl undservicing) BEING FURNISHED BY

• CONTRACTOR Q GOvER'Wf-V

a. DAY b. NIGHT

9 TYPE OF CONTRACTOR {"x1' appropriate boxes)

D EMPLOY^m D SMALL BUSINESS DLABOR SURPLUS AREA D BUSVCSS D WS^StT*010 OPERATOR FURNISHED BY

Q CONTRACTOR Q ^Ov&QNMEN-

"• ITEM DESCRIPTION(include make, model, year, serial

number and accessories)

12. WORK OR DAILY 13. SPECIAL14 HOURLY

STANDBYRATE

15 MINIMUMDAILY

GUARANTEEa RATE b. UNIT a. RATE b. UNIT

a.

b.

c.

d.

•.

(.

0

h.

k.

16 SPECIAL PROVISIONS

17. CONTRACTORS OR AUTHORIZED AGENTS SIGNATURE 18. DATE

21. NAME AND TITLE

*SN 7540-01-121-8825

19. CONTRACTING OFFICERS SIGNATURE

22. NAME AND TITLE

ORIGINAL-Contractor

20. DATE

OPTIONALFORM294 (10-84)USADAJSOf50294-103

EMERGENCY EQUIPMENT1. FIRE OR PROJECT NAME 2. FIRE NO 3. SHEET NO

of

USE INVOICE 4. AGREEMENT NO. {from OF-294.EMERGENCY EQUIPMENT RENTALAGREEMENT)

5. EFFECTIVE DATES OF AGREEMENT

6 CONTRACTOR (Name and address) a. BEGINNING b. ENDING

7. ORDERING OFFICE (Name and address)

8 EQUIPMENT {Specify make, model, type, aerial no., etc.) 9 ORDEREO BY 10. DATE

11. TITLE {Of person ordering) 12 TIME

13. OPERATING SUPPLIES FURNISHED BY

Q CONTRACTOR Q GOVERNMENT14. OPERATOR FURNISHED BY

D CONTRACTOR D GOVERNMENT15 YEAR 16 WORK OR DAILY 17. SPECIAL 18. STANDBY 19.

TOTALAMOUNTEARNED

i'6c+ 17c~i8c)

20

MINIMUMPAYMENTFROMOF-294

21

AMOUNT

(Col. I'i orCol. 20.whichever isgreater)

19a u'NiTS

WORKEDfailles,hoursor daysIrom)

b

RATE

c

AMOUNT

(16a - 16b)

a. UNITSWORKED(miles.hoursor daysfrom)

b

RATE

c

AMOUNT(17a- 17b)

HOURS

b

RATE

c

AMOUNT(18a- 18b)

i

MO

b

DAY

,

>

NOTE: CONTRACT RELEASE FOR AND IN CONSIDERATION OF RECEIPT

25 GROSS AMOUNT DUE

(total of column 21)

OF PAYMENT IN THE AMOUNT SHOWN ON "NET AMOUNT DUE" LINE.

) CONTRACTOR HEREBY RELEASES THE UNITED STATES OF AMERICAFROM ANY AND ALL CLAIMS ARISING UNDER THIS AGREEMENT EX

CEPT AS SPECIFICALLY RESERVED BELOW (Item 28).

26 ITEM 27 FROM PREVIOUS PAGE

27 GROSS AMOUNT DUE

(item 25 plus item 26)

22 UNIT CODE23 ACCOUNTING CLASSIFICATION 24 OBJ CLASS 26. DEDUCTIONS

(attach statements)

i

iai ib] lc) (a) | <t» | (c)! !

29. NET AMOUNT DUE S

30. REMARKS 31. EQUIPMENT WAS:

• a. RELEASED • b. WITHDRAWN

c. DATE a. TIME

32 CONTRACTOR'S OR AUTHORIZED AGENT'S SIGNATURE 33. RECEIVING OFFICER'S SIGNATURE

34. TITLE 35. DATE 36. TITLE 37. DATE

NSN 7540-01-120-4062Original-Finance OPTIONAL FORM 286 (9-81)

USDA/USDI50286-101

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-10

1

VEHICLE/HEAVY EQUIPMENTINSPECTION CHECKLIST

i INSPECTION TYPE - "

1 J ^ "^rjn-ijp

c " one' 2 AGflEEWEN- 30 ORCGNTRAC" \C 3 :cn"a

LJ c Pre-use

LJ c Release

4 FIRE NAME 5 FiRE NO

6 UNIT 7 EQUIPMENT TYPE

8 OWNER (Name) 9 MILEAGE (Start) 10 DATE 11. MODEL 12. MAKE

13 VENDOR '/father than owner! 14 MILEAGE (End) 15 DATE 16. SERIAL NO

Section l-Tractor and/or Motor PatrolSATISFACTORY

Section il-Trucks, Sedan, Jeep. Pick-up. etc.SATISFACTORY

YES i NO YES ! NOi Canopy 'OH-Overprotection svstem Frame. 3*3*3' 8 or 3" XX pipe.

1 '6 'op secured :o mam frame of tractor *t Steering Over 3" 'ree play, check tie rod ends • I

I

2 Clutch Proper adjustment, 3/4 free travel2 Beiiv oiate ana -aaiator guard Securely mounted

I 3 Brakes loot and hand Must hold firm•

3 Lights mounted and working Operating.4 Gages All gauges must be working. I

4 Cades and lydrauiic system Not 'rayed, have extra, no drips mhydraunc system 5 Horn In working order •

5 6laae nosn crane holding Ooerate smoothly, hold at any point6. Rearview mirror and wipers In working order •

7 Seats and cushions, seat belts, it not satisfactory, report conditionsunder Section vi Remarks.5 Waster Hutch Operator under load, (check for slippage)

Steering clutches Must nave 3-4 free play * 8 Cooling system Check radiator and hoses

9 Srakes Must hold at half travel. * 9 Engine Check for knocks and leaks.

9 Gages working All gauges must be working <0 Oil level and condition- Full and clean.

10 Fuel system Musi be tree of drips and lull tank 11 Electrical system. Generator and starter working.

11 Cooling system Free of leaks * 12. Battery Check for corroston on terminals.

12 Fan and fan belts. Check for frayed condition 13 Transmission Check for leaks.

13 Battery Check lor corrosion on terminals 14 Drive iine-U-jotnts Check for looseness

1i Engine supports, equalizer bar. spnngs. main spnngs. Check shacklebolts, shifted spring lever *

15 Differential. Check for leaks.

16 4-Wheel dnve Check gear boxes, drips. *

15 Muffler and spark arrester Must be approved type, check with stick.• 17 Springs and shocks. Check hangers. •

16 Engine Run. check oil pressure, and knock IB Tie Rod Looseness and bent.•

17 Final drive transmission and differential Check tor dripping 19 Frame Cracks and bent.•

18 Tracks and rollers Grousers height under 1-1/4" loose rollers,broken flanges.

20 Lubrication Dry fittings.

21 Tires, wheels, lug oolts Depth of tread and cuts •

19 Dozer and assembly Trunnion oolts missing, cracks22. Lights Must be all working.

*

20 P'Oper lubrication Check tor dry fittings23 Glass Report all cracks, shattered

*

2i Tires Check depth of tread, cuts, list under remarks24 Body condition. Report all dents and scratches.

22 Sprocket and idlers Cracks m spokes, sprocket teeth sharp25 Exhaust System Check tor leaks *

23 Drawbar Servicable. safe 26 Fuel System Check tor leaks

24 t9S, run Cover 5 6. 7 9 and 927 Accessones Must have tack, wheel wrench, spare tire and wheel.

Section Ill-Power Saw and/or Pumps Section IV-Accessories (Mark "x" if in/on vehicle)

'• Clean LJ 1 Accident Forms LJ 2. Steps

LJ 4 Log Book LJ 5. Tow Chain

LJ 7 First Aid Kit LJ 8. Jack

LJ 10. Fire Extinguisher L_l 11. Wheel Wrench

I 113. License Plates I 114. Tire Chains(if Govt, operator)

Mifi Rotwt™. (Til? Othnr

c

c

c

J 3 Mud Flap

J 6. Pulaski

J 9. Shovel

112. Flare Signals

115. Chock Blocks

2 Visible pans broken *

3 Oil >n gear case

a Oil m chain oiler

5 Mtc tools, funnel & gas can

6 Vi»bie bolts and nuts tight

7 Gas and oil property mixed

8 Cutting bar straight. *

9 Exhaust system & spark arrester

10 Motor idle evenly & run smoothly

11 Satisfactory power

12 Cham condition *

17 VENDOR (Signature) 18. TITLE 19. DATE

20. INSPECTOR (Signature) 21. TITLE 22. DATE

(OVER) NSN 7540-01-120-0607

CONTRACTING OFFICER

OPTIONAL FORM 296 (9-USDA/USDI50296-101

Safety Hems-Do not accept until repaired.

Section V-Pickup and Sedan Body Condition

Section Vl-Remarks by Item No. (Optional)

OPTIONAL FORM 296 BACK (9-81)USDA/USDI

AGREEMENT

Project

THIS AGREEMENT, executed the day of

Location Code

Numeric Code

Sheet _________________ of

19 , by and between

hereinafter designated Grantor, and the State of California, hereinafter designated Grantee

WITNESSETH: The Grantor, in consideration of public services to be performed by Grantee, hereby grants to the Grantee

over the property of the Grantor in the County of State of California, described as:

Said easement on the above premises will be as follows:

The Grantee shall have the right toterminate this easement on 90 days notice, and in event of and prior tosuch termination, reserves the rightto remove any improvement erected by it upon the said premises.

This agreement is accepted subject to the conditionsattached hereto and made a part of the agreement.

WITNESS:

C.D.F. WITNESS TO GRANTOR'S SIGNATURE

GRANTOR

FORM A-19 (6/78)

State of CaliforniaDepartment o( Forestry

By

GRANTEE

03-05-1368 HO

nnF 7«_dfi_inn-mqo

28—10

INTERAGENCY FIRE BUSINESS MANAGEMENT HANDBOOKExhibit 18

ORDER NO.

U.S. DEPARTMENT OF AGRICULTURE

FOREST SERVICE

CONTRACT AGREEMENT FOR RENTAL OF TEMPORARY, EMERGENCY FACILITIES

The owner of the property described herein, or the dulyappointed representative of the owner, agrees to furnish thefacilities to the National Forest for useas .This agreement shall remain in effect during the period fromdate of signature by the parties until .

DESCRIPTION OF FACILITIES:

RATE: For each day, or portion thereof, that the facilitiesare used, the Government will pay the sum of $ .Said sum shall include all utility charges for which the ownerwould be liable. Payment will be due 30 calendar days afterthe termination of the emergency. Payments received later thanthat date are subject to interest charges under the PromptPayment Act (31 USC 1801).

ORAL STATEMENTS: Oral statements or commitments supplementaryto, or contrary to, any provisions of this Agreement shall notbe considered as modifying or affecting the provisions of thisAgreement.

ALTERATIONS: The Government may make alterations, attachfixtures or signs, and/or erect temporary structures in or uponthe facilities, all of which shall be the property of theGovernment.

*

CONDITION REPORTS: A joint pre- and post-use physical surveyand inspection report of the facilities shall be made andsigned by the parties; the purpose of the inspections shall beto reflect the site conditions existing at those times.

FSH 6/8 3 R-5 SUPP 2

03-06-1368 HO

INTERAGENCY FIRE BUSINESS MANAGEMENT HANDBOOK

Exhibit 18 - Continued

ORDER NO.

LOSS, DAMAGE, OR DESTRUCTION: The Government will assumeliability for the loss, damage, or destruction of facilitiesfurnished under this Agreement, provided that no reimbursementwill be made for loss, damage, or destruction when due to (1)ordinary wear and tear or (2) the fault or negligence of theowner or the owner's agent(s). The Government shall restorethe owner1s facilities to their condition immediately prior toGovernment occupancy; restoration shall be performed to theextent reasonably practical. Claims for reasonable costsincurred by the owner in restoring facilities to their priorcondition shall be submitted to the Contracting Officer.

TERMS AND CONDITIONS: This Agreement is subject to the PromptPayment Act (31 USC 1801) and to Office of Management andBudget Circular A-125. The following Terms and Conditions areincorporated by reference to 41 CFR:

a. Contract Disputes Act of 1978 (41 USC 801) (1-7.102-12)b. Officials Not to Benefit (1-7.102-17)c. Convict Labor (1-7.103-5)d. Covenant Against Contingent Fees (1-7.102-18)e. Changes (1-7.602-3)f. Termination for Default (1-7.602-5)g. Termination for the Convenience of the Government

(1-7.602-29)If the amount exceeds $2,500, the following additional clauseis incorporated by reference:

a. Examination of Records by the Comptroller General(1-7.103-3)

RENTOR (Owner or Owner's Agent) USDA - FOREST SERVICE

BY: BY:

Title:

Date:

Name:

Street

Address:

Telephone:( )Night: ( )

Title: Contracting Officer

Date:

Name:

Street

Address:

Telephone:( )Night: ( )

FSH 6/8 3 R-5 SUPP 2



ORDER NO.

JOINT FACILITIES USE INSPECTION REPORT

PRE-USE INSPECTION

Owner (Agent)

Signature:

Title:

Date:

POST-USE INSPECTION

Owner (Agent):

Signature:

Title:

Date:

Government

Signature:

Title:

Date:

Government

Signature:

Title:

Date:

FSH 6/83 R-5 SUPP 2

_. o — J- t-



ORDER NO

TERMS AND CONDITIONS

Prompt Payment Act - pay in 30 days or interest starts accruingOMB Circular A-125 - cash flow; NFC will delay payments until

end of 30 days.Disputes - allows Rentor to file claim with CO., and if not

satisfied, to appeal to either AGBCA or Claims Court.Officials Not to Benefit - Members of Congress or Resident

Commissioners may not recieve any funds from the Agreement.Convict Labor - Rentor shall not use convicts.

Covenant Against Contingent Fees - Rentor did not pay anyone toget this Agreement.

Termination - allows CO. to terminate for either default or

conveni ence.

Examination of Records - allows GAO to review Renter's records.

FSH 6/83 R-5 SUPP 2

^ .^"55**JV^V fti

^^^V

,e. K?

INTERAGENCY

MOBILE FOOD

SERVICES

AND

SHOWER

FACILITIES

APRIL 1987

NFES #1276

03-07-1368 HO

PROPERTY MANAGEMENT

Set up a system for the safe return of rented and loanedproperty (non-consumable) items.

Post a list to include the following minimum information:

1. Incident Order Number

2. Item Description

3. Property Number

4. Destination

5. Who has accountability for this item of property at theincident.

6. Return to whom - give record of return receipt to

The above list would include such items as:

New property itemsProperty items borrowed outside agencyLoaned items from individuals, organizations, or localgovernment.

Rented items from individuals, organizations, or localgovernment such as chairs and tables, which are not usuallyrented under emergency rental agreements.

At intervals, send updated list of property and borrowed itemsto Supply Unit Leader. As a minimum, a copy should be sentbefore demobilization begins.

Coordinate with Supply Unit or supporting dispatch units toensure that the list is complete.

Property Accountability Controls

1. Non-Expendable Property List

Supplies and Equipment. A record shall be maintained foritems received at or returned from a base, includingtransfers to or from another camp. Prepare appropriateforms and obtain signatures of both transferring andreceiving units.

A Waybill, sample, shall accompany all non-expendableproperty.

Temporary Transfer of Property, of OF-209, Receipt forProperty Fire Suppression.

03-08-1368 HO

Incident Base Issues, Transfers, and Returns

Issues to Firefighters. Only one Receipt for Property FireSuppression, OF-290, will be completed for each crew withthe Strike Team Leader, assuming the liability for allfire fighting equipment issued to that crew.

Property Utilization. Motor Fuel, Oil, and Grease. Usesample, Fuel and Oil Issue to record all bulk issues ofmotor fuel, oil, and grease.

EXERCISE 2

Incident - Apto fire start at 1345 hours - Initial attackfails, escape by 1615.

Ordered from incident - Dozer Strike Team at 1630: Johnson

Bros D7E SN without lights but winch and rollover protection,angle dozer, and 3-axle tractor pius-4 axle tandem lowbedresponding by 1710. Transport and 1 ton Ford 4x4 license DOZER5 34 with 200 gallons diesel, 50 gallons gas, and lubeequipment, left to get dozer at 1625. Transport driven by AlJohnson, owner, and 1 ton by his wife Ann.

1710 - Loaded dozer.

1845 - Arrived at ICP. Mechanic attached government lightsand made minor repair. Cost $17.50.

2255 - Delivered.

0145 - Ann arrived home with transport. Left fuel truck atnearby road junction.

0815 - After dozers finished operating on line, Al shut downfor breakfast until 0830.

1100 - Sleep break on dozer line until 1530. Sack lunch.

2040 - Operator drive to fuel truck (3 miles) by dozerleader. Filled dozer from fuel truck. Drove 1 hour

to base. Al was told "released" by EquipmentManager. Ate at caterer, slept till 0540.

0540 - Awakened by Equipment Manager - Al was told to eat,get dozer, and depart. Ate, asked Finance Section forpaperwork, told to wait 1 hour until ready. Calledhome.

0650 - Brother Andy started transport direct to dozerlocation.

0745 - Al signed papers for release. Was advised to bringdozer by camp for release inspection.

0815 - Andy arrived.

0900 - Al arrived at dozer. Andy had load. Al found thatAnn had ridden with Andy.

03-09-1368 HO

0930 - Left with dozer loaded.

1055 - Arrived at camp. Inspection performed by 1120. Andyand Ann ate at camp. Andy went to operate friend'smotor grader as government temporary hire. Al drovetransport home. Ann drove fuel truck as pilot car.Before leaving she was asked to pump remaining 150gallons of diesel into govenment fuel wagon that wasshort, with no expected delivery for 5-7 hours. Shealso fueled two pickups with remaining gas - onegovernment, one private under hire.

1215 - Both transport and pilot car left, driving slowly.One-half mile from job pit where can had been located,had accident. Pilot car was in wrong lane and hitanother vehicle. Caused $200 damage to pilot car,none to other.

1630-

1730 - Both accident vehicles stopped. Finally dropped offdozer and returned home.

What papers are needed and what is filed?

EXERCISE 3

Tom Jones was owner of other dozer ordered. It is a D8H

46A , with lights and ROP's, Kelly rippers, and tiltblade. Tom only wants to work with government paying operatordirect but wants approval of operator. Tom uses anothertransport (not his own). Call made to him at "same time as AlJohnson," had to drive J2 miles to dozer in own pickup, gotdozer ready, and states "cooperator transport arrival to loadat 1810.

1900 - Loaded. Piloted by self driving a 2-ton Chevy 1979,license D27351 with 80 gallons diesel in a 350-gallontank, to be hired as dozer tender.

2115 - Arrived at ICP with Strike Team.

225 5 - Transported to line. Left truck and startedoperations.

0130 - Broke down. Driven by government to base.

0300 - Arrived at base. When advised that governmentmechanic was unable to repair and there was no dozerrepair service, Ground Support decided dozer was nolonger needed.

0430 - Sent home. Hitched ride back to dozer tender.

0600 - Arrived at dozer tender. Took home and worked on

other things since it was Friday. Found out dozerrepair service would be performed at dozer locationlate in day.

1630 - Took tender to dozer. Dozer about to be repaired.

1910 - Found battery and $150 worth of tools from locked boxunder dozer missing.

2015 - Dozer repair finished, 1/2 hour before sundown.Government unable to provide transport because ofweekend and because dozer was oversized in blade width

(State would not issue transport permit till Monday).Returned to base to prepare equipment release papers.

What do you as Procurement Unit Leader do when awakened by theTime Unit Leader at 2330 on that Friday?

03-10-1368 HO

EXERCISE 4

INFORMATION

Incident Name - Horse

Incident Number - USFS 354/CDF RRU-10456Incident Commanders - Henry George (USFS)/Chuck Mills (CDF)

The date is August 25. It is 1630 and you have been at thescene for about 2 hours. The fire is a USFS-CDF incident that

has been designated joint command and has been burning since1400 yesterday. Control is not expected until 0600 on August27. There are currently 1200 acres on USFS and 4 00 ^n CDF.Divisions A and B are on CDF and Divisions C, D, and E are onUSFS. Division E is at the highest point on the fire at anelevation of 6500 feet and is inside a wilderness area. Thefuel type ranges from heavy brush on CDF and brush and timberon USFS. The following resources are on the fire or have beenordered.

10 strike teams of USFS engines4 strike teams of CDF engines2 strike teams of Type 1 engines requested by CDF for localstructure protection4 CDF dozers

2 USFS dozers

6 USFS airtankers with air attack2 CDF helicopters20 state hand crews10 USFS "blue card" crews4 USFS hotshot crews

2 hired dozers enroute - hired by CDF1 complete base camp with hired support equipment - thekitchen is a CDF field kitchen with an inmate cook crew

Approximately 150 overhead from both agencies

A unified ordering point has been established. The FinanceSection Chief advises you the joint Incident Commanders want acost share agreement prepared for their review by 1800 thisevening. They have agreed to split costs based on resourcesused on each agency's responsibility to be computed at the endof each operational period. The resulting percentages will betotaled at the end of the fire to find the final sharepercentage for each agency. CDF has agreed to bear the cost ofthe 2 Type 1 engine strike teams.

04-01-1368 HO

EXERCISE 5

You are the Procurement Unit Leader on the Rabbit Incident, aCDF/USFS fire. The incident has been winding down, and theFinance Section Chief has just informed you that everyone willbe demobilized by the end of the next operational per iod,excluding mop up/rehabilitation crews. There is a Cost ShareAgreement in effect until the end of the current operationalperiod. Because of other incidents in the area, you have beenunable to have a full-time assistant Procurement Unit Leader

from the other agency involved, although they have periodicallysent an Agency Representative to help you out. Brieflydescribe what actions you will take in preparation fordemobilization.

05-01-1368 HO


1-368

APPENDIX E

VIEWGRAPHS

E-l

VIEWGRAPHS

00-01-1368 VG Course Objectives

Unit 1 ObjectivesICS Organ izationFinance Section OrganizationStaffing Needs

02-01-1368 VG Unit 2 Objectives02-02-1368 VG Procurement Unit Leader Responsibilities02-03-1368 VG Procurement Unit Leader Responsibilities,

continued

03-01-1368 VG Unit 3 Objectives03-02-1368 VG Information Gathering03-03-1368 VG Equipment Use Records03-04-1368 VG Equipment Inspection Records

Unit 4 Objectives

Cost Share Agreement TermsCriteria for Cost ApportionmentCost Share Agreements - Standard InformationStandard Information, continued

Unit 5 ObjectivesClosing out the Procurement Unit

01--01-•1368 VG

01-•02-•1368 VG

01-•03-•1368 VG

01-•04-•1368 VG

04-•01-•1368 VG

04-•02--1368 VG

04-•03-•1368 VG

04--04--1368 VG

04-•05-•1368 VG

05--01-•1368 VG

05--02--1368 VG

E-2

COURSE

OBJECTIVES

1.

Describe

Finance

Section

within

ICS

organization

2.Describe

roles

responsibilities,

and

performance

expectations

of

Procurement

Unit

3.Describe

procedural,

regulatory,

and

policy

requirements

of

Procurement

Unit

Leader

position

00-01-1368VG

UNIT

1OBJECTIVES

1.Describe

ICS

and

Finance

Section

organizations

and

describe

how

Procurement

Unit

Leader

position

relates

to

other

functions

2.List

contents

of

personal

Procurement

Unit

Leader

kit

01-01-1368

VG

INC

IDE

NT

CO

MM

AN

D

Branches

Divisions/

Groups

Slngls

Resouress

Tssk

Forces

Strike

Teen

OP

ER

AT

ION

SS

EC

TIO

N

Sta

gin

gA

rea

sA

irO

psr

ati

on

sB

ren

ch

Air

Su

pp

ort

Gro

up

-Helibaaee

-cHellspots

Fixsd-Wlng

Bases

-o

Air

Att

eck

Gro

up

Helicopter

Coordinator

Alrtanker

Coordinator

01

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INF

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MA

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N

—|

SAFE

TY"

—1

LIA

ISO

N

PLANNING

SECTION

Resources

Unit

Situation

Unit

Documentation

Unit

Demobilization

Unit

Technical

Specialists

LOGISTICS

SECTION

Service

Brench

Communications

Unit

Medical

Unit

Food

Unit

-Support

Brsnch

Supply

Unit

Facilities

Unit

Ground

Support

Unit

FINANCE

SECTION

Tine

Unit

Pro

cu

rem

en

tU

nit

Co

mp

en

sati

on

/C

laim

Un

it

-C

oa

tU

nit

FIN

AN

CE

SE

CT

ION

01-03-1368

VG

IIN

CID

EN

TC

OM

MA

ND

Tim

eU

nit

Procurement

Unit

Compensation/

Claims

Unit

Cost

Unit

PersonnelS

Equipment

Time

Recording

Vendor

Contracts

Injury/Death/

Civil

Claims

Cost

Estimates/Summaries

Cost

Effectiveness

ST

AF

FIN

GN

EE

DS

1.Id

enti

fyw

ork

tob

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on

e2

.R

equ

est

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the

req

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men

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assi

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Fin

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2.D

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exp

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end

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and

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and

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and

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Est

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acts

wit

hsu

pp

lyv

end

ors

as

req

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ed8.

Inte

rpre

tco

ntr

acts

/ag

reem

ents

tore

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ecl

aim

so

rd

isp

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with

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and

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gcl

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s1

0.

Fin

aliz

eal

lag

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en

tsan

dco

ntr

acts

11.

Co

ord

inat

eu

seo

fim

pre

stfu

nd

sif

req

uir

ed1

2.

Co

mp

lete

fina

lp

roce

ssin

gan

dse

nd

do

cu

men

tsfo

rp

ay

men

t1

3.

Co

ord

inate

co

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data

inco

ntr

acts

wit

h

Co

st

Un

itL

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14

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aint

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2.D

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s/te

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use

and

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men

tfo

req

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du

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pro

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esin

pro

per

ty/s

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rem

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(e.g

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3.

Adv

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Tim

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reg

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equ

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use

03

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2.D

escr

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how

tow

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cost

shar

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04

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1-I3

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VG

COSTSHAREAGREEMENTTERMS

1.D

irec

tp

rote

ctio

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a2

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nb

ou

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3.

Mu

tual

threat

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4.O

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nu

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invo

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men

tgi

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agen

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tosh

are

insu

pp

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co

sts

3.

Iden

tity

of

inci

den

t,in

clu

din

gn

ame

and

inci

den

tn

um

ber

of

each

agen

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tart

date

an

dti

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5.

Ju

risd

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APPENDIX F

BLANK AND KEYED FINAL EXAMS

F-l

NAME

DATE

AGENCY

PROCUREMENT UNIT LEADER 1-36 8

FINAL EXAMINATION

1. List 6 of the 11 essential documents that should be in your

personal Procurement Unit Leader kit.

a.

b.

c.

d.

e .

f .

2. The Procurement Unit Leader is required to fill out a Unit

Log, ICS Form 214.

True or False

3. The Procurement Unit Leader is responsible for recording

equipment time for rental equipment.

True or False

4. What are the first two actions you take when you arrive on

an incident as the Procurement Unit Leader?

a.

b.

-1-

5. What is the primary responsibility of the Procurement Unit

Leader?

6. List what units the Procurement Unit Leader needs to

coordinate with on equipment rental use.

a.

b.

c.

d.


on rental equipment time recording?

8. The is responsible for drafting the

incident Cost Share Agreement.

9. Who would the Procurement Unit Leader contact on existing

rental/purchasing agreements?

10. The is responsible for preparing

and signing Land Use Agreements.

11. The Facilities Unit Leader is responsible for negotiating,

preparing, and signing agreements for use of the incident

base site.

True or False

2-

12. The is responsible for coordinating

the use of the Imprest Fund.

13. Cost information involving contracts should be given to

a. Finance Section Chief

b* Time Unit Leader

c. Cost Unit Leader

d. Supply Unit Leader

14. What is the purpose of the Procurement Unit Leaderfs

Information Gathering Checklist?

15. What unit is responsible for inspection of rental equipment?

16. The initial investigation of damage to a piece of rental

equipment caused by an accident is the responsibility of

a. Compensation/Claims Unit Leader

b. Safety Officer

c. Agency Representative

d. Incident Commander

17. List the four types of criteria for the Cost Share

Agreement.

a.

b.

c.

d.

3-

18. List four of the five essential items that need to be

accomplished before demobilizing the Procurement Unit.

a.

b.

c.

d.

19. The Procurement Unit Leader is responsible for preparing

incident costs for the Cost Share Agreement.

True of False

20. If the Procurement Unit Leader needs help, what type of

personnel would be requested?

21. Who approves and signs the incident Cost Share Agreement?

22. The Procurement Unit Leader should be identified on the

Demobilization Checkout, ICS Form 221, when there is rental

equipment on the incident. Why?

23. You are the Procurement Unit Leader on an incident and have

been advised of your anticipated release time. What do you

do with incomplete documents?

-4-

24. The Procurement Unit Leader determines if any

contract/purchase requirements or problems exist on the

incident.

True or False

25. Using the following information, prepare a Cost Share

Agreement.

-5-

INFORMATION

Incident Name: Pine Flat

Incident Number: USFS 354/CDF RRU-10456Incident Commanders: Tom Goldy (USFS)/Frank Bates (CDF)

The date is August 25. It is 1630. You are the ProcurementUnit Leader and have been at the scene for about 4 hours. The

fire is a USFS/CDF incident that has been designated jointcommand and has been burning since 1400 yesterday. Control isnot expected until 0600 on August 27. There are currently 1200acres on USFS and 800 acres on CDF, threatening a community of1500 residents. Divisions A and B are on CDF and Divisions, C,D, and E are on USFS. Division E is at the highest point onthe fire at an elevation of 6500 feet and is inside a

wilderness area. The fuel type ranges from heavy brush on CDFto brush and timber on USFS. The following resources are onthe fire or have been ordered.

10 strike teams of USFS engines8 strike teams of CDF engines2 strike teams of Type 1 engines requested by CDF for local

structure protection4 CDF dozers

2 USFS dozers

6 USFS airtankers with air attack - 61

2 CDF helicopters20 state hand crews

10 USFS blue card crews

10 USFS hotshot crews

2 hired dozers enroute - hired by CDF1 complete base with hired support equipment - the kitchen

is a CDF field kitchen with an inmate cook crewapproximately 200 overhead from both agencies1 grader for road maintenance ordered by USFS4 water tenders hired by USFS2 water tenders hired by CDF20 rooms at a local motel rented by CDF for personnel

sleepingUSFS will pay for air attack - the cost of airtankers will

be borne by the agency requesting the drops

A unified ordering point has been established. The FinanceSection Chief advises you that the joint Incident Commanderswant a Cost Share Agreement prepared for their review by 1800this evening. They have agreed to split costs based onresources used on each agency's responsibility, to be comptutedat the end of each operational period. The resultingpercentages will be totaled at the end of the fire to find thefinal share percentage for each agency. CDF has agreed to bearthe cost of the two Type 1 engine strike teams. USFS will payfor the grader used to maintain their road. Final costaccounting will end 120 days after the end of the incident.

-6

NAME

DATE

AGENCY


FINAL EXAMINATION

List 6 of the 11 essential documents that should be in your

personal Procurement Unit Leader kit. (12 pts.)

a. FOG or NWCG Handbook

b. Purchasing Documents

c . Emergency Firetime Reports

d. Equipment Rental Forms

e. Damage Claims Forms

f. Emergency Hired Equipment Time Reports

q • Emergency Hired Equipment Invoices

h. Pre/Post Equipment Inspection Records

i . Oil and Fuel Use Records

J- Incident Finance Handbook

k . Unit Log, ICS Form 214

2. The Procurement Unit Leader is required to fill out a Unit

Log, ICS Form 214. (2 pts.)

True or False

3. The Procurement Unit Leader is responsible for recording

equipment time for rental equipment. (4 pts.)

True or False

4. What are the first two actions you take when you arrive on

an incident as the Procurement Unit Leader?

a. ' Check-In

b. Locate Finance Section Chief

-1-

5. What is the primary responsibility of the Procurement Unit

Leader? (10 pts.)

The Procurement- Unit Leader is responsible for

administering all financial matters pertaining to vendor

contracts.

6. List what units the Procurement Unit Leader needs to

coordinate with on equipment rental use. (8 pts.)

a. Ground Support Unit

b. Facilities Unit

c. Supply Unit

d. Strike Team Leaders

e. Time Unit


on rental equipment time recording? (2 pts.)

Time Unit

8. The Procurement Unit Leader is responsible for drafting the

incident Cost Share Agreement. (4 pts.)

9. Who would the Procurement Unit Leader contact on existing

rental/purchasing agreements? (2 pts.)

Agency Administrators


and signing Land Use Agreements. (2 pts.)

11. The Facilities Unit Leader is responsible for negotiating,

preparing, and signing agreements for use of the incident

base site. (2 pts.)

True or False

12. The Procurement Unit Leader is responsible for coordinating

the use of the Imprest Fund. (2 pts.)

13. Cost information involving contracts should be given to

(choose one). (2 pts.)

a. Finance Section Chief

b. Time Unit Leader

c. Cost Unit Leader

d. Supply Unit Leader

14. What is the purpose of the Procurement Unit Leader's

Information Gathering Checklist? (2 pts.)

Determine problem areas and establish a plan or outline to

gather missing information.

15. What unit is responsible for inspection of rental

equipment? (2 pts.)

Ground Support Unit

16. The initial investigation of damage to a piece of rental

equipment caused by an accident is the responsibility of

(choose one): (2 pts.)

a. Compensation/Claims Unit Leader

b. Safety Officer



17. List the four types of criteria for the Cost Share

Agreement. ( 4 pts. )

a. Pro-Rata Share

b . Order Numbers (by agency)



-3

18. List four of the five essential items that need to be

accomplished before demobilizing the Procurement Unit. (4

pts.)

a. Vendor contracts completed

b. Contract copies prepared for submission to appropriate

agency

c. Incomplete contracts documented and submitted to

Agency Administrative Officer through the Finance

Section Chief

d. Cost Share Memorandums are completed and signed

e. ICS documentation filed with Documentation Unit


incident costs for the Cost Share Agreement. (2 pts.)

True of False

20. If the Procurement Unit Leader needs help, what type of

personnel would be requested? (2 pts.)

Finance Specialists skilled in the work required

21. Who approves and signs the incident Cost Share Agreement?

(4 pts.)

Incident Commanders

22. The Procurement Unit Leader should be identified on the

Demobilization Checkout, ICS Form 221, when there is rental

equipment on the incident. Why? (4 pts.)

To ensure resources requiring contract agreement closure

prior to payment have completed necessary forms.

23. You are the Procurement Unit Leader on an incident and have

been advised of your anticipated release time. What do you

do with incomplete documents? (6 pts.)

Complete, if possible, or package label envelopes by type

of document and necessary action to complete

-4-

24. The Procurement Unit Leader determines if any

contract/purchase requirements or problems exist on the

incident. (2 pts.)

True or False

25. Using the following information, prepare a Cost Share

Agreement. (10 pts.)

-5-

INFORMATION

Incident Name: Pine FlatIncident Number: USFS 354/CDF RRU-10456Incident Commanders: Tom Goldy (USFS)/Frank Bates (CDF)

The date is August 25. It is 1630. You are the ProcurementUnit Leader and have been at the scene for about 4 hours. Thefire is a USFS/CDF incident that has been designated jointcommand and has been burning since 1400 yesterday. Control isnot expected until 0600 on August 27. There are currently 1200acres on USFS and 800 acres on CDF, threatening a community of1500 residents. Divisions A and B are on CDF and Divisions, C,

D, and E are on USFS. Division E is at the highest point onthe fire at an elevation of 6500 feet and is inside awilderness area. The fuel type ranges from heavy brush on CDFto brush and timber on USFS. The following resources are onthe fire or have been ordered.

10 strike teams of USFS engines8 strike teams of CDF engines2 strike teams of Type 1 engines requested by CDF for local

structure protection4 CDF dozers

2 USFS dozers

6 USFS airtankers with air attack - 61

2 CDF helicopters20 state hand crews

10 USFS blue card crews

10 USFS hotshot crews

2 hired dozers enroute - hired by CDF1 complete base with hired support equipment - the kitchen

is a CDF field kitchen with an inmate cook crewapproximately 200 overhead from both agencies1 grader for road maintenance ordered by USFS4 water tenders hired by USFS2 water tenders hired by CDF20 rooms at a local motel rented by CDF for personnel

sleepingUSFS will pay for air attack - the cost of airtankers will

be borne by the agency requesting the drops

A unified ordering point has been established. The FinanceSection Chief advises you that the joint Incident Commanderswant a Cost Share Agreement prepared for their review by 1800this evening. They have agreed to split costs based onresources used on each agency's responsibility, to be comptutedat the end of each operational period. The resultingpercentages will be totaled at the end of the fire to find thefinal share percentage for each agency. CDF has agreed to bearthe cost of the two Type 1 engine strike teams. USFS will payfor the grader used to maintain their road. Final costaccounting will end 120 days after the end of the incident.

COST SHARE MEMORANDUM

BETWEEN

USDA FOREST SERVICE

AND

STATE OF CALIFORNIA


(2 pts.)

The following memorandum was negotiated on the Pine Flat

incident to govern the division of costs between the names

agencies. (2 pts.)

Incident Name - Pine Flat

Incident Numbers - USFS 354/CDF RRU 1045 6

Date and Time - August 24, 1986, 1400

Command Structure - Unified Command

Incident Commanders - Tom Goldy (USFS)/Frank Bates (CDF)

(2 pts.)

The following guidelines govern the preparation of the

memorandum: (1 pt. each up to 4 pts. maximum)

1. In accordance with the current cooperative Fire Protection

Agreement between the USFS and CDF.

2. Based on the Pay Protection Boundary.

3. Sharing of final costs between the agencies will be based

on a summary of estimated operational period incident costs

and each agency's proportionate share thereof as agreed to

by the joint Incident Commanders.

4. Cost apportionment will be documented at the end of each

operational period and approved by the joint commanders.

Said documents to be a part of this memorandum.

5. Airtanker costs will be borne by the agency requesting

drops.

6. Support costs will be shared proportional to the direct

suppression costs.

7-

7. Agency specific costs will not be a part of this memorandum

8. Damage claims and rehabilitation costs will not be a part

of this memorandum.

9. Local structure protection resources costs will be borne by

CDF.

10. Road maintenance costs on USFS jurisdiction will be borne

by USFS.

11. CDF will bear costs of motel rooms for housing CDF

employees.

12. USFS will bear the cost of air attack - 61.

13. Within 120 days of the control date of this incident, the

parties to this Memorandum of Understanding will meet to

determine total costs to each agency. If any agency's

costs exceed their proportional share of overall final

incident costs, they will submit an itemized billing to the

other agency. The billing will result in each agency

sharing overall incident costs as herein agreed.

14. In accordance with the attached documentation it is hereby

agreed that cost sharing on this incident will be:

USFS %

CDF %

TOTAL %

This memorandum and the apportionment contained are the best

judgment of the agency Incident Commanders.

Tom Goldy, USFS Frank Bates, CDF

Date of Finalized

Memorandum

Witnessed by:

Finance Section Chief

(2 pts.)

6.

QUOTATION MARKS

Use only for direct (verbatim) quotes.

Avoid using vague words (advised, related, indicated) tointroduce quotations. Use concrete words (said, told, wrote)ins tead.

Use quotations for direct quotations pitched at a higher orlower language level than what is being written:

Mr. Jones claims that the police are "railroading" him.

Do not use quotation marks for a spotlighting effect aroundmaterial that you believe is amusing, significant, orinsightful:

A truly "professional" report writer would never make anymis takes.

Use quotations for obscenities, profanities, or street talk:

Mr. Smith said that his arrest was a "humbug."

Do not use quotation marks for summaries, paraphrasing, orindirect quotations:

Wrong: The sergeant said "he was upset with the deputies onhis shift."

Right: The sergeant said, "These jokers are about to drive menuts!"

MECHANICS

1. Use double quotation marks for direct quotations:

The victim said, "Help me, officer.'"

2. Use single quotation marks for quotations within quotations:

The victim said, "The robber said, 'Give me your money.'"

3. Place commas and periods inside closing quotation marks.

Officer Charles said, "My radio is out of order."

Officer Dudley said, "This has gone far enough," and I fullyagree with him.

4. Place colons and semi-col ons outside closing quotation marks:

It's true "every dog has his day"; however, aren Tt youoverdoing it, Lieutenant?

5. If exclamation points, dashes, or question marks belong withthe quoted material, keep them inside the closing quotationmarks. Place these punctuation symbols outside the finalquestion mark if they do not belong to the original material.

Officer Farrell shouted, "Halt or I'll shoot.'"

I asked Officer Farrell, "Did you shout, 'Halt or I'll shoot'?"

6. Begin a quoted sentence or phrase with a capital letter if itoriginally began with a capital letter. If you are quoting asentence that you have separated with your own words, do notcapitalize the first letter in the second part of the splitsentence .

The juror asked, "How can I understand all this legalmumbo-jumbo?"

"How can I understand," the juror asked, "all this legalmumbo-jumbo?"

7. Use commas to introduce one-sentence quotations. Use col ons tointroduce quotations of two or more sentences; in this case, donot use quotation marks but indent and single space thematerial to show that it is a quotation.

8. If quoting two or more persons who are talking to each other,use a new paragraph each time the speaker changes.

9. Use brackets [] to enclose a word or group of words that vouhave inserted inside a quotation:

Mrs. White said, "These people have been making these terriblephone calls to me since 1876 [her daughter said Mrs. Whitemeant 1976] ."

10. Enclose all sentences that are part of one uninterruptedquotation in one set of quotation marks.

Wrong: The victim said, "They stole my rototiller Fridayjust got it back from the shop."

Right: The victim said, "They stole my rototiller Fridayjust got it back today."

"I