welcome to session 3 of 6.... general contracting & equipment / eqtr refresher may 21, 2014 1

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Northern Rockies

Welcome to Session 3 of 6 . . . .

General Contracting & Equipment / EQTR Refresher

Incident Business Webinars

May 21, 2014

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In this session, we will review the following topics:

1. Transports

2. Common Errors on Emergency Equipment Use Invoice

3. Tent Specification Updates

4. Fuel Vendors

5. Tips & Tools for Unoperated Equipment

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Session 3 - General Contracting & Equipment/EQTR Refresher

Transports

Transports are ordered to an incident in two ways:1. Attached to a piece of heavy equipment - to transport that piece of equipment only ● May have one operator for both transport & heavy equipment ● May have separate operators for transport & heavy equipment ● Rates vary with number of operators and time under hire ● Operate under same RO as heavy equipment

2. Stand Alone – to transport other equipment

The term "transport" or “lowboy” includes a truck tractor with trailer(s), or trucks with tilt beds. Trailers may be an enclosed van, flatbed, or lowboy-type for hauling heavy equipment such as Dozers, Excavators, Pumper Cats, etc.

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Regular Shift Double Shift

- Double Shift is paid at 165% of reduced minimum daily guarantee (Min Daily Guar x 65% x 165%)

- Double Shift equipment is staffed with two operators (one operator per shift)

- Separate operator must be ordered in writing for second shift by resource order and authorized by Section Chief level

- Names of operators for each shift must be listed on shift ticket

ONE Operator for Transport & Heavy Equipment

- Minimum daily guarantee for transport is reduced to 65%

- Mileage rate is NOT reduced

- Time under hire ≥ 8 hours is paid the greater of 65% of minimum daily guarantee or mileage rate

- Time under hire < 8 hours on first/last day is paid the greater of 32.5% of minimum daily guarantee or mileage rate

- Name of operator must be listed on shift ticket

Transport may be retained by the incident for the sole purpose of transporting the equipment that was originally ordered. In this case the transport:

- Must be documented on the shift ticket that transport was retained- Name of operator(s) must be listed on the shift ticket- Transport and heavy equipment have the same RO


Once the heavy equipment is delivered and unloaded at the incidentthe transport is considered released. However . . .

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Regular Shift Double Shift

- Double Shift is paid at 165% of minimum daily guarantee

- Double Shift equipment is staffed with two operators (one operator per shift)

- Separate operator must be ordered in writing for second shift by resource order and authorized by Section Chief level

- Names of operators for each shift must be listed on shift ticket

- Time under hire ≥ 8 hours is paid minimum daily guarantee or mileage rate, whichever is greater

- Time under hire < 8 hours on first/last day is paid 50% of minimum daily guarantee or mileage rate, whichever is greater

- Name of operators must be listed on shift ticket

Transport may be retained by the incident for the sole purpose of transporting the equipment that was originally ordered. In this case the transport:

- Must be documented on the shift ticket that transport was retained- Transport and heavy equipment have the same RO

Transport may be retained by the incident for the purpose of transporting other equipment . In this case, the transport becomes stand alone:

- Must have an existing agreement under the Transport solicitation or have carrier’s insurance- Must be ordered with a separate resource order number

Separate Operators for Transport & Heavy Equip


Once the heavy equipment is delivered and unloaded at the incidentthe transport is considered released. However . . .

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Calculated Transport Rates from Trans Min Daily Guar: Transport (2 Oper < 8 hrs) $760.00 50% Transport (1 Oper >= 8 hrs) $988.00 65% Transport (1 Oper < 8 hrs) $494.00 32.5% Transport DS (2 Oper) $2,508.00 165% Transport DS (1 Oper) $1,630.20 65% x 165%

Example of VIPR Agreement for a Dozer Type 2 with Transport• Main rates for equipment and transport are listed on agreement but other scenario rates must be calculated.

Equipment Double Shift Rate

Equipment Daily Rate

Equip & Trans Mileage Rate

Transport Daily Guarantee

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Regular Shift

Transport – Stand Alone


- Must have an existing agreement issued under the transport solicitation or have carrier’s insurance

- Must be ordered with a separate resource order number

- Time under hire ≥ 8 hours is paid minimum daily guarantee or mileage rate, whichever is greater

- Time under hire < 8 hours on first/last day is paid 50% of minimum daily guarantee or mileage rate, whichever is greater

- Name of operator must be listed on shift ticket

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Transport Pay Matrix

# of Operators forHeavy Equipment &

TransportTwo Operators

Regular ShiftUnder Hire ≥ 8 Hours

Paid 65% of Minimum Daily Guarantee or Mileage (whichever is greater)

Paid Minimum DailyGuarantee or Mileage (whichever is greater)

Paid 50% of Minimum DailyGuarantee or Mileage (whichever is greater)

Transport Attached to Heavy Equipment(Same RO)

Stand Alone Transport(Separate RO)

Paid Minimum Daily Guarantee or Mileage (whichever is greater)

Paid 50% of Minimum Daily Guarantee or Mileage (whichever is greater)

Paid 32.5% of Minimum Daily Guarantee or Mileage (whichever is greater)

Paid Minimum Daily Guarantee x 165% or Mileage

(whichever is greater)

Paid 65% of Minimum Daily Guarantee x 165% or Mileage

(whichever is greater)

Regular ShiftUnder Hire < 8 Hours

Double ShiftWhen Ordered

One Operator

Regular ShiftUnder Hire ≥ 8 Hours

Regular ShiftUnder Hire < 8 Hours

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Transports – General Tips• Estimated travel time to and from the incident via ground transportation shall be calculated by dividing distance (from point of hire to incident, or incident to incident or incident to point of hire) by average travel speed of 45 mph, plus applicable rest time.

• The vendor will be paid for travel to and from the incident from the equipment City and State designated in their agreement.

• Severity is paid at 75% of the daily rate for 10 hours or less, excluding meal breaks. For greater than 10 hours, including travel time, the full daily rate applies.

• There will be no compensation for a double shift unless a separate operator is ordered in writing for the second shift.

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Emergency Equipment Use Invoice

Common Errors

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Emer Equip Use Invoice – Common Errors

Time Under HirePer the IIBMH: “The time under hire shall start at the time the resource begins traveling to the incident after being ordered by the government, and end at the estimated time of arrival 1 back to the point of hire after being released.”

“For fractional days at the beginning and ending of time under hire, payment will be based on 50 percent of the Daily Rate for periods less than 8 hours.” • Shift ticket indicates time under hire of 1700. First day total time under hire is 7 hours (1700 – 2400). Fractional day less than 8 hours so 50% daily rate applies.

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Time Under Hire

• Resources under hire more than 8 hours, with a separate operator for transport .


• Although the shift ticket indicates a 6 hour shift the dozer and transport were under hire on 8/23/12 from 0001-1200 (12 hrs).

• Minimum Daily Guarantee should be paid on both dozer and transport.


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Rate Application

• One operator for transport and heavy equipment - minimum daily guarantee for transport is reduced to 65%.

• Reduced rate applies to all days under hire • Mileage for transport exceeds the reduced min daily guarantee on 8/11 & 8/14.



$568.75

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Porta Potties / Handwash Stations

• Mileage exceeding 100 miles per calendar day should be posted.

FYI . . . Not an error on this invoice but wanted to mention:

• Additional Service Calls, Pickup Fees, Reset/ Relocation fees, if ordered, are per unit.


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Separate Transport Operator

• Separate operators for transport and heavy equipment - minimum daily guarantee or mileage rate for transport is paid.

• Number of operators may vary from day to day so transport rates will also vary.



Operating Supply Responsibility

• Check agreements to determine if supplies are the responsibility of the contractor or the government.

• Per the EERA, operating supplies are being furnished by the government so fuel expenses paid by the resource were added to invoice for payment.

• Mileage calculation corrections made

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Fuel Exp16

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Severity

From Chapter 20 of IIBMH: “Severity shall be paid at 75% of the daily rate for up to a ten-hour day. Shifts exceeding ten hours will be paid the full daily rate.”

• Pay adjusted for 9/6/13 to reflect a payment of 75% of the daily rate for a 7 hour shift on this severity assignment.



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Duplicate Payments for Single Day

• Emergency Equipment Use Invoices were submitted for 7/13 – 7/15 on two incidents for same resource.

• Original shift tickets for 7/13 – 7/15 were attached to Golden Valley Complex packet only.

• No shift tickets for 7/13 – 7/15 were attached to Billings IA Severity payment packet so line items were questioned, researched and deleted from invoice.



Equipment and Meal Breaks

Per Chapter 50 of IIBMH – “Equipment will remain in paid status during meal periods, where people are required to show a meal break when they are relieved of duty.



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Rate Shift Basis

• Use invoice indicates hourly rate for equipment contracted at a daily rate.



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Hourly Rates

• When contract indicates an hourly rate, reduced daily rate for periods less than 8 hours is NOT applicable.

• Resource paid full hourly rate for hours worked.

welcome to session 3 of 6.... general contracting & equipment / eqtr refresher may 21, 2014 1

Documents

shift operators

shift ticket double

double shift equipment

shift ticket transport

shift separate operator

shift ticket transp

daily guar x

mileage rate time