Opportunities with Fire-Fighting Contracts (VIPR)

INCIDENT RESOURCES

EERAs, I-BPA, Best Value, National Specifications, Dispatch Priority, Methodology, National Templates, Procurement Tools, Chapter 20

Created By: Tandy Bolling, Carol Salo, Tori Blunt

Contents of this presentations have been approved by the Rocky Mountain/Great Basin Incident Business Committee

New Methodology

A new methodology for awarding preseason Incident Blanket Purchase Agreements (I-BPA) and determining dispatch priority has been implemented in a two-step process.

I-BPA are preseason agreements for incident support and have replaced EERAs for preseason sign up of equipment.

2 Step Process

Step 1 – Award I-BPAs on a multiple award basis using competitive best value processes.

Best Value is equipment offering the greatest advantages in relation to price.

Step 2 - determine the dispatch priority weighing advantages for each piece of equipment (as defined by FAR) in relation to the quoted price. The equipment offering the overall best value is dispatched first.

Dispatch Priority

Following Agreement award, each host dispatch center will have an established priority dispatch list showing the resources located within their Host Dispatch Zone or Geographic Area. Contractor resources will be dispatched based on this priority ranking for other than initial attack.

Dispatch Priority Lists will be organized by dispatch zone, or Geographic Area Coordination Center, updated as necessary, and posted on a public website.

Where are Dispatch Priority Lists Found? You can access the priority list on your

Geographic Area’s websites or via the direct link below.

http://www.fs.fed.us/business/incident/dispatch.php

Geographic Area Boundaries

How is the Priority Lists Used? Priority Lists are used for large fires.

When an order is received from the incident, the dispatcher will contact the first vendor on the list to fill the order. If that vendor is unavailable, the dispatcher will continue moving down the list until the order is filled. If an incident orders a specific configuration of equipment (i.e. dozer with a winch), the dispatcher will contact the first vendor on the list who has the equipment that meets the needs of the incident.

Once the Dispatch Priority List is exhausted for the dispatch area, Incident Only EERAs may be signed up. For incident only sign ups utilize specifications and terms and conditions in the national templates posted at www.fs.fed.us/business/incident/solicitations and utilize the 90% rates posted at www.fs.fed.us/business/incident/viprreports.php

National Standards

National equipment standards/typing and standard inspection forms have been developed to provide consistency throughout the Agencies.

The standard specifications and typing will be included in national solicitation templates to be used by agencies engaged in wildland fire suppression and all-risk incidents.

National standard methods of hire are continuously being developed for equipment commonly used in supporting incidents; and to provide consistency throughout the procurement process (e.g. payment methods, operated/unoperated).

Where are the Nationals Standards? The National Standards can be found at :

http://www.fs.fed.us/business/incident/equipment.php

Why Were the National Templates Developed?

National Solicitation Templates have been established to provide consistency in the acquisition methodology, methods of hire and equipment typing and standards.

The Fire Equipment Working Team was tasked by NWCG to develop National Templates on an interagency basis.

You can find the templates at:http://www.fs.fed.us/business/incident/solicitations.php

What Types of Equipment Have a National Solicitation Template?

Water Handling (2010 – Regional) Clerical Support (2011 - Regional) Faller Module (2011- Regional) GIS Unit (2011 – National) Mechanic w/Service Truck (2011 –

Regional) Refrigerated Trailer Unit (2010 – National) Tent (2011 – Regional) Heavy Equipment with transport (2011 –

Regional – BLM) Mobile Laundry (2009 – Regional) Portable Toilet/Portable Handwashing

Station (2009 – Regional) Potable Water/Gray Water/Trailer Mounted

Handwashing Station (2009 – Regional) Communications Trailer (2011 – National) Crew Carrier Buses (2011 – National) Fuel Tenders (2011 – Regional) Helicopter Operations Trailer (2010 –

Regional) Weed Washing Unit (2011 – Regional) Skidgens, Skidders, Pumper Cats (2010 –

Regional)

Ambulance Bus Motor

Coach Bus Shuttle Chipper Modular Office Vehicle with

Driver

Competitive Templates Non-Competitive Templates

National Solicitation Plan

The National Solicitation Plan for Competitive Emergency Equipment Rental Agreements outline the national strategy for phasing in competition of equipment and services procured through preseason I-BPAs as recommended by OIG.

The solicitation plan displays the number of items to be solicited each year. Until the year of scheduled implementation, units may acquire items as they have in the past using normal procurement tools available.

Rocky Mountain and Great Basin Geographic Areas must adhere to national standards for equipment typing and methods of hire for all incident procurement, preseason or at incident.

National Solicitation Plan, Continued For additional information on equipment typinghttp://www.fs.fed.us/business/incident/static/eera/Equipment_and_Method_of_Hire_Stds_IIBMH110607.doc

Rocky Basin Coordination Group with the Operations Group determine what incident equipment needs will be.

Each solicitation will utilize national specifications and best value criteria.

All Preseason I-BPAs will be competitively solicited every 3 years. If vendors miss the solicitation period, they will not have an opportunity to acquire an I-BPA for 3 years.

BLM & Forest Service are working together on solicitations. Rocky Mountain & Great Basin Geographic areas are also working together to issue solicitations.

National Solicitation Plan

Non-tactical water tenders

Tactical water tenders

Engine

Faller Module Tent/Canopy Refrigerated

Truck/Trailer Mechanic

w/Service Truck Clerical Support

Units GIS Unit

2007 2008

National Solicitation Plan Continued:

Portable Toilets/Portable handwashing Stations

Potable Water Trucks Gray Water Trucks Trailer Mounted

Handwashing Stations

Mobile Laundry

Crew Carrier Bus (moved to 2011)

Non-tactical water tenders (R)

Tactical water tenders (R)

Engine (R)

2009 2010

National Solicitation Plan Continued:

Weed Washing Unit Heavy

Equipment/Transport Crew Carrier Bus Communications Trailer Faller Module (R) Clerical Support Unit (R) Tent (R)

(R) = Resolicitation

2011

For additional information on the National Solicitation Plan:http://www.fs.fed.us/business/incident/compsolplan.php

Helicopter Operations Trailer

Fuel Tender Mechanic w/Service

Truck (R)

Equipment

Agency

Area Solicited For:

CO CO Location

Contact Info

Support/ Tactical Water Tender

FS Great Basin

Sue Huston

FS-R4 [email protected]

Heavy Equipment/ Transport

BLM Great Basin

Janice Haener

BLM-Idaho

[email protected]

Engine FS Great Basin

Sue Huston


Fallers FS Rocky Mtn/Great Basin

Sue Huston


Who Issued the Solicitations?


Equipment Agency

Area Solicited For:

CO CO Location

Contact Info

Tent/Canopy

FS Rocky Mtn/Great Basin

Kim Luft FS-R2 [email protected]

Refrigerated Truck/Trailer

FS Nation-wide

Leif Shjeflo


Mechanic w/Service Truck



Clerical Support Unit


Sue Huston


GIS Units FS Nation-Wide

Shane LaValley

FS-Northwest

[email protected]


Equipment Agency

Area Solicited For:

CO CO Location

Contact Info

Potable/Gray Water & Trailer Mounted Hand Wash Station


Judy Martin


Portable Toilets/Portable Hand Wash Stations



Communications Trailer

FS Nation-Wide Deb Strickland


Crew Carrier Buses

FS Nation-Wide Melinda Draper

FS-WO [email protected]

Fuel Tenders FS Rocky Mtn/Great Basin



Equipment Agency

Area Solicited For:

CO CO Location

Contact Info

Helicopter Support Trailer


Sue Huston


Weed Washing Unit


Sue Huston


Skidgens/Skidders/Pumper Cats



Where Can the Solicitations be Found? Contracting Opportunities can be found

by searching the Federal Business Opportunities website (FedBizOpps) and FedConnect website (DOI agencies) at:

www.fbo.govwww.fedconnect.net (DOI)

What is an EERA

EERA = “Emergency” Equipment Rental Agreement.

EERA’s will now only be used for incident-only sign up of equipment. They will no longer be used for preseason sign up of equipment.

What is an I-BPA

I-BPA = Incident Blanket Purchase Agreement

I-BPA’s are preseason agreements for incident support and will replace EERA’s for preseason sign up of equipment for use on incidents.

Competitive Preseason Incident Blanket Purchase Agreements (I-BPA’s) are awarded using a best value award process and the Choosing by Advantages (CBA) methodology to determine the dispatch priority.

I-BPA vs. EERA

I-BPA Preseason Effective for 3 Years Non-emergency Issued on a SF-1449 Competitive or non-

competitive Competitively

establishes rates

EERA Incident Only Effective for length of

assignment only Emergency Issued on an OF-294 Not competitive Issued at an incident in

response to the emergency activity when I-BPAs have been exhausted.

Chapter 20, negotiated, or 90% rates

What is CBA?

Choosing by Advantages (CBA) is a software program used to create the Dispatch Priority Lists.

By using the best value criteria in the solicitation, the vendor’s equipment, cost, etc. is input into the software and points are issued for each criteria. The total point score is divided by the price to determine the cost-to- benefit ratio of equipment for dispatch priority.

What is VIPR?

Forest Service Procurement Tool VIPR is the Virtual Incident Procurement (VIPR)

system, which is a web-based incident procurement system used by the Forest Service.

VIPR provides numerous tools for Contracting Officers to use for Incident Blanket Purchase Agreements, including creation of solicitations and amendments, collection and evaluation of offers, electronic award and modification of agreements, electronic management of contract files and creation of priority dispatch lists.

Vendors will be able to submit quotes through VIPR

DOI agencies will use their own procurement software to solicit, amend, award and modify I-BPAs (ex. BLM will use the program PRISM).

What is eAuthentication?(Forest Service Only) All vendors who wish to obtain a Forest Service

preseason incident agreement (either new or existing) MUST HAVE a Level 2 eAuth account.

In order for vendors to submit quotes through VIPR, vendors providing resources for incidents will need to obtain Level 2 eAuthentication.

The Forest Service has prepared numerous resources to assist vendors in obtaining a Level 2 eAuthentication account, which are posted at:

http://www.fs.fed.us/business/incident/eauth.php

Other Required Registrations Central Contractor Registration (CCR)

https://www.bpn.gov/ccr/default.aspx

Online Representations and Certifications Application (ORCA) https://orca.bpn.gov/

What is CPARS?

Contractor Performance Assessment Reporting System (CPARS) The Contractor’s performance at an incident is

evaluated and input into CPARS. Past performance information can be used by

the government to monitor the contractor throughout the life of the I-BPA.

It will provide a standardized method for evaluating and collecting performance data.

Contractors can review and respond to their performance evaluations.

What is CPARS?

The incident agency will identify a government official responsible for the distribution of these evaluations to the Contracting Officer signing the I-BPA.

CPARS is a new fully automated system. Limited details are available at this time on the Agency use of CPARS and on what forms or reports may be available to record performance. Until more details are provided we will continue to use current forms.

What Performance Evaluation Form Do I Use? National Solicitations:

Use the performance evaluations found in the National Competitive Templates.

Non-National Solicitations: Use the incident performance forms found

in Chapter 20.

2011 Changes to Chapter 20 No rate changes from 2010 for non-

solicited equipment

Documents

Opportunities with Fire-Fighting Contracts (VIPR)