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Forest Service Handbook southwestern region (region 3) albuquerque

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Forest Service Handbook southwestern region (region 3) albuquerque ...

     5109.34_20 Page 1 of 25

     FOREST SERVICE HANDBOOK

    SOUTHWESTERN REGION (REGION 3)

    ALBUQUERQUE, NEW MEXICO

FSH 5109.34 INTERAGENCY INCIDENT BUSINESS MANAGEMENT HANDBOOK

    NATIONAL WILDFIRE COORDINATING GROUP (NWCG) HANDBOOK 2

    CHAPTER 20 - PROCUREMENT

Supplement No.: 5109.34-2005-1

Effective Date: April 13, 2005

    Duration: This supplement is effective until superseded or removed.

    Approved: Abel M. Camarena (for) Date Approved:

     REGIONAL FORESTER March 22, 2005

Posting Instructions: Supplements are numbered consecutively by Handbook number and

    calendar year. Post by document; remove the entire document and replace it with this

    supplement. Retain this transmittal as the first page(s) of this document. The last supplement to

    this Handbook was 5109.34-2002-2 to 5109.34_20.

    5109.34-2005-1 25 Pages New Document

    5109.34-2004-1, Effective Date 2/27/04 23 Pages Superseded Document(s) by

    Issuance Number and

    Effective Date

Digest: In order by code, summarize the main additions, revisions, or removal of direction

    incorporated in this supplement.

    General: Replaced the word “fire” with “incident” throughout the document.

    Replaced the word “Forest” with “Agency” throughout the document.

    Adjusted actual rates where appropriate.

    22 Replaced Paragraph 1.

    23.4 Deleted entire reference.

    24.3-2.a Replaced Paragraph.

    26 and 26.6 Deleted and replaced references.

    28 Exhibit 1 Directory: Added the following items and renumbered accordingly:

    Portable Toilets

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    FSH 5109.34 INTERAGENCY INCIDENT BUSINESS MANAGEMENT HANDBOOK

    CHAPTER 20 - PROCUREMENT

Office Service Trailer

    Hand Wash Station

    Pressure Washer Station

    Deleted reference to Miscellaneous.

    1. Explanation of Rates: Deleted „b.‟.

    2. Definitions: Corrected reference to Clause 4 of the General Provisions, Repair Rate.

    3. Buses

     A. Corrected citation to read: ‟49 CFR Part 395‟ and reworded paragraph.

     B. Added: „and/or DOT Regulations‟ after Forest Service Health and Safety

    Code Chapter 2.

    13. Fire Engine Type Vehicles: replaced term „per day‟ with „per operational

    period‟ throughout. Added „when ordered‟ where appropriate.

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    20.04 RESPONSIBILITIES

    3. Buying Teams. Any agency may use a Regional Buying Team whenever an incident exceeds the

    capability of the local agency to effectively procure needed goods or services to support the

    emergency. For purposes of this supplement, the term Buying Team will include the designated

    Regional teams, teams from other regions or the local acquisition team. The Buying Team shall

    rotate two weeks on call and two weeks off. The determination to take a team out of rotation shall

    be made by the Director or Acting Director of Acquisition Management.

    Team Members‟ Responsibilities:

(1) Ensure that the home unit supervisor is aware of the commitment involved as a member on a

    Buying Team. Supervisor support is required before participating.

(2) When unavailable, find a qualified replacement for the team on the list of alternates. Notify

    the Team Leader and Coordination Center when a replacement is found.

(3) Members of a Buying Team are required to be entered in the Resource Ordering Status

    System (ROSS) data base. All members should have a government-issued travel card. At

    least four team members should have a Government Purchase Card.

(4) Comply with requirements in the National Interagency Buying Team Guide located at

    http://fsweb.wo.fs.fed.us/aqm/fire_aviation_information/bt_guide/index.html

(5) Buying Teams shall be kept intact. Team members must not accept other incident

    assignments when their team is on call. The entire team is ordered and released as a single

    unit.

(6) Upon arrival and for the duration of the incident, the team reports to the host Agency

    Administrator.

    Team Leader‟s Responsibilities:

(1) Coordinates acquisition activities with the Agency Administrator and host Agency Acquisition

    Management Team.

(2) Insures implementation of and compliance with the Agency‟s Service and Supply Plan.

(3) Complies with requirements in the National Interagency Buying Team Guide located at

    http://fsweb.wo.fs.fed.us/aqm/fire_aviation_information/bt_guide/index.html

    Host Agency‟s Responsibilities:

The host Agency is the Agency with the incident who placed the order for the Buying Team.

The following arrangements, supplies and equipment should be made available to the Buying Team:

(1) Space: Space should be quality office space with tables/desks, chairs and appropriate office

    supplies, forms, and local telephone books.

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    FSH 5109.34 INTERAGENCY INCIDENT BUSINESS MANAGEMENT HANDBOOK

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    (2) Equipment: IBM compatible computer, printer, calculator, typewriter, photocopier and FAX

    machine, sufficient number of telephones, and flip chart or dry-erase board.

    (3) Forms and supplies as required.

    Administrator‟s Role:

    (1) Request and release the Buying Team through normal dispatch channels.

    (2) Act as liaison with the Incident Agency Management Team. Represent the agency in matters

    of incident acquisition, property management, and policy as related to the Business

    Management area of incident acquisition.

    (3) Discuss the following items with the Buying Team and Agency acquisition staff:

    a. Acquisition and tagging of property.

    b. Acquisition process for IT services and supplies that require technical approval.

    c. Directions to Incident Base Camp.

    d. Process for interaction with Agency Acquisition Management Team.

    e. Transportation of supplies to/from Incident Base Camp.

    f. Agency-specific policies regarding incident acquisitions.

    g. Process for receipt of orders from Incident Base Camp.

    h. Cache orders.

    i. Rehab orders.

22 - INCIDENT AGENCY SERVICE AND SUPPLY PLAN

    10. Emergency Equipment Rental Agreements. Standard rates for emergency equipment and vehicles will be developed and issued at least every three years. All other equipment/services

    without established rates not addressed under this supplement may be negotiated.

    11. Zone of Influence. The service and supply plan shall include all equipment rental agreements from all agencies within the unit's zone of influence. Zone of influence is that jurisdictional

    area within the Southwest Region Geographical Areas in which contract equipment is considered as

    closest resources, regardless of administrative boundaries.

23 - SOURCES OF SUPPLY

Give first priority to local communities near the incident as a source for open market purchases and

    equipment rentals. Includes Emergency Equipment Rental Agreements.

24 - ACQUISITION METHODS

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24.3 - Emergency Equipment Rental Agreements (EERA), OF-294

Equipment from outside the Southwest Region Area, ordered under an existing rental agreement is paid

    in accordance with the terms and conditions and at the rates established by that agreement. Equipment

    not ordered, arriving at the incident with an existing rental agreement, issued by an agency outside the

    Southwest Region geographic area, may be used provided no local sources are available; and:

    1. There is a bonafide need for the equipment; and

    2. The rates are considered reasonable; and

    3. The using agency is willing to accept the terms and conditions of the rental agreement, and

    the procurement official is authorized to sign for the agency.

Southwest Coordinating Group should work toward having a single agreement with any one contractor for

    use by all agencies.

Certain locales have both state and federal offices using the same pool of private contractors. In such

    cases keep duplicate EERAs to a minimum. When private contractors are signed up under a preseason

    agreement by one agency, forward the agreement to the other agency.

24.3-2 General Guidelines for Equipment Hire

    9. The Contractor has the final responsibility to see that crewmembers are working safely

    and rested in accordance with Chapter 10, Section 12.7-1, of the Interagency Incident Business

    Management Handbook. The Contractor is required to follow the work rest guidelines as established by

    the National Wildfire Coordinating Group (NWCG). Refer to website: www.nwcg.gov

    10. Service Contract Act (SCA) Wage Determinations. Federal agencies shall apply the SCA

    to all rentals wherein service employees are used, except for owner/operators. Contractors are

    responsible for paying these rates.

    25 - UNIQUE ITEMS

    25.4 - Subsistence and Lodging Provisions

    3. Supplemental Food and Drinks. The amount and types of supplemental foods to be

    distributed on an incident shall be a joint decision of the Incident Commander and the

    Agency Administrator. The Incident Management Team shall determine the best method

    for distribution.

    26 - EERA ADMINISTRATION

Normal Wear and Tear: Equipment furnished under the EERA may be operated and subjected to

    extreme environmental and/or strenuous operating conditions which could include, but is not limited to,

    unimproved roads, steep, rocky, hilly terrain, agrees that what is considered wear and tear under this

    agreement is in excess of what the equipment is subjected to under normal operations and is reflected in

    the rates paid for the equipment.

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Changes to EERAs may only be made by the original signing procurement official. If the original signing

    procurement official is not available and adjustments are deemed appropriate, a new EERA shall be

    executed at the incident and shall be applicable for the duration of that incident only.

26.6 - Contract Claims

Claim Settlement Authority: For the purpose of settling claims, the successor contracting officer is any

    contracting officer acting within their delegated warrant authority, under the clauses of the agreement and

    limits set by the incident agency.

28 EXHIBITS

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    28 - EXHIBIT 01

    SOUTHWEST REGION EQUIPMENT RENTAL RATES

    DIRECTORY

     PAGE

1. Explanation of Rates 8

    2. Definitions 8

    3. Buses 9

    4. Water Trucks (Non-Potable) 10

    5. Water Trucks (Potable) 10

    6. Fuel trucks 11

    7. Transports 12

    8. Refrigeration Trailers 12

    9. Shop trucks 12

    10. Vehicle Rental 13

    11. Dozers 15

    12. Motor Graders 17

    13. Fire Engine Type Vehicles 18

    14. Chainsaws 23

    15. Packers and saddle stock 23

    16. Light towers 23

    17. Generators 24

    18. Portable Toilets 24

    19. Refuse Collection 24

    20. Mobile Office 24

    21. Office Service Trailers 24

    22. Hand Wash Station 24

    23. Pressure Washer Station 24

    24. ATV 24

    25. Aerial Fireflex Tanks 24

    26. Land and Facility Rental Agreements 24

    27. Ambulances 25

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1. EXPLANATION OF RATES.

The enclosed EERA Rates are effective from the date of approval through March 31, 2008,

    pending any modifications resulting from the previous fire season, directives, and/or any changes

    in the applicable SCA Wages or marketplace realities. Multi-year agreements should show

    March 31, 2008 as the ending date on the EERA. Perform a pre-use equipment inspection prior

    to assignment on an incident.

The rates included herein are the standard set rates payable for the equipment listed. Do not

    negotiate prices from the set rate except in exceptional cases. These exceptional cases shall be

    approved and documented by the authorized procurement official. The agreement file should be

    documented to show how the rates were determined.

Exceptions to the use of the standard rates are:

A. When circumstances require the signup of equipment not listed or at rates higher or lower than those

    listed.

B. When equipment is leased from commercial leasing firms.

C. When equipment is rented from a source that has a fully developed cost accounting system or

    established union agreement. When applicable, it shall be used for all equipment from that source.

    The special provisions block of the EERA should be used to document any special clauses of the

    agreement, including provisions for hiring operators under casual hiring agreements.

Operational Period (Shift) - Includes time of actual work, time that equipment is held or directed to be in

    a state of readiness, and compensable travel that has a specific start and ending time. Each

    Operational Period shall have a separate operator(s) and or crew(s), there will be no

    compensation for a second Operational Period unless a separate operator(s) and or crew(s) is/are

    ordered for the second Operational Period.

NOTE: Equipment hired using daily rates will be worked and paid for on a shift basis and not on an

    hourly basis. Therefore, it is understood that the daily rate amount will be paid for a Single Shift without

    making any adjustments for actual hours worked that are more or less than the average 14-hour Shift.

    The only exceptions will be on the first and last day when the time under hire is less than 8 hours and

    compensation will be at one-half the daily rate, or when equipment breaks down and cannot be repaired.

Driver Limitation (first day). Depending on the time of dispatch and in certain cases, a secondary

    operator may be needed in order to meet CDL driver limitation or safety concerns. An authorized

    procurement official may negotiate a rate to cover this expense in addition to the work or daily rate. Use

    SCA Wage Determination for the applicable categories as a basis for negotiation. Overhead, profit, and

    equipment costs are already covered under the daily rate.

2. DEFINITIONS.

A. Daily Rate - Based on a 24-hour period in a calendar day.

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B. Dry - The government furnishes all operating supplies after the equipment arrives at the incident.

C. Wet - The contractor furnishes all operating supplies.

D. Repair Rate Refer to Clause 4 of the General Provisions, of the EERA. The rate to be assessed for

    government provided repairs shall be actual cost (parts and labor).

E. Standard Rate - This rate is to be used for all areas within the Southwest Region Geographic Area.

F. Commercial Drivers License - A valid Commercial Drivers License (CDL) is required for any

    equipment contracted by an Emergency Equipment Rental Agreement that falls under the CDL

    regulations. Most common requirements are as follows:

    (1) A single vehicle with a gross vehicle weight rating (GVWR) of more than 26,000 pounds.

    (2) A trailer with a GVWR of more than 10,000 pounds if the gross combination weights

    rating is more than 26,000 pounds.

    (3) A vehicle designed to transport more than 15 persons (including driver).

    (4) Any size vehicle, which requires hazardous materials placards.

3. BUSES, COACH/CREW

    A. Commercial Motor Carriers. The preferred method of hire is fully operated. Commercial motor

    carriers are subject to state statutes and licensing requirements that allow them to operate

    intra/interstate. Carriers are responsible for obtaining necessary permits from the respective

    state permit boards. Any bus used in interstate transportation shall meet the insurance

    requirements of Department of Transportation (DOT) Regulation CFR 49 387, which specifies a

    minimum $5,000,000 insurance coverage. For further information, contact the state permit board

    in Arizona (602)712-7011 or the New Mexico Public Regulation Commission (505) 827-4519.

    Coaches hired strictly for transporting employees either to or from the incident, typically not under

    the control of the incident organization and not held at the incident, may be commercially

    contracted using the vendor‟s contract and paid by Government Purchase Card.

    Hours of Service for Drivers. 49 CFR Part 395 of the Federal Motor Carriers Safety Regulations

    covers the maximum hours bus operators can drive and be on shift. Subpart 395.5 states that a

    driver of a passenger-carrying vehicle that does not use a sleeper berth must not drive or be

    permitted to drive “(1) More than 10 hours following 8 consecutive hours off duty or (2) For any

    period after having been on duty 15 hours following 8 consecutive hours off duty.”

    B. Crew Buses. Bus specifically modified to carry firefighters. Cargo, such as tools, fire packs and

    equipment shall not be carried in the bus unless the bus meets standards of the Forest Service

    Health and Safety Code Chapter 2 and/or DOT regulations. Basically, tools and gear are not to

    be transported in the bus with passengers unless they are securely lashed down or stored behind

    a well-anchored screen separating the tools and gear from the passengers. Many buses have

    been modified to provide the anchored screen (cage). The bus shall provide for at least one

    emergency exit in addition to the main door and access to the emergency exit must be free of any

    barriers.

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    EQUIPMENT SIZE_________________DAILY RATE_______________

    W/Cargo Cage

    30 Passengers* $880

    *Negotiate rate for less than 30 passengers

    __________________________________________________________

    4. WATER TRUCKS (NON-POTABLE). Standard Method of Hire: Daily Rate, Fully Serviced. Water

    truck is intended for use in the following operations: dust abatement, water transfer and hauling,

    including unloading into a portable tank. Water trucks will not be used in direct support of

    suppression activities. Truck should be equipped with a volume filler pump, suction-discharge hose,

    spray bar and large dump capability. Rates for trucks above 6000 gallons shall be negotiated at time

    of sign-up.

     DAILY RATE DAILY RATE

    EQUIPMENT SIZE (Single Shift) (Double Shift)

    1500 Gal GVW: 24,000 $757 $1395

    2000 - 2500 Gal GVW: 32,000 $767 $1416

    3000 3500 Gal $809 $1493

    4000 Gal $963 $1801

    5000 Gal (Combo Truck/Trailer $1116 $2108

    6000 (Combo Truck/Trailer) $1393 $2661

    _______________________________________________________________________

    5. WATER TRUCKS (POTABLE). Standard Method of Hire: Daily Rate, Fully Serviced, One

    Operator. Trucks shall be sanitized and safe for use and shall meet state and local requirements for

    dispensing potable water. Copy of current inspection for potable water shall be provided at time of

    pre-use inspection. The Government reserves the right to test the water at any time. Outside

    spigot/valve capable for filling canteens, etc. is required.

At a minimum, all potable water trucks shall conform to the following requirements:

A. All hauled water shall be obtained from a public water supply system regulated by the state.

B. All materials or products that come into contact with the potable water shall comply with

    national standards for potable water or food grade products (NSF or FDA requirements).

    This includes tanks, surfaces, hoses, pumps, fittings, valves, and lubricants. Tanks should

    have the manufacturer‟s label intact, indicating that the tank was made for potable water or

    food-grade use.

C. All tanks shall be conspicuously and plainly labeled “For Drinking Water Use Only” or

    “Potable Water Only”. Suggested lettering is 4” high on both sides and end of tank.

D. Tanks shall not have ever been used to haul petroleum or non-food grade products.

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