Incident Business Workshop May 8, 2013

Tasking: Task Group created by AAR and Incident Business Practices Working Team (IBPWT) to develop recommendations for utilizing GSA vehicle rental programs: the RSVP or the STR program during the fire season. Scope: Gather input from the field units to determine specific needs; Research options and develop a process document that includes the costs and clearly defines the steps from placing the initial order thru closeout of the final bill.

New options are necessary for fulfilling fire vehicle needs in a timely, efficient manner Rental options: short and long term 2 additional longer term options: RSVP Program (Rental Supplemental Vehicle Program) STR Program (GSA Short Term Rental Program)

Comparison of RSVP and STR Programs SRV Program as a Pilot using STR Program Benefits and Cost Savings Questions

1) Travel Card On-Road Vehicles Renter pays directly Short Term 2) BPA Enterprise Program Off-Road Vehicles Short Term 3) Local Rental EERA – Incident only Short Term 4) GSA RSVP 16 Vendors All Types Vehicles Longer term: days 5) GSA STR 12 Vendors All Types Vehicles Longer term: days* *new RFQ to extend

Definition: for federal fleets and official business vehicle needs for transportation support for national and natural disasters, emergencies, tests and drills; NOT for TDY. On GSA Advantage! Schedule Rates: Maximum daily, weekly and monthly rates are posted online, includes unlimited mileage, for U.S. non-airport locations. Pricing: based on volume, rental length, and vehicle availability…varies by location.

Ordering Procedures: Procurement Staff prepare RFQ, post RFQ for 2-5 days, and award orders through GSA e-Buy (if under micro purchase threshold) or Agency system with their GSA Advantage Customer Profile Payment: GSA SmartPay Purchase Card or Purchase Order (PO).

Definition: rental vehicles for federal customers seasonal work, special events, surge requirements, or fleet vehicles out of service for maintenance or repair; NOT for TDY. Vendors are from RSVP pool: with GSA BPAs Rates: Maximum daily, weekly and monthly rates are posted online, includes unlimited mileage, for U.S. non-airport locations. Pricing: based on volume, rental length, and vehicle availability…varies by location.

Ordering Procedures: Authorized Customer (Fleet) submits needs worksheet, using GSA Customer Number, BOAC, and fund code o GSA develops and posts RFQ for 5-10 days; o GSA sends quotes to customer for review; o GSA awards BPA Call to vendor; Payment: charged to GSA Customer Number, BOAC, and fund code Vendor bills GSA who bills customer Single line billing for similar vehicle types Individual line for fuel, i.e. STR Rental and STR Fuel

RSVP RFQ by Procurement CO obligate & awards RFQ out for 2-5 days hr response Pay w/ charge card or PO. STR Fleet enters worksheet GSA CO RFQ & awards RFQ out for 2-10 days hr response Pay by GSA customer # and Billing Office Accounting Code (BOAC) – NO PO.

RSVP 16 vendors NO fuel card (consider how to pay) No TDY use Request qty days STR 12 vendors Fuel card if requested No TDY use Request qty days* Extend =new RFQ

RSVP and STR Sedans of all sizes Mini-vans SUVs and Pick-ups Passenger and cargo vans Box, Flat bed and stake trucks Refrigerated trucks and trailers

RSVP Request special needs in RFQ (4x4, off road operation, delivery and pick up locations, etc.) Off-road…allowable only in writing Requirements must be defined in RFQ for routine maintenance activities, damages, or in the field repairs STR Request special needs in worksheet (4x4, off road operation, delivery and pick up locations, etc.) Generally, for maintenance needs call the vendor.

Purpose: Increase quantity and speed of IA crew deployments; avoid deployment delays due to inefficient rental policy. o To have sufficient vehicles for 120 days, from June-September, pre-positioned to enable maximum, and timely deployment of all 7 SRV type-2, IA crews. Goals: Provide Wildland Fire Incidents SRV crews with dependable, convenient, and cost-effective transportation. Save 25% on rental transportation costs when compared to last year.

Process: A General Support Code is generated to use as a default billing code** Submit needs worksheet (4x4 P/U, qty, etc) GSA converts to RFQ, solicits quotes, Quotes received, reviewed, and GSA CO awards BPA Call and contacts customer

Roles and Responsibilities: Unit Fleet Manager: requests BOAC with default charge code, ensures specific job/fire code replacements are correct. Budget Analyst: ensure all costs are adjusted into specific incident codes for utilization SRV Program: ensure qualified drivers operate vehicles, all maintenance performed per agreement, keep all fuel receipts

Increased mobilization readiness for deploying resources - prepositioned Decreased crew deployment/response times: 2 hours or less Replenishing local fleets during high fire activities. Additional vendors: 12 STR Increased vehicle inventory available Additional vehicle types available

STR provides fuel card with rentals; if no fuel card, SRV must send an employee (with a purchase card) to accompany the SRV crew: at considerable costs. Normal fleet 4x4 P/U, FOR costs are $0.56/mile, so driving 100 miles costs $56. vs. unlimited mileage with STR rentals. Programs list vendor maximum rates, but most quotes are much lower. Example: Acmes daily max 4x4 crew cab P/U rate is $55; their quote was $26…..a 52% savings.

Enterprise BPA rates for 4x4 P/U are $87/day, with no discount for longer rentals. When compared to the maximum STR rates (Acme: $55), using the STR program could save up to 36%. Example: 14 day rental: Enterprise $1,218 (14*$87) Acme $ 770 (14*$55) Using the STR program would save 36%

SRV FY2012 Total Transportation estimates: Approximately $240,000, including: 73 rentals for 135 shifts at $83,500; 12 buses for 89 shifts at $121,000; Fleet usage was a guess at $35,000. Both programs list the maximum vendor rates, which is the worst case – and even using these rates, $55-$81 (P/U); saves 6% vs. using the Enterprise BPA.

Budgets are shrinking. We are expected to do more with less. The RSVP and STR programs offer us additional choices, now we have plan A, B, and C. More vehicles available, various types of vehicles, discounted pricing, local delivery and pickup – all necessary when meeting the emergency fire mission. We have a lot to save…

RSVP: Click on: More details about RSVP SIN SIN STR: Task Group Members: Gavin Smith, Contract Specialist USFS R6 Lori Anderson, Administrative Officer, BIA Britt Williams, Purchasing Agent, BLM Brenda Johnson, IBPWT Liaison

Questions?