Best Value Dispatching Southern Utah Workshop

Agenda  Background  New Methodology  2 Step Process  Dispatch Priority  National Standards  National Templates  Solicitation Plan  EERAs  I-BPAs  CBA  VIPR  Eauthentication  Contractor Performance System (CPS)  2009 Chapter 20 updates

Background In 2005, the Office of the Inspector General reviewed the procedures used to secure incident resources using preseason and at-incident agreements. OIG found the administration of EERAs neither gives the agency the best value nor the best vendor for its dollar. (OIG Report No SF) OIG determined since the EERA preseason sign-up periods last several months and are established well in advance of the incident, the need at that time is neither “unusual” nor immediately “compelling.” Therefore, competitive procedures should be used.

Background, continued During the audit concerns were also raised about whether the EERA was a sanctioned procurement tool under the Federal Acquisition Regulations (FAR); whether past performance of contractors was tracked and used to influence the agency’s dispatch decisions, and whether the agency consistently met its closest resource and vendor rotation policies.

Background, continued Direction from the audit included: Preseason agreements on a competitive basis Use best value Establish a suitable acquisition cycle (now 3 years) Develop consistent equipment standards, inspection process, and performance rating system Store data to sort and produce reports These changes comply with Federal Acquisition Regulations, let the market determine the price for equipment, balance workload of acquisition and fire personnel, and more effectively use taxpayer funds.

Background, continued In FY 2006 the effort to implement a consistent nationwide process for competitively soliciting preseason Emergency Equipment Rental Agreements began. Additional information on the OIG audit can be found at:

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 will replace 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 Lists (DPL) Each host dispatch center will have an established priority dispatch list Contractor resources will be dispatched based on this priority ranking for other than initial attack. DPL will be organized by dispatch zone (or Geographic Area) 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 website. s/equipment_supplies.htm es/equipment_supplies.htm

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, Incident Only EERAs may be signed up.

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 : quipment_and_Method_of_Hire_Stds_IIBMH doc

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:

What Types of Equipment Have a National Solicitation Template? Competitive Templates Non-Competitive Templates Water Handling Clerical Support Unit Faller Module GIS Unit Mechanic Service Truck Refrigerated Trailer Unit Tent Heavy Equipment with transport Mobile Laundry Portable Toilet/Portable Hand washing Station Potable Water/Gray Water/Trailer Mounted Hand washing Station Chainsaw Small Equipment Repair Chipper Vehicle with Driver

Competitive vs. Non-Competitive Templates CompetitiveNon-Competitive Equipment is solicited Competitively established rates Dispatch Priority List generated Equipment is NOT solicited. Government established rates by geographic areas

National Solicitation Plan, Continued For additional information on equipment typing ethod_of_Hire_Stds_IIBMH docethod_of_Hire_Stds_IIBMH 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 Support water tenders Tactical water tenders Engines (Buses) Timber fallers *Tent/Canopy *Refrigerated Truck/Trailer Mechanic Service Truck Clerical Support Units GIS Units

National Solicitation Plan Continued: Portable Toilets/Portable handwashing Stations Potable Water Trucks Gray Water Trucks Trailer Mounted Handwashing Stations *Mobile Laundry Crew Carrier Bus Non-Tactical Water Tenders

National Solicitation Plan Continued: 2011 Weed Washing Unit Dozer Tractor Plow Excavator Transport * Rocky Mountain & Great Basin will not nationally solicit this equipment, it will be procured commercially. For additional information on the National Solicitation Plan:

EquipmentAgencyArea Solicited For: COCO Location Contact Info Support water tender BLMGreat Basin & Rocky Mountain Kenda Tucker BLM – Nevada Tactical water tender FSGreat Basin & Rocky Mountain Sue HustonFS – R EngineFSGreat Basin & Rocky Mountain Sue HustonFS – R Timber/FallersFSRocky Mountain & Great Basin Tayna Spanfellnerll FS – Idaho Who Issued the Solicitations?

EquipmentAgencyArea Solicited For: COCO Location Contact Info Tent/CanopyBLMRocky Mountain & Great Basin Patricia FortBLM – Idaho Refrigerated Truck/Trailer FSRocky Mountain & Great Basin Jeffery Feeney FS – Mechanic Service Truck FSRocky Mountain & Great Basin Joel ButzinFS – Colorado Clerical Support Unit FSRocky Mountain & Great Basin Tori BluntFS – Utah GIS UnitsFSNation-WideKermadine Barton FS – Northwest

EquipmentAgencyArea Solicited For: COCO Location Contact Info Potable/Gray Water & Trailer Mounted Hand Wash Stations BLMRocky Mountain & Great Basin Patricia FortBLM – Idaho Portable toilets and Hand FSRocky Mountain & Great Basin Jeffery Feeney FS – Mechanic Service Truck FSRocky Mountain & Great Basin Joel ButzinFS – Colorado Clerical Support Unit FSRocky Mountain & Great Basin Tori BluntFS – Utah

Where Can the Solicitations be Found? Contracting Opportunities can be found by searching the Federal Business Opportunities website (FedBizOpps) at:

What is an EERA EERA = Emergency Equipment Rental Agreement. EERAs will now only be used for incident only signup 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 are preseason agreements for incident support and will replace EERAs for preseason sign up of equipment for use on incidents. Competitive Preseason I-BPAs 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 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 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 vendors 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). You can find additional information about VIPR at:

What is eAuthentication? (Forest Service Only) All vendors who wish to obtain a Forest Service preseason I-BPA (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:

What is CPS? Contractor Performance System (CPS) The Contractor’s performance at an incident is evaluated and input into the National Institutes of Health (NIH) Contractor Performance System (CPS). 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.

Who Will Enter Evaluations into CPS? Incident personnel will submit completed performance evaluations to the signing Contracting Officer of the I-BPA.

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.

Changes to Chapter 20 Chapter 20 equipment rates are split in to two categories: Competitive – These items have been nationally solicited and should not be signed up pre-season outside of the national solicitation process. Once the priority lists have been depleted, equipment under this category can be hired using Incident Only EERAs. Non-Competitive – Equipment under this category is to be signed up on a pre-season I-BPA, SF You may use Incident Only EERAs, OF-294 if your current agreements have been exhausted.

EERA, I-BPA, and VIPR were added to the definitions. Rates decreased from No rates were assigned to the following equipment, it may be hired commercially and paid using a commercial invoice: Pack String* Tents* Bus – Shuttle* Bus – Motor Coach* Modular Office* Mobile Laundry* *Will need to be checked on by the committee to see if they can be added hired commercially instead of I-BPA.

Side Note State policies may deviate from those of the Federal agencies