INCIDENT CONTRACT PROJECT INSPECTOR (ICPI) REFRESHER

May 7, 2015Redmond, OR

Introduction Training Cadre Sign-In Sheet CLPs for CORs

Logistics Facilities Layout Breaks / Lunch

WELCOME

ICPI is a critical needs position responsible for ensuring contract specifications are being followed for contracted resources under the PNW Interagency Firefighting Crew Agreement (IFCA), VIPR Agreements and National Crew Contract.

This training is intended to be a refresher for current ICPIs and provide updates on resource specifications, agency personnel, and position expectations.

PURPOSE

Review the roles and responsibilities of an ICPI, the working relationships with ODF, USFS Contracting Officers, Contract Operations, and Contract Resources.

Define Roles and Responsibilities of Agency Personnel.

Establish communication protocol and points of contact.

Review updates/changes to the IFCA and VIPR agreements.

OBJECTIVES

ICPI is a recognized position by NWCG. ◦ S-262 ICPI Course is being finalized◦ Currency Requirements – 1 assignment every 5 years.

As of this year ODF will be fully transitioning to the ICPI position

ICPI reports to the Finance Section Chief/Procurement Unit Leader

WHERE DOES ICPI FIT?

IS-100: Introduction to Incident Command System, FEMA online

IS-700, FEMA online S-262 Training* Position Task Book (PTB)

* Recommended

Training

Forest Service:◦ Fire and Aviation Contracting Team

Ben McGrane Program Lead Kermadine Barton Contracting Officer Jeanne Williams Contracting Officer Juanita Dickson Procurement Tech Jan Drum Purchasing Agent

◦ Contract Operations Katie Mergel Contract Operations Specialist Ron George Contract Operations Specialist Tony Largaespada Contract Operations Assistant

Personnel Update

FACT Duties

Ben Mcgrane Juanita Dickson

FACT Lead Aviation CO Federal CO on IFCA

Contact:Cell: 541-410-5714Email:bmcgrane@fs.fed.us

ITEAM Vendors EERA assistance Dispatch/Ordering Support

Contact:Cell: 541-419-5173Email:jdickson@fs.fed.us

FACT Duties

Kermadine Barton Jeanne Williams

Mech/Service Trucks Potable/Gray

Water/Trailer Mounted Handwash

Mobile Laundry Units Chippers Water Handling

Contact: Phone: 541-471-6746Email: kbarton@fs.fed.us

Heavy Equipment Fuel Trucks Fallers Misc. Logging Heavy Equipment w/Water Weed Wash Refrigerated Trailers Vehicles w/Driver

Contact:Phone: 360-891-5018Email: jmwilliams@fs.fed.us

Contract Operations

Katie Mergel Ron George

COR for VIPR Agreements MOU Administration

◦ Training◦ Equipment Inspection◦ Records Verification

ICPI Coordination

Contact:Cell: 541-589-2175Email:kmergel@fs.fed.us

COR for VIPR Agreements

MOU Monitoring/Tracking

Equipment Compliance

Contact:Cell: 503-467-1824 Email:rjgeorge@fs.fed.us

ODF:◦ Protection Contract Services Unit (PCSU)

Cindy Beck Contract Officer/Contract Serv. Coordinator

Bea Noyes Contract Officer Bob Arnsmeier Compliance Specialist

Personnel Update

ODF Duties

Cindy Beck Bea Noyes

Lead CO on IFCA Contract Administration Incident Contact Compliance Concerns

Contact:Phone: 503-945-7283Cell: 503-931-0559 (Fire season after hours)Email: cindy.beck@oregon.gov

Contract Administration Incident Contact Compliance Concerns Payment Issues

Contact:Phone: 503-945-7479Email: bea.noyes@oregon.gov

ODF Duties

Bob Arnsmeier

Compliance Concerns Monitoring Contractor Training

Records

Contact:Phone: 503-945-7422Email: bob.arnsmeier@oregon.gov

Document – Document – Document Respect Research Agreements Inspections Compliance Work with Team Sections Follow Procedures/Policies of Agency you’re

working with

Expectations

Overview◦ Purpose, Implementation, Future

Contractor Requirements◦ Equipment & Records Verification

What it means to you Watch outs

◦ Cards◦ Rosters

Feedback from ICPIs

MOUs

Purpose of MOUs The purpose of the Memorandum of

Understanding(s) (MOUs) is to provide a general framework for pre-season equipment inspections and verification of wildland fire personnel qualifications of resources working under Region 6 US Forest Service VIPR Agreements

Inspections are performed by private companies that work directly with the vendors

Vendors pay Inspection Provider directly for the inspection

Equipment Inspections 2015 – Misc. Heavy Equipment,

Potable/Gray Water Trucks, Handwash Units Must have equipment inspected prior to

being placed on a DPL. May 1st deadline Equipment that did not meet the deadline

can still be inspected and placed on a EERA and will be placed on the DPL in 2016.

If a piece of equipment is on the DPL it has been inspected.

Equipment InspectionsContractor Requirements

All Employees requiring training above RT-130 Affects Engine employees and Faller’s All employee records will be verified by a

MOU Provider All cards will have 2 signatures on them, one

from the company and one from MOU Provider as verified.

Some cards may have 3 signatures.

Qualification VerificationContractor Responsibilities

This is a preseason inspection to ensure that the equipment meets the requirements of the contract.

Pre-use inspections will still occur on the incident

If equipment shows up to an incident and does not meet the requirements, please notify Contract Operations.

What it Means to ICPIs

Future Include additional VIPR agreement

equipment for inspection when agreements are awarded a new 3 year cycle

Advertise for new or additional MOU Inspection Providers in 2016

Continue to improve inspection process from past experience

Opportunity for Contracting and Contract Operations to hear from you.

What issues are you facing in the field? How can we help?

ICPI Brainstorm

Challenges:◦ Not all inspection checklists on the web

New inspection forms will be on the web by June 1st. Currently being reviewed.

◦ Why was the requirement dropped to test water for the mobile hand wash units? It is back in and is the responsibility of the vendor.

◦ Is there a way to list the potable water pumps for potable water trucks and hand wash stations? These units have gone through the pre-award

inspections, if they are on the DPL, they have been approved.

2014 AAR Highlights

Notifications to ICPI’s of the changes/amendments to the agreement.◦ We will update our email lists after this session

and send updated information to the field. Refer Truck non-compliant steps:

◦ This is an ongoing issue, notify the CO. Water Tender Baffling

◦ Continue inspecting for baffling, this will be inspected in 2016 by MOU providers who will ensure baffling is in place.

2014 AAR Highlights

Sucesses Spreadsheet that tracked equipment by E#

allowed ICPIs to track equipment inspections and share information with incoming ICPI/Teams

Having more than one ICPI when the incidents are starting helped

Having ICPIs located at ground support was great, allowed ICPIs to inspect equipment as it arrived at the incident.

2014 AAR Highlights

1st Extension of 2013 IFCA◦12/1/14 – 11/30/15

Extensions◦3 additional extension years possible◦If all are used, 11/30/2018 may be final

expiration! Amendments

◦No new Amendments have been issued.

Interagency Firefighting Crew Agreement (IFCA)

Solicitation year◦ 2013

Duration◦ 3 years from date of award

Expiration

Region 6 Water Handling Agreement

Agreement Overview Agreement Layout Key areas most often used by ICPI/CRNW’s Briefing paper Changes to 2013 Agreement

Region 6 Water Handling Agreement (cont.)

IFCA/WH Reference Guide Kermadine information

Similarities and Differences between IFCA and Water Handling

New Agreements for 2015 Misc Heavy Equipment

◦ Pre-award Inspections◦ ROPS/FOPS

Chippers◦ Pre-award Inspection

Potable/Gray Water Trucks and Trailer Mounted Handwashing Trailers◦ Pre-award Inspection

Mobile Laundry Vehicles w/Drivers

VIPR Equipment Updates

Examples: Failure to arrive at required time. Short crew members. No prior approval. Does not have required supervision. No ID/IQC – non-supervisors. Broken, or short on equipment. Zero Tolerance.

Non-Compliance

Document any non-compliance & make sure the CO gets a copy.

ICPI should report non-compliance, IMT/CO need to enforce remedies.

DO NOT WAIT◦ Once the incident is over, follow-up impossible◦ Allows Contractor to accept another assignment◦ Delays prompt and timely administrative action◦ Supports the idea that the matter was not serious

enough to warrant attention◦ Makes the Contract Officer’s job harder

Non-Compliance

IFCA – Required Testing

◦ Pre testing for supervisors Indicated on IQC

◦ Testing at the incident NT designation on IQC FFT1 trainee

Language Skills Assessment (LSA)

Both Contractor and Government Who to notify and when How to document

◦ Answer who, what, when, where, why and how Resource to Demob for Cause

◦ Make sure to answer why◦ Facts must support this action

Written report◦ Why needed◦ When needed◦ What form to use

Investigation of Complaints

Helpful Internet LinksContact informationHelpful FormsGuides/Matrix

Information

Questions?

Final Comments

Closing