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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:[email protected]
ITEAM Vendors EERA assistance Dispatch/Ordering Support
Contact:Cell: 541-419-5173Email:[email protected]
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: [email protected]
Heavy Equipment Fuel Trucks Fallers Misc. Logging Heavy Equipment w/Water Weed Wash Refrigerated Trailers Vehicles w/Driver
Contact:Phone: 360-891-5018Email: [email protected]
Contract Operations
Katie Mergel Ron George
COR for VIPR Agreements MOU Administration
◦ Training◦ Equipment Inspection◦ Records Verification
ICPI Coordination
Contact:Cell: 541-589-2175Email:[email protected]
COR for VIPR Agreements
MOU Monitoring/Tracking
Equipment Compliance
Contact:Cell: 503-467-1824 Email:[email protected]
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: [email protected]
Contract Administration Incident Contact Compliance Concerns Payment Issues
Contact:Phone: 503-945-7479Email: [email protected]
ODF Duties
Bob Arnsmeier
Compliance Concerns Monitoring Contractor Training
Records
Contact:Phone: 503-945-7422Email: [email protected]
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