In Attendance:

IBPWT: Tory Majors Guests: Cheryl Molis, USFS

Dave Behrens

Paul Palmiotto

Ed Lewis

Tony Recker

Carol Clark

Randy Hart

Unable to attend:

Ginny Heerwagen

Rod Bloms

Larry Hamilton

Brenda Breslin

Welcome to everybody in attendance. Introductions and housekeeping items were covered.

Reviewed agenda. Added several additional items to discuss during the time set-aside for additions on Wednesday.

It was shared that the FW&S is replacing Rod Bloms on the working team, however, Tory has not been contacted yet.

1. Review notes from Feb meeting, Review Agenda

Discussed each item from the notes as to whether follow-up or action was needed on each of them. Several of the items are to be dealt with during this meeting.

1. Handbook Revision Needs: Procurement Chapter 20 is supposedly being rewritten. Tory has sent out a reminder. Also, USDA Forest Service, will have to make changes if the Partnership Council agrees, disagrees, or modifies the 14 day assignment language as presently contained in the white pages of the handbook.
2. In the Great Basin ISUITE will be used this summer. Northern Rockies may be using the same software.
3. There is a problem communicating with Interior agencies over the web and e-mail. Taking down "fire walls" has created a problem. Use phone call and regular mail or fax for critical items.
4. There is a new bus driver safety video for driving on or to the fire line. Tory will get information out to us on how to obtain.
5. Smart Card Use – This was a suggested item from the Tri-data study and will be included in the long-term incident base automation project.
6. Agency Administrator’s Guide to Critical Incident Management – Tory did draft a memo to the SHWT relative to the sponsoring of the guide and need for review. A copy of that memo was shared with team members during this meeting.

After the entertainment/recreation item discussion, the February meeting notes are being revised to change the action the working team is taking on this issue. The notes will be replaced on the web with the modification.

2. Incident Base Automation Task Group
1. Handed out the signed Charter between the working team and the Task Group
2. Handed out the minutes from the April 10-11 Task Group Meeting

Each application was demonstrated during the meeting:

1. ICECAP excellent planning tool, better than IRSS; InciNET covers more than just the planning and finance section; ISUITE contains three applications, ICARS, IRSS, ITS
2. The Task group requested an idea of what, if any, applications the Type I and Type II teams will be using this season

Tory to send a memo out requesting this information.

3. Colorado Fire Academy during the first week in June will be demonstrating all applications and inviting people to come and get exposed.
4. The task group needs names from our agencies for reference contacts; application use, computer knowledge, ideas for changes.
5. Working team to send names, location, telephone numbers, to Tory for sharing with task group. Please send them by June 4^th, 2001.
6. Task Force expects to go to incidents during 2001 to observe the incident business applications being use in the field and complete an evaluation form on the application. The evaluation forms were shared with the working team for review. If there are comments on the forms, submit those to Tory.
3. USFS Business Process Re-engineering

Due to the anti-deficiency the USDA Forest Service is committed to making changes on getting financial information into the system quicker which does affect other agencies. The need to get information from the incident to the host unit relative to the national contracts paid by the Forest Service will change how business is done in the field and will require cooperation from all parties involved on incidents.

1. Anti-deficiency last year of $280 million. Bill Ensign was tasked to come up with a process for USFS to improve the process of getting payments and obligations handled from the fireline to the payment centers.
2. Look at better use of feeder systems into financial centers.
3. EFF/Vendor Pay will now be transferred directly in FFIS and appear on General Ledger quicker. Use of ADO Teams is being looked at as an alternative, and they are ordered via National Mob Guide

 

 

 

 

4. Items from Feb Meeting

Incident Business Guidelines

1. MAFFS – draft developed and presented to MAFFS Liaison Officer’s for comment. Comments due back by May 23. Tory to shared draft format and contents with group tomorrow. Upon receipt of comments, guide will be sent to working team for input, then finalized and distributed.
2. Prevention and Education Team – guidelines are being developed. Tory to share the format and information developed to date with group tomorrow. Upon completion will be given to prevention subject matter experts for comment. Upon receipt of comments, guide will be sent to working team for input, then finalized and distributed.
3. National Guard Agreements: Requested State Reps to see if they have boilerplate agreement for use of National Guard (NG). Real problem for Feds to pay as AD’s. Tory suggested if standard language could be developed where the state’s would pay National Guard directly, then the state’s bill the USDA Forest Service for the appropriate reimbursement, would make the use of the resources more efficient and consistent in all States where agreements exist with the NG and Forest Service. Also would like to get as many of the agreements posted to the web for use.

State Reps to contact other states and ask if they are working on revising National Guard cooperating agreement. (State person involved with guard agreement and

Forest Service needs to be identified). See if they are posted on web or can get an electronic copy.

5. Incident Behavior Guidelines
1. An acknowledgement form has been developed using language from the Fireline Handbook, Chapter 6
2. An English and Spanish version have been developed.
3. Working Team Supports and wants to implement this language and form. Language will be made more generic so it can be used with contractors too. Use with causal hire and vendors. Tory will modify the form and send to working team for final comment.
4. Memo will go out from Tory to recommend that the hiring unit use this form when any personnel or equipment is hired. Copies will be made and distributed.
5. Field to report back to the working team on the implementation and use of the form during the season for final adoption and submission to NWCG prior to 2002 season.
6. Report on FEMA Changes
1. Dave Behrens gave a briefing on the interim guidelines from FEMA.
2. Tory mentioned that the USFS may no longer be billing FEMA for National tasking of emergency responses. All responses would just come out of suppression funds.
3. Tory asked Dave to let the IBPWT know what the FEMA changes are when they come to pass. Guide to Fire Management Assistance may be available soon. Dave is to receive a copy 5/25/01 and will send the working team members a copy.
7. Florida Fires – update

Paul gave a briefing on Florida Fires, complexes, P-Codes. Aviation is being handled, from a cost standpoint, the best it has ever been. Tory shared a concern that Region 8 was using the same P-Code number for various fire activities in Florida. The numbers were issued by SACC.

8. Review Proposed Web Format Changes

Tory handed out the existing Home Page for Incident Business Management Information. The new web site structure will be set up like the Table of Contents in the Incident Business Manual. We discussed how the structure should be set-up and where to put the existing home page information.

1. Need to ensure all the laws concerning handicap accessibility relative to public web sites are followed in formatting the page.
2. Put as many Cooperative Agreements on web site. Paul to check with Region 8 to see if an Equipment Rate Supplement has been created for this year. All other geographic areas have completed their supplements.
3. A final proposed web site template will be discussed on the August 14, 2001 conference call and the changes completed for review by our September meeting.
4. Working team members need to review Historical component on the web and give feedback to Tory on what to keep and discard or move elsewhere by July 1, 2001.
9. Recreation versus Entertainment
1. The Forest Service does have appropriation authority (16 US Code 554d) to purchase or lease recreation supplies and facilities. There is no provision for entertainment expenses, however, several western fires appeared to be providing entertainment rather than recreational items for relaxation purposes. We need to put this issue in our agency specific guidelines and not allow. This must be an agency administrators decision.
2. The working team drafted guideline language for dealing with recreation. This may need to come before NWCG before the guidelines go out due to differences in authorities between the agencies.
3. More research is needed by the Interior Agencies on this issue regarding their statutes. Carol and Ed will do the research in the next week and get back with Tory.

Wednesday, May 23, 2001

Introduced Cheryl Molis to the group. Cheryl was invited by Tory to attend due to the items on the agenda relative to contracting resources used for incidents.

1. Open Discussion –Other Issues
1. Cheryl – Contracting Officer from the Boise National Forest and Type I Procurement Unit Leader joined the group today for technical expertise in later discussions.
2. Tory reviewed the draft memo on use of the incident behavior form and language. Cheryl suggested make language more generic so contractor can be included. Also if they refuse to sign we can choose not hire them or make a note of the refusal and place a copy in contracting folder and hire them anyway.
3. Host Unit and MAFFS Liaison Officer’s Interaction Guide
1. MAFFS unit has an operating plan
2. Janette Archibeque and Tory drafted a guide for use prior, during and after use of MAFFS
3. MLO – MAFFS Liaison Officer key position
4. Will be a stand alone document, on posted to the website and Tory will send out draft for comments once she gets back feedback from MLO’s.
5. Limited use of MAFFS because of runway requirements for C130’s. Usually military bases.
4. Host Unit and Prevention/Education Team Interaction Guide
1. Format – Host Unit Responsibilities
1. Host units pays and uses severity, preparedness or other type of funds.
2. There is a Field Guide for these Prevention/Education Teams "Participating on Wildland Fire Prevention/Education Teams" NARTC 3/26-30/01
3. Team Responsibilities and Expectations
4. Fire Prevention Assessment
5. Upon completion, the guide will be sent to Janette Hartog for comment
6. Upon receipt of comments back, will be sent to working team for review and then finalized and distributed. Will be posted to the website.
7. The course is being sponsored by NWCG and will end up being a 200 Level Course. A course for Prevention and Education Team Leaders is to be developed.
2. Background Checks on Causal Hires
1. Tory will send in a note to Gary Wilson that the Interagency group does not support the background screening. However, if an individual unit or agency chooses to do the background screening they can choose to do it.
2. When crews go to Canada they are screened (asked about any criminal record by Canadian Officials). People can be fined for various offenses, pay the fine and still work in Canada. Tory said the fine used to be $300 couple of years ago. DUI is considered an offense.
3. Standardization of Crew Contracts, Engines and Tenders
1. A Task Group was put together some time ago that included reps from Oregon who have gone through developing standardize contracts before.
2. The standardized National Contract would include a guaranteed amount if they weren’t fighting fire.
3. How many resources to put on these National contracts versus geographic area contracts or sign up under EERA? Needs to be answered.
4. Provision to pay them a guarantee, non-fire work. Fire dollars will be paying for guarantee, unless work is performed than the benefiting function will fund the work. Establish Indefinite Delivery, Indefinite Quantity contracts with these resources to do other work while waiting for fires.
5. The contracts will not be completed this year. The draft specifications have been out for comment. Additional changes will be made with an opportunity to respond again. Tory will send a note to the working team when the draft is available for comments.
6. The Department of the Interior website established due to fire plan funding is an excellent source to use. National Fire Plan "Contracting and Assistance" Web Page can be found at: www.blm.gov/natacq/FIRE/contracting.
4. Electronic Signatures

Tony asked about allowing the use of an electronic signature on a payment document versus original in order to issue an ADO check.

Equipment signed up under an electronic EERA. ADO team wouldn’t process for payment without an original signature in the Southwest. The Bureau of Indian Affairs’ ADO handbook may not have been updated to address this issue. Electronic signatures are legal. Cheryl Molis to find information stating authorization to accept an electronic signature as valid.

5. EMT certification and crossing state boundaries
1. Situation occurred where an EMT gave false medical diagnosis to non-federal person assigned to an incident. The person is now pursuing some form of legal action against the EMT. The EMT was from a state other than where the incident was occurring.
2. There are Different levels of EMT certifications. State issued and state board controlled certifications.
3. Definite concern with EMT’s rendering assistance to contractors when the EMT is from other states.
4. EMT’s have to be working under a physician.
5. Our EMT’s going out of state should only be rendering basic first-aid.
6. FEMA sends doctors, nurses all over. What authority enables them to do this?
7. Need to define the levels of EMT and Paramedics with expectations for care.

Ed Lewis will work with the Solicitor General’s Office for an opinion on this issue. May need to develop mobIlization criteria for the National Mob Guide prior to 2002 season.

6. A How to Guide for Fire and Resources Contracting

Tory has been part of a special task group created by NWCG in order to look at the utilization of contracted resources for incidents. Due to the National Fire Plan funding and emphasis toward community work, the document is to be finalized and incorporate where possible anything created as a result of the Fire Plan.

1. Draft of product to be given to NWCG in June by Tory.
2. Tory will send the document electronically to the working team for review and determine if it makes sense.
3. Thought: Have a fire Cooperators contracting meeting in December geared toward contractors agreements sign ups and expectations, behavior form, etc.
7. Review of Incident Business Guidelines relating to cellular telephones, rental cars and not giving up the key, putting in telephones lines to call home, GPS units, etc.

The IIBMH is relatively silent on these items except for procurement related guidelines. During the 2000 season, many issues were identified relative to the purchase of these types of items. The working team was asked about drafting guidelines on an interagency basis. However, the Geographic Area Coordinating Group and/or the Agency Administrator of a specific incident have the ability to draft their own guidelines.

1. Put in agency guidelines expectations for handling bringing personal or business cellular phones, installing telephone lines, calling home, acquiring GPS units, laptop computers, cameras, video, digital, still, handheld electronic entertainment devices, Personal Digital Assistants and other personally owned items. Handheld radios, Scanners, copiers, facsimile machines
2. Put in a new section in the Property Section Chapter 30 dealing with these specialty issues.
3. When rental vehicles go off road, it negates the national car rental agreement (contract). Many are put under EERA for that reason.
4. When buying with government purchase card rental vehicles can be used by anyone. When a vehicle is rented under a personal travel card, then person renting the vehicle only wants himself or herself to be able to use that car/vehicle.

The working team prepared draft language to address this issue. The Agency Administrator has the authority to establish additional purchasing restrictions or limitations on specialty items, such as: GPS units, laptop computers, cameras, video, digital, still, handheld electronic entertainment devices, Personal Digital Assistants, Handheld radios, Scanners, copiers, facsimile machine. Procurement officials must follow agency regulations when purchasing.

This language will be added to the Incident Operating Guidelines template in the appropriate place and then distributed to the field. In addition, it will replace the current Incident Operating Guidelines document electronically contained on the web in the IIBMH, Tool Kit.

5. "Personally owned property items should not be taken on assignment. If an individual chooses to take personally owned items on an incident assignment, the risk of the damage is held by the individual."
6. Where does it say in IIBMH not to bring personal items?
7. Where does it say in IIBMH can be removed for incident behavior?
8. Supplemental Foods - See IIBMH Chapter 25.4.3 We need to supply a supplement food policy to the IMT’s.
9. Rental cars may not be leased or rented without prior authorization and a resource order number. The Agency Administrator has authority to limit the number of rental cars.

The incident Operating Guidelines will be modified to add language relative to these items. The Agency Administrator has the ability to establish a policy on their unit relative to supplemental foods, rental cars, and if personally owned property is needed in order for an individual to perform their job while on the incident.

10. Over the counter phone cards may not be legal purchase if done by a federal employee due to the contract the federal agencies have with MCI. Tory will do some additional research on this issue. If it is not a violation under the terms of the contract, guidelines need to be established on the purchase and use of these cards, to ensure the regulations surrounding telephone calls while in travel status or in support of performing the work, are followed.
8. Physical Fitness Standards, Training, and Rest & Recuperation (R&) Discussion relative to draft working team input to IOSWT.

There are several groups looking at these types of issues relative to contractors. The IBPWT must review for the legal implications relative to pay, time-off without pay or with pay, travel costs if keep equipment on incident, but rotate crew based on 14 day assignment, and any insurance requirements.

1. Need to address R&R issues for contractors. They should have to follow the 2:1, work/rest guidelines. A Contractor R&R Guidelines "Issue of 14 day Assignments and 2 days of Rest" was handed out. The point that it should not be referred to as R&R but work rest for safety purposes was discussed.
2. Contractor Guidelines
1. Work Rest Guidelines
1. Contracted resources need to follow agencies guidelines relative to work rest ratios, adequate sleep prior to next shift, safety standards, and may be under the same length of assignment restrictions as agency resources.
2. Contracts and Emergency Equipment Rental Agreements (EERA’s) can include language that identifies length of assignment, required days off to meet rest guidelines, and operator rotations. The contracts need to include compensation rates for contractors when not working in order to meet agency rest guidelines.
3. Existing contracts and EERA’s can be modified to include agency guidelines relative to rest, days off and length of assignment by the contracting officers.
2. Fitness and Work Capacity Standards
1. Physical fitness standards, when applicable, must be met as outlined in the National Interagency Management System Wildland Fire Qualifications Subsystem Guide, 310-1. If the position is not specifically identified in 310-1, then it is considered to be a technical specialist. For all technical specialists personnel whose skills are needed on the fireline, the physical fitness level shall be light.
3. Personal Identification and Training Requirements
1. The contractor shall ensure that all training and experience meets the minimum requirements of the National Interagency Management System Wildland Fire Qualifications Subsystem Guide, 310-1. If the position is considered to be a technical specialist and is required to go to the fireline, the skills and knowledge are required for certification as identified in "Introduction to Incident Command System (ICS) (I-100), Firefighter Training (S-130), and Introduction to Fire Behavior (S-190).
2. Training may be provided by an instructor who has been designated or approved by an recognized national or local contractor association or state approved education institution. Course content must meet the instructional objectives as listed in the training course package. The government at its discretion will periodically evaluate contractor supplied trainers. Contractor’s signature on the "Employees Identification Card" indicates that all of the Contractors employees have met the requirements for the position they are performing. The government reserves the right to reject any personnel who are not in full compliance with these requirements.

This above language will be recommended to be included in EERA’s and new contracts. Tory will submit to NWCG working teams where applicable, as well as distribute through the working team members.

9. Turn Down Protocol

The ability for an individual or a crew to turn down an assignment on an incident already exists, however the protocol or action needed after the turn down is not well known or established. A formal Turn Down Protocol is being developed and implemented this season. Looking at using a risk management process, safety concerns, and other resources need to be made aware of an assignment that was turned down. This will be presented at the June NWCG meeting.