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Document Sample
VENDOR MEETINGS FY 2012
Incident Contracting: Paulette Gordon
Steven Teves
Fire Contracting Operations: Dick Reynolds
Dave Marion
BACKGROUND
In 2005 the Office of the Inspector General reviewed the
procedures used to secure incident resources using
preseason and at-incident agreements. (OIG Report No.
08601-40-SF)
OIG audit can be found at:
http://www.usda.gov/oig/webdocs/08601-40-SF.pdf
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
2
VENDOR SUPPORT
Before you begin, ensure you meet the system
requirements. Documented in the vendors user guide
VIPR-
http://www.fs.fed.us/business/incident/vendorsupport.php
– VIPR Vendor User Guide/Quick Reference Guide/
– Vendor Web Application Overview PowerPoint (Oct 13, 2011)
– Tutorials Online step by step
– FAQs -http://www.fs.fed.us/business/incident/faq.php
– Helpdesk Email: helpdesk@DMS.NWCG.GOV
NEED ASSISTANCE – HELPDESK
1-866-224-7677
3
REGION 5 WEBSITE
R5 Incident Procurement VIPR Website:
http://www.fs.fed.us/r5/fire/management/
incident_procurement/index.php
–Tentative Solicitation Schedule FY 2012
–Information/Changes /Processes, etc.
–Contact information
–Forms- Replace of Equipment
–Inspection forms
–Changes in VIPR- new Parity Policy 2011
4
STEPS TO TAKE…BEFORE YOU BEGIN
Click on link “Vendor Information Brochure”
(www.fs.fed.us/r5/fire/management/incident_procurement/index.php)
7 Step Process: “Getting Started – New Vendors”
Step 1 – Obtain an e-mail address
An e-mail address is required to register you DUNS #, CCR and
e-Authentication accounts, and to receive correspondence from the
CO.
Step 2 – Obtain DUNS # www.dnb.com or 1-866-705-5711 (option 3)
Step 3 – Obtain an IRS TIN # www.irs.gov
(Must match CCR & ORCA Business Name)
5
STEPS 4 THRU 7
Step 4 – Register with CCR database
www.ccr.gov or 1-866-606-8220 (option 1)
Must be registered PRIOR to award and KEPT current for agreement duration
IMPORTANT: Notify CO of any changes to CCR account during agreement duration
Step 5 – Obtain Level 2 e-Authentication account
Level 2 e-Authentication information can be found on the VIPR website
http://www.fs.fed.us/business/incident/eauth.php
Step 6 – Register at FedBizOps website
www.fbo.gov
Step 7 – Certify small business status on Online Representations and
Certifications Applications (ORCA) database
https://orca.bpn.gov/
6
CORRECT DATA IS CRITICAL
7
SCHEDULES FY 2012 (2011-2012)
1st Group of Solicitations Posted:
October 2011 to December 2011
2nd Group of Solicitations Posted:
November 2011 to January 2012
Final Group of Solicitations and
Rollover Modifications:
January 2012 thru May 2012
(*Final group posts in March)
8
FY 2012 SOLICITATIONS
MOBILE LAUNDRY (Posted now!)
HANDWAHING STATION PORTABLE, TOILET
PORTABLE (Posted now!)
HANDWASHING STATION (TRAILER MOUNTED)
POTABLE WATER TRUCK, GRAY WATER TRUCK
(Posted Now!)
COACH BUS (Soon to be posted)
MOBILE SLEEPER UNITS (Soon to be posted)
9
Balance of Solicitations in 2012
• November 2011
– New templates „local‟ will be available in VIPR to solicit for
various new pieces of equipment. However, some of these are
still under review by R5.
• January 2012 / March 2012
– Templates which will be „generic‟ in nature are planned to
available in VIPR. Under these templates R5 will be able to
develop their own specs and utilize these templates to complete
the balance of what Region 5 is anticipating to be housed in
VIPR.
• Updates will be posted on the R5 Incident Procurement
Website.
10
SOLICITATIONS / TEMPLATES??
Group 1 (October 2011)
Group 2 (November 2011)
Specifications are
ready for this group. Group 3 ( January 2012)
Specifications pending
for:
Specifications Pending
-Aircraft Rescue… for:
-Vehicle Rental -Computer printers
-Masticator -Others…
- Others…
11
NOVEMBER – MARCH 2012
CHAINSAW REPAIR SERVICE (Specs)
AIRCRAFT RESCUE FIREFIGHTING APPARATUS (Nov?)
VEHICLE RENTAL (Specs)
CHIPPER
COMPUTERS PRINTERS (Jan. 2012-Specs)
GENERATORS
TRACTORS- CACHE (March 2012)
MISC. HEAVY EQUIPMENT-
ROAD GRADER (Specs)
BACKHOE (Specs)
MASTICATOR (Specs)
12
OTHER CHANGES TO WATCH
13
ROLLOVER SCHEDULES FY 2012
• BEGINNING JANUARY 2012 THE CONVERSIONS OF
FORMATTA FILLER SOLICITATIONS WILL BEGIN.
• MOST OF OUR FY 2012 ROLLOVER MODIFICATIONS
ARE TO BE DONE IN THE NEW VENDOR WEB
APPLICATION.
• NO MORE FETCHING!
• NO MORE FORMATTA!
14
SCHEDULE FOR ROLLOVERS
SOLICITATION ROLLOVER TIMEFRAME
> Clerical Support Units Web Application January 2012
Fallers Web Application January 2012
> GIS Units Web Application January 2012
> Heavy Equipment Web Application January 2012
Tents Web Application January 2012
Weed Washing Units FORMATTA After first of the Year
Water Tenders/Engines FORMATTA After first of the Year
15
CONVERSION TO WEB APPLICATION
• You will receive a conversion modification which will convert your
agreement from Formatta into the vendor application.
• All of your information has been preserved, with one exception: resource
attributes that originally used a numeric range on a Formatta form. VIPR
has assigned a numeric value within the same range to those attributes.
• If CBA points are associated with those attributes, the same points are
retained, and there is no change to the vendor‟s position on the DPL.
• No action is required by the CO or the vendor for this modification (Except-
Read it!).
• For subsequent modifications made to this agreement, the vendor will
need to use the vendor application to respond to those modifications.
• As we approach this conversion we will be notifying our vendors. Please
review your data on your Formatta forms and save copies.
• R5 WILL EXECUTE ROLLOVER MODS AFTER THIS CONVERSION.
16
UPDATES -- 4.0 (OCTOBER 2011)
Dispatch centers chosen – change to D.21.8. The
vendor will be paid for travel to and from the incident
from the equipment City and State they designated in
their offer. Vendor MUST meet Date and Time of
Needed.
D.21.8.1.2 – Driver Hour Limitations…
Changes will be incorporated under new solicitation templates or at
time of Rollovers- YOU WILL HAVE TO RESPOND TO THIS MOD.
Did you read your notices? What about your emails?
Set up for new Local Templates…
Section B – Basis of Award now allows for Full and Open
Competition
More Set-aside groups incorporated into VIPR
Wage Determination Rev 27 UPDATED
17
Resources / Typing / Choosing of DPL’s
4.1 release under B.03:
– A single resource may be awarded under multiple
resource categories and or typing. HOWEVER, THE
SAME DISPATCH CENTER MUST BE SELECTED FOR
THE SINGLE RESOURCE.
– In Addition, Nationally only one award will be made for a
resource within each category and or type.
– The Contractor may choose to respond to solicitations
from multiple geographic areas; but upon acceptance of an
offer of award, all other offers for the resource category
and or type will be ineligible for award.
– Prospective offerors are cautioned to carefully consider the
solicitations to which they respond.
18
2012 SOCIO-ECONOMIC PARITY POLICY
The Small Business Jobs and Credit Act of 2010
Parity amongst each small business socio-economic programs (HUBZone,
SDVOSB, 8 (a) and Women-Owned Small Business) ) is given when
competing for Federal contracts. In essence these groups are now on a
level playing field when competing for Federal contracts.
Through market research a Contracting Officer will determine to
target a specific solicitation for a certain small business program
set-aside(s) (HUBZone, SDVOSB, 8 (a), Women-Owned Small
Business(WOSB) Economically Disadvantaged Women-Owned
Small Business(EDWOSB))
Note: WOSB/EDWOSB may be targeted only in solicitations for
NAICS groups where they are underrepresented or substantially
underrepresented (as determined by SBA).
For each targeted small business program that a vendor meets,
if applicable, 5 percent is applied to the vendors CBA score for
the purposes of the DPL placement not to exceed 10 percent.
19
2012 SOCIO-ECONOMIC PARITY
POLICY/ATTRIBUTES
CBA Attribute Point Solicitations (points are divided by price
for a corresponding CBA score)
Potable Water Truck/Gray Water Truck
Mechanic w/Service Truck
Water Tender/Engine
Heavy Equipment
Non-CBA Attribute Point Solicitations (individual unit price is
the CBA score)
Clerical Support Units Mobile Laundry
Tents Potable Toilet/Portable Handwash
Weed Washing Units
Faller Modules
Fuel Tender
Vehicle w/Driver
Helicopter Support Trailer
20
2012 SOCIO-ECONOMIC PARITY POLICY CBA
CALCULATION EXAMPLE
DISPATCH PRIORITY EXAMPLE
Type 1 Mechanic (HUBZone/SDVOSB set-
• CBA Attribute Point Solicitation aside)
(CBA points are divided by price Vendor A (HUBZone / Small Business):
for a corresponding CBA score)
Received 200 out of 200 possible CBA
points
• 2012 Socio-Economic Small Business
Program Parity: Offered price is $2000
Dispatch prioritization: 200 CBA Points
5% preference applied for each
X (5% preference) = 210
small business program that a
210 / $2000 = 0.105 CBA Score
vendor complies with, not to
exceed 10% Vendor B (SB/ No set-aside designation):
Received 200 out of 200 possible CBA
For CBA Attribute Point points
Solicitations the CBA points are Offered price is $1850
divided by price resulting in
Dispatch Prioritization: 200 CBA Points
dispatch priority with highest total
advantage per dollar being ranked 200 / $1850 = 0.108 CBA Score
highest on dispatch list Conclusion:
Vendor B (only small business) would
rank above Vendor A (HUBZone small
business) on DPL.
21
2012 SOCIO-ECONOMIC PARITY POLICY CBA
CALCULATION EXAMPLE
• Non-CBA Attribute Point DISPATCH PRIORITY
Solicitation (individual unit EXAMPLE
price is the CBA score) Faller Module
(HUBZone/SDVOSB set-aside)
• 2012 Socio-Economic Small Business
Program Parity: Vendor A (HUBZone /Small Business):
5% preference applied for each Offered price is $2000
small business program that a Dispatch prioritization: $2000 – (5%
vendor complies with, not to preference) = 1900 CBA Score
exceed 10%
For Non-CBA Attribute Point Vendor B (SB/No set-aside designation):
Solicitations the lowest price (after Offered price is $1850
inclusion of applicable set-aside Dispatch Prioritization: 1850 CBA
percentage preference) will be Score
ranked highest on the DPL Conclusion:
Vendor B (only small business) would
rank above Vendor A (HUBZone small
business) on DPL.
22
Fitting pieces together – FY 2013
• THE INTEGRATION FOR VIPR WITH ROSS IS
SCHEDULED TO BE IN PLACE FOR THE 2013 FIRE
YEAR.
23
NAICS CODES – FY 2012
FY 2012 FY 2011
• 532299-Mobile Sleeper Units
• 812320-Mobile Laundry
• 811111- Mechanic w/Service truck
• 562991- HW Stations Portable
Toilets • 561439- Clerical Support Unit
• 115310- Trailer Mounted HW • 532299- Tents
Stations, Potable /Gray H20
• 484220- Fuel Tender
• 115310 – Aircraft Rescue
Firefighting Apparatus, Chain • 488190- Helicopter Support Unit
Saw Repair Shop, Road Grader, • 485999-Vehicle W/Driver
Masticator, Backhoe
• 115310- Heavy Equipment, Weed
• 485113- Coach Bus Washing Units, Fallers, Water
• 532120- Vehicle Rental Tenders/Engines
24
FEDERAL BUSINESS OPPORTUNITIES
http://www.fbo.gov
Register your business at the FBO site by NAICS codes.
FBO site will notify you when synopsis/solicitations are
posted.
Search for a synopsis or solicitation
VIPR Synopsis/Solicitations are posted at this site.
COMMENT PERIOD(S) = requesting of industry input
on Draft Solicitation(s) for resources.
This is your opportunity to comment to the draft
solicitation PRIOR to it becoming a National
Standard.
25
SYNOPSIS / SOLICITATION
26
CONTRACT REQUIREMENTS
SECTION B =
Basic of Award – “Reasonable Price/Technically Acceptable”
Pricing and Estimated Quantities- “Placement of any orders IS NOT
GUARANTEED”
Method of Award- Set-Asides (Block 10, SF1449)
Summary- “Contractor Shall”
Section C = Agreement and Performance Period
Section D = Equipment Requirements
Section E = Solicitation Provisions
Exhibits = Watch for J and K
Read the Contract!
27
CHECKING OF DATA IN VIPR
The information filled in per the Vendor Form feeds over to the
Pop-Up Box (10 boxes) on the CO VIPR version. This is where I
go into the system and verify the items checked such as CCR,
ORCA, Set-asides, etc. Information is checked and verified
PRIOR to entering into negotiations. *Including VIN# ,LIC #,
training certs, etc.
Corrections can only be made if the Solicitation is still OPEN OR
during Negotiations.
Very cumbersome administrative process and we need you to
respond timely and make the appropriate changes if asked
Once Negotiations are done corrections can no longer be made
and your award may be jeopardized.
28
Steps left in the process…
Negotiations (may occur)
Award/No Award
Posting of Dispatch Priority Lists (Final step)
All processes/steps are done electronically-
including Electronic Signatures.
29
What this means in VIPR?
Negotiations for Solicitations-
ONE TIME OPPORTUNITY (if offered)
Occurs PRIOR to AWARD
No Negotiations after Award/No Award
R5 website will post the process that will be
followed and the timeframe.
HINT: Be very careful with the information you put on your equipment
and vendor forms. If information is not corrected during the solicitation
process or negotiations, it is too late to correct, and may jeopardize your
Award.
30
FY 2012 – ROLLOVER MODIFICATIONS
HEAVY EQUIPMENT (Dozer, Excavator, Transports)(R1)
MECHANIC W/Service Truck (R1)
CLERICAL SUPPORT UNIT (R1)
FALLER MODULE (R1)
FUEL TENDER (R1)
VEHICLE W/DRIVER (R1)
HELICOPTER SUPPORT TRAILER (R1)
TENTS (R1)
WATER TENDERS/ENGINES (R2-*RESOLICITE IN 2013)
WEED WASHING UNITS (R1 - *RESOLICITE IN 2013)
31
ROLLOVER MODIFICATIONS
One Time Opportunity to respond to a Rollover Modification.
You will receive an email notification of the time period for the
Rollover Modification Period to occur.
After your initial response to a rollover modification notice, if
your price is outside the competitive range, ONE opportunity to
go into negotiations may be offered. (Similar to in Solicitation
Process)
The timeframe to respond is shorter.
FY 2012 YOU WILL NEED TO RESPOND TO ALL ROLLOVER
MODIFICATIONS.
Remember IBPA‟s are a three (3) year agreement. With two (2)
Rollover Modifications.
Again watch for the email notification and notice posted per the
R5 website.
32
PRICE REASONABLENESS
Overall Price Offered:
High-- $
Average-- $
Median -- $
Low -- $
Difference H/L = $
FAR 15.404-1 Proposal analysis techniques.
(a) General. The objective of proposal analysis is to ensure that the final
agreed-to price is fair and reasonable.
(1) The contracting officer is responsible for evaluating the reasonableness of
the offered prices. The analytical techniques and procedures described in this
section may be used, singly or in combination with others, to ensure that the
final price is fair and reasonable. The complexity and circumstances of each
acquisition should determine the level of detail of the analysis required.
33
REGION 5 TOOLS TO GUIDE YOU
• Equipment Guide 2011
– R5 has taken the former CA Rate Guide and now
has method of hire in VIPR and Incident Only the
same. Used by dispatch, IMT teams, etc.
• Inspection Forms
– R5 has developed inspection forms for almost ALL
equipment/services we hire AND has inserted the
applicable solicitation clauses to guide you.
• R5 Website
– Keep this site HANDY!
34
INSPECTION FORMS
• http://www.fs.fed.us/r5/fire/management/incident_procurement/forms/index.php
Two copies of complete Agreement/Contract: One copy to finance, one copy in truck
(D.8)
Completed Check-In Process: Which includes Finance and Plans. (D.8)
VIN# on Contract/Agreement and Resource Order matches VIN# Gray Water Truck
(D.6.2) (D.6.3.1)
Vehicle successfully completed Mechanical, OF-296 Inspection (Vehicle/Heavy Equipment Safety Inspection) at this incident,
completed OF-296 form in vehicle (D.17) (D.17.1)
Vehicle meets licensing requirements. (D.4) (D.6.6)
Operator of Vehicle Properly licensed (D.6.6)
Permit: Current and valid State or Local (County) Septic Tank, Cesspool, and Privy Cleaner license, or permit, or
certificate. (Note: Usually issued from Environmental Health and Safety Departments, and may be issued from same county equipment resides
in). (D.2.1.2.2_F_1)
35
VIPR VENDOR WEB APPLICATION
*These slides are in the Overview for the Vendor Web
Application posted on the VIPR website.
VENDOR WEB APPLICATION
37
REGISTER ON THE WEB APPLICATION
• All vendor application users MUST register in the application
through the Registration Wizard (will only need to go through
registration once) –Complete Company Information -
38
COMPANY INFORMATION
39
ADDING RESOURCES
• Before you can submit a quote, you will need to enter your
resource information
• Click on the link to the My Resources page. You can also
access this wizard from the Home page from the Add New
Resources link
40
MANAGE YOUR RESOURCES
41
SUMMARY OF RESOURCES PAGE
42
SAVE EMAILS- READ INFORMATION
43
MY RESOURCES PAGE
44
SAVE YOUR EMAILS…….
45
HELPDESK
• Helpdesk –
helpdesk@DMS.NWCG.GOV
NEED ASSISTANCE – HELPDESK
1-866-224-7677
46
REVIEW OF 2011 FIRE YEAR -ISSUES
• VENDOR MUST HAVE COMPLETE COPIES OF THEIR
AGREEMENT WITH EACH UNIT AND GIVE TO FINANCE!
• Bring your resource order. Important that you also check into
finance!
• POINT OF HIRE!
• Send the unit number/ Vin#, etc. that was called to the fire.
• Only send the number of operators requested!
• Respond based on date and time of need. If you can‟t turn down
the call. Watch this one!
• Inspections important – check out the new forms…
• Certifications must be current at time of inspections.
47
QUESTIONS
48
