2015 NRCG Incident Transportation Matrix A guide to get the right vehicle for the right employee

Transcription

1 2015 NRCG Incident Transportation Matrix A guide to get the right vehicle for the right employee If the employee is: Here are the vehicle options: How it can be used: How it is paid: Regular federal employee and Federal AD State employees and state EFF Government Owned Vehicle (GOV) Mob/demob transportation Through regular agency fleet Personally Owned Vehicle (POV) Mob/demob transportation Reimbursed via agency travel methods (paid mileage via travel voucher) Rental Vehicle (regular commercial rental under DoD US Govt Rental Agreement - GARS) Rental Vehicle (NR Off-Road Vehicle Rental Agreement) Mob/demob transportation Agency travel or purchase Personal Credit Card (Restrictions may apply) Rental Vehicle (RSVP) Mob/demob transportation (may be taken off road if approved in writing at time of rental) NR Transportation Hub (GSA STR Program) Mob/Demob transportation State Owned Vehicle (GOV) Mob/demob transportation OF-286 Agency travel or purchase Must be paid by Procurement Official with credit. Through agency budget billing Through regular agency fleet Personally Owned Vehicle (POV) Mob/demob transportation Reimbursed via agency travel methods (paid mileage via travel voucher) Rental Vehicle (regular agency commercial rental) Rental Vehicle (NR Off-Road Vehicle Rental Agreement) NR Transportation Hub (GSA STR Program) Mob/demob transportation Mob/demob transportation Agency travel or purchase Personal credit (restrictions may apply) OF-286 Agency purchase Through agency budget billing

2 2015 NRCG Incident Transportation Factsheet NR Off-Road Vehicle Rental Agreement: MT-DNRC 2015 Solicitation - Refer to section SINGLE RESOURCE Payment via Agency issued Credit Card: 1. Agency Employees: May procure a rental vehicle under this DNRC award utilizing their travel or purchase s under the following conditions: Their resource order states Off Road Rental Vehicle Authorized, method of travel should be noted in special instructions on the resource order (a separate resource order is not required for the vehicle, but a subordinate resource order may be created). Dispatch must order the vehicle utilizing the MT-DNRC Rental Vehicle Request Form. Payment is made using agency issued credit ; reimbursement is made through agency employee s travel voucher. DO NOT use a personal credit. If Agency Employee IS NOT taking the vehicle off road, standard government vehicle rental process MUST be utilized. 2. AD s and EFFs: The process is the same as a regular agency employee except rentals may be procured by a procurement official utilizing an agency issued purchase. Dispatch must order the vehicle utilizing the MT-DNRC Rental Vehicle Request Form; a copy of the form must be provided to the purchasing agent whose credit will be charged. AD s resource order serves as requisition documentation; payment is made using procurement official s credit. DO NOT use a personal credit. SINGLE RESOURCE PAYMENT via OF-286: 1. Agency Employees, ADs and EFFs:

3 Their resource order states Off Road Rental Vehicle Authorized, method of travel should be noted in special instructions on the resource order. A support Equipment resource order is not required but can be created for tracking purposes. Dispatch must order the vehicle utilizing the MT-DNRC Rental Vehicle Request Form. Vehicles must be inspected by Ground Support. The Finance Package must be turned into Incident Finance; the OF-286 Emergency Equipment Use Invoice will be submitted to the Incident Host Agency Payment Center for payment. DIRECT INCIDENT ORDER: (Payment via OF-286 Emergency Equipment Use Invoice). Ground Support Pool Vehicles ordered by the incident will be filled via dispatch off the MT DNRC agreement. Dispatch must order vehicles utilizing the MT-DNRC Rental Vehicle Request Form. Each vehicle will be assigned a resource order E number with a finance package generated for each E number. Ground Support will check vehicles in and submit all resource information to Incident Finance. The OF-286 Emergency Equipment Use Invoice will be submitted to the Incident Host Agency Payment Center for payment. Vehicles will be returned directly to the Vendor (city/state where rented). MT-DNRC Rentals - OUTSIDE OF NORTHERN ROCKIES GEOGRAPHIC AREA TRAVEL: (Payment via Credit Card ONLY) If an off-road vehicle(s) from the MT DNRC awarded agreements is required by an Incident Management Team (IMT) member, agency employee, or AD/EFF for travel to an incident outside the Northern Rockies Geographic Area, payment must be made via an agency issued travel or purchase. Follow credit payment direction stated Section with the following exception. IMTs staffed with a procurement official(s) with an agency issued purchase may procure team vehicles within their delegated authority, including utilization of the MT DNRC Rental Agreements. If requested, dispatch shall issue a resource order number in support of the requisition. INSPECTIONS: All vehicles rented on the MT DNRC Rental Agreement and paid via the OF-286 Emergency Equipment Use Invoice process require a pre-use inspection. Inspections for vehicles rented on credit s are recommended but not required. This is a mechanical/safety inspection performed by qualified inspectors or ground support, not a contract compliance inspection, such as those performed on competitive resources (VIPR, ICPI). No contract compliance inspections (performed by ICPI or CRNW) shall be performed on rental vehicles SHIFT TICKETS & TRACKING USE: See Section of the solicitation for specific instructions. FUELING: See Section of the solicitation for specific instructions. DEMOBILIZATION AND PAYMENT DOCUMENTATION: See Section of solicitation for specific instructions.

4 RE-ASSIGNMENT (FOR VEHICLES RENTED ON MT-DNRC AGREEMENT): If an IMT, agency employee, or AD/EFF is being reassigned to another incident, a general message will be provided to dispatch specifying the vehicles that are being transferred so the information can be captured in the resource order notes in ROSS. A copy of the general message will be provided to Incident Finance for inclusion in the payment package. Normal reassignment procedures apply. Payment packet must be completed on the initial incident and a new payment packet will be started for subsequent incidents. Single Resource: If an agency employee or AD/EFF is being reassigned; ensure that a general message is submitted to dispatch specifying that the vehicle is being reassigned along with the individual. This will establish an audit paper trail for the vehicle. If the original resource order listed the vehicle as a subordinate request; the vehicle information should carry forward on the reassignment order. Direct Incident Orders (Ground Support Pool Vehicles): If an IMT or host incident agency needs to reassign pool vehicles from one incident to another, Ground Support/Ordering Manager should submit a general message request to dispatch specifying the vehicles that are to be reassigned. Dispatch will process the request and note reassignment in ROSS documentation. NOTE: if being reassigned from one dispatch zone/host agency to another, the gaining host Incident agency must approve reassignment prior to relocating. DAMAGES and CLAIMS: Full documentation of ALL damage shall be completed by the operator and by the Safety Officer if the vehicle is on incident. See Section of the solicitation for specific instructions. Federal - DoD US Government Rental Agreement - (GARS): Multiple Vendors Allows for multiple operators; request all authorized licensed drivers be noted on the agreement Provides liability coverage under Government Administrative Rate Supplement (GARS); this is a $5 per day fee listed on the rental contract at time of pick-up. Allows for use of personal funds (cash, personal check & personal credit ) to procure rental Allows for off-road use provided it is approved in writing when rental is picked up.

5 RSVP: Multiple Vendors 2 Allows for off-road use if negotiated at time of order; need to make sure vendor understands intended use. Task order or BPA can be set up in advance to expedite needs during emergency situations. Must be set up by Procurement Official; paid with credit. Vendors with Disaster/Recovery icon next to their name allow State and in some cases local government to procure products and services from this contract. See individual agreements for terms and conditions. Must have a person s name associated with each vehicle as the renter. Orders are placed with Nat l Coordinator; picked up with local vendor. Coordination with local vendor, dispatch, IMT and procurement official is necessary for tracking of vehicles and during transition periods for tracking and payment purposes. Vehicles are returned to Vendor location where picked up unless otherwise negotiated to. NR Transportation HUB (GSA STR program): Northern Rockies Geographic Area will be piloting the vehicle HUB concept for 2015 utilizing GSA STR program to establish transportation hubs around the geographic area. Proposed HUB locations will be Billings, Missoula and Grangeville. Management and vehicle tracking will be determined by each HUB manager. Other Options: National and Geographic area solicitations, Incident only EERAs, and commercial options: o Crew Carrier Buses (School Bus type) o Vehicle w/drivers (Incident only EERA) o Coach Buses (procured commercially) IMTs can arrange to utilize busses to transport several IMT members and gear to incident (similar to travel via the NICC jet). o Car-pooling