2018_VTC_Agenda_&_Notes.pdf

VIPR VTC AGENDA

01/09/2018

1) WELCOME AND INTRODUCTIONS

a) What we are soliciting?

i) Potable and Gray Water Trucks and Trailer-Mounted Handwashing Stations

ii) Miscellaneous Heavy Equipment

(1) Feller Bunchers

(2) Mulchers/Masticators – Boom Mounted

(3) Mulchers/Masticators – Strip

(4) Road Graders

(5) Skidders

iii) Chippers

2) REQUIRED REGISTRATIONS FOR CONDUCTING BUSINESS WITH THE GOVERNMENT

a) If you need help with this, contact your local PTAC/PTAP representative. You can do an internet search to find the right contact. Some are authorized to travel so if you can’t get to them, they might be able to come to you.

b) A valid e-mail address – VIPR communicates through e-mail, Finance sends IRS Form 1099, and I communicate mostly through e-mail. If you aren’t used to checking your e-mail, you need to get into the habit.

c) DUNS Number – required, and free: https://fedgov.dnb.com/webform

d) Active SAM registration: https://www.sam.gov/

i) If you do an internet search for it and find a website asking for money, that’s not SAM. SAM registration is free if you do it yourself.

ii) You must keep your SAM active by logging in at least once a year. If your account goes inactive, I cannot process modifications and MOST IMPORTANTLY the payment center cannot process payments. Every time you update SAM, you must sync with

VIPR.

iii) You need to keep your representations and certifications up-to-date in SAM – look under the help tab or call the helpdesk if you can’t find that.

iv) You will not receive any e-mails from SAM that require money to help, renew, or do anything else with your registration.

e) USDA Level 2 eAuthentication account (required if responding to a VIPR solicitation) http://www.fs.fed.us/business/incident/eauth.php https://fedgov.dnb.com/webform https://www.sam.gov/ http://www.fs.fed.us/business/incident/eauth.php

i) Full instructions on website. You will need to go to a Local Registration Authority (LRA) with a picture ID to complete the process because the eAuth electronic signature is legally binding. Everything is done electronically through VIPR, no hardcopy signatures are requested or required.

f) Register in the VIPR Vendor Application:

http://www.fs.fed.us/business/incident/vendorapp.php

3) SET ASIDES AND SMALL BUSINESS SIZE STANDARDS

i) Found in Block 10 of the Standard Form 1449 (cover sheet) on any VIPR solicitation

(1) 115310 – Support Activities for Forestry is the NAICS for these solicitations

(2) The boxes that are checked are the ones that will give you an advantage, which is talked about below.

ii) If the NAICS code on the solicitation is not in your SAM registration, you must update your registration to add that NAICS code – I will be checking SAM. Vendors may operate under numerous NAICS codes.

(1) Look at the size standard

(2) Certify that you are a small business under that NAICS code

(3) I will be looking specifically at 115310

4) VIPR WEBSITE & VIPR VENDOR APPLICATION

a) If you are having issues, call the helpdesk – 1-866-224-7677. I don’t have any experience with the vendor side.

b) Quote are only accepted through VIPR. I cannot accept any other submissions.

c) Late submissions: don’t wait until the last minute to submit your quote. At this point, I do not plan to extend the response date. I will only allow for late submissions if there is a VIPR system issue, you have an open ticket with the helpdesk, and you send me an e-mail with your ticket # PRIOR to the deadline.

d) Information must be imported to VIPR from SAM. Press the View/Import from SAM button to import your company info.

5) HOW RESPONSES ARE EVALUATED – SECTION B.3 BASIS OF AWARD

a) Reasonable price

i) I review the prices and establish a range based on the quote submissions as well as internal data. If your quote is too high I will open negotiations vie e-mail. I will also let you know if it looks like your quote is too low.

ii) I am required by law to make a price reasonableness determination. If I cannot determine your price to be reasonable then I cannot award to you. If I enter negotiations, it’s not because I’m mean or don’t understand how things work or am trying to set prices. As a Contracting Officer, I am a steward of the taxpayer’s money, so I must ensure prices are reasonable.

http://www.fs.fed.us/business/incident/vendorapp.php

iii) I cannot give consideration because you have “better equipment” or “newer equipment” or anything else. I can only evaluate to the criteria in the solicitation.

b) Operational Acceptability

i) I will use required submission documents listed in D.16 (for example: photo of the equipment nameplate) and/or look up your equipment to verify acceptability. If I have trouble finding information online, I may need to ask you to verify specs.

c) Past performance Dependability Risk D.20 and Exhibit E (Performance Evaluation) – will be ranked Unknown, Low, or High.

i) A high dependability risk is characterized by poor business relations with the government, poor business ethics or doesn’t conduct him/herself in a business-like manner will not receive an award. I will ask for customer references if I cannot find a performance evaluation on file with me or in other regions.

ii) If I receive “bad” performance evaluations, I will provide you an opportunity to address it.

iii) Low and unknown risk can be given an award.

6) SOCIOECONOMIC STATUS & DPL ADVANTAGE – PART B.6

a) Unlike socio-economic set-asides in other types of contracts, all socio-economic programs are treated equally in VIPR as far as award goes. The socio-economic programs give a 5% to 10% price advantage when VIPR computes placement on the DPL.

You can qualify in more than one program, but you are only permitted maximum 10% advantage on the DPL.

b) 8(a) and HUBZone are specific programs run by the SBA and you need to be accepted by them – contact your local SBA office for more information. I have contact information if you need it.

c) You need to go to certify.SBA.gov to self-certify as a WOSB PRIOR to the submission deadline. This is a process that requires paperwork to be uploaded so give yourself time.

7) SECTIONS B & C

a) Contain an overview of the intent of the solicitation; legal clauses including those incorporated by reference; agreement period & rollover mods (C.3.1); contractor liability; i.e., insurance (C.7 & C.8); Some are incorporated by reference – you can find the full text online at www.acquisition.gov (it might be easier to do an internet search of the clause than trying to find it on that website).

8) A SOLICITATION OVERVIEW (RESOURCE & PERSONNEL REQUIREMENTS) – PART D

a) Vendors should be completely familiar with this section

b) For a comparison of this year’s language to previous year’s agreements, go to the VIPR website under Solicitations http://www.fs.fed.us/business/incident/solicitations.php;

scroll down until you see Solicitation Template Modifications and read the latest mod.

http://www.acquisition.gov/ http://www.fs.fed.us/business/incident/solicitations.php

Click on View Archive of Updates to see any previous updates since the last time your agreement was modified.

c) Potable Trucks vs Trailers

i) Can have either as long as they meet the requirements in D.2 – but keep in mind that trailers can be difficult to maneuver around camp.

d) Potable Water Pumps

i) You MUST have documentation from the manufacturer stating that the pump is suitable for domestic, sanitary or potable water use, or is NSF-61 rated.

ii) The documentation needs to accompany the truck to every incident but you will also be required to submit the documentation to me in order to receive an award.

e) Handwashing Stations

i) Change in typing – Type 1 is 12+ sinks, Type 2 is 8-12 sinks

ii) Push-button faucets are no longer permitted

iii) Same pump requirements as the potable water trucks

f) Availability – D.5

(1) After award, I will be sending out instructions on how to get a ROSS account for self-statusing. You should not rely on the dispatch center to status your resource for you – you might miss calls this way. You need to make sure you are statused correctly – local vs geographic area vs national

g) Dispatch Priority & Ranking (D.6.1, D.6.2, Exhibit J).

(1) VIPR calculates score based on pricing, small business socioeconomic status, and attributes (Potable and Gray Water Trucks only)

(2) Attributes given points see Exhibit J.

(3) The basic way you get dispatched: Dispatch will call the first vendor on the Dispatch Priority List (DPL), if #1 can’t make date/time needed, then continues to the next on the list. It is NOT a rotation.

h) INSPECTIONS (D.16 & D.17)

(1) You must have your equipment ready to be inspected by award – this includes protective screens, etc. READ THE EQUIPMENT REQUIREMENTS.

(2) If you do not get inspected because your equipment is not available or fail your inspection, be prepared to miss the 2018 fire season. We cannot guarantee a re-inspection.

(3) We will have an option to bring your equipment to Albuquerque – at your expense – for inspection.

i) Payments D.21.8 – make sure you read this section thoroughly. It discusses how your invoices are created and who is paying you. NOTE: On any fire without a finance section, vendors need to get a POC name & contact info for who will prepare their invoice and which agency is responsible for payment. The host agency is responsible for payment.

9) EXHIBITS

a) VENDOR FIRE TRAINING D.3, EXHIBIT F, EXHIBIT I, EXHIBIT N, EXHIBIT O

i) Make sure you know what training is required and have submitted your certificates to me

(1) Chippers & MHE require RT-130. PGWTMHS does not require RT-130. Be sure to be aware of CDL and tanker endorsement requirements!

ii) Vendors should check with their local fire departments and community colleges or search the internet to locate wildland fire training (Exhibit I)

iii) Vendors can be prosecuted for fraud for falsely stating that they and/or their operators meet the required training.

b) US DEPARTMENT OF LABOR (DOL) WAGE DETERMINATION (Exhibit D) http://www.dol.gov/compliance/laws/comp-sca.htm

i) Vendors must pay the wages and health and welfare benefits in the WD

ii) We are in the Western Region

iii) Conformance process

(1) Read the entire process at the end of Exhibit D. In a nutshell – if you can’t find a category on the WD, you need to have DOL approve the wages. If you intend to go through this process, you MUST let me know.

c) Exhibit H

i) Potable and Gray Water Regulations – you are responsible for knowing what is required by the state.

7) QUESTIONS AND ANSWERS—if vendors have further questions about specific contract requirements, they should submit them via e-mail to Stephanie Archuleta. Questions may need to be elevated to equipment specialists or VIPR team.

1. Where can you find upcoming VIPR solicitations?

a. VIPR solicitations are on 3-year cycles. Next year we will do water handling equipment. Other regions have additional equipment that you can find on the cycle.

In 2020 we’ll do Heavy Equipment, Mechanics, and Tents. You can find the cycle here:

https://www.fs.fed.us/business/incident/static/2017%20National%20Solicitation%20 Plan%20for%20I-BPAs_Rev%201%20Mar%202017.pdf

2. Can the fittings required on a potable water truck be standardized?

a. The potable water trucks are expected to carry a range of fittings. There is a fine line between commercial and non-commercial and we don’t want to drift into non-http://www.dol.gov/compliance/laws/comp-sca.htm https://www.fs.fed.us/business/incident/static/2017%20National%20Solicitation%20Plan%20for%20I-BPAs_Rev%201%20Mar%202017.pdf https://www.fs.fed.us/business/incident/static/2017%20National%20Solicitation%20Plan%20for%20I-BPAs_Rev%201%20Mar%202017.pdf commercial by requiring all resources to have the same fittings. I understand your desire for standardization, but it really does open a can of worms.

3. Can the solicitation be updated to reflect a requirement for GPM or minimum flow for potable water like there is for gray water? I found a pump that meets the minimum requirements but would take 29 hours to empty a tank.

a. We are not overly concerned with minimum GPM because of the requirement that the “water pump shall have the capacity to transfer potable water a minimum of twenty (20) feet vertical.” A pump that takes 29 hours to unload your tank would be unlikely to achieve this requirement, so it would not be in compliance.

4. The solicitation says “pumps which can be readily disassembled to demonstrate the condition of the impeller and impeller chamber shall be used.” What is the timeframe to disassemble?

a. There is no timeframe.

5. What types of insurance are required and what is the minimum amount of coverage

a. The insurance needs are going to vary depending on the resource, and so will the amounts. All vendors are required to be adequately covered. I recommend working with your insurance agent to know what is right for your company. You can find the insurance requirements in section C.

6. Will the tow vehicle have to be inspected?

a. The tow vehicle isn’t required to be inspected at pre-season inspections but it will be inspected at the incident. If it fails, then your equipment can be rejected from the incident as well as the transport. Keep in mind that if your transport is red-tagged at the incident then you will have to find another way to transport your equipment home.

7. Will a transport have to stay at the incident the whole time? How do I know how to pay the transport company I contract with? How long will they be at the fire?

a. The transport can be retained by the incident if they incident needs it. You will need to work with the transport company to decide how to deal with the situation. You submit quotes for mileage and transport minimum guarantee to pay for the retained transport. The resource could be at the fire anywhere from a couple of hours to a couple of weeks depending on the fire needs and the personnel available to operate the equipment.

8. How long are shifts?

a. Shifts are typically 16 hours, but may be less depending on the incident. They could also be more if the incident commander thinks it is necessary.

9. When do the solicitations close?

a. February 1st at 00:00.

10. What are the chipper training requirements?

a. Operators are required to know how to operate the equipment and must have RT- 130 with the fire shelter.

11. Is it acceptable that operators are taught how to operate the equipment by the manufacturer or does the Forest Service require specialty training?

a. The solicitation requires that the operators know how to operate the machines, but there is not specialty training, so the training from the manufacturer should be adequate as long as it covers all aspects of machine operation.

12. If we subcontract, are transport operators required to have RT-130?

a. Yes. Even though the transport is not listed on the agreement, it is paid by the incident at the rates listed in the agreement. Based on this, I consider the transport to be “under agreement,” so the requirement for RT-130 applies. In addition, transports are frequently retained by the incident, so RT-130 would be necessary.

D.3.1 – TRAINING/EXPERIENCE(a) each person under this Agreement shall meet the following minimum requirements:

(1) RT – 130 Annual Fireline Refresher including fire shelter.

(2) Commercial Drivers License (for transports, when required).

13. What are the lighting and screen requirements on road graders?

a. D.2.1.1(a) (2) “Road Graders are not required to meet logging safety standards.

Factory enclosed cabs or open cabs with factory installed roll-over protection systems in place are acceptable on Road Graders.

b. D.2.1.1(a) (4) Lighting Minimum 2 rear, 2 forward

14. Is there a minimum age requirement for road grader operator?

a. Yes – 18. D.3 (b) states that “persons under 18 years of age shall not perform hazardous or arduous duties during wildland fire management operations”

15. What are the dispatch area requirements and is there an advantage if your resource is close?

a. Your resource must be within 450 miles of the selected dispatch center. The DPL calculations do not take distance from dispatch into account.

16. Can you move equipment around to different areas depending on the fire activity?

a. You will only be dispatched out of the center identified in your agreement, and you can only change centers once a year – during the rollover period.

17. Are vendors required to meet the date/time needed?

a. Yes. If you cannot meet the date/time needed by the incident, dispatch can move on to the next vendor on the DPL.

18. Do operators need S-130, S-190 and a pack test?

a. Training requirements are going to vary depending on the resource solicited. The solicitations available for quote this year do not require a pack test, but Miscellaneous Heavy Equipment and Chippers require RT-130 with fire shelter.

Make sure to read section D.3.1 very carefully.

19. Can you put a support tender on as a gray water truck?

a. You can, but it can only hold an agreement as one or the other. We do not allow gray water trucks to be used as support tenders, so you must choose carefully. See D.2.1.2.2. Hopefully, there will be a slight language change in the next maintenance cycle to clarify this requirement.

20. Can a gray water be turned into a potable water truck?

a. No. D.2.1.2.1(a)(1) states “do not use containers that have ever been previously used for gray water, toxic or bio-hazardous substances.”

21. Can you use a skidsteer as a mulcher?

a. As long as it meets the requirements in D.2, there is nothing stating you cannot use a skidsteer.

22. What do you do with the chips from a big chipper? How do the chips get disposed of?

a. In general, the Government will deal with the chips from the chipper.

23. This summer we had separate E-#s for the excavator, masticating head, and bucket on the boom-mounted masticator. Is that normal?

a. I intend to discuss this with the teams this year. That is not the appropriate way to order these items – it may be best to think of the resource and head as a unit. An excavator with a bucket is one “unit” (ordered off of VIPR), an excavator with a masticating head is a different “unit” (ordered off of a different VIPR agreement), and an excavator with multiple heads intended to be switched out as necessary is a third “unit” (and should be ordered with an incident-only agreement/EERA). In addition, not all boom-mounted masticators are mounted to an excavator, so this can cause some issues with ordering as well. If you are ordered as an excavator and have a masticating head added as an EERA (just for the head), this is considered out of scope of the excavator agreement and the whole piece of equipment should be put on an EERA.

24. COMMENT FROM PARTICIPANT: It is important to note that vendors do not have to accept work that is out of the scope of the agreement and they can always contact Stephanie if they are unsure or worried about repercussions.

25. Are you doing portapotties on VIPR?

a. No, we decided not to do portapotties on VIPR. These will remain incident only.

26. Do hand wash station operators need a red card?

a. RT-130 is not required for the resource operators under the Potable and Gray Water Truck and Handwashing Station (Trailer-Mounted) agreement.

27. Would Stephanie prefer going straight to VIPR SMEs for questions or asking her first?

a. It depends on the question. If you have a question on how to do something in VIPR, it would save you time to go directly to the helpdesk. The same is true if you are having trouble with the VIPR system. However, if you have a question regarding solicitation requirements or need to clarify something in the solicitation please don’t hesitate to contact Stephanie.

28. Do I self-certify or select third party certification on certify.sba.gov for WOSB?

a. If you are uploading all of your documents yourself, you can select self-certify. Third party certification means you paid a company to review your documents and determine that you are a woman-owned small business. If you are interested in third party certification, SBA may have a list of companies to use.