2025 Dispatch Procedures (final).pdf

C. Contract Terms & Conditions

C.8(b) Dispatch Procedures:

(1) The Government intends to dispatch resources in accordance with the procedures outlined herein.

However, the number of fire orders in process and actual fire conditions at the time of dispatch may require a deviation from these procedures. Any such deviation will be within the discretion of the Government, approved by the Contracting Officer, and will not be deemed a violation of any terms or conditions of this contract.

(2) NICC is the only designated dispatch center authorized to place Task Orders.

(3) The Government has contracts with multiple vendors for Mobile Food Services. All awarded MFSU’s shall be maintained in the Government’s Computer Aided Dispatch (CAD) system and shall be considered for orders. The ordering process is established based on priority groupings, defined as follows:

Priority

Level MFSU Status Description

First In MAP, at DDP In order to be considered for First Priority a MFSU must be available to meet date-time-needed (DTN), within their MAP, physically located at the

DDP.

Second In MAP, not at DDP In order to be considered for Second Priority a MFSU must be available to meet date-time-needed (DTN), within their MAP, but may be physically located outside of the DDP.

Third Outside MAP, at DDP or Company Headquarters

In order to be considered for Third Priority a MFSU must be available to meet date-and-time needed (DTN), outside of their MAP, and physically located at the DDP or the company headquarters.

Fourth Call When Needed (CWN)

After all Nationally contracted MSFUs have been ordered or determined unavailable, and as the need becomes known to the Government, NICC will utilize the CWN MFSU BPAs to determine if there are BPA holders that are able to meet the date and time needed.

Availability / Unavailability is defined at D.1.1(j)(k)i (see endnote i.).

Prior to ordering National MFSUs or CWN MFSUs, the ordering agency (NICC) shall perform the following ordering selection process:

(i) NICC generates a CAD report showing all available MFSU’s in order by closest resource to the incident using straight line (commonly referred to “as the crow flies”) miles already incorporated in their CAD system. NICC reviews the report to determine which MFSUs, if any, meet First Priority. If there are MFSU’s that qualify for First Priority, NICC will run the formula on the closest three resources to the incident. The MFSU with the lowest evaluated price will be called to verify their availability to meet date and time needed and physical location (at DDP). If this MFSU is available and at their DDP they will be issued the order. If this MFSU is not available to meet date and time needed or is not physically located at their DDP they would be ineligible for the order and the MFSU with the next lowest evaluated price will be called. This process will continue until an MFSU is assigned to the incident. If none of the three closest First Priority MFSU resources are assigned then NICC will run the formula for the next three closest First Priority resources and follow the same process.

(ii) If NICC reviews the CAD report and finds no MFSU’s in the First Priority then Second Priority resources will be considered. NICC will obtain the location of all Second Priority resources and run the formula below on the closest three units to the incident using the CAD system as described above. The MFSU with the lowest evaluated price will be called to verify their availability to meet date and time needed. If this MFSU is available to meet date and time needed they will be issued the order. If this MFSU is not available to meet date and time needed they would be ineligible for the order and the MFSU with the next lowest evaluated price will be called. This process will continue until an MFSU is assigned to the incident. If none of the three closest Second Priority MFSU resources are assigned then NICC will run the formula for the next three closest Second Priority resources and follow the same process.

(iii) If NICC reviews the CAD report and finds no MFSU’s in the First or Second Priority then Third Priority MFSUs will be considered. NICC will obtain the location of all Third Priority resources and run the formula below on the closest three units to the incident using the CAD system as described above. The MFSU with the lowest evaluated price will be called to verify their availability to meet date and time needed. If this MFSU is available to meet date and time needed they will be issued the order. If this MFSU is not available to meet date and time needed they would be ineligible for the order and the MFSU with the next lowest evaluated price will be called. This process will continue until an MFSU is assigned to the incident. If none of the three closest Third Priority MFSU resources are assigned then NICC will run the formula for the next three closest Third Priority resources and follow the same process.

(iv) If NICC reviews the CAD report and finds no MFSU’s in the First, Second, or Third Priority are available, then Fourth Priority MFSU’s will be considered. NICC will obtain the location of all Fourth Priority resources and run the formula below on the closest three units to the incident using the CAD system as described above. The MFSU with the lowest evaluated price will be called to verify their availability to meet date and time needed. If this MFSU is available to meet date and time needed they will be issued the order. If this MFSU is not available to meet date and time needed they would be ineligible for the order and the MFSU with the next lowest evaluated price will be called. This process will continue until an MFSU is assigned to the incident. If none of the three closest Fourth Priority MFSU resources are assigned then NICC will run the formula for the next three closest Fourth Priority resources and follow the same process.

(v) For all orders, regardless of priority, the MFSU must respond to NICC within 30 minutes of being contacted. In the event the Contractor cannot confirm in the specified timeframe, NICC will proceed with the dispatch procedures outlined above. When NICC determines no National MFSUs can meet the requirement, the Government reserves the right to utilize non-National MFSUs.

(vi) The formula used to determine the lowest evaluated price for all orders considers hypothetical 10-days of performance based on the parameters below and uses actual mileage each way:

1) (Input total *actual mileage to and from the incident) x $ price /mile = total mileage

2) 1 handwashing unit x $ price /day x 10-days = total handwashing unit

3) 1 relocation fee x $ price = total relocation fee

4) Meals to include sum of all items below x 10-days = total meals:

• 400 breakfast x $ breakfast price

• 100 cold can breakfast x $ cold can breakfast price

• 600 Shift Provisions/Sack Lunches x $ Shift Provisions/Sack Lunches price

• 500 dinners x $ dinner price

*Actual mileage in the formula is determined using Google Maps® for the shortest mileage distance from the current location of each MFSU to the address specified on the Resource Order. In the event Google Maps® is not operable, the Government may use any other consistent method of determining the shortest mileage distance.

(vii) NICC shall document the selected MFSU on the Resource Order and maintain appropriate ordering procedure documentation. NICC shall send the documentation to the Contracting Officer at the time of placing the order.

(4) When a Contractor agrees to a delivery schedule at the time the order is placed, the Contractor is required to perform in accordance with the agreed upon schedule documented on the Mobile Food and Shower Service Request Form (SRF). In addition, the Contractor is required to follow DOT regulations at all times. Failure to meet delivery time for the first dinner meal may result in poor past performance evaluation, temporary suspension of the unit, monetary deduction, and risk not receiving a renewal of their next Option Period resulting in that MFSU’s removal from the contract.

i STATEMENT OF WORK (SOW) D.1.1(j)(k)

(j) Availability - During an MFSU’s Mandatory Availability Period (MAP), the Contractor is required to provide an availability status and daily availability to the Contracting Officer (CO) and NICC by 1000-hours Mountain Time for each MFSU at Nat'l MFSU Availability Report.

• NICC Status Status is used to populate MFSUs in the WildCAD system (or whatever system NICC is using) as either available or unavailable throughout the season.

o MFSU/MSFU status begins each calendar year as unavailable and remains as such until the initial availability notification is submitted. Additionally, the Contractor must submit this form:

• When the MFSU becomes unavailable (contractor reasons).

• When the MFSU becomes available again.

o It is recommended when MFSUs are demobilized from an incident that the Contractor communicates with NICC and the CO that the MFSU is either available or unavailable while returning to the DDP.

• Daily Availability Availability is used to validate an MFSU status as either available or unavailable throughout the season.

o MFSU availability begins each calendar year as unavailable and remains as such until the initial availability notification is submitted.

♦ This response is required to make an affirmative declaration when you are in MAP and that you are available each day to receive your $1,000.00 min guarantee, if applicable. If you do not send the notice in each day, you will be determined to be unavailable and may be considered unavailable in the NICC WildCAD system for receiving orders.

• To be considered for an assignment outside of an MFSU’s MAP, the resource is required to be physically located at either their DDP or the Company’s Headquarters (defined as the company’s regular operating physical address as stated in Block 17 on Standard Form 1449) and have emailed their availability status to NICC and the CO.

• The Contractor must notify NICC and the CO via email if the physical location of the MFSU changes. Failure to provide daily notifications during an MFSU’s MAP may result in a poor past performance evaluation and/or suspension of the unit. The intent of this contract is to have MFSUs available to the Government during MAPs.

• The Government reserves the right to periodically verify the availability and location of all units.

(k) Unavailability - The Contractor shall notify NICC and the CO of any unavailable status, via Nat'l MFSU Availability Report, at any time.

• A Contractor with excessive unavailability during their MAP (20 percent or greater) may result in poor past performance evaluation, temporary suspension of the unit, and risk not receiving a renewal of their next Option Period resulting in that MFSU’s removal from the contract.

• When a Contractor is unavailable during their MAP, the length of their unavailability shall be deducted from the total amount of their minimum annual guarantee under this contract. The amount of the deduction will be based on the daily rate.

• The Contractor is not obligated to accept orders if they have notified NICC and the CO of their unavailability in advance of the placement of an order. The Government is not obligated to offer orders to MFSUs that are in unavailable status or under temporary suspension.