Property, Cache, and

Fire Replacements

Region 5

 

 

 

2005

 

·      Supply / Logistics Type 1 or 2 Incidents. . . Page 1

·      Type 3 or 4 Incidents. . . . . . . . . . . . . . . . . . Page  2

·      Cache. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 4

·      Who Pays . . . . . . . . . . . . . . . . . . . . . . . . . . . .Page 5

·      Fire Replacements . . . . . . . . . . . . . . . . . . . .Page 5

·      Finance Contacts and Authorities . . . . . . . Page 10

Question and Answer Guide

Supply / Logistics – Type 1 or 2 Incidents

1.                  Responsibilities

The incident Supply Unit Leader (SPUL) will be responsible for handling incident replacement requisitions when a Type 1 or Type 2 incident management team is assigned. 

2.                 How to approve a request

The SPUL approves replacement requests based on Engine Accountability sheets or other fire equipment inventory documents approved by the requesting resource’s home unit.

3.                 Procedures for replacements

If equipment and supplies are available at the incident for replacement, the request is filled at the incident Supply Unit. 

If equipment and supplies are unavailable at the incident for replacement, AND the requesting resource is not being immediately demobilized, the Supply Unit will place a resource order for needed items through appropriate channels to the servicing fire cache.  The order will be shipped to the incident and replacement will take place at the Supply Unit.

4.                 Replacements unable to be filled when demob is underway

If equipment and supplies are unavailable at the incident for replacement, AND the requesting resource is being demobilized, an OF-315, Incident Replacement Requisition, (NFES 1300) will be completed by the Supply Unit and forwarded to the geographic area cache.  Authorized approvals and signatures MUST be included on the requisition to the geographic area cache.  For Type 1 and Type 2 incidents, these approvals are limited to:  Incident Supply Unit Leader, Logistics Section Chief, Support Branch Director, Incident Commander or Agency Administrator or Representatives.

Type 3 and 4 Incidents

5.                 Incident Replacement Requisitions

The hosting unit Agency Administrator or Representative, such as the Fire Management Officer, will be responsible for handling incident replacement requisitions on Type 3 and 4 incidents.  The Agency Representative will approve replacement requests based on Engine Accountability sheets or other fire equipment inventory documents approved by the requesting resource’s home unit. 

6.                 Filling Requests

If equipment and supplies are available at the incident for replacement, the request is filled at the incident host unit.  If equipment and supplies are unavailable at the incident for replacement AND the requesting resource is not being immediately demobilized, the hosting unit will place a resource order for needed items through appropriate channels to the servicing fire cache.  The order will be shipped to the incident and replacement will take place at the host unit.

7.                 Personal Protective Gear

FS-approved fire shelter

FS approved hardhat

Eye Protection

Hearing Protection (85 dB and above)

Long sleeved shirt and pants of FS-approved flame-resistant fabric.

FS-approved leather nongauntlet gloves

Heavy duty cut-resistant or leather, waterproof or water-repellent 8” high laced boots with nonskid soles (Condition of Hire policy—FSM 6716.03)

(Specialized positions have additional requirements)

See WO Amendment to the Safety and Health Handbook  6709-11-99-1 (Reference 25.11)

8.                 Uniforms / Clothing

Uniforms are not issued to non-federal employees.

FSH 6159.03 – but if a FS retiree has a uniform they want to wear to a function, a dress or field uniform may be worn. Law enforcement uniforms are not to be worn after retirement.

Cache

9.                 Cache Processing

The incident’s servicing cache may forward complete requisitions to the requesting unit’s geographic area cache for processing.  If a cache is unable to fill the request (i.e., does not stock item), the cache will forward request to the closest cache that does stock the item for processing.  (NWCG National Fire Equipment System Catalog, page 47.)

10.            Approvals

Pre-approval from the Agency Administrator will be required for any item ordered from non-cache sources to meet special needs or individualized specifications when similar items are available from the cache. 

The Finance Section Chief and Supply Unit Leader approve cache replacement requests.  The Supply Unit Leader and/or Claims Specialist works with the requestor to prepare the required documentation.

11.               Fire Loss Tolerances

The categories for fire loss tolerances are:

Consumable = 100%

Durable = 10%, 20% and 30%

Accountable = 0%

12.             If a personal item is lost, damaged, or destroyed

Personal property that was reasonable, useful and proper under the circumstances, for loss or damage occurring incident to the individuals’ services, coverage is under the Military Personnel and Civil Employees Claims Act. 31 USC 3721.


Who Pays

13.               When another agency’s incident occurs, who pays?

The hiring agency processes the claim. When the emergency is non-fire, the agreement between agencies addresses the payment authority. Presidential-declared FEMA disasters, Stafford Act and Economy Act authorities must be recognized to ensure liability and reimbursement provisions are established for our agency. 1590 Letter dated 4/2/2003 signed by Jerry T. Williams, Director, FAM, WO-FS.

14.             Claims against the government

The Military Personnel and Civilian Employees Claims Act (31 USC 3721) covers casual and regular employee claims for loss of or damage to personal property, provided possession of the property was reasonable, useful, and proper under the circumstances, and the loss or damage occurred incident to the individual’s service.

See FSH 6509.11g for claims related to property damage related to suppression actions.

15.              Contractor Property

Contractor owned property that is damaged or lost must be documented via a claim process and submitted through the incident Procurement Unit Leader or Contracting Officer.

16.              Property: Lost / Damaged / Destroyed

The damaged/destroyed property must be returned to Supply with written documentation of the cause of damage, plus photos, witness statements, etc.

These items will be replaced in the incident supply unit.  

Fire Replacements

17.               Approving Purchase of Replacement Items

SPECIALTY ITEMS MAY BE REPLACED WITH NO MORE THAN “CACHE” QUALITY AND COST OR if the cache replacement is not acceptable, a resource order may be issued with an “S” number assigned for the value commensurate to the cost of the (documented as identified above) destroyed/damaged item to allow the purchase of the replacement item off of the incident.  THESE ITEMS MUST BE PRE-APPROVED BY THE AGENCY ADMINISTRATOR.

18.             Supplies Consumed on the Incident

Replacement of supplies consumed on the incident should be replaced from the existing incident supplies.  If not available from Supply, an OF-315 must be prepared along with a resource order approved and an “S” number provided by Supply.

19.              Chainsaw Parts

Chainsaw parts orders should be filled before you leave the incident!  Only reasonable (very low) quantities of replacement parts will be issued for offsite “S” numbers.

20.           Individual Property

Individual Property, lost or damaged, must be replaced only by filing an individual employee claim form AD-382 or DI-570.

21.             Government Vehicles

Government vehicles such as WCF, GSA, etc. should charge to FOR – not the incident for normal wear and tear items.

22.            Documenting Lost or Damaged Government Property

IIBMH 5109.34, Chptr 30, Sec 35, #4, requires that damaged or lost government property be documented on the OF-289, Property Lost or Damage Report, Fire Suppression. It must describe the circumstances of the loss and have official signatures.  The IMT will review, sign and take any follow-up action.  All reports are submitted to the Incident Agency.  The OF-315 is to be used for replacement of cache items only, NOT SPECIALTY ITEMS.    

23.            Specialty Items

The Agency Administrator has the authority to establish additional purchasing restrictions or limitations on the above items.

*Approval for use of cell phones during the assignment must be received from the incident agency in order for the cost of telephone calls to be billed back. A resource order number should be issued for documentation and approval and a copy attached to any billings submitted for reimbursement. Reimbursement will not occur without proper documentation.  

24.            Charging Incident for Replacements

Property items purchased through preparedness funds and replacements due to normal wear and tear should be accomplished using home unit funds, not incident funds. If the government property item was damaged on the incident due to a specific event, e.g., wind event destroys tent, the incident could, upon receipt of required documentation and proof of damage, authorize replacement using the Incident Replacement Requisition. Cache items could be replaced if available at the incident; replacement of non-standard items is the responsibility of the home unit.

25.            Home Unit Responsibilities

Home units are responsible for processing personal property loss/damage claims. Only specific individuals have the authority to settle claims. Incident Management Teams do not have the authority to approve personal property claims or authorize expenditure of funds to replace items (see IIBMH Chptr 70).

26.             Charges to an Incident must be Supported by a Resource Order

The incident agency is responsible to specifically order items necessary for the resource to accomplish position duties. i.e.: if the resource is ordered with cell phone, then the home unit can charge the incident for incident related costs; if not ordered, the home unit must use home unit funds. 

27.            Mobilization Check List

The IMT mobilization checklist facilitates mobilization and initial incident response. Agency Administrators should be personally involved in reviewing and determining the appropriateness to the specific incident to provide effective oversight and consider possible costs savings to an incident (IBPWT Letter of 05/11/04 Cost Management Issues).

28.            Reducing an Emergency

When a life threatening situation occurs and an employee has the means to reduce an emergency and does so, if personal property is expended or damaged to lessen that emergency, the employee should be reimbursed for an item’s use on an incident. An SF-1164 is completed and receipt attached for obtaining approval. A Safety Manager can approve reimbursement in such a situation.


 Finance Contacts and Authorities

29.            Contacts for Region 5 incident business questions

Layna Kinsman (707) 562-8712 or lkinsman@fs.fed.us

Debbie Klippenstein (530) 642-5370

30.           Contact for Region 5 claims questions

Akin Akindele (707) 562-8830

31.              Contacts for Cache questions

 

32.            Regulatory Authorities and Guide disclaimer

The only purpose of this Guide is to provide a helpful reference about Property and Cache information. The FSH 5109.34 Interagency Incident Business Management Handbook, Chapter 30 – Property Management is the official direction. This Guide is not to be used as final authority. Official regulations take precedence and must be relied upon when conflicts and interpretive questions arise.