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2015 Contract Administration, Clause Review & EQTR Refresher

Northern Rockies2015 Incident Business Webinars

Emergency Equipment Use Invoice Common Errors

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2015 Contract Administration, Clause Review & EQTR Refresher

Time Under Hire

Emer Equip Use Invoice – Common Errors Time Under Hire

Per the IIBMH: “The time under hire shall start at the time the resource begins traveling to the incident after being ordered by the government, and end at the estimated time of arrival back to the point of hire after being released.”

“For fractional days at the beginning and ending of time under hire, payment will be based on 50 percent of the Daily Rate for periods less than 8 hours.” • Shift ticket indicates time under hire of 1700. First day total time under hire is 7 hours (1700 – 2400). Fractional day less than 8 hours so 50% daily rate applies.

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2015 Contract Administration, Clause Review & EQTR Refresher

Time Under Hire (continued)

Emer Equip Use Invoice – Common Errors

Time Under Hire

• Resources under hire more than 8 hours, with a separate operator for transport.

• Although the shift ticket indicates a 6 hour shift the dozer and transport were under hire on 8/23/12 from 0001-1200 (12 hrs).

• Minimum Daily Guarantee should be paid on both dozer and transport.

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Transport Daily Rate Application

Transport Daily Rate Application

• One operator for transport and heavy equipment - minimum daily guarantee for transport is reduced to 65%.

• Reduced rate applies to all days under hire with only one operator for heavy equipment and transport. • Mileage for transport exceeds the reduced min daily guarantee on 8/11 & 8/14.

Emer Equip Use Invoice – Common Errors

$568.75

2015 Contract Administration, Clause Review & EQTR Refresher

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2015 Contract Administration, Clause Review & EQTR Refresher

Separate Transport Operator

Emer Equip Use Invoice – Common Errors

Separate Transport Operator

• Separate operators for transport and heavy equipment - minimum daily guarantee or mileage rate for transport is paid.

• Number of operators may vary from day to day so transport rates will also vary.

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2015 Contract Administration, Clause Review & EQTR Refresher

Transport Pay Matrix

Transport Pay Matrix

Transport Attached to Heavy Equipment(Same RO)

# of Operators forHeavy Equipment &

TransportTwo Operators One Operator

Regular ShiftUnder Hire ≥ 8 Hours

Paid Minimum Daily Guarantee or Mileage (whichever is greater)

Paid 65% of Minimum Daily Guarantee or Mileage (whichever is greater)

Regular ShiftUnder Hire < 8 Hours

Paid 50% of Minimum Daily Guarantee or Mileage (whichever is greater)

Paid 32.5% of Minimum Daily Guarantee or Mileage (whichever is greater)

Double ShiftWhen Ordered

Paid Minimum Daily Guarantee x 165% or Mileage

(whichever is greater)

Paid 65% of Minimum Daily Guarantee x 165% or Mileage

(whichever is greater)

Stand Alone Transport(Separate RO)

Regular ShiftUnder Hire ≥ 8 Hours

Paid Minimum DailyGuarantee or Mileage (whichever is greater)

Regular ShiftUnder Hire < 8 Hours

Paid 50% of Minimum DailyGuarantee or Mileage (whichever is greater)

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2015 Contract Administration, Clause Review & EQTR Refresher

Porta Potties / Handwash Stations

Emer Equip Use Invoice – Common Errors

Porta Potties / Handwash Stations

• Mileage exceeding 100 miles per calendar day should be posted.

FYI . . . Not an error on this invoice but wanted to mention:

• Additional Service Calls, Pickup Fees, Reset/ Relocation fees, if ordered, are per unit.

2015 Contract Administration, Clause Review & EQTR Refresher

Porta Potties with Multiple Daily Rates

Emer Equip Use Invoice – Common ErrorsPorta Potties with Multiple Daily Rates

• Mileage exceeding 100 miles per calendar day added for 8/17/14.

• Note multiple rates applied for same units depending on whether units were serviced or unserviced on day indicated.

From Vendor Porta Pottie/Handwash Station contract:

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2015 Contract Administration, Clause Review & EQTR Refresher

Porta Potties / HW Station Pickup Fee

Emer Equip Use Invoice – Common Errors

Porta Pottie/ HW Station Pickup Fee

• Pick Up fee paid only if the unit(s) is serviced and ordered to be picked up on the same day.

• Additional fee paid to cover cost for

additional trip that must be made to pick up units already serviced that day.

• Contractor must be given 24 hour notice to demob unit(s).

In this instance, Contractor is owed daily rate on all units for final day. Servicing and pickup will occur in one trip so no pick up fee is paid.

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2015 Contract Administration, Clause Review & EQTR Refresher

Operating Supply Responsibility

Emer Equip Use Invoice – Common Errors

Operating Supply Responsibility

• Check agreements to determine if supplies are the responsibility of the contractor or the government.

• Per the EERA, operating supplies are being furnished by the government so fuel expenses paid by the resource were added to invoice for payment.

• Mileage calculation corrections made.

X

Fuel Exp10

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2015 Contract Administration, Clause Review & EQTR Refresher

Severity

Emer Equip Use Invoice – Common Errors

Severity

From Chapter 20 of IIBMH: “Severity shall be paid at 75% of the daily rate for up to a ten-hour day. Shifts exceeding ten hours will be paid the full daily rate.”

• Pay adjusted for 9/6/13 to reflect a payment of 75% of the daily rate for a 7 hour shift on this severity assignment.

Note: In this instance the vendor is a private contractor and is paid according the severity rate of 75% of the full daily rate per Chapter 20 of the IIBMH. Severity rates for LGFF equipment is 50% of daily/hourly rate when in non-fire status as stated in Chapter 50 of IIBMH.

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2015 Contract Administration, Clause Review & EQTR Refresher

Duplicate Payments for Single Day

Emer Equip Use Invoice – Common Errors

Duplicate Payments for Single Day• Emergency Equipment Use Invoices were submitted for 7/13 – 7/15 on two incidents for same resource.

• Original shift tickets for 7/13 – 7/15 were attached to Golden Valley Complex packet only.

• No shift tickets for 7/13 – 7/15 were attached to Billings IA Severity payment packet so line items were questioned, researched and deleted from invoice.

2015 Contract Administration, Clause Review & EQTR Refresher

Equipment and Meal Breaks

Emer Equip Use Invoice – Common ErrorsEquipment and Meal Breaks

Per Chapter 50 of IIBMH – “Equipment will remain in paid status during meal periods, where people are required to show a meal break when they are relieved of duty.”

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2015 Contract Administration, Clause Review & EQTR Refresher

Rate Shift Basis

Emer Equip Use Invoice – Common Errors Rate Shift Basis

• Use invoice indicates hourly rate for equipment contracted at a daily rate.

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Hourly Rates

Emer Equip Use Invoice – Common Errors

Hourly Rates

• When contract indicates an hourly rate, reduced daily rate for periods less than 8 hours is NOT applicable.

• Resource paid full hourly rate for hours worked.

2015 Contract Administration, Clause Review & EQTR Refresher

Agency Owned / LGFF Off-Road Vehicle Daily Rate

Emer Equip Use Invoice – Common Errors

Agency Owned / LGFF Off-Road Vehicle Daily Rate

• Applies to DNRC Agency Owned and LGFF Off-Road use vehicles for line personnel and command vehicles.

• Rate: $100/Day + Fuel, NO Mileage. Fuel and operating supplies will be reimbursed but NO mileage will be reimbursed (per Chapter 50 of IIBMH NRCG Supplement).

Note:• Privately owned off-road vehicles

follows rates contracted through DNRC Off-Road Vehicle solicitation and listed EERA.

In CY14, Off-Road and Law Enforcement vehicle rates were subject to prorating on first and last day if under hire for less than 8 hours.

Change for CY15: • Both Off-Road Vehicle and Law Enforcement Vehicle

daily rates are no longer subject to first or last day prorating.

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