1-1 response contracts basics web seminar. 1-2 how to... ask questions »“?” button on clu-in...
TRANSCRIPT
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Response Contracts Basics Web Seminar
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How To . . .
Ask questions
»“?” button on CLU-IN page
Control slides as presentation proceeds
»manually advance slides
Review archived sessions
»http://www.clu-in.org/live/archive.cfm
Contact instructors
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1-3
Review of Module 1 — Introduction
Introductions of instructors
Overview of workshop
RSC Resources
IMH Handbook overview
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Introduction of Instructors
Instructor – Don Lininger»On-Scene Coordinator, EPA Region 7»Major responses – Columbia Shuttle disaster,
Hurricane Katrina, Kansas tornadoes, Mississippi River flooding
Instructor – Rich Messimer»Field Accountant, EPA Region 3»Major responses – Washington D.C. anthrax
response, Columbia Shuttle disaster, Hurricane Katrina
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Overview of Workshop
Objectives
»Describe capabilities of START and ERRS
»Describe how contractor costs are documented
»Explain interaction between EPA and contractors
Core ER
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RSC Resources
Incident Management Handbook
OSC Toolbox Guide
Reference page in Appendix
Select policy and guidance in Appendix
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IMH Handbook Overview
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ICS Question
What piece of driving advice applies very well to working in the ICS?
a. Remember to watch what’s coming up behind you.
b. Keep your eyes on the road and your hands upon the wheel.
c. Stay in your lane.
d. Put the pedal to the metal.
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Any Questions?
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Module 2:
Overview of Response Contracts
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Review of Module 2 – Overview of Response Contracts
General capabilities
Contract type
Contract teams
Performance Work Statements
Ordering work
COR and CO/PO responsibilities
Contractor duties during major incident
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EPA Contract Personnel
On-Scene Coordinator (OSC)
Contracting officer representative (COR)
Task order project officer (TOPO)
Project officer (PO)
Contracting officer (CO)
Which of the above personnel may an RSC member also be?
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Contract Terminology
Daily work order (DWO)
Technical directive document (TDD)
Task Order
Conflict of interest (COI)
General and Administrative (G&A)
Indefinite delivery/indefinite quantity (ID/IQ)
Performance work statement (PWS)
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General Capabilities of Response Contracts
General START capabilities
» Technical assessment and advice
» Personnel are science-based
General ERRS capabilities
» Conduct cleanup response operations
» Personnel are operations-based
START
ERRS
vs
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START/ERRS Contract Type
ID/IQ time and materials
Fixed labor rates
Fixed equipment rates
Some regions have fixed-price components for START
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START/ERRS Contract Teams
Prime Contractor
Team Subcontractor
Team Subcontractor
Team Subcontractor
Non-team Subcontractors
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START Performance Work Statement
General capabilities
On-call requirements
Response
Site assessment
Preparedness and prevention
Technical support
PWS specific task list
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ERRS Performance Work Statement
General capabilities On-call requirements Response operations
» Project planning» Containment, countermeasures,
emergency and removal response» Decontamination, response mitigation» Transportation and disposal operations» Restoration and soil stabilization» Analytical services» Demolition services» Construction and support facilities» Marine operations
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START Flow Chart
Contracting Officer
Project Officer
Task Order Project Officer
WarrantedOSC
Contracting Officer
Representative
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ERRS Flow Chart
Contracting Officer
Project Officer
Task Order
Project Officer
WarrantedOSC
Contracting Officer
Representative
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START/ERRS Ordering Work
START
»Verbal and written task orders and technical direction documents (TDD)
ERRS
»Verbal and written task orders
Work is ordered or changed by OSC or CO
»With contract authority
»Working within the ICS structure
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Questions on Ordering/Changing Work
What must an OSC have in order to order/change work?
What other RSC members would be able to order/change work?
How likely is it that an RSC member would be able to order/change work?
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Questions on Ordering/Changing Work
What must an OSC have in order to order/change work? – Warrant Authority
What other RSC members would be able to order/change work? – CO or PO
How likely is it that an RSC member would be able to order/change work? –
Not very likely
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Scenario – Ordering/Changing Work
You are an RSC member working for the Planning Section Chief. You are not a COR,
TOPO, PO, or CO. The GIS Coordinator within the Situation Unit is a START
contractor. You identify an additional task that the GIS Coordinator should be
conducting. How do you go about getting this necessary task done?
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START/ERRS COR Responsibilities
COR responsibilities under START and ERRS
» Define scope of work for project prior to issuance of TDD or task order
» Monitor work progress, budget, and schedule
» Request change in scope
» Evaluate contractor performance
Additional COR responsibilities under ERRS
» Review and approve DWOs
» Review and approve 1900-55s
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START/ERRS CO and PO Responsibilities
CO/PO responsibilities» Authorizing officials for contracts» Approve contractor key personnel and EPA CORs» Issue task orders and TDDs» Monitor overall contract expenditures» Approve use of overtime and subcontracting» Review COI determinations and future contracting
requests» Evaluate contractor performance» Review and approve invoices
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START Contractor Duties During Major Incidents
Command – Health and safety monitoring and planning
Operations – Sampling and documentation
Planning – Situation reports, incident action plans, and mapping
START personnel in ICS positions
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ERRS Contractor Duties during Major Incidents
The ERRS contractors will usually conduct most of their
duties as part of the Operations section of the ICS.
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Any Questions?
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Module 3:
How Contractor Costs are Documented and Reviewed
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Review of Module 3 – How Contractor Costs Are Documented and Reviewed
RCMS
Logbooks
Daily Work Orders
1900-55s
Invoices
Regional differences
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Removal Cost Management System (RCMS)
EPA software for estimating, projecting, and tracking removal costs
Estimates costs and assists with preparation of IGCE
Generates Form 1900-55
Projects future costs and burn rates
RCMS template in Appendix
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Logbooks
Personal log
Site log
Other logs
Guidance on maintaining logbooks
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Daily Work Orders
Describes work to be performed
»Number and type of personnel to do the work
»Authorized equipment and expendable materials
»Health and safety issues
»Sampling and analytical requirements
»Scheduling of shipments
Reviews work completed
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Form 1900-55
Issued daily – personnel/equipment/other field costs
Signed by contractor and COR
COR compares 1900-55s to daily work orders, site sign-in logs, and vendor receipts
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Invoices
Submitted monthly
Required for payment of the contractor
Review and approval process
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Question on Cost Documentation and Review
Would an RSC get involved indocumenting and reviewing
contractor costs?
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And the Answer Is . . .
Would an RSC get involved indocumenting and reviewing
contractor costs?
Absolutely!
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Which RSC activities below are related to cost documentation and review?
Checking in and checking out equipment Observing and reporting to command post on
field operationsKeeping log of personnel and activities of a field
crewMonitoring weather forecasts and changes in
weatherReviewing draft maps created by START
contractorSending sampling results to EPA headquarters
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Regional Differences
RCMS for START
Invoice review
Daily work order and ICS forms
Field accountant (FACC)
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Any Questions?
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Module 4: Giving Direction to EPA Contractors
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Review of Module 4 – Giving Direction to EPA Contractors
Giving direction to contractors
Interactions to avoid
Responsibilities for providing direction to contractors
Scenarios
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Giving Direction to Contractors
Task orders and TDDs provide necessary technical direction through the SOW»Technical direction clarifies ambiguous
technical requirements in the SOW»DWO provides detailed description of work
described in the SOW»All technical direction must be within scope of
contract and SOW»Verbal technical direction should be followed
up in writing
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Interactions to Avoid
Contractors cannot perform inherently government functions
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Contractors cannot perform personal services for EPA
Interactions to Avoid
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EPA personnel are prohibited from certain actions related to
subcontracting
Interactions to Avoid
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Responsibilities for Providing Technical Direction to Contractors
OSC/COR
CO/PO
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Scenario 1
Several START personnel are working with you, an RSC and COR, in a field unit. You are the field unit leader. You provide technical direction to an individual to conduct perimeter air monitoring for VOCs, combustible gases, oxygen, and carbon dioxide while several drums are opened. The individual agrees but says he must first discuss the request with a different START individual.
What might be happening?
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Scenario 2
You are an RSC working in the field as part of a unit that is identifying and mapping the location of hazardous materials. The Division/Group leader is a warranted OSC, and the unit is made up of ERRS prime contractors and non-team subcontractors, a START individual, and you. The work to be conducted that day involves identifying and mapping containers in Cell 23. A local official calls you and requests support to conduct these same activities in a different area. You send two ERRS subcontractors to the new area to provide the requested support.
What, if anything, did you do wrong?
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Scenario 3
You are working in the IMT Planning Section as a member of the situation unit. An experienced START responder is the unit leader. The unit leader assigns tasks for collecting information and preparing the situation report. You receive your task assignments from the START responder.
Is there anything wrong with this picture?
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Scenario 4
You are an RSC working in the field as part of a unit that is identifying and mapping the location of hazardous materials. You are not a COR.
You notice a contractor employee smoking in the hot zone. What should you do?
You notice a contractor employee drinking a water in the decontamination zone. What should you do?
You notice that a contractor employee has developed a rip in the back of her tyvek. What should you do?
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Scenario 5
You are an RSC and COR and are part of a field crew as field observer for EPA. The crew is scheduled to work a 12-hour shift. After four hours, bad weather develops and you send the crew back to the hotel.
What, if anything, did you do wrong?
What is the appropriate billable time for the crew?
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Any Questions?
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Module 5:
Wrap Up
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Module 5 – Wrap-Up
As an RSC, be familiar with the START and ERRS PWS’s
If you are a COR, be very knowledgeable of the START and ERRS PWS’s»How costs are documented, reviewed, and
approvedBe aware of what is considered acceptable
technical directionFully understand activities that are improper and
prohibited
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Module 5 – Wrap-Up
When in doubt, check the contract and/or ask the PO/CO
Know the prime and team subcontractors for START and ERRS contracts and the POs and COs
Know your role and function in the ICSExpect to interact with contractor and government
personnel during a major incident»Know the roles and functions of all personnel in
the ICS»Especially those you interact with the most
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Any Final Questions?
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