April 22, 2023

Virtual Incident Procurement System

USDA – Forest ServiceAcquisition Management

April 22, 2023 Page 2*Procurement Sensitive Document*

Presentation Outline

• What is VIPR?• Virtual Incident PRocurement

(VIPR) System• EaTIS Pilot• Incident Business Solutions

(IBS)

• Why is VIPR important?• VIPR Capabilities• Benefits of VIPR

• Timeline

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VIPR: Virtual Incident PRocurement

VIPR Web-based Solution

FAR Based PMA for Expanded E-Gov

A-123 Compliant OIG Compliant

Vendor CO

DispatcherInter-Agency Dispatch (ROSS)

InspectorFS

Financial Systems

EvaluatorDOI

Financial Systems

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EaTIS Pilot

Equipment and Training Inventory (EaTIS) system developed in-house

Rolled out as a pilot in 2006 to Regions 1, 5, 6 for limited equipment

IV&V held to analyze system before deployment to national level

IV&V Recommendation: The prototype is unsuitable for national deployment. The application should be re-developed.

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Incident Business Solutions (IBS)

Reuse Data Throughout

VIPRVIPR ROSS ISuite or ABS

IBDB at the ASC FFIS

ESB

Data is front-loaded for use by downstream systems

without re-entry.Vendor CO

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VIPR Capabilities

• Vendors submit competitive quotes online• Calculates Best Value – on 1000s of pieces

of equipment• Generates Best Value priority table for

Dispatch• Allows cost-effective source selection• Manages solicitations, quotes, awards• Online access to equipment and training

records • Tracks equipment inspections• Maintains vendor past performance• Serves as system of record

• Historical information • Report capable

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Manual$ 4.1 m/year – AQM staffing $ 2.5 m/year – Payments staffing

Automated $ 0.7 m/year- AQM staffing $ 1.2 m/year – Payments staffing

Estimated Cost Avoidance: $4.7 million/yr

VIPRSystem is on par with other Incident Business Systems – I-Suite, ABS/IBDB, ROSS

Results in standardization and auditable payment processes: Reduces interest costs Faster payments Reduces need for temporary work force augmentation Helps maintain a clean, unqualified opinion

Completed system will be a work force multiplier; reasonable to do with current workflow and workforce

ABS – Continuation of frontloading aviation contracts into ABS is seamless; enhanced to feed all incident contracts

Aviation contracting process can be enhanced for E-Solicitations E-management Vendor data input

Compliant with OIG recommendations

Timeframe is within commitment to OIG

Benefits of VIPR

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Timeline

Active Project$FY07

VIPRProject

FireSeasons

Business Changes Phase-in

Active$FY09

Active Project$FY08

Fire Season Fire SeasonMarch - Oct Fire Season

FY07 FY09FY08

Manual ProcessesEaTIS – Pilot Regions Only and All Aviation

Automated ProcessVIPR – Nationwide

• National Deployment in Nov 08• Fully operational for 2009 Fire Season• Schedule coordinates with training opportunities between Fire

Seasons• Schedule allows time for business process change preparation

Maintenance