INSTRUCTIONS FOR INCIDENT REPLACEMENT

Transcription

1 INSTRUCTIONS FOR INCIDENT REPLACEMENT Revised 02 MAY 2016 PURPOSE A methd t authrize expenditures against the incident fr replacing cnsumed, lst, damaged, r destryed items. This is nt a tl fr upgrading r updating supplies, r fr supplemental acquisitins. The key pint t remember: Leave the incident supplied with n mre and n less than yu arrived. DEFINITIONS Cnsumable Thse items nrmally expected t be cnsumed during an incident. Fr example, cnsumable persnal use and firefighting items include batteries, plastic canteens, ear plugs, glves, light sticks, air filter masks, etc. Nn-cnsumable r Durable Items items that can nrmally be used mre than nce. Fr example, nn-cnsumable persnal use items and firefighting equipment include sleeping bags, helmets, fire shirts, fire hse, nzzles, reducers, etc. NFES Item (Natinal Fire Equipment System) standardized supply and equipment item available thrugh the cache. Nn-NFES Item nn-cache supply and equipment item. REQUIREMENTS An Incident Replacement Requisitin frm (use required agency frm) must be cmpleted and signed by the Requestr. Requests fr nn-cnsumable/durable items will require a justificatin statement explaining the lss, damage r destructin. The requisitin must be apprved, authrized and signed by a designated persn respnsible fr handling incident replacement requests. On Type 1 and Type 2 incidents, the Supply Unit Leader (SPUL) and Incident Cmmander (IC) may be the designated authrities fr replacement requests f NFES items. Replacement n the incident is made at the Supply Unit. On all ther incidents and fr nn-nfes r nn-standard supply items, the hst unit agency administratr r representative, such as the Fire Management Officer (FMO) r Incident Business Advisr (INBA), may be the designated authrity. Replacement n the incident is made at the hst unit if pssible. 1 P a g e

2 NFES and nn-nfes items must be dcumented n separate frms. Replacement rders shuld be prcessed within 30 days f cntrl f the incident. Apprval f replacement requests can be based n Engine Accuntability sheets r equivalent inventry dcuments prvided by the Requestr s hme unit. Apprved requests shuld be filled at the incident prir t dembilizatin, especially if the Requestr is mving t anther incident assignment. If incident supply is nt pssible, replacement items can shipped t the hme unit r in sme circumstances be purchased at the hme unit if the requestr has an apprved resurce rder (S#). 2 P a g e

3 FEDERAL RESUPPLY PROCESS (DOI & USDA) The Requestr cmpletes and signs the apprpriate Incident Replacement Requisitin frm: OF-315/NFES 1300 Incident Replacement requisitin ICS-213-General message Frm OF-289-Prperty Lss r Damage Reprt, Fire Suppressin The signature verifies that the requested items meet the criteria f having been cnsumed, lst, damaged r destryed n the specified incident. If equipment and supplies are available at the incident, the request is filled at the incident Supply Unit r hst unit. NFES Items: If equipment and supplies are nt available at the incident and the Requestr: Is nt being immediately dembilized: a resurce rder fr the requested items t the incident s servicing cache via apprpriate channels. The rder will be shipped t the Supply Pint at the incident. Is being dembilized immediately: the Incident Replacement Requisitin frm will be frwarded t the incident s servicing cache. The servicing cache, in turn, will frward the requisitin t the Requestr s hme servicing cache r nearest stcking cache. Replacement items will be shipped t the Requestr s hme unit. If yu are instructed t leave equipment n the line an incident issue authrizatin frm MUST be signed by a Divisin Supervisr (DIVS) r abve t have it replaced by fire cache. DIVS will have these frms with them. The servicing cache will prcess any frwarded replacement request (and its crrespnding justificatin statement) if and nly if authrized apprvals and signatures are included n the requisitin. These apprvals are limited t: Incident SPUL, Lgistics Sectin Chief (LSC), Operatins Sectin Chief (OSC), IC r Agency Administratr r Representative. A cache may questin a requisitin if it is unreasnable, unusual, unclear r therwise suspicius, r may recmmend a vendr fr direct rdering if cst-effective. Nn-NFES Items: Nn-NFES r nn-standard supply items-requests taken t the Ordering Manager (ORDM) at the incident are verified by the OSC (if available) r designee. Once the resupply request has been verified, the Finance Sectin Chief (FSC) will wrk with a lcal Incident Business Advisr (INBA) t prcess the resupply request. Replacement items nt available at the incident can be shipped t the hme unit r in sme circumstances can be purchased at the hme unit if the requestr has an apprved resurce rder (S#). 3 P a g e

4 OREGON DEPARTMENT OF FORESTRY (ODF) FEDERAL RESOURCE RESUPPLY PROCESS The FSC will make cntact with the lcal INBA n all requests t resupply resurces assigned t ODF incidents. ODF will lk at each incident/situatin t prcess resupply requests. Cnsumables are replenished in a reasnable amunt the cache manager will decide what is reasnable r excessive. Use best judgment. ODF s practice is t resupply items (like batteries) n a daily basis t minimize the ptential fr large needs at the end f an assignment. If yu decide t resupply items ther than n a daily basis, yu shuld cntact the FSC fr authrizatin wh is in cnsultatin with the OSC t evaluate yur request. Nn-Cnsumables: If yu are instructed t leave equipment n the line an incident issue authrizatin frm MUST be signed by a Divisin Supervisr (DIVS) r abve t have it replaced by fire cache. DIVS will have these frms with them. Fr all ther nn-cnsumable items the FSC will wrk with a lcal INBA t assist in the prcess. The federal resurce will cmplete the Incident Replacement Requisitin OF-315 and have it initialed by a DIVS r abve. Initialing the OF-315 des nt acknwledge that ODF will pay fr the supplies but is just a review prcess. After the OF-315 has been reviewed submit the frm t the FSC. The FSC will wrk with the lcal INBA in securing the supplies as utlined in the instructins n the OF-315. The FSC and INBA will dcument wh is the paying agency fr the resupply. Lst r damaged equipment will be filed under yur agencies insurance prcess. The Incident Analysis Frm shuld be cmpleted at the incident dcumenting what happened. 4 P a g e

5 WASHINGTON DEPARTMENT OF NATURAL RESOURCES (DNR) - RESOURCE RESUPPLY PROCESS The INBA needs t be cnsulted n all requests t resupply all resurces assigned t DNR incidents. DNR needs t lk at each incident/situatin t prcess resupply requests. Cnsumables are replenished in a reasnable amunt the cache manager will decide what is reasnable r excessive. Use best judgment. DNR s practice is t resupply items (like batteries) n a daily basis t minimize the ptential fr large needs at the end f an assignment. If yu decide t resupply items ther than n a daily basis, yu shuld cntact the FSC fr authrizatin wh is in cnsultatin with the OSC t evaluate yur request. Nn-Cnsumables: If yu are instructed t leave equipment n the line an incident issue authrizatin frm MUST be signed by a DIVS r abve t have it replaced by fire cache. DIVS will have these frms with them. Fr all ther nn-cnsumable items the FSC will wrk with an assigned INBA t assist in the prcess. All resurces will cmplete the Incident Replacement Requisitin OF-315 and have it initialed by a DIVS r abve. Initialing the OF-315 frm des nt acknwledge that DNR will pay fr the supplies but is just a review prcess. After the OF-315 frm has been reviewed submit the frm t the FSC. The FSC will wrk with the assigned INBA in securing the supplies as utlined in the instructins n the OF-315 frm. The FSC and INBA will dcument wh is the paying agency fr the resupply. Lst r damaged equipment will be filed under yur agencies insurance prcess. A lst / damage claim frm shuld be cmpleted at the incident. DNR s Initial Incident Reprt must als be cmpleted dcumenting what happened. 5 P a g e

6 Incident Replacement Requisitin Order Frm OF-315 Example 6 P a g e