TRANSPO

RTAT

ION A

ND

VEHICLE

RENTA

LS

NO

RT

HE

RN

RO

CK

I ES

IN

CI D

EN

T B

US

I NE

SS

WE

BI N

AR

O R I G I N A L A G R E E M E N T I N T E N T

O R I G I N A L A G R E E M E N T I N T E N T

Preseason agreements to be put in place to provide vehicles capable of off-road use (fire-line)

Pricing to reflect the added risk (wear and tear)

Administration clearly defined (incident)

CONCERNS/ISSUES

General transportation vehicles

Administration confusion

Payment and claim issues

NRCG BOARD OF DIRECTORS DIRECTION

T E A M S

Order vehicles for appropriate on-incident use

Identify on IMT roster transportation needs

Establish team shuttle or carpool opportunities

Assure all documentation is complete

D I S P A T C H

Establish delivery or shuttle service

Reinforce team carpooling

Identify casual hire method of transportation pre-season

WHAT IMPLEMENTATION LOOKS LIKE

I N C I D E N T S U P P O R T

Sufficient vehicles ordered by and delivered to incident

Ground Support Pool Vehicles ordered by the incident will be filled via dispatch off the MT DNRC agreement and will manage all vehicles assigned to incident

Incident completes all payment packages, all vehicles closed out and returned to vendor

All payments will be processed by the host agency

I N C I D E N T T R A V E L

Carpooling and delivery will result in fewer underutilized vehicles at incident

Current agency travel program(s) are available

MT DNRC has a term contract that can be utilized

Hub Zones will be added this season for the Federal partners

RENTAL METHODS AND ORDERINGT H E R E A R E 3 C O N D I T I O N S F O R R E N T I N G U N O P E R A T E D V E H I C L E S W I T H T H I S S O L I C I T A T I O N .

1.Single Resource (Payment via Credit Card ONLY)

2.AD’s and EFF’s (process is the same as a regular agency employee except rentals may be procured by a procurement official using an agency issued purchase card)

3.Direct Incident Order (Payment via OF-286 Emergency Equipment Use Invoice)

Outside of Northern Rockies Geographic Area Travel (Payment via Credit Card Only)

Resource Orders

Inspections

Shift Tickets & Tracking Use

Fueling

Demobilization and Payment Documentation

Re-assignment

Damages and Claims

Vehicle Release

UPDATED FORM

Vehicle Tracking Form 2014 – DNRC Attachment M

Rental Vehicle Tracking Cover Sheet •• Use with vehicles rented through the DNRC Off-Road Rental Contract ••

Dis

patc

h

Incident:

E#:

Vendor: Incident

Agency:

When ordering, call vendor’s 24 hr. # on contract, provide the vendor a RO and ensure incident name & E# are on vendor’s rental agreement. ROSS naming convention: Vendor - Color - Make - Model - License#

Vehicle Information Color Make Model

License # VIN # (last 6) Unit #

Dri

ver

or

Gro

und S

upport

The person in charge of management of the vehicle (the assigned driver, Ground Support, etc…) is responsible for getting the payment and tracking documents (Equipment Envelope with shift tickets, inspections, rental agreement,

etc…) to Incident Finance or the Host Agency

☐ Resource Order has all fill information accurately ☐ Vehicle checked in with Finance?

☐ Shift Ticket start date: ☐ Pre use inspection completed

☐ Shift Ticket end date: ☐ Post use inspection completed

☐ Fueled and cleaned for return

Damage - if damage occurs, report and document:

☐ Damage report completed and documentation in file ☐

Point of Contact name / phone #:

Fin

ance

Payments are the responsibility of the finance organization in place when the vehicle is released.

☐

OF-286 completed and processed Daily rate verified (type of vehicle) Start/end dates correct Unique ID entered as VIN/LIC# Fax/email vendor signature okay, with

original government signature Special arrangements documented (ex:

car hauler, return dates, etc…)

☐

Payment submitted to: (admin office for payment)

☐ Cost: vehicle captured in either I-Suite or Quick Cost spreadsheet

Clo

seout

☐

Vehicle returned to vendor & checked in Release inspection signed by vendor OR

☐

Vehicle has been reassigned Complete original payment Start new packet with copy of 1st

OF-286 Document tracking on next page

•• Use when tracking vehicles for multiple incidents ••

Incident Name Incident # (ex: MT-BDF-000100)

E #Start date

End Date

Pay codePayment Packet

complete

Vendor notified

               

               

               

               

               

References

DNRC Rental Contracts, Vendor listing,

http://dnrc.mt.gov/forestry/fire/business/contractlist.asp

Northern Rockies Contracted Resources Standard Operating Procedures – Quick reference Guide

http://gacc.nifc.gov/nrcc/dispatch/NRContractedResourcesSOPs.pdf

NEW FORM

NORTHERN ROCKIES GEOGRAPHIC AREA

MT-DNRC Rental Vehicle Request Form

***This form is required when ordering vehicles under the MT-

DNRC Agreement*** 

NORTHERN ROCKIES GEOGRAPHIC AREA MT-DNRC Rental Vehicle Request Form

***This form is required when ordering vehicles under the MT-DNRC Agreement***

Date: _______________________ MT-DNRC Agreement #:______________________________ Vendor Name/Location: _____________________________________________ Incident Name/Number: _____________________________________________ Single Resource Request - Resource Order Number (E or O#): _____________ Renter Name:____________________ Renter Phone Number:______________ Multiple Vehicle Request – Must have an E# (list all resource order numbers here):

_________ _________ _________ _________ _________ _________

_________ _________ _________ _________ _________ _________

Vehicle Type/Quantity: Type_________Qty_____Type_____________Qty_____

Type_________Qty_____Type_____________Qty_____

Date/Time Needed: __________________________ Pick Up Location: ___________________________ If being delivered – Delivery Location:_________________ Method:_________________

Will rental be taken out of the GACC: □ Yes □ No; If yes, which State(s) __________ ***Only rentals assigned to an individual, procured on agency issued travel/purchase card will be allowed outside the GACC***

Authorized Ordering Official:_____________________ Phone Number: ________________ How will this order be paid?

□ Government Employee Charge Card (Coordinate with employee at time of pickup/drop off)

□ OF-286 required; follow host incident agency payment processes Host Incident Agency Payment Contact Name: _______________________________

Payment Contact Phone Number: ___________________________ Dispatch must send a copy of this form to the Incident Finance Section Chief after order is placed.

***Sent to Incident Finance Section Chief – Date/Time:______________________

U.S. GOVERNMENT IS TAX EXEMPT

QUESTIONS???