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Northern Rockies

Incident Business Webinars. Northern Rockies. Welcome to Session 3 of 6 . . . . General Contracting & Equipment / EQTR Refresher. May 21, 2014. In this session, we will review the following topics:. Transports Common Errors on Emergency Equipment Use Invoice Tent Specification Updates

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Northern Rockies

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  1. Incident Business Webinars Northern Rockies Welcome to Session 3 of 6 . . . . General Contracting & Equipment / EQTR Refresher May 21, 2014

  2. In this session, we will review the following topics: Transports Common Errors on Emergency Equipment Use Invoice Tent Specification Updates Fuel Vendors Tips & Tools for Unoperated Equipment

  3. Session 3 - General Contracting & Equipment/EQTR Refresher Transports The term "transport" or “lowboy” includes a truck tractor with trailer(s), or trucks with tilt beds. Trailers may be an enclosed van, flatbed, or lowboy-type for hauling heavy equipment such as Dozers, Excavators, Pumper Cats, etc. • Transports are ordered to an incident in two ways: • 1. Attached to a piece of heavy equipment - to transport that piece of equipment only • ● May have one operator for both transport & heavy equipment • ● May have separate operators for transport & heavy equipment • ● Rates vary with number of operators and time under hire • ● Operate under same RO as heavy equipment • 2. Stand Alone – to transport other equipment

  4. Session 3 - General Contracting & Equipment/EQTR Refresher ONE Operator for Transport & Heavy Equipment Double Shift Regular Shift • Double Shift is paid at 165% of reduced minimum • daily guarantee (Min Daily Guar x 65% x 165%) • Double Shift equipment is staffed with two • operators (one operator per shift) • Separate operator must be ordered in writing • for second shift by resource order and authorized • by Section Chief level • Names of operators for each shift must be listed • on shift ticket • Minimum daily guarantee for transport is • reduced to 65% • Mileage rate is NOT reduced • Time under hire ≥ 8 hours is paid the greater of • 65% of minimum daily guarantee or mileage rate • Time under hire < 8 hours on first/last day is paid • the greater of 32.5% of minimum daily guarantee • or mileage rate • Name of operator must be listed on shift ticket Once the heavy equipment is delivered and unloaded at the incident the transport is considered released. However . . . • Transport may be retained by the incident for the sole purpose of transporting the equipment that was originally ordered. In this case the transport: • Must be documented on the shift ticket that transport was retained • Name of operator(s) must be listed on the shift ticket • Transport and heavy equipment have the same RO

  5. Session 3 - General Contracting & Equipment/EQTR Refresher Separate Operators for Transport & Heavy Equip Double Shift Regular Shift • Double Shift is paid at 165% of minimum daily • guarantee • Double Shift equipment is staffed with two • operators (one operator per shift) • Separate operator must be ordered in writing • for second shift by resource order and authorized • by Section Chief level • Names of operators for each shift must be listed • on shift ticket • Time under hire ≥ 8 hours is paid minimum daily • guarantee or mileage rate, whichever is greater • Time under hire < 8 hours on first/last day is paid • 50% of minimum daily guarantee or mileage rate, • whichever is greater • Name of operators must be listed on shift ticket Once the heavy equipment is delivered and unloaded at the incident the transport is considered released. However . . . • Transport may be retained by the incident for the sole purpose of transporting the equipment that was originally ordered. In this case the transport: • Must be documented on the shift ticket that transport was retained • Transport and heavy equipment have the same RO • Transport may be retained by the incident for the purpose of transporting other equipment . In this case, the transport becomes stand alone: • - Must have an existing agreement under the Transport solicitation or have carrier’s insurance • - Must be ordered with a separate resource order number

  6. Example of VIPR Agreement for a Dozer Type 2 with Transport • Main rates for equipment and transport are listed on agreement but other scenario rates must • be calculated. Equipment Daily Rate Equip & Trans Mileage Rate Transport Daily Guarantee Equipment Double Shift Rate

  7. Session 3 - General Contracting & Equipment/EQTR Refresher Transport – Stand Alone Regular Shift • Must have an existing agreement issued • under the transport solicitation or have • carrier’s insurance • Must be ordered with a separate resource • order number • Time under hire ≥ 8 hours is paid minimum • daily guarantee or mileage rate, whichever is • greater • Time under hire < 8 hours on first/last day is • paid 50% of minimum daily guarantee or • mileage rate, whichever is greater • Name of operator must be listed on shift ticket

  8. Session 3 - General Contracting & Equipment/EQTR Refresher Transport Pay Matrix Transport Attached to Heavy Equipment (Same RO) One Operator Two Operators # of Operators for Heavy Equipment & Transport Regular Shift Under Hire ≥ 8 Hours Paid Minimum Daily Guarantee or Mileage (whichever is greater) Paid 65% of Minimum Daily Guarantee or Mileage (whichever is greater) Regular Shift Under 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 Shift When 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) Paid Minimum Daily Guarantee or Mileage (whichever is greater) Regular Shift Under Hire ≥ 8 Hours Paid 50% of Minimum Daily Guarantee or Mileage (whichever is greater) Regular Shift Under Hire < 8 Hours

  9. Session 3 - General Contracting & Equipment/EQTR Refresher Transports – General Tips • Estimated travel time to and from the incident via ground transportation shall be calculated by • dividing distance (from point of hire to incident, or incident to incident or incident to point of hire) • by average travel speed of 45 mph, plus applicable rest time. • The vendor will be paid for travel to and from the incident from the equipment City and State • designated in their agreement. • Severity is paid at 75% of the daily rate for 10 hours or less, excluding meal breaks. For greater • than 10 hours, including travel time, the full daily rate applies. • There will be no compensation for a double shift unless a separate operator is ordered in • writing for the second shift.

  10. Session 3 - General Contracting & Equipment/EQTR Refresher Emergency Equipment Use Invoice Common Errors

  11. Session 3 - General Contracting & Equipment/EQTR Refresher 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 1 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.

  12. Session 3 - General Contracting & Equipment/EQTR Refresher 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.

  13. Session 3 - General Contracting & Equipment/EQTR Refresher Emer Equip Use Invoice – Common Errors • 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 • Mileage for transport exceeds the reduced • min daily guarantee on 8/11 & 8/14. $568.75

  14. Session 3 - General Contracting & Equipment/EQTR Refresher 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.

  15. Session 3 - General Contracting & Equipment/EQTR Refresher 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.

  16. Session 3 - General Contracting & Equipment/EQTR Refresher • 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 Emer Equip Use Invoice – Common Errors X Fuel Exp

  17. Session 3 - General Contracting & Equipment/EQTR Refresher 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.

  18. Session 3 - General Contracting & Equipment/EQTR Refresher 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.

  19. Session 3 - General Contracting & Equipment/EQTR Refresher Emer Equip Use Invoice – Common Errors Equipment 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.

  20. Session 3 - General Contracting & Equipment/EQTR Refresher Emer Equip Use Invoice – Common Errors • Rate Shift Basis • Use invoice indicates hourly rate for equipment • contracted at a daily rate.

  21. Session 3 - General Contracting & Equipment/EQTR Refresher 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.

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