2006 National Logistics Workshop

1. 2006 National Logistics Workshop National Interagency Fire Cache System

2. Mission Statement • The National Interagency Fire Cache System consists of a group of 11 caches that work together to provide the supplies and equipment for wildland fire and other all-hazard incidents. It is the intent of this system of caches to help you be successful in your support to the firefighter and associated support personnel. The key to this support is communication with each other from start to finish of any supported emergency or all-hazard incident.

3. Our Goals • To get the supplies and material to the line, on the line, on time. No matter what it takes!

4. In Alaska!

5. Or In California!

6. Yes, We have a Web Page!

7. Finally, a Cache Web site! http://www.fs.fed.us/fire/cache/index.html

8. Web Page Information • The Page is under construction but we have most of these items available and others will be soon. • The Cache Management Plan • Cache Memo’s • Cache locations and numbers • The refurbishment guide • A kit change request process • Cache Statistics • Power-point presentations • Annual reports

9. Cache Statistics2005 • Inventory Value - $91,982,085.60 • Pounds Shipped – 16,066,144.93 • Cubic Feet Issued – 3,209,355.54 • Receipt/Adjustment Value - $78,263,323.50 • Issue Dollar Amount - $133,545,170.49 • Number of Issues – 23,250 • Line Items Issued – 170,421 • Returned Dollar Amount - $86,650,260.31 • Average Loss/Use Rate for Durables – 8% • Number of Returns – 17,590 • Line Items Returned – 115,122

10. National Interagency Support Cache OVERALL PROBLEM/OBJECTIVE STATEMENT (Describe the problem, how the work is currently being done, and why improvement or change Is needed): WHAT IS THE PROPOSED CHANGE TO THE KIT OR NEW KIT REQUEST (List item change or all kit items, identify kit cost or cost of new item, and list vendors who supply the items): POTENTIAL BENEFITS (Describe how this project will reduce cost, save time, improve safety, increase efficiency, or provide resource management):

11. Product Deficiency Report Process • Notify the servicing Cache • Use GSA preferred method of Direct telephone, eResolve or Email NCSCcustomer.service@gsa.gov. Note “Fire Suppression” on the subject line • Product Quality Deficiency Report (QDR) is available from GSA forms to submit by mail or fax. • Late Deliveries from GSA transportation vendors need to be documented for payment deductions.

12. GSA Global Supply is committed to providing quality products and resolving problems with professional service. • There are several ways to report a discrepancy: • By Telephone: Call 800-525-8027 and select Option 2 for Customer Service. Indicate that you are calling about a fire suppression item. • The call center is staffed 7:00 a.m. – 6:00 p.m. (Central time). Callers outside those hours should leave a clear message with name, commercial phone number and a brief description of the problem. • eResolve: Report a problem by going to www.gsa.gov/ncsc and select eResolve, an online customer service solution. eResolve allows direct reporting of problems with a requisition or GSA Global Supply order shipment, including damage, short/over, wrong item, quality, tracing shipments, and merchandise return issues. • Email: Send a message to NCSCcustomer.service@gsa.gov indicating “Fire Suppression” on the subject line. • Although GSA prefers you utilize the telephone or electronic methods mentioned above, forms can still be sent via the following methods: • Customers seeking the Product Quality Deficiency Report (QDR) form can download it online at www.gsa.gov/forms and searching for SF368. • Fax: 816-926-5561. Mail: U.S. General Services Administration • Attn: Fire Suppression • National Customer Service Center (6FR) • 1500 E. Bannister Road, Bldg. 4 • Kansas City, MO 64131-3088

13. What’s New? • New and Improved Field Pack, NFES 0678- The Blue Pack • New Tall versions of the Fire Shelter NFES 0975 are available • A larger waist size nomex BDU and several of the regular waist size’s in longer 36 inch inseams coming soon. • Larger shirt sizes coming soon. • Spill containment bucket • Fuel Tags

14. What’s New (continued) • Two types of disposable bath towels, a pocket size (NFES 0206) and larger size (NFES 0712). • Note: As with all new items there will be an implementation and transition strategy due to the cost of adding new items and attrition of those items being replaced. • Working with SDTDC on standard sprinkler kit. • Only purchase UN approved drip torches

15. What’s in the rumor mill • Incident “Road” signing kits are not/will not be stocked by the National Cache system. • Type 3 Cache vans are not stocked. • Q-turn…on hold, funding not available. • 2” suction hose study for MKIII pumps, no performance enhancement.

16. What’s in the Future? • Interagency Cache Business System – Redesign • The Yantra Corporation (and Manugistics as prime contractor) are working with Cache SME’s on the System redesign. • Will incorporate a supply interface between the cache system and ROSS. • Will incorporate bar code technology which will interface with (I-Suite) or other standard systems in use at the incident level to track and account for supplies and material.

17. Helpful Hints(Ordering) • Write clearly, the order may get faxed and re-faxed several times • Check quantity closely, unit of issue may be by box, not each • Set up a standard order time; i.e. morning order to get same day or evening order for next day delivery • Consolidate orders as much as possible • Multiple orders on trucks; take only the supplies that you ordered • “Add On’s” to an order usually change the type of vehicle that is needed to ship and/or may delay the order • Wait until on Incident before placing initial pre-order (commonly referred to as the “canned order”), many items may not be needed or already on site. Remember that excess items on hand affects the cache’s ability to support other Incident’s. • Supply orders generated in ROSS are difficult to read, please use traditional method. The cache’s are presenting a preferred supply resource order format to the ROSS change management team. • Use a single individual to do the order, helps eliminate double orders and/or reuse of S-numbers

18. Support Dispatcher & Ordering Manager • Ordering from National Interagency Support Cache • Communications supplies (including cell phones), Mobile Cache Support Vans, 500 Person Medical Kits, Fire Remote Automatic Weather Stations (FRAWS), Project Remote Automatic Weather Stations (PRAWS), and Atmospheric Theodolite Meteorological Units (ATMU) must all be ordered through the geographic area coordination centers. • Dispatch Centers order direct to the servicing Cache for NFES supplies not available from the local cache (excluding those listed in #1 above). Type 1 & 2 Teams in some regions may also order direct to the servicing Cache for NFES supplies (excluding those listed in #1 above) with concurrence from the hosting agency. In either case, prior to ordering please call the Cache to alert them of the pending order, followed by faxing the order. Always confirm fax receipt and legibility.

19. 3. Resource orders sent to the Cache with multiple request numbers (on the same page) requiring different shipping methods or destinations, must be faxed on separate pages. Each resource order page faxed to the Cache should only show the request numbers to be shipped together to one destination. Line through (black out) request numbers not being shipped in the same manner or to the same destination. 4. Orders for NFES supplies not available or stocked at servicing Cache will be forwarded to the nearest national cache able to fill. However, the Incident must confirm that it requires the supplies and the quantity specified. The Cache may recommend a suitable substitute or local purchase. Ordering efficiency will be improved if the incident initially checks stocking locations in the current NFES Catalog for each supply requested. 5. Follow local established ordering procedures in placing requests for non-NFES supplies with either the Buying Team or local procurement unit. Support Dispatcher and Order ManagerContinued -

20. Logistics/Cache Communication • Direct Communications With Cache Managers and Staff help both parties. • Cache Demobilization Specialists • Can efficiently and effectively help you manage backhaul and keep you out of trouble with DOT on any Hazmat violations. Remember under the intent of the law you are the shipper and are directly responsible for violations. • Feedback • Provide feedback on National Kits and Base Camp Units. (process available on web site soon) • Invite a supporting cache representative to in-brief, daily briefings or closeout briefings when possible and feasible. • Provide feedback on quality issues and provide exhibits to support it.

21. Lessons Learned • Call the Cache when delivery location changes. • Large Orders and Pre-Orders • Is best to identify daily use/shift use of items in order to stabilize the supply chain versus bulk ordering at the front end of the incident. Ordering massive amounts of supplies will not manipulate the fire loss/use rate. • Increased Use of Sprinkler Kits for Structure Protection. • Long deployments of sprinkler setups have tied up pumps, tanks, and other water handling appliances for significant periods. Making those assets unavailable for new Incidents.

22. How does the Cache System keep up with Incident Orders?

23. Moving inventory from area’s of low activity to higher priority regions AND

24. Refurbishment • Maximizes existing inventory: Cleaning, testing, and repacking useable equipment and supplies is critical to meeting Incident needs. Inventory (new or used) that is staged at an Incident is unavailable for others that may need it.

25. Refurbishment

26. Cache’s as Property Managers • The Cache System is a Leader in the Field of Recycling and Reutilization Through the Refurbishment and Reuse of Durable and Non-Expendable Inventory. • Through the Reutilization of the Inventory the System provides the Government and thus the Taxpayer with Significant Cost Savings. • Compile the data for Fire Loss on Incidents.

27. Fire Loss/Use INTRODUCTION In response to an Office of Inspector General audit in 1989/90 and 2000 identifying a need to establish controls over fire equipment and supply losses, the National Fire Loss Tolerance Committee was formed to respond to one of the audit recommendations. The result of this recommendation was to establish procedures and mechanisms to provide for management oversight of equipment and supplies on all Type I and Type II Incidents supported by National Fire Equipment System (NFES) and National Interagency Support Caches.

28. FIRE LOSS/USE (continued) • Prior to the implementation of the Fire Loss Tolerance program • Incident loss/use rates often exceeded 50% on Type I and II incidents. • In 1992, the first year of partial implementation, the fire loss/use rate dropped to 43%. • In 1993, the first full year of the fire loss tolerance program, the rate dropped to 27%. • From 1994 to 1999 the loss/use rates ranged 16% - 29% all within the allowed 25-30%. • In 2000 it was determined that consumable items no longer needed to be included in the final totals, the allowable loss tolerance for durable items became 15% or below.

29. Fire Loss/Use (continued) The average for the years 2000-2005 is 14% For 2005 the loss/use rate was 8% • Impact on Incident Management Team’s • Stricter enforcement of accountability and fire replacement policy. May affect teams rating on accomplishment of objectives as directed by agency administrator. • Impact on Incident Unit/Agency Administrator • Agency Administrator must initiate action plans and report to Regional Forester/DOI Agency Administrator when the standard is not met on any one particular large fire. • Current cost control initiatives may impact an agencies budget project dollars for durable material losses on large fires that exceed 15%

30. Logistics Tools • CDSP- Cache Demobilization Specialist, work for the Cache and are available to assist/consult the Supply Unit Leader in the demobilization Process. • Incident Business Management Specialist: • Your cost containment expert and advisor • Do work with the Buying Team to procure items that meet Forest Service Standards that will be acceptable for the cache to receive at the conclusion of the incident. If not meeting cache standards the host unit may have to cache the item(s) and may possibly have to expend preparedness or project funds in order to keep them. • Don’t replace specialty or personal items with fire dollars that are damaged through fair wear and tear.

31. Replacement Requisitions • Use only NFES 1300 and NFES 1286 forms for fire replacement • Fill orders from supply unit stock if available, prior to requesting resource being demobilized. • If not available forward completed replacement orders to the servicing cache. If resource is demobilized the servicing cache will forward the replacement items to the home unit. If requesting resource is located outside the boundaries of the local cache, the requisition will be forwarded to that resources servicing cache. • Authorized approvals and signatures “MUST” be included on the requisition. On type 1 and 2 incidents, approval is limited to the SPUL, LSC, IC or agency administrator (FMO)

32. Replacement Requisitions Cont- • SPUL approves replacement requisitions based on Engine Accountability Sheets, a completed and approved AD-107 (Accountability for Loss, Damaged, or Destroyed Equipment), or other agency approved equipment inventory document. • All replacement requisitions on Type 1 and 2 incidents must originate from the incidents logistics section. Incident replacement requests after the fact and not signed by the SPUL will not be honored. • Ensure all blocks are completed on replacement requisitions.

33. Impacts on Timely Support • Hours of Operations (Drivers) • Work/Rest Guidelines (limited staffing availability during planning levels 4&5 when several area’s are impacted) • Staffing Cutbacks • National/Regional Priorities • The priorities of the Geographical and National MAC groups have a direct relationship with who gets existing stock. The caches try to meet the Incident’s needs but there are often more Incidents than inventory on the shelves. This can result in an inability to fill the orders in total, and/or there may be delays in getting supply orders in total.

34. That’s All Folks! • Any Questions, comments, or feedback? I will be here all week to take your questions, comments, or recommendations. • POC’s • FEWT Chair – Tory Henderson • Email – thenderson@fs.fed.us • NFES BLM Representative – Paul Naman • Email – paul_naman@nifc.blm.gov • NFES Chair – Kim Christensen • Email –kachristensen@fs.fed.us • Cache Manager Group Chair – Doug Benton • Email – dbenton@fs.fed.us • NFES Cache Manager Rep – Robert Behrner • Email – rbehrner@fs.fed.us