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  • What is (Acronyms and Definitions)
  • Overview of VIPR & the Vendor Application

    Overview of VIPR & the Vendor Application close

    1. VIPR is the Virtual Incident Procurement (VIPR) system that allows the Contracting Officers (COs) to create, award, and manage solicitations and agreements through an electronic procurement process. VIPR provides numerous tools for COs to use for incident blanket purchase agreements (I-BPAs), including creation of solicitations and amendments, collection and evaluation of offers, electronic award and modification of agreements, electronic management of contract files, and creation of Dispatch Priority Lists (DPLs).

    2. VIPR is a USDA Forest Service incident procurement system. The Department of Interior has decided not to use VIPR at this time, and there has been no expressed interest from State agencies to participate in VIPR.

    3. The VIPR vendor application is an interactive, Web-based application designed to provide vendors with a user friendly, intuitive vendor solution when using VIPR. The vendor application uses wizard technology to provide step-by-step instructions to assist vendors in adding their resources into VIPR, finding solicitations that match their resources, submitting quotes on solicitations and amendments, and updating their company and resource information.

      The vendor application is available for vendors responding to solicitations and modifications for:

      • Chipper
      • Clerical Support Unit
      • Communications Trailer
      • Crew Carrier Bus
      • Faller
        • Faller Module
        • Single Faller
      • Fuel Tenders
      • Generic*
      • GIS Unit
      • Heavy Equipment
        • Dozer
        • Excavator
        • Tractor Plow
        • Transport
      • Heavy Equipment with Water
        • Pumper Cat
        • Skidgine
        • Softtrack
      • Helicopter Operations Support Trailer
      • Mechanic with Service Truck
      • Miscellaneous Heavy Equipment
        • Feller Buncher
        • Mulcher/Masticator - Boom Mounted
        • Road Grader
        • Skidder
        • Strip Mulcher/Masticator
      • Mobile Laundry Unit
      • Portable Toilet
      • Potable & Gray Water Trucks/Handwashing Station (Trailer Mounted)
        • Handwashing Station (Trailer Mounted)
        • Gray Water Truck
        • Potable Water Truck
      • Refridegerated Trailers
      • Tent
        • Tent
        • Tent - Canopy
      • Vehicle with Driver
      • Water Handling
        • Engines
        • Water Tender (Support)
        • Water Tender (Tactical)
      • Weed Washing Units

      *Generic resources are used for various local equipment and services not listed on the National Solicitation Plan for I-BPAs, but may be identified on the Method of Hire (MOH) chart located in the Interagency Incident Business Management Handbook (IIBMH).

    4. The vendor application is available for vendors responding to solicitations and modifications for:

      • Chipper
      • Clerical Support Unit
      • Communications Trailer
      • Crew Carrier Bus
      • Faller
        • Faller Module
        • Single Faller
      • Fuel Tenders
      • Generic*
      • GIS Unit
      • Heavy Equipment
        • Dozer
        • Excavator
        • Tractor Plow
        • Transport
      • Heavy Equipment with Water
        • Pumper Cat
        • Skidgine
        • Softtrack
      • Helicopter Operations Support Trailer
      • Mechanic with Service Truck
      • Miscellaneous Heavy Equipment
        • Feller Buncher
        • Masticator (Boom Mounted)
        • Masticator (Track Mounted)
        • Road Grader
        • Skidder
      • Mobile Laundry Unit
      • Portable Toilet
      • Potable & Gray Water Trucks/Handwashing Station (Trailer Mounted)
        • Handwashing Station (Trailer Mounted)
        • Gray Water Truck
        • Potable Water Truck
      • Tent
        • Tent
        • Tent - Canopy
      • Vehicle with Driver
      • Water Handling
        • Engines
        • Water Tender (Support)
        • Water Tender (Tactical)
      • Weed Washing Units
      • *Generic resources are used for various local equipment and services not listed on the National Solicitation Plan for I-BPAs, but may be identified on the Method of Hire (MOH) chart located in the Interagency Incident Business Management Handbook (IIBMH).

    5. The vendor application is available now for all types of I-BPA solicitations.

    6. All of the types of I-BPA soicitations are now using the vendor application.

    7. The vendor app uses wizard technology to provide step-by-step instructions to assist you with adding your resources into VIPR, finding solicitations that match your resources, submitting quotes on solicitations and amendments, and updating your company and resource information. In addition, there are several resources are available to assist you with using the application, such as the online help within the application itself, as well as the VIPR Vendor Application Web page at http://www.fs.fed.us/business/incident/vendorapp.php.

    8. The Forest Service had asked you to give us your feedback in online surveys regarding VIPR customer service and support as well as VIPR system functionality and availability. A summary of the results from the online surveys, to include concerns, changes that have been implemented as a result of the feedback received, and actions for the furture is now available.

  • Contracting with the Forest Service on Fire / Incidents

    Contracting with the Forest Service on Fire / Incidents close

    1. For instructions on how to do incident procurement business with the Forest Service, please visit the AQM Incident Procurement Web site.

    2. Solicitations are posted to FedBizOpps (FBO) and start with the title of "VIPR I-BPA for". Every solicitation is different, so read them carefully.

    3. To view the solicitations planned for each year, you can access the National Solicitation Plan for I-BPAs.

    4. You can respond to any solicitation; however, there are a couple of caveats. First, awards are restricted to one I-BPA per piece of equipment; therefore you will not be awarded multiple awards for the same piece of equipment for the same purpose. Second, regions can only award to dispatch centers located in that region, therefore, you must respond to a solicitation that covers the geographic area of the dispatch centers where you wish to be dispatched. You must be able to respond by the date and time needed if you choose to respond to a solicitation in another geographic area.

    5. The BLM and the DOI are now acquiring goods and services electronically using the Internet. More information is available at the BLM Web site: http://www.blm.gov/natacq.

  • Contractor Performance Assessment Report System (CPARS)

    Contractor Performance Assessment Report System (CPARS) close

    1. The Forest Service implemented the use of the Department of Defense (DoD) Contractor Performance Assessment Report System (CPARS) on October 1, 2010. CPARS is a fully automated system. Individual I-BPA resource orders exceeding $150,000 must be entered into CPARS.

  • DUNS Number

    DUNS Number close

    1. Yes. As part of the incident procurement process used within the application, you will be asked to provide your DUNS number when you register in the application. The DUNS you enter MUST match the DUNS you use in your SAM record. Also, ensure you enter the correct DUNS when you register, because the VIPR system will use your DUNS number to ensure your resource/equipment information is unique to your company.

    2. The vendor application associates one eAuth account with only one DUNS number. If you work for more than one company, you will need to establish a separate level 2 eAuth account for each DUNS. For more information, visit http://www.fs.fed.us/business/incident/eauth.php.

      When you are working in the vendor application for Company A and need to switch to Company B, click on the Logout link to end your session and close the Web browser. Then, access the vendor application URL again and use your eAuthentication account for Company B to log into the application.

    3. When you first access the vendor application, the Registration wizard asks for your DUNS. When you register you are associating your company with your company DUNS, which MUST match the DUNS that is in your SAM record. Once you complete and exit the registration wizard, you cannot change your DUNS.

      If you incorrectly entered your DUNS, you will need to contact the Contracting Officer for your region to request a correction.

  • E-mail Address

    E-mail Address close

    1. You will need an e-mail address in order to use the vendor application. The VIPR system will electronically send you information regarding your vendor responses.

    2. You can obtain an e-mail address from your Internet service provider (ISP) or you can use one of the many free services available on the Web.

    3. When VIPR receives a response from a vendor, VIPR sends an e-mail message to the vendor acknowledging receipt of their submission. If you did not receive a confirmation e-mail message from VIPR when you submitted your quote, you may have supplied an incorrect e-mail address, so you will need to correct your e-mail address using the Edit Company Information wizard and then resubmit your quote.

  • System for Award Management (SAM) and VIPR

    System for Award Management (SAM) and VIPR close

    1. In order to do business with the Government, vendors MUST have an active SAM account—this includes VIPR vendors. VIPR vendors MUST ensure certain company information they provide in VIPR matches the same type of company information that is found in their SAM record. VIPR and SAM share the following vendor company information:

      • DUNS
      • Company Name
      • Company DBA
      • Company Address
      • Mailing Address

      Ensuring the above information matches in both systems is critical in order for payments to be made to vendors. To assist vendors with keeping their company information in sync across both systems, VIPR now has an interconnection with SAM, and VIPR will do validation checks against SAM data throughout various phases in the procurement process.

    2. You must access your SAM account at least once every 12 months to validate or update your information and keep your SAM account active. The Government cannot make payments to vendors with an expired or inactive SAM account. For VIPR, if your SAM record has expired, you will need to re-activate your SAM record in order to be eligible to receive awards or to be able to respond to modifications to existing agreements you have.

    3. A vendor's DUNS used in VIPR MUST match the DUNS in that vendor's SAM record. VIPR now has an interconnection with SAM, so when a vendor registers in the VIPR vendor application, VIPR will display the company name and DBA from SAM so the vendor can verify they entered the DUNS correctly.

    4. If a vendor has a new SAM record that is "In Progress" or "Submitted," then it is still being processed by SAM and is not available for other applications, yet, i.e. VIPR. Therefore, VIPR must treat this situation as if the DUNS is not associated with a SAM record, and the vendor will get a "DUNS not found in SAM" error message when registering in the VIPR vendor application. The vendor will NOT be able to proceed through the registration UNTIL their SAM record has finished processing in SAM and has an "Active" status.

      Note that SAM will send an email notifying the vendor when their SAM record is "Active" in SAM. Once the vendor receives the email from SAM, the vendor will need to wait an additional 24 hours before their SAM information will be available to VIPR. Then, the vendor should be able to complete their registration in the VIPR vendor application.

    5. This button displays a VIPR/SAM Company Information Comparison popup window, which lists the vendor's Company Name, Company DBA, Company (Physical Address), and Mailing Address found in VIPR and in SAM. If there is a difference between the information in the two systems, then it is highlighted and the vendor can use the Import button to pull the information from SAM into VIPR.

    6. A vendor's company name, DBA, company address, and mailing address are information that is shared across both the VIPR and SAM systems. Once this specific company information is pulled into VIPR from SAM, you will be unable to edit the information in the vendor application. (Note that this company information can be pulled into the vendor application when you first register in the vendor application or when you use the "View/Import from SAM" button.) If you have changes to this type of company information, you will need to make the changes in your SAM record and then use the "View/Import from SAM" button to pull those changes into VIPR.

    7. Vendors can use the "View/Import from SAM" button anytime. It is especially important for vendors to use the "View/Import from SAM" button if they have made changes to their company name, DBA, and/or address information in their SAM record, because they will need to import those changes into VIPR.

    8. No, you cannot import information from VIPR into SAM. Importing can only occur from SAM into VIPR and is only done for these shared fields: Company Name, Company DBA, Company (Physical) Address, and Mailing Address.

      You can still use the vendor application to edit any of your other company information that is not shared with SAM, such as your first and last name, phone numbers, e-mail address, business status, Labor Surplus Area, Discount Terms, Supporting Information, and AGAR information.

    9. No. The only company information shared across both the VIPR and SAM systems is your company name, DBA, company address, and mailing address. Only data for those fields is pulled from SAM into VIPR. All of the other company information captured in the vendor application requires you to input the information.

    10. If your SAM record has expired and you have submitted quotes to solicitations, you will need to update your SAM record to re-activate it in order to be eligible to receive awards. If you have existing agreements, you will be unable to respond to modifications to the agreements until your expired SAM record is re-activated.

    11. If you made changes to your Company Name, Company DBA, Company (Physical Address), and Mailing Address in your SAM record, then you will need to use the "View/Import from SAM" button in the vendor application to pull those changes into VIPR from SAM. After using the import button, if you still do not see your changes, then it may be that the SAM system has not processed your changes in your SAM record, yet. Please note that VIPR does not have any control over when the SAM system processes changes made to your SAM record.

    12. To assist vendors with keeping their company information in sync between VIPR and SAM, VIPR will do validation checks against SAM data throughout various phases in the procurement process:

      • When a vendor registers in the VIPR vendor application, VIPR will display the company name and DBA from SAM so the vendor can verify they entered the DUNS correctly.
      • If a vendor's SAM record is expired or their company information in VIPR does not match what is in SAM, then the vendor will be ineligible to receive awards to quotes submitted on solicitations.
      • If a vendor has changed their company information in SAM and they have not updated that company information in VIPR to reflect those changes, then the vendor will be unable to respond to modifications to their agreement until they import their updated company information from SAM into VIPR. (The vendor application provides vendors with a "View/Import from SAM" function.)
      • If a vendor's SAM record has expired since receiving their award, then the vendor will be unable to respond to modifications to their agreement until they get their SAM record re-activated.
    13. You are required to complete the Reps and Certs in SAM at https://www.sam.gov BEFORE you submit a quote.

    14. Currently, you cannot attach documents to your quote in the vendor application. Therefore, you MUST complete the Reps and Certs in SAM at https://www.sam.gov BEFORE you submit a quote

    15. No. Once you have submitted your Reps and Certs with a quote for a solicitation, then you will not need to resubmit that information if you resubmit your quote.

    16. If you change banks or accounts, you MUST update your information in SAM. Also, you MUST notify your Contracting Officer of any banking updates that you made to SAM, so that your CO can ensure your information is updated for payment purposes.

  • USDA eAuthentication

    USDA eAuthentication close

    1. Yes. If you wish to obtain a Forest Service preseason incident agreement (either new or existing), you MUST HAVE a Level 2 eAuthentication account.

    2. Please see the VIPR eAuthentication Web site, under "When To Obtain an eAuth Account."

    3. You must have a Level 2 eAuthentication account in order to use VIPR.

    4. The Forest Service has prepared eAuthentication instruction guides to assist you in obtaining your eAuthentication account. Please see the VIPR eAuthentication Web site for access to those guides.

    5. The vendor application associates one eAuth account with only one DUNS number. If you work for more than one company, you will need to establish a separate level 2 eAuth account for each DUNS. This process has been validated by the eAuth System Helpdesk.

      When you are working in the vendor application for Company A and need to switch to Company B, click on the Logout link to end your session and close the Web browser. Then, access the vendor application URL again and use your eAuthentication account for Company B to log into the application.

    6. If you have an existing eAuthentication account, but are unsure if it is a Level 2 account, please see "USDA eAuthentication for Vendors: Upgrading from a Level 1 to a Level 2 Account," on the VIPR eAuthentication Web site for instructions on how to determine what type of account you have.

    7. Yes. USDA Level 2 eAuthentication accounts are universal and work with all USDA agencies.

    8. eAuthentication is a permissions process that allows only personnel within a company with signatory authority to submit a proposal or agree to a modification. VIPR will not accept any documents requiring vendor signature without eAuthentication.

    9. If possible, you should do a screenshot or document where you are in the process or any errors you are getting. For assistance, contact the Forest Service Incident Business Solutions / VIPR Help Desk at (866) 224-7677. Press Option 3 for VIPR / eAuth. The Helpdesk is available 24 hours a day, 7 days a week.

    10. You will need to have your password reset. To reset your password, contact the Forest Service Incident Business Solutions / VIPR Help Desk at (866) 224-7677. Press Option 3 for VIPR / eAuth. The Helpdesk is available 24 hours a day, 7 days a week.

    11. Once you obtain an eAuthentication account, you will need to use your eAuth account at least once every 90 days to keep your account from being deactiviated. Even if you do not have any work to do in the vendor application, just access the vendor application and log into the vendor application using your eAuth username and password, which will keep your eAuth account active.

  • Getting Started with the Vendor Application

    Getting Started with the Vendor Application close

    1. You will use the vendor application when responding to any I-BPA solicitation.

      In order to do business with the government, you MUST meet all of the requirements listed on the AQM Incident Procurement Web site.

    2. Vendors with the following equipment will need to start using the vendor application during the appropriate I-BPA solicitation year:

      Solicitation Year 2015

      • Chipper
      • Generic*
      • Miscellaneous Heavy Equipment
        • Feller Buncher
        • Mulcher/Masticator – Boom Mounted
        • Road Grader
        • Skidder
        • Strip Mulcher/Masticator
      • Mobile Laundry Unit
      • Portable Toilet
      • Potable & Gray Water Trucks/Handwashing Station (Trailer Mounted)
        • Handwashing Station (Trailer Mounted)
        • Gray Water Truck
        • Potable Water Truck

      *Generic resources are used for various local equipment and services not listed on the National Solicitation Plan for I-BPAs, but may be identified on the Method of Hire (MOH) chart located in the Interagency Incident Business Management Handbook (IIBMH).

      Solicitation Year 2014

      • Clerical Support Unit
      • Communications Trailer
      • Crew Carrier Bus
      • Faller
        • Faller Module
        • Single Faller
      • Fuel Tenders
      • GIS Unit
      • Heavy Equipment
        • Dozer
        • Excavator
        • Tractor Plow
        • Transport
      • Helicopter Operations Support Trailer
      • Mechanic with Service Truck
      • Tent
        • Tent
        • Tent - Canopy
      • Vehicle with Driver

      Solicitation Year 2013

      • Heavy Equipment with Water
        • Pumper Cat
        • Skidgine
        • Softtrack
      • Refrigerated Trailer
      • Water Handling
        • Engines
        • Water Tender (Support)
        • Water Tender (Tactical)
      • Weed Washing Units

      *Generic resources are used for various local equipment and services not listed on the National Solicitation Plan for I-BPAs, but may be identified on the Method of Hire (MOH) chart located in the Interagency Incident Business Management Handbook (IIBMH).

      For a complete list of the equipment that supports I-BPAs, view the National Solicitation Plan for I-BPAs.

    3. The vendor application uses wizard technology to provide step-by-step instructions to assist you with adding your resources into VIPR, finding solicitations that match your resources, submitting quotes on solicitations and amendments, and updating your company and resource information. In addition, there are several resources are available to assist you with using the application, such as the online help within the application itself, as well as the VIPR Vendor Application Web page at http://www.fs.fed.us/business/incident/vendorapp.php.

    4. Yes. The vendor application is a Web-based application that you will log into using your eAuthentication username and password. For more information, go to http://www.fs.fed.us/business/incident/vendorapp.php.

    5. With the 2014 solicitations, there have been some changes on the resource attributes required for the resources, so you will need to manually re-enter your resources into the vendor application to ensure you complete all of the resource form fields required for your resources.

    6. IE11 is the preferred browser; however, users have had limited success using Firefox, Chrome, and Safari.

    7. Yes. The vendor application is a Web-based application that works with Safari, which is a Mac-compatible Web browser. However, because Safari is not a Forest Service-supported browser, the VIPR Helpdesk cannot provide support for Mac users.

    8. The vendor application associates one eAuth account with only one DUNS number. If you work for more than one company, you will need to establish a separate level 2 eAuth account for each DUNS. For more information, visit http://www.fs.fed.us/business/incident/eauth.php.

      When you are working in the vendor application for Company A and need to switch to Company B, click on the Logout link to end your session and close the Web browser. Then, access the vendor application URL again and use your eAuthentication account for Company B to log into the application.

  • Adobe Reader

    Adobe Reader close

    1. Adobe Reader is free. You can download the software at http://get.adobe.com/reader.

  • Training

    Adobe Reader close

    1. The application uses wizards to help walk vendors through the steps for using the different features of the application. In addition, there is online help available within the application.

      If you need assistance with basic computer questions, check into these resources:

  • Solicitations for Resources

    Solicitations for Resources close

    1. Draft specifications are developed by technical specialists nationwide, and distributed to incident support personnel for review and comment. In addition, the solicitations are posted to FedBizOpps (FBO) for vendor review and comment. Specifications are then approved by Washington Office Fire and Aviation Management (FAM) and Acquisition Management (AQM).

    2. No. The Government is not responsible for certifying or maintaining qualification records for contractors or contractor employee(s).

    3. When VIPR receives a response from a vendor, VIPR sends an e-mail message to the vendor acknowledging receipt of their submission. If you did not receive a confirmation e-mail message from VIPR when you submitted your response, you may have supplied an incorrect e-mail address, so you will need to correct your e-mail address through the Edit Company Information wizard.

    4. You must choose a dispatch office within the region that the solicitation was issued. To help you select an appropriate dispatch center, the lists of dispatch centers available in the Quote a Solicitation wizard are now specific only to the Region where the solicitation was issued. Instructions for selecting a dispatch center can be found at http://www.fs.fed.us/business/incident/vendorsupport.php.

    5. Yes; however, you will only be able to select from a list of dispatch centers that are specific to the solicitation. To do this, you would select a different dispatch center for each resource that you include in your quote. DO NOT submit separate quotes to the solicitation for each of the dispatch centers, as your latest quote will override any previous quotes.

    6. Draft specifications are developed by technical specialists nationwide, and distributed to incident support personnel for review and comment. In addition, the solicitations are posted to FedBizOpps (FBO) for vendor review and comment. Specifications are then approved by Washington Office Fire and Aviation Management (FAM) and Acquisition Management (AQM).

    7. If are unsure what to enter in the Equipment ID field, you can enter any one of the following:

      • Your call sign
      • License plate number
      • Last 5 to 10 digits of the VIN
      • Short ID that is meaningful to you

      If you use letters in your data entry, use capital letters.

    8. For all 2011 and 2012 resources, the VIN/Unique ID label for the resource information changed to be VIN, Unique ID, or Serial Number. This label change will more accurately reflect the type of identification information that should be captured by the vendor for their resources.

    9. For resources that should have a VIN, to ensure VINs are entered correctly and are valid VINs, VIPR will validate VINs for newly created vendor resources. A valid VIN must meet the standardized VIN format based on the following National Highway and Traffic Safety Administration (NHTSA) guidelines:

      • Each VIN consists of seventeen characters.
      • Each character in each VIN shall be one of the letters in the set: [ABCDEFGHJKLMNPRSTUVWXYZ] or a numeral in the set: [0123456789]. NOTE: Three letters are not allowed: I, O, and Q
      • All seventeen places provided for in the VIN must be occupied by a character, i.e. no spaces or special characters
    10. Once a resource is submitted on a quote, you cannot change the VIN/Unique ID/Serial Number for that resource; however, you can create a new resource with the correct VIN/Unique ID/Serial Number and resubmit your quote using the new resource with the correct VIN/Unique ID/Serial Number. For instructions, see the Online Help in the vendor application.

    11. If you are an existing VIPR user, then once you have registered into the vendor application, you will see most, if not all, of your company information in the My Company tab in the application. However, for resources that are used for new solicitations, the vendors will need to re-enter their resource information into the vendor application. This is due to the fact that specifications for those resources may have changed requirements for the new solicitations.

    12. For solicitations that use the vendor application, FBO displays the solicitation information in a PDF format for you to view. However, to respond to the solicitation, you must use the vendor application. In the vendor application, click on the Open Solicitations link (or the Find Solicitations link), find the solicitation in the table, and then click on the start the quote icon to submit a quote for that open solicitation.

    13. Your company name in VIPR must match what is in the System for Award Management (SAM), which in turn should match your legal business name as registered with the IRS. A vendor's company name, DBA, company address, and mailing address are information that is shared across both the VIPR and SAM systems. This type of company information can be pulled into the vendor application when you first register in the vendor application or when you use the "View/Import from SAM" button on the My Company page in the vendor application. Once this specific company information is pulled into VIPR from SAM, you will be unable to edit the information in the vendor application. If you have changes to this type of company information, you will need to make the changes in your SAM record and then use the "View/Import from SAM" button to pull those changes into VIPR.

    14. After you submit a quote, if you click on the Resubmit icon (in the Action column), you will begin the editing process for that quote. Until you complete the quote process and sign and submit the quote in work, it will be labeled as "New Submission in Progress." You can delete a "New Submission in Progress" at any time until you actually submit the quote.

    15. You can withdraw a quote anytime UNTIL the quote is awarded. Once you withdraw your quote, if you change your mind, you will be able to resubmit your withdrawn quote UNTIL the solicitation closes. However, once the solicitation closes, you will need to contact the Contracting Officer who will determine if it's appropriate to put you into negotiations, which will allow you to resubmit your withdraw quote.

      Note that once a solicitation is fully awarded, your withdrawn quote option is no longer displayed in the My Quotes table.

    16. You will enter your DUNS+4 information into the vendor application through the Edit Company Information wizard.

    17. When you submit a quote or resubmit a quote, through the Quote a Solicitation wizard, you can select the DUNS+4 to be associated with your quote.

    18. VIPR will always use the latest completed and signed/submitted quote as the quote on record. So, if you delete a quote in progress, VIPR will revert back to the latest quote that you did complete and submit.

    19. You must contact the Contracting Officer who will determine if it's appropriate to put you into negotiations, which will allow you to resubmit your quote.

    20. If you made company changes to your SAM record (i.e. company name, DBA, company address and mailing address), you MUST first use the "View/Import from SAM" button to pull those changes into VIPR from SAM. Once those changes are in VIPR, then the changes will automatically be applied to your quote, so you will not need to resubmit your quote. However, in both cases you will need to click on the "View this Quote PDF" to re-generate the PDF in order to see your updates in your quote.

    21. If you made company changes to your SAM record (i.e. company name, DBA, company address and mailing address), you MUST first use the "View/Import from SAM" button to pull those changes into VIPR from SAM. Once those changes are in VIPR, then the changes will automatically be applied to your quote until the solicitation is awarded, so you will not need to resubmit your quote. If you made changes to company information that is not shared in SAM (i.e. email address, business status, etc.), then your updates will automatically be applied to your quote until the solicitation is awarded. In both cases, you will need to click on the "View this Quote PDF" to re-generate the PDF in order to see your updates in your quote.

    22. Yes, you can resubmit your quote and through the Quote a Solicitation wizard, select the DUNS+4 to be associated with your quote.

    23. Yes, you can use the same DUNS+4 for multiple quotes. However, please note that you can use only one DUNS+4 at a time on a quote.

    24. Yes, you can resubmit your quote and through the Quote a Solicitation wizard, select a different DUNS+4 to be associated with your quote.

    25. You will need to resubmit your quote to clear the DUNS+4 selection from your quote. Through the Quote a Solicitation wizard, you will select "None" as the DUNS+4 choice and then submit your quote. The DUNS+4 will be removed from your quote.

    26. You can associate the rates with the solicitation and not with the resource. So, when you submit a quote, you will be asked to set the rates for each resource that you wish to include in your quote.

    27. The dispatch center is associated with the solicitation, not the resource. So, when you submit a quote, you will be asked to set the rates and the dispatch center for each resource that you wish to include in your quote.

    28. If your resource is used in a quote or agreement, you will be unable to delete the resource and will not see the Delete button in the Action column for that resource.

    29. Although the trigger to start the quote process is on the Open Solicitations page, once you start a quote, your quote will be available from the My Quotes page.

    30. Yes, you can submit a quote on a solicitation that is under protest. You can contact the Contracting Officer for more information about the solicitation.

    31. Ask your CO to put you into "negotiations," which will allow you to submit a new quote using the correct resource category type. IMPORTANT: You will need to include any other resources that you wish to include in your quote. The latest quote you submit will override any previous quotes you submitted and will be treated as the quote on record in the VIPR system.

    32. Yes. The latest quote you submit will override any previous quotes you submitted and will be treated as the quote on record in the VIPR system.

    33. Currently, you cannot attach documents to your quote in the vendor application. You are required to complete Reps and Certs in SAM at https://www.sam.gov.

    34. No. You will need to manually re-enter your resources into the vendor application. Many of the resource fields in the vendor application have changed since they were re-solicited in 2011. Also, specifications for those resources may have changed as well, which will require you to enter new information into the resource wizard within the vendor application.

    35. If you add a new resource or edit an existing resource and the attributes you use do not meet the business requirements for a specific resource category, then your resource will be considered "UNQUALIFIED."

      All unqualified resources will be listed at the top of the My Resources table and will have an "UNQUALIFIED" label. From the My Resources table, you can use the Edit this resource wizard to edit the resource attributes to qualify the resource.

    36. From My Resources table, click on the information ("i") icon for that specific resource to view the Resource Details and Resource Qualifications and Status information for that resource.

      NOTE: The Resource Details displays the resource attributes that you entered in the Manage Your Resources wizard. The Resource Qualifications displays the resource category type that your resource qualifies for based on the attributes that you selected when you added the resource into the vendor application. The Resource Status information displays the current status of the resource and in some cases it will display the Dispatch Center, as well. Definitions of the different resource statuses are provided, as well.

    37. If you wish to resubmit your withdrawn quote AFTER a solicitation has closed, you must contact the Contracting Officer who will determine if it is appropriate to put you into negotiations. Once you are "In Negotiations," then you will be able to resubmit your quote.

    38. If you wish to withdraw a resource from your quote on a solicitation or an amended solicitation, you will need to resubmit a new quote without that specific resource selected in your quote, and include all other resources that you wish to include in your quote. When you submit a new quote, your latest quote will overwrite your previous quote, so if that resource is no longer selected in the quote, it is "withdrawn" from your offer.

    39. If you wish to replace one resource (Resource A) with another resource (Resource B) in your quote on a solicitation or an amended solicitation, you will need to resubmit a new quote without selecting Resource A, and select Resource B. Include any other resources that you wish to include in your quote. When you submit a new quote, your latest quote will overwrite your previous quote, so only Resource B (along with your other resources, excluding Resource A) should be in your quote.

    40. The GACC will be identified in the solicitation. Per the solicitation, you will select the appropriate GACC from the dispatch list.

  • Generic Solutions

    Generic Solutions close

    1. In the vendor application, access the Open Solicitations tab and scroll through the list of open solicitations. In the list of open solicitations, the title of the solicitation should indicate what type of resource is being solicited. Generic solicitations will be used to solicit for resources that are not used for standard resource categories. For example, a generic solicitation will NOT be used for a Fuel Tender, but would be used for a Boat.

      For more information about generic solicitations and generic resources, view the online help within the vendor application.

    2. The process for adding a generic resource is the same process for adding a standard resource.

      1. In the vendor application, access the My Resources tab and click on the Add New Resource button.
      2. In the Classify Resource step of the wizard, select "Generic" from the drop-down list, and click the Continue button. IMPORTANT: DO NOT use "Generic" if your resource falls into one of the other resource groups that is listed. Also, DO NOT use "Generic" for Heavy Equipment with Water (Engine and Water Tender), Refrigerated Trailer, Water Handling (Skidgine, Pumper Cat, and Softtrack), or Weed Washing Unit. You will continue to use Formatta for these specific resources. These resources will be resolicited and implemented into the vendor application in October 2012.
      3. In the Enter Resource Info step, complete the required fields. IMPORTANT: To help you keep track of what your generic resources are, you may want to include the type of resource in the Equipment ID field (10 character limit) or VIN/Unique ID field (40 character limit). For example: FORKLIFT1, TABLE1, LIGHTING1, BACKHOE1, etc. Otherwise, once you complete the wizard, in the My Resources table, under the Resource Group column, you will see "Generic," which does not tell you what type of generic resource you have. Also, review D2 in the solicitation to understand the equipment requirements needed for the generic solicitation. The requirements will help you determine the information you need to enter into the Description field.
      4. Complete the wizard. Your generic resource will qualify for all generic solicitations.

      For more information about generic resources and generic solicitations, view the online help within the vendor application.

    3. For information about the Optional Rate fields for a generic solicitation, refer to D2 in that specific generic solicitation PDF.

    4. You can submit your generic resource on as many generic solicitations as you wish, but note the following: (1) A generic resource can only be awarded on one generic solicitation at a time, and (2) your generic resource must meet the equipment requirements for the various generic solicitations, in order for the Contracting Officers to even consider your generic resource for an award on their generic solicitations.

    5. When you first add a generic resource into the vendor application, the Resource Qualification will be "Generic Resource." However, once you submit a quote using that generic resource, the Resource Qualification will change to whatever the resource category is for the solicitation. In this case, a Contraction Officer posted a generic solicitation for "Forklift01 for Pike NF," and you submitted a quote to that solicitation using your generic resource. Once you completed your quote, the Resource Qualification changed to"Forklift01 for Pike NF"---matching the resource category for the solicitation.

  • Amendments

    Amendments close

    1. Yes. VIPR will add each amendment to the solicitation and also include all previous amendments. You should carefully review each of the amendments.

    2. No. If you have already responded to a solicitation, then your original quote will be evaluated. However, once a solicitation has closed and during the evaluation process, the CO may request that you resubmit your quote to the amended solicitation.

    3. If you have submitted a quote to a solicitation and that solicitation has been amended, you will receive an e-mail from VIPR informing you that the solicitation has been amended. Also, on the Home page of the vendor application, you will see an Alert message notifying you that the solicitation has been amended.

    4. You will need to resubmit the quote and ensure you have selected all of the resources that you wish to be included in the resubmitted quote. Remember, the latest quote you submit will override any previous quotes you submitted and will be treated as the quote on record in the VIPR system.

    5. If you made company changes to your SAM record (i.e. company name, DBA, company address and mailing address), you MUST first use the "View/Import from SAM" button to pull those changes into VIPR from SAM. Once those changes are in VIPR, then you will NOT need to resubmit your quote to the amended solicitation. The company changes are automatically applied to the quote once the vendor or CO clicks on the View Quote PDF to re-generate the quote. Once the vendor's response is finalized, then the View Quote PDF will no longer automatically update to reflect company changes.

  • Inspections

    Inspections close

    1. You will need the WinZip software to open the .zip file. If you do not have WinZip, you can download the free software, which is available at http://www.winzip.com/downwz.htm. Once you have WinZip, double-click on the InspectionForms.zip file to either save or open the file. Once you open the zip file, double-click on an inspection PDF file to open the inspection form.

    2. No, you are not required to use the VIPR inspection forms. However, any alternate inspection form used must contain the same information as that found on the form in Exhibit M, or the alternate inspection form will be rejected.

    3. If you have resources that require inspections, your e-mail confirmation will include a zip file with inspection forms for those resources only.

    4. It depends on what you fixed and how the inspector wishes to handle the change. Depending on the direction you receive from the inspector (and/or CO), there are two possible options:

      • If you need to modify the resource attributes, then the CO will issue an Inspection Correction modification. You can update the attributes for your resource and then once you receive the modification notice, submit your modification response through the vendor application. (Note that in your modification response, only the resources with a failed inspection status are included for the modification response.) If the inspector determines the changes are acceptable to move the inspection status from Fail to Pass, the CO creates a new inspection record for that resource, assigning it a Pass status. IMPORTANT With an Inspection Correction modification, if you change your resource attributes, the CBA points associated with those attribute changes are used to recalculate the CBA score, which could affect your ranking on the DPL. The CO will then re-generate the DPL, which will add the resource back onto the DPL.
      • If the fix to the resource does not affect your resource attributes, then the CO will not need to issue an Inspection Correction modification. You will need to work with the inspector to determine if the changes you have made are acceptable to move the resource from Fail to Pass. Once the CO and inspector are ready to move the inspection status from Fail to Pass, the CO creates a new inspection record for that resource, assigning it a Pass status. The CO will then re-generate the DPL, which will add the resource back onto the DPL.
    5. No. When updating a resource with an Inspection Correction modification, you CANNOT change Prices (Rates) for your equipment.

    6. Only the resources with a Fail inspection status are included in the modification response. When you respond to the modification, you will only need to address the failed resource; you will not need to do anything with your other resources. Those resources will still be included in the modified agreement package.

    7. No. The inspection forms are for you to use at your scheduled inspection (conducted in-person by an FS-approved inspector); therefore, you do NOT attach your inspection forms to any quotes you submit through the vendor application. The inspector will submit the completed inspection form to the appropriate CO.

  • Agreements for Resources

    Agreements for Resources close

    1. No. Preseason I-BPAs are only required to be done in VIPR when the Forest Service is the contracting agency.

    2. The Forest Service may use agreements awarded by other agencies in accordance with established interagency procedures. However, Forest Service I-BPA policy must be followed regarding these situations. Specifically:

      If the Forest Service is the contracting agency For Competitive Agreements If Forest Service partners with another agency, and the partner agency is the contracting agency:
      Competition is required Competition is required
      National template must be used Use of template is optional, although strongly encouraged
      VIPR must be used DOI has decided not to use VIPR at this time

      *Templates and use of VIPR are being phased-in.

    3. Forest Service preseason I-BPAs will be issued through VIPR. EERAs issued at an incident will not be included in VIPR.

    4. Yes.

    5. National solicitations may be solicited for a 5-year period, while regional and local solicitations are solicited for up to 3 years. Check block 3 of the SF-1449 (cover page) of your agreement for the agreement start/end dates.

    6. Yes, a single resource can be awarded as multiple resource categories/types.

    7. You will be able to change your set-aside status during the annual rollover process, but you will need to contact the Contracting Officer to request the change.

    8. Solicitations can be Set Aside or Unrestricted. In order to allow vendors to submit quotes for either type of solicitation without having to switch their Small Business status back and forth, VIPR is no longer capturing the "Small Business" status. However, it is still important for vendors to indicate if their company has a business status (i.e. HubZone, SDVSOB, etc.), which could affect their ranking on the DPL for any solicitations that are set aside. Priority ranking for dispatch will be determined by the method described in D.6.2. For unrestricted solicitations, no advantage will be given for business size or business status (i.e. set aside status).

    9. You will be able to change your LSA status during the annual rollover process, but you will need to contact the Contracting Officer to request the change.

    10. In the vendor application on the My Company page, click on the "View/Import from SAM" button to pull your company information from SAM into VIPR. Once that is done, notify the Contracting Officer. If the solicitation is closed, the CO may ask you to resubmit your quote, which would include your updated company information and make you eligible to receive an award.

    11. In the vendor application on the My Company page, click on the "View/Import from SAM" button to pull your updated company information from SAM into VIPR. Then, notify the Contracting Officer of the solicitation and request a modification to apply your company changes to your agreement.

    12. When a resource is awarded on an agreement, it is awarded as a specific type, e.g., Fuel Tender Type 1. After an award, if you change the attributes for the resource in such a way that it is categorized as a different resource type, e.g., Fuel Tender Type 2, then the resource that is on the agreement will not match what is in the vendor application for that resource. If the resource is disqualified from the agreement, contact your Contracting Officer to discuss the disqualification.

    13. Previously, agreement packages did NOT include the vendor-assigned Equipment IDs. However, this has been corrected and for agreements starting with 2011 solicitations, Equipment IDs are now available in the Schedule of Items of the agreement packages.

    14. Yes, you can request a modification to your agreement. Through the Agreement Modification Response wizard, you will be able select a DUNS+4 to add to your agreement. The only modification types that allow you to add a DUNS+4 to an agreement are Standard/Extend modification, Rollover modification, or Inspection Correction modification.

    15. Yes, you can use the same DUNS+4 for multiple agreements. However, please note that you can use only one DUNS+4 at a time on an agreement.

    16. You can request a modification to your agreement to remove the DUNS+4 from your agreement. Through the Agreement Modification Response wizard, you will select “None” as the DUNS+4 choice and then submit/sign your modification response. Once the CO signs the modification, the DUNS+4 will be removed from your agreement. The only modification types that allow you to remove a DUNS+4 from an agreement are Standard/Extend modification, Rollover modification, or Inspection Correction modification.

    17. You must carry a minimum of two copies of the complete agreement to the incident and furnish a copy of the agreement to the finance unit upon request. The agreement is in one PDF file and consists of the 1) SF-1449; (2) Schedule of Items with details about the resource; (3) Company Information; (4) SF-30 for Amendments and Modifications, if applicable; (5) Table of Contents; and (6) Contract Requirements and Exhibits.

      NOTE: You will need the free Adobe Reader® software to view the PDF package. To download the Adobe Reader software, visit http://get.adobe.com/reader/.

    18. The copy with the electronic signature that you receive from VIPR is the official copy, as well as the signed agreement package that is available through the My Agreements tab in the vendor application.

    19. You should carefully review the modification package. Note that the header in the PDF package displays Agreement Expiration. No further action is required by you. If you have any questions or concerns regarding the modification, contact the Contracting Officer for the agreement. VIPR will remove all of the resources associated with the expired agreement from all DPLs. One year from the expiration date, VIPR will remove the expired agreement from the VIPR Web site.

    20. VIPR will remove expired agreements and canceled agreements from the VIPR Agreements Web site one year from the expiration date or cancellation date, respectively.

  • I-BPAs / EERAs

    I-BPAs / EERAs close

    1. Incident Blanket Purchase Agreements (I-BPAs) are preseason agreements for incident support. I-BPAs replace Emergency Equipment Rental Agreements (EERAs) for preseason sign up of equipment for use on incidents. EERAs will still be used for equipment signed up at the incident.

    2. Yes. It was mandatory to put Forest Service I-BPAs in VIPR as identified on the National Solicitation Plan for I-BPAs.

    3. The Office of the Inspector General reviewed the procedures used to secure incident (fire) resources using preseason and at-incident agreements. Direction from that audit OIG Audit Report No. 08601-40-SF, July 2005 included:

      • Doing preseason agreements on a competitive basis
      • Using best value
      • Establishing a suitable acquisition cycle (now 3 years)
      • Developing consistent equipment standards, inspection process, and performance rating system
      • Storing data to sort and produce reports

      These changes comply with Federal Acquisition Regulations, let the market determine the price for equipment, balance workload of acquisition and fire personnel, and more effectively use taxpayer funds.

    4. Yes. I-BPAs can be used for all incidents, including those under FEMA jurisdiction.

    5. I-BPAs are preseason agreements. I-BPAs are awarded using the SF 1449, an Office of Management and Budget (OMB) http://www.omb.gov form, and must comply with the commercial item procedures of the Federal Acquisition Regulations (FAR). EERAs are awarded on the OF-294 form, are not competitive, and are issued at an incident in response to the emergency activity when I-BPAs have been exhausted.

    6. When it is necessary for the CO to negotiate an at-incident EERA and if there is a national solicitation template, the CO shall use the national standards specified in the template as a guide. Resource availability, condition of the equipment, and any exceptions to the national standard shall be considered during the negotiation. Refer to Chapter 20 of the Interagency Incident Business Management Handbook for more information on EERAs.

  • Training Qualifications

    Training Qualifications close

    1. Yes. The CO can issue a Suspend or Terminate modification to the agreement, which will temporarily suspend or terminate the resource and allow you to provide the appropriate training qualification documentation to the CO. You can fax or e-mail the documentation to the CO. Once you provide the appropriate training qualification documentation, the CO may issue another modification to resume or reinstate the resource.

  • Modifications to Agreements

    Modifications to Agreements close

    1. You will receive an e-mail from VIPR informing you that the agreement has been modified. Also, on the Home page of the vendor application, you will see an Alert message notifying you that the agreement has been modified.

    2. You may not add new resources to the agreement with the exception of substituting ("replacing") resources as provided by the solicitation. When you replace a resource through a modification, the replacement resource shall be equal or better equipment with no change in the agreement rate, unless using a rollover modification. The replacement resource will retain the same position on the DPL as the one removed from service unless using a rollover modification or an inspection correction modification.

    3. You will be provided an opportunity to adjust your pricing annually through a rollover modification to the agreement.

    4. As long as the purchasing vendor's SAM record is active, then the purchasing vendor will be able to acquire a selling vendor's agreement through a Novation modification even if the selling vendor has an expired SAM record.

    5. Once a novation modification is signed by the Contracting Officer, the agreement will use the purchasing vendor's Business Status and Labor Surplus Area status. This means that the Dispatch Priority List will use the purchasing vendor's status to determine the ranking.

    6. A standard and/or extend modification allows the CO or the vendor to update general information on an agreement and allows the CO to extend the agreement end date for an agreement. The vendor ranking on the DPL is not affected by any of the changes made with a standard and/or extend modification.

      A rollover modification implements revisions based on the annual review, including any changes that can be made on a standard modification. With a rollover modification, vendors can submit a new price, select a different Dispatch Center, submit resource attribute changes, an/or change their company Set Aside and LSA statuses, all of which could affect their ranking on the DPL.

    7. In the vendor application on the My Company page, click on the "View/Import from SAM" button to pull your updated company information from SAM into VIPR. Then, notify the Contracting Officer of the solicitation and request a modification to apply your company changes to your agreement.

    8. When you first access the vendor application, the Registration wizard asks for your DUNS. When you register you are associating your company with your company DUNS, which MUST match the DUNS that is in your SAM record. Once you exit the registration wizard, you cannot change your DUNS.

      If you incorrectly entered your DUNS, you will need to contact the Contracting Officer to request a correction.

    9. Yes. Company changes you make will be picked up when you submit a response to a modification or they can be picked up through an Administrative modification that does not require your response. IMPORTANT: If you made changes to your company information in your SAM record, you MUST use the "View/Import from SAM" button in the vendor application on the My Company page to import those changes into VIPR before the modification is signed. If the company information in VIPR does not match the company information in your SAM record, then the modification process will fail to complete until you import the changes from SAM into VIPR.

      Note that company changes to Labor Surplus Area (LSA) or Business status will be picked up ONLY through a vendor response to a Rollover modification.

    10. If you have changed a resource's attributes, so that it no longer qualifies on the agreement, and you respond to a modification without re-qualifying your resource, then you will only be able to either replace the resource or withdraw the resource.

    11. Starting in Ocotober 2012, changes that a vendor makes to their company information after receiving an award will only be picked up with a modification that requires a vendor response (i.e. Standard/Extend modification, Rollover modification, or Inspection Correction modification) or through an Administrative modification. Remember that any changes made to your LSA or Business Status will only be picked up with a Rollover modification. Since the Suspend Resource modification does not require a vendor response, your company changes were not picked up by that modification.

    12. You will need to treat the mechanic name change as a "replacement" resource on an existing agreement:

      • Let your CO know that you need to make this change and the CO will issue a modification to your agreement.
      • Before you respond to the modification, use the Add New Resource wizard to create a new resource that you will use as the replacement. In the first step of the wizard, select the “As a replacement resource on my current existing agreement” option, and then select the agreement that you wish to use the replacement resource for. This will ensure you are completing the correct resource information for the replacement resource.
      • Once you have added your new resource, use the Agreement Modification Response wizard to respond to the modification. You'll select: the "Replace" functionality, and then select the VIN for the replacement resource.
      • Complete the wizard to sign and submit your response to the modification.

      Your agreement will now include the replacement resource with the new mechanic's name. For more details about how to replace a resource, view the Online Help in the vendor application.

    13. Yes, you can request a modification to your agreement. Through the Agreement Modification Response wizard, you will be able select a DUNS+4 to add to your agreement. The only modification types that allow you to add a DUNS+4 to an agreement are Standard/Extend modification, Rollover modification, or Inspection Correction modification.

    14. You can request a modification to your agreement to remove the DUNS+4 from your agreement. Through the Agreement Modification Response wizard, you will select “None” as the DUNS+4 choice and then submit/sign your modification response. Once the CO signs the modification, the DUNS+4 will be removed from your agreement. The only modification types that allow you to remove a DUNS+4 from an agreement are Standard/Extend modification, Rollover modification, or Inspection Correction modification.

    15. Agreement modification notices are sent to all of the e-mail addresses that are associated with a vendor. These email addresses are taken from the following: (1) the vendor's e-mail address on their last signed agreement, (2) the vendor's e-mail address in the vendor application, and (3) the latest e-mail address used for the modification to the agreement. Only if the e-mail addresses are different will you receive a notice to each of the different e-mail addresses.

    16. You will be provided an opportunity to change your dispatch center through annual rollover modification.

    17. You cannot change a VIN/Unique ID/Serial Number for a resource on an agreement; however, through a modification, you can replace the resource with the incorrect VIN/Unique ID/Serial Number with a new resource with the correct VIN/Unique ID/Serial Number. The replacement resource must be the same resource type as the resource being replaced. For instructions, see the Online Help in the vendor application.

    18. Contracting Officers (COs) may use an Administrative modification to notify vendors that a new CO has been assigned to the solicitation OR to apply company information changes made by a vendor to the existing agreement. IMPORTANT: If you made changes to your company information in your SAM record, you MUST use the "View/Import from SAM" button in the vendor application on the My Company page to import those changes into VIPR before the CO signs the modification. If the company information in VIPR does not match the company information in your SAM record, then the modification process will fail to complete until you import the changes from SAM into VIPR.

      Note that an Administrative modification will NOT pick up Labor Surplus Area (LSA) or Business Status changes. These type of changes can only be applied through a Rollover modification.

    19. Yes. Vendors can use the Preview Modification Response button to preview their modification response, which has the complete resource details with any changed data highlighted.

    20. The Contracting Officer can set a due date for when they expect vendors to respond to the Rollover modification. If the Rollover modification has a due date, then you MUST submit your response to the modification before 12:00 a.m. midnight CST on that due date.

    21. You will need to contact the Contracting Officer and let them know you missed the due date.

  • Dispatch

    Dispatch close

    1. Integration with ROSS is scheduled to be in place for the 2013 fire year.

    2. When ordering contracted equipment on an extended attack incident under Forest Service jurisdiction, the Dispatch Priority List (DPL) is always exhausted first. Once resources on the DPL are exhausted, orders will be placed using established dispatch procedures. Dispatchers may use agency(s) and cooperator owned equipment before using the DPL for contracted equipment.

    3. Contractors who provide equipment signed up on an incident at EERA shall be demobilized prior to equipment awarded on a competitive I-BPA. Vendors who bid and are awarded preseason competitive I-BPAs have priority to remain on the incident over at-incident sign-ups unless the Incident Commander determines it is necessary to deviate based on a specific incident need.

    4. No. Once released from the incident, you shall not seek out reassignments. Any new resource orders must originate from your host dispatch center.

    5. Yes, based on resource need and availability of other resources, you may be reassigned from one incident to another.

    6. Basic information listing the dispatch center code and city/state is available at the Incident Procurement Web site.

    7. You will be provided an opportunity to change your dispatch center through annual rollover modification.

    8. No. National solicitations for preseason I-BPAs for equipment state, "Upon receipt of a resource order by a host dispatch center, Government Dispatchers will not hold the Contractor resources in reserve as a contingency force in a non-pay status when that resource is available."

    9. Yes, a dispatch data entry report is available from the dispatcher's Contracting Officer.

  • Dispatch Priority Lists

    Dispatch Priority Lists close

    1. The DPL is the list of vendors that dispatchers will use to fill orders for equipment on an incident. Priority ranking is based on price and advantages that are identified for a specific type of equipment.

    2. The DPLs are available at the Forest Service external Web site at http://www.fs.fed.us/business/incident/dispatch.php.

    3. The DPL is generated by the host dispatch zone or Geographic Area Coordination Center (GACC), as specified in the solicitation. Priority ranking is based on price and advantages that are identified in the solicitation for a specific type of equipment.

    4. OMB Memorandum M-09-23, dated July 10, 2009, affirmed that Small Business Administration (SBA) regulations provide for parity among all small business programs including 8(a), HUBZone, SDVOSB, WOSB, and EDWOSB (as applicable).

      Block 10 of the SF-1449 will indicate which socioeconomic categories, if any, the CO has targeted for that particular solicitation. Socioeconomic Status Advantage (solicitations issued after October 1, 2011) and Cascading Set-Aside Procedures (solicitations issued prior to October 1, 2011) are only applicable for the socioeconomic categories checked in Block 10 of the SF-1449.

      For solicitations issued after October 1, 2011, socioeconomic factors will be applied as an advantage as follows:

      • If the solicitation has no targeted socioeconomic categories (SF-1449 Block 10 is "unrestricted" or "small business set-aside" only), vendors are ranked by CBA scores.
      • If the solicitation targets a socioeconomic category or multiple categories (SF-1449 Block 10 includes checked boxes for socioeconomic categories) priority ranking for dispatch will be determined by applying a 5% advantage (to CBA scores) for each socioeconomic category checked in Block 10 of the SF-1449. A vendor meeting multiple targeted socioeconomic categories will receive multiple percentage points with a cap of 10%; for example if HUBZone, SDVOSB, and WOSB are all checked in Block 10 and a vendor qualifies as all three her advantage will be 10% for purposes of DPL placement.

      For solicitations issued prior to October 1, 2011, socioeconomic factors will be applied as follows:

      • If the solicitation has no targeted socioeconomic categories, vendors are only ranked by CBA scores.
      • Preference is only given to HUBZone and Service-Disabled, Veteran-Owned Small Businesses (SDVOSB) if the solicitation is set aside for that specific business type (as indicated by a check in Block 10 of the SF-1449).
        • If only set aside for HUBZone, those vendors will get preference over SDVOSB and other small businesses.
        • If set aside only for SDVOSB, those vendors will get preference over HUBZone and other small businesses.
      • If the solicitation is set aside for both HUBZone and SDVOSB:
        • For existing agreements made prior to 2010, HUBZone vendors will receive preference over SDVOSB vendors.
        • For the solicitations and resulting agreements made after 2009, HUBZone and SDVOSB vendors will be given equal preference before other small businesses.
    5. There are several possible explanations for the DPL ranking:

      If the solicitation is unrestricted, then vendors with any of the solicitation set aside business statuses (i.e. HUBZone, SDVOSB, etc.) will NOT receive any advantage over vendors who do not have these statuses. Priority ranking for dispatch will be determined by the method described in D.6.2 and no advantage will be given for business size or status for unrestricted solicitations.

      If the solicitation is set aside…

      • Vendors will receive 5% advantage for any business statuses they have that match the set asides of the solicitation; however, vendors cannot receive more than a 10% advantage. If Vendor A meets one of the set asides for the solicitation, then Vendor A will receive a 5% advantage. If Vendor B has multiple statuses that match the set asides of the solicitation, then Vendor B would receive a 10% advantage.
      • If Vendor B does not have any statuses that match the set asides of the solicitation, but Vendor B has a low rate that outweighs Vendor A's advantage, then Vendor B would have a higher ranking on the DPL than Vendor A.

      For more details about the Set Aside parity and how it is used in the DPL ranking, review FAQ #4 above or contact your Contracting Officer with any questions you have about the DPL process and your ranking.

    6. When an order is received from the incident, the dispatcher will contact the first vendor on the list to fill the order. If that vendor is unavailable, the dispatcher will continue moving down the list until the order is filled.

    7. In the event of a tied CBA score for two or more vendors with awards within the same set-asides and same resource category within the same dispatch center, VIPR will apply a Labor Surplus Area ( LSA) preference in an attempt to break the tie. The LSA preferences will be:

      1. =LSA Status
      2. =No LSA Status

      If a tie still exists (e.g., two or more vendors are in a Department of Labor (DOL)-specified LSA or neither one is in an LSA), then VIPR applies a random programmatic function to resolve the tie and determine the ranking for those vendors on the DPL. NOTE: To determine if you are in an LSA, go to the Department of Labor Web site at http://www.doleta.gov/programs/lsa.cfm.

    8. You should contact your Contracting Officer with any questions you have about the DPL process and your ranking.

    9. Once a novation modification is signed by the Contracting Officer, the agreement will use the purchasing vendor's small business and Labor Surplus Area statuses. This means that the Dispatch Priority List will use the purchasing vendor's status to determine the ranking.

    10. If an incident orders a specific configuration of equipment (e.g., dozer with a winch) and the attribute appears on the DPL, the dispatcher will contact the first vendor on the list who has the equipment that meets the needs of the incident.

    11. For initial attack, dispatchers will follow the "closest forces" concept and utilize locally available resources according to agency and incident needs. Use of the DPL is not required during initial attack and contractor resources may or may not be used.

    12. Yes, the DPL shall always be used except as provided in the agreement (i.e. initial attack, tribal preference policy established within reservation jurisdiction, see D.6.1).

    13. Dispatchers need to use the DPLs that are posted to the VIPR Web site to ensure they are using the most up-to-date version. Since the DPLs can change frequently, dispatchers need to check the Web site frequently for updated lists and verify the date/time stamp listed on the DPL. COs will notify dispatchers when a change has been made to the DPL. Dispatchers should NOT print one copy of the DPL and use that copy for the entire season.

    14. A resource list is generated for transports awarded in conjunction with heavy equipment (e.g. dozers, excavators, tractor plots). Within each small business program category, as defined in Section B, Method of Award - Cascading Set-Aside Procedure, equipment will be dispatched based on the attributes that best meet the needs of the government. This differs from a DPL in that vendors on DPLs must always be contacted in order of ranking.

  • Help with the Vendor Application

    Help with the Vendor Application close

    1. VIPR System technical support is available through the Interagency Incident Systems Helpdesk at:

      If you have questions about how to use the vendor application, you can use the Online Help, which is available in the footer of the application.

    2. For assistance with basic computer questions or to take a basic computer course, check into these resources:

    3. If you get a serious server exception error message that does NOT include a reference number, then chances are your system has timed out. You can wait a while and try again or you might need a faster network connection. You would need to contact your Internet Service Provider to determine the network options that are available to you. If you continue to get this message, then contact the Interagency Incident Systems Helpdesk at helpdesk@dms.nwcg.gov or (866) 224-7677. Press Option 3 for VIPR/eAuth.

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