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USDA Forest Service
P.O. Box 96090
Washington , D.C. 20090-6090
(202) 205-8333
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Frequently Asked Questions (FAQs)

NOTE:

The FAQs listed on this page address questions specific to the VIPR Vendor Solution, which uses Formatta. However, many solicitations now use the VIPR Vendor Application. For FAQs specific to using the vendor application, go to http://www.fs.fed.us/business/incident/vendorappfaq.php.

Below is a set of questions and answers about VIPR and key processes used with VIPR.

Click on a topic, and then click a question to view its answer. Show All

Overview of VIPR & the VIPR Vendor Solutionreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. What is VIPR?

    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. What is the VIPR Vendor Solution?

    The VIPR Vendor Solution is a forms-based tool that works with the VIPR system. Vendors will use this tool to submit their responses to competitive solicitations for preseason agreements. The VIPR Vendor Solution provides these key functions:

    • Automated forms for submission of vendor offers
    • Automated confirmation that vendor submissions are received
    • Electronic signature on awarded agreements
    • System security that ensures protection of vendor information

  3. What is the vendor application?

    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 now for those vendors responding to solicitations or modifications for;

    • Aircraft Rescue Firefighting Apparatus
    • All Terrain Vehicle
    • Chainsaw Repair Service
    • Chipper
    • Clerical Support Unit (Converted from Formatta in January 2012)
    • Coach Bus
    • Communications Trailer
    • Copier
    • Crew Carrier Bus (Converted from Formatta in January 2012)
    • Faller (Converted from Formatta in January 2012)
      • Faller Module
      • Single Faller
    • Fuel Tender
    • GIS Unit (Converted from Formatta in January 2012)
    • Heavy Equipment (Converted from Formatta in January 2012)
      • Dozer
      • Excavator
      • Tractor Plow
      • Transport
    • 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
    • Mobile Sleeper Unit
    • Portable Toilet
    • Potable & Gray Water Truck/Handwashing Station (Trailer Mounted)
      • Handwashing Station (Trailer Mounted)
      • Gray Water Truck
      • Potable Water Truck
    • Rental Vehicle
      • Rental Passenger Vehicle
      • Rental Truck
    • Tent (Converted from Formatta in January 2012)Tent
      • Tent
      • Tent - Canopy
    • Vechicle with Driver

    NOTE: For all other questions about the vendor application, refer to the Vendor Application FAQs.

  4. When will VIPR and the VIPR Vendor Solution be available for use?

    VIPR and the VIPR Vendor Solution are available to use now. VIPR was introduced into production in January 2009 and included the VIPR Vendor Solution for use during the 2009 fire season.

  5. Is VIPR an interagency system?

    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.

Contracting with the Forest Service on Fire / Incidentsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I am a new vendor. How can I obtain an agreement with the Forest Service?

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

  2. How do I find a Forest Service solicitation for preseason incident procurement?

    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. How do I find out what equipment solicitations are planned for each year?

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

  4. How do I decide which solicitations to respond to?

    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. How can I sign up my equipment with the BLM?

    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.

Central Contractor Registration (CCR)return to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I have changed banks, so who do I notify to ensure that I get paid?

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

Contractor Performance Assessment Report System (CPARS)return to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. What is CPARS?

    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. Limited details are available at this time on the agency use of CPARS on what forms or reports may be available for the agency to record performance evaluations. Until more details are provided, the agency will continue to use the report in Exhibit E.

Contractor Performance System (CPS)return to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. The CPS system is no longer available.

    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. Limited details are available at this time on the agency use of CPARS on what forms or reports may be available for the agency to record performance evaluations. Until more details are provided, the agency will continue to use the report in Exhibit E.

DUNS Numberreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Will I need to use my DUNS number with the VIPR Vendor Solution?

    Yes. As part of the incident procurement process used within the VIPR Vendor Solution, you will be asked to provide your DUNS number on the Vendor Company Information form. The VIPR system will use your DUNS number to ensure your resource/equipment information is unique to your company.

  2. How can I change my DUNS number?

    Contact the Contracting Officer to discuss changing your DUNS number.

E-mail Addressreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Why do I need an e-mail address?

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

  2. How do I get an e-mail address?

    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. Please note that AOL e-mail addresses do not appear to work with the VIPR Vendor Solution.

  3. What happens if I submit a response to a solicitation and my e-mail address was incorrect?

    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 in your Vendor Company form and follow the process for submitting your response.

  4. What happens if my e-mail address changes after my agreement is awarded?

    Notify your CO and they can make the necessary change in VIPR.

Online Representations and Certifications Application (ORCA)return to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Do I need to submit my annual FAR representations and certifications information when I submit an offer?

    No. You MUST use the Online Representations and Certifications Application (ORCA) at http://orca.bpn.gov to electronically complete the annual representations and certifications in accordance with FAR 52.212-3. By providing your information in ORCA, you will not need to submit your representations and certifications with your offer. If you have any questions regarding the representations and certifications, contact your Contracting Officer.

USDA eAuthenticationreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Do I need an eAuthentication Account?

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

  2. When do I have to get my eAuthentication account set up?

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

  3. What type of eAuthentication account do I need?

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

  4. How do I obtain a Level 2 account?

    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. I have an eAuthentication account, but I do not know if it is a Level 2 account.

    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.

  6. I have a Level 2 account with another USDA agency. Can I use it with the Forest Service?

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

  7. What does eAuthentication actually protect?

    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.

  8. I got "stuck" during the eAuthentication process. What do I do?

    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.

  9. I got "locked out" of my eAuthentication account. What do I do?

    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.

Getting Started with the VIPR Vendor Solutionreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Will I need to use the VIPR Vendor Solution?

    Yes. Any vendor who wishes to obtain an I-BPA with the Forest Service must use the VIPR Vendor Solution or the vendor application depending on the solicitation. Please review the information posted to the Incident Procurement Web site to determine when you need to use the VIPR Vendor Solution.

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

  2. When will I need to use the VIPR Vendor Solution?

    All vendors desiring to obtain a preseason agreement with the Forest Service are required to use the VIPR Vendor Solution or the vendor application depending on the solicitation.

    Vendors with the following equipment will use the VIPR Vendor Solution (a.k.a Formatta):

    • Heavy Equipment with Water (Pumper Cat, Skidgine, and Softtrack)
    • Refrigeration Trailer
    • Water Handling Equipment (e.g., Engine, Water Tender, Skidgine, etc.)
    • Weed Washing Unit

    Vendors with the following equipment will be required to use the VIPR vendor application:

    • Aircraft Rescue Firefighting Apparatus
    • All Terrain Vehicle
    • Chainsaw Repair Service
    • Chipper
    • Clerical Support Unit*
    • Coach Bus
    • Communication Trailer
    • Copier
    • Crew Carrier Bus*
    • Fallers (Single Faller and Faller Module)*
    • Fuel Tender
    • GIS Unit*
    • Heavy Equipment*
      • Dozer
      • Excavator
      • Tractor Plow
      • Transport
    • 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
    • Mobile Sleeper Unit
    • Portable Toilet
    • Potable & Gray Water Truck/Handwashing Station (Trailer Mounted)
      • Handwashing Station (Trailer Mounted)
      • Gray Water Truck
      • Potable Water Truck
    • Rental Vehicle
      • Rental Passenger Vehicle
      • Rental Truck
    • Tent and Canopy*
    • Vehicle with Driver
    *Resources that were originally awarded in Formatta have been converted into the vendor application.

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

  3. Where can I find out more about the VIPR Vendor Solution and how I am suppose to use it?

    Several resources are available to assist you with using the VIPR Vendor Solution. In particular, the VIPR Vendor Solution User Guide, which provides detailed, step-by-step instructions for responding to solicitations, acknowledging amendments, receiving awarded agreements, and responding to agreement modifications. The user guide, as well as other resources, is available at http://www.fs.fed.us/business/incident/vendorsupport.php.

  4. Will I ever actually log into VIPR?

    No. You will not access the VIPR application itself. You will submit information via Formatta forms using the VIPR Vendor Solution, which feeds directly into VIPR.

  5. Can I use a Mac computer to respond to a solicitation?

    As part of the VIPR Vendor Solution, you are required to provide electronic signatures when signing and submitting your offers on solicitations. The electronic signature functionality only works when submitted from computers running a Windows Operating System. Computers running a Mac Operating System cannot apply electronic signatures properly and cannot be used with the VIPR Vendor Solution. If you would like to provide feedback for support on a Mac Operating System, please contact the Interagency Incident Systems Helpdesk at helpdesk@dms.nwcg.gov or (866) 224-7677 (press Option 3 for VIPR / eAuth).

  6. If I am working on a public computer (i.e. public library) can others open files that I might accidentally leave on that computer?

    Yes, this could happen. You need to be cautious and secure your information (i.e., delete it from a public computer).

Formatta Formsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I understand that vendors need to use "Formatta Filler" software as part of the VIPR Vendor Solution. How much does it cost and how can I get it?

    Formatta Filler is free. You can find instructions on how to install Formatta Filler at http://www.fs.fed.us/business/incident/vendorsupport.php.

  2. How will I know if I should use the Formatta forms or the new vendor application?

    If you are responding to modifications for solicitations for Heavy Equipment with Water, Refrigerated Trailers, Water Handling, or Weed Washing Units, you will continue to use the Formatta Forms for those solicitations.

    For all other solicitations or modifications, you will use the vendor application. For more information about the vendor application, go to http://www.fs.fed.us/business/incident/vendorapp.php.

  3. If a Formatta form is emailed to a Procurement Technical Assistance Center (PTAC), can the PTAC work on it without e-Authentication?

    A PTAC (or anyone) can work on the package, but cannot submit it. Only vendor personnel with e-Authentication credentials can submit.

  4. How do I enter my required forms and documentation into the VIPR Vendor Solution electronically?

    VIPR creates the Formatta forms that you complete and submit as your response to a solicitation. If you are required to submit additional documentation, you will need to first scan your documents to a file, and then attach the documentation to the responses you submit using the VIPR Vendor Solution.

  5. Can I copy text from a document and paste it into a Formatta form?

    Yes. However, if you are copying text from anything other than another Formatta form, you must (1) copy the text from your document and paste it into Notepad, and then (2) copy the text from Notepad and paste it into the form. Some software programs, such as Microsoft Word, add strange text characters to text that is copied from their programs. These characters are not converting correctly when entered into the VIPR system, which may affect the text that appears on the form. Pasting the text from Notepad will eliminate this conversion issue. Click here for instructions on accessing Notepad.

Adobe Readerreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I understand that to view my agreements that are in PDF, I need the Adobe Reader® software. How much does it cost and how can I get it?

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

WinZipreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I understand that to view the inspection forms that are in a .zip file, I need the Winzip® software. How much does it cost and how can I get it?

    WinZip is free. You can download the software at http://www.winzip.com/downwz.htm.

Notepadreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I want to copy text from a document and paste it into my Formatta form. How do I access Notepad?

    Notepad is free with all Windows version 2.0 and higher. It is a basic text editor that you can use to copy text and paste into Formatta forms. Because Notepad supports only very basic formatting, you cannot accidentally save special formatting in documents that causes conversion issues with the Formatta forms. By copying text into Notepad and then pasting into a form, this will eliminate this conversion issue.

    To use Notepad to copy and paste text into your Formatta forms, do the following:

    1. Open the document that has the text you wish to use.
    2. Copy the text (Ctrl+C) you wish to paste into your Formatta forms.
    3. From the Start Menu, select Programs > Accessories > Notepad.
    4. Paste the text (Ctrl+V) into Notepad.
    5. Select the text you just pasted into Notepad, and then copy it (Ctrl+C).
    6. In the Formatta form, paste the text (Ctrl+V).

Trainingreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Is VIPR Vendor Solution training available for vendors?

    National user guides focused toward vendor use of the VIPR Vendor Solution are available at: http://www.fs.fed.us/business/incident/vendorsupport.php.

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

Solicitations/Agreements for Equipmentreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. How are national equipment specifications developed?

    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. Do all Forest Service partner agencies' agreements have to be in VIPR?

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

  3. Can equipment procured by the Department of Interior agencies or State agencies be used on Forest Service incidents?

    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 If Forest Service partners with another agency, and the partner agency is the contracting agency:
    Incident Blanket Purchase Agreements (I-BPAs)
    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
  4. Are all agreements for incident support contained in VIPR?

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

  5. Will vendor employee training and qualification information be captured in VIPR?

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

  6. What happens if I submit a response to a solicitation and my e-mail address was incorrect?

    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 in your Vendor Company form and follow the process for submitting your response.

  7. How do I determine which dispatch center to use?

    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 on the resource data entry forms 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.

  8. Can I submit an offer where I have multiple resources assigned to different dispatch centers?

    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 complete a separate resource data entry form for each piece of equipment, identifying the applicable dispatch center. Attach ALL resource data entry forms to your response to the solicitation. DO NOT submit separate responses to the solicitation for each of the dispatch centers, as your latest response will override any previous responses.

    EXCEPTION: When completing resource data entry forms for Fallers (Single and Module), Handwashing Stations (Portable), Portable Toilets, Portable Toilets (Wheelchair Accessible), Tents, and Refrigerated Trailer Units, only one form should be completed for each dispatch center. The number of resources being offered is entered on the form to illustrate the number of resources available within that specific dispatch center. For these specific resource types, DO NOT submit multiple offers in response to a single solicitation; VIPR will use the vendor's last response submitted as the response on record and will override any previous responses.

  9. What exactly should I enter in the Company Name field in the Vendor Company Information form?

    Your company name in VIPR must match what is in the Central Contractor Registration (CCR), which in turn should match your legal business name as registered with the IRS.

  10. My resource has a VIN, but what do I enter in the Equipment ID field?

    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 letter

  11. I have an Engine Type 6 and I do not have a DOT Inspection date for it. On the Resource Category form, the DOT Inspection date is a required field. What do I do?

    For Type 6 Engines only, if your equipment does not require a DOT Inspection, please enter a "bogus" date on the Resource Category form, which will allow you to submit your vendor response. Please note that most Geographic Areas strongly recommend that even if your equipment is under the 10,001 GVWR, you still get the DOT inspection.

  12. When I submitted my offer, I submitted the wrong resource category type and now the solicitation has closed. How do I replace the wrong resource category type with the correct resource category type in my offer?

    Ask your CO to put you into "negotiations," which will allow you to submit a new offer using the correct resource category type. IMPORTANT: You will need to include any other resource category forms that you wish to include in your offer. The latest response you submit will override any previous responses you submitted, which means only the forms included in your latest response will be processed and will be treated as the response on record in the VIPR system.

  13. I submitted the wrong resource category type in my offer and now I have an agreement for an Engine Type 3 instead of an Engine Type 4, which is the resource that I have. How do I get the correct resource category type onto the agreement?

    Once you have an agreement, you cannot replace one resource category type with a different resource category type. However, you do have two options: (1) You can bring up your equipment to meet the requirements for the resource category type on your agreement, or (2) through a modification that the CO creates, you can replace the equipment with equipment that meets the requirements, but is still the same resource category type. Please note that substituted resources shall be equal or better equipment with no change in the agreement rate. The substituted resource will retain the same position on the DPL as the one removed from service.

    In the case where a vendor has an agreement for a resource that meets another type than what they intended to offer (they have an Engine, Type 3, but the equipment was submitted as an Engine, Type 4 and it meets the Type 4 requirements), the vendor can either choose to accept the agreement for the other type or decline the agreement.

  14. When responding to a solicitation or amendment, do I have to include all of the resource data entry forms that I want to be considered with my offer?

    Yes. The latest response you submit will override any previous responses you submitted, which means only the forms included in your latest response will be processed and will be treated as the response on record in the VIPR system.

  15. I want to use the same equipment for a 2011 solicitation that I used for a 2008 solicitation. Can I use the same resource forms?

    No. You will need to complete the new 2011 resource data entry forms that are included in the solicitation or amended solicitation package to which you respond. You will receive an error if you attempt to use outdated versions of the resource data entry forms or Vendor Company Information form.

  16. When I submitted my response to a solicitation, I received an "invalid Dispatch Center selection" error message. I am using the same resource forms that I have used in the past, so I'm not sure why I am getting the error.

    The dispatch center selections available on the resource data entry forms are now specific to the region that issued the solicitation, so you can no longer use the same resource forms for multiple solicitations. You will need to complete the resource data entry forms that are included in the solicitation PFF package, attach those forms to your response, and then submit your response.

  17. When I submitted my response to a solicitation, I received a submission error. I am using the same resource forms that I have used in the past, so I'm not sure why I am getting the error.

    You may have responded using an old resource form or company information form. When responding to a solicitation or amendment, check your forms against the resource forms and company information that are in the PFF package that was e-mailed to you. If you are using outdated forms, you will need to complete the new forms and then attach them to your response. All resource category forms now include a company name field and an equipment identification field.

  18. I submitted a response to a solicitation with a resource that I now want to withdraw, but I get an error when I use the "Withdraw" check box on the resource form. How do I withdraw a resource from my offer?

    The Withdraw function on the resource data entry forms is only used during the Agreement Phase.

    If you wish to withdraw a resource from your offer on a solicitation or an amended solicitation, you will need to submit a new offer without that specific resource data entry form(s) included in the package you submit, and include all other resources that you wish to include in your offer. When you submit a new response, your latest response will overwrite your previous response, so if that resource data entry form is no longer included in the package, it is "withdrawn" from your offer.

    If you wish to withdraw your entire offer, telephone or e-mail the CO stating you wish to withdraw your offer. The CO will not award an agreement on the offer you have withdrawn.

  19. I submitted a response to a solicitation with a resource that I now want to replace, but I get an error when I use the "Replace" check box on the resource form. How do I replace a resource in my offer?

    The Replace function on the resource data entry forms is only used during the Agreement Phase.

    If you wish to replace one resource (Resource A) with another resource (Resource B) in your offer on a solicitation or an amended solicitation, you will need to submit a new offer without the resource data entry form for Resource A, and add the resource data entry form for Resource B. Include any other resources that you wish to include in your offer. When you submit a new response, your latest response will overwrite your previous response, so only the Resource B form (along with your other resource forms, excluding Resource A) should be in your package and will be evaluated with your offer.

  20. Can I add new equipment to an agreement?

    You may not add new resources to the agreement with the exception of substituting resources as provided by the solicitation. Substituted resources shall be equal or better equipment with no change in the agreement rate. The substituted resource will retain the same position on the DPL as the one removed from service.

  21. Can I change my price on an agreement?

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

  22. What happens if my business set-aside status (HUBZone, size, etc) changes after I have been awarded an agreement?

    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.

  23. What happens if my Labor Surplus Area (LSA) status changes after I have been awarded an agreement?

    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.

  24. If specific equipment will be hosted by a GACC, how will I know which GACC to choose as my host dispatch center?

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

  25. After I have been awarded an agreement, where can I find the Equipment IDs for my resource categories?

    Agreement packages now include the Equipment IDs and other resource information (i.e. resource description, location, and attribute data, excluding contact information and rates). This information is located on the last pages of the Agreement.PDF (after the vendor company information).

  26. Can I change my identified dispatch center on an agreement?

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

  27. Can DOI agencies such as the BLM, NPS, FWS, and BIA use VIPR-generated agreements?

    Yes.

  28. If I have one piece of equipment that meets specifications for two separate resource categories/types (e.g., water tender - support and water tender - tactical; or Mobile Laundry Type 1 and Mobile Laundry Type 2), can I receive an award for each piece of equipment?

    Yes, a single piece of equipment can be awarded as multiple resource categories/types.

  29. What should I print in order to provide a "complete agreement" to the incident?

    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; 3) SF-30 for Amendments and Modifications, if applicable; (4) Table of Contents; (5) Contract Requirements and Exhibits; and (6) Company Information.

    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/.

  30. Are my Formatta resource forms included in my agreement package?

    No. The resource forms, which are PFF forms, are not included in an agreement package (PDF). For a complete list of the resources that are associated with the agreement, you can view the Schedule of Items (SOI) on the second page of the agreement. For details about each resource (i.e. resource description, location, attribute data) on the agreement, the details will either be on the SOI or they will be on the last pages of the Agreement.PDF—depending on when the agreement was awarded.

  31. Will I receive an official signed copy of the award or just the copy with the electronic signature from VIPR?

    The copy with the electronic signature that you receive from VIPR is the official copy.

  32. I received an e-mail stating that my agreement has expired. Is there anything I need to do?

    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.

  33. How long are expired and canceled agreements posted to the VIPR Agreements Web site?

    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 / EERAsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. What is an I-BPA?

    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. Why are all of these changes to I-BPAs necessary?

    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.

  3. Will I-BPAs be used for FEMA incidents?

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

  4. Have Emergency Equipment Rental Agreements (EERAs) been eliminated entirely?

    EERAs still exist, but only for at-incident sign-ups. At-incident agreements may be used only when I-BPAs are exhausted.

  5. How are preseason Incident Blanket Purchase Agreements (I-BPAs) different than Emergency Equipment Rental Agreements (EERAs)?

    I-BPAs are competitive 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 issuing at-incident EERAs, do local units need to use the national standard specification templates?

    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.

Amendmentsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Will VIPR automatically add each amendment to the solicitation package?

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

  2. Do I have to acknowledge all amendments to a solicitation?

    No. If you have already responded to a solicitation, then your original response will be evaluated. However, once a solicitation has closed and during the evaluation process, the CO may request that you resubmit your response using the latest amendment package. The CO will coordinate with you what package you need to respond to.

    If you are responding to a solicitation for the first time, you will need to respond to the latest amendment package posted on FBO, as this will acknowledge all preceding amendments, as well as the original solicitation package.

  3. How will I know if the solicitation I responded to has been amended?

    If you have submitted a response to a solicitation using the VIPR Vendor Solution (i.e., Formatta forms), you will receive an e-mail from VIPR with a copy of the latest amendment package attached.

    If you have not submitted a response to the solicitation, you can register with FedBizOpps to receive alerts on the solicitation and once the amendment package is posted to FedBizOpps, you will be alerted through FedBizOpps.

  4. What do I need to submit with an amendment package?

    When you submit an amendment package, it must be a complete offer, as each response you submit replaces any previous responses. It must contain your completed vendor company information form, a resource category form for each piece of equipment being proposed, and any other supporting documentation required by the solicitation. IMPORTANT: For every response you submit, ensure ALL of your resource data entry forms that you want to be considered with that response are included (attached) in your submittal. The latest response you submit will override any previous responses you submitted, which means only the forms included in your last response will be processed and treated as the response on record in the VIPR system.

Inspectionsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. How do I open the inspection forms that are in the .zip file?

    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. Do I have to use the inspection forms that I received in the VIPR e-mail message when I submitted a response?

    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. Should I have inspection forms for all of my resources?

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

  4. One of my resources failed an inspection. Once I fix the problem identified, how do I submit the update to VIPR?

    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 on your resource data entry forms, then the CO will issue an Inspection Correction modification. Once you receive the modification package, which includes only the resource data entry forms for resources that failed inspections, you can update the attributes on your resource forms and submit your 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 the attributes on your resource data entry form for that resource, 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. Can I change my prices on a resource that had a failed inspection?

    No. When updating a resource with an Inspection Correction modification, you CANNOT change Prices (Rates) for your equipment, the VIN/Serial Number/Equipment ID/Unique Resource Descriptor, or Dispatch Center.

  6. In the Inspection Correction modification package, should all of my resource data entry forms be included in the package?

    Only the resource data entry forms with a Fail inspection status are attached to the modification package. When you respond to the modification, you will only need to add back to the package the resource form that you revise; you will not need to add any other resource forms.

  7. Do I need to attach my inspection forms to my responses?

    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 responses you submit to VIPR. The inspector will submit the completed inspection form to the appropriate CO.

Training Qualificationsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. I have an award; however, my training qualifications are incomplete. Can I provide the additional training qualification documentation that is required after an award has been made?

    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 either attach the documentation to the modification PFF package or 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. Instructions for "Responding to a Modified Agreement" are provided in the VIPR Vendor Solution User Guide.

Modificationsreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. What is the difference between a standard modification and a rollover modification?

    A standard modification allows the CO or the vendor to update general information on an agreement. The vendor ranking on the DPL is not affected by any of the changes made with a standard 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 and resource attribute changes, which could affect their ranking on the DPL.

  2. I received a modified agreement that says the modification has converted my agreement from Formatta into the vendor application. What does that mean?

    If you have agreements for Clerical Support Units, Crew Carrier Bus, Fallers (Single Faller and/or Faller Modules), GIS Units, Heavy Equipment, or Tents, those agreements and the resources on those agreements have been converted from Formatta into the vendor application. With the conversion all of the agreement information has been preserved, with one exception: for resource attributes that originally used a numeric range on a Formatta form, VIPR has assigned a numeric value within that same range to those attributes. If CBA points are associated with those attributes, the same points are retained, and there is no change to the vendor's position on the Dispatch Priority List.

    No action is required by you regarding this conversion modification; however, if you wish to view your converted resources or agreement, you can log into the vendor application. Also note that for any subsequent modifications that require your response, you will use the vendor application (not Formatta) to submit a response to the modification.

    For more information about the vendor application, go to http://www.fs.fed.us/business/incident/vendorapp.php

  3. I have an agreement, but need to update my contact information or company address. Can I have the CO make these changes for me?

    Yes. A CO can issue a Vendor Management modification and make updates to your contact information (names, phone and fax numbers, and e-mail addresses) and your company address, for you, so that you will not need to update your Vendor Company Information form and do a re-submittal. Once the CO signs the modification, the signed modification package (PDF) will be e-mailed to you and the Company Information page (last page in the PDF package) will have your updated information. IMPORTANT:

    • The CO cannot make any changes to your resource information and cannot change any other company information other than your contact information and company address.
    • The changes that a CO makes with a Vendor Management modification will only apply to that specific agreement. So, if you want the changes applied to more than one agreement, you will need to request a modification for each of those agreements.
    • You can still request a standard modification to make your own changes to your Vendor Company Information form, if you prefer.
  4. When I respond to a modification, do I need to include all of the resource data entry forms---even those that I have not updated?

    No. You will only need to include (attach) to the package the forms you revised; you will not need to add any of the forms that you did not revise. IMPORTANT: This is different than when you respond to a solicitation or amended solicitation in which case you MUST include ALL of your resource data entry forms in your response, because VIPR uses your latest solicitation or amendment response as the response on record. However, when responding to a modification, you do not have to attach ALL of your resource data entry forms in your response, because you have already received/not received awards for those other resources.

  5. When I submitted my response to a modification, I received a submission error. I am using the same resource forms that I have used in the past, so I'm not sure why I am getting the error.

    You may have responded using an old resource form or company information form. Check your forms against the resource forms and company information that are in the modification package that was e-mailed to you. If you are using outdated forms, you will need to complete the new forms and then attach them to your response to the modification. All resource category forms now include a company name field and an equipment identification field. The new vendor company form is now two pages with the insurance, DOT, and worker's compensation information separated into three separate questions.

  6. I noticed that all of the resource forms now have a required field for Equipment ID. What do I enter in that field?

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

    • Your call sign for that piece of equipment
    • 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. Also, this field cannot be more than 10 characters in length.

  7. I have an existing agreement, but need to change the name of the mechanic on my Mechanic with Service Truck resource? How do I do that?

    You will need to treat the mechanic name change as a "replacement" resource. Let your CO know that you need to make this change. The CO will issue a modification to your agreement. When you receive the modification package, use the "Replace" functionality in the Agreement Phase Only box at the top on the resource data entry form and (1) select the "Replace this resource" check box, (2) use the drop-down list to select the "Unique Resource Descriptor" of the resource you wish to replace, and in the body of the form (3) enter a new "Unique Resource Descriptor" for the new mechanic, (4) enter the new mechanic's first name and last name, and (5) continue the submittal process. For detailed instructions, refer to "Replacing a Resource (Equipment) in a Modified Agreement" in the VIPR Vendor User Guide.

  8. Can I decrease the number of fallers/faller modules that I said I could provide in my signed agreement?

    Yes. You can decrease the number of fallers/faller modules with a modification; however, you CANNOT increase that number. If you decide to decrease the number of fallers/faller modules, and later wish to increase it back to your original number, you will be unable to do so. You should use the "Number of Fallers/Faller Modules" to reflect what you intend to provide at the time of service-DO NOT use this method as a means of recording frequent staff changes.

  9. Why do some modification packages come in a PFF format and some are in a PDF format?

    If the modification requires a vendor response, the modification package in the e-mail will be a PFF file (Formatta Forms), which will allow you to work with your resource data entry forms and vendor company information form, which are PFF forms. If the modification is complete and does not require a vendor response, the signed modification package in the e-mail will be a PDF file (Adobe Reader), which will contain all of the required agreement documents in one PDF file.

  10. Through a novation modification, I have acquired another company's agreement. Whose business status and Labor Surplus Area status are associated with the agreement, mine or the original vendor's?

    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.

  11. How can I change my DUNS number on an agreement?

    Contact the Contracting Officer to discuss changing your DUNS number.

  12. As a vendor, can I change the dispatch center on an agreement?

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

Dispatchreturn to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Will VIPR be integrated with ROSS?

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

  2. What procedures are used during mobilization?

    Contractors who provide equipment signed up on an incident at EERA shall be demobilized prior to equipment awarded on an I-BPA. Vendors who bid and are awarded preseason 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.

  3. What procedures are used during demobilization?

    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. Am I allowed to seek reassignment to other incidents once I am released back to my host dispatch center?

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

  5. Am I allowed to be reassigned from one incident to another?

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

  6. Is guidance available to help me choose a dispatch center?

    Basic information listing the dispatch center code and city/state is in the VIPR Vendor Solution User Guide as well as on the Incident Procurement Web site.

  7. As a vendor, can I change the dispatch center on an agreement?

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

  8. Can dispatch offices hold contract resources in reserve to provide support according to local preparedness levels?

    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. Will dispatchers have access to VIPR reports?

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

Dispatch Priority Lists (DPLs)return to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. What is a dispatch priority list (DPL)?

    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. Will I be able to view the DPL?

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

  3. How is the DPL generated?

    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. How will socioeconomic set-asides be applied in VIPR?

    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 “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. My company has a HUBZone business status. Why is a competitor, who does not have a HUBZone status, ranked higher than my company on the DPL?

    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. How is the DPL used to order equipment?

    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. How are ties handled on a Dispatch Priority List?

    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: The LSA is a field added to the Vendor Company Information form. 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. What if I have questions about my ranking on the DPL?

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

  9. Through a novation modification, I have acquired another company's agreement. Whose business status and Labor Surplus Area status are associated with the agreement, mine or the original vendor's?

    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.

  10. How is the DPL used when an Incident Commander orders a specific piece of equipment with special attributes? (Example: A dozer with winch).

    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. Will the DPL be used for initial attack?

    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. If an extended attack fire has a blow up situation where structures are threatened and the IC wants additional resources for needed date/time immediately, do we still have to use the DPL to order resources?

    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. How will Dispatch Centers know if they are working off of the latest DPL list?

    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.

Help with the VIPR Vendor Solution return to top

For questions about the vendor application, visit the Vendor Application FAQs

  1. Is there someone I can contact to get help with the VIPR Vendor Solution?

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

  2. I am a novice computer user and have some basic questions about how to use a computer, such as how to create a folder, rename a file, etc. Who can help me with these types of questions?

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

  3. When I submit a response, what do I do if I get a serious server exception error that does NOT include a reference number for the Help Desk to refer to?

    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).

  4. I received an e-mail package from VIPR and it contains a .mim package, which I cannot open. What should I do?

    The packages e-mailed to you through VIPR will be PFF file types if you are required to respond to the modification. If you are using an AOL e-mail account for the VIPR Vendor Solution and the package attached to the e-mail has a .mim extension instead of a .pff extension, you will be unable to open the package. Problems have been reported with the packages that are sent to vendors using AOL e-mail accounts. You will need to obtain a non-AOL e-mail address and depending on what state the solicitation is in, do the following:

    If the solicitation is open, correct your e-mail address on your vendor company form and re-submit the response with all of the appropriate forms. (Ensure you are responding to the latest amendment package for the solicitation.)

    If the solicitation is closed and awarded, provide the CO with your correct e-mail address and the CO will correct your e-mail address in VIPR and re-send the modification to you, so you can respond to the modification package. NOTE: The modification package (PFF package) will contain your completed vendor's company form with the e-mail address updated on the form.

  5. When I submit a response, why am I getting an error telling me that certain fields are not completed on my vendor company form?

    With the latest release of VIPR, there were a few minor changes to the Vendor Company Information form (i.e. the DBA field was added). If you are submitting a response using an old version of the form, you will need to access the solicitation or amendment package and use the new form with your submittal. NOTE: If you have an existing agreement through the VIPR Vendor Solution, and you receive a modified agreement package, the modification package will include a new Vendor Company Information form. For your files, you should replace your old company form with the new form.

  6. When I submitted my response to a solicitation, I received a submission error. I am using the same resource forms that I have used in the past, so I'm not sure why I am getting the error.

    You may have responded using an old resource form or company information form. When responding to a solicitation or amendment, check your forms against the resource forms and company information that are in the PFF package that was e-mailed to you. If you are using outdated forms, you will need to complete the new forms and then attach them to your response. All resource category forms now include a company name field and an equipment identification field.

  7. When I submitted my response to a solicitation, I received an "invalid Dispatch Center selection" error message. I am using the same resource forms that I have used in the past, so I'm not sure why I am getting the error.

    The dispatch center selections available on the resource data entry forms are now specific to the region that issued the solicitation, so you can no longer use the same resource forms for multiple solicitations. You will need to complete the resource data entry forms that are included in the solicitation PFF package, attach those forms to your response, and then submit your response.

Last Modified: Aug 13, 2009 11:27:am EDT