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USDA Forest Service
P.O. Box 96090
Washington , D.C. 20090-6090
(202) 205-8333
FirstGov: the official portal web site of the U.S. government.

Frequently Asked Questions (FAQs)

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

  1. What is VIPR?

    VIPR is the Virtual Incident Procurement (VIPR) system, which is a web-based incident procurement system that replaced and expanded the Equipment and Training Inventory (EaTIS) prototype. VIPR 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. 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.

  4. 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

  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?

    Competitive 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 Competitive Solicitation Plan.

  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.

Contractor Performance System (CPS)return to top

  1. How does the VIPR Vendor Solution use the information I enter into CPS?

    At this time, VIPR does not pull information from the CPS. However, registering with CPS is a requirement of doing business with the Forest Service and is part of the overall incident procurement process. Past performance is an evaluation criteria and information is considered by the CO when making award determinations.

  2. What is the purpose of the Contractor Performance System (CPS)?

    The Contractor's performance at an incident is evaluated and input into the National Institutes of Health (NIH) Contractor Performance System (CPS). Past performance information can be used by the government to monitor performance throughout the life of the I-BPA, and as a criterion for future procurements. The CPS system also enables Contractors to review and respond to their performance evaluations. Registration in CPS can be completed at http://cps.od.nih.gov.

  3. The CPS database requires a secondary contact within the business. If there is not a secondary contact, such as the case with small companies, what do you suggest be entered in that field?

    You can use an emergency contact, next-of-kin, or some other contact to complete that field.

  4. Is there someone I can contact to get help with Contractor Performance System (CPS)?

    You can contact the CPS Helpdesk at:

DUNS Numberreturn to top

  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.

E-mail Addressreturn to top

  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.

USDA eAuthenticationreturn to top

  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 open between 12:00pm and 8:00pm Eastern Time (Monday – Saturday).

  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 open between 12:00pm and 8:00pm Eastern Time (Monday – Saturday).

Getting Started with the VIPR Vendor Solutionreturn to top

  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, although some vendors will not begin using the VIPR Vendor Solution until the 2010 or 2011 fire season. Please review the information posted to the Incident Procurement Web site to determine when you need to use the VIPR Vendor Solution. Other I-BPAs will be available through the VIPR Vendor Solution in the future, such as national contracts (e.g., mobile shower, crew) and aviation contracts.

    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 start using the VIPR Vendor Solution?

    In 2009, all vendors with the following equipment are required to use the VIPR Vendor Solution:

    • Clerical support units
    • Fallers
    • GIS units
    • Gray water trucks
    • Hand washing stations
    • Mechanic with service truck
    • Mobile laundry
    • Portable toilets
    • Potable water trucks
    • Refrigerated trailers
    • Tents
    • Water handling equipment (e.g. engines and water tenders)

    Also, vendors with heavy equipment (dozers, excavators and transports) who work with the Southern Region (R8) began using the VIPR Vendor Solution in 2009.

    In 2010 and 2011, vendors with equipment that support the remaining I-BPAs identified in the national solicitation plan will use the VIPR Vendor Solution.

  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 this is an issue, 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

  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. 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.

  3. 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.

  4. 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

  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.

Notepadreturn to top

  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

  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

  1. How were national equipment specifications developed?

    Specifications were developed by the Contract Equipment Task Team (CETT), a team made up of technical specialists nationwide. Draft specifications were reviewed and approved by the Fire Equipment Working Team (FEWT) and were distributed to fire, acquisition, finance and incident business personnel for review and comment. In addition, the solicitations were posted on FedBizOpps (FBO) for vendor review/comment.

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

    No. Preseason agreements, both competitive and non-competitive, 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:
    For Competitive Agreements
    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
    For Non-Competitive Agreements
    National template must be used* Use of a template is optional, although strongly encouraged.
    VIPR must be used for new I-BPAs* DOI has decided not to use VIPR at this time.

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

  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’s 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. 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. 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. 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.

  10. I'm attempting to sign my response, and I am caught in a signing "loop" ... what can I do?

    If you are using Internet Explorer 8.0, Internet Explorer 8.0 does not appear to work with the electronic signature login, which is used when you sign and submit a response. You can use other Internet browsers or if you have Internet Explorer 8.0, you can uninstall it and re-install Internet Explorer 6.0 or 7.0 by getting administrative rights to your computer and following the directions listed on the Microsoft Help and Support Web site at http://support.microsoft.com/kb/957700). (To check the version number for a browser, open the browser and from the Help menu, select About.)

  11. Can standard rates be used for the three, non-competed categories: chipper, modular office and vehicle with driver?

    Yes.

  12. 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.

  13. 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.

  14. 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.

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

    No. This was allowed in the past and resulted in some negative business impacts. The only legitimate reason to change it would be because you physically relocated your equipment to another location. In this case, you have two choices regarding the agreement: 1) honor the agreement and make the resources available until the end of the agreement, or 2) cancel the agreement.

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

    Yes.

  17. 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.

  18. If I have a piece of equipment, e.g., a crash rescue truck, under a preseason agreement that expires on 12/31/2009 and that equipment will not be solicited competitively per the national solicitation plan, what are the options?

    The CO can extend the existing agreement and continue to use the equipment under that agreement. If the equipment meets the requirements of another resource type, e.g., an engine, you can submit an offer under a solicitation for that resource type.

  19. 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/.

  20. Are my 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 on the second page of the agreement.

  21. Will current preseason agreements for crash rescue trucks still be valid for the 2009 fire season?

    Yes. You can use the existing agreement up until the expiration date listed, or the CO can extend the agreement.

  22. 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.

  23. 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. The complete agreement consists of the 1) SF-1449, 2) Table of Contents, 3) Schedule of Items, 4) Contract Requirements, 5) Vendor Company Information Form, 6) Resource Data Entry Form, and 7) SF-30 (if applicable). The agreement accompanying the resource to the incident may include only the resource data entry form associated with that specific resource.

I-BPAs / EERAsreturn to top

  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. Is it mandatory for all competitive Forest Service I-BPAs to be input into VIPR this year?

    It is mandatory to put all Forest Service I-BPAs in VIPR as identified on the national Competitive Solicitation Plan.

  3. Is it mandatory for non-competitive Forest Service I-BPAs to be in VIPR?

    I-BPAs for non-competitive equipment will be in VIPR in 2010.

  4. 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.

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

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

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

    I-BPAs are preseason agreements and can either be competitive or non-competitive. I-BPAs are awarded using the SF 1449 and 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.

  7. 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

  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.

Modificationsreturn to top

  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’s 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, which could affect their ranking on the DPL.

  2. 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 primary and secondary 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.
  3. 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.

  4. 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.

Equipment and Training Inventory (EaTIS)return to top

  1. Will the information from EaTIS be moved to VIPR?

    Awarded equipment data has been migrated into VIPR. Employee training and qualification data and equipment inspection data will not be migrated into VIPR.

  2. Has historic data from EaTIS been archived and is it available if needed?

    Yes, the data has been archived. Reports and copies of the agreements have been posted to http://www.fs.fed.us/business/incident/agreementreports.php.

  3. 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.

Dispatchreturn to top

  1. Will VIPR be integrated with ROSS?

    Integration with ROSS is scheduled to be in place for the 2011 fire year.

  2. What procedures are used during mobilization?

    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. What procedures are used during demobilization?

    Contractors who provide equipment signed up on an “at incident” 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. 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."

  8. 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

  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 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.

  5. 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.

  6. 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.

  7. 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.

  8. 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).

  9. What is a Resource List and how does it differ from the DPL?

    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 VIPR Vendor Solution return to top

  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'm attempting to sign my response, and I am caught in a signing "loop" ... what can I do?

    If you are using Internet Explorer 8.0, IE 8.0 does not appear to work with the electronic signature login, which is used when you sign and submit a response. You can use other Internet browsers or if you have Internet Explorer 8.0, you can uninstall it and re-install IE 6.0 or 7.0 by getting administrative rights to your computer and following the directions listed on the Microsoft Help and Support Web site at http://support.microsoft.com/kb/957700). (To check the version number for a browser, open the browser and from the Help menu, select About .)

  5. 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.

  6. When I submit a response, why am I getting an error telling me that the Labor Surplus Area (LSA) field is not completed on my vendor company form?

    With the latest release of VIPR, a new LSA field was added to the Vendor Company Information form. If you are submitting a response using an old version of the form (one that does not have an LSA section on it), 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 with your LSA status included on the form. For your files, you should replace your old company form with this new form.

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