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FEPP DESK GUIDE


CHAPTER 70 - PROPERTY ACQUISITION ASSISTANCE OTHER THAN FEDERAL EXCESS PERSONAL PROPERTY (FEPP)

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CONTENTS

Authority

Objective

Policy

Responsibility

The State Foresters

Regional Foresters, Area Director, and Director, IITF

Acquiring Fire Protection Equipment and Supplies (Forest Service Role)

Sources of Supply

GSA Activity Address Codes

Payment

DoD Fuel Cards

MILSTRIP as an Alternative Source to FEPP

Sample Letter


AUTHORITY

State foresters are authorized and encouraged to purchase wildland fire protection equipment and supplies through the GSA, Office of Federal Supply and Services and other Federal sources of supply. This is authorized in section 203 of the Department of Agriculture Organic Act of 1944 (16 U.S.C. 580a) and the current interagency agreements between the Department of Agriculture, Forest Service, the GSA, the U.S. Army, and others.

State foresters are also authorized to purchase from the Federal sources shown in GSA Wildfire Protection Equipment and Supplies Catalog and the USDA Forest Service Booklet, Federal Sources of Supply for State Agencies. Purchases are limited to items directly supporting the fire mission, and the use of this authority must be monitored.


OBJECTIVE

The objective is to assist in achieving efficient State wildland fire protection programs through procurement assistance from GSA, Forest Service, and other Federal sources of supply.


POLICY

Although policy normally precludes the Forest Service from serving as a purchasing agent for State forestry organizations, the regions and area may procure supplies and equipment for the Cooperative Fire Protection programs that are not readily available to the States from commercial sources. The costs of these supplies and equipment may be deducted from the State allotment with the concurrence of the State forestry organization. The Washington Office Acquisition Management Staff should be notified when this service is provided to the States. States and local governments shall be guided by the Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (7 CFR 3016) when purchasing with State Fire Assistance or Volunteer Fire Assistance funds.


RESPONSIBILITY

The administration of this Federal-State cooperative program is the joint responsibility of the individual State foresters and the Forest Service.


THE STATE FORESTERS

The State forester is responsible for:

  1. Reviewing and making recommendations to the Forest Service for the Federal Standard Requisitioning and Issue Procedures (FEDSTRIP) authorizations, which will also authorize access to Military Standard Requesting and Issue Procedure (MILSTRIP), to purchase from GSA, Federal supply contracts, and Defense sources of supply.
  2. Ensuring that applicable State and Federal procurement regulations are followed by those State agencies with FEDSTRIP authorizations.
  3. Reviewing FEDSTRIP authorizations annually to assure proper use and current mailing addresses.
  4. Recommending cancellation of unneeded or improperly used FEDSTRIP authorizations.
  5. Developing agreements for local cooperators to purchase though FEDSTRIP/MILSTRIP process and assisting them with the paperwork and other processes (optional).

REGIONAL FORESTERS, AREA DIRECTOR, AND DIRECTOR, IITF

Regional foresters and area director are responsible for:

  1. Designating a contact to authorize requests for GSA Activity Address Codes (AAC's) which provides access to FEDSTRIP/MILSTRIP.
  2. Advising State foresters of applicable Federal purchasing regulations and procedures.
  3. Keeping State foresters informed on available Federal sources of supplies.
  4. Helping resolve problems between GSA, DoD, and the State foresters.
  5. Reimbursing GSA for the unpaid bills of non-Federal cooperators in their region or area.

ACQUIRING FIRE PROTECTION EQUIPMENT AND SUPPLIES - FOREST SERVICE ROLE

The Forest Service shall:

  1. Assist States in determining fire equipment and supply needs.
  2. Assist States in acquiring and managing fire equipment and supplies in the most efficient manner consistent with the law.
  3. Loan FEPP to States to achieve efficiency in the State fire protection program.
  4. Monitor the administration of accountable personal property purchased in whole or in part with Cooperative Fire Protection program funds.
  5. Avoid assisting States to circumvent State purchasing regulations by supplying prohibited items.

The following are items authorized in the general policy. These include equipment and supplies not readily available from commercial sources. Examples are:

  1. Specialized fire equipment and supplies, and items from the Forest Service radio equipment and heavy equipment contracts.
  2. Cooperative Forest Fire Prevention material.
  3. Special items procured for the Forest Service but of interest to the States (publications, manuals, videotapes, etc.).
  4. Procurements from Federal agencies, or specialized parts and services to support Forest Service property on loan to State forestry agencies.
  5. Common interest expenses; for example, the State's agreement to deduct the cost of the Roscommon Equipment Center, Northeast Forest Fire Supervisors films, Northeast Area Training (NEAT) Center, and fire compact assessments.
  6. Consolidated purchases where appreciable savings to the taxpayer will result. The above list of authorized items covers items generally acquired through this program. Special procurement requests require individual attention.

SOURCES OF SUPPLY

Federal agencies that sell to Forest Service cooperators are listed in USDA-Forest Service booklet, "Federal Sources of Supply for State Agencies." This booklet may be obtained from the region or area USDA Forest Service office or from the USDA Forest Service, Fire and Aviation Management, P.O. Box 96090, Washington, DC 20090-6090.

State foresters are also authorized to purchase from the Federal sources shown in the GSA Wildfire Protection Equipment and Supplies Catalog. See the USDA Forest Service booklet, "Federal Sources of Supply for State Agencies," for additional sources of supplies.


GSA ACTIVITY ADDRESS CODES (AAC's)

Assignment of GSA AAC's, which permit direct purchase from GSA and other Federal sources, is intended for fire protection and shall be restricted to State forestry organizations, local fire districts/departments that have written agreements with the State forester to furnish wildfire protection, and other States and local organizations with which the Forest Service or the State forester has a written agreement for direct fire protection.

Assignment of an AAC requires a recommendation by the State forester and may require approval by the regional or area Staff Director responsible for cooperative fire protection.

Each region and station, the Northeast Area, and the IITF shall designate a contact to authorize new AAC's, update existing AAC's, and delete unneeded AAC's. Forest Service offices responsible for the Cooperative Fire Program with State foresters may either retain the responsibility for processing AAC requests from their State cooperators, or similarly designate one person from each State to manage the AAC's for the State fire program and local fire departments.


PAYMENT

The Forest Service regions and area are responsible for reimbursing GSA for the unpaid bills of non-Federal cooperators in their regions or area. The States must reimburse the Forest Service for these costs. An administrative offset against other requests for reimbursements or withholding advance payments may be used to reduce debts to the Federal Government.|


DoD FUEL CARDS

State forestry agencies operating FEPP aircraft are eligible to get DoD Fuel Cards for the purchase of aviation fuel at military bases or at DoD Fuel Contractors. Requests should be sent from the regions and areas to Fire and Aviation Management, Washington Office. Jet Fuel IdentoPlates will then be ordered from the Defense Fuel Supply Center. A sample letter is found at the end of this chapter.


MILSTRIP AS AN ALTERNATIVE SOURCE TO FEPP

Hard-to-find parts for military vehicles and aircraft can often be obtained through MILSTRIP.

The complete MILSTRIP instruction book is outside the scope of the desk guide. MILSTRIP and FEDSTRIP are very similar in execution, but each system is supported by a set of instructions that can be supplied by USDA Forest Service regional or area office personnel.

MILSTRIP is conducted just like the FEDSTRIP program with the exception that States order directly from military depots rather than from the GSA. GSA Activity Address Codes are used with both systems.

Ordering procedures for the MILSTRIP program:

  1. Use the same form as when ordering from FEDSTRIP (SF-344).
  2. Each agency must have authority to use FEDSTRIP/MILSTRIP through assignment of an AAC. (See GSA Activity Address Codes.)
  3. The SF-344 is completed and sent to the military source of supply. The price you are charged is the price on the day the item is shipped (not ordered). Transportation charges are not included in the price; they are separate additional costs.

Information and references for MILSTRIP:

A. FEDeral LOGistics Data (FED LOG) is a logistics information system that allows States to retrieve management, part number, supplier, freight, and characteristic information using the Compact Disc-Read Only Memory (CD-ROM).

Information on the FED LOG publication distribution contact points can be obtained from:

Customer Service Office
Defense Logistics Services Center
74 Washington Avenue N
Battle Creek, MI 49017-3084
(616)961-4725
(616)961-5305 (FAX)
www.drms.dla.mil

B. Military Technical Manuals can be ordered from:

National Technical Information Services (U.S. Department of Commerce)
5285 Port Royal Road
Springfield, VA 22151
(703)487-4684
(703)487-4841 (FAX)
www.ntis.gov

The proper technical manual is indicated on the identification plate that is on the equipment. There are three types of manuals: Operator's, Parts, and Maintenance. The National Technical Information Services (NTIS) can also research technical manual information if provided the full 13-digit stock number. Requests for information and price quotes should be faxed to the NTIS. Prices are based on page counts. There is a $3.00 shipping fee per order.

Users can also order a CD-ROM PAM-25-30 from NTIS that provides information on military technical manuals such as Technical Manual Numbers, description of the manuals, and the national stock number cross-reference to specific Technical Manuals. This package does not include the prices of the individual manuals. The cost of the PAM-25-30 is approximately $65.00.

Advantages of using MILSTRIP:

A. It provides a good supply of parts at reduced cost.

B. The parts acquired meet DoD standards.

C. There is a short turnaround time on acquisition.

D. It reduces inventory quantity requirements and the level of cannibalization.


SAMPLE LETTER



United States Department of Agriculture

R-1 Forest Service

Reply to: 3120

Date: March 3, 1994

Subject: FEPP Aircraft National Fuel Contract

To: Chief

The Northern Region requests fuel credit cards for the State of Montana's Federal Excess Personal Property aircraft listed below. The fuel obtained with the cards will be for fire use.
AIRCRAFT FAA Number 4-digit number
to be used on
credit card
BELL UH-1H N394M 394M
BELL UH-1H N395M 395M
BELL UH-1H N398M 398M
BELL 206 N392M 392M
CESSNA 182-A N6312B 312B
CESSNA 185 N391M 391M

The Budget and Fiscal section at the Aerial Fire Depot will either issue Bills for Collection or use the Common Service Method to pay the credit card bills for the State. They will then rebill the State and add a 5-percent service charge.

If you have questions, please contact S.Bear at (406)329-3409 or sbear@fs.fed.us.

/s/

Director, Fire & Aviation Management


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FEPP Desk Guide May 2000