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Incident Business System

Incident Procurement

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Find information about working with the Forest Service. If you're already a current Forest Service vendor, get information about the tools you need to use to manage your contracts.

Current Version 1.2.2 deployed 3/10/2020

AQM Incident Business System

Introduction

The Incident Business System (IBS) is a web based application that will be used by the USDA, Forest Service to electronically document and process all contract aviation costs .This system will require that data will be entered electronically into IBS from the source location (Helibase, Tanker Base, etc) by aircraft managers or other designated persons. From there the following workflow will be followed:

  • The appropriate Contracting Officer (CO) or designated Contracting Officer's Representative (COR) will review and approve each invoice.
  • The CO or COR will electronically select approved invoices to be packaged for payment and approve the package using a Personal Identification Number (PIN) to indicate approval.
  • After approval by the CO or COR, the vendor will receive notification that a package is ready for approval.
  • After successful review, and application of a PIN by the Vendor, the package will be submitted to the Albuquerque Service Center (ASC) Incident Database (IBDB) for final processing of the payment.
  • If the vendor requests any changes to the payment package the changes will be reviewed by the CO/COR, the changes accepted or rejected and returned to the vendor for final approval.

Access to the system will require an individual USDA eAuthentication account and password for all users. In addition, a secure PIN number will be provided to Contracting Officers (COs) and Contracting Officer Representatives (CORs). Contractors will be issued a PIN number by the CO who administers their contracts. The pin will be required for electronic approval of payment packages. In addition each user must register in IBS the first time they log on.

Log-In Access Process

Contractors

  1. Obtain an e-Auth ID and password using the link below.
  2. If you have not received an e-mail with your Personal Identification number (PIN), request one from your Contracting officer.
  3. Log into IBS at the URL: apps.fs.usda.gov/IBS. It will take you through log in using your username and password. All IBS system users must fill out the registration information the first time you log into IBS or re-register after you have been deactivate due to lack of log in during a 60 day period. Make sure you pick VENDOR as your role.

    After registering allow up to 4-6 business days for your security profile to be activated before you can log into IBS to access/create invoices

  4. Log into IBS after you have received an e-mail notification that a payment package is waiting your approval. (You will need your e-auth ID and passwork, DUNS and PIN numbers.
  5. See handouts under IBS Training link at the top of the page.

Forest Service and other Federal Agencies

Forest Service employees may use their current e-Authentication ID and Password or their Link Pass to access the system. If for some reason do not have e-Auth and password follow the below steps: Log into IBS at the the URL: apps.fs.usda.gov/IBS. It will take you through log in using either your link pass or username and password. All IBS system users must fill out the registration information the first time you log into IBS or re-register after you have been deactivate due to lack of log in during a 60 day period.
  • Data Entry Role - if you will be entering flight data into IBS
  • COR Role - if you have been designated as a COR for an aviation contract by the Contracting Officer. You will be able to enter data, approve and package invoices for the contract. (see extra information needed to be sent to ASC)

After registering allow up to 4-6 business days for your security profile to be activated before you can log into IBS to access/create invoices.

COR ACCESS:
  1. CORs need to log into ASC security and complete the FS6500-214 form ( https://apps.fs.usda.gov/bf/fs6500.214 ).
  2. After completing the form print and sign form, submit it to your CO for signature.
  3. Call the CO informing them you have completed the form and emailed it to them for completion and then they will forward it on to ASC security. ( SM.FS.asc_security@usda.gov )
  4. COR needs to register in EAV by loggin int AQM System website: http://fsweb.wo.fs.fed.us/aqm3/apps/EAV/registration/
  5. Once registered in EAV then go into EAV application to obtain a PIN also where you go to reset you PIN. http://fsweb.wo.fs.fed.us/aqm/EAV/
  6. Call your CO and get them to “connect” you to the contract(s) you are responsible for.

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