Procurement Unit Leader

PROC Incident Position Description

The Procurement Unit Leader is responsible for administering financial matters pertaining to vendor contracts and agreements and ensuring compliance with incident agency policy for wildland fire or all-hazard incidents. The PROC supervises the Equipment Time Recorder (EQTR) and reports to the Finance Section Chief (FSC). The PROC works in the Finance functional area.

Prepare and Mobilize

• Ensure individual readiness.
• Obtain and assemble information and materials needed for kit.  Suggested items include:
  • NWCG Standards for Interagency Incident Business Management, PMS 902
  • Geographic area supplements
  • Agency-specific guidelines
  • Emergency Equipment Use Invoice, OF-286, (Watch: How to Correctly Fill Out The Emergency Equipment Use Invoice)
  • Emergency Equipment Rental Agreement, OF-294
  • Vehicle/Heavy Equipment Inspection Checklist, OF-296
  • Emergency Equipment Shift Ticket, OF-297, (Watch: How to Correctly Fill Out The Emergency Equipment Shift Ticket)
  • Emergency Equipment Rental-Use Envelope, OF-305
  • Emergency Equipment Fuel and Oil issue, OF-304 
  • Incident Time Report, OF-288, (Watch: How to Correctly fill out an Incident Time Report)
  • Crew Time Report (CTR), SF-261, (Watch: How to correctly fill out a CTR)
  • General Message (ICS-213)
  • Agency-specific forms
• Gather critical information relevant to the assignment.
• Travel to and check in at the assignment.
• Obtain briefing, objectives, and intent from your incident supervisor.

Build the Team

• Identify and anticipate staffing needs and request additional resources and/or replacements as needed.
• Assess experience level of assigned personnel and discuss performance capabilities and any limitations.
• Monitor performance and provide immediate and regular feedback to assigned personnel. Complete performance evaluations as necessary.

Supervise and Direct Work Assignments

• Establish and communicate objectives, priorities, work assignments, and performance expectations.
• Identify, analyze, and use relevant situational information to make better-informed decisions and take appropriate actions.
• Adjust actions based on changing information and evolving situation awareness. Communicate changing conditions to your incident supervisor.
• Ensure daily objectives and performance standards are met.
• Monitor performance and provide immediate and regular feedback to assigned personnel.

Perform Procurement Unit Leader-Specific Duties

• Establish a daily reporting schedule to gather equipment time from support sections and contractors.
• Establish an auditing process to ensure compliance with agreements/contracts.
• Ensure contractors and cooperators are managed properly in accordance with the terms and conditions of the agreement/contract. Ensure adequate copies of documentation are provided and that original, legible signatures are in other than black ink when non-standard official forms are used.
  • The following forms may be utilized to document equipment use:
    • Incident Blanket Purchase Agreement (IBPA), SF-1449
    • Cooperative agreements
    • Emergency Equipment Rental Agreement (EERA), OF-294
    • Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296
    • Emergency Equipment Shift Ticket, OF-297
    • Emergency Equipment Use Invoice, OF-286
    • Emergency Equipment Fuel and Oil Issue, OF-304
    • Resource Order form
    • Commissary Issue Record, OF-287
    • Agency-provided repairs, parts, and supply invoices
    • Contract claim documentation
    • Crew Time Report, SF-261
    • Incident Time Report, OF-288
    • Performance evaluations
    • Emergency Equipment Rental-Use Envelope, OF-305
• Obtain local administrative guidelines, Service and Supply Plans, payment procedures or any other agency-specific requirements.
• Coordinate establishment of incident-only Emergency Equipment Rental Agreements, OF-294; Land Use Agreements; and any other contractual documents as necessary.
• Review Emergency Equipment Shift Tickets, OF-297,  for adherence to contract/agreement terms and conditions and to the NWCG Standards for Interagency Incident Business Management, PMS 902, regarding; pay regulations, on-shift/off-shift time, down time, posting of commissary/deductions, approvals/signatures, and any special considerations in the Remarks block.
• Coordinate with Finance/Administration Section Chief and other functional areas to obtain resources.
  • Order materials and supplies using procedures established by the Section Chief.
  • Maintain sufficient quantities of forms, supplies, and materials to prevent a shortage of any basic needed items.
  • Acquire equipment (e.g., radios, telephones, fax machines, and computers).
  • Ensure an appropriate number of personnel to support the unit
  • Ensure adequate signage for work locations (e.g., check-in/demobilization/resource).
• Manage the work area and assigned personnel for efficient and safe operations.
• Review and approve subordinate time reports.
• Post equipment time and use in compliance with the contract and/or the agreement to include; travel, compensable time, work rate, special rate, commissary, fuel, parts, service, or medical deductions, etc.
• Follow jurisdictional agency-specific guidelines as they relate to the purchase of accountable and/or sensitive property and associated documentation.
• Assist contractors in completing shift tickets and/or pay documents.
• Administer and oversee all financial matters pertaining to vendor contracts and equipment time records.
• Adhere to procurement procedures outlined in the NWCG Standards for Interagency Incident Business Management and to applicable agency regulations when assisting federal employees in responding to all-hazard assignments.
• Adhere to guidelines in NWCG Standards for Interagency Incident Business Management, PMS 902, regarding; work/rest, length of assignment, determining when travel is compensable, ensuring ordered standby guidelines are adhered to, and validating submitted time in accordance with the Incident Operations Driving Standards.
• Utilize incident time system programs and provide training as needed.
• Prior to leaving the incident, review and interpret contracts and/or agreements and resolve any claims or disputes within your delegated authority, if applicable.

Communicate and Coordinate

• Brief assigned personnel and provide regular updates as necessary.
• Attend and participate in incident briefings and meetings as directed.
• Brief the Finance/Administration Section Chief on current problems and recommendations, outstanding issues, and any follow-up actions.
• Establish communications and exchange necessary information with other units/sections and incident agency personnel.
• Provide contract administration guidance to other functional areas.

Manage Risk

• Account for the location, health, safety, and welfare of assigned personnel.
• Report all accidents or injuries to your incident supervisor.
• Ensure compliance with all safety practices and procedures for yourself and those around you.

Document

• Ensure all documentation is complete. Document any follow-up actions for the jurisdictional agency. Close out all personnel time documents prior to resource demobilization, and distribute copies per agency and incident policy. 
  • Ensure all property is returned prior to demobilization.
  • Document the release date and time.
  • Document no damage or claims.
  • Obtain release Vehicle/Heavy Equipment Inspections Checklist, OF-296.
  • Post estimated travel time to the home unit (actual or estimated).
  • Obtain required signatures.
  • Attach required support documentation.
  • Complete the Emergency Equipment Use Envelope, OF-305.
  • Distribute contract documents according to established guidelines.
• Compile unit documentation for the final incident package.
• Utilize the following reference documents to accomplish work:
  • NWCG Standards for Interagency Incident Business Management, PMS 902,
  • Geographic area supplements,
  • National and regional mobilization guides,
  • Contract/Incident Blanket Purchase Agreement (IBPA), SF-1449,
  • Cooperative agreements, and
  • Agency-specific guidelines.

Demobilize

• Coordinate an efficient transfer of your position duties and complete the transition document or the closeout report for the Time Unit at the end of your assignment. Outline any issues, contract claims, or any unresolved items.
• Anticipate demobilization, identify excess resources, and coordinate with your incident supervisor to prepare the demobilization schedule. Brief subordinate staff on the demobilization procedures and responsibilities.
• Obtain the Demobilization Plan and ensure that Personnel Time Recorders are adequately briefed on the demobilization schedule for incident resources.
• Complete the demobilization checkout process before being released from the incident.
• Upon demobilization, report your status to your home unit, including a reassignment or the estimated time of arrival (ETA) to your home unit.