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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)

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

General Questionsreturn to top

  1. What is VIPR?

    VIPR is the "Virtual Incident Procurement (VIPR) System," which is a web-based incident procurement system that will replace and expand the Equipment and Training Inventory (EaTIS) prototype. Contracting Officers will use VIPR to create and manage solicitations and agreements through the entire procurement process. VIPR provides numerous tools for Contracting Officers to use for incident blanket purchase agreements (I-BPA), 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 priority dispatch lists.

  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 1.0, which includes the VIPR Vendor Solution, will be released in January 2009, 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.

  5. 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.

  6. 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, http://fsweb.wo.fs.fed.us/aqm/incident/fessaa/index.php) 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.

VIPR Systemreturn to top

  1. When can the Regions start using VIPR?

    The Forest Service is phasing in the implementation of VIPR by Region. Once Regions are trained in VIPR they may begin to use the system.

    • Regions 3, 8 and 9 will train in December
    • Regions 1, 5 and 6 will train in January
    • Regions 2 and 4 will train in February

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. When will the Vendor Solution User Guides be available?

    The Vendor Solution User Guide is posted at: http://www.fs.fed.us/business/incident/vendorsupport.php.

  4. I understand that Vendors need to use "Formatta Filler" Software to use VIPR. When will we receive instructions on how to obtain and use this software?

    Draft instructions for obtaining and using Formatta Filler have been tested, and the finalized instructions are now posted at: http://www.fs.fed.us/business/incident/vendorsupport.php

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

    To view the solicitations planned for each year, Vendors can access the Competitive Solicitation Plan.

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

    Vendors can respond to any solicitation; however, awards are restricted to one I-BPA per piece of equipment. Vendors must be able to respond by the date and time needed if they choose to respond to a solicitation in another geographic area.

  7. Can I change my identified dispatch center?

    A dispatch center can be changed if the company moves and the move results in equipment being located in a different dispatch center. The new dispatch center may not be located in a different Region. All changes to dispatch centers must be coordinated with the Contracting Officer for issuance of a modification.

  8. 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 following Web site: http://www.blm.gov/natacq.

  9. What should a vendor print in order to provide a "complete agreement" to the incident?

    The vendor must carry a minimum of two copies of the complete agreement to the incident. The complete agreement consists of the: 1) SF-1449; 2) Schedule of Items; 3) Table of Contents; 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.

Getting Started with VIPRreturn to top

  1. Will I need to use the VIPR Vendor Solution? If so, what do I do?

    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 will be required to use the VIPR Vendor Solution:

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

    New preseason non-competitive agreements

    • Ambulance
    • Chipper
    • Modular office
    • Pack string
    • Vehicle with driver
    • Chainsaw / small equipment repair
    • Mobile sleeper unit
    • Motor coach
    • Shuttle bus

    Also, Vendors with heavy equipment (dozers, excavators and transports) who work with the Southern Region (R8) will use the VIPR Vendor Solution in 2009.

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

  3. When will the Vendor Solution User Guides be available?

    The Vendor Solution User Guide is posted at: http://www.fs.fed.us/business/incident/vendorsupport.php .

  4. I understand that Vendors need to use "Formatta Filler" Software to use VIPR. When will we receive instructions on how to obtain and use this software?

    Draft instructions for obtaining and using Formatta Filler have been tested, and the finalized instructions are now posted at: http://www.fs.fed.us/business/incident/vendorsupport.php.

  5. 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.

Contractor Performance System (CPS)return to top

  1. 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.

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

    The CPS Helpdesk

USDA eAuthenticationreturn to top

  1. Do I need an eAuth Account?

    ALL vendors who wish to obtain a Forest Service preseason incident agreement (either new or existing) MUST HAVE a Level 2 eAuth account.

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

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

  3. What type of eAuth account do I need?

    ALL vendors must have a Level 2 eAuth account in order to use VIPR.

  4. How do I obtain a Level 2 account?

    The Forest Service has prepared eAuth instruction guides to assist you in obtaining your eAuth account. Please see the VIPR eAuth Web site for access to those guides.

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

    If you have an existing eAuth 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 eAuth 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. I got “stuck” during the eAuth process. What do I do?

    If possible, do a screenshot or document where you are in the process or any errors you are getting. 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).

  8. I got “locked out” of my eAuth account. What do I do?

    You will need to have your password reset. 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).

Help with VIPRreturn to top

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

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

Trainingreturn to top

  1. Is VIPR training available for vendors?

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

Solicitations / Agreements for Equipmentreturn to top

  1. 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-BPA’s are awarded using the SF 1449, an Office of Management and Budget (OMB) http://www.omb.gov form, and 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.

  2. Are all agreements for incident support contained in VIPR?

    Forest Service preseason Incident Blanket Purchase Agreements (I-BPAs) will be issued through VIPR. EERAs issued at an incident will not be included in VIPR.

  3. Do all FS partner agency's agreements have to be in VIPR?

    No. Preseason agreements, both competitive and non-competitive, are only required to be done in VIPR when the FS is the contracting agency.

  4. 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 FS 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. Templates will be available in VIPR around February 2009 for:

    • Ambulance, Chainsaw/Small Equipment Repair, Chipper, Mobile Sleeper Unit, Modular Office, Motor Coach, Pack String, Shuttle Bus, Vehicle with Driver
  5. Is it mandatory for all 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.

  6. Is it mandatory for non-competitive I-BPAs to be in VIPR this year?

    I-BPAs for nine categories of equipment will be in VIPR. These categories were requested to be included by acquisition personnel due to their frequency of use and the need for standardization. These categories are: ambulance, chainsaw/small equipment repair, chipper, mobile sleeper unit, modular office, motor coach, pack string, shuttle bus, and vehicle with driver. When existing agreements expire, new I-BPAs must be created in VIPR.

  7. Where will vendor employee training and qualification information be captured?

    That has not yet been determined, but it will not be included in VIPR at this time. Vendors are responsible for maintaining records of their employees’ training and qualifications.

  8. 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 and acquisition personnel for review and comment. In addition, the solicitations were posted on FedBizOpps (FBO) for vendor review/comment.

  9. Can standard rates be used for the nine, non-competed categories?

    Yes.

  10. Can I add new equipment to an agreement?

    New resources may not be added to the agreement with the exception of substituted 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 dispatch priority list as the one removed from service.

  11. Can I change my price?

    Vendors will be provided an opportunity to adjust their pricing annually.

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

    Yes.

What about EaTIS?return to top

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

    The awarded equipment data from EaTIS will be migrated to VIPR. Employee training and qualification data and equipment inspection data will not be migrated to 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: http://www.fs.fed.us/business/incident/bestvalue.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 securing contracted equipment on an 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 can use agency(s) and cooperator owned equipment before going to the DPL for contracted resources.

    If an incident is under another agency jurisdiction, and they do not partner with FS on the I-BPA, their procedures should be followed.

  3. What procedures are used during demobilization?

    Per the I-BPA, the Incident Commander (IC) will determine the demobilization priority. However, vendors who bid and were awarded I-BPAs will have priority to remain on the incident over at-incident sign-ups.

  4. 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."

  5. Will dispatchers have access to VIPR reports?

    Standard reports will be posted on the Internet.

Dispatch Priority Listsreturn to top

  1. What is a dispatch priority list?

    The dispatch priority list 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 vendors be able to view the dispatch priority lists?

    Yes, dispatch priority lists will be posted on a public Web site available to everyone. The location of the Web site will be communicated in the near future.

  3. How is the dispatch priority list generated?

    The dispatch priority list 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 for a specific type of equipment.

  4. How is the priority dispatch list 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. If an incident orders a specific configuration of equipment (i.e. dozer with a winch), the dispatcher will contact the first vendor on the list who has the equipment that meets the needs of the incident.

Last Modified: May 8, 2008 02:33:pm EDT