Rocky Mountain Interagency Cache Policy

2009 Incident Ordering

General Policy

Resource orders in the assigned RockyMountainArea will be executed as prescribed by the NationalMobilization Guide,and subject to Interagency

Business Management Handbook direction, with the following exception:

If the servicing Interagency Support Cache permits direct ordering, Type 1

and Type 2 incidents with qualified Incident Management Teams may submitrequests for NFES Cache Items directly to the Cache, at the discretionof the Agency Administrator.All other supply orders must be submitted via the servicing DispatchCenterand/or buying team, including initial attack and initial orders for all new

incidents.

Supply Ordering Procedures

At the initial briefing, the Agency Administrator will clarify the ordering procedures for the IncidentManagement Team, including:

  1. Identity, location, phone and fax numbers and contact personnel of:
  2. DispatchCenter (expanded dispatch operations may have several phone numbers)
  3. Servicing Interagency Support Cache.
  4. Buying Team (if established).
  5. Agency contacts available to clarify ordering procedures as needed.
  6. Area Command Team (if established).
  7. The assigned window for placing supply orders with the Cache, DispatchCenter orbuying team, if established.
  8. Assignment and tracking of request numbers.
  9. It is recommended that Cache orders, local purchases and buying team orders haveseparate and distinct blocks of request numbers to facilitate management, controland tracking.
  10. It is recommended that the incident keep the master list of all request numbers andclosely coordinate with the Cache, Buying Team and DispatchCenter.
  11. Operational hours for dispatch center, cache and buying team.
  12. Expected average lag time between order and receipt of supply shipments.
  13. Procedure for reconciling orders.
  14. Documentation requirements.
  15. How local purchases will be handled.
  16. Copy of this procedural document.

Cache Order Procedures

1. Cache orders will be placed preferably by e-mail but accepted by fax as well.

2. Each incident will have a telephone contact for direct and immediate communicationwith the Cache. Communication will be between the ordering person (manager) orSupply Unit Leader and the Cache for the following purposes:

  • Clarify orders (description, unit of issue, quantity)
  • Notification whether an order can be filled or partially filled.
  • Determination whether to forward an order to NICC or another cache.
  • Substitutions.
  • Status.
  • Understanding tactical plans in order to weigh scarce resource decisions.
  • Advise the incident of options when requested items are extraordinary in kind or
  • quantity.

3. Orders to the Cache will be for NFES items only. Local purchase items will be orderedseparately through the buying team or dispatch center.

4. The Cache will communicate shipping status directly to the ordering unit. This willoccur when the shipment leaves the Cache or soon thereafter.

5. The Cache will not supply any item that is primarily a component of kits, or parts ofequipment (e.g. spark plugs).

6. Any item that the Cache is unable to fill or pass on to another cache, and is still requiredby the incident, will be treated as a local purchase item, which the incident will placethrough their buying team.

7. Priority for fill and shipment will generally follow MAC direction, particularly for items inshort supply. But the Cache will make every effort equitably distribute scarce resources.

8. Pre-structured Orders, Canned Orders and orders for the Mobile Cache Van cannotbe directly ordered from the Cache and must be placed through the DispatchCentercontrolling the incident.

9. Pre-Structured Orders, Canned Orders and orders for the Mobile Cache Van willnot be accepted after the initial establishment of an incident.

10. The Asst Cache Manager or Cache Manager may terminate Direct Cache

Ordering from an incident and transfer the responsibility to the servicing DispatchCenter if negotiation with Agency Administrators and Incident Commanders fail to

resolve any or all of the following conditions:

  • Ordering skills and knowledge on the incident are inadequate to maintain an efficient
  • and effective supply ordering process.
  • Communication has broken down or is not continually maintained.
  • The total order volume from a dispatch zone overwhelms the Cache’s ability to
  • process individual incident orders.

General Comments

Success of incident ordering is dependent on Continual Communication.

Many situations may come about that complicate the ordering process or cause delay. Remember totalk to those that can effect change and help the situation.Individuals may have skill or knowledge levels that need the support of incident managementpersonnel. Unless management is notified of deficiencies, timely change will probably not takeplace. Despite the possibility that orders may not be completely filled, the Cache is always working toreplenish its stock. If an order is short, or cannot be filled, and cannot be supplied locally or viathe buying team, reorder the item in the next ordering window.If a decision is made to purchase locally or via a buying team, be sure the items purchased meetNFES or Cache specifications. Items not meeting specifications cannot be accepted when returnedto the Cache. Contact the Cache for guidance.

Other Tools and Resources Available:

NWCG National Fire Equipment System Catalog

NWCG Interagency Incident Business Management Handbook

Incident Ordering Checklist

National Interagency Mobilization Guide

Northern Rockies Interagency Mobilization Guide

1/20/2009

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Kim J. Luft

Cache Manager

Rocky Mountain Interagency Support Cache

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