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HomeMy WebLinkAboutC09-130 Annual Operating Plan for WildfirePi C ) i HEET ty U 1) Requested hearing date: April 7, 20 :9 o , 2009 / 2) Requesting department: Emergency Management 3) Title: Annual Operating Plan for wildfire 4) Staff submitting: Barry Smith 5) Purpose: This plan is an agreement between Eagle County, the State of Colorado and the federal land management agencies which governs operations during a wildland fire. 6) Schedule: The plan period runs from May 1, 2009 through April 30, 2010. 7) Financial considerations: There are no direct financial considerations with this plan. 8) Other: AP TO FORM Ry:____- Eagle aunty Attarney's Office By. eagl, County CC mrnissione— rs' Office ANNUAL FIRE OPERATING PLAN FOR EAGLE COUNTY 2009 TABLE OF CONTENTS I. PLAN APPROVALS ......................................................................................... ..............................1 II. Jurisdiction ......................................................................................................... ..............................2 M. Authorities ......................................................................................................... ..............................2 IV. Purpose ............................................................................................................... ..............................2 V. RECITALS ........................................................................................................ ..............................2 VI. TERM AND TERMINATION ......................................................................... ............................... 3 A. Term ................................................................................................................... ..............................3 B. Termination Without Cause .............................................................................. ............................... 3 C. .... ............................... Termination For Cause ................................. ..............................: ................. 3 VII. DEFINITIONS .................................................................................................... ..............................3 A. FIRE PROTECTION RESPONSIBILITIES .................................................... ............................... 3 B. MUTUAL AID ................................................................................................... ..............................4 C. Mutual Aid Dispatch Areas .............................................................................. ............................... 5 D. Special Management Considerations ................................................................ ............................... 5 a. Denver Water Board Lands ....................................................................... ............................... 5 b. Federal Lands ............................................................................................. ............................... 5 E. Repair of Wildfire Suppression Damage .......................................................... ............................... 6 F. Other Definitions ........................................................ ............................... ..............6 ........................ VIII. RESOURCE LIST ............................................................................................ ............................... 7 IX. PROTECTION AREA MAP ............................................................................ ............................... 7 X. FIRE READINESS ........................................................................................... ............................... 7 A. Fire Planning ...................................................................................................... ..............................7 B. Wildfire Training Needs and Coordination ...................................................... ................................ 7 C. Inspection Schedule ............................................................. ............................... ............ ................. 7 XI. WILDFIRE SUPPRESSION PROCEDURES ................................................. ............................... 7 A. Incident Command System & Multi - Agency Coordination ............................. ............................... 7 B. Detection ............................................................................................................ ..............................8 C. Notification About Fires ................................................................................... ............................... 8 D. Mutual Aid Dispatch Areas .............................................................................. ............................... 8 E. County -wide Initial Attack ............................................................................... ............................... 9 F. Dispatching and Resource Ordering Procedure .............................. G. Reinforcements and Support ............................................................................. .............................10 H. Interagency Procurement .................................................................................. .............................10 I. Interagency Use of Communication System/Frequencies ................................ .............................10 J. Wildland Fire Decision Support System ........................................................... .............................11 K. State Emergency Fire Fund (EFF) .................................................................... .............................11 L. Traffic Control .................................................................................................. .............................12 M. LJaw Enforcement and Fire Investigation .......................................................... .............................12 N. Post Incident Action Analysis ........................................................................... .............................13 O. Jurisdictional Assignments ............................................................................... .............................13 XII. AVIATION PROCEDURES ............................................................................ .............................13 A. Aviation Requests and Operations .................................................................... .............................13 B. CSFS Single Engine Air Tankers ( SEAT) ........................................................ .............................14 C. Leadplane /Air Attack Activation ...................................................................... .............................14 *D. Wildfire Emergency Response Fund ............... ............................... .................14 .............................. XIII. FIRE PREVENTION ........................................................................................ .............................15 A. Information and Education ............................................................................:.. .............................15 B. Burning Permits ................................................................................................ .............................15 C. Burning Restrictions /Closures .......................................................................... .............................15 i, XIV. FUELS MANAGEMENT AND PRESCRIBED FIRE CONSIDERATIONS .............................15 XV. COST REIMBURSEMENTS ........................................................................... .............................16 A. Reimbursable Costs ....................................................................:..................... .............................16 B. Reimbursement Procedures .............................................................................. ....:........................17 C. Resource Use Rates ........................................................................................... .............................18 XVI. GENERAL PROCEDURES ............................................................................. .............................18 A. Periodic Program Reviews ................................................................................ .............................18 B. ANNUAL REVIEW ......................................................................................... .............................18 C. Resolution of Disputes ...................................................................................... .............................19 XVII. DIRECTORY OF PERSONNEL ...................................................................... .............................19 XVIII. COOPERATIVE RESOURCE RATE FORMS .............................................. .............................19 A. Cooperator Resource Rate Forms (CRRF) ....................................................... .............................19 B. Engine Equipping and Staffing ......................................................................... .............................19 C. Equipment Availability ..................................................................................... .............................19 XIX. PERSONNEL AND PERSONNEL COMPENSATION ................................. .............................20 A. Personnel ........................................................................................................... .............................20 B. Compensation ..... :.......................................................................................................................... 20 C. Personnel Qualifications ................................................................................. ............................... 20 EXHIBIT A Maps EXHIBIT B Mobilization Plan Personnel Directory Radio Frequencies EXHIBIT C CRRF's EXHIBIT D EFF, Emergency Fire Fund Fires and forms EXHIBIT E Wildfire Emergency Response Fund (WERF) EXHIBIT F Cooperator Reimbursement Forms EXHIBIT G Fire Restriction Implementation Process ii I. PLAN APPROVALS Plan Approvals. This Plan will remain in effect until May 1, 2010, or until superseded. Participants will meet prior to fire season each year to review and update the Plan for official approval. i T JWL'I--L) Eagle County, Color do By and through its , Board of County Commissioners C r Attest: County Clerk Eagle nty SV iff Colorado State Forest Service U.S. Forest Service Bureau of Land Management Date Date J-30 -<::,> Date Date Date Date This Plan may be executed in multiple counterparts, each of which shall be an original and all of which, when taken together, shall constitute but one and the same Agreement. II. Jurisdiction This Annual Wildfire Operating Plan for Control and Extinguishment of Wildland Fires ( "Operating Plan") is made and entered into this 15th day of April, 2009, by and between the Eagle County Sheriff's Office, the Colorado State Forest Service, the U.S. Forest Service, and the U.S. Bureau of Land Management. III. Authorities Colorado Interagency Cooperative Fire Management Agreement BLM #CCFMA060001 USFS #06 -F1- 11020000 -048 NPS #F1249060026 BIA #AG06M000002 FWS #14 -48- 60139 -K001 CSFS — No Agreement Number Used Emergency Fund Contract for Forest and Watershed Fire Control CSFS form #108, April 27, 1991 Agreement for Cooperative Wildfire Protection in Eagle County CSFS #109, March 12, 1990 IV. Purpose The purpose of this Annual Operating Plan (AOP) is to set forth standard operating procedures, agrees procedures, and responsibilities to implement cooperative wildfire protection on all lands within Eagle County. V. RECITALS 1. The parties recognize that the public health, safety and welfare of the inhabitants of their respective jurisdictions will be best served by providing the highest quality of wldland fire control and extinguishments services, including coordinated back -up services should the need arise. 2. Each party desires to be able to provide assistance to each other party in a coordinated fashion, and to receive assistance from each other party in a coordinated fashion, in the event the circumstances of a fire renders the jurisdictional agency unable to timely or effectively control and extinguish the fire. 3. Pursuant to SS30 -15 -512, 513, the Eagle County Sheriff shall act as fire warden in case of prairie or forest fires, and shall assume charge of such fires or assist other governmental authorities to control and or extinguish such fires. 2 4. In performance of those responsibilities, Eagle County has entered into certain agreements with the State of Colorado, which in turn enters into agreements with the U.S. Bureau of Land Management and U.S. Forest Service, providing resources for and procedures for coordinating those resources for control and extinguishments of wildland fires. Through these agreements, Eagle County secures for the benefit of the parties to this Agreement wildland firefighting resources of the Colorado State Forest Service, USFS and BLM. Hereinafter, these, individually and collectively, are referred to as the "Umbrella Agreements." 5. The parties hereto have firefighting equipment and personnel, including equipment distributed to them by the State pursuant to its Agreement with Eagle County, and have primary firefighting responsibility within their respective political boundaries. 6. The parties hereto desire to set forth the terms and conditions by which they will provide and receive mutual aid to and from each other and to and from the parties to the Umbrella Agreements to control and extinguish wildland fires and certain non - wildland fires on private property outside the jurisdictional boundaries of the municipal and fire protection district parties. VI. TERM AND TERMINATION A. Term The initial Term of this Operating Plan shall commence on the execution by all parties hereto and shall end on May 1, 2010, unless sooner terminated as provided below. B. Termination Without Cause Any party may terminate this Operating Plan, without cause, by giving sixty days written notice to each of the other parties. C. Termination For Cause A party asserting it is aggrieved by a breach of this Operating Plan may serve on the party responsible for the alleged breach a written notice describing the breach. If the alleged breach is not cured within thirty days of giving notice, the aggrieved party may immediately terminate this Operating Plan by giving written notice to each of the other parties. VII. DEFINITIONS A. FIRE PROTECTION RESPONSIBILITIES Each jurisdictional agency has ultimate responsibility for wildland fire protection on its -own lands. The fire protection responsibilities of the County Sheriff and the Colorado State Forest Service on state and private lands are outlined in the 1,973 Colorado Revised Statues. The U.S. Forest Service has responsibility for fires on national forest lands and the Bureau of Land Management has responsibility for fires on BLM public lands. 3 Responsibility for wildland fire control or suppression on state and private land within Eagle County is shared by the Sheriff and the various local resources. Reimbursable costs shall be covered as mutually agreed upon by the County Commissioners, Sheriff and participating agencies. In the event that costs to be covered by the County exceed $25,000.00, the Sheriff or Sheriff's designee will contact the Board of County Commissioners or its designee regarding the commitment of additional County funds. It is clearly and mutually understood that the Upper Colorado River USFS -BLM will promptly attack wildfires and follow through on all necessary suppression actions on Denver Water properties in Eagle County. B. MUTUAL AID "Mutual Aid Period" is defined as: 1. Not to exceed 24 hours 2. Will end at midnight of the first burn period when the Incident Commander determines that the fire cannot be controlled within 24 hours of the original ignition Primary Purpose The parties hereto respectively pledge their good faith in attempting to assist each other based on their needs, requests.for mutual aid, and the circumstances of a wildland fire. Each party will take appropriate actions to manage all wildland fires during the mutual aid time period and thereafter, and agrees the primary concern is the extinguishing of wildland fires, and none will delay extinguishment efforts while deciding ultimate responsibility for such fires. County -wide Mutual Aid Mutual Aid has been established county -wide without regard to jurisdictional boundaries. Agencies are responsible for their own costs during the mutual aid time period. The BLM helicopter stationed in Rifle is considered a mutual aid resource, and if not assigned to another fire, is available without charge to county fire agencies during the mutual aid time period. It is understood that no agency will be required or expected to commit its forces through mutual aid to assist another agency to the extent of jeopardizing the security or responsibilities of its own jurisdiction. Severity Resources Severity Resources of the UCR will be available for mutual aid response. This does not include smoke jumpers; heavy airtankers, or heavy helicopters. 4 C. Mutual Aid Dispatch Areas Mutual aid wildfire protection has been established Countywide between all signatories to this Plan, see section I. EXHIBIT C shows mutual aid resources available from cooperating agencies.. D. Special Management Considerations a. Denver Water Board Lands Notification — When a wildfire occurs on lands owned by Denver Water, the CSFS Granby District representative must be notified. The CSFS representative will respond, at their discretion, to serve as the landowner's representative on the incident and to facilitate reimbursement. Use of Mechanized Equipment — Use of mechanized, earthmoving equipment such as bulldozers, graders, etc., will not be permitted on Denver Water lands without the expressed approval of CSFS or Denver Water. Aerial Retardant Use — The use of aerial retardants on Denver Water lands is restricted within 100 feet of lakes, rivers and live streams. b. Federal Lands Use of roads on federal lands, presently closed to vehicular travel (outside of wilderness or wilderness study areas), is hereby authorized to all parties to this Wildfire Annual Operating Plan as follows: Access for detection and suppression is allowed on established roads behind locked gates. Access for suppression only is allowed on roads which have been designated as "closed." Detection and reporting within areas marked as "low response" on the White River National Forest Wildland Fire Response Areas map is authorized. Suppression efforts should not be taken unless authorized by the U.S. Forest Service. Detection or suppression within designated wilderness, wilderness study areas and/or "roadless" areas, as designated on the White River National Forest Wildland Fire Response Areas map, is authorized as follows: The use of mechanized equipment (vehicles, chainsaws, pumps, etc.) within wilderness areas is prohibited. F1 Non - mechanized detection and suppression efforts are authorized in those portions of wilderness areas that are not part of a . "low response" area. Detection and reporting only is authorized within wilderness areas that are also within a "low response" area. Natural ignitions in these areas will be evaluated for, and may be managed as, Wildland Fire Use incidents. E. Repair of Wildfire Suppression Damage Repair of wildfire suppression damage is the responsibility of the jurisdictional agency /agencies (land manager /owner) unless otherwise agreed to by a unified command group. The state Emergency Fire Fund (EFF) is strictly a fire suppression fund and cannot pay for rehabilitation. Repair of damage directly related to suppression, i.e., water bars on dozer lines, may be authorized by the CSFS line officer only when part of the Incident Action Plan during the EFF period. Repair of wildfire suppression damage on Denver Water lands is the responsibility of Denver Water, unless otherwise agreed to by the unified command at the time of fire close out. All efforts will be made by agencies involved in suppressive action to minimize damage through the use of "light on the land" techniques, or through rehabilitation activities conducted at the time of the incident. Examples of these rehabilitation activities would include: water barring firelines; placement of logs or rocks across firelines; etc.... F. Other Definitions "Assisting Parry" or "Agency" means and refers to the agency party rendering firefighting assistance outside of its jurisdiction to another agency party to this Operating Plan pursuant to the terms herein. "Jurisdiction" means and refers to the physical boundaries of a party hereto together with the extra - boundary lands for which it contracts to provide fire protection services. Jurisdictional boundary lines for USFS, BLM'and Eagle County (state and private lands) are shown on the USFS White River National Forest Map.. "Requesting Party" or "Agency" means and refers to the agency party to this Operating Plan in need of and requesting firefighting assistance within its jurisdiction. " Wildland Fire" means and refers to a forest or prairie fire as referred to in SS30 -10 -512, 513, CRS. "Umbrella Agreements" means and refers to authorities for this plan 0 VIII. RESOURCE LIST Resources available for wildland fire suppression or support are listed by agency or department on Cooperative Resource Rates Forms in EXHIBIT C. IX. PROTECTION AREA MAP The Eagle County Wildland Fire Response Areas map shows jurisdictional boundaries for the purpose of this Plan attached in EXHIBIT A X. FIRE READINESS A. Fire Planning Eagle County has developed a Community Wildfire Protection Plan (CWPP). This operating plan will become an addendum to the CWPP, which will have a primary purpose of planning and prioritizing wildfire mitigation and protection in the county. B. Wildfire Training Needs and Coordination Standardized, NWCG approved fire training courses are provided periodically by the CSFS, USFS, BLM and other agencies. As these courses are scheduled, all participants will be informed and invited to participate. Local cooperators are encouraged to participate with UCR training committee. C. Inspection Schedule Each party is responsible for inspecting its own equipment annually for use and road worthiness prior to listing it as available for interagency use. XI. WILDFIRE SUPPRESSION PROCEDURES A. Incident Command System & Multi- Agency Coordination The Incident Command System will be utilized on all wildfires. All extended attack multi - jurisdictional incidents will utilize unified command. Under unified command affected Federal, State, and County jurisdictions will provide on scene representation. These designated representatives will communicate direction and objectives to ONE incident commander who has no collateral duties. The incident will have ONE fireline operations section chief to implement strategy and tactics. All requests for fire information will be approved by the IC utilizing a single fire information officer. 7 A local Multi- Agency Coordination group may be initiated when two or more agencies are experiencing incidents requiring a significant commitment of county resources. Use of Type 3 IMT's is encouraged when necessary. B. Detection All reports of actual or potential wildfires will be made to the appropriate dispatch. All wildland fire reports will be forwarded by the appropriate dispatch to the appropriate jurisdiction and Grand Junction Interagency Dispatch Center with a preference to the use of Northwest NET. The participating agencies that can take the quickest effective fire size -up or appropriate management action will be dispatched for initial attack. The jurisdictional agency will respond and establish command at the earliest possible time. If fire dispatch requirements exceed the ability of Eagle County Communications Center or impede other functions of local dispatch centers, an expanded dispatch center may be designated to assume dispatch responsibilities for the incident. C. Notification About Fires Assisting agencies making initial attack on fires outside their jurisdiction will ensure, through Eagle County Communications Center, that the jurisdictional agency is promptly notified. The actual UCR size up report should be made by the initial attack incident commander directly to GJC if possible. The initial attack incident commander is responsible for ensuring that Eagle County Communications Center notifies GJC of all fires reported on USFS, BLM and Denver Water lands. It shall be the responsibility of the Upper Colorado River USFS -BLM to notify the Colorado State Forest Service if Denver Water lands are involved or threatened. D. Mutual Aid Dispatch Areas Mutual Aid will be exchanged between the participants regardless of jurisdictional boundary lines. Each agency or department is responsible for providing Worker's Compensation Insurance for its own personnel. a. County- Federal Mutual Aid Mutual aid is exchanged between the County, participating municipalities and fire protection district parties hereto, in the aggregate, and the United States parties. As to such mutual aid, the jurisdictional boundaries are those on the White River National Forest Map, delineating the boundaries of USFS, BLM and "Eagle County" (representing all state and private lands) without regard to the boundaries of individual municipalities and fire protection districts. b. Intra- County Mutual Aid Mutual aid is exchanged between the County, participating municipalities and fire protection district parties hereto. As to such mutual aid, the relevant jurisdictional boundaries are those of the municipalities, the fire protection districts and the County. c. County -wide Response When dispatched, participants will respond to wildfires in the County regardless of jurisdiction. The level of activity or involvement by assisting agencies making a response may vary. At a minimum, assisting agencies will send such personnel and equipment necessary to size -up the fire and report the situation to the jurisdictional agency. Upon arrival, the initial attack incident commander will determine legal description and the need for appropriate jurisdictional fire investigator. E. County -wide Initial Attack The closest forces should be dispatched without regard to jurisdiction. Participants will initiate suppression activities regardless of jurisdiction when it is within their capability to do so. Assisting agencies will not initial attack fires on another jurisdiction if initial attack puts personnel at unreasonable risk, such as a remote fire discovered at night, or if asked to stand down by the jurisdictional agency. Agencies taking independent action within another agency's jurisdiction should notify that agency as soon as possible. The jurisdictional agency should assume responsibility for suppression at the earliest possible time, or as otherwise agreed. No parry to this agreement shall be required to make resources or assistance available to the requesting party if by so doing would impair the parry's ability to provide effective emergency services within its own service area. F. Dispatching and Resource Ordering Procedure All requests for out of county resources, either received or provided, will be processed in accordance with the Colorado State Resources Mobilization Plan as authorized by CRS 24- 33.5 -1210. The sequence for request for resources for an Eagle County incident will be: Incident Commander --+ Eagle County Communications Center or Pitkin Dispatch —+ Grand Junction Interagency Dispatch Center —> Providing Agency Dispatch Center The sequence for request for air resources will be: Incident Commander —> GJC NOTE: GJC will advise Eagle County Communications Center or Pitkin Dispatch of air resources in Eagle County 0 The sequence for request for Eagle County resources for an out -of- county response will be: Incident Commander --+ Their Dispatch Center --+ Grand Junction Interagency Dispatch Center --+ Eagle County Communications Center or Pitkin Dispatch -+ Requested resource It shall be the responsibility of the Upper Colorado River USFS -BLM when responding to a wildfire on Denver Water lands to order needed assistance, or acquire replacements to relieve their initial attack crews or the crews of assisting agencies. G. Reinforcements and Support All requests for additional resources beyond initial attack will be made by the applicable agency representative, using the ordering procedures outlined under section XI.F above. H. Interagency Procurement Non - federal participants to this Plan may purchase fire suppression supplies through General Services Administration. Any other loaning, sharing, exchanging or maintenance of facilities, equipment or support services will be considered on a case -by -case basis as mutually agreed to by the concerned parties. I. Interagency Use of Communication System/Frequencies Federal, State, and County radio systems are largely incompatible at this time; however, all fire agencies in Eagle County are equipped with the Fire Emergency Radio Network (FERN -1) and 800 MHz capabilities. FERN -1 (154.280) and 800 MHz system channels may be used for interagency communication on a wildfire if one agency's operational channels are not compatible with another agency's radios. For the purpose of conducting business authorized by this Operating Plan, all parties to this Operating Plan agree that assisting agencies may use the jurisdictional agency's radio frequencies as needed to conduct emergency communications on fires. No participant to this Operating Plan will use, or authorize others to use, another agency's radio frequencies for purposes beyond the scope of this Operating Plan. Radio frequencies specifically authorized for use on wildfires are shown in EXHIBIT B. 10 J. Wildland Fire Decision Support System Federal agencies will complete a Wildland Fire Decision Support System (WFDSS) on all fires on federal lands or Denver Water lands that escape initial attack to determine appropriate response. The CSFS line officer will assist in preparation or review and approve the WFDSS for fires that have the potential to be designated an EFF fire or affect multiple jurisdictions and have the potential to go through an extended attack period into a project fire situation. When a fire is burning on or threatens to burn on multiple jurisdictions, one WFDSS should be prepared that considers all jurisdictions (the whole fire). All jurisdictions impacted by the fire should participate in the WFDSS process. CSFS requires that a WFSA (or equivalent) be completed for all fires that receive a FEMA declaration, and recommends a WFSA (or equivalent) completed for all EFF fires. All agencies involved in the extended attack on private and state lands will provide input to the WFSA (or equivalent). The CSFS Line Office will facilitate completion and review of the WFSA (or equivalent) for these fires. When a fire is burning on or threatens to burn on multiple jurisdictions, one WFSA (or equivalent) should be prepared that considers all jurisdictions and their interests. CSFS requires that an Emergency Fire Fund Analysis Form (CSFS -108A, see EXHIBIT D) be prepared on all non - federal fires, including fires on Denver Water land, that have the potential to exceed County control capabilities. The County Sheriff, or his designee, should use this form to help determine if a fire might be eligible for EFF designation. K. State Emergency Fire Fund (EFF) Eagle County and Denver Water are members of the State Emergency Fire Fund (EFF). The purpose of EFF is to provide funds for fire suppression on multiple fires or a single large fire on non - federal lands that exceeds the suppression capability of the County. Each participating County pays annually into the fund based on the total assessed property value and acres of private and state land. If and when EFF funds are exhausted, CSFS will make every effort to obtain additional funds as needed from the Governor's emergency fund or from a special appropriation of the Colorado Legislature. Implementation of EFF can only be done by the State Forester of Colorado, or his designee, upon recommendation of the CSFS Granby District representative, following a request from the County Sheriff. For this reason it is important that the CSFS Granby District representative be notified immediately of fires that threaten to exceed control capabilities of the County. EFF implementation can only occur with a CSFS Granby District representative on the fire scene. 11 It is the duty of the CSFS Granby District representative to evaluate and report the situation to the State Forester and to formally request implementation of EFF. Requests for EFF implementation must be done in writing using the CSFS Fire Funding Request Form (CSFS 164). In the case of EFF implementation, the CSFS Granby District representative will act for the State Forester until relieved by a CSFS line officer. It is the sole responsibility of CSFS to act as administrator of EFF funds. The County Sheriff, or designee, is responsible for initiating a written analysis of the fire to help determine if a request for EFF implementation is warranted. The Sheriff, or designee, will complete the EFF Analysis Form (CSFS 108A) prior to requesting EFF implementation. The CSFS Granby District representative should assist with the analysis. In the case of EFF implementation, the Sheriff is responsible for assigning control duty to CSFS by completing and signing the Assumption of Fire Control Duty Form (CSFS 168). The Sheriff and the County will continue to put forth a maximum wildfire control effort. County resources committed to the fire shall not be less than shown in EXHIBIT D. The Sheriff, or designee, will act as the County representative of any unified command group. The Sheriff, or designee, will assist with daily analysis of the fire (Wildland Fire Situation Analysis) and assume command when the incident is back within the County's ability to control. The above forms, CSFS 108A, 164, 168 are shown in EXHIBIT D. It is the duty of other County agencies to assist the Sheriff in maintaining a maximum control effort for the duration of the fire. If any federal lands are involved in the fire, those agency representatives will be a partner in a unified command structure. CSFS will relinquish command of EFF fires back to the County Sheriff when daily situation analyses show that the fire is within the County's ability to control. The County will mop -up and patrol the fire until declared "out" according to directions provided by CSFS or the unified command group. L. Traffic Control Traffic control will be provided by the appropriate law enforcement agency, upon request, to expedite the routing of vehicles to and from major fires and to exclude unauthorized personnel from the fire area. M. Law Enforcement and Fire Investigation It will be the responsibility of the jurisdictional agency to take appropriate law enforcement action. Law enforcement personnel from non jurisdictional agencies may assist, upon request, from the jurisdictional agency. 12 The jurisdictional agency will have responsibility for investigating fires and any civil or criminal actions taken. The County will coordinate fire investigation for EFF fires. Assisting agencies will cooperate with fire investigations, upon request, of the jurisdictional agency(ies). Assisting agencies will make every effort to identify, protect and report all evidence to the jurisdictional agency. N. Post Incident Action Analysis Post incident analysis of events and actions taken by suppression forces during wildland fires will be conducted by the jurisdictional agency commensurate with the complexity of the incident. O. Jurisdictional Assignments Incident qualification cards (red cards) may not be required for initial attack of fires within Eagle County; however, firefighters without red cards may be released from an incident by the authorized representative of the jurisdictional agency. The authorized representative of the jurisdictional agency will coordinate the release of assisting agency personnel through the ranking officer /representative of the assisting agency. XII. AVIATION PROCEDURES A. Aviation Requests and Operations All requests for air support resources should be made to the Grand Junction Interagency Dispatch Center. When aircraft is requested by a_y agency for suppression efforts, the request must include the following: • Name and agency of person ordering • Name and location, geographical or township /range • Ground Contact with air to ground frequency (FM A/G frequencies) Additional information that is helpful: • Lat/Long in preferred datum WGS 84 degrees/minutes/decimal-minutes • Elevation of fire • Other aircraft in the area, including radio frequencies in use • Aircraft hazards in the area • Current threats and values at risk 13 Initial orders for aircraft may be authorized by the local on -scene incident commander. Requests for additional air support resources beyond this initial request must be authorized by the jurisdictional agency. The County Sheriff or his designee will notify the CSFS Granby District representative immediately when aircraft is ordered for a non - federal fire. Grand Junction Interagency Dispatch Center will make a courtesy call to CSFS whenever the county orders air support resources. B. CSFS Single Engine Air Tankers (SEAT) Single engine air tankers may be pre - positioned at the Kremmling or Rifle airport when a combination of factors or events warrant having an aircraft in the area. Requests for pre - positioning will be made by the County Sheriff through the CSFS Granby District Representative. Conditions that may warrant pre - positioning a SEAT include: • Multiple fire starts within a 72 -hour period • High occurrence of dry lightning • Persistent Red Flag Warnings • Local resources are occupied with other assignments • Other factors as determined by the Sheriff of CSFS Granby District representative Eagle County airport will not be used for SEAT operations due to performance issues for fully loaded SEATS maneuvering in.the narrow valley near the airport. C. Leadplane /Air Attack Activation Heavy air tankers are dispatched with a leadplane when one is available. Single engine air tankers may be dispatched without a leadplane if the pilot is initial attack qualified. Aerial supervision (Air Attack or Lead Plane) will be ordered when multiple aircraft are over the fire at one time or if requested by pilots on scene. D. Wildfire Emergency Response Fund The Wildfire Emergency Response Fund (WERF) was created by the legislature to provide funding or reimbursement for AIR RESOURCES or GROUND RESOURCES to a wildfire at the request of any sheriff, municipal fire department, or fire protection district. This fund will be utilized to assist on non - federal lands only. The fund will be utilized as outlined in the attached WERF Guidelines, EXHIBIT E. 14 XIII. FIRE PREVENTION A. Information and Education Each agency will prepare and release fire prevention material and radio /TV presentations according to their own prevention plans. Coordination with cooperating agencies will be followed in order to prevent a conflict in released material. All releases for fire prevention will carry USFS, CSFS, fire district and. County Sheriff acknowledgements. Eagle County Joint Information Center will be utilized to disseminate information, as needed. Fire prevention signs will be maintained as required by each agency for lands under their jurisdiction. The Grand Junction Interagency Dispatch Center (GJC) will monitor local fire danger levels. GJC will make fire weather watches, Red Flag warning bulletins and other fire information available to cooperators via the Internet: http://www.fs.fed.us/r2/fire/rmacc.html B. Burning Permits Parties to this Agreement have the responsibility of issuing burning permits in their respective jurisdictions. The burning permit shall require the holder to notify Vail or Pitkin dispatch of controlled burning on all land(s) prior to ignition. In addition, all pertinent state and federal regulations will be followed. Permits require both Eagle County and appropriate fire jurisdiction signatures. C. Burning Restrictions /Closures Restrictions governing use of open fires during hazardous periods will be a coordinated effort of cooperating agencies. A flow chart that outlines the procedures for implementing and rescinding fire restrictions is attached as EXHIBIT G. XIV. FUELS MANAGEMENT AND PRESCRIBED FIRE CONSIDERATIONS The participants to this Operating Plan will cooperate in the development and implementation of prescribed burning programs and projects including planned ignitions, wildland fire use and modified control strategies and tactics applied to fires within remote areas. The Eagle County Community Wildfire Protection Plan includes prioritized wildfire mitigation project areas. Wildfires resulting from escaped prescribed fires ignited by a party to this Operating Plan, shall be the responsibility of that party. The party responsible for the prescribed fire will reimburse other parties to this Plan consistent with the terms and conditions contained herein for costs incurred in suppression of such fires. If parties to this Plan conduct a cooperative prescribed fire, details covering cost sharing, reimbursement, and responsibility for suppression costs, should it escape, shall be agreed upon and documented in the burn plan. 15 XV. COST REIMBURSEMENTS A. Reimbursable Costs Each agency will assume responsibility for its own expenses during the mutual aid period. The mutual aid period is defined as: 1. Not to exceed 24 hours 2. Will end at midnight of the first burn period when the Incident Commander determines that the fire cannot be controlled within 24 hours of the original ignition The assisting agency(ies) may request reimbursement for costs incurred after the mutual aid period. The jurisdictional agency will reimburse assisting agencies for costs incurred after the mutual aid period. Costs incurred by an assisting agency for services beyond the mutual aid period shall be considered reimbursable. Services provided by assisting agencies beyond the mutual aid period must be requested by the jurisdictional agency. On Denver Water Board lands, costs incurred by the Upper Colorado River USFS -BLM for the mutual aid period and beyond, and for additional time or efforts which may be requested by the Colorado State Forest Service or Denver Water, shall be considered reimbursable, following approval by the Colorado State Forest Service. Any agency that provides a reasonable initial attack response on Denver. Water lands, may request reimbursement from Denver Water. The Initial Attack Response Guidelines, shown in section XI.E, will be used to determine minimum reimbursement to the Upper Colorado River USFS -BLM for initial attack of wildfires on Denver Water lands. Reimbursement may be adjusted upward according to site specific fire conditions after consultation among participating agencies by the CSFS Granby District representative. Initial response agencies should dispatch those forces it deems appropriate for the place and conditions of the fire. Response forces should be further adjusted by the incident commander from the scene as warranted. Actual reimbursement will consider values at risk, actual fire behavior, and the proficiency of the firefighting force. When fire occurs on lands of more than one jurisdictional agency and costs are incurred beyond the scope of mutual aid fire protection, costs will be borne by each agency proportional to the size of the burned area on each agency's jurisdictional area or as mutually agreed upon by the unified command. When a fire is accepted by the State as an EFF incident, the Cost Share Principles agreed to by State and federal agencies will apply. f[1i B. Reimbursement Procedures If reimbursement for an incident can best be handled at a local level, the assisting agency may invoice the jurisdictional agency directly. If deemed more efficient, the County may aggregate expenses incurred by the County and local fire departments to suppress fires on federal jurisdictions and may present an invoice for such expense to CSFS who will then reimburse the County and subsequently bill the jurisdictional federal agency or agencies. Federal agencies may submit bills and statements for reimbursements from County and/or fire districts for federal suppression on non - federal lands to CSFS. CSFS will make such reimbursement and subsequently invoice the County or department as appropriate. Cooperator reimbursement procedures, forms, and examples are contained in EXHIBIT F, as part of this agreement. Payment for reimbursable costs on lands owned by Denver Water Board requires that CSFS be notified of fires by the responding agency. Failure to notify CSFS will jeopardize the opportunity for reimbursement to the responding agencies. Payment for reimbursable costs for fires on Denver Water lands must be coordinated through the local CSFS District Office. Requests for reimbursement should be accompanied by a copy of the incident report. Invoices are required to have proper documentation: Invoice memo addressed to the Denver Water Board on the billing agency's letterhead, requesting payment for resources involved in wildfire suppression on the incident located on Denver Water Board lands. Reference the fire dates and times; legal location; Denver Water Board land parcel name or location; size of fire; fire number (if assigned by Interagency Dispatch Center); and referring to the attached supporting documentation and costs verifications. Personnel time in the form of: Crew Time Reports;,photocopies of USDA/USDI Fire Time Sheets, Optional Form 288 for personnel from the federal government (both regular employees and those hired under the AD Plan for Emergency Workers). Equipment Shift Tickets for all equipment; photocopies of Emergency Equipment Rental Agreements or Equipment Use Invoices for equipment contracted; photocopies of all current Cooperative Resource Rate Forms (CRRF's) that may apply to the equipment or personnel from the Upper Colorado River USFS -BLM. The equipment or personnel utilized should be highlighted or marked on the CRRF's for cross - reference to the supporting documents. 17 Denver Water Board will reimburse the assisting agency for the actual costs of supplies and materials used for the fire effort. Complete requests on Form SF 95; Claims for Damage, Injury or Death, as revised. Reimbursement requests will be reviewed by the local CSFS District Office for verification or correction of actual costs to be paid. When verified, the CSFS District Office will coordinate with the CSFS Special Projects Forester for Denver Water lands, and a recommendation for payment will be forwarded to Denver Water. Payment will be made directly to the requesting agencies from Denver Water. Subsequent payments from the agency or department to its personnel or contractors will follow that entity's internal policy. C. Resource Use Rates Cooperative Resource Rate Forms (CRRF) should be completed every two years by cooperating agencies. These forms will show the rates of equipment that may be used on a wildland fire. Resources listed on a CRRF are considered Mutual Aid resources and, as such, will not be billed for during the mutual aid period. The use of resources not listed under a Cooperative Resource Rate Form may not be reimbursable unless rates are mutually agreed to, in writing, at the time such resource is requested. See Cooperative Resource Rate Forms, EXHIBIT C. XVI. GENERAL PROCEDURES A. Periodic Program Reviews Program reviews will be conducted at the annual fire operating plan meeting. B. ANNUAL REVIEW The parties shall meet at least annually, before the beginning of the wildland fire season, to review and, if appropriate, to propose amendments to this Eagle County Annual Wildfire Operating Plan, with a goal of having any such amendments or replacement plan formally renewed not later than May 1 of each year and be coordinated with the Umbrella Agreements. Proposed amendments shall take effect upon execution by all of the parties hereto. If no changes are made, a statement letter with signatures of all parties to this operating plan will be distributed. 18 C. Resolution of Disputes The primary purpose of this Operating Plan is to ensure prompt suppression of wildland fires. Any interagency dispute arising from these procedures will be resolved on site by the Unified or MACS Command Group. When necessary, following the conclusion of the incident, a panel of agency representatives, other than the parties involved in the incident, will review and resolve the dispute. XVII. DIRECTORY OF PERSONNEL See EXHIBIT B. XVIII. COOPERATIVE RESOURCE RATE FORMS A. Cooperator Resource Rate Forms (CRRF) Cooperative Resource Rate Forms, attached to this operating plan as part of EXHIBIT C, as available, set forth agreed upon equipment and personnel rates, conditions of use, and reimbursement procedures. Cooperators that choose not to complete the Cooperative Resource Rate Form as an attachment to this operating plan will be required to complete the Emergency Equipment Rental Use Agreement at time of the incident and will be restricted to the standard Rocky Mountain Area equipment rates. B. Engine Equipping and Staffing Engines will be staffed and equipped according to current NWCG standards. Refer to Interagency Standards for Fire and Fire Aviation Operations (Redbook). C. Equipment Availability Cooperator equipment availability status for out of county use should now be maintained in ROSS. Cooperators may "self status" in ROSS by requesting a password from Marlinda Acevedo, Marlinda .Acevedo @cdps.state.co.us, Colorado Department of Public Safety (CDPS) at (720) 852 -6743 or 720 -219 -3411. Cooperators who prefer not to "self status" may have CDPS maintain their status by fax: (720) 852 -6735 or Email: ross- status @cdps.state.co.us Grand Junction Interagency Dispatch Center (GJC) will continue to dispatch wildfire resources for out of county assignments utilizing ROSS. Cooperators must change status in ROSS and notify GJC of any unexpected status changes. 19 XIX. PERSONNEL AND PERSONNEL COMPENSATION A. Personnel Every person employed in or providing services pursuant to this Agreement is the sole responsibility of the party by whom that person is employed on a full -time, part-time or volunteer basis, and no person providing services hereunder shall have any right associated with employment by or provision of services to another party. No party shall be called upon to assume any liability for the personnel performing services hereunder as a result of the employment or provision of such personnel by another party, or any liability other than that provided for in this Agreement. No parry shall be liable for compensation or indemnity to any employee or volunteer of another party for injury or sickness arising out of his or her employment or services rendered under this Agreement. B. Compensation Pursuant to SS 29 -5 -109, 110, CRS, all compensation and other benefits enjoyed by every person employed in their own jurisdiction shall extend to the services they perform under this Agreement, including, without limitation, worker's compensation coverage and pension fund benefits and payments. C. Personnel Qualifications Each agency is responsible for the training and qualification of its personnel for fighting wildfires. Each agency shall dispatch in a mutual aid response only personnel qualified for the incident. If it comes to the attention of the jurisdictional agency or multi jurisdiction command, as the case may be, that a fire fighter is not properly qualified for an incident (or his/her assignment with respect to the incident), it may require that the fire fighter be withdrawn from the response or assigned to tasks for which he /she may be properly qualified. 20 Exhibit A Maps Maps to be attached when received from agency: White'River Map - low response and roadless, wilderness `0`. U- w IL L.ALJ iJ :. o "..L.r: { i Y i LL L IN-51 ; r _ `0`. U- w d LL L } `0`. U- w Z 0) U L (u ri7 ■ Exhibit B MOBILIZATION PLAN PERSONNEL DIRECTORY (all area codes are 970 unless otherwise written) EAGLE COUNTY COMMUNICATIONS CENTER ................. .................479 - 2201/ -2245 COLORADO DIVISION OF PARKS & OUTDOOR RECREATION Grand Junction Office ............................................ ............................... .......................248 -7319 Sylvan Lake State Park ............................................ ............................... .......................328 -2021 COLORADO STATE FOREST SERVICE Granby District Office ............................................ ..............................I .......................887 -3121 Fax................................................................. ............................... 887 -3150 Ron Cousineau, District Forester .......................... ............................... ....................217- 7022(c) Paul Cada, Forester ....................................... ............................... ..433- 5206(c) Ryan McNertney, Forester ............... ............................... ....................988- 3132(c) If contact cannot be made with district personnel call the CSFS state office Fire Duty Officer, 491 -6304. This number can be used 24 hrs a day. After normal business hours this number will reach the Colorado State University Police. Ask them to page the CSFS fire duty officer. EAGLE COUNTY SHERIFF'S OFFICE ............................... ............................328 -8500 Joseph D. Hoy, Sheriff ........... ............................... 376- 7023(cell) ........................... Barry Smith, Eagle County OEM ............................. .......................471 -4048 (cell) USDA FOREST SERVICE - WHITE RIVER NATIONAL FOREST / BLM Grand Junction Interagency Dispatch Center ............................................................. Ross Wilmore, UCR East Zone FMO ................... ...........................328 -6388 (office) ................... .......................328 -5607 (weekend) ................................................ 948-5766 (cell) Eric Rebitzke, UCR East Zone AFMO ..................... .......................328 -6388 (office) ................. .......................376 -3150 (weekend) ............... ............................... - 9 352 (cell) Lathan Johnson, UCR Central Zone FMO.( acting) ....... ............................... 625 -2872 (office) NATIONAL WEATHER SERVICE FIRE WEATHER FORECAST OFFICE 243 -7007 JoeRibeiro ........................... ............................... .......................479 -2231 ....................... ............................... ............................376 618 (cell) 9c11 FIRE DEPARTMENTS BASALT & RURAL FIRE PROTECTION DISTRICT Business Office ............................................. ............................... 704 -0675 Dispatch....................................................... ............................... 920 -5310 Scott Thompson, Chief . ............................... ............................618 -9401 (cell) Jerry Peetz, Operations Director ........................... .......................618 -1256 (cell) EAGLE RIVER FIRE PROTECTION DISTRICT Dispatch ................................. ............................... 748 -9665 (business hours) .............................. .......... ............................... - ........................................ 479-2201 (after hours) Charlie Moore, Chief . ............................... ............................748 -4732 (office) ................................ ............................... - 04 1466 (cell) John Willson, Battalion Chief .............................. .......................977 -1001 (cell) GREATER EAGLE FIRE PROTECTION DISTRICT Jon Jon Asper, Chief ............................. ................................ 328 -7244 (office) ........................ ............................... ... - 328 1779 (office) ..... ............................... ............................977 -623 (cell) ce ll GYPSUM FIRE PROTECTION DISTRICT Dave Vroman, Chief .. ............................... ............................524 -7101 (office) ........................................ ............................... 376-4976 Fire Duty Officer .............................................. ............................... ......................471 -1992 VAIL FIRE DEPARTMENT Mark Miller, Fire Chief .......................... ............................... 477 -3474 (office) Mike McGee, Deputy Chief ........................ ............................479 -2135 (office) ............................ ............................376 -0738 (cell) c ll) ROCK CREEK VOLUNTEER FIRE DEPARTMENT Brita Horn, Fire Chief ....................................... ............................... 653 -4497 ......... ............................... .......................819 -0815 (cell) RADIO FREOUENCIES RX Freq. RX Tone TX Freq. TX Tone FERN 154.280 154.280 NLEC 155.475 155.475 Weather 162.550 Basalt & Rural FPD Basalt & Rural 154.445 100.0 153.770 100.0 FERN 154.280 154.280 NLEC 155.475 155.475 Eagle County Sheriff Direct 800MHz FERN 154.280 154.280 NLEC 155.475 155.475 Eagle River FPD Direct 800MHz FERN 154.280 154.280 Greater Eagle FPD Direct 800MHz FERN 154.280 154.280 Gypsum FPD Direct 800MHz FERN 154.280 154.280 Upper Colorado River Interap-encv Fire Manap-ement Unit all narrow band WRF Castle 170.5250 166.7250 127.3 BLM Castle 168.2250 168.8500 .162.2 Twilight 169.9250 166.5625 141.3 WRF Vail 170.5250 166.6750 94.8 WRF Ptarmigan 170.5250 166.6750 118.8 WRF Sunlight 169.9250 166.5625 156.7 FERN 154.280 154.280 NLEC 155.475 155.475 Vail Fire Department Direct 800MHz FERNb 154.280 154.280 q! Ar: 4�4 Exhibit C COOPERATIVE RESOURCE RATE FORMS CRRF's will be attached as they are approved Exhibit D EMERGENCY FIRE FUND (EFF) FIRES The minimum commitment of county resources to EFF fires in Eagle County is shown as follows: 4 Engines 1 Dozer 1 Water Tender 1 Ambulance In the event that any of the above equipment is not needed or requested by the Colorado State Forest Service line officer during an EFF fire the minimum commitment will be considered as being met. It is understood that this is a minimum and a considerably larger commitment may be necessary for certain fires. The following forms are also attached as part of EXHIBIT D: EFF Analysis Form (CSFS 108A) CSFS Fire Funding Request (CSFS 164) Assumption of Fire Control Duty (CSFS 168) EFF forms and procedures to be included here: Fire Cost Share Principles For State of Colorado Colorado State Forest Service USDI, Bureau of Land Management Colorado State Office USDI, National Park Service Intermountain Region USDI, Fish and Wildlife Service Mountain Prairie Region USDA, Forest Service Rocky Mountain Region In the interest of firefighter and public safety and for efficient cost accounting of wildland fires, the following principles will be the standard for sharing costs on wildland fires in the State of Colorado. The Wildfire Situation Analysis (WFSA) and the Interagency Incident Business " Management Handbook are also important reference documents for cost share agreements. Initial Attack • Cost share will be on the basis of pre- negotiated annual operating plans between the counties, state, and federal agencies, which include the information in this agreement. • Future Annual Operating Plans should include a definition of the mutual aid timeframe. • Aviation resources should not be considered as mutual aid resources and will be considered as defined below under "Extended Attack ".. Extended Attack Up to 72 Hours • Initial Attack Incident Commanders will determine if the fire is in the Wildland Urban Interface or not. Wildland Urban Interface • Wildland Urban Interface is defined as the line, area, or zone where structures and other human development meet or intermingle with undeveloped wildland or vegetative fuels, and where there are structures at risk on state /private lands. (source: 2001 Review and Update of the 1995 Federal Wildland Fire Management Policy). • Cost share for all aviation resources will be at a flat rate of 50% State and 50% Federal on fires where the expectation exists that both Federal and State /Private lands are going to be impacted by the fire. • Cost share for other resources will be based on the percentage of total acres burned according to land ownership. Non Interface • Cost share for non - interface fires will be based on ownership of acres burned. All costs associated with the fire after the mutual aid time period and all aviation costs will be determined based on these percentages. Beyond 72 Hours • The cost share agreement in place after 72 hours will remain in place unless local line officers determine a need for adjustment based on new and special circumstances. Rehabilitation Costs • Non- suppression rehabilitation costs are the responsibility of the jurisdictional agency. 8 -23 -04 orado State Forest Service Date SDA For Seruice Gate &",u r B1LT /Qq USDI Bureau of Land Mgmt Date USDI rnal Park Service Date USDI Fish and Wildlife Service Date Or+ ITEMS TO CONSIDER WHEN NEGOTIATING A COST SHARE AGREEMENT Negotiating cost share agreements within the State of Colorado has been delegated to the respective unit administrators in the Interagency Cooperative Fire Management Agreement. County officials must also be included. Cost share agreements are to be documented, including the basis or rationale used. The following guidelines should be considered when negotiating a cost share agreement. These are intended to help field personnel in negotiating an equitable agreement and are not intended to be mandatory. Unit Administrator (Line Officer): the individual assigned administrative responsibilities for an established organizational unit, such as Forest Supervisors or District Rangers (USFS), District or Area Manager (BLM), Area Forester or State Forester Designate (State), Regional Director or Refuge Manager (USFWS), Park Superintendent (NPS), and Agency Superintendent (BIA), and may include a County commissioner at the local level. General Guidelines: 1. Agency budgeted costs normally are not shared. 2. Responsibility for claims is considered to be outside the scope of the cost share agreement. 3. Rehabilitation costs other than on the fireline are the responsibility of the jurisdictional Agency. 4. All cost share negotiations should include consideration to each Agency's values at risk and resources assigned. 5. Cost share agreements should normally be reviewed at the end of each burning period and documented with review date and time. Method 1: Cost can be shared proportionately based upon the acreage burned. Method 2: Costs between the Agencies can be based on a summary of daily estimated incident costs and each Agency's proportionate share thereof. If this method is used, daily cost sharing should, be properly documented by the Incident Commander. Aircraft and retardant should be on an actual use basis. Method 3: Costs can be shared based upon direct fireline resources assigned basis. Aviation resources, retardant, etc. should be on an actual use basis. Indirect costs are then shared proportional to direct costs. This is the most equitable method and should be utilized on incidents when a Type I team is assigned. Definitions: Direct Costs: All costs associated with direct fireline/freground and operations including aircraft, except airtankers and their retardant, and incident support ordered by or for the incident prior to completion of, the cost share agreement. Airtanker costs and associated retardant costs are direct costs but normally are calculated at a separate cost share rate. Facilities and Administrative Costs (Indirect Costs): Costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, and instructional activity, or any other institutional activity. These costs may include office support personnel,mobilization /demobilization centers, dispatching, airbase operations, transportation from home base to camp, and minor or major equipment repairs to incident - assigned and damaged equipment (except those costs included in equipment rental rates). Facilities and administrative costs can be shared proportionately with direct costs except where identified to be shared differently in the cost share agreement. SAMPLE COST SHARE AGREEMENT Following is the Cost Share Agreement between the Agencies identified below as negotiated for the following incident. INCIDENT NAME: INCIDENT NUMBERS BY AGENCY: START TIME AND DATE: JURISDICTIONS: CAUSE: INCIDENT COMMANDER(S): This Cost Share Agreement between and with the cooperation of was prepared under the following authorities provided by: 1. The Interagency Cooperative Fire Management Agreement between the State of Colorado; USDA Forest Service; USDI Bureau of Land Management; USDI National Park Service; USDI Bureau of Indian Affairs; USDI Fish and Wildlife Service. 2. Agreement for Cooperative Wildfire Management between County and the State of Colorado. 3. Agency Representatives participating in development of the Cost Share Agreement. Agency: Name: Title: Agency: Name: Agency: Name: Title: Agency: Name: Title: Title: COST SHARE AGREEMENT FOR THE INCIDENT: It is hereby agreed that the cost basis on this incident will be shared as follows Rationale used in developing this cost agreement: The following section is optional, but will be used only if costs are calculated on a percentage basis and a computer -based incident cost accounting system is not available: DIRECT AIR/RETARDANT AGENCY COSTS COSTS TOTAL . 100 % 100 % This Agreement and the apportionment contained are our best judgments of Agency cost responsibilities on the date /time shown. Additional Cost Share Agreements for this incident may be approved for future time periods, as conditions and fire spread change. SIGNATURE: DATE: TIME: AGENCY: PHONE: MAILING ADDRESS: SIGNATURE: DATE: TIME: AGENCY: PHONE: MAILING ADDRESS: SIGNATURE: DATE: TIME: AGENCY: PHONE: MAILING ADDRESS: COLORADO STATE FOREST SERVICE EFF Fire Business & Administration Operating Guidelines This document provides guidance for incident business and administration activities on Colorado State Forest Service (CSFS) Emergency Fire Fund (EFF) fires. These guidelines are provided as direction to incident business personnel, Incident Management Teams (IMTs), and other incident support organizations. CSFS follows ICS organization, Wildland Fire Qualification System Guide (PMS 310 -1) for qualifications and business management processes identified in the Interagency Incident Business Management Handbook ( IIBMH). CSFS supports the use of I- Suite programs to facilitate incident business operations, planning and organization activities, pay documents, and cost estimates. Additional information is contained in this document and in the IIBMH Rocky Mountain/Great Basin supplement to Chapter 50. Deviation from these referenced documents and this guideline will be negotiated with the Line Officer /Agency Administrator (LO /AA) or an Incident Business Advisor (IBA) prior to the use of a different procedure or guideline. Incident Business Advisor (IBA) An IBA may be assigned on state fires and acts as a liaison between the LO /AA and assigned IMT. The IBA will make visits to any established incident command post, staging area, expanded dispatch, buying units, and other incident support centers to facilitate communication and successful incident business practices. Technical specialists will accompany the IBA to assist in specific areas of concern. For example, the CSFS Financial Manager and/or Purchasing personnel may visit the incident base to discuss rental agreements for land and equipment. As a minimum, the IBA will establish a daily time for communications with the IMT to exchange information and to report current progress on incident business management issues. In- Briefing/Closeout The LO /AA and IBA (if assigned) will participate in the team initial briefing and closeout of each assigned IMT. The IBA and/or other agency personnel will meet with the IMT Finance, Planning, and Logistics Sections (at a minimum) to discuss expectations and local protocols and procedures. At the end of the incident, the IBA will provide a written document, using the standard IBA narrative (attached). The IBA will also receive a written evaluation from the LO /AA. The final Incident Finance Package (IFP) should meet the standards established in the IIBMH Chapter 40 and national records management guidelines. The following additional information should be included with Time Unit documentation: include specific mitigation measures with excess hours documentation. Incident file copies of CTRs should be attached to appropriate EFTR OF -288s. When a cost -share agreement is in place for an incident, a duplicate copy of the IFP will be prepared for each agency, or as requested by the LO /AAs. April 2007 - 1 - Cost Share Multi jurisdiction involvement may necessitate implementation of a cost -share agreement to appropriately distribute incident cost. A copy of the cost -share agreement signed by all parties should be included in the IFP. Personnel Timekeeping All resources are to use ICS forms to report and record time while assigned to the incident. Travel should be documented on the OF -288. State employees do not receive hazard pay compensation. The original OF -288 is given to state employees and Colorado cooperators at the time of demobilization. Seasonal firefighters may be hired as state hourly employees with CSFS State Office confirmation at rates consistent with the rates in the current Federal Pay Plan for Emergency Workers (ADA -ADL). State firefighter classifications are exempt from state Public Employees Retirement Association withholding. The following Colorado State University (CSU) payroll forms will be provided by the CSFS State Office or IBA for hiring firefighters on the incident: • Employee's Withholding Allowance Certificate (W -4) • Employment Eligibility Verification (I -9) • CSU Payment Disposition Action (PDA) • Public Employees' Retirement Association Exemption • SSA -1945 Social Security Statement • CSFS #811 Hourly Employee Record Procurement and Acquisition Upon arrival at a State Incident, IMT and Buying Team personnel will be provided information about: State and local cooperators agreements Geographic area supplements to the IIBMH Medical Care and, Worker's Compensation Reporting Local cooperative agreements and operating plans Purchasing and buying unit procedures Forms (if different than ICS) Copies of applicable Colorado Cooperator Resource Rate Forms (CRRF) Land use agreements It is not appropriate to hire equipment or services provided by state or local cooperator employees or relatives. Ordering Process Supplies and equipment available through the national fire cache system will be ordered directly from the Rocky Mountain Cache. Local purchase of supplies is encouraged where possible using state or local purchasing agents or an assigned Buying Team. April 2007 - 2 - Buying Team Procedures The LO /AA will determine when a Buying Team will be ordered to replace dispatch center or local CSFS purchasing personnel. CSFS personnel may be included in the organization of a Buying Team to facilitate acquisition of local resources, utilizing state acquisition cards (ACards) to make local purchases, depending on current authorizations. When a Buying Team is assigned, the operating procedures described in the National Interagency Buying Team Guide will be followed, along with any applicable Rocky Mountain/Great Basin Geographic Area supplements and state specific requirements. The IBA and /or appropriate CSFS representative will consult with the IMT /expanded dispatch to decide when to release a Buying Team. Supplemental Foods CSFS follows the guidelines established in the IIBMH (Chapter 20.25.4 -3). Property Management The CSFS expects IMTs to place a high priority on property management. Included in this expectation is the need for the Finance and Logistics Sections to review property issuance (gas, oil, supplies, accountable property) and sign out and return procedures to ensure accountability. Buying teams are responsible for ensuring that accountable property (non - consumable) which they have purchased is tracked and the information made available to CSFS for record keeping purposes. On multi jurisdiction incidents, LO /AAs will jointly determine ownership of such property. If accountable items are not returned by an individual, agency, cooperator, or contractor, the value of each missing item will be deducted from payment documents. IMTs will recycle the following items and the IBA or CSFS district office will provide information on disposal/drop -off locations: paper, plastic, cardboard, aluminum, glass, batteries. CSFS Payments Process A representative from the CSFS administrative staff may visit the assigned Finance Section to ensure accuracy of payment processes. A CSFS employee may be assigned to work in the Finance Section. Payment address for all documents is: Colorado State Forest Service Fire Division, Bldg. 1053 5060 Campus Delivery Fort Collins, CO 80523 -5060. Daily Reporting to CSFS State Office The WT will provide daily reporting to the CSFS State Office which will include I -Suite cost estimate reports, daily Incident Action Plan (IAP) and ICS 209. Remarks on ICS 209 should include current info on acreage breakdown by ownership. Documents may be faxed to (970) 491 -7736 or emailed to fdocsfsA,1amar.colostate.edu . April 2007 - 3 - Information Systems Management The CSFS will facilitate filling information technology requests. All requests /orders must be accompanied by a detailed narrative that ties directly to an action in an approved WFSA or IAP. IMT CTSP personnel must coordinate with CSFS personnel for ordering, delivery, set up and release of IT resources. Commissary CSFS utilizes National Contract commissaries available through the resource ordering process. Order must be approved by the assigned IBA/CSFS representative. Give consideration to duration and regional outlook for continued high fire danger when placing orders for National Contract commissaries. The commissary payroll deduction process may also be used on a case - by -case basis when individuals have emergency needs. All Colorado State employees are eligible for commissary by payroll deduction. Compensation for Injury and Agency - Provided Medical Care (APMC) The State of Colorado has no authority to establish APMC on state incidents. All incident - related injuries and illnesses will be handled in accordance with the IIBMH and the employee's home unit/agency Workers' Compensation procedures. A copy of the injury /illness log will be provided daily to the IBA or other designated CSFS official. CSFS /CSU carries Workers' Compensation insurance coverage for all its employees. The CSU Worker's Compensation Injury Report (copy enclosed) includes Part I and II to be completed by the employee and Part III which must be completed by the employee's incident supervisor. All Workers' Compensation claims must be submitted within four (4) calendar days of injury or illness to: Name Address Barbara Berg CSFS, Bldg 1050, Phone (970) 491 -6303 5060 Campus Delivery Fax (970) 491 -7736 Fort Collins, CO 80523 -5060 Fire departments and other Colorado cooperators are not covered by CSU Workers' Compensation. Cooperators using the Cooperator Resource Rate Form (CRRF) provide Workersl' Compensation coverage for all operators and employees included under the terms of their CW. Cooperators experiencing injury or illness while assigned to an incident should complete their appropriate department forms and notify their home agency as soon as required of potential Workers' Compensation claims. IIBMH process and forms may be used in lieu of agency specific forms. Information will be transferred to appropriate forms at a later date, if necessary. Law Enforcement All criminal and accident investigations will be conducted by county, state or federal criminal and accident investigators and county or federal law enforcement officers. April 2007 - 4 - Claims for loss and damage may be submitted with the Incident Finance Package or sent directly to CSFS Fire Division for resolution (see payment address on page 3). A copy of the claim log will be provided daily to the IBA or other CSFS designated official. CSFS -Owned Vehicles and Equipment When CSFS -owned vehicles and equipment are used on state fires, Emergency Equipment Rental Agreements are not to be used. The CSFS Fire Equipment Rate schedule provides rates for CSFS resources. Reference the Colorado section of the Chapter 50 supplement to the IIBMH for current rates. These rates are for CSFS owned equipment only and not intended for use with equipment that is owned by other parties. Emergency Equipment Shift Tickets (OF -297) and Equipment Use Invoices (OF -286) should be prepared for these resources and the originals given to state employee /operator at the time of demobilization. All rates do not include operators or crew but do include normal maintenance, normal operating repairs, fuel and oil. Times of use are determined by Equipment Shift Ticket records. Cooperator Resources Equipment provided by city, county and fire departments within the state of Colorado is covered under the Colorado Interagency Cooperative Fire Management Agreement. Each year, an Annual Operating Plan (AOP) is signed by cooperating agencies within a county. Each county AOP identifies reimbursement processes within that county and includes Colorado Cooperator Resource Rate Form (CRRF) identifying local resources available for incident assignment. When the CRRF has been completed, no other agreement is needed. Apply the CSFS Fire Equipment Rate Schedule for cooperator equipment being used on an incident without a current CRRF and complete a CRRF for that incident only. This incident -only CRRF can be signed by the CSFS local district forester or CSFS representative. Equipment use will be documented on Emergency Equipment Shift Tickets (OF -297) and summarized on the Equipment Use Invoice (OF -286). Cooperators assigned as equipment operators or single resources use the Crew Time Report (OF -261) and Emergency Firefighter Time Report (OF -288). Original payment documents are given to the cooperator at the time of demobilization. Cooperators may utilize commissary by payroll deduction if authorized by their department. Procurement Unit Leaders may document and recommend action on cooperator equipment damage claims. CSFS Fire Division staff will make final determinations and approve reimbursement for claims. Refer to the Colorado portion of the Chapter 50 Rocky Mountain/Great Basin Geographic Area supplement to the IIBMH for additional information. April 2007 - 5 - Personal Vehicles (POV) Personal vehicles authorized for use by state or cooperator personnel are reimbursed only for mileage as travel expense. POV mileage should be documented on an Emergency Equipment Shift Ticket (OF -297). POVs are not to be signed up using an Emergency Equipment Rental Agreement. Both POVs and agency vehicles should be noted on original resource orders as authorized at time of dispatch. FEMA A State EFF fire may receive a FEMA declaration. The declaration will provide for partial reimbursement of eligible state costs. Any specific needs because of a FEMA declaration will be explained by the IBA or LO /AA. Standard incident business processes, forms and IFP will normally provide all the documentation necessary for the State's FEMA claim. National Guard and Department Corrections Crews National Guard and Department of Corrections resources are both state cooperators under the Colorado Interagency Cooperative Fire Management Agreement. . National Guard resources are ordered through normal resource ordering. RMACC will make the appropriate request to the Colorado Division of Emergency Management. Department of Corrections crews are located at Canon City, Buena Vista, and Rifle. Orders for these Type 2 crews go through normal resource ordering process. A current CRRF will be provided to the IMT for cost information. April 2007 - 6 - COLORADO STATE UNIVERSITY WORKERS' COMPENSATION INJURY REPORT This form is needed when an employee is injured while in the course of employment. Employee should complete Part I and Part 11 in full; Supervisor should complete and sign Part III. If employee is not able to complete form, supervisor should do so. Submit to Barbara Berg, State Office. 8uildina 1050. 5060 Campus Delivery. Fort Collins. CO 80523-5060 ffax 970- 491 -77361 within 4 days of iniurv_ 'PART' — EMPLOYEE MUST COMPETETH1$ SECTION OFD HE REPORT Employee's Name (First, Middle, Last) Social Security Sex Home Phone Number Number ❑ Female ❑ Male Employee's Street Address City State Zip Code Job Title Age Birthda Marital How long has employee Job assigned: when injured/exposed? Length of experience Mo Day Yr Status worked for CSU? at this assignment? Years of Education Completed: Ethnic: ❑ Asian ❑ Black ❑ Hispanic ❑ White ❑ Do not wish to answer Wages: (a) hourly (if paid hourly) (b) (if salaried) Course name and # if student intern: weekly Employment (a) Faculty or Admin. Pro. ❑ (b) State Classed ❑ (c) Non-Student Hourly ❑ (d) Work Study ❑ (e) Student Hourly ❑ Classification: (f) Student intem ❑ (g) Graduate Student ❑ (h) Other (Specify) ❑ Do you have health insurance through CSU Human Resource Services office? Yes ❑ No PART. ll .1NJU,RY,. INFORI)A 4T10N. %,EMPLOYEE IVJ.UST GOMPL TE THIS :SECTJ.ON OF THE, F SPORT` Injury Date What happened to cause this injury or illness? Describe employee's activities when injury or illness occurred with Mo. Day Yr. details of how event or exposure occurred; include name(s) of other individuals involved, tools, machinery, objects, vapors, chemicals, radiation, unnatural motions of employee, unsafe hazardous conditions, etc. Also specify the items that directly injured the employee and caused the accident or illness (If additional space is needed, use back of this am Injury Time form). pm Injury Description (state exactly the part(s) of the body affected and the nature of injury or disease): Names of Witnesses Name of Employer Representative Notified Place of AccidentlExposure (Bldg. Name and Room Number) City, County, State, Zip Code Treatment Received: First Aid ❑ Emergency Room Doctor ❑ None Name and Address of Treating Doctor and/or Hospital Employee Signature Date PART NI - SUPERVISOR -MUST CQMPIL THIS'SECTION OF THE:REPOI, T ; Employee's Scheduled Work Hrs. Per Day Days Per Wk. Last Day Worked Modified Work Available if Applicable State Classified Week When Injured Mo Day I Yr ❑ Yes ❑ No Leave Balance as If no, why?_ . Of Date of Injury: Employee's Usual Work Hrs. Per Day Days Per Wk. Mo Day Yr Schedule ❑ Date Returned to Work ❑ Estimated Date of Return Sick Leave Bal: Did injury case death? Name; Relationship, and Address of Closest Dependent of Deceased if In'u Caused Death [I Yes C] No Date of Death Annual Leave Bal: Did injury occur because of Intoxication ❑ Failure to use Safety Devices ❑ Faulty Equipment 0 Other ❑ NIA Work Phone I Department and Work Unit: Supervisor's Signature Date April 2007 - 7 - INCIDENT STAFF DIRECTORY (Fire Name and Number) CSFS /State Line Officer Name: Telephone Cell: CSFS /State Resource Advisor Name: Telephone Cell: CSFS (xx) District Forester Name: Telephone: Cell: CSFS District Administrative Assistant Name: Telephone: Cell CSFS /State Incident Business Advisor Name: Telephone: Cell: Fax: CSFS Fire Duty Officer Name Telephone: 970 - 222 -2784 Cell E -mail Fax: 970 - 491 -7736 CSFS Hiring & Personnel Name Telephone ATTACHMENTS: Current Rocky /Basin IIBMH Supplements CRRF for Corrections crews Current cost -share principles (if available) Cell CSFS Procurement & Acquisition Name Telephone Cell CSFS Workers' Compensation Contact Name: BARBARA BERG Telephone: 970 -491 -6303 Cell Fax: 970 -491 -7736 Rocky Mountain Cache Name Telephone Name Telephone Fax Dispatch Telephone Telephone Fax Buying Team Fax Leader Telephone Members: Name Telephone Name Telephone Name Telephone April 2007 - g - 1NC IDENT BUSINESS AI)VISUK (113A) NAKKAlIVE tUKMA'l INCIDENT NAME: INCIDENT NUMBER: INCIDENT LOCATION: INCIDENT AGENCY(S) DATES ASSIGNED: AGENCY EXPECTATIONS AND ASSIGNED ROLES AND RESPONSIBILITIES: PROCEDURES AND PROCESS THAT WORKED WELL: AREAS THAT NEED IMPROVEMENT AND RECOMMENDATIONS: DOCUMENTATION OF DECISIONS, POLICY ESTABLISHED OR CHANGED: INCIDENT AGENCY FOLLOW- UP NEEDED: Signature: Date: Home Office Telephone Number: Home Office Address: Email Address: April 2007 - 9 - This form to be completed each shift. EFF ANALYSIS FORM Date Time Fire Name CSFS 108A Rev. 5/06 Location T R Section Current Predicted Yes No Yes No I. Resources a. Has the mutual aide, as identified in the current AOP, been fully utilized? b. Are all available resources within the county committed/enroute? c. Have mutual aide resources available from outside the county been considered? d. Is air support required? e. Is the fire beyond the management/support capability of the county? f. Is there an inadequate water supply? g. Is there a need for regional or national resources from outside the county? h. Is the lack of local resources hampering suppression efforts? U. Risk Factors a. Is there a threat to public at large? b. Are structures threatened/involved? c. Are there.unusually hazardous fire fighting conditions? d. Is there more than one aviation resource being utilized? e. Is there a community water source threatened? f. Are historical values at risk? g. Does the fire involve mixed land ownership? III. Fire Situation a. Are flame lengths in excess of 4 ft? CSFS 108A Rev. 5/06 Current (A) — + Predicted (C) Current (B) ^ + Predicted (D) _ To qualify for EFF, questions must reflect a total local level commitment to the fire. Total of Columns A + C must be equal to or greater than 36 (66 %). Sheriff or Designee's Signature CSFS State Forester or Designee's Signature STATE FORESTER RESPONSE: Current Predicted Yes No Yes No b. Is torching/crowning occurring? c. Is the 1000 hour fuel moisture below 12 %? d. Is the fire burning in an extreme fuel type? e. Is the fire inaccessible by ground in one hour? f. Is the rate of spread beyond current suppression resource capability? IV. Fire Weather a. Is wind a critical factor in fire behavior? b. Is temperature a critical factor in fire behavior? c. Is RH below 20 %? d. Are there T- storms/fronts? V. Other Considerations a. Are there existing political problems? b. Are non -fire incidents occurring which have an impact on fire operations? c. Are other wildfire incidents occurring which have an impact on fire operations? d. e. VI. Totals A s C n Current (A) — + Predicted (C) Current (B) ^ + Predicted (D) _ To qualify for EFF, questions must reflect a total local level commitment to the fire. Total of Columns A + C must be equal to or greater than 36 (66 %). Sheriff or Designee's Signature CSFS State Forester or Designee's Signature STATE FORESTER RESPONSE: CSFS 108A Rev, 5/06 This form to be completed each shift. CSFS #162 (5/95) COMPLEXITY ANALYSIS GUIDELINE How complex must a situation be in order to qualify for an Incident Management Team? The following chart should be used as a guideline for deciding the level of incident management team needed for an incident. It is designed to help analyze the complexity or predicted complexity of a given fire situation. Assumptions are: 1. When a fire escapes initial attack, it is automatically considered for an incident management team. A Type 4, Type 3, Type 2, or a Type 1 team should manage it depending on complexity level. 2. As a fire situation becomes more complex, so does the need for a Type 1 team to handle a .predicted Type 1 situation. Instructions for using this guideline: Carefully analyze each secondary element under the listed primary factors, and check response column either yes or no.. 2. Decisions should be based on the number of yes answers under the primary factors. As a rule of thumb, if the majority of the seven primary factors have secondary. elements answered with a "yes," the complexity is great enough to warrant a Type I effort. If the majority of the seven primary factors do not have two or more secondary elements answered with a "yes," the complexity should remain at the IMG or Type II level. It should be emphasized that this analysis is based on predictions for the next burning period. Obviously, if the analysis is on the present situations and one of the primary factors is checked, a Type 1 situation already exists. A. SAFETY Yes No 1. Fixed wing and helicopters both involved. 2. More than one fuel type involved. 3. Extended exposure to risk or unusually hazardous line conditions. 4. Serious accident or fatality. Subtotal: [ B. MULTIPLE OWNERSHIPS Yes No 1. Fire burning on more than one land ownership. 2. Disputed fire responsibility /authority. 3. Potential for claims. Subtotal: C. PERSONNEL AND OTHER RESOURCES COMMITTED 1. 200 or more people per shift. 2. Two or more divisions. 3. Multi- support agencies involved. 4. Local resources (personnel and equipment) not available or in condition suitable for initial attack. Subtotal: D. CONTAINMENT COST 1. $50,000 or more per day. Subtotal: E. FIRE BEHAVIOR 1. Flame length of 6 feet or greater. 2. Duration uncontrolled - 2 or more burning periods. 3. Severe or extremely variable topography. 4. 1 Hr. fuel moisture 5% or less. 5. Eye -level wind forecast greater than 20 mph. 6. Active crowning /spotting expected. Subtotal: F. CULTURAL RESOURCES 1. Urban interface. 2. Summer homes. 3. Other developments. Subtotal: G. POLITICAL PROBLEMS 1. Controversial fire policy. 2. Poor relationship between ownerships. 3. Pre- existing controversies. 4. Local organization unable to establish positive media relationships. Subtotal: GRAND TOTAL: Recommended Management Level Yeses: Yes No 0 - 2 Reinforced attack 3 - 7 Local Type 4 or 3 Team 8-13 Type 2 team 14+ Type 1 team Note: Other considerations may influence decision on which Management Level team to request. If Management Level used is different than above indicates, use space below or back of this sheet for documentation. 1. Date 2. Incident Name 3. County 4. Current fire Immediate threats to 5. Incident Location acres. EFF FUNDING REQUEST Time EFF member: Dyes, ❑no 6. Who is making request: ❑ Dist. Forester ❑ Co. Sheriff ❑ Co. Commissioner ❑ Other 7. Current role of Sheriff. 8. Current Incident Commander name Agency 9. Jurisdictions now burning: ❑ FPD ❑ City ❑ County ❑ USFS ❑ BLM ❑ NPS ❑ Other Fire Districts (list) 10. ❑ Yes ❑ No Urban interface involved ? Evacuations: # Needed # Underway ❑ not - needed Primary Residence: Threatened Lost Secondary Residence: Threatened Lost 11. Suppression resources: Available line workers engines dozers airtankers helicopters other 12.Fire weather (from NWS): Current wind speed & dir. temps, max & min RH, max & min Other: 13. Condition of forces now on fire line: 14. Expectations 8 hours from now: fire size: acres terrain fuels threats fire behavior Ordered Committed 15. Totals from EFF Analysis Form CSFS #108A: Forecast #yes #no CSFS 164 Rev. 5/06 I CSFS 164 Rev. 5/06 16. District Forester recommendation: 0 CSFS accept Delegation of Duty at ❑0600 hrs on date_ 0 1800 hrs ❑ CSFS NOT accept the Delegation of Duty. Why for either of above: Anticipated resources needed for control: 17. ❑Yes ❑ No Have both the County Sheriff and Commissioners been advised of need for the Delegation of Duty? 18. ❑Yes ❑No Do the County Sheriff and Commissioners concur with the Delegation of Duty? 19. District Forester Time Location Phone # S.O. Fire Duty Officer STATE OFFICE USE 20. Recommendation of Fire Div. Supervisor (S.O. Duty Person if Div. Supervisor not available): 21. State Forester decision and any constraints: 25. Decision relayed to DF Date Time by CSFS 168 Rev. 5/06 DELEGATION OF DUTY I. DELEGATION OF DUTY Defined: The County Sheriff may delegate the duty of fire control and fiscal management for a specific fire. The County Sheriff retains statutory authority as defined in CRS 30 -10 -513. A. Duty for controlling the County, Section(s) Fire burning in Township , Range , is to be assumed by: (Check One) ❑ County ❑ Colorado State Forest Service ❑ 0600 hrs B. Delegation of duty will become effective at ❑ 1800 hrs on , 20_ Date ❑ End of operational period, identified as hrs on , 20_ Date and is acceptable to signatory parties below II. PAYMENT OF COSTS INCURRED A. The agency accepting this duty, , is responsible for (county, CSFS) costs incurred for the following: CSFS 168 Rev. 5/06 (OVER) B. The cooperating agency, , is (county, CSFS) responsible for costs incurred for the following: The County agrees, in the event of a human caused fire, to conduct an investigation as to cause and provide Colorado State Forest Service a copy of the preliminary investigation report within 30 days of control of the fire and a final report upon the conclusion of that investigation consistent with State Law. COUNTY SHERIFF: BOARD OF COUNTY COMMISSIONERS: Name Title Date Time FOR CSFS: Name Title Date Time Title Name Date Time CSFS169 Rev. 5/06 Delegation of Authority "FIRE NAME" As of I , I have delegated authority and responsibility of managing the Time Date Fire, burning in County, to Incident Commander Fire Name and his Incident Management Team. IC ame This delegation includes the authority to obligate agency funds necessary to pay for controlling this fire. It also includes the responsibility to contain the fire as rapidly as possible in a safe and cost - effective manner. As Incident Commander, you are accountable to me for the overall management of this incident including it's control and return to local forces. I expect you to adhere to relevant and applicable laws, policies, and professional standards. My considerations for management of this fire are: 1. 2. , 3. 4. 5. 6. 7. 8. 9. 10. (Signature and Title of Agency Administrator) Acceptance by: (Date) (Time) (Incident Commander) (Date) (Time) Delegation of Authority "FIRE NAME" SAMPLE CSFS 169A Rev. 5_06 As of 1800, May 20, 2005, I have delegated authority and responsibility of managing the Crystal River Fire, burning in County, to Incident Commander Bill Jones and his Incident Management Team. This delegation includes the authority to obligate agency funds necessary to pay for controlling this fire. It also includes the responsibility to contain the fire as rapidly as possible in a safe and cost - effective manner. As Incident Commander, you are accountable to me for the overall management of this incident including it's control and return to local forces. I expect you to adhere to relevant and applicable laws, policies, and professional standards. The fire, which originated as four separate lightning strikes occurring on May 17 2005,,s burning in the Crystal River Drainage. My considerations for management of this fire are: 1. Provide for firefighter and public safety. 2. Manage the fire with as little environmental damage as possible The guide to minimum unpact suppression tactics (MIST) is attached. 3. Key cultural features requiring priority protection are: Escalante C'.abn; and overlook boardwalks along the south rim. ii iiFi1 �IIII . 4. Key resources considerations are: protecting endangery�l'sC,ab+ avoidiri retardant and foams from entering the stream; if the ponderosa pine timber sale is thre ted, conk" ' +a low it' di" s ;ty unc!er burn and clear fuels along road 312. 5. Restrictions for suppression actions include: n ; fracke' " ' Iles n slopes greatb`r than 20 percent on meadow T. + j�,AI soils, except where roads exist and are ident ' ' for use. : tardant will be used within 100 feet of water. 6. Minimum tools for use are Type 2/3 helicop msaws, ' xools, and portable pumps. Ali X41 +;id'� 7. My agency Resource Advisor will be Eric Jot�,,�, i�j }ldlife bio{ 8. The NE flank of the fire borders private prope' .an; "�'" t be prof ,�d if threatened. John Dennison of the Big I t. r, Pine Fire Department will be the �p al represent' ve. 9. Manage the fire cost- effectivli��'� 'p dues at �h � II II 10. Provide training opportunities tort , r ' e�u! ersonpn 1 to strengthen our organizational capabilities. 11. Minimum disruption of residential aCCss to ''J'�� „ 'poperty, and visitor use consistent with public safety. (Signature and Title of Acceptance by,: (Date) (Incident Commander) (Date) (Time) Amendment to Delegation of Authority The Delegation of Authority, dated May 20, 2005, issued to Incident Commander Bill Jones for the management of the Crystal River Fire, is hereby amended as follows. This will be effective at 1800, May 22, 2005. 3. Key cultural features requiring priority protection are: Escalante Cabin, overlook boardwalks along the south 14 rim, and the Ute Mountain study site. 12. Use of tracked vehicles authorized to protect Escalante Cabin. (Signature and Title of Agency Administrator) (Date) (Time) Acceptance by: (Incident Commander) (Date) (Time) CSFS 172 Rev. 5_06 RETURN OF DELEGATED AUTHORITY TO COLORADO STATE FOREST SERVICE Authority and responsibility for managing and controlling the Fire burning within County, Colorado, is hereby returned to Colorado State Forest Service. This transfer terminates the authority of the Incident Commander to obligate agency funds necessary to pay for controlling this fire, and terminates the Incident Commander's responsibility to manage the fire and resources assigned to the fire. Other needs /constraints: Promptly transition with in- coming and hold -over forces. 2. Briefing with new Incident Commander will be completed by effective date and time of this return as shown below. 3. Provide an IAP for next operational period upon request 4. This transfer is effective on , 20_, at (Date) (Time) Incident Commander Incident Line Officer Colorado State Forest Service Exhibit E Wildfire'Emergency Response Fund Annual Operating Procedures 2009 Program Description The Wildfire Emergency Response Fund (WERF) was created (Reference: Colorado State Statute CRS 23 -30 -310) to provide funding or reimbursement for: The first aerial tanker flight or the first hour of a firefighting helicopter and/or ...the first two days wildfire hand crews to a wildfire at the request of any sheriff, municipal fire department, or fire protection district. These Operating Procedures will be reviewed annually and updated as changes in the WERF program occur. This fund will be utilized for assistance on state and private lands only, within the state of Colorado. The fund will be utilized for the costs of the first aerial drop on a wildfire and two days of wildfire hand crew use. In the case of helicopter use as the first response, the fund will be utilized for helicopter rotor time only, including the pilot. Utilization of this fund does not require an agreement between CSFS and the using county sheriff, municipal fare department, or fire protection district Standards for Aircraft Use and Reimbursement Aircraft used must be OAS/USFS carded for use on fires where federal resources are being used or where federal land is involved. Counties with a CSFS - County Cooperative Agreement and the Annual Operating Plan (AOP) must identify the aircraft dispatch procedures. These procedures must be followed for reimbursement eligibility under WERF. Counties without a CSFS - County agreement and AOP must supply the following information at the time of dispatch of qualified aerial resources: 1 County 2 Incident Name 3 Incident Commander 4 Location 5 Section, TWN & Range 6 Jurisdiction 7 Latitude /Longitude 8 Ground contact individual 9 Air to Ground Radio Frequency 10 Other Aircraft In the area. Fixed wing aircraft reimbursement does not include lead plane or aerial observer aircraft. Costs for helicopter will be first hour of actual helicopter time. This fund does not pay costs for additional personnel associated with the helicopter. The fund will not pay for ferry time to bring aircraft from outside Colorado. When an order has been placed and the aircraft is coming from out -of- state, the ordering agency will be billed for flight time until the aircraft crosses the Colorado border. Continued use of aircraft may be tactically necessary beyond initial use covered by this fund. Continued use is a command decision beyond terms of this fund. The user will be invoiced for use beyond terms of this fund. Standards for Hand Crew Use and Reimbursement Hand crews used must meet NWCG standards. Counties with a CSFS - County Cooperative Agreement and the Annual Operating Plan (AOP) must identify resource ordering dispatch procedures. These procedures must be followed for reimbursement eligibility under WERE Counties without a CSFS- County agreement and AOP must supply the following information at the time of dispatch of qualified aerial resources: 1 County 2 Incident Name 3 Incident Commander 4 Location 5 Section, TWN & Range 6 Jurisdiction General hand crew WERF guidelines are: a. Use of state inmate hand crews is preferred; however this fund is not limited to state inmate hand crews. When state inmate and other hand crews are both used on an incident, only the state inmate crews will be reimbursed according to these WERF guidelines. b. First two days are defined as the first two full operational periods. The WERF will reimburse for 1 crew per day for 2 days (a different crew may be used each day, but only one crew for the first day and another crew for the second day will be eligible for reimbursement under WERF). "It's 1 crew for 2 days and NOT 2 crews for 1 day ". C. Air resource and hand crew for the same incident are both eligible for reimbursement. d. Crew travel is not a reimbursable expense except in the case where the crew is only used for one full operational period. One day of travel may be reimbursed in addition to the on full operational period. e. The fund will not pay for travel time to bring hand crews from outside Colorado. Continued hand crew use may be tactically necessary beyond initial use covered by this fund. Continued use is a command decision beyond terms of this fund. The user will be invoiced for use beyond terms of this fund. Implementation Request The requesting agency /department must order fire suppression resources including aircraft or hand crews as outlined in the county Annual Operating Plan (AOP). Cooperators in counties without an AOP must make the request through the appropriate county sheriff's dispatch center, CSFS district office or the CSFS state office. Notification of Aircraft Use After WERF is implemented, information is required to properly document cooperator requests and aircraft use for program and fiscal reasons. When WERF is implemented, the information listed below must be collected by the local CSFS representative /district and emailed to the CSFS Fire Division with a copy to the Area FMO. All hard copy documentation should be mailed directly to CSFS Fire Division. If district personnel are unable to obtain a copy of the OAS 23 or USFS# 122, they should work with Sergio Lopes to obtain a copy. Information needed If aircraft is a CSFS contract SEAT All other aircraft Date of aircraft use X X Aircraft type and identification X X Copy of the Resource Order X Fire name X X Fire number X X Resource order # X X County (or ordering agency/dept.) X X Copy OAS23 or USFS #122 X Individual & agency requesting WERE implementation X X Notification of Hand Crew Use After WERF is implemented, information is needed to properly document cooperator requests and hand crew use for program and fiscal reasons. When WERF is implemented, the information listed below must be collected by the local CSFS representative /district and emailed to the CSFS Fire Division with a copy to the Area FMO. All hard copy documentation should be mailed directly to the CSFS Fire Division. Documentation of hand crew use is required and includes, at a minimum: 1 A copy of the Resource Order 2 Copies of the Crew Time Reports 3 Documentation of the requesting jurisdiction (individual & agency making the request) Payment By agreement with the federal agencies, invoices for such aircraft and hand crew use will be sent to CSFS State Office. Upon receipt of the federal invoice, the fund will pay for documented eligible costs. Invoice costs not covered by WERF will be forwarded to the jurisdiction that ordered the resource. Fund Limits Money not expended at the end of the fiscal year shall remain in the fund. CSFS will make every effort to keep the fund balance positive. If the fund balance reaches $0, and other avenues of fund revenue have been exhausted, the State Forester will make a decision to continue or suspend WERF reimbursements. Timely submittals of reimbursement requests are required for efficient management of the WERF program. Area and District personnel should communicate this to our cooperators and strive for quick submissions. Exhibit F Cooperator Reimbursement Procedures �N�� F W. l Colorado State Forest Service (CSFS) Cooperator Incident Reimbursement Guidelines 2009 Fire Season A. (general Information This document is intended to guide cooperators through the incident assignment and reimbursement process. The Cooperator Resource Rate. Form (CRRF) is the basis for the reimbursement process. CRRF are completed prior to the fire season as part of county Annual Operating Plans. All new CRRFs will be effective from date of signature through April 30, 2011. Departments must have an approved CRRF to be available in ROSS for out of local area dispatch. Resources assigned to a state EFF fire from a department without a current CRRF will be reimbursed using established cooperator rates but will be effective only for the duration of that incident. Cooperator equipment should not be signed up using an Emergency Equipment Rental Agreement (EERA). Additional information regarding Colorado cooperators can be found in the annual Rocky Mountain /Great Basin geographic area supplement to Chapter 50 of the Interagency Incident Business Management Handbook (IIBMH). Standard CSFS reimbursement forms have been developed to facilitate prompt completion and review of expense documentation. Utilization of these forms will help CSFS provide prompt payment of reimbursement requests. Any expense reimbursed by CSFS to a department but disallowed by the paying /jurisdictional agency may be charged back to that department by CSFS. Resource order documentation is required for incident reimbursement. A resource order with completed "fill' information should be requested from the dispatch center prior to beginning travel to the first incident. The initial resource order can be used for all incidents during a single mobilization. Request copies of resource orders for subsequent incidents. Reimbursement for personnel and equipment time will be based on all properly documented on -shift time (i.e., work, travel and ordered standby). No portal to portal reimbursements will be approved. B. Incident Reimbursement Process 1. Cooperator responsibility - Pre - mobilization - have current approved CRRF - ensure equipment and personnel meet NWCG standards 2009 Reimbursement Guidelines - status resources in ROSS with appropriate dispatch center - Mobilization - accept incident assignment - request copy of resource order - travel safely to incident, keeping record of travel time and expense - work/rest (2/1) applies, 10 hr driving time /person /day - Check in at incident - provide copy of CRRF to finance personnel - request pre -use inspection for equipment - Demobilization - check out through proper channels on incident - get original payment documents from finance - travel home safely, keeping record of travel time and expense - work/rest (2/1) applies, 10 hr driving time /person /day - Submit reimbursement request documentation within 30 days of return - standard CSFS invoice for each incident - resource order copy - original finance documents from incident - expense documentation for personnel, equipment, travel, fuel - submit directly to CSFS Fire Division 2. CSFS responsibility - Email notification of invoice receipt Payment process - Fire Division review and approval - request payment - copy of adjustments faxed or emailed to cooperator - payment via check or electronic transfer C. Equipment When traveling to or from the incident, the Minimum Daily Guarantee does not apply on the first or last days. Payment is for the actual hours of travel and work only. Equipment being transported to an incident will be reimbursed at the work rate for the hours in travel status, not to exceed the Minimum Daily Guarantee. Equipment driven to an incident is compensated at the established work rate. For incident destinations beyond 300 miles from the cooperator's home unit, engine transportation by lowboy is preferred. Request lowboy transportation from dispatch center when accepting engine assignment. If lowboy is not available through ROSS, request transport authorization on the resource order and arrangements for transport may be made by the department. Copy of paid receipt for hauling must be included with invoice for reimbursement. If lowboy transportation is not available to the incident, an additional special rate of $2.00 /mile is allowed for distances over 300 miles. Odometer readings should be recorded on Shift Tickets to document miles driven. Mileage reimbursement does not apply when traveling between incidents. If mileage information is not tracked to 2009 Reimbursement Guidelines 2 the incident, a printout of map mileage documentation from home unit to incident may be provided for reimbursement. Normally, the cost of a chase vehicle will not be charged to an incident, unless authorized by the dispatch center and benefiting agency on the resource order. If equipment is inspected prior to leaving for an incident and does not pass inspection, the equipment will not be sent to the incident. Local interagency dispatch center will be notified of failure to pass inspection. Equipment that does not pass a pre -use inspection performed by the benefiting agency after arriving at an incident may be rejected and the cooperator may not be compensated. At the option of.the benefiting agency, the cooperator may be given a specified time to complete needed repairs, at cooperator's own expense. If the equipment cannot be repaired to pre -use inspection standards, the equipment and associated personnel will be released and the cooperator may not be compensated for any time (personnel or equipment) or expense incurred. No additional charges.will be reimbursed for tools and equipment listed on equipment inventory listing. Specialized items may be reimbursed separately if ordered and tracked by the incident. No travel days will be reimbursed for these items (e.g., ATVs, pumps, etc.) Cooperators will not be reimbursed for equipment staffing exceeding Rocky Mountain Area standards, unless requested and approved by the incident on the resource order. Equipment assigned to a state EFF fire but not listed on an approved CRRF will be reimbursed at the current state cooperator rates. (See attached for 2009/2010 rates.) A CSFS representative will assist incident personnel to complete a CRRF for the duration of that incident only. Original Emergency Equipment Use Invoice (OF -286) and pink copies of Equipment Shift Tickets (OF -297) should accompany request for reimbursement. All documents should be signed by both the cooperator and incident personnel. If the incident does not prepare an Emergency Equipment Use Invoice, the pink copies of all Shift Tickets are required for reimbursement. If equipment is not available on an incident due to breakdown or mechanical difficulty, the daily guarantee will apply on the day of breakdown. Equipment will be paid for actual hours on -shift or the guarantee, whichever is greater. No reimbursement will be made for any additional days while out of service. Crew personnel are entitled to the daily guarantee on days equipment is out of service. If return travel time is estimated at the incident prior to demobilization, a Shift Ticket with actual travel time should be included with reimbursement request. 2009 Reimbursement Guidelines 3 When a cooperator takes a CSFS- assigned FEPP (yellow) engine to a reimbursable incident, CSFS will reimburse. the cooperator $50 per day for department owned tools on the engine when included on the invoice. This daily charge will not be an additional expense to the incident, but will be paid out of the CSFS use rate charged to the incident. Original pink Shift Tickets.and original Equipment Use Invoices for these engines must be provided to the CSFS Fire Division. When the cooperator staffs a CSFS -owned (white) engine, they will be reimbursed for the department personnel that operate the engine. There is no $50 per day allowance for these state-engines. Department vehicles will be reimbursed at the daily rate. Mileage will not be charged as actual fuel expense is being reimbursed. D. Fuel Expense Fuel costs incurred during the incident assignment will be reimbursed based on copies of fuel receipts. Fuel Summary form should be completed to record expense and submitted with copies of receipts. If receipts are lost or illegible, a copy of the transaction from the credit card statement will be acceptable documentation for reimbursement. E. Equipment Operators and Single Resource Personnel Cooperators will be reimbursed for personnel payroll expenses incurred for payments to employees when assigned to incidents. Reimbursement to the cooperator for full time employees will. be at current department pay rates. Pay rates for personnel employed on an incident -only basis (CWN cooperators) should be commensurate with the federal established AD rates for ICS positions, as established in the current IIBMH, Chapter 10, Section 13.6, Exhibit 01. Rates should be based on each incident assignment, not highest qualification of an individual. When billing for personnel time, cooperators will identify base and overtime /premium hours and payrates for each day of assignment on an incident. The CSFS Cooperator Salary Summary form should be used unless an alternate format has been approved by Fire Division incident business staff. Remember that work/rest guidelines (2/1) apply to travel time and driving regulations limit an individual's driving time to 10 hours per person per day. Cooperators should request the original copy of the Emergency Firefighter Time Report (OF -288) when demobing from an incident. The form should be signed by both the individual and the incident. Never provide an employee's social security number for any incident documentation. The original Crew Time Reports will be retained by the incident; yellow CTR copies or photocopies should be included with reimbursement request to document needed change or correction to OF -288. 2009 Reimbursement Guidelines 1 4 Changes should not be made to EFTRs after the document has been reviewed and signed by incident finance personnel. Travel time should be left open when demobing and may be completed with ending travel time prior to submitting to CSFS for reimbursement. If return travel time is estimated at the incident prior to demobilization, a CTR with actual travel time should be included with reimbursement request. Meal breaks should be shown during travel. If an error is discovered on the EFTR, include a copy of the appropriate CTR with an explanation of correction(s) needed for reimbursement documentation. CSFS incident business staff will review and approve the requested correction. Reasonable time required to rehab and refurbish equipment upon return from the incident may be included in the reimbursement request. This expense should be noted separately at the applicable hourly rate. Acceptable full -time personnel costs for reimbursement may include: a. Salary as direct compensation to personnel, for both regular and overtime /premium pay. b. Backfill employees (regular and /or overtime) needed to cover for full time employees who are on an incident assignment. c. Benefits, including health, life & disability; unemployment; Medicare; workers compensation insurance; retirement, and sick leave. The cooperator may hire incident - only /call when needed (CWN) personnel for incident assignments and should pay commensurate with the current federal established AD rate for the ICS position assigned. Benefits charged should include workers compensation, as well as overtime, health, life, and disability, if provided to the employee. Expenses for training, operating, PPE, annual physicals, etc., are not direct employee compensation and benefits so will not be reimbursed. Because CSFS makes initial payments to cooperators using State funds, a detailed breakdown of cooperator employee compensation may be requested at any time. F. Days Off and Assignment Extensions Personnel are to be prepared for 14 days on an assignment, unless released earlier by the incident and not reassigned. Departments should not rotate personnel prior to the end of the 14 -day assignment, except in emergency situations. Crew swaps will be coordinated through the incident management team and the interagency dispatch system. The incident may request to keep resources longer than 14 days. Extension of assignment procedures as defined in the IIBMH will be followed. Crew rotations may be requested by incidents and will be processed and paid for through the incident agency dispatch process. 2009 Reimbursement Guidelines 5 Personnel are entitled to two (2) days off following a 14 -day assignment (exclusive of travel), according to current IIBMH guidelines (Chapter 10, Section 12.7 -2): "Day 1" occurs on the "first full operational period at the first incident or reporting location..." The department may be reimbursed for expense of paid days off for full time personnel provided day(s) off are regular work days and occur on the day(s) immediately following return travel. If days off, are provided during the assignment and occur on the employee's regular work days, department expense will be reimbursed. If days off (either at the incident or after return) occur on an employee's regular day off, no salary expense will be charged to the incident. Incident - only /CWN employees can be compensated for the daily guarantee if given days off at the incident, but are not entitled to paid days off after return from an incident. Equipment is not entitled to the daily guarantee on days off given at the incident. G. Travel Expenses Travel expenses will be reimbursed to the cooperator for eligible expenses paid to their employees. Standard CSFS travel summary form, identifying overnight locations and applicable per diem rate(s) for each individual, should be included with request for reimbursement. Identify days in travel status and overnight location(s). Per diem may be claimed for meals provided during travel to and from an incident. Meal receipts are not needed for per diem reimbursement. Standard Continental US (CONUS) per diem rates, based on overnight location(s), will be the maximum reimbursed. Specific per diem rates can be found at www.gsa.gov. Include copy of per diem rate documentation used to determine daily rate(s). Reimbursement for meals or lodging should not be claimed when assigned to an incident base where food and sleeping location typically is provided. Provide explanation or IMT documentation when asked to provide own meals and /or lodging during the incident. Itemized receipts are required for lodging and other miscellaneous expenses. Credit card receipts alone are not acceptable documentation for reimbursement. Items such as ice, pop, coffee, snacks, postcards, film, etc., purchased for personal use are typically not reimbursable. When lodging is claimed, additional add -on room expenses (movies, personal phone calls, laundry, etc.) are not reimbursable. Airline bag charges will be reimbursed with appropriate receipts. Typically, overweight and oversized baggage fees for commercial flights will not be reimbursed by the incident, unless the traveler has specific resource order authorization for these additional charges. (See National Interagency Mobilization Guide, Chapter 10, Section 13.8 for current weight allowances and exceptions.) 2009 Reimbursement Guidelines Minimize the cost of airport parking whenever possible. Use long term parking instead of higher cost; close parking. POV mileage reimbursement for round trips to and from airports is acceptable in place of airport parking. Document both odometer readings and mileage on shift tickets. Use of an employee's privately owned vehicle (POV) for travel to an incident must be authorized by the ordering dispatch center at the time of dispatch, and noted on the resource order. Personal vehicles are reimbursed the current mileage rate (see GSA website above) as a travel expense. An Emergency Equipment Shift Ticket (OF -297), signed by the incident supervisor, should be completed with odometer readings to document POV use on the incident. Privately owned vehicles should not be signed up on a CRRF or EERA. It is recommended that employees consult their insurance company to confirm appropriate coverage for business use of personal vehicles, even for travel to and from an incident. When an individual is compensated for POV mileage, any damage that occurs during that assignment may not be charged to the incident. Expense for a rental vehicle will only be reimbursed when authorized on the original resource order, or through a support resource order issued by the incident. Fuel purchased for rental vehicles will be reimbursed with receipt copies. H. Claims for Damaged or Lost Equipment All claims for lost or damaged department equipment must be properly reported and documented at the incident. An estimate of damage replacement or repair may be made at the incident, but this estimate or claim allowance does not guarantee approval of reimbursement and will not be used as sole documentation for claim resolution. If a finance position is not staffed at the incident, the claim documentation should be provided to the Incident Commander or local agency FMO. Use the Miscellaneous Expense Summary to request reimbursement for loss of or damage to department equipment. Incident documentation must accompany all requests for actual replacement or repair expense. Claim payment determination will be made by CSFS Fire Division staff. Replacement of tires and windshields will generally not be reimbursed by the incident. Claims for damage that appear to be outside of "normal wear and tear' should be properly documented by the incident. Some lost or damaged cooperator equipment may be replaced by. the incident through the Supply Unit. If the item(s) cannot be replaced at the incident, the Supply Unit may issue an Incident Replacement Requisition or resource order for replacement after return to home unit. A copy of this documentation, along with actual paid invoice copies for items replaced, must be included with all reimbursement requests. Replacement of non - standard cache items may not be authorized for charging to incident. Any items covered by department insurance should be deducted from claim against 2009 Reimbursement Guidelines 7 the incident. Claim reimbursement should be for expense not covered by insurance. I. Miscellaneous Expenses Additional miscellaneous expenses associated with an incident assignment may be reimbursed. The expenditure must be directly related to the incident and expense approved by the incident via resource order. A copy of the paid invoice and corresponding resource order must accompany reimbursement request for each expense. Cell phone reimbursement will be the exception and use must be authorized either on the resource order at time of dispatch, or with an S- number resource order assigned from the incident. The resource order provides authorization to use the phone only for incident purposes. Without appropriate authorization, the cooperator will not be reimbursed. Cell phone calls directly related to the incident during the period of assignment may be claimed. Calls made to the home unit for purposes of department business are not reimbursable. Costs eligible for reimbursement are limited to actual airtime and toll charges used during an incident period, but not a percentage of the monthly service plan. A copy of the cell phone detail billing and resource order must be included with the reimbursement request with the calls appropriately identified for the incident. Position - specific kits will not be reimbursed at a' daily rate but may be covered for reimbursement for loss, repair or one -time cleaning /rehab charge. Actual department administrative expense for invoice documentation preparation may be added to cooperator billing invoices. Charges for personnel costs should be identified by number of hours and hourly rate. This expense may be summarized using the admin expense block on the Salary Summary. J. Reimbursement Documentation and Process Documentation for prompt reimbursement to the department includes a signed invoice for each incident, all original incident payment documents and any additional supporting receipts and documentation for expense being claimed. Supplying the proper documentation will facilitate prompt payment of claimed expenses to the cooperator. Following is a list of documentation that may be needed for department reimbursements as applicable: Resource order copy for first incident — and each subsequent incident if possible - CRRF copy with resource highlighted - Original Cooperator Invoice for each incident - Original Emergency Firefighter Time Report (OF -288) - Personnel Salary Summary - Equipment Summary - Original Emergency Equipment Use Invoice (OF -286) - Pink copies of Emergency Equipment Shift Tickets (OF -297) - Copies of Equipment Safety Inspection Checklist(s) (OF -296) 2009 Reimbursement Guidelines 8 Fuel Summary - Copies of itemized fuel receipts - Travel Expense Summary Copies of lodging receipts Copy of per diem rate documentation - Copy of paid receipt for replacement or repair of lost or damaged equipment with incident documentation and statements related to claim Copy of detailed cell phone bill with resource order documentation Cost reimbursement requests with complete supporting documentation should be submitted to the CSFS State Office within 30 days of return from an incident. Email confirmation of receipt will be sent to department contact. Requests are processed on a'1 "first come, first served" basis. Copies of invoice adjustments will be faxed or emailed to cooperators. Check requests are submitted to CSU for processing. Checks are usually issued weekly and mailed by Friday. Departments may make electronic transfer arrangements by contacting CSU Accounts Payable (970 -491- 7113). K. 2009 Attachments: Reimbursement Documentation Checklist Incident Assignment Invoice Salary Summary Travel Expense Summary Equipment Summary Fuel Summary Miscellaneous Expense Summary 2009 Reimbursement Guidelines 9 SFS C000erator Reimbursement Checkli Please include one checklist with documentation from each mobilization. Attach a separate Incident Invoice for each incident during mobilization. CSFS Fire Division personnel will acknowledge receipt of reimbursement requests if email address is provided below. Cooperator Name: Date: Incident Name(s): DOCUMENTATION NEEDED FOR PAYMENT: • Resource Order copy for initial incident during current mobilization. Whenever possible, request resource orders for each additional incident assignment. • Signed CSFS Cooperator Incident Assignment Invoice for each incident. • Original Emergency Firefighter Time Report(s) (OF -288) from each incident. Original Crew Time Reports (OF -296) are required only when an EFTR is not issued. • Salary Summary form for each individual. • Identify base and overtime hours for each day. • Include hourly rates and benefits. • Travel Expense Summary form for each individual. • Copy of GSA per diem rate documentation used. • Copy of lodging receipt(s). • Copy of rental vehicle receipt with resource order authorization. • Pink Shift Ticket for POV mileage documentation, if appropriate. • Equipment Summary form for each piece of equipment. • Original Emergency Equipment Use Invoice(s) (OF -286) and pink copies of Emergency Equipment Shift Tickets (OF -297) from each incident. • Fuel Summary form with copies of itemized fuel receipts. • Claims for repair or replacement of tools or equipment o. Copies of Vehicle /Heavy Equipment Safety Inspection Checklist(s) (OF- 296) (both pre- and post -use). o Copy of incident report/claim documenting circumstances. o Copy of paid receipts showing actual cost of items purchased or repaired. • Current CRRF copy with approval signature(s). • Additional expense documentation included: Comments: In case of questions, please contact: Department Contact Name Phone Fax # 2009 I 1 rr . t ,W V/ N W N H CO) W w O LL W Em C o y U) QL �+ d O L L J 0, LL o °o L± 0 c4 ad+ d R a. m D i w d CL O O 0 d m Z tOf! T l6 t Y 41 3 `o T W .0 C O 7 _V O (0 II d w Q l0 C O W 01 O w d E Z d d O CL E rn 0 O N ��IAINI�IMI I Jill IINI IIIIIIIIII _ - NII IAIIIA� Inll INIIINIII Inlll�ll�ll�llll rn 0 O N COLORADO STATE FOREST SERVICE Cooperator Travel Expense Summary 2009 Fire Season I From Cooperator /Department: Date: IlFOxssr sEx�•K-r Incident Name: *PER DIEM WEB SITE: www.gsa.gov Note here if department has different schedule of travel reimbursement rates: Per diem rate at overnight location. Claim only meals purchased. 75% of daily rate is allowed on first and last days. Include copy of GSA per diem rate documentation used. Traveler's Name Location e Total Per Diem & Lodaina Expense: Personal vehicle (POV) used on this incident): (pink Shift Ticket copies included) Date: Driven from where to where: # miles Rate Total 0.00 0.00 0.00 0.00 0.00 Per Diem Lodging POV Mileage Other Travel Expense I_\ 2009 total POV Mileage Claimed: $0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Per Diem Other Travel Expenses: (receipts must be included) Total Rental vehicle Rental vehicle fuel Parkin Shuttle /taxi Tolls Total Other Travel Expense: $0.00 COLORADO STATE FOREST SERVICE Cooperator Equipment Summary 2009 Fire Season I Cooperator /Department Date Incident Name Attach signed original Emergency Equipment Use Invoice (OF -286) and all pink copies of Emergencv Equipment 5h1tt TICKets (OF -297) from incident. Crew swap occurred on: Original crew names: Replacement crew names: ' When CSFS FEPP assigned equipment is used, a daily rate of $50 will be reimbursed to the department not additional expense to incident). $50 x da s = $ Dates Incident Name OF -286 Total Equipment was transported to incident: es or no Date(s) on transport (hrs on STs): (max daily guarantee) Transport expense (included paid invoice copy): $ E uipment was driven to incident over 300 miles from home: es or no To incident - -from where to where: Total miles to incident: Less 300 miles -- reimbursement @ $2 /mile: $ From incident - -where to where: Total miles home from incident: Less 300 miles -- reimbursement @ $2 /mile: $ Total Equipment Request: $ 2009 COLORADO STATE FOREST SERVICE Cooperator Fuel Summary 2009 Fire Season Cooperator /Department Date CEO F FOREST Incident Name Attach copies of fuel receipts; use additional pages as needed. No reimbursement without receipt copy. Fuel Date Location Amount Fuel reimbursement total: $0.00 P"1• COLORADO STATE FOREST SERVICE Cooperator Miscellaneous Expense Summary 2009 Fire Season O From Cooperator /Department: Date: _Qzl0 ' SER�'I Incident Name: Claim for Lost or Damaged Tools and Equipment $� Attach documentation from incident and copies of paid invoices for reimbursement of actual expense. Cell Phone Reimbursement Attach copy of cell phone billing(s) showing call detail. Only extra toll and long distance charges may be reimbursed. TOTAL MISC EXPENSE $C� 2009 COLORADO STATE FOREST SERVICE Cooperator Incident Assignment Invoice 2009 Fire Season From Cooperator /Department Incident Name: Incident Number: Incident Financial Code: Resource Request Number: Assignment Inclusive Dates: Total Personnel Summary: $ Total Travel Summary: $ Total Equipment Summary: $ Total Fuel Summary: Total Miscellaneous Summary: $ Total Reimbursement Request: $ Send payment to: Date I certify that this request and the documentation included for reimbursement are correct and accurate. Signature: Chief or Authorized Representative Date 2009 CSFS Log Exhibit G Fire Restriction Flowchart Exhibit G EAGLE COUNTY FIRE RESTRICTION IMPLEMENTATION PROCESS • ERC 90 -96% LAST 5 DAYS AT DESIGNATED REPRESENTATIVE WEATHER STATIONS • HIGH HUMAN CAUSED RISK* • NO SIGNIFICANT RELIEF IN FIRE WEATHER FORECAST DURING NEXT 7 DAYS All criteria are met, Implement Stage I Restrictions MR Two elements are present, Consider Stage I Restrictions Less than Two elements are present, No Fire Restrictions • ERC 97% OR GREATER DURING LAST 5 DAYS AT DESIGNATED REPRESENTATIVE WEATHER STATIONS • HIGH HUMAN CAUSED RISK* • NO SIGNIFICANT RELIEF IN FIRE WEATHER FORECAST DURING NEXT 7 DAYS _a ZL _a. All criteria are met, Two elements are Less than Two Implement Stage II present, Consider elements are present, Restrictions Stage II Restrictions Remain at Stage I Restrictions • HIGH HUMAN CAUSE RISK means that there is potential for larger than normal populations active in fire prone areas. Examples would be holiday periods such as the 4t' of July or Labor Day, or during hunting season. ERC or Energy Release Component is an indicator of the overall fire danger resulting from local fuel moisture conditions. This component is used in tracking seasonal trends or communicating expected fire danger. STAGE I Restrictions The following acts are prohibited until further notice: 1. Building, maintaining, attending, or using a fire, campfire, coal or wood burning stove, any type of charcoal fueled broiler or open fire of any type in undeveloped areas. 2. Smoking, except within an enclosed vehicle or building, in a developed recreation site or while stopped in an area at least 3 feet in diameter that is barren or cleared of all flammable vegetation. 3. Using explosive material: (ie: fireworks, blasting caps or any - incendiary device which may result in the ignition of flammable material.) 4. Welding, or operating an acetylene or other similar torch with open flame. 5. Operating or using any internal combustion engine without a spark arresting device properly installed, maintained and in effective working order meeting either: a. Department of Agriculture, Forest Service Standard 5100 -1a; or b. Appropriate Society of Automotive Engineers (SAE) recommended practice 3335 (b) and J350 (a). Possible Exemptions 1. Persons with a written permit specifically authorizing the otherwise prohibited act or omission. 2. Fires in constructed, permanent fire pits or fire grates within developed recreation sites. 3. Any Federal, State, or local officer or member of an organized rescue or firefighting force in the performance of an official duty. 4. Mechanical stoves and appliances fueled by bottled or liquid gas which allow the operator to control or extinguish the. flame with a valve are permitted provided that such devices are approved by Underwriters Laboratory Inc. STAGE II Restrictions The following acts are prohibited until further notice: 1. Building, maintaining, attending, or using a fire, campfire, coal or wood burning stove, any type of charcoal fueled broiler or open fire of any type. 2. Smoking, except within an enclosed vehicle or building. 3. Using explosive material: (ie: fireworks, blasting caps or any incendiary device which may result in the ignition of flammable material.) 4. Welding, or operating an acetylene or other similar torch with open flame. 5. Operating or using any internal combustion engine without a spark arresting device properly installed, maintained and in effective working order meeting either: a. Department of Agriculture, Forest Service Standard 5100 -1a; or b. Society of Automotive Engineers (SAE) recommended practice J335 (b) and J350 (a). 6. Operating a chainsaw, cutoff saw, or any other mechanical equipment with potential to produce sparks without a chemical pressurized fire extinguisher of not less than 8 ounces capacity by weight, and one size 0 or larger round pointed shovel with an overall length of at least 36 inches. The extinguisher shall be with the equipment operator. The shovel may be kept with the fueling supplies but readily available. Other possible restricted acts under Stage II 1. Operating a motorized vehicle off designated roads and trails. 2. Operating a chainsaw outside the hours of 5:00 am and 11:00 am. 3. Overnight camping limited to listed campgrounds and recreation sites. (An attachment of designated sites would be included) Possible Exemptions 1. Persons with a written permit specifically authorizing the otherwise prohibited act or omission. 2. Any Federal, State or local officer or member of an organized rescue or firefighting force in the.performance of an official duty. 3. Mechanical stoves and appliances fueled by bottled or liquid gas which allow the operator to control and extinguish the flame with a valve are permitted provided that such devices are approved by Underwriters Laboratory Inc. STAGE III Restrictions Stage III restrictions involve prohibited access to designated areas and must be implemented by the political authority having jurisdiction for the land areas involved. Stage III restrictions are extremely rare events, and will only be implemented in extraordinary situations and only after significant interagency coordination which will include the Eagle County Board of Commissioners. PROCESS FOR RESCINDING COUNTY FIRE RESTRICTIONS • ERC 60% OR LESS LAST 3 DAYS AT DESIGNATED REPRESENTATIVE WX STATIONS • HUMAN CAUSED RISK IS MODERATE OR LESS OVER THE NEXT 14 DAYS' • RMA PREDICTIVE SERVICES FORECASTS MODERATE TO LOW FIRE CONDITIONS TO PREVAIL FOR THE 30 DAY OUTLOOK2 All Criteria are Met, Two Elements are Less Than Two Rescind Restrictions Present, Consider Elements are Present, Rescinding No Change in Fire Restrictions Restrictions 1 High Human Caused Risk may include Holidays, such as 41' of July or Labor Day or Special Events such as Country Jam, the Lands End Hill Climb or hunting season. 2 Consultation with the Fire Weather Meteorologists at Rocky Mountain Area Coordination Center predicts moderate to law fire conditions to prevail over the majority of the next 30 days. 3 once implemented, Stage II or III Restrictions will generally not be reduced until fire conditions have sufficiently moderated to completely lift all restrictions. D -2