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HomeMy WebLinkAboutR12-035 Emergency Operations Plan, Appendix D Commissioner moved adoption of the following Resolution: BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO Resolution No. 2012- 0 5'1 RESOLUTION ADOPTING EAGLE COUNTY EMERGENCY OPERATIONS PLAN, APPENDIX D, ANNUAL OPERATING PLAN FOR WILDFIRE WHEREAS, Section 24 -32 -2107 of the Colorado Revised Statutes states each political subdivision shall be within the jurisdiction of and served by the division and by a local or inter - jurisdictional agency responsible for disaster preparedness and coordination of response; WHEREAS, Section 24 -32 -2107 of the Colorado Revised Statutes states each county shall maintain a disaster agency or participate in a local or inter jurisdictional disaster agency that otherwise has jurisdiction over and serves the entire county; WHEREAS, Section 24 -32 -2107 of the Colorado Revised Statute states each local and inter - jurisdictional disaster agency shall prepare and keep current a local or inter - jurisdictional disaster emergency plan for its area; WHEREAS, the Eagle County Emergency Operations Plan was adopted by Resolution No. 2010- 072 on June 29, 2010; and WHEREAS, it is desirous to update and supplement the Eagle County Emergency Operations Plan through the adoption of various appendices. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF EAGLE, STATE OF COLORADO: THAT, the Eagle County Emergency Operations Plan, Appendix D be adopted in the form attached hereto as Exhibit "A" and incorporated herein by reference. THAT, the Eagle County Emergency Operations Plan, Appendix D set forth herein shall be effective as of May 1, 2012. THAT, should any section, clause, provision, sentence or word in this Resolution be declared by a court of competent jurisdiction to be invalid, such decision shall not affect the validity of this Resolution as a whole or any parts thereof, other than the part so declared to be invalid. For this purpose, this Resolution is declared to be severable. THAT, the Board hereby finds, determines and declares that this Resolution is necessary for the health, safety and welfare of the citizens of Eagle County. MOVED, READ AND ADOPTED by the Board of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held the 21 of feact.42012. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its ATTEST: BOARD OF COUNTY COMMISSIONERS 6 Clerk to the Boa d of ° � Peter F. Runyon County Commissioners Chairman I Jon y Co oner JOA114—() TCCO/1.4.4 Sara J. Fisher Commissioner Commissioner / ' seconded adoption of the foregoing resolution. The roll having been called, the vote was as follo ' Commissioner Runyon Commissioner Stavney G��Q Commissioner Fisher Resolution passed by G %ej vote of the Board of County Commissioners of the County of Eagle, State of Colorado. ANNUAL FIRE OPERATING PLAN FOR EAGLE COUNTY 2012 EXHIBIT I gA" TABLE OF CONTENTS I. PLAN APPROVALS 1 I. JURISDICTION 2 II. AUTHORTIES 2 III. PURPOSE 2 IV. RECITALS 2 V. TERM AND TERMINATION 3 A. Term 3 B. Termination Without Cause 3 C. Termination For Cause 3 VI. DEFINITIONS 3 A. Fire Protection Responsibilities 3 B. Mutual Aid 4 C. Special Management Considerations 5 a. Denver Water Board Lands 5 b. Federal Lands 5 D. Repair of Wildfire Suppression Damage 6 E. Other Definitions 6 VII. RESOURCE LIST 7 VIII. PROTECTION AREA MAP 7 IX. FIRE READINESS 7 A. Fire Planning 7 B. Wildfire Training Needs and Coordination 7 C. Inspection Schedule 7 X. 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 9 E. County -wide Initial Attack 9 F. Dispatching and Resource Ordering Procedure 10 G. Reinforcements and Support 10 H. Interagency Procurement 10 I. Interagency Use of Communication System/Frequencies 11 J. Wildland Fire Decision Support System 11 K. State Emergency Fire Fund (EFF) 11 L. Traffic Control 13 M. Law Enforcement and Fire Investigation 13 N. Post Incident Action Analysis 13 O. Incident Qualifications 13 P. Fire operations in Bark Beetle Killed Stands 13 XI. 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 15 XII. FIRE PREVENTION 15 A. Information and Education 15 B. Burning Permits 15 C. Burning Restrictions /Closures 15 i XIII. FUELS MANAGEMENT AND PRESCRIBED FIRE CONSIDERATIONS 16 XIV. COST REIMBURSEMENTS 16 A. Reimbursable Costs 16 B. Reimbursement Procedures 17 C. Resource Use Rates 17 XV. GENERAL PROCEDURES 18 A. Periodic Program Reviews 18 B. Annual Review 18 C. Resolution of Disputes 18 XVI. DIRECTORY OF PERSONNEL 18 XVII. OUT OF COUNTY ASSIGNMENTS 18 A. Cooperator Resource Rate Forms (CRRF) 18 B. Engine Equipping and Staffing 18 C. Equipment Availability '00 18 XVIII. PERSONNEL AND PERSONNEL COMPENSATIepi 19 A. Personnel 19 B. Compensation 19 C. Personnel Qualifications 19 EXHIBIT A Maps EXHIBIT B Mobilization Plan Personnel Directory Radio Frequencies EXHIBIT C EFF, Emergency Fire Fund Fires and forms EXHIBIT D Fire Operations Guidance in Bark Beetle Stands EXHIBIT E Wildfire Emergency Response Fund (WERE) EXHIBIT F Fire Restriction Implementation Process EXHIBIT G Cost Sharing EXHIBIT H Cooperator Reimbursement Forms EXHIBIT I CRRF's ii I. PLAN APPROVALS Plan Approvals. This Plan wil emain in effect until May 1, 2013, or until superseded. Participants will meet prior to fire season each I ar to review and update the Plan for official approval. ilk ... v / `01 fi9--- Eagle Count 1 olorado Date By and thro t its Board of Co ,, Commissioners (4 III r ' ' ("--- - - , , , , , , i/ . ; 2) , 1 , 3 ,( er i, * ip. 4 , , , //;-- Attest: County ler Date / i Vii `n al 4 k.„1 . , - � e / Eagle ' ount 1 - .A . i Colorado State Fores Service Date U.S. Forest Service- White River National Forest Date Bureau of Land Management - Colorado River Valley Field Office Date Bureau of Land Management - Kremmling Field Office 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. 1 I. PLAN APPROVALS Plan Approvals. This Plan will remain in effect until May 1, 2013, or until superseded. Participants will meet prior to fire season each year to review and update the Plan for official approval. Eagle County, Colorado Date By and through its Board of County Commissioners Attest: County Clerk Date Eagle County Sheriff Date Color do State Forest Service Date 6421:0 , •/ L U. . Forest Servi.i hite River National Forest Date Bureau of Land Management - Colorado River Valley Field Office Date Bureau of Land Management- Kremmling Field Office 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. 1 PLAN APPROVALS Plan Approvals. This Plan will remain in effect until May 1, 2013, or until superseded. Participants will meet prior to fire season each year to review and update the Plan for official approval. Eagle County, Colorado Date By and through its Board of County Commissioners Attest: County Clerk Date Eagle County Sheriff Date Colorado State Forest Service Date U.S. Forest Service- White River National Forest Date - Y2 e 1/ 2 0 (2 Bureau o Land Management- Colorado River Valley Field Office Date Bureau of Land Management- Kremmling Field Office 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. 1 PLAN APPROVALS Plan Approvals. This Plan will remain in effect until May 1, 2013, or until superseded. Participants will meet prior to fire season each year to review and update the Plan for official approval. Eagle County, Colorado Date By and through its Board of County Commissioners Attest: County Clerk Date Eagle County Sheriff Date Colorado State Forest Service Date U.S. Forest Service- White River National Forest Date Bureau of Land Management - Colorado River Valley Field Office Date t a ,L A ,1 , / I , 4 , I 3 tzc'zocz. -- Bureau of Land Management - Kremmling Field Office 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. 1 I. JURISDICTION This Annual Wildfire Operating Plan for Control and Extinguishment of Wildland Fires ( "Operating • Plan ") is made and entered into this ls day of May, 2012, 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. II. AUTHORTIES Colorado Interagency Cooperative Fire Management Agreement BLM #CCFMA060001 USFS #06-F1-11020000-048 NPS #F1249060026 BIA #AGO6M000002 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 III. PURPOSE The purpose of this Annual Operating Plan (AOP) is to set forth standard operating procedures, agreed upon procedures, and responsibilities to implement cooperative wildfire protection on all lands within Eagle County. IV. 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 wildland 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. The Sheriff is the Fire Warden of the county and is responsible for the planning for, and the coordination of, efforts to suppress wildland fires occurring in the unincorporated area of the county, outside the boundaries of a Fire Protection District, excluding federal lands, or that exceed the capabilities of the Fire Protection District to control or extinguish in accordance with the provisions of section 30 -10- 513, C.R.S. 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 and fire management resources of the Colorado State Forest Service, USFS and BLM. Hereinafter, these, individually and collectively, are referred to as the "Umbrella Agreements." 2 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. V. 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, 2013, 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. VI. DE INITIONS A. Fire Protection Responsibilities F E CHIEF AND FIRE PROTECTION DISTRICT RESPONSIBILITY Th Chief of the Fire Department in each Fire Protection District in the state is responsible for the management of wildland fires that occur within the boundaries of his or her district and that are within the capability of the Fire District to control or extinguish in accordance with the provisions of section 32 -1 -1002 (3) (a), C.R.S. The Fire Chief/ Fire Protection District may utilize mutual aid agreements and unified command with neighboring Fire Protection Districts to suppress and control fires that cross or threaten to cross the boundaries of the district. The Fire Chief/ Fire Protection District may transfer any duty or responsibility the Fire Chief may assume under this section to the County Sheriff with the concurrence of the Sheriff. Th Fire Chief/ Fire Protection District shall not seek reimbursement from the county for expenses inc ed by the District for their own apparatus, equipment, and personnel used in containing or su ressing a wildland fire occurring on private property within the boundaries of the District. 3 II SHERIFF RESPONSIBILITY The Sheriff is the Fire Warden of the county and is responsible for the planning for, and the coordination of, efforts to suppress wildland fires occurring in the unincorporated area of the county, outside the boundaries of a Fire Protection District, excluding federal lands, or that exceed the capabilities of the Fire Protection District to control or extinguish in accordance with the provisions of section 30 -10 -513, C.R.S. In the case of a wildland fire that exceeds the capabilities of the Fire Protection District to control or extinguish and that requires mutual aid and outside resources, the Sheriff may direct a unified command be established to provide the command and management required to manage the fire. Upon the transfer of fire management from the Fire District to the Sheriff, the Sheriff shall upon said transfer assume financial responsibility for firefighting efforts on behalf of the county and the authority for the ordering and monitoring of resources. In the case of a wildland fire that exceeds the capability of the county to control or extinguish, the Sheriff shall be responsible for seeking the assistance of the state, by requesting assistance from the Colorado State Forest Service. The Sheriff and the State Forester shall enter into an agreement concerning the transfer of authority and responsibility for fire suppression and the retention of responsibilities under a unified command structure. UPPER COLORADO RIVER INTERAGENCY FIRE MANAGEMENT UNIT RESPONSIBILITIES The UCR is responsible for managing fires occurring on National Forest lands and lands administered by the Bureau of Land Management. It is clearly and mutually understood that the Upper Colorado River USFS -BLM will respond to wildfires and follow through on all necessary suppression actions on Denver Water properties in Eagle County. B. Mutual Aid 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. Mutual Aid Time Period • Mutual Aid between the County and Eagle County Agencies lasts for the first 72 hours from the time the first initial attack resource arrives on scene • Mutual Aid between all other parties hereto shall (1) Not exceed 24 hours, and (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 initial ignition 4 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. EXHIBIT B shows mutual aid resources available from cooperating agencies. 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. C. Special Management Considerations Aerial Retardant Use — The use of aerial retardants on all lands is restricted within 300 feet of lakes, rivers and live streams. a. Denver Water Board Lands Notification — When a wildfire occurs on lands owned by Denver Water, the CSFS Granby District representative must be notified, as soon as practical. The CSFS representative will respond, as needed, to serve as the landowner's representative on the incident and document suppression response. 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. 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 "D polygons" 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. 5 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, unless specifically authorized by USFS. Non- mechanized detection and suppression efforts are authorized in those portions of wilderness areas that are not part of a "D polygon" area. Detection and reporting only is authorized within wilderness areas that are also within a "D polygons" area. Natural ignitions in these areas will be evaluated for, and may be managed for multiple management objectives. D. 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.... E. Other Definitions "Assisting Party" 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. Fire protection district boundaries and Response Areas are shown on FPD maps. "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 6 VII. RESOURCE LIST Resources available for wildland fire suppression or support are listed by agency or department on Cooperative Resource Rates Forms in EXHIBIT I. VIII. PROTECTION AREA MAP The Eagle County Wildland Fire Response Areas map shows jurisdictional boundaries for the purpose of this Plan and is attached in EXHIBIT A IX. FI READINESS A. Fire Planning agle County has developed a Community Wildfire Protection Plan (CWPP). This operating plan ' ll become an addendum to the CWPP, which will have a primary purpose of planning and rioritizing wildfire mitigation and protection in the county. B. Wildfire Training Needs and Coordination Standardized, NWCG approved fire training courses are provided periodically by the fire districts, UCR, CSFS, and other agencies. As these courses are scheduled, all parties to this plan should be formed and invited to participate. Local cooperators are encouraged to participate with UCR aining committee. C. Inspection Schedule ach party is responsible for inspecting its own equipment annually for use and road worthiness rior to listing it as available for interagency use. X. WI DFIRE SUPPRESSION PROCEDURES A. Incident Command System & Multi- Agency Coordination he Incident Command System will be utilized on all wildfires. All extended attack multi - j risdictional incidents will utilize unified command. Under unified command affected Federal, '.tate, and County jurisdictions will provide on scene representation. These designated Iepresentatives will communicate direction and objectives to ONE incident commander who has no . ollateral duties. The incident will have ONE fireline operations section chief to implement • trategy and tactics. All requests for fire information will be approved by the IC utilizing a single re information officer. • local Multi- Agency Coordination group may be initiated when two or more agencies are xperiencing incidents requiring a significant commitment of county resources. 7 INCIDENT MANAGEMENT TEAMS a. Northwest Colorado All- Hazard Incident Management Team The Northwest A11- Hazards Emergency Planning Region and the Northwest Council of Governments has established an Incident Management Team (IMT) which is made up of qualified personnel from various local agencies who are available to respond at the request of any of the 10 Northwest Counties or from the State of Colorado. The team fiscal agent is the Town of Vail. This IMT can assist the host agency, or support another IMT. The Northwest Colorado IMT can be requested through the Vail Public Safety Communication Center. b. Regional Type 3 Incident Management Teams Type 3 (local, extended attack) IMT is organized and dispatched for the Upper Colorado River Interagency Fire Management Unit area through Grand Junction Interagency Dispatch Center. This cadre is staffed by NWCG qualified personnel at the Type 3 level from federal, state, and county agencies in the zone. This IMT is available to assist all jurisdictional agencies within the area, and is available to staff an incident for up to 7 days. The Type 3 IMT can be used to handle the coordination of medium -sized incidents, or to serve as an interim team on larger incidents before a Type 1 or Type 2 IMT can assume management duties. c. Type 1 and Type 2 Incident Management Teams (IMT) For incidents that exceed the capability of Type 4 or Type 3 IMTs. All Eagle County requests for Type 1 or Type 2 IMTs must be placed through the Grand Junction Interagency Dispatch Center. 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, with a back up of landline communication. 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. C. Notification About Fires Assisting agencies making initial attack on fires outside their jurisdiction will ensure, through Vail Dispatch, that the jurisdictional agency is promptly notified. The actual UCR size up report per 2012 Incident Organizer should be made by the initial attack incident commander directly to GJC if possible. UCR size up report can be found in EXHIBIT B. The initial attack incident commander is responsible for ensuring that Vail Dispatch notifies GJC of all fires reported on USFS, BLM and Denver Water lands. 8 II 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, as soon as practical. Eagle County or GJC - CSFS must be notified when 1) non - federal wildland fire escapes initial attack, or 2) threatens structures, or 3) air resources are ordered for non - federal Suppression efforts. D. Mutual Aid Dispatch Areas utual. Aid will be exchanged between the participants regardless of jurisdictional boundary lines. 1 ach agency or department is responsible for providing Worker's Compensation Insurance for its wn 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 party to this agreement shall be required to make resources or assistance available to the requesting party if by so doing would impair the party's ability to provide effective emergency services within its own service area. 9 F. Dispatching and Resource Ordering Procedure Once the IC has determined need for additional resources beyond the scope of county resources, those resources will be ordered through the identified Interagency Dispatch Center. The Mutual Aid and Assistance Agreement between all Eagle County fire protection districts allows resources to be dispatched anywhere in the county, at the request of a fire protection district representative acting as incident commander. Coordination with Eagle County OEM for additional resources is available and recommended in order to avoid duplication of resources ordered. During Initial attack the sequence for requesting wildland resources from outside Eagle County for an Eagle County incident will be: Incident Commander — Vail Dispatch or Pitkin Dispatch — Grand Junction Interagency Dispatch Center —► Providing Agency Dispatch Center The sequence for requesting air resources will be: Incident Commander —0 GJC NOTE: GJC will advise Vail Dispatch or Pitkin Dispatch of air resources in Eagle County The sequence for requesting Eagle County resources for an out -of- countv response will be: Incident Commander --> Their Dispatch Center --► Grand Junction Interagency Dispatch Center --> Vail Dispatch or Pitkin Dispatch --0 Requested resource 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. Vail Dispatch will ensure Eagle County OEM notification when resources are sent out of county. 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. II. 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. 10 I. Interagency Use of Communication System/Frequencies ' ederal, 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 (VFIRE -21) and 800 MHz capabilities. VFIRE -21 (154.2800) and 800 MHz system channels may be used for + i teragency communication on a wildfire if one agency's operational channels are not compatible ith 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 ill use, or authorize others to use, another agency's radio frequencies for purposes beyond the s ope of this Operating Plan. dio frequencies specifically authorized for use on wildfires are shown in EXHIBIT B. J. Wildland Fire Decision Support System F deral agencies will complete a Wildland Fire Decision Support System (WFDSS) on all fires on f eral lands or Denver Water lands that escape initial attack to determine appropriate response. Decision Support System (DSS) may be completed for fires that have the potential to be d signated as an EFF fire or that affect multiple jurisdictions and have the potential to go into extended attack. CSFS may assist with a non -EFF DSS, but has no authority to sign on non -EFF fifes. C FS requires that a DSS be completed for all fires that receive a FEMA declaration and r ommends a DSS is completed for all EFF fires. All agencies involved in extended attack on p vate and state lands will provide input to the DSS. The CSFS Line Officer will facilitate c mpletion and review of the DSS for these fires. When a fire is burning on or threatens to burn on multiple jurisdictions, one DSS should be prepared that considers all jurisdictions and their interests. CSFS requires that an Emergency Fire Fund Analysis Form (CSFS -108A, see EXHIBIT C) 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 he p determine if a fire might be eligible for EFF designation. K. . tate Emergency Fire Fund (EFF) Emergency Fire Fund (EFF) Procedures: Eagle County and Denver Water are participants in the State Emergency Fire Fund (EFF) with CSFS. As a participant to this agreement, the State agrees to come to the aid of Eagle County should suppression resource needs exceed county capability. Following are the roles and responsibilities under EFF: 11 CSFS: A CSFS representative must be on site for an EFF evaluation. CSFS will assist the county sheriff in the analysis of the wildfire's actual or potential condition to exceed the county's suppression capability. This information will be provided to the CSFS State Forester who will make the final decision on EFF applicability. Eagle County Sheriff: as Fire Warden for the County (CRS 30 -10 -513), the Sheriff will represent the County in the request for EFF declaration to the CSFS district, and subsequent delegations and assumptions of duty (CSFS #168, #174). The Sheriff will coordinate other County entities in his representation. Eagle County Commissioners: are signatories to the CSFS #168 "Assumption of Fire Control Duty" for fires the State Forester approves for EFF. The Sheriff will facilitate obtaining a signature from the County Commissioners. Delay in signing the #168 may result in increased costs for the county. Federal Agencies: are almost always involved even when the fire is entirely on private or state land. Their policies and concerns must be addressed on all fires. All EFF fires will utilize a Unified Command consisting of, at a minimum, the County Sheriff and CSFS. If land administered by another agency is threatened or involved, that agency will provide a member of the Unified Command. Implementation of the EFF can be done only by the Colorado State Forester upon the recommendation of the local CSFS Representative, following a request from the County Sheriff. For this reason, it is important that the CSFS Fire Duty Officer be notified immediately of major fires on private /state lands within the county. Should the fire surpass, or threaten to surpass, the ability of county resources to contain it, EFF implementation can occur only with a CSFS representative on scene. All EFF participating Counties must have identified a minimum county commitment to any incident which has EFF potential. This is not a maximum county resource commitment, and is not the only resources the county is required to use on the incident in order to request EFF implementation. ff tactics of a given incident make some of this equipment inappropriate, alternate resources or combination of resources can be negotiated. Eagle County minimum commitment is: 4 Engines 1 Dozer 1 Water Tender 1 Ambulance Logistical Support appropriate to fire complexity and availability of county resources CSFS will transfer command of an EFF fire back to the county when fire spread has been contained, the Line Officer's objectives have been met, and a written plan has been prepared for the next operational period. The forms listed above, CSFS 108A, 164, 168 and minimum county resource commitment are shown in EXHIBIT C. 12 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 j urisdictional agency. 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 gency. 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. Incident Qualifications 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. P. Fire operations in Bark Beetle Killed Stands Due to altered fuel conditions, personnel operating within the bark beetle environment should be aware of the imminent danger presented by dead and dying trees, falling at an increasing rate across a broad forested landscape. Included in EXHIBIT D is the USFS -R2 Fire Operations Guidance i Bark Beetle Stands XI. 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 any agency for suppression efforts, the request must include the f llowing: • Name and agency of person ordering • Name and location, geographical or township /range • Ground Contact with air to ground frequency (FM A/G frequencies) 13 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 Personnel whom are ordering aircraft are encouraged to use the Air Support Request form in EXHIBIT E. Initial order 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 or 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. 14 ' D. Wildfire Emergency Response Fund The Wildfire Emergency Response Fund (Ref: Colorado State Statue CRS 23 -31 -309) was created to assist local jurisdictions with initial attack wildland fire response on state and private lands within the state of Colorado. Any County Sheriff, municipal fire department, or fire protection district within Colorado may request WERF as the official Requesting Agency. WERF will reimburse, if funds are available, the Requesting Agency the cost of eligible wildland firefighting resources. The fund will be utilized as outlined in the attached WERF Guidelines, EXHIBIT E. XII. FIRE PREVENTION A. Information and Education Ei ach 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 'strict and County Sheriff acknowledgements. Eagle County Joint Information Center will be ilized to disseminate information, as needed. re prevention signs will be maintained as required by each agency for lands under their j risdiction. e Grand Junction Interagency Dispatch Center (GJC) will monitor local fire danger levels. GJC vstill 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 r lations will be followed. Permits require both Eagle County and appropriate fire jurisdiction si atures. C. urning Restrictions /Closures R strictions 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 fife restrictions is attached as EXHIBIT F. 15 XIII. 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. XIV. COST REIMBURSEMENTS A. Reimbursable Costs Each agency will assume responsibility for its own expenses during the mutual aid period. The assisting agency(ies) may request reimbursement for costs incurred after the mutual aid period from the jurisdictional agency. Costs incurred by an assisting agency for services beyond the mutual aid period shall be considered reimbursable provided the services were requested by the jurisdictional agency. Any costs incurred by Jurisdictional Agencies for the initial attack 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, as funds are available, following approval by the Colorado State Forest Service. An agency that provides a reasonable initial attack response on Denver Water lands when the jurisdictional agency is unable to respond, may also request reimbursement as funds are available, from the Denver Water. 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. See EXHIBIT G For fire protection district /department jurisdiction or multi jurisdictional fires not under the sheriffs management, Eagle County will consider assisting with cost share for incidents within the boundaries of a fire protection district/ department when fire districts/ department share exceeds 1.5% of that districts annual budget for allowable expenses. Allowable expenses will not include; • Any facilities, equipment and/or personnel for the fire district who is a party to the cost share agreement. 16 • Any facilities, equipment and or personnel from any Eagle County agency until after 72 hours from the time the first initial attack resource arrives on scene. • Any expense incurred prior to notification of the appropriate Eagle County Emergency Management representative. • Any facilities, equipment, vendors and/or personnel that can be made available through Eagle County's existing networks unless Eagle County has agreed to share those costs in advance. B. Reimbursement Procedures I,.' reimbursement for an incident can best be handled at a local level, the assisting agency may i voice the jurisdictional agency directly. I deemed more efficient, the County may aggregate expenses incurred by the County and local fire epartments to suppress fires on federal jurisdictions and may present an invoice for such expense t 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 . stricts for federal suppression on non - federal lands to CSFS. CSFS will make such r imbursement and subsequently invoice the County or department as appropriate. ooperator reimbursement procedures, forms, and examples are contained in EXHIBIT II, part of this agreement. I DENVER WATER LANDS • Payment for reimbursable costs on Denver Water lands must be coordinated through the local CSFS District Office. Contact CSFS Granby District office for assistance in preparing reimbursement requests for Denver Water wildland fire suppression response. C. Resource Use Rates Cooperative Resource Rate Forms (CRRF) 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. Cooperating agencies must have an approved CRRF to be available in ROSS for out of local area dispatch. Resources assigned to a state EFF fire from the cooperating agency without a current CRRF will be reimbursed using established standard state cooperator equipment rates. Cooperator equipment should not be signed up using an Emergency Equipment Rental Agreement (EERA). I Cooperators that choose not to complete the Cooperative Resource Rate Form will be reimbursed at the current established standard state cooperator equipment rates. See Cooperative Resource Rate Forms, EXHIBIT I. 17 XV. 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. 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. XVI. DIRECTORY OF PERSONNEL See EXHIBIT B. XVII. OUT OF COUNTY ASSIGNMENTS A. Cooperator Resource Rate Forms (CRRF) Cooperative Resource Rate Forms, attached to this operating plan as part of EXHIBIT I, as available, set forth agreed upon equipment rates, conditions of use, and reimbursement procedures. 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 is maintained in ROSS. Cooperators may "self status" in ROSS by requesting a password from Grand Junction Interagency Dispatch Center 970 - 257 -4800. 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. 18 XVIII. PERSONNEL AND PERSONNEL COMPENSATION A. Personnel 1'svery 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 party 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 r -, that a fire fighter is not properly qualified for an incident (or his/her assignment with respect to t e incident), it may require that the fire fighter be withdrawn from the response or assigned to t sks for which he /she may be properly qualified. 19 Exhibit A Maps ............., ' *A u 4 ' Immo illr 1 40 IP *Imam Zill 4 - :.ii ill in r u 0 " 1r 1 C 0 I r 1 a C1:1 NMI up co E iu ,ct c ED )0111 I ,. _ o ti 0 =IP 1 010 . two, piji i 1 1 t > C ' ) ••■••.. ' 611 • - ItX a Ida q ii a k ! LI MP C 4P I° if ik, I 0 g . 0• 1 i ... , • \ iv...". ,...r I I t - c c I i • A - 0 -1181. ilipa > t di 44 -it 0 14 Cr 0 irg — .ii: a . CP 1 --"' ••• F IAA 0 r di 0 — EP * to 40 S 6-: 001 IS vo ( 11.1 ii: 16" 1111 . _ . . . ,. L $ , u ,_ IV 4 45 .. . 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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 887 -3121 Fax 887 -3150 Ron Cousineau, District Forester 217- 7022(c) Paul Cada, Asst. District Forester 433- 5206(c) Ryan McNertney, Forester 988- 3132(c) Jacob McCarthy, Forester 485- 0541(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) USDA FOREST SERVICE - WHITE RIVER NATIONAL FOREST / BLM Grand Junction Interagency Dispatch Center 257 -4800 Ross Wilmore, UCR East Zone FMO .328 -5867 (office) .401 -0364 or 328 -1450 (weekend) .948 -5766 (cell) Justin Conrad, UCR East Zone AFMO 328 -5940 (office) 596 -2549 (weekend) 596 -2549 (cell) Russ Long, UCR Central Zone FMO 625 -2872 (office) NATIONAL WEATHER SERVICE FIRE WEATHER FORECAST OFFICE 243 -7007 Joe Ribeiro 479 -2231 376 -6189 (cell) 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) Karl Bauer, Chief 748 -4765 (office) .977 -0034 (cell) Mikel Kerst, Battalion Chief ..977 -1007 (cell) Cipriano Tafoya, Battalion Chief ...977 -1020 (cell) Michael Warmuth, Battalion Chief 977 -1019 (cell) GREATER EAGLE FIRE PROTECTION DISTRICT John Asper, Chief 328 -7244 (office) John Asper Chief 977 -6234 (cell) John Patterson 977 -6672 (cell) Shaun Moore 977 -6631 (cell) Tom Wagenlander 977 -6237 (cell) GYPSUM FIRE PROTECTION DISTRICT Dave Vroman, Chief 524 -7101 (office) .376 -4976 Fire Duty Officer 471 -1992 ROCK CREEK VOLUNTEER FIRE DEPARTMENT Brita Horn, Chief 653 -4497 819 -0815 (cell) VAIL FIRE DEPARTMENT Mark Miller, Chief 477 -3474 (office) 470 -9333 (cell) Mike McGee, Deputy Chief .479 -2135 (office) 376 -0738 (cell) Tom Talbot, Wildland Coordinator 401 -4202 (cell) RADIO FREQUENCIES RX Freq. RX Tone TX Freq. TX Tone V FIRE 21 154.2800 154.2800 NLEC 1 55.475 155.475 Weather 162.550 Basalt & Rural FPD Basalt & Rural 154.445 100.0 153.770 100.0 V FIRE 21 154.2800 154.2800 NLEC 155.475 155.475 Eagle County Sheriff Direct 800MHz V FIRE 21 154.280 154.2800 NLEC 155.475 155.475 Eagle River FPD Direct 800MHz V FIRE 21 154.2800 154.2800 Greater Eagle FPD Direct 800MHz V FIRE 21 154.2800 154.2800 Gypsum FPD Direct 800MHz V FIRE 21 154.2800 154.2800 Upper Colorado River Interagency Fire Management Unit all narrow band WRF Castle 170.5250 166.6750 127.3 BLM Castle 169.7750 163.1500 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 V FIRE 21 154.2800 154.2800 NLEC 155.475 155.475 Vail Fire Department Direct 800MHz V FIRE 21 154.2800 154.2800 U _C U N - a . +� U - > C 0 C _ N y O as O 0 .r 0 +o O O O R) (6 - N .V U O a) CS) E 7 O C C O } cn o 0 a) E o (, 2 0 - U U U 4_ 4 4_ L 0 L U C X O O O O . 0 O o H (a n 4-' 66 7 II _C _C -C L L 7 a) Z Z U) C C 0 2 - _c 0 z (6 - U • c co 0 a) Ln Z Z U C o W u) - Cu c r Ln (a c }' L O) o) O) 0 C 0 oo O N —) 0 co C C C . 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In addition, full size -up information is required when a county resource provides suppression on federal lands without federal resources on scene. A good tool to use to be sure the required information is captured is the UCR Incident Organizer available on our website in the UCR Guides and Manuals section: http: / /gacc.nifc.gov /rmcc /dispatch centers /r2gjc/ Minimal required size -up information includes: • Lat /Long location of point of origin • Discovery, initial attack, control and out times • Site data to include topography, aspect, slope and elevation • Fuel type • Human or natural cause If requesting resources such as aircraft or smokejumpers, a COMPLETE size -up will be required. In addition to the minimal required information listed above, the size -up must include: • Spread potential • Character of fire • Weather conditions • Know hazards and values at risk Please forward the completed UCR Incident Organizer to the federal resource on scene or send directly to: Grand Junction Air Center Dispatch 2774 Landing View Lane Grand Junction, CO 81506 EXHIBIT C EMERGENCY FIRE FUND (EFF) FIRES The minimum commitment of county resources to EFF fires in Eagle County is shown as follows: Eagle County minimum commitment is: 4 Engines 1 Dozer 1 Water Tender 1 Ambulance Logistical Support appropriate to fire complexity and availability of county resources hi 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 C: EFF Analysis Form (CSFS 108A) CSFS Fire Funding Request (CSFS 164) Assumption of Fire Control Duty (CSFS 168) GUIDELINES for EFF PURPOSE The purpose of the Intergovernmental Agreement for Participation in the Colorado Emergency Fire Fund (EFF) is to: establish the County's basis for participation in the Emergency Fire Fund to provide for payments from the County to the Fund; and describe the conditions under which the Emergency Fire Fund will be managed. WILDFIRE PROTECTION As required in the Cooperative Agreement, the County and CSFS shall jointly develop, review, and sign an Annual Operating Plan (AOP) before May 1 of each year with all cooperating agencies having wildfire suppression responsibilities within the County. Failure to complete the AOP by May 1 of any year during the term of this Agreement shall result in the automatic suspension of the County from EFF participation unless the County has requested, in writing, and received approval by the State Forester, a 60 day extension of the May 1 date to complete the AOP, stating the specific reason(s) for the extension. The State Forester shall, in his or her sole discretion, approve or deny the request in writing. EME GENCY FIRE FUND A. The Emergency Fire Fund (EFF or "the Fund ") has been established through the payments provided by participating Colorado counties and other entities entering into EFF agreements with the CSFS. The EFF is maintained as an account of Colorado State University, under the fiscal management of the State Forester. Payments from the EFF account shall be made only in compliance with applicable laws, rules and regulations pertaining to Colorado State University funds, including, but not limited to, the State Fiscal Rules. The State Forester is designated as the fiscal manager of all such monies received and all interest accrued in the EFF. No upper limit shall be placed on the amount of funds in the EFF, and funds may accumulate from - ar to year. B. Final decision making authority over fiscal management matters shall reside with t - State Forester on behalf of the Counties collectively. C. The CSFS shall make distribution of these funds only upon direction of the State Forest; r or his designee and will be subject to the "Emergencies" provisions of the State Fiscal Rules Rule 2 -2). Disbursements shall be limited to such expenditures incurred in controlling a design ted wildfire as are within the then - current, unencumbered balance of the Fund. F. If at any time during the term of this Agreement the EFF becomes depleted, or has in fficient funds to meet the expected needs of the Fund, the State Forester will make every 2011 C uidelines for Emerg . ncy Fire Fund reasonable effort to obtain additional funds by requesting the Governor to make additional funds available. Should the State Forester be unsuccessful in efforts to obtain additional funding, fire control costs will remain the County's responsibility. EFF IMPLEMENTATION A. The County will make every effort to control fire(s) upon non - federal lands within the County with resources available within the County. In the event that the County and the CSFS mutually agree that the fire(s) threatens to spread, or has spread, beyond control capability of the firefighting resources within the County (as outlined in the County's Annual Operating Plan), the State Forester (or his authorized designee) and the authorized County representative shall sign a Delegation of Duty giving the State Forester command responsibility for the fire(s). Once command responsibility has been assumed by the CSFS, the County shall nevertheless continue to make its maximum effort to provide firefighting resources from within the County. B. When a fire can again reasonably be managed by the County with resources available to it, command responsibility for incident management and for payment of all fire control costs will be returned by the State Forester to the County. No expenditures made by the County prior to assumption by the State Forester or after return to the County, will be eligible for payment by the EFF, without express prior approval of the State Forester. VI. FIRE CAUSE DETERMINATION A. As a condition precedent to entering into this Agreement, and to eligibility for continuing participation in the EFF throughout the term hereof, the County agrees that, in the event of a human - caused fire, the Sheriff of said County shall conduct an investigation as to cause of such fire and will provide the State Forester 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. The County Sheriff shall have administrative and financial responsibility with respect to the conduct of the investigation. 2011 Guidelines for Emergency Fire Fund Fiscal Section of Operating Guidelines EFF Fire Business & Administration Operating Guidelines Th`s document r i p ov des 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 est ates. Additional information is contained in this document and in the IIBMH Rocky M ntain/Great Basin supplement to Chapter 50. Deviation from these referenced do ents 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 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 liinal Incident Finance Package (IFP) should meet the standards established in the IIBMH Chapter 40 and national records management guidelines. The following addi ional information should be included with Time Unit documentation: include specific mitigation measures with excess hours documentation. Incident file copies of CT 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. 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. 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 (P- Cards) to make local purchases, depending on current authorizations. en a Buying Team is assigned, the operating procedures described in the National Int ragency Buying Team Guide will be followed, along with any applicable Rocky M untain/Great Basin Geographic Area supplements and state specific requirements. Th IBA and/or appropriate CSFS representative will consult with the IMT /expanded dis atch to decide when to release a Buying Team. Su plemental 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 en suring 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. F 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. CS S Payments Process A r presentative 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: I Colorado State Forest Service Fire Division Building 1049 5060 Campus Delivery Fort Collins, CO 80523 -5060. Daily Reporting to CSFS State Office The IMT 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 fdocsfs@lamar.colostate.edu_ 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 Workers' Compensation coverage for all operators and employees included under the terms of their CRRF. 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. 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. C FS - Owned Vehicles and Equipment en CSFS -owned vehicles and equipment are used on state fires, Emergency Eq ipment 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. I 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, and repairs. Times of use are determined by Equipment Shift Ticket records. Co perator Resources Eq 'pment provided by city, county and fire departments within the state of Colorado is co eyed 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. Cooperators assigned to a fire without a current valid CRRF will be compensated based on the current Colorado standard equipment rates and must 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 deportment. Procurement Unit Leaders may document and recommend action on cooperator equipment damage requests. CSFS Fire Division staff will make fmal determinations and approve reimbursement for equipment damaged or replacement. Refer to the Colorado portion of the Chapter 50 Rocky Mountain/Great Basin Geographic Area supplement to the IIBMH for additional information. 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. • 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 II in full; Supervisor should complete and sign Part 11I. If employee is not able to complete form, supervisor should do so. Submit to Barbara Berg, State Office, Building 1050, 5060 Campus Delivery, Fort Collins, CO 80523 -5060 (fax 970 - 491 -7736) within 4 days of injury. PART I — EMPLOYEE MUST COMPLETE THIS SECTION OF THE REPORT Employee's Name (First, Middle, Last) Social Security Number Sex Home Phone Number ? Female ? Male Emt lope'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 h Black 1? Hispanic ? White t? Do not wish to answer Wages: (a) hourly paid hourly) (b) weekly salaried) Course name and # if student intern: Employment ka) Faculty or Admin. Pro. ? (b) State Classified ? (c) Non - Student Hourly ? (d) Work Study ? (e) Student Hourly ? Classification: kf) Student intern ? (q) Graduate Student? (h) Other (Specify) ? ? Do you have health insurance through CSU Human Resource Services office? ? Yes ? No PART II — INJURY INFORMATION — EMPLOYEE MUST COMPLETE THIS SECTION OF THE REPORT Injury Date What happened to cause this injury or illness? Describe employee's activities when injury or illness occurred with details of Mo. Day Yr. low event or exposure occurred; include name(s) of other individuals involved, tools, machinery, objects, vapors, i ;hemicals, radiation, unnatural motions of employee, unsafe hazardous conditions, etc. Also specify the items that directly Injury Time am njured the employee and caused the accident or illness (If additional space is needed, use back of this 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 Accident/Exposure (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 III — SUPERVISOR MUST COMPLETE THIS SECTION OF THE REPORT Employee's Scheduled Work Hrs. Per Day Days Per Wk. Last Da Worked Modified Work Available if Applicable State Classified Week When Injured Mo Day Yr ? Yes ? No Leave Balance as If no, why? 1 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 Injury Caused Death ? Yes ? No Date of Death 1 Annual Leave Bal: Did injury occur because of: ? Intoxication ? Failure to use Safety Devices ? Faulty Equipment ? Other ? N/A Work Phone 1 'Department and Work Unit: 1 Supervisor's Signature Date • 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 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 Fa( Dispatch Telephone Telephone Fa( Buying Team Fax Leader Telephone Members: Name Telephone Name Telephone Name Telephone ATTACHMENTS: Current Rocky /Basin IIBMH Supplements CRRF for Corrections crews Current cost -share principles (if available) INCIDENT BUSINESS ADVISOR (IBA) NARRATIVE FORMAT 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: This form to be completed each shift. EFF ANALYSIS FORM CSFS #108A (Rev. 2/11) Date Time Fire name Location T R Section Current Predicted Yes No Yes No I. Resources a. Has the normal mutual aid network been fully implemented? b. Are all county government resources, as defined in the operating plan, committed /enroute? c. Is air support required? d. Is the fire beyond the capability of local management team? e. Is there an inadequate water supply? f. Is there a need for regional or national resources? g. Is the availability of additional resources hampering suppression efforts? II. 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 an aviation resource safety problem? e. Are historical values at risk? f. Does the fire involve mixed land ownership? III. Fire Situation a. Are flame lengths in excess of 4 ft? b. Is torching /crowning occurring? c. Is the 1000 hour fuel moisture below 12%? d. Is the fire burning in an extreme fuel type? Current Predicted Yes No Yes No e. Is the fire inaccessible by ground in one hour? f. Is the rate of spread beyond suppression 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. d. e. VI. Totals A s c o 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 32 (67%). Sheriff or Designee's Signature CSFS State Forester or Designee's Signature STATE FORESTER RESPONSE: o z M a o z w v) on w ct L a U V O 4 0 0 U 0 a, Z co ,W s, cI r A i c4 0 Z O N O r A E 0 w W H D ct CSFS #162 (2/2011) 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: 1. 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 Yes No 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 Yes No 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. F. Eye -level wind forecast greater than 20 mph. G. Active crowning /spotting expected. Subtotal: H. CULTURAL RESOURCES Yes No 1. Urban interface. 2. Summer homes. 3. Other developments. Subtotal: 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 Total it of "Yes" answers: 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. (continue on back as needed) CSFS 164 Rev. 2 /2011 EFF FUNDING REQUEST 1. Date Time 2. Incident NVme 3. County + EFF member: Eyes :no 4. Current fire acres. Immediate threats to 5. Incident Location 6. Who is mating request: ❑ Dist. Forester C Co. Sheriff 1 Co. Commissioner 1 Other 7. Current role of Sheriff: 8. Current In oident Commander name Agency 9. Jurisdictions now burning: 1 FPD City ❑ County 1 USFS 1 BLM ❑ NPS ❑ Other Fire Distri is (list) 10. 1 Yes C No Urban interface involved ? Evacuatio s: # Needed # Underway 1 not - needed Primary R sidence: Threatened Lost Secondary Residence: Threatened Lost 11. Suppression resources: Available Ordered Committed line worke.s engines dozers airtankers helicopters) other 12.Fire weath (from NWS): Current Forecast wind spee & dir. temps, ma & 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 15. Totals from EFF Analysis Form CSFS #108A: #yes #no CSFS 164 Rev. 2 /2011 16. District Forester recommendation: CSFS accept Delegation of Duty at 110600 hrs on date ❑ 1800 hrs 1 CSFS NOT accept the Delegation of Duty. Why for either of above: Anticipated resources needed for control: 17. IYes C 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. 2 /2011 DELEGATION OF AUTHORITY I. DELEGATION OF AUTHORITY Defined: The County Sheriff may delegate the authority of fire control and fiscal management for a specific fire. The County Sheriff retains statutory authority as defined in CRS 30 -10 -513. A. Authority for controlling the Fire burning in County, Section(s) Town•I ip , Range , is to be assumed by: (Chec One) Cb County C lorado State Forest Service ❑ ❑ 0600 hrs B. Delegation of authority 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. PA(MENT OF COSTS INCURRED A. The agency accepting this duty, , is responsible for (county, CSFS) costs incurred for the following: (OVER) CSFS 168 Rev. 2/2011 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 fmal report upon the conclusion of that investigation consistent with State Law. COUNTY SHERIFF: BOARD OF COUNTY COMMISSIONERS: Name Name Title Title Date Date Time Time FOR CSFS: Name Title Date Time • CSFS 169 Rev. 2/2011 Delegation of Authority "FIRE NAME" As of , 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 Name 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 its 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) (Date) (Time) Acceptance by: (Incident Commander) (Date) (Time) • CSFS 169A Rev. 506 Delegation of Authority "FIRE NAME" SAMPLE 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 inci including it's control and return to local forces. I expect you to adhere to relevant and applicable laws 48174s, and professional standards. • The fire, which originated as four separate lightning strikes occurring on May 17x``2 • + i bu g i$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. a guide to minimum impact session tactics (MIST) is attached. 3. Key cultural features requiring priority protection are: Escalante l3in, and overlook boardwalks along the south rim. 4. Key resources considerations are: protecting endangered species by avoiding retardant and foams from entering the stream; if the ponderosa pine timber sale is threatened, conduct a low intensity untlCer burn and clear fuels along road 312. 5. Restrictions for suppression actions include: nortracked vehicles on slopes great than 20 percent on meadow soils, except where roads exist and are identified for use. No retardant will be used within 100 feet of water. 6. Minimum tools for use are Type 2/3 helicopters, chainsaws, hand tools, and portable pumps. 7. My agency Resource Advisor will be Eric Johnson (wildlife biologist). 8. The NE flank of the fire borders private property and must be protected if threatened. John Dennison of the Big Pine Fire Department will be the local representative. ., 9. Manage the fire cost - effectively for the values at risk. Ir A' ` 5 10. Provide training opportunities for the resources area personnel to strengthen our organizational capabilities. 11. Minimum disruption of residential aeto ' frivate property, and visitor use consistent with public safety. • (Signature and Title of A p inistrator) .,1_! (Date) (Time) Acceptance b = ®� --• �_1 (Incident Commander) 1 (Date) (Time) Amendinent 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 s'Fequiring priority protection are: Escalante Cabin, overlook boardwalks along the south rim, and the Ute ountain 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. 2 /2011 RETURN OF DELEGATED AUTHORITY TO COLORADO STATE FOREST SERVICE Autho ty and responsibility for managing and controlling the Fire burning within County, Colorado, is hereby returned to Colorado State F rest 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 eeds /constraints: 1. Promptly transition with in- coming and hold -over forces. 2. Briefing with new Incident Commander will be completed by effective date and time of his return as shown below. 3. Provide an IAP for next operational period upon request 4. This tr. sfer is effective on , 20_, at . (Date) (Time) Inciden Commander Incident Line Officer Colorado State Forest Service EXHIBIT D: USFS -R2 Fire Operations Guidance in Bark Beetle Stands Due to altered fuel conditions, personnel operating within the bark beetle environment should be aware of the imminent danger presented by dead and dying trees, falling at an increasing rate across a broad forested landscape. Purpose and Intent Fire Operations Guidance is mindful of Foundational Fire Suppression Doctrine in the Forest Service. The first principle is: No resource or facility is worth the loss of human life, however the wildland fire suppression environment is complex and possesses inherent hazards that can -- -even with reasonable mitigation - -- result in harm to fire fighters engaged in fire suppression operations. In recognition of this fact, we are committed to the aggressive management of risk. This guidance provides a collection of potential hazards unique to bark beetle forests, including appropriate practices that have evolved over time within the wildland fire service. It does not provide absolute solutions to the unlimited number of situations that will occur. This guidance within bark beetle stands was provided with the intention of being used in conjunction with existing fire risk management documents. No further protocols or rules are necessary to make informed risk management decisions for fire operations in bark beetle stands. The following hazard guidance is provided: Tactical Hazards • Withdrawal and/or reassessment should be considered if any of the following are present: o Thunderstorms in the immediate vicinity. o Wind speeds are strong enough that canopy movement is observed' (Consider that wind speeds at eye level in sheltered areas may not indicate the much greater winds aloft) o Reliable communication cannot be established with the appropriate Dispatch Center and remain in place 24/7 when resources are engaged. • Due to limited ingress or egress in remote areas or in terrain without vantage points, consider using an aerial platform for risk assessment and size up. Potential Fire Behavior Hazards • Due to increased potential of extreme fire behavior, when ERCs approach the 90th percentile, air reconnaissance should be on scene within 1 hour of detection. • The following situations, though possible on any wildfire, may be accentuated in bark beetle stands: o Accelerated transition to crown fire (when needles are present) o Increased rate of spread (Surface fire) o Resistance to control (Heavy dead and down) o Frequent spotting, including long range ( >.25 miles) Beaufort Scale for Estimating 20 -FT Wind speed, 2010 IRPG page 77 March 22, 2010 Exhibit E Wildfire Emergency Response Fund (WERE) Wildfire Emergency Response Fund (WERF) 2012 Guidelines The Wildfire Emergency Response Fund (ReE Colorado State Statue CRS 23 -31 -309) was created to assist local jurisdictions with initial attack wildland fire response on state and private lands within the state of Colorado. Any County Sheriff, municipal fire department, or fire protection district within Colorado may request WERF as the official Requesting Agency. WERF will reimburse, if funds are available, the Requesting Agency the cost of eligible wildland firefighting resources. ELIGIBLE FOR WERF Both an aerial resource and a hand crew on the same incident. 1st hour of firefighting helicopter rotor time + pilot time OR AERIAL RESOURCES lsc aerial tanker flight + drop + retardant AMD- carded & USFS- carded pilots, if federal resources involved One hand crew for up to two operational periods, beginning from time of HAND CREW departure to fire. Preference for State inmate crews. Type 1, Type 2 Initial Attack, or Type 2 NWCG - qualified crews There are often additional costs associated with the use of aircraft and hand crews. NOT ELIGIBLE FOR WERF Fixed wing aircraft reimbursement does not include lead plane or aerial observer aircraft. Additional helicopter personnel (helicopter crew) AERIAL RESOURCES Ferry time/flight time to bring aerial resource to Colorado Fuel truck Chase truck Two hand crews for one operational period HAND CREW Travel time to bring hand crew from outside Colorado Crew logistics of lodging, camping, and per diem Consult the County Annual Operating Plan for the local, state, and federal dispatch procedures to order WERF resources. The Requesting Agency must notify the local Colorado State Forest Service (CSFS) District of each WERF request. The CSFS District will within 72 hours email the CSFS Fire Division at firebill(&,colostate.edu who requested (sheriff, fire chief, etc.), fire name, resource name, and date of use. Since the CSFS has been tasked by the Colorado State Legislature to administer and manage this fund, it is critical that CSFS receives notification of any and all WERF requests to maintain an accurate balance of the fund. Rev. 1/3/2012 AIR SUPPORT REQUEST -2012 Grand Junction Interagency Dispatch Center 970 - 257 -4800 Incident Commanders are encouraged to contact the appropriate Interagency Dispatch Center directly with their request for aviation resources. Prior to making that request the following information should be collected. This information will help facilitate a faster response. In order to request aviation resources call the IADC and ask to talk with the aircraft dispatcher. Make sure ground personnel have VHF radio to communicate with air resources. Your Name /Agency: Resource(s) Requested: Helicopter Single Engine Air Tanker (SEAT) loaded with: Retardant Water I Foam Heavy Air Tanker Fire Name /Jurisdiction: Fire Location: (Lat/Long or geographic, elevation, no addresses) Ground Contact: Air /Ground Frequency: A/G 7 166.8500 (South of Highway 40 and North of 1 -70) — CO 02 AG 31 171.5250 A/G 49 168.0375 (South of 1 -70 and West of Highway 24) — CO 03 A/G 9 166.9125 A/G 35 167.2250 (South of 1 -70 and East of Highway 24) — CO 06 A/G 58 169.0875 Other (specify using 1 )0X.XX( numeric format) Wind Speed and Direction: Values at Risk: (Structures, highway traffic, Utilities, etc.) HAZARDS: (Powerlines, other aircraft, etc.) Time /Date Requested: Confirmed: On Scene: CSFS Duty Officer Notified Things to consider when considering aviation resources: 1. Lead plane and aerial observer (air attack) are not covered under WERF. See WERF guidelines for aviation information. 2. Wind decreases aircraft capabilities and effectiveness. If a fire is burning actively because of high winds it is unlikely that aviation resources will be of much value. The maximum winds that fire aviation resources can operate in are between 20 and 30 knots. 3. Fire aircraft do not operate on fires after dark. Some aircraft have to be on the ground one half hour after sunset. Check to local time and make sure that there is enough daylight to fly the mission. 4. Pick the right aircraft for the mission. A helicopter with a bucket can do a lot of good if there is a good water source available. Helicopters are restricted from flying with buckets over major highways or congested areas. Single and multiple engine air tankers are better for more remote areas and areas with over - flight of roads or communities. 5. Air tankers cannot drop retardant near open water. Retardant is highly toxic to fish even in low concentrations. If your mission is near a river, creek, lake or ponds consider asking the aircraft to be loaded with water. 6. Our goal is to get everyone operational on the designated Air /Ground frequencies. There are a few times when this may not be the case due to frequency changes or congestion. If, you do not have the capability of communicating with an aircraft on one of the designated air /ground frequencies, you will need to let dispatch know what actual frequency you will be on. Terms like "Channel 3" or "Fire B" have no meaning to pilots. Instead of saying "TAC 2" you would say "154.295 ". It is highly advisable to have a dedicated Air /Ground frequency anytime that aircraft are used. Trying to combine tactical and aviation traffic on the same frequency leads to congestion and confusion. 7. Aircraft are very expensive to operate. If you have ordered an aircraft consider having one person whose sole responsibility is to monitor that air to ground frequency and avoid the delay and expense associated with problems with initial contact. 8. Telephone lines and other aviation hazards are difficult to see from the air. Advise the aircraft of these or other aviation hazards in the fire area. 9. The ground contact is responsible for making sure that the drop area is clear of personnel and equipment. It is difficult for fixed wing aircraft to see much detail on the ground and the pilots will rely on you to ensure that the drop zone is clear. The pilot will usually ask "Is the line clear ?" If you tell him "The line is clear." he will make the drop based on your call. 10. After a drop provide feedback to the pilot concerning its accuracy and effectiveness. Also let the pilot know if you want any additional drops or if they should hold. Exhibit F 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, Two elements are Less than Two Implement Stage I present, Consider elements are present, Restrictions Stage I Restrictions 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 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 4th 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 J335 (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 Tess 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. Exhibit G Cost Sharing 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/fireground 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: Agency: Name: Name: Title: Title: Agency: Agency: Name: 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: Exhibit H Cooperator Reimbursement Procedures Check CSFS webpage for most up to date guidance. http: / /csfs.colostate.edu /pages /firecooperatorforms.html SO j1 , 0 ET FOREST SERVICE 2012 Cooperator Incident Reimbursement Guidelines Table of Contents A. General Information Page 2 B. Incident Reimbursement Process Outline Page 2 C. Equipment Operators & Single Resource Personnel Page 3 D. Supplemental Resource Guidelines Page 5 E. Days Off & Assignment Extensions Page 7 F. Travel Expenses Page 8 G. Equipment Page 9 H. Fuel Expense . Page 11 I. Requests for Damaged or Lost Equipment Page 11 J. Miscellaneous Expenses Page 12 K. Reimbursement Documentation & Process Page 13 L. 2012 Attachments Page 14 2012 Cooperator Reimbursement Guidelines A. General Information This document provides guidelines for Colorado State cooperators related to the incident assignment and reimbursement process. The Cooperator Resource Rate Form (CRRF) is the basis for the reimbursement process. CRRFs have been completed prior to the fire season as part of county Annual Operating Plans. All current CRRFs are effective from date of signature through April 30, 2014. 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 current standard state cooperator equipment rates. Cooperator equipment should not be signed up using an Emergency Equipment Rental Agreement (EERA). Additional information regarding Colorado cooperators can be found in the current Rocky Mountain /Great Basin geographic area supplement to Chapter 50 of the Interagency Incident Business Management Handbook (I IBMH). 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. All current forms for 2012 are attached. Copies of these guidelines and current standard reimbursement forms are posted on the CSFS website: http: / /csfs.colostate.edu /pages /firecooperatorforms.html . Any expense reimbursed to the department by CSFS but disallowed by the incident agency payment office may be billed back to the cooperator by CSFS. Mutual aid time and expense should be identified in the documentation submitted to CSFS but not included in the total requested for reimbursement. Resource order documentation is required for incident reimbursement. A resource order with completed "fill" information (not "pending ") should be requested from the dispatch center prior to beginning travel to the first incident. Request copies of resource orders for subsequent incidents, but the initial resource order can be used for all incidents during a single mobilization. Provide explanation if no resource order is submitted. 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, without specific incident documentation. If the incident authorizes and documents a period of 24 -hour pay status, the department may be reimbursed for that expense. B. Incident Reimbursement Process 1. Cooperator responsibilities: - Pre - mobilization - have current approved CRRF - ensure equipment and personnel meet NWCG standards - status resources in ROSS with appropriate dispatch center 2012 Cooperator Reimbursement Guidelines 2 - Mobilization - accept incident assignment - request copy of "filled" resource order - travel safely to incident, keep record of travel time and expense - work/rest (2/1) applies, 10 hr driving time /person /day - travel not recommended between 2200 and 0600 hours - Check in at incident - request pre -use inspection for equipment - provide copy of CRRF to finance personnel - On incident - turn time in daily (CTR and Shift Ticket) - notify and document injuries or illnesses promptly - notify and document equipment Toss or damage promptly - 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 - travel not recommended between 2200 and 0600 hours - Submit reimbursement request documentation within 30 days of return - standard CSFS invoice for each incident - resource order copy - deduction for mutual aid time and expense, when applicable - original finance documents from incident - expense documentation for personnel, travel, equipment, fuel - submit directly to CSFS Fire Division 2. CSFS responsibilities: - Email notification of invoice receipt - Payment process - Fire Division review and approval - request payment - copy of adjustments emailed to cooperator - payment via CSU check or electronic transfer C. 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- or part-time employees will be at current department pay rates. Pay rates for personnel paid on an incident -only basis (volunteers and supplemental resources) will be reimbursed based on the assigned position at the rate identified in the Supplemental Resource Classification Level Matrix, unless otherwise determined by Fire Division review. Rates are based on each incident assignment, not the highest qualification of an individual. See Section D and Attachment 1 for current supplemental resource payrate details. 2012 Cooperator Reimbursement Guidelines 3 When billing for personnel time, cooperators will identify payrates as well as base and overtime /premium hours for each day of assignment on an incident. The CSFS Individual Salary Breakdown form (attachment 5) should be used unless an alternate format has been approved by Fire Division incident business staff. The Personnel Resource Listing form should be included with the first invoice submitted for the Galen Jar year if not already submitted to CSFS Fire Division for 2012. Remember that work/rest guidelines (1 hour rest for each 2 hours work) apply to travel time and driving regulations limit an individual's driving time to 10 hours 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. Do not provide an employee's social security number for incident documentation. Provide explanation if original documents are not received from the inddent agency. The original Crew Time Reports (SF -261) will be retained by the incident; they are not requirsd to be submitted with OF -288 for reimbursement. Employees should retain the yellow CTR copies. Remember, an individual should not sign the CTR or OF -288 to authorize their own time worked. Do not make changes to OF -288s after the document has been reviewed and signed by incident finance personnel. Exception: travel time may be filled in when left open by incident personnel when being released from the incident. If return travel time is estimated and recorded on the OF -288 at the incident prior to demobilization, a CTR with actual return travel time should be included with reimbursement request. Meal breaks should be shown during travel. If an error is discovered on the OF -288, include a copy of the appropriate CTR with an explanation of correction(s) needed with reimbursement documentation. CSFS Fire Division staff will review and document the requested correction. Time spent by crew member(s) to rehab engines or tenders upon return from the incident may be included in the reimbursement request. A maximum of four (4) hours may be reimbursed if needed for equipment rehab after an incident assignment. The personnel expense should be identified separately at the applicable hourly rate. A rehab /maintenance factor has already been included in the standard state cooperator equipment rates, so no additional equipment time will be reimbursed. Acceptable full -time personnel costs for reimbursement may include: a. Salary as direct compensation to personnel, for both regular and overtime /premium pay. b. Salary for backfill employees needed to cover for full time employees who are on an incident assignment. 2012 Cooperator Reimbursement Guidelines 4 c. Benefits, including health, life & disability; unemployment; Medicare; workers compensation insurance; retirement, and sick leave. The cooperator may hire incident - only /supplemental resource personnel for incident assignments and will be reimbursed at the approprial:e payrate for the ICS position as assigned on each mobilization. Benefits charged should include workers compensation, as well as overtime, health, life, and disability, if provided to the employee. (See Section D for additional information.) When the OF -288s and OF -286s are not completed by the incident agency, time worked on local assignments may be documented with signed CTRs and Equipment Shift Tickets (STs) only. The original CTRs and STs must be submitted to CSFS for reimbursement. If a portion of the time documented is for mutual aid, no reimbursement for that expense should be requested. Expenses for training, operating, PPE, annual physicals, etc., for department personnel are not considered direct employee compensation and will not be reimbursed. Cooperators must submit an annual Personnel Resource List (attachment 2) to CSFS prior to any request for reimbursement but no later than April 1 each year. Periodic documentation reviews by CSFS Fire Division staff may be done as needed. D. Supplemental Resource Guidelines There are situations when additional support personnel are necessary for national mobilization and the need can be filled by supplemental personnel available to the department. When this situation arises, resources will be mobilized via the process outlined here and documented with the current CSFS Cooperator Resource Rate Form (CRRF) component of the state Annual Operating Plan (AOP) and in each county AOP. When mobilizing Supplemental Fire Department Resources outside of the fire district or mutual aid zone, the following will apply, based on NWCG #004 -2009 dated 2/6/09. For purposes of this exhibit, the following definition of Supplemental Fire Department Resources will apply: "Supplemental Fire Department Resources - Overhead tied to a local fire department generally by agreement who are mobilized primarily for response to incidents /wildland fires outside of their district or mutual aid zone. They are not a permanent part of the local fire organization and are not required to attend scheduled training, meetings, etc. of the department staff." While on assignment, these individuals are department employees and the department will be reimbursed for their actual costs as defined in this document. D.1. Mobilization Mobilization will follow established ordering procedures as identified in the National, Geographic, and Local Mobilization Guides. Resources will be 2012 Cooperator Reimbursement Guidelines 5 mobilized by the Host Dispatch Zone in which the department is located. Personnel will be provided a copy of the resource order request after confirmation of availability and prior to departure from their home jurisdiction. Resource orders shall clearly indicate incident assignment, incident location, expected incident arrival time, and any additional special needs or equipment authorizations, e.g. cell phones, laptops, rental vehicles, etc. D.2. Reimbursable Costs Reimbursable costs for personnel include compensation rates for hours worked, benefits, transportation, and per diem. It is the intent of this provision that the Supplemental Fire Department Resource be paid a regular compensation rate for all hours worked plus an overtime compensation rate for actual overtime hours worked, including travel. Reimbursable costs shall not include portal to portal pay or the employee portion of benefits. Travel and per diem reimbursements will be based on the Federal Travel Regulations. Backfill is not reimbursable for personnel hired as Supplemental Fire Department Resources. An indirect cost allowance equal to ten percent of the direct salary and wage cost of providing the service (excluding overtime, shift premiums, and fringe benefits) is allowed. (OMB Circular A -87) D.3. Personnel Qualifications All personnel will possess an active Incident Qualification System Incident Qualification Card commensurate with all current and applicable NWCG 310 -1 standards for training and qualifications. Personnel will be qualified for their assigned positions. Each department is responsible for annually certifying and maintaining the qualifications of their Supplemental Fire Department Resources. Each department will bear the cost of training for their Supplemental Fire Department Resources. Any personnel to be mobilized under this exhibit will be listed on Personnel Resource List form (Attachment 2) in the by name, position(s), and identified as a single resource. This Attachment 2 will be maintained with CRRFs by the CSFS Fire Division at the CSFS State Office. While on assignment, these individuals are department employees and each department will be reimbursed for their actual costs as defined in this appendix. D.4. Rate Determination The basis for the computation of base hourly rate is the classification level of the position filled according to the Supplemental Resource Classification Level Matrix (attachment 1). Base hourly rate shall be no more than step 5 of the appropriate GS wage adjusted for locality pay at the location of the fire district. These rates can be found on the OPM web site htfp: / /www.opm.gov, Salaries and Wages. 2012 Cooperator Reimbursement Guidelines 6 Personnel are hired at the rate of the position being filled, not their highest qualification. The hourly compensation rates identified in the AOP are computed as follows: 1) Regular Compensation Rate: The rates listed include base hourly rate determined above plus employee benefits. Ernployee benefits include those costs actually incurred by the department for the employment of these individuals, such as employer liability, workers compensation, employer share of social security, etc. 2) Overtime Compensation Rate: Overtime compensation rates are paid based on a 7 day work week beginning on day one of mobilization. Compensation rates are paid at time and a half of the base hourly rate for all hours worked in excess of 8 hours per day for the first 5 days and full time and one half for all hours worked during the remainder of the work week. Compensation includes travel time. 3) Hazard Pay Rate: While the NWCG direction provides for hazard pay premium compensation, as the sponsoring agency, CSFS's standard business practices do not include hazard pay for state employees or cooperators. Therefore, hazard pay will not be afforded to supplemental resources. D.5. Days off at Incident Days off at the incident will be paid for 8 hours. Work/rest guidelines will be followed, and mandatory days off will follow current guidelines (IIBMH 12.7 -2 #4). Once travel to the home unit commences, days off will not be paid. D.6. Transportation and Per Diem Per diem reimbursements will be based on the Federal Travel Regulations. The payment rate for privately -owned vehicles (POVs) used to support Supplemental Fire Department Resources shall be at the current Federal Travel Regulation rate. E. Days Off and Assignment Extensions All personnel should 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 agency and the interagency dispatch system. Any department replacement earlier than requested by the incident agency will be at the department's expense and not reimbursed. The incident may request to keep resources longer than 14 days. Assignment Extension procedures as defined in the IIBMH will be followed. Crew rotations may be requested by incidents and will be coordinated, processed and paid for through the incident 2012 Cooperator Reimbursement Guidelines 7 agency dispatch process. The cost of crew rotation/swaps at the request of the incident will be reimbursed to the cooperator. Personnel are entitled to two (2) days off following return from 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 day:, off (either at the incident or after return) occur on an employee's regular day off, no salary expense will be reimbursed. Supplemental resources and volunteers will be compensated for 8 hours on 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 when given at the incident. F. Travel Expenses Travel expenses will be reimbursed to the cooperator for eligible expenses paid to their employees. Standard CSFS travel summary form (attachment 6), identifying overnight locations and applicable per diem rate(s), should be included with request for reimbursement. Per diem will be reimbursed only for meals provided during travel to and from an incident. Meal receipts are not needed for per diem reimbursement. bu sement. Stan r d p Standard Continental US (CONUS) per diem rates, based on overnight location, will be the maximum reimbursed. Specific per diem rates can be found at www.qsa.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 an explanation or IMT documentation when asked to provide own meals and /or lodging during the incident. Deductions may be made if invoice documentation does not support return travel time claimed. Itemized receipts are required for lodging and other miscellaneous expenses. Credit card receipts alone are not acceptable documentation for reimbursement. Personal items such as ice, pop, coffee, snacks, postcards, film, etc., purchased are typically not 2012 Cooperator Reimbursement Guidelines 8 reimbursable. When cost of overnight 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 CSFS, unless the traveler has specific resource order authorization for these additional charges. (See National Interagency Mobilization Guide, Chapter 10 for current weight allowances and exceptions.) In addition, airline seat upgrade fees are not a reimbursable expense. Use of an employee's privately owned vehicle (POV) for travel to an incident should 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. Include documentation of start and stop locations for mileage reimbursement. 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 will not be reimbursed. Minimize the cost of airport parking whenever possible. Use long term parking instead of higher cost, close parking. POV mileage reimbursement for round trip both to and from airports is acceptable in place of airport parking. Document both odometer readings and mileage on shift tickets for POV usage. 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. G. Equipment When traveling to or from the incident, the Minimum Daily Guarantee for equipment does not apply on the first or last days. Payment is for the actual hours of travel and work only. Engines and tenders being transported to an incident will be reimbursed at the work rate for the hours being hauled in travel status, not to exceed the Minimum Daily Guarantee. Engines and tenders driven to an incident is compensated at the established work rate for all hours of driving. G.1. Lowboy Transportation For incident destinations beyond 300 miles from the cooperator's home unit, transportation by lowboy is preferred for Type 1, 2, 3, and 4 engines. Other engines 2012 Cooperator Reimbursement Guidelines 9 and tenders may be transported on a case -by -case basis. Contact CSFS Fire Duty Officer or Incident Business Specialist for further information. Department should request lowboy transportation from dispatch center as needed when accepting engine or tender 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. Transport should be released when equipment has been delivered to the incident. Return transportation should be arranged by the incident when equipment is released. Copy of paid receipt for lowboy transport to the incident must be included with reimbursement. If lowboy transportation for engines and tenders is not available to the incident, an additional special rate of $1.00 /mile will be allowed for driving distances over 300 miles. In addition to hours driven, the odometer readings (to nearest whole mile) should be recorded on Shift Tickets to document total miles driven. Mileage reimbursement does not apply when traveling on or between incidents during the sarne mobilization. If mileage information is not tracked to 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. G.2. Inspections 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 use charges will be reimbursed for tools and equipment listed on engine 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, chainsaws, etc.) Normally, cooperators will not be reimbursed for equipment staffing exceeding Rocky Mountain Area standards, unless requested and approved by the incident on the resource order. 2012 Cooperator Reimbursement Guidelines 10 Equipment assigned to a state EFF fire but not listed on an approved CRRF will be reimbursed at the current standard state cooperator rates. A CSFS representative will assist incident personnel to complete a CRRF. 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 when 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. Department vehicles will be reimbursed at the standard state daily rate. Mileage will not be charged as actual fuel expense is eligible for reimbursement. Up to four (4) hours of personnel time will be allowed for crew members to rehab equipment after return from an assignment. No additional equipment time will be reimbursed. G.3. FEPP Engine Use 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 for appropriate billing to the incident. G.4. State -owned Engine Use 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. Original pink Shift Tickets and original Equipment Use Invoices for these engines must be provided to the CSFS Fire Division appropriate billing to the incident. H. Fuel Expense Fuel costs incurred during the incident assignment will be reimbursed based on copies of fuel receipts. Fuel Summary form (attachment 9) should be completed to record expense and submitted with copies of receipts. 2012 Cooperator Reimbursement Guidelines 11 If receipts are lost or illegible, a copy of a credit card statement showing transaction(s) will be acceptable documentation for reimbursement. I. Requests for Damaged or Lost Equipment All requests for reimbursement of 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 reimbursement allowance does not guarantee approval of reimbursement and will not be used as sole documentation for resolution. If a finance position is not staffed at the incident, the reimbursement request documentation should be provided to the Incident Commander or local agency FMO or IBA. Use a separate Cooperator Incident Assignment Invoice form (attachment 3) and the Miscellaneous Expense Summary (attachment 10) to request reimbursement for Toss of or damage to department equipment. Incident report and authorization documentation, copy of resource order and copy of invoice for actual expense must accompany all requests for actual replacement or repair expense. Reimbursement payment determination will be made by CSFS Fire Division staff. Replacement of tires and windshields will generally not be reimbursed by the incident. Requests for damage that appear to be outside of "normal wear and tear" should be properly documented at 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 ai 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. If not documented and authorized by incident agency, CSFS may not reimburse department expense. Any items covered by department insurance should be deducted from request for reimbursement against the incident. Reimbursement request should be for expense not covered by insurance. J. 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. Actual department administrative expense for invoice documentation preparation may be added to cooperator billing invoices. Charges for personnel costs should be 2012 Cooperator Reimbursement Guidelines 12 identified by number of hours and hourly rate and shown on the Miscellaneous Summary form (attachment 10). CeII 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. Additional expense for 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 additional airtime and toll charges 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 reimbursernent request with the calls appropriately identified for the incident. Position- specific kits and personal equipment will not be reimbursed at a daily rate but may be covered by reimbursement for Toss, repair or one -time cleaning/rehab charge. Authorized use on the incident, and any additional expense reimbursement, must be documented on the resource order. K. Reimbursement Documentation and Process Documentation for prompt reimbursement to the department includes a signed Cooperator Incident Assignment Invoice (attachment 3) 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. Deductions should be shown for mutual aid time when applicable and no reimbursement requested for that expense. If additional expense does not get included with an invoice already submitted, please put additional expense on a new /second invoice. Do not submit a new invoice with the revised total expense, but note that new invoice includes expense not originally submitted. Reimbursement requests with complete supporting documentation should be submitted to the CSFS Fire Division within 30 days after return from an incident. Send all documentation to: CSFS Fire Division, Bldg 1049, 5060 Campus Delivery, Fort Collins, CO 80523 -5060. Confirmation of invoice receipt will be sent to department contact, if email address is provided on checklist. Payment requests are processed on a "first come, first served" basis. Copies of invoice adjustments will be faxed or emailed to cooperators, if email address is provided. Check requests are submitted to CSU for processing. CSU checks are usually issued twice weekly. Departments may make electronic transfer arrangements by contacting CSU Accounts Payable (970 -491- 7113). 2012 Cooperator Reimbursement Guidelines 13 Quesions regarding payment status can be sent to firebill @lamar.colostate.edu or call the Fire Division: Leslie Dawson (970) 491 -8538 or Erin Claussen (970) 491 -7911. Direct other questions or comments to: Janell Ray, Incident Business Specialist, (970) 491 -1063 or janell.ray @colostate.edu. L. 2012 Attachments: 1. Volunteer and Supplemental Resource Classification Level Matrix 2. Personnel Resource List 3. Cooperator Incident Assignment Invoice 4. Personnel Summary 5. Individual Salary Breakdown 6. Travel Expense Summary 7. Individual Travel Breakdown 8. Equipment Use Summary 9. Fuel Summary 10. Miscellaneous Expense 11. 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L ° m p g -- L. k E k th & 0 J @ 0 CL a. 0 0 o 0 z k 0 o ¢ o CC 3 C e g c 3 rtS @ m E ....7; % m C \ O. z 2 @ @ o § _ E •- m — U Q E \ k 2 k u) E / & k E > -0.- -.7, 0 0 o ƒ k E *I 8 al Ca W 2 cc 1— 1 2 - - - - u COLORADO STATE FOREST SERVICE - 2012 Season Cooperator Incident Assignment Invoice O From Cooperator /Department Date FOREST SERVICE Incident Name: Incident Number: Mutual aid deducted? Incident Financial Code: yes N/A Resource Request Number: Assignment Inclusive Dates: Total Personnel Summary: $ Total Travel Summary: $ Total Equipment Summary: $ Total Transport Summary: $ Total Fuel Summary: $ Total Miscellaneous Summary: $ Total Reimbursement Request: $ 0 Send payment to: I certify that this request and the documentation included for reimbursement are correct and accurate. Signature: Chief or Authorized Representative Date CSFS Log # Attachment 3 2012 COLORADO STATE FOREST SERVICE - 2012 Season Personnel Summary E - FOREST SERVICE Date Cooperator /Department Incident Name & Number Name Expense _ - Total Personnel Expense Attachment 4 2012 t' § 0 4 § e [ J m Csl ,,, To � 2 o % $ -- - -- 1- ^/ _ - - - - -- - - 2 0 \ 7 ƒ 2 @ d o \ a) CO w \ } / - ( £ m — \t ƒ g \k \} /¢ !� # & V 0 « al \ 3 \ \ ) \ cm , § § mI - co IX ƒ c \ E 0 -5 E ) dr o o t } co \ / a ® - ■ 2 2 0 w I E 2. w E j cc I \ k o. $ ( »_ } � >® CL -- Cs) ® 15 / E q e ; o \ � 7 0 o 0 % @ o ...1 CU Jw 0. 0 ■ ; 2 -ƒ a OA L $ • ill m o E 0 �} 0 ƒ / c cI a) u3 m . CD - $® o 9 § a CO 01 k CC _ 0 - _ 2 c § $ .- W 0 f a) .- 0 @ 77 0 f / /$2 CD m E $ ■ co 0 a) E _ f « 2 t z § c E ! -J { ) \ O& e 0. a ƒ ° § a 0 I c J 3 c 03 cc } q COLORADO STATE FOREST SERVICE - 2012 Season Travel Expense Summary itirg FOREST SERVICE Date Cooperator /Department Incident Name & Number Name Expense _ $ - Total Travel Expense Attachment 6 2012 COLORADO STATE FOREST SERVICE - 2012 Season Individual Travel Breakdown 41 Ilk From Cooperator /Department FoRI':s°r SERVICE Incident Name Traveler's Name *PER DIEM WEB SITE: www.gsa.gov (include copy of GSA rate documentation used) Per diem rate at overnight location. Claim only meals purchased. Note here different schedule of travel reimbursement rates used by department: Travel Location(s) Per diem Total Total Date Frorr : To: Rate* B L D I Per Deim Lodging Total Per Diem & Lodging Expense: $ - $ - Personal vehicle (POV) used on this incident: Other Travel Expenses: (include pink Shift Ticket copies) (receipts must be included) Total Date: Driven from where to where: # miles Rate , Rental vehicle From /To: 0.00 Rental vehicle fuel Durinci: 0.00 Parking 0.00 Tolls From /To: 0.00 Shuttle /taxi 0.00 Baggage fees Total POV Mileage Claimed: 0 $0.00 Total Other Travel Expense: $0.00 TRAVEL EXPENSE SUMMARY Per Diem $ 0.00 Lodging $ 0.00 POV Mileage $ 0.00 Other Travel Expense $ 0.00 TOTAL. TRAVEL REQUEST $ 0.00 Attachment 7 2012 COLORADO STATE FOREST SERVICE - 2012 Season ilk Equipment Use Summary e FOREST SERVICE Cooperator /Department Incident Name Attach signed original Emergency Equipment Use Invoice (OF -286) and all pink copies of Emergency Equipment Shift Tickets (OF -297) from incident. Dates Incident Name OF -286 Total Reassigned from: Reassigned to: a. Total Equipment Use Request: ,$ Grew swap occurred on: Original crew names: Replacement crew names: b. W nen CSFS assigned FEPP equipment is used, a daily rate of $50 will be reimbursed to the department (not additional expense to incident). $50 x _ days = $ rc. EngineTrender was transported to incident: yes or no (max daily guarantee) Date(s) on transport (hrs on STs): $ Transport/lowboy expense (must include paid invoice copy): $ [ i ngine/Tender was driven to incident over 300 miles from home: yes I To incident - -from and to: Total miles to incident: Less 300 miles -- reimbursement @ $1 /mile: 1$ From incident - -from and to: Total miles home from incident: Less 300 miles -- reimbursement @ $1 /mile: 1$ d. Total Transport Request: I$ 2012 Attachment 8 COLORADO STATE FOREST SERVICE - 2012 Season Fuel Summary Cooperator /Department SERVICE Incident Name Attach copies of fuel receipts; use additional pages as needed. No reimbursement without receipt copy. Fuel Date Location Amount r Fuel reimbursement total: $0.00 Attachment 9 2012 COLORADO STATE FOREST SERVICE - 2012 Season Miscellaneous Expense C70 From Cooperator /Department Date FOREST SERVICE Incident Name 1. Administrative Processing Expense $) Identify number of hours and hourly payrate for time spent in incident invoice preparation. x # hrs payrate Name 2. Request for Lost or Damaged Tools and Equipment $` Sul3mit separate cooperator invoice for reimbursement. Attach documentation and authorization from incident and copies of paid invoices for reimbursement of actual expense. Include resource order from assignment. 3. Cell Phone Reimbursement $1 Attach copy of cell phone billing(s) showing call detail. Only extra toll and long distance charges may be reimbursed. 4. Supplemental Resource Overhead $1 01 10% overhead allowable for department supplemental resource personnel. Name: $ x hours =$ x10% base hrly rate base /regular hours base salary TOTAL MISC EXPENSE $1 0I Attachment 10 2012 CSFS Reimbursement Documentation Checklist (2012 Fire Season) Please in :lude one checklist with all documentation from each mobilization. Attach a separate Invoice for each incident assignment during the mobilization. CSFS Fire Division personnel will acknowledge receipt of reimbursement requests f email address is provided below. Cooperator Name: Date: Incident Name(s): DOCUMENTATION NEEDED WITH REQUEST FOR REIMBURSEMENT INVOICE: ❑ Signed CSFS Cooperator Incident Assignment Invoice for each incident. o Indicate that time covered under Mutual Aid has been deducted from both personnel and equipment reimbursement request. ❑ Resource Order copy for initial mobilization. If no resource order is provided, explain why. ❑ Incident Personnel Summary, if more than one person is included on this invoice. a Original Emergency Firefighter Time Report(s) (OF -288) from each incident. Original Crew Time Reports (SF -261) are required only when an OF -288 is not issued at the incident. Individuals should not sign their own SF -261 or OF -288. o Include explanation if original documents are not included. ❑ Individual Salary Breakdown form for each individual. If more than one Individual Salary Summary form is needed, include Incident Personnel Summary form. o Identify base and overtime hours for each day. o Include hourly rates and benefits. ❑ Travel Expense Summary form, if more than one person included. ❑ Individual Travel Expense form for each individual. o Copy of GSA per diem rate documentation used. o Copy of lodging receipt(s). o Copy of rental vehicle receipt with resource order authorization. o Pink Shift Ticket for POV mileage documentation, if appropriate. ❑ Equipment Summary form for each piece of equipment. Include transport documentation when engine or tender is hauled via lowboy transport or driven to incident beyond 300 miles from home unit. ❑ O - iginal 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. ❑ Miscellaneous Expense Summary for administrative processing time. See current re mbursement guidelines for other eligible expenses. ❑ A separate Incident Invoice is needed to request reimbursement for repair or replacement of tools or equipment and requires additional documentation: o Copies of Vehicle /Heavy Equipment Safety Inspection Checklist(s) (OF -296) (both pre- and post -use) if completed at incident. o Copy of incident report documenting circumstances of loss or damage. o Copy of paid receipt(s) showing actual cost of item(s) purchased or repaired. ❑ Current CRRF copy. ❑ Comments and additional expense documentation included: In case of questions, please contact: Send invoices to: Colo State Forest Service Department Contact Name Phone Fire Division, Bldg 1049 5060 Campus Delivery Ft Collins, CO 80523 -5060 Email Fax # Attachment 11 2012 / ± c / o momiO -0 5 g ƒ ' = 2 2 8 / / \ o CO / . _G ° ° L 0 E § § �y -o f 0 L « 0- . E = 2 « $ ° ° E % 2 7 7 3 2 o e • o a s 5 n 3 0 c -°, 3 u) m = @ 2 E 0 . m .@ 2 \ E c W 2 2 / @ 2 @ \ G) \ ƒ / ƒ 0 ? O 2 2 @ -8 ® 3 / k \ cn _ c % o> c/ c o 0 0 3 2 6 — 0 - ƒ / \ CO o 2 a® 2 c c \ . o TD • 0 o % > 2 . O § m Ti-, -- \ 0- c ' 2 E % c ■ ■ ¥ e ■ u) 5 ° c M 2 2 / E s- c E co CO \ c / o .2 : 2 - _ •4 5 m 2 2 0/ 0 f c c 0 0 ƒ 2 0 0 7 ®» a) Ce _ E o & 2 a / e / 0 / o c 0 c y _ B \ « 0 a) U. .r- ■ T- ° ƒ N c › - c) / $ U ° ƒ o w k 0 a 4 c . ƒ E \ 0 w _ _ a) 0 0 0 CD 0 0 O 0 k u 0 m 0 0 0 Ce U e g c _ co 0 \ E . : o * y m e -o - > c $ CL E % 0 \ E \ \ ° \ { CO 2 I / © U § - o % 0 - / >, @ y E C \ c ± .- (a § E \ / Q \ m w k�ƒ 1- 0 2 u # COLORADO STATE FOREST SERVICE - 2011 Season Cooperator Incident Assignment Invoice From Cooperator /Department Date J�n SERVICE Incident Name: Incident Number: Mutual aid deducted? Incident Financial Code: yes N/A Resource Request Number: Assignment Inclusive Dates: Total Personnel Summary: $ Total Travel Summary: $ Total Equipment Summary: $ Total Transport Summary: $ Total Fuel Summary: $ Total Miscellaneous Summary: $ Total Reimbursement Request: $ 0 Send payment to: I certify that this request and the documentation included for reimbursement are correct and accurate. Signature: Chief or Authorized Representative Date CSFS district CSFS Log # Attachment 3 2011 COLORADO STATE FOREST SERVICE - 2011 Season Personnel Summary 9? 2 e dO F OR EST SERVICE Date Cooperator /Department Incident Name & Number Name Expense $ - Total Personnel Expense Attachment 4 2010 ± E /� .\ - E ° $ 4 | , \ ( \ | � e �� 5 • C _ To '8 / _ —ƒ _ § § > } c, z _ cn \ \ W a) E \ ) a) o / } » \ 5 m / co o I. \ f / — G E E } & E \ % © 6 LI ts `.E 17,, \ /ƒ / c 3 D. k /m $ § . $ J f \ \ k 1 \ k \ / j 3 E _ ) ( _ o 4'. § a $ E% CO ) \ u) C. { i } \ J R % 0 m \ / / ) 2 \ A. © . m° § g c co \ K 0 i § RS 2 3 ° E \ \ 2 0 2� / CNI z = c / 2 w G» e • / s O @ / % / j Ce CC co co S . j§ 3 C W \i 2 r — . . . . \ f \ O ° ) — LL c 2 w o . \° f / k £ { ® 2 2 « , u .ti c W ) k O t K E i LO CI 76 2 E — z 3 o \ 0 0 \ ) 2 \ \ rn c § a k j 0 j j §— 3 ® COLORADO STATE FOREST SERVICE - 2011 Season Travel Expense Summary ilk MVO FoREsT SERVICE Date Cooperator /Department Incident Name & Number Name Expense $ - _ Total Travel Expense Atte chment 6 2011 COLORADO STATE FOREST SERVICE - 2011 Season Individual Travel Breakdown ilk From Cooperator /Department CAVzio lira:v Ill, Incident Name Traveler's Name *PER DIEM WEB SITE: www.gsa.gov (include copy of GSA rate documentation used) Per diem rate at overnight location. Claim only meals purchased. Note here if department has different schedule of travel reimbursement rates: Travel Location(s) Per diem Total Total Date From: To: Rate* B L D 1 Per Deim Lodging Total Per Diem & Lodging Expense: $ - $ Personal vehicle (POV) used on this incident): Other Travel Expenses: (pink Shift Tickat copies included) (receipts must be included) Total Date: Driven from where to where: # miles Rate Total Rental vehicle To: 0.00 Rental vehicle fuel During: 0.00 Parking 0.00 Shuttle /taxi /tolls Frorr : 0.00 Baggage fees 0.00 Total Other Travel Expense: $0.00 Total POV Mileage Claimed: 0 $0.00 TRAVEL EXPENSE SUMMARY Per Diem $ 0.00 Lodging $ 0.00 POV Mileage $ 0.00 Other Travel Expense $ 0.00 TOTAL TRAVEL REQUEST $ 0.00 Attachment 7 2011 COLORADO STATE FOREST SERVICE - 2011 Season Equipment Use Summary 0, 4 F, s,. Cooperator /Department Date Incident Name Attach signed original Emergency Equipment Use Invoice (OF -286) and all pink copies of Emergency Equipment Shift Tickets (OF -297) from incident. Dates Incident Name OF -286 Total Reassigned from Reassigned to Total Equipment Use Request: $ .................... 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 days = $ 1 Equipment was transported to incident: yes or no (max daily guarantee) Date(s) on transport (hrs on STs): $ Transport/lowboy expense (must include paid invoice copy): $ 1 Equipment was driven to incident over 300 miles from home: yes or no To incident- -from where to where: Total miles to incident: Less 300 miles -- reimbursement @ $1 /mile: I$ From incident - -where to where: Total miles home from incident: Less 300 miles -- reimbursement @ $1 /mile: IS Total Transportation Request: I$ Attachment 8 2011 Attachment 8 2011 z do ()REST 2011 Attachment 8 �.. i i COLORADO STATE FOREST SERVICE - 2011 Season Fuel Summary Cooperator /Department CA rd° rcnuP s RVa:e 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 Attachment 9 2011 COLORADO STATE FOREST SERVICE - 2011 Season Miscellaneous Expense From Cooperator /Department Date CIO FOREST SERVICE Incident Name 1. Administrative Processing Expense $I Identify number of hours and hourly payrate for time spent in incident invoice preparation. x # hrs payrate Name 2. Request for Lost or Damaged Tools and Equipment $I Submit separate cooperator invoice for reimbursement. Attach documentation and authorization from incident and copies of paid invoices for reimbursement of actual expense. Include resource order from assignment. 3. Cell Phone Reimbursement $I Attach copy of cell phone billing(s) showing call detail. Only extra toll and long distance charges may be reimbursed. 4. Supplemental Resource Overhead $I 01 10% overhead allowable for department supplemental resource personnel. Name: $ x hours = $ x 10% _ base hrly rate base /regular hours base salary TOTAL MISC EXPENSE $I 01 Attachment 10 2011 CSFS Reimbursement Documentation Checklist (2011 Season) lease include one checklist with all documentation from each mobilization. Attach a separate 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): IDOCUMENTATION NEEDED FOR PAYMENT: ❑ Signed CSFS Cooperator Incident Assignment Invoice for each incident. ❑ Resource Order copy for initial incident during current mobilization. Whenever possible, request resource orders for each additional incident assignment. ❑ Incident Personnel Summary, if more than one person included. ❑ 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 at the incident. ❑ Individual Salary Breakdown form for each individual. If more than one Individual Salary Summary form is needed, include Incident Personnel Summary form. o Identify base and overtime hours for each day. o Include hourly rates and benefits. ❑ Travel Expense Summary form, if more than one person included. ❑ Individual Travel Expense form for each individual. o Copy of GSA per diem rate documentation used. o Copy of lodging receipt(s). o Copy of rental vehicle receipt with resource order authorization. o Pink Shift Ticket for POV mileage documentation, if appropriate. ❑ Equipment Summary form for each piece of equipment. Include transport documentation when equipment (engine or tender) is hauled via lowboy transport or driven to incident beyond 300 miles from home unit. ❑ 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. ❑ Miscellaneous Expense Summary for administrative processing time. See current reimbursement guidelines for other eligible expenses. ❑ Request for reimbursement for repair or replacement of tools or equipment require a separate Incident Invoice and require additional documentation: o Copies of Vehicle /Heavy Equipment Safety Inspection Checklist(s) (OF -296) (both pre- and post -use) if completed at incident. o Copy of incident report & authorization documenting circumstances. o Copy of paid receipts showing actual cost of item(s) purchased or repaired. ❑ Current CRRF copy. ❑ Comments and additional expense documentation included: In case of questions, please contact: Send invoices to: Colo State Forest Service Department Contact Name Phone Fire Division, Bldg 1049 5060 Campus Delivery Ft Collins, CO 80523 -5060 Email Fax # Attachment 11 2011 N 0 K 1- 7.7. 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