SH23-012 USFS Modification of Grant or Agreement

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Addendum A U.S. Forest Service Fire Emergency language & Billing Protocol Coop Law Enforcement Agreements / Operating & Financial Plan Fire Emergencies: During fire emergencies, the U.S. Forest Service will reimburse the County for actual costs incurred while the County is providing assistance requested by either the Agency Administrator or Incident Commander. Reimbursement for personnel wages and services are based upon the information in the resource order and must identify the number of roadblocks, number of personnel required, hours and time frame required and must be ordered by the Incident Commander or Agency Administrator. A copy of the resource order generated for the request for assistance will be provided by the U.S. Forest Service dispatch to the County. It is critically important that the Incident Management Team, Agency Administrator, and the Sheriff /County Official agree to what emergency services are needed and listed in the Resource Order and Incident Action Plans for each day until this resource is no longer required. Upon request of the Agency Administrator or Incident Commander, a County designated Liaison(s) to the fire incident(s) may be established. The liaison will be requested via an incident resource order. The liaison(s) primary duties, on behalf of the County Sheriff, will be to attend public meetings, planning and Incident Command meetings. Eligible costs for reimbursement will include personnel time. If meals and lodging are required for county officials, authorization must be documented using the standard fire meals and lodging authorization forms provided by the host fire unit. Cooperator personnel directly assigned to the incident by a resource order will be entitled to meals that are provided on the incident. Administrative support (e.g. posting incident time, delivering meals, bill preparation, etc.) will be reimbursed on an actual cost basis. The County will prepare and submit an itemized accounting of actual cost as part of the reimbursement request. What is not eligible for reimbursement? 1. Law enforcement duties that are within the normal jurisdictional responsibilities such as enforcement, patrols, evacuation. 2. Automotive repairs, tires, and services are covered in the prevailing wage rate as identified in the OP Provision I. B. Billing Protocol: Documentation required to be submitted by the County to the FS for payment processing: • Resource Order. Resource order will state what kind of assistance is ordered, how many people requested, and the time period for the services as ordered by the IC or Agency Administrator. • Copy of Cooperative Law Enforcement Agreement and Operating & Financial Plan. • UEI number. Active status in System for Award Management (SAM). Tax ID number. Breakout of actual costs: o Salary — Daily Crew Time Reports, Payroll summary by hours per day or timesheets of personnel. o Supplies — Copies of receipts with date and description of items purchased and FS authorization (S# or FS Signature) for purchase. o Mileage — Summary by day by vehicle and personnel using the vehicle.