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Contracting Officer

Position Description

Introduction

This position may serve as part of an Incident Management Team, a Buying Team, or as a single resource providing procurement support for fire suppression or all-risk assignments; e.g., hurricanes, floods, etc.

Duties

  • Procures the most difficult items (i.e., is subjected to complex acquisitions that are not typical of regular procurement duties).
  • Administers various contracts that often are not consistent with well-established regulations and laws.
  • Negotiates emergency Equipment Rental Agreements, Land Use Agreements for unusual and nonstandard items that could accrue substantial dollars.
  • Uses expert professional level judgment to interpret guidelines, establish procedures, decide on approaches, resolve or prevent specific problems.
  • Reviews detailed nonstandard statements of work for adequacy, etc.
  • Terminates contracts and uses negotiated techniques to do so, as necessary.
  • Changes default charge code Job code) in the Purchase Card System (PCMS) to an incident job code when dispatched to an incident.
  • Places orders and processes all related paperwork, including completing waybills and maintains logs in a timely manner and in accordance with regulations.
  • Audits orders, waybills, and vendors' invoices to assure that paperwork is complete, documented adequately, and copies are available for files. Documents receipts with proper management/accounting code, resource order number, and signatures. Files documents appropriately.
  • Confirms verbally placed purchase orders in writing and in a timely fashion.
  • Keeps the Buying Team Leader or Assistant/Deputy Leader or other identified supervisor informed of day-to-day actions, including resource order status and any problems.
  • Prepares necessary documentation for property, commissary purchases, and Emergency Equipment Rental Agreements. Ensures that the documentation is complete (e.g., that the Equipment Use Envelope -OF-305 -contains the Agreement, resource order number, pre-use inspection, use invoice, and beginning shift ticket showing time and location at time of hire).
  • Relays to dispatch and/or expanded dispatch or incident camp, whichever is applicable, the estimated time of departure (ETD) and estimated time of arrival (ETA) for shipments (e.g., for supplies, equipment from the Buying Team to the incident base).
  • Completes and files paperwork daily. May be required to input costs into spreadsheet as necessary.
  • Reconciles accounts no later than 30 days after a transaction appears in PCMS, absent extenuating circumstances.
  • Issues Contracting Findings and Determination, if appropriate.

Position Knowledge and/or Requirements

  • Professional level in-depth, broad knowledge of the Federal Acquisition Regulations (i.e., FAR Part 12,13,14,15,16, and 17; FSAR Part I Complexity Requirements; Exigency Requirements/procedures; AGAR), methods, procedures, and business practices, coupled extensive contracting experience sufficient to handle the most difficult and complex procurement assignments.
  • Requires completion of I-100, Introduction to Incident Command Systems; S-260, Interagency Business Management; S-261, Applied Interagency Incident Business Management.
  • Must complete annually the incident micro purchase refresher course in order to maintain a purchase card.
  • Must have been a warranted Contracting Officer with at $100,000 to $1,000,000 purchasing authority at the time of departure from the Federal Government.
  • Must be current in maintenance training as required by the FSAR.

Supervisory Controls

The supervisor or other designated authority assigns work with standing instructions and objectives, priorities, and deadlines, and indicates special considerations or unusual requirements.

The incumbent independently plans the manner in which assignments are to be carried out, and handles problems and deviations in accordance with instructions, policies, previous training, and accepted procurement practices.

Completed work is usually evaluated for appropriateness, technical soundness and conformity to policy and requirements. Methods used by the incumbent are not usually reviewed in detail.

Guidelines

Guidelines include FAR Parts 12, 13, 14, 15, 16, and 17; FSAR Part 1 Complexity Requirements; Exigency Requirements/Procedures; AGAR Regulations/Procedures; FSAR Part 1, Complexity Requirements; and Exigency Requirements/Procedures; and DOI and bureau policy statements and guidance materials. Because of the unique nature of some needed procurements, these guidelines are not completely applicable to all assignments.

The incumbent uses judgment in interpreting and adapting the available guidelines for application to specific cases or problems. The incumbent analyzes results and may recommend changes.

Complexity

The work typically includes varied duties that require many different and unrelated processes and methods, such as those required to make a variety of unique purchases using both non-competitive and competitive acquisition procedures. The incumbent makes rapid choices, under pressure, such as whether to meet requirements by ordering against an existing contract, or entering into a new contract, etc.

Decisions as to what needs to be done include the incumbent's assessment of unusual circumstances, variations in approach, and incomplete or conflicting data.

The work requires making decisions concerning such things as interpretation of considerable data, planning the work, or refinement of the methods and techniques to be used.

Scope And Effect

The work involves purchasing a variety of complex goods, services, and equipment to meet the objectives of the incident. The work involves applying conventional practices to resolve a variety of purchasing issues; e.g., restrictive specifications, urgent need, and insufficient price history.

How an item is purchased may affect the physical well-being of others. For example, arranging for the timely delivery of urgently needed medical supplies may affect care of patients.

Personal Contacts

Some contacts are with individuals from outside the agency; e.g., with contractor representatives.

Purpose Of Contacts

The purpose of contacts is to ensure and/or gain compliance with contract terms, and to ensure timely delivery of purchased services, supplies, and equipment.

Physical Demands

The work is primarily sedentary, but some physical exertion is occasionally required; e.g., some standing, walking, bending, sitting, traveling, and working extended hours.

Work Environment

Some physical discomfort (e.g., may be required to sleep on the ground) when assigned to an Incident Command Post.

Listed in 310-1
No

NWCG Latest Announcements

2025 Professional Reading Program

Date: February 18, 2025
Contact: Wildland Fire Leadership Development Program (WFLDP)

The Wildland Fire Leadership Development Program is announcing the 2025 Professional Reading list! The goal of the annual reading list is to promote the reading and discussion of the books throughout the year.

The five books chosen for this year are: Surf When You Can by Brett Crozier, Man’s Search for Meaning by Viktor E. Frankl, Elephant Company by Vicki Constantine Croke, Simply Managing by Henry Mintzberg, and Chop Wood Carry Water by Joshua Metcalf.

References:

Professional Reading Program

Task Group Volunteers Needed to Update the Property Loss or Damage Report, OF 289

Date: February 5, 2025
Contact: Julie Bennett, Incident Business Committee Chair

The Incident Business Committee (IBC) is requesting volunteers for a new task group to revise the 1981 version of the Property Loss or Damage Report, OF 289 and create an incident replacement job aid. The volunteers may be recruited from within or outside the Geographic Area Incident Business Committees.

References:

IBC Memorandum 25-02

IBC Correspondence

2025 Updates to the NWCG Standards for Wildland Fire Position Qualifications, PMS 310-1

Date: February 4, 2025
Contact: Incident and Position Standards Committee

The NWCG Incident and Position Standards Committee has updated the NWCG Standards for Wildland Fire Position Qualifications, PMS 310-1. 

These updates address changes to incident position names and requirements for qualification, training, and experience. Updates related to the implementation of Complex Incident Management (CIM) are also included.  

The NWCG Wildland Fire Position Qualification Flowchart, PMS 308 has also been updated to reflect the recent changes.

References:

NWCG Standards for Wildland Fire Position Qualifications, PMS 310-1

NWCG Wildland Fire Position Qualification Flowchart, PMS 308

NWCG Memo: 2025-01 January 2025 Updates to the NWCG Standards for Wildland Fire Positions Qualifications, PMS 310-1

NWCG Equipment Technology Committee Releases Safety Warning: 25-001 Non-specification fire shelters

Date: January 15, 2025
Contact: Equipment Technology Committee

The Equipment Technology Committee (ETC) has released Safety Warning: 25-001 Non-specification fire shelters. Non-specification fire shelters claiming to meet Forest Service (FS) fire shelter specification 5100-606 were first found in February of 2023. As of September 2024, non-specification shelters are again being advertised and sold on the open market.

This Safety Warning outlines details and recommended procedures to purchase FS specification shelters made with materials and components that meet performance criteria and toxicity testing requirements outlined in FS Specification 5100-606. 

For additional information on identifying non-specification shelters, please view ETC Safety Warning 23-01.

References:

ETC Safety Warning 25-001: Non-specification fire shelters

NWCG Equipment Technology Committee

ETC Safety Warning 23-01