Skip to main content

Procurement Unit Leader

PROC Incident Position Description

The Procurement Unit Leader is responsible for administering financial matters pertaining to vendor contracts and agreements and ensuring compliance with incident agency policy for wildland fire or all-hazard incidents. The PROC supervises the Equipment Time Recorder (EQTR) and reports to the Finance Section Chief (FSC). The PROC works in the Finance functional area.

Leadership Level 3, Leader of People (Develop Intent)

  • For additional information review Level 3 description, expected behaviors and knowledge, suggested development goals, and self-study opportunities.

Prepare and Mobilize

Build the Team

  • Identify and anticipate staffing needs and request additional resources and/or replacements as needed.
  • Assess experience level of assigned personnel and discuss performance capabilities and any limitations.
  • Monitor performance and provide immediate and regular feedback to assigned personnel. Complete performance evaluations as necessary.

Supervise and Direct Work Assignments

  • Establish and communicate objectives, priorities, work assignments, and performance expectations.
  • Identify, analyze, and use relevant situational information to make better-informed decisions and take appropriate actions.
  • Adjust actions based on changing information and evolving situation awareness. Communicate changing conditions to your incident supervisor.
  • Ensure daily objectives and performance standards are met.
  • Monitor performance and provide immediate and regular feedback to assigned personnel.

Perform Procurement Unit Leader-Specific Duties

  • Establish a daily reporting schedule to gather equipment time from support sections and contractors.
  • Establish an auditing process to ensure compliance with agreements/contracts.
  • Ensure contractors and cooperators are managed properly in accordance with the terms and conditions of the agreement/contract. Ensure adequate copies of documentation are provided and that original, legible signatures are in other than black ink when non-standard official forms are used.
    • The following forms may be utilized to document equipment use:
      • Incident Blanket Purchase Agreement (IBPA), SF-1449
      • Cooperative agreements
      • Emergency Equipment Rental Agreement (EERA), OF-294
      • Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296
      • Emergency Equipment Shift Ticket, OF-297
      • Emergency Equipment Use Invoice, OF-286
      • Emergency Equipment Fuel and Oil Issue, OF-304
      • Resource Order form
      • Commissary Issue Record, OF-287
      • Agency-provided repairs, parts, and supply invoices
      • Contract claim documentation
      • Crew Time Report, SF-261
      • Incident Time Report, OF-288
      • Performance evaluations
      • Emergency Equipment Rental-Use Envelope, OF-305
  • Obtain local administrative guidelines, Service and Supply Plans, payment procedures or any other agency-specific requirements.
  • Coordinate establishment of incident-only Emergency Equipment Rental Agreements, OF-294; Land Use Agreements; and any other contractual documents as necessary.
  • Review Emergency Equipment Shift Tickets, OF-297,  for adherence to contract/agreement terms and conditions and to the NWCG Standards for Interagency Incident Business Management, PMS 902, regarding; pay regulations, on-shift/off-shift time, down time, posting of commissary/deductions, approvals/signatures, and any special considerations in the Remarks block.
  • Coordinate with Finance/Administration Section Chief and other functional areas to obtain resources.
    • Order materials and supplies using procedures established by the Section Chief.
    • Maintain sufficient quantities of forms, supplies, and materials to prevent a shortage of any basic needed items.
    • Acquire equipment (e.g., radios, telephones, fax machines, and computers).
    • Ensure an appropriate number of personnel to support the unit
    • Ensure adequate signage for work locations (e.g., check-in/demobilization/resource).
  • Manage the work area and assigned personnel for efficient and safe operations.
  • Review and approve subordinate time reports.
  • Post equipment time and use in compliance with the contract and/or the agreement to include; travel, compensable time, work rate, special rate, commissary, fuel, parts, service, or medical deductions, etc.
  • Follow jurisdictional agency-specific guidelines as they relate to the purchase of accountable and/or sensitive property and associated documentation.
  • Assist contractors in completing shift tickets and/or pay documents.
  • Administer and oversee all financial matters pertaining to vendor contracts and equipment time records.
  • Adhere to procurement procedures outlined in the NWCG Standards for Interagency Incident Business Management and to applicable agency regulations when assisting federal employees in responding to all-hazard assignments.
  • Adhere to guidelines in NWCG Standards for Interagency Incident Business Management, PMS 902, regarding; work/rest, length of assignment, determining when travel is compensable, ensuring ordered standby guidelines are adhered to, and validating submitted time in accordance with the Incident Operations Driving Standards.
  • Utilize incident time system programs and provide training as needed.
  • Prior to leaving the incident, review and interpret contracts and/or agreements and resolve any claims or disputes within your delegated authority, if applicable.

Communicate and Coordinate

  • Brief assigned personnel and provide regular updates as necessary.
  • Attend and participate in incident briefings and meetings as directed.
  • Brief the Finance/Administration Section Chief on current problems and recommendations, outstanding issues, and any follow-up actions.
  • Establish communications and exchange necessary information with other units/sections and incident agency personnel.
  • Provide contract administration guidance to other functional areas.

Manage Risk

  • Account for the location, health, safety, and welfare of assigned personnel.
  • Report all accidents or injuries to your incident supervisor.
  • Ensure compliance with all safety practices and procedures for yourself and those around you.

Document

  • Ensure all documentation is complete. Document any follow-up actions for the jurisdictional agency. Close out all personnel time documents prior to resource demobilization, and distribute copies per agency and incident policy. 
    • Ensure all property is returned prior to demobilization.
    • Document the release date and time.
    • Document no damage or claims.
    • Obtain release Vehicle/Heavy Equipment Inspections Checklist, OF-296.
    • Post estimated travel time to the home unit (actual or estimated).
    • Obtain required signatures.
    • Attach required support documentation.
    • Complete the Emergency Equipment Use Envelope, OF-305.
    • Distribute contract documents according to established guidelines.
  • Compile unit documentation for the final incident package.
  • Utilize the following reference documents to accomplish work:

Demobilize

  • Coordinate an efficient transfer of your position duties and complete the transition document or the closeout report for the Time Unit at the end of your assignment. Outline any issues, contract claims, or any unresolved items.
  • Anticipate demobilization, identify excess resources, and coordinate with your incident supervisor to prepare the demobilization schedule. Brief subordinate staff on the demobilization procedures and responsibilities.
  • Obtain the Demobilization Plan and ensure that Personnel Time Recorders are adequately briefed on the demobilization schedule for incident resources.
  • Complete the demobilization checkout process before being released from the incident.
  • Upon demobilization, report your status to your home unit, including a reassignment or the estimated time of arrival (ETA) to your home unit.
USWDS Paragraph Bundles

Last Modified / Reviewed:

Please Provide Feedback

NWCG values your constructive input and we thank you for taking the time to provide feedback.

Although contact information is optional, we hope that you provide a way for us to contact you in case we need clarification on your comment. If you would like to be contacted regarding your feedback, you must provide contact information. 

Would you like a response?
If you would like a response, you must provide contact information (name and email) below.
One file only.
9.28 GB limit.
Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, mp4, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.

NWCG Latest Announcements

The Incident Position Standards and Next Generation Position Task Book are now available for Equipment Time Recorder (EQTR)

Date: November 13, 2024
Contact: Incident Business Committee

NWCG is excited to announce that the NWCG Incident Position Standards for Equipment Time Recorder, PMS 350-51 and NWCG Position Task Book for Equipment Time Recorder (EQTR), PMS 311-51 are now available.

The Performance Support Package, which for EQTR, includes the Incident Position Standards and Next Generation Position Task Book were developed through the Incident Performance and Training Modernization (IPTM) effort. The Performance Support Package will support trainees, those qualified in the position, and evaluators.

References:

NWCG Equipment Time Recorder Position Page

NWCG Incident Position Standards for Equipment Time Recorder, PMS 350-51

NWCG Position Task Book for Equipment Time Recorder (EQTR), PMS 311-51

The Incident Position Standards and Next Generation Position Task Book are now available for Personnel Time Recorder (PTRC)

Date: November 13, 2024
Contact: Incident Business Committee

NWCG is excited to announce that the NWCG Incident Position Standards for Personnel Time Recorder, PMS 350-53 and NWCG Position Task Book for Personnel Time Recorder (PTRC), PMS 311-53 are now available.

The Performance Support Package, which for PTRC, includes the Incident Position Standards and Next Generation Position Task Book were developed through the Incident Performance and Training Modernization (IPTM) effort. The Performance Support Package will support trainees, those qualified in the position, and evaluators.

References:

NWCG Personnel Time Recorder Position Page

NWCG Incident Position Standards for Personnel Time Recorder, PMS 350-53

NWCG Position Task Book for Personnel Time Recorder (PTRC), PMS 311-53

NWCG Risk Management Committee Releases Safety Bulletin: 24-001 Use of Respirators on Wildland Fires

Date: November 7, 2024
Contact: Risk Management Committee

The Risk Management Committee (RMC) has released Safety Bulletin: 24-001 Use of Respirators on Wildland Fires. As wildland fire respirators are available through several established vendors, wildland fire personnel need to understand regulations and limitations of respirator use in the workplace.

Safety Bulletin 24-001 outlines the following topics regarding respirator use for wildland fires:

  • Requirements for Respirator Use
  • Voluntary Respirator Use
  • Current Respirator Options
  • Unknown Risks of Respirator Use

This bulletin also provides mitigation recommendations to help reduce smoke exposure for wildland firefighting efforts.

References:

NWCG Safety Bulletin: 24-001 Use of Respirators on Wildland Fires

NWCG Smoke Management Guide for Prescribed Fire, PMS 420-3

VIDEO: Protecting Wildfire Personnel from Smoke - How Incident Management Teams Address Smokes Risks

VIDEO: Smoke, Knowing the Risks

The Incident Position Standards and Next Generation Position Task Book are now available for Medical Unit Leader (MEDL)

Date: October 16, 2024
Contact: Incident Medical Subcommittee

NWCG is excited to announce that the NWCG Incident Position Standards for Medical Unit Leader, PMS 350-39 and NWCG Position Task Book for Medical Unit Leader (MEDL), PMS 311-39 are now available.

The Performance Support Package, which for MEDL includes the Incident Position Standards and Next Generation Position Task Book, were developed through the Incident Performance and Training Modernization (IPTM) effort. The Performance Support Package will support trainees, those qualified in the position, and evaluators.

References:

NWCG Medical Unit Leader Position Page

NWCG Incident Position Standards for Medical Unit Leader, PMS 350-39

NWCG Position Task Book for Medical Unit Leader (MEDL), PMS 311-39