# Presentation: 209532

## Virtual Incident Procurement System	

- USDA – Forest Service
- Acquisition Management

## Presentation Outline

- What is VIPR?
- Virtual Incident PRocurement (VIPR) System
- EaTIS Pilot
- Incident Business Solutions (IBS)
- Why is VIPR important?
- VIPR Capabilities
- Benefits of VIPR
- Timeline

**Notes:**
Overview: The objectives of the presentation, and the slides that support each objective

##  VIPR: Virtual Incident PRocurement

- VIPR Web-based Solution
-  FAR Based
-  PMA for Expanded E-Gov
-  A-123 Compliant
-  OIG Compliant

- Vendor

- CO

- Dispatcher

- Inter-Agency Dispatch (ROSS)

- Inspector

- FS Financial Systems

- Evaluator

- DOI Financial Systems

**Notes:**
Overview: Introduce VIPR first: here is what it is, what it delivers, what it provides and who will interact with it.
Make sure to highlight the complexity of the system: people, interagency, ROSS, outside vendors, etc.

Virtual Incident PRocurement: incident procurement that is web-based, automated, available anywhere
A-123 will meet the legislation that discusses how the government will manage agencies
Meets 2005 OIG Audit Report recommendations to incorporate the Federal Acquisition Regulations into fire/incident procurements, utilize best value, and be consistent nationally

## EaTIS Pilot

- Equipment and Training Inventory (EaTIS) system developed in-house

- Rolled out as a pilot in 2006 to Regions 1, 5, 6 for *limited* equipment

- IV&V held to analyze system before deployment to national level

- IV&V Recommendation: The prototype is **unsuitable for national deployment.** The application should be re-developed.

**Notes:**
Overview: Perhaps some will have heard of EaTIS, and this is where VIPR came from.
From business perspective, it meets the needs but it cannot be deployed nationwide as built and cannot be expanded to handle more equipment.

IV&V: Independent Verification and Validation

## Incident Business Solutions (IBS)

- Data is front-loaded for use by downstream systems without re-entry.

- Vendor

- CO

**Notes:**
Overview: VIPR is part of the IBS Solution and will provide data to downstream applications.

Front-end load of data from vendors

IBS Benefits
EERA and Aviation Contract data will be entered and managed in an automated system
 Data will automatically populate downstream
 Aviation Business System (ABS) will be utilized to record flight use,  provide daily accruals, and electronic invoicing to the ASC and aviation reporting.
 I-Suite exports will provide accrual, and EERA payment data directly to the ASC;  and Casual (AD) payment data to DOI-National Business Center Casual Pay System 
 Fire Code  Job Code creation will be automated
 ASC- Incident Payment Center workflow will be automated and data electronically transferred

## VIPR Capabilities

- Vendors submit competitive quotes online
- Calculates Best Value – on 1000s of pieces of equipment
- Generates Best Value priority table for Dispatch
- Allows cost-effective source selection
- Manages solicitations, quotes, awards
- Online access to equipment and training records
- Tracks equipment inspections
- Maintains vendor past performance
- Serves as system of record
- Historical information
- Report capable

**Notes:**
Ease implementation of AQM process changes per 2005 OIG Audit

VIPR will serve as system of record for all 
Incident acquisition documents
Equipment and training records
Best value factors (e.g. past performance)

##  Benefits of VIPR

_**Manual**_
**$   4.1 m/year – AQM staffing **
**$   2.5 m/year – Payments staffing **
-  _**Automated **_
**$    0.7 m/year- AQM staffing **
**$    1.2 m/year – Payments staffing**
**Estimated Cost Avoidance:    $4.7 million/yr**

| VIPR |
| --- |
| System is on par with other Incident Business Systems – I-Suite, ABS/IBDB, ROSS  |
| Results in standardization and auditable payment processes:
Reduces interest costs
Faster payments
Reduces need for temporary work force augmentation
Helps maintain a clean, unqualified opinion 
 |
| Completed system will be a work force multiplier; reasonable to do with current workflow and workforce
 |
| ABS – Continuation of frontloading aviation contracts into ABS is seamless; enhanced to feed all incident contracts |
| Aviation contracting process can be enhanced for 
E-Solicitations
E-management
Vendor data input |
| Compliant with OIG recommendations |
| Timeframe is within commitment to OIG 
 |

-  Benefits of VIPR

## Timeline

- Active Project
- $FY07

- VIPR
- Project

- Fire
- Seasons

- Business
- Changes Phase-in

- Active
- $FY09

- Active Project
- $FY08

- Fire Season

- Fire Season
- March - Oct

- Fire Season

- FY07

- FY09

- FY08

- Manual Processes
- EaTIS – Pilot Regions Only and All Aviation

- Automated Process
- VIPR – Nationwide

- National Deployment in Nov 08
- Fully operational for 2009 Fire Season
- Schedule coordinates with training opportunities between Fire Seasons
- Schedule allows time for business process change preparation

- Maintenance

**Notes:**
Overview: here is the delivery schedule and the cost analysis for VIPR.
Note that costs are for development only: we removed all of the maintenance costs. In order to complete the project in 21 months rather than 24 months, the straight development costs increased slightly.

Cost estimates came from analysis with Cost XPert tool used by ROSS.