National Interagency Support Cache NFES Ordering Information For Dispatchers and Ordering Managers

National Interagency National Interagency Support Cache NFES Support Cache NFES

Ordering InformationOrdering InformationFor Dispatchers and For Dispatchers and Ordering ManagersOrdering Managers

ObjectivesObjectives

To highlight supply ordering process changes.To highlight supply ordering process changes.

To provide pertinent supply ordering guidelines.To provide pertinent supply ordering guidelines.

To present essential Supply Resource Order To present essential Supply Resource Order requirements, block by block.requirements, block by block.

To review lessons learned.To review lessons learned.

To offer a Dispatcher and Ordering Manager Job To offer a Dispatcher and Ordering Manager Job Aids.Aids.

To reduce supply ordering errors, thus improving To reduce supply ordering errors, thus improving the mobilization process. the mobilization process.

Ordering Process Changes Ordering Process Changes for 2006for 2006

National Interagency Radio Support National Interagency Radio Support Cache (NIRSC) radio systems and kits will Cache (NIRSC) radio systems and kits will be requested on a ROSS Equipment be requested on a ROSS Equipment Order through established ordering Order through established ordering channels to the National Interagency channels to the National Interagency Coordination Center (NICC).Coordination Center (NICC).

– Includes: All 4000 series kits & systems, Includes: All 4000 series kits & systems, MAFFS Base Station, Global Star Satellite MAFFS Base Station, Global Star Satellite Phones, and Technisonic Aircraft Radios.Phones, and Technisonic Aircraft Radios.

Ordering Process Changes Ordering Process Changes for 2006for 2006

NFES sub-parts to the NIRSC radio kits NFES sub-parts to the NIRSC radio kits and systems will continue to be ordered as and systems will continue to be ordered as supplies, but ordered cache to cache.supplies, but ordered cache to cache.

– Examples: Antenna, speaker/mic, cloning Examples: Antenna, speaker/mic, cloning cable, etc. cable, etc.

General Ordering GuidelinesGeneral Ordering Guidelines

Mobile Cache Support Vans (NFES 2069), 500 Mobile Cache Support Vans (NFES 2069), 500 Person Medical Kits (NFES 1835), Fire Remote Person Medical Kits (NFES 1835), Fire Remote Automatic Weather Stations (NFES 5869), Automatic Weather Stations (NFES 5869), Project Remote Automatic Weather Stations Project Remote Automatic Weather Stations (NFES 5870), and all NIRSC radio systems and (NFES 5870), and all NIRSC radio systems and kits must be ordered through the geographic kits must be ordered through the geographic area coordination centers (GACC).area coordination centers (GACC).

Atmospheric Theodolite Meteorological Units Atmospheric Theodolite Meteorological Units (ATMU) must be ordered through NICC at (ATMU) must be ordered through NICC at National Preparedness Levels 4 and 5.National Preparedness Levels 4 and 5.


Local dispatch centers order direct to their Local dispatch centers order direct to their geographical area National Interagency Support geographical area National Interagency Support Cache (NISC) for NFES supplies not available Cache (NISC) for NFES supplies not available from their local cache (excluding previously from their local cache (excluding previously mentioned items which must be ordered through mentioned items which must be ordered through the GACC).the GACC).

Type 1 and 2 Incident Management Teams Type 1 and 2 Incident Management Teams maymay also order direct to the supporting NISC for also order direct to the supporting NISC for NFES supplies (excluding previously mentioned NFES supplies (excluding previously mentioned items which must be ordered through the GACC) items which must be ordered through the GACC) with concurrence from the hosting agency.with concurrence from the hosting agency.


Prior to ordering please call the 24-hr phone Prior to ordering please call the 24-hr phone number (_____) to alert the supporting NISC of number (_____) to alert the supporting NISC of the pending order, followed by faxing the order the pending order, followed by faxing the order to (_____). to (_____). Always confirm fax receipt and Always confirm fax receipt and legibility.legibility.

Resource orders sent to the supporting NISC Resource orders sent to the supporting NISC with multiple request numbers (on the same with multiple request numbers (on the same page) requiring different shipping methods or page) requiring different shipping methods or destinations, must be faxed on separate pages. destinations, must be faxed on separate pages. Each faxed resource order should only show the Each faxed resource order should only show the request numbers to be shipped together to one request numbers to be shipped together to one destination. Line through (black out) request destination. Line through (black out) request numbers not being shipped in the same manner numbers not being shipped in the same manner or to the same destination. or to the same destination.


Orders for NFES supplies not available Orders for NFES supplies not available from the supporting NISC will be from the supporting NISC will be forwarded by that cache to the nearest forwarded by that cache to the nearest NISC able to fill. However, before doing so NISC able to fill. However, before doing so the incident must confirm that it requires the incident must confirm that it requires the supplies and the quantity specified. the supplies and the quantity specified. The supporting NISC may recommend a The supporting NISC may recommend a suitable substitute or local purchase.suitable substitute or local purchase.


Ordering efficiency will be improved if the Ordering efficiency will be improved if the incident initially checks stocking locations incident initially checks stocking locations in the current NFES Catalog for each in the current NFES Catalog for each supply requested.supply requested.

Follow local established ordering Follow local established ordering procedures in placing requests for non-procedures in placing requests for non-NFES supplies with either the Buying NFES supplies with either the Buying Team or local procurement unit.Team or local procurement unit.

Supply Resource OrderSupply Resource OrderBlock 2. INCIDENT/PROJECT NAMEBlock 2. INCIDENT/PROJECT NAME– Required. Required.

Block 3. INCIDENT/PROJECT ORDER Block 3. INCIDENT/PROJECT ORDER NUMBERNUMBER– XX-XXX(X)-XXXXXXXX-XXX(X)-XXXXXX

XX = 2 letter state identifierXX = 2 letter state identifier

XXX = 3 or 4 character unit identifierXXX = 3 or 4 character unit identifier

XXXXXX = Office reference number XXXXXX = Office reference number comprised of six digits comprised of six digits

– Example: AK-ACC-000043Example: AK-ACC-000043

Supply Resource OrderSupply Resource Order

Block 4. OFFICE REFERENCE NUMBERBlock 4. OFFICE REFERENCE NUMBER– Interagency FireCode plus Forest Service 2 Interagency FireCode plus Forest Service 2

character prefix if assigned.character prefix if assigned.For all non-suppression orders, GBK and For all non-suppression orders, GBK and AKK require that the BLM financial code AKK require that the BLM financial code include the state/office identifier, sub include the state/office identifier, sub activity number, program element, and activity number, program element, and project number (if applicable).project number (if applicable).

– Examples:Examples: B2UYB2UYP4B5FGP4B5FGNV-913-HT-2810NV-913-HT-2810ID-930-2810-HT-012DID-930-2810-HT-012D

Supply Resource OrderSupply Resource OrderBlock 5. DESCRIPTIVE Block 5. DESCRIPTIVE LOCATION/RESPONSE AREALOCATION/RESPONSE AREA– Contains the Contains the Billing AddressBilling Address (Street (Street

address, NOT a P.O. Box), regardless of address, NOT a P.O. Box), regardless of delivery mode, including “Will P/U” orders.delivery mode, including “Will P/U” orders.

If writing the billing address here is not an If writing the billing address here is not an option, ensure that it is captured in the option, ensure that it is captured in the body of the order (Block 12).body of the order (Block 12).For items requested on Continuation For items requested on Continuation Sheets, either include a copy of the Sheets, either include a copy of the Resource Order header form or write the Resource Order header form or write the billing address in Block 12 for each faxed billing address in Block 12 for each faxed order.order.


Block 8. INCIDENT BASE/PHONE Block 8. INCIDENT BASE/PHONE NUMBERNUMBER– Servicing local dispatch center number.Servicing local dispatch center number.

Block 9. JURISDICTION/AGENCYBlock 9. JURISDICTION/AGENCY– The responsible agency must correspond with The responsible agency must correspond with

the three or four character unit identifier listed the three or four character unit identifier listed in Block 3, Incident Order Number.in Block 3, Incident Order Number.

Block 10. ORDERING OFFICEBlock 10. ORDERING OFFICE– Required Information.Required Information.


Block 12. REQUEST NUMBERBlock 12. REQUEST NUMBER– An S number is mandatory for tracking and An S number is mandatory for tracking and

reporting shipping status.reporting shipping status.

Ensure there are no duplicate request Ensure there are no duplicate request numbers on the same order.numbers on the same order.

Block 12. QUANTITYBlock 12. QUANTITY– Must be by Unit of Issue (U/I) as listed in the Must be by Unit of Issue (U/I) as listed in the

NFES Catalog.NFES Catalog.

Take into consideration Standard Packs Take into consideration Standard Packs when calculating the quantity ordered, as when calculating the quantity ordered, as items ordered in standard packs can items ordered in standard packs can improve fill time.improve fill time.

Supply Resource OrderSupply Resource OrderBlock 12. QUANTITY (continued)Block 12. QUANTITY (continued)– Examples of Standard Pack Fill ScenariosExamples of Standard Pack Fill Scenarios

130 EA Gray Sleeping Pads ordered - Std 130 EA Gray Sleeping Pads ordered - Std Pk: 50/BXPk: 50/BX10 PG AA Batteries ordered - Std Pk: 12 10 PG AA Batteries ordered - Std Pk: 12 PG/BXPG/BX

Block 12. RESOURCE REQUESTEDBlock 12. RESOURCE REQUESTED– NFES # mandatoryNFES # mandatory, followed by item , followed by item

description.description.REMEMBERREMEMBER, items not being ordered from , items not being ordered from the supporting NISC need to be either the supporting NISC need to be either marked off the order (e.g. lined through) or marked off the order (e.g. lined through) or a line drawn below the last request placed. a line drawn below the last request placed.

Supply Resource OrderSupply Resource OrderBlock 12. NEEDED DATE/TIMEBlock 12. NEEDED DATE/TIME– Realistic timeframes.Realistic timeframes.

Block 12. DELIVER TOBlock 12. DELIVER TO– If the If the Ship ToShip To (delivery) address is different (delivery) address is different

than the Block 5 billing address on the than the Block 5 billing address on the Resource Order header form, then it needs to Resource Order header form, then it needs to be noted in Block 12. If they are the same, be noted in Block 12. If they are the same, then writing Block 5 as the delivery point will then writing Block 5 as the delivery point will suffice. suffice.

– For requests placed on Continuation Sheets, For requests placed on Continuation Sheets, a Block 5 delivery point requires that a copy of a Block 5 delivery point requires that a copy of the Resource Order header form be included the Resource Order header form be included with each faxed order. This may be the most with each faxed order. This may be the most efficient alternative when both Bill To and Ship efficient alternative when both Bill To and Ship To addresses are the same.To addresses are the same.

Supply Resource OrderSupply Resource OrderBlock 12. DELIVER TO (continued)Block 12. DELIVER TO (continued)– When the Ship To address is different than When the Ship To address is different than

the Bill To address, the Ship To address the Bill To address, the Ship To address needs to be noted in Block 12 for each faxed needs to be noted in Block 12 for each faxed order. order.

– If there is not a physical address associated If there is not a physical address associated with the delivery point (i.e. The Fire, ICP with the delivery point (i.e. The Fire, ICP Helibase, etc.), then driving directions and/or Helibase, etc.), then driving directions and/or a map is required. If the delivery point a map is required. If the delivery point changes, a map and/or driving directions may changes, a map and/or driving directions may be required.be required.

Supply Resource OrderSupply Resource Order– Block 12. DELIVER TO (continued)Block 12. DELIVER TO (continued)– Requests sent air freight require instructions Requests sent air freight require instructions

to either ‘Hold & Call’ with a noted phone to either ‘Hold & Call’ with a noted phone number (i.e. Block 8) or deliver to a specified number (i.e. Block 8) or deliver to a specified location. If delivery is to other than a physical location. If delivery is to other than a physical address, a map and/or driving instructions address, a map and/or driving instructions may be required.may be required.

– Shipping mode needs to be noted for all Shipping mode needs to be noted for all requests prior to faxing to the NISC. That requests prior to faxing to the NISC. That NISC will provide the best shipping option NISC will provide the best shipping option based on Needed Date/Time if there is a based on Needed Date/Time if there is a question.question.


Block 12. DELIVER TO (continued)Block 12. DELIVER TO (continued)– Uncommon airport identifiers should be Uncommon airport identifiers should be

defined in Block 12 when the NISC is defined in Block 12 when the NISC is arranging transportation.arranging transportation.

Lessons Learned Lessons Learned Blind faxesBlind faxes::– No way to ensure order was received.No way to ensure order was received.

Results in misunderstandings.Results in misunderstandings.

Incident does not receive supplies when Incident does not receive supplies when needed.needed.

Lessons LearnedLessons Learned

Blind faxesBlind faxes::– Order sits on a fax machine during or after Order sits on a fax machine during or after

normal business hours resulting in the NISC normal business hours resulting in the NISC being unable to meet Date/Time Needed.being unable to meet Date/Time Needed.

Hesitation by dispatchers to contact the Hesitation by dispatchers to contact the NISC Duty Officer after hours – NISC Duty Officer after hours – If in doubt, If in doubt, callcall..

Large orders can take 3-4 hours to get on Large orders can take 3-4 hours to get on the road.the road.

NISC is unable to take advantage of early NISC is unable to take advantage of early morning freight.morning freight.

Lessons LearnedLessons Learned

ROSS Supply OrdersROSS Supply Orders

– Supply resource orders generated in ROSS Supply resource orders generated in ROSS are difficult to read when faxed.are difficult to read when faxed.

Until ICBS is able to interface with ROSS Until ICBS is able to interface with ROSS (estimating 2007 at the earliest), please (estimating 2007 at the earliest), please continue to utilize the old style Supply continue to utilize the old style Supply Resource Order form when ordering from Resource Order form when ordering from the NISC. the NISC.

Lessons Learned Lessons Learned

Operational Agreements between Operational Agreements between bordering geographical area NISCsbordering geographical area NISCs..

– Allow for increased efficiencies in supply Allow for increased efficiencies in supply mobilization. mobilization.

Lessons Learned Lessons Learned Operational Agreements between Operational Agreements between bordering geographical area NISCsbordering geographical area NISCs..– All key players need to be contacted when the All key players need to be contacted when the

plan is activated.plan is activated.Initial Resource Orders can appear Initial Resource Orders can appear unannounced and sit on the receiving out unannounced and sit on the receiving out of area cache’s fax until discovered.of area cache’s fax until discovered.Timely notification of supply plan beginning Timely notification of supply plan beginning at the supporting local dispatch center at the supporting local dispatch center through establish channels (e.g., through establish channels (e.g., supporting GACC supporting GACC within area NISC and within area NISC and GACC in which the requested supporting GACC in which the requested supporting NISC resides NISC resides requested supporting requested supporting NISC). NISC).

20062006Dispatcher & Ordering ManagerDispatcher & Ordering Manager

JOB AIDJOB AIDSlides 26 and 27 are intended to be printed on a single sheet of

paper or cardstock and available to Dispatchers, Ordering Managers and Supply Unit Leaders for a quick reference guide.

Dispatcher & Ordering ManagerJOB AID

For ordering from National Interagency Support Cache General Ordering Information

1. National Incident Radio Support Cache (NIRSC) radio kits and systems must be ordered through the geographic area coordination centers on a ROSS Equipment Order. All other NFES items are ordered on a Supply Resource Order form.2. Mobile Cache Support Vans (NFES 2069), 500 Person Medical Kits (NFES 1835), Fire Remote Automatic Weather Stations (FRAWS-NFES 5869), and Project Remote Automatic Weather Stations (PRAWS-NFES 5870) must all be ordered through the geographic area coordination centers. Atmospheric Theodolite Meteorological Units (ATMU-NFES 1836) must be ordered through the geographic area coordination centers at National Preparedness Levels 4 & 5. 3. Dispatch Centers may order direct to a NISC for NFES items not available from the local cache (excluding those listed in 1 & 2 above). Type 1 & 2 Teams may also order direct to the Servicing Cache for NFES items (excluding those listed in 1 & 2 above) with concurrence from the hosting agency. In either case, prior to ordering please call the 24-hr. phone number to alert the Servicing Cache of the pending order, followed by faxing the order. Always confirm fax receipt and legibility.4. Resource orders sent to the Servicing Cache with multiple request numbers (on the same page) requiring different shipping methods or destinations, must be faxed on separate pages. Each resource order page faxed to Servicing Cache should only show the request numbers to be shipped together to one destination. Line through (black out) request numbers not being shipped in the same manner or to the same destination. 5. Orders for NFES items not available or stocked at the Servicing Cache will be forwarded to the nearest National Cache able to fill. However, the Incident must confirm that it requires the items and the quantity specified. The Servicing Cache may recommend a suitable substitute or local purchase. Ordering efficiency will be improved if the incident initially checks stocking locations in the current NFES Catalog for each item requested. 6. Follow local established ordering procedures in placing requests for non-NFES items with either the Buying Team or local procurement unit.

RESOURCE ORDER

SUPPLIES(Required Information)

XX-XXX(X)-XXXXXX

XX = 2-letter State identifier

XXX(X) = 3 or 4 character unit identifier

XXXXXX = Office reference number (List all 6 digits)

Interagency FireCode plus Forest Service 2 character prefix if assigned. For allnon-suppression orders, BLM Cachesrequire the BLM financial code, include The state/office identifier, sub activity number, program element, and projectnumber (if applicable).

2. INCIDENT/PROJECT NAME 3. INCIDENT/PROJECT ORDER NUMBER 4.OFFICE REFERENCE NUMBER

For Cache orders, Blk 5 contains the Billing Address(Street address, NOT a P.O. Box), regardless of Transportation mode, including ‘Will P/U’ orders. If writing the billing address in Blk 5 is not an option, ensure that it is captured in the body of the order (Blk 12). For items requested on Continuation Sheets, either include a copy of the Resource Order header form or write the Billing Address in Blk 12 for each faxed order.

5. DESCRIPTIVE LOCATION/RESPONSE AREA

(Servicing local dispatch center number )

Responsible agency must correspond withthree or four character unit identifier listed in Blk 3, Incident Order Number.

(Required Information)

9. JURISDICTION/AGENCY

10. ORDERING OFFICE

8. INCIDENT BASE/PHONE NUMBER6.

7.

11.

Request NumberQUANTITY RESOURCE REQUESTED

NEEDED DATE/TIME

DELIVER TO

S-?Mandatory for tracking andreportingshipping status.

Ensure thereare no duplicate requestnumbers on thesame order.

Must be by Unit of Issue (U/I) as listed In NFESCatalog.

Take Into considerationStandard Packswhen calculatingthe quantity ordered, as itemsordered Instandard packs can improve filltime.

NFES # mandatory, followed by description of item.

REMEMBER, items not beingordered from the Servicing Cache need to be either marked off the order (i.e., lined through) or a linedrawn below the last requestplaced.

(Realistic timeframes)

If the Ship To (delivery) address is different than the Blk 5 billing address on theResource Order header form, then it needs to be noted in Blk 12. If they are thesame, then writing ‘Blk 5’ as the delivery point will suffice. However, for requests placed on Continuation Sheets, a ‘Blk 5’ delivery point requires that a copy ofthe Resource Order header form be included with each faxed order. This may bethe most efficient alternative when both Bill To and Ship To addresses are thesame. When the Ship To address is different than the Bill To address, the Ship Toaddress needs to be noted in Blk 12 for each faxed order. If there is not a physicaladdress associated with the delivery point (i.e., The Fire, ICP, Helibase, etc.), then driving directions and/or a map is required. If the delivery point changes, a mapand/or driving directions may be required.

Requests sent air freight require instructions to either ’Hold & Call’ what phone #(i.e., Blk 8) or deliver to a specified location. If delivery is to other than a physicaladdress, a map and/or driving directions may be required.

The Servicing Cache will provide best shipping option based on Needed Date &Time if there is a question (please ask). Indicate mode of shipping for all requests prior to faxing.

Please define in Blk 12 or clarify with follow-up phone call uncommon airportidentifiers where the Servicing Cache is arranging transportation.

12.

Documents

National Interagency Support Cache NFES Ordering Information For Dispatchers and Ordering Managers