🎯 How Awards Are Decided
Under FAR Part 18 Emergency Acquisitions, contracting officers have the authority to limit competition and make sole-source awards when time matters. The decision framework for every EERA:
📅 What's Changing for 2026
- Secondary Resource List window: Entries and updates accepted November 30 through April 30. Frozen during fire season for closest-capable determinations.
- 3-digit ZIP clustering: Pre-season declared staging by 3-digit ZIP. Improves mobilization speed and fairness.
- Performance documentation: Standardized language in all EERA templates. Documented non-compliance can be considered in future decisions — not punitive, about accountability.
- Transparency tools: This dashboard and the email digest provide visibility into daily awards and market status.
📋 Secondary Resource List — What It Is (and Isn't)
Is: A market research tool. A visibility tool. Lets AIMS/IRIS know who's out there and where you're staged.
Is not: A contract. A dispatch system. A vendor ranking. A managed inventory. A guarantee of work. A preferred vendor list.
📑 The Three Forms You'll See
- EERA (OF-294): Emergency Equipment Rental Agreement. Valid for one fire only. Must be signed by you AND the contracting officer to be valid. Resource description must match reality — what you roll in with must match what's on the agreement.
- Shift Ticket (Form 297): Daily pay record. Tracks equipment time, personnel time, remarks. Must be signed daily.
- Use Invoice (Form 286): The payment document. Built by the finance section from your shift tickets. Review before it leaves the finance section — corrections after submission are harder.
⚡ Performance & Compliance (2026 Standard Language)
From the EERA template:
"The government may document contractor performance, including instances of non-compliance on safe operations, failure to meet equipment or personnel requirements, or violation of agreement terms. Documented performance information may be considered by the government in future emergency equipment rental agreements, pre-season agreements, or other acquisition decisions to the extent permitted by law and acquisition policy. Documentation under this clause does not constitute a determination of responsibility or a suspension or debarment action."
💰 How You Actually Get Paid
- Register in SAM.gov — required for any federal contracting and payment
- Get a signed EERA before you travel. No signed agreement = no payment for travel
- Roll through inspection. If you fail inspection, you don't get paid for travel either
- Submit a signed shift ticket every day
- Review the use invoice built by the finance section before it's submitted
- Walk away with a full copy of your payment package
- Forest Service fires: payment via Albuquerque Service Center. DOI fires: payment via DOI payment center
❓ Questions Vendors Ask Most
Why don't all vendors get called every time?
Wildfire contracting operates under emergency authorities. The priority is time, capability, and location. Not every vendor will be contacted for every order — that's the reality of emergency response, not bias.
Is lowest price the deciding factor?
No. Best value equals speed + capability + readiness, within fair and reasonable pricing. Contracting officers have access to 5-year historical rate guides by geographic area and nationally.
What does "closest capable" mean?
You can meet the entire requirement, you can meet the date and time needed, and you are geographically closest based on your stated mobilization point. If those are equal, price becomes a factor.
Is there a preferred vendor list?
No. There is no preferred vendor list. Selections are based on capability, availability, and response time.
Why not use rotation?
Rotation does not align with emergency response. AIMS/IRIS prioritizes the fastest and most capable response to support incident needs.
Do small businesses get priority?
Socioeconomic programs remain important across federal procurement. However, in emergency response, the priority is meeting the immediate operational requirement.
What happens if I don't perform or miss timeframes?
Date and time needed matters. Performance is documented. Patterns of late arrival, failed inspections, or non-compliance can impact future ordering decisions.
What's the difference between an EERA and an I-BPA?
EERA = Emergency Equipment Rental and Services Agreement. Issued at time-and-need for a specific incident. Valid only for that incident. I-BPA = Incident Blanket Purchase Agreement, pre-season, valid 3-5 years.