Incident Contract Project Inspector

ICPI Incident Position Description

The Incident Contract Project Inspector (ICPI) represents the Contracting Officer Representative (COR) and the Contracting Officer's Technical Representative (COTR) to secure compliance with terms and conditions of the contract and to notify the contractor of any deviations from contract requirements. The ICPI reports to the Procurement Unit Leader (PROC).  The ICPI works in the Finance/Administration functional area.

Prepare and Mobilize

• Ensure individual readiness.
• Obtain and assemble information and materials needed for kit.
• Gather critical information pertinent to the assignment.
• Travel to and check in at assignment.
• Obtain briefing, objectives, and intent from incident supervisor.

Build The Team

• Assess the experience level of assigned personnel and discuss performance capabilities and any limitations.

Supervise and Direct Work Assignments

• Identify, analyze, and use relevant situational information to make more informed decisions and take appropriate actions.
• Adjust actions based on changing information and evolving situation awareness, and communicate changing conditions to incident supervisor.
• Ensure daily objectives and performance standards are met.

Perform Incident Contract Project Inspector-Specific Duties

• Perform equipment compliance inspections.
• Provide subject matter expertise in the field to the incident supervisor of contracted equipment (e.g., Equipment Manager, Equipment Inspector, Operations personnel) to ensure contract requirements are met.
• Consult with the COR or COTR concerning matters that may require contract action.
• Review existing files for evidence of inspection at the incident. Compare resources assigned with completed inspection files. Identify resources requiring inspection.
• Create schedule with appropriate units to conduct inspections as needed. Coordinate notification of inspections required with Operations and Planning personnel.
• Coordinate equipment inspections with Ground Support. Vehicle safety and mechanical inspections should be conducted by Ground Support.
• Complete resource compliance inspections on both operational and logistical equipment and personnel.
• Interpret contract specifications and perform basic contract administration.

Communicate and Coordinate

• Identify and report issues of concern to the incident supervisor.
• Establish and maintain positive interpersonal and interagency working relationships.
• Contact the Procurement Unit Leader and the Finance Section Chief or host Dispatch Center Manager to resolve any concerns or issues.
• Establish contacts with incident/agency unit to obtain and exchange information.
• Provide a briefing to the Incident Management Team (IMT) to outline ICPI responsibilities, including an overview of agreements the ICPI will deal with on the incident.
• Provide a daily/operational period briefing to supervisor on any issues and the status of contractor compliance. Resolve any concerns or issues within the delegated authority.

Manage Risk

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

Documentation

• With the IMT, establish terms of acceptance and remedy policy for non-compliance.
• If non-compliance occurs during an assignment at an incident, coordinate with IMT positions that have direct operational interactions with or responsibility of the resource to determine the extent/seriousness of non-compliance. Discuss with Procurement Unit Leader, Finance Section Chief, COR, or designated Contracting Officer (CO) to determine appropriate remedy.
• Provide documented remediation solution to contractor/contracted resource and include compliance timeframe. Documentation should be written or typed on compliance inspection forms and should include notice of non-compliance forms, performance evaluation or review forms, etc.
• Document a course of action, acceptance, and compliance efforts by contractor/contracted resource.
• Provide documentation of non-compliance issues, actions, and remedies to Contractor/Contracted Resource, Finance, COR, and designated CO.
• Ensure performance evaluations are completed by the incident supervisor of contract equipment. Document the unsatisfactory performance and report to COR or CO.
• Crew Time Report (CTR), SF-261 (Watch: How to correctly fill out a CTR)

Demobilize

• Coordinate release inspections for all contracted resources. Assist in performing release inspections, if necessary, on equipment inventory and compliance with agreement.
• Use initial inspection form to acknowledge condition of inventory and equipment. Items loaned by incident on emergency basis must have documentation and be returned to the Supply Unit.
• Ensure all contract administration documentation is completed.
• Ensure Performance Evaluations are completed and signed by supervisor and appropriate personnel, and a copy placed in file.
• Distribute contract documentation according to established guidelines.
• Coordinate an efficient transfer of position duties and complete the transition document or the closeout report for the Finance Unit at the end of assignment.
• 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.