SECTION 1: COMPLETING THE FORM
The Conflagration Request Form consists of three parts. Each part will be filled out independently of the others and has a specific purpose during the progression of the incident.
PART I:
PART I should be completed when it appears that the incident will be exceeding your span of control and your mutual aid has been or will soon be depleted. Complete PART I to the best of your ability with the aid of your local Regional Mobilization Coordinator if available. All items on the form are represented below. PART I contains a number of items with an asterisk (*). These items are required in order to accurately determine if a conflagration request should be made to the Governor. The form can be faxed to the Oregon Department of State Fire Marshal at (503) 373-1825 or the information can be conveyed verbally when an OSFM representative contacts you.
1. COMPLETE INCIDENT INFORMATION:
- Incident Name/Number: the name given to the incident or OERS number, if applicable
- Date/Time: enter the date and time you begin filling out PART I of this form
- Incident Location/Community/County Threatened: answer to the best of your ability based on current incident location
- Authority Having Jurisdiction: please list authority or authorities with jurisdiction over current incident location
- Local Fire Department Contact: name and number of local contact (generally Fire Chief)
- Fire Defense Board Point of Contact: name and number of Fire Defense Board contact
- Has Regional Mobilization Coordinator been contacted?: select yes or no
- RMC Point of Contact: list local Regional Mobilization Coordinator's name and number, if available
- Has County Emergency Manager been contacted?: select yes or no
- Co Emergency Mgr.: list County Emergency Manager's name and number, if available
- Community Wildfire Protection Plan?: select yes or no based on whether there is a CWPP in place for the current incident location
2. COMPLETE TYPE OF EMERGENCY:
- Structure Fire/Interface Fire/Act of Terror/Major Disaster: select the type of emergency
- Explain: briefly explain the incident
- Current Incident Size or Area Involved: please answer to the best of your ability based on what you know
- *Situation Description: describe the current situation. *Required
- Current Objectives: list the current objectives
- GPS Location of Incident: list location based on GPS, latitude/longitude, etc. if available
- Other Agencies Involved: list any/all other agencies involved or contacted at this time
- Current Weather: describe current weather conditions
- Projected Weather: describe projected weather, if available
- Current Incident Complexity Level: select current complexity based on FEMA Incident Types
- Expected Incident Complexity Level: select anticipated complexity based on FEMA Incident Types (see Appendix A)
- Significant Events: describe significant events which may have contributed to the incident
- *Evacuations Taking Place: select yes or no. *Required
- Evacuation Plans in Place: if evacuations are not in place, select yes or no based on whether evacuation plans are in place
- Describe: describe evacuations taking place or, if not taking place, plans in place
- *Life Threatening Situations: select yes or no. *Required
- Describe: describe any life threatening situations
- *Road/Highway/Freeway Closures: Select yes or no. *Required
- Roads Affected: if roads are currently affected, you must describe before a conflagration can be declared
- *Population Affected: describe the population in numbers currently affected to the best of your ability. *Required
- *Number of Commercial Structures Threatened: list number of threatened commercial structures. *Required
- *Number of Residential Structures Threatened: list number of threatened residential structures. *Required
- *Number of Subdivisions: list threatened subdivisions.
Required
- *Significant Historical and/or Cultural Resources: describe threatened resources. *Required
- *Natural Resources Such as Crops; Grazing; Timber; Watersheds: describe threatened resources. *Required
- *Critical Infrastructure; Major Power Lines; Railroad: list additional threatened resources. *Required
- Incident Growth/Potential: describe growth/potential based on available information
- Communications/Challenges Currently Established: describe current communications challenges, if any are being faced
*Confirmation that Local, Automatic, and Mutual Aid Resources are Depleted: select yes or no. *Required
- Current Resources Assigned: describe current resource assignments
- Describe Contributing Factors: describe additional factors not listed above
3. FAX PART I TO OSFM AT (503) 373-1825. BE PREPARED FOR OSFM TO CONTACT YOU OR YOUR FDBC FOR THE CONFLAGRATION REQUEST CALL.
PART II:
PART II will be completed after the conflagration has been declared and before the Incident Activation Call. Begin working on PART II after the Conflagration Request Call. PART II provides information that is essential to the Oregon Department of State Fire Marshal during the resource request process. PART II, like PART I, can be faxed to OSFM at (503) 373-1825 or conveyed verbally during the Incident Activation Call (SECTION 3 of this document).
1.COMPLETE INCIDENT SUPPORT INFORMATION:
- Types of Resources Being Requested: list what resources you need to mitigate the incident such as Strike Teams, search and rescue, etc. Be as specific as possible
- Public Works Involvement: select yes or no
- What Resources: if Public Works is involved, describe their capacity
- Disaster and Emergency Services Involvement: select yes or no
- What Resources: if disaster/emergency services are involved, describe their capacity
- Law Enforcement Resources involved: if law enforcement resources are involved, describe their capacity
- Other County and Local Government Services Involved: list other government agencies involved and describe their capacity
- Volunteer Services, (American Red Cross, Amateur Radio, etc.): list other services involved and describe their capacity
- Fuel Services Including Gasoline; Diesel; oil Available: describe available fuel services, if any
- Certified Fire Apparatus Repair Locally Available: describe available repair services, if any. List any city/county contracts for this service
- Water Supply Available: describe available and location
- Location(s) Where Responding Resources are to Report to: please be as detailed as possible
2. FAX PART II TO OSFM AT (503) 373-1825. HAVE INFORMATION AVAILABLE DURING INCIDENT ACTIVATION CALL.
PART III:
PART III should be completed after the Incident Activation Call, but before the IMT or state-deployed resources arrive. Below are logistical services that should be taken into consideration anytime an agency is hosting resources from outside of their jurisdiction. PART III should be faxed to the Oregon Department of State Fire Marshal at (503) 373-1825 and provided to the IC upon arrival.
1. Complete logistical support services:
- Food Services: select the checkbox if food services are in place or contracts are pre-established. Use the line that follows to provide more information, if appropriate
- Rehabilitation Area(s): select the checkbox if there are rehabilitation areas in place. Use the line that follows to provide more information, if appropriate
- Staging Area(s): select the checkbox if there are staging areas in place. Use the line that follows to provide more information, if appropriate
- Sanitary Facilities: select the checkbox if there are sanitary facilities in place. Use the line that follows to provide more information, if appropriate
- Drinking Water: select the checkbox if there are provisions for drinking water in place. Use the line that follows to provide more information, if appropriate
- Map(s) of the Area: select the checkbox if there are maps of the area available. Use the line that follows to provide more information, if appropriate
- Traffic Control Plan(s): select the checkbox if there are traffic control plans available/in place. Use the line that follows to provide more information, if appropriate
- GIS Support: select the checkbox if your jurisdiction has available GIS support. Use the line that follows to provide more information, if appropriate
- Fuel Services: select the checkbox if there are incident fuel services available. Use the line that follows to provide more information, if appropriate
- Security: select the checkbox if there is incident security. Use the line that follows to provide more information, if appropriate
- Public Information Officer: select the checkbox if your jurisdiction has a PIO on-scene. Use the line that follows to provide more information, if appropriate
- Communications: select the checkbox if there are communications capabilities available on-scene. Use the line that follows to provide more information, if appropriate
- Other Considerations: use these lines to include any logistical or support information that was not covered in the options above. If you have information you believe to be of importance to an incoming IMT, please list it here.
2. Fax part III to OSFM at (503) 373-1825. Provide a copy to the IC upon arrival. Assist in providing logistical service as incident progresses.
When an emergency is beyond the control of local and district fire suppression resources, including primary mutual aid, a request may be made to invoke the Emergency Conflagration Act.
- When a local chief feels that an incident will escalate beyond the capabilities of local available resources, (s)he will begin to complete PART I of the Conflagration Request Form with the aid of the local Regional Mobilization Coordinator.
- When PART I has been completed, the local chief calls their Fire Defense Board Chief to ask them to contact OERS. The local chief may want to fax PART I to their Fire Defense Board Chief for reference. If they have the capability, the local chief should fax PART I to the Oregon Department of State Fire Marshal when they have confirmation that the Fire Defense Board Chief is contacting OERS. The Oregon Department of State Fire Marshal fax number is (503) 373-1825.
- While the Fire Defense Board Chief contacts OERS, the local chief and Regional Mobilization Coordinator can begin to complete PART II of the form.
Section 3: Conflagration Request Call
Once the Fire Defense Board Chief has contacted OERS, OERS will contact OSFM. An OSFM representative will contact the FDBC and/or the local chief to discuss the conflagration request before the request is made to the Governor. The Conflagration Request Call will be relatively brief and will cover the information included in PART I of the form. After the call is completed, OSFM will contact the Governor to request an invocation of the Conflagration Act.
Section 4: Incident Activation Call
After a conflagration has been declared, a representative from the Oregon Department of State Fire Marshal will contact some or all of the parties listed below to schedule an Incident Activation Conference Call and provide the conference call number.
PARTICIPANTS
- On-scene Incident Commander
- OSFM IMT Incident Commander
- IMT Deputy Incident Commander
- Local Fire Chief
- Fire Defense Board Chief
- Local Regional Mobilization Coordinator
- Agency Operations Center Manager
- IMT Program Coordinator
- Chief Deputy State Fire Marshal
- Emergency Response Unit staff
AGENDA
- Determine conflagration reimbursement time
- Update of the incident's predicted behavior and resources threatened
- Complexity of the situation
- Special local or political considerations
- State or Federal team in place (name of the IC)
- Shadow/Trainee opportunities
- FEMA, if applicable
- Briefing time and location
- Incident base location
- Prevailing weather
- Anticipated resource shortages (aircraft, crews, overhead)
- Good of the order
This call serves as an initial briefing for the Oregon Department of State Fire Marshal and the incoming IMT. The information from PART II will be invaluable during the conference call. If a fax is accessible, please fax PART II of the Conflagration Request Form to the Oregon Department of State Fire Marshal at (503) 373-1825 prior to the call.
SECTION 5: PREPARING FOR THE IMT
After the Incident Activation Call, IMT members will be en route to the incident. As you wait for the arrival of the OSFM IMT team, complete PART III to the best of your ability. As you are completing PART III, pay attention to any outstanding logistical items. Access to fuel, water, GIS, and other logistical support services can be fundamental to the success of incident mitigation. When PART III is completed, share it with the incoming IC. If fax services are available, fax PART III to the Oregon Department of State Fire Marshal at (503) 373-1825.
FEMA INCIDENT TYPING
Incidents may be typed in order to make decisions about resource requirements. Incident types are based on the following five levels of complexity. (Source: U.S. Fire Administration)
Type 5
- The incident can be handled with one or two single resources with up to six personnel.
- Command and General Staff positions (other than the Incident Commander) are not activated.
- No written Incident Action Plan (IAP) is required.
- The incident is contained within the first operational period and often within an hour to a few hours after resources arrive on scene.
- Examples include a vehicle fire, an injured person, or a police traffic stop.
Type 4
- Command staff and general staff functions are activated only if needed.
- Several resources are required to mitigate the incident.
- The incident is usually limited to one operational period in the control phase.
- The agency administrator may have briefings, and ensure the complexity analysis and delegation of authority are updated.
- No written Incident Action Plan (IAP) is required but a documented operational briefing will be completed for all incoming resources.
- The role of the agency administrator includes operational plans including objectives and priorities.
Type 3
- When capabilities exceed initial attack, the appropriate ICS positions should be added to match the complexity of the incident.
- Some or all of the Command and General Staff positions may be activated, as well as Division/Group Supervisor and/or Unit Leader level positions.
- A Type 3 Incident Management Team (IMT) or incident command organization manages initial action incidents with a significant number of resources, an extended attack incident until containment/control is achieved, or an expanding incident until transition to a Type 1 or 2 team.
- The incident may extend into multiple operational periods.
- A written IAP may be required for each operational period.
Type 2
- This type of incident extends beyond the capabilities for local control and is expected to go into multiple operational periods. A Type 2 incident may require the response of resources out of area, including regional and/or national resources, to effectively manage the operations, command, and general staffing.
- Most or all of the Command and General Staff positions are filled.
- A written IAP is required for each operational period.
- Many of the functional units are needed and staffed.
- Operations personnel normally do not exceed 200 per operational period and total incident personnel do not exceed 500 (guidelines only).
- The agency administrator is responsible for the incident complexity analysis, agency administrator briefings, and the written delegation of authority.
Type 1
- This type of incident is the most complex, requiring national resources to safely and effectively manage and operate.
- All Command and General Staff positions are activated.
- Operations personnel often exceed 500 per operational period and total personnel will usually exceed 1,000.
- Branches need to be established.
- The agency administrator will have briefings, and ensure that the complexity analysis and delegation of authority are updated.
- Use of resource advisors at the incident base is recommended.
- There is a high impact on the local jurisdiction, requiring additional staff for office administrative and support functions.
CONFLAGRATION REQUEST FORM
PART I
Incident Information
Incident Name/Number:
Date/Time:
Incident Location/Community/County Threatened:
Authority Having Jurisdiction:
Local Fire Department Contact:
Fire Defense Board Point of Contact:
Has Regional Mobilization Coordinator been contacted?
YES NO
RMC Point of Contact:
Has County Emergency Manager been contacted?
YES NO Co.
Emergency Mgr.:
Community Wildfire Protection Plan?
YES NO
Type of Emergency
Structure Fire Interface Fire Act of Terror Major Disaster
Explain:
Current Incident Size or Area Involved:
*Situation Description:
Current Objectives:
Other Agencies Involved:
Current Weather:
Projected Weather:
Current Incident Complexity Level: Type 1 Type 2 Type 3 Type 4
Expected Incident Complexity Level: Type 1 Type 2 Type 3 Type 4
Significant Events:
*Evacuations Taking Place?
YES NO
Evacuation Plans in Place:
YES NO
Describe:
*Life Threatening Situations?
Describe:
*Road/Highway/Freeway Closures?
Roads Affected:
*Number of Commercial Structures Threatened:
*Number of Residential Structures Threatened:
*Number of Subdivisions:
*Significant Historical and/or Cultural Resources:
*Natural Resources such as Crops; Grazing; Timber; Watersheds:
*Critical Infrastructure; Major Power Lines; Railroad:
Incident Growth/Potential:
Communications/Challenges Currently Established:
*Confirmation that Local, Automatic, and Mutual aid Resources are Depleted?
Current Resources Assigned:
Describe Contributing Factors:
PART II
Incident Support Information
Types of Resources Being Requested:
Public Works Involvement:
What Resources:
Disaster and Emergency Services Involvement:
What Resources:
Law Enforcement Resources Involved:
Other County and Local Government Services Involved: Volunteer Services, (American Red Cross, Amateur Radio, etc.): Fuel Services Including Gasoline; Diesel; oil Available: Certified Fire Apparatus Repair Locally Available:
Water Supply Available:
Location(s) Where Responding Resources are to Report to:
Part III
Logistical Support Services
Please check the boxes next to the services that are already in place/available and provide more information as appropriate.
- Food Services
- Rehabilitation Area(s)
- Staging Area(s)
- Sanitary Facilities
- Drinking Water
- Map(s) of the Area
- Traffic Control Plan(s)
- GIS Support
- Fuel Services
- Security
- Public Information Officer
- Communications Other Considerations
DEPLOYMENT OF FIRE RESOURCES OUTSIDE OF OREGON
Purpose
This appendix provides the guidelines and procedures for deployment of local jurisdiction fire resources outside of Oregon under the auspices of the Emergency Management Assistance Compact (EMAC) or the Pacific Northwest Emergency Management Arrangement (PNEMA). EMAC provides aid during governor-declared states of emergency or disaster through a system that allows states to send personnel, equipment, and commodities to assist with response and recovery efforts in other states.
PNEMA is like EMAC but is limited by membership and can be used in absence of a governor-declared state of emergency. PNEMA membership includes Alaska, British Columbia, Idaho, Oregon, Washington, and the Yukon Territory.
Scope
This appendix applies only to the deployment of local jurisdiction fire resources to other states, districts, and territories in support of emergency or disaster operations, when that request is through EMAC or PNEMA process. The language in this appendix does not apply to Incident Management Team members mobilized outside of Oregon.
Situation
A member jurisdiction experiencing or anticipating an incident or event that overwhelms their capacity to respond implements the EMAC or PNEMA system for resources. The request for resources may be filled by Oregon Emergency Management using local jurisdiction fire assets.
Assumptions
- Ongoing incidents or events in Oregon have not overwhelmed our ability to respond with local fire resources
- A validated request for resources has come through the EMAC or PNEMA system
- The offer submitted from Oregon has been accepted by the requesting mutual aid member
- Each responding agency will complete an intergovernmental agreement with Oregon Emergency Management and a REQ-A form to provide estimated costs for the incident
- Requesting states may have additional rules or requirements for responding personnel (regarding PPE, camp attire, etc.)
Guidelines
Eligible costs:
- Equipment rates will be those outlined in the Oregon Fire Service Mobilization Plan.
- Personnel: salaries and benefits based on current employee's compensation and any applicable labor/union contracts that are in effect prior to a request being issued. Pay practices must be consistent with normal pay practices; a special out-of-state, emergency, or mutual aid pay rate is not authorized. Volunteer rates will be those outlined in the Oregon Fire Service Mobilization Plan.
- Employee backfill will be paid in accordance with the Oregon Fire Service Mobilization Plan.
- Lodging: approved GSA per diem rates for the location of the lodging are used for reimbursement; however, lodging per diem is not included for time spent in responder camps. Lodging receipts are required for reimbursement. Any lodging that is above the GSA per diem rate must have a justification letter accompanying the receipt, and may be subject to partial reimbursement. Applicable taxes above the per diem rate are reimbursable.
- Meals: reimbursement of meals on travel days is at the GSA per diem rate for the destination. Receipts are not required. Meal allowances cover the basic cost of the meal, any applicable sales tax, and any customary tip or gratuity. If meals are being provided, such as at a base camp, then personnel will not be reimbursed for those meals. Costs are not reimbursable if deployed personnel choose to purchase additional food.
- For overnight travel assignments, IRS Publication 63 requires all meals to be reimbursed at the rate for where the traveler stops for sleep.
- Incidental expenses at the current approved rate are not authorized.
Ineligible costs:
- Administrative costs or other costs incurred responding to any mutual aid requests, to include employee time developing an offer that results in no deployment
- Costs for personal items
- Costs not specified in the completed REQ-A or amendment
- Replacement or purchase of items outside the mission assignment dates as specified in the completed REQ-A
- Damage claims which have not been approved by the host agency prior to demobilization
- Time that equipment or personnel are out of service due to apparatus damage, mechanical issues, or illness
- Equipment purchased without authorization from the EMAC A-Team
- Incidental costs related to maintenance of equipment and apparatus
Procedures
Initial Notifications
When a request for fire resources is received by Oregon Emergency Management (OEM), OEM will contact ESF4 (firefighting) lead agencies Oregon Department of State Fire Marshal (OSFM) and Oregon Department of Forestry to assess in-state resource availability. OSFM will then utilize the system outlined in the Oregon Fire Service Mobilization Plan to determine if the request can be filled. OSFM staff will work with the fire service to submit a completed REQ-A offer to the requesting state through OEM.
Pre-deployment
If available, deploying personnel will be given a Mission Order Authorization Form which outlines the mission, helpful information, and guidance.
Deployment
No party will begin deploying resources until they have either a verbal or written confirmation from OSFM staff. If resources are deployed before the confirmation of an accepted offer, the deploying entity will be fully responsible for any cost incurred and no reimbursement will be allowed.
Resources are expected to remain available to respond for the duration of the assignment, including shifts they are not working.
Change in Mission
If an individual's or agency's mission changes while deployed, that individual or agency must contact OSFM's Agency Representative as soon as possible. This task is essential because any change in mission might require a recall of deployed resources, or an amended or new REQ-A. If a new REQ-A is required but not completed this will adversely impact the jurisdiction's ability to receive reimbursement.
Reimbursement
OSFM will provide the assisting jurisdiction with a reimbursement packet to account for all the costs subject to reimbursement. OSFM will reconcile all costs and process the request for reimbursement to OEM upon receipt of sufficient documentation. Reimbursement requests should be submitted to
OSFM within 45 days of the distribution of the reimbursement packet. All agencies mobilized as part of a given request for assistance must submit their reimbursement packets prior to the reimbursement request going to the requesting state. The reimbursement process through EMAC can take up to 24 months, but also can be shorter.
PRE-POSITIONING OF RESOURCES
Purpose
This appendix provides guidelines and procedures for deployment of Oregon fire agency resources in advance of a declared conflagration or request for resources. Pre-positioning is intended to increase the available Oregon Fire Mutual Aid System (OFMAS) capacity to aid the fire service in meeting management and control objectives for a predicted or emerging incident or planned event. Pre-positioned resources may be from the OFMAS or another state through established interstate agreements.
Scope
This appendix applies only to the initial deployment of Oregon fire agency resources with the mission of pre-positioning. The language in this appendix does not apply to resources who have been mobilized under the auspices of any other mission.
Situation
Pre-positioning may be requested by a Fire Defense Board Chief (FDBC) through their Regional Mobilization Coordinator or may be directed by the Oregon Department of State Fire Marshal (OSFM).
Considerations
- The Northwest Coordination Center's 7-Day Significant Fire Potential Indicator showing the potential for multiple days of extreme risk in one fire area
- A significant weather event, (such as abundant lightning or high wind), is predicted or emerging
- Warnings issued by governmental agencies, (including the National Weather Service, Pacific Tsunami Warning Center, USGS National Volcano Warning System, etc.), indicate a high probability of a non-fire incident which would require additional response capacity
- A significant reduction to available firefighting resources or fire resources are not deemed sufficient to meet anticipated workload demands
- Resources may be strategically located in order to expedite response times outside of the Fire Defense District in which they've been pre-positioned
- Other additional items not outlined above may be taken into consideration
Guidelines
Eligible costs:
- All costs not specifically outlined in this appendix are paid in accordance with Appendix C of this plan.
- Lodging: OSFM will provide lodging; either at a hotel, camp, or fire station. Responding personnel should be prepared to provide a credit card to be authorized for incidentals during check-in.
- Meals: reimbursement of meals is at the GSA per diem rate for the destination when meals are not provided by OSFM. Receipts are not required. Meal allowances cover the basic cost of the meal, any applicable sales tax, and any customary tip or gratuity. OSFM will provide a memo during the reimbursement process outlining the allowable per diem for deployed personnel. Incidental expenses are not authorized.
Procedures
Pre-deployment
The number and type of resources to be pre-positioned will be determined by OSFM in concert with the hosting FDBC and the RMC based on current and anticipated hazard and complexity. The pre-positioned resources will be predominantly provided by areas not impacted by events.
A pre-positioning assignment will have an anticipated start and end date, but personnel should be prepared to remain mobilized for up to 14 days should they be assigned to an incident.
Resources mobilized for purposes other than wildland fires will be advised of any additional required equipment, training, or PPE prior to mobilization.
Deployment
Resources will be assembled following the standard processes and forms as outlined in this plan. Prior to leaving the point of departure, OSFM will host a conference call with the responding Task Force Leaders and the hosting FDBC or their designee to review the staging location and assignment.
Resources should be fully prepared to mobilize prior to that call taking place, and reimbursable time shall begin when the call begins.
Staging and Check-in
Resources will be directed to a staging location and will check-in with OSFM staff upon arrival. Standard paperwork should be provided by responding resources, to include completed Resource Manifests.
Hosting Region Responsibilities
At least one representative from the region hosting pre-positioned resources will conduct an in-brief. This individual may be a Regional Mobilization Coordinator, local Fire Defense Board Chief, a local fire chief, or another selected representative. The in-brief should include but is not limited to a basic overview of the assignment, communications plan, area mapping, contact information, and logistical overview.
Assignment
Resources may be assigned to staff local stations, participate in training, aid in project work, or take part in any of a number of tasks during the deployment. Resources are expected to be prepared to respond to an incident at any time during the assignment. Pre-positioned Task Force Leaders shall maintain awareness of developing weather and changing conditions and must ensure their personnel are always response-ready.
Each region of the state will have different expectations regarding engagement of pre-positioned resources. It is imperative that the TFL or Strike Team Leader understand how they will be contacted to engage and must not engage outside of that structure. Resources will be briefed on objectives and communication plans upon arrival.
Resources are responsible for securing items on their apparatus and for providing security of their equipment and personal items on the apparatus. In the event of criminal activity contact local law enforcement to report it and notify the Regional Mobilization Coordinator.
When pre-positioned resources have been formally assigned to a conflagration, they will no longer be considered pre-positioned.
IMMEDIATE RESPONSE MOBILIZATION
Purpose
This appendix provides guidelines and procedures for deployment of resources to an emerging event where a conflagration has not been declared at the request of the impacted Fire Defense Board Chief (FDBC). Immediate Response (IR) is intended to mobilize resources quickly to an emerging incident with the intention of preventing the need for conflagration or to prevent the immediate loss of life and property prior to a full conflagration response.
Scope
This appendix applies only to the initial deployment of resources with the mission of immediate response in the absence of a declared conflagration. The language in this appendix does not apply to resources who have been mobilized under the auspices of any other mission.
Situation
IR may be requested by a FDBC through the Regional Mobilization Coordinator (RMC) or the Emergency Response Unit (ERU) Manager. There are two distinct types of IR response which can be provided by OSFM.
Air Resources
In the absence of air support from local partner agencies, OSFM has the ability to request that Oregon Department of Forestry (ODF) mobilize air resources for the purposes of fire suppression. ODF provides flight following through local dispatch. ODF maintains the right to prioritize aircraft assignments through their own processes, as do the federal agencies whose aircraft can be accessed through ODF.
It is the preference that ODF personnel serve as the ground contact for air resources provided through Immediate Response. If ODF is not able to provide that support, the requesting fire agency must provide a dedicated ground contact who is qualified to the Engine Boss level and has completed S-270.
It is not the intention of OSFM to provide air support to all working incidents within the state, but instead to supplement available resources during initial attack when air support is believed to be the appropriate tool to prevent the loss of life or structural values or to prevent the need for a conflagration. The responsibility for fire suppression remains with the Authority Having Jurisdiction.
OSFM does not intend to mobilize air resources to areas protected by ODF or our interagency wildland suppression partners; this response is intended for areas with no or inadequate fire protection.
In order to request air assets, the FDBC must complete the OSFM Air Resources Request Form found in Appendix O or provide the information verbally to the RMC or ERU Manager.
OSFM assumes the cost of the air resources requested by the agency through ODF, but does not assume any other costs associated with the local response.
OFMAS Resources
When it is believed by the FDBC that an immediate response by OFMAS resources (engines and fire service personnel) is necessary to prevent the need for a conflagration or to prevent short-term loss of life or property, the request may be made to OSFM to mobilize resources or adopt on-scene resources without a declared conflagration. Only resources mobilized or approved by OSFM will be reimbursable.
The emergent nature of a request for Immediate Response resources allows for more flexibility in the ordering process than a traditional conflagration. For example, a task force might have only 3 engines rather than the traditional 4, or alternate typing may be requested or accepted. Personnel are expected to be trained to the usual standards and typing requirements will not change. Immediate Response resources mobilized by OSFM should be prepared to be self-sufficient for up to 72 hours.
Fire camp will most likely not be established for Immediate Response. It is imperative that resources mobilized through Immediate Response meet all preparedness and logistical guidelines outlined in this plan.
In the event a conflagration is declared OFMAS Immediate Response resources will be considered for inclusion in the conflagration.
Guidelines
Eligible costs:
- All OFMAS reimbursements will be paid in accordance with Appendix C of this plan.
Procedures
Deployment
Resources will be assembled following the standard processes and forms as outlined in this plan. Resources mobilizing through Immediate Response should be prepared to muster and respond as quickly as possible.
Staging and Check-in
Resources will be directed to a staging location and will check-in with OSFM staff upon arrival. Standard paperwork should be provided by responding resources, to include completed Resource Manifests.
Hosting Region Responsibilities
At least one representative from the region hosting resources will conduct an in-brief. This individual may be a Regional Mobilization Coordinator, local Fire Defense Board Chief, a local fire chief, or another selected representative. The in-brief should include but is not limited to a basic overview of the assignment, communications plan, area mapping, contact information, and logistical overview.
Assignment
Immediate Response resources will work under the command and control of the local on-scene Incident Commander and should be prepared to engage immediately upon arrival, after being provided with an in-briefing to include mapping and a communications plan.
Claims
Claims for loss or damage that occurs during an Immediate Response, between check-in time and demobilization must be reported to and investigated by the RMC. Loss or damage also must be noted on the Resource Manifest. All repair or replacement claims must be preapproved by the Oregon Department of State Fire Marshal before they are submitted with the billing packet. OSFM will require documentation as to how the loss or damage occurred as well as receipts verifying the actual cost of repair.
Damage must be the direct result of the incident and not due to normal wear and tear. If damage or loss was not discovered at the incident, contact the OSFM as soon as possible after discovery.
Resources are responsible for securing items on their apparatus and for providing security of their equipment and personal items on the apparatus. In the event of criminal activity, contact local law enforcement to report the crime and notify Regional Mobilization Coordinator.
Extension
Dependent on fire behavior and need OSFM may contact the sending FDBC to see if Immediate Response OFMAS resources are available to remain engaged for greater than 72 hours.
Demobilization
OFMAS resources mobilized through Immediate Response should be prepared to remain at the incident for up to 72 hours.
OSFM Air Request Form
Date:
Time:
Local Incident Number
Home Agency:
Home County:
Incident Name:
Address:
*Lat:
*Long:
Elevation:
Incident Size (Acres):
ODF Protected Land?
Local ODF Office:
On-Scene Air to Ground Contact:
Structures Threatened? How many?
Infrastructure Threatened? What type?
Has or will a conflagration request be made?
Regional mutual aid requested?
Intra-county mutual aid requested?
Evacuation in place? Level and number of homes?
Person making air resource request:
Description of mission request (type of aircraft needed, if known) and current situation:
Air resources approved by OSFM?
Approved by:
Date:
Time:
Resource name/unit/call sign:
Resource type:
Arrival:
Clear time:
Drops:
Did resource make conditions improve?
Comments:
To request, call regional mobilization coordinator:
Northwest: Dennis Lee, 541-213-3989, Clackamas, Clatsop, Columbia, Lincoln, Marion, Multnomah, Polk, Tillamook, Washington, Yamhill
North Central: Mike Renault, 503-779-6879, Gilliam, Hood River, Morrow, Sherman, Umatilla, Wasco
Eastern: Travis Lock, 503-983-3788, Baker, Grant, Harney, Malheur, Union, Wallowa
Willamette Valley: Brent Griffiths, 503-983-1165, Benton, Douglas, Lane, Linn
Central: Dylan Webb, 503-983-3844, Crook, Deschutes, Jefferson, Wheeler
South Central: Leland Hunter, 971-707-3578, Klamath, Lake
Southwest: Mike Cook, 971-273-6671, Coos, Curry, Jackson, Josephine
ERU Manager (statewide) Dennis Lee, 541-213-3989
Assistant Chief Deputy (statewide) Mariah Rawlins, 503-910-1667
*Ensure that coordinates are in D.DM format
INCIDENT MANAGEMENT TEAM MEMBERS
Purpose
The Oregon Department of State Fire Marshal (OSFM) administers three all-hazard Incident Management Teams (IMTs) made up of members of the structural fire service. It is the expectation of OSFM and the Incident Commanders (ICs) that all team members provide the highest level of customer service to all involved with or impacted by an incident. Team members represent both their home agency and the State of Oregon and are always expected to act professionally.
Scope
The teams utilize the Incident Command System to provide:
- Expertise in safety, public information, community issues, operations, planning, logistics, and communications.
- Structure, support, and oversight for ongoing emergency operations.
- Enhanced effective coordination among responding, cooperating, and assisting agencies.
- Development of a plan of action to aggressively and safely mitigate the incident to which it has been assigned, either through Unified Command or a single incident command structure.An orderly transition of authority back to the local jurisdiction.
Situation
IMT members mobilized to conflagrations or fires on lands held in tribal trust will be reimbursed in accordance with Appendix D of this plan.
IMT members may be asked to respond to a variety of incidents through the Emergency Management Assistance Compact (EMAC) or other partnering agencies performing work outside of fire management. It is not uncommon for OSFM to receive a request for IMT members to be compensated only for hours worked on behalf of another entity. Mobilizing to these assignments is voluntary and at the discretion of the IMT member and home agency. The length of these deployments is determined by the requesting entity and may be subject to change. Apparatus reimbursement may or may not be allowed or may be based on mileage. Reimbursement parameters are at the discretion of the requesting entity and will be communicated by OSFM when the request is made for IMT members to respond.
IMT Program Engagement
Deployments and Coverage
- Unless previously approved by OSFM, IMT members should be prepared to be deployed for 10 days while on call
- If unable to deploy for 10 days, IMT members should have coverage during their team's regularly scheduled on-call week or if accepting a request for coverage for another team
- Once a team member is deployed, they will remain deployed throughout the incident unless otherwise arranged through OSFM with the approval of the IC
- Coverage arrangements should be made first with an alternate if one is available, and if not, someone from the third out team, then second. An IMT member who cannot find coverage is expected to communicate with OSFM as soon as possible
- All coverage needs to be communicated with the Incident Commander, Section Chief, the team's Planning Section Chief, and OSFM's IMT Program Coordinator
- Sponsoring agencies will provide an appropriate staff or rental vehicle for response
Volunteer rates
For IMT members who identify as volunteers, OSFM has established rates for reimbursement. Rates are based off the current United States Forest Service Administratively Determined (USFS AD) Pay Plan for Emergency Workers. Because the presumption is that a USFS AD employee is being paid for no more than 16 hours per day, the formula to determine the appropriate reimbursement rate for OSFM volunteer IMT members is (USFS AD Rate * 16) / 24.
- Agencies may add roll-ups to these rates if applicable. Those costs may include - but are not limited to - workers' compensation insurance, transit taxes, PERS payments, etc.
- OSFM maintains an up-to-date Standard Operating Guideline outlining current volunteer reimbursement rates (SOG-1-1009). This document is updated annually in April in accordance with USFS.
Training and Certification
- IMT members should be supported by their sponsoring agencies to attend meetings & trainings
- OSFM invests training and time in individual IMT members at the discretion of the ICs and the agency
- All IMT members must meet and maintain certification requirements for their position (i.e. RT-130)
- IMT members should be familiar with IMT Standard Operating Guidelines, Northwest Coordinating Group standards, and position descriptions
- Each IMT member, with the support of their sponsoring agency, signs a three-year commitment when selected to join the program. Each third year, IMT members shall provide a new agreement to continue serving on a team.