At times when the equipment needed to
control an emergency incident exceeds
the resources of CAL FIRE, the
Department hires the equipment and services of the private sector to
supplement its own resources. In so doing, CAL FIRE attempts to
obtain those resources that exactly meet the resource needs of the
Incident Commander, at a price that is fair to the contractor and
which represents a prudent expenditure of state funds.
This information includes excerpts from the policies, procedures,
and payment rates used by the California Department of Forestry and
Fire Protection (CAL FIRE). They also explain the terms and
conditions for entering into pre-hire agreements with CAL FIRE.
These terms and conditions reflect the business needs of CAL FIRE,
and as such, these are the business rules of CAL FIRE. These
policies, procedures, and rates are not laws or regulations,
although in some cases they reflect the requirements of applicable
laws and regulations.
The intent of publishing and distributing this information is to
permit all prospective contractors to know the terms and conditions
for entering into a pre-hire agreement with CAL FIRE.
Contractors who object to the terms and conditions contained herein
should not enter into pre-hire agreements with CAL FIRE.
No contractor is guaranteed any amount of business as a result of
entering into a pre-hire agreement with CAL FIRE. Hiring
opportunities for water tender and bulldozer contractors will be
rotated among all contractors with current agreements. However, if
the next contractor in the hiring rotation does not have the
resources that CAL FIRE needs available, CAL FIRE will then contact
the next contractor in the rotation, and the next, and so on until
the needed resources are located.
CAL FIRE, not the contractors, will determine what equipment it
needs to hire in order to accomplish its incident objectives.
Personal Protective Equipment Vendor
Empire Safety & Supply
P.O. BOX 4248 • MEDFORD, OREGON 97501
(800) 654-7049 • (541) 779-0394 •
Fax (541) 779-8847
Wildfire - Sacramento
950 Riverside Parkway, Suite 50
West Sacramento, CA 95605
FC-100R Radio Frequency Use Agreement
To contact our Hired Equipment Coordinator
All questions and comments regarding the San Luis Obispo Hired
Equipment are to directed to:
CAL FIRE - Hired Equipment Page
Hired Equipment Dispatch Policy Change Memo Letter-July 2013.pdf
Emergency Equipment Rental Agreement - Hired Equipment (836K PDF)California
Interagency Emergency Hire of Equipment Rental Rates (1.5 MB PDF)Equipment
Owner or Broker Declaration (68K PDF)Preface
to CAL FIRE Hired Equipment Policies, Procedures, and Payment Rates
and Utilization Guides (154K PDF)
IMPORTANT POLICY CHANGES !
LATE SIGN-UP 7718.104.22.168
45 December 2009)
Vendors shall be signed up
under an Emergency Equipment Rental Agreement (EERA) and will be added
to the Emergency Resource Directory (ERD) during the open enrollment
period November 1 to March 31. Vendors must submit all required
documentation to their Unit’s Hired Equipment Coordinator prior to the
end of the enrollment period, March 31.
If a vendor wishes to have an amendment made to their
current EERA, CAL FIRE will make a reasonable attempt to assist the
vendor, but there are no guarantees that any amendment will be
accepted outside of the open enrollment period outlined above.
This policy does not restrict CAL FIRE from making Incident Only
hires. These hires will be restricted to one specific incident and the
vendor will not be added to an ERD until the open enrollment period
has arrived and they have supplied all required documentation
HIRING SYSTEM DESCRIPTION
AND DEFINITIONS 7761.2.1 (No.
41 May 2008)
The intent of the Department is to
maximize the utilization of Certified Small Business and Disabled
Veteran resources as defined in this policy to meet the goals as
stated herein. Command Centers shall attempt to hire Certified Small
Business (SB) and Disabled Veteran (DVBE) resources (not including
the immediate need or planned need water tender or dozer, rotational
list resources) prior to hiring non SB or DVBE resources. Command
Centers will document in the resource ordering system of record the
reason why they did not hire SB or DVBE support resources.
For fireline bulldozer or water
tender services, The hiring system will utilize
rotational hiring lists that include all contractors with whom CAL
FIRE has agreements. Utilization of equipment from these groups will
also be based on incident need - whether the need is ”Immediate”
(ASAP) or ”Planned” (needed at a predetermined future time).
All equipment must be hired in accordance with the
Procedures Handbook (3900), Section 3934 (California Interagency
Emergency Hired Equipment Rates).
This system of hiring will be used by CAL FIRE
personnel any time CAL FIRE orders resources for itself or for
cooperating agencies. Other agencies ordering resources on behalf of
CAL FIRE will use their own hired equipment business processes. The
selection of the most appropriate resource to assign to (fill) a
request must be based on time frame as well as specific mission
requirements and equipment capabilities. It is the responsibility of
the incident commander (IC) to determine the appropriate resource
and the time it is needed at the incident and to communicate that
information to the Incident Ordering Point.
DEFINITIONS: TIME FRAMES 7722.214.171.124
(No. 41 May 2008)
defined as those times when, due to the threat to life and/or
property, there is a need for a resource(s) to be available without
delay. The minimal acceptable response criteria are detailed in
In hiring equipment to fill requests for assistance
on emergency incidents, it is CAL FIRE's intent to utilize the
closest available resources that meet the needs of the incident,
without regard for administrative boundaries. When the hired
equipment resources in the unit ERD have been exhausted, the unit
ECC will place the request for additional hired equipment with the
Region Command Center.
Each contractor will be assigned as many requests as
they can fill and will then be rotated to the bottom of the list.
Contractors unable to meet response time requirements will be
bypassed to access other contractor(s) who can be on scene and
available within the required time frame. The minimum acceptable
response requirements are detailed in
ROTATIONAL DISPATCH OF RESOURCES 77126.96.36.199
(No. 41 May 2008)
Fireline bulldozer and water tender contractor
contact and hiring will be done from the appropriate list on a
rotational basis. All other resource types will be hired from EERA
vendors listed in the Unit ERD. This hiring will not necessarily be
done in a rotational manner.
When Fireline bulldozers or Fireline water tenders
are needed, all pending requests will be placed with the
first-up contractor on the list. If the contractor is NOT
able to fill any or all of the request(s), unfilled requests will be
placed with the next contractor on the list. If the contractor IS
able to fill all request(s), then the next request, or group or
requests, will be placed with the next contractor on the
list. This sequence will continue until a) all requests have been
filled, or b) no contractor on the list is able to fill the request.
Contractors will be rotated to the
bottom of a list for the following reasons:
• Unanswered calls: An unanswered call is
considered a call. The contractor was given the opportunity to be
hired and for whatever reason did not answer or did not return the
call within the allotted time frame.
• Equipment unavailable: A contractor's
equipment is unavailable at the time of request.
• Contractor declines: If the contractor
declines the opportunity to be hired for any reason.
• Contractor accepts: When a contractor
accepts a request.
• Failure to comply: Violation(s) of any part
Contractors may be bypassed but
will not be rotated to the bottom of the list:
• When their equipment does not meet the ICS type
requirements of the request.
• When the contractor cannot be en route to the incident in less
than one hour.
Planned Need is defined
as the period beginning after 24 hours have passed since the time of
the initial dispatch. This allows a decision window for determining
whether or not there is sufficient lead time for utilization of
Small Business and Disabled Veteran resources. The maximum allowable
response time for each resource will be specified by CAL FIRE.
Response time requirements of less than 12 hours are considered
In order to meet these goals, CAL FIRE has decided
to make a special effort to hire DVBE and CSB contractors for
bulldozer and water tender firefighting assignments that are planned
to start from 12 to 24 hours into the future (“Planned Need ”).
These hires will be made regardless of whether there is other non-DVBE
or non-CSB contractor equipment available closer to the fire. This
practice does not restrict CAL FIRE from hiring any
locally-available resources to fill Immediate Need requests.
CONTRACTOR CONTACT 77188.8.131.52
(No. 35 March 2008)
1. Contractors must not
telephone or otherwise contact CAL FIRE personnel at any CAL FIRE
command center, facility, incident, or other location for the
purpose of offering their equipment for immediate hire for on-going
incidents. This is a time of intense emergency
activity when dispatchers are following established procedures,
including contacting contractors with EERAs as described in this
policy. Unwanted contact slows down and disrupts the dispatching
process. This is the main reason for the existence of the pre-use
EERA and the rotational hiring lists. CAL FIRE knows which
contractors have agreements with CAL FIRE and which ones to call in
2. When bulldozer or water tender contractors are
needed, CAL FIRE will attempt to contact the contractors in
rotational order by phone. The contractor will be given 10
minutes from the time of the attempted contact to respond and either
accept or decline the request. A contractor who does not return
a call within the 10-minute time frame will be moved to the bottom
of the rotational list.
EMERGENCY EQUIPMENT RENTAL AGREEMENTS
(No. 38 May 2008)
The use of hired or rented equipment from private
individuals or firms for emergencies is negotiated through Emergency
Equipment Rental Agreements (EERAs). The EERA is a pre-incident
agreement that becomes a binding contract after dispatch. It is for
the use of privately-owned equipment during emergency situations.
Types of equipment could include dozers, transports, water tenders,
engines, shower units, etc.
CAL FIRE does not hire or rent equipment from
equipment brokers. CAL FIRE will only enter into Emergency
Equipment Rental Agreements (EERA) with individuals, corporations, and
legal business partnerships that have legal title to or control of the
equipment that will be covered by the agreement, as defined in Vehicle
Code section 460. Such legal title or control must be evidenced by
bill of sale, incorporation papers, lease agreements, or other legally
enforceable documents. Equipment that is not registered in the name of
the contractor or owned by the contractor must be controlled and paid
for by the contractor under a written agreement. All equipment leases
must be signed and dated by both parties, and must include terms
commonly found in an equipment lease, such as term of the agreement,
list of equipment, equipment rates, labor rates, limitations on use
and control of the equipment, and responsibility for maintenance and
The process of obtaining an Emergency Equipment Rental
Agreement is facilitated by using the CAL FIRE Emergency Equipment
Rental Agreement (CAL
four-part form which includes CAL FIRE’s “General Clauses” and
“General Provisions.” Contractors wanting to be hired by CAL FIRE must
complete the EERA process in accordance with CAL FIRE policies.
Equipment Rental Rates
Equipment Rental Agreement (EERA) rates cover the period May 1,
2008 through April 30, 2011. The Department of Forestry and Fire
Protection (CAL FIRE) and the United States Forest Service (USFS)
staff have worked together to develop some standard procedures and
rates that will be used by both agencies.