California Interagency Support Cache
To: Southern California Cache
From: David A. Estes, Fire Cache
Date: 1 April 2004
Subject: Transferring Supplies Between Incidents Or Agencies
term “transfer” used herein refers to possession, not ownership. Ownership of property is retained by the
original supplier or by the incidents agency if directly purchased.
of supplies will be permitted only under the following conditions:
logistics support system breaks down (verification by the SoCal Supply
Management Officer and the PSW Coordinator is required). or
material is needed to support initial attack action or response to
imminent threats to life or property, or
collaborating agency administrators, or their representatives, mutually
agree the movement is critically necessary for success of suppression
no condition will a transfer be executed if it positions the Sending Unit
at risk of failure to meet its mission.
supplies determined to be surplus to the needs of the incident will be
returned to the supplier or supplying administrative unit.
incident will use the transfer process as a brokerage tool for supplies
(e.g. one incident soliciting and offering to supply another). That role is expressly defined as
belonging to the Cache.
of complicated accounting steps, transfers should not occur between
incidents served by different Interagency Caches.
Specific Guidelines For Transfer of Cache Supplies/Property
Agency Administrators of the jurisdictional units, known herein as
“Sending Unit” or “Receiving Unit”, must approve the transfer.
managing officer of the servicing Cache must receive a copy of the
transfer approval letter, with signatures of the approving Agency
Unit (or its agent) will allocate the appropriate block of request numbers
Cache Demob Specialist, if available, will be assigned to facilitate the
document transfer of the equipment/supplies. Sending Unit should order the specialist
as soon as the decision for transfer is made and approved. Receiving Units Supply Unit Leader will
verify receipt of transferred property.
will be documented using a specially formatted Transfer Resource Order
(see attached) with the following standard parameters.
Order Number, Job or Management Code, Incident Name and other pertinent
header information for both Sending Unit and Receiving Unit incidents.
Number (“S” number) assigned by the Receiving Unit or its agent.
Number (if a NFES Cache item).
unit of issue.
numbers (or serial numbers) when applicable.
- A copy
of the transfer resource order will be immediately forwarded
to the Receiving Unit.
Unit will validate the receipt of supplies against the transfer resource
order received from the Sending Unit.
All discrepancies will be reconciled and documented immediately. It is recommended that the Receiving Units
agent validate the receipt as the shipment is being loaded to shorten the
- A copy
of the validated transfer resource order will be forwarded to the
servicing Cache no later than 48 hours following transfer. The Cache will use the validated order
as input to its accounting system to record the transfer.
transfer resource orders from the Sending Unit must be received and
processed by the Cache prior to any returns from the Receiving Unit.
Sending Unit will remain fully accountable for all costs of the
transferred material until all documentation is received and processed by
the servicing Cache. Once the
documentation is processed and all queries are satisfied, cost
responsibility will be shifted to the Receiving Unit.
Cache supplies/equipment will never be transferred, but
returned to the servicing Cache.
This ensures financial integrity with correct, accurate accounting
for repair, refurbishment or replacement costs. Furthermore, this assures
supplies/equipment are maintained in compliance to NFES quality and safety
orders associated with the Sending Unit must be processed prior to any
transfers. Once supplies have been
transferred, replacements must be handled as prescribed in Chapters 23.3.4
and 23.3.5 of the National Interagency Mobilization Guide.
closeout or transition will include a full inventory of all supply items
and full documentation packet of all transfers to and from the
incident. An Outstanding Items
Report can be provided to show the current obligation of the customer to
Statements of Principle
The Southern California Interagency Support Cache serves to
assure a consistent, dependable, equitable, accounting flow of high quality
goods and services to all emergency response teams. It is not in the business of controlling
availability of materials.
The Southern California Interagency Support Cache recognizes
that expediency in moving supplies and equipment to incidents is a critical
success factor. However, expediency must
be balanced with efficiency, cost effectiveness, accountability and
excellence. We need to keep the
perspective of the narrowly focused needs between two incidents and the broader
needs of the interagency, regional, national and international events.
The critical element of this policy is documentation. With complete, accurate and verifiable
documentation, all parties involved will be in compliance with Congressional
mandates for full accountability and with ICS protocols for resource ordering.
The superior issue is accountability: The incident, project or agency originally
issued materials from the Cache remains accountable until those are returned to
A subsidiary issue is quality assurance: The Cache is not responsible for the assurance
that supplies meet specifications unless they are issued directly from the
It is vital to understand that the owner of record for
property issued by the Cache is the Cache itself. All issues and transfers are temporal in
nature. The property must be returned to
the Cache upon termination of need, or otherwise accounted for.
Any questions concerning these guidelines and processes can
be directed to Mr. David A. Estes, Supply Management Officer (Cache Manager),
at (909) 930-3206.
DAVID A. ESTES
Supply Management Officer
Fire & Aviation Management, R5