13. DRAFT_Attachment 1 - R3 Tracer Paint Accountability Plan.pdf

Attachment 1

U.S. FOREST SERVICE

REGION 3

Tracer Paint Accountability Plan for use in Region-wide Tree Marking Contract

TRACER PAINT ACCOUNTABILITY

General

The security of tracer paint cannot be emphasized too greatly. It is an extremely important link for the Forest Service to be successful at proving a trespass case on a timber sale.

Each District Ranger will designate a Paint Custodian who will take responsibility of all phases of tracer paint security, from completing the order, until each can has been properly disposed of.

The District Ranger will also designate a Paint Property Manager. These designations are in accordance with direction in FSH 2409.12, chapter 70.

Duties of Paint Custodian, COR and Marking Contractor

The Paint Custodian is ultimately responsible for tracking all tracer paint, from the time it is ordered until the cans are properly disposed of, including: ordering, receiving, checking, inventorying, distribution, securing storage, and disposal of empty cans.

The Paint Custodian will ensure that CORs are trained in the procedures and importance of accountability. Contracting Officer’s Representatives will discuss with and impress upon the contractor, the importance of the security and accountability procedures required of them.

Once a paint transaction has been checked for completeness and proper exchange, it shall be added to the inventory forms and secured in the Contractor’s approved paint storage containers.

Training

The contractor’s and his employees shall be instructed in the proper safety, use, and security of tracer paint. Instruction will include the following:

1. View the “Tree Marking Paint” video.

2. Review the Job Hazard Analysis for tracer paint.

3. Review the Tracer Paint Accountability Plan.

4. Discuss with the COR and understand the following:

a. Accountability procedures.

b. Proper security measures for transporting tracer paint.

c. What to do if cans are missing.

d. How to identify and report suspicious situations.

e. How to properly mark a tree.

Paint Storage

The COR will ensure that all individuals checking out tracer paint have the ability to secure the paint at all times while the paint is out of the Forest Service tracer paint storage facility. Tracer paint will not be issued to anyone who does not have the capability to secure the paint in the field. Tree marking paint will be stored in secure containers (building, vehicle, toolbox, etc.)

The contractor’s paint storage containers will be inspected and approved for compliance with security measures prior to paint being issued to the contractor. Storage containers shall be constructed of strong materials, with locking mechanisms that cannot be easily compromised.

Containers must be anchored (if applicable) and have secure doors, windows, and lids, with hinges to the inside or welded or security hinges to prevent theft of the paint or the container itself.

Tracer paint containers will be locked at all times, while not under direct surveillance of the contractor or his employees.

Tracer Paint Security While In The Field

Security of tracer paint is most vulnerable from the time it is checked out for field use, until it is returned and accounted for. It is most important during this time for the paint to be properly transported, stored, and used in the field. It is preferable to check out paint to a contractor on a five day time frame, depending on work schedule. The paint should be issued just prior to the weeks work beginning and accounted for and returned to a secure Forest Service paint storage facility upon the work weeks end.

If paint is not “on the person” of the contractor or his/her employees involved with the tree marking contract, all paint will be stored in secure containers which will be locked at all times.

The contractor will keep track of the tracer paint used each day via the “Region 3 Tree Marking Contractor’s Daily Paint Accountability Log” form. At the end of each day, and when additional paint is issued, the proper number of empties must be accounted for.

Returning Unused Paint to the COR

The contractor will return all unused paint and empty cans to the COR at the Forest Service secured paint storage facility at pre-arranged time frames. All paint shall be accounted for by the COR and Contractor.

All unused paint and empty cans will be returned to the COR at the Forest Service storage facility and accounted for by inventory methods. The Contractor shall provide the COR with the required documentation, recorded on the “Region 3 Tree Marking Contractor’s Daily Paint Accountability Log” prior to the COR approving any final Payment Invoice.

Lost Paint Procedure

An immediate investigation shall occur anytime tracer paint or empty tracer paint cans cannot be accounted for.

Paint Lost From Storage

Any time the inventory does not match the inventory sheets; check past and present inventory sheet figures in an effort to locate a possible math error or where the discrepancy occurred. If the paint cannot be accounted for:

1. Immediately perform a complete audit of all paint in storage, including paint stored in vehicles, and paint in possession of individuals. If procedures have been followed, this audit should identify the person who lost the paint or verify that a theft has occurred from the paint storage facility.

2. If a theft from the storage area is indicated, immediately notify the COR.

3. The Contractor, COR and Paint Custodian will write up separate statements. The

Paint Custodian will send the statements to S.O. Timber Management, and the COR will provide copies to the Contracting Officer.

Paint Lost in the Field

If all tracer paint cans are not accounted for at the end of the day:

1. An immediate inventory will be conducted to determine which employee lost the paint.

2. Prior to the crew leaving the area, a search will be conducted of the area in which the employee was working.

If the paint is not found:

1. The Contractor will provide a written statement to the COR addressing the circumstances involved in the loss. Statements involving lost tracer paint must include the following information:

Brand of paint (manufacturer) Lot (previously Batch) number Date of manufacture Color of paint Type of can (quart, aerosol etc.)

Was the can(s) full, partially full, or empty Circumstances and Location of loss

If lost on a timber sale, COR will include all information in the presale or administration folder as appropriate.

2. The COR will immediately notify the Paint Custodian. The Paint Custodian will notify the District Ranger and S.O. Timber Management as soon as possible.

3. S.O. Timber Management will involve Law Enforcement and determine investigation procedures.