KNF_Paint_Security_for_Contractor.pdf

KISATCHIE NATIONAL FOREST TRACER PAINT ACCOUNTABILITY PLAN

The security of Forest Service tree marking 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 has designated a Property Custodian who is responsible for Forest Service tree marking paint security.

Duties of Property Custodian, COR and Marking Contractor

The Property Custodian has the responsibility of oversight of Forest Service tree marking 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.

Contracting Officer’s Representatives (COR) will discuss security and accountability procedures with the Contractor, and impress upon the contractor the importance of following correct procedures for handling Forest Service tree marking paint.

The Contractor shall use ONLY Forest Service tree marking paint in the performance of this contract. The Contractor shall check out tree marking paint from the Property Custodian according to procedures outlined in this Plan. An approved storage facility for Forest Service tree marking paint in the possession of the Contractor shall be provided. Contractor shall return to the Property custodian all cans of Forest Service tree marking paint, either empty or full, when no longer needed.

Once a paint transaction has been checked for completeness and proper exchange, the Property Custodian will add it to the inventory forms and the paint shall be secured in the Contractor’s approved paint storage containers. Contractor shall maintain a Paint Inventory Log, tracking the location of each can of paint assigned to Contractor until the can is returned to the Paint Property Custodian.

Training

The contractor and his employees shall be instructed in the proper safety, use, and security of Forest Service tree marking paint. Instruction will include the following:

1. View the “Tree Marking Paint” video.

2. Review the Job Hazard Analysis for tree marking paint.

3. Review the Tree Marking Paint Accountability Plan.

4. Discuss with the COR and understand the following:

a. Accountability procedures.

b. Proper security measures for transporting tree marking paint.

c. What to do if cans are missing.

d. How to identify and report suspicious situations.

e. Paint Storage

The COR will ensure that all individuals checking out tree marking paint have the ability to secure the paint at all times while the paint is out of the Forest Service storage facility. Tree marking 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 secured doors, windows, and lids, with hinges to the inside or welded to prevent theft of the paint or the container itself.

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

Tree Marking Paint Security While in the Field

Security of tree marking 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.

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 tree marking paint used each day via the “Kisatchie National Forest Contractor’s Tree Marking Paint Log” form. At the end of each day, and when additional paint is issued, the proper number of cans 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 “Kisatchie National Forest Tree Marking Paint Log”, prior to the COR approving any final Payment Invoice.

Lost Paint Procedure

An immediate investigation shall occur anytime tree marking paint or empty tree marking 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.

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 and the COR will notify the District Law Enforcement Officer (LEO).

3. The Contractor, COR and Property Custodian will write up separate statements. The Property Custodian will send it to S.O. Timber Management.

Paint Lost in the Field

If all tree marking 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. Contractor will be charged $500 for each lost can.

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

Brand of paint (manufacturer) 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.

3. The COR will immediately notify the Property Custodian. The Property Custodian will notify the Law Enforcement Officer, District Ranger and S.O. Timber Management as soon as possible.

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