Attachment 1 - Boise Tracer Paint Accountability Plan.pdf

Attachment 1

BOISE TRACER PAINT ACCOUNTABILITY PLAN

General The security of tracer paint cannot be emphasized too greatly. Use of paint containing tracer(s) helps reduce unauthorized cutting and may provide evidence when unauthorized cutting does occur. Tracer test kits are for Forest Service employee use only and shall not be provided to any Contractor or other non-agency employee.

Each line officer will designate in writing a Paint Custodian (or one primary and one backup paint custodian) to issue paint and to maintain the paint inventory, as well as take responsibility for tracer paint security, ordering, and disposal. A paint Property Manager will also be designated in writing by the responsible line officer, and this individual will be responsible for quantity audits. These positions shall be held by separate individuals. These designations are in accordance with direction in FSH 2409.12, Chapter 70.

The forest staff officer shall ensure that the security requirements in 72.4(1) are followed when timber marking is performed by non-Forest Service personnel.

Duties of Paint Custodian, Contracting Officer Representative (COR) and Contractor The Paint Custodian is ultimately responsible for tracking all tracer paint inventory. Including:

securing storage, ordering, receiving, inventorying, checking tracer, distributing, and disposing of empty cans.

The Paint Custodian and/or property manager will ensure that COR’s are trained in the procedures and importance of accountability. COR’s 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.

Any missing or unaccounted for paint cans could result in a charge of $250.00 per can to the Contractor and will be investigated by Forest Service law enforcement.

Training The Contractor and their 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 in their possession. Tracer paint will not be issued to anyone who does not have the capability to secure the paint in the field. Tracer 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 any paint being issued. 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.

Tracer paint containers will be locked at all times, while not under direct surveillance of the Contractor or their 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.

If the Contractor or their employees are not in direct contact (“on the person”) with the paint, it shall be stored in secure containers which shall be locked at all times.

In accordance with 2409.12, Chapter 70, the Contractor will keep track of the tracer paint used each day via the 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 Used and Unused Paint Containers to the COR The Contractor will return all unused paint and empty cans to the Forest Service secured paint storage facility on a weekly basis in coordination with the district Paint Custodian. All paint shall be accounted for by the COR and Contractor. In addition, the Contractor shall provide the COR with the Contractor’s Daily Paint Accountability Log forms. One hundred percent paint accountability will be required prior to the COR approving any final Payment Invoice.

Lost Paint Procedure Any missing or unaccounted for paint cans could result in a charge of $250.00 per can to the Contractor and will be investigated by Forest Service law enforcement.

Paint Lost From Storage Any time the paint inventory does not match the inventory sheets; check past and present inventory sheet figures in an effort to locate a possible math error or identify 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 Forest Service law enforcement.

3. The Contractor, COR and Paint Custodian will write up separate statements. The COR will send all statements to the Forest Service Law Enforcement Officer for further investigation.

4. COR will notify the Forest Staff 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 Contractor and their employees leaving the area, a search will be conducted of the area in which the employee was working.

If the lost 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) 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

2. The COR will immediately notify the Paint Custodian and paint manager. The Paint Custodian will notify the Forest Service Law Enforcement Officer and Boise NF Timber Staff Officer as soon as possible.

3. Forest Service law enforcement will determine investigation procedures.

Contractor’s Daily Paint Accountability Log

District:__________________________ Date Received:______________________

Color:____________________________ Date Returned:_____________________

Batch No.:_____________ Quantity Issued:____________ Issued by:__________

(1 batch per sheet)

DATE

TREATMENT AREA

UNIT NUMBERS

MARKED TODAY

(Treatment Area No.)

PAINT USED

(Quarts)

Contractor’s Paint Accountability Log*

ISSUED: Full and Par�al Containers

Paint Color:___________________ Date: _________________

Quan�ty Issued: _________ Quarts Batch #: ___________________

Full:__________ Par�al:_________

Issued by: ____________________ Issued by: __________________________ Signature

Received by: __________________ Received by: _________________________ Signature

RETURNED: Full and Par�als Containers

Paint Color:___________________ Date: _________________

Quan�ty Returned: ________ Quarts Batch #: ___________________

Full:__________ Par�al:_________

Issued by: ____________________ Issued by: __________________________ Signature

Received by: __________________ Received by: _________________________ Signature