POSTING NOTICE. SUPPLEMENTS to this HANDBOOK are numbered consecutively by handbook and calendar year. Post by document name at the end of each chapter. Remove existing blue pages and replace with this supplement. Retain this transmittal as the first page of this document. The last

Supplement to this handbook was R8 Supplement 2409.15-94-4.

Superseded

Blue Pages (Number of Sheets)

12.1--1 thru 12.1--23 12

Supplements Covered

R8 SUPPLEMENT 3, 12/89

Document Name New Pages

2409.15,11 15

2409.15,12.1 Exhibits 18

2409.15,13 19

Digest:

Revised text corresponds with the text located in the R8 Information Center and includes:

11 - Includes the description of the R8-2400-9T Contract.

12 - Updates Region's certification program and includes direction that Contracting Officer and Forest Service Representative will be a certified position.

13 - Updates the principles of sale administration and includes revised or new forms for sale inspections.

14 - Updates the contents and arrangement of the timber sale contract folder.

MARVIN C. MEIER

Acting Regional Forester

11 - THE CONTRACT.

11.1 - Three-Part Contracts. FSH 2409.18, 53.36, Timber Sale Preparation Handbook contains descriptions of how the FS-2400-6T Contract form is prepared. FSH 2409.18, 53.6, Timber Sale Preparation Handbook contains descriptions of how the R8-2400-9T Contract form is prepared.

The 2400-9T contract consists of 4 parts:

Part I Definition of Terms

Part II Standard Provisions. This part contains standard contract

language applicable to all sales.

Part III Specific Conditions.

Part IV Special Provisions.

11.2 - Other Contract Forms. FSH 2409.18, 53.7, Timber Sale Preparation Handbook contains descriptions of how the R8-FS-2400-4 Permit and R8-2400-4a Permit are prepared.

12 - SALE ADMINISTRATION CERTIFICATION.

12.1 - Requirements for Regional Programs.

1. Description of Certified Positions.

a. Contracting Officer(CO). See Section 04.1 of this Handbook.

b. Forest Service Representative(FSR). See Section 04.3 of this Handbook.

c. Sale Administration Specialist(SAS). The function of the Sale Administration Specialist (SAS) is to evaluate the performance of a sale administrator or harvest inspector, or to assess the overall quality of sale administration on a sale or District. The SAS shall perform the annual evaluation (inspection) of the SA and shall verify satisfactory improvement of conditionally certified SA candidates. Sale Administration Specialists shall be Forest level Foresters, qualified TMA's, experienced SA's, or other qualified individuals.

d. Sale Administrator(SA). See Section 04.4 of this Handbook.

e. Harvest Inspector(HI). See Section 04.5 of this Handbook.

2. Minimum Requirements for Certification. Forest Supervisors shall supplement the following requirements to meet Forest standards for assignment to sale administration duties.

a. Contracting Officer(CO).

(1) Meet the minimum requirements in FSM 2452.41, parent text and R8 Supplement.

(2) Attend the Region 8 Training session for Contracting Officers and Forest Service Representatives.

(3) Score 80 or above on the R8 written examination.

(4) Receive recommendation of Forest Supervisor.

b. Forest Service Representative(FSR).

(1) Meet the minimum requirements in FSM 2452.41 R8 Supplement.

(2) Attend the Region 8 Training session for Contracting Officers and Forest Service Representatives.

(3) Score 80 or above on the R8 written examination.

(4) Receive recommendation of Forest Supervisor.

c. Sale Administration Specialist(SAS).

(1) Meet the minimum requirements in FSM 2452.41 R8

Supplement.

(2) Attend the Region 8 Training session for Sale

Administration Specialists and Sale Administrators.

(3) Score 80 or above on the R8 written examination.

(4)Receive recommendation of Forest Supervisor.

d. Sale Administrator(SA).

(1) Meet the minimum requirements in FSM 2452.41, R8

Supplement.

(2) Attend the Region 8 Training session for Sale

Administration Specialists and Sale Administrators.

(3) Score 70 or above on the R8 written examination.

(4) Complete a performance period of at least 6 months performing full sale administrator duties on at least one sale, receive recommendation of Forest Supervisor, and pass a field evaluation of performance as conducted by the process described in this section.

(5) Be certified in tree measurement marking.

e. Harvest Inspector(HI).

(1) Meet the minimum requirements in FSM 2452.41, R8

Supplement.

(2) Score 70 or above on the R8 written examination.

(3) Be certified in tree measurement marking.

(4) Complete on-the-job training as required by Forest standards and/or attend the Region 8 Training Session for Harvest Inspectors.

(5) Receive recommendation of Forest Supervisor.

3. Training.

a. Training is a responsibility of the Forest Supervisor and District Ranger. Refer to 12.1 - Exhibit 01 for a list of the Knowledge, Skills and Abilities (KSA) recommended for each Certified Sale Administration position.

b. The R8 certification program is results oriented for the Sale Administrator and Harvest Inspector. Candidates must gain knowledge, skills and abilities, through training or work experience, in the following areas:

(1) The timber sale contract and fundamentals of sale administration.

(2) Local logging systems and layout/closure of temporary developments (roads, landings, skid trails, etc.).

(3) Local conditions and FLMP standards and guidelines relating to timber sale administration.

(4) Waste, fraud , abuse and timber theft prevention.

c. The following training aids/personnel are available to assist the Forest in providing training in sale administration and to provide Regional consistency:

(1) Prepared training programs on the timber sale contract and fundamentals of sale administration. These programs are maintained by the RO, but shall be presented at the Region, zone, or Forest level. RO sale administration expertise is available to assist in presenting the training. The following programs are available:

(a) Contracting Officer and Forest Service Representative receive recommendation of Forest Supervisor, and pass a field evaluation of performance as conducted by the process described in this section.. Refer to 12.1 - Exhibit 02 for a draft agenda of this session.

(b) Sale Administration Specialist and Sale Administrator . Refer to 12.1 - Exhibit 03 for a draft agenda of this session.

(c) Harvest Inspector. Refer to 12.1 - Exhibit 04 for a draft agenda of this session.

(2) RO logging engineering expertise to assist the Forests in preparing and presenting training in temporary development layout and local logging systems.

(3) A self-study workbook on the 2400-6T timber sale contract and fundamentals of sale administration.

(4) Formal Contract Law Training. Refer to 12.1 - Exhibit 05 for a draft agenda of this session.

(5) The Regional Office will sponsor a Contracting Officer & Forest Service Representative and Harvest Inspector training sessions in even number Fiscal Years. Sale Administration Specialist & Sale Administrator and Contract Law training sessions will be held in odd numbered Fiscal Years.

4. Certification Examination. Test sale administration candidates when they have acquired the necessary minimum skills through training and/or on-the-job experience. Orient examination coverage to local Forest and Ranger District conditions.

a. Written Examination. Design the written examination to determine knowledge acquired.

(1) The written examination is required for certification of the CO, FSR, SAS, SA, and HI.

(2) The Regional Office is responsible for preparing and administering the written examination. Forests shall administer tests to individual candidates and forward to the Regional Office Timber Sales Group for grading and processing. The Regional Office training program and the self-study workbook are available for optional use to prepare for the written examination.

b. Field Examination. Design the field examination to examine the ability to perform.

(1) The field examination is required for certification of the sale administrator position.

(2) Prior to the field examination assign the candidate full sale administration responsibility on at least one timber sale for a minimum period of six months during active operations. A certification team will then evaluate the candidate's actual performance on the ground. Require the field examination to be done on an open sale utilizing the FS-2400-6T contract. The R8-2400-9T shall be utilized if the candidate does not administer any 2400-6T contracts. The sale must include a full range of sale activities from skid road and landing location through completed contract work. The candidate must pass the written examination before being scheduled for the field examination.

(3) The Forest Supervisor is responsible for setting up the field examination process. This includes selecting the sale, requesting a Team Leader from the RO Timber Sales Group, and recommending Forest personnel to serve as team members.

5. Field Examination Certification Team. Conduct the field examination with a certification team designed to evaluate the candidate's ability to administer a timber sale to established standards.

a. Team Members

(1) Assign a Team Leader (TL), an off-District line officer, and one person from S.O. Timber to the certification team. Allow the Forest Supervisor to designate one or two additional persons. The TL will come from off-Forest and is selected by the Regional Office. Allow the District Ranger and/or District TMA, FSR, or Sales Forester to accompany the team, but only as observers.

(2) The responsibilities of the certification team are as follows:

--To conduct a fair, objective evaluation based on the candidate's observed performance.

--To be consistent on evaluating standards between individual candidates.

--To provide knowledge of local conditions and FLMP standards and guides (primarily a responsibility of the on-Forest team members).

--To provide the candidate with a full evaluation of strengths and weaknesses and, when possible, suggestions for improvement.

--To provide management (District and Forest) with feedback as to strengths and weaknesses of the candidate.

--To make a recommendation on certification to the Regional Forester.

b. Team Leader (TL). RO Timber Sales Group will maintain a cadre of Team Leaders and will assign a Team Leader to each certification team.

(1) Normally select TL's from the following:

--Regional Officer Timber Staff

--Forest Timber Staff Officers

--Sale Administration Specialists

(2) Require the following qualifications for the TL's:

--Experience in contract administration at the District and Forest level.

--Has attended timber sale contract law training and meets qualifications for a Contracting Officer on the 2400-6T contract.

--Can spend a minimum of 10 work days each year on field examination for three consecutive years.

--Has previously served as a team member on a SA field examination.

(3) The TL's responsibilities are to:

--Coordinate the field examination and keep it on schedule and focused.

--Provide guidance to team members on the field examination process so that all team members have a clear understanding of their role.

--Maintain consistency between certification teams.

--Use the examination process as an opportunity to train Sale Administration Specialists and TL candidates.

--Approve the selection of certification team members.

--The Team Leader is responsible for the action of the team. Teams shall strive to reach unanimous decisions. However, when a team cannot reach a consensus, the Team Leader shall decide the team rating or other issue in question.

(4) Annually, or as needed, RO timber shall conduct a meeting with all current TL's to review certification problem areas observed during the previous year, review questions of contract interpretation, resolve contract interpretation and contract administration problem areas where possible, and assign responsibility for resolution of any unresolved problems.

(5) For maintenance of continuity and consistency, the Team Leader must serve at least once annually as Team Leader or team member on a SA field examination and must attend the RO Team Leader meetings.

6. Certification Team Operating Procedures

a. Certification Team Orientation and Instructions . Assemble the examining team in advance of field evaluation to become familiar with local conditions, the candidate's history, and the field examination process. Cover the following items:

(1) Background information for the sale. The team must review the EA/prescriptions, appraisal, contract, sale folder (inspections, correspondence, memo, etc.), sale administration organization, and delegations of authority.

(2) Background of the candidate, including training, results of the written examination, and experience.

(3) Key FLMP standards and guidelines for the management area where the sale is located.

(4) Outline the field evaluation process and discuss the importance of identifying actual causes of deficiencies.

(5) Importance of candidate orientation.

(6) How to conduct critique with candidate.

(7) Stress that the objective of certification is professionalism in sale administration.

(8) Composition of the team and assigned responsibilities.

(9) Answer questions and bring team members up-to-date on the sale administration program.

b. Candidate Orientation. Before going to the field spend 15-20 minutes with the candidate to introduce the team members and the candidate and discuss what is to happen during the field examination. Make it informal and open for discussion. Get everyone together where there won't be interruptions. Try to put everyone at ease and set a positive atmosphere for the examination. Discuss the following with the candidate:

(1) Review training, experience, current position of the candidate.

(2) Review the expected schedule for the day.

(3) Give the candidate a copy of the evaluation form, R8-2400-70. and explain the rating system.

(4) Review the evaluation process, including the candidate close-out meeting and possible outcomes of the evaluation.

c. Evaluation of Candidate's Performance. Use R8-2400-70, Evaluation Report, to record findings of the field evaluation. Cover the following in the field evaluation:

(1) Have the candidate review the sale background and file with the team.

(2) Discuss sale administration responsibility, including delegation of authority.

(3) Discuss preparedness (non field). Determine if SA candidate is familiar with pertinent standards and guidelines in the FLMP, has a working knowledge of payments and a general knowledge of the ATSA system, and is knowledgeable of the Sale Administration Handbook.

(4) Review all phases of logging operations. If possible, plan the examination to see active operations. Look at sale prep, sale layout, felling, skidding, contractual required work, roads, fire precautions, erosion control, coordination with other resources, safety, acceptance, and closure. Hypothetical or "what if" questions shall be kept to a minimum, but shall be utilized to verbally alter situations to change time of year and circumstance to get information on a full range of sale activities, if not available at time of examination.

(5) Inspect the sale area and evaluate the candidate's performance (actual vs desired) using form R8-2400-70, 12.1 - Exhibit 06, as a working tool and checklist. Circle any items to comment on during the team rating, number for reference, and make notes in the margin or on a separate sheet of paper. Evaluation must be based on the candidate's responsibilities and performance and must not be influenced by any deficient performance of other members of the contract administration team or circumstances beyond the control of the candidate.

(6) Compare actual vs desired performance and identify significant discrepancies. Determine whether they are due to a lack of skill or knowledge, or a management performance problem. It is important to get to the underlying causes of problems noted. Following is a list of common "underlying causes":

--Lack of direction or supervision.

--Lack of knowledge or training.

--Not using the TSC to achieve end results.

--Lack of Purchaser supervision.

--Reacting to situations vs anticipating potential

problems.

--Letting things happen, particularly with

uncooperative operators.

--Personal or local standards.

--Taking actions outside the contract.

(7) Use R8-2400-72 12.1 - Exhibit 07 as a working tool to document underlying causes. For candidate skill discrepancies, identify action needed and indicate how to confirm the successful completion. For the management performance items, list indicators and action necessary if any, and be prepared to discuss at the exit conference.

d. Team Rating. After the field inspection is completed, each team member shall individually rate the candidate on all numbered items on pages 2-4 of R8-2400-70. Rate the major items on R8-2400-70 as satisfactory (/). needs improvement (0), or as not applicable (NA). NA would also apply if not enough information is available to establish a valid rating for a given item. (Critical items which require a satisfactory rating for full certification are 7) Streamcourse Protection. and 8) Erosion Prevention and Control), unless the certification team determines these items are not a significant factor on the candidate's District.

The team will then compare and discuss each item and agree to a single team rating, using form R8-2400-71 12.1 - Exhibit 08, Certification Team Summary. The team's summary evaluation for the candidate will identify one of three categories, certified, conditional, or re-examine, based on the following levels of proficiency:

(1) Certified. Performance and effectiveness is equal to or exceeds the desired level. Candidate can be expected to perform satisfactorily in all future assignments.

If all major items are rated satisfactory the candidate will receive full certification.

(2) Conditional. Performance or effectiveness is less than the desired level. Candidate could not be expected to perform at the desired level in future assignments without strengthening the items needing improvement. Areas of weaknesses are identified and satisfactory improvement by the candidate is possible within a reasonable time frame.

When the team rating includes up to three "Needs Improvement" items, or not enough information is available for a rating on a critical item, the candidate shall be conditionally certified. Full certification will be earned after successful completion of the required follow-up action. The necessary follow-up action must be identified and qualified so action can be taken. Required corrective action must be completed within one year of re-examination by the Forest Sale Administration Specialist or a new certification team will be required.

(3) Re-examine. Performance or effectiveness is significantly less than the desired level. The candidate could not be expected to perform satisfactorily in future assignments without significantly strengthening the items needing improvement.

When the team rating includes more than three "Needs Improvement" items when any given item is so seriously deficient that it cannot be easily and readily corrected, a complete re-examination will be necessary. Candidates receiving this rating shall be provided additional training or experience at the HI level before being assigned to another "performance period" for SA evaluation. Re-examination will be by a new team.

e. Close-out With Candidate. An important phase of the field examination is a discussion with the candidate on the results of the evaluation. It is recommended that the candidate's supervisor and the District Ranger be present during the discussion. Cover the following:

(1) At the beginning, tell the candidate the results whether certified, conditionally certified, or needs re-examination.

(2) Stress candidate's strong attributes.

(3) Identify deficiencies noted in the evaluation and discuss them with the candidate. Mention only items identified in the team evaluation. Be specific and identify National, R-8, or Forest standard and compare that standard with candidate's performance. Summarize what will be required for full certification if not determined to be fully certified.

(4) Tell the candidate of possible performance problems outside candidate's control.

(5) Tell the candidate that the Regional Forester will send a letter to Forest Supervisor documenting the results of the field examination.

(6) If conditional certification, then explain the process to become fully certified. If re-examination, explain the re-examination process. Inform candidate that SA certificate will be issued when all standards have been met.

(7) Solicit comments from candidate pertaining to team performance and the certification program.

(8) Close with a summary statement, again emphasizing candidate's strong points. If candidate's personal characteristics are such that future certification is achievable, let candidate know that the team is confident that weaknesses can be overcome and full certification achieved.

f. Exit Conference With Forest (Optional). The Forest Supervisor shall request an exit conference with the certification team before the team leaves the Forest. The Team Leader and at least one team member shall be available to discuss with the Forest the results of the candidate evaluations, external barriers or problems, and the effectiveness of the Forest's sale administration activities in training and performance.

If the exit conference is held, management related items which will not be included in the candidate evaluation letter(s) shall be discussed. Also, there shall be observations of management related items in the field review that the team needs to document to management if there is no exit conference. The purpose of this letter to management is to advise the Forest Supervisor and District Rangers of apparent management direction or situations that affect the results of sale administration. Do not duplicate information contained in the candidate evaluations sent to the Forest in the letter from the Regional Forester. Document the major points covered in the exit conference or field observations as observations of fact and avoid making specific recommendations for correction. While it shall be appropriate to discuss ways to correct management deficiencies at the exit conference do not document these items in the letter to the Forest Supervisor. The letter will be prepared by the Team Leader and sent to the Timber Sales Group, Regional Office. The letter will be reviewed by the Timber Sales Group and signed by the Director of Timber Management under R-8 letterhead. See 12.1 - Exhibit 09 for a sample letter.

g. Documentation of Candidate's Evaluation. The Team Leader is responsible for preparation of a draft letter documenting the results of the field examination. Use the format found in the 12.1 - Exhibit 10, and send to RO Timber Management, Sales Group, for preparation for the Regional Forester's signature. Include the following in the letter:

(1) The name of the candidate, dates of examination, and the names of the certification team members.

(2) The result of the field examination. When conditional certification is recommended identify what the candidate must do to achieve full certification. State that full certification will be issued when the Forest Supervisor or a Sale Administration Specialist confirms by letter that the conditional candidate has met the requirements. When re-examination is recommended identify the specific deficiencies that prevent certification.

(3) If appropriate, identify noteworthy achievements or outstanding attitude, enthusiasm, etc.

7. Follow-up On Conditional Certification. Those candidates receiving a conditional certification will be fully certified if deficiencies are corrected within one year of the field examination. The Forest is responsible for implementing corrective action and documenting when the candidate's performance in deficient areas meets established standards.

Page 1 of R8-2400-70, listing areas of deficiencies, will be returned with the letter to the Forest. When items needing improvement have been successfully accomplished by the candidate, the Forest will send the original R8-2400-70 back to the Regional Office certifying completion of corrective action. Verification of follow-up action shall be by an SO level Contracting Officer or a Sale Administration Specialist. The Regional Forester will then certify the individual.

8. Maintenance Of Certification

a. Standards

(1) Verify and document performance of the SA annually via the evaluation process described under item 9 of this section.

(2) Forest Supervisors, Contracting Officers, and immediate supervisors evaluate and determine the performance of the HI and SAS.

(3) Provide a minimum of 12 hours refresher training every 2 years. Region, Forest, or zone level training sessions or workshops will meet this requirement. Specific training topics or format are not required, but shall include discussion of new contract provisions, changes in policy effecting sale administration, and problem areas identified by sale inspections or reviews and other knowledge, skills and abilities listed in 12.1 - Exhibit 01, Section 10 of this Handbook.

b. Revocation of Certification and Recertification Requirements . Certification remains effective as long as individuals remain active in sale administration and perform satisfactory.

(1) Cancel certification when individuals have been inactive in sale administration work for three years. Use lack of annual performance evaluations to determine inactivity of Sale Administrators.

(2) Require recertification (field examination only) for continued assignment to Sale Administrator duties when a SA's performance is determined to be unsatisfactory and certification is changed to Harvest Inspector (see 9.b.).

(3) Recognize certified Sale Administrators transferring in from out-of-Region as conditionally certified in R-8 until an evaluation can be made of their work using the evaluation procedures described in 9 .b.

9. Sale Administrator Evaluation.

a. The Purpose of the Sale Administrator evaluation is to assure the continued satisfactory performance of certified Sale Administrators, specifically to:

(1) Identify performance deficiencies and recommend corrective action.

(2) Recognize performance strengths and inform management of those strengths.

(3) Determine if actions are in compliance with the contract and established standards.

(4) Provide for consistency in applying timber sale administration standards.

(5) Promote a sense of pride and professionalism in sale administration.

b. Annual Maintenance Evaluation. To maintain certified status, each SA must be evaluated at least once annually by an SO level Contracting Officer or a Forest certified Sale Administration Specialist.

This evaluation is designed to assess the performance of the Sale Administrator. Determine how the person is performing in areas of assigned responsibility and compare this actual performance with contractual requirements and established standards as specified in the Sale Administration Handbook, or elsewhere. Examine the interface with other members of the sale administration organization (FSR, ER, CI, HI, etc.) only as it relates to assigned responsibility. Conduct the evaluation as follows:

(1) Review a full range of sale conditions and activities. Inspect more than one sale if necessary.

(2) Document the evaluation on Form R8-2400-70 and use the same criteria as used For the field examination process (described at 12.1, section 6c).

(3) Consider the sale administrator's performance unsatisfactory when one or more numbered items on pages 2-4 of R8-2400-70 are rated unsatisfactory.

(4) Follow-up an unsatisfactory rating with another evaluation within three months. If the second rating is also unsatisfactory, immediately notify RO, Timber Management, by letter.

Unless sufficient mitigating reasons are present, change certification status to Harvest Inspector when two successive evaluations are unsatisfactory.

The Sale Administrator evaluation does not replace activity reviews, Forest Supervisor's inspections of District sale programs, Contracting Officer's inspections, or other reviews or inspections, but could be done at the same time as some of those inspections.

10. Maintenance of Records

a. The Regional Office Timber Sales Group will maintain a record of certified individuals, including scores on the written test.

b. In order to keep the rosters current, Forest Supervisors must provide the following to RO, Timber Management:

(1) Letter of recommendation for certification of Sale Administration Specialists, including the candidate's experience and qualifications.

(2) Evidence of previous certification and recommendation for conditional certification of out-of-Region transfers.

(3) Copy of R8-2400-70 signed by a CO or SAS showing completed follow-up when a conditionally certified SA has met conditions for certification.

(4) A letter and supporting documents when two successive performance evaluations on a SA are unsatisfactory.

(5) A letter summarizing the results of the annual maintenance evaluations of certified SAs is due annually on December 31.

(6) Any change in status of certified individuals, such as transfer, retirement, reassignment, or death.

11. Distribution of Documents. Refer to 12.1 - Exhibit 11 for the distribution of documents generated during the certification process.