Chapter VII PROCUREMENT Signs should be procured from the most cost-effective and efficient source, including shipping. Final design and approval for all Reclamation signs should be the responsibility of the office sign coordinator or the regional sign coordinator as detailed in chapter I. Once the need for new or replacement signs has been determined and funding secured, the area or field office sign coordinator should initiate the procurement process. Except for standardized signs, appropriate drawings and specifications should accompany each sign requisition to ensure compliance with these Guidelines. Standardized signs, such as highway, snowmobile, and boating signs, can be procured through normal office procedures. Most standardized signs can be obtained through the General Services Administration or Defense Logistics Agency by contacting your property and supply office personnel. Information such as cost authority number, order number, Federal stock number, quantity, and physical description should accompany each request. Copies of the General Service Administration Catalog, Defense Logistics Agency Catalog, General Service Administration: <http://www.pueblo.gsa.gov/> Defense Logistics Agency: <http://www.dla.mil/earthday/tris.htm> Uniform Traffic Control Devices Standards: <http://muted.fhwa.dot.gov/ser-pubs.htm> Uniform Waterways Marker System: <http://www.boatsafe.com/nauticalknowhow/buoychanges.htm> National Snowmobile Association Standards: <http://www.snowmobileacsa.org/page.cfm/14/> Chapter VIII SIGN FUNDING AND INVENTORY A. General: A regular sign review and maintenance program should be adopted for all signs existing within the respective regions. It should be the responsibility of the operating office to perform a sign review as needed, prepare a sign inventory, and accomplish any required maintenance of signs within areas and offices under its jurisdiction. B. C. Funding: Reviews, inventories, and scheduled maintenance of signs should be funded by the responsible managing entity. All facility signs (i.e., buildings/structures) and reservoir area signs where Reclamation has recreation management responsibilities should be funded by the designated Reclamation office. If a Reclamation-operated powerplant is associated with a dam, funding for signs pertaining to that structure should be borne by the responsible Reclamation power office. If a dam is managed by a water users organization, and there are no Reclamation operated powerplants associated with the dam, it should be the responsibility of the water users organization to fund all sign requirements of that site unless otherwise determined through a negotiated agreement. When reservoir recreation activities are managed by the State or another Federal agency, local agency, or private concessionaire, funding for construction, installation, maintenance, and replacement should be the responsibility of the managing entity pursuant to the management agreement. Sign Inventory and Review: Each operating office should prepare a sign inventory and update the inventory, as necessary. Updated inventories should be maintained by the area office sign coordinator. Appendix 6 contains six examples of sign inventory worksheets that could be used by Reclamation offices. A periodic sign review should be performed by the operating office. The following questions should be addressed when conducting the review: 1. Adequacy.—Are additional signs needed? Are existing signs effective? (If not, 2. Wording. Is the message clear, concise, and easily understood? (If not, make the necessary changes.) 3. Design.-Does the sign design conform to these Guidelines? (If not, is a new sign more desirable?) D. Inventory: The following specific information should be included in the inventory: 1. 2. Identification Number.-Each sign should be assigned a unique identification number. It should include city, State, and area office. For example: ID-015-10 described sign #10 of the Boise, Idaho, Snake River Area Office of Idaho's Boise District. Location. By road number or facility name (e.g., Owyhee Reservoir), if so 3. Description.-By catalog number if a general, standardized sign. If not, a short description, such as "interpretative sign," not longer than 25 letters. E. 7. 8. 9. Cost.-Include design labor, fabrication labor, materials, and shipping. (Important if vandals are to be prosecuted.) Last Maintenance Date.-The date that the sign was previously maintained. Cost of Maintenance.-Include both labor and material costs. If labor is by 10. Current Condition.-(See Chapter IX - Sign Maintenance, for condition ratings and criteria for each described condition rating.) 11. Date Condition Determined.-The date of the inventory. 12. Projected Next Maintenance Date.-The date that the next regular maintenance should occur. Evaluation: Using the inventory, identify needed signs and maintenance requirements. Answer the following questions: 3. Are the signs in compliance with standards in these Guidelines? 4. Are there signs or posters which are no longer needed or appropriate? 5. Are there obsolete signs that should be replaced with newer editions of the same sign? Chapter VIII - Sign Funding, Inventory, and Maintenance 6. 7. Are all signs in their proper locations? Is there a vandalism or theft problem that should be solved in coordination with local law enforcement agencies/officers/authorities? F. Action Plan: Based on the inventory and evaluation described above, develop an annual action plan for ordering and installing new or replacement signs and for maintaining existing signs. Clearly describe planned action, time by which action is to be completed, individual or work unit responsible for accomplishment, and estimated cost. The plan should be commensurate with available funding and workforce availability. Consider wide use of volunteers for sign maintenance. Most maintenance tasks are easily accomplished by nontechnical people. Sign maintenance tasks are also good projects to offer to youth, church, and community groups. Ideally, recruitment should be done during the winter months, and work agreements made should begin in spring or early summer. If a vandalism or theft problem exists, discuss possible solutions with appropriate law enforcement entities. Consider sting operations and stakeouts of signs with designs and/or messages that make them likely theft targets. If arrests are made and individuals are successfully prosecuted, work with public affairs staff to publicize that fact as a deterrence to future theft and vandalism. Include any antitheft or antivandalism activities in the action plan. G. Planning Period: A detailed plan is required for only the current fiscal year. It should be completed by January 31 for the following field season. Planning for out years may be less detailed. Update sign plans annually. At least 25 percent of area office signs should be scheduled for maintenance inspections each year. H. Documentation: Document all inspections, installations, removals, and maintenance work as it is completed. |