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Note: The purpose of this document is to serve as a guide or script to follow when calling companies who 

may be able to provide carbon material for emergency mortality composting. 

PLANNING THE CALL

The caller needs to be familiar with the Carbon Source Job Aid. 

Use as reference during discussion:

♦ Carbon Source Job Aid

♦ Procuring DUNS and SAM numbers for federal contracting, or state contracting information.

Please check this website for any quarantines on the carbon material to ensure the shipment 

doesn’t violate Plant Protection and Quarantine restrictions https://www.aphis.usda.gov/aphis/ 

ourfocus/planthealth/plant-pest-and-disease-programs/pests-and-diseases. 

IDENTIFY YOURSELF AND ASK FOR THE OWNER/MANAGER

Hello, I'm (name) with the (organization). We are preparing for potential animal disease outbreaks 

in our state and composting is one of our options for carcass disposal. (Stress this point)—There is 

no disease currently going on, this is only for planning purposes. To adequately compost, we will 

need wood chips, shavings, and similar carbon materials, and your company has been suggested 

as a potential supplier. We wanted to find out if you have this material and if you might be 

interested in providing it in an emergency? (If they are interested, what kind of materials can they 

provide?)

The material must meet certain specifications to be effective. Reference APHIS Carbon Source

Job Aid, e-mail if possible. (If owner/manager can meet the specification, continue; otherwise thank 

them for their time and ask if they know any other potential suppliers, then end call.)

Depending on the size of an infected farm, we might need to order the material by the truckloads 

for delivery within 48 to 72 hours so the carcasses can be quickly composted. This is only for 

livestock and poultry. Transportation could be contracted if you do not have the vehicles to move 

large quantities of materials. 

(If the owner/manager can meet the need, continue; if not, thank them for their time and ask if they 

know any other potential suppliers, then end call.)

We will not be able to guarantee that you will be contacted, and we are currently collecting this 

information for planning purposes only. Any order would be placed by contracting officials at the 

time of the emergency if funds are available. If you’re interested in helping, we could put you in 

 HPAI Response

Finding Carbon Source: What to Say

When Calling Potential Vendors 

December 2016
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contact with someone that could give you more details on contracting with the state or federal 

government. You would be paid fair market price for the materials and this would be negotiated at 

the time of the emergency. 

We hope that we would never have to face the situation in (their State), but if you’re interested, 

may we add you to our list of potential suppliers?  No  Yes If yes, continue. If no, thank them 

and ask if they have any other recommendations, and end call.

Thank you for your help. We would like to verify we have your accurate contact information and 

would like to ask a few questions, if that’s OK with you?

Plant name:

Physical address: Mailing address:

GPS coordinates, if known (for mapping over agricultural areas):

Contact names (at least two people)

Name: Name:

Phone numbers Phone numbers:

Cell: Work: Cell: Work:

After hours: After hours:

What products could they supply?

Do they have trucks capable 

of delivering the product?

 No  Yes—How many trucks could they make available in 

an emergency?

How far away could they travel to deliver product?
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Would they be willing to allow someone to inspect the product for suitability in advance?

 No  Yes

Provide (your contact information) for further questions or (their State or federal contact

information).

Thank you for your help. (End the call.)