Attachment 1 - Performance Work Statement (Asbestos) 14 May 2024.pdf

PERFORMANCE WORK STATEMENT

FOR ASBESTOS SURVEYS

30 April 2024

UNITED KINGDOM

TABLE OF CONTENTS

COVER PAGE

TABLE OF CONTENTS

LIST OF ABBREVIATIONS

1. PART A- INTRODUCTION

1.1 Service Description

1.2 Background

1.3 Scope

2. PART B- SERVICE REQUIREMENT

2.1 Refurbishment and Demolition Survey:

2.2 Management Survey:

2.3 Targeted Surveys:

2.4 Reassurance Air Sampling:

2.5 Coordination

2.6 Contractor Qualification

2.7 Reporting

2.8 Performance Requirement/Service Summary

3. PART C- CONTRACT MANAGEMENT, PLANNING AND REPORTING

3.1 Business Relations

3.2 Notification Requirements

3.3 Contract Management:

3.4 Quality Management

3.5 Quality

3.6 Subcontract Management

3.7 Safety and Security

3.8 Access to Facility

3.9 Periodic Meetings

4. PART D- GENERAL INFORMATION

4.1 Compliance Responsibility

4.2 Government Furnished Document

4.3 Hours of Operation

4.4 Security Requirements

Attachments:

LIST OF ABBREVIATIONS

ACM Asbestos Containing Material

AFPD Air Force Policy Directive

BCE Base Civil Engineer

CAR Control of Asbestos Regulation

CDM Construction Design and Management Regulation

CO Contracting Officer

COR Contracting Officer Representative

FGS-UK Final Governance standards for the United Kingdom

FBI Federal Bureau of Intelligence

HGS Health and Safety Guidelines

IAW In accordance with

MODLO Ministry of Defence Liaison Office

MOD Ministry of Defence

OSHA Occupational Safety and Hazardous Administration

RAMS Risk Assessment Method Statement

RAF Royal Air Force

R&D Refurbishment and Demolition

SFMIS Security Forces Management Information System

UKAS United Kingdom Accreditation Service

USAFE United States Air Force in Europe

1. PART A- INTRODUCTION

1.1 Service Description

The Contractor shall provide the personnel, equipment, licenses, protective equipment, and risk assessment matrix required to perform asbestos surveys as described in this performance work statement. The Contractor shall carry out full building refurbishment and demolition (R&D) survey, management survey, R&D survey of selected areas, or reassurance air sampling at United States Visiting Forces (USVF) locations within the United Kingdom (UK). A combination of these tasks may be required at facilities. The Contractor shall perform to the standards in the contract as well as the current Final Governing Standards (FGS-UK), Control of Asbestos Regulation (CAR) 2012, series code 264 and 247 of the United Kingdom Health and Safety Guidelines (HSG), and the respective base current Asbestos Management and Operations Plan (AMOP).

1.2 Background

The purpose of an asbestos surveys is to aid the management of asbestos-containing materials (ACMs) within a facility. It also aims to ensure all facilities built prior to the year 2000, and materials used in plantrooms up to the year 2002, with known or presumed asbestos are managed in compliance with the Control of Asbestos Regulation (CAR) 2012.

1.3 Scope

This service will provide asbestos R&D survey, management survey, R&D survey as required, and reassurance air sampling for facilities in listed in Appendix A of each Blanket Purchase Agreement (BPA) Call, requiring either one of or a combination of the listed surveys. The Contractor shall survey the list of facilities listed in Appendix A of each BPA Call, as described in this PWS. Samples taken shall be sent to a certified United Kingdom Accreditation Service (UKAS) Accredited laboratory for analysis. All Personnel and contractors shall comply to the requirements of the AMOP, where such plan is present.

The Contractor shall be responsible for providing equipment such as lifts and scaffolding, as required, to enable access to areas that require surveys. Such equipment shall meet Health and Safety Executive (HSE) guidance.

2. PART B- SERVICE REQUIREMENT

2.1 Refurbishment and Demolition (R&D) Survey:

2.1.1 Carry out a full R&D survey as requested within each BPA Call in line with scope of this contract and in accordance with (IAW) HSG264, CAR 2012 and FGS-UK 2017.

2.1.2 Locate, collect samples, and describe the extent and condition of all ACMs within the facility being surveyed.

2.1.3 Provide equipment required for the sampling and to gain access to roof space/ceiling voids.

2.1.4 Provide a comprehensive survey report and accompanying analysis certificate to the base Civil

Engineer Squadron (CES) with any additional findings for each facility sampled.

2.1.5 For RAF Mildenhall, the facility shall be put back in the same condition as it was pre-survey.

Patch, paint, fill etc. work may be required to ensure the facility looks the same as it did prior to collecting samples.

2.1.6 For RAF Lakenheaht, the Contractor shall at minimum follow the HSG 264 Surveyors Guide.

2.2 Management Survey:

2.2.1 Carry out a management survey as requested by the Base CES in line with scope of this contract and in IAW HSG264 and CAR 2012.

2.2.2 Locate and describe the extent and condition of suspected ACMs within the facility being surveyed.

2.2.3 Provide a comprehensive survey report and accompanying analysis certificate to Base CES with any additional findings for each facility sampled.

2.2.4 For RAF Mildenhall. the facility shall be put back in the same condition as it was pre-survey.

Patch, paint, fill etc. work may be required to ensure the facility looks the same as it did prior to collecting samples.

2.2.5 For RAF Lakenheath, the Contractor shall at minimum follow the HSG 264 Surveyors Guide

2.3 Targeted Surveys:

2.3.1 Carry out a R&D survey of selected areas, such as the roof space/ceiling voids (above 3 meters), flooring or plant rooms as requested by the Base CES in line with scope of this contract and in IAW HSG264 and CAR 2012.

2.3.2 Locate, collect samples, and describe the extent and condition of all ACMs within the facility being surveyed.

2.3.3 Provide equipment required for the sampling and to gain access to roof space/ceiling voids.

2.3.4 Provide a comprehensive survey report and accompanying analysis certificate to Base CES with any additional findings for each facility sampled.

2.3.5 For RAF Mildenhall,the facility shall be put back in the same condition as it was pre-survey.

Patch, paint, fill etc. work may be required to ensure the facility looks the same as it did prior to collecting samples.

2.3.6 For RAF Lakenheath, the Contractor shall at minimum follow the HSG 264 Surveyors Guide.

2.3.7 .

2.4 Reassurance Air Sampling:

2.4.1 Carry out a reassurance air sampling as required by the Base CES and Environmental office in IAW HSG264, HSG248 and CAR 2012.

2.4.2 Provide all the equipment to carry out a reassurance air sampling.

2.4.3 Provide a comprehensive analysis certificate to Base CES with any additional findings for each facility sampled.

2.4.4 For RAF Mildenhall, the facility shall be put back in the same condition as it was pre-survey.

Patch, paint, fill etc. work may be required to ensure the facility looks the same as it did prior to collecting samples.

2.4.5 .

2.5 Coordination

The Contractor shall coordinate each survey with Base Environmental Office, Base Asbestos Manager and the facility mangers whose facility would be surveyed one week in advance, at minimum.

The contractor shall provide high-efficiency particulate absorbing filter (HEPA) Vacuum Certification when HEPA vacuum is being used.

2.6 Contractors shall work with the individual base CES and Environmental in accordance with the respective base current AMOP..

2.7 Contractor Qualification

The Contractor must possess at a minimum P402 surveyor or U.K. Equivalent which shall be provided to the Base Asbestos Program Manager/Contracting Officer’s Representative (COR), and Contracting Officer (CO), prior to commencing works.

The Contractor shall possess Fit Test certificates and provide them to the CO/COR prior to commencing works.

2.8 Reporting

2.8.1 Provide reports from the surveys in 2.1, 2.2, 2.3, 2.4 in a formatted IAW the current HSG 264.

The survey report should include at minimum:

Executive summary The location of identified or presumed ACMs Method used to identify i.e. analysis or presumption.

Areas not accessed (should be specific to the survey) ACM material assessment scores Recommended actions

Contract Review Name and address of site Type of survey Date of survey Lead Surveyor Qualification of surveyors Technical Reviewer Report issue date

Introduction/Objectives A description of the area included in the survey Purpose of survey Aim of Survey Type of survey

Review and Survey Planning

Survey Method

Exclusions and Caveats

Sampling and Analysis Survey Results – Interpretation

Recommendations

Appendices Appendix 1 – Asbestos Register Appendix 2 – Survey Data Sheets Appendix 3 – Areas Surveyed Appendix 4 – Sample Certificates Appendix 5 – Plans

2.8.2 Survey reports shall be provided within two (2) weeks after a facility has been surveyed, in electronic PDF format, to the COR and Asbestos Program Manager in Base CES.

2.9 Performance Requirement/Service Summary

Performance objectives PWS Paragraph Reference

Performance threshold

Method of Surveillance

Full R&D Survey Satisfactorily carry out full asbestos R&D asbestos survey in facilities as requested by COR

2.1 100% completion of full building survey.

For RAF Mildenhall, return of building to pre-survey conditions. For RAF Lakenheath the Contractor shall follow the HSG 264 Surveyors Guide.

Contractor shall notify base asbestos program manager and/or COR on the day of not able to achieve 100%.

Periodic review surveyed facilities.

Quarterly performance review

Management Survey 2.2 100% completion of full building survey.

Satisfactorily carry out full asbestos management survey in facilities as requested.

For RAF Mildenhall, return of building to pre-survey conditions. For RAF Lakenheath the Contractor shall follow the HSG 264 Surveyors Guide.

Contractor shall notify base asbestos program manager and/or COR on the

Quarterly performance review

Targeted Surveys Satisfactorily carry out asbestos R&D survey in selected areas within a facility as requested.

2.3 100% completion of survey of selected area.

For RAF Mildenhall, return of building to pre-survey conditions. For RAF Lakenheath the Contractor shall follow the HSG 264 Surveyors Guide.

Contractor shall notify base asbestos program manager and/or COR on the

Quarterly performance review

Reassurance Air Sampling Satisfactorily carry out a reassurance air sampling asbestos R&D survey in selected areas within a facility as requested by the Government or HSE requirement.

2.4 100% completion

Contractor shall notify base asbestos program manager and/or COR on the day of not able to achieve 100%.

Periodic review surveyed facilities.

Quarterly performance review

Survey Reports Provide survey reports that are IAW HSG 264 within 5 days after the facility has been surveyed.

2.7 1 report per facility within 5 working days post-survey

Periodic review survey reports.

Quarterly performance review

RAMS requirement Provide a copy of the Risk Assessment Method Statement (RAMS) to the COR, at minimum 12 working days prior to work beginning, before any survey work can start in a facility.

3.6.1 1 RAMS per facility, within 12 days prior to the survey beginning.

Planned survey works list.

Quarterly performance review.

Emergency Call-out Contractor shall respond to emergency call out within 24 hours of receiving the notification that service will be required.

4.2.3 Availability with 24

hours

100% completion of work as required

Contractor to provide a generic emergency RAMS for this purpose with Asbestos manager filed this will allow retrospective permit generation

Quarterly performance review

3. PART C- CONTRACT MANAGEMENT, PLANNING AND REPORTING

3.1 Business Relations

The Contractor shall successfully integrate and coordinate all activity needed to execute these requirements. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall seek to ensure mission partner satisfaction, and professional and ethical behavior of all Contractor personnel.

3.2 Notification Requirements

3.2.1 Notify the Contracting Officer (CO) and COR of critical issues that may affect the contract performance and/or human health, and the environment. The types of issues that require notification include, but are not limited to, health risks and changes in critical personnel. On critical issues, oral notification should be made immediately, followed by written notification as within 24 hours.

3.2.2 Make no public announcements or disclosures relative to information contained or developed in this Contract, except as authorized by the CO. This also applies to all U.S. Government-owned information made available to the Contractor.

3.3 Contract Management:

3.3.1 Establish clear organizational lines of authority and responsibility to ensure effective management of resources assigned. The Contractor must maintain communication between U.S. Government (CO and/or COR).

3.3.2 Establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to the Governments requests for contractual actions in a timely fashion.

The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support the contract. The Contractor shall assign resources to maintain proper and accurate records related to this contract.

3.4 Quality Management

3.4.1 Quality Control:

3.4.1.1 Organize, document, prepare procedures for, and implement a management-driven system to provide maximum assurance that products and services conform to specified requirements in this Contract.

3.4.1.2 All work accomplished by the Contractor shall be of sufficient quality and level of acceptance. The Contractor is responsible for (1) producing a quality product on time and in compliance with the terms of the PWS; (2) establishing and using a quality control program of the scope and character necessary to achieve the quality outlined in this contract;

and (3) producing and maintaining acceptable records of its quality control activities.

3.4.1.3 At a minimum, quality control shall include an internal (in-house) review of all submittals by the Contractor prior to submittal to the Government. It is expected that all submittals will be run through a computer-driven spell and grammar check program. Any substandard documents will be rejected by the Government and resubmitted at no additional cost to the Government.

3.5 Quality Assurance

3.5.1.1 The Contractor shall provide a list of planned survey works covering quarterly works to the COR for tracking purposes.

3.5.1.2 The government reserves the right to perform inspections, verifications, and other quality evaluations to ensure the requirements of this contract are being met. The Government can request a quality control inspection and on-the-spot checks after a review of report quality.

3.5.1.3 In the case of unsatisfactory performance as stated in this contract, the Contractor shall re-conduct the survey, and/or repairs to return to pre-work conditions at no additional cost to the Government.

3.6 Subcontract Management

If applicable, the Contractor shall be responsible for any subcontractor and any subcontractor management necessary to ensure expected execution of this contract.

3.7 Safety and Security

3.7.1 Contractor shall provide a copy of the Risk Assessment Method Statement (RAMS) to the COR, at minimum 12 working days prior to work beginning, before any survey work can start in a facility.

3.7.2 The Contractor and any of its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government/Contractor personnel that takes place on an installation. If the Issue Is asbestos related APM to be notified immediately. The Contractor shall notify the cognizant CO within 24 hours of all mishaps or incidents. The Contractor shall cooperate in any resulting safety investigation.

3.7.3 The Contractor shall comply with all relevant UK and U.S. health and safety legislation, statutory regulations, and the Construction, Design and Management (CDM) Regulations 2015.

3.7.4 For RAF Mildenhall, the Contractor shall complete a work permit (AF Form 103), Base Civil Engineer (BCE) Work Clearance Request. AF Form 103 shall be coordinated through the COR and the relevant Installations Civil Engineer Squadron for approval. Works can begin once the completed form is returned to the Contractor and recommendations are implemented.

For RAF Lakenheath the Contractor shall provide COR with Relevant documentation and the COR will complete an Asbestos permit request which will be provided to the Asbestos Manager to generate a permit. .

3.8 Access to Facility

The Contractor shall obtain access to facilities listed in Appendix A, except for those within the flight line area which are restricted and will require the Contractor to be escorted by Air Force personnel (see 4.2.5).

3.9 Periodic Meetings

3.9.1 Post Award Meeting: After the contract award, the Contractor shall attend a post-award meeting with the CO, COR, and government representative(s). The purpose of this meeting shall be to become familiar with the work requirements, information and sire specific data addressed in the PWS. The Contractor shall provide applicable presentation materials in support of the post-award meeting to the government. The agenda for the meeting shall be provided by the Contractor which will be the format of future meetings.

4. Progress meetings: Contractor shall participate in the quarterly meeting with the customer and, government representative(s). The purpose of the meeting shall be, but not limited to contract discussions, progress reviews, performance review, project status and general exchange of information concerning current and future activities. The Contractor shall provide the agenda and presentation materials at least 10 working days prior to the meeting, and complete and provide meeting minutes 5 working days after all meeting.

5. PART D- GENERAL INFORMATION

5.1 Compliance Responsibility

The Contractor is responsible to identify and comply with all applicable requirements and codes including all changes in effect on the date of contract award. The Contractor shall complete the project IAW the following identified regulations:

Current Final Governing Standards for the United Kingdom (FGS-UK)

Control of Asbestos Regulation (CAR) 2012 UK Health and Safety Guidelines (HSG) 264 and 247.

5.2 Government Furnished Document

The following document will be made available to the Contractor along with this contract:

Building Floor Plans in PDF format, where available Current Final Governing Standards for the United Kingdom (FGS-UK) Base Map showing building locations

5.3 Hours of Operation

The Contractor shall perform the services required under this contract during the following hours, unless otherwise authorized by the CO:

5.3.1 Normal Base Hours. Base hours of operation are 07:30 – 16:30 Mon-Fri, however the Contractor may be required to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government. The Contractor must be capable of performing outside normal base hours, as needed.

5.3.2 Response Time for Routine Calls. Contractor must respond within 5 working days to survey request made by COR during normal working hours that maybe because of change in mission requirement.

5.3.3 Emergency Call-Out: Contractor should respond to an emergency call out within 24 hours of receiving notification that services are required or at the earliest reactivable time when an immediate response is required to identify any accidental release of suspected asbestos fiber.

An additional call out fee will be payable for this service and requests for this service can only be made by appointed CO/COR’s office.

5.3.4 Federal Holidays: The U.S. Federal holidays and UK Bank holidays are not duty days for most personnel. The following federal holidays are observed by this institution; if the holiday falls on a Sunday, the following Monday is observed as the holiday. The Contractor may be required to provide services on U.S. Federal Holidays and/or UK Bank holidays.

New Years Day Jan 01 US UK Martin Luther Kings Day

3rd Monday in Jan US

Presidents Day 3rd Monday in Feb US Good Friday Friday before

Easter

UK

Easter Monday Monday after Easter

UK

Early May Bank Holiday First Monday in May

UK

Late May Bank Holiday Last Monday in May

UK

Memorial Day last Monday in May US

Juneteenth Jun 19 US Independence Day Jul 4 US Summer Bank Holiday First Monday in

Aug

UK

Labor Day 1st Monday in Sep US Columbus Day 2nd Monday in Oct US Veteran’s Day 11 November US Thanksgiving Day 4th Thursday in

Nov

US

Christmas Day Dec 25 US UK Boxing Day Dec 26 UK

5.3.5 Base closure: Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, shall be accomplished as soon as possible after reopening the base.

The CO/COR will notify the Contractor of any anticipated base closures in advance. A schedule of ‘catch up’ work shall be provided to the COR(s) for the base/task order before work commences. Notification of elevated force protection levels will be provided to the Contractor’s management. The Contractor shall notify the APM and COR if permits may need to be adjusted.

5.3.6 Continuation of Essential Department of Defense (DoD) Contractor Services During Crisis The performance of these services is mission essential.

5.4 Security Requirements

5.4.1 Base Access: The Contractor must be aware that entry requirements are subject to change due to installation and world situations. All employees may be subject to a background check through the appropriate U.S. and/or host nation agency checks to include but not limited to SFMIS, MODLO, FBI, and/or other MOD agency for base access.

5.4.1.1 Current security access procedures require all Contractor vehicles to enter through each installation through the Main Gate. Contractor vehicles may be subject to search prior to gaining base entry. The Contractor should plan and allow for delays because of increased and ever-changing security procedures. Driver and any passengers must present a valid (base issued) Contractors ID Card.

5.4.1.2 The Security Forces Pass & Registration office hours of operation are typically 0700 - 1600 and location is at building 438. All offices are closed on U.S. Federal Holidays, Wing and family down days. During normal duty hours all base access and vehicle passes must be obtained at this office prior entering the base. After hours passes may be obtained from the gate personnel.

5.4.2 Requirements for Contractor Credentials.

5.4.2.1 Identification: Must present a current state or government issued identification card or driver’s license issued by their state of residence or an alien card (green card), or local United Kingdom/host nation license requirements if outside the continental United States.

5.4.2.2 DD FORM 2583: Unescorted Entry Authorization Certificate, and USAFE Form 79 must be filled out completely prior to proceeding to the Pass & Registration office. The Contractor shall complete Blocks 1-3, 5-14 on DD Form 2583 and sections 1-4 down to the Approving Official on the USAFE Form 79 (once complete, the Pass and Registration office will fill out section 5). The contract will then sign a Receipt of Acknowledgement after issuance of a pass.

5.4.3 Security Manager: Upon contract award, the Contractor shall designate, in writing to the CO, a Security Manager for each location who shall be the Contractor’s point of contact for all security matters. Within five working day of contract award, the Contractor’s Security Manager shall contact the respective Civil Engineer Squadron (CES) Security Manager and/or COR for assistance on accomplishing Contractor personnel security requirements.

5.4.4 Security Training: The Contractor shall schedule initial and annual refresher training (for all assigned Contractor personnel) through the CES Security Manager. All Contractor personnel shall be thoroughly briefed by the CES Security Manager on established security requirements and procedures as stipulated by Air Force Policy Directive (AFPD) 31-1, Integrated Defense.

5.4.5 Security Authority: The Contractor shall brief all employees that they shall immediately leave any area upon notification by the CO, COR, constituted authority, Security Forces, or when directed as occasional operational requirements, real world activities, or emergencies dictate.

5.4.6 Restricted/Controlled Areas: Facilities within the flight line area are restricted and will require the Contractor to be escorted by Air Force personnel. The Contractor shall comply with various levels of security and established personnel security entry control procedures. The Contractor shall ensure all Contractor employees performing services in secured areas are processed for a controlled area, limited access, or visitor badge by the Entry Controller of the restricted/controlled area. Outside contents to include but not limited to bags, containers, vehicles, etc. are subject to inspection prior to entering and leaving a restricted/controlled area and prohibited and/or misappropriated items will be confiscated.

5.4.7 Access Coordination: The Contractor shall be responsible for scheduling access/escorts/badges by contacting the facility manager/requester no less than 14 calendar days prior to the date requiring access to the Entry Control Point of the restricted/controlled area.