Attachment 4 - Work Item Standards and Specifications (WISS) (MYRTLE HAZARD FY27).pdf

Work Item Standards and Specifications (WISS) for Coast Guard Vessel Maintenance and Repair, Surface Forces Logistics Center (SFLC)

Attachment 4 v1.0 Page 1 of 118

REFERENCES

COAST GUARD DRAWINGS

Reserved

SFLC MANUALS AND TECHNICAL GUIDANCE

COAST GUARD VESSEL COATINGS SPECIFICATIONS (VCS), version furnished with the solicitation on 5 SAM.gov and as referenced in the corresponding SOW.

OTHER REFERENCES

American Society of Mechanical Engineers (ASME) B16.34, 2004, Valves-Flanged, Threaded, and Welding

End

ASTM International (ASTM) F992, 2006, Standard Specification for Valve Label Plates 10

International Standard Organization (ISO) 4406, 2018, Hydraulic Fluid Power – Fluids – Method for Coding the Level of Contamination by Solid Particles

Manufacturers Standardization Society of the Valve and Fittings Industry (MSS) SP-58, 2003 Edition, Pipe

Hangers and Supports

Manufacturers Standardization Society of the Valve and Fittings Industry (MSS) SP-61, 2003 Edition, 15 Pressure Testing Of Steel Valves

Manufacturers Standardization Society of the Valve and Fittings Industry (MSS) SP-67, 2002 Edition, Butterfly Valves

Manufacturers Standardization Society of the Valve and Fittings Industry (MSS) SP-72, 1999 Edition, Ball

Valves with Flanged or Butt-Welding Ends for General Service 20

Manufacturers' Standardization Society of the Valve and Fittings Industry (MSS) SP-80, 2008 Edition, Bronze Gate, Globe, Angle and Check Valves

ASTM International (ASTM) D1330, 2010, Standard Specification for Rubber Sheet Gaskets

Society of Automotive Engineers (SAE) Aerospace Material Specification (AMS) G-6032, 2014 Grease, Plug

Valve, Gasoline and Oil Resistant, NATO Code Number G-363, Metric 25

American National Standards Institute/NSF International (ANSI/NSF) 61, 2015, Drinking Water System

Components - Health Effects

American National Standards Institute/American Water Works Association (ANSI/AWWA) C652, 2011, Disinfection of Water-Storage Facilities

SAE J1942/1_202112 Qualified Hoses for Marine Applications 30 v1.0 Page 2 of 118

CHAPTER 000 GENERAL GUIDANCE AND ADMINISTRATION

000a Guidance for Understanding Requirements Documents

Category Definition

Generic Maintenance Actions These verbs describe types of maintenance work to be performed on designated configuration items and classes, are defined in subchapter 000b below, and are designated using bold font (e.g., Abate, Clean, Inspect, Operate & Inspect, Overhaul, Renew, Repair, Pressure Test, etc.).

These will generally appear in work items, but appear herein as well to describe sub-tasks.

EXAMPLE

“Overhaul the PORT Propulsion Shaft Seal.”

Generic Service Actions These verbs describe types of service to be provided, are defined in subchapter

000b below, and are designated using bold font (e.g., Provide, Perform, Comply, Provide, etc.).

These will be followed by a description of the service in the work item, or will point to a Supply, Service, or General Requirements Item herein.

EXAMPLE

“Perform with ”

“Provide TEMPORARY FIRE SAFETY SUPPLIES/SERVICES (000e)”

Generic Administrative Actions These verbs describe types of administrative functions to be performed, are defined in subchapter 000b below, and are designated using bold font (e.g., Submit, Attend, Notify, Verify, etc.).

These will be followed by a description of the administrative function in the work item, or will point to an “Administrative Item” herein.

EXAMPLE

“Submit a CFR.”

Supply, Service, Administrative, and General

Requirements Items

These are collections of subtasks/standards/specifications that are designated in ALL

CAPS. A SWBS designation (at the end of, or near, the task in the work item) points the reader to a WISS SWBS Section.

ENVIRONMENTAL PROTECTION PLAN (000c)

ARRIVAL CONFERENCE (000c)

GENERAL REQUIREMENTS FOR SURFACE PREPARATION AND COATINGS

APPLICATION (631b)

These items are invoked via Tasks in work items or herein.

EXAMPLES

Submit an ENVIRONMENTAL PROTECTION PLAN (000c)

Attend the ARRIVAL CONFERENCE (000c)

Comply with all GENERAL REQUIREMENTS FOR SURFACE PREPARATION AND

COATINGS APPLICATION (631b) v1.0 Page 3 of 118

Category Definition

Amendments to Generic

Actions

These are tables that describe additional maintenance standards that apply to specific types/classes of configuration item, above those required by the Generic

Actions.

A SWBS designation (at the end of, or near, the task in the work item) points the reader to a WISS SWBS Section (i.e., the 123a designation).

EXAMPLE

“Clean the Grey Water Tank (123a).”

The reader finds the designated SWBS Section in WISS. In that section the reader finds the table that matches the configuration item being worked. The name of the type/class of configuration item will appear in the top row of the table with a definition of that type/class.

123a Tanks and Voids

The Various additional requirements are then appended to the requirements described by the Generic Action.

Tasks A task is described when an Action (e.g., Clean, Inspect, Overhaul, Renew, Repair, etc.). is coupled with a configuration item (e.g., “the Mast”, “the #1 Fire

Pump”, the “port anchor windlass”, etc.), or a Supply, Service, Administrative, and

General Requirements Item.

EXAMPLES

“Clean the Grey Water Tank (123a).”

“Provide TEMPORARY FIRE SAFETY SUPPLIES/SERVICES (000e)”

“Submit a CFR.”

Optional requirements Whenever optional requirements are presented in the SOW (e.g. “[ ] Option A, [ ]

Option B, [ ] Option C”, etc.) all options designated with an “[X]” must be performed or complied with; the other options must not be performed (i.e., the options left blank “[ ]”)

Primary Service Providers The term CONTRACTOR or Contractor is used throughout the SOW and WISS to denote the entity/organization (e.g., the prime commercial contractor, the Coast

Guard Yard, any particular Coast Guard Industrial Facility, etc.) who has been charged with performing the services described in the SOW.

Tech-Proposal/Tech-Info

Request Items

Tech-Proposal/Tech-Info Request Items describe pre-award document submissions that will inform technical evaluations impacting contract award decisions.

Notes Language designed to assist the reader’s comprehension/navigation of the requirements, or to provide suggestions/data (for info only, must be verified/validated by the reader) and examples based on prior contracts, etc., will appear in grey boxes. This language is not contractually binding.

This is a sample note.

Configuration Item Classes Configuration Item Classes describe groups of configuration items that share maintenance standards. They are defined in the various technical chapters below v1.0 Page 4 of 118

Category Definition and are designated by capitalizing the first letter of each word and enclosing in quotation marks (e.g., “Structural Plate and Shapes”, “Tank” or “Void”, “Wet Deck”, etc.).

Each particular configuration item designated in the SOW may belong to one or more Configuration Item Classes.

The SOW will direct the reader to the WISS sections that contain the applicable

Configuration Item Classes.

The SOW may assist or guide the reader in assigning a Configuration Item Class to a particular configuration item using a note, BUT regardless, the reader must still classify all configuration items designated in the SOW using the Configuration Item

Class definitions described herein; then identify and conform to all applicable requirements stated herein for each applicable Configuration Item Class.

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000b Generic Action Definitions

Generic Maintenance Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to determine their meaning.

Action Definition

No Work or

N/A

The corresponding component, assembly, etc. appears in the SOW “for info only”; the corresponding task description requires no work or action.

However, collateral work (e.g., cleaning in support of gas-free certifications, removal as an interference, repair of damage, etc.) may still be required on the corresponding component, assembly, etc. if impacted by other task descriptions specified elsewhere in the SOW, or if the component/assembly is damaged by the contractor, etc.

Abate This is the removal and proper disposal of hazardous material. Typically, this will be used in work items that remove known hazardous materials such as LEAD BASED PAINT (LBP), ASBESTOS CONTAINING

MATERIAL (ACM), etc. Comply with all Federal, state, and local regulations that may apply.

Operate &

Inspect

This is the assessment the designated equipment/system while operating it through its full range of motion and/or functionality for the purpose of determining all discrepancies that may require repair work.

Coast Guard personnel will operate the equipment/system, testing all associated features (e.g., controls, indicators, readouts, displays, panels, etc.) and cycling all associated items (e.g., actuators, shafting, linkages, etc.).

For deck machinery the equipment should be operated in a safe, no-load condition; an operational test using test weights is not required. However, to supplement the no-load test specified and required above, test weights may be handled by request pending COR approval after the COR determines the system is safe to handle weights. The rated load of the system must not be exceeded. Furnishing and handling test weights for the purpose of troubleshooting must result no additional cost to the

Government.

If applicable, Inspect sheave assemblies, using Coast Guard Drawing FL-1702-11 as a guide.

All unusual conditions (e.g., noise, vibration, overheating, binding, misalignment, maladjusted controls, and malfunctioning controls or read-outs found, etc.) must be reported in a CFR.

At the conclusion of all operations, Inspect the equipment/system.

Clean This is the removal of all contaminates (e.g., dust, dirt, grease, foreign material, etc.) from the designated surface, component, item, etc. to the greatest extent practicable.

See the Terms and Definitions section below for the definition of “Cleanliness Grade A” (a work item may require that a surface/fluid/etc. meet the “Cleanliness Grade A” description).

Inspect This is the examination of, either visually or physically by touch, to the greatest extent practicable, all designated surfaces/parts/components/systems.

All instruments/tools used during the inspection that require calibration must possess a valid calibration documentation (e.g., unexpired calibration sticker, etc.).

The examination is for the purpose of identifying and reporting all discrepancies. Include a description of those discrepancies in the applicable/associated report submission with recommended repairs.

If not part of final testing/inspection, open or remove any inspection plates, cover plates, and other non-load bearing and non-power transmitting components that may be part of the designated surfaces/parts/components/systems, to gain access to hidden surfaces.

Do not disassemble or disturb load bearing or power transmitting components to perform the examination unless directed in the SOW or elsewhere herein.

Perform the following as they apply to the item being examined:

• Identify all leaks (e.g. fuel leaks, hydraulic fluid leaks, sea water leaks, air leaks in pneumatic systems, oil leaks, etc.) at mechanical piping joints.

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Generic Maintenance Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to determine their meaning.

Action Definition

• Identify all damage (e.g. impacts, deformation, warping, bending, yielding, excessive corrosion, significant loss of base material, cracks, excessive wear, unusual wear patterns, etc.) that may affect the strength or the proper, trouble-free, safe operation of load bearing and power transmitting components (e.g. structural members, pressurized piping, pump cases, motor cases, valve bodies, hydraulic cylinder bodies, cylinder tie rods, accumulator and flask bodies, hose assemblies, heat exchanger tubing and shells, shafts, mechanical pins, keys, keyways, splines, set-screws, stakes, gear teeth, cams, cam-followers, couplings, cylinder rods, clevises, and trunnions etc.).

• Identify all damage (e.g. raised metal, nicks, burrs, scratches, scoring, heat checks, galling, pitting, gouges, corrosion, damage, yielding or stretching, excessive wear, and all other unusual discontinuities with surrounding surfaces, etc.) that may affect proper, trouble-free, safe operation (e.g. sealing, flow rates and pressures, etc.) of each surface that is critical to the operation of the part/component/system, or that mates with or runs against a machined or plated surface (e.g. various machined surfaces, cylinder bores, pistons, piston rods, all surfaces that mate with o-rings or seals, valve spools and spool bores, valve seats, and screw threads, bearing/journal surfaces, etc.).

After the examination is complete reinstall all removed parts and return the component/system to normal operating condition pending completion of other tasks being performed in conjunction with the examination.

Service &

Inspect

This is performing all practicable preventive maintenance tasks (e.g., inspections, cleaning, lubricating, etc.) on an item without performing significant/intrusive disassembly or other potentially high-risk actions.

Remove from the designated component/assembly/system all inspection plates, cover plates, and other non-mechanical load bearing components, as applicable, to gain access to hidden surfaces. Do not disturb mechanical load bearing components or mechanical power transmission components prior to or during the inspection.

Clean, Inspect all accessible surfaces. Uncoated surfaces must meet Cleanliness Grade A, unless otherwise specified herein, or in the work item, or system specifications.

Lubricate uncoated surfaces of the component/assembly/system as specified in the system specifications or the work item. When a lubricant is not specified herein, or in the work item, or the system specifications use a lubricant conforming to CID A-A-50433.

Prior to reinstalling removed covers, plates, and non-mechanical load bearing components Perform all other work specified or invoked by the work item.

Reinstall all removed parts and return the component to normal operating condition.

Lubricate This is the application of a lubricant (e.g., grease, oil, silicone, etc.) on the designated surface/component to reduce sliding friction or to protect the surface from oxidation/corrosion. When a lubricant is not specified in the task description, system specifications, or herein, use a lubricant conforming to CID A-A-

50433.

3D-Scan This is the digital capture of dimensional data using a laser scanning device.

NDE This is nondestructive examination, the act of determining the suitability of a material or a component for its intended purpose using techniques not affecting its serviceability.

NDE is the standard term used by AWS. Nondestructive inspection (NDI), nondestructive testing (NDT), and nondestructive evaluation are interchangeable terms for NDE

Overhaul This is the complete disassembly of an item to identify and perform all necessary repairs/renewals to sub-components that can only be assessed after disassembly; after conditional repairs are performed the item is completely reassembled with all new consumable/wearing components and reinstalled into the system and tested.

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Generic Maintenance Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to determine their meaning.

Action Definition

Completely disassemble the designated component/assembly.

Determine which sub-components are “Consumables” (000d), and which are not.

Inspect all exposed surfaces of all non-“Consumables” (000d); Submit a CFR detailing all discrepancies and recommended repairs.

Clean, Inspect all accessible surfaces. Uncoated surfaces must meet Cleanliness Grade A, unless otherwise specified herein, or in the work item, or system specifications.

Renew each Government-furnished sub-component that was not designated as conditional (**).

Perform all newly authorized work specified in CR(s) that resulted from the prior inspections (e.g., renewal of conditional GFP, etc.).

Perform all other work specified or invoked by the task description that can only be performed prior to reassembling the component or assembly.

Lubricate uncoated surfaces of the component or assembly as specified in the system specifications, the task description, or herein.

Renew all “Consumables” (000d) at reassembly (e.g., seal, gasket, o-ring, bearing, self-locking fastener, etc.).

Reassemble the designated component/assembly and return it to normal operating condition within the system.

Repair This is correcting an identified discrepancy to a given standard of performance or material condition;

corrective maintenance.

Renew This is the permanent removal and disposal of an item and then the installation, in its place, of a new and unused item which is identical in material, form, fit, and function; the new item must:

• Have the same shape, size, dimensions, and other physical parameters.

• Physically interface/interconnect with the existing equipment/surfaces the same way the original item did, becoming an integral part of that component/system.

• Perform the same functions as the original item.

When not using GFP for renewal, Perform all necessary actions (overhead procurement costs) required to identify and procure an acceptable/equivalent replacement item.

Groom The is the preparation of the designated equipment/system for final testing by performing the following in conjunction with all other associated work specified, and while Coast Guard personnel operates the equipment/system in a no-load condition.

Operate & Inspect all components in the designated equipment/system. Perform the following as they apply to the particular equipment/system:

Verify that all reservoirs and gear cases are filled to the level required in the system specifications.

Verify that all installed system isolation valves (e.g., return line valves, case drain line valves, etc.)

are properly aligned prior to energizing and operating equipment.

Verify that all associated control valves, electrical and mechanical controls, and actuators are operating properly.

If the designated equipment/system is hydraulic remove air from the hydraulic system. Break mechanical joints at high points while cycling actuators, if required, to bleed air from the hydraulic system. Verify there are no lube oil or hydraulic fluid leaks.

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Generic Maintenance Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to determine their meaning.

Action Definition

Adjust, as required, adjustable components (e.g., sensors, controls, readouts, pressure control valves, flow control valves, limit switches, proximity switches, etc.) to achieve proper operation, as specified in the work item or in the system specifications (i.e., dwgs, TPs, manufacturer’s instructions, etc.).

Identify all lubrication points in the system. Lubricate these points as specified in the work item or in the system specifications.

Pressure

Test

This is a test that proves the strength of a pressure-vessel (e.g., pipe, flask/bottle, accumulator, etc.) or structural boundary by internally pressurizing that pressure-vessel /boundary with a fluid or gas to a measured pressure.

Typically, a temporary pressure test rig is used to perform the test that includes a pump/compressor, a certified pressure gage, a relief valve. The relief valve must be set to relieve at a pressure that will prevent damage to the vessel/boundary.

A test pressure and relief valve pressure will be specified herein, in the work item, or in the test specifications.

Pull Test This is a procedure used to prove the design of, or weld repairs to, the designated item (e.g., pad eyes, tie-downs, bits, chocks, etc.)

If not specified in the work item or system specification, the required force for the pull test on the designated item must be determined as specified below:

• For periodic testing of a deck fitting the force of pull on the fitting must be 1.5 times the deck fitting’s rated load.

• For testing subsequent to a weld-repair of a deck fitting (i.e., renewal or repair of a fitting) the force of pull on the deck fitting must be 2 times the deck fitting’s rated load.

The proper direction to pull against the specified item must be determined; generally, this is the direction in which the deck fitting and surrounding deck or bulkhead displays its greatest resistance to damage and deformation.

General purpose fittings are typically strongest when pulled perpendicular to the deck or bulkhead where they are attached. Special purpose fittings may be stronger in a direction specific to their intended use that may differ from perpendicular to the deck or bulkhead.

Pull the designated item to the force and in the direction determined above and hold for one minute.

Release the load and verify no permanent deformation or damage to the designated item or the surrounding structure (e.g., deck, bulkhead, etc.) as applicable.

Weight

Test

This is an operational test using test weights. Procedures may be specified herein, in the work item, or in the system specifications. If no test procedure is specified, Submit a proposed written procedure to the

COR; do not proceed with weight testing without COR approval.

Provide all necessary temporary rigging gear (e.g., temporary wire ropes and pendants, external lifting devices such as a crane, strong-backs, test weights, tag lines, dynamometers, come-alongs, steamboat ratchets, shackles, dunnage, bumpers, etc.).

Place dunnage under test weights to protect the vessel’s deck and pier, as applicable. Place bumpers or other protective measures between the hull and pier when test procedures involve warping the vessel.

Provide all necessary rigging services (e.g., riggers, external crane operators, etc.) required to perform the referenced testing procedures invoked by the task description.

Conduct a briefing for cognizant shipboard personnel at least 24 hours prior to initiating the test.

Allow Coast Guard personnel to inspect and approve all temporary rigging gear prior to use.

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Generic Maintenance Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to determine their meaning.

Action Definition

Determine the vessel’s load status and verify that the vessel’s stability is adequate and safe for performing the test procedure. Conduct weight testing only when the vessel is waterborne and only after at least one of the following three conditions have been met:

• The vessel is in a full liquid load condition.

• A full liquid load condition has been simulated through the use of equivalent weights that have been arranged shipboard to achieve the same metacentric height (GM) as a full liquid load condition.

• The vessel’s DCA or EO or EPO has determined that the vessel’s stability meets or exceeds the minimum stability required to safely perform the test procedure.

Avoid conditions that will cause sudden application of test loads.

Keep test weights as close to the deck as practicable while performing the test procedure to minimize damage to the vessel if control of the test weight is lost.

Do not allow immersion of a deck edge or a list of over 15 degrees while performing the test procedure.

Inspect-Op

Test

(Initial)

This set of inspections and tests must be performed prior to performing any subsequent maintenance action (e.g., cleaning, disassembly, etc.) that may inadvertently cause new discrepancies; at least one

Inspect-Op Test (Initial) task must be performed in each work item.

These inspections and tests must be performed with the intent of identifying and reporting all previously undocumented discrepancies.

Before proceeding with maintenance work it is critical that all new, previously unidentified, discrepancies are identified and reported at this step.

Otherwise, it will be assumed that all newly discovered discrepancies were caused by the party performing the follow-on maintenance work (i.e., that party will be expected to prove that they did not cause the discrepancy); correction of those discrepancies will be at that party’s expense. New discrepancies that can only be discovered post-disassembly are excepted.

Inspect all designated surfaces/equipment/system/etc. any all others that may be affected by any subsequent maintenance action.

If the designated surfaces/equipment/system/etc. contains any subcomponents that can be operated, or if any other undesignated equipment/system/etc. will potentially be affected by any subsequent maintenance actions then Operate and Inspect all those components.

Perform all other associated actions (e.g., Weight Test, etc.) that may be specified in the work item.

Submit a report of findings as described in the SOW.

Inspect-Op

Test

(Final)

This action must be performed immediately prior to the completion of each work item and after performing all other associated maintenance tasks.

This action must be performed on the designated surfaces/equipment/systems/etc., and on all other surfaces/equipment/system/etc. that were affected by work. The intent is to prove that all maintenance and repairs were performed satisfactorily, and to prove that no new discrepancies were introduced during the performance of work. A report must be submitted that documents satisfactory completion of all associated work.

It will be assumed that all new discrepancies identified at this step were caused by the party performing the associated maintenance work (i.e., that party will be expected to prove that they did not cause the discrepancy). Correction of these new discrepancies must be at the expense of the party who performed those maintenance actions.

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Generic Maintenance Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to determine their meaning.

Action Definition

If the designated surfaces/equipment/system/etc. contain any components that can be operated, or if any other undesignated equipment/system/etc. was potentially affected by work then Operate and Inspect all those components.

Perform all other associated actions (e.g., Weight Test, etc.) that may be specified in the work item.

Inspect all designated surfaces/equipment/system/etc., and all others that may have been affected by work.

Submit a report of attesting to satisfactory completion of the work item.

Generic Service Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to define them.

Action Definition

Provide This is to furnish a supply item or service item; all associated incidental/overhead activities

(general & administrative, procurement, shipping, handling, disposal of associated containers/waste, etc.) must be included.

For sub-contracted services, the provider must oversee/supervise the sub-contractor and be responsible for all their associated and incidental actions/waste/etc.

Perform Carry out, accomplish, or fulfill the designated service; Comply with the associated requirements.

Comply Act in accordance with all designated document(s). The document(s) will contain requirements that must be followed while performing tasks specified in the SOW or herein.

These designated document(s) generally describe mandatory procedures for performing maintenance actions, provide configuration specifications, or specify standards and specifications for performing work.

Conform Act in accordance with all specified or applicable rules, standards, specifications, regulations, laws, statutes, etc.

These are generally requirements that are incidental to the maintenance tasks being performed.

Rip-out This means to remove and properly dispose of the designated item(s) (e.g., part, component, equipment, etc.).

Install This means to place or fix the designated item (or items, e.g., part, component, equipment, etc.) in its final position in the system. If that item is not designated as GFP in the work item or a CR/mod, then Provide that item.

Remove/Reinstall This means to take the designated item (or items, e.g., part, component, equipment, all associated sub-components, etc.) away or off from its position occupied in the system. Retain that item for reinstallation later back into the system. Perform any designated tasks on that item and take all necessary precautions to prevent damage to that item in the interim. Then place or fix the designated item in back position within the system again; restore it to its prior configuration with all prior functionality.

Package This means to completely prepare the designated item (or items, e.g., part or parts, component or components, equipment, all associated sub-components, etc.) for shipment.

Refer Read or otherwise use the specified document(s) as a source of information, guidance, advice, etc.;

consult. The document(s) may contain suggested procedures, best practices, expected configuration descriptions, etc., but it is the obligation of the reader to select the best, most v1.0 Page 11 of 118

Generic Service Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to define them.

Action Definition appropriate action/requirement/task/etc. in the context of 1) all available information, 2) the particular circumstances, and 3) the actual requirements specified in the

SOW/WISS/Law/Regulation/Statute/etc.

Dispose ?????

Generic Administrative Actions

Whenever the following action terms appear in the SOW or herein with bold letters the corresponding definitions below apply, otherwise use dictionary definitions and the surrounding context to define them.

Action Definition

Submit Communicate the information described in the task to the COR/KO in an appropriate document format that can be used as evidence of the communication later (e.g., photo-image, fax, written report, e-mail, letter, etc.).

Attend This means to be present at the designated event or meeting.

Notify This means to formally/officially advise the COR or KO, as designated in the SOW, of proposed details and scheduling of a designated event, and then only finalize the scheduling of that event after the COR concurs with that proposal.

Submit the designated information. Wait for confirmation of receipt and concurrence (i.e., do not proceed without an affirmative response from the Coast Guard).

Notification must occur at least 24 hours prior to events that require Coast Guard personnel witness or verification. If such an event will occur more than 50 miles from the primary location of contract performance, then provide at least 3 working days notice. Do not proceed without Coast Guard personnel being present.

Verify Establish the truth, accuracy, or reality of a condition or an action, prior to proceeding to the next step.

000c General Administrative Items

ARRIVAL CONFERENCE – This is an in-person meeting, phone-conference, or combination of both that is planned and 5 scheduled by the KO/COR and occurs after contract award and prior to the start of contract work. In-person meetings may either convene onboard the vessel or near the vessel at the CONTRACTOR’s conference facilities. A letter containing an agenda for meeting will be sent to the CONTRACTOR.

In addition to other agenda items, the following fire prevention and fire response topics must be discussed/addressed: 10

• Fire alarm and response procedures

• Firefighting jurisdictional cognizance

• Installation or municipal fire and emergency services firefighting capability and procedures

• CONTRACTOR communication system for fire reporting and control or firefighting efforts

• Shipboard arrangement including access routes, availability or firefighting systems (installed and 15 temporary), and communication systems

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• Compatibility of vessel, CONTRACTOR, and/or the region/installation/municipal fire and emergency service’s firefighting equipment

CFR – This is a “condition found report”; they are generally used to document discrepant conditions on vessels, but may be used to submit measurements, certify satisfactory completion of a task such as a test, etc. CFRs should be in 5 electronic format whenever possible, and should be submitted within 24 hours after completing the task that requires documentation (e.g., after completing an Inspect/Op Test (Final) on a particular system, etc.).

Report submissions should be bundled or separated in a way that maximizes economy, reduces administrative burden, and expedites completion of the project, while executing the implied intent of reporting, as appropriate/reasonable, pending project execution variables. Reasonable leeway may be taken to vary the 10 specified report structure to support project goals/timelines with COR concurrence.

CIR – This is a type of CFR that must be submitted within the first 25% of the contract performance period so that repairs can be authorized and performed in a timely manner in support of contract/project schedule. CIRs generally must be submitted immediately after conducting inspections/tests that are intended to reveal discrepancies that 15 must be corrected prior to completing the work item. The SOW may amend the “25%”

Report submissions should be bundled or separated in a way that maximizes economy, reduces administrative burden, and expedites completion of the project, while executing the implied intent of reporting, as appropriate/reasonable, pending project execution variables. Reasonable leeway may be taken to vary the specified report structure to support project goals/timelines with COR concurrence. 20

The SOW may specify requirements that relax/tighten the “first 25% on the contract” submission point specified above.

ENVIRONMENTAL PROTECTION PLAN – This is a document that outlines how hazardous materials, petroleum products, hazardous substances, hazardous wastes, and other solid wastes will be handled and the associated 25 recording requirements, as stipulated by EPA regulations.

The intent is to encapsulate all environmental-related documentation in one document (or set of documents), the ENVIRONMENTAL PROTECTION PLAN. Submit the first version (version 1) pre-award or at the ARRIVAL CONFERENCE, as directed in the SOW. This document is maintained throughout the contract performance period by the Contractor. 30

Then, as the contract progresses, and previous environmental regulation compliance documents are edited, or as new documentation is generated, append those documents to the ENVIRONMENTAL

PROTECTION PLAN and resubmit the entire plan as a new/most-accurate version (e.g., version 2, version 3, etc.).

The last version submitted must be a complete record of all environmental regulation compliance 35 actions.

Contact Kyle Klinedinst (Kyle.C.Klinedinst@uscg.mil) with questions.

The ENVIRONMENTAL PROTECTION PLAN must be maintained (i.e., edited, and resubmitted whenever one of the required elements below changes during contract execution). The final version of the ENVIRONMENTAL

PROTECTION PLAN must serve as a record of all related actions taken during the contract performance period. 40

The ENVIRONMENTAL PROTECTION PLAN must Comply with all requirements within all Federal, state, and local regulations, the plan must address/describe, at a minimum, the following (use these headings in the plan for clarity):

GENERAL (ALL CONTRACTS)

• GENERAL STORAGE SITE PLAN - describe/show where hazardous materials will be properly staged and/or 45 stored

• WASTE COLLECTION AND CONTAINMENT PROCEDURES – describe how waste will be contained and collected following requirements of 49 CFR 178.

• HAZARDOUS MATERIAL (HM) SPILL AND CLEANUP PLAN - describe tools and materials that will be on hand and readily available to facilitate containment and cleanup. 50

• HAZARDOUS WASTE (HW) MANAGER – provide training certifications for the Contractor's hazardous waste manager and all personnel conducting hazardous waste activities.

• HW IDENTIFICATION METHODS – describe methods that will be used to analyze and identify whether or not generated material (blasting debris, paint waste, etc.) are hazardous wastes.

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• HW LICENSES AND PERMITS – provide all documents that are required to be obtained or currently held by the Contractor as prescribed by Federal, state, and local regulations, including Contractor’s EPA Generator

ID#.

• AIR DISTRICT PERMITS – provide all documents required to be obtained or currently held by the Contractor as prescribed by Federal, state, and local regulations. 5

• VOLATILE ORGANIC COMPOUNDS (VOC) PLAN - Demonstrate that the use of paints, solvents, adhesives and cleaners will comply with all Federal, state, and local VOC laws and regulations, applicable to the air quality district in which the work will be performed.

o a listing of each material subject to restrictions in the air quality management district in question, and the rules governing their use. 10 o a description of the actions that will be taken to comply with the laws and regulations, and any changes in the status of compliance during the life of the contract.

o otherwise state there are no restrictions

• OTHER PERMITS – All permits required by the National Pollutant Discharge Elimination System (33 U.S.C.

1342) to be obtained or currently held by the Contractor as prescribed by Federal, state, and local 15 regulations.

PENDING CONTRACT/PROJECT-SPECIFIC SCOPE

• HM/HW LIST - A list of all anticipated solid waste, trash/debris, hazardous wastes that will be generated and a Federal/state/local regulation cross reference list that will impact proper disposal, and copies of the analysis of all Hazardous Material (HM) or Hazardous Waste (HW) disposal samples taken and results. 20 o Used oil containing 1000 parts per million of Total Halogens are considered a hazardous waste and, as used oil mixed with a hazardous waste.

o When performing HAZARDOUS MATERIAL ABATEMENT (e.g., LBPs removal, ACMs removal, etc.)

include the following, as applicable:

▪ Copies of all HM sample results prior to commencing work. 25

▪ Results of all air monitoring samples to the COR within 24-hours of completing the sampling, or upon receipt of the laboratory test results.

▪ All notices to the EPA, as required by 40 CFR 61.145 and other applicable state and local agencies, prior to commencing asbestos removal work.

▪ Documentation that certifies all primary and sub-contractors fulfilling abatement requirements 30 possess all local, state, and federal certification licenses and applicable permits, for fulfilling those abatement requirements.

▪ A report containing the LBP sample results.

▪ A report containing the “aggressive air sample” results.

• OTHER PERMITS/LICENSES/ETC. – submit a copy of the applicable EPA and/or state permit(s), manifest(s), 35 or license(s) for transportation, treatment, storage, and disposal of hazardous and regulated waste by permitted facilities

• OTHER PLANS – provide all other applicable facility response plans (OIL SPILL PLAN, etc.), required by

Federal, state, or local regulations

• HVAC/REFRIDGERANT CERTS - A copy of all heating and air conditioning servicing technician EPA 40 certifications prior to the initiation of work.

o Whenever reclaimed refrigerant is used, submit proof that the refrigerant meets the relevant standard of purity.

• EPA NOTIFICATIONS - copies of all notifications, required by EPA (NATIONAL EMISSION STANDARDS FOR

HAZARDOUS AIR POLLUTANTS), that have been or will be provided to any regulatory authority for work on 45 board the vessel (within 48 hours of providing such notice to the regulatory authority)

WHEN PERFORMED AT A COAST GUARD FACILITY OR OTHER GOVERNMENT FACILITY

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Once received, the COR will submit the Contractor’s Environmental Protection Plan to facility’s local Environmental Compliance Coordinator (e.g., Facility Environmental Protection Specialist or Unit Environmental Coordinator, etc.) for review and determination of consistency and conformance with Host procedures. The plan will be reviewed and commented on within 5 business days. The plan must be approved by the Environmental Compliance Coordinator 5 before work can initiate.

The PE and CONTRACTOR are encouraged to coordinate with the facility’s Environmental

Specialist/Coordinator immediately after award.

• HM INVENTORY REPORT - An anticipated inventory of all hazardous chemicals, compounds and other agents that will be brought on-site accompanied by their respective SDS/MSDS. Identify the quantity, use, 10 container sizes, storage, and projected daily product management activity. Resubmit within 30 days of project completion. Furnish documentation for any spills/releases, environmental reports or off-site transfers as requested by the Host Environmental Specialist/Coordinator or KO. See the Contractor

Hazardous Material Inventory Log below in SAMPLE FORMS.

• SPILL PREVENTION, CONTROL, AND COUNTERMEASURE (SPCC) ACTIVITIES PLAN – if requested from the 15 SOW, this plan must be in accordance with 40 CFR 112.

• NON-HW DISPOSAL REPORT- Disposal processes for non-hazardous wastes, industrial wastes, and construction and demolition debris must be reviewed by the local Environmental Compliance Coordinator for consistency and conformance with Host procedures. Contractors shall comply with 49 CFR 178, in regards to proper storage container and labeling of wastes. 20

• SOLID WASTE MANAGEMENT PLAN/PERMIT/REPORT (as needed) – o PLAN/PERMIT (one-time) – written notification of the anticipated quantity of solid waste, trash/debris that may be generated, locations where various types of waste will be disposed or recycled, letters of acceptance or as applicable, submit one copy of a State and local Solid Waste Management Permit or license showing such agency's approval of the disposal plan before transporting wastes off 25 Government property.

o REPORT (recurring)- at least every 30 days after the contract start date, submit a solid waste disposal report to the local Environmental Compliance Coordinator, with copy to the KO. For each solid waste item generated, the report must:

• state the classification/type, using the definitions provided in this section 30 o complete a waste determination analysis and associated documentation. Base the waste determination upon either 1) a constituent listing from the manufacturer used in conjunction with consideration of the process by which the waste was generated, 2) EPA approved analytical data, or 3) laboratory analysis. Safety Data Sheets/Material Safety Data Sheets by themselves are not adequate basis for this determination. Attach all support documentation 35 to the Waste Determination form. At a minimum, a Waste Determination form must be provided for the following wastes, and may be increased based upon a Contractor’s list of anticipated HW:

▪ oil and latex based painting and caulking products

▪ solvents 40

▪ adhesives

▪ aerosols

▪ petroleum products

▪ all containers of the original materials

• state amount of generated waste 45

• if other than Government, state the location and name of the business receiving the waste, or state that the waste is being retained by the CONTRACTOR.

o If designated in the SOW, and a separate subcontractor is used to dispose of the waste, include copies of that subcontractor’s weight tickets, receipts, bills of sale, and other sales documentation. Otherwise submit a statement indicating where the waste was disposed, 50 signed by an officer of that subcontractor, who is authorized to legally obligate or bind that firm. Include that subcontractor’s tax identification number and registration number

(business, EPA or State), along with the business's address (business and delivery) and telephone number(s).

SAMPLE FORMS 55

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ELECTRICAL PLAN – This is a document containing the following elements, as applicable, and all other appropriate information that will demonstrate that the risk of damage to Coast Guard assets will be mitigated. Separate 5 diagrams must be included for waterborne and non-waterborne/dry-docked periods.

• a one line electrical diagram showing how ungrounded shore power will be supplied, including the winding and grounding configuration and rating of any generator or isolation transformer.

• a diagram showing the general proposed location of each electric arc welding machine, the grounding configuration of each machine, and the return current conductor size and length. 10

• a diagram showing how hull grounding straps will be installed, how they will be sized (length and gauge) and connected for work periods while the vessel is not waterborne (see TEMPORARY INSTALLATION AND

REMOVAL OF HULL GROUNDING STRAPS (863a)).

• a diagram showing how tool and equipment power will be supplied and distributed for dockside and shipboard use. If the source of power is to be a temporary generator, include its weight, fuel tank 15 capacity, fuel consumption rate, and footprint, including any safety zones required to keep personnel from contacting hot surfaces or exceeding hearing protection thresholds. Identify the expected loads, grounding scheme, proposed locations of temporary electrical power distribution equipment, and sources of power.

PLANNING DOCUMENT – This is a graphical document (e.g., Gantt Chart, etc.) showing work scheduling, it does not 20 need to be created specifically for submission to the Coast Guard (i.e., may be a copy of the CONTRACTOR’s already existing internal scheduling document). More explicit requirements may be specified in the SOW.

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The PLANNING DOCUMENT must:

• Show the overall duration for each CLIN, with start and stop dates of major tasks and sub-tasks.

• Show the due dates for Critical Inspection Reports (CIR)

• Show events requiring COR or Coast Guard Inspector presence.

• Show all time periods that require sub-contracted services (e.g. OEM Tech Rep assistance, etc.) 5

• Identify the critical path(s) for the project

• Identify the projected best-case project completion date

• Identify the contract performance period end date

• Show the number of days available for schedule slip without negatively impacting delivery date.

• Include a list of names, contact information, and written commitment from all subcontractors and required 10 Tech Reps indicating they are available for work during the proposed time period.

• Include a list of all instruments (i.e. instrument name, valid calibration date, work item(s) where the instrument will be used, etc.) that will be used for inspections and tests.

FIRE PREVENTION AND RESPONSE PLAN – This document must describe how the risk of fire, and the damage 15 caused by fire, will be mitigated. The FIRE PREVENTION AND RESPONSE PLAN must contain the following data/representations, and all other relevant information; the plan must be revised/amended, resubmitted, and approved by the COR in advance of any change that will affect the accuracy of the data/representations contained therein.

• CONTACTS - the name/contact info (e.g. business phone number, personal phone number, etc.) of each 20 employee designated as a “Fire Prevention Supervisor”

• CFR DOCS - when the vessel will be berthed or drydocked at a Contractor’s facility provide the facility’s Fire

Safety Plan document described in 29 CFR 1915.502 Fire Safety Plan. Also include a description of 1) who will fight a fire and what equipment will be used, 2) the location of where all manual disconnects/breakers for all temporary power sources (e.g., shore-tie, portable generators, etc.) will be located relative to the vessel 25 accesses/gangways/brows.

• DISABLED DETECTION/ALARMS - a list of the vessel’s “Fire Detection/Alarm Systems” (000d) components that must be temporarily disabled or secured in order to complete the contract requirements; and a description/proposal of how the functionality of those components will be temporarily substituted/supplemented

(see TEMPORARY FIRE SAFETY SUPPLIES/SERVICES below). 30

• DISABLED FIREFIGHTING EQUIP - a list of the vessel’s “Fire Fighting/Dewatering System” (000d) components

(e.g., firemain pumps, portable fire extinguishers, halon and AFFF systems, etc.) that must be temporarily disabled or secured in order to complete the contract requirements; and a description/proposal of how the functionality of those components will be temporarily substituted/supplemented (see TEMPORARY FIRE SAFETY

SUPPLIES/SERVICES below). 35

• DISABLED FIREFIGHTING EQUIP SUPPLEMENTATION - a description of 1) when shipboard “Fixed Fire Fighting

Systems” (000d) will be online or offline, 2) how temporary systems will integrate with shipboard systems if this will be necessary, 3) how the temporary systems will be tested, the frequency of tests, 4) how the vessel’s temporary functional alarms and communications that are used during shipboard emergencies will be maintained/supplemented. 40

• DISABLED FITTINGS - a list of every fitting (e.g., door, hatch, scuttle, etc.) that will be made inoperable (i.e., cannot be easily and rapidly closed or secured to stop air flow during a fire, or cannot be easily fully opened as an escape route in the event of a fire, etc.) during the execution of the contract.