Attachment 5.5a - 611 CES Dig Permit Process.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS ELEVENTH AIR FORCE (PACAF)

JOINT BASE ELMENDORF-RICHARDSON ALASKA

12 November 2020

MEMORANDUM FOR RECORD

FROM: 611 CES/CEO

SUBJECT: Work Clearance Request Process for PRSC Sites

1. This memorandum clarifies the work clearance request process for PRSC sites. The Air Force Form 103 (AF Form 103) is used for work clearance requests, commonly referred to as dig permits. The 611th Civil Engineer Squadron Operations Flight is responsible for determining the local form and procedure in accordance with AFI 32-1001 Operations Management and the Work Management Playbook. An AF 103 is required for work that may disrupt traffic, utilities, or for any excavations.

2. All work clearance requests will be processed IAW this memo and PRSC OI 32-7001 (Land Use Control Management), dated 13 Jun 18, or most current revision. Site specific land use control requirements for all installations, active and inactive, and areas of known contaminated soil and groundwater are documented in the most recent version of the PRSC Land Use Control Management Plan.

3. The Air Force Form 103 must be filled out in its entirety:

a. Using the most current version of the form as provided by Operations Management.

b. By the requestor, who is a direct representative of the entity performing work: military, civilian, or contractor.

c. Block 1: Provide the work order and contract number for reference, or reason if none.

i. Indicate if the request is for an emergency, such as a utility break or urgent mission requirement. The 611 CES Operations Flight Commander or designated representative will determine if the justification is considered an emergency requiring expedited coordination.

d. Block 2: Check boxes for facility/work involved as applicable.

e. Block 3: Include dates clearance required, from start to projected completion. If work is not completed during these dates, the AF Form 103 will need to be resigned or a new form completed for continuation of the project.

f. Block 18: Provide a description of work to be accomplished with detail on reason for request, specific location, how work will be accomplished, excavation depth, material removal/replacement, and other comments as necessary.

g. Block 5: Digitally sign if possible, or type name in text box.

h. Submission must include applicable supporting documents (digital installation map, drawings, etc.) to assist reviewing offices.

i. Documentation must be thorough, organized, and legible to prevent delays in processing.

j. All AF Form 103 requests must be correctly submitted a minimum of 20 business days prior to work. Advance submission of 30 or more business days is recommended for planned work.

4. Below are the routing procedures for the AF Form 103:

a. The requestor must submit the AF Form 103 to 611 CES/CEO Operations Management (611CES.CEOER.CustomerService@us.af.mil 907-552-5923/1819).

b. Operations Management will review the request and ensure all required information is included. If it requires corrections or additional information, it will be sent back to the requestor. If it is sufficient, it will be processed for review and coordination.

c. Operations Management will route the AF Form 103 and AF Form 332 for PRSC and

AFCEC coordination from the following offices. Each office must have a primary and alternate appointed to provide coordination (Attachment 2).

i. 611 CES/CEIE

ii. AFCEC/CZOP

iii. 611 ACOMS

iv. 611 ASUS

d. The primary method for coordination will be via Sharepoint. Operations Management will upload packages to the page and notify coordinators via email. All coordinators will be able to review and coordinate concurrently. All PRSC and AFCEC coordinating offices must provide coordination within 10 business days.

i. Sharepoint link:

https://jber.eis.pacaf.af.mil/11AF/PRSC/611CES/CEO/CEOER

ii. Each coordinator has a line for remarks to enter a brief statement, “No remarks”, or “See block 19” if remarks are more extensive.

iii. If the Sharepoint site is unavailable, coordination may also take place via direct email or weekly dig permit review meetings scheduled by Operations Management.

iv. Operations Management will provide remaining coordinators a reminder 5 business days after the original notice. After 9 business days, any outstanding coordination will be elevated to flight leadership.

e. Once PRSC and AFCEC coordination is complete, Operations Management will provide the AF Form 103 to the BOS contractor via email for onsite coordination in accordance with the ISS2 or ARS PWS. The BOS contractor will provide coordination on remaining applicable blocks on the 103, and provide final concurrence on line 12, or remarks continued on the 3rd page. Coordination should indicate if locates have been completed, or if they will be done at a later date.

f. Once BOS coordination is complete, Operations Management will provide the AF Form

103 to the 611 CES/CEO Flight Commander for approval (block 13-14).

g. Once the work clearance request is approved, Operations Management will provide the signed copy to the requestor, applicable PRSC PM, and applicable BOS contractor site manager.

i. To proceed with work, the requestor must comply with any additional requirements noted in PRSC, AFCEC, or BOS coordination remarks.

ii. The approved AF Form 103 will be retained digitally on the 611 CES shared drive by Operations Management.

iii. If issues arise during work such as utility line strike, environmental issue, or similar event, Operations Management should immediately be notified. If after hours, emergency procedures should be followed to notify 611 CES/CEO.

5. Any new work clearance submissions must follow this process as of the effective date on this memo. For questions or concerns, contact 611 CES/CEO Operations Management at 611CES.CEOER.CustomerService@us.af.mil or 907-552-5923.

JAMES M. BELL, Maj, USAF Flight Commander

2 Attachments:

1. Process Flow Chart

2. Coordination Contacts

Attachment 1. Process Flow Chart

Requestor

Ops Mgmt

CEI

Coordination

CEO

Approval

Ops Mgmt

Return to Requestor

File AF 103

Site Manager Coordination

Ops Mgmt

ACOMS

Coordination

ASUS

Coordination

Ops Mgmt

Site Manager

AFCEC

Coordination

Attachment 2. Coordination Contacts

CEO: Maj. James Bell (james.bell.26@us.af.mil) - primary Mitchell Jenness (mitchell.jenness@us.af.mil) – alternate

Operations Management: SSgt Torre Garth – primary / A1C Subrina Smith – alternate (611CES.CEOER.CustomerService@us.af.mil 907-552-5923/2323/1819)

CEI: Lori Roy – primary Richard Mauser - alternate (611CES.CEI.DigPermits@us.af.mil)

AFCEC CZOP (Restoration): Steve Mattson (steven.mattson@us.af.mil) – Tin City and alternate for all sites Stephen Krause (stephen.krause.2@us.af.mil) - Barter Island, Cape Lisburne, King Salmon, Oliktok, Wake Island Glen Verplancke (glen.verplancke@us.af.mil) – Eareckson Robert Johnston (robert.johnston.17@us.af.mil) – Cold Bay, Fort Yukon, Indian Mountain, Kotzebue, Point Barrow, Tatalina Todd Fitch (todd.fitch.2@us.af.mil) - Sparrevohn, Cape Romanzof, Cape Newenham, Murphy Dome, Big Mountain, Granite Mountain (Reference full listing for inactive sites)

ACOMS: Lt Robert Spalding (robert.spalding.2@us.af.mil) – primary

Christian Martin (christian.martin.9@us.af.mil) – alternate

ASUS: TSgt Felipe Tiongson (felipe.tiongson@us.af.mil) – primary

TSgt Kenneth Butler (kenneth.butler.6@us.af.mil) - alternate

PM:

ARS: Wayne North (wayne.north.1@us.af.mil) ISS2: Steve Heier - Eareckson (stephen.heier@us.af.mil) Ann Marie Mabry – Wake Island (ann.mabry.ctr@us.af.mil) Milagros Realon – King Salmon (milagros.realon@us.af.mil)

BOS:

ARCTEC: John Timmers – Facilities Lead (John.Timmers@arctecalaska.com) ARSC: Charles Miller – Wake Island (ChaMiller@asrcfederal.com) Bradley Johnson – Eareckson (BrJohnson@asrcfederal.com) Jason McMichael – King Salmon (jmcmichael@asrcfederal.com) mailto:mitchell.jenness@us.af.mil mailto:todd.fitch.2@us.af.mil mailto:kenneth.butler.6@us.af.mil