Attch 1 - DRAFT PWS_Carpet_Repair_Replacement.pdf

Attachment 1 – Performance Work Statement (Carpet Repair and Replacement)

THE UNITED STATES AIR FORCE ACADEMY (USAFA)

PERFORMANCE WORK STATEMENT (PWS)

Carpet Repair and Replacement

PM/SAL approves the PWS by signing and certifying the contents as written meet the needs of the requiring activity.

X

Lt Col Justin C. Meihaus, Service Acquisition Lead (SAL)

06 Feb 2024

DRAFT

DESCRIPTION OF SERVICES / GENERAL INFORMATION

1. *General. This is a non-personnel services contract to provide services necessary to purchase, remove, dispose of, maintain, repair, and install carpet and accessories as specified by the Government, in a manner that will maintain satisfactory facility conditions and present a neat, clean, and professional appearance. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. *Description of Services/Introduction. The contractor shall provide all supervision, personnel, equipment, facilities, materials, supplies, tools, transportation, vehicles and other items and non-personal services necessary to perform carpet repair and replacement as defined in this PWS except for those items specified as government furnished property (GFP) and services. The contractor shall perform to the standards in this contract.

1.2. *Background. The Contractor shall purchase, remove, dispose of, maintain, repair, and install carpet and accessories as specified by the Government in accordance with (IAW) the below requirements.

1.3. General Installation Requirements. The Contractor shall follow ventilation, personal protection, and other safety precautions recommended by the manufacturer.

Isolate/secure work site. Protect flooring from damage as recommended by the flooring manufacturer from the time of installation until government acceptance. The Contractor shall submit all manufacturer’s installation instructions for flooring materials and accessories to the COR 10 days prior to beginning work for each service request on the Task Order (TO).

1.4. Material, Delivery, Storage and Handling. All material is to remain in the manufacturer’s original packaging for inspection by the COR. Any damaged and/or incorrectly ordered materials, will be rejected by the COR. Once inspected and accepted by the COR, the Contractor shall remove materials from packaging and store them in a clean, dry, well-ventilated area. Protect materials from damage, soiling, and moisture, and strong contaminant sources and residues, and maintain in accordance with (IAW) manufacturer’s instructions. Do not store with materials which have high emissions of volatile organic compounds (VOCs) or other contaminants including paints and adhesives. If the Contractor does not have an acceptable means of storing the material, the Government will provide a storage facility located at Bldg. 8110 for carpet and material storage if requested by the Contractor. Carpet and material storage is to be coordinated in advance with the COR and delivery is to occur during standard business hours Monday – Friday from 7:30 a.m. to 4:30 p.m.

1.5. Demolition. The Contractor shall remove existing carpet associated with the service request without causing damages to the infrastructure. The Government will furnish dumpsters at a pre-determined location for the Contractor to dispose of carpet removed from work site.

1.6. Asbestos Containing Material. The Contractor shall notify the COR immediately when materials/products suspected of containing asbestos are discovered. All work is to stop until the Government tests suspected material(s). If the material(s) are asbestos containing, the government shall be responsible for the appropriate mitigation. The government will issue the notice-to-proceed for the Contractor to resume work once it is confirmed to be free of asbestos containing materials.

1.7. Surface Preparations. The Contractor shall free flooring of any foreign materials prior to beginning work. The Contractor shall prepare subfloor surface IAW flooring manufacturer’s recommended installation instructions and ensure that all unsatisfactory conditions have been corrected before installation. Repair holes, cracks, depressions, or rough areas using material recommended by the carpet or adhesive manufacturer.

1.8. Furniture Moving. The Customer shall be responsible for the removal and replacement of the following furniture type items in preparation to begin work: move desks, empty bookcases, empty cabinets, empty credenzas, tables, chairs, trash cans, dormitory furnishings (such as bed frames/mattresses), planters, and other small, easily moveable items. The Contractor shall not be responsible for the removal and replacement of any computer or IT equipment, telephones, vending machines, any personal items, foot lockers, safes, and pool/ping pong tables. The FM shall be responsible to provide the Customer a space to store furniture items.

1.9. Modular and System Furniture. Defined as furniture set in square/cubicle patterns with desks/tables/cabinets built into or hung on wall systems. The Contractor shall only be responsible for lifting and resetting modular and system furniture to the extent necessary for tucking carpet under walls/legs. However, the Contractor shall disassemble and reassemble modular and/or system furniture when requested IAW Bid Schedule. This work shall be incorporated into the work schedule.

1.10. American With Disabilities Act Requirements. All work must comply with 36 Code of Federal Regulation (CFR) 1191 Americans with Disabilities Act (ADA) Accessibility Guidelines for Buildings and Facilities.

1.11. Floor Transitions and Trim. The Contractor shall provide floor transitions and trim where carpet changes to different floor coverings, or edges do not abut a vertical surface.

Protect carpet where edges meet hard floor surfaces and install floor transitions or trim IAW the manufacturer’s recommended installation instructions.

1.12. Entrance Carpet/Mat Installation. The Contractor shall remove and return doors, cove base, and edging when applicable. Neatly cut, fit, and secure cutouts at door jambs, columns, and ducts. Locate seams at doorways parallel to and centered directly under doors. Do not make seams perpendicular to doors or at pivot points. After new carpet installation, the Contractor shall check that all-door bottoms swing freely without binding. The Contractors shall undercut doors where applicable.

1.13. Removal and Installation. The Contractor, Customer and COR shall survey and document existing conditions prior to work commencing. The Contractor shall exercise care to protect the premises (doors, walls, fixtures) during carpet removal and installation. Following carpet re-installation, the Contractor will notify the COR to schedule final inspection prior to government acceptance. Any new damage to premise deemed to be caused by the Contractor during work performance, shall be repaired at the Contractor’s expense.

1.14. Broadloom Installation. The Contractor shall install all Broadloom carpet IAW the manufacturer’s recommended installation instructions and/or CRI 104/105. Run side seams toward the light, where practical, and where such layout does not increase the number of seams. Install breadths parallel with the carpet pile in the same direction and match patters accurately. Neatly cut, fit, and secure cutouts at door jambs, columns, and ducts. Locate seams at doorways parallel to and centered directly under doors. Do not make seams perpendicular to doors or at pivot points. Provide seams at changes in directions of corridors to follow the wall line parallel to the carpet direction. Lay the carpet lengthwise down corridors with widths less than 6ft.

1.15. Modular Carpet Tile Installation. The Contractor shall install all carpet tile IAW the manufacturer’s recommended installation instructions and/or CRI 104/105. The Contractors shall install carpet tile on stairs and sloped surfaces with a more permanent installation method IAW the manufacturer’s recommended installation instructions and recommended adhesives for this application.

1.16. Maintaining Clean Work Areas. The Contractor shall ensure that all work areas assigned under the PWS are neat, clean, and maintained at all times and immediately report any facility and safety discrepancies to the Government.

1.17. Job Completion Clean-Up. The Contractor shall remove all construction debris, scraps, and foreign matter from newly installed carpet. Remove adhesive and soiled spots from newly installed carpet with a manufacturer’s recommended spot remover. Vacuum all newly installed carpet using a face-beater bar element and a high-efficiency particulate air (HEPA) filtration vacuum.

1.18. Repairs. The Contractor shall make repairs to carpet and carpet tiles IAW manufacturer’s recommended instructions. Repairs shall include removal and replacement. Repairs shall restore carpet to serviceable condition and appear neat, finished, and seamless. All repairs shall match existing installation methods.

2. Contractor Identification. All Contractor personnel shall wear a Government issued badge at all times to identify themselves as a Contractor employee. Contractor employees shall identify themselves as being a Contractor when attending meetings, answering Government telephones, responding to emails, and working in other situations where their Contractor status is not obvious to third parties (e.g., clients, vendors, customers, public contacts, etc.) to avoid creating an impression that they are Government officials.

2.1 Dress code. Contractor personnel shall be professional in appearance and suitable for the occasion and environment. In support of some work requirements, the contractor may be required to dress business professional (i.e., funerals, formal USAFA events). These work requirements which require business professional dress may be at the request of the Contracting Officer (CO) or the designated Contracting Officer Representative (COR).

2.2 *Contracting Officer Representative (COR). The Government will evaluate the Contractor’s performance under this contract. The COR will be appointed by the CO with the authority to monitor contract performance and to inspect and accept services.

2.3 Threats to General Well Being. The Government reserves the right to direct the removal of

Contractor personnel for misconduct or security reasons. This action does not relieve the Contractor from total performance of the program tasks specified herein.

2.4 Hiring of U.S. Government Employees. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest, or the appearance of a conflict of interest. The Contractor shall comply with the Joint Ethics Regulation (JER) in regard to the employment of current and/or former Government employees. The Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives proper approval. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106 Air Force Industrial Labor Relations Activities paragraph 3. The Contractor is prohibited from employing off-duty Government COR(s) who are managing any contracts or subcontracts awarded to the Contractor. The abrupt absence of any Contractor personnel does not at any time constitute an excuse for nonperformance under this contract.

2.5 Adverse Weather Conditions. The Contractor shall coordinate with the COR concerning performance of PWS requirements during adverse weather conditions. Delayed reporting or early release (for Government employees) does not relieve the Contractor of PWS performance.

2.6 *Core Hours of Operation. The Contractor shall perform all PWS requirements during

USAFA core operating hours, are Monday through Friday from 7:30 a.m.to 4:30 p.m.

2.7 Work Environment. Missions are frequently interrupted by base exercises or actual ongoing base security events. The Contractor is required to participate in all exercises.

2.8 *Federal Holidays. The following Federal Holidays are observed by USAFA but may not always be observed by the Contractor due to mission needs.

New Year’s Day, January 1st or the Friday preceding or Monday following Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth, June 19th or the Friday preceding or Monday following Independence Day, July 4th or the Friday preceding or Monday following Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th or the Friday preceding or Monday following Thanksgiving Day, 4th Thursday in November Christmas Day, 25th December

2.9 Mission Essential.

2.9.1 Performance of Services During Crisis. According to Department of Defense Instruction

3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that carpet repair and replacement requirements under this PWS are not essential to be performed during a crisis.

2.9.2 The Contractor shall participate in all exercises to the level dictated by the scenarios in progress. Payment for additional hours or overtime is not authorized unless approved in writing by the Contracting Officer prior to the exercise.

2.10 *Incident/Mishap Reporting. In the event of a safety incident/mishap, the Contractor shall take reasonable and prudent action to establish control of the scene, prevent further damage to persons or property and preserve evidence until released by the investigative authority.

Immediately report the incident to the COR (IF THE CONTRACT DOES NOT HAVE A COR, THEN CONTACT THE CO) and the USAFA Safety Office. If the Government elects to conduct an investigation, the Contractor shall cooperate fully and assist Government personnel until completed.

2.11 *Emergency. Police, Medical and Fire can be reached by calling 911. Caller will reach El Paso County dispatcher and needs to identify that they are located on USAF Academy.

2.12 Fire Prevention and Protection. Base fire prevention personnel will make periodic Government provided facility inspections for regulation compliance.

2.13 Custodial Services. The Government will provide custodial services for occupied Government-provided facilities at the same level provided to Government employees. All other services shall be the responsibility of the Contractor.

2.14 Refuse Collection. The Government will make available refuse collection and disposal services for the Contractor at Government expense in direct support of the PWS. Emptying of individual trash receptacles into Government-provided dumpsters is the responsibility of Contractor employees. Dumpsters are available for Contractor use for the disposal of items.

The Contractor shall follow guidelines established by the base regarding proper disposal of refuse. The Contractor shall not dump prohibited items in dumpsters. The Contractor shall comply with all base-recycling programs and hazardous waste disposal processes/procedures.

(Verify procedures with 10 CES.)

2.15 Network Access. The Government will provide “Official Use Only” network Internet/intranet access through the Government network for approved systems and workstations required for accomplishment of work in support of this PWS. Network access for Contractor employees requires a common access card (CAC) provided by the Government.

2.15.1 Background Investigation. In accordance with DoDI 5200.46, “DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC)”, all contractors who require access to any DoD/USAFA Information Systems will undergo a Tier 1 (T1) background investigation. The contractor must complete Optional Form (OF) 306, “Declaration of Federal Employment,” electronic fingerprints and Electronic Questionnaires for Investigations Processing (eQIP) before system access is granted. Contractors who require enhanced privileges (IT-II), will undergo an Information Technology Tier 3 (IT-T3) background investigation before system access is granted in order to meet the intent of DoDI, 8500.2 “Information Assurance (IA) Implementation.” IT-II/T3 background investigations require completion of OF 306, electronic fingerprints and eQIP submission. IT-II/T3 backgrounds must be adjudicated to “Favorable” for continued enhanced privilege access; however, the contractor will not be granted access to classified information or classified information systems.

2.15.2 Contractor Software and Hardware. The Contractor shall obtain approval from the Designated Approval Authority (DAA) prior to purchasing software and computer hardware for use on the USAFA network. The contractor shall maintain all licenses for contractor software connected to the USAFA network IAW AFI 33-114, Software Management, Section B, paragraph 8.2. When software use is no longer required, the contractor shall remove the software at their own expense from both Government and contractor computer systems connected to the USAFA network.

2.15.3 Government Provided Site Licensed Software. The Contractor shall install and upgrade software that the Government has acquired site licenses for. The Government will keep current and pay any annual licensing fees for site-licensed software. When Government provided software is no longer maintained under site license use the Contractor shall remove the Government provided software from all computer systems under its control at their own expense.

2.15.4 Data Rights, Copyrights, Patent Rights, and Royalties. Consider these applications are discussed for both the Government and contractor. Associated clauses FAR Part 27 and DFARS 227 form the legal determination of rights of parties and the PWS may refer to the clauses but is not appropriate location to convey rights and responsibilities.

2.16 Telephone Services. The Government will provide local and Defense Switched Network (DSN) telephone service. The Government will provide all maintenance service on Government-provided phone lines and instruments and will relocate subject service when the relocation is approved by the Government. Government provided telephone service shall be used for official calls necessary in the performance of the PWS. The COR may grant the Contractor access to Government long distance service. Otherwise, the Contractor shall provide his or her own non-Government telephone service through off-base switching equipment for personal or unofficial business.

2.17 Contractor/Personal Furnished Vehicles. The Contractor shall furnish all vehicles required to perform the services identified in this PWS.

2.18 Government Furnished Facilities. Contractor shall utilize Government furnished facilities in the performance of this requirement.

2.19 Information Resources. The Government will provide access to Government staff and pertinent information for this contract. The Government will provide the Contractor copies of, or access to, all required directives, publications, and documents. All documentation provided to the Contractor shall remain the property of the Government and shall be returned upon completion of this contract.

2.20 Controlled Unclassified Information. If the Contractor determines that unauthorized personnel have accessed CUI, the contract manager shall immediately notify the COR and fully cooperate with any investigation. Contractor shall comply with DoD Manual 5400.07

Freedom of Information Act (FOIA) Program, 4.1., and DODI 5200.48 Controlled Unclassified Information. These instructions and manuals establish policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

3 ORDERING PROCEDURES

3.1 Task Order (TO) Issuing Process. The Contracting Officer (CO), Contractor, and Customer are required to follow the attached United States Air Force Carpet Ordering Guide in Appendix C. The Contractor shall order all materials through the AF Carpet Ordering Guide.

3.1.1 Request for Quote (RFQ). The CO shall provide the service request, any drawings/pictures, and a request for quote (RFQ) to the Contractor. The Contractor shall conduct a site visit and verify measurements for each service request, and submit a quote to the CO. The Contractor is responsible for submitting RFQs in a format that displays the price breakout for the carpet and adhesives per square yard so that the COR can validate the price. The Contractor shall submit all required documentation IAW Appendix B, USAFA Environmental Standard. The government reserves the right to prohibit the use of any materials, supplies or equipment, and the Contractor shall not use any materials, supplies or equipment without prior government approval.

3.1.2 Notice To Proceed. Upon award of the TO, the CO shall issue a “Notice to Proceed”.

Work shall be completed prior to the performance end date stated on the TO. Schedule shall be submitted 10 days prior to start of work and complies with TO requirements. All delays and/or extensions shall be coordinated with the CO.

3.1.3 Coordination of Work. The Contractor shall perform a site visit and coordinate all maintenance, repairs, material removal, and installation with the Facility Manger (FM) and notify COR when coordination is complete.

3.1.4 Schedules and Schedule Delays. The Contractor shall submit a schedule 10 days prior to beginning work for each service request on the TO to the CO or COR. The 10-day schedule shall include the start and completion of work and shall be in IAW the TO delivery date. The Contractor shall notify in writing of any conditions(s) that will prevent the timely completion of work. Any work discovered by the Contractor which was not previously identified in the TO shall be submitted in writing to the COR and will require approval from the CO before the work can be accomplished.

4. SERVICES SUMMARY (SS)

5. Carpet Warranty. The Contractor shall provide all manufacturers warranties and provide a 12-month warranty on all workmanship under normal use from date of install or repair.

6. Invoice. The COR shall verify work is complete. The Contractor shall invoice after completion of each task order in Wide Area Work Flow (WAWF).

7. Documentation and Records. At the completion of each TO, all records shall be turned over to the government to include manufacturer’s maintenance instructions describing recommended type of cleaning equipment and material and cleaning methods, and cleaning cycles.

8. Project Manager. The Contractor shall establish and maintain an office through the Project Manager (PM), or alternate(s) can be contacted to provide the names and numbers of Contractor POCs. This information shall be kept updated and send to the CO whenever personnel changes occur. The PM or alternate shall be available during normal base hours IAW paragraph. 2.6 and also shall be available to meet on USAFA within one (1) day to discuss any issues. The PM or alternate shall have full authority to act on all matters relating to the daily operation of this contract.

SS Item No. Performance Objective PWS Para

Performance Measure

SS-1 DELIVERY: The Contractor shall deliver the material in correct quantities in the manufacturer’s original packaging for inspection by the COR.

1.4 100% Compliance

SS-2 SCHEDULE: Schedule shall be submitted (10) days prior to start of work and complies with period of performance on the Task Order (TO) requirements.

3.1.4 Schedule shall be

submitted (10) days prior to start of work and complies with TO requirements 100% of the time.

SS-3 JOB COMPLETION

CLEAN-UP: The Contractor shall remove all construction debris, scraps, and foreign matter from newly installed carpet.

1.40 100% Compliance

9. Personnel. All Contractor personnel shall present a neat appearance and shall wear distinctive clothing bearing the company name or logo. The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the installation in its population.

9.1 Personnel Certification. The Contractor shall at a minimum employ at least one representative who is currently certified by the Carpet and Rug Institute (CRI).

10. Contractor Furnished Equipment/Vehicles. The Contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract The Contractor may perform cleaning, minor repair, and other normal maintenance requirement of equipment on site. Major maintenance and/or repair of Contractor vehicles of their privately owned vehicles shall not be accomplished on USAFA. Contractor vehicles shall have the company name prominently displayed on vehicles and be maintained to present a neat, professional appearance. Contactor vehicles shall be used solely for the intended purpose of performing service IAQ this PWS. All equipment used in the performance of this contract shall be in good operable condition and carry a U/L Underwrites Laboratory (U/L) listing. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The CO or COR may inspect the Contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation. The Contractor shall provide adequate numbers of equipment items and vehicles to effectively fulfill the scope of this contract. In addition, the Contractor shall maintain or have back-up capability to provide continued service in the event primary equipment or vehicles are down for extended maintenance or repairs. Equipment failure shall not alleviate the Contractor from performing any requirement.

11. GOVERNMENT FURNISHED PROPERTY (GFP)

11.1 Government Furnished Facilities. The Government will provide the Contractor a storage/staging area for equipment and materials for work being performed on USAFA.

The Contractor shall keep the area neat, clean, and organized. The Contractor shall not store hazardous or flammable materials. The Contractor shall return the storage site to the government in the same condition received, with the exception of fair wear and tear.

11.2 Government Furnished Supplies and Equipment. There are not government furnished supplies and equipment available for this contract.

11.3 Government Furnished Utilities. The Government will furnish electricity, water, and sewage service where existing for accomplishment of work IAW this contract. If adequate supply is not available, it is the Contractor’s responsibility to provide generators, power/extension cords, spider boxes, and/or etc.

12. Quality Control Program:

12.1 Quality Control (QC). The Contractor shall develop and maintain a Quality Control inspection system to ensure contracted services are performed IAW this PWS and within generally accepted commercial and industry practices. The Contractor shall develop and implement procedures to identify and ensure non-recurrence of defective services. The Contractor shall cooperate with the Government Quality Assurance Specialist, Quality Assurance Evaluators, technical representatives, investigative teams, inspectors, CO, and other Government-authorized individuals in the course of daily operations. The QC inspection system shall satisfy the requirements in the Inspection of Services clause in the request for quote (RFP) and resultant contract and shall be designed to keep the Contractor’s management informed of all issues affecting quality. The QC records of inspections shall indicate the nature and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

12.2 The Contractor’s Quality Control Plan shall include inspection instructions, auditing, and testing; the plan shall be prescribed with clear, complete, and current instructions. The plan shall address the surveillance methodology for each major function, how the Contractor will track quality of maintenance actions and personnel task proficiency, and actions the Contractor proposes to ensure top quality operations, maintenance, and program management. The Quality Control Plan shall include specific criteria for the approval and rejection of services to be used in each inspection or audit; checklists may be used for this purpose.

12.3 The Contractor’s Quality Control Plan shall be submitted to the CO with the RFP response. An updated copy shall be provided to the CO on the contract start date, annually, and thereafter or as changes occur. The objective of the Quality Control Plan is to show the Contractor’s philosophy, methods, and techniques in place to ensure quality and consistency of effort in the performance of the PWS requirements.

12.4 The Contractor shall maintain adequate records of all audits and inspections. The records shall indicate the nature and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate. The Contractor shall keep, and provide to the Government, records of inspections throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

12.5 The Contractor shall provide corrective action for Government-noted deficiencies. The Contractor shall reply to Government inspections rated “marginal” or “unsatisfactory” and to evaluations, inspections, and AFFM 27 Customer Comment Cards, as requested. The CO or Quality Assurance Evaluator/Quality Assurance Specialist will notify the Contractor of deficiencies noted during Government inspections or surveys. This notification of deficiencies shall be given to the Contractor immediately after the surveillance. The Contractor’s response-time to correct deficiencies shall take no longer than a 24-hour period and should include the Contractor’s management actions taken to correct the problem(s) and procedures implemented to prevent future occurrences.

12.6 Management Involvement. Personnel performing management functions shall have distinct, well-defined duties and responsibilities within the quality program.

13. APPENDIX

a. Floor Plans and Maps (Provided electronically with each TO)

b. USAFA Environmental Standards

c. AF Carpet Ordering guide

d. Definitions/Acronyms

APPENDIX A – FLOOR PLANS AND MAPS

• Provided electronically with each TO.

Environmental Standards

United States Air Force Academy

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PART 1 GENERAL

1.0 Scope

A. The USAFA Environmental Standards identify processes necessary to achieve environmental compliance for contracted work done at USAFA. The requirement for compliance resides in the Regulatory Requirement and not with this document.

Air Force Instruction 32-7001, Environmental Management (Section 2.33.10) requires USAFA and 10 CES/CEIEC to identify specific environmental requirements that pertain to all contracts and all work performed on behalf of the United State Air Force.

B. These Standards apply to all contracted work on USAFA, regardless of funding source.

C. Information provided in these Standards does not relieve the Contractor or other personnel from responsibility to comply with all state, local, and federal environmental laws, regulations and operating standards during performance of work on the Air Force Academy. This includes Air Force Directives and Instructions.

USAFA ensures Contractor compliance through periodic inspections of the worksite and any material storage sites maintained by the Contractor on Academy grounds.

See Part 5 of this document for a list of regulatory references.

D. Contractors shall cooperate with the government to take corrective action and clean up required by the Contractor’s failure to comply with all state, local, and federal environmental laws, regulations and operating standards during performance of work on the Air Force Academy.

1.1 Environmental Permits, Licenses, Certifications, and Training

A. Contractors shall obtain, at Contractor’s expense, all permits, licenses, certifications, and training required to perform the work stipulated in the contract or in-house design and specifications.

B. Contractors shall prepare all documentation required, including notices of intent and permit applications.

1. Contractors must originate all permit applications applicable to its activities and submit them to the Contracting Officer (CO) for review and approval by USAFA Environmental Office.

2. The Contracting Officer will return incorrect or incomplete documents for correction and re-submittal during the contract administrative period.

APPENDIX B – USAFA ENVIRONMENTAL STANDARDS

SECTION 01350

USAFA ENVIRONMENTAL STANDARDS

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3. Once approved, Contractors shall submit the documents to the appropriate regulatory agencies.

4. Under no circumstances shall Contractors directly contact the regulatory agency concerning environmental issues for which USAFA may be liable without prior approval from the CO.

PART 2 SPECIFIC REQUIREMENTS

2.0 Hazardous Materials

A. AFMAN 32-7002, Environmental Compliance and Pollution Prevention, defines HAZMAT as: all items covered under Emergency Planning and Community Right- To-Know Act (EPCRA), (Federal, State or Local) tracking requirement covered under the OSHA Hazard Communication Standard, Class I or Class II ODS. It does not include munitions or Hazardous Waste. It does include medical supply items except as exempted under the OSHA HAZCOM Standard, unless the use results in an environmental tracking or reporting requirement.

HAZMAT includes but is not limited to material in the following categories:

Chemicals

Gases: Compressed or Liquefied Cleaning and Polishing Compounds

Paints, Dopes, Varnishes and related material Preservatives and Sealing Compounds

Solid Fuels, Dyes, Pest Control Agents Liquid Propellants Adhesives

Fuel Oils and Grease: Cutting, Lubricating, and Hydraulic

Other Materials as determined by the Hazardous Material Management Process Team

B. All hazardous materials (HAZMAT) brought on site are subject to pre-approval by the USAFA HMMP Team. AFMAN 32-7002, Environmental Compliance and Pollution Prevention provides approval requirements for contractor used HAZMAT.

C. USAFA may prohibit the use of any HAZMAT it deems to be especially hazardous to human health or the environment or may result in excessive quantities of hazardous waste.

D. If USAFA does not approve use of a HAZMAT, USAFA may recommend a list of suitable substitutes; however, the Contractor retains responsibility for finding an acceptable substitute.

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E. USAFA promotes waste minimization through source reduction and pollution prevention practices. The Contractor will take appropriate actions to comply with this policy.

F. The Prime Contractor will submit AF Form 3952, Chemical/Hazardous Material Authorization Request for all HAZMAT required for each Project. The Prime Contractor will also submit HAZMAT requirements for any subcontractors on the Contract. The approval process requires approximately 10 working days.

1. The Task Description, Block 18, must fully describe each process to be performed.

2. The Contractor must include a list of hazardous materials used in each process, as well as, a Safety Data Sheet (SDS) for each HAZMAT.

3. 29 CFR 1910.1200 requires the Contractor to maintain a complete written hazard communication program, including labels and forms of warning for chemicals, an up-to-date hazardous material inventory with copies of SDSs for all materials used on the job site, and employee information and training on hazardous chemicals in their work area.

4. All hazardous materials used on USAFA must be tracked via the Air Force approved tracking system and will be managed via bar code labels in order to comply with EPCRA requirements (40 CFR350-472).

G. HAZMAT Usage Reports.

1. The Contractor may report HAZMAT used at any time during the execution of the contract or at least monthly to the HAZMART (email is the preferred method).

2. The report shall include a listing of the assigned barcode label numbers, and date used or disposed. This report may be emailed (LG_Hazmat@usafa.af.mil) or hand delivered to the HAZMART.

H. Final HAZMAT Usage Report

1. The Contractor shall submit a final inventory of all hazardous materials used or disposed since the last hazardous usage report and no later than 10 business days after completion of work.

2. The report shall include a listing of the total quantity of HAZMAT used and a description of its disposition. For example, the Contractor used all of the HAZMAT during contract execution, saved it for future use, or disposed of it as hazardous waste in accordance with Colorado’s hazardous waste regulations.

See Section 2.2 for a description of hazardous waste management requirements.

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I. HAZMAT Handling

1. All hazardous materials must be transported and stored in original containers with manufacturer labels meeting the OSHA HAZCOM requirements found in Title 29 Code of Federal Regulations Part 1910.1200 (29 CFR1910.1200).

2. All HAZMAT which have been repackaged or dispensed into other than a manufacturer’s original container must be clearly labeled in accordance with OSHA HAZCOM requirements. HAZMAT may not be brought on to USAFA without proper, legible labeling.

3. HAZMAT must be used and stored in areas that are free from obstructions or hazards such as tripping hazards, fire, standing water, or pests. All HAZMAT shall be separated in accordance with OSHA Material Handling requirements (29 CFR 1910.176[c]) and OSHA Hazard Communication requirements (1910.1200[b], and 1910.1200[f]).

4. HAZMAT must be stored in containers in good condition, with no leaks or rust.

5. All unused HAZMAT must be removed when the work is completed or when the material is no longer required. Unused HAZMAT may not be transferred to USAFA or its affiliates without the authorization of the HMMP Team.

2.1 Hazardous Waste

A. In coordination with the Environmental Office, Contractors shall properly identify, characterize, manage, and dispose of all hazardous waste (HW) generated from the Contractor’s actions on USAFA property.

B. Contractors must dispose of all HW through USAFA’s HW management program unless directed otherwise by contract specifications. The USAFA Hazardous Waste Accumulation Site (HWAS) will accept waste produced by contractors for disposal, the waste must be properly packaged IAW Dept. of Transportation (DOT) standards.

The HWAS cannot provide HW containers to third-party contractors due to budgeting constraints, also any HW shipped off USAFA by third-party contractors must have someone from the Gov’t sign the Hazardous Waste Manifest IAW AFMAN 32-7002 para. 2.14.7.3.

C. If Contractors anticipate generating HW on site during contract performance, it shall prepare a Hazardous Waste Management Plan (HWMP) describing how it will comply with Colorado Department of Public Health (CDPHE) and Environment regulatory requirements and DoD, Air Force, and USAFA policies and instructions related to HW management.

1. Contractors may request a copy of USAFA HWMP from the Environmental

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Office to use as a guide in preparing its HWMP.

2. The Contractor shall submit the HWMP to the CO for approval a minimum of 15 business days prior to commencement of work onsite.

3. The Contractor HWMP shall include the following elements:

a) Waste descriptions, waste codes, and estimated quantities of specific hazardous wastes that will be generated on site, such as batteries, paints, solvents, aerosol cans and mercury-containing lamps.

b) Copies of letters appointing Contractor personnel to positions of primary and alternate HW managers.

c) Copies and descriptions of HW training the Contractor’s personnel have completed. Contractor personnel shall have completed appropriate training that fully satisfies Federal, State, and local regulatory requirements prior to managing HW.

d) Descriptions of HW storage containers and locations.

D. Contractors, with Environmental Office concurrence, shall determine if wastes generated are hazardous under applicable regulations for listed, characteristic, and universal wastes. The Contractor shall provide the CO and Environmental Office proof of such determination (e.g., SDS, process knowledge and/or analytical results). If Contractors do not have sufficient information to properly characterize a waste as hazardous, then Contractors shall, with Environmental Office concurrence:

1. Arrange for sampling and analysis for proper characterization of the waste.

2. Pay for sampling and analysis costs.

3. Provide the CO and the Environmental Office with documentation of analytical results for each HW generated on site.

E. Contractors shall accumulate HW in compliance with all applicable Federal, state, and local regulations; DoD, AF, and USAFA policies; and in accordance with the Contractor’s (USAFA-approved) HWMP.

1. All containers holding HW shall be in good condition & DOT compliant with stored waste, with no leaks or rust and noted on a Weekly Inspection Sheet.

2. All containers holding HW shall be labeled with the words “Hazardous Waste”, contents, and the identity of the generator (Contractor).

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3. Fluorescent bulbs, batteries, mercury containing thermostats, aerosol cans, and pesticides and other designated Universal Wastes covered under the “Universal Waste Rule” shall be labeled in accordance with Colorado universal waste requirements found in Title 6 Colorado Code of Regulations Section 1007- 3 Part 273 (6 CCR 1007-3 Part273).

4. Used oil shall be labeled only with the words “USED OIL”, unless it has been contaminated with solvents or other contaminants that would render it HW.

F. To the maximum extent practical and where cost effective, the Contractor shall recycle HW in accordance with all applicable Federal, State, and local laws and regulations. Hazardous waste recycling/re-use shall be approved by the Environmental Office prior to start of the activity. Any waste recycled or re-used on or off site, over 100 lbs. shall be reported to the Environmental Office, for Air Force Solid Waste metrics.

G. Only authorized USAFA personnel shall sign uniform HW manifests, land disposal restrictions, and bills of lading IAW AFMAN 32-7002 para. 2.14.9.3. All manifests for waste generated on site shall list USAFA’s Environmental Protection Agency (EPA) generator identification number.

H. If the Contractor transports any HW off USAFA, it must be licensed to transport HW in Colorado. Transporters of hazardous wastes that operate in Colorado and have a transfer facility are required to obtain an EPA identification number and comply with additional requirements cited at 6 CCR 1007-3, Part263.

2.2 Spill Prevention and Response Procedure (SPRP) Plan

A. Contractors must develop a SPRP plan if it manages, stores, or uses HAZMAT (including fuels) or generates HW. Below is a list of the minimum requirements for development of a SPRP.

1. Contractor name

2. Mailing address

3. Primary and alternate emergency contacts

4. Emergency phone numbers, including fax number, if applicable

5. List of spill prevention and response equipment

6. Description of HAZMAT and HW managed on site

7. Description of HAZMAT and HW storage containers

8. A map showing locations of HAZMAT and HW containers and spill prevention

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9. Description of actions the Contractor will take upon discovery of an incident to contain and clean up spills and dispose of spill residue

10. Procedures for notification of USAFA after discovery of an incident (Note: Call 911)

11. Description of how the Contractor shall coordinate and complete any required corrective actions

12. Description of employee hazardous material and spill response training (Training to be provided to employees as required by all applicable Federal, state, and local regulations and copies of employee workplace hazard training program maintained on site at all times)

B. Contractors shall submit the completed SPRP plan to the CO a minimum of 15 business days prior to commencement of work for review and approval.

C. Contractors shall manage, store, and use all HAZMAT and HW (including fuels) in accordance with good engineering practices and implement best management practices in order to prevent spills and releases. Contractors shall report spills to USAFA and execute timely and appropriate actions to contain and cleanup all spills in accordance with the Contractor SPRP plan. USAFA does not authorize or expect Contractors to provide emergency response or clean up actions beyond the level of training of its employees. Once a spill or release of a HAZMAT or HW managed, used, or stored by the Contractor has been contained, USAFA shall determine if additional cleanup is required and the extent of the Contractor’s responsibility.

Contractors shall be liable for any direct and indirect costs incurred during spill response and clean-up, including but not limited to administrative costs, materials, labor, equipment, shipping, packaging, testing, replacement equipment and materials, and disposal.

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2.3 Water Resources

A. Contractors are expected to comply with water resource regulations including, but not limited to, USAFA MS4 permit # COR-042007, Construction General Permit (CGP) # COR-21000F40, National Flood Insurance Program 44 CFR Parts 59,60,65,70, Section 404 and 401 of the Clean Water Act, CDPHE Regulation 32, and CDPS # COG070000. Contractors must coordinate with Environmental to ensure their actions comply with USAFA NPDES permits.

B. Concerning water resource responsibilities, Contractors shall:

1. Comply with all relevant requirements of storm water, municipal, multisector, and individual NPDES permits held by USAFA.

2. Not discharge wastewater or water (including surface discharges and underground injection) that could impact the quality of the surface water or groundwater of Colorado without prior approval of the Environmental Office.

3. Coordinate with Environmental Office to ensure that non-stormwater discharges are covered by an appropriate permit prior to authorizing the discharges, or determine if permitting is required.

4. Coordinate with the Environmental Office to obtain required permits not already in place at USAFA including permits to cover discharges to surface water, land application discharges that impact groundwater, de-watering discharges, 404 disturbances, and underground injection activities.

5. Apply for a septic system installation permit from CDPHE for septic systems or holding tanks that receive more than 2,000 gallons per day.

6. Apply for a septic system installation permit from the El Paso County Department of Health for any septic systems or holding tanks.

C. Concerning construction projects that shall disturb one (1) or more acres, Contractors shall:

1. Review and comply with EPA 2017 NPDES General Permit for Discharges from Construction Activities (COR12000F).

2. Prepare and submit a Storm Water Pollution Prevention Plan (SWPPP) for approval by the Environmental Office. The SWPPP must comply with requirements described in the 2017 NPDES General Permit for Discharges from Construction Activities (COR12000F) listed in Section 7 (Stormwater Pollution Prevention Plan).

3. Once the SWPPP has been approved, submit an electronic Notice of Intent

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(NOI) to the US EPA. Prime contractor will be the permittee or co-permittee.

Earth disturbing activities may commence as soon as the contractor receives an individual permit number from the EPA, usually 10-14 days after submitting the N.O.I.

4. Submit an electronic Notice of Termination (NOT) to EPA after USAFA Notice of Termination form is signed by the Environmental Office and contractor is advised to proceed.

5. Keep all SWPPP documents in their files and available for inspection upon request for 3 year after the NOT is filed.

D. Concerning construction projects that shall disturb less than one acre, Contractors shall:

1. Install perimeter controls or other control measures to prevent sediment from leaving the site.

2. Protect storm drain inlets to prevent sediment from entering active storm drains.

3. Protect large stockpiles

4. Immediately clean up spills of fuels, lubricants, and other HAZMAT.

5. Coordinate with Environmental Office if the project experiences excessive erosion, sediment discharges, or disturbs over an acre.

E. Projects shall be designed to comply with the USAFA NPDES Municipal Separate Storm Sewer System (MS4) permit and Energy Independence and Security Act Section 438.

1. Post-construction storm water runoff from project sites shall be restricted to the predevelopment hydrology for projects adding 5,000 square feet of impervious surface or greater. Devices/designs to comply with this condition shall be approved by the Environmental Office.

2. Permanent Water Quality Treatment Devices shall be consistent with criteria presented in the Colorado Springs City/County Storm Water Drainage Control Manual.

F. To ensure compliance with other Clean Water Act requirements, Contractors:

1. Shall not discharge any domestic, construction and/or industrial waste (including any hazardous material or hazardous waste) to the environment, sanitary or storm water sewer system without first securing approval from the Environmental Office. Such materials include, but are not limited to the following:

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a) Glycol-containing wastes drained from heating, ventilation, and air conditioning facilities

b) Cooling tower, chiller solutions, and boiler blow-down

c) Fluids generated from in-situ or slip-lining…