COSA Request Form v0.7.pdf

STANDARD OPERATING PROCEDURE (SOP)

AMIM-HIP-M (rev.05/14/2024)

CONTRACTOR OPERATIONS AND STORAGE AREA (COSA)

REQUEST INSTRUCTIONS

COSA Processing Time: The minimum COSA processing time is 14 calendar days from time of receipt.

* Please take special note to the highlighted areas

1. Purpose: The purpose of the “COSA SOP” is to promote the most efficient use of limited land resources by providing procedures to initiate, coordinate, schedule and manage COSA Sites for contractors throughout the Army Installations of Hawaii.

2. Applicability:

a. This applies to all Army construction contracts that require a COSA, including all contractors, units, activities, directorates, and external agencies requiring COSAs on property under the control of the United States Army Garrison, Hawaii, (USAG-HI).

b. This applies to all Military Constructions (MILCON), Renovation & Modernization (R&M) and Sustainment, Restoration & Modernization (SRM) projects/contracts that require COSA sites outside of the approved “project boundaries” of the construction contract. Typically, the COSA should be determined during the planning phases (i.e. Planning Charrettes) of each project or before the design phase and be included within the project limits wherever possible.

c. Refuse and tree trimming contracts that support day-to-day trash/tree removal for the installation are not covered by this SOP.

d. Contractors and/or external agencies requesting space not connected with a government construction contract are not covered by this SOP and can only be authorized space by a real property instrument.

3. Scope: To begin the process, the COSA Requestor shall submit a “Facilities

Engineering Work Request” FEWR. Complete “Enclosure 1” and submit to DPW Master

Planning for review and concurrence of COSA and ensure the COSA request is complete.

COSA Requestor shall then also submit to the Engineering Division PM for In-house and

MATOC “Multiple Award Task Order Contract” projects or to the Master Planning PM for

Permission-Only Projects, who will submit a FEWR to begin the process.

4. General COSA Requirements:

a. Contractor COSA Request (Must include map of proposed site and a map showing location and BMPs of items stored in the COSA).

b. FEWR with completed COSA Request (Must include map of proposed site and a map showing location and BMPs of items stored in the COSA).

c. Coordination of the Site prior to approval.

d. Approval of the site.

e. Any permits (i.e. dig, temporary water, NPDES, air, etc., if required).

f. Stewardship while under contractor control.

g. Restoration and closeout upon completion of the contract period.

5. Responsibilities:

a. COSA sites will be approved by the Director of Public Works (Per Delegation Authority).

i. The Business Operations Division will route the FEWR.

ii. The Planning Division will coordinate and approve the use of the site.

iii. The Environmental Division will inform of any environmental BMPs or permit requirements.

iv. The Engineering Division will ensure compliance with the approval memo via the Contracting Office. Engineering Division will also provide notification to the Major Commands.

v. Contractor will provide 90-day notice of intent to vacate the COSA, restore the site and follow closeout procedures.

b. Special Conditions: Will be determined through the process and included in the DPW Director’s approval memo.

c. Notifications: Major Commands and Directorates will be notified upon approval of the COSA Site (For information purposes only).

6. COSA Period: The approval/permission will be for the contract period of performance, which includes the removal and restoration of the premises when the contract expires. Use of structures or facilities for any purpose other than fulfillment of the contract are not authorized. Contract extensions must be coordinated with DPW Planning Division to determine impacts to future projects and/or COSAs.

7. COSA Procedures: The COSA is structured into three parts; the COSA Request, the COSA Approval, and the COSA Closeout.

a. The Contractor shall submit a written request for the COSA via the Contracting Officer/Contracting Officers Representative (COR) to the DPW Project Manager (PM) in charge of the project that the COSA supports. The COSA Request identifies the requirement enabling DPW to process, coordinate and confirm the COSA. The request will address the 5 W’s (Who, What, When, Where and Why?) and include a map of the proposed COSA. The request will also address the following if required.

i. Site Office: Construction Trailers

ii. Utilities: Electrical, water, sewer, etc...

iii. Contractor Parking:

1. Contractor privately owned vehicle (POV) Parking will be contained within the project limits or at the COSA site and shall not take up limited parking from other installation tenants.

2. Contractor construction vehicles and equipment will be contained within the project limits or at the COSA site.

iv. Traffic Control and Fencing: A Traffic Control Plan/Excavation Permit must be submitted for traffic control and/or excavation required for items such as haul routes or fencing around the COSA.

v. The request should be submitted no later than 8 weeks prior to occupation allowing time to process the request. The COSA area cannot be occupied by the Contractor until the Contractor receives approval from DPW.

vi. A joint inspection of the COSA site will be conducted with the parties to confirm and document the original condition prior to occupation of the COSA.

b. The COSA Approval: The approval is based on concurrences from DPW Divisions and Impacted agencies with final approval from the Director of Public Works per delegation authority dated 22 December 2015.

c. The COSA Closeout: Termination of the COSA will include an onsite inspection to ensure restorations of the site has been completed to include photos. The contractor should notify the Contracting Office/COR 90 days prior to schedule close-out proceedings. Termination of site includes the appropriate close out procedures to return the COSA to the Army. Contractor agrees that any and all items must be removed and the site restored prior to returning the COSA site to the Army.

8. Final Approval: Consists of the Installation Commander or his/her designee approval and signature (The DPW Director is delegated this authority as of 22 December

2015).

9. Contracting Offices: Upon final approval, this document shall become part of the contract via the appropriate contracting office.

See “Enclosure 1” Below

(Enclosure 1) US Army Garrison Hawaii (USAG-HI) Directorate of Public Works (DPW)

CONTRACTOR OPERATIONS AND STORAGE AREA (COSA) REQUEST

Date Prepared:

COSA Number:

(Provided by DPW Master Planning POC)

1. General Information (To be completed by requesting Contractor):

a. Contractor Name:

b. Point of Contact (POC):

c. Phone Number:

Email Address:

d. Location of COSA:

e. Project Title:

f. Project FEWR Number (DD4283):

g. Project POC:

Phone Number:

Email:

h. Contract Number:

Contracting Officer Rep (COR):

Phone Number:

Email:

i. Performance Period: -

A. Brief Description

a. What will the COSA be used for?

b. What will be stored in the area? (If possible, include a map of where the items will be stored in the COSA)

c. Where will parking for all contractor’s personal vehicles be located? (Include the parking location on the map for the COSA)

d. Will fuel be stored or will there be re-fueling on-site?

e. Will hazardous materials or waste be stored onsite?

f. Will there be any required OSHA compliance and site management? (i.e. daily sign in, signage, first aid materials, required PPE, wash station, etc.)

g. Will stockpiling of soil occur at the COSA? (Recommend the use of high-density polyethylene (HDPE) for liner for rough materials and low-density polyethylene (LDPE) for smooth material, anchor down HDPE or LDPE liner with waddles or similar)

h. Will there be any conexes or dumpsters located at the COSA? (Add whether the dumpster or connex will be on pallets or asphalt)

i. Will the COSA have exclusionary fencing for contactor equipment? (Security for equipment/material storage stored at COSA is contractor responsibility, even if exclusionary fencing is installed)

B. Will Utilities be required at the COSA (i.e. electricity, water, etc.)?

a. What is the power source?

b. If the power source is a generator:

i. Is secondary containment required?

ii. What is the capacity of the generator?

iii. What is the proposed duration of the generator (hrs/day)?

C. Contractor understands and agrees to maintain good stewardship of the site during the entire use of the property. Failure to maintain the COSA to the approved standard may result in early termination of the COSA or withdrawal of the approval.

D. Contractor understands and agrees that any and all items must be removed and the site restored to original condition prior to returning the COSA site to the Army.

GOVERNMENT INDEMNIFICATION:

The receiver of the memorandum granting use of the COSA will certify by signature below indemnification of the government of all liabilities resulting from his use or operation of the site and that all provisions within this memorandum are complied with.

Contractor concurrence and signature:

Contractor Date

2. Directorate of Public Works, Engineering Division, 2nd Floor, Bldg. 108, 742 Santos Dumont Avenue, Wheeler Army Air Field. Michael Castellano, Acting Utilities Engineer Branch Chief, michael.a.castellano10.civ@army.mil, 808-656-3293.

Business Hours: Mon -Fri. 0730-1600.

a. For In-house and JOC Projects, Engineering PM receives the request from the Contractor/Contracting Office and reviews to ensure the request addresses the 5 W’s (Who, What, When, Where and Why?) and includes a map of the proposed

COSA.

b. Validates the requirement.

c. PM submits a FEWR to include the written request and map of the proposed COSA Site as attachments.

d. Determines if a Traffic Control Plan/Excavation Permit required. If yes, Contractor completes as required.

e. Coordinate the site with Planning Division.

3. Directorate of Public Works, Planning Division, 1st Floor, Bldg. 105, 948 Santos Dumont Avenue, Wheeler Army Air Field. Master Planners, DPW Planning Division Eugene Nam, 808-656-3033, eugene.y.nam.civ@army.mil & Jason Abayon, 808-656-2522, jason.a.abayon.civ@army.mil. Business Hours: Mon.-Fri. 0800-1630.

a. For Permission Only Projects, Master Planning PM receives the request from the Contractor/Contracting Office and reviews to ensure the request addresses the 5 W’s (Who, What, When, Where and Why?) and includes a map of the proposed

COSA.

b. Negotiates the COSA with the PMs, Contracting Office and Contractor.

c. Ensures COSA does not impact future projects or future COSA Sites.

mailto:matthew.k.akama.civ@army.mil mailto:eugene.y.nam.civ@army.mil file:///C:/Users/1512615658.CIV/Downloads/jason.a.abayon.civ@army.mil

d. Once the site is negotiated/determined the NEPA and Traffic Control Plan/Excavation Permit may be submitted via their respective Division PMs (These may be processed in parallel).

4. Directorate of Public Works, Environmental Section, 3rd Floor, Bldg. 105, 948 Santos Dumont Avenue, Wheeler Army Airfield. POC: Mr. Phi Dang, DPW Environmental Branch Chief, (808) 656-5790, phi.l.dang.civ@army.mil;

DPW Conservation Branch Chief, Mr. Matt Foster, (808) 656- 6821, matthew.b.foster3.civ@army.mil. Business Hours: Mon-Fri. 0730-1600.

5. 30th Signal and 516th Signal Bde NETCOM, Wheeler Army Airfield Bldg. 600. POC:

Mr. Paul Bankes (Primary), paul.r.bankes.civ@army.mil, or Mr. Byron Kawane

(Primary), (808) 787-5355, byron.k.kawane.civ@army.mil, or Mr. Walt Selders

(Alternate), walter.e.selders.civ@army.mil, 808-656-8066. Business Hours: Mon-Fri.

0730-1600.

COSA location drawing and plan review to ensure underground/aboveground communications lines will not be affected or if affected, will be mitigated by the contractor.

6. Is the proposed COSA located within 100 feet of the Housing Ground Lease boundaries?

If answer Yes to item 6 above, proceed to item 7 below. IPC concurrence is required.

If answer is no, continue to item 8 below.

7. Island Palm Communities (IPC): The Contractor/Unit shall review Boundary Maps of the Housing Ground Lease. IPC concurrence shall be attained prior to approval of the

COSA within close proximity to the Housing Ground Lease boundaries. POC for IPC property is DPW Housing liaison, Mr. Robert “Bob” Krapf, robert.c.krapf.civ@army.mil.

8. Will the proposed COSA impact Directorate of Family, Morale, Welfare and

Recreation?

If Answer is Yes to item 8 above, proceed to item 9 below. DFMWR concurrence is required. If answer is No, continue to item 10 below.

9. Directorate of Family, Morale, Welfare and Recreation, Bldg. 547, 350 Eastman

Road, Wheeler Army Airfield, Dennis A. Duck, 808-656-0000.

(Email: dennis.a.duck.naf@army.mil) or

Jillian Singleton, 808-787-5437 (Email: jillian.h.singleton.naf@army.mil).

Submit one (1) copy. Business Hours: Mon.-Fri. 0800-1630.

mailto:phi.l.dang.civ@army.mil mailto:matthew.b.foster3.civ@army.mil mailto:paul.r.bankes.civ@army.mil mailto:byron.k.kawane.civ@army.mil mailto:walter.e.selders.civ@army.mil mailto:robert.c.krapf.civ@army.mil mailto:dennis.a.duck.naf@army.mil mailto:jillian.h.singleton.naf@army.mil

FINAL APPROVAL:

10. FINAL APPROVED COSA: Consists of this document together with the DPW

Director’s (Approving Authority) approval memo. The Contractor/Unit shall maintain the COSA approval on site at all times.

CONTRACTING OFFICE:

11. Contracting Officer: The contracting officer for this project upon receipt of the memorandum granting use of the COSA by the contractor will certify that all provisions within the memorandum are detailed as part of the contract requirements in support of ______________________________________________________________ project.

Completed and Approved Contractor Operations and Storage Approval Received By:

Contracting Officer Date

FOR INFORMATION ONLY:

After Approval from the Approving Authority the following Government Agencies and Private Organizations listed below will notified for information purpose only.

1. Directorate of Emergency Services (DES), Operations, Bldg. 107, 745 Wright Avenue, Wheeler Army Air Field, Mr. James Williams, Operations Officer of Emergency Services at 808-656-6454 (email: james.j.williams44.civ@army.mil), DES Provost Sergeant NCO, MSG Ryan Sheibley at (808) 656-0177 (ryan.p.sheibley.mil@army.mil);

Bldg. 107, 745 Wright Avenue, Wheeler Army Air Field. Submit one (1) copy. Business Hours: Mon.-Fri. 0730-1600.

Contracting Officer Date

1. Federal Fire Department (FFD), Bldg. 284, 650 Center Drive, Pearl Harbor, Albert Balderama, Fire Prevention Chief, (808) 417-8004, (Email: albert.d.balderama@navy.mil). Email is preferred.

2. Island Palm Communities (IPC): 215 Duck Road, Bldg. 950, Schofield Barracks, HI 96757. Business Hours: Mon-Fri, 0800-1600 mailto:james.j.williams44.civ@army.mil mailto:ryan.p.sheibley.mil@army.mil mailto:albert.d.balderama@navy.mil