DRAFT PEFORMANCE WORK STATEMENT FOR STORAGE TANK MANAGEMENT RAFM RAFL.pdf

DRAFT

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PEFORMANCE WORK STATEMENT FOR

STORAGE TANK MANAGEMENT,

INSPECTION AND REPAIR AT RAF

LAKENHEATH, FELTWELL AND MILDENHALL

3 March 2025

RAF Lakenheath, Feltwell and Mildenhall, United Kingdom

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Table of Contents

1.0. DESCRIPTION OF SERVICES / GENERAL INFORMATION

1.1 INVENTORY OF TANKS

1.2 TANK FUELING, SPILL PREVENTION AND RESPONSE

1.2.1 TANK FUEL DELIVERY SCHEDULING

1.2.2 TANK FUEL LEVEL MONITORING AND DELIVERY SUPERVISION

1.2.3 SPILL PREVENTION AND RESPONSE

1.3 TANK INSPECTIONS

1.3.1 MONTHLY TANK INSPECTIONS

1.3.2 ANNUAL TANK INSPECTIONS

1.4 ANNUAL PRECISION LEAK TESTING

2.0 PERFORMANCE REQUIREMENTS/SERVICES SUMMARY

3.0 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 UTILITIES

3.2 DAMAGE TO U.S. GOVERNMENT PROPERTY

3.3 GOVERNMENT FURNISHED TRAINING

3.4 USE OF GOVERNMENT FACILITIES

3.5 KEY CONTROL

4.0 GENERAL INFORMATION

4.1 QUALITY CONTROL

4.2 QUALITY ASSURANCE

4.3 VARIATION IN SCOPE OF WORK

4.4 HOURS OF OPERATION

4.4.1 MISSION ESSENTIAL

4.5 CONTRACTOR EMPLOYEE BASE PASS, IDENTIFICATIONS, SPECIAL CLEARANCES AND VEHICLE

REGISTRATION

4.5.1 SECURITY REQUIREMENTS

4.5.2 BASE ACCESS

4.5.3 REQUIREMENTS FOR CONTRACTOR CREDENTIALS

4.6 TRAVEL

4.7 RESERVED

4.8 SAFETY AND ACCIDENT PREVENTION

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4.8.1 PERMITS AND AUTHORIZATIONS

4.9 ENVIRONMENTAL PROTECTION/HAZMAT REQUIREMENTS

4.9.1 CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS

4.9.3 HAZMAT REQUIREMENTS

5.0 SPECIFIC TASKS

5.1 MANAGEMENT, PLANNING, AND REPORTING

5.1.1 LINES OF COMMUNICATION

5.1.2 POST-AWARD MEETING

5.1.3 PROGRESS MEETINGS

5.1.4 PRESENTATION MATERIALS

5.1.5 PROJECT DELIVERABLES AND REPORTS

5.2 CONTRACTOR PERSONNEL

5.2.1 CONTRACT MANAGER

5.3 eCMRA REPORTING .............................................................................. Error! Bookmark not defined.

5.3.1 REPORTING PERIOD ...................................................................... Error! Bookmark not defined.

5.3.2 USES AND SAFEGUARDING OF INFORMATION ............................. Error! Bookmark not defined.

5.3.3 USER MANUALS ............................................................................ Error! Bookmark not defined.

6.0 REFERENCES

7.0 ESTIMATED WORKLOAD DATA

7.0 APPENDICIES

APPENDIX A-1 – RAF LAKENHEATH TANK INVENTORY .................................. Error! Bookmark not defined.

APPENDIX A-2 – RAF FELTWELL TANK INVENTORY ........................................ Error! Bookmark not defined.

APPENDIX A-3 – RAF MILDENHALL TANK INVENTORY ................................... Error! Bookmark not defined.

APPENDIX B-1 – RAF LAKENHEATH FIRE DIESEL TANK INVENTORY ............... Error! Bookmark not defined.

APPENDIX B-2 – RAF FELTWELL FIRE DIESEL TANK INVENTORY .................... Error! Bookmark not defined.

APPENDIX B-3 – RAF MILDENHALL FIRE DIESEL TANK INVENTORY ............... Error! Bookmark not defined.

APPENDIX C-1 – RAF LAKENHEATH LINE TESTING INVENTORY ..................... Error! Bookmark not defined.

APPENDIX C-2 – RAF FELTWELL LINE TESTING INVENTORY ........................... Error! Bookmark not defined.

APPENDIX C-3 – RAF MILDENHALL LINE TESTING INVENTORY ...................... Error! Bookmark not defined.

APPENDIX D – MONTHLY CHECKLIST STI SP001............................................. Error! Bookmark not defined.

APPENDIX E – ANNUAL CHECKLIST STI SP001 ................................................ Error! Bookmark not defined.

APPENDIX F - PIPELINE PRESSURE TESTING FORM ........................................ Error! Bookmark not defined.

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PERFORMANCE WORK STATEMENT FOR STORAGE TANK MANAGEMENT, INSPECTION,

MAINTENANCE, AND REPAIR AT ROYAL AIR FORCE (RAF) LAKENHEATH, FELTWELL AND

MILDENHALL

1.0. DESCRIPTION OF SERVICES / GENERAL INFORMATION

This Performance Work Statement (PWS) defines the scope of operations and services necessary to meet RAF Lakenheath, Feltwell and Mildenhall storage tank management, inspection, maintenance, and testing requirements. Specifically, this PWS encompasses the full range of methods, technologies, and supporting activities necessary for the Contractor, as the designated tank custodian, to maintain compliance with requirements of United States Air Force Instruction (AFI) 23-201 Fuels Management and Department of the Air Force Manual (DAFMAN) 32-1067 Water and Fuel Systems for the oversight of tank fuel levels, fuel deliveries, tank inspections, and tank testing as outlined in this Section 1.0. The Contractor shall furnish the personnel, services, equipment, tools, materials, vehicles, facilities, supervision, and other requirements necessary for, or incidental to, the performance of work set forth herein. The Contractor shall be immediately capable of addressing and interpreting all aspects of host nation (HN) health and safety and environmental law or regulation.

RAF Lakenheath, Feltwell, and Mildenhall operate fuel storage tanks to provide the primary energy source to heat buildings, supply hot water, and support standby power generators. The objective of this PWS is to provide the necessary oversight, inspection, and testing necessary to maintain optimal operation of base-wide organizational fuel storage tanks, in accordance with applicable environmental regulations.

The scope of this PWS applies to support Organizational Aboveground Fuel Tanks (ASTs) physically connected to facility boiler houses/plant rooms, back-up generators, Army, and Air Force Exchange Service (AAFES) Underground Storage Tanks (USTs).

Fuel is supplied by a separate contract and is delivered by road tanker. Peak season supply operates during winter period (typically October to April) with as many as five tankers running per day, supplying fuel to RAF Lakenheath, RAF Feltwell and RAF Mildenhall. In a typical calendar year, a total of around three million US gallons of fuel is supplied, spread over approximately 1,500 individual deliveries to OFTs across all three bases ensuring fuel is delivered with no interruption of supply.

1.1 INVENTORY OF TANKS

Tanks applicable to this PWS include ASTs and USTs of various designs. A tank summary is provided below, and a full tank inventory is provided in the Appendix A, Tank Inventory.

BASE ASTs (Appendix A) USTs (Appendix A) Fire Suppression Diesel Tanks (Appendix B)

RAF Lakenheath 199 6 0 RAF Feltwell 15 0 0 RAF Mildenhall 103 3 19

TOTAL 317 9 19

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The 100th Civil Engineer Squadron (100 CES) is responsible for the addition, removal, and replacement of any fixed fuel storage tank at RAF Mildenhall and the 48th Civil Engineer Squadron (48 CES) is responsible for the addition, removal, and replacement of any fixed fuel storage tank at RAF Lakenheath and Feltwell.

The Contractor shall be notified by the Contracting Officer Representative (COR) of any tanks designated for addition, removal, or replacement during the period of performance of this PWS, timeframes for addition, removal or replacement, and specifications of any new tank. The Contractor shall be informed formally by the Contracting Officer (CO) of the addition or removal of tanks from this contract and shall further discuss any contractual implications as needed.

1.2 TANK FUELING, SPILL PREVENTION AND RESPONSE

1.2.1 TANK FUEL DELIVERY SCHEDULING

The Contractor shall serve as the designated tank custodian and shall act as the central point of contact for matters pertinent to organizational tank operations to include ensuring organizational tanks comply with security, safety, accountability, and environmental protection requirements in accordance with all applicable technical directives. The Contractor shall undertake the routine gauging and recording of fuel levels for all tanks defined within the contract and develop a detailed weekly delivery schedule that specifies individual tanks in need of refueling and fuel quantities that would be delivered in the coming week to sustain ongoing operations. The appropriate frequency of fuel gauging events will vary depending on the specific details of each tank (e.g. size, sensitivity of use and anticipated usage rate etc.), with the Contractor defining and implementing an appropriate schedule that will maintain base operability. Historic information will be provided to aid this task. The Contractor shall maintain electronic records for review by 100th Logistics Readiness Squadron (100 LRS) and 48th Logistics Readiness Squadron (48 LRS), respectively.

The Contractor shall provide the proposed fuel delivery schedule to the 100 LRS and 48 LRS fuels management offices and update the delivery schedule details as needed to ensure tanks do not run out of fuel. LRS personnel will be responsible for ordering the fuel with the fuel delivery Contractor through a separate existing government contract.

1.2.2 TANK FUEL LEVEL MONITORING AND DELIVERY SUPERVISION

The Contractor shall meet the fuel delivery contractor at a designated meeting place where escorting responsibilities will commence for all heating oil deliveries. The Contractor shall escort in a separate vehicle and will not ride in the delivery tanker. The Contractor will provide fuel escort and supervision for all organizational tank fuel deliveries as specified in Appendix A.

Prior to delivery of fuel at a tank, the Contractor shall confirm the existing quantity of fuel present in the tank and the total capacity of the tank to ensure the quantity delivered will not exceed the primary tank’s safe working capacity. If excess fuel is still held in the tanker following completion of the proposed deliveries, this will be delivered to a suitable location(s) agreed with LRS. The Contractor shall be responsible for providing access to all tanks for deliveries (i.e. unlocking secure access and openings). The Contractor shall supervise all fuel deliveries during offloading, verify the receipt documentation from the

P a g e 7 | 26 delivery contractor, and ensure all tank openings and surrounding fencing or compounds are secured after delivery.

At the conclusion of all deliveries for the day, the Contractor shall escort the delivery truck to the respective LRS Fuels Management office to confirm the delivery locations and quantities with LRS staff and provide receipt documentation prior to escorting the delivery truck off base. LRS personnel shall be responsible for signing and validating documentation with the fuel delivery contractor.

1.2.3 SPILL PREVENTION AND RESPONSE

The Contractor shall be familiar with the Hazardous Material Spill Emergency Prevention and Response Plan of both the 100th Air Refueling Wing and the 48th Fighter Wing. Familiarity with plan requirements and procedures will be included as part of the Wing-provided training detailed in 4.7 of this PWS. The Contractor shall provide initial spill response action to minimize impact of any fuel spill to the environment, where reasonable and safe to do so. Initial actions could include, but are not limited to, the following:

• Communicating with the delivery contractor to stop fuel transfer upon identification of any leak or overfill. Recording all spill or overfill incidents.

• Contacting the 100 CES or the 48 CES Fire Department (100 CES/CEF or 48 CES/CEF) to initiate a response using emergency reporting procedures and follow the instructions of the Incident Commander.

• Contacting the 100 CES or the 48 CES Environmental Office (100 CES/CEIE or 48 CES/CEIE) to report the spill and to oversee the response.

• Deploying spill response equipment, such as drain covers, booms, or absorbents to minimize impact of the spill on the environment.

• Complete a spill response form and email it to the 100 CES or 48 CES Water Program Manager. See Appendix F.

Spill containment and cleanup will become the responsibility of 100 CES/CEF or 48 CES/CEF and associated spill response personnel upon arrival to the scene. 100 CES/CEIE or 48 CES/CEIE will be responsible for and ensure notification to the UK Defence Infrastructure Organisation (DIO).

1.3 TANK INSPECTIONS

The Contractor shall provide photo documentation of tank deficiencies in the applicable reports identified below to aid the COR and maintenance personnel in assessing the work order and repair requirements. The Contractor shall coordinate with the COR to obtain proper approval to take photos on the installation.

1.3.1 MONTHLY TANK INSPECTIONS

The Contractor shall complete a monthly inspection of each tank by completing the UFC 3-460-03 Petroleum Fuel Systems Maintenance Appendix D and enter inspection results into the AF Portal-based Air Program Inventory Management System (APIMS) Storage Tank Accounting and Reporting (STAR) module.

Inspections must be entered into STAR no later than the 14th of the next month. Access and training for STAR will be provided to the Contractor by CES. Periodically, CES and LRS staff will attend these inspections for audit and observation purposes.

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The Contractor must provide a monthly inspection schedule for the year within 30 days of contract award containing date and tank identification number to be inspected.

1.3.2 ANNUAL TANK INSPECTIONS

The Contractor shall complete an annual inspection of each tank specified in Appendix A and Appendix B, completed by a suitably trained inspector meeting the qualifications, requirements and guidelines outlined in PWS paragraph 5.1.5.1. Inspections will follow the UFC 3-460-03 Petroleum Fuel Systems Maintenance Appendix E checklist.

The Contractor is expected to complete preventative maintenance and testing on all tanks identified in Appendix A, to be conducted in conjunction with the annual inspection, documenting all actions taken in the annual inspection report. This can be scheduled with the COR on a rolling basis throughout the year or by area.

• Calibrate and test the operability of level gauges (these can be either analogue or digital)

• Test the operability of leak detection systems, sensors, high-level alarms (a variety of types from different manufacturers are present on site)

• Check operation of all other valves, to the extent possible

• Test operation of electrical system, including isolators, switches, and earthing points

The results of the annual tank inspections will be provided in an annual tank inspection report to the COR and upload and record inspection results in the STAR module of APIMS. The annual tank inspection report shall be provided in draft, and the COR will have 15 working days to provide comments back to the Contractor. The Contractor shall address all comments and provide a final annual tank inspection report 10 working days after receipt of comments. Data from inspections can be provided at monthly or quarterly intervals if preferred in advance of accumulating information into the annual inspection report.

Periodically, CES and LRS staff will attend these inspections for audit and observation purposes.

The Contractor must provide an annual inspection schedule for the year within 30 days of contract award containing the date and tank identification number to be inspected.

1.4 ANNUAL PRECISION LEAK TESTING

The Contractor shall conduct annual storage tank tightness testing on tanks identified in Appendix C, to include single-walled USTs and ASTs with associated single-walled underground piping, and confirmatory and leak location testing. The Contractor shall also verify that the provided data is accurate by completion of a thorough review of existing records, and conducting and completing interviews of appropriate base personnel, for missing or unknown data, and provide any applicable data with the Precision Leak Detection Report. The inspection results will be recorded on a form and will record all information specified in UFC 3-460.30. Precision Pipeline Pressure testing will be recorded on the form in Appendix F. The testing will also be recorded in the STAR module and a copy of the report will be uploaded to the applicable tank in STAR for records keeping purposes.

The work to be performed shall include, but is not limited to:

• Precision hydrostatic tank tightness and leak testing on all listed USTs and ASTs.

• Confirmatory and leak location testing.

• Survey of technical specs of USTs (i.e., volume, height, length, position of piping / fittings, size and

P a g e 9 | 26 position of manholes, height, length, position of piping / fittings, size and position of manholes, data plate", manufacturer, year built and standards).

• Develop a Report of Findings for each installation visited.

The Contractor shall utilize tank tightness testing methods capable of detecting 0.37 liter (0.1 gallon) per hour leak rates from any portion of the tank that routinely contains product, while accounting for the effects of thermal expansion or contraction of the product, vapor pockets, tank deformation, evaporation or condensation, and elevation of the water table. The statistical probability of detection shall be at least 0.95, with a statistical probability of false alarm not more than 0.05. Testing results must not be affected by past leaks or spills. The testing process must be capable of differentiating between current and past leaks.

The Contractor shall document the results of the field investigation and line testing results for each tank identified in Appendix C, clearly outlining whether the tank has passed or failed. The annual line testing results and recommendations will be provided in a report of findings to the COR and uploaded and recorded in the additional information tab of the applicable tank on the STAR module of APIMS. The annual line testing report shall be provided in draft, and the COR will have 15 working days to provide comments back to the Contractor. The Contractor shall address all comments and provide a report 10 working days after receipt of comments.

If during inspection and day-to-day management, additional underground infrastructure requiring leak testing is identified the observation shall be immediately communicated to the CO and COR and documented in the annual inspection report.

1.5 TANK WORK ORDER, REPAIR COORDINATION, AND EXECUTION

The Contractor shall identify necessary tank repairs of tank identified in Appendix A while supervising fuel deliveries and when conducting monthly/annual inspections. Repairs and replacements must comply with applicable regulations such as:

• Oil Firing Technical Association (OFTEC) standards

• UFGS 09 97 13.27 High Performance Coating for Steel Structures

These repairs or replacements include but are not limited to the following:

• Alarms and associated sensors

• Gauges and associated sensors

• Corrosion control

• Signage

• Pipework

The Contractor shall also submit an Excel file listing the tank deficiencies submitted quarterly with the Contractor’s Progress, Status, and Management Report (CPSMR). At any time, the government request additional services, the government will provide an adjusted list of tanks.

Waste transfer documents must be provided to the COR within 1 week of disposal.

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During performance of preventative maintenance during annual inspections, the Contractor shall not continue with any of the additional work discovered without the COR and CO authorization when repair estimation exceeds $2,500. The notification will include a written statement to identify recommended repairs and recommend corrective action along with a quote indicating the date of completion to make the repair to include an itemized breakdown of labor and material costs.

2.0 PERFORMANCE REQUIREMENTS/SERVICES SUMMARY

Performance Objectives/Statements

PWS

Paragraph Reference

Performance Threshold

Method of Surveillance

Remedy

Timely Monitoring of Fuel Levels and Scheduling of Fuel Deliveries The Contractor monitors the fuel levels of tanks and schedules deliveries with LRS to maintain tank operation.

The Contractor escorts and supervises fuel deliveries

1.2 Customer

complaints shall not exceed 3 per year

Periodic review of tank fuel levels and deliveries.

Quarterly performance reviews

In the event of a failure in gauging or scheduling the contractor would be required to remedy scheduling within 48hrs and potentially increase gauging frequency for high usage tanks.

Coordinate and Perform Tank Repairs The Contractor satisfactorily coordinates tank repairs as requested.

1.5 Customer

complaints shall not exceed 1 per quarter

Periodic on-site reviews or repair coordination.

Quarterly performance reviews.

Correct deficiency within at no additional cost within 30 days.

Conduct and Document Tank Inspections The Contractor completes monthly and annual tank inspections. Monthly tank inspections are documented on the STI SP001 Monthly Inspection Checklist and recorded in the AF-approved STAR module in the APIMS database. Annual tank inspections are documented on the STI SP001 checklist, summarized in a report, and

1.3 Customer

complaints shall not exceed 1 per quarter

Monthly review of AF database for monthly tank inspection records.

Review of annual tank inspection report including precision leak testing (where applicable) and STAR database annual tank

Upon request of COR, correct documentation within 24hrs.

P a g e 11 | 26 recorded in the STAR module of the UASF APIMS database.

inspection inputs.

Quarterly performance reviews.

Annual Pressure Testing The Contractor shall conduct annual tightness testing on applicable tanks. Testing is documented on a form with information such as start and end times, pressure recorded at the start and end, etc. as specified by UFC 3-460-30, and included in a final report.

1.5 Customer

complaints shall not exceed 1 per month

Review of annual tank inspection report.

Quarterly performance reviews.

Contractor will correct test and documentation deficiencies within 10 days of Government comments.

3.0 GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1 UTILITIES

The Installations will furnish electricity and water for the performance of services in this contract. RAF Mildenhall, RAF Lakenheath and RAF Feltwell are not responsible for furnishing adaptors for connecting Contractor-furnished equipment to installation-furnished utilities. In buildings the Government is not able to provide electricity the Contractor must use Generator power at no additional cost to the Government.

3.2 DAMAGE TO U.S. GOVERNMENT PROPERTY

The Contractor shall report all damage to property to the COR of the respective installation before 0800 hours the next business day.

3.3 GOVERNMENT FURNISHED TRAINING

Level I Anti-terrorism Training: All employees under this contract must complete Level 1 Anti-terrorism training (see references) and have certificates available upon request from the COR. All new employees hired by the Contractor to perform under this contract after the commencement of the period of performance, must complete Level 1 Anti-terrorism training. The Contractor shall attend and complete on-site training that will be provided by 100th Air Refueling Wing and 48th Fighter Wing personnel respectively.

Training will be accomplished by Contractor personnel performing tank management and inspection duties prior to starting work, and then on a recurring annual basis. The training has a duration of approximately 2 hours and is provided at no cost to the contractor.

3.4 USE OF GOVERNMENT FACILITIES

The Government will provide the Contractor with facilities, equipment, and information, as defined below, necessary to perform the tasks stipulated in this contract.

Facilities include office space in unclassified work areas. Equipment includes computers (unclassified), desks, chairs, access to printers, unclassified network, copy machines, and telephones (secure, DSN, commercial access capabilities). These items are incidental to the place of performance and remain accountable to the Government. In addition, the Government shall require each individual Contractor

P a g e 12 | 26 employee to sign hand receipts for all Information Technology Equipment (ITE) that they exclusively use (i.e., all equipment on their desks). Contractor employees are not required to sign for multiple users ITE such as network equipment, network printers, and servers. Information includes all reference material or documentation required to perform. All facilities, equipment, and information used by the Contractor will remain the property of the Government and the Contractor shall return all facilities, equipment, and information to the COR or other designated representative upon the request of the Government or at the end of the contract period of performance.

Office space will be provided for up to 1 person for routine day to day execution of the contract at each installation.

3.5 KEY CONTROL

The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. Keys issued shall not be duplicated. Access to locked areas will be limited to Contractor’s employees only.

The Contractor shall report the occurrences of a lost key to the CO or COR and installation POC as soon as known and may be required to re-key or replace the affected lock(s) at the Contractor’s expense.

4.0 GENERAL INFORMATION

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

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

- The Control of Pollution (Oil Storage) (England) Regulations 2001

- DAFI 23-201 Fuels Management

- DAFMAN 32-1067Water and Fuel Systems

- Ministry of Defence Practitioner Guide (PG) 06-12

- Ministry of Defence Practitioner Guide (PG) 01-18

- Ministry of Defence Practitioner Guide (PG) 02-18

- Unified Facilities Criteria (UFC) 3-460-03 Petroleum Fuel Systems Maintenance, 24 August 2023

- Traffic Regulations (AFI 31-204 and Supplements) latest edition

- Security Regulations (AFI 207-1 and Supplements) latest edition

- Accident prevention codes of the construction trade

The Contractor shall be responsible for identifying and complying with all applicable requirements as they pertain to the project requirements. Where a conflict with requirements is identified, advice should be sought from the CO in the first instance.

4.1 QUALITY CONTROL

The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with the PWS, applicable regulations and other commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify and prevent defective services from reoccurring. As a minimum, the Contractor shall develop quality control procedures that address the areas

P a g e 13 | 26 identified in Section 2.0, Performance Requirements/Services Summary. The Contractor must designate a quality control inspector for the COR or CO to notify in case of customer complaints. The Contractor shall provide the name, work address, and phone numbers of their quality control inspector and a copy of their quality control program to the COR and CO for approval no later than 14 business days after contract award.

4.2 QUALITY ASSURANCE

The COR and CO will evaluate the Contractor’s performance in accordance with Section 2.0, Performance Requirements/Services Summary. The CO is the final inspection approval authority for all services of this

PWS.

4.3 VARIATION IN SCOPE OF WORK

During the contract term, new tanks may be added, and old tanks taken out of service or replaced. 100 CES and 48 CES is responsible for the addition, removal, or replacement of any tank into the inventory on the STAR module of APIMS. The CO shall notify the Contractor of any tanks designated for installation, removal, or replacement during the performance of this PWS, timeframes for the installation, removal, or replacement, and the specifications of any new tanks as soon as is reasonably practical. Where the total number of tanks varies this will be advised immediately and considered by the Contractor and CO and discussed for any contractual implications, as needed. The Contractor shall inform the CO and COR of any impact to costs or schedules as a result of these additions, removals, or replacement of tanks at the earliest possible opportunity.

4.4 HOURS OF OPERATION

There is expectation that the contractor will be available during standard work hours for this contract which are 0700 – 1600, Monday through Friday, with a one-hour lunch break, for a normal work week of 40 hours. The Contractor may be required to work on weekends and/or Federal holidays and may be required to work over-time (OT) and outside standard working hours due to demand. All OT and occasional changes to standard work hours will be coordinated and approved by the COR and CO ensuring a minimum of 40 hours per week is provided.

On a typical peak-period fuel delivery day, the Contractor will need to be on duty during the hours of 0730 to 1200 to escort fuel deliveries.

The Contractor shall ensure sufficient coverage and uninterrupted operations during any personnel illness, holiday, or leave. The current delivery schedules may also change in future. The Contractor shall be notified of any changes to the fuel supply contract or delivery schedule as soon as is reasonably practical.

The Contractor shall coordinate all work to be accomplished IAW contract with the facility manager when applicable. Tank management services may be required during non-business or off-hours (early AM or late PM), Monday through Saturday, except for US Government holidays, US Government installation down days, and United Kingdom national holidays.

US Federal Holidays are not duty days for US nationals and UK Bank Holidays are not duty days for local national personnel. The following Federal holidays are observed by this installation:

New Year’s Day Jan 01 US UK

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Martin Luther King’s Birthday 3rd Mon in Jan US Presidents Day 3rd Mon in Feb US Good Friday Friday before Easter UK Easter Monday Mon after Easter UK Bank Holiday First Monday in May UK Spring Holiday Last Monday in May UK Memorial Day Last Monday in May US Independence Day July 4 US Late Summer Holiday First Monday in Aug UK Labor Day First Monday in Sep US Columbus Day 2nd Monday in Oct US Veterans Day Nov 11 US Thanksgiving Day 4th Thursday in Nov US Christmas Day Dec 25 US UK Boxing Day Dec 26 UK

Note: When the holiday is on a Saturday, the preceding Friday will be the US Holiday. When the holiday is on a Sunday, the following Monday will be the US Holiday.

The Contractor shall account for these holidays when managing tank fuel levels and developing delivery schedules to ensure any necessary coordination with base staff is accomplished prior to Federal holidays.

4.4.1 MISSION ESSENTIAL

These services are not considered mission essential. The Contractor is not required to perform services under crisis or emergency conditions. Should a crisis be declared, the CO or their representative will verbally advise the Contractor of the revised requirements, followed by written directions.

Work stoppages may occur during the execution of this PWS due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or not allowed. During scheduled and unscheduled exercises or operations, the Contractor should be prepared to move to other work locations or suspend operations at no additional cost to the U.S. Government.

4.5 CONTRACTOR EMPLOYEE BASE PASS, IDENTIFICATIONS, SPECIAL CLEARANCES AND VEHICLE

REGISTRATION

The Contractor shall comply with all requirements and procedures IAW DAFFARS 5352.242-9000, Contractor Access to Air Force Installations.

4.5.1 SECURITY REQUIREMENTS

Contractor employees shall comply at all times with all RAF Mildenhall, RAF Lakenheath and RAF Feltwell security requirements imposed by the respective Installation Commander while on the premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for unescorted access to perform contract services. The Contractor is responsible for accountability of all such media, which shall

P a g e 15 | 26 be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to each installation for the purpose of work under this contract only and are not authorized in other facilities or areas without prior government authorization. The Contractor shall monitor its employees to ensure all information remains current. Additionally, there are tasks within this PWS that require access to restricted areas such as the airfield and flight line to complete project activities. The Contractor shall complete all paperwork and training required and must be able to obtain a Restricted Area Badge and Flight Line Driver’s License. The base shall support the Contractor in obtaining these requirements.

4.5.2 BASE ACCESS

The Contractor must be aware that entry requirements are subject to change due to installation and world situations. All employees may be subject to a background check through the appropriate host nation agency checks to include but not limited to Security Forces Management Information System (SFMIS), MODLO, Federal Bureau of Investigation (FBI), and/or other Ministry of Defence (MOD) agency for base access.

Current security access requires all Contractor vehicles to enter through each installation as indicated below only. Contractor vehicles may be subject to search prior to gaining base entry. The Contractor should plan and allow for delays to accommodate security procedures. Driver and any passengers must present a valid (Base issued) Contractors ID Card.

RAF Lakenheath – Gate 8 RAF Feltwell – Main Gate RAF Mildenhall – Gate 15

The Security Forces Pass & Registration office hours of operation are typically 0700 - 1600 and are located at each installation’s Main Gate. All offices are closed on US Federal Holidays and Wing and Family down days. During normal duty hours all base access and vehicle passes must be obtained at this office prior entering the base. After hours passes may be obtained from the gate personnel.

4.5.3 REQUIREMENTS FOR CONTRACTOR CREDENTIALS

For non-U.S. citizens working at RAF Lakenheath and RAF Mildenhall, the Contractor shall complete and maintain all security Clearances and background checks required by the base and unit security managers to obtain a base entry identification and Common Access Card for Non-Secure Internet Protocol Router (NIPR access). All Contractor personnel must present a current state or government identification card or driver’s license issued by their state of residence or an alien card (green card). The Contractor shall verify that identification credentials presented by all Contractor and subcontractor employees to obtain security badges, passes, cards, or decals used during the duration of this contract are current and correct.

4.5.3.1 DARB FORM 5

Must be filled out completely prior to proceeding to the Pass & Registration office. The Contractor shall complete Blocks 1, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, and 16. The Contractor or authorized representative must also sign Block 7a. Upon completion of the form by the Contractor, the DARB Form 5’s must be signed

P a g e 16 | 26 by the CO before being issued a pass from Security Forces. (NOTE: No individual should sign Block 20 until they receive their ID card from the Security Force individual processing the request.)

4.5.3.2 DD FORM 2583

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

4.5.3.3 INSTALLATION PERIMETER ACCESS CONTROL

For access to multiple installations, the Contractor must follow procedures identified in AFMAN 31-113 USAFE Supplement (section 2.10.4.1.1). This section states the following: “If multiple installations are required for an installation pass, the sponsoring official will route a memorandum request thru each installation to justify access and acquire approval. The sponsoring installation will be responsible for performing all components of the background/Host Agency Check and/or equivalent and providing copies of the results to other installations upon request. Only one host nation check is required. Once the approving installation provides a favorable host-government law enforcement check and the approval of the installation commander, then the requesting installation may issue an installation pass with the requested regions.”

4.5.3.4 EMPLOYEE BACKGROUND CHECKS

All Contractor employees who do not have a current security investigation acceptable to the Security Forces, and who require a Host Agency Check (HAC) for the performance of their duties, shall complete an AF Form 2583, USAFE IMT 19, a Basic Check Verification Record and MODLO Proforma. Once all forms are filled out, they are routed through the Ministry of Defence Liaison’s Office to the Defense Vetting Agency.

4.5.3.5 PRE-APPROVAL COORDINATION

The Civil Engineering Squadron (CES) Security Manager is the source for the necessary forms and will provide instructions for receiving, preparing, and processing these forms. The Contractor shall coordinate with all required facilities to process all necessary paperwork. After forms have been properly completed, the CES Security Manager will make an appointment for Contractor employee(s) to go to the Security Forces for submittal of paperwork and fingerprinting into IACS database. Appointments will be scheduled within two weeks of request.

4.5.3.6 DD FORM 2875

The Contractor shall complete Part I of the DD2875 System Access Authorization Request form to gain access to the Government unclassified computer network and associated systems required to perform all duties of this PWS.

4.5.3.7 COMMON ACCESS CARD/BADGE ISSUANCE

A minimum of 180 days is required to process Contractor employee’s applications through HAC. Additional time will be required if results are unfavorable and may result in denial of entry to any escorted/unescorted restricted/controlled areas and/or the installation. The CES Security Manager will notify the Contractor of any HAC results. After completion of a favorable HAC, each eligible employee shall

P a g e 17 | 26 report to the CES Security Manager for processing of AF Form 2586. The CES Security Manager or designate will schedule appointments for issuance of badges.

4.5.3.8 ACCESS REVOCATION

The Installation Commander reserves the right to deny restricted area entry to any Contractor employee whose HAC is unfavorable, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to a secure area is not in the best interest of national security.

4.5.3.9 COMMON ACCESS CARD/BADGE VALIDITY

Common Access Cards (CACs) and controlled area badges will be valid only for the actual period of employment or the term of the contract, whichever occurs first. Contractor employees must display the controlled area badge on their outer garment above waist level, and must, upon request, surrender the badge to any DoD member for identification verification. Violations or deviations from established security procedures by Contractor employees may result in confiscation of controlled area badges and denial of future entry to restricted areas.

4.5.3.10 RESTRICTED/CONTROLLED AREAS

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

4.5.3.11 ACCESS COORDINATION

The CO or COR shall inform the Contractor of any areas of the base that require the Contractor to be escorted at the start of the contract. The Government representative (facility manager/user/occupant) will be responsible for providing access, escorts, or temporary visitor access badges for Contractor personnel while performing their duties in these designated areas. The Contractor shall be responsible for scheduling access/escorts/badges by contacting the facility manager/user no less than 14 calendar days prior to the date requiring access to the Entry Control Point of the restricted/controlled area.

4.5.3.12 ESCORTS

The Contractor will be responsible for escorting any required subcontractors in the performance of this PWS and will follow all instructions of the base Security Forces personnel.

4.5.3.13 CONTRACT PERSONNEL REQUIREMENTS

The Contractor shall not employ persons for work on this contract who are identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

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4.5.3.14 CONTRACTOR VEHICLES

Contractor vehicles must be properly registered and always be maintained in a safe and operational condition while on the installation.

4.5.3.15 CONTROLLED UNCLASSIFIED INFORMATION (CUI)

The Contractor shall comply with DoDD 5400-7-R, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

4.5.3.16 REPORTING REQUIREMENTS

Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security or well-being of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.5.3.17 PROHIBITED ITEMS

All offensive weapons as dictated in UK Criminal Justice Acts and Prevention of Crime Acts are prohibited on all UK/US RAF Bases. Any weapon made or adapted for use for causing injury to another person or intended by the person having it with him for such use will be apprehended and charged under applicable UK laws.

4.5.3.18 PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.5.3.19 LOCAL AREA NETWORK (LAN)

All Contractor employees requiring access to the Government unclassified computer network shall have a valid National Agency Check (NAC) verified through Joint Personnel Adjudication System (JPAS). No Contractor employee will be provided access to unclassified computer network or its inherent capabilities (i.e., internet access, electronic mail, file and print services, etc.) without a valid NAC. The Contractor shall be aware of and abide by all Government regulations concerning the authorized use of the Government’s computer network including the restriction against using the network to recruit Government personnel or advertise job openings.

4.6 TRAVEL

The Contractor shall be responsible for providing vehicles necessary for all transportation and access to all organizational fuel tanks to meet the requirements of this PWS. This includes transportation between Lakenheath, Feltwell and Mildenhall as needed. The Contractor shall secure the necessary flight line driving license(s) and restricted area badge(s) to access those tanks in these applicable locations in accordance with Section 4.5.

4.7 RESERVED

Left blank intentionally.

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4.8 SAFETY AND ACCIDENT PREVENTION

The Contractor shall be responsible for: protecting the lives and health of employees and other persons on the work site; preventing damage to property, materials, supplies, and equipment; avoiding work interruptions; and complying with any applicable host nation regulations, the Air Force Occupational and Safety, Fire Prevention and Health (AFOSH) Program, all AF accident prevention regulations and AF fire protection standards, the U.S. Army Corps of Engineers (USACE) Safety and Health Requirements Manuals (reference EM 385-1- 1), and installation safety office requirements.

The Contractor shall perform all operations in a prudent, conscientious, safe, and professional manner and conform to the safety requirements contained in the contract. The Contractor shall maintain training records on-site and have a written Health and Safety Plan (HSP) on-site and available for workers and/or regulatory review as requested by appropriate government (U.S. and host nation) Authorities.

The Contractor shall provide the CO copies of any Safety or Health Report(s) regarding a project site that are required during the duration of this contract by appropriate government authorities. The Contractor is to ensure that all Personal Protective Equipment requirements are routinely used at all times when working on site, including staff of the Contractor’s supply chain.

The Contractor shall immediately report to the CO and the COR, using telephone or e-mail notification, any issues or incidents which may indicate potential imminent risk to contracted, federal, or local personnel; the public at large; or the environment. Following the verbal or e-mail notification, a written notice with supporting documentation, to include photographic documentation whenever appropriate, shall be prepared and delivered within 3 working days to the CO. Upon request of the CO, or the COR, the

Contractor shall provide pertinent raw laboratory data pertaining to the incident immediately (not to exceed 2 weeks) via e-mail and then provide final results and laboratory quality data pertaining to the incident via standard mail as soon as possible.

In the event of an accident/mishap resulting in death, injury, or occupational disease, the Contractor shall immediately contact appropriate emergency personnel, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence. The Contractor shall record and report promptly (within 1 hour) by telephone to the CO, COR, installation POC, and installation’s Safety Office all available facts relating to damage to government property or injury to personnel. If the government elects to investigate the accident/mishap, the Contractor shall cooperate fully and assist government personnel in the conduct of an investigation until said investigation is completed. The Contractor agrees that his personnel and equipment are subject to safety inspections by government personnel while on MoD property.

4.8.1 PERMITS AND AUTHORIZATIONS

The Contractor shall, without additional expense to the government, be responsible for obtaining any necessary permits, authorizations, and permit/authorization modifications applicable to the performance and completion of the work. Permits and authorization requests shall be coordinated in advance with the COR or CO. The Contractor shall maintain a library of these documents at the Contractor’s work site office.

The Contractor shall comply with all applicable permit and authorization conditions.

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The Contractor will be required to comply with all MoD requirements regarding high-risk activities, applying for and acquiring a Permit to Work from the appropriate MoD Authorized Person when required.

Skilled person certification is also required for all electrical system isolation requirements, as per JSP 375 Vol 3 Chapter 3. Confined Space (CS) working will be avoided wherever possible. Where CS entry is required, the Contractor shall apply for and acquire a Permit to Work from the Authorized Person (AP CS) prior to entering any confined space.

4.9 ENVIRONMENTAL PROTECTION/HAZMAT REQUIREMENTS

4.9.1 CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS

The Contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation environmental management system (EMS) applicable for the contract. The Contractor shall perform work in a manner that conserves water, energy, and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities. Furthermore, the Contractor shall give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the Contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the Contractor shall ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract.

4.9.2.1 All on-site Contractor personnel shall receive the installation EMS awareness level information.

4.9.2.2 The Contractor shall perform all work in accordance with applicable United Kingdom and US Air Force environmental laws, regulations and operating standards, including but not limited to the Final Governing Standards (FGS) for the United Kingdom.