Atch_12_-_633_CES_Operation_Instruction_32-103.doc

SOLICITATION NO: FA4800-16-R-0004

ATTACHMENT 12

BY ORDER OF THE COMMANDER

633 CES OPERATING INSTRUCTION 32-103

633rd CIVIL ENGINEER SQUADRON July 2011

Operations Flight

CIVIL ENGINEER WORK CLEARANCE REQUEST

1. PURPOSE: The purpose of this operating instruction (OI) is to establish procedures for timely and thorough preparation of the AF Form 103, Base Civil Engineering Work Clearance Request, more commonly referred to as a digging permit. However, the AF Form 103, can, and should be used for any engineering-type activity requiring coordination and approval from multiple base organizations. Examples include utility disruptions, traffic disruptions, activity impacting normal airfield operations, new utilities, upgrade utilities (after utility disruptions).

2. REFERENCES:

AFI 32-1001, Operations Management

3. RESPONSIBILITIES:

3.1. Requester

3.1.1. Accomplish AF Form 103 for any work (contract or in-house) that may disrupt aircraft or vehicular traffic flow, base utility services (ground penetrations deeper than six (6) inches), protection provided by fire and intrusion alarm system, or routine activities of the installation.

3.1.1.1. Maintain original version of the AF Form 103 for the duration of excavation work at the work site. Ensure all applicable parties have coordinated on the form prior to excavation. For Miss Utility, use the Ticket Information Exchange (TIE) number or actual technician signature as evidence of coordination. See Paragraph 3.1.2. for additional information on Miss Utility.

3.1.1.2. Revalidate/resubmit AF Form 103 if duration of excavation exceeds 30 calendar days.

3.1.2. Contact Miss Utility (1-800-552-7001) at least 48 hours prior to excavation to identify non-Air Force-owned underground utilities cable TV, Verizon, and Dominion Virginia Power).

3.1.2.1. Notices to Miss Utility are good for 15 working days; after that period, the notice must be renewed. Indicate renewals on the AF Form 103 as applicable.

3.1.2.2. Miss Utility is open 24 hours, 7 days a week. Calls after 1700, before 0700, on weekends, and on holidays are accepted for emergencies only. Holidays include: New Year's Day; Martin Luther King, Jr. Day; President's Day; Memorial Day; Independence Day; Labor Day; Veteran's Day; Thanksgiving Day; Day after Thanksgiving; and Christmas Day.

3.1.2.3. After 48 hours, the requester should contact Miss Utility to confirm that clearance/marking operations have been completed. The requester must wait an additional 24 hours if any operators or contract locators have not responded to the TIE system request within the first 48 hours.

3.1.2.4. Prior to commencing any excavation, the requester must inspect the site for clear evidence of unmarked facilities. If evidence of such facilities is present, the excavator must notify the notification center and wait an additional 3 hours for the facilities to be marked.

3.1.2.5. Although the requester may choose to wait 72 hours and, if there is no clear evidence of unmarked facilities, begin work, it is recommended that requesters contact the TIE system and confirm the status of underground facilities before they commence work.

3.1.3. After the markings have been made, requesters are required to maintain a minimum clearance of two feet between a marked, underground utility line and the cutting edge of any power-operated excavating equipment. If excavation is required within two feet of any marking, it shall be performed very carefully with hand tools in accordance with Virginia Code Section 56-265.24.

3.1.4. If, during the course of excavation, a utility line has been exposed, before backfilling, the requester must inspect these facilities to ascertain if the facilities have been damaged. If damage of any kind is discovered or suspected, it is the requester’s responsibility to immediately notify the utility owner directly (see Paragraph 4.6. for Air Force-owned lines). The requester must NOT attempt to repair damaged facilities.

3.1.5. Maintain any paint marks or stakes indicating underground utilities/lines as required during the duration of work or 30 calendar days from date of approved AF Form 103 (whichever is earlier). Date of approval is defined as the date the approving official signs the AF 103. Note that Miss Utility clearance expires after 15 working days.

3.1.6. Provide as-builts of any newly installed utilities to 1 CES/CEOE. Include type, size, and depth of lines.

3.1.7. No storage, trenching, digging or disturbance of any kind within the dripline of any existing trees.

3.1.8. Take proper measures to ensure construction debris does not enter nearby storm drains and ditches.

3.2. 1st Civil Engineer Squadron (1 CES)

3.2.1. Operations Flight (CEO):

3.2.1.1. Responsible for overall management of the work clearance program with assistance and cooperation from other 1 CES flights, 1 FW organizations, and NASA Langley Research Center (NASA-LaRC) as appropriate.

3.2.1.2. Responsible for marking Air Force-owned underground utility (electrical, water, sanitary sewage, storm water, POL, and steam) and irrigation distribution lines in accordance with Paragraph 4.4. of this instruction.

3.2.1.3. Responsible for in-house work force and service contractor compliance with these procedures. Include these procedures as part of statements of work, provide copies as required during pre-performance conferences, and enforce process during quality assurance evaluations.

3.2.1.4. Responsible for managing a database for tracking damage to utility lines and disruptions due to mismarked underground utilities, non-compliance with the digging permit process, and/or technician error.

3.2.2. Engineering Flight (CEC):

3.2.2.1. Ensure construction contractor compliance with these procedures. Include these procedures as part of contract technical specifications, Simplified Acquisition of Base Engineer Resources (SABER) statements of work, provide copies as required during pre-construction conferences, and enforce process during contract inspections.

3.2.2.2. Obtain contractor as-builts upon completion of a contract project for archive purposes. Update and provide as-built drawings for 1 CES/CEO technicians, including utility tabs of the Installation General Plan (formerly called the Base Comprehensive Plan), in support of this instruction.

3.2.3. Housing Flight (CEH):

3.2.3.1. Ensure housing resident compliance with this instruction.

3.2.3.2. Collect resident digging permit requests, and submit to 1 CES/CEOEX (CE Customer Service) for coordination. 1 CES/CEOEX will maintain original copies until the requests have been coordinated.

3.2.4. Environmental Flight (CEV): Ensure requester compliance with Federal, state, and local Installation Restoration Program (IRP), underground storage tank (UST), and natural resource laws, regulations, policies, and guidelines.

3.3. 1st Security Forces Squadron (1 SFS): Review AF Form 103, and provide guidance, as required, to enhance traffic safety and resource protection. Responsibility for compliance with Federal, State, local, and Air Force traffic safety and resource protection policies, regulations, and procedures falls upon the requester.

3.4. 1st Fighter Wing Safety (1 FW/SE): Review AF Form 103, and provide guidance, as required, to enhance overall safe construction practices. Responsibility for compliance with Federal, State, local, and Air Force safety policies, regulations, and procedures falls upon the requester.

3.5. 1st Communications Squadron (1 CS): Responsible for marking Air Force-owned underground communications distribution lines in accordance with Paragraph 4.4.

3.6. 1st Operations Support Squadron (1 OSS): Review AF Form 103, and provide guidance, as required, to maximize flying safety and minimize disruptions to airfield operations.

4. PROCEDURES:

4.1. Requester:

4.1.1. Routine Requests: Submit the completed AF Form 103 via e-mail to Customer Service 1CES.CEOEX@langley.af.mil or in hardcopy to 1 CES/CEOEX. Blocks 1 through 7 must be completed, and attach any drawings, sketches, and/or site plans to fully explain and delineate the work area. Requests submitted prior to Friday, 1200L, will meet the Work Clearance Request Board (WCRB) on the following Monday. If sufficient information is provided, the work clearance request should be approved within 5 duty days of meeting the WCRB. Requesters are urged to attend the WCRB to clarify their request and answer any questions from offices of coordinating responsibility (OCRs).

4.1.2. Emergency Requests: Occasionally, mission requirements dictate coordination and approval of the AF Form 103 in shorter timeframes. In these cases, submit the request to 1 CES/CEOEX for emergency processing. The requester is responsible for handcarrying the request to each OCR listed on the form. “Emergency”, as it pertains to this instruction, is defined as a situation which directly impairs the 1 FW mission, and/or presents a significant and immediate threat to life, property, and/or the environment.

4.2. Work Clearance Request Board (WCRB)

4.2.1. The WCRB, much like the Work Request Review Board (WRRB), is the vehicle for reviewing, coordinating, scheduling marking services, and approving/ disapproving the AF Form 103. See Figure 1 for a visual depiction of the process. Specifically:

a. AF Form 103s submitted to 1 CES/CEOEX during the previous week are reviewed at the WCRB on Mondays, 0900, in the CE Conference Room (Bldg 328, 37 Sweeney Blvd). Requesters may also submit digging permits at the meeting, how-ever, these permits may not be processed and scheduled at the meeting. The Chief, Operations Flight (1 CES/CEO), Deputy Chief, Operations Flight (1 CES/CEO-2, or Chief, Maintenance Engineering (1 CES/CEOE) will serve as the WCRB chairperson.

No

Yes

Figure 1: AF Form 103 Coordination Process

b. Board members include technicians/locators from the following shops:

· CEOIE (Electrical)

· CEOIUA (Water/Sanitary Sewage)

· CEOL2 (HVAC/Steam)

· CEOIL (Liquid Fuels)

· CEOHH (Pavements/Grounds/Storm Sewer)

· CEV (Environmental)

· 1 CS (Communications)

· CEOEC (Grounds Contract)

Additional board members include representatives from CEC (Contracts); CEF (Fire Protection); 1 SFS (Force Protection/Traffic Safety); NASA-Langley Research Center; and requesters. Requesters are urged attend the WCRB to simplify scheduling of the site visit to mark underground utilities, since they maintain the original AF Form 103.

c. 1 CES/CEOEX shall create a direct-scheduled work request to track man-hours and materials expended to process the digging permit. A copy of the work request, along with any sketches, drawings, and site plans, will be provided to the appropriate OCRs for coordination during the WCRB.

d. Scheduling for in-house (1 CES/CEO) utility marking services will be accomplished during the WCRB using the sample form at Attachment 1 to this instruction (or suitable substitute). If possible, OCRs should attempt to meet at the same day/time for each digging permit to simplify the coordination process. Requesters should also be present to have locators coordinate on the original AF Form 103.

e The original AF Form 103 will be maintained by the requester until all required coordination has been completed. If no action is required, OCRs may coordinate on the original AF Form 103 during the WCRB. For all other requests (i.e., those requiring marking/action), OCRs must provide remarks/coordination NLT the following WCRB.

f. After all OCRs have coordinated on the AF Form 103, the requester shall return it for approval to CEOEX prior to or during the WCRB. The Chief of Ops Flight, Deputy of Ops Flight, or Chief, Engineering Flight (1 CES/CEC) will approve the request. This may occur at the following week’s WCRB, or any time prior, as long as all required coordination has been completed. The Chief, Housing Flight, or Chief, Housing Facilities, may approve AF Form 103s for work accomplished in Military Family Housing after proper coordination has been received.”

4.3. AF Form 103s Exceeding 30 Days. The AF Form 103 is good for 30 calendar days from the date of approval. The form must be reviewed/re-approved for any work continuing after the 30-day approval period. Procedures for re-approval are identical for initial submittals.

4.3.1 Exceptions to the 30 day-rule may be granted by the Chief or Deputy Chief, Operations Flight, only for contract projects with a performance period exceeding 30 days. Contractors must submit a written request for exception with the initial AF Form 103, and agree to the following:

a. After utilities have been initially identified, the contractor shall bear all responsibility for upkeeping marks throughout the term of the contract performance period.

b. Should the contractor damage utilities after the initial 30 day period has expired on the AF Form 103, the contractor shall be responsible for all costs associated with damage and expedient repair to the utility at no additional cost to the government. All associated costs borne by the government due to the utility disruption shall also be reimbursed by the contractor.

c. The contractor shall be responsible for coordinating similar exception with Miss Utilities.”

4.3.2. Changes to 1 CESOI 32-103 shall be incorporated and are effective upon receipt. Please direct any questions to Capt Thomas DeFazio, Chief, Maintenance Engineering, at 4-3270.

4.4. Marking. The color codes described by the Underground Utility Damage Prevention Act, Chapter 10.3 of the Virginia State Highway and Transportation Department will be used when marking underground utilities.

Table 1: Underground Utility Marking Color Codes

4.5. Maintenance of Marks. The requester is responsible for maintaining marks/stakes indicating underground utilities throughout the AF Form 103 approval period. Technicians normally use biodegradable paint in accordance with Table 1; hence, requesters should begin maintaining marks soon after Work Clearance Request approval.

4.6. Accidental Damage to Underground Utilities. Immediately contact 1 CES/CEOEX (CE Customer Service) or 1 CES/CEF (Fire Protection) upon damaging an underground utility. Danger to workmen and surrounding facilities/individuals may be extremely severe. 1 CES, 1 CS, NASA-LaRC, or the commercial utility provider (Dominion Virginia Power, Virginia Natural Gas, Cox Cablevision, or Verizon) will be immediately notified to remedy the emergency situation and ascertain the cause of the mishap. The responsible agent will update as-built drawings, as required.

4.6.1. For utilities owned and maintained by 1 CES, an AF Form 1687 will be initiated by the responsible organization:

Forms are maintained by Maintenance Engineering (1 CES/CEOEE). Provide information as required within 2 days of incident. See Attachment 3 for example form.

4.6.2. Additionally, submit an AF Form 1687 for utility disruptions resulting from infrastructure failure. Provide information as required within 2 days of incident.

ATTACHMENT 1: SAMPLE SCHEDULING FORM

ATTACHMENT 2:

AF FORM 103, WORK CLEARANCE REQUEST (SAMPLE)

ATTACHMENT 3:

AF FORM 1687, FAILURE DATA RECORD (SAMPLE)

Emergency?

Yes

Customer Service

Provide Work Request #

Brings to WCRB

No

Customer Service works with the customer to clarify requirements and periodically updates customer on status.

Return to Requester with

Explanation for Disapproval

Customer Submits

AF Form 103

Process Request

Mark Utilities (CE, CS, Miss

Utilities)

Coord w/CEV

Coord w/1 FW/SE

Coord w/1 SFS

Bring coordinated AF Form 103 to WCRB or CEOEX for approval

Coord w/CEOEC

WCRB

Review AF Form 103

Coordinate among OCRs

Schedule for accomplishment

Routine: 5 duty days

Emergency: Immediately

Approved?

CEO or CEC Signs

AF Form 103

CEOEX Sends Original to

Requester and Retains Copy