Attachment_1_-_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT

FOR STORAGE TANK MANAGEMENT

AND INSPECTION AT RAF

LAKENHEATH, FELTWELL AND

MILDENHALL

28 JUNE 2018

RAF LAKENHEATH FELTWELL, AND MILDENHALL UNITED KINGDOM

Table of Contents

Section Number and Title Page Number

1.0 Description of Services 3

2.0 Performance Requirements/Service Summary 8

3.0 Government Furnished Property and Services 9

4.0 General Information 10

5.0 Specific Tasks 19

6.0 Appendices 23

Appendix A, Estimated Workload Data 24

Appendix B, Tank Inventory 25

PERFORMANCE WORK STATEMENT FOR STORAGE TANK MANAGEMENT

AND INSPECTIONS AT ROYAL AIR FORCE (RAF) LAKENHEATH AND

FELTWELL

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, and testing requirements.

Specifically, this PWS encompasses the full range of methods, technologies, and supporting activities necessary to maintain compliance with requirements of United States Air Force

Instruction (AFI) 23-204 Organizational Fuel Tanks and AFI 32-7044 Storage Tank Management 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 standby power generators. The objective of this

PWS is to provide the necessary oversight, inspection, and testing of fuel storage tanks to maintain their operational function and ensure compliance with applicable environmental regulations.

The scope of this PWS applies to support Organizational Fuel Tanks (OFTs) physically connected to facility boiler houses/plant rooms and back-up generators.

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 3 million US gallons of fuel is supplied, spread over approximately 1,500 individual deliveries to OFTs.

1.1. INVENTORY OF TANKS. Tanks applicable to this PWS include Aboveground Storage Tanks

(ASTs) and Underground Storage Tanks (USTs) of various designs.

A tank summary is provided below and a full tank inventory is provided in the Appendix B, Tank

Inventory.

Base ASTs USTs

RAF Lakenheath 120 6

RAF Feltwell 11 0

RAF Mildenhall 110 0

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

Lakenheath and Feltwell for mission or operational reasons. The 100th Civil Engineer Squadron (100

CES) manages these responsibilities at RAF Mildenhall. The Contractor shall be notified by the

Contracting Officer (CO) 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 CO of the addition or removal of tanks from this contract as soon as is reasonably practical. The Contractor, CO, and

Contracting Officer’s Representative (COR) shall further discuss any contractual implications as needed.

1.2 TANK CUSTODIAN MANAGEMENT

1.2.1 TANK FUEL DELIVERY SCHEDULING. The Contractor 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 monitor and record fuel levels using AF

IMT 500, Daily and Weekly Fuel Report for all tanks in order to develop a weekly detailed delivery schedule, indicating the tanks to be delivered to and the quantities of fuel needed at each tank, to maintain operability of all tanks. Historic information will be provided to aid this task. The Contractor shall maintain copies of the AF IMT 500 on file for review by 48th Logistics Readiness Squadron (48

LRS) and 100th Logistics Readiness Squadron (100 LRS) respectively.

The Contractor shall provide the proposed fuel delivery schedule to the 48 LRS and 100 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.

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 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 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 48th Fighter Wing and the 100th Air Refueling Wing. Familiarity with plan requirements and procedures will be included as part of the Wing-provided training detailed in 4.7. 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 personnel to stop fuel transfer upon identification of any leak or overfill. Recording all spill or overfill incidents.

Initiation of 48 and 100 CES Fire Department response using emergency reporting procedures.

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

Upon discovery of a spill, the Contractor shall notify the base fire department providing details of the incident and follow the instructions of the Incident Commander, regarding site safety. Spill containment and cleanup will become the responsibility of the 48 CES Fire Department and associated spill response personnel upon arrival to the scene. The servicing installation Environmental Office (48

CES/CEIE or 100 CES/CEIE) shall also be notified and will provide response support. The servicing installation Environmental Office will be responsible for and ensure notification to the UK Defence

Infrastructure Organisation environmental advisor.

1.2.4 TANK WORK ORDER AND REPAIR COORDINATION. The Contractor shall identify necessary tank repairs during the course of supervising fuel deliveries and conducting monthly inspections. For example, a fuel delivery may fail due to a malfunctioning overfill prevention device and a work order must be submitted to repair the overfill prevention device. The Contractor shall submit tank deficiencies that may require a work order identified during the course of contract duties to the COR. The COR shall be responsible for submitting any necessary work orders to the 48 CES or

100 CES Help Desk respectively. The Contractor shall inform the COR of any tank deficiency within

24 hours after the deficiency is identified. The Contractor’s submittal of tank deficiencies that may require a work order shall be in Excel format e-mailed to the COR and include the date the deficiency was identified, the tank number, and a brief description of the deficiency. The Contractor shall submit the Excel file listing the tank deficiencies submitted quarterly with the Contractor’s Progress, Status, and Management Report (CPSMR).

Where reasonably practical to do so, the Contractor shall provide photo documentation of tank deficiencies to aid the COR and maintenance personnel in assessing the work order and repair requirements. The contractor shall coordinate with the installation POC to obtain proper approval to take photos on the installation.

The Contractor shall be the focal point of contact during coordination and execution of the tank repairs by the base’s facility maintenance contractor or CES personnel. The Contractor shall provide any access needed to survey or repair the tank, and shall be available to provide explanation of the deficiency as needed by the COR. The COR will have ultimate decision authority for executing any tank repairs or cancelling any work orders.

Familiarity with tank deficiency submittal and tracking procedures will be included as part of the provided training detailed in 4.7.

1.3. TANK INSPECTIONS

1.3.1. BIANNUAL TANK INSPECTIONS. 48 and 100 LRS personnel will complete biannual inspections of tanks (i.e. half of all tanks each year). The contractor shall be present during all LRS bi-annual inspections. LRS bi-annual inspection reports will be made available to the contractor.

1.3.2. MONTHLY TANK INSPECTIONS. The Contractor shall complete a monthly inspection of each tank by completing the AFI 32-7044 Attachment 5 checklist and enter inspection results into the

AF Portal-based Storage Tank Accounting and Reporting (STAR) system. Access and training for

STAR will be provided to the Contractor by CES.

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

1.3.3. ANNUAL TANK INSPECTIONS. The Contractor shall complete an annual inspection of each tank completed by a suitably trained inspector meeting the qualifications, requirements and guidelines outlined in Ministry of Defense Practitioner’s Guide (MoD PG 06/12).

The results of the annual tank inspections will be provided in an annual tank inspection report and recorded in STAR. 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.

The final annual inspection report shall be provided as a single hard copy written report for all tanks with a digital copy provided by e-mail. All results shall be tabulated for ease of identification and to facilitate corrective actions.

1.4. ANNUAL TANK TESTING. The Contractor shall complete the following tasks annually for all applicable tanks.

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; and

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

This preventative maintenance and testing will be conducted in conjunction with the annual inspection, documenting all actions taken in the annual inspection report. This can be scheduled on a rolling basis throughout the year or by area.

1.5. PRECISION LEAK TESTING. The contractor shall conduct storage tank tightness testing, to include, single-walled Underground Storage Tanks (USTs) and Aboveground Storage Tanks (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 work to be performed shall include, but is not limited to:

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

Confirmatory and leak location testing;

Survey of technical specs of USTs (i.e., volume, height, length, position of piping / fittings, size and 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. As data is generated from the testing program, the results of whether the tank passed or failed the testing shall be forwarded to the COR for evaluation. The contractor shall document the results of the field investigation and tank tightness testing for each installation and provide recommendations in a Report of Findings to include results of the field investigations, tank tightness testing, and confirmatory leak locations.

The following tanks will require precision leak testing:

RAF Lakenheath: 52-1 (underground pipework), 1011 (underground pipework), 1027

(underground pipework), 1220-1 (underground pipework), 1226 (underground pipework), 1473 (underground pipework), 804-1 (underground tank and pipework), 804-2(underground tank and pipework), 946(underground tank and pipework), 1082(underground tank and pipework), 1108 (underground tank and pipework), 1419 (underground tank and pipework).

RAF Feltwell: 176 (underground pipework)

RAF Mildenhall: MI-0104-1-AST (underground pipework), MI-0105-1-AST (underground pipework), MI-0160-1-AST (underground pipework), MI-0163-1-AST (underground pipework), MI-0288-1-AST (underground pipework, MI-0491-1-AST (underground pipework), MI-0491-2-AST (underground pipework), MI-0528-1-AST (underground pipework), MI-0530-1-AST (underground pipework), MI-0570-1-AST (underground pipework), MI-0611-1-AST (underground pipework), MI-0617-1-AST (underground pipework), MI-0617-2-AST (underground pipework), MI-0622-1-AST (underground pipework), MI-0631-1-AST (underground pipework), MI-0657-1-AST (underground pipework), MI-0702-1-AST (underground pipework), MI-0715-5-AST (underground pipework), MI-0724-1-AST (underground pipework), MI-0724-2-AST (underground pipework), MI-0754-1-AST (underground pipework), MI-0755-1-AST (underground pipework), MI-0763-1-AST (underground pipework), MI-0788-1-AST (underground pipework), MI-0796-1-AST (underground pipework), MI-0798-1-AST (underground pipework), MI-0809-1-AST (underground pipework), MI-0812-1-AST (underground pipework), MI-1635-1-AST (underground pipework), 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.

2.0. PERFORMANCE REQUIREMENTS/SERVICES SUMMARY

Performance

Objectives/Statements

PWS Paragraph

Reference

Performance

Threshold Method of Surveillance

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.

1.2.1-1.2.2 Customer complaints shall not exceed 1 per year

Periodic review of tank fuel levels and deliveries.

Quarterly performance reviews

Coordinate Tank Work

Orders and Repairs

The contractor satisfactorily coordinates tank repairs as requested.

1.2.4 Customer

complaints shall not exceed 1 per quarter

Periodic on-site reviews or repair coordination.

Quarterly performance reviews.

Conduct and Document

Tank Inspections

The contractor completes monthly and annual tank inspections. Monthly tank inspections are documented in the AF-approved database. Annual tank inspections are documented with a report.

1.3.2-1.3.3 Customer complaints shall not exceed 1 per quarter

Monthly review of AF database for monthly tank inspection records.

Review of annual tank inspection report.

Quarterly performance reviews.

Annual Tank Testing

The contractor completes annual tank maintenance and testing. Activities are documented in the tank’s annual inspection report.

1.4 Customer

complaints shall not exceed 1 per month

Review of annual tank inspection report.

Quarterly performance reviews.

Precision Leak Testing

The contractor shall conduct annual precision leak testing on applicable tanks. Testing is documented in a report.

1.5 100% completion

Review of Precision Leak

Testing report.

Submit Reports

The contractor submits the quarterly progress report to the CO/CORs in a timely manner.

5.1.5.5 1 per quarter, late by 5 working days.

Periodic review of records.

Quarterly performance reviews

3.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

3.1. UTILITIES.

The UK/US RAF Base will furnish electricity and water for the performance of services in this contract. The UK/US RAF Base is not responsible for furnishing adaptors for connecting contractor-furnished equipment to UK/US RAF Base -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 UK/US RAF Base property to the COR before 0800 hours the next business day. The contractor shall be responsible for reimbursing the UK/US RAF Base no later than 30 calendar days after receipt of claim for all costs associated with damages to UK/US RAF Base property in the performance of services in this contract.

3.3. GOVERNMENT FURNISHED TRAINING: Level I Anti-terrorism Training: All employees under this contract must complete Level 1 Anti-terrorism training located at http://jko.jten.mil/courses/atl1/launch.html 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.

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 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 3 persons for routine day to day execution of the contract at

RAF Lakenheath. Office space for up to 2 persons will be provided at RAF Mildenhall.

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 develop procedures covering key control that will be included in the Project Work Plan.

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.

http://jko.jten.mil/courses/atl1/launch.html

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

AFI 23-204 Organizational Fuel Tanks

AFI 32-7044 Storage Tank Management

Ministry of Defence Practitioner Guide (PG) 06-12

Ministry of Defence Practitioner Guide (PG) 01-18

Ministry of Defence Practitioner Guide (PG) 02-18

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 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. 48 and 100 CES are responsible for the addition, removal, or replacement of any tank. 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. The standard work hours for this contract 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).

All OT will be coordinated and approved by the COR and CO.

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. On some days there are three fuel delivery trucks on site simultaneously and, therefore, up to three personnel per day may be required to escort and supervise 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 building custodian.

Cleaning services may be required during non-business or off-hours (early AM or late PM), Monday through Saturday, with the exception of US Government holidays, US Government installation down days, and United Kingdom national holidays. The time for cleaning services to be performed shall be coordinated before any work is scheduled.

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

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 Jul 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 No 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 in order 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 his/her 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 AFFARS 5352.242-9000, Contractor Access to Air Force

Installations.

4.5.1. SECURITY REQUIREMENTS.

4.5.2. Contractor employees shall comply with all RAF Lakenheath and RAF Mildenhall security requirements imposed by the respective Installation Commander at all times while on the premises.

The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services. The Contractor is responsible for accountability of all such media, which shall 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 in order to complete project activities. The contractor shall complete all paperwork and training required to obtain a

Restricted Area Badge and Flight Line Driver’s License. The base shall support the contractor in obtaining these requirements.

4.5.3. 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 SFMIS, MODLO, FBI, and/or other MOD agency for base access.

4.5.4. 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.

4.5.5. SECURITY REQUIREMENTS: 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.

4.5.6. 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 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.

4.5.6.1. 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 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.)

4.5.6.2. 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.

4.5.6.3. 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.”

4.5.6.4. 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 Defense Liaison’s Office to the Defense Vetting Agency.

4.5.6.5. 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.

4.5.6.6. 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.

4.5.6.7. 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 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.

4.5.6.8. 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.

4.5.6.9. COMMON ACCESS CARD/BADGE VALIDITY: Common Access Cards 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.

4.5.6.10. RESTRICTED/CONTROLLED AREAS: Contractor performance within any and 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

4.5.6.11. 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.

4.5.6.12. 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.

4.5.6.13. 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.

4.5.6.14. CONTRACTOR VEHICLES: Contractor vehicles must be properly registered and maintained in a safe and operational condition at all times while on the installation.

4.5.6.15. FOR OFFICIAL USE ONLY (FOUO). The contractor shall comply with DoD 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 FOUO material.

4.5.6.16. 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.

4.5.6.17. 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.

4.5.6.18. 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.

4.5.6.19. 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. TRAINING. The contractor is responsible for all personnel training requirements to perform their jobs in accordance with all applicable compliance requirements including certification requirements. The contractor shall attend and complete on-site training that will be provided by 48th

Fighter Wing and 100 Air Refueling 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.

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 conduct an investigation of 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.

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. The contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract.

4.9.3 HAZMAT REQUIREMENTS

4.9.3.1. Environmental, Health, And Safety. The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all applicable

Occupational Safety and Health Acts (OSHA) and host nation laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

4.9.3.2. Pollution Prevention. Pollution Prevention and Source Reduction are defined in the Pollution

Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

4.9.3.3. The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

4.9.3.4. Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to Bioenvironmental Engineering (BE) at

01638528047 or 48amds.sgpb@us.af.mil at least 10 business days prior to the date required to bring them on base.

4.9.3.5. Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS: Contact

BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 business days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

4.9.3.6. Ionizing sources: Contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference:

AFI 48 -148, Ionizing Radiation Protection.

mailto:48amds.sgpb@us.af.mil

4.9.3.7. Hazardous Materials/Chemical Management: Hazardous Materials/Chemical Management:

All hazardous material use requires prior authorization before bringing the hazardous material on base.

Hazardous material includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

4.9.3.8. The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto any UK/US…