PWS_Draft.pdf

March 2018

PERFORMANCE WORK STATEMENT

FOR

STORAGE TANK MANAGEMENT AND INSPECTION

at

RAF LAKENHEATH AND FELTWELL

UNITED KINGDOM

DRAFT

INDEX to SECTIONS

PART A – GENERAL REQUIREMENTS

1.0 SCOPE

2.0 APPLICABLE PUBLICATIONS

3.0 ADMINISTRATIVE REQUIREMENTS

4.0 MANAGEMENT, PLANNING, AND REPORTING

PART B – WORKS SERVICES

5.0 DESCRIPTION OF REQUIREMENTS

PART C – PRELIMINARIES

6.0 MANAGEMENT OF THE WORKS

PART A – GENERAL REQUIREMENTS

1.0 SCOPE

1.1 Introduction

This Performance Work Statement (PWS) defines the scope of operations and services necessary to meet RAF Lakenheath and Feltwell 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 and maintenance as outlined in Part B.

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 and Feltwell 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.

1.2 Policy and Requirement Statements

1.2.1 General Policy / Requirements

The policy of the AF is to use innovative and sustainable approaches to environmental management and technology to accomplish its mission. Sustainable projects do not deplete resources, cause environmental degradation, or negatively impact human health. The contractor shall incorporate pollution prevention and sustainability initiatives into this TO. The contractor shall operate in a manner that promotes energy management to include energy efficiency, use of renewable energy, and water conservation. The contractor shall comply with the installation

Environmental Management System (EMS).

Requirements for efficient management include, but are not limited to, the submission of accurate, on-time, quality contract deliverables and timely identification and solution of impediments to successful project execution. Technical requirements include, but are not limited to, early involvement in the process to allow for the development of the most cost-effective and technically sound approach or solution. The 48th Fighter Wing will rely on the contractor’s expertise in recognizing and addressing problematic issues and successful execution of this TO.

The contractor shall perform all work in accordance with any applicable international agreement requirements, U.S. laws and regulations, Executive Orders, Department of Defense (DoD) instructions and AF policies, and installation requirements defined in the Final Governing

Standards-United Kingdom (FGS-UK). In addition, the contractor shall comply with any HN environmental laws and regulations when personally required to do so, or when the AF is required to do so by international agreement, or FGS-UK.

1.2.2 Project-Specific Policy / Requirements

AFI 23-204 Organizational Fuel Tanks and AFI 32-7044 Storage Tank Management, along with

HN and FGS-UK requirements, establish tank management, inspection, and testing requirements for AF installations.

2.0 APPLICABLE PUBLICATIONS

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 issuance of this TO. The contractor shall complete project requirements in accordance with the following identified regulations:

FGS-UK

AFI 23-204 Organizational Fuel Tanks

AFI 32-7044 Storage Tank Management

Ministry of Defence Practitioner Guide (PG) 06-12

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.

3.0 ADMINISTRATIVE REQUIREMENTS

3.1 Coordination with Government Offices

The contractor, in the performance of work, shall be responsible for coordination, as necessary, with 48th Fighter Wing work offices to include, but not be limited to, civil engineering, contracting, logistics, operations, security forces, safety, and public affairs.

The contractor shall not coordinate with HN government work offices without prior direction or authorization from the Contracting Officer (CO).

3.2 Regulatory Interface

The contractor is not an employee of the government and shall not represent the government in an official or unofficial capacity without the express prior written permission from the CO. In the event that any representative from the HN Authority approaches the contractor with a stated intent to inspect the activities of the contractor without the previous direction of the CO, the contractor shall respectfully decline the inspection until the CO is properly notified and a duly appointed Contracting Officer Representative (COR) is present or other direction is issued by the

CO. If this is not possible, due to project constraints, the contractor shall notify the CO, COR, and installation point of contact (POC) at the earliest possible time following the inspection.

3.3 Coordination with Other Contractors

The contractor shall cooperate with other contractors and U.S. government employees. The contractor shall not commit any act that will interfere with the performance of work by any other contractor or U.S. government employee. The CO will resolve work schedule conflicts between this TO and other contracts. The CO will provide written direction to the contractor to reschedule work when required.

3.5 Special Notification

3.5.1 Health Risks

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.

3.5.2 Identification and Change of Critical Contractor Personnel

The contractor shall submit an organizational chart displaying key personnel involved in the effort and their respective labor categories. The contractor shall immediately notify the CO and

COR, in writing or email, of any changes in critical contractor personnel. The contractor shall obtain CO and COR approval of any proposed changes in project personnel along with the steps taken/proposed to ensure there are no impacts to the schedule or costs associated with individual tasks. The contractor shall provide subcontractor qualifications to the CO and COR prior to subcontractor utilization.

3.6 Work Site Requirements

3.6.1 Safety/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 HN regulations, the Air Force

Occupational and Environmental 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 written Health and

Safety Plans (HSPs) on-site and available for workers and/or regulatory review as requested by appropriate government (U.S. and HN) 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 TO by appropriate government authorities.

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.

3.7 Access Passes and Badges

Contractor employees shall comply with the UK/US RAF Base’s security requirements imposed by the Installation Commander for each installation 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 at each installation. 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 each 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.

3.7.1. 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.

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 as a result of increased and ever-changing security procedures. Driver and any passengers must present a valid (Base issued) Contractors ID

Card.

RAF Lakenheath – Gate 8.

RAF Feltwell – Main Gate.

3.7.2. Security Requirements: The Security Forces Pass & Registration office hours of operation are typically 0700 - 1600 and location are at each installation’s Main Gate. All offices are closed on US Federal Holidays, 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.

3.7.3. Requirements for Contractor Credentials: For non-U.S. citizens working at RAF

Lakenheath, 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.

3.7.3.1. 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 by the Contracting Officer 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.)

3.7.3.2. 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 contractor will then sign a Receipt of Acknowledgement after issuance of a pass.

3.7.3.3. 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.

3.7.3.4. 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.

3.7.3.5. 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.

3.7.4. 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.

3.7.5. 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.

3.7.6. 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.

3.7.7. 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

3.7.8. 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.

3.7.9. 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.

3.7.10. 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.

3.7.11 Contractor Vehicles: Contractor vehicles must be maintained in a safe and operational condition at all times while on base.

3.7.12. 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.

3.7.13. 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.

3.7.14. 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 apprehended and charged under applicable UK laws.

3.7.15. 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.

3.7.16 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.

3.8 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.

3.9 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.

3.10 Warranty of Installed Equipment and/or Systems

Materials and equipment installed by the contractor should be fit for purpose and be guaranteed against defect for a minimum period of at least two years.

3.11 Government Furnished Property (GFP)

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 TO period of performance.

Office space will be provided for up to 3 persons and a supervisor for routine day to day execution of the contract.

Siting for any Contractor equipment, such as optional oil/water separation or fuel polishing equipment for on-site liquid disposal, will be coordinated with the 48th Civil Engineer Squadron

(48 CES) for approval prior to implementation.

3.12 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 and Feltwell 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 3.7.

3.13 Duty Hours/Recognized Holidays

The standard work hours for this TO 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 as outlined in Part B.

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.

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:

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

3.14 Continuation of Essential Department of Defense Contractor Services During Crisis

The performance of these services is not expected to be mission essential during time of crisis.

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.

4.0 MANAGEMENT, PLANNING, AND REPORTING

The contractor shall plan project activities, including the development, implementation, and maintenance of project schedules, events, status of resources, report(s) on the activities and

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 progress toward accomplishing project objectives, and document for government review and approval the results of the project efforts for this TO.

4.1 Lines of Communication

During tender stage and following award, the principle point of contact is the CO.

Coordination of fuel requirements and delivery schedules is conducted by the 48th Logistics

Readiness Squadron (48 LRS). Coordination of tank inspection, maintenance, testing and repairs is conducted by the 48th Civil Engineer Squadron.

4.2 Post-Award Meeting

After the issuance of this TO, the contractor shall attend a post-award meeting with the CO, COR, and Base representative(s). The purpose of the meeting shall be to become familiar with the work requirements, information, and site-specific data addressed under this TO. The contractor shall provide applicable presentation materials in support of the post-award meeting to the government. The agenda and initial meeting minutes will be provided by the contractor which will be the format of future meetings.

4.3 Progress Meetings

The contractor shall also participate in quarterly on-site meetings with the customer and government representative(s). The purpose of the meetings include, but are not limited to, contract discussions, progress reviews, project status, and the general exchange of information concerning current and future activities. The contractor shall provide the agenda and presentation materials at least 10 working days prior to the meeting, and complete and provide meeting minutes 5 working days after all meetings.

4.4 Presentation Materials

The contractor shall prepare and present briefing packages at meetings coordinated by the government. The contractor shall prepare copies of presentation materials and keep them in an accessible location to facilitate inspection by the CO and the COR.

4.5 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 personnel. 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.

4.6 Works Ordering Procedure

4.6.1 Routine Works

Routine tank management, inspections, and testing defined in Appendix A will be ordered annually and payment will be made on a monthly/quarterly basis as required, once agreed and authorized by the contract CO or COR.

4.6.2 Performance

Routine work should be completed in a timely manner spread uniformly throughout the year.

Work performance and certification will be conducted by the COR, who will check the work has been carried out to expected standards prior to authorization that the work is complete.

4.6.3 Payment

Payment for routine work should be combined wherever possible with invoices submitted to the

CO/COR for endorsement clearly showing each order number reference, date and a short description of the service provided. Invoices will be submitted electronically through Wide Area

Workflow.

4.7 Variation in Scope of Work

During the contract term, new tanks may be added and old tanks reduced, or replaced with other energy options. 48 CES is responsible for the addition, removal, or replacement of any tank. 48

CES 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 at the earliest possible time. Where the total number of tanks varies this will be advised immediately and considered by the Contractor and CO with any significant adjustments of the rates and sums agreed quarterly on a percentage basis. 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.

4.8 Progress and Reporting

4.8.1 Contractor’s Progress, Status, and Management Report

The contractor shall prepare and submit a quarterly Contractor’s Progress, Status, and

Management Report (CPSMR). The CPSMR shall be used by the government to review and evaluate the overall progress of the project, along with any existing or potential problem areas.

The CPSMR shall include a summary of the events that occurred during the reporting period, discussion of performance, identification of problems, proposed solutions, corrective actions taken, and outstanding issues. The CPSMR shall also include project schedule status in the form of the Project Planning Chart. The report format shall be coordinated with the COR.

4.8.2 Schedule and Planning Requirements

The contractor shall provide schedules for tracking work progress of the three main elements:

Tank Fuel Level Monitoring and Delivery Supervision (section 6.2)

Monthly and Annual Inspections (section 6.3)

Routine Maintenance and Testing (section 6.4)

4.8.3 Technical Reporting

Inspection reports will initially be presented in draft to agree format and presentation so that information can be used in CE management reporting. Data from inspections can be provided at monthly or quarterly intervals if preferred in advance of accumulating information into the annual inspection report.

4.8.4 Photo Documentation

The contractor shall prepare photo documentation, as specified in this TO. Documentation shall include, but not limited to, photos of sites under investigation and field activities. The contractor shall coordinate with the installation POC to obtain proper approval to take photos on the installation.

4.9 Data Management

4.9.1 Contract Data Requirements List (CDRL)

The contractor shall collect, prepare, publish, and distribute deliverable data within the frequency, timeframes, and methods designated on the applicable CDRL, as specified below:

Item Frequency Expected Submittal

Timeframe

Delivery Method

1 Monthly inspections (6.3.2)

IAW AFI 32-7044

Attachment 5

Monthly Within 5 working days after inspection

Upload in STAR

2 Annual Inspections Report

(6.3.3), to include results of maintenance and testing (6.4)

Annual Within 30 days after inspection and testing

E-mail and hardcopy

3 Precision Leak Detection

Report (6.5)

Annual Within 30 days after testing

E-mail and hardcopy

4 Meeting agenda and briefing presentation (4.3)

Quarterly 10 working days prior to meeting

E-mail

5 Meeting minutes (4.3) Quarterly 5 working days after meeting

E-mail

6 CPSMR (4.8.1) Quarterly To be agreed at Post-

Award Meeting

E-mail

7 Tank Deficiency Tracking

Excel File (6.2.3)

Ongoing throughout contract

To be updated 24 hours after tank deficiency submittal, and submitted with quarterly CPSMR

E-mail

4.9 Service Delivery 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.

6.2.1 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.

6.2.3 Customer

complaints shall not exceed

1 per month

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.

6.3.2-6.3.3 Customer complaints shall not exceed

1 per month

Periodic review of AF database for monthly tank inspection records.

Review of annual tank inspection report.

Quarterly performance reviews.

Annual Tank

Maintenance and

Testing

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

6.4 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.

6.5 100% completion

Review of Precision Leak

Testing report.

Record

Requests/Submit

Records w/Invoices

The contractor submits all monthly invoices with the invoice to the CO/CORs for payment approval.

4.6.3 1 per quarter, late by X days.

Periodic review of records.

Quarterly performance reviews

PART B – WORK SERVICES

6.0 DESCRIPTION OF SERVICES

6.1 Scope

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 three tankers running per day, supplying fuel to RAF Lakenheath and RAF Feltwell. In a typical calendar year, a total of around 2 million US gallons of fuel is supplied, spread over approximately 1,000 individual deliveries to OFTs.

6.1.1 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.

Base ASTs USTs

RAF Lakenheath 120 6

RAF Feltwell 11 0

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 for mission or operational reasons.

The Contractor shall be notified by 48 CES 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 COR shall further discuss any contractual implications as needed.

6.2 Tank Custodian Management

6.2.1 Tank Fuel Level Monitoring and Delivery Supervision

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).

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

The Contractor shall rendezvous with 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 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

48 LRS Fuels Management office to confirm the delivery locations and quantities with 48 LRS staff and provide receipt documentation prior to escorting the delivery truck off base. 48 LRS personnel shall be responsible for signing and validating documentation with the fuel delivery contractor.

6.2.2 Spill Prevention and Response

The Contractor shall be familiar with the 48th Fighter Wing Hazardous Material Spill

Emergency Prevention and Response Plan. Familiarity with plan requirements and procedures will be included as part of the 48th Fighter Wing-provided training detailed in 4.5. The

Contractor shall be expected to provide initial spill response actions 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 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. 48 CES/CEIE Environmental will also be notified and provide response support.

6.2.3 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 with the 48 CES Help Desk. 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 CPSMR.

The Contractor shall be the focal point of contact during coordinating 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 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

48th Fighter Wing-provided training detailed in 4.5.

6.3 48 FW Tank Program Inspections

48th Fighter Wing personnel are required to conduct the following inspections, comprising:

48 FW monthly inspection – all tanks once per month

48 CES annual inspection – all tanks once per year

48 LRS biannual inspection – half of all tanks each year

This contract fulfills the monthly and annual inspection obligations (above) whereby the contractor will inspect all tanks annually to recognize industry standards identifying any base specific needs. Periodically 48 CES staff will attend these inspections for audit and QA purposes.

The contractor shall be present during the 48 LRS bi-annual inspection. 48 LRS bi-annual inspection reports will be made available to the contractor.

6.3.1 Tank Inspections

In addition to routine observations during delivery operations, the Contractor shall be responsible for completing monthly and annual inspections of all tanks and documenting inspection results into AF Portal-based system Storage Tank Accounting and Reporting (STAR).

The contractor shall notify the Fuels Service Center and the COR anytime a tank is taken out of service/returned to service.

6.3.2 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 AF Portal-based system Storage Tank

Accounting and Reporting (STAR). Access and training for STAR will be provided by 48 CES.

6.3.3 Annual Tank Inspection

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 annual inspection report should be provided as a single hard copy written report for all tanks with a digital copy provided by e-mail. All results should be tabulated for ease of identification and to facilitate corrective action in a coordinated way.

6.4 Routine Annual Maintenance and 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/required. This can be scheduled on a rolling basis throughout the year or by area.

6.5 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.

The work to be performed under this Task Order (TO) 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 pipings / fittings, size and position of manholes, height, length, position of pipings / 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 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.

PART C – PRELIMINARIES

7.0 MANAGEMENT OF THE WORKS

SUPERVISION:

Accept responsibility and maintain supervision of all staff and sub-contractors in executing the performance of this work using someone who is familiar with all applicable standards, codes and legislation.

STATUS AND EXPERIENCE:

Provide details of staff status and experience including organization structure of the proposed supply chain.

SUB-LETTING:

Submit for approval a list of organizations proposed for any sub-letting of any works.

ADVERTISING:

Do not display advertising boards without the consent of the CO.

WELFARE ACCOMODATION:

Office space will be provided, but other welfare accommodation may still be required.

EXISTING SERVICES:

Do not use or interfere with existing services without prior permission of the COR. Take precautions to avoid any damage and ensure all staff and sub-contractors do likewise. Drawing are held of all existing services, water, fire, electric, fuel and communications etc.

Cable clearance is required prior to any works below ground using the AF103 ‘work clearance request’ process instigated by CES which identifies approximate locations. Accurate location of any services prior to start is the contractor’s responsibility and hand digging may be required.

SAFETY, HEALTH AND WELFARE:

Comply with all UK requirements with regard to health and safety and the environment.

CDM REGULATIONS:

These regulations apply and the contractor is required to take on the role of Principle Contractor and Principle Designer where applicable.

WASTE DISPOSAL

The contractor will document all waste disposal actions and locations for audit as required. The

Contractor shall comply with all relevant UK waste disposal regulations and the base Hazardous

Waste Management Plan.

SAFE SYSTEMS OF WORK:

The contractor will be required to comply with all MoD requirement regarding high risk activities using ‘permit to work’ processes when required. Skilled person certification is also required for all electrical system isolation requirements, as per JSP 375 Vol 3 Chapter 3.

CONFINED SPACES:

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…