HAZMART PERFORMANCE WORK STATEMENT.rtf

HSCG38-09-R-800001

HAZMART PERFORMANCE WORK STATEMENT

1.0 SCOPE AND BACKGROUND

The United States Coast Guard (USCG) requires the management and operation of a center for hazardous materials management at Aviation Logistics Center (ALC) known as the HAZMART. Management of data from the HAZMART is provided at this time through the use of Hazardous Material Management System (HMMS) software. Hazmart shall be operated in full compliance with federal, state and local environmental laws and regulations including but not limited to Executive Orders, Environmental Protection Agency (EPA) regulations, applicable USCG regulations and Operational Safety & Health Agency (OSHA) regulations.

The HAZMART concept is a single control point and provides accountability for the requisitioning, receipt, storage, issue, reissue and usage (tracking) of all hazardous materials entering the Elizabeth City Coast Guard Support Center complex. The HAZMART also serves as the initial turn-in location for certain hazardous wastes generated on the Elizabeth City Coast Guard Support Center Complex, except those turned in directly to Environmental Protection Branch (EPB) of the Environmental Compliance Division.

The Elizabeth City Coast Guard Complex operates under major environmental permits including a Synthetic Minor Air Permit and a Resource Conservation and Recovery Act (RCRA) Part B Hazardous Waste Management Permit. Environmental reporting mandated under these permits is extensive and is a compliance requirement under all environmental permits. EPB retains responsibility for such reports based on data generated by HMMS.

1.1 APPLICABLE DOCUMENTS

The Contractor shall provide quality and timely HAZMART management and services in accordance with the following laws, regulations and orders:

Department of Homeland Security Management Directives

U.S. Coast Guard Commandant Instructions

Elizabeth City Support Center Instructions

Aviation Logistics Center (ALC) Notes and Instructions

Reference Title

Other Applicable Manuals and Documents

Reference Title

Attachments

U.S. Coast Guard reserves the right to waive any specification or add newly emerging references.

Note: Manuals and instructions are frequently updated. New versions as applicable will be available via Government provided websites.

1.2 GENERAL REQUIREMENTS

Contractor shall staff Hazmart and CICs as required to meet the performance measurements listed in Section 2 of this document in order to be considered successful. The Contractor shall provide staffing to a level to allow for meals, breaks, illnesses, vacations, and personal days of employees without a loss of service to USCG activities. The Contractor shall staff Hazmart sufficiently to ensure the safety of Contractor employees during periods of limited operation such as nights or weekends.

The Contractor shall maintain data accountability and provide primary HAZMART support for ALC, EC Support Center, Aviation Technical Training Center (ATTC), and the EC Small Boat Station. Additional support may be added by mutually agreeable modification at a later date. HAZMART shall provide issuance of hazardous chemicals for offsite locations, such as (but not limited to) the Heavy Maintenance Facility (HMF). Issues made to offsite locations are one-way with no chemical waste or containers accepted for return. Contractor shall also maintain data accountability and support over all Chemical Issue Centers (CIC) and Point of Use (POU) lockers or carts. Data accountability shall be accomplished utilizing HMMS or, should use of new database software be mandated by the USCG, the Government will bear the initial cost of training contractor personnel on staff in the implementation of the new software package.

HAZMART pharmacy, HMMS Administration and Supply operations shall be located in Building 96, ALC, Elizabeth City, NC. At a minimum, one of the personnel identified as “Key” will be available to field questions and respond to non-routine events during the normal operating hours of these facilities.

Specific results expected from the HAZMART pharmacy, HMMS Administration, Supply operations, CIC’s and POU Carts/Lockers include:

1.3 PHARMACY REQUIREMENTS

- Store hazardous material in a manner that achieves full compliance of Federal, State of North Carolina, and Local regulations.

- Ensure that all material is labeled IAW Title 29 CFR Part 1910.1200 Title 40 CFR 243 and per reference (z).

- Prevent unauthorized access or pilfering of hazardous material by maintaining positive control of ALL chemical (including waste) storage areas under the scope of the effort. A list of authorized (unescorted) Government personnel allowed in these areas will be delivered upon commencement of performance and subsequently updated as required.

- As requested by authorized internal customers or the Contracting Officers Technical Representative (COTR), furnish the most recent Material Safety Data Sheet (MSDS) in printed form to authorized internal users for a specific product by maintaining a hard copy (printed) master file of all MSDS(s) for each item managed by the facility. Internal customers are defined as those USCG Active Duty members, Federal employees and contractors specifically assigned to or employed by a command aboard the Elizabeth City Coast Guard complex and listed on an Authorized Users List (AUL).

- Supply MSDS that have been received or obtained for new products, or updated MSDS for existing products as acquired, to: ALC’s Safety Environmental Health Office for inclusion to the intranet based MSDS retrieval system and to EPB for environmental review. This review may be accomplished through electronic correspondence between the Hazmart, ALC Safety Environmental Health Office, EPB and the COTR.

- Maintain an inventory of hazardous material products that allows for a 60 day supply of material. The sixty day limit for each product is based on Government supplied high and low order limits for current and future stocked products that consider frequency of usage, procurement lead times, minimum ordering quantities, administrative processing times and product shelf life. These high/low limits will be supplied within 45 days of contract commencement. Semi-annually, the Contractor shall recommend adjustments to specific inventory items based on internal observations.

- Maintain a 60 day inventory of consumable items required for routine operation of the Pharmacy, CIC’s and POU Carts/Lockers such as, but not limited to: approved 30 or 55 gallon chemical drums for waste disposal, applicator items stocked in POU Carts/Lockers (e.g. Cotton swabs, acid brushes, disposable gloves, tongue depressors, etc.) Additionally, replacement items for Chemical Spill Kits will also be stocked. Attachment (D) lists contents of spill kits.

- Effectively serve as a temporary storage point (Satellite Accumulation Area) for Hazwaste in a manner striving for zero release of hazardous material to the environment. Reference (ff) defines releases of hazardous material and appropriate actions.

- Implement actions to reduce waste due to shelf-life expirations.

1.4 HMMS ADMINISTRATION (Performed Onsite)

- Data entry shall be performed as necessary to ensure new products or changes to existing products are captured in HMMS within 24 hours of receipt of material and review by EPB and PRIOR to issuance of material. Requestors of new products shall be notified when product is received, entered in HMMS and ready for issue. This notification may be accomplished by electronic correspondence to the requestor or COTR.

- Maintain accuracy of HMMS data regarding each products unit of measure and weights.

- Formulate and prepare routine deliverable reports as required by contract.

- Formulate and prepare new reports or ad-hoc reports as requested by the COTR or from ALC internal customers with the COTR’s concurrence within two working days of request.

- Maintain the accuracy of AUL’s and ACL’s within HMMS. AUL’s and ACL’s for HMMS entry will be accepted only from the COTR. HMMS AUL and ACL must match with no discrepancies, the Master Copy retained by the COTR within 24 hours after receiving requested updates from the COTR.

1.5 SUPPLY FUNCTIONS

- Monitor Hazmart inventory levels to ensure that high limit levels are not exceeded by more than 10% to avoid waste or overstocking and low level limits do not exceed the low level by greater than 10% to maintain 60 day inventory without justification.

- Prepare and submit properly formatted procurement request packages for materials to the IOD procurement cell via the COTR to include: Offline Purchase Request (DHS Form 700-20), acceptable product shelf-life limits and a Market Research Memo (if appropriate). Market research should attempt to reveal multiple sources of supply (if available) in the marketplace to include whether or not the products are readily available through routine supply procedures from Other Government Agencies (OGA’s). Packages shall also include the following information for each product requested: Established High/Low Inventory Limits, present Stock Position, date of last order placed for product and information concerning any outstanding orders and usage information for each listed products.

- Implement and maintain a tracking system of procurement request packages submitted to the Industrial Operations Division (IOD) Procurement cell for processing. These requests must include a Hazmart generated tracking number for reference. This system will provide verification of who received the package, submittal date, etc. When processed, the IOD Procurement cell will post confirmation of purchase, the purchasing document type/number updated to shared electronic logbook. The specific URL will be provided upon award.

- Receive incoming material from authorized delivery sources only. Commercial carriers are required to deliver incoming material through the ALC Receiving Branch – Bldg. 63 only, if attempted delivery directly to the Hazmart is made, the carrier shall be instructed that the Receiving Branch is the official receiving point for this facility. Acceptable deliveries are from authorized ALC Procurement Officials, (Supply Technician, Purchasing Agent, Contract Specialist) and may be accepted without material moving through ALC Receiving Branch. Or, material delivered by an ALC Receiving Branch delivery person. Copies of delivery documentation (e.g. packing lists, shipping documents) shall be copied and forwarded to the IOD Procurement Cell for inclusion into procurement files. Material received that are damaged beyond use or not within stated shelf-life tolerance shall be reported immediately to the IOD Procurement Cell.

1.6 CHEMICAL ISSUE CENTER(S) (CIC)

General: CIC’s are located within close proximity of major work areas to store, issue and receipt for routinely used products not stocked in POU lockers. Upon request, CIC’s furnish MSDS to Shop Artisan(s) for chemicals stocked within the respective CIC.

1.6.1 CIC 1:

Located: Building 79.

Hours of availability: 0630 – 0045 Monday through Thursday and 0630 – 2245 on Friday.

Maintains inventory of required Hazmat Products in sufficient quantity to sustain the CIC for a period of five business days based on high/low level limits established by the Contractor for the specific CIC. Line items of products stocked by CIC 1 are listed in Attachment (A).

1.6.2 CIC 2:

Located Building 96.

Hours of availability: 0645-0115 Monday through Thursday and 0645 – 0015 on Friday.

Maintains inventory of required Hazmat Products in sufficient quantity to sustain the CIC for a period of five business days based on high/low level limits established by the Contractor for the specific CIC. Line items of products stocked by CIC 2 are listed in Attachment (B).

1.6.3 CIC 3:

Location: Building 75.

Hours of availability: 0630 – 0100 Monday through Thursday and 0630 – 2400 on Friday.

Maintains inventory of required Hazmat Products in sufficient quantity to sustain the CIC for a period of five business days based on high/low level limits established by the Contractor for the specific CIC. Line items of products stocked by CIC 3 are listed in Attachment (C).

1.7 POINT OF USE (POU) LOCKERS/CARTS

POU lockers and carts are located in shops and hangar floor work areas. The Contractor shall establish a frequency of service to the POU lockers/carts that ensures all POU lockers and carts are fully stocked prior to the beginning of each workday. The Contractor shall maintain the locker or cart’s inventory of chemicals and consumables in accordance with the printed inventory located on each locker or cart. Modifications to inventories of POU Lockers or Carts shall only be accepted from the COTR. When modifications are required, the new inventory list authorized by the COTR will be affixed to the Locker or Cart by the Contractor. Servicing shall include removing empty containers or containers of waste, furnishing a new item to replace the empty and return the empty containers back to the Hazmart Pharmacy or CIC for disposal/recycling. The materials contained in POU Lockers and Carts shall be “checked out” to the individual cart until the empties are returned for disposal. Additionally, consumable items used for the application of materials will be restocked. As required to minimize waste and disposal costs, shelf life of material stored in lockers/carts shall be verified as current. Items with approaching shelf life expiration dates shall be removed and replaced. Expiring material shall be returned to the Hazmart for shelf life extension or disposal as appropriate. On an as needed basis, unreadable container labels shall be reprinted and replaced. POU lockers and carts are to be maintained and serviced in the following locations:

POU Lockers Shop # Bldg. Location Average number of products Average number of consumables Workday Hours 10-15 0645-1615 10-15 0645-1615 10-15 0645-0115 10-15 0645-1615 10-15 0645-1615 10-15 0645-1615 10-15 0645-1615 10-15 0645-1615 10-15 0645-0115 10-15 0645-0115 10-15 0645-0100 10-15 0645-0045 10-15 0630-2300

POU Carts

Aircraft Area Location # Carts # Products Per Cart Workday Hours

HU25

Bldg. 79 0645 - 0045

HH60

Bldg. 79 0630 - 0045

HH65

Bldg. 75 0645 - 0100

1.8 AUTHORIZED USERS LIST (AUL)

The Authorized Users List (AUL) is a document generated by each shop/activity aboard the Elizabeth City Complex listing each authorized user of the shop’s or activities’ Authorized Chemical List (ACL). The list is the Shop Supervisor’s certification that the personnel listed are presently assigned to the shop and have received OSHA Hazard Communication (HAZCOM) standards training. The Master list is maintained by Safety Environmental Health Office. The assigned COTR will deliver these lists to Hazmart as required for update to HMMS.

1.9 AUTHORIZED CHEMICAL LIST (ACL)

The Authorized Chemical List (ACL) is a document listing the chemicals that each shop/activity aboard the Elizabeth City Complex is authorized to use. The Master list is maintained by Safety Environmental Health Office. The assigned COTR will deliver these lists to Hazmart as required for update to HMMS.

1.10 INVENTORIES

- The Contractor shall conduct a wall to wall Physical inventory of material held within the Hazmart Pharmacy, CIC’s and POU Carts/Lockers within the first 30 days of Contract Award or within 30 days of exercising any Option Year. The results and adjustments made shall be reported to the COTR no later than 10 days after the inventory is conducted.

- The Contractor’s inventory methods shall be approved by the COTR prior to implementation. These inventory methods shall mirror, or be conducted in a manner capturing the spirit of reference (l). Hazmart inventory shall be tracked by product number, quantity and location at a minimum.

- Quarterly inventories shall be conducted for the periods January – March, April – June, and July – August (1st, 2nd and 3rd quarters) with results provided no later than the 15th of the following month. These inventories shall be conducted in a Government approved, Contractor proposed format, developed in the spirit of Ref (l). These inventories will be observed by an appointed Government official. The Contractors proposed inventory plan shall consider methodology that imposes the least impact to industrial operations aboard the Elizabeth City Complex. Specific items to be addressed by the plan include: A seven day notification to the Government prior to commencing each inventory and Responsible persons during the inventory ((Physical Inventory Control Officer (PICO) and Count Team Members)). Statistical samples will be generated by the Government from the data in HMMS utilizing an authorized randomizer and provided to the Contractor the day of inventory. The table on page 3-E-6 of Ref (l) will be used to determine sample size and errors allowed.

- A wall to wall master inventory of all material located within the Hazmart, CIC’s and POU Carts and Lockers shall be completed annually during the month of December with inventory and reporting completed by the 15th of the month of December. This inventory shall identify the total weight in pounds of each product as listed by nomenclature and stock number.

- Spot-check inventories are required weekly and 10% inventories should be conducted monthly so that annually, a second, complete inventory shall have been accomplished. Results of these inventories shall be passed to the COTR and the Application Database Administrator (ADBA) immediately following the inventory. The COTR may spot-check inventories at any time.

- ADBA shall begin to update the database upon receipt of the inventory. Discrepancies should be resolved within one day. ADBA shall troubleshoot and verify "trends" in inventory discrepancies, reporting the results weekly to the COTR.

- Inventories are considered a routine aspect of operating the Hazmart and shall be included in the monthly fee for operation.

- Inventory accuracy goal is defined as 98% accuracy for total inventory count and 90% accuracy for item counts. Example "total" inventory accuracy applies to the annual inventory of all items in all locations. "Item count" accuracy includes "spot checks".

1.11 SHELF LIFE MANAGEMENT AND EXTENSION PROGRAM

Routinely, shelves shall be stocked with newest materials (First In-First Out (FIFO)) located behind older materials, taking care to see that the oldest products are issued first.

In order to prevent expired hazardous material from being disposed of as waste, the Contractor shall implement an aggressive shelf life management program designed to reduce waste created by disposing of products with expiring shelf life. Shelf life is defined as the usable life of the product assigned by the manufacturer prior to opening the manufacturers packaging. The expiration of this assigned shelf life shall be tracked in HMMS. Allowable shelf life extensions will be performed to the maximum extent possible using procedures defined in references (bb) and (cc). Information for extending the shelf life of Petroleum, Oils and Lubricants (POL’s) may be obtained from reference (ee). Items with extended shelf lives must be relabeled to reflect new barcodes and updated expiration dates and updated information mirrored in the HMMS database. Only if a product's shelf life cannot be extended or if the product has been determined through observation that it is no longer usable will that material be readied for disposal. Newly received items with a shelf life of less than 80% shall be reported to the COTR.

REPORTS

Weekly and monthly reports are required to keep the Government informed of the status of the Hazmart. All reports are to be submitted in a spreadsheet format compatible with MS Excel. The Government reserves the right to alter the format of existing reports and to add additional reports if required. Weekly reports are due NLT than COB on Tuesday of the week following the reporting period. Monthly reports are due NLT than COB on the 15th of the following month or the first business day following the 15th.

1.12.1 Weekly Reports

Title Recipient(s) Content Expiring Material EPB, Hazmart Manager, COTR Provides the NSN, Name of Product, Expiration Date, Quantity Expiring, and Unit Issue First Time Fill Rate **

COTR

Total number of items issued for the week, and number of items that were not immediately available. Each unavailability shall be listed by: NSN, Name of Product, Unit of Issue, The Requesting Activity, and reason(s) for unavailability and action taken to remedy.

NSN Reorder List

COTR

Provides the NSN, Name of Product, Quantity on Hand (QOH), Low Limit, Date the QOH fell below the Low Limit, Date an order was initiated by Hazmart, Estimated Delivery Date (EDD), Required Delivery Date (RDD – if known), Date the material is actually on order, the requisition or purchase order number.

** Note: The report shall reflect information for CIC’s 1 & 3, and the Hazmart.

1.12.2 Monthly Reports

Report Title Recipient(s) Contents Monthly Waste

COTR

Provides the NSN, Name of Product, Weight in Lbs., Unit of Issue, Quantity, Cost per Item, Total Cost, Comments supporting why items are now waste, Total Items, Total Weight in Lbs., Total cost of all material.

Monthly Stock Position

COTR

Provides the NSN, Name of Product, Quantity on Hand (QOH), Low Limit and High Limit.

Shelf Life Extension

COTR

Provides the NSN, Name of Product, Quantity of each product extended, the expiration date, the date extended to, the authority used to extend the date.

HazMat Storage Inspection

COTR

Provides documentation that hazmat storage areas have been inspected for safety and environmental concerns for the following items: all containers labeled and tightly closed, material is secure from unauthorized use, is any structural deterioration noted on cabinets or containers, is spill equipment available, are proper hazmat storage procedures followed, is there any evidence of release of hazardous materials.

1.12.3 Miscellaneous Reports

Report Title Recipient(s) Contents Due Date Inventory Report(s)

COTR

Per Section 1.10 Per Section 1.10 Employee Training Report

COTR

Verifies employee training in general safety, HAZCOM Training, Forklift Operator Certification, Hazardous Waste Training per reference (t).

Upon commencement of contract award with supplemental reports as required (e.g., new hires or new procedures implemented) to demonstrate that employees are remaining current with all applicable safety regulations.

1.13 WASTE PROCEDURES

All hazardous waste generated Satellite Accumulation Areas (SAA’s) on the Elizabeth City complex shall be taken to the Hazmart Satellite Accumulation Area (SAA) area (Bldg 96) by the generator. These wastes shall be accompanied by a Waste Turn-In Form per Ref. (t) in order to be accepted by the Hazmart. Material shall be transported to Building 185 within 90 days of receipt into the Hazmart SAA.

The following is an example list but not limited to, of waste types that the Hazmart will be responsible for and/or accept/consolidate by direction of the Hazmart COTR:

Unused material in reusable condition that is listed on the ACL may be picked up as Hazmart stock.

Commercial Wipers (rags) used in maintenance processes and disposed of in designated cans at the following locations shall be emptied once every twenty four hours and transported back to the SAA for temporary storage and processing. The following tables list the types of wipers utilized along with general locations.

WIPER MATERIAL REQUIRING DAILY PICK UP.

COLOR OF BAG

COLOR OF WIPER

MATERIAL USED FOR:

OTHER CONTENTS

RED

RED

SOLVENTS

NONE

YELLOW

WHITE

ALODINE

NONE

BLUE

BLUE

OIL

NONE

CLEAR

WHITE

ADHESIVES

VARIOUS APPLICATORS

WIPER LOCATION INFORMATION

BUILDING #

# OF LOCATIONS WITHIN BLDG.

TOTAL # OF CANS REQUIRED TO BE EMPTIED

75 (CIC 3)

79 (CIC 1)

CIC’s 1 and 3 have additional containers in the immediate work areas that shall require emptying including 2 containers in Shop 653, Bldg. 75.

Blue wipers used for oil shall be placed in the Blue Storage Bins located outside the fenced area of the SAA for pickup by an outside vendor. The Contractor shall sign bill of lading presented by the outside vendor upon oily wiper pickup and submit to EPB. Utilizing a compacting unit furnished as GFP, the Contractor shall compact wipers of all other colors (except blue) containing the same materials into separate chemical disposal drums as often as required to maintain good housekeeping in the SAA. Full drums shall be labeled as required by Ref (t) and transported to Building 185 for disposal by ECD. The Contractor shall submit Waste Turn-In forms (Ref t) to EPB for each drum transferred to Bldg. 185.

The Contractor shall puncture and drain used aerosol cans. Waste fluids must be separated as required per Ref (t) and EPB guidance. The Contractor shall devise an acceptable method of tracking the National Stock Numbers (NSNs) of products drained into individual drums. After draining, the contractor shall turn all drained cans over to the base recycling yard. The frequency of transport to the recycling yard shall be determined by the Contractor on a basis sufficient to maintain good housekeeping practices in the SAA. The SAA at Hazmart is designated as a 90-day Hazardous Waste Storage Facility. All requirements of Ref (b) shall be maintained.

Note: Used alkaline batteries and toner/ink cartridges designated for recycling are under the cognizance of Safety Environmental Health Office. Nickel Cadmium and Lithium batteries are turned it to the ALC Battery Shop or EPB. Lead-Acid batteries are turned it to EPB.

MEASURES OF PERFORMANCE

The Contractors performance shall be assessed to determine overall successful Hazmart Operation. The following is a description of Areas of Interest, Method of Measurement and Frequency:

2.0.1 Area of Interest: Overall Customer Satisfaction

Method of Measurement: Customer Survey Frequency: Annually at a minimum. Supplemental surveys may be distributed as conditions warrant.

Discussion: The COTR will generate a list of survey questions designed for a specific focus group such as ALC Artisans, Supervisors or the Environmental Protection Branch. The questions will be designed to reveal strengths of the operation and identify any areas requiring improvement. After results of the survey(s) have been captured and the investigation of any information requiring so completed by the COTR, a written report of the results will be presented to the Contractor and a meeting held to discuss the results.

2.0.2 Area of Interest: Availability of Service

Method of Measurement: Observation by the COTR or Contracting Officer Frequency: As determined necessary by the COTR or Contracting Officer.

Discussion: At a frequency to be determined by the COTR, visual verification that facilities are manned and open for service to internal customers will be conducted to verify compliance with the hours of operation as stated in Section 4.1 of the PWS.

2.0.3 Area of Interest: Inventories

Method of Measurement: Statistical.

Frequency: Per the schedule in Section 1.10. Spot check inventories may be performed by the COTR at their discretion.

Discussion: Successful performance will be determined by the Contractor’s ability to meet the accuracies defined in Section 1.10 as well as completing physical inventories at the prescribed times.

2.0.4 Area of Interest: HMMS Database Accuracy

Method of Measurement: Observation by COTR Frequency: At the discretion of the COTR or as directed by the Contracting Officer.

Discussion: The COTR will conduct reviews of the database at varied intervals to ensure that information is current per the PWS. This will include verifying that Shelf life data (expiration) dates match the labels of on-shelf products, that ACL’s and AUL’s have been updated, units of measure/weights are accurate and that new products or changes to existing products have been captured in accordance with Section 1.4 of the PWS.

2.0.5 Area of Interest: Supply Functions

Method of Measurement: Observation by COTR and Contracting Officer Frequency: As required.

Discussion: Supply functions will be assessed to verify conformance with Section 1.5 of the PWS. This will include reviewing procurement packages for content, accuracy and timeliness.

2.0.6 Area of Interest: Point of Use (POU) Lockers and Carts

Method of Measurement: Inspection by COTR Frequency: Spot checked at COTR’s discretion or as directed by the Contracting Officer.

Discussion: POU Lockers and Carts will be inspected to verify that the contents reflect a fully stocked locker at the commencement of a normal workday per the requirement of Section 1.7 of the PWS.

2.0.7 Area of Interest: Shelf Life Management and Extension Program Method of Measurement: Analysis of Expiring Material Reports and spot checks of inventory on hand conducted by the COTR.

Frequency: Weekly or at the discretion of the COTR or Contracting Officer.

Discussion: The COTR will assess the Contractor’s performance in complying with Section 1.11 of the PWS to reduce the amount of expired material requiring disposal. Additionally, per Section 1.3, the Contractor may make recommendations to inventory levels semi-annually or more frequently if significant after the first six months of contract performance. These recommendations will be reviewed to determine viability in reducing inventory levels to prevent disposal of expired material without impacting availability of products to users.

2.0.8 Area of Interest: Waste Procedures

Method of Measurement: Analysis of Monthly Waste Report by COTR, inspection(s) of commercial wiper drums by COTR, and inspection of waste materials accepted for temporary storage per Section 1.13 of the PWS.

Frequency: Monthly the accuracy of the Expiring Material Report will be verified. All other items will be spot checked at the discretion of the COTR or Contracting Officer.

Discussion: In addition to verifying the accuracy of the Expiring Material Report, the COTR will spot check wiper cans to verify compliance of emptying the drums at least once every 24 hours. Spot checks will be performed verifying that all SAA waste material accepted from generators are accompanied by a Waste Turn In Form per reference (t). The method of tracking the NSN’s of material drained from aerosol cans into individual drums devised by the Contractor per Section 1.13 of the PWS will be spot checked for accuracy and compliance by the COTR or a representative of the Environmental Protection Branch.

2.0.9 Area of Interest: Storage, Safety and General Housekeeping Method of Measurement: Visual Inspection by COTR, Contracting Officer, ALC Industrial Safety Officer with Safety Environmental Health Office, Elizabeth City Support Center Fire Inspector or Environmental Protection Branch.

Frequency: As determined necessary by the listed officials on a basis designed not to impede the Contractor’s performance.

Discussion: The listed officials will make periodic inspections of facilities and the conduct of employees under the purview of the Contractor to include CIC’s. These areas will be inspected to verify the Contractors compliance with applicable documents referenced in Section 1.1 of the PWS. These areas of inspection will include overall safe handling, labeling and storage of hazardous materials; the overall general cleanliness and orderliness of facilities to provide a safe working environment; the availability and use of Personal Protective Equipment (PPE) by Contractor employees; the safe operation of vehicular and material moving equipment; and the Contractors methodology for preventing unauthorized access to hazardous material.

2.0.10 Area of Interest: Release of Hazardous Material

Method of Measurement: Review of monthly report. Review of reports from ALC Safety Environmental Health Office, Elizabeth City Support Center Fire Inspector or Environmental Protection Branch and visual inspections by COTR.

Frequency: As determined necessary by the listed officials on a basis designed not to impede the Contractor’s performance.

Discussion: All methods of measurement will be reviewed to determine the extent of the impact of releases (if any) and to review circumstances that resulted in the release.

3.0 GOVERNMENT FURNISHED PROPERTY AND REPORTS

The Contractor shall be responsible for all Government property in the Contractor’s possession. Upon contract award, the COTR (assigned as property control officer) and a Contractor Representative will conduct an inventory of all assigned property, verifying location and condition. Throughout the period of performance, the Contractor will maintain positive control over all assigned property according to their property control plan. The Contractor shall report any loss, damages or casualties immediately to the COTR to include the date and time the property was damaged/loss and the circumstances that immediately caused or lead up to the damage or loss. The COTR shall serve as Property Administrator of GFP used under this contract. HSAM Chapter 3045 Appendix A shall be used to determine the acceptability of the Contractor's Property Control System.

The Government shall provide in Building 96, sufficient office furniture, computers, software and printers for networked access to the Hazardous Material Management System (HMMS) or subsequent appropriate software to meet data management and reporting requirements. Building space shall provide adequate capabilities for HAZMART Operations. Shelving and cabinets required for hazardous materials storage shall be provided. Proper outbuildings shall be provided as required for storage and operations. Vehicle (s) shall be provided for pickup and delivery services including a forklift, two bicycles and two mini-truck vehicles.

During the period of April through August, a complete inventory of assigned property will be conducted by the ALC Property Officer. Notification will be provided by the COTR and the COTR will accompany the ALC Property Officer if required. The Contractor shall make all property available for the ALC Property Officer’s inspection.

4.0 GENERAL REQUIREMENTS

4.1 HOURS OF OPERATION

At least one of the personnel identified as “Key” in this document shall be available during the hours of 0645 – 1615, Monday through Friday. The Hazmart Manager shall be available for emergencies during non-operating hours by mobile phone. Operating hours of CIC’s are listed in sections 1.6.1, 1.6.2 and 1.6.3. Saturday Operating Hours: One CIC shall be manned during the hours 0645 – 1515 each Saturday. The CIC required to be manned will be directed by the COTR each Friday prior to 1600. If no aircraft or shop work is scheduled for Saturday, the employee may be used to fulfill other contractual duties but will remain available during the hours of 0645-1515. Should CIC coverage be required on a Sunday, the Contractor shall be reimbursed at fixed hourly overtime rate. The Contractor shall determine the staffing and hours to meet other requirements found in this document.

4.2 INCLEMENT WEATHER AND UNSCHEDULED BASE CLOSURES

In case of inclement weather or suspect schedule changes, Contractor and employees shall follow employee instructions for supported commands. Due to multiple commands being supported by the Hazmart, options for each supported command must be reviewed to verify closure or delay. In the event that one supported activity remains open, sufficient staff must be available to fully support that activity. This information is obtained by calling the Elizabeth City Force Protection and Inclement Weather Line 1-866-335-8308, and reviewing the status of the ALC, Elizabeth City Support Center, Small Boat Station and the Elizabeth City Aviation Technical Training Center options.

In the event of an unscheduled closure or delayed opening at ALC, Contractor shall contact COTR with questions concerning late opening or early closure of the HAZMART and CIC’s.

HOLIDAYS: The contractor shall establish a holiday schedule for personnel performing under this contract that directly coincides with the Government’s schedule. Holidays peculiar to the Government shall be considered as holidays for Contractor personnel and are not billable. Contractor personnel will not perform work on Government holidays without prior approval from the COTR. Government holidays are: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and/or any other day designated by the President’s Proclamation.

PLANT SHUTDOWNS: Plant shutdowns are not billable by the Contractor. Planned mandatory plant shutdown days will be determined in advance by the ALC Command and could include the day after Thanksgiving and other days immediately preceding or following other holidays. Unplanned plant shutdown time (i.e. inclement weather, etc.), not normally exceeding twenty (20) hours per employee per year, is not billable by the Contractor.

A plant shutdown by one or more commands serviced by the HAZMART will in no way impact the operating hours of the HAZMART unless directed by the COTR and the shutdown affects ALL supported activities.

4.3 EMPLOYEE IDENTIFICATION

Contractor employees shall be issued ALC Identification cards as part of Orientation to ALC. Cards are to be visibly displayed at all times when performing contract work. Cards shall be returned to the COTR upon employee dismissal and/or completion or termination of contract.

Contractor personnel and their subcontractors must identify themselves as contractors or subcontractors during meetings, telephone conversations, in electronic messages or correspondence related to this contract.

Contractor occupied facilities (on Government installation) such as offices, separate rooms, or cubicles must be clearly identified with Contractor supplied signs, name plates or other identification, showing that these are work areas for Contractor or subcontractor personnel.

4.4 PHYSICAL SECURITY REQUIREMENTS

Contractor employees shall abide by all government physical security regulations while working aboard the Elizabeth City Coast Guard complex. Personal vehicles shall be properly registered with Base Security. Documents required for vehicle registration include a valid state driver’s license, valid vehicle registration and proof of insurance meeting the required limits established by the State of North Carolina.

4.5 U.S. COAST GUARD INFORMATION SYSTEMS SECURITY

Contractor personnel performing this work will be given access to Coast Guard information and Databases as required. This access will be permitted to the maximum extent possible and requires the use of a Common Access Card (CAC). All information used is the exclusive property of the U.S. Coast Guard and may not be released to other organizations or used for other projects without written consent from Commanding Officer, U.S. Coast Guard Aviation Logistics Center. For access to Coast Guard Facilities and IT systems, the following must be adhered to:

DHS Sensitive Systems Policy Directive 4300A section 4.1.1.d states: No contractor personnel shall be granted access to DHS systems without having a favorably adjudicated Background Investigation (BI) as defined in DHS Management Directive 11055, Suitability Screening Requirements for Contractors.

All contractors providing employees that have access to AMMIS/ALMIS, Coast Guard or DHS systems are required to perform an initial financial and criminal background check for each proposed employee in accordance with DHS Sensitive Systems Policy Directive 4300A section 4.1.1.d and DHS Management Directive 11055. The contractor must then certify on company letterhead that the background checks have been conducted and there are no negative financial situations or criminal offenses in that employee’s background. Any adverse information acquired by the contractor on a proposed employee must be reported immediately to the Contracting Officer.

Copies of the background checks, Criminal and Financial will be held by the contractor in a secure location in case there is a need for future verification.

The following information is to be provided on company letterhead and signed by the CEO or designated representative (System Security Officer, Facility Security Officer, etc.):

Name (first, middle initial and last) Valid Contract Number Employee ID Number Background check date Financial check date Employment start and end date Contract start and end date Company the person works for Hourly Burden Rate Projected/Historical Hours per Fiscal Year Position Title Current Contract Division the person works in

Mail to: Regina Gardner

Note: The contract Start/End Date will be: one year from date of award. Current Contract will be: TBD at award. Division the person(s) works for: Industrial Operations Division (IOD).

Common Access Cards (CAC) shall be returned to the COTR upon the departure of any contractor employee.

Contractors shall only access those areas of Coast Guard Information Technology resources (e.g., computer equipment, networking equipment, telecommunications equipment, cabling, network drives, computer drives, network software, computer software, software programs, intranet sites, internet sites) explicitly stated in this contract and/or approved by the COTR in writing as necessary for performance of the work under this contract. Any attempts by contractor personnel to gain access to any information technology resources not explicitly authorized by the statement of work, other terms and conditions in this contract or approved in writing by the COTR is strictly prohibited. In the event of violation of this provision, the Coast Guard will take appropriate actions with regard to the contract.

4.6 EMPLOYEE TRAINING, HAZARD COMMUNICATIONS PROGRAM

For their own personal safety, all Hazmart employees shall be trained at the Contractor’s expense for every chemical that they touch. Contractor shall maintain a written Training Program to include at a minimum: proper handling methods of hazardous chemical substances, chemical decanting procedures, the location and use of safety equipment, the operation of forklifts or any vehicle on base, and required types of Personal Protective Equipment (PPE). Information found in refs (a), (b), (m) and (n) may be useful for this purpose. Employees shall be advised of, and trained in the use of all safety equipment (Safety Glasses, wash stations, ventilation hoods and systems, etc.) throughout the areas of Hazmart responsibility as appropriate prior to assignment of duties. Each Hazmart employee must be able to readily access MSDS’s from the closest source (hard copy records and ALC website MSDS). Employees assigned the responsibility of issuing materials shall be trained to locate AUL and ACL lists and to update information as required in HMMS. Records of all training during check-in procedure and at least annually thereafter shall be maintained by the Contractor and made available for Government inspection. Records shall at a minimum document subject training given, date of training and names of employees in attendance. The Hazmart Manager is encouraged to accomplish cross training of all employees whenever possible. Hazmart employees shall participate (at Government expense) in training for new Government initiatives, equipment, software, etc. implemented after contract performance commences.

4.7 LICENSING FOR DRIVERS OF FORK LIFTS

The Contractor shall be responsible for training contract personnel on the safe operation of forklifts. This training shall be modeled after industry standards and shall conform the requirements of Reference (v).

4.8 INSPECTION OF FORKLIFTS AND FORKLIFT SAFETY (GSE)

See Reference (v). ALC retains responsibility for inspecting assigned material handling equipment and the maintenance/repair of such equipment.

4.9 MOTOR VEHICLE SAFETY

Per Reference (v), only persons who possess a valid state driver’s license will be permitted to operate Government motor vehicles. Contractor personnel are required to follow all applicable regulations while operating government or private motor vehicles aboard the Elizabeth City Coast Guard Complex.

4.10 PERSONAL PROTECTION EQUIPMENT (PPE) AND GENERAL SAFETY REQUIREMENTS

Contractor's written Safety Training Plan shall include information contained in Chapter 6 of Reference (v). Contractor shall bear the cost of all personal protection equipment (PPE) for employees. Reference (v), Chapter 6, also discusses general office safety. The Contractor shall ensure weekly that installed eyewash stations are tested and maintained in good, working condition in accordance with Reference (v). Any discrepancies shall be reported to the ALC Facilities Office. This requirement of inspection and testing will be documented by signing the eyewash station tags affixed to each station. Fire extinguisher checks are performed by the Support Center’s Fire Department and reports maintained by the same. A list of all product locations shall be provided by the Contractor for the Hazmart Pharmacy and CIC’s for ready access by the COTR, Safety or the Fire Department.

4.11 TRAVEL

All official travel for which reimbursement is expected shall be pre-approved by the COTR. The Contractor shall present the request on a Contractor developed form detailing the pertinent information to include: Travelers name, the reason travel is required, proposed itinerary and estimated costs at a minimum.

4.12 REQUIRED INSURANCE

The Contractor shall procure and maintain insurance during the entire period of performance under this contract, in accordance with FAR 52.228-5, entitled “Insurance—Work on a Government Installation”. The following minimum insurance is required.

(a) Worker’s compensation and Employer’s Liability. As required by applicable Federal and State worker’s compensation and occupational disease statutes.

(b) General Liability: Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $200,000 per person and $500,000 per occurrence.

(c) Automobile Liability Insurance: Written on the comprehensive form of policy of at least $200,000 per person for bodily injury and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.

Prior to commencement of work hereunder, the contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the Government shall not be effective until thirty days after written notice has been given and approved by the Contracting Officer.

4.13 KEY PERSONNEL

The Hazmart Manager, ADBA and Hazmart Supply Technician are considered to be Key Personnel under this contract. As such, the Government retains final approval of individuals for these positions and subsequent employees should personnel replacement(s) be necessary.

4.13.1 HAZMART MANAGER

The Contractor shall identify and assign an on-site HAZMART MANAGER responsible for the overall operation of the Hazmart Facility.