Attch 2 - CRuD SOP 8 Sep 21.docx

COMMAND RE-UTILIZATION AND DISPOSAL STANDARD OPERATING PROCEDURES

COMMAND RE-UTILIZATION AND DISPOSAL

STANDARD OPERATING PROCEDURES

COMMAND RE-UTILIZATION AND DISPOSAL STANDARD OPERATING PROCEDURES

REF: (a) DoD Instruction 5200.01, Volume 3 and Volume 4, “DoD Information Security Program:

Protection of Classified Information”

(b) NAWCWDINST 4500.1A PROCEDURE FOR TURN IN AND THE REUTILIZATION OF EXCESS

EQUIPMENT AND MATERIAL

(c) DoDM 4160.21-V1

1. Customer Responsibilities Customers requesting Command Re-utilization and Disposal (CRuD) services must request services via SharePoint at https://myteam2.navair.navy.mil/wd/71/cdp/default.aspx What to include in Command Disposal request:

· Site (China Lake, Point Mugu, San Nicholas Island, Port Hueneme)

· Building Number

· Room Number (or area of Bldg)

· Classification of material (Classified, unclassified, PII/FOUO/CUI)

· Point of Contact (POC)

· Code

· POC phone number

· Mail Stop

· Notate urgency/reason for urgency

· Notate access requirements

· Description of the items

1.1.1 Priority levels are 1) High – Command directed space renovation for areas that must be cleared prior to renovation. 2) Priority – Supports movement of Code personnel to support mission. 3) Special Customer direct deliveries to CRuD warehouse (must be approved by CRuD). 4) None – All other requests.

1.1.2 Before requesting service, the customer must assign a POC for the area. POC responsibilities include; Working with the CRuD team to perform area survey, ensuring the CRuD team has access to area (keys, escorts, etc.), working with the CRuD team to schedule service.

1.1.3 Determine if any of the material is classified; in accordance with DoD Instruction 5200.01, classified material must be properly stored and secured. Classified items must remain in a certified storage area and will not be moved to the CRuD warehouse at any time.

1.1.4 Notify CRuD Lead of classified material during site survey. Note: CRuD handles material up to GENSER Secret only.

1.1.5 If area to be cleared exceeds 10K square feet (entire Bldg, Sea Van, Yard, etc.) and will require a roll-off (large dumpster, 22’ long, 8’ wide, 7’ high) the customer must identify space to accommodate two large roll-offs (1 for trash, 1 for recycle) if necessary.

1.1.6 When possible all items should be consolidated into one location. Classified must remain in an approved storage area at all times.

2. Command Disposal Project Responsibilities The CRuD Team will contact the POC to schedule a site survey. Following the site survey and safety checks, after customer has completed all required actions, a start date will be assigned. If necessary NAWCWD Environmental Office will be contacted to ensure disposal items and/or the area being serviced does not pose an environmental risk. The POC will receive a reminder of the start date at least one week prior. CRuD resources will be moved to the area. CRuD personnel will:

· Contact Radiation Safety Officer (RSO) and NAWCWD Environmental Office (if applicable) to conduct area survey prior to CRuD Crew arrival

· Process material up to GENSER Secret at the area

· Transport material to an approved Destruction Facility as needed

· Complete disposal forms as necessary

· Leave the area to complete required forms. Disposal items will remain at the customer’s location until final pickup. CRuD Crew will return to tag and transport disposal items. CRuD personnel will notify POC of final pickup date. If a job is high priority and/or space is available CRuD may choose to relocate the items to the CRuD warehouse for processing

· CRuD Contractor Lead will perform a final inspection and sign-off on the job

At no time shall CRuD take ownership of any property or document during the disposal process.

They remain the property of the requesting organization until disposed or relieved by Asset Accounting. All items are considered removed from the requesting organization’s ownership upon receipt of signed documents from CRuD Administrative Staff.

3.Training

3.1.1 All CRuD personnel will attend annual Hazardous Waste (HW) training.

3.1.2 All CRuD personnel will attend Range Safety training.

3.1.3 All CRuD personnel will attend other safety or operational training as identified by the government.

4. Documentation

CRuD personnel responsibilities:

· Completing NAWCWD Form 7320/10 (Disposal Inventory) and emailing to Asset Accounting at Nawcwd_asset_account@navy.mil All disposal inventory forms shall be submitted through Asset Accounting prior to processing DD Forms 1348-1A IAW NAWCWDINST 4500.1A. This process ensures a plant account item has been removed from an employee’s name and placed in a disposal status

· Inputting information for DD Forms 1348-1A and printing required copies of DD Forms 1348-1A

· Removing barcode labels and attaching them to their corresponding DD Forms 1348-1A.

· Attaching DD Forms 1348-1A and copies of supporting documentation to line items prior to loading/delivery to DLA

· Completing DLA Form 2500 and securely attaching to property

· Maintaining SharePoint. SharePoint will capture scheduling, dollar amounts associated with property turned into DLA, square footage of space returned to the command and completed jobs

5. Special Material Processing

5.1. Preparing packages that require delivery to NSA

5.1.1 A classified item that cannot be delivered to DLA Disposition Service must be mailed off-center to National Security Agency (NSA). This includes certain media that cannot be degaussed or shredded locally, reel-to-reel film that will not fit in the deguasser, etc.

5.1.2 Complete Classified Material Conversion Form (CMC).

5.1.3 The Receipt for Destruction must contain the following information, please write legibly when filling out the form:

· Date of completion

· Assigned Customer ID Number (CIN). (The CIN is not a UIC)

· Full name of Government or Contractor entity. Military entities are to provide specific organizational name and command information (i.e., Division, Regiment, and Battalion)

· Complete mailing address (CONUS military locations provide street, city and state as opposed to APO AE/AP addresses)

· Point of contact, unclassified phone, fax and E-mail address

5.1.4 Middle portion of the receipt should list quantity or poundage estimate of materiel.

5.1.5 Darkened or greyed areas on the receipt signify “do not write in that space”. Do not fill in blank spaces with zeros, slashes, N/A, etc. Additional verbiage is prohibited in the quantity and pounds columns, do not add additional text in the margin areas. An exception is when sending multiple boxes. Materiel items not listed that have been approved by the CMC for acceptance should be entered in the section entitled “Other” Provide material description and quantity in the blocks provided on the receipt. Example: Hard drives (10); Thumb drives (5).

5.1.6 Once form is complete, contact the China Lake COMSEC at 760-939-0604, and make an appointment to drop items off. COMSEC is located in Bldg 1027. At Pt Mugu the COMSEC office is located with Security in Bldg 36. Contact Point Mugu COMSEC at (805) 989-8790 or send an email to chlk_information_security@navy.mil for assistance. You must make an appointment to deliver or items will not be accepted. COMSEC will review paperwork for accuracy and prepare items for shipping. Classified material must be packaged correctly prior to delivery.

5.2 Palletizing/containerizing shipments to DLA Disposition Services

All items destined for DLA Disposition Services must be packaged, placed in containers such as tri-walls or tri-cons and/or placed on pallets where applicable. Palletized items will be secured to the pallet by shrink-wrap or banding materials.

5.3 Contacting DLA Disposition Service Representatives for property pick-up

At Pt Mugu DLA trucks will be ordered on the DLA website at https://business.dla.mil/landing/index.jsp At China Lake all DLA trucks are ordered by NAVSUP.

5.4 Loading conveyances

Other than DLA Transportation carriers where CRuD personnel are only responsible for loading the conveyance, CRuD personnel are responsible for both loading and securing all local (contractor vehicle) loads.

5.5 Hard drive removal, degaussing and destruction

5.5.1 Complete NAWCWD Form 5510/7 (Hard Drive Degaussing Record Form). If the hard drive was removed from the device prior to being turned in at CRuD, the computer information (section 3) will be left blank and “Computer information not available” should be added in the comments section. The “type” block in section 2 will be left blank as well.

5.5.2 Wrap form around hard drive.

5.5.3 See Material Destruction SOP for guidance.

5.5.4 Ensure process is followed correctly IAW Material Destruct SOP.

5.6 Shred Facility

5.6.1 Everything shall be sorted by classification type and media type (paper vs hard drives, etc.) Paper fed into the shredder shall contain no binder clips, paper clips or binding. Small staples will not impact the integrity of the shredder.

5.6.2 Items that must be shredded are classified (up to and including GENSER Secret), PII and CUI. All other paper items may be placed in a recycle bin for base recycling.

5.6.3 Items will go to Bldg 01068 at China Lake and Bldg 612 at Pt Mugu.

5.6.4 CRuD will create a material destruct ticket in SharePoint.

5.7 Recycling

5.7.1 UNCLASS cardboard and paper that does not contain PII will be set aside for base recycling. At China Lake call Alutiiq at 760-375-9503 and request recycle support. They will provide either bins or roll- offs. Anything contained within a binder must be removed. Binders will go in the trash and paper will go in the recycle bin. Cardboard boxes need to be broken down. For recyclable metal items, contact Ken Blades Recycling at 760-608-1001. At Point Mugu contact MWR Solid Waste Disposal at 619-726-4040 to request a roll-off for recyclable metal. For paper/cardboard forward a service request to NAVFAC_SW_NBVCPWDServiceDesk@navy.mil and copy Diane Carmona. Anything contained within a binder must be removed, binders will go in the trash and the paper will go in the recycle bin.

5.8 Furniture

The customer must contact the Base Furniture & Move Center COR at 760-939-2125. They will arrange to have movers pick the furniture up at the customer’s expense. Cubicle walls are considered furniture. Movers must disassemble cubicle walls. It is not a requirement to have the movers transport broken furniture. If the furniture cannot be reused CRuD will remove it. If the movers refuse service and the furniture has value, CRuD will pick up and deliver to the furniture warehouse at China Lake. Movers must submit all service refusals by email.

5.9 Environmental/Hazardous Waste

5.9.1 If necessary, contact the NAWCWD Environmental Program Office providing a brief description of the items being disposed. Email Robin Hoffman, Jaimie Bebee and Patricia Estrada; subject line of the email will read “Environmental Survey”. The email will contain the building/room number to be surveyed, the POC and the POC’s phone number. Once an email is received stating the area has been surveyed, the email must be attached to the job in SharePoint.

5.9.2 Radiation Safety must be contacted prior to starting any job. Email James Weeks, Terry Byerly and Roger Goodman. The subject of the email will be “Radiation Survey”. The email will contain the Bldg/room number to be surveyed, the POC and the POCs phone number. When an email is received stating the area has been surveyed, the email must be attached to the job in SharePoint.

5.9.3 The Program Manager has the authority to authorize material to be picked up and surveyed at the CRuD warehouse.

5.9.4 At China Lake all batteries must be sorted and bagged by type, i.e. alkaline, lithium, etc. A UW label will be properly processed and attached to each bag. At China Lake complete form NAWS 5090/1. Once form is completed fax it to HazWaste POC Jason Thomas at 760-939-2777 using the HW fax cover sheet.

5.9.5 At Pt Mugu, all HW, i.e. batteries, toner cartridges, lightbulbs, etc. will be delivered to Bldg 3022. All battery terminals must be taped with masking tape. Do not use duct tape. Items do not need to be bagged for turn in at Pt Mugu. Sort batteries by type, i.e. alkaline, lithium, etc. and deliver to Bldg 3022. An appointment is not required.

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Enclosure 1

6. Job Flow and Tracking

This section covers the flow of a job through CRuD. It outlines the role being performed at each step of the process flow and which entity has responsibility for the job at that point.

6.1 Overview

6.1.2 CRuD uses SharePoint as the customer interface.

6.1.3 The following entities are identified in the CRuD project plan: Project Manager, Administration, Government Site Lead, Contractor Supervisor/Lead, and Contractor Crews. For the remainder of this document they will be referred to as PM, Admin, Gov, Lead, Contractor and Crew.

6.1.4 The PM has overall responsibility for the CRuD project and budget. The PM makes all final decisions, maintains the project documentation, and is responsible for ensuring that operations, policies, processes and contracts do not violate the CRuD Project Plan. The PM updates the plan and contract if necessary, makes the final decision on borrowing crews from another site, ensures Memorandum of Understanding (MOU) with DLA is maintained and current, represents the project to Senior Leadership and negotiates with outside partners as required. The PM can waiver the need for radiation safety sweep under specific circumstances before transporting the material to the warehouse and shall generate an email to the Gov for inclusion in SharePoint. The PM may also raise the priority level of a job if necessary. This also requires an email to the Gov for inclusion in SharePoint.

6.1.5 Admin has the responsibility of receiving the initial request for service, entering and maintaining SharePoint data, tracking metrics and performing the final job closeout functions.

6.1.6 The Gov has the responsibility for the daily operation of CRuD, assisting with job walks, obtaining Radiation Safety and Environmental clearance on job sites, scheduling roll-offs, performing as liaison with customers before, during, and after a job, rescheduling jobs for priority or scope creep, determining with all Gov and Leads Contractor whether to recommend temporary Crew relocation (borrowing Crews), obtaining approval from the PM prior to authorizing borrowing a Crew, government vehicle maintenance schedules, advertising the project to the workforce and management, and operational safety of the warehouse and yard.

6.1.7 The Leads contractor have the responsibility over their Crews, the safe operation of equipment, cleanliness and safety of the warehouse and yard, documenting the scope of jobs, assigning Crews to jobs, final inspection of jobsite, notification to Admin that a job is complete, returning all paperwork to Admin, maintaining the SharePoint calendars and job scheduling boards, notifying Gov of required resources, i.e. roll-offs to process a job, completing disposal documents and arrange transport to Defense Logistics Agency (DLA) site. Additional responsibilities involve managing the Reuse Center including maintenance of the item tracking sheet, scheduling customer reuse center appointments and primary escort of reuse center customers. Leads Contractor also have the responsibility of managing Shred-Ex (see 4.6) and ensuring that bins are processed on schedule.

6.1.8 Crews are responsible for safe vehicle and equipment operation and notifying the Lead Contractor of scope creep, customer service issues and reporting environmental concerns. On a job site they are responsible for properly sorting, disposing, packaging, labelling, loading, transporting and unloading material. Crews are not to engage difficult customers. They will maintain a professional demeanor and notify their Lead. Crews are responsible for generating disposal documents required by DLA. They are responsible for teammate safety while on a jobsite, proper loading and securing the load transported, following marking and tagging procedures as outlined later in this document. If a crew believes a job site is unsafe they are to report the issue to their Contractor Lead for guidance.

6.2 Job Flow/Responsibilities

This section outlines the job flow, actions and responsible party during each step of a job. The responsible party is identified at the beginning of each step.

6.2.1 Customer:

1. All customers will create a request for service in SharePoint at https://myteam.navair.navy.mil/wd/71/cdp/default.aspx

6.2.2 Admin:

2. Admin will create a job number incident for each job and create the job in SharePoint. The following information will be included:

· Name of customer

· Job number

· POC

· Phone Number

· Bldg/Room number

The job will contain:

· Picture of Bldg (if available)

· Floor plans (if available)

· Directions to the job site

6.2.3 Gov:

3. Gov will call customer within 1 business day of receiving job and inform them of number of customers ahead of them and how long it will be before CRuD can start their job. Date will be added to the customer contacted box in SharePoint.

· A job folder is created

6.2.4 GOV/Lead Contractor:

4. Gov schedules walk through with customer when Lead Contractor is ready

· Contact by either phone or email

· Date is annotated in SharePoint

· Lead Contractor and Gov complete the walk through together, before pictures are taken

· Lead Contractor adds job notes to SharePoint

· Gov/Lead Contractor annotates job is pending Radiation Survey/Environmental Survey on white boards

· Gov will add walk through date to SharePoint

· If area is flagged by Environmental, Gov will notify customer environmental issues must be addressed at customer’s expense before the job can proceed

· Customer will be notified that all drain and purge requirements must be met prior to starting a job at their expense

· Work will not start until area is safe, Gov will notify Lead Contractor when site is safe

6.2.5Gov:

5. Gov schedules Radiation Survey/Environmental Survey

· Radiation date is updated in SharePoint

· Environmental date is updated in SharePoint if required

6. Once email from Radiation Safety/Environmental has been received, email is attached to ticket in SharePoint

6.2.6Lead Contractor:

7. 4. Lead Contractor determines if they have appropriate Crews to complete job

• If Crews need to be borrowed from either site PM approval must be received prior to travel

8. Lead Contractor decides on job start date and adds to Project Acceptance Form - NAWCWD Form 7320.12; date is added to calendar in SharePoint

· Lead Contractor notifies Gov of resources needed

· Gov orders resources (roll-offs, etc.)

9. Project Acceptance Form is sent to customer for signature

· Start date is added to SharePoint

· Job is assigned to a Crew when job is scheduled to begin

· If start date needs to change, Lead Contractor will notify Gov and job will be renegotiated. A revised Project Acceptance will be sent to the customer for signature and attached to SharePoint when received

· When a start date changes, the change also needs to be annotated in the notes section in SharePoint

6.2.7Crew:

10. Crew processes the job.

· Crew enters actual start date to SharePoint

· If job contains recyclable metal crew will obtain weight and enter weight to SharePoint

· Crew processes NAWCWD 7320/10 (Disposal Inventory)

· Crew signs and submits Disposal Inventory to Asset Accounting and enters date completed into SharePoint

· Crew creates DD Form 1348-1A and enters date ETIDs completed in SharePoint

· Crew prints copies of DD Form 1348-1A

· Crew completes DLA Form 2500, if applicable, attaches to corresponding item and enters DLA Form 2500 complete date in SharePoint

· DD Form 1348-1A is placed in a clear envelope and attached to appropriate item

COMMAND RE-UTILIZATION AND DISPOSAL

STANDARD OPERATING PROCEDURES

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· Barcodes are removed from barcoded plant account items and placed on corresponding DD Form1348-1A

· Items are sorted into tri-walls/pallets corresponding to the demilitarization code given. HW/UW stickers are applied.

· At China Lake, Crew makes appointment with destruct facility, if applicable, and delivers items for destruct. At Pt Mugu, Crew proceeds IAW Material Destruct Processing SOP or ShredEx SOP, if applicable.

· Crew will obtain material destruct weight if applicable and add to SharePoint

· If classified items are delivered to destruct facility, Crew will sign appropriate documents with destruct facility operator and remain onsite to maintain TPI as necessary until job is complete. All classified must be wrapped correctly before delivering to destruct facility.

11. Lead Contractor requests truck from DLA and adds date into SharePoint.

· Crew receives signed copy of DD1348 from DLA and adds date into SharePoint. Crew notifies Lead Contractor that the jobsite has been processed and the Lead Contractor performs final inspection

6.2.8Lead Contractor:

12. The folder is delivered to Admin and must contain:

· NAWCWD Form 7320/10 signed by Asset Accounting

· DD Forms 1348-1A signed by DLA

Admin:

Admin closes the job, emails customer satisfaction survey, completes SharePoint and returns copies of the signed DD1348s to the customer. Admin adds item count and dollar amount to SharePoint. Admin will place Asset Accounting’s copy in the “AA” in box located in the Admin office or they will scan and e-mail the final DD1348 to Asset Accounting.

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