Attachment_3_Customer_Duties_Instruction_Document_&_Checklist.pdf

Attachment 3

Customer Duties

Instruction Document & Checklist

Fumigation of Facility 74074, NOTU HQ Building, on Cape Canaveral Air

Force Station (CCAFS)

Requirements outlined within this document and in applicable sections of the SOW on customer duties and instructions: are to be performed, completed and verified by NOTU

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Requirements

1. Occupants must be out of the building as follows: See fumigant requirements, fumigant fact sheet, and coordinate with Fumigant

Contractor, typical requirements for this type of work and requirements per contract are that it will require minimum vacancy of three days.

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2. All foods and consumables must be removed, this is the responsibility of the customer. This includes all edible or alive items, items located in the refrigerator and freezer, as well as the pantry and any other areas.

Examples of items that may remain in building are unopened items in glass, plastic or metal bottles or cans. All daily products and fresh fruit must be removed. Items must not be left behind without being thrown in the garbage. All medications must be removed as a part of the preparation as well. Any items left behind inadvertently may be discarded. Vending machines per SOW are to be discussed further at the MOMU. (Note, items such as plates and cutlery can stay).

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3. People, animals or pet’s (including fish) and all living items such as plants must be removed from the facility before fumigation begins, as part of preparation.

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4. All pilot lights and flames must be extinguished (hot water heaters, ranges, ovens, broilers, etc.). THE GAS MUST BE SHUT OFF. Turning off the gas main and the relighting of all pilot lights is the responsibility of the facility owner and customer. It is not the responsibility of the pest control company/fumigators. Please contact your local utility company to have this done. Fumigators are not permitted to shut gas off. If not done by customer or bldg. occupant, it can delay fumigation. All Gas (natural gas or propane) and or fuel oil must be shut off at the MAIN VALVE! Neither the contractor nor fumigators are allowed to do this. If it is not shut off when the crew arrives the job may have to be rescheduled at the fumigator’s convenience and will NOT be done that day. Ensure the proper procedures are followed for shutting off gas in a timely manner, per requirements of facility and the surrounding areas policies and procedures.

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5. Turn off the facility HVAC system, to be coordinated by bldg. occupant. All air conditioning units and fans must be turned off and unplugged. All heating elements must be shut off and unplugged (including any possible space heaters, refrigerators, microwaves, computers, printers, etc.).

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6. Office Chair pads that are removable, removable head rests, pillows and other related items are typically best to remove. Jackets, construction safety vests, and other clothing items are best to have removed from the facility. This can be discussed in the MOMU. See item 10 in attachment 4.

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7. In order to ensure proper fumigation and aeration for your building, all cabinets, drawers, appliances, doors, secure lock boxes, sliding glass interior windows/doors, and closets must be open a minimum of 4 inches, unless other-wise specified or designated in the SOW (interior facility).

Raise blinds, open drapes and open attic vents, please mark all non-operable windows unless otherwise specified in SOW.

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8. Security Systems must remain shut off during the duration of the fumigation and tenting, this is to be discussed further at the MOMU. During the fumigation procedure and aeration period, the fumigation company will not be held responsible for vandalism, theft, security requirements or breaking and entering unless otherwise specified in the SOW or MOMU. It is recommend customer obtain watchmen or guard during fumigation procedure. All security systems must remain off during fumigation, no exceptions will be made, unless otherwise designated in SOW or as discussed and agreed upon by all parties in the MOMU.

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9. The law requires that all buildings be locked during the fumigation. It is most important that the customer make key arrangements with fumigant company representative. Only the company service managers will enter the building. The fumigation company must retain a copy of the key during the

Fumigation, this is a state requirement and NO EXCEPTIONS will be made to this. Any and all doors under the tarp are required to be lock-able. If there is an attached shed, shelter, garage, or any other type of room or additional facility, it must have the ability to be locked as well and have an entry accessible to the fumigations certified operator. If the fumigation company has to install a lock to be compliant with state regulations, it will not be held responsible for any damage that may occur to doors, door jams, facings, other portions of door and hardware. Any mechanical or electrical type maintenance rooms shall be discussed in the MOMU on possible plans for turning over keys to the fumigant company. There may be further discussion on possible re-keying at customer/bldg. occupant expense for temporarily allowing fumigant company access to those spaces.

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10. The fumigant company will have to install secondary locks on entrances to the structure. DO NOT tamper with these locks. The company performing fumigation will NOT be held responsible for customer lock as a result of the secondary lock being tampered with.

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11. Outside: cut back shrubs and tree branches adjacent to the structure to prevent damage from burning or other items taking place. Allow enough space for the tent to fall freely to the ground. 24” minimum. Tree limbs growing over the roof or near windows must be trimmed back. Customer shall thoroughly water the ground around the shrubs and plants located close to the structure. Rocks, gravel, mulch, and wood chips must be raked back approximately 12”-18” from the foundation to allow proper seal during fumigation. Potted plants, decorative items and the like, irrigation nozzles, and exposed PVC pipe within 6’ of the house will be subject to damage. Grass, other plants or living items may die about 18” from the building due to exposure to fumigant and chemicals, there is no known remedy to prevent this reaction.

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12. Awnings must be lowered whenever possible. The fumigations company will not be held responsible for damage that may occur.

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13. The fumigation company must use fans during the fumigation, therefore, WILL NEED ELECTRICITY/POWER. If electricity/power is not provided, this could result in re-scheduling at fumigant companies convenience or additional charges to the customer and government. Back-up generator arrangements by the customer may be required in addition, however, this is not typical so shall be discussed, planned, agreed upon and scheduled ahead of time and shall be discussed in the MOMU.

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14. When tape is used, the fumigation company cannot assume responsibility for paint or finish lifting off when tape is removed. Customer shall plan on possibility of paint or finish being removed and take action to address and correct after the fumigation process.

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15. Satellite dishes and other items protruding off of roof or sides of the facility must be lowered down so they do not come in contact with tarpaulins. The customer/facility manager is responsible for removal and replacement of satellite dishes and other related items. Antennas must be lowered and disconnected from the building as well as cable T.V. wire. The fumigation company assumes no responsibility for broken antennas, satellite dishes, wires, lightning protection, grounding, lightning protection rods, and other related items sticking off of the building or roof. It is critical the customer/facility manager plan to have all possible items removed prior to fumigation and take action to have all replaced after fumigation.

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16. If screen removal is necessary for any other enclosures or shelters, it will be the sole responsibility of customer/facility manger to have screens removed and replaced. The fumigation company will not accept responsibility for screens. To be addressed and discussed at the MOMU.

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17. The company will exercise due care in its fumigation procedures, but will not be held responsible for broken roof tiles or any possible asbestos. This is considering roof materials of all types and tile of all types, including but not limited to ceramic and slate, and/or aluminum roof shingles, asphalt shingles, tin, steel or gravel roofs. It is virtually impossible to do fumigation on building (s) with tin or metal roofs without some denting or bending of the corners, gutters, under-ground or above ground pipes, solar panels or solar heaters, antennas, chimneys, steeples, weather vanes, turbines, ornamentals, etc. The company cannot be responsible for stationary metal roofing in patio, carport areas, awnings, shelters or other inadvertent damaged caused by properly performed procedures. If customer desires to coordinate and notify the roofing company that is responsible for either maintenance or warranty to notify them of work, or discuss any possible warranty items, the customer/facility manager will be responsible for that coordination and notification. This is to be discussed further in the MOMU if a meeting with the roofing company is required prior to fumigation and tenting procedure beginning. Sprinklers, auto lighting must be turned off.

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18. Due to adverse weather conditions, fumigation date may be rescheduled at building occupant convenience. Discussion on this will go through

CO/KO, facility manager, and the fumigation company to discuss agreed upon reschedule date. The fumigation company will not be held responsible for expenses of prep work or expenses for lodging/re-location of customer if re-scheduling is deemed necessary due to adverse weather.

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19. It is the customer’s responsibility to prepare the property, facility, structure for fumigation according to the specifications outlined in this and the attached related form. Please read these preparation guidelines over carefully and ask your Facility Manager for any additional steps you should take, especially considering any other items mentioned as Customer

Responsibility in the SOW, paying special attention to items pertaining to

Security. Wet/Water soil up to 18 inches from outer walls of facility.

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20. UPON RE-ENTERING:

a. No dishes, pots, pans or linens need to be washed.

b. Discard any food items or medications that may have advertently been left inside during the fumigation.

c. Since the fumigants used typically leave no residual, crawling insects can immediately re-enter building. In some cases, buildings will have invasion of ants immediately following fumigation, since ants are attracted to dead insects.

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21. Does the structure have water available for use? This is necessary to weigh tarps down ___yes ___no Initial _____

22. It is understood fire sprinkler is required to be operational and on during this process due to state law and life and safety code and procedures Initial _____

I HAVE READ AND FULLY UNDERSTAND ALL OF THE ABOVE as well as that captured within Attachment 4, and have received a copy of “Fact Sheet” for applicable “gas fumigant” by exact chemical/fumigant name. I understand that by customer NOT following these procedures, this can delay fumigation. See attached, Attachment 4, Preparation Guideline Requirements Instruction and

Checklist. These responsibilities are to be completed by the property or facility owners, or by the tenant/building occupant/customer located within the facility and permitting or leasing the property. Note, neither the contractor nor fumigator will be held responsible for any lodging/temporary re-locating expenses to be paid to the government caused by rescheduling due to inclement weather or due to the proper preparations not occurring within timely manner to allow for proper fumigant and tenting.

Customer’s Name (Print) & Date___________________________________________

Customers Signature____________________________________________________

Company Representative (Print) & Date____________________________________

Company Representative Signature________________________________________

RETURN THIS PAPER ALONG WITH OTHER REQUIRED PAPAERWORK IMMEDIATELY UPON SCHEDULING OF

FUMIGATION. A.F. CO/KO AND CONTRACTED FUMIGATOR SHALL HAVE PAPERWORK BEFORE JOB CAN BE STARTED.