PWS Attachment 1B Site Concurrence Letter (SCL) Template.pdf

For Official Use Only

DEFENSE INFORMATION SYSTEMS AGENCY

SITE CONCURRENCE LETTER (SCL)

Building [Building], Room [Room] [Project Title]

[Post/Base Location], [State]

June 3, 2021

Defense Information Systems Agency P.O. Box 549

Fort Meade, Maryland 20755-0549

Building [Building], Room [Room] [Post/Base Location], [State] i

SITE CONCURRENCE LETTER APPROVALS

By signing below, the approval authorities have concurred with the installation purpose, scope and requirements delineated in SCL, acknowledge an understanding of the responsibilities' assumptions and their implications as discussed in SCL, and grant approval to proceed.

Final SCL Approvals

[NSC FIRST, MI LAST]

[NSC Title]

[Authorizing Signature] [Authhorizing Title]

LTC Gilbert Kofie “Acting” Chief, Implementation and Installation Division

DISA IE4

Building [Building], Room [Room] [Post/Base Location], [State] ii

TABLE OF CONTENTS

Initial Site Concurrence Letter

1. PURPOSE

2. SCOPE OF WORK

3. SITE SURVEY AND ENGINEERING REQUIREMENTS

4. SITE PREPARATION, INSTALLATION AND TESTING RESPONSIBILITIES

5. DISA SITE PREPARATION, INSTALLATION AND TESTING RESPONSIBILITIES

6. REFERENCES

7. SITE OPERATIONS AND MAINTENANCE (O&M) RESPONSIBILITIES

8. DISA OPERATIONS AND MAINTENANCE (O&M) RESPONSIBILITIES

9. AGREEMENTS

10. CONCURRENCE/NON-CONCURRENCE

11. DISA & SITE CONTACT LIST

12. SCL ADDENDUM CHANGE LOG ANNEX

Building , Room ,

1. PURPOSE

This Site Concurrence Letter (SCL) establishes the roles and responsibilities of [Post/Base Location], [State] and the Defense Information Systems Agency (DISA) Installation Executive to support the installation of DISN equipment.

2. SCOPE OF WORK

This SCL delineates the roles and responsibilities (in accordance with the references listed in Section 6) for [Post/Base Location] and Installation Executive, Implementation and Installation Division, with reference to the installation, operation and maintenance of DISA equipment located at Building [Building].

3. SITE SURVEY AND ENGINEERING REQUIREMENTS

Site survey and engineering requirements specific to installation will be covered in the SCL addendum.

4. SITE PREPARATION, INSTALLATION AND TESTING RESPONSIBILITIES

4.1 Assign a site point of contact (POC) to serve as a focal point to coordinate preparation work and to assist DISA survey/installation teams, as necessary. The POC will also coordinate compliance with all local on-site and/or service-oriented review and configuration control organizations and processes.

4.2 Ensure preparation work, as agreed upon herein, is completed. Provide status of preparation to the DISA project lead, in writing (e-mail is acceptable), twenty-five (25) days prior to the scheduled installation date. If site preparation work cannot be 100% completed prior to the scheduled installation date, the POC must notify DISA as soon as the situation is known and identify a firm completion date.

4.3 Advise DISA of any preparation work that cannot be accomplished by the facility manager and/or camp, post, or base public works organization(s).

4.4 Assist with making arrangements for delivery of equipment for storage. The delivery crew will unload equipment and move it to the storage area identified by the site coordinator. Sign delivery forms acknowledging receipt of the shipped equipment.

Personnel will make a visual inspection of the equipment crating to determine if damage is apparent. Suspected damages should be recorded on the shipping forms and reported to DISA Implementation Manager. Site personnel are not responsible for any shipping damages.

4.5 Assist with making arrangements for retrieving from the storage area for transfer to equipment installation location. The DISA Site Installation Team (SIT) will move, unpack equipment, and discard packing materials. The site will advise of location for discarding materials.

4.6 Task/coordinate with base/local facility engineers to ensure that heating-ventilation-air conditioning (HVAC) capacity will support the DISN equipment at the site. If HVAC will not support the DISN equipment, advise the DISA Implementation Project Lead of actions necessary to resolve the situation. Temperature in the area of the DISN equipment should be maintained between 16 and 25 degrees Celsius with temperature changes limited to 4 degrees Celsius per hour. Humidity must be between 30% and 80% non-condensing. The air in the DISN equipment area should be essentially dust-free, such as for human occupation. The survey team has verified that the existing HVAC is adequate to support this new equipment.

4.7 Task/coordinate with base/local facility engineers to ensure power capacity will support DISA equipment at the site and that generator capacity will support four hours hold time required by the DISA equipment.

4.8 Provide access to the site with escorts, as required, for DISA and DISA SIT personnel during installation, testing, activation, and subsequent maintenance visits.

4.9 Provide an earth ground for the DISA equipment in accordance with the National Electric Code, Article 645-15 & MIL-STD-188-124B (and its MIL-HDBK-419A), and/or host country electrical standard.

4.10 The site will be responsible for bringing the on-base tenants’ circuits from DS1 demarcation point if applicable.

4.11 The facility will provide notification if there are any asbestos concerns in the designated installation location.

4.12 The facility is responsible for ensuring fire stop(s) is/are in place for access holes and connectivity.

5. DISA SITE PREPARATION, INSTALLATION AND TESTING

RESPONSIBILITIES

5.1 DISA will schedule and perform site survey(s), and document a list of actions necessary to prepare site for installation of equipment.

5.2 DISA will acquire, ship, and install all [installation purpose] cabinets/racks and other associated equipment (i.e., hardware/software, cabling, modems, cabinets, etc.) for the installation and associated wiring.

5.3 DISA will notify the site POC at least 72 hours prior to delivery of equipment for storage and coordinate unloading and storage of equipment.

5.4 DISA will coordinate at least 72 hours in advance with the [military service hosting site] to make arrangements for moving equipment from the storage area to the installation location. DISA is responsible for moving, unpacking, and positioning the equipment for installation. DISA is responsible for discarding packing material, accounting for, and reporting any missing items.

5.5 DISA will inventory and establish a sub-hand receipt with the NSC for all inventoried DISA-owned equipment.

5.6 The DISA SIT will install a communications ground for all associated equipment. They will tie into existing grounds in accordance with site-specific requirements.

5.7 DISA will be responsible for grounding runs from DISA cabinets/racks to existing facility ground system using shortest distance possible.

5.8 DISA will conduct performance-testing, acceptance, and commissioning for the DISA installed equipment. DISA will conduct link and network connectivity testing to ensure the network provides service according to specifications.

5.9 DISA will perform on-site quality assurance of installed equipment according to standard industry practices and ensure the site POC is satisfied with the installation.

5.10 DISA will prepare and provide final as-built equipment drawings to the sites and retain a master copy.

5.11 DISA will provide an installation status to the site POC and any other personnel as required, to include the status of the installation, outstanding items, and any post-installation actions.

5.12 DISA is responsible for cutting floor tiles and/or drilling holes in accordance with site-specific requirements that may include a standard for bolting equipment to the raised floor. DISA will ensure SIT has necessary equipment/tools to accomplish installation and/or preparation tasks.

5.13 DISA is responsible for submitting and coordinating Authorized Service Interruption (ASI) requests.

6. REFERENCES

DOD Instruction 4000.19, Support Agreements

DOD Instruction 8500.01, Cybersecurity

CJCS Instruction 6211.02D, Defense Information Systems Network (DISN) Responsibilities

DOD Instruction 8100.04, DOD Unified Capabilities (UC)

DISA Circular 310-70-57, Defense Information Systems Network (DISN) Quality Assurance (QA) Program DISA Circular 310-55-9 , Base Level Support for the Defense Information Systems Network (DISN)

DISA Circular 310-70-1, Defense Information System Infrastructure (DII)

DISA Circular 350-195-2, Electric Power Systems for Dept of Defense Information Networks (DODIN) Facilities JSP-440, Defense Manual of Security

JSP-480, Defense CIDA Manual of Regulations for Installation of CIS

NFPA-70 [National Electrical Code], Articles 645-15 and 408.4. (this addition requires the sites to correctly mark the breakers in the power panels)

NFPA-70 [National Electrical Code], Article 708.20 (E) and (F)

MIL-STD-188-124-B [and its MIL-HDBK-419A, Volume II, Grounding, Bonding and Shielding for Electronic Equipment and Facilities], Grounding, Bonding and Shielding for Common Long- Haul/Tactical Communications Systems

MIL-HDBK-263B, Electrostatic Discharge Handbook

NFPA -70E – Arc Flash Analysis of Power panel is complete or scheduled date of study

7. SITE OPERATIONS AND MAINTENANCE (O&M) RESPONSIBILITIES

7.1 CJCSI 6211.02D states the services chiefs will provide requisite site support for the DISN equipment located on their respective bases, posts, camps, and stations. Support https://disa.deps.mil/ext/resource/disa_publications_issuances/DISA%20Instructions/Electric%20Power%20Systems%20for%20Dept%20of%20Defense%20%20Information%20Networks%20(DODIN)%20Facilities%203%20April%202014.pdf https://disa.deps.mil/ext/resource/disa_publications_issuances/DISA%20Instructions/Electric%20Power%20Systems%20for%20Dept%20of%20Defense%20%20Information%20Networks%20(DODIN)%20Facilities%203%20April%202014.pdf required will include, but not limited to, providing power, physical security, floor space, and on-site coordination for the DISN networks points of presence located on their respective bases, posts, camps, and stations. Site support will be specified in appropriate procedural documentation and coordinated with the service.

7.2 DISA CIRCULAR 310-55-9 applies to DISA, Military Departments, DOD agencies, and Civilian Activities responsible for the operation and maintenance of elements of the Defense Information Infrastructure (DII) and related communications activities. Services and agencies have responsibility for planning, programming, budgeting, and funding local DISN service and support within their base/post/camp/station area of responsibility and for designating Node Site Coordinators (NSCS).

7.3 Site Point of Contact (POC) responsibilities and duties include carrying out the Node Site Coordinator duties as specified in the following excerpts from DISA CIRCULAR 310-55-9.

7.3.1 The Node Site Coordinator (NSC) is the designated representative of the sponsoring communications or information systems command or agency. The NSC is authorized by the Command or Agency to:

7.3.1.1 Coordinate, at the node site, the physical site preparation and the installation and activation of node, InterSwitch Trunks (ISTs), and access circuit equipment.

7.3.1.2 Ensure 24-hour, 7 days-per-week continuous operation of the node.

7.3.2 The NSC will have a designated alternate NSC and may delegate some tasks to the alternate; however, the NSC is responsible for all network node site matters.

7.3.3 The NSC will personally provide or arrange for local onsite assistance to the regional DISA NetOps Center (DNC) on a 24 hours-per-day, 7 days-per-week basis. If the node site is located in a facility that is not manned on a 24 hours-per-day, 7 days-per-week basis, the NSC will ensure that local onsite assistance is provided within 2 hours of receiving a request from the DNC.

7.3.4 The NSC and alternate NSC will provide operational assistance under the telephonic instruction of DNC controllers. Site personnel are responsible for all circuits within their facility up to the designated demarcation point and will provide troubleshooting assistance at the direction of the regional DNC.

7.3.5 The NSC will coordinate and monitor scheduled and unscheduled corrective maintenance. The NSC will also coordinate authorized outages (A/Os) with their respective users, DNC, DISA Command Center (DCC), and the network manager.

7.3.6 The NSC will ensure that installed node site equipment is not altered, tampered with, or moved without proper authorization from and coordination with the DISA GIG CS Directorate (GS2).

7.3.7 The NSC shall implement site physical security procedures as specified in applicable DOD and Service directives.

7.3.8 The NSC is the focal point for node site operations. The NSC will maintain close contact with all network entity points-of-contact (i.e., users, DNC, local telephone service personnel, etc.) and will maintain a list of telephone numbers to support both liaison and local site assistance functions.

7.3.9 The NSC is normally designated as the node site POC on all Telecommunications Service Requests (TSRs) and Telecommunications Service Orders (TSOs) for access circuits and inter-switch trunks (IST) terminating at the node site.

7.3.10 The NSC shall retain up-to-date node configuration documentation. This documentation will normally consist of Engineering drawings, the Site Concurrence Letter (SCL), the original Telecommunications Service Request (TSR), and Telecommunications Service Order (TSO), all of which will be delivered to the NSC during node activation. The NSC will also retain all documentation relating to changes in the node configuration. Change documentation will normally consist of new TSRs, TSOs, and engineering plans.

7.3.11 The NSC monitors the work of government personnel, O&M command, DISA contractors, and other commercial vendors supporting the DISA node site. The NSC will notify the DNC via telephone, electronic mail, or front-channel message whenever government personnel or contractor work performance problems are observed or when the NSC suggests improvements to the DISA node site. As part of this duty, the NSC permanently maintains a log of all delivery, installation, and maintenance activities at the node site. Equipment items, e.g. cables, received for installation should be opened and inspected after the arrival of the installation team.

7.4 DISA understands that the facility is not a 24x7 operation and cannot provide all of the duties and responsibilities stated in the previous section. At a minimum, the facility will coordinate and provide access, when required, so that DISA, or its contractors, can properly maintain its equipment and services. The facility will also be secured and maintained so as to not disrupt or damage DISA’s equipment or services. The facility will notify and coordinate with the DISA DNC (see below) for any hazardous condition and/or disruption that could jeopardize DISA’s equipment or services.

7.5 All power, HVAC, and grounding systems maintenance and repair are the responsibilities of the site under title 10 regardless of who installs the equipment (i.e. DISA provided or site provided for DISA's use).

8. DISA OPERATIONS AND MAINTENANCE (O&M) RESPONSIBILITIES

8.1 Provide, through regional DNC's, network management of all nodes. Contact number is DCCC DSN 312-850-0032 Option 2.

8.2 Direct all troubleshooting of DISA inter-switch trunks and access circuit equipment. If required, send maintenance personnel on-site to continue troubleshooting or fixing the problem.

8.3 Provision new circuits as required to support DISA. Provide all equipment and cabling to support DISA install. Coordinate with DISA for all provisioning activities.

8.4 Provide all required upgrades for the DISA equipment.

8.5 Provide equipment overview for the node site coordinator while on site.

8.6 Provide a minimum of one copy of all documentation associated with each unique piece of equipment (e.g., manufacturer’s manuals, technical orders, etc.).

8.7 Provide for operations and maintenance of the DISA equipment.

8.8 Provide for program and operations management oversight of the DISA equipment.

9. AGREEMENTS

9.1 Any changes to the SCL will be considered an Addendum and will require review, recommendations, and concurrence.

9.2 Changes to the SCL/SCL Addendum may result in the requirement for a new site survey.

If the changes to a signed SCL Addendum are initiated by the site organization, the site will be required to fund any re-survey costs incurred by DISA or DISN Service Center (DSC). If changes are initiated by the site organization before all parties sign the SCL Addendum, the site may be required to fund any re-survey costs incurred by DISA or DSC. Changes to the SCL/SCL

Addendum may also cause DISA to cancel the installation. DISA cannot guarantee that the installation can be rescheduled within twelve (12) months of a cancellation.

10. CONCURRENCE/NON-CONCURRENCE

Please provide the following information if you cannot concur with this SCL/SCL Addendum, to meet the schedule milestones.

• Reason for delay

• Estimated date you will send SCL concurrence.

A delay in SCL coordination may result in a delay in the installation of DISN equipment at your site.

Provide written concurrence/non-concurrence to Defense Information Systems Agency, Attn: IE41, PO Box 549, Ft. Meade, MD 20755-0549

11. DISA & SITE CONTACT LIST

11.1 DISA Primary POC

Name: TSgt Vinh P. Do

DSN: 454-2935

Email: vinh.p.do.mil@mail.mil

11.2 DISA Alternate POC

Name: N/A Commercial:

DSN:

Email:

11.3 Primary site point of contact

Name: [Node Site Coordinator (NSC)] Commercial: [NSC Commercial Phone]

DSN: 312-[NSC DSN]

Fax: [NSC FAX] Email: [NSC Email]

11.4 Alternate site point of contact

Name: [ALT NSC Name] Commercial: [ALT NSC Comm Phone] DSN: 312-[ALT NSC DSN Number] Fax: [ALT NSC FAX] Email: [ALT NSC Email]

12. SCL ADDENDUM CHANGE LOG ANNEX

Addendum #

Addendum Series #

Equipment Equipment Location (Bldg#, Rm#

Project Name Signed Date

Addendum #

SITE CONCURRENCE LETTER ADDENDUM APPROVALS

By signing below, the approval authorities have concurred with the installation purpose, scope and requirements delineated in this addendum, acknowledge an understanding of the project assumptions and their implications as discussed in this addendum, and grant approval to proceed with installation.

[NSC FIRST, MI LAST]

[NSC Title]

[Authorizing Signature] [Authorizing Title]

LTC Gilbert Kofie “Acting” Chief, Implementation and Installation Division

DISA IE4

The table below lists items that were discovered during the site survey at [Post/Base Location], [State] to complete the installation of equipment in support of [Project Name].

Items marked ‘Required action from site’ must be completed prior to installation.

Required action from site

Needs attention from site

No action required by site

Item Description

X

SPACE: The Site will reserve space to accommodate the installation of [Space Statement].

X POWER: [Power Statement].

X HVAC: There will be a gain of approximately [Total BTU's] BTUs per hour in Building [Building], Room [Room]. The existing HVAC can support the new

X GROUND: DISA will extend ground from the new racks to the aisle ground.

1. PURPOSE

This Site Concurrence Letter (SCL) establishes the roles and responsibilities of [Post/Base Location] and the Defense Information Systems Agency (DISA) Installation Executive to support the installation of [Major Equipment to be Installed]with all necessary support equipment.

2. SCOPE OF WORK

This SCL delineates the responsibilities (in accordance with the references listed in Section 6 &

7) for [Post/Base Location] and the Defense Information Systems Agency (DISA) Installation Executive with reference to the installation, operation, and maintenance of DISA equipment located at Building [Building], Room [Room], [Post/Base Location], [State].

3. REQUIREMENT

The installation of [Major Equipment to be Installed]in Building [Building], Room [Room], [Post/Base Location], [State] in support of [Project Name].

4. SITE SURVEY

The site survey was conducted at [Post/Base Location], [State] on [Date of Survey] to identify available rack space, HVAC and power for the installation of [Project Name]. Installation of the equipment is tentatively [Installation of Equipment Date]. This SCL is an addendum to the previously signed SCL dated [Previous Signed SCL Date]. All responsibilities and duties set forth in the initial SCL are applicable to this addendum.

Equipment will be delivered to:

[Deliver Equipment to Whom] [Deliver Equipment to Address]

[Deliver Equipment to Address 1] [Deliver Equipment to Address 2]

5. ENGINEERING REQUIREMENTS

5.1 Planned Installation Location: The planned primary location is Building [Building].

DISA will install [Major Equipment to be Installed].

5.2 HVAC: There will be a gain of approximately [Total BTU's] BTU’s. The existing HVAC can support the new equipment.

5.3 Power: [Power Statement].

5.4 Grounding: DISA will extend ground from the new racks to the aisle ground.

5.5 Equipment: DISA will install all associated hardware to include cabling, cable trays, ladder rack extensions, patch panels, and the following equipment.

EQUIPMENT WATTS VOLTAGE AMPS BTUs LOCATION

[Equipment 1] [WATTS 1] [Voltage 1] [AMPS 1] [BTUs 1]/hr [Location 1]

[Equipment 2] [WATTS 2] [Voltage 2] [AMPS 2] [BTUs 2]/hr [Location 2]

[Equipment 3] [WATTS 3] [Voltage 3] [AMPS 3] [BTUs 3]/hr [Location 3]

[Equipment 4] [WATTS 4] [Voltage 4] [AMPS 4] [BTUs 4]/hr [Location 4]

[Equipment 5] [WATTS 5] [Voltage 5] [AMPS 5] [BTUs 5]/hr [Location 5]

[Equipment 6] [WATTS 6] [Voltage 6] [AMPS 6] [BTUs 6]/hr [Location 6]

[Equipment 7] [WATTS 7] [Voltage 7] [AMPS 7] [BTUs 7]/hr [Location 7]

[Equipment 8] [WATTS 8] [Voltage 8] [AMPS 8] [BTUs 8]/hr [Location 8]

[Equipment 9] [WATTS 9] [Voltage 9] [AMPS 9] [BTUs 9]/hr [Location 9]

[Equipment 10] [WATTS 10] [Voltage 10] [AMPS 10] [BTUs 10]/hr [Location 10]

5.6 Other: [Other Requirements].

6. SITE PREPARATION, INSTALLATION, AND TESTING RESPONSIBILITIES

The Site will reserve space to accommodate the installation of [Space Statement]. [Power Statement]. There will be a gain of approximately [Total BTU's] BTU’s in Building [Building], Room [Room]. [Other Requirements].

7. DISA PREPARATION, INSTALLATION, AND TESTING RESPONSIBILITIES

DISA will be responsible for the installation in Building [Building], Room [Room] for [Major Equipment to be Installed], all associated hardware to include cabling, cable trays, ladder rack extensions and patch panels. DISA will extend ground from the new racks to the aisle ground.

8. CRITICAL SCHEDULE/MILESTONE DATES

The date for [Post/Base Location] to complete required support activities is [Date to Finish Support Activities]. Notify T S g t V i n h P . D o if you cannot meet the date required for completing all the required [Project Name] and all related support activities. The signed SCL is required prior to full operation capability (FOC) date [FOC Date].

9. CONCURRENCE/NON-CONCURRENCE

Please provide the following information if you cannot concur with this SCL to meet the [Project Name] schedule milestones.

• Reason for delay

• Estimated date you will send SCL concurrence.

A delay in SCL coordination may result in a delay in the [Project Name] installation.

Provide written concurrence/non-concurrence to DISA, ATTN: IE41, PO Box 549, Ft. Meade, MD 20755-0549.

10. CONTACT

Please e-mail a signed copy of this addendum to vinh.p.do.mil@mail.mil. If you have any questions contact TSgt Vinh P. Do at 281-929-2935.

11. SCL ADDENDUM HISTORY

The Addendum List table below identifies all addendums attached to the initial [Post/Base Location], [State] SCL dated [Previous Signed SCL Date].

ADDENDUM HISTORY LIST

Addendum

Equipment Equipment Location (Bldg#, Rm#

Project Name Signed Date

[SCL# 1] [Equip 1] [Equip Loc 1] [Proj Name 1] [Signed Date 1]

[SCL# 2] [Equip 2] [Equip Loc 2] [Proj Name 2] [Signed Date 2] mailto:vinh.p.do.mil@mail.mil

Floor Plan Example

Rack Elevation Example