SOW - Lab Testing Services for Aviation Fuel R1.pdf

Scope of Work and Specifications

Laboratory Testing Services for Aviation Fuel

U.S. Coast Guard Base Elizabeth City

July 2026

Project COR

Name: Josh Carr Email: steven.j.carr@uscg.mil Facilities Engineering Department

1. Scope:

a. The Contractor must provide all supervision, labor, equipment, parts, materials, and tools necessary to provide complete laboratory testing services for aviation fuel in accordance with the specifications provided in this scope of work. The testing will consist of density, relative density, gravity of fluids, visual, flashpoint, ice inhibitor, and particulates. The major objective of the aviation fuel program is to deliver clean, dry, and correct fuel to aircraft. This scope of work describes the sampling and testing requirements for aviation fuel. The type of aviation fuel in use at USCG Base Elizabeth City is JP-5.

b. USCG Base Elizabeth City will be responsible for taking the samples and providing the samples to the laboratory. The laboratory will be responsible for analyzing the samples and providing the test results to USCG Base Elizabeth City.

2. Government Facilities and Utilities:

a. Electrical power is available on the site. The Contractor will be permitted to utilize these utilities in performing the work, provided that the existing systems are not overloaded.

b. Telephone services will not be available for use by the Contractor.

c. Building restroom facilities are not available for use. The Contractor must provide portable restroom facilities for use by their employees.

d. The Contractor, their employees, and any sub-contractors must become familiar with and obey all Base regulations. All personnel employed on the project must keep within the limits of the work area and must not enter any other area outside of the work site unless to do so in the performance of their duties. Work site and execution must be arranged so as not to disrupt normal operations in this area. There must be no smoking in any Coast Guard building. All smoking must be done only in a designated smoking area.

3. Materials and Locations:

a. Materials must be delivered to the jobsite in their original unopened packages, clearly marked with the manufacturer’s name, brand name, and description of contents. Storage must be in accordance with manufacturer’s recommendations in a clean, dry, well-ventilated area. Stored materials must be protected from sunlight and kept away from excessive heat.

Insulation board must not be exposed to flame or other ignition sources. The Contractor must not store any highly flammable materials in the work area.

Sufficient area for staging is available on site; storage areas will be pre-approved by the COR. Special precautions must be taken to ensure construction materials and debris does not enter the airfield, runways, or taxiways.

b. Laydown areas will be approved by the COR with coordination from the Base Environmental Compliance Office. Any damage to vegetated areas must be repaired and reseeded by the Contractor.

4. Labor Laws:

a. See the attached contract clauses for applicable labor requirements and the attached wage determination for prevailing rates that must be paid to covered workers.

5. Safety:

a. The Contractor is wholly responsible for work site safety. The Contractor must implement a safety program that protects the lives and health of personnel in the construction area, prevents damage to property, and avoids work interruptions. The Contractor must provide appropriate safety barricades, signs, signal lights, etc. as well as complying with the requirements of all federal safety regulations as published by the Occupational Health and Safety Administration, 29 CFR 1910 (series), 29 CFR 1926 (series), State and Local safety laws, rules, and regulations. Any operation defined as “Hot Work” as per OSHA/NFPA requires a permit to be issued by Base Elizabeth City Fire Department. This includes welding, cutting, brazing, grinding or any work that could produce sparks or heat and may initiate a fire.

6. Environmental Compliance:

a. General Compliance

i. All work must be performed in accordance with the Base Spill Prevention Control and Countermeasures Plan (SPCCP), Clean Water Act (CWA), Clean Air Act (CAA), Base/HMF/APAC Synthetic Minor Air Emissions Air Permit, Resource Conservation and Recovery Act (RCRA)/Part B Permit, National Pollutant Discharge Elimination System Permit (NPDES), and Base Elizabeth City Stormwater Pollution Prevention Plan (SWPPP).

ii. Erosion and Sediment Control Plans must be submitted for preapproval to the Base Environmental Stormwater Program Manager at least 5 workdays prior to commencement of related work and must align with all applicable permits and plans.

b. Certifications and Refrigerant Handling

i. Contractor personnel working on HVAC units must possess current

CFC/HCFC/HFC certifications/licenses as required under EPA regulation 40 CFR Part 82, Subpart F, Section 608 of the CAA.

Certifications/licenses must be made available to the COR and Base Environmental Compliance Office upon request.

ii. All refrigerants must be properly recovered and recycled in accordance with EPA regulations. Documentation of proper recovery and disposal must be submitted to the COR and Base Environmental Compliance Office.

c. Spill Prevention and Response

i. The Contractor is responsible for immediate cleanup of any spills.

Waste from spills must be containerized, labeled, and disposed of offsite the same day.

ii. Spill kits of appropriate type and size must be maintained in areas where chemicals are used or stored.

iii. All chemicals must be kept in secondary containment or flammable storage lockers and not exposed to the environment.

iv. All containers must remain closed when not in use.

v. All spills must be reported to the Central Dispatch at (252) 335-6257 and to Base SPCCP Program Manager (Chris Dunn) at (252) 267-9789 after containment.

d. Waste Management

i. All project generated waste must be recycled or disposed of offsite in accordance with RCRA and all applicable federal, state, and local laws as well as Base permits and plans.

ii. Hazardous waste must be analyzed, characterized, stored, profiled, and disposed of per RCRA requirements. Waste must be manifested with the Base listed as the generator and signed by the Base Environmental Compliance Office prior to removal from Base.

Manifest documentation must be submitted to the COR and Base Environmental Compliance Office.

iii. All waste and leftover chemicals/products must be removed from the Base at the end of each workday and upon project completion.

e. Chemical Management

i. All chemicals required for the project and quantities of those chemicals must be preapproved by the Base Environmental Compliance Office, Hazardous Materials Program Manager, Environmental Hazmat Minimization Program Manager, and P2 Committee. Safety Data Sheets (SDS) for all chemicals must be provided to the COR, Base Environmental Compliance Office, and

Base Safety Officer at least 5 workdays prior to bringing chemicals on-site.

ii. Chemical storage must comply with 29 CFR 1910.1200 and local VOC regulations.

f. Discharge and Water Protection

i. No discharges are allowed to the sanitary sewer without prior analysis and approval from the Base Wastewater Program Manager under the Industrial User Permit (IUP).

ii. Any flushes, backwashes, slug loads, or activation flushes must be captured, analyzed, and approved by the Base Wastewater Program Manager at least 5 workdays prior to discharge. Disposal must comply with the City of Elizabeth City Sewer Use Ordinance, the Fats, Oils, and Greases (FOG) Program, and the USCG Base Industrial User Permit.

iii. Wastewater from maintenance or repair activities must be quantified, analyzed, and approved before being scheduled for periodic maintenance.

iv. Storm drains and waterways within 50 feet of working areas or otherwise at risk of potential discharge must be covered, sealed, or protected with silt fences (or equivalent measures) throughout the duration of the project.

v. No discharge to storm drains is permitted at any time during the project.

7. Liability of Contractor:

a. Any damage to government property caused by the Contractor must be repaired or replaced by the Contractor at no cost to the government. The Contractor must not disconnect any service without approval from the COR.

8. Site Restoration & Clean Up:

a. The work site must be cleaned up at the completion of each workday. The

Contractor must take special care to contain dust while working. Upon completion of the job, the Contractor must clean up the job site, returning it to a state of cleanliness equal to or exceeding that in which it was found. The Contractor must properly dispose of any trash, extra materials, dirt, debris, or other litter offsite. To the maximum extent possible, equipment must be driven and parked on paved surfaces. Any damage done to asphalt or concrete surfaces must be repaired and satisfy the COR prior to final acceptance. All sodded and vegetated areas must be leveled and reseeded prior to final acceptance of the contract. There will be no final acceptance of the contract until the COR approves the appearance of the job site.

9. Contract Timeline:

a. Schedule of Work

i. A workday is defined as any non-weekend or non-Federal Holiday. The Contractor must perform all work during normal base work hours. The normal base working hours are 0700 – 1500, Monday through Friday. If the Contractor would like to work outside normal working hours, permission must be obtained at least 48 hours in advance from the

COR.

ii. The Contractor must provide all required information and complete this contract within the time schedule below, unless approved by the Contracting Officer.

iii. Provide all required submittals in accordance with the timelines of Section 10.b.

iv. The COR will have 7 calendar days to review the submittals and respond to the Contractor.

v. The Contractor must complete the work (fuel testing) and provide notification of the test results to USCG Base Elizabeth City within 3 work days of receiving the sample.

vi. The Contractor must schedule all work with the COR. The Contractor must understand the importance to schedule and complete all work in a timely fashion.

vii. The Contractor must notify the Contracting Officer and COR of any changes to the delivery of long lead time equipment or materials and provide a plan to minimize project delays and maintain the approved schedule.

b. Contract Submittals:

i. The following list of submittals must be submitted on the timeline indicated and define the specific minimum requirements for this contract. The submittal must contain sufficient information that can be used to determine compliance of the material with these specifications and referenced specifications.

Submittal Deliverable Required Submittal Timeline

Pre-Bid Site Visit Request Information ☐ In accordance with solicitation posting

Initial Product Data ☐ With quote/proposal

Certifications/Licenses

• Capability Statement ☒ With quote/proposal

Past Performance of Related Work ☐ With quote/proposal

Final Product Data ☐ Within 14 calendar days after

Contract Award*

Project Schedule ☒ Within 14 calendar days after

Contract Award

Operation and Maintenance Manuals ☐ Within 30 calendar days after completion of project*

Product Warranty Information ☐ Within 30 calendar days after completion of project* Post-Award Site Visit Request

Information ☐ As required

*Final payment will not be made until all deliverables are submitted and accepted.

10. Detailed Technical Requirements:

a. The Contractor must provide all supervision, labor, equipment, parts, materials, and tools necessary to provide complete laboratory testing services for aviation fuel in accordance with the specifications provided in this scope of work. The testing will consist of density, relative density, gravity of fluids, visual, flashpoint, ice inhibitor, and particulates. The major objective of the aviation fuel program is to deliver clean, dry, and correct fuel to aircraft. This scope of work describes the sampling and testing requirements for aviation fuel.

b. The type of aviation fuel in use at USCG Base Elizabeth City is JP-5.

c. USCG Base Elizabeth City will be responsible for taking the samples and providing the samples to the laboratory. The laboratory will be responsible for analyzing the samples and providing the test results to USCG Base Elizabeth City.

i. The Contractor is responsible to provide prepaid shipping containers to the USCG Base Elizabeth City for the monthly samples. Samples will provided to the laboratory via the prepaid shipping containers from the Contractor.

d. All lab test properties, listed below for aviation fuel (in accordance with MIL- STD-3004), are to be performed during the lab testing. The laboratory facility must be accredited/certified to perform the following testing.

i. Density, Relative Density, and API Gravity of Liquids.

1. Testing must be performed in accordance with ASTM D4052

(Standard Test Method for Density, Relative Density, and API Gravity of Liquids by Digital Density Meter).

ii. Visual (Clear and Bright).

1. Testing must be performed in accordance with ASTM D4176

(Standard Test Method for Free Water and Particulate Contamination in Distillate Fuels [Visual Inspection Procedures]).

iii. Flashpoint.

1. Testing must be performed in accordance with ASTM D93

(Standard Test Methods for Flashpoint by Pensky-Martens Closed Cup Tester).

iv. Fuel System Icing Inhibitor (FSII).

1. Testing must be performed in accordance with ASTM D5006

FSII (Standard Test Method for Measurement of Fuel System Icing Inhibitors [Either Typer] in Aviation Fuels).

v. Particulates.

1. Testing must be performed in accordance with ASTM D5452

(Standard Test Method for Particulate Contamination in Aviation Fuels by Laboratory Filtration).

e. The laboratory must be capable of receiving and analyzing 3 samples per month. This is to be considered a monthly service. The total amount of samples per year will be 36.

f. The laboratory must be capable of receiving and analyzing emergency samples on an as-needed basis. These samples are not considered the monthly samples. The Contractor must include a line item in the quote/proposal for pricing of samples analyzed on an emergency as-needed basis (e.g., $X per emergency sample). Requirements for emergency samples must be in accordance with those of the monthly samples as noted in Section 11.

g. The laboratory must be capable of providing test results within 3 work days of receiving the samples.

i. Test results must be formally documented in a lab report and provided electronically to USCG Base Elizabeth City. The test results must be provided to the COR within 3 work days.

h. All laboratory testing shall be in accordance with and meet the following standards at a minimum.

i. ASTM D4057, Standard Practice for Manual Sampling of Petroleum.

and Petroleum Products.

ii. MIL-STD-3004, Quality Assurance/Surveillance for Fuels, Lubricants, and Related Products.

iii. CGTO PG-85-00-170-G, Aviation Fuel Handling Procedures Process Guide.

i. Sample containers must be clear glass quart bottle for visual samples.

Plastic, polyethylene, steel, or aluminum containers must not be used as sample containers. Samples for lab tests must be collected in the type of container required by the testing lab.

11. Inspection and Acceptance:

a. The Contractor must ensure testing and start-up to verify proper operation.

The COR will accomplish inspection and acceptance of work.

b. The Contractor must notify the COR two working days before the performance, inspection and acceptance tests are to be conducted. The tests must be performed in the presence of the COR.

c. Installation, workmanship, fabrication, assembly, erection, examination, inspection, and testing must be in accordance with appropriate sections of

29 CFR 1910, 1926.

d. The Contractor must perform all work in accordance with all Federal, EPA, OSHA, and State of North Carolina laws and regulations. The Contractor and their subcontractors must possess all required licenses and certifications for the portion of work that they are performing.

e. All work must be completed in accordance with Federal, State and local codes, manufacturer instructions, and industry best practice.

f. Installation, operation, maintenance manuals, and warranty information for the equipment must be turned over to the COR upon project completion. The Contractor must provide a one-year warranty on the equipment supplied by the Contractor (including labor) from the startup date of the equipment for any problems that might occur with the new installation.

12. Reference Documents:

a. Figure 1: Specification Requirements and Tolerance Limits

b. CGTO PG-85-00-170, Aviation Fuel Handling Procedures Process Guide dtd

16 July 2025

Figure 1: Specification Requirements and Tolerance Limits