SOW VALVE AUTOMATATION HLWGRM.docx

DEPARTMENT OF HOMELAND SECURITY

UNITED STATES COAST GUARD

DISTRICT 7

BASE BORINQUEN

SCOPE OF WORK FOR

AIR STATION BORINQUEN AUTOMATED WASH RACK

DISCHARGE VALVE SYSTEM

FACILITIES ENGINEERING

UNITED STATES COAST GUARD

BASE BORINQUEN

260 GUARD ROAD

AGUADILLA, PR 00603

- SCOPE OF WORK –

AIR STATION BORINQUEN AUTOMATED WASH RACK

DISCHARGE VALVE SYSTEM

AT

U.S.C.G. BASE BORINQUEN, PR 00603

July 2025

PART 1 – STATEMENT OF WORK

1. PROJECT OVERVIEW:

The Air Station Borinquen operates a wash rack system that utilizes two distinct drainage systems: an Oil-Water Separator (OWS) and a storm drain. When cleaning helicopters on a daily basis, two gate valves must be manually activated to divert runoff into the OWS. This prevents hazardous materials from being introduced into the stormwater drain, which discharges into the ocean surrounding Puerto Rico. Failure to properly operate these gate valves poses a significant environmental risk and violates the Air station’s General Multisectoral National Pollutant Discharge Elimination System (NPDES) permit.

If the system were operating correctly and continuously, as specified in the permit, there would be a constant discharge of wash water into the OWS, leaving no space for the decomposition of organic matter. The absence of solids trapped in the screen for several weeks suggests that there has been no flow through the OWS, which likely caused increased microbial activity. If the OWS water has been stored for an extended period or is exposed to favorable conditions (such as warm temperatures), microbial activity could break down the organic materials in the water, leading to an increase in Biochemical Oxygen Demand (BOD), as microorganisms consume oxygen to decompose the organic matter. This is in violation of the air station permit operating the wash system and results in wastewater being dumped into the stormwater system. This practice violates EPA standards and can lead to substantial fines.

Due to the manual nature of the valve, its difficult operation, and the potential for human error, Air Station Borinquen seeks to implement an automated system. This system will allow for actuation of the valve with a simple button press or flip of a switch. Furthermore, the system must include a clear and simple alert system that visually indicates the selected drainage path (OWS or storm drain) during wash rack operation. This will ensure that personnel are fully aware of where the wash water is being directed, minimizing the risk of environmental contamination and permit violations.

1.1 OBJECTIVE:

This Statement of Work (SOW) delineates the requirements for the design, procurement, installation, testing, and commissioning of a fully automated discharge valve system at the Air station Borinquen wash rack. The objective is to ensure environmental compliance, operational reliability, personnel safety, and adherence to all applicable federal, state, local, and Department of Homeland Security (DHS) standards. The expected lifespan of the system is a minimum of 15 years. Failure to properly operate these valves poses a significant environmental risk and violates the Air station’s General Multisectoral National Pollutant Discharge Elimination System (NPDES) permit, potentially resulting in fines of up to $37,500 per day per violation.

1.2 SCOPE:

Provide all personnel, labor, equipment, materials, tools, supervision, and other items necessary for delivery.

The work includes, but is not limited to the following:

1.2.1 DESIGN AND ENGINEERING:

Conduct a detailed site survey of the existing wash rack and valve assemblies, including measurements, photographs, and assessments of existing infrastructure. Please see 2:18 Appendix:

Prepare detailed engineering drawings and specifications, which shall include, but are not limited to:

Selection of an electric actuator type, size, and material suitable for outdoor and corrosive environments.

Design of control system architecture, hardware, and software in needed.

Electrical wiring diagrams and power requirements.

Visual indicator systems (LED lights with high visibility in day, night, and foggy conditions) for clear indication of valve status, timer and siren when in default.

Manual backup control mechanisms.

Weatherproofing and corrosion mitigation measures.

Integration strategy with existing valve assemblies.

A Failure Mode and Effects Analysis (FMEA) identifying potential failure points and mitigation strategies.

Compliance with the following standards: UL 508A (Industrial Control Panels), ANSI/ISA61010-1 (Safety Requirements for Electrical Equipment), and IEEE 519 (Harmonic Control).

A detailed Bill of Materials (BOM) listing all components, part numbers, and manufacturers.

Submit all design documents to the Contracting Officer’s Representative (COR) for review and approval prior to procurement and installation.

1.2.2. PROCUREMENT:

Procure all equipment and materials in accordance with approved drawings and specifications.

Ensure all equipment is rated for outdoor use, weatherproof, corrosion-resistant, and compliant with applicable standards.

Deliver all equipment and materials to the designated site in proper packaging to prevent damage.

The Contractor shall provide certificates of compliance for all materials and equipment, demonstrating adherence to specified standards.

The Contractor shall provide a minimum [ONE] year warranty on all equipment and workmanship.

1.2.3 INSTALLATION AND INTEGRATION:

Install actuators on the existing valves, ensuring proper alignment, secure fastening, and compliance with manufacturer specifications. Three automatic valves: 1- Water Supply 2- Gate Valves.

Install wiring, control panels, visual indicators, and manual controls in weatherproof enclosures. (Stainless Steel).

Connect and configure control systems for reliable operation.

Install visual indicators (lighting or decals) to clearly display valve status, timer and siren.

Integrate manual override controls to permit manual operation during system failure or maintenance.

Install inspection ports or indicators at each valve for direct position verification.

Prior to installation, the Contractor shall conduct a thorough inspection of the existing valve assemblies and document any pre-existing damage or deficiencies.

All electrical equipment shall be properly grounded and bonded in accordance with applicable electrical codes (e.g., the National Electrical Code).

Wiring shall be installed in a rigid metal conduit (RMC) unless otherwise approved by the COR.

Fasteners shall be torqued to the manufacturer's specified torque values.

1.2.4 TESTING, CALIBRATION, AND TRAINING:

Perform comprehensive system testing, verifying all components function correctly.

Calibrate the control system and actuators for accurate positioning.

Train USCG personnel on operation, manual override procedures, maintenance, and troubleshooting.

Provide all as-built drawings, operation manuals, and maintenance documentation.

Testing shall include, but not be limited to functional testing, performance testing (verifying valve response time and accuracy), and stress testing (simulating extreme environmental conditions).

The Contractor shall provide a detailed test plan for COR approval prior to commencing testing.

Training shall provide USCG personnel with the knowledge and skills necessary to operate, troubleshoot, and perform basic maintenance on the automated valve system.

The Contractor shall provide a training syllabus and all necessary training materials, including handouts and presentations.

1.2.5 PERSONNEL AND CONDUCT REQUIREMENTS:

The Contractor shall provide a project point of contact (POC) who shall be responsible for all Contractor work performed under this SOW.

The POC shall be a single point of contact for the entirety of the project.

The name of the POC, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the POC, shall be provided to the Government as part of the Contractor's proposal.

The Contractor shall ensure that all personnel performing work under this SOW possess the following minimum qualifications and experience to perform work.

All Contractor personnel shall wear identification badges that display the Contractor name, employee’s photograph, name, and badge expiration date.

When on-site, badges shall be displayed conspicuously in plain view above the waist at all times.

Employees shall wear a Government-issued identification badge at all times while present at the Government facility.

Contractor personnel shall identify themselves as Contractors during meetings, telephone communications, email exchanges, or whenever their status is not immediately apparent.

All personnel shall abide by the policies, procedures, safety, security, sanitation, and environmental regulations of the DHS and the United States Coast Guard (USCG).

Employees shall present a professional appearance and conduct themselves in a manner that reflects positively on the United States Government and DHS.

The Government retains the right to direct the removal of any Contractor personnel for misconduct or security reasons, with prompt replacement by the Contractor.

The Contractor shall comply with all applicable drug and alcohol testing regulations.

The Contractor shall implement a drug and alcohol testing program that includes preemployment testing, random testing, and post-accident testing for all personnel performing work under this SOW.

1.2.5 ADMINISTRATIVE AND OPERATIONAL CONDITIONS:

Period of Performance: The work shall be completed within 30 calendar days of the date of the contract award, unless extended or modified in writing.

The 20 -day period of performance shall be broken down into the following phases with the specified deadlines:

Phase 1: Design and Engineering (Days 1-4) Phase 2: Procurement (Days 5-9) Phase 3: Installation and Integration (Days 10-29) Phase 4: Testing, Calibration, and Training (Day 29-30)

1.2.6 WORK HOURS:

Normal working hours shall be between 0700 and 1600 EST, Monday through Friday.

Occasional work outside these hours, including weekends and holidays, may be required to meet project deadlines.

Any request to perform work outside of normal working hours must be submitted to the COR for approval at least 48 hours in advance.

The request must include a justification for the o -hours work and a plan to minimize disruption to USCG operations.

1.2.7 PROJECT PLAN:

A draft Project Plan shall be submitted at the Post Award Conference.

The final Project Plan shall be submitted within 9 days after the award is announced, including scope, schedule, key personnel, and quality assurance measures.

The Project Plan shall be submitted and approved by the COR.

The plan shall include a detailed Work Breakdown Structure (WBS), showing the project schedule, and a resource allocation plan.

1.2.8 PROGRESS REPORTS:

Weekly progress reports shall be submitted via email, describing work performed, labor hours, technical progress, schedule status, and any issues or recommendations.

1.2.9 SECURITY AND CONFIDENTIALITY:

The Contractor shall coordinate security clearance procedures with DHS Security.

All sensitive data shall be handled in accordance with DHS policies.

The Contractor shall ensure all personnel adhere to security protocols.

The Contractor shall implement appropriate data security measures to protect sensitive information from unauthorized access, use, or disclosure.

These measures shall include, but not be limited to, encryption, access controls, and regular security audits.

Sensitive data includes, but is not limited to, Personally Identifiable Information (PII), Protected Health Information (PHI), and any other information designated as sensitive by the USCG.

1.2.10 DELIVERABLES AND ACCEPTANCE:

All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

1.2.3

1.2.11 PERFORMANCE & QUALITY ASSURANCE:

1.2.12 PAYMENT SCHEDULE:

100% upon completion and Final Acceptance by the COR

1.3 INSPECTION PRIOR TO BID:

Prospective bidders are encouraged to visit the site to familiarize themselves with the existing conditions. The site visit will be predetermined by the Contracting Officer and will be displayed on the Bid Requests. All site visit arrangements should be made by contacting LT Clara E. Dahill at (787) 975-9470 or Clara.E.DahillBaue@uscg.mil at least three days prior to the site visit date. Prospective bidders must have a copy of this SOW to gain access to the Housing areas. Have a valid driver’s license, vehicle registration and no firearms.

1.4 SUBMITAL OF QUOTES:

Quotes with a detailed and complete breakdown of all labor, equipment, and material (separately) shall be submitted by e-mail to the Contracting Officer.

1.5 HOURS OF OPERATION:

The services under this contract shall be performed during the normal duty hours indicated as, 7:00 AM to 4:00 PM, Mondays through Fridays (excluding federal holidays), except as otherwise authorized by the Contracting Officer Representative.

1.6 AVAILABILITY OF UTILITY SERVICES:

Reasonable amounts of electricity and potable water will be available to the Contractor without cost. The Contractor shall pay all costs incurred in connecting, converting, and transferring the utilities to the work. The Contractor shall be responsible for making connections. Temporary toilet facilities shall be provided and maintained by the Contractor for personnel.

1.7 CONTRACTOR SAFETY, SECURITY AND USE OF PREMISES: The Contractor will be working on a Coast Guard military installation and must be familiar with and obey established fire, safety, environmental and security regulations.

1.7.1 Security Passes:

Contractor personnel shall obtain security passes from the Security Office prior to beginning work and must always carry this ID while working on this project. Each employee must show a valid driver’s license, birth certificate or company ID card to be issued a security pass. The Security Office, building 146 Wing Road, is open to contractors for ID issuance Monday thru Thursday, 0800 – 1200. Personnel shall not stray from the immediate area of work or direct avenues of ingress and egress unless authorized in advance by the Contracting Officer's Representative (COR).

1.7.2 Safety Practices:

The Contractor shall ensure that the work area is clearly marked at all times and take necessary precautions to ensure safety hazards are minimized and mitigated. Perform and conduct the work to minimize obstruction to the paved driveways and parking and walkway area, and other interference with Coast Guard operations.

Contractor must follow the latest OSHA regulations on this project. The contractor shall prepare a Job Safety Analysis (JSA) and turn into COR. The contractor shall certify that all contracted personnel is qualified and trained in Safe Work Practices, Personal Protective Equipment (PPE) and Hazard Communication (HazCom and SDS). In the event of an accident, report immediately to COR and prepare an incident report.

1.7.3 Hazardous Materials:

The Contractor shall provide the Government with a list of all hazardous materials to be used in the performance of this project and ensure Safety Data Sheets (SDS) are available at the work site for all hazardous materials used. The Contractor shall provide and have at hand spill kit materials and containers to collect any spillage. Immediately contain and clean up the release or spill of any hazardous material and report the incident to the Environmental Protection Specialist, Mr. William González Hernandez at (787) 600-2672 or William.GonzalezHernandez@uscg.mil. The contractor shall not use any toxic substances materials as Asbestos, PCB, Lead, or prohibited refrigerants.

1.7.4 Equipment, Tools, and Vehicles:

The contractor shall inspect on a daily basis and ensure that all equipment, tools, and vehicles:

Do not have leaks and/or deteriorated hydraulic hoses.

All electrical cords and electrical extensions need to be in good conditions.

Ladders need to be in good conditions and comply with the user’s weight.

1.7.5 Protection of Property:

The Contractor shall protect the existing surrounding equipment, personal belongings, and property during the course of this work. Any damage caused by the Contractor shall be corrected at Contractor’s expense. The Contractor will be responsible for repair of any damage incurred to turf, landscaping, buildings, utilities, or pavement as a result of their work at no additional cost to the government.

2. GENERAL REQUIREMENTS:

2.1 The Contractor is responsible for verifying all dimensions, quantities, and conditions at the job site prior to commencing work.

2.2 Minor materials and work not specifically mentioned herein but necessary for the proper completion of the specified work shall be furnished without additional cost to the Government.

2.3 Contractor shall be required to commence work under this contract within the next 5 days after notice to proceed (NTP) given by the Contracting Officer. The project shall be completed within 30 days after commencement for a total of 30 days. The 30 days will include the time for submittals review and approved and to complete all project records (closeout documents). Any weather delays shall be immediately notified too the Contracting Officer’s Representative.

2.4 Contractor shall submit a schedule of activities prior project start and activity vision plan for the project.

2.5 The project is located at:

USCG Base Borinquen, 260 Guard Road, Aguadilla, Puerto Rico 00603

2.6 Contractor shall request final inspection prior to departing the worksite. The Contractor shall request final inspection with at least 2 working days in advance for proper coordination and approval. The Contractor shall provide any materials, labor and equipment and others to provide a usable and complete project.

2.7 Contractor shall coordinate all work with the USCG

Facilities Engineering Department (COR) Mr. Hector Laguer at (787)890-8465, the Facilities Engineer LT Clara E. Dahill-Baue at (787)975-9470, Local Housing Officer, and Environmental staff. Notify the USCG Facilities Engineering Department at least 2 working days in advance of work at the site to allow the USCG to provide notification to affected users.

2.8 The Contractor is authorized to work from 7:00 am – 4:00 pm Monday to Friday. Contractor shall provide the Contracting Officer with of names of all personnel who will be working on the site. The contractor may submit a revised list at any time during the project. Only personnel on the approved listing will be allowed on the site. All personnel shall carry proper identification (ID) when on site. Proper ID is defined as either the individual’s driver’s license ID or passport. The identification must be laminated and show facial picture of the individual. Individuals without proper ID will be escorted off the Coast Guard premises.

2.9 Warranty Document: Document shall state the manufacturer and/or contractor shall repair or replace the complete component if deterioration is caused by defective materials or workmanship. Also included shall be a paragraph certifying that all work was performed according to manufacturer’s recommendations. In addition, warranty shall specify that in the event of any deficiency created by an “Act of God” or any other event, if the contractor with the same original product does the repairs, the contractor shall continue honoring the existing warranty. Document shall be submitted to the COR or Facilities Manager Engineer for record.

2.10 The Contractor shall comply with the Immigration and Nationality Act (INA).

2.11 Contractor shall clean job site daily and dispose debris outside of USCG property.

2.12 Contractor shall conduct operations to cause the least possible interference with the normal operations, streets, driveways, parking areas and others.

2.13 Contractor shall store materials only in locations authorized by the Contracting Officer. No fire and hazardous materials or flammable liquids shall be stored or otherwise maintained within a building or structure, except as approved, and in accordance with the local fire regulations.

2.14 Contractor shall comply with all safety

requirements, personnel protective equipment (PPE) and OSHA Safety and Health Standards Digest, latest version, in all their activities and operations to perform the work. The Contractor shall comply with EM385 and PROSHA requirements. Also, if applies: Follow all Federal and Local Transportation Regulations. These regulations ensure safety, environmental protection, fair commerce, and infrastructure development.

2.15 Cleaning up: All clothes, cotton, wastes, sanding disks, and other cleaning materials which might constitute a fire hazard shall be placed in a metal container or destroyed at the end of each workday. Upon completion of the work, all staging, containers, and debris shall be removed from the site. Adjacent areas and surfaces negatively affected during the performance of this contract shall be left clean and returned to the original condition. The Contractor shall not use Coast Guard waste disposal facilities including garbage cans, trash piles or dumpster to dispose of cleaning materials.

2.16 Protection of Premises: The Contractor shall take all necessary precautions to protect the Government and private property from damage as a result of their operations. Existing property so damaged shall be promptly restored, repaired, or replaced to its original condition by the Contractor at their own expense.

2.17 Contractor shall coordinate all required work with the USCG Facilities Engineering Department, LT Clara E. Dahill Baue via e-mail at Clara.E.Dahill-Baue@uscg.mil, tel: (787) 975-9470.

2.18 APPEDIX:

2.19 Final Remark

This document constitutes a comprehensive and formal Scope of Work, including all contractual, technical, security, and administrative provisions necessary for the successful completion of the project. The Contractor shall perform all work in strict accordance with the specifications and schedules outlined herein.

Base Borinquen

*** END ***

image3.emf

Wash Rack & OWS Valve Automation 2025.pdf

C

B

Stormwater Sewer Sanitary Sewer

Wash Rack Water Hose

AIRCRAFT WASH MODE ACTIVE

GV # 2

OWS Valve

Storm water

V-3 Water Hose Valve

OWS TANK

SOLID

INTERCEPTOR

STORMWATER MODE (IN 5 MINUTES DRAIN)

GV # 1

V -3 Water

5 MINUTES TIMER WILL

CLOSE OWS SYSTEM AND

STORMWATER VALVE WILL

OPEN

STORMWATER MODE (NOT WASH ALLOWED)

SYSTEM FALIURE (VALVES WILL GO TO SAFE MODE “CLOSE”

Stormwater

Wash Rack & OWS Valve Automation 2025.vsdx

Page-1

Page-2

Page-3

Page-4 image4.jpeg image5.jpeg image1.jpg image2.emf

Process USCG Wash Rack and OWS automaization.pdf

U.S. Coast Guard Base Borinquen – Wash Rack & OWS Control Logic

1. Selector in WASH Mode

• Action:

• Energize Solenoid #1 (GV # 2) → Opens the OWS valve.

• Energize Solenoid #3 (V-3) → Opens the water hose valve.

• De-energize Solenoid #2 (GV # 1) → Keeps the stormwater valve closed.

2. Selector in FINISH WASH Mode

• Action:

• De-energize Solenoid #3 (V-3) → Closes the water hose valve.

• Start 5-minute timer (T1) to allow wash water to drain into the OWS.

• After 5 minutes:

• De-energize Solenoid #1 (GV # 2) → Closes the OWS valve.

• Energize Solenoid #2 (GV # 1) → Opens the stormwater valve for drainage.

3. Fail-Safe Operation

• If a failure occurs (e.g., power loss or valve malfunction), all three valves will fail to the closed position (fail-closed).

• Failsafe Design:

• GV # 2 : Fail-Closed

• GV # 1: Fail-Closed

• V-3: Fail-Closed

Alarm System & Indicator Lights

1. Green Light: When the system is in WASH Mode and ready for helicopter washing, indicating that the OWS valve is open and wash water will drain into the OWS.

• Condition: All valves are properly configured for washing (OWS open, hose open, stormwater closed).

2. Red Light: When the system is in Stormwater Mode, indicating that the OWS valve is closed, and the stormwater valve is open.

• Condition: The OWS valve is closed, and the stormwater valve is open after the 10-minute delay following FINISH WASH mode.

3. Manual Override/Fault Alarm: If there's a failure (e.g., a valve stuck or malfunctioning), a fault alarm will be triggered:

• Fault Light (Amber): Indicates a fault or maintenance required.

• Audible Alarm: Buzzer/horn activated.

System Wiring/Control Logic

1. Selector Switch Operation

• WASH Mode:

• Energize Solenoid #1 (GV # 2) → OWS valve opens.

• Energize Solenoid #3 (V-3) → Water hose valve opens.

• De-energize Solenoid #2 (GV # 1) → Stormwater valve stays closed.

• FINISH WASH Mode:

• De-energize Solenoid #3 (V-3) → Water hose valve closes.

• Start 5-minute timer (T1) for drainage.

• After 5 minutes:

• De-energize Solenoid #1 (GV # 2) → OWS valve closes.

• Energize Solenoid #2 (GV # 1) → Stormwater valve opens.

2. 10-Minute Timer

• After FINISH WASH mode, the 5-minute delay timer starts to allow the wash water to drain into the OWS.

• After 5 minutes, the system switches to Stormwater Mode (OWS valve closed, stormwater valve open).

Control Diagram Without PLC or Sensors

Here’s the updated manual control diagram with the fail-safe and indicator lights:

1. Selector Switch:

• WASH Mode: Energizes Solenoid #1 (GV # 2) and Solenoid #3 (V-3); de-energizes Solenoid #2 (GV # 1).

• FINISH WASH Mode: De-energizes Solenoid #3, starts the 10-minute timer.

2. Timer:

• After 5 minutes, de-energizes Solenoid #1 (GV # 2), and energizes Solenoid #2 (GV # 1) to open the stormwater valve.

Summary of Control Logic with Indicator Lights

Operating Mode GV # 2 (OWS) GV # 1 (Storm) V-3 (Hose) Indicator Lights

WASH Mode OPEN CLOSED OPEN Green Light (Ready to Wash)

FINISH WASH Mode OPEN (10m) CLOSED CLOSED Green Light

After 5 minutes CLOSED OPEN CLOSED Red Light (Stormwater)

System Fail (All Closed) CLOSED CLOSED CLOSED Fault Light (Amber)

Optional Alarm:

• Fault Indicator (Amber): When there's a malfunction, all valves will fail to closed positions, and a fault light will be triggered, accompanied by an audible alarm (buzzer/horn).

System Fail Behavior

• In the event of a failure (e.g., power outage or malfunction), all three valves (GV # 2, GV # 1, V-3) will fail to closed positions, ensuring that no water is allowed to flow through the system until it's manually reset.

Summary

This system now includes:

• Manual control using a selector switch.

• Fail-safe design where all valves close in case of failure.

• Indicator lights (Green for washing, Red for stormwater, Amber for faults).

• Timer-based switching between wash mode and stormwater mode after 10 minutes.

AIRCRAFT WASH MODE ACTIVE

STORMWATER MODE (IN 5 MINUTES DRAIN)

V -3 Water

5 MINUTES TIMER WILL

CLOSE OWS SYSTEM AND

STORMWATER VALVE WILL

OPEN

STORMWATER MODE (NOT WASH ALLOWED)

SYSTEM FALIURE (VALVES WILL GO TO SAFE MODE “CLOSE”

Stormwater