COSA_Form.docx

STANDARD OPERATION PROCEDURE (SOP)

IMPC-HAW-PWM (rev. 7/25/17)

CONTRACTOR OPERATIONS AND STORAGE AREA (COSA)

REQUEST

1. Purpose: The purpose of the “COSA SOP” is to promote the most efficient use of limited land resources by providing procedures to initiate, coordinate, schedule and manage COSA Sites for contractors throughout the Army Installations of Hawaii.

2. Applicability:

a. All contractors, units, activities, directorates, and external agencies requiring COSAs on property under the control of the United States Army Garrison, Hawaii, (USAG-HI). This applies to all government construction contracts that require a COSA.

b. This applies to all MILCON, R&M and SRM projects/contracts that require COSA sites outside of the approved “project limits” of the construction contract. Typically the COSA should be determined during the planning phases (i.e. Planning Charrettes) of each project or before the design phase and be included within the project limits wherever possible.

c. Refuse and tree trimming contracts that support day-to-day trash/tree removal for the installation are not covered by this SOP.

d. Contractors and/or external agencies requesting space not connected with a government construction contract are not covered by this SOP and can only be authorized space by a real property instrument.

3. Scope: COSA Requestor shall complete “enclosure 1” and submit to the Engineering Division PM for In-house and JOC projects or to the Master Planning PM for Permission Only Projects, who will submit a FEWR to begin the process.

4. General COSA Requirements:

a. Contractor COSA Request (Must include map of proposed site).

b. FEWR with completed COSA Request (To including map of proposed site).

c. Coordination of the Site prior to approval.

d. NEPA (If Required).

e. Approval of the site.

f. Stewardship while under contractor control.

g. Restoration and closeout upon completion of the contract period.

5. Responsibilities:

a. COSA sites will be approved by the Director of Public Works (Per Delegation Authority).

i. The Business Operations Division will route the FEWR.

ii. The Planning Division will coordinate the site.

iii. The Environmental Division will determine the NEPA requirements.

iv. The Engineering Division will ensure compliance with the approval memo via the Contracting Office. Engineering Division will also provide notification to the Major Commands.

v. Contractor will provide 90 day notice of intent to vacate the COSA, restore the site and follow closeout procedures.

b. Special Conditions: Will be determined through the process and included in the DPW Director’s approval memo.

c. Notifications: Major Commands and Directorates will be notified upon approval of the COSA Site (For information purposes only).

6. COSA Period: The approval/permission will be for the contract period of performance and will provide for removal and restoration of the premises when the contract expires. Use of structures or facilities for any purpose other than fulfillment of the contract are not authorized. Contract extensions must be coordinated with DPW to determine impacts to future projects and/or COSAs.

7. COSA Procedures: The COSA is structured into three parts; the COSA Request, the COSA Approval, and the COSA Closeout.

a. The Contractor shall submit a written request for the COSA via the Contracting Officer/Contracting Officers Representative (COR) to the DPW Project Manager (PM) in charge of the project that the COSA supports. The COSA Request identifies the requirement enabling DPW to process, coordinate and confirm the COSA. The request will address the 5 W’s (Who, What, When, Where and Why?) and include a map of the proposed COSA. The request will also address the following if required.

i. Site Office: Construction Trailers

ii. Utilities: Electrical, water, sewer and etc...

iii. Contractor Parking:

1. Contractor privately owned vehicle (POV) Parking will be contained within the project limits or at the COSA site and shall not take up limited parking from other installation tenants.

2. Contractor construction vehicles and equipment will be contained within the project limits or at the COSA site.

iv. Traffic Control and Fencing: A Traffic Control Plan/Excavation Permit must be submitted for traffic control and/or excavation required for items such as haul routes or fencing around the COSA.

v. The request should be submitted no later than 8 weeks prior to occupation allowing time to process the request.

vi. A joint inspection of the COSA site will be conducted with the parties to confirm and document the original condition prior to occupation of the COSA.

b. The COSA Approval: The approval is based on concurrence from DPW Divisions and Impacted agencies with final approval from the Director of Public Works per delegation authority dated 22 December 2015.

c. The COSA Closeout: Termination of the COSA will include an onsite inspection to ensure restorations of the site has been completed to include photos. The contractor should notify the Contracting Office/COR 90 days prior to schedule close-out proceedings. Termination of site includes the appropriate close out procedures to return the COSA to the Army. Contractor agrees that any and all items must be removed and the site restored prior to returning the COSA site to the Army.

8. Final Approval: Consists of the Installation Commander or his/her designee approval and signature (The DPW Director is delegated this authority as of 22 December 2015).

9. Contracting Offices: Upon final approval, this document shall become part of the contract via the appropriate contracting office.

10. COSA Processing Time: The minimum COSA processing time is 14 calendar days from time of receipt.

See “Enclosure 1” Below

(Enclosure 1)

US Army Garrison Hawaii (USAG-HI) Directorate of Public Works (DPW)

CONTRACTOR OPERATIONS AND STORAGE AREA (COSA) REQUEST

Date Prepared: _______________ COSA Number: (Provided by DPW Master Planning POC)

1. General Information (To be completed by requesting Contractor):

a. Contractor Name: _________________________________________________________

b. POC: ___________________________________________________________________

c. Phone Number: ______________________ Email Address: _______________________

d. Location of COSA:________________________________________________________

e. Project Title: _____________________________________________________________

f. Project FEWR Number (DD4283) ____________________________________________

g. Project POC Phone Number & Email: _________________________________________

h. Contract Number, COR, Phone Number & Email: _______________________________

i. Performance Period: _______________________________________________________

j. Brief Description (include in the description if HAZMAT will be stored within the COSA): ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

k. Will the COSA site be fenced: Yes / No

l. Will Utilities be required at the COSA: Yes / No

m. Contractor understands and agrees to maintain good stewardship of the site during the entire use of the property. Failure to maintain the COSA to the approved standard may result in early termination of the COSA or withdrawal of the approval.

n. Contractor understands and agrees that any and all items must be removed and the site restored to original condition prior to returning the COSA site to the Army.

GOVERNMENT INDEMNIFICATION:

2. The receiver of the memorandum granting use of the COSA will certify by signature below indemnification of the government of all liabilities resulting from his use or operation of the site and that all provisions within this memorandum are complied with.

Contractor concurrence and signature:

Contractor Date

3. Directorate of Public Works, Engineering Division, 2nd Floor, Bldg. 108, 742 Santos Dumont Avenue, Wheeler Army Air Field. Project Manager, Title, Phone Number. Business Hours: Mon - Fri. 0730-1600.

a. For In-house and JOC Projects, Engineering PM receives the request from the Contractor/Contracting Office and reviews to ensure the request addresses the 5 W’s (Who, What, When, Where and Why?) and includes a map of the proposed COSA.

b. Validates the requirement.

c. PM submits a FEWR to include the written request and map of the proposed COSA Site as attachments.

d. Determines if a Traffic Control Plan/Excavation Permit required. If yes, Contractor completes as required.

e. Coordinate the site with Planning Division.

4. Directorate of Public Works, Business Operations Division, 1st Floor, Bldg. 104, 947 Wright Avenue, Wheeler Army Air Field. Phyllis Rollins, Chief, Work Management Branch, 656-5281. Business Hours: Mon - Fri. 0730-1600.

a. Receives FEWR and inputs to the system which includes the written request and Map of the proposed COSA.

b. Processes FEWR to Engineering, Master Planning and Environmental Divisions for coordination and concurrence.

5. Directorate of Public Works, Planning Division, 1st Floor, Bldg. 105, 948 Santos Dumont Avenue, Wheeler Army Air Field. Scott Ellis, CSU Contractor, Master Planning Division, scott.r.ellis18.ctr@mail.mil 808-656-3292. Business Hours: Mon.-Fri. 0700-1530.

a. For Permission Only Projects, Master Planning PM receives the request from the Contractor/Contracting Office and reviews to ensure the request addresses the 5 W’s (Who, What, When, Where and Why?) and includes a map of the proposed COSA.

b. Negotiates the COSA with the PMs, Contracting Office and Contractor.

c. Ensures COSA does not impact future projects or future COSA Sites.

d. Once the site is negotiated/determined the NEPA and Traffic Control Plan/Excavation Permit will may submitted via their respective Division PMs (These may be processed in parallel).

6. Directorate of Public Works, Environmental Section, 3rd Floor, Bldg. 105, 948 Santos Dumont Avenue, Wheeler Army Air Field. POC: Lisa Graham, NEPA Program Manager, 656-3075 and Carrie Nelson, IRP/MMRP Program Manager, 656-3092. Business Hours: Mon.- Fri. 0730-1600.

a. Determines NEPA Requirements: Yes / No, If yes Contractor completes as required.

b. Establishes baseline conditions.

7. 30th Signal NETCOM, Wheeler Army Airfield Bldg. 600. POC: Mr. Irving Tomita (Primary), 656-1768 or Mr. Walt Selders (Alternate) 656-8066 Business Hours: Mon.- Fri. 0730-1600.

COSA location drawing and plan review to ensure underground/aboveground communications lines will not be affected or if affected, will be mitigated by the contractor.

8. Is the proposed COSA located within 100 feet of the Housing Ground Lease boundaries? Yes / No If answer Yes to item 8 above, proceed to item 9 below. IPC concurrence is required. If answer is no, continue to item 10 below.

9. Island Palm Communities (IPC): The Contractor/Unit shall review Boundary Maps of the Housing Ground Lease. IPC concurrence shall be attained prior to approval of the COSA within close proximity to the Housing Ground Lease boundaries. Contact the RCI Housing Office: Tony Van Vleet 655-7668 anthony.c.vanvleet.civ@mail and Steve Wendel (IPC) 257-3194 swendel@ipchawaii.com.

Remarks: _______________________________________________ Date: _________________ Concur: _______________ Non-concur: ________________ Notice Received: _____________ Please provide a copy of this completed and signed request (for notice only) to:

IPC, Attn: Tony Van Vleet, 655-7668 anthony.c.vanvleet.civ@mail.mil. Business Hours: Mon-Fri, 0800-1600, 215 Duck Road, Bldg 950, Schofield Barracks, HI 96757

10. Will the proposed COSA impact Directorate of Family, Morale, Welfare and Recreation? Yes / No If Answer is Yes to item 9 above, proceed to item 10 below. DFMWR concurrence is required. If answer is no, continue to item 11 below.

11. Directorate of Family, Morale, Welfare and Recreation, Bldg. 547, 350 Eastman Road, Wheeler Army Air Field, Melanie Kester, Administration Officer, 656-0105. (Email: melanie.l.kester.naf@mail.mil). Submit one (1) copy. Business Hours: Mon.-Fri. 0800-1630.

FINAL APPROVAL:

12. FINAL APPROVED COSA: Consists of this document together with the DPW Director’s (Approving Authority) approval memo. The Contractor/Unit shall maintain the COSA approval on site at all times.

CONTRACTING OFFICE:

13. Contracting Officer: The contracting officer for this project upon receipt of the memorandum granting use of the COSA by the contractor will certify that all provisions within the memorandum are detailed as part of the contract requirements in support of __________________ project.

Completed and Approved Contractor Operations and Storage Approval Received By:

Contracting Officer Date

FOR INFORMATION ONLY:

After Approval from the Approving Authority the following Government Agencies and Private Organizations listed below will notified for information purpose only.

1. Directorate of Emergency Services (DES), Operations, Bldg. 107, 745 Wright Avenue, Wheeler Army Air Field, Mr. Thomas Burke, Chief Operations Officer at 808-656-0525 (email: Thomas.f.burke40.civ@mail.mil) DES Provost Sergeant at 808-656-5398 (Email: james.williams1404.mil@mail.mil); Bldg 107, 745 Wright Avenue, Wheeler Army Air Field. Submit one (1) copy. Business Hours: Mon.-Fri. 0730-1600.

2. Logistics Readiness Center (LRC), Plans and Ops Division, Bldg 6039 (Rm 211) 1904 Higgins Road, East Range Schofield Barracks. Geno Sergi, Plans Chief, 656-1962. (Email: eugene.r.sergi.civ@mail.mil). Email is preferred.

3. 25th ID Headquarters, Division Engineering, Bldg 3004, Schofield Barracks. CPT Hiromoto Shono, Facilities Officer, email: hiromoto.shono1.mil@mail.mil or CW2 Enrique Rios, email: Enrique.v.rios.mil@mail.mil. Email is preferred.

4. Federal Fire Department (FFD), Bldg. 284, 650 Center Drive, Pearl Harbor, David Jimenez, Fire Prevention Chief, 471-3303, Ext. 631. (Email: david.d.jimenez@navy.mil). Email is preferred.

5. Island Palm Communities (IPC): Attn: Tony Van Vleet 655-7668, anthony.c.vanvleet.civ@mail.mil. 215 Duck Road, Bldg. 950, Schofield Barracks, HI 96757. Business Hours: Mon-Fri, 0800-1600