COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

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1 BY ORDER OF THE COMMANDER FAIRCHILD AIR FORCE BASE FAIRCHILD AIR FORCE BASE INSTRUCTION APRIL 2008 ACCESSIBILITY: Civil Engineering PREPARING BASE CIVIL ENGINEER WORK CLEARANCE REQUEST (FAIRCHILDAFB FORM 103) COMPLIANCE WITH THIS PUBLICATION IS MANDATORY Publications and forms are available on the e-publishing website at (will convert to on AF Link) for downloading or ordering. RELEASABILITY: There are no releasability restrictions on this publication. OPR: 92 CES/CEOC Certified by: 92 CES/CC (Lieutenant Colonel Gregory Ottoman) Supersedes FAIRCHILDAFBI , Pages: December 2001 This instruction is to be used to prepare and process FAIRCHILDAFB Form 103, (FAFB Form 103) Base Civil Engineer Work Clearance Request. Any agency that has to trench, hand dig, place an object into the ground, interrupt utilities, or accomplish work that will affect vehicular or aircraft traffic flow will process FAFB Form 103. This includes all required work, utility outages, disruptions of aircraft/vehicular traffic flow, or where excavation of greater than six inches is required (whether accomplished in-house or by self-help, contract, Prime Base Engineer Emergency Force (Prime BEEF), Rapid Engineers Deployable Heavy Operational Repair Squadron Engineers (RED HORSE), Air National Guard, Air Force Reserve, etc.). FAFB Form 103 is used to coordinate work-related activities with key base agencies. It is also used to identify potentially hazardous work conditions. Normally, routine work clearance will take ten business days to process and is valid for the number of days indicated by the approving official. Failure to comply with this publication is punishable as a violation of Article 92, Uniform Code of Military Justice (UCMJ) and under all state and federal laws. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using AF IMT 847, Recommendation for Change of Publication; route AF IMTs 847 from the field through the appropriate functional chain of command. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with AF Manual (will convert to AFMAN ), Management of Records, and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at No waivers may be granted for any part of this publication. SUMMARY OF CHANGES This publication has been substantially revised and must be completely reviewed. This version supersedes FAIRCHILDAFBI , 10 December 2001, incorporating guidance and procedures for

2 2 FAIRCHILDAFBI APRIL 2008 preparing and submitting a FAFB Form 103. Major changes include: updated format to comply with Air Force Instruction , Publications and Forms Management, added requirement for multiple permits for multiple locations, changed time frame Civil Engineering has to mark locates from 48 hours to 72 hours based on historical trend and feasibility, updated OPR to Civil Engineering Operations Control (CEOC) and changed Maintenance Engineering to Operations Control added requirement for Engineering Flight and Grounds Contractor to attend weekly meeting, removed requirement for requester to attend weekly meetings and added requirement that the original permit must reside in the excavation equipment if used.

3 FAIRCHILDAFBI APRIL Chapter 1 RESPONSIBILITIES 1.1. Implementation Responsibility The Commander, 92d Civil Engineer Squadron (92 CES/CC), is responsible for the successful implementation of the Fairchild Air Force Base (FAFB) Form 103 process Requester s Responsibilities File FAFB Form 103 as specified in Chapter Mark, on the ground, the limits of the proposed excavation in white spray paint or white flags (stakes in soil in winter months) prior to the FAFB Form 103 coordination meeting Maintain all markings indicated on the FAFB Form 103. Note that these markings may appear as early as 24hrs after submitting a permit. Check your excavation area daily to confirm these markings Have original FAFB Form 103 on site, or if an excavation vehicle is used, the operator must possess permit while work is underway Forward any changes to the site utility plan to 92d Civil Engineer Squadron, Geo Integration Office (92 CES/CEOG) in order to update utility drawings Submit a new FAFB Form 103 if there are any changes in the clearance originally approved, permit expires or additional requirements are needed CES/CEOC will not conduct reapproval of old permits Civil Engineering Responsibilities The Engineering Flight (92 CES/CEC) coordinates design and construction projects, and 92 CES/CEC Flight Commander approves FAFB Form 103s for 92 CES/CEC-initiated work CES/CEC attends FAFB Form 103 coordination meetings and coordinates for Section 10K, Engineering The Operations Flight (92 CES/CEO) ensures attendance of 92 CES/CEO personnel at FAFB Form 103 coordination meetings and approves FAFB Form 103s for all work not initiated by 92 CES/ CEC CES/CEOC is primarily responsible for administration and single-point management for work-clearance procedures. All FAFB Form 103s will be processed through this office within 10 business days of submission to CEOC. Responsibilities also include formally notifying 92 CES/CEO of weekly no-shows. CEOC will conduct random site visits to ensure areas are marked and construction personnel have the original permit on site The Facilities Maintenance, Heavy Repair and Infrastructure Elements (92 CES/CEOF/ CEOH/CEOI) attend FAFB Form 103 coordination meetings; coordinates for Sections 10A-G, I, K, and L; and provides utility locates within 72 hours of the coordination meeting in which the request is presented.

4 4 FAIRCHILDAFBI APRIL Shops may not write call before dig on the FAFB Form 103 if dig is located on Fairchild AFB. However, if dig is at a remote site were man-hours and transportation are unavailable to accomplish markings then the marking agency may contact the requester and arrange for a specific time to conduct markings outside of the 72 hour timeframe. The permit must still be completed within 10 business days regardless of agreements made CES/CEOF/CEOH/CEOI state in the remarks column the distance to and depth of the closest utility line of their responsibility. The word OK is not permitted in these sections The GEO Integration Office (92 CES/CEOG) is responsible for printing all maps required for FAFB Form 103s. CEOG will print the 11 x17 maps with the Fairchild image on, all utilities on, and scale set to between 1:300 (1 in = 25 ft) and 1:4200 (1 in = 350 ft). Unless specifically approved by CEOC for special situations, the default scale is 1: The Environmental Flight (92 CES/CEV) attends FAFB Form 103 coordination meetings and coordinates for Section 10H, Environmental The Fire Protection Flight (92 CES/CEF) attends FAFB Form 103 coordination meetings and coordinates for Section 10J, Fire Protection External Agencies Responsibilities The Grounds Contractor attends FAFB Form 103 coordination meetings and coordinates for Section 10L, Grounds Contractor The 92d Security Forces Squadron, Security Element (92 SFS/SFOXC), attends FAFB Form 103 coordination meetings and coordinates for Section 11, Security Forces Wing Safety (92 ARW/SEG) attends FAFB Form 103 coordination meetings and coordinates for Section 12, Safety The 92d Operations Support Squadron, Base Operations Element (92 OSS/OSAA), attends FAFB Form 103 coordination meetings and coordinates for Section 13, Base Operations The Cable TV Service Provider attends FAFB Form 103 coordination meetings, coordinates for Section 14, Cable TV, and provides utility locates within 48 hours of the coordination meeting in accordance with Revised Code of Washington (RCW) , Underground Utilities The Landline Phone Service Provider coordinates for Part B, Section 10D, and provides utility locates within 48 hours of notification in accordance with Revised Code of Washington (RCW) The 92d Communications Squadron, Telephone Management Element (92 CS/SCX) is the primary office of responsibility for the communications squadron and shall coordinate work with applicable agencies (ALTECH, Meteorological Navigation (METNAV) and Visual Information/Intrusion Detection Systems (VIIDS). 92 CS/SCX is responsible for sending a representative to 92 CES/CEOC and obtaining all documents to process FAFB Form 103, Part B, Section 10A-C, Communications Squadron. All FAFB Form 103, Parts B, will be processed through this office within five business days of their receipt.

5 FAIRCHILDAFBI APRIL Chapter 2 PROCESSING REQUIREMENTS FOR EXCAVATIONS 2.1. Permit Preparation Complete blocks 1-9 on Part A and B of the FAFB Form Write your initials on the requester s responsibilities paragraph at the bottom of Part B You must provide two color copies of utility drawings (G-Tab) showing the area affected by work. Utility drawings must be requested from 92 CES/CEOG, GEO Integration Office 100 West Ent St Requester will highlight on the drawings in pink, orange or yellow showing the limits of work and place one drawing(map) with part A and one with part B. Do not use blue, black, purple, green, pen or pencil to highlight dig locations. Requester should be sure to mark the area to be excavated/ worked as accurate and to scale as possible. This will be the absolute limits of the excavation/work area. Pen or pencil may be used to annotate notes on the maps for greater clarification. Do not use any color of highlighter to write notes Mark the limits of work. (see paragraph ) All permits must be submitted in person to 92 CES/CEOC Submit all completed documentation (do not staple or fold documents) to Customer Service, 92 CES/CEOC, (DSN) / (Commercial) before 0830 Tuesday mornings. This will allow 92 CES/CEOC to ensure all parts are correct and will help expedite requests Permits that do not meet the guidelines of this instruction will not be processed or logged into the tracking system and will be returned to the requester A separate permit is required for each dig location if more than 100 feet away from primary dig location or if more than one piece of equipment will be in operation simultaneously. Blanket permits are available for approved, fenced in construction projects that will allow contractors use of an unlimited number of excavation equipment and unlimited digging rights within the cordon of the original request. Exemptions for situations outside these constraints may be requested in writing to 92 CES/CEOC, (DSN) / (Commercial) Coordination Requester may discuss their FAFB Form 103 at the weekly FAFB Form 103 coordination meeting to describe the extent of the proposed work and answer questions related to their request. These meetings are conducted every Tuesday at 0900 in the CE Maintenance Engineering Conference Room, 100 West Ent Street, Suite 310. Location subject to change depending on permit load. Regardless all agencies will report to CE Customer Service at the scheduled time All agencies indicated in Chapter 1 are required to attend the weekly coordination meeting unless prior arrangements have been made. 92d Communications Squadron is not required to attend but is required to send a representative to retrieve new permits on a weekly basis (Ref ). Agency representatives will coordinate on all FAFB Form 103s; they will indicate their coordination by signing the appropriate block on the FAFB Form 103. The Remarks column will be used to indicate the

6 6 FAIRCHILDAFBI APRIL 2008 area is clear for digging or the utility locates will be accomplished within 72 hours of the date of the coordination meeting. To facilitate the locating process, coordinating agencies are encouraged to take a copy of the site plan to the field Coordinating agencies will clearly mark the location of their utilities within the construction area not later than 72 hours after the FAFB Form 103 coordination meeting and no later than 5 business days for 92 CS. Utility markings must be accomplished in accordance with the American Public Works Association Uniform Color Code and must be reasonably accurate to the actual utility. Contractor or requester shall hand dig in areas within 24 of outside dimension on all sides of an underground utility in accordance with RCW Final approval on all FAFB Form 103s will be obtained by 92 CES/CEOC once all other coordination is complete. Approval authority rests with 92 CES/CEC for all CEC-initiated work; 92 CES/ CEO has approval authority for all other FAFB Form 103s. Upon approval, 92 CES/ CEOC will notify the user that the FAFB Form 103 is available for pick up During any excavation, the senior person assigned to the job site will post or have on hand the original copy of a current and approved FAFB Form 103 or a copy if the original is with the excavation equipment operator (paragraph ). The requester of the FAFB Form 103 has ultimate responsibility for implementation of this requirement If a utility line is hit, regardless of fault, 92 CES/CEOC must be notified immediately. A meeting will occur within five business days of the incident to determine the cause of the utility line break and possible process corrections. Attendees will include 92 CES/CEOC, a representative from the agency whose utility was cut and the requester. The meeting will be scheduled by 92 CES/CEOC Special Requirements Contract Design The 92 CES/CEC project manager will initiate FAFB Form 103 in accordance with the procedures in paragraph 2.1. After all agencies have completed locating operations the architect-engineer (A-E) firm will verify the location of all utilities using appropriate means. In some cases the A-E will pothole to physically find utilities not locatable by electronic finders. The A-E will provide a detailed site plan with any utility updates to the project manager upon completion Upon completion of the design, the engineering project manager will forward the site plan to 92 CES/CEOG to improve the accuracy of the base utility plans In-house Design The 92 CES/CEC project manager will initiate FAFB Form 103 in accordance with the procedures in paragraph 2.1. to verify the location of all utilities pertinent to the project work. The project manager will provide a detailed site plan with utilities accurately located Where the project requires a utility connection, 92 CES/CEO will provide manpower/ equipment to locate the utility and verify location (to include depth.) The 92 CES/CEC project engineer will initiate a direct schedule work order to accomplish the required work Upon completion of the project, the project manager will forward the as-built site plan to 92 CES/CEOG to improve the accuracy of the base utility plans Contract Execution

7 FAIRCHILDAFBI APRIL Prior to the start of a construction project, the project manager shall initiate FAFB Form 103 and attach the design-verified utility drawing. If the design completion date is greater than 120 days from the contract award, the construction manager shall coordinate with 92 CES/CEOG to ensure the utility site drawings are still current and correct with regard to additional in-house accomplished work. The FAFB Form 103 will be taken to the weekly coordination meeting to be initialed; this will serve as notice to all parties that the work is about to begin. The FAFB Form 103 shall be annotated by 92 CES/CEC with the following note, Approval based on designer verification of existing utilities. All utilities affecting this project are shown on the attached utility drawing. Contractor is responsible for maintaining marked location and protection of all utilities, and approved by signing Upon completion of the FAFB Form 103, 92 CES/CEOC will return the completed form to the project manager. Contractors are not allowed to conduct business through 92 CES/CEOC Customer Service. They must do all coordination through their assigned project/construction manager Upon completion of work (identified on the FAFB Form 103), the project manager will forward as-built drawings to 92 CES/CEOG, who will update utility drawings to reflect the revised site conditions Utility Outages FAFB Form 103 is required for all requested utility outages Requester will follow general processing requirements as applicable. In addition, requester will coordinate with facility manager of all affected facilities to notify them of planned utility outages. Base personnel and contractors shall not turn off electrical power, fire protection systems, and water system valves affecting any facility. All utility shutdowns will be done by 92 CES shop personnel only. Base personnel and contractors shall contact 92 CES/CEOC to coordinate all utility shutdowns. All such coordination shall be annotated in block 16 on the FAFB Form CES/CEOC will notify 92 CES Commander, Deputy, Operations Flight Commander, 92d Mission Support Group Commander and 92 CS Commander regarding situations requiring outages affecting any of the priority facilities listed in Annex H of CE OPlan , Contingency Response Plan Road Blocks FAFB Form 103 is required for all work that will include blocking or rerouting vehicular traffic either temporarily or permanently If submitting a FAFB Form 103, Work Clearance Request for digging, the requester must indicate that the work will also require blocking or rerouting traffic at the time the form is submitted. If the road blockage is not indicated on the original form, the requester is not authorized to block traffic. Blocking, partially blocking or rerouting traffic without prior coordination through 92 SFS/SFOXC and 92 CES/CEF via FAFB Form 103 shall not be permitted When traffic is blocked, the requester must comply with all AMC traffic laws and all RCW laws, as applicable Airfield Work

8 8 FAIRCHILDAFBI APRIL FAFB Form 103 is required for all work that will interfere with normal daily aircraft operations on the runway, overrun, parallel, taxiway, apron or flight line Requester must process a FAFB Form 103 as well as all applicable airfield waivers through 92 CES/CECX before proceeding with work on the airfield Emergency Work If the work is "EMERGENCY," the requesting official, specified in Block 5, will hand- carry the FAFB Form 103 to each agency for coordination and then to 92 CES/CEOC for 92 CES/CEO signature and final processing. The requester has authority to implement expedient actions (immediate coordination) to meet emergency situations for safety, security, and mission. Projects behind schedule, poor planning practices and special favors do not warrant Emergency Work.

9 FAIRCHILDAFBI APRIL Chapter 3 EXCAVATION AND WORK SITE SAFETY VIOLATIONS 3.1. Instruction Violations If during the course of work any of the provisions found in this instruction are violated 92 CES/ CEOC will immediately notify the site supervisor or project/construction manager. The senior official will immediately correct the situation and when the work is done by contract the project/construction manger will notify the contracting officer to halt all site operations pending investigation. If necessary, 92 CES/CEOC (C.O. with contractors) will contact 92 SFS to assist in halting operations in the event such orders are not followed. In extreme cases concerning contractors or non-dod civilians, local law enforcement agencies (Washington State Patrol or Spokane County Sheriff) may be required to assist 92 SFS in halting operations If a line was hit and the requester was determined by 92 CES/CEOC (or 92 CONS/Contracting Officer) to be at fault (paragraph ) they are responsible for all costs associated with expedient and permanent repairs of all damage. If original work was done by contract then 92 CONS/Contracting Officer may deduct the necessary amount off of the contract agreement to facilitate repairs Washington State Laws Any excavator who excavates, without a valid permit (FAFB Form 103), is guilty of a misdemeanor. (Ref RCW ) Any person who intentionally provides an operator with a false excavation clearance is guilty of a misdemeanor. (Ref RCW ) Any person who willfully damages or removes a permanent marking used to identify an underground facility or pipeline, or a temporary marking prior to its intended use, is subject to a civil penalty of not more than one thousand dollars for each act. (Ref RCW ) Excavators who comply with the requirements of this instruction are not liable for any damages arising from contact or damage to an underground fiber optics facility other than the cost to repair the facility. (Ref RCW ) An excavator who, in the course of excavation, contacts or damages an underground facility shall notify the utility owning or operating such facility and the one-number locator service. If the damage causes an emergency condition, the excavator causing the damage shall also alert the appropriate local public safety agencies (DIAL 911 or Fire Dept. (DSN) / (Commercial) ) and take all appropriate steps to ensure the public safety. No damaged underground facility may be buried until it is repaired or relocated. (Ref RCW ) Any person who violates any provision of this chapter not amounting to a violation of RCW , and which violation results in damage to underground facilities, is subject to a civil penalty of not more than one thousand dollars for each violation. (Ref RCW ) Any excavator who willfully or maliciously damages a field-marked underground facility shall be liable for treble the costs incurred in repairing or relocating the facility. In those cases in which an excavator fails to notify known underground facility owners or the one-number locator service, any

10 10 FAIRCHILDAFBI APRIL 2008 damage to the underground facility shall be deemed willful and malicious and shall be subject to treble damages for costs incurred in repairing or relocating the facility. (Ref RCW ) 3.3. Inquiries Direct questions regarding the FAFB Form 103 process to 92d Civil Engineer Squadron Operations Control, 100 W Ent. Street, Fairchild AFB WA

11 FAIRCHILDAFBI APRIL Chapter 4 PRESCRIBED AND ADOPTED FORMS 4.1. Prescribed Forms FAIRCHILDAFB Form 103, Base Civil Engineer Work Clearance Request 4.2. Adopted Forms AF IMT 847, Recommendation for change of publication THOMAS J. SHARPY, Colonel, USAF Commander, 92d Air Refueling Wing (AMC)

12 12 FAIRCHILDAFBI APRIL 2008 Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION References AFI , Operations Management AFI , Publications Management Program AFMAN , Management of Records RCW , Underground Utilities Abbreviations and Acronyms AF Air Force AFI Air Force Instruction AFMAN Air Force Manual BCE Base Civil Engineer FAFB Fairchild Air Force Base FAFBI Fairchild Air Force Base Instruction IMT Information Management Tool METNAV Meteorological Navigation OPR Office of Professional Responsibility Prime BEEF Prime Base Engineer Emergency Force RCW Revised Code of Washington RDS Records Disposition Schedule RED HORSE Rapid Engineers Deployable Heavy Operational Repair Squadron Engineers VIIDS Visual Information & Intrusion Detection Systems