Aircraft refueling for a variety of types and models, both assigned and transient, at Polk Army Airfield, Louisiana

THIS IS A Sources Sought Notice ONLY. The U.S. Government currently intends to award a contract for Aircraft Refueling at Fort Polk, Louisiana on an SOLE SOURCE basis, but is seeking vendors that may be able to perform this requirement in order to support a competitive procurement for a period of six (6) months (September 2016 through March 2017). Accordingly, the U.S. Government highly encourages all interested small businesses to respond to this sources sought synopsis. In addition, small businesses, in all socioeconomic categories (including, 8(a) Business Development Program, Small Disadvantage Business, Historically Underutilized Business Zone, Service-Disabled Veteran-Owned, Women-Owned Small Business concerns), must describe their identifying capabilities in meeting the requirements at a fair market price. The statutory authority for the sole source procurement is 10 United States Code 2304(c)(1) as implemented in Federal Acquisition Regulation 6.302-1(a)(2)(iii), Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. Attached are the draft Performance Work Statement (PWS), Performance Requirements Summary (PRS) and Technical Exhibits with workload data for reference to. This notice does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. However, if a competitive solicitation is released, it will be synopsized on the Government wide Point of Entry. It is the responsibility of potential offerors to monitor the Government wide Point of Entry for additional information pertaining to this requirement. The NAICS code is 561210 Facilities Support Services, Size Standard $38.5 M. In response to this sources sought, please provide the following (if needed): 1. Identify any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition and identify alternatives or solution solutions. Also contact the MICC Advocate for Competition, Dean Carsello, at dean.m.carsello.civ@mail.mil or 210-466-2419, if you believe that this action is unreasonably restricting competition. Include the subject of the acquisition, this announcement, and the MICC POC information from the Sources Sought Synopsis. Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion. In response to this sources sought, please provide the information requested in paragraphs 2-7 below NOT LATER THAN 04:00 pm (CST), 12 August 2016 via email to Ms. Tamera Butler, at tamera.s.butler.civ@mail.mil and Ms. Christine Stringer, at christine.stringer.civ@mail.mil. 2. Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, identify business size (large business or a small business), and if applicable, a statement regarding small business status (including small business type(s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code. 3. Identify whether your firm is interested in competing for this requirement as a prime contractor or not. Identify subcontracting, joint ventures or teaming arrangement that will be pursued, if any. 4. Information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent certifications, etc., that will facilitate making a capability determination. 5. Information to help determine if the requirement (item or service) is commercially available, including pricing information, basis for the pricing information (e.g., market pricing, catalog pricing), delivery schedules, customary terms and conditions, warranties, etc. 6. Identify how the Army can best structure these contract requirements to facilitate competition, including competition among small business concerns. 7. Recommendations to improve the Army's approach/specifications/draft PWS/PRS to acquiring the identified items/services. PERFORMANCE WORK STATEMENT STATEMENT OF WORK Page 1 GENERAL 1. SCOPE OF WORK. The contractor shall furnish all personnel, management, material, supplies, and equipment, except as specified in paragraph # 3 as Government furnished, to perform all functions of aircraft refueling for a variety of types and models of fixed wing, UAS and rotary wing aircraft, both assigned and transient, at Polk Army Airfield, Louisiana. 1.1 CONTRACTOR PERSONNEL 1.1.1 Project Manager: The Contractor shall designate a representative, hereafter referred to as the Project Manager. The Project Manager shall be authorized and empowered to act for and make decisions on behalf of the Contractor on all matters relating to this contract, to serve as the point of contact for the Government, and to conduct overall management coordination with the Government. The Project Manager shall be available by telephone during the installation's normal hours of operation. The contractor shall provide in writing the name and telephone number for the Project Manager to the Contracting Officer not later than five (5) days prior to start of performance under this contract and upon change of Project Managers. In addition, the Contractor shall designate an individual(s) "on-call" to contact in the event of problems during other than installation normal hours of operation. The name(s) and telephone number of on-call personnel shall be provided to the Contracting Officer no later than five (5) days prior to start of performance under this contract and upon change. Contractor Manpower Reporting Application (CMRA): Contractor shall acquire a user account and provide necessary information at the Contractor Manpower Reporting (CMR) website (https://cmra.army.mil ). CMRA reporting pursuant to Sec Army policy is being used by Department of the Army to comply with most of the reporting required by the National Defense Authorization Act of FY2008, Section 807. 1.1.2 Contractor Employees: The Contractor shall provide the workforce necessary to satisfactorily perform all services required by this contract. All persons performing under this contract shall remain employees of the Contractor and not of the Government. The Contractor shall not employ any alien who does not have a valid U.S. Immigration Alien/Registration Card. Employment of off duty military personnel or Government civilian employees by the Contractor is permissible provided such employment does not controvert the policies set forth in DOD Directive 5500.7, Standards of Conduct for Department of the Army Personnel, or 5 CFR, 2335 and the Joint Ethics Regulation. The Contractor shall bear the cost of employee salaries during training periods. 1.1.2.1 The Contractor or contract employees shall not deviate from the requirements herein without the express concurrence of the Contracting Officer or Contracting Officer's Representative. 1.1.2.2 Qualifications: The Project Manager must have at least five (5) years' experience in POL and aircraft refuel operations, three (3) of which were in a supervisory capacity within the last five (5) years. This experience must include quality assurance, inventory management, and receiving and issuing bulk fuels by aircraft refueling trucks. The Project Manager shall provide documentation of supervisory certification in POL operations upon request by the Contracting Officer or Contracting Officer's Representative. Copies of licenses and training certificates for all employees shall be maintained on file in the refuelers office and available for review by the Contracting Officer. 1.1.2.2.1 Fuel Handlers Certification: Contract employees who perform or supervise fuel-handling operations shall possess a current Aircraft Fuel Handler's Certificate. To meet this requirement, the Contractor shall develop and implement a Fuel Handler's Training Course for the certification of his employees (Sample provided by the Government upon request). The Contractor shall conduct the training and certification process within 30 days of contract start and within 30 days of hiring a new employee. As a minimum, this training course shall include sections pertaining to (a) safety, health, and firefighting, (b) quality surveillance, (c) water detection systems, (d) refueling operations, (e) emergency fire and rescue procedures, and (f) aircraft marshalling hand signals IAW field manual 21-60. (g) They shall be trained on how to drain and maintain, the secondary containment water separator storage tank. The training course shall have provisions for written documentation of certification following documentation of practical tests and a written test, all to be signed and dated by the Project Manager (or instructor) and the employee. A copy of the locally developed Aircraft Fuel Handler's Training Course shall be provided to the Contracting Officer within 30 days of contract start. Please see Technical Exhibit D in section 8 of this RTOR for the sample training course provided by the Government. 1.1.2.2.2 Contract employees shall be in possession of the following at all times when operating a refuel truck: 1.1.2.2.3 HAZMAT Certification by the Department of Transportation Federal Motor Carriers Safety Regulation HM 126F. 1.1.2.2.4 A Commercial Driver's License (CDL) Medical Certificate signed by a doctor certified to conduct medical and physical examination for this purpose. 1.1.2.2.5 A valid Louisiana State Class A or B Commercial Driver's License (CDL) with tanker and hazardous materials endorsements. Another state's like endorsements are acceptable. 1.1.2.2.6 A current, signed and dated Fuel Handlers Training Certificate by any branch of the military or the civilian equivalent. 1.1.2.2.7. A valid airfield driver's certification card signed by airfield management. 1.1.2.2.8 Environmental Compliance Officer (ECO): The Contractor shall employ a minimum of two individuals who have attended and successfully completed the 40-hour Environmental Control Officer Certification Course conducted by the Directorate of Public Works (DPW), Environmental and Natural Resources Management Division (ENRMD). At least one of the two individuals shall be assigned on the 7:00 a.m. to 3:00 p.m. shift. This individual shall serve as the point of contact for the Airfield Environmental Compliance officer on any environmental issues relating to aircraft refueling and POL operations. Training shall be accomplished within 45 days after contract award. 1.1.2.2.9 Employee Uniforms: All Contractor employees shall wear clean Nomex or blue 100% Cotton outer garments. Uniform shirts shall be long sleeved, buttoned and tucked into the trousers at all times. Footwear must be fuel-resistant safety boots and must not be damaged. Employees shall not carry anything in shirt pockets. The company name, as a minimum, embroidered or with a sewn on patch above the left breast pocket area of the outer garment. Wearing of jewelry shall be prohibited. 1.1.2.2.10 Contractor Identification: Each Contractor employee shall be capable of being identified while on duty through the following type of identification: 1.1.2.2.10.1 Employee Uniforms 1.1.2.2.10.2 The company name embroidered or patch sewn on the uniform above the left breast Pocket area. 1.2 SAFETY AND ACCIDENT PREVENTION: The Contractor shall comply with safety and Operational procedures prescribed in the most current revision of FM 10-67-1, (Concepts and Equipment of Petroleum Operations). 1.2.1 The Contractor shall ensure compliance with all applicable portions of CFR 1910. 1.2.2 Accident reports and records shall be prepared in accordance with AR 385-40, (Accident Reporting and Records). 1.3 PERFORMANCE EVALUATION MEETINGS: The Project Manager shall meet with the Contracting Officer and Contracting Officer's Representative (COR) as deemed necessary by the Contracting Officer. The written minutes of these meetings, prepared by the Contracting Officer, Shall be signed by the Project Manager, Contracting Officer and COR. Should the Contractor not Concur with the minutes, he/she shall state, in writing, any areas on non-concurrence. Meetings shall be conducted at a Fort Polk location specified by the Contracting Officer. 1.4 QUALITY CONTROL PLAN 1.4.1 QUALITY CONTROL: The Contractor shall develop and follow a Quality Control Plan (QCP), which ensures that all requirements of the contract are provided as specified. This plan shall be delivered to the Contracting Officer within 10 calendar days after contract award. The Contracting Officer will either approve the QCP or return it to the Contractor for revision. The Contractor shall revise the QCP as determined necessary by the Contracting Officer and return it Within five (5) calendar days after receipt. Subsequent changes shall be submitted to the Contracting Officer for approval prior to implementation. 1.4.2 The basic tenet of the QCP is that the contractor is responsible for quality. All methods and Procedures shall support this concept. The QCP shall be a comprehensive program to ensure delivery to the Government of quality service. It shall include, but not be limited to, the following general features: 1.4.2.1 An inspection system covering the services to be performed and the reporting requirements in paragraph # 5.8. It shall specify areas and services to be inspected on either a scheduled or unscheduled basis or the manner in which the inspections are to be conducted. 1.4.2.2 Methods of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. 1.4.2.3 Methods of documenting and enforcing quality control operations. 1.4.2.4 Methods of direct and indirect communications with the Government regarding performance of the contract to include but not limited to: reporting of corrective action resulting from customer complaints, COR evaluations, regular and formal meetings with the Government and informal communications. SUB-SECTION 2 DEFINITIONS AND BREVITY CODES 2 DEFINITIONS: For the purpose of the contract, the following definitions are established and Shall apply. 2.1 STANDARD DEFINITIONS 2.1.1 Where "as directed", "as required", "as permitted', "accepted" or similar words are used, it Shall be understood that direction, requirement, permission, approval, or acceptance of the Contracting Officer is intended unless stated otherwise. 2.1.2 Where "as shown', "as scheduled", "as outlined" or similar words are used, it shall be Understood that reference is made to the samples and/or forms included in this specification unless stated otherwise. 2.1.3 Contract Discrepancy: A failure of the Contractor to perform in accordance with contract Requirements and specifications. A contract discrepancy may result from failure of the Contractor to provide, or provide on time, the required contract product or service; or it may result because Delivered products or services do not meet specific contract standards. 2.1.4 Contract Discrepancy Report (CDR): A report used to document unsatisfactory Contractor Performance. The CDR requires the Contractor to explain, in writing, why performance is Unsatisfactory; how performance shall be returned to satisfactory levels; and how recurrence of the problem shall be prevented in the future. 2.1.5 Functional Activity Representative:: The individual designated by the Airfield Commander to perform required administrative functions inherent in mission responsibility for the aircraft refueling function. 2.1.6 Performance Indicator: A measurable characteristic of an output or work process. 2.1.7 Electronic Invoice: An invoice for payment must be submitted in Wide Area Work Flow at https://wawf.eb.mil/. 2.1.8 Quality Assurance: Those actions taken by the Government to assure that the quality of goods of services received are acceptable in accordance with established standards and requirements of the contract. 2.1.9 Quality Assurance Surveillance Plan (QASP): A written plan for conduct of quality assurance evaluation of contract requirements. The document contains specific methods to perform surveillance of contractor's performance.W9124E-11-TOR-0001 Page No: 11 of 97 RTOR 2.1.9 Quality Assurance Surveillance Plan (QASP): A written plan for conduct of quality assurance evaluation of contract requirements. The document contains specific methods to perform surveillance of contractor's performance. 2.1.10 Quality Control: Those actions taken by the Contractor to control the production of goods And services so that they will meet the requirements of the PWS. 2.1.11 Standard: A measure of comparison; an acceptability criterion; a benchmark or yardstick Against which a service will be measured. 2.2 TECHNICAL DEFINITIONS 2.2.1 Fuel Request Notification: Radio or telephonic notification by the control tower or airfield Management operations that an aircraft is awaiting refuel. 2.2.2 Emergencies / Disasters: Accidents, natural disasters and emergency deployments or Redeployments. 2.2.3 Major Exercise: An exercise or operation of such magnitude in terms of aircraft refueling Support requirements or other extraordinary alert and services support, as determined by the Contracting Officer or the designated representative, that additional contractor manpower and/or Work are necessary. 2.2.4 Pre-Operational Checks: Those checks required in accordance with FM10-67-1 which are Required before refueling operations begin. SUB-SECTION 3 GOVERNMENT FURNISHED PROPERTY & SERVICES 3 GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES: The Government will Furnish Government property and services listed herein to the Contractor for use in performance of this contract. Prior to performance start date, an initial inventory of Government property will be made jointly by representatives of the Contractor and a member of the functional activity office who is assigned the responsibility for maintaining the Contractor's hand receipt. Working order and condition of property will be determined during the inventory. A Joint Inventory shall be conducted and documented on DD Form 1662 annually in September of each year during the life of the contract, upon completion, termination or extension of the contract, or at any time during the contract specified by the Contracting Officer. The contractor shall be responsible for shortages and damages, other than fair wear and tear, noted during the inventories. 3.1 PROPERTY 3.1.1 FACILITIES: The Government will furnish approximately 260 square feet of space in Building #4291 for the Contractor's use as office space. The Contractor shall not make any additional modification to the facility without prior approval of the Contracting Officer. At the option of the Government, the Contractor, on termination of the contract, shall either return the building to the Government in the same condition as when he first entered, normal wear expected, or leave in place any addition or modifications which may have been made. Heating / Air Conditioning and electricity will be provided at the work site. A dumpster for trash disposal will be provided near the work site or at one of the adjacent hangars. Water and restrooms will be available in any of the nearby aircraft maintenance hangars. During the life of this contract, a new facility with expanded floor space to include a restroom and water MAY be provided. 3.1.2 EQUIPMENT: The Government will provide the equipment listed below of Government Furnished Property List of Government Furnished Property Quantity Item 3 Computer Desk 4 file cabinets 7 Chairs 3 Sofas 2 Computers with Monitors 1 Black and White Printer 2 Telephones 2 Hand held radios 1 Key lock box 1 Refrigerator Government Furnished Pickup Truck for FOD Inspection (During Airfield Operations Closures Only) Refuel Nozzles for trucks Aquaglo test kit Millipore test kit 3.1.3 PETROLEUM PRODUCTS: The Government will provide F-24 aviation fuel for refueling of aircraft during the life of this contract as well as F-24 3.2 SERVICES 3.2.1 CONTAMINATED FUEL DISPOSAL: In the event of contaminated fuel in the contractor's refuel truck, the contractor will dispose of the contaminated fuel at the POL contaminated fuel/soil turn-in site, with coordination made through the government. The Government will pick up and dispose of all other contaminated fuel in accordance with another contract in place on the installation. 3.2.2 The Government will provide Class B telephone service (permits outgoing calls within Fort Polk, Leesville, and Deridder, LA areas only.). 3.3 TRAINING: The Government will provide the following training: 3.3.1 Forty (40) hour Environmental Control Officer Certification Course. 3.3.2 Two (2) hour airfield driving course. Course will be completed annually. 3.4 PUBLICATIONS: The Government will provide all required Department of the Army and Department of Defense forms, regulations and directives listed in Sub-Section 6. Forms can be Accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/. Some forms may be computer generated to reduce mathematical errors in computing fuel accountability. See Attachment 3 for locally prepared forms. The Contracting Officer Representative (COR) will provide initial training in their use. SUB-SECTION 4 CONTRACTOR FURNISHED PROPERTY AND SERVICE 4. CONTRACTOR FURNISHED PROPERTY AND SERVICE: The Contractor shall provide any and all labor, supervision, management, supplies, equipment, and services necessary for the Performance of this contract which are not specifically identified in section 3 of this contract as Furnished by the Government. Equipment, supplies, and services shall include, but is not limited to, the following: 4.1 Vehicles: The Contractor shall provide serviceable refuel trucks in a quantity which assures that contractual requirements are able to be carried out. The Government desires the trucks shall be no more than six (6) model years old upon start of contract. The Government requires the trucks shall be of a standard, commercial design, equipped and sized to carry the load to which it will be subjected. Equipment required for use or travel off station shall be properly licensed and certified to comply with all federal, state, and local highway/road use laws, regulations, and codes. 4.1.2 The Government desires the refuel trucks shall be capable of carrying a minimum of 2,000 Gallons. The Government requires the contractor provided fuel trucks shall be equipped with the following features: (a) a water separator capable of being manually drained, (b) gauges and meters capable of being calibrated, (c) refuel hoses with connections allowing interchangeability between the CCR (closed circuit), D-1 (center point), and Open Port (gravity fill) refueling nozzles, (d) an emergency shut off switch, and (e) at least two separate bonding/ground wires, each at least fifty (50) feet in length, and (f) Commercial grade Fuel truck. This list is not all inclusive and it shall be the Contractor's responsibility to assure all other required features are made available. 4.1.3 Each fuel truck shall be marked with a permanently affixed company name or logo. The name or logo shall be applied in a professional manner, reflective of company pride and professionalism. Magnetic placards shall not be used. 4.1.4 The Contractor may obtain vehicle fuel off post with prior permission or from the Government site on North Fort Polk in which case the contractor in turn will reimburse the Government on a monthly basis for the fuel obtained. 4.1.5 The Contractor as a back-up plan, will provide portable secondary containment equipment for parked fuel trucks that meet Federal and EPA standards such as the "Throw and Go" Portable Berm. 4.2 TELEPHONE SERVICE: The Contractor shall provide commercial telephone service if Desired. 4.3 TELEVISION SERVICE: The contractor shall provide television and associated cable service if desired. 4.4 HOUSEKEEPING SERVICES: The Contractor shall provide all supplies, equipment, and labor to perform office and grounds housekeeping. 4.5 PROTECTIVE CLOTHING: The Contractor shall provide all protective clothing such as, but Not limited to, goggles, ear protection, gloves and safety shoes, as required by FM 10-67-1 and CFR 1910. 4.5.1 The Contractor must also supply required spill materials such as dry sweep and other absorbent materials. 4.6 OFFICE SUPPLIES: The Contractor shall provide all office supplies required during the Performance of this contract, to include a modern computer and printer which complies with Department of the Army, DOD and all applicable local regulations established by the Fort Polk NEC. The following is a list of all GFP associated with this requirement ;(As Seen in 3.1.2) The Government will provide the equipment listed below of Government Furnished Property List of Government Furnished Property Quantity Item 3 Computer Desk 4 file cabinets 7 Chairs 3 Sofas 2 Computers with Monitors 1 Black and White Printer 2 Telephones 2 Hand held radios 1 Key lock box 1 Refrigerator Government Furnished Pickup Truck for FOD Inspection (During Airfield Operations Closures Only) Refuel Nozzles for trucks Aquaglo test kit Millipore test kit SUB-SECTION 5 SPECIFIC TASKS 5.1 GENERAL: The Contractor shall furnish trained personnel to meet and marshal (guide) aircraft into parking IAW field manual 21-60, determine and coordinate refueling services, ground support services (towing, forklift, AGPU) and assist airfield management with foreign object debris (FOD) inspections of pavement surfaces when airfield management operations is closed or as coordinated with Polk Army Airfield (PAAF) manager, 24 hours daily, seven days a week, to include all Federal holidays. Operational requirements shall include receipt of fuel from a Government owned / Contractor operated bulk fuel issue point, aircraft refueling by Contractor furnished tanker truck, fuel accountability and preparation of required reports. Additionally, refuel shall be provided on an infrequent basis to aircraft at remote sites within the confines of the installation. The Contractor shall be required to service all commercial and military fixed or rotary-wing aircraft assigned as of contract award date, and transient aircraft as required, using F-24 fuel. 5.1.1 For the purpose of fulfilling requirements under this contract, daily operations shall commence at 7:00 a.m. and conclude at 7:00 a.m. the following day. Monthly requirements shall commence at 7:00 a.m. the first day of the month and conclude at 7:00 a.m. the first day of the following month. 5.1.2 The contract Phase-In period for a new contractor will be the 30-day period following contract award. The Contractor shall obtain required training and licenses during this period and perform aircraft refueling service. 5.2 STAFFING: The Contractor shall provide daily staffing of the aircraft refueling point in Accordance with the following schedule. 5.2.1 On the ten (10) Federal Holidays listed in Section F and during a fourteen (14) day period During the Christmas / New Year Holiday period (specific dates to be announced annually), at least one (1) employee shall be on duty at all times. The Contractor shall be aware that unexpected contingencies of the service may require more than one (1) individual to be on duty. The Government may require the Contractor to be placed on standby or on-call for emergencies during these specific periods of time. If this were to occur, the Contractor shall ensure his ability to return to duty as specified. 5.2.2 At all times other than those stated in Paragraph 5.2.1, staffing shall be provided as follows: 7:00 a.m. to 11:00 p.m. - Minimum two (2) employees 11:00 p.m. to 7:00 a.m. - Minimum one (1) employee 5.2.3 ADDITIONAL STAFFING: When requirements for fueling, such as during major exercises, troop deployments, or natural disasters exceed the capabilities of normal staffing Levels, the Contractor may need to provide additional staffing. The Government will provide 24 hours advance notice of additional staffing requirements whenever possible. 5.3 DAILY PRE-OPERATIONAL REQUIREMENTS: Perform the following functions for each Refueling vehicle to be used during the day: 5.3.1 Initiate a Refuelers Daily Checklist and a DA Form 3643 (Daily Issues of Petroleum Products). 5.3.2 Perform before-operation checks of the vehicle and record findings. Correct any deficiencies noted. 5.3.3 Drain the water separator. 5.3.4 Perform an Aqua-Glow test, following procedures as prescribed in FM 10-67-1. 5.3.5 Complete all entries on the checklist except closing meter readings and closing fuel balance. Also, complete these entries on the previous day's checklist. 5.3.6 Dispose of fuel used to perform the Aqua-Glow test and water separator contents by emptying into the collection containers designated by the Airfield Environmental Compliance Officer (ECO). 5.3.7 Recirculate fuel in accordance with the Fuel Recirculation Checklist. 5.4 AIRCRAFT REFUELING / GROUND SUPPORT: upon receipt of a Fuel Request Notification by the Control Tower, or Airfield Management Operations, the Contractor shall proceed within 20 minutes to the aircraft and perform refueling. Upon arrival at the aircraft, and prior to commencement of refueling, ensure a copy of the Refueling Customer Comment Form (See Attachment 3) is offered to the aircraft crewmember designated to serve as the fire guard. Refueling shall be accomplished in strict accordance with procedures specified in FM 10-67-1. Aircraft refueling shall not be accomplished unless an aircraft crewmember is present to serve as the fire guard. Also, the Contractor shall assure that all personnel not essential to a particular refueling operation have vacated the area to a distance of at least fifty (50) feet. Note: A pilot may be aboard, but only if required, to monitor fuel quantity during the refueling process (FM 10-67-1, Page 16-4). Contractor shall use Polk Army Airfield vehicle to perform foreign object debris (FOD) inspections of pavement surfaces, every eight (8) hours, when Polk Army Airfield Operations is closed 2200-0600 daily, weekends and federal holidays. 5.4.1 for all aircraft refueled at Fort Polk: Upon completion of the refueling operation, enter the Aircraft number, number of gallons issued, and organization. Obtain the customer's signature Acknowledging receipt on DA Form 3643. 5.4.2 The Contractor shall perform the following additional requirements when refueling all Transient aircraft at Fort Polk: 5.4.2.1 Contractor shall meet and marshal (guide) aircraft into parking, determine ground support Services (towing, forklift, AGPU) required and coordinate services with airfield management Operations. Upon receipt of a Fuel Request Notification obtain the aircraft Identiplate or government Aviation fuel credit card from a crew member and initiate a DD Form 1898 (AV Fuel Into Plane Sales Slip). Forms can be accessed from the following website: http://www.apd.army.mil/. Contractor shall make whatever arrangements are necessary to accept the Air card for fuel purchases and provide refueling service. 5.4.2.2 Upon completion of the refueling operation, enter the number of gallons dispensed. Have a crew member complete the certification portion of the form acknowledging receipt of the fuel by signing the form. 5.4.2.3 Provide aircraft customer / c...