DEPARTMENT OF THE AIR FORCE HEADQUARTERS UNITED STATES AIR FORCE WASHINGTON DC. MEMORANDUM FOR DISTRIBUTION C - MAJCOMS/FOAs/DRUs/PSUs

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1 DEPARTMENT OF THE AIR FORCE HEADQUARTERS UNITED STATES AIR FORCE WASHINGTON DC AFI _AFGM January 2016 MEMORANDUM FOR DISTRIBUTION C - MAJCOMS/FOAs/DRUs/PSUs FROM: HQ AF/A Air Force Pentagon Washington, DC SUBJECT: Air Force Guidance Memorandum to AFI , Roof Systems Management By Order of the Secretary of the Air Force, this Guidance Memorandum immediately implements changes to AFI , Roof Systems Management, 17 October Compliance with this memorandum is mandatory. To the extent its directions are inconsistent with other Air Force publications; the information herein prevails, in accordance with AFI , Publications and Forms Management. The Air Force Civil Engineering Commodity Council (CECC) has established Indefinite Delivery Indefinite Quantity (IDIQ) contracts to consolidate buying activities for roof repair and replacement construction on CONUS USAF installations where the USAF is the lead agency. The Air Force Installation Contracting Agency (AFICA) is administering these contracts. Effective immediately, this guidance memorandum establishes policy directing CONUSbased Air Force Contracting Officers (COs) to evaluate all large (>$150K) roof replacement and repair requirements against the capacity and capabilities of the AFICA IDIQ Contracts when developing their procurement strategy. Additionally, this guidance memorandum mandates the use of the AFICA Roof Replacement and Repair IDIQ contracts on CONUS AF-Led installations when the standing exemption criteria outlined below are not met, waivers have not been granted, and the capacity and capabilities exist on the AFICA Roof Replacement and Repair IDIQ contract vehicles to fulfill the requirement. Finally, this guidance memorandum directs CONUS AF-Led installations to migrate to the AFICA Roof Replacement and Repair IDIQ contracts once existing IDIQ contract ordering periods expire if sufficient capacity and capabilities exist to fulfill requirements. Compliance with this policy is only required for work on existing CONUS USAF installations where the USAF is the lead agency. Contracting Officers may award roof replacement and repair projects under the $150K threshold through existing contracts without the requirement to evaluate them against the AFICA IDIQ Contracts. (Tier 1)

2 AFI _AFGM January 2016 There are several standing exemptions to the policy mandated in this guidance memorandum. No waivers are necessary when any of the following conditions exist: 1. Requirements contracts that are in the current ordering period* 2. Local bases with 8(a) IDIQ contracts with an effective date prior to the effective date of this roof repair and replacement IDIQ contract* 3. Roofing projects under $150K (Simplified Acquisition Threshold) 4. Local bases with Base Operations Support (BOS) contracts / Base Maintenance Contracts (BMCs) where roofing repair and replacement is in-scope 5. Joint bases where the AF is not the host Service (procurement performed by host service) 6. Roof repair and replacement projects where non-roofing direct construction costs exceed 20% of the total project costs (non-roofing e.g.: HVAC, electrical, removal of asbestos, lightning protection, fall protection, structural repairs, ladders, and any other items of work not in Division 7 of the UFGS). For example, total project cost is estimated at $1M, with direct roofing costs est. $650K and non-roofing costs est. $350K. No waiver is required to do the project on a different contract since non-roofing costs are 35% of the total project costs (i.e. > than 20%). 7. Building renovation where roofing is not the major feature of work 8. Emergency acquisitions allowed by FAR Part 18, like tornadoes, floods and other Acts of God Note: AF recommends that local bases meeting conditions 1 and 2 above migrate to the enterprise roofing IDIQs following the end of their current ordering period and do not exercise available option years. Outside of the standing exemptions, local bases may submit waiver requests through AFCEC for the mandates set forth in this guidance memorandum. Waivers approval authority has been delegated by HAF/A4 to AFCEC. Please note that a waiver request which uses as its justification a non-specific adverse mission impact or perceived ability to achieve a reduced spot-buy price for a single base, does not constitute a valid justification for a waiver. (Tier 1) The AFICA IDIQ Contracts ensure the requirements outlined in FAR are satisfied as there is the expectation that each Request for Task Order Proposal will obtain offers from two (2) or more small business concerns whose eligibility and technical capability have previously been determined at the IDIQ contract level. A blanket DD2579, Small Business Coordination Record, and a blanket Small Business Administration Offering and Acceptance letter are in place and will streamline awarding task orders to 8(a) roofing contractors across USAF CONUS bases. Guidance, training, the waiver process, and contract information pertaining to the AFICA IDIQ Contracts are accessible at the link below: 2

3 AFI _AFGM January 2016 For additional information, please the AFICA Roofing Program Manager at: This memorandum becomes void after one-year has elapsed from the date of this memorandum, or upon publication of an Interim Change or rewrite of the affected publication, whichever is earlier. JOHN B. COOPER, Lt Gen, USAF DCS/Logistics, Engineering & Force Protection Attachments: 1.) Additional References for Attachment 1, AFI

4 AFI _AFGM January 2016 Attachment 1 The following references will be added to Attachment 1 of AFI during the next publication update. 1. DD2579, Small Business Coordination Record 2. FAR Part 18 Emergency Acquisitions 3. FAR Part 19 Small Business Programs 4

5 BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE INSTRUCTION OCTOBER 2014 Civil Engineering ROOF SYSTEMS MANAGEMENT COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available for downloading or ordering on the e-publishing website at RELEASABILITY: There are no releasability restrictions on this publication. OPR: AF/A4CX Supersedes: AFI , 13 May 1994 Certified by: AF/A4CX (Col Valerie L. Hasberry) Pages: 6 This instruction implements AFPD 32-10, Installations and Facilities, and provides guidance for establishing and maintaining a roof management program. It also specifies use of the Manual for Inspection and Maintenance of various roofing systems, which is published by The National Roofing Contractors Association. This publication applies to all Air Force, Air Force Reserve Command (AFRC), and Air National Guard (ANG) units and personnel. This publication may be supplemented at any level, but all direct Supplements must be routed to the Office of Primary Responsibility (OPR) of this publication for coordination prior to certification approval. The authorities to waive wing/unit level requirement in this publication are identified with a Tier ( T- 0, T-1, T-2, T-3 ) number following the compliance statement. See AFI , Publications and Forms Management, for a description of the authorities associated with the Tier numbers. Submit requests for waivers through the chain of command to the appropriate Tier waiver approval authority, or alternately, to the Publication OPR for non-tiered compliance items. Refer recommended changes and questions about this publication to the OPR using the AF Form 847, Recommendation for Change of Publication; route AF Forms 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 Air Force Manual (AFMAN) , Management of Records, and disposed of in accordance with the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS). The use of the name or mark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by the Air Force.

6 2 AFI OCTOBER 2014 SUMMARY OF CHANGES This document has been substantially revised and must be completely reviewed. Major changes include the addition of Tier wavier authority requirements, updated office symbols, and updated references. 1. Program Objective. The objective of a roof management program is to optimally manage roof systems over their life cycles to meet the required levels of service for Air Force real property. Roof management involves an asset management approach, taking into account performance measures, periodic inspections, routine maintenance and repair, and correct application of quality roofing products. 2. Responsibilities Air Force Director of Civil Engineers (AF/A4C): Establishes policies for roofing systems Air Force Civil Engineer Center (AFCEC): Establishes standards and criteria for design, maintenance, repair, and management of roofing systems IAW mandatory requirements of UFC , Roofing and UFC , Roofing Maintenance and Repair. (T-0) Reviews emerging technologies and evaluates for applicability to the Air Force Evaluates roofing training conducted internally by the Air Force Assists major commands (MAJCOMs) and bases in troubleshooting roofingrelated issues MAJCOMs: Manage roofing programs within the command Appoint a roof engineer to monitor command roofing programs Base Civil Engineer Squadron: Manage the base roofing program as required by Executive Order 13327, Federal Real Property Asset Management (EO 13327) in accordance with asset management principles and as a component of the facilities Activity Management Plan (AMP). (T-0) Design and maintain roofs IAW mandatory requirements of UFC Roofing and, UFC , Roofing Maintenance and Repair. (T-0) 3. Roof System Database. The purpose of the database is to help in effectively managing roof system assets. BUILDER Sustainment Management System (SMS), a Government Off-the- Shelf (GOTS) tool, is the primary Air Force SMS system. BUILDER must be utilized, updated, and maintained by the installation. (T-0) It tracks information on the type and age of roof and assigns a condition to the roof based on a fixed set of criteria. With this information, it can provide a remaining service life prediction, and reveal when to execute corrective maintenance or repair actions. Other Commercial Off-the-Shelf (COTS) and GOTS tools are authorized, at the installation s expense, as a secondary database to support BUILDER for greater project-level details helpful to the base roof technicians and roof engineer.

7 AFI OCTOBER Condition Assessment. Accomplish condition assessments in accordance with criteria in BUILDER SMS. If a roof section is not inventoried in SMS, upload data as part of the annual maintenance inspections. (T-1) 5. Maintenance Inspections. To promote the efficient and economical use of Air Force real property assets as required by EO 13327, inspect all roofs at least once annually in accordance with the inspection guidelines outlined in the BUILDER Condition Assessment Manual. (T-1) JUDITH A. FEDDER, Lieutenant General, USAF DCS/Logistics, Installations & Mission Support

8 4 AFI OCTOBER 2014 References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION Department of Defense: AFI , Publications and Forms Management AFI , Air Force Consolidated Occupational Safety Instruction AFI , Design and Construction Standards and Execution of Facility Construction Projects AFMAN , Management of Records UFC , Roofing UFC , Roofing Maintenance and Repair UFGS , Roof and Deck Insulation UFGS , Asphalt Shingles UFGS , Slate Roofing UFGS , Roof Tiles UFGS , Clay Tile Roofing Replacement or Repair UFGS , Metal Roof Panels UFGS , Fabricated Roof Panel Assemblies UFGS , Metal Wall Panels UFGS , Built-Up Asphalt Roofing UFGS , Modified Bituminous Membrane Roofing UFGS , Ethylene-Propylene-Diene-Monomer Roofing UFGS , Polyvinyl Chloride Roofing UFGS , Protected Membrane Roofing (PMR) UFGS , Sprayed Polyurethane Foam (SPF) Roofing UFGS , Flashing and Sheet Metal UFGS , Copper Roof System UFGS , Steel Standing Seam Roofing UFGS , Aluminum Standing Seam Roofing Note: Above publications can be found at Suggested Training Sources: The Civil Engineer School at the Air Force Institute of Technology, Roofing Design and Management (ENG 440)

9 AFI OCTOBER th Training Squadron/Detachment 6, NCBC, Gulfport, MS Various Courses offered by National Roofing Contractors Association located on-line at Various Courses offered through Department to Engineering Professional Development at University of Wisconsin found at Suggested Reading Materials: RIEI Roofing Maintenance Manual Repair Manual for Low-slope Membrane Roof Systems SPRI/NRCA Manual of Roof Inspection, Maintenance, and Emergency Repair for Existing Single-ply Roofing Systems Manual for Inspection and Maintenance of Built-Up and Modified Bitumen Roof Systems: A Guide for Building Owners NRCA Roofing Manual: Membrane Roof Systems NRCA Roofing Manual: Architectural Metal Flashing, Condensation and Air Leakage Control, and Reroofing NRCA Roofing Manual: Steep-slope Roof Systems NRCA Roofing Manual: Metal Panel and SPF Roof Systems All are available at: The National Roofing Contractors Association, O Hare International Center 10255, Higgins Road, Suite 600 Rosemont IL , IndustryProfessional Roofing Periodicals: RSI - Roofing Siding Insulation, 600 Superior Avenue E, Suite 1100, Cleveland OH (216) Western Roofing, Insulation, and Siding, 546 Court Street Reno NV (702) Metal Architecture and Metal Construction News, Both are available at Modern Trade Communications 7450 N. Skokie Blvd. Skokie IL (708) Books Manual of Built-Up Roof Systems (Second Edition), 1982, by C.W. Griffin, Jr., P.E., for The American Institute of Architects, McGraw-Hill, 330 West 42nd St, New York NY The Science and Technology of Traditional and Modern Roofing Systems, by H.O. Laaly, 2 volumes, Laaly Scientific Publishing, 1992, 9037 Mount Mar Drive, Los Angeles CA Prescribed Forms None. Adopted Forms AF Form 847, Recommendation for Change of Publication AF Form 1768, Staff Summary Sheet

10 6 AFI OCTOBER 2014 DD Form 67, Form Processing Action Request Abbreviations and Acronyms AFCEC Air Force Civil Engineer Center AFI Air Force Instruction AFRC Air Force Reserve Command AFRIMS Air Force Records Information Management System AMP Activity Management Plan ANG Air National Guard COTS commercial off-the-shelf GOTS government off-the-shelf MAJCOM major command NRCA National Roofing Contractors Association OPR Office of Primary Responsibility RDS Records Disposition Schedule SMS Sustainment Management System