AF Form 3953B: SAO Approval for Class I ODS Contracts

AF Form 3953B: SAO Approval for Class I ODS Contracts – AF Form 3953B: Contract Class I Ozone Depleting Substance (ODS) Senior Acquisition Official (SAO) Approval Application is a specialized U.S. Air Force form used to request high-level approval for contracts that involve Class I Ozone Depleting Substances (ODS), such as certain halons in fire suppression systems (notably the Halon Fire Bottle Maintenance version).

The Air Force maintains a strict policy of eliminating or minimizing the use of Class I ODS in acquisitions, in line with the Montreal Protocol, the U.S. Clean Air Act phaseout of production and import of these substances, and Department of Defense/Air Force environmental and acquisition regulations. Only a designated Senior Acquisition Official (SAO) can grant approval (effectively a waiver) to include specifications or standards that require Class I ODS when no viable alternatives exist.

Why AF Form 3953B Exists: Air Force ODS Policy?

Class I ODS (including CFCs, halons, carbon tetrachloride, and methyl chloroform) have high ozone depletion potential. The United States phased out their production and import years ago, with limited exceptions for essential uses. The Department of the Air Force (and broader DoD) bans routine procurement of these substances and requires contractors to avoid using or specifying them unless explicitly approved.

Air Force policy, reinforced through clauses like DAFFARS 5352.223-9000, directs that contractors shall not provide products or services that require Class I ODS unless the government has obtained proper approval. Requiring activities must justify the continued need, demonstrate that alternatives were considered, and route the request through the SAO for final sign-off.

This centralized control supports two goals:

  • Protecting the stratospheric ozone layer.
  • Maintaining mission-critical capabilities (e.g., certain fire suppression systems in legacy aircraft, vehicles, or facilities where halon remains the most effective suppressant and substitutes are not yet fully qualified or available).

The Air Force has dramatically reduced its reliance on Class I ODS (over 96% reduction historically) through substitution, recovery, recycling, and reuse programs managed via the Defense Logistics Agency (DLA) ODS Reserve.

When Is AF Form 3953B Required?

Use the form primarily in these scenarios:

  • Contracts or contract modifications that include specifications, standards, drawings, or requirements mandating the use, purchase, or maintenance involving Class I ODS (especially halon for fire bottles).
  • Halon fire bottle maintenance or replenishment activities where ODS material is involved.
  • Any acquisition where the technical requirement cannot be met without referencing a Class I ODS.

Contracting officers and requiring activities must complete an ODS review early in the acquisition process. If Class I ODS use appears necessary, submit AF Form 3953B to obtain SAO approval before proceeding. Without this approval, the contract cannot include ODS requirements.

Key Features of AF Form 3953B

The current official version is available as a fillable PDF from the Air Force e-Publishing site:

→ Official Download: AF Form 3953B PDF

The form is titled “Contract Class I Ozone Depleting Substance (ODS) Senior Acquisition Official (SAO) Approval Application” and includes a specific version for Halon Fire Bottle Maintenance.

Typical blocks/sections (based on standard Air Force ODS approval forms in this series) include:

  • Requester information and organization.
  • Contract or solicitation number (if known).
  • Description of the requirement and specific Class I ODS involved (substance name, application, estimated quantity).
  • Justification: Why the ODS is required, mission impact if not approved, alternatives considered and why they are not viable.
  • Technical documentation references (specifications, standards, drawings).
  • Environmental and safety impact assessment.
  • Coordination signatures from environmental, safety, and functional offices.
  • SAO approval block with signature, date, and conditions.

Note: Always use the latest version from e-Publishing.af.mil, as forms can be updated. Instructions are usually printed on the form or referenced to the governing AFI (historically linked to hazardous materials management guidance such as AFI 32-7086 or its successors).

Step-by-Step Process for Using AF Form 3953B

  1. Identify the Need — During requirements development or contract review, determine if any Class I ODS will be required.
  2. Explore Alternatives — Document efforts to use non-ODS substitutes, reclaimed/recycled material from the DLA ODS Reserve, or other solutions.
  3. Complete the Form — Provide detailed justification, quantities, and supporting documentation.
  4. Route for Coordination — Obtain concurrences from environmental managers, safety offices, and the program office.
  5. Submit to SAO — The Senior Acquisition Official (typically at a high level such as MAJCOM or designated program executive office) reviews and approves or disapproves.
  6. Incorporate into Contract — If approved, include the specific ODS details in the contract and reference the approval. Insert the appropriate DAFFARS clause (e.g., 5352.223-9000) and list the approved ODS uses.
  7. Maintain Records — Follow records management requirements and track usage for reporting and audits.

Best Practices and Compliance Tips (for U.S. Air Force and DoD Personnel)

  • Start the ODS review as early as possible in the acquisition lifecycle to avoid delays.
  • Prioritize mission-critical uses only. The Air Force expects continued progress toward full elimination.
  • Leverage the DLA Aviation ODS & HFC Reserve for recycled or stockpiled material instead of new procurement when possible.
  • Coordinate closely with your installation Hazardous Materials Pharmacy (HAZMART/HTA) and environmental office.
  • Ensure any approved use includes proper recovery, recycling, and turn-in procedures to minimize emissions.
  • Train acquisition and contracting teams on the policy using current DAFI, AFMAN, and DAFFARS guidance.
  • Official AF Form 3953B: Download from e-Publishing
  • DAFFARS 5352.223-9000: Elimination of Use of Class I Ozone Depleting Substances
  • DLA ODS Reserve information (for management of existing stocks)
  • Current Department of the Air Force safety, environmental, and acquisition instructions (check e-Publishing.af.mil for the latest DAFMAN 91-203, environmental compliance manuals, and integrated life cycle management guidance)

Bottom Line: AF Form 3953B serves as the formal mechanism ensuring that any continued use of Class I ODS in Air Force contracts receives proper high-level scrutiny and approval. It balances strict environmental compliance with the need to sustain critical warfighting capabilities until full substitutes are available.

For the most current instructions and policy, always consult the latest publications on the Air Force e-Publishing website and coordinate with your local contracting and environmental professionals. Proper use of this form helps the Air Force meet both mission demands and global ozone protection commitments.