Attach__No__1B_-_ERP_SOP.PDF

45 CES/CEIE UNCLASSIFIED FOUO

SOP

Standard Operating Procedure

45th Space Wing Environmental Resource Permit Capitalization and Recurring Maintenance Plan

Procedures

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Table of Contents

1.0 Objective

2.0 Authority

3.0 Procedures

3.1 Labeling Environmental Resource Permitting (ERP) Files

3.2 ERP Hard Copy File Verification

3.3 Identifying ERP File Information

3.4 Process of Verification of Attribute(s) on Geographic Information Systems (GIS) ERP maps

3.5 GIS Mapping ERP Attribute Identification

3.6 Field Verification of Attributes

3.7 Stormwater Regional Systems

3.8 ERP Information Collected for Completing the Transfer of

Acceptance of Department of Defense (DoD) Real Property Form 1354 and GIS Verification

3.9 Identifying ERP Attributes by DoD Real Property U. S. Air Force Category Codes

a) Category Group 87 - Ground Improvement Structures

b) Category Group 15 - Waterfront Operational Facilities

3.10 Completing Form 1354 Transfer of Acceptance to Real

Property

3.11 Defining Cost Depreciation for Attributes

3.12 Submitting the Required Information for Real Property Hard Copy Documentation

4.0 Civil Engineer Squadron/Operations Flight – Heavy Repair Section (45 CES/CEOHP) Accountability for the Recurring Maintenance Plan of ERPs

4.1 45 CES/CEOHP Frequency of Maintaining ERPs

Appendices

A Definitions B Acronyms

Attachments

Attachment 1, Memorandum from 45 Civil Engineer Squadron/Engineer Flight, Construction Management CES/CENM, Construction Cost Index Calculations

Attachment 2, Memorandum from 45 Civil Engineer Squadron/Civil Engineer Installation Management Flight - Asset Accountability Section CES/CEIA, Environmental Resource Permits (ERP) Reference Files

Environmental Resource Permit (ERP) Capitalization

1.0 Objective

This 45th Space Wing Civil Engineer Squadron/Environmental Compliance Office (45 CES/CEIE) Standard Operating Procedure (SOP) describes the process to capitalize Environmental Resource Permits (ERPs) and ensure they are correctly incorporated in the Air Force real property records.

2.0 Authority

The Clean Water Act (CWA) was established by the Federal Government in 1972. To implement/oversee the CWA provisions, the Environmental Protection Agency (EPA) delegated authority to the State of Florida for permitting construction and operation of surface water management systems. The State of Florida developed the Environmental Resource Permitting (ERP) Program as authorized under the independent state authority of Part IV of Chapter 373, Florida Statutes. St. Johns River Water Management District (SJRWMD) is the local regulatory agency which issues permits, IAW Chapter 62-330.010, Purpose and Implementation, Florida Administrative Code (F.A.C.).

3.0 Procedures

3.1 Labeling ERP files

ERP records are stored in hard copy files in the 45 CES/CEIE, located in building 534, Patrick Air Force Base (PAFB). Hard copy files are maintained in IAW the PAFB Environmental Records Management SOP. ERP labeled files are identified with the following:

a) File Plan Number

b) Office Location

c) File Number

d) Permit Issued Date

e) Permit Number

f) Project Name

g) Project Number

ERP files are numbered chronologically. Modifications to an ERP with the same file number will be alphabetical (ex. ERP 22A, 22B, 22C, etc.).

3.2 ERP Hard Copy File Verification

IAW the 45 CES/CEIE File Plan, the following information must be in the ERP files for it to be considered complete to support ERP boundaries and feature verification:

a) Project Number

b) ERP application

c) Design/site and/or survey plans, as-built drawings

d) Stormwater calculations

e) Permit modifications

f) As-built certification http://archive.flsenate.gov/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0300-0399/0373/0373PARTIVContentsIndex.html

g) ERP Inspections

3.3 Identifying ERP File Information

File Reviews - Information from the ERP files should be reviewed to identify the ERP boundaries and features. Any information missing from the hard copy ERP files may be found in the 45 CES/CEIE electronic archiving storage system. To search the 45 CES/CEIE electronic archiving storage system by permit number, follow this link:

\\p533fp2\45CES_CEA Search for information in the Water\ERP folder located in the 45 CES/CEIE electronic archiving storage system. Another option is to review the SJRWMD website for ERP documents. To search the SJRWMD website by permit number, follow the link below:

https://permitting.sjrwmd.com/epermitting/jsp/Search.do?theAction=PermitNumSearch

Note: Screen shots of the process to search permits by number on the SJRWMD website are shown below and on the following pages.

s://permitting.smd.coepermitting/jsp/Search.do?theAction=PermitNumSearch 22222222222permitting2

Enter the permit # in the Application Permit # window

Ex. ERP permit file number is

63528

Enter the numbers highlighted into the window and select submit file://p533fp2/45CES_CEA

Select Permit Number that references the document you are searching and left click the permit number matching your search.

The documents under each title for that ERP will appear so you can select which type document to be reviewed by left clicking on the yellow file icon. Each document type will be highlighted in blue. Left click to open the document.

If file information cannot be obtained from any of these options, contact 45 CES/CEIE for guidance.

3.4 Process of Verification of Attribute(s) on GIS ERP Maps:

For the purpose of this SOP, attribute(s) are defined as components or features of a stormwater system such as piping, culverts, inlets and ponds, ditches, swales or shoreline stabilization. Contact 45 CES/CEN personnel to obtain GIS ERP maps to support attribute verification. GIS uses map layers to identify these storm water features.

Compare ERP maps provided by 45 CES/CEN to ERP files and field verify if necessary.

Maps should be changed if the attribute(s) is/are incorrect. Changes should be made by hand writing on the maps. Any changes to the maps will be submitted by 45 CES/CEIAP to 45 CES/CEN for revisions. If there are any discrepancies between the information, GIS data will be used for the final determination. ERP boundaries will only be changed to reflect permitted design and/or as-built drawings. If a GIS map cannot be created by 45 CES/CEN, research and site assessment will be needed to capture all attributes.

3.5 GIS Mapping ERP Attributes Identification

45 CES/CEN will file the requested maps on \\52sxht-fs-pat5v\CEPublic\GIS\ERP The ERP maps are displayed in 11” x 17” (legal size) landscape format. Each GIS ERP map includes:

a) An aerial photo of the stormwater system

b) The ERP permitted boundary, outlined in red

c) Applicable stormwater attributes including manholes, headwall/endwalls, drop inlets, open drainage, culvert/gravity lines, type and size of stormwater piping in (LF), reservoir area and storage outfall. These attributes are noted on a legend on the maps

d) A title block which includes the ERP number, building number, project number, date the map was created, and the creator and reviewer of the map

An example of a GIS created ERP aerial map:

file://52sxht-fs-pat5v/CEPublic/GIS/ERP

3.6 Field Verifications of Attributes

To verify that the information in the ERP file and the GIS ERP map is correct, it may be necessary to conduct field verifications of these stormwater systems to identify their attributes. Field verifications may include:

a) Verifying the ERP perimeters (permit boundary)

b) Measuring stormwater piping and culverts within the ERP

c) Measuring inlets or weir sizes

d) Verifying ditches and swales

e) Measuring shoreline riprap

As noted in Section 3.4, any changes to the maps by field verifications will be submitted by 45 CES/CEIAP to 45 CES/CEN for revisions.

3.7 Regional Stormwater Systems

Regional stormwater systems are being used to consolidate ERPs within the drainage basin and to maximize the existing stormwater capacity. The attributes from the existing ERPs within the regional system will be captured prior to the regional system integration.

Remaining attributes not associated with existing ERPs will be captured under the stormwater regional systems.

3.8 ERP Information Collected for Completing the Transfer of Acceptance of Department of Defense (DoD) Real Property Form 1354 and GIS Verification Transfer of acceptance requires applicable information to complete Form 1354.

The information obtained from ERP file reviews, SJRWMD, GIS and field verification is entered on an excel spreadsheet titled ERP Capitalization 2017. The spreadsheet is utilized as a data collection reference tool for comparison and simplification which can be transferred to the Form 1354. The spreadsheet is located on \\52sxht-fs-pat5v\CEI\CEIE\Water Program\Water Program (PAFB)\Stormwater\ERP\ERP Capitalization

Information on the spreadsheet includes:

a) Permit Type - ERP

b) Item Number - CEIE hard copy filing category

c) File Number - ERP hard copy file number, (Form 354 Serial Number- ex. ERP

001 naming convention)

d) Installation - PAFB

e) Permit Number - ERP permit number

f) Description - location of ERP (ex. PAFB Housing Office Building 1060)

g) Project/Job Number (ex. SXHT 99-3001)

h) Permit issue date

i) Clearance/Expiration Date - AF acceptance date or as built certification date.

j) Storm Drain Disposal (Cat. Code 871183) w/total linear foot (LF) and Cost

(columns J, K and L)

k) Drainage Ditches (Cat. Code 871101) w/total (LF) and Cost (columns M and N)

l) Waterfront Improvements (Cat. Code 154442) w/total LF (column O)

m) Pond(s), Ditches, Swales Size (Cat. Code 841426) Disposal Size - denoted as million gallons (MG)

n) Disposal System Cost (column Q)

o) Notes - Specific notations (ex. unpermitted utility), (column R)

ERPs highlighted in green on the excel spreadsheet have a completed Form 1354 and have been transferred to 45 Civil Engineer Squadron/Civil Engineer Installation Management Flight - Asset Accountability Section - Real Property (45 CES/CEIAP) for transfer and acceptance of Real Property.

3.9 Identifying ERP Attributes by DoD Real Property U. S. Air Force Category Codes The following PAFB attributes to be maintained are identified by DoD Real Property U. S. Air Force (AF) Category Codes 2016 v2.1 Opt F:

a) Category Group 87 - Ground Improvement Structures:

1. Drainage Ditch – 871101 (pages 634-635). This includes ditches (paved or unsurfaced), prefabricated culverts, drop inlets, head and end walls and other stormwater dissipaters, such as flumes.

2. Storm Drainage Disposal – 871183 (pages 635-636). This includes components of the stormwater system such as piping, culverts, catch basins and manholes.

3. Stormwater Pond – 841426 (pages 604-605). This includes wet or dry retention/detention stormwater ponds and swales/ditches. The stormwater pond dimensions can only be captured by 45 CES/CEIE hard copy files or on SJRWMD website. At this time, GIS will not have this information.

b) Category Group 15 - Waterfront Operational Facilities:

Waterfront Improvements – 154452 (pages 168-169). This includes seawalls, revetments, shoreline stabilization or any other structural improvements or waterfront repairs.

Category codes identify each attribute description needed for transfer of acceptance to real property which are to be captured on the 1354s. Contact 45 CES/CEIAP for any additional information needed regarding AF Real Property Inventory AF DoD category codes.

3.10 Completing Form 1354 Transfer and Acceptance of Real Property Instructions to complete Form 1354 are displayed on the next page and Form 1354 template and instructions are located on \\52sxht-fs-pat5v\CEI\CEIE\Water Program\Water Program (PAFB)\Stormwater\ERP\ERP Capitalization

Use this space for additional information

Additional instruction reference to complete Form 1354 is the Unified Facilities Criteria (UFC) 1-300-11 Criteria for Transfer and Acceptance of DoD Real Property. Contact 45 CES/CEIAP for this reference.

3.11 Defining Cost Depreciation for Attributes

Construction Cost Index is developed from past projects for attributes denoted on the Form 1354s. These costs become standards that are used to develop past project cost that were not previously captured on most Form 1354s (See Construction Cost Index Calculations Memorandum from 45 CES/CENM as Attachment 1). To develop a past cost associated with attributes, the following standards are used:

Stormwater Pond Standard is applied by 45 CES/CEN from Project SXHT 05-3001, Construct AFTAC. Place into service on 20140303.

STORMWATER POND STANDARD

MG Total Cost per Gal in year 2014 Cost Per Gal

2.8 $335,445.00 $0.12

Storm Drainage Standard is applied by 45 CES/CEN from Project SXHT 05-3001, Construct AFTAC. Place into service on 20140303.

PIPING/CULVERTS STANDARD

LF Total Cost per LF in Year 2014 Cost per LF

1640 $470,122.00 $286.66

Drainage Ditch Standard is applied by 45 CES/CEN from Project SXHT 11-1071, Repair Paving Contract, PAFB.

INLETS STANDARD

Cost per inlet in Year 2015

$1,980.00

Drainage Ditch Standard is applied by 45 CES/CEN from Project SXHT 11-1071, Repair Paving Contract, PAFB.

CONCRETE FLUME STANDARD (5LF X 2LF)

Cost per flume in Year 2016

$507.75

Waterfront Improvements Standard is applied by utilizing the 2016 concrete industry price data for rip rap per square yard.

SHORELINE STABILIZATION STANDARD

(33.7 sq2 =1 LF) Cost per LF in Year 2016

$249.94

The red highlighted cost standards above are to be used to calculate cost of attributes for past projects. Input the cost standard into the Construction Cost Index Calculation Method box and select enter (see example on following page). Construction Cost Index Calculation Method for ERP attributes is located on \\52sxht-fs-pat5v\CEI\CEIE\Water Program\Water Program (PAFB)\Stormwater\ERP\ERP Capitalization

The Construction Cost Index Table on the following page was created by using the information found in the 2016 (31st Annual Edition) RSMeans Facility Construction Cost Data Book. The information located on page 1390 of the RSMeans Data Book shows the historical cost indexes from 1965 through 2016.

By using the Construction Cost Index Table and the Cost Calculation Method you can determine the cost of each ERP attribute from each derived standard.

Construction Cost Index Table Cost Calculation Method

a) Step 1 - Find the cost standard for the specific attribute that you will use to determine cost (standards highlighted in red, example above shows the Stormwater Pond Standard of $0.12 per gallon).

b) Step 2 - Insert the standard cost into the blue shaded cell of the Standard Input Cost Calculation Method Box. Select enter. Note that the cost in the green shaded cells will change. All cost can be found from 1965 to 2015.

c) Step 3 - Find the year the project was completed and use that cost to determine project cost. (ex. Year is 1984, cost was $0.05 per gallon).

For the example above, the Stormwater Pond Standard of $0.12 per gallon is being used.

However, in 1984 the cost was $0.05 per gallon. This is the cost figure that will be used and multiplied by the size of the stormwater pond in gallons.

Total Number of Gallons X Cost per Gallon = Total Cost of Attribute 500,000 X $0.05 = $25,000

In 1984, a 500,000 gallon pond would cost $25,000 for the construction of that attribute.

This cost will be entered on Form 1354 under category code Stormwater Pond (841426).

3.12 Submitting the Required Information for Real Property Hard Copy Documentation Create hard copies of the following information for real property review and submittal:

a) A drafted signed Form 1354

b) Individual 11” x 17” GIS ERP aerial map (marked up for 45 CES/CEN changes)

c) Signed As-built Certification Form from the ERP file (if available)

d) A reference memo to 45 CES/CEIE ERP files (See ERP Reference File

Memorandum from 45 CES/CEIAP as Attachment 2)

Real Property personnel will assign a facility number to each file, complete the hard copy files and input the collected information into Automated Civil Engineer System

(ACES).

4.0 Civil Engineer Squadron/Operations Flight – Heavy Repair Section (45 CES/CEOHP)

Accountability for the Recurring Maintenance Plan of ERPs

45 CES/CEOHP is responsible for maintaining the attributes associated with each ERP at PAFB.

The attributes to be maintained are noted in Section 3.8, Identifying ERP Attributes by Department of Defense (DoD) Real Property U. S. Air Force Category Codes of this SOP. All attributes observed within the ERP shall be maintained IAW 62-330 F.A.C. (i.e. sediment, erosion and vegetation control, structural integrity of attributes and maintenance and conservation of stormwater storage capacity, etc.).

4.1 45 CES/CEOHP Frequency of Maintaining ERPs

Required maintenance IAW permit conditions or 62-330 F.A.C. shall be performed on each ERP as necessary. In addition, annual visual inspections shall be conducted and documented for each ERPs functional use.

Appendix A Definitions

Term Definition

Attributes Components or features of a stormwater system, such as piping, culverts, inlets and ponds, ditches, swales or shoreline stabilization

Cost Index Calculation Method

The method to determine cost of ERP attributes from past data using a historical cost indexes

Construction Cost Index Table

Construction Cost Index is past data using the information found in the 2016 (31st Annual Edition) RSMeans Facility Construction Cost Data book. The cost index shows the historical cost indexes from 1965 through 2016

Environmental Resource Permit

A Water Management District (WMD) permit required for development or construction activities to prevent flooding, protect the water quality

Category Codes Defined as attributes to be maintained that are identified by Department of Defense (DOD) Real Property U. S. Air Force

Form 1354 An Air Force form used to transfer of acceptance to real property

RSMeans Facility Construction Cost Data book

Provides accurate and up-to-date cost information that helps owners, architects, engineers, contractors and others to precisely project and control the cost of both new and past building construction and renovation projects

Standard Operating Procedure

Instructions for carrying out a specific task or process

Appendix B Acronyms

45 CES/CEIAP

Civil Engineer Squadron/Installation Management Flight - Asset Management Section - Real Property

45 CES/CEN Civil Engineer Squadron/Engineer Flight

45 CES/CEOHP Civil Engineer Squadron/Engineer Operations Flight – Heavy Repair Section

45 SW 45th Space Wing

ACES Automated Civil Engineering System

AF Air Force

AFTAC Air Force Technical Applications Center

CWA Clean Water Act

DoD Department of Defense

EPA Environmental Protection Agency

ERP Environmental Resource Permit

F.A.C. Florida Administrative Code

GIS Geographic Information Systems

IAW In Accordance With

LF Linear Foot

MG Million Gallons

OFW Outstanding Florida Water

PAFB Patrick Air Force Base

SJRWMD St. Johns River Water Management District

SOP Standard Operating Procedure

SXHT Patrick Air Force Base Project Code

UFC Unified Facilities Criteria

WMD Water Management District

Attachment 1

Attachment 2