Attachment 8 J020000009 UEM Contractor Outage Process.pdf

5 December 2025

MEMORANDUM

From: Utilities and Energy Management Branch Head, Public Works Department New London

Subj: Contractor Planned Utility Outage Process

1. The utility outage process is always challenging as it involves coordinating with a variety of customers and minimizing the impact that our operations have on their ability to meet their mission. We provide a critical service to our customers and therefore we need to have a clear and concise process for coordinating outages to ensure that all employees fully understand their duties and responsibilities. The Contractor Utility Outage Process is different than the In-House Process and therefore a separate memorandum is being issued to ensure clear understanding of the differences in procedure. This memorandum describes the Contractor Planned Utility Outage Process that is currently in effect.

2. Duties and Responsibilities

A. ROICC Engineering Technician

1. Work with the contractor to schedule the date and time for an outage

2. Input all necessary information into the tracking spreadsheet on the shared drive so that an outage number can be assigned

3. Complete an Outage Notification Form (see Attachment 1) with as much information as possible

4. Submit the Outage Notification Form to the UEM Engineering Technician no later than 10 business days prior to the execution date of the outage

B. UEM Engineering Technician

1. Upon receiving the Outage Notification Form from the ROICC Engineering Technician, perform the following actions within one business day:

i. Verify that all necessary contractor employee information is on the Outage Notification Form (supplied by the ROICC Engineering Technician) so that the administrative portion of the switching order can be completed solely based upon the information on the sheet

ii. Submit the Outage Notification Form to the UEM Production Controller so that a work request number can be assigned

iii. Submit the Outage Notification Form to the appropriate Supervisory Utilities Superintendent (PRC322 - High Voltage or PRC323 – Steam/Water/Wastewater) to ensure the outage can be supported

iv. If the outage cannot be supported on the requested dates, coordinate with the ROICC Engineering Technician and the appropriate Supervisory Utilities Superintendent to select another date

2. If the outage can be supported, the respective Utilities Work Leader (High Voltage Electrician or Maintenance Mechanic) will identify the affected facilities and devices to operate and return the Outage Notification Form. Upon receiving the completed Outage Notification Form, submit the form to all Facilities Operations Specialists, Fire, Security, NMCI, the UEM Production Controller, outage requestor and all concerned parties within two business days

3. Draft a complete Switching Order Package as necessary and submit to the Utilities Work Leader for field verification no later than seven business days prior to the scheduled outage date

4. Upon receiving the Switching Order Package from the Utilities Work Leader after field verification has been performed, make any changes that are required and submit to the UEM Engineer for Final Review

5. After the UEM Engineer has completed the final review, submit the approved Outage Notification Form and Switching Order Package to the appropriate Utilities Work Leader and all other parties concerned no later than two business days prior to execution

6. Maintain copies of all Switching Order Packages for one year

7. In the absence of the UEM Engineering Technician, the UEM Engineer will complete their respective duties

C. Supervisory Utilities Superintendent

1. Upon receiving the Outage Notification Form from the UEM Engineering Technician, review the time requirements and projected manpower forecast to ensure the outage can be supported

i. If the outage cannot be supported, coordinate directly with the ROICC Engineering Technician to select a different date and time. When a new date and time have been negotiated, modify the Outage Notification Form and submit to the UEM Engineering Technician for processing

ii. If the outage can be supported, pass the Outage Notification Form to the appropriate Utilities Work Leader so that facilities affected and devices to operate can be identified

D. Utilities Work Leader

1. Receive the Outage Notification Form from the Utilities Distribution Supervisor

i. Complete the Outage Notification Form (see Attachment 1) in its entirety (excluding the outage number).

ii. The method for accomplishing the outage needs to be clearly thought out and all devices that need to be operated need to be indicated on the appropriate location on the Outage Notification Form. Facilities affected also need to be clearly identified on this form. Field verification is not necessary at this time.

2. Submit the Outage Notification Form to the UEM Engineering within 1 business day

3. Review the draft Switching Order Package provided by the UEM Engineering Technician and field verify all steps of the Switching Order Package within 2 business days. Sign as the UEM Field Verifier at the appropriate location on the form.

4. Execute the outage on the required date and time when an approved Outage Notification Form and a complete Switching Order Package are sent by the UEM Engineering Technician

5. The Utilities Distribution Work Leader or Utilities Distribution Supervisor may delegate some or all of the tasks in this section to a High Voltage Electrician or Pipefitter as necessary to fulfill mission requirements.

E. UEM Engineer

1. Upon receiving a Switching Order Package from the UEM Engineering Technician that has been field verified, perform one final review on the Switching Order Package and sign as the UEM Final Reviewer in the appropriate location.

Return the Switching Order Package to the UEM Engineering Technician within two business days.

F. UEM Production Controller

1. Upon receiving the Outage Notification Form from the UEM Engineering Technician, create a work request in Maximo and input the outage information

2. Modify the Outage Notification Form to include the new number

3. Resend to the UEM Engineering Technician

4. It is important to note that this process is for planned utility outages. This memorandum does not apply to emergency outages as they will need to be expedited.

5. Send the finalized request to the Assistant Public Works Officer (APWO) as the approving authority. The APWO shall maintain documentation of all approved, pending, and completed outages. The APWO will distribute notifications of approved outages to the requester, customers, Fire Department, Safety, and Security which are included in a group email for SUBASE outages:

NAVFAC_ML_PWD_NEWLONDON_OUTAGES@navy.mil

6. Attachment 2 summarizes the key components of the process. If there are any questions or concerns regarding this procedure, please contact the Maintenance Office Director at 860-694-4484 or Michael.W.Gabiga.civ@us.navy.mil.

MICHAEL W. GABIGA

Maintenance Office Director Acting Utilities and Energy Management Branch Head Public Works Department New London

Attachments:

1. Outage Notification Form

2. Flow Chart for Contractor Utility Outage Process Distribution:

PRC32

PRC321

PRC322

PRC323

mailto:NAVFAC_ML_PWD_NEWLONDON_OUTAGES@navy.mil mailto:Michael.W.Gabiga.civ@us.navy.mil