Updated_HHQ_UP_.pdf

As of 24 Jan 14 UTILITY PRIVATIZATION (UP)

HIGHER HEADQUARTERS UTILITY PRIVATIZATION

General Information: UTILITY PRIVATIZATION (UP): 10USC2688 gave the Secretary of Defense the authority to convey a utility system, or part of a utility system, under the jurisdiction of the Secretary to a municipal, private, regional, district, or cooperative utility company or other entity. The Defense Logistics Agency (DLA) shall act as the Contracting Officer for the Secretary in these conveyances.

The following are major requirements needed from the Base Operating Support (BOS) installations to support the UP contract, pre and post award:

UTILITY PRIVATIZATION (UP) PRE-AWARD REQUIREMENTS:

• Develop technical library (checklist attached)

• Validate utilities inventories

• Perform environmental assessment

• Energy security assessments

• May be required to support the source selection team as technical advisor

UTILITY PRIVATIZATION (UP) POST-AWARD REQUIREMENTS: The SP is responsible for defining the Installation’s requirements for utility service.

Responsibilities include, but are not limited to:

• Serve as on-site coordinator

• Assist system owners in developing and maintaining UP five year plan(s)

• Collect meter readings for energy tracking and billing

• Track UP costs for billing/payment purposes

• Coordinate and update GIS information for additions and reductions in systems

• Assist COR(s) with the development of QASP to ensure proper procedures and safety standards are followed

• May be required to provide technical expertise during initial phase and through the first five years on plan development, review of system upgrades, compliance with standards, laws applying to utilities, and on site government rules and regulations (i.e. clear zones)

• Coordination power outages, customer complaints, new construction or demolition, public awareness

• Ensure budgeting and programming for the utilities privatization contract

• As indicated by performance deficiencies, reviewing Contractor records and practices relative to operating, maintaining and revitalizing the utility system

• Providing feedback on Contractor Performance to the COR

• Coordinating new connections and disconnections to the utility system

• Communicating mission changes that include or impact the utility system

• Providing timely coordination of work

• Scheduling construction activities that include or impact the utility system

• Scheduling exercises that include or impact the utility system

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• Reviewing and approving digging permits and welding permits submitted by the Contractor

• Adding the Contractor as the authorized reviewer/approver for the utility system in the installation’s digging and welding permit process

• Coordinating on Contractor’s outage requests

• Coordinating requests for utility service through Customer Service

• Ensuring requests for utility service are appropriately prioritized

• Ensuring that installation requests for utility service submitted to the utilities privatization contractor are only for service on the privatized utility system

• Coordinating new service requirements with the Contractor to ensure they are incorporated into the Annual Capital Upgrades and Renewals and Replacements Plan

Safety Office’s responsibilities include, but are not limited to:

• Surveillance; As indicated by performance deficiencies

• Reviewing Contractor records and practices to safeguard installation personnel and property from ramifications related to the Contractor’s actions or operations

• Providing feedback on Contractor safety practices to the COR

The SP Environmental Office’s responsibilities include, but are not limited to:

• Coordination of work

• Coordinating the Environmental Impact Analysis Process (EIAP) conducted by the

Contractor for any actions taken within the Installation boundaries

• Surveillance

• Periodically reviewing the Contractor’s records and practices to ensure the Installation and property is protected from environmental damage

• Periodically reviewing the Contractor’s compliance monitoring records to ensure chronic exceedances are addressed and corrected

• Evaluating Contractor’s response and cleanup of spills to ensure compliance with applicable federal, state and local regulations

• Periodically reviewing the Contractor’s hazardous waste management practices and procedures

• Periodically checking to see that the Contractor has provided material safety data sheets

(MSDSs) for all hazardous material brought onto the Installation

• Periodically reviewing the Contractor’s records and practices to verify that the Contractor is following the accepted Hazardous Material and Waste Minimization Program, to include, to the extent practical, reviewing the material usage and practices for recycling and disposal

• Providing feedback on Contractor environmental practices to the COR

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AIR FORCE UTILITIES PRIVATIZATION TECHNICAL LIBRARY

CHECKLIST

The technical library shall be made available to all offerors by electronic means. A physical hard-copy technical library will not be maintained. The technical library shall include:

1. OVERALL SYSTEM SCHEMATIC DRAWINGS FOR EACH UTILITY SYSTEM

Format: PDF References:

• AFI 32-1063 Electric Power Systems

• AFI 32-1067 Water and Wastewater Systems

• AFI 32-1069 GAS Supply And Distribution

Comment: Offerors will use these maps for orienting themselves to the installation, so the following features shall be shown to include for example: installation boundaries, building outlines with building numbers, street names, and installation access gates. These drawings shall be provided via geographic information system (GIS) files, but offerors shall be instructed that the inventory in the utility specific attachment is the actual reference. Cathodic protection system drawings shall also be provided if applicable.

2. STUDIES OR REPORTS CONDUCTED ON THE UTILITY SYSTEM

Format: PDF or Word References:

• AFI 32-1063, Electric Power Systems

• AFI 32-1067, Water and Wastewater Systems

• 49 CFR 192.723 Natural Gas Distribution systems: Leakage surveys

3. BASE EMERGENCY MANAGEMENT PLAN

Format: PDF or Word References:

• AFI 10-2501, Air Force Emergency Management (EM) Program Planning and Operations

• AFMAN 10-2502, Air Force Incident Management System (AFIMS) Standards and Procedures

4. SPILL PREVENTION, CONTROL, AND COUNTERMEASURE (SPCC) PLAN OR

FACILITY RESPONSE PLAN

Format: PDF or Word Reference: 40 CFR 112, Oil Pollution Prevention

5. BASE GENERAL PLAN

Format: PDF or Word Reference:

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• AFI 32-7062, Air Force Comprehensive Planning states that the General Plan is the only required plan document for completion by all major installations under this instruction

6. MAJOR FACILITY PROJECT PLAN (without cost data) Format: Excel or Word Reference:

• AFI 32-1021, section 3.5

• AFI 32-1022 Chapter 2

• AFI 32-1032, Chapter 2

• AFI 32-1001 section 1.9

Comment: The project list is to inform the offerors of planned new facilities, changes to base layout, enhanced-use lease (EUL), or infrastructure upgrades within the next five to six years.

7. UTILITY SYSTEM PROJECT PLAN (without cost data) Format: Excel or Word References:

• AFI 32-1021 section 3.5

• AFI 32-1022 Chapter 2

• AFI 32-1032 Chapter 2

• AFI 32-1001 section 1.9

Comment: The project list is to indicate to the offerors where the base believes the utility system is in real need of repair/replacement or where new infrastructure is anticipated within the next five to six years. A separate list shall be provided for each utility system included in the UP solicitation, Initial System Deficiency Corrections (ISDC). If ISDCs are listed, ensure the project plans are included in the technical library.

8. LIST AND DESCRIPTION OF TYPICAL SPECIAL EVENTS ON THE

INSTALLATION

Format: Word Comment: Describe the special events the base typically hosts. These events may include an air show, community appreciation day, major conference or gathering, training exercise, etc.

This description shall give the offerors an idea of what non-standard utility support would be needed.

9. INSTALLATION ACCESS PROCEDURES DOCUMENT

Format: Word or PDF

Comment: These documents shall give details on how personnel and vehicles can access the installation. This document shall help clarify access procedures. This document typically indicates gate locations and hours, visitor's center information, pass procedures, and other security protocols.

10. ELECTRICAL POWER GENERATOR INVENTORY LIST

Format: Excel

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Reference:

• AFI 32-1063, Electric Power Systems

Comment: This list is only needed for solicitations that include the electric system.

11. CONSUMER CONFIDENCE REPORT

Format: PDF or Word References:

• 40 CFR 141.151, Subpart O--Consumer Confidence Reports (or applicable state regulation) and http://www.epa.gov/safewater/ccr/

Comment: The most recent consumer confidence report shall be provided for each community water system in the UP inventory. This item is only needed for solicitations that include the water system.

12. UNIQUE AND SPECIFIC FIRE-FLOW REQUIREMENTS

Format: Excel or Word

• AFI 32-1067, Water Systems

Comment: Water Distribution System Template – September 2009_REV Jan 2010 states in part "The SP shall be required to meet all unique and specific fire-flow requirements for the base, which shall be listed and available in the Utilities Privatization Technical Library." This list is only needed for solicitations that include the water system.

13. WASTEWATER TREATMENT PLANT OPERATING / DISCHARGE PERMIT

Format: PDF or Word References:

• AFI 32-7041, Water Quality Compliance, see also http://cfpub.epa.gov/npdes/

Comments: This item is only needed for solicitations that include a wastewater system. Per AFI 32-7041 section 2.2.3.1, the base may have permit(s) for Federally Owned Treatment Works (FOTWs). Per AFI 32-7041 section 2.2.3.2, the base may have permit(s) for discharges to Publicly Owned Treatment Works (POTWs)

14. ENVIRONMENTAL CONTAMINATION INFORMATION

Format: PDF or Word

Comments: All AF Installations have been surveyed for hazardous waste sites back in the mid 90s and the results are reported in the Installations IRP Report located in the Civil Engineering Environmental Section. The IRP is now known as the Environmental Restoration Program (ERP) but the IRP reports were accomplished before the name was changed.

The following documents shall be included:

a. National Priorities List (NPL) information

b. Regulatory agreement or documentation for bases on the National Priorities List

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http://www.epa.gov/safewater/ccr/ http://cfpub.epa.gov/npdes/

The Comprehensive Environmental Response, Compensation and Liability Act of 1980, known as Superfund, were enacted to address abandoned hazardous waste sites in the U.S.

The law has subsequently been amended, by the Superfund Amendments and Reauthorization Act of 1986 (SARA), and the Small Business Liability Relief and Brownfields Revitalization Act of 2002. The National Priorities List (NPL) is the list of national priorities among the known releases or threatened releases of hazardous substances, pollutants, or contaminants throughout the United States and its territories. Sites on the NPL may be in proposed, final or deleted status.

• A proposed NPL site is a facility that EPA has announced it intends to place on the NPL. This action is conducted as a regulatory rule-making process. The regulatory rule-making process requires public notice and comment. Bases that are a proposed site shall include the public notice of the rule-making process in the technical library.

• A final NPL site is one where EPA has made a final regulatory decision, after receiving public comments, to place it on the NPL. In the context of federal facilities, this means that additional requirements now come in to play, such as EPA approval of remedies and the establishment of an interagency cleanup agreement commonly referred to as a Federal Facilities Agreement (FFA) or Interagency Agreement (IAG).

Bases that are a final site shall include the FFA or IAG in the technical library.

• A deleted NPL site is one that has met the entire cleanup objectives specified in remedy selection documents. EPA may delete or partially delete sections of a site from final status on the NPL. To delete a site from the NPL requires that the state concur with EPA that cleanup actions have met the cleanup objectives specified in the remedy decision document and no further response is required to protect human health and the environment. Bases that are a final site shall include documentation of this status in the technical library.

c. Management Action Plan

• AFI 32-7020 The Environmental Restoration Program

Comments: A Management Action Plan (MAP) is an annually updated document for managing an installation’s Environmental Restoration Program (ERP). The MAP outlines the total multi-year, integrated approach to achieving environmental restoration of the installation.

d. Diagram or map of environmentally sensitive areas Format: PDF Comments: A diagram or map of environmentally sensitive areas gives the offeror a visual representation of the issues. The Management Action Plan shall include a diagram or map.

15. BASE-SPECIFIC ENVIRONMENTAL REQUIREMENTS

Comments: Include documents that govern work or activities to be accomplished by the System Owner. Only base-specific procedures need to be identified. The RFP template covers most issues already and should not be duplicated. Pertinent RFP template sections include: Utility Services Requirement, Performance Standards, Environmental Compliance, and Hazardous Substances.

Base-specific documents shall address the following topics and other topics as applicable:

• Base supplement to AFI 32-7020, The Environmental Restoration Program

• Base environmental and/or legal approval process

• National Environmental Policy Act of 1969 (NEPA) compliance

• Soil management plan

• Land use controls or institutional controls

• Unexploded ordnance (UXO)

• Natural resources

• Cultural resources

• Threatened or endangered species

• Vegetation

• Air quality

• Water quality

• Hazardous materials

• Hazardous waste

16. ENVIRONMENTAL BASELINE SURVEY

• AFI 32-7066, Environmental Baseline Surveys in Real Estate Transactions

Comment: Environmental Baseline Surveys (EBSs) shall not normally be needed for UP actions. The current AF practice is to issue non-exclusive rights-of-access to system owners. If an EBS is not needed, then there shall be no EBS in the technical library.

17. GUIDELINES FOR OPERATING VEHICLES ON BASE

Format: PDF or Word Reference:

• AFI 13-213, Airfield Driving

• AFI 31-218 Motor Vehicle Traffic Supervision (current edition)

• Airfield Driving Instruction (ADI)

Comment: Provide requirements, documents, and supplements for local conditions as appropriate.

18. UTILITY OUTAGE REPORTS

Format: Word, Excel, or PDF

Comment: Provide reports of utility outages for the last 2 years. Information can be obtained from Interim Work Information Management System (IWIMS).

19. BASE DIGGING PERMITS PROCEDURES

Format: PDF or Word Reference: AFI 32-1001 Operations Management

20. ARCHITECTURAL COMPATIBILITY PLAN

Format: PDF or Word Reference:

• AFI 32-7062, AF Comprehensive Planning and http://www.afcee.af.mil/resources/designandconstruction/familyhousingpublications/inde x.asp Then click on Architectural Compatibility Guide. (Even though the URL indicates otherwise, this guide applies to all facilities, not just housing)

Comment: Some Air Force installations have a base facility standard or a design standard.

These standards typically include an architecture section. Other installations include an Architectural Compatibility Plan as part of their General Plan. Include this architecture section or Architectural Compatibility Plan in the technical library. Do not include other sections of the standard in the technical library because they will likely duplicate requirements elsewhere in the request for proposal. The architecture section/architectural compatibility plan shall ensure the system owner complies with the installation's intended unity of architectural expression and use of common architectural features.

21. HISTORICAL BILLING STATEMENT

Format: Word, Excel, or PDF Comment: Provide historical “usage data” for the last 5 years, for those utility systems being privatized.

22. INSTALLATION FACILITY PRIORITY LIST

Format: Word, Excel, or PDF Comment: Provide a copy of any unclassified (if available) of the installation’s Facility Priority List. The list may be part of a base contingency plan or other readiness documentation and the priority list shall be extracted into a single document if the entire document is not releasable.

23. WORK ORDER AND JOB ORDER REPORTS

Format: Word, Excel, or PDF Comment: Provide work order and job order reports for the last 3 years, for those utility systems being privatized.

24. OPERATIONS AND MAINTENANCE MANUALS

Format: Word or PDF Comment: Provide copies of all operations and maintenance manual that shall be transferred to the new system owner for each utility system being privatized. Documents and manuals shall be transferred with the utility system.

http://www.afcee.af.mil/resources/designandconstruction/familyhousingpublications/index.asp http://www.afcee.af.mil/resources/designandconstruction/familyhousingpublications/index.asp

25. NATIONAL ENVIRONMENTAL POLICY ACT (NEPA)

Format: Word, Excel, or PDF Comment: Where applicable, provide all NEPA related documents to include for example, Environmental Impact Analysis Process, Categorical Exclusions, Environmental Assessments, and Environmental Impact Statements.

26. RCRA IDENTIFIED SITES

Format: Word, Excel, or PDF Reference:

• AFI 32-7042 Waste Management Comment: Provide current listing of all RCRA identified Hazardous Waste generation sites and accumulation points.

27. ASBESTOS MANAGEMENT PLAN AND ASBESTOS OPERATING PLAN

Format: Word or PDF Reference:

• AFI 32-1051 Facility Asbestos Management

• Asbestos Management Plan, paragraph 5

• Asbestos Operating Plan, paragraph 6