J-0200000-16 UEM Contractor Outage Process 20141120.pdf

20 November 2014

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 will detail the Contractor Planned Utility

Outage Process which will go into effect immediately.

2. Duties and Responsibilities

A. FEAD 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 FEAD Engineering

Technician, perform the following actions within 1 business day:

i. Verify that all necessary contractor employee information is on the

Outage Notification Form 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 Utilities Distribution

Supervisor to ensure the outage can be supported

iv. If the outage cannot be supported on the requested dates, coordinate with the FEAD Engineering Technician and Utilities Distribution

Supervisor to select another date

2. If the outage can be supported, the Utilities Distribution Work Leader 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 FMS’s, Fire, Security, NMCI, UEM Production

Controller, outage requestor and all concerned parties within 2 business days

3. Draft a complete Switching Order Package and submit to the Utilities

Distribution Work Leader for field verification no later than 7 business days prior to the scheduled outage date

4. Upon receiving the Switching Order Package from the Utilities Distribution

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 Utilities

Distribution Work Leader and all other concerned parties no later than 2 business days prior to execution

6. Maintain copies of all Switching Order Packages for 1 year

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

C. Utilities Distribution Supervisor

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 than coordinate directly with the

FEAD 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 Utilities Distribution Work Leader so that facilities affected and devices to operate can be identified

D. Utilities Distribution 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 2 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

3. 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.

4. Attachment 2 summarizes the key components of the process. If there are any questions or concerns regarding this procedure please contact me at 860-694-4484 or jason.e.billings@navy.mil.

JASON E. BILLINGS

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

Utilities Steam Water Sewer Gas Electricity Communications

Road or Parking Disruption Contractor Laydown Area Dig Permit Required and Submitted

Outage Notification Subase New London PWD Bldg 135 Grayling Avenue Groton, CT 06349-5400 Phone: 860.694.3541

DSN: 694.3541

Fax: 860.694.5048

Name:

Work Phone:

Mobile Phone:

Point of Contact

Work Order Number:

UEM Required

Description

Drawing or Map Attached

Start Date/Time:

Stop Date/Time:

Contraints:

Requested Times Negotiated Times

Start Date/Time:

Stop Date/Time:

Facilities Affected:

Valves / Devices to Operate:

SUBASE XO Approval Required Approved Outage Number:

Attachment 1: Outage Notification Form

Attachment 2

Flow Chart for Contractor Utility Outage Process

Schedule Date for Outage

(FEAD Eng. Tech)

Ensure Outage can be Supported

(Dist. Supervisor)

Create Work Request

(Production Controller)

Submit Outage to

FMS’s

(UEM Eng. Tech.)

Notify Customers

(FMS)

Submit Outage to UEM

Eng. Tech.

(FEAD Eng. Tech.)

Submit Outage to

Production Controller and Dist. Supervisor

(UEM Eng. Tech.)

Identify affected facilities, identify devices to operate submit Outage Notification Form to

UEM Eng. Tech.

(Work Leader)

Submit Completed Outage

Form to all Parties

(UEM Eng. Tech.)

Plan Outage for Execution

(Work Leader)

Develop Switching Order, send to Work Leader

(UEM Eng. Tech.)

Field verify all steps of

Switching Order, return to

UEM Eng. Tech.

(Work Leader)

Submit Switching Order to

UEM Engineer

(UEM Eng. Tech.)

Review Switching Order, return to UEM Eng. Tech.

(UEM Engineer)