COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

Transcription

1 BY ORDER OF THE COMMANDER ARNOLD ENGINEERING DEVELOPMENT COMPLEX ARNOLD AIR FORCE BASE INSTRUCTION JULY 2018 Civil Engineering PROVIDING UTILITIES TO ARNOLD AIR FORCE BASE COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on the e-publishing website at for downloading or ordering RELEASABILITY: There are no releasability restrictions on this publication OPR: AEDC/TSDC Supersedes: AEDCI , 26 June 2014 Certified by: AEDC/TSD Pages: 13 This instruction implements Air Force Instruction (AFI) , Providing Utilities to U.S. Air Force Installations. This instruction defines those roles and responsibilities, processes, and procedures essential to Government management and contractor operation of utilities purchased from suppliers of electricity, natural gas, and potable water delivered to on-base users who require these utilities for mission performance and base support. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with (IAW) AFMAN , Management of Records, and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF IMT 847s from the field through the appropriate functional chain of command. SUMMARY OF CHANGES New document replaces in total the previous AEDCI , Providing Utilities to Arnold Air Force Base, and its applicable supplements and attachments. The new instruction emphasizes utility management practices for Arnold Air Force Base only, and does not cover utility management of the Arnold Engineering Development Complex (AEDC) as a whole. All references to Arnold s operating contractor and their associated duties have been modified to reflect the current base operating contract structure. In addition, pertinent organization identifiers have been updated where needed, and specific personnel references have been removed to better represent an ever-changing workforce.

2 2 AEDCI JULY Scope This instruction is applicable to all Government personnel planning, performing, or providing direction towards the delivery of supplied utilities, electrical power, natural gas and potable (drinking) water to Arnold Air Force Base (AFB). It documents the roles and responsibilities of the AEDC Test Support Division (AEDC/TSD), Base Civil Engineering Branch (AEDC/TSDC), as well as other personnel and organizations that play a significant role in the process for utility delivery in support of the Arnold AFB mission. While references to the Arnold AFB Test Operations and Sustainment (TOS) Contractor and utility suppliers are made herein, this document does not direct the performance of their work. 2. Responsibility and Authority 2.1. AEDC Commander (AEDC/CC): 2.2. Responsible for all supplied utility contracts and management thereof. Responsibility for management of supplied utilities is hereby delegated to the Director of AEDC/TSD Director of AEDC/TSD: Responsible for oversight of supplied utility contracts. Management of the supplied utilities is hereby delegated to AEDC/TSDC Oversees the integration of utility requirements and delivery of utilities Provides the Commander with timely utility status information (AEDCOI ) 3. Base Energy Manager/Supplied Utilities Program Manager (AEDC/TSDC): 3.1. Responsible for management of Arnold AFB s utilities delivery process, specifically, using valid utilities requirements (electrical power, natural gas, potable water, steam, test related fuels and cooling water) to acquire contracted utilities; acquisition of those utilities from local suppliers; recommending rates to bill the base s utility customers; analysis of usage, bills and payment of monthly bills; and providing feedback to Arnold AFB customers on process improvements for efficiency and effectiveness of operations and maintenance (see Attachment 2) Complete requirements and training for certification as both a) Contracting Officer s Representative (COR) and b) Certifying Officer and Accountable Official, as defined in DOD R Work with customers to integrate and validate utility requirements. Participates in workload management meetings where these requirements are identified and validation is made (AEDCOI and ). Ensure appropriate contractor work statements and Government roles and responsibilities are developed and approved for meter reading, participation in energy management efforts, annual review and update of supplier contracts, and other utility-related work as needed Submit required procurement documentation with requirements to the AEDC Procuring Contract Officer AFTC/PZI (Arnold). Support acquisition of required utilities (AEDCI ). Assure complete and accurate contracts are maintained on file at Arnold AFB. Ensure the TOS Contractor performs: Rate analysis and review. Recommend test and support customer internal rates based upon annual requirements and changes to those requirements throughout the year. Participate in the Tactical Integration Group (AEDCOI ).

3 AEDCI JULY Participates in Tennessee Valley Industrial Committee (TVIC) meetings and pays TVIC annual membership fees Recommend improvements for supplied utility processes, utility contracts and energy management program Meter utilities received by Arnold AFB from suppliers. Bill internal test and support customers for utilities consumed Perform annual verification that Arnold AFB can reduce load to 18 megawatts (MW) within 60 minutes Submit schedule of projected energy demand to utility providers. Tennessee Valley Authority (TVA) requires a two-day schedule update daily and a five-week schedule updated weekly. Elk River Public Utility District (ERPUD) requires a daily, weekly and monthly schedule in advance Verify through communication with the TOS Contractor that utility bills reflect actual metering. Provide AEDC Comptroller Directorate (AEDC/FM) and AFTC/PZI (Arnold) with recommendations regarding payment of utility bills. Maintain internal AEDC/TSDC procedures for each utility which identifies dates due and the process for recommending bill payment (see Attachment 3) Recommend to AEDC/FM and brief to AEDC/TSD proposed utility rates. Develop, staff, and publish Market Day Power Pricing Policy in conjunction with the Tactical Integration Group (TIG) (AEDCOI ) Participate in daily meetings to identify impacts on utilities caused by changes in test or support mission schedules Evaluate utility schedule versus actual usage monthly and report the status of utility accounts to AEDC/TSD. Recommend changes to rates, or to other utility processes, to balance utility accounts Verify utility invoices for accuracy and recommend payment or other action to payment officials in the Test Support Division, Financial Analysis Branch (TSD-FMA). This process is also supported by the Arnold AFB TOS Contractor. See Attachment 4-Verifying Utility Invoices for detailed instructions Calculate monthly and annual utility consumption and cost data and report to Major Command (MAJCOM) using Air Force Energy Reporting System (AFERS). AFERS replaced the Defense Utility Energy Reporting System (DUERS) for reporting to higher Headquarters (HQ). See Attachment 5-Utility Consumption Calculations and Reporting for detailed instructions Analyze utility data to assess progress toward Arnold AFB, Air Force Material Command (AFMC), and Air Force (AF) goals and metrics. See Attachment 5-Reporting Utility Metrics for detailed instructions. 4. Arnold AFB Three-Letter Organizations: 4.1. Ensure utility requirements are accurately identified in the Complex Integrated Requirements List (AEDCI ).

4 4 AEDCI JULY Coordinate work through the Tactical Integration Group (TIG) that may affect purchased utility suppliers and forecasts of utility requirements (AEDCOI ) 4.3. Plan for utility loss, suspension, Market Pricing, schedule changes and other occurrences that would affect Arnold AFB or impact the utility provider s ability to supply energy to Arnold AFB. 5. Arnold AFB Government Project Managers: 5.1. Coordinate and support development of project plans and statements of capability that identify utility requirements, both number of units and schedule (AEDCI ). Record those utility requirements in the Arnold AFB Financial Management System. Provide updates through the TIG (AEDCOI ). Utility requirements lead the process for rate development, metering, contracting and other tasks essential to utility management The Arnold AFB Government Privatized Housing Manager shall read water meters and report metered usage to the AEDC/TSDCO chief on a monthly basis. Record those utility requirements in the Arnold AFB Financial Management System. 6. Asset Owners, Test Systems Sustainment Division (AEDC/TSS): 6.1. Work with customers to integrate and validate utility requirements. Participate in workload management meetings where these requirements are identified and validation is made (AEDCOI and AEDCI ) Ensure appropriate contractor work statements and Government roles and responsibilities are developed and approved for meter reading, participation in energy management efforts, annual review and update of supplier contracts, and other utility-related work as needed Provide feedback to Arnold AFB customers on process improvements for efficiency and effectiveness of utility operations and maintenance. 7. Financial Management and Comptroller Division (AEDC/FM): 7.1. Determine billing rates and monthly charges for utility customers. This process is supported by the TOS Contractor. See Attachment 6-Determine Rates/Charges for Reimbursable Customers for detailed instructions Ensure utility estimates for cost reimbursable projects meet the requirements outlined in AEDCI Ensure utility rate development and reviews are conducted in accordance with AEDCI Duties performed at all levels: 8.1. Ensure all proprietary or sensitive information is protected, kept in a read and write controlled server location and marked as For Official Use Only or use a more stringent marking. Tennessee Valley Authority (TVA) considers their pricing information business sensitive and proprietary. Personnel outside of Arnold AFB (Government and any of the authorized base Operating Contractors) are required to fill out and submit a Non-Disclosure Agreement for TVA five days prior to access of the pricing information.

5 AEDCI JULY All changes in rates, requirements, potential usage for both supplied and reimbursed utilities will be presented to the Base Civil Engineer (BCE), the TIG, and Comptroller Plans and Programs Branch (AEDC/FMP). Table 1. Records. Required Quality Record Recommend Rates for Reimbursable Utilities Bill Payment Recommendation Pay Bill Copies of Utility Supplier Bills Monthly Utility Accounts Status Reports Utility Contracts 9. Metrics. Custodian AEDC/FMP AEDC/TSDCN AEDC/TSDCO AEDC/TSDC AEDC/TSDCO AFTC/PZI 9.1. Utility contracts maintained by AEDC/PZ are clear, concise, complete, current, accurate and valid Recommendations for utility payment are provided to AEDC/FM within 48 hours of AEDC/TSDC receipt of bill Utility bills are analyzed comparing actual charges against meter readings and Arnold AFB charges to projects. Variances are reported to AEDC/TSD and AEDC/FM on a monthly basis for their action to adjust rates as necessary. Feedback is provided to Arnold AFB external as well as internal utility customers to help them improve processes which reduce cost or increase reliability of supplied utilities Market Day Power Pricing Policy is current and accurate. SCOTT A. CAIN, Colonel, USAF Commander

6 6 AEDCI JULY 2018 References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION AFI , Providing Utilities to US Air Force Installations AEDCOI , Tactical Integration Group AEDCI , Air Force Acquisition of Supplies and Services for the Arnold Engineering Development Complex (AEDC) AEDCI , Project Level Financial Management AEDCI , Capabilities Based Planning AEDCI , Test and Evaluation Project Management DOD R, Department of Defense Financial Management Regulation Adopted Forms AF3553, Utility Sales Agreement for Non-Federal Organizations AF3554, Utility Sales Agreement for DOD Agencies and Non-Federal Agencies AF3555, Utility Sales Rates, Exhibit AF3556, Utility Sales Rates Computation Worksheet AF847, Recommendation for Change of Publication Acronyms and Abbreviations AEDC Arnold Engineering Development Complex AEDCI Arnold Engineering Development Complex Instruction AEDCOI Arnold Engineering Development Complex Operating Instruction AEDC/CC Base Commander AEDC/FMA Financial Analysis Branch AEDC/FMP Plans and Programs Analysis Division AFTC/PZI Base Contracting Execution Division AEDC/TSD Test Support Division AEDC/TSDC Test Support Division, Civil Engineer Branch AEDC/TSDCN Test Support Division, Civil Engineer Branch, Engineering Section AEDC/TSDCO Test Support Division, Civil Engineer Branch, Operations Section AEDC/TSS Test Support Squadron AF Air Force AFERS Air Force Energy Reporting System

7 AEDCI JULY AFI Air Force Instruction AFMC Air Force Material Command BCE Base Civil Engineer CARA Capability Analysis and Risk Assessment COR Contracting Officer s Representative DOD Department of Defense DUERS Defense Utility Energy Reporting System ERPUD Elk River Public Utility District ETL Engineering Technical Letter HQ Headquarters MAJCOM Major Command MW Megawatt TOS Test Operations and Sustainment TVA Tennessee Valley Authority TVIC Tennessee Valley Industrial Committee

8 8 AEDCI JULY 2018 Figure A2.1. Supplied Utility Process. Attachment 2 SUPPLIED UTILITY PROCESS -Identify & Validate Utility Delivery Requirements: a. Work with Test Operations (AEDC/TST), Test Systems Sustainment (AEDC/TSS) and Test Support (AEDC/TSD) program and project managers to define utility requirements; cost, schedule and performance. b. Establish a baseline utility requirements document and ensure appropriate personnel have validated the requirements. These requirements are recorded in Capability Analysis and Risk Assessment (CARA) (AEDCI ). -Develop, Negotiate and Award Utility Contract(s) (AEDCI ): a. Develop a work statement, performance and schedule requirements and method for measuring performance (Suppliers and Operating Contractors). b. Submit work statement and request for proposal information to AFTC/PZI (Arnold). c. Support AFTC/PZI (Arnold) acquisition of utility(s). d. Upon award, ensure AFTC/PZI (Arnold) identifies AEDC/TSDC Utility Program Manager as Supplied Utility Contractor s Contracting Officer s Representative (COR). -Develop Internal Arnold AFB Rates (AEDCI ): a. Given annual project rates, usage, and other information, work with AEDC/TSDCO to develop internal rates for Department of Defense (DOD) and industrial customers. b. Coordinate and gain approval from the Complex Commander for rates. c. Work with Arnold AFB TOS Contractor to manage rates within the Arnold AFB Management Information System. -Measure Utility Performance: a. METERING: Work with the Arnold AFB TOS Contractor to meter supplied utilities. Develop and include work statements and measure the performance of the TOS Contractor s efforts. b. QUALITY: Measure the quality of utilities supplied relative to work statement requirements. Supplier customer feedback shall be completed by Government COR. c. SCHEDULE: Monitor and track schedule changes. Submit advance schedules to utility suppliers in accordance with approved work statements. d. PAYMENTS: Track payments and manage financial aspects of utilities. Ensure payments are made avoiding penalties for late payments. -Report Status

9 AEDCI JULY Attachment 3 ARNOLD AFB UTILITY BILL PAYMENT PROCESS Figure A3.1. Arnold AFB Utility Bill Payment Process. Step 1 Bill(s) are made available to Arnold AFB a. TVA bill is loaded into the TVA Internet System. Bill is loaded by TVA on the first or second business day after the end of the billing month. AEDC/TSDC and TOS Contractor download bill. b. ERPUD bill sent via to pertinent Arnold AFB personnel on the second or third business day after the billing month. c. Estill Springs water bill sent via to pertinent Arnold AFB personnel on the first of each month. Step 2 Review the bill a. TOS Contractor performs analysis and sends to AEDC/TSDC within 24 business hours of receipt from TVA. b. TSDC performs independent bill analysis within 24 business hours of receipt from TVA. c. TOS Contractor reviews ERPUD bill and sends result to AEDC/TSDC within 24 business hours of receipt of ERPUD bill. Step 3 Government certifies the bill and recommends payment a. All bills certified by AEDC/TSDC and sent to AEDC/FM NLT 24 business hours from receipt of analysis. AEDC/FM receives a copy of the bills for ERPUD and TVA from the TOS contractor prior to the 4 th business day of each month. b. Avoid late payments. Late fees and due dates vary. Step 4 AEDC/FM makes payment and sends completed and signed copies of forms to AEDC/TSDC. Step 5 Defense Financial Accounting Service pays supplier within 30 days of initial receipt of bill date to avoid late fees.

10 10 AEDCI JULY 2018 Figure A4.1. Verifying Utility Invoices. Attachment 4 VERIFYING UTILITY INVOICES The Energy Manager (AEDC/TSDCN) is responsible for verifying all utility invoices in which a utility provider is billing Arnold AFB. The TVA Main Base bill and the ERPUD Main Base bill make up more than 95% of Arnold AFB total purchased utilities and are currently the only 2 bills that are verified monthly. A spreadsheet titled ValPow FYXX is used to complete this verification. This spreadsheet is restricted and access must be granted prior to use. The first tab of the spreadsheet contains detailed instructions, providing a list of all files needed and describing the process used to complete this task. The Utilities Manager for Arnold AFB s TOS Contractor is also tasked with verifying Arnold AFB utility invoices. This doublechecking procedure assures that Arnold AFB is billed correctly. The location for the ValPow FYXX spreadsheet can be found below. Location of AEDC/TSDC TVA and ERPUD verification spreadsheet: ValPow FYXX- \\aedcfs04\elecpool\tva-sensitivefouo\af-validation ERPUD-currently no AF verification; TOS Contractor Utility Manager performs only verification due to simplicity of bill.

11 AEDCI JULY Attachment 5 UTILITY CONSUMPTION CALCULATIONS AND REPORTING Figure A5.1. Utility Consumption Calculations and Reporting.

12 12 AEDCI JULY 2018 Figure A6.1. Reporting Utility Metrics. Attachment 6 REPORTING UTILITY METRICS The Energy Manager (AEDC/TSDCN) calculates base-wide utility consumption and reports progress toward Arnold AFB, AFMC, and AF metrics and goals. The Energy Manager tracks metrics and goals using a spreadsheet titled 20XX ARNOLD ENERGY REPORTING. This spreadsheet is restricted and access must be granted prior to use. The first tab of the spreadsheet contains detailed instructions, providing a list of all files needed and describing the process used to complete this task. Location of the spreadsheet can be found below: 20XX ARNOLD ENERGY REPORTING- \\Aedc15b1103\energy\data\DUERS

13 AEDCI JULY Attachment 7 DETERMINING RATES/CHARGES FOR REIMBURSABLE CUSTOMERS Figure A7.1. Determining Rates/Charges for Reimbursable Customers.