PROPOSAL TO ACQUIRE, OWN AND OPERATE THE WASTEWATER SYSTEM AT TINKER AIR FORCE BASE, OKLAHOMA CITY, OK VOLUME I ~ TECHNICAL PROPOSAL PRESENTED BY: THE CITY OF OKLAHOMA CITY AND THE CITY OF OKLAHOMA CITY WATER UTILITIES TRUST Solicitation No. SPE600-14-R-0800 Table of Contents TOC-1 List of Tables TOC-3 List of Figures TOC-3 List of Appendices TOC-4 List of Acronyms TOC-4 Volume I – Wastewater Technical Proposal i Introduction General i Description of the TRUST i Licenses and Certifications to Provide Wastewater Service i Summary of Proposal i Advantages of the TRUST ii Matrix of Proposal Element Responses ii Subfactor 1. Service Interruption/Contingency and Catastrophic Loss Plan 1-1 1.1 Service Interruption/Contingency 1-1 1.1.1 Causes of Interruption 1-1 1.1.2 Procedures for Handling Service Calls 1-4 1.1.3 Response and Remedy Downgrade Times 1-6 1.1.4 Estimated Time for Establishment of Temporary Service 1-7 1.1.5 Estimated Time for Reestablishment of Permanent Service 1-7 1.1.6 Government Notification Procedures 1-8 1.1.7 Emergency Restoration Plan 1-9 1.1.8 Installation-Specific Requirements 1-11 1.1.9 Available Resources and Staffing 1-11 1.2 Catastrophic Loss 1-11 1.2.1 Protection from Catastrophic Loss 1-11 1.2.2 Service Provision after Catastrophic Loss 1-13 1.2.3 Reliance on FEMA or Government Relief 1-14 1.2.4 Catastrophic Insurance 1-14 Subfactor 2. Operations and Maintenance/Quality Management Plan 2-1 2.1 O&M Plan 2-1 2.1.1 Staffing Plan 2-2 2.1.2 Process Optimization Overview 2-9 2.1.3 Management Information System 2-10 2.1.4 Wastewater Collection System Operations 2-11 2.1.5 Maintenance Program 2-12 2.1.6 How Performance Standards and/or Specifications Will be Met 2-14 2.2 Quality Management Plan 2-14 2.2.1 Operating and Maintaining the Utility Systems That Will Satisfy Contract Requirements 2-14 2.2.2 Obtaining Customer Feedback and Process Improvements 2-15 2.2.3 System Inspections and Quality Assessment Procedures and Techniques 2-15 2.2.4 Recordkeeping Processes 2-17 2.2.5 Environmental Compliance Plan 2-18 2.2.6 How Performance Standards and/or Specifications Will be Met 2-19 Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Table of Contents TOC-1 2.2.7 Other Standards and Specifications 2-21 2.2.8 Process for Implementation of Government Requested Facility Expansions 2-22 2.2.9 Compliance with Applicable Environmental, Safety, and OSHA Laws and Regulations 2-24 2.2.10 Opportunities for Efficiencies in Utility Operations 2-31 2.2.11 Managing and Accessing Technical Information 2-32 2.2.12 Specialty Skills Training 2-33 2.2.13 Quality Awards and Certifications 2-35 2.2.14 Staffing Plan/Qualifications 2-35 Subfactor 3. Initial System Deficiency Corrections/Upgrades/Connections and Renewals and Replacements Plan 3-1 3.1 Initial Capital Planning and Programming 3-1 3.1.1 Initial System Deficiency Corrections (ISDCs) 3-2 3.1.2 Offeror Recommended Capital Upgrades 3-2 3.1.3 System Characterization Studies 3-4 3.1.4 Initial Renewals and Replacements 3-11 3.2 Conceptual Plans for Energy Conservation 3-14 3.2.1 Energy Conservation 3-14 3.3 Procedures for Identifying, Financing, and Scheduling Long-Term Capital Renewals and Upgrades 3-15 3.3.1 Annual Capital Upgrades and Renewals and Replacement Plan 3-15 3.3.2 Capacity Improvements 3-17 3.3.3 Periodic Studies 3-17 3.3.4 Renewals and Replacements Conceptual Methodology 3-18 3.3.5 Capital Financing Process 3-19 3.4 Responding to Government Requests 3-19 Subfactor 4. Transition Plan 4-1 4.1 Length of Transition Period 4-1 4.2 Connection Requirements 4-2 4.3 New Meters 4-3 4.4 Permits and Procedures 4-3 4.5 Inventory and Transfer Requirements 4-3 4.5.1 Inventory and Transfer of Facilities and Fixed Equipment 4-4 4.5.2 Inventory and Transfer of Non-fixed Equipment, Spare Parts, and Personal Property 4-4 4.5.3 Transfer of Manuals and Records 4-5 4.5.4 Joint Inventory Execution/Timeline 4-5 4.6 Meter Readings 4-5 4.7 Authorized Personnel and Points of Contact 4-5 4.8 System Characterization Studies 4-6 Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Table of Contents TOC-2 Tables Subfactor 1 Table 1-1. Emergency Response Plan Threats and Hazards 1-2 Subfactor 2 Table 2-1. Roles and Responsibilities of the TRUST’s TAFB Wastewater System Staffing 2-3 Table 2-2. Process Optimization Goals 2-10 Table 2-3. The TRUST Management Information System Components 2-10 Table 2-4. Operational and Maintenance Strategies for the Wastewater System 2-11 Table 2-5. The TRUST’s Business Lines Provide a Network of Support 2-14 Table 2-6. Examples of TRUST Customer Service Performance Metrics 2-15 Table 2-7. Examples of TRUST Performance Metrics 2-16 Table 2-8. Types and Formats of Information 2-17 Table 2-9. Proposed Performance Standards for the Wastewater System 2-19 Table 2-10. TAFB Environmental Regulatory Compliance Summary 2-25 Table 2-11. Current Components of the TRUST’s Technical Information Tools 2-32 Subfactor 3 Table 3-1. Wastewater System ISDCs 3-2 Table 3-2. Wastewater System Capital Upgrades 3-3 Table 3-3. Wastewater System Characterization Studies Summary 3-4 Table 3-4. Industrial Wastewater Effluent Limitations 3-10 Table 3-5. Wastewater System Renewals and Replacements 3-12 Table 3-6. Wastewater System Component Design Lives 3-18 Subfactor 4 Table 4-1. Types of Inventory of Data to be Collected During On-Site Familiarization 4-4 Table 4-2. Signature Authority 4-5 Table 4-3. Wastewater System Characterization Studies Summary 4-6 Table 4-4. Industrial Wastewater Effluent Limitations 4-8 Figures Subfactor 1 Figure 1-1. Service Call Response Chart 1-5 Figure 1-2. Emergency Procedure Flowchart 1-10 Subfactor 2 Figure 2-1. The TRUST’s Staffing Model 2-2 Figure 2-2. Standard Specifications for Construction 2-10 Figure 2-3. Example Checklists for the Wastewater System 2-12 Figure 2-4. Environmental Compliance for Privatization of TAFB’s Wastewater System 2-19 Figure 2-5. New Connection Process Flowchart 2-24 Subfactor 3 Figure 3-1. Initial Capital Planning and Programming Flow Diagram 3-2 Figure 3-2. Long Term Capital Planning and Programming Flow Diagram 3-16 Subfactor 4 No Figures Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Table of Contents TOC-3 Appendices Appendix A. The TRUST’s Standard Training, Certification, Experience and Education Requirements Appendix B. Initial Capital Improvement Schedule Appendix C. 50-year Projected Renewals and Replacements Appendix D. Wastewater System Transition Plan Schedule Appendix E. Wastewater System Joint Inventory Checklist Acronyms Used in the Proposal This section comprises the acronyms used throughout the proposal. AAEC AACE International (formerly the Association for the Advancement of Cost Engineering) ACM Asbestos-Containing Materials ACURRP Annual Capital Upgrades and Renewal and Replacements Plan ADA Americans with Disabilities Act ASCE American Society of Civil Engineers AWWA American Water Works Association Base Tinker Air Force Base Base CE Tinker Air Force Base Civil Engineering CAD-CAM Computer-Aided Design and Computer-Aided Manufacturing CCR Consumer Confidence Report CDBG Community Development Block Grant CFR Code of Federal Regulations CIP Capital Improvement Plan City The City of Oklahoma City CM Corrective Maintenance CMMS Computerized Maintenance Management System CO Contracting Officer COR Contracting Officer’s Representative CPA Certified Public Accountant CPR Cardiopulmonary Resuscitation DCC Department Coordination Center (also known as an Emergency Operations Center) DLA Defense Logistics Agency – Energy DoD Department of Defense EAL Emergency Action Level EIT Engineer-in-Training EM Engineers Manual EPA Environmental Protection Agency EPCRA Emergency Planning and Community Right-to-Know Act ERP Emergency Response Plan FEMA Federal Emergency Management Agency FOG Fats, Oils, Greases FTE Full Time Equivalent GIS Geographic Information System GO General Obligation Bond gpm gallon(s) per minute GPS/GIS Global Positioning System/Geographic Information System HAZMAT Hazardous Materials HAZWOPER Hazardous Waste Operations and Emergency Response HVAC Heating, Ventilating and Air Conditioning Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Table of Contents TOC-4 I&C Instrumentation and Control IFC International Fire Code IMT Incident Management Team ISDC Initial System Deficiency Correction JHA/PJHB Job Hazard Analysis/Pre-Job Hazard Briefing LBP Lead Based Paint LF Linear Feet LOTO Lock Out/Tag Out MEC Munitions and Explosives of Concern MEL Master Equipment List MIS Management Information Systems MSDSs Material Safety Data Sheets NACE National Association of Corrosion Engineers NFPA National Fire Protection Association O&M Operations and Maintenance O&M/QM Operations and Maintenance/Quality Management (Plan) O/W Oil/Water OCWUT Oklahoma City Water Utilities Trust ODEQ Oklahoma Department of Environmental Quality OKCEM Oklahoma City Emergency Manager OSHA Occupational Safety and Health Administration OWRB Oklahoma Water Resources Board PEOSH Public Employee Occupational Safety & Health PM Preventive Maintenance PPE Personal Protective Equipment psi pounds per square inch psig pounds per square inch gauge QA/QC Quality Assurance/Quality Control R&R Renewal and Replacement RCN Replacement Cost New RCNLD Replacement Cost New Less Depreciation RFP Request for Proposal RPM Revolutions per Minute SAP/EAM SAP Enterprise Asset Management SCADA Supervisory Control and Data Acquisition SCBA Self-contained Breathing Apparatus SDSFIE Spatial Data Standards for Facilities, Infrastructure, and Environment SOP Standard Operating Procedure SOW Scope of Work SPCC Spill Prevention Containment and Control SWMU Solid Waste Management Units TAFB Tinker Air Force Base TRUST Oklahoma City Water Utilities Trust UAW Unaccounted-for-Water UFC Unified Facilities Criteria USACE United States Army Corp of Engineers UXO Unexploded Ordnance VA Vulnerability Assessments VFD Variable Frequency Drive WCU Water Capital Upgrade WDC Water Deficiency Correction Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Table of Contents TOC-5 WEF Water Environment Federation WO Work Order WRR Water Renewals and Replacements WST Water System Characterization Studies WWCU Wastewater Capital Upgrade WWDC Wastewater Deficiency Correction WWRR Wastewater Renewals and Replacements WWST Wastewater System Characterization Studies Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Table of Contents TOC-6 The TRUST Volume I. Technical Proposal Volume I. Technical Proposal Introduction General The Oklahoma City Water Utilities Trust (TRUST) is pleased to submit the following proposal for the acquisition, operation, maintenance, and upgrading of utility service at Tinker Air Force Base (TAFB). The TRUST presents this proposal in response to Solicitation No. SPE600-14-R-0800 including Amendments 0001 through 0002 (Solicitation) that was initially issued by the Defense Logistics Agency – Energy (DLA Energy) on October 31, 2013. The TRUST reserves the right to modify its proposal, upon request of the Government. Description of the TRUST The City of Oklahoma City (The City) would become the owner of the TAFB wastewater system and lease it to the TRUST to operate and maintain if the Government accepts this Proposal. The TRUST would have full responsibility for funding the required services provided by The City pursuant to a Contract with the Government. The TRUST finances the operation, maintenance and expansion of the City wastewater system through City employees and independent contractors. The TRUST is a Public Trust established under the conditions of the Oklahoma Public Trusts Act, its sole beneficiary being The City. The City Manager, the Mayor, one Council person, and two citizens of The City who are appointed by the City Council serve as trustees of the TRUST. The purpose of the TRUST is to provide financing, through loans and the issuance of revenue bonds or other debt instruments, for the construction and acquisition of water and wastewater facilities and other general improvements to and for the extension of the water and wastewater system serving the City. The City currently provides wastewater treatment and wastewater system O&M to approximately 300,000 customers in and around Oklahoma City. The City has extensive resources available to ensure the delivery of water 24/7, including a staffing pool of over 600 people, with a vast array of in-house equipment and on- call, local subcontractors. Licenses and Certifications to Provide Wastewater Service The City wastewater system is regulated by the City Council of The City of Oklahoma City. The City is permitted to operate its existing wastewater system by the Oklahoma Department of Environmental Quality (ODEQ). The City requires staff to be licensed ODEQ operators based on their level of interaction with the system and as required by ODEQ. Summary of Proposal The TRUST is pleased to submit its proposal in response to the Government’s Solicitation for the privatization of the TAFB wastewater system. The TRUST has thoroughly reviewed the Solicitation documents and related amendments, conducted two site visits, and reviewed available technical data. The TRUST believes that its proposal is responsive to the Solicitation, and that it is ready, willing, and able to fulfil the Government’s requirements for the ongoing operation, maintenance, and upgrade of the TAFB wastewater system as provided herein. As an existing provider of wastewater service in Oklahoma City and surrounding areas, The City has proven in-house engineering expertise, wastewater system operations experience and financial strength to manage and upgrade the TAFB wastewater system to meet TAFB’s short-term and long-range wastewater system needs. Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Executive Summary i The TRUST Volume I. Technical Proposal It is the TRUST’s intention to develop and maintain strong and open lines of communication between its operating staff and TAFB personnel from the Transition Period through the life of the Contract. The TRUST desires to ensure that the wastewater system at TAFB is reliable and assists in keeping TAFB at the forefront of the Air Force Material Command and all other TAFB attachments. The TRUST will comply with State of Oklahoma and Federal regulations and safe drinking water standards concerning water quality, including the Safe Drinking Water Act and the Clean Water Act. The TRUST will establish an on-site presence at TAFB, with additional resources available from the rest of the TRUST’s resources as needed. The TRUST’s proposal includes staff that will be on-site during normal duty hours and other Full Time Equivalent (FTE) positions that will serve TAFB as needed. The TRUST will also use pre-qualified sub-contractors for construction and maintenance activities that require additional personnel and equipment. The TRUST will supply necessary equipment, tools, vehicles and supplies and provide appropriate training to City personnel for the effective performance of their duties. The TRUST proposes an operations and maintenance plan that includes preventive measures and emergency response actions necessary to ensure reliable service. In addition, the TRUST is offering an approach for repairing, replacing and upgrading the wastewater system that identifies the lowest life cycle cost improvements while conforming to water utility industry practices. The TRUST will contract with engineers, architects and consultants as may be necessary to evaluate the TAFB system and provide services to the TRUST. The TRUST is dedicated to providing the level of service requested in the Solicitation. The TRUST hopes that its proposal is favorably considered and looks forward to becoming the water utility serving TAFB. Advantages of the TRUST The TRUST offers significant advantages to provision of water services at TAFB, including: Extensive Resources: The City has over 600 utility-focused staff members to utilize; these staff members are trained and experienced in all aspects of wastewater operations and management, engineering and customer service. The City has the necessary equipment and tools necessary to reliably operate and maintain a wastewater system the size of TAFB’s. The City also provides superior economies of scale because it already provides service for a large community. Capital Planning: The TRUST has a long history of planning, funding and construction wastewater system improvements. The TRUST also has a contracted Program Manager that has provided support to successful Department of Defense Utilities Privatization contractors; this Program Manager will assist the TRUST in managing its Annual Capital Upgraded and Renewal and Replacement Plan (Annual Plan) work to ensure that the Annual Plan meets the needs of both TAFB and the TRUST. Financial Stability: The TRUST has an excellent credit rating and has significant resources available to ensure that the TAFB wastewater system is operated effectively, capital upgrades can be made, and emergencies can be responded to if they arise. Matrix of Proposal Element Responses SUBFACTOR C SECTION REQUIREMENT LOCATION C.3.2 Performance Standards Subfactor 2 C.3.3 Sub-Metering Subfactor 2 C.3.3.1 Future Sub-Meters Subfactor 2 Energy and/or Water Efficiencies and C.3.4 Subfactor 2 Conservation and Renewable Energy Generation Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Executive Summary ii The TRUST Volume I. Technical Proposal SUBFACTOR C SECTION REQUIREMENT LOCATION C.3.5 Commodity Supply Subfactor 4(Alt) C.3.6 Wastewater Effluent Disposal Subfactor 2 C.5.1.1 Transfer of Title Subfactor 4 C.5.1.2 Tools, Vehicles, and Equipment Subfactor 4 C.5.1.2.1 Radiation Causing Devices Subfactor 2 C.5.1.3 Placement of Utility Systems Subfactor 2 C.5.1.4 Contractor Facilities Subfactor 3 C.5.1.5 Record Drawings Subfactor 2 C.5.1.6 Disposition of Removed or Salvaged Materials Subfactor 2 C.5.1.7 Liens and Mortgages Subfactor 2 C.5.2 Personnel Subfactor 2 C.5.2.1 Speaking, Reading and Understanding English Subfactor 2 C.5.2.2 Personnel Appearance and Identification Subfactor 2 C.5.2.3 Employee Certification Subfactor 2 C.5.2.4 Installation’s Rules Apply to Contractor Subfactor 2 C.5.2.5 Controlled Access Areas Subfactor 2 C.5.2.6 Conflict of Interest Subfactor 2 C.5.2.7 Employment of Military Personnel Subfactor 2 Employment of Quality Assurance Representative C.5.2.8 Subfactor 2 Personnel C.5.3 Contractor Vehicles Subfactor 2 C.5.4 Contractor Communications Devices Subfactor 2 C.5.5 Contractor Advertising Subfactor 2 Response to Service Interruptions/Contingencies C.7 Subfactor 1 and Catastrophes C.8 Repair Response Procedures Subfactor 1 C.8.1 Notification Procedures Subfactor 1 C.8.2 Emergency Service Requests Subfactor 1 C.8.3 Urgent Service Requests Subfactor 1 C.8.4 Routine Service Requests Subfactor 1 C.9 Coordination of Work Subfactor 1 C.9.1 Routine Work Subfactor 1 C.9.2 Routine, Urgent and Emergency Service Requests Subfactor 1 C.9.2.1 Scheduled Utility Services Interruptions Subfactor 1 C.9.3 Construction and Restoration of Site Subfactor 1 C.9.3.1 Excavation Permits Subfactor 1 C.9.3.2 Underground Utility Location Subfactor 1 C.9.4 Duty Hours Subfactor 1 Wastewater System Tinker AFB Solicitation No. SPE600-14-R-0800 Executive Summary iii