Sanitary Sewer Management Plan. Revised On: June 10, 2014 Contributors: Roland P. Williams Tyree Jackson

Transcription

1 Sanitary Sewer Management Plan Revised On: June 10, 2014 Contributors: Roland P. Williams Tyree Jackson

2

3 Castro Valley Sanitary District SANITARY SEWER MANAGEMENT PLAN TABLE OF CONTENTS ELEMENT NO. PAGE NO. 1. GOALS ORGANIZATION LEGAL AUTHORITY OPERATIONS AND MAINTENANCE DESIGN AND PERFORMANCE STANDARDS OVERFLOW AND EMERGENCY RESPONSE PLAN FATS, OILS, AND GREASE (FOG) CONTROL PROGRAM SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS SSMP PROGRAM AUDITS COMMUNICATION PROGRAM... 45

4 ELEMENT 1 - GOALS The goals of the Castro Valley Sanitary District (CVSan) Sewer System Management Plan (SSMP) are to provide and schedule the proper management, operation, and maintenance of all parts of CVSan s wastewater collection system, to provide adequate capacity to convey peak flows, and to direct and support efforts to prevent, reduce, and mitigate sanitary sewer overflows (SSOs) that occur within the boundaries of CVSan. The SSMP has been developed as a supplement to CVSan s Strategic Plan document. The Strategic Plan identifies three (3) planning statements that provide direction to achieving the SSMP goals. The established planning statements are: six (6) strategic priorities; a mission statement, and a vision statement. The Mission Statement is the first step in the planning process to identify the overall function or mission of CVSan: "We protect public health and the environment by providing wastewater and solid waste services." S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 1

5 (THIS PAGE INTENTIONALLY LEFT BLANK) S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 2

6 ELEMENT 2 - ORGANIZATION SSMP Organizational Chart Board of Directors General Manager District Engineer Collection System Maintenance Supervisor Department Head Administrative Assistant Senior Collection System Maintenance Worker Collection System Maintenance Technician Engineering Technician Collection System Maintenance Worker Collection System Maintenance Worker Trainee S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 3

7 The Castro Valley Sanitary District (CVSan) has select staff and the Board of Directors (Board) involved, in varying degrees, with the Wastewater Department. The following staff is responsible for designing, implementing, managing, and updating the SSMP: Board of Directors (BOD) Establishes policy and sets strategic goals and priorities for the agency; approves all SSMP updates and revisions. General Manager (GM) - Serves as the Chief Executive Officer of CVSan, accountable for enforcement of all CVSan, local, state, and federal codes and regulations, the conduct of all financial activities, the oversight of all engineering activities and the efficient and economical performance of CVSan s operations. Reviews and plans operational strategy for implementation of SSMP; leads staff, allocates resources, delegates responsibility, and authorizes all changes, revisions, and updates to the SSMP; authorizes outside contractors to perform services necessary for implementation of all aspects of the SSMP; and serves as public information officer. Serves as primary Legally Responsible Official. Engineering Technician (ET) Provides operational support for the Engineering Department and participates in all standard construction, repair, installation and upgrade activities of CVSan s wastewater collection and disposal systems. Prepares wastewater collection system planning documents and reports, documents new and rehabilitated assets; maintains CVSan s GIS and mapping information systems; and assists with coordination, development, and implementation of the SSMP. Collection System Maintenance Supervisor (CSMS) - Oversees day-to-day maintenance operations and participates in CVSan activities required to install, inspect, maintain and repair collections system facilities and equipment - including main sewer lines, laterals and pumping stations. Provides system information and maintenance reporting and documentation to management; and prepares and implements contingency plans for high risk assets; plans and implements emergency response field activity and training; documents, investigates, and reports all SSOs. Serves as secondary Legally Responsible Official. Collection System Maintenance Technician (CSMT) Functions as the lead operator, and implements preventative maintenance and repair program for all Castro Valley Sanitary District (CVSan) fleet vehicles, wastewater pump stations, and S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 4

8 related equipment. Staffs preventive maintenance activities; functions as 2 nd Responder for after-hour pump station emergencies; completes SSO Field Report, and notifies management and affected entities in the event of SSO, as needed; prepares and submits draft SSO reports to CIWQS database, as needed. Senior Collection System Maintenance Worker (CSMSW) Acts as crew leader and relief Collection System Maintenance Supervisor, as assigned. Participates in all CVSan activities required to install, inspect, maintain and repair collections system facilities and equipment, including main sewer lines, laterals, pumping stations and mobile equipment and assistance in ensuring that CVSan meets all regulatory agency requirements. Staffs preventive maintenance activities; functions as 1 st Responder for after-hour emergencies on a rotational basis; completes SSO Field Report, and notifies management and affected entities in the event of SSO; prepares and submits draft SSO reports to CIWQS database, as needed. Serves as designated Data Submitter. Collection System Maintenance Worker (CSMW) Performs skilled and semiskilled work. Participates in all CVSan activities required to install, inspect, maintain and repair collections system facilities and equipment, including main sewer lines, laterals, pumping stations and mobile equipment. Staffs preventive maintenance activities; functions as 1 st Responder for after-hour emergencies on a rotational basis; completes SSO Field Report, and notifies management and affected entities in the event of SSO; prepares and submits draft SSO reports to CIWQS database, as needed. Serves as designated Data Submitter. Collection System Maintenance Worker Trainee (CSMT) Learns, assists and participates in all CVSan activities required to install, inspect, maintain and repair collections system facilities and equipment, including main sewer lines, laterals, pumping stations and mobile equipment. Supports mobilization, response, and notification activity in event of an emergency or SSO event. Administrative Assistant (AA) Provides clerical support for SSMP updates and revisions. Department Heads (DH) Prepares and submits (or certifies) draft SSO reports to CIWQS database, as needed. Serves as an alternate Legally Responsible Official S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 5

9 District Engineer (DE) Provides input SSMP updates and revisions as needed. Goals Responsibility for SSMP Implementation SSMP Element Description Staff Responsible Organization Legal Authority Operation and Maintenance Program Design and Performance Provisions Overflow Emergency Response Plan (OERP) Fats, Oils, and Grease (FOG) Control Program System Evaluation and Capacity Assurance Plan Lead staff in the support and updating of SSMP goals Update organizational information; identify and update SSO responding and reporting chains of communication and other SSMP assignments Uphold the District s codes and ordinances; draft new ordinances as needed Update sanitary sewer maps, implement O&M activities and rehabilitation/replacement program; implement staff training activities Ensure that all construction projects meet the District s standards; update standards; facilitate inspection of public works projects Implement and update plan; implement OERP training Update and implement FOG program Regularly assess capacity requirements for the sewer collection system; incorporate recommendations in the District s Capital Improvement Plan; implement necessary General Manager General Manager General Manager Collection System Supervisor District Engineer Collection System Supervisor District Engineer District Engineer S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 6

10 Monitoring, Measurement, and Program Modifications improvements Monitoring implementation of and assess success of the overall SSMP program elements; identify trends in key performance measures and provide recommendations for improvement General Manager SSMP Program Audits Oversee SSMP audits General Manager Communication Plan Overall SSMP Program Last Revised: March 2014 Manage communication of SSMP activities Collection System Supervisor General Manager S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 7

11 (THIS PAGE INTENTIONALLY LEFT BLANK) S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 8

12 ELEMENT 3 - LEGAL AUTHORITY CVSan Code, Section 4001: CVSan Authority. The authority of CVSan is granted under the provisions of Division 6, Par 1, of the Health and Safety Code of the State of California and regulations of CVSan. CVSan Code, Section 4101: Use of Public Sewers Required. It shall be unlawful for any person to place, deposit, or permit to be deposited in an unsanitary manner upon public or private property within CVSan, or in any area under the jurisdiction of said CVSan, any human or animal excrement, garbage, or other objectionable waste. CVSan Code 4102: Discharge of Wastewater Into Natural Outlets Prohibited. It shall be unlawful to discharge to any natural outlet within CVSan, or in any area under the jurisdiction of CVSan, any sanitary wastewater, industrial wastes, or other polluted waters, except where suitable treatment has been provided in accordance with subsequent provisions of this Chapter. CVSan Code 4112: Building Sewers and Connections. No unauthorized person shall uncover, make any connections with or opening into, use, alter or disturb any public sewer, side sewer or building sewer, or appurtenance thereof without first obtaining a written permit from CVSan. CVSan will use sewer use ordinances, service agreements, or other legal binding procedures to: A. Control infiltration and connections from inflow sources, including satellite systems: CVSan Code, Section 4065: Connections at Manholes. No connection shall be made to existing manholes except as approved and directed by CVSan s Engineer or designee. Where a connection to the sewer system is to be made in an existing manhole, the Contractor shall make the connection by breaking through the manhole base wall and forming a new channel in accordance with the Standard Manhole Drawing No.14. When the connection is to be made by constructing a new manhole on an existing sewer, the connection and manhole shall conform to the details shown on the Standard Drawings. CVSan has the power to install and enact regulations related thereto, including the prohibition of private sewer systems and requiring all S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 9

13 inhabited property to be connected to CVSan s sewers (California Health and Safety Code Section 6400 et seq.) Once exercised, CVSan s power is controlling over any general law, city, or county regulation pertaining to the same subject. CVSan has enacted an Operations Code by ordinance. Violations are a misdemeanor (Section 1200). Sewer construction is regulated by Article 3 Chapters 1, 2, 3, and 4 of the Operations Code. All sewer construction must be in accordance with CVSan Standards (Article 3 Chapters 1 and 2). The type of materials and inspection requirements by CVSan staff are provided in Chapter CVSan continuously and thoroughly video inspects all the sewer mains in the system. The results of the video inspections show virtually no source(s) of infiltration into the lines. Although no source(s) of infiltration were discovered, the legal authority to control infiltration simply consists of Board approval of maintenance or capital projects that will eliminate infiltration. Legally controlling inflow encompasses controlling the two (2) major sources of inflow: illegal connections and submerged manholes. When instances of illegal connections are found, the property owner/tenant is required to immediately remove the connection. CVSan s sewer permit issuance procedure is supported by ordinance and any illegal connections are subject to citation(s) (Article 3 Chapter 1). The other source of inflow is from submerged roads during heavy storms, especially where manholes are subject to local flooding, causing water to enter pick holes. B. Require that sewers and connections be properly designed and constructed: CVSan Code, Section 4095: Standard Specifications. These general provisions shall compromise the standard specifications of CVSan. Additional provisions are provided in the Castro Valley Standard Design Criteria and Standard Drawings which are hereby incorporated into this Code by reference. These provisions may be supplemented by such additional provisions or specifications as the Board may from time to time deem necessary to regulate any condition or circumstance not covered by this Article. CVSan has its Standard Drawings and Standard Specifications for the construction of Sanitary Sewers which ensures the sewer lines and connections are properly designed and constructed (Article 3 Chapter 10 of the Operations Code). CVSan s Specifications by reference incorporate the current American Society for Testing and Materials (ASTM) Standards, which helps ensure proper design and technologically modern construction of sewer facilities. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 10

14 C. Ensure proper installation, testing, and inspection of new and rehabilitated sewers: CVSan Code, Section 4004 Inspection (partial): All work done under these provisions shall be subject to rigid inspection and shall be performed to the satisfaction of CVSan. Proper facilities for safe access for inspection of all parts of the work shall be maintained at all times. The Engineering Technician shall be notified at least 24 hours prior to inspection to do all work. The inspection or acceptance of the work shall not relieve the Contractor of his obligation to do all work in accordance with the plans and specifications CVSan Code, Section 4094 Manhole Vacuum Testing (partial): All sewer manholes shall be vacuum tested prior to backfill CVSan s ETs are well versed in the statutes of the code and current specifications for sanitary sewers within CVSan. The ET is well experienced in pipeline and pumping station construction, maintenance, testing, and inspection. The ET attends training classes and educational seminars to stay familiar with advancements in the industry. The ET maintains a copy of the Castro Valley Sanitary District Standard Plans for Sanitary Sewer Construction and Standard Specification on the job at all times. Results of CVSan-wide video inspection show that vitrified clay pipe (VCP) will remain in excellent condition if proper construction practices are followed. Providing continuous inspection ensures the proper construction practices are followed. Continuous inspection of other utilities being installed in the vicinity of the sewer lines ensures proper protection methods are provided for the sewer lines and lengthens the life expectancy of the lines. D. Enforce any violation of sewer ordinance: CVSan Code, Section 4008: Violations and Penalties. Any violation of the provisions of these general provisions in part or total shall entitle CVSan and shall establish the right of CVSan to pursue any of the following remedies: 1. To enforce the penalties as set forth in their Health and Safety Code of California, Division 6, Part 1, Chapter 4, Section 6523; S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 11

15 2. To enforce the penalty provisions contained in Article 1 Chapter 2, Section 1200 of the CVSan Code; 3. To refuse to accept work; 4. To forfeit Contractor s cash deposit with CVSan in part or in total. CVSan reserves the right to enforce any and all sections of the code or standard specifications, and to seek any and all penalties and punishment to any individual or corporation that is in violation. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 12

16 ELEMENT 4 OPERATIONS AND MAINTENANCE A. Collection System Maps: The CVSan Geographic Information System (GIS) contains information and data of the sanitary sewer system. The geographic data is also linked to the asset management system data contained in Lucity. The information available that can be viewed online for assets includes: Manholes structure identification number; location referenced by adjacent address; depth; date built; rim and invert elevations; size; construction material; and any pertinent structure notes. Pipes pipe identification number, location referenced by street and/or adjacent address; size; material type; length; flow direction; work orders and PM schedules; relevant construction information. Pump Stations identification number; location by address. The CVSan 66 page map book is generated through the GIS. The pages are a representation of the sewer system with basic information shown on the page. The land base consists of streets, street names, parcels and addresses. The sewer asset information shown is the manhole numbers, manhole depth, pipe size, pipe length, and direction of flow. All map book users provide input for updates and corrections to the GIS. Field verified changes are submitted to the CSMS. Once reviewed, updates are made by Engineering in the GIS and Lucity. New map books are produced once every six (6) months. B. Resources and Budget: CVSan develops and adopts an annual Operation Expenses, Renewal & Replacement, and Capital Improvement budget to guide its on-going operations and capital expenses and projects. The operating budget for fiscal year includes $7,044,923 for operations, $470,249 for Renewal & Replacement, and $2,359,850 for Capital Improvement Projects (CIP). The budget is established on a pay-as-you-go basis. Rates are assessed to rate payers through the County property tax rolls as a method of collection (some public entity billings are also generated by CVSan). All accounting policies are in conformity with the Governmental Accounting Standards Board (GASB) and all cash and cash equivalents are deposited primarily with the State of California Local Agency Investment Fund (LAIF). CVSan s long-term budget is slated until S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 13

17 CVSan maintains its collection system with a CSMS, a SCSMW, and a crew for collection system and field maintenance. The crew is provided with modern equipment including a hydro flush truck, a rodding truck, a CCTV van, two (2) pickup trucks, and a flatbed truck. CVSan s primary activity is hydro root saw, due to the nature of the area and the fact that roots in hilly areas are the biggest problem, and concern associated with SSOs and the cleaning of CVSan lines. The crew provides emergency service on a continuous, 24 hour a day basis, so that all emergency calls can be handled as soon as possible (on-call personnel can be reached at ) C. Preventative Maintenance (PM): PM is scheduled maintenance activities performed to keep sewers operating properly prevent stoppages. CVSan performs four (4) basic PMs: hydro flushing, hydro root sawing, machine rodding, and chemical root treatment (CRT). PMs for root control consist of hydro root sawing, machine rodding, and CRT. These root control PMs account for 60% percent of the total PMs. Hydro flushing PMs are for grease control and account for 40% percent of the total PMs. Pipes are added to the PM scheduled program based primarily on closed-circuit television (CCTV) inspection results. In order to minimize and prevent sewer backups, the collections systems crew monitors known hot spots as to their status and condition. Reactive maintenance activities in the sewer system include investigation and response to any complaints regarding an overflow, missing or shifted manhole covers, residential plumbing problems, pump station malfunction, sewer odor, etc. Sewer complaints, when received, are investigated and appropriate action is taken to resolve the source of the problem. Information concerning the collection system operation and maintenance (O&M) is contained primarily in CVSan s computerized data base. This data base utilizes software from Lucity. Information used for the O&M assessment includes: PM activities, stoppage histories, and known problem sewers because of FOG. The Lucity database includes stoppage information from as early as 1963; however more recent data from 2000 through January 2006 is also used for assessment. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 14

18 The CIP was developed to mitigate hydraulic and structural deficiencies. Information from the hydraulic, condition, and O&M assessments were used to prioritize capital projects into five (5) categories: 1. Priority 1. Structural improvements with one or more high risk maintenance issues: i. One or more stoppages or overflows since ii. Known grease problem. iii. High frequency (<6 months) preventive maintenance. 2. Priority 2. Hydraulic capacity improvements in areas with historic wet weather surcharging or SSO problems. 3. Priority 3. Structural improvements for reaches with more than three (3) significant defects. 4. Priority 4. Remaining hydraulic capacity improvements to provide protection against SSOs under the 10 year design storm. 5. Priority 5. Remaining structural improvements for reaches with one to three (1-3) significant defects. The planning and prioritization of the CIP is based on a five (5) year horizon. D. Scheduled Inspections and Condition Assessment: Condition assessment is performed daily by collection system workers through visual observation of facilities as part of PM cleaning activities. The condition assessment is also based on CCTV inspection data provided by CVSan. CCTV inspection information is contained in CVSan s Computer Maintenance Management System (CMMS). CCTV inspections are grouped into structural defects, lateral connection defects, and maintenance-related problems. Lateral connections and maintenance related problems such as grease accumulation or root intrusions are not structural problems and are not considered for the condition assessment. Roots, if left untreated, can cause pipes to crack. When that occurs, they are considered to be structural problems. The most numerous defects are offset joints and defective lateral connections. The connections of lateral pipes to sewer mains are the responsibilities of the associated property owners. Infiltration is noted when observed during CCTV inspections, but is difficult to assess. Since CCTV inspections are not typically performed during storm events, rainfall dependent infiltration can occur at other locations and not be noted. System flow is monitored and recorded daily for any sign of aberration. Flow chart and recorded flow are compared on S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 15

19 a monthly basis. Biweekly checks are made of all vehicles and pump stations to identify any wear items. Such items are documented and checked frequently. CVSan is inspected and assessed every five (5) years. Testing is employed to ensure the quality of CVSan s system. Testing procedure is provided in Chapter 9 in CVSan s General Provisions and Specifications for the Construction of Sanitary Sewers or Section 4090 in CVSan s Code. E. Contingency Equipment and Replacement Inventories: The inventory of sewer maintenance equipment and parts is managed by the CSMS. The database used to track equipment is dynamic and updated constantly. CVSan maintains an emergency trailer with a 16 hp, 8 KW generator with a wheel kit, 80 feet of suction hose, confined space entry equipment, plugs, and various other equipment and items that are used in response to SSOs and other emergency situations. This allows staff to respond quickly to SSOs including pumping SSO from storm drains and ditches if the need arises. An inventory of clay pipe, some fittings and couplings, in sufficient quantity to make emergency repairs, is maintained by CVSan. Contractors are used to make routine and emergency repairs and line replacements, and CVSan has agreements in place with contractors for these services if the need arises. CVSan does provide on-call personnel, who are available 24 hours a day, seven (7) days a week. F. Training: All Collections workers are required by CVSan to be certified by the California Water Environment Association (CWEA). All collections crew members participate in biweekly tailgate safety meetings as well as ongoing on-the-job training efforts in order to keep certifications current. Training of CVSan staff on standard procedures and other special programs are conducted in an ongoing basis. Collection and Engineering department members also participate in CWEA programs and other training courses. CVSan pays for all expenses for seminars, conferences, and certifications that are job related. CVSan also provides education assistance for its employees. CVSan guidelines are in the Seminars and Conferences section of CVSan s Policies and Procedures Manual. G. Outreach to Plumbers and Building Contractors: S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 16

20 The purpose of the outreach program is to educate commercial entities involved in sewer construction or maintenance about the proper practices for preventing blockages in private laterals. CVSan promotes the proper installation of sanitary sewer facilities by the use of advertisements in the local newspaper, Castro Valley Forum, and the CVSan website. The mini specifications are free to all as well as available to contractors and residents who obtain permits for sewer repairs or replacement. CVSan s outreach includes quarterly newsletters to every property owner in its service area. These articles are ongoing and promote information about how to locate laterals and the benefits of keeping the line clean and in good operating order. CVSan has a Call Us First Program for observed sewer emergency. CVSan continues to enhance its current outreach methods to educate the community about the policies and practices for preventing blockages. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 17

21 (THIS PAGE INTENTIONALLY LEFT BLANK) S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 18

22 ELEMENT 5 - DESIGN AND PERFORMANCE STANDARDS A. Standards for Installation, Rehabilitation and Repair: CVSan, through its Engineering Department, provides and maintains a set of sewer system design standards (General Provisions and Specifications for the Construction of Sanitary Sewers). These Standard Specifications are a complete set of guidelines and mandatory standards that dictate how sanitary sewers must be built within CVSan. They are required by CVSan s Code, Article 3, for the building of new sewers and the rehabilitation and replacement of existing facilities. Strict adherence to the Standard Specifications is required in order to ensure the integrity of the sewer system and prevent any SSO. The Standard Specifications are updated with changes in technology and industry accordingly. CVSan reviews and revises its specifications every two (2) years as necessary. B. Standards for Inspection and Testing of New and Rehabilitated Facilities: The CVSan ETs are responsible for inspections and testing of all new sanitary sewer construction and repairs to the system. They ensure the construction and testing meet all CVSan Standard Specifications and applicable CVSan Codes. Permits are required for all repair on and construction of wastewater facilities in CVSan. New wastewater facilities or repairs will not be accepted without meeting the CVSan Standard Specification, Section 4004 of the CVSan Code. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 19

23 (THIS PAGE INTENTIONALLY LEFT BLANK) S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 20

24 ELEMENT 6 OVERFLOW AND EMERGENCY RESPONSE PLAN Refer to CVSan Policies and Procedures Manual, Section 3130: This plan addresses the requirements by the State Water Resources Control Board (SWRCB), California Integrated Water Quality System (CIWQS), Local Health Officer, and Director of Environmental Health, California Regional Water Quality Control Board (CRWQCB) and the Environmental Protection Agency (EPA) that states discharges of wastewater that enter into a drainage channel or a surface water be reported. NOTIFICATION REQUIREMENTS A. For any Category 1 SSO greater than or equal to 1,000 gallons that results in a discharge to a surface water or spilled in a location where it probably will be discharged to surface water, either directly or by way of a drainage channel or MS4, CVSan shall, as soon as possible, but not later than two (2) hours after (A) CVSan has knowledge of the discharge, (B) notification is possible, and (C) notification can be provided without substantially impeding cleanup or other emergency measures, notify Cal OES and obtain a notification control number. B. To satisfy notification requirements for each applicable SSO, CVSan shall provide the information requested by Cal OES before receiving a control number. Spill information requested by Cal OES may include: i. Name of person notifying Cal OES and direct return phone number. ii. Estimated SSO volume discharged (gallons). iii. If ongoing, estimated SSO discharge rate (gallons per minute). iv. SSO Incident Description: a. Brief narrative. b. On-scene point of contact for additional information (name and cell phone number). c. Date and time enrollee became aware of the SSO. d. Name of sanitary sewer system agency causing the SSO. e. SSO cause (if known). v. Indication of whether the SSO has been contained. vi. Indication of whether surface water is impacted. vii. Name of surface water impacted by the SSO, if applicable. viii. Indication of whether a drinking water supply is or may be impacted by the SSO. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 21

25 ix. Any other known SSO impacts. x. SSO incident location (address, city, state, and zip code). C. Following the initial notification to Cal OES and until such time that CVSan certifies the SSO report in the CIWQS Online SSO Database, CVSan shall provide updates to Cal OES regarding substantial changes to the estimated volume of untreated or partially treated sewage discharged and any substantial change(s) to known impact(s). D. PLSDs: CVSan is strongly encouraged to notify Cal OES of discharges greater than or equal to 1,000 gallons of untreated or partially treated wastewater that results, or may result in, a discharge to surface water resulting from failures or flow conditions within a privately owned sewer lateral or from other private sewer asset(s) if CVSan becomes aware of the PLSD. E. Notification shall also be made to the following local agencies, individuals, and/or entities, as the situation dictates: Alameda County Public Works: Business Hours (8:30 a.m.-5:00 p.m.): (510) After Hours (and weekends): 911 George M. Bolton III, Construction Manager (510) Construction and Development Services Alameda County Environmental Health: (510) Law Enforcement: roadway closure, traffic control, etc. CHP - Castro Valley Office: (510) Alameda County Sheriff s Office (ALSO): (510) Alameda County Fire Department (ALFD) (925) Utilities: EBMUD: 24 HR Hotline: (866) PG&E: 24 HR Hotline: (888) AT&T: Land-line Repair: (800) or (800) Any other underground utility that may be impacted. Local/Regional Recreation: Hayward Area Recreation District (HARD): (510) East Bay Regional Park District: (510) Local residents who may be impacted. CVSan Management: S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 22

26 First responder is responsible for contacting Management directly in the event of any SSO. If a voic message is left, Management is responsible for contacting the first responder directly for follow-up. Collection System Maintenance Supervisor (510) General Manager (510) CVSan Department Heads: In the event that both the Collection System Maintenance Supervisor and General Manager are unavailable and SSO report(s) need to be submitted and/or certified. REPORTING REQUIREMENTS A. CIWQS Online SSO Database Account: Select CVSan personnel shall obtain a CIWQS Online SSO Database account and receive a Username and Password by registering through CIWQS. These accounts allow controlled and secure entry into the CIWQS Online SSO Database. B. SSO Mandatory Reporting Information: For reporting purposes, if one SSO event results in multiple appearance points in a sewer system asset, CVSan shall complete one SSO report in the CIWQS Online SSO Database which includes the GPS coordinates for the location of the SSO appearance point closest to the failure point, blockage or location of the flow condition that caused the SSO, and provide descriptions of the locations of all other discharge points associated with the SSO event. C. SSO Categories i. Category 1 Discharges of untreated or partially treated wastewater of any volume resulting from an enrollee s sanitary sewer system failure or flow condition that: a. Reach surface water and/or reach a drainage channel tributary to a surface water; or b. Reach a MS4 and are not fully captured and returned to the sanitary sewer system or not otherwise captured and disposed of properly. Any volume of wastewater not recovered from the MS4 is considered to have reached surface water unless the storm drain system discharges to a dedicated storm water or groundwater infiltration basin (e.g., infiltration pit, percolation pond). ii. Category 2 Discharges of untreated or partially treated wastewater greater than or equal to 1,000 gallons resulting from an enrollee s sanitary sewer system failure or flow condition that does not reach a surface water, a drainage channel, or the MS4 unless the entire SSO volume discharged to the storm drain system is fully recovered and disposed of properly. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 23

27 iii. Category 3 All other discharges of untreated or partially treated wastewater resulting from an enrollee s sanitary sewer system failure or flow condition. D. Sanitary Sewer Overflow Reporting to CIWQS - Timeframes i. Category 1 and Category 2 SSOs All SSOs that meet the above criteria for Category 1 or Category 2 SSOs shall be reported to the CIWQS Online SSO Database: a. Draft reports for Category 1 and Category 2 SSOs shall be submitted to the CIWQS Online SSO Database within three (3) business days of CVSan becoming aware of the SSO. Minimum information that shall be reported in a draft Category 1 SSO report shall include all information identified in section 8.i.a. below. Minimum information that shall be reported in a Category 2 SSO draft report shall include all information identified in section 8.i.c below. b. A final Category 1 or Category 2 SSO report shall be certified through the CIWQS Online SSO Database within 15 calendar days of the end date of the SSO. Minimum information that shall be certified in the final Category 1 SSO report shall include all information identified in section 8.i.b below. Minimum information that shall be certified in a final Category 2 SSO report shall include all information identified in section 8.i.d below. ii. Category 3 SSOs All SSOs that meet the above criteria for Category 3 SSOs shall be reported to the CIWQS Online SSO Database and certified within 30 calendar days after the end of the calendar month in which the SSO occurs (e.g., all Category 3 SSOs occurring in the month of February shall be entered into the database and certified by March 30). Minimum information that shall be certified in a final Category 3 SSO report shall include all information identified in section 8.i.e below. iii. No Spill Certification If there are no SSOs during the calendar month, CVSan shall either 1) certify, within 30 calendar days after the end of each calendar month, a No Spill certification statement in the CIWQS Online SSO Database certifying that there were no SSOs for the designated month, or 2) certify, quarterly within 30 calendar days after the end of each quarter, No Spill certification statements in the CIWQS Online SSO Database certifying that there were no SSOs for each month in the quarter being reported on. For quarterly reporting, the quarters are Q1 - January/ February/ March, Q2 - April/May/June, Q3 - July/August/September, and Q4 - October/November/December. If there are no SSOs during a calendar month but CVSan reported a PLSD, CVSan shall still certify a No Spill certification statement for that month. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 24

28 iv. Amended SSO Reports CVSan may update or add additional information to a certified SSO report within 120 calendar days after the SSO end date by amending the report or by adding an attachment to the SSO report in the CIWQS Online SSO Database. SSO reports certified in the CIWQS Online SSO Database prior to the adoption date of this MRP may only be amended up to 120 days after the effective date of this MRP. After 120 days, CVSan may contact the SSO Program Manager to request to amend an SSO report if CVSan also submits justification for why the additional information was not available prior to the end of the 120 days. E. SSO Technical Report CVSan shall submit an SSO Technical Report in the CIWQS Online SSO Database within 45 calendar days of the SSO end date for any SSO in which 50,000 gallons or greater are spilled to surface waters. This report, which does not preclude the Water Boards from requiring more detailed analyses if requested, shall include at a minimum, the following: i. Causes and Circumstances of the SSO: a. Complete and detailed explanation of how and when the SSO was discovered. b. Diagram showing the SSO failure point, appearance point(s), and final destination(s). c. Detailed description of the methodology employed and available data used to calculate the volume of the SSO and, if applicable, the SSO volume recovered. d. Detailed description of the cause(s) of the SSO. e. Copies of original field crew records used to document the SSO. f. Historical maintenance records for the failure location. ii. CVSan s Response to SSO: a. Chronological narrative description of all actions taken by enrollee to terminate the spill. b. Explanation of how the SSMP Overflow Emergency Response plan was implemented to respond to and mitigate the SSO. c. Final corrective action(s) completed and/or planned to be completed, including a schedule for actions not yet completed. iii. Water Quality Monitoring: S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 25

29 F. PLSDs a. Description of all water quality sampling activities conducted including analytical results and evaluation of the results. b. Detailed location map illustrating all water quality sampling points. Discharges of untreated or partially treated wastewater resulting from blockages or other problems within a privately owned sewer lateral connected to CVSan s sanitary sewer system or from other private sanitary sewer system assets may be voluntarily reported to the CIWQS Online SSO Database. i. CVSan is also encouraged to provide notification to Cal OES per section B above when a PLSD greater than or equal to 1,000 gallons has or may result in a discharge to surface water. For any PLSD greater than or equal to 1,000 gallons regardless of the spill destination, CVSan is also encouraged to file a spill report as required by Health and Safety Code section 5410 et. seq. and Water Code section 13271, or notify the responsible party that notification and reporting should be completed as specified above and required by State law. ii. If a PLSD is recorded in the CIWQS Online SSO Database, CVSan must identify the sewage discharge as occurring and caused by a private sanitary sewer system asset and should identify a responsible party (other than CVSan), if known. Certification of PLSD reports by enrollees is not required. G. CIWQS Online SSO Database Unavailability In the event that the CIWQS Online SSO Database is not available, CVSan must fax or all required information to the appropriate Regional Water Board office in accordance with the time schedules identified herein. In such event, CVSan must also enter all required information into the CIWQS Online SSO Database when the database becomes available. H. Mandatory Information to be Included in CIWQS Online SSO Reporting All enrollees shall obtain a CIWQS Online SSO Database account and receive a Username and Password by registering through CIWQS which can be reached at CIWQS@waterboards.ca.gov or by calling (866) , M-F, 8 A.M. to 5 P.M. These accounts will allow controlled and secure entry into the CIWQS Online SSO Database. Additionally, within thirty (30) days of initial enrollment and prior to recording SSOs into the CIWQS Online SSO Database, all enrollees must complete a Collection System Questionnaire (Questionnaire). The Questionnaire shall be updated at least once every 12 months. i. SSO Reports At a minimum, the following mandatory information shall be reported prior to finalizing and certifying an SSO report for each category of SSO: S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 26

30 a. Draft Category 1 SSOs: At a minimum, the following mandatory information shall be reported for a draft Category 1 SSO report: SSO Contact Information: Name and telephone number of enrollee contact person who can answer specific questions about the SSO being reported. SSO Location Name. Location of the overflow event (SSO) by entering GPS coordinates. If a single overflow event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the SSO appearance point explanation field. Whether or not the SSO reached surface water, a drainage channel, or entered and was discharged from a drainage structure. Whether or not the SSO reached a municipal separate storm drain system. Whether or not the total SSO volume that reached a municipal separate storm drain system was fully recovered. Estimate of the SSO volume, inclusive of all discharge point(s). Estimate of the SSO volume that reached surface water, a drainage channel, or was not recovered from a storm drain. Estimate of the SSO volume recovered (if applicable). Number of SSO appearance point(s). Description and location of SSO appearance point(s). If a single sanitary sewer system failure results in multiple SSO appearance points, each appearance point must be described. SSO start date and time. Date and time CVSan was notified of, or self-discovered, the SSO. Estimated operator arrival time. For spills greater than or equal to 1,000 gallons, the date and time Cal OES was called. For spills greater than or equal to 1,000 gallons, the Cal OES control number. b. Certified Category 1 SSOs: At a minimum, the following mandatory information shall be reported for a certified Category 1 SSO report, in addition to all fields in section 8.i.a : Description of SSO destination(s). SSO end date and time. SSO causes (mainline blockage, roots, etc.). SSO failure point (main, lateral, etc.). Whether or not the spill was associated with a storm event. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 27

31 Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the overflow; and a schedule of major milestones for those steps. Description of spill response activities. Spill response completion date. Whether or not there is an ongoing investigation, the reasons for the investigation and the expected date of completion. Whether or not a beach closure occurred or may have occurred as a result of the SSO. Whether or not health warnings were posted as a result of the SSO. Name of beach(es) closed and/or impacted. If no beach was impacted, NA shall be selected. Name of surface water(s) impacted. If water quality samples were collected, identify parameters the water quality samples were analyzed for. If no samples were taken, NA shall be selected. If water quality samples were taken, identify which regulatory agencies received sample results (if applicable). If no samples were taken, NA shall be selected. Description of methodology(ies) and type of data relied upon for estimations of the SSO volume discharged and recovered. SSO Certification: Upon SSO Certification, the CIWQS Online SSO Database will issue a final SSO identification (ID) number. c. Draft Category 2 SSOs: At a minimum, the following mandatory information shall be reported for a draft Category 2 SSO report: Items 1-14 in section 8.i.a above for Draft Category 1 SSO. d. Certified Category 2 SSOs: At a minimum, the following mandatory information shall be reported for a certified Category 2 SSO report: Items 1-14 in section 8.i.a above for Draft Category 1 SSO and Items 1-9, and 17 in section 8.i.b above for Certified Category 1 SSO. e. Certified Category 3 SSOs: At a minimum, the following mandatory information shall be reported for a certified Category 3 SSO report: Items 1-14 in section 8.i.a above for Draft Category 1 SSO and Items 1-5, and 17 in section 8.i.b above for Certified Category 1 SSO. Reporting To Regulatory (or Other Affected) Agencies: A. CalOES: Telephone: (800) B. State Water Resources Control Board (SWRCB): Enter data into the CIWQS Online SSO Database ( certified by enrollee s Legally Responsible Official(s). S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 28

32 Field Activities: A. Typical Responder s Role: i. To protect public health, environment, and property from wastewater spill events and restore area back to normal as soon as possible. ii. To establish perimeters and control zones with cones, barricades, vehicles to terrain. iii. To contain the wastewater discharged to the maximum extent possible. Every effort must be made to prevent the discharge of wastewater into surface waters. iv. To promptly notify agency s communication center of preliminary spill information and potential impacts. B. Procedures (not listed in any particular order): i. Contact Property Owner/Occupant: determine if stoppage is in CVSan main sewer line. ii. Secure area with barricades and/or cones if necessary. iii. iv. Take necessary photographs of the affected area for CVSan records. (This is very important.) v. Call for assistance and relieve the stoppage immediately by use of sewer cleaning equipment. vi. If there is an SSO and a structure or personal property has been affected, call and talk to the CSMS or GM about the incident. vii. Do not volunteer or disown CVSan liability. Instead, neutral comments should be used by CVSan staff indicating that the liability issue cannot be addressed until all of the relevant information has been evaluated. viii. If overflow is inside structure: 1. The CSMS or GM may call a spill mitigation service to provide clean-up. 2. CVSan personnel to contain area. This may be done by any means acceptable to CVSan. 3. Dispose of water/debris properly. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 29

33 4. CVSan personnel may remove water/debris and sanitize with disinfectant per accepted CVSan means and materials. ix. If overflow is outside of structure: 1. If overflow is on the ground, remove debris by means of rake and shovel or other methods. 2. Wash down area (if possible) with non-polluting disinfectant. 3. Dispose of debris appropriately. 4. After personnel has performed outside cleanup, and if not cleaned to an acceptable level, call spill mitigation company. x. CSMS or GM will advise property owner/occupant of procedure for filing a claim for damages (only if there is damage to real estate and/or personal property). xi. Make certain that CVSan s main sewer and affected building sewer, provided that cleanout and backflows meet CVSan standards, are both functioning properly before leaving area. xii. Complete proper work sheet and overflow report noting all pertinent details. xiii. Relieving the cause of the spill: 1. Relieve the stoppage as soon as possible by use of VacCon, Hydroflush, Machine Power Rodder, Hand Rods, or Snake. 2. Refer to and follow all Safety Regulations. xiv. Spill Containment and Recovery: 1. Install air plugs in storm drains, whenever appropriate, to contain the spill. 2. Divert spill by building small berms to change direction of flow back to sewer. 3. Divert spill by pumping around overflow and return to sewer. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 30

34 4. Contain spill by letting it collect in a naturally low area and recover wastewater when time permits. 5. Dam/Sand bag spill by building dirt berms to collect spill. xv. Clean Up and Disinfection: 1. Flush the area with Tertiary water. The amount of flush water should be at least three (3) times that of the spill. If chlorinated water is used for flushing, dechlorination tablets shall be used in accordance to the manufacturer s specifications based on the amount of water used. 2. If chlorinated water is used for disinfection, dechlorination tablets shall be used in accordance to the manufacturer s specifications based on the amount of water used. Disinfectants should not be used due to their toxicity to fish and wildlife unless they are non-toxic. xvi. Sign Posting and Barricading: 1. Post the Contaminated Water signs and block the contaminated areas with yellow caution tape and barricades. Do not remove these until the results of the lab tests are cleared by County Health Department. xvii. Sampling and Lab Analysis (for Coliform (Total & Fecal), BOD, and Amonia: b. Samples should be collected as soon as possible, and no later than 48 hours after initial awareness of an SSO, where applicable. c. Sampling procedures are as follows: 1. Use the 100 ml sterile container for coliform samples, the 1L bottle for BOD, and the sulfuric acid (H 2 SO 4 ) prepreserved 250 ml bottle for ammonia samples provided in the sample kit to form a sample set. 2. Collect three sets of samples for each incident: upstream of discharge point; downstream of discharge point; and at the discharge location of the overflow. The responder should use their judgment to determine locations to sample that are representative of the impacts to waterways and document the sampling locations. S:\Collection System\SSMP\2014\SSMP_ (FINAL).docx 31