Sewer Asset Management Implementation Plan June 1, San Pablo Ave Albany, CA Telephone (510) Fax (510)

Transcription

1 City of Albany Public Works Department Sewer Asset Management Implementation Plan June 1, San Pablo Ave Albany, CA Telephone (510) Fax (510)

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3 Table of Contents SECTION 1. COLLECTION SYSTEM OVERVIEW... 1 SECTION 2. PURPOSE... 2 SECTION 3. GOALS... 2 SECTION 4. LEGAL AUTHORITY Proper Design and Construction of New and Rehabilitated Sewers and Connections Control of Inflow and Infiltration Upper Lateral Compliance Plan Enforcement... 4 SECTION 5. PROGRAM STAFFING and STRUCTURE Engineering Operations Finance... 5 SECTION 6. ENGINEERING METHODS and PROTOCOLS Sewer Asset Standards Asset Inventory Geographical Information System (GIS) Condition Assessment Data Document Storage Failure Analysis SECTION 7. OPERATIONS METHODS and PROTOCOLS Staffing Maintenance Management System Customer Service Calls Condition Assessment General Field Crew Observations Routine Preventive Maintenance Hot Spot Management Root Control SECTION 8. Quality Assurance/Quality Control Condition Assessment Maintenance SECTION 9. Inflow/Infiltration Control Plan... 17

4 9.1. I/I Source Detection I/I Control Methods SECTION 10. Condition-based Replacement Program Flow Monitoring and Infiltration/Inflow Assessment Pipe System Acute Defects and Emergencies Lower Laterals Manholes SECTION 11. FINANCE Financial Information System Ten Year Financial Plan Acute Repair Budget Project List for Priority Projects Table of Figures Figure 1. Staff Organization Chart... 6 Figure 2. Example Field Sewer Map... 9 Figure 3. Example OASIS Preventative Maintenance Report Figure 4. Pipe Model Framework Table of Tables Table 1. PACP Grading Scale for Defect Coding Table 2. Criteria for Establishing CCTV Inspection Frequency Table 3. Criteria for Establishing Sewer Cleaning Frequency Table 4. Hot Spot Cleaning Summary Table 5. Peak RDI/I Reduction Required from Interceptor Tributary Area Table 6. Planned Expenditures for Sewer System Table 7. Sewer Service Charge Rate Schedule Table 8. Projection of Sewer System Revenue and Expenses Table 9. Priority Project List... 32

5 Appendices Appendix A. Statement of Roles and Responsibilities Between the City of Albany and East Bay Municipal Utility District for Implementation of the Regional Private Sewer Lateral Program Appendix B. Hot Spot Cleaning List

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7 SECTION 1. COLLECTION SYSTEM OVERVIEW The City of Albany (City) was incorporated in 1908 as a charter city. The City is situated in northern Alameda County between the East Bay Hills and the San Francisco Bay along Interstate 80, and is the northern gateway to Alameda County. The City has a population of approximately 18,000 residents and covers an area of approximately 1.5 square miles. The only expected growth in the City is through building on the few remaining vacant parcels and commercial area redevelopment. Average annual rainfall in the area is 22.5 inches and generally occurs between November and April. The City owns and maintains approximately 32 miles of sewer main and associated lower laterals. These pipelines discharge to a trunk sewer (the North Interceptor ) that runs along the east shore of the San Francisco Bay. The trunk sewer is owned, operated, and maintained by East Bay Municipal Utility District, Special District 1 (EMBUD). The wastewater collected from the City s service area is treated by EBMUD s Main Wastewater Treatment Plant in the City of Oakland, near the Bay Bridge. A Sewer System Management Plan (SSMP) was developed in 2006 to prevent or significantly reduce Sanitary Sewer Overflows (SSOs) from the City s sewer system. The goals of the City SSMP are: to properly manage, operate and maintain all parts of the wastewater collection system; to provide adequate capacity to convey peak flows; to minimize the frequency of SSOs; and to mitigate the impact of SSOs. SSMP Resolution #09-36 dated July 6, 2009 was adopted by the Albany City Council to approve the final SSMP, as required by the Statewide General Waste Discharge Requirements (WDR) for Sanitary Sewer Systems, Order No DWQ, and by the Regional Water Quality Control Board Resolution on July 7, As required, per provision D.14 of the WDR, the SSMP was updated and re-certified by City Council in June In July of 2009 City Council approved a proposal from Bartle Wells Associates, Independent Public Finance Advisors of Berkeley, CA to begin preparation of a wastewater financial plan and rate review. The final wastewater financial plan and rate review determined that to meet the demands of an aging sewer system, the City would need to increase the rate of rehabilitation and therefore required additional capital dollars not included in the previously authorized rate increase in Subsequent to the Bartle Wells Associates report, City Council adopted a resolution in May of 2010 declaring the intention to authorize an increase in the sewer service charge by up to two dollars per month plus the previously authorized CPI adjustment in each of the next successive five years and then by the Consumer Price Index (CPI) through FY 2016/17. Following notification procedures required by Proposition 218, City Council approved an effective 60% rate increase at a public hearing on July 19, Table 7 shows a 10 year projection of the Sewer Enterprise Fund revenue and expenses based on the approved rate increase through FY 2016/17 and then an annual increase of approximately 2.2% through FY 2020/21. In November of 2009 the United States Environmental Protection Agency (USEPA) issued an Administrative Order (AO) to the City of Albany and the other six EBMUD satellite communities ( Satellites ). The AO required the agencies to develop and implement programs necessary to further Page 1

8 reduce rainfall infiltration and inflow (I/I) entering the City collection system and the EBMUD interceptor system. Due to treatment and conveyance limitations, excessive I/I can cause or contribute to the discharge of wastewater receiving less than secondary treatment from Wet Weather Facilities (WWFs) during rainfall events that exceeded a recurrence interval of 5 years. These discharges were previously permitted but in 2007 the permit to discharge from the facilities was remanded. A reduction in rainfall dependent I/I is necessary to eliminate or significantly reduce discharges from the WWFs. The requirements of the AO were converted to Stipulated Order for Preliminary Relief Case RS effective September 6, 2011 (SO). Albany has prepared the plans and reports and implemented the programs required under the AO and SO. In 2013, EBMUD and the seven Satellite agencies entered into negotiations with the USEPA, State and Regional Water Boards and two non-governmental organizations, San Francisco Baykeeper and Our Children s Earth Foundation, on a Final Consent Decree intended to eliminate discharges from the WWFs over an approximate 20-year period through programs designed to reduce I/I in the Satellite collection systems, as initiated under the AO and SO. The Final Consent Decree incorporates the requirements of the Satellite and EBMUD SOs, as well as a program to accelerate the identification and elimination of inflow and rapid infiltration sources, and processes for documenting compliance toward reducing WWF discharges and eliminating them by the required compliance dates. The Final Consent Decree imposes monetary penalties for non-compliance with any of the requirements. For the Satellites, including Albany, the CD-required Work includes specified annual amounts of sewer rehabilitation, inspection, and cleaning; as well as continued implementation of private sewer lateral compliance and inflow elimination programs. The Final Consent Decree is expected to be entered by the court in July SECTION 2. PURPOSE This Asset Management Implementation Plan (AMIP) was prepared to meet the requirements of Section VII Paragraph 31 of the Stipulated Order for Preliminary Relief Case RS and then revised for consistency with the work requirements included in Section IX of the Final Consent Decree for Consolidated Case Nos. C RS and C RS. The purpose of the AMIP is to describe the City s specific policies and procedures of the operation, maintenance, and rehabilitation/replacement programs required in the Consent Decree. The AMIP and SSMP are related and supplemental to one another. Of the wastewater facilities management programs addressed in the AMIP, there is greater detail; however the SSMP includes programs that are required by the WDR but not required, per Consent Decree, to be in the AMIP (i.e. Fats, Oils and Grease control, Overflow Emergency Response). SECTION 3. GOALS The City of Albany operates its wastewater facilities in accordance with the following goals: Compliance with applicable state and federal regulations, including its National Pollutant Discharge Elimination System (NPDES) permit, the California General Waste Discharge Requirements (GWDR) for Sanitary Sewer Systems and the Final Consent Decree for Consolidated Case Nos. C RS and C RS. o Measurable Performance Level: No assessed stipulated penalties or other regulatory enforcement action. Page 2

9 Customer service, such that no capacity related overflows are to occur at less than the 1980 s SSES 5-year design storm. o Measurable Performance Level: No reported Sanitary Sewer Overflows in the California Integrated Water Quality System with the cause being Flow exceeded capacity unless the size of the storm at or exceeded the 1980 s SSES 5-year design storm. Replacement of sewer assets in a manner that minimizes asset failures and infiltration/inflow from entering the City s collection system and the EBMUD interceptor. o Measurable Performance Level: At a minimum, spend the annual amount stated in the ten year financial plan (see Section 11.2) to replace pipes and related structures. Amount assessed cumulatively starting June SECTION 4. LEGAL AUTHORITY The City s legal authority to regulate the design, construction and use of public and private sanitary sewers within its jurisdiction is contained in Chapter XV, Sewers and Sanitation, of the City of Albany Municipal Code (AMC). Chapter XV of the AMC sets forth rules, regulations, and restrictions on discharges to the wastewater collection system, with adequate authority to control sources of I/I, and provides for civil and criminal penalties for violations. Below is a summary of legal authority granted in Chapter XV. The entire Albany Municipal Code, including Chapter XV, can be found on the City website at the following address: Page Proper Design and Construction of New and Rehabilitated Sewers and Connections The proper design and construction of new and rehabilitated sewer mains, laterals and connections is regulated under AMC Section 14-2, Use of Right-of-Way, Section , Permit Applications, and Chapter 22, Section 22-9, Improvements. Permits are required for all sewer lateral construction work. Work within the public right-of-way must be conducted by a licensed contractor in accordance with the Uniform Plumbing Code and applicable City standard specifications and detail drawings. The City Engineer has authority to review and approve plans and specifications for service laterals, to ensure adherence to the City s standard specifications and ordinances. Installation of cleanouts and backwater overflow devices are required for all new construction. Minimum size and slope of side sewers (laterals) are specified, and guidelines for private pumps are provided to the owner/developer whenever sewer lateral flow is below the elevation of the sewer main. City specifications and standards are posted on the City website at the following address: Control of Inflow and Infiltration AMC Section , Storm Water and Ground Water Prohibited, Section , Building Sewer Materials for Construction and Repair, and Section , Sewer Lateral Construction and Repair,

10 provide the legal foundation for the City to control inflow and infiltration entering the wastewater collection system. Roof downspouts, foundation drains, and other sources of storm water inflow are considered to be illicit connections to the sanitary sewer system. Similarly, these AMC sections also prohibit the connection of groundwater drainage or infiltration Upper Lateral Compliance Plan To address old, leaking private laterals, the City began implementing an Upper Sewer Lateral Compliance Program in The City was one of the first agencies in northern California to adopt such a program. AMC Chapter requires that upon sale of a property or upon application for a building permit for construction which exceeds a specified amount, the property owner shall demonstrate that their upper lateral is in compliance with City Standards and pass a verification test. In 2014, the City joined the Regional Sewer Lateral Program, implemented by EBMUD. A Sewer Lateral Program Roles and Responsibilities agreement between the City and EBMUD will be codified and included in Appendix A when final. Section further requires that property owners maintain their upper lateral such that the following minimum requirements are met: 1. The Upper Sewer Lateral shall be kept free from roots, grease deposits, and other solids which may impede the flow or obstruct the transmission of waste. 2. All joints shall be watertight and all pipe shall be sound to prevent exfiltration by waste or infiltration by ground water or storm water. 3. The Upper Sewer Lateral shall be free of any structural defects, cracks, breaks, openings, rat holes, or missing portions and the grade shall be uniform without sags or offsets. 4. The Upper Sewer Lateral shall have a two (2) way Cleanout located at the property line or at the Sewer Main easement. All Cleanouts shall be securely capped with a proper cap at all times Enforcement The AMC provides the procedure for the City to follow when a landowner fails to comply with provisions of the code. The City s Public Works Director or his representative (under Section , Right of Entry and under Section , Emergency Work by the City ), has authorization to proceed with all necessary work to bring the lateral into compliance with City standards by entering onto private property and recovering the City s costs from the property owner. Provisions for appeal of decisions made by the City Public Works Director are provided in the AMC. Appeals must be in writing and state the basis and reason(s) for the appeal. SECTION 5. PROGRAM STAFFING and STRUCTURE Page 4

11 Implementation of this AMIP requires the collaboration of two subdivisions within the Public Works Department and the Finance Department, each with specific roles and responsibilities Engineering Engineering is responsible for the design, planning, permitting, construction review and field engineering for major capital projects. It coordinates bids and awards contracts. Engineering also secures and administers grant related projects relevant to Public Works Operations Operations is responsible for routine and reactive maintenance and inspection of the sewer system. Operations responds to and mitigates the effects of Sanitary Sewer Overflows in accordance with procedures established in the City s Sanitary Sewer Overflow Emergency Response Plan. Critical to the successful implementation of this AMIP, is Operation s use of OASIS, a computerized maintenance management system and MUNSYS, an asset mapping and management system software Finance Engineering and Operations must be funded in manner that allows the accomplishment of needed capital projects and proper maintenance and inspection of the system. The City works with independent public finance advisors to assist in sewer rate setting and long- term financial planning necessary to implement these programs. Figure 1 contains an Organization Chart of staff responsible for the successful implementation of the AMIP. Definitions of the positions, as they relate to the implementation of the AMIP, are provided below. Page 5

12 Albany Citizens City Council (5 elected officials) City Manager Finance Department Public Works Director/City Engineer Community Development Director Public Works Administrative Assistant City Inspector Project Engineer Field Engineer/ Construction Manager Regulatory and Operations Analyst Maintenance Workers (6) Sewer Maintenance Contractors Figure 1. Staff Organization Chart Page 6

13 Definitions of the staff positions are as follows: CITY COUNCIL The CITY COUNCIL (COUNCIL) establishes policy. CITY MANAGER The City Manager implements policy, plans strategy, leads staff, allocates resources, delegates responsibility and authorizes contractors to perform services. COMMUNITY DEVELOENT DIRECTOR The Community Development Director is responsible for the review of development and building activity to ensure compliance with zoning and building codes, economic development goals, General Plan policies, the California Environmental Quality Act (CEQA) and community values. PUBLIC WORKS DIRECTOR/CITY ENGINEER The Public Works Director/City Engineer manages and directs the overall operation of Public Works. He/she is responsible for planning, organizing, directing and coordinating the activities of the divisions comprising the department and is responsible for determining major departmental policies, planning short and long-term programs and for making difficult technical decisions. The Public Works Director/City Engineer ensures that new and rehabilitated assets meet City standards. REGULATORY ANSD OPERATIONS ANALYST- The Regulatory and Operations Analyst reviews how effectively Public Works is operating within state and federal regulatory laws that are applicable to the sewer system. In addition, this position is responsible for managing the sewer asset maintenance management system and for providing work load reports to the lead maintenance worker. The Regulatory and Operations Analyst oversees implementation of the City s Sanitary Sewer Management Plan and Sanitary Sewer Emergency Response Plan. PROJECT ENGINEER The Project Manager assists the City Engineer with the preparation of sewer program construction documents and oversees all public sewer construction activities. She (he) provides assistance as needed for all applicable permits, laws and regulations, and provides support to all parts of operations. FIELD ENGINEER/CONSTRUCTION MANAGER The Field Engineer/Construction Manager assists the City Engineer and Public Works Manager in collection system rehabilitation design, procurement and construction inspection. CITY INSPECTOR The City Inspector inspects private (upper lateral) replacement projects, maintenance projects and public sewer construction projects. MAINTENANCE CREW The Maintenance Crew maintains the sewer system assets and responds to emergency call outs. PUBLIC WORKS OFFICE ASSISTANT The Public Works Office Assistant assists with the day-to-day efforts of the maintenance crew, and receives and responds to calls from the public. Page 7

14 SECTION 6. ENGINEERING METHODS and PROTOCOLS 6.1. Sewer Asset Standards Appropriate, effective design specifications and construction standards and details are an important feature for a successful asset management program. The City currently has a set of standard specifications and details that ensure new and rehabilitated facilities are as watertight as possible, thereby minimizing I/I. The City standards currently include sections regarding the construction and rehabilitation of pipe materials, laterals, manholes, pipe connections, cleanouts, rodding inlets, and other types of private or public facilities and their connections that could impact the City s sewer system. The documents can be accessed on the City website at the following address: Asset Inventory Each sanitary sewer node has a unique Structure Identification (SID) in the following format: AB-CDE- XYZ, where AB represents the sub-basin where the node is located, CDE represents the drainage course and XYZ represents a unique number assigned to the node. For example, a manhole located on the westside of Albany Hill that drains in the southerly direction has a SID of All node types (manholes, lampholes, and rodding inlets) have the same naming convention. Each mainline pipe segment has a unique SID in the following format: , where represents the upstream node and represents the downstream node. Each upper and lower lateral pipe segment is assigned a unique SID based on the associated Assessors Parcel Number (APN). The APN is appended with either a UL for an upper lateral or a LL for a lower lateral. MUNSYS, an asset mapping and management system software, manages the City s inventory of sewer assets. Asset attributes, such as material, age, and/or diameter, are associated with each SID. As edits are made to the asset inventory, MUNSYS, prepares data reports for import into OASIS, the City s computerized maintenance management system. Two main sources of asset inventory revisions are from edits identified in the field and from changes resulting from rehabilitation work: 1) If the field crew locates a manhole not identified on the current map, a mark-up of the map page is made showing the location of the manhole and designating a temporary manhole SID. Upon return to the yard, the field crew photocopies the map page mark-up and provides it to the Regulatory Analyst. MUNSYS is updated and the newly identified manhole is assigned a SID. As an example, if an unidentified manhole is found between the upstream and downstream manholes for pipe segment , the newly identified manhole would be drawn and temporarily labeled A on the field map. Then two pipe segment inspections are performed for A and A ) MUNSYS is also updated with as-built drawings from all capital improvement work. Revised sewer map books are printed on an as-needed basis depending on the volume of edits. An example map page is shown in Figure 2. Page 8

15 Figure. 2. Example Field Sewer Map 6.3. Geographical Information System (GIS) The City began development of an operational Geographic Information System to serve the Public Works Department in March of Basemap and cadastral data were developed and paper sewer maps were digitized and geospatially referenced. If additional asset locations were needed, they were acquired through the use of global positioning system (GPS) tools. Engineering scanned and geo-referenced all asbuilts, improvement plans, subdivision and record maps in MUNSYS. Cadastral and topographic information from the County kept current. In accordance with the November 18, 2009 Order for Compliance issued by USEPA, the City linked applicable OASIS tables to MUNSYS. The link occurs through the SID for mainlines and sewer nodes and with the Assessor Parcel Number (APN) for upper and lower laterals. This allows users to select a particular asset on the map and obtain its attribute information including the asset age, material, dimensions and work order history. Page 9

16 6.4. Condition Assessment Data The City uses Granite XP, a data collection and management software for CCTV pipeline and manhole inspections. The City field crew uses a laptop computer that is connected to a OZII Pan and Tilt Optical Zoom Camera to perform sewer inspections and record the associated media and observation data. The collected data is exported from the laptop to a master database maintained on the City server on an as needed basis, but at no longer than two-week intervals. Section Methods and Protocol specifically addresses data acquisition and defect rating for sewer inspections. As the sewer inspection data considers only the internal pipe condition and not other criticality factors such as pipe material, soil, location and consequence of failure, Engineering augments this defect scoring data to account for specific criticality factors. The process for developing pipeline condition grades, which are used to prioritize the Condition Based Replacement Program, is described in Section Document Storage Key and critical documents related to wastewater facilities (i.e. easements, record drawings, project plans and specifications) are scanned into MUNSYS. This allows the document to be retrieved geospatially. Hard copies of the documents are also stored at the City maintenance center. It should be noted that City electronic records including condition assessment data, CMMS data, capital improvements, financial data, and agreements are stored on the City computer system server which is backed up daily to tape with a copy of the tape stored off site on a weekly basis Failure Analysis If a mainline pipe failure occurs, a failure analysis investigation is conducted to determine the cause(s) and plan for corrective action that will reduce or eliminate future potential for failure. A failure analysis investigation includes the following, at minimum: Review of the SSO event report, if applicable Review of historic maintenance records and call data, if applicable Review of available photographs and other media CCTV inspection of failed asset to determine the condition of the asset immediately following the failure, if possible. The results of a failure analysis investigation are saved in a dedicated folder on the City server. Page 10

17 SECTION 7. OPERATIONS METHODS and PROTOCOLS 7.1. Staffing Sewer maintenance and cleaning activities are performed by City Maintenance Workers, except for the application of chemicals for root control, which is done by a contractor. The City currently employs six general maintenance workers. As the City is a small full-service municipality, and not a special sewer district, approximately three of the general maintenance workers dedicate approximately half of their work hours to sewer activities. These staff members are completely trained to perform sewer maintenance activities and are capable of operating all maintenance and video equipment Maintenance Management System The City uses the Operator Assisted Sewer Information System (OASIS), a maintenance management software that automates and tracks maintenance activities and handles the planned and unplanned work order logistics. OASIS stores asset information, preventive maintenance scheduling, condition assessment data and construction and work order history. Section 7.6 describes how the field crew record observations during maintenance activities and determine preventive maintenance schedules based on those observations and a defined criteria. The field observations and determined preventive maintenance frequency are stored in OASIS. System performance data for items like SSOs, footage of line cleaned, footage of line inspected, and service calls can be analyzed through the reporting component of OASIS. OASIS is a Microsoft Access based software and interfaces directly with the MUNSYS Customer Service Calls The Public Works Department front office is open Monday through Friday, 8:30 AM to 5:00. During business hours, the Public Works Administrative Assistant is responsible for answering in-coming calls and directing action accordingly. Service calls received by other City departments are forwarded to the Public Works Office, when applicable. An answering machine is available to receive missed calls during business hours and to receive incoming calls outside the established business hours. The message on the answering machine instructs the caller to contact the Police Department if the call is sewer related. Police then dispatches to Public Works staff according to an established protocol. During non-business hours, a staff member is assigned standby duty and is contacted by the Police Department for any sewer related matters. The standby staff member makes a determination, based on established criteria in the Sanitary Sewer Overflow Emergency Response Plan, if immediate action is required. The Sanitary Sewer Overflow Emergency Response Plan contains the detailed procedures. Service call information obtained by live voice or answering machine is documented in OASIS. The information received is associated with the applicable asset (i.e. lateral, mainline or manhole) and a work order is generated. The follow up action taken is then documented in the work order history for the asset. Page 11

18 7.4. Condition Assessment Condition assessment is critical to effectively managing sewer assets. The condition of an asset at a specific point in its life cycle can be used to estimate the remaining reliable life and therefore be used to prioritize capital improvement. City sewer staff performs direct visual inspection of sewer facilities and closed circuit television (CCTV) inspections of mainline sewer. The City purchased an OZII Pan and Tilt Optical Zoom Camera in July 2008 and customized a trailer to transport the associated equipment and computer with Granite XP, the sewer inspection data collection and management software. The City also maintains a second back up camera to avoid down time for repair. CCTV inspection is performed to assess the condition of the gravity sewer pipelines in the City s wastewater collection system and to confirm the location and magnitude of structural defects, points of inflow and infiltration, undocumented/illegal connections, existing pipe lining (if any), and blockages within the gravity sewer system. CCTV inspections are conducted in accordance with the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP) standards. City staff that conduct CCTV inspections are PACP-certified and use the standard PACP coding for observations during the inspection. Granite XP is a PACP compliant sewer inspection software. PACP defect descriptions are organized into the following general categories: Structural Defect Coding: describes various types of defects where the pipe is considered to be damaged or otherwise defective. The Structural Defect Coding group includes defects described as: cracks, fractures, broken pipe, holes, deformities, collapsed pipe, joint defects, surface damage defects, buckling, weld failures, point repair codes, brickwork defects, and lining failures. Operation and Maintenance Coding: describes various types of foreign objects that are found in sewers and may interfere with operations of the conveyance system. The Operation and Maintenance Coding group includes defects comprised of roots, infiltration, deposits, obstacles/obstructions, vermin, testing and grouting. Construction Features Coding: describes features and conditions associated with the typical construction methods used for sewers. The Construction Features Coding group includes taps, intruding material, pipe alignment codes, and access points. Miscellaneous Features Coding: describes features and defects that are not included in other PACP categories. PACP grades are assigned to the Structural and O&M Defect Coding. Each observation within these categories is scored with a grade ranging from 1 to 5, where a grade 5 has the most potential for pipe failure. Page 12

19 Table 1 contains the grading scale for PACP defect coding. Table 1. PACP Grading Scale for Defect Coding Grade Definition 5 Most significant defect grade 4 Significant 3 Moderate defect grade 2 Minor to moderate 1 Minor defect grade or no defect According to PACP protocols, sewer lines and manholes undergoing CCTV inspection must be sufficiently clean to ensure that the CCTV equipment can pass through the pipe. Therefore, prior to conducting a CCTV inspection, field crew may clean the sewer pipe to facilitate the internal CCTV inspection and not put the camera equipment at risk. NASSCO has also developed a system, based on PACP defect coding, to assign a condition rating to pipeline segments. The PACP condition rating system offers more than one method to determine pipe segment condition. The following condition ratings can be calculated based on the defect coding system: Overall Pipe, PACP Quick, and Pipe s Index. Each PACP condition rating serves as a particular indicator of pipe condition. The City purchased a PACP compliant scoring module for Granite XP. The module calculates Structural and O&M condition ratings at the completion of each sewer inspection. Based on the structural pipe rating calculated at the end of an inspection, City staff determine the frequency for the next CCTV inspection. Each mainline in the sewer system is inspected every ten years, at most, or at a shorter frequency based on the previous structural pipe rating. Table 2 contains the criteria used to determine the CCTV inspection frequency for a pipe segment. Table 2. Criteria for Establishing CCTV Inspection Frequency PACP Structural Score CCTV Inspection Frequency 5 not to exceed 365 days (1 year) days (2 years) days (3 years) 2 1,826 days (5 years) 1 3,653 days (10 years) 0 3,653 days (10 years) The CCTV inspection frequency is entered into OASIS, which then generates inspection schedules, accordingly. The sewer field crew is provided inspection schedules at least once per month. Given that conditions in the sanitary sewer are constantly changing, this ability to adjust preventive maintenance schedules based on field observations allows the Operations and Maintenance Program to be continually optimized to ensure program effectiveness and efficiency. Page 13

20 7.5. General Field Crew Observations In addition to sewer CCTV inspections, observations made by maintenance staff are a continual source of information regarding the condition of the sewer system. Maintenance staff are encouraged to note all observations about unusual or irregular conditions they see associated with sewer assets and to bring these items up in direct conversation with the Public Works Director/City Engineer, particularly if the condition may be significant or need attention or correction in the near future Routine Preventive Maintenance The City owns a Vactor and VacCon, both combination sewer cleaning machines, and a SRECO mechanical rodder. The combination cleaner pumps are designed for line cleaning and offers jack hammer action to clear obstructions. The pump provides pressures sufficient enough for a scouring velocity. The Rodder is generally used in areas with heavy root intrusion, as it can be effective for mechanical root removal. Each mainline in the system is cleaned every five years, at most, or at a shorter frequency based on the observations from previous cleaning activity. Sewer field staff are provided a cleaning schedule at least once per month, which lists the lines due for cleaning. The cleaning schedule also serves as the form for documenting specific observations made about the cleaning activity. Field staff make note of the amount or severity of roots, grease, and debris in the line. Figure 4 contains an example cleaning schedule form. Page 14

21 Figure 3. Example OASIS Preventative Maintenance Report Based on the cleaning activity observations, field crew determine the frequency for subsequent cleanings. Table 3 contains the criteria used to determine the preventive cleaning frequency. Table 3. Criteria for Establishing Sewer Cleaning Frequency Condition Score (1) Sewer Cleaning Frequency 5 90 days (3 months) days (6 months) days (1 year) days (3 years) days (5 years) 1. Use the single highest condition score recorded during cleaning activity to determine the sewer cleaning frequency The cleaning frequency is entered into OASIS, which then generates the cleaning schedules, accordingly. As noted above, sewer field crew are provided cleaning schedules at least once per month. Given that conditions in the sanitary sewer are constantly changing, the ability to adjust preventive maintenance schedules based on field observations allows the Operations and Maintenance Program to be continually optimized to ensure program effectiveness and efficiency. It takes only a single Condition Score to increase the cleaning frequency of a pipe segment. To decrease the cleaning frequency of a pipe Page 15

22 segment, two consecutive Condition Scores of 1, or a clear pipe, are required to decrease the cleaning frequency to the next lower frequency (ex. 180 to 365 days) Hot Spot Management The Hot Spot Cleaning List consists of the following: Main line segments that had a blockage or SSO Main line segments that based on field observations have a preventive maintenance () schedule of 180 days or shorter The City historically had not had patterns of frequent repeat blockages that would have provided the basis for maintaining a hot-spot list. However, as lines in the system were cleaned and preventive maintenance frequencies set based on condition a Hot Spot Cleaning List was established. Appendix B contains a list of the mainlines currently on the hotspot list. Table 4 contains a summary of the Hot Spot cleaning list. Table 4. Hot Spot Cleaning Summary Frequency Approximate Lineal Feet 90 days days 2,150 Summary data as of 5/13/14 Main line segments are removed from the Hot Spot Cleaning List if the line is rehabilitated or the cleaning frequency of a pipe segment is reduced from 180 to 365 days based on two consecutive Condition Scores of 1 (a clear pipe). Hot Spot sewer cleaning is scheduled in OASIS Root Control When a sewer main segment is inspected and root intrusion observed, a preventive maintenance schedule for root foaming is established in OASIS. When the sewer main is treated, the return frequency is set for two years. The City runs an OASIS report each year to group the pipes that were either newly identified for root control or are due for a re-treatment. The report serves as the basis for the annual contract work request. Chemical root control work is performed by a root-foaming contractor who applies licensed root control agents to kill the root growth present in the lines and to inhibit root re-growth without permanently damaging the vegetation producing the roots. The materials used are USEPA registered, labeled for the intended use in sewer lines, and registered with the California Department of Pesticide Regulation. The contractor is required to comply with all applicable federal, state, and local requirements and ordinances relative to this type of material and usage. Chemical handling and treatments is done by trained, professional applicators that are certified by the State pesticide regulatory agency, as required by law. Application of the chemical root control agent is by foaming in Page 16

23 accordance with the best-recommended practice for conditions present in the line under treatment. The contractor is instructed to contact EBMUD to give advance notice of the chemical application. SECTION 8. Quality Assurance/Quality Control 8.1. Condition Assessment The PACP condition grading system is entirely dependent on the quality of the PACP defect coding. Errors in defect coding will directly result in errors in the pipe rating. Although field crew are PACP certified, a quality control program is established such that approximately 2% of the lineal feet filmed per year is reviewed. Errors found in coding are corrected and brought to the attention of the field crew to improve their defect coding in the field Maintenance The effectiveness of the sewer cleaning program is related to the quality of work completed by the field crew. Therefore, the City implements a quality control program that randomly inspects a 2% sample of the completed cleaning work using CCTV within four weeks of the completion of the work. The results of the quality control analysis, including the CCTV inspection, are shared with the responsible field crew. If pipes are to be re-cleaned using an alternative or modified cleaning method, it is typically completed within two weeks and subsequently reviewed so the field crew can see the results of the modified technique. OASIS will periodically be analyzed to provide a comparison of the cleaning due date to the date of actual cleaning. This provides information on the timeliness of the program and whether adequate resources are being allotted to program implementation. SECTION 9. Inflow/Infiltration Control Plan 9.1. I/I Source Detection A necessary component to controlling inflow/infiltration (I/I) in the collection system is a realistic assessment of the actual sources. Based on the patterns and magnitude of flows in the system, the likely sources of groundwater infiltration (GWI) and rainfall dependent I/I (RDI/I) are from defects in mainline pipes, manholes, upper and lower laterals and illicit connections to the sewer system (i.e. area drains and roof leaders). CCTV inspection of sewers in the system has shown typical sewer defects in older clay pipe (i.e. offset joints, cracks, root intrusion) to be contributors to I/I. The City completed four years of smoke testing before participating in the Regional Technical Support Program, administered by EBMUD and described in the Final Consent Decree. The City is committed to the actions dictated in the Final Consent Decree to address both high priority and non-high priority sources (privately and publically owned) identified by EBMUD. Page 17

24 9.2. I/I Control Methods Infiltration in Sewer Mains and Manholes Infiltration sources are primarily defects in sewer pipes and manholes caused by general deterioration, legacy materials and construction methods, or damage caused by physical conditions such as ground movement, traffic load or root intrusion. Infiltration sources are detected with CCTV inspection and above ground manhole inspections, as documented in Section 8. Infiltration correction methods can involve rehabilitation or replacement of entire pipe segments or manholes if the infiltration is widespread in the structure. If the infiltration is confined to a single point, then other methods, such as grout injection can be considered a cost effective alternative. Manholes as Inflow Sources Manholes subject to ponding or located in drainage courses are also considered to be sources of direct inflow. The amount of inflow depends on the manhole location, type of manhole cover (number and size of pick holes), and the condition of the cover and frame. All rehabilitated manholes receive a manhole lid with pick holes that do not penetrate the lid, thereby avoiding potential inflow. I/I Sources on Private Property As stated in Section 4.3, the City has implemented an Upper Sewer Lateral Compliance Program since Starting in 2014 and for the duration of the Consent Decree, the City will participate in the Regional Private Sewer Lateral Program, implemented by EBMUD. This program requires the rehabilitation of private laterals upon point of sale, high value building remodel or water meter change. As of 2014, approximately half of the private laterals in the City have been rehabilitated. Historically, the primary method used by the City to detect and locate direct inflow sources on private property was smoke testing. Now, as part of the Regional Technical Support Program, the City will receive inflow sources already identified by EBMUD and take action accordingly to have the inflow source removed. Management of Abandoned Assets Abandoned assets are backfilled with low-strength grout to prevent infiltration and to maintain ground surface stability. SECTION 10. Condition-based Replacement Program Flow Monitoring and Infiltration/Inflow Assessment As part of the Sewer System Evaluation Survey (SSES) that was conducted in the 1980 s, the City s sewer system was divided into drainage sub basins, generally representing areas of the system tributary to specific points of connection to the EBMUD interceptor. The Albany sub basins are generally smaller in size than other sub basins in the EBMUD system due to the overall small size of the Albany system. Page 18

25 The City conducted wet weather flow monitoring from 1999/00 through 2002/03 and a limited rainfalldependent I/I (RDI/I) analysis. The flow monitoring data demonstrated that the City had surpassed the 1980 s SSES goal for I/I reduction but that substantial I/I still existed in each of the City s main sub basin. The results of the EBMUD Regional Flow Monitoring/Data Assessment Program (2009 to 2012) support the City s conclusions that substantial I/I still exists. Table 5 contains the peak RDI/I reduction values associated with the Interceptor Tributary Areas (ITAs) that are defined in the Regional Flow Monitoring/Data Assessment Program. ITA 11-3 is not included in Table 5, as there are no public sewers in the land area outlined by this ITA. Golden Gate Land Holdings, the property owner in ITA 11-3, will be required to comply with the private sewer lateral requirements of the applicable jurisdiction. Table 5. Peak RDI/I Reduction Required from Interceptor Tributary Area Albany Peak RDI/I Reduction Percent Flattened Existing of PWWF ITA Hydrograph Hydrograph % 66% 47.4% % 69% 78.0% % 82% 6.3% With both major ITAs designated as high priority for RDI/I removal, the City will continue to prioritize capital projects based on the Pipe System described Section 10.2 taking into consideration the City s street paving schedule, when possible. Page Pipe System As noted above, the City schedules sewers for rehabilitation in its 10-year Capital Improvement Plan based on the outputs of a Pipe Model. The PACP pipe rating described in Section 7.4 considers only the internal pipe condition documented during a CCTV inspection - it does not consider other criticality factors (i.e. capacity, material, location). The City s Pipe Model, developed in 2012 and then revised in 2014 as part of the sewer master planning effort, quantifies and assesses the risks posed by the failure or inability of the sewer system to provide the level of service needed to meet the City s sewer system management goals. Using this approach, risk scores are calculated for each sewer pipe individually and then the individual pipe scores are analyzed for groups of pipes ( mini-basins ) to prioritize sewer rehabilitation. The risk of asset failure is calculated by quantifying the likelihood of failure (LOF) and the consequence of failure (COF) of a sewer asset. The likelihood of failure is the possibility of asset failure and is synonymous with the probability of failure. The consequence of failure is defined as the impact on level of service resulting from asset failure. The risk equation is defined as follows: Risk = [(Likelihood) x (Consequence)]. The City s Sewer Master Plan, May 2014, contains a complete and detailed description of the Pipe Model. Figure 5 is a conceptual diagram of the Pipe Model framework, illustrating the calculation of asset risk scores.

26 Figure 4. Pipe Model Framework Page 20

27 10.3. Acute Defects and Emergencies An acute defect is a failing in a sewer pipe in need of a quick response to address an imminent risk of a potential SSO. Acute defects require immediate attention and therefore are not assessed through the Pipe System but are handled in an expedited fashion through an Informal Rehabilitation Program designed for smaller scale projects (less than $100,000) where contracting procedures are streamlined. The City ensures that acute defects are repaired within one year Lower Laterals The City has legal responsibility for the maintenance and rehabilitation of lower laterals. The City rehabilitates lower laterals associated with mainline rehabilitation projects. The City also rehabilitates any lower lateral with demonstrated increased maintenance or repeat SSOs Manholes The City rehabilitates manholes as part of mainline rehabilitation projects. SECTION 11. FINANCE Financial Information System The City Finance Department is responsible for safeguarding the fiscal integrity of the City through the development and implementation of sound financial policies and practices. The Finance Department works to ensure sufficient revenue is received in order to pay for City expenditures. For more information regarding the policies and procedures of the Finance Department, refer to the operating manuals maintained within that department. Page Ten Year Financial Plan The City maintains a Sewer Enterprise Fund (Enterprise) to meet operational and capital expenditures and to provide quality customer service. The Public Works Director/City Engineer reviews the sewer service charge, projected financial plan, and current asset condition data every two years. The City also works with public finance advisors periodically to plan finances and assist with rate setting. The City currently provides sewer collection service to approximately 7,280 sewer service units or equivalent residential units (ERUs). A sewer service unit or ERU is a customer that discharges wastewater flow equivalent to one residential unit. The City is a mix of residential, commercial, and institutional customers. About 87 percent of these sewer service units are single or multi-family residential and the remainder are commercial, industrial, or public customers. In 2010, Bartle Wells Associates, an independent public finance advisor, prepared a financing plan for implementation of the Sewer System Management Plan and the capital projects to replace aging