DISTRIBUTION, OPERATION and MAINTENANCE STRATEGY WORK PROCEDURE

Transcription

1 NEW MAINS (CUSTOMER CONNECTIONS) AND MAINS REHABILITATION NEW MAINS - APPROVAL TO CONNECT Document Title: Document Reference: Work Procedure - New Mains (Customer Connections) and Mains Rehabilitation New Mains - Approval to Connect DOM-WN-PRC Date: October 2013 Approved By: Public Health Team Title: Public Health Manager

2 Ref: DOM-WN-PRC Record of Changes and Amendments Amendment No. Document Section/ Reference Number Document / Section Title Version Number Amendment Date Archived Document / Section Text Affected Archived Document / Section Replaced By Sheet i

3 FOREWORD Background DOMS stands for Distribution Operation & Maintenance Strategy and is being used by Scottish Water to: Safeguard the quality of water to customers. Ensure that Scottish Water apply due diligence to their Scottish Water distribution network. The DOMS procedures and work instructions affect all functional staff who work on the network, which includes internal employees and employees of external organisations (i.e. planners, operators, delivery teams, Framework Contractors, or any other contractors). Through the application of the DOMS principles in day-to-day network activities, Scottish Water and their approved contractors will operate and maintain their water distribution networks through operational best practice. This will allow Scottish Water to meet the following objectives: to maintain water quality. to maintain continuity of supply. to maintain water supply hygiene. to undertake water quality incident management. to maintain a cost-effective water supply. to ensure a course of action for timely network intervention (Capex and/or Opex) to maintain statutory obligations and customer satisfaction. Responsibility The responsibility for adoption and implementation of all DOMS procedures and work instructions rest with Scottish Water General Managers and senior managers of external organisations. It is the responsibility of all Scottish Water employees and those of external organisations to comply with DOMS procedures and work instructions. Document Control This document is a CONTROLLED DOCUMENT when viewed on Wavelength. The document becomes UNCONTROLLED if printed or downloaded from Wavelength or any other source. Refer to the Wavelength site for the latest version of this document. Page i

4 Change Request A change to this document can be requested by completing a Change Request Form - refer to document DISTRIBUTION OPERATION and MAINTENANCE STRATEGY GOVERNANCE (DOM- WN-GOV ) for change request procedure. Copyright Copyright of this document is owned by Scottish Water. The document may not be copied or reproduced in any way. Page ii

5 CONTENTS FOREWORD. i CONTENTS... iii 1 PREAMBLE Procedure Objectives Related Parent Documents Related External Controlled Documents Related Internal Controlled Documents Glossary DESCRIPTION INTRODUCTION PROCEDURE Developer / Contractor 3.2 Sampler 3.3 Scottish Water Scientific Services (Laboratory & Sample Reception) 3.4 SW Public Health Team 3.5 SW Customer Connections 3.6 Term Contractors / Contractors 3.7 Example of New Main & Rehab New Main - Confirmation of Telephone Approval 5 Process Flow Chart 7 Page iii

6 1. PREAMBLE 1.1 Procedure Objectives Scottish Water is committed to delivering the Ministerial Directions and other regulatory targets, within the financial limits set out in the Final Determination. This procedure provides guidance, working knowledge and understanding of the processes involved when (ADD IN NEW DOCUMENT DETAILS). 1.2 Related Parent Documents SW Hygiene Code of Practice SW DOMS Procedures SW DOMS Toolbox Talks No 11 & Related External Controlled Documents None 1.4 Related Internal Controlled Documents None 1.5 Glossary SW Scottish Water DOMS - Distribution Operation & Maintenance Strategy HCoP Scottish Water s Hygiene Code of Practice EUSR - Energy & Utility Skills Register CC SW Customer Connections SW CID SW Capital Investment Delivery SW PHT - Public Health Team SS SW Scientific Services UCP Utility Connection Provider SLO - Self Lay Organisation Rehab Mains Rehabilitation TR - Test Report (formerly Certificate of Analysis) LIMS - Laboratory Information Management System Page 1 of 10

7 2) DESCRIPTION All mains shall be cleaned and disinfected in accordance with the following procedure before they are brought into service. Disinfection (chlorination) should be undertaken preferably using a volumetric dosing pump specifically manufactured for the accurate dosing of hypochlorite solutions into pipelines. All employees, contractors and consultants, etc, working for or on behalf of Scottish Water will be required to complete formal training in water supply hygiene practices and also in Scottish Water's Distribution Operations Maintenance Strategy (DOMS). Scottish Water will make training modules available to support this process and employees, contractors and consultants must complete this training in the relevant category of DOMS with a training provider that has been approved to deliver this training on behalf of Scottish Water. This training will be formally recorded and registered with Energy & Utility Skills (EU Skills) as part of the Water Industry Registration Scheme (WIRS) and an authorisation card will be issued by EU Skills on behalf of Scottish Water for both water hygiene and Scottish Water DOMS procedures. Note: EUS Skills hygiene training will be equivalent to module 1 of SW DOMS. The team members must all have a valid Hygiene Authorisation and DOMS card with the relevant DOMS modules completed for this work activity on site and must comply with: Scottish Water s Hygiene Code of Practice. As the initial HCoP/DOMS training period is now over, all internal and external staff working on the water network must have completed the relevant training. If the site challenges are made by SW staff (and on occasions the DWQR) for all those working on the network, the message will be sent clearly that 'IF YOU HAVEN T HAD THE TRAINING YOU CANNOT WORK ON OUR NETWORK OR ANY INFRASTRUCTURE THAT WILL BE CONNECTED TO OUR NETWORK. New starts - expectation is that they will have their necessary HCoP / DOMS training organised by their employer within the first 4 weeks of them joining their company. They will not be allowed to work on the water network without the HCoP / DOMS training, even though they are being supervised by a person who has gone through the training. There is a minimal health risk here, which the health questionnaire, completed during the HCoP training, will confirm as acceptable or unacceptable. Completed HCoP / DOMS Training but no card issued by EU Skills - staff in this situation can work on the water network as long as they can demonstrate that they have a 'cover note' issued by training providers. If a 'cover note' is produced, then the person challenging can ensure that 'cover note' refers to the actual person by checking the EU Skills web site against name or reference number. This will be done in conjunction with the relevant DOMS Working Group representative. Person challenged on site and person has no HCoP / DOMS relevant training - if this scenario occurs then the person who has made the challenge will remove the person from working on the water network and contact the relevant business unit DOMS Working Group representative as the first point of contact. Together, the site contact and the DOMS Working Group representative will make the decision on whether work can or cannot continue after discussions with the employee s relevant organisation. Page 2 of 10

8 Person challenged on site and cannot produce HCoP / DOMS relevant training cards, But claims to have undergone training - if no cards can be produced, then the person challenging can confirm that the person has had the relevant training by checking the EU Skills web site against name or reference number. This will be done in conjunction with the relevant DOMS Working Group representative. Person challenged on site; DOMS CARD EXPIRED - if a DOMS card has expired and the person is waiting to attend a SW DOMS training course, a signed and dated cover note, with the course reference confirmation number and Registration Status clearly shown, must be issued by the person s line manager, in order to allow access to the network. The person must present this cover note on site (failure to provide cover note will result in the individual being removed from working on the network until a cover note is issued, or the individual is retrained and re-registered with EUSR). The cover note will only be valid for 3 months after the original card expiry date. After 3 months has elapsed, if the person has not re-registered and is NOT in possession of a new card or a cover note, stating the person is awaiting delivery of a new card, then access to work on the network will be refused." Page 3 of 10

9 3. INTRODUCTION When a new property / development or a new main associated with a mains rehabilitation project requires to be connected to the public mains water supply, the process must be governed by Scottish Water. The department that controls and manages this process is Customer Connections (CC). The process is as follows: SLO / UCP / Developer / Contractor installs pipe network. SLO / UCP / Developer / Contractor pressure tests the installed network, disinfects the new pipe work in accordance with the HCoP & relevant DOMS procedures and takes water sample. Sample is submitted to laboratory for analysis. Hard copy of results posted from SW Scientific Services to SLO / UCP / Developer / Contractor. SLO / UCP / Developer / Contractor informs CC of results / Rehab Contractor advises SW. If the results are satisfactory CC authorise Scottish Water Term Contractor (Framework Contractor) or UCP to connect pipe network to the public mains supply; Rehab Contractor liaises with SW who will then authorise and arrange connection. SW Term Contractors / Rehab Contractor / SLO / UCP take water sample (postconnection sample) to ensure water quality is satisfactory post connection. The above process has to comply with a strict timescale of 14 days from the sample being taken to connecting to the public mains supply as part of the Distribution Operation and Maintenance Strategy (DOMS) procedure. The main time constraints on the process are as follows: The sample has to be transported to the analysing laboratory. The full suite of analysis takes 72 hours to complete. The laboratory needs to produce and check the Test Report (Certificate of Analysis). Vagaries of the postal service can delay delivery of the Test Report. SW Term Contractors / Rehab Contractors need to plan their work activities 7 days in advance, in respect of the above process. Issues that have impacted on the above process in the past: High volumes of enquiries from Developers etc, made to laboratories with queries regarding results. Page 4 of 10

10 Developers etc, frustrated with delays in getting hard copy test reports. Confusion over who the actual customer is. Missing or incomplete sampling information. Lack of visibility of new-mains sample results for Public Health Team (as per DOMS procedures). Need to satisfy DOMS requirements. Need to be informed of sample results to authorise connection. Escalation costs associated with fast-tracking connections in danger of breaching the 14 day limit. 4. PROCEDURE (As agreed with CC and by letter with CC Contractors) The analysis undertaken by the laboratory relating to new-mains samples consist of 4 microbiological tests (see Table 1 below). Table 1. Test Duration from start of analysis Limit (Pass/Fail) E. coli 24 hrs 0 Coliform bacteria 24 hrs 0 22 o C plate counts 72 hrs Any significant change from normal zonal background counts. 37 o C plate counts 24 hrs Any significant change from normal zonal background counts. Note; Following the telephone request for results, SW PHT will assess the results and initially provide approval to connect (then subject to CC or SW Water Operations permission) based upon Coliform & E.coli results. If subsequent plate count results show high readings, SW PHT may follow up with a request to flush and resample or re-disinfect, flush and resample depending upon the results reported. Roles & Responsibilities associated with the approval to connect process are as follows: In order for this process to function correctly, all parties must have a clear understanding of their respective roles and responsibilities and that all relevant information is captured and recorded. Page 5 of 10

11 3.1 SLO/ UCP/ Developer / Contractor Takes new mains / rehab new mains sample (new connection) or arranges for sample to be taken. DOMS procedures state that samples must be taken by a suitably trained person (SW DOMS Card including module 13). Some Developers contract out the sampling to SLOs who have trained staff. The Developer must ensure that SLOs undertaking sampling on their behalf have all relevant information required to complete the MCL1158 Sample Proforma (e.g. the development reference; this must be provided to SW PHT when telephoning for results) and that the staff being contracted are fully trained to take samples. Submits sample for analysis with required information on MCL1158 sample proforma (see DOMS TBT 11 & 15 for detailed information). Contacts SW PHT by telephone for results on day 4 (day 1 being the day the sample was taken), with the correct site reference (if Customer Connections). SW PHT will advise over the telephone if the approval to connect and that sample results are satisfactory OR, if the results are not satisfactory, what actions are required as a follow up. SW PHT will then send a confirmatory e mail to the associated contacts as to the status of the approval assessment e.g. SW PHT approves continuation of the connection based on the results received. Faxes copy of sample Test Report to SW Customer Connections on receipt. 3.2 Sampler (the person who actually takes the sample) Takes new mains sample in accordance with SW Hygiene Code of Practice (HCoP) & DOMS procedures and is suitably trained in sampling techniques. Calls or s SW Sample Reception ( ) to register the sample and obtain the sample number/s (LIMS number) and quotes Customer Reference Number verbally to be attached to information entered into LIMS. Ensures ALL required information is recorded on the MCL1158 Sample Proforma (see DOMS TBT 11 & 15 for detailed information). Submits the sample for analysis and completed paperwork to the Laboratory. 3.3 Scottish Water Scientific Services (Laboratory & Sample Reception) Sample Reception staff receive sample on LIMS. Page 6 of 10

12 Sample Reception staff enters information from MCL1158 Sample Proforma into LIMS against registered sample number as soon as possible to allow approvals to proceed (as 3.2 above). Laboratory staff analyse sample by accredited method. Laboratory staff enters results into LIMS as soon as possible to allow approvals to proceed. Scottish Water Scientific Services generate Test Report on sample analysis completion and post a copy to the SLO / UCP / Developer / Contractor. 3.4 SW Public Health Team On receipt of the telephone call (day 4) from the SLO / UCP / Developer / Contractor, SW Public Health Team staff will review results and will advise on either approval or failure to approve and any follow up actions required. Approval will be given based upon Coliforms & E.coli results but may follow up if the plate count results require additional actions. SW Public Health Team may not give approval if the CC site reference is not provided or if no chlorine residuals have been measured at the time of sampling. Any failures of Coliforms or E.coli will result in automatic connection not approved. For Customer Connections New Mains an authorisation will be sent to the relevant Responsible Person (SLO / UCP / Developer / Contractor) and copied to SW Customer Connections ( to include both sample and development site reference numbers), if it is a new main connection. A similar authorisation will be sent to the relevant Responsible Person in SW CID and / or Framework Contractor as required, for Rehab New Mains connections. 3.5 SW Customer Connections Will follow up and act on ed authorisation notification from SW Public Health Team. Will prepare work pack. Will submit work pack to Scottish Water Term Contractors. Receive hard copy of Test Report (or scanned electronic copy) from SLO / UCP / Developer for confirmation of sample results. Note: In order to differentiate between original new mains samples and post connection samples, there are options when registering the samples with Sample Reception for New Main sample and Tie In sample. These must be used for each sample type when registering samples. Page 7 of 10

13 3.6 Term Contractors / Contractors Program new connection work 7 days in advance. Deliver new connection directly or via Framework contactors. Ensure Tie-in sample (post-connection) is taken according to DOMS procedures (see Sampler Responsibilities above). 3.7 Example of New Main & Rehab New Main - Confirmation of Telephone Approval Address to: SLO / UCP / Developer / Contractors address, cc Customer Connections and associated SW PHT area team members. The Public Health Team approve the following sample results: The Bacteriological sample(s) (XXXXXXX) for the New Mains at XXXXXX is (are) clear of Coliform and E.coli bacteria. (If submitted by the Contractor - The sample (XXXXXXX) taken from the existing water main was also satisfactory.) The Chlorine Residuals recorded were; Free Y.YYmg/l Total Y.YYmg/l OR Not Measured/Reported. The Development Site Reference provided was; ZZZZZZZ. Page 8 of 10

14 5. Process Flow Chart SLO / UCP / Developer / Contractor take sample + Submit sample for analysis DAY 1 SLO / UCP / Developer / Contractor telephones SW PHT for results & approval DAY 4 SW PHT Approve / Do Not Approve based on Coliform E.coli results. PHT provide advice on follow up actions. DAY 4 PHT send confirmation Approve / Do Not Approve to Responsible Person & Customer Connections (as required). Day 4 Day 5 SW Customer Connections prepare work pack on receipt of confirmation . Day 4 + SLO / UCP / Developer / Contractor send copy of Test Report to SW Customer Connections. On receipt Following connection Tie-In sample taken and submitted for analysis. After Connection Page 9 of 10

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