Operational Plan. Web version. For: Guelph Drinking Water System (OP # ) [Corporation of the City of Guelph] -And-

Transcription

1 Web version For: Guelph Drinking Water System (OP # ) [Corporation of the City of Guelph] -And- Gazer Mooney Subdivision Distribution System (OP # ) [Township of Guelph/Eramosa] Prepared by: Water Services Environmental Services Revision Date: July 8, 2015 As per the Accessibility for Ontarians with Disabilities Act (AODA), this document is available in an alternate format by ing or by calling

2 Table of Contents 1. Overview of the Operational Plan Quality Management System Policy Commitment and Endorsement Quality Management System Representative Document and Records Control Drinking Water System Risk Assessment Risk Assessment Outcomes Organizational Structure, Roles, Responsibilities and Authorities Competencies Personnel Coverage Communications Essential Supplies and Services Review & Provision of Infrastructure Infrastructure Maintenance, Rehabilitation and Renewal Sampling, Testing and Monitoring Measurement and Recording Equipment Calibration and Maintenance Emergency Management Internal Audits Management Review Continual Improvement Page i of ii

3 Table of Appendices Appendix A Document and Records Control Procedures QMS Document and Records Control QMS Document Template QMS Document Master List QMS Record Master List QMS The Ontario Municipal Records Management System Appendix B Risk Assessment QMS 07 Risk Assessment Methodology QMS Risk Assessment Ratings QMS 08 Risk Assessment Outcomes QMS Summary of Critical Control Points and Critical Control Limits QMS Risk Management Programs Description Appendix C Roles, Responsibilities & Authorities QMS Roles, Responsibilities & Authorities Table QMS Departmental Interactions Diagram for Water Services Programs Appendix D Communications QMS Reporting to the Owner Appendix E Essential Supplies and Services QMS Essential Supplies and Services Table Appendix F Index of Terms, Acronyms and Initialisms Page ii of ii

4 1. Overview of the Operational Plan This Operational Plan satisfies one of the requirements of the Ministry of the Environment and Climate Change s Municipal Drinking Water Licensing program for all drinking water systems in the province of Ontario. The City of Guelph is the Owner and the City of Guelph s Water Services is the Operating Authority for the Guelph Drinking Water System. The Township of Guelph/Eramosa is the Owner and the City of Guelph s Water Services is the Operating Authority for the Gazer Mooney Subdivision Distribution System. This document was created by Water Services to ensure that safe, reliable drinking water is provided to all the citizens, businesses, and visitors of Guelph and the Township of Guelph/Eramosa (for the Gazer Mooney subdivision). The Operational Plan is a document that provides an understanding of the drinking water systems, the responsibilities of both the Owner and the Operating Authority of the systems, and a commitment to the provision of safe drinking water. The Operational Plan enables the City of Guelph to continue to plan, implement, check, and continually improve the systems, thereby ensuring ongoing confidence and security in the drinking water systems. Page 1 of 77

5 2. Quality Management System Policy Guelph Water Services, the Operating Authority for the Guelph Drinking Water System and the Gazer Mooney Subdivision Distribution System, is committed to maintaining a high level of trust, commitment and accountability by consistently delivering high quality and safe drinking water to its customers. The Guelph Water Services Quality Policy states: Guelph Water Services is committed to provide consumers with a safe, consistent supply of high quality drinking water while meeting, exceeding, and continually improving on legal, operational, and quality management system requirements. Last signed June 8 th, Commitment and Endorsement The drinking water system Owners (the City of Guelph and the Township of Guelph/Eramosa) endorse this Operational Plan through a Council Resolution within one year following the election of a new council or following significant changes to the Operational Plan. The Owners commitment to an effective Quality Management System (QMS) is evidenced by the resources provided for the implementation, maintenance and continual improvement of this Operational Plan and QMS. The Owners and Top Management of the Operating Authority are committed to the implementation, maintenance and continual improvement of a QMS that meets the requirements of the Drinking Water Quality Management Standard (DWQMS). The QMS for the drinking water Page 2 of 77

6 systems is documented in this Operational Plan. Top Management s endorsement of the Operational Plan and the QMS is provided through the signatures below. Top Management s commitment to an effective QMS is evidenced by: a) ensuring that a QMS is in place that meets the requirements of the DWQMS, b) ensuring that Operating Authority staff are aware of all applicable legislative and regulatory requirements, c) communicating the QMS according to procedures (as per QMS 12), and d) determining, obtaining or providing the resources needed to maintain and continually improve the QMS. Last signed June 8 th, Quality Management System Representative Top Management for the Operating Authority (Water Services) at the City of Guelph has appointed the Quality Management System (QMS) Representative to be the: Quality Assurance Coordinator The QMS Representative is the liaison between Top Management and the Operating Authority (Water Services). The QMS Representative, irrespective of other responsibilities shall: a) administer the QMS by ensuring that processes and procedures needed for the QMS are established and maintained, Page 3 of 77

7 b) report to Top Management on the performance of the QMS and any need for improvement, c) ensure that current versions of documents required by the QMS are being used at all times, d) along with the Water Services Management Team, ensure that personnel are aware of all applicable legislative and regulatory requirements that pertain to their duties for the operation of the City of Guelph s drinking water system, e) promote awareness of the QMS throughout Water Services (the Operating Authority), and f) coordinate the annual review on the continuing suitability, adequacy and effectiveness of the QMS, and ensure that the results of the annual review are conveyed to the Owner (Council). 5. Document and Records Control Guelph Water Services has established a number of document and records control procedures that describe how documents required by the quality management system (QMS) are kept current, legible, readily identifiable, retrievable, stored, protected, retained and disposed of. Additionally, Guelph Water Services describes how records are kept legible, readily identifiable, retrievable, as well as stored, protected, retained and disposed of. Please refer to Appendix A to view the following procedures : - QMS Document and Records Control - QMS Document Template - QMS Document Master List - QMS Records Master List - QMS TOMRMS Procedure 6. Drinking Water System Drinking Water System Overview The City of Guelph is the Owner and its Water Services is the Operating Authority of the Guelph Drinking Water System that was first established in The City of Guelph s Water Services is also Operating Authority for the Gazer Mooney Subdivision Distribution System and manages all infrastructure (including water mains, valves, fire hydrants, services, and meters) for the system s Owner, Township of Guelph/Eramosa. Page 4 of 77

8 Description of Treatment Processes and Distribution Components Operational Plan The treatment processes that are utilised include: disinfection (chlorination with ultraviolet disinfection (UV) at some locations), and iron and manganese sequestering where applicable. The water supply and distribution system components are statistically described and annually updated in the Annual and Summary Report. Out of the 21 operating wells, Arkell Well 1 and Carter Wells 1 & 2 have been identified as GUDI WEF (Groundwater Under Direct Influence With Effective In-Situ Filtration) water sources. The Arkell shallow collection system is also classified as a GUDI WEF source. Up-to-date process flow diagrams and distribution system maps are available at Guelph Water Services. General Characteristics of the Raw Water Supply The source of Guelph s water is groundwater from 21 production wells and a shallow collector system. The supply of raw water comes from a series of urban and rural wells. All raw water from rural wells is sent to the F.M. Woods Station for disinfection and distributed to the municipal infrastructure system. Raw water from urban wells is treated and pumped into the distribution system. The drinking water system infrastructure includes five reservoirs (Paisley, F.M. Woods (3) and University), three booster pumping stations (Clythe, Robertson and Paisley) and three elevated storage tanks (Speedvale, Verney and Clair) to equalize water demand, reduce pressure fluctuations and provide storage. There are two pressure zones in the distribution system. The high zone to the north is regulated by the Speedvale Tower and the low zone to the south is regulated by the Verney and Clair Towers. Common Event-Driven Fluctuations As required during high water demand periods, the shallow groundwater collector system is augmented with Eramosa River water in an artificial recharge system. A total of 21 functioning wells and a shallow groundwater collector system make up the supply. Operational Challenges and Threats Some operational challenges from Guelph s drinking water sources stem from naturally occurring and man-made issues. - Naturally occurring issues include: elevated hardness, fluoride, organic nitrogen, iron, and manganese concentrations and colour. - Issues that are not considered to be naturally occurring, man-made, include: elevated concentrations of nitrate, chloride, sodium, and volatile organic compounds (VOCs). Page 5 of 77

9 Guelph Water Services has established various programs and projects to mitigate challenges and threats. 7. Risk Assessment At least once per year, the QMS Representative facilitates a detailed review of the currency of the information and validity of the assumptions used in the risk assessment process for the drinking water system. This annual detailed review exceeds the DWQMS requirement for a thirty-six month risk assessment review. The annual review is undertaken by the QMS Representative, Compliance Coordinator and Water Services Technicians from each functional area of Water Services. The updated Risk Assessment Outcomes are presented at and approved (usually with requested changes) at the next Management Review meeting. When reviewing the currency of the risk assessment information, the following is considered: - Any changes (additions / deletions) in the listed hazardous events and associated hazards at each process step; - Previous risk ratings and the potential need to update ratings (e.g. likelihood could increase based on occurrence of a hazardous event, or decrease as applicable); - Reliability and redundancy of equipment; - Past year s emergency situations; and/or - Any critical control point deviations. Risk assessment methodology, a summary of risk assessment outcomes, and summary critical control points are further described in Appendix B Risk Assessment. 8. Risk Assessment Outcomes Refer to Appendix B Risk Assessment for a summary of Risk Assessment Outcomes documented under section QMS Organizational Structure, Roles, Responsibilities and Authorities The identification of the Owner, Operating Authority, members of Top Management and the QMS Representative is outlined in the organizational structure included in this section. The City of Guelph (its CAO and elected Council) is the Owner and the City of Guelph s Water Services is the Operating Authority for the Guelph Drinking Water System. The Township of Guelph/Eramosa is the Owner and the City of Guelph s Water Services is the Operating Authority for the Gazer Mooney Subdivision Distribution System. Specific responsibilities and authorities for positions with key roles in the Quality Management System are detailed in the various system procedures that form the Operational Plan. Page 6 of 77

10 Appendix C provides a summary of the overall roles, responsibilities and authorities and a schematic on how Water Services interacts with other functions at the City of Guelph. Owner Top Mgmt QMS Rep. CAO (Owner) Council (Owner) Owners: 1. Corporation of the City of Guelph 2. Township of Guelph/Eramosa Dep. CAO IDE* *IDE Infrastructure, Development and Enterprise GM Env. Services Plant Manager Water Services GM Environmental Services is Owner Representative Sup. of Admin Sup. of Supply Ops Sup. of Dist. / Constructn Sup. of Dist./ Metering Supervisor of Water Efficiency Manager of Tech. Services Customer Service Clerks Technicians - Supply Lead Hand - Supply Water Security Coordinator - SCADA Lead Hand Maintenanc e Technician Lead Hands Constructio n Technician Lead Hand Investigations Water Cons. Program Coordinato rs Outdoor Water Eff. Technician Conservati on Team Complianc e Coord. Operators Supply (OIC) Maintenanc e Mechanic Lead Hand New Subdivision Lead Hand Valve Prog. Quality Assurance Coordinator s (QMS Rep) Instrument a-tion Technician Electrician Operators Distributio n (OIC) Lead Hand - Metering Water Certification Specialist Operators Distrib. (OIC) Water Services Proj. Mngr Page 7 of 77

11 10. Competencies Competencies required for personnel performing duties directly affecting drinking water quality are described below. Activities to develop and maintain these competencies and activities to ensure that personnel area ware of the relevance of their duties and how they affect safe drinking water is also described in this section. Minimum Competencies Minimum competencies required for employees performing duties directly affecting drinking water quality (Plant Manager, Supervisors, Operators) include: Certification - Class I - Class IV for the Overall Responsible Operator (ORO) - Class III for the Acting ORO < 150 days/12-month period. Complete on an ongoing basis Operator Training Requirements (as required by s. 29 of O. Reg. 128/04) An Operator-In-Training (OIT) will work towards the minimum competency requirements. The OIT Operator may perform the same duties as a Class I Operator, however cannot gain Operator-In-Charge (OIC) experience and cannot sign-off on logged data for compliance purposes. OIT s and other new Water Services employees complete applicable on-the-job training forms, as they apply to their roles. The completion of minimum competency requirements is required for operators to go on-call. Competency for management positions is reviewed annually during performance reviews conducted by the appropriate Supervisor or Plant Manager. Developing and maintaining competencies The Water Certification Specialist, with input from Supervisors and the Plant Manager of Water Services, updates and maintains the on-the-job training forms. It is the responsibility of the supervisor to ensure that a buddy trainer is assigned to deliver on-the-job training for the various topics included on on-the-job training forms, as it applies to the new employee. Once the forms are completed, they are submitted to the Water Certification Specialist for record-keeping. The need for new or update training may also be determined based on the following: - comparison of the person s skills and abilities with the requirements of the job description and qualifications; Page 8 of 77

12 - corrective action (e.g., resulting from internal audits or non-conformances) if the need for training is found to be a root cause of water quality issue; - changes due to updates to the risk assessment outcomes (QMS 08); and - changes in legislative/regulatory requirements. Training Plan The Supervisors and the Water Certification Specialist meet annually to plan out the training for various positions affecting drinking water quality for the next year. They refer to the required competencies, the completed training from previous years, and other available courses to develop the training plan for that year. On an ongoing basis, Supervisors may also identify additional competencies required by their staff and these are discussed with the Water Certification Specialist to set-up the appropriate courses. The Water Certification Specialist records the completed training hours in the Training Spreadsheet for each employee. Training Records are maintained as required by the City s Records Retention By-law. Employee QMS Orientation An awareness session on Guelph Water Services quality management system (QMS) is scheduled for Employee Orientation or Refresher (for current employees). The following types of information are included in the QMS awareness session: - introduction to the QMS and QMS Representative; - review of pertinent procedures and Standard Operating Procedures; and - review of QMS policy and ensuring that personnel are aware of the relevance of their duties and how they affect safe drinking water. Staff sign off that they understand the information provided in the awareness session. The Water Certification Specialist records completion of the QMS awareness session and other applicable training. Training Methods Competency requirements can be satisfied through the use of in-house, off-site, or on-line training, attendance at seminars/conferences, presentations by subject matter experts or onthe-job training. 11. Personnel Coverage The following section describes how sufficient personnel (meeting competency requirements described above) are available for duties directly affecting drinking water quality. Page 9 of 77

13 Overall Responsible Operator (ORO) The Plant Manager of Water Services is the Overall Responsible Operator (ORO). When required, the Plant Manager of Water Services designates an alternate, and if unable to, the Deputy CAO Infrastructure, Development and Enterprise designates the alternate ORO. The ORO alternate must hold a certificate for that type of subsystem of the same class or higher. The Guelph Drinking Water System requires a Class IV Supply and Distribution Subsystem certificate. An operator with certificate one class lower than the class of the subsystem may assume the ORO responsibility for up to 150 days a year as a back-up when the ORO with the appropriate qualifications is absent or unable to act. The ORO is kept-up-to date by being notified of work being done by whoever is initiating the work. Operator in Charge (OIC) All certified operators with Level I certificate or higher at Water Services are also deemed Operators in Charge (OIC). A professional engineer or series of professional engineers without a valid certificate can be designated OIC for 180 days in a 24-month period. Regular hours Certified Distribution Operators and Certified Supply Operators are available during regular business hours. Water Services provides a customer 24-hour answering service which is manned from 8:00 am to 4:00 pm by Water Services Administration Staff and is transferred over to a contracted service during off hours which includes weekends and holidays. On-Call Hours The Contracted answering service receives all off-hours calls from customers. Water supply process-related alarms are communicated via cell phone after hours to designated on-call staff. The Operator On-Call List is developed, distributed, posted (and updated as required) by the appropriate Supervisor every calendar year. The on-call list consists of a regular staff rotation for all staff competent to perform on-call duties. The Management On-Call List is developed, distributed, posted (and updated as required) by the Plant Manager of Water Services and includes certified and competent management staff. Page 10 of 77

14 The ORO is contacted during any abnormal operation, when additional management staff is required, when the on-call management representative (other than the ORO) is unfamiliar with the scenario or at request of the ORO. Staff Shortage All management positions fill in operator duties (as skill sets allow). Approved (certified) contractors are secured to provide a sampling service, maintenance, and coverage. The Water Services Emergency Plan includes procedures on how to prioritize activities and assess critical staffing needs in an emergency or major incident, and: - meet the needs of staff and prevent burnout, - facilitate a faster return to work for staff affected by the incident. 12. Communications This section describes how the relevant aspects of the Quality Management System are communicated between Top Management and various stakeholders (the owner, operating authority personnel, suppliers, and the public). Communication to and from Owner (Council and CAO) Communication to Council from Top Management is achieved through various means, including: s, the use of staff reports, information memos or presentations to Council following established Corporate communication protocols and QMS Reporting to Owner procedure that is included in Appendix D. A current posted copy of the Operational Plan is accessible by the Owner at any time. Council can communicate directly to Top Management through formal Council meeting minutes and/or Council resolutions and confirming through a by-law. s and notices may be received by City Staff from the Mayor, the CAO and/or Councillors for service interruptions and these may be forwarded to Top Management for review and/or response. Council and the CAO may directly to the Deputy CAO or other Top Management person. Communication to and from Operating Authority Personnel Communication between Top Management and the Operating Authority Personnel is achieved through the following means: - Top Management communicates to and from the Operating Authority personnel through e- mails and various regularly held meetings. Page 11 of 77

15 - Where applicable, meeting minutes are retained. Generally, the process for relaying information related to drinking water issues from Top Management to personnel is achieved through: o regular operational meetings, o written documentation, o s, o verbal discussions, o training sessions, o circulation of applicable procedures and other QMS documentation, and o posting of material on bulletin boards in facilities. It should be noted that the Operating Authority management staff have an open door policy that encourages direct communication between management and personnel. Communication to and from Suppliers Communication to Suppliers is done through Top Management, staff and Purchasing personnel through the issuance of tenders, contracts, purchase orders or directly with suppliers. - Top Management Water PM Supervisor Lead Hand / Technician Supplier - Top Management Engineering PM Consultant Field Inspectors Supplier Communication from Suppliers to Top Management (via City staff) can be through written correspondence, , phone calls, faxes, the purchasing process or directly with Water Services staff. Water Services staff contact Suppliers directly if problems occur with the Supplier. For ongoing issues, Purchasing will also be contacted to deal with ongoing Supplier-related problems. Communications to and from the Public All non-emergency communication (related to water issues) to the public is achieved through: - newspaper notification and/or media advisories, - hand delivered letters, - mobile signs, - posting on the City of Guelph website (e.g., annual reports, Policy), - educational activities through special events (e.g., booths at conferences, Home Show), - public meetings. The public can communicate water-related issues/queries through: - calling Water Services directly; - calling the after hours number which is directed to the Answering Service. The Answering Service contacts the appropriate On-Call Operator (a list that is provided by Water Services every week), and as a back-up, the Answering Service has the complete list of Page 12 of 77

16 Certified Operators along with contact information; once the call has been dispatched, a summary is forwarded to Water Services on the details of the water-related; - s sent to the City via links on the City of Guelph s website; - s and/or phone calls directly to Councillors and City staff; - letters; and - faxes. Water Services and the answering service receive the majority of the public water-related queries. Queries that cannot be answered by the call centre are directed to Customer Service Staff in Water Services. Service Requests are completed as outlined in various instructions related to documenting customer calls during regular business hours and after hours. For larger scale, emergency or sensitive issues, Corporate Communications may be contacted to assist in dealing with public communications (refer to Water Services Emergency Plan for communications during emergencies). Ongoing communications between Water Services and regulatory agencies (such as the Ontario Ministry of the Environment) can be achieved through: - agency inspections and follow-up correspondence (as required), - regulatory reporting (as required), - regulatory permit / licensing applications, - documented ( ) or verbal discussions (telephone), - participation at regulatory training or information sessions, and - regular review of regulatory requirements and updates on agency websites. 13. Essential Supplies and Services This section describes the quality of essential supplies and services, in as much as they may affect drinking water quality. This section includes identification of these supplies and services and a means to ensure their procurement. Under the Agreement Regarding Water Services for the Gazer/Mooney Subdivision (signed July 2010), Guelph Water Services is responsible for the operation and maintenance of the infrastructure of the Gazer Mooney Subdivision. This procedure does not include any special considerations of the Township of Guelph/Eramosa s procurement policies, since essential supplies and services is the responsibility of Guelph Water Services. Procurement Process The acquisition of goods and services related to the provision of drinking water is addressed by the Purchasing By-Law which is administered by the Purchasing division. Page 13 of 77

17 The Purchasing division obtains requirements for specifications and/or certification of product for supplies and services from Water Services and Engineering Services ( Engineering ) prior to issuance of new and/or renewal of tenders, Request for Proposals (RFPs), contracts, etc. These requirements include for Water Services, the Region of Waterloo and Area Municipal Design Guidelines and Supplemental Specifications for Municipal Services and the City of Guelph Part B Specifications. Prior to issuance, the Purchasing division forwards the RFPs and other bid documents to the applicable staff or project manager for review. The Purchasing By-Law includes price thresholds and therefore, some supplies (below the threshold) may be purchased directly by Water Services staff from local sources. Water Services typically performs all repairs to the water infrastructure, however Contractors are available to the City, if required. A list of After-hours Emergency Contractors is available to the Supervisors and staff. For the provision of supplies and/or services during emergency situations Management have the authority to purchase the necessary supplies and/or services. A condition is included on all of the City of Guelph s Purchase Orders that vendors must ensure that all potable-water contacting chemicals and materials supplied meet AWWA and ANSI quality and safety criteria. Water Services staff verifies supplies against the order requisition when received. A list of the suppliers and contractors that includes their after hours support information has been developed by Water Services for essential drinking water related supplies and services and is included in the On-Call Manual. This list is reviewed at least annually by the Supervisors and General Manager of Water Services to ensure that the information is up-to-date. Customer Service Clerks at Water Services maintain and keep up-to-date a file named Master Contact Information that includes contact information for emergencies, staff, media, mayor and councillors, and suppliers. This information is made available whenever it is updated. Water Services Inventory Supplies that are kept in stock (e.g., repair clamps, pipes, fittings, etc.) are maintained by Water Services at F.M. Woods Pumping Station. Staff may access appropriate material, which are tracked by the Lead Hands. Throughout the year, the Lead Hands confirm inventory levels to determine if inventory needs to be re-ordered. Annually, the Lead Hands perform an inventory count to ensure adequate supplies are available. Lead Hands forward information to Administrative staff to generate a yearly spreadsheet of inventory. Contracts for inventory items are subject to tender as per the Purchasing By-Law. Page 14 of 77

18 Identification of Supplies & Services and Requirements Appendix E includes the table QMS Essential Supplies and Services that identifies the essential supplies and services critical to the provision of safe drinking water. QMS provides a description of the procurement of supplies or services including: - how availability is ensured, when required (daily operations & emergencies). - S-SOP- Ensuring Adequate Equipment and Materials to Deal with Emergencies lists the essential supplies / services and related contact information for Supply. - Distribution Operators, Lead Hands and/or Supervisor make requests for Distribution Supplies and Services. Administrative Staff coordinate the quoting /ordering / approval processes. The table included in QMS also includes identification of the quality requirements for each supply or service that are needed related to quality of supply or service (e.g., product/service quality; performance of supplier/service provider; method of delivery; on-site activities). Monitoring Supplies and Services Water Services ensures that the supplies and services meet the requirements and/or specifications identified in purchasing documentation by verifying that the products / services are properly and currently certified (where applicable), and records of this verification are kept on file. Information about product certifications can be found online at Certifiers websites that are listed by manufacturer name and specific product names. Certifiers websites include: - NSF - UL - IAPMO - CSA - WQA Any problems that are encountered with respect to the supplies and/or services are documented and forwarded to the Purchasing division. Water Services management or staff may contact suppliers or contractors directly if problems arise. Significant problems may result in an immediate discontinuation of the use of supplies and/or services. 14. Review & Provision of Infrastructure This section describes the annual review process that results in the provision of drinking water infrastructure. The objective is to annually review what infrastructure is necessary to operate and maintain the drinking water system and to determine if that infrastructure is in place as needed. The procedure also describes how the findings of the review are communicated to Council through the budget process. Page 15 of 77

19 Under the Agreement Regarding Water Services for the Gazer/Mooney Subdivision (signed July 2010), the Township of Guelph/Eramosa is responsible for alterations, capital upgrades and infrastructure replacements relating to the Water Distribution System at its expense. This procedure does not include any procedures related to the review and provision of infrastructure for the GazerMooney Subdivision Distribution System as this is not within the responsibility of Guelph Water Services. Review and provision of the City of Guelph s drinking water infrastructure needs is achieved through two different means, depending on whether the infrastructure exists, or is intended to address growth needs. Infrastructure must meet the Standard Contract Specifications (which include the City of Guelph Part B Standard Contract Specifications and the Region of Waterloo and Area Municipalities Design Guidelines and Supplemental Specifications for Municipal Services). These Standard Contract Specifications are maintained and updated annually by Engineering (with input from Water Services). Review of Distribution Infrastructure Needs On a regular basis, Engineering administers meetings with Water Services Management and other infrastructure staff to review the condition of the supply and distribution infrastructure. The type of information reviewed is the inventory, age of pipes, CAPS (capital asset prioritization system), criticality, soil type and diameter. Based on the information provided on the condition of the infrastructure, a list of Water Services priority projects is developed. A list of capital works priority projects is developed by Water Services and Engineering. This list takes into account the Water Services priority projects and is used to update the Annual Operating Budget and the Tri-Annual Capital Budget. Review of Supply & Facilities Infrastructure Needs The Water Supply Master Plan and the Master Servicing Study are the two infrastructure plans that are updated every five years and used to identify new and replacement infrastructure priorities assigned to the budget. Large-scale projects are planned by both Engineering and Water Services under the Annual Operating Budget and the Tri-Annual Capital Budget. This includes new supply requirements and facility upgrades outlined in the Master Plans. The Water Services and Engineering Management and Project Managers meet related to projects to discuss infrastructure requirements and studies related to the list of projects identified in the Master Plans. Priorities are confirmed through the annual budget process. Infrastructure needs are identified through information (based on repairs and maintenance, capacity issues, etc.) provided by Lead Hands, staff, and inspections of facilities from Asset Management Programs. Page 16 of 77

20 New Infrastructure The review process for new linear infrastructure is primarily driven by Planning and Engineering. The review process for new supply infrastructure is primarily driven by Water Services. The results of the growth related drinking water infrastructure needs review is documented in the following: - Water Supply Master Plan - Water and Wastewater Servicing Master Plan - Water Conservation and Efficiency Strategy - Water Services Capital Budget (3-year) and Capital Forecast (7-year) Long-term planning for growth-related infrastructure starts with the development and updating of the Official Plan (OP), which provides the policy framework to guide the provision of infrastructure within the City of Guelph. The OP focuses on population projections and land use. Water Supply Master Plan and Master Servicing Studies are then completed through Engineering and Water Services in order to determine the specific needs and timing for drinking water infrastructure to support the specific serviced areas. The development of the OP and Master Plans provides an opportunity for projections over 10 years for new development projects. The plans are reviewed over the 10-year forecast which looks at the future and the past to determine capital works needs. Provision of Infrastructure Water Services and Engineering determine what is needed to maintain the water services based on the review of the water infrastructure. Engineering and Water Services jointly update the 3-year capital budget (formal Council approval is one 1-year) and 7-year capital forecast and take the list of projects to Senior Management and Finance for review and approval. Once Finance reviews the Water Services budget and confirms no changes are required, the budget is then present to Council for approval. Variance Reports on Operating and Capital Budgets are made to Council an average of three times per year on the status of the projects and the budget. Engineering and Water Services are notified of the projects that were removed from the priority list through approval of the budget which lists the specific projects. Engineering and Water Services identify projects that were originally on the priority list but did not receive budget approval; or those projects that might have received approval but were not constructed during a specific year. These projects are reviewed at the regular meetings to re-prioritize the project and to take them into consideration when developing the priority list of projects for the following year. Page 17 of 77

21 Annual operating budgets are also used to identify future infrastructure needs and maintenance. Budgets can be increased if new initiatives (e.g., lead testing) occur. Changes in regulations are usually the main driver to consider for an increase in operating budget from the previous year. 15. Infrastructure Maintenance, Rehabilitation and Renewal This section describes infrastructure maintenance, rehabilitation and renewal programs for the drinking water systems. This is a continuation from the review and provision of infrastructure and is a summary of the infrastructure rehabilitation, renewal and maintenance programs and activities that are undertaken. Preventive Maintenance Supply The Lead Hand of Maintenance and Supervisor of Supply identify and designate equipment and maintenance requirements for establishing the preventive maintenance programs. The Reliability-Centred Maintenance Program (RCMP) exists through the Work-Asset Maintenance (WAM) system to identify when equipment requires maintenance. Supply staff may also identify work required in their daily routines and place work request to Maintenance staff. Based on the task list, the Lead Hand of Maintenance issues Work Orders and Maintenance Request Forms for preventive maintenance activities and maintenance requests to the applicable Instrument Technician or Maintenance Mechanic. The completed Work Orders and Maintenance Request Forms are returned to the Lead Hand Maintenance once the work has been completed. The Maintenance personnel normally meet once per week to review the status of what maintenance work is outstanding and what will be done next. The electronic system provides notification to the Lead Hand Maintenance of outstanding tasks from the task list. On a monthly basis, Operators are assigned oversight responsibilities for different sections of the City and pump and well assessments are undertaken by Operators. These are recorded in the logbooks on site. Monthly sheets are also completed for maintenance activities and these are provided to the Lead Hand of Supply to verify the work was completed and recorded on the form. Standard Operating Procedures (SOPs) exist for some maintenance activities and these are available to Water Services staff if required to complete the maintenance activities. Some maintenance activities (e.g., generator set repairs) are contracted out to a third party. The third party sends in a field report to staff to identify repairs that will need to be done. Page 18 of 77

22 The UV treatment system is maintained by a contractor and if a repair is completed by an Operator this is recorded in the logbook. If the Operator notices a problem, a Maintenance Request form is completed and submitted to the Lead Hand of Supply. SCADA performance is monitored by the Water Security Coordinator (SCADA) and he is responsible for coordinating the maintenance of the SCADA system. In some cases, external contractors are used to assist with SCADA maintenance. Supply operations and management are informed of all SCADA process changes. Unscheduled Maintenance Supply Operators use the comments section of the Daily Compliance Sheet to identify any issues or repairs that may be required on the equipment, facilities, etc. They complete a Maintenance Request Form that is forwarded to the Lead Hand Maintenance for distribution to appropriate repair staff. The information is recorded in the logbooks on the repairs that were completed on the facility and/or equipment. The completed Maintenance Request forms are returned to the Lead Hand Maintenance for filing. Preventive Maintenance Distribution The Supervisor of Distribution establishes a schedule for annual infrastructure maintenance and repairs and provides this to the Lead Hand of Distribution to assign to appropriate maintenance staff. The Supervisor Distribution establishes a schedule for flushing and swabbing activities of the distribution system. The schedule is provided to the Lead Hand of Distribution to assign to appropriate maintenance staff. In addition, some of the program activities are also provided to contractors as well as Supply Operators. Unscheduled Maintenance Distribution The Supervisor and/or Lead Hands identify issues or repairs that may be required on the infrastructure. A work order is created for maintenance work and is forwarded through Lead Hands to Maintenance staff for completion. Maintenance information is recorded on the appropriate job form describing the repairs that were completed on the facility and/or equipment. The completed job forms are returned to the Lead Hand for filing as per QMS 05 Document and Records Control. Page 19 of 77

23 Effectiveness of Maintenance The Lead Hands and Technicians track maintenance activities electronically to determine the number of Maintenance Requests that are outstanding. The effectiveness of maintenance is also identified by Lead Hands and Technicians through: - reviewing the time taken to complete maintenance requests (by Maintenance Staff or contractors), and - the number of unscheduled maintenance activities. Reports on the maintenance activities are provided to the Supervisors at least annually for forwarding to Top Management for review during Management Review (QMS 20) and subsequent reporting to the Owner on the maintenance programs. Rehabilitation and Renewal The rehabilitation and renewal of infrastructure needs are met for both Supply and Distribution through the budgeting process. Some of the projects are capital works and follow the budget process outlined in QMS 14 Review and Provision of Infrastructure. Other projects may be included in operating budgets on an annual basis. The renewal and rehabilitation for Supply and Distribution infrastructure needs are developed based on: - CAPS (capital asset prioritization system) - Infrastructure management program which includes condition assessments For renewal projects, projected growth is factored in to determine if upsizing of watermain is required in the area. If upsizing of the watermain is recommended, then Engineering is part of the process to determine the demand basis. The renewal and rehabilitation for Supply infrastructure needs are developed based on: - reviewing problems that occur during the year (operations and maintenance) and the efficiency of the work - yearly Water Supply Master Plan requirements and needs - identified compliance issues - SCADA alarm issues If the renewal and/or rehabilitation is not completed during the year then the project is automatically carried forward to the following year as a candidate for the next budget cycle. 16. Sampling, Testing and Monitoring This section describes sampling, testing and monitoring activities for process control and for finished drinking water quality, including requirements for sampling, testing and monitoring at Page 20 of 77

24 the conditions most challenging to the system. A description is included on how the sampling, testing and monitoring results are recorded and shared with the Owner, where applicable. Sampling & Testing Sampling, testing and monitoring is completed on supplied and distributed water to: - provide Operators with knowledge required to proactively operate the drinking water system, especially at Critical Control Points, - ensure water quality is maintained as water travels through the distribution system, and - ensure compliance with applicable Ontario Drinking Water Regulations. Sampling is defined as the process of collecting water samples for laboratory analysis, and testing is considered to be the laboratory analysis. Monitoring consists of on-site data collection (e.g., SCADA instrumentation or handheld equipment) and analysis. Regulatory sampling requirements are implemented by the Supervisors of Supply and Distribution and scheduled by the Lead Hands. Sampling may be conducted for challenging conditions in addition to the regulatory schedule to account for out-of-ordinary conditions (e.g. VOC, chlorine residual and turbidity sampling). Capital projects that may impact water quality in the distribution system may require additional sampling (for potential challenges) to ensure that the project does not impact the safety of the water. The Technicians ensures that analyses are completed for the appropriate samples. The Operator In Charge (OIC) develops the list of sampling locations and related mapping and provides this to applicable staff. The OIC in Supply operations usually completes a portion of the Chain of Custody for the distribution system sampling program with the remainder completed by the certified operator assigned to perform the sampling. The Compliance Coordinator is responsible for facilitating the monitoring plan. The parameters, frequency, and location are included in the Water Quality Monitoring Requirements Summary for the Ministry of the Environment (MOE), which is the monitoring plan. The monitoring plan is established for both the Distribution and Supply Systems. The Water Services Technician maintains the water quality database. Sampling & Testing Results Analytical results are compared to the Ministry of Environment s Ontario Drinking Water Standards (ODWS, O. Reg. 169/03). The analytical results are compiled annually and listed along with the Maximum Acceptable Concentration (MAC), (based on the ODWS) for each parameter that is tested. Page 21 of 77

25 Chain of Custody are completed by the Operator to record sampling results, where applicable. The free chlorine residual and information is attached with the sample for the lab. All results are uploaded into an external electronic database and the free chlorine residual is entered into the database by staff. The Supply Technician is responsible for verifying the results and running reports through this database. Adverse conditions are identified directly by Operators or through alerts from the database and lab notification. Should the analytical results indicate adverse conditions, the SOP - Adverse Notification Procedure is followed that indicate how these adverse conditions are reported and addressed. Sampling and testing records are kept. Monitoring SCADA instrumentation and handheld equipment are used to monitor finished drinking water quality in the distribution system. SCADA monitors chlorine residuals, chlorine (sodium hypochlorite) dosage, flows and dosage for UV, where applicable. Values from the SCADA system are recorded into the logbook and daily checks are undertaken along with a note of any adjustments that were made. The Operator in Charge (OIC) makes the adjustments through the SCADA system daily, on an as-needed basis. The Lead Hand Maintenance and Water Security Coordinator - SCADA maintain the SCADA as required. Target ranges are established, where applicable, for parameters for high, low and low-low. Monitoring results are also recorded within the SCADA system for daily review. Water Services follows a legislated monitoring program for particulates for Groundwater Under the Direct Influence of Surface Water with Effective In-Situ Filtration (otherwise known as GUDI WEF) water supplies. SCADA monitors the system for chlorine, UV dosage, turbidity, flow, pressures and levels. Reporting to the Owner QMS Reporting to Owner procedure included in Appendix D describes how the sampling, testing and monitoring results are shared with the Owner. 17. Measurement and Recording Equipment Calibration and Maintenance Measurement and recording equipment is maintained and calibrated as per manufacturers specifications or as required by O. Reg. 170/03. Page 22 of 77

26 The frequency, responsibility for calibration and maintenance of each equipment type and the locations of where the records are maintained are summarized in the Instrumentation Technician s Equipment Calibration and Maintenance Program. The Instrumentation Technician is responsible for ensuring that the calibration is undertaken and the forms are completed by the Operator (for in-house calibration and maintenance) or the designated outside contractor. The Instrumentation Technician sends out a request for all regulatory handhelds to be returned for calibration, performs the calibration and then returns the units. The SCADA and alarm systems are maintained and calibrated through daily, weekly and yearly activities that Operators and the maintenance staff undertake for the alarms and settings. Operators may make changes to equipment to get it back into calibration, as per manufacturers specifications and/or as required by O. Reg. 170/03. If the equipment is not deemed to be working properly, then the Operator completes a work request form and forwards this to the Lead Hand of Maintenance. The Lead Hand of Maintenance completes any maintenance required for the equipment and fills in the work request upon completion of the work. Operators are made aware of maintenance activities during the morning and/or end of day information sessions between staff. If there are ongoing issues, the Lead Hand of Maintenance sends out a notification to Supervisors informing them of the maintenance issues. Standard Operating Procedures and instructions on calibration forms for analyzers are used to inform an Operator what to do if the equipment is out-of-calibration. Annual Review The equipment calibrated in-house is tracked by the Instrumentation Technician. Annually, the Instrumentation Technician reviews the calibration and maintenance schedules to ensure the information is up-to-date. 18. Emergency Management This purpose of this section is to document how Water Services maintains a state of emergency preparedness, including: - a list of potential emergency situations or service interruptions, - processes for emergency response & recovery, - emergency response training & testing requirements, - Owner & Operating Authority responsibilities during emergency situations, - references to municipal emergency planning measures, and Page 23 of 77