Eidelweiss Asset Management. Project Plan. Revision 0 - Draft

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1 Eidelweiss Asset Management Project Plan Revision 0 - Draft Written by Larry Leonard Eidelweiss Commissioner / Team Chairperson 5/29/2014

2 Table of Contents Section Description 1 Overview 2 Development Strategy 3 Asset Management Project Team 4 Project Approach 5 Asset Management Implementation 6 Data Collection and Software 7 Implementation Challenges 8 Asset Management Benefits 9 NHDES Grant Programs 10 Work order system 11 Implementation Action Plan 12 Eidelweiss Water System overview 13 Research & Investigation 14 Cost 15 Schedule 16 References / Resources 17 Appendix 2

3 Eidelweiss Asset Management 1 - Overview: Asset management as defined by the Environmental Protection Agency (EPA) is maintaining a desired level of service for what you want your assets to provide at the lowest life cycle cost, which means the best appropriate cost for rehabilitating, repairing, or replacing an asset. The New Hampshire Dept of Environmental Services (NHDES), is encouraging all small water systems in the State to develop an asset management system. The Village District of Eidelweiss with just under 500 homes connected to our water system is such a small water system. In a discussion at the VDOE annual meeting, the residents expressed with an over-whelming acceptance that the village pursue Asset Management. Asset management planning will help us with decision making regarding the operation, maintenance, and financial planning of our water system and roads. The Environmental Protection Agency (EPA) is a huge proponent of the process and they have developed a comprehensive set of implementation guidelines, training materials, and software to aide communities in the implementation process. The New Hampshire Department of Environmental Services (NHDES) has created a new position in their organization called Asset Management Specialist. The role of this new staff expert is to promote and assist small community water systems in their asset management implementation. We are working closely with the NHDES and other agencies to bring asset management into focus within the VDOE. 2- Development Strategy: The Environmental Protection Agency (EPA) has set forth five key areas as a framework for effective asset management development:- 1- Current state of assets 2- Required sustainable level of service 3- Identifying critical assets for sustained performance 4- Determine minimum life-cycle costs 5- Develop a long tern funding strategy The Commissioners of Eidelweiss fully support the need for the Asset Management Plan as a tool to better manage our system and communicate with the community. The Eidelweiss Asset Management Team was formed by the commissioners in May The Asset Management Team is empowered to create the project plan, determine the actions, and outline tasks that will be needed during implementation. 3

4 As Eidelweiss moves forward with development of the Asset Management Plan we will shift from reactionary management to a culture of strategic planning, cost-effective decision making, information sharing, and community involvement. 3- Project Team: The team approach works because it brings together the right people to coordinate and drive the asset management activities and assist the Commissioners in the decision making process. The Asset Management Team will champion the process of developing the Plan and Philosophy. This does not mean the team will do all the work, but the team will identify the tasks, projects, partnerships, and contractors that will support the implementation. The team will promote and articulate the benefits of the plan while addressing the core questions of the asset management framework. Asset management is not a one time, 1 year, or 5 year project, it is a continual, fundamental change in the way infrastructure assets are managed. A high level commitment to the process is required and by forming the asset management team, a fundamental step in that commitment is made. Attributes of a Successful Asset management Team 1- Has the authority and resources to answer the core questions 2- Flexibility and encourage critical thinking 3- Create opportunities for open sharing of ideas and information 4- Work through problems, share the success, avoid blame 5- Foster an atmosphere that builds trust and partnerships 6- Understands the use of existing elements for the plan 7- Starts implementation during planning to achieve early results 4 - Project Approach: It is important to achieving the benefits, that all aspects of asset management be recognized and included in the implementation plan. This means that while searching and gathering historical data, collecting current asset information, and performing strategic planning that we also use the process to help with prioritizing current water system projects and maintenance issues. The decision making and 2014 water system projects that are implemented will benefit from the in-process Asset Management Process. While large water districts may implement a totally integrated asset management plan, smaller communities like Eidelweiss may select to start with planning, data collection or strategic planning. The Commissioners of the Eidelweiss Village District (VDOE) will oversee the implementation planning of the Asset Management Project; tasks will include: a- Formation of the Asset Management Team b- Review Project Plans c- Hiring of consultants 4

5 d- Approve funding e- Provide project management 5 - Asset Management Implementation: Although the completed Asset Management Plan will include both the water system and roads of Eidelweiss, the water system is more complicated, critical to our community and a high priority. Therefore, it has been determined we treat the asset management plan in two (2) parts. Part A - the water system Part B - the roads, driveways, culverts, drainage and facilities. Although the start of implementation will focus mainly on Part A, (the water system), much of the methodology will also apply to the part B, (the roads and other facilities within the village district). Key tasks to Implementation (part A): 1- Formation of the Asset Management Team 2- Create an inventory of water system physical assets a- Wells b- Tanks c- Pump houses d- Distribution and Supply lines e- Curb stops f- Chemical treatment g- Supplies and Repair Parts h- Unique features and other 3- Create an inventory of water system documentation a- Master Plan b- Engineering plans c- Proposed upgrade plans d- Existing system schematics / maps / GIS e- Curb stop documentation f- Repair and service records g- Other 4- Determine physical assets condition a- Make, model, age b- Flow rates (design and actual) c- Physical condition, operator input, service records d- Service life (Published data, industry standards, engineer/operator judgment) 5

6 5- Determine documentation condition a- Availability b- Completeness c- Accuracy d- Usefulness 6- Determine Asset Management Plan formats, filing structure, database and software requirements 7- Create a water system operations and maintenance manual 8- Determine required hardware (computer, metal detector, GPS, etc..) 9- Develop level of service document 10- Create a work statement (SOW) for Asset Management Plan sub-contract or consultant work as may be needed to assist in: a- Asset inventory, Condition statements, Probability of failure, Consequence of failure b- System mapping / GIS / GPS c- Life cycle costing d- Financial (Long term funding) e- Project Management / meetings / training 11- Create bid package / Determine bidders / RFP 12- Review bids & Proposals / Award contract 13- Project Management 14- Review and modification Key tasks to Implementation (part B): (Roads & Facilities) 1- Review of road conditions 2- Review of drainage and culvert issues / requirements 3- Inventory of equipment and buildings 4- Determine condition of assets 5- Mapping of roads and key features 6- Database of above items 7- Training of employees 8- Short and long term planning of projects 9- Implementation of plan 10- (More to follow) 6

7 6 Data Collection and Software Alternatives: An important aspect of Asset Management Planning is determining the data gathering and field records format. There are many database and software solutions that have been developed and can be employed. Having new software or computer systems should not interfere with the start of the implementation, this is because simple record keeping in a format that supports data entry into a software package at a later date is sufficient and should be utilized as an initial step. In the EPA Asset Management handbook, they provide many examples of the data capturing formats and the blank forms which can be used right away. They are in a Microsoft Excel spreadsheet format, so that program can be used to electronically store the data, this format can be imported directly into a database later. While many providers have designed custom databases for asset management and data collection, seeing the need to have a standardized platform with ease of use, the Environmental Protection Agency has developed the CUPSS database system specifically designed for use by small to medium water systems entering asset management, and it is free. It is supported by downloadable user manuals, training materials, webinars, and NHDES consultants. The Eidelweiss Asset Management Team will review the CUPSS software database as a possible tool for our database. We will use a spreadsheet database (see attached- Data Records) to catalog all existing water system data noting level of accuracy, location, file format, and storage location. This will include engineering information, master plan, maps, etc.. A goal would be to enable water operators to utilize handheld field devices to monitor the water system operation and provide key data via those devices during system repair and maintenance. 7 - Implementation Challenges: There are obstacles which may have to be overcome in the implementation of the Asset Management Plan. Including: - Determining data collecting methodology - Determining GPS and GIS system needs - Working with GIS software for mapping of data - Changing focus from operations to focus on assets - Determining the condition of existing assets - Gathering and integration of complete and accurate data - Availability of historical data - Availability of construction, maintenance and repair records - Determining life cycle costs 7

8 - Hardware and software requirements - Availability of resources - Team coordination - Long term planning vs. short term priorities 8 - Asset Management Plan Benefits: The benefits of the Asset Management Plan will be worth the efforts, challenges and financial commit of the Village District. There will be immediate and long term benefits as implementation tasks are in process. These benefits will include: - Immediate benefit in prioritizing current projects - Immediate benefit of following Asset Management protocol for current projects - Utilizing a work order tracking and approval system - Address aging water infrastructure before failure - Creation of a water systems operations manual - Improvements to the SCADA system - Creation of a preventative maintenance program - A well documented strategic management decision making process - Improved risk management - Treat decisions as investment decisions to maximize resources - More efficient and focused operations - Choosing capital projects that meet the systems true needs - Improve system security and safety - Reduce environmental impacts or violations due to poorly performing assets - The ability to convey plans clearly to the community - Improve information sharing and system awareness - Support to Financial Planning and Budgeting - Improve water system cost tracking and water rate calculation - Building partnerships with other water system operations - Full support of NHDES in our water system planning and management - Access to lower cost funding and grants 9- New Hampshire Dept. of Environmental Services Grant Programs: A- Asset Management Grant The New Hampshire Department of Environmental Services (DES) has an upcoming grant for Public Water System Asset Management Planning. This grant is intended to assist community water systems in developing an asset management plan. The program will provide a 50% matching grant up to $15,000 for water systems to conduct asset management initiatives. The goals of the Asset Management Planning Grant program are: 1- to initiate an asset management program at community water systems 2- to assist systems in developing an asset inventory with condition assessment 8

9 3-to review the current rates and determine if the existing structure supports future investment needs; 4- to communicate these planning efforts to customers and decision makers. The VDOE will be preparing to summit our application for Asset Management funding. B- Drawings and Maps Grant Record drawings are an important tool for efficient and reliable water system operations and maintenance. By maintaining current and accurate plans of the water system infrastructure, especially underground facilities, the system is best positioned to respond to system repairs in the most timely and cost-effective way. What to Include on record drawings: (Each should have two ties to fixed objects -All distribution mains, service lines & shutoffs -All blow-offs, hydrants & valves -Type, size & depth of pipe -Other utilities NHDES DWGB offers a Record Drawing matching grant up to $1,500 to develop or update community system drawings. A list of firms offering services for record drawings for small public water systems is available at Publications/Factsheets, DWGB fact sheets # 7-3 and 7-4. Record drawings are required by DES construction standards Env-Ws (small community systems), (non-community systems) and operational standards (all systems). C- Leak Detection The New Hampshire Department of Environmental Services ( DES ) is currently soliciting requests for leak detection surveys from community water systems in New Hampshire. Acoustic leak detection surveys locate leaks using mechanical and electronic listening equipment to detect leakage sounds. Proactive leak detection provides the opportunity to repair leaks early and minimize wasteful water withdrawals, capture lost revenue, and control disruption to the water system. Project requests will be prioritized on a competitive basis and leak detection surveys awarded to those that demonstrate the greatest potential for water savings and/or provide the most benefit to the water system. The surveys will be funded by DES and completed using a professional leak detection firm. Project requests must be received by DES no later than July 11, 2014 in order to be considered. 9

10 D- SRF Program The State of NH DWSRF program is a low-interest loan program that assists public water systems with the cost of improving drinking water infrastructure, including new and replacement well sources, treatment and pump house upgrades, storage tanks, water main replacements, new or replacement service water meters, interconnections between two or more existing public water systems, water conservation improvements, and energy efficiency improvements. Eligible public water systems include all community public water systems and non-transient non-profit public water systems. DWSRF projects are ranked based upon the relative impact of the project in achieving the objectives of the Safe Drinking Water Act, protection of public health, water and energy efficiency and affordability of water service. In the future, the State may forgive up to 30% of the loan to communities with Asset Management Planning in place as they currently do for wastewater asset management planning. The VDOE has sent a preliminary application in for this grant as of June 27, Work order system: The use of a work order system is a key element to project planning and updating records in an Asset Management System. The VDOE has implemented a work order management system as of 6/27/2014. (See the VDOE work order procedure and form) The VDOE Work Order is used to initiate, track and approve work being performed within the Village District. This will apply to work being performed on the water system, DPW/roads and facilities. Technical and cost information will be filed and used for asset management and budgeting purposes Implementation Action Plan: During planning and implementation the ability to track tasks and the status of projects will be paramount to good organization and visibility of actions. The asset management team will be utilizing the newly created project/actions/tasks spreadsheet which will be used to keep track of the items to be worked on, list ideas for implementation, assign tasks, and review status of asset management work. This list will be reviewed and updated on a regular basis as new tasks come up and others are completed. (see attached sample) 12- Eidelweiss Water System overview: The Eidelweiss water system is a complex mixture of wells, pump stations, storage tanks, chemical equipment, controls, Scada electronics, valves, pressure reducers, and piping. The system has seven major elements which we will call stations that consist of well heads, pumps and storage. They are identified as follows: 1- DPW Station: Here we have the primary well head with a 20hp pump producing approximately 175gpm, chemical treatment, and Scada controls main system. 10

11 2- Jungfrau Station: Located on Jungfrau Rd at an elevation of 708ft, there is a 5000gal tank, 20hp and 10hp pumps which move water that has come form the main well to the Reinach tanks and Oak Hill pump station. A significant amount of valves, piping, scada and controls reside within the building as well. 3- Muddy Beach Station: Located at Muddy Beach on Pea Porridge Pond are two (2) well heads identified as well#1 (10hp-88gpm) and well#2 (5hp-40gpm). A 5000gal tank, 2 10hp-110gpm pumps, piping, valves, and controls. These wells supply water to the Reinach tanks. 4- Reinach Station: Located at the top of Reinach Rd at 930ft elevation, with two (2) 30,000 gal tanks. 5- Oak Ridge Station: Located part way up Oak Ridge Rd at 777ft elevation, this station houses two (2) 5hp pumps each capable of 54gpm. This pumps water to Chocorua station. 6- Chocorua Station: Located further up Oak Ridge Rd, there is a 5000gal tank and two (2) 5hp-34gpm pumps. Water pumped from Chocorua goes to the summit tanks. 7- Summit Station: Located at the top of Oak Hill at 1242ft elevation. Contained in this large building are 30,000gal and 10,000gal atmospheric tanks and a 5000gal pressurized tank. There are two (2) 5hp-70gpm pumps. The VDOE water distribution system has nine (9) pressure zones that service homes, there may be homes serviced from piping outside the pressure zones, that is yet to be determined. The Pressure zones are identified as: Summit Gravity Chocorua Winnigon Summit Hydro Aspen Reinach Rigi Jungfrau Cumo The number of homes serviced by each zone is to be determined. Each of the 7 stations have manual as well as computer controls for operation and reporting of status, tank levels, and flow. The scada system is the computer control, which has PLCs at each location, unique station programming, and radios that send the data to a master PLC and PC located at the office. The supply and distribution system is made up of miles of pipe of various diameters, Junctions, shut-off valves, and curb stops at the service entrance to each home on the system. There are between 450 to 500 homes serviced. Asset Management planning will start to determine and document the details of this system. 11

12 13- Research & Investigation: Some of the asset management team tasks will include investigating the current water system data, files, history, drawings, maps and the like to catalog known data and seek inputs for the gaps in our information needs. Additional there is the research that will need to be done to obtain the missing or needed data, contact sources that can be of assistance to us, look at inventory data to complete the evaluation of condition and life-cycle. There may be the need to subcontract some of the requirements and engage consultants as required. Results of research and investigations will be documented, shared with others, and reviewed at asset management team meetings Cost: The cost of developing and maintaining the Asset Management System for Eidelweiss will be a year to year budget requirement. Initially, we have approved an article of $20,000 to get the project planned and into implementation. In addition, there are the already existing funds from the various line items in the main budget. Beyond this year, it will be an ongoing process of updating and improvement as data becomes available, changes are made, improvements are implemented and prioritized needs arise in the water system. There will be some combination of budget line items, warrant articles, rate fees, grants, loans, and reserve funds to support the financial requirements of the plan. 15- Schedule: Asset management as a way of operating, maintaining and managing the VDOE water system will be a ongoing process. It starts now in 2014 and will continue into the future, there is no end date, only intermediate milestone dates and schedule goals that will support the plan and provide Eidelweiss with the required structure to maintain the water system in the most efficient and coat effective manor. The Commissioners will employ Asset Management Methodologies immediately in our project planning for water system evaluation and improvements this summer. Some projects that come to mind are: A- Jungfrau pump station B- Reinach Storage system C- Muddy Beach well and pump station D- Oak Hill Pump Station E- Summit Storage Station F- Scada System Schedules are to be determined based on priority, critical needs and budget constraints. 16 References / Resources: a- VDOE Water System Master Plan Fluet Engineering b- NH Department of Environmental Services (NHDES) 12

13 c- US Environmental Protection Agency (EPA) d- Eidelweiss Scada System Specification & System Drawings e- Eidelweiss Curb Stop Data - Card file and Digital Files f- Water Industry Officials Report for Asset Management benefits (EPA) g- Guide to Supervisory Control and Data Acquisition (SCADA) (NIST) h- Check up software program for small systems (CUPSS software) (EPA) i- Water Resource Engineering (McGraw Hill) 17 - Appendix: The following is a preliminary list of references and documents to assist the team in Asset Management. These documents are available online. 1- Asset management handbook (EPA) 2- Asset management best practices (EPA) 3- Handbook for Owners of small water systems (NHDES) 4- Guide to asset management (National environmental services center) 5- Planning for sustainability handbook (EPA) 6- Asset management financial planning grant (NHDES) 7- Sustainability of small public water systems (NHDES) 8- Building an Asset Management Team (EPA) 9- Asset Management development flowchart 10- VDOE Water System Block Diagram (VDOE) 11- Preliminary List of VDOE Water System Maps at Lodge (VDOE) 12- UNH Asset Management Training Information (UNH) 13- Review of Municipal Work Order Systems 14- Review of Municipal Asset Management Systems 16- Asset Management- an ISO initiative (International Stds. Organization) 17- Water System Operator Roles and Responsibilities- Best Practices Guide (EPA) 18- Energy Efficiency Improvements (EPA) 19- Strategic Asset Management (HDR Waterscapes) 20- Ohio RCAPO Water System Asset Management Plan (Ohio State) 21- Capacity Planning using Asset Management (Mass DPW) 22- Check Up Program for Small Systems (CUPSS) - (EPA) 23- Asset Management for Local Officials- (EPA) 24- Water Industry Report of Benefits of Asset Management (USGAO) 25- Asset management Guide (New Mexico Environmental Finance Center) 26-Implementation Planning for AM- (State of Florida) 27- Record Keeping Rules for Public Water System (EPA) 28- Major Issues in Asset Management Implementation- (Water Research Foundation) 29-Worksheets to capture asset management data- (EPA) 30- Asset management best practices- (State of New Jersey) 31- Best practices for asset management- (US Army Corp of Engineers) 32- Water infrastructure asset management- (CH2MHIL, consulting) 13

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