Info What? Using InfoMaster to Develop a Rehabilitation and Replacement Plan

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1 Info What? Using InfoMaster to Develop a Rehabilitation and Replacement Plan Amanda Lei - City of San Jose Alex Palmatier - HDR 2014 HDR, Inc., all rights reserved.

2 Background Forecasting and Budget Data Management Lessons Learned Prioritizing CCTV Work Repair, Rehabilitation or Replacement?

3 Background Sewer System, Assessment Approaches and InfoMaster

4 City of San Jose Service Area Approximately 180 square miles Approximately 2,200 miles of sewer Approximately 985,000 residents 16 Lift Stations 90% clay pipe 85% 10-inch or smaller 45,000 Manholes Average system age approximately 45 years Median age is 52

5 Historical CCTV Program On-Call/As-Needed (project design/corrective maintenance) Inspections Completed by Contractors and City Crews 2010 Started SSCA Pilot program Currently Completed System Sample Set miles (usable data) Remainder Focused on High SSO Areas

6 3 rd Party Consent Decree For sewer mains with diameter smaller than 18-inches: o Inspecting mains within 200 feet of Water Bodies within two (2) years of CD Effective Date o Repair or replace mains that receive a PACP rating of 5 within one (1) year of determination o Repair or replace mains that receive a PACP rating of 4 within five (5) years of determination o Assess 70% of City s collection system within ten (10) years of CD Effective Date o Reporting of SSOs that discharge to a critical habitat area as defined by the Endangered Species Act

7 Historical Approach to Renewal Planning Risk-Based Renewal Planning Backward Looking Budget Based on Last Year Little knowledge of system risks Forward Looking Based on asset risk scores throughout system and long term forecasts of risk and cost Reactive Projects determined as problems arise during the year Proactive High risk assets slotted for renewal before failure occurs Budget Constrained Do as many projects as you can afford each year Risk or Budget Constrained Budget could be determined based on agreed risk targets for system Ignores asset and system risks Money is spent but overall risk may not have been reduced much Focused on risk management High risk assets addressed first Budget may rise or fall to meet risk targets San Jose Goal Risk Based Planning Represents a New Focus for Most Utilities

8 InfoMaster What? Analytical and Optimization Software Package by Innovyze Built On and Runs Inside ArcGIS Infrastructure Out-of-the-Box Improves Data Collection and Validation Smarter Decision Making

9 Likelihood of Failure Hydraulic Model Pressure Changes Roughness Multiple Calculation Options Consequence of Failure Pipe/Valve Criticality Flow Delivered Hydraulic Model Infrastructure Data Age Material Hospitals, Schools, etc Power, Industry, etc. Critical Facilities GIS Data CMMS & Work Orders Soil Type Railroads/Fault Lines Break History Repairs/Lining Calculation of Risk Population Density Street Paving GIS Data Traffic Analysis Community Relations Other Rehabilitation Costs Rehabilitation Engine Budget Scenarios What Does it Do? Workflow Diagram Prioritized Capital Plan

10 InfoMaster Why? GIS Data Management CCTV Viewer Risk Profile Capital Planning

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13 Data Management

14 Challenges Data o Where is it coming from? Cond Assessment CCTV CIP Project CCTV O&M CCTV o Where does it go? Storage Access o How do we maintain it? Formats Quality Control

15 Solutions Use GIS as Database of Record o Data stored in SDE or GDB o Hyperlink to videos for viewing Combine Multiple Data Sources o CCTV PACP based Can accept anything tabular o Single Inspection Instance or Multiple o Can Use Any GIS Data

16 Data Collection Review of the Standards o Update to require PACP database as a deliverable o Develop a frequency interval for data submission o Develop and implement a QA criteria and QC protocol o Develop requirements for the use of specific codes Sag issues

17 Creating the InfoMaster Workspace Database Setup o Project o System Mapping Asset Attribute o Based on ESRI Data Model Connects to SDE or GDB Importing CCTV Data o Imports PACP Database

18 Importing GIS

19 Importing CCTV Data Validation Defect Mapping Defect Scoring Rehab Plan

20 Validation Errors Missing MH Missing Pipe Pipe Length Errors

21 Visualizing the Data Profile View

22 Visualizing the Data Map View

23 Prioritizing CCTV Work Cost Effective, Risk Based Assessment

24 Challenges Which Segments to CCTV Next? Bidding Out the CCTV Work (spec language, data formats, point repairs)

25 Solutions Develop Risk Profile o Determine Likelihood of Failure (LoF) Criteria o Determine Consequence of Failure (CoF) Criteria o Use CCTV History o Reliability Analysis Life Expectancy Failure Condition

26 Likelihood of Failure Based on Pipe Attributes Environmental Conditions o Soil type o Land use History o Tasks o Incidents

27 LoF Evaluation Determine a Correlation Between Categories and Failure o Identifies if they should be used and how to score Pipe Attribute SSO Risk = (Pipe Attribute Spill Count / System Spill Count) (Pipe Attribute Count / System Count)

28 Attribute SSO/Stoppage Risk Attribute SSO/Stoppage Risk 1.4 ABS ACP BRI CI CIP CP CPL DIP HDPE PE PVC PVL RCP VCP 1.2 LoF Attributes Evaluated Cleaning Frequency Age Diameter Material Asset Type Slope Groundwater Table Location (with respect to pipe) Pipe Depth Easement Type Restaurant Proximity "-5" 6" 7"-10" 12"-21" 23"-45" >45" Pipe Attribute SSO Risk Pipe Attribute Stoppage Risk Pipe Attribute Stoppage&SSO Risk Average Risk Diameter Pipe Attribute SSO Risk Pipe Attribute Stoppage Risk Pipe Attribute Stoppage&SSO Risk Average Risk Pipe Material

29 Consequence of Failure Physical Attributes o Diameter o Flow Critical Facilities Health Impacts Regulatory Political

30 Creeks (200 ft) CoF Evaluation CoF Criteria Identified by: o Staff o Available Data o CD Requirements Several Different Combinations Evaluated for Risk Profile Schools (200 ft) Hospitals Railroad (intersect) Right-of-Way Storm Drain (200 ft) Parks (200 ft) Diameter Length Capacity Land Use Major Roads

31 Risk Profile Use LoF and CoF Criteria to Generate Risk Profile

32 Risk Profile Comparison Combine Different Parameters, Risk Distributions and Risk Weights

33 Risk Profile Comparisons Created 4 Different Combinations of LoF and CoF Focused on SSO Likelihood Consequence Looked at Combinations of Health and CD Components

34 Future CCTV (Mi) Complete/Planned CCTV (Mi) LOF Install Date COF Creeks (200') Diameter Schools (200') Material Hospitals Slope Railroad (Intersect) Depth Right of Way Storm Drain (200') Parks (200') 0 0 Roadways Diameter/Length/Capacity Normalized Risk FUTURE CCTV CCTV COMPLETE PLANNED

35 Future CCTV (Mi) Complete/Planned CCTV (Mi) Future CCTV (Mi) Complete/Planned CCTV (Mi) Normalized Risk FUTURE CCTV CCTV COMPLETE PLANNED Normalized Risk FUTURE CCTV CCTV COMPLETE PLANNED

36 Future CCTV (Mi) Complete/Planned CCTV (Mi) LoF CoF Diameter Creek (200') Age Storm Drain (200') Material Population Density Asset Type 0 0 Cleaning Frequency Normalized Risk FUTURE CCTV CCTV COMPLETE PLANNED

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38 Repair, Rehabilitation or Replacement? Making Consistent, Defensible Decisions

39 Challenges o No Overall Condition Based Rehab Plan o No Methodical Decision Tool Used Expert Method o Creating the Decision Trees Repair Methods Used Decision Points Defect Lengths Determination Is Our Decision Model Reflective of Reality?

40 Solutions Create Standards o Data Collection and Defect Coding o Defect Repair Methods o Acceptable Number of Defects/Pipe o At what point do we replace?

41 Defect Repair Methods Which discrete defects are fixed and how?

42 Rehabilitation Methods How are pipeline repairs determined?

43 Cost Tables

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45 Typical Decisions Hydraulic capacity OK? Pipe smaller than current standards? Length of continuous defects? Number of defects per 100 feet? Part of an existing project? Maintenance costs versus capital costs? Defects that increase risk of SSO?

46 Development Approach Started with 3 Existing Decisions o Reviewed agency characteristics and goals System age and size R&R goals Processed Existing 322 Miles of San Jose CCTV

47 Review of Results Yields of Miles of Construction from 322 CCTV Miles Yields and Costs Used for Forecasting Agency Yield Cost (millions) A 31% $85 B 10% $35 C 38% $70

48 Developing San Jose s Model What is Currently Being Used? Are There Any Decisions from Previous Models that are Applicable to San Jose? What Should Our Yield Be? o What codes are driving decisions?

49 Major Issues to Address Data MWLS Codes o Are they truly sags? What to Do with 6 Pipe

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52 Results Yield from initial 322 miles of San Jose CCTV: Approximately 32% construction yield 42.4 Miles of Rehab» Allows 6 pipe to be lined 56.5 Miles of Repair 0.6 Miles of Replacement 3.6 Miles of Evaluate Sags Emphasis away from replacement Approximately $40 Million in Backlogged Projects

53 Forecasting and Budget Short Term and Long Term CIP

54 Challenges Now That We Have Information What s Next? Has some already been built? o How do we reconcile? How Do We Forecast Future CIP o Is 32% a realistic yield? From Budgeting to Project Delivery, How Will InfoMaster be Used? o Impacts to budget o Planning window 5 or 10 years CD impacts

55 Estimated Cost Model 2 Cost Forecast at 5% Yield Decrease Per Year $45,000,000 $40,000,000 $38,400,737 $35,000,000 $30,000,000 $25,000,000 $20,000,000 Initial Cost Forecast Cost $15,000,000 $10,000,000 $5,000,000 $ Year Forecasting Estimating Future Yield and Cost

56 Statistical Sample Set Sanitary Sewer Condition Assessment (SSCA) Pilot o Randomly selected ~50 miles of pipe to CCTV o Identified to determine approximate condition of entire system o Based on statistical sample of: Material Diameter Age Results of San Jose Model o 10% Construction Yield

57 Lessons Learned Issues, The Future, and Questions

58 Lessons Learned - Software Data Compatibility o SDE vs GDB Numeric vs Text Defect Length and Count of Defects o PACP vs Count o Continuous Defects CapPlan Limitations Asset Based vs Project Approach

59 Project Status Where are we in implementation? Completed Model Validated Decision Process o Compared to previous projects Begin Rollout o Setup on City servers o Data mapping o Staff training

60 Questions?

61 Cost CIP 10 Year Cost Forecast $50,000,000 $45,000,000 $40,000,000 $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $ Initial Cost $47,308,210 Forecast Cost $14,563,747 $9,970,632 $6,811,930 $4,653,571 $3,165,471 $2,171,385 $1,480,737 $1,018,555 $675,107 $447,983 Statistical Sample Set Forecast with SSCA Yield Percentage

62 $50,000,000 $45,000,000 $40,000,000 $35,000,000 $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $ Straight-line Yield