Michael J. Maynard MassDEP, Drinking Water Program MassDEP 2011 Spring Training...

Michael J. MaynardMassDEP, Drinking Water Program

MassDEP 2011 Spring [email protected]

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Massachusetts Department of Environmental ProtectionDrinking Water Program

Agenda1. Capacity Development2. Chapter 11 Capacity Guidelines

Changes3. Asset Management & Capacity4. Asset Management Tools

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What is Capacity Development?Capacity development is the process through which water

systems acquire and maintain adequate technical, managerial, and financial capabilities to enable them to consistently provide safe drinking water.

http://water.epa.gov/type/drink/pws/smallsystems/basicinformation.cfm 3

What is Chapter 11?

Chapter 11 provides PWS with guidance and tools to establish and maintain Capacity:

Technical CapacityManagerial Capacity

Financial Capacity

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Capacity Development Chapter 11 Guidelines - Changes

11. 3.17 - Health and Safety Policy (new)

11.3.18 - Risk Management Policy (new)

11.4 – Water System Planning (modified) to include:Strategic PlanningAsset Management Planning

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When could DEP require the use of Chapter 11?

When specifically requested in writingE.g. Enforcement issue, sanitary survey etc.

For substantial modifications requiring a permit

For new construction6

When MassDEP currently requires PWS to demonstrate Capacity:

New Systems Existing Systems

Water Supply

Business Plan (WSBP)

Complete an Asset Management Plan Transfer Assets into

CUPSS or equivalent Asset Management tool

State Revolving Fund (SRF) Grant Funding

Significant non-complier (SNC) or a

potential SNC

Major violation

Major infrastructure requirement/ submitted

plans for a major infrastructure improvement

Substantial modification to the

system (E.g. transfer of ownership)

Approved for Adequate Capacity

Review Your Asset Management Plan

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Capacity ContactsSERO– Therese Dayian 508.946.2765CERO – Elizabeth Kotowski 508.767.2202WERO – Michael McGrath , 413.755.2289NERO – Sean Griffin 978.694.3404Boston – Michael Maynard 508.767.2735Boston – Yvette DePeiza 617-292-5857Email Questions:

[email protected] Attn: Guidelines

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Using Asset Management to Maintain Capacity

Between 2007 – 2027Public Water Systems will need to invest $334.8 billion to maintain the assets of their drinking water systems.

http://water.epa.gov/infrastructure/drinkingwater/dwns/upload/2009_03_26_needssurvey_2007_fs_needssurvey_2007.pdf

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What is Asset Management?Rehab - Repair - Replace

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Asset Management means…

Maintaining a desired level of service at the lowest life cycle cost;

Rehabilitating, repairing or replacing an asset

Cost vs. Benefit

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When to engage in Asset Management?

A new system develops Capacity and Asset Management through the new system/new source approval/ permit process.

An existing system develops Capacity and Asset Management through using the available tools and programs.

E.g. sanitary surveys

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Asset Management BenefitsProtect public

healthProperly

maintained equipment

Provide safe drinking water to consumers

Help to maintain system Capacity

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Asset Management Benefits Save money $$$

Better Planning

Fund upgrades and replacements

Increase the life of your equipment

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Asset Management - Overview Best Practices Guide

http://water.epa.gov/type/drink/pws/smallsystems/managementhelp.cfm

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Five Cores of Asset Management

Asset Management

Current State of Asset

Critical AssetsMinimum Life Cycle Cost

Level of ServiceLong-Term Funding Plan

http://water.epa.gov/type/watersheds/wastewater/index.cfm 16

Asset Management (5) Core Questions1. What is the current state of my system’s

assets?

2. What is my required “sustainable” level of

service?

3. Which assets are critical to performance?

4. What are my minimum life cycle costs?

5. What is my best long-term funding strategy?http://water.epa.gov/type/drink/pws/smallsystems/managementhelp.cfm

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Asset Management – Tools1. EPA Simple Asset Inventory for Very Small Systems (VSS)

2. Asset Management Worksheet (MassDEP)

3. EPA –Asset Management: Handbook for Small Water

Systems

4. EPA Check Up Program for Small Systems (CUPSS)

5. Asset Management Guidebook – New Mexico

6. EPA Infrastructure Needs Survey (DWINSA) - Worksheets

7. Capital Improvement Planning Guidance (MassDEP)

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Asset Management Tools

Repair vs. Replace?

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EPA Simple Asset Inventory for Very Small Systems (VSS)

http://www.epa.gov/ogwdw/smallsystems/pdfs/final_asset_inventory_for_small_systems.pdf

Asset Management – Tool 1

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Asset Inventory for VSSThe Asset Inventory includes a section that guides

PWS:

Lists water system assets

Captures the characteristics of the assets;

Quantity, size, location, age, manufacturer

Attach “Typical Life Expectancies” (from table)

Estimate adjusted useful life & remaining useful lives.

http://www.epa.gov/ogwdw/smallsystems/pdfs/final_asset_inventory_for_small_systems.pdf

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Asset Inventory for VSSProvides basis for asset management plan

(CUPSS)

Includes Strategy to involve key decision makers

Forms available at: http://www.epa.gov/ogwdw/smallsystems/pdfs/final_asset_inventory_for_small_systems.pdf

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Asset Management WorksheetAsset Management – Tool 2

http://www.mass.gov/dep/water/drinking/assetmgt.pdf 23

Asset Management Worksheet

Worksheet allows for a simplified approach for small systems, labeling assets, replacement costs, useful life, annual reserve, cost per user.

http://www.mass.gov/dep/water/drinking/assetmgt.pdf

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Asset Management Worksheet - ApplicationEstablishing a reserve account (Example)

Calculating the replacement cost of PWS assets

Calculating the cost per user

For a blank worksheet, you may find one at:http://www.mass.gov/dep/water/drinking/assetmgt.pdf

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EPA –Asset Management: Handbook for Small Water Systems

http://www.epa.gov/ogwdw/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.pdf


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EPA –Asset Management: Handbook for Small Water Systems

Review the basic concepts of asset management and be provided with tools to develop an asset management plan.


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Benefits of the Asset Management HandbookPrioritize rehab &

replacement

Reducing system “down-time” and the number of emergency repairs

Demonstrates to public that you are using money effectively

28http://www.epa.gov/ogwdw/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.pdf

Handbook Five-Step Approach:The handbook will provide a five-step asset

management process:

1. Conducting a thorough asset inventory.

2. Prioritizing the rehabilitation and replacement of

assets.

3. Developing an annual estimate of needed reserves

and an annual budget.

4. Implementing the asset management plan.

5. Reviewing and revising the asset management plan.

29http://www.epa.gov/ogwdw/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.pdf

How to Obtain the Asset Management Handbook:

You can view the handbook online at:


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Check Up Program for Small Systems

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http://water.epa.gov/infrastructure/drinkingwater/pws/cupss/

Check Up Program for Small Systems

Designed for PWS that have 500-3,300 individuals

Free comprehensive asset management tool

Water & Waste Water

32http://water.epa.gov/infrastructure/drinkingwater/pws/cupss/

What CUPSS brings to you?Make more informed decisions about your assets &

WTP.

Save time by planning & scheduling ahead.

Back up budget talks with solid facts & provide reports.

Improve your customer service.

Prepare an Asset Management Plan in seven steps. http://water.epa.gov/infrastructure/drinkingwater/pws/cupss/basicinformation.cfm

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CUPSS SectionsSet Up

CUPSS Training

My Inventory

My O & M (Operations and Maintenance)

My Finances

My Check Up

My CUPSS Plan

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CUPSS Sections

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What do you bring to CUPSS?An understanding for a desired "sustainable"

level of service for you WTP.

Information about your current assets.

Financial information for your utility

Information about which assets are critical to sustained performance.

36http://water.epa.gov/infrastructure/drinkingwater/pws/cupss/basicinformation.cfm

CUPSS Section: My Inventory

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CUPSS Section: My O&MCreate and track current, past and future

operations and maintenance activities using this module.

Scheduling tasks, as well as a history of each task, alerts

Past due tasks will be documented in your O&M.

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CUPSS Section: My Check UpTwo customizable reports are produced by

CUPSS: My Asset Check UpMy Financial Check Up

You can create targeted reports to manage current and plan for future scenarios.

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How to Obtain CUPSS:You can download the latest version of CUPSS

online at: http://water.epa.gov/infrastructure/drinkingwater/pws/cupss/software.cfm

You may also request a CUPSS Kit at: 1-800-490-9198 (bulk orders are available) and request either: User’s Kit

EPA 816-K-08-002 Trainer’s Kit

EPA 816-K-08-001 40


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Asset Management Guidebook – New Mexico

http://nmefc.nmt.edu/documents/AssetManagementGuideRevAug2009.pdf

Asset Management Guidebook

1. Asset Management: The Way To Do Business

2. Current State of the Assets3. Level of Service4. Critical Assets5. Life-Cycle Costing6. Long-term Funding Strategy7. Implementation

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The guidebook approaches asset management through the following sections:

http://nmefc.nmt.edu/documents/AssetManagementGuideRevAug2009.pdf


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EPA Infrastructure Needs Survey Worksheets (DWINSA)

http://www.mass.gov/dep/water/drinking/dwinsaq.pdf

DWINSADeveloped for PWS

that serve over 3,300.

Developed to identify infrastructure needs

Basis for MA SRF $$ allocation - $21 m per/yr

44http://water.epa.gov/infrastructure/drinkingwater/dwns/index.cfm

http://water.epa.gov/infrastructure/drinkingwater/dwns/upload/2009_03_26_needssurvey_2007_fs_needssurvey_2007.pdf

DWINSA

1999 2003 20112007 2015 2019

2011 – (73) PWS Systems chosen to have a 20 CIP completed

MassDEP/DMS – Funding Consultant Engineers to complete DWINSA for PWS

Submittal Dates: May 30th (26) repeats and June 30th (47) new PWS

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PWS selected for the 2011 DWINSAACTON WATER SUPPLY DISTR HAVERHILL WATER DEPT PEMBROKE DPW WATER DIVAMESBURY DPW WATER DIV. HINGHAM - HULL - WATER DEPT. PEPPERELL DPW WATER DIVAMHERST DPW WATER DIV HOLDEN WATER DEPT. PITTSFIELD DPU WATER DEPTANDOVER WATER DEPT HOLYOKE WATER WORKS PLAINVILLE WATER DEPT.AUBURN WATER DISTRICT HOPKINTON WATER DEPT. PLYMOUTH WATER DEPT.AVON WATER DEPT. HYANNIS WATER SYSTEM PROVINCETOWN WATER DEPT.BELMONT WATER DEPT. IPSWICH DPU WATER DEPT QUINCY WATER DEPT. BILLERICA WATER DEPT LAWRENCE WATER WORKS REVERE WATER DEPT. BOSTON WATER & COMM LEXINGTON WATER DEPT. SANDWICH WATER DISTRICTBOURNE WATER DISTRICT LONGMEADOW WATER DEPT SCITUATE WATER DIVISIONBRAINTREE WATER LOWELL REGIONAL WATER UTIL SPRINGFIELD WATER Comm.BROCKTON WATER COMM LYNN WATER & SEWER COMM STOUGHTON WATER DEPT.BROOKLINE WATER DIV. METHUEN WATER DEPT TAUNTON WATER DEPT.BURLINGTON WATER DEPT MILFORD WATER COMPANY TEWKSBURY WATER DEPTCAMBRIDGE WATER DEPT. MILLBURY - AQUARION WATER TOWNSEND WATER DEPT.CHELSEA WATER DEPT. MILTON WATER DEPT. UXBRIDGE DPW, WATER DEPT.CHICOPEE WATER DEPT MWRA WAREHAM FIRE DISTRICTDUDLEY WATER DEPT. NATICK WATER DEPT. WATERTOWN WATER DEPT. DUXBURY WATER DEPT. NEW BEDFORD DEPT. PI WELLESLEY WATER DEPT.EASTON WATER DIV NEWTON WATER DEPT. WESTFIELD WATER DEPTEDGARTOWN WATER DEPT. NORTH BROOKFIELD WATER DEPT. WESTON WATER DEPT. FALL RIVER WATER DEPT. NORTHAMPTON WATER DEPT WEYMOUTH WATER DEPT.FRAMINGHAM WATER DEPT. NORTHBOROUGH WATER DEPT. WILLIAMSTOWN WATER DEPTGROVELAND WATER DEPT. NORWELL WATER DEPT. WORCESTER DPW, WATERHATFIELD WATER DEPT

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The four sections of DWINSA include:1. Overview, instructions, and contact

information.

2. Transmission and Distribution section.

3. Storage, Treatment, Storage, Pumping, and Other Projects.

4. Backflow Prevention Devices/Assemblies, Flushing Hydrants, Service Lines, Valves, and Water Meter

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How to Obtain the DWINSA:Information,

factsheets and reports located at: http://water.epa.gov/infrastructure/drinkingwater/dwns/index.cfm

MassDEP:http://www.mass.gov/dep/water/drinking/dwinsaq.pdf

Questions: MassDEP - DMS Patrick Rogers 617-292-5658

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MassDEP Capital Improvement Planning (CIP) Guidance DocumentThis CIP Guidance Document can be utilized to

identify and document capital projects for a PWS.

The CIP is divided into 6 categories, which gathers existing engineering and planning information.


49http://www.mass.gov/dep/water/laws/cipform.pdf

CIP Guidance DocumentThe six categories:

Source

Treatment

Storage

Pumping Projects

Transmission and Distribution Mains- Inventory

Other- Project Tables

50http://www.mass.gov/dep/water/laws/cipform.pdf

How to Obtain the CIP Guidance Document:

More information about the MassDEP CIP Guidance Document can be found at:

http://www.mass.gov/dep/water/laws/cipform.pdf

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CIP Grants: MassDEP

In December 2010, MASSDEP awarded 53 PWS (medium to large) a total of $400,500 to prepare short-term capital improvement plans.

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CIP Grant List for the 2010 Adams Fire District Georgetown North AdamsAshburnham Gloucester North RaynhamAshland Groveland NorwellAttleboro Hadley NorwoodBarnstable Fire District Hamilton Onset Water DistrictBarnstable DPW Hanson PalmerBarre Hatfield WD PaxtonBellingham Holliston PlainvilleBridgewater Hopedale ScituateBuzzards Bay Lawrence SomersetCenterville Marston Mills Leominster SouthwickClinton Lincoln SterlingDartmouth Lunenburg TauntonDedham Westwood Mansfield West SpringfieldDennis Maynard WestminsterDighton Middleborough WhitinsvilleDuxbury MillisEast Longmeadow New BedfordFall River Contact: Patrick Rogers

MassDEP - DMS 617-292-5658 53

Technical Assistance Contacts for Asset Management:

Michael Maynard: [email protected] Office: 508-767-2735

Yvette DePeiza: [email protected] Office: 617-292-5857

Massachusetts Coalition for Small System Assistance Assistance for systems serving less than 10,000 persons Office: 508-893-7979http://www.masmallwatersystem.org/

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Questions?

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“OUT of SERVICE”

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Michael J. Maynard MassDEP, Drinking Water Program MassDEP 2011 Spring Training...

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