MassDEP, Drinking Water Program MassDEP 2011 Spring Training Asset Management & Capacity Development Guidelines for PWS - Chapter 11 Michael J. Maynard MassDEP, Drinking Water Program MassDEP 2011 Spring Training Michael.Maynard@state.ma.us Massachusetts Department of Environmental Protection Drinking Water Program

Agenda Capacity Development Chapter 11 Capacity Guidelines Changes Asset Management & Capacity Asset Management Tools

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

What is Chapter 11? Chapter 11 provides PWS with guidance and tools to establish and maintain Capacity: Technical Capacity Managerial Capacity Financial Capacity

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 Planning Asset Management Planning

When could DEP require the use of Chapter 11? When specifically requested in writing E.g. Enforcement issue, sanitary survey etc. For substantial modifications requiring a permit For new construction THIS IS IMPORTANT SLIDE, PAY ATTENTION TO THIS New (2008-11) Guidelines changes, unless specifically required in writing, are required: For new construction, or During substantial modifications requiring a permit, or When specifically requested by MassDEP in writing, as in a Sanitary Survey Report

When MassDEP currently requires PWS to demonstrate Capacity: Water Supply Business Plan (WSBP) Major infrastructure requirement/ submitted plans for a major infrastructure improvement Substantial modification to the system (E.g. transfer of ownership) Significant non-complier (SNC) or a potential SNC New Systems Existing Systems Major violation State Revolving Fund (SRF) Grant Funding Complete an Asset Management Plan Review Your Asset Management Plan Transfer Assets into CUPSS or equivalent Asset Management tool Approved for Adequate Capacity

Capacity Contacts SERO– Therese Dayian 508.946.2765 CERO – Elizabeth Kotowski 508.767.2202 WERO – Michael McGrath , 413.755.2289 NERO – Sean Griffin 978.694.3404 Boston – Michael Maynard 508.767.2735 Boston – Yvette DePeiza 617-292-5857 Email Questions: Program.Director-DWP@state.ma.us  Attn: Guidelines THESE ARE THE DEP STAFF WHO UPDATED CHAPTER 5 GUIELINES NE & WERO ARE DIFFERENT CONTACTS FROM CH 1 & 2 SE Region - Dan DiSalvio 508.946.2793 Central Reg. - Purna Rao 508.767.2784 West Reg. – Dan Laprade, P.E., 413.755.2289 NE Region – Hilary Jean 978.694.3229 Boston - Fred Barker, P.E., 617.292.5866 Boston – Yvette DePeiza 617-292-5857 MassDEP Drinking Water Program Director at Program.Director-DWP@state.ma.us  Attn: Guidelines

Using Asset Management to Maintain Capacity Between 2007 – 2027 Public 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

What is Asset Management? Rehab - Repair - Replace

Asset Management means… Maintaining a desired level of service at the lowest life cycle cost; Rehabilitating, repairing or replacing an asset Cost vs. Benefit

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

Asset Management Benefits Protect public health Properly maintained equipment Provide safe drinking water to consumers Help to maintain system Capacity

Asset Management Benefits Save money $$$ Better Planning Fund upgrades and replacements Increase the life of your equipment

Asset Management - Overview Best Practices Guide http://water.epa.gov/type/drink/pws/smallsystems/managementhelp.cfm

Five Cores of Asset Management Current State of Asset Level of Service Long-Term Funding Plan Asset Management Minimum Life Cycle Cost Critical Assets http://water.epa.gov/type/watersheds/wastewater/index.cfm

Asset Management (5) Core Questions What is the current state of my system’s assets? What is my required “sustainable” level of service? Which assets are critical to performance? What are my minimum life cycle costs? What is my best long-term funding strategy? http://water.epa.gov/type/drink/pws/smallsystems/managementhelp.cfm

Asset Management – Tools EPA Simple Asset Inventory for Very Small Systems (VSS) Asset Management Worksheet (MassDEP) EPA –Asset Management: Handbook for Small Water Systems EPA Check Up Program for Small Systems (CUPSS) Asset Management Guidebook – New Mexico EPA Infrastructure Needs Survey (DWINSA) - Worksheets Capital Improvement Planning Guidance (MassDEP)

Asset Management Tools Repair vs. Replace?

EPA Simple Asset Inventory for Very Small Systems (VSS) Asset Management – Tool 1 EPA Simple Asset Inventory for Very Small Systems (VSS) http://www.epa.gov/ogwdw/smallsystems/pdfs/final_asset_inventory_for_small_systems.pdf

Asset Inventory for VSS The 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

Asset Inventory for VSS Provides 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

Asset Management Worksheet Asset Management – Tool 2 Asset Management Worksheet http://www.mass.gov/dep/water/drinking/assetmgt.pdf

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

Asset Management Worksheet - Application Establishing 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

EPA –Asset Management: Handbook for Small Water Systems Asset Management – Tool 3 EPA –Asset Management: Handbook for Small Water Systems http://www.epa.gov/ogwdw/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.pdf

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

Benefits of the Asset Management Handbook Prioritize rehab & replacement Reducing system “down-time” and the number of emergency repairs Demonstrates to public that you are using money effectively http://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: Conducting a thorough asset inventory. Prioritizing the rehabilitation and replacement of assets. Developing an annual estimate of needed reserves and an annual budget. Implementing the asset management plan. Reviewing and revising the asset management plan. http://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: http://www.epa.gov/ogwdw/smallsystems/pdfs/guide_smallsystems_asset_mgmnt.pdf

Check Up Program for Small Systems Asset Management – Tool 4 Check Up Program for Small Systems 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 http://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

CUPSS Sections Set Up CUPSS Training My Inventory My O & M (Operations and Maintenance) My Finances My Check Up My CUPSS Plan

CUPSS Sections

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

CUPSS Section: My Inventory

CUPSS Section: My O&M Create 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.

CUPSS Section: My Check Up Two customizable reports are produced by CUPSS: My Asset Check Up My Financial Check Up You can create targeted reports to manage current and plan for future scenarios.

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

Asset Management – Tool 5 Asset Management Guidebook – New Mexico http://nmefc.nmt.edu/documents/AssetManagementGuideRevAug2009.pdf

Asset Management Guidebook The guidebook approaches asset management through the following sections: Asset Management: The Way To Do Business Current State of the Assets Level of Service Critical Assets Life-Cycle Costing Long-term Funding Strategy Implementation http://nmefc.nmt.edu/documents/AssetManagementGuideRevAug2009.pdf

Asset Management – Tool 6 EPA Infrastructure Needs Survey Worksheets (DWINSA) http://www.mass.gov/dep/water/drinking/dwinsaq.pdf

DWINSA Developed for PWS that serve over 3,300. Developed to identify infrastructure needs Basis for MA SRF $$ allocation - $21 m per/yr http://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 2007 2011 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

PWS selected for the 2011 DWINSA ACTON WATER SUPPLY DISTR HAVERHILL WATER DEPT PEMBROKE DPW WATER DIV AMESBURY DPW WATER DIV. HINGHAM - HULL - WATER DEPT. PEPPERELL DPW WATER DIV AMHERST DPW WATER DIV HOLDEN WATER DEPT. PITTSFIELD DPU WATER DEPT ANDOVER 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 DISTRICT BOURNE WATER DISTRICT LONGMEADOW WATER DEPT SCITUATE WATER DIVISION BRAINTREE 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 DEPT CAMBRIDGE WATER DEPT. MILLBURY - AQUARION WATER TOWNSEND WATER DEPT. CHELSEA WATER DEPT. MILTON WATER DEPT. UXBRIDGE DPW, WATER DEPT. CHICOPEE WATER DEPT MWRA WAREHAM FIRE DISTRICT DUDLEY 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 DEPT EDGARTOWN 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 DEPT GROVELAND WATER DEPT. NORWELL WATER DEPT. WORCESTER DPW, WATER HATFIELD WATER DEPT

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

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

MassDEP Capital Improvement Planning (CIP) Guidance Document Asset Management – Tool 7 MassDEP Capital Improvement Planning (CIP) Guidance Document This 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. http://www.mass.gov/dep/water/laws/cipform.pdf

CIP Guidance Document The six categories: Source Treatment Storage Pumping Projects Transmission and Distribution Mains- Inventory Other- Project Tables http://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

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.

CIP Grant List for the 2010 Contact: Patrick Rogers Adams Fire District Georgetown North Adams Ashburnham Gloucester North Raynham Ashland Groveland Norwell Attleboro Hadley Norwood Barnstable Fire District Hamilton Onset Water District Barnstable DPW Hanson Palmer Barre Hatfield WD Paxton Bellingham Holliston Plainville Bridgewater Hopedale Scituate Buzzards Bay Lawrence Somerset Centerville Marston Mills Leominster Southwick Clinton Lincoln Sterling Dartmouth Lunenburg Taunton Dedham Westwood Mansfield West Springfield Dennis Maynard Westminster Dighton Middleborough Whitinsville Duxbury Millis East Longmeadow New Bedford Fall River Contact: Patrick Rogers MassDEP - DMS 617-292-5658

Technical Assistance Contacts for Asset Management: Michael Maynard: Michael.Maynard@state.ma.us Office: 508-767-2735 Yvette DePeiza: Yvette.Depeiza@state.ma.us Office: 617-292-5857 Massachusetts Coalition for Small System Assistance Assistance for systems serving less than 10,000 persons Office: 508-893-7979 http://www.masmallwatersystem.org/

Questions?

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