Michigan Association of County Drain Commissioners

1. Michigan Association of County Drain Commissioners COMMON TO ALL SAW GRANT Presented by: Karyn Stickel and Carrie Cox February 15, 2017

2. What Is the saw program? • A $450 million grant and loan program funded by the 2002 Great Lake Water Quality Bond Proposal • For Sanitary, Stormwater and Nonpoint Source water quality projects • Grant program of up to $2 million with match of 0% to 25% • Loan program for construction activities • 686 applications received on Dec. 2, 2016 • MDEQ is no longer accepting applications

3. Fundable Projects • Grant Program • Asset management for sanitary or storm systems • Stormwater management plans • Planning and design of sanitary and storm projects • Innovative projects • Construction Loan Program • Sanitary, storm, and nonpoint source projects

4. Not Another Buzz Word • What is Asset Management? The International Infrastructure Management Manual defines the goal of asset management as meeting a required level of service in the most cost-effective way through the creation, acquisition, operation, maintenance, rehabilitation, and disposal of assets to provide for present and future customers.

5. Not Another Buzz Word • Why does the MDEQ want to fund the creation of asset management plans?

6. WRC Organization

7. WRC Organization (Randolf Drain Maintenance) Repair) (Randolf Drain Year After Repair)

8. WRC Organization (Clinton River Water Resource Recovery Facility) (GWK Retention Treatment Basin)

9. WRC Previous Practices • Individual systems had long range plans (LRPs) • Individual funds had reserves • Emergency • Major Maintenance • Capital • LRPs updated annually • Relied primarily upon institutional knowledge • Cumbersome manual process • Collaborative Asset Management System (CAMS), which is made up of Cityworks & GIS, was the primary software used for O&M work order tracking

10. Where Do We Go From Here? • We have the opportunity to obtain 29 SAW Grants • GIS • Computer Maintenance Management System (CMMS)

11. Common to All SAW GRANT • WRC is responsible for operating and maintaining drainage districts as well as several water and sewer systems • The Common to All SAW grant is working to incorporate the many software systems of WRC to improve the O&M and Capitol Improvement Planning (CIP). • The SAW grant will also provide templates to standardize inspections for stormwater BMPs, manholes, catch basins, and vertical assets.

12. Goals of the CTA SAW GRANT • Develop a cost-effective and results oriented Asset Management Program that will consider all sanitary and stormwater assets operated and maintained by WRC. • Wastewater and stormwater AMPs as well as stormwater management plans • Improvements for optimization of O&M strategies • Templates and condition assessment tools to standardize inspections and asset management planning for all communities and all assets • Software for financial modeling and risk (RIVA) • Software for CCTV inspections and FOG program • Rate methodology review and template

13. WRC Program - Common to All SAW GRANT SAW Stormwater Management Plan: • Research and Evaluate Storm Water Standards, Details and Specification • Develop Standards and integrate Existing standards, details and specifications • Community Education

14. WRC Program - Common to All SAW GRANT Wastewater and Stormwater SAW grants focused primarily on the following: (Broken Pipe - POC) (24-inch Repair - EFSDS) (Manhole Inspection, Lake Orion SDS)

15. Asset Inventory - Data Collection • Geographic Information Systems (GIS) • Geodatabase used for storing spatial data • Used to inventory data and link spatial features (location) with attributes (properties such as size, material, age, etc.) • Primary database for all asset inventory data within the County • Data shared by more than 10 County agencies and 62 local cities, villages, and townships

16. Asset Inventory - Data Collection • Asset Types – Horizontal& Vertical • Horizontal Assets

17. Asset Inventory - Data Collection • Storm Assets

18. Asset Inventory - Data Collection • Vertical Assets (Commissioner Jim Nash at Perry Street Diversion Pumping Station ground breaking)

19. Asset Inventory - Data Collection • Asset Attributes

20. Asset Inventory - Data Collection • Definition of An Asset

21. Asset Inventory – Condition Assessment • Collaborative Asset Management System (CAMs) • Used to track and assess O&M of assets • Generates and tracks work orders • Collects inspection and condition data • Compiles costs and hours spent on each asset • Maintenance history is stored in CAMS

22. Asset Inventory – Condition Assessment • NASSCO Assessment and scoring for Pipelines - PACP

23. Asset Inventory – Condition Assessment • NASSCO Assessment and scoring • Manholes/Catch Basins - MACP

24. Asset Inventory – Condition Assessment • Vertical Asset Condition Assessment Questions

25. Asset Inventory – Condition Assessment • Stormwater Common to All SAW Grant • Templates include: • Manholes • Catch Basins • Detention Basins • Open & Enclosed Drains • Parking Lots • Other Green Infrastructure (Vegetative Swales, etc.) • Other Stormwater Assets

26. Asset Inventory – Condition Assessment Detention Basin Inspection Form

27. Asset Inventory – Condition Assessment

28. Asset Inventory – Condition Assessment

29. Asset Inventory – Costing • Gravity Mains • Replacement Value – Assumed lining costs • Inspection Costs

30. Asset Inventory – Costing • Manholes • Replacement Value – per each by diameter • Inspection Costs – average inspection work order costs from Cityworks ~$50

31. Level of Service (LOS)/Risk • WRC staff held strategic meetings to determine what goals and measurable indicators would be a starting basis for individual systems • The LOS may be adjusted as needed to better represent the individual systems needs because systems vary widely based on: • System size • Available funding mechanisms • Land use • Socioeconomic conditions • Age

32. Level of Service (LOS)/Risk • RISK = Consequence of Failure (COF) x Probability of Failure (POF)

33. Level of Service (LOS)/Risk

34. Level of Service (LOS)/Risk

35. Level of Service (LOS)/Risk

36. Level of Service (LOS)/Risk

38. Revenue Structure • WRC tracks 486 funds in our asset management software • Asset Management tools will be used to assist us in estimating two of the reserve expenses • Inspections and rehabilitation • Replacement or Rebuild

39. Revenue Structure • WRC assigned budgets for MM and CIP within RIVA • Assigned acceptable conditions by fund (Level of service)

40. Revenue Structure

41. Revenue Structure

42. SAW Grant Projects • Common to all SAW grant funding awarded = $2.4M • WRC community (SDS, DD, WWTP, & RTB)SAW grant funding awarded to date (Rounds 1-4) = $24.95M • Total WRC related SAW grant funding awarded = $30.1M • Total WRC related community match = $3.6M

43. Next Steps • Riva will allow for accurate modelling of asset deterioration through condition assessment. • New data will be pulled into Riva automatically through syncs with GIS and Cityworks • Institutional knowledge is now memorialized through improved work orders and formalized work flows for condition assessment and asset replacement • Continue to add sewer systems as they complete SAW grants • Water Systems serving more than 1000 costumers will need to have a Water System AMP submitted to DEQ by January, 2018

44. Next Steps • Group to Support the process • Estimate $750,000/year • Software Maintenance Fees • Estimated Software Expansion over time • WRC Staffing • Consultant time • OCIT Costs

45. Lessons Learned • Communication is key • Need to clearly identify levels of involvement from staff • Need buy in but bringing too many people in too soon can be challenging • Do not rush implementation • Overwhelming if you try to do too much at once • Plan on continuous improvement over time • It is okay to work with the data available and make assumptions for what is not there

46. Special Thanks • Special thanks to the Michigan Association of County Drain Commissioners, ….

47. Thank You If you have questions about the presentation, please contact us: Karyn Stickel, PE KStickel@hrc-engr.com Carrie Cox, PE coxc@oakgov.com