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iv-a. Maintain an up-to-date system map
Requirement: Maintain an up-to-date map of the sanitary sewer system showing all gravity segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities.
Discussion
Utility Mapping
In 1995, the LBNL Facilities Division had a facility-wide utility survey conducted for the purpose of generating accurate utility maps and a database of utility infrastructure assets. The utility survey resulted in the creation of an AutoCAD Master Sanitary Sewer Map, which includes (but is not limited to) the sanitary sewer collection system, the storm drain pipe network, potable water system, high pressure gas system, compressed air system, and electrical network. The Master Sanitary Sewer Map contains layers for each separate utility. LBNL has divided its Master Sanitary Sewer Map into equally sized rectangular quadrants which have been given unique identification codes and may be printed individually for a more detailed view of existing utilities in a given area of the LBNL. The Master Sanitary Sewer Map also includes physical features such as topography, buildings, streets, and vegetated areas.
The sanitary sewer collection system mapping layer includes the following typical information:
Plan view locations of all gravity sewer pipelines, manholes, cleanouts, and sewer outfall
monitoring stations
Unique identifiers for all sewer manholes
Sewer pipeline size and material
Sewer manhole rim and flow line (invert) elevations
The storm drain system mapping layer includes the following typical information:
Plan view locations of all storm drain pipelines, manholes, catch basins, cleanouts, and
storm drain outfall structure locations
Storm drain pipeline size
Storm drain catch basin and manhole rim and flow line (invert) elevations
The Master Sanitary Sewer Map includes a layer which is used to store callouts and notes for utility assets, such as unique identifiers, size, material, and other pertinent information which provides the LBNL Facilities Division an effective way to track issues that arise within each system. The utility notes layer may be used as a way to document institutional knowledge.
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Availability of Utility System Mapping
The Master Sanitary Sewer Map AutoCAD file is available for all Facilities Division and EH&S Division Staff to use for reference or for making updates. The following hard copy maps have been printed and made available to PMTs and other LBNL Staff for use in the field who may be involved with maintenance of the sanitary sewer collection system, or response to potential SSO events:
Overall facility map of the sanitary sewer collection system
Overall facility map of the storm drain system
Individual grid maps showing all mapped utilities and notes
Utility System Asset Database
The 1995 LBNL utility survey also resulted in the creation of a utility Asset Database, in the form of an Excel spreadsheet, which documents the size, material, and length of each pipeline asset for each utility type. The number of sewer manholes and cleanouts, and storm drain manholes and catch basins are also documented. The information contained in the database helps LBNL comply with the requirements of DOE Order 430.1B – Real Property Asset Management. The LBNL Facilities Division also plans to use this database in the future to perform tasks such as keeping records of maintenance activities, storing condition assessment data, and calculating pipeline hydraulic capacity, as described in SSMP section iv-b.
Updating of Utility Mapping
The Facilities Division Utilities Manager is responsible for updating the Master Sanitary Sewer Map. Notes and additional asset data collected by LBNL Staff or maintenance contractors are added continuously as information is collected. Contractors and Architects / Engineers are required to submit as-built AutoCAD files upon the completion of infrastructure projects, as
specified in LBNL’s CAD Policies, Procedures and Standards requirements. The Utilities
Manager is responsible for integrating the key elements of new utility infrastructure as-built drawings into the Master Sanitary Sewer Map upon reception from the Contractor, Architect, or Engineer, and filing the original as-built drawings using LBNL’s standard electronic drawing file structure.
Planned Improvements to Utility Mapping System
The LBNL Facilities Division plans to make several improvements to the Master Sanitary Sewer Mapping and Asset Database system so that they may be used as effective tools for sanitary sewer collection system operation and maintenance planning, work order documentation, and capacity assessment. Those improvements include the following tasks:
Include the unique identifier assigned to each pipeline in the Asset Database as a call-out
on the Master Sanitary Sewer Map to allow for easier linkage.
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P a g e | iv-4 Sewer System Management Plan Sanitary Sewer Map in the Asset Database for each pipeline.
Include the invert or flow line of the upstream and downstream manhole for each pipeline
asset from the Master Sanitary Sewer Map in the Asset Database for each pipeline. Calculate the pipe slope based on length and change in invert elevation. Calculate the maximum full flow hydraulic capacity of the pipe using Manning’s Equation.
Create a table for sewer manholes, including the unique identifier, rim elevation, invert
elevation, depth, and diameter.
Include the approximate asset installation date in the Asset Database (may be estimated).
After completing the improvements to the Master Sanitary Sewer Map and Asset Database described above, both will be reviewed for missing information such as pipe sizes, materials, or manhole rim / invert information. LBNL Facilities Division Staff will collect this data in the field if it is needed for immediate analysis of system hydraulic capacity. Missing data may also be collected by CCTV inspection contractors during condition assessments and included in the Master Sanitary Sewer Map and Asset Database as it becomes available.
Any errors in the horizontal alignment of the sewer system mapping (i.e. missing pipe sections, missing manholes, inaccurate locations of assets) will be noted by CCTV inspection contractors as they use the existing maps to conduct their work, or by Facilities Division Staff during the normal course of their work. When errors are discovered, the Utilities Manager will determine how best to collect the necessary data to update the Master Sanitary Sewer Map, which could include field investigations by Facilities Division Staff, additional data collection by CCTV inspection contractors, or ordering a utility survey in a particular location.
A Master Sanitary Sewer Map grid revision layer is maintained by the Facilities Division to denote updates to the system mapping. A revision block reference is maintained for each grid of the Master Sanitary Sewer Map, and all changes to the map are documented, including the individual making the changes, the date, approvals, and a description of the changes made.
Related Documents
o Refer to LBNL’s Master Sanitary Sewer Mapping AutoCAD File: Site Utilities.DWG
o Refer to LBNL’s Sewer Asset Database File: Sewer_Asset_Database.xls
o Refer to LBNL’s CAD Policies, Procedures, and Standards
http://fac.lbl.gov/DandC/CDDG_Home/Volume1-
Admin_&_Design_Guidelines/Procedures_Standards_AE_CAD_Reqs_01-2005.pdf
o Refer to DOE Order 430.1B – Real Property Asset Management
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Plan & Schedule
Task Responsible Party Scheduled Date
Print and make available to maintenance staff all sewer system / storm drain system overall facility maps and utility grid maps.
Utilities Manager October 2009
Include sewer pipeline unique identifiers from
Asset Database on Master Sanitary Sewer Map. Utilities Manager May 2010
Include upstream / downstream manhole identification, invert, slope, and estimated installation date in Asset Database.
Utilities Manager May 2010
Identify data missing from Master Sanitary Sewer Map and Asset Database and determine most cost- effective way to obtain that data.. Make updates based on necessary corrections noted in the field, and improvements made in the system as
documented in as-built plans. Document drawing updates.
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iv-b. Routine preventative O&M activities
Requirement: Describe routine preventive operation and maintenance activities by staff and contractors, including a system for scheduling regular maintenance and cleaning of the sanitary sewer system with more frequent cleaning and maintenance targeted at known problem areas. The preventative maintenance (PM) program should have a system to document scheduled and conducted activities, such as work orders.
Discussion
Regular System-Wide Hydroflushing
The LBNL Facilities Division has established a schedule to conduct system-wide hydroflushing of the sanitary sewer collection system at a minimum frequency of once every 5 years as a preventative maintenance activity to reduce the probability of an SSO due to a debris blockage. Periodic cleaning of the sanitary sewer collection system helps the system operate at or near its designed hydraulic capacity. The Facilities Division typically uses a contractor to complete scheduled work, and may complete hydroflushing of the entire system at one time under a single contract, or may complete smaller portions of the system over consecutive years based on available year-to-year funding in the operating budget. The Utilities Manager uses the sewer Asset Database to document hydroflushing work completed for each pipeline asset, so that no single asset goes more than 5 years without scheduled maintenance. Additionally, LBNL conducts annual cleaning and maintenance of both the Hearst and Strawberry discharge monitoring stations, also typically through a contractor.
Targeted Increased Frequency Hydroflushing
LBNL identifies specific sections of the sanitary sewer collection system which are observed to accumulate debris at rate which requires hydroflushing at a frequency less than the standard 5- years to prevent the occurrence of an SSO. If a partial blockage or an SSO occurs, LBNL conducts a post-event CCTV inspection of the area to determine the conditions that caused the event. If a significant amount of debris is observed in the area, the affected area is scheduled for hydroflushing at a frequency greater than every 5 years. The following general guidelines are used to select an appropriate hydroflushing frequency for assets subject to debris accumulation. However, the ultimate selection of the appropriate frequency is subject to the discretion of the Utilities Manager:
Most severe loss of pipe cross sectional area > 30% - At least Annually
Most severe loss of pipe cross sectional area > 20% - At least Biannually
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P a g e | iv-7 Sewer System Management Plan The hydroflushing frequency selected for each asset is documented in the Utility Asset Database.
System-Wide Closed Circuit Television (CCTV) Inspection
The LBNL Facilities Division has established a schedule to conduct system-wide closed circuit television (CCTV) inspections of the sanitary sewer collection system at a frequency of
approximately every 10 years in order to maintain an accurate and up-to-date assessment of the condition of the infrastructure. The typical serviceable life of a sewer pipeline can vary widely depending upon the material of installation, quality of installation, and local conditions, however a typical range is between 50 to 100 years before rehabilitation or replacement is necessary. Therefore, LBNL schedules pipes with a current age over 20 years to be inspected every 10 years. Pipes over 20 years old that are found to be in excellent or good condition based on the most recent condition assessment may have the next inspection scheduled for between 10-20 years. Pipes over 20 years old that are in fair or poor condition for which no immediate rehabilitation or replacement action was deemed necessary, but for which more rapid deterioration may be possible may be scheduled for future inspections more frequently than every 10 years to monitor the situation. LBNL requires CCTV inspection contractors to employ the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP) protocol for pipeline condition assessment data collection, as described in SSMP section iv-c.
Manhole Inspection and Repair
Sewer manholes are visually inspected at the time adjacent pipelines are CCTV inspected. LBNL requires CCTV inspection contractors to employ the NASSCO Manhole Assessment and Certification Program (MACP) protocol for manhole condition assessment data collection, as described in SSMP section iv-c.
Root Control Program
When roots penetrate into sanitary sewer collection system pipelines through the joint or sidewalls, they provide a pathway for groundwater infiltration and compromise the structural integrity of the pipe. Additionally, roots may grow rapidly within sewer piping because of the optimal high-nutrient, warm temperature conditions and cause blockages in the system. Root intrusion is a common cause of SSOs. CCTV inspection results are reviewed for the occurrence of observations of roots, which is documented in the Asset Database. The Facilities Division has established a program to conduct regularly scheduled chemical treatment of pipelines affected by root intrusion, typically performed by a contractor. The contractor is consulted, and CCTV pictures or video may be reviewed to determine the appropriate treatment method and frequency.
Work Order Scheduling and Documentation
LBNL requires that contractors performing maintenance activities for the sanitary sewer collection system provide work order invoices that list each asset maintained or serviced using the unique identifier provided on the Master Sanitary Sewer Map, the specific maintenance activity performed for each asset, the date of completion, and any notes or observations particular to the work performed on each asset.
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P a g e | iv-8 Sewer System Management Plan The Facilities Division Utilities Manager uses the sewer Asset Database to document
maintenance frequencies and work completed for each asset which is submitted by contractors as invoices, or completed internally by Facilities Division Staff. An example of the format of the
sewer Asset Database is included in Attachment iv-1. The regular maintenance activities that
are tracked in the Asset Database are CCTV inspection, hydroflushing, and root control. The average maintenance frequency set by the Facilities Division, and last completion date for each of these three activities is listed for each pipeline asset. Conditional formatting is used to alert the user when a particular regularly scheduled maintenance activity is overdue.
The Asset Database is used to document the completion of each preventative maintenance work order group, and can be used to quickly review the maintenance history of any given sewer system asset. A column is entered in the database of each work order group. The maintenance activity type, date, and contractor is listed for each work order group. The column for each work order group is aligned with the list of sanitary sewer collection system assets so that a comment may be entered for each asset that was serviced in the work order group. For assets where maintenance was performed routinely with no significant observations, the word “complete” is entered. If the contractor observed unusual circumstances, notes can be entered, which
document the issue and alert the Utilities Manager that follow-up may be required. Un-planned activities such as blockages, SSOs, or repairs can also be entered as work orders. The Utilities Manager periodically reviews the Asset Database and schedules maintenance for assets which are either overdue, or are nearing the required due date. Data from work order invoices is entered into the Asset Database upon receipt.
Documentation of Un-planned Sanitary Sewer Collection System Maintenance / Repairs
The Asset Database will also be used to document any observations of sanitary sewer collection system deficiencies by Facilities Division Staff, other LBNL personnel, or maintenance
contractors, and associated un-planned maintenance or repairs by asset that are required as a result of those observations. Observations and associated un-planned repairs or maintenance activity will be documented in the Asset Database similar to a regularly planned work order group, and adequate comments will be entered to describe the deficiency and the repairs or additional actions that were taken to mitigate the deficiency, as stipulated by the record keeping requirements of MRP No. 2006-0003-DWQ. A separate memorandum or other acceptable form of documentation may be required for more complex issues that cannot be adequately
documented within the Asset Database as cell entries or comments to comply with the requirements of the MRP.
Preventative Maintenance Program Budgeting
The Asset Database is configured to calculate the average annual planned maintenance cost of each asset, based on a standardized cost per foot of pipe for each maintenance activity. The Utilities Manger uses the estimated average annual cost in the budgeting process to ensure that adequate funding is available to support the program as planned. The Utilities Manager may conduct cost-to-benefit analysis as deemed necessary, and adjust maintenance frequencies so that
Element iv. Operation and Maintenance Program
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P a g e | iv-9 Sewer System Management Plan maintenance expenditures are in line with available budget and LBNL risk tolerances.
Related Documents
o Refer to LBNL’s Sewer Asset Database File: Sewer_Asset_Database.xls
o Attachment iv-1: Example Sewer Asset Database Format
Plan & Schedule
Task Responsible Party Scheduled Date
Assign maintenance frequencies in Asset Database for hydroflushing, CCTV inspection, and root treatment (only for assets with known root growth) to each sewer pipeline. Assign higher
hydroflushing frequencies to assets in areas where blockages have occurred previously or other areas of concern
Utilities Manager June 2010
Review Asset Database and schedule contracted maintenance for assets for which regular
maintenance is due.
Utilities Manager Annually
Record data from maintenance work order invoices provided by contractors, and document
unscheduled maintenance or event response activities in the Asset Database.
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iv-c. Prioritization program for impaired sewer assets
Requirement: Develop a rehabilitation and replacement plan to identify and prioritize system deficiencies and implement short-term and long-term rehabilitation actions to address each deficiency. The program should include regular visual and TV inspections of manholes and sewer pipes, and a system for ranking the condition of sewer pipes and scheduling
rehabilitation. Rehabilitation and replacement (R/R) should focus on sewer pipes that are at