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Home My WebLink AboutINS-14-010 - Drinking Water Quality Management Standard (DWQMS) - Management Review Summary for 2013 Staff Rep►�►r I r Infrastruc�ture5ervrresDepartment wvwuukitchenerra REPORT TO: Community & Infrastructure Services Committee DATE OF MEETING: March 17, 2014 SUBMITTED BY: Wally Malcolm, Director of Utilities, 2538 PREPARED BY: Angela Mick, Utilities Water Engineer, 4408 WARD(S) INVOLVED: All DATE OF REPORT: February 26, 2014 REPORT NO.: INS 14-010 SUBJECT: DRINKING WATER QUALITY MANAGEMENT STANDARD (DWQMS)— MANAGEMENT REVIEW SUMMARY FOR 2013 RECOMMENDATION: For information BACKGROUND: One of recommendations from Justice O'Connor's Part Two Report of the Walkerton Inquiry was that"The Ministry of the Environment should require the owners of municipal water systems to obtain an owner's licence for the operation of their waterworks". Justice O'Connor also recommended that the Owners and Operating Authorities of these systems implement a quality management approach to operations and management. As a result of these recommendations a Drinking Water Quality Management Standard (DWQMS) under the Safe Drinking Water Act, 2002 was released in October 2006. The Safe Drinking Water Act, 2002 and Regulation 188107, requires the City of Kitchener to be licensed to operate and maintain Kitchener's Water Distribution System. Some of the licensing requirements include the development and management of a Quality Management System (QMS) and Operational Plan as well as communication to the Owner. The City of Kitchener became licensed in August, 2009 with a Financial Plan submitted in July, 2010. A renewal to the licence was made in February 2014, with a revised Financial Plan. Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on persons who oversee the municipal drinking water system: "...every person who, on behalf of the municipality, oversees the accredited operating authority of the system or exercises decision- making authority over the system." This standard of care includes Council since they have decision-making authority. Part of the standard of care includes requiring system owners to undertake financial planning and implement a QMS. REPORT: This report represents the annual Management Review Summary for 2013 prepared in accordance with the DWQMS. The DWQMS requires Top Management to "report the results of the management review, the identified deficiencies, decisions and action items to the Owner". 10 - 1 Top Management is defined as "a person, persons or group of people at the highest management level within an Operating Authority that makes decisions respecting the QMS and recommendations to the Owner respecting the subject system or subjects systems". The Owner of the water utility is the Corporation of the City of Kitchener, represented by City Council. A Management Review was completed by Wally Malcolm and Tammer Gaber (Top Management) along with Angela Mick and Parmi Takk on February 19, 2014 in accordance with the Standard. The following is a high-level summary of the minutes (a copy of the Management Report is attached): Accomplishments During 2013 • Received re-accreditation after external audits • Participated in National Water & Wastewater Benchmarking Initiative • Installed Tyson Ave watermain with City staff • Update of the Backflow Prevention By-law • Purchase of Leak Correlator to better pinpoint watermain breaks and decrease restoration costs • Creation of Supervisor, Loss Prevention & Maintenance Position • Preparation of an Asset Management Report • Creation of new processes for final asphalt inspection • Standard of Care- Safe Drinking Water Act training for Council Summary • Although significant improvements have been made, CityWorks does not have all the inspection/data correction functionality required to support the QMS maintenance programs; progress has been made with the manual entry of hydrant inspection and valve turning data however a mobile solution is required (see Table 2). Work on closing the loop on inspections and being able to correct the data is ongoing. • There are several maintenance programs on the water system (Table 2). Targets were not met for valve turning (approximately 50% was complete), and the chambers were not pumped out (new maintenance item). In addition, some of the follow-up work based on the inspections was not completed. It is anticipated that mobile solutions for maintenance programs will assist with efficiency as well as changes to CityWorks to close the loop on inspections. 10 - 2 • Backflow Prevention — In addition to administrative support, an additional full-time Cross Connection Specialist is required to move the backflow prevention program forward. We are currently only making very small gains in the properties with premise isolation. Continuing with only one cross connection specialist will never allow us to ensure all identified risks have proper premise isolation. Approximately 4190 properties require premise isolation. • Table 1 outlines grades for the water distribution system based on the 2013 Asset Management Report Table 1 Water Infrastructure Ratings (2013) Category Grade Comments Condition B- Large amount of iron watermains Reliability B Some water quality and watermain breakage issues Capacity A- Demands are met Finance B- Potentially significant backlog for watermains • According to the Asset Management Report (2013), 17% of the watermain scored 50 or below which represents a significant backlog. Trenchless installations methods will likely be dominant in the future, particularly to address areas where the other infrastructure is in good condition. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: This reports relates to the community priority of "Being accountable for the work of creating the best future for our city and its residents". FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: Drinking Water Quality Management Policy is available on Kitchener Utilities Website. ACKNOWLEDGED BY: Pauline Houston, Deputy CAO, Infrastructure Services Department 10 - 3 r6 Kitchener Utilities 2013 Management Review Kitchener Utilities Title: Management Review Control Number: 44 Revision: 5.0 Effective Date: March 8, 2013 DATE: February 19, 2014 TIME: 11:00pm — 12:00pm LOCATION: RM A228 IN ATTENDANCE: Wally Malcolm, Tammer Gaber, Angela Mick, Parmi Takk Accomplishments During 2013 • Received re-accreditation after external audits • Participated in National Water &Wastewater Benchmarking Initiative • Installed Tyson Ave watermain with City staff • Update of the Backflow Prevention By-law • Purchase of Leak Correlator to better pinpoint watermain breaks and decrease restoration costs • Creation of Supervisor, Loss Prevention & Maintenance position • Preparation of an Asset Management Report • Creation of new processes for final asphalt inspection • Standard of Care- Safe Drinking Water Act training for Council Summary • Although significant improvements have been made, CityWorks does not have all the inspection/data correction functionality required to support the QMS maintenance programs; progress has been made with the manual entry of hydrant inspection and valve turning data however a mobile solution is required (see Table 2). Work on closing the loop on inspections and being able to correct the data is ongoing. • There are several maintenance programs on the water system (Table 2). Targets were not met for valve turning (approximately 50% was complete), and the chambers were not pumped out (new maintenance item). In addition, some of the follow-up work based on the inspections was not completed. It is anticipated that mobile solutions for maintenance programs will assist with efficiency as well as changes to CityWorks to close the loop on inspections. Page 1 of 19 10 - 4 • Backflow Prevention — In addition to administrative support, an additional full-time Cross Connection Specialist is required to move the backflow prevention program forward. We are currently only making very small gains in the properties with premise isolation. Continuing with only one cross connection specialist will never allow us to ensure all identified risks have proper premise isolation. Approximately 4190 properties require premise isolation. • Table 1 outlines grades for the water distribution system based on the 2013 Asset Management Report Table 1 Water Infrastructure Ratings (2013) Category Grade Comments Condition B- Large amount of iron watermains Reliability B Some water quality and watermain breakage issues Capacity A- Demands are met Finance B- Potentially significant backlog for watermains • According to the Asset Management Report (2013), 17% of the watermain scored 50 or below which represents a significant backlog. Trenchless installations methods will likely be dominant in the future, particularly to address areas where the other infrastructure is in good condition. Work Program for 2014 • Installation of a bulk water fill at Battler Yards • Submission of Financial Plan as part of licence renewal in February 2014 • Light Rapid Transit — additional capital projects (workload and budget) • Benchmarking—working with CityWorks to extract reports • Development of a strategy to deal with watermain backlog (trenchless) • Trenchless construction — relining approximately 1.3km of watermain in 2014 • Mannheim/Shingletown — operation of the system • Various Regional initiatives relating to the Water Supply and Distribution Operations Master Plan, Zone 2 and 4 Optimization Study Update, Kitchener Zone 4 Trunk Watermain • Enter into OnWARN agreement to improve emergency preparedness • Collaboration with other Municipalities to confirm water appurtenances along the border interconnections • Development of interim process for as-builts • Switch to AMANDA for backflow prevention program • Continue to work on CityWorks inspections to close the loop on existing inspections and to develop new inspections • CityWorks Mobile Pilot Program • Develop a watermain cleaning strategy in 2014 10 - 5 Item Item Discussed Action By Timing 1. Incidents of Regulatory Non-Compliance No Further • The MOE inspected on January 8, 2014. The 2013-14 MOE Action Inspection Report (January 23, 2014) did not identify any non- Required— compliances. Information Only 2. Incidents of Adverse Drinking Water Tests • There were 23 Adverse Water Quality Incidents (AWQI) during 2013, the majority of which were low chlorine. Other noted AWQI's were due to the presence of Total Coliforms and Lead exceedances. • There was one Boil Water Advisory (Aug 10-14) on a temporary No Further watermain and one precautionary Drinking Water Advisory (Oct 25- Action 29) Required— Information • There were 4 lead exceedances in the plumbing system, 1 in the Only distribution system in 2013. Therefore, we can continue to complete a reduced lead sampling program in 2013. • Graphs have been provided at the end of the report 3. Deviations from Critical Control Points Limits and Response Actions • There have been 108 watermain breaks between January 1, 2013 and December 31, 2013. Incident debriefs are completed for watermain breaks. Watermain break information is available in GIS and is updated at least annually. This information will help to determine No Further priorities for replacement (see graphs at end of report — yearly Action comparison of breaks and breaks by pipe material) Required— • Using the benchmarking data graphed the Average Number of Units Information Affected per Watermain Break and Average Number of Hours Only Without Water Per Watermain Break were analyzed for years 2011 to 2013. No significant change has been observed in the average number of units affected per watermain break; however the average number of hours without water per watermain break has steadily increased (see attached graphs). 10 - 6 Item Item Discussed Action By Timing 4. Efficacy of the Risk Assessment Process • A risk assessment was completed on June 18, 2013 with supervisors, temporary crew leader, QMS rep, and QMS Specialist. The following is a summary of changes made to the risk assessment table in 2013: • Risk criteria was changed from a 5-pt to a 3-pt scale • Risks were categorized: source water, administration, maintenance/operation of distribution system, security/external and equipment. No Further • Halls Lane risk was removed due to reconstruction Action • Added 8 additional risks for review • There are 3 Critical Control points: Exceeding legislated limits Required— in the distribution system, backflow and back siphonage, Information unauthorized hydrant use. All three have associated Only emergency procedures, and two are addressed via a revised By-Law. • Summary of Cross Connection Program (includes the Bulk Water Fill) as of December 31, 2013: 1574 services that are protected by Backflow Prevention (BFP) devices (premise isolation) and a total of 2265 devices (includes internal devices). Approximately 4190 properties require premise isolation (see graph at end of Report). • The Bulk Water Fill station will be installed at Battler Yards in 2014 — currently in the site plan process 5. Results of DWQMS Internal and External Audits • An External Audit was completed by an external contractor (SAI Global) on May 9, 2013. Two minor non-conformances were No Further found related to Document Control and ensuring the quality of Action supplies and services. Required— • Elements of the standard are internally audited monthly from Information September to February. We are moving towards process audits Only rather than elemental audits. To date there have been no non- conformances. 6. Results of Emergency Response Training/Testing • An Emergency Training program was developed and staff is to be trained every three years (changed from every two). The last training was completed in October/November 2011. On Going • Testing on watermain breaks are actual events and debriefs are Training— completed for each event. Information • Training for Top Management and supervisors completed on Only December 9, 2013 • In addition debriefs are also completed for selected events — Boil Water and Drinking Water Advisories to improve processes 10 - 7 Item Item Discussed Action By Timing 7. Operational Performance • There needs to be an action plan regarding how we address pressures that are >80psi and <100psi in the City e.g. individual Pressure Reducing Valves (PRVs), Regional PRVs. This is an issue causing damage and an action plan for affected residents is required. There is Regional Spring a Regional Master Plan where this issue has been brought forward. Master Plan 2014 The Master Plan was expected to be complete in July 2012; however, it has been delayed until spring 2014. • Static pressures continue to be mapped in GIS 8. Follow-up Action Items from Previous Management Reviews • Data entry/inspection development continues. Mobile Unknown • Laptops with direct CityWorks inspection data entry capability is Strategic Plan required. 2014 pilot program anticipated 9. Status of Action Items Identified Between Management Reviews • Hydrant inspections (spring and fall) and water valve maintenance CityWorks Ongoing are being entered. Team • Significant work has been done on inspections, however there is some additional work to close the loop (capture that the follow-up has CityWorks Ongoing Team been completed) —see Table 2 for list • Significant work has been done on the ability to correct data New release Spring however some fields (e.g. valve size) are not editable; however a of City works 2014 new release of CityWorks is anticipated to fix this issue. • On-going meeting with the Region to discuss Operational Issues and All keep communication channels open • Backflow Prevention —a memo was provided in 2011 outlining data entry requirements relating to the BFP program. Part time Top administrative support has been allocated to maintain the Management administrative side of the program; however there are areas of the program that are not being maintained —tracking of tester certificates, equipment calibration. The By-Law has been updated. It is anticipated that the program will be changed to AMANDA in 2014 • Backflow Prevention — In addition to the required administrative requirement, an additional full-time Cross Connection Specialist is Top required to move the backflow prevention program forward. We Management are currently only making very small gains in the properties with premise isolation. Continuing with only one cross connection specialist will never allow us to ensure all identified risks have proper premise isolation. 10 - 8 Item Item Discussed Action By Timing 10. Regulatory Changes • NSF/ANSI 61 (no lead) — came into effect in January 2014. Supplies No Further containing lead are to be eliminated from Stores Action Required— Information Only 11. Changes that May Affect DWQMS • Corporate Asset Management Project • Watermain breaks standard/procedure — there is a provincial committee working on watermain break standards, will likely be No Further released in 2014 Action • Regulated Drinking Water Systems and the Building Code Act— some Required— discussion regarding condos and definitions of private water, financial Information responsibilities with respect to maintenance of the water service Only • MOE looking into making changes to DWQMS Program. Staff attended a two-day training session — minor changes, mainly regarding Continual Improvement • Development of Regional All-Pipes model (GIS changes required) 12. Consumer Feedback No Further • A process has been developed in CityWorks to capture customer Action complaints (see chart at back of report). This consists of Problem, Required— Cause and Remedy and is working well Information Only 13. Resources Needed to Maintain the QMS Information • A mobile solution for inspection data entry would decrease Only administrative assistance 14. Results of Infrastructure Review • Held meetings to finalize the 2014 reconstruction projects • A Trenchless Watermain Program is required to address the backlog (structurally line problem watermains who are not candidates for triple funded projects). • Kitchener Zone 2 and 4 Optimization Study identifies the Regional trunk watermains and other infrastructure for the newly developing area in southern Kitchener. On-going meetings with the Region and No Further City's Development group to ensure these recommendations are Action incorporated in the development (both Regional and Municipal Required— watermain/infrastructure requirements). Additional projects are Information required in the 2015 budget Only • Light Rapid Transit (LRT) — additional projects are required in the 2015 budget • Region has commenced an Environmental Assessment to install a 750mm trunk zone 4 watermain from Mannheim Water Treatment Plant to Strasburg Road • The Development Charges study will be updated in 2014— report includes identification of any major watermains required for development. • Corporate Asset Management Project — unknown how this will 10 - 9 Item Item Discussed Action By Timing impact the way projects are prioritized for replacement in the capital forecast. Identified trenchless as a future strategy to deal with the backlog • Region's Water Supply and Distribution Operations Master Plan may impact infrastructure requirements Mannheim/Shingletown • There are no plans for new/replacement infrastructure in Mannheim/Shingletown. 15. Summary of Maintenance (see Table 2 for list of maintenance programs) • Hydrant maintenance - spring and fall for all hydrants (includes Mannheim/Shingletown) was completed, however all of the follow- No Further up work was not completed Action • Hydrant painting was not complete in 2013 due to process changes — Required— want to paint hydrants that need it, not just those in a geographic Information area Only • Dead end main flushing (includes Mannheim/Shingletown). • Valve turning was changed to a third of the city instead of half. The target of a third was not met • Leak detection survey — 1/3 of city completed each year (include Mannheim/Shingletown every 3 years). Follow-up is completed with any identified leaks (in 2013, 225km of mains were surveyed resulting in the identification of 1 watermain break, 2 service leaks and ten confirmed hydrant leaks) • Watermain cleaning was not completed in 2013. There was an increase in discoloured water calls in 2013. A program should be developed for 2014 • Anodes are installed on the existing watermain whenever it is exposed (e.g. watermain breaks, valve repairs, hydrant repairs) • PRV chambers were maintained by an outside firm, with expertise in the area, in 2013 • Camber pump outs were a new item added to the maintenance schedule in 2013, however they were not completed. 16. Effectiveness of Maintenance • The effectiveness of the maintenance program is determined by the following factors (see graphs at end of report): • Number of Adverse Water Quality Incidents • Water quality complaints No Further • Number of watermain breaks Action • New—average number of units affected and average number of Required— hours without water per main break. Improvements in 2013 Information include purchase of leak detection equipment and development Only of a watermain break trailer should result in a smaller excavation and decreased number of hours without water. • It is anticipated that further indicators will be developed through the benchmarking process • Water purchases/water sales are presented in a graph at the end of 10 - 10 Item Item Discussed Action By Timing the report. The target is to have a water loss of less than 10%. 2012 water loss values is approximately 8.5% (includes other water uses that are accounted for but not billed—see graph at end of report). Mannheim/Shingletown • There were no watermain breaks in Shingletown in 2013 on a Regional watermain. • Kitchener is not responsible for reporting AWQls 17. Operational Plan • There were no significant changes to the Operational Plan, however No Further there have been new work instructions and forms developed as part Action of the continuous improvement, watermain ownership has been Required— summarized in the Operational Plan Information • There were no significant changes to the Mannheim/Shingletown Only Operational Plan. 18. Staff Suggestions • Refresher of water quality related information as well as general Supervisor, 2014 information — a refresher training program has been developed and Loss will be incorporated as part of the training program Prevention • Paperwork Training — has been incorporated in as part of new Crew and Lead Training program to be rolled out in 2014 Maintenance 19. Other • Mannheim/Shingletown system—discussions in 2013 and 2014 Top Mgt 2014 • Discussion of alternative of City-owned data loggers Angela Mick 2014 • A copy of this Management Review is to be provided to the Township of Wilmot via Gary Charbonneau. Angela Mick • Water consumption has steadily decreased. Investigation of a Fixed 2014 Rate funding model since many operating expenses are incurred Angela Mick 2014 regardless of consumption • Consider taking the Operational Plan to new Council for Top 2015 Endorsement in 2015 Management 20. Summary of Infrastructure (end of 2013) • 4,104 hydrants—4,059 Kitchener owned, 45 Mann heim/Shingletown • 889km of watermain — 735km Kitchener owned, 27km Dual owned, 11 8k Regional owned (22 km is supply), 6km No Further Mannheim/Shingletown owned Action 7,279 valves — 6,520 Kitchener owned, 272 Dual and 429 Regional Required— • and 58 Mannheim/Shingletown owned. Information • 62,162 service connections — 61,771 Kitchener and 391 for Only Mannheim/Shingletown. • A breakdown of watermain infrastructure by age and material are included at the back of the report. 10 - 11 Item Item Discussed Action By Timing 21. Next Meeting • Council date set for the Financial Plan — Feb 24, 2014 Tammer March • Council date for Summary of Management Review—March 17, 2014 Gaber& 2014 Angela Mick Please report any errors or omissions. Report prepared by: Angela Mick& Parmi Takk 10 - 12 Table 2 —Scheduled Maintenance Programs and CityWorks Maintenance Schedule Data Collection Notes Status for Program Method CityWorks Component Water Valve Entire system In CityWorks, Significant data On-Going Operating Check every 3 years need to close the entry required. (---2500/year) loop on Require a inspections mobile solution. Dead End Main Spring (all), Fall Spreadsheets. Not started Flushing (trouble Hydrants are locations) identified in CityWorks, Blow-off are not Spring Hydrant All hydrants In CityWorks, Significant data On-Going Checks (4100) every need to close the entry required. spring loop on Require a inspections mobile solution Fall Hydrant In CityWorks, Significant data On-Going Checks need to close the entry required. loop on Require a inspections mobile solution Hydrant Painting As required In CityWorks Contractor Complete Hydrant flags As required In CityWorks Complete Snow Clearance As required N/A Not Required Leak Survey Entire system Follow-up is in Contractor Not Required every 3 years CityWorks (300km/ ear) Watermain Every year Spreadsheet Not Started Bridge Inspections Watermain As required Program is not Unknown Cleaning yet developed Water Quality As required CityWorks Complete Investigations PRV Annual Contractor Contractor Not Required Maintenance report, input in ArcReader Pump out New in 2013 Spreadsheet Not started Chambers Notes: 1. Many of the maintenance programs generate follow-up work/repairs (e.g. closing the loop that the problem identified was fixed and is no longer an issue). 2. Although not a maintenance item, being able to edit attribute data in CityWorks is important. Many fields can be edited, however there is an issue with editing some (believe this will be fixed with a CityWorks upgrade) 10 - 13 o C14 CA 0 CA 0 CA 0 04 0) 0 00 8 cq 8 CA (D CA LO CA 0 0 0 C> 0 0 0 "T 0 m N — sloMVlo *joqLunN 10 - 14 0, 0 'NJ m 111V (),)1 0 0000) D ............. 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