sr-090809-1nCity Council Meeting: September 8, 2009` ~
Agenda Item: ~ "°N
To: Mayor and City Council
From: Lee E. Swain, Director of Public Works
Subject: Sewer. System Management Plan
Recommended Action
Staff recommends that the City Council approve a Sewer System Management Plan
which outlines the goals, schedule, and organizational structure for compliance with
newly enacted Statewide General Waste Discharge Requirements issued by the State
Water Resources Control Board.
Executive Summary
Pursuant to the. State Water Resources Control Board adoption of new waste discharge
requirements by Order No. 2006-003-DWO (the Order), the State of California imposed
a requirement that publigiy owned wastewater collections systems develop a Sewer
System Management Pl n (SSMP), and that each agency's governing board approve
its plan at a public hearing. The City has completed its SSMP and staff now requests
that City Council approve the plan.
Discussion
In May 2006, the State Water. Resources Control Board and its regional Water Boards
(SWRCB) adopted a Statewide General Waste Discharge Requirement (GWDR), which
regulates wastewater collection systems. Treatment plants, including pre-treatment
programs, have been regulated for some time. A wastewater collection system
maintains and/or improves the collection system infrastructure in order to provide
reliable service into the future and minimizes the number and impact of sanitary sewer
overflows (SSOs) that may occur. The GWDR outlines the following requirements for
all publicly owned sanitary sewer collection systems in California with more than one
mile of sewer pipe:
1
1. In the event of a sanitary sewer overflow, all feasible steps are taken to control
the released volume and prevent untreated wastewater from entering storm drains;
creeks, etc.
2. If a sanitary sewer overflow occurs, it must be reported to the State Water
Resources Control Board using an online reporting system. (Note: All spills greater
than 1000 gallons still must be reported to the Office of Emergency Services, as was
required prior to the adoption of the current GWDR.)
3. All publicly owned collection system agencies with more than 1 mile of sewer
pipe in the State must develop a Sewer System Management Plan (SSMP).
The SSMP, developed by staff, is attached. The SSMP is a tool for the overall
reduction of sanitary sewer overflows from the City's 152-mile sanitary sewer system,
and it addresses the following functional areas:
1. Collection system management protocols.
2. Organization of personnel, including chain of commands and
communications.
3. Legal authority for permitting flows into the system, inflow/infiltration
control as well as enforcement of proper design, install ation and testing
standards and inspection. requirements for all new or rehabilitated sewer
mains.
4. Operations and maintenance activities to maintain the wastewater
collection system.
5. Design and performance provisions.
6. Overflow emergency response plan.
7. Fats, roots, oils and grease control program (FROG).
8. System evaluation and capacity assurance programs.
9. Monitoring, measurement and modifications plan for SSMP program
effectiveness.
10. Periodic internal SSMP audits.
Many of the plan's components are already in place, and' will be incorporated into a
comprehensive asset management project for wastewater infrastructure which will be
conducted in FY 2009-2010. The plan will be reviewed annually to ascertain the
effectiveness of the proposed measures; the accumulated data will be electronically
updated and the plan adjusted accordingly.
The Order requires that the SSMP be presented to the City. Council for approval at a
public meeting. Approval of the SSMP described in this report fulfills the public approval
requirement for the plan.
2
The City Council at its October 23, 2007 meeting, approved a development plan for the
City's Sewer System Management Plan (SSMP) in accordance with the Order. Staff
has completed the SSMP in accordance with the Council-approved development goals,
and is now requesting that City Council approve the final SSMP.
Financial Impacts & Budget Actions
It is unknown at -this time what costs will be incurred. As staff assesses the current
wastewater infrastructure, any gaps in the plan will unfold. In order to comply with state
law and provide the wastewater and urban runoff capacity that will be needed for the
future, there may be additional operational and maintenance costs. Staff will work with
the City's Finance Department to develop costs and financing alternatives and return to
Council for budgetary approvals as the plan progresses.
Prepared by: Gil Borboa, P.E., Water Resources Manager
Approved:
Forwarded to Council:
~ ~~<
Lee E. Swain ,Director ~ L
Department of Public Works City
Attachment: Sewer System Management Plan
3
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City of
Santa M®nica®
$EWER $~'$TE~9 Pv9A~AGEMEhI~ PLAhi
Element 0 -OVERVIEW
2009
The Sewer System Management Plan, or SSMP, is a document that describes the activities the City
of Santa Monica Water Resources Division (CSMWRD) uses to manage its wastewater collection
system and its Coastal Interceptor Sewer System (GIBS), which includes 152 miles of pipelines, two
flow monitoring and sampling stations and one 26-mgd pumping station. This document helps
ensure that the CSMWRD collection system is operated and maintained to provide reliable service
and to minimize the number of sanitary sewer overflows (SSOs).
SSMP Element Name
0 Overview
1 Goals
2 Organization
3 Overview Emergency Response
4 FROG Program
5 Legal Authority
6 Measures and Activities
6a Collection System Maps
6b Resources
6c Preventive Maintenance
6d Scheduled Inspections & Condition Assessment
6e Contingency Equipment & Replacement Inventory
6f Training
6g Outreach
7 Design & Construction Standards
8 Capacity Management
9 Monitoring, Measurement & program Modification
10 SSMP Audits
11 Communications Plan
$Vytem OV2NIeW
The City of Santa Monica is 8.25 square miles in area and has a population of 88,400. In addition to
collecting sewage from parcels within its corporate boundaries, the CSMWRD also collects pass-
through flow from the City of Los Angeles, via the CISS and unmetered locations, and then pumps
and/or via gravity conveys the sewage to the City of Los Angeles for treatment and disposal at the
City of Los Angeles' Hyperion Wastwater Treatment Plant.
CSMWRD SSMP Overview Element 0 Page 0-1
SEWER SYSTEM Md~~3~GEMEs~T P!.AN
2009
Current CSMWRD net flows average 9.23 mgd with total flow (including City of Los Angeles pass-
through)averaging 13.29 mgd.
In 2002, the CSMWRD completed its upgrade of 80% of its local collection wastewater pipelines,
manholes and appurtenances; and, the complete replacement of its Coastal Interceptor Sewer
System(CISS), including the Moss Avenue Pumping Station (MAPS). The CISS was designed to a
sunset year of 2090 using wet weather flows estimated at full build-out at current zoning. The CISS
system is designed for 51.7 mgd at its terminus at the southern City boundary with the City of Los
Angeles. Presently the 13.07 mgd average flow at the CISS terminus represents approximately
25.3% its capacity.
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CSMWRD SSMP Overview Element 0 Page 0-2
~~
Element 1 -GOALS
The CSMWRD's goals for its SSMP are to:
2009
1. Properly manage, operate and maintain all parts of its wastewater collection system;
2. Provide adequate capacity to convey flows consistent with the City of Los Angeles Bureau of
Sanitation Amalgamated System's Hyperion Treatment Plant;
3. Minimize the frequency of SSOs; and,
4. Mitigate the impact of SSO's.
The CSMWRD is developing specific goals that follow the SMART criteria (i.e., specific, measurable,
achievable, relevant and time-bounded) and considers that the proposed CSMWRD Wastewater
Asset Management Plan will assist in its overall goal development by assessing and incorporating:
1. The prior years' program performance and areas identified for improvements;
2. Legal and other applicable requirements;
3. Best Management Practices;
4. Financial and operational requirements; and,
5. Environmental Sustainability.
The City of Santa Monica Public Works Department, of which the CSMWRD is a part, plans to secure
APWA certification in 2010.
CSMWRD SSMP Goals Element 1 Page i-i
SE>~/ER SYSTEM MANAGEMENT PLAN
Element 2 -ORGANIZATION
Authorized Rearesentative
2009
The CSMWRD Manager is the legally responsible officer for signing and certifying all applicable SSMP
documents. The CSMWRD Manager is also responsible for assigning staff from the division to
implement the SSMP and all staff in the table below report to the CSMWRD Manager. The chain of
communication for responding to and reporting SSOs is contained in Element3-Overflow
Emergency Response Plan.
Responsibilities within the SSMP
The following staff is responsible for implementing, managing and updating the SSMP:
ELEMENT PROGRAM & POSITION
Goals CSMWRD Manager
Overflow Emergency Response CSMWRD WRPP Admin. & Asst. Mgr.
Water/Wastewater
Fats, roots, oils and grease CSMWRD WRPP Admin. & Asst. Mgr.
Water/Wastewater
Measures & Activities:
a. Maps Water Resources Engineer & GIS Section
b. Resources and Budgets Principal Public Works Analyst
c. Preventive Operations &
Maintenance CSMWRD Asst. Mgr. Water/Wastewater and
Water Resources Engineer
d. Rehabilitation and Replacement
(Inspection and Condition
Assessment) CSMWRD Asst. Mgr. Water/Wastewater and
Water Resources Engineer
e. Contingency Equipment &
Replacement Parts CSMWRD Asst. Mgr. Water/Wastewater
f. Training CSMWRD WRPP Admin. &Asst. Mgr.
Water/Wastewater
g. Outreach CSMWRD WRPP Admin. &ASSt. Mgr.
Water/Wastewater
Design and Construction Standards Water Resources Engineer
Capacity Management Water Resources Engineer
Monitoring Plan for SSMP CSMWRD Manager
Audits for SSMP CSMWRD Manager
Communications Program CSMWRD Manager
The following page shows the current organization chart:
CSMWRD SSMP Goals Element 2 Page 2-1
SEL~/EI2 S~STE~ ~+1F~A3.4GEN9E9VT Pi.,~N
2009
CSMWRD SSMP Goals Element 2 Page 2-2
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SEWER SYSTEM MANAGEMENT PLAN
Element 3 -OVERFLOW EMERGENCY RESPONSE PLAN
2009
1. The City receives an initial call indicating possible sewage discharge from any property within
the City of Santa Monica or within the public right-of-way.
2. Water Resources Protection Programs (WRPP). staff and Wastewater Operations staff both
respond to the call. A Sanitary Sewer Overflow Response Form is filled out by either
responding party for documentation and reporting purposes. This form allows the responder
to note information pertinent to the spill such as the origin of the discharge (City main sewer
line or private lateral), the start and end time of the discharge, total gallons of sewage
discharged,- total gallons of sewage that entered the storm drain system, the cause of the
overflow, the responsible party and the drainage basin and associated BMP affected.
3. If the discharge is to the street, then Wastewater Operations staff will take action to prevent
the discharge from entering the storm drain system and relieve any blockage when discharge is
from a City main. Private property discharges into the public right-of-way will be contained and
vacuumed up by Wastewater Operations staff during a containment period of one hour. The
property owner will be notified that Wastewater Operations staff will conduct containment
and clean up service for one hour while waiting for a private plumber or private maintenance
personnel to arrive and correct the problem. After the one hour containment period, if there is
no immediate response from a private plumber or private maintenance personnel, Wastewater
Operations staff will notify Water Operations staff to turn off the water at the service meter.
The property owner will be given instructions to call Wastewater Operations staff to turn the
water back on after problem has been corrected.
4. WRPP staff will continue to make contact with the property owner or property manager
directing them to contact a plumber to relieve the sewer blockage.
5. WRPP staff will call the Office of Emergency Services (OES) at 1-800-852-7550 to obtain an OES
Control # (i.e. OS-0001) for SSOs that occur during normal City operating hours. After-normal
working hours, Wastewater Operations staff will call OES and WRPP staff to advise them of any
discharge and possible response if needed.
6. WRPP staff will call Los Angeles County Department of Health Services Operator (DHS) at
(213) 974-7234 for SSOs that occur during normal City operating hours to obtain a ticket
number. During after-hours, including weekends, Wastewater Operations staff will place the
call.
CSMWRD SSMP Overflow Emergenty Resoonse Element 3 Page 3-7
SE~JER S~'STEM MARjAGEMEP~T PLAN!
2009
7. The Los Angeles County Department of Health Services operator will contact DHS "Public
Health" and "Recreational Health" staff as needed.
8. Los Angeles County DHS "Public Health" issues a "Notice to Abate" the sewage discharge. Los
Angeles County DHS will direct clean-up of private property outside surfaces, i.e. grass,
sidewalk, and patio areas. Wastewater Operations staff will not perform clean up services on
private property and therefore the clean-up must be completed by the property owner.
9. Los Angeles County DHS "Recreational Health "will make the decision to post health warnings
or close the beach as well as collect samples in instances where sewage is suspected of
entering or is discharged into Santa Monica Bay.
10. WRPP staff will call the Los Angeles Regional Water Quality Control Board (LARWQCB) at (213)
576-6657 ore-mail the assigned LARWQCB staff member.
11. For sewer discharges into the County of Los Angles Flood Control storm drain system, staff will
call 24/7 dispatch - 1-800-675-4357. WRPP will call during regular hours. Wastewater
Operations staff will call during after-hours, including weekends.
12. For sewer discharges into the City of Los Angeles storm drain system, call 1-800-974-9794.
WRPP will call during regular hours. Wastewater Operations staff will call during after regular
working hours, including weekends.
13. In the majority of cases the plumber will respond within 45-60 minutes and then relieve the
sewer blockage. Prior to a plumber arriving, a reasonable attempt will be made by the
property owner to contain sewer discharges on property and to not allow any discharge onto
public right-of-way. City staff will direct the property owner or property manager to re-install
or replace any sewer cap that was removed.
14. Wastewater Operation crews will disinfect the City street and sidewalk using achlorine/water
solution during the one hour containment period and will follow the "SSO Clean-up Procedures
Policy, on file with the CSMWRD. Continual discharges requiring clean-up will be billed to the
property owner for cost recovery of labor and equipment use.
15. In instances where there is no effective response from the property owner or property
manager to abate the SSO for more than 60 minutes, Wastewater Operations staff will call the
Water Division toturn-off the water and notify WRPP staff.
CSMWRD SSMP Overflow Emergency Response Element 3 Page 3-2
5EWER SYSTEfd3 f+1IA(~,a,GEMENT PLd10y
2009
16. Water may be turned off immediately after notification with regards to single family homes or
commercial facilities.
17. Before water is turned off, WRPP staff will notify the property owner or manager. Wastewater
Operations staff will handle the notifications if WRPP staff is unavailable. Notification will be
made verbally and by posting a large placard in a common area and a door hanger on each
unit. Each placard and door hanger will have contact information for the City of Santa Monica
and the Los Angeles County DHS Public Health. WRPP staff will post door hanger notifications
on each tenant's door depending on access.
18. Once the sewer blockage is cleared, Wastewater Operations staff will be called by the property
owner or property manager to request that. the water be turned back on. Wastewater
Operations staff will request Water Operations staff to turn the water back on.
19. WRPP staff will monitor the site during normal City business hours to make sure the plumbing
problem is corrected and that sewage at the site has been cleaned up. During off duty hours
Wastewater Operations staff will call WRPP staff to inform them of the discharge and to
respond if needed.
20. Wastewater Operations staff will notify WRPP staff on all illegal discharges of sewage in the
event WRPP staff are unable to respond for enforcement purposes.
21. Within 24 hours of the spill, WRPP staff will enter the SSO information into the California
Integrated Water Quality System (CIWQS) on-line reporting system:
http:Uciwgs?,vaterboarcls.ca.~ov. Once the information has been submitted, the WRPP &
Operations Manager will certify the report.
22. SSOs may occur in the CSMWRD CISS, which includes transmission mains, MAPS, force mains
and collection systems tributary to MAPS. In the event of an interceptor collapse during a
seismic or other event, the City of Santa Monica will follow the City of Los Angeles' policy for
their SSMP Abatement Action and Mitigation Plan. Following adoption of the CSMWRD's asset
management plan, the City of Santa Monica will establish its own Abatement Action and
Mitigation Plan for cataclysmic collapse.
CSMWRD SSMPOverflow Emergency Response Element 3 Page 3-3
~~
7
Element 4 -FROG PROGRAM
Introduction
The City of Santa Monica is adiversely-developed urban beach town. Within its 8.25 square mile
area there are urban forested streets with heavily landscaped parkways, medians and streetscapes.
In addition, the microclimatic conditions encourage and sustain heavily landscaped private
properties that are commercial, office/professional, light industrial, multiple-family residential,
single family residential and tourist and visitor serving zoned. Santa Monica also serves as a seaside
recreational destination for the inland residents of Los Angeles, Riverside, San Bernardino and
Ventura Counties. The three main shopping areas of downtown Santa Monica, Main Street and
Montana Avenue have an abundance of restaurants, hotels and otherfood-related businesses that
contribute their waste streams to the sanitary sewer system. In addition, Santa Monica supports
two regionally-prominent hospital communities: Santa Monica UCLA Medical Center and St. John's
Health Center with their surrounding office/professional uses. There are regional-serving
automotive dealership and repair shops throughout the City. The office complexes throughout
Santa Monica contain entertainment industry-related uses such as design and sound studios,
network/film/music headquarters and their legal and financial firms all of whom dine in Santa
Monica restaurants. Consequently, the CSMWRD through its Water Resources Protection Programs
and Wastewater Operations are tasked with amulti-pronged approach to eliminating the main
sources of SSOs: FROG (fats, roots, oils & greases).
CSMWRD SSMP Overflow Emergency Response Element n Page 4-7
SENIER SYSTEM MANAGEMENT PLAN
The following Figure 2 shows the diversity of zoning within the City of Santa Monica:
Figure 2
2009
Urban Forestry Management
In 1999, the City adopted its Community Forest Management Plan 2000. Its forest is comprised of
32,771 trees located in public areas throughout the City and is supplemented by the rich and varied
landscapes on private property. The Community Forest Management Plan has strict guidelines for the
urban forest as far as root barrier placement, root pruning, new planting procedures so that hardscape
areas under which most sewer mains are buried are not adversely affected.
As the public landscape ages, street trees are selected for their non-invasive root properties and are
installed with appropriate root barriers in order to avoid entry into the wastewater collection system.
When blockages are caused by root infestation, the Urban .Forrester is called into consult with staff so
that roots may be pruned or the specimen may be relocated and replaced with a more non-invasive
variety. The following Figure 3 shows the urban forest street trees within Santa Monica:
CSMWRD SSMP Overflow Emergency Response Element 4 Page 4-2
SE~/EIZ ~Y~TEiVl IV8AN,4C~EME~-C PL,41~9
Figure 3
2009
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Water Resources Protection Program
The CSMWRD Water Resources Protection Program (WRPP) ensures compliance of federal, state
and local regulations for pre-treatment standards prior to discharge into the CSMWRD wastewater
system. WRPP staff oversees all industrial and commercial businesses that have the potential to
adversely affect the CSMWRD wastewater system by the issuance of Industrial Wastewater permits
every 3 years, annual inspections, and applicable sampling events for approximately 800 businesses
requiring pre-treatment and/or regular monitoring for pollutants such as acids & metals, fats, oil
and grease from food establishments, and other oil and grease producing operations, such as
automotive uses, prior to connection and discharge to the wastewater system. For instances of
non-compliance with sewer limitations and prohibited discharge standards as specified in the Santa
Monica Municipal Code, WRPP relies on its enforcement response plan which includes various
enforcement actions such as the issuance of Notices of Correction (NOC), Notices of'Violation (NOV),
CSMWRD SSMP Overflow Emergency Response Element 4 Page 4-3
SE~tVVER SYSTEM MARlAGEMEPdT PiA~9
2009
administrative citations, and referral to the City Attorney's office for prosecution. WRPP also advises
residential. customers by producing outreach information independently and in tandem with the
City's Household Hazardous Waste Program. Outreach information outlines proper disposal
methods for toxic substances such as mercury, used motor oil, waste cooking oil, and other
household hazardous waste. In addition, WRPP has distributed education material on the
importance of preventing F.O.G. from entering the sanitary sewer system and is issuing brochures
on roots and how they adversely affect both customer sewer laterals and the entire sewer
collection system. More specific information is provided in Elements 6f Training, 6g Outreach, 9
Monitoring Measurement and Program Modification, 10 SSMP Audits and 11 Communications Plan.
The City of Santa Monica also requires the installation of pre-treatment devices such as clarifiers and
grease interceptors for new and remodeled facilities and requires pre-treatment devices installed in
older facilities that have caused SSOs.
The City also has an annual inspection and sampling program and keeps records of all permittees
with proof of regular maintenance of all pre-treatment devices.
Wastewater Operations Program
The Wastewater Operations staff is responsible for the cleaning, monitoring and maintenance of the
City's wastewater collection system. Maintenance consists of four (4) full-time crews, jetting five to
six days a week in order to clean the local collection system and the CISS's 151.9-miles of pipeline
from fats, roots, oils, grease, debris and any other substances which could cause SSOs. Wastewater
Operations also maintains the City's MAPS, end of line storm water BMP diversions into the sewer
system and any other possible source of SSOs. The City completed replacing and/or lining 80% of its
sewer mains, manholes in 2002. Various lining systems were used so crews must use the least
destructive means of cleaning pipelines, depending on the pipeline material. Areas of concern are
tracked on the City GIS system and are cleaned more frequently. Together with the CSM Civil
Engineering & Architecture Division problem-prone pipelines are replaced immediately to prevent
any SSOs. More specific information is provided in Elements 6c Preventative Maintenance and 9
Monitoring, Measurement and Program Modification.
CSMWRD SSMP Overflow Emergency Response Element 4 Page 4-4
~~
Element 5 -LEGAL AUTHORITY
The legal authority for the City of Santa Monica's sewer management practices are provided for
under various resolutions adopted over the years and then codified in the following sections of the
Santa Monica Municipal Code:
1) Article 5 Sanitation and Health
a) Chapter 5.16 Toxic Chemical Control Disclosure Law
b) Chapter 6.20 Industrial Wastewater Control
c) Chapter 5.24 Hazardous Materials Release Response Plans
2) Articl e 7 Public Works
a) Chapter 7.04 Streets, Sewers, etc.
b) Chapter 7.08 Wastewater Control
c) Chapter 7.12 Utility Division (WRD)
CSMWRD SSMP Overflow Emergency Response Element 5 Page S-1
~~
Element 6 MEASURES AND ACTIVITIES
6a -COLLECTION SYSTEM MAPS
2009
The City of Santa Monica Water Resources Division (CSMWRD) relies on three types of collection system
maps:
• A GIS database map which will be used for hydraulic modeling upon adoption of the City's
Wastewater Asset Management Plan;
• An older hand-drawn sewer atlas map; and,
• As built drawings and sketch files on file in the Office of the City Engineer
GIS Database Mao
The CSMWRD ESRI-GIS database was initially based upon as-built record drawings and is limited to
horizontal data. As time progresses more field information. has been and will continue to be added to
the system. Linear assets older than 75 years usually have limited construction data and the record as-
built drawings associated with the assets .provide the best engineering data. As the CSMWRD's asset
management plan grows, more information will be provided including vertical pipe invert and soffit
elevations, manhole rim elevations and pipe segment slopes. The database is continuously growing and
is also tied to the CSMWRD's maintenance management system. Upon adoption of the asset
management plan, all data will appear seamless and record drawings will be able to be viewed in a GIS
module.
Sewer Atlas
The City also has limited copies of its older 1960 sewer atlas which shows additional data and leads
engineers to the appropriate as-built drawing numbers that may have been missed in the GIS
conversion. The atlas was updated until the City converted to GIS in 2000.
As-Built Drawings
On file in the Office of the City Engineer are record drawings and sketch files, which constructed the
majority of the City's wastewater assets. Newer plans do not show profile information because
wastewater assets were rehabilitated using trenchless technology. Sketch Files are where the older
asset plans are stored in the Office of the City Engineer. These sketch files were named SK Files because
they were miscellaneous-sized pencil on paper drawings or sketches and stored either horizontally in
drawers or rolled up in a vault in City Hall to be preserved. All of the files will be eventually incorporated
into the GIS system, as funds allow.
CSMWRD SSMP Overflow Emergency Response Element 6 Page 6a-1
SEWER SYSI"EM iL9AP~ACEME~1-i' P1~1~3
Element 6b -RESOURCES & BUDGETS
Overview
2009
The following CSMWRD policies and procedures are in place to ensure that there is adequate
funding and budgetary support for operating, maintaining and repairing the collection system:
® All wastewater monies collected by the City are placed into a sewer construction, operation
and maintenance fund to be expended for the purpose of the construction, operation and
maintenance of the sewerage system of the City of Santa Monica, the sewage treatment
facilities of the City of Los Angeles, and for the purpose of paying for any refunds, billings,
collections and administrative costs related to the sewer service charge per CSMMC
§7.04.570.
• In 2008, the City Council approved a 5-year plan to increase wastewater rates, to revise the
rate structure to a commodity-only rate structure to promote efficiency and conservation
and to enhance funding levels for capital, operating, and rate stabilization reserve funds for
wastewater.
• Financial conditions are reviewed annually to determine the .appropriate wastewater rate
increase, up to the maximum approved by the 5-year plan.
• Follow-up rate analyses will be performed at 5-year intervals in order to monitor the
wastewater fund balance positions and ascertain the need for future rate revisions.
• The fixed service charge was eliminated in the new rate structure adopted in 2008 and a
commodity-only structure was adopted, consistent with the City's sustainability objectives
and consistent with the regulatory requirement of the California State Water Quality Control
Board to base rates on both the quantity and strength of wastewater discharges.
• The wastewater reserve fund levels were increased in 2008 for operating reserve and capital
reserve, thus providing an enhanced ability to meet unforeseen future challenges.
• There are provisions for qualified low-income customers that provide for a discount on the
commodity rate.
Resources
The main source of revenue for operating, maintaining and repairing the collection system is a user-
supported rate structure based upon the flow and strength of discharge and the type of discharger,
whether single-family, multiple-family, commercial or industrial. Additional funds are collected through
permit, construction and wastewater capital facility fees for changes in land use. Additionally, capital
CSMWRD SSMP Resources and budget Elemen[ 6b Page 66-2
SE'~E9~ ~'~STEM ~tIAM1IAGEME~IT PLAiV
2009
facility fees are collected in behalf of the City of Los Angeles in order to maintain and operate the
Hyperion Wastewater Treatment Plant and its associated collection system, which transports and treats
all sewage from the City of Santa Monica.
Capital Improvement Budget
The CSMWRD sets aside funds yearly for its capital-improvements to its wastewater collection and
pumping system. Presently, the CSMWRD is preparing its first asset management plan which will
include 5-year and 30-year capital improvement plans, which will be incorporated into the City's five-
yearrate structure plans and approved by City Council.
The City of Santa Monica is a fully developed city but is in the process of adopted a revised Land Use and
Circulation Element (LUCE) which will set forth the land uses and population densities for the next 30
years. The City's asset management plan will be incorporating the population trends at full-density in
the revised LUCE so that increases in collection main sizes can be incorporated into its wastewater main
capital improvement plans both short and long-term.
CSMWRD SSMP Resources and Budget Element 6b Page 6b-3
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Element 6c -PREVENTIVE MAINTENANCE
Introduction
The CSMWRD conducts routine maintenance and preventive maintenance activities by dedicated
multi-skilled operations and maintenance staff for its sewer collection and pumping system.
Comouferized Maintenance Management System (CMMS)
A CMMS (Hansen) is used by Operations and Maintenance staff to:
• Request maintenance services and manage both planned and unplanned maintenance
activities;
• Track equipment and staff time by work orders;
• Plan and prioritize maintenance work; and,
• Maintain timely and accurate activity records which can easily be accessible and used for
appropriate reporting and analysis and reporting
The CMMS will be tied into the City's GIS and will be even more accessible upon completion of the
CSMWRD's asset management plan.
Preventive Maintenance Inspections and Activities
City wastewater staff performs routine and non-routine video inspections, cleaning and other
preventive maintenance activities for its pumping station and collection system. Two complete
video trucks are available for use 24-hours per day and routine collection main jetting is performed
5-6 days per week. Depending upon the condition of the main and its contributory issues (grease
and/or roots or construction debris), the goal is to clean each main monthly, bi-monthly, quarterly
or yearly. The priority is to clean those lines that have a history and potential to cause SSOs. If
routine blockages occur, the main will be investigated to deal with source of the blockages and if
necessary, scheduled for replacement/upgrade either immediately or as part of the CSMWRD's
capital improvement program.
Abatement Action and Mitigation Plan
All procedures to maintain the operation of the sewer collection and pumping system are
catalogued, indexed and made available to staff in order to act immediately upon notification of an
CSMWRD SSMP Preventive Maintenance Element 6c Page 6c-4
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overflow seven days per week and twenty-four hours per day. As described in Element 3, Overflow
Emergency Response Plan, a system is in place to respond to spills, breaks and equipment failures.
The CSMWRD's Supervisory Control and Data Acquisition (SCADA) system will send out an alarm to
the Arcadia Water Treatment Plant, which is the City of Santa Monica's construction emergency
response center. CaII-out lists are maintained and all staff is available on call, twenty-four hours per
day, seven days per week to respond. All CSMWRD staff is available to be called in to work in the
case of emergency response. List of nearest airports to the homes of all employees are maintained
if an air response would be quicker or in lieu of freeway failure in a catastrophic failure.
A formal Abatement Action and Mitigation Plan will be prepared upon completion of the CSMWRD's
Asset Management Plan.
CSMWRD SSMiP Preventive Maintenance Element 6c - Page 6c-5
SEWER SYSTEM MANAGEMENT PLAN
Element 6d -SCHEDULED INSPECTIONS AND CONDITIONS ASSESSMENT
Introduction
2009
The CSMWRD is in the process of preparing its first asset management plan which will contain its
first wastewater master plan since 1992. The asset management plan will also contain both a 5-year
and a 30-year long range capital improvement plan. Presently field staff recommends which mains
should be replaced based upon video inspection and wastewater main flow conditions as inspected
in the field.
Asset Management Plan
The CSMWRD's asset management is presently under preparation and will be evaluating the City's
wastewater main collection system. The City with its consultant team will develop an asset
hierarchy from which risk will be assessed by applying a Business Risk Exposure (BRE) methodology.
Which is composed of three major risk elements:
• Probability of Failure -Measures the wastewater main's likelihood of failure incorporating
two failure modes: structural and operational;
• Consequence of Failure -Evaluates the direct and indirect impacts of a failure using factors
such as location size and depth of pipe; and,
• Redundancy-Adjusts the probability of failure based upon the redundancy of the system...
Upon completion, all mains will be rated upon asset attribute, valuation and risk and management
strategies will be determined to calculate the timing of the wastewater main's renewal. The Capital
Improvement Program will be validated by a process consisting of five major elements:
• Confidence Level Rating -Will measure confidence level in the project;
• Business Risk Exposure -Assesses the risk reduction the project will accomplish.;
• Life Cycle Cost -Summarizes cost projections for the entire life cycle of the asset;
• Business Case -Presents the results of the previous three processes; and,
• Prioritization -Facilitates the prioritization of the projects in the GIP.
CSMWRD SSMP Scheduled Inspections and Condition Assessment Element 6d Page 6d-6
SEV+/ER SYSi'EM MAi~AGEMEt~13" PLAAAJ
2009
The intent of the proposed validation process is to ascertain that decisions are made for the right
project, at the right time, with the right costs and for the right reasons. As a result, the City will
benefit from:
• Having a consistent and transparent CIP project validation project;
• Having City staff trained in the CIP project valuation process;
• Having confidence that the best investment is made using the Triple Bottom Line approach;
• Having arisk-based validation and prioritization process; and,
• Having the City able to support decisions with a formalized business case process.
Scheduled Inspections
All physical plants such as MAPS are inspected daily and recorded comments are presently filed by
hand. All problematic pipeline segments and manholes in the collection system are video
inspected. Video inspections of the collection system occur on a daily basis. Field staff report any
problematic area immediately and the plant equipment or collection segment is then moved into
a more frequent inspection schedule in order to prevent SSOs. With the adoption of the
CSMWRD's asset management plan, inspections will be tracked automatically and daily schedules
and records will be kept electronically.
CSMWRD SSMP Scheduled Inspections and Condition Assessment Element 6d Page 6d-7
SE~J+/ER SYSTEM MANAGEMENT PLAN
Element 6e -CONTINGENCY EQUIPMENT AND REPLACEMENT INVENTORY
Contingency Equipment
2909
The CSMWRD operates the 26-mgd Moss Avenue Sanitary Sewer Pumping Station (MAPS), which
conveys flow from the cities of Los Angeles and Santa Monica through the Coastal Interceptor
Sewer System (GIBS) to the Hyperion Plant for Treatment. MAPS has abelow-grade emergency
stand-by generator on-site with fully automated transfer switchgear with a seven day fuel tank
supply in the case of power failure to the station. The generator is tested regularly in compliance
with the South Coast Regional Air Quality Maintenance District's permit regulations. If all four
pumps fail simultaneously, the CSMWRD will rely on leased bypass pumping equipment with
additional leased back-up standby generators and above-grade piping to convey the sewage. In the
event of a catastrophic earthquake, the emergency equipment may not be readily available. In this
case, the CSMWRD will use its own pumping trucks to truck the sewage downstream where it can
flow by gravity.
Replacement Inventories
The CSMWRD maintains a spare parts inventory for MAPS and the sewer collection system based
upon manufacturer's recommendations and the Division's own experience with the parts that are
likely to fail. The spare parts are currently tracked through the CSMWRD's CMMS system (Hansen)
and will be part of its adopted asset management plan.
CSMN/RD SSMP Contingency Equipment and Replacement Inventory Element 6e Page 6e-8
SEWER. SYSTEM MANAGEMENT PLAN
Element 6f -TRAINING
General
2009
The CSMWRD conducts on-going safety, operation and maintenance training and also ensures that
staff is kept current with annual refresher training. All training records are maintained by the
CSMWRD.
Maintenance Training
The CSMWRD tries to retain amulti-skilled maintenance staff and provides ongoing training
opportunities which cover skill-based and site-specific training. Prior to journey-level employment,
an individual must meet basic requirements defined by job .classification. A probationary
employment period is used to assess skill and competence levels. In addition, the CSMWRD
contracts out most of its equipment maintenance to OEM-approved contractors so that staff may
concentrate its maintenance efforts on collection system cleaning in order to avoid SSOs.
Oaerations Training
Operations staff has been provided with electronic and hard-copy plans and O&M manuals for all
facilities, including MAPS. As equipment is upgraded, staff is trained by professional contractors as
part of the equipment upgrade. The O &M procedures are then modified accordingly.
Asset Management Plan
Upon adoption of the CSMWRD's Asset Management Plan, all maintenance and operations training
will be tracked by the new asset management system in addition to or in lieu of the methods
presently used to maintain training levels.
CSMWRD SSMP Training Element 6F Page 6f-9
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Element 6g -OUTREACH
General
The CSMWRD conducts outreach programs to all point source dischargers such as industrial,
manufacturing, medical, automotive and restaurant uses. The CSMWRD maintains afull-time Water
Resources Protection Program (WRPP) section staffed by five full-time staff. All point source
dischargers are issued permits and are inspected annually for compliance. Complaints regarding the
permitted operations are answered immediately and a procedure for requests for compliance and
administering citations, if necessary, is in place. The WRPP is proactive in its outreach to the general
community and all permitted users in order to gain compliance through meetings, advertisements
and brochures and to prevent unwanted discharges into the sanitary sewer system and SSOs.
Proposed Outreach
When funds become available, the CSMWRD through its WRPP will begin specific outreach to the
building and construction trades and building managers that perform private plumbing work within
Santa Monica. Brochures and training for those that work on private plumbing systems that
discharge by private laterals into the City's system will become routine so that lateral systems will
be maintained by the private sector. Also, an outreach program geared towards private
homeowners is underway.
Asset Management Plan
Upon adoption of the CSMWRD's Asset Management Plan, all outreach operations will be tracked
through the new asset management system. Presently, the WRPP maintains its own database
systems, which can be easily incorporated into the new asset management plan for water and
wastewater operations.
CSMWRD SSMP Outreach Element 6g Page 6g-10
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Element 7 -DESIGN AND CONSTRUCTION STANDARDS
General
The CSMWRD's wastewater construction standards are maintained by the Civil Engineering Division
of the Public Works Department. These standards are updated as required by CSMWRD staff and
are made available to the public by the Civil Engineering Division upon request so that all
engineering contractors and civil engineers are aware of the CSMWRD's standards for wastewater
construction. Presently, public wastewater projects are designed by the Civil Engineering Division
and each project's contract documents contain all wastewater specification standards, construction
notes and details for the project. They are modified to be site-specific on a project by project basis.
Contract documents are prepared in-house using consultant civil engineers for the plans and
technical specifications. Specifications are Construction Standards Institute (CSI) based and are
modified as applicable by the Standard Specifications for Public Works Construction (GREENBOOK),
latest edition, which is jointly produced by representatives ofthe American Public Works Association
(APWA), the Associated General Contractors of California, the Engineering Contractors Association,
the Southern California Contractors Association and BNi Publications, Inc.
Proposed Construction Standard Publication and Outreach
When funds become available, the CSMWRD will publish a wastewater engineering and construction
manual and make it available through the City's website for use by the public. Quite often, due to
interfering utilities and confined rights-of-way, standards have to be modified on a case-by-case
basis. The City depends upon construction applicants' private engineers to modify or design a new
standard and will approve it for site-specific construction. The proposed manual will contain
information on the resources the City uses for wastewater design, construction, testing and
inspection. The proposed manual would be applicable to both new installations and to the
rehabilitation of existing facilities and would contain standard specifications and practices, design
criteria, standard drawings and typical details, data on rehabilitation methods, construction
control/procedure requirements and inspection and testing standards. The proposed manual will be
adopted by the Santa Monica City Council, updated as necessary with supplements and a mailing list
database will be maintained by the City of Santa Monica.
Asset Management Plan
Upon adoption of the CSMWRD's Asset Management Plan, all wastewater construction standards
will be incorporated into the CSMWRD's asset management plan and will be made available to all
staff so that standards will be more readily available to the public.
CSMWRD SSMP Design and Construction Standards Element 7 Page 7-1
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Element 8 -CAPACITY MANAGEMENT
General
The CSMWRD's collection and pumping system contains approximately 152 miles of sewer pipe
ranging in diameter from 6-inches to 72-inches, two flow-monitoring and sampling stations and one
26-mgd pumping station. Sewage enters Santa Monica from the City of Los Angeles through one
metered location and from three unmetered locations and leaves Santa Monica for treatment at the
City of Los Angeles Hyperion Plant through one metered and six unmetered locations. The City of
Santa Monica's 72-inch Coastal Interceptor Sewer System(CISS) connection to the City of Los
Angeles was designed for the development sunset year of 2090 and has a capacity of 51.705 mgd.
Presently, the maximum peak instantaneous flow approaches 20-mgd during summer month
weekend lunch and dinner hours, with the average yearly flows of 13-mgd. This flow rate includes
dry weather runoff diversions to the sanitary sewer systems. Santa Monica is afully-developed city
but is not at the maximum zoning allowed at build-out. Presently, a new Land Use and Circulation
Element (LUCE) is scheduled to be adopted in 2009/10 which will set the development densities for
thirty year's in the future.
Capacity and Design Criteria
The present CIS capacity within the City of Santa Monica was installed in 2002. Calculations were
performed in accordance with the City of Los Angeles Department of Public Works standards for
sewer flow pipe capacities. Santa Monica's local sewer collection system was 80 per cent
rehabilitated/replaced with FEMA/OES funding following the 1994 Northridge Earthquake. The
rehabilitation/replacement effort was also completed in 2002 and sizes of main were calculated at
present zoning with full build-out. Mains, manhole and junction structures were lined and/or
replaced for structural integrity and to prevent infiltration. The water table in most areas of Santa
Monica is well below the sanitary sewer invert elevation, so that infiltration during storm events, is
only through small openings and gaps in manhole covers. Adequate capacity was designed into the
CIS for dry weather urban runoff upstream in the City of Los Angeles and planned diversions into the
sewer system within Santa Monica and to date has not affected the system's capacity due to
warming and dry weather patterns.
Treatment capacity is planned for under the Amalgamated Sewerage System of which the City Sarita
Monica, the City of Los Angeles and twenty-two other agencies or point source discharges are
members. The majority of the flow (over 98%) treated by the Amalgamated System at the Hyperion
Plant is from the City of Los Angeles, so that treatment capacity is studied under the City of Los
Angeles' SSMP.
CSMWRD SSMP Capacity Management Element 8 Page 8-1
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Capacity Enhancement Measures. Asset management Plan and Rate Structure
As part of the City's asset management plan, a Wastewater Master Plan based upon land use and
flow modeling will be adopted and afive-year and 30-year Capital Improvement Program (CIP) will
be in place. The CIP will be funded as funds become available through a combination of Council-
adopted incremental development financing (for increases in land use), Council-approved rate
increases (for rate payers) and Council-approved increased Wastewater Capital Facility Fees.
The City of Santa Monica has to pay the City of Los Angles an Amalgamated Sewerage System
Facilities Charge (ASSFC) for upward changes in land use by building permit. Until July 2008, Santa
Monica paid this fee out of its own Santa Monica Wastewater Capital Facilities Fee collected at the
time of permit issuance. This has left Santa Monica's CIP program at the same monetary level and
funded through a combination of rates collected from rate payers and developers' buy-in to the
system at building permit issuance. In July 2008, Santa Monica began collecting the ASSFC as a
"pass-through'" fee directly from developers leaving the City's capital facility fee unfettered and for
use in Santa Monica. But density levels have outpaced fee collection levels and have left the City
with less money to operate its system. The City of Santa Monica may start charging development
directly for adverse incremental land use changes that affect the flow capacity of the system, either
by the collection of a sewer impact in-lieu fee or by development-funded wastewater projects
increasing downstream capacity, thus leaving the wastewater capital facility fees and rates collected
for a balanced operation of the collection system without any deficit.
CSMWRD SSMP Capacity Management Element 8 Page 8-2
SEXIER SYSTEM MANAGEMENT PLAN
Element 9 -MONITORING MEASUREMENT AND PROGRAM MODIFICATION
General
2A09
Items identified within this plan to be monitored and or updated will be catalogued in the City's
asset management plan as action items. Staff will be assigned to update the plan, the plan will be
prioritized and a proposed schedule will be adopted and modified as required under the adopted
asset management plan.
Performance Measures and Reporting
The effectiveness of the SSMP will be tracked through an annual audit and reported in an annual
summary report (see Element 10}.
Preventive Maintenance Program
The effectiveness of the preventive maintenance (PM) program will be tracked through the
CSMWRD's asset management plan by reviewing scheduled and completed PM work and
breakdown and corrective maintenance work orders. The root cause of any SSO that occurred in
the previous year is determined and if preventive maintenance could have prevented its occurrence,
the PM program will be modified accordingly.
SSMP Program Updates
Individual updates within the SSMP will be updated based upon the annual audit.
Reporting SSO Trends for the Citv of Santa Monica
All SSO events are reported through the California Integrated Water Quality System (CIWQS) within
required timeframes. SSOs are reported to all required agencies. The frequency, volume, location
and trends are tracked by the City of Santa Monica and assessed on an annual basis.
CSMWRD SSMP Monitoring Measurement and Program Modifications Element 9 Page 9-7
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Element 10 - SSMP AUDITS
Internal Audit Process
Internal audits will be performed by staff on an annual basis to determine relevance and
effectiveness of each element of the SSMP. Audits will include a review of progress on deficiencies
identified in the previous year's audit report. A summary of the audit results and significant findings
from Element 9, Monitoring, Measurement and Program Modifications, will be in a report to the Los
Angeles Regional Quality Control Board.
Correcting Deficiencies
If deficiencies or modifications are identified as part of the annual audit, the SSMP shall be updated
accordingly. The CSMWRD's asset management plan system will be updated to document and track
progress on any program improvements.
Report Submittal and Record Keeping
A copy of the signed report will be transmitted annually to the Los Angeles Regional Water Quality
Control Board with a copy kept on file with the City of Santa Monica.
CSMWRD SSMP Audits 'element l0 Page 70-7
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Element 11 -COMMUNICATION PLAN
City-Wide Public Communication and Outreach
2009
The CSMWRD maintains active public outreach and communication efforts with all of its customers,
the public-at-large and surrounding agencies to provide timely information on City projects,
improvements and emergency situations.
Communication outlets range from public meetings and representation at community groups to
time-critical posting of signage in emergency situations and updates, posting to the CSMWRD's
public website and 24-hour telephone reporting systems. Additionally, newsletters and brochures
are developed and distributed community-wide and staff meets with all area agencies periodically.
Flyers are often included with customer bills to update the rate payers on City projects and
programs and the City has public information staff and inter-governmental management staff to
maintain routine contact. with news and outside agencies in a timely manner.
Specific SSMP-Related Public Communications and Outreach
The following efforts are in place or are proposed to be in place when funds become available, to
support SSMP requirements:
• Posting of the SSMP on the City's website with contact information to facilitate questions
and comments;
• Emergency response posting in the field backed up by a telephone hotline and web posting
of advisories. The City's hotline provides access to the City's representatives that can
address questions and provide additional information;
• Participation in a regional and/or statewide effort to reach contractors and plumbers;
• Development of specific public outreach plans for all master plan efforts including the
CSMWRD's asset management plan. Project-specific outreach is already developed in
advance of design of all projects; and,
Continued participation in technical advisory boards and groups that include other wastewater agencies
in order to coordinate systems issues such as flow monitoring, wet weather flow management, SSMP
issues and system improvements.
CSMWRD SSMP Communication Plan Element 11 Page 11-1