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Asset ManagementS Asset Management Program Development Update Engineering &Operations Board Committee Dana Lawson September 22, 2014 11 Central Contra Costa Sanitary District Protecting Public Health and the Environment Overview • Implementation Plan with Carollo • Treatment Plant Activities • Other Highlights • Treatment Plant GDI Implementation Plan • Consultant: Carollo Engineers - Rebecca Overacre and Steve McDonald - SAM -GAP: Randy Weaver SAM -GAP Benchmarking Workshops -June 11 -12 - interviews Aug 27 -28 AM Policy Workshop -July 11 - developed AM Policy (11/6 full Board) Gap Analysis -July to Sept Findings Review Memo -late Sept Implementation Plan Workshop & Final Report -late Oct draft -late Nov Final Treatment Plant Activities • Upgraded Mainsaver to current version • Assisting with data /code clean -up and exploring functionality of Mainsaver • Developing procedures (i.e. asset acquisition) • Coordinating with CIP prioritization, 20 -30yr CIP projection for Cost of Service Study Other Highlights • Presenting at WEFTEC on 9/30 • Updated Collection System Asset Management Program, Sewer Renovation Plan - Long -range projections will be provided for Cost of Service Study • Updating Pump Station equipment in Mainsaver • With Survey, looking into underground infrastructure mapping � D Asset Management Policy • See handout TP GD1 Updated data displayed from Mainsaver • Linked documents from Laserf iche • Live demo courtesy of... - Carolyn Knight, Engineering Support Group Supervisor - Carl Von Stetten, Engineering Support Information Analyst P , " 0- -- AC—SO! Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: November 6, 2014 Subject: CONSIDER ADOPTING BOARD POLICY (BP) 015 RE ASSET MANAGEMENT Submitted By: Dana Lawson Senior Engineer Initiating Dept. /Div.: Engineering/ Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Lopez — Provisional Capital Projects Division Mgr. J.M. Petit — Director of Engineering Kent Alm Roger S. Bailey Counsel for the District General Manager ISSUE: The District established a goal to develop an asset management program and adopting this policy will formalize the District's commitment to that effort. RECOMMENDATION: Review the draft Asset Management Policy and make changes if desired. Adopt Board Policy (BP) 015 (ATTACHMENT 1) - Asset Management. FINANCIAL IMPACTS: None. ALTERNATIVES /CONSIDERATIONS: The Board may choose not to adopt the Asset Management Policy or to make changes to the draft policy. BACKGROUND: On July 3, the Board of Directors adopted the Fiscal Years 2014 -16 Strategic Plan and Goals which stated in Goal 6, Strategy 1, to establish an asset management program. To support that effort, Carollo Engineers was contracted to draft an asset management policy, conduct a gap analysis, and develop an implementation plan. Carollo Engineers held a policy workshop with District managers on July 11. A draft policy was routed for review by managers in late August and comments were incorporated. The purpose of this Board Policy is to recognize that the District has invested significant resources in its physical assets and aims to optimize the management of these assets to deliver high quality and reliable services in a cost - effective manner. COMMITTEE RECOMMENDATION: The Engineering & Operations Committee reviewed the draft policy on September 22, 2014 and recommended approval. [APPROVAL WILL BE REQUESTED AT 9/22 MEETING] C: \Documents and Settings \cgee \Local Settings \Temporary Internet Files\ Content .Outlook \4VS9801A \PP -Adopt BP 015 AM Policy 10- 3- 14_revised.docx Page 1 of 2 POSITION PAPER Board Meeting Date: November 6, 2014 Subject: CONSIDER ADOPTING BOARD POLICY (BP) 015 RE ASSET MANAGEMENT RECOMMENDED BOARD ACTION: Review the draft Asset Management Policy and make changes, if desired. Adopt Board Policy (BP) 015 - Asset Management effective November 6, 2014. Attached Supporting Document. 1. Draft BP 015 C: \Documents and Settings \cgee \Local Settings \Temporary Internet Files\ Content .Outlook \4VS9801A \PP -Adopt BP 015 AM Policy 10- 3- 14_revised.docx Page 2 of 2 Number: BP 015 � Authority: Board of Directors Effective: November 6, 2014 Revised: Reviewed: Initiating Dept. /Div.: Engineering/ Capital Projects BOARD POLICY ASSET MANAGEMENT PURPOSE • • 1 ATTACHMENT 1 The purpose of this Board Policy is to recognize that the District • has invested significant resources in its physical assets, and • aims to optimize the management of these assets to deliver high quality and reliable services in a cost - effective manner. POLICY In support of its Mission, Vision, and Strategic Plan, the District sets forth the following directives related to asset management: Data and Knowledge The District shall continually identify, collect, and provide overall quality assurance/ quality control (QA /QC) screening of relevant data, and it shall apply sufficient analyses to turn that data into knowledge that supports sound, evidence -based decisions regarding physical assets. The District shall maintain succession plans to strengthen and sustain knowledge transfer. Information Systems The District shall invest in the capital and on -going operations investments sufficient to own, operate, and maintain a reliable and state -of- the -art security - protected information management system that supports timely, evidence -based decision making at all levels of the organization. The District's information systems shall be deployed to promote access and use by District personnel in fulfillment of their duties. Number: BP 015 ASSET MANAGEMENT Page 2 of 2 Contracting The District shall invest in staff and contract personnel efforts sufficient to support their internal asset management practices. In addition, all professional and equipment/ construction contracts related to facility assets shall include provisions for on -going financial, and operations and maintenance tracking in the transfer of new assets. Processes and Practices The District shall institute processes and practices to prioritize expenditures with the purpose of optimizing the quality, reliability, and affordability of services provided to its customers. The analysis of priorities shall consider the life -cycle benefits and costs of assets and consider the broader impact of individual asset decisions. People The District shall implement adequate education, training, and mentoring programs to ensure that asset management practices are widely understood and implemented throughout the organization. A steering committee comprised of representatives from various workgroups in the organization shall convene quarterly, or as needed, to lead the asset management program. Organization The District shall establish organizational responsibility to lead and manage a comprehensive asset management program. The program shall follow specific guidance laid forth in the Asset Management Implementation Plan regarding objectives, work plan, coordination mechanisms, and resource requirements. [Original Retained by the Secretary of the District]