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Home My WebLink About12.c. Receive FY 2017-18 Optimizations Annual Report and Optimizations Program Plan Page 1 of 39 Item 12.c. CENTRALSAN CENTRAL CONTRA COSTA SANITARY DISTRICT November 15, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: CHRISTINA GEE, MANAGEMENT ANALYST REVIEWED BY: ANN SASAKI, DEPUTY GENERAL MANAGER ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE FISCAL YEAR 2017-18 OPTIMIZATIONS ANNUAL REPORTAND OPTIMIZATIONS PROGRAM PLAN Last November, the Board received a report of the optimizations completed or in progress since August 2013. This was an effort to capture all the achievements made by staff to strive beyond performing their regular duties, but to also improve upon them by applying human ingenuity, technology, and innovation. Since that report, Central San was recognized for its commitment to optimization through inauguration into the Leading Utilities of the World, a growing network of 36 of the world's most innovative water and wastewater agencies. Attached is the Fiscal Year 2017-18 Optimizations Annual Report (Attachment 1), which contains completed and in progress optimizations during the last fiscal year, as well as optimizations planned for FY 2018-19. The attached tri-fold brochure encapsulates the highlighted optimizations of FY 2017-18 (Attachment 2). As we continue in the spirit of efficiency, effectiveness, and continuous improvement, the Board has set forth as one of its FY 2018-19 goals for the General Manager to formalize an optimizations program at Central San. Attached is the Optimizations Program Plan (Attachment 3), which outlines the objectives and structure for the first year of Central San's new Optimizations Program. This item was reviewed by the Administration Committee on November 6, 2018. Hard copies of the report and brochure will be distributed at the Board meeting. Strategic Plan Tie-In GOAL ONE: Provide Exceptional Customer Service November 15, 2018 Regular Board Meeting Agenda Packet- Page 137 of 254 Page 2 of 39 Strategy 2- Foster employee engagement and interdepartmental collaboration, Strategy 3- Maintain a strong reputation in the community GOAL THREE: Be a Fiscally Sound and Effective Water Sector Utility Strategy 2- Manage costs GOAL FIVE: Maintain a Reliable Infrastructure Strategy 1 - Manage assets optimally throughout their lifecycle, Strategy 2- Facilitate long-term capital renewal and replacement GOAL SIX. Embrace Technology, Innovation and Environmental Sustainability Strategy 2- Reduce reliance on non-renewable energy, Strategy 3- Encourage the review and testing of technology to optimize and modernize business operations ATTACHMENTS: 1. FY 2017-18 Optimizations Annual Report 2. FY 2017-18 Summary of Optimizations Tri-fold Brochure 3. Optimizations Program Plan 4. PowerPoint Presentation November 15, 2018 Regular Board Meeting Agenda Packet- Page 138 of 254 fes= Page 3 of 39 • R p M �t hum } ,tom tis �i I 4 � f T CENTRAL CONTRA COSTA �.}.. SANITARY DISTRICT VI - . OPTIMIZAI IVNb ANNUAL REPORT FISCAL YEAR 2017-18 r ber a5,201e lar Q.oardMee�nda Packet- Page 139 of 254 `4W • Z�11. • •• 7V t q 1 t Z. I:"VIII rA. f � 04, .I III AW •- -- S;'1I13 - • = = • • - USINE S P. OCESS IMPROVEMENTS 06 E am ..INF CTURE UPI 112 EFFICIENCIES 118 - MINN it t 1L. -I ON THE HORIZON 122 ' ' "` 1 CONTINUOUS IMPROVEMEt4T A MESSAGE lieFROM THE GENERAL MANAGER InMl&mber 13antral WaEucted into deeding tkdities World OhWb6idfuI dative at�e1r tommitment optimization , whichbaw doing OmdW which mon to fey WEDw tetters udwitive ttrDmes fiileds duct enfitomers flaicafgA d e rs continuous anorovement increased activity do aaibhe iues #!�pnges qure mrbirements EftMignges organization fib*, Feu,tech dolativ�s and*aintenance &M et �*bAever ring int yrs and no r oustomers Tomaintain ;deet FY 2019 20 b*bsting More d mli ure Oet IlUlmrement To fide 1zpayers reviewetsDns omijTw apdtetioeal ar foxtiveness efficiency ii imizations thport t towardi bgement and keeping hoWes as pdabflAm high Wreice &Urkeholders Regards ROGER S. BAILEY, GENERAL MANAGER PAGE 01 1 ABOUT CENTRAL SAN November 15, 2018 Regular Board Meeting Agenda Packet- Page 141 of 254 OUR MISSION, VISION, Page 6 of 39 VALUES, AND GOALS MISSION To protect public health and the environment. VISION To be a high-performance organization that provides exceptional service and regulatory compliance at responsible rates. VALUES • People • Principles • Community • Leadership and Commitment STRATEGIC GOALS 1. Provide Exceptional 5. Maintain A Reliable Customer Service and Infrastructure Maintain An Excellent Reputation in The Community 6. Embrace Technology, Innovation, and 2. Strive to Meet Regulatory Environmental Sustainability Requirements 3. Be A Fiscally Responsible and � Effective Wastewater Utility 4. Recruit, Develop, and Retain 1000/0 a Highly-Trained and Safe Workforce ACHIEVEMENT OF OUR STRATEGIC GOALS AND INITIATIVES IN FY 2017-18 PACE 02 1 ABOUT CENTRAL SAN November 15, 2018 Regular Board Meeting Agenda Packet- Page 142 of 254 FY 2017-18 Page 7 of 39 STRATEGIC ACCOMPLISHMENTS CUSTOMER SERVICE • Hosted the third Central San Academy to educate 39 interested members of our public. • Celebrated the 20th Anniversary Household Hazardous Waste (HHW) Collection Facility and held a Collection Drive, serving 907 visitors - our highest participation week ever. ENVIRONMENTAL STEWARDSHIP • Achieved 20 consecutive years of total compliance with our wastewater discharge permit. • Executed a memorandum of understanding with local water agencies to collaborate toward an innovative recycled water exchange to augment the region's water supply. • Increased collection of HHW by 7% (140,594 lbs.) and unwanted pharmaceuticals by 4% (729 lbs.). • Reduced sanitary sewer overflows by 36%, from 39 to 25. INFRASTRUCTURE REHABILITATION • Continued to meet critical needs identified in our Comprehensive Wastewater Master Plan. • Installed approximately 10,000 feet of 18- to 24-inch trunk sewers as part of our Pleasant Hill-Grayson Trunk Sewer Project. PHYSICA! 4ND CYBER SECURITY • Received Municipal Information Systems Association of California Excellence in Information Technology (IT) Practices Award, as one of only four special districts to do so. • Completed Security Assessment Master Plan. PAGE 03 1 ABOUT CENTRAL SAN November 15, 2018 Regular Board Meeting Agenda Packet- Page 143 of 254 _ .V_ _r i Page 8 of 39 CENTRALSAN CENTRAL CONTRA COSTA SANITARYDISTRICT ABOUT US = -4` Central San is a special district governed by a five-member Board of Directors, who are elected by voters within the service area for four-year staggered terms. 182 -square-mile service area ^Martinez 290 budgeted full-time employees Established in 1946 Concord Pleasant Hill Clayton Headquartered in Martinez, CA Walnut Creek Orinda ■ Serving Lafayette 488,900 customers Moraga and Oakland Danville 3,000 businesses ■ Headquarters,Treatment Plant,HHW Collection Facility San Ramon 1,540 miles of sewer i elines ■ Collection Systems Operation(Sewer p p Maintenance) operated and maintained []Wastewater Collection and Treatment; HHW Collection Wastewater Treatment and HHW 44M gallons of wastewater Collection A o 2 HHW Collection only �Miles cleaned and disinfected per day November 15, 2018 r Board Meeting Agenda Packet- Page 144 of 254 y r� • LN I A%% $139.5M TOTAL " FOR FY 2018-19 ] $89.7M for O&M $45.5M for Capital Improvement Program (CIP) *> $5.6M for Debt Service $0.9M for Self-Insurance O&M .4' . r . 2M pounds of hazardous waste per year collected and kept out of landfills and waterways each year 12,500ounds of unwanted drugs s p 9 collected each year by our Pharmaceutical Collection Program 11,140 visitors served at V, r the Residential Recycled Water • , ; - Fill Station 3,433 students educated in h ' pollution prevention programsE 05 1 ABOUT CENTRAL SAN ' November 15, 2018 Regular Board Meeting Agenda Packet- Page 1 BUSINESS PROCESS IMPROVEME 1, As we prepare for a major project to replace the enterprise resoup e 10 of 39 planning software at the foundation of our operations, we are ' - identifying opportunities for efficiency within our business processes. The improvements made as a result of these efforts have made use of YJ. available technology, increased our predictability, and improved the sustainability of our operations. COMPLETED PROJECTS BUSINESS PROCESS DOCUMENTATION AND READINESS ASSESSMENT FOR ENTERPRISE RESOURCE PLANNING SOFTWARE With stance i 155, uizb pmt OFOA staff analyzedand documented Pashe®ses Accounting Asset MakJogrTiqnt Permitting , 606t-ajner Human Resources Peymflfimbnt Ryocure Qtgiftb g Nubatgigment Rn*erty Land Wenbijenhent &ppocutienttieg inworkflow ,which indbrporated in cow eTikiwpTce planningRRP software ELECTRONIC TIMEKEEPING krtelliTime automated t6perting and teeaking ttmt eliminatedjaaperwork thmekeeping J5 _vees tacess Oir�&sheets nabs eapervisors see ttm&group Rill INHEE'lew I&ly 2018 b1t;trng on Pfi#Wti&d iiigeiftcantt from�Tnd [rum ck fiei�enl met selecting the acdclor tobffrict tmiffwd on and deport newprogram . ENHANCED CUSTOMER WEBSITE �ilevv centralsan org improves `' ' trladsparency wee 1, el , turners expect PROTECTING fromtlkn�brezes PUBLIC olid to find information and AND THE horates ENVIRONMENT : refreshUdedlent femdback OL ftfitd and #Dillic tbatistics dine fisted in seeing and how to motion PAGE 06 1 BUSINESS PROCESS IMPROVEMENTS - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 146 of 254 ROOM SCHEDULING AND VISITOR CHECK-IN APP Pagel of 39 Them mpp ek#bwce s schedule VabLetted aside roomUsing tWaWtDyees tick roomavmi lability aahetlla�-_ directly onence dipped with daipa bi I ity FY201819 . UsingdWe VLOw bbtek ffifidots signing bDg book 069t rs fifth r informationon suIbi1dt Ohre andpiiitittly bi3rdgdaneously e.yees hawed simb i I text PURCHASING REQUISITION TICKET SYSTEM And tic system u0s fbirchasing filers skilllllbki�bons Witomer satisfactionwhwy fbi#Wett Purchasing tdeb informationto #lxh61d1bzd and establish toetrics intprlaaL- earls 1i®n bion '$ycftetn dies pdathDrm desk diti-qTaI needed . CONTROL SYSTEMS WORK ORDERS FIs in Phut our computerizeclsiyl eaweTa marks tobhqjnreyk3d tbility dines andeffdrdnate tedce c ry vdb1itImns bA I feda.fbdeshooting and tosiking related to Gppgt rr is FIs diti-qTaI needed 010gaWks tom Collection System OWrations Jnm6htenance INTERNAL AUDIT PROGRAM ESTABLISHMENT 6antral developed program to eUddsBdt bmited bfsghber b*:s FY W)17 Owbnpleted bud itaI pa#pII and Obhurement "E�p of contracted&it(jerked bmovements trade the auditedtuocesses ar f#ieroley controls PAGE 07 1 BUSINESS PROCESS IMPROVEMENTS - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 147 of 254 DOCUSIGNO Docusign bymkgroup P i$2 of 39 firing OMtzed savings eyBk4 and reducedflA;6mai/ork hwhees training tuailable dfi idirons Rurchasing and Human ftaUmbzds AUTOMATIC VEHICLE LOCATION Followingoi lot RWon WetworkFleet now ira Ak gram ves to efficiently _ dispatchfield hews *d on Jocality I'F fittiifiles icons tbsTwnse pnabrgencies fadluces consumption&bffg dAKirlestic teports bE dchmarks plreatAive p011aitliAtenance hdlllp cqydielol eafits dEdmadme DIG SMARTO Se ntral also implemented Dig ftl niatt emetically ander computerized Rityworks Oftroximately Underground Ak&tdce locating reclerieod 15�O ry #wtld Love th3dina Ily boars Rig394dafteet &1dart-_s ttrng araWks bilmulteey Oityworks ROD-STORAGE RACK Toperform amaintenance sodding eve thjock dale.6pTnent &add do this ftwWW Elbbirle went to dmEoil V Ydg #biffsed Way bbokife O f Ese yard each 1 RWA i t ttAEhdisrW b I es eagle toils onto an whicty aaamu - fa ctu red i n G-RD yard NkdfA 040ding bkmibersome MAINTENANCE HOTLINE Apihrrneion a"s 66affrttenance efficiently o6t"hmunicate each b#idng x chn js damectts ehohinations bdbw tstrwe eckaflu&iiiksaIIy to Mail mance Manager and5uperintendent PAGE 08 1 BUSINESS PROCESS IMPROVEMENTS - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 148 of 254 MECHANICAL SHOP REORGANIZATION Stuffftanical fkm been ! . improved Wocating ted age 13 of 39 gridders tvhreels ceding • arm consolidating aa& bolts shelvinginto phlibovas ging tpace ereate reservedbbf;assembled equipment r awaeteng s oKfttered the shops IMb6es tfti3nder been relocated to keep c dhlloblyg area 1 OTHER COMPLETED OPTIMIZATIONS • Modifiedfikokig6tp to to plicated Wsier readand snore With byemies • Establisheda newdbnzsdytent fimproved tracking andsegregation iacy fused-ve • BeganAmaming Board tneetings dAmby on web accessible allu'esg tonployees qpeue Lting arfterest inpftEieding theetings • I n s t a I I e d an-d rt b o a rd s aeras f k mte meetinginoadihtjes facilitation h tdlnAews meetings • ImplementedOffEmAsoft bodluding wipe Mjmk WhMnt others • Replacedoldtjh e software withtherie 20 new and improved beadiness WpimbtaI tearer read and tosier produce • OutfittedWMtment tablets Orev de with mobile tmcess ambiltmatics dther • Simplified€hffchasing requisition Offing authorization k si on .pzp&oilsory mdeidtng the kolabbxol 18to3 • Beganscoring Rliiifipasals @W&-,a 0g s he streamlined and kdtpmated pfticoss bblifilifoes teapa s tbbstantiate evaluations=mitteeedation h3vard • CreatedWrideus iygh USOSonline • Startedusing bldlie(tetion to allow bedpi4ctions be conducted lll:ehone • Updatedand serialized instituted paperless ac�hel�z PAGE 09 I BUSINESS PROCESS IMPROVEMENTS - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 149 of 254 ONGOING PROJECTS ERP SOFTWARE REPLACEMENT Page 14 of 39 SunGard HTE been Sant raI F,RP $mare figuUedat i o n a I iiw HumanAnscawnd6Wt Billing and related subsystems f planned to perform targeted tmprovements extend tif — aa re evements thgEfitlatio ns utatbuntering vision toaEde EeoGized lately to rtrz�&e moment high tmquod,rt an RFP in Dtigg a detailed0 tO system tequirements weeding vendors canr �� nts vekDdbon implementationkhedu led to begin in 05flI� BMW considering staffingaugmentation tweds allow bmpdr)yees dohtipue addition to setting up 9RP and learning how to Use INTRANET REPLACEMENT ftmt&ntn thUnhe F �� mationSystem OTIS end Ri ration F' ._ -: Witagement DIMS anets r� datedMaw bn}msnse hMction properly dmnftits W(ficult wA, keepupdated Haw Mkwets staff to res amahuals laiu#3kos dimer t tes Aselection e k ee ;a„r fhemonstrations Digital vnir.mW�.bho fI obyment Was used to update . r with staff tojiltte RISK INVENTORY I n Wfit@wt j3regiee$eng i Brent whicham*brgement &Atd7Tabn Those ri&a in an tory evaluated misting and planned riskigation qufflTtilbeing inrent oval in consideration of dh&elopment gsent jiftere aaarbnbdWd mitigation des and caWrts be pmffbixdically Om rd DIGITAL PROJECT PLAN REVIEW @mlfhtor It msent Ofrecess pilotingnew .isei sEgy W#Mt allowengineering pct kEe✓iewed and inspected digitally PAGE 10 1 BUSINESS PROCESS IMPROVEMENTS - ONGOING November 15, 2018 Regular Board Meeting Agenda Packet- Page 150 of 254 AUTOMATED SLUDGE RETENTION TIME CONTROL addEjtib mt entia I betldiaw Page 15 of 39 which and dissolvedflixtation operation To help maintain fs@ sistent automatedgjmtCfds irctatalled to anultrit=usly adjust tk6vated drs the alyftetiynts tefted re in WiV g6l I five M?sB PROJECT MANAGEMENT INFORMATION SYSTEM (PMIS) dement implementation @Lilder track schedulingand cash flow efigineering glee faint timTeuming and Mlle ly Buiildim and tollout wed bonuary A0A ,with the 4bbption 291%9 PIPELINE CLEANING SCHEDULES CSOUDntinues oll:elariiiTp b9heduIes bining §cff¢biaaIly aiaitb mize toffy d6mmases - - betweenjob airt>el§ fill ias61yity Miert OWextimately bfies ZN e scheduled boaWs each eduled ming and WAff t6aklinge aid u i es 06dIlteg oreWs REFINING USE OF CITYWORKSO Wntinue aWne :r eng)Norks boding custom a templates tbnate � repo rtarh 9 process I _ 5ts& collaborated to troubleshoot FIs 6edd✓s WINNER tdY)l an upgrade eibgwerim in tome rks The Boqzrtmental Award , addedtbility Gloom recognizinguAemplary nowaccbss erft3ffmation in the G*Works eru5htively fieldbying Owded amps tmntribute tbotinued Vw1lelts tyncs ted f®rrernent PAGE 11 1 BUSINESS PROCESS IMPROVEMENTS - ONGOING November 15, 2018 Regular Board Meeting Agenda Packet- Page 151 of 254 �. INFRASTRUCTURE UPGRADES Through responsible and robust maintenance practicjlgW6 of 39 'gave extended much of our infrastructure - originally built in the 7970's - well beyond its typical useful life. Therefore, we completed several optimizations this year to upgrade our i equipment for reliability, safety, and compliance with current and future regulations. COMPLETED PROJECTS :. HEADWORKS SCREENING UPGRADES iTfto r ks t reanquoics - fromf ,tewater to plrmtect reduce ossa r twvnstrea m ftladpment tuabce art thinned CIP inetaIled new Wheibris litatedtwo atmteftEy added new odor daldt6ol gatection 13 eaipment encloseddesign tmnnects tobtrol systemwhich msilllSt Health Risk I ue ry r good efteova I Nesage broAtejials collected Weethly alsoseen JAEgging downstream and reduced tiwd to clean Violet ofe@� nent ENHANCEMENT TO LUBRICATION PROGRAM rttenance grease their work Important have sot�ent inffe ba&pss lubrication . FrtoOntoried Y7mmtffie fiedIngs ingimEftanical assigned oodTs distributed art tffitenance help themt fl�%tion bquipment d Fue Marine filatltment guard against p i�nation gfzhse stffff time being tale Wa color �+ PAGE 12 l INFRASTRUCTURE UPGRADES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 152 of 254 VULNERABILITY/SECURITY STUDY fiWilirtmental iRiddebbilities Page 17 of 39 and' agents taking h1oklaralls eadhquakes flooding into consideration In FY M)17 AmTuated 20 mollities completed Medy GExarld klyation r3®$nmittee beenformed to t>bgllemm-rtded improvements plhdses developrecommended podcies programs PROXIMITY SWITCH PILOT AT PRIMARY SEDIMENTATION TANK Ap,rMdhnity inataIIed bbeg Ilat:tor gearbox p6lot dmobffilmnical finical was usedto stop dhator buds ixWberable tberosive 11-1-1 1pent hu(6talled in bll longfthktors thak& foiaintenance 2019 . LONG FLIGHT COLLECTOR MONITORING SYSTEM Aph ) inata l l ed to n-wr*b r , operationin tbdimentation tank tri uhtd es armstationed on each t1fia/e VH,iftb i0h is r damede byoken chain , T skippedchain damaged Fhkts k li M ITI M PLCcan velnme f'rg L-n soman OfibmDr RR 4q RR R fwitm9L. f gh is ohain and Voirators HYDRAULIC IRON WORKER anical now Wgdraulic Worker tote mu*s custom tooling €mound #pant � ek-vtlion (nods tmsive M*Upment tiwe = _ tbility §hAaad e1w punch instead of - elcilde notch Oansad t6rching andto grind and trifid 2I$is eliminates nta I such&orres cutting torch and atmospheric frerticulates grinding . PAGE 13 1 INFRASTRUCTURE UPGRADES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 153 of 254 DON'T JUST FIX IT; IMPROVE IT Page 18 of 39 Our Plant Maintenance staff is constantly rehabilitating our assets to extend their useful life and optimize their performance, going beyond simply performing the preventive maintenance (PM) or repair, but also asking what more can be done. Work is categorized as a "Don't Just Fix It; Improve It" (DJFI) in the following situations: Proposal of an optimization idea - Failure before an asst's useful life - Repeat failures showing on the Bad Actors list • Multiple reactive or corrective work orders on a high-criticality asset More than 1 reactive work order with a priority of 1 or 2 on specific asset between PM tasks. In tota1, 14 DJFIs were completed in FY 2017-18, including those on the following pages. WINNER -30' bility SMineering Mad9twmnce NaII 0 1 0'• ba.:(11ership PAGE 14 INFRASTRUCTURE witlbbility UPGRADES - COMPLETED DJFIa management November 15, 2018 Regular Board Meeting Agend6 Packet- Page 154 FURNACE NO. 2 CENTER SHAFT DRIVE Theold sbiftr in Multiple Hearth Page 19 of 39 Furnace No 2 had multiple hgzlesement no ale {>frchase and the des fly0aulic were maintenance and re #mss be removed with an ated design Xhus new design involving an the gearbox was structed and a variable ftiquency now trols speed t#ie pabbdi FIs possiblebefore The new design tikes ftfiilsibility btsb fifties maintenanceand more system control REPLACED CONDUIT AT PRIMARY SEDIMENTATION TANK Stofficed a mss inatalled as pilot stemless The old adnd d mater drain into gindors lag in Sion damage shock hazardThe new rpo n old the and droves tililiability equipment SPLIT COLLAR WRENCH ilieassembly fadlbr pump>Ihalgves a cbatltnn,�e Ose wrench thad refabricated f®e 08*jll1bA J abhined a wrench from a #Whr 3 ��ility M49er NMsle the zhskssembly mWiming downtime man hndrs andiponents eliminating the risk of damageto the uhabve Wdsked so thm ikpff designing a splim rh The smi I ACCESS HATCH z� Ahatch wasted finder hefioss a three vwdye the pre aeration basin €bior tallation to reach the valve pperators to remove a pedel railing and po a confined space w tio �J t 2 Sours PAGE 15 I INFRASTRUCTURE UPGRADES - COMPLETED DJFIS November 15, 2018 Regular Board Meeting Agenda Packet- Page 155 of 254 OTHER COMPLETED DJFIS • Modified0miar &uuth Glarifier Wdibgx greas�age 20 of 39 Pm rt th& reducing @Wky • Modifiedand bbbgilt gntation tamilplifying todr>jions qf0a*Wgjk ti le by addingatop in Oa6tidn • Addedbi(awa lwn f emL-ration Bogen differential OpEtRdti piping testing 4ozihgemabcia to better maintainand nt remove p6p,dbiittion ptugging in #d*W6hg downthgen ofigEibility falling dffbne €eying OTHER COMPLETED OPTIMIZATIONS • Replacedoeltworking switch to OnbkWimzzy leuiIt nisms 6ty QW*e tacess di-etwork • Expandedn-mtW(bolking tools tively • Installed*oftnding sings certain tnotors p-ffdYimatEee bang failure • Designedand fabricated baih fhk gybes scrubbers • Designedand fabricated pb ff�ileg thevice fdciiii L, khdsiker hfijibesey effectiveness • Modifiedauto lubrication hyktems in mug plects ORWi4wneh arms installed an auto - lubricationsystem on baduced C&aft wags • Designedfabricated and installed new gFiiltites smooth transition from�qaiare aaund Ohneeating clogging up t&her conveyor • Improved t0fifieWqt disinfection bypatz; instal lingshutdown dntkys enhancing dmfiLet • Pilotedd?trs �bqntation basins sesta ry • Tra ns i t i o n ed d6dUcHid draft from an tlaWti>rtetl-r tied e rn RLKa a c • Enhanced&mjgwe bpVjmling otic No]0 • Implementedcogeneration British thi tmal tantrol eax&gy siprepAMpn • Streamlinedand cleaned Witodan server tospdwfije PAGE 16 I INFRASTRUCTURE UPGRADES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 156 of 254 ONGOING PROJECTS SECURITY DRONE Page 21 of 39 Central bostracted with an Oqdablrymy fly droned preperty ptunt tble aacbss pmtbklly kCtly penclingA&dareh Administration approval STEAM AND BLOWER REPLACEMENT PROJECT Itment system imochplex aging haquires _ sigW tematnce ential perform dodoiaallp pAtbllel pec *d ly ffiwAa n d s #+s== dbDwe rs extra fow air demand)nridfitions dfigggers W&W4P &nergen - Undersized fiends mere sedandant ble ec Ism and dement used CIPkdms dan3dition and remaining d&sfUrhg boiler fkedrmater and aeration efflstlffrirated structural efEdtrical instrumentation and ti*Wknds confirm bmt wry aeration system I metibwnt botheadtent Nftele Wiloment optimal &[dressing 0@10fiiWents supportingtffb at3orative expand dipycled s aiJer the Refiydgd mange PORTABLE LOAD BANK Pumpingyed pocdattle loadfEmhiing fixed and gontallDrs verify operationlm-,Fdler Vikilw thoEncord NgWhbrial Kleen and C?u3nroads pingons lamok9w „u, PTOOTWnance with #OW4jby tble Omnh3klea nce troubleshooting. Bad tkWbks b.eed on the generators mate A:ulate L; bbt)ugh qMdretically good burn m rich r to imt festa n i ng PAGE 17 1 INFRASTRUCTURE UPGRADES - ONGOING November 15, 2018 Regular Board Meeting Agenda Packet- Page 157 of 254 EFFICIENCIES As we look to double our capital program budget nexge 22 of 39 year and continue in our fifth year of keeping our O&M budget flat, we have implemented efficiencies to manage and reduce costs without sacrificing the high level of service our customers expect from us. COMPLETED PROJECTS WET SCRUBBER PILOT Iilfica n Irs fir: . pilbth confirmed aew re �r designfMaldbe t � o6thpliance andent EdEpl�t��lkn�l i rements across daltiltluents collaboratedon tbiscessful WINNER s resultedin an estimated SanFrancisco statewide i0vings 14M&xgoing atkmt SlalkWing Facilities WEA Engineering and Research Rn#mlzement ResearchOWhievement l awrd OTHER COMPLETED OPTIMIZATIONS • Refinancedttebt r roximately 82M through 2029 on gTtemst costpa red to 0opmebts dtid bbThlds maintainingdmmmll tit • Negotiatedtkereases sive �EU in ids medical a nd¢entialers • Saved $50000 purchasing e nt rate • Repairedtwo a3dEkiblies U5CDs e ,which reduced the Umbukidme toe e ks mks saved about $8000 Oraick faerhanics fQtaI wmiters $16000 and cm-u nth idiiwkntime • Enrolledin Shereau motive Program to bene smogrr aju6dment bqnding in dWR Atdgram This s%ves 9300 Pmr smog SWEles twc- t*ntj tbbicles getogged PACE 18 1 EFFICIENCIES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 158 of 254 • Addedelecanting and filtration system to emulation machine toad mated s�Iving *out 1300 !fir t& Page 23 of 39 newifiers • Continuedto bitrirculate Yeaftmes dissolvedflixtation gearboxes ONGOING PROJECTS LIME REDUCTION TESTING j= bEiAded to btu3dge SIMedd�ng gyration to help condition the ` Uptkjtelring in fbmace Peclucingddmhacht would have r amential mdMztis ` '' - OE41a rs e ba4m i c a l relieve impacity fbmace Therefore ongoing eorative rte- th*biqtfsents ongoing to tbEt e (t$ng limraleading W hlether eabse melting in Xmsffes benchteading Pampleted in FY 2016 17 ,. Rmond i%g pmsLponed ire bolnbul a paraded SODIUM HYPOCHLORITE USAGE FOR #3 WATER tore aaptetnfcted and placed into aeayjcael 1998 the tMd13ffyl (# dary motion tit system implemented Bwttral started addingsodium kl$kpffaifhIorite to tt*h and low #fIetdifying thlity ate in Ositential h*Vjb1hcy th i n)® wd ples gathereddata C(bEffffirmed fii# anent plant v& tin admen System Permit andthle &mter iilM&nption owvs VantraI could ate feqmbchlorite to tigh andlow [kessure ntly by much.iag Wilted with elimination there 460tal reduction a)ciknately ns with € jots patre)ntialIy totimization ffnture PAGE 19 1 EFFICIENCIES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 159 of 254 SOLIDS HANDLING FACILITY IMPROVEMENTS motioning Building was Page 24 of 39 built thi3l 4970 bnd fuels ,tined C I P treject X1111! dWers new ei�nission control !i?r it �I�ill�f�1 �I � r1c with izesnents � lil�ll•IIIE�II■■ +� �+lltll ' andiency a es equipment ■��t �; trp(izwnts epdrations result lower &Mcosts 134ducing ehmtnical napd3iltenance #Kgienses �. includingf(bl&owing • NewtAwkfing tArdd fo r 17dtdia J Ory thickenedac tketed sludge i m provi ngderdgfaera bi I ity • N ewpaIlffm r high effittiidhges ftEkeps increasedaffiitbility sial airialg less f43&ace • NewkldbKul�, combustion b'e'En fbEnace improvingeirnission #kwjkys feud • N ewtmiNbWErs bV#mgency ash slurry drainsystem with P31tftia izrht tedt8le ensure z6thpliance both existing and expected regulatcrnpnts • Newest igattrat Wk collection system and ash plumpp systemto esed eafgl� oyee I � �r PAGE 20 1 EFFICIENCIES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 160 of 254 IMPROVE SLUDGE PROCESSING BY e 25 of 39 OPTIMIZING SELECTOR T - Agood > ctes. resultingin int pedaxtion in bulking and an increase Wedtment f acity tfWmate g6laievi ng da0abo neededusing existing bhnbmtjbcture improved performance anqp6s4u soticrb(bration related to Pladomated Slee d,ion Gptitrdiation on PagW help avoid over $10MM rylents y srurrently pti(igress needto benducted on bDng term bmsis hbe determiningstoq optimization actions ADOPTION OF UNIFORM PUBLIC CONSTRUCTION COST ACCOUNTING ACT (UPCCAA) In1RrW Rm rd adopted t1;CCAA to bffpt(bivQber 2018With tIfiKCAA 13antral can bafrngI fnocedures constructions bntracts 1 $0W meter *ilonis I atrdVve bfdding and allowt-tion xrelhNioing a pcmbpR!ELitive containing po*ect REPLACE EXISTING LIGHTING WITH LED LIGHTS AMWb±ant initiated to bjiATade intensity andioyent LED f'bctures ®avirgy bbkstenance going on few gees pbi3;r I•rghts R4W Collection fadjil tag wwh bql ting in the atly andvorks Room ire replaced. PACE 21 1 EFFICIENCIES - COMPLETED November 15, 2018 Regular Board Meeting Agenda Packet- Page 161 of 254 ON THE HORIZON Page 26 of 39 FORMALIZATION OF OPTIMIZATIONS PROGRAM meted motions whichingrains b-ptimizations dat#i,prany fvk*der divisionld3entified s ophi!ridemg inFY 201849 listed below . OPTIMIZATIONS CONSIDERED TO BEGIN FY 2018-19 iove 208 19 Inue work on the ongoingftp#=kzations FY M)17 including €0grbffirtant art5dats cement adkbp(dean tifie UPCCAAand OIS in addition to fbdbowing • Owkatlwwnt 91adtipurpose to record training motions Wmks lops Academy and er record oldrkmate I along Yneund and broad e n#mhaibiIities recording in them • WeEll6ence system to mess eachbersome € i eI • Switchto CalPERS health fiffzWbWe retiree Inca re � b tost Santral through membership in *Igbr • "ifilati communication Abe desktop phone t9stems ie dwa re *tilafifging b ishment • hbaffiage madatility Mey Collection 1540$tyng tbatracted staffing levels PAGE 22 1 ON THE HORIZON November 15, 2018 Regular Board Meeting Agenda Packet- Page 162 of 254 • Developsystem Ebarard Voticies Acbilr-6diste3tive Page 27 of 39 i•neiaodjiegient standardized Wi3deture najiensive log and -kmtive toocess o6thcide related tblmted Board Policies • Linkpdnotos insets Wogtrapl ida system $o staff ify went the # ioarUment • ]1ll#F-91 ,el to WWjAd6fi lJotaftiollysioned with bmiphxilal staff • t rent tuograms avoid dquilat met fly WledWqess Oveak mrd testi ngto ¢iraI F lite e / troubleshootingand ultrasound testing ftmogiragns testing / g7easing and ea*erMs • Q*ace 8xygen whab)zer often blues with ace with aew WnWer MW need0fillillikmance idyle oxygentesting on tfwv Onoflyzer ]aelhel$if TMUI&mynts dfway oxygen analyzer omnli theiinstrument • Establishuabmising program to dW&tpm nt®tp functioningtbAe lack tde avoid unforeseen delays capital projects fixed ds dement causingoaer&dds T t allivit4y disinfection l3q3falsing obsolete kbdki�re on low otadsmittance coordinating withUr4oluOwnent to WhiLm ily systemwith aew mrntt, 13 PAGE 23 l ON THE HORIZON November 15, 2018 Regular Board Meeting Agenda Packet- Page 163 of 254 � _ f ACKNOWLEDGEMENTS Central San is made of a diverse group of employees with varying skills and duties,yet we have found opportunities to optimize processes across our organization and will continue to do so as we move into FY 2018-19. Committing to optimize often means changing our past practices or routines, and, at times, it also requires a significant amount of work to launch and maintain. We are grateful to have staff who recognize the importance of laying this groundwork for long-term success. None of the accomplishments in this report would be possible without the hard work, ingenuity, and collaboration of our staff; the oversight of our managers and executives; and the support of our Board of Directors. *d I� vember 15, 2018 Regular Board Meeting Agenda Packet- Page 164 of 254 ACRONYMSPage 29 of 39 FOUND IN THIS DOCUMENT • l�bitimlltic • QftkaWment • SpOw pion Operations • WAFrove • Bt�e • lira I • H H\A1WUmMeJuaW • CJI �I�er�r�i�r�ce • aftna ble • P M PWW#0tTEffnae • ,�atYmemt • RSI • Rg6i o n • U MICAA AokAih titi g n • UVraviolet PAGE 25 I ACRONYMS November 15, 2018 Regular Board Meeting Agenda Packet- Page 165 of 254 Page 30 of 39 CENTRALSAKORG November 15, 2018 Regular Board Meeting Agenda Packet- Page 166 of 254 ACCOMPLISHMENTS : • r10 0010 N NUMBERS - des - 1. $14M i technology • „r' .� s;i!�i ire��C: • — ��' $8.2Mh r d#btancingft '' • s $297K v*ked . -. OmAlWers .:J W,G, - I $SOK �tbl e ' --- O g ming $16K i bk liion : �►�� . hmedvrb l i es $9K filoba+nitting NO 5npai edents 1,700 efibm#bige top fbituda: 1 oried 70 t> ""aging • • CENTRALSAN.ORG program • • FY 2017-IP 20ied SUMMARY OF "b it 5,20 r OPTIMIZATIONS ovember 5, 20 8 Regular Board Meeting Agenda Packet- BUSINESS INFRASTRUCTURE EFFICIENCIES PROCES&- UPGRAQES 1 VEMENTS • . ftwjMeiminge •:NN :1 10 r.;:, 5t: m m;. - aaiiCynent »•�» U3qzg3wDc k - -• ffaigtment EAAeonment - � Y Rudea rc h Rtekdevehient ONGOINGO WAizwdr Y- ane DAMbber fe4uxir&wpnts OIN • ' - DON'T JUST FIX IT; SoiWing IL IMPROVE IT •,: .� : Meffiftenance :n aou - : (8 01. Opiftpi-zonce JWWlessing fialh _ 01W&ate costs = T ming CityWorks Hxcellence fdaced QDMtratitign DgmAit rental rimed ::a: • . : - t t•:n• " bibmative �ty expedite m a ilrge�ram # hpk&kdors project 0. -77? ou#4EBtbons • - EBtbons s completion November 109"Miar Board Meeting end lb�VrPage 168 of 254 Page 33 of 39 Optimizations Program Plan Under General Manager Roger S. Bailey's leadership, Central San has emphasized optimizations as a means of becoming a highly efficient and effective utility with a focus on continuous improvement. We protect public health and the environment in service to our customers, to whom we aim to deliver the best value for their investment, while maintaining our reputation of being safe and reliable. As our agency is in its 72nd year of operation, much of our infrastructure is in need of replacement, and we consider each task, no matter how small, an opportunity to identify ways to do our work better. This fiscal year, we formalize this mindset with the launch of Central San's Optimizations Program. Objective for FY 2018-19 To inaugurate the Optimizations Program, which will identify and execute optimizations to critical processes District wide, develop a mechanism to track progress, establish executive oversight, and ingrain optimizations into the company culture as an everyday mindset for all staff. Structure An Optimizations Tracking Log has been created for internal use. This log will track optimizations that occur throughout the year and will serve as a centralized, running list of all ongoing and planned optimizations District wide. After the close of each fiscal year, each division manager will be asked to submit at least one optimization planned to begin in the following fiscal year and meet the following criteria: • The initiative must be critical or important to the operation of the District. • A team must be named to manage the project. • Each Manager and Department Director is expected to be involved in the development and implementation. To ensure timely and successful outcome of all projects, the Management Analyst will facilitate a quarterly progress review at Managers Forum. The Optimizations Steering Committee, consisting of the Executive Team, will also meet as needed to support the program. At the end of each fiscal year, staff will provide an annual report to the Administration Committee and full Board on the achievements and progress of the fiscal year, as well as the optimizations planned for the next fiscal year. Presentations will also be made periodically at departmental staff meetings. November 15, 2018 Regular Board Meeting Agenda Packet- Page 169 of 254 11/06/18 FISCAL YEAR (FY) 2017-18 OPTIMIZATIONS ANNUAL REPORT AND PROGRAM PLAN Board Meeting November 15, 2018 Christina Gee Management Analyst FY 2017-18 ANNUAL REPORT •Achievements and • progress in optimizations by category • Business Process Y' OPTIMIZATIONS Improvements y ANNUAL REPORT IN • Infrastructure Upgrades ' � • Efficiencies - r August 2013— July 1, 2017— . On the Horizon June 30, 2017 June 30, 2018 . Program formalization • FY 2018-19 A�MARY „„ TONsF optimizations z ' November 15, 2018 Regular Board Meeting Agenda Packet- Page 170 of 254 1 11/06/18 BUSINESS PROCESS IMPROVEMENTS • Enhanced customer website • App for visitor check-in and room scheduling • Business process documentation and readiness assessment • Electronic timekeeping • Work order ticketing systems • Internal audit program • Automatic vehicle location (AVL) • Rod-storage rack ` L ram for automatic creation of / rground service alert(USA) locating est work orders 3 INFRASTRUCTURE UPGRADES • Headworks screening upgrades • Vulnerability/Security Study rl+ • Core networking switch replacement • Don't Just Fix It; Improve It (DJFI) • Optimization idea • Failure before asset useful life • Repeat failures showing up on Bad Actors list • Multiple reactive or corrective work orders on high-criticality asset • More than 1 reactive work orders with ° priority of 1 or 2 on specific asset betwpreventative maintenance J.een 4 �I November 15, 2018 Regular Board Meeting Agenda Packet- Page 171 of 254 2 11/06/18 14 DJFIS COMPLETED • Furnace No. 2 Center Shaft Drive • Conduit at Primary Sedimentation Tank • Split Collar Wrench • Access Hatch EFFICIENCIES •Piloting wet scrubber technology •Refinancing debt(total anticipated gross interest savings through 2029) •Negotiating rate decreases in benefits costs F9,71III •Purchasing control systems hardware at an early-bird rate •Repairing two rodder assemblies in house •Submitting AVL data in lieu of smogging vehicles •Reusing recirculated oil for the clarifiers CIENTRALSAN 6 ' November 15, 2018 Regular Board Meeting Agenda Packet- Page 172 of 254 3 11/06/18 FY 2017-18 ONGOING OPTIMIZATIONS • New enterprise resource V planning software • Intranet replacement • E-Builder® project management information system • CityWorks® refinement • Uniform Public Construction Cost Accounting Act • Solids Handling Facility Improvements • Steam and Blower Replacement OPTIMIZATIONS PROGRAM PLAN • Structure • Optimizations Tracking Log • Quarterly progress review at Managers Forum • Optimizations Steering Committee meetings as needed • Annual reporting to Administration Committee and full Board • Commitment to plan additional projects for next fiscal year • Periodic departmental presentations • Objectives • Identify and execute optimizations to critical processes District wide • Develop a mechanism to track progress • Establish executive oversight • Ingrain optimizations into our culture as an everyday mindset for all staff 8 November 15, 2018 Regular Board Meeting Agenda Packet- Page 173 of 254 4 11/06/18 FY 2018-19 PLANNED OPTIMIZATIONS •Switch to CalPERS health • Install video camera in Multipurpose Room •Enhance performance evaluation system •Link photos to assets in geographic information system •Replace Furnace No. 2 oxygen analyzer • Evaluate vehicle fleet inventory • Improve reliability of ultraviolet disinfection basins _ 1 CENTRALSAN CONCLUSION •Next steps •Complete implementation of ongoing FY 2017-18 optimizations • Evaluate and/or fulfill planned FY 2018-19 optimizations -Thank You •Staff •Division Managers • Executive Team •Board 10 ' CENTRALSAN November 15, 2018 Regular Board Meeting Agenda Packet- Page 174 of 254 5 11/06/18 QUESTIONS? CENTRALSAN November 15, 2018 Regular Board Meeting Agenda Packet- Page 175 of 254 6