Okaloosa County BOCC — August 11, 2015 — Water and Sewer — reading text

new, larger water mains to the area and fire hydrants to provide increased fire protection and ensure the reliability of the system. Ø Mid County Tank #4 (land acquisition) – a second elevated water tank near the Bob Sikes Industrial Park would provide for increased storage, reliability, and redundancy for the potable water and fire suppression systems. This project is partially funded by a Northwest Florida Water Management District grant. Approximately 1.1 acres of land was acquired for the tank and associated infrastructure. Ø Newcastle Area Water System Improvements (construction) – provide new, larger water mains to the area and fire hydrants to provide increased fire protection and ensure the reliability of the system. This project is partially funded by a Florida Department of Economic Opportunity Community Development Block Grant. Ø Poquito Bayou Water Main & Force Main Bores (design) – replace the aging, deteriorated mains under Poquito Bayou with new directional bores. Ø Repaired 659 water line breaks, an average of 1.80 leaks a day. Ø Repaired 397 sewer line breaks, an average of 1.08 breaks a day. Ø Performed 78 water taps. Ø Performed 52 sewer taps. Ø Exchanged 1,226 ¾’’ water meters. Ø Repaired 52 manholes. Ø Responded to 604 after-hours calls, an average of 11.6 calls a week Ø Completed 3,634 work orders (excludes work orders for special projects and water/sewer taps). PROGRAM GOAL: To be on call and ready to perform any repair to any facet of the Okaloosa County Water & Sewer Systems’ service area at any time 24/7/365. To handle all projects undertaken in a professional manner with a minimal amount of service disruption to our customers. KEY OBJECTIVES: 1. Ensure budgetary, personnel, customer service and purchasing functions comply with County policies and procedures. 2. Preserve and protect ageing infrastructure to provide quality of service to customers. 3. Maintain and extend the useful life and utility of County facilities. 4. Ensure the preservation and safe operation of all work related equipment. 5. To provide routine and preventative maintenance for the system. 6. To provide emergency response capabilities to prevent all but short term interruptions to service and prevent system losses or environmental damage. 7. To maintain and improve key components of the Water & Sewer infrastructure. The following projects are planned for FY2016: Ø Camp Rudder Force Main & Lift Station (construction) – provide sewer service to Camp Rudder via a master lift station and approximately 8.6 miles of piping. This project will divert all wastewater flows from Camp Rudder to the APWRF. Ø Diversion of East County wastewater from the Niceville-Valparaiso Regional Sewer Board Plant to the Arbennie Pritchett Water Reclamation Facility (APWRF) (construction) – construct a new force main and pump station to divert OCWS sewer flow from NVRSB to the Arbennie Pritchett WRF. This will consolidate flows and reduce overall wastewater treatment cost for the flows from our East County service area. Project will also eliminate Rocky Bayou Lift Station, Post Office Lift Station, and miles of 14” aging, sewer force main. Ø Garniers Area Sanitary Sewer Rehab (construction) – installed cured-in-place liners on vitrified clay sewer mains and brick manholes to reduce the inflow and infiltration, which is currently inundating the wastewater collection system. This project is partially funded by a state appropriation administered by a FDEP Grant Agreement. Ø Marlowe Area Water System Improvements (construction) – provide new, larger water mains to the area and fire hydrants to provide increased fire protection and ensure the reliability of the system. Ø Meigs-Seminole Lift Station & Associated Force Mains (design & construction) – replace the aging and undersized Meigs-Seminole Lift Station, which currently pumps all the wastewater from Bluewater Bay to the NVRSB facility. Ø Poquito Bayou Water Main & Force Main Bores (construction) – replace the aging, deteriorated mains under Poquito Bayou with new directional bores.  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Miles of Sewer main / Maintenance Personnel 448/7 460/7 471/7 Miles of Water main / Maintenance Personnel 466/9 471/9 480/10 Input Number of new sewer taps 52 146 150 Number of new water taps 78 162 167 Dollar value - new sewer taps $8,874,898 $489,569 $500,000 Output Dollar value - new water taps $327,539 $216,954 $220,000 Feet/Miles of sewer lines cleaned 149,561/28 110,839/20 209,000/39 Efficiency Number of main breaks repaired – Water 659 646.8 679.14 Effectiveness Number of main breaks repaired – Sewer 397 354.2 371.91 Valves maintenance 148 100 1,650 Number of work orders (excludes taps & projects) 3,634 3,976 4,174.8 Man hours per work order 9.20 6.40 5.60  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: PHYSICAL ENVIRONMENT DEPARTMENT/PROGRAM: WATER & SEWER ENTERPRISE FUND/ADMINISTRATION (I.T., CUSTOMER SERVICE, FINANCE & SUPPLY) PROGRAM DESCRIPTION: This program is responsible for the administrative functions of the department. Responsibilities include accounting, billing, customer service, debt collection, IT, SCADA (supervisory control and data acquisition), logistics, project and maintenance costing, contract and grant administration, personnel functions, and budget administration. REVENUE: The Water & Sewer enterprise fund receives revenue through monthly customer billings, capacity expansion charges and related ancillary charges for use of both the Water and Sewer systems within the Okaloosa County service area. The funds customer base is currently in excess of 37,000 water service and 34,000 sewer service connections both residential and commercial. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Revamped the Water & Sewer customer website, making it more modern, streamline, and easier to use. The new website now allows for automatic bank draft to be setup online within minutes. Ø Continued to promote green options including e-billing and e-payments resulting in a reduction in the number of paper bills mailed each month. Ø Continued to provide multiple options for payment of water & sewer bills including online and via the IVR (Integrated Voice Response) system, including online check payments. Ø Added 2 Part Time Customer Service Representative positions to increase level of service, to include reducing “on hold” times for customers calling in by telephone. Ø Maintained an extremely low level of bad debt write offs (below 1% of revenue). Ø Completed various software updates: Click2Gov 1 to 3, Naviline 8.1 to 9, iSeries V5.4 to V7.1. Ø Migrated additional physical servers to the virtual environment within IT and SCADA to replace outdated servers. Continue green movement that decreases the number of physical servers needed. Ø Changed out all Windows XP computers within Water & Sewer to Windows 7. Ø Transferred Bluewater radio read meters to a combination of drive-by and walk-by reads for tank painting and then back to radio after tank painting completion. Ø Improved the reliability of SCADA by establishing a new Wonderware galaxy, historian, and HMI application in the virtual environment. Then migrate the existing galaxy into the new 2014 system. Ø Converted the SCADA systems on the Island from serial radio based communication to IP communication. Ø Added 3 new sites to SCADA: Del Cerro II Well, Eglin Main Base Lift Station, and Plew Lift Station. Ø Increased SCADA communications dependability by adding a T1 dedicated IP circuit to handle remote communications from the Verizon and Sprint private networks. Ø Completed compartmentalization/segregation of inventory by location in order to increase efficiencies during cycle counts and fiscal year end. PROGRAM GOAL: To provide the administrative support necessary to operate these “back office” services, including all OCWS purchasing and inventory. To provide excellent customer service to our rate payers through all available means, including face to face, via telephone or internet. To also provide a high level of “internal customer service” as it relates to other departments within the water & sewer fund.  KEY OBJECTIVES: 1. Replace equipment that is past its useful life to prevent wasted man hours and poor customer service due to equipment failures and time needed to repair the equipment. 2. Ensure budgetary, personnel, customer service and purchasing functions comply with County policies and procedures. 3. Maintain and extend the useful life and utility of OCWS IT & SCADA infrastructure. 4. Reduce overall per capita consumption through the promotion and utilization of conservation techniques. 5. Ensure the preservation and safe operation of all work related equipment. 6. Provide accurate and timely customer billing. 7. Provide prompt and courteous customer service. 8. Provide all required computer support for the department. 9. Provide budgetary guidance and support to the department. 10. To increase the efficiency and coordination between payment postings and the update to the “cut off list”. 11. To increase awareness of conversation strategies and reduce energy costs throughout the department. 12. To maintain annual bad debt write offs at a level of less than 1% of yearly billings. The following projects are planned for FY2016: Ø Continue to improve SCADA communication by moving to an IP-based network and updating remote telemetry units (RTUs) in County West and Garniers service areas. Ø Update SCADA Systems at water reclamation facilities (WRFs). Ø Continue to inform customers about all the tools available to do business with OCWS. Ø Physical restructuring of the warehouse to increase control levels of inventories, and develop/implement a “Segregation of Duties” plan for the Logistics Division. Ø Establish appropriate documentation of accounting procedures and processes department wide, including steps for year-end processing. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Bad debt written off as a % of annual billings <1.0% <1.0% Water & Sewer accounts / Cust. Service personnel 30,000/13 >30,000/13 >30,000/13 Efficiency Number of new accounts set up - Water 8,682 8.937 9,192 Number of new accounts set up - Sewer 7,310 7,469 9,192 Number of Cut offs processed 8,356 8,971 9,686 Effectiveness Total Bills processed monthly - in excess of 31,500 31,900 32,300 Average number of monthly