vvEPA Incident Action Checklist- Flooding The actions in this checklist are divided up into three "rip & run" sections and are examples of activities that water and wastewater utilities can take to: prepare for, respond to and recover from flooding. For on-the-go convenience, you can also populate the "My Contacts" section with critical information that your utility may need during an incident. Flooding Impacts on Water and Wastewater Utilities Flooding is common throughout much of the United States and can be caused by heavy precipitation events, storm surge, levee or dam failures or inadequate drainage. These events often occur with little or no notice, and can cause extensive damage to drinking water and wastewater infrastructure. Flooding impacts to utilities often include, but are not limited to: Infrastructure damage, possibly resulting in service interruptions Pipe breaks due to washouts, which could result in sewage spills or low water pressure throughout the service area Debris blockage at an intake or unearthed water and wastewater lines due to falling trees Loss of power and communication lines Combined sewer overflows (CSOs) Water quality changes to source waters and treated effluents, including increased turbidity, increased nutrients and other potential contaminants Restricted access to the facility due to debris, flood waters and damage to roadways from washouts and sinkholes Loss of water quality testing capability due to restricted facility and laboratory access and damage to utility equipment The following sections outline actions water and wastewater utilities can take to prepare for, respond to and recover from floods. Example of Water Sector Impacts and Response to a Flood Warwick, Rhode Island Wastewater Treatment Plant Flooding In March of 2010, a monthly record of nearly 16 inches of rain caused extreme flooding along the Pawtuxet River in the City of Warwick, Rhode Island, and left the Warwick Wastewater Treatment Plant completely flooded. Staff members were forced to move critical mobile equipment to higher ground as flood waters rose and threatened electrical equipment. The flood took the facility and six pumping stations along the Pawtuxet River offline. The Warwick Sewer Authority was forced to purchase five large portable pumps to keep up capacity. Although the levees in Warwick were built three feet higher than the 100-year flood level, the river reached three feet above the levees during the 2010 flood. Rhode Island Department of Emergency Management (RIDEM) personnel recommended that the wastewater treatment plant be designed to higher flood levels (e.g., 500-year flood) to mitigate future damage from flooding events. Since the flood, the utility moved its Supervisory Control and Data Acquisition (SCADA) system to the second floor from the ground floor of the operations building. The utility has also purchased several new generators and other energy efficient equipment. Source: Brown University Center for Environmental Studies, "Emergency Management in Rhode Island: A Look at the State's Level of Preparedness and Management of Resources. Communication, and Infrastructure During the March 2010 Floods." Source: Treatment Plant Operator Magazine, January 2011 Issue, "Managers and operators at two Rhode Island treatment plants report experiences and lessons learned from the severe floods of March 2010." 1 of 9 ------- My Contacts and Resources CONTACT NAME UTILITY/ORGANIZATION NAME PHONE NUMBER Local EMA State EMA State Primacy Agency WARN Chair Power Utility Planning Incident monitoring: . Quantitative Precipitation Forecasts (National Oceanic and Atmospheric Administration [NOAA]) . Excessive Rainfall Forecasts (NOAA) . River Observations. Forecasts, and Experimental Lona-Ranae Flood Risk (NOAA) U.S. Spring Flood Risk (NOAA) . Flood Inundation Mapper (United States Geological Survey [USGS]) . WaterNow (USGS) . WaterAlert (USGS1 . WaterWatch (USGS1 Map Service Center to find flood map by address (Federal Emergency Management Agency [FEMA]) National Weather Service Weather Alerts (NOAA) Planning for an Emergency Drinking Water Supply (EPA) All-Hazard Consequence Management Planning for the Water Sector (Water Sector Emergency Response Critical Infrastructure Partnership Advisory Council [CIPAC] Workgroup) Vulnerability Self Assessment Tool (VSAT) (EPA) Preparing for Extreme Weather Events: Workshop Planner for the Water Sector (EPA) Tabletop Exercise Tool for Water Systems: Emergency Preparedness. Response, and Climate Resiliency (EPA) How to Develop a Multi-Year Training and Exercise fT&B Plan (EPA) Make a Plan (FEMA) Coordination Water/Wastewater Agency Response Network (WARN1 (EPA) Community Based Water Resiliency (EPA) Facility and Service Area Emergency Response and Preparedness Florida WARN Best Management Practices for Water and Wastewater Systems (University of Florida Center for Training) What to Do After the Flood (EPA) Mitigation Climate Resilience Evaluation and Awareness Tool (GREAT) (EPA) Adaptation Strategies Guide (EPA) 2 of 9 ------- Actions to Prepare for a Flood Planning Monitor weather and stream/river flow conditions to anticipate potential flooding conditions. Sign up for US Geological Survey's (USGS) WaterAlert service to receive an email or text message alert when the river gauges that you have identified surpass specified parameters. Review and update your utility's emergency response plan (ERP), and ensure all emergency contacts are current. Conduct briefings, training and exercises to ensure utility staff is aware of all preparedness, response and recovery procedures. Identify priority water customers (e.g., hospitals), obtain their contact information, map their locations and develop a plan to restore those customers first, in case of water service disruptions. Develop an emergency drinking water supply plan and establish response partner contacts (potentially through your local emergency management agency [EMA] or mutual aid network) to discuss procedures, which may include bulk water hauling, mobile treatment units or temporary supply lines, as well as storage and distribution. Consult Federal Emergency Management Agency (FEMA) flood maps (link provided in the Resources section of this document) to determine which locations in your service area are most vulnerable to flooding. Conduct a hazard vulnerability analysis in which you review historical records to understand the past frequency and intensity of flood events and how your utility may have been impacted; consult USGS's WaterWatch (link provided in the Resources section of this document) to review archived streamflow maps. Consider taking actions to mitigate flood impacts to the utility, including those provided in the "Actions to Recover from a Flood: Mitigation" section. I I Complete pre-disaster activities to help apply for federal disaster funding (e.g., contact state/ local officials with connections to funding, set up a system to document damage and costs, take photographs of the facility for comparison to post-damage photographs). Join your state's Water/Wastewater Agency Response Network (WARN) or other local mutual aid network. Coordinate with WARN members and other neighboring utilities to discuss: Outlining response activities, roles and responsibilities and mutual aid procedures (e.g., how to request and offer assistance) Conducting joint tabletop or full-scale exercises Obtaining resources and assistance, such as equipment, personnel, technical support or water Establishing interconnections between systems and agreements with necessary approvals to activate this alternate source. Equipment, pumping rates and demand on the water sources need to be considered and addressed in the design and operations Establishing communication protocols and equipment to reduce misunderstandings during the incident Coordinate with other key response partners, such as your local EMA, to discuss: How restoring system operations may have higher priority than establishing an alternative water source Potential points of distribution for the delivery of emergency water supply (e.g., bottled water) to the public, as well as who is responsible for distributing the water 3 of 9 ------- Actions to Prepare for a Flood (continued) \ | Understand how the local and utility emergency operations center (EOC) will be activated and what your utility may be called on to do, as well as how local emergency responders and the local EOC can support your utility during a response. If your utility has assets outside of the county EMA's jurisdiction, consider coordination or preparedness efforts that should be done in those areas. I | Ensure credentials to allow access will be valid during an incident by checking with local law enforcement. I | Sign up for mobile and/or email alerts from your local EMA, if available. Communication with Customers Facility and Service Area I Develop outreach materials to provide your customers with information they will need during a flood (e.g., clarification about water advisories, instructions for private well and septic system maintenance). I Review public information protocols with local EMA and public health/primacy agencies. These protocols should include developing water advisory messages (e.g., boil water, warnings that service disruptions are likely) and distributing them to customers using appropriate mechanisms, such as reverse 911. Keep in mind that the notice may need to be delivered prior to the storm to be effective. Inventory and order extra equipment and supplies, as needed: Motors Fuses Chemicals (ensure at least a two week supply) Cellular phones or other wireless communications device Emergency Supplies Tarps/tape/rope Cots/blankets First aid kits Foul weather gear Plywood Flashlights/flares Sandbags (often, sand must be ordered as well) Bottled water Batteries Non-perishable food Ensure communication equipment (e.g., radios, satellite phones) works and is fully charged. Develop a GIS map of all system components and prepare a list of coordinates for each facility. Document pumping requirements and storage capabilities, as well as critical treatment components and parameters. r Notes: 4of9 ------- Actions to Prepare for a Flood (continued) Personnel Identify essential personnel and ensure they are trained to perform critical duties in an emergency (and possibly without communication), including the shut down and start up of the system. Establish communication procedures with essential and non-essential personnel. Ensure all personnel are familiar with emergency evacuation and shelter in place procedures. Pre-identify emergency operations and clean- up crews. Establish alternative transportation strategies if roads are impassable. Consider how evacuations or limited staffing due to transportation issues (potentially all utility personnel) will impact your response procedures. Identify possible staging areas for mutual aid crews if needed in the response, and the availability of local facilities to house the crews. Encourage personnel, especially those that may be on duty for extended periods of time, to develop family emergency plans. Power, Energy and Fuel Evaluate condition of electrical panels to accept generators; inspect connections and switches. Document power requirements of the facility; options for doing this may include: Placing a request with the US Army Corps of Engineers 249th Engineer Battalion (Prime Power): http://www.usace.army. mil/249thEngineerBattalion.aspx Using the US Army Corps of Engineers on-line Emergency Power Facility Assessment Tool (EPFAT): http://epfat.swf.usace.army.mil/ Confirm and document generator connection type, capacity load and fuel consumption. Test regularly, exercise under load and service backup generators. Contact fuel vendors and inform them of estimated fuel volumes needed if utility is impacted. Determine your ability to establish emergency contract provisions with vendors and your ability to transport fuel if re-fueling contractors are not available. Develop a backup fueling plan and a prioritization list of which generators to fuel in case of a fuel shortage. Collaborate with your local power provider and EOC to ensure that your water utility is on the critical facilities list for priority electrical power restoration, generators and emergency fuel. 5 of 9 ------- Actions to Respond to a Flood: With Advance Notice Facility and Service Area I Secure equipment; move electronics, equipment and important data to a water-tight facility or out of flood-prone areas. Determine areas outside of the floodplain where vehicles/equipment can be moved. I Clear storm drains and set up sandbags to protect facilities in flood-prone areas. Place sandbags on the top of tanks so that backwash water is directed away from plant structures. I Check that back-up equipment and facility systems, such as controls and pumps, are in working order, and ensure that the utility has a two week supply of all chemicals on hand. Protect exposed lines or pipes that may become vulnerable due to streambank erosion. Fill storage tanks to full capacity to maximize storage and fill empty chemical storage tanks with water if a heavy precipitation event is anticipated, to prevent floating. Wastewater utilities should empty holding tanks, ponds and/or lagoons to prepare for an increase in flow and to minimize the chance of a release during heavy weather incidents. Power, Energy and Fuel Fuel vehicles and fill fuel tanks to full capacity and ensure that you have the ability to manually pump gas in the event of a power outage. Ensure this equipment and other hazardous materials are located in a safe zone. 6 of 9 NOAA ------- Actions to Respond to a Flood Coordination I I Notify your local EMA and state regulatory/ primacy agency of system status. I I If needed, request or offer assistance (e.g., equipment, personnel) through mutual aid networks, such as WARN. I I Assign a representative of the utility to the incident command post or the community's EOC. Communication with Customers I I Notify customers of any water advisories and consider collaborating with local media (television, radio, newspaper, etc.) to distribute the message. If emergency water is being supplied, provide information on the distribution locations. Facility and Service Area Overall _l Conduct damage assessments of the utility to prioritize repairs and other actions. _l Check that back-up equipment and facility systems, such as controls and pumps, are in working order, and ensure that chemical containers and feeders are intact. _l If necessary and possible, turn off all utilities associated with your facilities to prevent further damage and minimize electrical and explosive hazards. Drinking Water Utilities Inspect the utility and service area for damage due to debris, downed trees and floodwaters. Identify facility components (e.g., valve boxes) and fire hydrants that have been buried, are inaccessible or have been destroyed. Ensure pressure is maintained throughout the system and isolate those sections where it is not. Isolate and control leaks in water transmission and distribution piping. Monitor water quality, develop a sampling plan and adjust treatment as necessary. Notify regulatory/primacy agency if operations and/or water quality or quantity are affected. Utilize pre-established emergency connections or setup temporary connections to nearby communities, as needed. Alternatively, implement plans to draw emergency water from pre- determined tanks or hydrants. Notify employees of the activated sites. Wastewater Utilities Inspect the utility and service area, including lift stations, for damage and power availability. Inspect the sewer system for debris and assess the operational status of the mechanical bar screen. If necessary, run system in manual operation. 7 of 9 ------- Actions to Respond to a Flood (continued) \ Inspect all manholes and pipelines in flood-prone areas for inflow and infiltration after the flood waters recede. I Consider suspending solid waste processing during periods of high flow to conserve bacteria and prevent it from washing out of the plant. I Notify regulatory/primacy agency of any changes to the operations or required testing parameters. Documentation and Reporting Personnel Document all damage assessments, mutual aid requests, emergency repair work, equipment used, purchases made, staff hours worked and contractors used during the response to assist in requesting reimbursement and applying for federal disaster funds. When possible, take photographs of damage at each work site (with time and date stamp). Proper documentation is critical to requesting reimbursement. Work with your local EMA on the required paperwork for public assistance requests. Account for all personnel and provide emergency care, if needed. Caution personnel about known hazards resulting from floods. Deploy emergency operations and clean-up crews. Identify key access points and roads for employees to enter the utility and critical infrastructure; coordinate the need for debris clearance with local emergency management or prioritize it for employee operations. Power, Energy and Fuel Use backup generators, as needed, to supply power to system components. Monitor and plan for additional fuel needs in advance; coordinate fuel deliveries to generators. Maintain contact with electric provider for power outage duration estimates. r Notes: 8 of 9 ------- Actions to Recover from a Flood Coordination Documentation and Reporting I I Continue work with response partners to obtain funding, equipment, etc. Communication with Customers Assign a utility representative to continue to communicate with customers concerning a timeline for recovery and other pertinent information. Facility and Service Area I I Complete damage assessments. I I Complete permanent repairs, replace depleted supplies and return to normal service. Compile damage assessment forms and cost documentation into a single report to facilitate the sharing of information and the completion of state and federal funding applications. Visit EPA's web-based tool, Federal Funding for UtilitiesWater/Wastewaterin National Disasters (Fed FUNDS), for tailored information and application forms for various federal disaster funding programs: http://water.epa.gov/ infrastructure/watersecurity/funding/fedfunds/ Develop a lessons learned document and/or an after action report (AAR) to keep a record of your response activities. Update your vulnerability assessment, ERP and contingency plans. Revise budget and asset management plans to address increased costs from response-related activities. Mitigation Notes: Identify mitigation and long-term adaptation measures that can prevent damage and increase utility resilience. Consider impacts related to the increased frequency of intense flooding when planning for system upgrades (e.g., elevating critical utility assets above projected flood levels, waterproofing building access areas, using flood control methods to modify runoff, managing stormwater through green infrastructure). Office of Water (4608-T) EPA 817-F-15-005 January 2015 9 of 9 ------- |