oEPA Taking Stock of Your Water System United States Ena,Proton Sjmp|e Asset |nventory for Very Small Drinking Water Systems ------- Office of Water (4606 M) EPA 81 6-K-03-002 www.epa.gov/safewater October 2004 ------- Contents Why Take Stock of Your Water System? An Overview of this Brochure 1 How to Use this Brochure 2 Elements of a Simple Asset Inventory 3 How Long Will It Last? Using the Typical Life Expectancies Table 4 Asset Inventory Worksheets 5 Drinking Water Source and Intake Structures 5 Treatment System 9 Tanks 11 Distribution System 13 Valves 15 Electrical Systems 17 Buildings 19 Service Lines 21 Hydrants 23 Next Steps: Asset Management Plan 25 Prioritization Table 26 Budgeting for Rehabilitations and Replacements 29 Budgeting Table 30 How to Carry out the Plan 33 The Role of Key Decision Makers 33 Next Steps 33 Appendix A: Contacts andResources 34 Appendix B: Sources of Financial Assistance to Drinking Water Systems 35 ------- Why Take Stock of Your Water System? An Overview of this Brochure This brochure is a guide to help very small water systems, such as manufactured home communities and homeowners' associations, assess their condition by preparing a simple asset inventory. Knowing what components your system has and what condition they are in will help you maintain the safety, security, and reliability of the drinking water that your system provides. An asset inventory can help you in the following ways: Keeping a precise inventory of your water system can assist you in complying with the federal Safe Drinking Water Act and with your state's drinking water regulations by: helping you prepare accurate budgets, identifying concerns, and preparing for future needs (whether financial, growth-related, or regulatory). Knowing your system's strengths and weaknesses will help you head off sudden or unexpected problems with the system's operation or the quality of water it provides. Gaining a better overall picture of your system will enable you to spot gaps in your system's security and take steps to address them. Knowing the details of your system will enable you to explain its current condition and how it operates. You will be better able to answer questions from customers, local health officials, and the media. Inside this brochure you'll find information and worksheets (both completed examples and blank) to help you prepare an asset inventory and begin to develop a written asset management plan. You should keep a copy of this brochure with other relevant asset records and refer to them when making decisions about your system. Contact your State or Tribal Drinking Water Primacy Agency for help completing the worksheets or for more information on conducting an asset inventory. Contact information appears in Appendix A. Maintaining and Replacing Your Assets - The Basis of Asset Management An important part of conducting an inventory is determining when to repair, rehabilitate, or replace an asset. At some point, continuing to repair the asset will no longer be cost-effective and you will need to rehabilitate or replace it. The worksheets in this brochure will help you get a better picture of the current condition of your assets, including the ones nearing the end of their useful lives. To further help you manage your assets, EPA has developed Asset Management: A Handbook for Small Water Systems. The Handbook can be downloaded at: https://www.epa.gov/dwcapacity/simple-tools-effective-performance-step- guide-series. 1 ------- How to Use this Brochure The worksheets on the following pages will enable you to get an idea of the overall state of your water system. There are worksheets for source and intake structures, treatment system, storage tanks, distribution system, valves, electrical systems, buildings, service lines, and hydrants. Carry out the following steps to complete the worksheets: Fill in as much information as you can about the asset's characteristics, including quantity, size, location, age, and the manufacturer of the components. These characteristics will vary by asset type. Using the estimates from the table, "Typical Life Expectancies of Water System Equipment," on page 4, and taking into account the current condition of each asset, its service history, and your experience, estimate an adjusted useful life for each of your assets. Subtract the age of your asset from its adjusted useful life to calculate a remaining useful life. Adjusted useful lives are the typical life expectancies of water system assets adjusted based on the characteristics of your system (e.g., poor source water quality, extreme weather conditions, operation and maintenance routines). Adjusted useful lifes can be the same as or lower than typical life expectancies. Identify the contact information of the person or company you would call to service each component and include a telephone number. If you do not know who to call, you can ask your State or Tribal Drinking Water Primacy Agency, parts manufacturers and distributors, or other water systems. Once you've completed the asset inventory worksheets, use them to develop a basic asset management plan. Completing the asset management plan worksheets (beginning on page 28) will help you prioritize the components that will need to be replaced or rehabilitated, plan for the timing of replacement or rehabilitation, and help you determine how much money you'll need to set aside each year if you plan to pay for replacements and rehabilitations through cash reserves. Each worksheet is preceded by a completed example that illustrates how to fill out the worksheet. Refer to the example if you have any questions about the sort of information you should include. How Taking Stock of Your Water System Can Improve Your System's Capacity "Water system capacity" describes a system's ability to plan for, achieve, and maintain compliance with national and local drinking water standards. System capacity has three components: technical, managerial, and financial. Completing this asset inventory will help you improve all three components by: Increasing your knowledge of the physical components of your system, which will allow you to make better technical and managerial decisions. Identifying components that may need to be replaced or rehabilitated in the near future, which will enable you to develop a financial plan and research cost-effective options. Inventorying your assets can be an intensive job. Get the best information you can, but use estimates if you need to. If you keep up with an asset management program, new information will become available as assets are replaced or rehabilitated, and your inventory of assets will improve. 2 ------- Elements of a Simple Asset Inventory A note to the users of this brochure: It's quite likely that all of the details of the asset management plan presented in this brochure will not apply to every small drinking water system. You should feel free to modify the worksheets and plan so they conform to the particular needs of your system. Help in using this document, conducting asset inventories, and preparing future plans is available from your State or Tribal Drinking Water Primacy Agency. Drinking Water Source The source provides water to the treatment and distribution systems. Storage Storage provides a sufficient amount of water to average or equalize the daily water demands. Hydrants Hydrants provide water for fire suppression, line flushing, and irrigation. Valves Valves regulate the flow of water through the pipes of a drinking water system. Buildings, Treatment and Electrical Systems Storage Valves Buildings, Treatment and Electrical System Buildings contain components of a water system, including treatment equipment, offices, and pumps. Treatment plants provide the necessary treatment to make water safe to drink. Electrical systems include transformers, motor control centers (MCCs), variable frequency drives (VFDs), alarm circuits, sensors, level indicators, computers, and wiring. Service Lines Service lines are the pipes and appurtenances that are necessary to deliver water from the system's water main to the customer's plumbing connection. Each service line typically provides service for one or two users or connections. Service Lines House Hydrant Courtesy of Roger Bergeron, Vermont Water Supply Division 3 ------- How Long Will It Last? Using the Typical Life Expectancies Table One of the most important aspects of managing your assets is determining how much longer you think they will last. A number of factors can affect how long your assets will last, including routine service and proper maintenance, excessive use, and environmental conditions such as poor source water quality, soil quality, or climate. The worksheets on the following pages ask you to: 1. Determine the adjusted useful life of each asset. Estimate how long the asset should last (the expected useful life) and adjust these numbers based on the specific conditions and experiences of your system. The useful life of an asset will be affected by water quality, operation and maintenance routines, the number of years the asset lasted in the past, the asset's service history, and its current condition. For help in determining the adjusted useful life, you can use the table on this page and talk to parts distributors, your State or Tribal Drinking Water Primacy Agency, and other public water systems. 2. Subtract the estimated age of each asset from its adjusted useful life to determine its remaining useful life (or how many months or years remain before you will have to replace or significantly rehabilitate the asset). Remember! A preventive maintenance program will enable you to maximize the useful lives of your assets and can help you avoid problems and cut down or delay replacement costs. Contact your State or Tribal Drinking Water Primacy Agency for more information on developing and implementing a preventive maintenance program. How Long Will it Last? Typical Life Expectancies of Water System Equipment Component Worksheet Useful Life Wells and Springs Drinking Water Source 25 years Intake Structures 35 years Pumping Equipment 1 0 years Disinfection Equipment Treatment System 5 years Hydropneumatic Tanks Tanks 1 0 years Concrete and Metal Storage Tanks 30 years Transmission Structures (Pipes) Distribution System 35 years Valves Valves 35 years Mechanical Valves 1 5 years Computer Equipment/Software Electrical Systems 5 years Transformers/Switchgears/ Wiring 20 years Motor Controls/Variable Frequency Drives 1 0 years Sensors 7 years Buildings Buildings 30 years Service Lines Service Lines 30 years Hydrants Hydrants 40 years Note: These expected useful lives are drawn from a variety of sources. The estimates assume that assets have been properly maintained. The adjusted useful life of an asset will be equal to or less than typical useful life. ------- Drinking Water Source: Completed Example Well Construction Obtain a well log or look at receipts from the time of drilling for the following information. Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Drilling Contractor Adjusted Useful Life - Estimated Age = Remaining Useful Life J&C Construction 25 years - 8 years old = 17 years Whom would you call to service your well? This may be the well driller. Company/Agency Contact Telephone Number J&C Construction John Smith (800)555-7788 Well Pump and Controls Look at receipts or records from the time of installation for the following information: Pump Manufacturer Well Pump Model Number (typically located on pump casing. If buried, look for information near the electrical system.) Peter's Pumps ZZ-0001234 Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life - Estimated Age = Remaining Useful Life 10 years - 5 years old = 5 years Whom would you call to service your pumps and controls? This may be the pump manufacturer or installer. Company/Agency Contact Telephone Number Peter's Pumps Peter Williams (800)555-1212 Date Worskheet Completed or Revised 8/1/04 Remember that the typical useful life of wells and springs is 25 years and that the typical useful life of pumping equipment is 10 years. Use this as a basis for determining the adjusted useful life of your well or spring and pump and pump controls. In this example, the typical useful lives equal the adjusted useful lives because the well, pumps, and controls have been properly maintained. A Ground Water System Well ------- Drinking Water Source Well Construction Remember that the typical useful life of wells and springs is 25 years and that the typical useful life of pumping equipment is 10 years. Use this as a basis for determining the adjusted useful life of your well or spring and pump and pump controls. Well Pump and Controls Obtain a well log or look at receipts from the time of drilling for the following information. Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Drilling Contractor Adjusted Useful Life Estimated Age = Remaining Useful Life Whom would you call to service your well? This may be the well driller. Company/Agency Contact Telephone Number Look at receipts or records from the time of installation for the following information: Pump Manufacturer Well Pump Modei Number (typically located on pump casing. If buried, look for information near the electrical system.) Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life - Estimated Age = Remaining Useful Life Company/Agency Contact Telephone Number Whom would you call to service your pumps and controls? This may be the pump manufacturer or installer. A Ground Water System Well Date Worskheet Completed or Revised 6 ------- Intake Structures: Completed Example Intake Structures: Concrete Catch Basin Look at receipts or records from the time of installation for the following information: Adjusted Useful Life - Estimated Age = Remaining Useful Life 35 years - 15 years old = 20 years Remember that the typical useful life of concrete catch basins is 35 years. Use this as a basis for determining your concrete catch basin's adjusted useful life. In this example, the adjusted useful life equals the typical useful life because the concrete catch basin has been properly maintained. Intake Structures: Underwater Pipe Look at receipts or records from the time of installation for the following information: Adjusted Useful Life - Estimated Age = Remaining Useful Life Remember that the typical useful life of underwater pipes is 15 years. Use this as a basis for determining your underwater pipe's adjusted useful life. In this example, the 15 years - 5 years old = 10 years adjusted useful life equals the typical useful life because the intake structure has been properly maintained. Whom would you call to service your intake structures? Company/Agency Contact Telephone Number Chris' Contractors Chris Carpenter (555) 123-4567 Whom would you call if you had a potential wellhead protection problem? You can find the appropriate contact by calling the Safe Drinking Water Hotline at (800) 426-4791 or by contacting your State or Tribal Drinking Water Primacy Agency. Regulatory Agency Contact Telephone Number Natural Resources Dept. Walt Sreenleaf (555) 498-9898 Date Worksheet Completed or Revised 8/1/04 A Drinking Water Intake for a Surface Water System 7 ------- Intake Structures Intake Structures: Concrete Catch Basin Look at receipts or records from the time of installation for the following information: Remember that the typical useful life of concrete catch basins is 35 years. Use this as a basis for determining your concrete catch basin's adjusted useful life. Intake Structures: Underwater Pipe Look at receipts or records from the time of installation for the following information: Adjusted Useful Life Estimated Age Remaining Useful Life Whom would you call to service your intake structures? Company/Agency Contact Telephone Number Whom would you call if you had a potential wellhead protection problem? You can find the appropriate contact by calling the Safe Drinking Water Hotline at (800) 426-4791 or by contacting your State or Tribal Drinking Water Primacy Agency. Date Worksheet Completed or Revised Remember that the typical useful life of underwater pipes is 15 years. Use this as a basis for determining your underwater pipe's adjusted useful life. Regulatory Agency Contact Telephone Number A Drinking Water Intake for a Surface Water System 8 ------- Treatment System: Completed Example Remember that the typical useful life of disinfection systems is 10 years. In this example, adjusted useful life for the chlorinator is 5 years lower than the typical useful life because the system has not properly maintained it. Many systems are required to disinfect their water as treatment against common disease-causing organisms (bacteria, viruses, and protozoa). The characteristics of your water source and the regulations of your state will dictate what type of treatment system, if any, your drinking water system needs. Look at receipts or records from the time of installation for the following information: Treatment System Name Manufacturer Chlorinator Carl's CKIorinators Model Number (may be located on the apparatus) CL-00987 Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age = Remaining Useful Life 5 years 3 years old 2 years Whom would you call to service your treatment system? This may be the manufacturer or installer. Company/Agency Contact Telephone Number Carl's Chlorinators Carl Cooper (555)333-9876 Date Worksheet Completed or Revised 8/1/04 A Chlorination System 9 ------- Treatment System Remember that the typical useful life of disinfection systems is 10 years. Many systems are required to disinfect their water as treatment against common disease-causing organisms (bacteria, viruses, and protozoa). The characteristics of your water source and the regulations of your state will dictate what type of treatment system, if any, your drinking water system needs. Look at receipts or records from the time of installation for the following information: Treatment System Name Manufacturer Model Number (may be located on the apparatus) Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age = Remaining Useful Life Whom would you call to service your treatment system? This may be the manufacturer or installer. Company/Agency Contact Telephone Number Date Worksheet Completed or Revised A Chlorination System 1 0 ------- Tanks: Completed Example Remember that the typical useful life of tanks can vary. Concrete and metal tanks generally last 30 years, Hydropneumatic tanks generally last 10 years. In this example, the adjusted useful life is the same as the typical useful life because the tank has been properly maintained. Your system will most likely use one of the following types of tanks: A hydropneumatic tank is automatically started and stopped by the air pressure in a compressed- air or captive-air chamber. The air in the tank maintains pressure throughout the distribution system. A concrete reservoir is a structure that is either cast in place or pre-cast to be used for water storage. A metal reservoir is a water storage tank constructed by welding or bolting galvanized or painted plates of metal. Look at receipts or records from the time of installation for the following information: Type of Tank (hydropneumatic, concrete reservoir, metal reservoir) Manufacturer Major Maintenance Pressure tested, 2002 Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life - Estimated Age = Remaining Useful Life 10 years - 5 years old = 5 years Whom would you call to service your pressure tank? Paul's Pressurized Tanks Paul Pullman (555)999-7777 Date Worksheet Completed or Revised 8/1/04 Hydropneumatic 100 gallons Paul's Pressurized Tanks Company/Agency Contact Telephone Number A Hydropneumatic Storage Tank A Metal Storage Tank ------- Tanks Remember that the typical useful life of tanks can vary. Concrete and metal tanks generally last 30 years. Hydropneumatic tanks generally last 10 years. Your system will most likely use one of the following types of tanks: A hydropneumatic tank is automatically started and stopped by the air pressure in a compressed- air or captive-air chamber. The air in the tank maintains pressure throughout the distribution system. A concrete reservoir is a structure that is either cast in place or pre-cast to be used for water storage. A metal reservoir is a water storage tank constructed by welding or bolting galvanized or painted plates of metal. Look at receipts or records from the time of installation for the following information: Type of Tank (hydropneumatic, concrete reservoir, metal reservoir) Size Manufacturer Major Maintenance Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age = Remaining Useful Life Whom would you call to service your pressure tank? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised A Hydropneumatic Storage Tank A Metal Storage Tank 1 2 ------- Distribution System: Completed Example Remember that the typical useful life of pipes is 35 years, in this example, the system has estimated that the adjusted useful life will be the same as the typical useful life because in the past its distribution system pipes have lasted for the typical number of years. You may want to note the location of shut-off valves to isolate particular sections of the system in case of an emergency. You may also want to note the location of "as-built" drawings showing the layout of the distribution system. If your system has many types of pipe (e.g., different size, different material), reproduce this worksheet and list the information for each type. Look at receipts or records from the time of installation for the following information: Type of Pipe Size Length (feet) PVC 3-inch 2,200 feet Where Used or Located Main St. Line Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age = Remaining Useful Life 35 years 21 years old = 14 years Whom would you call to service your pipes? Company/Agency Contact Telephone Number Chris' Contracting Chris Carpenter (555) 123-4567 Date Worksheet Completed or Revised 8/1/04 Preparations for Pipe Installation in a Distribution System 1 3 ------- Distribution System Remember that the typical useful life of pipes is 35 years. You may want to note the location of shut-off valves to isolate particular sections of the system in case of an emergency. You may also want to note the location of "as-built" drawings showing the layout of the distribution system. If your system has many types of pipe (e.g., different size, different material), reproduce this worksheet and list the information for each type. Look at receipts or records from the time of installation for the following information: Type of Pipe Where Used or Located Length (feet) Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age Remaining Useful Life Whom would you call to service your pipes? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised Preparations for Pipe Installation in a Distribution System 1 4 ------- Valves: Completed Example Valves can be used to isolate portions of the distribution system for cleaning, maintenance, and repairs. In addition, valves regulate flow and pressure. Air-relief valves (or manual bleeds) are used to release trapped air and prevent surge problems when lines are filled. They also can eliminate water hammer (a condition in which pressure in the pipes increases and decreases very quickly, possibly damaging the tank, valves, piping network, and customers' plumbing). These valves respond to pressure variations. Blowoff valves are used to eliminate accumulated sediment or stagnant water from low spots or dead ends in the line and can be used to dewater lines or reservoirs for repairs or inspection. Backflow prevention valves and devices eliminate reverse flow conditions to prevent contamination in the system's distribution pipes. If your system uses more than one type of valve, reproduce this worksheet and list the information for each type. Look at receipts or records from the time of installation for the following information: Valve type (air-relief, blowoff, etc.) Air Relief Number of Valves 5 Valves Manufacturer Veronica's Valves Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age Remaining Useful Life 20 years 3 years old 17 years Whom would you call to service your valves? Company/Agency Veronica's Valves Contact Veronica Johnson Telephone Number (555)555-6789 Date Worksheet Completed or Revised 8/01/04 Remember that the typical useful life of valves is 35 years. In this example, the adjusted useful life is lower than the typical useful life because of the system's source water characteristics and lack of routine maintenance. An Air-Pressure Relief Valve 1 5 ------- Valves Valves can be used to isolate portions of the distribution system for cleaning, maintenance, and repairs. In addition, valves regulate flow and pressure. Air-relief valves (or manual bleeds) are used to release trapped air and prevent surge problems when lines are filled. They also can eliminate water hammer (a condition in which pressure in the pipes increases and decreases very quickly, possibly damaging the tank, valves, piping network, and customers' plumbing). These valves respond to pressure variations. Blowoff valves are used to eliminate accumulated sediment or stagnant water from low spots or dead ends in the line and can be used to dewater lines or reservoirs for repairs or inspection. Backflow prevention valves and devices eliminate reverse flow conditions to prevent contamination in the system's distribution pipes. If your system uses more than one type of valve, reproduce this worksheet and list the information for each type. Look at receipts or records from the time of installation for the following information: Valve type (air-relief, blowoff, etc.) Number of Valves Size Manufacturer Remember that the typical useful life of valves is 35 years. Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age Remaining Useful Life Whom would you call to service your valves? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised An Air-Pressure Relief Valve 1 6 ------- Electrical Systems: Completed Example Electrical systems help control the automatic components of a water system. Your electrical systems may include transformers, motor control centers (MCCs). variable frequency drives (VFDs), power supplies, alarm circuits, sensors (level indicators, pH. flow meters), computers, wiring, and other instrumentation. If your system uses multiple types of electrical systems, reproduce this worksheet and list the information for each type. Look at receipts or records from the time of installation for the following information: Type of Equipment (MCC, VFD. etc). Number of Units Size of Units (HP, voltage, KvA) Computer 2 Pentium III 256 RAM computers Manufacturer Model Number Carlos' Computer Shack CC-5657; CC-5658 Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life S6 Estimated Age = Remaining Useful Life 5 years - 2 years old = 3 years Whom would you call to service your electrical components? Company/Agency Contact Telephone Number Carlos' Computer Shack Carlos Rodriguez (555)345-6788 Date Worksheet Completed or Revised 8/1/04 Remember that the typical useful life varies by type of electrical equipment. The typical useful life for computers is 5 years, sensors typically last 7 years, MCCs, and VFDs typically last 10 years, and transformers, switchgears, and wiring typically last 20 years. In this example, the adjusted useful life is the same as the typical useful life because the computer has been properly maintained. A Variable Frequency Drive 1 7 ------- Electrical Systems Electrical systems help control the automatic components of a water system. Your electrical systems may include transformers, motor control centers (MCCs), variable frequency drives (VFDs), power supplies, alarm circuits, sensors (level indicators, pH, flow meters), computers, wiring, and other instrumentation. If your system uses multiple types of electrical systems, reproduce this worksheet and list the information for each type. Look at receipts or records from the time of installation for the following information: Type of Equipment (MCC, VFD, etc). Manufacturer Number of Units Size of Units (HP, voltage, KvA) Model Number Adjusted Useful Life Estimated Age Remaining Useful Life Whom would you call to service your electrical components? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised Remember that the typical useful life varies by type of electrical equipment. The typical useful life for computers is 5 years, sensors typically last 7 years, MCCs, and VFDs typically last 10 years, and transformers, switchgears, and wiring typically last 20 years. Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. A Variable Frequency Drive 1 8 ------- Buildings: Completed Example Remember that the typical useful life of buildings is 30 years. In this example, the adusted useful life for the roof is the same as the age (16 years), since it is leaking and should be repaired now. The adjusted useful life for the rest of the building is the same as the typical useful life. If you need more space to list all your buildings, reproduce this worksheet and list the information on separate pages. Structure Use Structure Type (building, shed, manufactured home) Administrative Facilities Manufactured Home Major Maintenance Needed Roof repairs due to leaking problems Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life - Estimated Age = Remaining Useful Life 30 years _ Leaking roof should be repaired now. Roof: 15-20 years years o - ^ building; 14 years Mark's Maintenance Mark Mullins (555)444-6666 Date Worksheet Completed or Revised 8/1/04 Whom would you call to service your building? Company/Agency Contact Telephone Number A Pumphouse 1 9 ------- Buildings Remember that the typical useful life of buildings is 30 years. If you need more space to list all your buildings, reproduce this worksheet and list the information on separate pages. Look at receipts or records from the time of installation for the following information: Structure Use Structure Type (building, shed, manufactured home) Major Maintenance Needed Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age = Remaining Useful Life Whom would you call to service your building? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised A Pumphouse 20 ------- Service Lines: Completed Example The service line is composed of the parts that are necessary to deliver water from the main to the customer's or user's plumbing connection. Each service line typically provides service for one or two users or connections. If you have more than one type of service line, reproduce this page and list the information on separate pages. Look at receipts or records from the time of installation for the following information: Ownership of Lines Size of Lines (inches) Remember that the typical useful life for service lines is 30 years. In this example, the system has estimated that the adjusted useful life will be the same as the typical useful life because in the past its distribution system assets have Water system owns all lines 1-inch Number of Lines Approximate Length of Lines 42 75 ft. each lasted the typical number of years. Material of Lines PVC Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age Remaining Useful Life 30 years 6 years old 24 years Whom would you call for service line maintenance? Company/Agency Chris' Contractors Contact Chris Carpenter Telephone Number (555) 123-4567 Date Worksheet Completed or Revised 8/1/04 Service Lines Deliver Water to the Customer's Plumbing Connection 21 ------- Service Lines The service line is composed of the parts that are necessary to deliver water from the main to the customer's or user's plumbing connection. Each service line typically provides service for one or two users or connections. If you have more than one type of service line, reproduce this page and list the information on separate pages. Look at receipts or records from the time of installation for the following information: Ownership of Lines Number of Lines Size of Lines (inches) Approximate Length of Lines Material of Lines Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life Estimated Age Remaining Useful Life Whom would you call for service line maintenance? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised Remember that the typical useful life for service lines is 30 years. Service Lines Deliver Water to the Customer's Plumbing Connection 22 ------- Hydrants: Completed Example If your system uses different types of hydrants (e.g., dry-barrel, wet-barrel), reproduce this worksheet and list the information for all types of hydrants. If your system is not responsible for the hydrants, note the contact for flushing and maintenance. Look at receipts or records from the time of installation for the following information: Type of Hydrant Diameter of Pipe (inches) Dry-Barrel 6-inch Type Size of Nozzle 2-nozzle 2 1/2 inch Number of Flush Valve Vaults Number of Hydrants Manufacturer 0 2 M&H Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life tsti mated Age = Remaining Useful Life 40 years 23 years old = 17 years Whom would you call for hydrant maintenance? Company/Agency Contact Telephone Number Chris' Contracting Chris Carpenter (555)123-4567 Date Worksheet Completed or Revised 8/1/04 Remember that the typical useful life for hydrants is 40 years. In this example, the adjusted useful life is the same as the typical useful life because both hydrants have been properly maintained. - 1 m fr it Hydrants Provide Water for Fire Suppression, Line Flushing, and Irrigation 23 ------- Hydrants If your system uses different types of hydrants (e.g., dry-barrel, wet-barrel), reproduce this worksheet and list the information for all types of hydrants. If your system is not responsible for the hydrants, note the contact for flushing and maintenance. Look at receipts or records from the time of installation for the following information: Type of Hydrant Diameter of Pipe (inches) Type Size of Nozzle Number of Flush Valve Vaults Number of Hydrants Manufacturer Remember that maintenance, water quality, use, and soil conditions can affect useful life. Subtract estimated age from adjusted useful life to determine remaining useful life. Adjusted Useful Life - Estimated Age = Remaining Useful Life - Whom would you call for hydrant maintenance? Company/Agency Contact Telephone Number Date Worksheet Completed or Revised Remember that the typical useful life for hydrants is 40 years. Hydrants Provide Water for Fire Suppression, Line Flushing, and Irrigation. 24 ------- Next Steps: Asset Management Plan Once you have completed the worksheets in this booklet, you can use them to develop an asset management plan. Asset management is a planning process that ensures that you get the most value from each of your assets and have the financial resources to rehabilitate and replace them when necessary. The worksheets on the following pages will guide you through the process of creating an asset management plan. A completed asset management plan will help you: Prioritize your assets to make sure that you allocate funds to the rehabilitation or replacement projects that are most urgent and most important for system operation and customer safety. Estimate how much money you will need to set aside each year to pay for the replacement or rehabilitation of your assets. You should review, revise, and update the worksheets in this booklet, including your asset management plan, at least once a year. Updated information in the worksheets will give you a better picture of your system's position and better prepare you to meet your water system's future needs. For more complete information on how to develop and implement an asset management plan, see EPA's Asset Management: A Handbook for Small Water Systems (EPA 81 6-R-03-01 6), which you can obtain by calling the Safe Drinking Water Hotline at (800) 426-4791. Just as an asset inventory is one part of asset management, asset management is part of a iarger management concept called strategic planning. Strategic planning helps you prepare for and address anticipated and unexpected problems. It uses asset management to evaluate your system's current physical situation, and it also evaluates your system's financial and managerial situation. It requires you to make fundamental decisions about your water system's purpose, structure, and functions. For more information on strategic planning, see EPA's Strategic Planning Workbook (EPA 81 6-R-03-01 5), which you can obtain by calling the Safe Drinking Water Hotline at (800) 426-4791. A Storage Tank that Has Outlived Its Useful Life! 25 ------- Prioritization Table Use the inventory information you collected on the worksheets to fill out the prioritization table. Consider how important the asset is to your ability to provide safe drinking water to your customers, how soon you will need to replace an asset to adequately serve your customers (its remaining useful life), and how important the asset is to the operation of your system (can other assets do the same job?). In the column labeled "Asset," list a short name for the asset (e.g., chlorinator). List different components of the asset on separate lines. In the column labeled "Remaining Useful Life," enter the value you determined for that asset on its worksheet (earlier in the booklet). Components of your asset that have different remaining useful lives should be listed on separate lines. For example, the building roof and the building structure in the example on page 19 have different useful lives and, therefore, should be listed separately. In the column labeled "Importance," describe the importance of each asset to the operation of your system and the protection of public health. Assets that are required to keep your system running are usually more important than assets that just make its operation more efficient. Assets that may affect public health are more important than those that improve the aesthetics of your water. Assets without a backup unit available (i.e., there is no redundant unit) should have a higher priority than units that have a backup (i.e., a redundant unit). In the column labeled "Priority," rank your assets according to how important it is to reserve money for them. Consider impact on public health, remaining useful life, and importance to your system's operation when ranking your assets. Things to Keep in Mind Assets that are more important to your ability to deliver safe water should have a higher priority because these assets affect public health. Assets with short remaining useful lives should have a higher priority because you will have to replace these assets soon. Assets for which there is less redundancy should have a higher priority because your system will have trouble continuing to operate without them. 26 ------- Prioritizing Your Assets: Completed Example Asset Remaining Useful Life Importance Priority Notes Administrative building (roof) 1 year -- leaking roof should be repaired Medium 2 Chlorinator 2 years High -- system cannot operate without it 1 Hydropneumatic Tank 12 years High -- maintains pressure in the system 3 Computer 3 years Medium 4 27 ------- Prioritizing Your Assets Asset Remaining Useful Life Importance Priority Notes 28 ------- Budgeting for Rehabilitations and Replacements Once you have inventoried and prioritized your assets, you should determine how much money you will need to rehabilitate or replace them. Budgeting for these projects now can help avoid large, unplanned expenditures in the future and will ensure that you allocate your resources efficiently. The worksheet on page 32 will help you figure out how much money you need to reserve each year to fund your highest priority activities. It is important that you update this worksheet every year, and as new information becomes available, because your system's priorities and finances may change. Costs of new assets or rehabilitations may also change. Updating your worksheet annually and setting aside the required reserve amount will help ensure that you have enough money to cover rehabilitations and replacements when you need them. Remember that although the total reserves needed each year may seem like a lot of money, it is easier to put aside $200 a year to replace a chlorinator than to come up with $2,000 once it fails. The budgeting worksheet asks for the estimated cost of rehabilitation and replacement activities associated with your highest priority assets. Remember to gather information on all of the costs associated with the rehabilitation or replacement of an asset, such as equipment purchase, installation, pilot tests, labor charges, cleanup, and disposal of the replaced asset. To determine what a rehabilitation or replacement might cost, you can: Consult with your State or Tribal Drinking Water Primacy Agency; Ask local contractors and businesses for estimated costs; Contact equipment manufacturers; and Talk to other systems about the cost of their rehabilitations or replacements. The budgeting worksheet does not include standard operation and maintenance costs such as chemicals for disinfection. It accounts only for funds you will need to replace or rehabilitate your assets. You should keep standard operation and maintenance costs in mind when thinking about financing your asset management plan. 29 ------- Budgeting Table The table on the next page will help you determine how much money you will need to set aside each year to ensure you can continue to deliver safe and secure drinking water to your customers and pay for the necessary replacement of your assets. A completed example follows the blank worksheet. In the column labeled "Asset," list the short name for your asset (e.g., chlorinator). You should list different components of the asset on separate lines. In the column labeled "Activity," list the rehabilitation and replacement activities that you expect to perform. Provide enough detail so that you can determine the cost of each activity. In the column labeled "Cost," fill in the expected cost of each activity. Make sure to include the complete cost including preparation, cleanup, and disposal of any waste. In the column labeled "Years Until Action Needed," fill in the remaining useful life of the asset from the inventory worksheets you completed earlier. Divide the cost by the years until action needed. Enter the result in the column labeled "Reserve Required Each Year." This is the amount of money you will have to set aside each year to ensure that you have enough money to perform the required activity in the allotted time. Add up the amounts in the "Reserve Required Each Year" column and enter the total in the box marked "Total Per Year." This is the amount of money you should be setting aside each year to be able to pay for all of your planned replacements or rehabilitations. 30 ------- Budgeting for Rehabilitation and Replacement of Assets: Completed Example Asset Activity Cost Years Until Action Needed Reserve Required Each Year Chlorinator Replace unit $2,000 3 $667 Administrative Building (roof) Repair roof $1,500 1 $1,500 Hydropneumatic Tank Replace unit $300 13 $23 Computer Replace unit $1,000 4 $250 Total per year $2,440 ------- Budgeting for Rehabilitation and Replacement of Assets Asset Activity Cost Years Until Action Needed Reserve Required Each Year Total Per Year 32 ------- How to Carry out the Plan It may be overwhelming to see how much money you should be saving each year to fund the replacement and rehabilitation of your assets. You can finance capital improvements by saving the total per year cost of replacements (calculated in the budgeting table) in a reserve account. Alternatively, you can use the money you already have more efficiently and put the savings towards replacing and rehabilitating your assets. Here are some strategies that could help you use your current resources more efficiently or raise additional funds: Form partnerships with other water systems to reduce operating costs. This may allow you to simplify management and obtain bulk purchasing agreements. Consider charging rates or increasing your rates to raise revenue. If your system does not already do so, you can charge your customers a separate fee for water. Alternatively, consider assessing a flat fee for infrastructure improvements or for funding a reserve account. Check with your State or Regional Tribal Drinking Water Primacy Agency for more information on setting rates. Apply for financial assistance. Banks and government agencies can help fund infrastructure projects such as treatment system upgrades and distribution line repairs. For large projects, you may want to research funding options such as state and federal drinking water grant and loan programs. Appendix B lists some sources of funding for which your system may qualify. Consult your State or Regional Tribal Drinking Water Primacy Agency for information on funding sources that might be available to your system. The Role of Key Decision Makers Key decision makers (for example, the Board of Directors of the Association, elected officials of the community, or owners of manufactured housing associations) make critical decisions about the finances of your water system. For this reason, they need to understand the financial requirements related to the rehabilitation and replacement of the system's equipment and assets. The information compiled in this brochure should be presented to key decision makers and incorporated into the annual budget. This information should be reviewed annually and modified as necessary. The key decision makers can also present this information to the public at a board meeting and in the water system's annual Consumer Confidence Report. Next Steps Once you have completed the worksheets and tables in this brochure and identified your system's needs, you can use the results to help you evaluate your infrastructure and shape decisions about your water system. Do not stick the worksheets and tables in a drawer and forget about them! You should try to review the worksheets at least once a year and make changes as your system's situation changes. Developing a good picture of when you will need to replace your assets and how much money you will need to fund those replacements will allow you to continue to deliver safe and secure drinking water to your customers. Remember! The worksheets in this guide could contain sensitive information about your water system. Make sure you store the worksheets, as well as all other information about your system's assets, in a secure location. 33 ------- Appendix A: Contacts and Resources F or additional information or to learn more about the laws in your own state, please contact your EPA Regional Coordinator or State or T ribal Drinking Water Primacy Agency. State and EPA Regional Contacts information can be found here: https://www.epa.gov/dwcapacity/find-epa-capacity-development-contact Tribal Contacts can be found here: https://www.epa.gov/tribaldrinkingwater/regional-tribal-drinking-water-coordinators For more information about asset management resources, visit: https://www.epa.gov/dwcapacity/asset-management-resources-small- dr inking-water- systems - 0 Other Organizations National Rural Water Association, www.nrwa.org Rural Community Assistance Partnership, www.rcap.org American Water Works Association, www.awwa.org Manufactured Housing Institute, www.manufacturedhousing.org Environmental Finance Center Network: http://efcnetwork.org/ 34 ------- Appendix B: Sources of Financial Assistance to Drinking Water Systems System improvements can be funded by raising rates and obtaining loans or grants. The table below provides information on some programs that may provide financial assistance to help you maintain assets in good condition, replace deteriorated assets that have outlived their useful lives, and continue to provide safe and secure drinking water to your customers. Consult your State or Regional Tribal Drinking Water Primacy Agency for additional information. For information on sources of financial assistance for drinking water systems, see EPA's Water Finance Clearinghouse: https://ofmpub.epa.gov/apex/wfc/f?p=165:l Major Providers of Financial Assistance to Drinking Water Systems Program Description Contact Information Drinking Water State Revolving Fund (DWSRF) These state-administered loan programs enable water systems to finance infrastructure improvements, provide training, and fund source water protection activities. https://www.epa.gov/drinkingwatersrf Rural Utilities Service (RUS) Water and Wastewater Loan and Grant Program This program offers loans and grants to develop water and waste-disposal systems in rural areas. https://www.rd.usda.gov/programs-services/ water-waste-disposal-loan-grant-program State-specific programs Your state may offer additional funding programs. See Appendix A for state contact information Tribal-specific programs EPA gives grants to tribes through the DWSRF Tribal Set-Aside Program for improvements to water systems that serve tribes. States and the Indian Health Service may provide additional assistance. See Appendix A for tribal contact information Manufactured Housing Institute The Manufactured Housing Institute provides information on loan programs for manufactured homes to its members. It also offers forums to interact with financial services companies that cater to the manufactured homes market. www.manufacturedhousing.org 35 ------- |