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Home My WebLink AboutSewer System Management Plan (May 2022 Update)SEWER SYSTEM MANAGEMENT PLAN for the OTAY WATER DISTRICT 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY, CALIFORNIA 91978-2004 www.otaywater.gov Version X May 2023 2 Table of Contents Section Page I Introduction & Goals 4 II Organization 7 III Legal Authority 12 IV Operations and Maintenance Program 16 V Design and Construction Standards 27 VI Spill Emergency Response Plan 28 VII FOG Control Plan 35 VIII System Evaluation and Capacity Assurance 39 IX Monitoring, Measurement and Program 43 X Program Audits 46 XI Communication Program 48 XII Documents and Procedures 53 (includes OWD Spill Energency Response Plan) Record of Revisions 54 Tables II-1 Phone List of Responsible District Staff 9 III-1 Otay Water District Legal Authority – Code of Ordinances 12 IV-1 Operations & Maintenance Program Supporting Documents 17 3 Exhibits II-A District Organizational Chart 10 II-B SSO Response & Reporting Work Flow Plan 11 IV-A Otay Water District Sanitary Sewer System 23 IV-B Otay Water District Facility Map Example 24 IV-C POSM Report 25 VI-A SSO Response & Reporting Work Flow Description 30 VI-B SSO Response & Reporting Work Flow Plan 32 VII Warm Spot Maintenance Sites 37 VIII Otay Water District CIP Budget & Schedule 42 XI Communication Media Examples 51 4 SECTION I – GOALS AND INTRODUCTION The Requirement The goal of the SSMP is to provide a plan and schedule to properly manage, operate, and maintain all parts of the sanitary sewer system. This will help to reduce and prevent sanitary sewer overflows (SSOs), as well as mitigate any SSOs that do occur. Specific Goals of the SSMP • Properly manage, operate and maintain all parts of the wastewater collection system to provide reliable and uninterrupted service 99% of the time. • Provide adequate capacity for the Otay Water District (District) to convey peak flows and reduce annual inflow and infiltration in the collection system. • Take all feasible steps to eliminate SSOs through completion of the sewer maintenance schedule, cleaning the systems high maintenance areas on a regular basis and following established duty protocols and reporting procedures. Minimize inconveniences by responsibly handling interruption in service. • Mitigate impacts associated with SSOs by utilizing safe, practical, proven and effective methods, including preventing public health hazards and unnecessary damage to public and private property and responsibly. • Set up a Spill Emergency Response Program and provide Operations and Maintenance (O & M) training for all personnel who are involved in responding to SSO’s. • Meet all applicable regulatory notification and reporting requirements. Regulatory Context The District is fully committed to reducing SSOs in order to decrease the risk to both human health and the environment. The SSMP will contribute to the proper management of the collection system and assist the District in minimizing the frequency and impacts of SSO’s by providing guidance for appropriate maintenance, capacity management, and emergency response. In accordance with SWRCB, Order 2006-0003-DWQ of May 2006 entitled, and associated supplements and regional requirements to, “Statewide General Discharge Requirements for 5 Sanitary Sewer Systems,” all sanitary sewer systems over one mile in length are required to implement a Sanitary Sewer System Management Plan (SSMP). The District took formal board action on November 7, 2007 to approve their Plan and Schedule to implement their District-wide Sewer System Management Plan (SSMP). The SSMP is required to be updated every five (5) years and re-certified by the District’s governing board (i.e., District Board of Directors) when significant updates to the SSMP are made. On September 9, 2013, SWRCB Order WQO 2013-0058-EXEC, amending the Monitoring and Reporting Program (MRP) for the SSS WDRs. Those changes are included in this Plan. The District has developed and implemented this revised District-wide SSMP. It includes the applicable elements that provide for the proper and cost effective management, operation, and maintenance of its collection systems, while taking into consideration risk management and cost benefit analysis. The District has implemented measures to reduce SSOs, and utilizes the statewide electronic reporting system for SSOs. The District is committed to continual improvement to ensure that the SSMP is a living and sustainable document that is continually updated, revised and tailored toward the District’s needs. DISTRICT BACKGROUND Sanitary Sewage Collection, Treatment and Disposal The District provides sewer service to approximately 15,200 customers through 4,729 accounts located in the northern section of the District. The District operates and maintains the sewage collection system serving Rancho San Diego, Singing Hills and portions of Mount Helix within the Upper Sweetwater River Basin, also known as the Jamacha Basin. Residential customers comprise 97.5% of the customer base. Commercial accounts, including restaurants comprise 2.5% of the sewer customer base. Growth per year is anticipated to be less than 1% in future years. Wastewater collection within the Jamacha Basin is provided by two agencies: the Otay Water District and the Spring Valley Sanitation District. Customers in the basin, not served by either agency, dispose of their sewage through septic tanks. After the sewage has been collected by the District, it is sent to the District’s Ralph W. Chapman Water Reclamation Facility (RWCWRF) treatment plant where the District produces recycled water. The biosolids produced as a by-product of the treatment process 6 are discharged by the District to the City of San Diego Metropolitan Wastewater (Metro) and the Spring Valley Sanitation District systems. 7 SECTION II - ORGANIZATION Requirement The referenced State Order requires the following: (a) The name of the responsible or authorized representatives as described in Section J of the May 2006 Order. (b) The names and telephone numbers for management, administrative, and Maintenance positions responsible for implementing specific measures in the SSMP program. The SSMP must identify lines of authority through an organization chart or similar document with a narrative explanation; and (c) The chain of communication for reporting SSOs, from receipt of a complaint or other information, including the person responsible for reporting SSOs to the State and Regional Water Board and other agencies if applicable (such as County Health Officer, County Environmental Health Agency, Regional Water Board, and/or State Office of Emergency Services (OES)). Supporting Documents A narrative of the organizational responsibilities, a list of the key staff members and an organizational chart is included in this section. a. List of responsible staff members in the District and the Operations Department. • List of Management and Responsible District Staff • District Organizational Chart of Operations Department b. Phone list of responsible staff members. Phone List of Responsible District Staff and Management c. The chain of communication for reporting SSOs. Otay Water District Sanitary Sewer Overflow Response and Reporting Work Flow Plan. 8 Otay Water District Responsible Staff List of Management and Responsible District Staff: General Manager is responsible for the overall operation of the District and all of its employees, finances, functions and operations. Reports directly to the District’s Board of Directors. Chief, Water Operations will ensure that new and rehabilitated assets meet required standards, will assure that staff is trained as required by SSMP standards, will prepare for working with District field crews to handle emergencies when contractors are involved and provide verbal reports to the Board and General Manager’s office. Utility Maintenance Supervisor and/or Reclamation Plant Supervisor manages field operations and maintenance activities, provides relevant information to agency management, prepares and implements contingency plans, leads emergency response, investigates and reports SSOs and trains field crews Systems Operations Manager and/or Utility Services Manager oversees all work needed to complete the operations training required by the SSMP, compiles and includes the updated operations information into the SSMP and coordinates with the assigned Engineering Staff, oversees all field operations, responses, activities and reports to the Chief, Water Operations. Lead Reclamation Plant Operator staffs preventive maintenance activities, mobilizes and responds to notification of stoppages and SSOs (mobilizes sewer cleaning equipment, bypass pumping equipment, and portable generators). Reclamation Plant Operator(s) responding to a spill is responsible for applying best management practices for spill containment until the Utility Workers arrive with collection system maintenance equipment. The Reclamation Plant Operator provides the Utility Workers with any additional information on the spill obtained after they arrive on site. The plant operator also operates/troubleshoots lift station equipment and/or uses blockage- removal hand tools to remove the cause or lessen the severity of the spill. Additionally, the plant operator captures all field data used for reporting and forwards it to the Lead Operator and/or Plant Supervisor Utility Crew Workers assigned to the collection system on a long-term basis are responsible for responding to the spill when notified, removing blockages, and determining the cause of the spill. After normal working hours the standby Reclamation Plant Operator directly notifies the standby-duty Utility Crew Leader who will then call their standby Utility Worker crew to respond to the overflow site. 9 Customer Service Staff who receive a call about a spill or potential spill from an outside or inside source during normal working hours, creates a CMMS work request for the Reclamation Plant Supervisor, and makes immediate contact with the supervisor or Lead Reclamation Plant Operator, or any available Reclamation Plant Operator. After normal business hours the answering service receives a call from an outside source and notifies the standby duty Reclamation Plant Operator Environmental Compliance Specialist is responsible for updating the SSMP on a regular basis and working with the Reclamation Plant Supervisor on the biannual audits. The Environmental Compliance Specialist is also responsible for providing guidance on mitigation of any environmental impacts of a SSO, reviewing SSO reports and ensuring proper communication with Regulatory Agencies is maintained. The names and telephone numbers for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP program are listed below followed by an organization chart (Exhibit II-A) which identifies lines of authority. A work flow plan (Exhibit II-B) is also included to identify the correct response to a spill. Table II-1 Phone List of Responsible District Staff General Manager 619-670-2280 Chief, Water Operations 619-670-2224 Systems Operations Manager 619-670-2230 Utility Services Manager 619-670-2235 Utility Maintenance Supervisors 619-670-2285 619-670-2229 Reclamation Plant Supervisor 619-670-2521 Lead Reclamation Plant Operator 619-670-2271 Environmental Compliance Specialist 619-670-2219 Customer Service 619-670-2222 24-hour Phone 619-670-2207 10 EXHIBIT II-A District Organizational Chart 11 CMMS Work Request Forwarded EXHIBIT II-B Sanitary Sewer Overflow Response and Reporting Work Flow Plan OR OR CUSTOMER SERVICE Creates a CMMS Work Request Outside Source or Operations/Field Staff Observes Sewer Spill REC PLANT SUPERVISOR LEAD REC PLANT OPERATOR RECLAMATION PLANT OPERATOR SYSTEM OPERATIONS MANAGER and UTILITY SERVICES MANAGER and/or CHIEF OF OPERATONS and ENVIRONMENTAL COMPLIANCE SPECIALIST LEAD / REC PLANT OPERATOR Monitors capture of overflow report data UTILITY CREW LEADER and/or UTIITY MAINTENANCE SUPERVISOR calls in their stand-by UTILITY WORKERS to respond to the overflow DESIGNATED REGULATORY AGENCIES NOTIFIED LEAD/REC PLANT OPERATOR – Creates an internal preliminary report REC PLANT SUPERVISOR Reviews internal preliminary report LEAD/REC PLANT OPERATOR Enters data in CIQWS under the “submit data” status SYSTEM OPERATIONS MANAGER and/or CHIEF OF OPERATIONS Reviews and accepts report data submitted and updates the report status to “ready to certify” After Hours Answering Service Notifies Stand-by Crew Dispatched to SSO Informs OPS & ENG of SSO Updates Supvsr of SSO Spill Reported 12 SECTION III – LEGAL AUTHORITY Requirement Each Enrollee must demonstrate, through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, this it possesses the necessary legal authority to: (a) Prevent illicit discharges into its sanitary sewer system; (b) Require that sewers and connections be properly designed and constructed; (c) Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or maintained by the Public Agency; (d) Limit the discharge of fats, oils, and grease and other debris that may cause blockages, and (e) Enforce any violation of its sewer ordinance. Existing Legal Authority The District possesses the necessary legal authority to prevent, require, ensure, limit and enforce specific features and operations required by the State Order. A summary of the relevant sections of the District Code of Ordinances and other adopted documents is shown in the table below. Table III-1 Otay Water District Legal Authority – Code of Ordiances Legal Authority to: Existing Authority: a. Prevent illicit discharges into sanitary sewer system. CO: §52.04 b. Requires that sewers and connections be properly designed and constructed CO: §60.08 c. Ensures access for maintenance, inspection or repairs for all portions served by the District and to determine if they are complying with the rules of the District concerning sewer services. CO: §51.03 d. Limit the discharge of fats, oils and grease and other debris that may cause blockages CO: §52.06 e. Enforce any violation of District sewer policies CO: §52.03 13 OTAY WATER DISTRICT CODE OF ORDINANCE 52.04 PROHIBITIONS AGAINST DISCHARGE OF OBJECTIONABLE WASTES It shall be unlawful for any person to discharge or permit the discharge of any substance into the District sewer system that could cause a public nuisance or hazard to life, or that could be harmful to the District sewer system or its wastewater reclamation facilities or processes. Discharge of the following into the District sewer system is expressly prohibited: • gasoline, cleaning solvent, fuel, oil; • ashes, sand, cinders, rocks; • tar, plastics, other water insoluble viscous materials; • mineral oils, lubricating oils; • feathers, hair; • rags, sanitary napkins, disposable diapers; • broken glass, metal, wood and plastic shavings; • unground garbage; • swimming pool drainwater; • wastes which contain or result in the production of toxic, corrosive and explosive gases; • animal or dairy waste; • cesspool and septic tank wastes; • or any other substance, material or liquid that could be harmful to the District sewer system. 52.05 GUIDELINES TO DETERMINE ACCEPTABILITY OF WASTES The following provisions and the values set forth herein are not to be regarded or construed as regulating or limiting the quantity or characteristics of any specific wastes which may be received into the sewer system, but such shall serve as a guide in implementing this Section for regulation of the use of the District sewer system and for determination of accept- ability of waste into the sewer system. In considering the following sewage characteristics, the dilution effect of the sewage at the point of discharge or any affected part of the system, and whether or not unusual attention or expenses would be required to handle such material in the sewer system, shall be taken into consideration: A. The discharge into the District sewer system of any water or waste having an average daily flow greater than one percent (1%) of the average daily flow at the sewage treatment plan shall be subject to review. B. The temperature of industrial waste discharged into the sewer system should not exceed 140 degrees Fahrenheit. C. Industrial wastes having a grease and oil concentration in excess of 200 ppm will be considered on a case-by-case basis to determine if the sewer system can safely receive said wastes. 14 D. Industrial discharge of toxic or radioactive wastes into the sewer system will be considered on a case-by-case basis. E. Industrial discharge of wastes having a biochemical oxygen demand (BOD) in excess of 300 ppm will be considered on a case-by-case basis to determine if the sewer system can safely receive said wastes. F. Industrial discharge of wastes having suspended solids in excess of 300 ppm will be considered on a case-bycase basis to determine if the sewer system can safely receive said wastes. To make such determination, the following procedures shall apply: 1. Where warranted, installation of an appropriate manhole for purposes of sampling the final industrial waste discharge may be required. 2. The source to be used for the chemical and bacteriological analysis shall be the "Standard Methods for the Examination of Water and Sewage," latest edition, approved by the Joint Committee of the Public Health Association, Federation of Sewage and Industrial Waste Association and American Water Works Association. 60.08 REQUIREMENT FOR APPROVED PLANS AND CONSTRUCTION AGREEMENT A. Developer shall prepare detailed engineering drawings for construction of the proposed system shown on the tentative map and submit such drawings to the District for review and approval. Each system shall provide for water service and/or sewer service, where applicable, to each lot in a subdivision and to each parcel in a parcel map development. The utility system proposed shall not be detrimental in any way to operation of the District utility system and shall conform to the requirements of the approved SAMP. B. The General Manager shall review the construction drawings and either accept, reject, or revise them for compliance with District standards and specifications. Upon approval of the drawings, the General Manager shall return them to the Developer with the following: (i) District estimates for construction costs and the amount of additional District deposit; (ii) the required standard District agreement for installation of water or sewer facilities; and (iii) the amount of security required to guarantee performance of the agreement. C. Developer shall return to the District the revised drawings, if required, the executed subdivision construction agreement, together with the required deposits and security, either cash, surety bond, or letter of credit, acceptable to the General Manager, and the grant of easements or rights-of-way that may be required. If such are complete, and the proposed subdivision has been annexed into an Improvement District, the Construction Agreement for the project will be authorized by the General Manager. D. Upon approval of the construction agreement by the General Manager, the Developer shall submit the mylar construction plans for signature by the General Manager. 15 51.03 INSPECTION OF CUSTOMER PREMISES Authorized District personnel shall have unrestricted access at reasonable hours to all premises served by District sewers for inspection and testing purposes, and to determine whether the customer is complying with the rules, regulations and ordinances of the District concerning sewer services. 52.06 DISCHARGE OF INDUSTRIAL WASTE Any person or governmental agency desiring to discharge industrial wastes into the District sewer system shall obtain a permit from the District for the discharge of said wastes. The District may require installation of on-site facilities by the discharger for purposes of pretreatment of sewage before industrial waste can be discharged into the District sewer system. 52.03 ENFORCEMENT OF DISTRICT RULES AND REGULATIONS The General Manager shall enforce rules and regulations set forth in this Code relating to District sewer service. The General Manager shall be authorized to take such action as he deems necessary for preservation of public health or safety, or for the protection of public or private property. The General Manager may suspend sewer service to any customer using the District sewer system in a manner that would endanger the public health or safety, or public or private property. In suspending such service, the Customer's connection to the District sewer system may be severed. If danger is imminent, the General Manager may act immediately to suspend sewer service coincident with giving notice or warning to the customer. 16 SECTION IV – OPERATIONS AND MAINTENANCE PROGRAM Requirement (a) Maintain an up-to-date map of the sanitary sewer system, showing all gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities; (b) Describe routine preventative operation and maintenance activities by staff and contractors, including a system for regular maintenance and cleaning of sanitary sewer system with more frequent cleaning and maintenance targeted at know problem areas. The Preventative Maintenance program should have a system to document scheduled and conducted activities, such as work orders; (c) Develop a rehabilitation and replacement plan to identify and prioritize system deficiencies and implement short-term and long-term rehabilitation actions to address each deficiency. The program should include regular visual and TV inspections of manholes and sewer pipes, and a system for ranking the condition of sewer pipes and scheduling rehabilitation. Rehabilitation and replacement should focus on sewer pipes that are at risk of collapse or prone to more frequent blockages due to pipe defects. Finally, the rehabilitation and replacement plan should include a capital improvement plan that addresses proper management and protection of the infrastructure assets. The plans shall include a time schedule for implementing the short- and long-term plans plus a schedule for developing the funds needed for the capital improvement plan; (d) Provide training on a regular basis for staff in sanitary sewer system operations and maintenance, and require contractors to be properly trained; and (e) Provide equipment and replacement part inventories, including identification of critical replacement parts. 17 Supporting Documents A summary of the District’s measures and activities related to this section and the supporting official documents are shown in Table IV.1. Table IV-1 Operations & Maintenance Requirements Items Required Supporting Documents a. Maintain an up-to-date map of the sanitary sewer system Water and Sanitary Sewer Facility Maps Created via GIS and Maintained by District Engineering Staff. Note: These documents are updated as necessary to reflect modifications and additions to the utility system. b. Describe routine preventative operation and maintenance activities by staff and contractors Otay Water District Operation and Maintenance Procedures—Preventative Maintenance Schedule set up to address wastewater conveyance facilities requiring more maintenance than normal based upon past District records. c. Develop a rehabilitation and replacement plan to identify and prioritize system deficiencies and implement short-term and long term rehabilitation actions to address each deficiency The District’s yearly Capital Improvement Program includes planned short-term and long-term rehabilitation and replacement improvements. These wastewater system improvement projects reflect the prioritized needs of the District over the planning horizon. d. Provide training on a regular basis for staff in sanitary sewer system operations and maintenance, and require contractors to be properly trained Otay Water District Operation and Maintenance Procedures—Training per Collection System Procedures Manual. Conduct regular training of any contractors/vendors. e. Provide equipment and replacement part inventories, including identification of critical replacement parts. Otay Water District Operation and Maintenance Procedures - Equipment and Parts Inventory is updated regularly. 18 Sanitary Sewer System Mapping The District operates and maintains a Geographic Information System (GIS) mapping system that includes information for its wastewater collection system assets. The GIS mapping and associated attribute information is available to all staff through web maps available on desktops, laptops, tablets and phones. These web maps are available to District staff in the office and in the field. The web maps are connected to District databases and as additions and corrections are made to an asset’s location or information, it is immediately viewable by staff using the maps. A pdf map book, which is updated regularly, is uploaded to all of the laptops and/or tablets taken into the field so that in the rare case of a loss of connectivity to the District’s network, users still have access to the District’s mapping while working or responding to an emergency. The District also maintains a limited number of hard copy map books in the rare case that web maps are not available. The District’s Sanitary Sewer System is shown in Exhibit IV-A. This exhibit includes the District’s primary collection mains, lift stations, force mains and 1.3 MGD water reclamation plant. Exhibit IV-B is a typical 400 scale Facility Map sheet that has been completed for the entire District Sewer System. These sheets provide a hard copy of the District’s sewer system to assist Operations staff in servicing the wastewater collection system’s and the District’s customers’ needs. Routine Preventative Maintenance Activities In order to proactively reduce repairs and the chance for SSO events within the District’s service area, the Operations Department staff has developed a detailed list of preventative maintenance procedures for their wastewater collection and treatment system. All preventative and corrective maintenance of the sewer system are captured at the asset level by utilizing Computerized Maintenance Management System (CMMS) work orders.The District uses the Cityworks enterprise asset and maintenance management system to plan and document the results of all work completed on District assets. Work orders are created, tracked, and completed for the tasks generated by each of the work programs described below. Detailed standard operating procedures (SOPs) related to the work programs are kept at the District offices and available upon request. Specific elements of the preventative maintence procedures includes the following elements: Sewer Main Closed Circuit Television (CCTV) Inspection and Cleaning A vehicle outfitted with specialized CCTV camera and software systems is used to inspect all sewer mains. CCTV inspections are performed before the line segments are cleaned to observe the undisturbed condition of the pipe. The observed conditions are categorized and recorded using the National Association of Sewer Service Companies (NASSCO) Pipeline Assessment Certification Program (PACP). The District uses Pipeline Observation System Management 19 (POSM) data collection software to track any closed circuit television (CCTV) observations and cleaning of the sewer collection system. An example of a POSM report is included as Exhibit IV- C. The findings from CCTV inspections are available to all District employees for review and analysis. The results of the routine CCTV inspection program drive many of the other work programs (e.g., inspection-driven cleaning, condition assessment, rehabilitation, FOG control) within the sewer system. The objective of the sewer main cleaning program is to clean the entire system once every two years using a Vactor brand high-velocity combination truck. Each appurtenance in the sewer collection system is assigned a unique asset number. All preventative and corrective maintenance of the collection system is captured at the asset level by utilizing CMMS work orders. Manhole Inspection & Maintenance Regular high-velocity cleaning of gravity sewer mains and inspections of manholes is scheduled by utilizing CMMS work order templates that have been created for the entire system. These work order templates are organized into groups in the order in which cleaning should take place throughout the three sections of the system, Calavo Gardens, Hidden Mountain, and Rancho San Diego. All manholes are inspected as the sewer main is cleaned and then maintained as-needed or scheduled. Maintenance for manholes includes overall condition assessment, debris removal, herbicide application, and minor structural repairs. Preventative maintenance and inspection of manholes in remote easements and environmentally sensitive areas are scheduled with a higher frequency. Force Main Inspection and Cleaning Conditions of force mains are determined by routine lift station calibration on a yearly basis to identify changes in capacity and discharge head pressure. Work orders for these activities are automatically generated by the CMMS. Lift Station Inspection and Maintenance Lift stations are checked weekly for proper function and cleanliness. Any maintenance issues are either resolved during the inspection or are scheduled through the work order system. Monthly maintenance on each lift station includes a high-pressure washdown of the wet well, cleaning of the floats, exercising all system valves, checking the emergency generator, and checking the SCADA backup battery. Pumps are serviced professionally as-needed. Additional Cleaning for High Maintenance Areas Regular cleaning of enhanced maintenance areas is scheduled and determined by conditions observed during past inspections and preventative and corrective maintenance conducted in 20 the field. Work orders for these areas are automatically generated by the CMMS on a weekly, monthly, semi-annual, and annual basis. A list of these sewer mains and manholes is continuously updated and evaluated by the operators as maintenance is performed throughout the system. Treatment Plant Preventative Maintenance The preventative maintenance program for the Sewage Treatment (Reclamation) Plant is documented through automatically generated CMMS work orders scheduled on a weekly, bi- weekly, monthly, quarterly, semi-annual, and yearly basis. Rehabilitation and Replacement Prioritization The District’s yearly Capital Improvement Program (CIP) includes detailed planned short-term and long-term rehabilitation and replacement of wastewater facilities that reflect the needs of the District over the planning horizon. Projects are described and funded each year so that they can be designed in-house or be out-sourced for design with the goal of having projects constructed prior to a sewer facility failure occurring and resulting in a SSO event. CIP projects are prioritized based on immediate need and the consequences of failure, using a scale of 1 to 10, with a score of 10 reflecting the highest priority and in the most immediate need of replacement. Short-term and long-term rehabilitation and replacement plans are reflected in the CIP effort as a wide range of projects, ranging from immediate and high priority projects to low priority, long range projects. The process to determine whether to rehabilitate versus replace is included within each project’s Preliminary Design Report phase. The primary decision is the impact of a facility failure and threat of a SSO event if the facility is not rehabilitated or replaced within a certain period of time. Manholes identified as needing minor repairs after inspection, (i.e. grade elevation, cover/ring and exterior re-grouting, cover replacement, minor bench and channel repairs and inflow issues) are performed by the collection system and utility maintenance section staff. Manhole repair work with factors such as high traffic areas, deep manholes, and accessibility issues are considered for contracting to an outside service. Manholes with more critical conditions are identified and placed on a list for outsourced rehabilitation by a contracted service. Condition defects such as internal grouting needs, concrete degradation, infiltration, and manholes which need to be replaced fall into this category. All work is documented at the asset level in the CMMS. Funds are budgeted on a yearly basis in the District’s operating budget to cover the costs of these manhole rehabilitation options. Gravity sewer pipeline and manhole conditions are observed and documented during the course of the District’s CCTV inspection program. Televised sewer main and manhole inspection records are downloaded into the District’s GIS and CMMS applications. The 21 engineering department evaluates these records to determine which appurtenances will be addressed in-house or entered into a replacement CIP program for the following year. Regular Training for Sanitary Sewer System Staff Collection System and Reclamation Plant section staff responsible for maintaining the sewer mains and lift stations are regularly trained in both maintenance procedures and general safety policies and procedures. Training is provided by section supervisors and leads, the District Safety and Security Administrator, other designated employees, and by outsourced training facilities. Additional training is also required through a District-contracted online training firm. Examples of some of the regular training courses are listed below: • Confined Space Entry General Safety (Initial before entry) [Refresher annually] • Trenching & Shoring - Competent Person - (Initial seminar before working in trenches < 4') [Refresher every 3 years + periodic on-line refresher] • Vehicle Incident Reporting Procedure, Report Form, and Fleet-Vehicle Driving & Parking - (Annual Review - Supervisor's call) Utility Worker II positions assigned to the collection system section on a long-term basis are required to maintain a Collection System Maintenance Grade I certification administered by the California Water Environment Association (CWEA). All collection system and reclamation plant section staff are trained in all written procedures related to the collection system as appropriate for their job responsibilities. Staff also utilizes industry standard training manuals, vendor and CWEA training events, and manufacturer equipment manuals. Routine safety training for maintenance-related activities is scheduled by the Safety and Security Administrator and the Reclamation Plant and Utility Maintenance section supervisors according to regulatory and District requirements. Additional on-the-job maintenance and operation training is provided to a new section member by a more experienced operator. Additionally, details describing methods and techniques needed for specific recurring maintenance activities in the collection system are listed in the CMMS work order templates for sections in which they will need to be applied. All training records for District staff and required proof of certification are maintained on the District’s Intranet system and are available upon request. Vendors are required to adhere to all Cal-OSHA safety standards when contracted for work by the District. In some circumstances, such as confined space entries and working within the reclamation plant, District policy requires that vendors receive additional documented safety training prior beginning their work. Additionally, staff is trained in collection system-specific activities using procedures located electronically on the Otay Information System (OIS) and as hardcopy in the Collection System Procedures Manual. 22 Equipment and Replacement Part Inventories Materials used for emergency response and repairs are available at the Sewage Treatment (Reclamation) Plant, the Operations Warehouse, and the Operations Main Storage Yard. Materials are routinely inventoried to verify adequate supplies. Equipment used for emergency response is in use or stored at the District’s Reclamation Plant and Operations Main Yard. Routine preventative maintenance is performed for all equipment and is documented in CMMS. Other resources which can be used to respond to a sewage spill include contractors who are able to provide repairs and services and suppliers to provide repair supplies. Additionally, the District has entered into a Shared Services Agreement with surrounding local water and wastewater agencies to provide equipment and personnel in the event of an emergency. Agency and vendor contact information is included in approved response procedures where appropriate. A list of all equipment, materials, and supplies, used for preventative and corrective maintenance in the collection system is maintained on the District’s intranet sytem and updated periodically. This comprehensive inventory of equipment accounts for equipment used and also includes a list of traffic equipment. The sewer pipeline and lift station inventory items are considered critical replacement parts. 23 Exhibit IV–A Otay Water District Sanitary Sewer System 24 Exhibit IV-B Otay Water District Facility Map Example 25 Exhibit IV-C POSM Report 26 Exhibit IV-C POSM Report, continued 27 SECTION V - DESIGN AND CONSTRUCTION STANDARDS Requirement a. Design and construction standards and specifications for the installation of new sanitary sewer systems, pump stations and other appurtenances; and for the rehabilitation and repair of existing sanitary sewer systems; and b. Procedures and standards for inspecting and testing the installation of new sewers, pumps, and other appurtenances and for rehabilitation and repair projects. Supporting Documents The District has adopted the Water Agency Design Guidelines (WASD) and the Water Agency Standards (WAS) as the District’s design and construction standards, and specifications for construction details to install, rehabilitate, repair, test and inspect new and existing sewers and pump stations constructed within the District’s service area. These design and construction standards can be found online, on the website, San Diego Water Agency Standards (www.sdwas.org). Each design guideline document, standard design drawings and standard specifications can be found at the following locations on the website: Design Guidelines Gravity Sewer Pipeline: sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.1) Sewer Manholes and Cleanouts: sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.2) Sewer Laterals: sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.3) Pressure Systems (Force Mains): sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.4) Standard Specifications Standard Specifications for Potable Water, Recycled Water and Sewer Facilities: sdwas.org/Standard-Specifications Standard Drawings Standard Drawings for Potable Water, Recycled Water and Sewer Facilities: sdwas.org/Standard-Drawings/Standard-Drawings-Sewer 28 SECTION VI – SPILL EMERGENCY RESPONSE PLAN Requirement Each Enrollee must develop a Spill Emergency Response Plan (SERP) to assure immediate detection and response to spills to reduce spill volumes and collect information for prevention of future spills. The SERP must include procedures to: • Notify primary responders, appropriate local officials, and appropriate regulatory agencies of a spill in a timely manner; • Notify other potentially affected entities (for example, health agencies, water suppliers, etc.) of spills that potentially affect public health or reach waters of the State; • Comply with the notification, monitoring and reporting requirements of the General Order, State law and regulations, and applicable Regional Water Board Orders; • Ensure that appropriate staff and contractor personnel implement the SERP and are appropriately trained; • Address emergency system operations, traffic control and other necessary response activities; • Contain a spill and prevent discharge to waters of the State or any drainage conveyance system; • Minimize and remediate public health impacts and adverse impacts on beneficial uses of waters of the State; • Implement technologies, practices, equipment, and interagency coordination to expedite spill containment and recovery; • Implement pre-planned coordination and collaboration with storm drain agencies and other utility agencies/departments prior, during, and after a spill event; • Conduct post-spill assessments of spill response activities; • Document and report spill events as required in this General Order; and • Review and assess the Spill Emergency Response Plan Annually. 29 Overview Compliance with the regulation is demonstrated by the discussion below and the District’s Spill Emergency Response Plan included in Section XII of this document. These documents show that the District has developed and implemented a spill emergency response plan that identifies measures to protect public health and environment. The documents also provide the information that shows compliance with proper and timely notification procedures, appropriate response to all overflows and the procedures that ensure prompt notification to all appropriate agencies and potentially affected entities. Discussion of Spill Response The Otay Water District SERP is included in this document under Section XII. The District has also developed the narrative entitled “Exhibit VI-A Sanitary Sewer Overflow Response and Reporting Work Flow Description” describing the roles and duties of each staff member during a SSO event. In addition the District developed their own “Sanitary Sewer Overflow Response and Reporting Work Flow Plan”, included here as Exhibit VI-B. The District requires that all employees report all wastewater overflows found and take the appropriate action to secure the wastewater overflow area, relieve the cause of the overflow, and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and protect the environment. The District’s goal is to respond to sewer system overflows during the regularly scheduled workday within 30 minutes. After hours response time is dependent on the location of the assigned stand-by personnel but the typical response time is generally less than one hour. 30 Exhibit VI—A Sanitary Sewer Overflow Response and Reporting Work Flow Description Customer Service: During normal working hours Customer Service receives a call from an outside or inside source and creates a CMMS work request to the Reclamation Plant Operators. After normal business hours the answering service receives a call from an outside source and notifies the standby duty Reclamation Plant Operator Reclamation Plant Supervisor: The supervisor dispatches the Lead/Reclamation Plant Operator to the site and informs the Utility Maintenance Supervisor(s), System Operations Manager and/or the Chief of Operations. The Lead/Reclamation Operators on site inform the Reclamation Plant Supervisor of the characteristics of the spill in order to assess the need for additional District resources or if outside services may be needed. The Reclamation Plant Supervisor monitors the capture of overflow report data and supervises the compilation of a draft report. The Supervisor notifies the designated regulatory agencies as required by the waste discharge permit reporting program’s classification of spills. The supervisor reviews the preliminary report data with the Lead Operator prior to online reporting via the State Water Resources Control Board’s online California Integrated Water Quality System (CIWQS). The Reclamation Plant Supervisor and the Lead Reclamation Plant Operator are authorized CIWQS data-submitters Lead Reclamation Plant Operator: The Lead Reclamation Plant Operator monitors the capture of overflow report data in the field and updates the Reclamation Plant Supervisor with the current status of the spill so that the need for additional District resources and/or outside services can be determined. The Lead Reclamation Plant Operator creates an internal preliminary report and enters the data into the CIQWS under the “submit data” status after review with the Reclamation Plant Supervisor and/or the Utility Maintenance Supervisor(s). 31 Additionally the lead operator is responsible for performing all spill response activities of the Reclamation Plant Supervisor in his/her absence or as directed. Reclamation Plant Operator: The Reclamation Plant Operator(s) responding to the spill are responsible for applying best management practices for spill containment until the Utility Workers arrive with collection system maintenance equipment. The Reclamation Plant Operator provides the Utility Workers with any additional information on the spill after they arrive on site. The plant operator also operates/troubleshoots lift station equipment and/or uses blockage-removal hand tools to remove the cause or lessen the severity of the spill. Additionally, the plant operator captures all field data used for reporting and forwards it to the Lead Operator and/or Plant Supervisor Utility Worker: The Utility Workers assigned to the collection system on a long- term basis are responsible for responding to the spill when notified, removing blockages, and determining the cause of the spill After normal working hours the standby Reclamation Plant Operator directly notifies the standby-duty Utility Crew Leader who will then call their standby Utility Worker crew to respond to the overflow site System Operations Manager/Utilities Services Manager: The System Operations Manager and/or Utilities Services Manager review report data submitted by the Lead Reclamation Plant Operator and/or the Reclamation Plant Supervisor prior to updating the report status to “ready to certify.” The System Operations Manager and/or Utilities Services Manager are Legally Responsible Officials for the District and certifiy all sanitary sewer overflow reports in the CIWQS after the report has been submitted for certification by the Reclamation Plant Supervisor or the Lead Reclamation Plant Operator Chief of Operations: The Chief of Operations is also a Legally Responsible Official for the District and may certify final reports in the CIWQS in the absence of the System Operations Manager General Manager: The General Manager is a Legally Responsible Official. The Chief of Operations and System Operations Manager are duly authorized representatives of the General Manager. 32 CMMS Work Request Forwarded Exhibit VI—B Sanitary Sewer Overflow Response and Reporting Work Flow Plan OR OR CUSTOMER SERVICE Creates a CMMS Work Request REC PLANT SUPERVISOR LEAD REC PLANT OPERATOR RECLAMATION PLANT OPERATOR SYSTEM OPERATIONS MANAGER and UTILITY SERVICES MANAGER and/or CHIEF OF OPERATONS and ENVIRONMENTAL COMPLIANCE SPECIALIST LEAD / REC PLANT OPERATOR Monitors capture of overflow report data UTILITY CREW LEADER and/or UTIITY MAINTENANCE SUPERVISOR calls in their stand-by UTILITY WORKERS to respond to the overflow DESIGNATED REGULATORY AGENCIES NOTIFIED LEAD/REC PLANT OPERATOR – Creates an internal preliminary report REC PLANT SUPERVISOR Reviews internal preliminary report LEAD/REC PLANT OPERATOR Enters data in CIQWS under the “submit data” status SYSTEM OPERATIONS MANAGER and/or CHIEF OF OPERATIONS Reviews and accepts report data submitted and updates the report status to “ready to certify” After Hours Answering Service Notifies Stand-by Crew Dispatched to SSO Informs OPS & ENG of SSO Updates Supvsr of SSO Spill Reported Outside Source or Operations/Field Staff Observes Sewer Spill 33 Spill Emergency Response Plan Training for Staff: Training for sanitary sewer overflow response is provided regularly to prepare participants for the conditions of an emergency, to visualize and practice response roles and to address procedural conflict and difficulties. Training includes the following techniques: • Tabletop Exercise: After review and discussion of established spill response procedures, a sewage spill event is simulated without the use of equipment or deployment of resources. A facilitator verbally explains the steps taken. Exercise effectiveness is determined by feedback from participants and impact on revisions to plans, procedures, and systems. • Emergency Response Drills: A sewage spill event is simulated with the use of equipment and deployment of resources. Controllers monitor and record actions. This type of exercise not only allows for the re-evaluation of response procedures, but it also tests equipment, response time, training, resource and staff capabilities. All drills have follow-up meetings to critique strength and weaknesses and to recommend improvements. Procedures to Address Traffic and Crowd Control During SSO Events: Traffic control equipment will be employed whenever there is a need to divert traffic around a sewer spill. Traffic control equipment is stored at the reclamation plant and operations main yard. Equipment includes barricades, delineators, lighted sign-boards, traffic cones, lighted signs, flashers, and utility vehicles. Assistance with traffic control has been set up in advance with contracts with vendors to be used during responses to spills such as televised inspection contractors, pumping service vendors, and nearby agencies that participate in the District’s Shared Services Agreement. Crowd control can be handled similar to traffic control with the additional use of sewer spill notification signs, caution tape, and materials to rope-off an area affected by the spill until cleanup is completed. Program to Contain and Prevent the Discharge of Wastewater to Waters of the United States: The District’s primary objective in sewer spill response is to protect the public health and the environment. Materials and equipment used for sewer spill response for the prevention of wastewater reaching Waters of the United States are stored at the reclamation plant in a designated area for sewer system maintenance and emergencies. Methods used to divert, contain and recover sewer flow from storm drains and bodies of water are listed in the Collection System Sewer Spill & Response procedure. Some of these methods and material include: 1. Use sandbags, fiber rolls and/or straw wattles to reduce spill volume to storm drains and bodies of water. 2. Dig diversion trenches and/or install silt fences to direct flow away from storm drains and bodies of water. 34 3. Build earth dams and detention ponds to contain wastewater flow until it can be recovered. 4. Use vactor truck to recover spill volume where possible. 5. Use pumps to transfer flow away from storm drains and bodies of water. The operation and maintenance training program ensures that these best management practices are reviewed, rehearsed, and updated during table-top exercises and emergency drills, and any time there is a significant change in equipment or operation of the collection system. Additionally, an CMMS-generated work order has been created for the annual review of spill-response procedures. 35 SECTION VII—FOG CONTROL PLAN Requirement Each Enrollee shall evaluate its service area to determine whether a FOG control program is needed. If an Enrollee determines that a FOG program is not needed, the Enrollee must provide justification for why it is not needed. If FOG is found to be a problem, the Enrollee must prepare and implement a FOG source control program to reduce the amount of these substances discharged to the sanitary sewer system. This plan shall include the following as appropriate: (a) An implementation plan and schedule for a public education outreach program that promotes proper disposal of FOG; (b) A plan and schedule for the disposal of FOG generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of FOG generated within a sanitary sewer system service area; (c) The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG; (d) Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, BMP requirements, record keeping and reporting requirements; (e) Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the FOG ordinance; (f) An identification of sanitary sewer system sections subject to FOG blockages and establishment of a cleaning maintenance schedule for each section; and (g) Development and implementation of source control measures for all sources of FOG discharged to the sanitary sewer system for each section identified in (f) above. 36 FOG Control Program The Fats Oil and Grease (FOG) Program is normally a component of a SSMP for a wastewater collection agency with a large number of commercial customers and/or a history of FOG SSO events. The Otay Water District has carefully evaluated its service area and has determined that a FOG Control Program is not necessary for the District at this time based upon its SSO history and customer profile. The County of San Diego, whose sewer system (Spring Valley Sanitation District) intermingles with the District’s sewer system has also determined that a FOG Control Program is not necessary at this time.1 The District has not had any SSO events due to FOG since before work began on the SSMP in 2007. The District has a total of 125 non-residential sewer customers and of those customers, only 26 are related to the food business. These 26 food-related sewer customers consist of a range of commercial customers from small convenience stores to a shopping center with a large grocery store and several small restaurants. Only six of the food-related businesses are actual restaurants. FOG may also be contributed by residential customers and several residential areas within the District system have historically experienced grease build-ups due to suspected catering operations being operated out of residences. Identification of “Warm Spots” and Schedule of Maintenance District Operations staff has reviewed its customer base and have identified specific locations where FOG is more likely to occur and contribute to the wastewater collection system. Historical records of the locations where FOG has caused problems in the past have also been used for this effort. This information is used to specify the locations, referred to as “warm spots” , that are in need of increased maintenance in order to better avoid the chance of a SSO event. Exhibit VII-A details the locations of these identified warm spots and the schedule for their maintenance. Conclusion The District’s efforts for addressing FOG related issues has been through the identification of areas where these issues could be a problem and a proactive preventative maintenance program with routine cleaning to prevent any SSO’s related to FOG. Sewer customer communication regarding FOG issues through billing inserts and the Ditrict’s website have also been used. Therefore, a formal FOG Program will not be included in this SSMP at this time until more evidence of SSO events and increased maintenance due to FOG are experienced by the District. If and when that occurs, the District will draft, adopt and implement a FOG Program as part of their SSMP. 1 County of San Diego, Sewer System Management Plan, August 2020: https://www.sandiegocounty.gov/content/dam/sdc/dpw/WASTEWATER/SDCSD_Sewer_System_Management_Plan_2 020.pdf 37 Exhibit VII-A WARM SPOT MAINTENANCE SITES 38 39 SECTION VIII—SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN Requirement Each Enrollee shall prepare and implement a capital improvement plan (CIP) that will provide hydraulic capacity of key sanitary sewer system elements for dry weather peak flow conditions, as well as the appropriate design storm or wet weather event. At a minimum, the plan must include: (a) Evaluation: Actions needed to evaluate those portions of the sanitary sewer system that are experiencing or contributing to an SSO discharge caused by hydraulic deficiency. The evaluation must provide estimates of peak flows (including flows from SSOs that escape from the system) associated with conditions similar to those causing overflow events, estimates of the capacity of key system components, hydraulic deficiencies (including components of the system with limiting capacity) and the major sources that contribute to the peak flows associated with overflow events; (b) Design Criteria: Where design criteria do not exist or are deficient, undertake the evaluation identified in (a) above to establish appropriate design criteria; and (c) Capacity Enhancement Measures: The steps needed to establish a short- and long-term CIP to address identified hydraulic deficiencies, including prioritization, alternatives analysis, and schedules. The CIP may include increases in pipe size, I/I reduction programs, increases and redundancy in pumping capacity, and storage facilities. The CIP shall include an implementation schedule and shall identify sources of funding. (d) Schedule: The Enrollee shall develop a schedule of completion dates for all portions of the capital improvement program developed in (a)-(c) above. This schedule shall be reviewed and updated consistent with the SSMP review and update requirements as described in Section D. 14. 40 System Evaluation The District completed a Sewer Model Calibration Capacity Analysis and System Assessment in 2006. This study involved open channel flow metering for H20MAP-Sewer model calibration and a capacity assessment for present as-built conditions as well as build-out conditions. The study determined capacity issues and prioritized areas for closed circuit television inspections. The District has had engineering consulting firms under contract since 2007 for the inspection and condition assessment of the District’s entire sewer system. The consultants have performed field evaluations of the District’s existing system by performing Sanitary Sewer CCTV Inspection and Condition Assessment for pipelines identified as priorities (1) and (2) in the 2006 Sewer Model and System Assessment study. Televised inspection of sewer lines, investigation and analysis of the existing sewer system, rehabilitation recommendations for operational improvements, and rehabilitation prioritizing of the District’s sewer pipelines and associated manholes has been performed. A rehabilitation priority list has been created and is being used by the District to develop an annual “Rehabilitation and Replacement Program”. Design Criteria The system evaluation conducted in the 2006 Sewer Model Capacity Analysis and System Assessment and the results of the District’s ongoing CCTV Inspection and Condition Assessment have provided the design criteria necessary to address any deficiencies in the District’s sewer system that could result in or contribute to an SSO discharge. Capacity Enhancement Measures Projects to address hydraulic deficiencies in the District’s system have been identified based on the results of the two studies discussed above. These deficiencies have been incorporated into a table that prioritizes them on the basis of most critical to least. A number of the projects will be completed by Operations staff as maintenance projects. The larger and more complex projects are designated as CIP projects. The sewer projects have been included into the District’s CIP program which covers a six-year time frame and is updated annually. The projects designated as most critical are either in construction or under development. All of the identified deficiencies will be corrected through either the Operations maintenance program or the District’s CIP program. Although this may take several years, the District is committed to making the changes necessary to increase the reliability of the system. The existing schedule for sewer project implementation is included as Exhibit VIII-A and will be updated on an annual basis. In 2013, The District prepared a Wastewater System Master Plan (WWMP). This comprehensive examination of all aspects of the District’s wastewater system incorporates the information from the CCTV Inspection and Condition Assessment and updated the 2006 Sewer 41 Model Analysis. The 2013 WWMP included recommendations that have been incorporated into the rehabilitation and replacement projects of the District’s ongoing CIP program. Schedule The schedule for completion of all sewer project components of the CIP program is included as Exhibit VIII. 42 Exhibit VIII – Otay Water District CIP Budget and Schedule - FY 2020-2026 CIP Number Project Title Start End Cost (X1000) S2049 Calavo Basin Sewer Rehabilitation - Phase 2 Planning 7/1/16 9/30/19 $30 Design 10/1/19 1/31/21 $120 Construction 2/1/21 6/30/23 $850 S2050 Rancho San Diego Basin Sewer Rehabilitation - Phase 2 Planning 7/1/18 6/30/23 $30 Design 7/1/23 8/31/24 $200 Construction 9/1/24 6/30/27 $820 S2054 Calavo Basin Sewer Rehabilitation - Phase 3 Planning 7/1/23 6/30/26 $20 Design 7/1/26 6/30/27 $180 Construction 7/1/27 6/30/30 $900 S2066 Rancho San Diego Basin Sewer Rehabilitation - Phase 3 Planning 7/1/24 6/30/27 $40 Design 7/1/27 6/30/28 $160 Construction 7/1/28 6/30/30 $700 S2069 Cottonwood Sewer Pump Station Renovation Planning 7/1/19 12/31/20 $30 Design 1/1/21 6/30/22 $420 Construction 7/1/22 6/30/25 $1,350 S2070 Hidden Mtn. Sewer Pump Station Wet Well Renovation Planning 7/1/19 9/30/19 $5 Design 10/1/19 12/31/19 $25 Construction 1/1/20 6/30/21 $150 43 SECTION IX—MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS Requirement The Enrollee shall: (a) Maintain relevant information that can be used to establish and prioritize appropriate SSMP activities; (b) Monitor the implementation and, where appropriate, measure the effectiveness of each element of the SSMP; (a) Assess the success of the preventative maintenance program; (b) Update program elements, as appropriate, based on monitoring or performance evaluations; and (c) Identify and illustrate SSO trends, including: frequency, location, and volume. 44 Process The following describes the process and methods by which the District will monitor the effectiveness of the SSMP program and implement necessary modifications to the Plan. Maintain Information Pertaining to SSMP Activities The District has identified the Environmental Compliance Specialist and the Reclamation Plant Supervisor as the staff members responsible for continually monitoring the SSMP provisions to ensure that the system is maintained in conformance with the document. As improvements or modifications are identified, the District will implement the necessary adjustments to the program at the earliest practical time. Monitor and Measure SSMP Elements As the SSMP elements are implemented and evolve, the District will modify the elements due to new equipment, technology, code changes, specific program enhancements, and the collection system’s rehabilitation through implementation of the CIP. The District’s staff members responsible for monitoring the SSMP provisions will identify and recommend updates to this SSMP as part of the District’s regular assessment of performance indicators. The District’s key performance indicators Include the following: • Total number of SSOs • Number of SSOs per 100 LF per year • Total Volume of SSOs • Cause of SSO’s (Roots, Debris, FOG, Debris, Pipe Failure, Capacity Limitation) • Average response time during business hours • Average response time after business hours Mapping of SSO Frequencies As the historic record grows, SSO’s will be plotted to identify SSO trends and to evaluate overall SSMP program success by comparing information for varying years. Assessment of Preventative Maintenance Program Sewer system maintenance activities are tracked in the District’s CMMS system. This data can be retrieved and assembled into report form to identify trends and help to evaluate effectiveness of the program. On an annual basis, the District shall evaluate the effectiveness of its preventative maintenance program and adjust the program as needed. 45 Update Program Elements It is the District’s intention that the SSMP remain a living document and that it be regularly updated to reflect program or organizational changes, new regulatory requirements, and other changing conditions. District staff will review the SSMP on a regular basis and update the document with any significant changes. Identify and Illustrate SSO Trends The District maintains information related to actual SSO’s in its CMMS system. When an actual SSO event occurs, a detailed report is completed and the information is entered into CMMS. This enables District staff to analyze the information as necessary to identify any SSO trends. SSMP Modifications The District will update the SSMP periodically to ensure that the information maintained in the plan is current. In particular, routine updates will be made to the contact names and phone numbers for District Staff responsible for the implementation of specific SSMP programs. The SSMP will also be modified as necessary to maintain program effectiveness and continual compliance with the Waste Discharge Requirements. The SSMP will be officially updated on an annual basis and a comprehensive update and re- certification will occur every five (5) years. 46 SECTION X—SSMP PROGRAM AUDITS Requirement The Enrollee shall: Conduct periodic internal audits, appropriate to the size of the system and the number of the SSO’s. At a minimum, these audits must occur every two years and a report must be prepared and kept on file. This audit shall focus on evaluating the effectiveness of the SSMP and the Enrollee’s compliance with the SSMP requirements, including identification of any deficiencies in the SSMP and steps to correct them. 47 SSMP Audit Program The District’s plan is to conduct bi-annual audits of its SSMP in conjunction with the bi-annual review and update of the SSMP. The audit will include, but not be limited to the following: 1. Review of the progress made on the development of SSMP elements 2. Review of the status of any SSMP programs implemented 3. Identifying the success of any SSMP programs implemented 4. Description of system improvements made within the two-year audit period 5. Description of planned system improvements for the upcoming two years 6. Review of the data for any SSO occurrences. The results of the bi-annual audit will be compiled in a report and kept on file. 48 SECTION XI—COMMUNICATION PROGRAM Requirement The Enrollee shall: (a) Communicate on a regular basis with the public on the development, implementation, and performance of its SSMP. The communication system shall provide the public the opportunity to provide input to the District as the program is developed and implemented. (b) The District shall also create a plan of communication with systems that are tributary and/or satellite to the District‘s sanitary sewer system. 49 Public Education and Outreach Purpose This section of the SSMP discusses the District’s efforts to educate and inform the public regarding the proper use of the District’s sanitary system. The goal of these communication efforts is to facilitate public awareness of sanitary sewer system issues and to provide the public with the opportunity to provide input to the District’s SSMP as it is developed and implemented. Communication System The following is a summary of the District’s efforts to educate, inform and engage the public’s participation in the proper utilization of the District’s sanitary sewer system and comply with the SSMP requirements. Otay Water District Official Website The District has a website (www.otaywater.gov) that is used to inform the public about District activities. The main page provides access to diverse information and includes a link to information about the sanitary sewer system. There is a link on the website to access selected District publications where the public is able to view the SSMP document and another link for providing comments to the District. Additionally, the main page has a section for announcements which will be utilized to notify the public of any important activities related to sewer system management. Public Meetings The District holds a Board of Directors meeting on the first Wednesday of each month. These meetings are held in the Board Room at the District’s headquarters at 2554 Sweetwater Springs Boulevard, Spring Valley, California, 91978, and the public is invited and encouraged to attend. The Board meetings provide a forum for citizens to provide input on particular programs within the District during the Public Participation portion of the meeting. Copies of the Board Meeting Agenda are made readily available to the public from the District’s website. Certification and subsequent re-certification of the completed SSMP is required by the Board of Directors during a public Board of Directors meeting. Project specific meetings may also be convened with community leaders, community groups and other citizens to discuss sewer related projects and efforts. These meetings provide citizens with the opportunity to learn about the District’s activities, voice any concerns they may have, and receive clarification on a variety of issues. Project specific meetings are usually arranged by the District’s specific Project Manager for each sewer project. 50 Other Outreach Media Efforts The District also uses several additional forms of media to educate and inform the public regarding impacts to the District’s sanitary sewer system. These include the following: 1. Instagram (#otaywater) and twitter (@OtayWater) posts 2. District newsletter mailed quarterly to customers 3. Brochures distributed at community events 4. Bill stuffers 5. Sewer project construction signs located near construction areas. 6. Door hangars Examples of the website, newsletter articles and a project construction sign are included in Exhibit XI-A. Communication with Tributary and/or Satellite Collection Systems The District communicates regularly with the agencies that operate the collection systems tributary to the District’s collection system (County of San Diego, Padre Dam Water District). 51 Exhibit XI-A COMMUNICATION MEDIA EXAMPLES Sewer Construction Project Sign Sewer System Information on District Website 52 Customer Newsletter Articles Instagram Posts 53 SECTION XII— DOCUMENTS & PROCEDURES A. SPILL EMERGENCY RESPONSE PLAN (All of the following documents listed below are available on the District’s Intranet (Sharepoint site)) B. SAFETY 1. Vactor Truck Safety 2. Treatment Plant Entry and Exit 3. Directions to Cottonwood Meadows Lift Station 4. Directions to Hidden Mountain Lift Station 5. Directions to Russell Square Lift Station 6. Directions to Steele Canyon Lift Station 7. Directions to Calavo Gardens Lift Station C. COLLECTION SYSTEM & T-PLANT ALARM SYSTEMS 1. T-Plant Alarm Systems Acknowledgement 2. Acknowledging SACDA Alarms 3. Acknowledging Lift Station Auto Dialer Alarms 4. Lift Station Communications Failures 5. T-Plant apparent Computer Freeze 6. Alarm Systems Phone Number Configuration D. COLLECTIONS & EQUIPMENT OPERATIONS 1. CCTV Operation 2. Vactor Lubrication & Maintenance 3. Steele Canyon Lift Station Periodic Inspection 4. Cottonwood Meadows Lift Station Periodic Inspection 5. Cottonwood Meadows Emergency Contingency Plan 6. Hidden Mountain Lift Station Periodic Inspection 7. Russell Square Lift Station Periodic Inspection 8. Calavo Gardens Lift Station Weekly Inspection 9. Silverado Emergency Sewer Lift Station Activation 10. Pump Station Level Set Points 11. Refilling Bioxide Tanks Otay Water District Collection System Spill Emergency Response Plan May 2023 Table of Contents Definitions and Acronyms ........................................................................................................................ 3 Section 1 Purpose .......................................................................................................................... 5 1.1 District Goals ................................................................................................................. 5 1.2 State Requirements for a Spill Emergency Response Plan .............................................. 5 Section 2 District Procedures ......................................................................................................... 6 2.1 SSO Detection and Notification....................................................................................... 6 2.2 SSO Response Procedures .............................................................................................. 6 2.3 Initial Response .............................................................................................................. 8 2.4 Spill Containment Measures ........................................................................................... 9 2.5 Correction of the Cause of the SSO ................................................................................. 9 2.6 Recovery and Cleanup .................................................................................................... 9 2.7 Outside Agency Coordination prior to and During SSO Event ........................................ 10 2.8 Traffic Control and Crowd Control ................................................................................ 10 2.9 Notification Requirements............................................................................................ 11 2.10 Post-Spill Assessment ................................................................................................... 11 2.11 SSO Specific Monitoring................................................................................................ 15 2.12 Spill Emergency Response Plan Training ....................................................................... 16 2.13 Documentation and Reporting of Spill Events ............................................................... 16 2.14 Annual Review of Spill Emergency Response Plan ......................................................... 17 Figures Figure 2-1 SSO Overflow Response and Reporting Workflow Plan ................................................... 7 Tables Table 2.1 SSO Categories ............................................................................................................. 13 Appendices 1 Spill Category Determination Worksheet 2 Sanitary Sewer Overflow Field Report 3 Spill Notification Contact Information 4 Post Spill Assessment Worksheet 5 Volume Estimation Techniques 6 Water Quality Monitoring 7 Category Specific Information Needed for Spill Regulatory Reports Definitions & Acronyms Basin Plan - a water quality control plan specific to a Regional Water Quality Control Board (Regional Water Board), that serves as regulations to: (1) define and designate beneficial uses of surface and groundwaters, (2) establish water quality objectives for protection of beneficial uses, and (3) provide implementation measures. California Integrated Water Quality System (CIWQS) - the statewide database that provides for mandatory electronic reporting as required in State and Regional Water Board-issued waste discharge requirements. District – refers to the Otay Water District. Drainage Conveyance System - a publicly- or privately-owned separate storm sewer system, including but not limited to drainage canals, channels, pipelines, pump stations, detention basins, infiltration basins/facilities, or other facilities constructed to transport stormwater and non-stormwater flows. Force Main - Refers to a pressure sewer used to convey wastewater from a pump station to the point of discharge. Geographical Information System (GIS) - Refers to the District’s system that it uses to capture, store, analyze, and manage geospatial data associated with the District’s sanitary sewer system assets. Global Positioning System (GPS) - Refers to the method used to determine the longitude and latitude of sanitary sewer overflows for use in meeting CIWQS reporting requirements. Initial Responder – Refers to the District employee who provides the District’s initial response to a sewer system event. Lateral - Refers to the piping that conveys sewage from a building to the District’s sewer system. Office of Emergency Services (OES) - Refers to the California Governor’s Office of Emergency Services which is part of the California Emergency Management Agency. Personal Protective Equipment (PPE) – any equipment used to minimize exposure to hazards that cause workplace injuries or illnesses. Receiving Water - a water of the State that receives a discharge of waste. San Diego Department of Public Works (SD DPW) – refers to the agency responsible for wastewater treatment in San Diego County. San Diego Regional Water Quality Control Board (SDRWQCB) – refers to the Region 9 (San Diego region) Board and staff responsible for protecting the San Diego area’s water resources. Sanitary Sewer Overflow (SSO) - Any overflow, spill, release, discharge or diversion of untreated or partially treated wastewater from a sanitary sewer system. Waters of the State - surface waters or groundwater within boundaries of the state as defined in Water Code section 13050(e), in which the State and Regional Water Boards have authority to protect beneficial uses. Waters of the State include, but are not limited to, groundwater aquifers, surface waters, saline waters, natural washes and pools, wetlands, sloughs, and estuaries, regardless of flow or whether water exists during dry conditions. Waters of the State include waters of the United States. Waters of the United States - surface waters or waterbodies that are subject to federal jurisdiction in accordance with the Clean Water Act. Otay Water District Collection System Spill Emergency Response Plan 1. Purpose The purpose of the Otay Water District’s (District) Spill Emergency Response Plan (SERP) is to ensure an organized and effective response to any Sanitary Sewer Overflows (SSO) within the District’s sewer service area. The SERP provides guidelines for District personnel to follow in responding to, cleaning up and reporting any SSOs. The SERP satisfies the requirement mandated in the Statewide Waste Discharge Requirements General Order No. WQ 2022-0103-DWQ to update and implement an enrollee’s SERP. District employees are required to report all wastewater overflows found and to take the appropriate action to secure the wastewater overflow area, properly report to the appropriate regulatory agencies, relieve the cause of the overflow, and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and protect the environment. 1.1 District Goals The District’s goals for responding to SSO’s are the following: • Work safely; • Respond quickly to minimize the volume of the SSO; • Eliminate the cause of the SSO; • Prevent sewage system overflows or leaks from entering the storm drain system or receiving waters to the maximum extent practicable; • Contain the spilled wastewater to the extent feasible; • Minimize public contact with the spilled wastewater; • Mitigate the impact of the SSO; • Meet the regulatory reporting requirements; • Evaluate the causes of failure related to certain SSOs; and • Revise response procedures resulting from the debrief and failure analysis of certain SSOs. 1.2 State Requirements for a Spill Emergency Response Plan The collection system agency must develop a SERP to assure immediate detection and response to spills to reduce spill volumes and collect information for prevention of future spills. The SERP must include procedures to: • Notify primary responders, appropriate local officials, and appropriate regulatory agencies of a spill in a timely manner; • Notify other potentially affected entities (for example, health agencies, water suppliers, etc.) of spills that potentially affect public health or reach waters of the State; • Comply with the notification, monitoring and reporting requirements of the General Order, State law and regulations, and applicable Regional Water Board Orders; • Ensure that appropriate staff and contractor personnel implement the SERP and are appropriately trained; • Address emergency system operations, traffic control and other necessary response activities; • Contain a spill and prevent discharge to waters of the State or any drainage conveyance system; • Minimize and remediate public health impacts and adverse impacts on beneficial uses of waters of the State; • Implement technologies, practices, equipment, and interagency coordination to expedite spill containment and recovery; • Implement pre-planned coordination and collaboration with storm drain agencies and other utility agencies/departments prior, during, and after a spill event; • Conduct post-spill assessments of spill response activities; • Document and report spill events as required in this General Order; and • Review and assess the Spill Emergency Response Plan Annually. 2. District Procedures 2.1 SSO Detection and Notification Notification of an SSO will be generally occur through observation by the public, receipt of an alarm, or observation by District employees. If a call is received from the public concerning an SSO, the individual receiving the call will collect the following information: • Time and date of call • Specific location of potential overflow or incident • Nature of call • In case of SSO, estimated start time of overflow and how long it has been occurring • Caller’s name, telephone number, and address • Caller’s observations (e.g., odor, duration, location on property, known impacts, indication if surface water impacted, appearance at cleanout or manhole) • Any other relevant information District staff may also observe an SSO as part of their routine activities. Any problems noted with the sewer system should be reported to District Reclamation staff who will conduct initial response. Figure 2-1 is the overview of the SSO Response and Reporting Workflow Plan. Contractors may also cause or witness an SSO. Any Contractor working on the District’s sewer system will be trained on the proper procedures to follow should they cause or witness an SSO. Each Contractor will be provided with the notification procedures for reporting an SSO event to the District. 2.2 SSO Response Procedures District staff will respond to SSOs as soon as feasible following notification of an overflow/backup or unauthorized discharge. Upon notification of a potential spill, Otay Water District reclamation staff will conduct initial response and evaluation of any report of a sanitary sewer discharge within its sewer jurisdiction. Figure 2-1 CMMS Work Request Forwarded Sanitary Sewer Overflow Response and Reporting Work Flow Plan OR OR CUSTOMER SERVICE Creates a CMMS Work Request Outside Source or Operations/Field Staff Observes Sewer Spill REC PLANT SUPERVISOR LEAD REC PLANT OPERATOR RECLAMATION PLANT OPERATOR SYSTEM OPERATIONS MANAGER and UTILITY SERVICES MANAGER and/or CHIEF OF OPERATONS and ENVIRONMENTAL COMPLIANCE SPECIALIST LEAD / REC PLANT OPERATOR Monitors capture of overflow report data UTILITY CREW LEADER and/or UTIITY MAINTENANCE SUPERVISOR calls in their stand-by UTILITY WORKERS to respond to the overflow DESIGNATED REGULATORY AGENCIES NOTIFIED LEAD/REC PLANT OPERATOR – Creates an internal preliminary report REC PLANT SUPERVISOR Reviews internal preliminary report LEAD/REC PLANT OPERATOR Enters data in CIQWS under the “submit data” status SYSTEM OPERATIONS MANAGER and/or CHIEF OF OPERATIONS Reviews and accepts report data submitted and updates the report status to “ready to certify” After Hours Answering Service Notifies Stand-by Crew Dispatched to SSO Informs OPS & ENG of SSO Updates Supvsr of SSO Spill Reported 2.3 Initial Response Initial Responder priorities are the following: • To follow safe work practices, utilizing all appropriate Personal Protective Equipment (PPE) prior to any physical investigation. • To respond promptly with the appropriate and necessary equipment. • To contain the spill wherever feasible. • To restore the flow as soon as practicable. • To minimize public access to and/or contact with the spilled sewage. • To promptly notify the Engineering Department in event of major SSO. • To return the spilled sewage to the sewer system. • To restore the area to its original condition (or as close as possible). • To photograph and document affected and unaffected areas from a spill. The initial responder must respond to the reporting party/problem site and visually check for potential sewer stoppages or overflows. The initial responder will: • Note arrival time at the site of the overflow/backup. • Confirm that the sewer system spill or backup is within the District’s jurisdiction and responsibility. • If the spill is not within District jurisdiction, notify the responsible agency and document the time and contact information into the appropriate work order. • If the spill is within District jurisdiction, note if the actual blockage is occurring from a District, County-owned or private appurtenance. Consider that a blockage in a nearby County-owned manhole could cause a backup in the District collection system. • Identify and assess the affected area and extent of spill. Document conditions with photographs. • Use the Spill Category Determination Worksheet to determine the category for the spill. (Appendix 1) • Contact immediate Supervisor and: If the overflow is caused by a blockage or lift station equipment failure, follow the standby duty notification protocol for the Utility Maintenance and/or Pump/Electrical sections. • The Utility Workers assigned to the collection system section may be called to respond in lieu of the Utility Maintenance standby personnel if available for immediate response. If possible, use special tools such as a grabber or clam shell to open the channel and allow flow-through the blockage until the District’s Vactor crew arrives. • Visually estimate the amount of spill utilizing the spill volume estimation guide (see Appendix 5) or use pumping hours at pump station if appropriate. Document the estimate using photos and/or video of the SSO site before and during recovery operation. • Take all necessary steps to contain the SSO. See Spill Containment Measures below. • Start Regulatory reporting as required by the Spill Category and within the time constraints mandated by the General Order. (see Table 2.1) • Begin completing SSO Field Report (see Appendix 2) if feasible at the site. This field report may be completed after the spill has been contained. 2.4 Spill Containment Measures The initial responder and/or response team will attempt to contain as much of the spilled sewage as possible using any or all of the following steps: • Determine the immediate destination of the overflowing sewage (e.g., street curb gutter, storm drain, drainage channel, creek bed, body of water, etc.). • Take immediate steps to contain and recover the overflow (e.g., block or plug storm drains, recover sewage with a Vactor truck, dig or construct a containment pond, etc.). If the spilled sewage has reached the storm drain system, attempt to contain the spill by plugging downstream storm drainage facilities. • Identify and request, if necessary, assistance or additional District and/or Contractor resources (materials and equipment) to contain or isolate the overflow. • Pump around the blockage/pipe failure. 2.5 Correction of the Cause of the SSO Once the SSO has been contained and the cause determined, District Utility Maintenance staff will use the appropriate cleaning equipment to clear any blockage and observe the flows to ensure the blockage does not reoccur downstream. If staff are unable to clear the blockage within a reasonable time from arrival, or construction repairs are required to restore flow, containment and/or bypass pumping will be initiated. Detailed documentation of these efforts, with photo documentation, should be included. 2.6 Recovery and Cleanup If recovery is possible, the spilled sewage and any rinse water should be vacuumed up and/or pumped and discharged back into the sewer system. All SSO sites must be thoroughly cleaned as soon as possible after an overflow occurs. Clean-up and disinfection, if applicable, will be implemented to reduce the potential for human health issues and adverse environmental impacts associated with an SSO event. No identifiable residue (e.g., sewage solids, papers, plastics, etc. is to remain at the site. Clean-up of the site will be handled using the following procedures: • The SSO site must be secured to prevent contact by members of the public until the site has been thoroughly cleaned. • Where practical, the area shall be thoroughly flushed and cleaned of any sewage or wash-down water using a high-pressure water hose or Vactor truck; wash-down water shall be contained and recovered; solids and debris shall be flushed, swept, raked, or manually removed, and hauled away for proper disposal. • Where appropriate (typically in areas with hard surfaces), areas that were in contact with the sewage shall be cleaned using an approved sanitizing agent and deodorizer. • If any sewage is discharged into a body of water that may contain fish or other aquatic life, the appropriate agency, usually the CA Dept. of Fish & Wildlife, will be contacted to determine proper methods for clean-up of the waterbody. • Post signage of possible sewage contamination if the SSO has reached a drainage conveyance or surface water. • Where sanitizing agents are utilized, all contaminants shall be contained and collected for proper disposal. • Where sewage resulted in ponding, the pond must be pumped dry, and the residue removed and disposed of properly. • If SSO occurs during a heavy storm event (i.e., sheet of rainwater across paved surfaces) with heavy runoff, flushing and sampling (if required) should be omitted. Any conditions that prevent the completion of an appropriate spill response or sampling shall be documented and included in the Certified Spill Report. 2.7 Outside Agency Coordination Prior to and During SSO Event The District participates in an Interagency Shared Resources Program with four neighboring water utilities (Sweetwater Authority, Helix Water District, Padre Dam Water District, and Lakeside Water District). The District has an established relationship with the County of San Diego Department of Public Works (County DPW) and have shared resources with the County in the past. If additional resources are needed to expedite containment and clean-up of a spill, District staff should contact the County DPW Division 1 Headquarters and/or any of the agencies under the Interagency Shared Resources Program. Contact information for these agencies is included in Appendix 3 of the SERP. Sweetwater Authority Water Quality and Water Treatment Plant staff should be notified in the event of a sewer spill that has the potential to reach the Sweetwater River which, in turn could impact the Sweetwater Reservoir, a drinking water reservoir owned by the Sweetwater Authority. Contact numbers for the appropriate Sweetwater Authority staff are included in Appendix 3. Another critical agency that the District has coordinated with is the County of San Diego Watershed Protection Division. If the spill has entered or has the potential to enter the storm drain system, the County of San Diego Watershed Protection, and the County DPW Division 1 Headquarters should be contacted as soon as possible/feasible. The first responder and any other District staff present at the spill site will use GIS information that identifies County storm drains near the spill to determine which storm drain or drainages are impacted. Proper coordination with County DPW and the County Watershed Protection Division will help District staff to determine the path of the SSO and its potential impact within the storm drain system and whether the spill could ultimately reach a surface water. Contact information for the Agency is included in Appendix 3 of the SERP. 2.8 Traffic Control and Crowd Control Traffic Control The purpose of traffic control is to allow District crews to safely work when responding to an SSO event and to limit public access to areas potentially impacted by un-permitted discharges of sewage. The extent of traffic control will depend on the location and the magnitude of the SSO. District Utility Maintenance staff have the equipment and expertise to implement traffic control in most SSO events. Traffic control equipment is stored at the reclamation plant and operations main yard. Equipment includes barricades, delineators, lighted signboards, traffic cones, lighted signs, flashers, and utility vehicles. If the SSO location and extent is beyond District’s UM staff ability to handle traffic control, Utility Maintenance staff will implement preliminary traffic control and contact their contracted traffic control company for assistance. If the SSO is greater than 10,000 gallons, District staff should call the County of San Diego’s Sheriff’s Department for assistance in the event of road closures and traffic control and ask County DEH for help in informing the public of hazards due to the spill. Crowd Control Crowd control can be handled similar to traffic control with the additional use of sewer spill notification signs, caution tape, and materials to rope-off an area affected by the spill until cleanup is completed. 2.9 Notification Requirements The volume, impact and location of an SSO determine the level of notifications to comply with regulatory requirements. Table 2.1 provides a summary of the four different SSO categories and the notification, monitoring and reporting associated with each category. Notification of CalOES should occur within the time period indicated in Table 2.1. There are additional agencies that must be notified as soon as it is feasible after the discovery of a spill. The contact information for these agencies is included in Appendix 3. 2.10 Post-Spill Assessment A thorough post-spill assessment of each SSO event will help District staff become more effective in responding to any future spills. Each SSO event is an opportunity to evaluate the District’s response and reporting procedures. As soon as possible after Category 1, Category 2 and Category 3 SSO events, all of the participants, from the person who received the call to the last person to leave the site, will meet to review the procedures used and to discuss what worked and where improvements could be made in preventing or responding to and mitigating future SSO events. The results of the debriefing will be documented and tracked to ensure the action items are completed as scheduled. The following information and questions should be addressed during the post-spill assessment. Appendix 4 is a form that can be used to record the information. Response to the Spill: • Spill location name and address. • Review of the incident timeline and other documentation regarding the spill. • Were proper notification procedures adhered to and effective? • Were SSO response time goals met? • What safety procedures were used and if they were effective. • Were the initial response procedures followed and were they effective? • Review of volume estimate, volume recovered estimate and volume estimation assumptions. • Review of spill photographs. • The containment procedures used and if they were effective. • What clean-up and recovery procedures were used and if they were effective. • What sewer back up procedures were implemented and if they were they effective. • If sampling was conducted, were chain of custody procedures followed? Reporting and Notification Procedures: • Were all reporting and notification timeline requirements met (CIWQS reports)? • Was an SSO event file created? • Was QA/QC performed to ensure that the field data matches data inputted to CIWQS? Table 2.1 SSO Categories Category 1 Definition A Category 1 spill is a spill of any volume of sewage from or caused by a sanitary sewer system regulated under this General Order that results in a discharge to: A surface water, including a surface water body that contains no flow or volume of water; or a drainage conveyance system that discharges to surface waters when the sewage is not fully captured and returned to the sanitary sewer system or disposed of properly. Any spill volume not recovered from a drainage conveyance system is considered a discharge to surface water unless the drainage conveyance system discharges to a dedicated stormwater infiltration basin or facility. A spill from an Enrollee-owned and/or operated lateral that discharges to a surface water is a Category 1 spill. Notification Within two (2) hours of the Enrollee’s knowledge of a Category 1 spill of 1,000 gallons or greater, discharging or threatening to discharge to surface waters: Notify the California Office of Emergency Services (CalOES) at (800) 852-7550 and obtain a notification control number. Monitoring Conduct spill-specific monitoring. Conduct water quality sampling of the receiving water within 18 hours of initial knowledge of spill of 50,000 gallons or greater to surface waters. Reporting Submit a Draft Spill Report within three (3) business days of the Enrollee’s knowledge of the spill and submit Certified Spill Report within 15 calendar days of the spill end date. Submit Technical Report within 45 calendar days after the spill end date for a Category 1 spill in which 50,000 gallons or greater discharged to surface waters; and submit Amended Spill Report within 90 calendar days after the spill end date. Category 2 Definition A Category 2 spill is a spill of 1,000 gallons or greater, from or caused by a sanitary sewer system regulated under this General Order that does not result in a discharge to surface water. A spill of 1,000 gallons or greater that spills out of a lateral and is caused by a failure or blockage in the sanitary sewer system, is a Category 2 spill. Notification Within two (2) hours of the Enrollee’s knowledge of a Category 2 spill of 1,000 gallons or greater, discharging or threatening to discharge to waters of the state (Any surface water or groundwater, including saline waters, within the boundaries of the state.) Notify the CalOES at (800) 852-7550 and obtain a notification control number. Monitoring Conduct spill-specific monitoring. Reporting Submit a Draft Spill Report within three (3) business days of the Enrollee’s knowledge of the spill and submit Certified Spill Report within 15 calendar days of the spill end date. Submit Amended Spill Report within 90 calendar days after the spill end date. Category 3 Definition A Category 3 spill is a spill of equal to or greater than 50 gallons and less than 1,000 gallons, from or caused by a sanitary sewer system regulated under this General Order that does not discharge to surface water. A spill of equal to or greater than 50 gallons and less than 1,000 gallons, that spills out of a lateral and is caused by a failure or blockage in the sanitary sewer system, is a Category 3 spill. Notification Not applicable. Monitoring Conduct spill-specific monitoring. Reporting Submit monthly Certified Spill Report to the online CIWQS Sanitary System Database within thirty (30) calendar days after the end of the month in which any spills occur and submit an Amended Spill Report within 90 calendar days after the Certified Spill Report due date. Category 4 Definition A Category 4 spill is a spill of less than 50 gallons, from or caused by a sanitary sewer system regulated under this General Order that does not discharge to surface water. A spill of less than 50 gallons, that spills out of a lateral and is caused by a failure or blockage in the sanitary sewer system, is a Category 4 spill. Notification Not applicable. Monitoring Conduct spill-specific monitoring. Reporting If, during any calendar month, Category 4 spills occur, certify monthly, the estimated total spill volume exiting the sanitary sewer system, and the total number of all Category 4 spills into the online CIWQS Sanitary Sewer System Database, within 30 days after the end of the calendar month in which the spills occurred. Upload and certify a report, in an acceptable digital format, of all Category 4 spills to the online CIWQS Sanitary Sewer Database, by February 1st after the end of the calendar year in which the spills occur . 2.11 SSO Specific Monitoring Spill Location and Spread The spill location and spread will be assessed using photography and GPS coordinates. Photos and GPS coordinates are required for the location where the spill originated. Additional photographs will be taken to document the following: • Drainage conveyance system entry location(s) • Location of any spill discharge into surface waters (if applicable) • Extent of the spread of the spill • Location of the clean-up of the spill Spill Volume Estimation The volume of the spill will be estimated for assessment of the approximate magnitude and extent of the spill. The volume estimation techniques that can be used are presented in Appendix 5. The reporting of the volume estimate will be updated as further information is obtained during and after a spill event. Receiving Water Monitoring Visual Observations If a spill is discharging to a surface water, the following visual observations will be gathered and documented: • Estimated travel time of the spill to the receiving water; • If a spill enters a drainage conveyance system, the estimated travel time of the spill from the point of entry to the drainage conveyance system to the point of discharge into the receiving water; • Estimate of the spill volume entering the receiving water; • Photographs of any: o Waterbody bank erosion; o Floating matter; o Water surface sheen; o Discoloration of receiving water; o Impact to the receiving water Water Quality Sampling and Analysis When the estimated volume of a sewage spill is 50,000 gallons or greater and is discharged into a surface water, water quality sampling must be conducted, no later than 18 hours after knowledge of a potential discharge to the surface water. The water quality monitoring plan is included as Appendix 6. The collected receiving water samples will be analyzed for the following constituents: • Ammonia • Appropriate bacterial indicator(s) per the applicable Basin Plan water quality objectives, including one or more of the following, unless directed otherwise by the San Diego Regional Water Quality Control Board: o Total Coliform Bacteria o Fecal Coliform Bacteria o E-coli o Enterococcus The SDRWQCB, in conjunction with the County DEH, will determine if additional samples should be collected and analyzed per the applicable Basin Plan water quality objectives. 2.12 Spill Emergency Response Plan Training All District personnel who may have a role in responding to, reporting, and/or mitigating a sewer system overflow will receive training on the contents of this SERP. All new employees will receive training before they are placed in a position where they may have to respond. Current employees will receive annual refresher training on this plan and the procedures to be followed. Training sessions shall also incorporate hands-on field demonstrations to insure the preparedness of all response personnel to all anticipated situations. An overview of the SSMP and the SERP will be provided to District staff. This will serve as a mode of instructing staff on the SSMP, SSOs, and required documentation. All training will be conducted for affected employees and will include the following topics: • The District’s Spill Emergency Response Plan and Sanitary Sewer Management Plan • Sanitary Sewer Overflow Volume Estimation Techniques • Researching and documenting Sanitary Sewer Overflow Start Times • Response Procedures for Impacted Surface Waters • Water Quality Sampling Plan Periodic training drills or field exercises will be held to ensure that employees are up to date on SERP SSO response procedures, equipment is in working order, and the required materials are readily available. The training drills will cover scenarios typically observed during sewer related emergencies (e.g. mainline blockage, mainline failure, and lateral blockage). The results and the observations during the drills will be recorded and action items will be tracked to ensure completion. Training and event participation will be documented and maintained. 2.13 Documentation and Reporting of Spill Events Each spill must be properly documented, and information gathered for the spill that includes the mandatory information required by the General Order for the initial draft report and the subsequent certified report. This mandatory information varies according to the Category of the spill. Appendix 7 details the information that needs to be obtained for a spill for each of the categories. A SSO field report form, included as Appendix 2, should be completed for the spill as soon as it is safe and feasible. The information in the field report will provide much of the spill information necessary for the draft report that needs to be submitted to the online CIWQS Sanitary Sewer System Database within 3 business days for Category 1 and 2 spills. Category 3 spill information is submitted monthly and Category 4 spill information is submitted annually. 2.14 Annual Review of Spill Emergency Response Plan The District’s Spill Emergency Response Plan will be reviewed annually in February of each year. This review will evaluate the effectiveness of the plan during the prior 12 months. If any changes are needed to increase the effectiveness of the SERP, they will be incorporated into the document and the SERP will be updated. Changes in personnel and/or contact information will also be updated, as needed, to keep the SERP current. Appendix 1 Spill Category Determination Worksheet DETERMINE RESPONSIBILITY  Private (Source of problem is within a privately-owned system)  Other Public Agency (Source of problem is within another publicly owned system, not OWD)  OWD (Source of problem is within OWD system) If this box is checked, answer questions below to determine correct category of spill.  CATEGORY 1 Spill (If answer to any question below is Yes) • Discharge to surface water? Yes  No  • Discharge to Drainage Conveyance System that discharges to Surface Water and is not fully contained. Yes  No  • Exfiltrated to a Hydraulically Connected Surface Water? Yes  No   CATEGORY 2 Spill (If spill is NOT a Category 1 and answer to question below is Yes) • Is Discharge Volume 1,000 gallons or larger? Yes  No   CATEGORY 3 Spill (If spill is NOT a Category 1 and answer to question below is Yes) • Is Discharge Volume between 50 gallons and 999 gallons? Yes  No   CATEGORY 4 Spill (If spill is NOT a Category 1 and answer to question below is Yes) • Is Discharge Volume less than 50 gallons. Yes  No  Appendix 2 Sanitary Sewer Overflow Field Report (4 pages following) Appendix 3 Spill Notification Contact Information Otay Water District Contacts Contact Title Office Phone Cell Phone Damon Newman Treatment Plant Supervisor 619-670-2521 619-651-3449 Rob Leigh Lead Operator 619-670-2271 619-980-7983 Hector Licon Utility Maint. Supervisor 619-373-9674 619-373-9674 Jake Vaclavek Systems Operations Mngr. 619-670-2230 619-339-5146 Charles Mederos Utility Services Manager 619-670-2231 619-916-8957 Lisa Coburn-Boyd Env. Compliance Specialist 629-670-2219 619-971-4855 General Reporting Contacts Contact Phone Avail. Notes Cal Office of Emergency Services 800-852-7550 24 Hrs. San Diego County DEH 858-565-5255 24 Hrs. San Diego RWQCB 619-516-1990 Business Hrs. If no answer, email RB9Spill_Report@waterboards.ca.gov San Diego County DPW, Div.1 619-660-2008 Business Hrs. San Diego County Sheriff Dept. 858-565-5200 24 Hrs. Shared Resources Contacts Agency Contact Office Phone Email Helix Water Oliver Malkin 619-596-1313 oliver.malkin@helixwater.org Padre Dam Water James Vargas 619-258-4663 jvargas@padre.org Lakeside Water Quinn Johnze 619-443-3806 quinnj@lakesidewater.org Sweetwater Authority Ron Mosher 619-409-6750 rmosher@sweetwater.org San Diego County DPW Stacy Preve 619-660-2008 Cell phone: 858-248-9458 Sweetwater Authority Contacts (for spills that may impact the Sweetwater Reservoir) Contact Cell Phone Office Phone Email Justin Brazil, Director, Water Quality 619-729-7346 619-409-6812 jbrazil@sweetwater.org Mark Hatcher, Lab Supervisor 619-797-0630 619-409-6813 mhatcher@sweetwater.org Water Treatment On-Duty Operator 619-408-6800 Giovanni Outlaw, Plant Supervisor 619-980-6829 619-409-6803 goutlaw@sweetwater.org Davis Doane, Maint. Supervisor 619-322-4758 619-409-6807 ddoane@sweetwater.org Appendix 4 Post Spill Assessment Worksheet (three pages following) Appendix 5 Volume Estimation Techniques Appendix 6 Water Quality Monitoring Sanitary Sewer Overflow Water Quality Monitoring Program This monitoring program will be implemented for a Category I SSO in which 50,000 gallons or greater are discharge into a surface water and must be conducted as soon as possible but no later than 18 hours after initial SSO notification. Sampling Requirements Collect one water sample, each day of the duration of the spill. The sampling locations are as follows: • If sewage discharges to a surface water via a drainage conveyance system, a sample should be taken at a point in the drainage conveyance system before the flow discharges into a receiving water; • The surface water receiving a sewage discharge from a spill, either directly or from a drainage conveyance should be sampled in three locations; o A point in the receiving water where sewage initially enters the receiving water; o A point in the receiving water, upstream of the point of sewage discharge, to capture ambient conditions, absent of sewage; and o A point in the receiving water, downstream of the point of sewage discharge, where the spill material is fully mixed with the receiving water. Take photographs of the sampling locations and the condition of the receiving water where the sewer spill is discharging. The collected receiving water samples will be analyzed for the following constituents: • Ammonia • Appropriate bacterial indicator(s) per the applicable Basin Plan water quality objectives, including one or more of the following, unless directed otherwise by the San Diego Regional Water Quality Control Board: o Total Coliform Bacteria o Fecal Coliform Bacteria o E-coli o Enterococcus If District staff taking the water quality samples encounters access restrictions or unsafe conditions that prevents compliance with the sampling requirements of the General Order, documentation of access restrictions and/or safety hazards should be documented so that the information can be included in the corresponding required report. Proper Sanitary Sewer Overflow Sampling Procedures Obtain SSO field sampling kit from the RWCWRF laboratory. Don the PPE from the sample kit in preparation for taking samples. Grab samples will be collected by submerging a properly cleaned sample collection container provided by the laboratory directly in the sewerage flow. Collected sewerage will be transferred from the collection container to the preserved Laboratory- supplied sample bottles being careful not to overfill the bottles so as not to flush out any preservative. To maintain sample integrity and prevent cross-contamination, sample collection personnel will abide by the following protocols: • Collect samples (for laboratory analysis) only in laboratory-provided sample containers and remove the cap from each bottle immediately before collecting a sample; • Wear clean, powder-free nitrile gloves when collecting samples; • Change gloves whenever something not known to be clean has been touched and between sites. The most important aspect of grab sampling is to collect a sample that represents the entire sewerage overflow stream. Collect samples well away from the bank (preferable where water is visibly flowing) and 6” below the surface. Avoid sampling debris or scum layer from the surface or disturbing bottom sediment. Typically, samples are collected by dipping the collection container in the sewerage flow paths and streams as noted below.* • For small sewerage streams and flow paths, simply dip the bottle facing upstream until full. • For larger stream that can be safely accessed, collect a sample in the middle of the flow stream by directly dipping the mouth of the bottle. Once again making sure that the opening of the bottle is facing upstream as to avoid any contamination by the sampler. • For larger sewerage streams that cannot be safely waded, pole-samplers may be needed to safely access the representative flow. • Avoid collecting samples from ponded, sluggish or stagnant water. • Do not stand upstream of the sampling point within the flow path. Once samples have been collected, take a photograph of the sampling location if possible. Once all samples have been collected, they should be returned to the RWCWRF laboratory for analysis or for outside laboratory pickup for analysis. The chain of custody for the samples should be filled out. Sample analysis must be conducted according to sufficiently sensitive test methods. A method is sufficiently sensitive when the minimum level of the analytical method approved under 40 Code of Federal Regulations Part 136 is at or below the receiving water pollutant criteria. Additionally, an Environmental Laboratory Accreditation Program (ELAP) accredited laboratory must be used for the analysis of all samples. Currently the two laboratories for analysis of samples are the following: Ammonia – Analytical Chemical Labs, Inc. (619) 276-1558 Total, Fecal, E.Coli – Alpha Analytical Laboratories, Inc. (760) 930-2555 and Environmental Lab Network, Inc. (858) 266-1666 Appendix 7 Category Specific Information Needed for Spill Regulatory Reports Category 1 and Category 2 Spills Draft Report Within three (3) business days of a Category 1 or 2 spill, a Draft Spill Report must be submitted to the online CIWQS Sanitary Sewer System Database. The Draft Spill Report must, at minimum, include the following items: • Contact information: Name and telephone number of District contact person to • respond to spill-specific questions; • Spill location name; • Date and time the District was notified of, or self-discovered, the spill; • Operator arrival time at location of spill; • Estimated spill start date and time; • Date and time the District notified the CalOES, and the assigned control number; • Description, photographs, and GPS coordinates of the system location where the spill originated; o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field; • Estimated total spill volume exiting the system; • Description and photographs of the extent of the spill and spill boundaries; • Did the spill reach a drainage conveyance system? If Yes: o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry location(s); o Estimated spill volume fully recovered from the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; • Description and photographs of all discharge point(s) into the surface water; • Estimated spill volume that discharged to surface waters; and • Estimated total spill volume recovered. Certified Spill Report Within fifteen (15 calendar days of a Category 1 or 2 spill, a Certified Spill Report must be submitted to the online CIWQS Sewer System Database. The Certified Spill Report must, at minimum, include the following mandatory information in addition to all information in the Draft Category 1 or Draft Category 2 Spill Report. • Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill; • Spill end date and time; • Description of how the spill volume estimations were calculated, including at a minimum: o The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and o The methodology(ies), assumptions and type of data relied upon for estimation of the spill start time and the spill end time; • Spill cause(s) (for example, root intrusion, grease deposition, etc.); • System failure location (for example, main, lateral, pump station, etc.); • Description of the pipe material, and estimated age of the pipe material, at the failure • location; • Description of the impact of the spill; • Whether or not the spill was associated with a storm event; • Description of spill response activities including description of immediate spill containment and cleanup efforts; • Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps; • Spill response completion date; • Detailed narrative of investigation and investigation findings of cause of spill; • Reasons for an ongoing investigation (if applicable) and the expected date of completion; • Name and type of receiving water body(s); • Description of the water body(s), including but not limited to: o Observed impacts on aquatic life, o Public closure, restricted public access, temporary restricted use, and/or posted health warnings due to spill, o Responsible entity for closing/restricting use of water body, and o Number of days closed/restricted as a result of the spill. • Whether or not the spill was located within 1,000 feet of a municipal surface water intake; and • If water quality samples were collected, identify sample locations and the parameters the water quality samples were analyzed for. If no samples were taken, Not applicable shall be selected. Spill Technical Report (only applicable to Category 1 Spills) If a Category 1 Spill results in a discharge of 50,000 gallons or greater into a Surface Water, the District must submit a Spill Technical Report within forty-five (45) days of the spill end date. See Attachment E1, Section 3.1.3 of the General Order for the information required to be included in the Category 1 Spill Technical Report. Category 3 Spills Monthly Certified Spill Reporting for Category 3 Spills The District must report and certify all Category 3 spills to the online CIWQS Sanitary Sewer System Database within 30 calendar days after the end of the month in which the spills occurred. After the Legally Responsible Official certifies the spills, the online CIWQS Sanitary Sewer System Database will issue a spill event identification number for each spill. The monthly reporting of all Category 3 spills must include the following items for each spill: • Contact information: Name and telephone number of District contact person to • respond to spill-specific questions; • Spill location name; • Date and time the District was notified of, or self-discovered, the spill; • Operator arrival timel; • Estimated spill start date and time; • Description, photographs, and GPS coordinates of the system location where the spill originated; o If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field; • Estimated total spill volume exiting the system; • Description and photographs of the extent of the spill and spill boundaries; • Did the spill reach a drainage conveyance system? If Yes: o Description of the drainage conveyance system transporting the spill; o Photographs of the drainage conveyance system entry location(s); o Estimated spill volume fully recovered from the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; and o Estimated spill volume discharged to a groundwater infiltration basin or facility, if applicable. • Estimated total spill volume recovered. • Description of the spill event destination(s), including GPS coordinates, if available, that represent the full spread and reaches of the spill; • Spill end date and time; • Description of how the spill volume estimations were calculated, including, at minimum: o The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered), and o The methodology and type of data relied upon to estimate the spill start time, on-going spill rate at time of arrival (if applicable), and the spill end time; • Spill cause(s) (for example, root intrusion, grease deposition, etc.); • System failure location (for example, main, pump station, etc.); • Description of the pipe/infrastructure material, and estimated age of the pipe/infrastructure material, at the failure location; • Description of the impact of the spill; • Whether or not the spill was associated with a storm event; • Description of spill response activities including description of immediate spill containment and cleanup efforts; • Description of spill corrective actions, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of the major milestones for those steps; including, at minimum: o Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable, and o Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences at the same spill event location, including: ▪ Adjusted schedule/method of preventive maintenance, ▪ Planned rehabilitation or replacement of sanitary sewer asset, ▪ Inspected, repaired asset(s), or replaced defective asset(s), ▪ Capital improvements, ▪ Documentation verifying immediately implemented system modifications and operating/maintenance modifications, ▪ Description of spill response activities ▪ Spill response completion date, and ▪ Ongoing investigation efforts, and expected completion date of investigation to determine the full cause of spill; • Detailed narrative of investigation and investigation findings of cause of spill. Category 4 Spills Monthly Certified Spill Reporting for Category 4 Spills The District must report and certify the estimated total spill volume exiting the sanitary sewer system, and the total number of all Category 4 spills to the online CIWQS Sanitary Sewer System Database, within 30 calendar days after the end of the month in which the spills occurred. 54 Record of Revisions Version Date Notes I - Initial 07/01/2009 II -After 2 year audit 10/12/2012 Minor revisions & updates III- 5-year Update 10/01/2014 Minor revisions & updates IV - After 2 year audit 01/29/2016 Removed training records, maintained electronically. V - After 2 year audit 04/20/2018 Removed appendices, maintained electronically. VI – After SSO event 04/02/2019 Updated Spill response procedure to include Sweetwater Authority contact numbers. VII – 5 year Update 10/04/2019 Minor revisions & updates. VIII – After 2 year Audit 04/23/2020 Minor revisions & updates identified in audit. IX – After 2 year audit 3/21/2022 Minor revisions & updates identified in audit. X 5/30/23 Added Spill Emergency Response Plan per General Order WQ 2022-0103-DWQ under Section VIII – Documents and Procedures