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WA18-02_CS080118 , � , '�; . TECHNICAL MEMORANDUM '�� •d � � � ENVIRONMENTAL ENGINEERS AND SCIENTISTS Project No.: 2017-178-00 Date: August 1, 2018 Prepared For: City of Coppell Mike Garza, P.E. Prepared By: Alan Plummer Associates, Inc. Ellen McDonald, Ph.D., P.E. Taylor Baird, E.I.T. cc: Jaime Ordonez, P.E., Alan Plummer Associates, Inc. Alan Tucker, P.E., Alan Plummer Associates, Inc. I. INTRODUCTION The City of Coppell (City) is investing in an asset management program to meet the growing demands of the City while maintaining its existing infrastructure. This program will include an asset management plan for its water distribution system and wastewater collection system. Alan Plummer Associates, Inc. (APAI) has provided the City a proposal to assist with development of an asset management plan for these systems. It is intended that the results of these respective projects be integrated with the City's existing management software which is provided by Tyler Technologies. The purpose of this memorandum is to discuss the integration of APAI's asset management plan and the Tyler Technologies Enterprise Asset Management(EAM) software. II. DEFINITIONS Definitions for relevant terms are provided below. • Asset Management (AM) - Asset management is a sequential optimization process that continuously improves the infrastructure inventory, condition, perFormance, and maintenance knowledge of each asset in the system. This allows the asset owner to appropriately allocate resources for asset maintenance or replacement. • Asset Management Plan (AMP) - An asset management plan is a deliverable that summarizes the results of a comprehensive asset inventory, provides recommendations for short-term action items, and provides future investment profiles to asset rehabilitation or replacement. A City's implementation of an AMP and its recommendations is typically the first phase of asset management. Texas Registered Engineering Firm F-13 1 of 3 F.lOpporCunity\2�717-1?Fs-�JO'�C�-�J Oppoi-t�,rity ri 2 r t�OJEGT\2018-08-�1_AMP ai�ca � � TECHNICAL MEMORANDUM City of Coppell Asset Management Asset Management Plan and Software Integration • Enterprise Asset Management (EAM) - Enterprise Asset Management is Tyler Technologies' software solution for asset management. It is comprised of two modules - "Asset Maintenance" and "Asset Performance." Both modules would be required to achieve the goals and capabilities discussed in this memorandum. • Likelihood of Failure (LOF) - Likelihood of failure is a comprehensive measure of how likely an asset is to fail based on its characteristics and condition, and how capable the asset is for meeting the intended level of service. • Consequence of Failure (COF) - Consequence of failure is a comprehensive measure of the potential impact that an asset failure may have on the City, utility customers, and the environment or surrounding area. • Risk of Failure (ROF) - An asset's risk of failure considers the risk of asset ownership and operation based on its likelihood and consequence of failure. III. ASSET MANAGEMENT PLAN APAI's proposed asset management plan includes the following components for both the water distribution and wastewater collection systems: 1. Development of an asset inventory which includes assets' geographical location, physical characteristics (such as age and material), and condition as determined by a City staff knowledge capture; 2. LOF, COF, and ROF determinations for each asset based on factors and rating systems developed in conjunction with the City; 3. A prioritized ranking of assets based on the ROF; 4. Recommendations for near-term asset inspections and/or rehabilitation/replacement based on the assets' ROF; 5. Determination of anticipated useful life, remaining useful life, and replacement cost for each collection system asset; and 6. A long term sustainability plan which forecasts the pace and magnitude of investment required to sustain the City's water and wastewater pipelines based on pipeline survival curves and anticipated cost of rehabilitation or replacement. APAI will provide an AMP summarizing the results of the asset management exercise, as well as the geographical information system (GIS)-based asset database and LOF, COF, and ROF calculation tools. These deliverables will allow the City to continuously update its asset inventory and recalculate each asset's LOF, COF, and ROF as new information is obtained related to condition or as assets are replaced or rehabilitated. 2 of 3 F:iC�p�iortunity\2'J17-17zi-OO�U-0 Op�ortunityl�-2 FRUJc�iA1�lti-U�i-U1_HP�1F'aiiu cA(�✓I int�grat��t' �-' � �� �w TECHNICAL MEMORANDUM City of Coppell Asset Management Asset Management Plan and Software Integration IV. ENTERPRISE ASSET MANAGEMENT The following discussion of Tyler Technologies EAM is based on APAI's understanding of the products available through discussion with the City, discussion with Tyler Technologies representatives, and publicly available information. Tyler Technologies EAM is comprised of an Asset Maintenance module and an Asset Performance module; both modules are necessary to achieve the capabilities discussed herein. The Tyler Technologies EAM modules can provide the City with a GIS-based map of the water and wastewater pipelines and a summary of basic asset characteristics, LOF, COF, and ROF. All assets, asset characteristics, LOF values, COF values, and ROF values are user-input fields, and are not calculated or verified within the EAM modules. This software also summarizes project costs, with the cost of asset replacement or rehabilitation also being user input values. The EAM modules serve to summarize user input asset information and user input asset management costs in a familiar software tool. V. INTEGRATION OF AN AMP AND EAM Since the asset characteristics, LOF, COF, ROF, and cost of rehabilitation or replacement are user inputs to the EAM modules, the current absence of this information necessitates development of an AMP outside of the EAM system. The GIS-based asset inventory; calculated LOF, COF, and ROF values; and forecasted pipeline capital investment requirements that will result from APAI's AMP will serve as the user inputs for the EAM modules. Once the AMP results are integrated into the EAM modules, a workflow will need to be developed and implemented by the City to keep the data in the EAM current. Using a GIS-based program and scoring tools provided by APAI, asset characteristics, LOF, COF, and ROF values can be kept up to date, and new assets can be entered. These updated results can then be exported to the EAM modules to keep the displayed information current. Opinions of cost for pipeline rehabilitation and replacement provided by APAI will need to be updated to account for inflation, pipeline size and material, length of pipeline, and construction considerations for manual input into the EAM modules for the continuation of capital forecasting beyond what is provided in the AMP. 3of3 >. � �, _ r. ., . _ _ __.._,,,. � , �-.r , r.�,tJpp�rtUri,ty,�i;1 i-I r�-�1,�,�i-u Up�.o�zu.�ity'.�-1 t'kU��L i ��v i�-t�B-C'_r�'��F�ar,u cA�v�ir,t�gration iviemo�a :du�n.�; :;