Asset Management Repair and Replacement Program

Tampa Bay Water, 
Florida

Asset Management Repair and Replacement Program

Service Type: 
Project Highlights: 
  • Established a repair and replacement (R&R) program to foster and develop Tampa Bay Water's asset management activities
  • Conducted important Visioning Workshops
  • Performed a condition assessment pilot study at Cypress Creek Wellfield and Pump Station
  • Estimated replacement project costs for each asset at the pilot facility
  • Conducted a final Implementation Plan Workshop
  • Prepared an Implementation Plan Report, which included recommendations to prioritize Tamp Bay Water's other facilities for future condition assessment
High service pumps at Cypress Creek Facility
Carollo completed condition assessments of all Tampa Bay Water assets at the Cypress Creek Wellfield and Water Treatment Plant, which were selected as the pilot facilities during the project.

Tampa Bay Water provides wholesale water to six member utilities, which in turn provide water to more than 2.5 million people in the Tampa Bay area. Tampa Bay Water embarked upon a repair and replacement (R&R) Program to foster and develop its asset management activities and to help optimize asset reinvestments in its water facilities. The R&R program is intended to serve as a communication tool, conveying strong environmental and fiscal stewardship to Tampa Bay Water stakeholders. In this effort, Tampa Bay Water identified a need to accurately predict the cost and timing of R&R projects while minimizing the risk of failure of its assets and to maintain its level of service to customers. Tampa Bay Water also intends to provide a conduit for information sharing between various departments while capturing valuable institutional knowledge from its operations and maintenance staff. The overall goal of the R&R Program is to provide Tampa Bay Water with an established program to help manage its assets from installation through disposal in a cost-effective manner. The primary objectives of Tampa Bay Water's R&R Program are to:

  1. Evaluate and update the existing asset inventory.
  2. Determine the service lives, evaluated remaining useful lives, and economic remaining useful lives of the assets.
  3. Establish the replacement costs of the assets under existing conditions.
  4. Prioritize R&R of assets through a risk framework by assessing vulnerability and criticality.
  5. Provide a tool to better predict and maintain infrastructure in a cost-effective manner to ensure system reliability and safety.
  6. Optimize the R&R CIP funding strategy to improve performance while minimizing rate increases over the short- and long-term.


Key Tasks

The first phase of the project consisted of program visioning and a pilot program for the development and subsequent implementation of a system-wide R&R Program. A key component of the project was the upfront Visioning Workshops that helped determine the direction, format, and procedures of the R&R Program. Facilitated by Carollo project manager Laura Baumberger, the workshops featured discussion of software/database management options, coordination from other stakeholder departments, and selection of a pilot facility.

After program visioning, a pilot study was performed on sample facilities that included a set of wells, pumps, water treatment plant, and associated water storage tanks. A walk-through condition assessment was completed to visually assess the condition of the equipment. For this effort, Carollo deployed a multi-discipline team of specialists and used our standard protocol adapted in part from the International Infrastructure Management Manual for rating the condition of the equipment. Levi Dillon served as the condition assessment coordinator, and Mario Gamboa served as the electrical and instrumentation expert.

Following the condition assessment, Carollo then estimated replacement project costs for each asset at the pilot facility, based on in-kind replacement of the asset in today’s dollars. Carollo also worked with Tampa Bay Water to customize a scoring system for criticality, or consequence of failure, for each asset. This criticality score, combined with the vulnerability score determined from the condition assessment, was used to provide an overall measure of risk for each asset. Meanwhile, Carollo’s information management expert Dan Baker worked with Tampa Bay Water’s IT department to develop custom modules for the EMMS program, as decided during the Visioning Workshop. These modules were based on Carollo’s own asset management software and were designed to bring information from Tampa Bay Water’s EMMS into the capital planning framework. Additional fields were added, such as condition score, criticality score, and replacement cost.

The final workshop for the Phase 1 effort was the Implementation Plan Workshop. In this workshop, representatives from finance, engineering, operations, planning, and maintenance groups were present to discuss their relative roles in the R&R Program. The group reviewed the annual CIP decision process, which was mapped by Carollo from the previous meetings and discussed the flow of information as well as staff responsibilities. Asset management specialists Rebecca Overacre and Scott Vanier conveyed recent experience from other clients in discussions of the condition assessment methodology and the financial planning implications of the R&R Program. The IT Department also debuted the beta EMMS modules.

The final deliverable for this project was the Implementation Plan Report. The Implementation Plan Report summarized the program initiation efforts of Phase 1 and laid out the remaining efforts for launch of the full program. The report also recommended the prioritization of facilities for the full condition assessment. Two labor efforts were evaluated for ongoing development and maintenance of the program: one with consultant assistance and one for internal labor only.