apwa 2011 utility coordination purpose of this presentation•csa utility mapping project •rpwco...

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APWA 2011 Integrated Permitting

Public Works Surveys and Tech. Services

APWA 2011 Utility Coordination Providing services that bring our City to life !


Purpose of this presentation:

Introduce you the City of Hamilton Approach to ROW permitting, with a focus on utility permits and coordination opportunities

Review the current state of utility management in Ontario, and other parts of Canada

Review existing City systems (Hansen, PRISM)

Discuss our history of managing the ROW

Outline needs fornew permitting tool

Follow developmentof tools

Display current Integration of tool and future plans


My Background

Gord McGuire – O.L.S. / O.L.I.P.

City of Hamilton Surveys and Technical Services section delivers these services

•Engineering and Legal Surveying •Mapping Acquisition•CAD system operation, direction and management•Terrain modeling, volumes•Utility Coordination •Project management

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• Service provision – Project deliveries – Field and Office

•Capital Projects, Legal Surveys, Surplus Land

•EA – Studies – Master Plans

•CAD / Document mgmt systems

•Plotting / Scanning / Record indexing

• Utility Coordination and planning

•Resolve long / short term utility capital plans

•Permits and restorations tracking

•Work with Industry groups (FCM, AOLS, APWA)

•Policy creation and Access Agreements

• Mapping provision – Aerial imaging, vector mappingProvide Corporate mapping products since 1990Street Level images (With Asset Mgmt)

Member of SWOOP 2 – Provincial mapping partnershipCommissioned 3cm Aerial project for LRT corridor

What do we do?


City of Hamilton


City of Hamilton

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Utilities – Who are they?

Telcos / Cable

FederallyRegulated

BellCogeco

AtriaShaw

Source

Etc

Energy ProvidersProvincially Regulated

Gas Companies

Horizon

Hydro One

Other Municipal / Commercial

Sewer / Water / Traffic / Street Lighting

Large Pipelines

Industrial suppliers (Liquid Air)


• Significant amount of effort to “herd these cats”

•Involved in a number of Nation wide initiatives

•FCM ROW – Sub committee

•CSA Utility Mapping project

•RPWCO Utility Data task force

Utility Coordination – the Last Wild West!

City Themes

Cost Neutrality

Health and Safety

Offset long term impacts


• Poor Records – inaccurate and lack of timely locates

• Mentality that City will pay for every relocation / adjustment

• Crews come from different Cities, Permit conditions not adhered to, Design teams don’t talk to Operating divisions, Capital planning is reactive, volatile Corporate structures.

Utility Coordination – current challenges

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• Permit plans requiring amendments in 2009 / 10 -estimated @ 75%

• Complete redesign 30 – 40 %

• Standards and Minor Edits 20%

• Confirmation of existing conflicts 20%

• Field visit to confirm / assign running line 10%

• Plans that can be approved without modification @25%

Utility Coordination – further challenges


Utility Coordination – further challenges


History of managing a Scarce Resource

Water

Sewer

Tel

Hydro

Gas

Now entering a period of “second generation” networks with increased pressure on space and cost to deploy

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History of managing a Scarce Resource


FCM 2008 Study into Telco Issues Only

2008 Study found:

Municipalities subsidize the Telco industry @ $107 Million

Cities are losing control over ROW’s

Decisions are made in Ottawa that affects cost

Costs arise from:

•Delays

•Work Around costs

•Relocation

•Pavement Degradation

•Inspection

•Coordination


Utility Coordination – National City involvement

“If we’re doing upgrades or repairs, our work doesn’t necessarily coincide with the municipality’s schedule,” says Michael Piaskoski, director of municipal and industry relations for Rogers. He says that normally they try to schedule their work to allow one to three months to process the permit, but adds that “on urgent builds, we will work with the municipality’s permitting staff to get a quick turnaround.”

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• Concept of “cost neutrality” must be adopted.

• Coordination with larger Cities, FCM and engineering community to put $ on utility impacts

• Capital and Operating programs cannot be affected and if so, all costs are to be borne by the Utility.

• Costs to work on, repair and install City mandated services above “greenfield” conditions to be assumed by utility community

Utility Coordination – Work Around Charges


• Work around has been defined (U of T study, City of Ottawa, City of Toronto report) as 10-20 % of a City’s total capital project budget, if we will apply 10 % as our factor….

• And estimating The City of Hamilton has an annual Capital program of @ $80 Million Cdn, creating an $ 8 Million additional cost to the City.

• Dividing that number by 3 to represent the 3 utility groups (Electric, Gas, Telco) we get $ 2.6 Million per industry annually we are currently not recovering.

• Due in a large part to installations that are in consistent with required clearances



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The frequent shallow placement of telecom lines in the ROW can also cause conflict. Shaun McKaigue, vice-president of watermain rehab company Fer-Pal Infrastructure, says it’s not unusual for a telecom company to install a duct directly above existing watermains, which are usually buried deeper to escape extreme temperatures.

“There’s a hidden cost of working around that telecom wire and the City never gets proper compensation,” says McKaigue. “The taxpayer is subsidizing and paying for a corridor for the telecom, which in turn makes a profit.”

“That’s the million-dollar question,” says Piaskoski of the debate surrounding this cost. He says the CRTC admits that recouping “work-around costs” sounds fair, but the municipality must itemize the cost, quantify it, allocate it, and say how much is incurred by each telecom. “It becomes very difficult for the municipality to claim that cost,” says Piaskoski.

From ReNew “Cheap, Shallow and Fast”


It’s not just telecommunication equipment

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Integrated Permitting Solution

• Solution that integrates with our infrastructure mapping –lever existing investment

• Solution that integrates with our existing street level images

• Solution that integrates with our work order management system

• Solution that places permitting spatially - PRISM• Solution that allows recovery of Pavement Degradation

charges (Intergation with Asset Management OCI value)• Solution that tracks customer complaints• Solution that issues lists for restoration

• Solution that reports on contract funds


Spatial Indexing as a Corporate Std


Spatial Indexing as a Corporate Std

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• Surveys & Tech Services has successfully maintained the PRISM (Plan & Record Index System) for about 10 yrs

• Oracle maps based, run by students and Tech services staff

• Currently the PRISM system spatially locates a vast amount of valuable engineering data, these include:

• 65,000 engineering plans, drawings & sketches

• 4,000 large service plans

• 12,000 Inspector’s reports

• 110,000 private drain reports

• 1,500 geotechnical reports

• 1,000 easement records

• I wanted to call it GoRDS

(Geographic Records Display System)

The PRISM System

YEARLY WEB STATS TOTALS

0

500

1000

1500

2000

2500

3000

Janua

ry

Febru

a ry

March April

May

June Ju

ly

August

Sept e

mber

Octobe

r

November

December

Months

Num

ber

of t

rigg

ers

2005 2006 2007 2008 2009 2010


•Over 1500 unique web hits monthly over the last 4 years, serving up @ 700 images a month.

•Ongoing improvements to the PRISM system,

and improvements in technology (leveraging partnerships within Oracle), have made the

PRISM system a tool that is much broader and easier to access.

The PRISM System

Future steps include improving our permit tracking solution in order to utilize the existing technology and partnerships.


PRISM Success

Oracle World Web Pagewww.oracle.com/technology/products/spatial/htdocs/cs_partners_say.html

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• EP (Excavation Permit) or a Road Cut involves actually cutting the road and requires restoration by our Road Cut contractor.

• Annually @ 500 to Utility companies and @1500 to our W/WW division

• Restoration value in 2011 projected to be $3 million Cdn

• MC (Municipal Consent) Permits issued to Utility companies when they don’t cut the road.

• Annually @ 600 MC permits issued• Some projects have both MC and

EP permitting


Integrated Permitting Solution – Excavation (EP) Permits or Road Cuts


Integrated Permitting Solution – MC Permits

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What Happens out there



Street Level Image tool

MC Permit tie in



• This Permit for Horizon Utilities links both an MC application and a Road Cut (EP).

• Our form indicates the need for a cut permit, tree conflicts, traffic control issues.

• If “yes” to either we coordinate the activity with Forestry or Traffic

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•Yellow Pylon means the cut is not yet restored

•So when we get a call in an area about a road cut we can quickly navigate to the outstanding cuts

•Green is restored and invoiced


Integrated Permitting Solution – Street Level images


Integrated Permitting Solution – Site level images

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Integrated Permitting Solution – Restoration processing



The on site inspector will restore the cut and add the relevant material to the EP WorkSheet.

In this system we can search the EP, or the WS and the system automatically links the EP to the WS .



•

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Integrated Permitting Solution - Hansen





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Integrated Permitting Solution –Complaint tracking

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Integrated Permitting Solution –Complaint tracking


Issue Restoration Lists

On running this command the system “pushes” the road cut permit geometry though a series of Oracle map layers

We can define the location by grid, district, electoral boundary, and by X,Y

From that we issue the following list to our contractor.


Issue Restoration Lists

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Publish permit to Corporate Mapping system


Integrated Permitting SolutionMC processing



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• “Verbal” permitting…. Or get a crew in the field and ask for permission over the phone.

• In the fall of 2010 we received over 40 “verbal” requests

• Due to a lack of plan quality only 1 in 4 permit plans can be built as submitted.

• Processes established to track return volumes and reasons





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Using MC geometry to build utility networks in our CAD system

S

H

P


Using the Bentley Map Oracle Connector, we can import the Go360 data into Bentley Map

Using MC geometry to build utility networks in our CAD system


Using MC geometry to build utility network in CAD system

The Oracle data is used as a “place-mark”. Precise Cad drawing tools are used to create the as-built location, from the submitted MC permit application. All attribute data is added to the as-built.

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All the Data is exported to ESRI .shp file format. Each utility has their own .shp file that is maintained and updated regularly

E.g.. Co-Axial Cable Utility Data


Utility Coordination – Value Added –GIS Layers

• Large pipelines (484 Km attributed data) TCPL, Enbridge, Liquid Air, Sun Oil, etc

• Telco Layer ( 4500 Km Fiber, copper, peds, switches)

• Gas Layer (pipe size, install date)

• Electric Layer (Horizon and Hydro One underground)

• Overhead Layer• Pole data base

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Financial processing

We have developed a reporting tool set that allows staff to run a series of financial, and status reports

This report rolls up a series of worksheets used to restore road cuts (EP’s), pay our contractor, and rationalize the material installed and then invoiced.

We track total materials installed over the projected contract volumes





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Financial Processing

• Currently this system has issued and invoiced $132 K of permits (both MC and EP)

• In queue is another 100 Permits to review and process - $50K

• Restoration values as of end of July 2011 - $1.575 million Cdn.

• Representing 650 Road cuts• 15% overhead on restoration is $235 Cdn. • OCI invoiced to date is $75K • Total recovered to date (Permits and Overhead) is

@$375K. Projecting an additional $250K by year end• All tracked, invoiced and managed by our web based

solution


• Insist on professional certified as constructed records – Job closures are biggest concerns

• Develop inspection routines that allow the City to be on site a critical times

• Engage in all Federal / Provincial initiatives that support our need to remove these un funded liabilities on our ROW’s

• Develop and support a larger City ROW control “office” or system

Utility Coordination – What’s next?

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• System integrates with:•Corporate map base•Corporate W/O system•Asset Mgmt OCI system•Cad / Oracle systems•Invoicing and F/A systems

• Next Steps: •Automatic check against capital works•Project closure and reporting•Long / Short stream MC•YTD reporting enhancments

Utility Coordination – System Review


Summary

• Rapid change in some sectors

• Regulatory and H/S pressure • Second generation networks, less available space

• Negotiate and manage favourable agreements• Control installations and future costs

• Continue to develop Pavement degradation model• Continue to develop Work Around model

• Policy statement to ensure City is made whole• Inspection and as-builts to support GIS layers

• Coordinate with Development to create future ROW standards

• Continue National / Provincial coordination efforts


What Happens out there

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Questions?

apwa 2011 utility coordination purpose of this presentation•csa utility mapping project •rpwco...

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