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It is more and more apparent as I make my living in the business of temporary bypass pumping that a pump station never fails at 10 a.m. on a Tuesday when it is sunny and 70°.
Many municipalities have a “pump guy”—that salesperson who calls on you from your local pump vendor who you can always call at 3 a.m. and trust that he will come to the pump station’s rescue.
Often as a salesman I found myself in a catch-22 situation where I had built enough of a relationship with my customer that he felt confident to call me to his or her rescue at 3 a.m. on Christmas Eve when it was raining sideways.
However, I was scrambling to get enough information to correct the problem effectively. As a sales manager, I see my sales staff fighting the same battles and not having enough information when they respond to an emergency. The situation could have a much happier ending with a little effort from both sides.
As a municipal manager your employees can assist your vendor in protecting you against lift station disasters by creating contingency plans. A contingency plan is an advantageous and simple tool to put into place.
First, if you do not have the aforementioned pump person, find one. They are out there. Hopefully, they have been calling on you for your temporary bypass needs. There are several reputable companies with a long track record of successful bypass operations both large and small.
Second, pick five to eight pump stations to begin with. If your municipality has 30 or 40 stations, it is a lofty goal to think that you can visit all of them in one day. And many of them are small and can be handled with a vacuum truck. Many of you have a few problematic stations that are always going down. You want these to be first on your list. There are usually a couple of stations that may not cause a lot of trouble, but would be a huge problem if they went down.
Finally, schedule a day with your vendor to visit these stations and perform a job walk at each station, as if you were going to bypass it that day. Make sure your vendor takes extensive notes.
Here are some of the main questions to consider, some of which are often overlooked:
When all of these questions have been addressed, your vendor should be able to size the pumps appropriately. Remember, it is much easier to attain most of this information during the day when no emergency is imminent.
Once your vendor has all of this information compiled, he or she can create a contingency plan for each station.
I require my sales force to assemble all the information in a notebook. It should have daily, weekly and monthly pricing. Each plan should also have delivery and setup rates during regular working hours and after hours. Each plan should specify who is responsible for material handling and setup labor.
Finally, each site should have complete directions. Many of your stations are off the beaten path, and your vendor will be looking for them in the dark. Mileages and good landmarks are imperative.
Give your vendor a little time—maybe a couple of weeks—to complete your plans. I always have my staff hand-deliver the notebook, and bring along the copy that was made for our shop.
This step is very important. Your pump person might live a couple of hours from the branch. My staff keeps these notebooks at the branch, so whoever arrives first can immediately begin loading the necessary equipment.
With these plans complete, you can sleep easier at night knowing that when that problem station goes down again, you already have a solution on the way.
Furthermore, you know what it will cost you up front to perform the operation. During an emergency, there is simply no substitute for good planning. Make contingency plans part of your workweek and rest easier knowing you are prepared for the inevitable emergency.