Northern California Utility Drinking Water Lead in Schools and PFAS Testing

Terraphase was contracted by a utility district to perform lead testing in drinking water for schools within its service area. Terraphase was also contracted to perform sampling for its groundwater monitoring well network that is used to supplement the drinking water supply in times of drought. The goal was to collect water quality data, deliver water samples to the analytical laboratory, and manage data for reporting purposes.

Scope of Services

Terraphase designed a custom mobile app and automated messaging system to streamline water outlet preparation for all schools. Facility managers and building engineers received instructions and outlet-specific checklists the day before testing via the automated messaging system. Water samples were collected in early morning hours to prevent disruptions to school operations and sent to the analytical laboratory for analysis the same day.  Terraphase staff collected defensible, reliable data from first-draw water per United States Environmental Protection Agency (EPA) 3Ts recommendations. Our team also designed a custom Sharepoint portal that allowed the utility district to view sampling status and results for all schools within its service area.

As part of the groundwater sampling program, Terraphase conducted field reconnaissance to evaluate accessibility to each monitoring well and assess the condition of dedicated submersible pumps, where applicable. Field staff measured and recorded static water levels, purged the wells, and monitored water quality parameters in the field. Groundwater samples were collected in laboratory-supplied containers and delivered to the client’s in-house analytical laboratory. Terraphase also coordinated the pickup and proper handling of purge water stored in drums.

Notable Accomplishments

• Collected over 7,500 drinking water samples at more than 500 schools
• Developed and submitted a groundwater sampling protocol to client staff for review prior to fieldwork
• Conducted per- and polyfluoroalkyl substances (PFAS) sampling at two of the groundwater monitoring wells

PENNVEST Water Infrastructure Improvements

Terraphase supports the Commonwealth of Pennsylvania in managing a large-scale voluntary lead testing program for drinking water in thousands of school and childcare facilities. The program follows the United States Environmental Protection Agency (USEPA) 3Ts guidance and requires efficient coordination of enrollment, sampling, communication, and reporting to ensure public health and regulatory compliance.

Scope of Services

Terraphase developed a custom Project Management Solution (PMS) using Microsoft Office 365, PowerApps, and PowerAutomate to streamline data entry, facility tracking, and workflow automation. The system enables seamless participant enrollment, sample planning, test kit coordination with a third-party analytical laboratory, and real-time data reporting through ESdat Server and SharePoint integration.

The PMS ensures secure storage and validation of all facility-specific data, including contact information, sample results, and corrective actions. It also supports stakeholder communication by delivering user-friendly result summaries and customizable notification templates. Expert-led virtual consultations guide facilities through corrective action planning and follow-up sampling as needed.

Notable Accomplishments

• Developed and implemented a fully integrated digital platform to manage thousands of school and childcare sites’ lead in drinking water data
• Automated sample tracking, data validation, and lab coordination through Microsoft 365 tools
• Delivered real-time reporting, dashboards, and stakeholder communication templates
• Provided one-on-one expert consultation and support throughout the corrective action process
• Enabled ongoing, compliant lead in water testing with efficient data management and transparency

School District of Philadelphia Lead in Drinking Water Compliance

The School District of Philadelphia (District) in Pennsylvania is required to protect students from lead in drinking water through a comprehensive Water Testing Management Program. In accordance with City of Philadelphia Bill No. 160618, every drinking water outlet across more than 300 school facilities must be tested for lead on a 5-year cycle. Results must be reported to the city and made publicly available on the District’s website to ensure transparency and public trust.

Scope of Services

Terraphase supported the District in addressing the complex logistical and data management challenges associated with testing thousands of drinking water outlets. To streamline the process, Terraphase developed a custom electronic field data collection tool that allows for digital reporting of field observations, photos, and notes; automation of sample tracking and chains of custody; and integration of corrective action tracking. The system ensures rapid, accurate reporting of lead exceedances (above the 10 parts per billion action level), automates stakeholder notifications, and facilitates regulatory reporting through dashboards and automated alerts.

The tool is integrated with the District’s enterprise database, enabling real-time collaboration on corrective action decisions and tracking of program milestones. It also provides redundancy through lab and database exceedance alerts and supports transparent communication strategies with school staff, parents, and other stakeholders.

Sampling is ongoing at District facilities citywide. As initial samples are collected and analyzed, the project team concurrently manages outlet shutoff confirmations and follow-up actions for lead action level exceedances. All activities are documented in real time within the program database. Weekly and quarterly reports are generated to keep the client and key stakeholders informed.

Notable Accomplishments

• Designed and implemented a custom digital field data collection tool for 300+ school facilities
• Automated chains of custody, corrective action tracking, and regulatory reporting
• Integrated real-time alerts and dashboards for program transparency and efficiency
• Enabled seamless communication with stakeholders and parents regarding lead exceedances
• Helped maintain program schedule and ensure no risks were overlooked