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HomeMy WebLinkAboutSan Diego County Water Authority; 2015-07-01;AMENDMENT NO. 1 TO LETTER AGREEMENT BETWEEN CARLSBAD MUNICIPAL WATER DISTRICT AND THE SAN DIEGO COUNTY WATER AUTHORITY The Letter Agreement between the San Diego County Water Authority and Carlsbad Municipal Water District, for the WaterSmart Field Services Program, which was executed by the parties on July I, 2015, is hereby amended as follows: 1. Attachment A, Scope of Work, is amended to replace section 2.0 Qualifications, to allow for a Certified Qualified Water Efficient Landscaper to conduct a Home Water Use Evaluation and Follow-Up Irrigation Controller Visit -HWUE. This is reflected in Attachment A-1. 2. Attachment B, Program Criteria, is amended to revise the section "Self-Performing Agency Obligations", to allow for a Certified Qualified Water Efficient Landscaper to conduct a Home Water Use Evaluation and Follow-Up Irrigation Controller Visit -HWUE, as provided in Attachment B-1. 3. Attachment D, Agency Reimbursement Rates and Invoice Schedule, is amended to replace the section "Agency Reimbursement Rates", as provided in Attachment D-1, summarized below: a. Addition of a temporary option to modify the Water Authority and Agency's cost share for field services. b. Notification of a temporary cost share event from July 1, 2016 to December 30, 2016. c. Revised fee schedule to include the optional 75/25 percent cost share scenario. 4. This amendment is effective on July 1, 2016. 5. All other terms, covenants, and conditions in the original contract as amended shall remain in full force and effect and shall be applicable to this amendment. The individuals executing this First amendment to the Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities. IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement on the following date. DATED: _.j_.tJ_!J-+. _/_1 __ , 2016 Jason Faster Director, Publi Approved as to form: San Diego County Water Authority By: .?o.0C1YV1 ~Oliluri Rosann Gallien~e;uty General Counsel Carlsbad Municipal Water District By~ Wendy Chambers General Manager 2.0 Qualifications ATTACHMENT A-1 SCOPE of WORK Home Water Use Evaluations and Follow-Up Irrigation Controller Visits (HWUE) shall be performed by a Certified Landscape Irrigation Auditor (CLIA) or certified Qualified Water Efficient Landscaper. All other services shall be performed by a CLIA professional. An exception will be made for an individual who meets the Irrigation Association's CLIA certification requirements and is currently eligible for certification, as long as final certification is obtained and submitted to the Water Authority within six months from the date of the written CLIA exam. Agency shall submit a copy of certification, or documentation proving eligibility for CLIA certification, to the Water Authority for each individual scheduled to perform field services prior to work being performed. Other certifications may be considered if Agency can show they are comparable to the CLIA certification. The Water Authority reserves the right to approve or disapprove of certification. ATTACHMENT B-1 PROGRAM CRITERIA Self-Performing Agency Obligations Insert the following ih bullet at the end of the section Self-Performing Agency Obligations: • Perform Home Water Use Evaluations and Follow-Up Irrigation Controller Visits - HWUE by a Certified Landscape Irrigation Auditor (CUA) or certified Qualified Water Efficient Landscaper (QWEL). All other services shall be performed by a CUA professional. An exception will be made for an individual who meets the Irrigation Association's CLIA certification requirements and is currently eligible for certification, as long as final certification is obtained and submitted to the Water Authority within six months from the date of the written CUA exam. Agency shall submit a copy of certification, or documentation proving eligibility for CLIA certification, to the Water Authority for each individual scheduled to perform field services prior to work being performed. Other certifications may be considered if Agency can show they are comparable to the CUA certification. The Water Authority reserves the right to approve or disapprove of certification. ATTACHMENT D-1 AGENCY REIMBURSEMENT RA TES and INVOICE SCHEDULE Agency Reimbursement Rates: Services provided under the WaterSmart Field Services Program and the corresponding cost shares are listed below. For each service, Agency may elect to self-perform the service or participate in the regional program by utilizing the regional contractor to perform the service. The Water Authority has the option to temporarily modify the Water Authority's cost share from 50 percent to 75 percent and the agency cost share from 50 percent to 25 percent. The Water Authority will exercise this option from July 1, 2016 through December 31, 2016. Unless notified in writing, rates will return to the standard 50/50 cost share for services performed after December 31, 2016. The Water Authority will notify Agency in writing of any future temporary cost share modifications. 1) For agencies electing to have the Water Authority provide services through its regional contractor: 50/50 Cost Sltare 75/lS Coat Skare Costef (Studard) (1'....,) Service Water w..,·. (Market Autltorky Apney ~ ~ Elected Service Value) Share Share Share Slaare Full Audit -Minimum of one acre and less than four $656.00 $328.00 $328.00 $492.00 $164.00 acres Full Audit -Four or more $984.00 $492.00 $492.00 $738.00 $246.00 acres Full Audit GIS Map Feature $42.00 $21.00 $21.00 $31.50 $10.50 Follow-up Audit $313.00 $156.50 $156.50 $234.75 $78.25 Irrigation Checkup $313.00 $156.50 $156.50 $234.75 $78.25 Home Water Use $125.00 $62.50 $62.50 $93.75 $31.25 Evaluation Follow-up Irrigation Controller Visit -HWUE $80.00 $40.00 $40.00 $60.00 $20.00 site Follow-up Irrigation Controller Visit -$120.00 $60.00 $60.00 $90.00 $30.00 Residential full audit site 2) For agencies electing to perform their own services: 50/50 Cost Share 75/25 Cost Share Cost of {Standard) (T ~ -.:11 Serviee Water Water (Market Authority Agency Authority Afleney Elected Service Value) Share Share Share Share Full Audit -Minimum of one acre and less than four $656.00 $328.00 $328.00 $492.00 $164.00 acres Full Audit-Four or more $984.00 $492.00 $492.00 $738.00 $246.00 acres Full Audit GIS Map Feature $42.00 $21.00 $21.00 $31.50 $10.50 Irrigation Checkup $313.00 $156.50 $156.50 $234.75 $78.25 Follow-up Audit $313.00 $156.50 $156.50 $234.75 $78.25 Home Water Use Evaluation -Indoor and $125.00 $62.50 $62.50 $93.75 $31 .25 landscape Home Water Use $37.00 $18.50 $18.50 $27.75 $9.25 Evaluation -Indoor only Home Water Use Evaluation -Landscape $88.00 $44.00 $44.00 $66.00 $22.00 only Follow-up Irrigation Controller Visit -HWUE $80.00 $40.00 $40.00 $60.00 $20.00 site Follow-up Irrigation Controller Visit -$120.00 $60.00 $60.00 $90.00 $30.00 Residential full audit site ., . I • f. • ~ .... .. ' . ,• .. 1 ,•. ,tl-1 San Diego County Water Authority 4677 Overland Avenue • Son Diego, California 92123-1233 (858) 522-6600 FAX (858) 522-6568 www.sdcwo.org May 14, 2015 Wendy Chambers General Manager Carlsbad Municipal Water District 5950 El Camino Real Carlsbad, CA 92008 Dear Ms. Chambers: This Letter Agreement (Agreement) between the San Diego County Water Authority (Water Authority) and Carlsbad Municipal Water District, (Agency), is entered into for performance of the WaterSmart Field Services Program. The Parties shall abide by the terms of this Agreement and perform the obligations contained in Attachments A tlu·ough E inclusive which are hereby incorporated and made a part of this .. , ,. •• 1 Letter Agreement. The Attachments represent both parties' good faith estimates of the ., • ·',',. . schedules, scope of work and level of effort required to be expended to accomplish the project goals. t .. I ._., ,' .. .. · A. The effective date of this Agreement is July 1, 2015, and shall continue in force until June 30, 2017 or until Agency's share of funding is exhausted. I t •'~ OlHH Rfl'Rl:Sf 1/\IIV:. B. The Parties will mutually indemnify, hold harmless and defend at its own expense, including attorneys' fees, from and against all claims, costs, penalties, causes of action, demands, losses, and liability of any nature whatsoever, including but not limited to liability for bodily injury, sickness, disease or death, property damage (including loss of use) or violation of law, caused by or arising out of or related to any negligent act, error or omission, willful misconduct of that party, its officers or employees, or any other agent acting pursuant to its control and performing under this Agreement. r ~ C. This Agreement, including all Attachments, constitutes the entire agreement between the Parties. No waiver, change, or modification to this Agreement is valid or binding unless agreed to in writing and signed by both Parties. A public agency providing o safe and reliable water supply lo the Son Diego region D. Each Party wairnnts that it has the right to enter into this Agreement. E. Funding for this program is contingent upon the Water Authority providing those funds in the applicable fiscal year. If funding for any fiscal year is reduced or terminated by the Water Authority, this Agreement will be terminated or amended as applicable, to reflect the reduced contribution by the Water Authority. No liability based on this agreement, shall attach to either party if the Water Authority terminates or reduces the funding. F. If either Pa1ty is unable to fulfill the terms of this Agreement, and if, after reasonable effort, a resolution between the parties cannot be reached, then either Party shall have the right to terminate this Agreement upon giving 30 days written notice. In such a case, each party will hold the other harmless for the termination of the Agreement, and neither Party will be liable to the other for any unfulfilled obligations as described herein. G. This Agreement shall not be assigned without the consent of the non-assigning Party which shall not be unreasonably withheld. H. This Agreement is governed by and shall be construed under the laws of the State of California. Any disputes concerning this Agreement shall be brought in a state or federal court in San Diego County. I. If any paragraph or clause of this Agreement shall be held to be invalid or unenforceable by any court of competent jurisdiction, the remainder of the Agreement shall remain in full force and effect and the parties shall promptly negotiate a replacement provision or agree that no replacement is necessary. J. Any notice to either Party hereunder must be in writing signed by the Party giving it and shall be deemed given when mailed postage prepaid by U.S. Postal Service first class, certified or express mail, or other overnight mail service, or hand delivered, when addressed as follows: San Diego County Water Authority 4677 Overland A venue San Diego, CA 92123 Attn: Kelly Mooney Carlsbad Municipal Water District 5950 El Camino Real Carlsbad, CA 92008 Attn: Wendy Chambers, General Manager 2 K. Signatures: Accepted and Agreed: Director, 3 Carlsbad Municipal Water District By~ Wendy Chambers General Manager ATTACHMENT A SCOPE of WORK Contractor/ Agency shall perform the following tasks: 1.0 Field Services A. Home Water Use Evaluation: 1. Indoor Component Obtain permission to enter dwelling and personally inspect indoor fixtures, document findings, and provide site with recommendations to minimize water use. Work activities include: a) Inspecting all toilets, tub diverters, shower heads, and water heater for leaks. b) Checking flow rates (identifying water efficiency) of toilets, faucets and showerheads, to ensure consistency with WaterSense standards. c) Inspecting dishwasher for Energy Star designation, toilets for HET and clothes washer for HEW. If designation is not easily determined, mark "unknown." 2. Outdoor Component a) Landscape Area Measurement Measure irrigated landscape area for participating sites. Acceptable measurement methods/tools include: online or computer based measurement tools, measuring wheel, or planimeter. Generally, best practices utilize a plan, or computer-based measurement in combination with listed field based method. Work activities include measurement of site, verification of irrigable boundaries, and on-site verification. A water agency not interested in collecting water-budget data may opt to employ pacing as a measurement method. b) Meter and Review Explain to the customers how to read their meter, provide them a definition of a hundred cubic feet, explain leak detector dial, how to mark meter and return to read it after a period of time. In addition, if information is available, verify correct read on meter and serial number. c) Consumption Review If water-use consumption data is available, Contractor/ Agency shall provide a water-use consumption projection, analyze customer's water use history and discuss patterns that may signal problems such as a growing leak, failure to change irrigation time for the winter, etc. 4 d) e) f) Landscape and Irrigation System Inspection Conduct a thorough site and irrigation system inspection to identify water savings opportunities. Work activities include: (1) Identification of problems such as: meter, lateral, drip and wiper seal leaks; broken heads; misaligned heads; mismatched heads; high/low pressure; spray deflection; sunken sprinklers; plugged equipment; arc misalignment; underutilized or large turf area; dry spots; valve malfunction; ponding; and lack ofhydrozoning. (2) Documenting percent estimate of the amount of turf and other plant material. (3) (4) (5) Inspecting all operating irrigation stations. Documenting irrigation pressure at one or more points. Documenting whether the controller is a standard controller or Weather Based Irrigation Controller, and if the controller has a rain shutoff device or soil moisture sensor. (6) Determining Application Rate (AR) by conducting a catch can test on one or more stations. Distribution Uniformity (DU) shall be illustrated to the customer either with a visual explanation, calculation at the catch can site, or other appropriate method. The catch can test may be waived if site conditions are too poor to result in any meaningful data. Irrigation Schedule Review Review the site's existing irrigation schedule, and make recommendations to maximize the site's water savings. Work activities include: (1) Using AR, when available, to provide a custom watering schedule for the tested station(s). Proposed schedules shall be provided for all other stations based on observation of irrigation type, microclimate/soil information, general knowledge of plant material water needs (e.g., high/moderate/low/very low - similar to WUCOLS Ill), and if applicable, local water use ordinances. An ETo-based chart or landscape watering calculator may be used to develop these additional schedules. If applicable, provide potential run time adjustments if recommended improvement to the irrigation system are made. (2) Reviewing the recommended watering schedule with the site representative. (3) Documenting if the proposed schedules for each station is an increase or decrease in water. (4) If warranted, instructing representative on programing the irrigation controller using the recommended watering schedule. For greatest educational value, the site representative should handle the controller. Additional Data (1) Document the amount of time spent at the site conducting the survey. 5 (2) Document if residence is owner occupied or a rental, number of occupants, age of home, and reason for participating in the program, and how they heard about Program. B. Full (Large Landscape) Audit: 1. Landscape Area Measurement Measure irrigated landscape area for participating sites. Acceptable measurement methods/tools include: online or computer based measurement tools, measuring wheel, or planimeter. Measurements that employ an online method must be field verified with a slope adjustment factor. Generally, a plan, or computer-based measurement must be used in combination with listed field based method. Work activities include measurement of site, verification of irrigable boundaries, and on-site verification. 2. Water Budget Develop a site water budget based on AB 1881. The Water Budget shall graphically convey the amount of water used relative to water units needed and potential water savings. Mixed meter sites will not include savings potential. 3. Landscape and Irrigation System Inspection Conduct a thorough site and irrigation system inspection to identify water savings opportunities. Work activities include: a) Identification of problems such as: meter, lateral, drip and wiper seal leaks; broken heads; misaligned heads; mismatched heads; high/low pressure; spray deflection; sunken sprinklers; plugged equipment; arc misalignment; underutilized or large turf area; dry spots; valve malfunction; ponding; incorrect irrigation schedule(s); high water use plant palette; and lack ofhydrozoning. b) Recording percent estimate of the amount of turf and other plant material. c) Evaluating landscape water requirements based on general plant material water needs ( e.g., high/moderate/low/very low -similar to WUCOLS III). d) Recording static pressure of irrigation at each backflow, if possible, and dynamic pressure at catch can sites. e) Inspecting irrigation by running a representative sample of the irrigation stations that reflect the variety of irrigation types, typical layouts and pressure zones on the site. f) Performing DU tests utilizing catch cans. Catch can tests shall be conducted to represent the variety of irrigation types, microclimate types and typical layouts on the site that pertain to turf areas, with a minimum of one per backflow. DU and AR shall be provided for each catch can test. The·Du test may be waived if site conditions are too poor to result in any meaningful data. 6 g) Documenting whether the controller is a standard controller or Weather Based Irrigation Controller, and if the controller has a rain shutoff device or soil moisture sensor. 4. Irrigation Schedule Review a) Review the site's existing irrigation schedule and provide recommendations to maximize the site's water savings. Work activities include: reviewing the irrigation schedule for each program with the site representative. The irrigation schedule shall be based on the following factors: ETo zone, general plant and application device categories (spray/grass, rotor/grass, spray/shrub, etc.), soil type, and if applicable, local water use ordinances. If applicable, provide potential run time adjustments if recommended improvements to the irrigation system are made. b) For residential sites and if warranted, instructing the site representative on programing the irrigation controller using the recommended watering schedule. For greatest educational value, the site representative should handle the controller. 5. Additional Data a) Submit a site report including a summary of findings, photos of problem areas, water savings recommendations, corresponding available resources and incentives, and irrigation schedule for each site. b) Document the amount of time spent at the site conducting the survey. c) Document how they heard about Program. C. Irrigation Checkup 1. Landscape Area Measurement Measure irrigated landscape area for participating sites. Acceptable measurement methods/tools include: online or computer based measurement tools, measuring wheel, or planimeter. Generally, best practices utilize a plan, or computer-based measurement in combination with listed field based method. Work activities include measurement of site, verification of irrigable boundaries, and on-site verification. A water agency not interested in collecting water-budget data may opt to employ pacing as a measurement method. 2. Landscape and Irrigation System Inspection Conduct a thorough site and irrigation system inspection to identify water savings opportunities. Work ~ctivities include: a) Identification of problems such as: meter, lateral, drip and wiper seal leaks; broken heads; misaligned heads; mismatched heads; high/low pressure; spray deflection; sunken sprinklers; plugged equipment; arc misalignment; underutilized or large turf area; dry spots; valve malfunction; ponding; incorrect irrigation schedule(s); high water use plant palette; and lack ofhydrozoning. b) Recording percent estimate of the amount of turf and other plant material. 7 c) Evaluating landscape water requirements based on general plant material water needs (e.g., high/moderate/low/very low -similar to WUCOLS III). d) Inspecting irrigation by running a representative sample of the irrigation stations that reflect the variety of irrigation types, typical layouts and pressure zones on the site. e) Recording irrigation pressure at one or more points. f) Documenting whether the controller is a standard controller or Weather Based Irrigation Controller, and if the controller has a rain shutoff device or soil moisture sensor. g) Determining Application Rate (AR) by conducting a catch can test on one or more stations. DU shall be illustrated to the customer either with a visual explanation, calculation at the catch can site, or other appropriate method. The catch can test may be waived if site conditions are too poor to result in any meaningful data. 3. Irrigation Schedule Review Review the site's existing irrigation schedule and provide recommendations to maximize the site's water savings. Work activities include: providing and reviewing a recommended watering schedule with the site representative. The irrigation schedule shall be based on the following factors: ETo zone, general plant and application device categories (spray/grass, rotor/grass, spray/shrub, etc.), soil type, and if applicable, local water use ordinances. If applicable, provide potential run time adjustments if recommended improvements to the irrigation system are made. 4. Additional Data a) Document the amount of time spent at the site conducting the survey. b) Document how they heard about Program D. Follow-Up Audit 1. Site and Irrigation System Inspection Identify unresolved problems such as: meter, lateral, drip and wiper seal leaks; broken heads; misaligned heads; mismatched heads; low/high pressure; spray deflection; sunken sprinklers; plugged equipment; arc misalignment; underutilized or large turf area; dry spots; valve malfunction; ponding; incorrect irrigation schedule; high water use plant palette; and lack of hydrozoning. Activities include completing a checklist of items still unresolved (relative to the initial full audit) and documenting the reasons for inaction and record new problems. E. Follow-Up Irrigation Controller Visit Provide site representative with additional education on reprogramming the irrigation controller. Task includes reviewing the recommended watering schedule with the site representative and instructing him/her on how to reprogram their irrigation controller. For greatest educational value, emphasis shall be placed 8 on the representative physically programming the irrigation controller at the direction of the auditor. F. GIS Map Feature Create a GIS map for sites receiving a Full Audit and include it in the report. Map will identify the location of major irrigation components, hydrozone type and problem areas. Problem areas may be shown as numbers that correspond with photos in the rep01i. 2.0 Qualifications All field services shall be performed by a Certified Landscape Irrigation Auditor (CUA). An exception will be made for an individual who meets the Irrigation Association's CUA certification requirements and is currently eligible for certification, as long as final certification is obtained and submitted to the Water Authority within six months from the date of the written CLIA exam. Contractor shall submit a copy of CUA certification, or documentation proving eligibility for CLIA certification, to the Water Authority for each individual scheduled to perform field services prior to work being performed. Other certifications may be considered if Contractor can show they are comparable to the CLIA certification. The Water Authority reserves the right to approve or disapprove of certification. 3.0 Deliverables All deliverables submitted to the Water Authority shall be formatted according to specifications provided by the Water Authority. Deliverables may include, but are not limited to: A. Bi-monthly invoice with backup data B. Copies of site reports C. Participant and site data 9 • Program Name: ATTACHMENT B PROGRAM CRITERIA W aterSmart Field Services Program • Program Description: Program offers the following services, as summarized on Attachment C, within the participating agency's service area: o full (large) landscape audits o follow-up (large) landscape audits o irrigation checkups o home water use evaluations o follow-up irrigation controller visit o GIS map feature Sites solely irrigated with recycled water or that received any field service within the last three years are not eligible. • Services Will be Provided By: o Water Authority via its regional contractor, Mission Resource Conservation District (Mission) and/or, o Self-performed by individual member agencies Note: Agencies have the option to self-perform one or more of the services and have Mission provide the others. However, each service must be provided solely by Mission or the agency. For example, if an agency chooses to self-perform home water use evaluations and have Mission perform full audits, they must self- perform all home water use evaluations and Mission must perform all full audits. An agency could not perform some of the home water use evaluations and have Mission perform its overflow. • Term: Two Years: Fiscal Year 2016 -2017 • Participating Agencies (Parties): Water Authority and the following agencies: o Carlsbad MWD o Rainbow MWD o Del Mar, City of o RamonaMWD o Escondido, City of o Rincon Del Diablo MWD o Fallbrook PUD o San Diego, City of o Helix WD o San Dieguito WD o Lakeside WD o Santa Fe ID o Oceanside, City of o Sweetwater Authority o Olivenhain MWD o Vallecitos WD o OtayWD o Valley Center MWD o Padre Dam MWD o Vista ID o Poway, City of o YuimaMWD 10 • Parties Obligations o The Water Authority will: • Serve as program administrator. • If necessary, distribute reserve funds to Agencies exceeding allocation. • If necessary, perform an annual reallocation of excess funds among agencies. Provide monthly activity updates, via Mission, to Agencies utilizing the regional program. • Provide Agencies utilizing the regional program with any collateral material developed. • Notify Agency, via Mission, with the date and time of services scheduled with the Agency's service area. • Reimburse Agencies that self-perform authorized services, the maximum amount listed in Attachment D, Agency Reimbursement Rates and Invoice Schedule. • Market the program from a regional perspective as necessary. Examples of possible marketing efforts include press releases, e-newsletters, online, and social media tactics. • Maintain the regional program's website, database and online application. o Agency Obligations for Participating in the Regional Program: • Notify Mission within 24 hours of a scheduled service, if an Agency representative plans to attend. • Grant or deny authorization of a full or follow-up audit within three business days of receiving the request by Mission. Email authorization is acceptable. • Provide the Water Authority or its agent, electronic water use records and/or other data necessary to determine customer program eligibility, marketing efforts, water savings, and cost effectiveness. • Work cooperatively with the Water Authority and and/or its agent in marketing services provided by the regional program. • Make available for inspection to the other party, upon reasonable advance notice, all records, books and other documents relating to the program. • Meet minimum scope of services as outlined in Attachment A. • Review monthly participation data provided by Mission and notify Mission within five business days of any errors. Process and pay Mission's monthly invoice within 30 days ofreceipt. o Self-Performing Agency Obligations: • Provide electronic copies of the self-performed site reports to the Water Authority at the time they are invoiced. • Conduct all self-performed landscape surveys and audits by a Certified Landscape Irrigation Auditor (CLIA) or an individual who has passed the CLIA certification written exam and is in the process of completing the audit requirement. Agency shall submit a copy of CUA ce1tification or documentation showing the individual passed the written exam to the Water Authority prior to work being performed. An individual has six months from date of written exam to submit final certification to the Water Authority. Other certifications may be considered if Agency can show 11 they are comparable to the CLIA certification. The Water Authority reserves the right to approve or disapprove of certification. • Complete all self-performed services in a format acceptable to the Water Authority • Make available for inspection to the other party, upon reasonable advance notice, all records, books and other documents relating to the program. • Meet minimum scope of services as outlined in Attachment A. • Provide the Water Authority or its agent, electronic water use records and/or other data necessary to determine customer program eligibility, marketing efforts, water savings, and cost effectiveness. 12 ATTACHMENT C SUMMARY OF SERVICES Commercial/Industrial/Institutional/Multi-Family Service Description Full Audit Landscape only. Conducted on a case-by-case basis. For larger sites greater than one-acre of irrigated landscape. Sites between one-acre and one-and-a-half-acres of irrigated landscape may be assigned an Irrigation Checkup at the discretion of the water agency. Sites that received a field service within the last three years are not eligible. Follow-up Audit Landscape only. For sites that received a full audit three or more years prior, but site conditions have not changed significantly to warrant another full audit. Instead, site would benefit from 1) a review of unresolved problems and/or 2) an evaluation of changes made since the original audit. Conducted on a case-by-case basis. Irrigation Checkup Landscape only. For CII or multi-family site with one-acre or less of in'igated landscape or sites that meet the water agency discretionary parameter under a Full Audit. Sites that received a field service within the last three years are not eligible. GIS Map Feature For sites receiving a Full Audit. Agency must opt-in to receive the feature. Limited to one GIS map per audit. Residential Service Description Home Water Use Evaluation Indoor and outdoor evaluation. For sites less than one-acre of irrigated landscape or sites that meet the water agency discretionary parameter under a Full Audit. For Agencies participating in the regional program, both indoor and outdoor portions of the evaluation are performed, unless additional time for programing the irrigation controller is warranted. In that case, the indoor component may be waived and homeowners provided with information on conducting a DIY indoor evaluation. Agencies may elect to always require the indoor component (refer to Attachment E). 13 For customers of those agencies, the option to spend additional time educating the customer on programing their irrigation controller will not be offered. Sites that received a field service within the last three years are not eligible. Self-performing agencies may opt to provide both the indoor and landscape components of the evaluation or just one of the components. Full Audit Landscape only. Conducted on a case-by-case basis. For larger sites greater than one-acre of irrigated landscape preferably with high water use and/or small grove. Sites between one-acre and one-and-a-half-acres of irrigated landscape may be assigned a Home Water Use Evaluation at the discretion of the water agency. Sites that r~ceived a field service within the last three years are not eligible. Follow-Up Irrigation Residential only. For sites that received a Home Water Use Controller Visit Evaluation or residential Full Audit and require additional education to reprogram their irrigation controller. Conducted on a case-by-case basis and subject to member agency's approval. Sites limited to one follow-up visit per Home Water Use Evaluation or Full Audit performed. GIS Map Feature For sites receiving a Full Audit. Agency must elect to include the feature. Limited to one GIS map per audit. 14 ATTACHMENT D AGENCY REIMBURSEMENT RA TES and INVOICE SCHEDULE Agency Reimbursement Rates: Services provided under the WaterSmaii Field Services Program and the co1Tesponding cost shares are listed below. For each service, Agency may elect.to self-perform the service or participate in the regional program by utilizing the regional contractor to perform the service. 1) For agencies electing to have the Water Auth01ity provide services through its regional contractor: Cost of Water Service Authority Agency (Market Elected Service Share Share Value) Full Audit -Minimum of one acre and less $328.00 $328.00 $656.00 than four acres Full Audit -Four or more acres $492.00 $492.00 $984.00 Full Audit GIS Map Feature $21.00 $21.00 $42.00 Follow-up Audit $156.50 $156.50 $313.00 Irrigation Checkup $156.50 $156.50 $313.00 Home Water Use Evaluation $62.50 $62.50 $125.00 Follow-up Irrigation Controller Visit -$40.00 $40.00 $80.00 HWUE site Follow-up Irrigation Controller Visit -$60.00 $60.00 $120.00 Residential full audit site 2) Fo fi h " r agencies e ectmg to per orm t eu own services: Cost of Water Service Authority Agency (Market Elected Service Share Share Value) Full Audit -Minimum of one acre and less $328.00 $328.00 $656.00 than four acres Full Audit -Four or more acres $492.00 $492.00 $984.00 Full Audit GIS Map Feature $21.00 $21.00 $42.00 Irrigation Checkup $156.50 $156.50 $313.00 Follow-up Audit $156.50 $156.50 $313.00 Home Water Use Evaluation -Indoor and $62.50 $62.50 $125.00 landscape Home Water Use Evaluation -Indoor only $18.50 $18.50 $37.00 Home Water Use Evaluation -Landscape $44.00 $44.00 $88.00 only Follow-up Irrigation Controller Visit -$40.00 $40.00 $80.00 HWUE site Follow-up Irrigation Controller Visit -$60.00 $60.00 $120.00 Residential full audit site 15 Invoice Schedule: 1) Regional Program: Contractor shall submit separate monthly invoices for services rendered to each member agency and the Water Authority. Agencies are responsible for the timely review of activity for contractor to issue invoice. Invoices will include all services completed for that reporting period and will be due per payment schedule below: I. P.\Y'.\JE~T SCIIEDl 'LE '0 ' a. Reporting period is prior month activity. b. Activity provided to member agencies for review. c. Agencies have 5 business days to review. d. Invoice due to member agencies and Water Authority by the 15th of the month, except for June activity, due July 10. e. Invoice paid within 30 days from receipt. Note: In order to meet end-of-fiscal year deadlines, services are not performed between June 20-30. * Adjustments to schedule must be approved prior to close of reporting period. 2) Self-Performing Agencies: Agency shall submit bi-monthly invoices electronically for reimbursement of services self- performed by the Agency to cbrandon@sdcwa.org and copy kmooney@sdcwa.org. Invoices shall include all services completed through the last bi-monthly billing period: Jul/ Aug, Sep/Oct, Nov/Dec, Jan/Feb, Mar/Apr, May/Jun. Agency shall submit invoices by the 15th of the following month, with the exception of the billing period ending in June, which shall be due by July 10. Payment is due 30 days from receipt. 16 ATTACHMENT E AGENCY ALLOCATION, ELECTION, AND DISTRIBUTION FORM Agency has a total allocation of $5,263 per fiscal year 2016 to be used towards WaterSmart Field Services. Agency may request an increase in its allocation by submitting a written request to the Water Authority. If the Water Authority approves the increase, it will provide Agency with written confirmation of the amended allocation amount for the remainder of that fiscal year. Written confirmation will be sent via email or regular mail. If necessary, any unused allocation for the fiscal year is subject to reallocation after February. Complete the steps one through four below to select an allocation option, elect services, and distribute allocated funds among elected services. This form becomes null and void upon submission of a subsequent form. Ste)! One: Select Allocation OJ!tion Agency allocation is the not-to-exceed amount the Water Authority will pay Agency for self- performed services and/or the Water Authority's cost share for services provided by the regional contractor. It does not include the Agency's cost share for services performed. ~ Option 1 : Accept Entire allocation of funds Option 2: Accept Partial allocation of funds totaling $ D Option 3: Forfeit Entire allocation of funds SteJ! Two: Elect Services Check the box for each service your agency elects to include. If elected, select if the service will be performed by the Water Authority's regional contractor or self-performed by Agency, not both. Service Performed By: Services Agency Regional Self-Performing Services Elects to Include Contractor Agency Full Audits l{f ~ D Follow-Up Audits El ~ D Il1'igation Checkups 3' g] D Home Water Use Evaluations ~ ~ D Follow-Up Il1'igation Controller Visit ~ Provided by entity that perfo1med HWUE or residential Full Audit GIS Map Feature for Full Audits ~ Provided by entity that performs Full Audit 17 Step Three: Regional Contractor Option Select if your agency wants to opt-in or opt-out of allowing the auditor the discretion to waive the indoor component of a Home Water Use Evaluation in order to spend additional time educating the site participant on programing the irrigation controller. Option is not applicable to self-performing agencies. Opt-In: D Opt-Out: Selecting this option will require auditor to conduct oudoor and indoor components. Doing so will limit the amount of time spent, if any, on instructing the site re resentative on ro ramin their irri ation controller. Step Four: Distribute Funds Distribute allocated funds from Step One among elected services. Funding amounts are estimates and can be redistributed later if needed. Full Audits Follow-Up Audits Irrigation Checkups Home Water Use Evaluations Follow-Up Irrigation Controller Visits Total Allocated Funds $ !J;lo _ ;,;;;?~ $3/3.,<::?~ $ 7'8:2. • .S-~ $ :2.1'1'~ -5"'&:? $~~P-a0 $ .s; ~~3. <:?<:::? 18