HomeMy WebLinkAbout0153.094I
I • L,
February 17; 1994
THE HONORABLE CI'f¥ CO':..J~CIL
Palo Alto, CA
2
Contract services Agreement Re~~ to Ccmmercial. Indystrial and
City Facilities Laroe Landscape Water Audits.
Memr~rs of the council
Reoort in Brie-r
This report requests that Ccuncil approve tr.e att.ached contract
'.I{ith AgTech Associates,. Inc., in an amount not to exceed $40, 000.00
for landscape water auditing.
Background,
Utilities Department Resource Conservation is initiating landscape
water audita of large sites (3 acres or ruore} in order to comply
with the California Urban Water Conservation Cou.ncil's (C"JKCCl
Memorandum of Understanding O~OU). Funds for this spEcific purpose
have been included in the Utilities Department budget for FY 1993-
94. The City of Palo Alto became a signatory party to CL~CC's MOU
on December 12, 1933 (CMR:55C:91).
The objectives of the water audits are conaistent with the Best
Management Practices (BMP's) outlined in the MOU. The plan is ~o
audit 1.00 per cent of-the 65 target sites within the next five
yea.r6, The budget for this contract is expected to provide a'Jdir.s
for approximately 35-50 per -:::ent of the eligible s:l.tes, ... hich
represents approximately 1~0-145 acres. An outside landscape water
auditor is required to perform this work due to its speciallzed
nature.
The audits target commercial, industrial and public users of City
supplied potable water that have mor~ than three acres of
la.'ldscaped area. Audit sen.-ices will be performed in conjunction
with Resource Conservation staff ~d the appropriate personnel 0=
the individu31 water customer.
Audit services will provide detailed landscape/irrigation water use
recommendations to all parties, which will lead to the ~fficient
use of a finite natural resource, the elimination of wasteful water
CMR:153:94
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use practices, increases the Cit}"' s ccmplianc:e with the MO'J thl:ough
implementation of another EMF, and jncrease.<;l the water utility's
8.bility to optimize the d~mand-side use of available resources~
A Re~~e5t For Proposal was issued on July 10, 1993 to nine state
ce~tified landscape auditore. After receiving and reviewing th=ee
proposals, staff selected AgTech Associates, Inc. The selEction
was based upon a careful and cOlllprehensive reViE"o.T of proposals for
both cost and delivery criteria. Staff is satisfied that AgTech
Associates, Inc., can provide the level of service the City
requires and will be able te· work successfully with the business
community in a professional manne~. Moreover, AgTech AssociaLes.
Inc., is highly respected in the field and its principal is al~o a
technical consultant to the State of California and to the State of
Arizona in ]andscape 'Water management matters.
Approval of the contract with AgTech A.ssociate9~ Inc. is requested
and is a budgeted expenditure for the 1393-94 fiscal year.
Recommendation
This report recorrtmends that Council appro~le the attached contract
with AgTe:::h Associate6~ Inc., in the amount of $40,000.00 fOl'
landscape water auditing services, and authorize the Mayor to
exe~Jte such contract.
submitted~
TOM
M711;7~:7 Conservation
EDW~-J. ~K
Director of Utilities
B.v,,\lQJ..d1\\. ~II.(}'
BERN.>;RD M. STROJNY
Assistant City Manager
Attacnmenta:Short Form
Exhibit A
Exhibit B
Exhibit c
CMR:153:94
Agreement
"Task Definition and ABsignmentsl'
·Project Request For Proposal~
RContractor Service and OVerall Fee
Schedule-
•
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AGREEMENT No.
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Oil rE 1 ~ BE E.N~~RE D BY THIS AGREEMENT '-'W:lE ;'NO EMEf'U:O .1\;':'0 eN 1"5 CAY C·~ _____ ~ ______ ~Sl___ 8v':-I'" P'ljAC"AS1NG
6\' ..... D ac.;wEEN1'l-<E CITY OF P,o.lO At. TO :~fo~EfNAFTC:~ AE~e~Aeo 'T'O A$ CITY, AND
:rw.re.,il; A2tech As.3DCia!:~_ r'<i _____________ . ______ _
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rl-ir;:Q[;" ...... Fri;~ AEr:~D ro 4S CONTRACTOR) IN CONS:DE:AArIO~' Of T"fIR ""UTUA.l. COIlE:"'M,r:;;. T""" " ... RrIES r<EREIO A"REf ... $ "ooaW$
• CONTRACTOR SHAll P~O"'ICE 0"1 F'Jo':I'IIll>H r"'E "O'.t.r:rolV!t~G s .. eCIHE:[I SEfW:CE:S ANO~ M"'Tt::~lA;.S SP[C~FIE:O IN £)I;I"II<lIT _~_
AT'iW1EO HERe;o -'NO INCOAPC~ ... r;::D f-I£~~ ev THlS "fFERG.CE
See Exhibit A -"Task Definition and Assigr.ment"
• EXHIBlTS THE F-,.'"lU('NiN(;. lo.-rrACHIOO EXH.ter!S HE ~_9Y A~'E MADE F'.I='," OF tHl3 ~G"-EE!lENT
Exhibit. B -"Project Request. for P1:opcsal"
E.'<hibit C -"Contract.or Service and Overall Fee Schedule"
• TERMS TlE SEAV~ES AN~ w.T'£~$ F1JRN~E~~!'I; n1iS ,'\GREEt.IE~.: ~ COIAME."ICE 01'1 _______ _
AND SHALt EE OOW'l..£TE'I BEFOPl' _ 2.S .... Q.c..t.clua:~_
• COMPENSA noN !=Of' 1HE F1.U PEF'l'"~ Of' ,""IS AGREEM!:Ni
.g crrv SHAU. PAY ~TO!'I'
o COHTRACTOFISI-W..:. F'AYC!TY:
• GENERAL TERMS AND CONDITIONS >R£I!..cI.UOEO","BOT!<SlD£SOI'T>I!SOOCUUENT.
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TH!S AGREEMENT SMAll 8ECClIoff !:Fff£11VE UP3N ns AF'F'R()""Al mD [xWJlJOI'I BY tIlT. 1ft! WITNESS rnmEDF. THE PARTIES HAIlE EXECUTED ~:S
IoGREBtENT T~ DAY, t.«iHT!i. AND IfI'Joll F!RSi WRITTEH A80'.Je.
HQl!J 1IARUllSS. COJlf~"'TOR ~ to ir.dtrl1T1rtv, defefl(j and h~d' Ilal'm~ CIT''/. fh,; otfic;eTs, a:)effli, ilM em~~'ffi> tr"t)m 1I1\' .. nd ail !If!TWld~, ~mG ar iiatlMy of
Ir.y 'wu~ inl:h.'lilllg lii101'1\lti.ll dt:ll.'l, Q~ ~ Of ari&JrIg out 01 C~iRAC:TOR S, its. ot1ocers·. ~!J1ts· ar em:lr~" n~II,,~nt am. ura'"!, or ClmiSslan!!., or "";lIf'Ji
miscondad, QJ CUOO..c .cy~ the iaw imptUS $ltIC:i jiabll/t)' an COIfTflACTDR .n:tl~ periorrr.ar.te or fajlur? til pMClI1H k C9ref!mefIl ~ CONTFJ.r;TCR
Yilft( oI:GI&IIaR. ThIs iiIIIJ"I!M1em 100 It!e 19m 1M gJMdilim 00 !he !MIJ< bmW I"Qreseni Ifle entirt: ag~ ~I'~ th~ ~ "I"itl1 ~fJ«t t:l ~ P'J~
;1m '* of tN: equi~.ellt rnztrnais (!r ~pPIi~ at payment 1« servic!s wI1rc~ rJW1 be tt1! sLltll'lct 01 ~IS C()r,IT.at:!. All ~r oIlIf"ffil'Ie:rts, n!pre~, s!Zterroerw.,
~ aild urdt-Ji'...,~ lriw:lher a~ 00'"IIiJ1'I11'!1l1"1 ~ Iierll7{
• PROJECT MANAGER AND ~[SENrI,TlVE I"OR~"""
NAItIE Steve Manup
P,o. BOX ~Q25(l
PALO Ai. ro. CA ~
T~ .....!U.5:::.329-7434
SOCIAL S~ITY
DR I.R.S NL:t.l5EFI
• INVOICING SEM)AU INV'QICt:S ro HtE C!TY, An1ll: Pf40J8.:T l,oIAN'-C;cR
• CITY OF PALO ALTO APPROVALS: ~ROU'E F~ SIGNAT'J,.ES A.CCOR;(JlN(; TO l'ju~BE"R51N ,1.N'I'IOII"l BO)(~$ eaOW)
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EXHIBIT A
'rUE DDnlITlOB JIJII) All IIGIIIIlDI'l'
~or
LlIJIGlI LUD8CAPB D'l'n ILtmITIlIG SnVICZS
serviees shall be performed by Agtech Associates whose
qualitications as a ~ertified Landscape Water Auditor the city will
be relying on. Services ahall be pertoraed by the Contractor as
directed by the City for large landscape vater audits (3 acres or
.ore) of city facilities. cOWIe-reial and/or industrial C1.lstomer
aites.
A specific Etatesent of work will be jointly developed, by both the
contractor and the city $ for each site after a preliminary
assess.ent is perfOrJll8ci, by both the Contractor and the City, and.
before Contractor commences any other 'Work or service, under this
contract, at the site.
Audit services will include any or all of the followinq: landscape
vater use analysis, reports, present~tions, reco~'ldationB and.
dOC\ml!ntatton ot work perfor.ecL
For further clarification and inforaatlon detailinq scope of
services see Exhibit ·3·, Request for Proposal, under Scope Of Work
and Tasks, pages 2, 3 and 4.
EXHIBIT B
ex" 01' PALO ALTO
UQl7BS~ FOR I'Il?POIJAL
AODUIJIG 8I!Rnell8
YOlI ft1I exn OP Pt.LO AL'rO ll'IiILu'tU'
LIUIGB UliDSCAPJI D'l'BIl COIIsannOJl AllDrr PLU
Proj_t ~er,
steve "'9'" ••• oure. oo.a.rvatiaa
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tAllGI!! LAXDSCAPB WArD AODIrs
.BQCBST FOR AODIT SERVICES
The utilities Resource conserva.tion Group is initiatinq a
Large Landscape water Audit Plan that is based on the
California urban Water Conservation Council's (CUWCC)
Memorandum Of Und.e.rstandinq (MOU).. The City of P:alo Alto
(CPA) has an established reputation as a proponent of resource
conservation and environmental protection and therefore is
signatory to CUWCC's KOU ..
Tbe concept behind the City's Plan is consistent with the Sest
Management Practices (BMP's) outlined in the MOU. To that
end, some or all large landscaped areas, 3 acres or more
within the City's service area, will be audited fo~ purpose of
identifying inefficiencies and waste.
The Landscape Plan targets commercial, industrial,
institutional and public useroli of City supplied potable water.
written reports will be provided for &udited sites that detail
findings and recom.endations.
The objectives for requesting landscape audit services are to
provide detailed landscape water use recommendations to City
water customers, eliainate wasteful practices, promote the
eLficient use of a dWindling natur.l resource, and to fulfill
the requirement of ~~e MOU by instituting the BMP's.
The audit services will be performed in conjunction with the
Resource conservation Staff and the appropriate
personnel/staff of the individual water customer. The scope
of work and list of tasks for the audit services is described
in this document.
Resource Conservation will select one Landscape Auditor or
Landscape Firm to perform the !.3rqe Landsc.ape Audits. The
criteria for the selection are described in this document.
Landscape Auditing services will be required to augment
Re.source Conservation stafting levels. experience and
knowledge of large landscaped vater audits. Additionally, the
ability to produce report& and recommendations in a timely
fashion after the completion of the audit can not be over
strecsed.
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The Landscape Audit Plan activity level ~ill grow as si~es are
identified and as 199) progress. There are approximately 140
individua.l audit sites which comprise approxi:n~tely 500 acres.
Therefore, audit services will be used on an as-needed basis
until such time that Resource Conservation determines
otherviae ..
SGope Qf Workc
The Auditor shall provide, on as-needed basis:
1. Landscape water audita for large landscaped ar~as of 3
acres or more.
2. Detailed evaluation of irrigation systems., circuit by
circuit and/or station by station.
3. Identify existing vater use practices and provide written
reports/docume~tation that clearly outlines:
a. Efficient water use practices and/or conservation
related strategies.
b. Appropriate technology applications for retrofit
i .. e . ., controls, hardwa.re, software. and equipaent
etc.
,,~ A calculated annual vater use budget using standard
practices and ~ethodoloqies~
S. Base irriqation run tiae schedules which will maintain
plant health and vigor.
At the beqinninq of each a~siqnment, the city of Palo Alto
(CPA) will define the tasks. The Auditor s.hall provide a
price. quotation to the City tor these tasks~ Based on the
price quotation t the city will authorize the assiqn.ent or
redefine the tasks associated with the assiqnment4
The Auditor shall ~-lde., any or .all of the followinq tasks
upon request:
1. A comprehensive landscape water use audit.
a. Site identification and initial customer contact
will be the city's respon~ibility.
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b. Follow-up customer contact, mateTial requests,
i~e~, site plans, and appointaent settinq will be
Audi~o~~8. re.pons1bility~
c. Auditor sbail also coordinate appointment setting
with the City's Project Manager.
2. survey site to determine existing water use and
irrigation run times.
J. written report and/or documentation of' audit results
provided to bo~-'" custOller and City. Report shall
contain:
a. Efficient water use practices and strategies
specific to the audit site's qeoqraphy, plant
aaterial and irriqation syst~m.
b. Recommendations for efficiency improvements for
both operation and equipll~nt, i.e., exiiStlnq
irrigation systes, retrofit irrigation system, with
cost and payback analysis.
c. A calculated annual water use hudqet based on soil
type, clt.atology and existinq plant materia15~
d. The water meter nUJtber{s) that is currently servi[lq the landscaped area.
e. A review of existinq plant materials with regard to
the use of recl.ailted vater and plant s,~lt tolerance
levels ~
f. An assessment of the feaslbi lity of installing
separate landscape water meters at sites that are
not ~~ently being ser~ed by a separate landscape
lII,eter.
4. Provide Single-line plumbing diagraas for existing
irrigation systems on an as-needed basis.
5. On an as-needed basis, make presentation to cueto.ers,
the City and proLessional groups req4rding audit
recommendations. All arrangements for these
presentations will be made by the City.
6. Provide over-the-phone consultation to custoaers and the
City regardinq audit recommendations.
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7. Provide. tha opportunity for the City's Resource
Conservation st.aff to participate in any/all cf the site
audits.
8* The a.bility to perfor1ll landsco!llpe audit workshops on an
as-needed basis.
a. Wor);;shop marJcetinq, :aeeting place and/or audit site
to be arranged ~y the city ..
b. Workshop materials, workshop outline and equipment
to be provided by Auditor.
Deliverabl .. ,
The delivara~le~ will be determined on a task by tas~ basis.
Deliverables may include reports, calculations or
presentatians. Presentation may be video recorded by the
City. 1..11 reports and written intormation must be provided to
and approved by the City's Proje~t Manaqer, prior to delivery
to the cu&tomer.
Total fundinq for landscape audit services for all assignments
under tili. aqreeDent is not to exceed $40,000.00 (forty
thousand dollars).
SUbait the following information with your proposal:
1. A minimum of 3 references which include reference na_e,
address, telephone number, size of lzndscape audit
project, project value, project description and customer
segment 'co~ercial, industrial, instit~tional,
govern.ent, etc.).
2. An ite.ized service fee esti.ate typical of the tasks
associated with this type of audit.
3. An over all fee estima.te based on dollars per square foot
or dollars per acre.
4. List of project team members, the.ir titles, and their
hourly billing rates.
5. List of software the Auditor may use in performinq water
budget calculationG~
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6~ SaMpla landscape water use 4!oldit typi-cal of a larqe
landscaped area, i.e., J acres or greater~
7. Total co.~ for prod~cing the above audit that ite.izes
individual tasks.
8. A state:JIent that addresses the Auclitor's ability to
respond to the tasks descriptions and satisfactorily
complete the assigned tasks in a ti.ely fashion •
• elaetioQ criteria aDd Contraet Avard,
One Auditor or Firm will be retained to perform the service5
specified in this document. The Auditor selected will be
assiqned various tasks as they occur and at the discretion of
the Project Man~98r.
The Auditor will be chosen based upon the followir.q criteria:
1. Cost of services.
2. Relevant experience.
~. Co.pleteness of proposal.
4. Ability to respond
aecessibility. to ta&ks assiqnment"s and
The City of Palo Alto reserves the right to reject any or all
pr~posa18.
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Propos a; Submission A uditing Sen ices· Landscape
B. Service and Overall Fees
Prnftct Proposal:
Provide Lar.:dscape W:iter"Ma:ugemenl Audits and Consulti..ng Services
--r TASI; •• por I
TASI; DESCRIPTIO\" i Sample S Acre .or per h1lu
1 :::omgre~emi\.·e LI!;l!:hcl~ \Vat~_r Audi~ I 5878 $270 per acre
> ~~;re (~~l te., So:htdule T akt--off $325 J I 00 p.:r aCR"
Provide T .o<fscapc W.eler ~cmC'IJl Audit USlD.g I > eclmiqucs .appro'.-ed by tb~ UlifnnD.J. DWR $3!i! SilO per acre t
> Provide Wa.r:erintSd~~ $81 S2S pcrllat:
> Provide Wria.n Reran F Task lise 51 t4 I $35 pe:a;;:n.
2 ,..j: i • ;ne Plum i S125 5125 per Bcre
> ~ed Ba,;i, (""'Pl. I "TO)
3 Vil ater M2na:gtm~n, 1D:;"~Dtnil!llS; 575 575 per heur
" ems pro"ided by City (SUlploe 1 hour ti.me) I
4 Teleohone ComDllations
> tF"cr City SW'T md. Customers {sample IS miout~$)
$15 560 per "oDr
5 Prov' W 5300 575 per bOUT
> Far City Staff a:nd CusI:(!"t'en (samplr! 4 I1:n time)
6 " teriaJ>-ond Rentals $60 direct pass
through witb
no fe~
> or City aa! CQlloWC1'" reports and Work!hop.!;
sample 12 handouts al ...... odcshoPJ
Agtecb Associates City of Palo Alto Page 11