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CC 2014-01-14_08.m. Amendment to Agreement - Sprinkler King *M yo O G'� INCORPORATED 92 it JULY 10. 1911 MEMORANDUM c4410FORN%P . TO: CITY COUNCIL FROM: GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS SUBJECT: CONSIDERATION OF AN AMENDMENT TO THE AGREEMENT WITH SPRINKLER KING, INC. FOR WATER CONSERVING LANDSCAPE IRRIGATION RETROFIT PROJECTS DATE: JANUARY 14, 2014 RECOMMENDTION: It is recommended the City Council: 1. Approve Amendment No. 2 to the Consultant Services Agreement with Sprinkler King, Inc. in the amount of $55,302 to complete water conserving landscape irrigation retrofit projects at Rancho Grande Park, the Arroyo Grande Cemetery, Ocean View Elementary and Paulding Middle School. 2. Authorize the Mayor to execute the amendment. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: J.H. Land Partnership, the developer for the 22 unit Heights at Vista Del Mar Development project will pay $55,302 for the four (4) identified water conserving landscape irrigation retrofit projects. BACKGROUND: On August 27, 2013, the Council approved an amendment to the Memorandum of Understanding (MOU) with the Lucia Mar Unified School District (District), J.H. Land Partnership and John Taylor, which in part, approved the provision of water service to the Heights at Vista Del Mar project. Under the terms of this MOU, the project developer, J.H. Land Partnership agreed to pay for water retrofit projects that would provide double the off-set for the water needed for the development. The City of Arroyo Grande will provide approximately 7.61 acre-feet-year (AFY) to the 22-unit development and in exchange, J.H. Land Partnership will pay the City to complete water conservation projects that will generate annual water savings at a 2:1 annual savings rate. City staff has identified four water conserving landscape irrigation retrofit projects that will generate the necessary annual water savings and seeks to contract with Sprinkler King, Inc. to complete the proposed projects. The City has utilized Sprinkler King, Inc. Item 8.m. - Page 1 CITY COUNCIL AMENDMENT NO.. 2 TO AGREEMENT WITH SPRINKLER KING, INC. JANUARY 14, 2014 PAGE 2 since 2009 toicomplete landscape irrigation audits. Sprinkler King, Inc. was selected through a Request for Proposal process and was awarded a Consultant Services Agreement by the City Council on January 27, 2009 to conduct landscape water conservation surveys. The intent of the original agreement with Sprinkler King, Inc. was to help reduce water consumption due to tightening water availability conditions. The Council adopted Resolution No. 118 on August 12, 2008 declaring a severely restricted water supply condition and enacted Mandatory Water Conservation Measures. Sprinkler King Inc. completed multiple landscape irrigation system audits and the success of the program led to the extension of the agreement through a Council approved amendment on March 23, 2010. (Attachment #1) The amended agreement expired on March 1, 2011; the recommended action first revives and then amends the agreement. ANALYSIS OF ISSUES: The proposed landscape irrigation retrofit projects include the following locations: 1. Arroyo Grande Cemetery- Assumed Annual Savings: 7.02 AFY 2. Ocean View Elementary School- Assumed Annual Savings: 4.26 AFY 3. Paulding Middle School- Assumed Annual Savings: 2.75 AFY 4. Rancho Grande Park- Assumed Annual Savings: 2.51 AFY The assumed annual savings in acre-feet per year is based on the landscape irrigation audits conducted by Sprinkler King, Inc., which previously completed a similar audit and recommended a landscape irrigation retrofit project for Strother Park. After completion of the recommended water saving retrofits, the actual water savings matched and exceeded the projections. A Technical Memorandum prepared by a third-party consultant, Water Systems Consulting, Inc., (WSC) attested that the proposed projects would generate the projected water savings. This analysis was based on the review of five (5) years of water consumption data at Strother Park. Sprinkler King, Inc. has prepared the recommended irrigation retrofit projects at the four (4) proposed sites and has a proven track record of achieving the desired water savings goals. Sprinkler King is familiar with the project sites, has an established relationship with the grounds crews for the agencies involved and is prepared to promptly initiate the work established in the scope of work for the proposed amendment. Since Sprinkler King has been instrumental in designing, explaining and planning the improvements with the Arroyo Grande Cemetery, it is critical that they be involved in the implementation in order to ensure that this key project operates as proposed. As a result, staff recommends that the City Council revive and amend the agreement with Sprinkler King, Inc. in the amount of $55,302 to complete water conserving landscape irrigation retrofit projects at Rancho Grande Park, the Arroyo Grande Cemetery, Ocean View Elementary and Paulding Middle School. Item 8.m. - Page 2 CITY COUNCIL AMENDMENT NO. 2 TO AGREEMENT WITH SPRINKLER KING, INC. JANUARY 14, 2014 PAGE 3 ALTERNATIVES: The following alternatives are provided for the Council's consideration: Approve Amendment No. 2 in the amount of $55,302 to complete water conserving landscape irrigation retrofit projects at Rancho Grande Park, the Arroyo Grande Cemetery, Ocean View Elementary and Paulding Middle School; or - Provide direction to staff. ADVANTAGES: The proposed amendment with Sprinkler King, Inc. will allow for the work to begin quickly and realize the anticipated water savings within the next few months. In addition, Sprinkler King, Inc. is familiar with the four proposed projects sites and has an established relationship with the ground crews. Sprinkler King, Inc. is qualified and prepared to promptly initiate the work established in the scope of work for the proposed agreement amendment. DISADVANTAGES: Normally, City staff would pursue additional proposals at this stage, but this would be detrimental given the .level of design and negotiation that has gone into the proposed system improvements. ENVIRONMENTAL REVIEW: In accordance with the California Environmental Quality Act (CEQA) Guidelines, staff has reviewed the proposed project and determined that it is categorically exempt per Section 15301 of the Guidelines for existing facilities. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, January 9, 2014. The Agenda and staff report were posted on the City's website on Friday, January 10, 2014. No public comments were received. Attachments: 1. WSC Technical Memorandum Dated 12-6-13 Item 8.m. - Page 3 z CONSULTANT SERVICES AGREEMENT AMENDMENT NO. 2 This Second Amendment ("Second Amendment") to Consultant's Services Agreement ("CSA") by and between the CITY OF ARROYO GRANDE and SPRINKLER KING, INC. is made and entered into this day of January, 2014, based on the following facts: WHEREAS, the parties entered into a CSA dated January 27, 2009; and WHEREAS, on March 23, 2010, the parties entered into a first amendment to the CSA; and WHEREAS, the CSA expired on March 1, 2011; and WHEREAS, the parties wish to revive and further amend the CSA as set forth herein. NOW THEREFORE, for the good and valuable consideration, the receipt and sufficiency of which is acknowledged, the parties agree as follows: 1. To revive the CSA, as amended, to give it full legal force and effect and extend the term to expire on June 31, 2015. 2. To include additional services to the CSA as specified in Exhibit "A" attached hereto and incorporated herein by reference. 3. To establish the cost of the work under this amendment to be an amount not to exceed $55,302.00. 4. Except as modified herein, all other terms and conditions set forth in the CSA, as amended, shall remain unchanged. IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First Amendment the day and year first set forth above. [signatures on next page] Item 8.m. - Page 4 CSA AMENDMENT NO. 1 SPRINKLER KING, INC PAGE 2 CITY OF ARROYO GRANDE: CONSULTANT: TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.m. - Page 5 EXHIBIT A SPRINKLER KING IRRIGATION AUDIT REVISIONS Paulding School: - Remove the following from original estimate: o $9,330 (central control) o $2,592 (consulting) o $1,042 (sales tax) - Total cost = $9,433 Ocean View School: - Remove the following from original estimate: o $9,417 (central control) o $2,592 (consulting) o $824 (sales tax) - Total cost = $9,342 Cemetery District: - Remove the following from original estimate: o $3,168 (service tech.) o $5,615 (soil amendment) o $1,753 (sales tax) - Total cost = $30,723 Rancho Grande Park: - Cost revised to only include turf removal and distribution of mulch. - Total cost = $5,804 Grand Total = $55,302 Item 8.m. - Page 6 ATTACHMENT 1 Technical Memorandum WS C WATER SYSTEMS CONSULTING,INC. Date: 12/6/2013 To: Teresa McClish Phone: (805)473-5420 Director of Community Development City of Arroyo Grande 300 E. Branch Street o,(tl§S/o Arroyo Grande,CA 93421 CIO Prepared by: Spencer Waterman and Joshua Reynolds, P.E. o o m Reviewed by: Jeffery Szytel, P.E. ' SUBJECT: REVIEW OF THE PROPOSED BUSICK TRACT 3048 WATER SUPPLY OFFSET FROM CONSERVATION PROJECTS This Technical Memorandum (TM)summarizes Water System Consulting's(WSC) preliminary review of the proposed Busick Tract 3048 Project(Development)water offset for the City of Arroyo Grande(City). The TM is comprised of three parts: Part 1—Comparison of the proposed development water demand projections with typical City land use based demands; Part 2—Analysis of the previously completed Strother Park irrigation retrofit project;Part 3—Review of the Sprinkler King reports on the proposed irrigation retrofits. The TM evaluates and summarizes the City's potential to offset the Development's water demands through irrigation retrofits of existing large demand customers(i.e. Ocean View Elementary School, Paulding Middle School and Arroyo Grande Cemetery) in order to reliably deliver water to the proposed Development. Background The Development project is a 22 unit subdivision located outside but adjacent to the City Limits that has requested annexation into the City. The Developer proposes to connect with the City's water system and would be served by the Vista Del Mar Booster Station. According to the developer,7.61 AFY will be required to meet the subdivision's water demands. The developer proposes to fund three water conservation irrigation retrofit projects to offset the Development's water demands at a minimum ratio of 2:1. The irrigation retrofits are proposed to occur at the Arroyo Grande Cemetery(AG Cemetery),Ocean View Elementary School (Ocean View), Paulding Middle School (Paulding),and Rancho Grande Park(Rancho Grande). The City's irrigation consultant, Sprinkler King, Inc. (Sprinkler King), has previously completed reports on estimated water savings calculations for the proposed irrigation retrofit projects. Part 1 - Comparison of Proposed Development Water Demand Projections with City Demand Projections Water demand estimates for the proposed development created by the developer were analyzed. The sources of the demand factors were other Environmental Impact Reports(EIRs)for nearby developments. WSC was unable to locate copies of these EIRs,so the real basis of these demand factors could not be assessed. Table 1 Arroyo Grande Busick Tract 3048 Water Supply Offset Review Final Revised 12-6-13.do Item 8.m. - Page 7 2012 Engineering Consulting Services o--- S Review of the Proposed Busick Tract 3048 Water Supply Offset from Conservation Projects shows the Project's estimated water demand as presented in the Heights at Vista Del Mar: VTTM 3048 Project Description, dated 5/1/2013. Table 1.Project Estimated Water Demand Demand Demand Factor (AFY) Drip Irrigated Shrubs Acres 0.61 1 0.61 and . Turf Areas Acres 0.15 - 2.5 0.38 Drip Irrigated Common Acres 0.02 � 0.02 Entry Area Indoor DemanDwelling 22 0.3 6.60 Unit r Total Project Demand 7.61 The proposed City Zoning for the project is Residential Rural(RR), which is compatible with the City's Single family Low Density Residential Land Use category. WSC developed water demand estimates for the Project based'on water demand factors from the City's Water Master Plan as shown in Table 2. Table 2.Master Plan Based Demand Estimates • Demand Project Factor Demand Single Family Low Dwelling 22 0.62 13.64 Density Unit Residential The Water Master Plan land use based water demand projection of 13.64 AFY does not include any of the proposed low impact and water conservation measures proposed by the Developer. As envisioned,the project will severely restrict the amount of irrigated landscape and turf area allowed on each parcel to 1,200 sf of irrigated area and 300 sf of turf(for comparison,each parcel is larger than 1 acre(43,560 sf) in size). To compare the proposed low water use development to a traditional development and assess the reasonableness of the demand factors used by the developer's engineer in the calculation of the restricted water usage(as shown in Table 1);the allowable irrigated acreage can be increased to a degree more representative of existing uses. To do this,the project was analyzed using a theoretical parcel with 12,000-sf of irrigated area and 1,500-sf of turf area with the Table 1 demand factors, resulting in a theoretical project demand of 14.58 AFY,which matches reasonably well with the 13.64 AFY demand derived using the Water Master Plan demand factors. Therefore the demand projected by the developer using the restricted landscape requirements seems reasonable. 12/6/2013 Page 2 of 6 Arroyo Grande_Busick Tract 3048 Water Supply Offset Review Final Revised 12-6.13.doa Item 8.m. - Page 8 I I 2012 Engineering Consulting ServiceswS C Review of the Proposed Busick Tract 3048 Water Supply Offset from Conservation Projects „•,,,,ti,n, ,t „, ,4,,,_, WSC assumes the City will reach an agreement with the Developer on a method to enforce the irrigation restrictions;and considers the demand reduction to be aggressive, but achievable. Part 2 - Analysis of Strother Park Irrigation Retrofit Strother Park was surveyed by Sprinkler King on March 6,2009 to assess the irrigation system and conditions affecting the water consumption for irrigation. The report for the survey contained irrigation retrofit recommendations and estimated that water consumption could be reduced by 33%for the park if the irrigation retrofit recommendations were implemented. The City implemented all of the recommendations and completed the retrofit in August 2009. Table 3 shows the estimated savings and actual savings achieved based on analysis of water consumption data before and after the retrofit. Table 3.Strother Park Retrofit Estimated and Actual Savings Estimated 2005-2008 Assumed 2010-201 Potential Strother Savings Average (AFY) Average (AFY) Consumption Consumption 33% 9.1 3.0 5.5 3.6 39.6%. While the analysis of the average consumption data before and after the retrofit indicates that the actual savings exceed the estimated savings,consideration of hydrologic conditions during the periods analyzed should be taken into account. Monthly and annual rainfall data was analyzed from 2005 through 2011 and annual average rainfall was analyzed from 1966-2011. The driest year from 2005 through 2011 was 2007,during which the monthly and annual consumption remained approximately close to the years surrounding it prior to the retrofit. The wettest year from 2005 through 2011 was 2011,during which the monthly and annual consumption remained approximately the same as the years surrounding it after the retrofit. The amount of monthly and annual rainfall did not appear to be correlated with reduced water consumption before or after the retrofit. Furthermore,average annual rainfall from 2005-2011 was only slightly higher than the long-term historical average rainfall. As shown in Figure 1, monthly average consumption decreased after the retrofit. 12/6/2013 Page 3 of 6 Arroyo Grande Busick Tract 3048 Water Supply Offset Review Final–Revised 12-613.do- iItem 8.m. - Page 9 2012 Engineering Consulting Services 0- � Review of the Proposed Busick Tract 3048 Water Supply Offset from Conservation Projects — 4.5 3.0 4 2.5 3.5 4! 3 2.0 a U Average Consumption(2005- Cm 2.5 c 2008) c 1.5 a Average Consumption(2030- = 2 2012) 1.5 1.0 C o —Average Rainfall(1966-2011) 0.5 0.5 —Average Rainfall(2005-2011) 0 0.0 41 Month Figure 1.Pre and Post Retrofit Consumption and Rainfall Review of Sprinkler King's Strother Park survey as well as historical rainfall and consumption data indicates that the estimated water savings presented in the Sprinkler King survey are accurate. Based on the observed results of Strother Park's irrigation retrofit, it is assumed that the water savings estimates in Sprinkler King's surveys are reasonable,and adequate for determining potential water savings that can be achieved through retrofitting other irrigation customers within the City's service area, including AG Cemetery,Ocean View, Paulding,and Rancho Grande. Part 3 - Review of Sprinkler King Surveys Arroyo Grande Cemetery District The landscape irrigation survey for the AG Cemetery submitted on April 30,2009 identified the landscape retrofit recommendations and estimated water savings as shown in Table 4. Table 4.AG Cemetery Estimated Potential Water Savings Potential Recommended Retrofit Estimated 1. Update the Sprinkler Heads 5% 2. Update the Control System Not Estimated 3.Valve Maintenance Service Not Estimated Handheld 4. Not Estimated Based Weather Stations 15% • 20% _2004-2012 Average Consumption (AFY) 35.11 Assumed Savings(AFY) 7.02 12/6/2013 Page 4 of 6 Arroyo Grande_Busick Tract 3048 Water Supply Offset Review Final—Revised 12-613.do Item 8.m. - Page 10 2012 Engineering Consulting Services Review of the Proposed Busick Tract 3048 Water Supply Offset from Conservation Projects - WSC Ocean View Elementary School The landscape irrigation survey for Ocean View submitted on January 10, 2011 identified the landscape retrofit recommendations and estimated water savings as shown in Table 5. Table 5.Ocean View Estimated Potential Water Savings Potential Recommended Retrofit Estimated 1. Update Nozzles— 25% 2. Soil Improvements Not Estimated • 25% 2004-2012 Average Consumption (AFY) 17.04 Assumed Savings(AFY) 4.26 - - Paulding Middle School The landscape irrigation survey for the Paulding Middle School(Paulding)submitted on January 10,2011 identified the landscape retrofit recommendations and estimated water savings as shown in Table 6. Table 6.Paulding Estimated Potential Water Savings Recommended Retrofit Estimated Potential 1. Update Irrigation Controllers 25% 2. Lawn J Aeration Not Estimated • 25% --' 004 11.02 Assumed 2.75 Rancho Grande Park The landscape irrigation survey for the Rancho Grande Park(Rancho Grande)submitted on September 27,2013 identified the landscape retrofit recommendations and estimated water savings as shown in Table 7. Table 7.Rancho Grande Potential Water Savings Recommended • Potential 1. Adjust Spray Head and Bubbler 1.95 Convert Times 2. 0.56 Assumed Savings Total (AFYI 2.51 - 12/6/2013 Page 5 of 6 Arroyo Grande_Busidc Tract 3098 Water Supply Offset Review Final—Revised 12-613.do Item 8.m. - Page 11 I I 2012 Engineering Consulting Services S Review of the Proposed Busick Tract 3048 Water Supply Offset from Conservation Projects 7l' Total Potential Water Savings The total estimated potential water savings for the three proposed irrigation retrofits is shown in Table 8. Table 8.Total Estimated Potential Water Savings Potential 7.02 Ocean View Elementary 4.26 Paulding • •le School 2.75 Rancho Grande Park 2.51 - • 16.55 Conclusion Table 9 shows potential retrofit savings,development demand estimates and potential water demand offset ratio for the project. Table 9.Comparison of Water Demand Estimates and Potential Water Demand Offsets Potential Retrofit Estimated Project Potential Savings(AFY) Demand (AFY) Demand Offset Offset Developer's Project 16.55 7.61 2.18:1 Yes Demand The Project demands and retrofit savings seem reasonable and the Project is offset by more than the desired 2:1 ratio. I 12/6/2013 Page 6 of 6 Arroyo Grande Busick Tract 3048 Water Supply Offset Review Final—Revised 12-613.do Item 8.m. - Page 12 I I