1356 SJRWMD Water Cons. Cost Shart AgrmtA�tt
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UTILITY DEPARTMENT
TRANSMITTAL MEMORANDUM
To: City Clerk
F ROM: Utility Department
RE: Request for Services
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Development Order
❑
❑
Final Plat (original mylars)
❑
❑
Letter of Credit
❑
❑
Maintenance Bond
❑
Ordinance
❑
❑
Performance Bond
❑
Resolution
Once completed, please:
❑ Return original
❑ Return copy
El
Special Instructions:
Mayor's signature
Recording
Rendering
Safe keeping (Vault)
Note: SJRWMD Water Conservation Cost Share Project Agreement, approved
November 8, 2010
Please advise if you have any questions regarding the above.
Thank you!
From
12/8/2010
Date
J
tiy�5
U.1
T:\Dept_forms \City Clerk Transmittal Memo - 2010.doc
COPY
Contract#26655
Encumbrance #S004760
WATER CONSERVATION COST -SHARE AGREEMENT
BY AND BETWEEN THE
ST. JOHNS RIVER WATER MANAGEMENT DISTRICT
AND CITY OF SANFORD
THIS AGREEMENT is entered into by and between the GOVERNING BOARD of the ST. 1.
JOHNS RIVER WATER MANAGEMENT DISTRICT ( "the District'), whose address is 4049 Reid Street, 4
Palatka, Florida 32177, and CITY OF SANFORD ( "Recipient'), whose address is P. O. Box 1788, J
Sanford, Florida 32772 -1788. All references to the parties hereto include the parties, their officers,
employees, agents, successors, and assigns.
WHEREAS, the waters of the state of Florida are among its basic resources, and it has been
declared to be the policy of the Legislature to promote the conservation, development, and proper
utilization of surface and ground water; and
WHEREAS, pursuant to chapter 373, Fla. Stat., the District is responsible for the management of
the water resources within its geographical area; and
WHEREAS, the District has determined that providing cost -share funding to Recipient for the
purposes provided for herein will benefit the management of the water resources; and
WHEREAS, the parties have agreed to jointly fund the following project to benefit the water
resources in accordance with the funding formula further described in the Statement of Work, Attachment
A (hereafter "the Project'). The Recipient shall expand their existing programs by developing goals for
water savings that can be implemented, measured, reported, and modified to continuously reduce the
potable water demand. The Recipient shall provide the District with data for a period of three (3) years in
accordance with Attachment B, Application.
NOW, THEREFORE, in consideration of the aforesaid premises, and the funding assistance
hereinafter specified, Recipient agrees to perform and complete the activities provided for in the Statement
of Work, Attachment A. Recipient shall complete the Project in conformity with the contract documents
and all attachments and other items incorporated by reference herein. This Agreement consists of all of the
following documents: (1) Agreement, (2) Attachment A- Statement of Work, (3) Application, and (4) all
attachments, if any. The parties hereby agree to the following terms and conditions.
TERM; WITHDRAWAL OF OFFER.
(a) The term of this Agreement is from the date upon which the last party has dated and
executed the same ( "Effective Date'l until September 30, 2016 ("Completion Date").
Recipient shall not commence the Project until any required submittals are received and
approved. Recipient shall commence performance within fifteen (15) days after the
Effective Date and shall complete performance in accordance with the time for
completion stated in the Statement of Work. Time is of the essence for every aspect of
this Agreement, including any time extensions. All provisions of this Agreement that by
their nature extend beyond the Completion Date shall survive the termination or
expiration of this Agreement.
(b) This Agreement constitutes an offer until authorized, signed and returned to the District by
Recipient. This offer terminates sixty (60) days after receipt by Recipient.
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2. DELIVERABLES. Recipient shall fully implement the Project, as described in the Statement of
Work, Attachment A. Recipient is responsible for the professional quality, technical accuracy,
and timely completion of the Project. Both workmanship and materials shall be of good quality.
Unless otherwise specifically provided for herein, Recipient shall provide and pay for all
materials, labor, and other facilities and equipment necessary to complete the Project. The
District's Project Manager shall make a final acceptance inspection of the Project when
completed and finished in all respects. Upon satisfactory completion of the Project, the District
will provide Recipient a written statement indicating that the Project has been completed in
accordance with this Agreement. Acceptance of the final payment by Recipient shall constitute a
release in full of all claims against the District arising from or by reason of this Agreement.
3. OWNERSHIP OF DELIVERABLES. Unless otherwise provided herein, the District does not
assert an ownership interest in any of the deliverables under this Agreement.
4. AMOUNT OF FUNDING.
(a) For satisfactory completion of the Project, the District shall pay Recipient fifty percent
(50 %) of the total cost of the Project, but in no event shall the District cost -share exceed
$245,000. The District cost -share is not subject to modification based upon price
escalation in implementing the Project during the term of this Agreement. Recipient shall
be responsible for payment of all costs necessary to ensure completion of the Project.
Recipient shall notify the District's Project Manager in writing upon receipt of any
additional external funding for the Project not disclosed prior to execution of this
Agreement.
(b) Recipient agrees to provide $245,000 in the form of matching funds, in -kind services, or
both, for this project. If Project costs exceed the estimated Project cost so as to reach the
not -to- exceed amount of the District cost- share, then Recipient shall provide any
additional funding required to complete the Project. If the Project is cancelled by
Recipient prior to completion, Recipient shall reimburse the District all funds received
from the District pursuant to this Agreement. Recipient's in -kind labor services (i.e.
labor from Recipient or a P party) will be calculated based upon the base salary times a
1.5 fixed multiplier.
5. PAYMENT OF INVOICES.
(a) Recipient shall submit quarterly itemized invoices by one of the following two methods:
(1) by mail to the St. Johns River Water Management District, Director, Division of
Financial Management, 4044 Reid Street, Palatka, Florida 32177, or (2) by e-mail to
acctpay@sjmmd.com. The invoice shall be submitted in detail sufficient for proper pre -
audit and post -audit review. Recipient shall be reimbursed for fifty percent (50 %) of
approved costs until the not -to- exceed amount of the District's cost -share has been
expended. If necessary for audit purposes, Recipient shall provide additional supporting
information as required to document invoices.
(b) End of District Fiscal Year Reporting. The District's fiscal year ends on September 30.
Irrespective of the invoicing frequency, the District is required to account for all
encumbered funds at that time. When authorized under the Agreement, submittal of an
invoice as of September 30 satisfies this requirement. The invoice shall be submitted no
later than October 30. If the Agreement does not authorize submittal of an invoice as of
September 30, Recipient shall submit, prior to October 30, a description of the additional
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work on the Project completed between the last invoice and September 30, and an
estimate of the additional amount due as of September 30 for such Work. If there have
been no prior invoices, Recipient shall submit a description of the work completed on the
Project through September 30 and a statement estimating the dollar value of that work as
of September 30.
(c) Final Invoice. The final invoice must be submitted no later than 45 days after the
Completion Date; provided, however, that when the Completion Date corresponds with
the end of the District's fiscal year (September 30), the final invoice must be submitted
no later than 30 days after the Completion Date. Final invoices that are submitted after
the requisite date shall be subject to a penalty of 10 percent of the invoice. This
penalty may be waived by the District, in its sole judgment and discretion, upon a
showing of special circumstances that prevent the timely submittal of the final
invoice. Recipient must request approval for delayed submittal of the final invoice
not later than ten (10) days prior to the due date and state the basis for the delay.
(d) All invoices shall include the following information: (1) District contract number; (2)
District encumbrance number, (3) Recipient's name and address (include remit address, if
necessary); (4) Recipient's invoice number and date of invoice; (5) District Project
Manager; (6) Recipient's Project Manager; (7) supporting documentation as to cost
and/or Project completion (as per the cost schedule and other requirements of the
Statement of Work; (8) Progress Report (if required), and (9) Diversity Report (if
otherwise required herein). Invoices that do not correspond with this paragraph shall be
returned without action within twenty (20) business days of receipt, stating the basis for
rejection. Payments shall be made within forty-five (45) days of receipt of an approved
invoice.
(e) Travel expenses. If the cost schedule for this Agreement includes a line item for travel
expenses, travel expenses shall be drawn from the project budget and are not otherwise
compensable. If travel expenses are not included in the cost schedule, they are a cost of
providing the service that is bome by Recipient and are only compensable when
specifically approved by the District as an authorized District traveler. In such instance,
travel expenses must be submitted on District or State of Florida travel forms and shall be
paid pursuant to District Administrative Directive 2000 -02.
(f) Payments withheld. The District may withhold or, on account of subsequently
discovered evidence, nullify, in whole or in part, any payment to such an extent as may
be necessary to protect the District from loss as a result of: (1) defective work not
remedied; (2) failure to maintain adequate progress in the Project, or (3) any other
material breach of this Agreement. Amounts withheld shall not be considered due and
shall not be paid until the ground(s) for withholding payment have been remedied.
6. LIABILITY AND INSURANCE. Each parry is responsible for all personal injury and property
damage attributable to the negligent acts or omissions of that party, its officers, employees and
agents. Nothing contained herein shall be construed or interpreted as denying to any parry any
remedy or defense available under the laws of the state of Florida, nor as a waiver of sovereign
immunity of the state of Florida beyond the waiver provided for in section 768.28, Fla. Stat., as
amended. Each party shall acquire and maintain throughout the term of this Agreement such liability,
workers' compensation, and automobile insurance as required by their current rules and regulations.
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8.
9.
days after receipt of such notice, or within such additional time as the District may allow. For the
purpose of this Agreement, "Fiscal Year" is defined as the period beginning on October 1 and
ending on September 30.
FUNDING CONTINGENCY. This Agreement is contingent upon funding availability, which
may include a single source or multiple sources, including, but not limited to: (1) ad valorem tax
revenues appropriated by the District's Governing Board; (2) annual appropriations by the Florida
Legislature, or (3) appropriations from other agencies or funding sources. Agreements that extend
for a period of more than one Fiscal Year are subject to annual appropriation of funds at the sole
discretion and judgment of the District's Governing Board for each succeeding Fiscal Year.
Should the Project not be funded, in whole or in part, in succeeding Fiscal Years, the District
shall so notify Recipient and this Agreement shall be deemed terminated for convenience five (5)
PROJECT MANAGEMENT.
(a) The Project Managers listed below shall be responsible for overall coordination and
management of the Project. Either party may change its Project Manager upon three (3)
business days prior written notice to the other party. Written notice of change of address
shall be provided within five (5) business days. All notices shall be in writing to the
Project Managers at the addresses below and shall be sent by one of the following
methods: (1) hand delivery; (2) U.S. certified mail; (3) national overnight courier; (4) e-
mail or, (5) fax. Notices via certified mail are deemed delivered upon receipt. Notices via
overnight courier are deemed delivered one (1) business day after having been deposited
with the courier. Notices via e-mail or fax are deemed delivered on the date transmitted
and received.
DISTRICT
John Wester, Project Manager
St. Johns River Water Management District
4049 Reid Street
Palatka, Florida 32177
(386) 329 -4457
E -mail: jwester@sjrwmd.com
RECIPIENT
Bill Marcous, Project Manager
City of Sanford
P. O. Box 1788
Sanford, Florida 32772 -1788
(407) 688 -5105
E -mail: william.marcous@sanfordfl.gov
(b) The District's Project Manager shall have sole responsibility for transmitting instructions,
receiving information, and communicating District policies and decisions regarding all
matters pertinent to performance of the Project, and may approve minor deviations in the
Project that do not affect the District cost -share or Completion Date or otherwise
significantly modify the terms of the Agreement.
PROGRESS REPORTS AND PERFORMANCE MONITORING.
(a) Progress Reports. Recipient shall provide to the District Project updatelstatus reports as
provided in the Statement of Work. Reports will provide detail on progress of the Project
and outline any potential issues affecting completion or the overall schedule. Reports may
be submitted in any form agreed to by District's Project Manager and Recipient, and may
include emails, memos, and letters.
(b) Performance Monitoring. For as long as the Project is operational, the District shall have
the right to inspect the operation of the Project during normal business hours upon
reasonable prior notice. Recipient shall make available to the District any data that is
requested pertaining to performance of the Project.
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10. FAILURE TO COMPLETE PROJECT.
(a) Should Recipient fail to complete the Project, Recipient shall refund to the District all of
the funds provided to Recipient pursuant to this Agreement. However, the District, in its
sole judgment and discretion, may determine that Recipient has failed to complete the
Project due to circumstances that are beyond Recipient's control, or due to a good faith
determination that the Project is no longer environmentally or economically feasible. In
such event, the District may excuse Recipient from the obligation to return funds
provided hereunder. If the Project has not been completed within 30 days after the
Completion Date, Recipient shall provide the District with notice regarding its intention
as to completion of the Project. The parties shall discuss the status of the Project and may
mutually agree to revise the Completion Date or the scope of the Project. Failure to
complete the Project within ninety (90) days after the Completion Date shall be deemed
to constitute failure to complete the Project for the purposes of this provision.
(b) In the event the Project constitutes a portion of the total functional project, this paragraph
shall apply in the event the total functional project is not completed. In such event, the
ninety (90) day timeframe provided herein shall commence upon the date scheduled for
completion of the total functional project at the time of execution of this Agreement,
unless extended by mutual agreement of the parties.
(c) This paragraph shall survive the termination or expiration of this Agreement.
11. TERMINATION.
(a) Termination for Default. if Recipient materially fails to fulfill its obligations under this
Agreement, including any specific milestones established herein, the District shall provide
Recipient written notice of the deficiency by forwarding a Notice to Cure, citing the specific
nature of the breach. Recipient shall have thirty (30) days to cure the breach. If Recipient
fails to cure the breach within the thirty (30) day period, the District shall issue a
Termination for Default Notice and this Agreement shall be terminated upon receipt of said
notice. In such event, Recipient shall refiuld to the District all funds provided to Recipient
pursuant to this Agreement within thirty (30) days of such tenrunation. The District may
also terminate this Agreement upon ten (10) days written notice in the event any of material
misrepresentations in the Project Proposal.
(b) Termination for Convenience. The District may terminate this Agreement at any time for
convenience upon sixty (60) calendar days prior written notice to Recipient. Upon receipt of
notice, Recipient shall place no further orders for materials, equipment, services, or
facilities, for which reimbursement would otherwise be sought. Recipient shall also make
every reasonable effort to cancel, upon terms satisfactory to the District, all orders or
subcontracts related to the Project for which reimbursement would otherwise be sought.
In the event of such termination, Recipient shall be compensated for all work performed
pursuant to this Agreement prior to the effective date of termination.
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ADDITIONAL PROVISIONS (Alphabetical)
12. ASSIGNMENT. Recipient shall not assign this Agreement, or any monies due hereunder,
without the District's prior written consent. Recipient is solely responsible for fulfilling all work
elements in any contracts awarded by Recipient and payment of all monies due. No provision of
this Agreement shall create a contractual relationship between the District and any of Recipient's
contractors or subcontractors.
13. AUDIT; ACCESS TO RECORDS; REPAYMENT OF FUNDS.
(a) Maintenance of Records. Recipient shall maintain its books and records such that receipt
and expenditure of the funds provided hereunder are shown separately from other
expenditures in a format that can be easily reviewed. Recipient shall keep the records of
receipts and expenditures, copies of all reports submitted to the District, and copies of all
invoices and supporting documentation for at least three (3) years after expiration of this
Agreement. In accordance with generally accepted governmental auditing standards, the
District shall have access to and the right to examine any directly pertinent books and other
records involving transactions related to this Agreement. In the event of an audit, Recipient
shall maintain all required records until the audit is completed and all questions are
resolved. Recipient will provide proper facilities for access to and inspection of all
required records.
(b) Repa)ment of Funds. District funding shall be subject to repayment after expiration of this
Agreement if, upon audit examination, the District finds any of the following: (1) Recipient
has spent funds for purposes other than as provided for herein; (2) Recipient has failed to
perform a continuing obligation of this Agreement; (3) Recipient has received duplicate
funds from the District for the same purpose, andlor (4) Recipient has received more than
fifty (50%) contributions through cumulative public agency cost -share funding.
14. CIVIL RIGHTS. Pursuant to chapter 760, Fla. Stat., Recipient shall not discriminate against any
employee or applicant for employment because of race, color, religion, sex, or national origin,
age, handicap, or marital status.
15. DISPUTE RESOLUTION. Recipient is under a duty to seek clarification and resolution of any
issue, discrepancy, or dispute involving performance of this Agreement by submitting a written
statement to the District's Project Manager no later than ten (10) business days after the
precipitating event. If not resolved by the Project Manager, the Project Manager shall forward the
request to the District's Office of General Counsel, which shall issue a written decision within ten
(10) business days of receipt. This determination shall constitute final action of the District and
shall then be subject to judicial review upon completion of the Project.
16. DIVERSITY REPORTING. The District is committed to the opportunity for diversity in the
performance of all cost - sharing agreements, and encourages Recipient to make a good faith effort
to ensure that women and minority - owned business enterprises (W/MBE) are given the
opportunity for maximum participation as contractors. The District will assist Recipient by
sharing information on W/MBEs. Recipient shall provide with each invoice a report describing:
(1) the company names for all W/MBEs; (2) the type of minority, and (3) the amounts spent with
each during the invoicing period. The report will also denote if there were no W/MBE
expenditures.
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17. GOVERNING LAW, VENUE, ATTORNEY'S FEES, WAIVER OF RIGHT TO JURY
TRIAL, This Agreement shall be construed according to the laws of Florida and shall not be
construed more strictly against one party than against the other because it may have been drafted
by one of the parties. As used herein, "shall" is always mandatory. In the event of any legal
proceedings arising from or related to this Agreement: (1) venue for any state or federal legal
proceedings shall be in Duval County; (2) each party shall bear its own attorney's fees, including
appeals, and (3) for civil proceedings, the parties hereby consent to trial by the court and waive
the right to jury trial.
18. INDEPENDENT ENTITIES. The parties to this Agreement, their employees and agents, are
independent entities and not employees or agents of each other. Nothing in this Agreement shall
be interpreted to establish any relationship other than that of independent entities during and after
the term of this Agreement. Recipient is not a contractor of the District. The District is providing
cost -share funding as a cooperating governmental entity to assist Recipient in accomplishing the
Project. Recipient is solely responsible for accomplishing the Project and directs the means and
methods by which the Project is accomplished. Recipient is solely responsible for compliance
with all labor and tax laws pertaining to Recipient, its officers, agents, and employees.
19. INTEREST OF RECIPIENT. Recipient certifies that no officer, agent, or employee of the
District has any material interest, as defined in chapter 112, Fla. Stat., either directly or indirectly,
in the business of Recipient to be conducted hereby, and that no such person shall have any such
interest at any time during the term of this Agreement.
20. NON - LOBBYING. Pursuant to section 216.347, Fla Stat., as amended, Recipient agrees that funds
received from the District under this Agreement shall not be used for the purpose of lobbying the
Legislature or any other state agency.
21. PERMITS. Recipient shall comply with all applicable federal, state and local laws and
regulations in implementing the Project and shall include this requirement in all subcontracts
pertaining to the Project. Recipient shall obtain any and all governmental permits necessary to
implement the Project. Any activities not properly permitted prior to implementation or completed
without proper permits does not comply with this Agreement and shall not be approved for cost -
share funding.
22. PUBLIC RECORDS. Records of Recipient that are made or received in the course of
performance of the Project may be public records that are subject to the requirements of chapter
119, Fla Stat. If Recipient receives a public records request, Recipient shall promptly notify the
District's Project Manager. Each party reserves the right to cancel this Agreement for refusal by
the other party to allow public access to all documents, papers, letters, or other material related
hereto and subject to the provisions of chapter 119, Fla. Stat., as amended.
23. ROYALTIES AND PATENTS. Recipient certifies that the Project does not, to the best of its
information and belief infringe on any patent rights. Recipient shall pav all royalties and patent
and license fees necessary for performance of the Project and shall defend all suits or claims for
infringement of any patent rights and save and hold the District harmless from loss to the extent
allowed by Florida law.
24. W ATER CONSERVATION.
(a) Water Conserving Rate Structure. A Recipient receiving funding through this
Agreement that operates a public water supply utility must develop a rate structure for water
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customers in its service area that will: (1) promote the conservation of water, and (2)
promote the use of water from available alternative water supplies. Recipient, if operating a
public water supply utility, acknowledges that it either has a water conserving rate structure
in effect or will implement a water conserving rate structure within nine (9) months after the
Effective Date. Failure to comply with this paragraph constitutes a material breach that shall
constitute a failure to complete the Project.
(b) Landscape Irrigation. Within 180 days of the effective date of this Agreement,
Recipient shall enact a landscape irrigation ordinance that fully implements the landscape
irrigation provisions in District Rule 40C- 2.042(2), Florida Administrative Code,
including adequate enforcement mechanisms, and that does not in any other manner
regulate the consumptive use of water. Within 270 days of the effective date of this
Agreement, Recipient shall rescind any other ordinance provision that regulates or
purports to regulate the consumptive use of water. The District may extend the applicable
time periods upon a showing of good cause, which determination shall be made by the
District in its sole discretion and judgment. In order to ensure that Recipient meets the
requirements of this paragraph, Recipient shall submit the draft ordinance to the District's
Project Manager for the District's review not less than 30 days prior to the first reading of
the ordinance, with a copy to the District's Governmental Affairs Manager, Office of
Communications and Governmental Affairs, 4049 Reid Street, Palatka, FL 32177 -2529.
Failure to comply with this provision shall constitute a material breach of this Agreement.
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IN WITNESS WHEREOF, the St. Johns River Water Management District has caused this
Agreement to be executed on the day and year written below in its name by its Executive Director, and
Recipient has caused this Agreement to be executed on the day and year written below in its name by its
duly authorized representatives, and, if appropriate, has caused the seal of the corporation to be attached.
This Agreement may be executed in separate counterparts, which shall not affect its validity. Upon
execution, this Agreement constitutes the entire agreement of the parties, notwithstanding any
stipulations, representations, agreements, or promises, oral or otherwise, not printed or inserted herein.
This Agreement cannot be changed by any means other than written amendments referencing this
Agreement and signed by all parties.
ST. JOHNS RIVER WATER
MANAGEMENT DISTRICT
By:
Kirby B. Green III, Exce6tive birek4or
Date:
CITY OF SANFORD
Linda hn Mayor
Typed , e and Titl�
Date: I
,� a � / �
"l07�, d
APPROVED BY THE OFFICE
OF GENERA COUNSE
Stanley J. Niego, Sr. Assistant General Counsel
ATTACHMENTS
Attachment A- Statement of Work
Attachment B - Application
Cost - share: Water conservation
Last updated: 2 -25 -10
Attest: ✓ °
in Dougherty. City Clerk
Typed Name and Title
Approved as to form and legal sufficiency.
lliam L. Colbert, City Xttorney
�dNN /L/` 6 -) oT
/* 14
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ATTACHMENT A — STATEMENT OF WORK
WATER CONSERVATION COST SHARE PROGRAM
CITY OF SANFORD AMR AND DELIVERY EFFICIENCY PROJECT
I. INTRODUCTIONBACKGROUND
The St. Johns River Water Management District (District) created the Water Conservation and Demand
Management Program (the Program) in FY2008 -2009 as a cost share program to develop and implement
innovative water conservation initiatives and to develop and analyze metrics to demonstrate the
effectiveness of water conservation planned or implemented by the District. To be considered for funding
under this program, applicants had to meet one of the following categories:
• Reliability and performance testing of new landscape irrigation technology
• Automated tracking of historical customer water use information
• Reliability and performance testing of new high- efficiency indoor fixtures
• Other
The Division of Water Use Regulation manages the Program to promote projects that will help
demonstrate new concepts in the development and execution of water conservation activities. In the past,
the District has promoted and helped implement a wide range of water conservation programs in
agriculture, industry, education, and the environment. Today, there are many new methods and emerging
technologies that offer significant savings, but these remain untested in actual field application and must
therefore be field verified. A number of utilities have implemented or may soon implement a range of
conservation alternatives, but lack the ability to monitor, collect, analyze, and report actual water savings.
As a result, many potentially viable water conservation projects are being deferred or not pursued due to
insufficient funding and/or meaningful incentives. This Program will assist in the efforts by funding these
types of projects.
II. OBJECTIVES
The objectives of this contract are to provide cost share dollars that will enable the Recipient to expand
existing programs to develop goals for water savings that can be implemented, measured, reported, and
modified to continuously reduce potable water demand and provide water use data to the District in
accordance with Section V, below and Attachment B, Application.
III. SCOPE OF WORK
The Recipient shall develop automated linking and tracking of historical customer consumption data,
perform spatial and temporal analyses and develop conservation goals, implement conservation goals in
their Work Management System, develop measurement, tracking, and reporting systems, and provide data
in accordance with Attachment B, Application, and provide account level water use data, in accordance
with Section V, below.
IV. TASK IDENTIFICATION
The Recipient shall be responsible for the Tasks shown below and for all additional Tasks which are
detailed in Attachment B, City of Sanford AMR and Delivery Efficiency Project application.
• Obtaining all required permits, including right of access to the project site.
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• Supervision and inspection of project.
• Timely submittal of invoices for actual construction costs per the cost share agreement (i.e.
quarterly, with adequate substantiation) to enable District staff to review submitted costs for
payment.
• Progress Reports to the District's Project Manager in a mutually agreed upon format, identifying
project progress to date, overall project schedule versus time to project completion, key issues to
be resolved, etc.
• Routinely deliver account level data in accordance with Section V, below.
V. TIME FRAMES AND DELIVERABLES
The Recipient shall commence work on this project within fifteen (15) calendar days after the effective
date of the Agreement. All work shall be completed in accordance with Attachment B — City of Sanford
AMR and Delivery Efficiency Project application. The project shall be completed no later than
September 30, 2016.
Recipient shall deliver a minimum of two (2) years of monthly account level water use data recorded
prior to the implementation of this project and three (3) years of monthly account level water use data
recorded after the implementation of this project for all affected connections. At a minimum, the water
use data must include a consumption amount for the month in thousands of gallons and the consumption
month. All data collected in association with work performed under this agreement shall be provided to
the District's Project Manager in a digital format approved by the District's Project Manager. All analysis
performed under this agreement shall be documented and provided to the District's Project Manager in a
final summary report.
The required account level billing data must be joined with the county appraiser data available from the
District. This can be coordinated with the District's Project Manager or performed by the utility. The data
must be sorted by DOR code and descriptive statistics and Pareto analysis derived for each category based
on DOR code, year built, and residential valuation per the Water Conservation estimate workflow. The
data must be compared to District derived typical use and conservation savings benchmarks for each
category of DOR code. The strategies and costs for development of water conservation savings in each
category shall be derived using the District costing spreadsheet and in close collaboration with the
District.
VI. BUDGET /COST SCHEDULE
For satisfactory completion of the Project, the District shall pay Recipient fifty percent (50 %) of the total
cost of the Project, but in no event shall the District's cost -share exceed $245,000.
Recipient agrees to provide $245,000 in the form of matching funds, in -kind services, or both, for this
project. If Project costs exceed the estimated Project cost so as to reach the not -to- exceed amount of the
District cost- share, then Recipient shall provide any additional funding required to complete the Project.
If the Project is cancelled by Recipient prior to completion, Recipient shall reimburse the District all
funds received from the District pursuant to this Agreement. Recipient's in -kind labor services (i.e. labor
from Recipient or a 3r party) will be calculated based upon the base salary times a 1.5 fixed multiplier.
Page 11
ATTACHMENT B
APPLICATION
Contract#26655
Encumbrance #S004760
Application
Title of project: City of Sanford AMR and Delivery Efficiency Program
A. Applicant type and information
Indicate the type of project you are applying for:
Project types (check one)
❑ Reliability and performance testing of new landscape irrigation technology
❑ Automated tracking of historical consumption information
❑ Reliability and performance testing of new high - efficiency indoor fixtures
❑ "Other" (new and innovative technology and practices)
A -1. a) Name of applicant /title William Marcous. Utility Manager
A -1. b) Applicant's organization Cry of Sanford
A -2. Name, address, e-mail address, and phone numbers of project manager or contact
person.
(District will send correspondence concerning this application ONLY to this person.)
Name /title William Marcous. Utility Manager
E -mail address WILLIAM.MAR000SC@Sanfordfl.gov
Mailing address P.O. Box 1788
City and ZIP code Sanford. FL 32772 -1788
Phone M) 688 - 5105 Fax (-4Q7) 688 -5091
A -3. Name, address, and phone numbers of persons with authority to enter into a
contractual agreement, if other than project manager or contact person.
If same as A -2 above, check box. ❑
Name /title Linda Kuhn Mayor
E -mail address kuhrl(msanford gov
Mailing address P.0. Box 1788
City and ZIP code Sanford Florida 3 772
Phone (M) 688 -5001 Fax (407 -688 -5002)
A -4. District permit information
Does the applicant have any District permits?
Yes [:)No ❑
If yes, list all District permits held by the applicant. Attach an additional page if needed.
2-117-162-7 02107116
A -S. Disclosure. Does any District employee, Governing Board member, contractor, or other
affiliate of the applicant have a financial interest in this project, the property associated with this
project, or with any party that may profit financially from this project? Yes 0 No ❑
If, yes, identify all such parties and describe their interests.
B. Project Information
B -1. Cost - sharing request (District's share cannot exceed 50% of total project cost.)
a . Total project cost ...................................................................... ............................... $ 490.000
b. Total project cost per residential /commercial parcel ............................$ 77.22
c. Amount of cost -share requested ....................................... ............................... $ 245.000
B -2. Purpose. Explain the purpose(s) of the project (Do not refer to attachments.) Does the project
demonstrate the reliability/performance of several types /brand names of equipment, under
distinct geographic conditions? Use appendixes A through C as a guideline.
T he puMose o t his water conservati i n i tiat i ve 1 bui
11 t he Civ ex progr an 1
deve , 1 . g oa l s th at c 1 be i mp l emented . measure
reported and m odi fi ed to
c ontinuously y potable . demands. i p ri ma l 3l o b j ective
w • ' to automate the linkin
a nd tr: ,. ! of historical custIll ' r consumption data • that
hist orical billing records data
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T he has made si7! 1 t investments
i1 redu
potable water
demands
t1 • _ ' 1 reclaimed
water and is continuing to build th ftamework
for
recognizing and
eliminating
inefficient water
use and water l oss, T he i n the process
of e meter
{!• •
Program
. ! ! rep
The meterin _
tr aditional meters that •• monthly t
l advanced
metering
technolog
1 1 • 1 • • • 1 11 ' 1 ' I • I ' • • 1 11 . 111 MUM Fr !
,• .1 11!' I_ . F M. I SM no I M MM • {_ RN we I I IT11 •. M •1 .• i r &7, TT § rl FM ii 1
1. Provide a descr•t•! of !' SI•' of S billing sy5tem and the SJ•' o
i nformation 1 ' system provide
l ocal The Cily currently uses the SunGard HTE application suite on an IBM AS400 platform for various
• m!! "1 func including ut billing, The current Il tracks consumptio
history, meter histoa. and meter change outs, Past and curTent consumption for eac account can
be accessed by City staff through the billing system application and reporting oftware
II.Provide a description of the Me of gcomphical information system capabilily within the water
utility, Is it a geo-referenced or parcel identification number based s3mtem. What applications is it
cu rrently t • for in the water ut
tracki notc rrendy have the GIS linked to the customer information systems. The City use's GIS fo
and i!•. t�!! !'
' • / • - t �. • ! • 1 ' !! i . • ' N. ' 1 • !! • " M zed t! ,. t 1 -. 1 It , l... ' ' tl ' 1 system
replacement progra ? Is the system currendy used to track and monitor large numbers of assets
like meters or t connection control valves, double-ch va l v e s . hydrants
i ndicate automatic flushine devices? Wbat kind of thresholds a - - d into the system that would
- rl - call is necessa for the dJes it m What Idnd t ••r.. {•.
generated f your system " cost-est l •.1• hours, t -based repor '
sc h e duled maintenance ant hist orical • • informatio
F or mana and work order managemenL the Ci has "! imp a CMM
based on CiWyorks. This GIS-centric platform has the functionality to manage routine work orders
a nd L various re ! _!.1.' labor hour mater c• _ and mainten hist With
a ddit i onal • • q If tt ! ' !! ore sophis tr based • } customer consump can be
implemented into the CMMS. One of the goals of this project is to leverage the anals3ds of the wate
su pply y Yn a nd i nco=rate the ! • eve work man to t r. and reduce
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ass et management
li for 1 .
1 function
1 - 1
as hydraulic modeling of 1 '
distribution system or in
With the recent implementation
the development
of CitMorks,
w2ter use on
of your capital improvement
the OW is in the
prQgram?
process of finking various spatial
databases to enhance their
ability to
serv
t hei r cus t omer base.
The pri barrier to th
mix of recently
installed
meters and meters that are needed
��
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mm
be compared
against the results
projects, The model has
V.Describe the processIs
the potential
necessa[y
to track
if any,
water loss and water
to carU out the near
qualtiy issues.
complete integration of the dat&
into your asset management system.
Vl Describe the process for developing thresholds within your asset management system that
would identify a residential or commercial industrial institutional parcels for water conservation
stratetegies Describe how the automated process would identify high water users and what criteria
y ou used to develop the thresholds How would this information be used strategically for water
conservation puMoses?
The proposed
1' • . - . 1 • 11 .. - 1 . . 1 1
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.11
the 01y's consum2tion data and
develop and
understanding of
w2ter use on
1 . , , I • .. , 1 - r• , -. - 1
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Vl Describe the process for developing thresholds within your asset management system that
would identify a residential or commercial industrial institutional parcels for water conservation
stratetegies Describe how the automated process would identify high water users and what criteria
y ou used to develop the thresholds How would this information be used strategically for water
conservation puMoses?
The proposed
project will
analyze
the 01y's consum2tion data and
develop and
understanding of
w2ter use on
the customer
side
of
the meter. This analysis will include
data from
the AMR meters
that will be a
mix of recently
installed
meters and meters that are needed
as a part
of this work to
fill in large areal
extents
with
AMR
technology, This analysis will
be compared
against the results
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•
The analysis • ill help the City diagnose water loss older systems.
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B -3 Project schedule with budget. Show a project scope. Also include goals with supporting task
and budgets. (Listing dates, project milestones, key task and associated expenses as expected to be
incurred over the proposed timeline.) Also, include benefit /cost ratios and other performance
metrics /estimates for each project.
B -4. Project location (address or description)
County (ies) in which project is located: Seminole County
B -5. Projected schedule
Projected starting date: month Se teft tuber year2Q1Q; completion date: month September year
T�41�
(Funds received through this program may be used only for projects installed after a cost - sharing
contract has been executed and may not be used to reimburse the cost of existing strategies or
strategies already under installation. Cost - sharing contracts probably will be executed by March 31,
2010. In general, project construction /implementation must be completed within 12 months of
contract execution, monitoring of performance metrics will extend for several years.)
I certify that all information on this form and the attached documents is true and correct.
Signature of the person with authority to enter into a contractual agreement
Name � Title It1l M al •v a 4 �i�
lo
Date I T
c
00
N
N Scope of Work
0
0
The following are the major tasks associated with the work. The project establishes an
N
adaptive management approach for the City to make continual improvements to its water
conservation initiatives as shown in Figure 1.
CIS/GIS linkage Spatial Analysis
and and
Work Management Development of Conswvukm
k t "ion Goals
Adaptive
Management
Cycle AL
Measurement, lawlenwwM ion of
Tradit, and Conservation Goals
Rig in Work Management
System
Figure 1. Project Workflow
Task 1. Link HTE, GIS, and FDOR and County Property Appraisers Data for
Work Management Integration
The work elements for this task include:
• Initiate a kickoff meeting and gather data.
• Relate HTE billing records to E911 addresses to relate customer behavior to other
spatial information.
• Relate billing records to FDOR and CPA parcel data to estimate end use attributes
of each customer
• Develop processes for all new accounts.
• Develop schema for managing conservation measures in work order management.
The effort to link the HTE to the E91 I database will be done in two steps. The first step
will take minimal effort by relating the address fields in two databases. The second step
will be to manually resolve mismatches in the two databases. The goal of this effort will
be to achieve at least an 80% match.
Task 2. Perform Spatial and Temporal Analyses and Develop Conservation Goals
The work elements for this task include:
• Evaluate water consumption data using property appraisal attributes and typical
water use benchmarks for indoor and outdoor use to determine water saving
potential.
• Evaluate CII water consumption and evaluate water savings potential
• Perform water audit and estimate water losses and trends using AMR data.
• Inventory water infrastructure, ages, and historical leakage events.
• Develop relationships and refined methods for calculating real and apparent losses
from sources to distribution system.
• Apply hydraulic modeling and other analysis to isolate areas of concern and
further study.
• Evaluate benefits of master and customer meter change -out program.
• Evaluate effectiveness of other conservation BMPs and compare against new
BMPs using the Conserve Florida Water Guide Version 2.0.
• Estimate the economically optimal level of water losses in the treatment and
distribution systems.
• Develop trends, criteria and thresholds to establish water- saving goals.
Task 3. Implement Conservation Goals in Work Management System
The work elements for this task include:
• Conduct workshop to establish CMMS workflows.
• Evaluate benefits and costs of supply -side and demand -side measures.
• Develop conservation work flows in work management system with triggers set
based on analyses and goals developed in previous task.
• Modify the implementation to include the conservation workflows.
To accomplish this effort, a database application will need to be created to download and
process HTE data on a set time interval (nightly or weekly). The database applications
evaluate the water consumption data against the thresholds and criteria developed in the
previous task. This database application will push information into Cityworks for work
orders to be initiated. The budget includes programming for up to ten workflows and
developing ten water conservation based work order templates in Cityworks.
Task 4. Develop Measurement, Tracking, and Reporting System
The work elements for this task include:
• Develop tracking and reporting system.
• Train staff in reporting and tracking.
• Evaluate performance of water savings methods.
• Revise triggers and analyses to meet proposed goals.
• Report performance.
• Modify workflows as necessary to achieve goals.
The training effort is based on a two day training session with City staff on implementing
conservation based workflows
Task 5. Report Results
The City will report the results of the efforts in Tasks 1 through 4. The report will
document major findings of the spatial and temporal analyses, present water savings
goals, detail implementation of conservation measures into the City's work order
management system, and present a recommended reporting and tracking system. A
second report will be submitted at the completion of the project. it will summarize the
status of the recommended conservation measures. The final report will compare water
savings goals developed in Task 3 against actual water savings and provide
recommendations for improving the City's water conservation initiatives.
Team Matrix
Task
Lead
Link CIS and GIS for Work Management Integration
City of Sanford (Jones
Edmunds)
Spatial and Temporal Analyses and Develop Conservation
University of Florida
Goals
Implement Conservation Goals in Work Management System
City of Sanford (Jones
Edmunds
Develop Tracking and Reporting System
City of Sanford
Report Results - Interim Report & Final Report
City of Sanford with
support from OF and
Jones Edmunds
Budget and Schedule
The following tables provide a breakdown of costs and schedule. The City's matching
contribution includes both in -kind services and budgeted capital dollars.
13
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