17-0701_MUNICIPAL WATER DISTRICT OF ORANGE COUNTY_Water Conservation Participation Agr First AmdFIRST AMENDMENT TO WATER CONSERVATION PARTICIPATION
AGREEMENT
This First Amendment to Water Conservation Participation Agreement ('First
Anrendment") is effective on July 1,2076 ("Effective Date"),'by and between the Municipal Water
District of Orange County ("MWDOC") and City of san .fuan Capistrano ("Participant
Agency") MWDOC and Participant Agency may be collectively referred to as "Parties" and
individually as "Party.''
RECITALS
A. MWDOC and Participating Agency entered into a Water Conservation Participation
Agreement regarding the Participating Agency's participation in certain water conservation
programs ("Agreernent").
B. The Pafties now desire to amend the Agreemenl to make certain changes to provisions
regarding verification of the installation of items and devices installed as part of certain water
conservation incentive programs.
TERMS
For good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, the Parties agree to amend the Agreement as follows:
l Amendment. Section .l is adcled to the Recitals to read as follows:
The purpose of this Agreement is also to acknowledge that Participating
Ageney is participating in MWDOC's Choice Water Use Efficiency
Program ("WUE Program") and in doing so is agreeing to pay for its
proportionate share of MWDOC's administrative and direct program costs
of the WUE Program."
aa J
2. Amendment. Section l 7 is added to the Agreement to read as follows:
"7.'1 Participating Agency understands that by entering into this Agreertrent it is
participating in MWDOC's Choice Water Use Effìciency Program ("WUE
Program") and agrees to pay MWDOC for its proportionate share of
MWDOC's costs for administering the WUE Program based on
Participating Agency's level of participation in the WUE Program.
MWDOC will annually invoice Participating Agency.
I5540 1.0000r\28806550 l
3. Amendment. Section 6 is amended in its entirety to read as follows
6.1 Participant Agency shall be responsible for conducting installation
verihcations/inspections of items and devices installed, distributed, and/or
rebated by Participant Agency under Participant Agency Adnrinistered
Programs to ensure compliance with program requirements, and/ór for
paying all costs associated with this verification/inspection. Installation
verification/inspection measures must be designed to ensure that materials,
installation verifrcations/inspections of eligible program items and
devices, and services meet requirements established by Metropolitan and
MWDOC, which requirements will be provided to Participant Agency by
MWDOC as Attachment A.
6.2 Participant Agency shall be responsible for conducting installation
verifications/inspections of items or devices installed, distributed, and/or
rebated by Participant Agency or MWDOC under MWDOC Administered
Programs to ensure compliance with program requirements, and/or for
paying all costs associated with this verification/inspection. Installation
verification/inspection measures for program items and devices must be
designed to ensure that materials, installation verifications/inspections of
eligible program items and devices, and services meet requirements
established by Metropolitan and MWDOC, which requirernents will be
provided to Participant Agency by MWDOC as Attachment A.
6.3 Participant Agency may elect to (l) conduct its own installation
verifications/inspections by either utilizing its in-house staff or contracting
with a third party vendor of its choice; or (2) uttlize MWDOC's
installation verification/inspection contractor to conduct the installation
verification/inspections. If Participant Agency elects to utilize MWDOC's
verification/inspection vendor, Participant Agency may elect to contract
directly with MWDOC's verification/inspection vendor. If Participant
Agency elects not to enter into such contract, MWDOC, in MWDOC's
sole discretion, may require that Participant Agency contract directly with
MWDOC' s verifi cation/inspection vendor.
6.3.1 Notwithstanding any other provision in this Agreement, Participant
Agency understands and agrees that if Participant Agency utilizes
MWDOC's verifi cation/inspection vendor, Participant Agency must still
comply with all of the requirements of this Agreement, including the
refund requirements in Section 6.6, and MWDOC is in no way liable or
responsible fbr the acts or omissions of such vendor and makes no
255401 0000l\28806550 I
6.4
representations or warranties regarding tlre quality of such vendor's work.
Participant's sole recourse as to any action, claims or damages arising out
of the acts or omissions of MWDOC's verification/inspection vendor is
with the vendor and not with MWDOC.
MWDOC reserves the right to conduct installation verification/inspection
of items and devices within Participant Agency's service area.
6.5 Participant Agency acknowledges that any item or device receiving
funding from Metropolitan rnay be subject to an installation
verification/inspection to be performed by Metropolitan, or its agent(s), at
Metropol itan' s discretion.
6.6 Participant Agency shall promptly refund to MWDOC any amounts paid
under any Participant Agency Administered Progranr or MWDOC
Administered Program for installed or distributed items or devices,
including any grant funds, in the event MWDOC or Metropolitan
establishes via installation verification/inspection and/or audit that the
prograrn items or devices were not installed in cornpliance with the
requirements established by Metropolitan and MWDOC pursuant to this
Agreement. If such a refund is not provided to MWDOC within thirty
(30) days of request, the requested amount may be debited by MWDOC
on Participating Agency's next water service invoice.
6.7 ooltelns" and "devices" includes, but is not limited to, plumbing fìxtures,
irrigation devices, turf (removal and replacement), and any other items,
devices or materials that are installed in connection with a program
covered by this Agreement.
4. Authoritv to enter into First Amendment. Each Party represents to the other that the
person executing this First Amendment has the requisite power and authority to execute the First
Amendment and to bind each respective Party.
5. Continuing Effect of Agreement. Except as amended by this First Amendment, all
other provisiolls of the Agreement remain in full force and effect. From and after the date of this
First Amendment, whenever the term "Agreement" appears in the Agreement, it shall mean the
Agreement as amended by this First Amendment.
6. Execution in Counterparts. This First Amendment may be executed in duplicate
counterparts, each of which shall be deemed an original.
MWDOC and Participating Agency have each caused this First Amendment to be executed
by its duly authorized representative as of the date set forth below the authorized signature.
Js540 1 0000 l \28806550. l
IN WITNESS WHEREOF, the Parties hereto have executed this FirstAmendment.
MUNICIPAL Iü/ATER DISTRICT
OF ORANGE COIJNTY
PARTICIPANT AGENCY
By:By:
Robert
General
Date:Date: t -3' ta
1,ry\
as to
Counsel
Date: I
Approved as to Form:
General Cor¡nsel
Best, Best, & Krieger
Date:1"+- L7-1-"t ?
ATTEST
M orris, Ci cl
4554() l ,0000 r u8806550, I
Attachment A
MUNICIPAL WATER DISTRICT OF
ORANGE COUNTY
I NSPECTION AN D VERI FICATION
PROCEDURES
Table of Contents
l. Purpose of this document.2
ll. Program lmplementation Process ...................2
Application Package
lnvoice Submission..
Residential Devices
Commercial Devices..
Spray to Drip - Residential
Post-lnspection Procedures - Turf Removal..
Project Extensions...
,.,,,',,......2
..............3
Labor Costs.3
Supplemental 1nspections..................
lnspection Confirmation Quality Contro1...............
lll. Device-Based lnspection Procedures.. .............4
4
4
Ã
5
o
lV. Area-Based Programs
Turf Removal Participation Procedure
General lnspection Procedures..
.
Pre-lnspection Procedures - Turf Removal
On-Site lnspections for Area-Based Rebates
Measuring Large Sites by GIS
Multiple Applications under same Site t4
Modifications to lnitial Project Area............ ......................14
11
11
12
L2
13
13
L4
.............15
Spray to Drip - Commercial..
V. MeasurementTechniques...
Non-Uniform Rectangular....
15
77
18
18
L9
20
2T
lrregular Rhombus or Widening Rectangular
Non-Uniform Round........
Non-Uniform Ellipses.......
T
Non-Uniform Ellipses Alternate
l. Purpose of this document
It is the practice of the Municipal Water District of Orange County (MWDOC) to ensure that public funds
used to administer Rebate Programs are utilized for its intended purposes. Therefore, the purpose of
this lnspection and Verification Procedures document (lnspection Procedures) is to establish a clear set
of inspection procedures to be followed by MWDOC and/or and its member agencies (hereafter
"Participant Agency") and inspection contractors when conducting pre- and/or post-installation
verification inspections for all MWDOC-Administered and or Participant Agency-Administered Rebate
Programs. These procedures are required regardless of the funding source (Grant funded, Metropolitan
Water District of Southern California funded (Metropolitan), or fully funded by Participant Agency, etc.)
and/or regardless of program administrator (MWDOC or Participant Agency). This lnspection Procedures
document will be updated as needed to reflect new or modified inspection requirements, techniques, or
procedures as they arise.
ll. ProgramlmplementationProcess
For ease of explanation, this document categorizes the MWDOC Rebate Programs into the following
rebate program types:
o Device-Based Rebate Programs
o Residential
o Commercial
o Spray to Drip - Residential
¡ Area-Based Rebate Programs
o Turf Removal
o Spray to Drip - Commercial
The inspection procedures contained in this document have been developed in coordination with
requirements from Metropolitan pursuant to its Residential and Commercial Water Conservation
Funding Agreements and Addendums thereto, MWDOC, and/or supplemental grant funding
agreements.
The following general rules apply for all programs types.
Application Package
When receiving an application package, all components should be examined before requesting
an inspection. The application package currently requires, at a minimum, a fully completed
application signed by the property owner and containing the following:
Current water billto determine
o Participant Agency is participating in the program
o Project site is located within Orange County
o Payee name matches the application name
Device eligibility, if a device-based program
Site plan for area-based rebates
o lndicate the project area, location, and project intent
Pictures ofthe site for area-based and spray-to-drip rebates. Pictures to show
a
a
a
a
2
o Current site condition
o Complete area to be removed
o Area complies with eligibility criteria
It is recommended that the application, terms and conditions, and program guidelines each contain
language stating that on-site inspections will be performed and are required for participation in any
rebate programs.
lnvoice Submission
Rebates may not exceed the total project/equipment costs nor the reserved rebate amount. For
a receipt/invoice to be considered eligible it must include the following:
r Dated within the project period
o Scope of work performed
o Signed by the customer/applicant/property owner and references s¡te location (if
applicable)
o ltemized to include make, model, sku, quantity, price per item, total price
o lf labor is to be considered, it must be listed on a separate line item and must be
accompanied by the California State Contractor License Board (CSCLB) contractor license
number
Once projects are completed, invoices and receipts are submitted to the program administrator
and MWDOC, all invoices and receipts are to be carefully tabulated by program administrator and
MWDOC to prevent payment for materials/costs not associated with the program; specific
program eligible material/costs are based on program type.
Labor Costs
Due to California state law, all sites that are invoiced at 5500.00 or more require that work be
performed by a contractor licensed by the California State Contractor License Board (CSCLB). lf
labor costs are invoiced by someone who is not licensed, those costs are not eligible. This labor
cost provision is consistent with state law but, most importantly, protects Orange County
consumers from unlicensed contractors. Materials utilized by the unlicensed contractor may be
considered eligible costs. Additionally, there have been some instances where costs for landscape
architectural drawings were submitted, but the drawings were not performed by a Californ¡a State
Licensed Landscape Architect. Those costs are also not rebate-eligible.
Federal, State, and Local Laws and Ordinances
All projects, including projects at historic sites, are subject to the terms of their local agency's
ordinances and must comply with all applicable federal, state, and local laws, as wellas applicable
Covenants, Conditions & Restrictions (CC&R) and/or Homeowners Association (HOA) restrictions.
Applicants should obtain any necessary approvals for their projects from their city's/county's code
enforcement and/or HOA/CC&R board. lt is the responsibility of the each applicant to ensure their
project is in compliance. Customers must agree to adhere to their local rules and provisions in
order to accept funding. Questions from program participants regarding compliance with any of
3
the above laws, ordinances, and/or restrictions will be directed to Participant Agency for
guidance.
Supplemental lnspections
Some sites may need to be re-inspected by MWDOC and/or Metropolitan when unique
circumstances arise. At these times, communication with the customer is vital in order to remain
in adherence with the program intent while ensuring that projects are successfully completed.
All inspection and verification procedures and invoice criteria described in this document must
be adhered to.
lnspection Confirmation Quality Control
Each Participant Agency performing their own inspections/verifications will be required to adopt
these lnspection Procedures as their own or, alternatively, to develop and submit for approval by
Metropolitan and/or MWDOC Participant Agency's own inspection and verification procedures
document in line with the requirements and procedures contained in this document. All projects
that require inspection must be inspected prior to Participant Agency invoicing MWDOC.
MWDOC/Metropolitan may request inspection reports from Participant Agency at any time.
lnstallation vendors hired for project implementation cannot inspect their own installations.
Metropolitan and/or MWDOC reserve the right to verify and perform onsite ¡nspections of any
projects at any time. This can be before, during, and/or after project installation, and/or after
the rebate payment, and results of these inspections may affect payment made to Participant
Agency or require a refund to be paid by Participant Agency to MWDOC. lf installation cannot
be verified, Participant Agency must reimburse MWDOC and/or Metropolitan depending on the
source of funds.
lll. Device-Based lnspection Procedures
For residential and commercial devices rebated through Metropolitan's regional rebate program,
device-based inspections will be conducted solely by Metropolitan, at its discretion. For devices rebated
through a MWDOC and/or a Participant Agency-Administered Program (MAA Program), the inspection
procedures are set forth below.
Residential Devices
Residential device inspections must satisfy both the Metropolitan and MWDOC inspection
procedures in place at the time of the post-inspection or issuance of the rebate check. Currently,
those inspection procedures are as follows:
ln order for Participant Agency to be reimbursed for incentives from MWDOC/Metropolitan,
Participant Agency must certify on each invoice that the terms and conditions within each
project have been met, all devices have been installed, and all work has been performed. The
party signing each invoice must have signing authority to certify the invoice.
For residential device-based MAA Programs, Participant Agency will utilize the sample size
calculator provided by MWDOC to ass¡st in determining the appropriate number of devices to
4
inspect to ensure a 98% ¡nstallation rate given the overall quantity of devices. Participant
Agency must report verification/inspection method employed on each invoice submitted.
Participant Agency must:
a. Validate quantity of devices installed.
b. Verify new device type, make, and modelwith Project information
c.Verify lnstallation address or specific locations within the address with Project
documentation.
d. With permission from the customer, take photographs relating to the devices installed to
be included in lnspection report.
i. lndoor lnspection: lndoor inspection includes detailed fixture count of toilets and
clothes washer(s). Access to fixture locations (such as bathrooms and laundry facilities)
are required to perform the inspection, and property owner/applicant person should be
made aware of th¡s through the application.
i¡. Outdoor lnspection: Outdoor inspection includes detailed fixture counts of installed and
operating landscape devices such as rain barrels, cisterns, irrigation controllers,
residential drip, and nozzles. For irrigation controllers, inspect the model to ensure it
matches the rebate application, verify that it is operating as a "smart device" and is
communicating with the onsite weather station or is receiving offsite/remote weather
data and, if possible, have the contact person show the inspector how the controller has
been programmed, and confirm quantity of stations of timer model.
Commercial Devices
Commercial MAA Program device inspections must satisfy both the Metropolitan and MWDOC
inspection procedures in place at the time of the post-inspection or issuance of the rebate
check. Metropolitan may require Participant Agency to submit inspection reports for specific
projects, and Metropolitan/MWDOC reserves the right to perform onsite inspections of
projects/sites prior to payment.
To determine the amount of inspections required for commercial devices, Participant Agency
must apply the following criteria (a-e below) to the project(s):
a. Automatic lnspection: Regardless of the 5% rule listed in Section d below, Participant Agency
must first determine if any site within the MAA Program Project requires an Automatic
lnspection. Automatic lnspections are triggered when any site within an MAA Program
Project has been approved for Metropolitan's funding in excess of S10,000. All sites receiving
S10,000 or more in funding must be automatically inspected by Participant Agency.
Participant Agency must also notify MWDOC/Metropolitan within 3 to 5 business days of
upcoming inspection by Participant Agency for site(s) exceeding S10,000. MWDOC,
Metropolitan or a designated representative may attend inspection. Notification of
upcoming inspection to be sent to bfahl@mwdoc.com and maconservation@mwdh2o.com
5
To determine how many devices need to be inspected at a $10,000+ site, follow the next two
points.
i. lf the site triggering an Automatic lnspection also meets the criteria for a Large Project,
as described below, then Participant Agency must inspect a minimum of 10% of the
devices installed.
il. lf the site triggering an Automatic lnspection does not meet the criteria for a Large
Project, then the Participant Agency must inspect tOO% of devices at the site.
b. Large Project/Sites: Participant Agency must next determine if any of the sites meet the
definition of a Large Project/Site. Regardless of the 5% rule listed in Section d below, any site
with less than S10,000 in funding but that receives the designation of Large Project/Site must
be inspected. The total number of devices to be inspected for Large Projects/Sites will be a
minimum of IO% of the total devices installed at each site. lf any site within your overall
MAA Program Project installs any combination of the following number of devices, you must
conduct an inspection of a minimum I0o/o of any combination of the devices installed.
Large Projects/Sites are defined as
i. For plumbing devices - 50 device units or more at one installation address
¡i. For irrigation controllers - 20 controllers or more at one installation address. Note that
irrigation controllers may be installed in different landscape areas inside a single
complex.
ii¡. For sprinkler nozzles - 100 nozzles or more at one installation address
c. Regular Projects/Sites: For sites not meeting: (a) S1O,OOO+ in funding per s¡te or (b) the Large
Project/Site criteria above, Part¡cipant Agency must inspect t}O% of devices at the site.
d. For each MAA Program Project that Participant Agency submits a Request for, Participant
Agency must physically inspect a minimum of 5% of the value of each device-based MAA
Program Project approved by MWDOC/Metropolitan before invoicing. For example if the
MAA Program Project is approved for S100,000, then a minimum of 55,000 worth of devices
must be inspected per MAA Program Project.
e. lnspections for Regular Projects/Sites, sites defined as Automatic lnspections (mandatory), as
well as those defined as Large Projects/Sites (mandatory) count towards the 5% (section d
above) minimum of the value of each device-based MAA Program Project to be inspected.
Participant Agency will report progress toward the 5% inspection requirement on each
invoice for all inspections required by MWDOC/Metropolitan. The party signing each invoice
must have signing authority to certify the invoice.
lnspection Requirements
Participant Agency inspection at a minimum will:
a.Validate quantity of devices installed
6
d.
b. Verify new device type, make, and model with Project information
c.Verify lnstallation address or specific locations within the address with Project
documentation.
With permission from the customer, take photographs relating to the devices installed to
be included in lnspection report.
i. lndoor lnspection: lndoor inspection includes detailed fixture count of toilets,
urinals, dry vacuum pumps, food steamers, ice machines. Access to bathrooms,
kitchens, eating facilities, and medical facilities are required to perform the
inspection and property owner/applicant should be made aware of this at the
application stage.
ii. Outdoor lnspection: Outdoor inspection includes count of installed and
operating landscape devices such as irrigation controllers and nozzles; and
cooling tower controllers. Access to either landscape area or rooftop is required
to perform the inspection. For irrigation controllers, inspect the modelto
ensure it matches the rebate application, verify that it is operating as a "smart
device" and is communicating with the onsite weather station or is receiving
offsite/remote weather data and, if possible, have the contact person show the
inspector how the controller has been programmed, and confirm quantity of
stations of timer model.
Potential lnspect¡on Resu lts
a. Partial fail: lnspection completed with discrepancies between Project information and
inspection process. Participant Agency to only bill MWDOC for verified quantity.
b. Device(s) installed at a different location: the installation must be inspected priorto billing
MWDOC. A substitute device cannot be included. lf installation is verified at the different
location, Project information must be revised to reflect new information.
c. Device count is different from the application:
i. lf the count is more, only the amount approved in the Project will be reimbursed.
i¡. lf the inspection count is less, only the verified count will be billed to MWDOC. For Large
Projects where the inspection count is less, the Participant Agency inspector will
increase the inspection from !0% to 20% of total installations. The percentage found to
be installed for Large Projects will be applied against the total and the total quantity will
be reduced by that percentage. For example, after inspecting 20o/o of the total
installations of 100 toilets, 15 out of 20 toilets were verified installed (75% installed);
then the final approved count would be 75 toilets (75% of the l-00 = 75), rather than
100. lf inspection reveals a discrepancy as described in the example, Participant Agency
may choose to inspect L00% of the project, otherwise the extrapolation as shown on
the example must be taken and the amount revised prior to billing MWDOC.
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d. The make/model is different from the application: verify that different make/model is a
Metropolitan approved device. lf so, inspect as usual and revise information on Project
documentation prior to billing MWDOC.
e. Failed inspections will not be billed to MWDOC. Reasons for failure:
¡ Device(s) not installed
¡ Device(s) installed, but no working properly
. For "smart" irrigation controllers, device(s) not operating as a "smart" device
r lnstalled device(s) has been removed
o Access to property not allowed
o Device(s) installed at a different site.
MWDOC/Metropolitan reserves the right to verify and inspect any approved projects at any
time. lf installation cannot be verified, Participant Agency must reimburse MWDOC.
MAA
Program
Type
Primary
lnspection
Criteria
Listed in order
from A to C (must do
(C) below even if (A)
and/or (B) exists)
Secondary
lnspection
Criteria
Number of
lnspections
Required
Non-Large Site
Commercial Device
Large Site
100% inspections of
each qualifying site
(Al
$10,000 or more
Minimum L0%
inspections of each
qualifying site
(B)
Large Site
Less than S10,000,
but satisfies the
Large Site definition
Minimum 10%
inspections of each
qualifyirrg site
(c)
lnspected less than
5% ofTotal Projea S
Number S¡tes up to
5% of Total
Project S
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Spray to Drip - Residential
The residential portion of the Spray-to-Drip Rebate Program is a device-based program with
different inspection requirements and criteria than other device-based inspections. The
inspection requirements for resident¡al Spray-to Drip Rebate projects are described below:
Pre-l nspection Procedu re
Once an application is received, a project cannot be accepted and no funding is reserved until a
"pre-inspection" is conducted, as follows:
MWDOC reviews the application to confirm:
o Program application is completed in full
o A copy of a current water bill is attached and confirms that
o Participant agency is participating in the program
o Project site is located within Orange County
o Payee name matches the application name
. Applicant has attached 3 to 5 photos of the project area taken with the existing sprinkler
system turned on. Photos must clearly show the sprinkler system in use and that the
spray heads are functional. Photos must also contain identifying features (house in
background, unique landscape/decorating features, etc.) to confirm that photos
sub¡itted are for the property/site listed in the application.
o The number of drip "kits" the applicant is applying/eligible for.
o A simple site plan has been attached indicating the proposed spray-to-drip conversion
areas
. Any supplemental documents included have been reviewed.
Once MWDOC confirms that the application is complete and satisfies the above requirements,
MWDOC forwards the application to the Participant Agency to conduct its own review and
approval utilizing the steps listed above.
lf the application has satisfied all of the above requirements, a Project Approval Notice is
generated by MWDOC/Participant Agency and emailed to the applicant. The funding is reserved
at this point and cannot increase. However, the funding amount may decrease if the applicant
installs less drip equipment than was specified on the application or if the costs of the equipment
are less than anticipated. Should the application fail the pre-inspection process, the application
will be denied. MWDOC reserves the right to conduct, or to require Participant Agency to
conduct, an on-site pre-inspection of any Spray-to Drip application should MWDOC, in its best
judgment, deem it necessary to do so.
Post-l nspection Procedu re
Once the Spray-to-Drip Project is complete, applicant completes the Spray to Drip Completion
form to request an on-site post-inspection. Prior to scheduling the post-inspection, the
Completion Form will be reviewed by MWDOC to confirm the following:
o Completion Form is completed in full.
o Payee Name and Mailing Address for Rebate Check is provided.
. Applicant has attached at least 3 completed conversion area pictures showing:
9
a
o Wide angle view of completed project area(s)
o Close-up(s) of installed pressure regulation/filtration component(s)
o Close-up(s) of installed drip tubing
Applicant has attached copies of any project related receipts or invoices. For a
receipt/invoice to be considered eligible it must include the following:
o Dated within the project period.
o Signed by the customer/applicant/property owner and includes the site
location, scope of work, and costs,
o ltemized to include make, model, sku, quantity, price per item, total price.
o The actual quantity of drip "kits" purchased and the quantity of kits eligible for
rebate.
o Labor is not reimbursable and must be listed as a separate line item.
lf the Completion Form is missing or does not comply with the requirements of any of the above,
MWDOC/Participant Agency shall work with the applicant to obtain the information and or
appropriate photos/documents prior to scheduling the post-inspection. lf applicant is unable to
provide receipts/invoices that meet the requirements set forth above, the post-inspection will be
considered a fail, the application will be denied, no rebate will be issued, and no on-site post-
inspection should be scheduled.
lf the Completion Form has satisfied all of the above requirements, MWDOC/Participant Agency
and/or its inspector will work with Applicant to schedule the mandatory on-site post-inspection.
The purpose of the on-site post-inspection is to serve as an independent verification of the
information contained in the Completion Form. As part of the on-site post-inspection, Participant
Agency/inspector must verify the following:
a That drip irrigation equipment has been installed. For residential on-site post-inspection,
if microspray, point-source emitters, or any other type of drip ¡rr¡gation other than
embedded emitter tubing has been installed, this must be noted and photographed. Only
embedded emitter tubing installations are eligible for rebates in residential settings.
That pressure regulation/filtration components have been installed as part of the drip
conversion. Manufacturerfmake, model, model number/sku, and quantity should be
documented, and the equipment should be photographed.
a
That drip tubing has been installed. The drip tubing should be photographed. lf covered,
a minimum of a lO-foot section must be uncovered for the photograph.
That spray irrigation is no longer functional in the drip conversion area(s). Any remaining
spray heads in the conversion area must be capped (no exceptions).
Once the on-site post inspection is complete, Participant Agency will complete the Rebate Check
Authorization form, in full, and upload all photos and documentation. Once the Check
Authorization form has been submitted, it will be reviewed by MWDOC, along with copies of all
a
a
L0
receipts and invoices, and if the spray-to-drip project has satisfied all the terms, conditions,
guidelines, and requirements of the program, the application will be processed for rebate. lf all
the terms, conditions, guidelines, and requirements of the program have not been satisfied, the
post-inspection will be considered a fail, and the application will be denied and no rebate funds
will be issued.
MWDOC reserves the right to conduct or attend any on-site post-inspection of any Spray-to Drip
application should MWDOC, in its best judgment, deem it necessary to do so.
lV. Area-Based Programs
Area-based programs include any program where the rebate amount is determined by an area
measurement. Such programs currently include, but are not limited to, residential and commercialTurf
Removal and commercial Spray to Drip.
Turf Removal Participation Procedure
The Turf Removal Rebate Process, as it currently exists, is depicted in the following chart. The
process flow is broken down into 1L distinct steps starting with the Customer Application
Submittal and ending with Metropolitan and Participant Agency lnvoicing. The 11 steps are as
follows:
Step 7: On-line Application and Document Submittal Process
Performed by the Customer
Step 2: Application Review Process and Pre lnspection Distribution
PerÍormed by MWDOC
Step 4: Pre-lnstallation lnspection Process
Performed by Participont Agency or lnspection Vendor ond sent to MWDOC for review
Step 5: Notice to Proceed or Denial Letter to Customer Process
Performed by MWDOC
Step 6: Participant Project lnstallation and Project Completion Notification
Performed by Customer
Step 7: lnitial Project review, Post-Work Order Generation and Distribution
Performed by MWDOC
Step 8: Post-lnstallation lnspection Process
Performed by Porticipont Agency, MWDOC, or lnspection Vendor and sent to MWDOC
for review
Step 9: Application Approval or Denial and lnvoice Review Process
Performed by MWDOC
7t
Step L0: The Rebate Check Run and W-9 Request Process
Performed by MWDOC
Step 77: Metropolitan Water Distr¡ct and Participant Agency lnvoicing Process
Performed by MWDOC
General lnspection Procedures
For all customer types, all sites will be measured by the Participant Agency and or its inspector
lor TOOo/o ofthe sites lor tÛOo/o ofthe project areas during both the pre- and post-inspections.
Required minimum techniques for area measurements are described in Section V -
Measurement Techniques. All inspection procedures/verifications must adhere to the following
additional inspection and certification requirements:
a ResidentialArea-Based lnspections: For residential area-based customers with an
approved Metropolitan rebate amount exceeding 55,000, Participant Agency or
inspection vendor must notify MWDOC/Metropolitan within 3 to 5 business days of
upcoming post-inspection(s) by Agency. MWDOC, Metropolitan or a designated
representative may attend inspection. Notification of upcoming inspection to be sent to
tu rfremova l@ mwdoc.com.
o CommercialArea-Based lnspections: For commercial area-based customers with an
approved Metropolitan rebate amount exceeding 510,000, Participant Agency must
notify MWDOC/Metropolitan 3 to 5 business days prior to upcoming post-inspection(s)
by Agency. MWDOC, Metropolitan or a designated representative may attend
inspection. Notification of upcoming inspection to be sent to
tu rfremova I @ mwdoc.com.
Participant Agency will only bill MWDOC/Metropolitan for the square footage
measured.
Participant Agency must adopt these lnspection Procedures as their own or,
alternatively, to develop and submit for approval by Metropolitan and/or MWDOC
Participant Agency's own inspection and verification procedures document in line with
the requirements and procedures contained in this document. MWDOC/Metropolitan
will require Participant Agency to submit them. MWDOC/Metropolitan may perform
onsite inspections of projects prior to payment. Result of the inspection may affect
payment made to Participant Agency
All projects that require inspection must be inspected prior to Participant Agency
invoicing MWDOC. MWDOC may request inspection reports from Participant Agency at
any time.
Pre-lnspection Procedures - Turf Removal
After an application is received and the information has been verified, a project cannot be
accepted and funding is not reserved until a "pre-inspection" is conducted by the Participant
o
a
a
L2
Agency or by a vendor inspector. The pre-inspection on-site visit is a means to determine
confirmation of eligibility. The pre-inspection process verifies that the project area contains live
turf or sufficient evidence that live turf recently existed and that the requested square footage
to be removed seems reasonable and consistent with the physical inspection. This requirement
applies to both residential and commercialturf removal areas unless otherwise noted.
When establishing that areas are eligible, careful inspection with accurate, and precise
measurements, as described in Section V, are always required. For Turf Removal, during the pre-
inspection the total project area square footage is measured. Any non-eligible square footage is
removed, such as non-turf areas including bare soil, trees, shrubs, mulch, paving, and utility box
footprint, etc. Refer to specific program terms and conditions for eligibility criteria.
The square footage listed on the application is to be used as a reference, the initial project area
is to be based on the square footage as measured during the pre-inspection. Once the initial
project area square footage has been determined, that number is used to reserve funding, and a
letter to proceed is generated and sent to the customer.
On-Site lnspections for Area-Based Rebates
Unless the program guidelines specifically state otherwise, on-site eligibility verification and area
measurement for the pre-inspection is the method to be utilized by the inspection vendor as well
as any Participant agency conducting its own inspection.
Measuring Large Sites by GIS
With extremely large sites (in excess of 50,000 sf) where physical measurements are difficult,
aerial imagery is often employed to measure the site. ln these circumstances a GIS measurement
may only be used to measure the project area and a pre-inspection site visit is still required to
ensure that the site meets all program conditions and requirements and is eligible to participate.
This method is often referred to as a "spot-check" since the sites are checked for existing turf
during the inspection, but measured separately using GlS.
lf a site is measured by GlS, rather than through an on-site measurement technique, it must
explicitly be noted on a work order or through an equivalent form for written communication
from the Participant Agency/vendor inspector to MWDOC. Digital imagery must be saved and
sent to MWDOC. There must still be confirmation that the site/area to be rebated contains live
turf and that the requested footage to be removed seems reasonable and consistent with the
aerial inspection
Condition of Turf at Pre-lnspection
lf bare areas were included by the customer, the inspector must subtract those areas. ln many
cases, due to the drought or season, dormant or dead brown grass is present. Dormant or dead
brown grass that appears to have been maintained in the recent past is still eligible. However sites
where there is bare soil that appears compact and no turf was present in the recent past, are not
eligible. ln addition, moss areas where there is no turf or areas that have grown or mowed weeds
would be ineligible. A lawn with weeds would still remain eligible. Photo documentat¡on of the
turf is required in order to approve the site. Photos of the entire area and detailed photos should
13
be taken showing turf and bare soil conditions. For large sites with multiple separated areas (or
sub-areas), a map must be submitted identifying the area measured for each separate sub-area.
Multiple Applications under same Site
Residential sites have a lifetime maximum. Commercial sites have an annual maximum
Modifications to lnitial Proiect Area
ln some instances a customer may want to swap turf removal areas/locations after a letter to
proceed has already been sent and construction has begun. This is common in HOAs, Golf Courses,
Parks, and other large sites, but occasionally occur with residential projects. There are many
reasons for changes such as: HOA board decisions, public outcry, irrigation system delineation
restrictions, or even finding out that some part of the property belongs to another entity (as is
common in parkways along sidewalks, and around common area parks). When these changes
occur, if the customer is simply removing an area to be renovated, no action is required. However,
if a decision is made to swap an area with another, additional documentation and a second pre-
inspection must occur and is required to ensure that the site is eligible and matches the area
measurements. This documentation must include a new site plan and photos of the intended
areas. At this point, because a letterto proceed has already been sent and construction has begun,
the site eligible for a rebate may not increase in size. lf construction has not begun, and the
customer would like to increase the area of turf to be removed within program maximum square
footage guidelines, a second pre-inspection must occur and is required to ensure that the site is
eligible and matches the area measurements. lf the swapping of one area for another occurs
during the construction phase of the project and is not previously approved by MWDOC, the
swapped area will not be eligible for rebate as it was not subject to the mandatory pre-inspection.
Post-lnspection Procedures - Turf Removal
For both residential and commercial projects, unless otherwise noted, once the letter to proceed
has been issued, the initial project area square footage may not increase; however, it may
decrease if the customer decides to remove less turf than what was measured.
After the customer has completed their project, a second on-site inspection (post-inspection)
occurs to ensure that the renovated areas are in compliance with the program. Entire 1700%l
project re-measurement should occur during the post-inspection, utilizing the same techniques
as employed during the pre-inspection measurement, with the exception of GlS. Negative
deviations between the pre- and post-inspections area measurements, as well as swapped areas
occurring without a proper pre-¡nspect¡on and approval from MWDOC, will result in a reduction
of the rebate eligible area (meaning the lesser area measurement will be the basis for the rebate).
All projects must be inspected prior to Participant Agency invoicing MWDOC.
When establishing that areas are eligible, careful inspection with accurate, and precise
measurements, as described in Section V, are always required. For Turf Removal, during the
post-inspection the total converted area square footage must be measured. Any non-eligible
square footage is removed, such as remaining-turf areas, bare soil, or non-permeable area
including hardscape and pools. Refer to specific program terms and conditions for eligibility
criteria.
14
The initial project area square footage established during the pre-inspection is to be used as a
reference, the final project area is to be based on the square footage as measured during the
post-inspection. Once the final project area square footage has been determined, that number
is used to determine the actual potential rebate amount, so long as it does not exceed the total
eligible project costs. Only that final project square footage measured by the Participant
Agency/inspection vendor may be included in the payment request to MWDOC.
Proiect Extensions
ln some instances, projects may experience delays. As all projects either have a 60 day deadline
or 90 day deadline to complete their project, an extension may be requested. ln all cases,
extensions may only be granted to sites who are making progress to complete their project.
Documentation or a site visit is often required for the purposes of verifying that progress is being
made at a site. Examples of documentation are signed contracts with a landscape contractor,
photos of the site with turf removed and work under way, or canceled checks to a contractor. This
is an important step; if a site is not showing progress and there is no motivat¡on to complete, it
may be cancelled to allow the funding of other, more motivated, rebate customers.
Spray to Drip - Commercial
The commercial portion of the Spray-to-Drip Rebate Program is administered in a similar way to
the residential portion, with the exception of the post-inspection requirements which are area-
based. The inspection requirements for commercial Spray-to Drip Rebate projects are described
below:
Pre-l nspection Procedu re
Once an application is received, a project cannot be accepted and no funding is reserved until a
"pre-inspection" is conducted, as follows:
MWDOC reviews the application to confirm:
o Program application is completed in full.
. A copy of a current water bill is attached and confirms that
o Participant agency is participating in the program
o Project site is located within Orange County
o Payee name matches the application name
. Applicant has attached 5 to 10 photos of the project area taken with the existing sprinkler
system turned on. Photos must clearly show the sprinkler system in use and that the
spray heads are functional. Photos must also conta¡n identifying features (buildings in the
background, unique landscape/decorating features, etc.) to confirm that photos
submitted are for the property/site listed in the application.
. Applicant has provided the square footage of the proposed spray-to-drip conversion area.
o A simple site plan has been attached indicating the proposed spray-to-drip conversion
areas.
. Any supplemental documents included have been reviewed.
15
Once MWDOC confirms that the application is complete and satisfies the above requirements,
MWDOC forwards the application to the Participant Agency to conduct its own review and
approval utilizing the steps listed above.
lf the application has satisfied all of the above requirements, a Project Approval Notice is
generated by MWDOC/Participant Agency and emailed to the applicant. The funding is reserved
at this point and cannot increase. However, the funding amount may decrease if the applicant
installs less drip equipment than was specified on the application or if the costs of the equipment
are less than anticipated, Should the application failthe pre-inspection process, the application
will be denied. MWDOC reserves the right to conduct, or to require Participant Agency to
conduct, an on-site pre-inspection of any Spray-to Drip application should MWDOC, in its best
judgment, deem it necessary to do so.
Post-lnsþection Procedu re
Once the Spray-to-Drip Project is complete, applicant completes the Spray to Drip Completion
form to request an on-site post-inspection. Prior to scheduling the post-inspection, the
Completion Form will be reviewed by MWDOC to confirm the following:
r Completion Form is completed in full.
r Payee Name and Mailing Address for Rebate Check is provided.
. Applicant has attached at least 5 completed conversion area pictures showing:
o Wide angle view of completed project area(s)
o Close-up(s) of installed pressure regulationfiltration component(s)
o Close-up(s) of installed drip tubing
. Applicant has attached copies of any project related receipts or invoices. For a
receipt/invoice to be considered eligible it must include the following:
o Dated within the project period
o Signed by the customer/applicant/property owner and includes the site
location, scope of work, and costs.
o ltemized to include make, model, sku, quantity, price per item, total price. lf
microspray or point source emitters have been installed, the flow rate for each
must be 2.5 gallons per hour or less, or per the terms and conditions of the
Program.
o Labor is not reimbursable and must be listed as a separate line item.
lf the Completion Form is missing or does not comply with the requirements of any of the above,
MWDOC/Participant Agency shall work with the applicant to obtain the information and or
appropriate photos/documents/invoices prior to scheduling the post-inspection. lf applicant is
unable to provide photos/documents/invoices that meet the requirements set forth above, the
post-inspection will be considered a fail, the application will be denied, no rebate will be issued,
and no on-site post-inspection should be scheduled.
lf the Completion Form has satisfied all of the above requirements, Participant Agency and/or its
inspector will work with Applicant to schedule the mandatory on-site post-inspection. The
purpose of the on-site post-inspection is to serve as an independent verification of the
L6
information contained in the Completion Form. As part of the on-site post-inspection, Participant
Agency/inspector must verify the following:
The actual square footage of the conversion area. All commercial spray-to-drip sites will
be measured by the Participant Agency and or its inspector lor LOOo/o of the sites f or t00o/o
of the spray-to-drip conversion areas duringthe post-inspections. The required minimum
techniques for area measurements are described in Section V -Measurement Techniques.
a
That drip irrigation equipment has been installed. The type of drip equipment (embedded
emitter tubing/microspray/point source emitters must be noted and photographed.
That pressure regulation/filtration components have been installed as part of the drip
conversion. Manufacturer/make, model, model number/sku, and quantity should be
documented, and the equipment should be photographed.
That drip tubing has been installed. The drip tubing should be photographed. lf covered,
a minimum of a 2O-foot section must be uncovered for the photograph.
That spray irrigation is no longer functional in the drip conversion area(s). Any remaining
spray heads in the conversion area must be capped (no exceptions).
Once the on-site post inspection is complete, Participant Agency will complete the Rebate Check
Authorization form, in full, and upload all photos and documentation. Once the Check
Authorization form has been submitted, it will be reviewed by MWDOC, along with copies of all
receipts and invoices, and if the spray-to-drip project has satisfied all the terms, conditions,
guidelines, and requirements of the program, the application will be processed for rebate. lf all
the terms, conditions, guidelines, and requirements of the program have not been satisfied, the
post-inspection will be considered a fail, and the application will be denied and no rebate funds
will be issued.
MWDOC reserves the right to conduct or attend any on-site post-inspection of any Spray-to Drip
application should MWDOC, in its best judgment, deem it necessary to do so.
Measurement Tech n iq ues
When measuring sites, tape measurers remain the most accurate method of measurement.
Measuring wheels are nearly as accurate when rolling on a flat surface such as concrete or asphalt.
Measuring wheels on turf or shrub areas run the risk of being inaccurate. Tape measurers are
recommended whenever uneven surfaces are encountered. For large sites, a map should be
provided indicating all the turf areas intended for removal and all project areas should be
measured and noted with square footage.
Odd shapes are often hard to measure accurately. A series of methods of measuring odd shapes
have been reviewed and below are a listing of acceptable measurement techniques of odd shapes.
Alternative measuring techniques must be submitted to MWDOC for review and approval prior
to implementation and must be at least as be at least as accurate as the techniques listed here.
a
o
a
a
V
17
Non-Uniform Rectangular
First measure the length of the longest axis of the area (line AB). This is called the length line.
Next, divide the length line into equal sections, for example 13 ft. At each of these points,
measure the distance across the area in a line perpendicular to the length line at each point
(lines C through G). These lines are called offset /ines. Finally, average the lengths of all offset
lines and multiply the result times line AB (65 ft. in this example). This is most notably different
from the Non-Uniform Ellipse method in that exactly one of the left or right edges is measured,
in this case line "C."
þ
Example: Non-Uniform Rectangular
Length line (AB) = 65 ft
Distance between ofßet lines is l3 ft apart
Length ofeach offset line:
c--20ft F=20ft
D=10ft G=25ftE=15ft H=20ft
Averagelengthof : (C+D+E+F+G+H)
ofßet lines (Number of offset lines)
= (20 + 10 + 15 +20 +25 +20) I 6: 18.3 ft
Total Area = (Length line)
x (Average length of offset lines)
:65 ft x 18.3 ft: tl92 ft
r Þ
lrregular Rhombus or Widening Rectangular
A fast way to measure irregular rhombi is shown in the example below. Stake one end of the
measuring tape at point (A, B); measure line d and then line B. Without removing the stake
measure line c and then line A. Using those four measurements you will be able to find line a
and line b. The areas of triangle (ad), triangle (cb), and rectangle cd) can now be calculated.
A
#:'þ cl
18
/A.
Example: Irregular Rhombus
or \ilidenine Rectansular
Length of each line
A:20 ft
B=25 ft
Line(Ð =A-c
:20 ft- l8 ft
=2ft
Line(e)=B-d
--25 ft-21ft
=4ft
c:18ft
d:21fr.
Area(cd)=cxd
:18ftx21ft
:378 fr2
Area (cb) : (c x e) I 2
= (18 ft x4ft) t2
:36 ft2
Area (fd) : (f x d) I 2: (2 ftxzt ft) /2=2t ft2
Total Area : Area (cd) + Area (ce) + Area (fd)
: 378 ft2+ 36 ff + 2l ft2
= 435 ft2
Non-Uniform Round
First measure 1.6 evenly spaced rad¡¡ from the same center po¡nt (point A). This is called the
centerpoint Nexttakethe average ofallthe radii (B +C+ D + E + F + G + H + l +J + K+ L+ M + N
+O+P+Q)/16.Usetheaveragerad¡itocalculatetheareaofacircle.(72.25ft.inthis
example).
Þ
b
È
î
L't¿
J
F
Þo
Board used for measuring
q
19
Example: Non-Uniform Round
Length of each ofßet line:
B: l0 ft E: t2ft H: l0 ft K:9 ft:lsft r:15ft L:8ft O:10ftD:10ft G:13ft J:17ft M=15ft
N:16ft
P=12ft
Q=9ft C=15ft F
Number of radii = 16
Average length ofoffset lines
= (B + C +D +E+F +G+H + I + J +K +L+M+N+ O+P+ Q)
/ (Number of radii)
: (10 + 15 + l0 + 12 + 15 + 13+ l0 + 15 + 17 + 9 + 8 + 15 + 16 + l0 + 12 + 9)
/t6
= 12.25 ft
Total Area: rx12.252ft: 3.14 x 12.25 ftx 12.25 ft
= 471 ftz
Non-Uniform Ellipses
The method used for ¡rregular shaped areas is called the "offset method". First measure the length
of the longest axis of the area (line AB). This is called the length /ine. Next, divide the length line
into equal sections, for example 10 ft. At each of these points, measure the distance across the
area in a line perpendicular to the length line at each point (lines C through G). These lines are
called o//set /rnes. Finally, add the lengths of all offset lines and multiply the result times the
distance that separates these lines (L0 ft. in this example). This is most notably different from
Non-Uniform Rectangular in that neither the left or right edges of the shape are measured in the
ellipse.
F,fr
Example: Non-Uniform Ellipse
Length line (AB) = 60 ft
Distance between offset lines is l0 ft apart
Length ofeach offset linec: 15 ft F:25 ftD:10ft G:20ft
E=15ft
Total length
ofoffset lines = C + D + E + F + G
=15+10+15+ZS+20:85ft
Total Area: (Distance between offset lines)
x (sum ofthe length ofoffset lines):10ftx85ft
= 850 ft2
&P ?
20
Non-U n iform Ell ipses Alternate
An alternate method of measuring non-uniform ellipses is by dividing the ellipses in uniform parts
and utilizing the non-uniform round method as described above. An example is shown below.
Ëþ*. ("7
Þ, *,, r"?,
ñ-
þt4,
lr
Lt 1 Ll Kr
2t