1997-0521_METROPOLITAN WATER DISTRICT_Letter Agr No. 130860
1� MWD
METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA
Office of the General Manager
Municipal Water District
of Orange County
Post Office Box 20895
Fountain Valley, California 92728
Attention Mr. Stanley E. Sprague
General Manager
Capistrano Valley Water District
32450 Paseo Adelanto
San Juan Capistrano, California 92675
Attention Mr. Ray Auerbach
General Manager/Treasurer
0
April 9, 1997
Letter Agreement No. 13086 for Participation in a
Residential Indoor/Outdoor Survey Project
Gentlemen:
When signed by all parties, this letter will serve as
an agreement (Agreement) between The Metropolitan Water District
of Southern California (Metropolitan), the Municipal Water
District of Orange County (MWDOC), a member public agency of
Metropolitan, and Capistrano Valley Water District (CVWD), a
retail water purveyor within MWDOC.
This Agreement is to be funded by Metropolitan, MWDOC,
and CVWD pursuant to Metropolitan's Conservation Credits Program,
which is designed to assist member public agencies and their
purveyors in conserving Metropolitan's water supplies. The
funding mechanism is in accordance with Board Letter No. 7-4
(Board Letter) dated March 22, 1996, which is marked Exhibit A
and attached hereto and incorporated herein by this reference.
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THE METROPOLITAN WATER 0/STRICT Of SOVTNERN CALIFORNIA
Municipal Water District April 9, 1997
of Orange County -3-
accordance with: 1) Metropolitan's funding policy, as defined in
the Co -Pay Matrix for Single Family Surveys (Co -Pay Matrix)
contained in the Board Letter, Exhibit A, and including any
additional devices as listed in Exhibit B, incorporated herein by
this reference; and 2) the Program Design Requirements and
Database Design Requirements (Exhibit C). Because customer
response to residential survey programs is greatest during the
warm season, April through October, this Agreement covers the
calendar year rather than Metropolitan's fiscal year to permit
the Project to continue without interruption during the surveying
season.
5. The estimated total water saved by the Project is
61 acre feet over 5 years. This estimate is based on CVWD's
projections of expected installation rates for each water
conservation device and projected savings due to improved
irrigation efficiency and irrigation system scheduling.
6. This Agreement becomes effective May 21, 1997
(effective date is the date of the last signature on page 11).
CVWD will complete all work and provide all final verification to
Metropolitan and MWDOC by December 31, 1998, or when 340 Surveys
have been conducted, whichever occurs first (Term), subject to
the conditions in Paragraph 16. The Term of the Agreement
will not be extended. Continuation of the Project beyond
December 31, 1998, or after 340 Surveys have been conducted,
whichever occurs first, will require a new Agreement.
7. Mr. John P. Wiedmann is appointed Agreement
Administrator for Metropolitan for the purpose of administering
this Agreement and making any decisions in connection therewith
on behalf of Metropolitan. Mr. Stanley E. Sprague is appointed
Agreement Administrator for MWDOC for the purpose of
administering this Agreement and making any decisions in
connection therewith on behalf of MWDOC. Mr. Ray Auerbach is
appointed Agreement Administrator for CVWD for the purpose of
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Rif MVROPOUTAN WAY NSTRICT Of SOIITRfRN CAUFORNIA
0
Municipal Water District April 9, 1997
of Orange County -4-
administering this Agreement and making any decisions in
connection therewith on behalf of CVWD. Metropolitan, MWDOC,
and CVWD reserve the right to change the designated Agreement
Administrator upon providing written notice to the other parties.
8. Metropolitan's objective is to obtain cost-effective,
verifiable water savings. Metropolitan will only co -fund
Surveys, Installations, and Evaluations completed. As a
significant step to validating these water savings, Metropolitan
strongly encourages CVWD to verify, on an ongoing basis, the
information reported by Survey contractors, if applicable.
Verification of a sample of 10 percent of the Surveys conducted
by Survey contractors is recommended. Performance of this
Quality Assurance (QA) procedure can serve as an internal
monitoring process and as a way to assess customer satisfaction
levels with the service. Exhibit D, which is attached hereto
and incorporated herein by this reference, details the specific
requirements and suggestions for accomplishing this QA oversight
and includes a sample QA Report, which will be submitted by CVWD
to Metropolitan and MWDOC on a quarterly basis.
9. Metropolitan will not
procedure defined in Exhibit D
Evaluations performed by CVWD's
encouraged, however, to perform
require CVWD to follow the QA
or Surveys, Installations, and
staff. CVWD is strongly
the QA procedure for its own
internal monitoring purposes and to assess customer satisfaction
levels with the service.
10. Devices left with the customer that are not installed
by CVWD staff or an CVWD-hired contractor, if applicable, will
be funded by Metropolitan only when they have been verified as
installed, as indicated by on-site QA inspections, telephone
interviews, or customer -returned Confirmation Postcards. A
sample Customer Confirmation Postcard is included in Exhibit D.
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THE METROPOVTAN WATER 0/SMICT OF S0117ERN C411FORN/A
Municipal Water District April 9, 1997
of Orange County -5-
11. Throughout the Term of this Agreement, on a quarterly
basis, CVWD will provide Metropolitan and MWDOC with Project
Reports, Project Invoices, and QA Reports, collectively
designated Reporting Requirements. Exhibit D details the
specific requirements for all Reporting Requirements, and
includes a sample of each report.
12. At the end of the Term of this Agreement, CVWD will
submit a Final Report to Metropolitan and MWDOC. Exhibit D
details the specific requirements for the Final Report.
13. Customer data collected during the Survey process will
become part of the Project Database. This Database will meet the
Database Design Requirements as defined in Exhibit C. The final
Database will be submitted to Metropolitan and MWDOC by CVWD with
the Final Report at the end of the Term of this Agreement.
14. CVWD will submit all Reporting Requirements to
Metropolitan and MWDOC according to the following schedule:
Reporting Requirements
Due Date
Friday,
May
30,
1997
January
1,
1997
- March
31,
1997
Friday,
August
29,
1997
April
1,
1997
- June
30,
1997
Friday,
November
28,
1997
July
1,
1997
- September
30,
1997
Friday,
February
27,
1998
October
1,
1997
- December
31,
1997
Friday,
May
29,
1998
January
1,
1998
- March
31,
1998
Friday,
August
28,
1998
April
1,
1996
- June
30,
1998
Friday,
November
27,
1998
July
1,
1998
- September
30,
1998
Friday,
March
26,
1999
October
1,
1998
- December
31,
1998
15. An updated copy of the Program Design Tool (PDT)
spreadsheet file is required at the end of each fiscal year and
at the end of the Term of the Project. Exhibit D details the
specific requirements for the PDT. CVWD will supply MWDOC with
the necessary information to update the PDT. The updated PDT
TRE METROPOVTAN WATER 0/STRICT OE S00TRERN CAUEORNIA
Municipal Water District April 9, 1997
of Orange County -6-
will be submitted by MWDOC to Metropolitan according to the
following schedule:
Program Design Tool
Report Due Date Reporting Period
Friday, August 29, 1997 January 1, 1997 - June 30, 1997
Friday, August 28, 1998 July 1, 1997 - June 30, 1998
Friday, March 26, 1999 July 1, 1998 - December 31, 1998
Funding
16. The total cost of the Project is estimated to be
$22,100 over the two-year Term. The Term covers the following
three Fiscal Periods : 1) start date (see Paragraph 6) to
June 30, 1997; 2) July 1, 1997 to June 30, 1998; and
3) July 1, 1998 to December 31, 1998 (see Table A). Funding
estimates are provided for each Fiscal Period, however, funding
is currently only authorized by Metropolitan's Board of Directors
(Metropolitan's Board), MWDOC's Board of Directors (MWDOC's
Board), and CVWD's Board of Directors (CVWD's Board) for Fiscal
Period 1. The Project will continue through Fiscal Periods 2
and 3 subject to budget approval by Metropolitan's Board, MWDOC's
Board, and CVWD's Board. Modifications to the above funding
levels by any party will require amendments to the Agreement.
If funding is not approved by either Metropolitan, MWDOC, or
CVWD, the Agreement will terminate. In any case, Metropolitan
will send a letter to MWDOC and CVWD indicating the status of the
Project for the next Fiscal Period at the end of the current
Fiscal Period.
TABLE A
Fiscal Fiscal Term Budgeted Metropolitan's CVWD's
Period Project Estimated Estimated
Cost Contribution Contribution
1 start date * - $1,950 $900 $1,050
6/30/97
2 7/1/97-6/30/98 $13,650 $6,300 $7,350
3 7J1J98-12J31J98 $6,500 $3,000 $3,500
Totals »> $22,100 $10,200 $11,900
* (for start date see Paragraph 6)
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TRE METROPOVTAN WAffR &STRICT OF SOVTRERN CAUEORNIA
•
Municipal Water District April 9, 1997
of Orange County -7-
17. Metropolitan will fund Surveys, Installations, and
Evaluations, at the unit rates shown in the Co -Pay Matrix in
the Board Letter, Exhibit A, and in Exhibit B. In order to qualify
for funding, CVWD's Program design must meet the criteria described
in the Program Design Requirements listed in Exhibit C and the
Board Letter, Exhibit A. As part of each Project Report, CVWD will
submit an invoice for funding earned. A sample Project Invoice is
shown in Exhibit D. Upon receipt and approval of CVWD's Project
Invoices, Metropolitan funding will be transferred by means of a
credit on Metropolitan's water service billing to MWDOC. Within
60 days of receipt of Metropolitan's credit, MWDOC will in turn
pass these funds through to CVWD. MWDOC's only obligation under
this Agreement is to pass through the Metropolitan credit to CVWD,
and to submit an updated copy of the PDT (see Paragraph 15). MWDOC
shall not be obligated for any portion of Project cost.
18. Upon receipt and approval of the Final Report and
Database, Metropolitan will perform a final reconciliation of
funding earned by CVWD, including any Surveys, Installations,
and Evaluations, not previously funded based on Project Reports
and Project Invoices.
19. Metropolitan will not provide funding for Devices that
are left by CVWD's staff or contractor for the customer to
install, except as delineated in Paragraph 10.
Termination
20. This Agreement may be terminated by any of the parties
hereto for any reason 30 days after notice in writing to the
other parties. Upon such termination, CVWD will submit a
Final Report, certifying the results of all Surveys conducted
and Project costs up to and including the date of termination,
as described in Paragraphs 11, 12, 15, 17, and 18.
Metropolitan's only financial obligation in the event of
termination will be payment for the number of Surveys,
Installations, and Evaluations satisfactorily completed by CVWD
up to and including the date of termination.
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THE METROPOVTAN WATER 0/STRICT OF SOUTHERN CAUFORNIA
0
Municipal Water District April 9, 1997
of Orange County -8-
21. CVWD is responsible for the design, implementation,
personnel, equipment and supplies, and all capital and operating
costs related to and incurred by Project. CVWD is responsible for
assuring that the Project design is in compliance with Exhibit C,
Program Design Requirements, and that the Database design is in
compliance with Exhibit C, Database Design Requirements. All
materials and equipment necessary to implement Project are the
exclusive property of CVWD. Metropolitan and MWDOC will have no
ownership, right, title, security interest, or other interest in
any Project facilities, materials, or equipment, nor any rights,
duties, or responsibilities for operation or maintenance thereof.
Any modifications to Project, which may alter the implementation,
effectiveness, and/or costs must be agreed to in writing by all
parties.
22. CVWD is responsible for providing sufficient qualified
personnel and/or selecting a qualified independent contractor to
implement Project.
23. As lead agency for Project, CVWD is responsible for
assuring that Project complies with requirements of California
Environmental Quality Act (CEQA).
24. Metropolitan, MWDOC, and CVWD each agrees that it is
responsible for its own actions under this Agreement and agrees to
indemnify and hold the other parties and their directors, officers,
agents and employees harmless, and agrees to defend the other parties
against any claim or asserted liability arising out of its actions,
either willful or negligent, or its actions in implementing the
Project. Such indemnity will include any losses relating to any
claim made, whether or not a court action is filed, and will include
attorney fees and administrative and overhead costs related to or
arising out of such claim or asserted liability. Such indemnification
does not extend to actions arising under CEQA, for which CVWD is
solely responsible.
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THE METROPOWAN WATER 0/STRICT OF SOUTHERN VIMORN/A
Municipal Water District April 9, 1997
of Orange County -9-
25. Any written communication required or permitted to be
given hereunder will be deemed received upon personal delivery
or 48 hours after deposit in any United States mail depository,
first class postage prepaid, and addressed to the party for whom
intended, as follows:
If to Metropolitan: The Metropolitan Water District
of Southern California
Post Office Box 54153
Los Angeles, California 90054-0153
Attention Mr. John P. Wiedmann
If to MWDOC: Municipal Water District
of Orange County
Post Office Box 20895
Fountain Valley, California 92728
Attention Mr. Stanley E. Sprague
If to CVWD: Capistrano Valley Water District
32450 Paseo Adelanto
San Juan Capistrano, California 92675
Attention Mr. Ray Auerbach
cc: Ms. Francie Kennedy
Any party may change such address by giving notice to the other
parties as provided herein.
26. Project implementation may be modified as needed, with
prior written agreement among all parties.
27. Metropolitan, MWDOC, CVWD, and their authorized
representatives agree to provide data and information as required
9
THE METROPOVTAN WATER 91VRICT OF SOUNERN CA[IFORNIA
0
Municipal Water District April 9, 1997
of Orange County -10-
by the other parties to implement Project and evaluate Project
implementation, costs, and water savings. Metropolitan, MWDOC,
and CVWD will make available for inspection by the other parties,
upon reasonable advance notice, all records, books, computer
files, and other documents relating to Project. CVWD will
maintain in electronic or magnetic form, water use records of all
participating account service locations for the period of up to
three years prior to the onset of the Project and for the period
of up to five years after field completion of the Surveys and
will make these records available to Metropolitan or its
evaluation consultant upon request. Metropolitan reserves the
right to conduct independent analyses of various water agency
residential survey projects conducted under Metropolitan's Single
Family Residential Indoor/Outdoor Survey Program (Program) to
assess actual water savings achieved and the cost-effectiveness
of the Program. Metropolitan may conduct these analyses between
November 1997 and February 1998 (or sooner, if feasible). Any
changes to the Program resulting from these analyses will be
amended into this Agreement at that time upon mutual consent of
all parties, or, if consensus cannot be reached, the Agreement
will be terminated.
28. It is understood that any alteration or variation of
the terms of this Agreement will not be valid unless made in
writing and signed by all parties, and that this Agreement
constitutes the entire agreement among all parties.
29. This Agreement will inure to the benefit of and be
binding upon Metropolitan, MWDOC, CVWD, and their respective
successors. This Agreement is not assignable by any party in
whole or in part.
30. The partial or total invalidity of one or more parts
of this Agreement will not affect the intent or validity of this
Agreement.
31. This Agreement will be deemed a contract under the laws
of the State of California, and for all purposes will be
interpreted in accordance with such laws. Metropolitan, MWDOC,
and CVWD hereby agree and consent to the exclusive jurisdiction
THE METROPOLITAN WATFR 0/STRICT OF SOUTHERN CALIFORNIA
Municipal Water District April 9, 1997
of Orange County -11-
of the courts of the State of California, and that the venue of any
action brought hereunder will be in Los Angeles County, California.
Metropolitan has fully executed three originals of this
Agreement. If the terms are acceptable to you, please sign all
originals and forward them to CVWD. CVWD is to sign all three
originals and return one each to Metropolitan and MWDOC, and retain
the other for its records.
SML:ck
Attachments
In Triplicate
Municipal Water District
of Or e County
BY s
General Man ger
Date 141.jy/9 7
APPROVE AS TO F9Rs
By �����fa �-ze �
General Counsel
Date -Al-16 —77
Very truly yours,
John R. Wodraska
General Manager
By v \ R -
c
Salva r E. Vaz
Acting Director
Public Affairs & Conservation
APPROVED AS TO FORM
N. Gregoy Taylor
Genera]/ ounce
ll,TT!l����JJ /
By
Sr.Dep e eral Counsel
Capistrano Valley ater District
By
Gener Mnager/Treasurer
Date 17�
APPROV T F
By Ak
Ge eral Counsel
Date
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TRE METROPOVTAN WATER 0/STR/Cl OF SOUTRERN CA[/FORN/A
Municipal Water District April 9, 1997
of Orange County -12-
Attachments
Exhibit A Board Letter No. 7-4 Dated March 22, 1996
Exhibit B Additional Devices Co -Funded by Metropolitan
Exhibit C Program Design Requirements
Database Design Requirements
Exhibit D Reporting Reauirements
Quality Assurance Report
D1 Sample Quality Assurance Report
D2 Sample Customer Confirmation Postcard
Project Report
D3 Sample Project Report
Project Invoice
D4 Sample Project Invoice
Final Report
Program Design Tool Report
To:
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MWD
METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA
EXHIBIT A
7-4
March 22, 1996
(Water Planning and Resources Committee — Action)
Board of Director; (Finance i
From: General Manager
Submitted by: J. W. Malinowski
Director of Public Affairs and
Subject: Co -Funding Proposal for Single -Family, Residential Indoor/Outdoor
Survey Programs
RECOMMENDATION
It is recommended that your Board adopt the co -funding matrix (Matrix) for
Single -Family, Residential Indoor/Outdoor Survey Programs (Survey Programs) shown in
Attachment A. The Matrix would become effective July 1, 1996.
EXECUTIVE SUMMARY
In August 1995 your Board approved Metropolitan's funding of Survey Programs
at a flat rate of $25 per survey. This flat rate, which represents approximately 50 percent of total
survey cost, resulted in increased interest by member agencies and subagencies in conducting
Survey Programs. Recently, however, staff has become concerned about the wide variance of
Survey Program designs and the differing abilities of those designs to effectively reduce
household water use. The intent of this Board Letter is to address that concern by adopting a
minimum standard survey design that insures reliable, verifiable water savings and focuses on
the reduction of water use.
The Memorandum of Understanding (MOU) regarding Best Management
Practices (BMPs) recommends targeting the top 20 percent of residential water users for home
surveys under BMP No. 1. The purpose of the new Survey Program design is to encourage
closer adherence to this BMP. The proposed minimum Survey Program design requirements
draw a critical distinction between: 1) proactive comprehensive Survey Programs that target
residents using excessive water or the top 20 percent of residential water users, and 2) reactive
customer service activities that focus primarily on high bill complaints.
y{
Board of Directors -2- March 22, 1996
The proposed minimum Survey Program requirements also reflect the pay -for -
performance, cost-effectiveness philosophy embedded in Metropolitan's Integrated Resources
Plan. In place of a per -survey flat rate that recognizes no difference in the conservation
effectiveness of different types of Survey Programs, staff proposes a co -funding Matrix which
provides specific funding for specific survey activities and accomplishments. A relatively
inexpensive customer mail -in verification process is also proposed.
The requirements stipulate, in addition to achieving identifiable water savings
(through specific device retrofits and increased landscape irrigation efficiency), that Survey
Programs also contain a significant customer education component, leak detection, databasing of
survey information, and a method to verify the work performed. In addition, Metropolitan would
provide participating agencies with data base software for program tracking, training in the use of
that software, and surveyor training.
The proposed new Survey Program design has been reviewed by participating
agencies, and their comments have been incorporated into the revised design.
DETAILED REPORT
Two-thirds of the regional urban water demand in Metropolitan's service area is
derived from single-family residential users. BMP No. 1 requires that water agencies conduct
indoor/outdoor water efficiency surveys (surveys) to a targeted portion of their single-family
residential customers on a repeat cycle basis. Surveys typically consist of an hour-long, on-site
visit by a trained technician who conducts an in-depth analysis of the residential water use. The
technician will normally retrofit the home with low-cost water saving devices, such as
showerheads, as needed. An analysis of household water use concludes with a customized report
that identifies opportunities for the resident to conserve water.
Currently five agencies are conducting Survey Programs with Metropolitan co-
funding. Cumulatively these programs involve approximately 8,300 surveys and a total program
cost of about $415,000. In Fiscal Year 1996/97 it is estimated there will be ten participating
agencies conducting 12,000 surveys for a total program cost of $600,000. In addition,
Metropolitan is completing a turnkey pilot Survey Program with three member agencies and
eleven subagencies. This pilot involves approximately 6,500 surveys and a variety of different
surveying techniques. Until results of the pilot are analyzed (estimated completion December
1997), Metropolitan will make no decision on whether or not to offer further turnkey Survey
Programs.
Since the initial signing of the BMP Memorandum of Understanding by
Metropolitan in December 1991, major, comprehensive Survey Programs have been conducted
Board of Directors -3- March 22, 1996
by the City of San Diego (San Diego), the Los Angeles Department of Water and Power
(LADWP), and the San Diego County Water Authority (SDCWA). These Survey Programs
have been designed to proactively approach targeted customers with the goal of reducing
household water use to levels that are below historical usage levels. By contrast, a number of
other agencies have conducted non -targeted, reactive customer service programs designed
primarily to address high bill complaints by identifying spurious peaks in water use and making
recommendations to return household water use to pre peak levels.
Staff proposes a co -funding Matrix that identifies specific funding for specific
survey activities. Those activities include: 1) retrofitting fixtures with water -saving hardware
(e.g., low -flow showerheads, faucet aerators, etc.), 2) providing valuable non -device
conservation intervention (e.g., evaluation of landscape irrigation effectiveness, development of
irrigation schedules, etc.), and 3) identifying leaks, educating the customer, and databasing of
extensive household survey information. Copies of Single -Family Residential Program Design
Requirements 1996-1997, which gives details of the program requirements, are available in the
Office of the Executive Secretary.
To verify information reported on completed surveys and, in certain special
circumstances, to establish device installation rates, the proposed program design requirements
include implementation of a relatively inexpensive customer mail -in postcard.
Implementation of the proposed program design requirements will require
maintenance of accurate and detailed records. For some Survey Programs this is already being
done and should cause no significant increase in workload. For other Survey Programs, the
tabulation of various device installations, non -device interventions, water savings calculations,
and various household characteristics will necessitate greater effort. To facilitate this effort and
to assure each Survey Program is providing the necessary information in a standardized format,
Metropolitan will offer sessions for surveyor training, and it will provide the necessary tracking
software and training for its use.
For agencies having a comprehensive survey program, this matrix allows the
opportunity to secure Metropolitan co -funding for offering maximum services to customers.
Attachment
s:\newd it\b-team\bdlrr—rs.496
e
ATTACHMENT A
The Met Co -Pay Matrix for Single -Family Surveys
Survey,
Inataged
Installed
mettle
Irrigation
Irrigation
Installed
Leak Det. &
Showerhead
Aerator
Toilet DIW.
Evaluation
Evaluation
ULFT
Database
Device
(wlo timer)
(with timer)
$12.50
55
$1
$3
$8
$18
$60
Surveys
Copies of the Single -Family Residential Design Requirements 1996-1997 are
available in the office of the executive secretary.
Showerheads
Showerhead pre -flow test must demonstrate the retrofit of a 3.0 gpm or greater
existing showerhead.
If agency purchased showerheads from Metropolitan, subtract $1 per showerhead.
Faucets
Faucet pre -flow test must demonstrate the retrofit of a 2.6 gpm or greater existing
faucet.
TDDs
Toilet Displacement Devices may only be installed in toilets with a flush volume of
3.5 gpf or more and when no ULFT retrofit is anticipated.
ULFTs
ULFTs must replace non-ULFTs.
Irrigation Evaluations
Irrigation system evaluations and watering schedules are only eligible for co-
payment if the household has at least 1,000 square feet of irrigated landscape and
the schedule includes a complete analysis of the resident's irrigation water
management which takes weather (ETo), plants, soils and irrigation systems into
consideration. The analysis will produce an irrigation schedule which balances the
changing requirements of the landscape with the capabilities of the irrigation
system. Wherever possible, calculation of water savings for adherence to irrigation
schedule will be provided.
s: lnew di rlb-team\bdltr-rs. att
Exhibit B
Additional Devices Co -Funded by Metropolitan as Part of the
Residential Indoor/Outdoor Survey Program
Toilet
Flapper
$4.50
s:\newdir\b-team\boilplat\exhibit.b
3/14/97
0
• Exhibit C
PROGRAM DESIGN REQUIREMENTS
General
a) Surveys are to be completed by a trained technician
(Surveyor).
b) Surveys include leak detection for the whole household
(indoor and outdoor).
c) Survey information is databased according to
Metropolitan's minimum requirements (see Database Design
Requirements).
d) Survey participants are proactively targeted for
participation, either by targeting the top 20 percent of
water users, or by targeting customers whose water use
sufficiently exceeds site-specific water budgets.
Exceptional or abnormal use targeting may also be
acceptable as a supplement to the two methods mentioned
above; supplemental targeting approaches must be pre -
approved in writing by Metropolitan.
e) Water efficiency education materials are distributed to
all participating households.
f) All findings and calculations of achieved and
potential water savings are presented in writing to
all residents, as practical, depending on survey
process.
g) All findings and calculations of achieved and
potential water savings are databased and available
for examination by Metropolitan and the member
public agency, as practical, depending on survey
process.
h) Regional message, when ultimately specified, is
incorporated into the program.
i) The resident's past water consumption is provided to
the Surveyor to evaluate water use prior to the
survey.
Indoor
a) Complete inspection for leaks at all toilets, sinks,
showers/diverter valves, tubs, dishwashers, washing
machines, water heaters, etc.
b) Identification and measurement of leaks and
calculation of water savings for leak repair, as
practical.
c) Measurement of existing flow rate of showerheads.
d) Retrofit of low -flow showerheads.
e) Measurement of existing flow rate of all faucets.
f) Retrofit of low -flow faucet aerators.
g) Measurement of existing flush volume of toilets.
h) Retrofitting with a toilet displacement device.
s:\newdi r\b-team\boi I pl at\ex hibit. c
2/26/97
f
Exhibit C
i) Retrofitting with a toilet flapper, as appropriate.
j) Identification of all other water using activities
and/or devices (evaporative cooler, RO purifier,
washing machine, dishwasher, water softener, etc.).
Outdoor
a) Complete inspection for leaks at all hose bibs,
irrigation system, meter, etc.
b) Identification of leaks and calculation of water
savings for leak repair, as practical.
c) Identification of all other water using activities
and/or devices (car washing, pools, spas, etc.).
d) Complete evaluation of landscape water use, using either
the catch can approach or the water budget approach.
e) Development of a recommended irrigation schedule,
wherever possible.
f) Calculation of potential irrigation savings, wherever
possible.
s:\newdir\b-team\boilplat\exhibit.c 2
2/26/97
0
• Exhibit C
Database DeSign Requirements
1. The Database will provide detailed information on all
customers surveyed for the entire Project.
2. The minimum customer information to be provided by the
retail agency in the Database is defined below.
3. The retail agency may elect to use the Metropolitan -
provided database or submit its own version of a database
file. If the retail agency uses its own database file,
it must meet or exceed all design requirements listed
below and it must be submitted in a fixed -column ASCII -
encoded format.
4. The final Database will be submitted to Metropolitan with
the Final Report for the Project at the end of the Term
of the Agreement.
5. The specific data fields required are listed on the
following pages.
s:\ttewdir\b-team\boilplat\exhibit.c 3
2/26/97
0
. Exhibit C
DATAFIELDS FOR RESIDENTIAL SURVEY DATA COLLECTION FORM
GENERAL CUSTOMER AND PROPERTY INFORMATION
1. *Agency
2. +Subagency
3. *Water Account No.
4. *Tracking No.
5. *Survey date
6. *Survey type: Targeted, Complaint/targeted, Complaint/non-targeted
7. $Survey start time
8. #Surveyor name
9. +Occupant name, last
10. *Occupant name, fust
11. *Address, street
12. +Address, unit number
13. *Address, city
14. *Address, zip code
15. *Telephone number, home
16. *Telephone number, contact
17. #Occupant owns or rents: owns (o), rents (r)
18. *Who pays water bill: occupant (c), landlord (1), other (o) (if "V or" o", answer
questions 19 - 25 )
19. ♦Bill payer name, last
20. *Bill payer name, first
21. *Address, street
22. *Address, unit number
23. *Address, city
24. *Address, zip code
25. *Telephone number, contact
26. *Age of residence
27. +Type of residence: single family detached (sf), multi -family [2-8 units] (mf),
multi -family [9+ units] (mf+)
28. +Type of metering: single (s), master (m)
29. *Number of years occupant has lived in home
30. *Number of residents: adults (19 +), teens (13 - 18), children (0-12), total
GENERAL OVERVIEW OF WATER USE
31. *Number of toilets
32. *Number of bathtubs with showers
33. *Number of showers (only) --
34. *Number of sinks
35. *Clothes washer (y/n) (if "y", answer question 36)
36. *Number of loads per week
37. *Dishwasher (y/n) (if "y", answer question 38)
38. *Number of loads per week
39. *Pool (y/n) (if "y", answer question 40)
40. *Pool cover used (y/n)
41. *Spa (y/n) ( if "y", answer question 42)
42. *Spa cover (y/n)
43. 411everse osmosis water purifier (y/n) (if "y", answer question 44)
44. 4R.O. purifier with shut-off switch (y/n)
45. 4Water softener (y/n) (if "y", answer question 46)
46. 4W ater softener features: autoregenerating (y/n), portable exchange (yin), on-off switch (y/n)
47. *Evaporative cooler (y/n)
s:\newdir\b-team\surveys\fields-2.doc 4
3/14/97
Exhibit C
48. *Irrigation system: in -ground (i), hose (h), drip (d)
49. *Automatic irrigation controller (y/n)
50. *Number of valves
51. *Previous participation in conservation programs (y/n) (if "y", answer question 52)
52. *Water or energy programs: energy (e), water (w), both (b) (if "w" or "b", answer 53)
53. *Type of water program: ulft (u), retrofit (r), survey (s), other (o)
54. 4 -System pressure (psi)
METER LEAK DETECTION
55. #Meter hand movement (yln) (if "yes", answer questions 56 - 59)
56. 4 -Smallest meter unit: 1 cf, 10 cf, 1 gal
57. *initial teeter reading
58. #Final meter reading
59. #Elapsed time: minutes
60. *Net meter reading
61. *Size of leak(s) (gal/day) and (gallyear)
BATHROOM REVIEW
(Repeat for each additional bathroom)
62. *Toilet # 1 flush volume: (1.6, 3.5, 5, or 7 gpf) (if 1.6 gpf, skip question 64)
63. *Toilet # I retrofit device status: installed (i), provided (p), refused (r), exists (e), N/A
54. *Toilet # 1 retrofit device type: dam (d), bag (b), flapper (f), dam & flapper (df),
bag & flapper (bf)
65. *Toilet # l leak detected (y/n) (if "y ", answer question 66)
66. *Toilet # 1 leak location: ballcock assembly (bca), flapper (f), overflow (of), other (o)
67. *Showerhead # 1 flow rate (gpm) (if 3.0 gpm or less, skip question 69)
68. *Showerhead # I retrofit device status: installed (i), provided (p), refused (r), exists (e), N/A
69. *Showerhead # I retrofit device flow rate (2.5 gpm)
70. *Showerhead # 1 recycled (y/n)
71. *Showerhead # I leak detected (y/n)
72. *Faucet # 1 flow rate (gpm) (if 2.5 gpm or less, skip question 74)
73. *Faucet # t retrofit device status: installed (i), provided (p), refused (r), exists (e), N/A
74. #Faucet # 1 retrofit flow rate (2.2 gpm)
75. *Faucet # 1 leak detected (y/n)
76. *Faucet # 2 flow rate (gpm) (if 2.5 gpm or less, skip question 78)
77. *Faucet # 2 retrofit device status: installed (i), provided (p), refused (r), exists (e), NIA
78. *Faucet # 2 retrofit device flow rate (2.2 gpm)
79. *Faucet # 2 leak detected (y/n)
80. *Bath tub diverter leak detected (yin)
KITCHEN (#1) REVIEW
(Repeat for additional kitchen)
81. *Kitchen faucet # I flow rate (gpm) (if 2.5 gpm or less, skip question 83)
82. 4 Kitchen faucet # I retrofit device status: installed (i), provided (p), refused (r), exists (e), N/A
83. *Kitchen faucet # I retrofit device flow rate (2.2 gpm)
84. *Kitchen faucet # I leak detected (y/n)
85. *Kitchen faucet # 2 flow rate (gpm) (if 2.5 gpm or less, skip question 87)
86. *Kitchen faucet # 2 retrofit device status: installed (i), provided (p), refused (r), exists (e), N/A
s:\newdir\b-team\surveys\fields-2.doc
3/14/97
0 0
87. *Kitchen faucet # 2 retrofit device flow rate (2.2 gpm)
88. +Kitchen faucet # 2 leak detected (y/n)
89. *Landscape area (sq ft)
90. *Landscape area - source: measured, formula
91, *Landscape area under irrigation (%): 0 10 20 30 40 50 60 70 80 90 100
92. *Irrigated landscape area in slope (%): 0 10 20 30 40 50 60 70 80 90 100
93. *Landscape area in turf (%): 0 10 20 30 40 50 60 70 80 90 100
94. *Grass type: cool season, warm season, mixed
95. *Root depth (inches)
96. *Moisture depth (inches)
97. *Soil type: clay loam, loam, sandy loam
98. *Water billing information: Lowest winter billing record: _ ccf
Billing frequency: monthly, bi-monthly
Annual historical water use: ccf
99. *Hose bib leak detected (y/n)
100. *Other leak detected (y/n)
Testing Approach
1014 Irrigation test: catch can, area/flow
102.♦ If no test, why? denied, rain, broken, unable to operate
103.4 -Application rate (AR) in in/ht
104.*Change in irrigation schedule time: increased (i), unchanged (u), decreased (d)
Water Use Goal
105.♦ Potential Inside allocation method:
106. * Inside water use goal
107.♦ Outside water use goal
108.♦ Total water use goal (106+ t07)
109.0 Historical use
110. ♦ Potential water savings (109 - 108)
LEGEND:
Exhibit C
winter use _
pph & ave use pp _
g/month
gpy
g/month
gpy
g/month
gpy
g/month
gpy
g/month
gpy
*Information collected during survey by the surveyor, but not required as datafields in an agency -designed
database (i.e. this information will not need to be provided to Metropolitan).
♦Information recorded in database (this information will be provided to Metropolitan).
N/A = not appropriate
s:\newdir\b-team\surveys\fields-2.doc 6
3/14/97
• Exhibit D
REPORTING REQUIREMENTS
Quality Assurance Report
1. Metropolitan recommends that the retail agency use a
combination of telephone interviews, on-site visits,
customer confirmation postcards, and survey paperwork review
(defined below in Paragraph 8) as Quality Assurance (QA) to
confirm that Surveys, Installations, and Evaluations
occurred as recorded.
2. Metropolitan strongly encourages the retail agency to
verify, on an ongoing basis, the information reported by
Survey contractors. Verification of a sample of 10 percent
of the Surveys conducted is recommended.
3. QA should occur in the shortest time possible following
completion of Surveys to provide meaningful results.
4. A sample QA Report is shown in Exhibit D1, attached.
5. QA Reports are due on a quarterly basis.
6. A sample Customer Confirmation Postcard is shown in Exhibit
D2, attached. It consists of a postage -paid postcard to be
left with each customer at the time of the Survey for the
customer to complete, sign, and mail to the retail agency.
This postcard can also serve to gauge customer satisfaction
with the Program as part of the QA procedure.
7. A sample postcard should be submitted by the retail agency
to Metropolitan for approval prior to distribution to the
retail agency's customers.
8. Survey paperwork review assures that: all data fields are
filled in, data inputs fall within acceptable ranges, leaks
are quantified and documented properly, and data input into
the database matches information on the survey paperwork.
Project Report
1. Each Project Report will detail the accomplishments for the
quarter being reported and for the Project to date.
2. This detail will include: a summary of all Surveys,
Installations, and Evaluations completed for the reporting
period; and all Project costs incurred in that quarter and
for the Project to date.
3. A sample Project Report is shown in Exhibit D3, attached.
4. Project Reports will also include a narrative summary of the
proactive targeting and marketing methods used, customer
incentives offered (if any), challenges and successes
encountered during Project implementation, and the types and
quantities of educational conservation materials left with
customers.
5. If there is no activity to report, the retail agency will
submit a letter stating so, with an explanation for the lack
of activity.
s:\newdi r\b-team\boil plat\exhibi t.d
2/23/97
Exhibit D
Final Report
1. The Final Report will include any survey or cost information
not submitted in previous Project Reports.
2. The Final Report will also include: a summary of all
Surveys, Installations, and Evaluations completed for the
entire Project; all Project costs; and a narrative summary
of the Project as a whole.
3. The retail agency will also submit: a final Project
Invoice, a final QA Report, and a copy of the entire Project
Database (on disk).
Program Design Tool Report
1. The updated Program Design Tool (PDT) will include complete
Project information in the following PDT sections: Choose
Programs and Devices, Savings Rates, Costs, Allocate Budget,
and Achieved Conservation.
2. The PDT will be provided to Metropolitan on disk.
Project Invoice
1. Project Invoices will list all Surveys, Installations, and
Evaluations which qualify for co -funding from Metropolitan.
2. Surveys, Installations, and Evaluations will be billed at
the unit rates shown in the Co -Pay Matrix in the Board
Letter, Exhibit A of this Letter Agreement.
3.A sample Project Invoice is shown in Exhibit D4, attached.
NOTE: The report forms for the Project Report, Final Report,
and Project Invoice, which are included in this exhibit, are
part of the design of Metropolitan's Database. The Database
is capable of generating these reports.
s:\newdir\b-teen\boilplat\exhibit.d 2
2/23/97
F
• Exhibit D
Reporting
Requirements - Frequency
Summary
.....................................................................................
;Type of Reporting
...................................................
:Frequency of Reporting
_ . ..._...... ...._..
Sample
?Requirement
Report
;Quality Assurance
:Quarterly
D1
: Report
:Project Report
:Quarterly
D3
:Project Invoice
;Quarterly
D4
:Final Report
;End of Project
: D1,D3,D4
'Program Design Tool
:End of Each Fiscal
not
Report
:Year, and End of
•. included
Project
in this
........................................................................
i.........................................................................................
Exhibit
_......................................
_..............................................................................................................
Other Documents Sample
Document
:Customer Confirmation : D2
Postcard
....................................................... ........................... . i.....................................
s:\newdirNb-team\boilplat\exhibit.d
2/23/97
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iEXHIBIT D2
Thank you for your interest in learning how to use water efficiently)
Please help us to improve our program by completing and mailing this card.
Please check (✓) the Installed by Installed by Not Are you Satisfied
appropriate category: Surveyor Self Installed with them?
Low -flow Showerhead(s) Y N
Faucet Aerator(s) Y N
Toilet Displacement Device(s) Y N
Did the Surveyor show you how to read the water meter? Y N
Did the Surveyor discover any water leak(s) in your household? Y N
If yes, will you fix the leak(s)? Y N If not, why?
Did the Surveyor evaluate your irrigation system? Y N WA
If yes, did he/she provide you with a recommended watering schedule? Y
If yes, will you follow the new schedule? Y N If not, why?
Does the schedule suggest More, the Same or Less water use (circle one)?
N WA
Was the Surveyor knowledgeable? Y N Was the Surveyor helpful and courteous? Y N
Do you feel the program is worthwhile? Y N
How do you feel the program can be improved?
Customer Name
Address _
Date
Water Agency XYZ
123 Water Lane
Aguapopolis, California 90000
Call us at 1-800-CONSERV if you have
• • EXHIBIT D3
PROJECT REPORT
RESIDENTIAL INDOOR / OUTDOOR SURVEYS
For Quarter --J—J_
1a.Agency
1 b. Subagency
2. Agreement No.
3. Date report submitted
This
Quarter
4. Number of surveys completed'
5. Project cost'
6. Number of customers contacted'
7. Number of customers accepting survey 2
8. Response rate (%) 3
9. Devices installed, etc. (qty)
a. Showerheads
b. Aerators
c. Toilet Displacement Devices
d. Flappers
10. Leaks detected (quantity)
a.
Toilets
b.
Showerheads
c.
Faucets
d.
Tub diverter valve
e.
Outdoor hose bibs
f.
Irrigation system
1. continuous pressure
2. while irrigating only
g.
Unidentified/ other
DRAFT
Project
Total
11. Irrigation system evaluations (qty only) w timer w/o timers total— % 'm r
a. 1000 ft' or more irrigated landscape
b. Less than 1000 ft2 irrigated landscape
12. Irrigation schedule changes (qty only) w/ timers w/o timers total °° —ti m r
a. Decreased time
b. Maintained time
c. Increased time
Highlighted items quality for Metropolitan co -funding per
"The Met Go -Pay Matrix for Single Family Surveys"
' For quarter being reported. s:\newdinb-team\boilplat\qtr-data.xls
2 Regardless of when contacted. 2/23/97
3 Line 7 / line 6. 6:49 PM
• EXHIBIT U4
PROJECT INVOICE
RESIDENTIAL INDOOR / OUTDOOR SURVEYS
DRAFT
For Quarter
Agency
Subagency
Agreement No.
Date Invoice Submitted
Quantity Cost Per
Comple d Action • Total
1. 1. Number of surveys completed': X $12.50 = u
Quantity Cost Per
2. Devices installed: Lnst
Alle.d AllAtc ion • Sub Total
a. Showerheads X $5.00 = $
b. Aerators X $1.00 = $
c. Toilet Displacement Devices X $3.00 = $
d. Flappers X $4.50 = $
3. Irrigation system evaluations Quantity Cost Per
(1000 ft2 or more irrigated landscape): Evaluated Action ' u T t I
a. systems with timers X $18.00 $
b. systems without timers X
Total Billed this Invoice >>
Co -funding amounts are per "The Met Co -Pay Matrix for Single Family Surveys"
' For quarter being reported.
s:\newdir\b-team\boilplat\qtr-inv.xls Sheet 1
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6:52 PM