15-1215_MUNICIPAL WATER DISTRICT OF ORANGE COUNTY_F10_Agenda ReportCity of San Juan Capistrano
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Thorn Coughran, Interim Public Works and Utilities Director
Prepared by Eric Bauman, Assistant Utilities Director
DATE: December15, 2015
12/15/2015
F10
SUBJECT: Consideration of an Agreement for Sharing Consultant Costs with for the
Distribution System Water Loss Control Technical Assistance Program
(Municipal Water District of Orange County)
RECOMMENDATION :
By motion,
1. Authorize the City Manager to execute an Agreement with Municipal Water
District of Orange County (MWDOC) for sharing consultant costs for the
Distribution System Water Loss Control Technical Assistance Program.
EXECUTIVE SUMMARY:
The City is currently developing its Urban Water Management Plans (UWMP) to be
submitted to the California Department of Water Resources (DWR) by July 1, 2016. A
recent addition to the Urban Water Management Planning Act, Senate Bill (SB) 1420,
requires water agencies to complete and report a distribution system water loss audit in
their Urban Water Management Plans. The water audit seeks to evaluate system loses
to account for the difference between produced water and billed water. Factors
affecting water loss include but are not limited to meter under read, system leaks, theft,
and operational discharge.
As a member agency of the Municipal Water District of Orange County (MWDOC), the
City has an option to participate in a cost sharing collective Agreement with a
specialized consultant to provide water loss control technical assistance. This
Agreement is a means of compliance with these mandates through a cost effective
opportunity.
DISCUSSION/ANALYSIS :
The UWMP scheduled for submission to the California Department of Water Resources
by July 1, 2016; contains a component required by Senate Bill 1420 that mandates
City Council Agenda Report
December 15, 2015
Page 2 of 4
water agencies to complete and report a distribution system water balance in their
UWMPs. The water balance must utilize the American Water Works
Association/International Water Association (AWWA/IWA) water balance methodology
as defined in the AWWA M36 manual.
The AWWA/IWA Water Audit Method provides tested, consistent definitions for the
major forms of water consumption and water loss encountered in drinking water utilities.
It also features a set of rational performance indicators that evaluate utilities on system-
specific attributes such as the average pressure in the distribution system and total
length of water mains to calculate unavoidable system loss. The performance
indicators allow water utilities to make a meaningful assessment of water loss, to
benchmark themselves with other water utilities, and set performance targets.
Few agencies in Orange County have performed a distribution system water audit using
the AWWA/IWA methodology. To assist MWDOC member agencies, a collective
agreement was offered to streamline the process and lower the individual compliance
cost for each participating agency. The Agreement offers access to low cost training,
technical assistance in the field of water loss control, an introduction to the AWWA/IWA
Water Audit Methodology, water balance software, assistance in the process of data
collection, analyses, verification, and validation for the purpose of water loss audits.
Staff plans to use this work to complete the water loss analysis component of the
UWMP in compliance with Senate Bill 1420. Member agencies have the option to
select or decline tasks offered by the Agreement at their discretion and/or pertinent to
their individual needs.
MWDOC staff solicited proposals for qualified consultants to assist with training and
compliance of the water loss control audit process. On September 4, 2015, MWDOC
released a Request for Proposals (RFP) to thirteen (13) consultants with expertise in
water loss control. The RFP contained five (5) tasks, detailed in Exhibit A of Attachment
1. Four (4) Consultants submitted proposals on October 2, 2015. A Proposal
Evaluation Committee (Committee) comprised of two (2) MWDOC staff members and
two (2) retail agency staff members reviewed the proposals and recommended the
selection of Water Systems Optimization, Inc. (WSO). WSO met the selection criteria
most comprehensively, including the lowest hourly rates of compensation for the project
team.
Staff plans to use the Consultant as a resource when needed for the first year's report
and develop the in house skill sets required to comply with this regulation in the future.
Effective October 1, 2017, Senate Bill 555 Walk, will require annual water loss audits
and reporting to the State Water Board.
Per San Juan Capistrano Municipal Code referencing Purchasing Procedures, Title 3,
Chapter 4, Section 3-4.310(c); a formal bid process is not required when the City has a
contract with another governmental agency to purchase a particular item or service on a
cooperative basis. Staff recommends the City Council approve the Agreement
City Council Agenda Report
December 15, 2015
Page 3 of 4
(Attachment 1) for sharing consultant costs for Distribution System Water Loss Control
Technical Assistance Program with MWDOC.
FISCAL IMPACT:
The Agreement provides low and high cost estimates for each task to account for the
varying levels of technical assistance needed. Low cost estimates serve a
comprehensive data set to agencies already familiar with the methodology. . High cost
estimates serve agencies unfamiliar with the methodology and lacking a comprehensive
data. The table below shows the task by task cost ranges provided by WSO in the
MWDOC Collective Agreement. Staff recommends the costs outlined in the "City
Needs" column of the table below.
Estimated Cost Ranges for Water Loss Control Task
Tasks: WSO Estimated Cost Range
Low High City Needs
Task 1 -Project Administration, Reporting,
and Water Loss Control Committee $ 1,672 $ 1,672 $ 1,672
Coordination
Task 2 -Technical Assistance for
Preparation of "Top-Down" Distribution $ 3,560 $ 6,620 $ 6,620
System Water Audits
Task 3-Component Analysis: Volume and $17,600 $29,700 $17,600 Value of Real and Apparent Losses
25 -50 miles = $400/mile NA
Task 4 -Locate and Quantify Leaks 50-100 miles= $350/mile NA
101 + miles = $300/mile NA
Task 5 -Report Preparation $ 4,200 $ 8,400 $ 8,400
Total $29,941 $49,301 $34,292
Staff does not recommend contracting for the leak survey at this point, as the asbestos
concrete pipe (ACP), and the polyvinyl chloride (PVC) pipe that predominate the system
do not generate the noise level necessary for the acoustic survey offered .
The City's cost to participate in this program will be approximately $34,292, in addition
to staff time. If staff can complete some or all of the work in house with little assistance,
the cost will be lower. ,
Sufficient funding for this project has been allocated for Fiscal Year 2015-2016 water
fund operations budget to cover the costs of compliance with Senate Bill 1420.
City Council Agenda Report
December 15, 2015
Page 4 of 4
ENVIRONMENTAL IMPACT:
Not applicable.
PRIOR CITY COUNCIL REVIEW:
None
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
• The Utilities Commission will be presented the Agreement with MWDOC for
sharing Consultant costs for the Distribution System Water Loss Control
Technical Assistance at its December 15, 2015, meeting. Should the Utilities
Commission have a recommendation different than staff, a supplemental report
will be provided to the City Council.
NOTIFICATION:
Not applicable .
ATT ACHMENT(S):
Attachment 1 -MWDOC Cost Sharing Agreement
Choice Program Water Loss Control Agreement -DRAFT 1 0-27-15
AGREEMENT FOR SHARING CONSULTANT COSTS
THIS AGREEMENT is made and entered into as of 2015, by
and between the Municipal Water District of Orange County ("MWDOC") and
1. City of Anaheim
2. City of Brea
3. Buena Park
4. East Orange County Water District
5. El Toro Water District
6. Emerald Bay Services District
7. City of Fountain Valley
8. City of Fullerton
9. City of Garden Grove
10. Golden State Water Company
11. City of Huntington Beach
12. Irvine Ranch Water District
13. City of La Habra
14. City of La Palma
15. Laguna Beach County Water District
16. Mesa Water District
17. Moulton Niguel Water District
18. City of Newport Beach
19. City of Orange
20. City of San Clemente
21. City of San Juan Capistrano
22. City of Santa Ana
23. Santa Margarita Water District
24. City of Seal Beach
25. Serrano Water District
26. South Coast Water District
27. City of Tustin
28. Trabuco Canyon Water District
29. City of Westminster
30 . Yorba Linda Water District
(collectively "Participating Agencies" and individually "Participating Agency").
MWDOC and Participating Agency may be collectively referred to as "Parties" and
individually as a "Party."
RECITALS
A. MWDOC offers its member agencies ("Member Agencies") the benefits of certain
programs called choice services, which are services that MWDOC makes
available to Member Agencies that they may elect to participate in or not
("Choice Services").
1
28057 .00001\21505995 .1 Attachment 1
Cost Sharing Agreement
B. If Member Agencies elect to receive Choice Services, they execute a cost
sharing agreement with MWDOC that sets forth the terms and conditions for
such Choice Services.
C. The cost sharing component that MWDOC offers allows Member Agencies to
obtain economies of scale and save money on such Choice Services.
D . MWDOC has entered into a professional services agreement with Water
Systems Optimization, Inc. ("WSO") for WSO to provide water loss control
technical assistance to Member Agencies ("Consultant Agreement").
E. The water loss control technical assistance involves five tasks, which include
project administration and progress reporting, technical assistance for the
preparation of distribution system water audits, component analysis-volume
and value of real and apparent losses, location and quantification of leaks, and
final report preparation ("WSO Services").
F . Participating Agencies may select tasks from the WSO Services that they want to
receive and the selected tasks will be described for each Participating Agency in
in Exhibit A to this Agreement. For clarity, Exhibit A includes a separate
attachment for each Participating Agency that includes the selected tasks, total
required payments and costs, and any additional information and requirements
that are specific to each Participating Agency.
G . In addition to the WSO Services as part of the Choice Services, WSO will also
assist MWDOC with establishing an Orange County Water Loss Control
Committee for the benefit of the Member Agencies. This service is part of
MWDOC's Core Services and is not included in this Agreement.
H. The Parties desire to enter into this Agreement whereby MWDOC will provide
project management and coordination assistance and the Participating Agencies
will pay MWDOC the cost to receive the WSO Services that each Participating
Agency elects to receive.
TERMS
1. Administration of Consultant Agreement
1 .1 MWDOC will provide project management assistance in regards to the
WSO Services, which includes working closely with and managing WSO
to ensure compliance with the WSO Agreement, facilitating interactions
between the Participating Agencies and WSO, and communicating
regularly with the Participating Agencies regarding the WSO Services as
needed.
1.2 MWDOC shall make payments to the Consultant on a time and materials
basis per the terms of the Consultant Agreement. A copy of the
Consultant Agreement is attached as Exhibit B.
2805 7 . 00001 \21505995.1 2
Cost Sharing Agreement
1.3 Each Participating Agency shall provide all documents, information and
assistance requested by the Consultant during the performance of the
Consultant Agreement.
1.4 Exhibit A is incorporated into this Agreement by reference and includes a
separate attachment for each Participating Agency that includes the
selected tasks, total required payments and costs, and any additional
information and requirements that are specific to each Participating
Agency.
1.5 Exhibit A may be updated as Member Agencies execute this Agreement
and become Participating Agencies or pursuant to mutual agreement
between a respective Participating Agency and MWODC.
2. Cost Sharing by Participating Agencies .
2.1 MWDOC shall:
2.1.1 Collect from each Participating Agency upon execution of this Agreement
the amount indicated in Exhibit A that is specific to each Participating
Agency, which is the total cost of the selected WSO Services for each
Participating Agency.
2.1.2 Inform the Participating Agency or Agencies of any proposed extra work
under the Consultant Agreement that would result in an increase in the
payments under this Agreement. MWDOC and the Participating Agency
or Agencies must both approve such extra work before MWDOC will notify
Consultant to proceed with the work.
2.1.3 Prepare a final accounting and either distribute any remaining funds
collected from Participating Agencies back to the Participating Agencies
consistent with the amounts in Exhibit A or issue a final bill to the
Participating Agencies where there are funds due.
2.2 Participating Agencies shall:
2.2.1 Pay to MWDOC upon execution of this Agreement the full amount
indicated in Exhibit A that is specific to each respective Participating
Agency.
2.2.2 Pay to MWDOC, upon approval of any extra work under the Consultant
Agreement, the full amount owed for any extra approved work.
Participating Agencies shall bear all costs associated with extra work they
approves.
3. Accounting
28057.00001\21505995.1 3
Cost Sharing Agreement
Upon request of Participating Agencies, MWDOC will provide copies of the
Consultant's invoices and MWDOC's payment records .
4. Independent Contractor
The Consultant is not a party to this Agreement and is not an employee or
agent of MWDOC or any of the Participating Agencies, either as a result of
this Agreement or as a result of the Consultant Agreement between MWDOC
and the Consultant. The Consultant is an independent contractor to
MWDOC.
5. Warranty and Indemnification
6. Notice
MWDOC shall use its best efforts in administering the Consultant Agreement,
but makes no representations, guarantees or warranties to the Participating
Agencies as to the quality or timeliness of work product provided by the
Consultant pursuant to the Consultant Agreement. The Participating
Agencies agree to indemnify MWDOC, its directors, officers, employees and
agents against, and will hold and save them harmless from, any and all
actions, claims, penalties, obligations or liabilities, in law or in equity, of every
kind or nature whatsoever, that may be asserted or claimed by any person,
firm, entity, corporation, political subdivision or other organization arising out
of or in any manner directly or indirectly connected with the Consultant
Agreement or WSO Services provided for the benefit of the Participating
Agencies.
Section VII of the Consultant Agreement requires WSO to indemnify and
defend MWDOC and its Member Agencies in accordance with the terms set
forth therein. The Participating Agencies, as Member Agencies of MWDOC,
are third party beneficiaries of such indemnity obligations and MWDOC will
cooperate with the Participating Agencies to enforce such indemnity
obligations of WSO.
Any notice or communication required to be given under this Agreement shall
be in writing and effective when deposited, first class postage prepaid, with
the United States Postal Service addressed to the contracting Parties as
follows:
Notices to Parties
If to :
1 . MWDOC Robert J. Hunter, General Manager
Municipal Water District of Orange County
18700 Ward St.
28057.00001\21505995 .1 4
Cost Sharing Agreement
P.O . Box 20895
Fountain Valley, CA 92728
2. City of Anaheim Paul Emery, City Manager
City of Anaheim
City Hall East, 200 S. Anaheim Blvd .
Anaheim, CA 92805
3. City of Brea Tom O'Donnell, City Manager
City of Brea
1 Civic Center Circle
Brea , CA 92821
4. City of Buena Park Rick Warsinski, City Manager
City of Buena Park
6650 Beach Blvd .
Buena Park , CA 90622
5. East Orange County Water Lisa Ohlund, General Manager
District East Orange County Water District
185 N. McPherson Rd .
Orange, CA 92869
6 . El Toro Water District Robert Hill, General Manager
El Toro Water District
P.O . Box 4000
Laguna Hills, CA 92654
7 . Emerald Bay Services Mike Dunbar, General Manager
District Emerald Bay Services District
600 Emerald Bay
Laguna Beach, CA 92651
8. City of Fountain Valley Bob Hall, City Manager
City of Fountain Valley
10200 Slater Avenue
Fountain Valley, CA 92708
9. City of Fullerton Donald Hoppe, Director of Engineering
City of Fullerton
303 W. Commonwealth Avenue
Fullerton, CA 92832-1775
10. City of Garden Grove Matthew Fertal, City Manager
City of Garden Grove
P.O. Box 3070
Garden Grove, CA 92842
11. Golden State Water Ken Vecchiarelli, P.E.
Company Orange County District Manager
Golden State Water Company
1920 W. Corporate Way
Anaheim, CA 92801
12. City of Huntington Beach Fred Wilson, City Manager
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
13. Irvine Ranch Water District Paul Cook, General Manager
Irvine Ranch Water District
P.O . Box 57000
Irvine, CA 92619-7000
14. City of La Habra Don Hannah, City Manager
28057 .00001121505995 .1 5
Cost Sharing Agreement
City of La Habra
P.O. Box 337
La Habra, CA 90633-0337
15. City of La Palma Dominic Lazzaretto, City Manager
City of La Palma
7822 Walker Street
La Palma, CA 90623
16. Laguna Beach County Renae Hinchey, General Manager
Water District Laguna Beach County Water District
P.O. Box 987
Laguna Beach , CA 92652
17. Mesa Water District Paul Shoenberger, General Manager
Mesa Water District
1965 Placentia Avenue
Costa Mesa, CA 92627-3420
18. Moulton Niguel Water Joone Lopez, General Manager
District Moulton Niguel Water District
27500 La Paz Road
P.O. Box 30203
Laguna Niguel, CA 92607-0203
19. City of Newport Beach Dave Kiff, City Manager
City of Newport Beach
P.O. Box 1768
Newport Beach, CA 92663
20. City of Orange John Sibley, City Manager
City of Orange
P.O. Box 449
Orange, CA 92866
21 . City of San Clemente James Makshanoff, City Manager
City of San Clemente
100 Avenida Presidio
San Clemente, CA 92672
22. City of San Juan Capistrano Keith Till, Interim City Manager
City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
23. City of Santa Ana David Ream, City Manager
City of Santa Ana
P.O. Box 1988, M-24
Santa Ana, CA 92702
24. Santa Margarita Water Dan Ferons, General Manager
District Santa Margarita Water District
P.O. Box 7005
Mission Viejo, CA 92690
25. City of Seal Beach Jill R. Ingram, City Manager
City of Seal Beach
211 81h Street
Seal Beach, CA 90740
26. Serrano Water District Jerry Vilander , General Manager
Serrano Water District
18021 Lincoln Street
Villa Park , CA 92861-6446
28057.00001\21505995.1 6
Cost Sharing Agreement
27. South Coast Water District Andrew Brunhart, General Manager
South Coast Water District
31592 West Street
Laguna Beach, CA 92651
28. City of Tustin Jeffrey Parker, City Manager
City of Tustin
300 Centennial Way
Tustin , CA 92780
29. Trabuco Canyon Water Hector Ruiz, General Manager
District Trabuco Canyon Water District
32003 Dove Canyon Drive
Trabuco Canyon, CA 92679
30. City of Westminster Eddie Manfre, City Manager
City of Westminster
8200 Westminster Blvd.
Westminster, CA 92683
31. Yorba Linda Water District Marc Marcantonio, General Manager
Yorba Linda Water District
1717 E. Miraloma
Placentia, CA 92870
7. Jurisdiction and Venue
In all matters concerning the validity, interpretation, performance, or effect of
this Agreement, the laws of the State of California shall govern and be
applicable. The Parties hereby agree and consent to the exclusive
jurisdiction of the courts of the State of California and that venue of any action
brought hereunder shall be in Orange County, California.
8. Counterparts and Facsimile
This Agreement may be executed by the Parties in counterparts, which
counterparts shall be construed together and have the same effect as if all the
Parties had executed the same instrument. Counterpart signatures may be
transmitted by facsimile, email, or other electronic means and have the same
force and effect as if they were original signatures. All parties have
participated in the drafting of this Agreement.
9. Joint Drafting
All parties have participated in the drafting of this Agreement. The Agreement
may be signed in counterpart to facilitate processing.
10. Severability
If any provision of this Agreement shall be held illegal, invalid, or
unenforceable, in whole or in part, the legality, validity, and enforceability of
the remaining provisions shall not be affected thereby.
28057' 00001 \21505995 . 1 7
Cost Sharing Agreement
11 . Entire Agreement
This Agreement contains the entire agreement of the Parties relating to the
subject matter hereof; and the Parties have made no agreements,
representations, or warranties, either written or oral, relating to the subject
matter hereof that are not set forth herein. Except as provided herein, this
Agreement may not be modified or altered without prior written approval from
both parties.
IN WITNESS WHEREOF, the Parties have hereunto affixed their names as of the
day and year thereinafter written, which shall be and is the effective date of This
Agreement.
28057.00001\21505995.1 8
Choice Program Water Loss Control Agreement-DRAFT 10-27-15
Execution of Agreement by Parties
1. MWDOC
Date
By:
Robert J. Hunter, General Manager
Municipal Water District of Orange County
Approved as to Form :
Date
By:
Joseph Byrne
General Counsel
2. City of Anaheim
Date
By:
Paul Emery, City Manager
City of Anaheim
Approved as to Form:
Date
By:
City Attorney
3. City of Brea
Date
By:
Bill Gallardo, City Manager
City of Brea
Approved as to Form:
Date
9
28057 .00001\21505995 .1
Cost Sharing Agreement
By:
City Attorney
4. City of Buena Park Date
By:
James Vanderpool, City Manager
City of Buena Park
Approved as to Form:
Date
By:
City Attorney
5 . East Orange County
Water District Date
By:
Lisa Ohlund, General Manager
East Orange County Water District
Approved as to Form:
Date
By:
General Counsel
6. El Toro Water District
Date
By:
Robert Hill, General Manager
El Toro Water District
Approved as to Form:
Date
By:
28057.00001\21505995.1 10
Cost Sharing Agreement
General Counsel
7 . Emerald Bay Date
Services District
By:
Mike Dunbar, General Manager
Approved as to Form:
Date
By:
General Counsel
8. City of Fountain
Valley Date
By:
Bob Hall, City Manager
City of Fountain Valley
Approved as to Form :
Harper & Burns LLP
Date
By:
Collin Burns
Arrorneys for the City
9. City of Fullerton Date
By:
Donald Hoppe, Director of Engineering
City of Fullerton
Approved as to Form:
Date
By:
City Attorney
10. City of Garden Grove
Date
By:
28057.00001\21505995 .1 11
Cost Sharing Agreement
Scott C Stiles, City Manager
City of Garden Grove
Approved as to Form:
Date
By:
City Attorney
11. Golden State Water Date
Company
By:
12. City of Huntington
Beach Date
By :
Fred Wilson, City Manager
City of Huntington Beach
Approved as to Form:
Date
By :
City Attorney
13. Irvine Ranch Water Date
District
By:
Paul Cook, General Manager
Irvine Ranch Water District
Approved as to Form:
Date
By:
General Counsel
14. City of La Habra Date
By:
28057 .00001\21505995 .1 12
Cost Sharing Agreement
Jim Sadro, City Manager
City of La Habra
Approved as to Form:
Date
By:
City Attorney
15. City of La Palma
Date
By:
Ellen Volmert, City Manager
City of La Palma
Approved as to Form :
Date
By:
City Attorney
16. Laguna Beach
County Water District Date
By:
Renae Hinchey, General Manager
Laguna Beach County Water District
Approved as to Form :
Date
By:
General Counsel
17. Mesa Water District Date
By:
Paul Shoenberger, General Manager
Mesa Water District
Approved as to Form:
28057.00001\21505995 .1 13
Cost Sharing Agreement
Date
By:
General Counsel
18. Moulton Niguel Water
District Date
By:
Joone Lopez, General Manager
Moulton Niguel Water District
Approved as to Form:
Date
By:
General Counsel
19. City of Newport
Beach Date
By:
Dave Kiff, City Manager
City of Newport Beach
Approved as to Form :
Date
By :
City Attorney
20. City of Orange
Date
By:
Rick Otto, City Manager
City of Orange
Approved as to Form :
Date
By:
28057.00001\21505995 .1 14
Cost Sharing Agreement
City Attorney
21. City of San Clemente
Date
By:
James Makshanoff, City Manager
City of San Clemente
Approved as to Form :
Date
By:
City Attorney
22. City of San Juan Date
Capistrano
By:
Keith Till, Interim City Manager
City of San Juan Capistrano
Approved as to Form :
Date
By:
City Attorney
23. C ity of Santa Ana
Date
By:
David Cavazos, City Manager
City of Santa Ana
Approved as to Form:
Date
By:
City Attorney
28057.00001\21505995 .1 15
Cost Sharing Agreement
24. Santa Margarita
Water District Date
By:
Dan Ferons, General Manager
Santa Margarita Water District
Approved as to Form :
Date
By:
General Counsel
25. City of Seal Beach
Date
By :
Jill R. Ingram , City Manager
City of Seal Beach
Approved as to Form:
Date
By:
City Attorney
26 . Serrano Water
District Date
By:
Jerry Vilander, General Manager
Serrano Water District
Approved as to Form:
Date
By:
General Counsel
27. South Coast Water
28057.00001 \21505995 . 1 16
Cost Sharing Agreement
District Date
By:
Andrew Brunhart, General Manager
South Coast Water District
Approved as to Form:
Date
By:
Art Kidman
28. City of Tustin
Date
By:
Jeffrey Parker, City Manager
City of Tustin
Approved as to Form:
Date
By:
City Attorney
29. Trabuco Canyon
Water District Date
By:
Hector Ruiz, General Manager
Trabuco Canyon Water District
Approved as to Form :
Date
By:
City Attorney
28057.00001\21505995.1 17
Cost Sharing Agreement
30. City of Westminster
Date
By:
Eddie Manfre, City Manager
City of Westminster
Approved as to Form:
Date
By:
City Attorney
31. Yorba Linda Water
District Date
By:
Marc Marcantonio, General Manager
Yorba Linda Water District
Approved as to Form :
Date
By:
General Counsel
28057.00001\21505995.1 18
Choice Program Water Loss Control Agreement-DRAFT 10-27-15
19
28057.00001 \21505995.1
Scope of Work/Services-
Each water agency's water loss profile is unique: some systems have significant opportunities to reduce
losses while others are operating without much room for improvement. Having confidence in the use of
the AWWA water audit and the data that informs the non-revenue water assessment is a critical step in
identifying where there are the best water loss control opportunities for MWDOC member agencies.
The following tasks are designed to provide a framework for progressive technical assistance to MWDOC
member agencies and allows agencies to access any level of technical assistance they desire depending
on their needs and familiarity with the AWWA water audit methodology.
Task 1-Water Loss Control Committee Coordination, Project Administration & Reporting
Task la-Water Loss Control Committee Coordination
The first step will be to form the OC Water Loss Control Committee (WLCC) comprised of MWDOC staff
and member agency staff. The WLCC's first meeting will feature several key items for discussion: the
WLCC's purpose, vision, and goal outcomes will be discussed and decided. WSO together with MWDOC
will lead the WLCC meetings, provide technical input, schedule the meetings, prepare meeting agendas,
steer the WLCC toward goal outcomes, share background information and additional resources, prepare
meeting notes and keep track of action items identified during these meetings. Figure 1 presents a
summary of participants and activity we expect for the WLCC. WSO will also establish a cloud based
WLCC data hub, where participants will have access to all materials developed and shared within the
WLCC.
ORANGE COUNTY WATER LOSS CONTROL COMMITTEE
participants
.·····•···· ... ··· ··· ... . . . .
, ............ .
...... · ....... ····-·· .. . .
,..···· PARTICI-•• ...... . . : wso : . . ................... MWDOC ·· • PATING •· . . . . . . . ·· ............ ·· ··... ..· ..............
agenda ; discussion and consensus tracking &reporting
items on purpose, visions & of technical
•.
goals assistance program
progress
program start
meetings to confer on
water audit experiences,
challenges, and best
practices
Figure 1: Summary of WLCC Activity
Task la & b-Project Administration and Reporting
'., AGENCIES , • .. .. ···········
meetings to share
findings, next steps,
and evaluations of
program
effectiveness
. .
program completion
In addition to leading and coordinating the WLCC, WSO will provide typical project management services
such as: monthly progress reports summarizing work completed by agency and by task, monthly invoices
summarizing time and materials spent by agency and by task, tracking of budget and hours spent on the
project by agency and by task, and all necessary scheduling for the technical assistance portion of this
project.
Water Loss Control Committee Coordination, Project Administration & Reporting
deliverables:
Exhibit A
1. Water Loss Control Committee Meetings (six meetings)
2. Monthly progress reports summarizing services provided by participating agency and task
3. Monthly invoices with time spend and fees charges tabulated by participating agency and task
Task 2-Technical Assistance for Preparation of "Top Down" Water Audits
In order to achieve the desired outcomes of Task 2 the following approach is suggested:
Identification of Agency Lead: The first step will be to identify/appoint a project lead from each
participating member agency. That person will be the point person for all activities related to Task 2 and
all communication between WSO and the member agency will be through the agencies project lead.
Data Collection Tracking Sheet: WSO will develop and distribute to each participating agency an online
data collection tracking sheet, where all data necessary for the completion of the AWWA water audit
software is identified. This data collection tracking sheet will also serve to identify and document the key
agency stakeholders providing the water audit data.
Q&A Phone Call Around Data Collection: WSO will then follow up with a phone call to each agency lead
to discuss the data collection exercise and to answer any questions that might exist around what data is
needed.
Web-Meeting to Review Audit Data and Populate AWWA Audit Software: Once all the water audit
data has been collected by the agency and/or missing data has been identified a web-meeting will be
organized and WSO together with the agency will walk through each volume of the audit software,
documenting and discussing sources of data and areas of concern.
Provide Recommendations for Data Validation Improvements: Equipped with a thorough introduction
to the water agency's initial water balance, WSO will follow up with suggested investigations and
provide recommendations for methods and techniques to improve the validity of each water audit
component (where applicable).
Web-Meeting for Final Review & Final Documentation: The next step is to schedule another web-
meeting to review and discuss any data updates/improvements made by the agency since the last call.
After understanding the final status of data source and quality, WSO will work with the agency to finalize
the water balance, appropriately assign each data validity score in the audit software, and document
improvements. A key component of this final web-meeting with the agency will be the development of
key performance indicators for the agency and coaching in how to best interpret them and
communicate them to the public, press and elected officials etc.
Each agency will have at least six points of interaction with WSO throughout the process of preparing
the agencies water balance.
Top Down Water Audit deliverables:
1. an initial water balance with appropriately assigned data validity scores,
2. customized recommendations for data quality improvements,
3. water loss performance indicators and coaching in how to interpret and present them, and
4. a solid understanding and proficiency in using the AWWA free water audit software.
Task 3-Component Analysis: Volume of Real and Apparent losses
WSO is uniquely equipped to advise MWDOC member agencies on how to conduct a component
analysis of real and apparent losses. WSO recently developed the only freely available software model
2
for component analysis in North America {the model development was financed by the Water Research
Foundation and EPA). Task 3 will be implemented via phone, email and web-meetings.
Task 3-A: COMPONENT ANALYSIS OF REAL LOSSES
Using an annuai"Breaks and Background Estimates" (BABE) model (also known as a real loss component
analysis), WSO will assist the member agencies to separate the leak and break volumes of real loss into
the following categories: background losses, reported leakage, and unreported leakage (see Figure 2).
Understanding how the Real Loss volume breaks down into these different components is critical in
developing intervention strategies to reduce Real Losses. Three distinct interventions are evaluated,
given the real loss profile breakdown. First, improvement in location and repair of both reported and
discovered unreported leaks will be evaluated based on the failure repair data collected for this analysis.
Second, we can use the component analysis to determine how much unreported leakage could be
recovered through additional proactive leak detection. Third, the component analysis also allows for
modeling the effect a change in system pressure will have on the volume of real losses and its
subcomponents.
In the process of assisting the member agencies in collecting and reviewing the failure repair data
necessary for the component analysis, WSO will help member agencies enhance the standard leak repair
data collection practices and protocols to improve future component analysis and Economic Level of
Leakage results.
surface
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traditional acoustic equipment. usilg traditional acoustic equipment. or utility workers.
Tools Tools Tools
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• Main and service replacement • Main and service replacement • Main and service replacement
• Reduction in the number of joints en:! fittings • Reduction in the number of joints and fittings • Optimized repair time
• Proactive Leak Detection
Figure 2: Real Loss Components 1
Determination of Background Leakage
WSO together with the member agencies will review infrastructure data to determine the volume of
background leakage throughout the system. This involves some amount of sensitivity analysis given the
system's infrastructure components, system age, operational characteristics and operating pressure.
WSO will provide training in determining background leakage volumes and provide recommendations
(where applicable) on data improvements.
Determination of Reported Leakage
1 Graphic courtesy of Water Research Foundation, as featured in "Advances in Water Research", July-September
2014; Volume 24, Number 3.
3
WSO will provide the member agencies with a detailed failure data request list and together with the
agencies will review all documentation of reported failures for the audit period. Validating the runtimes
of each failure instance and estimating flow rates will then culminate in calculation of water loss
attributed to reported leakage.
Determination of Unreported Leakage
WSO will review any leak detection activity that occurred during the audit period. If applicable, we will
validate the runtimes of each failure instance and estimate flow rates to calculate the water loss
attributed to unreported leakage.
Evaluation of Economic Intervention Strategies
Utilizing the WRF component analysis model WSO will evaluate together with the member agencies
economic intervention strategies for real loss reduction via leak detection, pressure management and
improved leak repair times. For each member agency a specific set recommended intervention
strategies will be developed.
Real Loss Component Analysis Deliverables:
Real Loss Components Volume Determination and Economic Evaluation :
1. Identify the volumes of each type of real losses: background leakage, unreported leakage, and
reported leakage.
2. Quantify the volume of hidden leakage, the volume of unreported leakage that continues
uninterrupted throughout the system that could be recovered through leak detection.
3. Quantify the volume of leakage currently lost through reported and unreported leaks that were
addressed by the agency during the audit period
4. Break frequency analysis and comparison to national and international data sets and
benchmarks
5. Identification of real loss intervention strategies
Real Loss Tracking and Process Review:
1. Review of leak repair data to evaluate efficiency of leak repair response times
2. Data review and validation of the following information: leak repair database information and
data handling and collection process, leak detection program results, average system pressure
and infrastructure condition
3. Provide guidelines on leak repair data collection to meet current industry best practices
4. Training in real loss component analysis
Task 3-8: COMPONENT ANALYSIS OF APPARENT LOSSES
Identify and Review Existing Data
WSO will provide a list of data required for a component analysis of apparent losses so its
subcomponents (meter inaccuracies, systematic data handling errors and unauthorized consumption)
can be quantified for each participating member agency. Since the majority of apparent losses usually is
caused by customer meter under registration WSO will review together with the member agencies any
available meter test data. If no test data is available WSO will provide the member agencies with
recommendations for random meter testing of small customer meters (2inch and smaller).
Review of Current Large Meter Testing
4
This stage of the apparent loss analysis involves assessing the appropriate testing and/or overhaul
procedures for the member agency's large meter stock. WSO will provide recommendations (where
feasible) to enhance the member agency's large meter testing program to incorporate considerations
around consumption and revenue opportunities, improving overall cost-effectiveness.
Total Apparent Loss Determination
Based on the available data for small and large meter tests, WSO will assist the participating member
agencies in determining the volume attributed to meter under-registration for audit period. In parallel,
WSO will assist the participating member agencies in determining the apparent loss volumes attributed
to data handling errors and unauthorized consumption (this will involve a review of any documentation
and/or assessment of appropriate estimations to apply and a review of the meter reading and bill
procedure currently in place).
Apparent Loss Component Analysis Deliverables:
1. Validation of all apparent loss volumes: small meter under-registration, large meter under-
registration, unauthorized consumption, and data handling errors.
2. Recommendations for better testing procedures, data handling and management, and
monitoring of unauthorized consumption.
3. High Level Evaluation of Apparent Losses vs Apparent Loss Control Strategies.
Task 4-Locate and Quantify Leakage
It is standard best practice for WSO to undertake detailed leak detection surveys for our clients, where
every available hydrant, select valves and every service connection is sounded for leak noise. We
therefore suggest the following methodology:
Leak Detection Methodology
WSO will adopt the following procedures for the comprehensive leak detection survey:
WSO will organize a kick-off meeting for each participating member agency to discuss the suggested
project approach, review available mapping information and any activities by the member agency with
regards to leak detection and repair. At this meeting WSO will provide the member agency staff with a
detailed work plan and project schedule, discuss the plan and make changes to the plan if necessary
based on feedback from member agency staff. Requirements for traffic control will be discussed with
the member agency as well.
A comprehensive survey will then be undertaken by making physical contact with each hydrant, select
valves and each customer service connection. Sonic leak sound amplification instruments will be used.
These instruments are specifically designed for this purpose and have a transducer rated at a minimum
sensitivity of 1.5 VG (volt per "G") or greater.
When normal contact points are not available or cannot be created within a reasonable distance, sonic
ground listening devices will be used by making physical ground contact at intervals no greater than 6
feet directly over the pipe. If excessive ambient noise precludes the effectiveness of the ground
listening device in an area during daytime hours then this portion of the network will be scheduled for
survey during night-time hours. These situations will be pre-approved with the member agency before
any survey during night-time hours is undertaken. Sonic ground listening instruments will only be used
when ground cover is pavement, concrete or similar hard surface.
5
When ground cover is not a hard surface, probe rods will be used at 10 feet intervals when normal
contact pints are not available. A sound amplification instrument with 1.5 VG (volts per "G") or greater
transducer minimum output will be used on probe rods. Probe rods will be driven into the ground a
minimum of 6" directly over the pipe when ground conditions allow.
A detailed report of decibel levels at suspected leak sound locations and observations will be compiled
during the survey for reinvestigation and possible pinpointing at a later time. This reinvestigation is to
increase the efficiency of the survey and should eliminate correlating on most false leak sounds.
All indications of leaks found during survey will be verified a second time, after which the leak will be
pinpointed with a computer-based leak sound correlator when possible. Pinpointing leak locations
through interpretation of sound intensity, either by ear, decibel metering, or other like methods, will not
to be used when contact points are available for use with a computer-based leak sound correlator.
The survey equipment used will not normally require valves to be operated during surveying and
pinpointing. However, on occasion, services or valves may require operation to eliminate service
connection draw noises or to change velocity noise. If required, any appurtenance operation will need
to be performed by member agency personnel only.
WSO will prepare a list of appurtenances that need to be operated by member agency staff for
verification or pinpointing of a leak on a weekly base. The following week member agency staff
together with WSO's leak detection specialist will operate the requested appurtenances and the leak
will be validated and pinpointed.
The correlator equipment that will be used will have the capability of prompting the operator to input
the variables when different pipe sizes and/or pipe materials are encountered in the same span to be
investigated. The correlators have the capability of correlating up to at least four various pipe sizes and
types at one time in a given span.
WSO will provide the leak reports for any leaks that are pinpointed on a weekly basis. The leak report
sheets will be customized to meet member agency's needs and will contain a photo showing the leak
location, X-V GPS coordinates, satellite photo with location of leak, details of the type of leak found,
estimated leak flow rate in gallons per minute, leak classification and prioritization, equipment and
technique used to locate the leak. Pinpointed leaks will be marked on the asphalt in accordance with
member agency's requirements. The leak report sheets can be customized to meet the member
agency's needs (see APPENDIX D for Example).
Each of the leak detection specialists is equipped with a Smart Phone or Android Tablet to catalog each
leak found in the field. WSO has developed a software module that interacts with WSO's online Water
Loss Tracking sheet in Google Docs to insure that the member agency has online access to the leak
detection survey progress and results. This tool has been designed to provide a more efficient way of
sharing project progress and leak detection results with our clients. This will allow the member agency's
project manager and any stakeholders to easily keep track of the project progress. Figure 3 and Figure 4
show screenshots from the project management tool used for the leak detection project completed for
the Puerto Rican Aqueduct and Sewer Authority in 2013. WSO will customize the online progress-
monitoring tool for the member agency-if available pipe age information should be included as well.
The online tracking tool will also provide the electronic copies of all leak reports.
If especially large leaks or other interesting events occur, the technicians will be able to use the tablet to
take photos or video that can be quickly shared with the project team.
6
At the end of each week WSO will submit a weekly summary of miles surveyed, project status and
estimated completion, number and type of leaks detected. In addition WSO will update the member
agency weekly on the routing plan and list of requested appurtenances to be operated by the member
agency for final leak verification (if needed).
Whenever the member agency repairs any of the leaks detected by WSO prior to completion of the field
work, WSO will re-survey that section of the system, to be sure no very quiet leaks are missed due to an
over powering noisy leak sound.
All WSO field personnel will be provided with all necessary leak detection instruments, equipment and
tools to complete the survey and leak pinpointing.
All best efforts will be made to pinpoint all existing leaks.
PRASA Leak Detection Services Tracking
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Figure 4: Screen Shot from Water Loss Project Monitoring Tool: Leak List
Locate and Quantify Leakage Task 4 deliverables:
WSO will provide a Final Report within thirty (30) working days from the end of field work. The Final
Report will include:
1. Executive Summary shall include footage covered, approximate GPD loss, types of leaks found,
quantity of leaks found and remarks recommending improvements that may be made to
7
improve the water loss performance of the distribution system and future leak detection
activities and cost benefit analysis of leak detection project.
2. Summary of theft instances discovered and summary of missing infrastructure information
discovered.
3. Survey Review explaining the procedures and methods used during the study.
4. WSO will analyze the leak detection results and in combination with the result of the most
recent water audit prepared by the member agency in order to provide adequate
recommendations for follow up testing and to update recommendations for the member
agency's water loss control strategies. The final report will also compare the water loss baseline
before leak detection and repair and provide an estimation of water loss savings achieved
through the proactive leak detection program .
Task 5-Report Preparation
WSO will prepare individual reports for each agency. A draft report will be prepared for review and
comment by each agency. The reports shall document the entire project and the outcomes for each
agency by task. The reports will include but not be limited to:
• A summary of work performed and methods used
• Water Loss Control outcomes, appropriate interpretation and use of results
• Recommendations for data collection, data management and data storage
• Challenges encountered and lessons learned
• Recommended action items and tasks for subsequent years.
Three (3) bound hardcopies of the final report shall be submitted and an electronic version of the final
report in PDF format.
TEAM -WSO Organizational Structure
WSO has an established team of water loss control experts. The company is organized as displayed in
Figure 5. WSO has an office in San Francisco, CA and Nashville TN.
Location
~
Stephen Preston
Pri nci pal
~ ~
Reinhard Sturm
Chief Op erations Offi cer
Pau l John son
VP Nas hvi ll e Office
~
Kris Williams
Project Manager
"'--.____/
Kate Gasne r
Director of Wa t e r & Energy
Efficiency
~
~
~~
Lucy Andrews William Elman Roy Benjamin
Project Manager Project Manager Project Manage r
'---"' '-...,____./ ~
Team of 7 Field Technicians & Leak Detection
Speci alists
Figure 5: WSO Organizational Chart
8
Kevin Burgers
Project Manager
~
The WSO team will be performing work from the San Francisco office, located at 290 Division St. Suite
311, San Francisco, CA, 94103.
SCHEDULE
Table 1 outlines the estimated timing for each ofthe tasks for MWDOC's Water Loss Control Program.
WSO hereby assures sufficient capacity for delivery of the outlined scope of work by the schedule
provided.
2015 2016
TASK PROGRAM ELEMENT t.rpt d01dlln•
Q4 Ql Q2 Q3 Q4
PROJECT ADMINISTRATION setup WLCC early, • --------··················································• & WLCC COORDINATION ongoing admln
2 TECHNICAL ASSISTANCE April2016 I
3 COMPONENT ANALYSIS October 2016 t~------~--------~· I
4 LEAK DETECTION October 2016
5 REPORT PREPARATION December 2016 •
Table 1: Estimated Schedule for Completion of MWDOC Water Loss Control Program
DETAILED BUDGET AND SUPPORTING DOCUMENTATION
The following tables detail the hours for WSO staff members, for each task in the MWDOC Water Loss
Control program. All tasks are presented on a per agency basis.
As required, we present two cost scenarios for tasks 2, 3 and 5: a low cost scenario and a high cost
scenario. Each utility has unique data protocols and data quality; some are much more "validation-
ready" (they have complete and accessible data documentation for each volume) than others. The level
of complexity for each analysis can vary widely depending on the utility's setup. As such, the low cost
scenario describes each task cost for a straight-forward analysis with a "validation-ready" utility; the
high cost scenario describes each task cost where there is higher complexity and more data integrity
investigations required. Table 2 outlines the low and high cost range for Tasks 2, 3, and 5. Please note
that we have included a number of trips in Task 1 to attend and help facilitate the Water Loss Control
Committee meetings.
9
Table 2: Low and High Cost Range for Water Loss Program Services
(Revised following the Board Meeting)
Tasks: WSO Estimated Cost Range
Low High
Water Loss Control Committee (Core activity to be $32,200
funded by MWDOC)
Task 1 -Project Administration and Progress $1,672
Reporting
Task 2 -Technical Assistance for Preparation of $3,560 $6,620
"Top-Down" Distribution System Water Audits 22 hrs. 40 hrs.
Task 3-Component Analysis: Volume and Value $17,600 $29,700
of Real and Apparent Losses 112 hrs. 192 hrs.
Task 4-Locate and Quantify Leaks 25 -50 miles = $400/mile
50 -100 miles = $350/mile
101 + miles = $300/mile
Task 5-Report Preparation $4,200 $8,400
30 hrs. 60 hrs.
Note: Tasks 1 - 5 are Choice activities agencies can pick and choose from as needed .
6. Consultant Representative: Reinhard Sturm
10