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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 ·~· •• ~ 0 ·-~· • .~ D·~· •• ~ q ·"!· •• ~ q ·"!· .. ~ "·~· •• Do 0 ·~· •• ~ "·"!· • ,.o () ·'!· •• g. () -·~· .~ 0 ~"!_· • ,o ~~~·.J ~ ~ 1:. ~ .~ ~ -"-~ "'=' t: -•, .G - Background Leakage Unreported Leakage Reported Leakage Unreported and un-detectable using Often does not surface but is detectable Often surfaces and is reported by public traditional acoustic equipment. usilg traditional acoustic equipment. or utility workers. Tools Tools Tools • Pressure Reduction • Pressure Reduction • Pressure Reckiction • 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 File Edit View Insert Format Data Tools Form (0) Help All changes saved in Drive oBo or-,..,. 7' I % 123 • At1al -10 • D I -5-.e.. . ~. . EE • 6 A B c D < • F . 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PIII&Me31 "'"" ........ 513112013 131 5 6 CM197 Meier FkMing Cliff & Dave 1Bd27'23 84n 66d48"39.71w ----MoiiPRoG 513112013 132 10 10 CM197 S81'Vice FkMing OHI & Dave 1Bd27'28 38n eed48'39.74w __ ... ,01 81112013 133 3 3 CM33 Moler FkMing Cliff a Dave 19d21ro8 78n 66d46'1287w ___ ., 81112013 134 5 5 AR193 SeN ice FI<Ming Cfiff a Dave 1Bd28"30.1Mn elld410048w -... -~-11$-2 11'112013 135 3 3 AR193 SON lee Flowing CIHf & Dave 1Bd26'42 52n 1!6d410043w .... _ ... "_' 11'112013 136 10 10 AR193 M~n FI<Ming Oiff & Dave NA NA '"""_ .. _,_ .. _, 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