SR-502-006 (3)
EPWM:CP:BJ/CommunityPartnersMedicalFacilityProgram.doc
Council Meeting: September 9, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Modification of Contract With Community Partners for the
Implementation of the Medical Facility Water Efficiency Retrofit
Program
INTRODUCTION
This report recommends that City Council authorize the City Manager to amend
Contract #8143 (CCS) with Community Partners to administer the Medical
Facility Water Efficiency Retrofit Program, increasing its contract amount by
$30,000 and extending the contract term to October 31, 2004.
BACKGROUND
Begun in 1989, the City?s water conservation and efficiency programs have
provided incentives to residents and businesses to install ultra low-flow (ULF)
water efficiency devices, including toilets, aerators and showerheads. Following
an extensive review of the City?s existing programs in 2002, staff completed the
Water Efficiency Strategic Plan (Plan). The Plan proposes a variety of new
programs to help the City achieve its adopted goal of 20% reduction in daily
water use by 2010, which is a 2.6 million gallon per day reduction.
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The subject of this staff report is a proposed one-year Medical Facility Water
Efficiency Retrofit Program (Program), which provides the City?s top water
consuming medical facilities, including hospitals, board and care facilities and
medical office buildings, with a comprehensive, turnkey water efficiency program.
DISCUSSION
The City has two hospitals, 19 board and care facilities, and 60 medical office
buildings. These health care institutions consume over 20% of the City?s
commercial water demand. The goal is to involve one hospital (the other hospital
is under construction), 12 board and care facilities and 10 medical office
buildings in this retrofit program. These targets are based on a survey of
facilities in Santa Monica conducted as part of the 2002 Strategic Water Plan
analysis.
The Program is designed as a direct install (DI) opportunity for businesses.
Based on the City?s experience, the DI program is the most cost effective means
of ensuring successful implementation and long-term water savings. Each
participating medical facility receives a free indoor water audit, list of retrofit
recommendations, free water efficient products and normal installations, and
employee training on use of products. The City?s proposed contractor is
responsible for contacting customers, performing water audits, discussing
recommendations, performing minor installations and overseeing major
installations, and providing employee training as needed. Major installations are
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performed by the Bay Saver Program?s certified plumbing contractors, who are
assigned jobs on a rotating basis.
Based upon industry standards for lifetime services of water-efficiency products
to be installed by this program, which ranges from 7 to 25 years, the total water
savings goal is estimated at 1,572 acre-feet or 512,472,000 gallons. This water
savings is estimated at 20.5 million gallons per year (56,160 per day), which is
one-half of one percent of the City?s overall daily water use. Products include
cafeteria faucet pre-rinse spray valves, x-ray water recycling systems, ultra low-
flush toilets, zero water consumption urinals, flow control valves for faucets, and
cooling tower conductivity controllers.
The City has an existing contract with Community Partners, which the Council
authorized on September 10, 2002, to manage the City?s Business Greening
Program, and to raise awareness and increase participation among residents
and businesses in the Sustainable City Program. The contract term lasts through
June 30, 2004.
This staff report proposes to amend the existing contract with Community
Partners in an amount of $30,000 to include an additional scope of services
addressing this new program, which is consistent with community outreach and
sustainable water use services in the existing contract, and moves the City closer
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to its 20% water use reduction goal. It is also proposed that the existing contract
be extended by four months to October 31, 2004.
BUDGET/FINANCIAL IMPACT
The cost to administer the Medical Water Efficiency Retrofit Program is $30,000,
which is included in the Environmental Programs Division FY 2003-04 operating
budget, account 31662.555060. This cost includes all administrative expenses.
In July, 2003, the City Council approved acceptance of a state Proposition 13
grant to fund the purchase and installation of all hardware associated with this
Program.
RECOMMENDATIONS
Staff recommends that City Council authorize the City Manager to modify
Contract #8143 (CCS) with Community Partners for an increase of $30,000 to
administer the Medical Facility Water Efficiency Retrofit Program and to extend
the contract expiration date to October 31, 2004.
Prepared by: Craig Perkins, Director, Environmental and Public Works Management
Brian Johnson, Manager, Environmental Programs Division
Neal Shapiro, Senior Administrative Analyst
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