SR-02-25-2014-3B�;Yo, it unit Report
Santa Monied
City Council Meeting: February 25, 2014
Agenda Item:
To: Mayor and City Council
From: Dean Kubani, Manager, Office of Sustainability and the Environment
Subject: Professional Service Agreement with WaterSmart Software for a Web -
based Software Application for Water- Efficiency
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional service agreement with WaterSmart Software Corporation, a
California -based company, in an amount not to exceed $99,000 for the development,
licensing and maintenance of a web -based software application to track, compare and
provide bi- monthly residential water use and efficiency measure reports with two
additional one -year renewal options in the amount of $91,000, for a total amount not to
exceed $190,000 over a four -year period, with future funding contingent on Council
budget approval.
Executive Summary
The web -based software application called "WaterSmart" is an interactive tool for single -
family water customers and City staff to track, compare and report on individual
customer's water use and efficiency measures taken. It is designed to supplement the
bi- monthly water bill and will show customers how much water they used compared to
similar homes in their neighborhood and a sustainable home of similar size. This
software has demonstrated a five percent reduction in single - family water demand in
other water agencies, including the City of Cotati and East Bay Municipal Water District.
The cost of the software and maintenance is for an amount not to exceed $190,000 over
a four -year period.
Background
In the draft Sustainable Water Master Plan (SWMP) presented to Council on May 14,
2013, a list of water conservation programs and projects were provided to help the City
meet its water self- sufficiency goal by 2020. The list includes the purchase of the
"WaterSmart" software with an estimated savings of 8 acre -feet per year. Council
directed staff to fully develop and proceed with the SWMP.
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Discussion
Many residential customers complain about the difficulty understanding their water bill,
the amount of water used compared to their neighbors and the target of 123 gallons per
person per day. "WaterSmart" is designed to provide easy to read print or email reports
that show the water use for individual homes, the water use of similar size homes in the
neighborhood, and specific water savings tips based on a resident's individual profile.
The software includes an on -line dashboard that displays water usage history,
comparisons to similar size homes and a sustainable home, water- saving resources
and tips, and the ability to enter information such as the number of people living in the
home, type of landscaping, and any existing water saving measures. It also includes an
on -line dashboard for City staff to provide customer service and run reports to track
water savings and program participation.
Contractor /Consultant Selection
In November 2013, the City issued a Request for Proposals (RFP) to provide a web -
based software application for water - efficiency. The RFP was posted on the City's on-
line bidding site in accordance with City Charter and Municipal Code provisions. Over
690 vendors were notified and 35 prospective bidders made requests for bid
documents. One proposal was received. The proposal was evaluated based on price,
experience providing and maintaining a residential engagement software system to
track water use and water - efficiency measures for at least one year with verified water
savings of at least three percent, and ability to provide the system within the specified
time frame. Based upon these criteria, WaterSmart Software is recommended as the
best bidder to provide a web -based software application for residential water efficiency
engagement in accordance with City specifications.
The term of the proposed contract is two years with an option to renew for two more
years. The total contract is not to exceed one hundred ninety thousand dollars.
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Next Steps
Should Council approve a contract with WaterSmart Software for this service, the web-
based application and home water reports can be ready within seven weeks of
executing a contract. The City has approximately 7,300 detached single - family home
water customers. The project would begin with a hard copy survey mailed to 3,000
random residential water customers to gather basic information about their water use in
order to generate customer specific water - saving tips. In year one customers who
responded would begin receiving bi- monthly email home water reports. A control group
of 1,000 residential water customers would be used to compare water savings with the
participant group. At the end of year one a report would be provided showing water
savings and outreach strategies that worked the best to motivate water saving
behaviors.
In year two the goal is to have an additional 2,000 residential water customers sign -up
and receive the email home water reports. The software system would be loaded with
6,000 customer profiles. Should more than 6,000 customers choose to participate, the
city would pay an additional fee for those customers to participate. This software
application is compatible with several automatic meter reading systems. Should the City
install an automatic meter reading system, the "WaterSmart" software could be used as
the customer and staff on -line interface.
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Financial Impacts & Budget Actions
The contract to be awarded to WaterSmart Software is $190,000. Funds in the amount
of $59,000 are included in the FY 2013 -14 budget at account 0250388.589000. Staff
will request funds in the amounts of $43,667 for FY 2014 -15, $43,667 for FY 2015 -16,
and $43,666 in remaining years in future capital improvement program budgets,
contingent on Council approval.
Prepared by: Kim O'Cain, Sustainability Analyst
Approved:
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Q - �i
Dean Kubani
Manager, Office of Sustainability and the
Environment
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract 9878
(CCS)