DEPARTMENT
Water Resources Division
AGENDA NO.
6a
MEETING
DATE
March 26, 2024
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Project Manager: Sergio Ramirez
Award Grant No. CS-1251(G) to the Filoli Center
Summary of Proposed
Commission Action:
Approve competitive-solicitation waiver; and award Grant No. CS - 1251(G) to the Filoli Center under the Large Landscape Grant Program for water- saving irrigation improvements to historic public gardens in Woodside, California in the amount not to exceed $105,503 with a term duration of two years.
Background: On April 13, 2010, by Resolution No. 10 -0062, th e San Francisco Public Utilities Commission (SFPUC) established the Large Landscape Grant Program for retail water customers with over 2.5 acres of irrigated landscape who could demonstrate significant reductions in the use of potable drinking water for landscape irrigation. The SFPUC has approved several
updates to the program with the most recent on
November 26, 2019, by Resolution No. 19-0223,which r educed the minimum required irrigated landscape area to 10,000 square feet (approximately 0.25 acres), set maximum grant award limitations for eligible projects, eliminated grant eligibility for synthetic turf installation projects, and made administrative and clarifying changes.
The Large Landscape Grant Program currently provides funding for up to 50 percent of the project costs for two types of projects: (1) landscape water efficiency projects, which include irrigation system retrofits and/or high- to moderate-water use plant replacements with low-water use plants that reduce overall potable water use; and (2) recycled water projects, which include conversion of an irrigation system’s potable water components to accept SFPUC recycled water supply, pursuant to Title 22 guidelines.
To date, the SFPUC has awarded funding to 13 landscape water efficiency projects and four recycled water p rojects. Representative projects have included water-saving irrigation and planting retrofits at Jefferson Square Park, Alamo Square Park, Laguna Honda Hospital, Lombard Street, and the Great Meadow at Fort Mason in the G olden Gate National Recreation Area and others.
On average, completed
projects have reduced potable water for irrigation by over 30 percent.
Agenda Title: award Grant No. CS-1251(G) to the Filoli Center Commission Meeting Date: March 26, 2024
Scope of Contract: The Filoli Center, a retail water service customer of the SFPUC, applied for a Large Landscape Grant Program grant to help fund irrigation system upgrades that are estimated to reduce water use by about 30 percent, or by about 2.1 million gallons a year . The project scope includes replacing:
• Outdated overhead irrigation spray sprinklers with efficient rotators that apply water to landscaping more evenly and accurately; and
• Old irrigation controllers with weather -based smart water controllers that will calculate watering needs based on current weather.
Funding and Costs: Funding Source: Water Conservation Section’s Programmatic Landscape Conservation Grant Program Budget,
Project Number: 10015023.
As of July 2023, approximately $6.9 million is available in the overall Programmatic Landscape Conservation Grant Budge t through appropriated funds. The award amount for the Filoli Center project is $105,503
, which represents 50 percent of the Filoli Center’s total estimated project costs. SFPUC Large Landscape Grant Program rules require grantees to provide at least a 50 percent funding match.
Schedule: Estimated Notice-to-Proceed Date: April/May 2024 Estimated End Date: May 2026
Duration: two years
Evaluation and
Selection Criteria:
The Large Landscape Grant Program awards grants on a sole -source basis to property owners for improvements to the property, pursuant to San Francisco Administrative Code section 21G .2(a). Filoli Center is not the property owner, so the General Manager has submitted a competitive solicitation waiver request to the Commission with this item, on the basis that the public purpose of the grant may be reasonably accomplished by only one particular grantee . This basis is permitted under San Francisco Administrative Code section s 21G.8 and 21G.9, and the Purchaser’s Chapter 21G Rules and Regulations.
Environmental Review: This action does not constitute a “project” under the California Environmental Quality Act Guidelines section 15378 because there would be no physical change in the environment and equipment replacement would not result in ground disturbance.
Attachment: 1. Sole Source Waiver
Agenda Title: award Grant No. CS-1251(G) to the Filoli Center Commission Meeting Date: March 26, 2024
86 Cañada Rd, Woodside, CA 94062
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHEREAS, On April 13, 2010, by Resolution No. 10- 0062, t he San Francisco Public Utilities Commission (SFPUC) approved the Large Landscape Grant Program open to property owners with over 2.5 acres of irrigated landscape served by a SFPUC retail water service account for eligible irrigation system and landscape projects that significant ly reduce u se of potable drinking water for landscape irrigation; and
WHEREAS, On November 26, 2019, by Resolution 19-0223, the Commission reduced the minimum required irrigated landscape area to 10,000 square feet (approximately 0.25 acres), set maximum grant award limitations for eligible projects, eliminated grant eligibility for synthetic turf installation projects, and made administrative and clarifying changes; and
WHEREAS, In 2023, t he Filoli Center , a retail water service customer of the SFPUC, applied for a $105,503 grant through the SFPUC’s Large Landscape Grant Program for water - saving irrigation system upgrades at the historic public gardens it operates and maintains in Woodside, California on land owned by the National Trust for Historic Preservation; and WHEREAS, SFPUC Water Conservation staff determined the application and supporting documentation met the Large Landscape Grant Program eligibility requirements, except that Filoli Center is not the property owner thus necessitating a competitive-solicitation waiver on a separate basis; and
WHEREAS, Under San Francisco Administrative Code sections 21G.8 and 21G.9, and the Purchaser’s Rules and Regulations, the Commission may award a grant without a competitive process wh en the public purpose of the grant may be reasonably accomplished by only one particular grantee, and the General Manager has requested a competitive-solicitation waiver on this basis, which the Commission finds the basis for has been established; and WHEREAS, This action does not constitute a “project” under the California Environmental Quality Act Guidelines s ection 15378 because there would be no physical change in the environment and equipment replacement would not result in ground disturbance ; now, therefore, be it
RESOLVED, That this Commission hereby approves the competitive-solicitation waiver as requested and awards award Grant No. CS -1251(G) to the Filoli Center for a not- to-exceed amount of $105,503, and a duration of two years.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of March 26, 2024.
Secretary, Public Utilities Commission
Grant Solicitation Waiver Instructions
P-21G.8 (01-22) Office of Contract Administration
WHEN TO USE: For approval of grant solicitation waivers under Administrative Code Section 21G.8, where:
- A competitive process is infeasible or impracticable
- A Public Purpose may reasonably be accomplished by one particular Grantee Per the City Purchaser’s Administrative Code Chapter 21G Rules and Regulations, this Waiver Form is not required for grants awarded in accordance with Administrative Code Sections:
21G.3(a)(1): G rants to a governmental entity for programs, activities, or services that can be practically performed only by that particular entity 21G.3(a)(2): Grants to a specific entity as required to comply with applicable law or contract, or as a result of the requirements of the funding source 21G.3(a)(3): Grants made for improvement to property by a property owner 21G.8(c): Grants to any of the four City-owned community cultural center
INSTRUCTIONS: Complete this Grant Solicitation Waiver Form to request approval to waive the competitive solicitation requirements under Administrative Code Section 21G.8. Provide specific and comprehensive information to justify why the requested grant should awarded absent a solicitation. Attach appropriate/required supporting documentation.
The Grant Solicitation Waiver Form must be signed by the Granting Officer or their designee. The Solicitation Waiver must be fully approved before the department makes a commitment to the grantee, and before City funds are encumbered. If the Solicitation Waiver request is denied, the department must conduct a competitive process to select the grantee(s).
For extensions of Solicitation Waivers for a previously awarded sole source grant, attach a copy of all prior approved Solicitation Waivers or other sole source determinations by the relevant authority.
Submit Grant Solicitation Waiver Form for final approval as follows:
Granting Agencies under jurisdiction of a commission or board: to the commission or board, recommending waiver of solicitation requirements for this grant award. Granting Agencies with no board or commission: to the Purchaser ([email protected]), who shall convene the Grant Consensus Committee1 to review the request.
Once fully approved, upload this signed form, all supporting documentation, and commission, board, or Grant Consensus Committee final approval, as applicable, to PeopleSoft. Select the appropriate Purchasing Authority for the grant award in PeopleSoft.
1 Representatives from the Controller’s Office, Human Resources Department, Office of Contract Administration, and City Attorney’s Office
P-21G.8 (01-
22) Office of Contract Administration
Grant Solicitation Waiver Form
Department: San Francisco Public Utilities Commission,
Water Enterprise, Water Resources Division
Phone: 415.603.0514
Dept. Contact: Sergio Ramirez, Water Conservation
Administrator
Email: [email protected]
Request: New Modification Grantee: Filoli Center Supplier ID: 0000053087 Short Description of Grant:
The Filoli Center has applied to the SFPUC's Large Landscape Grant Program seeking a $105,503 grant to fund water-saving upgrades at the historic public gardens it manages in Woodside, California. The Filoli Center is a SFPUC retail water service account holder and SFPUC staff have confirmed the Center's application and supporting documentation meet the Large Landscape Grant Program eligiblity criteria. The Filoli Center is a non-profit entity established to operate and maintain historic gardens and cultural facilities located on p
roperty owned by the National Trust for Historic Preservation.
Grant Amount: $105,503
(Attach itemized budget if available)
Grant Duration: 2 years
Anticipated Dates: From To May 2026
May 2024
Describe the Public Purpose to be fulfilled by this Grant:
The Filoli Center seeks SFPUC grant funds to help
retrofit its old and now outdated irrigation system
to achieve an estimated 25% reduction in annual
water use. The Filoli gardens and grounds are a
popular and widely visited, nationally recognized
historic site that educates and engages visitors
about its rich past, beautiful natural surroundings,
and commitment to sustainability. The SFPUC's
grant will help the Filoli Center improve the
sustainability of its public gardens and increase its
public education about water conservation.
Justification for Waiver of Competitive Solicitation Requirements Check the appropriate solicitation waiver reason and address the questions listed. Attach additional supporting documentation as indicated and/or as necessary.
Competitive solicitation infeasible or impracticable
- Is this grant required to respond to a public emergency or other exigent circumstances? Yes No - If YES, provide a description of the public exigency or emergency, need for the sole source Grant and period of performance, and impact on the Public Purpose if the sole source Grant is not approved. - If NO, grant is not required to respond to public emergency or other exigent circumstance:
Why is a competitive process infeasible or impracticable? The Filoli Center is the only entity that manages the historic Filoli gardens and can make water-saving improvements to its grounds. Why is this the only entity that can fulfill this Public Purpose? What does the entity offer that is essential to fulfilling the Public Purpose? The Filoli Center was specifically established as the sole entity to operate and maintain the historic gardens. It also is the only SFPUC water service account holder for the site. As the entity that operates and maintains the gardens, the Center is the only entity able to plan and implement water-saving improvements.
P-21G.8 (01-
22) Office of Contract Administration
What steps were taken to verify that this is the only entity that can fulfill this Public Purpose? Has the department contacted other entities to evaluate their ability to fulfill the Public Purpose, and if so, describe the entities and explain why they cannot meet the department’s needs. SFPUC Water Conservation staff who administer the SFPUC's Large Landscape Grant Program spent extensive time reviewing Filoli Center's project and documentation, including conducting site visits.
Public Purpose may reasonably be accomplished by one particular Grantee - Why this is the only entity that can fulfill this Public Purpose? What the entity offers that is essential to fulfilling the Public Purpose? The Filoli Center operates and manages the gardens with a team of landscapers, arborists, and irrigation specialists. They specialize in landscaping practices administered for the gardens on a daily basis and understand the water requirements for hydrozones onsite and each specifi
c plant species in order to maintain a healty display at the garden center. Through this grant, SFPUC is supporting the upgrade and retrofit of an aging irrigation system, estimating at least 25% of water savings throughout the property.
- What steps were taken to verify that this is the only entity that can fulfill this Public Purpose? Has the department contacted other entities to evaluate their ability to fulfill the Public Purpose, and if so, describe the entities and explain why they cannot meet the department’s needs. SFPUC Water Conservation staff who administer the SFPUC's Large Landscape Grant Program performed a site visit and thorough project area walk-through with Filoli Center staff and landscape superintendents to understand the proposed project. The SFPUC staff visit and subsequent consultations with the Filoli Center project team conclude the team is highly knowledgeable with decades of experience with the site's irrigation valves, meters, and irrigation timers, as well as with the unique plant pallettes used onsite. Plants include multiple species with specialized soil needs, water demands, sun and weather exposure factors, and disease prevention procedures that no entity other than the Filoli Center team possess the direct, hands-on, in-depth experience and knowledge of how to best maintain. - Is this a recurring Grant to the same recipient? Yes No - If YES: How long has this entity fulfilled this Public Purpose for the department? Has department conducted a formal or informal competitive process within the last five years demonstrating lack of other potential Grantees, pursuant to Admin Code §21G.8(b). Yes No Solicitation document(s), result(s), and other supporting documentation attached? Yes No Grant Solicitation Waiver request is recommended by:
Grants Officer (Dept Head) or Designee Name: Dennis J. Herrera Grants Officer (Dept Head) or Designee Signature: Date:
For departments without board or commission, this Waiver request is approved by:
OCA Director (on behalf of Grant Consensus Committee): Date:
10/30/2023