City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-02086 12/13/2022 Consent Item 21.
Authorize a Grant Funding Agreement between the City of Sacramento, Department of Utilities, and the Sierra Institute for Community and Environment File ID: 2022-02086
Location: Citywide
Recommendation: Adopt a Resolution authorizing the City Manager or City Manager’s designee to 1) sign a Grant Funding Agreement with the Sierra Institute; 2) prepare the necessary data, and execute all reporting, payment requests and documentation of compliance applicable to the grant and completion of the program; and 3) establish the revenue and expenditure budgets in the FY23 DOU Operating Grants Program (G14230100-6211) in an amount not-to-exceed $300,000 or the amount awarded.
Contact: Pravani Vandeyar, Interim Director, (916) 808-3765, [email protected], Chuong (Ryan) Pham, Business Services Manager, (916) 808-8995, [email protected], Dean Fujimoto, Program Manager, (916) 808-6645, [email protected], Tyler Stratton, Program Specialist, (916) 808-1284, [email protected], Department of Utilities Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
3-Agreement
Description/Analysis
Issue Detail: The Sierra Institute for Community and Environment coordinated a regional effort grant application through the California Department of Water Resources (DWR) Urban and Multibenefit Drought Relief Grant Program on behalf of the Sacramento River Funding Area (SRFA) and has been awarded grant funding in the amount of $5,000,000.
The grant award will provide funding to several different SRFA agencies, including the City of Sacramento, for its Leak Free Sacramento Program, supporting the City’s continued efforts in
File ID: 2022-02086 12/13/2022 Consent Item 21.
protecting and enhancing water reliability, availability and conservation.
To receive and utilize the City’s share of the grant funding, up to an amount not-to-exceed of $300,000 for the Leak Free Sacramento Program, the City will enter into a Project Agreement with Sierra Institute and establish the revenue and expenditure budgets in the FY23 DOU Operating Grant Program (G14230100, Fund 6211) in an amount not-to-exceed $300,000.
Policy Considerations: Council Resolution 2022-0198 requires Council approval to apply for operating grants of more than $250,000.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA) : It has been determined that the proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15378(b)(4). The activity consists of the creation of a government funding mechanism or other government fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact in the environment [Section Number 15378(b)(4)]. The activity is not subject to CEQA. [CEQA Guidelines Section Number 15060(c)(3)].
Sustainability: The project is consistent with the City's Sustainability Master Plan goals by enabling DOU to continue to improve flood protection and provide public safety to the residents.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The Sierra Institute for Community and Environment coordinated a regional effort grant application for the California Department of Water Resources (DWR) Urban and Multibenefit Drought Relief Grant Program and the City is listed as a recipient. The funding will be used in the continuous effort to reduce water leakage in the Leak Free Sacramento program.
Financial Considerations: The Funding Agreement with Sierra Institute awards the City of Sacramento $300,000 in grant funding as a sub-recipient. Acceptance of this funding agreement requires adjustment to the revenue and expense budgets in the FY23 DOU Operating Grant Program (G14230100, Fund 6211) for an amount not-to-exceed $300,000. There is no match requirement for this grant funding.
Local Business Enterprise (LBE): Not applicable.
RESOLUTION NO. 2022 –
Adopted by the Sacramento City Council
December 13, 2022
Authorizing a Grant Funding Agreement between the City of Sacramento and Sierra institute for Community and Environment
BACKGROUND
A. The Sierra Institute for Community and Environment coordinated a regional effort grant application through the California Department of Water Resources (DWR) Urban and Multibenefit Drought Relief Grant Program on behalf of the Sacramento River Funding Area (SRFA).
B. The Sierra Institute has been awarded grant funding in the amount of $5,000,000.
The grant award will provide funding to several different SRFA agencies, and the City, being part of the SRFA , will receive $300,000, for the City’s Leak Free Sacramento Program, supporting the City’s continued efforts in protecting and enhancing water reliability, availability, and conservation.
C. The City is entering into a Project Agreement with the Sierra Institute to allow the City to accept a not -to-exceed amount of $300,000 in grant funding for the Leak Free Sacramento Program.
D. If approved, DOU will need to establish revenue and expenditure budgets in the FY23 DOU Operating Grant Program (G14230100, Fund 6211) in an amount not- to-exceed $300,000. There is no match requirement.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1 The City Manager or the City Manager’s designee is authorized to:
A. Sign the Funding Agreement between the City and Sierra Institute, to receive funding for City’s Leak Free Sacramento Program.
B. Establish the revenue and expenditure budgets in the FY23 DOU Operating Grant Program (G14230100, Fund 6211) in the amount not-to- exceed $300,000.
C. Prepare the necessary data and execute all reporting, payment request, and documentation of compliance applicable to the grant.
1 Contract for Consulting Services
This AGREEMENT is made by and between Sierra Institute for Community and Environment, a California 501(c)(3) non-profit corporation whose offices are located at 4438 Main Street (P. O. Box 11), Taylorsville, California, 95983 (hereinafter called the "Sierra Institute"), and:
The City of Sacramento, Department of Utilities
(hereinafter called the “Contractor”)
1395 35
th Avenue
Sacramento, CA 95822
WHEREAS, the Sierra Institute is a grantee of the California Department of Water Resources (DWR), Urban and Multibenefit Drought Relief Program.
WHEREAS, the Sierra Institute, through funding from the Budget Act of 2021 (Stats. 2021, ch. 240, § 80) provided by DWR, shall assist in financing the Leak Free Sacramento Project.
NOW THEREFORE, in consideration of the mutual promises of the parties contained herein and intending to be legally bound hereby, the parties hereby agree as follows:
1. Appointment and Acceptance. The Sierra Institute appoints the Contractor to perform services for disadvantaged and tribal communities for drought relief (see Scope of Work, attached hereto as Appendix A). Contractor accepts the appointment and responsibility for management of drought relief funds, subject to the terms and conditions set forth in this agreement.
2. Term. The term of this Agreement shall begin on the date upon which the last party to this Agreement affixes their signature and date to the Agreement and shall terminate on March 1, 2025, or when all of the Parties’ obligations under this agreement are fully satisfied, whichever occurs earlier.
3. Professional Management Standards
. The Contractor agrees to furnish its
services, to exert reasonable efforts, and to exercise the highest degree of professional skill and competence in working with project partners to perform duties that will benefit the water management capabilities of disadvantaged communities and/or Tribes.
2 1. Insurance Coverage. Contractor represents and warrants to the Sierra Institute that it and any of its subcontractors have all licenses, permits, qualifications, and insurance, which are legally required for Contractor to practice its profession. Contractor represents and warrants to the Sierra Institute that Contractor shall, at its sole cost and expense, keep in effect or obtain such qualifications at all times during the term of this Agreement.
2. Employees. All personnel hired by the Contractor pursuant to this Agreement will be employees and/or agents of the Contractor, and not of the Sierra Institute, and will be hired, paid, supervised, and discharged by the Contractor.
3. Expenses. All expenses for contractors hired under subcontracts to the Contractor shall be approved in writing by the Sierra Institute prior to the Contractor committing contractually to the subcontractor. Such subcontractor expenses shall be considered approved if Sierra Institute reviews and approves the subcontractor agreement to the Contractor. No reimbursement under this section shall be allowed or reimbursed without presentation of invoices from subcontractors and/or receipts for direct expenses.
4. Compensation for Contractor’s Consulting Services and Contract Term.
As consideration for the services to be rendered to the Sierra Institute by the Contractor under this Agreement the Sierra Institute agrees to pay Contractor not more than $300,000 for services rendered, subject to approval by the Sierra Institute, which shall not be unreasonably withheld. Contractor shall bill for services at the end of the month or quarter in which it accrues expenses. Invoices shall be due by the 25
th of the month if billing monthly, or by the 25th of the last month of the quarter if billing quarterly, with required documentation (see Item 4, “Method of Payment”). The Sierra Institute will submit billing to DWR on an as- needed basis and not less than quarterly and pay Contractor within thirty (30) days of the Sierra Institute receiving payment from DWR. The Sierra Institute will submit timely billing to DWR but is not responsible for delays by DWR as it affects payments by the Sierra Institute to the Contractor.
FEES AND EXPENSES:
1. Professional Services. Sierra Institute shall reimburse Contractor not more than $300,000 for professional services rendered in association with the attached Scope of Work (Appendix A).
3 2. Expenses. Out-of-pocket expenses for approved travel and other costs are included in the maximum agreement amount and shall be invoiced separately (see Item 4, “Method of Payment”).
3. Duties. Contractor will invoice Sierra Institute for payment of professional fees and expenses for performance or coordination of activities as set forth in the attached Scope of Work (Appendix A).
Contractor will also complete and submit quarterly progress reports, using a provided template, with the first report due on the 25 th of the
month following the signing of the agreement between Sierra Institute and the Contractor, and subsequent reports due the 25
th of each month.
4. Method of Payment. Contractor must submit a copy of their invoice for costs incurred and support documentation to Sierra Institute on a monthly basis, invoices being due on the 25th of the month. No penalties shall be incurred by Contractor for a late invoice; however, Contractor shall take any and all reasonable steps to notify Sierra Institute before the 25th if an invoice may be late to make arrangements for payment, which shall not be unreasonably withheld. The Contractor shall submit a final invoice by December 31, 2024.
a. Invoices must contain the date of the invoice, the time period covered by the invoice, total hours billed, and the total amount due. b. Invoices shall be consistent with the budget included in Appendix B of this agreement. These include approved travel expenses, Contractor (and/or subcontractor) wages, and materials. i. The amount claimed for salaries/wages/Contractor fees must include a calculation formula (i.e., hours or days worked times the hourly or daily rate = the total amount claimed). ii. The amount claimed for travel expenses must also include a calculation formula.
c. Sufficient evidence (e.g., receipts, copies of checks, time sheets) as determined by the Sierra Institute and DWR must be provided for all costs included in the invoice.
d. Each invoice shall be accompanied by a brief written progress report identifying progress toward proposed objectives, any other significant accomplishments, and any unexpected challenges or cost increases.
e. Sierra Institute will notify the Contractor, in a timely manner, when, upon review of an invoice, any portion or portions of the 4 costs claimed are found to be ineligible or are not supported by documentation or receipts acceptable for reimbursement by DWR.
Contractor must submit additional documentation within thirty (30) calendar days of the date of receipt of such notice. Payment will be no more frequently than monthly, in arrears, upon receipt of an invoice.
5. Submission of Reports. The contractor shall submit quarterly progress reports. Progress reports shall include a brief description of work performed, contractor activities, milestones achieved and accomplishments and challenges encountered. Quarterly progress reports must accompany an invoice ($0 invoices are acceptable) and shall be submitted within 30 days following the end of the calendar quarter. A final report shall be submitted with the last invoice. The final report shall provide a summary description of the work performed during the contract period including: Contractor’s activities, milestones achieved, accomplishments, and problems encountered in the performance of the work under this Agreement. Photos are welcomed.
6. Eligible Project Costs. Contractor shall apply State funds only to Eligible Project Costs in accordance with applicable provisions of the law. Work performed on the projects after June 11, 2022, shall be eligible for reimbursement.
Costs that are not eligible for reimbursement include, but are not limited to, the following items:
a. Operation and maintenance costs.
b. Purchase of equipment that is not an integral part of a project. c. Establishing a reserve fund.
d. Purchase of water supply.
e. Replacement of existing funding sources for ongoing programs. f. Support of existing agency requirements and mandates (e.g., punitive regulatory agency requirement).
g. Purchase of land in excess of the minimum required acreage necessary to operate as an integral part of a project, as set forth and detailed by engineering and feasibility studies.
h. Payment of principal or interest of existing indebtedness or any interest payments unless the debt is incurred after execution of this Grant Agreement, the State agrees in writing to the eligibility of 5 the costs for reimbursement before the debt is incurred, and the purposes for which the debt is incurred are otherwise eligible costs.
However, this will only be allowed as Grantee Cost Share (i.e., Funding Match).
i. Payment of stipends
j. Application preparation costs for other funding opportunities not consistent with IRWM.
k. Meals not directly related to travel. See detailed limitations on eligible meals and travel costs in separate form from DWR. l. Acquisition of real property (land or easements).
m. Overhead not directly related to the project.
5. Travel. Travel includes the reasonable and necessary costs of transportation, subsistence, and other associated costs incurred by personnel during the term of this Agreement. Travel and per diem expenses to be reimbursed under this Agreement shall be at the same rates the State provides for unrepresented employees in accordance with the provisions of Title 2, Chapter 3, of the California Code of Regulations and shall be reimbursed consistent with the rates current at the time of travel. These rates are published at:
http://www.calhr.ca.gov/employees/Pages/travel-meals.aspx, or its successor website. No travel outside the Mountain Counties Funding Area shall be reimbursed unless prior written authorization is obtained from the Sierra Institute and the State’s Project Manager.
6. Default Provisions.
1. Contractor receiving grant funding through this Agreement will be in default under this Agreement if any of the following occur:
a. Willful dishonesty towards, fraud upon, or deliberate injury or attempted injury to the Contractor or Sierra Institute by the project/sub-projects;
b. By reason of Sierra Institute’s or Contractor’s willful breach of this Agreement which has resulted in material injury to the Sierra Institute, Contractor, or project/sub-projects;
c. Failure to comply with Labor Compliance Program requirements (Paragraph 9);
d. Failure to submit timely progress reports;
e. Failure to routinely invoice Sierra Institute;
2. Should an event of default occur, the Sierra Institute shall provide a notice of default to the Consultant and shall give the Consultant at least ten (10) calendar 6 days to cure the default from the date the notice is sent to the Consultant. If the Consultant fails to cure the default within the time prescribed by the Sierra Institute, Sierra Institute may do any of the following:
a. Declare the funding to be immediately repaid, with interest, at the California general obligation bond interest rate at the time the Sierra Institute notifies the Consultant of the default; b. Terminate any obligations to make future payments to the Consultant;
c. Terminate this Agreement;
d. Take any other action that is deemed necessary to protect its interests.
c. In the event of a written notice of termination with cause by Sierra Institute or Contractor, both parties shall be released from all obligations and liabilities under this Agreement, provided that either party shall be entitled to any remedies for damage available by law.
7. Termination on Dissolution, Bankruptcy or Lack of Funding. If a petition or order for relief in bankruptcy is filed or issued with respect to the Contractor, or if the Contractor makes an assignment for the benefit of creditors, the Sierra Institute may terminate this Agreement, effective as of the date of such notice.
8. Licenses, Permits, and Insurance. The Contractor or their subcontractors shall be responsible for obtaining any and all permits, licenses, and approvals required for performing any work under this Agreement. The Contractor or their subcontractor will be responsible for observing and complying with any applicable federal, state, and local laws, rules, or regulations affecting any such work, specifically those including, but not limited to: environmental, procurement, and safety laws, rules, regulations, and ordinances. Contractor shall provide copies of permits and approvals to Sierra Institute.
9. Labor Compliance.
The Contractor agrees to be bound by all the provisions of the Labor Code regarding prevailing wages and shall monitor all contracts subject to reimbursement from this Agreement to assure that the prevailing wage provisions of the Labor Code are being met. Current Department of Industrial Relations (DIR) requirements may be found at: http://www.dir.ca.gov/lcp.asp . For
more information, please refer to DIR’s Public Works Manual at:
http://www.dir.ca.gov/dlse/PWManualCombined.pdf.
10. Workers’ Compensation. Contractor affirms that it is aware of the provisions of §3700 of the Labor Code, which requires every employer to be insured against 7 liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and Contractor affirms that it will comply with such provisions before commencing the performance of the work under this Agreement and will make its subcontractors aware of this provision.
11. Drug-Free Workplace Certification. Certification of Compliance: By signing this Grant Agreement, the Contractor, and its subcontractors, hereby certify, under penalty of perjury under the laws of State of California, compliance with the requirements of the Drug-Free Workplace Act of 1990 (Government Code §8350 et seq.) and have or will provide a drug-free workplace by taking the following actions:
1 Publish a statement notifying employees, contractors, and subcontractors that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees, contractors, or subcontractors for violations, as required by Government Code §8355(a)(1).
2 Establish a Drug-Free Awareness Program, as required by Government Code §8355(a)(2) to inform employees, contractors, or subcontractors about all of the following:
a. The dangers of drug abuse in the workplace,
b. Grantee’s policy of maintaining a drug-free workplace, c. Any available counseling, rehabilitation, and employee assistance programs, and
d. Penalties that may be imposed upon employees, contractors, and subcontractors for drug abuse violations.
3 Provide, as required by Government Code §8355(a)(3), that every employee, contractor, and/or subcontractor who works under this Grant Agreement:
a. Will receive a copy of Grantee’s drug-free policy statement, and b. Will agree to abide by terms of Grantee’s condition of employment, contract or subcontract.
12. Nondiscrimination. During the performance of this Agreement, Contractor and its subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex (gender), sexual orientation, race, color, ancestry, religion, creed, national origin (including language use restriction), pregnancy, physical disability (including HIV 8 and AIDS), mental disability, medical condition (cancer/genetic characteristics), age (over 40), marital status, and denial of medial and family care leave or pregnancy disability leave. Contractor or its subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Contractor or its subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code §12990 (a-f) et seq.) and the applicable regulations promulgated there under (California Code of Regulations, Title 2, §7285 et seq.).
The applicable regulations of the Fair Employment and Housing Commission implementing Government Code §12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Contractor or its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.
13. Notices. All notices (except for financial statements) required or which may be given under this Agreement shall be in writing, and shall be deemed to be properly given when delivered in person or by mail, postage prepaid, return receipt requested, addressed as set forth below each party's name. Notices shall be addressed to such address as shall be given by each party to the other from time to time.
Sierra Institute for Community and
Environment
4438 Main Street | PO Box 11
Taylorsville, CA 95983
City of Sacramento
Department of Utilities
1395 35
th Avenue
Sacramento, CA 95822
14. Effect of Termination. Upon termination of this Agreement, the Contractor shall deliver to the Sierra Institute all records in the possession of the Contractor pertaining to the Contractor’s services, together with all reports, studies or other items paid for by the Sierra Institute and in the Contractor’s possession and the agency hereby created shall immediately cease.
15. Successors and Assigns. This Agreement will inure to the benefit of and constitute a binding obligation of the parties hereto and their respective successors 9 and assigns but a party's rights and/or obligations herein may not be assigned without the written consent of the Sierra Institute which consent shall not be unreasonably withheld.
16. Governing Law. This Agreement shall be governed by the laws of California.
17. Entire Agreement. This Agreement constitutes the entire agreement between the Sierra Institute and the Contractor; no change will be valid unless made by supplemental written agreement, executed by the Sierra Institute and Contractor.
18. Arbitration. If at any time during the term of this Agreement any dispute, difference, or disagreement should arise upon or in respect of said Agreement, and the meaning and construction hereof, every such dispute, difference, and disagreement shall be referred to a single arbiter agreed upon by the parties, or if no single arbiter can be agreed upon, an arbiter or arbiters shall be selected in accordance with the rules of the American Arbitration Association and such dispute, difference, or disagreement shall be settled by arbitration in accordance with the then prevailing commercial rules of the American Arbitration Association, and judgment upon the award rendered by the arbiter may be entered in any court having jurisdiction thereof. All arbitration proceedings shall take place in Quincy, California, or another similar and nearby locale.
19. Termination.
1. Sierra Institute: Performance under the Agreement may be terminated by the Sierra Institute for convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately notify any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed to the Sierra Institute's satisfaction prior to the notice of termination, plus non-cancelable obligations incurred by the Contractor prior to the notice of termination that can be demonstrated to the satisfaction of the Sierra Institute. The Sierra Institute may also terminate this contract, or any part hereof, for cause in the event the Contractor fails to comply with any contract terms and conditions, or fails to provide the Sierra Institute upon request, with adequate assurances of future performance (see Paragraph 5 - Default Provisions). If it is determined that the Sierra Institute improperly terminated this contract for default, such termination shall be deemed a termination for convenience.
2. Contractor: Performance under the agreement may be terminated by the Contractor if circumstances beyond its control preclude completion of the 10 Project in accordance with the Scope of Work (see Appendix A), the Contractor and/or the Sierra Institute shall have the option to terminate the Project or in the event of non-payment of the Sierra Institute. In the event of contract termination by the Contractor due to circumstances beyond its control, the Sierra Institute shall pay all costs in accordance with the Scope of Work and that are to Sierra Institute’s satisfaction accrued by the Contractor as of the date of termination, including all non-cancelable obligations incurred prior to the written notice of termination.
WITNESS the due execution hereof as of the date set forth below.
Sierra Institute:
Sierra Institute for Community and Environment
____________________________________ Date: ______________ Jonathan Kusel, Ph.D.
Executive Director
Contractor:
City of Sacramento, Department of Utilities
____________________________________ Date: ______________ William O. Busath
Director of Utilities
11 APPENDIX A
Scope of Work
The Contractor agrees to complete the following tasks and additional activities as agreed upon by the Contractor and Sierra Institute, in the service of fulfilling project objectives.
PROJECT 1: Leak Free Sacramento
IMPLEMENTING AGENCY: City of Sacramento, Department of Utilities (City) PROJECT DESCRIPTION: Homeowners within the City with residential leaks will be able to apply to have a City contracted plumber repair leaks and replace inefficient fixtures. The program through this grant will focus on customers in disadvantaged community areas, as defined by the DWR mapping tool census tracks. Project will result in approximately 89 acre- feet per year of conserved water.
Budget Category (a): Project Administration
Task 1: Project Management
Manage Grant Agreement including compliance with grant requirements, and preparation and submission of supporting grant documents. Prepare invoices including relevant supporting documentation for submittal to DWR via the Grantee. This task also includes administrative responsibilities associated with the project such as coordinating with partnering agencies and managing consultants/contractors.
Deliverables:
• Invoices and associated backup documentation
Task 2: Reporting
Prepare progress reports detailing work completed during reporting period as outlined in Exhibit F of this Agreement. Submit reports to DWR.
Prepare Project Completion Report and submit to DWR no later than 90 days after project completion for DWR Project Manager’s comment and review. The report shall be prepared and presented in accordance with guidance as outlined in Exhibit F.
Deliverables:
• Quarterly Project Progress Reports
• Project Completion Report
• Documentation (e.g., photo) of “Acknowledgment of Credit & Signage” per Standard Condition D.2
Budget Category (b): Land Purchase/Easement
Task 3: Land Purchase
Not applicable
Budget Category (c): Planning/Design/Engineering/Environmental Documentation Task 4: Feasibility Studies
Not Applicable
12 Task 5: CEQA Documentation
Not Applicable
Task 6: Permitting
No permits are anticipated for this project. Participants will have to sign an agreement that authorizes work done on their property.
Deliverables:
• Permits as required
• Authorizing agreements from participants
Task 7: Design
Planning and design have been completed for this project. City of Sacramento staff will create a step by step document of tasks required to complete the Sacramento Leak Free program from outreach to repair.
Deliverables:
• Step by Step documentation of tasks
Task 8: Project Monitoring Plan
Develop and submit a Project Monitoring Plan per Paragraph 11 for DWR’s review and approval.
Deliverables:
• Project Monitoring Plan
Budget Category (d): Construction/Implementation
Task 9: Contract Services
This task must comply with the Standard Condition D.10 – Competitive Bidding and Procurements. Activities necessary (as applicable) to secure a contractor and award the contract, including: develop bid documents, prepare advertisement and contract documents for construction contract bidding, conduct pre-bid meeting, bid opening and evaluation, selection of the contractor, award of contract, and issuance of notice to proceed.
Deliverables:
• Bid Documents
• Proof of Advertisement
• Award of Contract
• Notice to Proceed
Task 10: Construction Administration
This task includes managing contractor submittal review, answering requests for information, and issuing work directives. A Water Conservation Specialist from the City of Sacramento’s Department of Utilities will be on site for the duration of the repair work. This Water Conservation Specialist has duties that include documenting of pre-construction conditions, meeting with the contractor conducting the repairs, communicating with the City’s Water Conservation Coordinator if conditions warrant an increase in estimated expenses and 13 communicating changes and delays to the homeowner. Other duties will include reviewing/ updating project schedule, reviewing contractor log submittals and pay requests, forecasting cash flow, and notifying contractor if work is not acceptable. Upon completing the project, the DWR Certificate of Project Completion will be provided to DWR.
Deliverables:
• DWR Certificate of Project Completion
Task 11: Implementation
Implementation will include:
Targeted outreach shall include at least a monthly review of single-family customers with long standing leaks and reaching out to these customers over the phone or in person, as warranted.
Through the City’s leak notification program, single-family customers with longstanding leaks have already received at least one letter notifying them of the leak and encouraging them to reach out to schedule a leak investigation. Those customers who live within designated disadvantaged areas or are registered customers with SMUD’s Sacramento Utility Rate Assistance Program are eligible for this program. Leak investigations are conducted first before the contracted plumber is involved, The project will conduct both leak investigation and repair and replace fixtures including supply lines, pre-1992 toilets, and leaking water heaters.
Deliverables:
• Photographic Documentation of Progress
• Worksheet of single-family accounts with long standing leaks and documentation of efforts to contact the customer, schedule the leak investigation, and make the repairs.
• Monthly reports will document leak size just before leak is repaired, duration of leak, address, description of repairs made or fixtures replaced or repaired and cost to make repair.
14 APPENDIX B BUDGET
PROJECT 1: Leak Free Sacramento
Implementing Agency: City of Sacramento, Department of Utilities
BUDGET CATEGORY Grant
Amount
All Other
Cost*
Total Cost
(a) Project Administration $0 $15,000 $15,000
(b) Land Purchase / Easement $0 $0 $0
(c) Planning / Design / Engineering / Environmental
Documentation $0 $0 $0
(d) Construction / Implementation $300,000 $0 $300,000
TOTAL COSTS $300,000 $15,000 $315,000
NOTES:
*All administration costs from the City of Sacramento will be provided in-kind.
15 APPENDIX C SCHEDULE
PROJECT 1: Leak Free Sacramento
BUDGET CATEGORY Start Date End Date
a Project Administration 7/1/2022 1/1/2025
b Land Purchase / Easement
c Planning / Design / Engineering / Environmental Documentation 7/1/2022 10/1/2022 d Construction / Implementation 10/1/2022 10/1/2024