HydroPoint Service Renewal Proposal for: City of Santa Clarita May 1, 2025 Presented by: HydroPoint Data Systems, Inc. Ben Slick 1720 Corporate Circle Senior Vice President Petaluma, CA 94954 phone: 408-981-3616 email: [email protected]
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Date: 5/1/25 To: Andrew Adams, Special Districts Manager Keith Miller, Landscape Maintenance Administrator Melanie Theisgen, Project Development Coordinator Subject: Renewal of HydroPoint Services HydroPoint is pleased to present the City of Santa Clarita with proposal options to renew WeatherTRAK Central Internet Management (CIM) and HydroPoint Performance Management (HPM) Services, and options to extend Warranties. Expiration of ALL controller Warranties to co-term with expiration of Central Internet Management Service, depending on plan selected. • Total 5 year Contract: $1,745,252 (includes 5 years of CIM, 5 Year Warranty and HPM) • Total 7 year Contract: $2,294,349 (includes 7 years of CIM, 7 Year Warranty and HPM) • May invoice: $1,449,050 (5 Years CIM + 5 Years Warranty + 1 Year of HPM). Or. . . • May Invoice: $1,860,025 (7 Years CIM + 7 Years Warranty + 1 Year HPM) • Total Savings: o $436,456 over LIST PRICE on 5 Years CIM & Warranty & 1 Year HPM o $763,564 over LIST PRICE on 7 Years CIM & Warranty & 1 Year HPM We are proposing the following for your May City Council Agenda: • $737,610 (5 yr) or $995,625 (7 Yr) to renew Central Internet Management (CIM) service for 743 controllers o This represents a 20% discount from list price, o This represents a savings of $283,496 over single year renewals over 5 years o The CIM discount will be extended to future purchases or annexations. o Pro-rata subscription packages will be sold alongside new controllers, so that all LMD expire on the same subscription end date. o The new CIM expiration date, across the LMD Account, for all controllers, will be 6/30/30 or 6/30/32, depending on option selected. • $611,842 (5 yr) or $764,803 (7 yr) for an extended Warranties on all controller hardware o “Buy 4 Years, Get 1 Year Free” or “Buy 5 Years Get 2 Years Free” if attached to the renewal of CIM service o This represents savings of $152,961 over List Price for Extended Warranty services on a 5 year package, or $306,686 savings for a 7 year package. o This extends ALL controller warranties, regardless of age, for another five to seven years, depending on option selected o This Co-terms with CIM subscription end date; Includes PARTS, but not labor • $395,800 to contract 5 years of HydroPoint Performance Management (HPM), or $533,922 to contract for 7 years of HPM o $ 98,950 - Year 1 cost (list price) to evaluate effectiveness (invoiced in June) regardless of option selected.
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Proposal Summary with Discounts:
Additional Discount Available: Special Payment Term: 1.5% discount offered if paid in 10 days; otherwise, NET 30 Option 1: 1 YearOption 2: 3 YearOption 3: 5 YearOption 4: 7 Year 6/30/26 6/30/28 6/30/30 6/30/32
Discount0% 10% 20% 23%
Central Internet Management$180,645 $495,962 $737,610 $995,625 Hydropoint Performance Management$99,598 $267,780 $395,800 $533,922 Sub Total$280,243 $763,743 $1,133,410$1,529,547
Total Savings $0.00($84,860) ($283,496) ($456,878)
Extended Warranty - List Price$145,073.45$366,982.58$764,803 1,071,488.71$ Total Savings ($152,961) ($306,686)
Special Offer: If All services bundled -
Ordered by 6/30/2025Buy 4 get 1 / 20 % off $611,842
Special Offer: If All services bundled -
Ordered by 6/30/2025Buy 5 get 2 / 30 % off $764,803
Total Cost $1,745,252 $2,294,349
Total (Paid In) 2025 Cost(1 yr HPM Paid in 2025) $1,449,050 $1,860,025 Remaining Balance(Balance of HPM) $296,202 $434,325
Total Savings over List Price: ($436,457) ($763,564)
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In 2024, HydroPoint Saved:
Background: HydroPoint Data Systems, Inc. is the maker of WeatherTRAK, the smart irrigation solution widely deployed throughout the City of Santa Clarita. WeatherTRAK smart controllers have saved the City over 3 billion gallons of water since their initial deployment. Providing complete Central Control, all devices are connected to the cloud with 5G/LTE modems (cell service included). Cloud-Hosted Central Control Software, called WeatherTRAK.net, allows any authorized user to connect with any single device, and group of devices or ALL devices city-wide for management. Further, a Mobile Application, free to download for either Apple or Android platforms, puts the power of irrigation management in the hands of users without needing to stand in front of the controller. WeatherTRAK irrigation scheduling replaces human guesswork with proven science to properly irrigate according to evaporation and plant requirements. They system utilizes a combination of Global weather / Evaporation data with local site knowledge of what is being watered. The software in the system keeps track of soil moisture depletion and irrigates when necessary for every zone, on every controller, every day. And, it applies water in a way that minimizes dry weather runoff. WeatherTRAK Central Internet Management provides centralized irrigation control on a cloud-hosted platform. The service includes: • WeatherTRAK.net central control software, hosted at AWS • Daily Evapotranspiration (ET / Weather Data) unique for each microzone (.6 sq’ miles) in the City, delivered daily • Software Scheduling engine, that automatically creates irrigation schedules for every zone, on every controller, every day
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• Internet Communications using 5G/LTE to allow two-way communication between Cloud and WeatherTRAK controllers • OptiFlow software • Water Budget Manager software • Site Asset Manager software • Compliance and Drought Manager software • WeatherTRAK Mobile App for contractors • Free Software updates • Over-the-Air Software updates • Alerts & Alarms • Comprehensive Report library • 800# Bilingual Customer Service, 6 days per week HydroPoint understands that The City of Santa Clarita is managing a complex water management network, comprised of: • 53 LMD zones + Contract Parks – to be moved to the Parks account • 743 irrigation controllers • Over 2,000 acres of irrigated landscape • Over 13,000 irrigation valves • Ongoing deployment of Flow Sensors and Master Valves in every LMD This vast irrigation system is managed by WeatherTRAK, an Internet-Based Central Control System. The humans responsible for operating this system work for 4 - 8 independent Landscape Contract firms. These contractors are overseen by several City Landscape Specialists and Monitors and LMD Project Coordinators. The challenges in managing an operation of this scale include: Savings: o How much are we spending on Water in each LMD? o How does this compare with last year? o How does this compare with our savings goals? o How does this compare with the Landscape Irrigation Requirement, based on plant material and weather?
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o How do we know if each Zone is achieving its’ full savings potential? o How do we know if changes are being made to my system that will negatively impact my savings goals? o How much am we wasting due to leaks and irrigation system breaks? o How can we quickly determine if we are going to incur water penalties? Risk Avoidance / Compliance: o Where are we at risk in losing plant material, based on lengthy delays in repairing broken station wires? o Where are we at risk for water waste, and possible landscape and hardscape damage, from irrigation system leaks and breaks? o Are we adhering to Agency water day, and water window restrictions? o Which controllers, and which Programs on each controller, are operating in accordance with Agency restrictions or City stipulated water windows? o Which contractors are doing a good job helping us to comply with watering restrictions? o Which contractors need more training or more oversight to help us comply? o Which LMD’s are taking full advantage of our investment in Weather-Based irrigation control? o Which Contractors need more training, or more oversight, to improve their comfort level with the WeatherTRAK system? Operations: o Are all of our Landscape Contractors set up to receive Alerts and Reports from our Central Irrigation Control system? o How responsive are Landscape Contractors in addressing Alerts generated from our Central Irrigation Control System? o Which Contractors are better at responding in a timely fashion? o Which LMD Sites are more problematic with regard to Alerts? o Which sites might require Capital Improvement projects to bring them up to our operating standards? o How can we hold landscape contractors accountable for proper management of our irrigation practices?
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Proposed Solution: Extended Warranty This proposal offers a fresh 5 year Extended Warranty on all 743 installed WeatherTRAK controllers, regardless of the age of the controller. Over the past 5 years alone, HydroPoint has processed 1,175 ZERO DOLLAR transactions for controllers under warranty, or as a courtesy for controllers no longer under warranty. This delivered a value of $534,758 to the City. Further, we know that a number of Warranty exchanges have also flowed through SiteOne Landscape Supply. Warranty has delivered tremendous value for The City. Following is a summary of the HydroPoint portion of warranty transactions:
Purchasing the Extended Warranty program for the next five year will more than likely pay for itself.
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Proposed Solution: HydroPoint Performance Management Service The key to achieving these goals is proactive monitoring and management of your installed WeatherTRAK systems. HydroPoint Performance Management Service, and our team of experts, have been working for the past 7 years to support you. Our HPM service includes two components: 1. An LMD Site Profile and set-up has been performed on a one-time basis at the start of the service for each of your sites. Historical water data, when available, is entered into the system. When we cannot get access to water bills, we use Measured Flow from the controllers. 2. Target Budgets are also entered. 3. Site contact personnel, roles and responsibilities are comprehended, and then personnel are enrolled in alert notifications and automatic report delivery. This ensures that we have all of the necessary baseline information, which provides the basis for understanding performance going forward. 4. Once an LMD Site Profile has completed these steps, our ongoing services provide continual coverage, with regular attention to ensuring that the WeatherTRAK systems on your site are delivering you optimal performance. Site Profile and Set-up Water bill import – Your historic water bills provide an essential baseline from which to determine future performance and savings. Where possible, we request that you provide up to three years of monthly water bills for each site (as CSV files, in a format that is separately defined), and we will enter them into our system to begin ongoing tracking. Hydrozone mapping – Satellite imagery is used to define hydrozones on your properties. LIR calculations – Evapotranspiration (ET) data and hydrozone maps are used to determine the landscape irrigation requirements for each site. Compliance set-up – Local water agency restrictions are reviewed and compliance limitations established. Water savings budget – A water budget is developed in collaboration with your team, that maintains landscape health, meets compliance requirements, and optimizes water savings.
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Ongoing Services Dedicated Customer Success Manager – A HydroPoint CSM, Catherine Sikes, has been assigned to provide a consistent point of contact, and to ensure familiarity with your sites, configurations, and specific requirements. She has supported the City for over 7 years! Performance Management Center Support – This new, worldwide resource combines our team of Hydro Analysts with state-of-the-art analytics tools to support your account manager and on-site teams with attaining peak efficiency and optimal landscape health. Water bill management – Monthly water bills (in the required CSV format) will be entered into the system on a regular basis whenever provided. Compliance management – Local water agency restrictions are reviewed on a quarterly basis for changes and compliance requirements are updated, if necessary. Notifications – Alerts notify your internal and maintainer teams of issues that can significantly affect landscape health or water savings. Advisories will notify them of recommended actions to take, or those performed on their behalf to improve savings or address issues. Reports – Monthly reports are sent to designated individuals within your organization and at your maintainers. 24/7 monitoring/management – HydroPoint systems monitor water usage around the clock, and alerts are issued whenever equipment or other issues might significantly affect savings or landscape health. Remote configuration changes/advisories – Your local landscape maintainers will be advised of timing for events requiring their action, such as winterization. And out-of-limits situations can be remotely corrected, as you permit.
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Escalation management – Alerts are distributed based on criticality and pre-defined protocols, to a list of individuals or roles you define. This information is additionally provided in color-coded sections of reports. Workflow management – Notifications are distributed to individuals you identify at your landscape maintainers, as well as others you may designate within your organization. We assist in ensuring that the right people receive the right information at the right time, and that issues are being addressed and resolved in a timely manner. Training Best Practices Training – Quarterly webinars and briefs assist landscape maintainers in understanding the best practices for effective water management. Full access to HydroPoint University – Maintainers have access to the full range of training available through HydroPoint online webinars. Cases over the last 5 years 2,903 total Avg 580/year Avg 48/month Breakdown by year: 2020 – 416 cases 2021 – 421 cases 2022 – 786 cases (case automation was introduced making reaching out more efficient on the most important issues) 2023 – 551 cases 2024 – 729 cases Last 3 controllers added to the portfolio 10007578 – Z21 Oak Crest #8A 10066443 – Z21 Oak Crest #8B 10006142 – Z21 Marsha McLean #9 All activated on 1/31/25 for Site Z21 Estimated trainings –120 instances over the last 5 years. 357 RMAs in the last 5 years Avg 71 RMAs/year Avg 6 RMAs/month 214 $0 Orders in the last 5 years Avg 43 orders/year Avg 4 orders/month
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Sample HPM Reports Cases Opened and Resolved in 2024 alone:
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