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HomeMy WebLinkAboutC33690 - CVWD App and Cost-Share Agmt Contract No. C ��hqn CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE THE APPLICATION AND COST SHARE AGREEMENT FOR A COOPERATIVE LANDSCAPE WATER MANAGEMENT PROGRAM (CONTRACT NO. C33690 ) BETWEEN THE CITY OF PALM DESERT AND THE COACHELLA VALLEY WATER DISTRICT SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Coachella Valley Water District 75-515 Hovley Lane East Palm Desert, CA 92211 DATE: July 10, 2014 CONTENTS: Application Cost Sharing Agreement Recommendation By Minute Motion: 1. Approve the Application for the Cooperative Landscape Water Management Program; 2. Approve the Cost Share Agreement for the Cooperative Landscape Water Management Program (CoLWMP) between the City of Palm Desert and the Coachella Valley Water District (CVWD); and 3. Authorize the Mayor to execute the amendment. Strateqic Plan Obiective Approval of this recommendation promotes the Strategic Plan's energy and sustainability component by encouraging the City's residential, homeowners associations, and commercial property owners to reduce their per-capita consumption of water and to meet or exceed CVWD's efficiency standards. � Backqround On June 12, 2014, the City Council approved partnering with CVWD on the turf buy back program referred to as CoLWMP. Funding was also approved at that time in an Staff Report Approve the CoLWMP Application and Agreement Page 2 of 2 CONTRACT N0. C33690 July 10, 2014 amount not to exceed $100,000. The allocation of the funding will provide up to $1 per square foot for residential front yard turf removal up to a maximum of $1,000, and $1 per square foot for street adjacent turf removal for Home Owner's Association(s) (HOA) and commercial customers up to a maximum of $5,000. At the time the program concept and funding was approved, a draft Application and Agreement was presented. Staff has worked with CVWD to finalize both the Application and Agreement and now recommends Council's approval of both documents. The program is scheduled to begin accepting applications from residential homeowners on August 1, 2014, and from HOAs and commercial properties on August 15, 2014. CVWD will act as the lead agency and handle all applications and paperwork associated with the program. Fiscal Analysis There is no fiscal impact associated with approval of the Application and Agreement. Prepared By: Depa en d: _ ,r; ° D�-� ��� ane Hollinger, Landsc 'e Specialist Mark Gr e wood, P.E. Director of ublic Works `� �� CiTY COUNCIL A ON Paul S. Gibson, Director of Finance APPROVED � DEN�ED RECEIVED OTHER Approval: ME�T G DATE ' ' � t AYTS: ` ���(1c � ✓ l�/b'•�L..NuTif NOES: ` . John M. Wohlmuth, City Manager ABSENT: ` �`' ABSTAIN: /bl VERIFIED BY: � d � Original on File with City erk's Office PALM DESERT & COACHELLA VALLEY WATER DISTRICT COOPERATIVE LANDSCAPE WATER MANAGEMENT PROGRAM The City of Palm Desert (City) and Coachella Valley Water District (CVWD) established the Cooperative Landscape Water Management Program (Program) for the purpose of water conservation and to reduce nuisance water run-off from residential front yards and Homeowners Association(HOA) property. The City and CVWD will jointly fund the Program. Financial reimbursements will be on a first come first served basis and subject to the availabiliry of funds.The program consists of: 1) Conversion of turf to water efficient drip irrigated desert landscape Residential Properiy Owners/Homeowners Associations may apply to participate in the Program with Coachella Valley Water District. The property owner and/or a designated representative must submit an application in person to the Coachella Valley Water District (CVWD). A designated representative must have written authorization to represent property owner and photo identification. Only one application per property owner/designated representative will be accepted (no batched applications). To be eligible for the Program,a Residential Properiy Owner/Homeowner Association must: 1) Be a customer of CVWD in good standing, 2) Own the property at the designated site, 3) Have a fully functioning irrigation system that is run by a warking irrigation timer/clock and an actively growing turf lawn, 4) The area to be retrofitted for single family residents shall be front yards abutting city streets, 5) HOA's/Commercial areas to be retrofitted shall be in parkways, adjacent to City streets, between back of curb and property line or wall. 6) Contractors must have a City of Palm Desert Business License and must apply for a No Fee Encroachment Permit when working in the City right-of-way The CVWD and the City will review the application for acceptance into the program.Upon acceptance into the Program,the applicant will be notified, and shall do the following: 1) Develop and submit a landscape design to CVWD for review and approval. Design to follow City Landscape Ordinance for residents. 2) CVWD will forward to the City the application and design as well as any required paperwork; W-9, W-8, Tax I.D. number (HOA) 3) Participants shall install the approved renovated landscape within 90 days from the date of written CVWD application approval 4) CVWD requires applicants to provide a Smart Irrigation Controller far all retro-fitted landscapes. 5) Allow the City and/or CVWD representative(s)onto the properiy to confirm eligibility of properiy far the program and for a final inspecrion of the newly retrofitted landscape. All work completed by,or on behalf of, a Residenrial Property Owner or HOA shall be completed in conformance with all laws,rules and regulations of all governmental bodies and agencies having jurisdiction over the work. If an applicant satisfies all of the conditions set forth herein and subject to availability of funds, the City an shall reimburse the applicant $1.00 per square foot of turf removed from the designated site, up to a maximum of one thousand dollars ($1,000.00) for residential property owners. (Property owners may apply to CVWD separately for rear yard renovations) For an HOA the reimbursement will be up to $5,000 maximum for a complete landscape conversion. (HOA's may apply to CVWD separately for landscape conversions inside the gated community). After the conversion is completed, inspected and verified, rebate checks will be mailed to the applicant within ninery(90)days thereafter.Each participant will receive two checks,one from the CVWD and one from the City. City of Palm Desert Coachella Valley Water District � �/'-'T�'� 73-510 Fred Waring Drive �p►TER 69-825 Highway 111 Paim Desert, CA 92260 P.O. Box 1058 (760) 346-0611 Coachella, CA 92236 ��S T R�G'� 1 PALM DESERT & COACHELLA VALLEY WATER DISTRICT COOPERATNE LANDSCAPE WATER MANAGEMENT PROGRAM APPLICATION Property Owner/HOA/Commercial Name: Mailing Address: City: Zip Code: Phone Number: Conversion Location: Approximate Area: sq.ft. CVWD Account Number: 1 Year Service ❑ yes ❑ no Property Owner Signature: Date: ProEram Participation: RESIDENTIAL ❑Landscape Retrofit HOMEOWNER ASSOCIATION ❑Landscape Retrofit Coachella Valley Water District approval by: on Date Signature: Title: City of Palm Desert approval by: on Date Signature: Title: With this agreement both the City of Palm Desert and Coachella Valley Water District will rebate the property owner for turf removal and the development of water efficient landscapes. The program will include, single family homes, homeowner association and commercial property with landscapes adjacent to city streets. Both the CVWD and the Ciry may choose or elect to not participate in any phase or component of this agreement. No party will be held at fault. This program is sponsored by the Coachella Valley Water District and the City of Palm Desert. For more information or questions, call the Coachella Valley Water District 760.398.2651 ext.3460 �,jf_„` City of Palm Desert �pTE�, Coachella Valley Water District � � 73-510 Fred Waring Drive 69-825 Highway 111 Palm Desert, CA 92260 P.O. Box 1058 _ (760) 346-0611 Coachella, CA 92236 O�STR�G� z Contract No. C 33690 Coachella Valley Water District and City of Palm Desert Cost Share Agreement for a Cooperative Landscape Water Management Program 1. The purpose of this agreement is to formally document the intention of the Coachella Valley Water District (CVWD) and the City of Palm Desert (City) to participate in a joint water conservation cost-share program (Program). This Program will provide those CVWD customers residing within the City the opportunity to convert spray irrigated lawn to water efficient drip irrigated desert friendly landscapes Turf conversions will help accomplish CVWD's and the City's mutual goals of increased efficiency in landscape water use, reduced groundwater consumption and elimination of street water run-off. 2. It is understood by both parties that this agreement funds and executes a Program to cost-share landscape turf conversions on a first come, first served delivery sequence until the initial funding has been exhausted. 3. The Program consists of two main components as follows: a. Residential turf conversions b. Large landscape turf conversions (HOAs and commercial properties) 4. Details of the program are provided in Attachment A. 5. The City agrees to provide turF conversion rebates of $1.00 per square foot of turf converted, not to exceed $100,000. CVWD agrees to provide turF conversion rebates of $1.00 per square foot of turf converted on a first-come-first-served basis as funding allows. 6. The City and CVWD agree to provide funding for the two main Program components as follows: a. Residential turf conversions: $50,000 City/$50,000 or more CVWD b. Large landscape turf conversions: $50,000 City/$50,000 or more CVWD 7. If/when City funding under this agreement is depleted, CVWD will continue to provide its current turf conversion program to CVWD customers in the city of Palm Desert. 8. The City and CVWD agree to consider the continuation of funding for this Program in subsequent years if funding is available. Signed and approved on the day of 2014, by: City of Palm Desert Coachella Valley Water District Van G. Tanner Jim Barrett Mayor General Manager-Chief Engineer Contract No. C 33690 ATTACHMENT A Program Description Cooperative Landscape Water Manaqement Proqram Oblective: The goals of this Cooperative Landscape Water Management Program (Program) are to advance landscape water conservation, eliminate nuisance water in streets caused by landscape irrigation, and provide an incentive for Coachella Valley residents to convert to desert landscaping. It is proposed that the Coachella Valley Water District (CVWD) and the City of Palm Desert (City) be equal co-sponsors of this Program. The Proqram: The Program will have two components. These will address residential turf conversions, and large landscape turf conversions for homeowner associations (HOAs) and other large commercial type landscapes. Program participants are required to provide a scaled, legible landscape plan. The City's Desert Flora publication and Design Manual are posted on the City's website to provide assistance. Program participants may also use the services of a design professional. The residential turf conversion component will provide a rebate of $2.00 per square foot ($1.00 per square foot City/ $1.00 per square foot CVWD) for the removal of turf and installation of drip irrigated desert landscaping. The City rebate will be limited to residential front yards. The retrofit must also include a smart irrigation controller which can be purchased at a discounted rate through the CVWD Residential Smart Controller Program. The large landscape turF conversion component will provide a rebate of$2.00 per square foot ($1.00 per square foot City/ $1.00 per square foot CVWD) for the removal of turf between the street curb and the HOA perimeter wall or any other defined area that would reduce water use and prevent runoff to the street. As part of the requirements, all irrigated areas where turf is replaced must be controlled by a smart irrigation controller which can be purchased and partially rebated through the CVWD Large Landscape Smart Controller Rebate Program. Cost-share rebates will be split between the City and CVWD. The City and CVWD will each provide $1.00 per square foot for turf replaced up to a maximum of $2,000 per residential project ($1,000 City contribution/$1,000 CVWD contribution); and $1.00 per square foot for turf replaced up to a maximum of $10,000 per large landscape turf conversion ($5,000 City contribution/$5,000 CVWD contribution). Residential and large landscape turf conversions range between $4.00 and $6.00 per square foot; therefore, the Program participant will pay the balance not covered by the rebate. For both Program components, participants will receive rebate checks. Upon approval by the City and CVWD, the City and CVWD will each issue separate payments to participants on a 50/50 basis (50 percent City/50 percent CVWD). CVWD will cooperate with the City to develop a comprehensive public outreach campaign to publicize the program and promote conservation in general. The City and CVWD will work jointly to disseminate information through several different means to reach the greatest number of people. The application process will be on a first come, first served basis and the Program start date will be announced in advance. Applications will be made available on-line at the City's website.