Water Savings Incentive Program - Hendry Utilitieshendryutilities.com/docs/boxes/application_roger.doc · Web view1.28 gal/flush x 5.1 flushes/day/pers x 3.22 persons/home x 180

A Message from the Executive Director...

This is the tenth consecutive year the South Florida Water Management District is offering a program for the implementation of technology-based water conservation projects that address the demand side of the water use equation. The intent of the Water Savings Incentive Program, or WaterSIP, is to provide funding to save water through demand reduction. Implementation of water demand conservation projects is vital to the future of Florida’s water resources.

The Water Savings Incentive Program Cooperative Funding Guidelines and Application describes requirements and provides instructions to apply for funding. Projects must provide matching funds and be completed by August 31, 2011. Millions of gallons of water are being saved every day because utilities and local governments have installed water conservation devices funded through this program.

On behalf of the South Florida Water Management District, I encourage you to take advantage of this opportunity to apply for funding to implement water conservation projects within your municipality, utility service area, or homeowners’ association.

Through the implementation of partnerships today, we can help meet south Florida’s future water needs.

Sincerely,

Carol Ann WehleExecutive Director

TABLE OF CONTENTS1. FUNDING APPLICATION DEADLINE AND MAILING INSTRUCTIONS..........................32. POLICIES AND GUIDELINES....................................................................................4

General Requirements...........................................................................................4Definitions..............................................................................................................4WaterSIP Objective................................................................................................5Eligibility Compliance.............................................................................................5Funding Compliance Review..................................................................................5Funding Costs........................................................................................................6Funding Policy........................................................................................................6Other Requirements, Restrictions, and Standards.................................................9Project Progress Reports......................................................................................10Final Project Summary Reporting.........................................................................10Project Performance Tracking..............................................................................11Summary of Reporting Requirements..................................................................11Waiver or Reduction of Matching Funds...............................................................12Withdrawal of Application....................................................................................12Withdrawal of Project...........................................................................................12Application Development Costs...........................................................................12Disclosure............................................................................................................13Addenda...............................................................................................................13Rejection of Applications......................................................................................13Award...................................................................................................................13Funding Proposal.................................................................................................13Project Cost Itemization.......................................................................................14Submittal Instructions..........................................................................................14

3. PROCESS.............................................................................................................15Pre-proposal Conference............................................Erreur ! Signet non défini.WaterSIP Calendar...............................................................................................15Application Review Process..................................................................................16

4. APPLICATION INSTRUCTIONS...............................................................................17Read and Follow the Instructions Thoroughly......................................................17Application Format and Application Package Contents........................................17Application Cover.................................................................................................18Transmittal Letter................................................................................................19Exhibit A: Statement of Work...............................................................................20Quantity of Potable Water Saved and Calculations..............................................24Project Cost and Funding Itemization...................................................................25Supplemental Questions......................................................................................27

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Project Data and Criteria Summary......................................................................29Application Checklist............................................................................................30Signature authority Checklist...............................................................................31Sample Cooperative Funding Agreement.............................................................32Exhibit C: Sample Quarterly Progress Report Form..............................................43Exhibit D: Sample Final Project Summary Report.................................................44

APPENDIX 1: SAMPLE RESPONSES TO EXHIBIT A: STATEMENT OF WORK.................46Quantity of Potable Water Saved and Calculations..............................................51Project Cost and Funding Itemization...................................................................52Supplemental Questions......................................................................................53Project Data and Criteria Summary......................................................................56Application Checklist............................................................................................57

APPENDIX 2: EXAMPLES OF WATER SAVINGS CALCULATIONS..................................58APPENDIX 3: CALCULATIONS ASSISTANCE................................................................60APPENDIX 4: ONLINE RESOURCES AND GUIDES.......................................................61

LIST OF TABLESTable 1. Allowable Funding Limits for Common Conservation Items. 7Table 2. Plumbing Fixture Retrofit or Replacement Standards for WaterSIP Projects.

9Table 3. Project Performance Tracking Summary Table (example). 11Table 4. WaterSIP FY 2011 Evaluation Criteria. 16

Table 3-1. Frequency of Use Default Values for Common Plumbing Fixtures and Appliances. 60

Table 3-2. Dual Flush Toilet Water Consumption – Residential. 60Table 3-3. Dual Flush Toilet Water Consumption – Commercial. 60Table 4-1. Online Resources and Website Guidance. 61

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1.FUNDING APPLICATION DEADLINEAND MAILING INSTRUCTIONS (RFP NO. 6000000354)

Deadline: Thursday, July 22, 2010 no later than 2:30 p.m. Copies: A total of seven (7) copies of the Application package (including one

[1] marked “Original”) shall be submitted in a sealed envelope/box. Two (2) electronic copies of the entire Application package (Statement of Work, Funding Proposal, Project Criteria Checklist, etc.)—in PDF and Microsoft® Word format on two (2) CD-ROMs—shall also be included in the container. The sealed envelope/box shall be clearly marked on the outside as follows: “Water Savings Incentive Program Cooperative Funding Application – WaterSIP FY 2011, Attention: “Rupert Giroux,” along with the Applicant’s name and return address. The South Florida Water Management District (SFWMD or District) assumes no responsibility for applications not properly marked. Receipt of an application by a District office, receptionist, or personnel other than the Procurement Department does not constitute “delivery.” Applications submitted via facsimile (fax) transmission or other “electronic” means will not be accepted.

Submit to: South Florida Water Management DistrictProcurement Department, B-1 Building, 2nd Floor3301 Gun Club RoadWest Palm Beach, FL 33406

Inquiry Period: June 21, 2010 through July 15, 2010All technical inquiries must be submitted in writing via fax or email. Inquiries and any revisions to this document will be addressed in addenda posted to the District's Web site. It is the responsibility of all respondents to ascertain whether any addenda have been issued before the solicitation deadline by either calling the District or checking the District’s Web site. Inquiries will not be entertained beyond July 15, 2010 at 4:00 p.m.

Inquiries to: Rupert Giroux, Contract SpecialistTelephone: (561) 682-2532Fax: (561) 682-5644 Email: [email protected] site: http://www.sfwmd.gov/procurement

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http://www.sfwmd.gov/procurement

mailto:[email protected]

2.POLICIES AND GUIDELINESGeneral Requirements This section contains general information about the requirements for the WaterSIP Funding Program. The Application is provided and the review process is explained in subsequent sections. Every applicant must satisfy these requirements.

Definitions “Addendum” – Any written modification to a solicitation document made before the opening of responses.

“Agreement” – A mutually binding legal relationship, written representation, understanding, or contract between two or more parties, which includes consideration and contains terms and obligations governing the relationship between or among the parties.

“Applicant” – All governmental entities, including water providers and large users; local governments; water, wastewater and reuse utilities; municipal, industrial, commercial, institutional, and agricultural water users; and homeowners’ or condominium associations submitting an Application to seek an award from the District pursuant to this cooperative funding program.“Application” – A written document from an applicant seeking an award from the District pursuant to this cooperative funding program.“District” – The South Florida Water Management District.

“Funding” – An allotment of monies disbursed toward the payment of non-capital costs for the installation of water demand reduction measures.

“Ineligible” – A determination that the Application does not comply with the material requirements of this cooperative funding program.

“Non-Capital” – Not part of a public water provider or user’s capital improvement program.

“Participant” – The Recipient and end user of the conservation hardware. May or may not be the same as the Applicant.

“Project” – The written description included in the Application that determines the eligibility for cooperative funding.

“Project Cost” – The total cost of the water conservation project located within the South Florida Water Management District.

“Recipient” – The Applicant that has been awarded District funding in support of a project.

“REDI” – The Rural Economic Development Initiative (REDI) as defined in Section 288.0656, Florida Statues (F.S.), specifying that REDI communities do not have to provide matching funds for financial match programs.

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WaterSIP ObjectiveThe objective of the WaterSIP Program is to foster water conservation efforts of public and private water providers or large users within the SFWMD boundaries, defined in Subsection 373.069(2)(e), F.S. Projects that use technology to implement water conservation are under consideration for funding through this program. Types of projects that have received funding in previous years include automatic flushing devices for hydrants, indoor plumbing retrofits, large area “Smart” irrigation controllers, and soil moisture and rain sensor technology for irrigation systems. Pilot or demonstration projects are not eligible for funding. The District continues to expand participation by encouraging industrial, commercial, and institutional water users, as well as homeowners’ or condominium associations to apply.

Eligibility ComplianceApplications will be deemed ineligible from organizations that have overdue or outstanding reports on previous District-funded projects or from any entity on the State’s Convicted Vendor List, the State’s Suspended Vendor List, or the District’s Suspended Vendor List. In addition, application packages that do not include all required documentation, listed as follows, will be deemed ineligible. To be deemed eligible, entities shall comply with all of the following requirements: Be a public or private water provider or large user or homeowners’ or condominium association. Individual residences are not eligible. The scope of all projects must provide at least 0.5 million gallons per year (MGY) in water savings (for all entities). Total project costs must be at least $15,000 in total expenditures for public utilities, municipalities or government agencies (so the minimum shared match for a public agency or institution would be $7,500 from the Applicant and $7,500 from the District). Adhere to the Application instructions. Adhere to applicable laws and regulations. Comply with allowable funding costs (see Funding Costs section of these guidelines). The Application Form must be signed by an individual with signature authority on behalf of the Applicant.

Other eligibility requirements, as part of the Application package, are listed in the Application Instructions of these guidelines.

Failure to comply with any of these requirements will render the Application “ineligible.”

A list of previously funded WaterSIP Projects is available from the District’s WaterSIP Web site: http://www.sfwmd.gov/watersip.

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Funding Compliance ReviewThe District will ensure the proper use of cooperative funding by requiring partners to comply with the terms and conditions of the Agreement. Additionally, the District will ensure compliance by conducting: On-site visits of the Project. Reviews of quarterly progress reports required by the Agreement. Thorough reviews of Agreement deliverables, especially review of the Final Project Summary Report (Exhibit D), all financial expenditure documentation (financial expenditure documentation may include, but is not limited to, vendor invoices and check payments, and records for all in-kind services), and verification of hardware installation.

Periodically, the District will perform audits to ensure funding objectives are being met.

Funding CostsAllowable Costs Funding may only be used for the Project identified in the Application. Non-allowable Costs Expenses incurred or obligated before, or after, the funding period (Oct. 1, 2010–August 31, 2011). Regular operations and maintenance costs, such as replacement of utility meters, sewer lines, and pumps. Lobbying or attempting to influence federal, state, or local legislation. Bad debts, contingencies, fines and penalties, interest, and other financial costs. Private entertainment, food, beverages, plaques, awards, or scholarships. Projects restricted to exclusive participation, which include restricting access programs based on sex, race, color, national origin, religion, handicap, age, or habitat. Funding used to underwrite other funding programs. Contributions or donations to other organizations. Projects included in an entity’s capital improvement (non-conservation related-construction) program. However, if an applicant has set up portions of their capital improvement program to include water conservation projects, those project costs would be eligible. Projects that are research, design, educational, study, test, exploratory, pilot, or demonstrative in nature.

Funding PolicyWaterSIP is a reimbursement fund program. Therefore, the Applicant is expected to execute the full scope of the Project without District funds. The maximum cooperative funding amount is up to fifty percent (50%) of the total purchase and/or installation cost

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of the Project, or up to $50,000, whichever is less in total. Funds are awarded to applicants based on estimated project costs as reported in the Application.

If the project scope is not fulfilled to 100 percent (100%) completion as outlined in the Statement of Work, the District’s funding amount will be prorated and reduced to match the percentage of the project scope that is fulfilled. If the project scope is achieved to 100 percent (100%) completion, as outlined in the Statement of Work, and total actual project costs are below the estimated total project cost, the Recipient may be eligible to receive up to the full award amount, as long as the minimum 50 percent (50%) match of the actual total project cost is met by the Recipient and the total project cost is greater than $100,000. In no event does the District’s funding amount exceed 50 percent (50%) of the actual expenditures. All projects must be completed and invoiced by August 31, 2011. By this time, the entire Scope of Work must be completed and actual costs must be accounted for and supported by, but not limited to, vendor invoices and check payments, records for all in-kind services, and verification of hardware installation. Failure to supply evidence of all financial expenditures and in-kind services may result in the withholding of funds by the District.

Funding support for the conservation items in Table 1 will be supported up to 50 percent (50%) of the total purchase and installation costs or up to the amounts indicated, whichever is less in total based on the availability of District funds.

Table 1. Allowable Funding Limits for Common Conservation Items.Conservation Item Allowable Funding LimitAutomatic line flushing devices Up to $3,000 eachHigh-efficiency toilets Up to $145 eachHigh-efficiency showerheads Up to $20 eachHigh-efficiency aerators Up to $1 eachHigh-efficiency urinals Up to $140 eachSoil moisture sensors Up to $145 eachRain sensors Up to $120 eachPre-rinse spray valves Up to $55 each

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Avoid these two budget planning pitfalls:

Pitfall 1 If the project is budgeted anticipating a funding level of 50% of the total project cost (or anticipating that the project will be granted the maximum funding level of $50,000) and project funding support is approved at a lower level, the Recipient will still be obligated to fulfill the proposed project scope to receive the full award.For example:

Proposed project cost: $40,000 (to purchase and install 1,000 items)Anticipated funding level: $20,000Anticipated recipient share: $20,000If the approved funding level is granted at $10,000, the Recipient is still obligated to purchase and install 1,000 items and is thus responsible to produce and spend the remaining $30,000. Failure to purchase and install all 1,000 items will result in a reduction of the actual funding level below the $10,000.

Pitfall 2 If the project’s budgeted funds are spent before the scope of the project is fulfilled and the additional funds cannot be secured, the actual funding level will be prorated and reduced to the proportion of the fulfilled scope.For example:If your proposed project cost is $50,000 to purchase and install 1,000 items, and you spend $50,000 to purchase and install only 800 items and do not have additional funds to complete the 1,000 item scope, then your actual funding level will be reduced as follows (assuming an approved funding level of $25,000):

$25,000 approved funding becomes $20,000 actual funding1,000 items in project scope 800 items actually installed

Overestimating or inflating the proposed scope of a project could also result in failing to meet project goals.

To avoid these pitfalls: Propose to do only what you can do without District funds. Propose an educated, researched project cost estimate. Be sure you can fulfill the project scope within the specified

timeframe.

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Other Requirements, Restrictions, and StandardsThe following shall apply to all Projects: Verification of successful hardware installation is required. Proof of installation due as part of the closeout package could include an invoice indicating hardware installation or a signed statement by the Recipient stating that all products were visually inspected in their final state of installation. Automatic meter reading projects must show how they will be used to serve the Applicant’s overall conservation objectives. Applicants are responsible for the proper disposal of all inefficient hardware/technology replaced as part of a WaterSIP project. Specific requirements for Plumbing Retrofit Projects include the following: Fixture exchange programs cannot function as a give-a-way project (i.e., an inefficient fixture must be collected for each high efficiency fixture distributed). Names and addresses of recipients must be submitted to the District as part of the final closeout package. All toilet retrofit projects involving toilets with flappers will include an educational component that addresses leak detection and proper flapper replacement selection and installation. “The Flapper” Web site, available from: http://www.toiletflapper.org is recommended as a reference.

o Flappers will degrade and leak due to chlorine compounds used in water treatment.

o A leaking flapper valve in a toilet can leak at a rate of 5 drips per second.o At 5 drips per second, the amount of water lost per day is 43.2 gallons,

1,296 gallons per month, and 15,552 gallons per year.All plumbing fixtures must meet the standards outlined in Table 2.

Table 2. Plumbing Fixture Retrofit or Replacement Standards for WaterSIP Projects.Fixture Standard

Toilets EPA WaterSense approved: Single flush maximum of 1.28 gallons/flush with an UNAR MaP rating of at least 400 grams/flush

Dual flush toilets EPA WaterSense approved: Full flush volume of no more than 1.28 gallons/flush with an UNAR MaP rating of at least 400 grams/flush

Showerheads EPA WaterSense approved: Flow rate of 2.0 gallons/minute or less (1.75 gallons/minute is suggested)

Bathroom Faucets Flow rate of 1.0 gallons/minute or lessUrinals EPA WaterSense approved: Flush volume of 0.5

gallons/flush or less (0.125 gallons/flush is suggested) Kitchen Faucets Flow rate of 1.5 gallons/minute or less (1.0 gallons/minute can

also be used)Commercial kitchen pre-rinse spray valves

Flow rate of 1.6 gallons/minute or less

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http://www.toiletflapper.org/

See Appendix 4 for WaterSense Web site information.The following are specific requirements for Irrigation Efficiency Improvement Projects: Applicants engaging in irrigation efficiency improvement projects must meet the minimum (prerequisite) standards of “Florida Water Star” in those areas of the irrigation system affected by the Project. Parts of the irrigation system not affected by the Project are not required to meet Florida Water Star standards, as stated on the Florida Water Star Web site: http://www.sjrwmd.com/floridawaterstar. Projects involving irrigation technology devices (i.e., soil moisture sensors, rain sensors, etc.) must show proof that these items are installed and/or inspected by a professional who is a member of a recognized irrigation professional trade organization such as, but not limited to, the Irrigation Association, the Florida Irrigation Society, Florida Nursery, Growers and Landscape Association to receive reimbursement. An invoice showing charges for project hardware installation or a signed statement indicating an inspection of devices installed by a professional must be submitted as part of the final closeout package.

The following projects and components are not eligible for funding: Waterless urinals. Toilet retrofit kits that replace internal tank components. Toilet retrofits/replacements for currently installed toilets flushing at 1.6

gallons/flush or less. Projects involving hookups to reclaim or reuse water sources. Indoor/Outdoor water use evaluation. Landscape materials.

Project Progress ReportsQuarterly Progress Reports (see Exhibit C: Sample Quarterly Progress Report Form), shall be provided to the District on the status of the Project, including the extent of completion. Progress report forms shall be submitted via email to the SFWMD Project Manager every three (3) months, from October 1, 2010 through the end of the Project. The quarterly progress report form may be downloaded from the District’s WaterSIP Web site: http://www.sfwmd.gov/watersip.

Final Project Summary ReportingApplicants will submit a hard copy of the Final Project Summary Report (see Exhibit D: Sample Final Project Summary Report Form) to the SFWMD Project Manager by August 31, 2011. Along with the Final Project Summary Report, the Applicant will submit records of money received from other donors and in-kind services, and copies of invoices for all materials and services (including proof of hardware installation) related to the Project. The Final Project Summary Report Form may be downloaded from the District’s WaterSIP Web site available from: http://www.sfwmd.gov/watersip.

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http://www.sjrwmd.com/floridawaterstar

Project Performance TrackingAs part of the application process, Applicants are required to estimate the amount of water saved (demand reduction) resulting from the execution of the proposed project. To measure the actual performance of the Project, the pre- and post-project water consumption of at least fifty percent (50%) of all project Participants will be compared. The Project Performance Tracking Summary must be based on recorded meter or submeter readings (using Participants’ account numbers) or utility bills for a period of twelve (12) months occurring before the project began and from a twelve (12) month period after the completion of the Project. Archive billing information can be obtained through the local water utility. The results of such an analysis must be presented to the SFWMD Program Manager no later than September 30, 2012. A list of utility account numbers with individual monthly billing data will be summarized in a table (similar to Table 3) found in the Project Performance Tracking Form, which can be downloaded from the District’s WaterSIP Web site. Copies of the billing data should accompany this form.

The significance of this effort is to accurately represent the effectiveness of the WaterSIP program at reducing water use. This is necessary to ensure the program’s continuation and increase its opportunities for future growth. Failure to conduct this assessment and report the findings to the District will result in a past-performance penalty (see Evaluation Criteria table) and may make them ineligible for future District funding.

Table 3. Project Performance Tracking Summary Table (example).WaterSIP FY 2011 Entity Name

_______________Project Title____________________

Pre-project consumption: water consumed by target group over the months ___________, ____________.

Estimated water demand reduction as presented in the FY 2011 WaterSIP Application.

Post-project consumption:water consumed by target group over the months ___________, ____________.

_____ MGY _____ MGY _____ MGYPre-project consumption ― Post-project consumption = ___________ MGY

Summary of Reporting RequirementsThe following list summarizes all reporting requirements of WaterSIP, as previously described: Quarterly Progress Report Form – Exhibit C, one-page District form. Final Project Summary Report Form – Exhibit D, two-page District form and closeout materials due at project completion. Project Performance Tracking – one-page District form and copies of supporting documentation used to derive this data, such as the Participants’ utility account and billing data due up to one year after project completion.

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Waiver or Reduction of Matching FundsA local government qualifying as a “rural community” under Section 288.0656, F.S. may request a waiver or reduction in the match requirement for this program, pursuant to Section 288.06561, F.S. A local government requesting such a waiver shall submit verification of its qualifications as a “rural community” from the Office of Tourism, Trade and Economic Development.The Rural Economic Development Initiative (REDI) community areas within District boundaries include Glades, Hendry, Highlands, and Okeechobee counties; City limits of Pahokee, Belle Glade, and South Bay; and the Round II Federal Rural Enterprise Community area around Immokalee. However, the “rural community” designation may change, and it is incumbent upon the Applicant to determine whether it is a REDI community.

Withdrawal of ApplicationApplicants may withdraw their submitted application by notifying the District in writing or in person through an authorized representative at any time before the submission deadline. The notification of withdrawal shall be addressed to “Rupert Giroux, Contract Specialist.” Any individual making the withdrawal shall provide evidence that he/she is an authorized representative of the Applicant. Applications, once received, become the property of the District. Applications will not be returned to the Applicant even if they are withdrawn from consideration. Applications, once opened, may not be withdrawn, except to the extent agreed to by the District in writing.

Withdrawal of ProjectIf budgeted or draft budget funding for a project is not secured or is removed from a Recipient’s budget, the Recipient may withdraw the awarded project before October 15, 2010 without incurring a Past Performance penalty. Applicants that withdraw awarded projects, October 16, 2010 or later, will receive a Past Performance penalty and be unable to receive full scoring potential under the Past Performance criterion in future appeals for WaterSIP funding assistance. (See the Evaluation Criteria table and the Signature Authority Checklist). A project withdrawal must be done in writing. The notification of withdrawal shall be addressed to “Rupert Giroux, Contract Specialist” with a courtesy copy to Robert Wanvestraut, Program Manager. Any individual making the withdrawal shall provide evidence that he/she is an authorized representative of the Recipient.

Application Development CostsNeither the District nor its representatives shall be liable for any expenses incurred with the preparation, submission, or presentation of the funding application, nor shall the said expenses be reimbursed using the funding program. All information in the Application shall be provided at no cost to the District.

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DisclosureUpon receipt, applications become “public records” and will be subject to public disclosure consistent with Chapter 119, F.S. To invoke any exemption to disclosure provided by law, the Applicant must provide specific statutory authority for the claimed exemption, identifying the data or other materials to be protected, and stating the reasons why such exclusion from public disclosure is needed. Should the Applicant assert any such exemptions, the burden of establishing the exemption shall be upon the Applicant.

AddendaIf any solicitation revisions become necessary (other than changes to the deadline for response submission), the District will post written addenda for downloading on the District’s Web site at least seven (7) calendar days before the date scheduled for the opening of responses. The District may revise the deadline for response submission at any time prior to the date and time scheduled for the opening of responses. It is the responsibility of all respondents to ascertain whether any addenda have been issued before the solicitation deadline by either calling Rupert Giroux, Contract Specialist at (561) 682-2532 or checking the District’s Web site available from: http://www.sfwmd.gov/procurement. Click on “Solicitations,” and then click on “Solicitations Calendar.” All addenda placed on the District’s Web site can be downloaded.

Rejection of ApplicationsThe District reserves the right to reject any and all applications when such rejection is in the District’s interests. The District may waive minor irregularities contained in an application. A minor irregularity is a variation in the application process that does not affect the requested funding amount, or does not give an applicant an advantage or benefit over other applicants, or does not adversely affect the interests of the District. The District may also re-advertise and re-solicit the requirement at any time when it is considered to be in the best interest of the District. The District further reserves the right to cancel this application process at any time if it is in the District’s interest to do so.

AwardThe Applicant understands that this Application does not constitute an Agreement with the District. No Agreement is binding or official until applications are reviewed and accepted by the District, approved by the SFWMD Governing Board, and the Parties duly execute an official Agreement. The District reserves the right not to issue any funding whatsoever, if it is in the best interest of the District.

Funding ProposalIn addition to signing the Signature Authority Checklist acknowledging sufficient funds for the entire proposed project, the legal signing authority of the Applicant should present evidence of their financial commitment. A draft or approved budget, or other similar evidence of financial commitment (letter from a representative with signature authority) is acceptable. If a third party is providing funding, in-kind services, commodities, or permissions for the Project, a letter indicating such commitment, on

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the third party provider’s letterhead, shall be required. The letter shall be signed by the person authorized to bind the third party and indicate the person’s title and authority. The Applicant shall be required to obtain all relevant documentation from the third party to support reimbursement.

Note: A local government qualifying as a Rural Economic Development Initiative (REDI) community and requesting a waiver or reduction in the funding match requirements, shall submit verification of its qualifications consistent with Section 288.0656, F.S. as a “rural community” from the Office of Tourism, Trade, and Economic Development. (See Waiver or Reduction of Matching Funds under the Funding Policy section of these guidelines.)

The REDI community areas within District boundaries include Glades, Hendry, Highlands, and Okeechobee counties; City limits of Pahokee, Belle Glade, and South Bay; and the Round II Federal Rural Enterprise Community area around Immokalee. However, the “rural community” designation may change, and it is incumbent upon the Applicant to determine whether it is a REDI community.

Project Cost ItemizationA full breakdown of project costs will be submitted as part of the Application. Applicants will enter all costs for project items and related in-kind services into the Project Cost and Funding Itemization subsection of the Application (Section 4) of this document. The sum total of these items shall be reported as the Total Project Cost.

Submittal InstructionsPrepare the Application package to include one (1) original printed copy marked “Original” and six (6) hard copies, including two (2) electronic copies of the entire Application package (Statement of Work, Funding Proposal, Project Criteria Checklist, etc.) on two (2) CD-ROMs in both PDF and Microsoft® Word format. Refer to the Funding Application Deadline and Mailing Instructions (Section 1) for complete details.

All applications shall be addressed to “Rupert Giroux, Contract Specialist.”

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3.PROCESSWaterSIP Calendar

June 21, 2010 Inquiry period begins. Inquiries may be made between 8:00 a.m. and 5:00 p.m. weekdays (with the exception of the final day of the inquiry period July 15, 2010, which ends at 4:00 p.m.) and shall be directed to the Contract Specialist, Rupert Giroux. All technical inquiries must be submitted in writing via fax at: (561) 682-5644 or email to [email protected].

July 15, 2010 End of the inquiry period – inquiries will not be considered beyond 4:00 p.m.

July 22, 2010 Deadline for WaterSIP applications – due to the District’s Headquarters no later than 2:30 p.m.

August 24, 2010 District selection committee meets to evaluate and recommend projects for funding.

September 9, 2010 District staff presents recommendations to the District’s Governing Board as part of the District’s budget process. The Governing Board finalizes approval for the awards. Award letters are sent out after approval; however, this could be as late as October 14, 2010.

October 1, 2010 Funding award documents (Agreements) are mailed to successful applicants for signature; but could be mailed as late as October 14, 2010.

November 30, 2010

Deadline for signed Agreements to be returned to the District for execution and encumbrance of funds.

August 31, 2011 Project completion is due; final project deliverables are postmarked no later than August 31, 2011.

September 30, 2012

Project Performance Tracking Report due.

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Application Review ProcessDistrict staff, along with two outside persons appointed by the Governing Board Chair, acting in a technical advisory role, review each Application overall, especially for consistency with the District’s consumptive use permitting goals, planning objectives, and eligibility criteria. This District selection committee ranks the eligible projects based on program guidelines and project eligibility criteria as presented in Table 4. The selection committee provides a list of recommended projects to the District’s Governing Board for approval.

Table 4. WaterSIP FY 2011 Evaluation Criteria.FY 2011 EVALUATION CRITERIA

Total Points Criteria Guidelines for Scoring

35 Conservation efficiency(estimated number of gallons saved per year compared to other FY 2011 funding applicants)

The Project implements conservation technology in a manner that saves significant amounts of water per device, results in minimal adverse environmental impacts, and uses energy efficiently.

35 Cost-effectiveness The Project demonstrates cost-effectiveness in installation, design, and use. Water savings are commensurate with the cost and ongoing operation of the Project. *Savings of potable water will be considered a more valuable savings than savings of non-potable water.

10 Environmental and/or community benefits

The Project provides environmental water quality improvements or other resource benefits, such as habitat improvement, and/or benefits a low-income or affordable housing community in addition to meeting the other criteria.

10 Innovation The Project showcases innovation using new technology or the method in which the Project or technology is being implemented.

5 Quality and detail of project planning

The project proposal demonstrates a high level of detail and planning.

5 Past Performance (Applicant’s record of past WaterSIP project completion)

The Applicant has a no record of failing to complete work under a WaterSIP project within the funding period of the respective fiscal year. Applicants with no prior history of executing WaterSIP projects will receive 5 points.

100 TOTAL POINTS

* The order of source-water value is as follows, with 1 being the most valued:1. Water from a utility at risk for saltwater intrusion based on elevated chloride levels in monitoring

wells.2. Water from a utility not at risk for saltwater intrusion.

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3. Surficial well water in the service area of a utility at risk for saltwater intrusion based on elevated chloride levels in monitoring wells.

4. Surficial well water in the service area of a utility not at risk for saltwater intrusion.5. Water from a canal or stormwater catchment area (such as a man-made lake within a housing

development.6. Reclaim or reuse water.

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4.APPLICATION INSTRUCTIONSRead all of the instructions and requirements thoroughly before preparing, completing, and submitting the Application package. Application packages not completed as requested will be declared “ineligible” and will not be reviewed by staff or the selection committee.All applicants will be notified in writing of the FY 2011 WaterSIP selection process outcome.

Read and Follow the Instructions Thoroughly Complete all sections of the Application. Answer questions in a clear, concise manner. Type directly into the gray spaces provided ( ) within the application form. You will be able to save your work and print when ready. If you have difficulty using the form function of this application, contact Robert Wanvestraut 561-682-2054 or email [email protected].

Application Format and Application Package Contents Application Cover Form signed by authorized person. Transmittal Letter. Exhibit A: Statement of Work. Quantity of Potable Water Saved and Calculations. Project Cost and Funding Itemization. Supplemental Questions. Project Data and Criteria Summary. Application Checklist. Signature Authority Checklist Sample Cooperative Funding Agreement (minor deviations shall be highlighted and submitted with the Application). Certification of REDI Community (if applicable). Funding Proposal (refer to Funding Proposal section of these guidelines). Inclusion of any other supporting documentation, such as vendor descriptions of hardware performance, etc.

Application Form Signed by Authorized PersonEach application submitted by an entity shall state the name and contact information of all persons or entities having an interest in the Application. Only a person having the legal authority to bind the Applicant shall sign the Application. In no case may an application be transferred or assigned by an applicant.

Print ONLY the Application section, which begins on the following page (18) and ends on page 31, unless you wish to highlight minor deviations from the Articles of the Agreement. For each question,

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please answer only in the space provided. Text beyond the space allocated will not print.

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APPLICATION COVER

SOUTH FLORIDA WATER MANAGEMENT DISTRICTFY 2011 WATER SAVINGS INCENTIVE PROGRAM

The undersigned Applicant has read all of the terms and conditions of the Water Savings Incentive Program Cooperative Funding Guidelines and Application, and certifies that all of the information contained within this Application and subsequent attachments is true and correct to the best of his/her knowledge. Applicant’s Legal Name: Port Labelle Utility Service (State Div./Dept. if applicable)

Applicant’s Address: 3150 Utility WayLabelle FL 33935

Project Title: Port LaBelle Bathroom Fixtures ReplacementDescription: Replacement of 180 old and inefficient toilets (3.5 to 5.0 gal/flush) with high-efficiency single flush toilets (1.28 gal/flush).

Funding Amount Requested: $49,800County in which Project will be Built: Hendry

Type of Organization: Utility System Date of Incorporation: N/A State of Incorporation: N/AFederal ID No.: 59-6000639

Has your organization ever received funding under the Water Savings Incentive Program for this Project? Yes No

Project Title Year Funded Approved Funding

Actual Funding

Has your organization done any of the following actions for a WaterSIP Grant proposal once submitted, selected, and approved for funding?:Ever rejected funding: Yes No Failed to perform Yes No Been unable to complete the contracted scope within the specified funding period: Yes No Project Title Year

Funded

Reason

Port Labelle Utilities Irrigation Savings Initiative

2004 Only 9 of 15 eligible sites were completed.

Port Labelle Utilities Conservation Initiative

2003 Only 45 out of 330 leaking or inefficient fixtures were replaced or repaired.

Authorized Person’s Name:Roger GREERSignature: ________________________________________must be signed by authorized individual Title: Port LaBelle Bathroom Fixtures Replacement

Telephone Number: 863-675-5376

Fax Number: 863-675-1282

Email: [email protected]

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South Florida Water Management District3301 Gun Club RoadWest Palm Beach, Florida 33406561-686-8800 FL WATS 1-800-432-2045www.sfwmd.govMAILING ADDRESS: P.O. Box 24680West Palm Beach, FL 33416-4680

TRANSMITTAL LETTER

All applications shall contain a transmittal letter highlighting the Applicant’s reasons for requesting funds. This letter shall be addressed to Rupert Giroux, Contract Specialist, and shall be on official letterhead. The letter shall provide a concise overview of the proposed project, which shall include the need for the Project, the target group, the area of the District to be served, the primary strategies for implementation, and an evaluation of the short- and long-term benefits of the Project, including the estimated water demand reduction. The letter shall name the person authorized to make representations on behalf of the Applicant and their title, address, email address, and telephone number. The letter shall declare the Application was prepared without collusion with any other person or entity submitting an application pursuant to the WaterSIP Funding Program. A person authorized to bind the Applicant must sign the transmittal letter indicating the person’s title and authority. Please limit this to one page.

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EXHIBIT A: STATEMENT OF WORKSOUTH FLORIDA WATER MANAGEMENT DISTRICTFY 2011 WATER SAVINGS INCENTIVE PROGRAM

COOPERATIVE FUNDINGSTATEMENT OF WORK

Please review “Appendix 1: Sample Responses to Exhibit A” before continuing.

Introduction and Background1. Provide a brief overview of why this Project is needed.

Please include: A historical description of water use by the target group. Explain if the Project is consistent with the applicable local government comprehensive plan and/or utility water conservation program. Explain why the Project is being done. Describe how the Project relates to other ongoing or future projects. Introduce key terms or acronyms. A quantification of the benefits and potential water savings and other potential benefits.

Type your Introduction and Background in the space provided below (maximum 1,900 characters, approximately two to three [2-3] paragraphs).

Port LaBelle Utility System (PLUS) serves 1500 low-income households in Hendry County, a REDI community experiencing the highest unemployment rate of any county of SFWMD. Water use among PLUS households has been historically low, averaging 85 gpd raw water demand per person prior to 2007, but increasing to its current 100 gpd raw water withdrawals following the switch to a new membrane softening WTP with its lower finished/raw delivery ratio. The source aquifer is the sandstone, 250 feet below ground surface, with wells located one mile from the Caloosahatchee River, a water body supplying the Caloosahatchee Estuary. The Caloosahatchee experiences annual MFL violations, severely stressing the estuary ecosystem. As a result, PLUS has been put on a 5-year water use permit review cycle with requirements for further reductions in per capita consumption. Since PLUS household consume little water for landscape irrigation, household consumption is the major opportunity for savings.Hendry County ordinances and water conservation plan require the installation of low-volume fixtures in all new construction, but most PLUS homes were built in the 80’s using toilets that consume 3.5 to 5.0 gallons/flush. The project will remove 180 old, inefficient toilets in PLUS homes, replacing them with high-efficiency models that use 1.28 gallons/flush. The project will save 2.4 million gallons per year.

Objective

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2. Clearly state the objective of this Project. What will this Project accomplish?Please include:

A brief statement of the project’s objective. A brief project justification statement.

Type your Justification/Objective Statement in the space below (maximum 500 characters, approximately one to three [1-3] sentences).

The project objectives are to (1) assess the number of low-efficiency toilets and other water fixtures in the PLUS service area & (2) replace 180 low-efficiency toilets with high-efficiency units for a potential saving of 2.4 million gal/yr. This project will help achieve the water conservation goals of PLUS, a utility with supply wells in the area of the Caloosahatchee River (C-43), a water body of special concern to SFWMD given the need to minimize dry-season impacts to coastal estuaries.

Scope of Work3. Provide a brief, general description of the proposed project.

Please include: Item(s) to be purchased/installed/distributed. Number of such items. Target group and its size. Location of this Project.

Type your Scope of Work in the space provided below (maximum 1,000 characters, approximately one to two [1-2] paragraphs).

The project will purchase and install 180 new, ultra-low-volume toilets. These toilets will be either (a) standard WaterSense-approved, 1.28 gal/flush units or (b) higher-efficiency, dual-flush units. The toilets will be installed in the older homes of Port LaBelle Utility System service area (see http://www.hendryutilities.com/?page=emailbox&id=55).

The target group will be the residents of Port LaBelle, which includes 1500 homes and approximately 4500 residents. Port LaBelle is an unincorporated area of Hendry County, east of the City of LaBelle along SR80, approximately 3 miles east of SR29. Hendry County is a REDI qualifying zone with the highest unemployment rate of any county in SFWMD.

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Work Breakdown Structure4. Type your Work Breakdown Structure in the space provided below (maximum

3,750 characters, up to one [1] page). The Work Breakdown Structure should describe how the Project would be completed.Your Work Breakdown Structure should include:

The identification and description of the proposed project’s methodology. A detailed description of each element (i.e., step, task, and/or phase).The first phase of the project will include the preparation, scheduling, inspections, and database. The preparation step will involve securing a purchase agreement for the highest-quality, ultra-low volume toilets and a services agreement with certified plumbers in Hendry County to conduct the home assessments and fixture installations. The scheduling step will include scheduling inspection periods for homes and notifying homeowners of these schedules through direct mail to customers. The inspection step will include home visit to determine the number of toilets per home, the flush volumes of each unit, and where permission is granted, the flow capacity of showers and identification of any leaking faucets or other fixtures. The results of the inspections will be entered to a database to determine which homes will participate in the toilet replacement program.

The second phase of the project will include notifying qualifying homeowners of the toilet replacement options – basic ultra low-volume flush toilets or dual-flush toilets. All of these models have an UNAR MaP rating above 400 grams per flush. The single flush toilets use 1.28 gallons per flush and the dual flush models use 1.28 gallons/high volume flush and 0.8 gallons/low volume flush. Notification will be accomplished with direct mail to customers. Expected cost per basic unit is $185, composed of $105 for fixture purchase, $65 installation, $15 supplemental hardware (connectors, rings, etc.) as quoted by a licensed Hendry County plumber. Homeowners will electing for the dual-flush units will be required to pay the balance of costs above the base $185. All homeowners will be notified of the potential for additional costs due to installation complications – broken flanges, root intrusion, annulus grouting, etc. which are found in approximately 50% of cases, as reported by a licensed Hendry County plumber. The final participants will be selected from among the responding to the offer and agreeing to the conditions and limitations. Installations will be scheduled and implemented.

The third phase of the project will be the assessment of the installations and revision of the database and the completion of any remaining installations. The fourth phase will be the production of the project final report and planning for future water savings programs based on the assessment database of homeowner fixtures.

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Summary Schedule of Tasks and Deliverables5. Type a summary schedule of tasks and deliverables for the Project from start to

finish in the space provided below. Report due dates are provided as a reminder.

Information provided here will be used by the District to complete Exhibit B: Summary Schedule of Tasks and Deliverables.

TaskCoverage Period and

Due Date Task / Deliverable1 October 1–December

31, 2010

Due Date: December 31, 2010

Oct: Materials sourcing & purchase agreementsPrepare mailoutNov: MailoutHomeowner noticesNov - Feb: Home inspectionsNov - Feb: Database

Submit Quarterly Progress Report Form (Exhibit C)

2 January 1–March 31, 2011

Due Date: March 31, 2011

Feb: 2nd notice / schedulingMar - May: InstallationsSubmit Quarterly Progress Report Form (Exhibit C)

3 April–June 30, 2011

Due Date: June 30, 2011

June: Database revisionSubmit Quarterly Progress Report Form (Exhibit C)

4 July 1–August 31, 2011

Due Date: August 31, 2011

July: Final reportSubmit a hard copy of the Final Project Summary Report (Exhibit D) and remaining close-out package materials to the District

5 Due Date: September 30, 2012

Submit Project Performance Tracking Report (see Project Performance Tracking section of this document)

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– End of Exhibit A –

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QUANTITY OF POTABLE WATER SAVED AND CALCULATIONS

Please review Appendices 2 and 3 before continuing.

6. State the estimated water savings as a result of this Project and show how this estimate was calculated. Express estimated water savings in million gallons per year (MGY). Be as specific as your available data allows. Base your calculations on the minimum number of dwelling units affected (for residential projects) or devices installed (for non-residential projects) for this project. You must state any assumptions included in your calculations.

Note: 1) For example calculations of common water conservation projects, see Appendix

2.2) Persons per household data can be obtained from:

a. The U.S. Census at http://www.census.gov (see Appendix 4 for Web site information).

b. The local water/wastewater utility provider or city planning department.c. The city’s 10-Year Facility Work Plan.d. Other, please cite the source.

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http://www.census.gov/

Assumptions The US Census states the average household size for Hendry County is 3.22 people.

Current Use3.5 gal/flush x 5.1 flushes/day/pers x 3.22 persons/home x 180 homes =3, 776, 239 gal/year

Efficiency Use1.28 gal/flush x 5.1 flushes/day/pers x 3.22 persons/home x 180 homes = 1, 381, 025 gal/year

Total Savings3, 776, 239 - 1, 381, 025 = 2, 395, 214 gal/year

PROJECT COST AND FUNDING ITEMIZATION

7. Please enter itemized cost information into the table below. Note: If some of the project work is being done “in-house” or “in-kind,” please briefly

describe.

Project Hardware/Technology Item

Quantity of Items

or Rebates

Cost per Item or

Rebate or Voucher

Installation Cost per Item

Total Cost for

each LineWater consumption inspection 1,500 $10 $15,000Database 1,500 $5 $7,500High efficiency toilet 180 $105 $65 $30,600Associated Hardwares 180 $15 $2,700

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In-kind Contribution 1* First mailing $750In-kind Contribution 2* Second mailing $750In-kind Contribution 3*

TOTAL $57,3008. Please enter the following funding information below. Note: See Funding Proposal section of this document for evidence of funding

requirements.

Matching funds from other sources Total $ $7,500Source(s) of Other Funds Funding Level

Port Labelle Utility Service $7,500 Is the Applicant a Rural Economic Development

Initiative (REDI) community? Yes No Are other cooperatively funded projects

currently under this program? Yes No

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If yes, provide the contract/agreement number(s), funding amount(s), source(s), and required completion date(s) for the other project(s):Contract/Agreement Number Funding Amount Source(s) Completion Date(s)

Contract/Agreement Number Funding Amount Source(s) Completion Date(s)

- Proceed to the next page of this document -

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SUPPLEMENTAL QUESTIONS

9. Is this a rebate or voucher program? Yes No If no, proceed to question 10. If yes:

a) How many rebates or vouchers in total will be issued?* b) What is the maximum number of rebates/vouchers that can be issued to a

single Participant? c) How many dwelling units or facilities will this program attempt to reach at a

minimum?** Note: * Do not enter a range. The final reimbursement amount will be tied to this number.** This question assumes that all Participants accept the maximum number of

allowable rebates/vouchers.

10.Will the project’s Participants be eligible to receive more than one of any type of fixture or device, such as, but not limited to, a showerhead or faucet aerator? Yes No N/A

If no or not applicable, proceed to question 11. If yes:

a) List those fixtures/devices: b) Focusing on just one of the above fixtures/devices, how many of these will

be issued for the entire project? c) What is the maximum number of fixtures/devices that can be issued to a

single Participant? d) How many dwelling units or facilities will this program attempt to reach at a

minimum?* *Note: This question assumes that all Participants accept the maximum number of allowable fixtures or devices.11. Is the Applicant a public utility, municipality, or

government agency? Yes No12.Will water savings gained by this Project directly

reduce an existing withdrawal from a potable source? Yes No

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If yes, identify the source Sandstone Aquifer If no, please explain the water supply benefit.

If Applicant is a public water supplier, please provide the Consumptive Use Permit number: 26-00096-W

Check Yes or No (use an X) Yes No

13. Is the Project part of your institution/facility’s conservation plan? N/A

14.The applicant understands that WaterSIP funds can be used only for expenses incurred or obligated during the funding period (Oct. 1, 2010–August 31, 2011).

15.WaterSIP is a reimbursement program. It is expected that the scope of the Project will be completed in its entirety (see Funding Policy section) within the timeframe outlined in the Summary Schedule of Tasks and Deliverables, regardless of the actual amount of funding granted to the Applicant through the WaterSIP Program. Does the Applicant have budgeted funds available to pay for the entire scope of the Project within the timeframe outlined in the Schedule of Tasks and Deliverables without funds from the WaterSIP Program?

Note: If you answer “No,” the project is ineligible for funding consideration.16. Is the one-page budget or draft budget document or financial

commitment letter attached to this application? 17.Will this project move forward independent of SFWMD funding?Note: If you answer “No,” the project is ineligible for funding consideration unless the Applicant is a REDI community.18.The Applicant fully understands that if, for any reason, the project

scope is not fulfilled to 100% completion as outlined in the Statement of Work, the District’s funding amount will be reduced to match the original percentage of funding over the initial project cost estimate, as presented in this Application.

19.The Applicant also understands that if the project scope is achieved to 100% completion, as outlined in the Statement of Work and total actual project costs are below the estimated total project cost, the Recipient will be eligible to receive up to the full funding amount, as

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long as the minimum 50% match is met.

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PROJECT DATA AND CRITERIA SUMMARY

20.Please provide a brief synopsis of the Project. Indicate quantities of each hardware/technology item(s):

This program will provide the purchase and the installation of 180 new high-efficiency toilets (WaterSense HET models) for $105 each, $15 for associated hardwares and $65 for the installation.

Quantity of estimated water savings 2.395 MGYAmount of funding requested $ 49,800Total project cost $ 57,300Proposed percent SFWMD funding(50% maximum of $50,000) 87 %Is the Applicant a REDI Community? Yes NoIf applicable, state any environmental or community benefits of this Project other than reducing demand from a potable water source. These other benefits could include water quality or habitat improvements, and/or benefiting a low-income, senior, or affordable housing community.

If applicable, state how this Project showcases innovation using new technology or the method in which the Project is being implemented.

21.Please provide the name(s) and contact information of the entity’s project manager who will oversee the implementation of this Project. This should be the primary person for District personnel to contact and is not necessarily the Applicant’s legal signing authority.

Name: Roger GREER


Phone: 863-675-5376

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APPLICATION CHECKLIST

You must sign and submit this Application Checklist with your Application package.

This Application Checklist is provided for the convenience of the respondent and shall not be relied upon in lieu of the instructions or requirements of this solicitation. To ensure that your proposal package is complete and to maximize the number of points you may receive, please review the following items to confirm that they have been addressed and are enclosed. This page must be printed and included in your Application package.

ActivityCheck Here

Has the proposal submission deadline established in the solicitation been met?Has the Transmittal letter and Signature Authority Checklist been signed by the appropriate party?Have all questions and requests within this document been answered?Have you reviewed and compared your application responses to Exhibit A: Statement of Work with the sample responses provided in Appendix 1: Sample Responses to Exhibit A?Have you supplied your Certification of REDI Community (if applicable)?Have you provided evidence (budget or letter of financial commitment) of project-related funds, as indicated in the Funding Proposal section?Has the Application section of this package been printed?Has the Sample Cooperative Funding Agreement been reviewed?If minor deviations in the Sample Cooperative Funding Agreement have been identified, have they been highlighted and printed? (There is no need to print and submit the Sample Agreement if no deviations are noted.)Have all supporting documentation been included, such as vendor descriptions of hardware, etc.?Have you submitted the required number of complete copies of the proposal in the Application package? Seven (7) copies of the Application package, including one marked

“Original.” Two (2) CD-ROMS, each containing a complete copy of the entire

Application package in PDF and Microsoft® Word format.

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I have indicated that the required materials and procedures outlined in the checklist above have been included.

Program Manager ____________________________________________________

SIGNATURE AUTHORITY CHECKLIST

The Applicant’s legal signing authority must sign this checklist and include it with the Application package.

The legal signing authority of the Applicant understands the following: WaterSIP is a reimbursement program.

The maximum reimbursement amount is up to fifty percent (50%) of the total purchase and/or installation cost of the Project, or up to $50,000, whichever is less in total.

The Applicant is expected to provide sufficient funds to fully execute this project in its entirety as outlined in this proposal within the funding period (October 1, 2010 – August 31, 2011) before reimbursement funds can be collected.

The Scope of Work for this Project is based on the level of funds that the Applicant can foreseeably commit at this time.

If budgeted funding for this Project is wholly or in part removed from an award Recipient’s budget, they may withdraw their awarded project before October 15, 2010 without incurring a Past Performance penalty. Refer to the Withdrawal of Project section.

If the Applicant accepts a funding Award, but fails to complete the scope of the Project, the Applicant will receive a Past Performance penalty, which will affect future appeals for WaterSIP funding. Refer to the Withdrawal of Project section.

Applicants that withdraw awarded projects, October 16, 2010 or later, will receive a Past Performance penalty, which will affect future appeals for WaterSIP funding. Refer to the Withdrawal of Project section.

By Authorized Official: ______________________________

Printed Name: ______________________________________Title: _______________________________________________

Date: _______________________________________________

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SAMPLE COOPERATIVE FUNDING AGREEMENT

(Sample Cover for Funding Agreement)FY 2011 WATER SAVINGS INCENTIVE PROGRAM

COOPERATIVE FUNDING AGREEMENTBETWEEN

THE SOUTH FLORIDA WATER MANAGEMENT DISTRICTAND

THE APPLICANT

*Note: Sample Cooperative Funding Agreement is attached for informational purposes only; please highlight any deviations to the Agreement and return with the Application.

**Note: For use if the Project is approved by Governing Board.

A Sample WaterSIP Cooperative Funding Agreement (or “Sample Agreement”) is attached to this Application package. The information contained in the selected application will be incorporated into the Water Savings Incentive Program Cooperative Funding Agreement (Agreement); therefore, it is extremely important that project dates, key participants, and funding amounts are accurate. The District anticipates the final, official Agreement will be in sufficient conformance with the Sample Agreement. Nevertheless, applicants are advised that any Agreement resulting from this Application may include minor deviations from the Sample Agreement. Any minor deviations from the Sample Agreement requested by the Applicant shall be highlighted and submitted within the Sample Agreement for consideration by the District. The District will not consider any changes to Agreement terms and conditions in the event the Applicant fails to identify any changes or deviations to the Sample Agreement at the time of proposal submission.

You are NOT required to print and submit this Sample Agreement with your Application unless you are requesting minor deviations from the agreement.

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(Sample)SOUTH FLORIDA WATER MANAGEMENT DISTRICTFY 2011 WATER SAVINGS INCENTIVE PROGRAM

COOPERATIVE FUNDING AGREEMENT

Recipient:

Recipient’s Project Manager:

Address:

Telephone:

Fax:

Email:

Agreement Number:

Governing Board Approval Date:

District Funding Amount: $____________

Contract Term:

*All deliverables are due within the first year of the agreement with the exception of the Project Performance Tracking Report, which is due September 30, 2012.

SFWMD Project Manager:

Telephone:

Fax:

Email:

SFWMD Contract Specialist:

Telephone:

Fax:

Email:

Address:P.O. Box 246803301 Gun Club RoadWest Palm Beach, FL 33416-4680Insurance: Not Applicable

Federal Employer Identification Number:

Project Title:

Description:

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COOPERATIVE FUNDING AGREEMENT

This Agreement is entered into between “the Parties,” the South Florida Water Management District (SFWMD), the “District,” and the undersigned Applicant, hereinafter referred to as the “Recipient.” The Recipient warrants and represents that it has no obligation or indebtedness that would impair its ability to fulfill the terms and conditions of this Agreement, and shall abide by all legal, financial, and reporting requirements, such as matching funds and final reports for all funding received by the Recipient from the District.

ARTICLE 1 – PROJECT1.1 The Recipient shall, to the satisfaction of the District, fully and timely install and

perform all work items described in the “Statement of Work,” attached hereto as Exhibit “A,” hereinafter referred to as the “Project,” and made a part of this Agreement.

1.2 As part of the services to be provided by the Recipient under this Agreement, the Recipient shall substantiate, in whatever form reasonably requested by the District, any supporting documentation utilized as a basis for payment by the District. This paragraph shall survive the expiration or termination of this Agreement.

1.3 Attached to this Agreement are the following exhibits, which are incorporated herein:

Exhibit A Statement of WorkExhibit B Summary Schedule of Tasks and DeliverablesExhibit C Quarterly Progress Report FormExhibit D Final Project Summary Report

ARTICLE 2 – TERM OF THE AGREEMENT2.1This Agreement shall commence on October 1, 2010 and shall terminate on

September 30, 2012. The sole reason for the term extending for one year beyond September 30, 2011 is to allow time for the Recipient to complete the Project Performance Tracking Report and submit to the District as required for the final deliverable. All other deliverables must be completed and submitted to the District for acceptance in accordance with the schedule set forth in Exhibit “B.” Failure to adhere to the Exhibit “B” schedule will result in the Recipient not being reimbursed, as described in Article 3.1 that follows.

2.2The Parties agree that time is of the essence in the performance of each and every obligation under this Agreement.

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ARTICLE 3 – COMPENSATION / CONSIDERATION3.1As consideration for providing the goods and services required by this Agreement,

the District will pay the Recipient the funding amount as specified on the first page of this Agreement. Such amount is a not-to-exceed amount and therefore, no additional consideration will be authorized. The Recipient shall provide documentation of the total actual project cost, including in-kind services, with the exception of designated REDI communities. The District will pay the not-to-exceed amount or the percentage set forth in the Schedule of Deliverables based on the total actual project cost. In the event the project scope is achieved to 100 percent (100%) completion, as outlined in the Statement of Work, and total actual project costs are below the estimated total project cost, the Recipient may be eligible to receive up to the full award amount, as long as the minimum 50 percent (50%) match of the actual total project cost is met by the Recipient and the total project cost is greater than $100,000. Payment will be made by the District for work authorized and completed between October 1, 2010 and August 31, 2011. The District will not reimburse the Recipient for work that commences prior to the start date of the Agreement or for work completed after August 31, 2011.

3.2The Recipient assumes sole responsibility for all work that is performed pursuant to Exhibit “A.” By providing funding hereunder, the District does not make any warranty, guaranty, or any representation whatsoever regarding any of the work performed hereunder, including, but not limited to, the adequacy or sufficiency of all or any part of work described in Exhibit “A.”

3.3The Recipient hereby agrees not to use District funding for any work associated with the design and permitting aspects of the Project. District funds will be used only for non-capital costs for the purchase and installation activities described in Exhibit “A.”

3.4Notwithstanding any provisions of this Agreement to the contrary, the District reserves the right, without financial or other penalty or obligation, to (1) cancel this contract and/or (2) reduce the amount of funding to be provided by the District pursuant to this Agreement in the event that the District does not receive all ad valorem funding for the Water Savings Incentive Plan.

ARTICLE 4 – FUNDING PAYMENTS AND REPORTING4.1The District will make payment to the Recipient upon completion and acceptance

of the deliverable(s) as described in the Summary Schedule of Tasks and Deliverables, attached hereto as Exhibit “B.” The Recipient shall provide certification that all work has been completed in accordance with Exhibit “A” of this Agreement.

4.2The Recipient’s invoice(s) shall reference the District’s Agreement Number and shall be sent to the following address:

South Florida Water Management DistrictATTN: Accounts Payable

3301 Gun Club Road – MS 6230West Palm Beach, FL 33406

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In order to expedite the invoice review and approval process, the Recipient also shall submit a copy of each invoice to the Project Manager along with the backup documentation necessary (e.g., copy of Recipient invoice, signed completion letter, vendor invoices, documented in-kind contributions) for the Project Manager to be able to ascertain clearly that each deliverable in the invoice has been completed. The Recipient shall submit the final reimbursement request no later than August 31, 2011.

4.3 The District will have the right to inspect all work and review final reports before authorization of payment is made to the Recipient. It is the policy of the District that payment for all goods, services will be made in a timely manner, and that interest payments are made on late payments. In accordance with Florida Statutes (F.S.), Section 218.70, Florida Prompt Payment Act, a “proper” invoice is defined as an invoice that conforms to all statutory requirements and all District requirements as set forth in the Agreement for invoice submission. The time at which payment is due from the District will be forty-five (45) days from receipt of a proper invoice and acceptance of services and/or deliverables, based on compliance with the statutory requirements set forth in Section 218.70, F.S. and upon satisfaction of the District conditions as detailed in the Agreement.

Failure of the Recipient to follow the instructions set forth in the Agreement regarding a proper invoice and acceptable services and/or deliverables may result in an unavoidable delay in payment by the District. All payments due from the District for a proper invoice and acceptable services and/or deliverables and not made within the time specified in this section will bear interest from thirty (30) days after the due date at the rate of one percent (1%) per month on the unpaid balance. The Recipient shall invoice the District for payment of any accrued unpaid interest.

Any disputes regarding invoice payments, which cannot be resolved by the appropriate department of the District, will be concluded by final written decision of the District Leadership Team no later than sixty (60) days after the date on which the District received the proper invoice.

4.4Upon award of the Agreement, the Recipient shall provide to the District a detailed schedule of the Project. The Recipient shall provide to the District quarterly progress reports summarizing a brief description of the current status of the Project, and the extent of Project completion. Upon request by the District, the Recipient shall provide as supporting documentation, all work products associated with the completion of the tasks designated in the Work Breakdown Structure and Schedule of Deliverables in the Statement of Work, Exhibit “A,” attached to this Agreement. In no event, shall the District’s total obligation exceed the amount specified in Exhibit “B” for this Cooperative Agreement.

4.5Within one year after project completion, the Recipient shall provide the project’s water savings data in the year since the project was completed. These data shall become part of the public record, and be used to ascertain the efficiency of the funding program.

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ARTICLE 5 – CONTRACT MANAGEMENT5.1The Parties shall direct all matters arising in connection with the performance of this

Agreement to the attention of the Project Manager for attempted resolution or action. The Project Manager will be responsible for overall coordination and oversight relating to the performance of this Agreement.

5.2All notices, demands, or other communications regarding this Agreement, other than those set forth in the preceding paragraph 4.2, shall be in writing and forwarded to the attention of both the Project Manager and the Contract Specialist noted on the first page of this Agreement by certified mail, return receipt requested.

5.3Should either party change its address, written notice of such new address shall promptly be sent to the other party.

5.4All correspondence to the District under this Agreement shall reference the District’s Agreement Number.

ARTICLE 6 – TERMINATION / REMEDIES6.1 It is the policy of the District to encourage good business practices by requiring

recipients to materially perform in accordance with the terms and conditions of the Agreement. In accordance with Chapter 40E-7, Part II of the Florida Administrative Code, “Material Breach” is defined as any substantial, unexcused non-performance by failing to perform an act that is an important part of the transaction or performing an act inconsistent with the terms and conditions of the Agreement.

If the Recipient materially fails to fulfill its obligations under this Agreement, the District will provide written notice of the deficiency by forwarding a Cure Notice citing the specific nature of the material breach. The Recipient shall have thirty (30) days to cure the breach. If the Recipient fails to cure the breach within the thirty (30) day period, the District will issue a Termination for Default Notice. Once the District has notified the Recipient that it has materially breached its contract with the District, by sending a Termination for Default Notice, the District’s Governing Board will determine whether the Recipient should be suspended from doing future work with the District, and if so, for what period of time. The District’s Governing Board will consider the factors detailed in Chapter 40E-7, Part II of the Florida Administrative Code in making a determination as to whether a Recipient should be suspended, and if so, for what period of time. Should the District terminate for default in accordance with this provision, the District will be entitled to recover procurement costs in addition to all other remedies under law and/or equity.

6.2 The District may terminate this Agreement at any time for convenience upon thirty (30) calendar days prior written notice to the Recipient. The performance of work under this Agreement may be terminated by the District in accordance with this clause in whole, or from time to time in part, whenever the District will determine that such termination is in the best interest of the District. Any such termination will be effected by delivery of a Notice of Termination to the

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Recipient, specifying the extent to which performance of work under the Agreement is terminated, and the date upon which such termination becomes effective. In the event of termination, the District will compensate the Recipient for all authorized and accepted work performed through the termination date. The District will be relieved of any and all future obligations hereunder, including, but not limited to, lost profits and consequential damages under this Agreement. The District may withhold all payments to the Recipient for such work until such time as the District determines the exact amount due to the Recipient.

6.3 In the event a dispute arises, which the Project Managers cannot resolve between themselves, the Parties shall have the option to submit to non-binding mediation. The mediator or mediators shall be impartial, shall be selected by the Parties, and the cost of the mediation shall be borne equally by the Parties. The mediation process shall be confidential to the extent permitted by law.

ARTICLE 7 – RECORDS RETENTION7.1The Recipient shall maintain records and the District will have inspection and audit

rights as follows:A. Maintenance of Records . The Recipient shall maintain all financial and non-

financial records and reports directly or indirectly related to the negotiation or performance of this Agreement, including supporting documentation for any service rates, expenses, research or reports. Such records shall be maintained and made available for inspection for a period of five (5) years from completing performance and receiving final payment under this Agreement.

B. Examination of Records . The District or its designated agent will have the right to examine in accordance with generally accepted governmental auditing standards all records directly or indirectly related to this Agreement. Such examination may be made only within five (5) years from the date of final payment under this Agreement and upon reasonable notice, time, and place.

C. Extended Availability of Records for Legal Disputes . In the event the District should become involved in a legal dispute with a third party arising from performance under this Agreement, the Recipient shall extend the period of maintenance for all records relating to the Agreement until the final disposition of the legal dispute, and all such records shall be made readily available to the District.

D. Periodic Audits . The District will perform audits periodically to ensure funding objectives are being met.

ARTICLE 8 – STANDARDS OF COMPLIANCE8.1The Recipient, its employees, subcontractors, or assigns, shall comply with all

applicable federal, state, and local laws and regulations relating to the performance of this Agreement. The District undertakes no duty to ensure such compliance, but will attempt to advise the Recipient, upon request, as to any such laws of which it has present knowledge.

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8.2The laws of the State of Florida shall govern all aspects of this Agreement. In the event it is necessary for either party to initiate legal action regarding this Agreement, venue shall be in the Fifteenth Judicial Circuit for claims under state law and in the Southern District of Florida for any claims, which are justifiable in federal court.

8.3The Recipient shall allow public access to all project documents and materials in accordance with the provisions of Chapter 119, Florida Statutes. Should the Recipient assert any exemptions to the requirements of Chapter 119 and related Statutes, the burden of establishing such exemption, by way of injunctive or other relief as provided by law, shall be upon the Recipient.

8.4Pursuant to Section 216.347, Florida Statutes, the Recipient is prohibited from the expenditure of any funds under this Agreement to lobby the Legislature, the judicial branch, or another state agency.

8.5The Recipient shall obtain, at its sole expense, all necessary licenses, authorizations and permits from the appropriate private party or federal, state, municipal or local agency, and other governmental approvals, prior to commencing performance of this Agreement. A delay in obtaining permits shall not give rise to a claim by the Recipient for additional compensation. If the Recipient is unable to obtain all necessary permits in a timely manner, either party may elect to terminate this Agreement, each party to bear its own costs, notwithstanding other provisions of this Agreement to the contrary.

8.6The Recipient hereby assures that no person shall be excluded on the grounds of race, color, creed, national origin, handicap, age, or sex, from participation in, denied the benefits of, or is otherwise subjected to discrimination in any activity under this Agreement. The Recipient shall take all measures necessary to effect these assurances.

8.7The Recipient hereby assures that it is not on the State’s Convicted Vendor List, or the District’s Suspension of Contracts List.

ARTICLE 9 – INDEMNIFICATION AND INSURANCE9.1 For value received, which is hereby acknowledged, the Recipient shall defend,

indemnify, save, and hold the District, its officers, directors, board members, agents, assigns, and employees harmless from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentionally wrongful conduct of the Recipient and other persons employed or utilized by the Recipient in the performance of the Agreement. The District will have the right to approve counsel selected by the Recipient to defend the District in the event the District is named in any legal action.The Recipient further acknowledges that it is solely responsible for ensuring its compliance and the compliance of its subcontractors, suppliers, agents, assigns, invitees, and employees with the terms of this Agreement. This paragraph shall survive the expiration or termination of this Agreement.

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ARTICLE 10 – RELATIONSHIP BETWEEN THE PARTIES10.1 The Recipient shall be considered an independent contractor and neither party

shall be considered an employee or agent of the other party. Nothing in this Agreement shall be interpreted to establish any relationship other than that of an independent contractor between the Parties and their respective employees, agents, subcontractors, or assigns during or after the performance of this Agreement. Both parties are free to enter into contracts with other parties for similar services.

10.2 The Recipient shall not assign, delegate or otherwise transfer its rights and obligations as set forth in this Agreement without the prior written consent of the District. Any attempted assignment in violation of this provision will be void.

10.3 It is the intent and understanding of the Parties that this Agreement is solely for the benefit of the Recipient and the District. No person or entity other than the Recipient or the District shall have any rights or privileges under this Agreement in any capacity whatsoever, either as third party beneficiary or otherwise.

ARTICLE 11 – GENERAL PROVISIONS11.1 Notwithstanding any provisions of this Agreement to the contrary, the Parties

shall not be held liable for any failure or delay in the performance of this Agreement that arises from fires, floods, strikes, embargoes, acts of the public enemy, unusually severe weather, outbreak of war, restraint of government, riots, civil commotion, force majeure, act of God, or for any other cause of the same character that is unavoidable through the exercise of due care and beyond the control of the Parties. Failure to perform shall be excused during the continuance of such circumstances, but this Agreement shall otherwise remain in effect. This provision shall not apply if the Statement of Work – Exhibit “A” of this Agreement specifies that performance by the Recipient is specifically required during the occurrence of any of the events herein mentioned.

11.2 Any inconsistency in this Agreement shall be resolved by giving precedence in the following order:A. Terms and Conditions outlined in Articles 1-11.B. Exhibit “A” Statement of Work.C. All other exhibits, attachments, and documents specifically incorporated

herein by reference.

11.3 Failures or waivers to insist on strict performance of any covenant, condition, or provision of this Agreement by the Parties, their successors and assigns shall not be deemed a waiver of any of its rights or remedies, nor shall it relieve the other party from performing any subsequent obligations strictly in accordance with the terms of this Agreement. No waiver shall be effective unless in writing and signed by the Party against whom enforcement is sought. Such waiver shall be limited to provisions of this Agreement specifically referred to therein and shall not be deemed a waiver of any other provision. No waiver shall constitute a continuing waiver unless the writing states otherwise.

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11.4 Should any term or provision of this Agreement be held, to any extent, invalid or unenforceable, as against any person, entity or circumstance during the term hereof, by force of any statute, law, or ruling of any forum of competent jurisdiction, such invalidity shall not affect any other term or provision of this Agreement, to the extent the Agreement shall remain operable, enforceable and in full force and effect to the extent permitted by law.

11.5 This Agreement may be amended only with the written approval of the Parties.11.6 This Agreement states that all publicity/outreach media will be jointly planned by

the Recipient and the District and any and all materials, events, or endorsements arising out of this award will require prior District approval.

11.7 This Agreement states the entire understanding and Agreement between the Parties and supersedes any and all written or oral representations, statements, negotiations, or Agreements previously existing between the Parties with respect to the subject matter of this Agreement. The Recipient recognizes that any representations, statements, or negotiations made by District staff do not suffice to legally bind the District in a contractual relationship unless they have been reduced to writing and signed by an authorized District representative. This Agreement shall insure to the benefit of and shall be binding upon the Parties, their respective assigns, and successors in interest.

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IN WITNESS WHEREOF, the Parties or their duly authorized representatives hereby execute this Agreement on the date written below.

SOUTH FLORIDA WATER MANAGEMENT DISTRICTBY ITS GOVERNING BOARD

By: ________________________________________________Jessica J. Flathmann, Procurement Director

Date: _______________________________________________

SFWMD Procurement Approved:By: _________________________________ Date: _____________

By Authorized Official: ______________________________

Printed Name: ______________________________________Title: _______________________________________________

Date: _______________________________________________

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EXHIBIT C: SAMPLE QUARTERLY PROGRESS REPORT FORM


COOPERATIVE FUNDING QUARTERLY PROGRESS REPORT FORM

Contract #: Purchase Order #: Reporting Quarter: 1 2 3 4Project Title: Funding Recipient: Installations per Contract:

Other Requirements per Contract:

Installations to Date:

Percent Complete to Date: Overall Status of Project (check one):

On Schedule Behind Schedule (Explain why and if the scope will be completed by 8/28/10):

Project Summary (to date):

Recommended Actions:

Submitted by: Title: E-mail: Date:

Report Submittal and/or Questions: Please e-mail Robert Wanvestraut at [email protected]

SFWMD Staff Only: Date Received: by:

Project Status: Commenced On Schedule Behind Schedule Completed Closed

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EXHIBIT D: SAMPLE FINAL PROJECT SUMMARY REPORTSOUTH FLORIDA WATER MANAGEMENT DISTRICTFY 2011 WATER SAVINGS INCENTIVE PROGRAM

COOPERATIVE FUNDING FINAL PROJECT SUMMARY REPORT

Project Title: Entity Project Manager:

SFWMD Contract Number: Entity name (Project Owner):

Project Summary

Type of Water Savings Incentive Project

Project Start Date

Project End Date

Proposed Water Savings

Was the original project scope fulfilled per the contract? Yes No If no, please explain:

Cost of the Project

Contract Amounts Actual Costs

Total Project Cost $ $

Funding Breakdown for this Project

District Funding $ $

Local Funds $ $

Other Funding Source / In-kind Services From:

$ $

Total Project Cost $ $

To the best of my knowledge, the above information is correct.___________________________________Entity Project ManagerAll supporting documentation is to be included to support Actual Costs and Actual Water Savings for this project, as specified in the deliverables table. Supporting documentation is to include but not limited to, copy of Entity invoice, Entity signed completion letter, copies of vendor invoices, documented person-hours, and any other in-kind services.

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- Proceed to the next page of this document -

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(Sample)SOUTH FLORIDA WATER MANAGEMENT DISTRICTFY 2011 WATER SAVINGS INCENTIVE PROGRAM

COOPERATIVE FUNDINGFINAL PROJECT SUMMARY REPORT

Project Title: Page 2

Project OverviewProvide a brief project summary below. Feel free to continue your responses on additional sheets if needed. Describe original scope of work verses what was actually completed. If applicable, explain why the original scope was not completed. How was this Project executed/implemented?

Device Installed Number of Dwelling Units (residences)

Affected

Cost per Unit Total Cost

Estimated or Actual Water Savings:

Provide how current estimated water savings for this Project were calculated if actual water savings are not available.

To the best of my knowledge, the above information is correct.

___________________________________Entity Project Manager

All supporting documentation is to be included to support Actual Costs and Actual Water Savings for this Project as specified in

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Exhibit B: Summary Schedule of Tasks and Deliverables.

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APPENDIX 1: SAMPLE RESPONSES TOEXHIBIT A: STATEMENT OF WORK


COOPERATIVE FUNDINGSTATEMENT OF WORK

Introduction and Background1. Provide a brief overview of why this Project is needed.

Please include: A historical description of water use by the target group. Explain if the Project is consistent with the applicable local government comprehensive plan and/or utility water conservation program. Explain why the Project is being done. Describe how the Project relates to other ongoing or future projects. Introduce key terms or acronyms. A quantification of the benefits, potential water savings, and other potential benefits.

Type your Introduction and Background in the space provided below (limit 2,000 characters, approximately two to three [2–3] paragraphs).

The proposed project is part of the fictitious city of Ruby Mango’s Water Authority’s (FRMWA) continuing efforts to advance its Water Conservation Action Plan. The Plan aims to reduce the county’s current water consumption per capita by 15 percent by 2020.

The proposed project seeks to reduce indoor water use through the replacement of inefficient plumbing fixtures with high-efficiency models. The RMWA is targeting older single-family homes (built prior to 1985) for a High-Efficiency Toilet (HET) retrofit program as a water conservation measure for urban water users in its service area. The target group is further defined as those residences that have not applied for a bathroom remodeling permit and presently qualify for the Homestead Senior Exemption. Many of the target homes still have toilets that operate at 3.5 to 5 gallons per flush (gpf). The HETs of this program will use 1.28 gpf, surpassing the standard toilet flush rate of 1.6 gpf established by the U.S. Energy Policy Act of 1992. This retrofit project is expected to produce a savings of approximately 26,500 gallons per day (9.7 million gallons per year).

In collaboration with the Property Appraisers office, the RMWA’s has identified 34,068 single-family homes that were built prior to 1985 that meet the Homestead Senior Exemption criteria. Through this project, the RMWA will offer up to 2,000 rebates, each worth $220 for each HET retrofit (limited to two rebates per home; equivalent to $440). The project is set to reach at least 1,000 of the identified homes. RMWA will reimburse participants who mail in a receipt showing the purchase and installation of any WaterSense approved HET models and all associated hardware (seat, flapper valve, etc.).

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Objective2. Clearly state the objective of this Project. What will this Project accomplish?

Please include: A brief statement of the project’s objective. A brief project justification statement.

Type your Justification/Objective Statement in the space below (limit 500 characters, approximately one to three [1–3] sentences).

The objective of this project is to reduce indoor per capita water consumption of older homes within the area served by RMWA through the replacement of low efficiency flush toilets with high-efficiency models. Older model toilets operate from 3.5 to 5 gpf. The new, high-efficiency models will operate at 1.28 gpf, saving between 2.22 and 3.72 gpf. This project targets senior citizens, many of whom rely on fixed incomes and may not be able to retrofit these items without this program.

Scope of Work3. Provide a brief, general description of the proposed project.

Please include: Item(s) to be purchased/installed/distributed. Number of such items. Target group and its size. Location of this Project.

Type your Scope of Work in the space provided below (limit 1,000 characters, approximately one to two [1–2] paragraphs).

This program will entail the execution of a rebate program supporting the purchase and installation of up to 2,000 WaterSense approved toilets in at least 1,000 single family homes built before 1985 within the service area of the RMWA that qualify for Homestead Senior Exemption status. This program will be available to County residents who are replacing an existing toilet (new construction or new bathroom additions are not eligible) operating higher than 1.6 gallons per flush. RMWA will provide up to $220 per toilet (limit two rebates per household for a total cash value of up to $440 per home) toward the purchase and installation of any WaterSense HET models and all associated hardware (seat, flapper valve, etc.). A list of WaterSense approved toilets will be sent to potential project participants in the program announcement mail out. All of these models use 1.28 gallons per flush and have an UNAR MaP rating above 400 grams per flush.

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Work Breakdown Structure4. Type your Work Breakdown Structure in the space provided below (maximum

3,750 characters, up to one [1] page). The Work Breakdown structure should describe how the Project would be completed.Your Work Breakdown Structure should include:

The identification and description of the proposed project’s methodology. A detailed description of each element (i.e., step, task, and/or phase).County Property Appraisers office information regarding the addresses of the target homes has already been garnered.

One thousand targeted customers will receive a letter explaining the program, a list of WaterSense approved toilets and a rebate application. These letters will go out November 1st. Program participants have 60 days after date of mailing to submit their store receipt and rebate form to RMWA for reimbursement.

A second set of letters (accompanied by the rebate application) explaining the program will be sent to 300–400 new targeted customers approximately two months after the first mailing. The cycle of sending letters and rebate forms to potential participants will continue until rebates account for the total amount of the project budget (accounting for participants’ 60-day period to submit rebate forms and receipts in the final mailing).

Utility account numbers will be catalogued as program applications are received. This information will be used in the Project Performance Tracking analysis.

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Summary Schedule of Tasks and Deliverables5. Type a summary schedule of tasks and deliverables for the Project from start to

finish in the space provided below. Report due dates are provided as a reminder. Task

Coverage Period andDue Date Task / Deliverable

1 October 1–December 31, 2010

Due Date: December 31, 2010

Mail out program announcement letters and rebate forms to 1,000 targeted customers.

Submit Quarterly Progress Report Form and invoices for reimbursement to the District.

2 January 1–March 31, 2011

Due Date: March 31, 2011

Mail out additional program announcement letters (and rebate forms) to 300–400 new target customers.

Submit Quarterly Progress Report Form and invoices to the District.

3 April–June 30, 2011

Due Date: June 30, 2011

Mail out additional program announcement letters (and rebate forms) to 150–200 new target customers.

Submit Quarterly Progress Report Form and invoices to the District.

4 July 1–August 31, 2011

Due Date: August 31, 2011

Mail out additional program announcement letters (and rebate forms) to new target customers (exact number depends on the volume of prior respondents and total monetary value of cashed rebates).

Submit a hard copy of the Final Project Summary Report and remaining closeout package materials to the District.

5 Due Date: September 30, 2012

Submit Project Performance Tracking Report to the District.

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QUANTITY OF POTABLE WATER SAVED AND CALCULATIONS

Please review Appendices 2 and 3 before continuing.

6. State the estimated water savings as a result of this Project and show how this estimate was calculated. Express estimated water savings in million gallons per year (MGY). Be as specific as your available data allows. Base your calculations on the minimum number of dwelling units affected (for residential projects) or devices installed (for non-residential projects) for this project. You must state any assumptions included in your calculations.

Note: 1) For example calculations of common water conservation projects, see Appendix

2.2) Persons per household data can be obtained from:

a. The U.S. Census at http://www.census.gov (see Appendix 4 for Web site information).

b. The local water/wastewater utility provider or city planning department.

c. The city’s 10-Year Facility Work Plan.d. Other, please cite the source.

AssumptionsThe City’s 10-Year Facility Work Plan states the average household size for the fictitious city of Ruby Mango is 1.87 people. Current Use3.5 gal/flush x 5.1 flushes/day/person x 1.87 persons/home x 1,000 homes = 33,379 gal/day = 12,183,517 gal/yearEfficiency Use1.28 gal/flush x 5.1 flushes/day/person x 1.87 persons/home x 1,000 homes = 12,207 gal/day = 4,455,555 gal/yearTotal Savings12,183,517 – 4,455,555 = 7,727,962 gal/year

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PROJECT COST AND FUNDING ITEMIZATION

7. Please enter itemized cost information into the table below. Note: If some of the project work is being done “in-house” or “in-kind,” please briefly describe.

Project Hardware/Technology Item

Quantity of Items

or Rebates

Cost per Item or

Rebate or Voucher

Installation Cost

per Item

Total Cost for each

LineHigh efficiency toilet 2,000 $220 $440,000

In-kind Contribution 1* 200 hours admin. staff time at $20/hour $4,000

In-kind Contribution 2*

In-kind Contribution 3*TOTAL $444,000

8. Please enter the following funding information below. Note: See Funding Proposal section of this document for evidence of funding requirements.

Matching funds from other sources Total $ Source(s) of Other Funds Funding Level

Is the Applicant a Rural Economic Development Initiative (REDI) community? Yes No Are other cooperatively funded projects currently under this program? Yes No

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If yes, provide the contract/agreement number(s), funding amount(s), source(s), and required completion date(s) for the other project(s):Contract/Agreement Number Funding Amount Source(s) Completion Date(s)

SUPPLEMENTAL QUESTIONS

9. Is this a rebate or voucher program? Yes No If no, proceed to question 10. If yes:

a) How many rebates or vouchers in total will be issued?* 2000b) What is the maximum number of rebates/vouchers that can be issued to a

single Participant? 2c) How many dwelling units or facilities will this program attempt to reach at a

minimum?** 1000Note: * Do not enter a range. The final reimbursement amount will be tied to this number. ** This question assumes that all Participants accept the maximum number of

allowable rebates/vouchers.10.Will the project’s Participants be eligible to

receive more than one of any type of fixture or device, such as, but not limited to, a showerhead or faucet aerator? Yes No N/A

If no or not applicable, proceed to question 11. If yes:

a) List those fixtures/devices: b) Focusing on just one of the above fixtures/devices, how many of these will

be issued for the entire project? c) What is the maximum number of fixtures/devices that can be issued to a

single Participant? d) How many dwelling units or facilities will this program attempt to reach at a

minimum?* *Note:This question assumes that all Participants accept the maximum number of allowable fixtures or devices.

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11. Is the Applicant a public utility, municipality, or government agency? Yes No

12.Will water savings gained by this Project directly reduce an existing withdrawal from a potable source? Yes No

If yes, identify the source Ruby Mango Water Authority, Sweetwater Aquifer If no, please explain the water supply benefit.

If Applicant is a public water supplier, please provide the Consumptive Use Permit number:

Check Yes or No (use an X) Yes No

13. Is the Project part of your institution/facility’s conservation plan? N/A

14.The applicant understands that WaterSIP funds can be used only for expenses incurred or obligated during the funding period (Oct. 1, 2010–August 31, 2011).

15.WaterSIP is a reimbursement program. It is expected that the scope of the Project will be completed in its entirety (see Funding Policy section) within the timeframe outlined in the Summary Schedule of Tasks and Deliverables, regardless of the actual amount of funding granted to the Applicant through the WaterSIP Program. Does the Applicant have budgeted funds available to pay for the entire scope of the Project within the timeframe outlined in the Schedule of Tasks and Deliverables without funds from the WaterSIP Program?

Note: If you answer “No,” the project is ineligible for funding consideration.16. Is the one-page budget or draft budget document or financial

commitment letter attached to this application?17.Will this project move forward independent of SFWMD funding?Note: If you answer “No,” the project is ineligible for funding consideration unless the Applicant is a REDI community.

18.The Applicant fully understands that if, for any reason, the project scope is not fulfilled to 100% completion as outlined in the Statement of Work, the District’s funding amount will be reduced to match the original percentage of funding over the initial project cost estimate as presented in this Application.

19.The Applicant also understands that if the project scope is achieved to 100% completion as outlined in the Statement of Work and total

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actual project costs are below the estimated total project cost, the Recipient will be eligible to receive up to the full funding amount, as long as the minimum 50% match is met.

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PROJECT DATA AND CRITERIA SUMMARY

20.Please provide a brief synopsis of the Project. Indicate quantities of each hardware/technology item(s):

This program will provide 2,000 rebates for $220 each to at least 1,000 homes within the City toward the purchase and installation of any WaterSense HET models and all associated hardware (seat, flapper valve, etc.).

Quantity of estimated water savings 7.73 MGYAmount of funding requested $ 50,000Total project cost $ 444,000Proposed percent SFWMD funding(50% maximum of $50,000) 11.3%Is the Applicant a REDI Community? Yes No If applicable, state any environmental or community benefits of this Project other than reducing demand from a potable water source. These other benefits could include water quality or habitat improvements, and/or benefiting a low-income, senior, or affordable housing community.

If applicable, state how this Project showcases innovation using new technology or the method in which the Project is being implemented.

21.Please provide the name(s) and contact information of the entity’s project manager who will oversee the implementation of this Project. This should be the primary person for District personnel to contact and is not necessarily the Applicant’s legal signing authority.

Name: Jimbo Jones


Phone: 555-555-3456

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APPLICATION CHECKLIST

You must sign and submit this Application Checklist with your Application package.

This Application Checklist is provided for the convenience of the respondent and shall not be relied upon in lieu of the instructions or requirements of this solicitation. To ensure that your proposal package is complete and to maximize the number of points you may receive, please review the following items to confirm that they have been addressed and are enclosed. This page must be printed and included in your Application package.

ActivityCheck Here

Has the proposal submission deadline established in the solicitation been met?Has the Transmittal letter and Signature Authority Checklist been signed by the appropriate party?Have all questions and requests within this document been answered?Have you reviewed and compared your application responses to Exhibit A: Statement of Work with the sample responses provided in Appendix 1: Sample Responses to Exhibit A?Have you supplied your Certification of REDI Community (if applicable)?Have you provided evidence (budget or letter of financial commitment) of project-related matching funds as indicated in the Funding Proposal section?Has the Application section of this package been printed?Has the Sample Cooperative Funding Agreement been reviewed?If minor deviations with the Sample Cooperative Funding Agreement have been identified, have they been highlighted and printed? (There is no need to print and submit the Sample Agreement if no deviations are noted.)Have all supporting documentation been included, such as vendor descriptions of hardware, etc.?Have you submitted the required number of complete copies of the proposal in the Application package? Seven (7) copies of the Application package, including one marked

“Original.” Two (2) CD-ROMS, each containing a complete copy of the entire

Application package in PDF and Microsoft® Word format.

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I have indicated that the required materials and procedures outlined in the checklist above have been included.

Program Manager ____________________________________________________

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APPENDIX 2: EXAMPLES OF WATER SAVINGS CALCULATIONS

The following are four examples of water savings calculations:1. High-efficiency toilet replacement in residential homes2. Indoor plumbing fixture retrofits in an office building 3. Irrigation improvement project4. Automatic line flushing device

More detail is shown in the following examples than you may be able to provide. You are asked to provide as much detail as possible in your calculations, but you will not be penalized for providing less than what is shown below.

Example 1. High-Efficiency Toilet Replacement in Residential Homes

Assumptions2000 Census data states average household size for the city is 2.64 people.Current Use3.5 gal/flush x 1,000 homes x 2.64 persons/home x 5.1 flushes/day/person = 47,124 gal/day = 17,200,260 gal/yearEfficiency Use1.28 gal/flush x 1,000 homes x 2.64 persons/home x 5.1 flushes/day/person = 17,234 gal/day = 6,290,380 gal/yearTotal Savings17,200,260 – 6,290,380 = 10,900,880 gal/year

Example 2. Indoor Plumbing Fixture Retrofits in an Office Building.

AssumptionsThere are 150 males and 150 females in the facility. Frequency of toilet use: males use toilets once/day, and urinals twice; females use toilets three times/day. Faucets are used approximately 10 seconds/restroom visit or 0.5 minutes/day/person.Current UseMales – Toilets: 3.5 gal/flush x 1 use/day x 150 = 525 gal/day; Urinals 1.6 gals/flush x 2 uses/day x 150 = 480 gal/day. Females – Toilets: 3.5 gal/flush x 3 uses/day x 150 = 1,575 gal/day. Both – Faucets: 2 gal/min x 0.5 min x 300 = 300 gal/day.Current use total = 525 + 480 + 1,575 + 300 = 2,880 gal/day = 748,800 gal/year (260 workdays)Efficiency UseMales – Toilets: 1.28 gal/flush x 1 use/day x 150 = 192 gal/day ; Urinals 0.125 gal/flush x 2 uses/day x 150 = 37.5 gal/dayFemales – Toilets: 1.28 gal/flush x 3 uses/day x 150 = 576 gal/day; Both – Faucets 0.5 gal/min x 0.5 min/person x 300 = 75192 + 37.5 + 576 + 75 = 880.5 gal/day = 228,930 gal/year (260 workdays)

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Total Savings748,800 – 228,930 = 519,870 gal/year

Example 3. Irrigation Improvement ProjectAssumptions

The (fictitious) 2007 University of Florida IFAS publication, “The benefits of soil moisture sensors” (article included in this application package) indicates that a reduction of 30 to 80% on irrigation water consumption can be accomplished by separating turf and landscape areas and installing soil moisture sensors. Project will separate turf and landscape areas, and install soil moisture sensors in 100 large residential homes.Current UseLarge homes in the targeted neighborhoods use an average of 24,000 gal/month(review of utility bills)24,000 gal/month x 12 = 288,000 gallons/year288,000 gal/year x 100 homes = 28,800,000 gal/yearEfficiency UseUsing an estimate of 40% reduction in consumption across 100 large users:28,800,000 gal/year x 0.40 = 11,520,000 galTotal Savings28,800,000 – 11,520,000 = 17,280,000 gal/year

Example 4. Automatic Line Flushing DeviceAssumptionsManually flushing water lines use water at a rate of 150 gal/min for 40 min twice/month.Staff engineers’ report (included in this application package) estimates that the proposed auto flushers will require 20 flushes/month at 5 gal/min for 30 min/location.Current UseFlush rate of 150 gal/min x 40 minutes x 2 flushes/month = 12,000 gal/monthFor 10 locations: 12,000 x 10 x 12 months = 1,440,000 gal/yearEfficiency UseFlush rate of 5 gal/min x 35 minutes x 20 flushes/month = 3,500For 10 locations: 3,500 x 10 x 12 months = 420,000Total Savings1,440,000 – 420,000 = 1,020,000 gal/year

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APPENDIX 3: CALCULATIONS ASSISTANCEThe following tables are meant to assist you in your quantity of “water saved” calculations; you are not required to use them.

Table 3-1. Frequency of Use Default Values for Common Plumbing Fixtures and Appliances.

Fixture/DeviceDefault Use Frequencies per PersonResidence Commercial

Toilet 5.1 times/day Once/day – males3 times/day – females

Showerhead 5.3 minutes/day No dataFaucets 8.1 minutes/day 1.5 minutes/dayDishwasher 0.7 loads/week No dataClothes washer 2.59 loads/week 20–50 loads/week Urinals N/A Twice/day/malePre-rinse spray valves N/A 1–3 hours/day

Calculating water use of dual flush toilets

The tables below illustrate a method to calculate water consumption of dual flush toilets. Values chosen are to show the methodology and may differ from your project.

Table 3-2. Dual Flush Toilet Water Consumption – Residential.Dual Flush Toilet Water Consumption

in a Residential HomeA High volume flush in gallons 1.6

B Low volume flush in gallons 0.8C Number of uses at high volume 1.0D Number of uses at low volume 4.0

Table 3-3. Dual Flush Toilet Water Consumption – Commercial.Dual Flush Toilet Water Consumption

in a Commercial Facility

Females

Males

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Use/day/person = (A x C) + (B x D)(1.6 x 1.0) + (0.8 x 4) = 4.8 gal/day

Use/day/female = (A x C) + (B x D)(1.6 x 1) + (0.8 x 2) = 3.2 gal/day/female

Use/day/male = (A x C) + (C x D)(1.6 x 1) + (0.8 x 0) = 1.6 gal/day/male

A High volume flush in gallons

1.6 1.6

B Low volume flush in gallons 0.8 0.8C Number of uses at high

volume1.0 1.0

D Number of uses at low volume

2.0 *0.0

*This example assumes that urinals are present in the male’s restrooms.

APPENDIX 4: ONLINE RESOURCES AND GUIDESTable 4-1. Online Resources and Website Guidance.

WaterSenseDescription U.S. Environmental Protection Agency program “WaterSense” is

designed to help Americans choose quality, water-efficient products. Products that meet WaterSense standards and criteria receive the WaterSense seal.All plumbing fixtures must be WaterSense approved or achieve the standards outlined in this document.

Web Site http://www.epa.gov/watersense/Web Site Navigation

This page has direct links to WaterSense approved product lists. In addition, many private vendors that feature WaterSense approved fixtures. Look for the WaterSense seal among their stock merchandise.

Florida Water StarDescription Voluntary certification program for new and existing homes that

encourages water efficiency in household appliances, plumbing fixtures, irrigation systems, and landscapes.

Applicants engaging in irrigation efficiency improvement projects must meet the minimum (prerequisite) standards of “Florida Water Star” only in those areas of the irrigation system affected by the project. Parts of the irrigation system not affected by the project are not required to meet Florida Water Star standards.

Web Site http://www.sjrwmd.com/floridawaterstar/Web Site Navigation

You can download the Florida Water Star Criteria document from the Florida Water Star Web site. From the home page, click on “Qualifications Points List” in the text under “District Releases new Bronze retrofit criteria” heading.

Florida-friendly Landscaping and Waterwise LandscapingDescription Both “Florida-friendly Landscaping” and “Waterwise Landscaping”

provide guidance to Florida residents on landscaping to protect Florida’s unique environment and water resources and have lists of Florida-friendly plants.

Web Sites Florida-friendly Landscaping http://www.floridayards.org/Waterwise Landscaping http://www.savewaterfl.com/

Web Site Navigation

Waterwise Landscaping – scroll down and click on the picture of the pink flamingo titled, “Florida-friendly Landscaping.” On the left side of the next screen, look for the “Waterwise: South Florida Landscapes”

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http://www.savewaterfl.com/

http://www.floridayards.org/

http://www.sjrwmd.com/floridawaterstar/

http://www.epa.gov/watersense/

link under the “More Resources” section. U.S. CensusDescription The U.S. Census provides estimates of numbers of persons per

household on its website. This data is used in this application to calculate gallons saved by the project.

Web Site U.S. Census http://www.census.gov/

Web Site Navigation

On the homepage, on the top right corner, find the “Data Finders” box. Enter the name of the county, city, or zip code of the project area. Click on the “Go” box. On the center of the next screen, under “View More Results” click on the “Fact Sheet” link. This will bring up detailed demographic information on the project area, including average household size.

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Documents

Water Savings Incentive Program - Hendry Utilitieshendryutilities.com/docs/boxes/application_roger.doc · Web view1.28 gal/flush x 5.1 flushes/day/pers x 3.22 persons/home x 180