HomeMy WebLinkAboutresolution.council.089-18 RESOLUTION #89
(Series of 2018)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN
AND IRRIGATION ANALYSIS AUTHORIZING THE CITY MANAGER TO
EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN,
COLORADO.
WHEREAS, there has been submitted to the City Council a contract for
Irrigation Efficiency Assessments and Retrofits between the City of Aspen and
Irrigation Ahalysis, a true and accurate copy of which is attached hereto as Exhibit
A,,.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves that Contract
for irrigation efficiency assessments and retrofits between the City of Aspen and
Irrigation Analysis a copy of which is annexed hereto and incorporated herein, and
does hereby authorize the City Manager to execute said agreement on behalf of the
City of Aspen.
INTRODUCED, READ AND ADOPTED by the City Council of the City of
Aspen on the 11 th day of June 2018.
. c,
Steven S adron, Mayor
I, Linda Manning, duly appointed and acting Ci Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council of the City of Aspen, Colorado, at a meeting held, June I Ith, 2018.
Linda Manning, City Cl rk
CITY OF ASPEN STANDARD FORM OF AGREEMENT V2009 CITY OFASPEN
PROFESSIONAL SERVICES
City of Aspen Contract No.: 2018-047.
AGREEMENT made as of 291h day of May, in the year 2018.
BETWEEN the City:
Contract Amount:
The City of Aspen
c/o Environmental Health
130 South Galena Street Total: $35,000.00
Aspen, Colorado 81611
Phone: (970) 920-5079
If this Agreement requires the City to pay
And the Professional: an amount of money in excess of
$25,000.00 it shall not be deemed valid
until it has been approved by the City
Irrigation Analysis Council of the City of Aspen.
C/o Doug Smith
9499 High Cliffe Street City Council Approval:
Highlands Ranch, CO 80129
Phone: 303-471-7377 Date:
Resolution No.:
For the Following Project:
Irrigation Efficiency Assessments and Retrofits
Exhibits appended and made a part of this Agreement:
Exhibit A: Scope of Work.
Exhibit B: Fee Schedule. .
The City and Professional agree as set forth below.
Agreement Professional Services Page 0
1. Scope of Work. Professional shall perform in a competent and professional manner the
Scope of Work as set forth at Exhibit A attached hereto and by this reference incorporated herein.
2. Completion. Professional shall commence Work immediately upon receipt of a written
Notice to Proceed from the City and complete all phases of the Scope of Work as expeditiously as
is consistent with professional skill and care and the orderly progress of the Work in a timely
manner. The parties anticipate that all Work pursuant to this Agreement shall be completed no later
than December 15. 2018. Upon request of the City, Professional shall submit, for the City's
approval, a schedule for the performance of Professional's services which shall be adjusted as
required as the project proceeds,and which shall include allowances for periods of time required by
the City's project engineer for review and approval of submissions and for approvals of authorities
having jurisdiction over the project. This schedule, when approved by the City, shall not,except for
reasonable cause,be exceeded by the Professional.
3. Payment. In consideration of the work performed,City shall pay Professional on a time and
expense basis for all work performed. The hourly rates for work performed by Professional shall
not exceed those hourly rates set forth at Exhibit B appended hereto. Except as otherwise mutually
agreed to by the parties the payments made to Professional shall not initially exceed the amount set
forth above. Professional shall submit, in timely fashion, invoices for work performed. The City
shall review such invoices and, if they are considered incorrect or untimely, the City shall review
the matter with Professional within ten days from receipt of the Professional's bill.
4. Non-Assignability. Both parties recognize that this Agreement is one for personal services
and cannot be transferred, assigned, or sublet by either party without prior written consent of the
other. Sub-Contracting, if authorized, shall not relieve the Professional of any of the responsibilities
or obligations under this Agreement. Professional shall be and remain solely responsible to the City
for the acts,errors,omissions or neglect of any subcontractors' officers,agents and employees,each
of whom shall, for this purpose be deemed to be an agent or employee of the Professional to the
extent of the subcontract. The City shall not be obligated to pay or be liable for payment of any
sums due which may be due to any sub-contractor.
5. Termination of Procurement. The sale contemplated by this Agreement may be
canceled by the City prior to acceptance by the City whenever for any reason and in its sole
discretion the City shall determine that such cancellation is in its best interests and convenience.
6. Termination of Professional Services. The Professional or the City may terminate the
Professional Services component of this Agreement, without specifying the reason therefor, by
giving notice, in writing, addressed to the other party, specifying the effective date of the
termination. No fees shall be earned after the. effective date of the termination. Upon any
termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models,
photographs, reports or other material prepared by the Professional pursuant to this Agreement
shall become the property of the City. Notwithstanding the above, Professional shall not be
relieved of any liability to the City for damages sustained by the City by virtue of any breach of
this Agreement by the Professional, and the City may withhold any payments to the Professional
for the purposes of set-off until such time as the exact amount of damages due the City from the
Professional may be determined.
Agreement Professional Services Page I
7. Independent Contractor Status. It is expressly acknowledged and understood by the parties
that nothing contained in this agreement shall result in, or be construed as establishing an
employment relationship. Professional shall be, and shall perform as, an independent Contractor
who agrees to use his or her best efforts to provide the said services on behalf of the City. No
agent, employee, or servant of Professional shall be, or shall be deemed to be, the employee, agent .
or servant of the City. City is interested only in the results obtained under this contract. The
manner and means of conducting the work are under the sole control of Professional. None of the
benefits provided by City to its employees including, but not limited to, workers' compensation
insurance and unemployment insurance, are available from City to the employees, agents or
servants of Professional. Professional shall be solely and entirely responsible for its acts and for the
acts of Professional's agents, employees, 'servants and subcontractors during the performance of this
contract. Professional shall indemnify City against all liability and loss in connection with, and
shall assume full responsibility for payment of all federal, state and local taxes or contributions
imposed or required under unemployment insurance, social security and income tax law, with
respect to Professional and/or Professional's employees engaged in the performance of the services
agreed to herein.
8. Indemnification. Professional agrees to indemnify and hold harmless the City, its officers,
employees, insurers, and self-insurance pool, from and against all liability, claims, and demands, on
account of injury, loss, or damage, including without limitation claims arising from bodily injury,
personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind
whatsoever, which arise out of or are in any manner connected with this contract, to the extent and
for an amount represented by the degree or percentage such injury, loss, or damage is caused in
whole or in part by, or is claimed to be caused in whole or-in part by, the wrongful act, omission,
error,professional error,mistake,negligence, or other fault of the Professional,any subcontractor of
the Professional, or any officer, employee, representative, or agent of the Professional or of any
subcontractor of the Professional, or which arises out of any workmen's compensation claim of any
employee of the Professional or.of any employee of any subcontractor of the Professional. The
Professional agrees to investigate, handle, respond to, and to provide defense for and defend
against, any such liability, claims or demands at the sole expense of the Professional, or at the
option of the City, agrees to pay the City or reimburse the City for the defense costs incurred by the
City in connection with, any such liability, claims, or demands. If it is determined by the final
judgment of a court of competent jurisdiction that such injury, loss, or damage was caused in whole
or in part by the act, omission, or other fault of the City, its officers, or its employees, the City shall
reimburse the Professional for the portion of the judgment attributable to such act, omission, or
other fault of the City, its officers,or employees.
9. Professional's Insurance.
(a) Professional agrees to procure and maintain, at its own expense, a policy or policies
of insurance sufficient to insure against all liability, claims, demands, and other obligations
assumed by the Professional pursuant to Section 8 above. Such insurance shall be in
addition to any other insurance requirements imposed by this contract or by law. The
Professional shall not be relieved of any liability, claims, demands, or other obligations
assumed pursuant to Section 8 above by reason of its failure to procure or maintain
insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts,
duration,or types.
Agreement Professional Services Page 2
(b) Professional shall procure and maintain, and shall cause any subcontractor of the
Professional to procure and maintain, the minimum insurance coverages listed below. Such
coverages shall be procured and maintained with forms and insurance acceptable to the
City. All coverages shall be continuously maintained to cover all liability, claims, demands,
and other obligations assumed by the Professional pursuant to Section 8 above. In'the case
of any claims-made policy, the necessary retroactive dates and extended reporting periods
shall be procured to maintain such continuous coverage.
(i) Workers' Compensation ' insurance to cover obligations imposed by
applicable laws for any employee engaged in the performance of work under this
contract, and Employers' Liability insurance with minimum limits of ONE
MILLION DOLLARS ($1,000,000.00) for each accident, ONE MILLION
DOLLARS ($1,000,000.00) disease - policy limit, and ONE MILLION DOLLARS
($1,000,000.00) disease - each employee. Evidence of qualified self-insured status
may be substituted for the Workers'Compensation requirements of this paragraph.
(ii) Commercial General Liability insurance with minimum combined single
limits of TWO MILLION DOLLARS ($2,000,000.00) each occurrence and TWO
MILLION DOLLARS ($2,000,000.00) aggregate. The policy shall be applicable to
all premises and operations. The policy shall include coverage for bodily injury,
broad form property damage (including completed operations), personal injury
(including coverage for contractual and employee acts), blanket contractual,
independent contractors, products, and completed operations. The policy shall
contain a severability of interests provision.
(iii) Comprehensive Automobile Liability insurance with minimum combined
.single limits for bodily injury and property damage of not less than ONE MILLION
DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS
($1,000,000.00) aggregate with respect to each Professional's owned, hired and non-
owned vehicles assigned to or used in performance of the Scope of Work. The
policy shall contain a severability of interests provision. If the Professional has no
owned automobiles,the requirements of this Section shall be met by each employee
of the Professional providing services to the City under this contract.
(iv) Professional Liability insurance with the minimum limits of ONE
MILLION DOLLARS ($1,000,000) each claim and ONE MILLION DOLLARS
($1,000,000)aggregate.
(c) The policy or policies required above shall be endorsed to include the City and the
City's officers and employees as additional insureds. Every policy required above shall be
primary insurance, and any insurance carried by the City,, its officers or employees, or
carried by or provided through any insurance pool of the City, shall be excess and not
contributory insurance to that provided by Professional. No additional insured endorsement
to the policy required above shall contain any exclusion for bodily injury or property
damage arising from completed operations. The Professional shall be solely responsible for
any deductible losses under any policy required above.
Agreement Professional Services Page 3
(d) The certificate of insurance provided to the City shall be completed by the
Professional's insurance agent as evidence that policies providing the required coverages,
conditions, and minimum limits are in full force and effect, and shall be reviewed and
approved by the City prior to commencement of the contract. No other form of certificate
shall be used. The certificate shall identify this contract and shall provide that the coverages
afforded under the policies shall not be canceled, terminated or materially changed until at
least thirty(30)days prior written notice has been given to the City.
(e) Failure on the part of the Professional to procure or maintain policies providing the
required coverages, conditions, and minimum limits shall constitute a material breach of
contract upon which City may immediately terminate this contract, or at its discretion City
may procure or renew any such policy or any extended reporting period thereto and may pay
any and all premiums in connection therewith, and all monies so paid by City shall be
repaid by Professional to City upon demand, or City may offset the cost of the premiums
against monies due to Professional from City.
(f) City reserves the right to request and receive a certified copy of any policy and any
endorsement thereto.
(g) The parties hereto understand and agree that City is relying on, and does not waive or
intend to waive 'by any provision of this contract, the monetary limitations (presently
$350,000.00 per person and $990,000 per occurrence) or any other rights, immunities, and
protections provided by the Colorado Governmental Immunity Act, Section 24-10-101 et
seq., C.R.S., as from time to time amended,or otherwise available to City, its officers, or its
employees.
10. City's Insurance. The parties hereto understand that the City is a member of the Colorado
Intergovernmental Risk Sharing Agency (CIRSA) and as such participates in the CIRSA Proper-
ty/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Risk
Management Department and are available to Professional for inspection during normal business
hours. City makes no representations whatsoever with respect to specific coverages offered by
CIRSA. City shall provide Professional reasonable notice of any changes in its membership or
participation in CIRSA.
11. Completeness of Agreement. It is expressly agreed that this agreement contains the entire
undertaking of the parties relevant to the subject matter thereof and there are no verbal or written
representations, agreements, warranties or promises pertaining to the project matter thereof not
expressly incorporated in this writing.
12. Notice. Any written notices as called for herein may be hand delivered or mailed by
certified mail return receipt requested to the respective persons and/or addresses listed above.
13. Non-Discrimination. No discrimination because of race, color, creed, sex, marital status,
affectional or sexual orientation, family responsibility, national origin, ancestry, handicap, or
religion shall be made in the employment of persons to perform services under this contract.
Professional agrees to meet all of the requirements of City's municipal code, Section 13-98,
pertaining to non-discrimination in employment.
Agreement Professional Services Page 4
14. Waiver. The waiver by the City of any term, covenant, or condition hereof shall not
operate as a waiver of any subsequent breach of the same or any other term. No term, covenant, or
condition of this Agreement can be waived except by the written consent of the City, and
forbearance or indulgence by the City in any regard whatsoever shall not constitute a waiver of any
term, covenant, or condition to be performed by Professional to which the same may apply and,
until complete performance by Professional of said term, covenant or condition, the City shall be
entitled to invoke any remedy available to it under this Agreement or by law despite any such
forbearance or indulgence.
15. Execution of Agreement by City. This Agreement shall be binding upon all parties hereto
and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding
anything to the contrary contained herein, this Agreement shall not be binding upon the City unless
duly executed by the Mayor of the City of Aspen (or a duly authorized official in his absence)
following a Motion or Resolution of the Council of the City of Aspen authorizing the Mayor (or a
duly authorized official in his absence)to execute the same.
16. Illegal Aliens—CRS 8-17.5-101 &24-76.5-101.
(a) Purpose. During the 2006 Colorado legislative session, the Legislature passed
House Bills 06-1343 (subsequently amended by HB 07-1073) and 06-1023 that added
new statutes relating to the employment of and contracting with illegal aliens. These new
laws prohibit all state agencies and political subdivisions, including the City of Aspen,
from knowingly hiring an illegal alien to perform work under a contract, or to knowingly
contract with a subcontractor who knowingly hires with an illegal alien to perform work
under the contract. The new laws also require that all contracts for services include
certain specific language as set forth in the statutes. The following terms and conditions
have been designed to comply with the requirements of this new law.
(b) Definitions. The following terms are defined in the new law and by this reference
are incorporated herein and in any contract for services entered into with the City of
Aspen.
"Basic Pilot Program" means the basic pilot employment verification program
created in Public Law 208, 104th Congress, as amended, and expanded in Public
Law 156, 108th Congress, as amended, that is administered by the United States
Department of Homeland Security.
"Public Contract for Services" means this Agreement.
"Services" means the furnishing of labor, time, or effort by a Contractor or a
subcontractor not involving the delivery of a specific end product other than
reports that are merely incidental to the required performance.
(c) By signing this document, Professional certifies and represents that at this time:
(i) Professional shall confirm the employment eligibility of all employees who are
newly hired for employment in the United States; and
Agreement Professional Services Page 5
(ii) Professional has participated or attempted to participate in the Basic Pilot
Program in order to verify that new employees are not illegal aliens.
(d) Professional hereby confirms that:
(i) Professional shall not knowingly employ or contract new employees
without confirming the employment eligibility of all such employees hired for
employmentin the United States under the Public Contract for Services.
(ii) Professional shall not enter into a contract with a subcontractor that fails to
confirm to the Professional that the subcontractor shall not knowingly hire new
employees without confirming their employment eligibility for employment in the
United States under the Public Contract for Services.
(iii) Professional has verified or has attempted to verify through participation
in the Federal Basic Pilot Program that Professional does not employ any new
employees who are not eligible for employment in the United States; and if
Professional has not been accepted into the Federal Basic Pilot Program prior to
entering into the Public Contract for Services, Professional shall forthwith apply
to participate in the Federal Basic Pilot Program and shall in writing verify such
application within five (5) days of the date of the Public Contract. Professional
shall continue to apply to participate in the Federal Basic Pilot Program and shall
in writing verify same every three (3) calendar months thereafter, until
Professional is accepted or the public contract for services has been completed,
whichever is earlier. The requirements of this section shall not be required or
effective if the Federal Basic Pilot Program is discontinued.
(iv) Professional shall not use the Basic Pilot Program procedures to undertake
pre-employment screening of job applicants while the Public Contract for
Services.is being performed.
(v) If Professional obtains actual knowledge that a subcontractor performing
work under the Public Contract for Services knowingly employs or contracts with
a new employee who is an illegal alien, Professional shall:
(1) Notify such subcontractor and the City of Aspen within three days
that Professional has actual knowledge that the subcontractor has newly
employed or contracted with an illegal alien;and
(2) Terminate the subcontract with the subcontractor if within three
days of receiving the notice required pursuant to this section the
subcontractor does not 'cease employing or contracting with the new
employee who is an illegal alien; except that Professional shall not
terminate the Public Contract for Services with the subcontractor if during
such three days the subcontractor provides information to establish that the
subcontractor has not knowingly employed or contracted with an illegal
alien.
Agreement Professional Services Page 6
(vi) Professional shall comply with any reasonable request by the Colorado
Department of Labor and Employment made in the course of an investigation that
the Colorado Department of Labor and Employment undertakes or is undertaking
pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S.
(vii) If Professional violates any provision of the Public Contract for Services
pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City of
Aspen may terminate the Public Contract for Services. If the Public Contract for
Services is so terminated, Contractor shall be liable for actual and consequential
damages to the City of Aspen arising out of Professional's violation of Subsection
8-17.5-102, C.R.S.
(ix) . If Professional operates as a sole proprietor, Professional hereby swears or
affirms under penalty of perjury that the Professional (1) is a citizen of the United
States or otherwise lawfully present in the United States pursuant to federal law,
(2) shall comply with the provisions of CRS 24-76.5-101 et seq., and (3) shall
produce one of the forms of identification required by CRS 24-76.5-103 prior to
the effective date of this Agreement.
16. Warranties Aeainst Contingent Fees, Gratuities, Kickbacks and Conflicts of Interest.
(a) Professional warrants that no person or selling agency has been employed or
retained to solicit or secure this Contract upon an agreement or understanding for a
commission, percentage, brokerage, or contingent fee, excepting bona fide employees or
bona fide established commercial or selling agencies maintained by the Professional for
the purpose of securing business.
(b) Professional agrees not to give any employee of the City a gratuity or any offer of
employment in connection with any decision, approval, disapproval, recommendation,
preparation of any part of a program requirement or a purchase request, influencing the
content of any specification or procurement standard, rendering advice, investigation,
auditing, or in any other advisory capacity in any proceeding or application, request for
ruling, determination, claim or controversy, or other particular matter, pertaining to this
Agreement, or to any solicitation or proposal therefore.
(c) Professional represents that no official, officer, employee or representative of the
City during the term of this Agreement has or one (1) year thereafter shall have any
interest, direct or indirect, in this Agreement or the proceeds thereof, except those that
may have been disclosed at the time City Council approved the execution of this
Agreement.
(d) In addition to other remedies it may have for breach of the prohibitions against
contingent fees, gratuities, kickbacks and conflict of interest, the City shall have the right
to:
1. Cancel this Purchase Agreement without any liability by the City;
2. Debar or suspend the offending parties from being a Professional, contractor or
subcontractor under City contracts;
Agreement Professional Services Page 7
3. Deduct from the contract price or consideration, or otherwise recover, the value of
anything transferred or received by the Professional; and
4. Recover such value from the offending parties.
17. Fund Availability. Financial obligations of the City payable after the current fiscal year
are contingent upon funds for that purpose being appropriated, budgeted and otherwise made
available. If this Agreement contemplates the City utilizing state or federal funds to meet its
obligations herein, this Agreement shall be contingent upon the availability of those funds for
payment pursuant to the terms of this Agreement.
18. General Terms.
(a) It is agreed that neither this Agreement nor any of its terms, provisions, conditions,
representations or covenants can be modified, changed, terminated or amended, waived,
superseded or extended except by appropriate written instrument fully executed by the
parties.
(b) If any of the provisions of this Agreement shall be held invalid, illegal or
unenforceable it shall not affect or impair the validity, legality or enforceability of any other
provision.
(c) .. The parties acknowledge and understand that there are no conditions or limitations
to this understanding except those as contained herein at the time of the execution hereof
and that after execution no alteration, change or modification shall be made except upon a
writing signed by the parties.
(d) This Agreement shall be governed by the laws of the State of Colorado as from time
to time in effect.
19. Electronic Signatures and Electronic Records This Agreement and any
amendments hereto may be executed in several counterparts, each of which shall be deemed an
original, and all of which together shall constitute one agreement binding on the Parties,
notwithstanding the possible event that all Parties may not have signed the same counterpart.
Furthermore, each Party consents to the use of electronic signatures by either Party. The Scope
of Work, and any other documents requiring a signature hereunder, may be signed electronically
in the manner agreed to by the Parties. The Parties agree not to deny the legal effect or
enforceability of the Agreement solely because it is in electronic form or because an electronic
record was used in its formation. The Parties agree not to object to the admissibility of the
Agreement in the form of an electronic record, or a paper copy of an electronic documents, or a
paper copy of a document bearing an electronic signature, on the ground that it is an electronic
record or electronic signature or that it is not in its original form or is not an original.
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly
authorized officials, this Agreement in three copies each of which shall be deemed an original on
the date first written above.
Agreement Professional Services Page 8
CITY OF ASPEN,COLORADO: PROFESSIONAL:
[Signanue] [Sigiawel
By: By: Douce
[Namcl [N=cl
Title: Title: Owner
Date: Date: May 31,2018
Approved as to form:
ily Attorney's Office
Agreement Professional Services Page 9
EXHIBIT A PROFESSIONAL SERVICES AGREEMENT
Detailed description of irrigation assessment approach
The Irrigation System Evaluation and Assessment involves in depth information gathering and
analysis of site specific irrigation system data including: system functionality and the readily
discernable irrigation and landscape factors. We then will provide a detailed system report with
specific water conserving recommendations and priorities to improve imgation system
efficiency and reduce overall irrigation water usage. Irrigation Analysis will provide a cost
estimate for the recommended repairs and system efficiency upgrades.
We will observe every station in operation, note any visible inefficiencies and make zone by
zone recommendations for water conservation improvements. An expected Return On
Investment(ROI) will be determined and included based on past water usage, expected water
savings and the cost of the recommended water saving improvements and upgrades for each
HOA or City property.
We will also collect the current programming and scheduling information at the time of our
inspection. Irrigation Analysis will not make any system adjustments or change any controller
programming and will advise the customer and/or manager if any immediate issues or
concerns arise or are found during our work.
This is a full system inspection and evaluation of irrigation zones that operate from the
controller(s), there is no guessing, extrapolating, or partial sampling of the subject irrigation
systems. Drip irrigation zones will be checked for any obvious issues,but typically cannot be
inspected in detail due to their subsurface nature. A base schedule and precipitation rates for
each zone will be calculated and provided to the City of Aspen.
Inclusions:
• Site visits as necessary to collect data on existing irrigation system.
• The operation and inspection of every station on every controller.
• General overview of system condition
• Recommended system improvement
• A detailed spreadsheet style report of every station and controller with the
recommended improvements and associated costs, including but not limited to:
✓ Leaks and Breaks including heads and nozzles
✓ Overspray
✓ Poor coverage
✓ Low head drainage
✓ Nozzle and sprinkler conditions
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✓ Controller and sensor observations
✓ Estimated cost of upgrades
• Various site photos depicting typical conditions found as well as specific problems.
• Additional water savings opportunities as/if appropriate
• Create Zone Maps for all known/found/operating controllers and stations.
(Additional if desired on large users.
• Historical and future water use projections.
• Return on investment (ROI)calculation, if requested.
Residential Program Setup:
• Collaborate with City of Aspen to create a Residential Light Irrigation Audit
informational flyer or electronic piece. City of Aspen to produce the final
piece(s).
• Create a Customer Light Irrigation Evaluation informational piece.
• Create and set up the City of Aspen Residential Light Audit Report Template
• Create or source and provide the Recommendations Explanations and "How to's"for
typical Irrigation Efficiency Recommendations for use by the customer.
• Create and setup a Resource Sheet: Description of what generally to buy and what
not to buy, Listing of nearby Suppliers, and Sources for Additional Water Efficiency
and Savings Information.
• Create a Call to Action Page and list Next Steps to Saving Water.
• Above information/work product to be reviewed and approved by City of Aspen
prior to delivery to City of Aspen water customer.
Customer Evaluations and Reports:
• Schedule the Irrigation System Evaluation with the customer when notified by City
of Aspen and provided with customer contact information.
• Perform the scheduled Light System Evaluation on the date scheduled.
• Create the Customer Light Evaluation Report
• Provide the Customer and City of Aspen with the Light Evaluation report
and supporting documents (see above).
Program Synopsis:
• At the end of the season,provide a brief recap of the Program including: how the
program was received and any feedback that was provided by customers, what
seemed to work and what, if anything did not work and/or needs improvement, ideas
for next season, etc.
• Meet with City of Aspen to review/discuss the Residential Evaluation Program
Please let us know if you have any questions or concerns with these and know that we
will work out the finer details of each in a pre-project meetings) with those involved
from the City of Aspen.
Agreement Professional Services Page I I
Scheduling:
Scheduling will be based on demand from the Residential/Residents and Large Property
owner/manager and scheduled with the appropriate City Parks and other staff. As outlined in
the RFP, Irrigation Analysis will reach out directly to some of the high use residential users to
try to schedule assessments with/for them. We will need the City's support, contact
information and water use data for these customers/properties/locations. We would expect
that the City will help to drive customers into the Saving Aspen Water program too via word
of mouth,billing ads/inserts, newspaper articles, interviews, outreach, etc. Irrigation Analysis
will help'and contribute to the City's marketing effort as needed and appropriate. IA is not
specifically taking responsibility for filling our schedule though we will support and help to do
SO.
General Scheduling Requests will be via website, email, or voicemail request and available 24
hours per day. IA will contact the customers to schedule and confirm the specific appointments.
At this point, we are planning to cluster schedule our assessment and any other work, most
likely we will be trying to pre-schedule sets of mid-week days each month, June- September.
We will discuss scheduling dates with the City of Aspen. Most of the work will be
performed Monday-Friday, between lam and 5pm unless otherwise agreed to.
Onsite. Field Assessments:
Once scheduled, the assigned IA staff will communicate with the property owner, manager, or
City contact for each site and then conduct/perform the Assessment and Data Collection. We
will attempt to automatically operate every known and active irrigation zone on each system. We
will note any non-working zones, however the task of troubleshooting non-operable zones in not
in this scope of work. Non-operational zones and drip zones will count towards the total of
zones audited. Drip zones will be checked for indication of leaks and water waste, but their exact
condition or function can often not be confirmed. We will immediately notify the contact of any
active leaks or water loss or other major issues, so they can attend to the item/issue promptly.
These items will still be noted'in our report.
We will provide the Residential customers with a Residential Irrigation Assessment—
FAQ/Information Page: What to expect so that they can easily understand the program. We
will discuss the process and water smart tips with the Homeowners at the initial site visit,
however, due to the scheduling of other evaluations it is difficult to spend a lot of extra time
during the assessment to explain everything or to answer a lot of extra questions. We will
follow up with any additional questions following delivery of the report.
Large Users and City Properties will be coordinated, but are not expected to need the
Assessment explanation. The scheduling for this will be done directly with the managing
contact. The systems must be pressurized, operational, and access at the scheduled time to
Agreement Professional Services Page 12
the irrigation controllers. We will need system access password and login and/or wi-fi login
information for Smart Controllers. Catch Cup Audits or Distribution Uniformity(DU)
calculations are not anticipated or included in this scope of work. Though we could provide
these if desired. The catch cup audits are time consuming and fairly tedious to perform and
though they look impressive and technical (which they are), they don't identify the irrigation
inefficiency issues,only the areas with poor coverage.
IA will check controller programming, but will not change any controller programming unless
specifically requested by the customer or City. Controller programming is not currently in IA's
primary task/scope: this is the ongoing responsibility of the controllers' owner or operator and
we/IA cannot be held responsible for any controller programming, issues, or changes. This
being stated and understood, IA can do some simple, basic re-programming of controllers if
requested.
Reports:
Each of these will all share similar aspects: report on our findings from running through each
irrigation system and recommendations for Irrigation Efficiency Improvements, if needed. We
will rank/rate the Overall System Condition and relative System Efficiency. System Mapping is
available, but not included at this time.
Residential: These are intended to be short, simple, easy to understand reports geared toward
residents and their property manager/staff to utilize to save water. Specific system efficiency
recommendations will be provided. These will be delivered as soon as possible and within 14
days of the Assessment.
Large Property: These reports will provide the same information as the Residential Reports,but
will be much larger, more detailed, and comprehensive for understanding and use by multiple
stakeholders: owners, property managers, irrigation system managers, residents, etc. System
Mapping is recommended for larger systems, but not included at this time. It is possible that
larger residential systems may qualify for the Large Property Assessment format.
City Parks and other Properties: An overall summary report will be provided for these, but site
specific detail and information will be provided too. We are trying to be meaningful, efficient,
and non-redundant in providing useable, actionable system and efficiency information and
recommendations.
A Year End Summary Report(s) will be provided to the City of Aspen for each of
these Assessment groups.
Follow-up:
Agreement Professional Services Page 13
In addition to the Year End Summary Report, IA will be available to answer follow up
Questions.
Agreement Professional Services Page 14
EXHIBIT B PROFESSIONAL SERVICES AGREEMENT
Fee Schedule
5.1. Residential
• Preferred: Content for use in targeted and community wide outreach to
foster participation
• Preferred: Directly outreach (phone or email) to up to 20
potential community participants(residential or HOA)
• Required: Participant enrollment services through email, phone,
and/or online platform.
The three tasks listed above are all included in the Residential Outreach &
Enrollment Program Setup fee of$850
Preferred: Regular irrigation controller scheduling recommendations for the Aspen area
Irrigation Analysis will research and prepare weekly watering schedules based on actual
and forecasted weather data in the Aspen area. This information will be published in a
newsletter type format that would be emailed to participants and will include Smart
Watering tips and recommended watering guidelines.
Fee for program set up and execution $3,495
Required: Residential Assessments: Cost per irrigation zone
Evaluations with Reports for up to 10 stations/zones: $255 each plus $7 for every additional
station/zone beyond the included 10 zones.
This task is priced as a minimum of 10 stations to cover costs and expenses for the
scheduling, complete evaluation and report, and follow up. E.g. a property with only 2
zones could not be done on a per zone basis of$25.50 each zone for$51 total.
Required Residential Installations
Cost per installed rain sensor
There are numerous rain sensors available, both wired and wireless. We do not have a
particular preference, however have found that the Rain Bird wireless rain freeze sensor
is well received from end users for the visual interface display.
Rain Bird WR2RFC Wireless Rain Sensor installed $198
Wi-Fi controller
There are many Wi-Fi controllers available in the marketplace today. Irrigation
Analysis has experience with a majority of them and based on this experience, the
Agreement Professional Services Page 15
following controllers are recommended for this installation. The recommended Wi-Fi
controller is Rain Bird ESP-Series with LNK module.
Rain Bird ESP-TM2 w LNK Wi-Fi —8 station controller installed $382
Rain Bird ESP-TM2 w LNK Wi-Fi— 12 station controller installed $517
Rain Bird ESP-Me w LNK Wi-Fi— 16 station controller installed $589
Alternatively, another good Wi-Fi controller option is the HydroRain B-Hyve HRC400
which is available in two station configurations: 8 station and 16 station.
9
HydroRain B-Hyve HRC400—8 station controller installed $270
HydroRain B-Hyve HRC400— 16 station controller installed $310
These controllers offer a physical user interface on the controller for programming access in
addition to the smartphone or tablet app. Also, please note that there are currently no Wi-Fi
based controllers in the residential market that supports flow sensing, as per the City of Aspen
Water Efficient Landscaping Standards. If other brands or models are desired, please provide
the features needed for more accurate pricing. Pricing will be adjusted for controllers requiring
more than 16 stations.
Cost per installed high efficiency irrigation head
The cost for this item varies widely depending on the type and manufacturer of the head and
nozzle. Based on our experience with the City of Aspen retrofits, we are making the
assumption that this line item is relating to the replacement of the nozzles onto existing
heads. If this is not the case, please provide detailed requirements for the features required for
the head replacements for accurate pricing. The pricing below includes a high efficiency
nozzle, installation and adjustments.No sprinkler body(head) is included.
Rain Bird HE-VAN Spray Nozzle- 5-15' radius $5.09
Toro Precision Spray Nozzle- 5-15' radius $7.88
Rain Bird R-VAN Rotary Spray Nozzle - 8'-24'radius $11.65
Hunter MP Rotator Rotary Spray Nozzle - 14-35' radius. $13.90
Required: HOA Installations
Cost per installed rain sensor
There are numerous rain sensors available,both wired and wireless. We do not have a
particular preference, however have found that the Rain Bird wireless rain freeze sensor is
well received from end users for the visual interface display.
Rain Bird WR2RFC Wireless Rain Sensor installed $198
Agreement Professional Services Page 16
Cost per installed Wi-Fi controller
There are many Wi-Fi controllers available in the marketplace today. Irrigation Analysis
has experience with a majority of them and based on this experience, the following
controllers are recommended for this installation. The recommended Wi-Fi controller for
this is the Rain Bird ESP-Series with LNK module.
Rain Bird ESP-TM2 w LNK Wi-Fi—8 station controller installed $382
Rain Bird ESP-TM2 w LNK Wi-Fi — 12 station controller installed $517
Rain Bird ESP-Me w LNK Wi-Fi— 16 station controller installed $589
Alternatively, another good Wi-Fi controller option is the HydroRain B-Hyve HRC400
which is available in two station configurations: 8 station and 16 station.
HydroRain B-Hyve HRC400—8 station controller installed $270
HydroRain B-Hyve HRC400— 16 station controller installed $310
These controllers offer a physical user interface on the controller for programming access
in addition to the smartphone or tablet app. Also,please note that there are currently no Wi-
Fi based controllers in the residential market that supports flow sensing, as per the City of
Aspen Water Efficient Landscaping Standards. If other brands or models are desired, please
provide the features needed for more accurate pricing. Pricing will be adjusted for
controllers requiring more than 16 stations.
Cost per installed high efficiency irrigation head
The cost for this item varies widely depending on the type and manufacturer of the head
and nozzle. Based on our experience with the City of Aspen retrofits, we are making the
assumption that this line item is relating to the replacement of the nozzles onto existing
heads. If this is not the case,please provide detailed requirements for the features required
for the head replacements for accurate pricing. The pricing below includes a high efficiency
nozzle, installation and adjustments. No sprinkler body(head) is included.
Rain Bird HE-VAN Spray Nozzle- 5-15' radius $5.09
Toro Precision Spray Nozzle - 5-15' radius $7.88
Rain Bird R-VAN Rotary Spray Nozzle - 8'-24'radius $11.65
Hunter MP Rotator Rotary Spray Nozzle - 14-35'radius $13.90
City of Aspen Parks
Required: City of Aspen parks assessments: Cost per irrigation Zone
Pricing per site/location
Number of Stations First 48 Stations ** Next 48 Stations Over 96 Stations
Cost per station $58 $52 $48
Agreement Professional Services Page 17
Example: A property with 51 stations would be billed at 24 stations @ $58, 24 stations @
$52 and 3 additional stations @$48 for a total of$2,784 for the site. ($54.58 average per
station) **Minimum$I,000 per Audit
There is a$1,000 minimum for auditing per round of audits or visit for project work due to
travel, mobilization, and per diem expenses.
Additional Required Tasks
Required: Follow up to community participants
A follow up email to each residential participant will be sent within 30 days following the
delivery of the initial irrigation evaluation report. The email will be in a questionnaire type
format to understand the overall satisfaction of the homeowner or manager regarding the
evaluation process and the comfort level operating the system. Additional opportunity will
be provided to ask questions and or provide comments.
No Charge.
Required: Reports provided to City of Aspen on overall results, findings, trends,
recommendations etc. with in-person review of reports with City of Aspen staff
Overall Program Summary/Synopsis— Preparation of Final Report and Meeting: $640
Agreement Professional Services Page 18