Water Meter Installation Completion Project

1. Discovery BayWater Meter Installation Completion ProjectBoard WorkshopNovember 29, 2016

2. Workshop Presenting: • Project Information • Logistics • Schedule • Public Outreach • Budget • Cost to Residents – Billing Options

3. Why? • Assembly Bill 2572 (2004 Legislation) – Requires water meters on all service connections by January 1, 2025, and to charge metered customers based on volume. • Previous state law required water meters on all new connections beginning January 1, 1992; • Town began discussing water meter installation as early as 2009 and ultimately determined that the meters would be installed in the 2016/2017 Fiscal Year.

4. Project Goals • Ensure the District is in compliance with state law requirements that all connections have a water meter; • Promote water conservation in compliance with District and Town objectives. • Approximately 3,531 meters will be installed as part of this project.

5. Current Metered & Not Metered Map

6. Current Activities • Development of the Phasing Plan • Pre-construction logistical issues • Development of Public Outreach and Communication Plan • Development of Inventory Control System • Ensure staffing support, training and organization • Budget and financing options

7. Water Meter Installation Completion Project Organizational Chart

8. Logistical Issues • Hardscape alternatives and pre-defined change order items; • Inspection forms and procedures; • Map phasing; • Database / project management development • Encroachment Permitting discussions with County • SWPPP Completion

9. Phasing Plan

10. Construction Schedule • Phases will take between 2 weeks and 5 weeks • Public Outreach materials will begin in early December • Construction will begin the first week in January – Substantial completion on May 31 and project completion in August, 2017 • Based on 150/week, project completion = week of June 12th • (Reasonable worst case substantial completion = July 15, 2017)

11. What is included within the base budget which will be charged back to residents receiving the meters? • Cost of the meters, meter boxes, contractor and project management; • Cost of returning the landscape and soft-scape to basic condition – that is, replacing sod, bark, or rocks. • Easily removable stones, rocks and landscaping will be removed and replaced. • The cost of the installation: varied with the majority at the $100-$290 level, approximately 500 at the $950 level and 1 at $15,000.

12. Question: • Does the Board concur that Type 1-3 should be included as a “base” cost?

13. What is not included within the base project budget and will be the responsibility of homeowners: • Removal and possible replacement of synthetic turf that is blocking access: Homeowners will be requested to have their contractor remove and restore the turf; • Removal of trees within the R/W blocking access or otherwise interfering with construction; • Removal and replacement of retaining walls; mailboxes or other obstructions; • Matching of hardscape material and color after replacement of meter box.

14. Windward palm

15. 2155 Cypress -17 inches tall

16. 5740 Beaver - concrete

17. 4612 Cove - 2feet tall

18. Palm Augusta

19. Project Issue • In addition to paying the fair-share project costs, the previous site conditions will require some additional cost for certain homeowners. It will be their responsibility to resolve the issue prior to the meter being installed. • Question: Does the Board have outstanding concerns or questions about this approach?

20. Project Base Budget * • Product: $1,288,720 (Meter boxes, Lids, Meter, Reader, Tax, Shipping) • Construction Contract: $1,391,490 • Construction Contingency (10%): $ 131,149 • Staffing: $ 300,000 • Construction Management & Project Management: $ 100,000 • Inspection Services: $ 85,000 • Public Field Services/Outreach: $ 40,000 • Public Field Services/Field: $ 30,000 • Contingency: $ 45,000 $3,111,359 * Note: Water leak repairs to be funded through the water infrastructure repair fund.

21. Billing System • Caselle Utility Management Suite • Imports utility reads on a monthly basis from the Beacon ORION AMI reader system. • Caselle calculates the bills based on the usage. • Staff exports data into a file • Sends the file to Freedom Mailing to create and mail the bills • All utility bills are billed in arrears

22. Example of Billing that is currently received by 2,200 Town residents

23. Water Utility Customer Portal • https://eyeonwater.com/signup

24. Inventory Controls WASP Barcode Reader Cordless Barcode Reader • Imports bar codes into an Excel Spreadsheet • Created tabs for meters and readers by box, meter boxes, meter box lids and brick inventory • Created a check out tab for when the contractor would like to check out inventory • Created an installation tab when the contractor installs the meter and reader the inspector can scan the meter and reader provides cross reference • Scanner reads the existing barcodes on the meter and reader. All other items will have a bar sticker made by the software. • Purchased 2 barcode readers one for the shop and one for in the field to scan the meter and reader once installed for cross referencing

25. Public Outreach and Communication • Lead by Public Field Services – Virgil Koehne • Staffing Plan in place • Newsletters, Open Houses, information on website and Facebook to be rolled out in December • 30-Day letter, 2-week letter, and door hangers • Personal contact by District staff

26. Meter Installation Customer Payback • Staff would like to recommend placing the payment of the water meter on the Contra Costa County Tax Roll. • Ease billing management • Ease of customer managing payments for the water bill and new water meter

27. Meter Installation Customer Billing Options of the New Meter Three Suggested Options Within each option there are 4 scenarios to consider • Option 1 (see handout) • Monthly billing with payback schedules of 12, 24, 36 or 48 months • Option 2 (see handout) • Assumes a 1-4 year payback the payment is billed on the tax roll • Option 3 (see handout) • Assumes a 3 year payback plan billed on the tax roll

28. Questions, Concerns and Comments: