HomeMy WebLinkAboutConsent 13
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Jessica Ahlstrom, Water Conservation Specialist
Mitch Reister, Director of Public Works
SUBJECT: First Amendment to the Software as a Service Agreement with Dropcountr,
Inc. for Water Utility Software and Web-Based Customer Water Use Presentment Tool,
Amending the Scope of Work.
MEETING DATE: May 4, 2020
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the Interim City Manager to Sign the First Amendment to
the Software as a Service Agreement with Dropcountr, Inc. for Water Utility Software and Web-
Based Customer Water Use Presentment Tool, Amending the Scope of Work.
BACKGROUND: A main objective of the City’s water conservation program is to educate and
empower residents to use water efficiently. A key component to using water more efficiently is
understanding how water is being used to begin with. With fifty percent of summer water use
going into lawns and landscapes, helping residents understand their outdoor water use - and how
to conserve it, can significantly reduce overall demand, thereby extending the reach of the City’s
current reliable water supply.
In April 2018, the City entered into the above-referenced Software as a Service Agreement with
Dropcountr, Inc. to provide a water utility and customer-facing tool to track water use. The
water utility tool (hereafter referred to as CLEAR) provides City staff with geospatially
represented end-use information to inform water conservation program efforts. This includes
filtering customer accounts for numerous attributes such as; account type, consumption, parcel
size, percent-irrigated area, etc.
The customer-facing tool (hereafter referred to as HOME) provides water customers with the
ability to; track their water use at the yearly/monthly/daily timescale, compare use to similar
Bozeman households and utility-set water use goals, see which rate tiers their use falls within
(single family customers), and receive leak alerts.1
Water use goals provided in HOME are specific to each customer account and displayed on a
yearly timescale. The goal is based on a ‘per person per day’ indoor water use efficiency
1 Daily water usage and leak alerts are only available to water customers with AMI meters, which communicate with City gateways that collect
hourly water use data. The City’s water meter replacement program is actively replacing all older meters with AMI meters. The Water
Department anticipates that upgrades will be complete by 2023. Currently the meter replacement program is on hold due to restrictions
associated with the COVID-19 pandemic. Customers without AMI meters are able to access monthly water usage in Dropcountr and benefit
from its many other features.
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standard and applied to the number of people in the household. If the customer selects ‘sprinkler
system’ in their Dropcountr profile, the goal adjusts during summer months to reflect efficient
outdoor water use, which is based on the customer’s irrigable area and evapotranspiration values
for that month.
Image 1: Dropcountr HOME yearly timescale view showing the
water use goal for a customer with an irrigation system.
The above-referenced Software as a Service Agreement includes Exhibit A: Scope of Services,
Item 2.3 Daily Water Budget Development, for a one-time fee of $9,125, which would provide
customers with a water use goal in the monthly and daily timescale view within HOME, similar
to how it is currently displayed in the yearly timescale view (Image 1).
The proposed Amendment to Exhibit A: Scope of Services, Item 2.3 Disaggregated Indoor and
Outdoor Water Use and Daily Outdoor Water Use Budget, includes a more comprehensive
deliverable to be integrated within the yearly/monthly/daily timescale view in HOME in order to
bring outdoor water use education to the forefront. This includes a water use goal, a
disaggregation of indoor vs. outdoor water use, and a comparison of actual outdoor water use to
the landscape water demand (Image 2). The proposed amendment will also provide City staff
with additional attributes in CLEAR, including an indoor/outdoor water use disaggregation ratio,
a value indicating how outdoor water use compares to the actual water demand of the landscape,
and total irrigation usage. City staff will be able to use CLEAR to sort and filter customer
accounts for these data and engage with customers by focusing on those with the greatest
opportunity to conserve. The increased cost associated with this Amendment is $12,875.00 for a
total one-time fee of $22,000.00.
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Image 2: General concept of how indoor/outdoor water use disaggregation and comparison of outdoor water use to
actual landscape water demand will be displayed in HOME.
This Amendment will support water conservation goals outlined in the 2013 Integrated Water
Resources Plan and 2017 Drought Management Plan, as well as 2018 Strategic Plan priorities;
1.1 Community Outreach, 4.3d Sustainable Technology, and 6.1 Sustainable Environment.
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the Commission.
FISCAL EFFECTS: Total project costs to the Water Conservation Division are budgeted for in
the FY20 operating budget for professional services and shall not exceed $22,000.00.
Attachments: First Amendment to the Software as a Service Agreement dated April 16, 2018
Software as a Service Agreement dated April 16, 2018
Report compiled on: April 16, 2020
Visual cue indicating actual outdoor water use
is 15% above the landscape water demand.
Actual water demand of the landscape.
Disaggregation of indoor vs. outdoor
water use as compared to overall goal.
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First Amendment to Software as a Service Agreement Dropcountr Water Utility Software
FY 2020 – FY 2021
Page 1 of 4
FIRST AMENDMENT TO SOFTWARE AS A SERVICE AGREEMENT
THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR
Dropcountr water utility software dated April 16th, 2018 (the “Agreement”) is made and entered
into this _____ day of ____________, 2020, by and between the CITY OF BOZEMAN,
MONTANA, a self-governing municipal corporation organized and existing under its Charter and
the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing
address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” and, Dropcountr
Inc., 246 Rutherford Avenue, Redwood City, California 94061, hereinafter referred to as
“Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree to amend the Agreement
as follows:
1. Amendment to Exhibit A, Item 2.3. Exhibit A, Scope of Services, is amended to replace
Item 2.3 in its entirety with the Item 2.3 set forth in Attachment A, Amended Scope of
Services, attached hereto and incorporated herein by this reference.
2. Amendment to Exhibit A, Item 3.3. Exhibit A, Scope of Services, is amended to replace
Item 3.3 in its entirety with the Item 3.3 set forth in Attachment A, Amended Scope of
Services, attached hereto and incorporated herein by this reference.
3. Agreement still valid. All remaining terms and provisions of the Agreement remain valid.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
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First Amendment to Software as a Service Agreement Dropcountr Water Utility Software
FY 2020 – FY 2021
Page 2 of 4
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and
year first above written.
CITY OF BOZEMAN, MONTANA DROPCOUNTR, INC.
By________________________________ By_____________________________
Dennis Taylor, City Manager Robb Barnitt, CEO
APPROVED AS TO FORM
By_______________________________
Greg Sullivan, Bozeman City Attorney
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First Amendment to Software as a Service Agreement Dropcountr Water Utility Software
FY 2020 – FY 2021
Page 3 of 4
Attachment A – Amendments to Scope of Services, Exhibit A to Software as a Services
Agreement
2.3 Disaggregated Indoor and Outdoor Water Use and Daily Outdoor Water Use Budget
City seeks to integrate a tool into the existing water use portal that automatically disaggregates
residential water end use using available metering data received from City gateways. A
disaggregation of indoor and outdoor water use provides customers and City staff with an
improved understanding of where water is being used in order to better inform conservation
efforts. Disaggregated outdoor water use will be compared to the actual landscape water demand
for the customer’s irrigable area in order to provide customers and staff with an improved
understanding of whether outdoor water use meets or exceeds the water demand of the
landscape.
Price: $22,000
Estimated Time to Completion: 6 weeks from project kickoff
Deliverables:
- HOME (customer portal): A personalized visual and textual representation of indoor
and outdoor water use will be provided for all single-family residential customers. A
personalized visual and textual representation of indoor and outdoor water use and how
outdoor water use compares to actual water demand of the landscape will be provided at
the yearly, monthly, and daily timescale for all single-family residential customers with
irrigation systems and metering data received from City gateways.
- CLEAR (staff portal): This tool will provide City staff with three additional features
within CLEAR. 1) A regularly updated indoor to outdoor disaggregation ratio for all
single-family residential customers; 2) a value indicating how much above or below a
customer’s outdoor water use is to the lawn water demand of their irrigable area; 3) total
irrigation usage. Features 2 and 3 will be calculated for single-family residential
customers with metering data received from City gateways and be used in CLEAR to
sort, filter and engage with customers by targeting those with the greatest opportunity to
conserve.
The following data sources will be used to support the development of the outdoor water use
budget:
- ET (evapotranspiration in inches per day) – supplied by City via data transfer
- TCW (crop coefficient, configurable as a single value) – selected by City
- QF (quality factor, used to adjust budget up or down, configurable as a single value,
defaults to 1.0) – selected by City
- D (optional seasonal dampening parameter) – selected by City
- 0.623 (constant to convert inches to gallons)
- Irrigated Area based on the formula:
Irrigated area = parcel size * % irrigated
Where:
- Parcel size is received from City data transfer
- % irrigated is configurable within HOME but defaults to 53%
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First Amendment to Software as a Service Agreement Dropcountr Water Utility Software
FY 2020 – FY 2021
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3.3 Fee Schedule
Services: Use of the Dropcountr HOME and CLEAR products and their access by up to
13,050 accounts served by the City (the "Service(s)").
Services Fees: $17,617 per year, payable in
advance, subject to the terms of this
agreement.
Initial Service Term: 36 months, starting
when Item 1 .0 activities are complete and
approval received from COB.
Service Capacity: Up to 13,050 accounts served by the City. Accounts exceeding 13,050 will
be billed to City on an annual basis at $1.35 per account (meter).
Implementation Services: Contractor will use commercially reasonable efforts to provide
City the services described in this Scope of Services and City shall pay Contractor the
Implementation Fee in accordance with the terms herein.
Implementation Fee (one-time): $10,000 (comprised of $8,000 for Item 1.1; $1,000 each
Items 1.2 and 1.3)
Disaggregated Indoor and Outdoor Water Use and Daily Outdoor Water Use Budget:
$22,000 ($11,000 to be paid upon execution of the First Amendment of the Software as a
Service Agreement and $11,000 to be paid upon satisfactory completion of the work).
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