The Water Wise Communities Program (“Program”) offers grants to qualifying City of Bend water customers toward certain projects that result in more sustainable landscapes and reductions in water consumption. Among other benefits, the Program offers an expedited pathway to realizing water savings and cost reductions on conversion projects. The Program implements the 2021 Water Management and Conservation Plan by addressing the demands that seasonal outdoor water use has on the municipal water system.   The Program will help fund eligible Homeowner Association (HOA), multifamily residential, or commercial customers to make landscaping improvements that reduce water consumption through the (1) replacement of turf grass with climate-appropriate or native plantings and (2) upgrade the irrigation to low-flow, high efficiency, systems.  

B. Eligibility-

Program requirements- Applicants must meet each of the follow criteria to be eligible for funding under this Program:

• HOA, commercial, multi-family, or public landscapes with active City of Bend potable irrigation water service accounts in good standing.
• At least 1,000 sq. ft. of landscaped area proposed to be updated through the project.
• Areas of living turfgrass and served by a functioning, operational irrigation system.Sites with temporary, hose-end or other non-dedicated irrigation systems are not eligible.
• Proposed projects must be designed to save water and maintain at least 50% plant cover when completed.
• Projects may not have been initiated prior to submission.Projects started prior to receiving approval and a notice to proceed from City of Bend staff will not be eligible.
• Applicant must have all necessary permissions from the associated community board or property owner prior to applying. Applicants that do not have authority to complete a project on the proposed site are not eligible for funding.
• Projects propose to replace turf with low water use xeric, or native plantings, convert existing irrigation systems to low flow / high efficiency irrigation such as drip irrigation or High Efficiency nozzles and/or upgrade to smart irrigation controllers and site management technology.

Projects adding new landscape area or irrigation, where it previously did not exist, will not be eligible for reimbursement. The conversion of areas previously composed of concrete, decking, pavers, patios, non-irrigated landscape, native areas or plant material other than living turfgrass are not eligible.

C. Program Terms and Conditions –

• 1.  The following terms and conditions will apply to the Program:

• “Projects” means the area of the landscape where existing turf will be removed and irrigation system upgraded.
• “Sites” means the property at which potable water, delivered by the City of Bend Utility Department,

  provides irrigation to the landscape. 

• Other areas of a site may be renovated simultaneously, but only the project area is eligible for funding.
• Applicants must sign a grant agreement on a form provided by the City of Bend prior to beginning the Project.
• Funding is limited. Projects will be reviewed in the order in which complete applications are received.
• Applications will be accepted until funds are expended or Program term ends. Project funds cover 50% of total project costs up to $10,000.
• One project application may be submitted, per calendar year, per site.
• Term of the program is April- October of each calendar year. Projects must be completed the same year the application is submitted. If unforeseen circumstances prevent project from being completed within program timeline, notice must be given to City of Bend Staff or risk forfeiture of rebate.
• Complete applications will initially be provided a reservation number, however, a reservation number does not guarantee approval or participation in the program. Project approval and grant funding are contingent upon a successful pre-evaluation and selection process.
• A pre-inspection of the landscape and irrigation system must be performed prior to project approval, through the City of Bend Large Landscape Program, to calculate water saving potential and determine project eligibility and selection for grant funding.
• Selected projects will receive grant agreement paperwork to be completed by authorized parties. A Notice to Proceed with the project will be sent by the City of Bend Water Conservation staff.
• Participants must complete their projects within 90 days of the “Notice to Proceed”, an extension of 30 days be approved by the City of Bend Conservation program if notice is provided by applicant at least 10 days prior to termination of the 90-day period. Notification of project delays or complications, which extends project completion past the deadline, must be received by City of Bend staff 30 days prior to deadline or forfeit grant funding.
• Pre and post inspections must be scheduled by the recipient with City of Bend Water Conservation staff who will verify that the conversion project follows the terms and conditions of the program.
• The City of Bend reserves the right to deny a project application, for reasons at their discretion.
• Monthly progress reports may be required by the City of Bend Water Conservation staff during the project progression. Applicant shall comply with all applicable codes, policies, covenants, laws and restrictions.    
  

  D. Site Requirements-

• Areas which have already been converted or have started construction are not eligible.
• The following materials are not eligible for funding, any converted areas composed of the following will not be eligible for reimbursement:
  • Artificial/synthetic turf
  • Impervious hardscape: concrete, asphalt, pavers on concrete base or installed with grout and mortar.
  • Plastic sheeting as a weed barrier or ground cover
  • Painted, dyed or rubber mulch.

     

• Finished projects must contain a density of at least 50% low water use climate appropriate plants (reference the City of Bends approved right of way plant resources at Waterwisetips.org) within the converted area. Projects may include pervious surfaces including decomposed granite, clean gravel (no fines), ungrouted pavers/flagstone may be approved as long as plant density is still met.
• Projects must address an entire irrigation zone, completed projects may not result in mixed hydrozones (plantings with different water needs), or mixed irrigation types on the same zone.
• Irrigation upgrades must result in a verified Distribution Uniformity of 70% or greater as determined through a Distribution Uniformity test performed at the post inspection, and shall have zero runoff, overspray or other water wastes as defined in Bend Code 14.20.3.
• For projects within the ROW (Right of Way), new designs must adhere to the City of Bends Engineering Document Chp. 12 Landscape Architecture and Irrigation systems Standards and Specifications.
• Existing trees may not be removed and must be protected, completed projects must include dedicated irrigation to provide adequate water to trees.
• Bare ground must be covered with at least 3” mulch, permeable to air and water, organic woody or decorative rock type mulch is acceptable.
• The converted areas must remain in compliance with program conditions for a period of five (5) years. This includes plant density, irrigation components, groundcover materials, any grading, drainage or storm water features.If violated, forfeiture of funding may be required.

E. Application Requirements- Applicants must submit a completed application package which includes:

• A completed Water Wise Communities application. Applications should be submitted to the City of Bend Water Conservation program at :

  Attn: Water Conservation Rebate

  62975 Boyd Acres Rd.

  Bend, OR 97701

   Or email application materials to: conservation@bendoregon.gov

• A complete application package includes an application form containing:
  • Customer information- Site name, address and site representative contact info
  • Contact information for involved contractors
  • City of Bend water account information
  • Written project approval from Home Owner Association board, or property owner(s)..
  • A sketch or site plan of existing landscape and extent of proposed project area identified.
  • Current photos of project area, with multiple angles, including a common landmark for reference. Google earth street view images will not be accepted.
  • Provide a list of replacement materials including plants, groundcovers, irrigation type identified in project areas.
  • A signed acknowledgement that program terms and conditions have been read an understood.
• Upon receipt of a complete application, a mandatory pre-consultation will be scheduled with City of Bend Water Conservation program staff and authorized community representatives to evaluate site conditions and collect pre-construction system data to measure water saving potential.It is beneficial to have a landscape representative attend the evaluation.
• Incomplete applications and those submitted for customers outside of City of Bend Service area will be ineligible.Water Conservation staff will notify applicant of an incomplete application and allow resubmission, however no reservation number will be given and funds not guaranteed during the duration between submissions.

1. Selection Criteria- Applications will be reviewed as they are recieved. Projects will be selected based on a 20 point grading system:

1. Site meets the basic eligibility requirements listed in Section B.5pts.
2. Submission of a complete application package listed in Section E.5pts.
3. Pre-evaluation demonstrates water savings potential through improved irrigation system efficiency (based on system test results) or lowered landscape water need (turf removal) 5pts.
4. Projects are shovel ready and will be completed within project timeline in which application was submitted 5pts.

 Incorporating a combination of these additional elements into the project will add priority points to the application:

1. A WaterSense certified landscape professional or designer is involved in planning or construction of project 1pt.
2. Onsite stormwater capture/features designed into project to prevent runoff and minimize erosion 1pt.
3. All new plantings are native or very low water use classification species 1pt.
4. All new irrigation is point source or inline drip 1pt
5. Pollinator habitat included or 50% of new plantings are pollinator friendly species 1pt.
6. A maintenance plan for care of new landscape is included 1pt.
7. Participant agrees to permit promotional signage of participation, provided by the City of Bend, in program for 6 months post completion 1pt. (applicable only to sites with public access/view)

G. Funds dispersal-

• Once the “Notice to Proceed” has been given, and project commences, monthly progress reports must be submitted to the City of Bend to provide status updates.
• Any expected delays in project completion which would require an extension, should be reported to City of Bend at a minimum of 10 days before the 90 day project deadline.
• Upon completion of the project, notice must be given to Water Conservation staff and a post inspection scheduled.
• Complete paperwork shall be submitted to City of Bend Water Conservation staff for review and include:
  • Copies of all original invoices, receipts and documents related to project costs.
  • Only itemized invoices and receipts for project related materials and services qualify for reimbursement.Quotes and estimates will not be reimbursed.
  • Contractor invoices must have labor and materials itemized separately.

• A post inspection will verify that project elements meet terms and conditions of the program.
• Projects that have met program requirements will receive a final approval, and reimbursement checks will be sent.
• Reimbursement will be 50% of approved project costs up to $10,000 for project areas that successfully met program requirements.
• Applicants will be required to complete an IRS W-9 form, for any rebates in excess of $600, prior to receiving reimbursement.
• Reimbursement may take up to 60 days from date of final approval.