HomeMy WebLinkAbout2010-04-07 PacketCITY OF 1,kIAA
CITY COUNCIL AGENDA
Regular Meeting
CIVIC CENTER COUNCIL CHAMBER
11 Seminary Avenue
Ukiah, CA 95482
April 7, 2010
6:00 ';•
3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS
a. Introduction Of Public Safety Employees Of The Year
b. ukiaHaiku Festival Proclamation
C. Orchard Bridge Naming Proclamation
5. APPROVAL OF MINUTES
a. Special Minutes of Joint Council/UVSD Meeting 1/14/10
b. Regular Minutes of 3/17/10
6. RIGHT TO APPEAL DECISION
Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court.
The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90)
the time within which the decision of the City Boards and Agencies may be judicially challenged.
7. CONSENT CALENDAR
The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City
Council. Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event
the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the
Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission
recommendations.
a. Approve Budget Amendment And Approve Amendment To Professional Services
Agreement With Rau And Associates, Inc. In An Amount Not To Exceed $29,560 For
Design Work Related To The Preparation Of Bid Documents For South Dora Street
Rehabilitation, Phase 2
b. Notification Of The Expenditure Of $7,860.17 For The Repair And Upgrade Of The Water
Treatment Plant SCADA System
C. Report Of Acquisition Of Professional Engineering Services From EBA Engineering For
Preparation Of The Quarterly Report And Filing Respective Data With State
Geotracker Services For The Ukiah Landfill
d. Adoption of Resolution Approving Records Destruction
e. Update Report Regarding Status Of Water Emergency Conditions Necessitating
Emergency Resolution To Expedite Construction Of Oak Manor Drive Water Well
f. Authorize City Manager To Negotiate And Execute Lease Agreement With North Coast
Opportunities For The Temporary Operation Of The Cleveland Lane Community Garden.
g. Adoption Of Resolution Waiving The 60 -Day Notification Requirement For Establishing A
County Facility In The City (123A & 123B Leslie Street), Pursuant To
Government Code 25351
h. Award Contract For The Construction Of The Ukiah Sports Complex Playground Structure
To Earthstone Construction, Inc In The Amount Of $29,342.
i. Update Report On Local Emergency Declaration Regarding Drought And Water Shortage
Status
j. Award Purchase Of Pole Mount And Pad Mount Transformers For The Total Amount Of
$27,391.96.
k. Discussion And Possible Adoption Of Resolution Authorizing City Manager To Sell
Renewable Energy Credits (RECs) Through Brokerage Services Of Evolution Markets
8. AUDIENCE COMMENTS ON NON -AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are
interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not
on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3)
minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be
taken on audience comments in which the subject is not listed on the agenda.
10. UNFINISHED BUSINESS
a. Authorize The City Manager To Negotiate And Execute A Contract With Land Image
Landscape Architects And Planners For Professional Landscape Architectural Services To
Develop A Landscaping And Irrigation Plan For The City Of Ukiah Electric Utility Orchard
Substation Project.
b. Award Bid To AZZ/Central Electric Manufacturing Company In The Amount Of
$1,834,221.00 For The Purchase Of The 15 -kV Metal -Clad Switchgear And
Control Building For The Orchard Substation Project.
C. Award Bid To Dis-Tran In The Amount Of $348,007.61 For The Purchase Of The Orchard
Substation Structures And Equipment.
d. Presentation Of The Ukiah Police Department's 2010-2015 Strategic Plan
e. Introduction Of Ukiah Police Department Internet Based Crime Report Mapping And
Community Notification Tool
f. Approve Plans And Specifications No. 10-02 For Ukiah Skate Park.
g. Discuss The Renovation Plan For The Ukiah Municipal Pools And Consider Authorization
For Staff To Request Changes To The California State Parks Grant Agreement Scope Of
Work
h. Discussion And Direction Regarding Acquisition Of A CNG Fuelmaker For The CNG Street
Sweeper And Approve Budget Amendment For Purchase Of A CNG Fuelmaker
i. Discussion And Possible Approval Of Protest To Sonoma County Water Agency Petition
To Modify Water Rights Permits By Reducing The Minimum In Stream Flow Requirements
For The Russian River Below Lake Mendocino
11. NEW BUSINESS
a. Approval To Issue Request For Proposal For Engineering Services For The Preparation Of
A Recycled Water Master Plan
b. Authorize The City Manager To Negotiate And Execute A Professional Services Contract
With Johnson It Group For Information Technology Services To Be Performed
On An As -Needed Basis.
C. Authorize The City Manager To Negotiate And Execute A Contract With Deepblue For
Internet Web Site Redesign.
14. CLOSED SESSION — Closed Session may be held at any time during the meeting
a. Conference with Legal Counsel — Anticipated Litigation
Government Code Section 54956.9(b)(1) — Significant exposure to litigation (1 case)
Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific
accommodations or interpreter services are needed in order for you to attend. The City complies with ADA
requirements and will attempt to reasonably accommodate individuals with disabilities upon request.
Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are
available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA
95482, during normal business hours, Monday through Friday, 7:30 am to 5:00 pm.
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was
posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue,
Ukiah, California, not less than 72 hours prior to the meeting set forth on this agenda.
Dated this 2nd day of April, 2010.
JoAnne Currie, City Clerk
ITEM NO.: 3a
MEETING DATE: April 7, 2010
SUBJECT: INTRODUCTION OF PUBLIC SAFETY EMPLOYEES OF THE YEAR
Background:
Annually the Ukiah Police and Fire Departments recognize exceptional performance and community service
through the Employee of the Year awards program.
Discussion:
For 2009, the following personnel were recognized for their performance and service to our community.
Rob Ramseier, Paid Firefighter of the Year, and the Henry Dohring Memorial Award
Ryan Nelson, Volunteer Firefighter of the Year
Matt Espinoza, Volunteer Rookie of the Year
Miley Merritt, Fire Explorer of the Year
Mariano Guzman, Police Officer of the Year
Fred Keplinger, Meritorious Service Award
Tanya Schillinsky, Public Safety Dispatcher of the Year
Christel Cash, Distinguished Service Award
Adam Elledge, Police Cadet of the Year
Recommended Action(s): No Action Required
Alternative Council Option(s):
Citizens advised:
Requested by: Chris Dewey, Director of Public Safety
Prepared by: Chris Dewey, Director of Public Safety
Coordinated with: Jane Chambers, City Manager
Attachments:
Approved:
Jane rmbers, City Manager
3b
P, -R, -,'O-, r A "r 17 7 M
Recognizing Poetry Mon th In Ukiah
WHEREAS, poetryis elemental to the human psyche, expressed in many differentforms
from ancientsagas through medieval classics and epics to renaissance sonnets and contemporary
verse; and
WHEREAS, poetryhas expressed the joys and sorrows of hearts and souls throughout the
ages, using the meaning, rhythm and sound of words to delight both young and old alike; and
WHEREAS, April is celebrated as National Poetry Month throughout this grand land in
cities and towns large and small; and
WHEREAS, the City of Ukiah has joined the growing league of Poet Laureate program
sponsors to heighten public awareness of the benefits ofpoetry, underscoring the importance the
Cityplaces on the arts as an integral part of dynamic, healthy, communitrand
WHEREAS, Ukiah spelled backward is `Haiku'; a Medieval form of, fapanese poetry, which
today enjoys world-wide popularity, and
WHEREAS, Haiku doesnotdepend upon rhyme orrhythm, butratheris threeshorth'nes
capturing a scene in nature in a way which creates a vivid response in the mind of the reader
through brevity and simplicity without extraneous verbiage; and
WHEREAS, itis appropriate for Ukiah to hold a Haiku festival to celebrate its myriad and
varied natural characteristics, expand the opportunities forlocal poetic expression, and exalt in its
unique position of reverse spelling with this form ofpoetry,• and
WHEREAS,
"tin ygirl
reciting her poem
hard to breathe"
NOW, THEREFORE, 1, Benj Thomas, Mayor of the Cityof Ukiah, on behalf ofmyfellow
City Councilmembers, Mari Rodin, Douglas Crane, Mary Anne Landis and Phil Baldwin do
hereby proclaim Apri12010 as
and urge all citizens to attend scheduled poetryreadings throughout our community, to participate
in the `Poem of the Day" program at the Ukiah Library, and to enjoy the Eighth ukiaHaiku
Festival on Sunday, April 18, 2010, 2:00 p.m. at the Ukiah Civic Center.
Signed and sealed, this i e day ofApril, in the year Two Thousand and Ten.
Benj Thomas, Mayor
CITY OF UKIAH 5a
JOINT CITY COUVCIL
UKIAH VALLEY SANITATION DISTRICT MINUTES
Special Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
�D Chair Rohco , ,, presented the item. Director Pallesen provided in writing his personal
S
ments regardinghe e gees,a , "having a negative effect on the Sanitation District.
M/S,Rbdin/Landis to apO int Councilmembers Crane and Baldwin to comprise the governance ad
hoc comM ion;,carried by the following roll call vote: AYES: Councilmembers Landis,
Rodin, Mayor Thomas. NOES: None. ABSENT: Councilmember Crane. ABSTAIN:
None. 6.501` P1VI
UVSD M/S Paulin'/06rter for Directors Paulin and Pallesen to comprise an ad hoc committee to
work with the C#�Y`of Ukiah's ad hoc committee. Motion carried by the following roll call vote:
AYES: Directors Paulin, Pallesen, and Porter. NOES: Chair Ranco. ABSENT: Director McNerlin.
ABSTAIN: None.
4. Discussion and Possible Action Concerning the Requirement to Clean and Test the Sewer
Lateral When a Bedroom is Added to an Existing Structure 6:51:38 PM
UVSD District Manager Kennedy presented the item. Ordinance 30-A UVSD - inconsistencies with
the City of Ukiah's code; the inconsistency is in the table.
Councilmember Baldwin left the meeting at 7:03 pm.
Action: Review of the City of Ukiah Ordinance to be agendized for a future Ukiah City Council
meeting.
5. Status Report on the Sewer Rate Study 7:12:00 PM
City Manager Chambers reported the consultant is still working on the study and it will be
completed in the near future.
6.
Other Business
a. Public Expression 7:14:05 PM
Ike Heinz presented a capital improvement project regarding
the City of Ukiah get more information on the possibilities.
Announcements/Other Business/Matters from Staff
The next joint meeting is April 8, 2010, at 5:30 pm.
There being no further business, the meeting
JoAnne M. Currie, City Clerk
plant and requests
CITY OF UKIAH 5b
CITY COUNCIL AGENDA
Regular Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
March 17, 2010
6:00 p.m.
1. ROLL CALL
Ukiah City Council met at a Regular Meeting on March 17, 2010, the notice for which
being legally noticed on March 12, 2010. Mayor Thomas called the meeting to order at
6:02 pm. Roll was taken with the following Councillmembers present: Landis, Crane,
Rodin, Baldwin, and Mayor Thomas. Councilmernbers absent: None. Staff present:
City Manager Chambers, Assistant City Manager Sangiacomo, City Attorney Rapport,
Airport Manager Owen, Deputy Director of Public Works—Engineering,& Streets Division
Seanor, Finance Controller Newell, Finance Director Elton, and City Clerk Currie.
2. PLEDGE OF ALLEGIANCE
3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS
a. Redwood Region Logging, Conference Proclamation
Councilmember Rodin read and presented the proclamation to Tony Galletti,
President Redwood Region Logging Conference.
9
5. APPROVAL OF MINUTES
a. Regulat,,Minutes of March 3, 2010
MIS, Landis/Crane to approve the Regular Minutes of March 3, 2010, as
submitted. Motion carried by an all AYE voice vote.
6. RIGHT TO APPEAL DECISION
7. CONSENT CALENDAR
MIS Rodin/Landis to approve the Consent Calendar items 7a -7j:
a. Report of Disbursements for Month of February 2010
b. Award Purchase of Liquid Polymer Emulsion to Polydyne, Inc. at the Unit Price of
$1.14 Per Pound
C. Approval of Notice of Completion for Airport Storm Drains Rehabilitation Project -
Phase 1, Specification No. 09-08
d. Update Report Regarding Status of Water Emergency Conditions Necessitating
Emergency Resolution to Expedite Construction of Oak Manor Drive Water Well
e. Adoption of Self -Fueling Ordinance
f. Award of Bids for the Purchase of Overhead and Underground Material for the
Airport Business Park Electric System Reliability Improvement Project In the
Amount of $45,057.18
9- Award Bid to HVB C/O Utilicor in the Amount of $269,811.31 for the Purchase of
Four (4) 115 -kV Power Circuit Breakers
h. Approval of Notice of Completion for Ukiah Railroad Depot Rehabilitation,
Specification. No. 08-09
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Page 1 of 6
Report to Council Regarding Funding OF Temporary Employee Performing Work
for Tax Sharing and Annexation Ad Hoc Discussions
Update Report on Local Emergency Declaration Regarding Drought and Water
Shortage Status
Motion carried by the following roll call vote: AYES: Councilmembers Landis, Crane,
Rodin, Baldwin, and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN: None.
8. AUDIENCE COMMENTS ON NON -AGENDA ITEMS
Rosalind Peterson expressed her concerns regarding the protection of the tennis courts
at Oak Manor Park from skateboard use; recommended City Council take action to have
the recreation department hand out keys for the courts; and thanked the City Council for
refurbishing the tennis courts. Ms. Peterson expressed concern regarding an agreement
the City of Ukiah has with Ukiah Unified School District that appears to turn Oak Manor
Park over to the district. Assistant City Manager Sangiacomo clarified that the
agreement is a past agreement and no longer in effect. 6:10:31 PM
JR Rose requested a progress report on the skatepark and rent stabilization ordinance.
Mayor Thomas directed Mr. Rose to Assistant
nt City Manager Sangiacomo for an update
on the skatepark and to Councilmember Baldwin regarding rent stabilization.
9. PUBLIC HEARINGS (6:15 PM)
a. Possible Adoption of Resolution Establishing Bulk Storage Fuel Prices and
Self Fueling Permit Fees at the Ukiah Regional Airport
Public Hearing Opened 6:16
Airport Manager Owen preseni
Resolution Establishing Fuel P
and Self Fueling Ordinance Pe
MIS Crane/Landis to
for fuel sold from.the,t
Council for review in 5
Public Speaking to thG
Public Hearinq ClosE
ft"V
e item. Recommended Action(s): Adopt
for Fuel Sold from the Bulk Storage Tank
adoption of the resolution establishing fuel prices
ge tank and self fueling ordinance and return it to
larch 2015.
None.
6:18 pm
Motion carried by the following roll call vote: AYES: Councilmembers Landis,
Crane',, Rodin, Baldwin, and Mayor Thomas. NOES: None. ABSENT: None.
ABSTAIN: None.
b. Conduct a Public Hearing In Accordance with California Redevelopment
Law for the Use of Ukiah Unified School District's School Capital Outlay
Funds From the Ukiah Redevelopment Agency for the Construction of the
Administration and Education Resources Office Project; and Consider
Corresponding Resolution Authorizing the Release of Up to $3 Million to
the District for the Project
Public Hearing Opened 6:18 pm 6:18:59 PM
Assistant City Manager Sangiacomo presented the item. Recommended
Action(s): 1) Conduct a Public Hearing to consider Ukiah Unified District's
CC 3/17/10
Page 2 of 6
request for the release of funds from the District's School Capital Outlay Fund
(and other Agency funds reserved by agreement for the benefit of the District) for
the construction of the Administration and Education Resources Office Project;
and 2) If appropriate, approve the corresponding resolution making the
necessary finding for the use of funds in accordance with California
Redevelopment Law.
Mr. Alameida, Architect, provided a presentation to City Council supplying
background on the renovation of the district office and limitations of the location.
Public Speaking to the item: Kathy James, board trustee 6:37:36 PM; A. R.
"Buck" Ganter, president of the board 6:40:39 PM; Pinky Kushner; and Cathy
Haas. 6:53:27 PM.
Public Hearing Closed 7:07 pm
MIS Baldwin/Landis to approve the
the following roll call vote: AYES:
Baldwin, and Mayor Thomas. NOES:!
10. UNFINISHED BUSINESS
a. Discussion and Possible Action
Pollution Policy 7:07:19 PM
nded Action. Motion carried by
embers Landis,Crane, Rodin,
ENT: None. ABSTAIN,: None.
City Lighting and Noise
Councilmember Baldwin presented the item. Recommended Action: 1) Amend
the City Noise Ordinance to include a Leaf Blower section to the effect A)
Sundays and Holidays blower use prohibited; B) December 1 through September
30 Monday through Saturday blowers Okay 11 am to 3 pm; and C) October 1
through November 30 Monday through Saturday blowers Okay 10 am to 5 pm.
City crews to comply with the same time restrictions as the general public. 2)
Offer City: website 'link providing contact information for any landscaping
company advertising a quiet service option. Continue that link after the first year
for those services able to verify, a `minimum of five quiet client residences. 3)
Advertise these regulations a minimum of four times yearly in utility bills as well
as in the local media`: These announcements should also inform citizens of Ukiah
of storm water runoff regulations preventing the blowing, raking, or sweeping of
yard cuttings or debris into streets, gutters or storm drains. They should as well
provide the City phone number for reporting scofflaws. And 4) Offer City
residents a new rake or broom in trade for any functioning leaf blower. Allocate
up to $1000 for this trial offer throughout 2010. This should also cover the cost of
crushing and disposing of the noisy gadgets.
Public Comment Opened 7:21 pm
Public Speaking to the item: Dennis Slota; Dori Kramer 7:24:20 PM; Gary
7:26:50 PM; Terry Wattenburger 7:34:31 PM; Linda Sanders 7:37:53 PM; Pinky
Kushner 7:41:19 PM; Barry Vogel 7:44:34 PM; Susan Knopf 7:46:59 PM; Ernie
Fine 7:50:24 PM; Steve Scalmanini 7:51:53 PM; and Maru Boegr 7:53:28 PM.
Public Comment Closed 7:56 pm 7:56:51 PM
Councilmember Crane read a petition entitled "Hands off My Leaf Blower" signed
by approximately 60 persons in opposition the item.7:57:23 PM
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Page 3 of 6
M/S Crane/Landis to table the item. Motion carried by a voice vote. NOES:
Councilmember Baldwin. 8:22:33 PM
Recessed at 8:23 pm
Reconvened at 8:31 pm
b. Approval of Tolling Agreement between City and Redwood Business Park
of Ukiah 8:31:27 PM
City Attorney Rapport presented the item. Recommended Action(s): Approve
Tolling Agreement, attachment 2 of staff report.
M/S Crane/Rodin to approve the Recommended Action. Motion carried by the
following roll call vote: AYES: Councilmembers Landis, Crane, Rodin, Baldwin,
and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN: None.
11. NEW BUSINESS
a. Approval to Submit a Request for Information to Google for Consideration
in the Google Fiber for Communities Project 8:34:46 PM
a
C.
Assistant City Manager Sangiacomo
item. Recommended Action(s): Appr
Communities Request for Information.
MIS Crane/Landis to approve
following roll call vote: AYES:
and Mayor Thomas. NOES: Ni
Authorize the City Manager/
Amendment to the Agre
Commission of Mendocino,
Housing, Economic and C
lager Chambers presented the
mission of the Google Fiber for
ended Action. Motion carried by the
bers Landis, Crane, Rodin, Baldwin,
: None. ABSTAIN: None.
e Director to Negotiate and Execute an
with the Community Development
CDC) for Expanded Grant Services for
ty Development, and Redevelopment
Assistant City Manager Sangiacomo presented the item. Recommended
Action(s): Authorize the City Manager/Executive Director to negotiate and
execute an amendment to the agreement with CDC for expanded grant related
services for housing, `community development, economic development and
redevelopment.
M/S Crane/Rodin to approve the Recommended Action. Motion carried by the
following roll call vote: AYES: Councilmembers Landis, Crane, Rodin, Baldwin,
and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN: None.
City Council Consideration and Action on Proposed Change of City
Customer Service Hours for Utility Services 8:42:37 PM
City Manager Chambers, Finance Controller Newell, and Finance Director Elton
presented the item. Recommended Action(s): Authorize City Manager to
implement change of business hours for City cashiers.
Councilmember Crane, stated for the record, he will second the motion if permits
and planning payments will still be received allowing business to continue.
8:46:10 PM
CC 3/17/10
Page 4 of 6
Finance Controller Newell stated yes permit and planning payments will be
received.
M/S Rodin/Crane to approve the Recommended Action. Motion carried by the
following roll call vote: AYES: Councilmembers Landis, Crane, Rodin, Baldwin,
and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN: None.
d. Discussion and Possible Action for an Alternative Solid Waste Diversion
Site for "C & S Waste Solutions" to Utilize the Existing City Landfill Asset
In Order to Initiate Low Impact Waste Streaming for the City of Ukiah and
the Ukiah Valley Area 8:49:12 PM
Councilmember Crane recused himself from
potential conflict of interest.
Councilmember Crane left the dais 8:49 pm
Deputy Director of Public Works—Engineerinc
Manager Chambers presented the item. Rec
investigate and enter into negotiations to
agreement with C & S Waste Solutions fc
possible depository for the solid waste stre
agreement or amendment may include
arrangements.
Public Comment Opened 8:57 pm
Public Speaking to the item: Dave C
Public Comment Closed 9:05 nm
MIS Landis/Rodin to approve
following roll call vote: AYES
Mayor Thomas. NOES: Non(
Councilmember Crane returned to the dais 9:09 pm
12.
at 8:49 p.m. due to a
Streets Division Seanor and City
emended Action: Direct staff to
aft an amendment or a new
ie use of the landfill site as a
in the Ukiah Valley. This draft
ale, lease or other holding
Solutions.
mended Action. Motion carried by the
embers Landis, Rodin, Baldwin, and
f: Councilmember Crane. ABSTAIN:
Councilmember Rodin reported she will be attending the Mendocino Council of
Governments Best Practices tour. 9:07:50 PM
Councilmember Landis reported she will be attending the Mendocino Council of
Governments Best Practices tour and the Shop Local Film youth contest has started.
Mayor Thomas reported the UkiaHaiku Festival will be April 18, 2010; April is national
poetry month; and suggested Council read a selection of their choice at an upcoming
April meeting. 9:08:40 PM
13. CITY MANAGER/CITY CLERK REPORTS
City Manager Chambers reported a request from Mendocino College for people who
may want to serve on Mendocino College Bond Oversight Committee. 9:09:59 PM
Adjourned to closed session and the Ukiah Redevelopment Agency at 9:10 pm.
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Page 5 of 6
14. CLOSED SESSION — Closed Session may be held at any time during the meeting
a. Conference with Legal Counsel — Anticipated Litigation
Government Code Section 54956.9(b)(1) — Significant exposure to litigation (2
cases)
b. Conference with Real Property Negotiators (§54956.8)
Property: APN 178-130-01, 178-210-01
Agency Negotiator: Jane Chambers, City Manager
Negotiating Parties: City of Ukiah and Solid Waste Systems, Inc.
Under Negotiation: Price & Terms
Reconvened in Open Session at 10:00 pm with no reportable
15. ADJOURNMENT
There being no further business, the meeting
JoAnne M. Currie, City Clerk
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Page 6 of 6
24._
April 7, 2010
SUBJECT: APPROVE BUDGET AMENDMENT AND APPROVE AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH RAU AND ASSOCIATES, INC. IN AN
AMOUNT NOT TO EXCEED $29,560 FOR DESIGN WORK RELATED TO THE
PREPARATION OF BID DOCUMENTS FOR SOUTH DORA STREET
REHABILITATION. PHASE 2
Background & Discussion: On October 7, 2009 City Council awarded a professional services agreement
to Rau and Associates, Inc (Rau). for the preparation of bid documents for the South Dora Street
Rehabilitation project, for South Dora Street Phase 1, between Washington Ave. and the north Luce Ave.
The plans have been completed and the construction of this project will be funded by the American
Recovery & Reinvestment Act (ARRA) through the Mendocino Council of Governments (MCOG).
MCOG has notified staff of a new cycle of federal economic stimulus funding "Jobs for Main Street 2010."
This funding bill is currently making its way through Congress and is expected to be signed by the President
in April 2010. In order to be eligible for this federal funding, streets must have a functional classification of
collector or arterial. MCOG's emphasis for the "Jobs for Main Street 2010" funding was for streets with a
low Pavement Condition Index (PCI) and a high Average Daily Traffic (ADT). MCOG recommended street
paving projects that could be designed within a very short timeframe. MCOG selected the S. Dora Street
(Mill to Luce) To proceed quickly with this project, staff requested a proposal from Rau. Staff reviewed
Rau's proposal and found the proposed fee of $26,873 to be commensurate with the scope of work. To
allow for contingencies in the anticipated consultant scope of work, staff recommends that the purchase
order be authorized for $29,560, which is 10 percent above the contract not to exceed amount.
Staff recommends approval of the budget amendment and approval of the amendment to the professional
services agreement with Rau for the preparation of bid documents for South Dora Street Rehabilitation,
Phase 2.
Fiscal Impact:
H Budgeted FY 09/10 ❑ New Appropriation Not Applicable 7 Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested
$ STP d(1) 341 341.9661.801.000 $29,560.00
Recommended Action(s): Approve budget amendment and approve amendment to the professional
services agreement with Rau and Associates, Inc. in an amount not to exceed $29,560 for design work
related to the preparation of bid documents for South Dora Street Rehabilitation, Phase 2.
Alternative Council Option(s): N/A
Citizens advised: None
Requested by: Tim Eriksen, Director of Public Works / City Engineer
Prepared by: Ben Kageyama, Senior Civil Engineer
Coordinated with: Jane Chambers, City Manager; Rick Seanor, Deputy Director of Public Works
Attachments: 1. Amendment No. 3
Approved:
Ja - Chambers, City Manager
CITY OF UKIAH
AMENDMENT NO. 3
TO AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
DATED OCTOBER 7, 2009
. 11 0 1 NIKC 01101
All terms and conditions of the Agreement for Professional Consulting Services dated
October 7, 2009; the First Amendment dated October 29, 2009; and the Second
Amendment dated November 4, 2009 shall remain in force and effect except as modified
by this Third Amendment.
AUTHORIZATION
Upon execution of this amendment, service provider is authorized to provide the service
described under the Scope of Additional Work identified in this Amendment No. 3.
wmg. � � flveqa
Work authorized by this amendment shall include that work described in the
March 22, 2010 letter from Rau & Associates. A copy of said letter is included in this Third
Amendment as Attachment "A".
A 0 ,
Compensation for the performance of the additional work shall be made on a time and
expense basis at Consultant's customary fees. Fees and expenses shall not exceed a
maximum total cost of $29,560.
W
George C. Rau, P.E.
Dim
Amendment No. 3 to Agreement for
Professional Consulting Services
Rau & Associates
RVI-MOT90154 M-1
M
Jane Chambers
City Manager
DATE
GEORGE C. RAU, P.E.
PRESIDENT
JAVIER J. RAU
VICE PRESIDENT
WALTER HAYOON, P.L.S.
ROGER VINCENT. P.E.
CATHY A. MrKEON, P.E.
Affachment
AND ASSOCIATES INC.
� s
a s'
Mr. Tim Eriksen, Director of Public Works
Mr. Rick Seanor, Deputy Director of Public Works
City of Ukiah
Department of Public Works
300 Seminary Avenue
Ukiah, CA 95482
March 22, 2010
Job Number R09135
RE: AMENDMENT #3 TO AGREEMENT FOR SERVICES FOR THE PREPARATION OF THE PLANS,
SPECIFICATIONS AND ESTIMATE FOR THE SOUTH DORA REHABILITATION PROJECT
Gentlemen:
Rau and Associates, Inc. (RAU) was requested to provide an additional cost to 1) Extend the Plans,
Specifications, and Estimate (PS&E) for the South Dora Rehabilitation Project to the south edge of Mill
Street, and 2) Provide a separate cost estimate to design ADA compliant improvements to a driveway
serving Yokayo School.
Proiect Description of Tasks in Amendment #3:
Extension of Full Depth Pavement between the North Leq of Luce Avenue and the South Edge of
Mill Street
The project is to prepare the plans, specifications, and estimate (PS&E) for an ARRA project with a very
tight deadline. The project is to repave (using a full depth pavement approach) a section of South Dora
Street between the north leg of Luce Avenue and the south edge of Mill Street. The work is intended to
include grinding 5 -inches of the existing surfacing and base, removing it, and replacing it with 5 -inches of
asphalt concrete pavement using the edge of existing gutter pans on either side as the boundaries,
except at Yokayo School where a concrete valley gutter will be replaced. All utility covers in the street are
to be referenced out and raised to final grade. The street is to be cross -sloped similar to the existing
crown section (1 % to 2%) in the traveled way, and in parking and bike lanes (4% to 10%) using the edge
of existing gutter pan as the grade control, and matching with the center of crown in the center of the
street.
The project extension will be mapped similar to the first (southern) segment covered in this agreement. It
is recognized that there is a change in the width of the right of way near the intersection of Mendocino
Drive with South Dora Street. The width increases at this location and it appears that the right of way is
several feet behind the back of sidewalk on the west side of the street. This will not be known until the
right of way is resolved. Adequate topographic mapping will be done to assure that the drainage
functions in a similar manner to the existing drainage pattern, after construction of the ADA compliant
ramps at intersections.
There are two segments which will require some careful evaluation. One of these segments is at a
concrete box culvert under South Dora Street south of Mendocino Drive. The sidewalk is interrupted by
the culvert and guardrail. At present a footpath connects the two segments of sidewalk. This footpath is
not ADA compliant. Caltrans has reviewed this location and has stated that there is an accessible path of
travel on the other side of the street, so this location does not need to be brought up to standards for ADA
accessibility. However, since it is a segment of sidewalk between two schools, the City would like to
100 NORTH PINE STREET a P.O. BOX M ® UKIAH, CALIFORNIA 95482 . 707-462-6536 • FAx 707-463-2729
www.rauandassoo.com
Mr. Tim Eriksen, Rick Seanor, March 22, 2010 Page 2
explore the possibility of improving this segment to conform to ADA standards and to provide a better
walkway for other pedestrians, including school-age children. Tentatively, it is planned to design a
segment of sidewalk in the form of a "bulbout" which extends out towards the edge of the bicycle lane and
will therefore cause the loss of one parking space. Drainage will either be carried through a grated drain
which lines up with the flow line of the gutters on both sides of the creek, or possibly, the drainage from
north of the creek will be diverted into the creek at this location. Some study will have to be done to
determine what is practical, keeping in mind both ADA requirements and Clean Water Act regulations.
There are 16 ADA ramps that will require full detailed designs. Reliance on Caltrans standard drawings is
not permitted, as all work must be done within the existing right of way. Therefore, a custom design of
each ADA ramp is required.
There is a concrete valley gutter across the frontage of Yokayo School where the bus drops -off and picks
up students who attend the school. This valley gutter is only two feet wide and has contributed to severe
deterioration of the pavement on both sides of it because it is so narrow and shallow. Because of the
storm water infiltration along this valley gutter, the underlying aggregate base is wet and becomes soft.
With the heavy bus traffic, the pavement fails and the concrete valley gutter also loses support and is
deteriorating. A new concrete valley gutter will be designed which is four feet wide. It should be able to
contain all of the storm water, thereby preventing the edges of the valley gutter from being saturated and
creating a wet subgrade because of storm water infiltration along the joint of the asphalt pavement with
the concrete edge of gutter.
Traffic, bicycle lane and cross -walk striping layout must be shown on the drawings.
The number and type of utility covers are to be identified and quantified for bidding purposes,
All work must be done within the existing City Street Rights -of -Way.
The City of Ukiah boilerplate in MS Word will be used to the extent feasible, with additional terms and
conditions for the special provisions and to comply with ARRA requirements. The contract documents for
the south phase will be relied upon to constitute most of the specifications, with editing required only for
the new location and some items which were not included in the contract documents for the south end of
the project.
An "Opinion of Probable Costs" ("Engineer's Estimate") is required for the project.
A "Structural Section Evaluation" may be necessary as the design progresses.
The initial walk-through review did not reveal as much pavement deterioration as was evident in the south
segment of the project. However, there are some locations with fairly steep cross -slopes in the parking
lane. If, during design, it is decided that the cross -slopes are too steep and they should be lowered, the
resultant grading could reduce the structural section thickness. in addition, there are two or three small
areas where significant pavement deterioration has occurred. As the design proceeds, it may be
determined that it would be a benefit to evaluate those areas to determine the cause of the deterioration.
Therefore, if deemed necessary by the City Engineer, potential additional work could include up to three
locations where the pavement structural section will be evaluated.
The additional work is to sample three locations, located in areas of either serious pavement deterioration
or where the structural section will be reduced by changing the cross-sectional slope. The sampling will
be accomplished as scheduled repairs by City Crews. City Crews will be opening up a pit to make the
repair and RAU will simply coordinate its work to be available at the scheduled time to sample the
underlying soil and to document the amount of base thickness at each location. The work is intended to
confirm that grinding 5 -inches of existing surfacing and replacing it with 5 -inches of asphalt concrete
pavement will provide for a Traffic Index {TI} of 8.0 after it is complete. Since there is no documentation
as to the existing structural section, direct observation is the only way of obtaining this information.
Mr. Tim Eriksen, Rick Seanor, March 22, 2010 Page 3
A brief letter report will be done upon completion of the analysis, with recommendations to allow the
design to go forward as planned or to add additional remediation in areas where the appropriate Tl
cannot be achieved with the planned work.
RAU will have Taber Consultants of West Sacramento perform the actual R -Value tests in their
laboratory. The additional cost to perform the tasks related to the structural section evaluations is $2,250.
This task will only be done, if the City Engineer decides it is necessary and provides written direction to
proceed with it.
This part of the South Dora Street Rehabilitation Project will have a separate construction contract for
bidding purposes. The additional cost to perform the design of various elements described above, and
complete the PS&E required for this segment is estimated to be $24,623, broken down into the following
tasks:
o Meetings, coordination and research
$2,238
® Topographic and Right -of -Way Mapping (±2,200 L.F.)
$7,884
• Design 16 ADA Compliant Sidewalk Ramps
$6,528
4 Design Sidewalk at Creek Crossing
$1,224
® Design New 4' Wide Concrete Valley Gutter at Yokayo School
$ 774
® Striping Plan
$1,794
® Prepare Specifications and Estimate
$1,872
® Revisions after City and Caltrans Reviews
$1,140
® Reproduction Costs
$1,169
Total PS&E for North Segment of South Dora Street Rehab
$24,623
Structural Section Evaluation (Only if authorized)
2,250
Total Estimated Cost of Amendment #3 $26,873
POSSIBLE ADDITIONAL TASKS RELATED TO THIS SEGMENT OF SOUTH DORA STREET:
Possible Alternate Bid Items
If the Engineer's Estimate indicates that the whole project may not be within the budget approved for
construction, alternate bid items will be broken out to allow the City to award a contract for the "Base Bid"
within budget and as many other alternate items as may be constructed by adding to the Base Bid. This
will likely take the form of two or four ADA ramps and a segment of street as two additive alternate bid
items.
The cost of preparing the alternate bid items for inclusion in the Bid Documents part of the contract, and
for preparing individual "Opinions of Probable Costs" for each additive bid item separately and combined
is estimated to cost $732. Since this cost is less than 10% of the total cost of the service agreement, the
City Engineer can authorize this change if it becomes necessary.
Design of ADA Compliant Repair of Driveway Into Yokayo School
If the right-of-way survey results in the City owning a strip of land at least four feet wide behind the back
of the existing sidewalk at the north entrance to the parking lot at the Yokayo School, a very badly
deteriorated driveway will be designated for demolition and removal, followed by a design to reconstruct it
with an ADA compliant sidewalk behind the existing back of sidewalk. It will not be known if the right of
way is wide enough to accommodate the reconstruction until the mapping work described above is
complete.
If it is determined that the right of way is wide enough, the City Engineer will issue an additional change to
add the design of this entrance to the PS&E discussed above.
Mr. Tim Eriksen, Rick Seanor, March 22, 2014 Page 4
The additional cost to perform this design and include it in the PS&E authorized under this amendment to
the agreement for services is estimated to be $774.
The total additional cost for the work authorized as Amendment #3 is $26,873. Task -hour breakdowns
are included as attachments. Since Amendment #1 authorized a total not -to -exceed amount of $22,954,
the total authorized not -to -exceed amount after Amendment #3 is approved will be $49,827.
If the additional discretionary items are authorized to be performed by the City Engineer, the maximum
not -to -exceed costs of $732 for creating additive alternates and of $774 for the entrance design into the
Yokayo School will be added to the above total, after written authority to proceed is received.
Project Approach and Schedule:
It is anticipated that the City Council will authorize the work described in Amendment #3 on April 7, 2010
and a Notice to Proceed will be forthcoming on April 8, 2010.
April 9 - Research available information and arrange for kickoff meeting with City officials. Discuss
proposed design parameters, and confirm approach to technical specifications and ARRA documents.
Reach consensus with City on how to proceed.
April 12,13, and 14 - Provide field surveys to:
® Locate existing right-of-way monuments
• Run "P -line" to tie all ADA ramps to one "Drawing" for computer
electronic version of plans
® Provide control points for mapping which correlate with City Street
Monuments
® Provide detailed topographic mapping at creek crossing south of
Mendocino Drive and of valley gutter at Yokayo School.
• Perform detailed topographic mapping of each ADA ramp (16 total),
including poles and hydrants which may affect design
m Leave two "control points" at each ADA ramp for dimensional control
during construction
• Document the number of manhole frames and covers, valve boxes,
centerline monument boxes, sanitary sewer manholes and other utility
boxes within the area to be paved or disturbed by ADA ramp
construction.
April 15 and 19 — Develop mapping for project on computer.
April 20 — Begin design
April 20 through May 4 — Design sidewalk around culvert headwall, new valley gutter, ADA ramps to at
least 60% completion; begin specification compilation.
May 5 through 7 — Design striping and put plan set together for submittal of 60% plans; compile
specifications
May 7, 10, or 11 — Hold brief meeting with City Personnel to review approach again
Mr, 1-im Eflksen, Rick Seanor, March 22, 2010 Page 5
May 12—Deliver GO96plans and specifications toCity for Review.
May 13-2O—Allow for City Review, but continue working onpS&E
May 31-27—Complete PS&E;Incorporate City Comments
May 28—Deliver 25 copies of the Plans and Specifications for bidding purposes to City; OaUmer 1
reproducible master copy of plans on mylar; one hard copy of clean specifications and one hard copy of
Engineer's EuUmohm; deliver electronic versions of PS&E. Plans to be in Autocad 2007 format.
Specifications bzbe|nyWSWord. Estimate hobein&1GExcel.
Project Team:
The project team for this segment will remain the same asfor the first segment.
Schedule of Discretionary Items:
If authorized by the City Engineer, the alternate bid items and the YohayoSchool Entrance design will be
included into the P8&Eschedule previously described above. Ifauthorized bythe City Engineer, the R-
Valuo Samples will be taken as the City Crew Schedule permits. If there are differences in the planned
structural aooUon and what is recommended after the evcJuoUon, the project plans will be amended as
soon eapossible after the evaluation iocompleted.
E
C 2190
Attachment:
Task'HnurGummary
Very truly yours,
�
/--- /
George C.Rau, P.E'
Registered Civil Engineer 21QO8
VT!K
,City of Ukfah
MEETING DATE: April 7, 2010
SUBJECT: NOTIFICATION OF THE EXPENDITURE OF $7,860.17 FOR THE REPAIR AND
UPGRADE OF THE WATER TREATMENT PLANT SCADA SYSTEM
Background: Section 1522 of the Municipal Code requires a report to the City council of purchases from
$5,000.00 to $10,000.00. In accordance with the above-mentioned section, this report is submitted to the
City Council. The City of Ukiah Water Treatment Plant needed to upgrade its SCADA system to
automatically generate regulatory reports and to better monitor our operations. The WTP SCADA system is
maintained by ZSI, Inc. located out of the Ukiah area.
Discussion: Staff determined maintenance and repair costs would be lower if the ZSI technician had
remote access the WTP SCADA system. It was necessary to develop a secure communication line
between ZSI and the system for remote access. In the process of developing remote access, problems
were encountered that could not be anticipated and were inherent in the original programming and
configuration. The work done by ZSI Inc. includes the software troubleshooting, setting up a remote access,
and the travel time involved in these activities.
Fiscal Impact:
Budgeted FY 08/09 1XI New Appropriation F-1 Not Applicable Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Add. Appropriation Requested
$ 105,000 Sewer System Maintenance, 612.3510.250.000 $0
Contractual Services
Recommended Action(s): Receive notification of the expenditure of $7,860.17 for the repair and
upgrade of the City of Ukiah WTP SCADA system
Alternative Council Option(s): NA
Citizens advised:
Requested by: Ann Burck, Deputy Director of Public Works — Water & Sewer Division
Prepared by: Alan Jamison, Water Treatment Plant Supervisor
Coordinated with: Jane Chambers, City Manager; Tim Eriksen, Public Works Director/City Engineer
Attachments:
1
Approved:
JanChambers, City Manager
AM*
poir MEETING DA
city cJ,-Ukfafi
AGENDA SUMMARY REPORT
7c
April 7, 2010
SUBJECT: REPORT OF ACQUISITION OF PROFESSIONAL ENGINEERING SERVICES FROM
EBA ENGINEERING FOR PREPARATION OF THE QUARTERLY REPORT AND
FILING RESPECTIVE DATA WITH STATE GEOTRACKER SERVICES FOR THE
UKIAH LANDFILL
Background & Discussion: In compliance with Section 1522 of the City Code, this report is submitted to
the City Council for the purpose of reporting the acquisition of professional consulting services costing more
than $5,000 but less than $10,000. The Public Works Department obtained a proposal from EBA
Engineering for preparation of the quarterly detection monitoring report and filing respective data with State
Geotracker Services for the Ukiah landfill. Staff reviewed the proposal and found the proposed fee of $5,462
to be commensurate with the scope of work. The quarterly report is a requirement of the Regional Water
Quality Control Board. Staff is in the process of developing a request for proposals for an extended contract
for environmental compliance monitoring and reporting for the Ukiah landfill.
Fiscal Impact:
® Budgeted FY 09/10 1-1 New Appropriation Not Applicable 17 Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested
$100,000 Landfill fund 660 660.3401.250.005
Recommended Action(s): Receive and file report of the acquisition of professional services from EBA
Engineering in the amount of $5,462 for preparation of the quarterly report and filing respective data
with State Geotracker Services for the Ukiah landfill. Report is submitted pursuant to Citv Code.
Alternative Council Option(s): N/A
Citizens advised: None.
Requested by: Tim Eriksen, Director of Public Works / City Engineer
Prepared by: Rick Seanor, Deputy Director of Public Works — Engineering & Streets`
Coordinated with: Jane Chambers, City Manager
Attachments: None.
Approved:
JanV'�hambers, City Manager
# ITEM •
DATE:MEETING April 7,2010
City q
AGENDA SUMMARY REPORT
SUBJECT: ADOPTION OF RESOLUTION APPROVING RECORDS DESTRUCTION
Background: The Finance, Community Services, City Manager, and Human Resources
Departments have reviewed Records Destruction Notices encompassing 93 boxes and have
identified these boxes as ready for destruction.
The City's Records Retention Schedule was adopted by City Council in 1999. The City Attorney
has reviewed the Records Destruction Notices for each archival box and has approved those
boxes designated for destruction. Funds have been allocated in the City Clerk's budget for
shredding of these documents. The estimated cost for shredding the 234 boxes is $465.
Fiscal Impact:
XI Budgeted FY 09/10 ❑ New Appropriation Not Applicable Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested
$9,200 Contractual Services -Clerk 100.1101.250.000
Recommended Action(s): Adopt a Resolution Authorizing the Destruction of Certain Records.
Alternative Council Option(s): N/A
Citizens advised:
N/A
Requested by:
N/A
Prepared by:
JoAnne M. Currie, City Clerk
Coordinated with:
David Rapport, City Attorney; and Corresponding Directors
Attachments:
1. Resolution Authorizing Destruction of Certain Records
2. Exhibit A (Record Destruction Notices)
Approved:
Ja a hambers, City Manager
I
17 X11•) 1L1
WHEREAS, the Finance, Community Services, City Manager, and Human
Resources Departments have reviewed and approved the list of records provided by the
City Clerk's Department that are ready for destruction; and
WHEREAS, the attached list of City records represents records which are no longer
necessary and may at this time be destroyed.
NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council hereby
approves the destruction of certain records, contained in Exhibit A of this Resolution, and
authorizes the City Clerk to destroy the records.
PASSED AND ADOPTED this 7th day of April, 2010, by the following roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Benj Thomas, Mayor
ATTEST:
JoAnne M. Currie, City Clerk
��� • ;i lIF
F'. CO
D-•.rtment: Finance
Records Coordinator:
DATES
RETENTION
DATES
JoAnne Currie, City Clerk
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
LOCATION
BOX
RECORD TITLE
DATES
RETENTION
DATES
COMMENTS
a
13
3415
Payroll Validation, Labor
Distribution and Interface to
Financial Au )--
--
4/06-6/06
20
20
2972
Financial Records
1/03-2/03
2010
21
2973
Financial Records
2002
2008
0
27
2974
Financial Records Acj 14
12/02-1/03
X0+9 a�
29
2975
Financial Records u �4
9/02-10/02
2908
31
2976
Financial Records Aw 4-4
7/02-8/02
2008
33
2977
Financial Records A L4 4-L
8/02-6/03
34
2978
Financial Records A14 !-4
8/02-9/02
208$
n
41
2979
Financial RecordsA 442/02-8/02
-201-&
46
877
Payroll Records
7/82-4/83
Nm
pffr#ted
O
50
1799
Warrants Paid N -Pacific
7/95-6/96
None specified
52
1804
Utility Records R�
1 /93 - 4/96
Nope s ecified
C:
53
2055
Utility Service Tags Routes 21-
41,71
7/94-6/95
peri '
0111qqV
55
518
Su sidia Led er
1&6-0 U .
1/80-6/80
None specified
59
695
Payroll Records
t
7/79-12/81
N49 j 1 9�'
o
94
821
Utility A/R.Control 77/83-2/84
None specified
Sinnatures Authorizina Destruction
M-•, ,•
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•�-•
Administration/Record Retention/00 form—record sdestru ction notice
A
R CORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
Date Department
7/31/03
FINANCE
Record Title (From Records Retention Schedule)
FINACIAL RECORDS
Year to consider destruction: 2008
Detailed Listing of Tote Box Contents (Do not write on Box)
UTILITY PAYMENT STUBS
User/Sender
KAY
Records are
Public Information
or Confidential _x_?
Permanent:?
Yes or No x
LocationBox
�,l �,;k Q%3
Record Dates: Month Year Month Year
FROM: 10/29/02 12/4/02
Retention Period: 5 YRS
Instructions:
I. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number)
Records: Retention
RECORDS TRANSFER NOTICE
REC®R®S TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER N®TICF
' E f, 0 (Z t) S- 11 0 r.. I C L
Da 1.e Vel"IrLIIIf:1IL
Record j)iLie (Fro"' Recol-(I Retention Schedules)
Detailed 11sti19 of tote box contents (optional)
User / Sender
- - ---------
Location Dox
r
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Record Dates
1.1nth Year IFlontl Year
ho
Instructions: 1. f lL,!;c tyl c or I�rirrt 1^�i1�13,
2. Place copies 1 and 2 inside tote box an top of records
3. Retain copy 3 for follow up
RECO, --jS TRANSFER NOTICE
0 R I G I INI A L
NOTE TO CITY CLERK: WHEN THESE COME UP FOR DESTF---TION, PLEASE
NOTIFY ACCTS PAY. SO WE CAN _40VE THE
a: m-z,.H I Niorm 8/91
C1LW:- XULUnha PUK
NY YniT
Date
Department
User/Sender
Location
Box
10/17/1997
FINANCE
KIM SECHREST
So
1-?qj
Record Title (From Records Retention Schedule)
Record Dates: Month Year
Month Year
WARRANTS PAID
FROM: 7/1/1995
TO: 6/30/1996
Year to consider destruction: JULY 2001
Permanent: Y orn N
Retention Period: 7/96 THRU 6/2001 (5 YRS)
Detailed Listing of Tote Box Contents (Do not write on Box)
ACCOUNTS PAYABLE PAID DOCUMENTS (CHECKS)
7
Instructions:
1. Please type or print legibly
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
a: m-z,.H I Niorm 8/91
i
REcoDS It11SFFIt 110TICE
Date Deirri•I..nelrt User / Send
.Cl Finance Kay
Record Title (From Records Retention Schedules)
Detailed IIs'Ing of tote tux contents (optional)
J ' Loca t ion
box
00
Record Dates
Month �ar Month Year
Froiir: - ,3
-10 , . 9�
I
Instructions: I. Plcisc type or print 1--yibly
2, I' f, copies 1 and 2 i n; i ale tote box on top of records
3. Retain copy 3 for follow up
RE(.4jRS TRANSFER NOTICF
R E C D ) S T R A N S F E R N O T I C E
Date Department User / Sender
Record Title (From Records Retention Schedules)
Detailed listing of tote box con nts (optional)
Location Box
f
I Record Dates
Month Year Month Year
From: \ ' To:
A (= A f2- anP l2..t A. i ( 1.3L �i =0G'� F'
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Instructions: 1. Please type or print legibly
2. Place copies 1 and 2 inside tote box on top of records
3. Retain copy 3 for follori up
R f ORDS TRANSFER NOTICE
R ;ORDS TRANSFER NOTICF
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
LOCATION
BOX
RECORD TITLE
Date: 2/4/10
Department: Finance
Records Coordinator:
COMMENTS
100
JoAnne Currie, City Clerk
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
LOCATION
BOX
RECORD TITLE
DATES
RETENTION
DATES
COMMENTS
100
2058
Reports - Departmental
6/99-12/99
None pecified
Ell
151
2982
Financial Records
AU +4
7/02-6/03
tie t
167
2985
Financial Records
A Ui7/01-7/02
24M,
168
2986
Financial Records
A b4q
6/03-6/03
201-G
-------------
AJO
192
2990
Financial Records
L{
7/01-1/02
2OtO Oil,.
195
2991
Financial Records
2/03-3/03
9d11� JaLDV
209
3696
Transaction Listing
Aub
7/1/06-
6/29/07
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6k
219
2993
Financial Records
AU
9/02-2/03
204-&
227
2994
Financial Records
3/03-6/03
'
appraisal report
269
3413
Paid Parking Citations
7/06-2/07,
2010 '�C?
Siqnatures Authorizinq Destruction
J
Administration/Record Retention/00 form recordsdestructionnotice
A
Head
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City- q-erk
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Destroyed By
Date:
J
Administration/Record Retention/00 form recordsdestructionnotice
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Plrorm
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTIC P
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RE-COR,,-,6 TRANSFER NOTICE
Date: 2/4/10
Department: Finance
Records Coordinator:
Destroyed By
=,--DATES-
JoAnne Currie, City Clerk
Current retention schedules show that the records listed are now ready for destruction.
instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
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Administration/Record Retention/00 form_recordsdestructionnotice
RECORDS TRANSFER NOTICE
Dat Department
Record Title (From Records Retention Schedules)
1111
User J Sender
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Location
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3. Retain copy 3 for follow up
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REC. S TRANSFER NOTICE
REC .®S TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS T'RANSF'ER NOTICE
DaI.
Department:
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s
DATES
JoAnne
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
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Administration/Record Retention/00 form recordsdestructionnotice
RECORDS TRANSFER NOTICF
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECD. JS TRANSFER NOTIC F
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Date:- Coordinator:
JoAnne-
Current retention schedules show that the recoras iistea are now reauy lur aesu ucuUi 1.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
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:•RECORD'
=jDATES
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I.iTime
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Administration/Record Retention/00 form_recordsdestructionnotice
RECORDS TRANSF E R NOTICE
Date Department User Sender Location Box
5/6/94 FINANCE NORMA DEKNOBLOUGH
Record Title (From Records Retention Schedules) Record Dates
PAYROLL RECORDS Month Year Month Year
From: 1/9/88 To: 6/30/90
Detailed listing of tote box contents (optional) N
7 — —
fsles-+
P.E.R.S,.PUBLIC EMPLOYEES R2TIRMENT SYSTEM PAYROLL LISTING
Instructions: 1® Please type or print legibly
2. Place copies I and 2 inside tote box on top of records
3® Retain copy 3 for follow up
RECORDS TRANSFER NOTICE
Date Department
11/28/2007 FINANCE DEPARTMENT
User/Sender Location Box
KAY MCCLELLAN
Record Title (From Records Retention Schedules) Record Dates Month Year Month Year
UTILITY BILLING RECORDS
FROM: 7/2006 TO: 4/2007
RETENTION: YEARS AU+2 DESTROY DATE: —WI44-0- 0/
b CONFIDENTIAL: Y / N
Detailed Listing of Tote Box Contents (Do not write on Box)
UTILITY BILLING RECORDS
Instructions:
l.Please type or print legibly
2. Place copies I and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
.
Department • III
FIANANCE
Title (From Records Retention Schedule)
LA_�_ x,11 \ 0�
Year to consider dekf uction: J
Detailed Listing of Tote Box Contents (Do not write on Box)
A&Wk/ - -c;L 3 --- 3 C
Records are
Public Information
or Confidential ?
Permanent:?
Yes —or No
Location Box
Record Dates: Month Year Month /Year
FROM:7/6 3 TO:
Retention Period: ry
Instructions:
1. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number)
Retention
RECORDS TRANSFER NOTICF
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
Date � Department
11/28/2007 FINANCE DEPARTMENT
Record Title (From Records Retention Schedules)
MISCELLANEOUS ACCOUNTS RECEIVABLE
STATEMENTS FOR:
AIRPORT, COLLECTION, GOLFAND NON-EMPLOYEE
INSURANCE
User/Sender Location
KATHY M. NORRIS C' 3 3
Record Dates Month Year
FROM: 4/2006
RETENTION: YEARS A +2 DESTROY DATE: 7/2010
Detailed Listing of Tote Box Contents (Do not write on Box)
MISCELLANEOUS ACCOUNTS RECEIVABLE
STATEMENTS FOR:
AIRPORT, COLLECTION, GOLF AND NON-EMPLOYEE INSURANCE
APRIL 2006 -JUNE 2007
Instructions:
I -Please type or print legibly
2. Place copies I and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
CONFIDENTIAL: Y / N
Box
3,5�3
Month Year
TO: 6/2007
RECORDS TRANSFER NOTICE
Date Department
11/28/2007 FINANCE DEPARTMENT
Record Title (From Records Retention Schedules)
MISCELLANEOUS ACCOUNTS RECEIVABLE
RECEIPT BOOKS
User/Sender Location Box
KATHY M. NORRIS 4�
Record Dates Month Year Month Year
FROM: 1/2005 TO: 6/2007
KVIIE 11U : YEARS AU+2 DESTROY DATE.---9t2-0�8 jA CO F1 E TIAlf w Y /N1
Detailed Listing of Tote Box Contents (Do not write on Box)
MISCELLANEOUS ACCOUNTS RECEIVABLE
RECEIPTS BOOKS
JANUARY 2005 -JUNE 2007
Instructions:
I -Please type or print legibly
2. Place copies I and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
RECORDS TRANSFER NOTICE
Date Department
11/28/2007 FINANCE DEPARTMENT
User/Sender Location Box
KATHY M. NORRIS 635- &�7
Record Title (From Records Retention Schedules) Record Dates Month Year Month Year
MISCELLANEOUS ACCOUNTS RECEIVABLE
BILLING
FROM: 1/2006 TO: 6/2007
RETENTION: YEARS AU+2 DESTROY DATE: 4Q44-0 C)//--zzro CONFIDENTIAL: Y / N
Detailed Listing of Tote Box Contents (Do not write on Box)
MISCELLANEOUS ACCOUNTS RECEIVABLE BILLING INFORMATION PACKETS
JANUARY 2006 -JUNE 2007
Instructions:
I.Please type or print legibly
2. Place copies I and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
RECORDS T NSFFR NnTir-lz
V WIR,i"Fgoilliplilillflim
CORDS TRANSFER NOTICE
L
A i 111, 111 :1 11111 Mi Ir
Date: 2/4/10
Department: Finance
a 0 o 0
Destroyed By
RETENTION
DATES�RECORD
Current retention scneauies snow that the records iisted are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
MMI
-, City Clerk
TITLE
Destroyed By
RETENTION
DATES�RECORD
Payroll validation
A LA
mate: • l
Date: f
Date:
1
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D nt Head
-, City Clerk
Ci A torne
Destroyed By
Date: � j -t'
mate: • l
Date: f
Date:
1
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Administration/Record Retention/00 form recordsdestructionnotice
m
RECORDS TRANSFER NOTICF
RECD; 3 TRANSFER NOTICE
C®s TRANSFER NOTICE O "
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICF,
RECORLJS TRANSFER NOTICE
r _
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Date Department:
10/4/02 Finance
�-
User/Sender:
kay
Record Title (From Records Retention Schedule)
Records are
Public Information
to consider destruction.
f
t r '7
_
—
or Confidential _x
Permanent:?
Permanent:?
Yes or No X
Detailed Listing of Tote Box Contents (Do not write on Box
Utility service maintenance tags from June 2000 to July 2001
Routes 1 thru 23
Location Box
a
Record Dates: Month Year Month Year
? FROM: 6/2000 TO: 7/2001
Retention Period: 7 years
A
Instructions:
1. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records one copy will be returned to you 'indicating the Location and Box number
Records: Retention
Records Transfer Natir-p-
19
FET -14-19-41 : i; ; Q Z I ►! G ` •
2/4/10 —A
Department: Finance M�
Records Coordinator:
•`
'DATES
•
JoAnneDate:
_
, City Clerk
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
• `,;•`
City., Clerk
•III! TITLE
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City., Clerk
Mtor ey
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Administration/Record Retention/00 form recordsdestructionnotice
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Records Transfer Notice
RECORDS TRANSFER NO -TI CE _
RECORDS TRANSFER NOTICE
RECOR , TRANSFER NOTICE
RECORDS TRANSFER NOTICE
Date
9/19/2003
Department
Finance
User/Sender
Holly Stocke
Locationr
I o r G
Box
Z L BZ
Record Title (From Records Retention Schedule)
Records are
Record Dates:
Payroll Records
Public Information
Month/Year Month/Year
or Confidential XX
From: April 1992 To: Dec 1998
Year to consider destruction
Permanent?
Retention Period:
Yes No
Payroll Validation 4/12 - 6/20/92
rl
Detailed listing of box contents
Contains following payroll reports:
Payroll Employee Data 12/28/92
Payroll Registers 5/1 - 6/26/92
Feature Distribution 6/12 -6/26/92
-
Payroll Validation 4/12 - 6/20/92
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.li.•..� .�
Feature Distribution 5/17 ' r
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Accounts Receivable Reports 1996
- 1998 F `114
y
Employee Distribution Report 6/24/94
r
Instructions:
1. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indication the Location and Box num
Records: Retention
RECORDS TRANSFER NOTICE
Date Department
9/19/2003 Finance
Record Title (From Records Retention Schedule)
Payroll Records
Year to consider destruction
Detailed listing of box contents:
User/Sender
Holly Stocke
Records are
Public Information
or Confidential XX
Permanent?
Yes No
Location
tocq
Record Dates:
Month/Year
From.- 1964
Retention Period:
Box
2q��
Month/Year
To: Dec 2001
Operating Engineers 1977 - 1.996
Operating Engineers 2001 4sX>
REMIF 1996
Police Officers Assoc. 1985 - 2001
--FMC Preferred -Provider -Paid -Claims --1-992__1-993_- } r
Payroll Tax Deposit Recon/Listing 1980 - 1992 �t t"!
Jet Fuel Tax Returns 1989 - 1990
'PEEKS 5tatemenf ...... rts"1'964t988--
Carbon .Copy Check Logs 1993
Instructions:
1. Please type or print legibly
2. Place 3 copies inside Tote Box on
Records: Retention
of records (one copy will be returned to
indication the Location and Box number
M M
-ok
Date Department User/Sender Location Box
01/11/02 FINANCE SHIRLEY THOMAS 44 44 16
PAYROLL OFFICER
Record Title (From Records Retention Schedule) Record Dates: Month Year Month Year
_Tj rnc_ shl-� FROM: 67 TO
Year to consider destruction: Di Permanenoo(-'-N-) Retention Period:
Detailed Listing of Tote Box Contents (Do not write on Box)
%V/z
1691Z
0
Instructions'.
1. Please type or print legibly
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
a: m-z:H I Ntorm 8/91
Date: 2/4/10
Department: Human Resources
0, oil 0 0 a U.: .0
DATES RETENTION
COMMENTS
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
LOCATION
BOX
RECORD TITLE
DATES RETENTION
COMMENTS
DATES
123
331
Employee files (inactive) Mu-Sau
None 25 years
specified
214
330
Inactive Employee files(Ko-Mur)
None 25 years
specified
218
328
Inactive Employee files(CI-Gu)
None 25 years
specified
1143
3479
Human Resources Files
1998 - 2007 2010
Destruction
Administration/Record Retention/00 form_recordsdestructionnotice
Department
Administration/Record Retention/00 form_recordsdestructionnotice
RECORDS TRANSFER Nr)Tl(-I=
RECORDS TRANSFER NOTICE
RECO DS TRANSFER NOTICE
Date Department User [ Sender Location Box
/ t 330
3-14-78 PERSONNEL Ann Robinson Airport
Record Title (From Records Retention Schedules) Record Dates
EMPLOYEE FILES (inactive) Ko — Mur Month Year Month Year
From: To:
Detailed listing of tote box contents (optional)
Retired & resigned personnel
Instructions: 1. Please type or print legibly
2. Place copies 1 and 2 inside tote box on top of records
3. Retain copy 3 for foli„w up
RECORDS TRANSFER NOTICE
Date,
3-14-78
Department
PERSONLNEL
User / .ander
Ann Robinson
Location
t a,3
Airport
Box
Record Title (From Records Retention
Schedules)
Record Dates
EMPLOYEE FILES (inactive)
Mu'- Sau
Month Year
Month Year
From:
To:
Detailed listing of tote box contents
(optional)
Retired & Resigned personnel
i
Instructions: 1. Please type or print legibly
2. Place copies 1 and 2 inside tote box on top of records
3. Retain copy 3 for foll„w up
Date: 2/4/10 ji
Department: Community Services
ITMM.. T 0
DATES
RETENTION
DATES
COMMENTS
Current retention schedules show that the records listed are now ready for destruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and legally.
JoAnne Currie, City Clerk
LOCATION
BOX
RECORD TITLE
DATES
RETENTION
DATES
COMMENTS
82
3654
Misc. Recreation Files
1/03-12/03
2010own=
®�
ROME
_
a�
1021
3264
Miscellaneous Recreation Files
1980-1991
2010
1022
3265
Miscellaneous Recreation Files
1980-1991
2010
1025
3267
Miscellaneous Recreation Files
1980-1991
2010
K
1031
3268
Miscellaneous Recreation Files
1980-1991
2010
1211
3182
Confidential Sports Registrations
1998-1998
2009
1212
3183
Confidential Sports Registrations
1996-1997
2009
1213
3184
Confidential Sports Registrations
1993-1997
2010
1214
3185
Confidential Sports Registrations
1993-1998
2010
1215
3186
Confidential Sports Registrations
1995-1996
2010
Asx
w.k v
1216
3187
Confidential Sports Registrations
1995-1997
2009
Signatures Authorizing Destruction
Department Head
City Clerk,qty
At
Destroyed
Destroyed By
/ J
Date: `1 J (C)
ate: 7 I
Date:
Date:
Administration/Record Retention/00 form recordsdestructionnotice
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
RECORDS TRANSFER NOTICE
Date Department: User/Sender:
9/27/06 Community Services Maya Simerson
Record Title (From Records Retention Schedule) Records are
Misc. Recreation Files Public Information
or Confidential
Year to consider destruction: 2010 Permanent:?
Yes or No
Detailed Listing of Tote Box Contents (Do not write on Box)
Misc. Community Services Stuff
Location Box
Record Dates: Month Year Month Year
FROM: 1980 TO: 1991
Retention Period: 19 yrs
Instructions:
1. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number)
Records: Retention
RECORDS TRANSFER NOTICE
RECORDS 'TRANSFER NOTICE
Date
Department:
User/Sender:
Location
Box
tI,Z$-65
C�m un`+ ves
Record Title (From Records Retention Schedule)
Records are
Record Dates: Month Year Month Year
Public Information
or Confidential 1;7 ?
FROM: �f5TO:
Year to consider Ntruction:
2�
Permanent:?
Yes
Retention Period:
_or No
Detailed Listing of Tote Box (Do not on Box):
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will be returned to you indicating the Location and Box number
\cwi UO. a1ctci ni0i 1
RECORDS TRANSFER NOTICE
Date Department.
Record Title (From Records Retention Schedule)
Year to consider destruction:
Detailed Listing of Tote Box Contents (Do not write on Box):
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Location
Box
MARIE UIXII -&--
Record Title (From Records Retention Schedule)
Records are
Record Dates: Month Year Month Year
Public Information
or Confidential _�?
FROM:j qq3 TO: R G G j
Year to consider destruction:
2 i
Permanent:?
Retention Period:
Yes or No
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V0. \G lM i lul i
Date
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Location
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1. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records one copy will be returned to you indicating the Location and Box number
RornrAc• Ro+on+i,.,
RECORDS TRANSFER NOTICE
Date
Department:
User/Sender:
Location
�]
Box2�ervr
(-�
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Record Title (From Records Retention Schedule)
Records
—1" --
are
Record Dates: Month Year Month Year
Public Information
or Confidential _,Z�?
FROM: TO:
Year to consider destruction:
q_�&O
Permanent:?
Retention Period:
Yes or No
e °z
Detailed Listing of Tote Box Contents (Do not write on Box): (� t �' { � S g -;,e � t �, � �"'�'3t-�� -pe,� C, � � f
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Instructions:
1. Please type or print legibly
2. Place 3 copies inside Tote Box on top of records one copy will be returned to you indicating
the Location and Box number
RaCnrric' Retantinn
F
Date: 2/4110
Department: City Manager
Records Coordinator:
DATES
RETENTION
JoAnne Currie, City Clerk
%,�UIIIVI IL ItU",11LIU11 Z5UiUUU1U5 briuvv uiaL the recorus iistea are now ready Tor aesiruction.
Instructions: 1. Review this listing.
2. Obtain Department Head's Signature.
3. Return this notice, signed, to City Clerk.
Thank you for your cooperation in keeping our records management system working smoothly and
legally.
JoAnne Currie, City Clerk
LOCATION
BOX
RECORD TITLE
DATES
RETENTION
COMMENTS
Date:
DATES
EW
35
733
102-01, 102-03, 301-01, 702-01
1972-
None specified
01<' ft
1983
;ZO/0
332
3534
Claims - Damage (A - H)
1996-
2010
2004
344
3535
Claims - Damage (1- 0)
1996-
2010
2004
346
3536
Claims - Damage (P - Z)
1996-
2010
2004
353
3538
IIPP (injury & llness Prevention
None
2010
Plan)
760
3239
Claim Files
1990-
2000
01C )4j zzat;�
1
1995
928
3188
Various Front Desk Information
3/01-
2007
5/05
:9k
/v
1073
3405
RAAP, Ins. Forms, Car & Meeting
2001-
None specified
books
2002
0 10
Siqnatures Authorizina Destruction
Department Head
City Cie-',
Date:
Administration/Record Retention/00 form—recordsdestructionnotice
PH
12 2" F E R NOTICE
Date Department
7/985 �User / Sender
City Manager/City Clerk
Nancy Stamelos
Record Title (From Records Retention Schedules
See Below )
Detailed listing of tote box contents (optional)
Record Dates
From:
30I-01 Correspondence Mayor
102-03 Correspondence Public Works Director
102-03 Correspondence Planning -Director 1981-1983
301-01% Correspondence to/from City Council
702-01 Nomination Pa
rr pets and Candidate Statements 1982
Nomination Papers and Misc. General Electi
%General Election 1978 on 1978
Campaign Statements
n
Nomination Papers and Campaign Statements 1980
Statement of Organization REcipient Committee Form 410
rf - 1980
Nomination Papers General Election 1976
rr Campaign Statements 2
" i folders) 1976
n
Off Year Campaign Statement 1975
n
Nomination Papers General Election 1974
Nomination ,Papers General Election 1972
102-0-1 Reading File May/August 1982
if
It 11 January/April 1982
rr FYI To Council 1982
rr
y RA.AP No. 6 1983
RAAP No. 5 1983
Instructions: 1. Please type or print legibly
2< Place copies 1 and 2
jinside tote box on top of records
3e Retain co
Py 3 for follow up
LocationBox
73
Month Year Month_ Year
1972 To; 1983
RECOR S TRANSFER NOTICE
Date Department �►�� ����
Official Record Title (from Records Retention Schedule)
C-L�k tV\� r -\-�)
Date/Year to consider
Cl I
Detailed Listing of Tote Box Contents (Please Do Not Write on Box):
User/Sender (first and last)
Records are?
Public ❑ or
Confidential AInformation
Permanent?
Yes ❑ or No I� .
Location Box
3 3 A 3 S-3 �-
Record Dates
FROM )IM, to .206 L+
Retention Period (from Records Retention Schedule)
Instructions:
1. Please complete form, typed, supplying all information
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number)
3. Email lindab(a cityofukiah notification box is ready for pickua
RECORDS TRANSFER Niri=
RECORDS TRANSFER NOTICE
Date Department
U 1,3 Q.
Offici I Recor Title (from Records Retention Sch le)
Date/Year to consider destruction
Detailed Listirig of Tote Box Contents (Please Do Not Write on Box):
User/Sender (first and last)
Records are?
Public ❑ or
Confidential A Information
Permanent?
Yes ❑ or No Nr
Location � � � Box
3 3
Record Dates
FROM piet6 to � o d
Retention Period (from Records Retention Schedule)
- C;�(no y
Instructions:
1. Please complete form, typed, supplying all information
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number)
3. Email lindab a@cityofukiah notification box is ready for DickuD
Date Department h
User/Sender (first and last)
``�o f <<
Official Record Title (from Records Retention Schedule
Records are?
C3: r'f �\ tv c� s �r�,,�,�,� Public
Confidential ❑ Information
Date/Year to consider destruction
Permanent?
"?a Q Yes ❑ or No -,ET
Detailed Listing of Tote Box Contents (Please Do Not Write on Box):
Location
3 —!!�3
Record Dates
FROM to
Box 3�
Retention Period (from Records Retention Schedule)
G t U/p
:tel\ ti�ss d\J CD f13
J
Instructions:
1. Please complete form, typed, supplying all information
2. Place 3 copies inside Tote Box on top of records (one copy will be returned to you indicating the Location and Box number)
3. Email lindab@cityofukiah notification box is ready for pickup
M
RECORDS T�ZANSFER NOTICE
Date Department
9-1-00. City Manager
Record Title (From Records Retention Schedule)
Year to consider destruction: pp l�
Detailed Listing of Tote Box Contents (Do not write on Box)
703-02
703-02
704-02
703-02
704-03
703-02
703-02
703-02
703-02
703-02
703-02
703-02
703-02
703-02
'703-02
703-02
703-02
703-02
703-02
703-02
703-02
703-02
703-02
User/Sender
K. Yoast
Records are Public
Information or
Confidential? Circle One.
Permanent: Y or N
Cox, Jack
Davis, Mary L.
Farmer, Peggy l
Kooyers, Steven
Lampi, John & Doretta
k
Lutz, Marta
Mueller, Hilde
Olson, Robert
Schats Courthouse Bakery
Selitsch, Horst
Tate, Deborah
Taylor, Jennifer L.
Ukiah Ford
Walker, Patricia
Worster/Thompson, Inc.
Acevedo, Leon Refugio
Allen, Patsy J.
Alvarez, Francisco & Mari Cruz
Arrendo, Rolando
Bartolomei, Matt
Bell, Marilyn
Biggins, Nancy
UVSD Brenner. Sharon L.
Instructions:
1. Please type or print legibly
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
a: Kecords Retention: RTNform: 1/98
Location Box
�� b 3a3
Record Dates: Month Year Month Year
FROM: 1990 TO: -1995
Retention Period:
1994
1994
1994
1992
1994
1994
1994
1994
1994
1994
1994
1994
1994
1994
1994
1993
1993
1993
1993
1993
1993
1993
1993
RECORDS TRANSFER NOTICE
Date
Department
User/Sender
Location
Box
9-1-00
City Ilanager
K. Yoast
//
7th
Record Title (From Records Retention Schedule)
Records are Public
Record Dates: Month Year
Month Year
Information or
Confidential? Circle One.
FROM:
TO:
Year to consider destruction:
Permanent: Y or N
Retention Period:
Detailed Listing of Tote Box Contents (Do not write on Box)
/
t
703-02 Bliss, James
1993
b,
703-02 Carter, Howard
1993
U
601-03 Chrzanowski, Richard
1993 G
703-02 Gunby, Kathy
1993
703-02 Hair Express
1993
703-02 Harmon, Lee
1993
703-02 Hartman, Kari
1993
703-02 Hebert, Julie
1993
703-02 Hollander, Eileen
1993
703-02 Keltzler
1993
703-02 Kennedy Construction
1993'
703-02 Klayman, Robert
1993
703-02 Mahan, Duane, Ins.
1993
703-02 Malone, Linda & Sheridan
1993
703-02 Muzio, William
1993
703-02 Nor Cal Wood Products
1993
703-02 Noyd, Berniece
1993
703-02 Pacific Bell
1993
703-02 Para, Radomas
1993
703-02 Schapmire, Kathryn
1993
Instructions:
1. Please type or print legibly
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
a: rtecoros Ketention: K I Ntorm: 1198
RECORDS TRANSFER NOTICE
Date
Department
User/Sender
Location
Box
9-1-00
City Planager.
K. Yoast
�7
3 330j
j
Record Title (From Records Retention Schedule)
Records are Public
Record Dates: Month Year
Month Year
Information or
Confidential? Circle One,
FROM:
TO:-
O:-Year
Yearto consider destruction:
Permanent: Y or N
Retention Period:
Detailed Listing of Tote Box Contents (Do not write on Box)
703-02
Schebler, Melinda
1993
703-02
Smith, Richard
1993
.704-02
RCHDC
1993
703-02
Smart, Peggy & Dennis
1993
703-02
Summit, Don
1993
703-02
Travis, Janice
1993
703-02
Travis, Rick C.
1993
3-02
Ukiah - y ro ectric Plant
-
�a Recycling Center
1993
703-02
Vichy Springs Resort
1993
703-02
Woods, Jacqueline M.
1993
703-02
Yates, Theresa
1993
703-02
Yaw, Barbrie
1993
703-02
Bazzani, Michael A.
1992
703-02
Beltrami, Albert
1992
703-02
Blake, Joseph A. Jr.
1992
703-02
Boysen, Erik D.
1992
703-02
Butler, John & Rachelle
1992
703-02
Cardwell, Ludie D.
1992
703-02
Cartwright, Kristie
1992
703-02
Case, Larella
1992
703-02
Cline, Jean
1992
703-02
Cruz, Maria
1992
Instructions: 703-02
Davis, William Scott
1992
1. Please type or print legibly 703-02
Franks, H.S.
1992
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
a: Records Retention: RTNform: 1/98
i
RECORDS TRANSFER NOTICE
Date
Department
User/Sender
Location
Box
9-1-00
City Manager
K. Yoast
Record Title (From Records Retention Schedule)
Year to consider destruction:
Detailed Listing of Tote Box Contents (Do not write on Box)
Records are Public Record Dates: Month Year Month Year
Information or
Confidential? Circle One. FROM: TO:
Permanent: Y or N Retention Period:
703-02 Graham, Robby 1992
703-02 Gutierrez, Tony David 1992
703-02 Houps, Carol 1992
703-02
Hudson, Bill 1992 � �(
703-02 Keltner, Rolland, Jr. 1992 �J
703-02 McKinney, Lucille 1995
703-02 Lincoln, Sherry 1992
703-02 Nash, William L. 1992
703-02 Noyd, Lawrence 1992
703-02 Philbrick, Kerri 1992
703-02 Protection of EnvironmentalValues vs. City of Ukiah
703-02 Schiff, David Charles, M.D."
1992
703-02 Selitsch, Horst Michael
703-02 Selitsch, Horst Michael 1992
1992 r
703-02 Shasta Area Dam Public Utility 1992
703-02 Steinbrenner, Sandra J. 1992
704-03 Ukiah Valley Medical Center 1992
704-03 Ukiah Valley Medical Center 1992
Instructions:
1. Please type or print legibly
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
is rCecoros t<eienUon: K I Niorm: ii9b
RE11
nORDS TRANSFER NOTICE
Date
Department
User/Sender
Location
Box
9-1-00
CITY MANAGER
K. YOAST
� Gj b
3
Record Title (From Records Retention Schedule)
Records are Public
Record Dates: Month Year
Month Year
Information or
Confidential? Circle One.
FROM:
TO:
Year to consider destruction:
Permanent: Y or N
Retention Period:
Detailed Listing of Tote Box Contents (Do not write on Box)
703-02 Vargas-Ceja, Marie E.
1992
r
703-02 Weselsky, Bruce & Tammie
1992
703-02 Winter L.W. dba Ukiah Ambulance
1992
703-02 Williams, Thomas & Delving
1992 O
703-02 Arneson, Brian
1991
703-02 PG&E State vs. State Board of Equalization
1991
703-02 Tort Claims
703-02 Horst Selitsch Letter Response
703-02 Association for Protection of Environmental Values
In Ukiah / Bill &rami Rainer
1990
703-02 Environmental Center vs. City of Ukiah
1990
703-02 Moore, Michael R.
1990
703-02 Mora, Serafm Benitez
1990
703-02 Noyd, Berniece
1990
Instructions:
1. Please type or print legibly
2. Place copies 1 and 2 inside Tote Box on top of records
3. Retain copy 3 for follow up
P- Parnrric a ino
�a�i�srtl
Date Department: City Manager -Ad
min User/Sender:
1/17/06 Pollock
Record Title (From Records Retention Schedule) Records are
Various Front Desk Information Public Information X
or Confidential 75-
-----------
Year to consider destruction: 2007 0 /D Permanent?
Yes or No
Detailed Listing of Tote Box Contents (Do not write on Box):
Front Desk Receipt Books 8/30/01 — 7/23/04
Conference room scheduling book 12/29104 — 2/6/05
Vehicle scheduling books(2) 6130/03 — 4/20/05
Monthly exercise log - 2004
Coffee fund records 1997 - 2003
Location Box
Q I
10(
Record Dates: Month /Year Month / Year
FROM: 3/01 TO: 5/05
Retention Period: 2 years
Phone Message pads (3/19/01 — 6/27101) (1/17/02 — 914/02) (9/4/02 — 9/2103) 612/03 — 8/20/04) (8/24/04 — 5/3/05)
Instructions. -
1. Please type or print legibly
2. Place 3 copies inside Tote Box on to
Records: Retention
of records (one copy will be returned to
the Location and Box num
MCf'�^M I-. t-� -1-r-% A
�.ITEM NO.:
DATE.MEETING
City a-r-Z-1k1:afi
AGENDA SUMMARY REPORT
7e
April 7, 2010
SUBJECT: UPDATE REPORT REGARDING STATUS OF WATER EMERGENCY CONDITIONS
NECESSITATING EMERGENCY RESOLUTION TO EXPEDITE CONSTRUCTION OF
OAK MANOR DRIVE WATER WELL
Background: On March 4, 2009, at a regular meeting of the Ukiah City Council, an emergency resolution
was adopted to expedite the construction of a water well at Oak Manor Drive in Oak Manor Park to the
east of the tennis courts. Pursuant to Public Contracts Code Section 22050(b)(1), the City Council
delegated authority to the City Manager to order action pursuant to subparagraph (a)(1) of that section
and directed the City Manager to undertake all steps necessary to have the well constructed without
going through a formal competitive bidding process. Pursuant to Public Contracts Code Section
22050(b)(3), adoption of this resolution requires the City Manager to report back to the City Council at its
next regular meeting setting forth the reasons justifying why the emergency will not permit a delay
resulting from the formal competitive solicitation for bids for the well and why the action is necessary to
respond to the emergency.
Discussion: The reasons for the emergency were set forth in Resolution No.2009-12. These reasons
continue to exist: 1) the State of Emergency declared by the Governor of California due to drought
conditions, 2) recommendation to municipalities from Victoria Whitney, Deputy Director for Water Rights
for the State of California Water Resources Control Board, that drought conditions may necessitate
suspension of surface water rights this summer and to secure groundwater sources, 3) the time required
to drill, develop, and construct a temporary connection from a new groundwater well into the City's water
distribution system is not sufficient to comply with the noticing requirements of the Public Contracts Code
formal bidding process.
The date of the bid opening for construction of the Gobbi Street well head and pump house was June 18,
2009. The contractor mobilized their equipment on site on July 13. Substantial completion of this project
was November 10th. The time required from the bid opening to substantial completion of the Gobbi Street
well head and pump house was approximately five months.
Continued on Paae 2
Recommended Action(s): Receive the report.
Alternative Council Option(s): Reject recommended action(s) and provide staff with alternate
direction.
Citizens advised: n/a
Requested by: Tim Eriksen, Director of Public Works/City Engineer
Prepared by: Ann Burck, Deputy Director Public Works — Water & Sewer Division
Coordinated with: Jane Chambers, City Manager
Attachments:
Approved:
Jane hambers, City Manager
In the December 16, 2009 Agenda Summary Report, Item 7d, a best case schedule was developed
assuming the Oak Manor well head and pump house bid in December 2009 and construction started no
later than January. With this schedule it was possible the Oak Manor well (Well #8) would have been
completed in May 2010. This completion date assumed a shortened bid period and no delays due to
weather or other circumstances.
Bids were issued on January 8, 2010. The revised schedule includes the January bid date and a 30 day
noticing period with bids due February 9th. The lowest, qualifying bid was submitted by Wipf Construction
in the amount of $377,000 and was approved by Council on February 17th. Construction is expected to
begin in April depending on the weather. There needs to be 7 to 10 days of dry weather before the
ground in dry enough to start construction.
ITEM NO.: 7f
MEETING DATE: April 7, 2010
•. •� • •• •• •••A•
• NOW
. • • A •
Summary: The Cleveland Lane Community Garden was under the umbrella of the Ukiah Community
Center from 2001-2004 and then under the umbrella of Nuestra Casa. At this time the Garden is being
operated by North Coast Opportunities (NCO) Community Gardens Project. The City has retained the
appropriate insurance documents to cover the operation of the activities but a formal lease agreement
has not yet been executed.
Background: The Cleveland Lane Community Garden is located to the East of the Grace Hudson
Museum on property that was acquired through heirs of the Carpenter -Hudson family. (Attachment #1
Parcel Map) Specifically, the property has been set aside for future development of the Museum
complex. In 2001 the garden was constructed at the direction of City Council as a temporary use of the
land. City staff collaborated with the Ukiah Community Center and the Hunger Task Force. More
recently Nuestra Casa and North Coast Opportunities have made significant contributions to the
success of the garden. There are currently thirty-one 20'x20' plots. An average of eight people eat the
produce from each plot totaling 248 people. The garden produced 8,280 pounds of produce during the
summer of 2009.
Discussion: The Cleveland Lane Community Garden has been a successful partnership between the
City of Ukiah and the various community based agencies. At this time North Coast Opportunities
Gardens Project is proudly leading the charge. The Gardens Project is working to develop additional
community gardens in the Ukiah area. They are well prepared to continue in the management and
operation at the Cleveland Lane site. The draft lease agreement is included here as Attachment #2.
Recommended Action(s): Authorize City Manager to negotiate and execute lease agreement for the
temporary operation of the Cleveland Lane Community Garden.
Alternative Council Option(s): Determine lease agreement is inappropriate at this time and provide
staff with direction.
Citizens advised: NCO Community Gardens Project, Sun House Guild
Requested by: NCO Community Gardens Project
Prepared by: Katie Merz, Community Services Supervisor
Coordinated with: Sage Sangiacomo, Assistant City Manager, Sherrie Smith -Ferri, Museum Director
Attachments: 1. Parcel Map
2. Draft Lease Agreement
Approved:
Jan1 f jChambers, City Manager
161
ATTACHMENT I
to oa
2eti Vie .»
1'6
5
The Community Garden is administered by the NCO Gardens Project and maintained through a network
of volunteers. Each plot is assigned and cared -for under a formal contract. The contract includes
policies and guidelines for the maintenance of the plot. There is also a volunteer Garden Coordinator
who oversees the communication and enforcement of the policies. For example last year the garden
converted from hand watering to a drip irrigation requirement in an effort toward water conservation.
Each family was required to install drip irrigation at their plot and the neighboring plots assisted one
another in this process.
Currently the City provides oversight of the general area which includes staff time for communication,
routine visits for supervision, tracking and reporting of vandalism, and resources such as the water
utility. Staff feel that the small effort on the part of the City has contributed to a strong partnership and
overall a healthy and active Community Garden. Staff recommends that the Council authorize the City
Manager to complete the steps necessary to execute the lease agreement.
Fiscal Impact:
F1 Budgeted FY 08/09 1-1 New Appropriation ® Not Applicable F1 Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation Requested
This Lease, made this 15t day of , 2010, by and between the City of Ukiah, State of
California, acting by and through its City Council, hereinafter referred to as "Lessor" and North
Coast Opportunities, a non-profit corporation organized and existing under and in compliance
with the laws of the State of California and its officers, hereinafter referred to as "Lessee".
RECITALS:
1. Lessor has the authority contained in Government Cod
determine that the use of certain property owned by t
use at this time and is available for Lease; and
2. The use of said property by the Lessee would be and is
City of Ukiah.
1. LEASE.
The parties hereto agree on the tE
does hereby let to Lessee and Lessee doe
Parcel #002-281-27 as more specifically d
A
The initial term of
the option for three (3). one
As rent for the term h
Dollar ($1.00) per year in full
{{37380 and 37395 and does
e Lessor is not required for its
al for the citizens of the
condition's hereinafter expressed. Lessor
hire from Lessor a portion of Assessor's
on the attached "Exhibit A".
at the execution date and end December 31, with
demised, Lessee agrees to pay to Lessor the sum of One
eration hereof for the use of said property.
3.1. Lessee specifically represents that it does not intend to make a profit on the use of
the leased premises. All income derived from use of the leased premises shall be used
exclusively to sponsor or promote community gardening on the leased premises or for
improvements to the leased premises.
3.2. Lessee shall maintain regular books of account which it shall make available to
Lessor upon demand for inspection or audit.
3.3 Lessee agrees to provide signage in a location of visibility on the leased premises
which identifies Lessor as a sponsor of the Community Garden.
1
4. USE AND IMPROVEMENTS
Lessee hereby agrees to install all improvements which shall become part of said
property and title to said improvements shall be vested in the Lessor upon termination of this
Lease except as set forth herein.
4.1. Lessee shall use the leased premises exclusively as a community garden under the
Lessee's sponsorship and supervision.
4.2. Improvements, excavations, removal of any trees, k
and other modifications to the property shall be the sole respor
approved by Lessor prior to conducting work.
4.3. Lessee agrees to keep the premises and all improve
and to bear the full cost for maintenance of all improvements.
4.4. Lessee shall acquire the necessary and requires
regulating body for the development proposed under this I
4.5. Lessee is responsible for the relocation, alterat
reconstruction of any municipal or private facilities, structu
premises which are presently in use or abandoned. _
4.6. Lessee
leased premises at any ti
except in full compliance
the State of California. L,
of 10:00 PM. Lessee sha'l
rush, grass or improvements
sibility of Lessee and shall be
in good repair and order
its from the appropriate
removal, construction,
)r utilities existing on leased
sure that no alcoholic beverages are possessed or consumed on the
e. Lessee shall not use or permit the leased premises to be used
10:00 PM and 8:00 AM, and
requirements.
4.7. Lessee shall furni
premises, including, but not 1
garbage collection.
S. ASSIGNMENT.
all rules, regulations, laws or ordinances of the City of Ukiah and
shall not permit use of the property for any reason after the hour
permit vehicles to park on the premises between the hours of
call properly post the premises in accordance with Vehicle Code
its sole expense all utilities necessary for use of the leased
I to, water, sewer service, electricity, natural gas, and
Lessee will not assign this Lease or any interest therein and will not let or underlet the
said premises or any part thereof without the prior written consent of the Lessor.
2
6. INDEMNIFICATION AND INSURANCE
6.1. Lessor shall not be liable for and is free from the cost of any damages for personal
injury or property damage resulting from the use made by Lessee of the demised premises, any
defective condition or faulty construction of the demised premises existing at the time of
letting or arising thereafter and Lessee covenants and agrees to indemnify and hold harmless
said Lessor and its officers, agents and employees from and against any and all liability, loss,
cost, or other obligation, including reasonable attorney's fees, on account of or arising out of
any such injuries or losses however occurring.
6.2. Lessee covenants and agrees during the life of this Lease at Lessee's sole expense
to comply with the requirements of Exhibit B, Insurance Requirements for Lessees (No Auto
Risks), attached hereto and incorporated herein by reference.
6.3. Notwithstanding the provisions of Exhibit B requiring Lessee to procure workmen's
compensation insurance, Lessee need not procure such insurance provided all of the following
conditions are met:
a. It maintains its status as a non-profit tax exempt organization;
b. Its Board of Directors takes no action to designate any person providing
services or work to the organization as its employee; and
C. All ,persons performing services for the organization do so strictly as
volunteers without receiving any compensation whatsoever.
Lessee shall immediately notify Lessor if it fails to meet all of the conditions of this
paragraph 6.3 and shall immediately thereafter comply with the workmen's compensation
provisions of Exhibit B.
7. TERMINATION.
7.1. This lease or any renewal thereof, may be cancelled for any reason by either party
on thirty (30) days written notice to the other party.
7.2. Lessor can cancel this Lease immediately for any breach of this lease by Lessee,
including, but not limited to, failure to provide insurance, without any prior notice to Lessee.
8. ATTORNEY'S FEES.
Lessee shall pay Lessor its reasonable costs and attorney's fees if Lessor prevails in any
legal action to enforce any of the terms of the Lease.
3
9. TIME OF ESSENCE.
Time is of the essence of this agreement.
10. WAIVER.
City's waiver of any default in Lessee's performance of any condition of this Lease,
including the obligation to pay rent, shall not constitute a waiver of remedies available for a
subsequent breach of the same or a different condition of this Lease. Acceptance of
subsequent rental payments from Lessee or its assignees shall not constitute a waiver of the
failure of Lessee to pay rent or obtain prior approval to an assignment of this Lease.
FIF�►�Ci1�C�
Any written notice required
United States mail, postage prepaid
TO LESSEE:
North Coast
The Gardens
776 S State S
Ukiah, CA 95
12. PARAGRAPH HEADINGS'.
Paragraph headings are
intended to define or limit the ;
13. PREVIOUS AGREEMENTS.
shall be deemed sufficient when placed in the
dressed as follows:
Ukiah Civic Center
300 Seminary Avenue
Ukiah, CA 95482
:luded for the convenience of the parties and are not
pe of this Lease.
Any and all existing statements or agreements, whether oral or written, or renewals
thereof, between the parties hereto, covering the same subject matter, are hereby cancelled
and superseded by the terms of this Lease, and such prior agreements, statements or
understandings shall have no further force or effect.
9
14. DUPLICATE ORIGINALS
This Lease may be executed in one or more duplicate originals bearing the original
signature of both parties and when so executed any such duplicate original shall be admissible
as proof of the existence and terms of this Lease.
Entered on the date first written above.
CITY OF UKIAH
By:
Title:
ATTEST:
City Clerk
NORTH COAST OPPOTUNITIES
By:
Title:
+m ITEM • •
PI
�- ' • 1 1
DATE:
MEETING
,city c-,rfukiftzh
AGENDA SUMMARY REPORT
SUBJECT: ADOPTION OF RESOLUTION WAIVING THE 60 -DAY NOTIFICATION
REQUIREMENT FOR ESTABLISHING A COUNTY FACILITY IN THE CITY (123A &
123B LESLIE STREET), PURSUANT TO GOVERNMENT CODE 25351
SUMMARY: The Mendocino County Health and Human Services Agency has requested a waiver from the
60 -day notification requirement, as established by Government Code Section 25351, to lease 123A and
123B Leslie Street for use by the Human Services Agency to relocate clients capable of independent living
from costly out -of -County settings to local residential settings. Government Code Section 25351 provides
for such a waiver if the City Council adopts a Resolution to this effect. Without the waiver, the County
would simply have to wait the 60 days otherwise required by State law before leasing the office space.
As indicated in the attached correspondence from Debra Reed, Facilities and Project Manager of the
Agency, the County hopes to lease the space and begin occupancy sooner than 60 -days. Without the City's
waiver of the 60 -day notification requirement, the County would have to delay relocation of staff into the
buildings.
The Ukiah General Plan designates the property as "MDR" (Medium Density Residential) and the zoning
classification is "R-2" (Community Commercial), which allows residential ("independent living') land uses.
Staff can find no reason to oppose the County's immediate lease and use of the residential building, and
therefore believes the 60 -day noticing waiver is supportable.
Fiscal Impact:
7 Budgeted FY 09/10 ❑ New Appropriation Fx—] Not Applicable ❑ Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested
Continued on Paqe 2
Recommended Action(s): Adopt the Resolution waiving the 60 -day noticing requirement pursuant to
the provisions contained in Government Code Section 25351.
Alternative Council Option(s): Do not adopt the Resolution, thereby require the County to wait 60
days to lease and use the building at 123A and 123B Leslie Street.
Citizens advised:
Requested by: Debra Reed, Health and Human Services Agency
Prepared by: Charley Stump, Director of Planning and Community Development
Coordinated with:
Attachments: Waiver Resolution, Reed Correspondence dated 3129/10, Site Location Map
Approved: ��,�... ,,�. ✓'`
Janhambers, City Manager
1
• ;•:Lei• •
WHEREAS,
1. Government Code §25351 requires that a County notify a City in advance of its
intent to locate a County facility in the incorporated area; and
2. Government Code §25351 further requires that said advance notification occur at
least 60 days prior to use and occupancy of the County facility, unless the City
Council waives the notification requirement by Resolution; and
3. The Mendocino County Health and Human Services Agency has requested a
waiver of the 60 -day notification requirement to lease and use the building
located at 123A and 123B Leslie Street for residential independent living space
for use by the Human Services Agency to relocate clients capable of independent
living from costly out -of -County settings to local residential settings; and
4. The granting of the waiver will enable the Health and Human Services Agency to
immediately lease and occupy the building rather than waiting 60 -days; and
5. The use of the building by the Social Services Special Investigations Unit would
not be inconsistent with any City code, or the goals and policies of the Ukiah
General Plan.
NOW, THEREFORE, BE IT RESOLVED that the City of Ukiah grants the County of
Mendocino Department of General Social Services a waiver of the 60 -day notification
requirement to lease and use the building located at 123A and 123B Leslie Street for residential
space for use by the Human Services Agency to relocate clients capable of independent living
from costly out -of -County settings to local residential settings.
PASSED AND ADOPTED on this 7th day of April, 2010, by the following roll call vote:
Benj Thomas, Mayor
JoAnne M. Currie, City Clerk
Stacey Cryer
Interim Director
Administration
1120 S. Dora St.
Ukiah, CA 95482
Ph.: (707) 472-2333
Fax: (707) 472-2335
Employment and Family
Assistance Services
Sandi Brown, Deputy Director
(707) 463-2437
Fax: (707) 463-7859
Fiscal
Doug Gherkin,
Chief Financial Officer
(707) 463-7882
Fax: (707) 472-2335
Staff Resources
Pat Meek, Manager
(707) 472-2339
Fax: (707) 467-5834
®®
Adult and Older Adult
System of Care
Susan Era, Director
747 S. State St.
Ukiah, CA 95482
(707)463-7900
Fax: (707) 463-7979
Children and Family
System of Care
Mary Elliott, Director
860 N. Bush St.
Ukiah, CA 95482
(707)463-5481
Fax: (707) 463-4043
a®®
Community Health
Services
Stacey Cryer, Director
1120 S. Dora St.
Ukiah, CA 95482
(707)472-2600
Fax: (707) 472-2773
®�o
ATTACHMENT
Mendocino County Health and HumanServices Agency
.Yeafthy People, Jfeafthy Communities
March 29, 2010
City Council
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
MAR 2 9 201U
CITY CLERK DEPARTMENT
RE: County Lease of 123 Leslie St, Ukiah, California
Honorable Council Members:
The County of Mendocino wishes to lease two houses located at 123A &
123B Leslie Street, Ukiah, from owner, Robert Gitlin, for use by the Health
and Human Services Agency.
By way of this letter, we hereby request that the City Council adopt a
resolution waiving the 60 -day notification requirement (reference Government
Code Section 25351). Your Cooperation in granting this request will enable
the Health and Human Services Agency to begin utilization of this location
sooner than 60 days. In the absence of such waiver, the County must delay a
process to relocate clients capable of independent living from costly out -of -
County settings to local residential settings. In addition to reducing
operational costs, the relocation will allow the Agency to utilize local
resources to provide better service, and benefit the community by expending
dollars locally.
Thank you for your cooperation in this matter. If you have any questions,
please feel free to contact me at 463-7802.
Sincerely,
Debra Reed
Facilities and Project Manager
Health and Human Services Agency
(707) 463-7802
ATTACHMENT
123 Leslie Street
APN 002-245-16
7h
MEETING DATE: April 7, 2010
Elel F* k9 FeT.,9 a U T F IMMA RZ 41 ke) A I
SUBJECT: AWARD CONTRACT FOR• - • OF ORTS
COMPLEX PLAYGROUND TO EARTHSTONE CONSTRUCTION,
AMOUNTINC IN THE OF
Summary: In the summer of 2009 staff was approached by community members regarding a plan for a
new play structure at the Ukiah Sports Complex. To date over $32,000 has been raised in this effort.
Community Services Staff have collaborated with the Purchasing Supervisor in the request for proposals
and have reviewed the submittals.
Background: Ukiah Sports Complex is located off Highway 101 North at River Street and hosts a
variety of activities. With over 157 teams there are more than 2,000 players in the City run softball
leagues. The City operates league games five nights per week. There are also youth soccer games,
youth baseball practices and tournaments for both youth and adults occurring at the Complex. With all
of this activity it was determined that a play structure would be an appropriate addition.
Community members contacted Sports Coordinator Jake Burgess to discuss their ideas about the
fundraising and construction of a play structure. The funding came together very quickly. The
community members organized a large softball tournament with proceeds to benefit the play structure.
Large sums were donated by Ukiah Valley Medical Center and Mendocino First 5. Additional
contributions from individuals and businesses helped us to exceed our goal of $30,000.
In February 2010 the City released a Request for Proposals and received eleven qualified submittals.
The proposals were reviewed by a committee including softball players, community members, and City
staff. Criteria for the proposals included the variation in the features and accessibility by multiple ages
and abilities. Further considerations were made based on what features are currently in operation at
City parks and what features will be sustainable and low maintenance over time.
Recommended Action(s): Award contract for the construction of the Ukiah Sports Complex
playground structure to Earthstone Construction, Inc. in the amount of $29,342.
Alternative Council Option(s): Remand to staff with further direction.
Citizens advised: Park, Recreation, Golf Commissioners, Softball Players
Requested by: N/A
Prepared by: Katie Merz, Community Services Supervisor
Coordinated with: Jake Burgess, Sports Coordinator, Mary Horger, Purchasing Supervisor, Stephanie
Young, Recreation Supervisor, Sage Sangiacomo, Assistant City Manager
Attachments: 1. Playground Design
2. Playground Location Map
Approved:- ► _ '� --
J . Chambers, City Manager
The top-rated proposal was submitted from Earthstone Construction, Inc. The structure has a variety of
platforms heights and elements which are attractive and useful for small children and large children.
The donation of funds from Mendocino First 5 set a requirement for features which would be appropriate
for children ages zero thru five and the Earthstone structure meets that requirement. The final selection
process was presented to the Park, Recreation and Golf Commission on March 16, 2010. The
Commissioners unanimously supported the selection of the Earthstone structure.
Discussion: The full project will include preparation of the site area, installation of the structure,
perimeter playground timbers for "fall -zone", ADA compliant entry ramp, and playground bark. When the
project is complete there will be a 2,300 square foot playground facility. Attachment #1 shows the site -
plan and renderings. The renderings include sample colors and upon approval staff will work with the
vendor to assign colors to each element. Criteria for color selection includes following an earth -tone
theme, considering dark colors can attract heat, and light colors can show damage or vandalism. Staff
will work with the vendor to ensure the colors are suitable.
The project area will be located near the concession building which is central to the parking lot and the
three softball fields. This area is easily visible to supervise and currently sits as an under-utilized space
in the park. The installation and placement of the structure will enhance the Sports Complex as an
added amenity and will also be welcoming and inviting to those individuals entering the Complex. The
installation location is identified in Attachment #2.
If approved, staff will work with the vendor and construction will occur in the coming months so that the
structure can be utilized during the summer season. The community members who carried this process
through are eager to see the structure in place. Community members and softball players continue to
be wonderful advocates for City programs and have played an enormous role in the success of the
activities at the Sports Complex. Staff is tremendously grateful to the community members for their
contributions.
Funds for this project are being held in trust account 900.205.236 dedicated for the Sports Complex
Playground. At this time staff recommends that Council award the contract for the construction of the
playground structure at the Ukiah Sports Complex to Earthstone, Inc. in the amount of $29,342.
Fiscal Impact:
Budgeted FY 09/10 F-1New Appropriation Not Applicable Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation Requested
$29,342 Sports Complex Playground Fund 900.205.236 N/A
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Attachment
City of Ukiah
Proposals D •
PM o
City of Ukiah Playground Equipment — Request for Proposal
I. Introduction
City of Ukiah is seeking proposals new playground equipment and installation at the Ukiah
Softball Complex, located at 905 City Well Road, Ukiah, California, 95482.
II. Contact Person
The City has designated Mary Horger, Purchasing Supervisor, as the contact person for
questions related to the work requested. She can be reached by phone at (707) 463-6233, by fax at
(707) 463-6234, or by e-mail at mhorgerAcityofukiah.com.
III. Site Investigation
Before submitting a proposal, Contractor shall make all investigations and examinations
necessary to ascertain all site conditions and requirements that affect the full performance of the
contract and to verify any representations made by the City upon which the contractor will rely. If
the Contractor receives an award as a result of its proposal submission, failure to have made such
investigations and examinations will in no way relieve the Contractor from its obligation to comply
in every detail with all provisions and requirements of the contract, nor will a plea of ignorance of
such conditions and requirements be accepted as basis for any claim whatsoever by the Contractor
for additional compensation. Changes to the request for proposal will only be done by written
amendment. Oral statements or instructions will not constitute an amendment to this solicitation.
IV. Project Budget and Completion Date
The total budget for this project is $30,000, which must not be exceeded and must
include all costs. Project must be completed no later than May 1St, 2010.
V. Scope of Work
Contractors are to submit proposals for providing and installing new playground equipment,
including border and engineered wood chips for the base. Prices offered must include complete site
preparation and installation, and to include all materials, labor and any incidentals.
Proposals are to be based on the following information:
1. Foot print for playground area: 50 feet x 50 feet (See Attachment "A" for Playground site
map, and pictures of the site — 4 pages total)
2. Equipment proposed shall be the newest and latest model in current production. Used,
remanufactured, shopworn, demonstrator, prototype or discontinued models are not
acceptable unless otherwise stipulated under this RFP.
3. Playground to be age appropriate for 2-12 years.
2
City of Ukiah
Playground Equipment — Request for Proposal
4. All equipment/materials must meet current U.S. Consumer Product Safety Commission
CPSC) and American Society for Testing and Materials (ASTM) guidelines and standards as
set forth in the Handbook for Public Playground Safety as intended by SB 2733.
Configuration of and equal access to all apparatus and areas shall comply with Americans
with Disabilities Act (ADA) requirements for public agencies. In addition, all
equipment/materials and installation of such equipment/materials must meet with the
requirements of the Safe Neighborhood Parks, Clean Water, Clean Air and Coastal
Protection Bond Act of 2000 (Proposition 12) and California Clean Water, Clean Air, Safe
Neighborhood Parks, and Coastal Protection Act of 2002" (Proposition 40).
5. All equipment is to be constructed, primarily of metal, plastic, treated/composite wood
product or other suitable material which has been pre -approved by the City. Requests must
be submitted in writing to the Purchasing Supervisor no later than five days prior to the
proposal due date. Slide bedways are to be constructed of plastic or composite, not metal.
The City encourages the use of recycled materials.
6. In no case shall footings be drilled with six (6) feet of any mature trees. Tree canopies or
other obstacles must be taken into account when planning equipment layouts.
7. Before the project is considered complete, and final payment is made, awarded proposer will
provide:
a. Written guarantee for all equipment.
b. Parts list for all equipment.
c. Recommended maintenance schedule for all equipment.
d. Installation manual and specifications.
e. Documentation of compliance with CPSC, ASTM and ADA guidelines.
f. Two (2) sets of any specialized assembly and/or maintenance tools (e.g. vandal —
resistant wrenches, etc).
VI. Proposal Submittal Instructions
Proposals are to be submitted in hardcopy or by email. Faxed copies will not be accepted. If
submitted in hardcopy, 6 copies are to be submitted. Proposals are due on or before 5 PM,
February 23, 2010.
City of Ukiah
Attn: Mary Horger, Purchasing Supervisor
411 West Clay Street, Ukiah, CA 95482
Phone: (707) 463-6233
Email: mhorgergcitvofukiah.com
VII. Proposal Format
Proposals shall include the following:
1. Cover letter that:
3
City of Ukiah Playground Equipment — Request for Proposal
a. States the firm understanding of the work to be performed.
b. The commitment to perform the work.
c. Statements as to why the firm believes it is qualified to do the work.
d. States that the firm's offer is a firm, irrevocable offer for 90 days.
2. A scaled layout of the site, indicating the equipment location, surfacing type, access
routes, drainage, fall zones, and no encroachment zones.
3. A list of proposed play components/amenities.
4. Corresponding photos, brochures, or catalog cuts of equipment and surfacing material(s).
5. A chart of available colors for all equipment.
6. A written description of work proposed for each site, to include a detailed description of:
a. The proposed equipment
b. Surfacing material(s)
c. Installation procedure
d. Drainage work (if necessary)
e. Protection of existing improvements.
f. Site security and protection of the public during installation period
g. Any other work involved in the site preparation and equipment
7. Proposed project schedule after award, for delivery and completion of playground site.
8. Cost proposal — provide a detailed cost proposal, to include all materials, equipment,
labor and any incidentals of any and every nature. The proposal shall be a firm, fixed
price.
9. References - The City will satisfy itself that the potential firms are reputable with a
proven track record and a proven product. Provide the information requested under Work
Performance History Capability. References are to be those who you have performed
similar scope of work as asked for in this RFP. References are to include the contact
naive and phone number. A minimum of three references are requested.
10. Subcontractors — If using subcontractors, provide their company name, address, State of
California contractor's license number, and a description of the work to be performed.
11. Indemnification Agreement — Include a signed copy of the agreement provided in this
RFP with the proposal.
12. Statement Regarding Insurance Coverage — include a signed copy of this form with the
proposal.
13. Exceptions — Identify any exceptions you are proposing with respect to this RFP.
VIII. Terms
The City asks that firms specify their desired payment preferences in their proposal response.
The actual payment terms of the contract will be open for negotiation during the contract phase. If
no special payments are requested prior to issuing the work, the City will assume net 30 day terms.
M
City of Ukiah Playground Equipment — Request for Proposal
IX. Warranty, Manufacturer
Manufacturer shall fully warrant all materials and equipment furnished under the terms of
this bid against poor and inferior quality. While under warranty, manufacturer shall repair or replace
defective materials or equipment in a timely manner to minimize the disruption of City operations.
A copy or description of the manufacturer's warranty shall accompany each proposal for the
material and equipment proposed, detailing the scope and length of the warranty. Where the
successful firm is also the manufacturer of the materials or equipment provided under this proposal,
the Manufacturer's Warranty requirement will supersede the successful proposer warranty
requirement of this proposal.
X. Warranty, Successful Proposer
Successful firm shall fully warrant all materials and equipment furnished under the terms of
this RFP against poor and inferior quality, for a period of not less than one (1) year from date of the
final acceptance by the City. While under warranty, successful bidder shall repair or replace
defective materials or equipment in a timely manner to minimize the disruption of City operations.
XI. Insurance Requirements
Bidder's attention is directed to the insurance requirements — see attached detailed insurance
requirements. Contractors shall furnish to the City, upon award of contract, certificates of insurance
covering full liability under Worker's Compensation laws of the State of California, Comprehensive
General Liability and Business Auto Insurance with policy limits of not less than $1,000,000 naming
the City as an additional insured party.
It is highly recommended that contractors confer with their respective insurance carriers or
brokers to determine in advance of bid submission the availability of insurance certificates and
endorsements as prescribed and provided herein. If an apparent awarded contractor fails to comply
with the insurance requirements, that contractor may be disqualified from award of the contract. If
you have questions regarding the City's requirements, please contact the City's Risk Manager at
707-463-6287.
XII. License and Additional Requirements
I) Compliance with Laws and Regulations: All materials, parts and equipment furnished
pursuant to these specifications shall be in compliance with the laws and regulations of the State of
California and OSHA. The firm shall, if requested by the City, supply certification and evidence of
such compliance.
2) Legal Requirements and Permits: The proposer agrees to frilly comply with all local, City,
State and Federal laws, regulations and ordinances governing performance of contractual services
required, and it will be the responsibility of the proposer to obtain any and all necessary licenses,
permits or clearances, including the actual cost of licenses.
3) License Requirements: Proposer must possess a current State of California contractor's
license and a City of Ukiah business license. (For information business license, please contact
Kathy Norris, City of Ukiah Finance Department at 707-463-6202.)
a) The Contractor shall possess a valid State of California Class A or D 3 4 license or any other
specific to the completion of the job and/or other license(s) required by the State of California or
City of Ukiah
Playground Equipment — Request for Proposal
government agencies.
Proposer shall provide proof of possession of the proper licenses and certificates of
registration necessary to perform the work. Employees actually performing the tasks shall
provide proof of proper certificates of registration for same.
b) The proposer shall keep in force a City of Ukiah business license for the extent of the
project.
c) Where subcontractors/jobbers are used, proposer shall provide the City with proof of proper
licenses, certificates and proof of insurance for work performed.
4) Notice — Prevailing Wages - Each laborer or mechanic of Contractor or any subcontractor
engaged in work on the project under this contract shall be paid, pursuant to provisions of
Section 1770, including amendments thereof, of the Labor Code of the State of California, the
Director of the Department of Industrial Relations, State of California, has ascertained the
general prevailing rate of wages for straight time, overtime Saturdays, Sundays and Holidays
including employer payment for health and welfare, vacation, pension and similar purposes,
copies of the General Prevailing Wage Determination (applicable to the work), for the locality
in which the work is to be done can be reviewed at Website:
www.dir.ca.gov/dlsr/pwd/noithern.html .
XIII. Proposal Evaluation
The City will select the firm whose proposal is determined by the City to be the most
responsive and responsible proposal and the best advantage to the citizens of the City of Ukiah.
Failure to supply any information requested to accompany proposals may be cause for rejection
of the proposal as non-responsive. The City Purchasing Agent reserves the right to request
additional information if clarification is needed.
The City, in making the award, shall take into consideration the following criteria in evaluating
the proposals:
® Overall responsiveness to RFP
® Experience and reputation of proposer
® Compliance with all applicable safety standards
® Pricing
• Quality, durability, and quantity of equipment offered.
® Innovation/creativity of site/equipment design.
® Variety of equipment
• Ability of proposer to provide repair parts and service
® Availability of equipment and lead time for delivery and installation.
® Warranty.
XIV. Right of Refusal
The City reserves the right in the exercise of their unfettered discretion to reject any and
all proposal. Proposals will be considered only in their entirety. The City reserves the right to
negotiate the specific requirements and costs of the work described herein.
City of Ukiah Playground Equipment — Request for Proposal
Contractor agrees to accept all responsibility for loss or damage to any person or entity, and
to defend, indemnity, hold harmless and release the City, its officers, agents and employees, from
and against any and all actions, claims, damages, disabilities, or costs of litigation that may be
asserted by any person or entity, arising out of or in connection with the negligent or willful
misconduct in the performance by contractor hereunder, whether or not there is concurrent, passive
or active negligence on the part of the City, but excluding liability due to the sole active negligence
or willful misconduct of the City. This indemnification obligation is not limited in any way by any
limitation on the amount or type of damages or compensation payable to or for Contractor or its
agents under Workmen's Compensation acts, disability benefits acts or other employee's benefits
acts.
Contractor shall be liable to the City for any loss or damage to City property arising from or
in connection with Contractor performance hereunder. The undersigned acknowledges that this
document, together with the resulting purchase order issued by the City, the insurance requirements
for contractors, and the Contractor Statement Regarding insurance coverage comprise a written
agreement between the Contractor and the City binding on both parties.
This proposal is submitted by, (check one)
Individual Owner Partnership Corporation Other
Legal Name of Company
Company Address
Tax ID#
Phone Number
Fax Number
California State Contractor's License #: Expiration Date:
Date
Signature
Print or Type Name:
Title
City of Ukiah Playground Equipment — Request for Proposal
WORK PERFORMANCE DATA
HISTORY AND CAPABILITY: Provide the name, locations and a narrative statement on the work performed.
WORK PERFORMED
1. COMPANY NAME:
CONTACT:
ADDRESS:
2. COMPANY NAME:
CONTACT
ADDRESS
PHONE:
3. COMPANY NAME:
CONTACT:
ADDRESS
PHONE:
4. COMPANY NAME:
CONTACT:
ADDRESS:
PHONE:
5. COMPANY NAME:
CONTACT:
ADDRESS:
PHONE:
F;
City of Ukiah
Playground Equipment — Request for Proposal
SUBCONTRACTORS: The proposer must submit a list of subcontractors whom he proposes to employ on the work with proper firm
name and business address of each.
Subcontractor's Name Work to be performed
Address
City/State/Zip
Phone Number Fax Number
License Number/Type/Expiration Date
Subcontractors Name Work to be performed
Address
City/State/Zip
Phone Number Fax Number
License Number/Type/Expiration Date
Subcontractors Name Work to be performed
Address
City/State/Zip
Phone Number Fax Number
License Number/Type/Expiration Date
0
City of Ukiah Playground Equipment — Request for Proposal
I. Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Insurance Services Office Commercial General Liability coverage (Form No. CG 20 10 10 01
and Commercial General Liability — Completed Operations Form No. CG 20
3710 01).
B. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code
1 (any auto).
C. Worker's Compensation insurance as required by the State of California and Employer's Liability
Insurance.
II. Minimum Limits of Insurance
Contractor shall maintain limits no less than:
A. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage
including operations, products and completed operations. If Commercial General
Liability Insurance or other form with a general aggregate limit is used, either the general aggregate
limit shall apply separately to this project/location or the general aggregate limit shall be twice the
required occurrence limit. Insurance must be written on an occurrence basis.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. Insurance
must be written on an occurrence basis.
C. Worker's Compensation Employer's Liability: $1,000,000 per accident for bodily injury or disease.
III. Deductibles and Self -Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require
the insurer to reduce or eliminate such deductibles or self-insured retentions with respect to the City, its
officers, officials, employees and volunteers; or the Contractor to provide a financial guarantee satisfactory to
the City guaranteeing payment of losses and related investigations, claim administration and defense
expenses; or to approve the deductible without a guarantee.
IV. REQUIRED Insurance Provisions
Proof of general liability and automobile liability policies are to contain, or be endorsed to contain,
the following provisions:
A. The City, its officers, officials, employees, and volunteers are to be covered as ADDITIONAL
INSURED with respect to liability arising out of automobiles owned, leased, hired or borrowed by or
on behalf of the contractor; and with respect to liability arising out of work or operations performed by
or on behalf of the Contractor including materials, parts or equipment, furnished in connection with
such work or operations. General liability coverage can be provided in the form of an endorsement to
the Contractor's insurance, or as a separate owner's policy.
B. The workers' compensation policy is to be endorsed with a waiver of subrogation. The
insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses paid under the terms of this policy which arises
from the work performed by the named insured for the City. NOTE: You cannot be added as an
additional insured on a workers' compensation policy.
C. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance with respect to the City, its officers, officials, employees, and volunteers. Any insurance or
self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be in
excess of the Contractor's insurance and shall not contribute with it.
11
City of Ukiah Playground Equipment — Request for Proposal
D. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
canceled by either party, except after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
E. Note: (This protects the Contractor) -Coverage shall not extend to any indemnity coverage for
the active negligence of the additional insured in any case where an agreement to indemnify the
additional insured would be invalid under Subdivision (b) of Section 2782 of Civil Code.
V. RATING - Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current A.M. Best's rating of no less than A -
for financial strength, AA for long-term credit rating and AMB -1 for short-term credit rating.
VI. Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements affecting coverage
required by this clause. The endorsements should be on forms provided by the City. If endorsements are
on forms other than the City's forms, those endorsements or policies must provide coverage that is equivalent
to or better than the forms requested by the City. All certificates and endorsements are to be received and
approved by the City before work commences. The City reserves the right to require complete, certified
copies of all required insurance policies, including endorsements affecting the coverage required by these
specifications at any time.
VII. Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates
and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the
requirements stated herein.
If you have questions regarding our insurance requirements contact:
Risk Manager
(707) 463-6287 FAX (707) 463-6204
12
iffft
ITEM NO.: 7i
PTIR MEETING DATE: 4/7/2010
SUMMARYCity c-,f'Z-1ki:afiAGENDA REPORT
SUBJECT: UPDATE REPORT ON LOCAL EMERGENCY DECLARATION REGARDING DROUGHT
AND WATER SHORTAGE STATUS
Summary: In drought conditions, the City may declare a local emergency under the California Emergency
Services Act ("ESA"). In addition, the City Council under the Ukiah City Code may declare a Water Shortage
Emergency as a Stage I, II or III emergency. At its meeting of April 15, 2009, the City Council adopted a
RESOLUTION DECLARING A LOCAL EMERGENCY UNDER THE STATE EMERGENCY SERVICES ACT
AND A STAGE I WATER SHORTAGE EMERGENCY UNDER SECTION 3602 THE UKIAH CITY CODE.
(Attachment #1).
The resolution contains recitals setting forth the drought conditions and the response to those conditions by
the State, Mendocino County, the Sonoma County Water Agency and the State Water Resources Control
Board which the resolution seeks to address. Please refer to those recitals for details.
Subsequent to adoption of the resolution, City staff has responded further to the water shortage emergency by
replying to the Sonoma County Water Agency (SCWA) regarding actions that the City of Ukiah has taken, and
will be taking, to address water conservation. Attachment #2 is a copy of that letter. The letter outlined
actions that the City is taking, responded to SCWA's request for water use information, and included an outline
of the City of Ukiah's water conservation program for 2009.
As a result of the drought, the City Council has considered many different aspects of the water shortage issue.
Under Council's direction, staff has implemented a series of water conservation and education measures. In
addition, the City has a full time staff position dedicated to implementing these measures.
Water demand has decreased by 20.8% from the 2008 quantities and 19.0% as compared to the 2004
quantities. Staff assumes that this is as a result of our conservation efforts. This will affect our revenues and
staff is working on solutions for this issue as we analyze the fee study that is currently being prepared by an
outside consulting firm.
Developments from the SWRCB
On May 28, 2009, the State Water Resources Control Board (SWRCB) issued an amendment to Order WR
2009-0027-DWR, Order WR 2009 -0034 -EXEC. The amended order conditionally approves Sonoma County
Water Agency's (SCWA) petition to reduce the flow in the Russian River from July 6 through October 2, 2009
Continued on page 2
Recommended Action: 1. City Council receive the status report on water shortage emergency
Alternative Council Option(s): N/A
Citizens advised: N/A
Requested by: Jane Chambers, City Manager
Prepared by: Tim Eriksen, Director of Public Works and City Engineer
Coordinated with: Ann Burck, Deputy Director of Public Works, Water and Sewer Division, Lauren
McPhaul, Water/Sewer Program Coordinator
Attachments: Attachment 1 — Resolution
Attachment 2 — Letter to SCWA
Approved: - . ,111 ..-Ir..
Jane PVambers, City Manager
Subject: Drought and Water Shortage Status
Meeting Date: April 7, 20010
Page 2 of 2
to 25 cubic feet per second (cfs) for the upper Russian River and 35 cfs for the lower Russian River if during
the period from April 1 through June 30 total inflow to Lake Mendocino is less than or equal to 25,000 acre-
feet.
The amended order confirms a water conservation goal for Mendocino County of 50% (compared to 2004)
from April 6, 2009 until the expiration of this order (October 2, 2009), "By May 6, 2009, SCWA shall submit a
plan to the State Water Resources Control Board to obtain the cooperation and participation of agricultural and
municipal Russian River water user to reach a water conservation goal of 25 percent in Sonoma County and
50 percent in Mendocino County for the period of April 6, 2009 until the expiration of this order (October 2,
2009).
The amended order modified the original order issued on April 6, 2009. From July 6 through October 2, 2009,
minimum in -stream flow shall remain at or above 25 cfs, if Lake Mendocino storage is less than 65,630 acre
feet on July 1, 2009 (instead of total inflow to Lake Mendocino less than or equal to 25,000 acre-feet).
On October 27, 2009 the County of Mendocino Water Agency discussed the current water storage situation in
the Ukiah Valley. The discussion led to the consideration of repealing the County emergency order for all
water purveyors to limit water usage by 50%. The Agency was not comfortable with the language in the
repealing order as prepared by staff and requested staff to bring the order back for adoption at the next
regularly scheduled meeting. On November 3, 2009 the County of Mendocino retracted the 50% conservation
requirement. However, the Board of Supervisors recommended that each water district strive to achieve 25%
conservation on a voluntary basis. The City of Ukiah in the coming weeks must consider how to address this
voluntary request by the County of Mendocino.
On its regularly scheduled November meeting Millview Water District lifted water restrictions to their
customers. They have advised City Staff that this may change based on rainfall and other contributing
conditions.
Updated Staff Actions
Staff has continually monitored this issue in response to the City Council concerns about this emergency and
the length of time that it has been in effect. On December 16, 2009 City Council repealed the mandatory
water rationing, however, Stage I voluntary rationing is still in place. The lake storage has been steadily rising
since the middle of January and is now 82,144 acre-feet. However, the state is predicting a dry year so staff
recommends the continuation of the voluntary conservation measures. The recent rainfall has made a
substantial impact on the storage. It should be noted that the construction of the Oak Manor Well (well #8) will
be starting soon. The construction contract has been awarded by the City Council.
City Staff is also monitoring the Draft Ukiah Valley Area Plan Water Supply Assessment report. Many of the
local valley water purveyors are concerned with this report. It is hoped and presumed that the Board of
Supervisors will direct county staff to address some of the issues that have been submitted.
ATTACHMENT _„_,/
RESOLUTION NO. 200947
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
UICL4H DECLARING A LOCAL EMERGENCY
PURSUANT TO THE EMERGENCY SERVICES ACT AND
A STAGE I WATER EMERGENCY UNDER SECTION 3602
OF THE UXUAH CITY CODE
WHEREAS,
1. Lake Mendocino and the Russian River are one current source of water for the City of
Ukiah and the primary source of water for other domestic and agricultural users of water in
Mendocino and Sonoma Counties; and
2. Average rainfall through March for the area contributing ran -off to Lake Mendocino
is 42 inches and the rainfall total through March 2009 is 23 inches; and
3. There have been below average rainfall and reduced storage in Lake Mendocino in
2004, 2007 and 2009; and
4. Average rainfall for April — June is 4.8 inches; and
5. Even average rainfall for the remainder of the rainy season cannot compensate for the
extremely low rainfall this year; and
6. Lake Mendocino held approximately 53,000 acre feet on April 1, 2009, with a Lake
level of 727.63 feet; and
7. The average Lake storage in April is 84,448 acre feet the Lake storage in April 2007
was 66,617 acre feet and the average Lake storage in October is 55,854 acre feet, more water at
the end ofthe dry summer season than is currently stored in the Lake; and
S. The historically low water storage level in Lake Mendocino this year is part of a
statewide water shortage caused by inadequate rainfall which has prompted Governor
Schwarzenegger to declare a statewide emergency under the Emergency Services Act due to
these drought conditions; and
9. Mendocino County has declared a local emergency due to drought conditions under
the Emergency Services Act; and
10. On April 6, 2009, the State Water Resources Control Board ("SWRCB") has
approved an Urgency Change Petition filed by the Sonoma County Water Agency ('SCWA!-') to
reduce in -stream flows in the Russian River to 75 cfs from April 6 -June 30, 2009 and to as low
as 25 efs for the period July 1 -October 2, 2009, if cumulative total inflow to Lake Mendocino is
equal to or less than 25,000 acre feet for the period April I June 30, 2009; and
11. The order approving temporary, changes to the minimum in -stream flows required by the
appropriative rights pen -nits issued to SCWA is subject to several conditions, including a condition
requiring the SCWA to submit a plan by May 6, 2009, to the SWRCB to "obtain the cooperation
and participation of agricultural and municipal Russian River water users to reach a water
conservation goal of 25 percent in Sonoma County and 50 percent in Mendocino County for
the
period of April 6, 2009 until the expiration of this order (October 2, 2009)"; and
12. A local emergency under the California Emergency Services Art (Government Code
§8550 et seq.) is defined in Section 8558(c) as the duly proclaimed existence of conditions of disaster
or of extreme peril to the safety of persons and property within the territorial limits of the City caused
by such conditions as drought which are or are likely to be beyond the control of the services.,
personnel, equipment, and facilities of individual local governments and which require the combined
forces of other political subdivisions to combat; and
13. The historically low rainfall and water storage in Lake Mendocino qualifies as a local
emergency under the statutory definition, and
14. In a declared local emergency, local agencies may provide"mutual aid as needed pursuant
to agreements or resolutions, state agencies may provide mutual aid to local agencies pursuant to
agreement or at the direction ofthe Governor, costs incurred by the City in providing mutual aid
pursuant to agreements or resolution constitute a charge against the state, when approved by the
Governor in accordance with adopted regulations, and the City Council may promulgate orders and
regulations for the duration of the emergency to provide protection for life and property (see
Government Code §§ 8631-86-34); and
15. In a declared local emergency, the City Council must review the state of the emergency
not less than every 21 days after first declaring the emergency, and
16. Under Ukiah City Code Section 3602, the City Council may by resolution declare a
water emergency, specify the degree of emergency and place into effect the appropriate provisions of
Division 4, Chapter 1, Article I I of the Uldah City Code pertaining to a Water Shortage Emergency;
and
17. In a Stage I water emergency the Mayor shall issue a proclamation urging citizens to
institute such water conservation measures on a voluntary basis as maybe required to reduce
water demand to coincide with available supply; and
18. The City Council has already authorized the development of a groundwater well on
an emergency basis to provide the City with an additional water source this summer that does not
rely on the Russian River or water stored in Lake Mendocino; and '
19. Stage II and HI water emergencies impose various mandatory conservation measures
on City residents, including a prohibition on "nonessential water use" in a Stage H water
emergency and a Emit on the daily use of water by different classes of water user in a Stage IH
emergency, and
2
20. The City can declare a Stage II or Stage II emergency, if voluntary measures or less
sever mandatory measures dues not achieve an adequate reduction in the use of Russian River
water or in water use generally to meet the available supply;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ukiah hereby:
1. Declares a local emergency due to drought under the Emergency Service Act.
2. Declares a Stage I Water Storage Emergency under Lfldah City Code Section 3602.
3. Directs the City Manager:
a. to identify and encourage the use as a Russian River water user of voluntary
measures to reach a water conservation goal of 50 percent for the period of April 6, 2009 to
October 2, 2009 O'Conservation Period', and to report back t6 the City Council at each City
Council meeting Held during that same time period on the measures identified, the means used to
encourage their use, the amount of water use reduction, and the status of the emergency
conditions;
b. to notify the City Council, if the City Manager determines that a Stage I Water
Emergency is not reducing water use to match the available supply and to recommend a Stage H
or M emergency, if necessary to achieve that level of water use;
c, at City Council meetings during the Conservation Period to recommend
temporary rules or orders to supplement or modify mandatory conservation measures in a Stage
II or III Water Storage Emergency to reduce water use to the available supply and to achieve the
conservation goals in Order WR 2009-0027-DWR issued by the Division of Water Rights of the
State Water Resources Control Board;
c. to work with other local governments in the County, including the incorporated
cities and county water districts, to preserve as much water as possible for use during the dry summer
months and for the fall return of Chinook Salmon to the Russian River; and
d. to coordinate mutual aid efforts to address the local emergency between and among
political subdivisions in Mendocino and Sonoma Counties and state agencies.
PASSED AND ADOPTED on April 15, 2009, by the following roll call vote:
AYES: Councilmembers Landis, Thomas, Crane, Rodin, and Mayor Baldwin
NOES: None
ABSTAIN: None
ABSENT: None
Philip E.$aldwin, Mayor
ATTEST;
Liqdjb;aro
�ity Clerk
3
April 28, 2009 0
Lynn Florey
Sonoma County Water Agency
Principal Program Specialist
P.O. Box 11628
Santa Rosa, CA 95406
D= Ms. Florey;
This letter is written in response to your letter dated April 17, 2009. 1 do not know when
your letter was received by the City of Ukiah, but it arrived- at our water treatment plant
rather than in my office at City Hall. The letter was just brought to my attention late
yesterday.
I had been expecting a request to respond to Sonoma County Water Agency for
information related to the State Water Resources Control Board's ruling, and, therefore,
am making an effort to meet your deadline of today's date. In future, it would be helpful
if you could copy and/or address critical dated correspondence about these current
drought conditions directly to my office, as that will assist ifs in making timely replies.
Attached, please find the diversion volumes information requested in your letter. You
will see that overall annual water use since 2004 has been reduced by 11.4%. Water use
in the months of April through October has been reduced since.2004 by 13%. Diversion
volume during the months April through October has also been reduced, for some 25%
between 2004 and 2007, and 16% between 2004 and 2008 use.
Reduced use over the last few years is a result of the City's commitment to institute
conservation measures in both the irrigation and domestic use of water in our community.
Attached please find the City of Ukiah's Water Conservation Program which outlines
current activities the City is taking to address water conservation.
With regard to immediate drought related conditions, here are some technical and rate
related factors that the City of Ukiah must deal with as the summer and high irrigation
use time approaches:
The City's water supply is obtained from a Ranney collector well and Wells 4' :)
and 44. The Ranney and Well #3 draw water from an alluvial zone along the
Russian River. The pumping capacity of both the Ranney collector and Well 43
are affected by the amount of flow in the river. If that water is not available
during this summer, the only source of water available as of this date will be Well
#4, which is percolated groundwater.
On February 27, 2009 Governor Arnold Schwarzenegger declared a water
shortage. On February 26, 2009, the City received a letter from Victoria A.
300 SEMINARY AVENUE UKIAH, CA 95482-5400
Phone," 707/463-6200 Fax: 707/463-6209 Web Address: www.cityofuklah.com
11
City staff is actively seeking stimulus funding for a system to deliver recycled
water from the City's wastewater treatment plant. At the current time, it is
anticipated that the wastewater treatment plant could begin to produce recycled
water by August of 2009. A distribution system is under design and plans will be
developed within the next few months. Funding for this important resource
delivery project will be explored from all possible resources, as the City fully
recognizes the value of using recycled water to lower the demand for surface
water in our area. Although a recycled water distribution system cannot be in
place for this summer, the City will pursue developing this resource.
With regard to efforts to identify and prevent water waste and unreasonable use: Typical
water waster penalties include, in the order implemented:
1. Educational Ietter or visit
2. Educational visit and warning
3. Citation
4. installation of flow restrictor and possible fine
5. Shutoff and reconnection fee
The City will identify water wasters through monitoring the water meters and citizen
reports.
In closing, please review all aspects of the attached conservation measures and water use
detail in addressing the four questions of your letter, in addition to the specific issues
addressed in the above bullet points.
Please call me at 707- 463- 6213 if you have questions regarding this information.
Sincerely,
ane A. Chambers
City Manager
Attachments: 1. City of Ukiah Water Use
2. City of Ukiah Water Conservation Program 2009
City of Uldah Water Use
Annual Water Use
MG
2008
1192.968
-11.4% 2008/2004
2007
1219.964
-9.3% 2007/2004
2006
1248.424
-7.2% 2006/2004
2005
1223.542
-9.1% 2005/2004
2004
1345.744
Water Use (MG)
2004
2007 2008
2009 2.007/2004
2008/2004
April
96.743
87.507 87.865
-20%
-9%
May
145.402
121505 132.345
-16%
-9%
June
162.897
149.782 143.469
-8%
-12%
July
185.876
164.473 158.899
-12%
-15%
August
179.326
162.859 157,056
-9%
-12%
Sept.
156.798
134.481 130.508
-14%
-17%
Oct.
109.224
83.777 91.724
-23%
-16%
Total
MG
1036.266
904.385 901.866
-23%
-13%
ac -ft
3280
2775 2769
Diversion Volume (MG)
2004
2007 2008
2009 2007/2004
2008/2004
April
57.046
27.598 52.754
-52%
10%
May
112.803
72.833 111.365
-35%
.1%
June
129.493
109.976 102.115
-15%
-21%
July
131.935
105.631 109.09
-2096
-17%
August
126.768
104.658 101,593
-17%
-20%
Sept.
117.755
88.134 85.313
-25%
-28%
Oct.
96.734
72.864 73.455
-25%
-24%
Total
MG
772,534
581.694 645.695
-25%
-16%
ac -ft
2371
1785 1982
The City of Ukiah
Water Conservation Program
2009
The unpredictability of its water supplies and ever Increasing demand on California's complex
water resources have resulted in a coordinated effort by the California Department of Water
Resources (DWR), water utilities, environmental organizations, and other Interested groups to
develop a list of urban water conservation demand management measures (DMM) for
conserving water. This consensus building effort resulted in a Memorandum of Understanding
(MOU) Regarding Urban Water Conservation in California, as amended September 16, 1999,
among parties, which formalizes an agreement to Implement these DMMs and makes a
cooperative effort to reduce the consumption of California's water resources. The MOU is
administered by the California Urban Water Conservation Council (CUWCC). The DMMs as
defined In the MOU are generally recognized as standard definitions of water conservation
measures.
I. CUWCC Demand Management Measures Implemented
The existing conservation The City of Ukiah has had a water conservation program in place
since the late *1970's. During the past five years, the City has expanded its program and public
outreach. The City reduced the amount Of water it used by over 9.3% in 2007 and 11.4% in
2008 compared to 2004.
Currently, the City's conservation program includes the following DMMs:
DMM 1. Water survey programs for single-family residential and multi -family residential
connections.
The City tests customer meters upon request and instructs customers in how to use their water
meter to determine if there is 2 leek on the demand side of the meter. The City provides toilet
leak detection tablets to customers.
DMM 3. System water audits, leak detection, and repair
The City performs leek detection and repair an an ongoing basis. The City, also, calculates
system water losses annually and reports this information to DWR.
DMM 4. Metering with commodity rates for all new connections and retrofit of existing
connections.
The City water distribution system is fully metered. The City is currently replacing old meters in
the system. The new meters will provide a more accurate reading of water use within the City.
The City recently went through a rate re -structuring that is believed will reduce water uses in the
future.
DMM 5. Large landscape conservation programs and incentives.
The City's Planning Department reviews all landscape plans proposed for new developments.
Included in the City's Municipal Code is a requirement for all landscape planting to be "those
which grow well in Ukiah's climate without extensive irrigation." City staff reviews the water use
of its top 5 water users and holds meetings with them on a regblar basis to discuss landscape
conservation programs.
DMM 7. Public information programs.
The City believes public awareness of water conservation issues Is an important factor in
ensuring a reliable water supply. The City promotes public awareness of water conservation
through occasional bill stuffers, distribution of the Consumer Confidence Report, radio
broadcasts, newspaper articles, the City of Ukiah's "Activity and Recreation Guide", distribution
of brochures and additional information at local expositions and fairs, and on the City website
advertised to the community on a banner across a City thoroughfare. The City also provides
free of charge water Conservation yard signs to encourage minimal use of water for lawn
Irrigation.
Water conservation Information and assistance is routinely provided to the public by the water
utility maintenance staff and meter readers while in the field. Field staff receives conservation
training to better assist customers and promote conservation. Door hangers are used to remind
customers of Ukiah's Voluntary Water Conservation Program measures and to provide notice of
problems with outdoor water use.
DMM 8. School education programs.
City staff presents Information on water conservation to elementary school children in the
classroom. The City offers local schools tours of its water treatment plant and also provides
educational materials. Four science classes on public water supply at the high school are
offered once a year.
DMM 9. Conservation programs for commercial, industrial, and institutional accounts.
The City has only two industrial customers: Maverick Industries and Red Tell Ale Brewery. The
City surveys the water usage of these industries. Any new commercial, industrial, or institutional
developments will be reviewed by the City Planning Department and must meet all requirements
of the Municipal Code.
DMM 11. Conservation pricing.
In 2005, the City Increased and re -structured its water rates to encourage more conservation.
The City has simplified its rate structure by eliminating rate codes and classifying customers
according to their meter size. The new rate structure incorporates the American Water Works
Association (AWWA) demand capacity guidelines so that price increases across meter size in
proportion to the potential demand a customer can place on the water system.
DMM 12. Conservation Coordinator.
The City's Conservation Coordinator Is essential to sustaining and improving Ukiah's ongoing
water conservation program. The conservation coordinator is responsible for implementing and
monitoring the City's water conservation activities. In practice, the City's water conservation
program includes the efforts of the Conservation Coordinator and all staff.
DMM 13. Water waste prohibition.
The City has adopted regulations that state in part: "Where negligent or wasteful use of water
exists on a customer's premises... the City may discontinue the service..." (City Municipal Code
Article 7, Section 3571). The City first sends customers a letter calling their attention to the
wasteful practice and asking for correction. If the condition is not corrected within five days after
the written notice, service may be discontinued if necessary.
DMM 14. Residential ULFT replacement programs.
Since October 1992, the sale of toilets using more than 1.6 gallons per flush has been
prohibited by State and Federal regulations. These regulations are enforced in the City.
11. Additional Water Conservation Measures
In addition to the DMMs, the City has also taken the following actions:
1. Installation of five waterless urinals in the Ukiah Civic Center to support and promote the
use of waterless urinals In all City facilities and in the public sector. The use of these
urinals has received very positive feedback from Facilities staff who would like to Install
these in the Ukiah Valley Conference Center.
2. Cooperative water conservation programs have been developed between the City and
the Mendocino County Water Agency, the Russian River Public Water Agencies, and the
Sonoma County Water Agency.
3. The Ukiah City Council adopted the Ahwahnee Water Principles on April 4, 2007. The
Principles contain ideas for protecting and enhancing water quality, improving water
availability, making more efficient use of water, and conserving water as a scarce
resource. The Principles suggest a process for improving decision-making as it impacts
water -related issues. The City Council reviewed the Principles and determined the ideas
and suggestions promote the Council's stated goals.
Ill. Future Water Conservation Activities
The City has recently undertaken a rate and revenue study of its water utility. A tiered inclining
block rate structure and excess use charge are being evaluated to -encourage water
conservation.
The City has submitted a pre -application to the State Water Resources Control Board State
Revolving Fund to construct a recycled water system, The City's Wastewater Treatment Plant
Improvement Project is scheduled to be completed by June 2009. After the project is
completed, the plant will be capable of producing 2 million gallons per day (MGD) in the summer
and up to 7.5 MGD In the winter of Title 22 unrestricted use recycled water.
Other immediate and long-term conservation measures include: -
w Installation of waterless urinals and dual flush toilets in all City buildings (immediate)
® Sign the California Urban Water Conservation Council's Merhorandum of Understanding
Regarding Urban Water Conservation and implement the 14 best management practices
(long term)
• Water efficiency standards for new single-family development (long term)
• Water -efficient landscaping (long term)
• Water waste ordinance prohibiting: (immediate)
i. gutterflooding
2. carwash fundraisers
3. non -recycling decorative water fountains
4. breaks or leaks in the water delivery system
Incentives for Retrofits (long term)
1. low flow shower heads
2. toilet displacement devices
B. toilet flappers
4. faucet aerators
5. high efficiency washing machines
6. ultra-low flow toilets
left ITEM N
k_ r f j ti., �
DA
City aJ-Uki:ah AGENDA SUMMARY --
7j
April 7, 2010
SUBJECT: AWARD PURCHASE OF POLE MOUNT AND PAD MOUNT TRANSFORMERS
FOR THE TOTAL AMOUNT OF $27,391.96.
Th
-
The Electric Utility Department's inventory of transformers needs to be replenished. A Request for Quotation was sent
out for the purchase of eleven (11) transformers as outlined in Attachment #1, Recommended Qualified Bidders,
Electrical Transformers, Bid Opening February 19, 2010.
The requests were sent to fourteen (14) companies. Five quotes were received. To compare each bid, the total bid
price of each transformer is compared against its load loss and no load loss, which results in the total evaluated 20
year cost. The result of that comparison is how the bid selection is determined. Attachment #1 details the bid results
for each transformer.
Therefore, it is the Electric Utility Department's recommendation that the purchase of the transformers be awarded to
the following vendors in the listed amounts, which represents the combined lowest bid of each transformer:
General Pacific Purchase Order amount: $18,622.36
Pacific Utility Purchase Order amount: $ 986.36
Luna Diversified Enterprises, Inc Purchase Order amount: $ 7,783.24
TOTAL dollar amount: $27,391.96
Since this purchase is for inventory, it will be charged to the inventory account 800.131.002, and then expensed to
800.3728.690.000 for pole mount and 800.3729.690.000 for pad mount when used. Inventory is maintained to ensure
availability of critical equipment and reliability of the electrical system.
Fiscal Impact:
Budgeted FY 08/09 1-1NewAppropriation ® Not Applicable Budget Amendment Required
Funds are available for the purchase to restock inventory and will be expensed from the appropriate
Materials and Inventory Accounts (800.3728.690.000 & 800.3729.690.000) at the time of use.
Recommended Action(s): Award the purchase of transformers in the amount of $27,391.96.
Alternative Council Option(s): Reject all bids and provide direction to the Electric Utility Department.
Citizens advised: N/A
Requested by: Colin Murphey, Electric Supervisor, and Mel Grandi, Electric Utility Director
Prepared by: Mary Williamson, Purchasing Assistant
Coordinated with: Mary Horger, Purchasing Supervisor
Attachments: Bid Tabulation
Approved:
Jane umbers, City Manager
RECOMMENDED QUALIFIED BIDDERS
ELECTRICAL TRANSFORMERS
BID OPENING
February 19, 2010
VENDOR
ITEM 1
6 EA , POLE MOUNT, 50 RVA, 12 EV,
240/120 V,
1 PHASE
WESTERN STATES ELEC
$9,624.38
$10,801.72
GEXPRO
$8,058.38
$9,067.53
GENERAL PACIFIC
$8,019.23
$8,986.33
$8,019.23
8,A19,23PACIFIC
PACIFICUTILITIES
$9,324.23
$10,217.75
LUNA DIVERSIFIED ENTERPRISES
$0.00
$0.00
Lowest Compliant
Bidder
General Pacific
ITEM 2
1 EA, POLE MOUNT, 25 RVA, 12 ICV,
240/120 V, 1
PHASE
WESTERN STATES ELEC
$1,060.31
$1,648.98
GEXPRO
$1,166.89
$1,713.51
GENERAL PACIFIC
$874.35
$1,452.51
PACIFIC UTILITIES
$986.36
$1,196.60
$986.36
LUNA DIVERSIFIED ENTERPRISES
$0.00
$0.00
Lowest Compliant
Bidder
Pacific Utilities
ITEM 3
1 EA, POLE MOUNT, 37.5 RVA, 12 EV, 240/120 V,
1 PHASE
WESTERN STATES ELEC
$1,296.30
$2,105.72
GEXPRO
$1,353.94
$2,068.75
GENERAL PACIFIC
$1,145.14
$1,954.56
$1,145.14
PACIFIC UTILITIES
$1,303.91
$2,039.75
LUNA DIVERSIFIED ENTERPRISES
$0.00
$0.00
Lowest Compliant
Bidder
General Pacific
ITEM 4
1 EA, PAD MOUNT, 25 ICVA, 12 EV,
240/120 V, 1
PHASE
WESTERN STATES ELEC
$2,265.26
$2,790.86
GEXPRO
$2,314.20
$2,839.80
GENERAL PACIFIC
$2,260.91
$2,828.56
-
$2,260.91
PACIFIC UTILITIES
$3,331.01
$3,909.17
LUNA DIVERSIFIED ENTERPRISES
$0.00
$0.00
Lowest Compliant
Bidder
General Pacific
ITEM 5
1 EA, PAD MOUNT, 150 RVA, 12 ICV,
240/120 V, 3
PHASE
WESTERN STATES ELEC
$8,114.93
$11,184.43
GEXPRO
$7,106.81
$10,407.58
Quoting Prolec -
Prolec
unacceptable
GENERAL PACIFIC
$7,197.08
$10,203.51
$7;197:08
PACIFIC UTILITIES
$9,192.64
$12,524.94
LUNA DIVERSIFIED ENTERPRISES
$7,528.76
$10,903.11
Lowest Compliant
Bidder
General Pacific
ITEM 6
1 EA, PAD MOUNT, 225 EVA, 12 EV,
208/120 V
3 PHASE
WESTERN STATES ELEC
$9,784.24
$14,010.06
GEXPRO
$8,656.50
$13,586.63
GENERAL PACIFIC
$8,715.23
$12,730.81
PACIFIC UTILITIES
$9,258.98
$14,388.83
LUNA DIVERSIFIED ENTERPRISES
$7,783.24
$11,935.48
Researching vendor & Mfr.
$7,783.24
Lowest Compliant
Bidder
Luna
TOTAL ALL BIDS
$27,391.96
City vj- ` kz:czh
ITEM NO.: 7k
April 7, 2010
1,,TEETIVG DATE:
AGENDACITY COUNCIL
REPORT
SUBJECT: DISCUSSION AND POSSIBLE ADOPTION OF RESOLUTION AUTHORIZING CITY
MANAGER TO SELL RENEWABLE ENERGY CREDITS (RECs) THROUGH
BROKERAGE SERVICES OF EVOLUTION MARKETS
SUMMARY: On March 11, 2010, the California Public Utilities Commission (CPUC) authorized the use of
tradable renewable energy credits (TRECs) by investor owned utilities (IOUs) in California in satisfying the
requirement in the California Renewable Portfolio standard (RPS) program. Under the RPS program IOUs
must obtain 20 percent of their retail sales from renewable energy sources beginning this year.
Under the program certain types of electric generating facilities that produce less than the average amount
of greenhouse gases, such as wind, solar, geothermal and some hydroelectric generators, qualify as
renewable energy resources. The California Energy Commission (CEC) certifies facilities as qualified
renewable energy facilities that meet the RPS program requirements.
The CPUC decision allows owners of certified renewable energy facilities that are located in California to
sell TRECs to IOUs to meet the IOUs' obligation to obtain 20% of their electricity from renewable resources.
The TRECs represent the "environmental attributes" of these generating facilities and can be sold
separately from the energy produced by these facilities. Separating the environmental attributes from the
electricity is called "unbundling." In other words, the City, which receives a high percentage of its electricity
from certified renewable energy facilities, can use the electricity produced by these facilities, and separately
sell the "unbundled" environmental attributes from these facilities which it doesn't need. One TREC equals
one megawatt hour of electricity generated from a certified renewable energy facility.
The rules approved by the CPUC decision create a market in which the use of tradable RECs for RPS
compliance is initially limited to not more than 25 percent of a given investor-owned utility's
annual procurement obligation. However, this limitation sunsets at the end of 2011. This cap is
intended to allow the CPUC and the market to better understand the implications of REC trading
before opening the market to unfettered use of unbundled RECs. In order to use RECs, participants
must meet the requirements set forth by the CPUC for REC trading, as well the requirements of the
Western Renewable Generation Information System (WREGIS), the system through which all
California RPS -eligible RECs must be tracked, as well as the eligibility rules of the CEC.
Continued on Page 2
Recommended Action(s): Approve resolution authorizing City to trade tradable renewable energy
credits
Alternative Council Option(s): Not approve
Citizens advised:
Requested by: Mel Grandi, Electric Utility Director
Prepared by: David J. Rapport, City Attorney
Coordinated with: Jane Chambers, City Manager, Gordon Elton, Director of Finance and Mel Grandi,
Electric Utility Director
Attachments: 1. Resolution Authorizing Sale of tradable renewable energy certificates
Approved: a4re
J e Chambers, City Manager
Page
The City's ability to sell TRECs represents a previously unavailable source of revenue for the City's electric
utility.
In order to enter this market, staff is proposing that the City Council adopt the resolution attached as
Attachment 1 which provides the City Manager the authority to enter a brokerage agreement with Evolution
Markets, a brokerage service which would assist the City in:
1. obtaining evidence from the CEC that the NCPA renewable energy projects in which the City
participates and City owned renewable energy projects, such as the Lake Mendocino hydroelectric plant,
are certified by the CEC as qualified renewable energy projects;
2. finding buyers for the City's TRECs; and
3. facilitating the sales transactions.
The resolution would also authorize the City Manager to register the City with WREGIS, obtain required
certifications from the CEC, enter agreements to sell TRECs and to take any other actions or execute any
other documents necessary to trade TRECs in compliance with the CPUC decision.
Under the agreement with Evolution Markets, the City would pay a brokerage fee upon the close of any
TREC sale of 3.5% of the "value of the transaction" for structuring the purchase, sale or exchange of RECs.
Upon execution of a sales contract, Evolution Markets would be entitled to invoice the City for its
commission for that sale. The City would be required to pay the commission within 30 days of the invoice.
The brokerage agreement may be terminated on 30 days notice. The City will monitor the TREC market as
it matures and may renegotiate or obtain alternative brokerage services, if warranted in the future. The
Electric Utility Director estimates that if the City moves quickly to enter this market, it could derive additional
net revenue in 2010, after the payment of the commission, of $400,000 to $600,000.
Fiscal Impact:
Budgeted FY New X Not Applicable Budget Amendment
09/10 Appropriation Required
Amount Budgeted General Ledger Account # Anticipated Benefit
$0.00 800.3702.215.001 $400,000 to $600,000
2
ATTACHMENT 1
WITH CPUC DECISION 06-02-012.
WHEREAS:
1. The State of California has established the California Renewable Portfolio standard
(RPS) program which beginning in 2010 requires California investor owned utilities (IOUs) to
obtain 20 percent of their retail sales from renewable energy sources, which are facilities such as
solar, wind, geothermal and hydroelectric electric power generating plants, that produce less than
average amounts of greenhouse gases; and
2. Effective March 11, 2010, the California Public Utility Commission (CPUC) has
authorized owners of electric generating facilities located in California which qualify as
renewable energy sources to sell to IOUs the environmental attributes of those facilities separate
from the energy produced by those facilities to assist the IOUs to satisfy 20% RPS standard; and
3. The CPUC decision calls these separate or unbundled environmental attributes
"tradable renewable energy credits (TRECs) each of which represent 1 megawatt hour (MWH)
of electricity produced by a qualified renewable energy resource; and
4. Through its membership in the Northern California Power Agency (NCPA), the City
of Ukiah owns interests in and receives energy from a variety of renewable energy resources;
and
5. The City does not need the environmental attributes of electricity produced by these
facilities, because it is not an investor owned utility and because it obtains greatly in excess of
20% of its retail sales of electricity from renewable energy sources; and
5. The City can sell TRECs to produce much needed additional revenue for its electric
utility; and -
6. To sell TRECs in accordance with the CPUC decision, the City must register with the
Western Renewable Generation Information System (WREGIS), obtain evidence from the
California Energy Commission that its energy resources are certified as qualified renewable
energy resources, obtain the services of a broker to facilitate the sale of TRECs, enter buy -sell
agreements with California IOUs and otherwise comply with the requirements of the CPUC
decision; and
9. The City Council has considered the application of the California Environmental
Quality Act ("CEQA") to the sale of TRECs produced by existing renewable energy facilities;
NOW, THEREFORE, BE IT RESOLVED as follows:
1. The City of Ukiah authorizes the City Manager or her designee to:
a. Register the City with Western Renewable Generation Information System,
including the execution of any required agreement and the payment of the required registration
fee;
b. Obtain evidence from the California Energy Commission that power generating
facilities located in California in which the City owns an interest or from which it receives
electricity are certified by the CEC as qualified renewable energy resources under the California
RPS program;
c. Execute on the City's behalf and bind the City to a brokerage agreement with
Evolution Markets, Inc., a Delaware corporation, authorized as a foreign corporation to conduct
business in California, to provide brokerage services to the City in connection with the marketing
and sale of TRECs, provided the brokerage commission doesnot exceed 3.5% of the value of a
TREC sale transaction and that the other terms and conditions of the brokerage agreement are
approved by the City Attorney;
d. Execute on the City's behalf and bind the City to sales agreements with
investor owned utilities for the sale of TRECs, provided the terms and conditions of the those
agreements are approved by the City, Attorney;
e. Execute any other documents or take any further actions necessary or
reasonable to trade TRECs on behalf of the City, including environmental attributes of energy
produced in the past by the City's renewable energy resources to the extent authorized by the
CPUC decision.
2
Manager sh
annually, on the sale of TRECs
and net revenues produced by s
the market and other matters.
ill report to the City Council periodically, but no less often than
by the City's electric utility, the costs of such trading, the gross
ach trading, significant changes in the market or the regulation of
3. In compliance with CEQA, the City finds that if selling TRECs is a project under
CEQA, it is exempt from environmental review either because it could not have a significant
adverse impact on the environment or because it is categorically exempt under 14 California
Code of Regulations §15301 as a Class 1 categorical exemption for "... leasing, licensing ...
of existing public ... facilities ... , involving negligible or no expansion of use beyond that
existing at the time of the lead agency's determination."
4. Pursuant to the City Council's above CEQA finding, the Planning Director is directed
forthwith to file a notice of exemption with the County Clerk.
N
PASSED AND ADOPTED by the Ukiah City Council on April 7, 2010, by the following
roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Benj Thomas, Mayor
ATTEST:
JoAnne Currie, City Clerk
ITEM NO.: 10a
April 7, 2010
SUBJECT: AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT
WITH LAND IMAGE LANDSCAPE ARCHITECTS AND PLANNERS FOR
PROFESSIONAL LANDSCAPE ARCHITECTURAL SERVICES TO DEVELOP A
LANDSCAPING AND IRRIGATION PLAN FOR THE CITY OF UKIAH ELECTRIC
UTILITY ORCHARD SUBSTATION PROJECT.
Background: The City released a request for proposal (RFP) for professional services to licensed
landscape architectural firms to develop a landscaping and irrigation plan for the City of Ukiah Electric Utility
Orchard Substation project. The work will include plan and bid specification preparation, assistance during
the construction phase, and final project inspection.
The RFP was issued to a list of firms and posted to the City's website, with the result of twenty-three (23)
firms receiving the RFP. Responses were received from fourteen (14) firms.
The following firms submitted proposals:
• Pedersen Associates Landscape
Architecture
• Brian Powell & Associates
• Ralph J. Alexander & Associates
• Lantex Landscape Architecture, Inc.
• GSM Landscape Architects
• McEntire Associates
• Studio Ortinez Cantwell Associates
• Land Image Landscape Architects &
Planners
• The HLA Group
• Gates & Associates
• Green Valley Consulting Engineers
• Land Architecture Incorporated
• Wood Rodgers
• Lumos & Associates
Per the instructions of the RFP and as required by Ukiah City Code §1522 and Government Code §4526,
fee proposals were supplied separately in sealed envelopes, and were not opened during this evaluation
process.
Recommended Action(s): AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A
CONTRACT WITH LAND IMAGE LANDSCAPE ARCHITECTS AND PLANNERS FOR
PROFESSIONAL LANDSCAPE ARCHITECTURAL SERVICES TO DEVELOP A LANDSCAPING AND
IRRIGATION PLAN FOR THE CITY OF UKIAH ELECTRIC UTILITY ORCHARD SUBSTATION
PROJECT IN AN AMOUNT NOT TO EXCEED $11,082.50, AND TO AUTHORIZE STAFF TO AMEND
THE CONTRACT UP TO 10% OF THE CONTRACT AMOUNT, OR $5,000, WHICHEVER IS
GREATER.
Alternative Council Option(s): Reject recommendation and provide further direction to staff.
Citizens advised: NIA
Requested by: Mel Grandi, Director of Electric Utility
Prepared by: Mary Horger, Purchasing Supervisor
Coordinated with: Kim Jordan, Senior Planner
Attachments: Attachment #1 — Coov of RFP
Approved: _ ----------
Jan hambers, City Manager
were evaluated based on the criteria set forth by the RFP. As a result of this evaluation, three (3) firms
were found to be equally qualified to perform the work: GSM Landscape Architects, Land Image Landscape
Architects & Planners, and Wood Rodgers.
The fee proposals were then opened from each of these top three firms. The following is a summary of
each firm's not -to -exceed proposal:
Land Image Landscape Architects and Planners: $11,082.50
Wood Rodgers: $14,830.00
GSM Landscape Architects: $15,288.00
Staff requests City Council to authorize the City Manager to negotiate and execute a contract with Land
Image Landscape Architects for professional landscape architectural services for the not -to -exceed amount
of $11,082.50. It is also requested that City Council authorize staff to have the ability to amend the contract,
if necessary, up to 10% of the contract amount, or $5,000, whichever is greater, without further Council
action.
Funds have been budgeted and are available in 800.3642.800.000.
Fiscal Impact:
® Budgeted FY 09/10 New Appropriation Not Applicable Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number
$6,000,000.00 Distribution Plant/Substation Equipment 800.3642.800.000
• •1A A! •
r • •
City of Ukiah
300 Seminary Avenue
Ukiah, California 95482
www.citvofukiah.com
Page 2 of 6
INTRODUCTION
The City of Ukiah requests proposals for professional services from a licensed landscape
architect to develop a landscaping and irrigation plan for the City of Ukiah Electric Utility
Orchard Substation. The substation project is currently in the entitlement phase. The Planning
Commission has reviewed the General Plan Amendment and Rezoning to make a
recommendation to City Council. The Site Development and Use Permit have been
conditionally approved by the Planning Commission subject to City Council approval of the
General Plan Amendment and Rezoning. The Site Development Permit and Use Permit
conditions of approval require Planning Commission review and approval of the landscaping
and irrigation plans.
SCOPE OF SERVICES
The scope of services shall include tasks described below, as well as other elements or
modifications, which may be suggested by consultants presenting proposals to better meet the
needs of the City. All services shall be provided in accordance with the City's draft professional
services agreement, a sample of which is attached as Attachment "A".
The consultant's proposal shall be to provide a complete landscaping and irrigation plan for the
new substation to be constructed on Orchard Avenue. Please see Attachment "B", Landscaping
Area, Drawing 1.1, identifying the location.
Landscaping and irrigation plan requirements:
® The City see's this project as an opportunity to provide a "Demonstration Landscape" for
what grows well in Ukiah's climate and to familiarize people with appropriate species and
planting opportunities.
• There is currently no established budget for the work requested in this Request for
Proposals.
® Street trees are required every 30 feet along the project frontage pursuant to City Code.
® Zoning Code Section 7171.7(E12) includes the landscaping requirements (requirements
for the PF zoning district) for this project and is included as Attachment "C".
® Drought tolerant species that are appropriate for the site, use, and local climate should
be used. Ideally the species are native to the Ukiah area, and drought tolerant.
® Consideration should also be given to the use of hydrozones.
® Consideration needs to be given to the safety/security concerns for the project —
landscaping (trees and shrubs) cannot create a climbing opportunity that allows persons
to enter the substation facility. However, tree species that can be planted that would not
grow to a size/support that would allow a person to use them to access the facility
should be considered.
® The project is not subject to the City's Commercial Design Guidelines (which include
landscaping standards) since the project is an electric utility facility. The Guidelines
apply to commercial development.
® The City will provide to the selected consultant an AutoCAD file as a base map to use.
Electronic drawing files shall be compatible with AutoCad Map 2010, and ASTM
standards for CAD symbols and layering are to be used.
® The project shall be consistent with the latest approved version of the California State
Water Efficient Landscape Ordinance.
Consultant's proposal shall include:
® Review of existing preliminary Orchard Substation Construction documents and existing
City of Ukiah Public Works documents as they pertain to the landscaping area, including
Page 3 of 6
the review of any site constraints such as utilites, vaults, boxes, etc. that are located on
the site and in the right-of-way of the project frontage.
• Attend a project kick-off meeting and site visit, which will include meeting with City Staff
and City consultants involved with the project to establish requirements for the
landscape plan.
• Develop a preliminary landscape design & irrigation plan. The plans shall include a
preliminary plant legend that includes, at a minimum, the following information: symbol
for each species, botanical and common name, number to be planted, size to be
planted, size at 3 years (or other age as appropriate), size at maturity, and water use.
Shade calculations for the street trees and all onsite trees shall be provided. It is
acknowledged that due to the nature of the facility, the project cannot provide the 20%
landscape coverage for the parcel and possibly the 50% of live plantings required by
zoning code section 9170.7(E9). Plan shall also include color photos of the proposed
plant species.
• Prepare an estimate of the construction costs and construction timeline in a Microsoft
Excel spread sheet format based on the preliminary design, supplied electronically.
• Attend one Planning Commission meeting and possibly one City Council meeting where
the preliminary design will be reviewed and commented on, and changes discussed.
(See Attachment "D" — Conditions of Approval.)
• Incorporate changes, and upon approval of final design, prepare plans, technical
specifications, and finalized cost estimates for the landscape plan for all construction
work necessary for completion of landscape work. Technical specifications shall be
incorporated into City of Ukiah general conditions/boilerplate (in Microsoft Word format)
for construction projects. Technical specifications to include, but not limited to:
o Construction Layout Plan and Construction Details showing the locations and
dimensions of all construction elements and details for their
construction/installation.
o Specifications must give written instruction and procedures for the installation of
the various elements shown on the drawings.
o Include any and all code requirements.
• Submit draft plans and specifications to City for review.
• Receive comments on plans and specifications and prepare final bid documents. Final
bid documents must be sealed and signed by an architect licensed to practice in
California.
• Provide one set of reproducible plans and one copy -ready set of specifications in digital
format (both AutoCad and PDF).
• Prepare for and participate in one (1) City Council meeting for project participation and
specification approval.
• Provide bid assistance to the City's purchasing staff, which will include:
o Assistance in responding to bidder questions regarding the technical
specifications.
o Participation in any mandatory pre-bid meetings that may be required.
o Assistance in preparation of addenda.
o Assistance to the City in its review and evaluation of the bids.
• Once the City has awarded the landscaping project, the consultant is to assist the City in
the construction phase of the project, which will include:
o Participation in a preconstruction conference with the contractor and other City
staff as necessary.
o Review and respond to Requests for Information (RFI), Change Orders (CO),
submittals, payment claims and contractor supplied shop drawings.
Page 4 of 6
o Prepare and issue supplemental instruction as necessary to clarify technical
details and prepare preliminary and final punch lists.
o Coordinate with consultants, agency and City Staff as necessary.
o Perform necessary project inspections to maintain quality control during the
course of the contract.
o Perform final project inspection.
o Provide final "as built" reproducible (AutoCad, and PDF) drawings, and
recommended maintenance/irrigation instructions/documentation in both hard
copy and PDF.
TENTATIVE SCHEDULE
• Proposals will be received until 5:00 PM on January 18th, 2010.
• City reviews proposals and makes selection January 19th thru January 29th, 2010.
• Award of professional services agreement week of February 1 at, 2010.
• Provide insurance certificates/execute professional services agreement by February 11,
2010.
• Consultant attends project kick-off meeting the week of February 15, 2010.
• Consultant submits to the City a preliminary design, as well as an estimate of
construction costs in spreadsheet format, by the week of March 22nd, 2010.
• City approves final design by the week of May 10th, 2010.
• Consultant prepares construction bid documents by the week of June 1St, 2010.
• Consultant submits draft bid documents for review by the week of June 1St, 2010.
• City reviews and comments on draft bid documents by the week of June 14th, 2010.
• Consultant makes final revisions to bid documents by the week of June 28th, 2010.
• Consultant submits final bid documents in accordance with aforementioned scope of
services by the week of June 28th, 2010.
• Consultant attends City Council Meeting for plans and specification approval: July 7th
2010.
• City Staff releases bid notices to contractors and builders exchanges, and posts the bid
specs on to the City website by July 12th, 2010.
• Consultant available for bid assistance in accordance with the aforementioned scope of
services: July 12 through August 12, 2010.
• Construction bids opened: August 12th, 2010.
• City staff and consultant review construction bids by: August 13th, 2010.
• Award of construction by: August 18th, 2010.
• City staff facilitates the bid award documents with selected construction contractor:
August 19th through September 3rd, 2010.
• Consultant provides assistance with the construction phase in accordance with the
aforementioned scope of services: September 3rd, 2010 until construction completion
and final acceptance.
CONSULTANT'S PROPOSAL
Proposals shall be labeled: "SUBSTATION LANDSCAPING AND IRRIGATION PLAN".
Proposals shall be submitted to:
Mary Horger, Purchasing Supervisor
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482-5400
Page 5 of 6
Three (3) copies of the PROPOSAL are required. The fee proposal shall be submitted
separately in a sealed envelope.
Proposals must be received by 5:00 PM January 18th, 2010. Proposals will be accepted
only in hard copy. Faxed or emailed copies will not be accepted.
Proposals shall include as a minimum the following (please note that there is not a specific page
limit on the proposal):
Project approach and schedule
Describe the proposed approach and procedures to be used in completing the tasks described
in the Scope of Services. Include a proposed schedule showing completion of the various tasks.
Cover letter
The cover letter should include a brief overview of the specific approach and procedures the
firm proposes to complete the tasks described in the Scope of Services. Please explain why the
consultant's proposal is the best proposal for the City. The cover letter must be signed by an
official authorized to bind the successful firm contractually and shall contain a statement to the
effect that the proposal is a firm offer for a minimum period of thirty (30) days after the submittal
date. The letter accompanying the proposal shall also provide the following: name, title,
address, and telephone number of individuals with the authority to negotiate a contract and bind
the consultant to the terms of the contract.
Project team
Describe the qualifications and experience of the firm as related to the project, and the
proposed staff to be assigned to this project. Describe the qualifications and experience of any
proposed sub -consultants and identify the work they will accomplish. Firms, sub -consultants
and proposed staff must demonstrate experience with similar projects. Staff proposed to be in
charge of the project must demonstrate significant experience supervising similar work.
Describe the proposed team organization, current and previous work assignments, and man-
hours budgeted for each team member. Provide the name and brief resume of the individual
who will be in responsible charge of the project along with the names and brief resumes of the
firm's staff who will be assigned to the project.
Fee proposal
Provide a fee proposal based on an hourly rate schedule with a "not to exceed" maximum cost
for all work identified in the Scope of Services. Provide a tabulation of the project staff and
number of work hours for each task. Indicate if travel time, mileage, and per diem will be
charged. Include any sub -consultant cost. Additionally, please identify miscellaneous costs
associated with this proposal. Submit a copy of your firm's current itemized hourly rate fee
schedule. Fee proposals are to be submitted separately in a sealed envelope.
References
Provide a list of similar projects for which the firm has completed similar projects with a list of at
least three client references associated with these projects. Include client references for any
proposed sub -consultants. Provide names of contact person, addresses and telephone
numbers for all client references.
Exceptions
Identify any exceptions you are proposing with respect to the Scope of Services. Additionally, if
there are any exceptions to the City's insurance requirements and/or the City's draft
Page 6 of 6
professional services agreement as shown in the attachments, the Consultant should list the
exceptions in the proposal.
INSURANCE REQUIREMENTS
The insurance requirements are set forth in Attachment "E".
EVALUATION OF CONSULTANT'S PROPOSAL
The following evaluation criteria will be used in evaluating and selecting candidates:
1. Candidate's specialized experience and technical competence as applicable to the
services required.
2. Candidate's past record of performance, on similar projects, including control of costs,
quality of work, and completion in a timely manner.
3. Candidate's capacity to perform the work in a timely fashion. A proposed work plan
and organization chart should be included.
4. Candidate's familiarity with the type of problems applicable to the project.
5. Candidate's demonstrated experience in preparation of plans and specifications for
similar projects.
The City may choose, at its discretion, to request interviews from firms to further clarify
proposals received and/or assist in the final selection.
SUPPLEMENTAL REFERENCE INFORMATION
The following documents are provided for your reference:
A draft professional services agreement, Attachment "A".
Landscaping Area, Attachment "B"
Zoning Code Section 7171.7(E12), Attachment "C"
Conditions of Approval, Attachment "D"
Insurance Requirements, Attachment "E"
RIGHT OF REFUSAL
The City reserves the right to reject any and all proposals without qualifications. Proposals will
be considered only in their entirety. The City reserves the right to negotiate the specific
requirements and costs for the work as stated in this RFP.
QUESTIONS
Questions shall be directed to Ms. Mary Horger, Purchasing Supervisor, City of Ukiah, 300
Seminary Avenue, Ukiah, CA 95482-5400, voice phone: (707) 463-6233, fax phone: (707) 463-
6234, email: mhorger@cityofukiah.com
ATTACHMENT "A"
AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
[Design Professional]
This Agreement, made and entered into this day of , 2008 ("Effective Date"), by
and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and
, a [sole proprietorship, corporation, partnership, limited partnership, limited liability
company, etc] organized and in good standing under the laws of the state of ,
hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to
b. Consultant represents that it has the qualifications, skills, experience and properly licensed to
provide these services, and is willing to provide them according to the terms of this
Agreement.
C. City and Consultant agree upon the Scope -of -Work and Work Schedule attached hereto as
Attachment "A", describing contract provisions for the project and setting forth the completion
dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope -of -Work (Attachment "A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement
between City and Consultant. The written Agreement shall be in the form of an Amendment to
this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required by the
Scope -of -Work upon receipt of a Notice to Proceed from City and shall complete such services
within from receipt of the Notice to Proceed. Consultant shall complete
the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant
contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this Agreement,
Consultant shall be compensated on a time and expense basis not to exceed a guaranteed
maximum dollar amount of $-------. Labor charges shall be based upon hourly billing rates for
the various classifications of personnel employed by Consultant to perform the Scope of Work
as set forth in the attached Attachment B, which shall include all indirect costs and expenses
Design — ProtSvcsAgreement-November 20, 2008
PAGE 1 OF 7
of every kind or nature, except direct expenses. The direct expenses and the fees to be
charged for same shall be as set forth in Attachment B. Consultant shall complete the Scope
of Work for the not -to -exceed guaranteed maximum, even if actual time and expenses exceed
that amount.
4.2 Changes. Should changes in compensation be required because of changes to the Scope -of -
Work of this Agreement, the parties shall agree in writing to any changes in compensation.
"Changes to the Scope -of -Work" means different activities than those described in Attachment
"A" and not additional time to complete those activities than the parties anticipated on the date
they entered this Agreement.
4.3 Sub -contractor Payment. The use of sub -consultants or other services to perform a portion of
the work of this Agreement shall be approved by City prior to commencement of work. The
cost of sub -consultants shall be included within guaranteed not -to -exceed amount set forth in
Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of invoice less any amount already paid to Consultant, which
amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall
provide a description of each item of work performed, the time expended to perform each task,
the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall
be accompanied by documentation sufficient to enable City to determine progress made and
the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for
its acts or omissions. Consultant (including its agents, servants, and employees) is not City's
agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent contractor
and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall
have no right to, and shall not control the manner or prescribe the method of accomplishing
those services contracted to and performed by Consultant under this Agreement, and the
general public and all governmental agencies regulating such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been inserted
solely to achieve compliance with federal and state laws, rules, regulations, and interpretations
thereof. No such provisions and no other provisions of this Agreement shall be interpreted or
construed as creating or establishing the relationship of employer and employee between
Consultant and City.
Consultant shall pay all estimated and actual federal and state income and self-employment
taxes that are due the state and federal government and shall furnish and pay worker's
compensation insurance, unemployment insurance and any other benefits required by law for
himself and his employees, if any. Consultant agrees to indemnify and hold City and its
officers, agents and employees harmless from and against any claims or demands by federal,
state or local government agencies for any such taxes or benefits due but not paid by
Consultant, including the legal costs associated with defending against any audit, claim,
demand or law suit.
Design — Pro lSvesAgreement-November 20, 2008
PAGE 2 OF 7
Consultant warrants and represents that it is a properly licensed professional or professional
organization with a substantial investment in Its business and that it maintains its own offices
and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City.
Consultant has no interest and will not acquire any direct or indirect interest that would conflict
with its performance of the Agreement. Consultant shall not in the performance of this
Agreement employ a person having such an interest. If the City Manager determines that the
Consultant has a disclosure obligation under the City's local conflict of interest code, the
Consultant shall file the required disclosure form with the City Clerk within 10 days of being
notified of the City Manager's determination.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for the
full period of time allowed by law, surviving the termination of this Agreement insurance
against claims for injuries to persons or damages to property, which may arise from or in
connection with its performance under this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
Insurance Services Office ("ISO) Commercial General Liability Coverage Form
No. CG 20 10 10 01 and Commercial General Liability Coverage — Completed
Operations Form No. CG 20 37 10 01.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any
auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the State
of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultant's
profession. Architects' and engineers' coverage is to be endorsed to include
contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
General Liability: $1,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage including operations, products and
completed operations. If Commercial General Liability Insurance or other form
with a general aggregate limit is used, the general aggregate limit shall apply
separately to the work performed under this Agreement, or the aggregate limit
shall be twice the prescribed per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily
injury and property damage.
Design — ProtSvcsAgreement-November 20, 2008
PAGE 3 OF 7
3. Worker's Compensation and Employers Liability: Worker's compensation limits
as required by the Labor Code of the State of California and Employers Liability
limits of $1,000,000 per accident.
4. Errors and Omissions liability: $1,000,000 per occurrence.
C. Deductibles and Self -Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the
City. At the option of the City, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects to the City, its officers, officials,
employees and volunteers; or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense
expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
General Liability and Automobile Liability Coverages
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products and
completed operations of the Consultant, premises owned, occupied or
used by the Consultant, or automobiles owned, hired or borrowed by the
Consultant for the full period of time allowed by law, surviving the
termination of this Agreement. The coverage shall contain no special
limitations on the scope -of -protection afforded to the City, its officers,
officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance as
respects to the City, its officers, officials, employees and volunteers.
Any insurance or self-insurance maintained by the City, its officers,
officials, employees or volunteers shall be in excess of the Consultant's
insurance and shall not contribute with it.
C. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officers, officials, employees or
volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to
the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses arising from Consultant's
performance of the work, pursuant to this Agreement.
Design — ProfSvcsAgreement-November 20, 2008
PAGE 4 OF 7
3. Professional Liability Coverage
If written on a claims -made basis, the retroactivity date shall be the effective
date of this Agreement. The policy period shall extend from ------ to -------------
4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days prior written notice by certified
mail, return receipt requested, has been given to the City.
E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of
no less than A- for financial strength, AA for long-term credit rating and AMB -1 for
short-term credit rating.
F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates and
Endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The Certificates and Endorsements are to
be on forms provided or approved by the City. All Certificates and Endorsements are
to be received and approved by the City before Consultant begins the work of this
Agreement. The City reserves the right to require complete, certified copies of all
required insurance policies, at any time. If Consultant fails to provide the coverages
required herein, the City shall have the right, but not the obligation, to purchase any or
all of them. In that event, after notice to Consultant that City has paid the premium, the
cost of insurance may be deducted from the compensation otherwise due the
contractor under the terms of this Contract.
G. Subcontractors
Consultant shall include all sub -contractors or sub -consultants as insured under its
policies or shall furnish separate certificates and endorsements for each sub -contractor
or sub -consultant. All coverage for sub -contractors or sub -consultants shall be subject
to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination
of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or
pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant
and its agents in the performance of services under this contract, but this indemnity does not
apply to liability for damages for death or bodily injury to persons, injury to property, or other
loss, arising from the sole negligence, willful misconduct or defects in design by the City, or
arising from the active negligence of the City.
"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include all
costs associated with defending the claim, including, but not limited to, the fees of attorneys,
investigators, consultants, experts and expert witnesses, and litigation expenses.
Design — ProfSvcsAgreement-November 20, 2008
PAGE 5 OF 7
References in this paragraph to City or Consultant, include their officers, employees, agents,
and subcontractors.
7.0 CONTRACT PROVISIONS
7.1 Documents and Ownership of Work. All documents furnished to Consultant by City and all
documents or reports and supportive data prepared by Consultant under this Agreement are
owned and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no additional cost
to City. Deliverables are identified in the Scope -of -Work, Attachment "A". All documents
produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant
shall produce the digital format, using software and media approved by City.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States,
the State of California, and all local governments having jurisdiction over this Agreement. The
interpretation and enforcement of this Agreement shall be governed by California law and any
action arising under or in connection with this Agreement must be filed in a Court of competent
jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set
forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction,
the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement of
both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not
assign, transfer, or sub -contract its interest or obligation under all or any portion of this
Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be
a waiver of any other or subsequent breach of the same or any other covenant, term or
condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the
Agreement; 2) because funds are no longer available to pay Consultant for services provided
under this Agreement; or 3) City has abandoned and does not wish to complete the project for
which Consultant was retained. A party shall notify the other party of any alleged breach of
the Agreement and of the action required to cure the breach. If the breaching party fails to
cure the breach within the time specified in the notice, the contract shall be terminated as of
that time. If terminated for lack of funds or abandonment of the project, the contract shall
terminate on the date notice of termination is given to Consultant. City shall pay the
Consultant only for services performed and expenses incurred as of the effective termination
date. In such event, as a condition to payment, Consultant shall provide to City all finished or
unfinished documents, data, studies, surveys, drawings, maps, models, photographs and
reports prepared by the Consultant under this Agreement. Consultant shall be entitled to
receive just and equitable compensation for any work satisfactorily completed hereunder,
subject to off -set for any direct or consequential damages City may, incur as a result of
Consultant's breach of contract.
Design — ProtSvesAipeement-November 20, 2008
PAGE 6 OF 7
7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each bearing the
original signature of the parties. When so signed, each such document shall be admissible in
administrative or judicial proceedings as proof of the terms of the Agreement between the
parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally
delivered or deposited in the mail (certified or registered) addressed to the parties as follows:
CITY OF UKIAH
DEPT. OF
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482-5400
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY:
PRINT NAME:
IRS IDN Number
CITY OF UKIAH
BY:
CITY MANAGER
ATTEST
Date
CITY CLERK Date
Design — Prot5vesAgreement-November 20, 2008
PAGE 7 OF 7
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ARTICLE 15.
REGULATIONS IN PUBLIC FACILITIES (PF) ZONING DISTRICT'°
9170: PURPOSE AND INTENT:
This district classification is intended to be applied to properties which are used for or are proposed to be
used for public or quasi -public purposes or for specified public utility purposes. Additionally, the purpose of
the Public Facilities Zoning District is to provide business opportunities on large public -serving land uses
such as the airport. Finally, the Public Facilities Zone is consistent with the Public ("P") land use designation
of the General Plan. (Ord. 1009, §1, adopted 1998)
9170.1: ALLOWED USES:
The following uses are allowed in the Public Facilities (PF) Zoning District:
Airports and aviation -related functions and uses.
Civic centers and similar sites and uses.
Conservation and natural resource conservation areas.
Fairgrounds.
Historical sites and monuments.
Parks and recreation areas and facilities.
Public gardens.
Public schools.
Public utility facilities and uses.
Uses and structures which are incidental or accessory to allowed uses. (Ord. 1009, §1, adopted 1998)
9170.2: PERMITTED USES:
The following uses are permitted in the Public Facilities (PF) Zoning District subject to first securing a use
permit:
Community concerts, farmers markets, craft bazaars, and flea markets.
Corporation yards.
Establishment, maintenance, operation and removal of circuses, carnivals, amusement parks, open-air
theaters, or other similar temporary establishments involving large assemblages of people.
Light manufacturing and industrial uses.
Minor food services unrelated to the primary use.
Public cemeteries and similar uses.
Public transportation facilities.
Quasi -public land uses.
Refuse disposal/recycling areas, and refuse transfer stations and similar uses.
Storage facilities and bulk fuel storage.
Uses and structures which are incidental or accessory to permitted uses. (Ord. 1009, §1, adopted 1998)
9170.3: BUILDING HEIGHT LIMITS:
The maximum height limits for buildings in a Public Facilities (PF) Zoning District are as follows:
A. Airport Buildings: The height limit for buildings on the City airport grounds varies depending upon exact
location. The maximum height shall be pursuant to the provisions of Division 3, Chapter 9, Article 2 of this
Code.
B. City Park Buildings: Thirty feet (30').
C. City Utility Facilities And Public Safety Structures: Forty feet (40'), except for electrical transmission
towers, which are not limited in height.
D. School Buildings: Thirty feet (30').
E. Fairground Buildings: Thirty feet (30'). (Ord. 1009, §1, adopted 1998)
9170.4: REQUIRED SITE AREA:
There is no required site area for the Public Facilities (PF) Zoning District. (Ord. 1009, §1, adopted 1998)
9170.5: REQUIRED YARD SETBACKS:
While no specific yard setbacks are established for the PF Zoning District, it is intended that the yard
setbacks shall be equal to or greater than those for adjacent districts. The exact yard setbacks for
development projects in the PF Zoning District shall be established and set forth as conditions of approval in
the discretionary review process. (Ord. 1009, §1, adopted 1998)
9170.6: REQUIRED PARKING:
The minimum parking area required in the Public Facilities (PF) Zoning District shall be as follows:
A. Public Utility Facilities: One parking space for each employee on duty at any one time, and one space for
each vehicle used in connection with the facility with a minimum of three (3) spaces. One additional space for
every two hundred fifty (250) square feet of office space.
B. Elementary And Junior High Schools: Three (3) spaces for each classroom. A minimum of one
designated bus zone for loading and unloading students. One space per office, and a minimum of
three (3) on-site designated drop-off/pick-up spaces.
C. Senior High School: One space for each member of the faculty and each employee, plus one space for
each six (6) students. A minimum of three (3) on-site designated drop-off/pick-up spaces.
D. Airport: The number of required parking spaces at the airport shall depend on the individually
proposed uses. The number of spaces shall be determined by the provisions contained in Article 17 of this
Chapter.
E. Stadiums And Ball Fields: The number of spaces shall be equal in number to thirty three percent (33%) of
the capacity of the facility.
F. Golf Driving Range: One parking space per tee, plus the spaces required for additional uses on the site.
G. Golf Course: Six (6) spaces per hole, plus the spaces required for accessory uses on the site.
H. Miniature Golf Course: Three (3) spaces per hole, plus the spaces required for accessory uses on the
site.
I. Commercial Swimming Pool: One space for each one hundred (100) square feet of water surface.
J. Tennis Courts: Three (3) spaces for each court, plus the spaces required for accessory uses on the site.
K. Other Uses: All other uses are subject to the provisions contained in Article 17 of this Chapter. (Ord. 1009,
§1, adopted 1998)
9170.7: ADDITIONAL REQUIREMENTS:
The following additional requirements are applicable in the Public Facilities (PF) Zoning District:
A. Existing development as of the date hereof inconsistent with the provisions listed herein, shall be
considered legal nonconforming, provided that they were legal at the time of their creation, and shall be
subject to the nonconforming provisions contained in this Chapter.
B. A site development permit shall be required for development projects in the Public Facilities (PF) Zoning
District, pursuant to the requirements of subsection 9261 B of this Chapter.
C. All development projects in the PF Zoning District requiring discretionary review shall include a
proposed landscaping plan commensurate with the size and scale of the proposed development
project. Landscaping plans shall be submitted as a required component of all site development and use
permits at the time of application filing.
D. Landscaping plans submitted for projects on the Ukiah Municipal Airport property shall not include trees,
except in areas deemed acceptable in the airport master plan. Landscaping plans submitted for public utility
projects shall only include trees if they will not conflict with utility operations.
E. All proposed landscaping plans, except as noted in subsection D of this Section shall comply with the
following standards:
1. Landscaping shall be proportional to the building elevations.
2. Landscape plantings shall be those which grow well in Ukiah's climate without extensive irrigation.
Native species are strongly encouraged.
3. All landscape plantings shall be of sufficient size, health and intensity so that a viable and mature
appearance can be attained in a reasonably short amount of time.
4. Deciduous trees shall constitute the majority of the trees proposed along the south and west
building exposures; nondeciduous street species shall be restricted to areas that do not inhibit solar
access.
5. Parking lots with twelve (12) or more parking stalls shall have a tree placed between every four (4)
parking stalls within a continuous linear planting strip, rather than individual planting wells, unless
clearly infeasible. Parking lot trees shall primarily be deciduous species, and shall be designed to
provide a tree canopy coverage of fifty percent (50%) over all paved areas within ten (10) years of
planting. Based upon the design of the parking lot, a reduced number of trees may be approved
through the discretionary review process.
6. Parking lots shall have a perimeter planting strip with both trees and shrubs.
7. Parking lots with twelve (12) or more parking stalls shall have defined pedestrian sidewalks or
marked pedestrian facilities within landscaped areas and/or separated from automobile travel lanes.
Based upon the design of the parking lot, and the use that it is serving, relief from this requirement
may be approved through the discretionary review process.
8. Street trees may be placed on the property proposed for development instead of within the public
right of way if the location is approved by the City Engineer, based upon safety and maintenance
factors.
9. All new developments shall include a landscaping coverage of twenty percent (20%) of the gross
area of the parcel, unless because of the small size of a parcel, such coverage would be
unreasonable. A minimum of fifty percent (50%) of the landscaped area shall be dedicated to live
plantings.
10. Landscaping plans shall include an automatic irrigation system, signs, lighting plan, and any
other design amenities.
11. All required landscaping for public facility development projects shall be adequately maintained in
a viable condition.
12. The Planning Director, Zoning Administrator, Planning Commission, or City Council shall have
the authority to modify the required elements of a landscaping plan depending upon the size, scale,
intensity, and location of the development project. (Ord. 1009, §1, adopted 1998)
9170.8: DETERMINATION OF APPROPRIATE USE:
Whenever a use is not listed in this Article as a use permitted by right or a use subject to a use permit in the
PF Zoning District, the Planning Director shall determine whether the use is appropriate for the Zoning
District, either as a right or subject to a use permit. In making this determination, the Planning Director shall
find as follows:
A. That the use would not be incompatible with other existing or allowed uses in the PF Zoning District.
B. That the use would not be detrimental to the continuing development of the area in which the use would
be located.
C. In the case of determining that a use not articulated as an allowed or permitted use could be
established with the securing of a use permit, the Planning Director shall find that the proposed use is similar
in nature and intensity to the uses listed as permitted uses. All determinations of the Planning Director
regarding whether a use can be allowed or permitted in the Public Facilities (PF) Zoning District shall be final
unless a written appeal to the City Council, stating the reasons for the appeal, and the appeal fee, if any,
established from time to time by City Council resolution, is filed with the City Clerk within ten (10) days of the
date the decision was made. Appeals may be filed by an applicant or any interested party. The City Council
shall conduct a duly noticed public hearing on the appeal in accordance to the applicable procedures as set
forth in this Chapter. At the close of the public hearing, the City Council may affirm, reverse, revise or modify
the appealed decision of the Planning Director. All City Council decisions on appeals of the Planning
Director's actions are final for the City. (Ord. 1009, §1, adopted 1998)
Attachment D - Conditions of Approval
I. Conditions of Approval for the Landscaping Plan
Landscaping and irrigation plan for the project shall return to Planning Commission for review and
approval prior to installation. The irrigation plan shall include irrigation for the street trees required for the
project. The landscaping plan shall include the following:
A. Native species shall be considered first. If native species are not feasible, alternative
species that grow well in Ukiah's climate may be used.
B. Landscaping plan, including street trees, shall be designed to be a "demonstration/model"
landscape to provide examples of appropriate species and good landscape design to the
public and developers.
C. Hydrozones used wherever feasible to provide a variety of plant species and to group
species with similar water needs.
D. Tree species that meet the security constraints of the project and site.
E. Plans consistent with the State's Model Water Efficient Landscape Ordinance.
F. Re -use of onsite trees as mulch where feasible.
G. Street trees every 30 feet along the Orchard Avenue project frontage (based on 212
lineal feet of frontage, 7 trees) or as determined by Planning Commission.
H. Screening of the facility to the greatest degree feasible given security and safety
constraints associated with the substation, including the planting of onsite trees and vines
to screen the wall.
Additional Conditions of Approval Recommended by the Planning Commission
The project was reviewed by the Planning Commission on December 10, 2009. At the meeting, the
Planning Commission recommended the following additional conditions regarding the project. The
landscaping and irrigation plans are subject to Planning Commission review and approval as part of the
Site Development Permit and Use Permit for the project. Planning Commission will review the Sire
Development Permit and Use Permit after City Council approves the General Plan Amendment and
Rezoning required for the project.
Planning Commission Direction on Landscaping Plan
® Provide 10 street trees along the Orchard Avenue and East Gobbi Street project frontages.
® Use vines to screen the wall from Orchard Avenue.
■ If feasible, use wild grape as a climbing vine on the section of the wall with frontage on Orchard
Avenue.
® if feasible, consider the following species for the landscaping plan: Manzanita, ceanothus, wild rose.
This is the priority over the use of colony trees (see bullet below).
■ Consider the use of colony trees to help provide screening.
Planning Commission Direction on Wall and Building Color
■ Use natural colors (not the typical "industrial" grey) for the wall and building.
■ Coordinate the colors of the building and wall.
■ Use Calstone color S-200 or S-1125 for the wall.
® Use DuPont Olive Yellow for the building.
■ Consider a grout color for the wall that is compatible with the building color in order to tie the two
together.
ATTACHMENT "E"
Cit (tiah
Consultant(s) shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the Consultant(s), his agents, representatives, or employees.
I. Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Insurance Services Office Commercial General Liability coverage (Form No. CG 20 10 10 01 and
Commercial General Liability — Completed Operations Form No. CG 20 37 10 01).
B. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
C. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
D. Errors and Omissions liability insurance appropriate to the consultant's profession. Architects' and
engineers' coverage is to be endorsed to include contractual liability.
II. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
A. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage
including operations, products and completed operations, as applicable. If Commercial General
Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit
shall apply separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit. Insurance must be written on an occurrence basis.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. Insurance must
be written on an occurrence basis.
C. Workman's Compensation Employer's Liability: $1,000,000 per accident for bodily injury or disease.
D. Errors and Omissions liability: $1,000,000 per occurrence. If written on a claims -made basis,
insurance coverage must cover claims filed within 3 years after contract work completed.
III. Deductibles and Self -Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may
require the insurer to reduce or eliminate such deductibles or self-insured retentions with respect to the
City, its officers, officials, employees and volunteers; or the Consultant to provide a financial guarantee
satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and
defense expenses; or to approve the deductible without a guarantee.
IV. REQUIRED Insurance Provisions
Proof of general liability and automobile liability policies are to contain, or be endorsed to
contain, the following provisions:
A. The City, its officers, officials, employees, and volunteers are to be covered as ADDITIONAL
INSURED with respect to liability arising out of automobiles owned, leased, hired or borrowed by or
on behalf of the contractor; and with respect to liability arising out of work or operations performed
by or on behalf of the Consultant including materials, parts or equipment, furnished in connection
with such work or operations. General liability coverage can be provided in the form of an
endorsement to the Consultant's insurance, or as a separate owner's policy.
Page 1 of 2
B. The workers' compensation policy is to be endorsed with a waiver of subrogation. The
insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses paid under the terms of this policy which
arises from the work performed by the named insured for the City. NOTE: You cannot be added as
an additional insured on a workers' compensation policy.
C. For any claims related to this project, the Consultant's insurance coverage shall be primary
insurance with respect to the City, its officers, officials, employees, and volunteers. Any insurance
or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be in
excess of the Consultant's insurance and shall not contribute with it.
D. Each insurance policy required by this clause shall be endorsed to state that coverage shall not
be canceled by either party, except after thirty (30) days' prior written notice by certified mail, return
receipt requested, has been given to the City.
V. RATING - Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current A.M. Best's rating of no less than
A- for financial strength, AA for long-term credit rating and AMB -1 for short-term credit rating.
VI. Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage
required by this clause. The endorsements should be on forms provided by the City. If endorsements
are on forms other than the City's forms, those endorsements must provide coverage that is equivalent to or
better than the forms requested by the City. All certificates and endorsements are to be received and
approved by the City before work commences. The City reserves the right to require complete, certified
copies of all required insurance policies, including endorsements affecting the coverage required by these
specifications at any time.
If you have questions regarding our insurance requirements contact:
Risk Manager
(707) 463-6287 or FAX (707) 463-6204
Revised: 11/20/08
Page 2 of 2
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O
Adso ITEM FIr MEETING DATE:
city of Wki:ah
AGENDA SUMMARY REPORT
1•
April 7, 2010
SUBJECT: AWARD BID TO AZZ/CENTRAL ELECTRIC MANUFACTURING COMPANY IN THE
AMOUNT OF $1,834,221.00 FOR THE PURCHASE OF THE 15 -kV METAL -CLAD
SWITCHGEAR AND CONTROL BUILDING FOR THE ORCHARD SUBSTATION
PROJECT.
On February 2, 2010, the City issued a notice requesting bids for the purchase of the Orchard Substation
15 -kV Metal -Clad Switchgear and Control Building. This procurement generally consists of the following:
• One (1) prefabricated metal control building or approved equal with anchor bolts and equipment,
including one 15 -kV metal -clad switchgear, and including, but not limited to, relay panels, relays, AC
and DC distribution panels, heat pump, substation battery and miscellaneous equipment.
• Onsite assembly services for prefabricated building.
The notice inviting bids was sent to the following fourteen (14) companies who specialize in this type of
procurement: RBB, Central Electric Company, Crown Technical Systems, Geo E. Honn Company, General
Electric Co., Intermountain Electronics, Keystone Electric Manufacturing Co., Koontz -Wagner Electric Co.,
LGE Electrical Sales, Matzinger-Keegan Inc., Pederson Power Products, Powell Electrical Manufacturing
Company, Powercon Corporation, and Siemens Energy and Automation.
Bids closed on March 2, 2010. Bids were received from eight (8) bidders. The bids were first reviewed by
our consultant, Anthony Hanson, from R.W. Beck, Inc., and then reviewed by the City.
The low bidder, Inter -Mountain Electric, whose bid was $1,798,271.00, proposed an alternative outer shell
and thickness for the enclosure, which is not acceptable, and made their bid non -conforming.
The second lowest bidder, Powercon Corporation, whose bid was $1,801,625.00, excluded the assembly
and field services in their bid, and also submitted its proposed exceptions and terms and conditions after the
bid opening, which disqualified their bid.
The third lowest bidder, AZZ/Central Electric Manufacturing Company, with a bid of $1,834,221.00,
submitted their bid with only one minor, insignificant, and technically acceptable exception. Otherwise, their
bid was found conforming. Please see the attached letter from R.W. Beck, which includes the complete
bid tabulation (Attachment 1).
Recommended Action(s): AWARD BID TO AZZ/CENTRAL ELECTRIC MANUFACTURING
COMPANY IN THE AMOUNT OF $1,834,221.00 FOR THE PURCHASE OF THE 15 -kV METAL -
CLAD SWITCHGEAR AND CONTROL BUILDING FOR THE ORCHARD SUBSTATION PROJECT.
Alternative Council Option(s): Reject recommendation, and provide further direction to
Citizens advised: N/A
Requested by: Mel Grandi, Director of Electric Utility
Prepared by: Mary Horger, Purchasing Supervisor
Coordinated with: David Rapport, City Attorney, and Anthony Hanson, R.W. Beck, Inc.
Attachments: Attachment #1 - Bid Evaluation Letter from R.W. Beck, Inc.
Approved:
Jar16 ithambers, City Manager
City staff reviewed the bids, including a legal review by the City Attorney, and concur with R.W. Beck's
recommendation to award the bid for the purchase of the 15 -kV Metal -Clad Switchgear and Control Building
to AZZ/Central Electric Manufacturing Company in the amount of $1,834,221.00.
Funds have been budgeted and are available in 800.3642.800.000,
Fiscal Impact:
Budgeted FY 09/10 1-1 New Appropriation F-1 Not Applicable F-1 Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number
$6,000,000.000 Distribution Plant/Substation Equipment 800.3642.800.000
March 31, 2010
Mr. Mel Grandi
City of Ukiah
411 West Clay Street
Ukiah, CA 95482
Subject: Comparison of Bid Proposals, Orchard Substation
Control Building and Equipment Procurement Contract No. 01236-P4
Dear Mr. Grandi:
A total of eight bids were opened on March 2, 2010 at 3:00 p.m. in response to the requests for
proposals issued to potential bidders for the Orchard Substation Control Building and Equipment
Procurement Contract. Bid results and evaluated prices are shown in Exhibit A, attached. Only
the items considered significant are listed below.
Bidder:
ABB
AZZ
INTER
MYERS
PEDERSON
POWELL
POWER-
SIEMENS
MOUNTN
EMC
CON
ELEC.
$1,800,826
Bid Item'A'
$2,641,048
$1,786,790
$1,731,820
$1,929,438
$2,104,517
$1,775,000
$2,619,913
$1,774,955
Alt. deliv.
Bid Item'B'
$152,220
$47,431
$66,451
$53,505
$47,060
$78,409
-
Included
above
Tax
-
-
-
-
-
-
$26,625
-
Adjustment
Total
$1,847,886
Evaluated
$2,793 268
$1' 834 221
$1,798,271
$1' 982 943
$2,182,926
$1' ' 801 625
$2,619,913
Price with
Taxes:
$1,822,015
Delivery of
180 Days?
Accepted
Accepted
Accepted
Accepted
Accepted
210-240
Days
182-196
Days
Accepted
All proposals included requested pricing data and signatures, with the exception of Powercon,
which did not include the assembly and field services as Bid Item `B'. Verbal clarification from
Powercon indicated that Bid Item `A' included the assembly and field services. Additionally, the
Powercon bid did not include the appropriate taxes and Powercon submitted its terms and
conditions and proposed exceptions after the bid opening. Therefore, we recommend the
Powercon proposal be deemed non -conforming.
All proposals submitted, with the exception of Myers, included exceptions and/or clarifications
to the technical specifications. The Inter -Mountain Electric proposal provided an alternative
013086 1 07-00446-01236-3000 1 01236-P4 Bid Eval Letter
Mr. Mel Grandi
March 31, 2010
Page 2
outer shell and thickness for the entire enclosure. Therefore, we recommend the IME proposal
be deemed non -conforming.
Several bidders clarified or took exception to the acceptance testing requirements; however the
submitted clarifications satisfied the intent of the specifications.
Based on our review of the bids, we recommend awarding the proposal to AZZ for $ 1,834,221.00.
We recommend that your legal counsel review the proposals for legal adequacy, and that you
consult your insurance and business advisors regarding the adequacy of the proposals relating to
such matters. Assuming the proposals are found to be adequate with respect to these items, we
make the above recommendation.
If this meets your approval, please sign the enclosed Notice of Award and forward it to our
office. Once we have received the signed Notice of Award, we will issue the final contract.
Please call me at (615) 431-3226 if you have any questions or comments.
Sincerely,
-P QJ'L� Nczm�
P. Anthony Hanson, P.E.
Senior Project Manager
PAH/vc
Encl: Exhibit A; Notice of Award
013086 1 07-00446-01236-3000 1 01236-P4 Bid Eval Letter
QTY. 1 15 -kV Metal -Clad ABB
Switchgear and Control Building
City of Uldah
Orchard Substation
Procurement Contract No. 01236-P4
Exhibit A --Bid Evaluation Details
AZZ INTERMNTN I MYERS PEDERSON I POWELL I POWERCON I SIEMENS
ELECTRONICS EMC
Bid ItemA--Firm Unit Price
$1,786,790.00
$1,731,820.00
$1,929,438.15
$1,800,826
$1,775,000
Bid Item A--210 Day Delivery
$1,774,955.00
-
Bid Item B --On-site services
$47,431
$66,451.00
$53,505.00
$47,060
$0
Lump Sum Price of Bid ItemsA&B
$1,834,221.00
$1,798,271.00
$1,982,943.15
$1,847,886.00
$1,775,000.00
Lump Sum Price (210 Delivery)
$1,822,015.00
Sales Tax included
Yes
Yes
Yes
Yes
No - $26,625
Total Evaluated Price of Bid Items A
& B incl. tax
Total Evaluated Price of Bid Items A
& B incl. tax (210 Day Delivery)
$1,834,221.00
$1,798,271.00
$1,982,943.15
$1,847,886.00
$1,822,015.00
$1,801,625.00
Additional spare parts recommended
none
none
yes
none
none
Delivery of Goods
1$0-238 days
agreed
agreed
180 days
182-196 days
Delivery of Drawings
70-84 days
agreed
agreed
42-56
Non -Collusion Affidavit
Yes
Yes
Yes
Yes
Yes
Submittal Checklist
Yes
Yes
Yes
Yes
Yes
Insurance Certificate
Yes
No
Yes
Yes
No
Bidder's Qualifications
Yes
Yes
Yes
Yes
Yes
Payment Terms
agreed
agreed
agreed
agreed
30 days
Outline Dwg Provided
No
No
Yes
Yes
No
BOM Provided
No
No
Yes
Yes
Yes
Method of shipment
Dedicated Trucks
not specified
truck
truck
Truck
Location of nearest field support
Fulton, MO
Price, UT
Corona, CA
Omaha, NE
Severn, MD
Location of manufacturing facility
Fulton, MO
Price, UT
Corona, CA
Omaha, NE
Severn, MD
Breaker Type
Powell or Eaton C -H
Cutler Hammer
PowerVac (GE)
PowerVac (GE)
Cutler Hammer
Max operations @n Max Short circuit
15
1?
1
10,000
Switchgear Manufacturer
Powell or Eaton C -H
Intermountain
Electronics
Myers
Pederson
Powercon
Weight
161,000
150,500
240,000
210,000-252,000
230,000
Inside Height
9'-0"
I1'-2"
10'-0"
T.5"
Inside Width (86-0")
86'-0"
864"
85'-6"
85'-0"
Inside Depth (27'-0")
27'-0"
27'-0"
26'-6"
29'-0"
Outside Height
13'-0"
12'-I1"
12'-2"
11'-7"
Outside Width
86-8"
87'-4"
86-0"
85'-8"
Outside Depth
27'-4"
28'-0"
27'-0"
30'-0"
Clarifications and Exceptions:
CT size &location, LD's
Wall const., LD's, Bus
Duct
none
No Testing, GPT Device
cables
Field Testing paint
Roof Bus Support
yes
not on BOM
not on BOM
not on BOM
not on BOM
HVAC
yes, (2) 5 ton units
yes, 7.5 & 2 ton
yes, 20 & 4 ton
(3) 6 ton units (outline
dwg shows 2)
2 units, no specifics
given
Substation Computer
Yes
Yes
Yes
Yes
Yes
Bus Duct Between Cubicles
Yes
alt. design
Yes
Yes
Yes
Batteries
Yes
Yes
Yes
Yes
Yes
(2) Battery Chargers
Yes
1 only
Yes
Yes
1 only
Spare Parts Included
Yes
not on BOM
Yes
Yes
Yes
GPT Device
Yes
Yes
Yes
Yes
Yes
Racking Device (manual & remote)
Yes
???
Yes
Yes
Manual only???
Fiber Optic Cable and equipment
missing cables and
transceivers
missing cables and
transceivers
yes
yes
missing cables and
transceivers
Bathroom Furnishing
Yes
Yes
Yes
Yes
???
Relay Panels
Yes
Yes
Yes
Yes
Yes
DATE:
TO: AZZ c/o Central Electric
7900 US Hi way 54 South
Fulton, MO 65251
Attention: Mr. Dave Gohil
PROJECT. Orchard Substation
BUYER'S CONTRACT NO.: 01236-P4
CONTRACT FOR: 15 -kV Metal -Clad Switchgear and Control Building
You are notified that your Bid dated March 1, 2010, for the above Contract has been considered.
You are the apparent successful bidder and have been awarded a contract for the following:
A. Design, manufacture, assemble and test one prefabricated metal control building or
approved equal with anchor bolts and equipment, including one 15 -kV metal -clad
switchgear and California sales tax (8.75%), and including, but not limited to, switchboard
panels, relays, station battery, AC and DC distribution panels, heat pump, and miscellaneous
equipment, delivery F.O.B. to the Point of Destination, and installation.
One Million, Seven Hundred Eighty Six Thousand Seven Hundred Ninety and 00/100 ($ 1,786,790.00)
(Use words) (Use figures)
B. Price of Special Services to be performed on-site as specified
Forty -Seven Thousand, Four Hundred Thirty -One and 00/100 ($ 47,431.00)
(Use words) (Use figures)
TOTAL CONTRACT PRICE:
One Million, Eight Hundred -Four Thousand Two Hundred Twenty -One and 00/100 ($1,834,221.00
(Use words) (Use figures)
The deadline for delivery of equipment is 180 days from the Date of Agreement.
PROJECT NO. 01236-P4/ISSUED FOR BID 00510-1 NOTICE OF AWARD
CONSTRUCTION
TO: AZZ
Notice of Award
Page 2
Copies of the proposed Contract Documents will follow this Notice of Award after compliance with
the following conditions within 15 days of the date of this Notice of Award:
1. You must deliver the Performance and Payment Bonds in accordance with the General
Conditions.
2. You must deliver to the Engineer a delivery schedule indicating the dates and contents of
each shipment.
3. You must deliver the Insurance Certificates as evidence of insurance coverage required by
General Conditions.
Failure to comply with these conditions within the time specified will entitle Buyer to consider your
bid abandoned and to annul this Notice of Award.
Within 10 days after you comply with those conditions, Buyer will provide copies of the Agreement
and Contract Documents for your execution.
City of Ukiah
By
(AUTHORIZED SIGNATURE)
(TITLE)
Copy to Engineer
(Use Certified Mail, Return Receipt Requested)
PROJECT NO. 01236-P4/ISSUED FOR 00510-2 NOTICE OF AWARD
CONSTRUCTION
1►. ITEM NO.: 1
PTR
' • 2010 MEETING DATE: —AGENDA SUMMARY REPORT
SUBJECT: AWARD BID TO DIS-TRAN IN THE AMOUNT OF $348,007.61 FOR THE PURCHASE
OF THE ORCHARD SUBSTATION STRUCTURES AND EQUIPMENT.
On January 15, 2010, the City issued a notice requesting bids for the purchase of the Orchard Substation
Structures and Equipment. The structures and equipment generally consist of the following:
• Substation structures: structural and miscellaneous steel, assembly hardware, anchor bolts,
detailed erection drawings, and other materials as specified.
• Substation equipment: switches, bus, conductor, cables, insulators, bus supports, connectors, and
other materials as specified or as required.
The notice inviting bids was sent to the following companies who specialize in supplying these packaged
materials: M.D. Henry Company, Inc., V&S Clark Substations, LLC, Substation Enterprises, Dis-Tran
Packaged Substations, and Hamby -Young Power Supply Products.
Bids closed on February 11, 2010. Bids were received from four bidders. The bids were first reviewed by
our consultant, Anthony Hanson, from R.W. Beck, Inc., who found that all proposals were responsive from a
technical engineering standpoint, leaving the balance of the review to the City. Please see the attached
letter from R.W. Beck, which includes the complete bid tabulation (Attachment 1).
City staff reviewed the bids, including a legal review by the City Attorney, and concurs with R.W. Beck's
recommendation to award the bid for the Structures and Equipment to Dis-Tran Packaged Substations in
the amount of $348,007.61.
Funds have been budgeted and are available in 800.3642.800.000
Fiscal Impact:
F-1New Appropriation Not Applicable Budget Amendment Required
H Budgeted FY 09/10
Amount Budgeted Source of Funds (title and #) Account Number
$6,000,000.000 Distribution Plant/Substation Equipment 800.3642.800.000
Recommended Action(s): AWARD BID TO DIS-TRAN PACKAGED SUBSTATIONS IN THE
AMOUNT OF $348,007.61 FOR THE PURCHASE OF THE ORCHARD SUBSTATION STRUCTURES
AND EQUIPMENT.
Alternative Council Option(s): Reject recommendation, and provide further direction to Staff.
Citizens advised: N/A
Requested by: Mel Grandi, Director of Electric Utility
Prepared by: Mary Horger, Purchasing Supervisor
Coordinated with: David Rapport, City Attorney, and Anthony Hanson, R.W. Beck, Inc.
Attachments: Attachment #1 - Bid Evaluation Letter from R.W. Beck, Inc.
Approved:
Jae Chambers, City Manager
March 1, 2010
An SAIC Company
Mr. Mel Grandi
City of Ukiah
411 West Clay Street
Ukiah, CA 95482
Subject: Comparison of Bid Proposals, Orchard Substation
Structures and Equipment Procurement Contract No. 01236-P3
Dear Mr. Grandi:
A total of four bids were opened on February 11, 2010 at 2:30 p.m. in response to the requests
for proposals issued to potential bidders for the Orchard Substation Structures and Equipment
Procurement Contract. Bid results and evaluated prices are shown in Exhibit A, attached. Only
the items considered significant are listed below.
Bidder:
Dis-Tran
M. D. Henry
Substation
Enterprises
V&S Clark
Bid Price:
$331,517.26
$379,716.43
$374,946.00
$407,778.50
Total Evaluated Price:
$348,007.61
$385,027.15
$380,190.00
$413,481.70
Delivery (150 Days):
Accepted
Accepted
84-98 days
Accepted
Exceptions:
Yes
Yes
None
Yes
All proposals included requested pricing data and signatures. The evaluated price in the above
table includes the tax increase adjustment from the requested 7.25% to the current 8.75%.
Nothing submitted in the proposals appears to be a detrimental material change from the
requirements of the Contract Documents from a technical engineering standpoint. It appears
from our review that all proposals are responsive to the technical engineering requirements of the
Contract Documents.
Based on our review of the bids, we recommend awarding the proposal to Dis-Tran Packaged
Substations for $ 348,007.61.
We recommend that your legal counsel review the proposals for legal adequacy, and that you
consult your insurance and business advisors regarding the adequacy of the proposals relating to
such matters. Assuming the proposals are found to be adequate with respect to these items, we
make the above recommendation. The negotiated terms and conditions have been included in
the conformed contract.
013086 1 07-00446-01236-3000 1 53378 01236-P3 Bid Eval Letter (Updated)
Mr. Mel Grandi
March 1, 2010
Page 2
If this meets your approval, please sign the enclosed Notice of Award and forward it to our
office. Once we have received the signed Notice of Award, we will issue the final contract.
Please call me at (615) 431-3226 if you have any questions or comments.
Sincerely,
R. W. BECK, INC.
-P QJ61� NO`na�
P. Anthony Hanson, P.E.
Senior Project Manager
PAH/vc
Encl: Exhibit A; Notice of Award
013086 1 07-00446-01236-3000 1 53378 01236-P3 Bid Eval Letter (Updated)
City of Ukiah
Orchard Substation
Structures and Equipment
Procurement Contract No. 01236-P3
Exhibit A --Bid Evaluation Summary
Bidder:
Dis-Tran Packaged Substations
M. D. Henry Company
Substation Enterprises, Inc.
V & S Clark
Lump Sum Bid Price
$331,517.26
$379,716.43
$374,946.00
$407,778.50
PT Adder
$8,687,24
Dampening Conductor Adder
$3,003.00
Tax Increase Adjustment
$4,800.11
$5,310.72
$5,244.00
$5,703.20
Evaluated Contract Price
$348,007.61
$385,027.15
$380,190.00
$413,481.70
Delivery Times (Days):
Design Calculations
4 weeks
4 weeks
3-4 weeks
4 weeks
Shop Drawings
10 weeks
8-10 weeks
6-7 weeks
10 weeks
Substation Structures
18 weeks
16-20 weeks
12-14 weeks
20 weeks
Remaining equipment
18-20 weeks
16-20 weeks
12-14 weeks
20 weeks
Exceptions
LD's 10% of contract price, other mise.
No sales tax included, other misc.
$1,500 adder to meet
$3M insurance coverage
LD's 5% of contract price, other mist.
STRUCTURES
Total Weight
58,322
54,661
61,153
71,105
Anchor Bolt Weight
-
-
1,928
1,900
Total Anchor Bolts
LOT
LOT
188
LOT
Switch Operator Platforms
14
14
14
14
115 -kV Vertical GOAB Switches
I 1
I I
11
11
115 -kV GOAB Switch MFR
USCO
USCO
USCO
USCG
12 -kV Vertical GOAB Switches
3
3
3
4
12 -kV GOAB Switch MFR
USCO
USCO
USCO
USCO
115 -kV Potential Transformers
9
9
9
9
LED Luminaire
3
18
18
18
Insulator, TR205
21
21
21
21
Insulator, TR286
12
12
12
12
Bus, 1.5" IPS AL
130
200
160
150
Bus, 3" IPS AL
1470
1360
1520
1240
266.8 kcmil ACSR (dampening)
-
1200
1400
1200
500 kcmil CU Hard Drawn
180
275
200
200
500 kemil CU Soft Drawn
350
200
350
400
(2) 750 kcmil Soft Drawn
200
200
275
400
4/0 CU Str
70
75
800
400
Phase Identification Signs
16 SETS
16 SETS
16 SETS
Sub. Wanting & Safety Signs
20
25
15
Equipment Identification Signs
LOT
72
48
SECTION 00510
TO: Dis-Tran Packaged Substations
4725 Highway 28 East
Pineville, LA 71360
Attention: David Campbell
PROJECT: Orchard Substation
BUYER'S CONTRACT NO.: 01236-P3
CONTRACT FOR: Structures and Equipment
You are notified that your Bid, dated February 11, 2010, for the above Contract has been considered.
You are the apparent successful bidder and have been awarded a contract for the following Goods:
Bid Item A. Furnish and deliver to the Orchard Substation project site the substation structures
and equipment as specified herein, including sales tax (8.75%):
Bid Item `A' Price:
Three Hundred Thirty -Six Thousand, One Hundred Fifty -Three and 86/100 Dollars ($ 336,153.86)
(Use words) (Use figures)
Adders. For PT type and Dampening Conductor, including sales tax (8.75%):
Price for Adders:
Eleven Thousand, Eight Hundred Fifty -Three and 75/100 Dollars ($ 11,853.75)
(Use words) (Use figures)
C0 M.11 IM119MIRMOV12MXX
Three Hundred Forty -Eight Thousand, Seven and 51/100 Dollars ($ 348,007.61)
(Use words) (Use figures)
The deadline for delivery of equipment is 150 days from the Date of Agreement.
Copies of the proposed Contract Documents will follow this Notice of Award after compliance with
the following conditions within 15 days of the date of this Notice of Award:
1. You must deliver the Performance and Payment Bonds in accordance with the General
Conditions.
PROJECT NO. 01236-P3/ISSUED FORBID 00510-1 NOTICE OF AWARD
TO: Dis-Tran Packaged Substations
Notice of Award
Page 2
2. You must deliver to the Engineer a delivery schedule indicating the dates and contents of
each shipment.
3. You must deliver the Insurance Certificates as evidence of insurance coverage required by
General Conditions.
Failure to comply with these conditions within the time specified will entitle the Buyer to consider
your bid abandoned and to annul this Notice of Award.
Within 10 days after you comply with those conditions, the Buyer will provide copies of the
Agreement and Contract Documents for your execution.
City of Ukiah
By
(AUTHORIZED SIGNATURE)
(TITLE)
PROJECT NO. 01236-P3/ISSUED FORBID 00510-2 NOTICE OF AWARD
ITEM NO.: 10d
MEETING DATE: April 7, 2010
SUMMARYWTcity of uki:ahAGENDA REPORT
SUBJECT: PRESENTATION OF THE UKIAH POLICE DEPARTMENT'S 2010-2015 STRATEGIC
PLAN
Discussion:
In May of 2008, the City Council authorized the department to begin the process of creating a long term
strategic plan. The goal was to build on the accomplishments of the department, and to measure in a
quantifiable manner, the department's ability to deliver quality service to the community through clearly
definable goals and performance measures.
Key to the department's planning process was obtaining broad participation from our community to define
what is important in terms of safety and quality of life to the citizens of Ukiah. To seek as much information
as possible the department:
® Compiled statistics on crime and police services and began production of an annual report,
® Implemented a community survey, and received almost 1,000 responses, to find out how safe
citizens felt and what were the most important safety issues to address,
® Surveyed the department's employees to identify what is working and what needs improvement,
® Held a forum with 29 of the community's key leaders to define the broader issues impacting our
ability to deliver police services,
® Held a strategic planning workshop with the City Council and City leadership to solicit feedback, and
® Held staff and strategic planning meetings to explore and develop our five year plan.
The information the department gathered from the community, community key leaders, City Council, City
leadership, and departmental staff, served as our basis for our decision making about the future of the
department and the police services the department provides. The community's input also provided the
Recommended Action(s): No action required, receive Strategic Plan and provide any
recommendations desired.
Alternative Council Option(s):
Citizens advised:
Requested by: Chris Dewey, Director of Public Safety
Prepared by: Chris Dewey, Director of Public Safety
Coordinated with: Jane Chambers, City Manager
Attachments: 1) Strategic Plan Implementation Plan, 2) "Measuring What Matters Most
r
Approved:
Jan -'Chambers, City Manager
Subject: Presentation of the Ukiah Police Department's 2010-2015 Strategic Plan
Meeting Date: April 7t", 2010
Page 2 of 2
As a result of this research and planning the department established five specific goals for the delivery of
police services, in the department's strategic plan entitled Measuring What Matters Most. The specific goals
of the plan include:
• Reducing Crime and the Fear of Crime
• Improving the Quality of Life in Our Neighborhoods
• Enhancing Community and Police Partnerships
• Developing Personnel, and
• Continued Accountability
Within each goal section of the plan, staff identified key measurements for achieving our goals, and action
plans which support each measurement. In addition, the department strived to interweave into these goals
and action plans, the department's Core Values, Vision and Mission.
Along with the department's Measuring What Matters Most strategic plan, the department created a detailed
accompanying implementation plan document which outlines our strategies, timelines and responsibilities
for implementation of the department's strategic plan.
Completing the strategic planning process during these fiscally demanding times has been a challenge for
department staff, as we work through the difficult process of reducing the department's budget and
downsizing our workforce. Yet, the research and planning work completed during this strategic planning
process has been instrumental in assisting the department in implementing budget reduction strategies,
while still ensuring the delivery of essential police services.
Recommendations:
Staff desires to present the completed Measuring What Matters Most strategic plan to the Ukiah Community
and Ukiah City Council for review. In addition, staff desires to obtain any further recommendations the City
Council members may have about the plan, and begin the process of implementation, and performance
review.
Fiscal Impact:
F1Budgeted FY 09/10 ❑ New Appropriation ® Not Applicable Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested
Ukiah Police Departmen
Safety, Professionalism, Community Service i
STRATEGIC PLAN IMPLEMENTATION PLAN
Ukiah Police Department, 2010-2015 Strategic Plan
January 2010
Prepared by:
M. Susan Haun, M.A.
Haun & Associates
Measure of Success:
1a. Reduce the level of violent and nonviolent crime in Ukiah by 5%, measured by the Uniform Crime
Report (UCR).
Actions
Implementation Lead Implementation Mechanism
Directed Enforcement Operations (DEO) will analyze community Operations Short-term — Part-time
crime problems weekly, analyze high crime areas, research best Commander Crime Analysis; Long -
practices in crime prevention and enforcement, respond to changing term: Full-time Crime
crime trends, and provide the Department's Focus of the Week and Analyst.
other directed enforcement focus. Important: SDR's,
quality of data;
accessibility of data.
Start Fully
Implemented
1/10-6/10 1/10-6/10
• DEC) will target repeat offenders of crime through probation and Operations - 1/10 — 6/10 1/10 — 6/10
parole searches, and other investigative techniques. Commander
The Department will maintain clearance rates on the four (4) FBI Services Detective Sgt. 1/10 — 6/10 1/10 — 6/10
Index Crime Categories (murder, rape, robbery and burglary) above Commander
the national average.
Measures of Success: 1b. Decrease the fear of crime in Ukiah as measured by an annual Community Survey, and compared
to the previous reporting period.
Actions
The Department will distribute a community survey to all City
residents annually. The purpose of the survey is to gauge residents'
views on crime and the fear of crime.
Implementation Lead Implementation Mechanism
Operations
Commander
The Department will distribute an Activity, Incidents and Arrests Operations
Report weekly to the media and the City Council. Commander
The Department will distribute a Crime Trend Summary Report, Operations
including crime incidents and arrests, monthly via the Department's Commander
website, radio announcements, email notification systems and/or print
media.
Crime Analyst
Crime Analyst; Analyze
with staff at staff
meeting every 6 weeks
Start Fully
Implemented
7/10— 7/10-
12/10 12/10
1/10 — 6/10 1/10 — 6/10
1/10 — 6/10 1/10 — 6/10
UPD 2010 — 2015 Strategic flan Implementation Plan g Page 2
Measure of Success: 2a. Reduce Calls For Service in Designated Areas by 5%.
Actions
Implementation Lead Implementation Mechanism
Track and analyze Calls For Service trends and notify residents in Operations
affected areas via the Department's website and the email notification Commander
system.
• Directed Enforcement Operations (DEO) will provide targeted Operations
enforcement of neighborhood problems, e.g., marijuana growers, meth Commander
producers, abatement, traffic education, and traffic enforcement.
• Patrol Officers will provide extra patrol based on the Focus of the Operations
Week to saturate the areas designated as the top locations in an effort Commander
to reduce Calls For Service in the area.
Patrol will ensure the safety of pedestrians, bicycle and vehicular traffic Operations
by providing patrol and radar enforcement to achieve a 10% decrease Commander
in accidents.
DEC) will create and maintain a K-9 Drug Detection Program to Operations
reduce and/or prevent drug traffic within the Ukiah community and Commander
on school campuses.
The Department will distribute Prevention/Safety Tips monthly via Operations
the Department's website and/or print media. Commander
The Department will continue planning and providing specialized Services
security services for special events, e.g., bike and foot patrol, for the Commander
Community Services Department and other local non -profits.
Staff Meeting
Action Steps: Redefine
reporting areas with all
staff for better tracking
of neighborhood
problems.
Start Fully
Implemented
1/10 — 6/10 1/10 — 6/10
- 1/10 — 6/10 1/10 — 6/10
1/10 — 6/10 1/10 — 6/10
1/10 — 6/10 1/10 — 6/10
1/10 — 6/10 1/10 — 6/10
Crime Analyst 1/10 — 6/10 1/10 — 6/10
- 1/10 — 6/10 1/15 — 6/15
UPD 2010 — 2015 Strategic Plan Implementation Plan ® Page 3
Goal#-'): Enhance Community and Police Partnerships
Measure of Success: 3a. Decrease the number of gang -involved crimes by 5%
Actions
Implementation Lead
Implementation Mechanism Start
Fully
Implemented
The Training Division will train and educate all Officers regarding
Training
Bi -annual training. 1/10 —
6/10
7/11 —
gang -reduction and gang -suppression strategies.
Commander
12/11
The School Resource Officer (SRO) will contact school staff weekly to
Operations
- 1/10-6/10
1/10-6/10
identify students displaying gang behavior and handle follow-up
Commander
contact with the juvenile and parents to provide referrals.
The Detective Unit will maintain current information on gang
Services
- 1/10-6/10
7/10—
members and track gang crimes.
Commander
12/10
The Detective Unit will increase the number of gang -enhancement
Services
- 1/10-6/10
7/11—
prosecutions.
Commander
12/11
The Detective Unit will maintain participation on and co -coordination Services -
efforts with the Multi -Agency Gang Suppression Unit (1VIAGSU). Commander
Measure of Success: 3b. Increase community -oriented policing/partnerships by 10%.
Actions
Implementation Lead Implementation Mechanism
The Department will maintain collaborative partnerships with, but not Services
limited to, Gang Resistance Is Paramount (GRIP), the Council on Commander
Domestic Violence, the Ukiah Community Center, the Food Bank, the
Homeless Services Work Group, the Health & Human Services
Agency Advisory Board, the Rotary, Project Sanctuary, Homeland
Security Gang of 5, Sexual Assault Response Team, and Mental Health
Services Act Committee.
Action Steps: Evaluate
quantity and type of
partnership on an
annual basis.
1/10-6/10 1/15-6/15
Start Fully
Implemented
1/10 — 6/10 1/15 — 6/15
• The Department will increase the number of staff that are voluntarily Chief Action Steps: Determine 1/10 — 6/10 1/15 — 6/15
participating on a collaborative partnership and/or involved in officer interest and how
community service. to track involvement.
UPD 2010 — 2015 Strategic Plan Implementation Plan � Page 4
Go-,tl #3: Enhance Community and Police
Measure of Success: 3c. Increase community member participation in police -information programs (e.g., email
notification systems, UPI)s website, crime report mapping tools and other electronic media).
Actions Implementation Lead Implementation Mechanism Start Fully
Implemented
• Establish electronic mechanisms to increase public access to crime
information, including crime report mapping tools, email notification,
RSS feeds and other electronic media.
• Enhance the Department's website to share crime statistics, prevention Chief - 1/10 — 6/10 7/10 —
information, and other police information with the community. 12/10
Measure of Success: 3d. Increase youth involvement in police programs (e.g., Cadets and other youth -activity programs).
Actions
Implementation Lead Implementation Mechanism
• Enhance the Cadet Program by improving the cadet training program Training
and increasing training activities. Commander
• Distribute educational materials and incentives, and promote the Cadet Training
Program at youth -focused events (e.g., Back to School Nights) to Commander
increase membership.
Cadet Coordinator
Cadet Coordinator
Start Fully
Implemented
1/10 — 6/10 7/10 —
12/10
1/10 — 6/10 7/10 —
12/10
UPD 2010 — 2015 Strategic Plan Implementation Plan P Page. 5
Goal #4: Develop Personnel
Measure of Success: 4a. Increase the overall rating regarding
professionalism
and service on the Department's Employee
Survey by 5%.
Actions
Implementation Lead
Implementation Mechanism
Start
Fully
Implemented
The Training Division will continue implementation of the 3 -Year
Training
Cadet Coordinator
1/10 — 6/10
7/10 —
Employee Training Program for sworn/non-sworn officers.
Commander
12/10
The Training Division will define a Career Development Program and
Training
Action Steps: Include
1/10 — 6/10
1/10-6/10
educational opportunities related to advancement.
Commander
3 -Year Career
Development Tracking
Ladder in Evaluation
Tool for FTO, Det.,
Sgt., Supervisors).
The Department will continue implementation of Core
Command Staff;
Action Steps: Determine
1/10 — 6/10
1/10 — 6/10
Value (Safety, Professionalism, Community Service)
Training
how else to incorporate
decision-making strategies for daily and situational use.
Commander
Core Values into daily
(Evaluation Tool)
activities and frame
situations into Core
Values. Define personal
standards/ expectations,
including an "everyone is
responsible for each
other's success culture,
vehicle assignments, etc.,
as well as disciplinary
procedures.
Revise/Cut Down
Evaluation Tool; include
assessment based on
Core Values; and to
include evaluation of all
department employees,
cadets and volunteers.
The Training Division will define systems to reduce workplace stress.
Training
Team Building
1/10 — 6/10
7/11 —
Commander
12/11
UPD 2010 — 2015 Strategic Plan
Implementation
Plan A Page 6
Goal #5: Continued Accountabilil
Measure of Success: 5a. A response time of less than 1 minute on Priority One calls, 90% of the time.
Actions
Implementation Lead
Implementation Mechanism
Start
Fully
Implemented
The Operations Division will monitor and analyze the types of calls
Operations
Crime Analyst
1/10 - 6/10
7/10 -
handled by various personnel.
Commander
12/10
Dispatch will reduce the average response times from call create time
Operations
Crime Analyst
1/10-6/10
7/10 -
to dispatch time for: Priority One calls - less that 1 minute; Priority
Commander
Action Steps: Command
12/10
Two calls - less than 5 minutes; Priority Three calls - less than 60
Staff and Sgts. define
minutes. (Priority One calls: in -progress, violent crime, injury traffic
Priority One, Two and
collision; Priority Two calls: in -progress property crime, no -injury;
Three calls; then train
Priority Three calls: cold calls and follow-up.)
staff.
Measure of Success: 5b. Increase Community Satisfaction of Police Services
by 1% annually as measured by an
annual
community survey.
Actions
Implementation Lead
Implementation Mechanism
Start
Fully
Implemented
The Department will include in the annual Community Survey
Chief
December
7/10 -
questions to gauge citizen satisfaction with police services.
Annually
12/10
Community Service Officer (CSO) positions will be created and
Services
Action Steps: Develop
utilized to reduce sworn officer time involved in processing calls.
Commander
website for online
(CSOs);
reporting; define
Chief (web
requirements, etc.
system)
The Department will develop an on-line mechanism for completing
Chief
-
1/10 - 6/10
7/10 -
crime reports.
12/10
The Training Division will develop and implement a Customer
Training
Action Steps: Training
7/10-
7/11 -
Services Training module for all department personnel.
Commander
to include tone of voice,
12/10
12/11
body language, Core
Values decision-making.
UPD 2010 - 2015 Strategic Plan
Implementation
flan � fade 7
JTPD 2010 — 2015 Strategic Plan Implementation Plan k Page 8
Most (.83.7%) residents and business
owners feel moderately to very safe
Safety issues limited to specific areas,
mostly after dark
Officer complaints limited to mostly the
younger, inexperienced officers
TOP 5 Most Important Community Safety
Issues (in pT;zrty ordee�:
1. Gang -related Activity
2. Meth
3. Marijuana
4. Homelessness
5
Irresponsible Driving
Respondents WGuld Like To See-
- More Police Visibifity
- Mare Consistent Enforcement of Laws
— More Positive Interaction and
Involvement With Youth
— Improved Officer Aftitudes[DemeanGr,
and
— More Effort to Address Gangs and
belated Activity
Most (85.7%) PD Employees feel citizens
are mad c-rateiv to veru safe
Safety issues limited to specific areas,
neighborhoods
Officer complaints limited to mostly the
'younger, inexperienced officers
O'P 4 Most Important Community Safety
Issues gn pticT4ty ordc-r)-
1 . Gang -related Activiry
1 fVlarjunna
4. H oni & ecis r, ee,,
UPD Staff Would Like To See ( n pfior4iardeo:
1. Increase the ability to analyze crime
problems artd safety of citizens, and
evaluate the strategies used.
2. Increase the level of involvement by
neighborhood residents.
3. Increase police presence in the
neighborhood.
4. Improve communication among police
personnel.
5. Identification of at -risk individuals.
Crime Statistics & Trends
Decreasing Trends:
Collisions and injuries due to collisiGns
Domestic disputes
)o, Theft
Simple assaults
)oProperty crimes - larcenyAheft, vehicle
theft, arson
Increasing Trends:
Gang-relatedCflnies
> Part I Felony Crimes
Aleapo� Ass-.4ufts
ii u rg I a ri
Dangerrajs D%ps
Sexua Assa:;',
> Part 11 Misdemeanor Crimes
-ubfiz- 1-7,"=izaion e Xcohol & Drugs
DLJ Arres7s
Calls for Service & Disturbances, at WAS
#911 Calls & 13alls For Service
Operaigonally.
>- 7G -10G% of Crimes Solvedi(Cleared
UPD 2010 - 2015 Strategic Plan Implementation Plan � Page 9
UPD 2010 — 2015 Strategic Plan Implementation Plan A Page 10
SUGGESTED U TU SYSTEM CHANGES
Extracted From UPD Strategic Planning Team Meetings — Auonst=September 2009
DOT VOTES
DESCRIPTION
10
Non -Emergency Animal Calls
8
DA Bookings & 11550, Regular Set Times, CSO Only
7
Multi -Alarm Calls — Residential -Yes / Business -No
7
Increase Fees — Live Scan, Towing, Alarm Registration Fee (County Ordinance), DA Booking
6
After -Hours Payment Collection
6
Bank Run
5
Cold Calls (website) 242,594, Mil/Counter Reports, clip board, Fill out CR by B, New Form
4
Private property T/C Have form with office, explain what to do and what we don't do
2
Non -police related Juvenile calls
2 "
Non-public safety code compliance
1
Shoplifters Limit? Cite in -field
1
653 m Calls
1
Day Shift Noise — Clubhouse B-4 2300
0
Prop. Crime, based on $ Amount
0
Civil Stand By's
0
Pend Weekend 594s
0
Close '/2 day Monday and Fridays
UP£1 2010 — 2015 Strategic flan Implementation Plan P Page 11
of life in the city of Ukiah.
AMessage
ii • i • i Chief
In 2008, the Ukiah Police Department embarked on a strategic
planning process to establish our goals and priorities for the
subsequent five-year period. What follows is our Strategic Plan 2010
-2015, entitled Measuring What Matteis Most.
Our goal was to build on our accomplishments and to measure, in a
quantifiable manner, our ability to deliver quality service through
clearly definable goals and performance measurements. Key to our
strategic planning process was obtaining broad participation from the
community to define what is important in terms of safety and quality
Our planning process included the following:
• Compiling statistics on crime and police services, and producing an Annual Report;
• Implementing a community survey—to which almost 1,000 residents responded— to find out
how safe citizens felt and the most important safety issues to address;
• A survey of the Department's employees to identify what's working and what needs
improvement;
• A forum with 29 key community leaders to define broader issues, such as the economic crisis,
impacting law enforcement;
• A meeting with the Ukiah City Council members and City leadership to solicit feedback; and
• Staff and strategic planning team meetings to explore the implications for the Department.
With this information serving as the basis for our decision-making, we reviewed the Department's
core values, redefined our Vision and Mission, and established five specific goals for our strategic
plan:
0 Reduce Crime and the Fear of Crime
0 Improve the Quality of Life in Our Neighborhoods
0 Enhance Community and Police Partnerships
0 Develop Personnel
0 Continued Accountability
Completing the strategic planning process during these fiscally demanding times has truly been a
challenge, as we work through the difficult process of reducing the budget, and downsizing our
work force. Yet, despite these fiscal challenges, I am extremely proud of the work of the Ukiah
Police Department members who continue to be committed to serve our community. I firmly
believe Measuring What Matters Most will allow us to achieve an even higher level of service
despite these economic challenges. Together we can make Ukiah a better place.
Sincerely,
Chris Dewey
Chief of Police
Our Vision
Police and citizens working together
to create a safe community in which to
live, work, raise a family and visit.
Our Mission
In partnership with the community, the
Ukiah Police Department shall use its resources
to provide quality public safety services,
to enforce the law,
to prevent crime, and
to protect the safety and security of all.
Safety
We value human life and strive to enable our
Officers and citizens to be safer and our citizens
less likely victimized by crime.
Professionalism
We value dedication, highly trained personnel
and commitment to the standards of the law
enforcement profession.
Community Service
We value the privilege to provide effective,
efficient and equitable service. We respect the
members of our community, the importance of a
combined crime prevention alliance and the
opportunity to provide a united policing effort.
REDUCE CRIME
. ■
FEAR OF CRIME
Reduce the level of violent and
nonviolent crime in Ukiah by 5%,
measured by the Uniform Crime
Report (UCR).
0 Directed Enforcement Operations
(DEO) will analyze community
crime problems weekly, analyze
high crime areas, research best
practices in crime prevention and
enforcement, respond to changing
crime trends, and provide the
Department's Focus of the Week
and other directed enforcement
focus.
0 DEO will target repeat offenders of
crime through probation and parole
searches, and other investigative
techniques.
0 The Department will maintain
clearance rates on the four (4) FBI
Index Crime Categories (murder,
rape, robbery and burglary) above
the national average.
PART 1 VIOLENT/ PROPERTY CRIME
VIOLENT CRIMES
HOMICIDE
1
1
0
RAPE
14
17
5
ROBBERY
20
16
16
ASSAULT
235
430
319
TOTAL
270
464
340
PROPERTY CRIMES
BURGLARY
176
213
151
LARCENY / THEFT
269
237
270
VEHICLE THEFT
45
30
26
ARSON
1
2
5
TOTAL
491
462
452
TOTAL VIOLENT AND PROPERTY CRIMES
761
946
771
1,048of d
submitted1,329
By D w
Measurement 1 b
Decrease the fear of crime in
Ukiah as measured by an annual
Community Survey, and compared
to the previous reporting period.
o The Department will distribute a
community survey to all City
residents annually. The purpose of
the survey is to gauge residents'
views on crime and the fear of
crime.
o The Department will distribute an
Activity, Incidents and Arrests
Report weekly to the media and the
City Council.
o The Department will distribute a
Crime Trend Summary Report,
including crime incidents and
arrests, monthly via the
Department's website, radio
announcements, email notification
systems and/or print media.
HOW SAFE DO YOU FEEL WITHIN
THE CITY OF UKIAH? Moderately $tl%
Safe / Vety Safe
THE TOP 5 MOST IMPORTANT COMMUNITY
SAFETY ISSUES TO ADDRESS?
Gang-related1.
2. Methamphetamines
3. Marijuana
4. Homelessness
V.
N66
.i
QUALITY OF
IN OUR
NEIGHBORHOODI
Reduce Calls For Service in
Designated Areas by 5%.
o Track and analyze Calls For Service
trends and notify residents in
affected areas via the Department's
website and the email notification
system.
o Directed Enforcement Operations
(DEO) will provide targeted
enforcement of neighborhood
problems, e.g., marijuana growers,
meth producers, abatement, traffic
education, and traffic enforcement.
o Patrol Officers will provide extra
patrol based on the Focus of the
Week to saturate the areas
designated as the top locations in an
effort to reduce Calls For Service in
the area.
o Patrol will ensure the safety of
pedestrians, bicycle and vehicular
traffic by providing patrol and radar
enforcement to achieve a 10%
decrease in accidents.
o DEO will create and maintain a K-9
Drug Detection Program to reduce
and/or prevent drug traffic within
the Ukiah community and on
school campuses.
o The Department will distribute
Prevention/Safety Tips monthly via
the Department's website and/or
print media.
o The Department will continue
planning and providing specialized
security services for special events,
e.g., bike and foot patrol, for the
Community Services Department
and other local non -profits.
ENHANCE COMMUNITY
♦ . POLICE
PARTNERSHIPS
Performance Measurement 3a
Decrease the number of gang -involved
crimes by 5%.
Action Plan
o The Training Division will train and educate all
Officers regarding gang -reduction and gang -
suppression strategies.
o The School Resource Officer (SRO) will
contact school staff weekly to identify students
displaying gang behavior and handle follow-up
contact with the juvenile and parents to
provide referrals.
o The Detective Unit will maintain current
information on gang members and track gang
crimes.
o The Detective Unit will increase the number of
gang -enhancement prosecutions.
o The Detective Unit will maintain participation
on and co -coordination efforts with the Multi -
Agency Gang Suppression Unit (MAGSU).
Performance Measurement 3b
Increase community -oriented policing/
partnerships by 10%.
Action Plan
o The Department will maintain collaborative
partnerships with, but not limited to, Gang
Resistance Is Paramount (GRIP), the Council on
Domestic Violence, the Ukiah Community
Center, the Food Bank, the Homeless Services
Work Group, the Health & Human Services
Agency Advisory Board, the Rotary, Project
Sanctuary, Homeland Security Gang of 5,
Sexual Assault Response Team, and Mental
Health Services Act Committee.
The Department will increase the number of
staff that are voluntarily participating on a
collaborative partnership and/or involved in
community service.
Performance Measurement 3c
Increase community member participation
in police -information programs (e.g., email
notification systems, UPDs website, crime
report mapping tools and other electronic
Establish electronic mechanisms to increase
public access to crime information, including
crime report mapping tools, email notification,
RSS feeds and other electronic media.
Enhance the Department's website to share
crime statistics, prevention information, and
other police information with the community.
•
Increase youth involvement
in police programs (e.g.,
Cadets and other youth -
activity programs).
Action Plan
o Enhance the Cadet Program by
improving the cadet training
program and increasing
training activities.
o Distribute educational
materials and incentives and
promote the Cadet Program at
youth -focused events (e.g.,
Back to School Nights) to
increase membership.
DEVELOP
Increase the overall rating
regarding professionalism and
service on the Department's
Employee Survey by 5%.
:. STI 'MM
o The Training Division will continue
implementation of the 3 -Year
Employee Training Program for
sworn/non-sworn officers.
o The Training Division will define a
Career Development Program and
educational opportunities related to
advancement.
o The Department will continue
implementation of Core Value
(Safety, Professionalism,
Community Service) decision-
making strategies for daily and
situational use.
o The Training Division will define
team -building and other
mechanisms to reduce workplace
stress.
HOW WOULD YOU RATE YOUR
CURRENT MORALE LEVEL? Moderately %
High / Very High
TOTAL EMPLOYEES: 47
L O► a N I \LN mg]
ACCOUNTABILITY YOU EELTHOEUk h PDO
olice
Department DOES IN %
PROVIDING SERVICES?
Performance Measurement 5a Good lExcellent
A response time of less than 1
minute on Priority One calls, 90%
of the time.
0 The Operations Division will
monitor and analyze the types of
calls handled by various personnel.
0 Dispatch will reduce the average
response times from call create time
to dispatch time for:
• Priority One calls—
less than 1 minute
• Priority Two calls —
less than 5 minutes
• Priority Three calls —
less than 60 minutes
Priority One calls: in progress, violent
crime, injury traffic collision;
Priority Two calls: in progress property
crime, no -injury;
Priority Three calls: cold calls and
follow-up.
Gabriel Aponte
Erik Baarts
Gaylene Bartholf
Tiffany Breece
Christel Cash
Josie Castanon
Julian Covella
Cedric Crook
Chris Dewey
Jenny Duskin
Carla Dyche
Chris Gordon
Mariano Guzman
Greg Heitkamp
Peter Hoyle
Sean Kaeser
Charlotte Kelley
Fred Keplinger
Donna Kiely
Chris Long
Ross Lunceford
Michelle Maldonado
Sammie Marsh
Tim Marsolan
Tammy McAsey-Ingle
Dave McQueary
Angela Meroshnekoff
Vince Morse
Kevin Murray
Chelsea Myers
Andy Phillips
Rick Pintane
Chris Pittman
Tracey Porter
Karen Rockel
Frank Russell
Tyler Schapmire
Tanya Schilinsky
Karin Schimka-Ronk
Andrew Snyder
Trent Taylor
Noble Waidelich
Chris Walker
Dan Walker
Darren Wojcieszak
Justin Wyatt
Increase Community Satisfaction
of Police Services by 1% annually
as measured by an annual
community survey.
o The Department will include in the
annual Community Survey
questions to gauge citizen
satisfaction with police services.
o Community Service Officer's
(CSO's) positions will be created
and utilized to reduce sworn officer
tirne involved in processing calls.
o The Department will develop an
on-line mechanism for completing
crime reports.
o The Training Division will develop
and implement a Customer Services
Training module for all department
personnel.
r'
ITEM NO.: 0.
MEETINGDATE:Apri17,2010
,City of Z_1kjah
AGENDA REPORT ..
SUBJECT: INTRODUCTION OF UKIAH POLICE DEPARTMENT INTERNET BASED CRIME
REPORT MAPPING AND COMMUNITY NOTIFICATION TOOL
Within the Ukiah Police Department's strategic plan, Measuring What Matters Most, the department has
established the goals of reducing crime and the fear of crime in our community, and enhancing community
and police partnerships. To assist the department in achieving these goals, the department adopted an
action plan to establish electronic methods the public can use to access crime information including crime
mapping data, and community notification systems.
Discussion:
Recently, the Ukiah Police Department joined a national crime map at www.CrimeReports.com, to keep our
community informed about what types of crimes are occurring within Ukiah neighborhoods. The Crime
Reports mapping tool, allows Ukiah citizens to view day-to-day, what types of crimes are occurring in their
neighborhood, to assist citizens in protecting themselves and being less likely to become the victim of a
crime.
In addition to viewing current crime information on-line, citizens can also sign up for a free email notification
service, which is designed to alert citizens to crimes which occur in their neighborhood, to help protect
citizen's from crime trends, and engage citizens in notifying the Ukiah Police Department when they observe
suspicious activity.
Recommendations:
Staff desires to introduce this new crime mapping and notification tool to the citizens of Ukiah and City
Council, in the department's efforts to better inform the community and enhance the partnership between
the community and the police department in reducing crime.
Fiscal Impact:
1-1New Appropriation ® Not Applicable Budget Amendment Required
E Budgeted FY 09/10
Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested
Recommended Action(s): No action required, notification of crime mapping and notification tool.
Alternative Council Option(s):
Citizens advised:
Requested by: Chris Dewey, Director of Public Safety
Prepared by: Chris Dewey, Director of Public Safety
Coordinated with: Jane Chambers, City Manager
Attachments: 1) Crime Reports Mapping Tool
Approved:
Janeambers, City Manager
ATTACHME
14 CrimeReports
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600 BLOCK LESLIE ST
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Distance: 0.38 miles
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Distance: 0 44 miles
Identifier. 100713
Identifier. 100711
identifier. 100714
Time: 11:27
Time: 07:27
Time 11:29
VANDALISM [UNDER $400.001
VANDALISM [UNDER $400.001
VANDALISM [UNDER 5400.001
Agency., Ukiah Police Department
Agency: Ukiah Police Department
Agency: Ukiah Police Department
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1 PROPERTY CRIME 15 Mar2010
1000 BLOCKS STATE ST
Distance: 0.68 Mlles
Identifier. 100698
Time: 08:58
VANDALISM [UNDER $400.001
Agency: Ukiah Police Department
Send to Fdend
(PROPERTY CRIME 15 Mar 2010
700 BLOCK S STATE ST
Distance: 0.37 miles
Identifier. 100696
Time 06:56
VANDALISM [UNDER $400.001
Agency: Ukiah Police Department
Send to Friend
J PROPERTY CRIME 14 Mar 2010
100 BLOCK FREITAS ST
Distance: 0.51 miles
Identifier. 100688
PROPERTY CRIME 15 Mar 2010
900 BLOCK S STATE ST
Distance: 0.63 miles
Identifier 10.0697
Time. 08:57
VANDALISM [UNDER $400,00]
Agency: Ukiah Police Department
Send to Friend
PROPERTY CRIME 15 Mar -2010
100 BLOCK N SCHOOL ST
Distance: 0.11 miles
Identifier. 100702
Time. 11:15
VANDALISM [UNDER $400.001
Agency: Ukiah Police Department
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PROPERTY CRIME 14 Mar 2010
700 BLOCK S STATE ST
Distance: 0.37 miles
Identifier 10-0689
601 OTHER ISM-, 2010
700 BLOCK VILLAGE CIP.
Distance: 0 52 mites
Identifier. 1"704
Time: 14:08
UNAUTHORIZED USE OF ACCESS CARD
Agency: Ukiah Police Department
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191 PROPERTY CRIME 15 Mar 2010
300 BLOCK N SPRING ST
Distance: 0.36 miles
Identifier. 100695
rune* 08:37
VANDALISM [UNDER 5400.001
Agency: Ukiah Police Department
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PROPERTY CRIME 14 Mar 2010`
200 BLOCK E GOBBI ST
Distance: 0.43 miles
Identifier: IC -0690
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500 BLOCK PARK BLVD
100 BLOCK MASON ST
Distance: 0.38 miles
Distance: 0.65 miles
Distance: 0 44 miles
Identifier. 10.0713
Identifier. 10.0711
Identifier. 10.0714
Time: 11:27
Time: 07:27
Time: 11:29
VANDALISM [UNDER 3400.001
VANDALISM (UNDER 5400.001
VANDALISM [UNDER $400.001
Agency: Ukiah Police Department
Agency: Ukiah Police Department
Agency: Ukiah Police Department
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PROPERTY CRIME ISM. 2010
PROPERTY CRIME 15 Mar 2010
J OTHER 15 Mar 2010
1000 BLOCK S STATE ST
900 BLOCK S STATE ST
700 BLOCK VILLAGE CIP.
Distance: 0.69 miles
Distance: 0.63 miles
Distanco: 0 52 miles
Identifier. 10.0698
Identifier. 10.0097
idanlfier. 10.0704
Time- 08:58
Time. 08:57
Time: 14:08
VANDALISM [UNDER $400.001
VANDALISM [UNDER 5400.00]
UNAUTHORIZED USE OF ACCESS CARD
Agency: Ukiah Police Department
Agency; Ukiah Police Department
Agency: Ukiah Police Department
Sand to Friend
Sent) to Friend
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191 PROPERTY CRIME 15 Mer 2010
10 PROPERTY CRIME 15Mar2010
W1 CRIME 15 Mar 2010
700 BLOCKS STATE ST
100 BLOCK N SCHOOL ST
300 BLOCK N SPRING ST
Distance: 0.37 miles
Distance: 0.11 miles
Distance: 0.36 mites
Identifier: 10.0696
Identifier. 10.0702
identifier. 10.0695
Time, 08:56
Time. 11:15
Time, 08:37
VANDALISM [UNDER $400.001
VANDALISM [UNDER $400.001
VANDALISM [UNDER $400.00]
Agency: Ukiah Police Department
Agency: Ukiah Police Department
Agency: Ukiah Police Department
Sand to Friend
Send to Friend
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1 PROPERTY CRIME 14 Mar 201D
PROPERTY CRIME 14 Mar 2010
I PROPERTY CRIME 14 Mar 2010
100 BLOCK FREITAS ST
700 BLOCK S STATE ST
200 BLOCK E GOBBI ST
Distance: 0.51 miles
Distance: 0.37 miles
Distance: 0.43 miles
Identifier. 10.0688
Identifier. 10.0589
Identifier. 10-D690
http://www.ci'imereports.coin/inap/print?crimeSortBy=date&zooin=l 5 3/18!2014
Idsm ITEM NO ':
FP MEETING
DA
AGENDA SUMMARY REPORT
10f
April 7, 2010
SUBJECT: APPROVE PLANS AND SPECIFICATIONS NO. 10-02 FOR UKIAH SKATE PARK.
Background & Discussion: Council, at its January 20, 2010 meeting, rejected all bids received for
Ukiah Skate Park Specification No. 09-16 due to the fact that base bid amounts were significantly higher
than the funds available. The base bid included construction of an approx 20,000 concrete structure and
site amenities including sidewalks surrounding park, parking lot improvements and a restroom facility.
Direction from Council was given to bring back plans and specifications that are structured in a way to
allow for the award of a base bid in-line with the available funds. It was also discussed that an early
spring release of bids would present a more favorable bidding environment as contractors are gearing up
for the construction season and pricing is established for various construction components including
rebar.
Since January 20th, the Skate Park committee has secured volunteer donations from North Counties
Development, Kjell and Berndt Akerstrom; Valley Paving, The Thompson Family. These donations
consist of clearing, grubbing and disposal and over excavation of 18" from existing grade and re -
compaction of the site (Attachments #1 and #2). These donations are estimated to save to
approximately $30,000. In addition, community members are working on securing additional material
and labor donations that will be removed from the bids as they are secured through an addendum
process prior to bid close date.
Language has also been added highlighting that this is a community project and that if material suppliers
desire to donate materials and wish to be acknowledged by the City for this act, the bidder should include
this information in the bid as a separate document headed "Donated Materials", and that the unit and
extended prices set forth in the bid form should reflect the reduced cost resulting from the donated
materials. This will allow the City to recognize and acknowledge these donations.
Continued on Page 2
Recommended Action(s): APPROVE PLANS AND SPECIFICATIONS NO. 10-02 FOR UKIAH
SKATE PARK.
Alternative Council Option(s): 1) Approval Plans and Specifications with modifications; or 2) Reject
Plans and Specifications and provide Staff with other direction.
Citizens advised: Ukiah Skate Park Committee
Requested by: n/a
Prepared by: Guy Mills, Project and Grant Administrator and Mary Horger, Purchasing Supervisor
Coordinated with: Sage Sangiacomo, Assistant City Manager
Attachments: 1) North Counties Development Donation Letter
2) The Thompson Family Donation Letter
3) Draft Plans and Specifications (Available online at www.citvofukiah.com and at
the Ukiah Civic Center. 300 Seminary Avenue)
Approved:
Jane ambers, City Manager
The following changes have been incorporated into the plans and specifications to accomplish Council's
direction and were identified because they are either not a requirement of the grant, a donation has been
secured, and/or items that can be accomplished with volunteer donations:
1. Items moved to additive alternatives and removed from the base bid include:
• Clearing, Grubbing and Disposal (donation secured)
• Drainage system
• Rebar material
• Parking lot improvements
• Restroom facility
• Sidewalks surrounding Skate Park structure
2. Phase 2 of an additional 5,000 sq ft park was removed from plans as funding is not available at
this time and Wormhouldt, Inc. in discussions with prior bidders determined some costs to
construct this portion was included in Phase 1 base bid amounts.
3. Design changes to the park were made with the approval of the Skate Park committee which
would provide a better Phase 1 design and accomplish a net cost savings of $37,000 after $2,000
in design fees.
Taking into account the change in scope, plan modifications, donations, competitive bidding
environment, and grant requirements, Staff believes the plans and specifications are more in-line with the
funds available for the project.
Staff has applied for a scope change with the California State Parks and Recreation, which would
remove the construction of a restroom facility from the grant requirements. Staff has not received official
approval yet, but we feel that we will be successful in this request.
Allowing for the Skate park construction to begin in early 2010 would also allow for the Skate Park
Committee to fundraise on the momentum of construction activity. Staff recognizes that additional
fundraising has to occur on this project and will continue to assist the Skate Park Committee. In addition,
Staff has identified other funded park projects in the 699 fund from which the Council could redirect funds
to complete the Skate Park should there be a funding gap at the conclusion of the rebid process.
The scope of work and technical specifications for this project were developed by Wormhoudt, Inc and
will be attached to the Request for Bid. Due to the size of the document, the revised draft plans and
specifications No. 10-02 for Ukiah Skate Park are available for City Council and public review at
www.cityofukiah.com website and at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, California.
Fiscal Impact:
F-1NewAppropriation � Not Applicable Budget Amendment Required
H Budgeted FY 09/10
Excluding material and labor donations, funds available for this project total approximately $800,000.
Earth Moving &Transportation
GEN ENGR. LIC. 769225
March 4, 2010
Mr. Guy Mills
City of Ukiah
300 Seminary
Ukiah, CA 95482
Dear Guy:
ATTACHMEN-TL- /
425 Talmage Road
Ukiah, CA 95482
tel: (707) 462-7166
fax: (707) 462-5681
ncd@pacific.net
North Counties Development proposes to donate the clearing and grubbing for the Low
Gap Skate Park project per the following Scope of Work.
1. Remove and dispose of all trees, stumps and shrubs within the project boundary.
2. Remove and dispose of obstructions and debris within the project boundary,
specifically the volleyball court sand and uprights, metal table frame, and rotary
sign.
3. Strip all grass and vegetation approximately five to ten feet beyond the project
boundary to allow for future grading operations. All strippings will be off -
hauled.
Note: The parking lot, horizontal utility pole barrier, and existing utility pole inside
the project boundary will remain intact, and any alterations of same are not part of the
Scope of Work referenced above.
CONSTRUCTION DURATION: 2 days
If you have any questions, please do not hesitate to contact us.
Sincerely
Berndt Akerstrom
Kjell Akerstrom
March 16, 2010
Guy Mills
Project & Grant Administrator
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
Re: Low Gap Skate Park
Dear Guy:
ATTACHMENT 7-
2601 Road E - PO Box 559
Redwood Valley, CA 95470
Business: (707) 485-7505 - Fax: 485-8747
Email: valleypaving@romcast.net
CU,1674411
The Thompson Family and Valley Paving would like to donate a portion of work in support of the
community effort to construct the Low Gap Skate Park.
The scope of work that we will provide consists of:
1. Over -excavation of Ir from existing grade to 5' beyond proposed concrete to the west,
east south and to the edge of proposed concrete to the north. Over -excavation to commence
after clearing and stripping activities by others have been completed.
2. Moisture condition, fill and recompactto required compaction percentage.
We look forward to working with the City and the Skate Park Committee in moving forward with
providing additional recreational activity for our children and community.
Sincerely,
The Thompson Family
LOW GAP ROAD --
BASE BID SHALL INCLUDE: MOBILIZATION, yi1[ '^:„;1;�}
EARTHWORK, SKATE PARK REINFORCING STEEL-`.
ORATED 60, ,}4 -LABOR ONLY, SKATE PARK
CONCRETE. SKATE PARK CLASS 11 AGGREGATE
BASE, 6 -FOOT BLACK CHAIN UNK FENCE, 3 -FOOT I i
BLACK ORNAMENTAL IRON FENCE, AND 6 -FOOT
BLACK ORNAMENTAL IRON FENCE PER THE
SPECIFICATIONS. 1 i
I I
ADD AI'FFRNATFF; (pER THE SPECIFICATIONS) I
1. ADD ALTERNATE N0. 1: DRAINAGE SYSTEM. II
A00 ALTERNATE 2: SKATE PARK REINFORCING STEEL
G 11 i
CRATED 60, 14 -MATERIAL ONLY.
3. ADD ALTERNATE N0. 8 SITE CONCRETE FOR 4' SIDEWALK 1
AND ENTRANCE.
4. ADD ALTERNATE NO. 4: SITE CONCRETE FOR 6' SIDEWALK
AND ENTRANCE. 1
5. ADD ALTERNATE NO. 5: ASPHALT CONCRETE (TYPE D)
6. ADD ALTERNATE N0. 6: CLEARING, GRUBBING, AND
DISPOSAL.
7. ADD ALTERNATE NO. 7: CONTRACTOR SHALL PROIADE
ALL MATERIALS AND LABOR, FOR THE COMPLETE
CONSTRUCTION AND TRIM OUT OF A RESTROOM FACILITY, TO
INCLUDE ALL FIXTURES AND FEATURES.
--- � EXISTING SWALE
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is
ITEM N
MEETING DAT
City or T-1kiah AGENDA SUMMARY
O -
April 7, 2010
SUBJECT: DISCUSS THE RENOVATION PLAN FOR THE UKIAH MUNICIPAL POOLS AND
CONSIDER AUTHORIZATION FOR STAFF TO REQUEST CHANGES TO THE
CALIFORNIA STATE PARKS GRANT AGREEMENT SCOPE OF WORK
Summary: The City has been awarded grant funds for the renovation of the Ukiah Pools facility. In the
fall of 2009 the City contracted with Alameda Architecture for design services. The investigation and
design consultation has revealed new information about the plans for the pool renovation. Staff has
prepared this agenda summary report to advise Council on the status of the pool renovation project. Staff
is also requesting authorization to modify the scope of work for the renovation.
Background: The Ukiah Municipal Swimming Pools located at Todd Grove Park provides the only public
access to supervised aquatic activities for the residents and visitors of the greater Ukiah area. Additionally
that pools provide an American Red Cross certified swim lesson program. The primary users of the facility
are youth, representing approximately 80% of the total attendance. The facility structures, which have
been in operation since 1932, have diminished beyond repair and require significant reconstruction. Pool
experts have warned that the facility will experience mechanical failure. The City has secured grant
funding to renovate the pool facility and is now preparing a renovation plan.
Funding
The City was awarded $500,000 from the California State Parks Roberti-Z'berg-Harris Non -Urban
Competitive Grant Program for renovation of the Ukiah Municipal Swimming Pools. This award came with
a community match requirement of $215,000 bringing the total grant up to $715,000. Additional funds
have been committed by Mendocino County from the Proposition 40 per capita funds in the amount of
$58,000 bringing the total project funding to $773,000.
Recommended Action(s): Direct City staff to submit a request for change of project scope for the
Ukiah pools renovation grant agreement with the California State Parks.
Alternative Council Option(s): Remand to staff with direction.
Citizens advised: Ukiah Municipal Pool Stakeholders
Requested by:
Prepared by: Maya Simerson, Katie Merz and Guy Mills Community Services Department
Coordinated with: Jane Chambers, City Manager and Sage Sangiacomo, Assistant City Manager
Attachments: 1. Summary of Renovation Options
2. Cost Estimates for Renovation Options
3. Renovation Concept Plan
Approved:
ne Chambers, City Manager
Scope of Work
The original grant application described a large renovation with a series of improvements. The scope of
the renovation as stated in the grant application includes removal and replacement of the restrooms, pool
office, concession stand and storage rooms and an additional multi-purpose room, repairs to the small
pool, new lifeguard chairs, new bleachers, replacement of both diving boards, deck repairs, removal of
abandoned wading pool and an upgraded chlorination and filtration system.
In the fall of 2009, Alameda Architecture was retained through the City's bidding process to provide design
plans, cost estimates and inspections at the facility. Alameda Architecture has entered the investigation
process and provided some preliminary cost estimates. The findings show problems with the
underground area of the small pool that was not otherwise apparent until these investigations. The cost
estimates demonstrate that the plans for renovation will be much more costly than previously anticipated.
The scope of work stated in the grant application could potentially cost two or three million dollars to
complete.
Small Pool
The existing small pool was constructed in 1968 and has been utilized as a traditional 25 yard lap pool.
The pool is 42 feet by 75 feet in size and 4.5 feet deep. The pool has aged and experienced some
failures. After lengthy inspection, the determination is that the shell of the pool has been compromised
and the overall structure needs to be entirely reconstructed. In the grant application the repairs to the
small pool included the installation of a new pool liner. Reconstructing the pool is much more costly than
the previous plan to install a pool liner. Additionally, inspections by Jeffers Spa & Pool Supply last year
revealed that the skimmers and associated piping were about to fail and should be replaced. The pool
lights have long been abandoned due to age of electrical and code changes.
The cost estimate supplied by Alameda Architecture for the reconstruction of the small pool is $580,500
and includes repairing the structure, piping, filters, and surrounding pool deck. These improvements do
not address the issue of insufficient depth. For sanctioned swim meets, such as the meets held by the
Ukiah Dolphins, the pool depth for diving starts must be over four feet and is preferred at six feet or
deeper.
Large Pool
The large pool was constructed in 1932 and has been utilized as a multipurpose pool. The pool is 45 feet
by 105 feet with a shallow -end at 3.5 feet deep moving into a deep -end at 10 feet deep. There is a
tremendous benefit to having both shallow and deep pool areas for programming purposes. The shallow
areas are best for young kids and swim lessons while the deep areas allow for diving and advanced
training programs. The large pool currently has a pool liner which has preserved the life of the pool. The
warranty on the pool liner will expire in the next year. Likewise, elements of the large pool must be
modified to meet current safety requirements and improve upon the filtration and pumps. The grant
application identified small improvements to the large pool for the drains, pumps and filtration.
Plumbing, Chlorination, Filtration & Pumps
The grant application for pool renovation included a number of items for the filters and pumps. The main
operation for any pool is built upon the pump, filtration and chlorination infrastructure. The inspection by
Alameda Architecture has provided the City with cost estimates for these areas. The improvements are
critical for the long term operation of the pools. Improvements in this area will reduce utility and operation
costs. The cost estimates are divided into scenarios for either the renovation of the small pool or the
renovation of the large pool. This is explained in greater detail in the section titled "Options".
Pool House Building
The grant application stated a number of improvements to the pool house building including improvements
and the addition of a multipurpose room. Alameda Architecture has provided three cost estimates for pool
house improvements. The first estimate of $180,000 would address ADA and electrical code compliance
issues. The second estimate of $300,000 would incorporate ADA and electrical compliance along with
new roof, skylights for lighting and ventilation, and an enclosed entry way. The third estimate of $480,000
would encompass the above along with additional expansion to restrooms adding more lavatory fixtures,
dressing room and larger entry way. The health code requirements set ratios for the number of restroom
facilities in relationship to the size and capacity of the pool area. The existing configuration at the pools is
not within the required ratio. The existing configuration is acceptable because it met the code
requirements in the year that construction occurred. If new construction and improvements commence
then the ratio requirements will be enforced. Additionally, the cost estimates for renovation do not include
the addition of a multipurpose room as stated in the grant application.
Options
Alameda Architecture has provided the City with multiple plan options. The first option is for the
renovation of the small pool. The second option is to remove the small pool and modify the existing large
pool. Both options have been considered and discussed with staff, community members and with Council
during the March 31 work study session. Attachment #1 is an overview of the options. Attachment #2 is a
comparison of costs for each option.
The option for renovation of the small pool would include reconstructing the pool shell, lighting, plumbing
and so forth. There would be very limited improvements to the large pool, the filtration and the pool house
building. The pool house would be modified to incorporate ADA and electric code requirements. The
estimated total cost for this option is $944,020.
There are benefits and concerns for the option to renovate the small pool. One benefit is that the
community would retain both the large pool and the small pool. However, once the City enters
construction at the pool facility the County can imposed the requirements for health code in relationship to
the restrooms. The construction at the small pool could require increasing the number of toilets at the
pool house which is estimated to cost $480,000. This would bring the estimated total cost to $1,244,020.
Also, the renovation would not improve upon the large pool which could fail in the near future.
The second option would be to use the foot print of the existing large pool. This option would remove the
small pool and create two pools where the large pool is currently located. Attachment #3 is a concept plan
diagram. This option would allow for a six lane lap pool 45 feet by 75 feet with sufficient depth for block
starts for competitive swim meets. The lap pool would have an entry depth of 3.5 feet and still maintain a
proper deep -end for diving. A second recreation pool would be created that is approximately 20 feet by
45 feet and would include shallow water for swim lessons and aqua classes.
The second option takes the existing footprint of the large pool and effectively creates two completely new
pools. All areas would be renovated including the decking, plumbing, filters and chlorination system.
Likewise the pool would have new plaster and tile. The area would hold 46% less water which would
reduce the expenses for utilities and chlorine. Likewise the smaller quantities of water would be easy to
modify for increase or decrease in temperature. Overall the option would reduce operating costs and
increase the flexibility for programming.
Community Input
The pool stakeholders committee meets regularly and has reviewed the options for renovation. They are
concerned that by renovating the small pool there would not be sufficient funds to make any of the other
improvements, the pool would still not be proper depth for swim meets, and the large pool would remain in
the same condition as it is today. The committee members feel that the second option to modify the large
pool is a more comprehensive renovation plan.
On March 16 staff presented the pool renovation update to the Park, Recreation and Golf Commission.
The Commission reviewed the concept to remove the small pool and make two new pools. The
Commission was impressed with the concept and encouraged staff to continue the progress. On March
31, staff presented this information to Council in a work study session and the discussion favored the
concept for repurposing the large pool.
Discussion: Staff feels strongly that the scope of work in the grant application is too large and too costly
for the City to undertake. After lengthy discussion and review, the option to remove the small pool and
make two new pools seems to be the best suited plan. To modify the scope of work in the grant
agreement staff will need to submit a request to the California State Parks. Staff is requesting Councils
approval of the changed project scope. If recommended by Council, staff will prepare a Change of Scope
to be submitted to California State Parks.
Fiscal Impact:
Budgeted FY 08/09 New Appropriation ® Not Applicable Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation Requested
Ukiah Pools Renovation: Grant Application Highlights Renovation Scenario #1: Small Pool Renovation Scenario #2: Use Large Pool Area
Summary: Renovate existing pool grounds,
implement improvements, expand or enhance
specific areas.
• PVC Liner for Small Pool
• Building: Replace Restrooms, Pool Office,
Concession Stand, Storage Room, Etc.
• Addition of Multipurpose Room
• Removal of Abandoned Wading Pool
• Solar Panel System Replacement
• Photovoltaic System Installation
• Deck Repair
• Filtration System Upgrade
• Pool Covers & Storage Reels
• Chlorination System Replacement
• Circulation System Replacement
• Diving Board Replacement
• Lifeguard Stand Replacement
Grant Perimeters: $500,000 +$215,OOOmatch
Prop 40 Funds Available: $58,000
Total Funds Available: $773,000
Summary: Improve upon the existing small lap pool
by assessing and reinforcing the structural elements
• PVC Liner for Small Pool
• Building: Small modification to restrooms & office
• Deck Repair: only at small pool
• Filtration System Upgrade
• Pool Covers & Storage Reels
• Chlorination System Replacement
• Circulation System Replacement
• Diving Board Replacement
• Lifeguard Stand Replacement
Outcomes
• Preserve both the small pool and large pool
• Potentially the lowest cost scenario
Concerns
• No improvements or renovation to the large pool
which is could fail in the future
• Operation for the pools would continue to demand
high level resources for staffing and utilities
• No visible improvements to the pool deck
• Work could trigger health code requirement and
force improvements on the large pool and
expansion of the building for increased restroom
facilities
Summary: Remove small lap pool and utilize large
pool shell area to create one lap pool and one
shallow pool.
• Demo & Remove Small Pool
• DVC Liner fnr Small Pool
• Building: Small modification to restrooms & office
• Deck Repair: entire deck area
• Filtration System Upgrade
• Pool Covers & Storage Reels
• Chlorination System Replacement
• Circulation System Replacement
• Diving Board Replacement
• Lifeguard Stand Replacement
Outcomes
• Two new pool areas and visible changes to pool deck
• New plumbing, filtration, decking, plaster, etc.
• Reduce total pool surface area by 46% and
consequently reduce total operating costs for
staffing and utilities
• Overall more adaptable for longer hours, expanded
services and changing water temperature quickly
• Meets the requirements for health code with
existing building restrooms and so forth
Concerns
• Higher cost for construction
Scenario #1 Scenario #2 option A Scenario #2 option B Scenario #2 option C
Small Lap Pool Repairs Split Pool - Split Pool - Split Pool -
Poolhouse-ADA Poolhouse-ADA Poolhouse-ADA & Poolhouse-ADA, Ventilation
Ventilation & Addition
Description
ConstructionPool Renovation.....................................................................................................580,500...................................................781,650..................................................781,650...................................................781,650...
Construction Poolhouse addition
..........................................................................................................................................................................................................................................................................................................................................................................................I......................
180,000
180 000
300,000
480 000
Construction Contingency
....................................................................................................................................................................................................................................................................................................................................................................
76,050
96,165
108,165
126,165
City Permit Fees
....................................................................................................................................................................................................................................................................................................................................................................................................
19,470
19,470
19.. 470
19. 470
A/E Design
...............................................................................................................................................................................................................................................................
68,000
96,000 .....................................................
96,000.....................................................
96,000
............
A/E Reimbursable
....................................................................................................................................................................................................................................................................................................................................................................................................
5,000
5,000
5,000
5. 000
............
MaterialsTesting and Inspection....................................................................................................2,500.........................................................2,500........................................................2,500.........................................................2,500...
Specialinspection (health dept)......................................................................................................2,500........................................................2,500........................................................2,500.........................................................2,500...
Geotechnical Construction Support
..................................................................................................................................................................................................................................................................................................................................................................................................................
5,000
5,000
5,000
5,000
Project Reserve
5,000
5,000 ........................................................
5,000 ........................................................
5,000
Total Cost 944,020 1,193,285 1,325,285 1,523,285
.........................................................................................................................................................................................................................................................................................................................
Source of Funds 773,000 00 ...................................................773, 000..................................................773, 000.................................................. 773,000
Shortfall (171,020) (420, 285) (552, 285) (750,285)
.....................................................................................................................................................................................................................................................................................................................................................................................................................
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PROJECT: CITY OF UKIA.H
a
MUNICIPAL POOL MODERNIZATION PROJECT
ia
FRo7ECT #:
ITEM NO.. 10h
MEETINGDATE. April 7, 2010
City a '7-[k-ica.fa
SUBJECT: DISCUSSION AND DIRECTION REGARDING ACQUISITION OF A CNG FUELMAKER
FOR THE CNG STREET SWEEPER AND APPROVE BUDGET AMENDMENT FOR
PURCHASE OF A CNG FUELMAKER
Background & Discussion: In 2005 the City of Ukiah acquired a Schwarze A-7000 CNG fueled street
sweeper. The City utilized a combination of Public Benefit funds and a grant from the Mendocino County Air
Quality Management District (MCAQMD) to fund the purchase of the street sweeper. Along with the
MCAQMD grant which assisted in the purchase costs for the street sweeper, the MCAQMD awarded the
City of Ukiah a $20,000 grant for purchase and installation of a CNG refueling station (see Attachment #1).
At the time, there was discussion regarding construction of a public/private CNG fueling station adjacent to
the City Corporation Yard. In order to provide CNG fueling for the street sweeper, Diana Steele, former
Director of Public Works/City Engineer, negotiated a loan of a CNG FuelMaker from PG&E. The FuelMaker
takes line pressure natural gas and converts it to high pressure CNG in the fueling process. PG&E has
recently contacted the City and requested that the City either return PG&E's FuelMaker, purchase a new
FuelMaker and transfer same to PG&E, or pay a rental fee of $1,200 per month for use of PG&E's
FuelMaker.
City staff has been in contact with Chris Brown, MCAQMD, regarding use of the $20,000 grant for purchase
of a FuelMaker. Mr. Brown has indicated, in initial correspondence, that the grant funding of $20,000 was
reallocated to another project. Staff recommends approval of a budget amendment and authorization to
purchase a CNG FuelMaker for transfer to PG&E. In addition, it is recommended that the City Council direct
staff to seek reimbursement from the MCAQMD which authorized the $20,000 grant.
Fiscal Impact:
H Budgeted FY 09/10 ® New Appropriation F-1 Not Applicable ® Budget Amendment Required
Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested
Street Maintenance 100.3110.800.000 $25,000
Recommended Action(s): 1. Approve budget amendment for purchase of a CNG FuelMaker; 2.
Direct staff to seek bids for purchase of CNG FuelMaker for transfer to PG&E; 3. Direct staff to seek
reimbursement from MCAQMD
Alternative Council Option(s): 1. Authorize City Manager to enter an agreement with PG&E for lease
of CNG FuelMaker at $1,200 per month (not recommended).
Citizens advised: Chris Brown, MCAQMD
Requested by: Tim Eriksen, Director of Public Works / City Engineer
Prepared by: Rick Seanor, Deputy Director of Public Works – Engineering & Streets
Coordinated with: Jane Chambers, City Manager
Attachments: 1. MCAQMD Agreement for Funding.
Approved:
Jan ?�"ambers, City Manager
Aifiachment # I Agreement No. CMI' 2004-06
COUNTY OF MENDOCINO
AGREEMENT FOR FUNDING
!Between
The Mendocino County Air Quality Management District and
Carl Moyer Fund Program Recipient the City of Ukiah
For the Purchase of One CNG -fueled Street Sweeper
and the Associated CNG Refueling Station and Infrastructure
This agreement is entered into by and between the Mendocino County Air Quality
Management District ("the District") and the City of Ukiah ("Recipient").
2. The District and the Recipient hereby agree that the District will reimburse the
Recipient for a portion of the purchase of a new CNG fueled Street Sweeper over
and above $140,000 and up to a maximum amount of $44,535 in accordance with
the Carl Moyer Program Guidelines adopted by the State of California Air
Resources Board, November 16, 2000.
3. The District and the Recipient hereby also agree that the District will provide to
the Recipient a total of $20,000 toward the purchase and installation of the CNG
refueling station and infrastructure in accordance with Motor Vehicle Program
Fund Guidelines.
4. The District agrees to provide the Recipient with the funding within 30 days of
receipt of records documenting that the project as described in the application for
funds has been completed.
5. The Recipient agrees that the equipment funded though the Carl Moyer Program
will remain in service for a minimum of seven (7) years.
6. The Recipient agrees not to operate or modify the equipment in violation of any
local, state, or federal laws and regulations.
7. The Recipient will maintain the equipment according to the manufacturer's
recommendations and no emissions control devices will be tampered with or
removed.
8. The Recipient will keep monthly records of usage and maintenance and provide
these records to the District on an annual basis.
9. The maintenance of the CNG fueled street sweeper and the CNG .refueling station
and infrastructure will be the sole responsibility of the Recipient. The Recipient
will purchase, operate, insure, and license, if necessary, the CNG fueled street
sweeper.
1 of 2
Agreement No. CMP 2004-06
10. The Recipient will provide District staff, Air Resources Board personnel, District
contractors and any other governmental employee accompanied by District staff
access to fuel usage logs, repair records and any other equipment use and
maintenance information with 48 hours notice.
11. During the term of this contract any and all District personnel, Air Resources
Board personnel, District contractors and any other governmental employee
accompanied by District staff shall be allowed to inspect the equipment with a 24-
hour notice.
12. The Recipient will notify the District in writing if the equipment is out of service
because of a breakdown for more than 2 weeks at any one time.
13. The Recipient will notify the District in writing if use of the equipment changes
significantly.
14. The Recipient agrees to replace the equipment if it is lost for any reason during
the 7 -year life of the contract.
15. Any violation of -the above conditions may result in the repayment of all, or part
of, the Carl Moyer Program Grant to the District, at the discretion of the Air
Pollution Control Officer and/or the Air Resources Board.
16. If the Recipient is unable to continue to operate this equipment to the end of the 7 -
year period or in the event of sale, the District will be reimbursed at the current
market value of the District's share of the original cost of the engine.
Authorized Representative of the City
Tax ID#
N
C. D. Wolbach, Ph.D.
Air Pollution Control Officer
Approved As To Form:
H. Peter Klein, Coun y Counsel
By:
Page 2 of 2
/Z
Date
/V/ a
p3r MEETING DATE:
Ci ty al- Uki:aW
CITY COUNCIL
AGENDA SUMMARY -O-
10i
April 7, 2009
SUBJECT: DISCUSSION AND POSSIBLE APPROVAL OF PROTEST TO SONOMA COUNTY
WATER AGENCY PETITION TO MODIFY WATER RIGHTS PERMITS BY REDUCING
THE MINIMUM IN STREAM FLOW REQUIREMENTS FOR THE RUSSIAN RIVER
BELOW LAKE MENDOCINO
SUMMARY: In 1986, the State Water Resources Control Board (Board) adopted Water Right Decision
1610 which amended Sonoma County Water Agency's permits to appropriate water from the Russian River.
Among other things, the amendments set minimum in stream flow requirements for the Russian River below
Lake Mendocino and Lake Sonoma. Years later, Coho Salmon and Steelhead Trout in the Russian River
were determined to be threatened or endangered species under the federal Endangered Species Act
(ESA).'
That determination triggered what is called a "consultation" among the federal agencies which have
responsibility for Lake Mendocino and Lake Sonoma, SCWA and other interested parties.2 The purpose of
the consultation is to determine whether there are options for operating the dams that will avoid jeopardy to
endangered species. Section 7(b)(4), of the ESA requires NOAA Fisheries aka National Marine Fisheries
Service (NMFS) to prepare a Biological Opinion that includes a Reasonable and Prudent Alternative (RPA)
designed to remove jeopardy and an Incidental Take Statement with Reasonable and Prudent Measures
(RPM) and implementing terms and conditions to minimize incidental take of the threatened or endangered
species.
NMFS issued its Biological Opinion, including an RPA and an Incidental Take Statement, on September 24,
2008, which concluded that the current in stream minimum flow requirements in Decision 1610 have an
adverse effect on Steelhead and Coho Salmon, because the artificially high flows limit the quality and
1 Endangered Species Act of 1973, 16 U.S.C. §1531, as amended.
2 Section 7 of the ESA, 16 U.S.C. §1536.
s 16 U.S..C. §1536(b)(4).
Continued on Page 2
Recommended Action(s): Approve water right protest in Attachment and authorize staff to file
protest with the State Water Resources Control Board
Alternative Council Option(s): Not approve the protest or make changes to the protest before
approving it.
Citizens advised:
Requested by: City Attorney
Prepared by: David J. Rapport, City Attorney
Coordinated with: Jane Chambers, City Manager; Bob Wagner, Wagner & Bonsignore;
Councilmember Douglas Crane
Attachments: 1. SCWA Application to Amend Decision 1610
2. Amended Notice of Application
3. Proposed Protest
Approved: Q��
J
Chambers, City Manager
Page 2
quantity of rearing habitat for the fish. To avoid the potential jeopardy to endangered species as detailed in
NMFS's Biological Opinion, SCWA has applied to the Board to amend Decision 1610 to reduce the
minimum flow as recommended by NMFS. (See Attachment 1.)
The Board is required to give notice of this application. Attached as Attachment 2 is the amended notice of
SCWA's application to amend its permits issued by the Board on February 26, 2010. Any interested party
that files a timely protest in response to the notice becomes a party to the administrative proceedings and
any hearing that the Board conducts in connection with acting on the application. A written protest must be
received by the Board by 4:30 p.m. on April 12, 2010. The reduction of minimum flows in the Russian River
may impact the City's ability to divert water from the river underflow pursuant to its Water Rights Permit or
its pre -1914 water rights. For example, the Ranney Collector requires a certain level of flow to function
properly. If the reduction in minimum flow would result in insufficient flow to operate the Ranney Collector,
the decision to approve the amendments could affect the City's ability to divert water under its permit.
The proposed protest in Attachment 3 states that the City generally supports the SCWA's efforts to comply
with the Biological Opinion issued by NMFS, and to properly manage the Russian River watershed for the
protection of in stream uses and recreation. The protest goes on to set forth the conditions under which the
City may agree to withdraw its protest. Attachment 3 states that the City would withdraw its protest as long
as it is clear that the reduced flows won't interfere with the City's water right and its ability to divert water
pursuant to its water rights based on an analysis of the effects of (1) reduced flows from the Eel River
through the Potter Valley project, (2) diversions upstream of Lake Mendocino on water supply downstream,
(3) tributary inflow to the Ukiah Groundwater Basin from surface and subsurface sources other than the
East Fork of the Russian River, including water recharging the groundwater basin from irrigation and
municipal uses, and (4) downstream demands on meeting the new minimum releases. The protest also
asks that SCWA's water rights be treated as junior to the City's for the purpose of establishing the potential
impacts on in stream flow.
Staff recommends filing the protest to establish the City's right to participate in the administrative process as
a party and to insure that the effects of this change on the City's water rights are adequately analyzed.
Fiscal Impact:
Budgeted FY New 1XI
Not Applicable Budget Amendment
09/10 Appropriation 11 Required
Amount Budgeted Source of Funds (title and #) Additional Appropriation
Requested
Vicky Whitney, Chief
Division of Water Rights
PO Box 2000
Sacramento, CA 95812-2000
..........
111111 111111irr 111111qIIIIII #' •lillilllill
ATTACHMENIL--/ -
File: CF/42-0-9 WaterAgency Current Permits and
Applications; CF/ 42-4.1-IDistrict Applications 15736,
15737, 15779 (Permits 12949,12950,16596);
CF/42-4-1-1 District Applications 12919A and 12920A
# so 0
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Randy P0
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111 1 1 A!'11 111,
cc Pam Jeane, Erica Phelps - Sonoma County Water Agency
Steve Shupe - Sonoma County Counsel
Alan Lilly - Bartkiewicz, Kronick & Shanahan
\�Fileserver\data\CL\pinks\weekO92109\MGdification to Pertnits.docx
P.O. Box 11628 - Santa Rosa, CA 95406 - 404 Aviation Boulevard - Santa Rosa, CA 95403 - (707) 526-5370 - Fax (707) 544-6123
Info:
•
•
Its 0 NEW,
t er r *)'—*ii TelephoneNo.
Zip Code
AuthwizedAgents
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Page 1 of 2
Requested Changes to the Sonoma; County Water Agent Amended Permits
12447A,12949012950, and 16596 (all amended permits issued on August 30, 2006)
Term 13 on pages 4-5 of Amended Permit 106*
t t t • r'.r- - t t
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Warm Springs D.. iits confluence
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maintenance • _ recreation
t• Russian
parmitle6 shall pass throughor - tm storage at
Lake Men"
• s -
a!, # ent watetto
maintain -
0 0
between its confluence with Dry Creek and the
Pacific Ocean to the extent that such flows canna
be met by releases from storage at Lake Sonoma
under Permit 16596 issued on Application 19351:
1. During normal water supply
conditions - 7 0 ds
. During dry water supply conditions 85-70 cis
3. During critical water supply
conditions 35 cts
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Linda S. Adams
Secretaryfor
Environmental Protection
Division of Water Rights
10011 Sbut,10 Floor s Sacramento, California 95814 m 916.341.5300
P.P. Box 2000 # Saemmento, California 95812-2000
Fax: 916.341,5400 # www.waterboards.ca govlwatenights
Arnold Schwarzenegger
Governor
� •f a •A• • i a � • ••
WE PETITION FILED- -Septemb6i�M, 2009
i
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this notice.
Environmental • ..,_
the Lead Agency as
fn. The State 'Water
19
• # A 1 M1 #
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ProtestIRA
I SubmittalDeadline
Pr*Ot$� submitted in response to this Amended Notice must be received by the Division by
"0 p.m. on April 12, 2010, the tlds6�df the protest period. Protests maybe submitted by any
of the Vlowing Mohods.-
off of
beaccepted. Protests � not submitted' �the close of the protest period will be subject t
rejection.
• s #.. set w � • # # "" # "' • # e
Date of Notice:
• t 2010
ATTACHMENT
State of California
State Water Resources Control Board
DIVISION OF WATER RIGHTS
P.O. Box 2000, Sacramento, CA 95812-2000
Info: (916) 341-5300, FAX: (916) 341-5400, Web: http://www.waterrights.ca.gov
I ,'
BASED ON INJURY TO VESTED RIGHTS
Protests based on Environmental or Public Interest Considerations should be completed on other side of this form
Permits 12947A, 12949, 12950 and 16596 (Applications 12919A, 15736, 15737 and 19351)
APPLICATION PERMIT LICENSE
I, (We,) City of Ukiah
of 300 Seminary Avenue, Ukiah, CA 95482
Name ofprotestant
Post Office address of protestant
a notice relative to a petition for Ochange or 0 extension of time.
under APPLICATION see above of Sonoma County Water Agency
State name of petitioner
to appropriate water from the Russian River
Name of source
have read carefully
It is desired to protest against the approval thereof because to the best of our information and belief the
proposed change will result in injury to us
me or us
my or our
as follows: See attachment 1, Item (1)
State the injury which will result to you (see NOTE below)
Protestant claims a right to the use of water from the source from which petitioner is diverting, or proposes to
divert, which right is based on: Prior rights as follows: Permit 12952 (Application 15704) and pre 1914 entitlements.
Prior to application, notice posted, use begun prior to 12/19/14, riparian claim, or other right
Please provide application, permit or license numbers or statement of diversion and use numbers, which cover
your use of water, or state `none' . The extent of present and past use of water by protestant or his
predecessors in interest from this source is as follows: see attachment 2
State approximate date first use made, amount used, time of year when diversion made, the use to which water is put
SEE ATTACHMENT 1, ITEM (2)
Where is YOUR DIVERSION POINT located? 1/4 of 1/4 of Section
Describe location with sufficient accuracy that position thereof relative to that ofpetitioner may be determined.
T., R. ,
If Yes, explain:.
B. & M. Is this point downstream from petitioner's point of diversion? YES NO
Under what conditions may this protest be disregarded and dismissed? see attachment 1, Item (3)
State conditions which will relieve protest, or if none, so state.
A true copy of this protest has been served upon the petitioner by mail
personally or by mail
Date:
Protestant(s) or Authorized Representative sign here
Protests MUST be filed within the time allowed by the SWRCB as stated in the notice relative to the change or such
further time as may be allowed.
(NOTE: Attach supplemental sheets as necessary)
PRO -PET (1-00)
ATTACHMENT 1
CITY OF UKIAH PROTEST
of
SONOMA COUNTY WATER AGENCY (SCWA) PETITION PURSUANT TO:
PERMITS 12947A, 12949, 12950 and 16598
(APPLICATIONS 12919A, 15736, 15737, 19351)
Item (1): It is desired to protest against the approval thereof because to the best of our
information and belief the proposed change will result in injury to use as follows:
The City of Ukiah holds water right permit Permit 15704 (Application 12952) for 20 cfs to
divert from Russian River Underflow. The City also diverts pursuant to pre -1914 water
rights and diverts groundwater. The SCWA's petitions to amend D-1610 to permanently
reduce the flow in the Russian River, primarily by reducing releases from Lake Mendocino,
has the potential to interfere with the City's ability to divert water pursuant to its rights.
SCWA's water right for diversion at Lake Mendocino is restricted to water originating in the
East Fork of Russian River. The City's pre -1914 water rights derive from all sources
tributary to the City's points of diversion, and are senior to the rights of SCWA. The City's
appropriative rights pursuant to Permit 15704 (Application 12952) are derived from sources
tributary to the City's points of diversion and derive from all sources tributary to the City's
points of diversion. Water sources available to the City that have not originated in the East
Fork Russian River are senior to SCWA's water right to divert from water originating in the
East Fork.
Item (2) Location of Points of Diversion:
Pursuant to the June 6, 1966 Order, the Points of Diversion for Permit 15704 are as follows:
1. By California Coordinate System of 1927, North 546,257 feet and East 1,662,103
feet, being within SW 1/4 of NW 1/4 of projected Section 16, T15N, R12W, MDB&M
2. By California Coordinate System of 1927, North 546,227 feet and East 1,660,970 feet
being within the SE 1/4 of NE i/4 of projected Section 17, TI 5N, RI 2W, MDB&M
3. By California Coordinate System of 1927, North 543,385 feet and East 1,663,003 feet
being within the SE 1/4 of SW 1/4 of projected Section 16, TI 5N, RI 2W, MDB&M.
Item (3): Under what conditions may this protest be disregarded and dismissed:
The City is generally supportive of SCWA's efforts to comply with the Biological Opinion
(B.O.) issued by the National Marine Fisheries Service, and to properly manage the Russian
River water shed for the protection of instream uses and recreation. The City may withdraw
its protest under the following conditions:
ATTACHMENT 1 — CONT.
1) Demonstration that the reduction in flow in the Russian River resulting from
compliance with the B.O. and proposed amendments to D-1610 will not interfere with
the City's water right and its ability to divert water pursuant to its water rights based
on:
a. Analysis of the effects of reduced inflow from the Eel River due to changes in
the imports through the Potter Valley Power project;
b. Analysis of the effects of diversion upstream of Lake Mendocino on the water
supply available downstream;
c. Analysis of the tributary inflow to the Ukiah Groundwater Basin from
surface and subsurface sources other than the East Fork of the Russian
River, including water recharging groundwater basin from return flow of
irrigation and municipal uses.
d. Analysis of the downstream demands and the effect on meeting the new
minimum releases.
2) SCWA recognizes the City's water rights as senior to SWCA's, for purposes of
establishing potential impacts on instream flow.
COUE110.doc
2
ATTACHMENT 2
City of Ukiah
January - December Municipal Water Use
Diversion Pursuant to:
Pre -1914 Rights2
Year Permit 129523
AF
2008
4865
2007
3744
2006
2701
2005
2697
2004
3146
2003
2835
2002
3249
2001
3251
2000
3753
1999
3784
1998
3070
1997
3361
1996
3510
1995
3302
1994
3422
1993
3088
1992
2347
19914
2153
Notes:
1) Source: City of Ukiah Annual Water Production Records
2) Approximate date of first use 1854 based on record of posted notice.
3) Diversion under the permit began in 1962.
4) Annual diversion prior to 1991 is on file at the State Water Resources
Control Board.
COUE11o.XLs 1 of 1 3/29/2010
ITEM
+ •
r
REPORTf -Z-1k: AGENDA SUMMARY
• - - s1wo NA I •• . , 11111-11 :4 ZETAi .
Background: In the FY 2009-2010 Water Capital projects budget, funds for a Recycled Water Master
Plan were approved. City staff is now bringing forward for Council consideration, a request for
proposals to have that plan prepared.
As both City Council and the public are aware, city residents and businesses have been impacted in
the immediate past few years by the reduction in water availability due to drought, aging infrastructure,
and other factors. The City Council took action on March 4, 2009 to mitigate the severe impacts of a
projected water shortage for the summer months of 2009. The City Council acted further on April 15,
2009, to declare an emergency related to water shortage prohibiting nonessential and unauthorized
water use. Mandatory use restrictions for water utility customers resulted in less revenue in the Water
Fund account.
Fiscal Impact:
Budgeted FY
I—IX 10/11
n New Appropriation
11
Applicable ❑Budget Amendment Required
11
Amount Budgeted
Source of Funds (title and #)
Account Number Add. Approp.Reguested
$ 150,000
Water Cap. Proj. #840
840.3850.250.000 $0
Continued page 2
RECOMMENDED ACTION(S): Approve the RFP for engineering services for the preparation
of a Recycled Water Master Plan.
ALTERNATIVE COUNCIL POLICY OPTION: Reject recommended action and advise staff as
to alternatives.
Citizen Advised: N/A
Requested by: Tim Eriksen, Public Works Director and City Engineer
Prepared by: Ann Burck, Deputy Director of Public Works — Water & Sewer Div.
Coordinated with: Jane Chambers, City Manager
Attachments: 1) RFP for Recycle Water Master Plan
Approved:
e Chambers, City Manager
Proposal For Engineering Services For The Preparation Of A Recycled Water Master Plan
April 7, 2010
Page 2
One of the options the City has to mitigate current and future threats to the supply of water is to make
the highest and best use of all water resources, including the potential use of recycled water. Basically,
recycled water is water recaptured for use after treatment at the wastewater treatment plant, rather than
allowed to evaporate in a holding pond. Recycled water is treated more extensively so that it can be
reused, and therefore, there is a cost associated with producing the water that must be accounted for in
its production.
Water reuse has proven to be an effective way to meet water supply needs, while protecting the public
health and the environment. As of 2009, there are 71 cities, water districts and agencies in California
that use recycled water.
Discussion:
Master Plan Steps
The City of Ukiah as the owner of the Water Reclamation Facility holds the exclusive right to the
recycled water according to Section 1210 of the California Water Code:
"The owner of a waste water treatment plant operated for the purpose of treating
wastes from a sanitary sewer system shall hold the exclusive right to the treated waste
water as against anyone who has supplied the water discharged into the waste water
collection and treatment system, including a person using water under a water service
contract, unless otherwise provided by agreement."
Submitted for the City Council's approval is a Request for Proposal (RFP) for Engineering Services for
the Preparation of a Recycled Water Master Plan. It is appropriate for the City to develop a Maser Plan
for the use of this potential resource. The RFP provides for a comprehensive planning document that
will outline a phased road map for incremental implementation of facilities to achieve the benefits of
using recycled water. The Master Plan provides a comprehensive planning document that outlines a
phased road map of incremental implementation of facilities to achieve the benefits of using recycled
water. In order to evaluate the potential for water recycling, the Master Plan includes these key
activities: 1) model development, 2) market assessment, 3) supply evaluation, 4) demand evaluation, 5)
facilities analysis, 6) cost analysis, and 7) funding sources.
Stakeholder Interests
The RFP also provides for an active outreach to various stakeholders both within the City and the valley
area who could be impacted by use of recycled water and who could be vital customers and users of
the recycled water product. Several of these stakeholders have expressed keen interest in the study
and its outcome, especially as a means by which cooperative efforts to use this new resource can be
achieved, thereby conserving the use of vital potable (drinking) water. City Council members have also
expressed an interest in using this process to bring together a number of water use interests as well, in
order to address a concern common to all: the availability of water for essential business and residential
use.
Some of the stakeholders may include but are not limited to, the County of Mendocino, Willow County
Water District, Millview County Water District, agricultural users, Mendocino Community College,
Russian River Flood Control and Water Conservation District, Ukiah Valley Sanitation District and the
residents of the City and surrounding unincorporated areas. The City expects the selected Consultant
to develop an approach/strategy to effectively work with these stakeholders, as well as with the general
public.
Proposal For Engineering Services For The Preparation Of A Recycled Water Master Plan
April 7, 2010
Page 3
Engineering and Technical Concerns
Water is naturally recycled through the hydrologic cycle and eventually, makes its way back to fresh
water supplies. The aim of water reuse is to incorporate advanced technologies to expedite this natural
process. Using reclaimed or repurified water, scarce water sources are augmented, putting less strain
on potable supplies and providing a sustainable resource for agriculture and irrigation. Water reuse
also reduces wastewater discharge to oceans, lakes and rivers, making it an environmentally conscious
option.
There are very stringent water quality laws that apply to recycled water. The State Department of Public
Health standards for recycled water are referred to as "Title 22." These standards are incorporated in
Title 22, Chapter 3, Division 4 of the California Code of Regulations, with stipulations applying to
various types of reuse, and levels of required treatment. The Regional Water Quality Control Board is
involved with respect to the use and application of recycled water and any associated runoff.
As a result of the improvements made to the City of Ukiah's Water Reclamation Facility, the facility is
now capable of producing 2 to 7.5 million gallons per day (mgd) of Title 22 "unrestricted use" recycled
water. Unrestricted use requires the highest level of treatment. This includes secondary treatment
(trickling filters) to remove organic material, advanced wastewater treatment using chemical clarification
followed by mixed media filtration to remove suspended solids and disinfection. Title 22 "unrestricted
use" recycled water allows for many uses including irrigation of food crops, parks, playgrounds, school
yards, residential landscaping, cemeteries, freeway landscaping, golf courses, ornamental nurseries,
pasture for animals, orchards, vineyards, recreational impoundments, and decorative fountains.
Future Water Impacts
Senate Bill x7-7 enacted in 2009 placed the 20x2020 goal into statute. The goal is to achieve a 20%
reduction in urban per capita water use by December 31, 2020. The law establishes the measure of
increased efficiency is on a per capita basis. The law also requires agencies to make incremental
progress towards this goal by reducing per capita water use by at least 10% on or before December 31,
2015. Since only potable water is considered in the Gallons per Capita Daily (GPCD) calculations in
this 20x2020 Plan, increasing the use of recycled water will result in lower per capita use when it
replaces an otherwise potable demand.
The use of recycled water is a cost-effective, reliable method of helping to meet Ukiah's and the Ukiah
Valley water supply needs. The development of the infrastructure to distribute recycled water will
provide jobs and enhance the economy of Ukiah Valley.
The purpose of this Request for Proposals (RFP) is to secure the services of a
qualified Engineering Consultant to provide professional engineering services to
develop a Recycled Water Master Plan (RWMP) for the City of Ukiah (City). Water
resources are increasingly taxed to meet urban and agricultural demands as well as
in -stream flow requirements for endangered species. Recycled water is an
untapped valuable, renewable water resource. The study shall evaluate the
potential for using the tertiary treated effluent from the Water Reclamation Facility to
offset existing and planned potable water demands, thereby increasing the overall
water supply and its reliability under a range of hydrologic conditions.
The Engineering Consultant will review options and create a master plan for
installing recycled water transmission mains from the City's Water Reclamation
Facility (WRF) to serve the urban and agricultural needs of the City and Ukiah
Valley. The City's goal is to develop a master plan for a recycled water system that
could be phased -in over time. The City wishes to understand the full potential for
system build -out so that pipelines and pumping facilities can be sized accordingly.
The RWMP shall be developed in accordance with all applicable local, state, and
federal requirements.
Timeline and Required Response Dates
04/08/10 Request for proposals and qualifications mailed to prospective
consultants and posted for general solicitation.
06/08/10 Submittal Deadline - Five (5) written, signed copies of the RFP
response enclosed in a sealed envelope must be received at the
office of Ann Burck, Deputy Director of Public Works — Water & Sewer
Division on 411 W. Clay Street, Ukiah, California 95482, on or before
5 p.m. Postmarks will not be accepted. Incomplete responses,
late responses and/or responses not in compliance with the RPP
format and requirements will not be considered.
06/17/10 Finalist presentations with selection committee (if requested)
06/23/10 Selection committee identifies top consultant.
07/07/10 Professional Services Agreement with top consultant presented to
City Council for approval.
07/08/10 Top consultant executes Professional Services Agreement with City.
04/11/11 Final Recycled Water Master Plan completed.
A. Overview of City and Water Reclamation Facility
The City owns and operates a tertiary treatment WRF that services its collection
system and, by agreement, the neighboring Ukiah Valley Sanitation District
(unincorporated Mendocino County). The tertiary treatment is provided by four 2
million gallons per day (mgd) U.S. Filter Trident units. The City is also the water
supplier within its limits and serves a small number of customers outside of its
limits. The City anticipates that its service area will grow over the next twenty
years as it annexes land located within its Sphere of Influence.
The WRF has an average dry weather flow (ADWF) capacity of 3.01 (mgd) and a
peak wet weather capacity of 24.5 mgd. The City has the capability to produce a
maximum of 7.5 mgd of recycled water that meets or exceeds the State of
California Title 22 standards for unrestricted use. The City's Water Reclamation
Facility is permitted under the NPDES permit No. 38478385, issued by the North
Coast Regional Water Quality Control Board (RWQCB) in October 2005.
City of Ukiah as the owner of the Water Reclamation Facility in accordance with
Section 1210 of the California Water Code has exclusive right to and
responsibility for the recycled water:
"The owner of a waste water treatment plant operated for the
purpose of treating wastes from a sanitary sewer system shall hold
the exclusive right to the treated waste water as against anyone
who has supplied the water discharged into the waste water
collection and treatment system, including a person using water
under a water service contract, unless otherwise provided by
agreement."
B. Current Disposal Practices for Water that is Proposed to be Recycled
The City currently discharges its secondary treated effluent to three percolation
ponds (year round, primary disposal method) with a combined storage volume of
110 million gallons and percolation rate of 6 mgd. The City is also permitted to
discharge from October 1 through May 14 a maximum of 1% of total volumetric
flow of the Russian River measured at the Hopland gauging station. The City
anticipates that most of the demand for recycled water will be for irrigation uses
and frost protection.
C. Conceptual Recycled Water Service Areas
The municipal airport has expressed interest in receiving service and is a
potential "first phase" recycled water customer. The future Riverside Park has
also been identified as a potential "first phase" recycled water customer.
WRF to Airport
The Ukiah Regional Airport is approximately 2 miles northwest of the WRF. The
Airport has been owned and operated by the City since the 1930's. The
proposed use for recycled water at this location is to irrigate the field adjacent to
the airport so that the land can be leased for agricultural purposes. The airport
would also use the recycled water for landscape irrigation.
WRF to Riverside Park
Riverside Park is located off of East Gobbi Street approximately 3.5 miles north
of the WRF and is adjacent to the Russian River. The City owns the property
that is to be developed into Riverside Park. There are plans for Riverside Park to
be revitalized to become a more attractive and usable site for residents to enjoy
with a new soccer field, a rehabilitated little league baseball complex, an existing
BMX Track, and a picnic area. Included in this planned revitalization of the park
is an addition of a pond/reservoir. This reservoir will serve as terminal storage
for recycled water pumped through the recycled water line, keeping the line
pressurized to serve irrigation users, and to provide process water for the City's
WRF. Recycled water would also be used for landscape irrigation as needed
throughout the park.
The City's Public Works Department - Water & Sewer Division provides the
administrative, engineering, and maintenance support services for the WRF. The
reclamation facility personnel are assigned exclusively to the operation of the
plant while the administrative and systems field personnel are shared between
the sewer and water systems. The Department is managed by the Director of
Public Works under the general supervision of the City Manager. Currently one
Public Works Deputy Director, one shared engineer, one part-time GIS
coordinator, and one shared program coordinator are the administrative and
engineering support staff assigned to the Water and Sewer Division. Assigned
personnel positions for system maintenance are one supervisor, one lead
worker, one service attendant and seven attendants. The City owns and
maintains its own service fleet including video equipment, supporting hardware
and software and the transport van.
E. Stakeholders and Potential Problems and Delays
The City envisions several different types of outreach that will allow it to reach
various target audiences. The potential stakeholders are Development Interests,
Existing Large Urban Irrigators, and Existing Large Agricultural Irrigators. During
the development of its 2005 Urban Water Management Plan (UWMP), the City
began dialogue with each class of user.
Additional technical information is necessary to continue these discussions with
the stakeholders. In the 2005 UWMP, the City began the process of analyzing its
recycled water supply and potential users.
Page 4 of 19
NI a 9Lei `ki• .
The requested professional services to be provided include the preparation of a
Recycled Water Master Plan (RWMP). In general, these services include
identifying where and how the City of Ukiah could most feasibly develop recycled
water uses in the City, and providing a strategy for implementation of the
recycled water projects identified.
A preliminary scope of work is included below to assist the Consultant in gaining
an understanding of the City's goals and objectives as they relate to the
Recycled Water Master Plan. This preliminary scope of work and RFP do not
reflect a specific detailed approach for the Consultant to use. Rather, the
intent is to allow each consultant to be creative and pragmatic in
demonstrating its expertise by presenting a recommended approach and
schedule, including milestones, that meet the City's goals and objectives;
and for each Consultant to compete with, and distinguish itself from other
Consultants. The final contract scope of work will be developed after the
Consultant is selected, and will be accomplished in cooperation with the City and
key stakeholders.
The RWMP tasks include but are not limited to: analysis of water demands and
water resources, evaluation of operating costs; conceptual design; determination
of regulatory compliance, permitting, and property acquisition impacts; monthly
progress reporting; budget tracking; client meetings and communications; public
outreach, and schedule coordination. These tasks shall be accomplished
through quality control and preparation of a management plan. The consulting
team Project Manager shall be responsible for the successful completion of the
Project through the coordination and use of their staff and other team members
assigned to this project.
The consulting team Project Manager shall coordinate with project team
members and participate in project meetings, conference calls and workshops to
coordinate work and resolve any project issues as they arise. The consulting
team Project Manager shall prepare meeting minutes and action items
summaries, and shall distribute them to the City and project team members
following conference calls, meetings, and workshops.
The consulting team Project Manager is expected to work closely and
cooperatively with the City's customers, associated agencies, local community,
private entities, and all potential stakeholders to promote positive
communications and develop an accurate understanding of their needs and
requirements. Some of the stakeholders may include but are not limited to, the
County of Mendocino, Willow County Water District, Millview County Water
District, agricultural users, Mendocino Community College, Russian River Flood
Control and Water Conservation District, Ukiah Valley Sanitation District and the
residents of the City and surrounding unincorporated areas. The City expects
the selected Consultant to develop an approach/strategy to effectively work with
these stakeholders, as well as with the general public. The selected Consultant
Page 5 of 19
shall be capable of representing the City when addressing these entities. It is
anticipated that the consulting team Project Manager shall organize and conduct
meetings with City staff, as appropriate, for the purpose of data gathering,
general discussions and progress updates.
The consulting team Project Manager shall provide monthly project invoices that
are delineated by task. Provided shall also be a description of the work
performed, employees names and classifications, hours and hourly rates, original
budget, current invoice, cost to date, remaining budget and percent budget
remaining.
The consulting team Project Manager shall report directly to the City's Project
Manager. The Consultant shall provide services and materials required to fulfill
the intent of the scope of work in a timely manner, to the expectations of
executive management and all staff levels of the City. It is expected that the
selected Consultant shall research, evaluate and synthesize relevant
documentation available from the City and other sources.
Task 1 — Model Development
This task includes systematically codifying available data and "building" the GIS
model that will be used for alternative analysis. This task includes developing a
standard protocol for data coding and describing the existing water supply.
Specific subtasks include:
Subtask 1.1 — Develoo GIS Protocol
It is expected the selected Consultant shall research, evaluate and synthesize
relevant documentation available from the City and other sources including
Brown and Caldwell's, Technical Memoranda for the Wastewater Treatment
Plant Improvement Project, Technical Memorandum 20, "Preliminary Evaluation
of Effluent Storage Requirements and Recycled Water Use", Volume 2 of 2, June
2003, City of Ukiah 2005 Urban Water Management Plan, November 26, 2007
and Kennedy Engineers, Wastewater Collection System and Treatment
Improvements, August 1977.
The Consultant shall be responsible for all preparation; communication;
coordination of resources; delivery of materials; data gathering; reporting;
documentation, and costs associated with printing, as necessary to complete the
project.
Based on the needs of this project, the Consultant shall develop a Microsoft
Access -based personal geodatabase that compiles the information obtained in
the market assessment. The database will include at a minimum the following
fields:
1. Unique ID Number
2. Assessor's Parcel Number (APN)
3. Owner Name
4. Owner Address
5. Type of Use
6. Potential Customer
7. Average Demand
8. Peak Demand
9. Diurnal Demand Pattern
10. Priority
11. Hydraulic Model Junction node ID
12. Estimated Date of Connection
13. Other data fields that are needed by the team.
Subtask 1.2 — Hydraulic Model Development
This task includes merging the available data into the model using the agreed
upon GIS protocol, developed in Subtask 1.1 and performing research necessary
to locate any missing data.
This task shall include the development of a recycled water system hydraulic
model using MWH Soft H2OMap. The hydraulic model will be used to determine
design phases and design alternatives to cost-effectively serve the maximum
amount of recycled water consumers. All hydraulic analysis should be based
upon a 24-hour extended period simulation (EPS).
a. Collect all data required for input into the hydraulic model, including but
not limited to, recycled water flows and demands, public streets, parcels,
sewer and storm systems, record drawings of existing recycled water
infrastructure, elevation contours, environmental features, and traffic
volumes and level of services.
b. Georeference/Geocode all users identified in Task 2 and import them as
demand nodes.
c. Divide the service area into hydraulic zones to meet the design criteria
while considering the cost of building the infrastructure to support
proposed zone creation.
d. Develop basic framework for an all -pipe hydraulic model of the recycled
water system using H2OMap Water to be used in Task 5 for alternative
development. The model shall be capable of performing 24-hour
extended period simulations (EPS) for Average -Day -Demand (ADD) and
Max -Day -Demand (MDD) scenarios.
e. A detailed and well -organized model numbering/labeling system will be
developed by the Consultant to provide a clear representation of the
overall recycled water distribution systems and to create a user-friendly
structure that can assist in future model expansions, analyses, etc., by
both the City staff and outside consultants. A systematic approach for
description/labeling modeling scenarios will also be developed. This
Page 7 of 19
comprehensive identification system approach will be formally submitted
to and reviewed by the City for acceptance and will ultimately be
incorporated into the User's Manual. Node and pipe numbers shall be
assigned so that the model reflects good organization and planning:
random numbering will not be accepted.
Subtask 1.3 — Document Existing Conditions Related to Water, Wastewater and
Recycled Water in the Service Area
The Study Area characteristics with respect to land use and population trends,
water supply characteristics and facilities, and recycled water characteristics and
facilities will be summarized in a Technical Memorandum (TM). This order of
description is consistent with the planning guidelines of the State Water
Resources Control Board.
Task 2 — Market Assessment
This task includes identifying potential users and performing early outreach and
information opportunities. The market assessment, in conjunction with the
recycled water system hydraulic model, will be used to determine pipeline
alignments and sizing requirements to cost effectively serve the maximum
amount of recycled water to customers concentrating on the largest recycled
water consumers. Smaller recycled water customers shall be identified in the
market assessment; however, it may not be cost effective to serve these smaller
consumers if significant pipeline extensions are required. Criteria shall be
established to assist the City in determining the most cost effective customers to
serve.
Subtask 2.1 — Define the Criteria for Identifying Users
Establish the basic criteria to identify the users. Criteria may include offsets to
city water supply, offsets to other public water supplies, offsets to other Russian
River diversions, offsets to groundwater use, proximity to existing facilities or
planned CIP projects, and "new" demands (development). Work with the City to
prioritize the criteria and codify it in a TM.
Subtask 2.2 — Locate Users
Based on the selected criteria, query the developed database to locate the
parcels that meet the various criteria. Document queries with tabular and graphic
output to provide a "map" of potential target areas in a TM (tables and maps).
Meet with the City to review this output and develop a strategy for outreach and
information sharing.
Subtask 2.3 — User Contact and Documentation
Based on the strategy developed above, contact users through personal
outreach and, where appropriate, through questionnaires. Develop a standard
form to document the results of each contact that includes user name and
contact information, site information, key reasons for interest in recycled water,
Page 8 of 19
and key concerns. The form will include an indication of the user's willingness to
execute a User Agreement. Include a summary of user contact in a TM.
Task 3 — Life Cycle Costing Methodology
A methodology for Life Cycle Costing (LCC) parameter shall be established for
the LCC analysis. Consultant shall, in consultation with City staff, set all the
parameters such as discount rates and inflation factors, which will be used to
calculate life cycle of each proposed alternative. This task includes but not
limited to the following:
a. Select a methodology for LCC analysis after a consultation with the City
staff.
b. Establish LCC parameters such as discount rate, asset useful lives, and
inflation factors for energy, labor, and material costs.
Task 4 — Alternative Development and Analysis
This task includes utilizing the hydraulic model, developed as part of Task 1, to
identify three (3) distinctly different alternatives which differ from each other; in
pipeline sizes and alignments, reservoir locations and sizes, hydraulic zone
boundaries, and/or pump station locations and sizes developing a series of
alternative projects that provide recycled water to the identified users and
analyzing those alternatives in order to develop a recommended project.
Consultant shall calculate life cycle cost of all three alternatives, provide rationale
behind selecting each alternative, and propose the lowest cost alternative for
consideration.
Specific subtasks include:
Subtask 4.1 — Develop Design Criteria
The design criteria development will include establishment of recycled water
system operational and design, including design criteria for system pressures,
pipelines, pump stations, and storage reservoirs. Design criteria will be used to
determine the sizing of future facilities. This task shall include the following
items:
1. Review general system design criteria for pressure, pipelines, pump
stations and storage reservoirs and develop a set of design criteria to use
with the hydraulic analysis. Meet with the City's operational staff to
discuss recommended design criteria. Selection of operating pressure
should be the lowest practical pressure to reduce energy costs while
maintaining a set level of service for operation of the system and customer
satisfaction.
2. Develop peaking factors for various user types based upon a literature
survey and knowledge from previous experience with similar recycled
water systems.
Subtask 4.2 — Develop Project Alternatives
Using the model developed in Subtask 1.2, develop alternative pipeline routes
and service strategies for the users. The analysis will include pipe and pump
station sizes and storage requirements and a priority list of demands ranked in
order of least cost to connect. Storage will include operational storage to
manage diurnal flow patterns (probably tanks) and system storage to manage
seasonal recycled water production patterns (probably ponds).
Subtask 4.3 — Compare and Rank Alternatives
For each alternative, estimate construction, operational and life -cycle costs and
prepare a conceptual layout. Document the analysis in a TM. Review the TM
with the City.
The solution set of the problem is expected to have a wide range of solutions.
Solutions can be broadly divided into three categories: High Capital — Low
Operation & Maintenance (O&M) Costs, Low Capital — High O&M Costs, and
Medium Capital Cost — Medium O&M Costs. High Capital — Low O&M Costs
alternatives are likely to consist of more storage capacity and lower operational
costs than low capital alternatives as more storage capacity will attenuate flows
during peak usage and reduce pumping costs and required pipe sizes. However;
both High Capital — Low O&M Costs and Low Capital — High O&M Costs are
expected to have higher life cycle costs than Medium Capital Cost solutions.
Subtask 4.4 — Develop Recommended Projects and Phasing
The Consultant shall iteratively identify three alternatives after evaluating and
eliminating several non -feasible and high life cycle cost alternatives. This option
does not require an explicit use of any optimization method, however; some
degree of optimization is to be achieved via an iterative process. Collect actual
O&M cost data for existing water supply and distribution system such as pumping
costs, maintenance costs, etc.
Define and discuss conceptual design and operational details, estimated costs,
implementation issues and requirements (CEQA, permitting, site retrofits,
compliance with DPH and Regional Board requirements, etc.). Define
opportunities for phasing and recommend phasing strategies. Prepare a
conceptual layout for the recommended project. Document the analysis in a TM.
Review the TM with the City.
Task 5 — Public Involvement Program
This task includes preparing for and presenting up to three (3) public
informational meetings during the development of the Master Plan. The
consulting team Project Manager shall organize and conduct meetings to
disseminate information about recycled water and facilitate general discussions
with the local community and stakeholders to address concerns and to report
progress updates.
Page 10 of 19
Probably the most important step in encouraging the public acceptance is to
establish and communicate the expected project benefits. The Consultant shall
use Chapter 7.4, "Involving the Public in Reuse Planning" of the U.S.
Environmental Protection's publication, "Guidelines for Water Reuse" as a guide
in meeting the requirements of this Task. For example, section 7.4.1 provides a
flow chart of a public participation program for water reuse system planning.
Task 6 — Master Plan
This task includes compiling the foregoing technical memoranda into a Master
Plan. Upon compiling the draft Master Plan, meet and review the draft with City
staff. After review with City staff, create the final draft and meet and review with
the City staff once again. This task includes preparation of a final report and
preparation of a PowerPoint presentation summarizing the report for presentation
to the City Council. For this task, the deliverables are ten (10) copies of the
draft, fifteen (15) copies of the final Feasibility Study and Preliminary Design, one
(1) electronic file of the Feasibility Study and Preliminary Design, and one (1)
electronic file of the PowerPoint Presentation.
For the recommended project identified in Task 4:
Subtask 6.1 — Identifv Customer Base
Identify the customer base that would be expected to fund the long-term
operations, maintenance and renewal/replacement costs.
Subtask 6.2 — Economic Analysis
Prepare an economic analysis to evaluate the long-term financial viability of the
recommended project based on the projected operating costs and customer
revenue. The Consultant shall develop a pricing policy for recycled water and
conduct a cash flow analysis.
Subtask 6.3 — Construction Fundina Sources
Prepare a construction financing plan and revenue program for implementation of
the project in sufficient detail to pursue funding from various sources. Identify
sources and timing of funds for design and construction and identify costs which
can be allocated to water pollution control. This task also includes assistance to
the City in researching the availability of securing State loan and grant funding.
This task should examine any other potential funding sources available to the
City.
Task 8 — Facilities Plan Report Preparation
The Facilities Plan Report will document the major findings, results, conclusions
and recommendation of the master planning process. The Report will contain an
Executive Summary. Six (6) copies of the Draft Recycled Water Facilities Plan
Page 11 of 19
will be submitted to the City for review and comment. Upon incorporation of all
City comments, fifteen (15) copies of the Final Recycled Water Facilities will be
delivered to the City. In addition, an electronic copy will be submitted containing
the complete report (all figures, tables, attachments, etc.) in a single file in Adobe
Acrobat (.pdf) format.
TASKS TO BE PERFORMED AND ITEMS TO BE PROVIDED BY THE CITJ
OF
The City shall furnish to the Consultant, without charge, any and all information,
data, reports, maps, and records, which are available at the City's offices, as are
necessary for the Consultant to provide the services as described herein. At a
minimum, the City will provide the following:
1. Provide project management. The City will assign a Project Manager to act
as the City's liaison to the Consultant's project team.
2. City will provide the Consultant with access to City Offices and field
personnel familiar with City practices, codes, enforcement activities, and
operational activities related to the City's Water Reclamation Facility. Access
will be provided upon an agreed schedule between the project managers for
City and Consultant.
3. Provide the Consultant's project management staff a work area while
performing activities within the City. Available work space is limited and it is
necessary that the Consultant schedule in advance work area needs with the
City's Project Manager.
4. Provide or make available reports, drawing, records, GIS data and files, and
other information deemed needed to perform and complete the required
scope of work.
The Consultant agrees to deliver quality products and service that meet or
exceed generally accepted industry standards and those which have been
expressly stated in this Request for Proposals. Product and services which fail to
meet the required standards will not be accepted. The Consultant will be wholly
responsible for correcting any deficiency at no additional cost to the City. The
Consultant's proposal shall include a detailed description of the quality assurance
procedures that are to be used for this Project.
A. Consultants must have substantial experience in providing the professional
services requested. Consultants must be currently engaged in the business
for at least the last 5 years.
Page 12 of 19
B. Consultant's Project Manager and key individuals who will be assigned to
the Project will be an important factor considered by the Selection
Committee. There shall be no change of key consultant personnel for the
project team without the prior written approval of the City.
C. Consultant's personnel shall be knowledgeable in their areas of expertise.
City reserves the right to perform investigations as may be deemed
necessary to insure competent persons will be utilized in the performance of
the contemplated services.
D. Consultant should be aware that in accordance with laws of the State of
California, the Consultant will, if awarded the Agreement, be required to
secure the payment of compensation to its employees and execute the
Workers' Compensation Certification.
E. Consultant is responsible for determining whether its services under the
proposed agreement, or its services rendered for any task assigned to it
pursuant to the agreement, requires the payment of prevailing wages to its
agents, employees, and contractors for work related to that task.
F. Consultant agrees to accept award of the agreement based upon the
candidate's proposal and price and execute the City's standard
Professional Services Agreement if selected as the top candidate. It is the
responsibility of each consultant, before submitting a proposal, to
thoroughly examine the City's standard Professional Services Agreement
attached to the RFP.
G. More than one proposal from an individual, firm, partnership, corporation, or
association, under the same or different names, will not be considered. If
the City believes that collusion exists among the consultants submitting
proposals, all proposals will be rejected. Proposals submitted after the due
date and time will not be accepted.
Interested consultants are invited to respond by providing the information
requested in this RFP. Responses shall be in the form of a proposal, which
defines any consulting services that the consultant proposes to offer to the City.
The proposal should demonstrate an understanding of the professional services
requested and describe the services the consultant is able to provide.
At a minimum, the proposals shall comply with the General Requirements in
Section VI and provide the following:
1. Description of Consultant's approach to meeting the City's goals and
objectives for the Recycled Water Master Plan and a detailed scope of work
based on the general scope of work provided in this document, as an
explanation of the project as understood by the proposal author.
Page 13 of 19
2. The detailed scope of work should complement the fee proposal and tasks
defined in the detailed scope of work should match tasks provided in the fee
proposal for cross-referencing purposes.
3. Detailed cost proposal, including total cost, hours, hourly rates (Place single
copy in separate envelope) for each task in Section IV.
4. Detailed project schedule;
5. List of key personnel expected to provide the services to City, resumes for
each, and description of their roles, responsibilities, percentage of time
dedicated to this project, and deliverables that will be produced. An
Organization Chart is to be provided listing the key personnel and the Team
relationships.
6. The proposal shall list the sub -consultants that will be used for the project,
the scope of work, and approximate percentage of overall participation in
the work. In addition, the project team must furnish resumes of key
personnel.
7. Assessment of the adequacy of the overall project schedule proposed by
the City to complete the work identified herein and identification of the key
coordination needed to maintain and or expedite this schedule;
8. List of similar projects completed within the last (5) years; whether they
were completed on time and within budget; the percentage of any contract
budget/schedule adjustment; a description of the services performed, and
the names, telephone numbers, addresses, and email addresses of the
owner contacts;
9. The Consultant shall demonstrate expertise in hydraulic modeling using
various industry prevalent software, relational geodatabase design,
Geographic Information Systems, master planning of pressurized
distribution systems, recycled water distribution system rules and
regulations, and life cycle costing.
10. The table of contents from your last Recycled Water Master Plan prepared,
if applicable;
11. Description of experience in procuring funding through the U.S. Department
of the Interior Bureau of Reclamation Title XVI Water Recycling and Reuse
Program;
12. Description of approach proposed to inform and gain consent from the
various stakeholders and the general public to successfully accomplish the
goals of this project;
Page 14 of 19
13. Verification by the consultant before submission to ensure the proposal is
accurate and satisfies the RFP's requirements for submittal;
14. Signature by a responsible officer for the consultant;
15. Acknowledgement that the consultant has reviewed the General Conditions
in Section VI and agrees the proposal shall remain open for a minimum of
60 calendar days from the Submittal Deadline;
16. Acknowledgement that the consultant has reviewed the City's standard
Professional Services Agreement attached to the RFP and a statement that
consultant agrees to sign the Agreement if awarded;
17. A comprehensive list of services offered and if necessary, an explanation of
how those services satisfy the professional services requested in this RFP;
18. A price list for services offered by consultant, including the hourly rates for
each of the key personnel, and the date when the price list is expected to
change;
19. Disclosure of any actual, apparent, direct or indirect, or potential conflicts of
interest that may exist with respect to the firm, management, or employees
of the firm or other persons relative to the services to be provided under the
Agreement for services to be awarded pursuant to this RFP. If a consultant
has no conflicts of interests, a statement to that effect shall be included in
the Proposal;
20. Evidence that the consultant has sufficient financial resources to provide all
work necessary to complete the services offered;
21. Consultant's bond capacity and;
22. Consultant's contact information, including telephone, fax, and e-mail
address.
• • ZJIIMOIZMA
In soliciting qualifications and proposals, it is the intent of the City to have the best
possible service. The City reserves the right to act as the sole judge of the content
of all responses. In addition, the City reserves the right to reject any or all
proposals, and to waive irregularities in the selection procedures.
The City will establish a Selection Committee at its sole discretion. The Selection
Committee will take the following actions:
A. Initial Review. After the submission deadline, the Selection Committee will
perform an initial review of the proposals to ensure they comply with the
requirements of the RFP for submittal and consideration.
Page 15 of 19
B. Qualifications Review. The Selection Committee will then consider the
qualifications of the properly submitted proposals. Consideration will be
given on, but not limited to, the Consultant's qualifications and past work
performance, references from other entities similar to the City of Ukiah,
ability to meet the service criteria specified, ability to obtain insurance and
bonding coverage, possession of and ability to retain qualified personnel,
possession of licenses and certifications, possession of equipment and tolls
necessary to complete the work specified, and compliance with equal
opportunity employment standards.
C. Proposal Evaluation. The Selection Committee will then evaluate the
strength of the proposals. At a minimum, the Selection Committee will
evaluate the proposals on the basis of the following criteria:
1. Familiarity with all aspects of professional services requested;
2. Professional services offered;
3. Consultant's experience, staff availability, stability, financial
responsibility, past performance on similar projects, as well as
qualifications and past performance of consultant's key personnel;
4. Lack of personal or organizational conflicts of interest;
5. Overall quality of proposal;
6. Timeline for completion of typical assignments; and,
7. Reference checks.
D. Interviews/Discussions. The Selection Committee may then request the
finalists to make an oral presentation as part of the selection process. If
required, finalists must present their proposal to the Selection Committee in
person. Regardless of whether a presentation is requested, the Selection
Committee may conduct discussions with a finalist for the purpose of
clarification to assure full understanding of, and conformance to, the RFP.
E. Recommendation. The Selection Committee will then recommend the top
consultant to the City Council. The City will then issue a Notice of Intent to
Award to the top consultant and transmit two original Professional Services
Agreements for the consultant's signature.
The top consultant shall, within 10 calendar days from the date of the Notice of
Intent to Award, provide the City with the following documents:
Page 16 of 19
a. Two executed originals of the Professional Services Agreement provided by
the City's Project Manager;
b. Insurance and endorsements acceptable to the City of Ukiah;
c. Proof of purchase of a City business license; and,
d. Any other certificates required by the RFP.
In the event the top consultant fails to return the documents to the City in a timely
manner, the City may negotiate with another finalist or reject all proposals. The
City also reserves the right to award more than one agreement depending upon
the qualifications and strength of the proposals, for all or a portion of the services
offered.
The City of Ukiah recognizes that the proposals may include proprietary or
confidential information. The City will take every reasonable precaution in
protecting such information provided that it is clearly identified as proprietary or
confidential on the page on which it appears. However, the City is subject to the
California Public Records Act and must disclose records as required by the Act.
Proposals and pricing information submitted as a part of this RFP will not be
returned. The City reserves the right to reject any and all proposals.
XII. EXHIBITS
The following exhibits are included with this RFP:
1. Standard Professional Services Agreement, including insurance coverage
requirements;
1:111 �C] ►T 7T i ►7 I �l it C•7 F
1. This RFP does not commit the City of Ukiah to execute an agreement. The
City reserves the right to accept or reject any or all proposals if the City
determines it is in the best interest of the City to do so.
2. Proposals shall remain open, valid and subject to acceptance anytime within
one hundred fifty (150) calendar days after the proposal due date and up to
the end of the agreement period.
3. Proposals shall not be withdrawn or corrected after being opened. The City
will not be responsible for errors or omissions on the part of consultants in
preparing their proposals.
4. The City reserves the right to issue addenda or amendments to this RFP.
Page 17 of 19
0
ED
5. In order to be considered, all proposals must be submitted in the manner set
forth in this RFP. It is the consultant's responsibility to ensure that its
proposal arrives before the specified Submittal Deadline.
6. This RFP does not commit the City to pay any costs incurred in the
preparation of a proposal in response to this request, and consultant agrees
that all costs incurred in developing this proposal are the consultant's
responsibility.
7. The City reserves the right to award
some of the services requested.
an agreement at this time for all or only
The Consultant shall provide in a separate sealed envelope, a general rate
schedule, proposed project fee by task, and spreadsheet of estimated hours and
costs by all personnel or classification and by task as defined in the Scope of
Services herein. All personnel and/or classifications identified in the
Organization Chart shall be included on the cost spreadsheet. Billing rates shall
include all direct costs. Indirect costs shall be itemized separately and accounted
for as part of Consultant's fee rate structure. Markup on sub -consultants or other
direct expenses shall be limited to a maximum of 10%.
All communications relative to this RFP shall be directed to Ann Burck, Public
Works Deputy Director — Water & Sewer Division for the City of Ukiah, prior to
submission of a proposal. All questions relating to interpretation of the RFP must
be submitted in writing at least seven calendar days prior to the proposal
submission date and responses, if deemed necessary, will be in the form of
written addenda to the RFP. Questions submitted after this time period will not be
answered.
Ann Burck
(707) 463-6286
City of Ukiah
411 W. Clay Street
Ukiah, CA 94582
aburck@cityofukiah.com
7
By submitting a response to this RFP, each consultant expressly waives any and
all rights that it may have to object to, protest or seek legal remedies whatsoever
regarding any aspect of this request, the City's selection of the top consultant,
the City's rejection of any or all responses, and any subsequent agreement that
might be entered into as a result of this request.
Page 18 of 19
ATTACHMENTS:
Exhibit "A" Sample Agreement for Professional Consultant Services
Page 19 of 19
ITEM NO.. 11b
MEETING D&
April 7, 2011
City of Ukiah
SUBJECT: AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A
PROFESSIONAL SERVICES CONTRACT WITH JOHNSON IT GROUP FOR INFORMATION
TECHNOLOGY SERVICES TO BE PERFORMED ON AN AS -NEEDED BASIS.
Background: The information technology (I.T.) resources utilized by the City of Ukiah are complex and
vast. Each department within the City of Ukiah has unique hardware and software needs that are critical for
operations and service delivery. While the City has a very knowledgeable I.T. Department, the staffing
consists of only 3 employees. At times, the workload and demand for services is beyond that of current
staffing resources. With the consent of Council and in an effort to insure that the City is able to maintain an
adequate respond time for I.T. services, staff prepared a request for proposal (RFP) for information
technology services consisting of strategic planning, project management, and software, system, and
network support. The RFP is included as Attachment #1. The services are intended to be utilized on an on-
call, as -needed basis to supplement existing staffing resources.
Discussion: An RFP was sent to qualified firms in the region and advertised through a variety of resources
utilized by the Purchasing Department. The City received six (6) proposals from the following firms:
Computer Works of Ukiah, Informatix, Johnson IT Group, KLH Consulting, RespecTech, and YantraSoft.
An evaluation process was conducted rating each firm's responses to the criteria listed in the RFP. A multi -
staff review of the submitted proposals ranked Johnson IT Group (JITG) as the most qualified firm to
provide the requested scope of services needed by the City. JITG's proposal demonstrated the required
expertise and capacity to support municipal I.T. activities. Currently, JITG provides I.T. services to various
commercial businesses and the City of Fort Bragg. In addition, JITG is a local firm that can comply with the
response time requirements identified in the RFP. Regular business hour rates for system support services
are based on a tiered system ranging from basic front line support at $31.50 per hour to on-site network
support at $95 per hour. After hour support will be billed with an additional 50% premium added to the
regular hourly rate. Strategic and project management services range from $45 per hour to $120 per hour.
Johnson's proposal is included as Attachment #2 for review.
Staff requests that City Council authorize the City Manager to negotiate and execute a professional services
contract with Johnson IT Group for information technology services to be performed on an on-call, as -
needed basis.
Fiscal Impact:
x I Budgeted FY 09/10 F7 New Appropriation Not Applicable 0 Budget Amendment Required
Services rendered under this contract will be charged to the appropriate department's contractual services account within the
approved budget.
Recommended Action(s): Authorize the City Manager to negotiate and execute a professional
services contract with Johnson I.T. Group for information technology services to be performed on an
as -needed basis.
Alternative Council Option(s): Reject recommendation and provide further direction to staff.
Citizens advised: N/A
Requested by: N/A
Prepared by: Sage Sangiacomo, Assistant City Manager
Coordinated with: Jane Chambers, City Manager, Steve Butler, Information Technology
Supervisor, and Mary Horger, Purchasing Supervisor
Attachments: #1 RFP for Information Technology Services
#2 Response from Johnson I.T. Group
Approved: _a0_,,C
--�
Ja Chambers, City Manager
Attachment #1
MFORMATION TECHNOLOGY
SERVICES
C-00 Avenue
CA 95482
Phone • 1 463-6233
FAX (707) 463-6231,
Mirtre • . }' ;
Request for Proposal for Inf6tmation Technology Professional Services
General Information/Background
The City of Ukiah is requesting Request for Proposals for information technology
professional services on an as -needed basis. These services will consist of strategic
planning, project management, and software, system, and network support.
Easily accessible from Highway 101, Ukiah is located 110 miles north of San Francisco.
Uldah has a population of 15,500 and serves over 40,000 residents of the greater lUldah
area as the County Seat of Mendocino County. Ukiah is a full-service City, employing
approximately 170 full-time employees and 116 temporary, part-time, and seasonal
positions. The City of Ukiah provides the following services to its citizens:
• Public Safety (including Police,
Fire and Ambulance)
• Building Inspection
• Streets
• Storm Drainage
• Street Lighting
• Public Improvements
• Electric (both generation and
distribution)
• Sewer and Water Utilities
• Planning and Zoning
• Airport
• Parks
• Recreation
• Golf Course
• Museum
• Public Parking lots (permitted
and/or metered)
• General Administrative Services
The City of Ukiah is governed by a five -member City Council, elected at -large by the
citizens of Ukiah. The Council sets policy for the City and adopts an annual budget.
Ukiah has a 2009-2010 adopted budget of $46.8 million of which approximately $13.7
million is the General Fund operational budget.
The IT resources at the City of Ukiah are complex and utilize solutions from many
vendors. The current infrastructure consists of one Mid-range system (IBM iSeries), 17
Windows based servers and 182 Windows desktop/laptop systems. System updates and
some software distribution are automated utilizing Microsoft's System Center Essentials.
The following is a description of most (but not all) systems and software in place.
Hardware:
Routers, switches & wireless network equipment: Cisco Systems
Servers: Dell Computer Company
Desktops and laptops: Dell Computer Company
Software:
Microsoft Corporation software
Issued January 5, 2010
RFP — Information Technology Services
Microsoft Windows Server 2003 R2
Microsoft Windows Server 2008
Microsoft Windows *Server 2008 R2
Microsoft Hyper -V
Microsoft Windows XP
Microsoft Windows Vista
Microsoft Windows 7
Microsoft Forefront Client Security
Microsoft Internet Security and Acceleration Server 2006
Microsoft Exchange Server 2003
Microsoft Exchange Server 2007 (migration)
Microsoft Exchange Server 2010 (planned)
Microsoft Office 2003
Microsoft Office 2007 Plus
Symantec
Backup Exec 11.2
Anti -Virus Corporate Edition (retiring)
Dameware
NT Utilities
Numara
TracklT
VisioaAIR
VisionCAD
VisionRMS
VisionFIRE
VisionFBR
VisionINFORM
Vision DataVault
Visiora\40B]ILE
ESRI
ARCView
SDE
ARCPad
J.E.I.
CD -Data
ParcelQuest
LaserFiche
For the Record
In addition, the City of Ukiah currently is utilizing financial and utility billing software,
ACS Government Solutions and Harris Computer Systems, via AS/400 iSeries IBM mid-
range computer. The City of Ukiah is currently seeking an Enterprise Resource Planning
(ERP) vendor that can provide an integrated, fully developed, and previously
implemented Financial, Human Resources, and Payroll solution. However, the, City does
not currently have the staffing resources to lead the project management process to select
and transition to a new vendor for ERP software. It is anticipated that the firm selected
Issued January 5, 2010
RFP — Information Technology Services
for information technology services as part of this RFP solicitation will have a primary
project management rale with this transition.
The City will consider an ERP system with a web -based development strategy to reduce
support and deployment costs and thereby reduce the learning curve and improve
flexibility. In addition, the City is looking to expand the role of information technology
into other areas of our business to increase operational efficiency and improve our ability
to serve our constituents.
The City intends to purchase an integrated ERP system that encompasses the following
specific modules and functional areas:
�Re aired ModulesyA. ,.,
General Ledger
Budgeting
Purchase Order
Cash Management
Accounts Payable
Payroll and Timekeeping
Accounts Receivable/Miscellaneous Billing
Human Resources
Utility Billing
Business License
Cashiering
Project Accounting
Report Writer
Parking Control icketin & Permitting)
Project Management
Considered
Asset Management
I Maintenance Management
Permitting (Encroachment, Building, Sign, etc.)
Treasury
Work Order Management
Grant Accounting
The modules defined above encompass the core focus of the project and would be
implemented using a phased approach as recommended by the selected ERP vendor and
approved by the City. The "considered modules" represent areas the City may consider
if significant process improvements could be realized. The City expects some level of
process improvement through implementation of a new system. The City intends to
adopt most of the best practices offered by the selected ERP vendor, but would like the
option to tailor the system as necessary to meet internal requirements. The selected firm
for information technology services will assist the City to ensure that the most
appropriate ERP system based on the City's business objectives is selected and
implemented with minimal disruptions to the City's ongoing operations.
Proposals are due by 5:00 p.m., Wednesday, January 20, 2010. It is anticipated the
selection of a firm will be completed by Friday, January 29, 2010. Following the
notification of the selected firm, a recommendation will be made to the City Council on
or before February 17, 2010 to authorize the City Manager to negotiate and execute a
contract.
Term of Engagement
The selected firm is to be on retainer until such time that the services are no longer
required by the City of Ukiah.
Issued January S, 2010
RFP — Information Technology Services
Background Check
Because the contract work includes location within the City's offices where security is
very important, fingerprints and consent to conduct a criminal records check will be
required of all persons who will perform the contract services for the selected consultant.
Only a department within the City authorized to access the automated systems handling
criminal offender record information maintained by the California Department of Justice
will receive or review this information which will include a criminal record summary of
arrests resulting in conviction and arrests pending final adjudication. The selected
consultant will not be permitted to provide services in these secure areas within City
offices, except by persons who have cooperated with this criminal background check and
who have not been convicted of a crime that would create an undue security risk for the
City.
I1. SCOPE OF WORK TO BE PERFORMED
All services shall be provided in accordance with the City's standard Professional
Services Agreement a sample of which is attached as Attachment A.
The City is looking for a qualified firm to provide information technology -related
services.
Tasks may include, but are not limited to assisting I.T. Division staff with the following:
A. Strategic Planning:
a. Engineering, planning, and design services for major system enhancements,
including installations and upgrades of new or existing systems. Examples
include major server upgrades, storage system upgrades, software upgrades,
etc. Note: The City is in the process of selecting a new financial software
vendor. It is anticipated that the City will need technical and project
management support to select a vendor and manage the transition.
b. Provide technical leadership for software, server, and network technology
issues.
c. Make recommendations for future purchasing and technology needs.
d. Install new servers, software and hardware and transfer data when acquired.
e. Strategic planning, design, and installation/upgrade of core software, network,
and server systems.
B. Project Management:
a. Provide comprehensive management support for software and system
enhancements.
b. Meet, coordinate and participate with City staff coveting any necessary
meetings, demonstrations, correspondence, etc.
c. Provide a detailed and complete project schedule including milestones and
deliverables.
d. Ensure that both City staff and any outside vendors meet project deadlines.
e. Provide project data in a computerized format as well as hard copy.
f. Provide constructive recommendations and opinions to staff during the
process based on prior experiences and expertise.
Issued January 5, 2010
RFP — Information Technology Services
g. Management of project schedule through all phases of the project including
milestones and deliverables.
C. Software, System, and Network Support:
a. Desktop Applications Support Perform basic and complex support functions
to include:
1. Installing PCs, laptops, PDAs, printers, peripherals, and office
automation software.
2. Diagnosing and correcting desktop application problems.
3. Configuring laptops and desktops for standard applications.
4. Identifying and correcting end user hardware problems.
5. Performing advanced troubleshooting.
6. Assisting designated City personnel with software and hardware
purchases.
7. Assist in development of software/hardware policies and procedures.
b. System Administration Services. Assist staff with system administration and
management including:
1. Complex application, database, messaging, web and other servers
and associated hardware, software, communications, and operating
systems necessary for the quality, security, performance, availability,
recoverability, and reliability of the system.
2. Assist with preventive maintenance of equipment and configuration
management including changes, upgrades, patches, etc.
3. Coordinate repair and maintenance work as necessary with
contracted repair vendors and ensure repairs are conducted in a
timely fashion.
c. Network Administration Services . Assist staff with managing and
maintaining network services including.
1. Switches, firewalls, routers, and other security devices.
2. Installation and maintenance of printers, network copiers/scanners,
etc.
3. Maintenance including regular analysis, routine configuration
changes, and installation of patches and upgrades.
4. Monitoring and analysis of network equipment including bandwidth
utilization and other performance indicators.
5. Provide network performance and capacity management services and
network troubleshooting.
D. Provide 24 hour emergency assistance within a 2 -hour timeframe to trouble -shoot and
resolve unexpected network system, and software issues.
M. QUALMCATIONS AND SK[LLS REQUIORE D
1. Project Management capability.
2. Cisco router configuration and installation
3. Cisco switch installation and configuration
4. Knowledge of TCP/IP, DHCP, DNS & VLAN technologies
5. Knowledge of WAN technologies including but not limited to: RLAN DSL,
Frame Relay, TI, radio & fiber optics
6. Knowledge in the management and operation of Microsoft Windows computers
Issued January 5, 2010
RFP — Information Technology Services
7. Network sniffer experience
8. Understanding of Wireless networking (802.1 lx technologies) especially in
reference to Cisco 4400 Wii6less Controllers.
9. Microsoft Active Directory expertise
10. Microsoft Group Policy knowledge
11. Macintosh computer management and operations experience
12. Microsoft Exchange expertise
13. Microsoft ISA 2006 experience
14. Understanding of VPN technology
15. Cisco ASA experience
III. INSURANCE REQUIREMENTS
The insurance requirements are set forth in Attachment B.
IV. CITY BUSINESS LICENSE
A City of Ukiah Business License is required for work performed in the City of Ukiah.
For information for how to apply for a license and the fees associated it, please go to the
City's website at www.cityofukiah.com.
I j i t 101 kyj I DGIN V
Inquiries
Inquiries concerning this request for proposal must be made in writing to:
Mary Horger
Purchasing Supervisor
City of Ukiah
411 West Clay Street, Ukiah, California 95482
P: (707) 463-6233, F: (707) 463-6234
Email: mhorger@cityoftildah.com
Submission of Proposals
Six (6) hard copies of the proposals are required. Proposals that are emailed or
faxed will not be accepted. Proposals must be received by 5:00 PM January 20,
2010 to be considered. Proposals received after this date and time will not be
considered. Proposals shall be labeled: "Information Technology Services", and
addressed to:
Mary Horger, Purchasing Supervisor
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
Issued January 5, 2010 7
RFP — Information Technology Services
Proposal Format
Proposals must include the following:
1. Title Page
Title page shall show the proposal subject, the firm's name, primary contact and
contact information. The firm's Federal Identification Number.
2. Cover Letter
The cover letter should briefly state the firms understanding of the work to be
performed, the commitment to perform the work and statements as to why the firm
believes it is qualified to perform the engagement. The cover letter should also make
a statement that the firm's offer is a firm, irrevocable offer for 90 days. The cover
letter should indicate that the firm is an Equal Opportunity Employer.
3. Firm Qualifications and Experience
The proposal should state the size of the firm, the size of the firm's technical staff, the
location of the office from which the work on this engagement is to be performed and
the number and nature of the professional staff to be employed in this engagement. If
the firm proposes a joint venture or consortium, the qualifications of each firm
comprising the joint venture or consortium should be separately identified and the
firm that is to serve as the principal should be noted, if applicable. The range of
activities performed by the local office should be described.
4. Partner, Supervisory and Staff Qualifications and Experience
Identify the Partners, Manager and Senior Staff who will provide services to the City.
Include a resume for each individual. Resumes should include all relevant
experience, education, certifications, licenses and continuing education of the
individuals over the past 5 years.
Engagement partners, managers, other supervisory staff and specialists may be
changed if those personnel leave the firm, are promoted or are assigned to another
office. These personnel may also be changed for other reasons with the express prior
written permission of the City of Ukiah. However, in either case, the City of Ukiah
retains the right to approve or reject replacements.
Other support personnel may be changed at the discretion of the firm provided that
replacements have substantially the same or better qualifications or experience.
5. Prior Experience with Local Governments
Sufficient information should be provided regarding current local governmental and
commercial clients, and date that the client has been served. References for a
minimum of five clients should be included,
6. Independence
The candidate should provide an affirmative statement that it is independent with
respect to any software companies that may be considered in this project.
7. Approach, Scope and Timing of the Engagement
Provide sufficient detail of your firm's approach to the City of Ukiah's
engagement. Describe your firm's understanding of the objectives and scope of the
Issued January 5, 2010
RFP — Inforniation Technology Services
W
work. Include information on the firm's approach, timing, and utilization of
resources. The candidate should provide an affirmative statement that it is able to
meet a 2 -hour response time. - ,
8. Project Management Approach to ERP Software Selection
Describe in detail your specific approach to managing the Enterprise Resource
Planning project for the City, including strategic planning, vendor selection, and
project implementation.
9. Capabilities in General Consulting and Special Services
Provide information on all other consulting and special services provided by the firm.
10. Exceptions
Identify any exceptions you are proposing with respect to the Scope of Services.
Additionally, if there are any exceptions to the City's insurance requirements, the
City's draft professional services agreement as shown in the attachments, or
background check requirement, the Consultant should list the exceptions in the
proposal,
11. Hourly Rates and Reimbursable Costs
Hourly Rates of the Firm's Employees should be provided for services which may
be requested within the scope of the engagement by Classification and Hourly Rate.
Reimbursable Costs: Firm to list specific reimbursable costs.
Criteria
Qualifications will be evaluated based on the following criteria:
1. The firm's experience and qualifications in providing both project management and
system support services for local governments and commercial clients.
2. The firm's knowledge and expertise related to the request scope of services.
3. Quality of references from 5 clients that can attest to qualifications and quality of
work of the firm on projects with similar types of services.
4. Firm's ability and approach to providing the requested services
5. Demonstration of the understanding of the objectives and scope of the work.
6. Commitment to timeliness in the conduct of the work.
7. Adherence to the instructions in this request for proposal on preparing and submitting
the proposal.
Issued January 5, 2010
RFP — Information Technology Services
Upon the request of and at the unfettered discretion of the City of Ukiah, proposers may
be required to supply additional information, or to make assigned personnel available for
interviews, or to make additional or -supplemental submissions, if deemed necessary by
the selection committee.
VIE[. RIGHT OF REFUSAL
The City reserves the right in the exercise of their unfettered discretion to reject any and
all proposals. Proposals will be considered only in their entirety. , The City reserves the
right to negotiate the specific requirements and costs of the work described herein.
Issued January 5, 2010 10
RFP — Information Technology Services
Attachment #2
Jay Johnson
Johnson IT Group
P.O. Box 512
Ukiah, CA 95482
jay@jollnsonitgroup.com
707.463.1614
Federal Identification Number
20-5772313
P.O. Box 512
Ukiah, Calif. 95482
January 20, 2010
Mary Horger, Purchasing Supervisor
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
Phone: 707.463.1614
Fax: 707.463.1622
Johnson IT Group is a computer service company who specializes in a wide range of
information technology solutions, including project management, system assessment,
RFP creation and evaluation, network design, integration, management, and security,
application development, risk assessment, contingency planning, compliance consulting,
data storage systems, phone systems installation design and management, desktop
administration, programming, and other information technology services and operations.
We acknowledge the types of services listed in the RFP and have been providing said
services to businesses for over 2 years at Johnson IT Group and also in positions previous
to the incorporation of said company. We are confident in our ability to provide these
services to the City of Ukiah.
Johnson IT Group and its employees are extremely knowledgeable in I.T services and
local government needs. Our team is committed to provide the leadership and assistance
required to successfully support the City's existing systems as well as provide strategic
planning, project management, assessment, implementation, and testing for new projects
such as the comprehensive ERP system.
The level of expertise we can bring to the City is formidable. The teams we have put
together have decades of combined experience working with government agencies
covering the categories described in the RFP. Our background in local government
financial systems is solid and comprehensive.
The following proposal is a firm, irrevocable offer for 90 days. Johnson IT Group is an
Equal Opportunity Employer.
Respectfully,
Jay JoM,, son, Owner
FF.", ?-XJTf'CJrJ=q
Firm Qualifications and Experience ....................................................Section I
Partner, Supervisory and Staff Qualifications and Experience ................... Section 2
Prior Experience with Local Governments ..........................................Section 3
Capabilities in General Consulting and Special Services
Exceptions
Independence Statement ................................................................ Section 4
Approach, Scope and Timing of the Engagement ...................................Section 5
Project Management Approach to ERP Software Selection .......................Section 6
Hourly Rates and Reimbursable Costs ............................................... Section 7
Certificates of Liability Insurance
(General, Professional, Auto) .......................................................... Section 8
VW
Firm Qualifications and Experience
Market Segments Supported
o Local governments
o Non -profits
o Private business
o Healthcare
o Private residential
Services include
o Network (core)
® Cisco Certification/Cisco IOS
o Network (outer nodes) for remote locations
o Email Spam Filtering
o Microsoft Exchange Email Administration and Service
o Internet Connectivity
o Virus Protection
o Internet Security
a Domain Name Services
o Intrusion Detection/Firewall
o Desktop Administration (Includes updates and service for Desktops)
o Server Administration
o SQL Server Administration and Programming
o Printer Support including Kyocera, Minolta, HP, Epson, Kodak, Xerox
and most other brands including multi -function, and network attached
copiers
o Web site design, programming, maintenance and hosting
o Backup administration including out of state storage, disaster recovery
planning and business resumption services
o Application support including administering, upgrading, and maintenance
o Phone system Administration
® PBX
® VOIP
o Advanced strategic planning
o Project Management
o Application Implementation
o Training
o Documentation
• Johnson IT Group was established in 2007 and has provided I.T. services to the
above mentioned market segment during that time.
® The employees of Johnson I.T. Group have been within the company an average
of two years and all work out of the main office located in Ukiah.
o Total number of employees is nine.
o Number of technical staff is seven
o See resumes in the Partner, Supervisory and Staff Qualifications and
Experience section
Partner, Supervisory and Staff Qualifications and Experience
® Resumes for the staff currently enlisted to support a contract with the City are
included in this section. Below is an overview of the types of services they will
provide for the engagement.
o Jay Johnson — Owner
• RFP creation and evaluation
• Vendor assessment
® Contract negotiations and purchasing agreements
® Team building, management, and personnel development
• Resource deployment and staff additions/reductions
o Ann Fuller — Sr. Account Representative
® Project Manager
• Team Coordinator
• RFP creation and evaluation
® Vendor assessment
o Julie Thornton — System Specialist
Government Administration Specialist
® Application assessment
Large system implementation
® Training
Documentation
Vendor Liaison
® IBM Seriesl file systems
o Kathleen McKenna — Developer and Implementation Analyst
• Integration Developer
• Government Financial Analyst
• Application assessment
® Large system implementation
• Vendor Liaison
o Tamara Drake — Technician and Project Support
• Desktop and peripheral support
® Scheduling and coordination
® Project support
i Project Management assistance
® Documentation
® Application support
« Training
o Kaleb Clark — Senior Engineer and Lead Support Technician
® Network design, configuration, maintenance
® Cisco CCNA
• Server configuration, upgrades, installation, and maintenance
• Desktop and peripheral support
• Project support
Network and server considerations
® Vendor assessment
o Darrin Michaels — Technician and Project Support
• Desktop and peripheral support
® Network technician
® Research
® Johnson I.T. is growing and will be adding staff members in the coming months.
o Notification for clearances to add additional staff, if necessary, will be
sent to the City and all appropriate documentation will be submitted.
OBJECTIVE
EXPERIENCE
JAY JOHNSON
Qualifications and Experience for City of Ukiah Professional Services RFP
2006—Present Johnson I.T. Group Ukiah, CA
O1vner
® Systems analysis and design
® Interpersonal management skills
a Financial and operational management
® Telecommunications and Infrastructure Expertise
• Customer Service and Education
• Team Building and Development
2001-2006 County of Mendocino, Information Services Uriah, CA
Director
® Designed and installed dedicated Eber network to all County
buildings.
® Researched and negotiated the purchase of a new enterprise wide
finance system based on Oracle and Linux
is Extensive RFP and RFI creation and response assessment
• Responsible for vendor negotiations and purchasing contracts
® Designed and installed central Storage Area Network:
iz Restructured enterprise wide IS departmental operations
® Researched and implemented central storage, email and calendaring
solutions
® Rolled out Cryptocard for secure, remote access to County systems
® Updated and prepared the County Internet site for delivery of E -
Government solutions
® Negotiated the Adelphia/Comcast cable franchise providing one
million dollars for public television for the communities throughout
the County
® Negotiated the I -NET contract with Comcast/Adelphia
r Designed and implemented die automated video system for live
broadcast of the Board of Supervisor's and other meetings
® Designed and implemented video and audio streaming of Board of
Supervisor meetings to internal departments and the Internet
® Implemented VoIP technology for Public Health, DA, Children and
Family Support Services and the IS Department
• Developed the business plan and strategy for implementing Fiber to
the Bay Area, Pr1]�, through Williams Communication
® Guided the design of the Countywide microwave backbone
infrastructure
® Wrote and implemented the desktop computer replacement policy
® Designed, implemented, assisted and rolled out numerous
software/hardware packages for County departments
® Reduced helpdesk response and resolution time by 60%
® Implemented a helpdesk trouble ticket tracking system
1996-2001 Industrial Light & Magic San Rafael, Cil
Senior Manager of Information TecGnolo$y and Services
is Directed the development and integration of a web based, enterprise
wide electronic time card system into Oracle Financials, with full
auditing and reporting capabilities
® Improved Information Technology department efficiencies by three
hundred percent over five years
® Built the Information Technology and Softtivare Development
departments from the ground up in a highly competitive Silicon
Valley marketplace including recruiting, training, motivating and
career counseling for over 100 employees
® Facilitated centralization of various informational databases into
Oracle and directed development of Java based tools for the user
community* to more easily communicate and view information
® Worked to integrate video conferencing, encrypted secure data
transactions, email and security including telecommuting policies
and procedures enterprise wide
a Designed and negotiated multi million dollar contracts for systems
hardware with multiple vendors including multi -terabyte storage,
backup systems hardware, infrastructure, email and web servers,
including installation and support
® Responsible for weekly communications with the executive staff
including information systems policies and procedures, cost benefit
analysis, new developments in the industry, and technical and
administrative reports
• Developed disaster recovery policies and procedures including
natural disaster and virus protection and recovery
m I{nowledge of a multitude of widely used operating systems,
software, hardware and programming languages
EDUC ATION .SND TR_-1INING
BA, Electronic Communications
San Francisco State University
San Francisco, CA.
AA, Business Administration
Mendocino College
Ukiah, CA.
OBIECTINTE
EXPERIENCE
Qualifications and Experience for City of Ukiah Professional Services RFP
2008—Present Johnson I.T. Group Ukiah, CA
Sr. Account Representative
I.T. Audit/Contract for the City of Fort Bragg
Conducted interviews with all departments to discuss their I.T.
requirements, issues, and future projects
Worked with other Johnson I.T. staff to assess the needs of the City's
network and server infrastructure and document findings
Provided an Audit Document to the City for further discussion and
possible contract with Johnson I.T.
® Provided documentation for the City of Fort Bragg contract
negotiations and the finalized document
• Continuing to conduct interviews and prepare recommendations to
the City for budgetary consideration in the coming months
® Conduct interviews and create documentation and project plans on an as
needed basis for current and future clients of Johnson I.T.
1981-2008 County of Mendocino Information Services Ukiah, Cis
Network Services Manager (2000-2008)
• Extensive RFP and RFI creation and response assessment
• Managed the network, server, and PC technician divisions within the
department
• Project management and reporting for all projects in these divisions
® Email
® Centralized file services
r Data Center upgrades
® Application servers
® Virtual server (VIV[Ware) migration
• Backup and restoration platforms
• Microsoft Patch Management
® Enterprise Virus Protection
• Computer Replacement Plan
® Network Monitoring
® Help Desk and Inventory
• Worked with telecommunications vendors including AT&T and
Comcast to provide connectivity throughout the County of
Mendocino. . ,
® Worked with the Operations Manager to facilitate projects involving the
Application Support/Development and Operational teams to insure
support and needed resources from the Network Services divisions.
® Server acquisitions and modification
® Network expansions and upgrades
® Desktop software installations
® Provided critical information to the General Services Division Director
for the following
Budgetary information for new projects, maintenance contracts,
services contracts, replacement equipment, and facility
improvements.
® Consultation and recommendations for I.T. issues and documentation
for reporting to the County CEO's office as well the Board of
Supervisors and the media.
0 Supplied project management for new County facilities
® New Administration Center and new Public Health campus
® Worked with the architects, general contractors, and
telecommunication vendors to manage the installation of the data
and phone infrastructures
Orchestrated die moving and installation of all PCs, network
equipment, and servers for 17 departments and 200+ employees.
z3 Worked as a liaison to departments, conducting interviews to help diem
define and document their I.T. needs/issues and provide possible
solutions for further consideration
® Product research
® Business PIanning (ROI)
® Financing alternatives, etc...
EDUCATION AND TRAINING
Management Training from CMSI (later purchased by ACS) certified
Microsoft Project Manager
Microsoft Office (Word, Excel, Access)
ACS Account Manager Training
Time Management Seminar Track
Ten year member of California Counties Information Services Director's
Association (CCISDA)
Five year member of Rural Counties Technology group (break out group
from CCISDA organization)
OBTECTIVE
EXPERIENCE
JULIE THORNTON
Qualifications and Experience for City of Ukiah Professional Services RFP
2009—Present Johnson I.T. Group Ukiah, CA
systezu Specialist
Application support
Training
User Documentation
Vendor Liaison
Conversion .assistance
Government Financial System Specialist
Criminal Justice System Specialist
1990-2008 County of Mendocino Information Services Ukiah, CA
L-1.1..tation System Specialist
m Integrated Criminal Justice System Project Leader (IBM AS/400 and
ISeries)
® Served as the technical liaison to criminal justice departments
regarding the ongoing use and administration of their specialized
information
® Responsible for installing system upgrades, adding and removing
system users, reset of passwords and application security by
department within the overall integrated system.
z Communicated with departments regarding system deficiencies
and/or enhancements and goals
® Assisted with the identification of needs and desired outcomes,
communicated with software vendors regarding system development
and improvement options
® Participated in application development, enhancement and integration
projects, coordinating assigned technical activities such as installation
and testing processes
® Provided ongoing technical user support and system maintenance
activities as well as providing application -related training to end-users
or coordinated training witli vendors when needed
® Reviewed and evaluated existing procedures, recommending new
procedures as appropriate
® Developed and maintained system documentation and end-user
instructions
® Interpreted vendor provided reports, compiled and processed
statistical and AdHoc data for departments (IBM Query) and ensured
that the data presented was complete and accurate
1976-1985 County of Mendocino Administrator's Office Ukiah, CA
Secretary to tl�e CIOICotwo Brtrlget Ojicer
® Involved at the highest level Nvid1 the management team for the County
of Mendocino)
® Familiar with all levels of County Government and the inter-
relationships of departments
® Hands on experience with budget preparation and associated hearings
and negotiations for Mendocino County
1984-1989 County of Mendocino Information Services Ukiah, CA
County Office Automation Project Leader
® Responsible for ordering , installing, configuring equipment and
software as well as training and supporting office automation i.e., word
processing and spreadsheet applications for County
® Met with County Departments to analyze their needs and set priorities
on equipment purchases and installations working within die centralized
office automation budget
KATHLEEN MCKENNA
OBJECTIVE
Qualifications and Experience for City of Ukiah Professional Services RFP
EXPERIENCE
2009—Present Johnson I.T. Group Ukiah, CA
Developer and Inrplenrentation .Analyst
Application support
Training
User Documentation
Vendor Liaison
Conversion Assistance
Government Financial System Analyst
Criminal Justice System Specialist
2002-2009 County of Mendocino Information Services Ukiah, CA
Sjutenrs Developer
a Worked on core team that implemented County's new financial system
(Munis). This is a combined financial and payroll system.
® Designed and wrote many interfaces between the new system and
other existing systems, including AFDC and Food Stamp payments,
County pension payments, IRS reporting (10998 and 1099MISC),
Social Security reporting (W2), Business Sales Tax, election worker
payroll, DSS Integrated Fraud Detection.
® Played an integral part in the conversion of data from the old systems
to the new integrated package.
® Met with departments and vendor to insure proper interpretation of
data elements, adherence to reporting requirements, and appropriate
organization of information to allow for future growth and
expansion within the applications themselves.
2000-2002 County of Mendocino Information Services Ukiah, Cil
ProgtannnerAnalyst
® Worked as an independent contractor to maintain the County's
existing payroll application (Cyborg)
® Met with stakeholders to discuss needed changes and create an
implementation plan
® Responsible for all modifications due to regulation changes, process
changes, and general enhancements.
1995-1999 County of Mendocino Information Services Ukiah, CA
Programmer
Analyst
® Implemented Cyborg payroll system replacing a "home grown" COBOL
based system.
® Served as the technical liaison to County departments and vendors
regarding system development. Coding, implementing and testing new
system.
1991-1994 County of Mendocino Information Services Ukiah, CA
Progranrxer Analyst
® Team member on project to write a new County Finance System.
® Worked with vendor (MMI) programmers and County staff to define
and deliver required modules.
® Created code for the vendor product as well as interfaces for other
County computer systems.
1981-1990 County of Mendocino Information Services Ukiah, CA
County Office Automation Project Leader
® designed and wrote the County's first automated general ledger system,
replacing an antique posting machine. This COBOL system included
Accounts Payable, Cash Receipts, Budgeting, Appropriation, Revenue
and General Ledgers
Wrote and maintained over 100 programs that managed the County's
welfare system (payments, accounting, reporting).
® Wrote interface between the County system and the State Medi -Cal
system
EDUCATION AND TRAINING
B.A., Colorado College, 1967; major math. M.L.S. Long Island University,
1974.
OBTECTIZ'E
EXPERIENCE
Qualifications and Experience for City of Ukiah Professional Services RFP
2008—Present Johnson I.T. Group Ukiah, CA
Tecliniclan
• PC and peripheral support
• Website maintenance including video content management and editing
® Project Control and Coordination
® Create and Maintain Service Contracts
® Purchase all equipment and supplies for IT contracts.
1998-2008 County of Mendocino Information Services Ukiah, CA
Office Alanager
® Application Support
® Munis Financial System
Novel Groupwise Training
a Ielpdesk Coverage (Numara TrackIT)
® Purchasing
® Purchase via procurement card or financial system all equipment and
supplies for the Division, including receiving and reconciliation.
® Vendor Maintenance Agreements
r Negotiate/add/delete/modif , all maintenance agreements for all
equipment and software for the Information Services Division based
on direction from Division Managers.
® Produce detailed reports on these agreements for the fiscal year.
is Service Contracts
• Create and maintain service contracts with other departments and
agencies as instructed by GSA Director and Division Managers.
® Produce detailed reporting to accompany cyclic billing to diese
agencies.
® Prepare concise reports for the annual fee increase/decrease for the
GSA Director to report to the Board of Supervisors.
® Update billable information tables. (e.g. Weighted Hourly Billable
Rates, Services Contracts, and Direct Billable Budget Units)
z Budget Audits
a Produce detailed information as to the quarterly state of the
Information Services budget, including expenses and revenues.
Monitor aU AP and r1R. transactions on a weeldy basis to insure accuracy.
OBIECTIVE
EXPERIENCE
KALEB CLARK
Qualifications and Experience for City of Ukiah Professional Services RFP
2007—Present Johnson I.T. Group Ukiah, CA
Senior Erugirreer
e Network design and management for home office and current client
base
® Windows server support including Active Directory and Exchange
Services
® Website creation and maintenance including video content management
and editing
® PC and peripheral support
2000-2007 County of Mendocino Information Services Ukiah, CA
1Vetmorrl System Anal
st II, Lead
® Designed, implemented, and maintained County networks including
layer 2/3 switching tividi VLANS
® Fiber optics
® Frame Relay
® PtPT1s
® DSL services with an ATM network on a DS3
r Provided trouble shooting and worked with vendors including AT&T
and Comcast
® Installed and implemented a Xiotech storage area network (4TB later
upgraded to $TB) to accommodate centralized file storage for the
County application servers and desktop data
® Installed and wrote custom code for a fiber channel switch allowing a
variety of operating systems to utilize the new storage area network at
fiber speeds.
r Redesigned and implemented updated County Data Center including
Ladder rails for fiber and copper cables, rack mount cabinets for
sen*ers, switches, routers, storage area network, jukebox for enterprise
backup, and other core appliances
® Installed and configured new core switch (Cisco 6513)
® Designed, wrote, and implemented code to alert technicians of network
and other resource failures or capacity thresholds via pager and cell
phone.
EDUCATION AND TRAINING
Cisco CCNA Boot camp (certified)
Checkpoint Firexvall Administration
Microsoft Active Directory Administration
Xiotech Storage Area Network Engineer Training
IBM AIX Advanced System Administration, TCP/IP Administration, and
Performance Tuning
D
OBIECTIVE
EXPERIENCE
Qualifications and Experience for City of Ukiah Professional Services RFT
2009—Present Johnson I.T. Group Ukiah, CA
PC Technician
® Website maintenance including video content management and editing.
® Project implementation and planning.
® Facility management and scheduling.
• PC troubleshooting and diagnostics.
• Peripheral support
1995—Present Ukiah Unified School District Ukiah, CA
Certificated Teacher, IT Support
® Certificated teacher grades 4-9, music
® Designed and coordinated the financial records for the Pomolita
Music Boosters.
® Lead IT support for Pomolita Middle School.
® Computer diagnostics and repair.
® Software management, ordering, installation.
® Nemork design and maintainence.
® Website design and maintainence.
• Ukiah Unified School District IT Team
® Detailed analysis and design of District wide network.
® Design and implementation of District -wide five-year technology plan
including hardware, software, and curriculum.
® Training in several software programs at the District level.
Prior Experience with Local Governments
a Listed below are the references for the RFP with dates of service.
North Coast Opportunities 2007 - Current
Contact: Carolyn Welch
413 N. State Street
Ukiah, CA 95482
Phone: 707.467.3231
City of Port Bragg 2009 - Current
Contact: Gary Garcia
416 N. Franklin Street
Fort Bragg, CA 95437
Phone: 707.961.284'
Mendocino Animal Hospital 2008 - Current
Contact: Claudia Callander
1240 Airport Blvd.
Ukiah, CA 95482
Phone: 707.462.8833
Alex Rorabaugh Center 2009 - Current
Attn: Richard Shoemaker
1640 S. State Street
Ukiah, CA 95482
Phone: 707.489.6288
Pomolita Middle School 2008
Contact: Darrin Michaels
740 N. Spring Street
Ukiah, CA 955482
Phone: 707.367.4228
Rural Communities Child Care 2007 - Current
Contact: Teri Sedrick
850 Lakeport Blvd.
Lakeport, CA 95453
Phone: 707.263.4688
Capabilities in General Consulting and Special Services
Johnson I.T. has established relationships with many technology vendors for wholesale
pricing and bulk purchases. We offer purchasing and bill back services to our clients
with a 5% fee based on total invoice(s) amounts. This works well to consolidate
purchases made by the City and reduce the number of purchase orders required and
checks to be issued.
We have long-standing relationships with other local government agencies throughout the
State and can recognize and define opportunities for resource sharing and joint efforts
where it may be cost effective and appropriate.
Exceptions
Johnson IT Group acknowledges the Scope of Services listed in the City of Ukiah's RFP
and has no exceptions to this list.
One exception to the requested insurance requirements is that the Endorsement used
under our business policy is BP 04 08 for additional insured. Under our Business
Package Policy there are no CG endorsements. (See Insurance Section for a copy of our
current General, Professional, and Auto Certificate of Liability Insurance.)
There are no exceptions to the City's draft professional services agreement as shown in
the City's Exhibit A beyond the Minimum Scope of Insurance as stated above.
Johnson IT Group employees and consultants are aware of the necessity of background
checks when working with law enforcement. Most employees have previously
undergone background checks and we anticipate no problems.
Independence
Johnson I.T. has no dependence on any of the software companies that may be considered
in this project.
WN
Approach, Scope and 'Timing of the Engagement
Strategic Planning
Johnson I.T. can provide the engineering, planning, and design services as described in
the scope of work. Our list of experience and resumes provided for our employees lists
experience in all phases of planning including the following:
® Major system upgrades for servers, software, storage systems, and network
equipment.
• Making recommendations for future purchasing and technology needs.
• Installation of new equipment and software including the conversion of data
where applicable.
Project Management
We will have a dedicated Project Manager for the City at all times during the
engagement. This position will supply the City as well as Johnson I.T. with the following
services:
• Meet, coordinate, document, and participate in all meetings and demonstrations.
® Provide documentation on paper and in computerized format
• Use prior experiences in project management to create a positive and upbeat
environment while keeping all teams on task and on time.
• Create project schedules including milestones and deliverables for the duration of
the project
Software, System, and Network Services
We have read and understand the support requirements that the City is requesting for
Desktop application Support, System Administration Services, and Network
Administration Services.
We are currently providing these services to our clients and a detailed list can be found in
the Firm Qualifications and Experience section of this response.
Johnson I.T. has a Help Desk application that can be used for requesting service during
regular business hours or phone numbers (or both) can be supplied.
24 -Hour Emergency Assistance
After hours emergency phone numbers will be given to City staff to request services. All
of our technical staff live in Ukiah and will be able to meet the two hour response time.
The City may want to put a procedure in place as to who is authorized to request services
from Johnson I.T., once this has been decided that information should be given to us so
we can adhere to your dispatch protocol.
Project Management Approach to ERP Software Selection
Strategic Planning
We will propose the building of teams prior to the start of the project. This will give us
the infrastructure to plan and make decisions for all phases including needs assessment,
RFP creation, vendor selection, and implementation.
City Leadership Team
® This team will be made up of City managers and other officials and will be the
Steering Group for the project. They will make final decisions for and City and
will serve for the duration of the project.
• A Project Director will be appointed to head the City Leadership Team and will
be an important point of contact for the Project Manager and other team leaders.
Johnson I.T. Leadership Team
• This team will be comprised of the owner and senior project members to bring
issues to the City Leadership team as required, give direction and resolve issues
with the Project Team as needed, and to coordinate high-level presentations as
required. This team will be involved for the entire project.
• The owner will serve as the Director of this leadership team.
Project Team
• This team is responsible for defining the deliverables and associated tasks
required for each phase of the project.
« It should be comprised of Department representatives that are stakeholders in the
new system and staff that are well versed in the processes and needs of their
organization.
• Internal I.T. representatives will be needed to provide valuable information on
existing infrastructure and software systems.
® Johnson I.T. will provide I.T. representatives, applications specialists, and
developers as needed.
• A project will pass through several phases, each with a different objective and set
of deliverables. Members of the Project Team will be modified as needed to
provide the proper resources for each stage.
Project Manager
® Report status of project to Leadership Teams
® Works with Team Directors when necessary to escalate responses to issues or
request assistance concerning the Project Team
® Monitors all work done by the Project Team(s)
• Provides coordination with external parties such as suppliers and contractors,
customers, regulatory bodies, and other third parties as needed.
Vendor Selection
This is just one phase of the overall project and actually occurs after much other work has
been completed. Below is a typical list of requirements leading up to selecting a vendor,
these will be conducted by the Project Team assigned for these phases of the project.
® Contact other agencies of similar size and budget to prepare a list of providers in
the current marketplace. You will also get great information as to the
performance of these providers whether good or bad. Make site visits to those
that may be viable alternatives.
• Create an assessment list for all departments defining their needs and possible
future requirements.
® Define your infrastructure for both hardware and software. Many vendors may
have offerings that could require additional cost to resolve incompatibilities with
your existing systems.
• Create an RFP that defines your needs as listed above.
• Evaluate the responses not only for the application itself but also evaluate the
state of the products used and the platforms required to make this application
work. This is a critical stage and you must put your viable vendors through a
gambit of questions and demonstrations.
Project Implementation
This is actually a series of projects. The entire project is dissected into logical phases and
then prioritized. Once the Leadership Teams have agreed on the overall strategy the
implementation process will begin.
® In a project of this type we usually divide the implementation by application
module(s). This will usually create the least impact on the delivery of services
throughout the whole organization.
• Test data sets will be created and all programs within this phase of the
application will be tested.
• Contingency planning will be completed to cover risks associated with the taking
the module Iive.
• Side by side operations will be conducted whenever possible to insure accuracy.
w.��� �.r.;,
Hourly Rates and Reimbursable Costs
System Support Services
Below is our breakdown for services and hourly rates as requested in your RFP for
existing systems support. All rates have a one-hour minimum and additional time will be
charged in fifteen (15) minute increments. * All requests will be responded to within two
hours.
Regular Business Hours (8:00 a.m. to 5:00 p.m.)
Tier I - $31.50 Basic front line support
Majority of typical day-to-day problems. Technical phone support from Johnson
I.T by level one technicians.
Tier II - $45.00 Phone support from Network Engineer or on-site by Johnson I.T.
technician.
More complex issues that require and on-site visit by technicians or phone support
from level two staff.
Tier III - $95.00 On-site Network Engineer or multiple on-site technicians.
Handles escalated response need for more severe issues during regular business
hours.
After Hours, Weekends, and City Holidays
All tier service rates will have an additional 50% premium added on to the regular hourly
amounts.
• Tier I - $ 47.25
• Tier II - $ 67.50
• Tier III - $142.50
Project Services (ERP Project)
These categories of assistance will not have an after hours rate as they fall within the
project areas and not within emergency assistance.
Strategic Planning and Project Management,
e $120 per project hour*
Technical Consulting and Technical Engineer
* $95 per project hour*
Project Documentation Preparation
® $ 45 per hour
*Project hours include multiple staff.
Reimbursable Costs
Travel )Expenses
The City of Ukiah will pay Johnson I.T. for daily expenses incurred during travel, which
will be at the same rate as they pay their own staff. This will include mileage, lodging,
and meal allowances if applicable.
The City of Ukiah will be charged the base line technician support cost ($31.50 per hour)
for each Johnson I.T. staff member that is required to travel out of the City.
Prior approval will be needed from the City before any travel is undertaken. Examples of
probable travel needs will be site visits to other installations for product reviews and
possible visits to vendor offices.
Other Casts
The City will be billed back for any purchases made by Johnson I.T. for hardware,
software, or other materials needed during the project. Once again the City will give
prior approval before any purchases will be made.
Terms
Johnson I.T. will bill the City of a regular basis for expenses listed above. A 5% charge
will be added to our wholesale prices for any purchases of equipment or other materials.
The City and Johnson I.T. can set the billing interval during contract negotiations.
t
ACCPREIV
CERTIFICATE FLIABILITYI
DATE( MWDDIYYYY)
1 12 2010
PRODUCER
Marcillac Insurance Agency
911 Humboldt Street
inter Rosa, CA 95404
License #0560893 (707)523-0908
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE NA1C#
INSURED Jai. Johnson
Johnson IT Group
PO Box 512
Ukiah, Ca 95482-0512
I
INSURER A: Farmers Insurance Exchange
INSURER B:
INSURER C:
INSURER D:
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
D'LPDUCY
RD
P INSURANCE
POLICY NUMBER
EFFECTIVE
DATE MMIDDIYYYY
POLICY EXPIRATION
DATE MM/DD
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE S 110 0 000
PREMISES EG GccLlrence S 75,000
X COMMERCIAL GENERAL LIABILITY
CLAIMSMADE ® OCCUR
MED EXP (Arty one person) S $ 000
60154 93 32
01/03/10
01/03/11
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GEN'L AGGREGATE LIMIT APPLIES PER
PRODUCTS - COMPlOP AGG S 1,000,000
X POLICY jR OT LOC
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LIABILITY
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E.L. DISEASE -EA EMPLOYEE S 1 000 000 I
If yyes, describe under
SPECIALPROVISIONS below
E.L. DISEASE -POLICY LIMIT S 1,000,000
OTHER
DESCRIPTION OF OPERATIONS! LOCATIONS /VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT/ SPECIAL PROVISIONS
i
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL _ DAYS WRITTEN
SAMPLE NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR UADILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
ACORD25(20091011 (E)19138-2011PACORD CORPORATION. All rieth@s ranorvprl
The ACORD name and logo are registered marks of ACORD
CERTIFICATE OF LIABILITY
] S C
DATE(MMIDDI
1/12/2010
PRODUCER
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Marcillac Insurance Agency
611 Humboldt Street
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
I POLICY EXPIRATION
DATE(MM/DDIYYYY)
'.anta Rosa, CA 95404
707 523-0908
INSURERS AFFORDING COVERAGE I NAIC#
INSURED Jay Johnson
INSURER A United States Liability
INSURER B:
Johnson IT Group
PO Box 512
INSURER C:
Ukiah, Ca 95482--0512
INSURER 0:
INSURER E: I
I
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
j INSR jpDD'L
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TK 10037390
01/04/10
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1,000,000
Liability
i
DESCRIPTION OF OPERATIONS I LOCATIONS/ VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT i SPECIAL PROVISIONS
I
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAUL DAYS WRITTEN
SAMPLE NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
ACORD25(2009109) 09988-2009ACORD CORPORATION, All rights reserved.
The ACORD name and logo are registered marks of ACORD
Fir MEETING DATE.
AGENDA SUMMARY REPORT
11c
April 7, 2010
SUBJECT: AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT
WITH DEEPBLUE FOR INTERNET WEB SITE REDESIGN.
Background: In 2005, the City of Ukiah contracted a local company for web site design. Although
navigation has been improved since its inception, further enhancements are needed.
The City's goal is a more user-friendly web site that presents an accurate and informative image of Ukiah's
government, City services, cultural resources and attractions; links users to other relevant web sites; and
serves as a marketing asset. The target populations for the City web site are various and include current
and prospective residents and businesses; visitors; developers; outside vendors/contractors; internal City
staff; other governmental entities; partner agencies and non -profits; and prospective City donors.
Another important goal is improvement in the web site's content management system. The current content
management system was basically custom made, and is not user friendly. Changes and edits are very
difficult - sometimes impossible to make, and there are currently only three staff members who actually
know how to make the most minimal of changes.
Discussion: The RFP was issued to a list of firms, posted to the California Society of Municipal Finance
Officers web site, and posted to the City's website, with the result of twenty-eight (28) firms receiving the
RFP. Responses were received from five (5) firms. The following is a list of those firms:
• BCT Consulting, Inc.
• Cirrus ABS Corporation
• DeepBlue
• Ideation One
• Pacific Municipal Consultants
A committee was formed to evaluate the proposals. The proposals were evaluated based on their
experience, quality of work, timeliness in completing the work, project approach and training experience. As
Recommended Action(s): AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A
CONTRACT WITH DEEPBLUE FOR INTERNET WEB SITE REDESIGN IN AN AMOUNT NOT TO
EXCEED $24,510.00, AND TO AUTHORIZE STAFF TO AMEND THE CONTRACT, IF NECESSARY,
UP TO 10% OF THE CONTRACT AMOUNT OR $5,000, WHICHEVER IS GREATER, WITHOUT
FURTHER COUNCIL ACTION.
Alternative Council Option(s): Reject recommendation and provide further direction to staff.
Citizens advised: N/A
Requested by: Sage Sangiacomo, Assistant City Manager
Prepared by: Mary Horger, Purchasing Supervisor
Coordinated with: Steve Butler, Information Technology Supervisor
Attachments: RFP
Approved: A Lz� __2_
1a1 Itha"mbers, City Manager
a result of this evaluation, the top two firms were identified: Pacific Municipal Consultants and DeepBlue.
After discussing the attributes of these two firms, the evaluation committee decided to invite both firms to
make a brief presentation, covering their capabilities, providing a demonstration of the content management
system that was recommended, and to answer any remaining questions the committee might have. As a
result of these presentations, the committee made a final decision, and selected DeepBlue.
DeepBlue is a firm based out of Atlanta, Georgia. DeepBlue has partnered with several organizations within
both the Federal and State Governments such as the City of Annapolis, the City of Los Banos, the
Environmental Protection Agency (EPA), and the United States Courts, just to name a few.
DeepBlue has over 10 years of experience in web design, and belongs to a family of companies, which
includes FishHead Creative, BigSquid Interactive, DB2, and Chumster. These bring combined experience
in brand assessment, design and marketing, interactive marketing, web strategies and mobile device
applications.
DeepBlue's project approach is to begin with a "Discovery Workshop" held between key City of Ukiah and
DeepBlue stakeholders. The main focus for the workshop will be to determine the project requirements to
its most accurate specification in a collaborative, engaging environment. The purpose of the workshop is to
dedicate appropriate debate to the following key issues: conduct open discussions on the web site
concepts and objectives, determine `what is desired' and `what is required' in accordance with potential
budgetary constraints, interview with site planners to create a preliminary marketing plan, and reinforce
and/or refine project deliverables.
The content management system that will be used is a product called Sitefinity. This is an ASP.NET based
content management platform used for the construction and management of websites, community portals,
intrantets, etc. This system will provide the key functionality and user friendliness that is necessary to keep
the web site up-to-date. The new web site will provide new advanced technologies, including:
• WSC Compliance (a new web standard)
• Social Networking such as Wiki, Twitter, Facebook
• Rich Multimedia
• User Generated Content
• RSS Feeds
• Blogs/Webisodes/Podcasts
• Support of compliant programming architectures such as AJAX
DeepBlue's fee proposal is based on time and materials, with a not -to -exceed cost of $24,510.00. The
content management system, Sitefinity, will be a separate purchase, and will be purchased directly through
Sitefinity for a one-time cost of $899.00 plus tax and shipping charges.
Staff requests City Council to authorize the City Manager to negotiate and execute a contract with DeepBlue
for website redesign services for the not -to -exceed amount of $24,510.00. It is also requested that City
Council authorize staff to have the ability to amend the contract, if necessary, up to 10% of the contract
amount, or $5,000, whichever is greater, without further Council action. $5,000 will be funded from the
Community Outreach account, 100.1945.250.000, with the remaining $25,000 coming from Information
Technology's contractual services account, 100.1965.250.000. The software, Sitefinity, will be purchased
separately, in the amount of $899 plus tax and shipping charges. The software purchase will be funded
from Information Technology's supplies account, 100.1965.690.000.
Fiscal Impact:
x Budgeted FY 09/10 = New Appropriation 0
Amount Budgeted Source of Funds (title and #)
$5,000 Com. Outreach/Pub. Info
$25,000 I.T./Professional Services
$1,000 I.T./Supplies
Not Applicable 0 Budget Amendment Required
Account Number
100.1945.250.000
100.1965.250.000
100.1965.690.000
August 17, 2009
Attachment #1
RE: Web Site Redesign Request for Proposal
ToWhom |tMay Concern:
Enclosed please find aRequest for Proposal for Internet Web Site Redesign bJImprove Site
Usability and Appeal.
Proposals are due no later than 5:00 p.m. on September 101". 2009. Faxed oremailed
proposals Will not baaccepted. Proposals received after the closing time will not be considered
and will bereturned unopened.
VVglook forward toyour participation.
GiOcona|v.
C1rfY OF LTICIAH
REQUEST FOR PROPOSAL —
110 9 * 0 anal as"D,
w
All
The City of Ukiah is seeking a creative, qualified, experienced and
professional consultant to redesign the City's current Internet web site
to improve usability and.appeal.
Background
The City of Ukiah is a full service municipality with approximately 250
employees serving over 15,000 residents and businesses. Ukiah is
located in Northern California approximately two hours north of San
Francisco.
In 2005, the City of Ukiah contracted a local company for web site
design. City staff provided informational text, photographs and the
basic layout concepts. Maintenance and updates to the site were
provided by the contractor during the transition. After completion of
the development updates and maintenance were divided between
designated departmental staff and the internal IT staff.
The City's existing web site at: www.citvofukiah.com currently serves
Internet users by providing primarily static information, limited
interactive features, e.g., downloadable forms, agendas, and meeting
minutes. No on-line transactions are currently offered. The City
recognizes its web page as a vital communication tool that provides
the Ukiah community and the general public with information about
the City 24 -hours a day, 7 days a week. The City's web site connects
citizens with its government and is a tool for the City to receive
feedback from its constituency.
The City's goal is a user-friendly web site that presents an accurate
and informative image of Ukiah"s government, City services, cultural
resources, and attractions; links users to other relevant web sites; and
serves as a marketing asset. The target populations for the City web
site are various and include current and prospective residents and
businesses; visitors; developers; outside vendors/contractors; internal
Page I of 6
City staff; other governmental entities; partner agencies and non-
profits; and prospective Citv donnr.r..
The re -designed site will provide a more comprehensive overview and
access to City services most often used by visitors to the web site.
Improved functionality will assist various user audiences to meet their
objectives quickly and directly. The City also will seek assistance in
identifying appropriate placement/configuration of content as
informational, interactive, and/or transactional.
The Proilect
The current web site for the City of Ukiah http://www.citYoful(iah..-com
is a comprehensive site of information regarding City departments and
services, current events, news releases and informational links.
Although navigation has been improved since its inception, further
enhancements are needed. The City is looking for the following
attributes to increase site use (appeal) and provide users quick access
(usability) to the information they seek:
Content Quality
® Site to deliver relevant, high quality content
® Appropriate amount of information
® Timely and current information
•Consistent themes
Ease of Use
® Prioritize content
® Clear structure
® Re -design of organization and navigation on the site
around City services—linking pages to create a more
intuitive navigational flow
Search Capabilities, a search engine that will help users
find information on the website quickly by keying in a word
or phrase, much like you would do with Goggle or Yahoo
General Enhancements
Development of a new graphic appearance for the site—a
uniform image that ties all City web pages together
(however, graphic design should not consume significant
resources, the current graphic design is not the driving
force for the re -design)
Proper use of graphics
® Proper links within and outside of web page
0 RSS feeds
Page 2 of 6
Advanced capabilities such as, but not limited to, applying
for recreation classes on line and reserving city facilities is
desirable.
The City is looking for a professional consultant to work with and
provide basic instruction to the City's Information Technology
Department Staff and City Manager in the following areas:
• Planning of the site (new design, re -design)
® Graphics and design
Publishing the site
Architectural structure of system
Planning of the site
a City staff will provide the general flow of information contained
on the site, desired information improvements and will look to
the consultant to make recommendations for improvement.
® Consultant to make recommendations on software (Microsoft
based products) associated with creating or upgrading the site
so as to allow for site maintenance by Internal City staff.
Design and interactivity
• Consultant to create a new site design incorporating the City's
logo and colors as specified by City staff
® Consultant to incorporate appropriate. use of animation, video
and sound, using Microsoft SharePoint Server and other
compatible technologies.
• Consultant to create simple navigation and establish search
capabilities
® Consultant to improve navigation, provide context for links
whenever possible, proper placement of navigation buttons
® Consultant to incorporate customer feedback opportunities
® Consultant to provide proper warning for things such as long
downloads
® Consultant to provide web enabled capabilities such as city
forms, on-line applications, and registrations
• Consultant needs to provide publishing best practices, allowing
City of Ukiah Departments to manage web site content with our
existing Microsoft Office suite.
Page 3 of 6
Deliverables
* Consultant to provide live and on-line administrative and end
user training options.
* Consultant to provide administrative and end user
documentation.
* Consultant to provide complete system documentation including
but not limited to site diagrams, database schemas and all
system passwords.
® Provide comprehensive backup and restoration procedures to the
IT Department.
Insurance Req_uir•ements
Consultant shall furnish to the City, upon award of contract,
certificates of insurance as described on attached "Insurance
Requirements for Suppliers".
It is highly recommended that you confer with your respective
insurance carriers or brokers to determine In advance of proposal
submission the availability of insurance certificates and endorsements
as prescribed and provided herein. If an apparent awarded consultant
fails to comply strictly with the Insurance requirements, that
consultant may be disqualified from award of the contract. If you have
questions regarding the City's requirements, please contact Melody
Harris, Risk Manager at 707-463-6287.
Selection Process
Selection of qualified respondents will be at the sole discretion of the
City of Ukiah. Candidate firms should submit an application packet, not
to exceed 30 pages, including:
a Name, address and telephone number of company, and primary
and secondary contacts for this response.
® Number of years engaged in providing the services included
within the RFP under the present business name.
a If appropriate, the names, business address and telephone
number of company's officers, directors and associates and the
names and addresses of any parent or subsidiary of company.
The information should describe the nature of the work and the
line of authority of these individuals and/or companies as then
relate to this project.
® Qualifications of consultant.
Page 4 of 6
® Approach to the project, specifically addressing the working
relationship with City staff..
® Proposed scope of services and proposed costs (including
incidental rates) to achieve deliverables outlined in scope of
work.
® Identification of individuals comprising team that will be
assigned to the project and what specific role each will take in
completing the work.
• Names and qualifications of outside consultants and identification
of team members and their role in providing technical assistance
and/or their role in this project.
• Describe any experience company has training employees of the
client to perform routine (and beyond) maintenance and update
of the site.
• Current and past experience related to Municipal Government
web site design. Please provide a minimum of three related
business references, with contact names and telephone
numbers, plus a description of the type of work performed for
them, including contract amount, when provided and project
outcome
® Web site addressed of sites for which you have prepared at
least 800/o of design/content, hosting, and/or maintenance.
Please submit the URL's, since the City requires the site be
live.
® Municipal government experience. Preference will be given
to respondents who have developed web sites for other
municipalities. Please list the URL of any web site you
have developed for other municipal governments.
• Complex sites — Please list the URL for any site designed
by the respondent that may include a high level of
complexity or interaction.
® Please list the programs used in the design and
construction of the web site.
a Statement acknowledging that the City reserves the right to
contact each of the references listed for additional information
regarding firm's qualifications.
9
20-30. minute presentation of your company history and
changes, improvements and/or features built in your last project
(of your choice). Presentation to include evaluation of City's
current web site.
A selection committee comprised of City staff will review the
application packets. If there are several highly qualified firms, a list of
semi-finalists may be selected and interviewed by the committee.
Page 5 of 6
RFP Modifications/Cancellation: The City reserves the right to
modify or cancel this RFP, without prior notice, at any time. In the
event it becomes necessary to modify or revise the RFP, the modified
portion will be provided to all responding document holders.
Right of Rejection: The City reserves the right, in its sole discretion,
to accept or reject any or all proposals without prior notice and to
waive any minor irregularities or defects in a proposal. The City
reserves the right to seek clarification on a proposal with any source.
Interview: The City's Selection Committee will review Proposals and
select firms will be invited for interview. Firms will be invited for
interview based on the sole discretion of the City of Ukiah after review
of proposals.
Acceptance of Proposal: The contents of the proposal of the
selected consultant will become part of the contractual obligations if
agreement is reached. The form of contract will be the City's
professional service agreement.
City Contact for RFP clarification questions only: Steven Butler,
Information Technology Department (707) 463-6209.
Application packets must be submitted to the City of Ukiah:
City of Ukiah
Attn: Mary Horger, Purchasing Supervisor
300 Seminary Avenue
Ukiah, CA 95482
RE: Web Site Re -Design RFP
Complete packets will include a signed original and five (5) copies.
Applications submitted after the closing time will not be considered
and will be returned unor)ened/unreviewed. Faxed or e-mailed
proposals will not be accepted.
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INSURANCE REQUIREMENT'S FOR SUPPLIERS
Vendor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may
arise from or in connection with the products supplied to the City. The cost of such insurance shall be borne by the Vendor.
Minimum Scone of Insurance
Coverage shall be at least as broad as:
Insurance Services Office Commercial General Liability coverage (Form No. CG 20 10 10 01).
Minimum Limits of Insurance
Vendor shalt maintain limits no less than $1,000,000 per occurrence for bodily injury and property damage,
and an aggregate limit of $2,000,000. Insurance must be written on an occurrence basis.
Ill. Deductibles and Self -Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City.
The City may require:
A, The insurer to reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officers,
officials, employees and volunteers; or
B. The Vendor to provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related
investigations, claim administration and defense expenses; or
C. The City approve the deductible without a guarantee,
IV, REQUIRED Insurance Provisions
Proof of General Liability policy or policies are to contain, or be endorsed to contain, the following provisions:
A. The City, its officers, officials, employees and volunteers are to be covered as ADDITIONAL INSURED with respect to the
products supplied by the Vendor.
B. The Vendor's insurance coverage shall be primary insurance with respect to the City, its officers, officials, employees and
volunteers. Any Insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess
of the Vendor's insurance and shall not contribute with it.
C. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled, except after thirty
(30) days prior written notice by certified mail, return receipt requested, has been given to the City.
Rating - Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current A.M. Best's rating of no less than A- for financial strength, AA for
long-term credit rating and AMB -1 for short-term credit rating.
VI. Verification of Coverage
A. Vendor shall fumish the City with original certificates and amendatory endorsements effecting coverage required
by this clause.
B. The endorsements should be on forms provided by the City. If endorsements are on forms other than the City's
forms, endorsements must provide coverage that is equivalent to or better than the forms requested by the City.
C. All endorsements are to be received and approved by the City before work commences.
D. The City reserves the right to require complete, certified copies of all required insurance policies, including
endorsements affecting the coverage required by these specifications at any time.
If you have questions regarding our insurance requirements contact: Risk Manager
(707) 463-6287 Fax (707) 463-6204
Revised: 1/20/08
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