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2010-09-01 Packet
CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 September 1, 2010 6:00 p.m. 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS a. Babe Ruth Meeting Tournament Presentation 4. PETITIONS AND COMMUNICATIONS 5. APPROVAL OF MINUTES a. Special Council/URA Joint Minutes of 8/25/10 b. Regular meeting of 7/7/10 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. Report To The City Council Regarding The Purchase Of Network And Phone Equipment From A T&T Datacom In The Amount Of $6,687.45. b. Notification Of Purchase Of Training Services From James Reese And Associates, In The Amount Of $5,954.00. C. Adoption of Resolution Approving Final Map for Major Subdivision No. 07-35 Lands of Alice V. Evans Trust d. Award Of Contract To Argonaut Constructors For Neighborhood Enhancement - Clara Avenue Phase 1 Project, Specification No. 10-12, In The Amount Of $849,765.35 And Approve Budget Amendment e. Award Purchase Of 4,500 Feet Of 750 KCM EPR Cable For The Electric Utility Department For The Total Amount Of $27,419.68. (EUD) f. Award Of Contract To Lee Howard Construction Co. In The Amount Of $92,636 For Remediation System Installation — Ukiah Corporation Yard, Specification No. 10-15 g. Award Of Contract For The Riverside Park Phase 1 —Rough Grading Project, Specification No. 10-13. h. Update Report On Local Emergency Declaration Regarding Drought And Water Shortage Status i. Award of Contract for Street Striping 2010, Specification No. 10-16 j. Award Professional Services Agreement To Coastland Civil Engineering For Construction Management, Inspection, And Testing Services For The Neighborhood Enhancement — Clara Avenue Phase 1 Project, Specification No. 10-12, And Approve Budget Amendment k. Update Report Regarding Status Of Water Emergency Conditions Necessitating Emergency Resolution To Expedite Construction Of Oak Manor Drive Water Well I. Report Of Acquisition Of Professional Consulting Services From Green Valley Consulting Engineers For Design And Preparation Of Plans For The Abutments, Pathway Transitions, Etc. For The Oak Manor Pedestrian Bridge M. Report Of Acquisition Of Professional Consulting Services From EBA Engineering For Completion Of Soil Borings As Required For The Soil And Groundwater Management Plan For 1230 Airport Park Boulevard And Approve Budget Amendment n. Report of Acquisition of Tree Pruning Services from Northcoast Tree Care in the amount of $7,000 o. Report Of Acquisition Of Professional Consulting Services From EBA Engineering For Preparation Of Mandated Reports For The Ukiah Landfill P. Approve The Draft Request For Proposal For Engineering Services For The Preparation Of A Recycled Water Master Plan And Direct Staff To Distribute To Engineering Firms 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. 9. PUBLIC HEARINGS (6:15 PM) 10. UNFINISHED BUSINESS a. Authorize City Manager to Negotiate And Execute Agreements With Warren McClung, Asla And Ann Baker Landscape Architecture For Continued Work On The Riverside Park Project To Be Fully Reimbursed By California Prop 50 River Parkways Grant b. Award of Contract for South Dora Street Rehabilitation Project, Specification No. 10-01. C. Adopt Resolution Appointing Members To The Building Code Board Of Appeals. d. Discussion and Direction Regarding Authorization of City Manager to Enter Revenue Sharing Agreement for Revenues Raised through "County Vital Services Transactions Sales Use Tax" Ballot Measure 11. NEW BUSINESS a. Discussion And Possible Action To Amend The Transfer Station Contract To Authorize An Adjustment To The Schedule Of Fees And Rates For Transfer Station Services And Clarifying That The Term Of The Contract Shall Extend To September 30, 2016. b. Discussion And Possible Action To Provide Notice And Conduct A Hearing On Proposed Curbside Waste Collection Fee Increases Pursuant To Proposition 218 And Division 4, Chapter 6, Article 1 Of The Ukiah City Code, Commencing With Section 3950 C. Discussion And Consideration Of A Resolution Supporting Proposition 22, The Local Taxpayer, Public Safety, And Transportation Protection Act Of 2010. 12. COUNCIL REPORTS 13. CITY MANAGER/CITY CLERK REPORTS 14. CLOSED SESSION — Closed Session may be held at any time during the meeting a. Conference with Labor Negotiator (§ 54957.6) Agency Representative: Jane Chambers, City Manager Employee Organizations: Miscellaneous Unit and Management Unit b. Conference with Real Property Negotiators (§54956.8) Property: APN 180-080-57, 58, 59, 62, 63, 64, 65, 66, 67, and 180-110-08, 09, 10 Negotiator: Jane Chambers, City Manager Negotiating Parties: Ukiah Redevelopment Agency and Northwest Atlantic (Costco) Under Negotiation: Price & Terms C. Conference with Real Property Negotiators (§54956.8) Property: APN # 003-062-05 Negotiator: Jane Chambers, City Manager Negotiating Parties: City of Ukiah and Ukiah Unified School District Under Negotiation: Price & Terms 15. ADJOURNMENT 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, 8:00 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 27th day of August 2010. JoAnne Currie, City Clerk CITY OF UKIAH JOINT MEETING OF THE UKIAH CITY COUNCIL AND UKIAH REDEVELOPMENT AGENCY MINUTES Special Meeting CIVIC CENTER CONFERENCE ROOM #3 300 Seminary Avenue, Ukiah, CA 95482 August 25, 2010, 4:40 p.m. 1. ROLL CALL Ukiah City Council met at a Special Joint Closed Council and Ukiah Redevelopment Agency on AL having been legally noticed on August 24, 2010; Mayor Thomas called the meeting to order at 4:4-,". Councilmembers present: Landis, Craned Roc Councilmembers absent: None. Staff present: Item 5a 3sion Meeting of the Ukiah City 5, 2010, the notice for which >Y to going into closed session, Roll was taken with the following 'Baldwin, and Mayor Thomas. Manager Chambers, Assistant City Manager Sangiacomo, City Attorney.�Rap ort, Director, 6f. Planning and Community Development Stump, Project and G7rt Administrator Mills and City Clerk Currie (present for roll call only). 2. PUBLIC COMMENT During the portion of the closed session based on incomplete. 3. CLOSED SESSION a.Conference w1*4 Prop�rtyAPN 00 APN 002-2,32-09, `1 City/AgeYicy Negoti Under Ne'botiati Confere�cevi Property: APN City/Agency Ne U cion open to theyou l c, John Mayfield�dbjected to the opirnon that themBung notice was misleading and/or Pr opey Nedoti, ators�(§54956.8) i-12, 19 Jane C a; bers, City Manager/Executive Director c ah Redevelopment Agency, City of Ukiah, North Coast tonSolwons Ic, and Administrative Office of the Courts eahProperty`Negotiators (§54956.8) 1`92 b',1, 02, 03, 11, 14 and 18 itor,Ii e Chambers, City Manager/Executive Director Ukia�F edevelopment Agency, City of Ukiah, and of the Courts Price and Terms Reportable Action The'City/Agency Negotiator (City Manager/Executive Director Chambers) was instructed regarding real property negotiations for the Ukiah Courthouse Project with the Administrative Office of the Courts (AOC) regarding (1) properties identified as City/Agency owned properties located between East Smith Street and East Perkins Street identified by APN 002-192-01, 02, 03, 11, 14 and 18, and (2) City owned/optioned property known as the Old Railroad Facility on Perkins specifically identified as APN 002-232-12, 13 and 002-282-18,19 and APN 002-232-09, 10, 11. 4. ADJOURNMENT There being no further business, the meeting adjourned at 6:10 pm. JoAnne M. Currie, City Clerk Item 5b CITY OF UKIAH CITY COUNCIL MINUTES Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 July 7, 2010 6:00 p.m. 1. ROLL CALL Ukiah City Council met at a Regular Meeting on July%` 2010, the notice for which having been legally noticed on July 2, 2010. Mayor Thomas celled the meeting to order at 6:52 pm. Roll was taken with the following Council��5 embus present: Landis, Crane, Rodin, Baldwin, and Mayor Thomas. Council member's' ab-"O'�t None. Staff present: City Manager Chambers, Assistant City Mara ger Sangiac --mo, City Attorney Rapport, Electric Utility Director Grandi, Public 1/orks Director/Cit�gineer Eriksen, and City Clerk Curries,. 2. PLEDGE OF ALLEGIANCE f An Urgency Item was brought forthki agenda. The Urgency Item concerns: Prop6rty-PN 01 Negotiator ane Negotiating4 :anti M/S CrarieFBaldwin fin Conferen?e vyJth Real F vote. ,. The Urgency Item W.1 -1A 3. PROCLAMATI( 4. PETITIONS AN 5. APPROVAL OF MINUTES Coun -13-00&`([ bers, Cit v, -,of Ukiah rice sideration to be added to the t Building) ager Arts Council of Mendocino and Visit f situation exists to add the closed session item: to the agenda. Motion carried by an all AYE voice Closed Session Item 14c. UCTIONS/PRES a. Regular Minutes of June 16, 2010 M/S Crane/Baldwin to approve the Regular Minutes of June 16, 2010, as submitted. Motion carried by an all AYE voice vote. 6. RIGHT TO APPEAL DECISION 7. CONSENT CALENDAR CC 7/7/10 Pagel of 5 M/S Crane/Baldwin to approve the Consent Calendar items 7a -7j: a. Adoption of Ordinance Amending Ukiah Municipal Code Division 9, Chapter 2 (Zoning), Article 11 (Hillside Ordinance) b. Update Report Regarding Status of Water Emergency Conditions Necessitating Emergency Resolution to Expedite Construction of Oak Manor Drive Water Well C. Report Purchase of Information Technology Network Management Software from DLT Solutions in the Amount of $9995.00 d. Report Purchase of 2 Dell Precision Laptops for the Advanced Information Technology Troubleshooting and Testing in the Amount of $9092.83 e. Award Purchase of Sodium Hydroxide to Univar USA, Inc. at the Unit Price of $462.00 Per Dry Ton for a Total Approximate ount of $18,480.00 f. Report the Purchase of Chlorine Products fro.rra Chemical Company g. Update Report on Local Emergency Decla R, egarding Drought and Water Shortage Status h. Notification to City Council of the Purc of ` �I SCADA Maintenance Contract for the Wastewater Treat . e > t ant to il, K, Technologies for a Total Not to Exceed $9600.00 , i. Report to Council of the Expe of $7,663.75 to P Technologies C/O Tarbell Associates for the Purc of a Phenix Tech Act iectric Test Set for the Electric Utility Department j. Report to Council of a Expenditure , g.. j1 to Persimm orporation for the Purchase of an A op Electric i ilter for the Electri' tility Department Motion carried by the following roll call ate: AY Councilrfi'�bers Landis, Crane, Rodin, Baldwin, and Mayor Tho �, u s NOES: Non BSE i Agg%-IN: None. 8. Judy Pruden Lested ification � , agenda item 10b. Councilmember Baldwin provided clarifica itati0 . tem is r _1ding possible budget amendments. 6:58:54 9.P ' BLIC HEARING 6:1'SP • �� bG 10. U I. HED BUST ' a. option of lution tablishing the City's Revised Energy Efficiency a emand gram Targets and Rescind Resolution 2007-32 Dated Se ire er 19, 0 (EUD) 6:59:56 PM Electric i t.° ector Grandi presented the item. Recommended Action(s): Adoption o `gid solution establishing the City's revised Energy and Efficiency Demand Program targets and rescind Resolution 2007-03 dated September 19, 2007. M/S Crane/Baldwin 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. b. Consideration of Amendments to Approve FY 2010-11 Budget 7:02:28 PM City Manager Chambers presented the item. Director of Public Works/City Engineer Eriksen and Assistant City Manager Sangiacomo were available for CC vniio Page 2 of 5 questions. Recommended Action(s): Council discussion regarding any desired amendments and further direction to staff regarding changes to the FY 2010/2011 adopted budget, including approval of individual amendments. It is recommended that these changes be made as soon as possible in order to provide for completion and printing of the final FY 2010/2011 budget document. Public Comment Opened 7:20 pm Public Speaking to the item: Judy Pruden, property owner and founding member of the Wagenseller Neighborhood Association; Ann Kelly, Wagenseller Neighborhood 7:24:53 PM; JR Rose 7:28:38 PM; and Susan Sher, Wagenseller Neighborhood 7:30:38 PM. Public Comment Closed 7:32 pm M/S Baldwin/Rodin to approve two arr meeting stipend for Planning Comm research and conference funding A adjustments without increasing th c call vote: AYES: Councilmem ai Thomas. NOES: None. ABSE one Recessed 7:51 pm Reconvened 8:01 pm 11. NEW BUSINESS a. Report to City Counci Ukiah Landfill 8:01:05 4s to the budget, one is a $40 per and two is the City Council 00. will make the necessary ]et. Moti rried by the following roll dis, Crane,R n, Baldwin, and Mayor ABSTAIN: Noone. R-50:05 PM NegotiFktgps Regarding Re -Opening of City der C ers pre a f>4 to =ii�ector of Public Works/City Engin riksen Susan r > and S e Solutions was available for questio com ded Acti F ): Receive Report. r:vcCom e p "Plu e kin positio h i m: Judy Pruden and Mr. Nickel. Public ent ed 8:19 eport Rece e . b. Comm e to the Draft Proposal for Engineering Services for the Pre a tion of cvcled Water Master Plan 8:21:27 PM PublicUVbrr[ctor/City Engineer Eriksen presented the item. Recommended Action(s): Rew the comments from other agencies and incorporate the comments into the RFP and issue the RFP and provide direction to staff. 8:22:52 PM M/S Crane/Landis to direct staff to incorporate two parties, Ukiah Valley Sanitation District and the Russian River Flood Control District, in the selection committee and bring back to council the revised RFP. Motion carried by the following roll call vote: AYES: Councilmembers Landis, Crane, Rodin, Baldwin, and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN: None. 8:28:00 PM Cc 7ivio Page 3 of 5 12. 13. C. Consideration of the Measure X Transient Occupancy Tax (TOT) Performance Agreement With the Greater Ukiah Chamber of Commerce; Authorization for the City Manager to Negotiate and Execute the Agreement; Approval of a Corresponding Budget Amendment in the Amount of 50% of the Revenue Generated and Subsequently Collected for the 2009 Calendar Year from the 2% TOT Measure X Increase; and Consideration of Representation on the TOT Task Force 8:30:25 PM Assistant City Manager Sangiacomo presented the item. Recommended Action(s): 1) Receive report from the Chamber of Commerce on the 2009 TOT Measure X Work Plan, 2) Review and consider the 2010 TOT Measure X Work Plan and Performance Agreement with t Greater Ukiah Chamber of Commerce, 3) Authorize the Executive Dire to negotiate and execute the Performance Agreement, 4) Approve a co r : nding budget amendment in the amount of $65,669.04 (50% of t I ional revenue generated and subsequently collected for the 2009 c dear y rom the 2% Measure X TOT increase) and 5) Consider City reprltation on _._TOT Task Force. Bret Cooperrider, Chairperson f Ae Greater Ukiah Ch `i h r of Commerce, provided a verbal report on the rogram. M/S Baldwin/Rodin o approve ded Actions e" through Four. Motion carried by , " flowing rollca e: AYES: Councilmembers Landis, Crane, Rodin, Bald i,: ayor Th a . NOES: None. ABSENT: None. ABSTAIN: None. Councilmem dF0 Id i , xpresse is TiCKEr holding a water workshop and requests Cit = uncil to thinkin u he City Mntinued participation in the dam feasibility stud M y, `a s info �'t y t of ti 10 Community Health Status Report from ri oc'no Cou ealth u n Services Agency and recommends ' ncilmern . r eive h . eport an eve a chance to ask questions of the issuing cv. 8:52:50 Count Rodin 'I , orted M request for the City of Ukiah to host the Leauge of Californember es' Regio a eeting in August. REPORTS 8:54: City Manager Cli i' b' As the date of August 18, 2010, for a three to four hour, water workshop. City Manager Chambers reported on a communication received from the League of California Cities regarding the annual conference in San Diego, California, in September. If any councilmember wishes to attend, notify her. Mayor Thomas and Councilmember Landis expressed an interest in attending. Councilmember Crane inquired as to the date the Joint Quarterly Meeting with City Council and Ukiah Valley Sanitation District was moved to. City Manager Chambers responded that a date was not set and time is needed to resolve a few issues in order to schedule a productive meeting. City Manager Chambers expressed her desire for this to occur within the next two or three months. CC 7/7/10 Page 4 of 5 Adjourned to closed session and the Ukiah Redevelopment Agency at 9:00 pm. 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) b. Conference with Real Property Negotiators (§54956.8) Property: APN 180-080-57, 58, 59, 62, 63, 64, 65, 66, 67, and 180-110-08, 09, 10 Negotiator: Jane Chambers, City Manager Negotiating Parties: Ukiah Redevelopment Agency and Northwest Atlantic (Costco) 1441--s Under Negotiation: Price & Terms C. 8) Property: APN 002-232-13-000(D -Building)] F Negotiator: Jane Chambers, Cit ger f , Negotiating Parties: City of Uk'ara d Arts Council of Merjdocino and Visit Mendocino.h� ;= Under Negotiation: Price & Terms'`' Reconvened in Open Session at "34 ;ren with nor pta' le action. V, i 15. ADJOURNMENTr,, There being no further business,}the me mgadjournec�at 9:35 pm. JoAnne M. Currie, CC 7ivio Page 5 of 5 ITEM NO.: MEETING DATE: City G►!`�ZI�aFr AGENDA SUMMARY REPORT 7a September 1, 2010 SUBJECT: REPORT TO THE CITY COUNCIL REGARDING THE PURCHASE OF NETWORK AND PHONE EQUIPMENT FROM AT&T DATACOM IN THE AMOUNT OF $6,687.45. Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding purchase of network and phone equipment in the amount of $6,687.45 to AT&T Datacom. This expenditure was charged to 699.6001.250.041 account for Parks Maintenance Yard where Council authorized $10,000 for expenses related to mobilization of the temporary Parks and Golf Maintenance office location. AT&T is the only source provided for these products. The purchase included a router board, 4 telephones and the programming of the equipment for the operation of the Parks and Golf Maintenance office. The Parks and Golf Maintenance office is located at a temporary facility but the equipment that was purchased can be moved to a permanent facility in the future. The equipment provides for the connection of computer lines and phone lines including fax and email. Prior to this purchase the computer connection was limited to a hard data line. Likewise the previous phone equipment was linked to a tape recorded voice mail and very outdated system. With the new equipment the staff members can access the City computer files, emails, intranet and automated voice mail system. The new equipment allows the system to become part of the City's larger integrated network. Fiscal Impact: Budgeted FY 10/11 F-1F-1Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation Requested $6,687.45 Park Maintenance Yard 699.6001.250.041 N/A Recommended Action(s): 1. Receive report regarding the purchase of network and phone equipment from AT&T Datacom in the amount of $6,687.45. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: N/A Prepared by: Katie Merz, Community Services Administrator Coordinated with: Steve Butler, Information Technology Attachments: N/A Approved: 1.... J e hambers, City Manager ITEM NO.: 7b MEETING DATE: September 1, 2010 AGENDA SUMMARY REPORT SUBJECT: NOTIFICATION OF PURCHASE OF TRAINING SERVICES FROM JAMES REESE AND ASSOCIATES, IN THE AMOUNT OF $5,954.00. Background: After 25 years as an FBI Agent, Dr Reese retired as the Assistant Unit Chief of the prestigious Behavioral Science Unit. He was faculty of the FBI Academy, the International Critical Incident Stress Foundation, and adjunct faculty of the University of Virginia. Dr. Reese was instrumental in establishing the psychological services program in the FBI, to include the critical incident stress program, employee assistance program, chaplains' corps, and founded the stress management program. Dr. Reese now provides workplace leadership and stress management training throughout the world, from small organizations to Fortune 500 companies. Dr. Reese has also provided expert testimony before the United States Congress and consulted for the President of the United States' Council on Integrity and Efficiency. Discussion: Over the last two years, both the Ukiah Police Department and Ukiah Fire Department have experienced significant change due to downsizing the organizations, budget reductions and increased workloads for staff. Because of the significant changes within the organizations and the related workplace stress, staff began to search for training opportunities to provide employees with stress management tools. To assist in training employees with stress management tools in our changing environment, Dr. Reese was contracted to provide, "Coping with Change and Adversity. Stay Bitter or Get Better" training. Training sessions were presented to Public Safety Employees and City of Ukiah Employees on August 18t", 2010. In compliance with Section 1522 of the Ukiah City Code, this report is being submitted to the City Council for the purpose of reporting an acquisition costing $5,000 or more, but less than $10;000. Fiscal Impact: XI Budgeted FY 09/10 ❑ New Appropriation1-1 Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation Requested $5,954.00 Asset Forfeiture Account 200.2001.160.000 None Recommended Action(s): No action required; notification of purchase of training services from James Reese and Associates, in the amount of $5,954.00, from account 200.2001.160.000. Alternative Council Option(s): N/A 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 ambers, City Manager C tJ OV- ukiaft ITEM NO.: 7c MEETING DATE: AGENDA SUMMARY REPORT September 1, 2010 SUBJECT: ADOPTION OF RESOLUTION APPROVING FINAL MAP FOR MAJOR SUBDIVISION NO. 07-35 LANDS OF ALICE V. EVANS TRUST Background: On September 3, 2008, the City Council conditionally approved the Tentative Map for the Alice Evans Trust at the northeast corner of Wabash Avenue and Cresta Drive, which proposes to divide a 1.6 acre parcel into seven parcels ranging in size from 6,017 to 10,568 square feet. The approval included a subdivision exception for lot widths, and a variance for yard setbacks requirements. Discussion: This Agenda item is seeking the Council's adoption of a Resolution approving the Final Subdivision Map for the project as required by City Code. All conditions of approval have been satisfied, including the construction of street frontage improvements and payment of applicable fees. On August 18, 2010, Tim Eriksen, the Ukiah City Engineer reviewed and checked the Final Map and certified it is substantially the same as it appears on the approved Tentative Subdivision Map, and that the Final Map was prepared in accordance with Title 7, Chapter 2 of the Government Code of the State of California (Map Act) and with the Ukiah Municipal Code requirements for major subdivisions. On August 25, 2010 the Planning Commission reviewed the Final Map and voted to approve the Final Map and to present the Final Map to the City Council. The Final Map, which includes rights-of-way and easements offered for dedication, is ready to be approved for recording. Note that unlike Parcel Maps which create four or fewer parcels, as required by City Code, Final Maps must be approved by the Planning Commission and City Council prior to recording. Fiscal Impact: ❑ Budgeted FY 09/10 ❑ New Appropriation ❑X Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested Recommended Action(s): Adopt Resolution approving Final Map for Major Subdivision No. 07-35, direct the City Clerk to sign the Final Map, and accept offers of dedication as specified on said Map. Alternative Council Option(s): None. Citizens advised: N/A Requested by: Karen Dunlap, Trustee for Alice V. Evans Trust Prepared by: Ben Kageyama, Senior Civil Engineer Coordinated with: Jane Chambers, City Manager Attachments: Resolution approving Final Subdivision Map Final Map of Major Subdivision No. 07-35 Resolution No. 2008-31 approving Tentative Subdivision Map Approved:V Chambers, City Manager RESOLUTION NO. 2010 - RESOLUTION OF THE CITY COUNCIL OF UKIAH APPROVING FINAL MAP NO. 07-35 WHEREAS, on August 18, 2010, Tim Eriksen, the Ukiah City Engineer, reviewed and checked the Final Map for Major Subdivision 07-35, as submitted by the Alice V. Evans Trust, and certified it is substantially the same as it appears on the Tentative Subdivision Map approved by the City Council on September 3, 2008, and that the Final Map was prepared in accordance with Title 7, Chapter 2 of the Government Code of the State of California (Map Act) and with the Ukiah Municipal Code requirements for major subdivisions; and WHEREAS, on August 25, 2010 the Ukiah Planning Commission reviewed the Final Map and voted to present the Final Map to the City Council; and WHEREAS, a Mitigated Negative Declaration prepared for the project was found adequate and complete by the City Council. NOW, THEREFORE, BE IT RESOLVED THAT the Final Map for Major Subdivision No. 07-35 (Attached Exhibit A), is approved conditioned upon all applicable State Statutes, local ordinances, and conditions of approval outlined in Resolution No. 2008-31 (Attached Exhibit B) for the Tentative Subdivision Map. PASSED AND ADOPTED on , 2010 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Benj Thomas, Mayor ATTEST: JoAnne Currie, City Clerk RESOLUTION NO. 2008- 31 RESOLUTION OF THE CITY COUNCIL OF UKIAH APPROVING TENTATIVE SUBDIVISION MAP NO. 07-36, SUBDIVISION EXCEPTIONS AND VARIANCE APPLICATION 08.09 .WHEREAS, the Ukiah Planning Commission on July 23, 2008, conducted and recommended approval of Tentative Subdivision Map No. 07-35, subdivision exceptions for some lot widths, and variance application 08-09 for some yard setbacks as submitted by the Alice Evans Trust based on specific findings; and WHEREAS, a Mitigated Negative Declaration was found adequate and. complete by the Planning Commission; and WHEREAS, the Director of Public Works/City Engineer reports that the subdivision Is consistent with, applicable requirements of the Ukiah Subdivision Ordinance except for lot widths; and WHEREAS, the Public Works Director reviewed the requested subdivision exceptions for some lot widths and found them minor and therefore recommends approval of the project based on specific findings; and NOW, THEREFORE, BE IT RESOLVED THAT Tentative Subdivision Map No. 07-35 (Attached Exhibit A), Subdivision Exceptions for some lot widths, and Variance application 08-09 for the Alice Evans Trust are approved based upon the following findings and subject to all applicable State Statutes, local ordinances, and the following Planning Commission'recommended conditions of approval: Findings for Variance. Application 08-09 to allow relief from front and side yard setbacks within the 1.k-1 zoning district for proposed parcels. 1,2,6 and 7: 1. The proposed project site currently contains four dwelling units that have been there for over. 40 years therefore the applicant would like to accommodate the existing units with the proposed subdivision. Staff found that. the existing dwellings created prior to current zoning setbacks are unique to this property and .the strict application of the zoning code would deprive the. property of privileges enjoyed by other properties in the vicinity within the R-1 Zone. 2. The approval of these variances from front and side yard setbacks would not constitute a grant of special privilege inconsistent with the limitations upon other properties in the vicinity and subject to identical zoning regulations because many other existing lots in the neighborhood have structures that are not conforming to the existing setbacks requirements. 3. The granting of the variances from front_ and sideyard setbacks requirements would not be detrimental to the surrounding properties because these dwellings have been at this location for many years and are an established part ' of the neighborhood. The structures and their locations on the developed portion of the lot will not change. Additionally no surrounding property owners have expressed concerns, Findings for Subdivision Exceptions to allow relief from minimum lot widths for proposed Parcels 4,2,3,4,6 and 7: 1. The granting of Exception is warranted because of the special circumstances of this lot; the four existing dwellings were developed at a time when the minimum lot width was 50 feet and the dwellings have been In use ever. since. Furthermore it Is necessary to create dots in such a way that accommodate the existing dwellings. 2. The approval of the subdivision with exceptions is necessary for the preservation and enjoyment of a substantial property right of the property owners, because it will allow them to fully utilize the development potential of the project site and to accommodate the existing homes that have been established for over 40 years. 3. The granting of the exception will not be detrimental to the public welfare or Injurious to other property in the surrounding area because a portion of the lot is already developed and is an established part of the existing neighborhood. -Furthermore the newly created lots will be consistent In size and shape to the other existing lots on Cresta Drive. Findings for Major Subdivision Map No. 07-36: 1. .The division of the lot into seven parcels is consistent with the requirements outlined for major subdivisions in the 'Callfornia Subdivision Map Act; 2. The division of the lot in to seven parcels is consistent with the Ukiah General Plan goals.and policies and specifically the Low Density Residential . ( LDR) designation of the project site. 3. The proposed subdivision complies with the Ukiah Subdivision Ordinance requirements for Type 1 Subdivisions, because the Subdivision is a residential use subdivision constructed on natural ground of average gradient less than fifteen percent (15%) and having lots from six thousand (6,000) to ten thousand (10,000) square feet. 4. The division of the existing lot Into seven parceis,'with the approved setback variances and approved lot width exceptions is consistent with the development standards within the R-1 Zoning District. 5. The division of the existing property in to seven parcel will cause no significant adverse environmental effects, as determined by. the Negative Declaration and Initial Study prepared for the project; 6. The proposed subdivision Is compatible with surrounding land uses and will not be detrimental to the public's health, safety, and .general welfare since the lot already contains four residential dwelling units and Is surrounded by residential uses. Conditions of Approval: The following Conditions of Approval shall be made a permanent part. of Major Subdivision 07-35 and Variance 08-09, and shall remain in force regardless of property ownership, and shall be timely implemented and maintained for the life of the project in order for this entitlement to remain valid: Standard Conditions: 1. A final Subdivision Map shall be prepared and submitted to the City Engineer for review and approval, and recordation in ma manner consistent with the Ukiah Municipal Code requirements. 2. This approval is not effective until the 10 day appeal period applicable to this Use Permit has been exceeded, and any timely filed appeal has been decided in favor of the granting of this Permit. 3. This approval shall be null and void unless the California Environmental Quality Act/Fish and Game filing fee of $1926.50 payable to Mendocino County is filed with the City of Ukiah Planning and Community Development Department within five (5) days of this approval. 4. No Permit or entitlement shall be deemed effective unless and until all fees and charges applicable to the application and Conditions of Approval have been paid In full. 5. The Tentative Map shall expire 24 months from the date of its approval or conditional approval unless extended in accordance with the City of Ukiah Subdivision Ordinance and the Subdivision. Map Act, 6. Any work, improvement, expenses or other. encumbrance incurred by the applicant, owner or other party in reliance upon any entitlement, approval or permit which has not been granted; issued or approved is at your own risk. T. All Conditions of Approval for' this project shall be provided to all contractors and persons working on the project. Conditions of Approval shall be prominently displayed on all sets of .plans for all ministerial permits required to develop the property, including building permits and permits for grading or site preparation. S. in addition to any other condition imposed, any construction shall comply with all building, fire, electric, plumbing, -occupancy, and structural laws, regulations and ordinances In effect at the time the Building Permit is approved and issued. Site Specific Conditions; 9. Exterior lighting shall be shown on the Building Pians for construction of dwellings on the new lots and shall be the minimum necessary for security, and full cut-off, hooded, and down -cast, or otherwise shielded to ensure that light does not adversely shine towards neighboring properties, or toward the night sky. 10. All grading shall comply with Mendocino County Air Quality Management District Rule 1-430, Fugitive Dust Emissions. 11. All activities involving site preparation, excavation, filling, grading, road construction, and building construction institute a practice of routinely watering exposed soil to control dust, particularly during windy days. 1.2. All inactive soil piles on the project site shall be completely covered at all times to control fugitive dust. 13. All activities involving site preparation, - excavation, filling, grading, and actual construction shall include a program of washing off trucks leaving the construction site to control the transport of mud and dust onto public streets. 14. All earth moving and grading activities shall be suspended if wind speeds (as instantaneous gusts) exceed 25 miles per hour. If during site preparation or construction activities, any historic or prehistoric cultural resources are unearthed and discovered, all work shall immediately be halted and City Planning Department Staff shall be notified immediately of the discovery. The applicant shall be required to fund the hiring of a qualified professional archaeologist to perform a field reconnaissance and if deemed necessary to develop a precise mitigation program approved by the City prior to the continuation of any site work. 15. Standard dust suppression methods should be used during grading and site preparation. 16. Each lot created by this subdivision shall have separate and individual water and sewer services. Water and sewer laterals for the proposed undeveloped lots shall be constructed prior to recordation of the Final Map. 17. Prior to recordation of the Final Map all sewer laterals serving the developed lots 1, 2, 6 and 7 shall be pressure tested in compliance with City of Ukiah's sewer lateral testing standards. All sewer laterals that fail this required test shall be repaired and or replace and retested until the lateral passes the required test. This testing, repair and or replacement shall be performed prior to the recordation of the Final Map. . 18. Sewer connection fees are not imposed as a part of the subdivision, however any development that occurs i.e. new construction will. be subject to sewer connection fees. 19. The existing fire hydrant will be required to be relocated to the new sidewalk area. This hydrant shall be upgraded if required by the City of Ukiah Fire Department. 20. Hours of construction shall be limited to the hours between 7:00 a.m. to 7:00 P.m., Monday through Friday unless additional hours. of construction are specified by this approval, or are reviewed and approved by the Planning Director. 21. The fire hydrant along Cresta Dr. must be upgraded as part of this project. Currently it is a single outlet, wharf head type and it must be upgraded to a type 76 style in accordance with Ukiah Water Department specifications. 22. The proposed subdivision is subject to payment of park fees pursuant to City Code Section 8400 et seq. Park fees shall be paid prior to recording of the Final Map. Based on park fees paid in 2007 this amount could be in excess of $10,000 per single family dwelling. 23. Applicant should note that preliminary improvement plans have been previously prepared by Paoli Engineering and submitted for review for MS 01-26, but the plans were not completed to the satisfaction of the City Engineer, and the tentative map has since expired. 24. Street frontage improvements along Cresta Drive and Wabash Avenue shall be constructed in accordance with improvement plans prepared by a Registered Civil Engineer and approved by the City Engineer prior to the recordation of the Final Map. These improvements shall include, but are not limited to, curb, gutter, ADA compliant sidewalk, pavement widening, and additional improvements as needed to conform to existing conditions. The applicant shall be responsible for removing existing trees and the relocation or replacement of utilities, including utility poles and a fire hydrant, as necessary to accommodate the construction of the street frontage improvements. Construction of frontage improvements along undeveloped lots may be deferred until such time as development is proposed for those lots. 25. All areas of on-site circulation shall be paved with a minimum of 2 inches of AC on 6 inches base, or as approved by the City Engineer. This includes existing and proposed : driveways and parking areas. 26. At all driveway approaches, an ADA compliant sidewalk shall be provided. A handicap ramp shall be provided at the northeast corner of Cresta Drive and Wabash Avenue. Sidewalk and utility easements shall be dedicated to the City where necessary. 27. The applicant shall Incorporate into the landscaping plan street trees spaced approximately every 30' that are within 5' of the back of sidewalk. Street trees shall be installed in accordance with City Standard Drawing No.601. Tree types shall be approved by the City Engineer. 28. All work within.the public right-of-way shall be performed by a licensed and properly insured contractor. -The contractor shall obtain an encroachment permit for work within this area or otherwise affecting this area. Encroachment permit fee shall be $45 plus 3% of estimated construction costs. 28. Fees associated with the electrical utilities extended to the new parcels and the replacement of power poles along Cresta Drive would be the responsibility of the owner/developer. 30.- New electrical services that will feed new dwellings on Lots 3, 4, and 5 shall be underground per City of Ukiah regulations PASSED AND ADOPTED on September 3, 2008, by the following roll call vote: AYES: Council.members Thomas, McCowen, Rodin, Baldwin, and Mayor Crane NOES: None ABSTAIN: None ABSENT: None Douglas Crane, Mayor 6 WS114.4"'7-Im M I .r.. a }oaf nor a aurum . it l�:i'iy av 8 CIM- erlce to aid you h jqr_aU,,t::: rr^.0 eaten n %ith ,. hem -on reterf;:�c;e to Amita ar u' o=,.�: i�� Ia. Nrosiinoron Square Sub. rVa 11�liltj/ � ! 3-031 ,=c., Map ,2 e b Lots a 5, /0, // George Luce Subdivision y `` '�'e�`� '� v -0 33 Nobasn Place Sub. PC/. M0.0 C2 028 P3 .53 WASH/NG TOIL/ AVF 291 227 225 205 199 155 151 199 135 140' .. 50' 50 10 410.25' 58' 56' I S6• 7e.2S• %4.9�' /90.83 ! :21 w _ I 3�Jo^ 4 ✓ Y f /`� /01.95•, s Ia/9�• �Gl ��-� `� _ ; •� ro . 50' 30' `''1 $ I O 10it p h O 120 • - 3/7.21• N r` • 10Z.2 102 . . 189' 9 170 !'O .Qp rn 0Yt a r0 * 17 ~ li = S 9p b 189' 166 50' c �• /gC \ a 1 120 229' — •a aQy O N Q ^Irtl 164.50 �� N 1 b br( 12e.C5' ! rte.03' Ste• 120' 229 44261 164.50' 1015 a• 4 It 051 362c.18' (\261 ^1 a V � a 1 1 111111 IN 11 (2r)l28?150 22 M C��� I w O `! WASASN PLACE a 1" I le9.e' S,1 m w c K� , 100 -0.0m., C2 CIJ Pe , e a I �� I+f eo 010 W.091 t;-.-, pJ ? j.. — 1 sd..S t I»s0 —. �t 19�6t S!7 J Y 77ez es A ' /L. WA,D i - eI as t zs . , � .4S52SSOr5 /I90D aao was wepued for147 1 -osj Counry or Mendocino, Cciir" - -. _===nan pngxww only. No liability march, 1958 ,Qabcst oiirCG a M&&A2 � l361s�`�, uw.n � _ /69` - } ` h V� Ii1a p 4o 4 b HL V `+'"'� ae►�mt �dd•�: Ix w.t,uocirn�:.Iewa. E2 • iss Css.aEa mss. . /�c.+�i. a.. e�• f eat . , f—sbja -f*z .csr.R.� tkic�v+�icx 78�+i�€ Iwsbesk. Arcs e„-1�v�si,� sem_ / : �,• ..�, i �ltist•e.rc o`C t� wap psttpaul G .�r,4.cr�•dsra4l L.SwGS3 Surveyor's Statement Owner's Statement City Engineer's Statement The undersigned being all parties having any record title I, Timothy E. Erikson, hereby state that I have examined and Y Y This map was prepared by me or under my direction and is based upon a field survey in conformance with the require- interest in the land within this subdivision, hereby consent ehecked this final map and that the subdivision as shown is ments of the Subdivision Ma Act and local ordinance at the P . to the preparation and recordation sof this map and offer for substantially the sameas t appears on the Tentative Map - req p' 2009: I hereby. state that request of Karen Dunlap in January, - dedication all lends, rights of ways, easements and Parcel and Orman tl alterations thereof and further state that this - is in conformancewithTitle 7, Division 2, Chapter 2, of the this Final Ma substantially conforms to the roved or P Y PP Was shown hereon. Goverment Code; State of California, and the Ukiah City Code. contlitionall approved Tentative Map, if I further state Y Pp t Y• that all monuments are of the character occupy the positions In witness whereof, I have hereunto set my hand and affixed my. indicatedand that said monuments are sufficient to enable the - � offict seal at Ukiah, California, this l8 `z day of survey to be retraced. A� Karen B. Dunlap sucoessor trustee of the Ll r-.:zT" , 2010 - Alice V. Evans Trust; dated February 28, 1990 EES. S6/qiw�.sn 4f - `j / •. " ye�oo9SOF j ..L.S.455 ay mTimothy E. Erikson R.C.E. 62230 Richard Seale, 3r .Acknowledgement exp. date: 9/30/11` ~64430zlCity Engineer exp. MOM 1 State of California - - g(p 9.3alF- a - - t, Countyof Mendocino - On�2]�beforeme JUSTE bg— ` - Pte` City -Council, Statement Accuracy Statement person lyeppeared •P.x 1> l o - Who proved to me an the basis of satisfactory a idence to be . I, Richard A Seale hereby state that all survey.work the person whose name is subscribed to the within Instrument This is to state that the City Council of the City of Ukiah, State - required in the preparation of this map and related and acknowledged toe that she executed the same -in her m of California, on this - day of - monumentation was performed to a minimum accuracy authorized capacity and.that by her signature on the. instrument 2010, bymotion regularly passed and entered in the minutes of of one in five thousand. the person or the entity upon behalf of which the person acted; executed said council; did approve this map. . - - - the instrument.-Icertifyunder PENALTY OF: PERJURY under the - laws of the State of California that the foregoing Paragraph is true and correct.. Richard A Seale; L.S.4455 WITNESSm d and IafRc1@ seaL0.� Mayor,. City ;of Ukiah By: exp. data. 9/30111 City Clerk City of Ukiah Signatured\�r�- _ p Print Name S. 111. - - 'P'Lenti.oan County Recorder's Statement r).. City Surveyor's Statement Notary Public in and for said County of o , State of _ I hereby state that the map of this subdivision was examined Filed this _ day of 2010, at M. in by me or under my direction; that it substantially the same 3.ki, I'I m014 Maps, -Drawer , Page _, M.C.R. at the request of - - as it appeared on the Tentative Map and any approved - my commission expires Richard A Seale. - alterations thereof; that all. provisions of the subdivision map Co v ssmm +t l89 2833 t act and of any local ordinances applicable at the time of /+ /+ _ Statement of City Fee: Susan M. Ranochak County Recorder approval of the Tentative Map have been complied with and -lam satisfied that said map is technically correct. - .Clerk .- - - - Mendocino County, State of California '^ h M s nq°jri � ��01L I, City Clerk of the City of Ukiah, California, hereby state that gy, c A d it L -mal Howard N Dashiell L.S. 7148' County of Mendocino, State of the City Council of the City of Ukiah, by resolution on.the Deputy * * exp date: 6/30/11 day of ; 2010, approved the - - f/LP xa nae ,e County Surveyor, City of Ukiah, - ''e within map and accepted on behalf of the public, all lands, rights of ways, easements, and Parcel"A"offered for pubic use as , - -. Proof of Ownership Statement - rOg °' "' N n ° Mendopno County California r`"`�� designated on the within map for the purposes ,specified thereon. hereunto set my hand and caused the - - fy • I BY% Deputy In witness! whereof, I have I herby state that the proof of ownership report made by - Se of.this office to be: affixed.. Dated this - this.., - day of., day of 2010... _ 2010 conforms to the provisions of the Subdivision Map ✓rYLwL� rr z ACt. Ranochak County FINAL MAP SusanM. Recorder County of Mendocino; State of California - - BY. City Clerk - City of Ukiah -- Of Major Subdivision No. 07-35 of the lands ofthe AliceV. By: Evans Trust dated February. 28,1990 as shown on that .Deputy quitclaim Dead filed in instrument number 2001-02986, /+ Planning Commission Statement Mendocino County'Records also being a portion of Lot 77 of the Yokayo Rancho. .. Bond Statement This is to state that the Planning Commission of the City of - City Of Ukiah Mendocino County California Sheet one of two October, 2009 Ukiah, State of California, on this dS day of Auo 1, Carrel J. Angelo, Clark of the Board of Supervisorsof the County t examined this on the and that said maprcond here the on the Tentative Map thereof hereby - of Mendocino, State of California, hereby state thatthe bond or with the; same. approves the same approves deposit as; required by. the Subdivision Map Act, (Section 66464 of - Title Tof the. Government Code, Division 2; has been filed -' - - �. Dated this , day of 2010 Maps .�s�+•1 v.+•.�.r� Carmel J. Angelo, Clerk= . Chairmanof the Planning Commission - Board of Supervisors. •'. - City of Ukiah, State of California., - BY .. Drawer . .- ... . Deputy Page. ;-. ® ..... set 112- rebartagged L.S. 4455. ■ .....found 314• Iron Pipe plugged L.S. 3348 per M.C. 2, Dr: 28. Pg. 50, M.C.R. Q4 found 12• Imn Pipe plugged L.S. 3348 per M.C. 2, Dr. 26, Pg. 50, M.C.R N s•esaSV! (N$'00'al'W30aaaan -set 314 mbar tagged L.S. 4455. .3,�Dr.18aP�p. MC.q� ' S set spike logged L.S 4455 Madam M.CW WS -. . ❑ sat neil and L.S. 4455 ta91n concrete - Book 1832 O.R. Pg. 619, M.C.R.' Book 18 w.ao• - Basis of Be Thabo drg So to 550'00 E.% found - M,ne aM ra�9ne wt � d ,se rtym 'ed� ra Pc9eM4a. NSeemSN line of Dora St rs along the tMep'Case ..no8ilng found or set this survey, () .....record date per M.C. 2, Dr. 26, Pg. 50, M.C.R. s ea•4tnow 1m.a5 s how on that filed In 2, Drevmreet u8; Page 50, Mendocino County Records, was sed es the basis for beedngs shown hereon. ( )1 ...record data Per M.C. 2. Dr. 15, Pg. B. M.C.R Ili Parcel ( )2 .....record data per book 1832 O.R. Pg. 619. M.C.R $ 03. data per M.C. 2, Dr. 16, Pg. 69 M.CB: S I N ea'ai'S6'E tai. S ()4.....record Me per Book 274 O.R. Page 40. M.C.R: m .. G .. record tlata Per Inst no. 2007-02986 M.C.R. I Parcel 2 - - o. ... /an412 eon, ,rpge4 La.0ceafnr MG2 9 .. 915]pll 1X1e.Pp.0e M.C.R. d.. I` -Na9'3T52'E1 3 Pw�ryawavnmmNmmweNnm 1seclsmw ssern ,,MI 14.201u 'MWmhbg an Sgon 5uE4MNm.. C.� w .. Q a P .r cel 3 s I� Lot? $ I - M:C. 2, Dr. 26, Pg. 50, M.C.R.' - a -. _ sea srw lazsa �d 0 s " m Parcel 2 , . - � ' Psoarr0�el 4 � 8 M.C. 2, Dr. 15, Pg. 8, M.C.R. N Lott .. M.C. 2; Dr. 26, Pg. 50, M.C.R. U I D -3 11 T N80m3tlf'E Parcel 5 U - o 51 Ig emwn ssewzsew 4e,u _ Lot 3 M.C. 2. Dr. 26. Pg. 50, M.C.R. -Nea'eao,4 meg' NBe'Oat%' 00 Parcel 7 Lot4 Lots P.ee6 FINAL MAP M.C. 2. Dr. 26, P . 50, M.C.R. z aea;ea,eM.lmnawaye. - „ - OF Major Subd'wision No: 07:35 of the lands of the Alice V. N arsaaow zs» 'I -Evans Trust dated February 28, 1990 as shown on that- �, - N� - .eaypW szoo• Quitclaim Deed filed in instrument number 2001-02986, „ (_af4 r r- .. Mendocino: County Records and being aportion of Lot 77 ...'M T les.sr Parcol •A• offered for tied eatwn to of the Yokayo. Rancho. Neo o]'op4 eo 8a•ro W.a' _ u (NarUE)5 - .the City of Ukiah 959 sq.ft.' ' City of Ukiah: Mendocino County California l wm•pe'm'E )+ Scale_ 1" -x.40' October, 2009 Sheet two of two Centerline Wabash Ave. - .'^ _ .Maas-.:. Drawer . Page' ITEM NO.: 7d MEETING DATE: September 1, 2010 Cityof ukiah AGENDA SUMMARY REPORT SUBJECT: AWARD OF CONTRACT TO ARGONAUT CONSTRUCTORS FOR NEIGHBORHOOD ENHANCEMENT - CLARA AVENUE PHASE 1 PROJECT, SPECIFICATION NO. 10-12, IN THE AMOUNT OF $849,765.35 AND APPROVE BUDGET AMENDMENT Background: The proposed project will construct new curb, gutter, sidewalk and pavement reconstruction on Clara Avenue, between Joseph Street and Hamilton Street, including new curb bulb -outs and cross- walks at the Clara Avenue intersections at Joseph Street and at Hamilton Street. Also, new storm drains will be constructed along Clara Avenue between North Orchard Avenue and Joseph Street. A bid alternate is included in the project to extend new storm drains along Clara Avenue between Mason Street and North State Street, and a second bid alternate is included for a water main upgrade along Clara Avenue between Sidnie Street and North State Street. Funding for this project is provided by Proposition 1 B funds, STPd(1) funds, Traffic Congestion Relief Program funds, and Water Utility Capital Projects funds. Discussion: The City distributed plans and specifications to 10 builder's exchanges and 5 contractors for the Neighborhood Enhancement Clara Avenue Phase 1 Project, Specification No. 10-12. The City publicly advertised this project on July 25 and August 1, 2010 in the Ukiah Daily Journal. A copy of the Notice to Fiscal Impact: Budgeted FY 10/11 Amount Budaeted $400,000.00 New Appropriation ❑ Source of Funds (title and #) Proposition 1 B 341 STP d(1) Fund Balance 342 TCRP Fund Balance Water Utility Cap. Projects 820 Fund Balance (Continued on Page 2) Not Applicable ❑X Budget Amendment Required Account Number Addit. Appropriation Requested 250.3110.930.000 $82,923.78 $49,473.59 840.9850.930 $300,000.00 820 Fund Balance $102,344.52 Recommended Action(s): Approve budget amendment and fund transfers, and award the construction contract to Argonaut Constructors in the amount of $849,765.35 (with designation of funding in the amount of $934,741.89 for authorized change orders) for Neighborhood Enhancement — Clara Avenue Phase 1 Project Specification No. 10-12. Alternative Council Option(s): (1) Reject Bids; (2) Provide staff with other direction. Citizens advised: N/A 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: Bid Tabulation Approved: J Chambers, City Manager Subject: Award of Contract to Argonaut Constructors for Neighborhood Enhancement — Clara Avenue Phase 1 Project, Specification No. 10-12, in the Amount of $849,765.35 and Approve Budget Amendment Meeting Date: September 1, 2010 Page 2 of 2 Bidders was sent to 116 contractors including all Licensed Class A contractors on the City's 2010 Qualified Contractors List. In addition, the plans and specifications were posted on the City's website. Five sealed proposals were received and opened by the City Clerk on August 17, 2010. The lowest responsive, responsible bidder is Argonaut Constructors of Santa Rosa, California, with a total bid of $849,765.35. The Engineer's Estimate for the total project is $974,839. Based on the bids received, staff is seeking Council approval for award of the contract, including the base bid and both additive alternative bids. A bid tabulation sheet is included as Attachment A. If the bid is awarded, compensation for the performance of the work will be based on unit prices bid for contract item quantities actually installed. Bid totals are based on unit prices bid for contract items at estimated quantities, and therefore, the actual total paid to the contractor may be lower or higher than the bid total indicated. As with construction projects, there may be cost overruns by reason of unforeseen work or because actual quantities installed exceed estimated quantities. Policy Resolution No. 13, authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change, when added to the original contract sum, exceeds the amount budgeted for the project. Staff recommends that City Council approve the budget amendment and award the contract for Neighborhood Enhancement — Clara Avenue Phase 1 Project; Specification No. 10-12. ATTACHMENT "A" CITY OF UKIAH DEPARTMENT OF PUBLIC WORKS Neighborhood Enhancement - Clara Avenue Phase 1 Project Specification No. 10-12 Bid Tabulation Prepared By: Ben Kageyama BID OPENING: August 17, 2010 BASE BID Page 1 BidTab-Spec-1012.xis ENGINEER'S ESTIMATE Argonaut Constr. Santa Rosa CA Northwest Gen. Eng. Santa Rosa CA Ghilotti Constr. Santa Rosa CA Granite Constr. Ukiah CA Fedco Constr. Santa Rosa CA ITEM NO. QUANTITY UNIT DESCRIPTION UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL 1 1 L.S. Traffic Control System 4,000.00 4,000.00 3,500.00 3,500.00 8,287.00 8,287.00 1,700.00 1,700.00 24 022.00 24 022.00 37 000.00 37 000.00 2 1 L.S. Pedestrian Traffic Control System 2,000.00 2,000.00 175.00 .175.00 2,500.00 2,500.00 500.00 500.00 500.00 500.00 3,500.00 3,500.00 3 662 C.Y. Roadway Excavation 30.00 19,860.00 21.00 13,902.00 44.00 29,128.00 33.00 21,846.00 20.00 13,240.00 50.00 33,100.00 4 1,605 S.Y. Subgrade Stabilization Fabric 1.00 1,605.00 1.40 2,247.00 1.50 2,407.50 2.60 4,173.00 1.50 2,407.50 1.80 2,889.00 5 170 S.Y. I Sub rade Stabilization/Di Out 30.00 5,100.00 30.00 5,100.00 48.20 8,194.00 33.25 5,652.50 53.00 9,010.00 41.00 6,970.00 6 545 Tons Asphalt Concrete Surface 90.00 49 050.00 100.00 54 500.00 109.50 59 677.50 119.00 64,855.001 98.00 53 410.00 105.00 57 225.00 7 425 Tons Asphalt Concrete Base 90.00 38,250.00 102.001 43 350.00 100.50 42,712.50 121.00 51,425.00 110.00 46,750.00 105.00 44,625.00 8 4,541 S.F. Permanent Asphalt Concrete Trench Paving 5.00 22,705.00 4.50 20 434.50 6.25 28,381.25 5.00 22,705.00 6.00 27,246.00 2.50 11,352.50 9 1 E.A. Reset/Relocate Street Sin 250.00 250.00 245.00 245.00 228.00 228.00 200.00 200.00 275.00 275.00 200.00 200.00 10 1 E.A. Relocate Mailbox 250.00 250.00 245.00 245.00 242.00 242.00 125.00 125.00 275.00 275.00 160.00 160.00 11 68 L.F. Remove and Relocate Fence 30.00 2,040.00 47.00 3,196.00 45.001 3,060.00 75.00 5,100.00 25.00 1,700.00 33.00 2,244.00 12 1 E.A. Adjust Sewer Cleanout Frame and Cover to Finish Grade 500.00 500.00 300.00 300.00 327.00 327.00 460.00 460.00 400.00 400.00 250.00 250.00 13 1 E.A. Adjust Monument Well Cover to Finish Grade 500.00 500.00 300.00 300.00 327.00 327.00 460.001 460.00 400.00 400.00 250.00 250.00 14 816 L.F. Minor Concrete, Curb & Gutter 35.00 28 560.00 33.00 26 928.00 30.00 24 480.00 30.00 24 480.00 44.00 35 904.00 55.00 44 880.00 15 3,387 S.F. I Minor Concrete, Sidewalk (including DW aprons and 12.00 40 644.00 10.00 33 870.00 8.70 29 466.90 9.50 32 176.50 9.50 32 176.50 18.00 60 966.00 16 660 S.F. Minor Concrete, Cross Gutter 25.00 16,500.00 14.00 9,240.00 12.00 7,920.00 16.00 10 560.00 12.00 7,920.00 19.00 12,540.00 17 458 S.F. Sidewalk Pavers 30.00 13,740.00 24.00 10,992.00 21.00 9,618.00 16.00 7,328.00 22.00 10,076.00 19.00 8702.00 18 7 E.A. Curb Ramp Detectable Warning Surface 50.00 350.00 775.00 5,425.001 836.00 5,852.00 350.00 2,450.00 800.00 5,600.001 1,000.00 7,000.001 19 4 E.A. Irrigation Sleeve -2" 150.00 600.00 75.00 300.001 84.00 336.00 80.00 320.00 50.00 200.00 40.00 160.00 20 2 E.A. Curb Inlet,Type4AC 3,000.00 6,000.00 2,400.00 4,800.00 2,353.00 4,706.001 2,200.00 4,400.00 2,700.00 5,400.00 2,300.00 4,600.00 21 1 E.A. Curb Inlet Type 2 1/2A 2,500.00 2,500.00 2,000.00 2,000.00 1,665.00 1,665.00 1,750.00 1,750.00 1,900.00 1,900.00 1,500.00 1,500.00 22 2 E.A. Drop Inlet, 24'x24" 2,500.00 5,000.00 1,400.00 2,800.00 1,114.00 2,228.00 1,585.00 3,170.00 1,600.00 3,200.00 1,150.00 2,300.00 23 7 E.A. 48" Storm Drain Manhole 5,000.00 35 000.00 4,400.00 30 800.00 4,770.00 33 390.00 3,325.00 23 275.00 3,900.00 27 300.00 3,100.00 21 700.00 24 98 L.F. 12" Storm Drain Pipe 80.00 7,840.00 65.00 6,370.00 53.00 5,194.00 76.00 7,448.00 110.00 10,780.00 70.00 6,860.00 25 1,416 L.F. 18" Storm Drain Pipe 80.00 113,280.00 71.00 100,536.00 64.75 91,686.00 79.00 111,864.00 69.00 97,704.00 78.00 110,448.00 26 1 L.S. Trench Shoring and Bracing -Storm Drain 3,000.00 3,000.00 1,100.001 1,100.00 1,472.00 1,472.00 4,100.00 4,100.00 4969.00 4,969.00 1,500.00 1,500.00 27 322 S.F. Pavement Markings 4.00 1 288.00 4.00 1,288.00 5.501 1,771.00 4.00 1,288.00 4.00 1,288.00 3.25 1,046.50 28 92 L.F. 12 Inch White Crosswalk/ Limit Line 3.00 276.00 4.00 368.00 9.00 828.00 4.00 368.00 4.00 368.00 3.25 299.00 29 244 L.F. Centerline Stripe, Detail 1 2.00 488.00 0.50 122.00 2.00 488.00 0.50 122.00 0.50 122.00 1.25 305.00 30 511 L.F. 4" White Ede Line 2.001 1,022.00 0.35 178.85 2.25 1,149.75 0.35 178.85 0.35 178.85 1.50 766.50 31 1 LS. Mobilization 21,110.00 21 110.00 24 000.00 24 000.00 21 500.00 21 500.00 29 500.00 29 500.00 42 750.00 42 750.00 50 000.00 50 000.00 TOTAL BASE BID: 1 4439308.00 408,612.35 429,222.40 443,979.85 1 467,471.85 535,338.50 Page 1 BidTab-Spec-1012.xis ADDITIVE ALTERNATE NO. 1 ennlTnvc Al TFRNATF Nn 7 ENGINEER'S ESTIMATE Argonaut Constr. Santa Rosa CA Northwest Gen. Eng. Santa Rosa CA Ghilotti Constr. Santa Rosa CA Granite Constr. Ukiah CA Fedco Constr. Santa Rosa CA ITEM NO. QUANTITY UNIT DESCRIPTION UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL 1 1 L.S. Traffic Control System 4,000.00 4,000.00 10,000.00 10,000.00 6,229.00 6,229.00 2,000.00 2,000.00 46,500.00 46,500.00 32,000.00 32,000.00 2 1 L.S. Pedestrian Traffic Control System 1,000.00 1,000.00 200.00 200.00 2,056.00 2,056.00 1,000.00 1,000.00 500.00 500.00 1,500.00 1,500.00 3 5,131 S.F. Permanent Asphalt Concrete Trench Paving 5.00 25,655.00 5.25 26,937.75 6.25 32,068.75 5.50 28,220.50 12.00 61,572.00 2.50 12,827.50 4 2,099 L.F. 6" Water Main 60.00 125 940.00 55.00 115 445.00 46.50 97 603.50 85.00 178 415.00 60.00 125 940.00 75.00 157 425.00 5 16 E.A. 6" Gate Valve 1,500.00 24,000.00 1,300.00 20,800.00 988.00 15,808.00 1,000.00 16,000.00 950.00 15,200.00 1,300.00 20,800.00 6 1 E.A. Fire Hydrant 5,000.00 5,000.00 5,500.00 5,500.00 3,818.00 3,818.00 5,500.00 5,500.00 4,670.00 4,670.00. 3,800.00 3,800.00 7 1 E.A. Abandon Fire Hydrant 1,500.00 1,500.00 415.00 415.00 335.00 335.00 1,200.00 1,200.00 800.00 800.001 550.00 550.00 8 53 E.A. 3/4" Water Service and Meter Box 2,500.00 132 500.00 1,940.00 102 820.00 1,734.00 91 902.00 2,715.00 143 895.00 2,394.00 126 882.00 2,200.00 116 600.00 9 1 E.A. Cut in Tee 4"x4"x6" 4,000.00 4,000.00 4,500.00 4,500.00 1,178.00 1,178.00 6,600.00 6,600.00 4,600.00 4,600.00 2,200.00 2,200.00 10 8 E.A. Temporary Blow -off 800.00 6,400.00 550.00 4,400.00 540.00 4,320.00 1,185.00 9480.00 160.00 1,280.00 1,100.00 8,800.00 11 7 E.A. Water Main Tie -In 3,000.00 21,000.00 2,300.00 16,100.00 1,082.00 7,574.00 4,100.00 28,700.00 3,600.00 25,200.00 2,000.00 14,000.00 12 1 E.A. Water Main Lowering 6,000.00 6,000.00 2,100.00 2,100.00 1,985.00 1,985.00 6,000.00 6000.00 4,200.00 4,200.00 2,400.00 2,400.00 13 2 E.A. Water Main Lowering Partial 3,500.00 7,000.00 1,250.00 2,500.00 1,185.00 2,370.00 3,630.00 7,260.00 3,900.00 7,800.00 1,800.00 3,600.00 14 40 L.F. Bore and Jack 1,375.00 55 000.00 950.00 38 000.00 760.00 30 400.00 1,250.00 50 000.00 825.00 33 000.00 850.00 34 000.00 15 1 LS. Abandon WaterMain 110,000.001 10,000.001 3,500.00 3,500.001 3,160.00 3,160.00 5,000.00 5,000.001 2,115.001 2,115.00 4,000.00 4,000.00 16 1 L.S. Trench Shoring and Bracing -Water i5,000.00 5 000.00 50.00 50.00 545.00 545.00 2 500.00. 2 500.00 9 500.00 9 500.00 5 200.00 5 200.00 17 1 L.S. Mobilization 21,700.00 21,700.00 12,500.00 12,500.00 14,061.00 14,061.00 38,000.00 38,000.00 28,005.00 28,005.00 29,000.00 29,000.00 TOTAL ADDITIVE ALTERNATE NO. 1: 1 455,695.001 1 365,767.751 1 315,413.251 529,770.501 1 497,764.001 1 448,702.50 ennlTnvc Al TFRNATF Nn 7 Page 2 BioTab-Spec-10-12.xis 1 1 Traffic Control System 2,000.00 2,000.00 7,000.00 7,000.00 6,229.00 6,229.00 800.00 800.00 9,106.00r7i,,47 20 000.00 20 000.00 2 1 Pedestrian Traffic Control System 500.00 500.00 150.00 150.00 2,056.00 2,056.00 500.00 500.00 150.00 1,400.00 1,400.00 3 1,769 Permanent Asphalt Concrete Trench Paving5.00 8,845.00 5.25 9,287.25 6.25 11 056.25 7.00 12 383.00 8.00 3.00 E,-307.00 4 2 FE.A. Curb Inlet,T e 4AC 3,000.00 6,000.00 2,400.00 4,800.00 2,353.00 4,706.00 3,200.00 6,400.00 2,700.00 2,300.00 4,600.00 5 2 DroInlet, 24'x24" 2,500.00 5000.00 1 400.00 2800.00 1 114.00 2 228.00 1925.00 3850.00 1 600.00 1150.00 2 300.00 6 2 48" Storm Drain Manhole 5,000.00 10,000.00 5,000.00 10,000.00 4,770.00 9,540.00 4,325.00 8,650.00 3,900.00 2,700.00 5 400.00 7 92 12" Storm Drain Pie 80.00 7,360.00 65.00 5.980.00 46.00 4,232.00 145.00 13 340.00 84.00 80.00 7,360.00 8 369 L.F. 18" Storm Drain Pie 80.00 29,520.00 72.00 26,568.00 67.00 24,723.00 162.00 59,778.00 82.00 30,258.00 95.00 35,055.00 9 10 LF. 24" Storm Drain Pie 100.00 1,000.00 150.00 1,500.00 156.00 1,560.00 170.00 1,700.00 460.00 4600.00 170.00 1,700.00 10 1 L.S. Trench Shoring and Bracing -Storm Drain 2,000.00 2,000.00 500.00 500.00 1,145.00 1,145.00 2,800.00 2,800.00 3,000.00 3000.00 850.00 850.00 11 1 L.S. Mobilization 3,611.00 3,611.00 6,800.00 6,800.00 5,875.00 5,875.00 15 000.00 15 000.00 6,500.00 6500.00 12 000.00 12 000.00 TOTAL ADDITIVE ALTERNATE NO. 2: 75,836.00 75,385.25 73,350.25 125,201.00 91,894.00 95,972.00 Page 2 BioTab-Spec-10-12.xis ITEM NO.: 7e MEETING DATE: AGENDA SUMMARY REPORT September 1, 2010 SUBJECT: AWARD PURCHASE OF 4,500 FEET OF 750 KCM EPR CABLE FOR THE ELECTRIC UTILITY DEPARTMENT FOR THE TOTAL AMOUNT OF $27,419.68. (EUD) Submitted for the City Council's consideration and action is the Electric Utility Department's recommendation that the purchase of 4,500 feet of 750 KCM EPR Cable be awarded to The Okonite Company in the amount of $27,419.68. On August 12, 2010, Bid Requests were sent to twenty-five companies. Four companies responded with quotes. A bid tabulation of the four responding bidders is attached to this summary report for Council's review. Vendors were all asked to bid firm pricing through 9/6/10 but all vendors bid the product with an "escalation/de- escalation" clause. The low bidder had the following clause: Prices quoted herein are those in effect today, and are predicated on immediate release for manufacture and shipment as soon as completed. These prices shall be adjusted for changes in the price of metals (copper, steel, lead, aluminum), which may occur between the date of quotation and the dates shipments are made. All such adjustments will be made against the net price after all discounts and will be calculated using metal weights quoted herein. Orders received without cutting lengths or for subsequent release, shall be billed at price in effect on the day release is received and shall be adjusted thereafter for changes in the price of metals (copper, steel, lead, aluminum), which may occur between the date of release and the dates shipments are made. Basis: Copper.' Comex per NY Times/Wall Street Journal Current month settle price, previous day closing. Aluminum: Metals week –ingot. Lead: London Metals Exchange (LME) Settle Price. Steel: American Metals Market – Cold Rolled Sheet Class 1. The Electric Utility Department requests that this purchase be awarded with escalation/de-escalation clause considered as acceptable. This cable is needed for inventory back up and will be purchased to the inventory account and charged out to the Underground Maintenance account (800.3729.690.000) when it is used. Fiscal Impact: XI Budgeted FY 10/11 Amount Budgeted $120,000 ❑ New Appropriation ❑ Not Applicable 1-1 Budget Amendment Required Source of Funds (title and #) Account Number Underground Maintenance 800.3729.690.000 Recommended Action(s): Award purchase of 4,500 feet of 750 KCM EPR cable for the Electric Utility Department for the total amount of $27,419.68. (EUD) Alternative Council Option(s): Reject all bids and provide direction to Staff. Citizens advised: N/A Requested by: Colin Murphey, Electric Supervisor Prepared by: Mary Williamson, Purchasing Assistant Coordinated with: Mary Horger, Purchasing Supervisor Attachments: Bid Tabulation Approved: t z, Ja hambers, City Manager Bid Tabulation 750 KCM EPR Cable OPTION # Description Quantity VENDOR Sub total Frt Total Inc. 8.75% tax 1 Okonite Company 4500 5.6030 $25,213.50 0.00 $27,419.68 Geoetal Pxci�c x "' x 2 Prysmian 10500 5.86597 $61,592.69 $66,982.04 'CFta io�liV eMjr 3 Synergy 4500 6.8270 $30,721.50 0.00 $33,409.63 4 Kerite 4500 5.92 $26,640.00 0.00 $28,971.00 r K $0.00 $0.00 $0.00 ITEM NO.: MEETING DATE. city a-„/''uk{ah AGENDA SUMMARY REPORT 7f September 1, 2010 SUBJECT: AWARD OF CONTRACT TO LEE HOWARD CONSTRUCTION CO. IN THE AMOUNT OF $92,636 FOR REMEDIATION SYSTEM INSTALLATION — UKIAH CORPORATION YARD, SPECIFICATION NO. 10-15 Background: This project is an element of the City's Remedial Action Plan for the cleanup of the former underground storage tank site located at the City corporation yard. The remediation system will provide for the treatment of the groundwater and soil vapor at the site. The City Council approved the funding for this project on December 16, 2009 from account of the Fund 110. Discussion: The City distributed plans and specifications to 10 builder's exchanges and 3 contractors for the Remediation System Installation — Ukiah Corporation Yard project, Specification No. 10-15. The City publicly advertised this project on August 6 & 13, 2010, in the Ukiah Daily Journal. A copy of the Notice to Bidders was sent to 33 contractors including all License Class A with Hazardous Substance Removal certified contractors on the City's 2010 Qualified Contractors List. In addition, the plans and specifications were posted on the City's website. Three contractors submitted bids. The lowest responsive, responsible bidder is Lee Howard Construction Company. with a bid of $92,636. The engineer's estimate for this project is $123,735. The bid tabulation sheet is attached. If the bid is awarded, compensation for the performance of the work will be based on unit prices bid for contract item quantities actually installed. Bid totals are based on unit prices bid for contract items at estimated quantities, and therefore, the actual total paid to the contractor may be lower or higher than the bid total indicated. As with construction projects, there may be cost overruns by reason of unforeseen work or because actual quantities installed exceed estimated quantities. Policy Resolution No. 13, authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change, when added to the original contract sum, exceeds the amount budgeted for the project. Staff recommends that City Council award the contract for Remediation System Installation — Ukiah Corporation Yard Specification No. 10-05 to Lee Howard Construction Company with authorization of $9,264 for potential change orders. Fiscal Impact: ❑ Budgeted FY 10/11 ❑ New Appropriation Not Applicable X Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested Corporation Yard UST 110.3301.250.000 $306.383 Recommended Action(s): 1) Award the contract for Remediation System Installation - Ukiah Corporation Yard Specification No. 10-15 to Lee Howard Construction Company for $92,636. 2) Authorize $9,264 for potential change orders. 3) Approve budget Amendment. Alternative Council Option(s): Provide staff with other direction. Citizens advised: N/A Requested by: Tim Eriksen, Director of Public Works / City Engineer Prepared by: Alan Hasty, Assistant Engineer Coordinated with: Jane Chambers, City Manager: Rick Seanor, Deputy Director of Public Works Attachments: (1) Bid Tabulation Approved: �- tphambers, City Manager CITY OF UKIAH DEPARTMENT OF PUBLIC WORKS Remediation System Installation - Ukiah Corporation Yard Specification No. 10-15 Bid Tabulation Prepared By: Alan Hasty Fund Account No. 110.3301.250.000 BID OPENING: August 24,2010 ENGINEER'S ESTIMATE: $123,735.00 Lee Howard Constr. Co. I Northstate Earth and Water I Northwest General Engineering I ITEM NO. QUANTITY UNIT DESCRIPTION UNIT TOTAL UNIT TOTAL UNIT TOTAL 1 1,300 LF SAW CUTTING EXISTING PAVING $3.25 $4,225.00 $1.41 $1,833.00 $1.10 $1,430.00 2 40 TN PAVEMENT REMOVAL AND DISPOSAL $100.00 $4,000.00 $57.25 $2,290.00 $11.00 $440.00 3 8 EA EXISTING UTILITY LOCATION $150.00 $1,200.00 $321.00 $2,568.00 $110.00 $880.00 4 1 420 LF EXCAVATE TRENCH, AND BACKFILL 12" TRENCH WIDTH $32.00 $13,440.00 $23.55 $9,891.00 $33.00 $13,860.00 5 240 LF EXCAVATE, TRENCH, AND BACKFILL 18" TRENCH WIDTH $36.00 $8,640.00 $28.86 $6 926.40 $37.00 $8,880.00 6 75 LF EXCAVATE, TRENCH, AND BACKFILL 30" TRENCH WIDTH $40.00 $3,000.00 $39.53 $2,964.75 $40.00 $3,000.00 7 20 TN SOIL REMOVAL AND DISPOSAL CLASS 1 DISPOSAL FACILITY $1.00 $20.00 $184.00 $3,680.00 $190.00 $3,800.00 8 55 TN SOIL REMOVAL AND DISPOSAL CLASS 2 DISPOSAL FACILITY $1.00 $55.00 $62.45 $3,434.75 $75.00 $4,125.00 9 55 TN SOIL REMOVAL AND DISPOSAL CLASS 3 DISPOSAL FACILITY $80.00 $4,400.00 $46.85 $2,576.75 $75.00 $4,125.00 10 35 TN ASPHALT CONCRETE PAVEMENT REPLACEMENT $250.00 $8,750.00 $181.00 $6,335.00 $135.00 $4,725.00 11 28 SF CONCRETE PAVEMENT REPLACEMENT $50.00 $1,400.00 $19.00 $532.00 $30.00 $840.00 12 1 LS PIPE AND CONDUIT INSTALLATION (CITY TO PROVIDE ALL MATERIAL EXCEPT GRAVITY SEWER PIPE & ACCESSORIES) $3,500.00 $3,500.00 $6,869.00 $6,869.00 $3,500.00 $3,500.00 13 15 EA INSTALLATION OF 18" ROUND WELL BOX CITY TO PROVIDE $200.00 $3.000.00 $161.00 $2,415.00 $275.00 $4,125.00 14 15 EA INSTALLATION OF 24" SQUARE WELL BOX CITY TO PROVIDE $200.00 $3,000.00 $241.00 $3,615.00 $300.00 $4,500.00 15 1 LS EQUIPMENT COMPOUND $20,756.00 $20,756.00 $20,617.00 $20,617.00 $27,120.00 $27,120.00 16 7 EA REMOVABLE STEEL PIPE BOLLARD $350.00 $2,450.00 1 $379.00 $2,653.00 $495.00 $3.465.00 17 40 LF RELOCATE EXISTING WATER SERVICE $20.00 $800.00 1 $20.35 $814.00 $25.00 $1,000.00 18 1 LS ELECTRICAL $10,000.00 $10,000.00 1 $14,924.00 $14,924.00 $9,957.00 $9,957.00 TOTALS= $92,636.00 $94,938.65 $99,772.00 Date and Time Printed: 8/25/2010 at 11:22 AM Filename: BidTab-Spec-10-15.x1s ITEM NO.: pir MEETING DATE: city &�f Ukiah AGENDA SUMMARY REPORT 7g September 1, 2010 SUBJECT: AWARD OF CONTRACT FOR THE RIVERSIDE PARK PHASE 1 - ROUGH GRADING PROJECT, SPECIFICATION NO. 10-13. On July 21, 2010, the City Council approved plans and specification No. 10-13 for the Riverside Park Phase 1 - Rough Grading Project. The City distributed the plans and specifications to builder's exchanges. The City publicly advertised this project on July 29 and August 5, 2010, in the Ukiah Daily Journal. A copy of the Notice to Bidders was sent to approximately 123 contractors including all licensed Class A contractors on the City's 2010 Qualified Contractors List. In addition, the plans and specifications were posted on the City's website. Sealed bids were received and opened by the City Clerk on August 25, 2010. Eight contractors submitted bids. Please refer to Attachment #1 for the complete summary of bid results. The bids were structured with both a base bid, and one additive bid item. As per the instructions in the specification, the lowest bid is the bid with the lowest base bid, without consideration of the price for the additive bid item. The lowest responsive, responsible bidder is Coastside Concrete, whose Base Bid was $72,534.56. Their Additive Bid Alternate #1 was $12,500.00. The engineer's estimate for this project is $91,000.00. Therefore, it is staff's recommendation that City Council award both the Base Bid and Additive Bid Alternate #1 to Coastside Concrete for the total amount of $85,034.56. As with construction projects, there may be cost overruns by reason of unforeseen work. Policy Resolution No. 13 authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change, when added to the original contract sum, exceeds the amount budgeted for the project. Funds have been budgeted and are available in 140.6050.930.006. Fiscal Impact: ❑X Budgeted FY 10/11 1-1New Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Add] Appropriation Requested $679,141 Park Development: Riverside 140.6050.930.006 N/A Recommended Action(s): Award the contract for the Riverside Park Phase 1 - Rough Grading, Spec. No. 10-13 to Coastside Concrete in the amount of $85,034.56. Alternative Council Option(s): Do not award the contract, 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: Jane Chambers, City Manager and Katie Merz, Community Services Manager Attachments: Attachment #1 - Bid Tabulation Approved: 4o LL-,-, `-z Ja Chambers, City Manager BID RESULTS - Riverside Park Phase 1- Rough Grading, Spec. 10-13 Owner: City of Ukiah, Bid Opening: 8/25/10 Coastside Concrete Rege Construction, Inc. L.D. Giacomini Sid Grading & Paving 2160 West Hearn ave Santa Rosa, CA 95407 US 600 Santana Drive Cloverdale, CA 95425 US 3351 North State Street Ukiah, CA 95482 US PO Box 3818 Santa Rosa, CA 95402 US Base Bid Item # Item Description QTY UOM Unit Price Item Total Unit Price Item for*Tj Unit Price Item Tota Unit Price Item Tota Additive Bid Alternate #1 Item # Item Description QTY UOM Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Tota 1 AND HAUL TO STOCKPILE SITE, AND GRADE TO DRAIN AS DIRECTED. 1 LS $12,500.00 $12,500.00 $8,250.00 $8,250.00 $1,500.00 $1,500.00 $3,500.00 $3,500.00 I. Total Bid Amount 1 $85,034.561 $84,931.52193,695.50 117,756.00 Listed Subs Fieldstone Construcition Santa Rosa, CA Green Right O'Way Constr. Granite Construction Gregg Simpson Trucking Valley Paving PO Box 1119 Willits, CA 95490 US 1324 South State Street Ukiah, CA 95482 US 11 Highland Ukiah, CA US PO Box 559 Redwood US Base Bid item # Item Description 1QTY UOM Unit Price Item Total Unit Price Item Total I Unit Price Item Total Unit Price Item Total 1 ROUGH GRADING , 1 I LS 123200.0011123,200.00 126;000.00 126,000.00 $89,890.0011 $89,890.00 168,635.00 $168,635.00 Bid $123,200.00 126,000.00 89,890.00 $168,635.00 Additive Bid Alternate #1 Item # 111temDescription QTY UOM Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total 1 REMOVE MOUNDS OF DEBRIS AND HAULTO STOCKPILE SITE, AND GRADE TO DRAIN AS DIRECTED. 1 LS $3,500.00 $3,500.00 $7,800.00 $7,800.00 $58,800.00 $58,800.00 $3,700.00 $3,700.00 Bid 3,500.00 $7,800.00 58,800.00 $3,700.00 Total Bid Amount 5126,700.001 11 $133,8_00-3001 $248,690.00 172,335.00 Listed Subs Johnson's Custom Landscaping Ukiah, CA Proseed Landscape & ErosionLamAla Philo, CA Ukiah, CA ITEM NO.: 7h MEETING DATE: September 1, 2010 City o-1-kiafiz AGENDA SUMMARY 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 to 25 cubic feet per second (cfs) for the upper Russian River and 35 cfs for the lower Russian River if during 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: Tim Eriksen, Director of Public Works and City Engineer Attachments: Attachment 1 — Resolution Attachment 2 — Letter to SCWA Approved:C�- J Chambers, City Manager Subject: Drought and Water Shortage Status Meeting Date: September 1, 2010 Page 2 of 2 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. 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. Lake Mendocino storage is now 96,034 acre-feet. The state is predicting a dry year so staff recommends the continuation of the voluntary conservation measures. It should be noted that the construction of the pump house at Oak Manor well #8 is near completion. Staff anticipates that this well will be in operation within the next two months. Regional Issues The administrative draft of The Water Supply Assessment for the Ukiah Valley Area Plan (UVAP) has been released for comment. This plan was originally drafted a few months ago. The original was flawed with inaccurate data. County staff has done an admiral job at rewriting this document. A meeting on the draft was held by County staff on August 26, 2010. Comments from agencies are due on September 1, 2010. The quick turnaround is necessary to keep the UVAP process on schedule. A'iTACHMENT_ RESOLUTION NO. 2009-17 RESOLUTION OF TxE CITY COUNCIL, OF TIDE CITY OF UlaAH DECLARING A LOCAL EMERGENCY PURSUANT TO THE EMERGENCY SERVICES ACT AND A STAGE I WATER EMERGENCY UNDER SECTION 3602 OF TETE U MAH CITY CODE 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 run-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 2008; 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 of the 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 C SWRCB") has approved an Urgency Change Petition filed by the Sonoma County Water Agency C 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 cfs 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 l -June 30, 2009; and 11. The order approving temporarychanges to the minimum in -stream flows required by the appropriative rights permits 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 Act (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 Iocal 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 Iocal agencies pursuant to agreement or at the direction of the 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 .j 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 1 of the Uldah City Code pertaining to a Water Shortage Emergency; and 17. In a Stage 1 water emergency the Mayor shall issue a proclamation urging citizens to institute such water conservation measures on a voluntary basis as maybe rewired 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 III water emergencies impose various mandatory conservation measures on City residents, including a prohibition on "nonessential water use" in a Stage II water emergency and a limit on the daily use of water by different classes of water user in a Stage III emergency, and 2 20. The City can declare a Stage H or Stage H emergency: if voluntary measures or less sever mandatory measures does 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 Uldah hereby: 1. Declares a local emergency due to drought under the Emergency Service Act. 2. Declares a Stage I Water Storage Emergency under Ukiah 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 {"Conservation Period', and to report back t6 the City Council at each City Council meeting field 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 nofify 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 II or III 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 Iocal 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: CounciImembers Landis, Thomas, Crane, Rodin, and Mayor Baldwin NOES: Alone ABSTAIN: None r ABSENT: None Philip E.joaldwin, Mayor Lind�dlty Clerk 3 April 28, 2009 Lynn Florey Sonoma County Water Agency Principal Program Specialist P.O. Box 11628 Santa Rosa, CA 95106 Dear Ms. Florey; 6i This letter is written in response to your letter dated April 17, 2009. I 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 us 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 avid 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 43 and 44. The Ranney and Well 43 draw water from an alluvial zone along the Russian River. The pumping capacity of both the Ranney collector and Well #3 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 Sebwarzenegger 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 Fee# 707/463-6204 Web Address: wwwoftyofuklah.com 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 anticipated that the wastewater treatment plant could begin to produce recycled water by August of 2009. A distribution system is under design acid 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. C ambers City Manager Attachments: 1. City of Ukiah Water Use 2. City of Ukiah Water Conservation Programa 2009 Annual Water Use MG 2008 1192.968 2007 1219.964 2006 1248.424 2005 1223.542 2004 1345,744 City of Uldsh Water Use -11.4% 2008/2004 -9.3% 2007/2004 -7.2% 2006/2004 -9.1% 2005/2004 Water Use (MG) 2004 2007 2008 2009 2007/2004 2008/2004 April 96.743 87.507 87.865 -10% -9% May 145.402 121.505 132.345 -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 3180 2775 2768 Diversion Volume (MG) 2004 2007 2008 2009 2007/2004 2008/2004 April 57.046 27.598 62.754 -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 73.465 -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 15, 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 11.41/10 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 a leak 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 leak detection and repair on 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 S. 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 regbiar 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 fours 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 Tail 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 Assoclation (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. ResidentialULFT 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 publio 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. lit. 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 Wafer 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: - • installation of waterless urinals and dual flush toilets in all City buildings (immediate) ■ Sign the California Urban Water Conservation Council's Memorandum 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 (longterm) • Water waste ordinance prohlbiting: (immediate) 1. gutterilooding 2. carwash fundraisers 3. non-recycling decorative water fountains 4. breaks or leaks in the water delivery system • Incentives for Retrofits (long terra) 1. low flow shower heads 2. toilet displacement devices 3. toilet flappers 4. faucet aerators s. high efficiency washing machines G. ultra-low flow toilets A -r ACHMENT_ _, RESOLUTION NO. 2009-17 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UIOAH DECLARING A LOCAL EMERGENCY PURSUANT TO THE EMERGENCY SERVICES ACT AND A STAGE I WATER EMERGENCY UNDER SECTION 3602 OF T9E UiKJAH CITY CODE kyb . 101 tam 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 run-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 MR- and 4. Average rainfall for April — June is 4.8 inches; and • 5. Even average rainfall .for the remainder of 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 of the dry summer season than is currently stored in the Lake; and 8. 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 0 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 1 -June 30, 2009; and 11. The order approving temporary changes to the minimum in -stream flows required by the appropriative rights permits 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 a and participation of agricultural and municipal Russian River water users to reach a water conservation goat 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 Act (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 Iocal agencies pursuant to agreement or at the direction of the 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 Iess than every 21 days after first declaring the emergency; and 16. Under Uldah 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 11 of the Ukiah 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 may. be 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 relyon the Russian River or water stored in Lake Mendocino and ' 19. Stage Ii and: M water emergencies impose various mandatory conservation measures on City residents, including a prohibition on "nonessential water use" in a Stage II water emergency and a limit on the daily use of water by different classes of water user in a Stage III emergency; and 1 20. The City can declare a Stage II or Stage H emergency, if voluntary measures or less sever mandatory measures does not achieve an adequate reduction in the use of Russian Rive_ r water or in water use generally to meet the available supply; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Uldah hereby: 1. Declares a local emergency due to drought Under the Emergency Service Act. 2. Declares a Stage I Water Storage Emergency under Ukiah City Code Section 3602. 3. Directs the City Manager: EL 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 (" Conservation Period', and to report back to the City Council at each City Council meeting field 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 II or III 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 stammer 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, NOES: None ABSTAIN: None ABSENT: None ATTEST? L' d ra ity Clerk Thomas, Crane, Rodin, and Mayor Baldwin Philip E. aldwim, Mayor April 28, 2009 Lynn Florey Sonoma County Water Agency Principal Program Specialist P.O. Box 11628 . Santa Rosa, CA 95406 Dear Ms. Florey; This letter is written in response to your letter dated April 17, 2009. I 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 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 1.1.4%. 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 161116 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 43 and A. 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 #3 are affected by 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 Scbwarzenegger declared a water shortage. On February 26, 2009, the City received a letter from Victoria A. 300 SEMINARY AVENUE UKIAH, CA 98482-5400 Phone# 707/463-6200 Fax# 707/463-6204 Web Address: www.ellyofLiklah.com 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 developingthis 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.. PIease call me at 707- 463- 62`13 if you have questions regarding this information. Sincerely, ane:A.C ambersCitynager Attachments: 1. City of Ukiah Water Use 2. City of Ukiah Water Conservation Program 2009 City of Ukiah Water Use Annual Water Use MG 2008 1192.968 -11.495 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 2007/2004 2008/2004 April 96;743 87.507 87.865 -10% -9% May 145.402 121.505 132.345 -16% -9% June 162.897 149.782 143.469 -8% -12% July 185.876 164.473 158,899 -12% -15% /august 279.326 162.859 157.056 -9% -12% Sept. 156.798 134.481 130.508 -14% -17% Oct. 109.224 85.777 91.724 -2396 -1690 Total MG 1036.266 904.385 901.866 -13% -13% ac -ft 3180 2775 2768 1 Diversion Volume (MG) 2004 2007 2008 2009 2007/2004 2008/2004 April 57.046 27.599 62.754 -52% 10% May, 112.803 72.833 111.365 -35% -1% June 129.493 109.976 102.115 -15% -21% July_ 131.955 105.631 109.09 -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 73.465 -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 utliities, 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 `ara cdenerallyrecognized as standard definitions of water conservation measures. 1. 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%o 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 iinstructs customers in how to use their water meter to determine if there Is a leak 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 leak detection and repair on an ongoing basis. The City, also, calculates system water losses annually and reports this information to DWR. OMM 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 S. 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 regular basis to discuss landscape conservation programs. DMM'T. 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 hili staffers, distribution of the Consumer Confidence Report, radio broadcast.§, 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. Pour scienceclasses 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 Tail 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 2006, 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 42. 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 leiter 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 UL.FT replacement programs. Since October 1992, the sale of toilets using more than 1.6 gallons per flush has been prohibited by State and Federal reguietions. These regulations a4 enforced In the City. 11. Additional Water Conservation Measures in addition to: the DMMs, the" City has also taken the following actions,- 1. ctions;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. III. Future Waiter Conservation Activities The City has recently undertaken a rate and revenue study of its water utility. A tiered Inclining Mock 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 f=und 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: installation of waterless urinals and dual fiush toilets in all City buildings (immediate) ■ Sign the CaliforniaUrban Water Conservation Council's Memorandum 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: efficlent'landscaping (long term) • Water waste ordinance prohiblting; (immediate) i, gutterfiooding 2. carwash fundralsers 3. non -recycling decorative` water fountains 4, Breaks or leaks in the water delivery system incentives for Retrofits (long term)' . 3.. low fiow shower heads 2. toilet displacement devices 3. toilet flappers 4. faucet aerators s. high efficiency washing machines G. ultra -lova flow toilets ITEM NO.: 7i MEETING DATE: AGENDA SUMMARY REPORT September 1, 2010 SUBJECT: AWARD OF CONTRACT FOR STREET STRIPING 2010, SPECIFICATION NO. 10-16 Background: This project is the City's annual street striping project. Discussion: The City distributed plans and specifications to 9 builder's exchanges and 7 contractors to date for the Street Striping 2010 project, Specification No. 10-16. The City publicly advertised this project on August 12 and August 19, 2010, in the Ukiah Daily Journal. A copy of the Notice to Bidders was sent to 125 contractors including all Licensed Class A contractors and Class C-32 contractors on the City's 2010 Qualified Contractors List. In addition, the plans and specifications were posted on the City's website. Sealed proposals will be received and opened by the City Clerk on August 27, 2010. Staff is seeking Council approval for award of the contract based on the outcome of the bid opening. A bid tabulation sheet will be provided to the Council and the public at the meeting. If the bid is awarded, compensation for the performance of the work will be based on unit prices bid for contract item quantities actually installed. Bid totals are based on unit prices bid for contract items at estimated quantities, and therefore, the actual total paid to the contractor may be lower or higher than the bid total indicated. As with construction projects, there may be cost overruns by reason of unforeseen work or because actual quantities installed exceed estimated quantities. Policy Resolution No. 13, authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change, when added to the original contract sum, exceeds the amount budgeted for the project. Staff recommends that City Council award the contract for Street Striping 2010 Specification No. 10-16. Fiscal Impact: Budgeted FY 10/11 ❑ New Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested $25,000 Airport Maintenance Budget 100.3110.250.000 Continued on Page 2 Recommended Action(s): 1) Award contract for Street Striping 2010 Specification No. 10-16, to the lowest responsive, responsible bidder based on bids submitted on August 27, 2010. Alternative Council Option(s): (1) Reject Bids; (2) Provide staff with other direction. Citizens advised: N/A Requested by: Tim Eriksen, Director of Public Works / City Engineer Prepared by: Alan Hasty, Assistant Engineer Coordinated with: Jane Chambers, City Manager; Rick Seanor, Deputy Director of Public Works Attachments: None Approved: C— J& Chambers, City Manager I` to"; MEMORANDUM To: Members of the City Council From: Alan Hasty, Assistant Engineer cc: JoAnne Currie, City Clerk Date: August 31, 2010 Re: ITEM 7i — Meeting of September 1, 2010, Award of Contract for Street Striping 2010, Specification No. 10-16 Attachment "A" for your review is the Bid Tabulation sheet for the above referenced project. The bid opening occurred at 2:00 PM Friday, August 27, 2010. Four contractors submitted bids. The lowest responsive, responsible bidder is Sierra Traffic Markings, Inc. of Loomis, CA with a bid of $25,073.92. Fiscal Impact: XI Budgeted FY 10/11 F]New Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addtl. Appropriation Requested $25,000 Street Maintenance Fund 100.3110.250.000 RECOMMENDED ACTION Award the construction contract for $25,073.92 for the Street Striping 2010, Specification No. 10-16 to Sierra Traffic Markings, Inc of Loomis, CA. Y ATTACHMENT "A" CITY OF UKIAH DEPARTMENT OF PUBLIC WORKS STREET STRIPING 2010 Specification No. 10-16 Bid Tabulation Prepared By: Alan Hasty Fund/Account No. 100.3110.250.000 Budget = $25,000 Bid Opening: August 27, 2010 ITEM NO. QUANTITY UNIT DESCRIPTION Siera Traffic Markings, Inc. Loomis, CA UNIT TOTAL PRICE Traffic Limited Lodi, CA UNIT TOTAL ** Central Striping Rancho Cordova, CA UNIT TOTAL ** Chrisp Company Fremont, CA UNIT TOTAL ** 1 5,776 LF Broken White 4" $0.06 $346.56 $0.12 $693.12 $0.12 $693.12 $0.16 $924.16 2 80,033 LF Broken Yellow 4" $0.06 $4,801.98 $0.12 $9,603.96 $0.18 $14,405.94 $0.16 $12,805.28 3 4,137 LF Solid White 4" $0.12 $496.44 $0.12 $496.44 $0.12 $496.44 $0.16 $661.92 4 12,077 LF Solid Yellow 4" $0.12 $1,449.24 $0.12 $1,449.24 $0.10 $1,207.70 $0.16 $1,932.32 5 3,855 LF Solid White 8" $0.20 $771.00 $0.75 $2,891.25 $0.17 1 $655.35 $0.27 $1,040.85 6 29,091 LF Double Yellow $0.20 $5,818.20 $0.20 $5,818.20 $0.13 $3,781.83 $0.27 $7,854.57 7 5,848 LF Two Way Left Turn Yellow $0.30 $1,754.40 $0.20 $1,169.60 $0.36 $2,105.28 $0.27 $1,578.96 8 28,768 LF Bike Lane 4" White $0.12 $3,452.16 $0.12 $3,452.16 $0.19 $5,465.92 $0.16 $4,602.88 9 41,651 LF Bike Lane 6" White $0.14 $5,831.14 $0.15 $6,247.65 $0.09 $3,748.59 $0.221 $9,163.22 10 882 LF No Passing 4" Yellow $0.40 $352.80 $1.00 $882.00 $0.42 1 $370.44 $0.161 $141.12 TOTAL $25,073.92 $32,703.62 $32,930.61 $40,705.28 ITEM NO.: MEETING DATE. CftJ aJ-Ukiah- AGENDA SUMMARY REPORT 7j September 1, 2010 SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT TO COASTLAND CIVIL ENGINEERING FOR CONSTRUCTION MANAGEMENT, INSPECTION, AND TESTING SERVICES FOR THE NEIGHBORHOOD ENHANCEMENT - CLARA AVENUE PHASE 1 PROJECT, SPECIFICATION NO. 10-12, AND APPROVE BUDGET AMENDMENT Background & Discussion: In response to staff's request for proposals, four consulting firms submitted proposals for construction management, inspection, and testing services for the Neighborhood Enhancement — Clara Avenue Phase 1 Project, Specification No. 10-12. Construction management, inspection and testing services will involve daily project inspection, review and verification of Contractor's pay requests, review and verification of certified payroll reports, testing of the waterline and storm drain trench compaction and other testing as required by the plans and specifications, coordination and review for compliance with the North Coast Railroad Authority encroachment permit requirements, and other duties. Staff reviewed the proposal and recommends award of a professional services agreement in the amount of $121,160 to Coastland Civil Engineering for this work. Coastland's proposal was rated above the others by several staff members independently. It should be noted that Coastland was also the consultant that performed the project design. Staff finds that often when the designer and inspector is from the same firm the City will have cost savings. This is another reason that this recommendation is supported. The other consultant proposals and fees submitted for review were as follows: SHN Consulting Engineers & Geologists, $108,160; Green Valley Consulting Engineers, $134,760; and Winzler & Kelly, $170,635. Staff recommends a budget amendment utilizing fund balances from STP d(1) and Traffic Congestion Relief Program for this agreement. This construction management/inspection is concurrent with City Council's award of a construction contract to Argonaut Constructors. Fiscal Impact: Budgeted FY 10/11 ❑X New Appropriation F� Not Applicable AI Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested N/A 341 STP d(1) Fund Balance $10,749.00 342 TCRP Fund Balance $58,260.00 820 Fund Balance $52,151.00 Recommended Action(s): 1. Award professional services agreement to Coastland Civil Engineering for construction management, inspection and testing services for the Neighborhood Enhancement - Clara Avenue Phase 1 Project, Specification No. 10-12; 2. Approve budget amendment. 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: None. Approved: - Ja Chambers, City Manager ITEM NO.: MEETING DATE: City of Ukiah AGENDA SUMMARY REPORT September 1, 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 number 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. Gobbi Well 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 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: Tim Eriksen, Director of Public Works / City Engineer Coordinated with: Jane Chambers, City Manager Attachments: None. Approved: J& Chambers, City Manager Subject: Update Report Regarding Status of Water Emergency Conditions Necessitating Emergency Resolution to Expedite Construction of Oak Manor Drive Water Well Meeting Date: September 1, 2010 Page 2 of 2 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. Oak Manor Well 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 began April 26, 2010. The pump house at Oak Manor well #8 is near completion. The electrical equipment for running the pump is in place and DPW staff is coordinating with the City's electrical department for power. Staff anticipates that this well will be in operation within the next two months. The landscape contractor will be placing sod next week it will take three weeks for the sod to be able to withstand public use. City af' 2Jk-Yah ITEM NO.: 71 MEETING DATE: September 1, 2010 AGENDA SUMMARY REPORT SUBJECT: REPORT OF ACQUISITION OF PROFESSIONAL CONSULTING SERVICES FROM GREEN VALLEY CONSULTING ENGINEERS FOR DESIGN AND PREPARATION OF PLANS FOR THE ABUTMENTS, PATHWAY TRANSITIONS, ETC. FOR THE OAK MANOR PEDESTRIAN BRIDGE 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 Green Valley Consulting Engineers for design and preparation of plans for the abutments, pathway transitions, etc. for the Oak Manor Pedestrian Bridge. Staff reviewed the proposal and found the proposed fee of $7,050 to be commensurate with the scope of work. The design and plans are being prepared to replace the existing wooden pedestrian bridge with the steel railcar bridge which was salvaged from the Gobbi Street — Oak Manor Drive — Babcock Lane Realignment project. It is anticipated that construction of the pedestrian bridge replacement project will occur in the summer of 2011. Fiscal Impact: F—]New Appropriation Not Applicable Budget Amendment Required I Budgeted FY 10/11 Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested $50,000 Special Projects Reserve 699.3110.930.018 Recommended Action(s): Receive and file report of the acquisition of professional services from Green Valley Consulting Engineers in the amount of $7,050 for design and preparation of plans for the abutments, pathway transitions, etc. for the Oak Manor Pedestrian Bridge. Report is submitted pursuant to City 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: '" . C06 Ja Chambers, City Manager city oj' rUkiafi ITEM NO.: 7m MEETING DATE: September 1, 2010 AGENDA SUMMARY REPORT SUBJECT: REPORT OF ACQUISITION OF PROFESSIONAL CONSULTING SERVICES FROM EBA ENGINEERING FOR COMPLETION OF SOIL BORINGS AS REQUIRED FOR THE SOIL AND GROUNDWATER MANAGEMENT PLAN FOR 1230 AIRPORT PARK BOULEVARD AND APPROVE BUDGET AMENDMENT 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 completion of soil borings as part of the soil and groundwater management plan. Staff reviewed the proposal and found the proposed fee of $9,942.27 to be commensurate with the scope of work. The soil and groundwater management plan was required by the Regional Water Quality Control Board as a condition of development of the property at 1230 Airport Park Boulevard. The City Council approved the funding for this project on December 16, 2009 from account of the Fund 110. Fiscal Impact: Budgeted FY 10/11 1-1 New Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested Corporation Yard UST 110.3301.250.000 $306,383 Recommended Action(s): 1) Receive and file report of the acquisition of professional services from EBA Engineering in the amount of $9,942.27 for completion of soil borings as required for the soil and groundwater management plan for 1230 Airport Park Boulevard. Report is submitted pursuant to City Code. 2) Approve budaet Amendment. 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. 6LZApproved: C Lam--- ---- Jan hambers, City Manager city aj' u 6 ITEM NO.: 7n MEETING DATE: September 1, 2010 AGENDA SUMMARY REPORT SUBJECT: REPORT OF ACQUISITION OF TREE PRUNING SERVICES FROM NORTHCOAST TREE CARE IN THE AMOUNT OF $7,000 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 services costing more than $5,000 but less than $10,000. The Public Works Department obtained a proposal from Northcoast Tree Care for pruning oak trees overhanging the Oak Manor Mobile Home Estates. The oak trees are located along the south bank of Gibson Creek adjacent to the pedestrian pathway. John Phillips of Northcoast Tree Care inspected the oak trees and recommended to Street Maintenance staff that the oak trees should be pruned since large limbs were overhanging the Oak Manor Mobile Home Estates. Staff reviewed the proposal and found the proposed fee of $7,000 to be commensurate with the scope of work. Fiscal Impact: Budgeted FY 10/11 F-1New Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested $9,000 Special Projects Reserve 100.3110.250.000 Recommended Action(s): Receive and file report of the acquisition of services from Northcoast Tree Care in the amount of $7,000 for pruning oak trees overhanging the Oak Manor Mobile Home Estates. Report is submitted pursuant to City 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: ---�--- J e Chambers, City Manager ITEM NO.: 7o MEETING DATE: September 1, 2010 City oJ-'�Ukiah AGENDA SUMMARY REPORT SUBJECT: REPORT OF ACQUISITION OF PROFESSIONAL CONSULTING SERVICES FROM EBA ' ENGINEERING FOR PREPARATION OF MANDATED REPORTS 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 second quarter detection monitoring report, the third quarter landfill gas 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 reports are mandated requirements 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: ❑X Budgeted FY 10/11 1-11-1Appropriation Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Additional Appropriation Requested $105,000 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 mandated reports for the Ukiah landfill. Report is submitted pursuant to City 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: �Ie Chambers, City Manager ITEM NO.: 7p MEETING DATE: September 1, 2010 city °J. il�dafi, AGENDA SUMMARY REPORT SUBJECT: APPROVE THE DRAFT REQUEST FOR PROPOSAL FOR ENGINEERING SERVICES FOR THE PREPARATION OF A RECYCLED WATER MASTER PLAN AND DIRECT STAFF TO DISTRIBUTE TO ENGINEERING FIRMS Background: On July 7, 2010 staff presented the comments that the council directed staff to seek on the draft of the RFP for the Recycled Water Master Plan. The original draft was submitted on April 7, 2010. During the public comment on April 7th meeting several people representing different agencies spoke to the effect that they felt the draft RFP was not inclusive of the Ukiah Valley. As a result of this discussion the Council directed staff to send the draft to all and any agencies that may have comment or may be affected. Staff sent the RFP to the following Agencies: 1. Inland Water and Power Commission 5. Willow Water District 2. Ukiah Valley Sanitation District 6. Hopland PUD 3. Mendocino County Farm Bureau 7. Millview County Water District 4. Russian River Flood Control & Water 8. Mendocino County Water Agency Conservation Improvement District 9. Redwood Valley County Water District We have received comments from two agencies. As directed by the council on July 7th, these comments have been incorporated wherever it was practical and the RFP has been revised and is attached for Council's consideration. Fiscal Impact: XI I— BudgetedoFY 11New Appropriation F1Not Applicable 11Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Add. Approp.Reguested $ 150,000 Sewer Fund 614 $0 RECOMMENDED ACTION(S): Approve the RFP for engineering services for the preparation of a Recycled Water Master Plan and direct Staff to seek proposals. 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: Tim Eriksen, Public Works Director and City Engineer Coordinated with: Jane Chambers, City Manager Attachments: 1) RFP for Recycle Water Master Plan Approved: J Chambers, City Manager REQUEST FOR PROPOSALS ENGINEERING SERVICES FOR ' i RECYCLED WATER 1VIT PLAN 10, Issue Date: September 2, 2010 %, � Proposal Due Date: September/28, 2010, no: l it r than 5 pm (PDST) ss / Iue y iii /, , ;,;CIT,Y OF %'KIAH , i /i, , PLJB,L'fC WORKS DEPARTMENT ''%moi„'° 3 /0 Seminary Avenue Ukiah, CA 95482 % /,i cit ah PUBLIC WORKS Page 1 of 19 I. PURPOSE 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 should evaluate the potential for using the tertiary treated effluent 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 option and create a master plan for installing recycled water transmission mains'�from the ,City's Water Reclamation Facility (WRF) to serve the urban and,a�icultural needs of the City and Ukiah Valley. The City's goal is to develop'g%';roaster plan for a recycled water system that could be phased -in over time. The Cityy► I s to understand the full potential for system build -out so that pipelines anfac Cties can b"Ized accordingly. The RWMP shall be developed in accordance j Y all applicable Cocal, state, and federal requirements. 'r%i/;/ D /i; rf� • r• fi %// Timeline and Regyjred ResponseDates/ „ /'' 09/02/10 Request for` pf`„ " / oposals and icatie"ailed to prospective cEi�sultants �;fid�osted for general solicitation. 09/28/,10 /i Submittal%Deadlirie,% Five'(5) written, signed copies of the RFP IN / f ;:sponse enclosed rn �asealed envelope must be received at the office,of Tim!riksen Di ecfor of Public Works 300 Seminary Ave, ' % ri / ' / Ukiah', iforni�,96482, on or before 5 p.m. Postmarks will not be ;/ accepted IncorrtpJete responses, late responses and/or responses;%,not irk' compliance with the RFP format and eequiremen!`s will not be considered. of ,a 10/04/10Finalist„p�es�ntations with selection committee (if requested) 10/12/10 Selection committee identifies top consultant. 10/20/10 Professional Services Agreement with top consultant presented to City Council for approval. 10/22/10 Top consultant executes Professional Services Agreement with City. 10/01/11 Final Recycled Water Master Plan completed. Page 2 of 19 II. PROJECT BACKGROUND 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 `", l grow over the next twenty years as it annexes land located within its Sphea cSf%influence. The WRF has an average dry weather fl peak wet weather capacity of 24.5 mgd4, maximum of 7.5 mgd of recycled Wet /i%: California Title 22 standards for ur��es�n Facility is permitted under the NPD ,, ,p Coast Regional Water Quality Control`r�t vu;(ADWFi),capacity of 3.01 (mgd) and a Th'e City h'asthe capability to produce a that meetexceeds the State of ted use. The C ft s, Water Reclamation 42�rmit No. 3847838 issued by the North Mrd (R,WC CB) in 0c`Gber,.2005. B. Current Disposal `(ipes for Wa"at is Proposed to be Recycled The City currently discharge , C its se ponds (year round; primary disposal 110 million gallorfs�''nd percolati' i discharge fr6mfOctober1 throug N flow of the Rdssaan River measure anticipates that most of/// ,demand !,pry treat%d,effluent to three percolation h'od),with a combined storage volume of of6'mgd The City is also permitted to Wa maX"um of 1% of total volumetric the Hopland gauging station. The City recycled water will be for irrigation uses Conceptual„Recv led Water Service Areas The municipal airport has'eki fessed interest in receiving service and is a potentral first phase ;recycled"'Water customer. The future Riverside Park has i also tified w/' potential "first phase" recycled water customer. WRF to Airpdrt , /%% The Ukiah RegionslAirport 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 Page 3 of 19 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. D. Organizational Structure The City's Public Works Department provides nth' and maintenance support services for the 42WIF. personnel are assigned exclusively to the operatl administrative and systems field person n. are "spar water systems. The Department is managed by°th under the general supervision of the%City ManagF positions for system maintenance%aone supervi administrative, engineering, The reclamation facility on of the plant while the ed between the sewer and e,Director of Public Works 'r Assigned personnel sor, ne lead worker, one NONS service attendant and seven attend nts The City owns -n--',,maintains its own service fleet including video equipmen, supporrg hardwared software and ,. the transport van. ' E. Stakeholders and Potential ,iProblems and Delays ii raj /i"S Gig The City envisions several diMent type 'of outreech that will allow it to reach .' j//@,i / i a various target�attiehces The pote„ntial, takeholders are Development Interests, Existing Large Urban Irrigators, and f- i'ling Large,,Agricultural Irrigators. During the developmer�tof its�5 Urban%Water Management Plan (UWMP), the City began dialogue"ith eachclass of user Ad'Ohfiona('Eechn�cal iriformation"i�' nece��'ary to continue these discussions with ii/ /j, i the stake hold nthe�2005 UWM fpe City began the process of analyzing its recycled water supply and potential users. ,a,, , ITDESCRI["ON OF PROFESSIONAL SERVICES The requested i5�o fs�`onal services to be provided include the preparation of a Recycled Wate�� lly� ter Plan (RWMP). In general, these services include i 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 Page 4 of 19 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 b water resources, evaluation of operating costs; of regulatory compliance, permitting, and pror progress reporting; budget tracking; client meE outreach, and schedule coordination. The., through quality control and preparation of a rr, team Project Manager shall be responsible,,fo� Project through the coordination and use,,W ;th assigned to this project. AND/ The consulting team Project IV members and participate in projec coordinate work and resolve any team Project Manager shall p summaries, and shall di§ bute i following conference calls, ","J&pti( The consulting, /team Project/A cooperatively/witKitt h" it Vs cusp private eritities, and N i communications and d requirements S(%ne of Co.0 'of%,Mendocin pistr(ot"a�n ultL viii �7 t City and sJurrou Consultant to d"6 staopJders, wE as be cable of rep anticipatd;;fi at the meetings with, City general discu94i00 , s lop an Me : analysis of water demands and conceptual design; determination arty acquisition impacts; monthly :ings and communications; public e!/fsks shall be accomplished tta ment plan. The consulting the successful completion of the it rstaff and other team members a�''er shall coordinate, with project team riEsetmgs, conference cdlls and workshops to prissues��a they arise ;The consulting epare �rneef ng minutes anc ;action items gem to ME City and project team members worksYiops // iii lana e'r ��is exp''scted to work closely and /� nt iia takehci)tler, local community, ciated as a toeSpromote positive aecGrate understanding of their needs and I rs may include but are not limited to, the %% )unt�i%Water District, Millview County Water ano C`6`rnmunity College, and the residents of nding',u,nincorporatid areas. The City expects the selected op a'(h,;approach/strategy to effectively work with these '1) s with ;��ei general public. The selected Consultant shall Agg ,i 1 76senting fife City when addressing these entities. It is consulting team Project Manager shall organize and conduct staff, as appropriate, for the purpose of data gathering, ai 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 Page 5 of 19 W the intent of the scope of work in a timely manner, executive management and all staff levels of the City. selected Consultant shall research, evaluate and documentation available from the City and other sources. PRELIMINARY SCOPE OF WORK Task 1 — Define Study Area and Existing Conditions Subtask 1.1 — Define Study Area Define the study area for the use of recydle'd AWC phased approach to implementing a rlecycied "immediate" and "expanded" service areas "This tai and associated local agencies Hey Sanii Flood Control and Water Conse&''o'n District. F to understand priorities and vidbiltty of Subtask 1.2 — Document E� stfrtia.Conditions to the expectations of It is expected that the synthesize relevant iter program and define includes meeting with City anDistrict, Russian River n' B„ureau, Hopland PUD, )thers that may be defined recycled Vvater within the City limits to Water. Wastewater and The Stud Ar6d jdhardcteristics "'With rpect fo land use and population trends, Y, water suppl}� characteristics and f iIi ,ies� nd regy led water characteristics and facilities will Tehsummarized in a n 7e, nical Memorandum TM. This order of description is d istehf wp the -p[ nning guidelines of the State Water This taskncludes ide'htifying potential users and performing early outreach and informationopportunities. The market assessment, in conjunction with the recycled water, systerh hydraulic model, will be used to determine pipeline alignments ands y requirements to cost effectively serve the maximum amount of recycle /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 — Develop GIS Protocol This subtask includes systematically codifying available data and "building” the GIS model that will be used for alternative analysis. This task includes Page 6 of 19 developing a standard protocol for data coding and describing the existing water supply. 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 fo►`R$ally, preparation; communication; coordination of resources; deliver ; data gathering; reporting; documentation, and costs associated with punting, asgpecessary to complete the project. Based on the needs of this projebtthe Consultant shall develop a Microsoft Access -based personal geodatabase /Ahat comp >i s the inforrriatjon obtained in the market assessment iTe database virill,mcl�(de at a minimUrr the following fields: 1. Unique ID Number 2. AssessorsParcel Num 3. Owner//Narne 4. Own ar address �� 5. Type ofU,se 6 Potentialstoi y %110 %%, 7%AM-0 De iar %/� 9 Diurnal Demanc 10 Priority %H, vdraulic Mode 12 E'/ timated Da 13 O&txlata fie rn Junctiannode ID if Connection fiat are needed by the team. 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 2.3 — 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). Page 7 of 19 Meet with the City to review this output and develop a strategy for outreach and information sharing. Subtask 2.4 — 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, 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/0ar the LCC analysis. Consultant shall, in,c&sultat '& �r parameters such as discount rates end; inflation calculate life cycle of each prop "Y alternative limited to the following: � a. Select a methodology for LCCA"analysis fL i% staff.es UPI to I b. Establish LCC pararnet�rs such as inflation factors for enrgj�,,labor, and 'ter shall be established for ;yyith City staff, set all the tars, ,which will be used to Thktask includes but not a consultation with the City unt rate, asset useful lives, and lh/fial costs. e data into the model using the agreed k 2.1 and performing research necessary This task 911" includ' he development of a recycled water system hydraulic model using MUVH Soft%H20Map. The hydraulic model will be used to determine design phases e(,tiesign 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. Page 8 of 19 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 system ",and to create a user-friendly structure that can assist in future modelk",pansions, analyses, etc., by both the City staff and outside con�ultan�s A systematic approach for Lari description/labeling modeling sce os wU also be developed. This comprehensive identification systeill be formally submitted to and reviewed by the Ci�y; for acceptance and will ultimately be incorporated into the User!,/al. anual. Node andro pe numbers shall be assigned so that the mod' 'I", good ahii' and planning: 1111-111,01L i ,r� 15 random numbering will not be accepted/. 61 analyzing °thc Consultant sh` consideration. Specific subtasks include: -the hyded lib model, developed as part of Task 1, to %different alternatives which differ from each other; in i lehts reservoir locations and sizes, hydraulic zone sta�on locations and sizes developing a series of provide recycled water to the identified users and ves in order to develop a recommended project. life cycle cost and/or most cost-effective alternative for Subtask 5.1 — 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: Page 9 of 19 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 5.2 — Develop Project Alternatives A Using the model developed in Subtask 1. develop alternative pipeline routes i�i'i /i�,,. r and service strategies for the users. Th6'aha it,,,will include pipe and pump I y station sizes and storage requirements(,,/,".an, equirements .anfia pnonty fist of demands ranked in order of least cost to connect Storage will include, operational storage to manage diurnal flow patterns (probably tanks) and syster% storage to manage seasonal recycled water production', rns (probably ponds) ; QUULQAr% 0.0 — \iUl IJPCIIG Q1I r%ILGI I IQECYG�s" ?R N// �i� �% For each alternative, estifYtae construction, �6�rational and life cycle costs and prepare a conceptual layouf�bo�ument the a''ha�ysis in a TM. Review the TM with the City. The solution s`etlof`�the prob lerW,i' exp�cfed%to have e' wide range of solutions. Solutions ca'h��be brobdfiy rfto/t� divided'iiree categories: High Capital — Low Operation &``Mamtenan806(0&M) Costs, Low Capital — High O&M Costs, and Medium Capital''�ost /%Vledrum O&NI% osts. High Capital — Low O&M Costs alter afi�f� ,are Ihl�e)y,ocdh'�at of mo estorage capacity and lower operational cbs!fhari Icii(y,capital%`ernative"s,as,moe storage capacity will attenuate flows dt`rng peak usage and nice pumping' costs and required pipe sizes. However; bdth Iitow Low O&M Costs and Low Capital —High O&M Costs are expected to have hlih r life cycle costs than Medium Capital Cost solutions. Subtask 5'4r Develop Recommended Projects and Phasing The Consult`t shaiteratively identify three alternatives after evaluating and eliminating se a1t , 'feasible and high life cycle cost alternatives. This option does not req� uir�ir? 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. Subtask 5.5 — Develop Recommended Project Page 10 of 19 The consultant shall conduct a workshop with the City (and associated regional agencies) to choose a single recommended project. The recommended project will be chosen based on the alternatives analysis performed as Subtask 5.1 through 5.4, including the overall cost, the lifecycle cost, and cost effectiveness for each project alternative, as well as customer interest in recycled water use. Task 6 — Public Involvement Program This task includes preparing for and pre: informational meetings during the develop� consulting team Project Manager shall o;gl, disseminate information about recycled wat with the local community and stakeholdr`�to progress updates. Probably the most important step'rri encourag ,„ establish and communicate the expectookproiec use Chapter 7.4, "Involying the Public% i Environmental Protection ''spublcation, "G�fidel><r in meeting the requirements", 1` Task. Fore flow chart of a public participa{,an program for w Task 7 — Feasibility Thista'sC ancludes c P1ari%� Upon coy, pilin stg- After review�,w th' City staff prepa(ation of a Pow to the'City;Council. ' draft, fift6ib"J15) cop (1) electro6ic, file of electronic file ofthe Task 8 — Funding up to three (3) public f the Master Plan. The and conduct meetings to cilitate general discussions ass concerns and to report the public acceptance is to znefits T146tonsultant shall use Plannirf hof the U.S. for Water Reuse" as a guide nple, section 7.4.1 provides a ;reuse system planning. pjHfi" heyforego " technical memoranda into a Master he draft`i\llast 1 �'�an, meet and review the draft with City Qv '10 staff, crsto the final draft and meet and review with m his task includes preparation of a final report and 'oint preentation summarizing the report for presentation ;or this'{�ask, the deliverables are ten (10) copies of the of the final Feasibility Study and Preliminary Design, one Feasibility Study and Preliminary Design, and one (1) ierPoint Presentation. For the recommended project identified in Task 5: Subtask 8.1 — Identify Customer Base Identify the customer base that would be expected to fund the long-term operations, maintenance and renewal/replacement costs. Subtask 8.2 Economic Analysis Page 11 of 19 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 8.3 — Construction Funding 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 secur ng%%State loan and grant funding. This task should examine any other potent l;fiunding sources available to the City. /10 !%41/0 Task 9 - Facilities Plan Report Pation The Facilities Plan Report will document the rr�ajot findings, results, conclusions and recommendation of the master planacs. The Repork will contain an Executive Summary. Six6)'copies of thebraft Recycled Water Facilities Plan will be submitted to the Cit fof'�;V1iew and corn�nent. Upon incorporation of all y '�/i City comments fifteen (15) cies o,the FinalRecycled Water Facilities will be Cit In addition, an electronic copy will be submitted containing delivered to the, y, / / /i i N , An r/. /j i /ii the completeigSort--(allfigures, fables, a, 610, etc.) in a single file in Adobe Acrobat(.pd//,//?//fd mat.° V. TASKS TO PERFOR, ED AND �� EMS TO BE PROVIDED BY THE CITY OF UKIAH ' ''% '' 01 City""sha)�fiurn�shVto,the Cohsultant, vuithout charge, any and all information, ',data, reports, mads, and records, which` are available at the City's offices, as are necessary for the/ consult' b,/, to provide the services as described herein. At a �'o, , / //, j, mrrii%M, the City I� provide,tl`�e following: 1. Provide project management. The City will assign a Project Manager to act as the' liais,or�o the Consultants project team. 2. City will pio"Vide"' 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. Page 12 of 19 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. VI. GENERAL REQUIREMENTS 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 accepte,,%The Consultant will be wholly responsible for correcting any deficiency at noadditional cost to the City. The Consultant's proposal shall include a detailed;deseription of the quality assurance procedures that are to be used for this Pro,,.,, VII. MINIMUM QUALIFICATIONS A. Consultants must have su services requested/ ons for at least the last SVea'rs in providing the professional ntly engagecj;rh the business B. Consultant's Project Ma%nge',%and key individuals who will be assigned to %D the Protect, will be at%fiactor considered by the Selection Comiife These shall fe;,no ��h�e df key consultant personnel for the project team wit put the prior,] thapprc5ualof the City. C. Consu(faf�ts ers6nhel shall be�Cnowledgeable in their areas of expertise. p �� City reserVesp they ht to perform investigations as may be deemed r%,cessary to mslure cor%petent persons will be utilized in the performance of I Consultant'sjhould k'e ware that in accordance with laws of the State of California, thi Consultant will, if awarded the Agreement, be required to §,cure the paytj7pnt of compensation to its employees and execute the V�%rkers' Compensation Certification. E. Consult�nt,as � "ponsible for determining whether its services under the proposed��,gtb0i ment, or its services rendered for any task assigned to it pursuant to fhe 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. Page 13 of 19 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. VIII. FORMAT AND CONTENTS OF RFP Interested consultants are invited to respond by providing the information requested in this RFP. Responses shall be m the form of a proposal, which 70 defines any consulting services that the consult'r�;�proposes to offer to the City. The proposal should demonstrate an unders6i"'h/ding of the professional services requested and describe the services the co ultai" able to provide. At a minimum, the proposals shat,; 6 ply with the General Requirements in Section VI and provide the followin�" / 1. Description of Consultant's apFoach tjeeting the'' City's goals and objectives for the Recycled Water 9,` ail and a detailed;scope of work based on the genera/ s,ope of work%��ovided in this document, as an explanation of the pro�ectsuraderstood by the proposal author. 2. The deta led scope of wo'rKshould complemeht,the fee proposal and tasks defined/mth 'detailed scope of w k� hould match tasks provided in the fee propose f cros& ref erencing�,ufrposes / r A 3. Detailed cost,proposl,,i�ncluding total cost hours, hourly rates (Place single r rr viii%i �%% /�� �/i 1r r in separaterer�yelop�} for eaoh task in Section IV. /�/ o/ // /j j j� /// 4% Detailed project scf%dule,i 5. 1100/1 "''List of key personnel expcted to provide the services to City, resumes for e�,, and description of "fheir roles, responsibilities, percentage of time dedfated to this; project, and deliverables that will be produced. An Organization CharE js to be provided listing the key personnel and the Team relationsh`iiSs 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; Page 14 of 19 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 Recy dd Water Master Plan prepared, if applicable; % '"OR, 11. Description of experience in procG g funding th 6'Ugh the U.S. Department of the Interior Bureau of Reclat a I Title XVI Water,Recycling and Reuse i, Program;�,;y 12. Description of apprp,ach proposed'to, ahforfi and gain consent from the various stakeholders'''andthe general'public to successfully accomplish the goals of this -project; % / /%/o i% �j,% , j 13. Verificatio�R,by;� he consultant befere submissiongAo ensure the proposal is accurate; an' satisfies the RFP's requrrij'ents fofsubmittal; 14 Signature%y a respdnsible offices For the consultant /''%i %i, / "%%i / Jr i ellsmA' owl edger4te ;that tie%consultant has reviewed the General Conditions ell 1 rhr�ac on/VI and agrees ��i"'propfisal shall remain open for a minimum of ii 60 calenfta ays from the Subi'riitt l Deadline 16 '%%q cc11 NEI nowledgeme'nt thaf� t consultant has reviewed the City's standard Pt" ss al s Agreement attached to the RFP and a statement that consultant a sign the Agreement if awarded; 17. A comprdFjens��r"jIiist 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 Page 15 of 19 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. IX. SELECTION PROCESS/CRITERIA In soliciting qualifications and proposalsA it �s'the intent�f the City to have the best possible service. The City reserves the'ht to act as the -sole judge of the content ,i/ ;,ter/ of all responses. In addition, th�;ity reserves the rig�it to reject any or all ,i proposals, and to waive irregularitie'in the selection proceddr, i. �, �rr The City will establish a Selection Committ;e'a�ts�sole discretibn%The Selection Committee will take the followrfit�actions�/;�;%. A. Initial Review. After the4u miss%n ea ink, t e Selection Committee will perform an apitial review off; the pro owls to ensure they comply with the requirer�raejnt '% %fie RFP fof�submitta aid"consideration. / r, // B. Qualificat�b�ns Review; The Se ion Committee will then consider the oar,,/ ,�, � qualificatio(�s�of they%properly sUjrnitted proposals. Consideration will be gfi buf'/notYtifdtt, the C�insultant s qualifications and past work /j�eiforrtiahce, ref�jences from, ,othe"r% entities similar to the City of Ukiah, %r abilit cified, to/�et theservice cnteria�s e ' p ability to obtain insurance and � b cov rag g possession of and ability to retain qualified personnel, e 'G possession of"licensescertifications, possession of equipment and tolls neesary to cornplete ffe work specified, and compliance with equal opportynity employment standards. C. Proposal'%Eyal,( f n. The Selection Committee will then evaluate the strength OP roposals. 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; Page 16 of 19 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 present tion is requested, the Selection Committee may conduct discussions wit%'�finalist for the y purpose of clarification to assure full understand in g,�/V' 'hd conformance to, the RFP. %,3j,�, E. Recommendation. The Selectio ��;C ....I e 'w/ I then recommend the top consultant to the City Council. it will thea issue a Notice of Intent to Award to the top consultant a�idf'F g ansmit two ori inal,Professional Services Agreements for the consultant's signature. 'Nz "ii%, X. AWARD OF AGREEMENT` %'° R ,,gg The top consultant shall, with'irf/ 10' I�ndar dayQrom the date of the Notice of Intent to Award provide the City%with the following d6citments: %%' a. Two executed o�igmals of the „rof ssrdnal'�Se�vices Agreement provided by the City's I?ro�ect Manager; nd i% %i% b. Insurance aendorse ents accdofable to the City of Ukiah; C. /Proof of-purcha e;o C�ty� usmess license and %� /�%%i f f A/d/1'Anv other`rtificatesteauired �V%The;%RFP. XI. In" he,event the top*1 nsulfar%t;fails to return the documents to the City in a timely manne��the City mey,,'negotiatewith another finalist or reject all proposals. The City also%es thy; fight to award more than one agreement depending upon the qualificgfons and si`ngth of the proposals, for all or a portion of the services offered. // CONFIDENTIALITY AND NON -DISCLOSURE 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. Page 17 of 19 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; XIII. GENERAL CONDITIONS 1. This RFP does not commit the City reserves the right to acc determines it is in the best inter, 2. Proposals shall remain open, valid one hundred fifty (150, glendar d the end of the agreerr i �5ex od. 3. Proposals shall not be withdrav# will not be responsible for efrors o preparing tei �p roosals. 4. The City r'eseryes th ;right to asst%;, 5f.. Ukiah to execute an agreement. The reject any 6'rall proposals if the City the City to do so% rid 777",subj.// t acceptance anytime within 'ftertFte proposal due'date and up to 16W fter being opened. The City ions'°on the part of consultants in nda or amendments to this RFP. 5 ,;art order to be core idere'd a�l,�proposahs must be submitted in the manner set f6'rth r 'th4, RFF�i'�t is ti ' consil'brit s responsibility to ensure that its ME /proposal ain�ies be -"--1,h specif'ic'Submittal Deadline. %" 6. `This, RFP does%tot comifn the City to pay any costs incurred in the proration of arcs osal inf`response to this request, and consultant agrees t11 hat SII; costs id in developing this proposal are the consultant's responsib'ity 7. The it resues f e right to award an agreement at this time for all or only some of t requested. IX. TOTAL PROJECT COST AND FEE & RATE SCHEDULE 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 Page 18 of 19 U am 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%. PROJECT ADMINISTRATION 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 nec_ssary, will be in the form of written addenda to the RFP. Questions submitt duffer this time period will not be answered. Tim Eriksen (707) 463-6280 City of Ukiah / 300 Seminarv,A' Ukiah, CA 94582 teriksen@cityofu By submitting a response to all rights that it may have to regarding an,ctof thi: the City's retention ofany,oi might be entred,nto as%'rE Exhibit "A Page 19 of 19 expressly waives any and ;gal remedies whatsoever ion of the top consultant, ibsequent agreement that ITEM NO.: MEETING DATE. city a-/--Ukiah AGENDA SUMMARY REPORT 10a September 1, 2010 SUBJECT: AUTHORIZE CITY MANAGER TO NEGOTIATE AND EXECUTE AGREEMENTS WITH WARREN MCCLUNG, ASLA AND ANN BAKER LANDSCAPE ARCHITECTURE FOR CONTINUED WORK ON THE RIVERSIDE PARK PROJECT TO BE FULLY REIMBURSED BY CALIFORNIA PROP 50 RIVER PARKWAYS GRANT Summary: The City of Ukiah Community Services Department is managing the development of Riverside Park phase 1, a project funded by the California Resources Agency River Parkways Grant program. In July 2009 the City awarded a contract in the amount of $130,859, to RRM Design Group for design and engineering services. Due to the economic climate, RRM Design Group has closed their offices in Northern California and reduced their staffing levels. However, the key staff members for the Riverside Project are available and have prepared draft agreements to work directly for the City. To keep the overall project on track and ensure the success of the work, staff is recommending assigning new contracts to Warren McClung ASLA and Ann Baker Landscape Architecture. Background: The Proposition 50 California River Parkways Program managed by the California Resources Agency is a competitive grant program for river parkways projects. Eligible projects must provide public access or be a component of a larger parkway plan that provides public access. Under the direction of Council staff submitted an application for funding in October of 2007. The original grant application included restoration and development of more than 20 acres of park land and requested a grant award of 4.2 million (Attachment #1 Conceptual Site Plan). During the grant review process, and at the request of the Resources Agency, the City submitted a phased plan for the project area. The Recommended Action(s): Authorize City Manager to: • Negotiate and execute contract with Warren McClung, ASLA in an amount not to exceed $49,000, to be fully reimbursed by grant funds. • Negotiate and execute contract with Ann Baker Landscape Architect in an amount not to exceed $36,840 to be fully reimbursed by grant funds. Alternative Council Option(s): N/A Citizens advised: N/A Requested by: N/A Prepared by: Katie Merz, Community Services Administrator Coordinated with: Mary Horger, Purchasing Supervisor, Sage Sangiacomo, Assistant City Manager, Jane Chambers, City Manager Attachments: 1. Riverside Park 2002 Conceptual Site Plan 2. Phase 1 Diagram 3. Fee Schedule for RRM Design Group Contract 4. Statement from Keith Gurnee, RRM Design Group 5. Draft Agreement, Warren McClung, ASLA 6. Draft Agreement, Ann Baker Landscape Architecture Approved: -- Jan Cambers, City Manager current grant funding of $810,000 is for phase 1 which includes improvements to the entry area such as an entry gate, landscaping and amenities such as a bike rack and benches. Construction of the main trail will start at the park entry and provide a stabilized pathway with a main trail on the top -of -bank, one river access trail and one loop trail. The improvements will meet the River Parkways criteria for restoration of the riparian habitat by removing invasive vegetation and replanting native species. Phase 1 will include approximately 2,500 linear feet of trail and 1,200 linear feet of river bank riparian restoration. The Phase 1 Diagram is included as Attachment #2. In July 2009 the City Council awarded a contract for design and engineering services to RRM Design Group. Attachment #3 is the Fee & Task Schedule for the RRM Design Group Contract. From that time forward staff has been working closely with the design firm. To date, the City has received 100% plans and specifications for the Rough Grading Project and 90$ plans for the Trails and Vegetation Project. Now the project is entering the construction stage for the Rough Grading work. The specifications for the Trail and Vegetation Project are still pending. Discussion: The past year has included design and engineering plans as well as community meetings. Staff has been in conversation with RRM about the long term nature of the project. Staff was working with RRM to craft a plan for additional construction management services which was intended to come to Council at the end of their existing contract. The new or additional scope of services was intended to provide construction support services through the project which is now scheduled to span until 2012. Earlier this year, staff together with RRM determined it would be best to implement the project in two steps under two separate construction contracts. The first step is a short contract to remove debris in the area around the existing service road on the upper bank and establish rough grade in this area. We are calling this the "Rough Grading Project". This work will allow the site to be fully ready for the second step, invasive plant eradication and revegetation, which needs to begin next spring (2011) when conditions are best for that work. This together with trail construction will be the second construction contract which we are calling the "Trail and Revegetation Project". The plan for two stages and two separate construction contracts will ensure that the City receives the most competitive pricing for the work and also conducts the work in accordance with the permitting agency provisions. The project has permit provisions with Fish & Game, Water Quality, Army Corps and Air Quality. Additionally the project has requirements set forth by the California Resources Agency as a component of the River Parkways Grant. Consequently, the span of the project from 2009 into 2012, as well as the two independent stages for construction, requires a more comprehensive approach for oversight, communication and overall construction management. City staff received communication from RRM in late July 2010 that it was likely they would be changing their operations. Community Services staff consulted with the City Purchasing staff to inquire about the potential termination of the RRM contract. Staff reviewed the timeline and deliverables on the project and began conversations with the Warren McClung and Ann Baker as to how services could continue for the success of the project. By early August RRM had reduced their operations and closed their offices in both Marin and Oakdale. They no longer have an operational presence in Northern California. At this time they are requesting to terminate their contract with the City and they are recommending that the City pursue services from Warren McClung, ASLA and Ann Baker Landscape Architecture. A statement from Keith Gurney with RRM Design Group is included as Attachment #4. Staff have reviewed the proposals from both Warren McClung and Ann Baker and agree that reassigning these tasks with individual contracts is the most appropriate course of action. Attachment #5 is a draft agreement from Warren McClung and Attachment #6 is a draft agreement from Ann Baker. Services provided by Warren McClung would include preparation of the technical specifications for the Trails and Vegetation project to also include bidding and construction assistance for both the Rough Grading and the Trails and Vegetation. Services provided by Ann Baker would include the continued communication and reporting with permitting agencies such as the Region Water Quality Control Board, specific technical support on the removal of invasive plants and oversight of the plant vegetation and river bank work. The contracts include a carry-over of tasks from the RRM contract as well as new tasks to continue through the completion of the project. New tasks include construction management, reporting to permitting agencies, communication and reporting to grant administrator and so forth. The contracts have outlined their tasks to match that of the grant requirements and the permitting agencies as well as a fee schedule that is within the project budget. This work is budgeted in the Park Development Fund and will be fully reimbursed by the California Resources Agency through the California Proposition 50 River Parkways Grant Program. Staff feels that the new agreements will provide for an adequate transition while the existing contract with RRM is held for pending deliverables. Fiscal Impact: ❑X Budgeted FY 10/11 ❑ New Appropriation F-1 Not Applicable ❑ Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested $679,141 Park Development, Riverside Park 140.6050.800.006 N/A Gobbi Street Riverside p�Sigt? Elements Ukiah, ca i i fovn is I Rvitallzed Baseball Complex a Tw"lbM arafan Ti..dtgou,* MepnE MyLnM' f tatl�p, l*. " w�YOa�nr.ww'i snwanl�fpaw . haaWr�pPNda Wwt KRMynfi e rim�"'■rW1�wMm+wM Odd WWII. —d. Q Maioterrancc skd amnion-M.awtP.ad"taupe Caretaker's Quarters � """:aaeuwwP.k 6.1 RivcrAte+css e mtey}nnabwp �eM1c aeea+Ddornl � Pim"oaa't>as vJ►�at Fs Wng BMX Track • Eldelhe txk b E.+AuwW pfd aN■nJod F6 Parking ■ Lot. 119 P.rting "geos ■OmP"EUrrafWnd 17 WWA la"MPIWO �t Picnic Area . rraMa,"s".,"rovara w dwWtga�MarovraKtnss la �ytJ t� ' Bnv{ra0i'in taonss��iM Velwa'�� H. New Soccer Ffeld ■1v0rx�6rrwMr ngnl"."t Pau aavmmJtlNOP MMM "M JJ�n Vir1 P�fY Tu��r..f..nAn�prr�ee�ay�y� ' IIpIJ jad NMa"W cwt "a5 TdE Rot Play9raur>d • tMr W�rq. "JKN hdd.aN M"Oti t .New Main Powl w Piwa"Iwd" fmmvMh��onpqtppJvoM n"yfyEl■wvt..y.rnpani 451 bkm Itt i!. Fenceel DoV Park • A%" payn+hwtcanaJm'stn t3 itaffer Planting ■ lrap""n wrand"tlwr atMe v"petatan P1000nN6 p�p:WwOy hPmnpgldaMfi t Native wil4flow-cr `i Hycltvicedcc Meadow tS intetpretiveTrail . � � cwt P�cecaRse�w.c . re"a1. mmwncrn++do a wu}pmrod open "PMo Open Meadow 17 Native Garden =I" Mr"nn�MrrppCYlft>n+Y aro wvd4 ' ��Wr�P.pyrOyt■lYvneg�MsO"ncnW+Yve9erWn ■ do :9 kar atasmz:rpolh" to Riparian Forest ° xraartn°biSMAS.Ov�ian":f�Puw,rda, o ttp ween t9 Enhancecj wetland p ZIA( "ie"M119heftd"Pt Mm e P.M. W-dMf" 7� Perimeter Fencing ■ m".w"v".P"+ws"nn+Bh�M9 aoaeMs 2t Perimeter Fencing . Manrpf WWW WIh9*I Auac r m fF Pa Vicinity Map PHASE 1 PLAN DIAGRAM Trail Sign Entry Native — Screen Planting Phase 1 1,200 LF Riparian Restoration 1,817 LF Hedgerow / Buffer & Indicated Trails & Access to Oak Meadow Restoration River & Indicated Trails River Access Stabilized Trail River Access Riparian Forest Restoration REVISED CONCEPT SKETCH PLAN MAY 30, 2008 rrmti(, ,i�3� i)group III • s • e - a Task A Prepare Cor;st,u�tm. a. T. Kekh Gurnee PIC j250 perhour Hears Amount Warren Mcamg Pdndple $140 perhour Hour Amount Ann Baker Prejeac Manager 5 120 perhour Xems Amount ndanpeArehlteelurc/Englneed Assistant $95 perhour Hear Amount Enilneedn9 Engineer $125 perhour Hours Amount Surveying surveyor $240 perhour Hour+ Amount Intatrative Aadaum minlatraBveJud- $65 perhour Hours Auwunt TBD TBD cost Estimator Arborist j100 perhour $100 perhour Hems AemmR Hours Amount Task Description 7askTotals A.1 Detailed Site Conditions Survey $1,200 O $0 O $0 10 $1,200 0 $0 0 $0 O $O 0 $0 0 $0 A.2 Arborist Report $3,870 O $0 O $0 2 $240 0 $0 0 $o O $0 1 $O 0 $3,630 ABe-3 Prepare BaMap $1,120 0 $0 O $0 3 $360 8 $760 O $0 O $O O $O 0 $O A4 DevelopDraftDesign Details for Site Elements and Furnishings $2,645 1 $250 3 $420 8 $960 10 $950 O $0 0 $0 1 $65 0 $0 A.5 Prepare Cons n, on Plan $4,590 1 $250 f $140 16 $1,920 24 $2,280 0 $0 0 $0 0$0 0 $O A.6 Prepare Construction Details $4,620 0 $0 3 $420 16 $1,920 24 $2,280 0 $0 0 $0 0 $0 0 $0 A.7 Prepare Irrigation Plan and Details $5,860 0 $0 1 $140 16 $1,920 40 $3,800 O $0 0 $0 0 $O 0 $O A.8 Prepare Restoration Plan $5,300 0 $0 t $140 24 $2,880 24 $2,280 0 $0 0 $0 0 $O 0 $0 A9 Prepare Restoration Details $3,860 0 $O 1 $140 12 $1,440 24 $2,280 0 $0 0 $0 O $0 0 $O AIO Prepare Spetlflcations $5,610 0 $0 4 $560 40 $4,800 0 $O 2 $250 0 $O 0 $0 0 $0 Alt Create Entry Slgttage $5,170 1 $250 12 $1,660 8 $960 24 $2,280 O $O O $O O $O 0 $o A.12 Horizontal Corttrol and Grading Plan $6,555 0 $0 0 $0 2 $240 0 $0 50 $G,250 O $0 1 $65 O $D A. Topographical surveyor $7,985 0 $0 0 $0 2 $240 0 $0 0 $0 32 $7,680 1 $65 O $0 A14 Submittal Preparation $9,280 0 $0 8 $1,120 24 $2,880 24 $2,280 24 $3,000 O $0 O $0 O $O A15 121 Onsite Coordination Meetings with City Staff $1,440 0 $0 0 $O 12 $1,440 0 $0 0 $0 O $0 0 SO 0 $0 A.16 Opinion ofProbable Cost 150%,90%,100%) $7,490 0 $0 0 $0 12 $1,440 0 $0 0 $0 0 $0 0 $O $6,050 0 $0 A.17 Pr jettAdminktratlen $3,620 0 $0 0 $0 28 $3,360 0 $0 0 $0 0 $0 4 $260 0 $0 TaskASubtotal $80,215 3 1 $4,760 235 $28,200 1 2021 $19,190 76 59,500 32 S7,6i0 8 5455 O $3,630 Task 8 Bidding and Corts1r.ctio,, Support 0.1 BlddlnglAsshtanre $6,040 0 $0 111 $5601 33 $3,960 1 16 $11,S201 01 $0 O $0 0 $0 0 $O B.2 Construction Adminisbutlon $5,200 0 $0 6 $840 30 $3,600;48 $760 0 $0 0 $0 0 �So 0 $0 83 Construction Observation $12,400 0 $0 6 $840 90 $10,800 $760 0 $0 0 $0 0 $0 0 $0 8.4 Prepare Adaptive Management Document $3.635 0 $0 0 $0 16 $1,920 $1,520 0 $0 0 $O 3 $195 0 $0 8.5 Adaptive Management Consulting Services $12,OOo 6 $840 93 $11,160 Task B Subtotal $39,275 O $O 22 $3,080 262 $31,440 $4,560 O SO O $0 3 $f 95 0 SO CA Project Permitting Mme anti Materials)$3,960 0 $0 0 $0 33 $3,960 $0 0 $0 0 $O 0 $0 0 $O E timated reimbursable expenses foM. C.6% $240 TaskCSubtotall $4,200 S 119490 S 7,169 3 126,659 S 130,859 BILUNGRATES. RRM's fees for professional services performed call be performed on a time and materials bads at RRM Design Group's thenrourent miss forsuch work Schedule 1 attached hereto set. forth a description of RRM Design Group standard hourly rams for its employees as ofthe date of thisAlgmemem. Hourly rata. may-yraemrding to employee experience and protidency, and may be adjusted from time to time upon pdor written notice to Client Hourly rates for expertaimew services or depositions shel be subject to a premium of 2x the standard hourly rate. Overtime for norvexempt employees, if requested by Client, shell be charged as at 1.25x the standard hourly rata. REIMBURSABLE EXPENSES. Clients shall reimburse RRM Design Group for incidental expanses inwred by RRM Design Graup, or any suboonsuhant It prey hire lo perform services for the Project at actual sod plus 6%m cover Its ovadmad and adMnismAive expenses. Reimbursable expanses shall Include. but are not limited to. reproduction costs. postage, shipping and handling of dmvnngs and documents, tang distance communications, fees paid to aulhorMes having Jurisdiction over the Project the expanse of arty additional Insurance requested by Client in sxeeea Othet non mlty carried by RRM Design Group or its subs nsulmnts, travel expenses (transportation I automobile I lodging I meals), renderings, and models Reimbursable automobile travel mileage ail be billed atthe current IRS business standard misage rete. °Yew 3 a�'Dq :3 4a: ME Aftachment # y Katie Merz From: Gurnee, Keith T. [tkgurnee@rrmdesign.com] Sent: Monday, August 23, 2010 1:45 PM To: Katie Merz Cc: wrmclung@sonnet.com; Wilbanks, John B.; landarches@comcast.net Subject: Gobbi Street Riverfront Park Dear Katie, As we are nearing the finish line in completing the plans and specifications for the first phase of improvements to Gobbi Street Riverfront Park for the City of Ukiah, we wanted to thank you for your patience, understanding, and support throughout this process. As the person who worked with your community and oversaw the original design of this park, it is gratifying to see how far this project has come and to know that the actual improvements are about to begin. As you well know, Warren McClung and Ann Baker are no longer with our firm and they have started up their own individual practices in the field of landscape architecture. Since Warren and Ann were instrumental in completing this project while they were still with RRM, it now makes sense to us that they should oversee the construction supervision aspects that are about to commence on this project. As they possess the most knowledge about the project, and as they are in a better position to provide these particular services more cost-effectively than we can, we feel that the city of Ukiah would be best served by contracting with them independently from RRM Design Group. Therefore, we respectfully request that you terminate the existing contract with RRM as it relates to construction supervision services and that you consider contracting with Warren McClung and Ann Baker to complete this work with the city of Ukiah. Please let us know at your earliest convenience that this arrangement will be acceptable to you. Please know that RRM Design Group-- and I personally-- have truly enjoyed our long working relationship with the city of Ukiah. Our work on Gobbi Street Riverfront Park, on the Doolin Creek Master Plan, and on your Downtown Streetscape Improvements Project has been exciting and professionally rewarding. Getting to know people like you, Sage, Charlie, Rick, and Tim has been equally rewarding. Please accept our sincere best wishes for a successful construction phase on Gobbi Street Riverfront Park, and I sincerely hope that we can be of service to the city of Ukiah in the future. Thank you for your consideration and I will look forward to hearing from you soon. Keutfi Gurnee rrmciesigiigroup 3765 S. Higuera St. Ste. 102 San Luis Obispo, CA 93401 P: (805) 543-1794 I F: (805) 543-4609 www.rrmdesign.com Aflachment # Warren R. McClung, ASLA Land Planning - Site Design - Landscape Architecture ATTACHMENT TO: Agreement between City of Ukiah and Warren R. McClung Riverside Park Phase One Date of Agreement: PROJECT UNDERSTANDING—The following scope of services and estimated fee (see Attachment "B") are to provide bidding and construction related services for the two construction contracts—the "Rough Grading" project and the "Trails Construction and Revegetation" project, which are part of Riverside Park Phase One. Construction drawings, technical specifications, and bid documents are complete for the Rough Grading project and it is currently out to bid. Construction drawings for the Trails project are currently being finalized by RRM Design Group under an existing consultant agreement; however, it is my understanding that preparation of the technical specifications and bid documents for this project will be part of this scope of service. Additionally, it is my understanding that the City wishes to retain Warren R. McClung (WRM) to provide bidding and construction phase services for both projects. SCOPE OF SERVICES—Below is an outline of services proposed to be provided as appropriate for each of the construction projects. Attachment "B" of this Agreement outlines the specific contract tasks and associated fees for providing this scope of services as appropriate to each of the projects. A. BID DOCUMENT PREPARATION TRAILS AND REVEGETATION PROJECT— WRM will prepare the Technical Specifications for this project. These specifications will support the Construction Drawings prepared by RRM Design Group. In preparing the technical specifications, WRM will coordinate with Ann Baker Landscape Architecture (ABLA). WRM will work closely with City staff to integrate the City's standard bid and contract forms with the Drawings and Specifications to form a full set of Bid Documents. WRM will then provide these documents in an electronic form suitable for the City to publish for bidding purposes. B. BIDDING PHASE SERVICES—The specific services that WRM will provide include the following: 1. Attend a pre-bid meeting and prepare a meeting summary; 2. Log Bidder questions and prepare addenda in response as may be necessary, ® 11666 Serena Court ■ Sonora, CA 95370 • (209) 840-1198 Attachment "A" Scope of Services Riverside Park Phase One Page 2 of 3 3. Attend the bid opening, if requested; 4. Tabulate bid results and provide recommendation of award; and 5. Assist the City in executing the construction contract with the successful bidder. C. CONSTRUCTION PHASE SERVICES The City understands that construction observation by a design professional is an integral part of the construction process. WRM's involvement during construction is in addition to, not a substitute for, the daily construction inspections, testing, and management executed by the City or their designee. WRM will work with the City to establish a scope of construction phase services that is appropriate to the level of construction. At a minimum, these services should include: 1. Attending pre -construction conferences; 2. Reviewing Contractor submittals; 3. Attending project meetings; 4. Visiting the site to observe construction; 5. Responding to Requests for Information (RFI's); 6. Issuing Supplemental Instructions and Work Directive Changes; 7. Review Change Order Requests; 8. Reviewing Applications for Payment; and, 9. Consultation with City staff as requested. III. CLIENT RESPONSIBILITIES The City agrees to the following: A. Designate City's project manager through whom all direction to WRM will be communicated. B. Provide a Geothechnical testing required for compliance with Contract Documents. C. Provide inspection and testing services required for compliance with the Contract Documents. ■ Land Planning ■ Site Design • Landscape Architecture Attachment "A" Scope of Services Riverside Park Phase One Page 3 of 3 IV. SCOPE LIMITATIONS AND EXCLUSIONS A. CONSTRUCTION PHASE SERVICES LIMITATIONS Site visits and observations are not intended to be an exhaustive check or a detailed inspection of the Contractor's work but rather are to allow WRM to become generally familiar with the Work in progress and to determine, in general, if the Work is proceeding generally in accordance with the Contract Documents. In providing services during construction, WRM shall not supervise, direct or have control over the Contractor's work nor have any responsibility for the construction means, methods, techniques, sequences or procedures selected by the Contractor nor for the Contractor's safety precautions or programs in connection with the Work. These rights and responsibilities are solely those of the Contractor. Further, WRM shall not be responsible for any acts or omissions of the Contractor, subcontractor, any entity performing any portion of the Work, or any agents or employees of any of them. WRM does not guarantee the performance of the Contractor and shall not be responsible for the Contractor's failure to perform its work in accordance with the Contract Documents or any applicable laws, codes, rules, or regulations. B. EXCLUSIONS The following are specifically excluded from the scope of services: 1. Geotechnical Investigations 2. Hazardous Materials Investigations and Remediation 3. Construction Management 4. Title Reports 5. Environmental Impact Reports ■ Land Planning • Site Design • Landscape Architecture Warren R. McClung, ASLA Land Planning © Site Design e Landscape Architecture ATTACHMENT TO: Agreement between City of Ukiah and Warren R. McClung Riverside Park Phase One Date of Agreement: CONTRACT TASKS AND COMPENSATION The following are the specific tasks and associated fees for providing the services described in Attachment "A" as applied to the two specific project. See "Fee Notes" for description of how each of the types of fees quoted will be billed. The Client agrees to compensate WRM as follows: Task 1 ROUGH GRADING PROJECT 1.01 Bidding Phase Services ....................................... NTE Fee Budget(B): $4,000 Per City's request, WRM began providing bidding phase services prior to execution of this Agreement. The above fee budget includes charges for those services. This Agreement memorializes the City's verbal request; hence, these services will be considered a part of the Agreement. 1.02 Construction Phase Services .............................. NTE Fee Budget(B): $6,000 This anticipates a construction period of 4 weeks to be- completed by November 1, 2010. Task 2 TRAILS AND REVEGETATION PROJECT 2.01 Bid Document Preparation ............................................Fixed Fee(A) $4,000 2.02 Bidding Phase Services ..................................... NTE Fee Budget(B): $11,000 (Incl. Bidder Prequalification) In addition to the typical bidding phase services described in Attachment "A" this fee estimate includes a time allocation for assisting the City in conducting a pre -qualification process for prospective bidders. 2.03 Construction Phase Services ............................ NTE Fee Budget(B): $24,000 This task anticipates a core construction period of 16 weeks completed during the spring and summer of 2011. The core construction period ■11666 Serena Court ■ Sonora, CA 95370 ■ (209) 840-1198 Attachment "B" Compensation Riverside Park Phase One Page 2 of 2 refers to period required for substantial completion of the major construction elements but excludes the Plant Establishment Period and Adaptive Management Period. It is my understanding that ABLA will be handling the plant establishment and adaptive management portions of the Project. Fee Notes: A. Tasks quoted as a "Fixed Fee" will be billed as the work progresses on a percentage completion basis until the task is completed and the total Fixed Fee for the task has been invoiced. Reimbursable expenses will be billed in addition to the fixed fee. Tasks quoted as a "Not -to -Exceed" (NTE) Fee Budget will be provided on an hourly basis for time actually incurred. The stated NTE Fee Budget is provided for budgetary purposes only. WRM will provide services for each of these tasks to the extent possible within the Fee Budget stated for each task based on actual hours incurred; however, due to variables beyond WRM's control, the stated Fee Budget does not warrant that WRM can provide all required services for the specific task within this Fee Budget. Should the Client require or desire WRM's services beyond what is feasible within the Fee Budget the Client agrees to amend the Agreement to increase the Fee Budget accordingly. WRM will not be required to incur time or expenses beyond the stated Fee Budget unless the Client agrees to increase the Fee Budget. Reimbursable expenses will be billed in addition to the stated Fee Budget. C. For tasks quoted as "Hourly" WRM will provide services as directed and requested by the Client and will bill the Client for actual hours incurred. Reimbursable expenses will be billed separately. REIMBURSABLE EXPENSES Clients shall reimburse WRM for incidental expenses incurred by WRM, or any subconsultant WRM may hire in the interest of this Agreement, at actual cost plus 10% to cover overhead and administrative expenses. Reimbursable expenses include, but are not limited to charges for reproduction; postage and handling of drawings and documents; long distance communications; fees paid to authorities having jurisdiction over the Project; the expense of any additional insurance requested by the Client in excess of that normally carried by WRM or its subconsultants; and, travel expenses. Reimbursable automobile travel mileage will be billed at the IRS business standard mileage rate current at the time billed. Reimbursable Expense Budget........................................................................$5,500 ■ Land Planning ■ Site Design ■ Landscape Architecture EXHIBIT RIVERSIDE I TO ATTCHMENT "B" - FEE ESTIMATE BREAKDO�NN . PARK PHASEStaff Warren McClung Warren R. Landscape - Design TASK TOTALS McClung, l Architect #4382 PHASE TOTALS Principal Landscape Position Architect Project Role Principal -in -Charge Hourly Rate $125.00 TASK DESCRIPTION WRM Task 1 ROUGH GRADING PROJECT 1.01 BIDDING PHASE SERVICES $ 4,000.00 1.01.01 Pre-bid Meeting 8.00 $ 1,000.00 1.01.02 Attend Bid Opening 8.00 $ 1,000.00 1.01.031 Prepare Addenda 8.00 $ 1'0000 1.01.04 Tabulate Bids 4.00 $ 500.00 1.01.05 Execute Contract 4.00 $ 500.00 HOURS PER PERSON PER PHASE 32.00 1.02 1CONSTRUCTION PHASE SERVICES $ ' 6,000.00 1.02.01 Pre -construction Meeting 8.00 $ 1,000.00 1.02.02 Site Visits -4 32.00 $ 4,000.00 1.02.03 Substantial Com letion Walk Through 8.00 $ 1,000.00 FEE ESTIMATE Riverside Park FEE_EST-01.x1s: 8/23/2010, 11:44 AM PAGE 1 OF 2 EXHIBIT I TO ATTCHMENT "B" - FEE ESTIMATE BREAKDOWN RIVERSIDE PARK PHASE ONE Staff Land Planning Warren McClung R. Lanriscar)e Site Design - La�idlscape TASK TOTALS Architect #4382 Architecture PHASE TOTALS Principal Landscape Position Architect Project Role :Principal -in -Charge Hourly Rate $125.00 TASK DESCRIPTION WRM Task 2 TRAILS AND REVEGETATION PROJECT 2.01 PREPARE BIDDING DOCUMENTS $ 4,000.00 2.01.01 Prepare secifications 32.00 $ 4,000.00 2.02 BIDDING PHASE SERVICES $ 11,000.00 2.02.01 Controtor Prequalification Process 40.00 $ 2.02.02 Pre-bid Meeting 8.00 $ 2.02.03 Receive Questions 16.00 $ d2,OOO.00 2.02.04 Attend Bid O ening 8.00 $ 2.02.05 Pre are Addenda 8.00 $ 2.02.06 Tabulate Bids 4.00 $ 2.02.071 Execute Contract 4.00 $ 500.00 2.03 CONTRUCTION PHASE SERVICES $ 24,000.00 2.03.01 Pre -construction Meeting 8.00 $ 1,000.00 2.03.02 Site Visits -16 128.00 $ 16,000.00 2.03.03 Substantial Completion Walk Through 8.00 $ 1,000.00 2.03.04 Submittal Review 16.00 $ 2,000.00 2.03.05 RFPs 32.00 1 $ 4,000.00 TOTAL HOURS A D FEE ESTIMATE11 49,000.00 NOTE: The above estimate of hours is intended only to illustrate how the fee estimates were derived. Billing for tasks provided on a Time and Expense NTE or hourly basis will be based on actual hours incurred which may vary from the hours estimated for each task and subtask. Fixed fee tasks will be billed based on percentge of completion regardless of the number of hours incurred. FEE ESTIMATE Riverside Park FEE_EST-01.x1s: 8/23/2010, 11:44 AM PAGE 2 OF 2 Ann Baker Landscape Architecture ATTACHMENT A August 23, 2010 Katie Merz Community Services Supervisor City of Ukiah 411 Clay St. Ukiah, CA 95482 Re: Scope of Services for Construction Support and Adaptive Management for Riverside Park Phase I Dear Ms Merz, Ann Baker Landscape Architecture ("ABLA") is very pleased to have the opportunity to provide construction support services to The City for the implementation of Riverside Park. I think we are all excited to see this park begin to reach it's potential for recreation experiences for Ukiah. I am anticipating a good collaboration with Warren McClung Landscape Architect, and believe our combination of skills are complimentary and will serve The City well. Warren and I have discussed these proposals and our intent is to not duplicate any services, but take the lead in our respective areas of expertise. My primary focus will be on the technical areas of exotic plant removal, revegetation/plant establishment, construction on the bank areas, and erosion control. In writing this scope of services, I've endeavored to anticipate the City's needs in the construction phase and continuing through the planting maintenance and the adaptive management periods. The City is obligated by the permit to be obtained from the Regional 1535 San Anselmo Ave. Unit A, San Anselmo, CA 94960 &b 510.926.2557 eb is radars fes@comcast.net *, Lic. #5006 August 23, 2010 Scope of Services Page 2 of 7 Water Quality Control Board to monitor site plantings for five years and provide an annual report to the Board. In addition to the monitoring and reporting requirement, the City will need to document an 85% survival rate for plantings in order to satisfy the permit. Due to this extended period, the proposal is broken out into several tasks so the City can authorize time and materials services as needed during the different phases of work. In Summary, Tasks 1 - Review Final Plans and Specifications,and Task,4 - Prepare Project Permitsand 4,re fixed fee tasks. Tasks 2 and 3 for Construction Support services for the two phases of construction, as well as Task 5 for Adaptive Management and Reporting are written as a Time and Materials estimated budget amount. The estimated budget amount for each Task would not be exceeded without prior approval by. The City. Upon reaching 75% of the amount in each Task, ABLA will notify the City and provide the City an opportunity to structure the work to finish in the budgeted amount or provide additional funds as agreed upon at that time. Subtask categories are provided to further explain the work and deliverables, but billings will be made by Task. I. Scope of Services for Construction Support and Adaptive Management for Riverside Park Phase 1 Task 1 Review of Final Constuction Plans and Specifications Subtask 1.A Review Final Plans and Specifications for the Trail and Reveaetation Construction Contract ABLA will review the final plan changes and the specifications for this portion of the project. RRM will revise the redlined plans and Warren McClung will revise and finalize the specifications after review. Deliverables: Redlined plans and specifications for the final submittal review. Task 2 Bidding and Construction Support for the Rough Grading and Debris Removal Project Subtask 2.A t Bidding Assistance tor r giABLArovde information to WarMcClung in order to respond to bidders regarding the rough grading and debris removal plans, details, and specifications on a time and materials basis. Deliverables Email and other written communications conveying project information. Subtask 23 Perform Construction Administration for Rough Grading and Debris Removal Contract ABLA will provide information to support Warren McClung Landscape Architect and the City during the rough grading and debris removal phase of the project. The scope of this support may include reviewing Requests for Information (RFI), Change Orders (CO), submittals, and contractor supplied shop drawings for items related to the rough grading and debris removal plans, details and August 23 2010 Scope of Services Page 3of7 specifications. ABLA will be available to assist in the preparation of supplemental instructions and/or coordinate with consultants, agency, and City staff as necessary. Deliverables: Email and other written communications conveying project information. Subtask 2.0 Perform Construction Observation for Rough Grading and Debris Removal Contract ABLA to perform (2) onsite construction observation visits including (1) the pre - construction meeting to identify select fill material for establishing rough grade, and (2) a second meeting to review the final rough grading prior to seeding. Deliverables: Memorandum of site visits and Punch List(s) from onsite construction observation visits Task 3 Bidding and Construction Support for the Trails and Revegetation Contract Subtask 3.A Provide Biddina Assistance for the Trails and Revegetation Contract ABLA to provide information to Warren McClung in order to respond to bidders regarding the trails and revegetation plans, details, and specifications on a time and materials basis. ABLA will attend the pre-bid meeting to clarify any contractor questions. Deliverables: Email and other written communications conveying project information. Subtask 3.13 Perform Construction Administration for the Trails and Revegetation Contract ABLA will support Warren McClung Landscape Architect and the City during the construction phase of the project by reviewing and responding to Requests for Information (RFI), Change Orders (CO), submittals, and contractor supplied shop drawings for items related to the trails and revegetation plans, details and specifications. Under this task, we will also prepare information for Supplemental Instructions as necessary to clarify technical details and contribute to preliminary and final punch lists. ABLA will coordinate with other consultants, agency, and City staff as necessary. Deliverables: Email and other written communications conveying project information. Subtask 3.0 Perform Construction Observation for the Trails and Revegetation Contract ABLA to perform an estimated eight (8) to twelve (12) onsite construction observation visits to support the City in project implementation. Whenever possible these meetings will be combined for efficiency. ABLA has assumed three of the meetings below will be combined in order to generate an estimated budget for this task. ABLA anticipates the following points in the construction process where an onsite meeting may need to take place as approved by the City's representative: August 23 2010 Scope of Services Page 4 of 7 1) Pre -construction meeting to review the project and flag existing native plants to be protected during the invasive plant eradication and trail construction process. 2) Eradication meeting to review the Contractor's approach to the non native plant eradication process. 3) Follow up eradication meeting to review the effectiveness of the first round of eradication spray efforts and give direction on the next round. 4) Follow up eradication meeting to review the effectiveness of the second eradication spraying effort and give direction to complete or on the next round. 5) Supplemental eradication meetings #4 and #5 as necessary depending on how effective spray and hand removal efforts are in removing invasive non- native plants. 6) Final eradication meeting to determine when Contractor can begin project planting and to document where and how additional follow-up removal of invasive plants will be necessary during the planting and planting maintenance periods. 7) Review progress of trail construction on river banks 8) Final review of completed trail construction on river banks 9) Review of placement of willow staking and riprap on lower river banks 10) Approval of plant material and review final grading. 11) Review of planting efforts one half way through the planting process. 12) Review of final plantings to establish substantial completion and begin planting maintenance period. 13) Planting maintenance review at 6 month. 14) Planting maintenance review at 12 months. 15) Final planting maintenance review and punch list completion at 18 months. Deliverables: Memorandum of site visits and Punch List(s) from onsite construction observation visits. Task 4 Prepare Project Permits Subtask 4.A Proiect Permitina Per applications have been submitted to the Department of Fish and Game and the Regional Water Quality Control Board. A request for Jurisdictional Delineation has been submitted to the U.S. Army Corps of Engineers. ABLA is awaiting any requests for additional information from the Agencies in order to for them to finalize the permits. This task is fixed fee for the remaining 3 hours of the previous contract primed by RRM Design Group. Deliverables: Fish and Game 1602 permit and Regional Water Quality Control Board 401 permit. Task 5 Adaptive Management Reporting and Consulting Subtask 5.A Prepare Adaptive Management Document ABLA will prepare an adaptive management document upon completion of the restoration plan and plant maintenance period. The Adaptive Management Plan will outline for the City how to structure and approach ongoing maintenance and management actions to support the native plant restoration project on the site. August 23 2010 Scope of Services Page 5of7 The plan will delineate follow up measures for invasive species removal and enhancement of native plants and plant communities in order to meet permit obligations. A budget for the adaptive management period will be prepared. These services will be provided on a time and materials basis. Deliverables: One (1) 8.5"x11 "Adaptive Management Document Subtask 5.13 Provide Adaptive Management Consulting Services On a time and materials basis as requested by the City, ABLA will provide consulting services that may include: an assessment of revegetation sites, outlining of maintenance tasks for City staff or outside contractors/ organizations, developing additional erosion control measures and communicating installation methods, ordering and placing new plantings on site to support in the revegetation process, preparation and submittal of the required annual report on the project to permit agencies. For planning purposes, ABLA is assuming one site visit every 6 months and time to provide 4 annual reports to permit agencies. These services will be on a time and -materials basis. Deliverables: Memorandum of site visits, installation diagrams, plant and materials purchase lists, annual report to permit agency as requested. II Client Responsibilities The City agrees to the following: 1. Designate City's project manager through whom all direction to ABLA will be communicated. 2. The City's project manager will copy both ABLA and Warren McClung on all documents and emails pertinent to their work on the project, including any updates or changes to project schedules, through the end of the core construction process to insure good project communications. III Limitations and Exclusions on Scope of Services Construction Phase Limitations: The objective of construction observation is for ABLA to see if the Work is progressing in general conformance with the contract documents and according to the design concept. Site observation allows the design consultant to answer questions or clarify and interpret documents for the Contractor in a timely way. As outlined above, ABLA will visit the site at intervals appropriate to the stage of construction, in order to observe the progress and quality of the work completed by the Contractor. Such visits and observations are not intended to be an exhaustive check or a detailed inspection of the Contractor's work but rather are to allow the ABLA to become generally familiar with the Work in progress and to determine, in general, if the Work is proceeding according to the Contract Documents. Based'on this general observation, ABLA shall keep The City informed about the progess of the Work and shall advise the client about observed deficiencies in the Work. ABLA shall not supervise, direct or have control over the Contractor's work nor have any responsibility for the means, methods, techniques, sequences or procedures selected by the August 23 2010 Scope of Services Page 6 of 7 Contractor, nor for the Contractor's safety precautions or programs in connection with the Work. These rights and responsibilities are solely those of the Contractor in accordance with the Contract Documents. ABLA shall not be responsible for any acts or omissions of the Contractor, any subcontractor, or any entity performing any portions of the Work or any agents or employees of any of them. ABLA, does not guarantee the performance of the Contractor and shall not be responsible for the Contractor's failure to perform it's Work in accordance with the Contract Documents or any applicable laws, codes, rules or regulations. Specific Exclusions from this Scope of Work: Hazardous Materials Investigations and Remediation Geotechnical investigations Construction Management Environmental Impact Reports Testing and Inspection Revisions to the Master Plan or Phasing Plan Additional Public Outreach IV. Fee Proposal Task 1 - Review Final Plans and Specifications ............................................... $720.00 (A) Task 2 - Bidding and Construction Support Services for Rough Grading..T&M $2,400 (B) Task 3- Bidding and Construction Support Trails and Reveg. ............... T&M $ 15,600 (B) Task 4 - Prepare Project Permits............................................................................$360 (A) Task 5 - Adaptive Management and Permit Reporting.................................T&M $15,600 Reimbursable Expenses....................................................................Estimated $3,000(C) TotalProposal......................................................................................................$36,840 Fee Notes A. Fixed fee tasks will be billed as the work progresses until the task is completed and the total amount stated in the contract for the task is invoiced. B. Estimated fees for tasks shown as "Time and Materials" (T&M) are provided for informational purposes. Amounts billed for these tasks, which will reflect actual hours worked, may be more or less than the estimate given. C. Reimbursable expenses shall be reimbursed at cost and shall include, but are not limited to: reproduction costs, postage, shipping and handling of drawings and documents, long distance communications, fees paid to authorities having jurisdiction over the project, travel expenses (transportation, automobile, lodging, meals), renderings and models. Reimbursable automobile travel will be billed at the current IRS standard mileage rate. Please see attached Schedule B for a breakdown of proposed project fees and additional information related to reimbursable expenses and billing rates. ABLA reserves the right to increase fees on an annual basis to adjust for inflation starting in 2012. Work will be billed by primary tasks (Task 1, Task 2 ...) rather than by the subtasks listed in this scope. August 23 2010 Sc__pe of Services Page 7 of 7 V. Schedule We anticipate the Rough Grading and Debris Removal Contract will take place over a four (4) week period in the late summer/fall of 2010. We anticipate the Trails and Revegetation Contract will begin in April of 2011 and core construction will be completed by October of 2011. We anticipate the plant maintenance period will begin in November of 2011 and continue through May of 2012. The Adaptive Management period would begin in May 2012 and continue until December 2015. If the schedule is delayed, additional costs may be incurred. Please carefully review all of the information contained in this scope of services and let me know if I can answer any questions or further clarify any task or deliverable. Best Regards, Ann Baker, ASLA LEEP AP #5006 .a , s Riverside Ann Baker •nn - • rchitectUre Bikerl Ann Baker Landscape Architecture $120 1perhour ATTACHMENT B - FEE SCHEDULE Hours I Amount Construction.Task I Prepare Documents Task Description 1.A Review Final Plans and Specifications 6 $720 Task 1 Subtotal; 6 $720 2.A ' Bidding Assistance (Time and Materials) • • 2 $240 2.13 .Construction Administration (Time and Materials) 6, $720 2.0 Construction Observation (Time and Materials) 12 $1,440 .. _ Task 2 Subtotal; 20 $2,400 wrinst lyra 3.A -Bidding Assistance (Time and Materials) 16 $1,920 3.B Construction Administration (Time and Materials) 241 $21880 3.0 Construction Observation (Time and Materials) 90, $10,800. _ _. Task 3 Subtotal, 130 $16,600 Task 4 4.A Prepare' Bidding Assistance (Time and Materials) 3; $360 _ _ _ Task 4 Subtotal' 34, $360 2.D +' Prepare Adaptive Management Document 361 $4,320 2.E Adaptive Management Consulting Services (Time and Materials) 90,, $10,800 Task 5 Subtotals 1261 $15,120 Total Tasks 1 -5 (excluding reimbursable expense Task 1.6 LaborTotal; 282 $33,840 Reimbursable Budget NONE Reimbursable Budget $3,000 $36,840 • • • sal Total Fee Pr*REIMBURSABLE EXPENSES. Clients shall reimburse ABLA for incidental expenses at actual cost.f Reimbursable expenses shall Include, but are not limited to, reproduction costs, postage, shipping and handling of drawings and documents, long distance communications, fees paid to authorities having jurisdiction over the Project, travel expenses trans ortation / automobile / lodging / meals), renderings, and models. ITEM NO.. MEETING DATE: City of- Ukiah AGENDA SUMMARY REPORT 10b September 1, 2010 SUBJECT: AWARD OF CONTRACT FOR SOUTH DORA STREET REHABILITATION PROJECT, SPECIFICATION NO. 10-01 Background: The proposed project will reconstruct the pavement section, construct new curb ramps, bulb - outs and cross -walk on South Dora Street, between Washington Avenue and Luce Avenue. Bid alternates 1 and 2 are included in the project to extend additional curb ramps and roadway reconstruction, respectively, from the south Luce Avenue intersection to the north Luce Avenue intersection. Funding for this project is provided by the American Recovery & Reinvestment Act (ARRA) through the Mendocino Council of Governments (MCOG). Discussion: The City distributed plans and specifications to 10 builder's exchanges and 4 contractors to date for the South Dora Street Rehabilitation Project, Specification No. 10-01. The City publicly advertised this project on August 8, 15 and 22, 2010, in the Ukiah Daily Journal. A copy of the Notice to Bidders was sent to 134 contractors including all Licensed Class A (General Engineering), C-12 (Earthwork and Paving) and C-8 (Concrete) contractors on the City's 2010 Qualified Contractors List. In addition, the plans and specifications were posted on the City's website. Sealed proposals will be received and opened by the City Clerk on August 31, 2010. A bid tabulation sheet will be provided to the Council and the public at the meeting. If the bid is awarded, compensation for the performance of the work will be based on unit prices bid for contract item quantities actually installed. Bid totals are based on unit prices bid for contract items at estimated quantities, and therefore, the actual total paid to the contractor may be lower or higher than the bid total indicated. As with construction projects, there may be cost overruns by reason of unforeseen work or because actual quantities installed exceed estimated quantities. Policy Resolution No. 13, authorizes the responsible Department Head, with approval of the City Manager, to issue change orders not to exceed 10 percent of the original contract sum or $5,000 whichever is greater provided that no change, when added to the original contract sum, exceeds the amount budgeted for the project. Staff recommends that City Council award the contract for South Dora Street Rehabilitation Project, Specification No. 10-01. Fiscal Impact: Budgeted FY 10/11 F-1NewAppropriation1-1 Not Applicable Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested $400,000 Special Revenue Fund 250.3110.930.000 Recommended Action(s): Award contract for South Dora Street Rehabilitation Project, Specification No. 10-01, to the lowest responsive, responsible bidder based on bids submitted on August 31, 2010. Alternative Council Option(s): (1) Reject Bids; (2) Provide staff with other direction. Citizens advised: N/A 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: None Approved: J Chambers, City Manager cAil f MEMORANDU To: Members of the Cily Council From: Ben Kageyama, Senior Civil Engineer --- cc: JoAnne Currie, City Clerk Date: September 1, 2010 Re: ITEM 1 Ob — Meeting of September 1, 2010, Award of Contract for South Dora Street Rehabilitation Project, Specification No. 10-01 Attachment "A" for your review is the Bid Tabulation sheet for the above referenced project. The bid opening occurred at 2:00 PM Tuesday, August 31, 2010. One contractor submitted a bid. The one responsive, responsible bidder is Mendocino Construction Services of Willits, CA with a total bid amount of $586,991.00. Fiscal Impact: F1Budgoet d FY F1New Appropriation ❑ Not Applicable a Budget R qui ed Amendment Amount Budgeted Source of Funds (title and #) Account Number Addit Appropriation Reauested ARRA Funds 341 STP d(1) Fund Balance 342 TCRP Fund Balance 250.3110.930.001 $438,000.00 $153,000.00 $54,690.10 RECOMMENDED ACTION Approve budget amendment and fund transfers and award the construction contract for $586,991.00 (with designation of funding in the amount of $58,699.10 for authorized change orders) for the South Dora Street Rehabilitation Project, Specification No. 10-01 to Mendocino Construction Services of Willits, CA. ITEM NO.: lOc MEETING DATE: AGENDA SUMMARY REPORT September 1, 2010 SUBJECT: ADOPT RESOLUTION APPOINTING MEMBERS TO THE BUILDING CODE BOARD OF APPEALS. Background: On July 21, 2010, the City Council adopted Resolution no. 2010-29, which established rules and procedures for a Building Code Board of Appeals. Accordingly, the City Council is to appoint five members and three alternate members tthe Board and establish staggered terms. The first members appointed to the Board shall have a one, two or three year term of office. Thereafter, all members shall o have three year terms of office with no limits on the number of terms a member can serve. The City Clerk has advertised the recruitment according to section 1.e. in the Resolution. The application and instructions along with the Resolution were posted on the City website and emailed to the North Coast Builders exchange as well as local design professionals, contractors and inspectors. Resolution 2001-61 which sets forth the procedure for filling vacancies on City Commissions and Boards is attached. The right to nominate a candidate from the available pool shall rotate among the Councilmembers based on seniority, placing Councilmember Baldwin as next having the right to place a nomination before the City Council. Fiscal Impact: Budgeted FY 09/10 New AppropriationNot Applicable Budget Amendment Required Discussion: This Agenda Item is seeking the Council's adoption of a Resolution making formal appointments to the Building Code Board of Appeals. Seven applications were received by the deadline. The following are seeking appointment to the Building Code Board of Appeals: Jim E. Apperson; Howell Hawkes; Pierre Horn; Gregory Hoyt; Terrence (Terry) McGillivray; Lawrence S. Mitchell, AIA; and Rodger Vincent. Consideration of Appointments: Appoint five (5) with one, two, and three years staggered terms. Appoint two .(2) alternates. An insufficient number of applications were received to fill all vacancies; with Council's concurrence, staff plans to extend the application deadline and re -advertise the vacancy. Continued on Page 2 Recommended Action(s): 1) Review and discuss the applicants; and 2) Adopt Resolution appointing members to the Building Code Board of Appeals. Alternative Council Option(s): Do not adopt the Resolution and provide direction to Staff Citizens advised Qualified members of the community and North Coast Builders Exchange Requested by: David Willoughby, Building Official Prepared by: David Willoughby, Building Official and JoAnne Currie, City Clerk Coordinated with: David Rapport, City Attorney and Charley Stump, Director of Planning and Community Development Attachments: 1)Resolution appointing members to the Building Code Board of Appeals 2)Applications received 3)Resolutions 2001-61 and 2010-29 Approved:— J Chambers, City Manager RESOLUTION NO. 2010 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH MAKING APPOINTMENTS TO THE BUILDING CODE BOARD OF APPEALS WHEREAS, on July 21, 2010, the City Council adopted Resolution 2010-29 establishing rules and procedures for a City of Ukiah Building Code Board of Appeals; and WHEREAS, the vacancies for the Board were duly noticed and advertised until the close of applications on August 20, 2010, with submitted applications timely received and submitted to Council for consideration; and WHEREAS, the City Council has reviewed the Building Code Board of Appeals applications on September 1, 2010. NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council appoints the following individuals to the Building Code Board of Appeals per the procedures contained in Resolution 2010- 29: Filling the term of office for a one-year term expiring on June 30, 2011. Filling the term of office for a two-year term expiring on June 30, 2012. Filling the term of office for a two-year term expiring on June 30, 2012. Filling the term of office for a three-year term expiring on June 30, 2013. Filling the term of office for a three-year term expiring on June 30, 2013. Alternate Alternate Thereafter, all terms shall be for three (3) years. PASSED AND ADOPTED this 1St day of September, 2010, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Benj Thomas, Mayor ATTEST: JoAnne M. Currie, City Clerk CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT A f'`_snnrni Infnrmofinn B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? ;"g/ao/v icant Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. e RECEIVED (CITY OF UKlAN AUG 20MID S:\Administration\City Clerk\Boards and Commissions\Appeals Board application (2).docx CITY CLERK DEPARTMENT Residence Address `' P„h .scal.Address, not PO ; t700 �dniC-” �iniG-' ��' �tC�G(%OOJ 1���/ �/� q✓����� �IUlailingsAddress � / ,D O 3(v6 C vGt/00 Y/���GC� %r'i7e2 if>'.tlifferent,fron..above° /30 Home�Phone ' ; (707) .%C,S _ Qo2lp� `:Work Phone „ (707) yoc,S �/S� sYsall s TI/Iq eldeAl @ i�c• /ti/�-`T Cell Pt one (70� )o27a ' //99 hEmployer " /%/JpC o�e,4� f��3��✓�C- yJob Title/Position 2Employed Since Ow/y� Howylong have you resided ►n Ukiah? 3�H�r Mendocino County 3341es Cahforriia� S'� �f B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? ;"g/ao/v icant Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. e RECEIVED (CITY OF UKlAN AUG 20MID S:\Administration\City Clerk\Boards and Commissions\Appeals Board application (2).docx CITY CLERK DEPARTMENT ATTACHMENTTO CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT A. General Information: Please list community groups or organizations you are affiliated with and list. any offices held. List all Certifications and: Licenses, •` I have a California State Contractors License (#431271) and it issued for B-1 General Building, C-2 insulation, and acoustical, and C-17 which is a window and glazing classification. • 1 am a HERS rater certified in existing home assessment for "Energy Efficient Mortgages" as well as.a Title 24 "Special Third -Party -inspector" certified to test and verify HVAC duct pressure test and refrigerant charge as well QII. Lam a"Build.lt Green Certified Green Building Professional". • > I am a CEC certified "Energy Star" Home Performance Contractor. • I.am BPI certified as "Building, Analyst" and as a "Shell Specialist" having just completed my field testing in those areas. am a member of: • ; CBPCA.( California Building Performance.Contractors Association) a • CHEERS (California. Home.Energy Efficiency Rating System) • ' Energy Star • Build It Green Efficiency First • The National Save Energy Coalition • And a recent sponsor of the "North Coast Green Summit" B. Please answer thefollowinq on a separate sheet(s) of paper and attach. 1,) I. have been a licensed General Contractor for almost 30 years and was a framing contractor for 8 years of those years.. Prior to that l was reading and interpreting Building codes and have continued to do so throughout my career. We draft our own house plans for spec building.and remodeling projects 2) . Yes 3) Weekdays are not a problem with a little bit of advance notice. 4) The purpose of the Appeals Board is to consider appeals from persons involved in the building process who believe a code or, rule was interpreted incorrectly by a building official: The. Appeals Board would look into the argument put forth by that individual and form an opinion as to the validity of that argument, based on the boards' interpretation of the code or regulation. CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT Af'_`......r•1 Irfnrw»+inn F Date 1 S �ull�Nalne \� HOWELL HAWKES � 8�o e idence Address 7o g W I LLoId AV U K i A li fix, DF.tiveln�l.rlclraecnrst P.C11� IYl"Gllll llj. /'1UU1 CjJz t �, �f different�fromabove omePhgne' ( ) 4(02 SS3Work Phone ( ) �63 1 P53 W K ES X72 Email ZHA @ CaniSTRuCTlVn1. Co Cell Phone ( ) 2 415 3 Employer' 3 SF) -F Bu`slness Address sq m E AS A JOVE Job Title/I?osition' atN NEt2 %VIA NAS t✓12 Employed Since 19 e0 flow long `have you resided rn Ukiah3 YRS Mendocino County? 3 3 California?' 33 please ltst�commubliy r upsAr affi)la{etl >00sr comm IMVIV Ux - FoRmERL`I C�i2oaP-l3oNkn l�nE m )C3�.R prgarozatio$ris yo fare AN VALi.Ey T�2AlL with and l st aid offices held List CA. Ca NTRACTaR LIG 413 7 $1 [ICertifica�onsF I�dLicenses ;.; C�RT1�IE.0 Gt2E�N RLOct PPO Y, B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are. interested and on which you wguld be willing to serve? 6,;� 0� Signature of Applicant Date r"WRAVIAM Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. g �i Ii AUG 17 2010 C ity of Ukiah CADocuments and Settings\User\Local Settings\Temporary Internet Files\Content.: MMDEMMppeals Board application.docx CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT B. Please answer the following on a separate sheet(s) of paper and attach. C S F rdzP') 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and'responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and"on which you would- be will' o serve?. ?ank f Appli a t Date for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. :ECEIVE® ,1TY OF UKIAH AUG .2 0.2010 CITY CLERK DEPARTMENT CADocuments and SettingAdwilloughby\Local Settings\Temporary Internet Files\Content.Outlook\3P749V2P\Appeals Board application.dom ANS tN rz,► -to SwF -to ? j -_,_,Tu o F. �#a �1,A-Lt �T-� dam:. I To S w of TO o -71 t SS -u , oto LT jk-P sem, S � -c� �-,J GE> i A-0 �c�c1 tt, � _ i`h1.� � ;-�rl 0 0 S `t'o 5�\J 0 CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT A rnnerni Infnrmatinn B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. RECEIVE® CITY OF UKIAM AUG 202010 CITY CLERK DEPARTMENT CADocuments and SettingAGHC\Local Settings\Temporary Internet Files\OLK36\Appeals Board application.dom G C GREG HOYT CONSTRUCTION, INC. LICENSE #603516 744 TALMAGE RD. PHONE 707-462-6082 DESIGN, BUILDING & REMODELING UKIAH, CA. 95482 FAX 707-468-7882 August 19, 2010 To: City of Ukiah Re: Building appeals board application questions CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT 1. Do you consider yourself qualified to interpret the California Building Codes? YES 2. Can you remain fair, impartial and objective in your rulings on the Board? YES 3. Can you convene board meetings during the weekdays? YES 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? To help make rulings when, conflicts between the building official and builders arise. 5. List your qualifications according to the instruction sheet. Licensed building contractor since 1990. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? I have worked in the construction industry for 35 years. I have worked with both the City of Ukiah and Mendocino County building departments for over 25 years and I have worked with the general public for the same amount of time. 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? Not at this time. 08/19/2010 21:25 7074629374 MENDOCINO ENGINEER PAGE 02/02 CITY OF UKIAH BUDDING APPEALS BOARD APPLICATION FOR APPOINTMENT A. General Information Full Name I L . t%- ,;1j,' Home Phone ('p,)_ 1 Email' Employer, c Business Address Job Title/Position How long have you resided in: Please list community groups or organizations you are affiliated with and list any offices held. List all Certifications and Licenses. Date 19' Work Phone (;17)-7) .Cell Phone ( ) - 93 yZ, Employed Since /7 2 Ukiah? Mendocino County? Z4oki5 I California? B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the Califomia Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? J., aa4ly 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday. August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707)463-6217. RECEIVED CITY Of UKIAH AUG 2.0 2010 CITY CLERK DEPARTMENT CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? Yes. 2. Can you remain fair, impartial and objective in your rulings on the Board? Yes. 3. Can you convene board meetings during the weekdays? Yes. 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? Listen & consider the issue within the context of the Code & work to reach consensus with other Board constituents. 5. List your qualifications according to the instruction sheet. Building architect & land planner in government service (County of Mendocino) and private practice combined 40 years. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 40 years of varied Code applications to real projects and project management. 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? No, not at this time. August 9, 2010 Signature of Applicant Date Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, plea-qe =W ft Clerk's office at (707) 463-6217. CITY OF :UKIAH AUG 1;0 2010 GA2010\Email\Ukiah, City of\080410\Appeals Board application.080910.docx CITY CLERK DEPARTMENT - CITY OF UKIAH BUILDING APPEALS BOARD APPLICATION FOR APPOINTMENT B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? Rn Signature of A g- 5-. x.010 Date Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. RECEIVE® CITY OF -U MAH AUG 0.5 2010 CK CITY CLERK DEPARTMENT CADocuments and SettingARogeALocal SettingATemporary Internet FileAOMMAppeals Board application.docx Full Names° �p 1r$.. V t P�G£I'vc ��R�sidence Adtlress,� 82►� C`1'P �5 `� Av � P sisal `Address, not;FQ. x R { s �.� wsix; Mailing Address 4'_� - 9 EF;7 akl f.fir //�� Q,vy--��p Q� '' 11 Cf"S 4 �/ P- O. �o 2. I�N� Sri;`a af,drfferent from above ,, X V 1 V� Horne Phone;tsf (701) 14(03— 2JO to iEmail,'� }3 rtione %05 'rW*men� @ ho�mq'1 o Corn ?� ( ) �o� 4(c: 3R 39 Employer `' Roo A [NG BismessrAddress s$ ,,<y L N E; cJTK�'v T U l�•l �H C l4 g 5 4$ 2 Oo r Job Title/Position`,FF G (V't L. EV t eJ E;�-1fZ Employed Smce q Q d long have residedr' n: tt ah? (2 YR5 Mendocino County? 'L3`cRS Califorrna� --j9 �'Rg nNow you tUk �K1AH IGEN SCLuBCC'�o�t=� Please Inst community�groups�orw r � PJu DE1yloU"CtOt� ��.V l�W �b`�1M1'C TBE orgarnzations you areaffiliated� 'rr'- '�hf,'t. 14pt�Cs t F. f S �' 7 �jr �fk "R 4 and list any offices �l_is STRuc.TUP AL CQScn, toe P i As 6C>C fON O� �oRTlS�12r1 Gia with aheld xJ, aIl,Certificatiorls and Licensest4 LicEA5ED CAVIL. EVA C21r eeP, B. Please answer the following on a separate sheet(s) of paper and attach. 1. Do you consider yourself qualified to interpret the California Building Codes? 2. Can you remain fair, impartial and objective in your rulings on the Board? 3. Can you convene board meetings during the weekdays? 4. What is your understanding of the purpose, role and responsibility of the Appeals Board? 5. List your qualifications according to the instruction sheet. 6. How do you believe your own skills, experience, expertise and perspectives will be beneficial to the work of the Appeals Board? 7. Are there any other City of Ukiah Committees/Commissions in which you are interested and on which you would be willing to serve? Rn Signature of A g- 5-. x.010 Date Thank you for your interest in serving your community and the City of Ukiah. Please return this application and attachments to the City Clerk's office by Friday, August 20, 2010, at 5:00 pm to 300 Seminary Avenue, Ukiah, CA 95482. If you have any questions, please contact the City Clerk's office at (707) 463-6217. RECEIVE® CITY OF -U MAH AUG 0.5 2010 CK CITY CLERK DEPARTMENT CADocuments and SettingARogeALocal SettingATemporary Internet FileAOMMAppeals Board application.docx y From: Roger Vincent To: City of Ukiah Date: 08-05-2010 Building Appeals Board Application Questions 1. Yes, I feel that using the Building Codes in my day to day work for over 30 years helps me to interpret the California Building Code. 2. I will try to remain fair, impartial and objective in ruling on the Board and will divulge any potential conflicts of interest on a case by case basis. 3. Yes, I can attend meeting during weekdays if given adequate notice. 4. The purpose of the appeals board is to provide an interpretation of the CBC where there may be a gray area that is in dispute between the City Building Official and the building permit applicant. 5. Registered Civil Engineer #27358 in the State of California since 1976 and currently providing structural design services to clients for Rau and Associates, Inc. 6. My experience has been with primarily with Volumes 1 & 2 of the CBC as a designer of buildings and other associated structures. During the past 37 years, I have worked with both clients, building officials, plans examiners and building inspectors to ensure that the structures I have designed have met the life safety requirements of the building codes. This has involved both office design and field reviews and inspections. 7. I am currently on the City of Ukiah Demolition Review Committee which currently meets once or twice a year as the need arises. RESOLUTION NO. 2001-61 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING PROCEDURE FOR FILLING VACANCIES ON CITY COMMISSIONS AND BOARDS. WHEREAS, 1. Ukiah City Code §1151 provides that members of the Planning Commission shall be appointed in accordance with a procedure established by resolution of the City Council; and 2. The City Council adopted a procedure for filling vacancies on the City's boards and commissions, including the Planning Commission; and 3. The City Council has determined that using a uniform procedure will insure fair and consistent treatment of candidates and Councilmembers; 4. The City Council has determined to amend its procedures for appointing commissioners; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the following amended procedure for filling vacancies on the City's commissions and boards, including the Planning Commission. PROCEDURE FOR FILLING VACANCIES ON COMMISSIONS AND BOARDS The City Council shall fill vacancies on City boards and commissions, using the following procedure. 1. Applicant pool. The City Council shall develop an available pool of candidates for a vacancy by advertising the vacancy at least once in a newspaper of general circulation in Ukiah not less than thirty (30) days prior to the council meeting at which the vacancy is to be filled. The advertisement shall specify a deadline for submitting applications. All completed applications received prior to the deadline shall be included in the pool of available applicants, provided the applicant: a. meets the minimum qualifications for the position as established in the applicable Ukiah City Code section or resolution, establishing the commission or board; and b. participates in a personal interview, if the City Council conducts personal interviews for the position. The City Council has determined that interviews will be conducted for applicants of the Planning Commission, the Parks, Recreation and Golf Commission, and the Airport Commission. An application shall be deemed complete when signed by the applicant. Applications included in an available pool may be used as a source of nominations for a period of one (1) year from the application deadline. 2. Exceptions. The following shall be considered for appointment or reappointment to a commission or board without submitting a written application: a. Incumbents seeking reappointment for an additional term; b. Elected officials seeking appointment in their capacity as elected officials; c. City staff seeking appointment in their capacity as City staff; d. All appointees, except public members, on the Investment Oversight Commission, Traffic Engineering Committee, Cultural Arts Advisory Board and the Disaster Board; e. City Council members, including the Mayor, appointed in their capacity as City Council members; and f. Appointments to the Civil Service Board. Any such exempt applicants shall be considered for appointment, if they submit a written request for consideration within 10 days of the date the appointment is made. 3. Nominations. Each Counciimember, including the Mayor, shall have the right to nominate a candidate from the available pool of candidates. a. The right to place a name before the City Council for consideration shall rotate among the Councilmembers based on seniority with the most senior Councilmember going first. b. The Council shall vote on each nomination as it is made. c. A Councilmember's right to make a nomination shall terminate and the right to nominate candidates shall rotate to the next most senior Councilmember, when a Councilmember's nomination is approved by a majority vote of the Councilmembers present or the Councilmember agrees to pass the nomination to the next most senior Councilmember, whichever occurs first. d. This process for rotating the right to nominate candidates among Councilmembers to fill vacancies shall be followed for each separate commission or board. 1. The City Clerk shall maintain a record of the last Councilmember to make a nomination for each commission or board. 2. When another vacancy must be filled on that commission or board, the next Councilmember in line to make nominations for that commission or board shall make the first nomination to fill the vacancy. PASSED AND ADOPTED this 6th day of June, 2001, by the following roll call vote: AYES: Counciimembers Larson, Smith, Baldwin, and Mayor Ashiku NOES: Councilmember Libby ABSTAIN: None ABSENT: None Philip Ashiku, Mayor ATTEST: Marie Ulvila, City Clerk RESOLUTION NO. 2010- 29 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING RULES FOR THE BOARD OF APPEALS REQUIRED BY CALIFORNIA BUILDING CODE SECTION 112. WHEREAS, 1. California Building Code Section 112, as adopted in the City of Ukiah, by Ukiah City Code Section 3000, establishes a Board of Appeals ("Board") to hear and decide appeals of orders, decisions or determinations by the building. official; and 2. Appeals to the Board are limited to a claim that the true intent of the code or the ru. les legally adopted there under have been incorrectly interpreted, the provisions of the code do not fully apply or an equally good or better form of construction is proposed; and 3. The Board is to be appointed by the City Council; and 4. The Board shall consist of members who are qualified by experience and training to pass on matters within the Board's jurisdiction but who are not City employees; and 5. The City Council must establish the number of members on the Board, their terms of office, the procedure for appointment and the conduct of its business; NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS: 1. Composition of Board: a. Number: The Board shall consist of five members and three alternates. The building official shall be an ex officio member of the Board. b. Qualifications: A person is qualified to serve on the Board, if he or she satisfies any of the following qualifications: (1) A registered design professional in good standing with the applicable licensing board with not less than five years of experience as a registered design professional; (2) Licensed general or specialty contractor in good standing with the Contractors State Licensing Board with not less than five years of experience as a licensed contractor; (3) a certified building inspector or fire inspector with not less than five years experience as a certified inspector. Members must be residents of or licensed to conduct business in the Ukiah Valley, Redwood Valley or Potter Valley. c. Disqualifications: A member shall not hear an appeal in which he or she has a personal, professional or financial interest or a conflict of interest under the Fair Political Practices Act. A disqualified Board member shall declare his or her disqualification to the building official who shall arrange for a qualified alternate to serve in place of the disqualified member and shall make the disqualification part of the hearing record. d. Term of Office: To establish staggered terms, the first members appointed to the Board shall have a one, two or three year term of office to be determined by the City Council at the time of their appointment. Thereafter, all members shall have three year terms of office. There is no limit on the number of terms a member can serve. e. Method of Appointment: Not less than ten days prior to the deadline for filing applications, the City Clerk shall advertise for vacancies on the Board by sending notice to the North Coast Builders' Exchange, local contractors, engineers, architects, and building inspectors. Timely applications will be presented to the City Council at its next regular meeting following the application deadline. The City Council shall appoint the members from the applications, using its standard procedure for City board and commission appointments. f. _Chairperson and secretary: The Board shall annually select one of its members to serve as chairperson. The chairperson shall preside at the meeting and shall be entitled to the same voting rights as other members of the Board. The City Manager shall assign a recording secretary for each appeal from among City staff. The secretary shall maintain a record of all proceedings related to the appeal, including an audio recording of the hearing. 2. Applications for an Appeal: The application for appeal shall be filed on a form obtained from the building official within 20 days of the order or determination appealed. The right to appeal is waived if the application is not filed within this time period. 3. Rules and procedures: a. Board authorit to o adopt rules. The Board is authorized to establish policies and procedures necessary to carry out its duties which are not in conflict with this resolution and the California Building Code. The Board shall adopt any necessary rules under which its hearings will be conducted. The building official shall make any such rules adopted by the Board available to any member of the public requesting them and to each person who files a timely application for appeal. The rules shall provide that any evidence relied upon by reasonable people in the conduct of serious affairs and which is relevant to the subject matter of the appeal shall be received by the Board during the hearing. b. Board member shall not be compensated. Board members shall not be entitled to compensation for their service. c. Meetings: 1. Board meetings shall be open meetings of a legislative body under the Ralph M. Brown Act and shall be noticed in accordance with the Act. 2. Unless continued for good cause, hearings shall be conducted within 10 days after an application for an appeal is filed with the building official. 2 d. Board decision: The decision of the Board shall be in writing and include any material factual determinations and the reasons for the decision. The decision shall be effective immediately upon its adoption by the Board. A copy of the decision shall be mailed, faxed or emailed to the person who filed the appeal and to the building official who shall take immediate action in accordance with the decision of the Board. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Ukiah on the 21st day of July, 2010, by the following vote: AYES: Councilmembers Landis, Crane, Rodin, Baldwin, and Mayor Thomas NOES: None ABSENT None ABSTAIN None APPROVED: Benj Thoma Mayor ATTEST: e J' Anne M. Currie, City Clerk city &.J'7lkiah ITEM NO.. 10d MEETING DATE: AGENDA SUMMARY REPORT September 1, 2010 SUBJECT: DISCUSSION AND DIRECTION REGARDING AUTHORIZATION OF CITY MANAGER TO ENTER REVENUE SHARING AGREEMENT FOR REVENUES RAISED THROUGH "COUNTY VITAL SERVICES TRANSACTIONS SALES USE TAX" BALLOT MEASURE Background: At its meeting of August 18, 2010, the City Council received a report on the Mendocino County Board of Supervisor's ballot initiative to impose a half -cent sales tax that will appear on the November ballot. A letter from Supervisor Kendall Smith and Supervisor John McCowen, dated August 12, 2010, requested the City Council consider appointing representatives to meet with them to discuss entering an agreement for the City to receive 50% of the proceeds raised within the city limits, should the measure be passed by the voters. At its meeting of August 18, the City Council designated Council members Rodin and Crane to meet with the County Board members. A meeting was held on Tuesday, August 24, 2010. Discussion: The two Board members presented the attached list of items that would need to be included in an agreement by which the City of Ukiah would receive proceeds of the measure. The Board members and Council members discussed the impacts of the measure, the reasons the Board of Supervisor's put the measure before the voters, and other issues related to subject. The two City Council Ad/Hoc members requested that the City Manager place this item on the agenda for the 9/1/2010 meeting with a recommendation that the City Council authorize the City Manager to negotiate and sign an agreement for receipt of the funds. The two Ad/Hoc members will be prepared to discuss with the Council the reasons for this recommendation. Continued on Page 2 Recommended Action(s): Hear the Ad/Hoc members report and discuss the request that has been made of the City to enter into an agreement to receive measure proceeds. Direct the City Manager to enter negotiations for an agreement based on the items in Attachment #1 and authorize the City Manager to sign that document. Alternative Council Option(s): Hear the Ad/Hoc members report and provide alternative direction to staff Citizens advised: Requested by: Councilmembers Crane and Rodin Prepared by: Jane Chambers, City Manager Coordinated with: Attachments: Outline of Agreement Provisions Approved: 6�=� J49Chambers, City Manager Fiscal Impact: The financial facts for the City's General Fund are: Current FY 2010/2011 Measure S funding is estimated at $1,890,542. This represents a'h cent sales tax proceed. Measure S funding is scheduled to sunset in September 2015, or five years from now. An agreement with the County on the basis proposed could provide about $945,271 annually, if that estimate is based on the FY 2010/2011 estimated proceeds from a'/z cent sales tax within the City of Ukiah. An agreement with the County could provide funding through some point in 2021, or 10 years. The City's current 1/2 cent sales tax ( Measure S) represents about 15% of all General Fund revenues, or $1,890,542 of $12,261,109 in the FY 2010/2011 budget. All of that funding is used to support public safety, which represents $8,363,603 of the $13,201,680 in General Fund expenditures for FY 2010/2011, or 63%. The City Council adopted a FY 2010/2011 General Fund budget that includes a estimated deficit of $940,571. There remains a funding gap for future General Fund budgets of at least that amount, and perhaps in a larger range of $1-2 million, depending on significant revenue and expenditure variables that the City currently faces in its General Fund operations. This is the case despite significant expenditure reductions, including staff reductions, salary reductions, and re -organization over the course of the last 2 years. Because of current deficit spending in the General Fund, any new funds received would need to be used to cover that spending, or the spending reduced, if any of the new proceeds were to be "banked" against loss of future funding through Measure S. Since Measure S funding represents 15% of current General Fund revenues, its ending in 2015 would represent a loss of that amount. If the County proposed measure passes, and an agreement is in place, the loss of Measure S funding would be softened by half, or 7.5% in 2015. Sales Tax, once fairly stable and predictable for the City of Ukiah, has proven to be volatile in the current economic climate. Proceeds from the 'h cent Measure S sales tax measure have dropped from $2,277,084 to the estimated $1,890,542, since FY 2006/2007, or about 17%. Other sales tax revenue for the City of Ukiah has dropped from $3,499,538 in FY 2006/2007 to an estimated $2,686,625 for FY 2010/2011, or about 23%. This drop in both sales tax resources has been one of the largest sources of revenue drops in the City's General Fund during the course of the economic downturn. 1-1 Budgeted FY 09/10 1-1 New Appropriation ❑X Not Applicable F-1 Budget Amendment Required Amount Budgeted Source of Funds (title and #) Account Number Addit. Appropriation Requested ATTACHMENT _ Councilmember Mari Rodin Councilmember Doug Crane City Tax Sharing Ad Hoc Committee 300 Seminary Avenue, Ukiah, CA Re: Tax Sharing for Revenue Raised Through the "County Vital Services Transactions (Sales) and Use Tax" Ballot Measure Dear Councilmembers Rodin and Crane: Thank you for your willingness to meet for the purpose of discussing an agreement to share 50% of the proceeds raised within your city limits if the above referenced ballot measure is approved by the voters. In consultation with County Counsel Nadel the following list of discussion topics has been developed: 1. All shared funds must be expended for a legitimate public purpose; 2. The tax increase is limited to one-half of one percent (.05%) and the proceeds to each party would be one-quarter of one percent (.025%) beginning April 1, 2011; 3. The tax increase (and the agreement) sunsets in ten years; 4. The State Board of Equalization will not apportion the payments; 5. Payment of appropriate administrative fee to the Auditor; 6. Timing of payments; 7.Method for dispute resolution; 8. Provision for mutual defense of the agreement if it is challenged. Please let us know if there are other items that ought to be included in the list of discussion topics. As stated in our letter dated August 12, we are optimistic that an initial meeting will result in agreement in principle regarding the necessary elements of an agreement, at which time our respective legal counsels can finalize a draft agreement for consideration by our respective bodies. Sincerely, Tax Sharing Ad Hoc Committee: Supervisor Kendall Smith Supervisor John McCowen PS: Given the short time frame, we thought it best to email this list so you and City staff may have an opportunity for review prior to our meeting. ITEM NO: Ila Meeting Date: September 1. 2010 r.cJof��Fr AGENDA SUMMARY REPORT SUBJECT: DISCUSSION AND POSSIBLE ACTION TO AMEND THE TRANSFER STATION CONTRACT TO AUTHORIZE AN ADJUSTMENT TO THE SCHEDULE OF FEES AND RATES FOR TRANSFER STATION SERVICES AND CLARIFYING THAT THE TERM OF THE CONTRACT SHALL EXTEND TO SEPTEMBER 30, 2016. Overview: The City's contract for operation of the Ukiah Transfer Station provides for an annual adjustment to fees and charges based on 50% of the change in the Consumer Price Index ('CPI'). Solid Waste Systems, Inc. (SWS) requested an increase of the Transfer Station per ton fee to $78.50 from $60.22 per ton and the cubic yard fee to $15.38 from $11.80. The request from SWS is based on increased costs for disposal, transportation, and diversion of refuse accepted at the Transfer Station, as well as lost revenue from declining tonnage related to the downturn in the economy and increase operational costs to service self -haulers. City staff reviewed the request and met with SWS staff. After reviewing SWS's financial and operational information, City staff recommends adjusting the per ton fee to $74.50 and the cubic yard fee to $17.50 in order to maintain a viable operation. (continued on page 2) RECOMMENDED ACTION: 1) Authorize City Manager to sign a contract amendment with Solid Waste Systems Inc. authorizing the per ton fee of $67.50 plus surcharges of $7.00 ($5.00 for MSWMA and $2.00 for City). 2) Authorize City Manager to sign a contract amendment with Solid Waste Systems Inc. authorizing the per cubic yard fee of $16.24 plus surcharges of $1.26 ($0.90 for MSWMA and $0.36 for City). 3) Approve other rates as listed on the accompanying rate schedule (Attachment 2). 4) New rates are in effect for three years and are reviewable at the end of that term at the City's option. 5) The CPI Adjustment, Section 4.02, of the contract is applicable to the adjusted rate on the same basis as before the adjustment with the first such adjustment to occur at the end of the twelfth month following the effective date of the current fee increase. 6) Amend Article XIV, Section 14.01 to read: Term of Contract. The term of the Contract shall continue until September 30, 2016, unless terminated earlier pursuant to terms of the Contract. ALTERNATIVE COUNCIL POLICY OPTIONS: Provide Alternative direction to staff. Citizens Advised: Mendocino Solid Waste Management Authority Requested by: Solid Waste Systems, Inc. Prepared by: Gordon Elton, Finance Director Coordinated with: Council Ad Hoc Solid Waste Committee; Jane Chambers, City Manager; Emmett Jones, Consultant Attachments: 1) C&S Waste Solutions Memo; 2) Transfer Station Rate Schedule. 3) Rate Comparison schedule for other Transfer Stations. Approved: f � e Chambers, City Manager ITEM N0: 11c Meeting Date: August 18, 2010 Background: The initial basis for the increase is the cost of disposal at the Potrero Hills Landfill at $32.87 per ton as of February 1, 2010, which is ten dollars more than the current transfer station contract rate anticipates. Transportation costs between Ukiah and the Landfill are $19.91 per ton, $7.23 more than anticipated in the current transfer station contract rate. Also, the Mendocino Solid Waste Management Authority (MSWMA) surcharge increased from $4.50 per ton to $5.00 per ton. Except for changes to the MSWMA surcharge or the City landfill surcharge, the provisions of the City's agreement with Solid Wastes Systems, Inc., for the operation of the Transfer Station, do not provide a mechanism for addressing cost increases which exceed the automatic 50% of CPI increase. The current gate fee of $11.80 per cubic yard for self -haulers fails to account for the higher costs of accepting and processing waste from self -haulers as compared to the cost of accepting and processing compacted waste from franchised waste haulers. These higher operational costs include the following. The Saturday hours primarily serve the self haul customers and add 20% to the total operating hours. Additional services provided at the transfer station, such as motor oil, battery, and oil filter recycling, electronic waste recycling, tire recycling, and appliance recycling, are primarily oriented to the self haul customer. Garbage delivered by self haul customers contains significant amounts of recyclable materials. SWS staff routinely extracts these materials from the garbage and diverts them to the recycling program, thereby adding significant cost to the waste diversion program. The popularity of these various programs for self -haulers also results in an increase in the number of customers passing through the gate and, therefore, significantly increases the operating costs. Attachment #1 lists accomplishments and future challenges of both the Transfer Station and the Curb -side collection operation. Some interesting improvements are related to the recycling activities: Diversion of an average of 30% of the waste stream delivered to the transfer station; recycling of carpets, asphalt shingles, mattresses, clothing, and porcelain; and, establishment of the salvage shop. Combined operations in the Ukiah area created 46 jobs (full-time with benefits). Process: Staff received additional information from SWS representatives explaining their request. Subsequently, staff reviewed the request and prepared an alternate calculation which was presented to SWS staff and to the Solid Waste Ad Hoc Committee, consisting of Mayor Thomas and Council member Landis. According to the SWS reviewed financial statements, SWS experienced a net loss of more than $520,000 in 2009. The loss from operations, before interest and amortization, was $307,000. Additional operating expenses to be incurred for 2010 were identified and result in a projected operating loss of $350,000 for 2010, if rates are not adjusted. Staff reviewed the relationship of compacted waste (primarily from franchised haulers) charged at a per ton rate and non -compacted waste (primarily from self -haulers) charged at a per cubic yard rate, and the related fees. This review determined that the current per cubic yard rate for self -haulers does not cover the increased operational costs of accepting their waste, diversion, and recycling, and that the per cubic yard rate should be increased to Page 2 of 4 ITEM NO: 11c Meeting Date: August 18, 2010 recover more of those costs from self -haulers. The City staff proposed an alternative to the proposal from SWS staff to produce the necessary revenue and provide more balance to the charges for garbage processing as between self -haulers and franchised waste haulers. Staff and the Solid Waste Subcommittee have reviewed information provided by the collection company in support of a rate adjustment to compensate for increased operating expenses. City staff met with SWS officials on July 30 and received their concurrence with the revised rate structure. The Solid Waste Ad Hoc Committee met on August 3rd and reviewed the proposed adjustments. This information is the basis for the final proposal for a rate adjustment. SWS originally proposed a total increase of $17.78 per ton. After considering structural changes to the Transfer Station revenues, staff met with SWS officials and revised the recommended tipping fees to $74.50 per ton and $17.50 per cubic yard. Transfer Station Fee Chane Rate per Ton Rate per Cubic Yard Current Proposed Current Proposed.._ Transfer Station Operations 55.72 67.50 11.13 16.24 MSWMA 4.50 5.00 .67 .90 Ci Landfill Operating Expenses -0- 2.00 1 -0- .36 Total 60.22 74.501 11.80 1 17.50 A complete rate schedule is included as Attachment #2 for review. Attachment #3 presents a comparison with other transfer station rates in the County. If the 2009 volume of garbage delivered to the transfer station remains constant, these fees will produce approximately the requested level of revenue. The amount of garbage brought to the transfer station decreased in each of the past three years. City staff is recommending the additional fee of $2.00 per ton to provide funding for expenses related to the City landfill which were incurred since the landfill ceased accepting garbage. This additional fee will provide approximately $60,000 per year. The proposed fee, per compacted ton of garbage, is $74.50 and $17.50 per cubic yard for non -compacted garbage. This rate will require a 6.22% rate increase for City of Ukiah curbside customers to fund the increased transfer station gate fee charged to the collection company. Another component of the revenue is the minimum gate fee. The minimum gate fee was established as the fee for up to three 32 gallon containers. Assuming that 32 gallons equals .18 cubic yards, six 32 gallon containers are equivalent to 1.1 cubic yards. At the proposed cubic yard rate of $17.50, six containers would cost $19.30 or $3.22 per container. To establish a minimum fee for 3 containers, staff rounded this calculation down to $9.00 with a fee for each additional container of $3.00. This minimum fee is intended to apply to all garbage delivered to the transfer station. The gate attendant determines how each load is computed and when more than the minimum fee applies. Since most garbage is not delivered in containers, the gate attendant will continue to determine the volume of garbage and apply the per cubic yard rate. Those customers who deliver their garbage in containers can readily determine their cost in advance. Page 3 of 4 ITEM NO: 11c Meeting Date: August 18, 2010 In addition to rates, clarification of the contract term for SWS's operation of the Ukiah Transfer Station is also needed. Article XIV of the Transfer Station Agreement establishes the term of the agreement as 15 years from the date the Transfer Station began operations. Staff recommends changing this wording to a date certain to eliminate any discussion, consideration, or confusion about the applicable date. In summary, conditions in the transfer station business have changed significantly since the transfer station contract was last amended in 2001. Recycling is a significant component of transfer station operations. Revenue from recycling is cyclical and, therefore, unpredictable. Waste delivered to the transfer station has decreased in the past three years. Disposal fees (tipping fees) at the Potrero Landfill are more than 50% higher than in 2001. The transfer station operator has established programs and services to actively assist the community in reaching the mandated recycling levels and plans to continue programs to achieve higher levels of recycling. The operating expenses of the transfer station justify an adjustment to the rate. The self haul customers drive a significant component of the operating cost and should provide an appropriate share of the operating revenue. The revenue from the proposed rates is necessary to maintain a viable transfer station operation. Transfer Station Fees Current Proposed Increase Per ton of compacted garbage * 60.22 74.50 14.28 Per cubic yard of non -compacted garbage ** 11.80 17.50 5.70 Minimum gate fee 3 cans 5.50 9.00 3.50 Green waste — per ton 38.40 38.40 0.00 Green waste — per cubic yard 5.60 5.60 0.00 Fees for additional services are established by the Transfer Station operator * Proposed rate includes $2.00 per ton for City landfill costs ** Proposed rate includes $ .36 per cubic yard for City landfill costs The $14.28 per ton increase is distributed as follows: City Landfill operating expenses $ 2.00 Mendocino Solid Waste Management Authority $ .50 Transfer Station operating expenses $ 11.78 Staff recommends that the City Council approve the proposed contract amendment, including the proposed rate schedule to take effect no earlier than October 1, 2010, and establish September 30, 2016, as the end of the current term of the transfer station contract. Page 4 of 4 Mr. Gordon Elton Finance Director City of Ukiah 300 Seminary Drive Ukiah, CA 95482 RE: Rate Review and Future Activities Dear Gordon: August 2, 2010 AT'A ENT, As a follow-up to your meeting last Friday with Dave Carroll and Jack Simmons, attached please find the supplemental information you requested. Also attached is a Third Year Review Summanr which outlines various accomplishments we have realized since assuming operations. We�believe this may be useful to the Council in their review of this matter. We are quite pleased to have located our company headquarters, including administrative, maintenance and storage facilities, in Ukiah, as well as successfully constructed a state-of-the-art Material Recovery Facility (MRF) in the community. As you know, our recovery facility also has a wood, green waste and shingle grinding component and we are producing greenwaste compost locally. These improvements have enabled us to add about 50 employees to our Ukiah operations. We are a local business that believes strongly in keeping our dollars in our community; we purchase products and services from local businesses wherever possible and encourage others to do the same. Thank you for all of your work in reviewing our request. We look forward to having the Council review this on August 18th. Following the rate review process, we are eager to move forward with discussions concerning a number of related Issues, Including: • The exploration of the feasibility of reopening the Ukiah landfill and other long-term options, including technological improvements that will best assure adequate disposal space is available in the future. Our continuing interest in purchasing the City's option on the Transfer Station or otherwise arranging a long-term lease of the facility which provides for a foundation for future improvements. Drafting of new agreements that better reflect current issues and practices, including a long- term arrangement that will facilitate making substantial investments necessary to operate technologically advanced diversion programs. P.O. Box 60 / Ukiah, CA 95482 Phone 707-234-6400 / Fax 707-234-6404 / can dswastesolutions.com .+ n Thank you again for your time and attention to this matter. Should you have any questions or desire further information, please do not hesitate to contact me: Sincerely, Wil c eWaste Solutions cc: Jane Chambers, City Manager Benj Thomas, Solid Waste Subcommittee Mary Anne Landis, Solid Waste Subcommittee Memo To: Gordon Elton, Finance Director, City of Ukiah From: Julie Price, C&S Waste Solutions cc: Date: August 5, 2010 Re: Supplemental Information This is to provide you with answers to questions you had stemming from the rate review process, including some pertinent facts related to our commitment to Ukiah and operating as a local company. As you know, since assuming operations a couple of years ago, we located our customer support and accounting offices in the community: Additionally, we have successfully constructed a state-of-the-art Material Recovery Facility (MRF) in Ukiah. This facility also includes a wood and greenwaste grinding component as well as an asphalt shingle grinding operation. On an adjoining parcel, we. have established our truck repair and maintenance operation as well as our dispatch operations and fleet storage. We also began operating a local greenwaste composting site and opened a reuse store at the transfer station which has been very well-received by the community. We use local contractors and consultants and purchase all supplies and parts from local businesses whenever possible. Our activities have added forty-six (46) full-time jobs in the community and each of our employees is offered a comprehensive Blue Cross Health Plan plus dental and vision plans for employees and their families, a 401k plan, paid holidays, vacation accrual and sick leave benefits. With regard to your question about the potential for increased illegal dumping, we are not overly concerned that this will occur after the new rates are in effect. In our experience, those in the community who are inclined to dump illegally will likely do so irrespective of price and we have not witnessed a significant increase in such activities in other communities when pricing is adjusted. More importantly, we consider that a modest amount of abatement work to be part and parcel to our relationship with the City, and we will work cooperatively to assist in cleanups without concern for payment. Although all of this is hard to quantify and predict, if the amount of cleanup activity was such that it became a significant expense for us, we might request the City's Page 1 Memo to Gordon Eton, City of Ukiah August 5, 2010 Page 2 consideration of some remuneration to cover actual costs. In no event will we use the cleanup of illegal dumping as a means to generate profit. If the illegal dumping occurs in the unincorporated area, not covered by our franchise, we will take the same cooperative approach with the County of Mendocino. In the final analysis, illegal dumping has not presented a large problem at this point and we suggest taking a "wait and see" approach with the understandings as outlined above. We are committed to the well-being of Ukiah and look forward to our continued role as an integral part of the economic and social fabric of the community. P.O. BOX 60, UKIAH, CA 95482 PHONE(707) 234-6400 • FAX(707)234-6404 www.candswaste.com I� SUMMARY OF OPERATIONAL ACCOMPLISHMENTS AND FUTURE CHALLENGES I. ACCOMPLISHMENTS A. Operational and Technical Improvements • Constructed and began operating a state of the art Material Recovery Facility (MRF) • Purchased and began operating a wood, green waste and asphalt shingle grinding yard • Began operating a locally -sited greenwaste composting facility • Opened a non-ferrous metal buyback center at the Transfer Station • Purchased a metal baler/logger to reduce transportation costs • Upgraded all equipment at the Transfer Station — loaders, tractors and trailers • Installed new radio communication system in trucks to improve customer service • Installed IP based "Palm Scan" time clocks at all facilities to ensure accurate recording of hours worked • Installed industry specific solid waste computer system • Installed industry specific computerized scale system at the Transfer Station • Installed industry specific computerized buy-back system at the Transfer Station • Installed Internet based IP phone system, networking all facilities • Implemented a commercial cardboard and film plastic collection program • Assumed full responsibility of the electronics recycling program • Moved and consolidated the maintenance shop and administrative offices • Expanded the buy-back hours at the Transfer Station to include Mondays B.. Customer Service Improvements • Developed a comprehensive website (www.candswaste.com) to better inform customers and provide online payment options such as a -check or credit cards • Began accepting payment by credit card at the Transfer Station • Hired a full time Regulatory Compliance/Recycling and Outreach Coordinator — Julie Price • Worked closely with City Parks staff to improve efficiency of recycling at City of Ukiah Sports Complex, including providing additional containers for special events • Company representatives designated to work directly with City staff to resolve any City or service related issues • Initiated monthly meetings with City Public Works staff to ensure any potential solid waste Issues are addressed • Initiated 10 -gallon fully automated cart option for residential collection • Purchased new 20 -gal carts for curbside program, eliminating need for 20 -gal insert Page 1 C Maintenance improvements • Repaired, cleaned, organized, painted, replaced or recycled everything from the previous operator • Upgraded collection fleet to obtain California Air Resources Board (CARE) compliance • Initiated program to assure bins and carts are continually and regularly cleaned, painted and repaired as needed or requested. Still work to be done I. • Purchased a DPS cleaner to clean exhaust filters on trucks and reduce maintenance costs • Purchased a plastic welder to repair broken carts when possible .D. Diversion Achievements • Diverted on average 30% of the total waste stream delivered to the Transfer Station due to floor -sorting activities • Began recycling carpet & carpet padding, asphalt shingles, mattresses, rigid plastics, film plastics, clothing, cell phones and cell phone batteries, and porcelain (ie; toilets & sinks) • Opened the salvage shop (re -use store) at the Transfer Station once per month in the winter and twice per month in the summer • Assisted the City with waste audit by the CIWMB which the City passed due to floor -sorting activities at SWS E. Civic Activities • Created 46 full-time jobs with benefits in Ukiah: accounting, customer service, MRF, transfer station, wood & green waste grinding, maintenance, outreach & education • Comet Level Sponsor of Moonlight Movie Madness • Gold Level Sponsor of North Coast Green Opportunities Conference, co-sponsored by City • Silver Sponsor of Comedy Alley, a Ukiah Main Street Program, provided free recycling services for events • Participated in Pumpkinfest, including educational booth and parade • Member, South Ukiah Rotary • Donated compost to NCO's The Garden Project for the development of new community gardens. F. Outreach and Education Activities • Provided MRF tours to local schools, organizations and businesses • Provided recycling and waste reduction presentations to:local organizations (e.g.; Rotary, Ukiah Natural Foods Co-op) • Provided residential recycling guide for inclusion in City utility bills, May 2009 • Provided recycling guide in City's Parks and Recreation Guide • Developed and maintained a Facebook site that provides information and ideas to customers about reducing, reusing and recycling Page 2 II. Continuing and Future Challenges • Reduced volume of material due to downturn in economy. • Financial status of the State of California and it's affect on the viability of recycling. • Increased container downsizing and other factors have led to increased contamination of curbside recycling and yard waste containers, including electronic waste. A route auditor is needed to reduce contamination and increase operational efficiency. • Due to a high demand for recycling information and the need to increase recycling in UUSD schools, the education and outreach program should be expanded (refer to existing contract re: recycling education). • As requests for public presentations, outreach efforts, facility tours, literature and help with waste assessments grow, it will be necessary to increase staffing to accommodate this need. • Need to maintain CARB compliance for all equipment and prepare for potential future CARB compliance rules. • Expanded diversion activities have reduced available space at the Transfer Station. More covered space for metal and other materials is needed. 08/2010r Page 3 Solid Waste Systems, Inc. Rate Schedule Item .MSW- Ton $ MSW- Yard $ Minimum Gate Fee (up to 3 cans) $ Per Can Rate - 32 gallon (after 3 cans) Green Waste - Ton $ Green Waste - Yard $ Minimum Gate Fee - Green Waste. $ Mixed Load - Additional Charge $ Appliances $ Oil Filters - Small $ Oil Filters - Medium $ .Oil Filters - Large $ Concrete - Ton $ Dirt - Ton $ Sheetrock - Clean $ Sheetrook - Dirty $ Tires - Bicycle $ Tires - Motorcycle $ Tires - Passenger Car $ Tires - Passenger Car with Rim $ Tires - Truck $ Tires - Truck with Rim $ .Tires - Tractor E -Waste - Computers E -Waste - Monitors Scrap Metal Fees Included In the per ton rate City of Ukiah surcharge MSWMA surcharge ATT 2009-10 2.00 2010-11 2.00 4.60 $, Rate $ Rate Ch, anae 60.22 $ 74.50 $ 14.28 11.80 $ 17.50 $ 5.70 5.50 $ 9.00 $ 3.50 $: 3.00 .$ 3.00. 38.40 $ 38.40 $ - . 5.60 $ 5.60 $ - 5.50 $ 5.50 $ - 17.20 $ 17.20 $ - 15.30 $ 15.30 $ - 0.35 $' 0.35 $ - 0.60 $ 0.60 $ - 0.85 $ 0.85 $ - 60.22 $ 60.22 $ - 60.22 $ 60.22 $ - 38.40 S 38.40 $ - 60.22 $ 60.22 $ - 1.10 $ 1.10 $ - 2.10. $ 2.10 $ - 3.10 $ 3.10 $ - 4.90 $ 4.90 $ - 6.70 $ 6.70 $ - 9.00 $ 9.00 $ - 40.00 - 300.00 40.00 - 300.00 $ No charge No charge $ No charge No -charge $ No charge No charge $ - Fees Included in the aer cubic yard rate City of Ukiah surcharge $ MSWMA surcharge $ - $ 2.00 $ 2.00 4.60 $, 5.00 $ 0.50 - $ 0.36 $ 0.36 0.67 $ 0.90 $ 0.23 Transfer Station Tip Fees Per Ton Per Yd Per Can Minimum Area Transfer Station Rate Comparison $74.50. $67.83 $108.00 $180.00 Current t :' $1ISO Willits Healdsbure Garberville Countya n Transfer Transfer J-Tane�r J Transfer Transfer. Transfer Station Station Station Station Stations Stations $74.50. $67.83 $108.00 $180.00 N/A N/A $1ISO $18.00 $17.00 N/A $25.00 $28.00 $3A0. $4.00 $4.00 $5.00 3 cans Boonville Gualala Potter Valley Caspar Laytonville Albion County TS's: Per yard rate is for MSW & Greenwaste ITEM NO. 11b DATE: September 1, 2010 city of Ztkiah AGENDA SUMMARY REPORT SUBJECT: DISCUSSION AND POSSIBLE ACTION TO PROVIDE NOTICE AND CONDUCT A HEARING ON PROPOSED CURBSIDE WASTE COLLECTION FEE INCREASES PURSUANT TO PROPOSITION 218 AND DIVISION 4, CHAPTER 6, ARTICLE 1 OF THE UKIAH CITY CODE, COMMENCING WITH SECTION 3950 Overview: The City's franchised waste hauler, Ukiah Waste Solutions, Inc. ("UWS"), collects garbage and curbside recyclables within the City. The City's amended contract with UWS (`the Contract") provides for periodic rate adjustments. Under Section 4 of the Contract, UWS receives an automatic annual cost of living increase in the rates it can charge to city residents equal to 75% of the percentage change in the Consumer Price Index CICPI'� from the previous year. Every three years, the City Council is required to conduct a rate hearing to determine whether that increase is either too much or not enough to fairly compensate UWS for the cost of collecting garbage and recyclables from within the City. Under the contract, the current 3 year rate review is to be completed by October 2010. As described in more detail below, the City staff is proposing a rate increase only to account for the proposed increase in the gate fee at the Ukiah Transfer Station which is operated by Solid Waste Systems ("SWS') a company affiliated with UWS. Only the CPI increase would apply for the next two years. The City conducts the three year rate review pursuant to Ukiah City Code ("UCC' Sections 3950-3957, which requires, 10 days prior to a scheduled hearing before the City Council, a notice published in the newspaper and a City Manager's Report available to the public Continued on page 2 RECOMMENDED ACTION: 1) Direct staff to mail the Prop 218 notice to the appropriate customers 2) Set Wednesday, November 3, 2010 as the date for the Public Hearing to consider adoption of the curb -side garbage and recycling collection rates ALTERNATIVE COUNCIL POLICY OPTION: Identify and adopt an alternate rate adjustments or alternate public hearing dates Requested by: Ukiah Waste Solutions Inc. Prepared by: Gordon Elton, Finance Director Coordinated with: Council Solid Waste Committee; Jane Chambers, City Manager; Emmett Jones, Consultant Attachments: 1) Prop 218 Notice; 2) Proposed Rate Schedule; 3) Rate comparison with surrounding areas Approved: 6�zl� J Chambers, City Manager ITEM NO: 11b Meeting Date: September 1, 2010 containing information about the proposed rate change. Additionally, the charges for garbage service in the City may be a `property -related fee," subject to the notice and hearing requirements in Article XIII.D, Section 6, of the California Constitution, which was enacted by Proposition 218. To avoid any question about the procedures used to increase garbage rates in the City, it has elected to follow these procedures, in addition to the procedures in the Ukiah City Code, when considering a rate increase for garbage collection. Proposition 218 requires mailing a notice to customers at least 45 days prior to the date of the public hearing. This notice must identify the proposed rate changes and describe the process customers must follow if they wish to object to the rate change. The notice proposed by City staff is included as Attachment 1. The notice will be translated into Spanish and both the English and Spanish version will be mailed to the property owners and customers. Background: The provisions of the City's franchise agreement with Solid Wastes Systems, Inc., for the collection, transportation and disposal of garbage and the recycling of recyclable materials within the City limits of Ukiah requires that an annual adjustment be made to the garbage and recycling collection rates. In two of every three years, this adjustment is equal to 75% of the percentage change. in the U. S. Department of Labor, Bureau of Statistics, Consumer Price Index (CPI -U), U. S. City Average, June to June (Contract CPI). Every third year, the City Council shall conduct a rate hearing pursuant to UCC Sections 3950- 3957 to determine what, if any, adjustment should be made to the garbage collection and recycling rates, taking into consideration the annual audits of the contractor's operations and all other factors deemed relevant by the City Council. In fiscal year 2001/2002, the Refuse Collection and Recycling Franchise Agreement was modified to require the implementation of single -stream recycling with the resultant changes in the sizes of containers available for specific containers designed for use with a mechanical arm on the collection truck. The small ten-gallon containers were maintained to encourage recycling efforts. The fee schedule was revised in December 2001 to accommodate these standardized containers. The fee schedule adopted at that time utilized the gallons per week approach to determine the fee, which provides a simple method for computing a customer's cost. The size of the container(s) times the number of containers times the number of pickups per week equals the number of gallons per week. The total gallons per week times the rate per gallon for the calculated quantity equals the monthly fee. Container sizes are: 10 gallons, 20 gallons, 32 gallons, 68 gallons, and 95 gallons. Multiple containers are allowed for commercial customers needing more than 95 gallons per pickup. Under special circumstances, customers requiring multiple smaller containers are allowed. The basic concept of promoting recycling efforts by reducing the cost for customers who dispose of less garbage is retained in the proposed fee schedule. In 2008, a plan for meeting the Air Resources Board Refuse Rule to reduce emissions from diesel powered equipment was developed. The plan replaced the existing fleet of three side - loader trucks, one front -loader truck, one container delivery truck, one roll -off truck, and a Page 2 of 4 ITEM NO: 11b Meeting Date: September 1, 2010 back-up side -loader truck and a back-up front -loader truck, which are shared 50% with non - Ukiah locations, with later model used vehicles retrofitted to meet the State emission requirements. This plan was completed. Discussion: To evaluate the fee increase requested by UWS for fiscal year 2010/2011, the City Finance Director, the City Manager, and Emmett Jones, a CPA and consultant with experience in waste collection accounting, met with UWS, reviewed the request and submitted a recommendation to the Solid Waste Ad Hoc Committee, consisting of Mayor Thomas and Council member Landis. Initially UWS requested a 7.75% increase in the curb -side collection rates to offset the requested cost adjustment at the transfer station which is primarily needed due to the increase in disposal fees at the Potrero Landfill. Staff requested additional information from UWS representatives to understand the operating costs of the collection company. Staff performed an analysis of the request and prepared a revised calculation based on the revised proposal for transfer station costs. This revised increase of 6.22% was presented to the Solid Waste Ad Hoc Committee at the meeting on August 2nd. The proposed 2010 adjusted rate schedule is included as Attachment 2. After the proposed rate increase, the rates for garbage service in Ukiah remain significantly lower than in Willits, Lakeport, Fort Bragg, or the surrounding unincorporated area of Mendocino County (Attachment 3). The calculation for the currently proposed rate increase was developed for the period beginning November 2010. The CPI based increases included in the franchise agreement will apply for October 2011 and October 2012. These CPI based increases are also identified in the Prop 218 notifications. Any rate adjustment in 2013 will be considered at a 3 -year rate hearing. Sample of proposed monthly Curb Service rates * Current Proposed Increase Minimum weekly fee 4.15 4.41 .26 10 gallon weekly service 4.15 4.41 .26 20 gallon weekly service 8.72 9.26 .54 32 gallon weekly service 15.68 16.64 .96 One yard bin weekly service 103.62 110.07 6.45 One and a half yard bin weekly service 122.46 130.08 7.62 Rate per yard for two yard or larger bins 81.64 86.72 5.08 * Pack -out and Remote area service have higher rates see attached schedule for details Approximately 87.5% of the residential garbage customers utilize a 32 gallon or smaller container. Therefore, the majority of customers will experience an increase of $ .96 per month or less. This equates to three cents (34) per day. The increase for a customer with the 10 gallon weekly service is less than a penny a day additional. Staff recommends the Council approve the proposed rate schedule for distribution and Page 3 of 4 ITEM NO: 11b Meeting Date: September 1, 2010 schedule the public hearing on the proposed garbage collection rates and fees for Wednesday, October 20, 2010. Page 4 of 4 AlTACMEW- ' - City of Ukiah NOTICE OF PROPOSED INCREASE IN RATES FOR SOLID WASTE COLLECTION AND DISPOSAL SERVICE NOTICE IS HEREBY GIVEN that the City of Ukiah ("City") proposes to increase solid waste collection and disposal (garbage) rates applicable to all parcels in the City of Ukiah, including the parcel for which you are shown as the property owner of record based on the County of Mendocino 2009/2010 Secured Tax Roll, and/or at which you are shown as the customer billed for garbage service. If adopted, the rate increases will be reflected on utility bills dated on or after December 1, 2010. NOTICE IS FURTHER GIVEN that on November 3, 2010, at 6:15 p.m. or as soon thereafter as the matter may be heard, at 300 Seminary Avenue, Ukiah, California 95482, in the City Council Chambers, the City Council will conduct a public hearing on the proposed rate increase. At the public hearing, the City Council will consider all written protests against the proposed fee or charge, and all other comments submitted in writing prior the hearing or expressed during the hearing. If written protests against the proposed fee or charge are presented by a majority of owners, including renters, of the identified parcels, the City will not impose the fee or charge. The City will consider only one protest per parcel, even if it receives protests from more than one owner or tenant of that parcel. If you want to file a written protest, prior to the hearing, you must submit the protest to the City Clerk at the Ukiah Civic Center, 300 Seminary Ave. Ukiah CA 95482. You may also submit a written protest at the hearing. To be considered, the written protest must include your name, the address or Mendocino County Assessor's parcel number of the parcel you own or rent, a representation that you are the legal owner of the parcel or that you are a lawful renter of the property who pays the garbage bill, a statement that you protest the proposed rate increase, and your signature. The City reserves the right to verify whether any person filing a protest is an owner or a renter legally obligated to pay the fee. To assist with this verification, the City requests inclusion of the applicable utility account number on the protest. The Amount of the Fee Imposed on Each Parcel: The proposed rate increase as of December 2010 is 6.22%. The increase for subsequent years, including October 2011 and October 2012, will be based on 75% of the percentage change in the Consumer Price Index ("CPI") over the previous year, in accordance with the Contract for Collection, Transportation and Disposal of Garbage, Refuse and Rubbish and Recycling of Recyclable Materials from within the City of Ukiah, originally dated March 23, 1992 ("Waste Collection Contract"). After the December 2010 rate increase, the City Council may conduct a rate hearing in accordance with the Ukiah City Code and California Constitution Article XIII.D.6, and make further adjustments in the rate. In the absence of a subsequent rate hearing, the rates will automatically increase each year in accordance with the Waste Collection Contract (see below). The City Council may reduce the amount of the annual increase by conducting a rate hearing in accordance with the Ukiah City Code. The following table indicates the existing and proposed monthly solid waste service rates for residential and commercial service to each parcel in the City of Ukiah: Residential Service Service Level No service 140 gallon service 11-20 gallon service 21-32 gallon service 33-68 gallon service 69-95 gallon service 96 + gallon service October Current 2010 Curb service $ 4.15 $ 4.41 4.15 4.41 8.72 9.26 15.68 16.64 36.99 39.30 52.16 55.39 $.606 /gal $.644/gal October Current 2010 Pack -out service $ 6.40 $ 6.80 6.40 6.80 10.94 11.62 19.20 20.38 45.08 47.87 65.08 69.16 $.685/gal $.728/gal October Current 2010 Remote Service $ 12.80 $ 13.60 12.80 13.60 17.34 18.42 25.60 27.18 51.48 54.67 71.48 75.96 $.685/gal * $.728/gal 1 yard bin 1.5 yard bin Larger bins at per yard rate $ 103.62 118.01 81.64 $ 110.07 130.08 86.72 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A * plus remote service fee of $6.40 which is changing to $6.80 Miscellaneous and Special Services will also increase by 6.22% The Reason for and Basis Upon Which the Fee Increase was Calculated: The proposed rates were calculated based on the Waste Collection Contract with the City's franchised waste hauler, which is a private company. Under that agreement, rates are adjusted as follows. Unless altered by the City Council at a rate hearing, which may be held once every three years, rates are automatically adjusted by seventy-five percent (75%) of the percentage change in the CPI from the previous year*. At the optional rate hearing, the City Council may consider the annual audit of the waste collection business and any other financial information considered relevant by the City Council, to determine whether the rates fully compensate the franchised waste hauler for the cost of providing the service. If the rates were adjusted for the period commencing December 2010 by 75% of the CPI, the rates would increase by .79%. The higher proposed rate increase was calculated by carefully evaluating the annual audit for the period ending December 31, 2009, and the increased gate fee at the Taylor Drive Transfer Station. The proposed increase represents only the cost of the increased gate fee. * U.S. City Average Consumer Price Index (CPI -U) from June to June. RESIDENTIAL/ COMMERCIAL Ukiah Waste Solutions, Inc. 2010 Adjusted Rate Schedule Residential Carts 10 20 lx/WK lx/WK 32 lx/WK Lx/WK Roadside 4.41 9.26 16.64 55.39 Pack Out* 6.80 11.62 20.38 54.67 Remote** 13.60 18.42 27.18 • Pack Out service is limited to the elderly and disabled who apply directly through Ukiah waste Solutions @ 707.234.6400. '• The additional charges of Remote service may be required for certain areas with difficult access. t 127.86 68 95 Gallons Lx/WK 1x/WK 39.30 55.39 47.87 69.16 54.67 75.96 Plus $74.50 per ton tip fee Plus $7430 per ton tip fee Plus $74,50 per ton tip fee Plus $74.50 per ton tip fee Plus tip fee Materials 10 Gal 20 Gal 32 gal 64 gal 96 gal 1 Can - ix/WK 4.58 9.60 17.27 40.81 57.52 1 Can - 2x/WK 1.5 38.39 90.86 127.86 1 Can - 3x/WK 520.32 64.13 139.32 194.62 2 Cans -1x/WK 2.0' 38.39 90.86 127.86 COmm2rcial Bins 693.76 867.20 1,040.64 40.06 Yards Number of pick-ups per week $86.72 260.16 Extra :.':;...(lla}:}1lljltiSit; :::.: `••::•. Dollars /Yard ' ix/WK 2x/WK 3x/WK 4x/WK 5x/WK 6x/WK Pick-ul Plus $74.50 per ton tip fee Plus $7430 per ton tip fee Plus $74,50 per ton tip fee Plus $74.50 per ton tip fee Plus tip fee Materials 1.0 $110.07 110.07 0.00 0.00 0.00 0.00 0.00 25.42 30.0 Yd 7 day rental 1.5 $86.72 130.08 260.16 390.24 520.32 650.40 780.48 30.04 Tires - each - (Automotive or motorcycle) 2.0' $86.72 173.44 346.88 520.32 693.76 867.20 1,040.64 40.06 Container Cleaning 3.0 $86.72 260.16 520.32 780.48 1,040.64 1,300.80 1,560.96 60.08 Roil Off or Bin Extra Day Charge 4.0 $86.72 346.88 693.76 1,040.64 1,387.52 1,734.40 2,081.28 80.11 6.0 $86.72 520.32 1,040.64 1,550.96 2,081.28 2,601.60 3,121.92 120.17 Extra p/u calculated at 1/wkdivided by 4.33 Plus $74.50 per ton tip fee Plus $7430 per ton tip fee Plus $74,50 per ton tip fee Plus $74.50 per ton tip fee Plus tip fee Materials New Rate Clean -Up Bins and Boxes 2010 3.0 Yd 3 day rental 1 90.00 15.0 Yd 7 day rental 203.94 20.0 Yd 7 day rental 203.94 30.0 Yd 7 day rental 203.94 Compactors 203.94 New Rate Mise Charges 2010 Bulky Items (appliances, LgTires, Furniture etc..) 22.64 Tires - each - (Automotive or motorcycle) 4.77 Damage Cart Replacement 61.61 Extra Residential Pick-up 5.91 Extra Commercial Pick-up 11.03 Compactor Cleaning 265.55 Container Cleaning 95.60 Locking bin, one-time setup fee 30.27 Replacement Key 10.62 Contamination Fee 30.32 Returned Check Fee 35.00 Roil Off or Bin Extra Day Charge 11.03 Exchange Cart Size 22.74 Plus $74.50 per ton tip fee Plus $7430 per ton tip fee Plus $74,50 per ton tip fee Plus $74.50 per ton tip fee Plus tip fee Materials CITY OF UKIAH PROPOSED NOTICE of Public Hearing to consider amendment of Garbage Rates. On October'20, 2010, at 6:15 p.m. or as soon thereafter as the matter may be heard, at 300 Seminary Avenue, Ukiah, California 95482, in the City Council Chambers, the. City of Ukiah ("City") proposes to increase solid waste collection and disposal (garbage) rates in. the City of Ukiah. If adopted, the rate increases will be reflected on utility bills dated on or after October 31, 2010. A copy of the City Manager's report is on file with the City Clerk for public review. PROPOSED RATE STRUCTURE Packout Sevice No service/ 10 -gallon 20 -gallon 32 -gallon 68 -gallon 95 -gallon Service Type minimum fee container container container container container Increase (basic fee) 0.40 0.68 1.18 2.79 4.08 Curb Sevice 4.41 6.80 11.62 20.38 47.87 69.16 Current Rate 4.15 4.15 8.72 15.68 36.99 52..16 Increase 0.26 0.26 0.54 0.96 2.31 3.23 Proposed rate 4.41 4.41 9.26 16.64 39.30 55.39 Packout Sevice on the total gallon ca a ity of the containers. 15 yard 69 to 95 More than 0 to 10 gal. 11 to 20 gal. 21 to 32 gal. 33 to 68 gal. gal. 95 gal. Rate per gallon for combinations Current Rate 4.15 6.40 10.94 19.2 45.08 65.08 Increase 0.26 0.40 0.68 1.18 2.79 4.08 Proposed rate 4.41 6.80 11.62 20.38 47.87 69.16 Remote Sevice on the total gallon ca a ity of the containers. 15 yard 69 to 95 More than 0 to 10 gal. 11 to 20 gal. 21 to 32 gal. 33 to 68 gal. gal. 95 gal. Rate per gallon for combinations Current Rate 4.15 12.8 17.34 25.6 51.48 71.48 Increase 0.26 0.80 1.08 1.58 3.19 4.48 Proposed rate 4.41 13.60 18.42 27.18 54.67 75.96 Costs for other combination of cans is based on the total gallon ca a ity of the containers. 15 yard 69 to 95 More than 0 to 10 gal. 11 to 20 gal. 21 to 32 gal. 33 to 68 gal. gal. 95 gal. Rate per gallon for combinations $ 203.94 $ 11.03 $ 203.94 $ 11.03 ,Tipping fee is the rate char ed at the transfer station 2.10 22.64 Curb Sevice 0.441 0.463 0.520 0.578 0.583 0.644 Packout or RemoteSevice 0.680 0.581 0.637 0.704 0.728 0.728 Additional fee: 27.47 2.80 30.27 Compactors, per dump, plus tipping fee 159.60 44.34 Service fee for remote service $ 6.80 $ 6.801$ 6.801$ 6.80 $ 6.80 Fees for bins (in cubic yards) 1 1 yara 1 1.5 yaras i z yaruu I 3 ygluzi i -tcuua i w 11 - Once weekly service 110.071 130.081 173.441 .260.161 346.88 1 520.32 Multiple services per week is calculated at the once weekly service times the number of services per week Other sizes are calculated at the rate of : $86.72 per yard Listed rates are multiplied times the number of icku s er week for multiple pickup service. Debris box Container size 15 yard 20 yard 30 yard 7 day rental fee + tipping fee Additional days $ 203.94 1 $ 11.03 1 $ 203.94 $ 11.03 $ 203.94 $ 11.03 ,Tipping fee is the rate char ed at the transfer station Miscellaneous and S eclat Services Current Increase Proposed 3 yard box per dump (3 day rental), includes tipping fee 126.69 (36.69) 90.00 Appliances, plus tipping fee 20.54 2.10 22.64 Tires, each (up to 4 automobile or motorcycle sized on regular collection route) 4.33 0.44 4.77 Large truck sized tires or more than 4 auto/motorcycle tires (special trip), plus tipping fee 20.54 2.10 22.64 Furniture and other items (special trip), plus tipping fee 20.54 2.10. 22.64 Locking bin, one-time setup charge 27.47 2.80 30.27 Compactors, per dump, plus tipping fee 159.60 44.34 203.94 * Basic charge applies to all residences per Municipal Code Section 4443 Hauler Rates 20 gal / 1x 32 gal / 1x 2yd/1x Area Curb -side Garbage Rate Comparison City of SWOW City of Lakeport City of WM Inland WM Coastal Fort Brace SWOW North North Bay North Bay Russian $16:64. .: West Ukiah `. Willits LakeportRiver Mendocino Mendocino Fort Bragg Mendocino Sonoma Region County County County County $9:26.:; $11.56 $13.12 $17.46 $20.05 $18.11 $29.40 $19.28 $16.43 $16:64. .: $20.43 $19.68 $19.34 $22.39 $28.88 $36.72 $30.84 $26.33 ;:$17344..`. $238.18 $243.16 $234.02 $265.86 $288.70 $311.68 $243.87 $241.19 $40 $35 $30 $25 $20 $15 $10 $0 Rates per Container ��`�� 0 0 0 ie o ti� �e eQO0 �o ° a 20gal/ 1x ®32gal/1x ITEM NO.: lic MEETING DATE: September 1, 2010 e-xty Of 2 AGENDA SUMMARY REPORT SUBJECT: DISCUSSION AND CONSIDERATION OF A RESOLUTION SUPPORTING PROPOSITION 22, THE LOCAL TAXPAYER, PUBLIC SAFETY, AND TRANSPORTATION PROTECTION ACT OF 2010. Summary: The League of California Cities, in cooperation with the California Transit Association and the California Alliance for Jobs, authored the Local Taxpayer, Public Safety, and Transportation Protection Act of 2010 in response to the State of California's continued raids and borrowing of local funds that communities need to provide public safety, emergency response, transportation, transit, economic development and other vital local services. In 2004 and 2006, California voters overwhelmingly passed separate ballot measures to dedicate local funding sources to essential local services and to prevent the State from shifting or raiding local government, transit and transportation funds. However, these previous measures did not completely eliminate the State's authority to temporarily borrow or redirect some city, county, redevelopment, and special district funds and the State has utilized loopholes to continue its practice of taking local funds. Last year, the State passed a budget that borrowed and took approximately $5 billion in city, county, transit, redevelopment and special district funds. The State's borrowing of property tax, property tax in lieu of vehicle license fees, and sales tax triple flip is projected to have cost the City of Ukiah $244,143 and the County of Mendocino $3,045,9631. In addition, the State took from the City $1,744,481 in redevelopment funds last year and plans to take at least another $359,158 this year. Local taxes and revenues protected this fiscal year from the State by Proposition 22 are estimated at $14,284,814 for the City of Ukiah2. In April 2010, the coalition submitted approximately 1.1 million signatures to county elections offices throughout the state to qualify the measure for the November ballot. In July, it was announced by Secretary of State Debra Bowen that the Local Taxpayer, Public Safety, and Transportation Act of 2010 would appear on the California November 2010 statewide ballot as Proposition 22. Proposition 22, the Local Taxpayer, Public Safety and Transportation Protection Act, would: • Prohibit the State from taking, borrowing or redirecting local taxpayer funds dedicated to public safety, emergency response and other vital local government services. Prop 22 would close loopholes to prevent taking local taxpayer funds currently dedicated to cities, counties, special 1 Source: califomiacityfinance.com, Estimate FY09-10 City and County Impacts of the 2009 Property Tax Borrowing 2 Source: californiacityfinance.com, Revenues Protected by the "Local Taxpayer, Public Safety, and Transportation Act of 2010" Continued on Page 2 Recommended Action(s): Discuss and consider the adoption of a resolution supporting Proposition 22, the Local Taxpayer, Public Safety, and Transportation Protection Act of 2010. Alternative Council Option(s): Remand to staff with further direction. Citizens advised: N/A Requested by: City Council Prepared by: Sage Sangiacomo, Assistant City Manager Coordinated with: Jane Chambers, City Manager Attachments: 1. Draft Resolution Approved: J ne hambers, City Manager districts and redevelopment agencies. It would also revoke the State's authority to borrow local government property tax funds. • Protect vital, dedicated transportation and public transit funds from State raids. Prop 22 would prohibit the State from redirecting, borrowing or taking the gasoline excise tax (HUTA) allocated to cities and counties for local street and road maintenance and improvements. Prop 22 also prohibits the State from taking or redirecting public transportation account revenues dedicated to public transit. • Protect local taxpayers by keeping local tax dollars local where there's more accountability to voters, and by ensuring that gas taxes go to fund road improvements. Prop. 22 also reduces pressure. for local tax and fee increases that become necessary when the State redirects local funds. A substantial number of cities, local government organizations, public safety organizations, transportation and transit organizations, labor organizations, water agencies, environmental, taxpayer, and community, and business groups have already pledged support of this initiative including California Fire Chiefs Association, California Police Chiefs Association, California Redevelopment Association, California Chamber of Commerce, California Parks and Recreation Society, Mendocino Transit Authority, and hundreds of cities throughout California. The City of Ukiah previously took unanimous action in support of the initiative prior to qualifying for the November 2010 statewide ballot. The item has been placed on the agenda to allow the City Council to consider reaffirming support of the initiative now that it is listed on the ballot as Proposition 22. 0a Attachment #1 RESOLUTION NO. 2010 - RESOLUTION OF THE CITY OF UKIAH IN SUPPORT OF PROPOSITION 22 THE LOCAL TAXPAYER, PUBLIC SAFETY AND TRANSPORTATION PROTECTION ACT OF 2010 WHEREAS, California voters have repeatedly and overwhelmingly passed separate ballot measures to stop State raids of local government funds, and to dedicate the taxes on gasoline to fund local and state transportation improvement projects; and WHEREAS, these local government funds are critical to provide the police and fire, emergency response, parks, libraries, and other vital local services that residents rely upon every day, and gas tax funds are vital to maintain and improve local streets and roads, to make road safety improvements, relieve traffic congestion, and provide mass transit; and WHEREAS, despite the fact that voters have repeatedly passed measures to prevent the State from taking these revenues dedicated to funding local government services and transportation improvement projects, the State Legislature has seized and borrowed billions of dollars in local government and transportation funds in the past few years; and WHEREAS, this year's borrowing and raids of local government, redevelopment and transit funds, as well as previous, ongoing raids of local government and transportation funds have lead to severe consequences, such as layoffs of police, fire and paramedic first responders, fire station closures, stalled economic development; healthcare cutbacks, delays in road safety improvements, public transit fare increases and cutbacks in public transit services; and WHEREAS, State politicians in Sacramento have continued to ignore the will of the voters, and current law provides no penalties when state politicians take or borrow these locally -dedicated funds; and WHEREAS, a coalition of local government, transportation and transit advocates filed a constitutional amendment with the California Attorney General, called the Local Taxpayer, Public Safety, and Transportation Protection Act of 2010, which will be on the November 2010 statewide ballot as Proposition 22; and WHEREAS, approval of this ballot initiative would close loopholes and change the constitution to further prevent State politicians in Sacramento from seizing, diverting, shifting, borrowing, transferring, suspending or otherwise taking or interfering with tax revenues dedicated to funding local government services, including redevelopment, or dedicated to transportation improvement projects and mass transit. THEREFORE, BE IT RESOLVED that the City of Ukiah formally endorses Proposition 22, the Local Taxpayer, Public Safety and Transportation Protection Act of 2010, a proposed constitutional amendment. BE IT FURTHER RESOLVED that we hereby authorize the listing of the City of Ukiah in support of Proposition 22, the Local Taxpayer, Public Safety and Transportation Protection Act of 2010, and instruct staff to fax a copy of this resolution to campaign offices at 916.442.3510. PASSED AND ADOPTED this 1St day of September, 2010 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Benj Thomas, Mayor ATTEST: JoAnne M. Currie, City Clerk