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HomeMy WebLinkAbout2001-03-07 PacketItem No. Date: March 7, 2001 AGENDA SUMMARY REPORT SUBJECT: AWARD OF CONTRACT TO KENNEDY/JENKS CONSULTANTS TO PERFORM ADDITIONAL SERVICES FOR PREPARATION OF DRINKING WATER SOURCE ASSESSMENT IN CONJUNCTION WITH WATERSHED SANITARY SURVEY FOR THE SUM NOT TO EXCEED $14,980. REPORT: At the October 4, 2000 meeting, the City council awarded a bid from Kennedy/Jenks consultants to conduct a joint Watershed Sanitary Survey for the City of Ukiah (City), Millview County Water District (MCWD), and Redwood Valley County Water District (RVCWD). The Department of Health Services has directed the water agencies and the City of Ukiah to perform a Drinking Water Source Assessment (DWSA) in conjunction with the Watershed Sanitary Survey. Staff requested Kennedy/Jenks to provide a proposal encompassing the additional scope of work. The City will act as the lead agency and issue a Purchase Order for this additional work and receive reimbursement from the other agencies. The cost breakdown is as follows: City $10,800 MCWD $ 2,O9O RVCWD $ 2,090 The City of Ukiah's cost for the Assessment will be significantly larger than the other districts due to the large number of water sources utilized by our system. No money was budgeted to fund the DWSA. However, necessary funds will be transferred to Account 820.3908.250.000 to cover this expenditure. RECOMMENDED ACTION: Award Contract to perform the Drinking Water Source Assessment to Kennedy/Jenks for the sum not to exceed $14,980. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject proposal and refer back to staff with Direction. Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachment: None APPROVED: ~,~"~ Candace Horsley, City M~.nager 4b ITEM NO. DATE: March 7, 2001 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID TO HERTZ/BIG 4 RENTS FOR A USED VERMEER MODEL BC1230A DIESEL WOOD/BRUSH CHIPPER IN THE AMOUNT OF $15,515 AND APPROVAL OF RELATED BUDGET AMENDMENT. SUMMARY: As presented in the 2000/2001 budget meetings, the Parks and Golf Divisions of the Community Services Department are in need of a wood/brush chipper for their operations. With the increasing number of acres of land and trees to maintain, the Department has experienced an escalating need for this type of equipment. In addition, the chipper will provide valuable mulch to enhance non-herbicidal weed abatement. Currently, the Department has to rent chipping equipment or contract with private companies at costly rates. As a result, the City Council allocated $5,000 to the 695.6120.800.000 Golf Division account and $5,000 to the 698.6001.800.000 Parks Division account for a total of $10,000 for the purchase of a wood/brush chipper. (continued on page 2) RECOMMENDED ACTIONS: 1. Award bid to Hertz/Big 4 Rents for a Used Vermeer Model BC1230A Diesel Wood/Brush Chipper in the amount of $15,515; 2. Approve amendment to the 2000/01 budget increasing expenditures in accounts 695.6120.800.000 and 698.6001.800.000 by $2,758 and $2,757 respectively. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine the award of bid to Hertz/Big 4 Rents is inappropriate and remand to staff with direction. 2. Determine it is inappropriate at this time to purchase a wood chipper and reject all bids. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A Sage Sangiacomo, Community Services Supervisor Candace Horsley, City Manager Larry W. DeKnoblough, Community Services Director 1. Summary of Bids 2. Budget Amendment Worksheet APPROVE~' ' '-~~-~_ Candace Horsley, ~y Manager AWARD OF BID TO HERTZ/BIG 4 RENTS FOR A USED VERMEER MODEL BC123A DIESEL WOOD/BRUSH CHIPPER IN THE AMOUNT OF $15,515 AND APPROVAL OF RELATED BUDGET AMENDMENT March 7, 2001 Page2 Request for bids for a used 1998 or newer Vermeer Model BC1230A Diesel Wood/Brush Chipper (or equivalent) were sent to 12 companies. In addition, the City Clerk published a Public Notice twice in the Ukiah Daily Journal. Submittals from three companies were received and opened on February 27, 2001. Two of the three companies responding to the request for bids submitted "No Bid." The sole bid in the amount of $15,515 was submitted by Hertz/Big 4 Rents of Ukiah for a 1998 used Vermeer Model BC1230A Diesel Wood/Brush Chipper with less than 350 hours of operation. The chipper was tested and inspected by Community Services and Public Works Garage staff. No defects or problems were found. In addition, Vermeer, Inc. reports that a new Model 1230A chipper would cost $23,527. The Iow bid amount of $15,515 exceeds the 2000/2001 budgeted amount of $10,000. In order to award the current Iow bid, a budget amendment allocating an additional $2,758 to the 695.6120.800.000 Golf Division account and $2,757 to the 698.6001.800.000 Parks Division account is needed. Staff recommends the Council approve the budget amendment and award the bid to Hertz/Big 4 Rents for a Used Vermeer Model BC1230A Diesel Wood/Brush Chipper in the amount of $15,515. RJS:AGNC0012.SUM CITY OF UKIAH 300 SEMINARY AVENUE UKIAH, CA 95482-5400 (707) 463-6217 (City Clerk's Office) BID SUMMARY BID OPENING FOR: DATE: TIME: Used 1998 or Newer Diesel Wood Chipper February 27, 2001 2:00 P.M. COMPANY AMOUNT , AACTION RENTS & EQUIPMENT 1000 RIVER ROAD SANTA ROSA, CA 95401 Ret'd to sender . STEVENSON SUPPLY & TRACTOR CO. 3601 REGIONAL PARKVVAY SANTA ROSA, CA 95403 No Bid , RICKER MACHINERY COMPANY, INC. 909 7TH STREET OAKLAND, CA 94607 No Bid . HERTZ/BIG 4 RENTS 100 W. LAKE MENDOCINO DRIVE UKIAH, CA 95482 $15,515.00 Karen Yoast, De~ Bids:Wood Chipper - Kathy I~ch, Witness ITEM NO. 4c DATE: March 7, 2001 AGENDA SUMMARY REPORT SUBJECT: REPORT TO COUNCIL REGARDING EXTENSION OF LEASE WITH THE STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES ON BEHALF OF THE CALIFORNIA DEPARTMENT OF FORESTRY FOR A PORTION OF THE UKIAH REGIONAL AIRPORT Submitted with this report is the State of California, Department of General Services standard form for extension of the California Department of Forestry (CDF) lease at the Ukiah regional Airport. The extension continues all terms and conditions contained in the current lease, initiated August 21, 1991 until June 30, 2001. CDF has stated that the plans for the new air attack base planned for the southeast section of the Airport should be completed within the time provided by this extension, however, an additional extension may be necessary to continue occupancy of the current location until construction of the new facility is complete. Once CDF completes design of the new facility, Council will receive the appropriate lease agreement with pertinent details of the new facility for consideration and approval. RECOMMENDED ACTION: Receive report regarding extension of lease with California Department of Forestry for a portion of the Ukiah Regional Airport. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A State Department of General Services Larry W. DeKnoblough, Community Services Director Candace Horsley, City Manager Don Bua, Airport Manager Lease Agreement with State of California, dated February 13, 2001 APPROVED~ ~'~ LD/ZlP Candace Horsley, ~ityX~anager CDF.ASR S State of California · Department of General Services · Gray Davis, Governor REAL ESTATE SERVICES DIVISION. Professional Services Branch 1102 Q Street, Suite 6000 · Sacramento, CA 95814 (916) 323-6616 February 13, 2001 Candace Horsley- City Manager 300 Seminary Avenue Ukiah, CA. 95482 File No.: 3436 001 Transaction No.: 0101055 Amendment No.: 9007043 Dear Ms. Horsley: Under lease dated Apdl- 1, 1975, as extended Apdl 22, 1986, held over March 11, 1991 and amended August 21, 1991, the State of California hires from you certain premises located at the Ukiah Airport, in the City of Ukiah, County of Mendocino, California, for a term ending December 31, 2000, at a quarterly rental of $1,261.70. The state desires to continue its occupancy of said premises for an additional pedod ending June 30, 2001 at the agreed rental of $1,261.70 per quarter and upon all of the same terms and conditions set forth in said lease, including the state's continued dght to terminate this lease at any time dudng the term hereof by providing wdtten notice to the Lessor of at least 30 days prior to the effective date of termination. If the state's continued occupancy of said premises as set forth above is satisfactory to you, please indicate your agreement by signing this document and each of the four copies at the bottom of the page. Keep one of these copies for your records and return the original and three copies to this Office for further processing. This agreement is subject to a final review and approval by the state. Sincerely, STATE OF CALFORNIA APPROVED: DEPARTMENT OF GENERAL SERVICES REAL ESTATE SERVICES DIVISION PROFESSIONAL SERVICES BRANCH M~CH,~EL CAbCi-ARI Real Estate Officer DIRECTOR OF THE DEPARTMENT OF GENERAL SERVICES Area Manager Receipt of the foregoing letter is acknowledged and the undersigned hereby agrees to the state's continued occupancy as set forth above. ~ DATE: "~--"'/~"~6 I BY~,~~.~~ ~ cc: Anne Miyasaki, Office of the State Controller Tom Hunley, Lease Management Chris Duval, SPI L.E. Luke Wilson, Dept. of Forestry & Fire Protection. M:psb/leasing & design/masterdm-extl .termination fights continues AGENDA SUMMARY ITEM NO.: DATE: REPORT 6a March 7, 2001 SUBJECT: DISCUSSION AND POSSIBLE REVISION OF THE UKIAH C.A.R.E.S. PROGRAM During the Ukiah C.A.R.E.S. update at the December 20, 2000 meeting, the City Council requested staff provide an analysis of how implementing additional changes would affect the funding of the Public Benefits beyond the sunset date of January 1, 2002. This report presents further data regarding the current program and identifies possible impacts of modifications the Council may wish to consider. CURRENT PROGRAM The Ukiah C.A.R.E.S. program provides relief on the electric portion of City of Ukiah utility bills for eligible Iow to moderate-income households. Current eligibility is based on total household net income (after taxes/take home pay) which is then compared to 150% of the Federal Poverty Income Guidelines (FPIG). In January 2000, the Council increased the Senior benefit portion of the program, added a new Non- Senior benefit and retained the Temporary Emergency Assistance at $300 per year. The benefit for Senior households increased from the first 50 kilowatt hours (kWh) of electricity free of charge to the first 100 kWh free of charge. The new benefit provides a discount to eligible Non-Senior households for the first 50 kWh free on their monthly electric bills. The third portion of the Ukiah C.A.R.E.S. program continues to give Temporary Emergency Assistance of up to $300 once a year to qualifying households. UPDATED PARTICIPATION Senior Discounts - 197 Senior households have received assistance since January, 2000. 18 Senior households have been added to the program since November. However, 13 participants' accounts have closed in this same time frame. Therefore, 184 Seniors households are currently active in the program. Non-Senior Discounts - Qualified Non-Senior households enrolled in the monthly discount program increased from 86 to a total of 94 in the last three months. Temporary Emergency Assistance - since January, 2000 298 households have qualified to receive emergency funds. MARKETING Marketing of the program has expanded. Presentations by City staff about the program are scheduled to be made to agencies that serve possible eligible households. In January, our first presentation was made to the (Cont'd page 2) RECOMMENDED ACTION: Receive report and discuss Ukiah C.A.R.E.S. program. ALTERNATIVE POLICY OPTION: 1. Leave Ukiah C.A.R.E.S. program as is and ask staff to continue to monitor. 2. Determine revisions to the Ukiah C.A.R.E.S. program desired and provide direction to staff. 3. Determine other uses of the Public Benefit Fund to be pursued and provide direction to staff. Citizen Advised: N/A Requested by: City Council Prepared by: Patsy Archibald, Customer Service Supervisor Coordinated with: Candace Horsley, City Manager and Gordon Elton, Finance Director Attachments: 1: Project~on of Program Longevity for each Scenario without Additional Funding APPROVED: (~~~)~:-~-- CanOe Ho~'sley,'City ~lanager Mendocino County Department of Social Services Management staff. Informational flyers and posters (in both English and Spanish) were distributed for their staff to inform City of Ukiah residents who may benefit from UkiahC.A.R.E.S. The current administrative and marketing costs include annual costs for determining eligibility for approximately $11,600 and about $8,400 for related supplies and City personnel costs devoted specifically to manage, analyze, audit and promote the program. Council member Baldwin requested that costs for weeklong Cable T.V. advertising be obtained to enhance current marketing efforts. If Council wishes to have additional Cable T.V. advertising of the program, a thirty (30) second commercial could be filmed, run on four (4) different cable channels for a full week, twice a year for approximately $1,000 per year. POTENTIAL COSTS FOR IMPLEMENTING CHANGES In response to requests Council made at the December 20th meeting, eight different scenarios (four addressing increased benefits, 3 addressing income levels and one combination) and their related costs to the Public Benefits Fund are being presented. Also provided is a projection (attachment #2) of how these costs will affect the revenues of the Public Benefits Fund. Each projection reveals when funds for the programs would be depleted. These projections begin with a balance forward of $1,060,000 as of January 1, 2001, add expected revenue for the calendar year 2001 of $395,000 (electric revenues plus interest at December 31, 2001), and subtract projected costs of each scenario. The analysis also assumes that no additional funding will be set aside beyond the sunset date of January 1, 2002. Interest revenue is added annually, based on 5% of each year-end balance. Scenario I projects the existing program without any changes. Ukiah C.A.R.E.S. is projected to continue until mid 2022 if the program remains unchanged. Council expressed an interest in understanding the costs related to increasing the monthly benefits. If the monthly benefits increased to 120 kWh for Senior and only 100 kWh for Non-Senior households (Scenario 2), Non-Senior household relief would increase to 17% of the average electric charges. Ukiah C.A.R.E.S. is projected to continue until early 2019 if these changes are adopted. If the monthly benefit increases to the suggested 120 kWh for both discount programs (Scenario 3), 83% of qualified Senior households would experience a benefit of more than 30% of the average electric charges ($47.54). 22 households or 13.3% would receive funds to cover over 75% of their electric charges and 10 Senior households would get free electricity each month. Non-Senior households' relief could increase to 20% of the average electric charges ($71.86). Ukiah C.A.R.E.S. is projected to continue until late 2018 if these changes are adopted. Staff has also included a scenario with potential changes to the Temporary Emergency Assistance portion of the program (Scenario 4). Staff is proposing a consideration of maintaining the $300 maximum benefit amount, but allowing a household to qualify more than once a year (whichever comes first). Currently customers only benefit from this portion of the program once each twelve-month period for a maximum benefit of $300.00. Of the 258 total households receiving emergency funds in the calendar year 2000, 34% received less than a $150.00 benefit. The average benefit was $196.28. change was adopted. Scenario 1 Make no chanqes to current program Assume participation will remain at same levels Maintain Income Guidelines at total net household income of 150% of FPIG Maintain Senior Monthly Discount to first 100 kWh free Maintain Non-Senior Monthly Discount to first 50 kWh free Maintain Emergency Assistance at $300 maximum once per year Maintain costs to administration and marketing of program Ukiah C.A.R.E.S. is projected to continue until early 2016 if this Estimated year funds would # Participants Annual Costs be depleted Scenario 2 Maintain Income Guidelines at total net household income of 150% of FPIG Increase Senior Monthly Discount to first 120 kWh free Increase Non-Senior Monthly Discount to first 100 kWh free Maintain Emergency Assistance at $300 maximum once per year Increase costs to administration and marketing of program 184 $26,584 79 $ 5,726 258 $50,600 $20,000 521 $102,910 mid 2O22 184 $31,906 79 $11,414 258 $50,600 $21,000 521 $114,920 early 2019 Scenario 3 Maintain Income Guidelines at total net household income of 150% of FPIG Increase Senior Monthly Discount to first 120 kWh free Increase Non-Senior Monthly Discount to first 120 kWh free Maintain Emergency Assistance at $300 maximum once per year Maintain costs to administration and marketing of program 184 79 258 521 $31,906 $13,699 $50,600 $20,000 $116,204 late 2018 Scenario 4 Maintain Income Guidelines at total net household income of 150% of FPIG Maintain Senior Monthly Discount to first 100 kWh free 184 Maintain Non-Senior Monthly Discount to first 50 kWh free 79 Increase Emergency Assistance at $300 maximum once per year* 258 Maintain costs to administration and marketing of program (*not to exceed a maximum of $300) 521 $26,584 $ 5,726 $77,400 $201000 $129,710 early 2016 INCOME GUIDELINES For purposes of eligibility, the net total household income amount used for Ukiah C.A.R.E.S. is compared to 150% of the Federal Poverty Income Guidelines (FPIG). These guidelines are revised annually by the U.S. Department of Health and Human Services and are considered for all portions of the C.A.R.E.S. program. This amount is the customer's "take home pay" after taxes have been withheld. For example, a single parent family with one child having a standard withholding tax amount, could have a gross yearly income of $20,520, a monthly income of $1,710.00 or be paid $9.87 an hour and qualify for Ukiah C.A.R.E.S. assistance. If we increase income guidelines to 200% FPIG of the net total household income, a single parent family with one child having a standard withholding tax amount, could have a gross yearly income of $28,292, a monthly income of $2,358.00 or be paid $13.60 an hour and qualify for Ukiah C.A.R.E.S. assistance. For purposes of this report, increasing the guidelines by either Council Member Baldwin's proposal or 200% of FPIG is presumed to triple the number of participants, due to the number of workers within the $9.87 per hour range and the $13.60 per hour range. Because of the ongoing nature of the Monthly Discounts, verification of total household income is expected for the entire previous year. However, the Temporary Emergency Funds can be issued to a household that is temporarily experiencing these income levels. They are asked to present verification of the last two pay periods (prior to receiving assistance) reflecting the total household income after taxes are withheld. In other words a household may qualify, for example, if one or both wage earners are seasonally laid off or unexpectedly and temporarily out of work for any reason. The following table is a comparison of current and proposed income guidelines of the after tax, take home pay a household must not exceed to qualify for assistance. If the estimated taxable income level (gross income) were to be increased, household income could be as high as the amounts in the columns entitled "Taxable Income" depending on the type of deductions and benefits a wage earner has. Comparison of Annual Net Household Income Levels After tax take home pay Household size 100% FPIG (Ukiah C.A.R.E.S.) 150% FPIG/Taxable income Gross Net Gross 1-2 persons $11,250 $16,875 $20,520 Council Member Baldwin proposal 200%FPIG/Taxable Income Net Gross Net Gross $21,000 $25,620 $22,500 $28,292 3 persons $14,150 $21,225 $25,799 $25,000 $30,500 $28,300 $35,800 4 persons $17,050 $25,575 $31,245 $29,000 $35,380 $34,100 $44,260 5 persons $19,950 $29,925 $36,706 $33,000 $40,590 $39,900 $53,369 6 persons $22,850 For each add'l Person add $2,900 $34,275 $42,358 $37,000 $45,880 $45,700 $4,350 $4,000 $5,800 $61,984 Scenarios 5 through 8 project various combinations of benefit and income eligibility changes. Scenario 5 identifies an increase in Senior benefits to 120 kWh and Non-Senior benefits to 100 kWh (Scenario 2) and increases the Temporary Assistance to more than once per year (Scenario 4). As noted earlier, staff believes increasing the income eligibility levels will triple the level of program participation illustrated in the last three scenarios. Scenario 6 identifies an increase in the income eligibility levels above the present 150% FPIG, while maintaining the current benefits. Scenario 7 expands on scenario 6 by increasing monthly benefits to 120 kWh for all eligible households. Scenario 8 projects the impact of increasing benefits to 120 kWh per month, increasing the eligible income levels, and allowing temporary assistance more than once per year while maintaining the $300.00 maximum per year. This level of program expansion is projected to consume all available funds in 2004. Scenario 5 Maintain Income Guidelines at total net household income of 150% of FPIG Increase Senior Monthly Discount to first 120 kWh free 184 Increase Non-Senior Monthly Discount to first 100 kWh free 79 Increase Emergency Assistance to $300 maximum more than once/year* 258 Increase costs to administration and marketing of program (*not to exceed a maximum of $300) 521 $31,906 $11,414 $77,400 $211000 $141,720 mid 2014 Scenario 6 This scenario assumes participation will triple Increase Income Guidelines to more than current levels Maintain Senior Monthly Discount to first 100 kWh free Maintain Non-Senior Monthly Discount to first 50 kWh free Maintain Emergency Assistance to $300 maximum once/year Increase costs to administration and marketing of program Scenario 7 This scenario assumes participation will triple Increase Income Guidelines to more than current levels Increase Senior Monthly Discount to first 120 kWh free Increase Non-Senior Monthly Discount to first 120 kWh free Maintain Emergency Assistance to $300 maximum once/year Increase costs to administration and marketing of program Scenario 8 This scenario assumes participation will triple Increase Income Guidelines to more than current levels Increase Senior Monthly Discount to first 120 kWh free Increase Non-Senior Monthly Discount to first 120 kWh free Increase Emergency Assistance to $300 maximum once/year* Increase costs to administration and marketing of program (*not to exceed a maximum of $300) 552 $79,753 237 $17,178 774 $151,178 $21,000 1563 $269,731 552 $95,717 237 $41,096 774 $151,800 $21,000 '1563 $309,613 552 $95,717 237 $41,096 774 $232,200 $21,000 '1563 $390,0'13 early 2007 early 2006 20O4 SUMMARY Current approved City of Ukiah C.A.R.E.S. program discounts and temporary assistance available to City customers, exceed relief offered by any other electric assistance program that we know of. The various scenarios listed above are offered for Council's discussion. Staff would also point out that the data indicates that participation continues to grow with current marketing efforts. If Council wishes to increase Income Guidelines funds could be depleted much sooner if increased participation reaches the levels expected. Staff recommends Council determine if any changes should be made to the C.A.R.E.S. program. PA:arcares,March01 .mw CITY OF UKIAH UKIAH C.A.R.E.S. FUNDING PUBLIC BENEFITS FUND ATTACHMENT # 1 Projection of Program Longevity Without Additional Funding Scenario #1 Scenario #2 Scenario #3 Scenario ~ Scenario #5 Scenario ~6 Scenario #7 Scenario #8 Balance Forward 1,060,000 1,060,000 1,060,000 1,060,000 1,060,000 1,060,000 1,060,000 1,060,000 Projected Revenue Year 2001 395,000 395,000 395,000 395,000 395,000 395,000 395,000 395,000 Projected Costs Year2001 102,910 114,920 $116,204 $129,710 $141,720 $269,731 $309,613 $390,013 Year-end Balance 1,352,090 1,340,080 1,338,796 1,325,290 1,313,280 1,185,269 1,145,387 1,064,987 Projected Revenue Year 2002 67,604 67,004 66,940 66,264 65,664 59,263 57,269 53,249 Projected Costs Year 2002 103,335 115,345 116,629 130,135 142,145 270,156 310,038 390,438 Year-end Balance 1,316,359 1,291,740 1,289,106 1,261,419 1,236,799 974,377 892,619 727,799 Projected Revenue Year 2003 65,818 64,587 64,455 63,071 61,840 48,719 44,631 36,390 Projected Costs Year 2003 103,760 115,770 117,054 130,560 142,570 270,581 310,463 390,863 Year-end Balance 1,278,417 1,240,557 1,236,508 1,193,930 1,156,069 752,515 626,788 373,327 Projected Revenue Year 2004 63,921 62,028 61,825 59,696 57,803 37,626 31,339 18,666 Projected Costs Year 2004 104,185 116,195 117,479 130,985 142,995 271,006 310,888 391,288 Year-end Balance 1,238,152 1,186,391 1,180,854 1,122,641 1,070,877 519,135 347,2391ii~i~iii!ii?~ii?~iiii!iiiii~i. Projected Revenue Year 2005 61,908 59,320 59,043 56,132 53,544 25,957 17,362 35 Projected Costs Year 2005 104,610 116,620 117,904 131,410 143,420 271,431 311,313 391,713 Year-end Balance 1,195,450 1,129,091 1,121,992 1,047,363 981,001 273,661 53,289 -390,972 Projected Revenue Year 2006 Projected Costs Year 2006 Year-end Balance 59,772 56,455 56,100 52,368 49,050 13,683 2,664 (19,549) 105,035 117,045 118,329 131,835 143,845 271,856 311,738 392,138 1,150,187 1,068,501 1,059,763 967,896 886,206 15,489 ::i::::::::':!~i'"'""~:'"~::~"'"?'?:~ .... i:::.:~i...~i -802,658 Projected Revenue Year 2007 Projected Costs Year 2007 Year-end Balance 57,509 53,425 52,988 48,395 44,310 774 (12,789) (40,133) 105,460 117,470 118,754 132,260 144,270 272,281 312,163 392,563 1,102,236 1,004,456 993,997 884,030 786,247 ?:~i~::~i~::~:'"~'""~i~ ~ ~:::.....!~..:.....~...~:....:~ - 58 O, 736 - 1,235,354 Projected Revenue Year 2008 Projected Costs Year 2008 Year-end Balance 55 112 105,885 1,051,463 50,223 49,700 44,202 39,312 (12,801) (29,037) (61,768) 117,895 119,179 132,685 144,695 272,706 312,588 392,988 936,785 924,517 795,546 680,864 -541,524 -922,361 -1,690,109 Projected Revenue Year 2009 Projected Costs Year 2009 Year-end Balance 52,573 106,310 997,725 46,839 46,226 39,777 34,043 (27,076) (46,118) (84,505) 118,320 119,604 133,110 145,120 273,131 313,013 393,413 865,304 851,139 702,214 569,787 -841,731 -1,281,491 -2,168,027 Projected Revenue Year 2010 Projected Costs Year 2010 Year-end Balance 49,886 106,735 940,877 43,265 42,557 35,111 28,489 (42,087) (64,075) (108,401) 118,745 120,029 133,535 145,545 273,556 313,438 393,838 789,825 773,667 603,789 452,732 -1,157,374 -1,659,004 -2,670,266 Projected Revenue Year 2011 Projected Costs Year 2011 Year-end Balance 47,044 107,160 880,760 39,491 38,683 30,189 22,637 (57,869) (82,950) (133,513) 119,170 120,454 133,960 145,970 273,981 313,863 394,263 710,147 691,896 500,018 329,398 -1,489,223 -2,055,816 -3,198,042 Year Funds would be depleted mid 2022 early 2019 late 2018 early 2016 mid 2014 early 2007 early 2006 2004 CARES research Projections March 2001 3/2/01 AGENDA SUMMARY REPORT ITEM NO. DATE: March 7, 2001 SUBJECT: AUTHORIZATION OF THE CITY MANAGER TO NEGOTIATE AND ENTER INTO A PROFESSIONAL CONSULTING SERVICES AGREEMENT TO PROVIDE DIGITAL ORTHOPHOTOGRAPHY AND PLANNIMETRIC MAPPING SERVICES AND APPROVAL OF RELATED BUDGET AMENDMENT SUMMARY: The City Council authorized Staff to solicit proposals to begin implementation of a GIS system in this year's budgets. Staff is returning to Council with the results of the solicitation for providing professional consulting services for the 2001 Digital Aerial Orthophoto and Plannimetric Mapping project. Aerial orthophotography and plannimetric mapping are cost effective means of data collection and interpretation, and is the first step necessary for the phased implementation of a Geographical Information System (GIS). The Public Works Department contacted twelve photogrammetry and mapping consultants to solicit proposals to provide the for the City of Ukiah. In response to the City's solicitation, four proposals were received from consulting engineering firms. Ultimately GIS will provide point and click access to information and will allow non-technical staff to perform advanced queries. GIS systems for cities and counties are currently being used to manage and access information such as the following: · Ownership Records · Tax Assessor Records · Addresses · Utility Locations · Emergency Response · Emergency Planning · City Base Maps · Asset Management · Geographical Correlation of Record Maps · Political Boundaries · On-Line Permitting · Public Website Access to Record Information Future phases of the GIS implementation for uses such as these would typically entail the application of (continued on page 2) RECOMMENDED ACTION: Authorize the City Manager to negotiate and enter into a Professional Consulting Services Agreement with 3Di, Inc. for the 2001 Digital Orthophotography and Plannimetric Mapping Services at a total compensation not to exceed $72,121, and approve amendment to the 2000/01 budget increasing expenditures in accounts 100.3001.800.000, 800.3733.800.000 and 820.3901.800.000 by $6,800, $1,600 and $1,600 respectively to accommodate the increased GIS costs between Engineering, Electric, and Water Departments. ALTERNATIVE COUNCIL POLICY OPTIONS: 1) Direct Staff to review proposals further and select another consultant to perform the work, 2) Elect not to enter into a contract at this time. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: None. Diana Steele, Director of Public Works / City Engineer Diana Steele, Director of Public Works / City Engineer Candace Horsley, City Manager 1. Proposal Cost Comparison Summary 2. FY 2000-2001 Budget Sheets 3. Budget~A~ndment Worksheet APPROVED: ,'. _.~-~~'~~ ~ Candac~ Horsley, City Manger Page 2 Authorization of the City Manager to Negotiate and Enter into a Professional Consulting Services Agreement for the 2001 Digital Orthophotography and Planimetric Mapping Services and Approval of Related Budget Amendment other algorithms and manual interpretation to identify additional features, integration of further survey information collected by GPS or conventional survey and the linking of various database applications. Public Works assembled a team to evaluate the proposals received. The team included representatives of the Public Works, Utilities and Planning Departments as well as the GIS Coordinator from Mendocino County. The team reviewed and ranked each proposal based on the organization, project team, depth of experience, subcontracting practices, work methodologies and quality practices, and work scheduling. The two best proposals were adjudged to be significantly better than the others and their client references were interviewed by telephone. Again, both consultants received superior marks for their past performance on projects similar to ours. The costs associated with the two lesser-quality proposals were 30% and 50% greater therefore they were not reviewed further. Ultimately cost became a decisive factor upon which to base a recommendation. We encouraged the consultants to offer cost saving alternatives for our consideration. The proposal of one of the firms, 3Di of Roseville, California, offered cost savings for "packaging" specific tasks. Its proposal demonstrated an understanding of our cost constraints and the firm has further confirmed that the work can be sequenced such that certain items are completed this Fiscal Year and other items can be scheduled to be completed in FY 2001-2002. A cost comparison of the proposal line items as well as a comparison to the "package" cost proposal is attached for the Council's information. Developing mapping with contours at two-foot intervals for the area outside the City limits but within the sphere of influence (Ukiah Semiurban Area), and at five-foot intervals for the area outside the sphere of influence but within our watersheds (Ukiah Rural Area) will be critical to conducting our planned Drainage Study. These are therefore very important to include as soon as possible. The package price offered includes most of the additive alternatives that the City would be considering adding to increase the usefulness during the next budget cycle as well as a few enhancements. 3Di is one of the two consulting firms who scored well and offered the more desirable pricing for its services. It has production centers in 14 locations across the US as well as in Canada and Great Britain. This work would be performed by staff at its Eugene, Oregon and Roseville headquarters, and their proposed project manager actually resides in Mendocino County. 3Di was also recently chosen to perform the same type of work for the City of Healdsburg. As stated before both of the firms under consideration throughout the process were ranked highly by their past clients. Comments specific to 3Di included "you will get more than you expected from 3Di" and "3Di will work with you, they are very client- oriented." The details of 3Di's proposal and Staff's ongoing dialogue with its representatives seems indicative that the City of Ukiah will enjoy similar service. Award of this project is time-critical. The best window for performing the aerial photography is late winter/early spring before the trees "leaf out~'. Foliage can hide desirable features from the camera. We are also very anxious to accomplish this work in the near future to allow work on the planned Drainage Study to begin. Therefore staff is recommending that the Council authorize the City Manager to negotiate the final terms and enter into a contract with 3Di, Inc. for the services outlined in the Request for Proposal for the 2001 Digital Orthophotography and Plannimetric Mapping Services and as proposed in its base proposal and clarified in its letter dated March 1,2001, at a cost "not to exceed" $72,121 to be expended over two fiscal years. The 2000/01 Budget includes $30,000 ($20,000 from the Engineering Department and $5,000 each from the Electric and Water Utilities). As is evident from the attached cost comparison, the minimum cost for this year will be approximately $40,000. A budget amendment is necessary to authorize expenditures of an additional $10,000 for GIS during this Fiscal Year. The amendment splits the increase between the three departments with the same participation percentage as in the approved budget. Next budget year, Staff will be requesting the additional funds be allocated to complete the remainder of the tasks included in 3Di's proposed package. Staff further recommends the approval of the necessary budget amendment. ATTACHMENT 1 2001 Digital Orthophoto and Mapping Services Cost Comparison Summary HJW 3Di 3Di Item Line Item Line Item Package Quote Quote Quote Ukiah Urban Area 1"=100' Scale, 1/2' Pixel Orthophoto $27,075 $27,659 Show: 2' Contours $6,545 $10,420 Street Centerlines $3,750 $750 Street curb lines and edge of pavement $3,750 $1,160 Building Footprints $5,950 $3,378 iii?ii Ukiah Semi-urban Area __1_."= 100' Orthophoto $7,527 $7,709 Show: 2' Contours $2,154 $7,750 !ili?~i~,ii'~i'~,ii ~ i ~, i Street Centerlines $1,875 $495 ii Street curb lines and edge of pavement $1,875 $580 ~' Building Footprints $2,750 $1,573'i Ukiah Rural Area 1 "=200' Orthophoto $6,525 $7,587 Show: 5' Contours $3,955 $5,570 Building Footprints $1,950 $0 3Di Package Quote for Bundling All Services Listed Above $72,121 HJW & A 3Di 3Di total total package Grand Total $75,681 $74,631 $72,121 Proposed Costs for Fiscal Year 2000-2001 $39,450 Proposed Costs for Fiscal Year 2001-2002 $32,671 Attachment to Agenda Summary Report Page 1 of 1 March 7, 2001 Z ~Z~ Z ~J LLI o~ ILl Z LLI CD CD c Q C~ CD t-' eq(.9 I- z ILl IJ.I w 0 0 I- MJ >- ITEM NO. 7b DATE: MARCH 7, 2001 AGENDA SUMMARY REPORT SUBJECT: APPROVAL OF EXPANSION OF CONTRACT WITH RICHARD RUFF FOR ARCHITECTURAL SERVICES FOR UKIAH REGIONAL AIRPORT TERMINAL REMODEL AND RELATED BUDGET AMENDMENT For several years Airport staff and the Council have discussed the need to complete a remodel and upgrade of the Terminal and Administration building. However, due to financial limitations, it has been impossible to initiate such a project. This need has increased in recent years as the building has continued to physically decline, as well as failing to meet the basic space needs of Airport staff and tenant businesses. Airport management staff has been forced to relocate temporarily to the flight service building, which separates them from the operations hub. Significant upgrades, such as doorway width, restrooms and ramping are also required in order to comply with the Americans with Disabilities Act. Business recruitment, including the long time goal of recruiting a coffee shop or restaurant, is impossible in the current terminal. Staff has recently become aware of an opportunity to apply for grant funds through the Federal Economic Development Administration (EDA), to fund a maximum of 60% of the total remodel and upgrade costs of the Ukiah Regional Airport Terminal/Administration building. In addition to the grant funds, the Federal Rural Development Agency has available 3% interest loans that could be utilized to provide gap financing for the remaining 40% of the project costs. (Continued on PaRe 2) RECOMMENDED ACTION: 1. Approve contract expansion of $4,500 with Richard Ruff for architectural services for Ukiah Regional Airport Terminal remodel; and 2. Approve amendment to the 2000/2001 budget increasing expenditures in the 600.5001.250.000 account by $4,500. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine architectural services contract expansion requires revision and approve as modified. 2. Determine approval of architectural services contract is inappropriate at this time and do not move to approve. Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Larry W. DeKnoblough, Community Services Director}t.~ Coordinated with: Candace Horsley, City Manager Don Bua, Airport Manager Attachments: APPROVED' LD/ZIP TERMINAL.ASR . Proposal for Services Budget Amendment Worksheet Candace Horsley,-Ci~y~Manager In order to proceed with the pre-application process, EDA requires the project be defined and design schematics and cost estimates be developed. To accomplish this it will be necessary to secure a limited contract for architectural services. As the City is currently contracting with Richard Ruff for design of the Civic Center addition, staff is recommending expanding that agreement to include the preparation of preliminary design and cost estimates for the Airport Terminal. Mr. Ruff has submitted the proposal provided in Attachment #1, which is a not to exceed value of $4,500. Should the Council approve Mr. Ruff's proposal, a budget amendment is required to increase expenditures in the 600.5001.250.000 account in the amount of $4,500. RICHARD P. RUFF ARCHITECT + BUILDER SERVICE ESTIMATE DATE: CLIENT: PROJECT: Febru~y 16,200'!. City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Attention: Larry DeKnoblough Airport Tem~inal Remodel PHASE I Progrmn and Preliminary Design of owner's needs, image, aesthetic vision, spatial requirements, etc. · Asbuilt drawing $4,500. Total Services $4,500. EXTRA SERVICES RATE SCHEDULE Principal · Senior Drafter · Technician/Drafter $75.00 / hr. $50.00/hr. $35.00/hr. f".© Bux 7"'0'3 · '-io!?ar;d · CA 95449 P 707.744. 1474 · F 707.744. 1485 · CA Lic. C11736 RUFF ~ ~_©NSTRUC J-~ ....,~ INC. · CA Lic. B597217 AGREEMENT FOR ARCHITECTURAL SERVICES The Architect, Richard P. Ruff, will provide the Scope of Services stated for Phase I in the attached Service Estimate above, and at the Compensation rate estimated at $4,500. The City of Ukiah agrees to compensate the Architect for services, and to the following Terms of Service. TERMS OF SERVICE An Initial Payment of $1,000. for Phase I of the Estimated Scope of Services will be advanced by the Owners to the Architect to initiate this agreement and to reserve the time required to complete the work covered by this agreement. Balance of Compensation: The balance of Compensation will be billed monthly with progress, or at the end of the work proposed, wlfichever should come first. Payment will be due upon receipt of invoice. Late Payments: Payments will be considered late if not received within thirty (30) days of invoice. Late payments will be assessed interest at a rate of 18%/year, compounded monthly. Costs of Collection: All cost associated with collection of Compensation due and unpaid, including all legal services, will be paid by the Owners. Limit of Liability: The Architect's liability for errors or omissions in the Construction Documents and all related service, shall be limited to and not exceed the amount of compensation paid to the Architect for such service. Tern'tination of Agreement: This Agreement may be terminated by either party, should either party substantially fail to perform. For termination not the fault of the Architect, the Architect shall be compensated for all services performed to termination including reimbursable expenses. Owner: Date: Airport Termi;tal Remodel Page 2 I,IJ w 0 0 I- E ~ 0 n~ 0 E E o '-' ,~ ..~ · -- 0 ~ __ ~ ~ "~ ~ 0 E cr n~ o -~ ¢~ E ~ ~E ~~ E ~ -- ~ 0 0 0 ~ ~ ~ 0 ~ J c '-~ ~ ~ m ~ '~ c~ ~'~ > -- -.~ '- ~ ~ ~ ~ ~j~'~ ~ ~ ~ o ~ ~ o o ~ o ~ o ~ o ~ ~ ~ ~o ~o~ .E~ O0 8 ~ 88 oo o o o o o O0 ~ O0 000000000 O0 8888 oo ~ o,o . ~. . . 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