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HomeMy WebLinkAboutWest Yost Associates 2017-04-244, / G/?- /38 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES This Agreement, made and entered into this day of , 2017 ("Effective Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and West Yost Associates, a Corporation organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a. City requires consulting services related to Support Prop 1 Planning Grant Management and Storm Water Resources Plan for Russian River Watershed Association. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. C. City and Consultant agree upon the Scope -of -Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope -of -Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope -of -Work upon receipt of a Notice to Proceed from City and shall complete such services by April 30, 2019. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $385,170. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment B, which shall include all indirect costs and expenses of every kind or nature, except direct expenses. Std - ProfS—Agreement- November 20, 2008 PAGE I OF 7 The direct expenses and the fees to be charged for same shall be as set forth in Attachment B. Consultant shall complete the Scope of Work for the not -to- exceed guaranteed maximum, even if actual time and expenses exceed that amount. 4.2 Changes. Should changes in compensation be required because of changes to the Scope -of -Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope -of -Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub -contractor Payment. The use of sub -consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub -consultants shall be included within guaranteed not -to -exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Consultant shall pay all estimated and actual federal and state income and self- employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Std - ProfSvesAgreement- November 20, 2008 PAGE 2 OF 7 Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City's local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager's determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A. Minimum Scope of Insurance Coverage shall be at least as broad as: Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage — Completed Operations Form No. CG 20 37 10 01. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant's profession. Architects' and engineers' coverage is to include or be endorsed to include contractual liability for negligence only. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. Std - ProfSvcsAgreemem- November 20, 2008 PAGE 3 OF 7 3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per claim and aggregate. C. Deductibles and Self -Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope -of -protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. C. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. Worker's Compensation and Emplovers Liability Coveraqe The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. Std - ProfSvcsAgreement- November 20. 2008 PAGE 4 OF 7 3. Professional Liability Coverage If written on a claims -made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend from the contract execution to April 30, 2019, or one year from the date of completion, whichever is last. 4. All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB -1 for short-term credit rating. F. Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium. G. Subcontractors Consultant shall include all subcontractors or sub -consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub- contractor or sub -consultant. All coverage for sub -contractors or sub -consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability to the extent arising out of or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City. Std - ProfSvcsAgreemem- November 20. 2008 PAGE 5OF7 Indemnify," as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses. References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope -of -Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this agreement shall be at the City's sole risk. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub -contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to CMgnresuen1- anf6.er 0git - Std - ProfSecs S shall pay the Consultant only for services performed and expensestan . O PAGE 6 OF 7 incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off -set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. When so signed, each such document shall be admissible in administrative or judicial proceedings as proof of the terms of the Agreement between the parties. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH WEST YOST ASSOCIATES DEPT. OF PUBLIC WORKS 2235 MERCURY WAY, SUITE 105 300 SEMINARY AVENUE SANTA ROSA, CA 95407 UKIAH, CALIFORNIA 95482-5400 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT k, BY: 041t") PRINT NAME: L_> --() G?J ZLo IRS IDN Number CITY OF UKIAH BY: CITY M NAGER ATTEST CITY CLERK Std - ProfSvcsAgreement- November 20, 2008 PAGE 7 OF 7 Date Date 31 l-2-r Date W E S T Y O S T h&'Ao A S S O C I A T E S Consultmg Engineers January 25, 2017 Jarod L. Thiele Project Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 SUBJECT: Proposal to Support Prop 1 Planning Grant Management and Storm Water Resources Plan, Russian River Watershed Association Dear Mr. Thiele: SENT VIA: EMAIL Thank you for requesting a scope of work and fee estimate from West Yost Associates (West Yost) to provide management and technical support services to the City of Ukiah (City) for a California Proposition 1 planning grant (Prop 1 grant) awarded to the Russian River Watershed Association RRWA). The Prop 1 grant provides funding to prepare a Russian River watershed -wide Storm Water Resources Plan (SWRP). The City, administrative agency for the RRWA, is also the Prop 1 grantee and project director. West Yost staff, acting in the capacity of RRWA staff, worked with the City and RRWA member agencies to prepare the Prop 1 grant application and have been engaged in contract negotiations with the State Water Board (State). It is anticipated that an Agreement between the State and the City will be executed before January 31, 2017. This proposal was prepared to provide contract administration support to the City, and technical support to the RRWA member agencies to complete the SWRP. The following describes the proposed scope of work and estimated fee to complete the grant planning work in accordance with State requirements. The scope is presented and organized to coincide with the scope outlined in the Agreement with the State. 1.0 SCOPE OF WORK 1.1 Completion Date Preparing a SWRP for the Russian River watershed is a substantial task involving significant contributions from eleven member agencies, twelve collaborating entities, and the North Coast Regional Water Quality Control Board. For this reason, RRWA staff have been busy for months getting the project organized and ready to start work as soon as the State Agreement with the City is executed. A kickoff meeting has been scheduled for February 2, 2017 and the Work Completion Date is established as April 30, 2018. A project milestone schedule is included in Section 1.5. Mr. Jarod L. Thiele January 25, 2017 Page 2 1.2 Benefit and Purpose This grant benefits the RRWA member agencies and collaborating entities by preparing a SWRP that is compliant with the State's Storm Water Resource Plan Guidelines adopted December 15, 2015 (SWRP Guidelines) and the California Water Code Section 10561-10573. Preparation of a SWRP serves many functions, but among them is providing a framework for future planning efforts, and the ability for member agencies to apply for future implementation grant funding for projects identified in the SWRP. 1.3 Project -Specific Scope of Work Task 1: Project Management RRWA staff will support the City by providing the technical and administrative services explicitly stated herein as needed for project completion. RRWA will coordinate with members, collaborators, and stakeholders to ensure participation in the process of developing the SWRP; schedule and manage the preparation and adoption of the SWRP; and support Ukiah in administrative reporting tasks, as discussed in Section 1.4. RRWA will coordinate with members and stakeholders to responsibly manage tasks to be within budget and on schedule. RRWA staff will support the City in notifying the Grant Manager at least ten (10) working days in advance of key meetings, workshops, and trainings. Key meetings include kickoff meetings and public meetings. Periodic project status review meetings will be scheduled with the Grant Manager and the City. Task 2: Technical Advisory Committee Utilizing the established RRWA Technical Working Group (RRWA TWG) as an initial SWRP Technical Advisory Committee (TAC), RRWA will submit a list of members, their roles and responsibilities, and affiliations to the City for review and forwarding to the Grant Manager. RRWA will update this membership as appropriate and re -submit changes to the Grant Manager, as the project progresses. A kickoff meeting will be convened to develop the SWRP goals and objectives, formalize roles, solicit early project input, and develop a schedule for future meetings. A summary of SWRP objectives, meeting schedule and any updates to the TAC participant list will be submitted to the City for review and forwarding to Grant Manager. A minimum of four (4) meetings will be organized and facilitated with the TAC. RRWA will provide the City with agendas, meeting notes, sign -in sheets, and a list of current action items for each meeting for review and forwarding to the Grant Manager. Task 3: Data Collection and Watershed Identification RRWA staff will coordinate gathering and reviewing existing data from the region appropriate to the development of the SWRP including maps, geographic information system (GIS) data, analytical tools, related plans, permits, and storm water management information and identify relevant data gaps. RRWA will provide an annotated list of reviewed data and reports, including any identified data gaps for the City to review and forward to the Grant Manager. WEST YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Mr. Jarod L. Thiele January 25, 2017 Page 3 RRWA will review and identify the SWRP watershed and sub -watersheds planning boundaries. The review will include characterization of land use and natural or open space, public agency and water utility boundaries, surface and groundwater resources, and water quality priorities, to the extent the data exists. RRWA will provide a SWRP planning area description, map, and justification of planning area boundaries to the City for review and forwarding to the Grant Manager. Task 4: Storm Water Resource Plan Development RRWA will develop and submit a detailed SWRP outline in accordance with the SWRP Guidelines to the City for review and forwarding to the Grant Manager. RRWA will develop the necessary components for a complete SWRP that achieves the recommendations set forth in the SWRP Guidelines and complies with the Water Code Sections 10561 - 10573. The SWRP will include the following sections: Watershed Identification; Water Quality Compliance Organization, Coordination and Collaboration; Quantitative Methods; Identification and Prioritization of Projects; Implementation Strategy and Schedule; Education, Outreach, and Public Participation; and Declaration and Signatures. RRWA will provide an update on the development of each of the sections in the associated quarterly progress reports (see Section 1.4 Reporting for additional discussion). RRWA will provide a description of the approach to address water quality requirements in the SWRP to the City for review and forwarding to the Grant Manager. The description shall include consideration of the following: Activities generating or contributing to polluted runoff or that impair beneficial use of storm water and dry weather runoff. Strategies in which the SWRP will be used to address the pollutant runoff or sources, and how the SWRP will be consistent with and help to implement applicable regulatory permits, Total Maximum Daily Loads, and other relevant water quality requirements. Development of quantitative methodologies for integrated identification, prioritization, and analysis of multiple benefit projects and programs to ensure the SWRP will achieve the water management objectives. The metrics -based analysis shall consider, at a minimum, opportunities to attain water quality, storm water capture and use, water supply, flood management, and environmental and community benefits by evaluating available W E S T YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Mr. Jarod L. Thiele January 25, 2017 Page 4 hydrologic/hydraulic models, water quality models, and other GIS and spreadsheet -based decision support tools and modeling suitable to conduct the metrics -based benefit analysis and prioritization of projects. RRWA will prepare a technical memorandum describing the selected modeling tools and quantitative methodologies that will be utilized and submit it to the City for review and forwarding to the Grant Manager. RRWA will facilitate completion of the analysis, project selection and prioritization process and submit to the City for review and forwarding to the Grant Manager. An implementation strategy will be developed that includes stakeholder involvement, performance -measures, development of decision support tools, monitoring, and an adaptive management approach. RRWA will identify data requirements to support implementation of the SWRP. Data collection, storage, and management protocols will be developed to include, as possible, mechanisms to make the data available to stakeholders. A technical memorandum of the draft implementation strategy will be prepared and provided to the City for review and forwarding to the Grant Manager. RRWA will prepare and submit an Administrative Draft SWRP and Draft SWRP Guidelines Appendix A checklist and self -certification (self -certification checklist) to the TAC and the City to review and forwarding to the Grant Manager. Comments received on the Administrative Draft SWRP will be addressed for the Public Draft SWRP. The Public Draft SWRP will be provided to the City to review and forwarding to the Grant Manager. RRWA will coordinate with the City to post the Public Draft SWRP online and solicit comments from the public, the local Integrated Regional Water Management (IRWM) group, and interested stakeholders. RRWA will provide a summary of the comments received to the City to review and forward to the Grant Manager. RRWA will prepare a Final Draft SWRP that responds to comments to the TAC and City to review and forward to the Grant Manager. Upon approval by the Grant Manager, RRWA will prepare the Final SWRP and submit with the signed self -certification checklist to the TAC, local IRWM group, and the City to review and forward to the Grant Manager. Task 5: Additional Technical Tasks RRWA will coordinate with the Sonoma County Water Agency (SCWA) who will be managing a field investigation for the Laguna Mark West SWRP planning area. Prior to the SCWA performing the investigation, RRWA will coordinate preparation and submittal of a proposed work statement. SCWA and RRWA will coordinate on the development of a template for a sub -watershed specific storm water management planning assessment. The template will be provided to the City for review and forwarding to the Grant Manager. Budget is included for management of the field investigations under Task 1, above. WEST YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Mr. Jarod L. Thiele January 25, 2017 Page 5 Task 6: Stakeholder Outreach, Education, and Public Participation To the extent practicable, and in coordination with TWG meeting schedules, RRWA will facilitate organization, coordination, and collaboration among stakeholders and provide opportunities for general public participation and education throughout development of the SWRP. RRWA will prepare a stakeholder outreach, education, and engagement plan and provide to the City to review and forward to the Grant Manager. RRWA will schedule, notice, facilitate and document a minimum of two (2) stakeholder meetings and one (1) public outreach meeting for interested stakeholders over the course of development of the SWRP. At minimum, one of the outreach meetings will include a request for stakeholders to propose multi -benefit storm water management projects. RRWA will summarize and organize the stakeholder outreach, education, public participation, and collaboration activities completed including copies of meeting agendas and materials, meeting summaries, sign -in sheets, and photos in the associated quarterly progress reports. 1.4 Reporting Progress Reports RRWA will support the City in the preparation of quarterly progress reports to the Grant Manager. The quarterly progress reports are due within forty-five (45) days following the end of the calendar quarter March, June, September and December). Progress Reports will include a brief description of activities that have occurred, milestones achieved, monitoring results (if applicable), and any problems encountered in the performance of the work during the reporting period. Annual Progress Summary RRWA will support the City in preparing an Annual Progress Summary by November 15, 2017 that covers the time period from October 1, 2016 through September 30, 2017. The summary will be less than two 2) pages, and shall include pictures as appropriate. RRWA will support the City uploading an electronic copy of the Annual Progress Summary in PDF format to the Financial Assistance Application Submittal Tool (FAAST) system. The summary will include the following: A summary of the Project's objective, the scope of the Project, and a description of the approach used to achieve the Project objective. A summary of the progress made to date, significant milestones achieved, and the current schedule of completing the Project. Final Reports At the conclusion of the Project, RRWA will prepare the following for City review and forwarding to the Grant Manager: Draft Final Project Report in a format provided by the Grant Manager. Final Project Report that addresses, to the extent feasible, comments made by the Grant Manager on the Draft Final Project Report. One (1) reproducible master copy and an WEST YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Mr. Jarod L. Thiele January 25, 2017 Page 6 electronic copy of the Final Project Report will be provided to the City. An electronic copy of the final report will be uploaded in PDF format to the FAAST system. Final Project Summary of the information contained in the Final Project Report, including accomplishments, as appropriate. An electronic copy of the Final Project Summary will be uploaded in PDF format to the FAAST system 1.5 Project Schedule RRWA has developed the below project schedule of submittals and estimated due dates. This schedule may be adjusted as necessary during the disbursement period with prior City and Grant Manager approval. All work must be complete prior to the Work Completion Date of April 30, 2018. W E S T YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Critical Estimated Due Date Due Date Days After Execution (DAE) Description of Work Item or Submittal Project Management Notification of Upcoming Meetings, Workshops, and Trainings Ongoing Detailed Project Schedule 30 DAE Status Review Meetings Ongoing TAC List of TAC Members, Roles and Responsibilities, Affiliations and Commitment Letters 30 DAE TAC Kickoff Meeting Summary 45 DAE TAC Meeting Agenda, Notes, Sign -In Sheets, and Action Items Ongoing Data Collection, and Watershed Identification Annotated List of Data and Reports 60 DAE Planning Area Description, Map and Boundaries 80 DAE Storm Water Resource Plan Development Detailed SWRP Outline 94 DAE Description of Approach Addressing Water Quality 130 DAE Technical Memo 170 DAE Analysis Results 200 DAE Technical Memo with Draft Implementation Strategy 224 DAE Admin Draft SWRP and Self -Certification Checklist 240 DAE Public Draft SWRP 307 DAE Summary of Comments 354 DAE Final Draft SWRP 372 DAE Final SWRP and Signed Self -Certification Checklist 445 DAE Additional Technical Tasks Field Investigation 240 DAE W E S T YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Mr. Jarod L. Thiele January 25, 2017 Page 7 WEST YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Reporting Progress Reports Quarterly As Needed Information or Reports As Needed Annual Progress Summary November 15, 2017 Final Reports Draft Final Project Report February 28, 2018 Final Project Report March 31, 2018 Final Project Summary Before Final Disbursement Request Quarterly Funding Provisions Disbursement Requests Quarterly Final Disbursement Request May 31, 2018 WEST YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Mr. Jarod L. Thiele January 25, 2017 Page 8 1.6 Project Budget RRWA has developed the following budget, based on the detailed budget submitted to the State, to support the City in managing administration of the Prop 1 planning grant, and provide technical support to the RRWA member agencies to complete a SWRP. Proposed Russian River Watershed SWRP Budget Level of Effort, Task Hours Cost, dollars Task 1: Project Management 661 127,395 Task 2: Technical Advisory Committee 226 51,798 Task 3: Data Collection and Watershed Identification 180 34,340 Task 4: Stormwater Resource Plan Development 788 139,455 Task 5: Additional Technical Tasks 0 Task 6: Stakeholder Outreach, Education, and Public Participation 148 32,182 Total 2,003 385,170 Thank you for allowing West Yost the opportunity to provide these services to the City. We look forward to working with you on this important project. Please call if you have any questions or require additional information. Sincerely, WEST YOST ASSOCIATES Andy Rodgers Engineering Manager ASR:sb Attachment: West Yost Associates 2017 Rate Schedule WEST YOST ASSOCIATES N:\M\LP\Ukiah\wp\2017_Ukiah RRWA 2235 Mercury Way, Suite 105 Santa Rosa, CA 95407 Phone 707 543-8506 Fax 530 756-5991 westyost.com January 25, 2017 SENT VIA: EMAIL Jarod L. Thiele Project Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 SUBJECT: Proposal to Support Prop 1 Planning Grant Management and Storm Water Resources Plan, Russian River Watershed Association Dear Mr. Thiele: Thank you for requesting a scope of work and fee estimate from West Yost Associates (West Yost) to provide management and technical support services to the City of Ukiah (City) for a California Proposition 1 planning grant (Prop 1 grant) awarded to the Russian River Watershed Association (RRWA). The Prop 1 grant provides funding to prepare a Russian River watershed-wide Storm Water Resources Plan (SWRP). The City, administrative agency for the RRWA, is also the Prop 1 grantee and project director. West Yost staff, acting in the capacity of RRWA staff, worked with the City and RRWA member agencies to prepare the Prop 1 grant application and have been engaged in contract negotiations with the State Water Board (State). It is anticipated that an Agreement between the State and the City will be executed before January 31, 2017. This proposal was prepared to provide contract administration support to the City, and technical support to the RRWA member agencies to complete the SWRP. The following describes the proposed scope of work and estimated fee to complete the grant planning work in accordance with State requirements. The scope is presented and organized to coincide with the scope outlined in the Agreement with the State. 1.0 SCOPE OF WORK 1.1 Completion Date Preparing a SWRP for the Russian River watershed is a substantial task involving significant contributions from eleven member agencies, twelve collaborating entities, and the North Coast Regional Water Quality Control Board. For this reason, RRWA staff have been busy for months getting the project organized and ready to start work as soon as the State Agreement with the City is executed. A kickoff meeting has been scheduled for February 2, 2017 and the Work Completion Date is established as April 30, 2018. A project milestone schedule is included in Section 1.5. Mr. Jarod L. Thiele January 25, 2017 Page 2 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA 1.2 Benefit and Purpose This grant benefits the RRWA member agencies and collaborating entities by preparing a SWRP that is compliant with the State’s Storm Water Resource Plan Guidelines adopted December 15, 2015 (SWRP Guidelines) and the California Water Code Section 10561-10573. Preparation of a SWRP serves many functions, but among them is providing a framework for future planning efforts, and the ability for member agencies to apply for future implementation grant funding for projects identified in the SWRP. 1.3 Project-Specific Scope of Work Task 1: Project Management RRWA staff will support the City by providing the technical and administrative services explicitly stated herein as needed for project completion. RRWA will coordinate with members, collaborators, and stakeholders to ensure participation in the process of developing the SWRP; schedule and manage the preparation and adoption of the SWRP; and support Ukiah in administrative reporting tasks, as discussed in Section 1.4. RRWA will coordinate with members and stakeholders to responsibly manage tasks to be within budget and on schedule. RRWA staff will support the City in notifying the Grant Manager at least ten (10) working days in advance of key meetings, workshops, and trainings. Key meetings include kickoff meetings and public meetings. Periodic project status review meetings will be scheduled with the Grant Manager and the City. Task 2: Technical Advisory Committee Utilizing the established RRWA Technical Working Group (RRWA TWG) as an initial SWRP Technical Advisory Committee (TAC), RRWA will submit a list of members, their roles and responsibilities, and affiliations to the City for review and forwarding to the Grant Manager. RRWA will update this membership as appropriate and re-submit changes to the Grant Manager, as the project progresses. A kickoff meeting will be convened to develop the SWRP goals and objectives, formalize roles, solicit early project input, and develop a schedule for future meetings. A summary of SWRP objectives, meeting schedule and any updates to the TAC participant list will be submitted to the City for review and forwarding to Grant Manager. A minimum of four (4) meetings will be organized and facilitated with the TAC. RRWA will provide the City with agendas, meeting notes, sign-in sheets, and a list of current action items for each meeting for review and forwarding to the Grant Manager. Task 3: Data Collection and Watershed Identification RRWA staff will coordinate gathering and reviewing existing data from the region appropriate to the development of the SWRP including maps, geographic information system (GIS) data, analytical tools, related plans, permits, and storm water management information and identify Mr. Jarod L. Thiele January 25, 2017 Page 3 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA relevant data gaps. RRWA will provide an annotated list of reviewed data and reports, including any data gaps to the City to review and forward to the Grant Manager. RRWA will review and identify the SWRP watershed and sub-watersheds planning boundaries. The review will include characterization of land use and natural or open space, public agency and water utility boundaries, surface and groundwater resources, and water quality priorities, to the extent the data exists. RRWA will provide a SWRP planning area description, map, and justification of planning area boundaries to the City for review and forwarding to the Grant Manager. Task 4: Storm Water Resource Plan Development RRWA will develop and submit a detailed SWRP outline in accordance with the SWRP Guidelines to the City for review and forwarding to the Grant Manager. RRWA will develop the necessary components for a complete SWRP that achieves the recommendations set forth in the SWRP Guidelines and complies with the Water Code Sections 10561 - 10573. The SWRP will include the following sections:  Watershed Identification;  Water Quality Compliance  Organization, Coordination and Collaboration;  Quantitative Methods;  Identification and Prioritization of Projects;  Implementation Strategy and Schedule;  Education, Outreach, and Public Participation; and  Declaration and Signatures. RRWA will provide an update on the development of each of the sections in the associated quarterly progress reports (see Section 1.4 Reporting for additional discussion). RRWA will provide a description of the approach to address water quality requirements in the SWRP to the City for review and forwarding to the Grant Manager. The description shall include consideration of the following:  Activities generating or contributing to polluted runoff or that impair beneficial use of storm water and dry weather runoff.  Strategies in which the SWRP will be used to address the pollutant runoff or sources, and how the SWRP will be consistent with and help to implement applicable regulatory permits, Total Maximum Daily Loads, and other relevant water quality requirements.  Development of quantitative methodologies for integrated identification, prioritization, and analysis of multiple benefit projects and programs to ensure the Mr. Jarod L. Thiele January 25, 2017 Page 4 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA SWRP will achieve the water management objectives. The metrics-based analysis shall consider, at minimum, opportunities to attain water quality, storm water capture and use, water supply, flood management, and environmental and community benefits by evaluating available hydrologic/hydraulic models, water quality models, and other GIS and spreadsheet-based decision support tools and modeling suitable to conduct the metrics-based benefit analysis and prioritization of projects. RRWA will prepare a technical memorandum describing the selected modeling tools and quantitative methodologies that will be utilized and submit it to the City for review and forwarding to the Grant Manager. RRWA will facilitate completion of the analysis, project selection and prioritization process and submit to the City for review and forwarding to the Grant Manager. An implementation strategy will be developed that includes stakeholder involvement, performance-measures, development of decision support tools, monitoring, and an adaptive management approach. RRWA will identify data requirements to support implementation of the SWRP. Data collection, storage, and management protocols will be developed to include, as possible, mechanisms to make the data available to stakeholders. A technical memorandum of the draft implementation strategy will be prepared and provided to the City for review and forwarding to the Grant Manager. RRWA will prepare and submit an Administrative Draft SWRP and Draft SWRP Guidelines Appendix A checklist and self-certification (self-certification checklist) to the TAC and the City to review and forwarding to the Grant Manager. Comments received on the Administrative Draft SWRP will be addressed for the Public Draft SWRP. The Public Draft SWRP will be provided to the City to review and forwarding to the Grant Manager. RRWA will coordinate with the City to post the Public Draft SWRP online and solicit comments from the public, the local Integrated Regional Water Management (IRWM) group, and interested stakeholders. RRWA will provide a summary of the comments received to the City to review and forward to the Grant Manager. RRWA will prepare a Final Draft SWRP that responds to comments to the TAC and City to review and forward to the Grant Manager. Upon approval by the Grant Manager, RRWA will prepare the Final SWRP and submit with the signed self-certification checklist to the TAC, local IRWM group, and the City to review and forward to the Grant Manager. Task 5: Additional Technical Tasks RRWA will coordinate with the Sonoma County Water Agency (SCWA) who will be managing a field investigation for the Laguna Mark West SWRP planning area. Prior to the SCWA performing the investigation, RRWA will coordinate preparation and submittal of a proposed work statement. SCWA and RRWA will coordinate on the development of a template for a sub-watershed specific storm water management planning assessment. The template will be provided to the City for review and forwarding to the Grant Manager. Budget is included for management of the field investigations under Task 1, above. Mr. Jarod L. Thiele January 25, 2017 Page 5 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Task 6: Stakeholder Outreach, Education, and Public Participation To the extent practicable, and in coordination with TWG meeting schedules, RRWA will facilitate organization, coordination, and collaboration among stakeholders and provide opportunities for general public participation and education throughout development of the SWRP. RRWA will prepare a stakeholder outreach, education, and engagement plan and provide to the City to review and forward to the Grant Manager. RRWA will schedule, notice, facilitate and document a minimum of two (2) stakeholder meetings and one (1) public outreach meeting for interested stakeholders over the course of development of the SWRP. At minimum, one of the outreach meetings will include a request for stakeholders to propose multi-benefit storm water management projects. RRWA will summarize and organize the stakeholder outreach, education, public participation, and collaboration activities completed including copies of meeting agendas and materials, meeting summaries, sign-in sheets, and photos in the associated quarterly progress reports. 1.4 Reporting Progress Reports RRWA will support the City in the preparation of quarterly progress reports to the Grant Manager. The quarterly progress reports are due within forty-five (45) days following the end of the calendar quarter (March, June, September and December). Progress Reports will include a brief description of activities that have occurred, milestones achieved, monitoring results (if applicable), and any problems encountered in the performance of the work during the reporting period. Annual Progress Summary RRWA will support the City in preparing an Annual Progress Summary by November 15, 2017 that covers the time period from October 1, 2016 through September 30, 2017. The summary will be less than two (2) pages, and shall include pictures as appropriate. RRWA will support the City uploading an electronic copy of the Annual Progress Summary in PDF format to the Financial Assistance Application Submittal Tool (FAAST) system. The summary will include the following:  A summary of the Project’s objective, the scope of the Project, and a description of the approach used to achieve the Project objective.  A summary of the progress made to date, significant milestones achieved, and the current schedule of completing the Project. Final Reports At the conclusion of the Project, RRWA will prepare the following for City review and forwarding to the Grant Manager:  Draft Final Project Report in a format provided by the Grant Manager.  Final Project Report that addresses, to the extent feasible, comments made by the Grant Manager on the Draft Final Project Report. One (1) reproducible master copy Mr. Jarod L. Thiele January 25, 2017 Page 6 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA and an electronic copy of the Final Project Report will be provided to the City. An electronic copy of the final report will be uploaded in PDF format to the FAAST system.  Final Project Summary of the information contained in the Final Project Report, including accomplishments, as appropriate. An electronic copy of the Final Project Summary will be uploaded in PDF format to the FAAST system 1.5 Project Schedule RRWA has developed the below project schedule of submittals and estimated due dates. This schedule may be adjusted as necessary during the disbursement period with prior City and Grant Manager approval. All work must be complete prior to the Work Completion Date of April 30, 2018. Description of Work Item or Submittal Critical Due Date Estimated Due Date Days After Execution (DAE) Project Management Notification of Upcoming Meetings, Workshops, and Trainings Ongoing Detailed Project Schedule 30 DAE Status Review Meetings Ongoing TAC List of TAC Members, Roles and Responsibilities, Affiliations and Commitment Letters 30 DAE TAC Kickoff Meeting Summary 45 DAE TAC Meeting Agenda, Notes, Sign-In Sheets, and Action Items Ongoing Data Collection, and Watershed Identification Annotated List of Data and Reports 60 DAE Planning Area Description, Map and Boundaries 80 DAE Storm Water Resource Plan Development Detailed SWRP Outline 94 DAE Description of Approach Addressing Water Quality 130 DAE Technical Memo 170 DAE Analysis Results 200 DAE Technical Memo with Draft Implementation Strategy 224 DAE Admin Draft SWRP and Self-Certification Checklist 240 DAE Public Draft SWRP 307 DAE Summary of Comments 354 DAE Final Draft SWRP 372 DAE Final SWRP and Signed Self-Certification Checklist 445 DAE Additional Technical Tasks Field Investigation 240 DAE Storm Water Management Planning Assessment Template 240 DAE Mr. Jarod L. Thiele January 25, 2017 Page 7 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA Description of Work Item or Submittal Critical Due Date Estimated Due Date Days After Execution (DAE) Stakeholder Outreach, Education, and Public Participation Stakeholder Plan 60 DAE Stakeholder Outreach Materials Quarterly Reporting Progress Reports Quarterly As Needed Information or Reports As Needed Annual Progress Summary November 15, 2017 Final Reports Draft Final Project Report February 28, 2018 Final Project Report March 31, 2018 Final Project Summary Before Final Disbursement Request Funding Provisions Disbursement Requests Quarterly Quarterly Final Disbursement Request May 31, 2018 Mr. Jarod L. Thiele January 25, 2017 Page 8 N:\M\LP\Ukiah\wp\2017_Ukiah RRWA 1.6 Project Budget RRWA has developed the following budget based on the detailed budget submitted by the State to support the City in managing administration of the Prop 1 planning grant, and provide technical support to the RRWA member agencies to complete a SWRP. Proposed Russian River Watershed SWRP Budget Task Level of Effort, Hours Cost, dollars Task 1: Project Management 661 127,395 Task 2: Technical Advisory Committee 226 51,798 Task 3: Data Collection and Watershed Identification 180 34,340 Task 4: Stormwater Resource Plan Development 788 139,455 Task 5: Additional Technical Tasks 0 - Task 6: Stakeholder Outreach, Education, and Public Participation 148 32,182 Total 2,003 $385,170 Thank you for allowing West Yost the opportunity to provide these services to the City. We look forward to working with you on this important project. Please call if you have any questions or require additional information. Sincerely, WEST YOST ASSOCIATES Andy Rodgers Engineering Manager ASR:sb Attachment: West Yost Associates 2017 Rate Schedule * This schedule is updated annually Rates-1 2017 Billing Rate Schedule (Effective January 1, 2017 through December 31, 2017)* POSITIONS LABOR CHARGES (DOLLARS PER HR) ENGINEERING Principal/Vice President $273 Engineering/Scientist/Geologist Manager I / II $251 / $263 Principal Engineer/Scientist/Geologist I / II $229 / $243 Senior Engineer/Scientist/Geologist I / II $205 / $215 Associate Engineer/Scientist/Geologist I / II $182 / $195 Engineer/Scientist/Geologist I / II $147 / $170 Engineering Aide $83 Administrative I / II / III / IV $75 / $94 / $114 / $126 ENGINEERING TECHNOLOGY Engineering Tech Manager I / II $250 / $260 Principal Tech Specialist I / II $230 / $240 Senior Tech Specialist I / II $210 / $220 Senior GIS Analyst $200 GIS Analyst $189 Technical Specialist I / II / III / IV $130 / $150 / $170 / $190 CAD Manager $159 CAD Designer I / II $123 / $138 CONSTRUCTION MANAGEMENT Senior Construction Manager $261 Construction Manager I / II / III / IV $159 / $170 / $182 / $227 Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1)$138 / $153 / $170 / $177 Apprentice Inspector $125 CM Administrative I / II $68 / $91 Hourly rates include Technology and Communication charges such as general and CAD computer, software, telephone, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. Outside Services such as vendor reproductions, prints, shipping, and major West Yost reproduction efforts, as well as Engineering Supplies, etc. will be billed at actual cost plus 15%. Mileage will be billed at the current Federal Rate and Travel will be billed at cost. Subconsultants will be billed at actual cost plus 10%. Expert witness, research, technical review, analysis, preparation and meetings billed at 150% of standard hourly rates. Expert witness testimony and depositions billed at 200% of standard hourly rates. A Finance Charge of 1.5% per month (an Annual Rate of 18%) on the unpaid balance will be added to invoice amounts if not paid within 45 days from the date of the invoice. * This schedule is updated annually Rates-2 2017 Billing Rate Schedule (continued) (Effective January 1, 2017 through December 31, 2017)* Equipment Charges EQUIPMENT BILLING RATES Gas Detector $80/day Hydrant Pressure Gage $10/day Hydrant Pressure Recorder, Standard $40/day Hydrant Pressure Recorder, Impulse (Transient)$55/day Trimble GPS – Geo 7x $220/day Vehicle $10/hour Water Flow Probe Meter $20/day Water Quality Multimeter $185/day Well Sounder $30/day