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HomeMy WebLinkAboutHildebrand Consulting 2025-04-30COU No. 2425-190 PAGE 1 OF 7 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES This Agreement, made and entered into this 30th day of April, 2025 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and Hildebrand Consulting, a Limited Liability Company 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 2025 Comprehensive Joint Water Utilities Rate Study. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services within a reasonable time frame, as determined through coordination with the City. 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 $145,250. 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 A, COU No. 2425-190 PAGE 2 OF 7 which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment A. 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. COU No. 2425-190 PAGE 3 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: 1. Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01. 2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability. B. Minimum Limits of Insurance Consultant shall maintain limits no less than: 1. 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. COU No. 2425-190 PAGE 4 OF 7 3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per occurrence. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. COU No. 2425-190 PAGE 5 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 one (1) year from the date of final approved invoice. 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 that arises out of, or pertains to, 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. COU No. 2425-190 PAGE 6 OF 7 “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. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services COU No. 2425-190 PAGE 7 OF 7 performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement. 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 HILDEBRAND CONSULTING, LLC DEPT. OF FINANCE 3378 GUIDO STREET 300 SEMINARY AVENUE OAKLAND, CA 94602 UKIAH, CALIFORNIA 95482-5400 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT BY: __________________________ ____________________ Date PRINT NAME: _________________ __________________ IRS IDN Number CITY OF UKIAH BY: ____________________ Date CITY MANAGER ATTEST ____________________ CITY CLERK Date 05/01/2025 Kristine Lawler (May 1, 2025 07:54 PDT) Kristine Lawler 05/01/2025 3378 Guido St. • Oakland, CA 94602 • Tel. (510) 316-0621 • www.HildebrandConsulting.com April 29, 2025 Daniel Buffalo, Finance Director City of Ukiah 300 Seminary Ave Ukiah, CA, 95482 Subject: Proposal for 2025 Comprehensive Joint Water Utilities Rate Study Dear Mr. Buffalo, In response to your request, Hildebrand Consulting is pleased to submit this proposal to conduct a water rate study that involves six (6) water utilities in the Ukiah Valley, including the City of Ukiah (City), Millview County Water District (Millview), Willow County Water District (Willow), Redwood Valley County Water District (Redwood Valley), Hopland Water District (Hopland) and Calpella County Water District (Calpella). Background In 2020, The Reed Group (supported by Hildebrand Consulting) completed a water rate study update for the City. The recommended rate schedule was adopted, with the final rate increase having been implemented in July 2024. The City of Ukiah has become the administrator and operator for Millview, Willow, Redwood Valley, Hopland, and Calpella as of January 1, 2025. These water utilities collectively are known as the Ukiah Valley Water Agency (UVWA). Scope of Services In preparation for the consolidation the City wishes to update the financial plans and conduct a rate design update for above water utilities. The scope of services will include two phases. During Phase 1, we will prepare individual financial plan models which will ultimately recommend rate revenue adjustments for the next 5 years with no changes to the respective rate structures. This phase will include the City of Ukiah’s water utility as well as the latter three (3) utilities listed above. A financial plan updates is not needed for for Hopland nor Calpella since both of these utilities recently completed financial plans. During Phase 2, we will conduct a cost-of-service and rate design analysis which will consolidate the costs and the customer bases of all six (6) utilities. This will yield a single rate schedule for the collective utilities, which can be implemented when the utilities formally consolidate (or even if they do not consolidate). Specific tasks to be performed include the following: Attachment A DANIEL BUFFALO APRIL 29, 2025 PAGE 2 Page 2 of 6 Phase 1 – Financial Plan Updates (with separate rate schedules) The following scope of work will update the 10-year financial plan models for the City of Ukiah, Redwood Valley, Willow and Millview (i.e., excluding Hopland and Calpella). 1.Study Initiation and Data Collection – This task involves obtaining and reviewing the documents and information needed to update the utilities’ financial plans. A list of required information is attached to this letter proposal. Once under contract, we will conduct a video conference kick- off meeting with appropriate staff. We will review any data and information provided in advance prior to the kick-off meeting so the meeting is as productive as possible. During this meeting we will confirm the project scope, timeline, responsibilities, and key milestones. Our goal is to develop a clear and common understanding of the scenarios to be evaluated and what is to be accomplished during the study. 2.Cost Allocation Plan – The financial planning requires and understanding of how City operating costs will be allocated to the respective utilities (prior to consolidation). Currently the City is allocating costs based on timesheet entries, which may be inefficient and prone to inconsistencies. We will recommend how to allocate shared operating costs among the six utilities, following the principles of the City’s existing Cost Allocation Plan. Metrics for allocating costs may include budget, number of accounts, infrastructure size (in flow or miles of pipe), number of FTEs, square miles of service area, among other potential metrics. Costs will be allocated among the six (6) water utilities and a separate cost allocation analysis will be done for sharing sewer operating costs between the City, Ukiah Valley Sanitary District and Hopland. The scope of this task does not include the allocation of indirect (overhead) costs, which are governed under the JPA agreement by the City’s current indirect cost allocation plan. 3.Multi-Year Financial Plan(s)– The 10-year financial plan models will be based on FY 2023/24 actual revenue and expense information, as well as the FY 2024/25 budget. The financial plans will forecast future operating and maintenance costs, debt service obligations, and capital improvement needs, and will be used to determine annual water rate revenue requirements. The financial plan models will also reflect non-rate revenues as well as comply with existing financial reserve policies. If warranted, the financial plan models can also be used to evaluate the potential for future debt issuance and the impact additional debt service costs might have on the rates, as well as other issues relevant to the evaluation of consolidation. We will complete a regional survey of other utilities in order to compare the existing and proposed water bills with neighboring communities. 4.Draft and Final Report and Proposition 218 Notices – Once the financial plans have been prepared and proposed rate schedules have been calculated, an administrative draft study report will be prepared and submitted to staff for review. The report will document all information, assumption, analyses, findings, and recommendations from the four water utilities and provide the technical basis for proposed rates . We will review the administrative draft with staff, make any required refinements, and then prepare a draft report that can be presented to the City Council. Following receipt of comments on rate recommendations from DANIEL BUFFALO APRIL 29, 2025 PAGE 3 Page 3 of 6 staff, the study report will be revised, as necessary, and submitted in final form. This task will also include preparing a draft Notices of Public Hearing regarding proposed water and sewer rates, in accordance with the requirements of Proposition 218. Separate Notices will be prepared for each of the four water utilities. Our proposal assumes that the City will be responsible for finalizing, printing, and mailing the Notices. 5.Presentations –This scope assumes that the study recommendations will be presented to the Ukiah Valley Water Agency (UVWA) three times: the first presentation will be a draft recommendation, the second will be the final recommendation and will ask the Board to direct staff to mail the Proposition 218 notices, and the third will be the public hearing to adopt the new water rates. In addition, Hildebrand Consulting will give one (remote) presentation to each of the four (non-City) member agencies. All meetings will be attended remotely by Mr. Hildebrand. Phase 2 – Consolidated Rates 6.Consolidated Cost of Service and Rate Design – While the current rate structures for the six (6) water utilities that make up the UVWA are similar, there are differences in how each utility changes their respective customers. A cost-of-service analysis will be conducted for the consolidated costs of all six utilities in order to develop a single rate schedule for the consolidated utility (i.e., the UVWA). This consolidated water rate schedule will use the data from *existing* financial plans (from Phase 1 and a previous Calpella and Hopland financial plan study). The budget does not include the cost of updating the financial plans (in the event that Phase 2 occurs substantially later than the completion of Phase 1) and does not include the cost of presentations to elected officials nor a new Prop 218 rate hearing process. The findings from this Task 6 will be summarized in a report and a Powerpoint presentation. 7.Regionalization Rate Impact Analysis – At the City’s request, Hildebrand Consulting will study the financial impact of consolidating the five utilities. While the specific approach has not been identified at this time, the general approach will involve estimating the cost savings created by the consolidation through the elimination of (for example) redundant overhead costs. These cost savings will be translated into the rate impact for water customers for the purpose of outreach during the consolation effort. Project Schedule The project schedule will be developed in collaboration with City staff. Given the complexity of the project, it is challenging to set a specific completion date, however we will work closely with the City to work expeditiously. The project schedule will be primarily dictated by the receipt of requested financial data and scheduling meetings. DANIEL BUFFALO APRIL 29, 2025 PAGE 4 Page 4 of 6 Price Proposal The proposed costs to complete the various water rate studies as summarized in the tables below and the next page. The scope of services assumes no on-site travel. It is our practice to bill monthly for the actual time and expenses incurred, up to the contract limit. Payment is due within 30 days. These rates are subject to change each January (starting in 2026). Hildebrand Consulting Hours Hourly Rate:$250 City of Ukiah Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 10 $2,500 Task 3 Financial Plan 36 $9,000 Task 4 Adminstrative Record 24 $6,000 Task 5 Presentations 11 $2,750 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 26 $6,500 Task 7 Optional - Regionalization Rate Impact Analysis 25 $6,250 Total Hours:137 Proposed Fee:$34,250 Millview County Water District* Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 10 $2,500 Task 3 Financial Plan 36 $9,000 Task 4 Adminstrative Record 24 $6,000 Task 5 Presentations 11 $2,750 Phase 2 Task 6 Consolidated Cost of Service & Rate Design*46 $11,500 Total Hours:132 Proposed Fee:$33,000 Willow County Water District Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 10 $2,500 Task 3 Financial Plan 36 $9,000 Task 4 Adminstrative Record 24 $6,000 Task 5 Presentations 11 $2,750 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 26 $6,500 Total Hours:112 Proposed Fee: $28,000 Cost by Task DANIEL BUFFALO APRIL 29, 2025 PAGE 5 Page 5 of 6 * * * * * Please let me know if you have any questions or comments regarding this proposal. We appreciate the opportunity to be of service to the City. For your convenience, a data request is attached to this letter. Additional information may be requested as the study progresses. Sincerely, Mark Hildebrand Hildebrand Consulting, LLC Enclosure: Data and Information Request Redwood Valley County Water District Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 10 $2,500 Task 3 Financial Plan 36 $9,000 Task 4 Adminstrative Record 24 $6,000 Task 5 Presentations 11 $2,750 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 26 $6,500 Total Hours:112 Proposed Fee:$28,000 Hopland Water District (Water) Phase 1 Task 2 Cost Allocation Plan 10 $2,500 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 38 $9,500 Total Hours:38 Proposed Fee:$12,000 Calpella County Water District Phase 1 Task 2 Cost Allocation Plan 10 $2,500 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 38 $9,500 Total Hours:$48 Proposed Fee:$12,000 Phase 1 Fee:$86,000 Phase 2 Fee:$59,250 Total Proposed Fee:$145,250 * The Millview cost of service expense is more expensive because Hildebrand Consulting has no history with this agency. Hildebrand Consulting Hours Hourly Rate:$250 City of Ukiah Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 12 $3,000 Task 3 Financial Plan 32 $8,000 Task 4 Adminstrative Record 23 $5,750 Task 5 Presentations (3 Meetings - remote)24 $6,000 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 25 $6,250 Task 7 Optional - Regionalization Rate Impact Analysis 25 $6,250 Total Hours:146 Proposed Fee:$36,500 Millview County Water District* Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 12 $3,000 Task 3 Financial Plan 32 $8,000 Task 4 Adminstrative Record 23 $5,750 Task 5 Presentations (1 Meeting - remote)8 $2,000 Phase 2 Task 6 Consolidated Cost of Service & Rate Design* 50 $12,500 Total Hours:130 Proposed Fee:$32,500 Willow County Water District Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 12 $3,000 Task 3 Financial Plan 32 $8,000 Task 4 Adminstrative Record 23 $5,750 Task 5 Presentations (1 Meeting - remote)8 $2,000 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 25 $6,250 Total Hours:105 Proposed Fee:$26,250 Calpella County Water District Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 12 $3,000 Task 3 Financial Plan 32 $8,000 Task 4 Adminstrative Record 23 $5,750 Task 5 Presentations (1 Meeting - remote)8 $2,000 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 25 $6,250 Total Hours:105 Proposed Fee:$26,250 Redwood Valley County Water District Phase 1 Task 1 Study Kickoff 5 $1,250 Task 2 Cost Allocation Plan 12 $3,000 Task 3 Financial Plan 32 $8,000 Task 4 Adminstrative Record 23 $5,750 Task 5 Presentations (1 Meeting - remote)8 $2,000 Phase 2 Task 6 Consolidated Cost of Service & Rate Design 25 $6,250 Total Hours:105 Proposed Fee:$26,250 Phase 1 Fee:$104,000 Phase 2 Fee:$43,750 Total Proposed Fee:$147,750 Cost by Task * The Millview cost of service expense is more expensive because Hildebrand Consulting has no history with this agency. DANIEL BUFFALO APRIL 29, 2025 PAGE 6 Page 6 of 6 Data and Information Request for the 2025 Joint Water Utility Rate Study for the City of Ukiah, Millview County Water District, Willow County Water District, Hopland Water District, and Redwood Valley County Water District The following information will be needed from each utility in order to complete the water and sewer financial plans and rate studies: PHASE 1 (exclude Calpella and Hopland from all of the below) 1. Current water and sewer rate schedule (needed for Millview and Hopland only) 2. Actual revenues & expenditures from FY 2022/23 and FY 2023/24 3. Budgeted revenues and expenditures for FY 2024/25 4. Year-end water utility fund/reserve balances as of June 30, 2023 and June 30, 2024 5. Existing debt service schedules (needed for Millview and Hopland water/sewer only, unless new debt has been issued in the last three years) 6. Multi-year capital improvement plan 7. Actual capital spending from the past 3 years 8. Existing financial reserve policies (needed for Millview and Hopland only) 9. Cost allocation metrics, including: a. Number of accounts b. Miles of pipe c. Service area (square miles) PHASE 2 (include Calpella and Hopland water) 10. Tables summarizing the current number of active water accounts by customer class and by meter size 11. Detailed billing data from FY 2023/24 for all water customer accounts in Excel, including: a. Customer Number (unique identifier) b. Customer Classification c. Bill date d. Total water used e. Meter Size f. Water Base Charge (fixed charge) g. Water Usage Charge 12. Documentation of calculation of existing water rates (needed for Millview only) 13. Any other information deemed relevant to the study