HomeMy WebLinkAboutWest & Associates Engineering 2025-05-22COU No. 2425-217
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AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this 22nd day of May, 2025 (“Effective Date”), by
and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and West &
Associates Engineering, Inc, 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 preparation of the 2025 Urban Water
Management Plan (UWMP) and 2025 Annual Water Supply and Demand Assessment
(AWSDA).
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" (UWMP), and Attachment "B" (AWSDA), 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 (Attachments "A" and
“B”).
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachments "A" and “B”.
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 ninety eight (98) days from receipt of the Notice to Proceed.
Consultant shall complete the work to the City's reasonable satisfaction, even if contract
disputes arise or Consultant contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
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exceed a guaranteed maximum dollar amount of $39,440. 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 Attachments "A"
and “B”, 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 Attachments "A" and “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 Attachments "A" and “B” 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
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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.
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.
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2. Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
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
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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.
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
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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.
“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, Attachments
"A" and “B”. 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
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alleged breach of the Agreement and of the action required to cure the breach. If the
breaching party fails to cure the breach within the time specified in the notice, the
contract shall be terminated as of that time. If terminated for lack of funds or
abandonment of the project, the contract shall terminate on the date notice of
termination is given to Consultant. City shall pay the Consultant only for services
performed and expenses incurred as of the effective termination date. In such event, as
a condition to payment, Consultant shall provide to City all finished or unfinished
documents, data, studies, surveys, drawings, maps, models, photographs and reports
prepared by the Consultant under this Agreement. Consultant shall be entitled to
receive just and equitable compensation for any work satisfactorily completed
hereunder, subject to off-set for any direct or consequential damages City may incur as
a result of Consultant's breach of contract.
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 WEST & ASSOCIATES ENGINEERING, INC
DEPT. OF WATER RESOURCES 78 ANACAPA COURT
300 SEMINARY AVENUE FOOTHILL RANCH, CA 92610
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
Phillip West, Pres./Principal
Fed EIN: 81-5259524
CA No.: C3986570
06.04.2025
06/10/2025
COU No. 2425-217
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____________________
CITY CLERK Date
Kristine Lawler (Jun 11, 2025 07:33 PDT)
Kristine Lawler 06/11/2025
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 1 of 12
General UWMP Project Understanding
It is our understanding that the City of Ukiah (City) is seeking a qualified consultant to prepare the 2025
Urban Water Management Plan. As mandated by the State of California's Urban Water Management
Planning Act, every urban water supplier providing water for municipal purposes to more than 3,000
customers, or supplying more than 3,000 acre-feet of water annually, is required to prepare and adopt an
Urban Water Management Plan (UWMP) containing prescribed requirements. The UWMP needs to be
periodically reviewed every five years. UWMPs are required for a water supplier to be eligible for State
grants and loans, including:
Drinking Water State Revolving Fund – Primarily funds to help correct deficiencies.
Proposition 50 – Primarily funds for security and treatment technology
Proposition 84 – Primarily funds for supplies and infrastructure.
Proposition 1 – Primarily funds for supplies and infrastructure.
With regard to the funding opportunities listed above, the process typically goes as follows:
Agency submits
application for funds
to one of DWR's
programs listed
above
DWR reviews the
agency's UWMP
for conformance to
the Wat. Code
Letter is issued to
agency detailing
conformance or
non-conformance
Agency may revise
and re-adopt their
UWMP as
necessary.
From our discussions with DWR, we understand that agencies that submit their UWMPs past the deadline
are still eligible for grants or loans, but applications for such funds can be challenged by competing
agencies for the same funding.
UWMP Significance for the City of Ukiah
UWMPs are considered to be a foundation document and a source of information for Water Supply
Assessments (Senate Bill 610) and Written Verifications of Water Supply (SB 221). In addition, a UWMP
may serve as a long-range planning document for water supply, a source of data for development of a
regional water plan, and a source document for cities and counties as they prepare their General Plans.
These planning documents are linked, and their accuracy and usefulness are interdependent.
Attachment A
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 2 of 12
UWMP Timeline
We have prepared the following graphic to display our understanding of UWMPs:
Present: The UWMP guidebook is currently slated
to be released approximately one year before the due
date of 2025 UWMPs ,which is July 1, 2026.
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 3 of 12
Current Updates to UWMPs (2025)
To help provide our clients with the best possible service for the 2025 UWMPs, we have recently reached
out to the Department of Water Resources (DWR) regarding key updates for the 2025 UWMPs. Although
the Draft Guidebook for updates to the 2025 UWMPs will not be released until approximately one year
before the due date of the UWMPs (July 1, 2026) we plan to attend DWR’s public meeting regarding
UWMPs in early 2025. The following were some of the key updates to the water code affecting the
previous (2020) UWMPs:
CWC § 10631 (a): Include current and projected land uses in addition to population estimates.
CWC § 10631 (f): Identify potential water supply projects during droughts of up to five (5) years.
CWC § 10631.2 (a): UWMPs must report on the energy intensity of water supplies.
CWC § 10632 (a)(3): Water Shortage Contingency Plan must include six (6) Standard Stages.
CWC § 10632.5 (a): Water Shortage Contingency Plan must include Seismic Risk Assessment.
CWC § 10635 (a): Water reliability projections must project droughts lasting up to five (5) years.
CWC § 10635 (b)(4): Water reliability projections should account for impacts of climate change.
Guidance on the “60-Day” Notice
Some of our UWMP clients have questions regarding the “60-Day” notice of the Public Hearing. It may
appear from first glance that the “60-Day” notice must be contingent on the Draft UWMP being available
for review or inspection. However, the “60-Day” notice is simply an alert to neighboring agencies,
including the County, that the UWMP is being updated. Nevertheless, our schedule allows for the Draft
UWMP to be available throughout the entire “60-Day” review period.
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 4 of 12
Project Approach
To accomplish the Scope of Work, we intend to begin preliminary work on this project upon notice of
contract award (instead of upon Notice to Proceed). Typically, notice of contract award occurs up to two
weeks prior to the Kickoff Meeting. The preliminary work conducted prior to the Kickoff Meeting will
include conducting a thorough review of the previous 2010 UWMP, 2015 UWMP, and 2020 UWMP (which
we prepared), and requesting data from the City in advance of the Kickoff Meeting. This approach will
result in a more productive Kickoff Meeting and an accurate analysis of data. Most importantly, an early
start will save time. Our approach is illustrated below.
1. City Staff Notifies of
Intent to Award
2. Review UWMP and
Request Data from City 3. Receive Data from City
4. Prepare Summary of
Discussion Points for
Kickoff Meeting
5. Conduct a More
Effective Kickoff Meeting
6. Prepare Analysis
(Items 8 to 14 of Project
Schedule)
7. City Confirms Analysis 8. Proceed to Preparation
of UWMP
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 5 of 12
Scope of Services
The Scope of Work presented in this proposal can be simplified into three (3) basic categories of work
with three (3) basic tasks. This allows for the entire project to be viewed in a simple “3x3” work plan as
shown on the following page:
Coordination Coordination with
City Staff
Coordination with
Outside Agencies
(i.e. DWR)
Coordination for
60-day notice & 2-
wk/1-wk notices
Data
Analysis
Coordination with
City Staff Data Analysis
Gather
supplemental data
as necessary.
Report
Preparation Draft(s) of UWMP
Revised
(Final "Draft")
UWMP for Public
Hearing
Final UWMP
Submittal to DWR
Record Copies
The above graphic is not meant to convey sequence. The sequence of tasks is presented in our project
schedule of this Proposal. Some of the scope items listed in the graphic above can be performed at the
same time, whereas others are inter-linked. The above graphic is merely presented to show the categories
of work. We will provide the services as described on the following pages:
A. Project Management & Meetings
Work to be performed under this category will commence by conducting a Kick-Off meeting with
City staff to form internal contacts and to lay out the agenda and schedule. Following the kickoff
meeting, this category will include the following tasks:
1. Establishing quality assurance and control standards.
2. Establishing contacts with outside agencies to obtain additional data and assistance.
3. Schedule monitoring and updating as necessary.
4. Coordination with City’s Project Manager and other key staff to clarify data and to schedule
deliverables and meetings.
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 6 of 12
5. Coordination with City staff to issue the 60-day notice.
6. Coordination with City Staff to issue the 2-week notice and the 1-week notice.
7. Progress meetings with City staff at the First Draft and Final Draft of the UWMP.
8. Coordination with City Staff prior to the Public Hearing.
9. Other meetings as necessary.
10. Preparation of meeting agendas and minutes.
11. Printing, packaging, and delivery of documents.
12. Invoicing at Draft and Final Levels of UWMP.
B. Data Collection & Analysis
1. Projected Population & Commercial/Industrial/Institutional (CII) Growth: Prepare population
and CII projections based on City’s 2020 UWMP for compliance with the Water Code and
Guidebook. Projections will address both permanent and transient populations.
2. Projected Demand: Prepare a complete demand forecast, including permanent and transient
populations, distribution system water loss, CALGreen Codes, and water savings from demand
management measures as well as state and municipal codes and standards for a minimum 25-
year horizon.
The projections will Include gallons per capita per day (GPCD) in baseline water use and
demand projections
Projections will also take into account historical and current water production by user class
(including but not limited to residential, multi-family, irrigation, fire service, and each sub-
class of commercial)
3. Projected Supply: Prepare an update of current and potential water sources for a minimum 25-
year horizon. Include supply use targets in GPCD as well as acre feet (AF), based on the baseline
developed in projected demand. Consider all data available including the hydrological model,
Replenish reports, Technical Review Team agenda items, and historic documents.
4. Water-Energy Intensity Analysis: Calculate the energy intensity of groundwater pumping,
conveyance, treatment, storage, and distribution.
5. Drought Risk Assessment and Climate Assessment: These assessments will be a part of the
UWMP. Quantify the impact of climate change and drought risk on supplies. Evaluate plausible
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 7 of 12
worst-case conditions for a period of at least ten years. Consider reviewing the Drought and
Water Shortage Risk Explorer Tool for Small Water Suppliers and Rural Communities for local
risk scores and indicators.
6. Water Shortage Contingency Plan: The Water Shortage Contingency Plan (WSCP) will be part
of the UWMP. The WSCP must demonstrate the ability of City to meet demands under a supply
shortage up to 50 percent, with levels of shortage and response actions. We will work with City
staff to develop:
a. An annual water budget forecast process and assessment.
b. A list of indicators (reviewed annually) to determine if a water supply shortage is
anticipated.
c. A worksheet that can be used to compare supply and demand, including available supply
mitigation options.
d. A calendar indicating the months or seasons when the water budget will be developed
and when indicators of a potential shortage should be evaluated.
e. A description of revenue impacts in water shortage periods. Potential water rate
adjustments may be developed in collaboration with City.
f. A process flow chart to document implementation actions to be taken.
g. An organizational chart showing which City staff are responsible for tracking and
implementing the WSCP.
h. A Public Outreach plan based on WSCP implementation.
7. Seismic Risk Assessment and Mitigation Plan: The seismic risk assessment must include a
description of the vulnerability of each of its water system(s) facilities as follows:
a. Evaluate seismic risk zone for the water supplier.
b. Identify best practices to reduce seismic risk at critical water facilities (e.g. tie tanks to
foundations, flex couplings at tanks, anchoring at pump stations, and treatment plants).
c. Inventory major equipment at pump stations (including wells), treatment plants, and
most critical facilities.
d. Confirm best practices are implemented by the water supplier at the facilities.
e. Identify facilities that are most at-risk and the relative impact of that facility on water
delivery. Develop a plan to reduce the risk at these facilities.
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 8 of 12
C. Outreach & Coordination with Other Agencies and Stakeholders
This work item will include contacts with outside agencies necessary to obtain additional data and
assistance.
1. Coordination with local water agencies to provide data for use in preparing the UWMP; to
obtain water supply forecasts, reliability assessments, and water shortage contingency
planning for the region; and for discussion of imported water quality.
2. Coordination with DWR as necessary.
3. Prepare public notices for City staff’s review and approval.
4. Draft the 60-day notice for City’s use in sending out to agencies.
5. Draft the 2-week and the 1-week notices for City’s use in publishing to the local press.
D. Preparation of Urban Water Management Plan
This work item will include the preparation of City’s UWMP per the latest requirements, and will
include the following content:
1. Describe the service area of City. Include current and projected population in five-year
increments over a 25-year period. This data will be provided by City.
2. Identify and quantify the existing and planned sources of water available to City over the same
five-year increments over a 25-year period.
3. Describe the reliability of the water supply and vulnerability to seasonal or climatic shortages.
Provide data for an average water year, a single dry water year, and multiple dry water years.
4. Describe the opportunities for exchanges or transfers of water on a short-term or long-term
basis.
5. Quantify past, current, and projected water use in the same five-year increments over a 25-
year period. Identify the uses among water use sectors, including:
a. Single-family residential
b. Multi-family residential
c. Commercial
d. Industrial
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 9 of 12
e. Institutional and Governmental
f. Landscape
g. Sales to other agencies
h. Agricultural
6. Describe City’s water demand management measures (DMMs), including:
a. A schedule of implementation for all water demand management measures proposed or
described in the UWMP.
b. A description of the methods that City will use to evaluate the effectiveness of water
demand management measures implemented or described in the UWMP.
c. An estimate, if available, of existing conservation savings on water use within City's
service area, and the effect of such savings on City's ability to further reduce demand.
7. Evaluate each water demand management measure that is not currently being implemented
or scheduled for implementation. In the course of the evaluation, first consideration will be
given to water demand management measures that offer lower incremental costs than
expanded or additional water supplies. This evaluation will do the following:
a. Take into account economic and non-economic factors, including environmental, social,
health, customer impact, and technological factors.
b. Include a cost-benefit analysis, identifying total benefits and total costs.
c. Include a description of funding available to implement any planned water supply project
that would provide water at a higher unit cost.
d. Include a description of City’s legal authority to implement the measure and efforts to
work with other relevant agencies to ensure the implementation of the measure and to
share the cost of implementation.
8. Prepare a detailed description of expected future projects and programs, other than the
demand management programs, that City may implement to increase the amount of the
water supply available to City in average, single-dry, and multiple dry water years.
9. Describe the opportunities for development of desalinated water, including ocean water,
brackish water, and ground water as a long-term supply.
10. Provide the wholesale agency with water use projections in five-year increments over a 25-
year period, or as far as data is available.
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 10 of 12
11. Prepare a Water Shortage Contingency Plan (WSCP), which includes the following elements:
a. Stages of action to be undertaken by City in response to water supply shortages,
including up to a 50 percent reduction in water supply and an outline of specific water
supply conditions that are applicable to each stage.
b. An estimate of the minimum water supply available during each of the next three water
years based on the driest three-year historic sequence for City's water supply.
c. Actions to be undertaken by City to prepare for and implement during a catastrophic
interruption of water supplies, including a regional power outage, an earthquake, or
other disasters.
d. Additional mandatory prohibitions against specific water use practices during water
shortages, including prohibiting the use of potable water for street cleaning.
e. Consumption reduction methods in the most restrictive stages.
f. Penalties or charges for excessive use.
g. Revenues and expenditures, and proposed measures to overcome those impacts.
h. A draft water shortage contingency resolution or ordinance.
i. A mechanism for determining actual reductions in water use pursuant to the urban
water shortage contingency analysis.
12. Evaluate the requirements of Senate Bill No. 7 (SBx7-7) to achieve a 20% reduction in urban
per capita water use by December 31, 2025. Since this date is approaching, this requirement
will be reevaluated with DWR upon project kickoff.
13. Provide, to the extent available, information on recycled water and its potential for use as a
water source in City’s service area.
14. Include information, to a practicable extent, on the quality of existing sources of water
available to City in five-year increments over a 25-year period. Identify how the quality of
these sources affect water management strategies and supply reliability.
15. Provide an assessment of the reliability of City's water service, which will include an
assessment of the reliability of City’s water service to its customers during normal, dry, and
multiple dry water years. This water supply and demand assessment will compare the total
water supply sources available to City, with the total projected water use in five-year
increments over a 25-year period for a normal water year, a single dry water year, and
multiple dry water years.
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 11 of 12
16. Prepare a report outlining the findings, conclusions, and recommended actions pursuant to
the Urban Water Management Planning Act.
E. Presentation of UWMP
Work to be performed under this work item will include preparation of presentation documents
and presentation of the UWMP as follows:
1. Preparation of documents including exhibits, agenda, and PowerPoint files.
2. Presentation to City Staff during progress meetings.
3. Provide assistance to City staff in scheduling Public Hearing.
4. Presentation of 2025 UWMP to City Council at the Public Hearing (Council Meeting).
5. Provide assistance to City staff for the adoption and resolution of the 2025 UWMP.
F. Submission to Department of Water Resources
Once City adopts its 2025 UWMP, we will finalize the entire document (including appendices)
submit the FINAL UWMP to DWR electronically via their “WUE” tool. We will also assist City staff in
providing CD copies of the FINAL UWMP to the County and the State Library, as required by DWR.
G. Project Deliverables
We will provide the following deliverables for City during the course of this project:
1. Initial Data Request Memo upon Notice of Contract Award (to Kick-Start Task B above)
2. Technical Analysis (Spreadsheets, Tables, and/or Graphs) for:
a. Population Analysis
b. Supply/Demand
c. Other Analysis (Water Quality, Energy, Drought, Contingency)
3. First Draft of the UWMP
4. Final Draft of the UWMP
5. Three (3) Hard Copies of the Final Record (Adopted) 2025 UWMP
SECTION 4: PROJECT UNDERSTANDING, APPROACH, & SCOPE OF WORK
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 4 - Page 12 of 12
6. Electronic Copies of the following:
a. PDF and Microsoft Word version of the Draft of Demand Projections, Draft of the Water
Shortage Contingency Plan, First Draft, Final Draft, and Final Record 2025 UWMP
b. 60-day notice letter (template for City use)
c. 2-week notice and 1-week notices (template for City use)
d. Agenda for the Public Hearing
e. PowerPoint Presentation at the Public Hearing
f. City Council Resolution (Included in the UWMP; City to provide)
g. PDF version of Final Record 2025 UWMP with Appendices to Outside Agencies
7. Other deliverables as necessary.
Assumptions
For this project, we assume City staff will have the following responsibilities:
Provide Data on City’s Water System
Provide Other City Data (Planning Documents, Financial Documents, etc.)
Host/Facilitate In-Person Meetings or Conference Calls
Mediate Contact between City Council and West Team Staff
Mediate Contact between City Residents and West Team Staff
Provide Outreach to Agencies/Stakeholders for 60-day Notice (West to Provide Template)
Provide Outreach to Local Press for 2-wk/1-wk Notices (West to Provide Template)
Provide Copy of City Council Resolution after City Council Adoption of UWMP
Project Schedule
2025 UWMPs can cover either CY 2025 or FY 2024-2025, and the City’s 2020 UWMP covered CY 2020. We
have included our schedule to complete the project in MS Project format based on an assumed start date
two (2) weeks following the end of CY 2025. This will allow for all required data to become available prior
to the Kickoff Meeting and provides ample time to review the 2025 UWMP Guidebook, which isn’t
expected to be published until July 2025. Our schedule shows submittal of the Final Contract Documents
to DWR by early-June 2026, which is one (1) month prior to the July 1, 2026 deadline. Of course, this
Project Schedule is flexible and we can begin the work at any time.
ID Task Name Duration Start Finish
1 Preparation of 2025 UWMP 98 days Tue 1/20/26 Thu 6/4/26
2 Kickoff Meeting 1 day Tue 1/20/26 Tue 1/20/26
3 Data Collection/Analysis 40 days Wed 1/21/26 Tue 3/17/26
4 Collection and Review of Data from City 2 wks Wed 1/21/26 Tue 2/3/26
5 Demographic Analysis 2 wks Wed 2/4/26 Tue 2/17/26
6 Demand Analysis 2 wks Wed 2/4/26 Tue 2/17/26
7 Water Supply Analysis 2 wks Wed 2/4/26 Tue 2/17/26
8 Water Quality Analysis 2 wks Wed 2/4/26 Tue 2/17/26
9 Water Energy Analysis 2 wks Wed 2/4/26 Tue 2/17/26
10 Conservation Measure Analysis 2 wks Wed 2/4/26 Tue 2/17/26
11 Seismic Risk, Mitigation, and Contingency Plan Analysis 2 wks Wed 2/18/26 Tue 3/3/26
12 City Review 2 wks Wed 3/4/26 Tue 3/17/26
13 Prepare & Submit 2025 UWMP 67 days Wed 3/4/26 Thu 6/4/26
14 Prepare & Submit Draft UWMP 4 wks Wed 3/18/26 Tue 4/14/26
15 City Review 2 wks Wed 4/15/26 Tue 4/28/26
16 Prepare & Submit Final UWMP 3 wks Wed 4/29/26 Tue 5/19/26
17 Assist City with Preparing for Advertisement of Final UWMP 2 wks Thu 5/14/26 Wed 5/27/26
18 2wk & 1wk notices of City Council Mtg (Public Hearing)2 wks Thu 5/14/26 Wed 5/27/26
19 "60-Day" Public Notification/Advertisement to Agencies 8 wks Wed 3/4/26 Tue 4/28/26
20 Presentation of Final UWMP to City Council (Public Hearing)1 day Thu 5/28/26 Thu 5/28/26
21 Finalize Record (Adopted) UWMP and Submit to DWR 1 wk Fri 5/29/26 Thu 6/4/26
Preparation of 2025 UWMP 98 days
Kickoff Meeting
Data Collection/Analysis 40 days
Collection and Review of Data from City 2 wks
Demographic Analysis 2 wks
Demand Analysis 2 wks
Water Supply Analysis 2 wks
Water Quality Analysis 2 wks
Water Energy Analysis 2 wks
Conservation Measure Analysis 2 wks
Seismic Risk, Mitigation, and Contingency Plan Analysis 2 wks
City Review 2 wks
Prepare & Submit 2025 UWMP 67 days
Prepare & Submit Draft UWMP 4 wks
City Review 2 wks
Prepare & Submit Final UWMP 3 wks
Assist City with Preparing for Advertisement of Final UWMP 2 wks
2wk & 1wk notices of City Council Mtg (Public Hearing)2 wks
"60-Day" Public Notification/Advertisement to Agencies 8 wks
Presentation of Final UWMP to City Council (Public Hearing) May 28
Finalize Record (Adopted) UWMP and Submit to DWR Jun 4
6 11 16 21 26 31 5 10 15 20 25 30 4 9 14 19 24 1 6 11 16 21 26 31 5 10 15 20 25 30 5 10 15 20 25 30 4 9 14
December 2025 January 2026 February 2026 March 2026 April 2026 May 2026 June 2026
City of Ukiah
2025 Urban Water Management Plan
Project Schedule
SECTION 5: QUALITY ASSURANCE & QUALITY CONTROL
Proposal for: City of Ukiah - 2025 Urban Water Management Plan
Section 5 - Page 1 of 1
Quality Assurance/Control
From our UWMP experience, we understand that the Department of Water Resources (DWR) may take a
few years to review the UWMP. Should DWR have any comments to the UWMP, we are able to respond
to any DWR comments even if the comments are received a few years after completion of the 2025
UWMP. However, our goal is to prepare a UWMP that meets DWR requirements. To accomplish this, we
will implement the following quality assurance/control measures:
The Project Manager, Mr. Jake Comer, will be directly involved with this project. Instead of
periodic reviews and dictations to engineering staff, he will work alongside engineering staff to
ensure the work is done properly. All staff members have access to the same files and can edit as
the needs arise without things being “lost-in-translation”. This drastically reduces errors during
the work process.
We will keep in touch with DWR on a regular basis. This will include phone calls, emails, and
webinars. In fact, we plan to attend DWR’s public meeting regarding the Draft Guidebook for
updates to the 2025 UWMPs in early 2025 and we have attended various DWR working group
meetings throughout 2024 regarding proposed changes to the 2025 UWMPs.
All work will go through a quality assurance/control process before submittal to the client. We
strive to have all projects reviewed by an experienced individual not directly involved with the
project, although general familiarity with the project and the client is desirable. During the quality
assurance/control process, Adobe PDF software is utilized to review documents as opposed to
printing hard copies. Although this is a “green” method, its primary function is to save time and
to keep records of our quality control. This is also important if any quarantines persist during this
project. The review of the construction documents shall focus on the following three key areas:
1) conformance to DWR criteria, 2) accuracy of data, and 3) quality of writing.
To ensure the Final UWMP adheres to DWR requirements, we will complete the UWMP checklist before
each submittal. The checklist will provide the Section and/or Page number where the information can be
found in the UWMP. This will help the City confirm that the UWMP adheres to DWR requirements before
it is submitted to DWR.
COST PROPOSAL
Cost Proposal - Page 1 of 2
Detailed Fee Estimate
Non-Optional Work: $37,000
Optional Work: $1,490
Task PM ENGR QA/QC SEC
No.$170 $135 $170 $72 HRS.$
1 Kickoff Meeting Including Agenda & Minutes 3 3 2 8 $1,170
2 Coordination & Support for 60-day Notice 2 4 6 $880
3 Coordination & Support for the 2-week Notice and 1-week Notice 2 4 6 $880
4 Progress Meetings (2) 2 2 2 6 $754
9 13 2 2 26 $3,684
1 Data Collection and Review 4 8 12 $1,760
2 Technical Analysis (Population, Supply/Demand, Water Quality, etc.)8 16 24 $3,520
12 24 0 0 36 $5,280
1 Coordination with Agencies as Necessary/Required by UWMP Code 4 8 12 $1,760
2 Coordination with Department of Water Resources 4 8 12 $1,760
8 16 0 0 24 $3,520
1 Prepare & Submit First Draft UWMP 16 38 8 4 66 $9,498
2 Prepare & Submit Final Draft UWMP 8 24 6 4 42 $5,908
3 Prepare & Submit Final UWMP 4 10 3 3 20 $2,756
4
Finalize Record (Adopted) UWMP (After Board/Council Adoption) &
Submit to DWR 3 4 2 2 11 $1,534
5
Assist with Final Record (Adopted) UWMP Distribution to County, State
Library, etc.3 4 4 11 $1,338
34 80 19 17 150 $21,034
1 Preparation of PowerPoint Presentation (Slides for Council)4 4 8 $1,220
2 Council Meeting / Public Hearing (Help With Presentation)4 4 4 12 $1,508
8 8 0 4 20 $2,728
N/A $754
71 141 21 23 256 $37,000
Pt. 5 - PRESENTATIONS
Subtotal
Direct Costs (printing, reproduction, shipping, mileage, etc.)
TOTAL NON-OPTIONAL WORK
Subtotal
ITEM
TOTAL
NON-OPTIONAL WORK LISTED IN PROPOSED SCOPE
Pt. 1 - PROJECT MANAGEMENT & MEETINGS
Subtotal
Pt. 2 - DATA COLLECTION & REVIEW
Subtotal
Pt. 3 - OUTREACH & COORDINATION WITH OTHER AGENCIES & STAKEHOLDERS
Subtotal
Pt. 4 - UWMP PREPARATION & SUBMITTAL
1 Revisions to the UWMP Following DWR Review 2 6 2 10 $1,490
2 6 2 10 $1,490Subtotal
OPTIONAL/AS-NEEDED WORK
COST PROPOSAL
Cost Proposal - Page 2 of 2
HOURLY RATE CHART AND EXPENSE REIMBURSEMENT SCHEDULE
(FOR UWMPS)
Key Positions
Position Hourly Rates
Project Manager $170
Engineer $135
Quality Assurance/Control $170
Secretary $72
Reimbursable In-House Costs
Vehicle mileage, between engineer's office and
project site and/or client offices
$ 0.7/mile
Reproduction, printing, and any other services
performed by subcontractor
cost + 15%
Postage Delivery Service, Express Mail cost + 15%
NOTE: All rates are effective until the end of this contract.
West & Associates Engineering, Inc. 78 Anacapa Court, Foothill Ranch, CA 92610 949.716.7670 | 714.728.8082 westaeng.com
March 19, 2025
Sean White
Director of Water and Sewer
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
Proposal: Consulting Services to prepare 2025 Annual Water Supply and Demand Assessment (2025 AWSDA)
Dear Mr. White,
West & Associates is pleased to submit our Proposal for the 2025 AWSDA to the City of Ukiah (City). Per executive
order N-7-22 issued by Governor Newsom on March 28, 2022 (and listed under CWC § 10632.1), we understand
that urban water suppliers are required to submit an AWSDA to the Department of Water Resources (DWR) on
or before July 1, 2022 (and every year thereafter). The AWSDA Consists of Excel data and an optional Written
Summary that will be uploaded to DWR’s Water Use Efficiency (WUE) website (WUEdata - 2024 Water Shortage
Report Plans (ca.gov)). This Proposal presents a Scope of Work and Fee to prepare the City’s fourth-annual
AWSDA, which is flexible and can be adjusted if requested by the City.
Scope of Work:
Task 1: Coordinate with the City to obtain recent water year data, including:
o Recent (January 1, 2024 – March 31, 2025) Water Supply/Production
o Recent (January 1, 2024 – March 31, 2025) Water Demand/Use
o Recent (January 1, 2024 – March 31, 2025) Water Quality Data (Including Shutdowns)
o Planned Expansions to Water Production and/or Treatment Facilities
Data Source Options: California State Water Resources Control Board – Drought Report, DWR Form 38,
and City’s Internal Tabulated Data (i.e. on Excel spreadsheets). We will review the data above and
determine if additional data is needed.
Task 2: Prepare Draft AWSDA. This will include supply and demand projections (in numbers), as well as a
written summary of the recent and projected conditions. Surpluses or shortages will be noted.
Task 3: Coordinate with City to obtain feedback/comments on the Draft AWSDA.
Task 4: Prepare Final AWSDA per City comments.
Task 5: Submit Final AWSDA to DWR’s WUE Data portal (link above).
Task 6: Update the written annual water supply and demand assessment. The written assessment will focus
on determining whether a water shortage exists and stages of the Water Shortage Contingency Plan (WSCP)
that should be implemented.
Fee Estimate: Non-optional services (Tasks 1-5) are $950.
Thank you for this opportunity. Please contact me if you have any questions.
Jake Comer, P.E., CA-NV AWWA certified Water Audit Validator
West & Associates Engineering, Inc.
(949) 716-7670 Office | (949) 335-2029 Cell
jakec@westaeng.com
Attachment B