HomeMy WebLinkAbout2007-10-03 PacketCITY OF UKIAH
CITY COUNCIL AGENDA
Regular Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
October 3, 2007
6:00 p.m.
3:30 PM Urban Water Management Plan Discussion; Ukiah Valley Conference Center,
Cabernet 1 Room, 200 S. School Street, Ukiah
6:00 PM
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS
a. Presentation — Status Report of the Landfill Gas Task Force
b. Proclamation for Emergency Nurses Day and Week
C. Presentation — Status Report on City's Information Technology Activities
4. PETITIONS AND COMMUNICATIONS
5. APPROVAL OF MINUTES
None
RIGHT TO APPEAL DECISION
Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court.
The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90)
the time within which the decision of the City Boards and Agencies may be judicially challenged.
7. CONSENT CALENDAR
The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City
Council. Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event
the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the
Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission
recommendations.
a. Rejection of Claim for Damages Received from Bonnie Black and Mike Crider and Referral
to Joint Powers Authority, Redwood Empire Municipal Insurance Fund
b. Report of $9,057.50 Invoice Paid to Source California Energy Services, Inc., for Non -
Warranty Service Calls to Lake Mendocino Hydroelectric Power Plant
C. Award Purchase of Approximately 60,000 Pounds of Liquid Polymer Alkyamine for Use in
the Wastewater Treatment Plant's Advanced Water Treatment System for a One Year
Period to Polydyne at the Unit Price of $0.69 Per Pound for an Approximate Total Amount
of $41,000.00 Plus Tax.
d. Report to the City Council Regarding the Purchase of Services for the Printing of the 2007
Fall Recreation Guide in the Amount of $5,434.46.
e. Adoption of Resolution Approving an Application for Proposition 50 California River
Parkways Competitive Grant Program For Riverside Park Development
f. Award of Bid to R -E Corporation for the Purchase of Three Replacement High Efficiency
Heating and Air Conditioning Units for the Grace Hudson Museum in the Amount of
$11,478 and Approval of Budget Amendment to Fund Project Using Public Benefits Fund
Balance (Fund 806).
g. Award of Bid for Purchase of Electronic Meters, Automatic Meter Reading Modules and
Support to General Pacific, Inc. for the Electric Department's Meter Replacement Program
h. Award of Contract to Veizades & Associates, Inc. for Engineering Services and Associated
Programming for a Modification to the Thrust Bearing Oil Cooler for the Lake
Mendocino Hydroelectric Power Plant Unit 1
i. Award Purchase of Services for the Investigative Excavation of the Leak of and Repair to
the Northwest Corner of the Wastewater Treatment Plant's North Percolation Pond Levee
to Lee Howard Construction Company at a Lump Sum Base Bid Price of $2,250.00 and
Authorize the Work of Additive Bid Item No. 1 at the Hourly Rate of $450 Per Hour, All
Work to be Performed in Accordance with the Request for Bids and The Project
Scope of Work. Maximum Cost Ceiling for this Effort shall be $25,000.00
8. AUDIENCE COMMENTS ON NON -AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are
interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not
on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3)
minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be
taken on audience comments in which the subject is not listed on the agenda.
9. PUBLIC HEARINGS (6:15 PM)
None.
10. UNFINISHED BUSINESS
a. Approve Agreement with R.W.Beck for Gobbi Substation Capacity Upgrade and Hydro
Express Feeder for $490,287 and Budget Amendment
b. Statius Report on the Anton Stadium Renovation Project
C. Landfill Gas Feasibility Study — Discussion and Possible Award of Consultant Service
Agreement to EBA to Produce a Landfill Gas Feasibility Study in the Amount of
$11,800; Authorize Budget Amendment of Same
d. City Council Direction on Airport Commission Appointments
11. NEW BUSINESS
a. Report and Possible Action on Sanitary Sewer Management Plan (SSMP) Goals
b. Award Consultant Service Agreement to Green Valley Consulting Engineers for Design
Services Related to Water Main Improvement Projects on a Time and Expense
Compensation Basis Not to Exceed $43,240.00, Authorize the City Manager to Execute
the Consultant Service Agreement, and Authorize a Budget Transfer of $13,240 from Water
Fund 820 Fund Balance to Budget Account 820-3901-250-000
C. Authorize the City Manager to Negotiate and Execute a Memorandum of Understanding
(MOU) with the County of Mendocino to Administer Public, Education, and
Government (PEG) Services for the Grater Ukiah Valley
d. Authorize the City Manager to Negotiate and Execute a Memorandum of Understanding
Between the County of Mendocino and the City of Ukiah Related to the
Operation, Management, Oversight, and Maintenance of Low Gap Regional Park
e. Discussion of Possible Joint Meeting Dates and Topics with the Ukiah Valley Sanitation
District
f. Discussion of City Council Conference and Training Budget
g. Discussion of Mayor's Building Improvement Recognition Program
12. COUNCIL REPORTS
13. CITY MANAGER/CITY CLERK REPORTS
14. CLOSED SESSION — Closed Session may be held at any time during or before the meeting
a. Labor Negotiations Management Unit (§ 54957.6)
Negotiator: Candace Horsley, City Manager
b. Conference with Real Property Negotiators (§ 54956.8);
Property: APN 156-240-02, 03, 06, 07, 08 (Ukiah);
Negotiator: Candace Horsley, City Manager;
Negotiating Parties: City of Ukiah & David Hull/Ric Piffero;
15. ADJOURNMENT
Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or
interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to
reasonably accommodate individuals with disabilities upon request.
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the
bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than
72 hours prior to the meeting set forth on this agenda.
Dated this 28th day of September, 2007.
Linda Brown, Deputy City Clerk
ITEM NO:
MEETING
Timed Item: 3:30 PM
DATE: October 3, 2007
TIMED ITEM - 3:30 P.M.
AGENDA SUMMARY REPORT
SUBJECT: REVIEW AND DISCUSS DRAFT UPDATE OF URBAN WATER
MANAGEMENT PLAN
SUMMARY: The City Council continued this item to its meeting on October 3, 2007. Robert Wagner
will present his analysis contained in Section 3.10 of the draft Urban Water Management Plan and his
opinion as expressed in the memorandum attached to the Agenda Summary Report on this item that
was prepared for the September 19 City Council meeting (Attachment 2). He will be available to
answer questions from the Council and members of the public.
Since the Council's previous consideration of this item, the City has received a mark-up from Sonoma
County Water Agency (SCWA). The mark-up is attached as Attachment 1. Most of the comments
require clarification of the items addressed. Staff will be either providing clarifying language or
recommending no change to Council. Four comments address Mr. Wagner's analysis. He will review
those comments with the City Council and respond to them at the meeting.
As stated at the last City Council meeting, the staff and consultants are reviewing the plan to make
certain that terms such as "groundwater," "percolating groundwater," and "underflow" are defined
properly and used consistently throughout the plan.
As of this writing, staff has not received any other comments on the plan.
To comply with the two week public notice requirements, staff has published notice of a public hearing
on adopting the plan for the October 17, 2007, City Council meeting. If the City Council decides that it
needs more time to act on the plan, the hearing can be continued on October 17 or a new notice can
be published later.
RECOMMENDED ACTION: Review and provide any comments or questions regarding the
draft UWMP and affirm or revise schedule for hearing on adoption of plan
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizens Advised: N/A
Requested by: City Council
Prepared by: David J. Rapport, City Attorney
Coordinated with: Candace Horsley, City Manager, Tim Banyai, Brown and
Caldwell, Robert C. Wagner, Wagner and Bonsignore,
Gary Weatherford
Attachments: Attachment 1- Comments from Sonoma County Water
Agency
Attachment 2 — September 19 Agenda Summary Report
Approved: \
Candace Horsley, City Mana r
Table of Contents 2005 Urban Water Management Plan
aver
Russian River
Ste .
Station ATTACHMENT
SCADA
Supervisory Control and Data Aquisition
Slate
State of California
Slate Water Board
or SWRCB
State Water Resources Control Board
ULFT
Ultra Low Flush Toilets
UVSD
Ukiah Valley Sanitation District
UWMP
Urban Water Management Plan
WTP
water treatment plant
WWTP
wastewater treatment plant
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CITY OF UKIAH URBAN WATER MANAGEMENT PLAN
EXECUTIVE SUMMARY
This 2005 Urban Water Management Plan (l1YY'MP) for the City of Ukiah (City), California is an update to
the UkVMP adopted by the City Council in 2002. The UW`MP is prepared in compliance with the Urban
Water Management Planning Act (California Water Code Division 6, Part 2.6, Sections 10610 through
10657). This act requires that all urban water suppliers providing water for municipal purposes to more than
3000 customers or supplying more than 3000 acre-feet annually prepare an UWMP update every five years.
The goal of the UW?v1P is to assure that every effort is made to provide the appropriate level of reliability in
water service to meet the needs of the various customers during normal, dry, and multiple dry years. The
UYY,T4P documents the City's planning activities for the next 25 -years to ensure that this goal is met. The
UWMP is submitted to the California Department of Water Resources PPR) for general compliance with
the Urban Water Management Planning Act.
The following sections provide a summary of this UWMP.
Water System
Chapters 2 and 3 of the U%NWP present a description of the City's existing water supply and treatment
facilities, water rights, and distribution system. Water supply is defined as the amount of water available from
a source or combination of sources (e.g., streams, rivers, ponds, lakes, groundwater, etc.) for use by a water
purveyor. Water supplies from the Russian River and its underflow are subject to the State Water Resources
Control Board (SWRCB or State Water Board) requirements outlined in die City's water right permit A
water right perrmit or license provides the legal entitlement to divert water from a defined channel by a user
from a specified source (water supply) for a beneficial, non -wasteful, use. The permit or license spells out the
point of diversion, place of use, purpose of use, the amount or rate of water that can be diverted, and the
time allowed for putting water diverted under the permit to beneficial use. Sources, such as percolating
groundwater, that are not from the Russian River or its underflow, do not require a permit or license issued
by the State Water Board.
Just as a water right permit or license restricts the amount of water available for use, pumping and treatment -
capacity can also limit the amount of water that can be diverted from a water supply. Pumping capacity is the
amount of water the City can physically divert using its diversion works (wells, pumps, storage tanks, etc.)
under its water right permit or from non -permitted sources such as percolating groundwater or water subject
to pre -1914 water rights. The pumping capacity is dependent on the pump flow rating and aquifer yield. The
water treaunent and its capacity are regulated by the strict requirements of the California Departnent of
Health Services (DHS).
Water Supply. The Ciryobt , s its at r supply from the underflow of the Russian River (surface water) and
one groundwater well. The pu in otuces for the distribution system consist of a Ranney collector and
two wells (Wells 3 and 5), which are considered underflow of the Russian River and subject to the
requirements of the water right permit, and one groundwater well (Well 4). Well 4 is believed to be from
percolating groundwater and not underflow of the Russian River; and therefore, is considered a groundwater
source.
Wells 1, 2, and 6 are no longer used by the City. Well 1 has been out of service since the 1970's. Wells 2 and
6 (Water from Well 6 is pumped into Well 2) were removed from the City's latest domestic water supply
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Executive Summary
2005 Urban Water Management Plan
The City also has a contractual agreement with the Mendocino County Russian River Flood Control and
Water Conservation Improvement District (Flood Control District) to purchase up to 800 AF of water
annually. The Flood Control District can only terminate the contract with five years prior notice to the City.
Water Distribution System. The water distribution system consists of surface water well pumping,
percolating groundwater well pumping, water treatment plant high service pumping station, storage
reservoirs, and piping to and within the water distribution system. After chlorination, surface water Wells 3
and 5 are pumped directly into the distribution system. Well 4, following chlorination, also pumps directly
into the water distribution system. The high service pumps are located at the water treatment plant and take
stored treated water and pump it into the water distribution system.
The City has eight reservoirs. The combined storage capacity of the reservoirs is 6.1 million gallons
(18.7 AF). The storage provides short term treated water storage to be used on a daily basis and for
emergency situations such as fire fighting. It is not recognized as a water supply source.
Water Use. Based on the average water use from 2000 through 2004, the City uses approximately 4,070 AF.
of water annually.
Reliability. To evaluate the reliability of the system, a four-year drought that would yield 50 percent less
water supply, based on the City's water right, was analyzed as the worst case scenario. This analysis was
evaluated on an annual basis. Depending on Russian River conditions, reduction from the Potter Valley
Project diversions, and water releases from Lake Mendocino, short term water pumping capacity is a concern.
Bared on t!e analyru, the Cite has .rr ffaent water rrgbis and mater mpp/y hal, at tines, may not have n ffnent pumpiag
<apmity to meet peak day demands.
Recycled Water
Chapter 4 discusses recycled water opportunities for the City's Wastewater Treatment Plant (WWTP). The
WWTP serves the City of Ukiah and the Ukiah Valley Sanitation District. The City has set a goal to develop
a Water Recycling Master Plan to investigate the economic feasibility of recycled water in the City and Ukiah
Valley. The potential quantity of recycled water from the WV717P could be 5,101 AF annually in 2030. Using
all the recycled water from the WWTP would require both publicly and privately -owned facilities. However,
barriers could limit the feasibility of a recycled water program for privately -owned facilities. These barriers
include the following:
1. Seasonal needs for water does not necessarily correspond with times when recycled water is most /
available, thus requirin a torage facilities, --�%NjYFWr/{�4015 ar /I/gl& SO,~ r,,#01 VX:5
j 2. For organic farmers, a thought is at use of recycled water would remove the organic certification
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1�Private water users who may believe they potentially could lose their existing water rights if they use
recycled watery Q1�NIs
4. Existing water supplies appear to be sufficient to meet their needs.
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ly 5. It is not coat effective to use rec cle water with or subsidizing the recycle water program.
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Historical and Projected Water Use
Chapter 5 discusses the historical and projected water use for the City. Water demand projections provide
the basis for future water facilities. Historically, the City has experienced slow population growth and tltis
trend is expected to continue. An annual population growth rate of 1 percent was assumed for the City.
Based on a 1 percent population growth rate, the City will reach a build -out population of 17,992 in 2015.
This corresponds to a water use of 4,592 AF annually. Based on estimates provided by the City, a rough
estimate of unaccounted for water (e.g., water in the system that is un -metered water use such. as fire
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Executive Summary 2005 Urban Water Management Plan
protection and training, system and street flushing, sewer cleaning, construction, system leaks, unauthorized
connections, and meter inaccuracies) is 138 AF (three percent unaccounted for water loss). Therefore, the
total projected water demand witlun the present City limits is 4,730 AF.
The City has plans to annex land within its sphere of influence within the next 20 years. The population
within the sphere of influence is expected to increase from approximately 5,675 to 12,675. This is an increase
of 7,000. At 2.86 people per connection, which is the average number of people per connection for the City,
the total number of connections for a population of 12,675 is 4,432. The City's average water use per
connection is 0.73 AFY. Using flus same average water use for the connections within the sphere of
influence, the water use is 3,235 AFY. Including the 3 percent unaccounted for water loss, flus value
increases to 3,332 AFY. It should be noted that some of the connections within the City's sphere of
influence are served by other water districts. This LAXIMP assumes that in the next 20 years, these
connections will eventually be served by the City's water system.
The total water use for the City, including the City's sphere of influence, is 8,062 acre-feet per year (AFY).
The City's demand falls below its total water rights of 8,400 AFY through 2030. However, at times, the City
has a difficult rime meeting demands, especially peak demands during extended periods of hot weather or
drought conditions. The reason tire City's water system cannot meet the peak water demands during these
periods is because the pumping capacity of the existing Ranney collector, surface water wells, and
groundwater well is limited. The City has increased storage capacity in the water distribution system that
helps with short term emergency capacity. However, DHS does not classify the City's water storage capacity
as a water supply. To increase the pumping capacity to provide a more reliable and redundant water supply,
the City is conducting a groundwater well siting study to increase groundwater well production by 1,500 gpm.
These improvements will help the City meet its peak demands.
The City's water right includes Pre -1949 and Post -1949 water rights. The Pre -1949 Appropriativc water right
of 2,027 AF annually is senior to Project Water (water stored in Lake Mendocino, see 52.3.3.3). This water
right is recognized by the State Water Boards The Post -1949 Appropriative Water Right has a 1954 priority
date and is senior to subsequent appropriators.
Water Supply Versus Demand Comparison
Chapter 6 provides a comparison of projected water supplies versus demand. It also discusses water shortage
expectations. The water use, including the City's sphere of influence, will be approximately 8,062 AFY
compared to 8,550 AFY of water supply expected during a multi-year drought. The 8,550 AFY of water
supply is based on a 50 percent reduction in water supply based on the City's water right. This analysis shows
that during severe drought conditions, the City has sufficient wat�N pply based on its water right.
Although not likely, if the State Water Board denies the City's 2'�a' � n to extend the time to put water
authorized by its permit to beneficial use, the City would have to find other methods to meet water demands.
These methods could include use of recycled water, greater water conservation, and use of groundwater wells.
Demand Management Practices
Chapter 7 discusses water conservation and demand management practices. This chapter presents a
description of the City's water conservation program. Included in the discussion is an economic analysis of
water conservation Demand Management Measures (DMMs) for DMM 1, 2, 6, and 14.
r As previously noted, the City also has pre -1914 water rights that pre -dated the Water Commission Act. The full extent
of these rights has not been conclusively determined.
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ExecuBve Summary 2005 Urban Water Management Plan
It is likely that previous and ongoing conservation measures have resulted in water saving in the range of
approximately 2 to 5 percent of total water production. The water savings already achieved by existing
conservation measures will have some impact on the City's ability to further reduce demand. Nevertheless,
the Cin' anticipates achieving additional water savings by further implementation of DMA•Is in the future. Of
the four DMMs analyzed, only three appear to be cost effective for the City. DMMs 1, 2, and 14 should be
evaluated in the future to assess if the City has the capital to implement them. Table ES -1 summarizes the
results from the economic analysis.
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Summary of Economic
Analysis
Results (DWR
Table 16)
Simple
Discount"07
Net Present
Total
Total
Benefit I
payback.
Cost I Water-.
Yclue I Water
BMP
Discounted
Water Saved
Cost
Analysis
Saved
Saved
No.
BMPName:
Cost ($)"-.
(acre-feet).
Ratio
(years)
($/acre-feet)'.
($!acre -teat).
Water Survey Programs for
1
Single-family Residential and
27,924
124
3.3
4
226
525
Mulli-family Residential
Customers
2
Residential Plumbing Retrofit
47.887
229
3.4
4
209
455
6
High -efficiency Washing
32,557
24
0.4
47
1,356
-778
Machine Rebate Programs
14
Residential ULFT
409,099
1,932
2.9
7
212
407
Replacement Programs
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CITY OF UKIAH URBAN WATER MANAGEMENT PLAN
1. INTRODUCTION
This chapter provides an overview of the Urban Water Management Plan (UWMP), discussion of previous
reports, the City's policy on public participation, and coordination efforts with other agencies. Table 1-1
summarizes the coordination with other agencies.
1.1 Purpose
The purpose of this UWMP is to ensure efficient use and promote conservation of urban water supplies
within the City of Ukiah (City), California. The LAXIMP describes the availability of water and discusses water
use, reclamation, and water conservation activities.
1.2 Urban Water Management Planning Act
Brown and Caldwell prepared this plan for submission to the California Department of Water Resources
(DIXtR) on behalf of the City as required by the Urban Water Management Planning Act (Act) (California
Water Code Division 6, Part 2.6, Sections 10610 through 10657), Water Code Section 10620 requires any
water supplier that provides water to 3,000 or more customers, or that provides over 3,000 acre-feet of water
annually, to prepare an Urban Water Management Plan that complies with Water Code Sections 10630 and
following. Urban water suppliers are required to develop water management plans to actively pursue the
efficient use of available water supplies to meet the needs of its various categories of customers during
normal, dry, and multiple dry years. The Act describes the contents of the UWMP as well as how urban
water suppliers should adopt and unplement the UW IP. It is the intention of the Legislature, in enacting
this part, to pentut levels of water management planning commensurate with the numbers of customers
served and the volume of water supplied. For ease of review, the DWR Review Sheets are located in
Appendix A.
1.3 Previous Reports
Two reports and the City and Mendocino County (County) general plans were used in preparing this UWMP.
Also, Bartle Wells and Wagner and Bosignore were contacted. Bartle Wells is a consulting from that
specializes in financing and Wagner and Bosignore specialize in water right issues. Included in this UWMP is
a preliminary analysis completed by Wagner and Bosignore on the reduction of flow in the Eel River. This
analysis is located at the end of Chapter 3. The reports and information obtained from the consulting firms
address the water supply and demand for the City. An understanding of the results of these previous
documents provides a broader context for preparing an updated water management plan. The following
paragraphs provide a summary of the documents.
Water Rate Study and Preliminary Financing Plan, 2005. This financing plan reviews the existing rate
structure and evaluates financing alternatives available to the City for water system capital improvements.
This financing plan recommends updates to the water utility rate structure and connection fee.
Urban Water Management'Plan 2002. The 2002 UWMP was prepared by Kennedy Jenks, an engineering
consulting rum hued by the City to fulfill 2000 UWMP requirements. The main purpose of this plan is to
analyze the City's water supply and demand for the following 25 years during normal and drought years. The
Plan also summarizes the City's water shortage contingency plan and water conservation program.
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CITY OF UKIAH-URBAN WATER MANAGEMENT PLAN
2. DESCRIPTION OF EXISTING WATER SYSTEM
This chapter describes the City's water system. It contains a description of the service area, its climate, and
the water supply facilities including surface water supply system, groundwater wells, reservoirs, and piping
system
A
2.1 Description of Service Area $y INt�fl-rl r—
The City is a general law city incorporated in 1876. The City has been prow;m g reliable, safe drinking water
to Ukiah residents since 1880. The City was granted a water supply permit 1939 to supply domestic water
to the City and vicinity. The permit was revised and reissued in 1953, and again in April 1962. In 1987, a
temporary permit was issued to the City that expired on December. 1, 1989. A requirement of the temporary
permit was to submit a report demonstrating that the City's Ranrtey collector provided effective and reliable
treatment for the removal and inactivation of enteric viruses and Giardia Lamblia organisms. The City
decided not to complete the report, and instead, decided to construct a water treatment plant for use with the
Ranney collector. Construction of the water treatment plant was completed in April 1992. T �jty, currently
operates under Water Supply Permit No. 09-93-00-1.�sf 19U- A 1095N:Zr
The service area for the water syst�is not conterminous with the try 5 boundaries. a ety serves a small
number of customers outsid s . 'A location ma of the Ci is s wn in Fi e 2-1. /� ?
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Three other water systems bound the City. Millview County Water District (CA:2D is located to the north,
Willow CWD is located to the south, and Rogina Water Company is located to the east. Of these four water
systems, the City serves the largest population, with a population over 15,600, The total number of
connections is approximately 5,700.
Within the next 20 years, die City has plans to annex land within its sphere of influence. The proposed
sphere of influence for the City is shown in Figure 2-2.
2,2 Environmental Setting
The majority of the information in this chapter is from the Mendocino County General Plan, which is
available online at lit try //v vw-co mcndocino.cqus/ohniunrs/GenPlau/GPConients.hun and the City of
Ukiah's website at ttrp / www cit3,ofukiati.coni
2.2.1 Geography
The City is located on U.S. Highway 101 approximately 100 miles north of San Francisco in the northern
coastal region of California. The area is centrally located between San Francisco, Eureka, and Sacramento.
The City is surrounded by coastal ranges in southern Mendocino County and situated in the fertile Yokayo
Valley with rich vineyards and pear orchards. The valley is bordered on the west by the Mendocino Range
and on the east by the Mayacamas Mountains. Elevations in the mountains are over 1,800 feet mean sea level
(MSL), while elevations in the valley range from about 670 feet MSL in the north near Calpella to about 560
feet MSL in the south near EI Robles Ranch. The Russian River flows from north to south through the
Ukiah area.
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UKIAH
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Figure 2-1. City of Ukiah Map
2.2
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3: Water Supply Quantity, and Quality. _....2005 Urban Water Management Plan
WaterYeRrType
BaseYeads)
Average Water Year
1962
Single Dry Water Year
197611977
Multiple Dry Water Yeats
199011mmagh 1992
As noted above, the City did not experience any shortages in water supply during the two most recent
drought periods. The City has developed a hypothetical four-year worst-case scenario to prepare for any
conditions that may cause water supply shortages. From this scenario, a four-year drought has been analyzed.
It was assumed that the severity of this hypothetical period would yield 50 percent less water supply to the
City. The estimated water supply and resulting water supply deficiencies caused by this extreme case are
shown in Table 3-10. It can be seen from this example that deficiencies in overall water supplies would not
create a shortage for City customers based on approximately 4,200 AF normal demand as might be expected
to occur in 2005 — 2006.
However, the City's pumping capacity from its Ranney collector, surface water wells, and percolated
groundwater well may be affected. During peak flow or drought periods, when the water table is lower, the
pumping capacity may be limited even more than normal water years.' The City has water rights to meet its
demand, however, only the Pre -1949 2,027 AFY are considered senior rights. The City also has, on a
contractual basis, 800 AFY from the Flood Control District. The remaining water right is Post 1949 and is
not senior to project water for the Fast Fork of the Russian River and Russian River underflow. Demands
are discussed in greater detail in Chapter 5.
Conditions resulting in inconsistency of water supply are summarized in Table 3-1 L Water quality issues are
not anticipated to have significant impact on water supply reliability. If applicable in the future, chemical
contamination and the lowering of maximum contaminant levels ( ICLs) for naturally occurring constituents
can be rnitigated by constructing new treatment facilities for treatment prior to water delivery into the water
distribution system.
H N 0 0 A n+ v Cil 0 a C I L
DEAR I.,,e�® Purposes o ly
P •.I?atNJlnt Yti619 UWh UWMRn1sa ReM[ Oagun 2phTdl,al UY/MR ((1a1a7p01j Ucm
- "MuttlpleDryWeterYeam
Average I Normal
Water Year
Single
Dry Water Year
2006
Year 1
2007
Year 2
2008
Year 3
2009
Year 4
2010
16 490
0,245
8,245
8,245
8,245
6,245
%ol Normal
50
-50
50
50. -
50
Conditions resulting in inconsistency of water supply are summarized in Table 3-1 L Water quality issues are
not anticipated to have significant impact on water supply reliability. If applicable in the future, chemical
contamination and the lowering of maximum contaminant levels ( ICLs) for naturally occurring constituents
can be rnitigated by constructing new treatment facilities for treatment prior to water delivery into the water
distribution system.
H N 0 0 A n+ v Cil 0 a C I L
DEAR I.,,e�® Purposes o ly
P •.I?atNJlnt Yti619 UWh UWMRn1sa ReM[ Oagun 2phTdl,al UY/MR ((1a1a7p01j Ucm
3: Water Supply Quantity and Quality 200511rban Water Management Plan
The Potter Valley Project diversion from the Eel River watershed to the Russian River watershed by Pacific
Gas and Electrical (PG&E) has recently been reduced by estimates ranging from 26 percent to 33 percent.
(The City's preliminary analysis estimates 26%. See §3.10 for the preliminary analysis. This diversion has been
ongoing for almost 100 years with agricultural, municipal, and commercial economics relying on this
diversion. A preliminary analysis was completed to determine the effect reductions in flow would have on
Lake Mendocino and die Russian River. The results of the preliminary analysis show that sufficient water
supply is available for the City and that increased diversions by the City will only have minor effects on Lake
Mendocino. The entire analysis for the Eel River diversions is located at the end of this chapter.
3.7.2 Wholesaler (Agency) Water
been
:04#r 4aur
0O ) '
not receive any of itg-s—upply from a wholesaler.
Projections
this reason, Tables 3-12 through 3.14
Wholesale
Description
Year
e r
Name of supply
- RegulatorylLegall,
Environmental --
Wate.Quelity Climatic
Surface Water
Change in rights to Russian
None
None
Drought that reduces the flow in
0-
River water diversion
0
0
the Russian and Eel River
Recycled water
0
0
0
significantly
Groundwater
Change in pumping rights
None
None
Multiple dry years that lower
0
0
groundwater table
Recycled water
None
None
None
None
The Potter Valley Project diversion from the Eel River watershed to the Russian River watershed by Pacific
Gas and Electrical (PG&E) has recently been reduced by estimates ranging from 26 percent to 33 percent.
(The City's preliminary analysis estimates 26%. See §3.10 for the preliminary analysis. This diversion has been
ongoing for almost 100 years with agricultural, municipal, and commercial economics relying on this
diversion. A preliminary analysis was completed to determine the effect reductions in flow would have on
Lake Mendocino and die Russian River. The results of the preliminary analysis show that sufficient water
supply is available for the City and that increased diversions by the City will only have minor effects on Lake
Mendocino. The entire analysis for the Eel River diversions is located at the end of this chapter.
3.7.2 Wholesaler (Agency) Water
been
:04#r 4aur
0O ) '
not receive any of itg-s—upply from a wholesaler.
Projections
this reason, Tables 3-12 through 3.14
Wholesale
Single Dry I
Year
Year
Year
Year
Surface Water
0
0
0
0
0
Groundwater wells
0-
0
0
0
0
Recycled water
0
0
0
0
0
%of Normal
0
0
0
0
0
a R 0 H N n," 111 nV1I I
eRAF, for resew puna uses mly
FI1 MOAG10 tMezh UWMMra1i Repo'i Aogm120070e.1ttIVV6.ie IC010i0p7)der
3: WaterSupplyQuantity and Quality _ _ _ ^_ _ - 2005 Urban Water Management Plan
Possible Catcctro he Chick If
P Discussed
Air pollution
Fire
✓
Flood
✓
Storm
✓
Epidemic
✓
Earthquake
✓
Power Outages
War
✓
Hazardous materials
✓
Environmental disaster
✓
3.10 Attachment - Effect of Reduced Eel River Imports on
Future Water Supply for City of Ukiah Urban Water
Management Pian - Prepared by Wagner and Bonsignore
�� OR�C �i f]Ul�iLr4BL)L i -Z) djtj g, / 7V, 4,4 c
lilt; �u S S/FAN 1Zi (J 1�2� !1 iy� W �`�iZ Ke w iAJ, 4 <k4-0
Lq IGS !`G1 �n4AOCFl�Ga l�1ll(� 9 y 7`j IBUrRley rLe)-W S
%fly Cary l,%s �tiv ir�/T part-�� u�2
'itl N- 1�v tiL STD -R." IAL L"t- $6tfJ.00CIA.10
3.16
DP1,Fi to, review pi ses truly
F i120-1012Ea19 Vl ah )W61P.nra(l Pepml- O1Wust 2OD210,rJ1 InVMP JOELGZDOr) dm
4545 41C`V�
001-4
LOOP
itL
p�D Ok lEffect of Reduced Eel River Imports
on Future Water Supply for City of
Ukiah Urban Water Management Plan
,/�`/I ��' Thireport documents analyses conducted to evaluate water supply reliability for the. City
�Gb
jf Ukiah Urban Water Management Plan. The City holds, among other water rights, a 1954
appropriative water right permit for 20 cfs from Russian River Underflow. This amount
corresponds to approximately double the current water use. Physical water availability is
expected to be affected by significant reductions in Eel River imports to the Russian River basin.
Analyses were conducted to assess impacts to Lake Mendocino operations in response to reduced
Eel River imports and to determine the effect on future water supply downstream of Lake
Mendocino. The results show sufficient water supply available for the City and that increased
diversions by the City will have only minor effects on Lake Mendocino operations.
The City does not control Lake Mendocino and can not cause changes to the release
requirements or the amount of Eel River imports. Those decisions are controlled by other
agencies. The following analysis shows that under a given set of assumptions there is sufficient
water to mimic past releases during the summer months with the result that the reduced imports
from the Eel River that are expected will not substantially affect the flow in the River. Lake
Mendocino may experience significant changes in seasonal water surface due to reductions in
imports, but since the City does not take water out of the lake directly it does not directly affect
water levels or storage.
It is important to note that the source of the City's water right is Russian River Underflow
which has several components including, Russian River (West Fork), ungaged tributary inflow,
groundwater accretion, return flow, percolation of direct precipitation and natural flow from the
East Fork Russian River and Eel River imports. In addition, the City pumps percolating
groundwater from at least one of its wells. The following analyses treat all water supplies and all
water diversions as having an equal effect on the system. This particular assumption as explained
in more detail below is a simplifying and conservative assumption; the actual impacts are very
likely to be less than the modeled impacts attributable to the City.
Completed by Wagner and Bonsignore 3-17
River basin and even with such a tool, considerable discretion for diversions remains to PG&E.'
Based on the assumption that PG&E would be able and willing to maximize flow through the
Potter Valley Project tunnel for power generation, it was decided that using historical imports for
the July 18 through March 4 period would be a reasonable�% sum�tion in this anal si tb/A(6
%µIS 7.b/CrL���lY tAl C7 5S ALL. DI�P.¢sFSa45
�> Dy(GLAIr i Lwxr, tne-lo ••. tYJ rgg,µitfGGS
Table 4 summarizes the Pone Valley Project import to the East Fork Russian River as
affected by the E5 license condition. Note that (between Table 1 and Table 4) average annual
imports drop 37,300 ere -feet 26 erce . It was assumed for this analysis that an acre-foot
less import tran ated into an acre-foot less inflow to Lake Mpendocino on the same day.
771rr 1 �wk4t3rlZ err>u�P pts blue ten BY`( 6,eoss 7VALVCL AtV�druS
tuv�]- 7-UAjA4fL alOrtailf"O L-9'1'55' Nib V1 ZAIOA1.5,
Downstream Demands on Russian River
The historical record of outflow from Lake Menddeino provides an indication of water
demand from Lake Mendocino downstream on the Russian River from the East Fork Russian
River to Dry Creek. A USACE database provided a daily record of outflow from the lake for
water years 1961 through 2006. A monthly summary of Lake Mendocino historical outflow is
provided in Table 5. Note that releases from the lake were much higher in the wet season of
December through April. These high flows were not intended to meet downstream demand but
rather resulted from flood control operations in Lake Mendocino. Downstream demands on the
Russian River to Dry Creek during the wet season of December through April were estimated
based on application of the D-1610 minimum streamflow requirements to the period of record,
1961 through 2006.
Downstream demands on the Russian River to Dry Creek for instream flow, recreation,
agricultural use and municipal use during the dry season of May through November were
estimated in two different ways, leading to two Scenarios. In both scenarios, historical Lake
In a June 8, 2007, letter (attached) from Randy Poole (General Manager, SCWA) to David Moller (Manager of
Relicensing, PG&E), Mr. Poole states, "The Agency and the County still do not know how PG&E is operating the
Project, or whether operating the project using other criterion that is also consistent with the existing Federal Energy
Regulatory Commission (FERC) license could have resulted in higher Lake Mendocino storage" Mr. Moller
responded to Mr. Poole in a June 22, 2007 letter (attached) and acknowledged that "the reduction in diversions from
the Eel River into the EBRR [East Branch Russian River] required by the license amendment was considerably
greater than what had been anticipated during the amendment proceeding" but did not provide an explanation of how
PG&E is operating the Potter Valley Project.
Completed by Wagner and Bonsignore 3-22
releases during the dry season were used as a guide. Table 5 shows historical lake releases in the
period May through November were typically in the range of 12,000 to 18,000 acre-feet per
month. That corresponds to a rate of 200 to 250 cfs. Figure 4 shows the distribution of historical
daily releases from Lake Mendocino during the months of May through November. This figure
shows the percent of days during May through November that the Lake release exceeded the
given value. The median flow was 230 cfs. Only 27 percent of the daily releases were greater
than 275 cfs. The higher release rates suggest that there were surplus releases and thus were not
considered to represent demands on the Russian River.
Scenario A estimated downstream demands on the Russian River for release from Lake
Mendocino as the historical daily release capped at 275 cfs. In other words, historical daily
releases less than 275 cfs during the dry season of May through November were assumed to be
the measure of downstream demand for fisheries, recreation, agricultural and municipal uses. On
days when the May though November release exceeded 275 cfs, the downstream demand was
assumed to be 275 cfs.
D-1610 specifies a minimum instream flow from the East Fork Russian River to Dry
Creek for all months of the year. If any of the historical Lake releases during May through
November were insufficient to meet the D-1610 minimum requirement, the downstream demand
in Scenario A was adjusted to satisfy the D-1610 requirement.
The D-1610 minimum streamflow requirement was instrumental in estimating
downstream demands in Scenario B. Review of historical gage records on the Russian River
between Lake Mendocino and Dry Creek show river flow in excess of the D-1610 requirement.
Scenario B downstream demand for release from Lake Mendocino was estimated as the historical
Lake release minus the amount that the minimum gaged flow in the river exceeded the D-1610
requirement.
Both estimates (Scenarios) of downstream demand on the Russian River were based on
historical Lake releases rather than a cataloguing of water rights or water diversions on the
Russian River. In Scenario A, the assumption was that historical Lake releases (up to 275 cfs)
Completed by Wagner and Bonsignore 3-23
7/23/2007
TABLE 3
Projected Hydrological Classification for Inflows to Lake Pillsbury
Potter Valley Project (FERC 77-110)
COULF016.xIs. year type
JAN
FEB
MAR
APR
MAY
JUN - DEC
1961
Normal
Normal
Normal
Normal
Normal
Normal
1962
Normal
Normal
Normal
Normal
Normal
Normal
1963
Normal
Normal
Normal
Normal
Normal
Normal
1964
Normal
Normal
Normal
Normal
Normal
Normal
1965
Normal
Normal
Normal
Normal
Normal
Normal
1966
Normal
Normal
Normal
Normal
Normal
Normal
1967
Normal
Normal
Normal
Normal
Normal
Normal
1968
Normal
Normal
Normal
Normal
Normal
Normal
1969
Normal
Normal
Normal
Normal
Normal
Normal
1970
Normal
Normal
Normal
Normal
Normal
Normal
1971
Normal
Normal
Normal
Normal
Normal
Normal
1972
Normal
Normal
Normal
Normal
Normal
Normal
1973
Normal
Normal
Normal
Normal
Normal
Normal
1974
Normal
Normal
Normal
Normal
Normal
Normal
1975
Normal
Normal
Normal
Normal '
Normal
Normal
1976
Dry
Critical
Dry
Dry
Dry
Dry
1977
Dry
Critical
Critical
Critical
Critical
Critical
1978
Normal
Normal
Normal
Normal
Normal
Normal
1979
Normal
Dry
Normal
Normal
Normal
Normal
1980
Normal
Normal
Normal
Normal
Normal
Normal
1981
Normal
Normal
Normal
Normal
Normal
Normal
1982
Normal
Normal
Normal
Normal
Normal
Normal
1983
Normal
Normal
Normal
Normal
Normal
Normal
1984
Normal
Normal
Normal
Normal
Normal
Normal
1985
Normal
Normal
Normal
Normal
Normal
Normal
1986
Normal
Normal
Normal
Normal
Normal
Normal
1987
Dry
Dry
Normal
Normal
Normal
Normal
1988
Normal
Normal
Normal
Normal
Normal
Normal
1989
Normal
Normal
Normal
Normal
Normal
Normal
1990
Normal
Normal
Normal
Normal
Dry
Dry
1991
Dry
Critical
Critical
Dry
Dry
Dry
1992
Critical
Dry
Normal
Normal
Normal
Normal
1993
Normal
Normal
Normal
Normal
Normal
Normal
1994
Normal
Normal
Normal
Dry
Dry
Dry
1995
Dry
Normal
Normal
Normal
Normal
Normal
1996
Normal
Normal
Normal
Normal
Normal
Normal
1997
Normal
Normal
Normal
Normal
Normal
Normal
1998
Normal
Normal
Normal
Normal
Normal
Normal
1999
Normal
Normal
Normal
Normal '
Normal
Normal
2000
Normal
Normal
Normal
Normal
Normal
Normal
2001
Dry
Critical
Dry
Dry
Dry
Dry
2002
Normal
Normal
Normal
Normal
Normal
Normal
2003
Normal
Normal
Normal
Normal
Normal
Normal
2004
Normal
Normal
Normal
Normal
Normal
Normal
2005
Normal
Normal
Normal
Normal
Normal
Normal
2006
Normal
Normal .
Normal
Normal
Normal
Normal
COULF016.xIs. year type
712=001
TABLE 4
Estimated Future Imports to East Fork Russian River (ac -ft)
VOY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Total
1961 15,126 17,843 18,471 18,110 16,274 4,788 2,083 3,501 4.463 5.169 6,074 15.430 127,332
1962 17.646 13,349 18.362 18,801 16,628 4,796 2,083 3.501 4,463 7,462 10.600 9,333 127,024
1963 16.168 18,155 18,319 10,330 10.693 4.768 2,083 3,501 4,463 6,909 10,298 10,233 129.920
1964 12,439 16,051 17.930 16,500 17,034 4,763 2.083 3,501 2,300 4,610 6,928 8,532 114,750
1965 15,760 17,985 15.472 16,429 16,811 4,320 2,083 3.501 4,463 7,528 10,746 14,049 131,149
1966 16,590 10.740 13,571 10,439 16.746 4,782 2,083 3,501 4,463 7,346 10,497 14,440 123,198
1967 17,902 17,171 18,693 18,755 16,841 4,639 2,083 3.501 4,463 9.383 14,702 15,484 143,616
1968 15.045 10,391 17,744 18,553 17,351 4,768 2,083 3,501 4,463 7,308 10,092 10,470 121,768
1969 15,907 17,487 17,817 17,683 15,959 4,702 2,083 3,501 4.463 7,230 10,249 14,273 131,351
1970 16.976 14,798 12,907 17,780 16.300 4,686 2,083 3,501 2,380 4.373 6,848 13,174 115,805
1971 16,084 15.834 18,671 18,618 17,042 4,a57 2.063 3,501 4,463 4,943 3,095 6.680 115,871
1972 9.356 10,480 15,122 18.411 13,179 4,248 2,083 3,501 4,463 9.721 8,634 14,186 113,383
1973 15,971 17,633 12.242 15.757 16,731 4,183 2,083 3,501 4,463 5,713 6,958 13,401 119.634
1974 6,315 1,580 18.728. 15,655 13.558 4,763 2,083 3,501 4,463 4,453 4.253 12,309 91.661
1975 16,444 17,015 16,246 15,486 14,201 4,584 2,083 3,501 4,453 5,663 6.367 14,299 120,351
1976 18,113 17,627 17,604 8,255 7 1 765 _,-], 2,700 4.685 10,919 94,748
1977 15,945 15,654 7,270 3,285 512 298 307 298 964 1,450 577 46.881
1978 004 2,233 9402 17,147 16,13 4,616 2.083 6,605 8.813 11,859. 87.663
1979 14,530 17.423 7,186 12,210 16,616 4,723 2,083 3,501 4,463 6.478 8,432 16,415 114,070
1980 16,897 16,763 18.443 10.062 17,379 4,786 2,083 3.501 4,463 5,151 3,348 15,154 126030
1981 17,421 13,184 14,273 11,379 16,636 4,770 2,083 31501 4,463 5,000 5,169 11.342 109,221
1902 19.579 16.548 19.117 19.434 17,052 5.004 2,083 3.501 4,463 6,385 8,791 15,039 137,996
1963 9.616 13,018 17,354 19,202 17,649 4,893 2,083 3,501 4,463 10,905 14.876 3.420 121,059
1964 4,641 10.940 16.207 19,133 18,115 4.930 2,083 3,501 4,463 5.606 8.992 7.110 105,721
1985 17,854 17,966 18.340 18,791 17,158 4,898 2,083 3.501 1 4,463 6,825 7.309 14.990 134,177
1966 17.596 9.656 15.591 14,258 13,901 4,873 2,083 3,501 4,463 5,284 5,723 8,571 105,501
1987 17,933 7.591 5.248 5,363 12,044 ,745 2.083 3,501 2,380 4,015 4,544 4,017 73.483
1968 6,064 6359 15.759 17,500 17,020 ,717 2.083 3,501 2,380 4,058 5,009 4,083 88.334
1989 4.877 0,333 17,933 17.867 12,750 .344 2,003 3,501 4,463 5.328 5,893 6,311 93,691
1990 16.144 11.492 9,142 16,390 16.647 .079 2.063 1,537 1,488 2,452 6,060 16.786 105,096
1991 19,123 14,587 4.097 2,202 2,497 ,OB3 1,765 1,537 1,488 4,596 5,667 7,363 67.804
1992 15,743 11,681 5.002 0.366 12,079 ,990 2,083 3,501 4,463 5,601 6,284 5.816 86,409
1993 8.406 8.589 13.734 i6.80G 16,423 ,994 2,083 3,501 4,463 5,097 6,897 14,658 106,450
1994 18.335 12,049 10.865 8.513 11,541 ,897 1,765 1,537 1,488 2,761 7,168 3.949 84,895
1995 5.092 5,568 3,721 3.557 5,300 .765 2,083 3,501 4,463 4,842 5,135 5.486 51,521
1996 5.439 7.672 12.522 11.111 18,333 .006 2,083 3.601 4,463 6,712 9,285 17,036 108.122
1997 17,201 11,621 16465 13.113 11,429 ,491 2,083 3.501 4,463 5,369 8,118 9,648 106,502
1998 9.557 17,336 16,263 18,014 14,737 5.056 2,053 3,501 4,463 5,885 7,293 12.012 116.271
1999 17.746 17,050 17,433 11,588 9,894 3.084 2,083 3,501 4,463 5,627 6,631 8,113 107,219
2000 10.127 12.750 11,711 13,002 16,657 4.875 2.083 3,501 4,463 5.544 6,966 7,807 99,505
2001 9.527 11,054 2.862 3,933 3.293 1,806 1.765 1,537 1,489 2,241 2,916 3.437 45,859
2002 5.486 11.709 10,183 17.128 17,276 4,897 2,083 3.501 4,463 4,461 4,425 4.292 97,904
2003 5,159 6,189 7,917 7,914 13,960 4,556 2,083 3,501 4.463 6,171 7,946 13,331 83,189
2004 10.292 9,352 16.828 18.250 14,620 4,760 2,083 3,501 4,463 4,994 5.540 5,879 100,563
2005 6.292 6,827 11,766 16.092 14,420 4,374 2,083 3.501 4.463 5,603 6.952 6.738 89,111
2006 6.770 5,590 3,464 11,006 12.333 4,005 2,083 3.501 4,463 5,598 6.690 7,097 72,589
Average 12,810 12,390 13,757 14,615 14,199 4,397 2,016 3,218 3,869 5,597 7,160 10,138 104,226
Avg ins) 209 208 224 236 256 I 72 34 52 65 91 116 170
�pily t�rG��s Nib
J��C�uu�n4� TX4 dfr'Y K� ,
COVIFO17.ia new m neA7 ono
6: Water Supply Versus Demand Comparison 2005 Urban Water Management Plan
Based on the information shown in Tables 6-4 through 6-9, the City has adequate supply during multiple dry
years. However, the City's pumping capacity is limited. The City plans on adding two groundwater wells in
the near future and will need to add more wells as needed for connections within its sphere of influence.
6.3 Water Shortage Summary
The City is not expected to have any water shortages in terms of water rights within the next 25 years.
However, the City is currendy limited by its pumping capacity, not its water supply. This analysis shows that
even with a 50 percent reduction in water supply, the City still has sufficient water supply to meet its
forecasted demands without any water conservation.
M
DRAFT rev wpurposes ordy
P1128Mt 128619 - Uk,M UWMPCIall aeporl A,94120MOrall MMP (08102002) U
CITY OF UKIAH URBAN WATER MANAGEMENT PLAN
7. DEMAND MANAGEMENT PRACTICES
Water conservation is a method available to reduce water demands, thereby reducing water supply needs for
the City. This chapter presents a description of the City's water conservation program, an economic analysis
of water conservation Demand Management Measures (DMMs) 1, 2, 6, 14, and a description of the methods
and assumptions used to conduct the analysis.
7.1 California Urban Water Conservation Council
The unpredictability of its water supplies and ever increasing demand on California's complex water resources
have resulted in a coordinated effort by DWYrR, water utilities, environmental organizations, and other
interested groups to develop a fist of urban water conservation DMMs for conserving water. This consensus -
building effort resulted in a Memorandum of Understanding (MOU) Regarding Urban Water Conservation in
California, as amended September 16, 1999, among parties, wltich formalizes an agreement to implement
these DMMs and makes a cooperative effort to reduc asuttspafornia's water resources. The
DMMs as defined by the MOU are presente able 7-1. Th is admirdstere y afifomia
Urban Water Conservation Council (CUW ). The City is not currendy a MOU signatory 5716AI CIPS
The MOU requires that a water utility implement on , tally feasible. If a DMM
is not economically feasible, the utility may request an economic exemption for that DMbI. The DMMs as
defined in the MOU are generally recogni2ed as standard definitions of water conservation measures.
1. Water survey programs for single-family residential and multi -family residential connections.
2. Residential plumbing rekolit.
3. System water audits, leak detection, and repair.
4. Metering with commodity rales for all new connections and retrofit of existing connections.
5. Large landscape conservation programs and incentives.
6. High -efficiency washing machine rebate programs.
7. Public information programs.
8. School education programs.
9. Conservation programs for commercial, industrial, and institutional accounts.
10. Wholesale agency assistance programs.
11. Conservation pricing.
12. Conservation coordinator.
13. Walerwaste prohibition.
14. Residential Ultra Low Flow Toilets (ULFT) replacement programs.
7.1
DRAFT for review proposes only.
P1126000.126619 -Ukiah UWMRDrafl Repel AW012007091t UwAW(06102D07)Dw
7: Demand Management Practices 2005 Urban Water Management Plan
7,2 Methodology and_Assumptions
An economic analysis is conducted for four of the 14 DMMs that are described in the MOU, DMMs 1, 2, 6,
and 14. Economic analyses are not completed for DMMs 3, 7, 8, 12, and 13 because they are non- Q
quantifiable, yet essential to the success of those DMMs that are quantifiable. Non -quantifiable DMMs are prl
those that have no quantifiable amount of dollars that need to be spent to implement these pro ams. The .0) )g
s is also
e.
4 and
tr
ze
because they t of are currently implementer saved from these ted;DMMs5 anrd 9 are notanalyzedbecause the Ciry as ery limited �
large landscape, commercial, industrial, and instimtional customers. DMM 10 is not analyzed because the tY*e
City is not a wholesaler- A -O*
Assumptions used in the economic analysis for each DMM analyzed are described in Appendix F. Directly
beneath each assumption is a brief description of the rationale and/or supporting evidence for that
assumption. Common assumptions for all DMMs are that the value of conserved water is $1,206/AF, the
real discount rate is 6.15 percent, and the overhead rate is 13 percent The real discount rate is calculated
from the assumed real cost of money (8.67 percent) and the assumed long-term inflation rate (2.52 percent)
using the precise conversion method (A&N Technical Services 2000, pg A-2).
The economic analysis was performed using Microsoft® Excel 2003, a spreadsheet program. A separate,
customized worksheet for each DMM is presented in Appendix F. Each DMM economic analysis
spreadsheet calculates, on an annual basis, the number of intervenrigns and the dollar values of the, benefits
and costs that would result from implementing a particular DMM. Terms and formulas that are common to
all the worksheets are defined in Table 7-2.
BENEFITS
Avoided Capital Costs
Capital costs that are avoided by implementing
An example is the cost of a well that would not
the DMM.
have to be installed due to implementation of the
DMM.
Avoided Variable Costs
Variable costs that are avoided by implementing
An example is the cost of electricity that would
the DMM.
be saved 0 the DMM were implemented.
Avoided Purchase Costs
Purchase costs that are avoided by implementing
An example Is the cost of purchasing water that
the DMM.
would not be needed due to implementation of
the DMM.
Total Undiscounted Benefits
The sum of avoided capital costs, avoided
variable costs, and avoided purchase costs.
Total Discounted Benefits
The present value of the sum of avoided capital
An annual percentage tale consisting of the cost
costs, avoided variable costs, and avoided
of borrowing money minus the inflation rate.
purchase costs.
COSTS
Capital Costs Capital costs incurred by implementing the DMM. For example, the cost to purchase and install
meters for DMM A.
Financial Incentives The cost of financial incentives paid to Co -pay or distribution for purchasing low -flow
connections. plumbing devices or wasting machines ate
examples of financial incentives.
Operating Expenses Operationat expenses incurred during
implementation of the DMM.
72
DRAFT for review W"ses "y.
P 112a0W1126819, Vk� DWMPC,M Report- Aipest 2rIp71Dra11(rWMP(08102907) doe
7: Demand Management Practices 2005 Urban Water Management Plan
Total Undiscounled Costs I The sum of capital costs, financial incentives, and
Total Discounted Costs
The present value of the sum of capital costs,
The discount rate is used to calculate
financial incentives, and operating expenses.
discounted costs from undiscounted costs.
Net Present Value
Total discounted benefits minus total discounted
A value greater than zero indicates an
costs.
economically justifiable DMM.
RESULTS
Benefit I Cost Ratio
The sum of the total discounted benefits divided
A ratio greater than one indicates an
by the sum of the total discounted costs.
economically justifiable DMM
Simple Pay -Back Period
The number of years required for the benefits to
A low value is considered economically
pay back the costs of the DMM, calculated as the
attractive,
sum of the total discounted costs divided by the
average annual total discounted benefits.
Discounted Cost I Water Saved
The present -value cost to save one acre-foot of
A low value is considered economically
water, calculated as the sum of the total
attractive because it indicates a low
discounted costs divided by the total acre -Feet of
Implemenlallon cost. Value must be less than
'
water saved over the study period.
the marginal cost of new water to be cost
eNective.
Net Present Value I
The net value of saving one acre-foot of water,
A high value is considered economically
Water Saved
calculated as the sum of the net present value
attractive.
divided by the total acre-feet of water saved over
the study period.
7.2.1 Value of Conserved Water
The value of conserved water is based on the rate that the City charges its customers for water, plus the cost
to treat die water at the wastewater treatment plant. The November 2005 rate of $0.91 per 748 gallons (see
Table 7-3) was used plus $2,471 per million gallons to treat the water when it becomes wastewater. Because
80 percent of treatment costs are attributed to flow, only 80 percent of the cost to treat die wastewater was
used. The remaining 20 percent of the wastewater treatment costs are associated with organic and solids
loading. This equated to a total value of water of $1,206 per acre-feet.
This calculated value for conserved water does not include the capital cost for improvements to the
wastewater treaunenr plant to recycle all of City's wastewater in the future if the City is not allowed to
discharge into the Russian River. Based on the total annual water savings calculated, it is estimated that the
City may be able to reduce the design flow for future wastewater treatment needs by 6 percent.
I 7]
DRAF7 lot review OWposes only
P-128000028619 Ueiaa UWMPtLa11Reporl-August20070a0UWMP(091x20071dor
ATTACHMENT _
ITEM NO: 10b
MEETING DATE: Sept. 19, 2007
AGENDA SUMMARY REPORT
SUBJECT: REVIEW AND DISCUSS DRAFT UPDATE OF URBAN WATER
MANAGEMENT PLAN; SCHEDULE HEARING FOR ADOPTION OF
PLAN
SUMMARY: The draft update of the City's Urban Water Management Plan (UWMP)
was distributed and briefly discussed at the August 15, 2007 City Council meeting. The
item is on the agenda for this September 19 meeting for further comment and
discussion by the City Council.
The Agenda Summary Report for the August 15 meeting also attached the sections
from the California Water Code requiring and governing the preparation of Urban Water
Management Plans.
LEGAL REQUIREMENTS FOR URBAN WATER MANAGEMENT PLANS
Water Code §10642 contains the procedural requirements that the City must satisfy
before adopting an update of the plan. It "encourages the active involvement of diverse
social, cultural, and economic elements of the population within the service area prior to
and during the preparation of the plan." It also requires the City to make the plan
available for public inspection and to hold a public hearing before adopting or updating
the plan. Prior to the hearing, notice of the time and place of hearing must be published
once a week for two successive weeks with at least 5 days between the first and
second publications. The City must also provide notice of the time and place of the
RECOMMENDED ACTION: Review and provide any comments or questions regarding
the draft Urban Water Management Plan and schedule hearing for adoption of plan.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizens Advised: N/A
Requested by: Public Utilities Department
Prepared by: David J. Rapport, City Attorney
Coordinated with: Candace Horsley, City Manager, Tim Banyai, Brown and
Caldwell, Robert C. Wagner, Wagner and Bonsignore,
Gary Weatherford
Attachments: Attachment 1- List of agencies and interested parties
Attachment 2- Wagner memorandum re: water rights
Approved: `1 --
Candace Horsley, Cit `Manager
Agenda Summary Report page 2
September 19, 2007, City Council meeting
hearing to the County of Mendocino. After the hearing, the plan shall be adopted as
prepared or as modified after the hearing.
Consultants to the City have consulted with the Mendocino County Planning
Department, the Mendocino County Water Agency and the Sonoma County Water
Agency in preparing the plan. The City has sent copies of the draft plan to numerous
public agencies and other interested parties and made copies available at the Civic
Center, the public library and on the City's website. The list of agencies and other
interested parties who were sent copies of the plan is attached as Attachment 1. An
accompanying letter, included in Attachment 1, requested comments by September 15.
Comments will be accepted at any time up to the time that the City conducts the
required hearing. Staff will distribute comments and any staff discussion of them at or
prior to the September 19 meeting. It is staffs' intent to carefully consider all comments
and consult with the commenters prior to finalizing the plan for consideration at the
noticed public hearing. Staff has a goal of conducting the required hearing at the regular
City Council meeting of October 17, but the City Council may schedule the hearing at a
different time if it determines that additional time is needed to fully evaluate and respond
to all the comments received.
The Water Code requires an urban water management plan to be updated at least once
every five years on or before December 31, in years ending in five and zero. (Water
Code §10621.) The City's plan was last updated on October 13, 2002.
The plan must describe and evaluate sources of water supply, reasonable and practical
efficient uses of water, reclamation and demand management activities. The
components of the plan may vary according to an individual community or area's
characteristics and its capabilities to efficiently use and conserve water. The plan shall
address measures for residential, commercial, governmental, and industrial water
demand management. In addition, a strategy and time schedule for implementation
shall be included in the plan. (Water Code §10615.)
Water Code Section 10630 states that the Legislature intends the level of water
management planning to be commensurate with the numbers of customers served and
the volume of water supplied. In other words, small systems do not have to engage in
the same level of planning as larger systems. A system must have more than 3000
connections before a plan is required. (Water Code §10617.) The City's system is a
small system among urban water suppliers required to adopt a plan.
The elements of an urban water management plan are set forth in Water Code Sections
10631-10635.) The draft plan update is organized to comply with these requirements.
In general, a plan update covers the next 20 years in five year increments and attempts
to project over that time period the water system service area, its existing and planned
sources of water, the reliability of its water supply, including in average, single dry and
multiple dry water years, and the quantity of water projected to be needed to meet
expected demand. If there are deficiencies in the quantity or reliability of the supply, the
Agenda Summary Report Page 3
September 19, 2007, City Council meeting
plan is supposed to propose means of addressing those deficiencies, including
conservation.
DESCRIPTION OF PLAN EVALUATION OF WATER DEMAND AND AVAILABILITY
This summary is not intended as a substitute for reading the plan update itself, including
the executive summary. The plan covers a number of subjects not addressed here,
including limitations on the City's present treatment and pumping capacity, proposed
demand management practices, the effects of low rainfall or drought conditions,
groundwater basin information and opportunities for using recycled water.
The draft plan update includes the current City boundaries and the sphere of influence
proposed by the City/County tax sharing subcommittee as the service area projected
over the next 20 years. (See Plan, Figure 2-2, p. 2-3.) Based on population projections
supplied by Leonard Charles, it calculates the use of water within that service area. The
plan identifies the City's water rights and sources available to serve that area and
estimates the amount of water that will be needed to meet that demand.
The plan anticipates that, at a 1 % annual growth rate, the City will reach build -out within
its existing boundaries and a population of 17,992 `by the year 2015. It estimates a
water demand at that point of 4,730 acre feet per year (AFY). The plan assumes that
the City will annex its entire proposed sphere of influence within 20 years. Over that
time, it projects the population within that area to reach 12,675 and a water demand of
3,332 AFY. Combining these two areas, it projects a total future water demand over the
next 20 years of 8,062 AFA. (Plan, pp. ES -4 to ES -5.) It observes that this total demand
is less than the City's right to divert up to 20 cubic feet per second (cfs) under its water
rights permit. The plan converts the 20 cfs rate of diversion to approximately 8400 AFY.
(Plan, p. ES -3.)'
The plan states that the City's water sources currently include the Ranney Collector and
Well Nos. 3 and 52 which draw from Russian River underflow pursuant to the City's
appropriative water rights permit, and Well No. 4 which is classified as percolating
groundwater. The City does not require a permit to use percolating groundwater. (See,
e.g., ES -1 to ES -2.) It states that the City is currently undertaking a well siting study
and that increased water demand will be satisfied by additional groundwater wells.
(See Plan, ¶3.6, p. 3-6. See, also §3.10, p. 3-26.)
' Elsewhere in the Plan the 20 cfs entitlement is converted to 14,480 AFA, but this number is described as
the "theoretical maximum." The Plan refers to the explanation in §3.10, p. 3-18, which states that the
City will only use 8400 AFA, when it first puts the full 20 cfs to beneficial use. (Plan, Water Rights, p. ES -
3.) The theoretical maximum is derived by assuming a diversion of the full 20 cfs 24 hours/day, 365 day
per year. In fact, the City will divert 20 cfs during its peak period of demand, which, in the past, has
generally occurred in July. The 8400 AFA figure was derived by assuming the City would divert
proportionally less water at other times of the year based on the City's historical pumping records. (Id.)
The Plan recognizes that Well No. 5 is not currently included as a point of diversion under the permit
and notes that the City has applied to add Well No. 5 as a POD under its permit.
Agenda Summary Report Page 4
September 19, 2007, City Council meeting
In Section 3.10, the plan update includes a preliminary analysis of the impact of reduced
Eel River diversions on the City's water supply. The analysis was performed by Mr.
Robert Wagner, a hydrologist and water rights specialist with the engineering firm of
Wagner & Bonsignore. That analysis evaluates (1) whether, under the reduced
diversions from the Eel River, sufficient water will be available in the Russian River
below Lake Mendocino to meet the historic demand for water in the Russian River
system, including the City's demand and (2) what effect it would have on water storage
in Lake Mendocino, if the City diverted its full 20 cfs entitlement under its water rights
permit. For the reasons previously stated, the analysis assumed that a diversion at 20
cfs under the City's permit would equate to approximately 8400 AFA. The analysis
studied the 2004 amendments to PG&E's Federal Power Act license for the Potter
Valley Project, which controls the diversions from the Eel River into the East Fork of the
Russian River. It studied Water Resources Control Board decision D-1610 which
establishes minimum flows in the Russian River below the Coyote Dam at Lake
Mendocino. It used the actual diversions from Eel River and the flows measured at key
gauging stations in the Russian River between 1961 and 2006. This data is presented
in Tables 1-5 and Figures 1-10, attached to the report. Also attached are copies of the
most important of the source documents relied upon in the analysis.
Based on this review, the analysis predicts a 26%' reduction in Eel River imports for
power generation as compared to pre -2004 diversions. Without considering water
rights, the analysis concludes that there is sufficient water in the Russian River system
to meet the historic demands for water in the Russian River system and the future City
diversions up to 8400 AFA in spite of these reduced Eel River imports to the East Fork
Russian River.
The analysis considered two scenarios for dry season (May through November)
releases from Lake Mendocino, which it labeled Scenario A and Scenario B. Scenario
A replicated historic releases from Lake Mendocino (up to 275 cfs). Scenario B reduced
Lake releases so that, after river losses and diversions, the SWRCB Decision D-1610
minimum flow requirements were just met. Scenario B was predicated on the
assumption that, historically, more water than necessary was released from the Lake.
In both scenarios, there was sufficient water in the system to meet downstream
demands on the Russian River, despite the reduced imports from the Eel River.
However, water levels in Lake Mendocino were modeled as significantly lower due to
the reduced imports (see Figure 6). Under Scenario B, late summer water levels would
be approximately 6 feet lower than historical levels, on average. Scenario A late
summer water levels were modeled as approximately 11 feet lower than historical
levels, on average.
Scenario B would require changes in how releases from Lake Mendocino are regulated
by Sonoma County Water Agency (SWA), which has administrative control of releases
from the lake. According to Mr. Chris Murray, a hydrologist with SWA with whom Mr.
Wagner consulted, greater efficiency in operation of lake releases is achievable.
Agenda Summary Report Page 5
September 19, 2007, City Council meeting
In each scenario, as reflected in Figures 8 and 10, a doubling of City diversions to
approximately 8400 AFA could result in a lower average lake level in Lake Mendocino
of approximately 1 foot under Scenario A and a negligible amount under Scenario B.
The analysis assumed that any increased water extractions from the groundwater basin
by the City would result in lower lake levels. The analysis points out, however, that the
impact of the groundwater extractions may not result in an immediate reduction in
stream flow. The stream flow reduction due to increased pumping in the dry season
may well not be manifested until the following winter. In that event, sufficient water
would be available from winter precipitation to replace the extractions. As a result, even
the small predicted lake level reduction would not occur under those conditions.
After the draft plan was circulated, the City Attorney asked Mr. Wagner to address the
issue his analysis does not consider; namely, whether or not the City will infringe on
Lake Mendocino storage rights that may be senior to the City, if the City exercises its
full 20 cfs diversion right as authorized by its water right permit. Both the SWA and the
Mendocino County Russian River Flood Control and Water Conservation Improvement
District ("Flood Control District") have permits to the water stored in Lake Mendocino in
the winter and released in the summer. Since the amount of water being imported into
Lake Mendocino, especially in the spring and summer, is being substantially reduced,
the City Attorney wanted Mr. Wagner to analyze whether increased diversions under the
City's permit to its full 20 cfs entitlement would infringe on the water rights of the Flood
Control District, the SWA, or other water rights which are senior to the City's.
Attached as Attachment 2 is his response. In summary, he concludes that current city
diversions from Russian River underflow of approximately 6.833 cfs in the summer can
be met from:
1. pre -1949 water rights (2.8 cfs), which are senior to the rights to project water
held by SWA and the Flood Control District, and
2. the City's contract with Flood Control District for project water (4.033 cfs).
The City has a water supply contract with the Flood Control District (FCD) for 800 AFY
of project water. Mr. Wagner estimates that if the City used the 800 AFY for 100 days in
the summer, it would equate to a diversion of 4.033 cfs during that time. This contract
right in combination with the City's pre -1949 right totals 6.833 cfs. In addition, Well No. 4
produces approximately 1.75 cfs year round, giving the City as much as 8.583 cfs to
meet current demand without infringing senior water rights held by SWA or the FCD .3
As to future diversions to put the remaining water under the City's permit to beneficial
use, Mr. Wagner concludes that the future diversion of up to 11.4 cfs will come from
groundwater extracted from the Ukiah Valley groundwater basin, and that increased
future extractions from the groundwater basin are not an infringement on East Fork
water released from storage in Lake Mendocino.
' Mr. Wagner notes that additional non -project water may be available in the summer to pump under the
City's permit,. including water from the West Fork, East Fork, infiltration of direct precipitation,
groundwater accretion and return flow. His response does not rely on these additional sources.
Agenda Summary Report
September 19, 2007, City Council meeting
Page 6
For these reasons, he concludes that the City can meet its present and future water
demand without infringing on SWA or Flood Control District rights to project water, not
already included in the City's current contract. He indicates that he is completing an
analysis of other water rights that are senior to the City's 1954 priority date, and should
have the analysis complete before the City Council is asked to adopt the final urban
water management plan.
At the September 19 meeting, staff will attempt to answer questions from the City
Council and members of the public and will take comments back to the consultants for
additional analysis, if needed or requested.
ATTACHMENT--I—
City
TTACHMENT
eity of ukiati
August 14, 2007
Re: City of Ukiah Draft Urban Water Management Plan
Request for comments
Dear Interested Party:
The City of Ukiah is updating its Urban Water Management Plan. It plans to conduct a
public hearing on the proposed update at the regular City Council meeting on October 17,
2007. Enclosed please find a copy of the draft plan.
This draft plan is being sent to you for any comments you may have. Please feel free to
comment on the contents of the plan or about any omitted items you believe should be
included in the plan. (See Water Code Section 10631 for a description of the items that
must be included in an Urban Water Management Plan.)
In order to consider and revise the plan in response to your comments, the City would
appreciate receiving them by September 15, 2007. Please send written comments to Ann
Burck, Water Utilities Project Engineer, Ukiah Civic Center Annex, 411 W. Clay Street,
Ukiah, CA. 95482. You may email comments to a.burck@cityofukiah.com or fax them
to 707/463-6740.
Please let others know that the City is soliciting comments on the plan. A copy of the
draft plan is available on the City's website at http://www.citvofukiah.com. Click on
City Hall, Agendas and Minutes, August 15, 2007, Unfinished Business, item 10.d. It
may also be viewed at the County Library in Ukiah, and in the Civic Center lobby and the
Civic Center Annex lobby.
Thank you for your assistance. The City looks forward to receiving your comments and
advice.
Sincerely,
Ann Burck,
Project Engineer
Ukiah Utilities, City of Ukiah
Cc: City Manager
Tim Banyai, Brown & Caldwell
File
300 SEMINARY AVENUE, UKIAH, CA 95482-5400
Phone# 7071463-6200 Fax# 707/463-6204 Web Address: www. city0fukiah. com
Tablel-1.
Coordination
with Appropriate
Agencies
(DWR Table
1)
Participated
Was sent
Was sent a
in
Attended
Was
a copy of
notice of
Check at least one box
developing
Commented
public
contacted for
the draft
intention to
Not Involved I
on each row
the plan
on the draft
meetings
assistance
plan
adopt
No Information
Public Library
x
DWR
x
x
Ukiah Wastewater
x
x
Treatment Plant (WWTP)
General Public
Civic Center Lobby
Utilities Building Lobby
x
x
City's Website
Public Library
County Planning
x
x
Department
Ukiah Utilities
x
x
x
x
Bartle Wells
x
x
Wagner and Bonsignore
x
x
Local Agency Formation
Commission
X
Redwood Valley County
Water District
x
Willow County Water
District
x
Millview County Water
District
x
Calpella County Water
District
x
Rogina Water Company
x
Ukiah Chamber of
Commerce
x
Mendocino
Environmental Center
x
Mendocino County Water
x
Agency
Sonoma County Water
X
Agency
California Water Impact
Network
X
Smart Growth Coalition
x
Mendocino Employers'
Council
D WR
Deputy Director Jerry Johns
P.O. Box 942836, Rin 115-9
Sacramento, CA. 94236-0001
Wagner & Bonsignore
Bob Wagner
444 North Third Street Ste. 325
Sacramento, CA. 95814-0228
Willow County Water District
Dave Redding
151 Laws Ave
Ukiah, CA. 95482
Regina Water Company
Dan Regina
1850 Talmage Road
Ukiah, CA. 95482
Sonoma County Water Agency
Randy Pole
P.O. Box 11628
Santa Rosa, CA. 95406
Mendocino Employer's Council
597 S. Main Street Ste. B
Ukiah, CA. 95482
Mendocino County Water Agency
Roland A. Sanford
890 North Bush Street
Ukiah, CA. 95482
Annex Building
Counter Copy
WWTP
Office Copy
LAFCO
Frank McMichael
200 South School Street
Ukiah, CA. 95482
Millview County Water District
Tim Bradley
3081 North State Street
Ukiah, CA. 95482
Ukiah Chamber of Commerence
Bert Moiser
200 South School Street
Ukiah, CA. 95482
California Water Impact Network
Don McEnhill
P.O. Box 1335
Healdsburg, CA. 95448
L. Charles & Assoc.
Leonard Charles
7 Roble Court
San Anselmo, CA. 94960
City of Ukiah
Public Library
Bartle Wells Associates
Douglas R. Dove
1889 Alcatraz Avenue
Berkeley, CA. 94703
Redwood Valley Water District
Bill Koehler
P.O. Box 399
Redwood Valley, CA. 95470
Calpella County Water District
General Manager
P.O. Box 115
Calpella, CA. 95418
Russian River Flood Control District
151 Laws Ste. D
Ukiah, CA. 95482
Ukiah Valley
Smart Growth Coalition
113 Brush Street
Ukiah, CA. 95482
Mendocino County Planning Dept.
501 Low Gap Road
Ukiah, CA. 95482
Civic Center Lobby
Counter Copy
ATTACHMENT
War
Civ
ner�Bonsinc )re
onsultm8 Cil P:ngu,cc,,. A Cu aiiun
NicMw, F. 13m ilmom, P.H.
Robcal C. wapm P.F.
Pmtia 1, Whctla,
AMFt N\ T. Bandcutcr. Y.E.
D.,-�d %1. Bnuaurt. P.E. MEMORANDUM
Ryan F. StoBus
To: Mr. David Rapport
From: Robert C. Wagner, P.E.
Date: September 14, 2007
Re: Potential Infringement of Water Right Priorities on Releases from
Storage in Lake Mendocino by the Full Exercise of the City's Water
Right Permit.
You asked us to address the question of whether or not the City will infringe on Lake
Mendocino storage rights that may be senior to the City, if the City exercises its full 20 cfs
diversion right as authorized by its water right permit.
The analysis that we prepared for the Draft Urban Water Management Plan concluded
that there was sufficient water in the Russian River system to meet the historic demands and the
future City diversions in spite of the reduced Eel River imports to the East Fork Russian River, a
source of water for Lake Mendocino. We evaluated two scenarios for dry season demands
downstream on the Russian River: A) lake releases are equal to historical releases (up to 275 cfs)
and B) lake releases can be decreased from historical rates so that, after river losses and
diversions, the Decision 1610 required flow rates are just met. In both scenarios, there was
sufficient water; however lake levels were predicted to be significantly lower in Scenario A than
in Scenario B. The difference between Scenario A and Scenario B is the underlying assumption
that releases to satisfy D-1610, in the past have been inefficient. In essence Scenario B is a
management change resulting in a more efficient lake operation. According to Mr. Chris Murray
of the Sonoma County Water Agency such efficiency in operation is achievable. In each
scenario our analysis concluded that the City's diversions in the past have no impact at all on
lake levels in Lake Mendocino and do not result in a reduction of water in storage. Any
predicted lake level changes based on past releases and reduced imports are a function of
changed regulatory constraints.
The City's water right permit is for 20 cfs to be diverted from Russian River underflow.
The City's points of diversion are located downstream of Lake Mendocino and the water that is
diverted or extracted includes water from the West Fork, East Fork, infiltration of direct
precipitation, groundwater accretion and return flow. The City does not divert from the lake, nor
is it reliant on the water supplied from the East Fork to satisfy diversions under its water right
permit.
444 Abrfh 7blM Such. Sut/e325, Sa nwnto, CaVJ is 95814-0228
Pb: 916441-6450 F,r916-448-3866
Mr. David Rapport
September 14, 2007
Page 2
A portion of the City's water right is derived from a pre -1949 right for 2.8 cfs which can
be satisfied from the East Fork of the Russian River. Water released from storage in Lake
Mendocino and the source of the water to satisfy the water rights for the lake is restricted to the
East Fork. The relative priority to the water of the East Fork between the City and the Flood
Control District is first to the City for at least 2.8 cfs and second to the District for amounts in
excess of the City's pre -1949 water right. The City also has a contract with the Flood Control
District for 800 acre feet (assuming the contract was exercised every year for 100 days, the
contract amount would equate to a rate of 4.033 cfs or about the same amount that the Ranney
collector diverts).
Therefore, the City's diversion of 6.833 cfs from the East Fork would constitute no
infringement on the senior rights of the Flood Control District. The City's well number 4
pumps about 1.75 cfs of groundwater from the Ukiah Valley groundwater basin. Consequently,
the City has access to, at least, 8.583 cfs of water based on water rights that are either senior or
equal in priority to the District or available from percolating groundwater.
The remainder of the water to be diverted by the City in the future, about 11.4 cfs, will
come from groundwater extracted from the Ukiah Valley groundwater basin (whether or not the
groundwater is subject to SWRCB jurisdiction). With respect to priority between the City and
the Flood Control District, the District's water right permit does not authorize it to divert from
the Ukiah Valley groundwater basin, or from the West Fork, or any source other than the East
Fork Russian River.
We made an estimate of the flow at the forks and at Hopland absent storage regulation by
Lake Mendocino and as reduced by the 2004 amended FERC license for Potter Valley Project.
The area between forks and Hopland is roughly the area containing the Ukiah Valley
groundwater basin. The average June and July flow at the forks flow would be about 95 cfs.
The average July flow at Hopland would be 63 cfs. In some years the flow would be
substantially greater and some years less. For example, at Hopland, 5 of the 46 years modeled,
the surface flow would have been zero in July. June flows would average 85 cfs with zero flow
in 5 out of 46 modeled and August flows would average 88 cfs with zero flow in 2 out of 46
years. September flows would average 156 cfs and May flows would average 202 cfs. It is
important to restate that the City's future diversions will come from groundwater extractions and
will not be dependent on the surface flow at the forks, since the City will be able to rely on water
stored in the groundwater basin. The cursory evaluation of unregulated flow at the forks and at
Hopland is an indicator that the groundwater basin recharges every year without the regulated
storage releases from Lake Mendocino Additional evaluation of groundwater levels in the Ukiah
Valley will need to be made to identify patterns of seasonal changes in groundwater storage.
The City's future extractions from the groundwater basin, are not an infringement on the East
Fork water rights.
The City's permit was issued with a diversion season of January I to December 31 and is
unconstrained by the D-1610 minimum flow conditions. The D-1610 flow conditions adopted in
VCfa�,mel&Bonsigrnc re
Mr. David Rapport
September 14, 2007
Page 3
1986, included an accounting of the existing water rights on the Russian River as of that time.
The City's permit, with a priority date of 1954, was issued with the finding that there was 20 cfs
of water (Russian River Underflow) available to satisfy the demand.
Additional questions regarding the relative priority of the City to Russian River
Underflow will be addressed as we continue to evaluate the water right priorities that are senior
to the City's water right and have a common source. We have compiled most of the data and we
expect to finalize that work in the next three to four weeks. We are also updating the water level
data we previously compiled to evaluate the seasonal and long term trends in changes in
groundwater storage. Please contact me if you have any questions.
COULK32.DOC
a�Uner��Bonsigno
ITEM NO: 3a
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: PRESENTATION - STATUS REPORT OF THE LANDFILL GAS TASK
FORCE
SUMMARY: On May 16, 2007 the City Council directed staff to form the Landfill Gas Task
Force, (LGTF). The group was charged with the responsibility to explore the options for
gas collection and power generation at the Ukiah Solid Waste Disposal Site (landfill). The
Council directed the group to bring back the evidence of feasibility for this kind of project.
Council also directed staff to periodically update the Council on the progress of the LGTF.
TASKFORCE PROCEEDINGS: The LGTF meets the first and third Wednesday of each
month. These meeting are held at 2 P.M. at City Hall. The meetings usually last for an
hour and we have had discussions regarding many issues related to landfill gas, energy
production and general landfill closure. Many options for all these subjects have been
discussed.
ACCOMPLISHMENTS: The LGTF has continually met since its formation and has
performed a great deal of reconnaissance. Many members of the group went on a field
trip to the Sonoma County Landfill. A video of the Sonoma Landfill was created and
distributed to Council. This video is available for public viewing at the Public Works
Department in the Civic Center. This video was created by volunteers at no cost to the
City of Ukiah.
The LGTF has also identified a service through the Environmental Protection Agency
(EPA). The web address for this site is hftl)://www.epa.gov/lmol)/'oin.htm. This program,
Continued on page 2
RECOMMENDED ACTION:
Receive report and discuss any issues of concern.
ALTERNATIVE COUNCIL OPTIONS:
None
Citizens Advised: Members of the Landfill Gas Task Force
Requested by: Tim Eriksen, City Engineer and Director of Public Works
Prepared by: Tim Eriksen, City Engineer and Director of Public Works
Coordinated with: Candace Horsley, City Manager
Attachments: None
Approved: c z�- ,
Candace Horsley, 'ty Manager
Page 2
October 3, 2007
STATUS REPORT OF THE LANDFILL GAS TASK FORCE
The LGTF has also identified a service through the Environmental Protection Agency
(EPA). The web address for this site is http://www.epa.00v/lmol)/Ooin.htm. This program,
the Landfill Methane Outreach Program (LMOP), is provided for users to gain a greater
understanding of landfill gas and to build connections with other interested parties. This is
a service that the EPA provides at no cost. Through this service we have been introduced
to an Engineering firm, SCS Engineers located in Ralston, Virginia that will perform our
feasibility study at no cost.
ISSUES IDENTIFIED: The first task for the LGTF, as directed by the Council was to
determine the feasibility of power generation at the landfill from the gas produced as a
result of the composting waste. As mentioned above, the City has the availability to use
the EPA engineering firm SCS to provide these services. Staff is concerned that
depending on how long it takes for them to prepare the study, it may impact the closure
time line of the Landfill. In response to this concern, Staff obtained a proposal from EBA
Engineering to provide this analysis. The proposal from EBA was in the amount of
$11,800. This issue has been placed on the City Council's current agenda for discussion.
NEXT STEP: The LGTF is anticipating the results of the feasibility study to provide further
assistance in this process. There are several issues that will need to be addressed based
on the results of the feasibility study. Assuming the study finds that a power generation
facility is feasible, the City will need to determine if City staff will perform the project
management duties to construct a power generation facility or would it be of more
beneficial to allow an outside entity to provide these services at some cost. The LGTF will
be instrumental in assisting and producing information that assists with this decision. Also,
if the feasibility study shows a marginal rate of return, the LGTF will be available to analyze
other factors that may not be included in the feasibility study. These items may be other
sources of energy production that might change the profitability equation.
EMERGENCY NURSES
OCTOBER
EMERGENCY NURSES
OCTOBER
WHEREAS, the nation's 100,000+ emergency nurses are the first line
of patient care in our city's emergency departments; and,
WHEREAS, emergency nurses are committed to providing quality
emergency care to their patients; and,
WHEREAS, emergency nurses continually demonstrate their
professionalism and strive to upgrade standards of practice and improve
patient care; and,
WHEREAS, emergency nurses endeavor to educate the public in the
prevention and treatment of injury and illness and the proper use of
emergency services;
NOW, THEREFORE, I, Mari Rodin, Mayor of the City of Ukiah, on
behalf of my fellow City Councilmembers, Douglas Crane, John McCowen,
Phil Baldwin, and Benj Thomas hereby proclaim
October 10, 2007, as Emergency ✓Vurses Day and
October 7-I3, 2007, as Emeryency.Nurses Week in the City o 'I erh.
Accordingly, our citizens are encouraged to join their fellow Americans in
participating in activities and assisting efforts to show our appreciation and
to celebrate the dedication and professionalism of emergency nurses in
Ukiah, across the United States, and around the world.
Signed and sealed, this 3rd day of October, in the year Two Thousand and Seven.
✓Ylari Rodin, ✓ eryor
ITEM NO: 3c
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: PRESENTATION -STATUS REPORT ON CITY'S INFORMATION
TECHNOLOGY ACTIVITIES
SUMMARY: Attached for Council's review is a status report (Attachment 1) of the
Information Technology (IT) Department activities. Steve Butler, IT Supervisor, will
present a brief overview of these activities and respond to any questions.
RECOMMENDED ACTION:
Receive report and discuss any issues or concerns.
ALTERNATIVE COUNCIL OPTIONS:
None
Requested by: Steve Butler, Information Technology Supervisor
Prepared by: Steve Butler, Information Technology Supervisor
Coordinated with: Candace Horsley, City Manager
Approved:
Candace Horsley, C y Manager
City of Ukiah
IT Department
Status report October 5th, 2007
2006 - 2007 Accomplishments
• City web site phase I modifications implemented.
• New email system in place.
• Retired all Windows NT servers.
• Migrated all users and data to Active Directory services.
• Managing users through group policy.
• Computer patches centrally managed.
• IT Helpdesk phone and email established.
• Intranet web sites launched.
2007 - 2008 Goals
• Begin Phase II development of City web site improvements
• Increase WAN link capacity.
• Implement network based storage.
• Employ a centrally managed software management.
• Plan current financial system replacement.
• Provide GIS services throughout the organization.
Planned improvements to the City's web site
• Abandoned vehicle reports
• Pothole reports
• Streetlight repairs
• General questions/suggestions
• Broken Park Equipment
• Sidewalk repairs
• Online parks and rental scheduling
• Online fee payment options
• Online permit and licensing processes
ATTACHMENT 1
G
Increase WAN speed and reliability
• Increase the City's Internet connection sufficiently to enable live streaming
broadcasts of City Council meetings.
• Increase the connection rate of our remote site computer users enabling more
efficient use of the computers in remote locations.
• Elimination of CENTREX circuits - leased lines currently providing phone service in
remote facilities.
• Provide a conduit for remote camera monitoring.
• Enable in-house video conferencing.
• Provide Quality of Service for prioritized network packet delivery.
Provide network based storage for expanding data needs
• Video surveillance.
• Police car video.
• Sewer truck video.
• GIS maps and data.
• Document management.
• Databases and email.
Set up software distribution services
• Operating systems.
• Productivity applications.
• Business applications.
Financial system replacement project
• Select Project manager.
• Define system scope.
• Develop selection process.
• Evaluate bidders.
• Plan implementation strategy, both technical and process changes.
• Manage rollout.
GIS services
• Central source for city's geographic data.
• Provide uniform and quality maps and data.
• Integration with other business systems.
Questions?
Steven A Butler
IT Supervisor
ITEM NO. 7a
MEETING DATE: October 3. 2007
AGENDA SUMMARY REPORT
SUBJECT: REJECTION OF CLAIMS FOR DAMAGES RECEIVED FROM BONNIE BLACK
AND MIKE CRIDER AND REFERRAL TO JOINT POWERS AUTHORITY,
REDWOOD EMPIRE MUNICIPAL INSURANCE FUND
A claim from Bonnie Black was received by the City of Ukiah on September 4, 2007 alleging
damages to her vehicle and back pain related to a collision with a City Police vehicle on
August 20, 2007.
In addition, a claim from Mike Crider was received on September 21, 2007 alleging damages
to his television receiver related to a power outage/surge which occurred on September 1,
2007.
Pursuant to City policy, it is recommended the City Council reject these claims as stated and
refer them to the Redwood Empire Municipal Insurance Fund (REMIF).
RECOMMENDED ACTION: Reject claims for damages received from Bonnie Black and
Mike Crider and refer them to the Joint Powers Authority, Redwood Empire Municipal
Insurance Fund.
ALTERNATIVE COUNCIL POLICY OPTIONS: Alternative action not advised by the City's Risk
Manager.
Citizen Advised: Yes
Requested by: Claimants
Prepared by: Sue Goodrick, Risk Manager/Budget Officer
Coordinated with: Candace Horsley, City Manager
Attachments: 1. Claim of Bonnie Black, pages 1-3.
2. Claim of Mike Crider, pages 1-3.
APPROVED:
Candace Horsley, City M nager
Y SAH
e
File with.
City Clerk CLAIM FOR MONEY OR
City of Ukiah DAMAGES AGAINST THE
300 Seminary Avenue CITY OF UKIAH
Ukiah, CA 95482
A claim must be presented, as prescribed by the Government Code of the State of t
acting on his/her behalf and shall show the following:
AV,, u! , T,i)n t
,RESFRVE FOR FILING STAMP
CLAIM NO
I.!II
J7 i
If additional space is needed to provide your information, please attach sheets, identifying the paragraph{s}
being answered.
1. Name and Post Office address of the Claimant:
Name of Claimant 1-t����E
Post Office Address: -7!;-e,-
2.
Se,-
2. Post Office address to which the person presenting the claim desires notices to be sent:
Name of Addressee: �)011/1 I � PUtis Telephone;
Post Office Address: % q 6 S,n..jA ;ar, �, �)f , -V /-f
9
4.
5.
The date, place and other circumstances of the occurrence or transaction which gave rise to the claim asserted.
Date of Occurrence: ?6A 0 Time of Occurrence:
Location: e r i,15 S- d u 9. fi A" c. 9
Circumstances giving rise to this cl im: n t ��� �,t �,� /� ` i_ i ll /i
"et) S
Car:
General description of the indebtedness, obligation, injury, damage or loss incurred so far as It may be known at
the pttime of the presentation of the claim, ` 1
l7�lll it �5 (FG t t^tn t ( f O E /1�C'/� GiliG� cj�E r5 E P( IdtICo ti�f
The name or namesthe public employee or employees Causing the Injury, damage, or loss, if known.
7oS�, Ca�li��
Page 1 of 3
ax 61.27 ,y: :3/9
I;.. ff amount claimed totals less than $10,000: The amount claimed if it totals less than ten thousand dollars:
i$1C,000) as of the date of presentation of the claim. including the estimated amount of any prospective injury,
damage, or loss, insofar as it may be known at the tune of the presentation of the claim, together with the basis of
computation of the amount claimed.
Amount Claimed and basis for computation: j,(i'if;,v
If amount claimed exceeds $10,000: If the amount claimed exceeds ten thousand dollars ($10,000), no dollar
amount shall be included in the claim, However, it shall indicate whether the claim would be a limited civil case.
A limited civil case is one where the recovery sought, exclusive of attorney fees,interest and court costs does not
exceed $25,000. An unlimited civil case is one in which the recovery sought is more than $25,000, (See CCP §
136 )
Limited Civil Case
F] Unlimited Civil Case
You are requirsd to provide the information requested above, plus your signature on page 3 of this form,
in order to comply with Government Code §910, In addition, In order to conduct a timely Investigation and
possible resolution of your claim, the city requests that you answer the following questions.
7, Claimant s) oat (s) of Birth:
f 'i
8. Name, address and telephone number of any witnesses to the occurrence or transaction which gave rise to the
claim as erted:
nn e
8. If the claim involves medical treatment for a claimed Injury, please provide the name, address and telephone
number of Iny doctors or hospitals providing treatment:
G11� �6�a�wY1
If applicable, please attach any medical bills or reports or similar documents supporting ,your claim.
10, If the claim relates to an automobile accident: % 1\
Claimants) Auto Ins. Co.: C.5/4 /- Telephonel � � J wo
Address: i- .Rsc>,N ��, k3 A4,4 darn # 07- A8 3.2E^lam
SLv s t. +N / / ell Tf5 5-0,ido Insurance Policy No.: A jy` 3A (6 �
Insurance Broker/Agent: L h rjow ✓t Telephone: rnri "t Jw/1
Address: I: )l k 1)01",1
Claimant's Veh. Lic. No.: -T8 Al -A Vehicle Make/Year:
Claimant's Drivers Lic. No.: Pi:74 I I Ltz? Expiration! un n%,A n
any repair bills, estimates or
Page 2 of 3
W20
Sax .cent_ }, i -/rn7S636Zae C.' T'i 9" ' �)C iA'-I �R–ZJ–v7 149 : f+_le py : 4/4
READ CAREFULLY
For all accident claims, Place on following diagram name of IAyuncy Vehicle; location of iAgency vehicle at time of accident
streets, including North. East, South, and West; indicate Pace C by "A-1" and location of yourself or your vehicle at the time of the
accident by 'X" and by showing house numbers or dlstsnces M iieciderd by *B-1" end the point o1 impact by "k:.'
street cornars. If /Agency VehiGe was Involved, designate b/
letter "A" vocation of /Agency Vehicle when you first saw It, and by NOTE: If diagrams below do not fit the situation, attach hereto a
'B" location of yourself or your vehicle when you first saw proper diagram signed by claimant.
Z" \
v
SIDEWALK
CURB— til ( C
PARKWAY
SIDEWALK
7
CURB
Warning: Presentation of a false claim with the intent to defraud is a felony (Penal Code §72). Pursuant to CCP
§1038, the /Agency may seek to recover all costs of defense in the event an action is filed which is later
determined not to have been brought i faith and with reasonable cause.
Signature: ;;/ _ - -� Date:
n
�uymono� ,�,; eYJ
Cfalrrl5 k`e�'�SFt�I�'a�i✓C�
Page 3 of 3
Revised 1214009
Cc:. RFA (F -
File With:
City Clerk CLAIM FOR MONEY OR
City of Ukiah DAMAGES AGAINST THE
300 Seminary Avenue CITY OF UKIAH
Ukiah, CA 95482
Aft.,J-irnpnt #
RESERVE FOR FILING STAMP
SEP 2I 2007 Jill
b
ge
Cl:�I/ of JklCah
A claim must be presented, as prescribed by the Government Code of the State of California, by the claimant or a person
acting on his/her behalf and shall show the following:
If additional space is needed to provide your Information, please attach sheets, Identifying the paragraph(s)
being answered.
1. Name and Post Office address of the Claimant:
Name of Claimant:
Post Office Address:
2. Post Office address to which the person presenting the claim desires notices to be sent:
3.
4.
5.
Name of Addressee:
Post Office Address:
C
(J..1cr r,_k CAA . 9s Aga
Telephone: —/,D-7-
";
yp'7_
The date, place and other circumstances of the occurrence or transaction which gave rise to the claim asserted.
Date of Occurrence:
Location: ,- g C -
Circumstances aivin
rise to this claim:
i\\)D�Ce50"�(L ,(-
Genera description of the indebtedness,
Time of Occurrence:
, damage or loss incurred so far as it may be known at
The name or names of the public employee or employees causing the injury, damage, or loss, if known.
Page 1 of 3
Revised 1212006
6. If amount claimed totals less than $10,000: The amount claimed if it totals less than ten thousand dollars
($10,000) as of the date of presentation of the claim, including the estimated amount of any prospective injury,
damage, or loss, insofar as it may be known at the time of the presentation of the claim, together with the basis of
computation of the amount claimed.
Amount Claimed and basis for computation:
If amount claimed exceeds $10,000: If the amount claimed exceeds ten thousand dollars ($10,000), no dollar
amount shall be included in the claim. However, it shall indicate whether the claim would be a limited civil case.
A limited civil case is one where the recovery sought, exclusive of attorney fees, interest and court costs does not
exceed $25,000. An unlimited civil case is one in which the recovery sought is more than $25,000. (See CCP §
86.)
E] Limited Civil Case L7 Unlimited Civil Case
You are required to provide the information requested above, plus your signature on page 3 of this form,
in order to comply with Government Code §910, in addition, In order to conduct a timely investigation and
possible resolution of your claim, the city requests that you answbr the following questions.
7. Claimant(s) Date(s) of Birth:
8. Name, address and telephone number of any witnesses to the occurrence or transaction which gave rise to the
claim asserted:
d. If the claim involves medical treatment for a claimed injury, please provide the name, address and telephone
number of any doctors or hospitals providing treatment:
If applicable, please attach any medical bids or reports or similar documents supporting your claim.
). If the claim relates to an automobile accident:
Claimant(s) Auto Ins. Co.:
Insurance Policv No.:
Insurance Broker/Agent: Telephone:
Address:
Claimant's Veh. Lic. No.: Vehicle Make/Year:
Claimant's Drivers Lic. No.: Exoiration:
any repair bills, estimates or similar documents supporting your
Page 2 of 3
Revised 1212006
READ CAREFULLY
For all accident claims, place on following diagram name of /Agency Vehicle; location of /Agency vehicle at time of accident
streets, including North, East, South, and West; indicate place of by "A-1" and location of yourself or your vehicle at the time of the
accident by "X" and by showing house numbers or distances to accident by "B-1" and the point of impact by "X."
street comers. If /Agency Vehicle was involved, designate by
letter "A" location of /Agency Vehicle when you first saw it, and by NOTE: If diagrams below do not fit the situation, attach hereto a
"B" location of yourself or your vehicle when you first saw proper diagram signed by claimant.
SIDEWALK
CURB
CURB ---I
PARKWAY
SIDEWALK
77'/F��
Warning: Presentation of a false claim with the intent to defraud is a felony (Penal Code §72). Pursuant to CCP
§1038, the /Agency may seek to recover all costs of defense in the event an action is filed which is later
determined not to have been brought in good faith and with reasonable cause.
.A
Signature:
Date: 'j-1-�)-07
Page 3 of 3
Revised 1212006
ITEM NO: 7b
MEETING DATE: October 3. 2007
AGENDA SUMMARY REPORT
SUBJECT: REPORT OF $9,057.50 INVOICE PAID TO SOURCE CALIFORNIA
ENERGY SERVICES, INC. FOR NON -WARRANTY SERVICE CALLS TO
LAKE MENDOCINO HYDROELECTRIC POWER PLANT
BACKGROUND: On March 21, 2007 the City Council authorized the City Manager to sign a one
year Operation and Maintenance (O&M) Contract with Source California Energy Services, Inc.
(SCES) for the Lake Mendocino Hydroelectric Power Plant. On July 17, 2007 SCES informed staff
they were no longer able to enter into the O&M Contract, but would honor all warranty related work
for the plant as well as respond to non -warranty service calls until the City acquired alternate
resources for call -outs. The City agreed to pay SCES on an as required call -out basis in order to
keep the plant running until a permanent arrangement was made to operate and maintain the plant.
From May 28, 2007 through August 8, 2007 SCES performed both warranty and non -warranty
services for the plant as shown on Attachment 1. The invoice for these services totaled $9,057.50.
The City has now hired a part time O&M technician to respond to call -outs as well as perform
routine maintenance required by the plant, and will no longer be needing SCES for these services.
RECOMMENDED ACTION: Receive report of $9,057.50 invoice paid to Source California
Energy Services for non -warranty service calls to Lake Mendocino Hydroelectric Power
Plant.
ALTERNATIVE COUNCIL OPTIONS: None
FUNDING:
Amount Budgeted
$50,000
Account Number
800.5536.302.000
Additional Funds Requested
None
Citizens Advised: NA
Requested by: Murray Grande, NCPA Geothermal Project Manager; Liz Kirkley,
Electrical Distribution Engineer
Prepared by: Murray Grande NCPA Geothermal Project Manager; Liz Kirkley,
Electrical Distribution Engineer
Coordinated with: Candace Horsley, City Manager
Attachments: 1. SCES Non -warranty Call Out Services
Approved: `_
Candace Horsley, City Ma ager
Sep 11 07 01:57p Source California 8055959121 p.3
Source California Energy Services, Inc
aTTAC1,,f ENT i
P.O. Box 3151
San Luis Obispo, Ca 93403
Non Warranty Callouts:
Services performed by R Greco
05/28/07: (2) hours
Investigated trips.
05/29/07: (2) hours
Investigated trips.
05130/07: (3) hours
Investigated trips.
0611/07: (2) hours
Investigated trips.
06177: (2) hours
Investigated trips.
06/08/07: (2) hours
Investigated trips. Conclusion that trips were caused by the seal water backnush system
not cleaning the filter screen properly, then dumping water into Unit 2's drain pit until the
power house level switch operated. The sump drain being partially blocked exasperated
the problem.
06126107: (4) hours
Investigated transfer trip outage. Concluded cause was due to Ukiah switching at Gobi -
Substation.
07/05/07: (3) hours
Investigated negative sequence trips.
07/06107: (7) hours
Investigated negative sequence trips that were caused by excessive load imbalance and
3006 relay being set too sensitive.
07/09107: (3) hours
Investigated river flow problems. Possible cause was watt transducer.
07110/07. (4) hours
Investigated river flow problems. Ruled out watt transducer as the cause. Swapped out
Unit 1 and 2's transuoers which eliminated them as a cause.
07/18107: (2) hours
Call out to switch back to Roseville control.
08/06107: (8) hours
Investigated river Haw problems.
08/07107: (7.5) hours
Investigated river flow problems. Began retune river flaw characterization.
Office: 805-595-9900 Fax: 805595-9121
Sep 11 07 01:58p Source California 8055959121 p.4
Source California Energy Services, Inc
P.O. Box 3151
San Luis Obispo, Ca 93403
08108107: (5) hours
Troubleshooting and correction of river flow automation problem.
Services performer! by A Dlrks
08107107: (5) hours
Investigated river flow problems. Began retune river flow characterization.
08108107:(10) hours
Investigated river flow problems. Began retune river flow characterization.
Office: 805-595-9900 Fax: 805595-9121
Sep 11 07 01:58p Source California 8055959121 p•5
Source California Energy Services, Inc
P.O. Box 3151
San Luis Obispo, Ca 93403
Warranty Callouts:
Services performed by P. Dirks
08108107: (10) hours
Made engineer's console functional.
08/07/07: (5) hours
Competed work to make engineer's console functional.
Office: 805-595-9900 Fax: 805-595-9121
ITEM NO: 7c
MEETING DATE: October 3. 2007
AGENDA SUMMARY REPORT
SUBJECT: AWARD PURCHASE OF APPROXIMATELY 60,000 POUNDS OF LIQUID
POLYMER ALKYAMINE FOR USE IN THE WASTEWATER TREATMENT PLANT'S
ADVANCED WATER TREATMENT SYSTEM FOR A ONE YEAR PERIOD TO POLYDYNE
AT THE UNIT PRICE OF $0.69 PER POUND FOR AN APPROXIMATE TOTAL AMOUNT
OF $41,000.00 PLUS TAX.
Submitted for the City Council's consideration and action is Staffs recommendation that the purchase
of approximately 60,000 pounds liquid polymer alkyamine for use in the wastewater treatment plant's
advanced water treatment system for a one year period be awarded to Polydyne in the amount of
$0.69 per pound, for an approximate total of $41,000.00.
Bids for the subject product were received from a total of 4 companies. Polydyne was the low bidder.
Please refer to the bid summary table below for a complete listing of the bid amounts.
Company
1) POLYDYNE
Unit Price
$0.69 per lb.
(Shipping included.)
2) CIBA SPECIALTY CHEMICALS $0.70 per Ib.
Shipping: $0.18 per Ib.
Total:
3) ASHLAND INC. $0.74 per Ib.
(Shipping included.)
4) STERLING WATER TECH., LLC $0.85 per Ib.
(Shipping included.)
EXTENDED
$41,000.00 plus tax
$42,000.00 plus tax
$10.800.00
$52,800.00 plus tax
$44,400.00 plus tax
$51,000.00 plus tax
Sufficient funds are available for this purchase and have been included in the Fiscal Year 2007-08 budget within
account number 612.3580.520.000.
RECOMMENDED ACTION: Award purchase of 60,000 pounds liquid polymer alkyamine for use
in the wastewater treatment plant's advanced water treatment system for a one year period to
Polydyne in the amount of $0.69 per pound, for an approximate total of $41,000.00 plus tax.
ALTERNATIVE COUNCIL OPTIONS: Reject all bids and provide direction to
FUNDING:
Amount Budgeted Account Number Additional Funds Requested
$150.000 612.3580.520.000 N/A
Citizens Advised: N/A
Requested by: Candace Horsley, City Manager
Prepared by: Jesse Pagliaro, Wastewater Treatment Plant Supervisor
Coordinated with: Mary Horger, Purchasing Supervisor
Attachments: N/A
Approved:
Candace Horsley, City Ma pager
ITEM NO. 7d
DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: REPORT TO THE CITY COUNCIL REGARDING THE PURCHASE OF
SERVICES FOR THE PRINTING OF THE 2007 FALL RECREATION
GUIDE IN THE AMOUNT OF $5,434.46.
SUMMARY: Pursuant to the requirements of Section 1522 of the Municipal Code, staff is
filing with the City Council this report regarding the payment for the print production of the
2007 City of Ukiah Fall Recreation Guide in the amount of $5,434.46 to Wesco Graphics.
This expenditure is offset by the revenue from ad sales and recreation classes. The
purchase was budgeted and charged to the 100.6120.690.001 account (Cost of
Brochures).
Bid Results
Option 1
Option 2
Option 1
Option 2
Fricke -Parks Press
$5,570 44pgs
$5,943 44pgs
$5,920 56pgs
$6,293 56pgs
Powerhouse Multimedia
$7,675 40-50pgs
$7,675 40-50pgs
$7,975 40-50pgs
$7,975 40-50pgs
WESCO Graphics
$5,257 48pgs
$5,627 48pgs
$5,589 56pgs
$5,980 56pgs
The Fall Recreation Guide was a 44 page production including 8 pages of color on the
interior and a full color 4 page cover. Price variations can be attributed to a number of items
such as weight of the paper, number of pages, ink color and graphic set-up.
RECOMMENDED ACTION:
1. Receive report regarding the purchase of services from Wesco Graphics for the print
production of the 2007 City of Ukiah Fall Recreation Guide in the amount of
$5,434.46.
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. N/A
FUNDING:
Amount Budgeted Account Number Additional Funds Requested
$5,434.46 100.6120.690.001 N/A
Citizen Advised: N/A
Requested by: N/A
Prepared by: Katie Merz, Community Services Supervisor
Coordinated with: Candace Horsley, City Manager, Sage Sangiacomo, Community
Services Director, and Mary Horger, Purchasing Supervisor
Attachments: N/A
APPROVED.
Candace Horsley, City anager
ITEM NO. 7e
DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: ADOPTION OF RESOLUTION APPROVING AN APPLICATION FOR
PROPOSITION 50 CALIFORNIA RIVER PARKWAYS COMPETITIVE
GRANT PROGRAM FOR RIVERSIDE PARK DEVELOPMENT
Summary
The passage of the "Water Security, Clean Drinking Water, Coastal and Beach Protection
Act of 2002" (Proposition 50) provided funds for the acquisition, restoration, protection, and
development of areas along rivers, streams, and creeks. City staff has identified this grant
program as a possible source of funding for the development of the Riverside Park Project.
The City had previously submitted an application during the last round of funding, but was
not successful. However, Staff believes with a few modifications that the application is of
sufficient quality to resubmit during this round and would request that Council approve the
attached procedural resolution.
Continued on Page #2
RECOMMENDED ACTION: Adopt the resolution authorizing the application to the
Proposition 50 California River Parkways Program for the Riverside Park Development
Project.
ALTERNATIVE COUNCIL POLICY OPTIONS: Determine the application to the
Proposition 50 California River Parkways Program is inappropriate at this time and do not
move to adopt the resolution.
Citizen Advised: N/A
Requested by: N/A
Prepared by: Sage Sangiacomo, Community Services Director
Coordinated with: Candace Horsley, City Manager
Attachments: 1. Site Plan and Project Goals
2. Resolution Approving Application for Grant Funds
APPROVED:
Candace Horsley, City Ma ger
Background
The Proposition 50 California River Parkways Program managed by the California
Resources Agency is a competitive grant program for river parkways projects. Eligible
projects must provide public access or be a component of a larger parkway plan that
provides public access. In addition, projects must meet two of the following conditions:
• Provide compatible recreational opportunities including trails for strolling, hiking,
bicycling, and equestrian uses along rivers and streams.
• Protect, improve, or restore riverine or riparian habitat, including benefits to
wildlife habitat and water quality.
• Maintain or restore the open -space character of lands along rivers and streams
so that they are compatible with periodic flooding as part of a flood management
plan or project.
• Convert existing developed riverfront land into uses consistent with river
parkways.
Provide facilities to support or interpret river or stream restoration or other
conservation activities.
The plan for Riverside Park clearly meets all five of the previously listed statutory
guidelines. There are no developed public access points to the Russian River in
Mendocino County. When fully developed, a five to ten year process, Riverside Park will
be a popular local and regional recreation destination, serving a population of over 50,000
people. Attachment #1 includes the site plan and identified project goals.
The State Coastal Conservancy has provided considerable financial support for the
project including funding for planning, design and a perimeter security fence. Recently,
the Conservancy has indicated that additional funds may be available for continued
development and has designated the project as the top priority river parkway
development along the Russian River corridor. In addition, the City is evaluating the site
as a likely location for the reclamation of water in the restoration of wetland habitat
planned for the southern portion of the property.
I Ji
Goals
Results
Park Size
42 acres
Riverine Habitat
Approximately 1,900 of river frontage will be stabilized and enhanced
with native plents.
Riparian Habitat
The area between the southem-most fence and agricultural property to
the south extending northward into the park site approximately 450
feet (10 acres) would be devoted to a restoration area that would be
the focus of wetland restoration and wildlife habitat enhancement.
This area would also act as a buffer to the agricultural operations.
Botanical Gardens
Within the perimeter trail, there would be a series of landscaped
environments including a redwood forest, an oak woodland, and a
native plants garden containing primarily annuals, shrubs, and ground
cover indi enous to the area.
Trail System
An approximately 8 -foot wide perimeter trail will connect all use
areas in the park. This trail, which will be constructed of decomposed
granite, will be approximately 4,300 feet in length, and would also be
the subject of a nine station parcourse
Picnic Grounds
Along the perimeter of the trail fronting the Russian River frontage, a
series of picnic areas would be carefully nestled into vegetation along
the top of the bank.
Parking
A total of 158 parking spaces will be constructed.
Ball Fields
The large baseball diamonds would be adjusted and reconfigured to a
true north -south orientation, providing additional room for an T -Ball
Held on the western edge of the parL
Soccer Field
A new 180 -foot by 300 foot soccer field would be developed,
Tot Lot
A single small playground and tot lot would be installed near the
soccer field and passive recreation areas.
BMX
The well -used facility would not change beyond its present
configuration. However, access to the site would be greatly improved
and picnic area adjacent to the facility would be constructed.
Kayak / Canoe Access
Of the three points of access provided down to the water's edge, the
middle access would serve as the primary access point for canoeists
and ka akers who would have immediate access to parking areas.
Fishing / Swimming
In addition to the central access, accessways would also be provided
to the water's edge in the northern portion of the park somewhat south
of the boundary and in the south central portion of the park located a
comfortable distance away from the boundary of the agricultural lands
to the south. These accessways would offer access to the water's edge
and sandy beach areas immediately appurtenant and would appeal to
fishine enthusiasts and swimmers.
Dog Park
Due to increasing demand, a fenced site within the central portion of
the park would be developed for a dog park.
Education
A system of internal footpaths with interpretive displays would
connect all of these areas and provide an opportunity for the public to
learn about the natural habitat and local wildlife. In addition, schools
will have access to the unique riparian and riverine habitat for field
trips and on-site school projects.
Attachment #2
Resolution No:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
APPROVING THE APPLICATION FOR GRANT FUNDS FOR
THE CALIFORNIA RIVER PARKWAYS GRANT PROGRAM UNDER THE WATER SECURITY, CLEAN
DRINKING WATER, COASTAL AND BEACH PROTECTION ACT OF 2002 (Proposition 50)
WHEREAS, the Legislature and Governor of the State of California have provided Funds for the program
shown above; and
WHEREAS, the Resources Agency has been delegated the responsibility for the administration of this grant
program, establishing necessary procedures; and
WHEREAS, said procedures established by the State Resources Agency require a resolution certifying the
approval of application(s) by the Applicants governing board before submission of said application(s) to the
State; and
WHEREAS, the Applicant, if selected, will enter into an agreement with the State of California to carry out the
Project
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ukiah:
1. Approves the filing of an application for the Gobbi Street Riverside Park Development;
2. Certifies that Applicant understands the assurances and certification in the application, and
3. Certifies that Applicant or title holder will have sufficient funds to operate and maintain the Project(s)
consistent with the land tenure requirements; or will secure the resources to do so, and
4. Certifies that it will comply with the provisions of Section 1771.8 of the State Labor Code regarding
payment of prevailing wages on Projects awarded Proposition 50 Funds, and
5. If applicable, certifies that the Project will comply with any laws and regulations including, but not
limited to, legal requirements for building codes, health and safety codes, disabled access laws, and,
that prior to commencement of construction, all applicable permits will have been obtained, and
6. Appoints the City Manager, or designee, as agent to conduct all negotiations, execute and submit all
documents including, but not limited to applications, agreements, payment requests and so on, which
may be necessary for the completion of the aforementioned Project(s).
Approved and adopted the 3rd day of October 2007. I, the undersigned, hereby certify that the foregoing
Resolution Number was duly adopted by the City Council of the City of Ukiah.
Following Roll Call Vote:
AYES:
NOS:
ABSENT:
ABSTAIN:
Mari Rodin, Mayor
ATTEST:
Linda Brown, Deputy City Clerk
J
ITEM NO. 7f
DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: AWARD OF BID TO R -E CORPORATION FOR THE PURCHASE OF
THREE REPLACEMENT HIGH EFFICIENCY HEATING AND AIR
CONDITIONING UNITS FOR THE GRACE HUDSON MUSEUM IN THE
AMOUNT OF $11,478 AND APPROVAL OF BUDGET AMENDMENT TO
FUND PROJECT USING PUBLIC BENEFITS FUND BALANCE (FUND
806).
Recently, the "East Gallery" and "Meeting Room" HVAC units at the Grace Hudson
Museum have experience catastrophic mechanical failure and can not be repaired. In
addition, the "Vault Storage" unit has a Freon leak and an evaluation of the unit by a local
contractor has recommended replacement rather than repair given the age of the unit. In
fact, all three units are in excess of 20 years old and are the last of the inefficient units in
service at the facility. The other units were upgraded to high energy efficient units during
the construction of the Hart Gallery addition.
Continued on Page 2
RECOMMENDED ACTION: Award bid to R -E Corporation for the purchase of three
replacement high efficiency HVAC units for the Grace Hudson Museum in the amount of
$11,478 and approval of budget amendment.
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. Reject the low bid and award to alternate or remand to staff with further direction.
2. Reject budget amendment and identify an alternate source of funding.
FUNDING: Additional
Amount Budgeted From Acct No. To Acct No. Funds Requested
$0 806 Pub Benefits
Fund Balance 100.6150.800.000 $11,478.00
Citizen Advised: N/A
Requested by: N/A
Prepared by: Sage Sangiacomo, Community Services Director
Coordinated with: Candace Horsley, City Manager, Sherrie Smith -Ferri, Museum
Director, and Mary Horger, Purchasing Supervisor
Attachments: 1 - RFB and Bid Summary Sheets
APPROVED:
Candace Horsley, City \anager
The Community Services Department in conjunction with the Purchasing Department
obtained bids for three high efficiency HVAC replacement units. Request for bids were sent
to all companies on the City's qualified bidders list. Two companies responded to the
request for quotations by the September 18th deadline with R-E Corporation being the low
bidder in the amount of $11,478. Ashford Heating and Cooling submitted the second bid in
the amount of $14,549.68.
Given that older units are being replaced with high efficient units, Staff recommends
granting Electric Utility Public Benefit funds for the project as has been past practice forthe
replacement of units at the Ukiah Civic Center. If Council agrees with the recommendation,
a budget amendment authorizing the use of the Public Benefits Fund Balance (Fund 806)
for a transfer in the amount of $11,478 to the 100.6150.800.000 account will need to be
approved along with the award of bid. The RFB and bid summary sheets are attached for
Council's review.
September 4, 2007
TO: Schram Construction, P: 545.3788, F: 545.1640
RE: Heating/Cooling Equipment Replacements at Grace Hudson Museum in Ukiah
Attachment to
You are being requested to bid on the following work at the Grace Hudson Museum. Bids are due no later than 5
p.m. on Tuesday, September 18th, 2007 at the office of the Purchasing Supervisor, Mary Horger, located at 411
West Clay Street, Ukiah, California 95482. Bids will also be accepted by fax, and can be faxed to (707) 463-6234.
Scope of Work
The City of Ukiah is requesting a bid for all labor and materials for the replacement of three (3) heat pump outdoor
units at the Grace Hudson Museum in Ukiah. Your bid shall include all of the following:
2 Each: (One (1) unit for the "East Gallery", and one (1) unit for the "Meeting Room"):
• Heat pump, outdoor unit, 60,000 Btu/hr., American Standard Mod. #2A6C2060A3000A or
equivalent, with 60,000 Btu/hr. (5 tons) of 13 SEER cooling.
• Welding supplies and copper fittings
• Control and line voltage electrical work to accommodate unit replacement
• Disposal of old equipment
• Shop preparation and installation labor on-site
• Equipment start-up and check, making any adjustments to controls, etc.
1 Each: (One (1) unit for the "Vault Storage" areas):
• Heat pump, outdoor unit, 24,000 Btu/hr., American Standard or equivalent, with 24,000 Btu/hr. (2
tons) with 16 SEER cooling rating.
• Welding supplies and copper fittings
• Control and line voltage electrical work to accommodate unit replacement
• Disposal of old equipment
• Shop preparation and installation labor on-site
• Equipment start-up and check, making any adjustments to controls, etc.
On-site Visit
A qualified representative of the Contractor shall conduct a mandatory on-site visit prior to bid submission, to be sure
that there is a complete understanding of the scope of work being requested. Failure to conduct this on-site visit
shall be just cause for the bid to be rejected as non-responsive. Contact Sherrie Smith -Ferri or Marvin Schenck, at
(707) 467-2836 to schedule a visit.
Compliance with Laws and Regulations
All materials, parts and equipment furnished will be in compliance with the laws and regulations of the State of
California and OSHA. The Contractor shall, if requested by the City, supply certification and evidence of such
compliance. The Contractor will fully comply with all local, City, State and Federal laws, regulations and ordinances
governing performance of contractual services required.
License Requirements
Contractor is to possess a current State of California Contractor's license and a City of Ukiah business license.
The Contractor is to possess a valid State of California Class C20 license, and any other specific to the completion of
the job and/or other license(s) required by the State of California or government agencies. Employees actually
performing the tasks may be asked to provide proof of proper certificates of registration for same.
Subcontracting
If subcontractors/jobbers are to be used, Contractor shall provide the City with the names of those companies, as well
as proof of proper licenses, certificates and proof of insurance for work to be performed.
Prevailing Wage Requirements
For work that totals more than $1000, each laborer or mechanic of Contractor or any subcontractor engaged in work
on the project under this contract shall be paid, pursuant to provisions of Section 1770, including amendments thereof,
of the Labor Code of the State of California, the Director of the Department of Industrial Relations, State of
California, has ascertained the general prevailing rate of wages for straight time, overtime Saturdays, Sundays and
Holidays, including employer payment for health and welfare, vacation, pension and similar purposes, copies of the
General Prevailing Wage Determination (applicable to the work), for the locality in which the work is to be done, can
be reviewed at website: www.dir.ca.2ov/dlsr/Dwd/northem.html .
Insurance Requirements
Contractor shall furnish to the City, upon award of contract, certificates of insurance on the City forms covering full
liability under Worker's Compensation laws of the State of California, Comprehensive General Liability and Business
Auto Insurance with policy limits of not less than $1,000,000 naming the City as an additional insured party. (Please
see attached "Insurance Requirements for Contractors".)
Terms
1) Right is reserved to reject any and all bids. 2) Right is reserved to accept separate items unless specifically denied
by bidder. 3) Right is reserved to reject a bid from any bidder who has previously failed to perform adequately for
the City of Ukiah. 4) In CASE OF DEFAULT, the City of Ukiah may procure the items quoted on from other
sources and hold the original bidder liable for any increased costs. 5) The price, terms, delivery point, and delivery
date may individually or collectively be the basis of the awarding of the bid. 6) ALL BIDS MUST BE SIGNED. 7)
In submitting the bid, bidder agrees that the bid shall remain open and may not be revoked or withdrawn for 60 days
from the bid due date. 8) Bidder agrees to perform according to its bid, if the City's acceptance is communicated to
the bidder within the time specified in number 7 above.
Please complete the attached form, and fax back to (707) 463-6234. If you have any questions, please call me at
(707)463-6233.
Sincerely,
Mary Horger
Purchasing Supervisor
City of Ukiah
CITY OF UKIAH
Heating/Cooling Equipment Replacements at Grace Hudson Museum
Bids due no later than 5 p.m., Tuesday, September 18th, 2007
FAX to: CITY OF UKIAH
Attn: Mary Horger
411 West Clay Street
Ukiah, California 95482
Fax: (707) 463-6234
The following are lump sum prices for the heating/cooling equipment replacements at the City of Ukiah's Grace
Hudson Museum as described in the City of Ukiah letter dated September 4, 2007.
Grace Hudson Museum "East Gallery":
Grace Hudson Museum "Meeting Room":
Grace Hudson Museum "Vault Storage":
Contractor agrees to accept all responsibility for loss or damage to any person or entity, and to defend, indemnify,
hold harmless and release the City, its officers, agents and employees, from and against any and all actions, claims,
damages, disabilities, or costs of litigation that may be asserted by any person or entity, arising out of or in connection
with the negligent or willful misconduct in the performance by contractor hereunder, whether or not there is
concurrent, passive, or active negligence on the part of the City, but excluding liability due to the sole active
negligence or willful misconduct of the City. This indemnification obligation is not limited in any way by any
limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under
Worker's Compensation acts, disability benefits acts or other employee's benefits acts. Contractor shall be liable to
the City for any loss or damage to City property arising from or in connection with Contractor performance
hereunder. The undersigned declares they are familiar with the items specified and have carefully read the
requirements as stated in the City of Ukiah letter dated September 4, 2007, checked all of the figures, and accepts full
responsibility for any error or omission.
Submitted by, (check one)
Individual Owner _ Partnership _ Corporation _ Other
Legal Name of Contractor
Address of Contractor:
Contractor Lic. No.:
Phone Number:
By:
(Signature)
Print or Type Name:
Tax ID#:
Fax Number:
(Title)
Check if applicable:
This bid is subject to exception or clarification, a copy of which is attached.
,JW I!/l1N/ 13: 4'J 12j,
Kt LLK1-1JKt1 I -U'+
-4-2W77 17163 FHUM: ttY U LKInH PLRCNa 707-463-6234 I0:95451720
CITY 4F UEIALF
lieating/Cooiing Equipment Replacements at Grace Hudson Museum
Bids due no later than 5 p.m., Tuesday, September 18th, 2007
FAX to: CYrY OF UFJAIi
Aun: Mary Burger
411 Wast Clay Street
Ukiah, Calffomia 95482
Fax. (707)463-6234
The following are lump turn prices for the hoadnglcoolins equipment replacements at [tie
City of Uxlah's Grace Hudson Museum as described in the City of Ukiah letter, deed
September 4, 2007.
Grace Hudson Museum "East Gallery": $ 3,713.00
Grace Hudson Museum "Meeting Room": S 3,713.00
GrdeeHudson Muscum"Vault Storage": S 4,052.00
1'RCt
Y.2
t ,
Contractor asteea to Accept al: respcnslbility for loss or damage to any person or antlty, and to defenl;'- --
indemnify, hold harmless and release We City, its officers, age ars and tenployces, from and Againu any and
211 actions, claims, damages, disabilities, m, costs oflitigation :bot may be aaurned by any person or entity,
arising out of or in correction wit, the negligent or wtllnu ml$CradUCE in the performance by enntl'aatar
hereunder, whmbnr or nue there is concunnn4 passive, or active negligence on are pmt of the Cay. but
excluding liability due to the rale aodve negligence to willful mistx oduct of the City. Tbls indemnification
obligation is not limited In any way by any lirniuclon co the amount nr type of damages or mripansation
payable to or for Crninector or its agents urder Worker's Compensation acts, dlsaWtity, benefits acts ar
other catployee's bereft:$ =is. Contracts, shall be liable to the City for any Ion or damage to CSty
property aisinc from or in conn ahem wiih Contractor perfcrompoe lieseuader. 'fie undersigned declams
they are familiar with the items Wwifwd and liave casfully rood the requirements as $rated in the City of
Ukiah letter dated Sepie:nber 4, 2007, checked Alt of the ngures. and ameptr full raronsibility for say
error or omission.
Submittal by. (check one)
_IndividualOwner —Partnership
t.egal Name of Contractor.
Addrrss of Contractor. _
Contractor Lie. Ko.;
Phone Number: !�7
By:
Print or Type
R -E
%Corporation -_-.Other
Tax
Fu
- Date; Sep: ember 17, 2007
n.
Oorl iLanolL" p
DThix bid is arbject to exception or clarification, 2 copy' of which is attached.
Ashford Heating bt Cooling
966-I. ManAni $1.
Ukiah. Ca. 95482
Citi of Lkialt
300 Seminaiv Ave.
Ukiah. Ca. 95152
Thank you for the opportunity to submit a proposal for the replacement of the hail pump o ldoor
units al (lie Grace Hudson Museum in Ukiah. Included in our pricing arc the following:
For Ilie "Past Galler)' and also the "Mccling Room' cacti area would require one:.
---Haar pump outdoor unit American Standard uud.82A6C2060A3t100A with
60.WW Btulhr.(5 Ions) of 13 SEER cooling. 'These three phase Units come in only
--- one SEER rating
-----Wilding supplies and copper fillings
----Control and line voltage electrical work to accommodate unit repincomcm
—Disposal of old equipment
----Shop preparation and installation Jabot on site
--Equipment start-up and check, making any adjusuncnts to controls etc.
'file complete installed price for each systent would be S4946 26
The' Vault Storage' acts wmdd require one
—Hmi pump outdoor unit American Standard with 24,000 BhOir (210m),cooling
capacity. Thus single plow units conte in difremnl Seer ratings.
All other mmerials provided mid duties perfonued same as above rot the 5 lull syslont
The complete installed priceI!\irwl would be,$3317.94
For -44 -SEER add $741.5'1 For IG SEER a $1339.22
If I eau Ix: of further assistance or if you love any questions or concerns please give ore a call.
1
Sincerely, /J
i'e Z
Ray Ashford
ITEM NO: 7g
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: AWARD OF BID FOR PURCHASE OF ELECTRONIC METERS,
AUTOMATIC METER READING MODULES AND SUPPORT TO GENERAL
PACIFIC, INC. FOR THE ELECTRIC DEPARTMENT'S METER
REPLACEMENT PROGRAM
BACKGROUND: An Electric Facilities Presentation was given at the December 20, 2006 City
Council Meeting. In the 'Operations and Maintenance Considerations' section of the presentation
item 3, 'Meter Testing and Replacement Project', stated:
"The Ukiah Electric metering equipment used to meter residential and commercial meters is
becoming very old and out of date. At this time all meters on the City system are mechanical
meters which become less accurate and fail over time. The older meters do not accurately
measure all the energy consumed by customers and can create a significant revenue loss for the
Electric Department. New electronic meters are much more accurate over their lifetime and also
collect important data about customer energy usage, customer peak demand, outage and abnormal
operations events, and other historical data advantageous to operating the electric system.
The City has budgeted for a pilot program to install electronic meters and incorporate a remote
reading module to allow meters to be read remotely in locations that are difficult for meter reader
access. The City intends to begin implementing the electronic meters this year."
Continued on Pape 2
RECOMMENDED ACTION: Award bid to General Pacific, Inc. for the replacement of the city's
mechanical electric meters including service, training and support for $50,000 for this fiscal year as
well as continuing the city's electric meter replacement program with them beyond this fiscal year.
ALTERNATIVE COUNCIL OPTIONS: Reject bid and direct staff to re -advertise and re -solicit bids.
FUNDING:
Amount Budgeted
$50,000
Account Number
800.3650.690.000
Citizens Advised: NA
Additional Funds Requested
None
Requested by: Liz Kirkley, Electrical Distribution Engineer
Prepared by: Liz Kirkley, Electrical Distribution Engineer; Mary Parker, Purchasing
and Warehouse Assistant, Candace Horsley, City Manager
Coordinated with: Candace Horsley, City Manager
Attachments: 1. Letter from General Pacific, Inc
Approved:
Candace Horsley, City Mana �r
"Recommendation: Since large commercial customers typically have much higher energy use,
the commercial customer meters should be replaced with electronic meters over the next three
years. Residential meters should be replaced on a longer term basis (5 to 7 years) so that all
meters are less than 10 years old. Once the new electric meters are installed, they should be
tested and repaired/replaced on a ten year rolling cycle (10% of meters tested each year). Since
electronic meters require programming and computerized capture of the data, the City should
consider limiting the meter brands Ukiah uses to no more than two vendors to minimize training and
programming complexities, and to use only one or two software programs for all meters. It is
recommended that a competitive bidding process to evaluate vendors based upon meter price,
meter features and capabilities, software provided, and vendor support. The successful vendor
should be used for a long term meter program to minimize parts and software expenses and to
allow staff training on a single product line. Over time, a second vendor may be considered if
needed."
The City currently has 7943 electric meters within the City limits. In accordance with Council
direction staff submitted bids to three vendors for the replacement of the city's mechanical electric
meters including Automatic Meter Reading (AMR) modules for the limited access areas (which is
about 75 meters) and some targeted routes such as trailer parks where the efficiency of remote
reading would be greatly beneficial, as well as service, support and training. This will give staff the
opportunity to access the value and dependability of the AMR's before purchasing additional units.
One of the vendors did not provide service, support or training. In addition, this vendor's AMR
module is not compatible with the city's handheld reader that has been retrofit with AMR capability
for remote reads. The two qualified bid results are outlined in the table below.
Meter Types
General Pacific, Inc.
Wesco
Single Phase: (Qtv 7500)
$29.45
$130.00
kWh without AMR
kWh with AMR
64.45
230.00
Three Phase: (500)
kWh & kW without AMR
$223.50
$282.15
11 with AMR
410.65
382.15
kWh, kW, VARs without AMR
406.44
-------
" with AMR
625.38
------Service/Training/ Support
$900/ ear
included
Staff also contacted other municipal electric utilities contracting with General Pacific, Inc. Each
agency indicated that General Pacific's products were state -of -the art and that the service, training
and support were excellent.
Due to the fact that the meter replacement program will extend beyond this fiscal year a Request
for Bid (RFB) was sent out for quantities that exceed this year's proposed budget of $50,000 in
order to achieve a lower price per meter with a plan to replace all of the mechanical electric meters
over the next five to seven years. The above quote is good through October 2010.
Submitted for the City Council's consideration and action is Staffs recommendation that the
purchase of electric meters be awarded to General Pacific, Inc. for $50,000 for this fiscal year.
Staff will return with each budget cycle to update the Council and to recommend further funding for
meter replacement.
Att,,J iment #
General Pacific, Inc.
O■x-Pne 5600 N.E. 122n' Blvd. Phone: (503) 257-0327
P.O. Box 20578 (800) 547-9744
Portland, OR 97294 Fax: (503)257-0320
Http://www.genpac.com Email: <email address>
9/11/07
City of Ukiah
Attn: Mary Parker
300 Seminary Avenue
Ukiah, CA 95483
Re: Meter Quote Pricing Clarification
This is a clarification on the meter quote which was submitted by General Pacific, Inc. on
7/24/07. The quoted pricing on the single phase and three phase meters is firm from
October 2007 through October 2010. Please feel free contact me (ext.626), Deano (ext.
637) or Tom Phillips (ext. 639) if you need anything further.
Thank you again for the opportunity to quote.
Sincerely,
Debbie Obregon
Inside Sales
ITEM NO: 7h
MEETING DATE: October 3, 3007
AGENDA SUMMARY REPORT
SUBJECT: AWARD OF CONTRACT TO VEIZADES & ASSOCIATES, INC. FOR
ENGINEERING SERVICES AND ASSOCIATED PROGRAMMING FOR A
MODIFICATION TO THE THRUST BEARING OIL COOLER FOR THE
LAKE MENDOCINO HYDROELECTRIC POWER PLANT UNIT 1
Background: During the refurbishment of the Lake Mendocino Hydroelectric Power Plant
earlier this year, it was discovered that the Unit 1 thrust bearing had to be replaced due to
significant damage that had evidently occurred during operation some eight years earlier.
The bearing was replaced as part of the refurbishment project. During start up testing it
was discovered that the thrust bearing was prone to overheating. Temperature gradually
increased to the point that after 10 to 12 hours of operation, the high bearing temperature
alarm activated and a few hours later the unit would trip on high bearing temperature. A
significant amount of effort was expended to try and resolve the temperature problem
operationally. Cooling water flows to the bearing oil reservoir were varied, to no avail, to
try and find the optimum flow rate. Thrust bearing clearances were altered and turbine
pedestal shims were replaced, again to no avail, to try and reduce the loading on the
Continued on oaae 2
RECOMMENDED ACTION: Authorize the City Manager to enter into an agreement for
professional consulting services with Veizades & Associates, Inc. for engineering services
and associated programming for a modification to the trust bearing oil cooler for the Lake
Mendocino Hydroelectric Power Plant Unit 1 for a lump sum amount of $40,000.
ALTERNATIVE COUNCIL OPTIONS: Do not authorize engineering services and
associated programming for a modification to the thrust bearing oil cooler for the Lake
Mendocino Hydroelectric Plant Unit 1, and leave Unit 1 in a standby mode until such
modifications are performed.
FUNDING:
Amount Budgeted Account Number Additional Funds Requested
$137,000 800.5536.250.000
Citizens Advised: N/A
Requested by: Murray Grande, Hydro Consultant with NCPA
Prepared by: Elizabeth Kirkley, Electrical Distribution Engineer
Coordinated with: Candace Horsley, City Manager
Attachments: None
Approved:
Candace Horsley, Cit r Manager
bearing. During this time, old operating records were reviewed, and it was discovered that
the Unit 1 thrust bearing historically had an overheating problem since the original start-up,
and it is likely that high temperature was the cause of the bearing damage that was
discovered during the refurbishment.
The mechanical subcontractor working on the turbine reassembly was, through a
professional contact, able to locate an identical turbine to Unit 1 within the Pacific Gas and
Electric (PG&E) hydroelectric system. It was discovered that the PG&E turbine also had a
thrust bearing temperature issue that was only resolved when a design modification was
made to the thrust bearing oil cooler. An external, larger oil cooler was installed, along with
an oil circulation pump to provide additional cooling to the bearing oil and compensate for
what is believed to be an undersized thrust bearing design. (Unit 2 does not experience the
same problem as the surface area of the Unit 2 thrust bearing is larger and better able to
dissipate heat due to friction. The Unit 2 turbine also runs at a slower speed; 400 rpm
compared to the Unit 1 turbine at 600 rpm.)
Following the completion of the refurbishment project, Unit 1 was operated for approximately
96 hours to prove out all systems. The unit tested fully functional with the exception of the
thrust bearing temperature issue. Since the start-up testing, March 2007, Unit 1 has been
idle awaiting the design change described above.
Current Status: Since the completion of the refurbishment project, Unit 2 has been
operating reliably with an average output of approximately 1.25 to 1.5 megawatts. Water
releases from Lake Mendocino have been such that Unit 2 has been able to utilize 100% of
the water released to generate electricity. Winter is approaching and, given an average
rainfall this winter, it is likely that Unit 1 will need to be operational in order to fully utilize
water released from the reservoir. It is necessary to begin the process of modifying the Unit
1 Oil Cooler now in order for it to be ready for the anticipated winter water releases.
To that end, informal quotes were received from two engineering firms, Veizades &
Associates, Inc. and Source California Energy Services, Inc., to perform the necessary
design work for the modification including; reviewing the preliminary design for functionality;
sizing the external cooler and circulation pump; developing specifications for the needed
equipment; obtaining price quotes from manufacturers; producing construction drawings;
editing and programming the plant programmable logic controller software to include pump
start/stop logic and protective alarms; and supplying system as -built drawings. Veizades &
Associates provided the low bid at a lump sum cost of $40,000 with a 4 to 6 week project
schedule. Following completion of the design and obtaining equipment price quotes, the
lowest responsible equipment quote will be used to procure the equipment and installation
will occur soon thereafter.
Staff recommends authorizing the City Manager to enter into a professional services
agreement with Veizades and Associates, Inc. for engineering services and associated
programming for a modification to the thrust bearing oil cooler for the Lake Mendocino
Hydroelectric Plant Unit 1 in an amount not to exceed $40,000. Although the Fiscal Year
Budget 2007/08 specifically identifies $25,000 for this modification, Staff anticipates sufficient
funding will be available within this account from other items that may not require full funding
as identified in the budget. If not, staff will return to Council with a request for a budget
amendment later in the year as necessary.
ITEM NO: 71
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: AWARD PURCHASE OF SERVICES FOR THE INVESTIGATIVE
EXCAVATION OF THE LEAK OF AND REPAIR TO THE NORTHWEST CORNER OF THE
WASTEWATER TREATMENT PLANT'S NORTH PERCOLATION POND LEVEE TO LEE
HOWARD CONSTRUCTION COMPANY AT A LUMP SUM BASE BID PRICE OF $2,250.00
AND AUTHORIZE THE WORK OF ADDITIVE BID ITEM NO. 1 AT THE HOURLY RATE OF
$450 PER HOUR, ALL WORK TO BE PERFORMED IN ACCORDANCE WITH THE
REQUEST FOR BIDS AND THE PROJECT SCOPE OF WORK. MAXIMUM COST
CEILING FOR THIS EFFORT SHALL BE $25,000.00.
Submitted for the City Council's consideration and action is Staffs recommendation that the purchase of
services for the investigative excavation of and repairs to the leak in the northwest corner of the levee of the
Wastewater Treatment Plant's north percolation pond be awarded to Lee Howard Construction Company at a
lump sum base bid of $2,250.00 and authorize the work of additive bid Item No 1 at the hourly unit rate of $450
per hour. Costs associated with this effort shall not exceed a maximum cost ceiling of $25,000.00.
Bids for the subject repair services were received from a total of 3 companies. Lee Howard Construction was
the apparent low bidder. Please refer to the bid summary table below for a complete listing of the bid amounts.
Company
1) LEE HOWARD CONSTRUCTION
2) GREGG SIMPSON TRUCKING
3) BOUTHILLIER'S CONSTRUCTION
Base Bid Lump Sum Price Hourly Rate
$2,250.00 $450.00
$7,800.00 $772.00
$13,600.00 $375.00
In accordance with the Project Specifications, Notice to Bidders, and the State Public Contract Code, the award,
if made, is to be made on the basis of the lowest base bid without consideration of the price of the additive bid
item. A copy of the scope of work for this project is attached for review purposes. The work of the Base Bid and
Additive Item No. 1 are indicated on the attached Request for Bids.
RECOMMENDED ACTION: Award the purchase of services for the investigative excavation of and
repairs to the leak in the northwest corner of the levee of the wastewater treatment plant's north
percolation pond be awarded to Lee Howard Construction Company at a base bid lump sum price of
$2,250.00 and authorize the Work of Additive Item No 1 at the hourly rate of $450 per hour, all work to be
performed in accordance with the Request for Bids and Project Scope of Work. Costs associated with
this effort shall not exceed a maximum cost ceiling of $25,000.00.
ALTERNATIVE COUNCIL OPTIONS: Reject all bids and provide direction to Staff.
FUNDING:
Amount Budgeted From Acct No. To Acct. No. Additional Funds Requested
$25.000.00 612.3580.250.005 None
Requested by: Jesse Pagliaro, Wastewater Treatment Plant Supervisor
Prepared by: Jesse Pagliaro, Wastewater Treatment Plant Supervisor
Coordinated with: Candace Horsley, City Manager; Mary Horger, Purchasing Supervisor
Attachments: 1 - Request for Bids
Approved:- .
Candace Horsley, City Man ger
ATTACHMENT
September 12, 2007 16 Pages Total
TO:
RE: Excavating Services — Location and Repair of Leak in the Northwest Corner of the
Levee of the North Percolation Pond
The City of Ukiah is soliciting bids for work to be done at its Wastewater Treatment Plant,
located at 300 Plant Road in Ukiah, California. The work entails excavation, backfilling and
compacting soils on the inboard side of the northwest corner of the levee of the North Percolation
Pond at the subject facility. The purpose of the work is to investigate and determine the source of
a leak on the subject levee and make subsequent repairs. The work shall be conducted under the
guidance and supervision of the City's contracted geotechnical engineering consultant and plant
staff.
Bids are due no later than 1:30 p.m. on Monday, September 24th, 2007 at the office of the
Purchasing Supervisor, Mary Horger, located at 411 West Clay Street, Ukiah, California 95482.
Bids will also be accepted by fax, and can be faxed to (707) 463-6234. For questions regarding
the scope of work, please contact Jesse Pagliaro, Wastewater Treatment Plant Supervisor, at (707)
467-2818.
Scone of Work
The contractor shall take the following steps in the effort to investigate and determine the source
of the leak and make subsequent repairs (see attached geotechnical report and sketches for
additional detail):
I. As appropriate, notify Underground Service Alert (1-800-642-2444) prior to commencing
site work.
2. As designated and directed by the City's contracted geotechnical engineering consultant
and plant staff, strip all existing surface vegetation and major root systems from the areas
to be excavated.
3. As designated and directed by the City's contracted geotechnical engineering consultant
and plant staff, prepare a spoil fill area that can receive excavated material so that it can
be spread and dried or moistened as necessary for use as replacement till, without being
contaminated with vegetation, debris, organic material, or permeable material. Excavate
to accommodate design grades.
4. Utilizing an excavator with a smooth, non -toothed bucket, conduct an initial excavation
on the inboard side of the North Percolation Pond levee from Point A (as established and
directed by the City's contracted geotechnical engineering consultant and plant staff).
a. The initial excavation shall extend 15 feet in each direction from Point A (total of
30 feet).
b. The initial excavation shall be four (4) feet in depth and the floor of the
excavated portion of the levee shall be parallel to the top of the slope.
c. The initial excavation along the 30 foot perimeter shall extend a width of five (5)
feel (at the top of the slope) from the inboard side of the levee to the north
(toward the exterior of the levee).
5. The excavation shall proceed farther down the slope to a total depth of eight (8) feet. The
subsequent excavations shall proceed along the same 30 foot perimeter in the following
manner:
a. The second level shall be excavated to a depth of two (2) feet and the floor of the
excavated portion of the levee shall be parallel to the top of the slope.
b. The second excavation along the 30 foot perimeter shall extend a width of 19.5
feet from the inboard side of the levee to the north (toward the exterior of the
levee).
c. The second excavation shall result in a bench structure at the initial level that is
two (2) feet in height at a width of five (5) feet, along the entire extent of the 30
foot perimeter.
d. The third level shall be excavated to a depth of two (2) feet and the Floor of the
excavated portion of the levee shall be parallel to the top of the slope.
e. The third excavation along the 30 foot perimeter shall extend a width of 14.5 feet
from the inboard side of the levee to the north (toward the exterior of the levee).
f. The third excavation shall result in a bench structure at the second level that is
two (2) feet in height at a width of five (5) feel, along the entire extent of the 30
foot perimeter.
6. With the exception of the vertical sides or steps, subgrade surfaces to receive structural
Fill, subsequent to excavation, shall be cut graded to slope no steeper than 10 percent
7. The City's contracted geotechnical engineering consultant will conduct a review of the
subgrade surfaces during the excavation to ensure that the remaining material will
support the low -permeability, compacted, replacement fill. If the geotechnical consultant
determines that the remaining soils are unsuitable, then those soils shall be stripped away
as instructed by the consultant and plant staff.
8. The subgrade soils shall be tested to determine the average degree of compaction.
Scarify and compact (95% minimum ASTM D 1557), or compact to match or exceed the
average degree of compaction of the upper (6) six inches of exposed subgrade soils that
are to receive compacted replacement fill, per the direction of the geotechnical
consultant.
9. The geotechnical consultant will assess the condition of the material that has been
removed and determine if any additional or supplemental material is to be incorporated
into the fill. If the geotechnical consultant determines that additional or supplemental fill
material is needed (materials composed of low -permeability soils that are similar in
constiuency and plasticity to the existing soils comprising the levee and equal or less in
permeability; native soils composed of a minimum of 40% clay/silt and passing a #200
US Sieve size are acceptable), obtain the subject materials as directed by the geotechnical
consultant. Per the direction of the geotechnical consultant, utilize the excavated and/or
additional and/or supplemental materials to backfill and compact the excavated area.
10. As directed by the geotechnical consultant, low -permeability, structural replacement fill
shall be placed to design grades and compacted to a minimum of 95% of the maximum
relative dry density, as determined by the current ASTM D 1557 test method, or, to a
minimum of the average existing degree of the embankment compaction.
Mandatory On-Site Pre-Bid Conference
A qualified representative of the Contractor must attend a pre-bid conference, to be sure that there
is a complete understanding of the scope of work being requested. failure to attend this on-site
visit shall be just cause for the bid to he rejected as non-responsive.
Pre-bid Conference Date, Time and Location:
Tuesday, September 181h 2007
9 a.m.
Wastewater Treatment Plant
300 Plant Road, Ukiah
Compliance with Laws and Regulations
All materials, parts and equipment furnished will be in compliance with the laws and regulations
of the State of Califomia and OSHA. The Contractor shall, if requested by the City, supply
certification and evidence of such compliance. The Contractor will fully comply with all local,
City, State and Federal laws, regulations and ordinances governing performance of contractual
services required.
License Requirements
Contractor is to possess a current State of California Contractor's license and a City of Ukiah
business license. The Contractor is to possess a valid State of California Class A license, and
any other licenses specific to the completion of the job and/or other license(s) required by the
State of California or government agencies. Employees actually performing the tasks may be
asked to provide proof of proper certificates of registration for same.
Subcontracting
If subcontractors/jobbers are to be used, Contractor shall provide the City with the names of those
companies, as well as proof of proper licenses, certificates and proof of insurance for work to be
performed.
Prevailing Wage Requirements
For work that totals more than $1000, each laborer or mechanic of Contractor or any
subcontractor engaged in work on the project under this contract shall be paid, pursuant to
provisions of Section 1770, including amendments thereof, of the Labor Code of the State of
California, the Director of the Department of Industrial Relations, State of California, has
ascertained the general prevailing rate of wages for straight time, overtime Saturdays, Sundays
and Holidays, including employer payment for health and welfare, vacation, pension and similar
purposes, copies of the General Prevailing Wage Determination (applicable to the work), for the
locality in which the work is to be done, can be reviewed at website:
www.dir.ca.eov/disr/r)wd/northern.litnil .
Bonds
No bonds are required for this work, which includes bid, performance and payment bonds.
Insurance Requirements
Contractor shall furnish to the City, upon award of contract, certificates of insurance on the City
forms covering full liability under Worker's Compensation laws of the State of California,
Comprehensive General Liability and Business Auto Insurance with policy limits of not less than
$1,000,000 naming the City as an additional insured party. (Please see attached "Insurance
Requirements for Contractors".)
Terms
1) Right is reserved to reject any and all bids. 2) Right is reserved to accept separate items
unless specifically denied by bidder. 3) Right is reserved to reject a bid from any bidder who has
previously failed to perform adequately for the City of Ukiah. 4) In CASE OF DEFAULT, the
City of Ukiah may procure the items quoted on from other sources and hold the original bidder
liable for any increased costs. 5) The price, terms, delivery point, and delivery date may
individually or collectively be the basis of the awarding or the bid. 6) ALL BIDS MUST BE
SIGNED. 7) In submitting the bid, bidder agrees that the bid shall remain open and may not be
revoked or withdrawn for 60 days from the bid due date. 8) Bidder agrees to perform according
to its bid, if the City's acceptance is communicated to the bidder within the time specified in
number 7 above.
Please complete the attached form, and fax back to (707) 463-6234. If you have any
questions, please call me at (707) 463-6233.
Sincerely,
Mary Horger
Purchasing Supervisor
City of Ukiah
CITY OF UKIAH
Excavating Services — Location and Repair of Leak
in the Northwest Corner of the Levee of the North Percolation Pond
BIDS DUE by 1:30 P.M., MONDAY, SEPTEMBER 24T", 2007
FAX to: CITY OF UKIAH
Attn: Mary Horger
Fax: (707) 463-6234
BID SCHEDULE
_1. BASE BID PRICE, for Items 1 thru 6 of
Scope of Work as described in the City of
Ukiah letter dated September 12'2007 ' 2007,
and shown on drawings, to be one lump
LUMP SUM
sum, and to include all labor, fees,
equipment and materials necessary to
perform the work.
2. ADDITIVE ITEM, provide a total hourly
cost to include all labor, equipment, and
$
TOTAL HOURLY COST
materials to complete Items 7 thru 10.
The lowest bid shall be the lowest bid price on the base bid without consideration of the price on the
additive bid item.
Contractor agrees to accept all responsibility for loss or damage to any person or entity, and to defend,
indemnify, hold harmless and release the City, its officers, agents and employees, from and against any and
all actions, claims, damages, disabilities, or costs of litigation that may be asserted by any person or entity,
arising out of or in connection with the negligent or willful misconduct in the performance by contractor
hereunder, whether or not there is concurrent, passive, or active negligence on the part of the City, but
excluding liability due to the sole active negligence or willful misconduct of the City. This indemnification
obligation is not limited in any way by any limitation on the amount or type of damages or compensation
payable to or for Contractor or its agents under Worker's Compensation acts, disability benefits acts or
other employee's benefits acts. Contractor shall be liable to the City for any loss or damage to City
property arising from or in connection with Contractor performance hereunder. The undersigned declares
they are familiar with the items specified and have carefully read the requirements as stated in the City of
Ukiah letter dated September 12, 2007, checked all of the figures, and accepts full responsibility for any
error or omission.
Submitted by, (check one)
—Individual Owner _
Legal Name of Contractor
Address of Contractor:
Contractor Lie. No.:
Phone Number:
By:
(Signature)
Print or Type Name:
Check if applicable:
Partnership
Corporation _ Other
—Tax ID#:
Fax Number:
Date:
(Title)
❑This bid is subject to exception or clarification, a copy of which is attached.
CITY OF UKIAH
INSURANCE REQUIREMENTS FOR CONTRACTORS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may
arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.
I. Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 (Ed. 1187) covering Automobile Liability, code 1 (any auto).
C. Worker's Compensation insurance as required by the Slate of California and Employer's Liability Insurance.
it. Minimum Limits of Insurance
Contractor shall maintain limits no less than:
A. General Liability: $1,000,000 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, either the general
aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
C. Worker's Compensation Employers Liability: $1,000,000 per accident for bodily injury or disease.
III. 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 with respect to the City, its officers, officials, employees and volunteers; or the Contractor shall
provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense
expenses.
IV. REQUIRED Insurance Provisions
Proof of general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
A. The City, its officers, officials, employees, and volunteers are to be covered as ADDITIONAL INSURED with respect to liability arising out
of automobiles owned, leased, hired or borrowed by or on behalf of the contractor; and with respect to liability arising out of work or operations
performed by or on behalf of the Contractor including materials, parts or equipment, furnished in connection with such work or operations.
General liability coverage can be provided in the form of an endorsement to the Contractor's insurance, or as a separate owners policy.
B. The workers' compensation policy is to be endorsed with a waiver of subrogation. The insurance company, in its endorsement,
agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of this
policy which arises from the work performed by the named insured for the City. NOTE: You cannot be added as an additional insured on a
workers' comp policy.
C. For any claims related to this project, the Contractors insurance coverage shall be primary insurance with respect to the City, its officers,
officials, employees, and volunteers. Any insurance or sell -insurance maintained by the City, its officers, officials, employees, or volunteers
shall be in excess of the Contractors insurance and shall not contribute with it.
D. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after
thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.
E. Note: (This protects the Contractor) -Coverage shall not extend to any indemnity coverage for the active negligence of the additional
insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of Civil
Code.
V. RATING -Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current 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.
VI. Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements affecting coverage required by this clause. The
endorsements should be on forms provided by the City. If endorsements are on forms other than the City's forms, those endorsements
or policies must conform to City requirements. All certificates and endorsements are to be received and approved by the City before work
commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements
affecting the coverage required by these specifications at any time.
VII. Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
If you have questions regarding our insurance requirements contact: Risk Manager
(707) 463-6287 FAX (707) 463.6204 01107
SUBCONTRACTORS: The bidder must submit a list of subcontractors whom he proposes to employ on the work with proper firm
name and business address of each.
Subcontractors Name Work to be performed
Address
City/State/Zip
Phone Number Fax Number
License Number/Type/Expiration Date
Subcontractors Name
Work to be performed
Address
City/Stataip
Phone Number Fax Number
License Numberfrype/Expiration Date
Subcontractors Name
Work to be performed
Address
City/Stale/Zip
Phone Number Fax Number
License Number/Type/Expiration Date
REQUIRED DATA
WORK PERFORMANCE
HISTORY AND CAPABILITY: Contractors shall provide the name, locations and a narrative statement on the work performed.
WORK PERFORMED
1. COMPANY NAME:
CONTACT:
ADDRESS:
PHONE
2. COMPANY NAME:
CONTACT
ADDRESS
PHONE:
3. COMPANYNAME:
CONTACT:
ADDRESS
PHONE:
4. COMPANY NAME:
CONTACT:
ADDRESS:
PHONE:
5. COMPANY NAME:
CONTACT:
ADDRESS:
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Eureka, CA 95501 -2135 Paz: 707/411-8577
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Reference: 407087
August 16, 2007
Air. Jesse Pagliaro, Supervisor
Ukiah Waste IN'ater Treatment Plant
3110 Plant Road
Ukiah, C:\ 95481
Subject: Geotechnical Recommendations, Small Leak Through Existing Treatment
Pond Levee, Ukiah Wastewater Treatment Plant, Ukiah, California
Dear Mr. Taglianu:
Introduction
Three i,dihration ponds exist to the east of the Uldall IVastewater'Ireatment Plant LUi%NVI'Pl.
small leak has recently been ohscrved near the northecestern corner of the northernmost P011d. I'hc
LIak is at the exterior toe of the lovee and Vas obseraed to bra w1alively small f fou dischar,i in-";
from the levee through a small hole.
The, leak was nouced on fridav, IuIN, 27th, 2007. VVe understand that the pond keel a that time was
inaLlarrtently as much as two feet above the typical maximum operating level. The pond level was
subsequently lowered to the maximum operating level, and the leak slowed. VVI -len the pond was
lowered to about two feet below tine maximum operating level, tine leak flow essentialh' slopped.
1t one point in time, while flowing, the leak was contained by placement of a five gallon bucket to
tat,h the flow, with a pump to amply the bullet hack into the pond, which provides some
perspective on flow rate. Currently, the pond is empty or nearly empty.
Existing Conditions
Y1n.t provided us with nVO plan sheets "City of Ukiah, Pond Improvements at VVastewater
Treatment Plant," Drawing, 85-10, Plan and Structural Details, Sheets I of 2 and 2 of 2. dated aprif
19S5, which an, acsil;n drawings for the IlOrthern pond.
\\ t' understand from conycrsations with you that the bottom elryation of the puna is at 5n7 Mean
Sea level (\•ISI_I, and that the maximum uperati W water lrvel ir; Id -1 inches above that, ur elevation
;; 9 \ Sl_. You explauned that the top of the levee around the pond is about 25 fret minimum above
the maximum operating water level, X%hich would place it at about elevation 5815 or higher. Shccl
of 2 shows the dLSIf'u top -of -levee elevation at 580.
L,heet I of 2 shor.'s existing ground surface' outside the ICVeC, in Lhe It -al, vicinity, at elevation 5715.
,An elevation scaled from Sheet -, of 3 indicates the general ground surface elevation, exterior fit Lhe'
punct, it 3711.7, and Shorws the Pond buflom (b)' scaling) at elevation 567. Scaling from sheet? of 2
also indicates the pond bottom was exca+'ated about 3.7 feet heneath the Original ground surface.
,.. 41?, 071A+7_L11JAtItN tN I r'\ rpf, i.eedoGcottdt rpt-Itr.J,.r
N 1r. Jesse RiFliaro
Geotechnical Reconmiendations, Small Leak Through Existing T eatmenl Pund Levee, Ukiah
Wastewater -Treatment Plant, Ulciah, California
August hl, 200;
Pogo ,
Chis informalian suggests that the pond was excavated to approximately :15 leer below original
;round suriare elevation, and that the levee extends to about 10.3 or more feel above file ori}sinal
rnrund surface.
Sheat 2 of 2 indicates an exterior levee slope of 2:1 (hoAZ0 utal:vencCal distance), and an interior
levee slope of 25:1. it spoors 959 compaction rd the levee and keyway materials, 0.5 feet of ground
stripping under Lilt? IVV(T in };corral, with a i0400t Wide, 2 -toot deep compacted key centered
beiicath the levee. These design drawls};s are not as-builts and may not represent existuig
renditions.
Interpretation of the Leakage Problem
Ill the li-illnwir!}; discussions and recennna:ndntirms, we are .rsswnint; the entire •,istiny; iet1.1r rens
i UIKh'nCted of conpot Led, low -permeability nateriaL if the Icve•r craw rnnstrutled as a w med
embankment, with permeable shell material, and a Icnv permoahilily core, the reronunendations
Contained hcntin should be revised accordingly.
`sheets 1 of 2 and 2 of 2 sprue a (;-inch realer main parallel to the north side, of the pond, outside the
tar of the Iccre, in rlr1se prournity to the leak location. 11 this water pipe was the source of the Irak,
the fl'rw rate should not have responded to pond level variations, unless the pressun, in tic• "awr
main is somelunw influenced by the punct water Iecel, WhiCh is doubtful.
Fenn the inloinntion obtained, the probable scenorin is that the wider entry point or arra is higher
up on the inside of Lhe levee, un ithin about 1 to o feet Irons the top, and that the wafer seeps through
a prel'erentiai flour path to clot at the tne. Rodent burrows within the upper few lett na}- he
L ontributill, It is also c.,nsidered likely that We water entry point or arca is gena,Ry opposite the
exit pointor arca. Although Tess likely, there oro other possibilities. fhe:se int ludo tho intike point
heinp, Inver down the inside of the levee, with the intake train' proportional to hgdruslaLic pw=surc.
Por example, if the kevw'at' heneath the dike was out constructed, water Could he Seel+ing
essentially horizontally through the upper portion of LhV uriy.,ina l }p'ound beneath the Ieace.
.-Another possibility is that the intake point or area docs not lie opposite or nearly opposite the ser,
e�it location; it Could he (AlSeL iak ru(iy by tens of feet.
Investigation Options
llrilling
A drill rig COnlil be used to invtestig,!le subsurface conditions within and below the• 1r,. In q!r
opinion, it is not NkehIhat Subsurbee boring explorations would disclose• the seepage ,math,
althuu};h general l;nnmd conditions would be batter defiru,•d. Dril1Q, is not reconmicnded of this
time.
Smoke Testing
'iou suggesta l smoke hating. M Concur that this approaCh ma)' be useful and recommwnd that,
prior to ant' eai thlrurk un the levee, a smoke test be conducted. I'h,..' gond should ger eheimrd .11 lh
-r 1
...._OpT !U.-P6-rpl�ItcJ,u . r 1
ylI. fcIse Paglialo
Geotechnical Recommendations, Small Leak't'hruugh Lxisting; l'reanncnl Pond t.evee, Ukiah
Wastewater-['Ieatment Plant, Ukiah, California
August 10. 21107
Page l
time of the smoke test. Smoke generating bomb, are commercially available (a rof(?nfllre is
provided helOW) and. an tan or blower is needed to pressurize and blow the snnoke into the seepa„e
exit Point. We recommend smoke bunnbs be obtained, and blower, Ian, nr other wind I.cncrafur be
obtained. A conunon leaf blower nlav work well. Develop a chamher till' the snn4<c hcnnb, IUcatt•d
6ltwcen Ute hind generator and Ila hole Irons which the seepa,"c discharp;ed, and protide a Sealed
pipings syslcm to blow rho smoke from the chamber into the hide. If this is successful, smoke brill he-
ohcel ked eeiting tine levee al' the• watt+r rnll.t` point or entry area.
Exploration by Excavation
It lilt, smoke le�stinc, is not successlul, atlentpl Lo determine the flow path by vwaoahng into thy,
le%t u1 Stapes, .ani esamirtinp; the c\cavation sidewalk after they' havv been Scraped clean. This
could be done Starting at tine seepage e!).it pint, or, startinv, at an assumt•d enn't' are&
for an .Issumed entry area, conduct an initial exe,:aVahon referenced to a Point A. Point A is the
point :long the top of the interior level, slope opposi(e the Secplge e.ul poem. We recoinijIcnd an
initial excavation perimeter that is parallel 67 the top of slope and GVC feet 111 the north of it. It
Should ,`\lend alon;; the levan Int- 15 hoed in each direction from Point A, and then e\tend down tilt-
nlcriol Slope of the lew et, It' an t1walirm 5 feet below the it of the Icw :c. Use an Uvea. ahx urith It
miw,)Ih, non-Lotit bed hucl.et, or it "Fader blade, anit renxn`e all vegeLaiOI1 01111 Ic n'sened; dIS 1111 bed
surlary ,„its 11-0111 the gronnld surface aver this assumed entry' aI'ei1, re> eating .hn undiSturbod,
relalivcly Smooth, exposure of in-plao., embankment materials that can be additionally sa'apod
clean by hand and inspected. The relatively shallow Liver of removed material can be subsequently
r"l,lacael usinc} IMM permeability fill Plured and compacted as recommended belM%. Provided this
Inver is a foot or less in thickness, it can be placed and compacted without first benching; the
sui,g;radc.
livrnalively, an asswned rntry area can Ne investigated h}' making tilt, ezcacation nclicolud hp the
,olid ru:avorion line on attached Fig{ere 1, to at (cast K feel below the top-of-Ievoe eleveuon. File
vaeavetion call ba, made in steges, with soil exPgseal bw each cfage of the ext aviation scraped clean
.Intl uh.erced It evide lice ,If a smepage path, such as Sandy 111 low-Cohesion Silty ser aLl, or ev idirIt. r
nl 11mvs, crack,;. fissuros, or hnleS. If the location 0f the seePag;a path is app.urnt. follow the
remediation recommendations presen(md Aoee.
Seepage Path Location Not Determined
If both smoke tes4111i, and the 11111411 e%yavation do nut disclose elle seepag;c path Lu ali;nl,
r(ti0In I1ne11ila Ij0ns for removing and n,placing; I section I_d the IcvP0 are g:*resented belulw, based 111-1
Ile• assumcel likelihood that the• water entry point ur enh`y arca is 1within h feel of the c isfing; lop-
ol-IQyvt- elevation, and is within a section of levee extend ng 15 fea't Loth +^:aVs along the levee It m1
a point opposite the Teak disdner,re location, lrhit h is a trial approach.
I herr• is a degree of risk that this rt•f)IM Will miss line enh v point or area 1ee`dinl the Seepage.
1:ig}ure 1 Shows 111 t ,Xcavatiean line extending, to the inside toe Ill lh,• lt—we slope
. ._xC, 110 IS- L; It MVV I'I",l'1 i'.I ,1-L.+nrdi r1.t-I r,j,
Mr. Jesse Pagliaw
Gentechnical Recommendations, Small LcakThmugh Existing l'reatmenl Pond Levee, Ukiah
Wastewater Treatment Plant, Ukiah, California
,1ug;ust 16, 3007
Page 5
With the exceptiotl of verlkal sides or steps, subl;rade surfaces Lu receive stru. Lural fill
tihllll til be CUt-gladecl It, Slope all steeper [hall 10 percent.
4. Conduct a geotechnical engineering review of esposcd subgrade surfaces that Will support
thou lour-pernurebility, compacted, replacement fill. The geotechnical enouum kill
reconullend that remaining unsuitable soils, such as pr rmeabW Nmdv m ifs. be aololitin M\
siril?peol.
5. `, arity and compact (95'", minimum ARNi D1557j the upper sis inches of reposed
subgrade suits Char art to roccive compacted replacement till, or test to determine the
existing ayeragV degWO of compaction, aril match it or better.
o. Low-pernu'ability structural fill material should consist of low-pernwabilitq soils similar in
constituencv and plasucih• w the existing soils comprising{ rho leo: vu, end equal or luss in
pernu•ability. Pernlratde ;'.ik (sands' ;_gavels, aril ltm plast ittsoils in g;eno fall should nod
br u;od.
I ow-pernleabiliM structural, wpldcelnrnl fill shnukl be placod Lu dcsig ll +des rind
oonrlpaehd to a minimum of 05% of the nlam u m lelaffve dig donsQ4 as do Iormuwd by rho
current AS] N4 D1557 test method, or, to a minirimm of the avrrag;o: ca:isting degrea• of
e1116anknlent compaction.
Smoke Generators
13v means of a Google -search, the website below was found in a company that sults cmok
bblwrrs and smoke bombs.
Irtlp_.'/I`n•Ir_phimbrr to"k C'mi", lloix. munl�. gla.hhnl
I hunk You for the oppolrtunitr to ho 01 assi9Lanne in flus matter. It votl havo> anv yueslions, dnn'I
ho•silat�• Co call nlr at 707/14414Sd55.
tiincercly.
SIIN Consulting'Engirie 1& Geologists, Inc.
David R\0t Ijl s i, P C •.�
�'o•uh�chniilth'lr1}F7mwr-:;'a:
PR&nlr_d
ur' _In'i;'.-_U. AiaL D:IVrI^.,ran L •cr, C,� �•4•di_rpt hF d- 1.11
Nin Jesse Pagliaro
Geotechnical Recommendations, Small Lealc'11mugh Existing Treatment Pond Levee, Ukiah
Wastewater Reatrnent Plant, Ukiah, California
August 10, 2007
Page: 4
that may increase the likelihood of capturing and repairing the ILA enhy point. Or, the excavation
could also be e.rlended a greater distance along the levee in blah directions to increase chances of
blocking the leak intake li+cation.
Repair Options
II the smoky tosGng is success(Ill, the inlake Point or area will he known. In this. ase, we
nsonunerad the following;. If the seepage path is a well-defined burrow ur hole, wc• recommend
I-,ackfilling it with cement jbenlonite shu'ry or equivalent bill it thorough(}, (hell crap the doernhiA
'Incl Nr ill, sandbags, sorts of cement, or equivalent. Use it standpipe at least three feet high at ill,-
uphill
hruphill end to create an extra that, feel of fluid pressure head. Let the omlentj benkmilc dura +,A
LIP under this pressure head, then remove the standpipe 11 the seepage path is known but less well
definod Igor example, a sandy zone in the embankmrnll excavate in stages, beginning', at the inlako•
point orarea, and scrape the excavation eidewallsdean chola hoes WIM-c well) al each stage. ('his
method should allrnv tracking of the seepage path between the ooh}' and exit points, ti raiog tJn�
5ecpage path is reasonably well defined, Excavate to a minirntun of 2 feet beton the path and 2 to,,i
lah•rallc on either side of ii, bughwing of the entry pain( and continuing thmugli the Ims, at least
to a paint five feet north of thy,'-y(erior lop -of -levee slope. Bench the excavation as outlined in tha
gradiing raunnmendations provided below, and compact low-pe.rmeahilihV structural fill baric to
Teioll rnm:t Lilt levee.
If smoke testing, or the initial, scraped -clean excavations do not disclose the seupag;e path location,
assunuo that the seepage intake lies within an assunned entry area indicated by the solid excacaliom
lino nn Attached Figure 1, and estendil ,g 1= fueL along the levee in either direction f lion point .1 is
olescrihed above. iixcacale as indicated by the solid We on Qum I, and then backfill the
o avation back to original grades with comparted, structural, fon'-permeabilih' till.
b\ e recouunend that one of out r(-prescntati%is observe the smoke testing, observe the. cut slope
and bench faces to determine Ilac seepage path location nr locations, and observe the e•era\ atiom,$)
Inc, and placement A the comparted, gut+' -permeability backfill.
Grading Recommendations
We .eeonunend the following:
I. As approIII late, notify Underground tiervice Alert (l -800 -1,42 -?4.141 prior to rommenr ing!ale
work, and use this loo ;anon service Lou! other methods to avoid injury or rist, [o Iib' fnau
underpound and ,>eenc�enl uLililies, .end to avoid damaging them.
_. Strip all existing, surface vooetalion and major riot s) stems from areas to Io•ze ivated and
prepare a spoil till area (hal can receive the excavated material, so that it can bo' spread and
dried or moishwi-I as neCQSSaI}' for use as replacerne nl till, widnoul being contaminated
with vegetation, debris. organic material, or permeable material ExcavaLe Ln ecconunndale
desigrn grades.
.,. ]al*'., ItCUN- IiaLtt'l\ Il",, pl', i.,•cerGaulcch rpt-IIr.&i A ail
ITEM NO: 10a
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: APPROVE AGREEMENT WITH R.W. BECK FOR GOBBI SUBSTATION
CAPACITY UPGRADE AND HYDRO EXPRESS FEEDER FOR $490,287
AND BUDGET AMENDMENT
On September 19, 2007 R.W. Beck (Beck) presented the Phase I portion of the Study of
Alternatives and Design for Gobbi Substation Upgrade Study. Immediate, short-term and long-
term recommendations were discussed. City Council directed Beck to return with a proposal for
Phase II, Implementation of System Improvement Plan, (attachment 1).
Since the Council originally tentatively approved R.W. Beck's proposal, (attachment 2), the
estimate for Phase II has increased due to the results of the Phase I study results and Council
direction. A detail of the differences are outlined in the letter from Steve Rupp, (attachment 1).
Staff invites the City Council to discuss and have Mr. Rupp answer any questions they may have.
Staff recommends approving Beck's Phase II recommendations for Gobbi Substation Capacity
Upgrade and Hydro Express Feeder in order to expedite the necessary improvements required to
maintain reliable electric service for the City's electric customers.
Staff further recommends approval of a budget amendment using funds from the Electric Fund
Balance (Fund 800/801) and authorizing the City Manager to sign the purchase order for Beck in
the amount of $490,287 for services outlined in Beck's proposal.
RECOMMENDATION: Approve the agreement with R.W. Beck in the amount of $490,287 for
Phase II, Implementation of System Improvements for the City of Ukiah, as outlined in the
attached proposal and budget amendment for same.
ALTERNATIVE COUNCIL OPTIONS: Redirect staff.
FUNDING:
Amount Budgeted
study in progress
- no estimate
From Acct
Number
800/801 Fund Bal
To Acct
Number
800.3642.800.000
Prepared by: Liz Kirkley, Electrical Distribution Engineer
Coordinated with: Candace Horsley, City Manager
Attachments: 1. R.W. Beck Phase II Proposal
2. Dec. 20, 2006 Substation ASR
Approved:
Candace Horsley, City Ma ager
Additional Funds
Requested
$490,287
Attw-1 iment #
September 27, 2007
Elizabeth A. Kirkley
Electrical Distribution Engineer
411 W. Clay Street
Ukiah, CA 95482-5400
Subject: Phase II — Implementation of System Improvements for City of Ukiah
Dear Mrs. Kirkley,
We are pleased to provide to the City of Ukiah the enclosed revised proposal for the Phase II
Implementation of the Gobbi Substation System Improvements. The enclosed proposal reflects a
significant expansion of our originally proposed services based upon the findings and recommendations
of the Phase I Condition Assessment and Evaluation of Alternatives. Our original proposal was derived
without the benefit of knowing the condition of the substation, the alternatives that would be selected by
the City, or the timeframe in which they would be implemented. As a result of the Phase I Condition
Assessment and the City's resulting direction to implement the selected alternative, the scope of our
services required significant expansion from the original scope in the following areas:
Expanded Scope of Services
Not to Exceed
Costs
Design of an express 12 -kV distribution circuit from the hydroelectric facility to the
$120,656
substation to improve the operational capability and reliability of the hydroelectric
facility
Addition of 12 -kV bus -tie circuit breaker, bus expansion, foundations, and associated
$11,272
protection and control systems to improve the operating flexibility and reliability of
the substation
Preparation of a Spill Prevention Control and Countermeasures Plan and design of
$15,232
secondary oil containment for the existing transformers to comply with Federal
Environmental Protection Agency requirements
Design and implementation of an expanded System Control and Data Acquisition
$52,345
System between Gobbi Substation, the hydroelectric facility, the administrative offices
and the operating and to improve operating effectiveness of electric department
Addition of a third 115/12 kV power transformer, and associated switchgear and
$11,782
protection and control systems to provide additional load serving capability and
improve sstem reliability.
Addition of control building and relaying, instead of a relay cabinet replacement of
$15,945
existing relays to replace outdated systems and improve sstem reliability
Addition of a detailed topographical survey of the substation to provide data necessary
$10,000
to determine the feasibility of adding the third transformer and related equipment
Total Increase in Not to Exceed Costs Based on Phase I Condition Assessment
$237,232
R. W. Beck will provide all engineering, project management, procurement support and engineering
during construction needed to implement the recommendations from Phase I while striving to minimize
costs.
400 Professional Park Drive, Goodlensville'1N 37072 Main Phone: (615) 859-3900 Main I avx (5615) 351-660<i
Mrs. Kirkley
September 27, 2007
Page 2
If this proposal meets with your approval, please authorize in the space provided in the proposal and
return one copy to my attention for our records. Additionally, please feel free to call me at
(916) 390-0432 or Project Manager, Anthony Hanson, at (615) 851-5826 with any questions you may
have regarding this revised proposal.
We appreciate the opportunity to provide our services to City of Ukiah.
Sincerely,
R. W. BECK, INC.
Steve Rupp
Vice President / Senior Client Manager
P
P. Anthony Hanson
Project Manager
Attachment: — Scope of Services
A. Description of Work and Project Schedule
Proiect Understanding
The City of Ukiah wishes to proceed with the recommendation of the
Phase I Condition Assessment prepared by R W Beck. The tasks to
complete are as follows:
Immediate
• Split load between two transformers.
• Conduct thermographic survey of substation bus and connectors.
• Prepare spill control plan; move substation fence; obtain spare critical
equipment; and install a fifth 12 -kV feeder breaker.
• Perform preliminary engineering to confirm feasibility of adding
third transformer and switchgear at Gobbi.
• Initiate design of 12 -kV express feeder to hydropower plant.
Short -Term - Summer 2008
• Refurbish existing power transformers.
• Install oil spill containment systems for power transformers.
• Construct express feeder to hydropower plant.
Long -Term - Summer 2009
• Add a third power transformer and metal -clad switchgear at Gobbi
Substation (provided it is demonstrated to be feasible).
• Replace 48-V DC battery system.
• Replace control and protection systems.
• Add SCADA system.
Proiect Aooroach
R. W. Beck's overarching objective is to provide the project
management, engineering, and construction support services that the City
requires to modify the Gobbi Substation. Because the scope of this
project is very complex and the City's utility staff are needed to focus on
day-to-day operational issues, R. W. Beck is prepared to furnish Owner's
Engineer services to provide the project management, engineering, and
construction support expertise needed to construct the project cost- and
time -effectively.
2-1
SCOPE OF SERVICES
PHASE II - IMPLEMENTATION OF
SYSTEM IMPROVEMENTS
SCOPE OF SERVICES
The Scope of Services, Project Schedule, and Project Budget provided below detail R. W. Beck's
approach to completing this project.
Scope of Services
Phase I Condition Assessment and Planning - Completed
Phase II Implementation
Following the selection of a proposed expansion plan, R. W. Beck will work with the City to develop the
budgets and schedules for the associated Owner's Engineer services, including project management,
engineering and design, equipment procurement, contractor selection and construction support, all to
provide a successful project.
Task 1 Project Management
• Provide detailed project management plan, including scope of work, staffing plan, project budget,
schedule, risk assessment and communications plan.
• Conduct weekly project team action -item review meetings by teleconference call.
• Maintain and distribute detailed action -item list.
• Prepare monthly progress reports, including summary of accomplishments, progress to completion of
milestones and deliverables, comparison of current and cumulative actual and budgeted labor and
costs, and evaluation of issues that could negatively impact project completion.
• Prepare and distribute agendas and minutes from all project meetings.
• Coordinate project team, staffing, and subcontractors.
• Provide bi-weekly project updates with the City via teleconference.
Task 2 Substation Engineering and Design
Task 2.1 Preliminary Engineering
• Conduct technical meeting between R. W. Beck's lead design personnel and the City's substation
design staff to:
Introduce lead design staff, including electrical, civil, control, protection and communication
engineers.
Review preliminary plans for the modifications to the substation, including switching
configuration, control, protection and communication systems, equipment layout and
arrangements, etc.; the review will include discussions regarding the long-term plan for the
substation modifications.
• Identify, define, and agree on roles and responsibilities of R. W. Beck and the City.
• Review substation design schedule, including submittal and review process.
Solicit input from the City on design preferences for the substation.
• Collect the following data and information from the City:
Construction and procurement contract general terms and conditions in electronic format
(Microsoft Word).
2-2
SCOPE OF SERVICES
• Available fault current (three-phase, single line to ground, and double line to ground) and design
fault current level.
• Site location topographical drawing, legal drawing, and, if available, basic geotechnical data (see
additional data below).
• Current City standards and specifications for items such as drafting, reports, design, relaying,
control, and material, as applicable.
• List of major equipment that will be provided by the City (if any).
• List of services that will be provided by the City (if any).
• Visit the substation site and take pictures.
• Prepare and distribute minutes from the meeting summarizing decisions made.
• Develop plan to split 12 -kV main bus to allow load splitting.
• Develop Request for Quotation and obtain proposal for the City to obtain a thermographic scan of the
substation.
• Review equipment procurement timelines and prepare construction schedule.
Task 2.2 Geotechnical and Surveying
• Perform substation topographical survey
• Prepare scope of work for geotechnical work and contract with geotechnical sub -consultant.
• Compile and review existing available subsurface and geotechnical information.
• Perform geotechnical field exploration, based on rotary wash drilled borings, at not more than five
locations to be determined; collect representative soil samples for each soil type at each pit or boring;
measure groundwater level.
• Conduct laboratory test of the samples obtained, including moisture content, density, gradation,
corrosivity, consolidation, and shear strength to determine the required engineering and chemical
properties of the soil.
• Evaluate and analyze data.
• Prepare draft and final geotechnical reports that contain the results of the investigations as well as
conclusions and recommendations on the following:
• Foundation types, depth, and allowable soil bearing values, including lateral resistance design
parameters
• Site preparation procedures
• Corrosivity of site soils and its effect on foundation materials
• Soil contamination analysis
• Groundwater sampling
• Lateral earth pressures for underground vaults
• Drainage and dewatering issues
R. W. Beck, Inc. 2-3
SCOPE OF SERVICES
Task 2.3 Basis of Design Memorandum
• Prepare a draft Basis of Design memorandum and associated drawings to establish project basic
design parameters, including:
Electrical apparatus types and ratings
• Personnel safety clearances
• Grounding
• Bus and conductor ratings
Basic insulation levels
• Electrical clearances
• Structure form and aesthetics
Substation aesthetics, fence, and screening walls
Mechanical loading
Seismic considerations
• Protection requirements
Control and metering requirements
Substation automation and integration requirements
Station service AC and DC systems
• Communication requirements
Control building performance requirements (i.e., size, heating, cooling, and plumbing)
Foundation requirements
Oil containment system
• The Basis of Design will also include a preliminary cost estimate and project schedule.
• Submit the conceptual sketches and draft Basis of Design Document to the City for review.
• Conduct technical review meeting with the City to receive the City's comments and input on the
draft Basis of Design Memorandum.
• Prepare and distribute minutes from the review meeting summarizing the decisions made.
• Incorporate the City's comments and input and prepare a final Basis of Design Memorandum.
• Provide data from the preliminary design to assist the City with environmental assessments and
property acquisition, if required.
Task 3 Detailed Design
• Perform design calculations to support design drawing preparation, including:
• Grounding grid calculations of step and touch potentials
• Battery and charger sizing calculations
• Foundation calculations
2A
SCOPE OF SERVICES
• Prepare design drawings to 50% completion level, including the following:
• Cover sheet
• Drawing list
• One -line diagram
• Prepare elementary (schematic) drawings.
• Prepare relay panel front view drawings and detailed bill of material with device description,
manufacturer, and nameplate designation.
• Site plan — ultimate arrangement
• Fence plan
• Electrical plan
• Electrical elevations and sections
• Control Building Layout
• Cable trench plan
Prepare foundation plan for equipment requiring concrete foundations. Conceptual foundation
details will be included based on existing shop drawings. Revised 'For Construction' details will
be provided during construction phase.
• Prepare circuit list for the substation describing the interconnections between equipment, AC and
DC station service connections, and control connections.
• The circuit list will also include wire sizes and number of conductors for each circuit, a
description of the circuits, and the termination points for each circuit.
• Prepare conduit plan illustrating underground conduit runs, conduit size, and circuits within the
conduit runs.
• Prepare oil retention plan associated with the power transformers, including structural design of
containment pit and design of underground piping from the power transformer.
Prepare grounding plan illustrating the ground grid, ground rods, and ground connections to be
installed in the substation, as well as the ground connections to all above -grade equipment,
including surge protection equipment and grounding for all electronics. The grounding plan will
be based on ground grid calculations performed according to IEEE-80Grounding plan and details
DC control and protection schematic diagrams for new equipment
AC and DC station service system schematic and details
• Prepare plan and profile drawings for the 15 W underground exit circuits and duct banks within
the substation fence
• Submit the 50% complete drawings to the City for review.
• Conduct review meeting with the City to receive review comments.
• Prepare and distribute minutes from the 50% review meeting summarizing the decisions made.
• Incorporate the City's review comments and advance the drawings to 100% completion.
R. W. Beck, Inc. 2-5
SCOPE OF SERVICES
• Submit the 100% complete drawings to the City for final review.
• Conduct review meeting with the City to receive review comments.
• Prepare and distribute minutes from the 100% review meeting summarizing the decisions made.
• Incorporate the City's comments and prepare the final drawings, issued for permitting and issued for
bids as the case may be.
• Prepare applicable permitting applications and submit to the City for expediting, excluding a
stormwater pollution prevention plan, which will be a requirement of the construction contractor.
Task 4 Substation Construction Specifications and Bidding Assistance
• Prepare construction specifications covering all required work, such as civil work, foundations,
procurement of miscellaneous equipment and structural steel, steel structure erection, equipment
installation, as well as testing and energization.
• Submit the specifications for the City's review at 90% completion.
• Conduct review meeting with the City to receive review comments.
• Prepare and distribute minutes from the 90% review meeting summarizing the decisions made.
• Incorporate the City's review comments and advance the specifications to 100% completion.
• Submit the 100% complete specifications to the City for final review.
• Conduct review meeting with the City to receive review comments.
• Prepare and distribute minutes from the 100% review meeting summarizing the decisions made.
• Incorporate the City's comments and prepare the final, bid -ready specifications.
• Prepare agenda for and lead the pre-bid meeting.
• Issue addenda as required after the pre-bid meeting and subsequently in response to prospective
bidders' questions.
• Evaluate bids received and make recommendation for award to the City.
• Prepare conformed construction contract documents.
• Prepare issued for construction drawings.
Task 5 Major Equipment Procurement Documents and Bidding Assistance
• Prepare procurement specifications for all equipment:
• 115 -kV Circuit Switchers
• 115-12 kV Power Transformer
• 15 -kV Circuit Breakers (5`h Feeder)
• Control Building with 12 -kV Switchgear
• Structures and Equipment
• Prepare and coordinate Request for Proposals for the evaluation and refurbishment of the existing
transformers; the work to be included would be the replacement of the LTC, including controls,
QR
SCOPE OF SERVICES
replacement of all of the gaskets, bushings and arrestors, and the reconditioning of the transformer
mineral oil.
• Submit the specifications for the City's review at 90% completion.
• Conduct review meeting with the City to receive review comments.
• Prepare and distribute minutes from the 90% review meeting summarizing the decisions made.
• Incorporate the City's review comments and advance the specifications to 100% completion.
• Submit the 100% complete specifications to the City for final review.
• Conduct review meeting with the City to receive review comments.
• Prepare and distribute minutes from the 100% review meeting summarizing the decisions made.
• Incorporate the City's comments and prepare the final, bid -ready procurement documents.
• Answer bidders' questions and issue addenda as required.
• Evaluate bids received and make recommendation for award to the City.
• Prepare conformed procurement contract documents.
Task 6 Engineering During Construction
• Prepare agenda for and participate in pre -construction meeting.
• Provide engineering input to answer construction contractor's questions and prepare contract addenda
as required.
• Review and approve construction contractor's submittals.
• Review and approve equipment shop drawings, including:
115 -kV Circuit Switchers
• 15 -kV Circuit Breakers
• Control Building and relaying schemes
• Structures and Equipment
• Switchgear plan and sections
• Transformer refurbishment plans
Contractor testing plans
• Make modifications to construction drawings as required in order to coordinate with shop drawings.
• Prepare interconnection drawings for transformers, switchgear, circuit breakers, control and relay
panels, and circuit switchers.
• Prepare Spill Prevention Control and Countermeasure Plan for the Gobbi Substation.
• Prepare relay settings for new relaying system. Relays will be coordinated with the first downstream
devices owned by Client and the first upstream devices. Protection should allow full equipment
capacity rated loads and protection for individual transformers
• Provide 24 hours of telephone discussions during construction.
R. W. Beck, Inc. 2-7
SCOPE OF SERVICES
• Provide four (4) site visits during construction for observation and answering questions.
• Perform substantial completion and final completion reviews and prepare punch list.
• Participate in observations of functional testing of the protective relaying and control schemes and
observe energization.
• Prepare conformed -to -construction drawings, including one bound set of blue lines, and one CD-
ROM with AutoCAD drawing files and including material and equipment specifications and
standards as available
Task 7 SCADA Implementation
City of Ukiah wishes to implement a SCADA system in conjunction with its System Upgrade project.
This system will provide real-time basic control and monitoring functions to operations personnel.
Historical logging will be included for future system planning. The system will be designed to
incorporate hydro -plant monitoring data, if available, and distribution recloser locations at a future date.
Tasks included would be as follows:
• Develop and identify preferred system configuration.
• Develop a point list for remote site.
• Develop basic communications diagram.
• Identify the system components to be included in switchgear specification.
• Review shop drawing from selected vendor.
• Develop database and displays for system.
• Provide on-site startup and testing of system.
Task 8 Distribution Line Design
Task 8.1 Initial Design Meeting
Conduct a technical meeting with the City's distribution operations and engineering staff to
accomplish the following:
• Discussion on the general line design criteria
• Discussion on the type of line construction and materials to be used
• Solicit the City's preferences to be considered for the line design phase
• Obtain right-of-way and property base maps, if available
• Obtain circuit maps and equipment data for existing facilities along the proposed route
• Obtain copies of the City's existing line construction standards and a schedule of approved
material, if applicable
• Discuss permitting requirements and procedures
• Review line design schedule including submittal and review process
• Prepare and distribute meeting notes summarizing the discussion and any decisions made or
agreements reached
2-8
SCOPE OF SERVICES
Task 8.2 Basis of Design Memorandum
Prepare a draft Basis of Design memorandum to establish basic project design parameters including:
Structure loading criteria
• Electrical Clearances
• Development of a typical conductor ruling span
• Development of sag and tension data for typical ruling span sections
• Insulator characteristics and loading limitations
• Maximum spans criteria
. Guy and anchor limitations
Hardware limitations
• Insulator swing calculations, if applicable
• Specification of material and unit standards to be used in design
. Preliminary cost estimate and construction schedule
• Submit the draft Basis of Design document to the City for review and comments
• Incorporate the City's comments and prepare a final Basis of Design Memorandum
Task 8.3 Survey/Staking/inventory
Scope includes an estimated 4.25 miles of overhead and 0.75 miles of underground line design
. Complete a field inventory of existing electrical facilities to identify units for salvage, removal or
transfer, and any existing infrastructure suitable for use in construction of the new underground feeder
. Perform electronic survey of the line corridor only to establish the centerline profile and determine
pole heights and clearances from crossing wires and aerial obstructions
• The field inventory and electronic survey will be limited to those facilities that have a direct impact
on the line design
Task 8.4 Detailed Line Design and Calculations
. Calculate actual ruling span sections based on electronic survey data
• Prepare sag and tension data for actual ruling span sections
• Perform a non-linear structural analysis for typical tangent structures using PLS-CADD and
PLS -POLE design software to determine ANSI pole class and span limitations
• Perform guy and anchor calculations
• Determine structure types based on centerline profile and alignment requirements
• Determine structure heights based on ruling span and vertical clearance requirements
• Calculate conductor blowout and check horizontal clearances from objects parallel to right-of-way
Task 8.5 Construction Drawings
. Prepare plan and profile drawings in AutoCAD® format for the express feeder corridor
. Prepare construction unit tabulation
R. W. Beck, Inc. 2-9
SCOPE OF SERVICES
Prepare structure diagrams of complicated, non-standard junction and multiple guy/anchor poles
Prepare cross-section drawings for any multiple -circuit duct bank or vault utilized for the installation
of the underground feeder
. Preparation of five non-standard overhead structure drawings and two underground infrastructure
drawings is included.
• Prepare standard assembly drawings with material callouts
For the purposes of engineering design scope, all angle and deadend structures are assumed to be
guyed. Steel pole detail loading and concept drawings for any self -supported angle or deadend
structures will be included as a scope modification
Structure foundation design is not anticipated and will be included as a scope modification for any
self -supported angle or deadend structure
. Prepare drawings to 50% completion level and submit to the City for review
. Incorporate the City's comments and advance the drawings to 100% completion
. Submit 100% drawings to City for final review
Incorporate the City's comments and prepare the final drawings, issued for bid
Task 8.6 Crossing Permits
Prepare one wire crossing permit application for submittal to CALTRANS
. Wire crossing application will include plan/profile drawing based on electronic survey data and, if
required, structure detail drawings
Additional permit applications, if required, will be included as a scope modification
Task 8.7 Construction Specifications and Bidding Assistance
. Prepare construction specifications for required line work
. Submit the construction specifications to the City for review at 90% completion
. Incorporate the City's comments and advance the construction specifications to 100% completion
. Submit the 100% specifications to the City for final review
• Incorporate the City's comments and prepare the final, bid -ready specifications
• Prepare agenda and participate in a pre-bid meeting
. Issue addenda, as required, after the pre-bid meeting and in response to prospective bidder's
questions
• Evaluate bids and submit a letter of recommendation for bid award to the City
• Prepare conformed construction contract documents
. Prepare issued for construction drawings
Task 8.8 Engineering During Construction
. Prepare agenda and participate in pre -construction meeting
. Perform one-time staking of pole and anchor locations
. Provide answers to construction contractor questions and prepare contract addenda, as required
2-10
SCOPE OF SERVICES
• Review and approve construction contractor's submittals
• Provide eight hours of telephone consultations during construction
• Perform a final completion field review and prepare a "punch list"
• Prepare conformed -to -construction drawings from Contractor furnished as -build mark-ups
Proiect Schedule
R. W. Beck is prepared to begin the project with two weeks of approval with a completion date in
accordance with the recommendation plan.
B. Project Budget
A proposed project budget is provided below. These costs reflect the approach as outlined in the
preceding Scope of Services. As the detailed Scope of Services is refined, and after meeting with the
City to review the scope and responsibilities, this proposed budget may be adjusted.
The terms of the proposed agreement are time and materials not to exceed the budget amounts shown.
Subcontractors are billed, including a 10 -percent mark-up for administrative expenses. Travel costs and
other reimbursable expenses are billed at cost.
Gobbi Substation Modernization - Phase II
Labor
Owner's Engineer Budget
Hours
Cost
Expenses Subs
Total
Task 1
Project Management
154.0
$26,692
$450 —
$27,142
Task 2
Preliminary Engineering
289.5
$38,404
$3,005 $25,000
$66,409
Task 3
Detailed Engineering
435.5
$43,635
$2,785 —
$46,420
Task 4
Construction Contract Procurement
343.0
$41,384
$3,045 —
$44,429
Task 5
Major Equipment Procurement
88.0
$12,231
$2,550 —
$14,781
Task 6
Engineering During Construction
1,147.5
$123,800
$12,870 —
$136,670
Task 7
SCADA Implementation
369.5
$42,107
$5,340 —
$47,447
Task 8
Distribution Line Design
970.5
$90,713
$16,276 —
$106,989
Totals
3,797.5
$418,966
$46,321 $25,000
$490,287
C. Basis of Scope and Fee Development
Assumptions and Expectations of Consultant
The following list outlines assumptions made by Consultant in developing the fee based on the scope of
services. The list also outlines several Client responsibilities for providing certain data and tasks.
Consultant is willing to provide additional services when requested by Client and agreed upon in writing.
These services will be provided as a scope modification at an additional fee.
• The proposal assumes the expansion will not require Site work modifications
R. W. Beck, Inc. 2-11
SCOPE OF SERVICES
• An allowance of $15,000 for the geotechnical investigation is included.
• Client will obtain all required permits and address any environmental requirements.
• An allowance of $10,000 is included to perform the substation survey.
• The proposal includes design of all oil containment facilities and the additional 15 kV breaker for the
short-term facilities. It is assumed that these items will not require an additional construction
contract.
• Owner will provide to Consultant all existing pertinent electrical drawings of the substation.
• The proposal does not include conversion of existing drawings into AutoCAD.
• The proposal assumes the existing underground exit duct bank includes a spare conduit for new
circuit from the substation to the existing riser.
• The Client will provide a certified electrical worker to assist the Consultant with access and
inspection of existing electrical vaults, which may be identified as suitable to accommodate the new
underground feeder.
• The express feeder is to be constructed along an existing feeder route within existing easements or on
public right-of-way.
• The City is responsible for right-of-way acquisition for any section of line designed off the existing
route, either by necessity or at the request of the Client.
• Time expended, at the request of the City, on right-of-way and written easement issues will be
provided as a scope modification.
• Re -design of any portion of the line, as a result of right-of-way changes, will be performed as a scope
modification.
• Consultant will provide drawings and documents to assist Client as required.
• Client will provide day-to-day on-site construction management.
• Consultant will perform design services and relaying for all relays inside the substation.
• The Steel Vendor will prepare structural steel calculations sealed by a properly licensed California
professional engineer, an anchor bolt plan, erection diagrams, and structural steel details. Incorporate
vendor prepared documents into "For Bid" and "For Construction' packages as appropriate.
• The Control Building Vendor will prepare structural details of building.
• Consultant will attend the following meetings and/or site visits with Client:
• Kickoff meeting
• Final design review meeting
• Pre-bid meeting
• Pre -construction meeting
• Four (4) one -day site visits during construction
• One (1) five-day site visit to witness functional testing of protective relaying systems
• One (1) one -day site visit to perform final walk-through and observe energization
2-12
SCOPE OF SERVICES
• Consultant will provide 24 hours of phone consultation for construction technical assistance.
• Consultant will use Engineering Joint Contract Document Council (EJCDC) standards and
Construction Specification Institute (CSI) standards for the terms and conditions of all procurement
and construction contract documents. Preparation of contracts based on other standards will be
considered a scope modification.
• Consultant will obtain the following drawings from the steel manufacturer, and will review to assure
compliance with plans and specs:
• Steel details
• Anchor bolt plan
• Erection diagrams
• One review of approval drawings for each piece of equipment is included.
• Consultant will provide Client three (3) full size and three (3) half size copies of preliminary, design,
and "For Construction" drawings, and equipment and material specifications.
Electronic copies will also be provided on request. Contractors will be provided one (1) half size set
of "For Construction" drawings and appropriate specifications.
• Consultant will maintain a master list of all project documents sent to Client or Contractor with date
and number.
All documents will be assigned a unique number and dated.
• Time for preparing drawings and details for required permitting is included; however, time for
coordination and submittals to the appropriate sources is not included.
• Environmental assessments are not included.
• Field services to identify species of trees and plants, if required, are not included.
• Landscape and/or lighting architectural services are not included.
• The manufacturer will provide internal connection diagrams for each piece of equipment, including
the following:
• Power transformer
• Circuit switcher
• Control building
• Lighting
• Consultant will provide engineering services during construction as described in the scope of
services.
Additional services provided during construction will be invoiced by Consultant and paid by Client
pursuant to Consultant's consulting engineering services agreement as required. Typical assistance
required may include:
• Additional client meetings
• Phone consultation in addition to the 24 hours included
• Additional site visits
R. W. Beck, Inc. 2-13
SCOPE OF SERVICES
D. Project Fee
R. W. Beck will provide the Scope of Services outlined above for the not -to -exceed amount of Four
Hundred Ninety Thousand, Two Hundred Eighty -Seven Dollars ($490,287), as outlined by the Project
Budget table on page 2-11. Each task will be performed upon written authorization from City of Ukiah.
This proposal will remain valid for 60 days from September 27, 2007.
If this proposal meets with City of Ukiah's approval, please authorize and return one copy of this
agreement to my attention for our records. R. W. Beck will provide the services described herein
pursuant to the terms and conditions of the Professional Services Agreement between City of Ukiah and
R. W. Beck.
Authorization
Approved for City of Ukiah
Signed:
Printed:
Date:
Approved for R. W. Beck, Inc.
Signed:
Printed: Keith Deaton, Principal and Senior Director
Date: September 27, 2007
2-14
Affu�-rf imenf #
ITEM NO: 7b
MEETING DATE: December 20, 2006
AGENDA SUMMARY REPORT
SUBJECT: AWARD OF CONSULTING CONTRACT FOR GOBBI SUBSTATION
UPGRADE
The current budget includes funding for upgrading the Gobbi Substation, including
increasing capacity, assessment of existing equipment conditions, and
replace ment/refurbishment, and the installation of a Supervisory Control and Data
Acquisition System (SCADA) to provide monitoring and control capabilities remotely from
the Operations and/or Administrative offices.
Recent equipment failures and a lengthy outage at Gobbi Substation support the need to
proceed with the consulting evaluation and redesign/construction of the Gobbi Substation
to ensure Ukiah continued reliable electric service and to provide additional capacity to
accommodate increasing electric loads. Interim repairs have been completed; however,
the substation is in need of a number of upgrades for long term reliability.
Continued on page 2
RECOMMENDED ACTION: Approve award of consulting contract to R. W. Beck in
the amount of $53,300 for the initial assessment portion of the work.
ALTERNATIVE COUNCIL OPTIONS: Select an alternate consultant or reject all bids.
FUNDING:
Amount Budgeted Account Number Additional Funds Requested
$300,000 800.3642.250.000 NA
Citizens Advised: NA
Requested by: Jeff Gould, Interim Public Utilities Director
Prepared by: Jeff Gould, Interim Public Utilities Director
Coordinated with: Candace Horsley, City Manager
Attachments: 1 - Gobbi Substation Consultant Comparison
Approved:
Candace Horsley, City Manager
Staff developed a Request for Proposal (RFP) and solicited proposals from 12 consultants,
and received 4 responses. The RFP required the consultants to perform the work in two
phases:
Phase I: Initial Evaluation of Gobbi Substation condition and investigation of alternatives
for increasing the total substation capacity for Ukiah.
A. Consultants will review the Gobbi Substation equipment condition, configuration of the
substation connections and make recommendations for improvements to Gobbi
Substation.
B. As part of the initial consulting effort staff required the consultant to consider three
alternatives for increasing Ukiah's substation capacity:
1. Replace the two existing Gobbi Substation transformers with larger units;
2. Addition of a third transformer at Gobbi Substation (and associated
reconfiguration of the Gobbi Substation); and,
3. Evaluate the costs and benefits of developing a new (additional) substation at a
separate location (further north in Ukiah) to provide increased capacity and a
new transmission delivery point. This approach, while more expensive, would
enhance Ukiah's system reliability by providing a backup to the Gobbi
Substation in the event of another substation outage.
Once the Phase I work effort is completed the consultant will submit a report with
recommendations and make a presentation to City Council. Council will be requested to
provide guidance on the options for the substation capacity upgrade.
Phase 11: Design of the Gobbi Substation upgrades and SCADA system
The consultant would proceed with design of the recommended/approved upgrades for
Gobbi Substation. Depending upon which capacity upgrade option is selected; the Gobbi
Substation upgrade may include replacement/addition of transformer capacity. However, if
Council elects Option #3 (the new substation), the upgrades at Gobbi Substation would not
include increasing transformer capacity.
The design of the new substation (Option #3) is not part of this contract and is not funded
in the current budget. A separate consulting contract RFP process would be developed if
the new substation option is approved by Council. The new RFP would include
procurement of a new substation site, transmission connection arrangements, and design
of the new substation.
Consulting Costs
The cost of the Phase I consultant work (initial evaluation and capacity options) is $53,300.
The Phase 11 design and project management costs are estimated to be an additional
$253,000; however, the actual Phase 11 cost will have to be determined once the capacity
alternatives decision is made (upon completion of the Phase I report). Staff will bring back
the Phase II scope of work for Council approval after the completion of Phase I. Staff
believes it is important to have the design work performed by the same firm that completes
the assessment to insure continuity of the information and cost control.
Staff is requesting that Council approve the Phase I (initial evaluation) contract in the
amount of $53,300.
Staff reviewed the four proposals considering similar experience, approach to the project,
compliance with the RFP, and cost of the Phase I work. Attachment #1 is a
comparison/evaluation of the four proposals. Staff recommends the contract be awarded to
R. W. Beck. The R. W. Beck proposal complied with the RFP and provided all services
including seismic design and oil containment considerations in their design work scope.
The consultant has extensive experience with similar projects and their overall services
include project management of the construction. While the other bidders had similar
capabilities, the R. W. Beck proposal provided the best combination of scope, compliance
with the RFP, and Phase I cost.
Attachme°� 1
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D
ITEM NO. 10b
DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: STATUS REPORT ON THE ANTON STADIUM RENOVATION PROJECT.
Per Council's direction this is a continued update on the Anton Stadium Project. Following
the receipt of the demolition permit the Anton Stadium Stakeholders proceeded with
obtaining commitments from local contractors to donate services to remove the current
structure. All contractors will comply with all City of Ukiah insurance requirements. Any
volunteers involved in low risk activity will have appropriate liability waivers on file. This
segment of the project is scheduled for late October or November.
A site development permit was applied for and received from the Planning Commission.
The Commission made a few recommendations, including color preferences and the desire
to have the Planning Director review a final parking lot improvement plan. The
Commission granted the site development permit. Staff is now in the process of creating
the Request for Bid for the Stadium. Staff met with the City Attorney to review the process
and confirm that all appropriate steps are taken.
Fundraising for this project is heating up and the Anton Stakeholders are confident that
they will meet and exceed the match requirement of the grant. Ernie Wipf of Wipf
Construction is leading the effort to clear the site. In addition, this week we received a
pledge from Mr. and Mrs. Robert Hardie in the amount of $50,000 in honor of Robert J.
Ulmer. We are also receiving material donations such as plumbing fixtures from Pace
Supply.
RECOMMENDED ACTION: Receive status report on the Anton Stadium Renovation
Project.
ALTERNATIVE COUNCIL POLICY OPTIONS: N/A
Citizen Advised: Anton Stadium Stakeholders Group
Requested by: N/A
Prepared by: Sage Sangiacomo, Community/General Services Director, Charley
Stump, Planning Director, and Maya Simerson, Community
Services Supervisor
Coordinated with: Candace Horsley, City Manager
Attachments: 1. Anton Stadium Sketch
APPROVED:'
Candace Horsley, City Mana er
ITEM NO: 10c
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: LANDFILL GAS FEASIBLITY STUDY - DISCUSSION AND POSSIBLE
AWARD OF CONSULTANT SERVICE AGREEMENT TO EBA TO PRODUCE A
LANDFILL GAS FEASIBILITY STUDY IN THE AMOUNT OF $11,800; AUTHORIZE
BUDGET AMENDMENT OF SAME.
SUMMARY: On May 16, 2007 the City Council directed staff to form the Landfill Gas Task
Force, (LGTF). The LGTF was charged with the responsibility of exploring options for gas
collection and power generation at the Ukiah Solid Waste Disposal Site (landfill). The
Council directed the group to bring back the evidence of feasibility for this kind of project.
The LGTF and the Public Works Department now face a few decisions that require
Council's direction. The first decision is regarding the question of the Feasibility Study and
the method staff and the LGTF use to generate this study. The second item deserving of
Council's direction, is regarding the timeline for the landfill closure and what the inclusion
Continued on page 2
RECOMMENDED ACTION:
1. Award a Consultant Service Agreement to EBA to produce a Landfill Gas
Feasibility Study as specified in their attached proposal in the amount of $11,800.
2. Authorize the City Manager to execute the Consultant Service Agreement.
3. Authorize the budget transfer of $11,800 from the General Fund to Budget
Account Number 100-3001-250, Consultant Services.
ALTERNATIVE COUNCIL OPTIONS:
1. Direct Staff to utilize the services of SCS Engineers and allow the uncertain
fluctuation in the landfill closure project schedule.
2. Direct Staff to produce an RFP for the feasibility study and accept the possibility
that the 2008 closure schedule may be impacted.
FUNDING:
Amount Budgeted From Acct No. To Acct. No. Additional Funds Requested
$0 Fund 100 661.3401.250.000 $11,800
Citizens Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
None
Tim Eriksen, City Engineer and Director of Public Works
Tim Eriksen, City Engineer and Director of Public Works
Candace Horsley, City Manager
1. EBA Proposal
2. Project Schedule
Approved: '
Candace Horsley, Ci Manager
Page 2
October 3, 2007
LANDFILL GAS FEASIBLITY STUDY - OPTIONS AND DISCUSSION
of the power generation facility in the Joint Technical Document (JTD) may do to the
timeline of the JTD and ultimately the timeline of the landfill closure (Attachment 2).
The first task for the LGTF, as directed by the Council was to determine the feasibility of
the power generation at the landfill from the gas produced as a result of the composting
waste. The preferred option that is available, which the LGTF was relying on, is an
engineering consultant that is provided to the City at no cost as part of an effort that the
Environmental Protection Agency (EPA) sponsors. This company is SCS Engineering and
they are located in Virginia. They have reviewed some basic data from the landfill and
have told staff, through email correspondence that a power generation system for the site
appears to be promising. The task force has made considerable efforts to get a committed
timeline from SCS. These efforts have not provided much forward progress. Staff is
concerned that relying on the EPA and their consultant may lead to a major delay on the
submission of the JTD. This document must be submitted to the Regional Water Quality
Board. The timeline of the submission of the JTD will then affect the timeline for closing
the landfill which is currently scheduled for the summer of 2008.
In response to these concerns staff contacted EBA Engineering to obtain a proposal from
EBA Engineering to analyze the site for this kind of operation. The proposal is in the
amount of $11,800 and is attached as Attachment 1.
Although Staff is aware of the Councils concern of relying on a single design consultant,
we were attempting to get a quick, preliminary estimate of the cost of such a proposal to
provide Council with a general price range for this type of analysis. Another option that is
available is to prepare a Request for Proposal (RFP) to produce a feasibility study. This
solution would require a substantial amount of staff time. This direction would also cause,
approximately a two month shift in the landfill closure timeline.
Staff is requesting Council direction on how to proceed.
ATTACHMENT
ENG/NEER/NG
ClV/L & ENV/RONMENTAL ENG/NEERs
June 1, 2007
Mr. Tim Eriksen, P.E.
Director of Public Works
City of Ukiah, Department of Public Works (City)
300 Seminary Avenue
Ukiah, CA 95482-5400
RE: PROPOSAL FOR LANDFILL GAS FEASIBILITY STUDY
CITY OF UKIAH LANDFILL
MENDOCINO COUNTY, CALIFORNIA
EBA PROPOSAL No. P123-07
Dear Tim:
EBA Engineering (EBA) appreciates the opportunity to present this Proposal to perform a
landfill gas (LFG) feasibility study for the City of Ukiah Landfill (Landfill). It is EBA's
understanding that the City is interested in evaluating the potential utilization of LFG for energy
production. Whereas a previous analysis of this issue performed by EMCON Associates
(EMCON) in the early 1990's concluded that the conversion of LFG-to-energy at the Landfill
was not economically viable, that conclusion may be outdated due to subsequent equipment
advances, particularly in the case of microturbine technology. Accordingly, the proposed
feasibility study will include the following work scope to evaluate this issue further:
Review existing data and information compiled as part of previous work conducted at the
Landfill, including the previous analysis performed by EMCON, the Tier 1 and Tier 2
Emissions Testing conducted by EBA in 1999 for the new source performance standards
(NSPS) and emissions guidelines (EG) requirements, and literature compiled by the LFG
task force recently formed by the City.
Evaluate and update, as appropriate, LFG generation estimates for the Landfill to
estimate current and future LFG flow rates.
Review and evaluate available LFG quality data to establish its potential influence on
various destruction technologies, including the possible need for pretreatment of the LFG
stream.
Research current LFG-to-energy technologies and their potential application at the
Landfill including, but not necessary be limited to, microturbines and internal combustion
(IC) engines for electricity generation.
I
LlproposoA2007V 23-OTProposal.doe
825 Sonoma Avenue, Suite C Santa Rosa, California 95404 (7071 544-0784 FAX (7071544-0866
Also in Southern California
• Develop a preliminary design of a LFG collection system for the purpose of establishing
estimated capital costs for the collection system components.
• Develop preliminary cost estimates for the selected research technologies, including
initial capital costs and subsequent operation and maintenance costs.
• Evaluate logistics and costs associated with hooking up to the local grid system, and
estimated revenue generated from such provisions.
• Evaluation of possible Section 45 tax credits.
• Confirm regulatory requirements and operating provisions that may be mandated by the
local air district.
Findings from the aforementioned research will be summarized in a technical report. The report
will include a summary of the work performed, descriptions of the various technologies
researched, tabulated summaries of data and costs, and corresponding conclusions. EBA will
provide the City with a draft of the report for review and comment, whereupon the report will be
finalized upon receiving authorization from the City. The estimated cost to provide the services
presented herein is $11,800.
Thank you again for the opportunity to present this Proposal. If you should have any questions
regarding the information contained herein, please do not hesitate to contact our office at (707)
544-0784.
Sincerely,
EBA ENGINEERING
Mike Delmanowski, C.E.G., C.Hg.
Senior Hydrogeologist
onBrbwn�
g.
President
L:\proposaA2007,J23-07TProposaLdoc 2 ENG/NEAR
ID
Task Name
Duration
start
Finish Predecessors
Resource Names
1
Subndt Project Schedule
6 days
Thu 0113107
Wed 8118107
2
Agenda Material
1 day
Thu 9/1307
Thu 9/13107
Task Force
3
_f
City Council Approval
1 day
Wed W19107
Wed W1W07
Task ForcelCity Council
4
_J
Project Description
6 days
Thu 8/20107
Thu 8127107
5
Prepare
5 days
Thu 9/2017
Wed 9126,97 3
Task Force/City Staff
6
Submit to Planning Dept
1 day
Thu 9127107
Thu W27107 5
Task Farce
7
Project Assessment by EPA
40 days
Thu 9127/07
Wed 11/21/07
8
Perform Assessment
30 days
Thu 9/27107
Wed 111717 5
EPA Consultant
9
_J
Submit Results to City Council
1 day
Wed 11 721)07
Wed 11/21/07
Task Force/Staff
10
Joint Technical Docurnent
16 days
Wed 11/21107
Wed 12112107
11
Council Approves Revision
Iday
Wed 11121)37
Wed 11/21/07
Staff/Cfty Council
12
_J
EBA Performs Revisions
15 days
Thu 11122/07
Wed 12 I2107 11
EBA
13
Gas Project Environmental Review
186 days
Thu 11!22107
Wed 0120108
14
Prepare EIR RFP
20 days
Thu 11=7
Wed 12/19/07 11
Planning Dept
15
Hire EIR Consultant
30 days
Thu 12r-)=7
Wed 10" 14
Planning Dept
16
Preparation of Admin Draft
• 0 days
Thu 1131,/8
Wed 3r26M 15
Consultant
17
Admin Draft Review
10 days
Thu 3127M
Wed 4r" 16
City Staff
18
Prepare Draft Environ. Document
10 days
Thu 4i1i1'OB
Wed 423M 17
Consultant
19
Public Review Period
25 days
Thu 4124(08
Wed 5728/08 18
City Staff
20
Prep Response to Comments
20 days
Thu 5/2918
Wed 6'25106 19
Consultant
21
Review of Response
15 days
Thu 6126!08
Wed TIMW 20
Public
22
Publish Public Notice
10 days
Thu 7117,08
Wed 7!30)78 21
Planning Dept
23
_J
Public Hearing
1 day
Wed 5/22018
Wed 8110106
Staff/City Council
24
Review of JTD
46 days
Thu 12113707
Wed 2713f09
25
Submit To Water Board
5 days
Thu 12/13)07
Wed 12/19/07 12
Staff
26
Water Board Approves JTD
40 days
Thu 12/20/07
Wed 2/13 25
27
Closure Construction Plan
210 days
Thu 2114108
Wed 1213108
y
28
Prepare Plans and Space
60 days
Thu 211498
Wed 5/718 26
EBA
A
29
LEA Plan Approval
20 days
Thu 5MM
Wed 614tI8 28
0
X
Bid Period
30 days
Thu 615M
Wed 7116M 29
EBA1Staff
=
3+,
J
Construction Period
100 days
Thu 7/1718
Wed 1263M 30
Contractor
M
32
Gas Power Plant
266 days
Thu 8/21108
Wed 8126169
33
Prepare Design RFP
15 days
Thu 8121 ))8
Wed W OXO 23
Public Works
34
RFP Review Period
20 days
Tnu 911118
Wed 101816 33
Public Works
35
Hire Design consultant
20 days
Thu 10918
Wed I Ir" 34
Public Works
ID
Task Name
Duration
Start
Finish Predecessors
36
Prepare Plans and Specs
40 days
Thu 11/&98
Wed 12r3110B 36
37
LEA Plan Approval
20 days
Thu IMM
Wed IMM 36
38
Bid Period
30 days
Thu 1l2a%
Wed 39IAJ9 37
39
Construction Perm
120 days
Thu 3112M
Wed 8r266M 38
40
Wheeling Power
235 days
Thu 11122!07
Wed 10115108
41
Initial Discussions with PG&E
2D days
Thu 11122107
Wed 12Ji 9197 9
42
Prepare Agreement
20 days
Thu 8121 /08
Wed 9/178)8 23
43
Execute Agreement
20 days
Thu 9718,98
Wed 10/15108 42
Page 2
Resource Names
Consultant
Public Works
Contractor
City Manager
City Attorney
City Council
ITEM NO: 10d
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: CITY COUNCIL DIRECTION ON AIRPORT COMMISSION
APPOINTMENTS
At the September 19 City Council Meeting, the Council adopted Ordinance 1100 amending
the City Code Sections 1001 and 1101 pertaining to Membership of the Parks, Recreation
and Golf Commission and the Airport Commission. The Ordinance will be come effective
October 19.
At the August 15 Council meeting incumbent Dottie Deerwester was appointed to a new
term filling the resident seat of the Airport Commission.
There is a remaining open Airport Commission seat, which had previously extended to
include applicants in Ukiah's "sphere of influence" and is now changing to include "within
Mendocino County," which needs to be filled. Three other applicants were received at the
time answering the advertisement of the Commission seat openings. Applicants included
Don Albright, Brian Brodoski, and Susan Jordan.
The City Council needs to determine: 1) to appoint from the pool and whether to set
interview appointments for a date to be determined; or 2) readvertise the position.
RECOMMENDED ACTION: Provide direction to staff.
ALTERNATIVE COUNCIL OPTIONS:
None
Requested by:
Candace Horsley, City Manager
Prepared by:
Linda Brown, Deputy City Clerk
Coordinated with:
Candace Horsley, City Manager
Attachments:
August 15, Agenda Summary Report
Approved:
Candace Horsley, City M ager
Attuchment #
ITEM NO. 1 O
DATE: August 15, 2007
AGENDA SUMMARY REPORT
SUBJECT: CITY COUNCIL APPOINTMENT OF TWO AIRPORT
COMMISSIONERS, FOR A TERM OF THREE YEARS, ONE
WITHIN THE SPHERE OF INFLUENCE, AND ONE (1)
WITHIN THE CITY LIMITS; AND, APPOINTMENT OF ONE
DEMOLITION COMMITTEE MEMBER TO FILL AN
UNEXPIRED TERM
SUMMARY: The City Council at their meeting of July 23, 2007, asked the Airport
Commission to make recommendations for the current Commission vacancies before the
City Council makes its appointments. There is one sphere, and one city vacancy. The
Airport Commission met on July 30, 2007, and reviewed the applications and made
recommendations as shown in the attached draft Commission Minutes. Only one
applicant is noted to reside within City Limits, incumbent Deerwester.
Additionally, the Council requested that Staff re -advertise the Demolition Committee
opening which was done in the Ukiah Daily Journal. The result is receipt of one
application to the Demolition Committee.
RECOMMENDED ACTION: 1) Review Airport Commission recommendation
and appoint two Airport Commissioners, one to sphere of influence, and one to city
limits; 2) Review the one Demolition Committee Application and appoint the
member.
ALTERNATIVE COUNCIL POLICY ACTION: Re -advertise for the Commission and/
or Committee openings.
CITIZEN ADVISED:
REQUESTED BY:
PREPARED BY:
COORDINATED WITH:
ATTACHMENTS:
APPROVED:
N/A
Paul Richey, Airport Manager
Linda Brown, Deputy City Clerk
Candace Horsley, City Manager
1) Draft Airport Commission Minutes
2) Applications for Airport Commissioner Appointments
3) Demolition Committee Application
4) Resolution of Council Appointments
Candace Horsley, City Manager
ITEM NO: Ila
MEETING DATE: 10/3/07
AGENDA SUMMARY REPORT
SUBJECT: REPORT AND POSSIBLE ACTION ON SANITARY SEWER
MANAGEMENT PLAN (SSMP) GOALS
SUMMARY: At the Goal Setting Workshop conducted on September 18, 2007, the City
Council elected to adopt the three minimum SSMP Goals which are required by the State
Water Quality Control Board and directed staff to provide the SSMP Goal presentation to
the Sewer Lateral Ad Hoc Committee for the purpose of receiving suggestions and
recommendations from the Committee as to additional goals that may be desired. The
State mandated SSMP Goals are as follows:
1. Maintain or improve the condition of the collection system infrastructure in order to
provide reliable service now and into the future
2. Cost effectively minimize infiltration/Inflow and provide adequate conveyance
capacity to accommodate design sewer flows
3. Minimize the number and impact of sanitary sewer overflows (SSOs) that occur
The Ukiah Valley Sanitation District Board of Directors met on September 26 to discuss
the goals which will be presented to the Ad Hoc Committee at their meeting on Tuesday,
October 2, 2007. Staff will verbally present to the City Council the recommendations, if
any, from both the San District Board and the Ad Hoc Committee.
RECOMMENDED ACTION: Receive Report and direct staff and Consultant to
prepare the SSMP Goal Element and submit same to the Regional Water Quality
Control Board before the required deadline of November 1, 2007
ALTERNATIVE COUNCIL OPTIONS: None
Citizens Advised: N/A
Requested by: Sewer Lateral Ad Hoc Committee
Prepared by: Rick Kennedy, Project Manager
Coordinated with: Candace Horsley, City Manager
Attachments: None
Approved:', k--,, Af\
Candace Horsley, Cit anager
ITEM NO. Ilb
DATE: OCT. 3. 2007
AGENDA SUMMARY REPORT
SUBJECT: AWARD CONSULTANT SERVICE AGREEMENT TO GREEN VALLEY CONSULTING
ENGINEERS FOR DESIGN SERVICES RELATED TO WATER MAIN IMPROVEMENT PROJECTS ON
A TIME AND EXPENSE COMPENSATION BASIS NOT TO EXCEED $43,240.00, AUTHORIZE THE
CITY MANAGER TO EXECUTE THE CONSULTANT SERVICE AGREEMENT, AND AUTHORIZE A
BUDGET TRANSFER OF $13,240 FROM WATER FUND 820 FUND BALANCE TO BUDGET
ACCOUNT 820-3901-250-000
SUMMARY: Submitted for the City Council's consideration and action is staffs recommendation that a
Consultant Service Agreement be awarded to the civil engineering firm of Green Valley Consulting
Engineers for the performance of engineering services including the preparation of plans and
specifications and associated documents for three water main improvement projects and authorize the
City Manager to execute the Consultant Service Agreement. Compensation for the services to be
provided is to be made on a time and expense basis not to exceed the maximum compensation of
$43,240.00 based upon the scope of work stipulated in the Consultant's proposal.
(Continued on page 2)
RECOMMENDED ACTION:
1. Award a Consultant Service Agreement to Green Valley Consulting Engineers for the performance
of engineering services including the preparation of plans, specifications and associated
documents for various water main improvement projects. Compensation is to be made on a time
and expense basis not to exceed a total maximum compensation of $43,240.00 based on the
scope of work stipulated in the Consultant's proposal.
2. Authorize the City Manager to execute the Consultant Service Agreement.
3. Authorize the budget transfer of $13,234.00 from the unencumbered funds within the Water Fund
820 Fund Balance to Budget Account 820-3901-250-000.
ALTERNATIVE COUNCIL POLICY OPTION: Abandon the Proposed Water Main Improvements, not
award a Consultant Service Agreement, and provide direction to staff.
FUNDING:
Amount Budgeted From Acct No. To Acct No. Additional Funds Requested
$30,000 820- 3901-250-000
$0 820 — Fund Balance $13,240
Requested by: Consultant Selection Committee
Prepared by: Rick Kennedy, Project Manager
Coordinated with: Candace Horsley, City Manager
Attachments:
1. Request for Proposals
2. Proposal from Green Valley Consulting Engineers
APPROVED` .�
Candace Horsley, City I Qanager
Page 2
October 3, 2007
AWARD CONSULTANT SERVICE AGREEMENT TO GREEN VALLEY CONSULTING ENGINEERS FOR DESIGN SERVICES RELATED TO
WATER MAIN IMPROVEMENT PROJECTS ON A TIME AND EXPENSE COMPENSATION BASIS NOT TO EXCEED $43,240.00, AND
AUTHORIZE THE CITY MANAGER TO EXECUTE THE CONSULTANT SERVICE AGREEMENT
Staff is also seeking the City Council's authorization for a budget transfer of $13,240 from the
unencumbered funds within the Water Fund 820 Fund Balance to Budget Account 820-3901-250-000,
Contractual Services. The current budget level for the proposed engineering services is $30,000.
DISCUSSION: In response to the City's Request for Cost Proposals (RFP), six (6) proposals were
received from qualified engineering firms by the submittal deadline and these proposals were reviewed by
the Consultant Selection Committee (Committee) on September 24, 2007. It was determined by the
Committee that five of the six proposals contained scopes of work that were responsive to the RFP
requirements and it was noted that some of the proposals contained minor exceptions pertaining to
Agreement provisions. The Committee opined that the proposal received from Owens Psomas did not
contain a scope of work which adequately addressed the need for topographic surveys for all three sites.
Topographic surveys are needed to determine the location of surface improvements such as valves,
manholes, vaults, meters, curb and gutter, utility poles and other improvements that may affect the
proposed location and placement of the water main replacements. The level of effort needed to perform
the required surveys is estimated to be between $8,500 to $11,000 based on the other fee proposals
submitted.
Pursuant to Section 1522 of the City Municipal Code, the award of personal services contract which
includes professional engineering contracts, if made, shall be on the basis of demonstrated competence
and on professional qualifications necessary for the satisfactory performance of the services required. To
the extent permitted by law, including, but not limited to, Government Code Section 4526, the awarding
body shall consider cost as one factor in awarding the contract. The provisions of the City's Ordinance
prohibit the use of any practice which might result in unlawful or unfair treatment in processing proposals
and awarding contracts. As indicated from the information presented in the Green Valley's proposal, the
proposed project team does not have extensive experience as the other proposed teams in designing
water main projects similar in nature to the City's proposed project. However, the Committee has opined
that the degree of difficulty for the City's project is low and that the proposed team has sufficient
experience to complete the contemplated projects in a satisfactory manner. Green Valley successfully
completed the City's Gobbi Street and Orchard Ave. Traffic Signalization Project within budget. Green
Valley's proposal contained no exceptions to the RFP or to the provisions of the City's Standard
Professional Agreement. The proposed project sites are indicated in the attached RFP.
The Estimated Fees contained in the proposals received were as follows (listed in alphabetical order):
Carlile Macey - $57,227
Coastland - $51,545
Green Valley Consulting Engineers - $43,240
Owens Psomas — $24,000 plus $2,960 for surveying Henderson Lane
SHN Consulting Engineers — $95,400 plus optional GIS at $4,000
Winzler and Kelly - $65,320
2
ATTACHMENT I
CITY OF UKIAH
REQUEST FOR PROPOSAL
DESIGN SERVICES FOR
WATER MAIN IMPROVEMENT PROJECTS
PROPOSAL DUE SEPTEMBER 14, 2007
GENERAL INFORMATION / PROJECT LOCATION
The City of Ukiah with a population of 15,496 people is located approximately 115 miles north of
San Francisco, CA on the US Highway 101 corridor. Ukiah is also the retail service hub to an
area reaching a 50 mile perimeter and experiences a daytime service population exceeding
35,000 people. The City of Ukiah is planning water main improvements in two separate projects
as follows:
1) Replacement of all water mains and valves at the Gobbi Street — State
Street intersection, a busy, signalized intersection with 2 mains running
north, 2 mains running south, 1 east and 1 west. The main running west
from the intersection will also be replaced from the Gobbi St. — State St.
intersection to the Gobbi St. — Oak St. intersection, a distance of about
450'. The new mains will be bypass lines with the abandonment of the
existing lines in place. See Exhibit "D".
2) This project consists of water main replacements in 3 separate residential
locations. The new mains will be bypass lines with the abandonment of
the existing lines in place.
a) Henderson Lane —replace approximately 500 linear feet (LF) of 2 -inch
pipe with 6 -inch C-900 with the addition of a new fire hydrant at the
end. This line has approximately 12 service connections. See Exhibit
"A"
b) Willow Street — replace approximately 500 LF of 6 -inch asbestos
cement (AC) pipe with 6 -inch C-900. There are about 12 service
connections. There are 2 valves that may or may not be replaced.
See Exhibit "B".
c) Spring Street — replace approximately 200 LF of 9 -inch steel pipe with
9 -inch C-900. There are no -service connections on this section. See
Exhibit "C".
Note: Exhibits "A" — "D" are not as -built drawings
The City of Ukiah requests proposals from qualified firms to provide professional services to
prepare plans and specifications for the Water Main Improvements projects.
SCOPE OF SERVICES
The scope of services for design of the water main improvements shall include tasks described
below, as well as other elements or modifications, which may be suggested by consultants
presenting proposals to better meet the needs of the City. All services shall be provided in
accordance with the City's draft professional services agreement, a sample of which is attached
as Attachment "A". The Consultant's proposal shall include, but not be limited to the following:
August 22, 2007 Design Services For Water Main Improvements Project Page 2 of 16
• Perform field surveys as required to design the water main improvements project, prepare
final construction plans ready for bid advertising, prepare technical specifications and
quantity estimates for the work, provide a detailed engineering estimate of cost at the
completion of design, and provide a time line estimate.
• Provide one set of reproducible Mylar plans and one copy -ready set of specifications.
• Provide one copy of contract documents, plans and specifications in digital format.
• Provide 20 bound copies of specifications and 20 sets of full size plans.
• Provide one set of reproducible Mylar "AS -BUILT" drawings after completion of the
project construction.
SCHEDULE
• Proposals to provide design services for the water main improvements project to the City
of Ukiah will be received until 5:00 PM on Friday, September 14, 2007.
• City reviews and recommends consultant September 27, 2007.
• City Council award of professional services agreement to selected consultant:
October 3, 2007.
• Consultant initiates and completes design for water main improvements: October 15,
2007 through December 14, 2007.
• Consultant submits draft plans and specifications for water main improvements for
review: January 14, 2008.
• City reviews and comments on draft plans and specifications for water main
improvements: February 15, 2008
• Consultant makes final revisions to plans & specifications and prepares copies of bid
package for advertisement: February 15, 2008— March 14, 2008
• Advertise project for bids March 17, 2008 —April 25, 2008
CONSULTANT'S PROPOSAL
Proposals shall be labeled "Proposal -Design Services for Water Main Improvements
Projects". Proposals shall be submitted to:
Ann Burck, Project Engineer
City of Ukiah
Department of Public Utilities
411 West Clay Street
Ukiah, CA 95482-5400
Three (3) copies of the PROPOSAL are required. Proposals must be received prior to
5:00 PM, September 14, 2007.
Proposals shall include as a minimum the following:
Project approach and schedule
Describe the proposed approach and procedures to be used in completing the tasks described
in the Scope of Services. Include a proposed schedule showing completion of the various tasks.
August 22, 2007 Design services For Water Main Improvements Project Page 3 of 16
Cover letter
The cover letter should include a brief overview of the specific approach and procedures the firm
proposes to complete the -tasks described in the Scope of Services. An explanation of why the
specific plan detailed in the proposal is the best plan for the City should be included. The cover
letter must be signed by an official authorized to bind the successful firm contractually and shall
contain a statement to the effect that the proposal is a firm offer for a minimum period of thirty
(30) days after the submittal date. The letter accompanying the proposal shall also provide the
following: name, title, address, and telephone number of individuals with the authority to
negotiate a contract and bind the consultant to the terms of the contract.
Project team
Describe the qualifications and experience of the firm as related to the project, and the proposed
staff to be assigned to this project. Describe the qualifications and experience of any proposed
sub -consultants and identify the work they will accomplish. Firms, sub -consultants and
proposed staff must demonstrate experience with similar projects. Staff proposed to be in
charge of the project must demonstrate significant experience supervising similar work.
Describe the proposed team organization, current and previous work assignments, and man-
hours budgeted for each team member. Provide the name and brief resume of the individual
who will be in responsible charge of the project along with the names and brief resumes of the
firm's staff who will be assigned to the project.
Fee proposal
Provide a fee proposal based on an hourly rate schedule with a "not to exceed" maximum cost
for all work identified in the Scope of Services. Indicate if travel time, mileage, and per diem will
be charged. Include any sub -consultant cost. Additionally, please identify miscellaneous costs
associated with this proposal. Submit a copy of your firm's current itemized hourly rate fee
schedule.
References
Provide a list of similar projects for which the firm has completed similar projects with a list of at
least three client references associated with these projects. Include client references for any
proposed sub -consultants. Provide names of contact person, addresses and telephone
numbers for all client references.
Exceptions
Identify any exceptions you are proposing with respect to the Scope of Services. Additionally, if
there are any exceptions to the City's insurance requirements and/or the City's draft professional
services agreement as shown in the attachments, the Consultant should list the exceptions in
the proposal.
SPECIAL PROPOSAL REQUIREMENT
Proposal documents shall be produced on recycled paper, when practicable. The proposal front
cover shall be labeled in such a way as to identify that the document was produced on recycled
August 22, 2007 Design Services for Water Main Improvements Project Page 4 of 16
paper and the pages of the proposal shall be produced double sided, where feasible.
INSURANCE REQUIREMENTS
The insurance requirements are set forth in Attachment"B".
EVALUATION OF CONSULTANT'S PROPOSAL
The following evaluation criteria will be used In evaluating and selecting candidates:
Candidate's specialized experience and technical competence as applicable to the
services required. Resumes must be furnished for the proposed team members and
team leader.
2. Candidate's past record of performance, on similar projects, including control of costs,
quality of work, and completion in a timely manner.
Candidate's capacity to perform the work in a timely fashion. A proposed work plan and
organization chart should be included.
4. Candidate's familiarity with the type of problems applicable to the project.
5. Candidate's demonstrated experience in design of water main improvements.
RIGHT OF REFUSAL
The City reserves the right to reject any and all proposals without qualifications. Proposals will
be considered only in their entirety, The City reserves the right to negotiate the specific
requirements and costs using the selected proposal as a basis.
QUESTIONS
Questions shall be directed to Mr. Alan Hasty, Assistant Engineer, City of Ukiah, Department of
Public Works, 300 Seminary Avenue, Ukiah, CA 95482-5400, voice phone: (707) 463-6282,
and fax phone: (707) 463-6204.
August 22, 2007 Design Services For Water Main Improvements Project Page 5 of 16
ATTACHMENT"A"
AGREEMENTFOR
PROFESSIONAL CONSULTING SERVICES
[Design Professional]
This Agreement, made and entered into this _ day of , 2007 ("Effective
Date"), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and
, a [sole proprietorship, corporation, partnership, limited
partnership, limited liability company, etc] organized and in good standing under the laws of the
state of . hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to
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 from receipt of the Notice to Proceed. Consultant
shall complete the work to the City's reasonable satisfaction, even if contract disputes
August 22, 2007 Design Services For Water Main Improvements Project Page 6 of 16
ATTACHMENT
Project Team
and References
r
GreenValley our company
CONSULTING ENGINEERS
Green Valley Consulting Engineers is a passionate about enriching and enhancing
MUNICIPAL ENGINEERING SERVICES the communities in which we live, work, and play. Located in Santa Rosa,
• Water & Sewer Main Design California, we are a municipal engineering, land surveying and landscape
architecture firm founded over a decade ago by Principal Liz Ellis.
• Transportation Engineering A team of over twenty, our motto of "Restoring Yesterday... Creating
Tomorrow", aptly depicts Green Valley's commitment to our clients and their
projects. Since our inception in 1997, we have literally moved hundreds of projects
• Bicycle & Pedestrian Pathways off of the drawing board and into the lives of the people and the communities in
which we serve. We continually strive to implement innovative design solutions
• Parks, Recreation, Plaza's that minimize the environmental footprint we make on each of our projects as well
as provide our clients with realistic solutions, coupled with exemplary project
management.
• Landscape Architecture
. Funding Strategies,
Development & Procurement
• Sustainability & Environmental
Sensitivity
• Licensed Land Surveying
• Permitting
• CEQA & NEPA Compliant
Design
• Construction Management
DBE State Certified
Green Valley Consulting Engineers
335 Tesconi Circle
Santa Rosa, California 95401
T. 707.579.0388
F. 707.579.3877
www.gvalley.com
Water Main Design & Rehabilitation -Our Specialty!
Green Valley routinely provides water and sewer main improvement design
services to its municipal clients throughout Northern California. Our project
experience ranges from the straight forward replacement of existing 6" water
main with new 12" pipe to more complex projects such as the Mendocino Avenue
Water & Sewer Main project which included the replacement of 100 -year old
water and sewer mains, including the upgrade to 12" water mains with new fire
services on a 4 -lane major thoroughfare through 4 signalized intersections. Our
team of engineers is more than qualified to see the City of Ukiah's project through
to successful completion in a timely manner! Due to our experience on the Gobbi
Street Signalization project we feel we understand the working infrastructure of
the City of Ukiah thus eliminating the time need to familiarize ourselves with the
C ity.
In addition, Green Valley performs land surveying and right-of-way and
construction support services on the majority of our projects, with services ranging
from topographic mapping to submittal reviews and day-to-day inspection. We
have an in-house survey crew that can prepare the necessary right of way
documents, easements, and topographic mapping needed for our projects. Green
Valley personnel work well with both sub -consultants and specialty contractors, as
well as the various permitting agencies such that come into play on projects in
today's often politically charged arena.
On the following pages we have included a brief introduction of team members
who will work on the City of Ukiah's project as well as our related experience as it
pertains to your project. Resumes for team members can be found within the
appendix of this proposal.
s
Project Team
and References
Primary Contacts for the City of Ukiah
For the City of Ukiah Water Main Improvement project we have assembled an
extremely skilled and motivated team who are each individually and collectively
prepared to deliver your project on time and within budget. Principal -in -Charge, Liz
Ellis, and a dedicated staff of twenty are available to the City and include our
administrative staff, engineering and surveying staff, and engineering technicians.
Below are key team members who will assigned to your project. As discussed in our
cover letter, Liz will be your day to day contact and will keep costs down for the
City by working with her senior designers to bring you another of Green Valley's
efficiently designed and constructed projects!
anager and Principal -In -Charge
Liz founded Green Valley Consulting Engineers in 1997. After
working for 12 years in public and private sectors Liz pursued
her vision of creating an organization that reflected her passion
for restoring and enhancing communities and the lives of their
residents.
Liz is an accomplished and experienced project manager and
engineer with over 18 dears of municipal infrastructure
experience. She is known by clients for successfully managin
and completing difficult and complex projects on time and
often bringing them in early. Her experience includes
preparation of preliminary reports and facility plans, parks,
pedestrian/bicycle pathways, water and sewer main design and rehabilitation,
project permitting, public participation and facilitation, and overall project
management.
Damon Morelli, Project Engineer
9
In his nine-year tenure with Green Valley, Damon has been
project manager and engineer on many streetscape, road
widening, and other municipal facility improvement projects. His
extensive experience includes: grading and drainage design,
complex hydrology and hydraulic studies, utility infrastructure
design, fire flow calculations and modeling of storm water
systems.
Kathleen Tezla. Staff Engineer
As a Project Engineer with Green Valley, Kathleen strives to incorporate her
combination of engineering and graphic skills into each of her projects for a unique,
aesthetically pleasing product. A natural people person, Kathleen enjoys working
closely with her clients to achieve their visions. She is proficient in AutoCAD Land
Desktop, StormCAD, Adobe Photoshop and Illustrator. In her spare time she can be
Project Team
and References
found at the local college taking classes to continually update her design and
computer skills.
Lonnie Wise, Engineering Technician
Mr. Wise has 15 years of CAD experience. He manages Green Valley's most
technically sophisticated and productive AutoCAD workgroup. Throughout his
career he has developed drawing production methods, document management
systems and network operating procedures which have enabled his staff to produce
high quality documents at production rates that are among the highest reported for
the industry.
Steve Sarsfield, Licensed Land Surveyor
Steve has over 20 years experience in municipal land surveying. At Green Valley he
is responsible for supervising the survey crew in their training, field methodologies
and productivity. Steve's experience ranges from topographic surveys, boundary
surveys, and ALTA surveys, to construction staking, preparation of right-of-ways,
easement documents, and legal descriptions for various projects.
r
Project Team
and References
related experience
Green Valley has very strong ties with the municipal community throughout the
North Bay. We have won numerous engineering awards for projects we have
delivered to our clients and we look forward to continuing our r relationship with
the City of Ukiah. Below you will find our related experience as it pertains to your
project with associated references. We encourage you to call your peers to confirm
Green Valley's ability to meet and exceed our expectations!
Gobbi and Orchard Street Signalization
The City of Ukiah retained Green Valley to provide
fast-track design and surveying services for the
installation of a new traffic signal, sidewalk, curb,
gutter and ADA ramps at the intersection of
Gobbi Street and Orchard Avenue. Green Valley
also provided utility coordination and relocation,
traffic signal and timing plan and design,
permitting, right-of-way acquisitions and
construction support services. In addition, because
of the close proximity of Orchard Avenue from the
Hwy 101 southbound ramps, special design
eatments ere required for this project to ensure
that the queuing from the signal would not block the ramp intersection. Funding
was obtained from the State Transportation Improvement Program (STIP) through
the Mendocino County Council of Governments (MCOG).
Reference: City of Ukiah, Richard J. Seanor, Deputy Director of Public Works
Mendocino Avenue Water and Sewer Main Rehabilitation
The Mendocino Avenue Water and Sewer Main
Replacement was an extensive reconstruction project
which included the replacement of 100 -year old water
and sewer mains, including the upgrade to 12" water
mains with new fire services on a 4 -lane major
thoroughfare through 4 signalized intersections.
Construction staging was critical as Mendocino runs
thru the heart of the downtown commercial and retail
center of Santa Rosa, as well as serving multiple high
rise residential complexes. Over 19,000 thousand
motorists use the thoroughfare on a daily basis. To facilitate construction, a detour
plan was made to convert the Avenue to one-way traffic. Extensive staging and
traffic control plans were created by Green Valley for the turnover.
The street reconstruction included stamped and colored asphalt concrete at key
intersections and ADA upgrades of pedestrian ramps at all intersections.
Reference: Lori Urbanek, City of Santa Rosa Public Works Department, (707)
543.3800
Project Team
and References
Railroad Square Storm Drain & Sewer Main Rehabilitation
This project entailed the raddition of ehabilitation of 2,800 linear feet of sewer main
located in the historic business center of the City. Work included innovative
trenchless technologies of inversion lining and pipebursting, conventional cut -and -
cover, and coordination with Caltrans and NWPRR. The project also has significant
environmental issues to be addressed during design.
Contact: Rita Miller, City of Santa Rosa Public Works, (707) 543.3800
Los Alamos High Level System Main Extensions
Project improvements consisted of connecting two existing higher main elevation
areas to the proposed high level Los Alamos water system that was installed with
Phases 8, 9 and 10 in the Skyhawk Subdivision. Design included the replacement of
existing 6" water main with new 12" pipe and installation of 12" transmission main
parallel to the existing 8" service main. All appurtenances and services were
replaced with the system upgrades.
Contact: Mike Prinz, City of Santa Rosa Utilities, (707) 543.4288
Terrace/Parsons Infiltration and Inflow Study Area
The City of Santa Rosa required sewer main replacement for a portion of Terrace
Way and Parsons Drive. All but one segment of the existing sewer main was 6 -inch
VCP, with the remaining segment 4 -inch PVC overflow pipe. Green Valley provided
design services for the replacement of the 4 -inch and 6 -inch pipe and the public
portion of the sewer laterals, along with replacement of the water services.
Contact: Mike Prinz, City of Santa Rosa Utilities, (707) 543.4288
Transportation Engineering Services
Mr. Dave Goble, Public Works Director
City of Fort Bragg
707.961.2823
Liz and the Green Valley team were the Prime Consultant for the design phase of
this extensive reconstruction project. The project consisted of roadway widening
and reconstruction for almost a mile of urban streetscape. Intricate grading design
was necessary to correct extreme cross slopes within the road bed, adjacent
sidewalks, and pedestrian ramps and achieve ADA compliance. Green Valley
provided funding procurement services to support the City as necessary. All
underground utilities were upgraded as well, including water, sewer and
stormdrain.
Approach & Scope of Work
TASK 1- Project Meetings
Green Valley will coordinate a kick-off meeting with the City of
Ukiah Public Works Director and other team members. At the
project kick off meeting we will address the following:
• Design and construction schedule
• Project approach
• Permitting issues and lead-time required, if any
• Utility company coordination
• Any other major project issues that have been identified by
project stakeholders
We would like to hold the kick-off meeting after we have topographic mapping prepared, and have marked out
our proposed alignment in the field. We would then hold the kick-off meeting In the field to review our
approach and proposed main locations and review any apparent conflicts or issues with other utilities, pavement
�`. condition, hydrant Vocations, etc.
If needed, we will update the proposed project schedule to reflect any changes in the starting date and
subsequent milestones for the project. Internal project meetings are anticipated to be held at the beginning of
the project and after each milestone submittal to review comments. Meetings will be held with City staff as
required to facilitate preparation of construction documents.' Progress meetings held after design milestones will
cover review of work products, the project schedule, and any outstanding issues that the City or design team
might have. Detailed meeting minutes will he prepared and distributed after each meeting to team members
and the City.
TASK 1 Project Deliverables: Meeting Notes, Field Review, Project Schedule
Task 2 — Information Gathering
2.1 Background Information
We have started gathering information and performing research on the proposed project, and have experience
of the immediate area by our recent completion of Gobbi Street Signal Project. We will prepare an annotated
photo log during the preparation of the mapping and will continue the process by noting unusual conditions
during the design phase. Our photo log will be brought to the first project "kick-off" meeting.
We will obtain existing utility base mapping from the various utility companies, and will review applicable
recorded and unrecorded documents and plans on file with City and County pertaining to Gobbi Street,
II Henderson Lane, Willow Street, and Spring Street. As the project scope is straightforward and time is of the
essence, we do not anticipate needing a pre -design report. After our research on any contamination issues or
utility conflicts, we will summarize and submit via a brief memo.
Task 3 Topographic Mapping & Surveying
To expedite the schedule, we will perform topographic mapping simultaneously with the kick off meeting and
1 information gathering. A field survey of the project limits will be performed, including obtaining existing
horizontal and vertical data necessary to construct the improvements. Prior to field surveys, we will work for
USA, to assist in identifying underground utilities that may be in conflict.
II Mapping will include the project area covering a sufficient distance beyond the proposed improvements to
properly design the project. Existing topographic surveys will be obtained from the City prior to project kick off.
All surveying will conform to Caltrans Survey Manual standards for accuracy and field procedures will follow
Caltrans Survey Manual and Safe Surveying Practices manual.
Approach & Scope of Work
Mapping will be prepared at 1 "=20" with 1 foot contours and hard copy and diskette in AutoCAD R2006
' provided. Underground utilities will be located as feasible. Existing pavement markings and roadside signs will
be mapped. Photographs will be taken to support efficient design services. Utility mapping will be obtained
from the various utility companies and added to the background.
Deliverables: Hard Copy of Topographic Survey Data and Mapping and Diskette in AutoCAD 82006
TASK 4-40% Plans, Specifications & Estimate
The 40% design documents will have enough detail to allow the
City to review our approach to lateral and service connections and
alignment concept. In addition, we will indicate the limits of the
main line to be abandoned and any potential utility conflicts that
will need to be potholed. The plan and profile sheets will indicate
existing right-of-way lines and any pertinent easements,
topographic features, and existing utility systems.
Green Valley will prepare plans for the following:
Replacement of all water mains and valves at Gobbi Street -State
Street Intersection which has two mains running north, 2 mains
running south, 1 east, 1 west. The main running west from the intersection will also be replaced from the Gobbi
Street -State Street intersection to the Gobbi Street -Oak Street intersection, a distance of about 450 feet. We
understand the new mains will be bypass lines with the abandonment of the existing lines in place as per the
Exhibit D in the request for proposal. The second part of the project consists of water main replacements in 3
separate residential locations. The new mains will be bypass lines with the abandonment of the existing lines in
place.
a.) Henderson Lane -replace approximately 500 linear feet of 2 -inch pipe with 6 -inch C-900 with the
addition of a new fire hydrant at the end. The line has approximately 12 service connections.
b.) Willow Street -replace approximately 500 linear feet of 6 -inch asbestos cement pipe with 6 -inch C-900.
There are approximately 12 service connections and potentially 2 valves that may or may not need to be
replaced.
c.) Spring Street -replace approximately 200 linear feet of 8 -inch steel pipe with 8 -inch C-900. There are no
service connections on this section.
The proposed plan sheet index for the 40% submittal is expected to include:
➢ Cover Sheet (1)
➢ Legend, Notes, and Abbreviations (1)
➢ Detail Sheet (2)
➢ Plan and Profiles (4)
Engineers Estimate & Specifications
A preliminary estimate of probable construction costs for the entire project will be prepared based upon our
plans at this stage. We will also prepare an outline of the technical specifications and submit five (5) copies to
the City.
Plan Submittal
We will prepare and submit for review 40% design plans which will include a title sheet plan and profiles of the
road water main improvements. The plan and profiles will show all pertinent topographic information, utilities
both above and below grade, and the road right of way with new alignment. We will address City comments to
the 40% design plans.
s
Approach & Scope of Work
Deliverables: Five (5) sets of preliminary plans will be submitted to the City of Ukiah for review and approval
prior to our proceeding with final improvement plans.
hydrants and shown all service tie-ins.
Task 5-75% Design Improvement Plans
A 75% submittal of the plans and specifications will incorporate all
comments from the City review of the 40% plans. Final horizontal
and vertical alignment, lateral and service connections, and detail
plan sheets will be included. Construction documents and
specifications will be prepared in accordance with the City Standard
Plans.
Any information that is required for hazardous material disposal will
be incorporated into the specifications at this stage. At this stage of
design we will have resolved issues with any utility conflicts,
determined final locations of appurtenances such as valves and
We will utilize a conservative trench section so that geotechnical services are not needed for pavement concerns.
If the City determines after plans have been started that street reconstruction will be necessary, we can provide
the necessary services to add this detail to the plan sets. An updated cost estimate will be prepared for review by
team members and City staff at this stage of the project.
Plan sheets will be prepared at 1 "=20 scale. The technical specifications will be prepared in modified Caltrans
format and incorporate the City's standard General Conditions, Contract, Proposal, and Notice to Contractors.
Deliverables: Five (5) sets of plans and specifications will be submitted to the City of Ukiah for review and
approval prior to our proceeding with final improvement plans.
Task 6 -Final Plans. Specifications and Bid Documents
100% Final Plans, Specifications, and Estimate Submittal
This phase incorporates comments from draft plans, specifications, and estimates and produces final plans,
specs, and estimates ready for advertisement. Upon receiving comments from the City, we will review each
comment and address as need in the plans and specifications.
Task 6 Deliverables:
1 set of reproducible mylar plans and one copy -ready set of specifications
• One copy of contract documents, plans and specifications in digital format, AutoCAD R2006
20 copies of specifications
• 20 sets of full size plans signed by Registered Engineer
Task 7 -Construction Cost Estimates
Cost Estimates:
Cost estimates will be prepared for the proposed project at the 40%, 75% and 100% submittals. Quantities will
be developed in accordance with standard Caltrans pay items. Caltrans Construction Cost Database will be used
to estimate item prices, unless otherwise directed by the City. Project estimates will show individual pay items,
quantities, and costs as well as project cost summary, including appropriate supplemental work items and
contingencies,
Approach & Scope of Work
Task 8 -Bid Assistance
We will assist in the bidding process including attendance at the
pre-bid conference, responding to questions during bidding and the
preparation of any required bid addenda.
Project Schedule
We have provided our initial project schedule within the proposal. It shows each task, start and end dates, and
task duration. We anticipate having 40% plans delivered by January 14, 2008 as requested by the City. Green
Valley will notify the City immediately of any problems that could adversely impact the project schedule.
I
ty o4 Ukiahent Project
W ater Main Design lmprQVem
Estimated Protect Schedule
September 14, 2D�7
ppr-OS MaY�Q�
Feb -0& Mar -OB
G e le�an
C
° N `�' T 1 N G ENG 1 N E E A 5 Oct 07 N,J07 ?eCo7
O
;Executlon Q
00 0
Meetings Information
Backgrpund
Background MaPPmg
Design Submittal077
Review Or
Design Subml I —
Review [�
`Final Design Preparation
_.mow
1 D
Advertise Pro!ect for Bids
_,.,art Proiect
CITY OF UKIAH
Water Main Improvement Projects
Estimated Hours and Fees
Green Valley Consulting Engineers
September 12, 2007
ESTIMATED DESIGN FEES
�w••��a 22 /9 0,o luo Z4 JZ $ 42,UJU.00 $ - $ 610,00
Estimated Design Fee Total $ 43,240.00
PM
PROPOSED HOURS
Pro) Engr Staff Engi Cad Survey
Admin
Subconsul.
Subtotal Fees
Direct
Costs
Task Total
Fees
TASK NUMBER
DESCRIPTION
$145
$135
$120
$105 $190
$70
Task 1 & 2
Project Meetings and Preliminary Research
8
10
4
8 0
4
$4,110 $ -
$ 100.00
$4,210
Task 3
Topographic Mapping
0
4
30 24
2
$8,330 $
$ 200.00
$8,530
Task
40% Design and Improvement Plans
4
24
40
16
4
$10,580 $
$ 75.00
$10,655
Task 5
Prepare 75%Design and Improvement Plans
4
20
32
20
16
$10,340 $
$ 75.00
$10,415
Task 6
Final Plans, Specifications
2
4
- 76
12
4
$4,290
$ 100.00
$4,390
Task
Cost Estimates
2
0
0
12
0
$1,550
$ 10.00
$1,560
--2-16
Task
Contract Assistance
0
8
2
$3,430 $ -
$ 50.00
$3,480
�w••��a 22 /9 0,o luo Z4 JZ $ 42,UJU.00 $ - $ 610,00
Estimated Design Fee Total $ 43,240.00
ITEM NO. 11c
DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A
MEMORANDUM OF UNDERSTANDING (MOU) WITH THE COUNTY OF
MENDOCINO TO ADMINISTER PUBLIC, EDUCATION, AND GOVERNMENT (PEG)
SERVICES FOR THE GREATER UKIAH VALLEY.
The City of Ukiah and County of Mendocino along with Willits and Fort Bragg each have
franchise agreements with Comcast to provide cable services to their respective
jurisdictions. The agreements require Comcast to set aside three channels for each of
the Cities for public, educational, and government (PEG) use. In the Greater Ukiah
Valley these Channels are 3, 64, and 65. Currently, the City of Ukiah broadcasts City
Council and Planning Commission meetings on Channel 3, and the County broadcasts
the Board of Supervisor meetings on Channels 64 and 65.
Due to a number of reasons, the Ukiah area has had limited success in the past in
maintaining a public access operator to administer and coordinate PEG operations.
Willits and Fort Bragg currently have active public access organizations providing these
services to their respective areas. In an effort to develop a coordinated level of PEG
access and services for the Greater Ukiah Valley, City and County Staff have discussed
the possibility of pooling financial resources granted for PEG in the Franchise
Agreements.
Continued on Page 2
RECOMMENDED ACTION: Authorize the City Manager to negotiate and execute a
MOU with the County of Mendocino to administer Public, Education, and Government
(PEG) services for the Greater Ukiah Valley.
ALTERNATIVE COUNCIL OPTIONS: Reject the recommended action and remand to
Staff with further direction.
Citizen Advised: N/A
Requested by: N/A
Prepared by: Sage Sangiacomo, Community/General Services Director
Coordinated with: Candace Horsley, City Manager
Attachments: 1. Outline of Available PEG Capital Funds
2. Draft PEG MOU
APPROVED: - U
Candace Horsley, City Man ger
Because the Federal Communications Commission (FCC) has set limitations as to the
areas a public agency may negotiate with a cable operator, franchise fees and financing of
public access television are the primary funding areas which are addressed in the
Franchise Agreements. The City has established the maximum allowable franchise fee of
5% of gross revenues. This is unrestricted funding and currently goes towards the general
fund. Fort Bragg provides 20% to their local PEG service provider for operational expenses
and Willits provides a yearly grant.
Remaining is the funding to be paid by Comcast to each public agency for the development
and operation of PEG access channels and related services. The FCC requires that cable
operators provide PEG channel access, at no charge, and that a franchising authority may
negotiate for funding to equip and operate such channels. Collectively, the County, Ukiah,
Willits, and Fort Bragg have a total of $1 million dollars available over the 15 year term of
the Franchise Agreements.
Attachment #1 provides a detailed outline of the $1 million dollars available for PEG capital
expenditures. The total amount available to each entity is based on a percentage formula
of the total number of cable customers in each of the jurisdictions. The City of Ukiah's
percentage is estimated at 26% ($260,000) of the total number of cable subscribers in the
entire County. The County's percentage for the Greater Ukiah Valley is approximately 25%
($250,000). Collectively, approximately 51% ($510,000) of the total PEG designated funds
could be available to the Ukiah System if the City of Ukiah and the County form a
collaborative.
Both the City and the County are holding the PEG capital funding disbursed to date in
separate trust accounts. Since Fiscal Year 2005/5006, the County has also allocated
some of its franchise fees to be used by the three system areas (Ukiah, Fort Bragg, and
Willits) for operational expenses. The County has reserved the operational funding in a
trust until such time as the Ukiah system is fully developed. The money allocated by the
County for PEG operations is a yearly allocation taken from a portion of the County's
franchise fees and to date has been split among the three systems based on number of
subscribers.
Given the limited amount of funding available over the 15 year term of the Franchise
Agreements, it would be beneficial to consider coordinating the City and County's efforts
for the Ukiah system. The collaboration would consolidate financial resources to allow
for a greater level of PEG services. In recent discussions, County Staff is willing to take
forward a proposal that would establish the County's Information Services Division as
the coordinating entity for the Ukiah system. This would eliminate the burden on the
City to coordinate and maintain these services. Furthermore, the County has a
successful history of coordinating with local organizations to provide PEG services in
Willits and Fort Bragg. A draft version of the MOU is attached for review.
Attachment #1
Outline of PEG Grant Fundin
First installment of $200,000 received in July 2005.
Second installment of $200,000 due on June 19, 2006.
Third installment of $200,000 due on June 19, 2007.
Fourth installment due on June 19, 2009 and Fifth installment due on June
19, 2011. These installments are subject to the following:
o $100,000 — County must show that County or PEG organization has
cablecast an average of at least ten hours of original community oriented
programming per week during the prior six-month period. (Fourth
installment — between October 19, 2008 and April 19, 2009) (Fifth
installment — between October 19, 2010 and April 2011).
o $50,000 — Subject to the County and Cities (Ukiah, Willits and Fort
Bragg) collectively collecting during the prior 12 months the signatures of
400 cable subscribers who state that they find value in the programming
show on the PEG channels. (Fourth installment — between April 19, 2008
and April 19, 2009) (Fifth installment — between April 19, 2010 and April
19, 2011).
o $50,000 — Subject to the County and Cities (Ukiah, Willits and Fort
Bragg) collectively collecting in years 4 (2008), 5 (2009), 6 (2010) and 7
(2011) at least $25,000 in cash or verifiable in-kind contributions for the
support of PEG programming from sponsorships, tape sales, or other
fundraising methods. Any income derived from the lease or sublease of
any PEG studios or facilities shall not be considered as in-kind
contributions.
o County will be paid an additional $0.25 per subscriber per month for
every subscriber of record in the entire County service area that exceed
the number of subscribers existing on January 1, 2005 during years 10
(2015) and 11 (2020). Payments of these additional grants will occur
quarterly consistent with scheduling of franchise fee payments.
Other PEG Conditions
Upon Counties request, Comcast will insert once a year (at a mutually agreed
upon time) a bill insert consisting of a pledge card that seeks pledges of
monthly support of PEG. Comcast will run spot ads 14 consecutive days
coinciding with the mailing.
Comcast will also run 100 spot ads each month on all cable channels it
normally runs local advertisements. These ads will be to promote PEG.
County will produce and provide the copy of the spot ad; all other costs are
borne by Comcast.
ATTACHMENT #2
DRAFT MEMORANDUM OF UNDERSTANDING
COLLABORATIVE TO PROVIDE PUBLIC, EDUCATION, AND GOVERNMENT
TELEVISION ACCESS TO THE UKIAH VALLEY AREA
THIS AGREEMENT is executed this day of 2007, by
and between the CITY OF UKIAH, a municipal corporation, hereinafter referred
to as "the City," and the COUNTY OF MENDOCINO, hereinafter referred to as
"the County".
RECITALS
WHEREAS, the City and the County have entered into Franchise
Agreements with Comcast for cable television services; and
WHEREAS, the Franchise Agreements call for Public, Education, and
Government (PEG) services; and
WHEREAS, the City and County wish to work in a collaborative to provide
PEG services for the Ukiah Valley Area; and
WHEREAS, the City wishes to obtain specialized services in order to
facilitate PEG services; and
WHEREAS, the County is already obtaining specialized PEG services
through existing contracts with two providers in the Willits and Fort Bragg Areas;
and
WHEREAS, the County is willing to coordinate the development of PEG
services for the Ukiah Valley Area and provide ongoing project management; and
WHEREAS, pursuant to Government Code section 6502, two or more
public entities by agreement may jointly exercise any powers common to both
parties, including exercise of such powers in each other's jurisdictions, and
pursuant to Government Code section 6506, such agreement may provide that
one party shall be responsible for providing all of the services to each party in
exchange for considerations specified in such agreement; and
WHEREAS, the City and the County therefore desire to enter into a joint
exercise of powers agreement whereby the County shall be responsible for
developing and maintaining PEG services for the City and the County for the
Ukiah Valley Area in exchange for the City transferring all grant funds collected
from Comcast in accordance with Section IG of the Franchise Agreement titled
"Grants for PEG Access Production and Programming Equipment."
IT IS HEREBY MUTUALLY AGREED AS FOLLOWS:
1. Purpose of Agreement. The County hereby agrees to provide the City with
services as stated in the scope of services herein, pertaining to PEG. A summary
of the services that will be furnished by County is attached hereto as Exhibit "A".
2. Obligations of the City. The City hereby agrees to meet all of its obligations
under this Agreement, including those included in the summary of the City's
requirements attached hereto as Exhibit "B".
3. Term of Agreement. The work under this Agreement shall begin , 2007
and shall continue through April 30, 2020. By mutual written consent of the City
and the County, this Agreement may be extended or modified.
4. Amount and Manner of Payment by the City. The City agrees to pay, and
the County agrees to accept as full and fair consideration for the performance of
this Agreement, an amount not to exceed the amount granted to the City from
Comcast under Section IG of the Franchise Agreement titled "Grants for PEG
Access Production and Programming Equipment." Compensation shall become
due and payable within 30 days of receipt of payment from Comcast.
5. Timely Performance. The City and the County agree to meet and confer with
regard to services as set forth herein as may be required to insure timely and
adequate performance of this Agreement.
6. Hold Harmless/Indemnification. The County shall indemnify, defend and
hold harmless the City, its officers, officials, employees and volunteers from and
against all claims, damages, losses and expenses, including attorneys' fees,
arising out of the performance of this Agreement caused in whole or in part by
any negligent act or omission of the County, any subcontractor, anyone directly
or indirectly employed by any of them or anyone for whose acts any of them may
be liable, except where caused by active negligence, sole negligence, or willful
misconduct by the City.
7. Termination. This Agreement may be terminated or amended by written
consent of both parties. The amount of damages, if any, as a result of such
termination or amendment may be decided by negotiations between the parties
or before a court of competent jurisdiction.
8. Entire Agreement. This Agreement constitutes the entire Agreement between
the parties hereto and supersedes any and all prior agreements, whether oral or
written, relating to the subject matter thereof. Any modification of this Agreement
will be effective only if it is in writing and signed by both parties hereto.
E
9. Severability. If any provision in this Agreement is held by a court of competent
jurisdiction to be invalid, void or unenforceable, the remaining provisions will
continue in full force without being impaired or invalidated in any way.
10. Authority. County and City each bind themselves, their partners,
successors, executors, and administrators and assigns to the other party to this
MOU, and to the partners, successors, executors, administrators and assigns of
such other party in respect to all covenants of this Agreement; and
11. Assignment. Except as above, neither County nor City shall assign, sublet,
or transfer this interest in this MOU without the written consent of the other.
12. Execution of Agreement. This Agreement may be executed in multiple
originals, each of which is deemed to be an original, and may be signed in
counterparts.
13. Applicable Law. Both parties agree that in the performance of this
Agreement, each will comply with all applicable State, Federal and local laws and
regulations. This Agreement shall be governed by and construed in accordance
with the laws of the State of California.
14. Notices. Whenever notice is permitted or required under the terms of this
Agreement, it shall be deemed given when received, if delivered personally, by
fax or by overnight courier, and 48 hours after deposit in the United States Mail
with proper first class postage affixed thereto. Notices shall be sent to the
following address or fax number, unless notice of an address change is given as
provided herein.
CITY OF UKIAH
C/O City Manager
Ukiah Civic Center
300 Seminary Ave.
Ukiah, CA. 95482
Fax: 463-6204
COUNTY OF MENDOCINO
C/O Information Services
841 Low Gap Road
Ukiah, CA. 95482
Fax: 463-4673
IN WITNESS WHEREOF, the parties hereto have executed these
presents in duplicate original the day and year first above written.
CITY OF UKIAH COUNTY OF MENDOCINO
City Manager
Date
Chair, Board of Supervisors
Date
3
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
ATTEST:
Clerk of the Board
APPROVED AS TO FORM:
JEANINE B. NADEL,
County Counsel
INSURANCE REQUIREMENTS:
KRISTIN McMENOMEY, Director
General Services Agency
By
RISK MANAGER
EXHIBIT A
Summary of Services to be Provided by the County of Mendocino
1. The County shall provide support for the use of cable television PEG access
channels provided pursuant to the City and County's Franchise Agreements with
Comcast.
2. The County shall be responsible for developing and maintaining all aspects of
PEG services for the City and the County for the Ukiah Valley Area.
3. The County shall provide ongoing project management for PEG services for
the City and County for the Ukiah Valley Area.
4. The County shall regularly coordinate with the designated representative of the
City with regard to the tasks described herein. The County shall meet and confer
with the City with regard to negotiating third party contracts for PEG services
prior to solicitation and selection.
5. Channel 3 shall be designated solely for City content unless otherwise agreed
to in writing by the City. The City shall have exclusive control of all content
broadcasted on Channel 3.
A. DESCRIPTION OF SERVICES
• OPERATE PUBLIC ACCESS CABLE CHANNEL(S). Operate the public access
cable channel(s) for public access programming with the primary purpose being
to administer, coordinate, and assist those requesting access on a non-
discriminatory basis.
• OPERATE GOVERNMENT AND EDUCATION ACCESS CABLE CHANNEL(S)
Manage the operation of educational and government access channel(s) with
the primary purpose being to administer, coordinate and assist Ukiah Valley
government agencies and educational institutions requesting access on a
nondiscriminatory basis.
• OPERATE A PUBLIC ACCESS CENTER. Manage a video production facility
available for public use.
• PROVIDE EQUAL ACCESS. Provide access to the use of the equipment,
facilities, channels, and services provided hereunder on a non-discriminatory
content neutral basis to all members of the community for non-commercial
programming purposes, whether individuals, groups, or organizations, pursuant
to operating rules promulgated by the County.
• DEVELOP OPERATING POLICIES AND PROCEDURES. Develop policies
and procedures for use and operation of the public access equipment, facilities,
and channel(s).
• COMPLIANCE WITH LAWS RULES, AND REGULATIONS. Administer the
channel(s) and facilities in compliance with applicable laws, rules, and
regulations and in accordance with the franchise agreement between the
City/County and Comcast.
• TRAINING. Train City residents, and provide technical advice in the execution
of productions.
• PLAYBACK/CABLECAST. Provide for the playback/cablecasting of programs
on the access channel(s).
• MAINTENANCE OF EQUIPMENT. Provide regular maintenance and repair of
all video equipment purchased with monies received pursuant to this
Agreement and/or donated, loaned, or leased to Contractor by the City.
• PROMOTION. Actively promote the use and benefit of the public access
channel(s) and facilities to cable subscribers, the community and public access
users.
• PERFORMANCE REVIEW. The County shall conduct an annual performance
review of PEG operations.
• OTHER ACTIVITIES. Undertake other public access programming activities
and services as deemed appropriate by County and consistent with the
obligation to facilitate and promote access programming and provide non-
discriminatory access.
EXHIBIT B
Summary of Obligations of the City
1. The City agrees to transfer to the County all PEG funds paid by Comcast in
accordance with Section IG of the Franchise Agreement titled "Grants for PEG
Access Production and Programming Equipment" located within the City's
designated trust account in the amount of $
2. The City agrees to transfer to the County all future PEG funds paid by
Comcast in accordance with Section IG of the City's Franchise Agreement titled
"Grants for PEG Access Production and Programming Equipment."
3. At it's own expense, the City shall be responsible for identifying, creating,
and/or providing all programming content for Channel 3.
7
ITEM NO. iia
DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE A
MEMORANDUM OF UNDERSTANDING BETWEEN THE COUNTY OF MENDOCINO
AND THE CITY OF UKIAH RELATED TO THE OPERATION, MANAGEMENT,
OVERSIGHT, AND MAINTENANCE OF LOW GAP REGIONAL PARK.
In 1973, the City and County entered into a cost sharing agreement based on use of
property located on Low Gap Road (APN.001.020.09). In this agreement, the County
agreed to pay $12,500 in exchange for use of a portion of the property. Under the terms
outlined in a Memorandum of Understanding (MOU), the County was allowed to develop a
portion of the property adjoining the County Regional Park at Low Gap, commonly referred
to as the "Park Use Area" which includes the Low Gap Park parking lot and adjacent
playground, tennis courts, beach volleyball court, and picnic facilities. Since the purchase,
the County at its own expense has operated and maintained the area.
While the cost sharing agreement is not set to expire until 2025, the County has recently
installed a new playground unit utilizing funds from the Proposition 12 Park Bond Actwhich
requires proof of land tenure for a period of at least 20 years. As such, the County
requested the re -issuance of a new MOU that would extend the agreement through 2027,
thus meeting the requirements of the grant for reimbursement. The new MOU will continue
to require the property to be maintained at the County's expense for park purposes and
provides addition liability protection for the City. The draft MOU is attached for Council's
review and consideration. Though immediate action on the MOU is needed due to
impending grant deadlines, the City and County will continue negotiations for a possible
land swap of this property as previously reported to Council.
RECOMMENDED ACTION: Authorize the City Manager to negotiate and execute a MOU
between the County of Mendocino and the City of Ukiah related to the operation,
management, oversight, and maintenance of Low Gap Regional Park.
ALTERNATIVE COUNCIL OPTIONS: Reject the MOU and remand to Staff with direction.
Citizen Advised: N/A
Requested by: County of Mendocino
Prepared by: Sage Sangiacomo, Community/General Services Director
Coordinated with: Candace Horsley, City Manager and David Rapport, City Attorney
Attachments: 1 - Draft MOU
APPROVED:
Candace Horsley, City Man er
ATTACHMENT #1
DRAFT MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding (MOU) entered into on the
day of , 2007 ("Effective Date"), by and
between the County of Mendocino (hereinafter referred to as "the County") and
the City of Ukiah (hereinafter referred to as "the City"):
Whereas, on June 26, 1973, the City and the County entered into a 'Cost
Sharing Agreement Based on Use' ("Use Agreement", see attached Exhibit A) for
property (APN 001-020-09) adjoining the County Regional Park on Low Gap
Road, said property being more particularly depicted and described in the
attached "Exhibit B" and "Exhibit C"; and
Whereas, the area subject to the Use Agreement ("the Parking Area") is a
portion of APN 001-020-09; and
Whereas, the terms of the Use Agreement granted the County of
Mendocino the use of "the Parking Area" for a parking facility for said park, in
return for a contribution toward the purchase price of APN 001-020-09, not to
exceed $12,500; and
Whereas, after the City's purchase of APN 001-020-09, the County
developed a portion of APN 001-020-09 ("the Park Use Area"), for a parking
facility, picnic tables, playground, tennis courts, volleyball courts, and a Rotary
Club memorial grove; and
Whereas, since 1973, the County has continually developed, improved,
installed, operated and maintained "the Park Use Area", which is more
particularly described in the attached "Exhibit D", as a portion of the County
Regional Park on Low Gap Road; and
Whereas, it is appropriate that the relationship between the City and the
County be memorialized with respect to the operation and maintenance of the
Park Use Area.
Now, therefore, the following are the terms and conditions of this MOU:
1. The County will continue at its own expense to operate, manage,
provide oversight of, and maintain the Park Use Area for the uses currently
conducted on that property as part of the County Regional Park on Low Gap
Road. The County shall maintain the current facilities on the Park Use Area in a
condition that allows for public use of the facilities for their intended purposes and
shall not permit or maintain a dangerous condition of public property thereon.
2. In the event that the County does not operate, manage, provide
oversight of, and maintain the facilities on the Park Use Area and within the
County Regional Park on Low Gap Road in its current condition as of the
Effective Date and in a condition as required by Section 1 of this Agreement, the
1
City shall have the right to provide written notice to the County of any conditions
that violate the requirements of this Section 2. Within 15 days of its receipt of the
notice, the County must provide the City with a written response, setting forth
remedies which are acceptable to the City. The current conditions of the facilities
of the Park Use Area are depicted on the attached "Exhibit E".
3. County will comply with all federal, state, and local laws and
ordinances as may be applicable to the carrying out this MOU.
4. The Term of the MOU shall commence on 2007
shall continue until , 2027. This MOU may be extended on its
same terms and conditions, for a period not to exceed twenty (20) years, upon
written agreement between the County and City.
5. The County shall indemnify, defend and hold harmless the City, its
officers, officials, employees and volunteers from and against all claims,
damages, losses and expenses, including the fees of attorneys, investigators,
experts, expert witnesses and consultants, arising out of the County's
performance under this Memorandum of Understanding, and the performance
there under of its contractors, subcontractors, officers, agents and employees or
anyone directly or indirectly employed by any of them or anyone for whose acts
any of them may be liable, except where the claim, damage, loss or expense is
caused by active, sole negligence, or willful misconduct of the City. County shall
name City as an additional insured under its insurance coverage, whether by an
insurance company or a joint powers agency. County shall furnish City with a
policy endorsement or other satisfactory evidence that such coverage is in effect
and that City is named as an additional insured.
6. County and City each bind themselves, their partners, successors,
executors, and administrators and assigns to the other party to this MOU, and to
the partners, successors, executors, administrators and assigns of such other
party in respect to all covenants of this Agreement; and
7. Except as above, neither County nor City shall assign, sublet, or
transfer this interest in this MOU without the written consent of the other.
8. This MOU may be terminated or amended by written consent of
both parties. Either party shall have the right to terminate the MOU upon the
failure of the other party to adhere to the conditions of the MOU. Notice of intent
to terminate shall be in writing, and shall provide that the party not in compliance
shall have the right to come into compliance within 60 days of receiving such
written notification.
9. If any section, subsection, subdivision, paragraph, sentence,
clause, or phrase of this MOU or any part thereof is, for any reason, held to
illegal, such decision shall not affect the validity of the remaining portions of this
Agreement or any part thereof.
2
10. No waiver, alteration, or modification of any of the provisions of this
MOU shall be binding unless in writing and signed by a duly authorized
representative of both parties to this Agreement.
11. Whenever notice is permitted or required under the terms of this
Agreement, it shall be deemed given when received, if delivered personally, by
fax or by overnight courier, and 48 hours after deposit in the United States Mail
with proper first class postage affixed thereto. Notices shall be sent to the
following address or fax number, unless notice of an address change is given as
provided herein.
CITY OF UKIAH
C/O City Manager
Ukiah Civic Center
300 Seminary Ave.
Ukiah, CA. 95482
Fax: 463-6204
COUNTY OF MENDOCINO
C/O Parks Division
841 Low Gap Road
Ukiah, CA. 95482
Fax: 463-4673
IN WITNESS WHEREOF, the parties hereto have executed these
presents in duplicate original the day and year first above written.
CITY OF UKIAH COUNTY OF MENDOCINO
City Manager
Date
ATTEST:
City Clerk
APPROVED AS TO FORM:
Attorney
Chair, Board of Supervisors
Date
ATTEST:
Clerk of the Board
APPROVED AS TO FORM:
JEANINE B. NADEL,
County Counsel
INSURANCE REQUIREMENTS:
KRISTIN McMENOMEY, Director
General Services Agency
By
RISK MANAGER
EXHIBIT A
GUST SUARINf, AGREEMENT
BASED ON USE
3 hHEREAS, the City of Ukiah has negotiated the purchase of
4 a parcel of property adjoining the proposed County Regional Park
5 on Low Gap Road, and
6 WHEREAS, the County of Mendocino has indicated, that in
7 return for the use of a portion of the property for a parking
8 facility for said park, the County of blepdoci¢n would contribute
9 toe half of the land purchase price, said figure not to exceed
0 $12,500.00.
in W I T N E S S E T H:
13
14 That the parties hereto agree to the following assurances.
IS .. That the County of Mendocino, State of California will
16 contribute one half of the land purchase price, said
17 figure not to exceed $12,500.00. Said contribution
18 to be made within 30 days from the closing of escrow.
19 2. That the City of Ukiah, State of California, will allow
20 said Count' to utilize a portion of the purchased
21 property for the parking of vehicles of those persons
22 utilizing the proposed Low Gap Regional Park. Said
23 portion utilized will be located in the sourthwest
24 portion of the parcel to be purchased. Said utilization
25 will be provided until the year 2025.
26 3. If the purchased property is not available to the County
27 for Park parking purposes prior to 2025, the City agrees
28 to reimburse the County's funding participation up to
29 $12,500.00 to the County.
30 IN WITNESS 1.HER60F, this agreement has been executed by
31 County this c�C/ 4 day of —y e+� ,1973, and by City this
32 day of_Ib„e� , 1973.
0
1
2
3
A
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
26'
25
26
27
25
29I
30
31
32
EXHIBIT A
Cmmnl aL Hm,da vino
State of 6alifolnia
L a n'nan, oar n Supervisors,
Me ndocino County
ATTEST:
VIOLA N. B CMARDSON, County
Ole rk an9 ez-officio Clerk
Of the' goad of Supe�or
Cit>' of ❑Ciah, State of
California, a 1•IUnic ip al
Corporation.
(%�,4layor �.T
�'
Attest:
5
EXHIBIT B
Mendocino County
� .rve.rvervn.w.ne.rv.,e,a
^`^ The City of Ukiah
.-.... Jai ✓Jo-! 1 Li.
9:61 L 2,.d-�-C. C' Ar✓r�
Tde Ordm No 68607 oe No_
45334
R[miniu 1� IL'1h�, iediea,nm ...
IS% 932 FAct593
JUL 15 10 32 Ph"'Zi
[E:',
r Grantee+at •above address o'au
r.., a25c mrvNa
❑ untv+kr .n mn •da, w. D,n..n..Nmna,N...
n w... ,un,lnlna mermn .. Ilm. nl eek.
3fnDibiDual brant �9eeb
FOR VALUE RECEIVED, CHARLES 511IIMIN and MARIE SNI11MIN, his wife,
THOMAS E. GOFORTH and SIIAn N GOFORTH, his wife, and
NEWELL DANCES and OOLLENE MNLES, his .,ifs,
GRANT—. TILE CITY or URIAN, a flunicipal Corporation,
ell 11u1 ma pmpeny muam in Ne
County of Mendocino , 9meal Celifomi, deunhed.t ldlow
BEGINNING a9 a point on the UOrtherly line of Let B, yokayo Ranci.o,
distant thereon South 71. 30' East, 673.19 flet from the 'lerthwest c e
of said Lot D; thence couch 60e 10' Nest, 237.26 feet; thence South 3n•55'
East, 409.89 feet: thence South 39. 25' Last, 71.34 feet; Chante ,art, 35`
26' Gast, 222.33 feet thence Nnath R2. 27' East, 224.74 feet; thence .South
51° 32' East. 290.11 f"0: thane South 75. 10' East, 103.6n feet: thence
North 18. 30' East, 215.04 feat to said Ilortherly line of Lot e; thence
North 71. 30' nest along said Northerly line 093.54 feet to the point of
beginning.
ERCEpxING there Ermul a strip of land 20 feet is width lying along and
adjacent to said Northerly line of Lot R, and containing after said
e..Ceprice, 5.00 acres, more or less.
Debt duly 9. 19 73
Ya
GATE os CAURNhIA
C.ua.e1 Nendolln,
p July 23 ,1.73 Nmm w. m,a ym,
x'cE �Yt�ilh }iS.R�a � J
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EXHIBIT B
Mendocino county
CERTIFICATE M ACCErtANCE
TIh S. le..eih• Ila.I a,. 1.01.11 F.mlall
..v ...... ad M IF. a..a.I—Ido.e—
i..mtharlmi-snvemin .end MA"a, shirmin, at 41
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Cela 7-3e-73 E' v, &'.q—
UCINA.roB...
CM BUSINESS - FREE
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a... m.a Iq ..ennirvv, . d
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Or, [er4 .f IM Car of VH.x
boos 932 tktE594. 45334
EXHIBIT "C"
Legal Description
All that portion of Lot 8, of the Yokayo Rancho, lying within the County of Mendocino.
State of California, being more particularly described as follows:
Commencing at a point on the northerly line of Lot 8, of the Yokayo Rancho, said point
lying S 71030'E, 673.19 feet from the northwest comer of said Lot 8; thence leaving said
point of commencement S 60019'00" W, 26.84 feet to the True Point of Beginning;
thence leaving said True Point of Beginning S 60019'00" W, 210.43 feet; thence S
38°55'00" E, 409.89 feet; thence S 39°25'00" E, 71.34 feet; thence N 18°30'00" E,
241.89 feet; thence N 43°38'01 W, 110.16 feet; thence N 18030'00" E, 122.07 feet;
thence N 71030'00" W, 168.14 feet to the True Point of Beginning, containing 2.09
Acres, more or less. ,
This real property description has been prepared by me or under my direction in
conformance with the Professional Land Surveyors' Act.
1t0 0. Z. 4C Dated: ¢'Z/ -OG
Arthur W. Colvin, LS 6112, Exp.: 3-31-08
County Surveyor
0
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EXHIBIT D
I
ITEM NO: Ile
MEETING DATE: Oct. 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: DISCUSSION OF POSSIBLE JOINT MEETING DATES AND TOPICS WITH
THE UKIAH VALLEY SANITATION DISTRICT
This item is for Council's discussion of scheduling a joint meeting with the Ukiah Valley
Sanitation District. If the Council would like to move forward on a meeting, staff is
requesting several potential dates and topics that can then be forwarded to the Sanitation
Board members for coordination.
RECOMMENDED ACTION: Discuss and provide direction.
Citizens Advised:
Prepared by: Candace Horsley, City Manager
Coordinated with:
Attachments: None
Approved: t
Candace Horsley, Cit I
Manager
ITEM NO: 11f
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: DISCUSSION OF CITY COUNCIL CONFERENCE AND TRAINING
BUDGET
During the Budget Sessions, the Council requested that a discussion regarding the City
Council Conference and Training Budget be agendized. The adopted Fiscal '07-08 Budget
has an allocated conference and training expense of $3,500.00 for the City Council as a
whole. The question raised during the budget sessions was whether the Council would
like to allocate a portion of this allocation for individual Councilmembers, to ensure that a
minimum amount was reserved for each member's use.
RECOMMENDED ACTION: Discuss and provide direction.
Citizens Advised:
Requested by: City Council
Prepared by: Candace Horsley, City Manager
Attachments: None
Approved: /
Candace Horsley, City anager
ITEM NO: 11y
MEETING DATE: October 3, 2007
AGENDA SUMMARY REPORT
SUBJECT: DISCUSSION OF MAYOR'S BUILDING IMPROVEMENT RECOGNITION
PROGRAM
Throughout the City there are improvement projects, whether new buildings or
rehabilitation of existing buildings, where the property owner has taken special care and
attention to detail or committed additional funding to provide special enhancements that
really makes a visible and pleasing difference to their property. Several years ago the
Council discussed a recognition program to a property owner for these improvements.
However, the decision was made to establish a committee and the process got bogged
down in details and criteria. It is now being proposed that there be a Mayor's recognition
program whereby Councilmembers, staff or members of the public could present to the
Mayor suggested properties to be considered. The Mayor would then consult with the
Community Development Director regarding the project and a special letter would be sent
by the mayor on behalf of the City in recognition and appreciation to the property owner
for their efforts toward improving their community visually. The list of properties
recognized with this letter would be included in the appropriate Council agenda packets.
RECOMMENDED ACTION: Discuss and provide direction.
Citizens Advised:
n/a
Requested by:
Mayor and staff
Prepared by:
Candace Horsley
Attachments:
None
Approved:
Candace Horsley, Cit Manager