Minutes — Cloverdale City Council, August 9, 2023

City Council Minutes - August 9, 2023 - Page 1 of 4
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - FINAL

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, AUGUST 9, 2023
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the meeting to order at 6 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll CallPresent: Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler

Absent: None.

Conflict of Interest Declaration - Mayor Lands recused himself from item I.1 due to a conflict of interest.

Agenda Review (Changes and/or Deletions) - None.

B. PUBLIC COMMENTS:

None.

C. COMMUNICATIONS
C.1 Millie Thomas - Citrus Fair Ramp
City Manager Kelley reported.

D. STUDENT LIAISON REPORT
None.

E. PROCLAMATIONS
None.

F. PRESENTATIONS
None.

G. CONSENT CALENDAR:

A motion was made by Councilmember Bagby, seconded by Vice Mayor Wolter, to waive reading of the text and adopt the Consent Calendar.

The motion carried by the following vote:

City Council Minutes - August 9, 2023 - Page 2 of 4
Yes: (5) Mayor Lands, Vice Mayor Wolter, Councilmembers: Bagby, Morgenstern, Wheeler No: (0) None.

Abstain: (0) None.

Absent: (0) None.

G.1 Minutes Approval - July 26, 2023
Action: Approved as submitted.

G.2 Professional Services Agreement with First Carbon Solutions for updating the General Plan Circulation Element to address Senate Bill (SB) 743 and transition of CEQA transportation analysis from congestion-based metric “Level of Service” to the Statemandated metric of vehicle-miles traveled Action: Resolution Adopted
RESOLUTION NO. 063-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH FIRST CARBON

SOLUTIONS (FCS) TO PROVIDE SERVICES RELATED TO UPDATING THE GENERAL PLAN

CIRCULATION ELEMENT AND CEQA TRANSPORTATION ANALYSIS IN THE AMOUNT OF $137,006, ESTABLISHING A 10% CONTINGENCY OF $13,700 AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY COUNCIL INCLUDING ANY CHANGE ORDERS UP TO THE APPROVED PROJECT BUDGET OF $150,706.

G.3 Appointing Coastland Civil Engineering as the Engineer of Work to prepare bid documents for the Clark Avenue Rehabilitation Project
Action: Resolution Adopted
RESOLUTION NO. 064-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPOINTING COASTLAND CIVIL ENGINEERING AS THE ENGINEER OF WORK

TO PREPARE BID DOCUMENTS FOR THE CLARK AVENUE REHABILITATION PROJECT AND

AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH COASTLAND CIVIL ENGINEERING INC. FOR THE WORK.

G.4 Professional Services Agreement with West Yost & Associates, Inc. to design and provide engineering services during construction for well and station improvements Action: Resolution Adopted
RESOLUTION NO. 065-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST & ASSOCIATES, INC. TO PERFORM ENGINEERING SERVICES FOR WELL AND STATION IMPROVEMENTS TO THE CITY’S WATER TREATMENT SYSTEM AND AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT ON BEHALF OF THE CITY.

H. PUBLIC HEARINGS
None.

Mayor Lands left the dais at 6:05 p.m. and Vice Mayor Wolter presided over item I.

City Council Minutes - August 9, 2023 - Page 3 of 4
I. NEW BUSINESS
I.1 Resolution Ordering the Property Located at 1215 S. Cloverdale Boulevard to Connect to the Sanitary Sewer System Pursuant to Cloverdale Municipal Code section 13.16.040 City Manager Kelley introduced the item.

Public Comment(s):

Jason Hurst spoke regarding the item.

Ann Hathaway spoke regarding the item.

Jamie King spoke regarding the item.

Council discussed the item and Staff responded to inquiries and comments.

Action: A motion was made by Councilmember Bagby, seconded by Councilmember Wheeler, to waive reading of the text and adopt as amended:

RESOLUTION NO. 066-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ORDERING THE PROPERTY LOCATED AT 1215 S. CLOVERDALE BOULEVARD

TO CONNECT TO THE SANITARY SEWER SYSTEM PURSUANT TO CLOVERDALE MUNICIPAL CODE SECTION 13.16.040.

The motion carried by the following vote:

Yes: (4) Vice Mayor Wolter, Councilmembers: Bagby, Wheeler, Morgenstern No: (0) None.

Abstain: (1) Mayor Lands

Absent: (0) None.

Mayor Lands returned to the dais at 6:45 p.m.

J. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter
Finance, Administration & Police: Chair Lands reported.

Last Meeting Agenda | Next Meeting - Aug. 7 & Oct. 2, 2023 (Sept 4, 2023 Cancelled) Planning & Sustainability: Chair Bagby reported.

Last Meeting Agenda | Next Meeting - Aug. 15, 2023
Public Works & Facilities: Vice Chair Wheeler reported.

Last Meeting Agenda | Next Meeting - Aug. 22, 2023
Joint City/Cloverdale Unified School District: Chair Morgenstern reported.

Last Meeting Agenda | Next Meeting - Aug. 21, 2023
City Council Minutes - August 9, 2023 - Page 4 of 4
Homelessness Community Advisory Group: Chair Wheeler reported.

Last Meeting Agenda | Next Meeting - Oct. 9, 2023
K. COUNCILMEMBER REPORTS
Vice Mayor Wolter reported.

K.1 Written Reports
Councilmember Bagby provided written reports.

L. INFORMATIONAL REPORTS
None.

M. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
M.1 City of Cloverdale Opposition Letter - SB423
City Manager Kelley reported.

N. CITY MANAGER/CITY ATTORNEY REPORT(S)
Staff responded to Councilmember inquiries.

O. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
None.

P. ADJOURNMENT
Mayor Lands adjourned the meeting at 6:49 p.m. to the next regular meeting of the Cloverdale City Council scheduled for August 23, 2023.

APPROVED ON: August 23, 2023
__________________________
Mike Maloney, City Clerk
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

THIS MEETING IS OPEN TO THE PUBLIC IN

PERSON AND VIA THE ZOOM LINKS BELOW
PUBLIC PARTICIPATION:

The City Council welcomes public interest, attendance, and participation at meetings.

Attendees may join open session both in-person at theCloverdale Performing Arts Center, 209 N. Cloverdale Blvd, virtually at www.zoom.us/join, or by telephone: 1.669.900.6833, both using Meeting ID: 823 1668 4527; or directly online at https://us02web.zoom.us/j/82316684527.

Public Session meetings are also streamed on YouTube via live webcast at cloverdale.net/youtube.

Effective March 1, 2023, if a technical issue arises with Zoom or the phone dial-in option, the meeting will continue unless it is being held pursuant to the provisions of Assembly Bill 2449.

Members of the public may provide comment on an agenda item in-person or online via Zoom during the public comment periods. Zoom attendees will be muted until they are called upon by the Mayor or City Clerk. To make a public comment on Zoom, use the raise hand icon, or dial *9 if you are calling in. Please state your name for the record. Once you start, you will have three (3) minutes to speak. Please note the City Council is unable to respond directly to questions or enter into dialogue with commenters. Written comments may alternatively be submitted prior to the meeting via email to the City Clerk at [email protected]. Please note, all written comments received are considered public records and subject to disclosure under the California Public Records Act.

COUNCILMEMBER PARTICIPATION:

Councilmembers participate in person or teleconference methods consistent with traditional provisions of the Brown Act, unless the meeting is being held pursuant to provisions of Assembly Bill 2449.

The City Council may recess for breaks and agenda items may be taken out of order.

AGENDA

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, AUGUST 9, 2023
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
1 A. OPENING PUBLIC SESSION
Call to Order
Pledge of Allegiance
Roll Call
Conflict of Interest Declaration
Agenda Review (Changes and/or Deletions)
B. PUBLIC COMMENTS:

Any person wishing to speak to the City Council on any item not listed on the agenda may do so at this ?me.

Members of the public have the right to speak on any item on the Council Agenda at the ?me the item comes up for consideration. Pursuant to the Brown Act, the City Council is not allowed to consider issues or take action on any item not listed on the agenda. Three minutes are typically allotted to each speaker.

C. COMMUNICATIONS
Council may discuss at this ?me wri@en communications sent to Councilmembers since the last council mee?ng.

Written communications to be discussed will be listed below, if any.

C.1 Millie Thomas - Citrus Fair Ramp
D. STUDENT LIAISON REPORT
Now Accepting Student Liaison Applications: www.cloverdale.net/studentliaison E. PROCLAMATIONS
F. PRESENTATIONS
G. CONSENT CALENDAR:

All items under the Consent Calendar will be considered together by one ac?on of the City Council unless any Councilmember or member of the public requests that an item be removed and considered separately.

G.1 Minutes Approval - July 26, 2023
Recommended Action(s):

Approve the July 26, 2023 Draft Minutes.

G.2 Professional Services Agreement with First Carbon Solutions for updating the General Plan Circulation Element to address Senate Bill (SB) 743 and transition of CEQA transportation analysis from congestion-based metric “Level of Service” to the State- mandated metric of vehicle-miles traveled Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution Of The City Council Of The City Of Cloverdale Appointing Coastland Civil Engineering As The Engineer Of Work To Prepare Bid Documents For The Clark Avenue Rehabilitation Project And Authorizing The City Manager To Enter Into An Agreement With Coastland Civil Engineering Inc. For The Work.”
G.4 Professional Services Agreement with West Yost & Associates, Inc. to design and provide engineering services during construction for well and station improvements Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution Of The City Council Of The City Of Cloverdale Approving A Professional Services Agreement With West Yost & Associates, Inc. To Perform Engineering Services For Well And Station Improvements To The City’s Water Treatment System And Authorize The City Manager To Execute An Agreement On Behalf Of The City.” H. PUBLIC HEARINGS
I. NEW BUSINESS
I.1 Resolution Ordering the Property Located at 1215 S. Cloverdale Boulevard to Connect to the Sanitary Sewer System Pursuant to Cloverdale Municipal Code section 13.16.040 Recommended Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Ordering the Property Located at 1215 S. Cloverdale Boulevard to Connect to the Sanitary Sewer System Pursuant to Cloverdale Municipal Code section 13.16.040.”
J. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter Finance, Administration & Police:

Last Meeting Agenda | Next Meeting - Aug. 7 & Oct. 2, 2023 (Sept 4, 2023 Cancelled) Attachment 2 - Exhibit A - Scope of Work
Attachment 3 - SB743 VMT Factsheet
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Proposal
Attachment 3 - Exhibit B - Rehabilitation Map
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Proposal
Agenda Report
Attachment 1 - Resolution
Attachment 2 - Exhibit A - Letter to Property Owner
Attachment 3 - Permit Sonoma Findings Report
Attachment 4 - RWQCB Notice of Violation
3 Planning & Sustainability:

Last Meeting Agenda | Next Meeting - Aug. 15, 2023
Public Works & Facilities:

Last Meeting Agenda | Next Meeting - Aug. 22, 2023
Joint City/Cloverdale Unified School District:

Last Meeting Agenda | Next Meeting - Aug. 21, 2023
Homelessness Community Advisory Group:

Last Meeting Agenda | Next Meeting - Oct. 9, 2023
K. COUNCILMEMBER REPORTS
K.1 Written Reports
L. INFORMATIONAL REPORTS
M. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
M.1 City of Cloverdale Opposition Letter - SB423
N. CITY MANAGER/CITY ATTORNEY REPORT(S)
O. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
P. ADJOURNMENT
To the next regular meeting of the Cloverdale City Council scheduled for August 23, 2023.

CERTIFICATE OF POSTING
I, Mike Maloney, City Clerk, do hereby declare under penalty of perjury that the foregoing agenda was posted on the outdoor bulletin board at City Hall, 124 N. Cloverdale Blvd., Cloverdale, CA 95425; online at www.cloverdale.net/agendacenter; and made available for public review at least 72 hours prior to the meeting as required by the Brown Act Date posted: August 3, 2023 Time posted: 12:10 p.m. City Clerk Signature: s/Mike Maloney

IMPORTANT NOTICES REGARDING CITY COUNCIL MEETINGS
SPECIAL NEEDS ACCOMMODATIONS: In compliance with the Americans with Disabilities Act and Title VI, if you need special assistance to participate in this meeting, please contact the City Clerk's office at [email protected] or 707.894-1712. Notification at least 72 hours prior to the meeting will enable the City to make reasonable accommodations are made to provide accessibility to the meeting.

AB343 REQUIREMENTS: Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Hall offices located at 124 N. Cloverdale Blvd., Cloverdale, CA 95425 during normal business hours.

WAIVER WARNING: If you challenge decisions/directions of the City Council in court, you may be limited to raising only Councilmember Bagby
SB423 Opposition Letter
4 those issues you or someone else raised at public hearings described in this agenda, or in written correspondence delivered to the City of Cloverdale, or prior to, the public hearing.

TRANSCRIPTIONS: The City does not transcribe its proceedings, however, Zoom translation may be available upon request. Anyone who desires a verbal or written record of this meeting should arrange for an attendant by a court reporter or for other acceptable means of recording. Such arrangement will be at the sole expense of the individual requesting the recordation. Question about this agenda should be directed to City Hall at 707-894-2521. Video recordings are available at www.cloverdale.net/agendacenter. 5 1
From:

Sent: Friday, August 04, 2023 3:47 PM
To: [email protected]
Cc: David Kelley; City Council; Hector Galvan; 'Philip Thomas' Subject: Citrus Fair off ramp
My name is Millie Thomas and I have lived in Cloverdale, California for the past 18 years. During that Ɵme period I have sent several service requests to Caltrans addressing the maintenance of the Citrus Fair off ramp.

There is a medium strip with trees (no irrigaƟon). The area is oŌen full of weeds and Caltrans has periodically addressed the weed problem, but that is all. There are trees that have died and trees that are now bushes. The trees that did survive need pruning. It is the entrance to our downtown and it is not aƩracƟve or inviƟng.

I have discussed the problem with city officials over the years and city staff has made an effort to remove weeds.

I brought this issue to the aƩenƟon of the Public Works CommiƩee of Cloverdale several weeks ago. There is agreement that this is Caltrans responsibility. However city officials did appear to be somewhat open to collaboraƟon. There was some concerns that Caltrans would not welcome city involvement.

As a state representaƟve, I am coming to you in hopes you might help resolve this issue. I am hopeful the city and state could collaborate to address this problem. The following is needed:
 Regular weed abatement on ALL the Citrus Fair medium strips (there are at least three strips, but only one that has trees)
 Pruning the trees that have survived
 Replacement of dead trees and shrubs that were once trees  Ideally all the trees would be the same (might as well dream big)  IrrigaƟon for the trees, at least unƟl their root systems are deep enough  Mulch around the trees to reduce weeds
It was also menƟoned at the Public Works meeƟng that the South Cloverdale off ramp is also in need of aƩenƟon.

Any direcƟon or help would be appreciated.

Thank you
Millie Thomas
6 City Council Minutes - July 26, 2023 - Page 1 of 5
124 N. Cloverdale Boulevard
Cloverdale, CA 95425
Phone: 707-894-2521
www.cloverdale.net

MINUTES - DRAFT

REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING OF THE CLOVERDALE COMMUNITY

DEVELOPMENT SUCCESSOR AGENCY BOARD OF DIRECTORS
WEDNESDAY, JULY 26, 2023
6:00 PM

CLOVERDALE PERFORMING ART CENTER
209 N. CLOVERDALE BOULEVARD, CLOVERDALE, CA 95425
A. OPENING PUBLIC SESSION
Call to Order - Mayor Lands called the meeting to order at 6:00 p.m.

Pledge of Allegiance - Mayor Lands led the pledge of allegiance.

Roll Call - Present: Mayor Lands, Councilmembers: Bagby, Morgenstern, Wheeler - Absent: Vice Mayor Wolter
Conflict of Interest Declaration - None.

Agenda Review (Changes and/or Deletions) - None.

B. PUBLIC COMMENTS:

None.

C. COMMUNICATIONS
None.

D. STUDENT LIAISON REPORT
None.

E. PROCLAMATIONS
E.1 Proclamation - Disability Pride Month 2023
Councilmember Wheeler read the Proclamation.

E.2 Proclamation - National Night Out 2023
Mayor Lands read the proclamation and Lieutenant Parker accepted it on behalf of the Cloverdale Police Department. City Manager Kelley reported on the upcoming National Night Out event.

F. PRESENTATIONS
None.

G. CONSENT CALENDAR:

Action: A motion was made by Councilmember Bagby, seconded by Councilmember Wheeler, to waive reading of the text and adopt the Consent Calendar. 7 City Council Minutes - July 26, 2023 - Page 2 of 5
The motion carried by the following vote:

Yes: (4) - Mayor Lands, Councilmembers: Bagby, Morgenstern, Wheeler No: (0) - None
Abstain: (0) - None

Absent: (1) - Vice Mayor Wolter
G.1 Approval of Minutes - June 14, 2023

ACTION: Approved as summited
G.2 Resolution accepting Public Improvements performed by Rege Construction for the Basketball Courts at 2nd Street Park.

ACTION: Resolution Adopted
RESOLUTION NO. 056-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE ACCEPTING PUBLIC IMPROVEMENTS PERFORMED BY REGE CONSTRUCTION INC. FOR THE 2ND STREET CITY PARK BASKETBALL COURTS
G.3 Annual Adoption of a Resolution to Approve the Ad Valorem 2023-24 Tax Rate for Inclusion on Property Tax Bills to Fund CalPERS Retirement Expenses ACTION: Resolution Adopted
RESOLUTION NO. 057-2023 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE SETTING THE AD VALOREM TAX RATE FOR PUBLIC EMPLOYEE RETIREMENT SYSTEM RETIREMENT BENEFITS FOR FISCAL YEAR 2023-24 G.4 Budget Amendment to incorporate expenditures that were expected in fiscal year 2022/23 into the fiscal year 2023/24 budget
ACTION: Resolution Adopted
RESOLUTION NO. 058-2023 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE APPROVING A BUDGET AMENDMENT TO MOVE PROJECTS AND PURCHASES PROJECTED TO BE COMPLETED IN FISCAL YEAR 2022/23 TO FISCAL YEAR 2023/24 BUDGET
G.5 Amendment No. 3 to Professional Services Agreement with West Yost Associates, Inc. to provide City Engineer Services
ACTION: Resolution Adopted
RESOLUTION NO. 059-2023 ENTITLED: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST, INC. TO PROVIDE PROFESSIONAL CITY ENGINEERING

SERVICES, AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AMENDMENT AT AN 8 City Council Minutes - July 26, 2023 - Page 3 of 5

ADDITIONAL COST NOT TO EXCEED TWO-HUNDRED AND EIGHTY-TWO THOUSAND DOLLARS ($282,000)
G.6 Agreement with Cloverdale Ambulance for the purchase of a 2007 Cloverdale Police Department Chevy Tahoe
ACTION: Resolution Adopted
RESOLUTION NO. 060-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF CLOVERDALE APPROVING AN AGREEMENT WITH CLOVERDALE AMBULANCE FOR THE PURCHASE OF A 2007 CLOVERDALE POLICE DEPARTMENT CHEVY TAHOE IN AN AMOUNT NOT TO EXCEED $1 AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT.

H. PUBLIC HEARINGS
H.1 Resolution declaring all weeds growing within the City to be a public nuisance and declaring the City’s intention to remove and abate the same upon specified private properties under and in accordance with the provisions of the City of Cloverdale Municipal Code Chapter 8.16, entitled Weed Abatement
City Manager Kelley reported and responded to Councilmember inquiries.

Mayor Lands opened and closed the Public Hearing at 6:15 p.m.

A motion was made by Councilmember Bagby, seconded by Councilmember Morgenstern, to waive reading of the text and adopt:

RESOLUTION NO. 061-2023 ENTITLED: RESOLUTION DECLARING ALL WEEDS GROWING

WITHIN THE CITY TO BE A PUBLIC NUISANCE AND DECLARING ITS INTENTION TO REMOVE

AND ABATE THE SAME UPON SPECIFIED PRIVATE PROPERTIES UNDER AND IN

ACCORDANCE WITH THE PROVISIONS OF THE CITY OF CLOVERDALE MUNICIPAL CODE CHAPTER 8.16, ENTITLED WEED ABATEMENT.

The motion carried by the following vote:

Yes: (4) Mayor Lands, Councilmembers: Bagby, Morgenstern, Wheeler No: (0)
Abstain: (0)

Absent: (1) Vice Mayor Wolter
I. NEW BUSINESS
I.1 Approving a Professional Services Agreement with ArcSine Engineering to provide engineering services for design, programming, and integration of SCADA improvements and engineering services during construction.
9 City Council Minutes - July 26, 2023 - Page 4 of 5
City Manager Kelley introduced the item and City Engineer Apodaca reported and responded to Councilmember inquiries.

ACTION: A motion was made by Councilmember Bagby, seconded by Councilmember Morgenstern, to waive reading of the text and adopt:

RESOLUTION NO. 062-2023 ENTITLED: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CLOVERDALE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH ARCSINE

ENGINEERING TO PERFORM ENGINEERING SERVICES FOR SCADA IMPROVEMENTS The motion carried by the following vote:

Yes: (4) Mayor Lands, Councilmembers: Bagby, Morgenstern, Wheeler No: (0)
Abstain: (0)

Absent: (1) Vice Mayor Wolter
J. SUBCOMMITTEE REPORTS
Subcommittee Agendas, Approved Minutes, and Media are available at www.cloverdale.net/agendacenter
Finance, Administration & Police: Chair Lands reported
Last Meeting Agenda | Next Meeting - August 7, 2023
Planning & Sustainability: Chair Bagby reported
Last Meeting Agenda | Next Meeting - August 15, 2023
Public Works & Facilities: Vice Chair Wheeler reported
Last Meeting Agenda | Next Meeting - July 25, 2023 and August 22, 2023 Joint City/Cloverdale Unified School District: Vice Chair Morgenstern reported Last Meeting Agenda | Next Meeting - August 21, 2023
Homelessness Community Advisory Group: Chair Wheeler reported Last Meeting Agenda | Next Meeting - October 9, 2023
K. COUNCILMEMBER REPORTS
No additional reports.

K.1 Written Reports
Councilmember Bagby submitted.

L. INFORMATIONAL REPORTS
None.
10 City Council Minutes - July 26, 2023 - Page 5 of 5
M. LEGISLATIVE REPORTS, LETTERS OF SUPPORT/OPPOSITION
M.1 SB423 Letter
Council provided direction to Staff to support the letter of opposition.

N. CITY MANAGER/CITY ATTORNEY REPORT(S)
City Manager Kelley reported and responded to Councilmember Bagby.

O. COUNCIL DIRECTION ON FUTURE AGENDA ITEMS
None.

P. ADJOURNMENT
Mayor Lands adjourned the meeting at 6:42 p.m. to the next regular meeting of the City Council scheduled for August 9, 2023.

APPROVED ON:
_______________________
Mike Maloney, City Clerk
11 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

G.2
August 9, 2023
Agenda Section:

Consent
Staff Contact:

Kevin Thompson, Assist. City Manager/Community Dev. Dir.

Agenda Item Title:

Professional Services Agreement with First Carbon Solutions for updating the General Plan Circulation Element to address Senate Bill (SB) 743 and transition of CEQA transportation analysis from congestion-based metric “Level of Service” to the State- mandated metric of vehicle-miles traveled. ________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale approving a Professional Services Agreement with First Carbon Solutions (FCS) to provide services related to updating the General Plan Circulation Element and CEQA transportation analysis in the amount of $137,006, establishing a 10% contingency of $13,700 and authorizing the City Manager to execute the agreement on behalf of the City Council including any change orders up to the approved project budget of $150,706.” _______________________________________________________________________________________ Background
In September 2013, the State of California legislature signed into law Senate Bill 743 (SB 743) which changed how transportation impacts should be analyzed under the California Environmental Quality Act CEQA. The law established Vehicle Miles Traveled (VMT) as the appropriate methodology for measuring transportation environmental impacts of development projects. In February 2018, the State Office of Planning and Research (OPR) updated the CEQA statute, produced Technical Guidelines, and gave California cities a July 1, 2020, deadline to begin implementing the new law. This implementation deadline requires local jurisdictions to use VMT instead of Level of Service (LOS) to analyze transportation impacts under (CEQA). To comply, Cloverdale needs a new citywide VMT policy and to provide established and consistent criteria for analyzing transportation impacts of development projects, transportation projects subject to CEQA, and long-range plans.

Under the California Environmental Quality Act (CEQA), lead agencies such as the City of Cloverdale are required to evaluate the potential environmental impacts of a project related to traffic and transportation.

Historically, vehicular traffic congestion has been used by cities, counties, and Caltrans to evaluate transportation impacts. The amount of traffic congestion at a given location has typically been expressed as the “Level of Service” (LOS) of an intersection or a freeway segment and given a letter grade ranging from LOS A (best) to LOS F (worst).
_______________________________________________________________________________________ Summary
First Carbon Solutions and Fehr and Peers provided a comprehensive scope of work / proposal to update the General Plan Circulation Element to address Senate Bill (SB) 743 and the transition of CEQA transportation analysis from congestion-based metrics (level of service) to the State-mandated metric of vehicle-miles traveled (VMT).
12 City Council/Successor Agency Agenda Item Summary
Meeting Date: August 9, 2023

Page 2 of 3 ends

FCS has prepared the following budget identifying the costs of each task.

The focused update concentrated on policy to the Circulation Element only and does not propose changes to other elements of the City’s General Plan. The project scope also includes the preparation of CEQA documentation consisting of a supplemental EIR because new development projects could potentially create a significant and unavoidable VMT impact. Once complete, the City will comply with the State mandated Senate Bill 743.
_______________________________________________________________________________________ Alternative Options:

1. Recommend modifications to First Carbon Solutions Scope of Work; or

2. Reject the proposed resolution(s).
________________________________________________________________________________________ Subcommittee Recommendation:

The Planning & Sustainability Subcommittee reviewed received a presentation on Senate Bill 743 and the draft scope of work on October 18, 2022. The Planning & Sustainability Subcommittee recommended bringing the proposal forward for Council consideration. ________________________________________________________________________________________ Task Fees
Task 1: General Plan Circulation Element Update $76,945 Task 2: Project Initiation and Kick-off Meeting $670
Subtask 2a: Preparation of CEQA-compliant Project Description $3,485 Task 3: Preparation of Initial Study $10,651
Task 4: Preparation of Supplemental EIR
Subtask 4.1: Notice of Preparation $1,400
Subtask 4.2: Administrative Draft EIR $13,540
Subtask 4.3: Screencheck Draft EIR $2,800
Subtask 4.4: Public Draft EIR $1,560
Subtask 4.5: Administrative Final EIR $5,870
Subtask 4.6: Screencheck Final EIR $2,495
Subtask 4.7: Final EIR $1,345
Task 5: Mitigation Monitoring and Reporting Program $820 Task 6: Findings of Fact and Statement of Overriding Considerations $7,020 Task 7: Administrative Record $1,150
Task 8: Meetings, Public Hearings, and Phone Calls $2,430 Task 9: Project Management $4,825
Total FCS Professional Labor including Direct Costs $137,006 13 City Council/Successor Agency Agenda Item Summary
Meeting Date: August 9, 2023

Page 3 of 3 ends

Budget/Financial Impact:

The project scope is $137,006 plus 10% contingency of $13,700 for a total of $150,706. Project proposed to be paid for by the General Fund.
________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A – First Carbon Scope of Work

3. SB 743 VMT Fact Sheet
14 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO.___-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING A PROFESSIONAL SERVICES

AGREEMENT WITH FIRST CARBON SOLUTIONS (FCS) TO PROVIDE SERVICES RELATED TO UPDATING THE GENERAL PLAN CIRCULATION ELEMENT AND CEQA TRANSPORTATION ANALYSIS IN THE AMOUNT OF $137,006, ESTABLISHING A 10% CONTINGENCY OF $13,700 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE

AGREEMENT ON BEHALF OF THE CITY COUNCIL INCLUDING ANY CHANGE ORDERS UP TO THE APPROVED PROJECT BUDGET OF $150,706
WHEREAS, in September 2013, the State of California legislature signed into law Senate Bill 743 (SB 743) which changed how transportation impacts should be analyzed; and WHEREAS, in February 2018, the State Office of Planning and Research (OPR) updated the CEQA statute, produced Technical Guidelines, and gave California cities a July 1, 2020, deadline to begin implementing the new law; and
WHEREAS, planning services will be required to prepare a General Plan Circulation Element update and a supplemental Environmental Impact Report to comply with SB 743; and WHEREAS, First Carbon Solutions has the necessary technical expertise to assist the City of Cloverdale comply with SB 743; and
WHEREAS, provided a scope of work attached hereto as Exhibit A to prepare a General Plan Circulation Element update and a supplemental Environmental Impact Report to comply with SB 743.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale does hereby:

1. Approves a Professional Services Agreement with First Carbon Services; and

2. Adopts a budget amendment to the General Fund 100.50.602.42150 in the amount of $150,706 for updating the General Plan Circulation Element and CEQA transportation analysis; and

3. Authorizes the City Manager to execute a Services Agreement on behalf of the City Council including any change orders up to the approved project budget in a form approved by the City Attorney; and

4. Establishes a project budget of $150,706.

It is hereby certified that the foregoing Resolution No. ___-2023, was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on the 9th day of August 2023, by the following roll call vote:

Ayes: Councilmember Turner
Noes: None

Absent: None
Abstain: None
APPROVED: ATTESTED:
______________________________ _________________________________ Todd Lands, Mayor Mike Maloney, City Clerk
Attachments:

Exhibit A- Scope of Work
15 UNITED STATES
T +1 888 826 5814
T +1 714 508 4100
F +1 714 508 4110
E [email protected]
Irvine
250 Commerce
Suite 250
Irvine, CA 92602
Bay Area
1350 Treat Boulevard
Suite 380
Walnut Creek, CA 94597
Central Valley
7726 N. First Street
#413
Fresno, CA 93720
Inland Empire
967 Kendall Drive
#A-537
San Bernardino, CA 92407
Sacramento Valley
2351 Sunset Boulevard
Suite 170-301
Rocklin, CA 95765
Utah
2901 Bluegrass Boulevard
Suite 200-62
Lehi, UT 84043
Connecticut
2 Corporate Drive
Suite 450
Shelton, CT 06484
New York
10 Monument Street
Deposit, NY 13754
56 Broome Corporate Parkway
Conklin, NY 13748
CANADA

UNITED KINGDOM

PORTUGAL
FRANCE
KENYA

AUSTRALIA

PHILIPPINES
CHINA

MALAYSIA

SINGAPORE
i
Cover Letter

COVER LETTER
July 11, 2023
Kevin Thompson
City of Cloverdale
Planning and Community Development Department
124 North Cloverdale Boulevard
Cloverdale, CA 95425
Subject: City of Cloverdale General Plan Circulation Element Update and CEQA Documentation
Dear Kevin:

Thank you for this opportunity to continue providing California Environmental Quality Act (CEQA) services to the City of Cloverdale (City).

FCS has enjoyed working with the City on the Bi’Du Khaale Peer Review Project, Vista Oaks Subdivision Project, the Baumgardner Ranch Development Project, and the Alexander Valley Wellness Project, and we are excited at the opportunity to continue working with you.

We are committed to continuing to provide the highest level of customer service to the City.

Should you have any questions regarding this proposal, please contact me at 415.713.5223 or via email at [email protected].

Sincerely,
Mary Bean, Vice President
FirstCarbon Solutions
2999 Oak Road, Suite 250
Walnut Creek, CA 94597
16 1
Proposal

PROPOSED SCOPE OF SERVICES
Project Understanding
FCS understands that the City of Cloverdale is seeking to update its General Plan Circulation Element to address Senate Bill (SB) 743 and the transition of CEQA transportation analysis from congestion-based metrics (such as Level of Service) to the State-mandated metric of vehicle-miles traveled (VMT). The focused update concentrates on policy changes to the Circulation Element only, and does not change any other element of the City’s General Plan.

As a subconsultant to FCS, Fehr and Peers (F&P) will update the Circulation Element to be consistent with State law regarding complete streets, develop updated roadway cross sections for arterials and collectors, incorporate elements from the current City Bicycle and Pedestrian Plan, and include new goals and policies related to VMT analysis and reductions considering the City’s Climate Emergency Declaration. The Circulation Element update will not include a LOS analysis as traffic volumes on local roadways in the City are not expected to substantially grow based on the City’s current Land Use Element (and developments are generally required to analyze LOS as part of the entitlements process).

The Circulation Element update will culminate with a VMT analysis that will consider future land uses envisioned in the General Plan.

The proposed updates would not affect land uses or development patterns, and would not result in any physical development. Therefore, based on FCS’s preliminary review of the proposed project, the proposed project is not anticipated to result in environmental changes not analyzed in the General Plan EIR (SCH 2007082143), aside from Vehicle Miles Traveled, which is new information of substantial importance that was not known at the time of the General Plan EIR certification in 2008.

VMT impacts are anticipated to be significant and unavoidable. Therefore, FCS recommends preparation of an Initial Study to verify that all other environmental topics were adequately analyzed in the General Plan EIR, and that no new analysis is necessary. A supplement EIR analyzing VMT impacts would be prepared. This scope of work assumes that all environmental topics would be “scoped out” in the Initial Study, and only VMT impacts would be analyzed in the supplemental EIR. During FCS’s analysis, if it becomes clear that other environmental topics need to be fully analyzed in the supplemental EIR, FCS will prepare a change order to capture the additional efforts.

Scope of Work
Task 1: General Plan Circulation Element Update
Fehr & Peers will prepare an update of the Circulation Element that reflects a targeted update to address VMT and new State laws governing planning for complete streets. Based on discussions with City staff, a comprehensive update is not needed, but the addition of background information regarding State law, policy and research would be helpful in guiding City decision makers and staff going forward. Updates to goals, policies, and implementation programs will be considered as part of the update. 17 2
Proposal
The Circulation Element update will include development of new roadway cross sections that build upon the bicycle and pedestrian system envisioned in the current City Bicycle and Pedestrian Plan. Policies related to multimodal transportation and complete streets will also be developed that reflect changes in the General Plan Guidelines and AB 1358 (the Complete Streets Act). Updates related to active transportation modes will consider potential tiering opportunities for the upcoming SCTA Countywide Active Transportation Plan. The Circulation Element will also consider recent safety-related studies conducted, including the Local Roadway Safety Plan and the Complete Streets Safety Assessment. A new goal, with accompanying policies and implementation actions, will be developed regarding VMT analysis (including OPR-compliant thresholds of significance) and reductions. The current Level of Service (LOS) policy will be retained as-is, and LOS analysis will not be performed as part of this task.

Emerging transportation technologies such as autonomous vehicles, widespread electric vehicle adoption, transportation network companies (e.g. Uber and Lyft), and micromobility options (e.g. electric bikeshare and scooters) will be addressed to future-proof the updated General Plan goals and policies.

An updated Draft Circulation Element will be prepared and submitted to City staff for review and comment. The updates will tier off the current Circulation Element, including formatting. Fehr & Peers will produce new graphics for the roadway classification system, typical cross sections by roadway classification type, existing/proposed bicycle pedestrian system, and existing transit system. We will respond to up to two rounds of comments from City staff on the Draft Circulation Element and prepare a Final Circulation Element for adoption.

Fehr & Peers will also review the other proposed elements of the General Plan to confirm policies in other resource areas are compatible and to not conflict with Circulation Element policies.

Deliverables
• Draft Circulation Element
• Final Circulation Element
VMT Analysis of General Plan and Updated Circulation Element The current General Plan (including updated Circulation Element update) will be input into the SCTA travel demand model. From these model runs, VMT metrics such as residential VMT per resident, homebased work (commute) VMT per worker, and VMT per service population (jobs plus residents) will be output. These metrics will be compared against the relevant OPR-recommended thresholds of significance to determine CEQA impacts. If significant impacts are identified, Fehr & Peers will propose mitigation measures, including new, revised, or deleted policies for the updated Circulation Element.

Fehr & Peers will produce other metrics, such as VMT by speed bin, for incorporation into other CEQA analyses to be prepared by First Carbon Solutions.

Deliverables
• VMT Metrics and mitigation measures for use by FCS in preparation of the CEQA documentation. 18 3
Proposal
CEQA Support
Fehr & Peers will support FCS and the City by providing targeted review of the updated EIR and supporting responses to public comments (if comments are provided). This scope task is limited to eight hours of Fehr & Peers staff time.

Adoption Meetings with Planning Commission and City Council Fehr & Peers will attend up to three evening meetings (total) in support of the adoption of the updated Circulation Element and CEQA documentation. Additional meetings may be attended on a time-andmaterials basis subject to a scope and budget amendment.

Conference Calls
Fehr & Peers will attend up to five 60-minute conference calls over the course of the project. The purpose of these conference calls will be to check in on status of Fehr & Peers’ work and to coordinate on the development of the updated Circulation Element, VMT metrics, and CEQA documentation.

Task 2: Project Initiation and Kick-off Meeting
FCS will review relevant background material, develop an initial data needs list, and coordinate with the City to schedule a kick-off meeting (it is anticipated that the kick-off meeting will be completed via teleconference). FCS will also provide a Request for Information (RFI), which will detail additional information needed to complete CEQA analyses.

Subtask 2a: Preparation of CEQA-compliant Project Description Using the information obtained during project initiation, FCS will prepare a comprehensive Project Description per CEQA requirements for the City’s review and approval. The Project Description will identify the project location, describe the project characteristics, identify necessary approvals, and list other agencies that may use the document for environmental review.

The Project Description will need to describe the policies changes prepared as part of Task 1. As such, the Project Description will be submitted to the City 1 week after completion of the Circulation Element Update.

It is assumed that the City will provide one set of consolidated, vetted comments (with tracked changes in the Word document) on the draft Project Description and a complete RFI to FCS within 2 weeks of submittal. FCS will revise the Project Description and provide it to the City within 1 week for final approval. Changes to the Project Description made after City approval may require a Change Order and may extend the project schedule.

Task 3: Preparation of Initial Study
FCS will review the proposed project to verify which environmental topics have been adequately analyzed in the 2008 General Plan EIR. According to CEQA Guidelines Section 15168, if there are no effects on a topic beyond those disclosed in the certified EIR, no further environmental review of that 19 4
Proposal
topic would be required. Within each environmental topic in the Initial Study, FCS will summarize the analysis from the 2008 General Plan EIR and demonstrate whether there are new information or new impacts that necessitate supplemental analysis of such environmental topic. Based on FCS’s preliminary review, it is anticipated that most environmental topics would be “scoped out” in the Initial Study, and only VMT impacts would be analyzed in the supplemental EIR. During FCS’s analysis, if it becomes clear that other environmental topics need to be fully analyzed in the supplemental EIR, FCS will prepare a change order to capture the additional efforts.

Task 4: Preparation of Supplemental EIR
Due to the significant and unavoidable VMT impacts, FCS will prepare a single topic Supplemental EIR that tiers from the 2008 General Plan EIR.

Subtask 4.1 Notice of Preparation
FCS will prepare a Notice of Preparation (NOP) that includes the Project Description, a list of the environmental topics to be evaluated in the Administrative Draft EIR, project exhibits, and a topographical map. FCS will submit the Draft NOP to the City for review. The City will be responsible for the filing and distribution of the NOP to local agencies and interested parties. Following the release of the NOP, this Scope of Work assumes that the City will hold a virtual public scoping meeting, which FCS representatives will attend. (Meeting attendance at the scoping meeting is accounted for in Task 8, Attendance at Meetings and Public Hearings.) FCS staff will be available to present project information, if requested, and will answer questions as directed by the City. FCS will summarize public comments to confirm the scope of the EIR and will make any refinements to this Scope of Work in coordination with the City following the completion of the scoping period. All public comments received at the scoping meeting will be documented in the EIR.

FCS will submit the NOP to the State Clearinghouse (SCH) electronically, as well as a NOC and Summary Form.

Deliverables
• Electronic copy (via Dropbox) of the Draft NOP to the City • Electronic copy (via Dropbox) of the Final NOP to the City • Electronic copy (via Dropbox) of the Final NOP, NOC, and Summary Form to the SCH Subtask 4.2: Administrative Draft Supplemental EIR
FCS will prepare an Administrative Draft Supplemental EIR for the City’s review, the required contents of which are detailed below.

Executive Summary
In accordance with CEQA Guidelines Section 15123, the Executive Summary will summarize the proposed project, list the environmental topics that are comprehensively addressed in the Supplemental EIR, list the project alternatives, identify potential areas of controversy, and provide a matrix listing environmental impacts, mitigation measures, and the residual significance of all impacts. 20 5
Proposal
Introduction
The Introduction section will summarize the purpose and background of the proposed project, identify the lead agency, and describe the scope of the Supplemental EIR and the document’s organization. The Introduction will also identify the environmental topics that will be analyzed in the Effects Found not to be Significant section of the Supplemental EIR and will not have a separate standalone section.

Project Description
One of the first key actions will be to formulate a working description of the project. FCS will work with the City to update the project description that was created under Task 2, which will articulate the project’s overall objectives. FCS will prepare the Project Description section of the Supplemental EIR, based upon information provided during project initiation and comments received on the NOP, to include:
• Regional and local setting;
• Project history;
• Project goals and objectives of the City; and
• Project characteristics and important project features.

Pursuant to CEQA Guidelines Section 15124, the Project Description will identify the project location, describe the project characteristics, list the project objectives, identify necessary approvals, and list other agencies that may use the document. The Project Description will also describe the relationship of the project to the City’s General Plan EIR. The Project Description will use color graphics and tables to clearly convey relevant information to the reviewer.

Cumulative Projects Identification
FCS will describe the reasonably foreseeable projects within a City-approved defined study area that may result in cumulative impacts associated with the proposed project. FCS will work closely with City staff to ensure that the Supplemental EIR is prepared at the appropriate level of detail and that pertinent projects are evaluated. As identified above, FCS assumes the City will provide information on all reasonably anticipated projects to FCS, so cumulative projects can be adequately addressed.

Cumulative projects may be defined within a specified area around the project site as (1) projects constructed, but not occupied; (2) projects approved, but not constructed; (3) pending projects for which pre-filing or filing of an application with its respective lead agency has occurred; and (4) anticipated or announced projects for which no application has yet been filed with the lead agency.

However, note that the geographical extent of the evaluation area for cumulative impacts would vary, depending upon the technical issue to be addressed. For instance, the evaluation area for air quality encompasses the local air basin. Cumulative projects will be discussed for each technical issue. Growthinducing impacts will be evaluated separately in the Supplemental EIR. 21 6
Proposal
Establishment of Thresholds of Significance
FCS will work with the City to establish thresholds of significance for each environmental issue to be addressed in the Supplemental EIR. The thresholds will be stated in each topical section of the Supplemental EIR to clearly illustrate the analytical process used to identify potential project effects.

Effects Identified as Potentially Significant
FCS will conduct an environmental analysis of the proposed project to include the documentation of baseline conditions, conducting project and cumulative impact evaluations, and formulating mitigation measures for each environmental issue. The technical studies (as described in Task 3) will be the basis for the preparation of the Supplemental EIR. FCS will summarize and incorporate the findings and recommendations of these technical reports into the document.

Cumulative Effects
In accordance with CEQA Guidelines Section 15130, the EIR will address the cumulative effects of the proposed project in combination with other projects. As set forth in the CEQA Guidelines, the cumulative analysis will focus on impacts to which the project has made a significant incremental contribution. The analysis will reflect the severity of the impacts and their likelihood of occurrence and will be guided by standards of practicality and reasonableness.

Alternatives
Pursuant to CEQA Guidelines Section 15126.6, the Supplemental EIR will evaluate a range of feasible alternatives to the proposed project. One of the alternatives will be the CEQA-mandated “No Project Alternative,” which is the circumstance under which the project does not proceed. FCS will evaluate up to two additional alternatives, likely consisting of a policy change only alternative or VMT guidelines update only alternative. In addition, the Alternatives section will address the feasibility of an alternative location, as well as any alternatives that were initially considered but rejected from further consideration.

Other CEQA-required Sections
This section will address the CEQA-required issues of significant environmental effects that cannot be avoided (CEQA Guidelines § 15126[b]), significant irreversible environmental changes (CEQA Guidelines § 15126[c]), growth inducement (CEQA Guidelines § 15126[d]), and energy conservation (CEQA Guidelines Appendix F).

Persons and Organizations Consulted/List of Preparers
In accordance with CEQA Guidelines Section 15129, the Supplemental EIR will identify all agencies, organizations, and individuals consulted during the preparation of the document, as well as the agency representatives and firms that were involved with Supplemental EIR preparation. 22 7
Proposal
Technical Appendices
Pursuant to CEQA Guidelines Section 15147, supporting technical information will be appended to the Supplemental EIR. This includes, but is not limited to, technical studies, modeling data, and correspondence.

Deliverable
• Electronic copy via Dropbox of the Administrative Draft EIR (with technical studies) appended to the Supplemental EIR to the City. (This Scope of Work assumes no hard copies of the Administrative Draft Supplemental EIR will be provided to the City. If hard copies are requested, a change order may be required to cover costs of producing the copies.) Subtask 4.3: Screencheck Draft Supplemental EIR
FCS will respond to one set of City comments on the Administrative Draft Supplemental EIR. This Scope of Work assumes that comments will be provided as tracked changes within the Word files. Upon receipt of the sets of comments, FCS will prepare the Screencheck Draft Supplemental EIR, which will show changes made in underline/strikeout.

The intent of the Screencheck Draft Supplemental EIR is to allow City staff to review the final changes to the Administrative Draft Supplemental EIR prior to publication and circulation. We anticipate that any comments on the Screencheck Draft Supplemental EIR would concern minor points and not require major revisions.

Deliverable
• Electronic copy (via Dropbox) of the Screencheck Draft Supplemental EIR (with technical studies appended) to the City. (This Scope of Work assumes no hard copies of the Screencheck Draft EIR will be provided to the City. If hard copies are requested, a change order may be required to cover costs of producing the copies.)
Subtask 4.4: Public Draft Supplemental EIR
Following receipt of a single consolidated set of City comments on the Screencheck Draft Supplemental EIR, FCS will complete revisions and prepare the Public Draft Supplemental EIR. In accordance with the CEQA Guidelines, the Draft Supplemental EIR would be circulated for public review for a minimum of 45 days. FCS will provide the City and OPR SCH with an electronic copy of the document (and appendices) and required notices and forms (the NOC, Notice of Availability [NOA], and OPR’s Summary Form) via CEQAnet to begin the review period. FCS will be responsible for drafting the NOC, and the NOA. FCS will provide an electronic copy of the Draft Supplemental EIR to the City and will upload these documents to CEQAsubmit. The City will be responsible for local distribution, noticing, and posting. Finally, this Scope of Work assumes that City staff will prepare and mail all notices associated with the Draft Supplemental EIR to local agencies and interested parties.
23 8
Proposal
Deliverables
• Electronic copy (via Dropbox) of the NOA, and NOC (in PDF and MS Word) to the City. (This Scope of Work assumes no hard copies of the Draft Supplemental EIR will be provided to the City. If hard copies are requested, a change order may be required to cover costs of producing the copies.) • Electronic copy (via CEQAnet) of the EIR (and appendices) to the SCH • Electronic copy (via CEQAnet) of the NOC, NOA, and OPR’s Summary Form to the SCH Subtask 4.5: Administrative Final Supplemental EIR
FCS will prepare written responses to comments received on the Draft Supplemental EIR that raise significant environmental issues and submit them for City staff review after the close of the public comment period. The responses to comments will be prepared based upon the CEQA Guidelines and the City’s CEQA implementing procedures.

The following steps are proposed:
• The City will compile and transmit to FCS all written comments on the Draft Supplemental EIR no later than the first business day after closure of the 45-day public review period. We strongly recommend that comments be forwarded to FCS as they arrive to allow an early start on response preparation.
• FCS will confer with City staff regarding comments received to develop a general framework and strategy for the preparation of responses. The format of the Final Supplemental EIR will be as an attachment of responses to comments to the text of the Draft Supplemental EIR. • Responses within this proposal’s Scope of Work and budget consist of explanation, elaboration, or clarification of the data contained in the Draft Supplemental EIR. The applicant’s consultants will be responsible for responding to technical questions on their respective reports and providing responses to FCS for incorporation into the Final Supplemental EIR.

Deliverable
• Electronic copy (via Dropbox) of the Administrative Final Supplemental EIR to the City. (This Scope of Work assumes no hard copies of the Draft Supplemental EIR will be provided to the City. If hard copies are requested, a change order may be required to cover costs of producing the copies.) Subtask 4.6: Screencheck Final Supplemental EIR
FCS will respond to all of City staff comments on the Administrative Final Supplemental EIR. This Scope of Work assumes that comments will be provided as tracked changes on the Word files. Upon receipt of the consolidated set of comments, FCS will prepare the Screencheck Final Supplemental EIR, which will show revisions made in underline/strikeout.
24 9
Proposal
The intent of the Screencheck Final Supplemental EIR is to allow City staff to review the final changes to the Final Supplemental EIR prior to publication. It is anticipated that any comments on the Screencheck Final EIR would concern minor points and not require major revisions.

Deliverable
• Electronic copy in Word and PDF formats (via Dropbox) of the Screencheck Final Supplemental EIR to the City. (This Scope of Work assumes no hard copies of the Screencheck Final Supplemental EIR will be provided to the City. If hard copies are requested, a change order may be required to cover costs of producing the copies.)
Subtask 4.7: Final Supplemental EIR
Once City staff provides final comments on the Screencheck Final Supplemental EIR, FCS will proceed with finalizing and producing the Final Supplemental EIR for public review. FCS will provide an electronic copy of the Final Supplemental EIR to the City, which will be responsible for local distribution, noticing, and posting, and sending copies of the Final EIR directly to state agencies that commented on the Draft Supplemental EIR.

Deliverable
• Electronic copy in PDF format (via Dropbox) of the Final Supplemental EIR to the City. (This Scope of Work assumes no hard copies of the Final Supplemental EIR will be provided to the City. If hard copies are requested, a change order may be required to cover costs of producing the copies.) Task 5: Mitigation Monitoring and Reporting Program
Pursuant to CEQA Guidelines Section 15097, FCS will prepare a comprehensive Mitigation Monitoring and Reporting Program (MMRP) that contains all mitigation measures identified in the Draft Supplemental EIR, as well as any text changes that are identified in the Final Supplemental EIR. The MMRP will provide columns for necessary actions, timing, and parties responsible for verification. The draft MMRP will be provided with the Final Supplemental EIR submittal. This Scope of Work assumes that only one round of MMRP preparation and submittal is needed.

Deliverables
• Electronic copy (via Dropbox) of the Administrative Draft MMRP in MS Word and PDF formats to the City
• Electronic copy (via Dropbox) of the MMRP to the City Task 6: Findings of Fact and Statement of Overriding Considerations FCS will prepare draft Findings of Fact for each potential significant effect identified in the Supplemental EIR and a Statement of Overriding Considerations for the unavoidable significant impacts associated with the project. As required by the CEQA Guidelines, one of three findings must be made for each significant effect and must be supported by substantial evidence in the record. The Statement of Overriding 25 10
Proposal
Considerations will rely on input from the Project Team regarding the benefits of the project. FCS’s Project Manager will consult with the City to review draft findings and to finalize the findings.

FCS will submit the proposed final Findings of Fact and the Statement of Overriding Considerations to the City for review and approval.

Deliverable
• Electronic version of the Findings of Fact and Statement of Overriding Considerations to the City Task 7: Administrative Record
FCS will compile an electronic copy of the administrative record, consisting of all documents and material used in the preparation of the Draft and Final Supplemental EIR.

Task 8: Meetings, Public Hearings, and Phone Calls
This Scope of Work assumes that FCS’s Project Director or Project Manager will attend the following meetings:

Coordination Meetings:
• Three 1-hour meetings with City staff conducted during the preparation of the EIR. It is assumed these meetings can be completed via conference call.

Public Comment Meetings (during public review of the Draft Supplemental EIR):
• Planning Commission—one, 4-hour meeting
Final Supplemental EIR and Project Entitlements:
• Planning Commission—one, 4-hour meeting
The cost for the Public Scoping Meeting is included in Subtask 4.1. As noted, the meetings would consist of a combination of coordination meetings with staff and public hearings. A not-to-exceed budget has been established to cover attendance at the meetings. If the City requests additional meeting attendance by FCS staff, or if the amount of time involved in these meetings exceeds the initial budget allocation, FCS will notify City staff of the additional costs and obtain authorization for the extra meeting time.

Task 9: Project Management
In addition to the research, analysis, communications, and report writing tasks described above, FCS will perform a variety of project management duties to ensure that the Supplemental EIR meets the City’s standards of quality, and that it is delivered on time and within budget. These duties will include team supervision and coordination, oral and written communications with City staff, project accounting, and quality assurance review by FCS’s Project Director and Technical Editor of all deliverable products. These 26 11
Proposal
services will also include ongoing support to City staff, such as providing input to staff reports, regular schedule updates, and discussions of technical issues. This task assumes 50 hours of staff time.

Tasks Outside the Scope of Work
The following are tasks FCS has identified as falling outside its Scope of Work for the proposed project.

Newspaper Noticing/Local Noticing
FCS assumes that City staff will be responsible for any public noticing related to the certification of the EIR.

Notice of Determination Filing/Payment of Fees
FCS assumes that the City staff will be responsible for filing the NOD with the Sonoma County Clerk’s Office within 5 business days of certification of the Supplemental EIR.

SCHEDULE
FCS has prepared the following schedule outlining the anticipated timing of each task.

Task Week
Project Initiation and Kick-off Meeting 1
General Plan Circulation Element Update 6-8
Preparation of CEQA-compliant Project Description1 7-9
Initial Study2
– FCS Submits Draft Initial Study 10
– City Review of Draft Initial Study 11
– FCS Provides Final Initial Study 12
Notice of Preparation and Scoping Meeting
– Submit Administrative Notice of Preparation 10
– Receive Comments on Notice of Preparation 11
– Start of Public Scoping Period (Begin 30-day Public Review) 12 – Public Scoping Meeting TBD (to occur during
public scoping period)
– 30-day Public Review Period Ends 16
Administrative Draft Supplemental EIR
– Submit Administrative Draft Supplemental EIR 18
– Receive Comments on Administrative Draft Supplemental EIR 20 Screencheck Draft Supplemental EIR
27 12
Proposal
Task Week
– Submit Screencheck Draft Supplemental EIR 22
– Receive Comments on Screencheck Draft Supplemental EIR 24 Public Draft Supplemental EIR
– Begin 45 Day Public Review Period 25
– 45-day Public Comment Period Ends 31
Administrative Final Supplemental EIR3
– Meet with City to review comments received 31
– Submit Administrative Final Supplemental EIR3 33
– Receive Comments on Administrative Final Supplemental EIR 35 Screencheck Final Supplemental EIR
– Submit Screencheck Final Supplemental EIR 37
– Receive Comments on Screencheck Final Supplemental EIR 39 Final Supplemental EIR 41
Mitigation Monitoring and Reporting Program
– Submit draft Mitigation Monitoring and Reporting Program 37 – Receive Comments on Mitigation Monitoring and Reporting Program 39 – Submit Mitigation Monitoring and Reporting Program 41 Findings of Fact and Statement of Overriding Considerations – Submit draft Findings of Fact and Statement of Overriding Considerations 37 – Receive Comments on Findings of Fact and Statement of Overriding Considerations 39
– Submit Findings of Fact and Statement of Overriding Considerations 41 Administrative Record 41
Meetings, Public Hearings, and Phone Calls To Be Determined Project Management Ongoing
File NOD with Sonoma County Clerk Within 5 business days of EIR Certification
Note:

1. The CEQA project description will be submitted 1 week after the completion of the Circulation Element Update 2. The Initial Study will be submitted 1 week after Project Description completion to ensure all project characteristics are appropriately analyzed I the Initial Study. 3. Timing is dependent on the volume and complexity of public comments received. 28 13
Proposal

PROPOSED BUDGET
FCS has prepared the following budget identifying the costs of each task.

Task Fees
Task 1: General Plan Circulation Element Update $76,945 Task 2: Project Initiation and Kick-off Meeting $670
Subtask 2a: Preparation of CEQA-compliant Project Description $3,485 Task 3: Preparation of Initial Study $10,651
Task 4: Preparation of Supplemental EIR
Subtask 4.1: Notice of Preparation $1,400
Subtask 4.2: Administrative Draft EIR $13,540
Subtask 4.3: Screencheck Draft EIR $2,800
Subtask 4.4: Public Draft EIR $1,560
Subtask 4.5: Administrative Final EIR $5,870
Subtask 4.6: Screencheck Final EIR $2,495
Subtask 4.7: Final EIR $1,345
Task 5: Mitigation Monitoring and Reporting Program $820 Task 6: Findings of Fact and Statement of Overriding Considerations $7,020 Task 7: Administrative Record $1,150
Task 8: Meetings, Public Hearings, and Phone Calls $2,430 Task 9: Project Management $4,825
Total FCS Professional Labor including Direct Costs $137,006 Assumptions
The assumptions used in calculating the above fees are:
• Reimbursable expenses have been included in the table above. These direct costs, including, but not limited to those items presented below, will be reimbursable upon provision of proper documentation:
- Purchases of project materials
- Reproduction, reprographics, document production, printing and photographic - Postage, messenger, delivery, and overnight mailing
- Mileage, noticing, and record searches
- Other miscellaneous costs directly related to the project 29 14
Proposal
• There will be no significant revisions to the submitted development application. If there is a change in the project description by the applicant, a budget adjustment will be required to account for the project revisions.
• This price is based on completion of the work within the proposed schedule. If delays occur, an amendment of the price would be warranted to accommodate additional project management and other costs and to reflect adjustments for updated billing rates. • The fee is valid for up to 30 days from the date of this scope, after which it may be subject to revision.
• Costs have been allocated to tasks based upon FCS’s proposed approach. During the work, FCS may, on its sole authority, re-allocate costs among tasks and/or direct costs, as circumstances warrant, so long as the adjustments maintain the total price within its authorized amount. • The FCS Project Manager will be the primary representative at the project meeting and public hearing.

Printing costs are based on the method of printing and binding proposed, numbers of copies proposed as work products, and estimated page lengths. Document printing costs are estimated and will be finalized at the time of printing. On further clarification of the documents and City’s (paper and/or digital CD) that City staff will need during the preparation effort, FCS will specifically identify a detailed reproduction work plan with more specific costs.
30 WHAT IS
SB 743?
The California Environmental Quality Act (CEQA) requires development and transportation projects of a certain size to identify and publicly disclose environmental impacts, and to avoid or mitigate those impacts, if feasible.

Traditionally, CEQA transportation analysis has used LOS to define transportation impacts; however, SB 743 changes the requirements to better address sustainable transportation goals. LOS can no longer be used to measure transportation impacts; instead, the Governor’s Office of Planning and Research (OPR) has recommended that lead CEQA agencies replace LOS with Vehicle Miles Traveled (VMT). This shift in metrics will better align transportation impact analysis and mitigation outcomes to reduce greenhouse gas emissions, encourage infill development, and improve public health. Cities can still use LOS within the local development review process to inform site access and traffic operations.

SB 743 REQUIRES CITIES TO EVALUATE

TRANSPORTATION IMPACTS WITH

METRICS THAT SUPPORT THE

REDUCTION OF GREENHOUSE GAS

EMISSIONS, DEVELOPMENT OF

MULTIMODAL TRANSPORTATION

NETWORKS, AND DIVERSIFICATION OF
LAND USES. WHILE VEHICLE LEVEL OF

SERVICE (LOS) WAS THE DEFAULT METRIC

FOR DETERMINING TRANSPORTATION

ENVIRONMENTAL IMPACTS FOR MANY

YEARS, THIS VEHICLE OPERATIONS

FOCUSED MEASURE DOES NOT SUPPORT

STATEWIDE SUSTAINABILITY GOALS AND
CAN NO LONGER BE USED WITHIN CEQA.

IMPLEMENTATION
Reflecting OPR’s guidance, cities and other lead agencies are required to update their CEQA Guidelines to replace LOS with VMT per capita as the metric to evaluate environmental impacts related to transportation. To comply with SB 743, cities must take the following steps:
• Under CEQA, cities will need to select new metrics, establish thresholds, and develop mitigations. • Outside of CEQA, cities will need to define the appropriate process for analyzing mobility conditions and determine what metrics they should maintain for non-CEQA local analysis purposes. • Cities will need to coordinate across agencies that currently rely on LOS to define project impacts.

Cities should consider complimentary policy changes, such as adopting or amending transportation impact fees, developing a Transportation Demand Management (TDM) program, and/or adjusting parking requirements. Cities have until July 1, 2020 to comply with the new guidance, and may opt-in to use new metrics prior to that date. 31

WEAK MULTIMODAL NETWORK

AND BROAD CONGESTION

GREENFIELD DEVELOPMENT

AND EXPENSIVE VEHICLE

CAPACITY MITIGATIONS

NARROW FOCUS ON

INTERSECTION OPERATIONS

PRIORITIZES VEHICLE

MOVEMENT DURING PEAK

COMMUTE HOURS
MEASURING TRANSPORTATION IMPACTS WITH LOS LEADS TO...

WHAT IS LEVEL OF SERVICE?
Level of Service (LOS) is used to measure peak-hour vehicle delay at an intersection or in a vehicle lane. It is expressed as a letter grade, ranging from LOS A to LOS F, where LOS A represents free-flow conditions and LOS F represents overcapacity conditions experienced by drivers as congestion or traffic. Measuring LOS requires fine-grained traffic analysis that enables traffic engineers to understand how the roads are functioning.

LOS has traditionally been used to evaluate transportation impacts of a development project or a transportation project in CEQA. Common mitigations for unacceptable LOS increase road and intersection capacity by adding vehicles lanes, creating channelized turns, and prioritizing vehicle movement and speed over other community goals.

A FOCUS ON MAXIMIZING ROAD AND INTERSECTION CAPACITY TO IMPROVE LOS HAS RESULTED IN THE FOLLOWING OUTCOMES FOR COMMUNITIES:
• Inhibits infill development and incentivizes greenfield and sprawl development, exacerbating regional congestion over time;
• Creates barriers to transit and active transportation projects; • Fails to optimize the multimodal transportation network; • Mitigation requires more road construction than local jurisdictions can afford to maintain. 32 KEY BENEFITS OF USING THE VMT PER CAPITA METRIC INCLUDE THE FOLLOWING:
• Removes barriers to infill development;
• Sees the big picture (regional impacts, not just local); • Easier to model than LOS (based on location rather than development-specific trip generation estimates); • Already used in project analysis (e.g. for GHG emissions assessments); • Provides a more accurate measure of transportation impacts; • Mitigation reduces maintenance costs and does not induce more vehicle travel.

MEASURING TRANSPORTATION IMPACTS WITH VMT PER CAPITA LEADS TO...

WHY ADOPT VEHICLE MILES TRAVELED?
Vehicle Miles Traveled (VMT) measures the total amount of distance traveled by vehicles over a period of time within a geographic area. VMT can be modeled to estimate how much driving is expected based on land use and transportation infrastructure.

VMT per capita measures how many miles a person is likely to travel based on their home or work location and the existing transportation network and land use around that location. Effectively, a location that is walkable, bikeable, and transit accessible would perform well when using VMT per capita under CEQA. This metric favors development and transportation infrastructure that supports multimodal connections, thereby improving mobility and providing choices for people other than automobiles.

STRONG MULTIMODAL

NETWORK AND

LOWER VMT PER CAPITA

DEVELOPMENT IN LOW VMT PER

CAPITA AREAS AND INFILL

DEVELOPMENT

HOLISITIC LOOK AT LAND USE

AND TRANSPORTATION

NETWORK PRIORITIZES

NON-VEHICLE TRIPS

GROCERY
SCHOOL
1 5
1 5
1 5

GROCERY

GROCERY
SCHOOL

GROCERY
9 10
33 INFILL DEVELOPMENT

WALKABLE PUBLIC
SPACES

MIX OF USES

AFFORDABLE HOUSING

PARKING

MANAGEMENT

INCENTIVE

PROGRAMS

TRANSIT
ACCESS
MANAGING VMT LEADS TO SMART GROWTH...

HOW TO MITIGATE VEHICLE MILES TRAVELED?
Cities and other lead agencies have discretion in the selection of VMT mitigation measures. Building upon studies, OPR suggests a number of potential mitigation measures to reduce VMT and recognize that agencies will continue to innovate and expand upon the suggested list of mitigation options.

Transportation Demand Management (TDM) strategies offer many possible mitigation measures. TDM refers to programs that work collectively to change how, when, where, and why people travel and reduce reliance on the single-occupant vehicle (SOV). TDM strategies include a range of biking, walking, transit, and carpooling incentives that can range from infrastructure improvements, such as bicycle parking, bus shelters, and sidewalks to information campaigns and financial incentives.

Land use management strategies also provide a means for reducing VMT. For instance, OPR recommends incorporating affordable housing into a project or increasing the mix of uses within the project or project’s surroundings. Land use strategies are particularly important in neighborhood commercial areas that lack frequent transit. For example, if more services are provided closer to where people live then vehicle trip distances will be shorter.

Parking management is the most effective way to influence people’s decisions about whether they choose to drive. Parking pricing and time limits can be used to incentivize parking turn over and thereby maintain an ideal occupancy rates in high value parking spaces. These tools also require people to think about the cost of vehicle trips and encourage other mode choices when possible. If parking costs more than walking or taking a bus, some people will choose the non-drive option. 34 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

G.3
August 9, 2023
Agenda Section
Consent
Staff Contact
Vanessa Apodaca, City Engineer
Agenda Item Title:

Appointing Coastland Civil Engineering as the Engineer of Work to prepare bid documents for the Clark Avenue Rehabilitation Project
Recommended Council Action:

Senate Bill (SB) 1 created the Road Maintenance and Rehabilitation Program (RMRP) to address deferred maintenance on the State Highway System and the local street and road system, and the Road Maintenance and Rehabilitation Account (RMRA) for the deposit of various funds for the program. A percentage of the RMRA funding is apportioned by formula to the City of Cloverdale pursuant to Streets and Highways Code section 2032(h) for basic road maintenance, rehabilitation, and critical safety projects on the local streets and roads system. SB 1 requires the City adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement.

The City Council adopted Resolution No. 050-2023 that included the Clark Avenue Rehabilitation Project from South Street to Blair Street. The project will reconstruct and/or overlay this area of Clark Avenue as needed to restore the surface.
___________________________________________________________________________________________ Summary:

City staff requested and Coastland provided a scope and fee proposal to prepare construction documents (plans, specifications, and construction cost estimate) for the project.

Key tasks included in the preparations of bid documents for restriping are as described below:

1. Meetings, project management, and field review.

2. Topographic surveying with an electronic copy provided to the City.

3. Right of way mapping with a record of survey filed with the Sonoma County Surveyor.

4. Preliminary (50% and 90%) Plans, cost estimate, and draft technical specifications will be prepared and submitted for City staff review.

5. Final (100%) Plans, cost estimate, and specifications will be prepared and submitted to the City for bidding purposes.

6. The Engineer of Work will respond to questions during the bidding phase of the project.

In addition to road surface rehabilitation, some existing water and sewer facilities in the project area should be replaced with new materials in accordance with City Standards. This includes replacing 4-inch asbestos cement water pipe with 8-inch PVC pipe per City Standards, replacing older existing 6-inch sewer pipe in kind, replacing an older hydrant and adding a hydrant valve, and grouting and sealing existing manholes. Design of these facilities is set forth as Optional Tasks 8 and 9 in the Coastland proposal.

35 City Council/Successor Agency Agenda Item Summary
Meeting Date: August 9, 2023

Page 2 of 2 ends

The attached resolution appoints Coastland Civil Engineering as the Engineer of Work for preparing the plans, specifications, and cost estimate for rehabilitating Clark Avenue from South Street to Blair Street and authorizes the City Manager to enter into an agreement with Coastland Civil Engineering for the work.

Coastland’s proposal and an exhibit showing the work area with proposed underground utility work are attached.

Alternative Options:

1. Reject recommended resolution; or

2. Provide alternative direction to staff.

Budget/Financial Impact:

The City of Cloverdale’s SB 1 funds would be utilized for this project. The proposal for the preparation of construction documents for Clark Avenue Rehabilitation Project is $104,125 including the Optional Tasks for sewer and water.

Subcommittee Recommendation:

Coastland’s proposal for the Clark Avenue Rehabilitation Project was discussed in the Public Works Subcommittee on June 27th with a recommendation that Optional Tasks for sewer and water be included and the proposal brought to City Council for approval.

Attachments:

1. Resolution

2. Exhibit A - SOW Proposal

3. Exhibit B - Rehabilitation Map
36 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. ____–2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPOINTING COASTLAND CIVIL

ENGINEERING AS THE ENGINEER OF WORK TO PREPARE BID DOCUMENTS FOR THE CLARK AVENUE

REHABILITATION PROJECT AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH COASTLAND CIVIL ENGINEERING INC. FOR THE WORK
WHEREAS, Clark Avenue between South Street and Blair Street has been identified as needing rehabilitation; and
WHEREAS, City Staff requested, and Coastland Civil Engineering provided a proposal setting forth the scope of services, which includes preparation of bid documents associated with rehabilitating Clark Avenue between South Street and Blair Street, including underground utilities; and WHEREAS, Coastland Civil Engineering’s proposal for professional services attached hereto as Exhibit A is for a not to exceed amount of $104,125; and
WHEREAS, City Staff is requesting the ability to execute contract amendments up to 20% of the contract amount to address any unforeseen professional services and/or to address any unforeseen complexities related to design, bid solicitation, and construction; and NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Cloverdale does hereby:

1. Appoint Coastland Civil Engineering as the Engineer of Work for preparing plans, specifications and cost estimate for rehabilitating Clark Avenue between South Street and Blair Street; and

2. Authorizes the City Manager to enter into an agreement with Coastland Civil Engineering, Inc. for the work including approving contract amendments totaling no more than 20% of the contract amount in a form approved by the City Attorney.

It is hereby certified that the foregoing Resolution was duly introduced and duly adopted by the City Council of the City of Cloverdale at its regular meeting held on this 9th day of August 2023, by the following Roll Call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTESTED:
_____________________________ _____________________________ Todd Lands, Mayor Michael Maloney, City Clerk
Attachments:

Exhibit A - SOW Proposal
Exhibit B - Rehabilitation Map
37 Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane, Ste. A Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961

www.coastlandcivil.com
June 15, 2023
Mr. Vanessa Apodaca
Interim City Engineer
City of Cloverdale
124 N Cloverdale Boulevard
Cloverdale, CA 95425
RE: Proposal for Professional Engineering and Land Surveying Services for Clark Avenue Rehabilitation Project
Dear Vanessa,
Per your request, we have prepared this letter proposal for the engineering and surveying services associated with the City of Cloverdale’s Clark Avenue Rehabilitation Project.

Project Understanding
The City is proposing to use SB 1 funds to rehabilitate Clark Avenue from South Street to Blair Street. Clark Avenue is a residential street that consists of one northbound and one southbound lane with street parking. As part of the project, the City’s would like to rehabilitate the road and maintain the existing curbs and sidewalks that are in good shape. Broken or lifted portions of sidewalk, curb and gutter will be replaced as needed. Full replacement of sidewalk, curb and gutter is not anticipated.

Within the project limits there are seven (7) locations where existing curb ramps will need to be reconstructed or installed where none are present. There are two curb ramps at the South Street intersection that will be reconstructed as are not in compliance with current ADA requirements.

The four curb returns at Alter Street and Blair Street, two at each intersection, currently have no curb ramps. At these four locations new curb ramps will be installed to provide pedestrian crossings across the side streets. The northwesterly curb ramps at Alter and Blair streets will likely require relocation of existing storm drain structures to facilitate construction. At the Blair Street intersection there is also an existing striped mid-block crosswalk across Clark Avenue at Tarman Park without a curb ramp on the east side of the roadway. A new curb ramp at this location will also be installed with additional enhanced high visibility traffic striping.

It is understood that the City would also like to replace the existing 4-inch asbestos cement water line from just north of Alter Street to Blair Street, approximately 500 linear feet in length. The new water line will be 8-inch C900 PVC in accordance with the City’s Design and Construction Standards. Fire hydrants, water service laterals, meter boxes, and meters will also be replaced.

We also understand that the City would like to replace the existing 6-inch sanitary clay sewer main and service laterals from Blair Street to just north of Alter Street, approximately 500-linear feet in length. Existing sanitary sewer manholes are anticipated to be grouted and sealed as well.

We will work with the City and assess the record CCTV inspection of the existing sewer and 38 Clark Avenue Rehabilitation Project

Page 2 of 7 ends

evaluate whether cost saving trenchless technology such as cured in place pipe or pipe bursting could be used in lieu of open trench replacement.

The City desires to complete construction by summer of 2024.

Project Approach
Based on our understanding of the project needs and Coastland’s extensive experience working throughout Northern California on roadway and utility reconstruction projects, we believe we can provide the City with a cost-efficient and creative way to rehabilitate Clark Avenue.

As a subconsultant to Coastland, Cinquini and Passarino, Inc., will perform a topographic survey of the project area. This survey will be used as the basis of our design and plan preparation.

Coastland will research innovative rehabilitation alternatives to improve the street. We will collaborate closely with City staff to determine the appropriate pavement rehabilitation methods.

It is understood that City staff will be able to perform potholing of the existing pavement section to assess the existing pavement section thickness. Use of pavement reinforcing fabrics may be appropriate to provide additional pavement strength at a minimal increase in cost. The new pavement section will be designed to meet City standards for residential streets to the maximum extent practicable when considering the available budget.

For the sewer line rehabilitation, we will also work closely with the City to determine the best method to rehabilitate this line (remove/replace, pipe bursting or CIPP). The method of rehabilitation will depend on our evaluation of CCTV for this section of sewer line.

We have included optional tasks in our scope of work should the City chose to replace the sewer and water facilities in the project limits. If included in the project, full design of the sewer and water replacements will be included in the construction documents we prepare.

SCOPE OF WORK
Task 1 – Meetings, Project Management, and Field Review Upon Notice to Proceed, Coastland will assemble and review available record information pertaining to the project including base maps, as-built drawings, and additional pertinent information for the project.

Coastland will field review and take field measurements including taking note of existing pavement condition, striping while also identifying replacement limits of damaged curb and sidewalk within the City’s right-of-way. We will observe the City potholes and take measurements of the existing pavement and aggregate base thickness. Digital photos will be taken and observe existing conditions to identify unusual or special conditions that may affect the project design or construction.

We will coordinate with outside utility companies to ensure existing facilities are identified during the design phase. This task will include writing letters to PG&E, Cable TV, and AT&T informing them of the project and requesting their facility drawings. 39 Clark Avenue Rehabilitation Project

Page 3 of 7 ends

We anticipate meeting with City staff by video conference to ensure full coordination of the project.

After the topographic survey is completed, Coastland will schedule and attend a kick-off meeting to discuss the project goals and objectives. This initial meeting will also refine the project schedule, discuss key milestones, and identify other stakeholders. Coastland will meet with City staff again at the 50% and 90% design submittal milestones to review City comments and answer questions.

Task 1 Deliverables: One (1) electronic copy of formal correspondence and meeting minutes.

Task 2 – Topographic Survey
Our subconsultant, Cinquini and Passarino, Inc. (CPI), will complete the needed surveying for this project. The work will include performing a ground topographic survey and preparation of the survey at a scale of 1” = 20 feet with a one foot contour interval. The topographic survey will include the following:
• Topographic survey coverage area will include Clark Avenue commencing 50 feet southerly of the intersection with Blair Street then northerly to South Street. The mapping will extend 50 feet each direction along side streets. The roadway will be cross sectioned at intervals not to exceed 25 feet.
• The width of the survey will be from back of sidewalk to back of sidewalk. Where rolled curb exists we will locate the back of curb. Standard curb will have the top face of curb located.
• At the curb returns will be collect additional topographic points five feet behind the back of walk and 5 feet into the street from the lip of gutter. • Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway and doorway locations, sidewalks, trees four (4) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design. • Topographic survey will be provided on North American Vertical Datum of 1988 as established by GNSS observations.
• Topographic map to horizontally relate to California Coordinate System of 1983, Zone II, Epoch 2017.50.

Task 2 Deliverables: One (1) electronic copy of the Topographic Survey Map.

Task 3 – Right of Way Mapping
Our subconsultant, Cinquini and Passarino, Inc. (CPI), will perform a boundary survey and collect field data in sufficient detail to locate right-of-way at the intersections of Clark Avenue with Alter Street and at the intersection of Clark Avenue with Blair Street as shown on the Map of Tarman Park.
• Locate curb lines, existing concrete monuments, existing iron pipe property corners, and any features indicating lines of possession.
40 Clark Avenue Rehabilitation Project

Page 4 of 7 ends

• Please note that items listed under Section 8762, of the Professional Land Surveyor’s Act, Business and Professions Code, State of California will be performed therefore a Record of Survey will be required.
• Cinquini & Passarino, Inc will prepare a Record of Survey Map and file with the Sonoma County Surveyor.

Task 4 – 50% PS&E Submittal
Following our background information research, topographic survey, and field review, Coastland will prepare a 50% submittal. Coastland will prepare the technical specifications in conformance with the current Caltrans and the City of Cloverdale standard specifications. The 50% submittal will include initial plan layout drawings, curb ramp layouts, preliminary striping plans (per California MUTCD standards), sidewalk and curb replacement areas, utility information, preliminary technical specifications and a preliminary cost estimate and potential conflicts or other design issues that may need to be addressed.

A meeting with City Staff after the City’s review of the 50% submittal is included in Task 1.

Task 4 Deliverables: Two (2) hard copies and one (1) electronic copy of the plans (PDF), technical specifications (Word), and estimate (Excel) for City review and comment.

Task 5 – 90% PS&E Submittal
Upon completion of the 50% submittal and review by the City, Coastland will prepare the 90% submittal of the plans and specifications. The project design will essentially be complete at this time. The 90% submittal will incorporate City comments from the 50% submittal and will include completed plan sheets for the roadway improvements. We will also prepare 90% specifications, including front-end sections and an estimate of probable construction costs.

A meeting with City Staff after the City’s review of the 90% submittal is included in Task 1.

Task 5 Deliverables: Two (2) hard copies and one (1) electronic copy of the plans (PDF), specifications (Word), and estimate (Excel) for City review and comment.

Task 6 – Final PS&E Documents
Following the City’s review of the 90% submittal we will incorporate comments and prepare final bid documents including stamped and signed drawings and specifications.

Task 6 Deliverables: One (1) hard copy and one (1) electronic copy of the plans (PDF), specifications (Word), and estimate (Excel) for bidding. The final bid plans and technical specifications will be signed and stamped for bidding purposes.

Task 7 – Bid and Contract Support
During the bidding process, we will provide bid assistance to the City to answer questions that may arise during the bidding phase. This will include assisting the City in preparing up to one (1) addenda that may be necessary. We will also attend a pre-bid conference for prospective bidders, if requested by the City.
41 Clark Avenue Rehabilitation Project

Page 5 of 7 ends

Please note that the time associated with this task does not include any time necessary for bid protests. If a bid protest is issued by any of the other bidders, we can provide this as extra service on a time and materials basis, as the time necessary to process the protest is unknown.

We understand and appreciate the importance of construction support. During construction, Coastland will provide design support services, which includes assisting the City with answering up to ten (10) Request for Information (RFI’s) and up to ten (10) submittals from the Contractor and up to two (2) site visits. Coastland will also prepare up to one (1) Contract Change Order, if required. We will prepare Record Drawings based on red-line “as-builts” submitted by contractor.

Record Drawings shall be submitted to the City in electronic format.

Task 8 – Water Improvements (Optional Task)
If desired, Coastland will include the water replacement improvements in the bid documents. Plan and profile sheets will be provided showing the water improvements. Water improvements will be included with the 50%, 90%, and Final PS&E submittals prepared under the respective tasks above. Water improvement design will include all pertinent design information, details, and quantity pay items for construction.

Task 9 – Sewer Improvements (Optional Task)
If desired, Coastland will include the sewer replacement improvements in the bid documents. Plan and profile sheets will be provided showing the sewer improvements. Sewer improvements will be included with the 50%, 90%, and Final PS&E submittals prepared under the respective tasks above. Sewer improvement design will include all pertinent design information, details, and quantity pay items for construction.

Exclusions
The following work is not included in our proposal. However, Coastland would be pleased to provide these services if the City desires:
 Right-of-way determination north of the Blair Street intersection, or preparation of associated documents.
 Environmental studies
 Public participation effort.
 Permitting fees.
 Meetings beyond those noted above.
 Construction Management or inspection services.
 CCTV Inspection of existing sanitary sewer facilities.

Project Fee
Based upon our described scope of work, we propose to provide our professional engineering services on a time and materials basis for a not to exceed amount of $88,635. The total amount we have specified is only for our described Scope of Work. If you request work to be performed outside the scope of work or if the scope of work changes, we reserve the right to negotiate the cost for the extra work.

Please note that in the not-to-exceed amount, we have included an estimated amount of $900 for 42 Clark Avenue Rehabilitation Project

Page 6 of 7 ends

reimbursable expenses (i.e. mileage, printing, plotting, etc.). These reimbursable costs will be billed at cost plus 15%.

We propose to provide the water and sewer improvement design under Tasks 8 and 9 as an optional task for a total not to exceed amount of $14,590. If these optional tasks are selected, the project total not to exceed amount would be $104,125.

We greatly appreciate the opportunity to serve the City of Cloverdale on this project. We are prepared to begin work upon authorization. If you have any questions regarding this proposal, please let us know. We appreciate the opportunity and look forward to continuing our work with the City.

Sincerely,
John Wanger, PE Steven Van Saun, PE
CEO Supervising Engineer
43 Subconsultant
Principal Supv. Asst Sr. Engr. Cinquini &
Engineer Engineer Engineer Technician Passarino, Inc.
$235 $210 $175 $175 $200 Cost
1 MEETINGS, PROJECT MANAGEMENT, AND

FIELD REVIEW
Meetings (4) 8 8 16 $3,080
Background Information 2 2 4 $700
Utility Coordination 1 6 7 $1,260
Project Management & Coordination 12 12 $2,520
Field Review 16 16 32 $6,160
Subtotal 71 $13,720
2 TOPOGRAPHIC SURVEY
Topographic Survey 1 4 $11,811 5 $12,721
Subtotal 5 $12,721
3 RIGHT OF WAY MAPPING
Right of Way Mapping and Record of Survey 1 2 $10,189 3 $10,749 Subtotal 3 $10,749
4 50% PS&E
Plans 8 8 40 56 $10,080
Specifications 2 4 6 $1,120
Cost Estimate 2 4 6 $1,120
QC Review 2 2 $470
Subtotal 70 $12,790
5 90% PS&E
Plans and Details 16 12 48 76 $13,860
Specifications 4 8 12 $2,240
Cost Estimate 2 8 10 $1,820
QC Review 4 4 8 $1,740
Subtotal 106 $19,660
6 FINAL PS&E
Plans and Details 4 4 24 32 $5,740
Specifications 2 4 6 $1,120
Cost Estimate 2 2 4 $770
QC Review 4 4 $940
Subtotal 46 $8,570

DESIGN WORK ESTIMATE
TASK
TOTAL
FEE
Construction
Manager
TOTAL
HOURS
Task Information Billing Classification & Rate
Clark Avenue Rehabilitation Proposal for Professional
Engineering Services Hour & Cost Information
Hours & Cost
44 Subconsultant
Principal Supv. Asst Sr. Engr. Cinquini &
Engineer Engineer Engineer Technician Passarino, Inc.
$235 $210 $175 $175 $200 Cost

DESIGN WORK ESTIMATE
TASK
TOTAL
FEE
Construction
Manager
TOTAL
HOURS
Task Information Billing Classification & Rate
Clark Avenue Rehabilitation Proposal for Professional
Engineering Services Hour & Cost Information
Hours & Cost
7 BID AND CONTRACT SUPPORT
Bid Assistance 1 2 2 5 $1,005
Addendum (1) 2 2 4 $770
Site Visit (2) 6 6 12 $2,310
RFI's (5) and submittals (10) 1 4 8 13 $2,475
Change Orders (1) 1 2 2 4 9 $1,705
Record Drawings 1 6 7 $1,260
Subtotal 50 $9,525
Direct Costs (repro, mileage, etc.) $900
Total Design Cost 13 98 106 130 4 $22,000 351 $88,635
8 WATER IMPROVEMENTS
50% - PS&E 2 4 4 10 $1,820
90% - PS&E 2 8 8 18 $3,220
Final - PS&E 1 2 4 4 1 12 $2,255
Subtotal 40 $7,295
9 SEWER IMPROVEMENTS
50% - PS&E 2 4 4 10 $1,820
90% - PS&E 2 8 8 18 $3,220
Final - PS&E 1 2 4 4 1 12 $2,255
Subtotal 40 $7,295
Total Optional Tasks Cost 2 12 32 32 2 80 $14,590
Total Cost (Including Optional Tasks) 15 110 138 162 6 $22,000 431 $104,125 45 South St
Clark Ave
Blair St
Alter St
0 250
Feet
Proposed Water System Updates
Proposed 8"
Replacement Pipe
Hydrant
Valve
Proposed Pavement
Rehabilitation Area
Existing Water Line (in)
4 6
8 Figure 1-1
Proposed Clark Ave
Rehabilitation
Prepared by: Prepared for: Clark Ave Rehab: \\wya.local\Corporate\Clients\495 City of Cloverdale\60-21-06 On-Call Cty Engineer\GIS\Cloverdale-CityEngineer-Maps\Cloverdale-CityEngineer-Maps.aprx - ibannister - 6/26/2023 N
South St
Clark Ave
Blair St
Alter St
Proposed Sewer System Updates
Proposed 6" Sewer Main
Replacement (in-kind)
Manhole
Proposed Manholes to
Grout & Seal
Proposed Pavement
Rehabilitation Area
Existing Sewer Main (in)
2 - 6
7 - 12
13 - 27
12 6
6 8
6 24
8 24
12 6
4" ACP
6 8
Proposed hot
tap valve by
City
Replace hydrant & add
hydrant valve
Alter StAlter St
46 City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

G.4
August 9, 2023
Agenda Section
Consent
Staff Contact
David Kelley, City Manager
Agenda Item Title:

Professional Services Agreement with West Yost & Associates, Inc. to design and provide engineering services during construction for well and station improvements
Recommended Council Action:

Water for the City of Cloverdale is supplied by several water wells next to the Russian River at the City’s Water Treatment Plant. The wells range in depth from 58 to 85 feet and they draw water from the Russian River. The wells cannot meet the City’s peak water demands in dry summer months when the river stage is low. Under these conditions water levels drop and air entrainment occurs. Air in the water degrades the filters at the Plant and requires more frequent backwashing. Restricting flow from the wells alleviates the clogging problem but limits the capacity when the demand for water is greatest.

An engineering feasibility study conducted in 2010 by Luhdorff and Scalmanini Consulting Engineers recommended replacement of Supply Well 7, rehabilitation of Supply Well 8, and associated pump station improvements to reduce or eliminate air entrainment under low river flow conditions. ___________________________________________________________________________________________ Summary
The anticipated water savings from replacement of Well 7 and rehabilitation of Well 8 is approximately 39.9 acre-feet per year from reduced filter backwashing. Additionally, reduced or eliminated air entrainment would directly result in increased capacity at the City’s Water Treatment Plant up to 1,100 gallons per minute, ensuring demands are met under peak and emergency conditions. The updated monitoring and control equipment at the well sites will also provide real-time pumping water level information to the water operations Staff and enable precise flow control and optimize overall wellfield capacity.

A grant from the California Department of Water Resources for city-wide drought relief water system upgrades was secured in 2022. Component 3 of the grant will provide $647,630 for the improvements.

Key tasks included in the project engineering are:

1. Project Management and Meetings

2. Well and pump station improvements design

3. Preparation of technical specifications and engineering estimates

4. Bid and contract support services, and

5. Engineering services during construction.

47 City Council/Successor Agency Agenda Item Summary
Meeting Date: August 9, 2023

Page 2 of 2 ends

The proposal from West Yost Associates includes preparation of a basis of design report, well and pump station improvements design, bid and contract services, engineering services during construction, and project management and meetings. This proposal with a detailed scope of services is attached to this staff report. The proposed not-to-exceed fee for these services is $452,375.

Alternative Options:

1. Reject recommended resolution.

2. Provide alternative direction to staff.

Budget/Financial Impact:

The proposal for engineering services for well and station improvements is $452,375. The project will be funded from a combination of grant funding and water impact fees.

Subcommittee Recommendation:

Due to timing constraints, this item was not included on the Public Works and Facilities Subcommittee agenda.

Attachments:

1. Resolution

2. Exhibit A - Engineering Proposal
48 CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO ____-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST & ASSOCIATES, INC. TO PERFORM ENGINEERING SERVICES FOR WELL AND STATION IMPROVEMENTS TO THE CITY’S WATER TREATMENT SYSTEM AND AUTHORIZE THE CITY MANAGER

TO EXECUTE AN AGREEMENT ON BEHALF OF THE CITY
WHEREAS, the City of Cloverdale has initiated implementation of a City-Wide Drought Relief Water System Upgrades project; and
WHEREAS, the City of Cloverdale has received grant funding from the California Department of Water Resources for the City-Wide Drought Relief Water System Upgrades; and WHEREAS, an engineering feasibility study was conducted in 2010 by Luhdorff and Scalmanini Consulting Engineers which provided a design basis for improvements, recommendations for improvements, and planning level cost estimates; and
WHEREAS, improvements are needed to reduce air entrainment, improve plant capacity, and reduce operational costs and water use; and
WHEREAS, City Staff requested, and West Yost provided a proposal for professional services setting forth the scope engineering design, specifications, engineer’s estimate, and construction support for replacement of Well 7, rehabilitation of Well 8, and station improvements for a not to exceed total of $452,375; and WHEREAS, West Yost Associates has the experience and qualifications necessary to design well and station improvements and provide engineering services during construction.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Cloverdale does hereby:

1. Appoint West Yost Associates to design and provide engineering services during the construction of the well and station improvements; and

2. Authorizes the City Manager to execute an agreement with West Yost for the work in an amount not to exceed $452,375 in a form approved by the City Attorney.

It is hereby certified that the foregoing Resolution was duly introduced and duly adopted by the City Council of the City of Cloverdale at its regular meeting held on the 9th day of August 2023, by the following vote:

Ayes:

Noes:

Absent:

Abstain:

APPROVED: ATTESTED:
_____________________________ _____________________________ Todd Lands, Mayor Michael Maloney, City Clerk
Attachment:

Exhibit A - Engineering Proposal
49 2235 Mercury Way
Suite 105
Santa Rosa CA 95407
707.543.8506 phone
530.756.7991 fax
westyost.com
August 2, 2023 SENT VIA: EMAIL
Vanessa Apodaca
City Engineer
City of Cloverdale
124 N. Cloverdale Blvd.

Cloverdale, CA 95425
SUBJECT: Proposal to Perform Engineering Services for Well and Station Improvements Dear Ms. Apodaca:

West Yost is pleased to present our proposal to the City of Cloverdale (City) to assist with well and station improvements at the City’s Water Treatment Plant. The Project is a component of the Urban and Multi-Benefit Drought Relief Grant funded by the California Department of Water Resources. The scope of work is based on the recommendations of a technical memorandum titled Water Supply Well & Station Improvements prepared by Luhdorff & Scalmanini in 2010.

This Project includes the design and engineering services during construction of a replacement for Supply Well 7, rehabilitation of Supply Well 8, and associated pump station improvements. The proposed project aims to reduce air entrainment, improve plant capacity, and reduce operational costs.

Our team of experienced engineers and project managers will provide comprehensive services to ensure the successful completion of the Project.

SCOPE OF SERVICES
Our proposed scope of services for the Project includes five (5) main tasks described in more detail below. • Task 1. Project Management and Meetings
• Task 2. Preliminary Basis of Design Report
• Task 3. Well and Pump Station Improvements Design
• Task 4. Bid and Contract Services
• Task 5. Engineering Services During Construction
50 Vanessa Apodaca
August 2, 2023

Page 2 ends

N-M-C-CLOVERDALE-LP-2023 WELL REPLACEMENT REAB
Task 1. Project Management and Meetings
Task 1.1. Project Management
West Yost will provide project management services consisting of program management, coordination of activities, communication with City staff, coordination and management of subconsultants, QA/QC activities, and invoicing.

Task 1.2. Meetings
West Yost will organize and conduct various meetings as part of our proposed services. These meetings will include in-person meetings, biweekly project status conference calls, City Council meeting support, and pre-bid meetings.
• In-person Meetings: West Yost will conduct five (5) in-person meetings as part of the proposed services. These meetings will include the project kick-off meeting, meeting to receive and discuss City comments on the draft Basis of Design Report (BDR), and Well Equipping and pump station Design Review Meetings at 40%, 75%, and 100% design. The specific group to attend these meetings will be determined by the City, and additional meetings will be provided if requested with corresponding budget and schedule augmentation. If the City prefers, one or more of these meetings can be scheduled as online virtual meetings.
• Biweekly Project Status Conference Calls: West Yost will organize and conduct up to fifty (50) biweekly project status conference calls throughout the project duration. These calls will initially involve the West Yost project manager and the City's project manager and others by specific request.
• City Council Meeting: If requested, West Yost will provide City staff with technical support during preparation for a City Council meeting to discuss the Basis of Design Report or final project design documents. A West Yost staffer can also attend City Council meetings to provide technical assistance in responding to Council questions if requested by City staff.

Optional meetings are not included in the proposed budget presented below. • Prebid Meetings: West Yost will attend Prebid meetings for both the well replacement and rehabilitation and the pump station improvement contractor bid packages.

Task 1.3. Quality Assurance and Quality Control
West Yost will implement QA/QC protocols continually throughout the project. This will include thorough internal review prior to submittal of every project deliverable. The internal review will be led by a principal engineer or hydrogeologist who will not be involved in the daily project activities. The internal reviewer will check documents, confirm calculations, address constructability issues, and recommend design improvements.

Task 1 Deliverables
• West Yost will prepare the agendas for in-person or virtual meetings and biweekly conference calls, plus monthly invoices with a brief description of activities completed during the previous month.

Task 2. Preliminary Basis of Design Report
The goal of Task 2 is to develop a Basis of Design Report (BDR) for the proposed well and facility improvements. This task will involve research and field work, including a review of existing data, 51 Vanessa Apodaca
August 2, 2023

Page 3 ends

N-M-C-CLOVERDALE-LP-2023 WELL REPLACEMENT REAB
interviews with key City staff, and potentially conducting a pump test to obtain more well and pump performance data. West Yost will start by reviewing existing data, including the 2010 Luhdorff & Scalmanini study, and any more recent information regarding the performance and limitations of the wells and operational facilities. We will then interview key City staff, such as operators, electricians, and programmers, to obtain and document an up-to-date engineering and operations understanding.

If more well and pump performance data are needed, West Yost will conduct efficiency testing of the Well 8 pump/motor, and a pump test to obtain the necessary information to complete the well design.

West Yost will also review hydraulic conditions of the pump discharge system to determine pump characteristics for the technical pump selection. We will provide preliminary layouts of site piping and connections to existing systems.

Once all the information has been compiled, West Yost will use it to complete a draft BDR for City Engineering and Operations review. The report will incorporate one round of review comments from the City and will be finalized after that. This report will be critical to understanding the City's site-specific needs regarding proposed improvements and will define the specific work to be done under Tasks 3 and 4.

The successful completion of Task 2 will provide the foundation for the design drawings and specifications and ensure that the proposed improvements are tailored to meet the City's exact needs.

Task 2 Deliverables
• West Yost will provide a draft and final BDR.

Task 3. Wells and Pump Station Improvements Design
Task 3.1 Well Replacement and Well Rehabilitation Design This task involves designing the replacement of Well 7 and rehabilitating Well 8. Well 7 is currently 36 years old and has perforations at an elevation that coincides with low summer river stages, causing air entrainment and rendering it unusable during high demand periods. A 2010 study by Luhdorff & Scalmanini recommended that the well be replaced due to its age and construction features making rehabilitation or modification risky.

On the other hand, Well 8 is younger and in relatively good shape, but it also experiences air entrainment.

Its rehabilitation will involve installing a new casing with perforations located to reduce or eliminate air entrainment and testing the efficiency of the existing well and pump and motor.

The focus of the well design services will be on preparing technical specifications and drawings for the City to procure the services of a qualified, licensed C-57 water well drilling contractor to drill three exploratory borings, construct a replacement for Well 7, and install a new casing in Well 8.

West Yost will prepare draft final technical specifications and drawings based on the BDR, lithologic logs, cutting samples collected during drilling of the borings, geophysical logs, and formation sieve analyses.

The preliminary well design will then be modified based on review comments received from the City.

Finally, West Yost will provide the City with final technical specifications, stamped by a professional engineer or geologist, which can be used for advertising the work and selecting a qualified, licensed well drilling contractor.
52 Vanessa Apodaca
August 2, 2023

Page 4 ends

N-M-C-CLOVERDALE-LP-2023 WELL REPLACEMENT REAB
Task 3.2 Pump Station Improvements Design
Improvements to the existing well pump stations are recommended to provide better monitoring and controls to avoid air entrainment, maximize groundwater pumping from individual wells, and increase the well field's capacity during high demand periods. The proposed improvements include:
• Permanent Downhole Transducers to Monitor Water Levels • Updated Flow Meters
• Flow Control Equipment (either Variable Frequency Drive or Motorized Operated Valve) • Modifications to the existing station piping
• Ventilation Fans
• Control panels and radios at each well station for communication with the existing SCADA system
• Transformers and conduit runs as needed to meet equipment power needs. • Underground tie-ins to existing water main to the Water Treatment Plant West Yost’s BDR (Task 2) will document proposed improvements, including preliminary design drawings and technical requirements for improvements at the well site.

West Yost will design connecting utilities within the pump station fence line and prepare design drawings and technical specifications for City review at the 40%, 75%, and 100% design stages. Our team will also prepare construction cost estimates at all levels, with a more detailed construction cost estimate following the 100% design submittal. We will meet with the City to receive and review consolidated City comments on our 40%, 75%, and 100% design submittals.

Our team will coordinate with and provide City staff with input on City’s “front end” specifications for consistency with West Yost’s technical specifications. We will provide final technical specifications and drawings, sealed by a professional engineer or professional geologist for the City’s incorporation of their front-end specifications, reproduction, advertising, and selection of a qualified, licensed general contractor and well drilling contractor to perform the required work.

Task 3 Assumptions
• It is assumed that City staff is responsible for providing all requested data, timely review of work products within two (2) weeks of receipt and being available to meet with West Yost to review and discuss City comments on draft work products.

Task 3 Deliverables
• West Yost will prepare draft and final technical specifications for the replacement of Well 7 and rehabilitation of Well 8.
• West Yost will provide 40%, 75%, and 100%, and Final Design Plans and Technical Specifications for the Pump Station Improvements and estimates of probable construction costs with each design submittal.

Task 4. Bid and Contract Services
West Yost will assist the City in securing a qualified, licensed general contractor and water well drilling contractor to perform the required work. The City will develop bid documents, prepare advertisement and 53 Vanessa Apodaca
August 2, 2023

Page 5 ends

N-M-C-CLOVERDALE-LP-2023 WELL REPLACEMENT REAB
contract documents for construction contract bidding. West Yost will attend pre-bid meetings to address questions regarding the technical specifications and assist the City with evaluation and selection of each contractor. The City will announce the award of each contract and issue a notice to proceed.

Bid Services
• Respond to requests for information from prospective bidders. • Attend two (2) Prebid meetings.
• Assist the City in evaluating bids.

Task 4 Assumptions
• The City will prepare the “front end” documents.
• It is assumed that City staff is responsible for providing all requested data, timely review of work products within two (2) weeks of receipt and being available to meet with West Yost to review and discuss City comments on draft work products.

Task 4 Deliverables
• West Yost will provide written responses to bidder questions, and addenda (if needed) in Adobe PDF format for City use.

Task 5. Engineering Services during Construction
West Yost will provide engineering services during construction. Our hydrogeologists will support the well construction and rehabilitation efforts and our engineers will support the pump station improvements as described below:

5.1 Hydrogeologic Services During Well Construction and Rehabilitation The West Yost team will provide technical services and support to the City during the construction and rehabilitation of the wells. Our services include:

1. Reviewing payment applications and responding to requests from the City for information, change orders, and field orders.

2. Monitoring the General Contractor's compliance with well drilling specifications and construction.

3. Working with City staff to discuss site-specific issues and develop a project implementation schedule.

4. Conducting field activities, such as collecting cutting samples, logging observed materials, and collecting water quality samples.

5. Providing recommendations during critical field activities.

During the pre-mobilization phase, activities include attending a preconstruction conference organized by the City and establishing a list of required contractor's submittals.

During well construction activities, the West Yost team will provide technical expertise for change orders, review contractor's submittals, and be present during geophysical logging, collecting water quality samples, and selecting formation samples for analysis. We will also evaluate logs and test results to 54 Vanessa Apodaca
August 2, 2023

Page 6 ends

N-M-C-CLOVERDALE-LP-2023 WELL REPLACEMENT REAB
develop the final well design, provide on-site hydrogeologic services during casing placement and well development, and collect groundwater samples for analysis of Title 22 parameters.

After completion of field activities, the West Yost team will compile and summarize all data and observations in a well construction report to be provided to the City. The report will include a DWR Certificate of Project Completion and record drawings.

5.2 Engineering Services During Construction of Pump Station Improvements The West Yost team will provide engineering services for the equipping of wells in three phases:
pre-mobilization, construction, and post-construction. In the pre-mobilization phase, we will prepare conformed drawings and technical specifications based on contractor questions and addendums issues during bidding. During the construction phase, we will provide observation reportsfollowing up to four (4) site visits as needed at critical construction points, attend up to four (4) construction status meetings as needed, offer technical expertise for change orders, witness tests as-needed during site visits, review up to 15 contractor submittals, respond to 10 RFI’s, and participate in final walk-throughs. In the post-construction phase, we will prepare record drawings of the project based on documentation from the contractor and construction management team.

Task 5 Deliverables
• West Yost will provide draft and final Well Construction Reports documenting as built conditions. West Yost will provide responses to RFIs, submittals, other correspondence with contractors, and Record Drawings and Specifications based on red-line markups provided by the City’s CM team and the Contractor. We will provide the DWR Certificate of Project Completion and record drawings to DWR.

PROJECT BUDGET
West Yost’s proposed budget for the project is not to exceed $452,375. We will perform the scope of services described above on a time-and-expenses basis, at the billing rates set forth in Attachment A, 2023 Billing Rate Schedule. Any additional services not included in this scope of services will be performed only after receiving written authorization and a corresponding budget augmentation.

Table 1. Estimated Project Hours and Budget
Task
Level of Effort,
hours
Estimated Budget,
dollars
Task 1. Project Management and Meetings 165 43,065
Task 2. Preliminary Basis of Design Report 178 43,936
Task 3. Design Services 481 195,608
Task 4. Bid and Contract Services 72 17,176
Task 5. Engineering Services during Construction 342 152,590 Total Project Hours and Budget 1238 $452,375

SCHEDULE
We will begin work on the Project upon receiving a Notice to Proceed. The proposed schedule anticipates the completed project design and preparation of the plans, specifications and bid documents about six months after we receive written notice to proceed from the City; and construction of the new Well 7 and 55 Vanessa Apodaca
August 2, 2023

Page 7 ends

N-M-C-CLOVERDALE-LP-2023 WELL REPLACEMENT REAB
rehabilitation of Well 8 approximately eleven (11) months after the City’s selection and contract award for the well drilling contractor.

Thank you for providing West Yost the opportunity to be of continued service to the City of Cloverdale.

We look forward to collaborating with you on this important project. Please call if you have any questions or require additional information.

Sincerely,

WEST YOST
Peter Dellavalle, PG, #9189 Corie Moolenkamp
Professional Geologist Business Sector Leader
Attachment A: West Yost 2023 Billing Rate Schedule
56 West Yost’s 2023 Billing Rate Schedule
Attachment A
57 (Effective January 1, 2023 through December 31, 2023)*

POSITIONS

ENGINEERING
Principal/Vice President $338
Engineer/Scientist/Geologist Manager I / II $319 / $334 Principal Engineer/Scientist/Geologist I / II $288 / $307 Senior Engineer/Scientist/Geologist I / II $259 / $272
Associate Engineer/Scientist/Geologist I / II $215 / $231 Engineer/Scientist/Geologist I / II $173 / $201
Engineering Aide $101
Field Monitoring Services $125
Administrative I / II / III / IV $92 / $115 / $138 / $152

ENGINEERING TECHNOLOGY
Engineering Tech Manager I / II $332 / $334
Principal Tech Specialist I / II $305 / $315
Senior Tech Specialist I / II $279 / $291
Senior GIS Analyst $252
GIS Analyst $239
Technical Specialist I / II / III / IV $178 / $203 / $228 / $254 Technical Analyst I / II $128 / $152
Technical Analyst Intern $103
Cross-Connection Control Specialist I / II / III / IV $133 / $144 / $162 / $180 CAD Manager $201
CAD Designer I / II $156 / $176

CONSTRUCTION MANAGEMENT
Senior Construction Manager $322
Construction Manager I / II / III / IV $197 / $211 / $224 / $283 Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1) $172 / $191 / $213 / $221 Apprentice Inspector $156
CM Administrative I / II $83 / $112
Field Services $221
2023 Billing Rate Schedule

LABOR CHARGES
(DOLLARS PER HOUR)
■ Hourly rates include Technology and Communication charges such as general and CAD computer, software, telephone, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. ■ Outside Services such as vendor reproductions, prints, shipping, and major West Yost reproduction efforts, as well as Engineering Supplies, etc. will be billed at actual cost plus 15%. ■ The Federal Mileage Rate will be used for mileage charges and will be based on the Federal Mileage Rate applicable to when the mileage costs were incurred. Travel other than mileage will be billed at cost. ■ Subconsultants will be billed at actual cost plus 10%. ■ Expert witness, research, technical review, analysis, preparation and meetings billed at 150% of standard hourly rates. Expert witness testimony and depositions billed at 200% of standard hourly rates. ■ A Finance Charge of 1.5% per month (an Annual Rate of 18%) on the unpaid balance will be added to invoice amounts if not paid within 45 days from the date of the invoice. * This schedule is updated annually Page 1 of 2 58
(Effective January 1, 2023 through December 31, 2023)*
Equipment Charges

EQUIPMENT
2" Purge Pump & Control Box $300 / day
Aquacalc / Pygmy or AA Flow Meter $28 / day
Emergency SCADA System $35 / day
Field Vehicles (Groundwater) $1 / mile
Gas Detector $80 / day
Generator $60 / day
Hydrant Pressure Gauge $10 / day
Hydrant Pressure Recorder, Impulse (Transient) $55 / day Hydrant Pressure Recorder, Standard $40 / day
Low Flow Pump Back Pack $135 / day
Low Flow Pump Controller $200 / day
Powers Water Level Meter $32 / day
Precision Water Level Meter 300ft $30 / day
Precision Water Level Meter 500ft $40 / day
Precision Water Level Meter 700ft $45 / day
QED Sample Pro Bladder Pump $65 / day
Stainless Steel Wire per foot $0.03 / day
Storage Tank $20 / day
Sump Pump $24 / day
Transducer Components (per installation) $23 / day
Trimble GPS – Geo 7x $220 / day
Tube Length Counter $22 / day
Turbidity Meter $30 / day
Vehicle (Construction Management) $10 / hour
Water Flow Probe Meter $20 / day
Water Quality Meter $50 / day
Water Quality Multimeter $185 / day
Well Sounder $30 / day

BILLING RATES
2023 Billing Rate Schedule
* This schedule is updated annually Page 2 of 2 59
City Council/Successor Agency
Agenda Item Summary Agenda Item:

Meeting Date:

I.1
August 9, 2023
Agenda Section:

New Business
Staff Contact:

Vanessa Apodaca, City Engineer
Derrick Montanye, Public Works Director
Agenda Item Title:

Resolution Ordering the Property Located at 1215 S. Cloverdale Boulevard to Connect to the Sanitary Sewer System Pursuant to Cloverdale Municipal Code section 13.16.040. ________________________________________________________________________________________ Recommended Council Action(s):

Adopt a Resolution Entitled, “A Resolution of the City Council of the City of Cloverdale Ordering the Property Located at 1215 S. Cloverdale Boulevard to Connect to the Sanitary Sewer System Pursuant to Cloverdale Municipal Code section 13.16.040.”
________________________________________________________________________________________ Background:

The Cloverdale Municipal Code contains comprehensive regulations for the operation of the City’s sanitary sewer system, and requires all properties located near a public sewer line to connect to the City’s sanitary sewer system. Specifically, Cloverdale Municipal Code section 13.16.040(c) provides that: “The owner of any premises used for human occupancy, employment, recreation or other human purpose situated within the city and abutting on any street or easement in which there is situated a sanitary sewer within three hundred feet of the property line and designed to serve such premises is required to install, at his expense, a connection with the public sewer in accordance with the provisions of this chapter within ninety days after the date of official notice by the city council to do so, and the private sewage disposal system shall be removed or cleaned of sludge and filled with gravel, sand or clean compacted earth.” Cloverdale Municipal Code section 13.16.070 allows the use of private septic systems in certain limited circumstances. Use of a private septic system also requires review by the Well & Septic Division of the Permit and Resource Management Department of Sonoma County (Permit Sonoma).

Improper or authorized use of private septic systems poses a significant risk to public health and creates other potential environmental hazards.
____________________________________________________________________ Summary:

The property located at 1215 S. Cloverdale Boulevard (“Property”) is currently used for commercial purposes, but is not connected to the City’s sanitary sewer system. The Property relies on a small private septic tank.

This arrangement was approved by the City and Permit Sonoma for a temporary period of up to five years, and was based on representations that the daily flow from the Property would not exceed 50 gallons per day.

This permission to use a private septic tank was reflected in a Findings Report issued by Well & Septic Division of Permit Sonoma on September 25, 2018. The Findings Report specified that continued use of the septic system was only temporary, and that “[w]ithin 5 years, the owner will be required to connect to the adjacent sewer in Cloverdale Blvd.” Further, on June 9th, a Notice of Violation of Water Code Section 13260(a) was 60 City Council/Successor Agency Agenda Item Summary
Meeting Date: August 9, 2023

Page 2 of 2 ends

issued by the North Coast Regional Water Quality Control Board to the property owner regarding the discharge of industrial process waste from the failed septic system.

On multiple occasions, City staff have previously notified the Property owner of the need to connect the Property to the sanitary sewer system. However, the Property has not yet been connected. The five (5) year period for the Property to voluntarily complete the connection in accordance with the Findings Report will expire on September 25, 2023. Accordingly, staff is requesting the City Council order the Property to connect to the sanitary sewer system as required by Cloverdale Municipal Code section 13.16.040(c). If the proposed resolution is adopted, the property owner will have 90 days to complete the connection. Connecting the Property to the City’s sanitary sewer system is necessary to protect the public health and safety.

The Property owner is responsible for the costs of connecting the Property to the sanitary sewer system, including paying the City’s required connection fee. The connection fee is based on the anticipated flow to the sanitary sewer system from the Property. The current fee is $78.00 per gallon per day of anticipated flow.

The anticipated flow will be determined by a report from an engineer or qualified professional submitted by the Property owner, for review by the City Engineer. If the Property owner does not provide an estimate from a qualified professional, the City will determine the anticipated flow based on the Property’s past water usage. The use of the Property may not exceed the anticipated flow used to calculate the connection fee, unless an additional fee is paid.
________________________________________________________________________________________ Alternative Options:

1. Reject Resolution ordering 1215 S. Cloverdale at 1215 S. Cloverdale Boulevard to connect to Sanitary Sewer System Pursuant; or

2. Provide alternative direction to Staff
________________________________________________________________________________________ Subcommittee Recommendation:

N/A
________________________________________________________________________________________ Budget/Financial Impact:

The Property owner is responsible for the costs of connecting the Property to the sanitary sewer system including encroachment permit fees for work within the public right-of-way, building permit fees for private sewer laterals and sewer connection (impact) fees. The fees paid by the Property owner are intended to cover the costs incurred by the City related to the connection including the .

CEQA Compliance:

In accordance with CEQA Guidelines section 15303(d), extensions of utility lines of reasonable length are exempt from CEQA.
________________________________________________________________________________________ Attachments:

1. Resolution

2. Exhibit A - Letter to Property Owner

3. Permit Sonoma Findings Report

4. RWQCB Notice of Violation
61 1

CITY OF CLOVERDALE

CITY COUNCIL
RESOLUTION NO. _____
A RESOLUTION ORDERING THE PROPERTY LOCATED AT 1215 S. CLOVERDALE BOULEVARD TO

CONNECT TO THE SANITARY SEWER SYSTEM PURSUANT TO CLOVERDALE MUNICIPAL CODE SECTION 13.16.040.

WHEREAS, the Cloverdale Municipal Code includes comprehensive regulations of the operation of the City’s sanitary sewer system, and requires all properties located near a public sewer line to connect to the City’s sanitary sewer system; and
WHEREAS, Cloverdale Municipal Code section 13.16.040(c) requires buildings used for human activity and which are located abutting a street or easement in which there is situated a sanitary sewer within three hundred feet of the property line to connect to the City’s sanitary sewer system; and
WHEREAS, Cloverdale Municipal Code section 13.16.070 allows the use of private septic systems in certain limited circumstances. Use of a private septic system also requires review by the Well & Septic Division of the Permit and Resource Management Department of Sonoma County; and
WHEREAS, the property located at 1215 S. Cloverdale Boulevard (“Property”) is currently used for commercial purposes, but is not connected to the City’s sanitary sewer system. Instead, the property relies on a small private septic tank; and
WHEREAS, the permission for the Property to use a private septic tank was reflected in a Findings Report issued by the Well & Septic Division of the Permit and Resource Management Department of Sonoma County on September 25, 2018. The Findings Report specified that continued use of the septic system was only temporary, and that “[w]ithin 5 years, the owner will be required to connect to the adjacent sewer in Cloverdale Blvd,”; and WHEREAS, the five (5) year period for the Property to voluntarily complete the connection in accordance with the Findings Report will expire on September 25, 2023; and WHEREAS, improper or unauthorized use of private septic systems poses a significant risk to public health and creates other potential environmental hazards; and WHEREAS, the City Council desires to order the Property to connect to the City’s sanitary sewer system within ninety (90) days in order to protect the public health and safety; and WHEREAS, the Property owner is responsible for the costs of connecting the Property to the sanitary sewer system, including paying the City’s required connection fee; and 62 2
WHEREAS, the City Council authorizes the City Engineer and Public Works Director to notify the property owner of 1215 S. Cloverdale Blvd. in writing of the City’s requirements to connect to the City’s sanitary sewer system a draft copy of which is attached hereto as Exhibit A; and WHEREAS, adoption of this resolution is exempt from CEQA pursuant to CEQA Guidelines section 15303(d).

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cloverdale does hereby order the property located at 1215 S. Cloverdale Boulevard to connect to the Sanitary Sewer System pursuant to Cloverdale Municipal Code section 13.16.040 within ninety (90) days of notification from the City.

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ATTESTED:
_____________________________ _____________________________ Todd Lands, Mayor Mike Maloney, City Clerk
Attachments:

Exhbit A – Letter to Property Owner
63 August __, 2023
Ann Hathway
PO Box 2905
White City, OR 97503
[email protected]
Re: Required Sewer Connection for 1215 S. Cloverdale Boulevard.

Dear Ms. Hathway,
This letter is to notify you that the building located at 1215 S. Cloverdale Boulevard Cloverdale, CA. 95425 (the “Property”) is required to connect to the City of Cloverdale’s sanitary sewer system.

Cloverdale Municipal Code section 13.16.040(c) provides that:
“The owner of any premises used for human occupancy, employment, recreation or other human purpose situated within the city and abutting on any street or easement in which there is situated a sanitary sewer within three hundred feet of the property line and designed to serve such premises is required to install, at his expense, a connection with the public sewer in accordance with the provisions of this chapter within ninety days after the date of official notice by the city council to do so, and the private sewage disposal system shall be removed or cleaned of sludge and filled with gravel, sand or clean compacted earth.” Cloverdale Municipal Code section 13.16.070 allows the use of private septic systems in certain limited circumstances. The City previously allowed the Property to be served by a private septic system located on-site. This permission was reflected in a Findings Report issued by Well & Septic Division of the Permit and Resource Management Department of Sonoma County on September 25, 2018. The Findings Report specified that continued use of the septic system was only temporary, and that “[w]ithin 5 years, the owner will be required to connect to the adjacent sewer in Cloverdale Blvd.” Although the City has previously informed you of the requirement to connect to the sanitary sewer system, you have yet to connect the Property. The five (5) year period for you to voluntarily complete the connection will expire on September 25, 2023.

Accordingly, the Cloverdale City Council will be considering a resolution to require the Property to connect to the public sewer system at its August 9 City Council meeting. If the resolution is adopted, you will have ninety (90) days to complete the connection. The agenda for the meeting, including options for how to participate, will be available at https://www.cloverdale.net/agendacenter at least 72 hours before the meeting.

You are responsible for the costs of connecting the Property to the sanitary sewer system, including paying the City’s required connection fee. The connection fee is based on the anticipated flow to the sanitary sewer system from your property. The current fee is $78.00 per gallon per day of anticipated flow. In order to calculate the fee, you may 64 Required Sewer Connection for 1215 S. Cloverdale Boulevard

Page 2 ends

____________________________________________________
submit a letter from an engineer or qualified profession identifying the anticipated flow and explaining how that estimate was prepared, for review by the City. If you do not provide your own estimate from a qualified professional, the City will determine the anticipated flow based on the Property’s past water usage. The use of the Property may not exceed the anticipated flow used to calculate the connection fee, unless an additional fee is paid.

Improper or unauthorized use of private septic systems poses a significant risk to public health and creates other potential environmental hazards. Connecting the Property to the City’s sanitary sewer system is necessary to protect the public health and safety. Failure to connect the Property to the sanitary sewer system as required may result in enforcement actions, including fines and/or an order to vacate the Property.

Sincerely,
Vanessa Apodaca Derrick Montanye
City Engineer Public Works Director
65 66
67 68
69 70
71 North Coast Regional Water Quality Control Board
June 9, 2023
Ann Hathaway Certified Mail No.: 7021-0950-0001-6500-1124 PO Box 2905
White City, OR. 97503
[email protected]
David Samson GLS Tracking No.: 559557454
1215 S. Cloverdale Blvd.

Cloverdale, CA. 95425
[email protected]
Samuel Jurist GLS Tracking No.:559557495
315 Montana Ave. #101
Santa Monica, CA. 90403
Subject: Notice of Violation of Water Code Section 13260(a) File: 1215 S. Cloverdale Blvd, Cloverdale, CA. 95425; WDID No. 1B23083CNSO; CIWQS Place ID. 888697
Dear Ms. Hathaway, Mr. Samson, and Mr. Jurist:

Please respond within 15 days of the date of this letter.

The purpose of this letter is to notify you that the building located at 1215 S. Cloverdale Blvd, Cloverdale, CA. 95425 (hereinafter, Facility) is in violation of California Water Code (Water Code) section 13260(a), which states:
13260. (a) Each of the following persons shall file with the appropriate regional board a report of the discharge, containing the information that may be required by the regional board:
72 1215 S. Cloverdale Blvd.

Notice of Violation - 2 - June 9, 2023
(1) A person discharging waste, or proposing to discharge waste, within any region that could affect the quality of the waters of the state, other than into a community sewer system.

Depending on the nature of recent and ongoing commercial and industrial activities conducted at the Facility, it may also be inappropriately enrolled under, or in violation of General Waste Discharge Requirements and Waiver of Waste Discharge Requirements for Discharges of Waste Associated with Cannabis Cultivation Activities, Order WQ-2019-0001-DWQ (Cannabis General Order).

Background
In November 2018, a tenant at the Facility, Seed 2 Soul, LLC, applied for and was granted enrollment under the Cannabis General Order. The enrollment was assigned the waste discharge identification (WDID) number 1_49CC405915. The application submitted by Seed 2 Soul, LLC claimed that indoor cannabis cultivation occurs at the Facility and that all wastewaters generated are discharged to a community sewer system. The Facility was therefore enrolled under a conditionally exempt waiver category in the Cannabis General Order reserved for indoor cultivation operations that discharge to municipal sewage collection systems.

On May 24, 2023, North Coast Regional Water Quality Control Board (Regional Board) staff (Staff) received information from the City of Cloverdale indicating that an unauthorized discharge of wastewater had occurred and may still be occurring at the Facility.

Staff has reviewed materials related to the Facility and determined that it has a septic tank of 1,200 gallons and was authorized by the County in September 2018 to discharge 50 gallons per day of domestic waste to an Onsite Wastewater Treatment System (OWTS) through September 2023. It has come to Staff’s attention that the Facility has discharged an average of approximately 550 gallons per day thus far in 2023, overwhelming the OWTS and putting it into failure. It has also come to Staff’s attention that the Facility is discharging industrial process wastewater from the production of cannabis concentrates.

Although City of Cloverdale staff have recently notified Regional Board Staff that some of the wastewater is being pumped and hauled offsite, on May 24, 2023, our office received a video showing an aboveground cistern filled with industrial process wastewater, sewage, or comingled industrial process wastewater and sewage being drained by a hose onto the Facility’s lot and adjacent property. Such discharges have not been permitted by the Regional Board.
73 1215 S. Cloverdale Blvd.

Notice of Violation - 3 - June 9, 2023
Alleged Violations

1. Unauthorized discharge of industrial process wastewater, sewage, and/or comingled industrial process wastewater and sewage.

Water Code section 13260, subdivision (a) requires that any person discharging waste that could affect the quality of the waters of the State (including groundwater), other than into a community sewer system, shall file with the appropriate Regional Board a Report of Waste Discharge (RWD) containing such information and data as may be required for the Regional Board to issue Waste Discharge Requirements (WDRs, a permit) for the discharge, should the Regional Board determine that the discharge can be permitted.

The discharge of industrial process waste from the failed septic system and from the hose draining the cistern are not currently authorized by the Regional Board.

Therefore, the Facility is in violation of Water Code section 13260.

2. Possible unauthorized discharge of cannabis cultivation wastewater.

If the Facility is appropriately enrolled under the conditionally exempt waiver category in the Cannabis General Order and is not discharging all industrial wastewaters to a municipal sewage collection system, any wastewaters discharged to other locations are in violation of the Cannabis General Order.

Potential Liabilities
The Regional Water Board reserves its right to fully enforce the law against any violation and threatened violation by taking enforcement actions such as a cleanup and abatement order, time schedule order, cease and desist order, administrative civil liabilities, and referral to the California Attorney General’s office. Failing to submit a Report of Waste Discharge when requested by the Regional Water Board subjects you to potential liability of up to $1,000 per day pursuant to Water Code section 13261 and you may be found guilty of a misdemeanor. In addition, discharging waste without having submitted a Report of Waste Discharge and receiving authorization to discharge subjects you to potential liability of up to $1,000 per day pursuant to Water Code section 13265. Administrative civil liabilities may be assessed on a daily basis in the amount up to $5,000 for each day the violation occurs or up to $10 per gallon, but not both, pursuant to Water Code section 13350 for violations of a WDR or Waiver (e.g. the Cannabis General Order). Administrative civil liabilities may be assessed on a daily basis in the amount up to $10,000 for each day the violation occurs and $10/gallon beyond the first 1,000 gallons not cleaned up for actual discharges to Waters of the United States without a permit pursuant to Water Code section 13385.

The Regional Water Board is in the process of considering whether the violations of the Water Code warrant further enforcement. We encourage you to take steps to correct the violations as soon as possible, including: (1) comply fully with the conditions placed by 74 1215 S. Cloverdale Blvd.

Notice of Violation - 4 - June 9, 2023
the County on the use of the Facility’s OWTS, (2) if applicable, comply fully with the Cannabis General Order, and (3) concurrent with the previous, either connect to municipal sewer or obtain WDRs (a permit) from the Regional Board for the discharge of industrial process wastewater. Please note that the existing conditions may represent continuing violations of the Water Code and that correcting these conditions at the Facility does not preclude enforcement for the violations alleged in this notice.

Recommendations
Within 15 days from the date of this letter, please advise the Regional Board of your intentions, plan, and schedule to implement corrective actions with respect to industrial waste discharges associated with cannabis concentrate production as well as any other waste discharges associated with cannabis cultivation as defined under the Cannabis General Order.

If you have questions about what is required of you to comply with Water Code section 13260, and to discuss your plan and schedule to correct the alleged violations, please contact me by email at [email protected] or by phone at 707-576- 2347.

If you have questions about whether the Facility’s enrollment under the Cannabis General Order is appropriate, and if so, what is required of you to comply with the Cannabis General Order, please contact David Kuszmar by email at [email protected] or by phone at 707-576-2693.

Future correspondence regarding this matter will be sent to you at this address unless an alternative address is provided to the Regional Water Board. Failure to accept mail from the Regional Water Board is not a valid excuse for non-compliance with any future enforcement orders, and a failure to respond or otherwise appear at a future enforcement proceeding could subject you to a default order and the imposition of administrative civil liability.

Sincerely,
Kelsey C. Cody, Ph.D.

Senior Environmental Scientist
Groundwater Permitting Unit
75 1215 S. Cloverdale Blvd.

Notice of Violation - 5 - June 9, 2023
Cc:

North Coast Regional Water Quality Control Board
Claudia Villacorta, [email protected] Charles Reed, [email protected]
David Kuszmar, [email protected]
Kason Grady, [email protected]
Jeremiah Puget, [email protected]
State Water Resources Control Board
Nathan Jacobsen, [email protected]
Sonoma County
Darla Pimlot, [email protected]
City of Cloverdale
Derrick Montanye, [email protected]
Kevin Thompson, [email protected]
76 1
From: Melanie Bagby
Sent: Wednesday, August 09, 2023 4:48 PM
To: Michael Maloney
Subject: Re: Council Report 7/27-8/9
Please add:
8/4 Attended SoCo Mayors & Councilmembers legislative committee, Santa Rosa. I was elected chair, Mike Healy of Petaluma was elected Vice Chair. Discussed how committee will function going forward if updates to bylaws approved by full body of M&C, agendizing of current California and Federal Bills, meeting time and location.

Melanie Bagby
Councilmember, City of Cloverdale
707‐893‐7170 • [email protected]
From: Michael Maloney <[email protected]>
Sent: Wednesday, August 9, 2023 3:31:25 PM
To: City Council <[email protected]>
Subject: FW: Council Report 7/27‐8/9
From: Melanie Bagby <[email protected]>
Sent: Wednesday, August 09, 2023 3:29 PM
To: Michael Maloney <[email protected]>
Subject: Council Report 7/27‐8/9
7/28 Attended tour of SMART multi‐modal trail Larkspur to Novato 7/31 Attended SMART ad hoc meeting via Zoom
8/1 Attended Cloverdale National Night Out
8/3 Attended Sonoma Clean Power board meeting, Santa Rosa 8/4 Attended Sonoma County Fair Directors Luncheon, Santa Rosa 8/7 Attended FAP subcommittee meeting
8/8 Attended Northern Sonoma County parks planning meeting via Zoom Melanie Bagby
Councilmember, City of Cloverdale
707‐893‐7170 • [email protected]
77 July 26, 2023
The Honorable Jim Wood
Member, California State Assembly
P.O. Box 942849
Sacramento, CA 94249-0002
RE: SB 423 (Wiener) By-right housing approvals: multifamily housing developments: SB 35 (Chapter 366, Statutes of 2017) expansion.

Notice of Opposition
Dear Assembly Member Wood:

The City of Cloverdale writes to express our opposition to SB 423, which would greatly expand SB 35 (Chapter 366, Statutes of 2017), extend the Jan. 1, 2026 sunset date to Jan.1, 2036, and allow the Department of General Services (DGS) to control housing developments on state-owned or -leased property, regardless of the locally required zoning or development standards.

The City of Cloverdale intimately understands the affordable housing and homelessness crisis as it plays out in our community every day. Local leaders are working to find creative solutions so homes of all income levels can be built. They’re taking on these difficult and complex tasks, and in many cases successfully planning for more than 2.5 million new homes statewide, all while navigating the state’s annual barrage of overreaching housing bills that have thus far demonstrated limited success.

SB 423 is the latest overreaching bill. This measure would double-down on the recent trend of the state overriding its own mandated local housing plans by forcing cities to approve certain housing projects without regard to the needs of the community, opportunities for environmental review, or public input. While it may be frustrating for some developers to address neighborhood concerns about traffic, parking, and other development impacts, those directly affected by such projects have a right to be heard. Public engagement also often leads to better projects. Not having such outlets will increase public distrust in government and result in additional ballot measures limiting housing development.

Instead of continuing to pursue top-down, one-size-fits-all legislation, lawmakers should partner with local officials. That’s why the League of California Cities continues to call on the Governor and lawmakers to annually invest $3 billion to help cities prevent and reduce homelessness and spur housing development. Targeted, ongoing funding is the only way cities can find community-based solutions that get our residents off the streets and keep them in their homes. California will never produce the number of homes needed with an increasingly state driven, by-right housing approval process. What is really needed is a sustainable state investment that matches the scale of this long-term crisis.
78 SB 423 (Wiener) By-right housing approvals
City of Cloverdale Notice of Opposition

Page 2 ends

__________________________________________
For these above listed reasons, the City of Cloverdale respectfully opposes SB 423, Sincerely,
Todd Lands
Mayor
City of Cloverdale
Cc: City Council
Sara Sanders, Cal Cities Regional Public Affairs Manager (via email) League of California Cities (Via email:[email protected]) 79

Cloverdale City CouncilAugust 9, 2023

Cloverdale City Council
August 9, 2023