1 CHANGE ORDER NO. 2
TO
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF PORTOLA
P.O. Box1225
35 Third Avenue
Portola, California 96122
Telephone (530) 832-6800
Date: 01/14/2026
Project Name:
City of Portola Project No.:
Change Order No. 2 to Agreement for Professional Services by and Between City of Portola and MGE Engineering, Inc. Effective as of January 14, 2026 CONSULTANT:
MGE Engineering. Inc.
7415 Greenhaven Drive, STE 100
Sacramento, CA 95831
1.0 CHANGE ORDER
1.1 This Change Order No. 2 is an amendment to the Agreement for Professional Services by and Between City of Portola and MGE Engineering, Inc., effective as of January 1, 2024 (“Agreement”) as amended by the Chane Order dated June 6, 2025 (Change Order No. 1”), the terms of which are hereby incorporated into this Change Order No. 2 by this reference.
2.0 CONFLICT
2.1 In the event of any conflict between the Agreement, Change Order No. 1, and this Change Order No. 2, the terms of the Agreement shall prevail. All other terms of the Agreement shall remain in full force and effect.
3.0 AMENDMENT OF AGREMENT
3.1 The Agreement is hereby amended to reflect the changes as follows:
3.2 CONSULTANT shall provide the supplemental services described in Attachment A, Scope of Work (“Supplemental Services”) in additional to the services described in the Agreement and Change Order No. 1.
3.3 The cost for the Supplemental Services is set forth in Attachment B, Payment for Services.
2 3.3.1 Original Agreement Amount: $162,768.00
3.3.2 Change Order # 1 Amount: $19,072.00
3.3.3 Change Order # 2 Amount: $12,405.00
3.3.3 Total Agreement Amount: $194,245.00
These changes are accepted and agreed by the Parties, to become effective as of the date first written above.
ACCEPTED:
CITY OF PORTOLA CONSULTANT
Signature Signature
By: By:
Title: City Manager Title:
Co: City of Portola Co:
Other authorized representative(s): Other authorized representative(s):
ATTACHMENT A - SCOPE OF WORK
ATTACHMENT B - PAYMENT FOR SERVICES
7415 Greenhaven Drive, Suite 100, Sacramento, CA 95831 TEL (916) 421-1000 • FAX (916) 421-1002 15 December 2025
Mr. Ryan Bonk, City Manager
City of Portola
35 Third Avenue
Portola, California 96122
Subject: Scope of Services – Regulatory Permit Compliance Services Gulling Street Bridge Project
City of Portola, California
Dear Mr. Bonk:
As requested, MGE has prepared this letter for a revised scope of services to authorize regulatory compliance services and associated costs. We understand the City requires support for regulatory compliance for the emergency riprap placement permits acquired by the City and ESA’s original scope of services did not include these services.
ESA requires a revision to their scope of services and fee. The contract fee revision associated with the revised scope of services is $12,405.
I have enclosed ESA’s proposal and fee estimate that details the additional scope and effort.
Please let me know if you have any questions about this request or the enclosed ESA proposal.
We look forward to providing these services for the project.
Sincerely,
MGE Engineering
Martin W. McIlroy, PG, CEG, PE
Vice President
Enclosure: ESA Proposal (04 NOV 2025)
Attachment A
2600 Capitol Avenue, Suite 200
Sacramento, CA 95816
916.564.4500 phone
916.564.4501 fax
esassoc.com
1 Environmental Science Associates
esassoc.com
November 4, 2025
Ryan Bonk, City Manager
City of Portola
35 Third Avenue
P.O. Box 1225
Portola, CA 96122
Subject: Proposal to Provide Regulatory Permitting Compliance Services for the Gulling Street Bridge Immediate Emergency Repair Project, City of Portola, California
Dear Mr. Bonk:
Environmental Science Associates (ESA) is pleased to submit this scope of work and cost estimate to the City of Portola (“City”) to provide regulatory permitting compliance services for the Gulling Street Bridge Immediate Repair Project (project) located in the City of Portola, Plumas County, California. Specifically, ESA will address the compliance tasks noted below in response to the emergency permits from the Central Valley Regional Water Quality Control Board (RWQCB) pursuant to Clean Water Act (CWA) Section 401 and the California Department of Fish and Wildlife (CDFW) pursuant to Fish and Game Code Section 1610, per their respective permit compliance measures.
The total for the tasks described in this scope of work is $10,498 (Table 1). This proposal also includes a request for $1,907 (Table 2) to cover the overage associated with the additional site visit to monitor the initial project activities, responses to agency questions about the emergency applications, and preparation for and conducting the in-field worker education training in compliance with emergency permits. In total, this proposal covers services rendered under the Scope of Work provided in Attachment A, and the overage, for an amount not to exceed $12,405 in accordance with the ESA Time and Materials Compensation Schedule. The estimated fee by task, including labor and anticipated reimbursable costs, is provided in Attachment B. Fees and charges will be billed on a monthly basis.
ESA would like to thank the City for the opportunity to present this proposal, and we look forward to continuing working with you. Should you need additional information or have any questions, please do not hesitate to contact Stephanie Gasca at [email protected] or (949) 870-1508.
Sincerely,
Melissa Logue
Transportation Director – NorCal
A-1 Environmental Science Associates
esassoc.com
Scope of Work
Task 1: Post-Project Site Visit
ESA will conduct a post-project site visit to document and photograph the project site upon completion of the emergency activities. ESA will use the post-project site evaluation findings and photos for incorporation into the RWQCB Notice of Completion Report (Task 2.2) and CDFW Post-Project Report (Task 3).
Deliverables
• Site photos and field notes that will be incorporated into the RWQCB Notice of Completion Report (Task 2.2) and CDFW Post-Project Report (Task 3).
Assumptions
• A stand-alone report will not be prepared for this task.
Task 2: RWQCB Emergency Permit Compliance Tasks
Per the projects Regional General Permit 8 (ORDER WQ 2023-0061-DWQ) authorization, WDID NO. 5A32CR00254, the following compliance tasks are required to be completed.
TASK 2.1: RESEARCH COMPENSATORY MITIGATION OPPORTUNITIES Compensatory mitigation is required for permanent physical loss and permanent ecological degradation of waters of the state by purchasing 0.01 acre of stream channel credit from a U.S. Army Corps of Engineers-approved mitigation bank or
0.01 aquatic resource credit from the National Fish and Wildlife Foundation’s Sacramento District California In-Lieu Fee Program in the Feather Aquatic Resource Service Area. ESA will assist in gathering the information from the mitigation bank and in-lieu fee program to provide the City with the available mitigation options and fees associated with each.
Mitigation credits shall be purchased within 90 days of initiating the emergency project and prior to the Central Valley Water Board’s approval of a Notice of Completion.
Deliverables
• Email correspondence will be provided documenting available mitigation credits for the mitigation bank and in-lieu program.
Assumptions
• ESA will not be responsible for entering into agreements and securing credits from mitigation banks and in-lieu fee programs. Payment of all fees will be the responsibility of the City. • Per the project’s authorization from the RWQCB, Mitigation credits shall be purchased within 90 days of initiating the emergency project and prior to the Central Valley Water Board’s approval of a Notice of Completion.
TASK 2.2: PREPARE NOTICE OF COMPLETION REPORT
ESA will prepare the Notice of Completion documenting that the emergency project activities were carried out in accordance with the description provided in the Notice of Intent. The Notice of Completion will be prepared following the requirements identified in Attachment E of the Order.
Deliverables
• Electronic (PDF and Word) version of draft Notice of Completion. • Electronic (PDF) version of the final Notice of Completion report.
Attachment A. Scope of Work
Attachment A. Scope of Work
A-2 Environmental Science Associates
esassoc.com
Assumptions
• The Notice of Completion will be submitted within 45 calendar days of completion of project activities. • Notice of Completion versions and review cycles: One round of combined comments from the City and MGE Engineering on the NOC will be addressed and incorporated into final electronic version.
Task 3: Prepare CDFW Post-Project Report
Utilizing the data gathered from the site visit in Task 1, ESA will prepare a post-project report in compliance with the CDFW Emergency Notification. The report will document the completed work through photographs and a summary of activities completed.
Deliverables
• Electronic (PDF and Word) version of draft report.
• Electronic (PDF) version of the final report.
• One (1) electronic submittal to CDFW on behalf of the City.
Assumptions
• Report versions and review cycles: One round of combined comments from the City and MGE Engineering on the post-project report will be addressed and incorporated into final electronic version.
Attachment B
Estimated Fee
J. Whitfield S. Gasca A, Catanuso F. Marquez B. Mukogawa Principal
Consultant 3
Managing
Consultant 4 Consultant 5
Associate
Consultant 4 Consultant 4 ESA ESA
Technology & Data
Management Fee
Total
Labor Fees
Total
ESA Labor Total Expense
Task # Task Name/Description $276 $266 $165 $189 $152 Total Hours Labor Amount 3% Formula Driven Formula Driven Total Expense Total
1.1 Post-Project Site Visit 2 10 2 14.00 $ 2,560 $ 77 $ 77 $ 2,637 $ 265 $ 2,901 1 Task 1 0 2 10 2 0 14.00 $ 2,560 $ 77 $ 77 $ 2,637 $ 265 $ 2,901
2.1 Research Compensatory Mitigation Opportunities 2 4 6.00 $ 1,140 $ 34 $ 34 $ 1,174 $ - $ 1,174
2.2 Prepare Notice of Completion Report 1 3 4 10 18.00 $ 3,350 $ 101 $ 101 $ 3,451 $ - $ 3,451 2 Task 2 1 5 0 414 24.00 $ 4,490 $ 135 $ 135 $ 4,625 $ - $ 4,625
3.1 Prepare CDFW Post Project Report 3 3 10 16.00 $ 2,885 $ 87 $ 87 $ 2,972 $ - $ 2,9723 Task 3 0 3 0 310 16.00 $ 2,885 $ 87 $ 87 $ 2,972 $ - $ 2,972 Total 1 10 10 9 24 54.00 $ 9,935 $ 298 $ 298 $ 10,233 $ 265 $ 10,498
PROJECT COST ESTIMATE SUMMARY TABLE
ESA Labor $9,935
Technology and Data Management Fee $298
ESA Labor Amount $10,233ESA Non-Labor Expenses
Reimbursable Expenses (Details Attachment A) $265
Subtotal ESA Non-Labor Expenses $265PROJECT TOTAL $10,498
ESA LABOR
TOTAL BY HOURS / DOLLARS TOTAL ESA LABOR COST & FEES TOTAL
PROJECT COST
TOTAL EXPENSE
H:\\EgnyteDrive\oneesa\Shared\Projects\2024\D202401171.00 - Gulling St. Bridge Emergency Repair Permits\01 Project Management\Scope and Fee\Mod 1\Tiffany Apprvd Rates\Gulling Street Bridge_Compliance Tasks_Cost2_edited for client.xlsm-Fee Proposal Plannin Table 1. Estimed Fee by Task
Attachment B. Estimated Fee
B-2 Environmental Science Associates
esassoc.com
Table 2. Gulling St. Bridge Emergency Repair Permitting Budget Status
TASKS BUDGET BUDGET REMAINING
USACE Sec-404 Emergency Permit App $6,865.00 $38.83
NOI - CW Act Sec 401 WQ Cert RGP 8 $4,949.00 $65.90
CDFW Emergency Notification $4,224.00 <$671.62>
Project Team and Agency Coordination $5,661.00 <$888.66> Agency Site Visit $3,255.00 $62.00
Pre-Construction Surveys/Monitoring $6,856.00 <$1,216.80> Other Direct Costs $1,638.00 $702.96
Total $33,448.00 <$1,907.39>
Notes: Values in “< >” indicate an overage.
1 MEETING DATE: January 14, 2026
FROM: Ryan Bonk
RE: Request for Proposal (RFP): Consulting services for the Solid Waste Franchise Agreement and Solid Waste Ordinance
BACKGROUND:
The city of Portola contracts for solid waste and recyclable material collection services within the city boundaries. Since 2002, Intermountain Disposal Company has provided collection services under an exclusive franchise agreement. The current agreement with franchisee expires in less than two years, on December 31, 2027.
In 2017, the franchise agreement was renewed, with a 10-year term. There is a five-year extension clause in the 2017 agreement, upon the mutual consent of the city and franchisee. There have been two city council approved amendments to the current contract: Amendment No. 1 changed the CPI month for yearover-year data from September to August for the annual rate change procedure (approved by the City Council on August 25, 2021); and Amendment No. 2 which eliminated use of customer-supplied cans (approved on April 13, 2022).
EXECUTIVE SUMMARY:
Staff believes, and our Solid Waste Consultant agrees, that it is prudent to review the 2017 amended Franchise Agreement with the goal to update and modernize the agreement. In addition, the City's Solid Waste Ordinance should be modified to harmonize it with any adopted revisions to the refuse collection franchise agreement.
In order to best accomplish this goal, staff believes that requesting proposals from qualified firms to provide the consulting services will lead to a positive outcome for the City and residents. Given the long standing history between the current franchisee, Solid Waste Consultant, and staff, it is the opinion of staff that outside assistance with the franchisee agreement and solid waste ordinance is desirable in advance with the December 31, 2027 termination of the contact for solid waste collection services.
Attached to this staff report is the proposed RFP for the City Council to consider.
FISCAL IMPACT:
Funds are available in Solid Waste Fund 730 to cover the expense of these services.
2 RECOMMENDATION:
Staff requests the City Council authorize release of the Request for Proposal to obtain proposals for services from qualified firms.
ATTACHMENTS:
A. CONSULTING SERVICES SOLID WASTE FRANCHISE AGREEMENT AND SOLID WASTE ORDINANCE RFP FINAL
City of Portola
35 Third Ave
Portola, CA 96122
Consulting Services:
Solid Waste Franchise Agreement and
Solid Waste Ordinance
REQUEST FOR PROPOSAL
Document Name Request for Proposal (RFP)
Document Number F-039 Revision Letter A
Document Location SharePoint Revision Date 12/30/2025
Document Type Form Council Adoption Date NA
Resolution No. NA
Page
1 REQUEST FOR PROPOSAL ISSUED:
January 20, 2026
Proposal Due Date and Time:
February 26, 2026, at 5:00pm PST
NOTICE REQUESTING PROPOSALS FOR CONSULTING SERVICES:
SOLID WASTE FRANCHISE AGREEMENT AND SOLID WASTE ORDINANCE NOTICE IS HEREBY GIVEN THAT the City of Portola (City) will receive proposals for consulting services for the Solid Waste Franchise Agreement and Solid Waste Ordinance.
Proposals must be received no later than February 26, 2026, at 5:00pm PST at Portola City Hall, 35 Third Ave, Portola, CA 96122 (Mailing Address: P.O. Box 1225, Portola, CA 96122).
Electronic versions of proposals will also be accepted. Signed electronic proposals can be sent to Administrative Services Manager Kristen Schiavone at [email protected].
Proposals received after 5:00pm PST on 02/26/2026 will not be considered.
Request for Proposals and additional information can be obtained by contacting both Administrative Services Manager Kristen Schiavone at [email protected] and Solid Waste
Consultant Tom Valentino at [email protected].
Please include both contacts on any emails.
Document Name Request for Proposal (RFP)
Document Number F-039 Revision Letter A
Document Location SharePoint Revision Date 12/30/2025
Document Type Form Council Adoption Date NA
Resolution No. NA
Page
2 CONSULTING SERVICES:
SOLID WASTE FRANCHISE AGREEMENT AND SOLID WASTE ORDINANCE
REQUEST FOR PROPOSAL
1. INTRODUCTION
The City of Portola, a California municipal corporation situated in the County of Plumas (“City”), is requesting proposals from qualified firms to provide the City with consulting services related to updating and modernization of its Franchise Agreement for exclusive refuse collection services within the City and modifying its current solid waste ordinance to harmonize it with any adopted revisions to the refuse collection franchise agreement (“Project”).
The City has utilized consulting services for solid waste from the same consultant for the past 33 years. That consultant will assist the City throughout the Project.
1.1 Background Information
Since November 2002, solid waste, recyclable materials and green wastes are collected from City residents and businesses under an exclusive franchise agreement with Intermountain Disposal Company (“IMD”). In 2017, the City and IMD agreed to a 10-year extension of the franchise agreement, which currently expires on December 21, 2027. There is one additional option to extend the 2017 agreement for a period of five years beginning on January 1, 2028, upon the mutual consent of both the City and IMD.
There are approximately 2,100 residents within the City. There are approximately 120 commercial customers and 735 residential customers reported for the 3rd quarter of 2025. In 2024, 1,379 tons of residential and commercial solid waste were collected by IMD and hauled to the nearby Delleker Transfer Station, for ultimate transport to and disposal at Lockwood Landfill in Nevada. Over the past several years, the amount of refuse collection has slightly declined. However, we anticipate that solid waste for curbside collection will be about 1,400 tons in calendar year 2025.
The City has, by ordinance, mandatory refuse collection requirements at residential and commercial properties.
Document Name Request for Proposal (RFP)
Document Number F-039 Revision Letter A
Document Location SharePoint Revision Date 12/30/2025
Document Type Form Council Adoption Date NA
Resolution No. NA
Page
3 2. SCOPE OF SERVICES
The City seeks consulting services related to updating and modernization of its Franchise Agreement for exclusive refuse collection services within the City through a comprehensive review of the existing Franchise Agreement and corresponding changes to its solid waste ordinance.
The current Franchise Agreement (including amendments), Solid Waste Ordinance 348, and the 2026 Refuse Collection Rates are each attached for reference.
The scope of services includes:
A. Comprehensive review of the Franchise Agreement
• Review should result in either recommended revisions to the current Franchise Agreement or recommendation to utilize a new form of agreement taking into consideration industry best practices B. Review, guidance, and revisions to specific areas of the Franchise Agreement C. Review, guidance, and revisions to the Solid Waste Ordinance so that it harmonizes with the Franchise Agreement
We anticipate the following meetings will be required:
A. Up to two (2) initial virtual meetings with City Staff and current City Solid Waste Consultant
B. Up to three (3) review virtual meetings with City Staff and current City Solid Waste Consultant
Deliverables:
A. Revised draft of Franchise Agreement for potential RFP B. Revised draft of Solid Waste Ordinance
Timeline:
Final Project deliverables are due to the City by June 30, 2026.
Our goal is for a revised or new Franchise Agreement and revised solid waste ordinance to become effective commencing January 1, 2028.
Document Name Request for Proposal (RFP)
Document Number F-039 Revision Letter A
Document Location SharePoint Revision Date 12/30/2025
Document Type Form Council Adoption Date NA
Resolution No. NA
Page
4 3. PROPOSAL REQUIREMENTS
A single, sealed hard copy of the signed proposal and a single, sealed hard copy of the proposed fees (separate from the proposal) labeled “Proposal to Provide Consulting Services for the Solid Waste Franchise Agreement and Solid Waste Ordinance for the City oof Portola” must be delivered to:
Administrative Services Manager, Kristen Schiavone
Portola City Hall
35 Third Ave
Portola, CA 96122
(Mailing Address: P.O. Box 1225, Portola, CA 96122)
Electronic signed proposals and proposed fees can be submitted in lieu of signed hard copies by providing the signed proposal and pricing in separate emails with appropriate subject lines indicating the contents via email to Administrative Services Manager Kristen Schiavone at [email protected].
Proposals and proposed fees are due by 5:00PM on February 26, 2026. Proposals received after 5:00PM on February 26, 2026, will not be considered.
Proposals must contain the following:
3.1 Cover Letter
Provide a cover letter with the proposing company name, address, and individual contact information. The cover letter must be signed by a firm representative authorized to sign an agreement by and between the City and the firm.
3.2 Firm Qualifications and Profile
Describe the qualifications of the firm and the specific individuals who will provide the proposed consulting services for the Solid Waste Franchise Agreement and Solid Waste Ordinance. Include examples of similar services or projects, experience with similar sized jurisdictions, and references. Other information about the firm, including number of employees and regions/locations served will be helpful for proposal evaluations.
Document Name Request for Proposal (RFP)
Document Number F-039 Revision Letter A
Document Location SharePoint Revision Date 12/30/2025
Document Type Form Council Adoption Date NA
Resolution No. NA
Page
5 3.3 Project Methodology
Describe the firm’s approach that will be used to perform the Project. List any subcontractors that will be part of the Project team.
3.4 Proposed Fees
Proposed fees must be included separately from the other contents of the proposal.
Provide proposed rates by position, number of hours per position, and total lump sum not to exceed fee for the Project.
4. QUESTIONS AND ANSWERS
Prior to submitting any questions, parties interested in submitting proposals are required to submit, via email, to Administrative Services Manager Kristen Schiavone at [email protected], the following information:
• Name of firm
• Address
• Name of contact individual
• Email address of contact individual
• Phone number of contact individual
Questions should be submitted via email to both [email protected] and [email protected].
Questions are due no later than February 5, 2026, at 5:00PM PST. Questions received after this deadline will not be responded to.
Responses to questions are anticipated to be provided via email to all parties that submitted the required information above.
Document Name Request for Proposal (RFP)
Document Number F-039 Revision Letter A
Document Location SharePoint Revision Date 12/30/2025
Document Type Form Council Adoption Date NA
Resolution No. NA
Page
6 5. SELECTION & EVALUATION PROCESS
Following receipt of proposals, the City will evaluate each firm’s proposal based on the following:
• Completeness and responsiveness to the RFP
• Qualifications of the firm and individuals who will provide the services to perform the Project
• Experience with similar projects and/or jurisdictions of a similar size with similar requirements
• Proposed methodology and approach to perform the Project • Proposed fees (after consideration of the above factors) • Interviews with proposers (30 minutes with the Project team) The City anticipates that the Portola City Council will review and possibly take action on the selection of a consultant and award of contract for the Project in March 2026.
6. ATTACHMENTS
A. 2017 Franchise Agreement with Amendments 1 & 2
B. Solid Waste Ordinance 348
C. 2026 Refuse Collection Rates