St. Helena City Council
March 12, 2024

4 TOOLE DESIGN

WORK PLAN
The following work plan outlines the anticipated scope
of work for the St. Helena Streets Plan. The Toole
Design Team will build on the work the City has already undertaken to establish an environment for meaningful
engagement and the creation of an innovative and
implementable plan for the City of St. Helena.

While all tasks identified in the RFP have been
addressed and accounted for, there are instances
where new tasks have been added and some tasks and
subtasks have been combined to increase efficiency
and add innovative solutions. We understand our role as your partner, and we look forward to working with the
City to refine this work plan as needed.

TASK 1: PROJECT MANAGEMENT,

MEETINGS, AND COORDINATION
Toole Design will be responsible for ongoing and
proactive project management to ensure efficient
and effective staff, team, resource, and schedule
management to deliver the Plan on time and on budget.

TASK 1.1: KICKOFF MEETING

AND SITE VISIT
Our team will prepare for and actively participate in a project kickoff with City staff and any key stakeholders the City identifies. At this time, we will review the
project workplan, budget, and schedule and discuss any
revisions or updates deemed necessary for successful
project delivery. We will discuss the team’s wishes on
project management items including communication
protocols, consultant team and City staff roles, invoicing and progress reporting, file sharing, and data and
information requests. We will review advisory and
stakeholder group memberships and roles, prepared
by City staff. We anticipate this to be an in-person
meeting in St. Helena after which we will tour the
study area with City staff. The study area tour will be a great opportunity to create a shared understanding
of the opportunities, constraints, and key concerns or
aspirations the project team has for the project. Our
team will come prepared with some initial base maps
and questions for the project team.

TASK 1.2: ONGOING

PROJECT MANAGEMENT
Toole Design will manage the work activities included
in this effort and maintain open lines of communication between the City, partners, and project team at all times.

Following the kickoff meeting, we will draft a Project
Management Plan (PMP) that specifies risk management
and quality control strategies as well as expectations
of City staff. The PMP will include a detailed project
schedule identifying milestones and critical path items, as well as preferences and protocols for file sharing.

Toole Design will plan and lead regular, recurring virtual meetings with the City at an agreed upon schedule. We
recommend establishing a one hour bi-weekly (twice
monthly) Project Management Team (PMT) check in to
share progress, review the project schedule, and discuss upcoming deliverables. Notes summarizing each meeting
will be shared with the PMT. Toole Design’s teaming
partners, SERA Design, BKF Engineers, EPS, and Rincon
Consultants will attend these meetings on an as-needed
basis. Meeting lengths will be adjusted to incorporate
deliverable reviews when applicable. To preserve the
budget, bi-weekly meetings will be canceled with the
approval of the City if there are no items of note to
discuss. Given the anticipated project schedule, we
anticipate a total of 24 meetings.

TASK 1 DELIVERABLES:
▪ Project Management Plan
▪ Refined work plan, project schedule,
and budget
▪ Bi-weekly PMT meetings including agendas,
summary notes, and action item tracking log
▪ Monthly invoices and progress reports (digital)
TASK 2: EXISTING CONDITIONS

AND TECHNICAL STUDIES
Shortly after project kickoff, the Toole Design Team
will begin work on reviewing and synthesizing existing
conditions and past planning efforts. The Toole Design
Team is not starting this planning process from scratch but is building on the foundation of previous planning
and implementation efforts. We will lead the tasks
described below to achieve a thorough understanding
of existing conditions, opportunities, constraints, and challenges in St. Helena.

Agenda Item #10.3.

ST. HELENA STREETS MASTER PLAN 5
TASK 2.1: REVIEW OF COMMUNITY

CONDITIONS AND TRENDS
Toole Design will review the existing plans and
resources listed in the RFP, including but not limited
to: the General Plan and Circulation Element, Active
Transportation Plan/Safe Routes to School Plan, Walk
Audit Report (Safe Routes Napa County), Parking Study,
Hunter Subdivision certified Environmental Impact
Report, Farmstead at Long Meadow Ranch Initial Study,
Napa Valley Vine Trail Preferred Alternative, Highway
29 Specific Plan, City Truck Route, and the Adopted fiveyear CIP. The Toole Design Team will request additional data that is not publicly available via a data acquisition request memo. We will identify and synthesize relevant
county or regional efforts likely to influence the Plan.

We recognize the City’s incredible past efforts, and
we will leverage all past work to efficiently inform the project team and this current effort. We will summarize previous planning efforts and guiding documents in
an easy-to-read matrix that highlights how goals,
objectives, and recommendations influence the project
study area. This task will include small grouup or
one-on-one stakeholder meetings with City staff, local
developers, architects, and community members to
review existing conditions, development constraints,
underutilized sites, and vacancy rates in commercial
buildings downtown.

TASK 2.2: PREPARE BASE MAPS
The Toole Design Team will prepare a series of scaled
base maps to be used throughout the project. Our team
will work with the City and others to acquire readily
available GIS data, as-builts, existing applicable CADD files, aerial imagery, and any other materials available from the City or previous planning efforts. Our team will create a list of anticipated base maps and circulate the list with City staff for feedback before proceeding. The base maps will provide a shared understanding of the
scale, size, and content study area that will be used for project meetings and engagement opportunities (e.g.,
public meetings, workshops, and technical work and
concept designs). As applicable, we will leverage data
and previous analyses conducted during our work on
the 2019 Napa Countywide Bicycle Plan, which included
St. Helena.

TASK 2.3: TECHNICAL STUDIES
In addition to the review of existing plans and
resources, the Toole Design Team will complete four
technical studies to inform the Streets Plan. The
technical studies (originally included as Task 6 of the City’s RFP) will include:
▪ Existing Market Conditions and Economic Forces
▪ Multimodal Circulation Patterns
▪ Stormwater Infrastructure and Utilities
▪ Environmental Documentation
Conducting most of these studies as part of the the
existing conditions analysis will allow the project team to identify significant challenges and opportunities early in the planning process so there are no “surprises” at
the draft plan stage. All technical studies will include a review and analysis of existing conditions based on
previous planning efforts and will present findings and initial strategies to address constraints and challenges.

The developed strategies will inform the strategies
included in the draft and final plan.

Rincon Consultants will review the Streets Plan as early as possible to advise on CEQA options. Based on our
understanding of the goals and potential scope of the
Streets Plan, the appropriate CEQA documentation may
be a statutory or categorical exemption.

Toole Design completed the 2019 Napa Countywide Bicycle Plan, including analysis and recommendations for St. Helena.

As a result, we have a knowledge of existing challenges, opportunities, and areas to address for the Street Plan.

Agenda Item #10.3.

6 TOOLE DESIGN
TASK 2.4: EXISTING

CONDITIONS REPORT
Toole Design will prepare an Existing Conditions
Report that clearly communicates our assessment
of opportunities, constraints, and challenges. In all
our projects we approach interim deliverables like
this Existing Conditions Report with a mind and eye
for how it will be incorporated into the final Streets
Plan to create efficiencies and set the stage for
the recommendations and strategies. The Existing
Conditions Report will be a succinct technical report,
with an emphasis on visual and map-based products.

This will help focus our efforts on storytelling and
summarizing the key takeaways from the existing
conditions evaluation component.

TASK 2 DELIVERABLES:
▪ Existing conditions data acquisition request memo
summarizing all data, information, and plans
requested for the existing conditions analysis
▪ Existing conditions analysis including
stakeholder consultation
▪ List of base maps, base map digital files,
plotted base maps
▪ Existing Conditions Report summarizing existing
conditions, constraints and opportunities
▪ Four Technical Studies/Analyses
TASK 3: FUTURE GROWTH

AND TRENDS
Toole Design’s subconsultant, EPS, will lead a review of future growth and trends related to population, land use, transportation, economic conditions, and infrastructure.

This review will help to develop and refine the plan’s
vision, goals, and objectives. Projections from this
task will help tailor the Streets Plan’s approach to best serving St. Helena over the next 25 years.

By creating a parallel team for both the Streets Plan and Downtown Specific Plan, the Future Growth and Trends
Technical Analysis will be completed once for both
projects, saving time, budget, and additional resources.

TASK 3.1: FUTURE GROWTH AND

TRENDS TECHNICAL ANALYSIS
This technical analysis will include a preliminary
set of projections related to population, land
use, transportation, economic positioning, and
infrastructure. Future growth and buildout identified in the City’s General Plan will inform this analysis, as will other previous planning efforts and available data.

TASK 3 DELIVERABLES:
▪ Future Growth and Trends Technical Analysis Report
As part of our engagement approach for the Half Moon Bay Downtown Streetscape Master Plan, that was documented in a Public Engagement Plan, we included a simple timeline showing the different engagement touch points, including two three-day workshops that were held in the community. Workshops include meetings with various commissions, pop-up events, public workshops and “drop in” studio times for the public to meet with the planning and design team at a time that was convenient for them.

Agenda Item #10.3.

ST. HELENA STREETS MASTER PLAN 7
TASK 4: PUBLIC AND

STAKEHOLDER ENGAGEMENT
At Toole Design, we take community engagement as
seriously as our technical work. Our experience is
that the most successful projects are those where the
process is open, transparent, and clear. When planning
meetings and events, we focus on engaging people
who typically do not participate in transportation
planning projects—women, teens, people in lowincome communities, seniors, and members of culturally and linguistically diverse communities. We
are adept at tailoring messaging and outreach to be
sensitive and responsive to multicultural audiences,
and we provide multiple ways to engage. The Toole
Design Team will collaborate with City staff to develop a public outreach strategy that includes multiple
opportunities for people to participate, targets
historically underrepresented groups, applies lessons
learned from City engagement efforts, and leverages
ongoing and recent work.

TASK 4.1: PUBLIC

ENGAGEMENT PLAN
After the kickoff meeting, Toole Design will draft a
Public Engagement Plan (PEP) that will outline our
approach to outreach and publicity, engagement, public
and stakeholder involvement, and design workshops
and meetings. The PEP will guide the public involvement process and include specific strategies to engage
individuals and populations that are traditionally
underserved and underrepresented in planning and
design processes. The PEP will include a schedule and
timeline of anticipated engagement activities.

Nearly all of our projects start out with a detailed
PEP that includes anticipated goals and outcomes of
engagement and detail on the how and when we will
engage with the community in the various types of
formats. This will include engagement touch points
articulated in the RFP such as community open houses
and workshops, focus groups, a project steering
committee, pop-up events, City Council work sessions,
and community surveys.

An efficient and cost effective way to engage with the
community—in an open, transparent way—is to host a
multi-day charrette or design workshop. This allows
our team to listen to the community and craft solutions in real time. Principal-in-Charge Cindy Zerger has led
numerous charrettes throughout California.

TASK 4.2: ENGAGEMENT
Based on the engagement goals, desired outcomes,
tools and techniques we develop as part of the PEP,
Toole Design and its project partners will create
all materials, organize, and facilitate engagement
opportunities in St. Helena. We anticipate the
consultant team will be in St. Helena conducting inperson engagement activities up to three times over the project. This may be supplemented by virtual
engagement opportunities such as surveys and
attendance at Council or Commission meetings.

TASK 4.3: COMMUNITY ENGAGEMENT

SUMMARY MEMO
At the conclusion of each engagement activity, Toole
Design will summarize the engagement process
and feedback received. This content will be written
in a format that can form the basis of the overall
Engagement Summary Memo and be directly included
in the final Streets Plan.

Topic-based toolkits can be a valuable, actionable tool for implementation. This toolkit for the City of Davis provides recommendations for a multimodal, green infrastructure, and placemaking typical treatments in a given street context.

Agenda Item #10.3.

8 TOOLE DESIGN
WHY A CHARRETTE?
The success of the charrette process is due to several of its inherent features:
▪ Openness and Participation – Stakeholders, designers, and officials are in direct contact with each other, and resolve issues readily and openly, rather than through protracted channels of communication. ▪ Understanding and Appreciation – The charrette process sets the course for a common understanding of the challenges at hand and the potential solutions. Charrette participants quickly gain an appreciation of different perspectives, and our team helps them to focus on constructive solutions of lasting value. ▪ Efficiency and Collaboration – Assembling the talent (design team, City officials, stakeholders, etc.) in a highly focused effort produces a high level of concentration and productivity. ▪ Community Ownership – City officials and stakeholders are an integral part of the charrette process, they develop ownership in the results. This increases the momentum behind the effort and the probability of successful implementation.
▪ Brevity and Finality – A deadline for reaching a conclusion is a major factor in resolving difficult issues.

Findings and recommendations are developed collaboratively and with short feedback loops.

Open Design
Studio
(9-12pm)
prep time for design team
5:00 PM
9:00 AM
10:00 AM
11:00 AM
12:00 PM
ALAS Staff Meeting
prep time for design team
Public Meeting
(6-8pm)
8:00 PM
Special Session BPAC and Parks &
Recreation Commission
(6:30-9:30pm)
6:00 PM
7:00 PM
closed studio / prep time for design
team closed studio / prep time for design
team
Planning Commission and
Architectural Advisory Committee
(ACC) Meeting
(7-9pm)
closed studio / prep time for design
team
closed studio / prep time for design
team
4:00 PM
Open Design
Studio
(1-5pm)
Open Design
Studio
(1-5pm)
TUES 9/12 WEDS 9/13 THURS 9/14
1:00 PM
closed studio /
prep time for
design team
Focus Group Discussions Focus Group
Discussions
Focus Group
Discussions 2:00 PM
3:00 PM
Focus Group
Discussions
Focus Group
Discussions
Community Stakeholder Group (CSG)
Working Lunch lunch lunch
Open Design
Studio
(9-12pm)
An example Discovery Workshop schedule that includes key opportunities to engage with the public, stakeholders, and specific community committees and commissions.
▪ Organizing and facilitating engagement
opportunities including: up to two- to threeday charrettes or design workshops including community pop-up events, evening workshops or
open house sessions, focus group meetings, and
council work sessions
TASK 4 DELIVERABLES:
▪ Public Engagement Plan
▪ Materials for engagement activities, including but
not limited to: flyers, presentations, boards, posters
▪ Engagement Summary Memo
Agenda Item #10.3.

ST. HELENA STREETS MASTER PLAN 9
TASK 5.3: GREEN

INFRASTRUCTURE TOOLKIT
The Green Infrastructure Toolkit will include best
practices, guidelines, and recommendations for the
following topic areas:
▪ Equity and Accessibility
▪ Funding Strategies
▪ Implementation and Phasing
▪ Ongoing Maintenance and Safety
▪ Ongoing Operations
▪ Stormwater Management and Green Infrastructure
▪ Sustainability and Resiliency
TASK 5.4: URBAN DESIGN AND

PLACEMAKING TOOLKIT
The Multimodal Mobility Toolkit will include best
practices, guidelines, and recommendations for the
following topic areas:
▪ Complete Streets Design
▪ Economic Development
▪ Equity and Accessibility
▪ Funding Strategies
▪ Historic Resources
▪ Housing
▪ Implementation and Phasing
▪ Ongoing Maintenance and Safety
▪ Ongoing Operations
▪ Public Art
▪ Streetscape Design and Amenities
▪ View Corridors
TASK 5 DELIVERABLES:
▪ Draft and final Streets Plan outline
▪ Draft Plan Toolkits: Multimodal Mobility, Green
Infrastructure, and Urban Design and Placemaking
TASK 6: FINAL

PLAN PREPARATION
The Toole Design Team works with the final deliverable
in mind during earlier tasks. As a result, interim
deliverables and products such as existing conditions
and technical analyses are of such a quality that they
can be included in the Plan.

TASK 5: PLAN ELEMENTS/

TOPIC AREAS
Based on the agreed upon work plan in Task 1, Toole
Design will develop an initial draft plan outline for
review by the City that includes plan elements/topic
areas as outlined in the RFP. We propose addressing
some of these elements and topic areas by developing
toolkits that will be incorporated into the Final Plan but can also stand alone as reference documents for staff
and stakeholders. These include:
▪ Multimodal Mobility Toolkit
▪ Green Infrastructure Toolkit
▪ Urban Design and Placemaking Toolkit
Toolkits will include best practices, guidelines, and
recommendations for achieving desired outcomes.

Some plan elements/topic areas will be addressed in
each of the Toolkits, including equity and accessibility, implementation and phasing, funding strategies, and
ongoing maintenance, safety, and operations. We will
confirm the list of plan components/topic areas in
collaboration with City staff and based on the agreed
upon work plan in Task 1.

TASK 5.1: DRAFT PLAN OUTLINE
Based on the agreed upon Task 1 work plan, Toole Design will develop an initial draft plan outline for review by the City. The outline will serve as a high-level overview of what will be included in each section of the Plan. We anticipate City staff will collect, review, and provide a single set of comments to our team. Based on this
consolidated feedback, we will make one round of
revisions to the draft outline.

TASK 5.2: MULTIMODAL

MOBILITY TOOLKIT
The Multimodal Mobility Toolkit will include best
practices, guidelines, and recommendations for the
following topic areas:
▪ Complete Streets Design
▪ Equity and Accessibility
▪ Funding Strategies
▪ Implementation and Phasing
▪ Ongoing Maintenance and Safety
▪ Ongoing Operations
▪ Right-of-way Requirements
▪ Transportation, Infrastructure, Circulation,
and Parking
Agenda Item #10.3.

10 TOOLE DESIGN
The Streets Plan will be concise and highly illustrative, focusing on documenting the engagement process and
outcomes and communicating design concepts, network
guidelines, planning-level cost estimates, potential
funding sources, and suggested project phasing. As
stated and described in Task 5, corresponding Toolkits
will be included as part of the final plan.

TASK 6.1: PREPARE AND

DISTRIBUTE DRAFT PLAN
The Toole Design Team will prepare an initial draft
plan for review by the City. We anticipate City staff will collect, review, and provide a single set of comments to our team. Based on this consolidated feedback, we will
make one round of revisions to the draft plan.

TASK 6.2: DRAFT PLAN REVIEW

AND REVISION
After all revisions are made on the draft plan, the Toole Design Team will provide an updated Plan for a final
review and comment by City staff. The Toole Design
Team will revise the draft plan based upon one set
of consolidated, non-conflicting comments. If public
comment is desired during this task (or Task 4.2), we
recommend using an online PDF commenting tool to
collect public feedback. We have found this an effective tool to collect public feedback on plan documents.

Comments are consolidated into one spreadsheet for the
project team to track. Additionally, participants can see other public comments which can be valuable for project transparency and community support. If there are fatal
flaws or critical items to address based on public review, we will work with the City to identify necessary changes and make one final revision to the document.

TASK 6.3: FINAL STREETS PLAN AND

PLAN PRESENTATION MATERIALS
The final plan will serve as a record of the project
process, but most importantly equip the City to
apply for potential funding mechanisms and grant
opportunities (e.g., EPA grants, Federal implementation grants administered by Caltrans). The final plan
will be provided as a high-resolution PDF as well
as all working files (e.g., InDesign files, high quality illustrative files) so the City has a complete record of all project information and can use them appropriately in
future grant application processes.

TASK 6 DELIVERABLES:
▪ Draft plan (up to two revisions)
▪ Final plan
▪ Online PDF commenting tool for public feedback on
draft plan (Optional)
▪ Final plan (high resolution PDF and source files)
TASK 7: PLAN ADOPTION
Toole Design is committed to ensuring the final plan is complete to allow for time and effort to present to the public, boards (as necessary), and commissions leading
up adoption by City Council prior to January 2025. In
addition to the final plan, the Toole Design Team will
develop a PowerPoint presentation that summarizes
the planning process and Plan content for Planning
Commission and City Council Meetings.

TASK 7.1: PREPARE AND DISTRIBUTE

FINAL ADOPTED PLAN
Toole Design will work closely with City staff to review and meaningfully address public and stakeholder
comments. We will document public comment review
and proceed into production of the final adoptionready plan. We will work with City staff to ensure all documents meet City standards and, following adoption,
will develop a fully accessible PDF of the final plan.

TASK 7 DELIVERABLES:
▪ Digital presentation materials for boards,
commission, and Council Meetings
▪ PDF Plan
Agenda Item #10.3.

83389.00001\40708740.1
15 EXHIBIT B
Cost Proposal
Consultant will invoice City on a monthly cycle according to the costs and tasks on the following page. Consultant will include with each invoice a detailed progress report that indicates the amount of budget spent on each task and subtask. Each invoice will include the Project Number S-29, the Purchase Order Number (to be provided after contract is approved), the total amount invoiced during the billing period period, the total amount invoiced to date, and the remaining amount available to charge to this project. Consultant will, prior to beginning any out-of-scope work, obtain written permission from the City for any additional work to be performed by the Consultant. This is a time-and-materials contract.

Agenda Item #10.3.

24 TOOLE DESIGN

COST PROPOSAL
Toole Design is pleased to present our costproposal for the Streets Plan. Our general approach to allocating funds was to identify the staff member best suited for completing a task given their skill set and experience, and then estimate of the necessary level of effort for that task while being as cost effective as possible. However, we are flexible and would like to finalize these figures in collaboration with City of St. Helena.

TASK
Cindy ZergerPrincipal-in-ChargeEllie FioreQA/QC LeadAnju PaltaProject ManagerSara RauwolfProject EngineerErin WilliamsGraphic DesignerNiharika KannanUrban DesignerEllie Gertler Planner $270 $254 $166 $172 $186 $140 $134
Toole Design SubtotalSERA SubtotalBKF SubtotalRicncon SubtotalEPS SubtotalSUBTOTAL 1: PROJECT MANAGEMENT, MEETINGS, AND COORDINATION $18,441

1.1: Kickoff Meeting and Site Visit 12 - 12 - - - - $5,232 - - - - $5,232

1.2: Ongoing Project Management 2 - 36 - - - 24 $9,732 $900 $1,124 $428 $1,025 $13,209 2: EXISTING CONDITIONS AND TECHNICAL STUDIES $50,990

2.1: Review of Community Conditions and Trends - - - - - - - - $450 - - - $450

2.2: Prepare Base Maps - - 12 8 - 16 - $5,608 - - - - $5,608

2.3: Existing Conditions Report - 2 16 16 8 - 32 $11,692 $1,350 $5,924 - $1,570 $20,536

2.4: Technical Studies 2 2 24 - - - - $5,032 - $7,428 $4,936 $7,000 $24,396 3: FUTURE GROWTH AND TRENDS $9,472

3.1: Future Growth and Trends Technical Analysis - 2 4 - - - - $1,172 $900 - - - $9,472 4: PUBLIC AND STAKEHOLDER ENGAGEMENT $44,130

4.1: Public Engagement Plan 2 - 4 - - - 16 $3,348 - - - - $3,348

4.2: Engagement 30 - 60 60 - - 60 $36,420 $1,350 - - - $36,420

4.3: Community Engagement Summary Memo - - 2 - - - 20 $3,012 - - - - $3,012 5: PLAN ELEMENTS/TOPIC AREAS $27,276

5.1: Draft Outline - 2 8 - - - - $1,836 - - - - $1,836

5.2: Multimodal Mobility Toolkit 2 2 - 32 - - - $6,552 $2,700 - - - $9,252

5.3: Green Infrastructure Toolkit 2 2 - - - 32 - $5,528 $2,700 - - - $8,228

5.4: Urban Design and Placemaking Toolkit 4 2 12 - - 12 - $5,260 $2,700 - - - $7,960 6: FINAL PLAN PREPARATION $39,288

6.1: Prepare and Distribute Draft Plan - 8 24 - 8 40 32 $17,392 $5,400 $5,202 - $2,180 $30,174

6.2: Draft Plan Review and Revision 2 4 - - - 20 - $4,356 $1,350 - - $680 $6,386

6.3: Final Streets Plan and Plan Presentation Materials 2 2 - - - 12 - $2,728 - - - - $2,728 7: FINAL PLAN PREPARATION $2,376

7.1: Prepare and Distribute Final Adopted Plan 2 2 8 - - - - $2,376 - - - - $2,376 Subtotal Hours 62 28 218 116 16 132 184 762 88 95 26 - 967 Subtotal Cost $16,740 $7,620 $36,852 $19,952 $2,976 $18,480 $24,656 $127,276 $19,800 $19,678 $5,364 $19,855 $191,973 Direct Expenses $7,980
TOTAL COST $199,953
Agenda Item #10.3.

83389.00001\40708740.1
16 EXHIBIT C
Schedule
Agenda Item #10.3.

ST. HELENA STREETS MASTER PLAN 25

SCHEDULE
Toole Design is ready and available to launch and execute this project. We are committed to meeting or exceeding the City of St. Helena‘s expectations for this project in a timely manner, and we will commit our staff and resources throughout this project.

This schedule demonstrates Toole Design’s proposed timeline for completion of the Streets Plan, based on an early February project launch. 2024 2025
Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan
TASK 5 12 19 26 4 11 18 25 31 1 8 15 22 29 6 13 20 27 3 10 17 24 1 8 15 22 29 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 2 9 16 23 30 6 13 20 27 1: PROJECT MANAGEMENT, MEETINGS, AND COORDINATION

1.1: Kickoff Meeting and Site Visit l

1.2: Ongoing Project Management l l l l l l l l l l l l l l l l l l l l l l l l l l 2: EXISTING CONDITIONS AND TECHNICAL STUDIES

2.1: Review of Community Conditions and Trends

2.2: Prepare Base Maps

2.3: Existing Conditions Report n

2.4: Technical Studies n n
3: FUTURE GROWTH AND TRENDS

3.1: Future Growth and Trends Technical Analysis n n
4: PUBLIC AND STAKEHOLDER ENGAGEMENT

4.1: Public Engagement Plan n n

4.2: Engagement w w

4.3: Community Engagement Summary Memo n n
5: PLAN ELEMENTS/TOPIC AREAS

5.1: Draft Outline

5.2: Multimodal Mobility Toolkit n n

5.3: Green Infrastructure Toolkit n n

5.4: Urban Design and Placemaking Toolkit n n
6: FINAL PLAN PREPARATION

6.1: Prepare and Distribute Draft Plan n n

6.2: Draft Plan Review and Revision n

6.3: Final Streets Plan and Plan Presentation Materials n 7: FINAL PLAN PREPARATION

7.1: Prepare and Distribute Final Adopted Plan n
l Project Management Team Meeting
n Draft or final major deliverable
w Three-day charrette
City review period
Agenda Item #10.3.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: March 12, 2024
FROM: Rebecca White, Administrative Assistant
SUBJECT: Consideration and approval of a resolution authorizing (1) a temporary closure of Adams Street on Saturday, May 4, 2024, from 6:00 a.m. to 6:00 p.m.; and (2) mobile food
vendors to park and operate on Library Lane during the
car show event.

RECOMMENDED
ACTION:

Staff recommends approval of the attached resolution.

PREVIOUS COUNCIL
ACTION:

None

STATEMENT OF THE
PURPOSE:

Authorize the road closure of Adams Street and allow for mobile food vendors to park and operate on Library Lane for the Rianda House Car Show.

FINANCIAL IMPACT: The Financial Impact is a loss of $1,300 in General Fund Revenues for a fee waiver request the applicant submitted to waive for an encroachment permit fee and road closure fee.

BACKGROUND:

The Rianda House Car Show is presented by the Gunilda Rianda Senior Center Association ("Rianda House") for the purposes of raising awareness of the needs of older adults in the community and raising funds to support Rianda House's programs and services.

The event will require the temporary closure of Adams Street east of Library Lane to the dead end. The closure will occur from 6:00 a.m. to 6:00 p.m. on Saturday, May 4, 2024, with the event itself taking place from 10:00 a.m. to 4:00 p.m. The closure will allow for the event, which is planned to display 75 classic cars and vintage trucks, as well as setup and clean-up of the event. Additionally, it will allow for mobile food vendors to operate on Library Lane during the event.

DISCUSSION:

Rianda House will be taking the lead on communicating and coordinating with all residences and businesses within a 1,000-foot radius of the of the road closure, per the conditions of the road closure form, and will coordinate to ensure alternate access for any commercial driveways affected by the closure.

Agenda Item #10.4.

The event will include mobile food vendors to occupy approximately 6 parking spaces on Library Lane, while still allowing the public access to businesses on Library Lane during the event. The food vendors will be blocked off with delineators and caution tape to contain pedestrians on the sidewalk and away from traffic on Library Lane.

There will be a barricade equivalent to K-rail that will prevent errant vehicles driving through the closed portion of Adams Street for the actual event. The registration table will be set up shortly past the barricades where an entrance fee will be taken, and identification wrist bands will be handed out. The entrance fee has not yet been determined. Rented restrooms and trash cans will be placed at either end of the closed portion of Adams Street. Vehicles in the car show will be lined up along the closed portion of Adams Street.

Members of the Rianda House team are working to secure sponsors from local businesses and will begin advertising the show 45 days in advance.

The event will require a permit from the Police Department if amplified music is being utilized and will require security should the gathering be planned for an excess of 250 people.

The event organizers will continue to coordinate and update City staff members from the Police and Public Works Departments and follow through with any additional requirements that staff may have for the actual event.

ENVIRONMENTAL REVIEW: None.

DOCUMENTS ATTACHMENTS:

Resolution - 2024 Rianda House Car Show
Road Closure Form
Encroachment Permit Application
Site Plan
Agenda Item #10.4.

CITY OF ST. HELENA
RESOLUTION NO. 2024-
APPROVING (1) A TEMPORARY CLOSURE OF ADAMS STREET ON
SATURDAY, MAY 4, 2024, FROM 6:00 A.M. TO 6:00 P.M. FOR THE RIANDA HOUSE CAR SHOW AND (2) APPROVAL OF MOBILE FOOD

VENDORS TO PARK AND OPERATE ON LIBRARY LANE DURING THE
RIANDA HOUSE CAR SHOW EVENT.

RECITALS
A. Rianda House Senior Activity Center is planning the Rianda House Car Show to bring the community together for the purpose of raising awareness of the needs of older adults in the community and raising funds to support Rianda House’s programs and services;
B. The St. Helena Public Works Department has requested temporary closure of Adams Street from east of Library Lane to the dead end of Adams Street for the event;
C. Closure of the City street in the area will provide space for event activities;
D. A request has been made by Rianda House for mobile food vendors to park and operate on Library Lane during the event; E. Section 21101(e) of the California Vehicle Code provides the local authorities may, by resolutions, temporarily close a portion of any street for celebrations, parades, local special events, and other purposes when, in the opinion of local authorities having jurisdiction or a public officer of employee that the local authority designated by resolution, the closing is necessary for the safety and protection of persons who are to use that portion of the street during the temporary closing;

RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:

1. The City Council finds that the benefits derived from the temporary closing of the City street for the Rianda House Car Show outweigh Agenda Item #10.4.

the anticipated inconvenience to the neighborhood and citizens, and authorize closure of Adams Street from east of Library Lane to the dead end of Adams Street on Saturday, May 4, 2024, from 6:00 a.m. to 6:00 p.m.

2. Mobile food vendors are permitted to park and operate on Library Lane while the event takes place.

3. Temporarily closing a portion of the subject street is necessary for the safety and protection of persons who are to use that portion of the street during the temporary closing.

4. The City Manager is directed to provide reasonable levels of City staff support to accomplish closure of streets and related activities.

Approved at a Regular Meeting if the St. Helena City Council on March 12, 2024, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Council Member Patrick Kenealy _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ _____________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #10.4.

Agenda Item #10.4.

Agenda Item #10.4.

Agenda Item #10.4.

Agenda Item #10.4.

City of St Helena Encroachment Permit 3
DTD 12/27/23

GENERAL PERMIT REGULATIONS
NOTE: ALL REQUIRED DOCUMENTS MUST BE SUBMITTED PRIOR TO APPROVAL

1. Work done under this Permit shall be in accordance with the City Standards of the Department of Public Works, State of California, Division of Highways, the Municipal Code and specifications and the provisions enumerated herein.

2. Applicants must obtain all other permits required by other public or private agencies or individuals necessary in order to perform the intended work. If this provision is not complied with, this Permit/Contract shall be null and void.

3. Authorizations for any installation granted by virtue of this permit/contract are revocable at any time.

4. Maintenance of the encroachment is strictly the responsibility of the Permittee.

5. Should construction, reconstruction or maintenance work on the highway be required, any installation authorized by this Permit shall, upon order of the Director of Public Works, be promptly removed or relocated by and at the expense of the Permittee.

6. The Permittee shall provide, erect and maintain all warning signs, lights, barriers or other devices necessary for the protection of the public.

7. During work on city streets at least one 12-foot wide traffic lane shall be open at all times unless otherwise specifically authorized.

8. Existing drainage conditions must be provided for in every instance. Nothing contained herein shall be construed as relieving the Permittee of responsibility.

9. There shall be a minimum of thirty (30) inches of cover over all pipes or conduits installed except as may be specifically authorized by the Permit.

10.Permittee shall notify the Department of Public Works three (3) days prior to the commencement of any work authorized by this Permit.

11.Insurance is required as set forth in the attached document.

12.The Permittee shall obtain a special permission from the Public Works Director if working or operating machinery outside the standard construction hours of 8:00 AM to 5:00 PM, or Sundays and Holidays.

Agenda Item #10.4.

Agenda Item #10.4.

Agenda Item #10.4.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: March 12, 2024
FROM: Mario Traverso, Project Manager
SUBJECT: Consideration and proposed approval of a Resolution (1) Awarding the Kearney and Andrea Watermain Project to
Maggiora & Ghilotti Inc. in the amount of $1,436,830.00; (2) Requesting a budget increase for project S23-01 of
$11,200; (3) Authorizing the City Manager to execute the Construction Contract with Maggiora & Ghilotti Inc. in the amount of $1,436,830; (4) Authorizing a contingency not to exceed 15% of the total contract; and (5) Determining the project to be exempt from the requirements of the
California Environmental Quality Act (CEQA).

GOAL: Goal 1: Strengthen Financial Sustainability, Goal 2:

Improve Infrastructure & Further Environmental
Sustainability, Goal 3: Pursue Water Security &
Sustainable Management of Water Resources, Goal 5:

Enhance Quality of Life, Goal 8: Implement Capital
Improvement Plans (CIP) Projects Miscellaneous/Other

RECOMMENDED
ACTION:

Approve the Resolution

PREVIOUS COUNCIL
ACTION:

The Kearney and Andrea Water Main Replacement
Project is included in the City’s FY 2024-2028 CIP which was approved by City Council on June 13, 2023. On
August 22, 2023, City Council approved a Resolution
approving the plans and specifications for the W21-01
Kearney and Andrea Water Main Replacement Project and
authorizing the advertisement for bids.

STATEMENT OF THE
PURPOSE:

The Purpose of the Kearney and Andrea Water Main
Replacement Project is to improve operation and increase resiliency of the City's utility infrastructure by replacing aged and undersized components in accordance with the
Capital Improvement Program and the City's Integrated
Utility Master Plan (IUMP). Multiple other CIP Projects components will be included with the delivery of the
Kearney and Andrea Watermain Replacement Project in
accordance with the FY 2024-2028 CIP.

FINANCIAL IMPACT: The total Financial Impact is $1,436,830 with $1,425,630 included in the adopted FY2023-24 and FY 2023-25
Capital Improvement Program budgets as a combination
of five CIP projects. Funding sources include 763-Water Agenda Item #10.5.

Capital Improvement, 240-Measure T, 420-GO Bond, and
773-Wastewater Capital Improvement.

BACKGROUND:

The Project is a continuation of the City's efforts to improve and maintain aged and undersized utility infrastructure. The project was developed in 2021 in accordance with the Integrated Utility Masterplan (IUMP) and the City's FY2024 - 2028 Capital Improvement Program. Additional CIP Projects have been included in the project construction documents and solicitation of the Kearney and Andrea Watermain Replacement Project in efforts to capture significant timing efficiencies and cost savings.

The Project includes the following components:

W21-01 - Kearney and Andrea Watermain Replacement: This project includes the replacement of 1500 linear feet of aged and undersized watermain pipeline in Kearney from Hillview to Adams and Andrea Avenue from Kearney to Oak. Also included with this project is the replacement of water services, new ADA curb ramps and new pavement.

W24-01 - Crane Avenue Water Distribution Fire Flow Improvements (Bid Alternate 1): This project is identified in the IUMP to address fire flow conditions and includes the upsizing of 350 linear feet of watermain pipeline in Crane from Grayson to Vallejo.

S21-01 - WWTP Recycled Pipeline & Pump Station: This project includes the pipeline component of the S21-01 project. This includes the installation of 1000 linear feet of recycled water pipeline which will deliver treated water from the City's new treatment facility to the outfall at the Napa River. This pipeline has been identified as necessary preceding the development of the City's recycled water transmission network.

S23-01 - Crane Park Irrigation Infrastructure: This project will be the second installment of the City's recycled water transmission network. This includes the installation of 480 linear feet recycled water pipeline from Grayson to Crane Park. This pipeline will connect to the existing recycled water pipeline that was previously installed in Grayson.

S23-02 - Emergency Back-Up Power WWTP (Bid Alternate 2): Currently the City has contracted with CD & Power to install an emergency back-up generator to serve the new treatment plant. The new generator is to be installed in the location of the existing generator; the existing generator needs to be removed and disposed of.

The Project plans, specifications, and estimates were developed by GreenValley Consulting Engineers. The contract documents were compiled by City staff and approved by City Council on August 22, 2023. The additional CIP project, S21-01 Agenda Item #10.5.

WWTP 10" Recycle Pipeline Project plans, specifications and estimates were compiled by City Staff and approved by City Council on October 10, 2023.

DISCUSSION:

On December 21, 2023, a Notice Inviting Bids and and project plans and specifications was posted to the City of St. Helena website, area construction plan rooms and contractor exchanges. Two Bid Alternates were included in the solicitation to allow the City to consider competitive pricing on additional project components. On January 25, 2024, eight bids were received and opened publicly at City Hall. All bids are provided by reputable, licensed firms and are complete and competitive.

The bid results are as follows:

Company Base Bid Bid
Alternate 1
Bid
Alternate 2
Maggiora & Ghilotti, San Rafael
CA
$1,275,990.00 $149,340 $11,500
Mountain Cascade Inc, Livermore
CA
$1,325,011.25 $256,040 $9,000
Argonaut Constructors, Santa
Rosa
$1,337,090.60 $173,130 $9,000
Ghilotti Construction Co, Santa
Rosa CA
$1,622,364.60 $200,826 $44,145
W.R. Forde Associates Inc,
Richmond CA
$1,654,582.00 $145,735 $15,000
Team Ghilotti, Petaluma CA $1,727,726.10 $234,050 $35,650 Diamond D Construction, Ukiah
CA
$1,826,163.00 $172,635 -
Suulutaaq, Inc, Suisun City CA $2,412,457.00 $188,868 $17,691 Engineer's Estimate: $1,150,000.00
Staff is requesting the inclusion of Bid Alternate 1 and Bid Alternate 2 with the construction contract. The combination of the multiple CIP projects has resulted in a cost savings of 50% to 75% for some project components.

The financial impact, including expenditures and funding sources for the project is as follows:

Expenditures Approved
Budget Adjustments Contract Amount
Funding
Source
W21-01 Kearney &
Andrea Water Main $875,705 $740,181 W Capital
W24-01 Water
Distribution Fire Flow
Improvements
$262,000 $149,340 GO Bond
R24-79 (FY 25) $1,102,500 $344,609 Measure T
Agenda Item #10.5.

Pavement Restoration
S21-01 WWTP
Recycled Pipeline &
Pump Station
$1,419,000 $130,000 GO Bond
S23-01 Crane Park
Irrigation Infrastructure $50,000 $11,200 $61,200 WW Operations S23-02 Emergency
Back-Up Power
WWTP
$1,599,390 $11,500 WW Cap
HMGP
Total $1,436,830
City Staff reviewed all bids and find that Maggiora & Ghilotti is the lowest responsible and responsive bid. A detailed bid tabulation is provided as Attachment 3. Maggiora & Ghilotti holds a valid Class A General Contractor’s License No. 226767 in the State of California, with no enforcement actions listed. Their license expires on 3/31/2025.

Maggiora & Ghilotti's bid is consistent with the engineer’s estimate. Maggiora & Ghilotti has successfully executed a multitude of similar projects in the North Bay region.

ENVIRONMENTAL REVIEW: Class 1 Categorical Exemption
DOCUMENTS ATTACHMENTS:

Attachment 1 - Resolution
Attachment 2 - Contract DRAFT
Attachment 3 - Detailed Bid Taulation
Agenda Item #10.5.

CITY OF ST. HELENA
RESOLUTION NO. 2024-
Consideration and proposed approval of a
Resolution (1) Awarding the Kearney and Andrea
Watermain Project to Maggiora & Ghilotti Inc. in the
amount of $1,436,830.00; (2) Requesting a budget
increase for project S23-01 of $11,200; (3)
Authorizing the City Manager to execute the
Construction Contract with Maggiora & Ghilotti Inc.
in the amount of $1,436,830.00; (4) Authorizing a
contingency not to exceed 15% of the total contract;
and (5) Determining the project to be exempt from
the requirements of the California Environmental
Quality Act (CEQA).

RECITALS
A. The project plans for the work were approved by the Director of Public Works pursuant to authority by St. Helena City Council on June 13, 2023; and B. Pursuant to St. Helena Municipal Code Chapter 3.04; Article 3 Public Works Projects; Section 3.04.220 on December 21, 2023, a notice inviting bids was posted and distributed to contractors inviting bids for the Kearney and Andrea Watermain Replacement Project; and
C. On January 25, 2024, eight (8) bids were received and opened in accordance with applicable law; and
D. The lowest responsive and responsible bidder for the Project was Maggiora & Ghilotti Inc., of San Rafael, CA, with a Base Bid in the amount of $1,275,990.00; and E. The City requested bids for two Bid Alternates for its consideration to include in the project; and
F. City Staff is recommending the inclusion of the Bid Alternates with the Construction Contract; and
G. City staff has determined that Maggiora & Ghilotti’s bid satisfies the bidding requirements for the project; and
H. City staff has verified that Maggiora & Ghilotti Inc. possesses a valid Contractor’s License, Class A, number 226767 that qualifies Maggiora & Ghilotti Inc. to complete the project; and
I. The Kearney and Andrea Watermain Replacement Project has been found to be exempt from the requirements of the California Environmental Quality Act (CEQA) Agenda Item #10.5.

pursuant to Section 15301(c) of Title 14 of the California Code of Regulations as it consists of replacement of existing facilities.

RESOLUTION
The City Council of the City of St. Helena hereby resolves as follows:

1. Awarding the Kearney and Andrea Watermain Replacement Project to Maggiora & Ghilotti Inc. in the amount of $1,436,830.00; and

2. Authorizing the City Manager to execute a construction contract in the amount of $1,436,830.00with Team Ghilotti Inc. for the Kearney and Andrea Watermain Replacement Project; and

3. Authorizing a budget increase for project S23-01 of $11,200;

4. Authorizing the Director of Public Works to approve change orders not to exceed 15% of the contract account; and

5. The Kearney and Andrea Watermain Replacement Project is found to be exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15301(c) of Title 14 of the California Code of Regulations as it consists of minor alterations of existing street and sidewalk facilities, as the project involves no expansion of an existing use.

Approved at a Regular Meeting of the St. Helena City Council on March 12, 2024 by the following vote:

Mayor Dohring: __________
Vice Mayor Hall: __________
Councilmember Chouteau: __________
Councilmember Kenealy: __________
Councilmember Summers: __________
APPROVED: ATTEST:
________________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-1

CONTRACT
CITY OF ST. HELENA

STATE OF CALIFORNIA
THIS CONTRACT is made and entered into by and between the City of St. Helena, a California municipal corporation, hereinafter called "City", and Maggiora & Ghilotti Inc., hereinafter called "Contractor," for the construction of the K E A R N E Y A N D A N D R E A W A T E R M A I N P R O J E C T (the “Project”).

RECITALS
City has taken appropriate proceedings to authorize construction of the Project herein provided and execution of this Contract.

A notice was duly published for bids, and bids were received for the Project improvement hereinafter described.

On March 12, 2024, after notice duly given, the City Council of the City of St. Helena awarded the Contract for the construction of the Project improvement hereinafter described to Contractor, which the City Council found to be the lowest responsive and responsible bidder for construction of said Project improvement.

City and Contractor desire to enter into this Contract for the construction of said Project improvements.

THE PARTIES HERETO AGREE AS FOLLOWS:

1. Contract Documents
The complete Contract consists of the following documents (hereinafter, the “Contract Documents”):

A. The Notice toContractors
B. The SpecialProvisions
C. The Technical Specifications
D. The Bid Proposal Forms
E. This Contract
F. The Standard Specifications and Standard Plans of the State of California, Dept. of Transportation, dated 2022
G. City of St. Helena General Conditions for City of St. Helena Construction Projects September 1997 (as amended)
H. The Bid Bond, Faithful Performance Bond, Labor and Material Bond, and Warranty/Maintenance Bond
I. City of St. Helena Standard Specifications and Standard Plans, dated July 2019 J. Approved and fully executed change orders
K. Addenda
All rights and obligations of City and Contractor are fully set forth and described in the Contract Documents.

All of the above-named Contract Documents are intended to cooperate so that any work called for in one and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in all said Contract Documents.

Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-2

2. Scope of Work
The scope of work is described in the Contract Documents.

3. Performance of Work
Contractor shall furnish all tools, equipment, apparatus, facilities, labor and materials necessary to perform and complete in a good and workmanlike manner the work of construction as called for, and in the time and manner designated in, and in strict conformity with, the Contract Documents for said work.

The equipment, apparatus, facilities, labor and material shall be furnished, and said work performed and completed, as required in said plans and specifications under the direction and supervision, and subject to the approval, of the City Engineer of the City of St. Helena, or his or her designated assistant or assistants.

4. Contract Price
City shall pay, and Contractor shall accept, in full payment for the work agreed to be done, the dollar amounts shown on the attached Bid Schedule. Increases or decreases in the quantities shall operate in the manner provided for in the Contract Documents. Payment in installments shall be as provided for in the Contract Documents.

5. Extra and/or Additional Work and Changes
Should City at any time during the progress of said work request any alterations, deviations, additions or omissions from said plans, specifications or other Contract Documents, it shall be at liberty to do so and the same shall in no way affect or make void the Contract. The value of such will be added to, or deducted from, the contract price, as the case may be, in accordance with the provisions for such contained in the Contract Documents.

6. Liquidated Damages
In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Section 4-1.02 of the Special Provisions for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Section does not exclude recovery of other damages specified in the Contract Documents

7. Indemnification
Contractor shall provide indemnification and defense as set forth in the Special Provisions.

8. Provisions Cumulative
The provisions of this Contract are cumulative and in addition to, and not in limitation of, any other rights or remedies available to City.

9. Notices
All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid.

Notices required to be given to City shall be addressed as follows:

City of St. Helena
1088 College Avenue
St. Helena, Ca 94574
Attn: Public Works Department
Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-3
Notices required to be given to Contractor shall be addressed as follows:
. [Click here and insert Contractor]
[Click here and insert address]
[Click here and insert City]
Notices required to be given to Sureties of Contractor shall be addressed as follows:
[Click here and insert Surety Company]
c/o [Click here and insert Surety]
[Click here and insert address]
[Click here and insert City]
DATED this day of , 21 .

CITY OF ST. HELENA, a Municipal Corporation
Anil Comelo
City Manager
ATTEST:

Cindy Tzafopoulos, City Clerk
APPROVED AS TO FORM:

CONTRACTOR: (Name and form of organization)
Contractor’s License No. 226767
By:
[Click here to insert Name and Title]
By:
[Click here to insert Name and Title]
Ethan Walsh, City Attorney
Project Code: CIP No. W21-01
Agenda Item #10.5.

Agenda Item #10.5.

Agenda Item #10.5.

Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-5

FAITHFUL PERFORMANCE BOND
(Construction)
KNOW ALL PERSONS BY THESE PRESENTS:

THAT WHEREAS, the City of St. Helena, (hereinafter referred to as “City”) has awarded to Maggiora & Ghilotti Inc., (hereinafter referred to as the “Contractor”) an agreement for Contract No._________, (hereinafter referred to as the “Project”).

WHEREAS, the work to be performed by the Contractor is more particularly set forth in the Contract Documents for the Project dated ________________, (hereinafter referred to as “Contract Documents”), the terms and conditions of which are expressly incorporated herein by reference; and WHEREAS, the Contractor is required by said Contract Documents to perform the terms thereof and to furnish a bond for the faithful performance of said Contract Documents.

NOW, THEREFORE, we, ______________________, the undersigned Contractor and ________________________________________________ as Surety, a corporation organized and duly authorized to transact business under the laws of the State of California, are held and firmly bound unto the City in the sum of ___________________________ DOLLARS, ($____________), said sum being not less than one hundred percent (100%) of the total amount of the Contract, for which amount well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Contractor, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the Contract Documents and any alteration thereof made as therein provided, on its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their intent and meaning; and shall faithfully fulfill all obligations including the one (1) year guarantee of all materials and workmanship; and shall indemnify and save harmless the City, its officials, officers, employees, and authorized volunteers, as stipulated in said Contract Documents, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees including reasonable attorney’s fees, incurred by City in enforcing such obligation.

As a condition precedent to the satisfactory completion of the Contract Documents, unless otherwise provided for in the Contract Documents, the above obligation shall hold good for a period of one (1) year after the acceptance of the work by City, during which time if Contractor shall fail to make full, complete, and satisfactory repair and replacements and totally protect the City from loss or damage resulting from or caused by defective materials or faulty workmanship. The obligations of Surety hereunder shall continue so long as any obligation of Contractor remains. Nothing herein shall limit the City’s rights or the Contractor or Surety’s obligations under the Contract, law or equity, including, but not limited to, California Code of Civil Procedure Section 337.15.

Whenever Contractor shall be, and is declared by the City to be, in default under the Contract Documents, the Surety shall remedy the default pursuant to the Contract Documents, or shall promptly, at the City’s option:
i. Take over and complete the Project in accordance with all terms and conditions in the Contract Documents; or
ii. Obtain a bid or bids for completing the Project in accordance with all terms and conditions in the Contract Documents and upon determination by Surety of the lowest responsive and responsible bidder, arrange for a Contract between such bidder, the Surety and the City, and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-6
Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents.
iii. Permit the City to complete the Project in any manner consistent with California law and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents.

Surety expressly agrees that the City may reject any contractor or subcontractor which may be proposed by Surety in fulfillment of its obligations in the event of default by the Contractor.

Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid from Contractor for completion of the Project if the City, when declaring the Contractor in default, notifies Surety of the City’s objection to Contractor’s further participation in the completion of the Project.

The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project to be performed thereunder shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project.

By their signatures hereunder, Surety and Contractor hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-7
IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20___.
(Corporate Seal)
Contractor/ Principal
By
Title
(Corporate Seal)
Surety
By
Attorney-in-Fact
(Attach Attorney-in-Fact Certificate) Title
The rate of premium on this bond is ____________ per thousand. The total amount of premium charges is $_______________________________.
(The above must be filled in by corporate attorney.)

THIS IS A REQUIRED FORM
Any claims under this bond may be addressed to:
(Name and Address of Surety) ___________________________________________ ___________________________________________
___________________________________________
(Name and Address of Agent or ___________________________________________ Representative for service of ___________________________________________ process in California, if different ___________________________________________ from above)
(Telephone number of Surety ___________________________________________ and Agent or Representative for
service of process in California)
Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-8

LABOR AND MATERIALS BOND
(Construction)
KNOW ALL MEN BY THESE PRESENTS That
WHEREAS, the City of St. Helena (hereinafter designated as the “City”), by action taken or a resolution passed ___________________ , 20_____, has awarded to ________________________ hereinafter designated as the “Principal,” a contract for the work described as follows: Contract No.____________ (the “Project”); and WHEREAS, said Principal is required to furnish a bond in connection with said contract; providing that if said Principal or any of its Subcontractors shall fail to pay for any materials, provisions, provender, equipment, or other supplies used in, upon, for or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, or for amounts due under the Unemployment Insurance Code or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of said Principal and its Subcontractors with respect to such work or labor the Surety on this bond will pay for the same to the extent hereinafter set forth.

NOW THEREFORE, we, the Principal and __________________________ as Surety, are held and firmly bound unto the City in the penal sum of ______________ Dollars ($___________) lawful money of the United States of America, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his or its subcontractors, heirs, executors, administrators, successors or assigns, shall fail to pay any of the persons named in Civil Code Section 9100, fail to pay for any materials, provisions or other supplies, used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind, or amounts due under the Unemployment Insurance Code with respect to work or labor performed under the contract, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department or Franchise Tax Board from the wages of employees of the contractor and his subcontractors pursuant to Revenue and Taxation Code Section 18663, with respect to such work and labor the Surety or Sureties will pay for the same, in an amount not exceeding the sum herein above specified, and also, in case suit is brought upon this bond, all litigation expenses incurred by the City in such suit, including reasonable attorneys’ fees, court costs, expert witness fees and investigation expenses.

This bond shall inure to the benefit of any of the persons named in Civil Code Section 9100 so as to give a right of action to such persons or their assigns in any suit brought upon this bond.

It is further stipulated and agreed that the Surety on this bond shall not be exonerated or released from the obligation of this bond by any change, extension of time for performance, addition, alteration or modification in, to, or of any contract, plans, specifications, or agreement pertaining or relating to any scheme or work of improvement herein above described, or pertaining or relating to the furnishing of labor, materials, or equipment therefore, nor by any change or modification of any terms of payment or extension of the time for any payment pertaining or relating to any scheme or work of improvement herein above described, nor by any rescission or attempted rescission or attempted rescission of the contract, agreement or bond, nor by any conditions precedent or subsequent in the bond attempting to limit the right of recovery of claimants otherwise entitled to recover under any such contract or agreement or under the bond, nor by any fraud practiced by any person other than the claimant seeking to recover on the bond and that this bond be construed most strongly against the Surety and in favor of all persons for whose benefit such bond is given, and under no circumstances shall Surety be released from liability to those for whose benefit such bond has been given, by reason of any breach of contract between the owner or City and original contractor or on the part of any obligee named in such bond, but the sole conditions of recovery shall be that claimant is a person described in Civil Code Section 9100, and has not been paid the full amount of his claim and that Surety does hereby waive notice of any such change, extension of time, addition, alteration or modification herein mentioned, including but not limited to the provisions of sections 2819 and 2845 of the California Civil Code.

By their signatures hereunder, Surety and Principal hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California.

Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-9
IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20__.
(Corporate Seal)
Contractor/ Principal
By
Title
(Corporate Seal)
Surety
By
Attorney-in-Fact
(Attach Attorney-in-Fact Certificate) Title
Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-10

WARRANTY/MAINTENANCE BOND
WHEREAS, the City Council of the CITY OF ST. HELENA, State of California (hereinafter designated as "City"), and (hereinafter designated as "Principal"), have entered into an agreement ("Contract") dated , 20 , whereby Principal guaranteed that all improvements (as defined therein) constructed by or on behalf of Principal shall be free from defects of materials or work quality and shall perform satisfactorily for a period of at least one (1) year from the date of final acceptance of all work performed under the Contract and further, the principal agreed to repair defects and replace improvements which cannot be repaired within said one (1) year period; and
WHEREAS, said Principal is required to furnish a bond for the faithful performance of its responsibility to maintain repair and replace said improvements.

NOW, THEREFORE, we the Principal and [Click here and insert Surety Agent Name and Number] as surety are held and firmly bound unto the City in the penal sum of $ lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors, executors and administrators, jointly and severally, firmly by these presents.

The condition of this obligation is such that if the above-bounded Principal, his, her or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and provisions in the said Contract and any alteration thereof made as therein provided, on this or their part, to be kept and performed by Principal as required therein and in all respects according to their true intent and meaning, and shall indemnify and save harmless the City and its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by City in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered.

The surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the agreement or to the work to be performed thereunder or the specifications accompanying the same shall in any wise affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract or to the work or to the specifications.

In witness hereof, this instrument has been duly executed by the Contractor and surety above named on , 20 .

NOTE: To be signed by Principal,
and Admitted Surety and
acknowledgement and notarial
seal for both attached. Attach
copy of authority for surety agent
and County Clerk certificate
under CCP §995.660)
[SEAL]
(Principal Signature)
[Click and insert Principal Name and Title]
[Click and insert Principal Business Name]
(Surety Signature)
[Click and insert Name and Title]
[Click and insert Surety Business Name]
Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-11
Agenda Item #10.5.

W21-01 KEARNEY AND ANDREA WATERMAIN PROJECT
C-12
Certificate pursuant to 995.640(a) Code of Civil Procedure Agenda Item #10.5.

Bid Opening: February 18, 2021 26-Jan-24
Mario Traverso
DESCRIPTION UNIT QUANTITY UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ 1 Mobilization LS 1 $106,598.90 $106,598.00 $117,979.00 $117,979.00 $140,000.00 $140,000.00 $50,000.00 $50,000.00 $144,000.00 $144,000.00 $102,000.00 $102,000.00 $50,000.00 $50,000.00 $143,545.00 $143,545.002 Traffic Control LS 1 $25,000.00 $25,000.00 $132,996.00 $132,996.00 $11,000.00 $11,000.00 $150,000.00 $150,000.00 $138,000.00 $138,000.00 $30,000.00 $30,000.00 $65,000.00 $65,000.00 $193,229.00 $193,229.003 Adjust Existing Manholes to Grade EA 7 $1,600.00 $11,200.00 $1,086.00 $7,602.00 $1,200.00 $8,400.00 $1,500.00 $10,500.00 $1,200.00 $8,400.00 $2,000.00 $14,000.00 $1,550.00 $10,850.00 $2,033.00 $14,231.004 Adjust Existing Water Valve to Grade EA 1 $1,243.00 $1,243.00 $1,685.00 $1,685.00 $800.00 $800.00 $400.00 $400.00 $950.00 $950.00 $1,200.00 $1,200.00 $675.00 $675.00 $2,030.00 $2,030.005 Thermoplastic Pavement Markings SF 1,000 $9.00 $9,000.00 $28.95 $28,950.00 $14.00 $14,000.00 $9.00 $9,000.00 $9.00 $9,000.00 $9.00 $9,000.00 $16.00 $16,000.00 $16.00 $16,000.006 Raised Pavement Marker, Blue Reflective EA 3 $25.00 $75.00 $216.00 $648.00 $25.00 $75.00 $25.00 $75.00 $25.00 $75.00 $25.00 $75.00 $45.00 $135.00 $39.00 $117.007 Construct Caltrans Modified Case "A" Curb Ramp EA 1 $12,000.00 $12,000.00 $13,616.00 $13,616.00 $9,500.00 $9,500.00 $6,000.00 $6,000.00 $8,000.00 $8,000.00 $8,000.00 $8,000.00 $6,000.00 $6,000.00 $26,845.00 $26,845.008 Construct Caltrans Modified Case "C" Curb Ramp EA 10 $12,350.00 $123,500.00 $8,086.00 $80,860.00 $9,000.00 $90,000.00 $6,000.00 $60,000.00 $10,000.00 $100,000.00 $7,800.00 $78,000.00 $8,000.00 $80,000.00 $25,165.00 $251,650.009 Sidewalk SF 107 $38.00 $4,066.00 $156.00 $16,692.00 $35.00 $3,745.00 $25.00 $2,675.00 $50.00 $5,350.00 $35.00 $3,745.00 $18.00 $1,926.00 $17.00 $1,819.00 10 Curb and Gutter LF 15 $210.00 $3,150.00 $216.00 $3,240.00 $200.00 $3,000.00 $120.00 $1,800.00 $180.00 $2,700.00 $110.00 $1,650.00 $60.00 $900.00 $55.00 $825.0011 Edge Grinding LF 4,182 $4.75 $19,864.50 $13.25 $55,410.00 $5.00 $20,910.00 $6.00 $25,092.00 $5.00 $20,910.00 $5.00 $20,910.00 $7.00 $29,274.00 $30.00 $125,460.0012 2.0" HMA Overlay TON 630 $215.00 $135,450.00 $300.00 $189,000.00 $195.00 $122,850.00 $250.00 $157,500.00 $150.00 $94,500.00 $200.00 $126,000.00 $251.00 $158,130.0013 HMA Base Repair Dig-Out Repairs SY 17 $205.00 $3,485.00 $469.00 $7,973.00 $200.00 $3,400.00 $90.00 $1,530.00 $100.00 $1,700.00 $375.00 $6,375.00 $450.00 $7,650.00 $1,757.00 $29,869.0014 Pavement Reinforcement Fabric SY 7,660 $2.31 $17,694.60 $4.82 $36,910.00 $3.00 $22,980.00 $3.00 $22,980.00 $2.31 $17,694.60 $2.11 $16,162.60 $3.00 $22,980.00 $4.00 $30,640.0015 6" Water Main LF 1,010 $200.00 $202,000.00 $168.00 $169,680.00 $125.00 $126,250.00 $238.00 $240,380.00 $175.00 $176,750.00 $122.00 $123,220.00 $165.00 $166,650.00 $250.00 $252,500.0016 6" Water Main Concrete Subbase LF 900 $225.00 $202,500.00 $188.00 $169,200.00 $150.00 $135,000.00 $268.00 $241,200.00 $175.00 $157,500.00 $145.00 $130,500.00 $188.00 $169,200.00 $285.00 $256,500.0017 8" Water Main LF 69 $350.00 $24,150.00 $195.00 $13,455.00 $320.00 $22,080.00 $350.00 $24,150.00 $215.00 $14,835.00 $77.00 $5,313.00 $119.00 $8,211.00 $871.00 $60,099.0018 Fire Hydrant & Valve Assembly EA 4 $10,600.00 $42,400.00 $16,653.00 $66,612.00 $17,000.00 $68,000.00 $16,000.00 $64,000.00 $12,000.00 $48,000.00 $13,000.00 $52,000.00 $8,500.00 $34,000.00 $6,237.00 $24,948.0019 6" Gate Valve EA 9 $3,400.00 $30,600.00 $3,194.00 $28,746.00 $2,000.00 $18,000.00 $2,800.00 $25,200.00 $3,000.00 $27,000.00 $3,000.00 $27,000.00 $3,000.00 $27,000.00 $2,491.00 $22,419.0020 8" Gate Valve EA 6 $4,275.00 $25,650.00 $4,553.00 $27,318.00 $3,000.00 $18,000.00 $3,600.00 $21,600.00 $4,000.00 $24,000.00 $4,100.00 $24,600.00 $3,600.00 $21,600.00 $3,172.00 $19,032.0021 8" x 8" x 6" Tee EA 4 $3,800.00 $15,200.00 $4,567.00 $18,268.00 $4,000.00 $16,000.00 $4,000.00 $16,000.00 $4,000.00 $16,000.00 $3,500.00 $14,000.00 $800.00 $3,200.00 $2,022.00 $8,088.0022 6" x 6" x 6" Tee EA 1 $3,000.00 $3,000.00 $4,009.00 $4,009.00 $3,000.00 $3,000.00 $3,600.00 $3,600.00 $3,000.00 $3,000.00 $2,800.00 $2,800.00 $660.00 $660.00 $1,865.00 $1,865.0023 1-Inch Water Service EA 39 $5,800.00 $226,200.00 $3,403.00 $132,717.00 $3,500.00 $136,500.00 $3,400.00 $132,600.00 $5,500.00 $214,500.00 $5,000.00 $195,000.00 $4,000.00 $128,000.00 $4,154.00 $162,006.0024 Lower/Raise Water Main 6" EA 6 $12,500.00 $75,000.00 $12,310.00 $73,860.00 $4,800.00 $28,800.00 $10,000.00 $60,000.00 $3,000.00 $18,000.00 $4,800.00 $28,800.00 $2,500.00 $15,000.00 $3,680.00 $22,080.0025 Abandon Water Main LS 1 $5,500.00 $5,500.00 $69,756.00 $69,756.00 $13,000.00 $13,000.00 $25,000.00 $25,000.00 $14,500.00 $14,500.00 $40,000.00 $40,000.00 $25,000.00 $25,000.00 $101,294.00 $101,294.0026 Temporary Blow Off EA 4 $1,600.00 $6,400.00 $6,621.00 $26,484.00 $2,000.00 $8,000.00 $2,500.00 $10,000.00 $2,000.00 $8,000.00 $940.00 $3,760.00 $2,000.00 $8,000.00 $3,177.00 $12,708.0027 Water Main Tie In EA 5 $10,500.00 $52,500.00 $3,857.00 $19,285.00 $7,700.00 $38,500.00 $6,000.00 $30,000.00 $6,000.00 $30,000.00 $6,500.00 $32,500.00 $5,000.00 $25,000.00 $4,977.00 $24,885.0028 Trenching Bacing and Shoring LS 1 $3,750.00 $3,750.00 $2,023.00 $20,023.00 $3,000.00 $3,000.00 $35,000.00 $35,000.00 $25,500.00 $25,500.00 $2,000.00 $2,000.00 $5,000.00 $5,000.00 $11,105.00 $11,105.0029 6" Water Main (Crane RW) LF 480 $190.00 $91,200.00 $143.00 $68,640.00 $100.00 $48,000.00 $108,000.00 $108,000.00 $145.00 $69,600.00 $136.00 $65,280.00 $170.00 $81,600.00 $295.00 $141,600.0030 6" Gate Valve (Crane RW) EA 1 $3,700.00 $3,700.00 $3,194.00 $3,194.00 $2,000.00 $2,600.00 $2,800.00 $2,800.00 $2,500.00 $2,500.00 $4,500.00 $4,500.00 $3,200.00 $12,800.00 $2,049.00 $2,049.0031 4" Stub (Crane RW) EA 1 $6,400.00 $6,400.00 $4,128.00 $4,128.00 $4,600.00 $4,600.00 $3,000.00 $3,000.00 $5,500.00 $5,500.00 $3,200.00 $3,200.00 $1,700.00 $1,700.00 $5,392.00 $5,392.0032 Water Main Tie In (Crane RW) EA 1 $10,250.00 $10,250.00 $3,857.00 $3,857.00 $6,000.00 $6,000.00 $6,000.00 $6,000.00 $4,500.00 $4,500.00 $3,000.00 $3,000.00 $5,000.00 $5,000.00 $4,993.00 $4,993.00 $1,498,726.10 $1,612,793.00 $1,145,990.00 $1,388,582.00 $1,473,964.60 $1,143,090.60 $1,155,011.00 $2,127,953.00 1 WWTP 10" Recycled Waer Main LS 1 $229,000.00 $229,000.00 $213,370.00 $213,370.00 $130,000.00 $130,000.00 $266,000.00 $266,000.00 $148,400.00 $148,400.00 $194,000.00 $194,000.00 $170,000.00 $170,000.00 $284,504.00 $284,504.00 $1,727,726.10 $1,826,163.00 $1,275,990.00 $1,654,582.00 $1,622,364.60 $1,337,090.60 $1,325,011.00 $2,412,457.00 DESCRIPTION UNIT QUANTITY UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ 1 8" Water Main (Crane Water) LF 353 $350.00 $123,550.00 $195.00 $68,835.00 $180.00 $63,540.00 $195.00 $68,835.00 $282.00 $99,546.00 $210.00 $74,130.00 $410.00 $144,730.00 $370.00 $130,610.003 8" Gate Valve (Crane Water) EA 6 $4,750.00 $28,500.00 $4,553.00 $27,318.00 $4,000.00 $24,000.00 $3,300.00 $19,800.00 $4,600.00 $27,600.00 $4,500.00 $27,000.00 $4,800.00 $28,800.00 $3,152.00 $18,912.004 1-Inch Water Service (Crane) EA 3 $9,000.00 $27,000.00 $3,403.00 $10,209.00 $7,500.00 $22,500.00 $4,200.00 $12,600.00 $8,800.00 $26,400.00 $12,000.00 $36,000.00 $9,600.00 $28,800.00 $4,918.00 $14,754.005 Fire Hydrant & Valve Assembly, Resue Hydrant (Crane Water) EA 1 $12,500.00 $12,500.00 $14,253.00 $14,253.00 $16,000.00 $16,000.00 $8,500.00 $8,500.00 $15,100.00 $15,100.00 $11,500.00 $11,500.00 $10,200.00 $10,200.00 $6,179.00 $6,179.00 6 8" X 8" X 8" Tee (Crane Water) EA 2 $6,500.00 $13,000.00 $4,653.00 $9,306.00 $7,000.00 $14,000.00 $8,000.00 $16,000.00 $5,600.00 $11,200.00 $6,000.00 $12,000.00 $925.00 $1,850.00 $2,077.00 $4,154.007 Abandon Water Main (Crane Water) LS 1 $4,500.00 $4,500.00 $35,000.00 $35,000.00 $3,300.00 $3,300.00 $8,000.00 $8,000.00 $980.00 $980.00 $3,500.00 $3,500.00 $27,000.00 $27,000.00 $3,807.00 $3,807.008 Water Main Tie In (Crane) EA 2 $12,500.00 $25,000.00 $3,857.00 $7,714.00 $3,000.00 $6,000.00 $6,000.00 $12,000.00 $10,000.00 $20,000.00 $4,500.00 $9,000.00 $7,330.00 $14,660.00 $5,226.00 $10,452.00 $234,050.00 $172,635.00 $149,340.00 $145,735.00 $200,826.00 $173,130.00 $256,040.00 $188,868.00 DESCRIPTION UNIT QUANTITY UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ UNIT COST, $ ITEM TOTAL, $ 1 WWTP Generator Removal LS 1 $35,650.00 $35,650.00 $11,500.00 $11,500.00 $15,000.00 $15,000.00 $44,145.00 $44,145.00 $9,000.00 $9,000.00 $9,000.00 $9,000.00 $17,691.00 $17,691.00 $35,650.00 $11,500.00 $15,000.00 $44,145.00 $9,000.00 $9,000.00 $17,691.00 BASE BID SCHEDULE CONTINUED -WASTEWATER TREATMENT PLANT 10" RECYCLE PIPELINE Argonaut Constructors, Inc. Mountain Cascade, Inc. Suulutaaq, Inc.

BASE BID
Base Bid Schedule

BID RESULTS
Kearney and Andrea Water Main Replacement Project - City of St Helena W.R. Forde Associates, Inc.

Engineers Estimate
Team Ghilotti, Inc Diamond D Construction Maggiora & Ghilotti, Inc Ghilotti Construction Company, Inc.

Bid Altermate #1 - S Crane Avenue Water Main
BID ALTERNATE #1
Bid Altermate #2 - WWTP Generator Removal
BID ALTERNATE #2
Agenda Item #10.5.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department: Public Works
DATE: March 12, 2024
FROM: Lesley Milton, Asst. to the City Manager
SUBJECT: Approval of a resolution authorizing an additional $25,632 for the purchase of filter valve automation cards as part of the Water Treatment Plant Valve control technology
Improvements for a total not-to-exceed cost of $90,781.

GOAL: Goal 2: Improve Infrastructure & Further Environmental Sustainability, Goal 3: Pursue Water Security &
Sustainable Management of Water Resources

RECOMMENDED
ACTION:

Adopt the attached resolution.

PREVIOUS COUNCIL
ACTION:

On November 28, 2023, City Council authorized an
expenditure of $154,366 for the purchase of the valves
and the required digital programming and installation.

STATEMENT OF THE
PURPOSE:

Authorize additional funding for required compatibility equipment features for the valve control technology
improvement project.

FINANCIAL IMPACT: The total Financial Impact is $90,781, of which $65,149 is already approved in the FY24 Operations Budget in the
Water Enterprise Fund 561. This action will require a
budget adjustment utilizing Water Enterprise Fund Balance in the amount of $25,632 to GL Account 561-50-34-26-30.

This will leave the Estimated Net Position for Fund 561 at 44%.

BACKGROUND:

The City's current Water Treatment Plant (WTP) is semi-automated through a Supervisory Control and Data Acquisition (SCADA) system which operates using two existing Siemens Simatic TI545 PLC at the facility: one at the Master Control Panel (MCP) and one at the Filter Control Panel (FCP). The system was initially commissioned in the 1970's and the equipment is reaching the end of its useful life. The recently adopted Five Year Capital Improvement Program includes Project No. W18- 113 which is a full upgrade and automation of the SCADA system at a total budgeted cost of $800,000. That project is scheduled for implementation starting in FY 2024-25.

DISCUSSION:

The proposed upgrade is a two-step process in converting the manual process of activating filter valves from within the pipe gallery to an automated process that can be digitally controlled through the SCADA system and control room. The proposed analog Agenda Item #10.6.

input and output cards will digitally control level and rate of flow of the system valves at the filter PLC and communicate it to SCADA. The current filter PLC cards cannot handle the current flow capacities and were not included within the upgrade in 2021.

The second phase of this program is for the replacement of the air actuators with electronic style actuators for process control. There are 2 filters in the gallery that require 12 actuators and 12 valves that control the flows for backwashing, in-service, filter-to-waste and return water from Tank 1a. Once both the programming and the replacement of the actuators are complete, the valve system will be fully automated and will no longer require staff to manually manipulate the valves in the gallery, then return to the control room to check the capacities and impacts, increasing efficiencies and eliminating errors that occur during transitions.

On November 28, 2023, the City Council approved the purchase of the valve actuators and a Professional Services Agreement for the necessary electrical and programming upgrades necessary to the Master and Filter Control Panels as required by the SCADA system for centralized digital control. (Staff Report Available here) Unfortunately, due to communication issues stemming from staff changes at the Water Treatment Plant, adaptive components were inadvertently missed in the initial request. While attempting to place the order and working with the programming vendor, staff identified additional components were required to complete this work. Therefore, staff is requesting authorization of additional funding to be allocated toward the purchase of adaptive equipment for an additional $25,632.

ENVIRONMENTAL REVIEW: Not a CEQA Project.

DOCUMENTS ATTACHMENTS:
20240312 Resolution Actuator Purchase additional funds
SVE Quote 114716
Agenda Item #10.6.

CITY OF ST. HELENA
RESOLUTION NO.

APPROVAL OF A RESOLUTION AUTHORIZING AN ADDITIONAL $25,632

FOR THE PURCHASE OF FILTER VALVE AUTOMATION CARDS AS PART

OF THE WATER TREATMENT PLANT VALVE CONTROL TECHNOLOGY
IMPROVEMENTS FOR A TOTAL NOT-TO-EXCEED COST OF $90,781.

RECITALS
A. The City's current Water Treatment Plant (WTP) is semi-automated through a Supervisory Control and Data Acquisition (SCADA) system which operates using two existing Siemens Simatic TI545 PLC at the facility: one at the Master Control Panel (MCP) and one at the Filter Control Panel (FCP). The system was initially commissioned in the 1970's and the equipment is reaching the end of its useful life; and B. On February 9, 2021, the City contracted with TELSTAR for upgrades to the SCADA system to replace the Programmable Logic Controllers (PLCs) which were obsolete and no longer supported by the manufacturer and upgrade the outdated and conflicting hardware with the software and the current software was no longer being supported; and
C. For efficiency and for safety it was deemed necessary to modify the manual process of activating filter valves from within the pipe gallery to an automated process that can be digitally controlled through the SCADA system and control room; and
D. On November 28, 2023 the City Council approved the purchase of 12 filter valve automation cards and a professional services agreement for programming and installation of the new equipment; and
E. While attempting to place the order and working with the programming vendor, staff identified additional components that were required to complete this work; and
F. Therefore, staff is requesting authorization of additional funding to be allocated toward the purchase of adaptive equipment for an additional $25,632 for a total cost not-to-exceed of $90,781.

Agenda Item #10.6.

RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:

1. Authorize the purchase of additional component equipment for filter valve automation cards for an additional $25,149 and a total not to exceed cost of $90,781 from Southwest Valve and Equipment; and

2. Authorize use of reserves from the Water Enterprise Fund balance and a budget increase to GL Account 561-50-34-26-30 for a total of $25,149.

Approved at a Regular Meeting of the St. Helena City Council on March 12, 2024, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Council Member Patrick Kenealy: _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #10.6.

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FRESNO IRVINE
402 W. Bedford #111,
Fresno, CA 93711
Tel 559.261.2703
Fax 559.261.2711
6440 Oak Canyon, Suite 150
Irvine, CA 92618
Tel 714-832-1090
Fax 714-832-1091
QUOTATION Page 1 of 4
TO: City of St. Helena DATE: 12-19-2023
QUOTE #: 114716
DESC:

JOB: Butterfly Valves w/EMO
LOCATION: St. Helena, CA
ATTN: Chris Laymon PHONE:

EMAIL:

WE ARE PLEASED TO QUOTE ON THE FOLLOWING EQUIPMENT SUBJECT TO CONDITIONS PRINTED

ON LAST PAGE HEREOF, THESE CONDITIONS MAY BE CHANGED ONLY BY A WRITTEN STATEMENT SIGNED BY AN OFFICER OF SOUTHWEST VALVE.
☒ F.O.B. FACTORY
☐ F.F.A. TO FIRST DESTINATION
AUMA Electric Motor Actuator
Line
#
Valve
Size
Item Qty Unit Price Price
01 10 AUMA Electric Motor Actuator (modulating service, 480V/3Ph/60hz), 1/4 turn; includes adaption components.

Intended for existing Pratt 150B Butterfly Valve
3 $6,428 $19,284
02 14 AUMA Electric Motor Actuator (modulating service, 480V/3Ph/60hz) with wormgear; includes adaption components.

Intended for existing Pratt 150B Butterfly Valve
2 $6,796 $13,592
03 16 AUMA Electric Motor Actuator (modulating service, 480V/3Ph/60hz) with wormgear; includes adaption components.

Intended for existing Pratt 150B Butterfly Valve
3 $6,940 $20,820
04 20 AUMA Electric Motor Actuator (modulating service, 480V/3Ph/60hz) with wormgear; includes adaption components.

Intended for existing Pratt 150B Butterfly Valve
4 $7,865 $31,460
05 Field Services
Start-up & Commissioning
Per Day
3 $1,875 $5,625
Total for Above Equipment: $90,781
Notes and Clarifications:

Lead Time: 20-22 Weeks ARO
Freight: Prepay & Add
Grand Total: $90,781
Notes:

Agenda Item #10.6.

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Raymond Rodriguez - [email protected]
QUOTATION DOES NOT INCLUDE ANY SALES OR USE TAX PAYABLE UNDER ANY STATE OR FEDERAL STATURE. THIS QUOTATION PRICE IS FOR MATERIAL LISTED ABOVE. ANY

ADDITIONS OR MODIFICATIONS THAT BECOME NECESSARY FOR APPROVED SUBMITTALS, UPON AWARDING OF THIS CONTRACT, MAY RESULT IN NECESSARY PRICE CHANGES.

NOTE: ITEMS NOT SPECIFIED ON THIS QUOTATION ARE NOT INCLUDED IN OUR PRICE AND ARE TO BE SUPPLIED BY OTHERS. PRICES ARE FOR IMMEDIATE ACCEPTANCE AND SUBJECT TO CHANGE WITHOUT NOTICE. SALE SUBJECT TO MANUFACTURERS STANDARD TERMS AND CONDITIONS. 30% RESTOCKING FEE.

Agenda Item #10.6.

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SOUTHWEST VALVE STANDARD TERMS AND CONDITIONS 1

ACCEPTANCE
The following Terms and Conditions are an integral part of the offer to sell the equipment and/or services offered in this proposal. When the BUYER signifies acceptance of this quotation by submission of a Purchase Order or signed SELLER Quotation, it shall become a binding contract when accepted and signed by an authorized signer of the SELLER. Any changes or amendments to this proposal made by the BUYER must have SELLER’s approval in writing to become a part of this contract. These Terms and Conditions and the accompanying Purchase Order or signed SELLER Quotation shall comprise the entire agreement between the parties and no course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any terms used in this contract. Unless stated otherwise, the terms and conditions of the manufacturers listed herein will apply to this quotation Any attachments or listed documents are considered a part of this quotation and are made part of the agreement. Quote is firm for thirty (30) days unless otherwise stated on the face of the attached quotation.

APPROVAL DRAWINGS
All items listed are based on SELLER’S interpretation of the requirements in accordance with the plans and specifications. Any preliminary drawings or literature attached to our quotation are for illustration purposes only to show approximate arrangements. Specific drawings and submittal data will be furnished for approval as required after receipt and acceptance of the BUYER’S order. Any submittal or manuals when provided by SELLER will be in the form of a PDF electronic file only. Any form of media beyond the electronic file would be the responsibility of BUYER. Fabrication of products or equipment ordered will not begin until approval and direction to proceed is received in writing. No warranty is made regarding quantities, materials of construction or type of materials quoted. Operation, installation, and maintenance of materials quoted are the responsibility of the OWNER or CONTRACTOR.

DELIVERY
Any shipment or delivery date recited represents our best estimate, but no liability, direct or indirect, is assumed by SELLER for failure to ship or deliver on such dates.

Unless otherwise directed, SELLER shall have the right to make early or partial shipments and invoices covering the same to BUYER shall be due and payable in accordance with payment terms hereof. FOB shall be origin unless stated otherwise on the front of these Terms and Conditions. Delivery schedule(s) will be contingent on supply-chain availability and variability for material components, therefore, lead-times are subject to change without notice. Published weights are careful estimates but are not guaranteed. SELLER will endeavor, insofar, as it is possible, to comply with shipping instructions specified by the Purchaser. However, SELLER reserves the right to ship merchandise by such means of transportation as it may select. The manufacturer will ship the equipment via best way. Demurrage shall be billed to the account of the Purchaser. DAMAGE CLAIMS: Care is taken in packaging all shipments. After BUYER has been given the receipt by the transportation company, all claims for breakage or shortages, whether concealed or obvious, must be made in writing by the BUYER to the carrier and SELLER within seven (7) days after receipt of shipment. When damage or shortages are obvious, written comments on the bill of lading are required before the driver is released. RETURNED PRODUCTS: In no instance is equipment to be returned without first obtaining SELLERS written approval and returned materials authorization. If shipment is postponed at the request of the purchaser after manufacturing has been commenced, payment will be due on notice from us that the equipment is ready for shipment. Pro rata payments shall be made for partial shipments.

STORAGE
Any item of the product on which shipment is delayed by BUYER may be placed in storage by SELLER at BUYER’S expense and risk. If a delay in shipment is requested by BUYER after an order has been entered and accepted:
a. No charge will be made if the request for delay is made more than six (6) weeks before acknowledged shipping date and the requested delay is for a period not in excess of thirty (30) days.
b. A charge will be made if the requested delay exceeds a period of thirty (30) days or if the request is made within six (6) weeks of the acknowledged shipping date. SELLER will advise BUYER of the charge within ten (10) days of receiving BUYER’S request for delay. c. If the product is within six (6) weeks of the acknowledged shipping date, then SELLER has the option of completing, invoicing and storing the product and charging one and one-half percent (1.5%) per month, or the maximum percentage permitted by law, whichever is lesser, of the established price for such product, plus storage cost.

PAYMENT
Payment terms, upon credit approval, are of net thirty (30) days from the date of each invoice for material shipped (or when ready for shipment if shipment is deferred by BUYER) unless stated otherwise on the face of the attached quotation. Flow down provisions are not accepted and shall not be enforceable against SELLER.

Retention is not allowed. In the event any payment becomes past due, a charge of one-half percent (1.5%) will be assessed monthly. These terms are completely independent from, and not contingent upon, when BUYER receives payment from the OWNER. A processing fee of up to four percent (4%) will be added for credit card payments. All merchandise sold is subject to lien laws. Partial or final payment shall constitute acceptance of delivered materials, products, or equipment.

FORCE MAJEURE
Neither Party will be liable for any failure or delay in performing an obligation under these Terms and Conditions that is due to any of the following causes, to the extent beyond its reasonable control: acts of God, accident, riots, war, terrorist act, epidemic, pandemic, quarantine, civil commotion, breakdown of communication facilities, breakdown of web host, breakdown of internet service provider, natural catastrophes, governmental acts or omissions, changes in laws or regulations, national strikes, fire, explosion, generalized lack of availability of raw materials or energy. For the avoidance of doubt, Force Majeure shall not include (a) financial distress nor the inability of either party to make a profit or avoid a financial loss, (b) changes in market prices or conditions, or (c) a party’s financial inability to perform its obligations hereunder.

TAXES AND BONDS
Taxes and bonds are NOT included in our pricing. Any applicable taxes or bonds will be added to the price and shown separately on each invoice. All prices exclude sales, use, duties, excise, and other taxes in respect to manufacture, sale, or delivery, all of which are to be paid by the buyer unless a proper exemption certificate is furnished.

BUYER agrees to reimburse our company for taxes SELLER must pay on BUYER’S behalf.

CLAIMS AND BACKCHARGES
BUYER agrees to examine all materials immediately upon delivery and report to SELLER in writing any defects or shortages noted no later than ten (10) days following the date of receipt. The parties agree that if no such claim is made within said time, it shall be considered acceptable and in good order with respect to any defect or shortage which would have been revealed by such an inspection. In no event will SELLER be responsible for any charge for modification, servicing, adjustment or for any other expense without written authorization from SELLER prior to the performance of any such work. IN NO EVENT SHALL SELLER BE LIABLE TO BUYER OR ANY

THIRD PARTY FOR ANY LOSS OF USE, REVENUE OR PROFIT, OR FOR CONSEQUENTIAL, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR PUNITIVE

DAMAGES, FOR ANY REASON, INCLUDING WITHOUT LIMITATION, DAMAGES ARISING OUT OF A DELAY IN OR FAILURE OF DELIVERY, DEFECTS IN MATERIAL

AND WORKMANSHIP AND/OR FAILURE OF GOODS TO PERFORM TO APPLICABLE SPECIFICATIONS, DRAWINGS, BLUEPRINTS OR SAMPLES AS SET FORTH OR DESCRIBED HEREIN, IF ANY, OF A BREACH BY SELLER OF ANY OTHER TERM OR OBLIGATION OF SELLER UNDER THE CONTRACT.

Agenda Item #10.6.

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SOUTHWEST VALVE STANDARD TERMS AND CONDITIONS 2
No penalty clauses of any description will be effective unless approved in writing over the signature of a principal of SELLER. Under no circumstances shall SELLER be liable for any consequential, special or incidental damages, including liquidated damages, arising from any breach by it in this transaction, AND ALL SUCH

CONSEQUENTIAL, SPECIAL AND INCIDENTAL DAMAGES, INCLUDING LIQUIDATED DAMAGES, ARE EXCLUDED FROM ANY REMEDIES AVAILABLE TO THE BUYER.

SECURITY INTEREST & TITLE
Until all amounts due SELLER have been paid in full, SELLER shall retain a security interest in the product and have all rights of a secured party under the Uniform Commercial Code and applicable law, including the right to repossess the product or equipment without legal process and the right to require the BUYER to assemble the equipment and make it available to SELLER at a place reasonably convenient to both parties.

WARRANTY
Equipment and parts not manufactured by the SELLER carry only the warranty of the manufacturer of said parts. SELLER does not make any express or implied warranty for equipment and/or parts it did not manufacture. Credits for defective material and workmanship in said equipment and/or parts are only in accordance with the underlying company policy of the manufacturer. SELLER makes no warranty whatsoever with respect to any equipment and/or parts as to their merchantability or fitness for a particular purpose. It is further agreed that the SELLER assumes no liability whatsoever for failure of equipment due to normal usage and wear.

INDEMNIFICATION
To the fullest extent permitted by the law in which the project is located, BUYER and SELLER shall indemnify and hold one another and their respective employees and agents harmless from and against all claims, damages, losses, liabilities, actions, causes of action, demands, fines, penalties, judgments, costs, and expenses, including but not limited to attorneys’ fees, court costs, expert fees and costs, arising out of or resulting from BUYER’s or SELLER’s own negligent acts, omissions or misconduct, to the extent such negligence is covered by BUYER’s and SELLER’s respective insurance policies. In the event any third party asserts against SELLER a claim for patent infringement, royalties or licensing fees with respect to BUYER’s use of the products, materials, or equipment provided hereunder, BUYER agrees to indemnity SELLER for all liability damages, costs and expenses in connection therewith.

CANCELLATION
Buyer may cancel this contract only in writing signed by BUYER’s duly authorized agent and acknowledged in writing by SELLER’s duly authorized agent. Should this order be cancelled, BUYER shall be obligated to pay for the level of work performed and products shipped. Work performed includes any engineering, calculations, preparation of submittals, drawings, and/or travel to job site in relation to this order. In addition to any other remedies provided under these Terms and Conditions, SELLER may terminate this contract with immediate effect by providing signed, written notice to BUYER, if BUYER: (i) fails to pay any amount when due under the contract and such failure continues for 30 days after BUYER’s receipt of written notice of nonpayment; (ii) has not otherwise performed or complied with any of these Terms and Conditions; or (iii) becomes insolvent, files a petition for bankruptcy or commences or has commenced against it proceedings in bankruptcy, receivership, reorganization or assignment for the benefit of creditors.

FIELD WORK
Unless specifically stated on our quotation, installation, start-up service, field testing, supervision, operation, and training are not included in our pricing of product. In the event that SELLER or any of its employees or agents do perform work or services on-site at the project’s location, BUYER agrees to hold SELLER and its employees or agents harmless for any injuries or damage to property caused by their acts or omission, except to the extent said injuries or property damage arise from gross negligence or intentional misconduct.

MODIFICATIONS
This contract can be modified only in writing which specifically states that it amends these Terms and Conditions and is signed by both parties and their duly authorized agents. It is further agreed that this contract shall not be modified in any respect except in writing signed by the party and their duly authorized agent against whom the modification is sought to be enforced.

AUTHORITY OF SELLER’S AGENTS
No agent, employee or representative of the SELLER has any authority to bind the SELLER to any affirmation, representation or warranty concerning the goods sold under this Contract, and unless an affirmation, representation or warranty made by an agent, employee, or representative is specifically included within this written contract, it shall not be enforceable by the BUYER.

NO THIRD-PARTY BENEFICIARIES
This contract is for the sole benefit of BUYER and SELLER and their respective successors and permitted assigns and nothing herein, express or implied, is intended to or shall confer upon any other person or entity any legal or equitable right, benefit, or remedy of any nature whatsoever under or by reason of these Terms and Conditions.

GOVERNING LAW
All matters arising of or relating to the contract or the Terms and Conditions shall be governed by and construed in accordance with the laws of the state in which the project is located.

DISPUTE RESOLUTION
In the event of any dispute between BUYER and SELLER arising out of the terms of the contract and these Terms and Conditions, such dispute shall be decided by arbitration administered by the American Arbitration Association in accordance with the then-prevailing Commercial Arbitration Rules and Mediation Procedures of the American Arbitration Association. BUYER and SELLER mutually agree that any dispute involving claims valued at or above $1,000,000.00 shall be heard by a panel of three (3) arbitrators. The venue for all arbitration proceedings shall be the State of California. The foregoing agreement to arbitrate shall be specifically enforceable in any court of competent jurisdiction. The award rendered by the arbitrators shall be final and judgment may be entered upon it in accordance with applicable law in any court of competent jurisdiction.

SEVERABILITY
The partial or complete invalidity of any one or more provisions of these Terms and Conditions shall not affect the validity or continuing force and effect of any other provision. If any provision is invalid, in whole or in part, the provision shall be considered reformed to reflect the intent thereof to the greatest extent possible consistent with applicable law.

ASSIGNMENT – DELEGATION
No right or interest in this Contract shall be assigned by the BUYER without the written permission of the SELLER, and no delegation of any obligation owed, or of the performance of any obligation by the BUYER shall be made without the written permission of the SELLER. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

Agenda Item #10.6.

Agenda Report to the City Council
Agenda Section: CONSENT ITEMS
Department:

DATE: March 12, 2024
FROM: Lesley Milton, Asst. to the City Manager
SUBJECT: Approval of a resolution (1) authorizing the City Manager to execute a Professional Services Agreement with West
Yost for Engineering Services to complete a Hydraulic
Model update for the water system for a not to exceed cost of $192,900 (2) Establishing a Capital Improvement
Project W24-09 Water System Hydraulic Model Update
and budget of $192,900 and (3) Authorize a budget
transfer of $192,900 from Water Operations Fund 561 to
the Water Capital Improvement Fund 763.

GOAL: Goal 2: Improve Infrastructure & Further Environmental Sustainability, Goal 3: Pursue Water Security &
Sustainable Management of Water Resources, Goal 8:

Implement Capital Improvement Plans (CIP) Projects
Miscellaneous/Other

RECOMMENDED
ACTION:

Authorization to execute the professional services contract and to create and fund a capital improvement project.

PREVIOUS COUNCIL
ACTION:

January 23, 2024: Resolution 2024-008 approving
$120,000 for the Hydraulic Model.

STATEMENT OF THE
PURPOSE:

Approval of a consultant to conduct a Water System
Hydraulic Model Update.

FINANCIAL IMPACT: The total Financial Impact is $192,900, of which $120,000 was previously approved during the FY24 Mid-Year
Budget update. This action will require a budget
adjustment utilizing Water Enterprise Fund Balance in the amount of $72,900. This will leave the Estimated Net
Position for Fund 561 at 44%.

Creation of the new CIP W24-09 Water System Hydraulic
Model Update requires a budget transfer from Fund 561 to Fund 763, which includes the previously approved funding for $120,000 and the newly requested funding for $72,900.

BACKGROUND:

The City’s existing hydraulic model was developed by Carollo Engineers to support the City’s Integrated Utility Master Plan in 2021 for the purposes of evaluating pressure and flow related to fire suppression operations. This analysis did not include a formal Agenda Item #10.7.

calibration and/or verification of water source operational dynamics or system pressure/flow dynamics.

West Yost Associates
West Yost has been the City’s contracted engineering support consultant with specialized knowledge of its water and wastewater systems and brings a range of expertise to the City of St. Helena. Public Works’ water and wastewater operations routinely need engineering support for the City's water and wastewater systems. The 2021 Integrated Utility Master Plan (IUMP) highlights needed improvements throughout the water/wastewater systems. West Yost was engaged to support the on-going need for water and wastewater specific support, starting with confirmation of the IUMP’s short-term projects (next five years). They are currently working on a variety of projects including updating the City's Safe Yield and Water Neutrality Policies, Emergency water repairs to the water treatment and distribution system for brown water, and the Recycled Water Facilities Plan.

DISCUSSION:

The City desires to use a calibrated hydraulic model to better manage the existing flushing program and strategically address water quality issues. We believe an updated hydraulic model will improve the City’s confidence in the model results. West Yost has provided a proposed scope of services to update and calibrate the City's existing potable water system hydraulic model. The proposed scope includes the following elements:
 Model Update: Review and update of the City’s existing hydraulic model, focusing on the model’s facility, pipeline, and demand data, to improve the accuracy of the model results.
 Model Extended Period Calibration: Perform dynamic calibration of the model through development of an extended period simulation of a selected test day.

This process proposes using hydrant pressure recorders to collect supplemental pressure data at key locations within the distribution system. Extended period calibration will be performed for a one-day period to confirm the facility operations and model pressures are within the adopted calibration criteria.  Model Static Calibration: Perform static calibration of the model by adjusting the model to match observed field conditions during hydrant testing specifically designed to gather information on pipelines of different material types and ages.

The City’s existing Geographic Information System (GIS) and hydraulic model do not include pipeline material type and/or age information. Since the City was incorporated in 1876 and reincorporated in 1889, it is likely that the City’s potable water system pipeline network includes older pipes with a wide range of roughness coefficients (C-factors). The proposed model calibration effort will help confirm that the City’s hydraulic model is updated with accurate C-factors that Agenda Item #10.7.

provide reliable results under stressed, high flow conditions such as hydrant flushing.
 Model Verification: Perform dynamic verification of the model through development of extended period simulations to verify the performance of the updated model. Extended period simulations will be performed for maximum day and minimum day demand conditions to bracket the range of anticipated normal operating conditions.

West Yost will prepare a technical memorandum (TM) that summarizes the hydraulic model updates. The TM will document the updates performed under Task 1, the methodology used to calibrate the current hydraulic model, and the results from the model calibration. West Yost will also provide the final, updated electronic model files for the City’s use.

ENVIRONMENTAL REVIEW: Not a CEQA Project.

DOCUMENTS ATTACHMENTS:

Resolution WY Hydraulic Model
20240312 WY Hydraulic Model
Agenda Item #10.7.

CITY OF ST. HELENA
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ST.

HELENA (1) AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT WITH WEST YOST FOR AN AMOUNT NOTTO-EXCEED $192,900 FOR ENGINEERING SERVICES TO CONDUCT A HYDRAULIC MODEL UPDATE OF THE CITY’S
WATER SYSTEM (2) ESTABLISHING CIP PROJECT W24-09

WATER SYSTEM HYDRAULIC MODEL UPDATE AND BUDGET
FOR OF $192,900 AND (3) AUTHORIZE A BUDGET TRANSFER
OF $192,900 FROM WATER OPERATIONS FUND 561 TO THE
WATER CAPITAL IMPROVEMENT FUND 763.

RECITALS
A. The City’s existing hydraulic model was developed by Carollo Engineers to support the City’s Integrated Utility Master Plan in 2021; and B. Results from the hydraulic model were determined to be reasonable through a comparison of the modeled facility operations and system pressures against the City’s general expectations of expected operations and pressures (based on pressure zone operating bands). A formal calibration and/or verification effort was not documented; and C. The City desires to use a calibrated hydraulic model to better manage the existing flushing program and strategically address water quality issues; and
D. An updated hydraulic model will improve the City’s confidence in the model results and previously authorized funding in the amount of $120,000; and
E. West Yost has provided a proposed scope of services to update and calibrate the City's existing potable water system hydraulic model; and F. West Yost has performed a number of water supply studies and projects for the City over the years, including the 2003 Urban Water Management Plan and 2010 Water Supply Plan. West Yost also assisted the City with an update to the water supply safe yield in early 2011 and West Yost is familiar with the City’s water supplies and facilities, including the City’s Bell Canyon Reservoir yield model, as well as opportunities and constraints in water supply availability and reliability; and
G. West Yost is currently conducting a review of the water neutrality policy and Yield Analysis for the City; and
Agenda Item #10.7.

H. West Yost is capable of performing this work within an appropriate duration and cost; and
I. The City of St. Helena and West Yost desire to enter into an agreement for an amount not to exceed $192,900.

RESOLUTION
NOW, THEREFORE, the City Council of the City of St. Helena resolves as follows:

1. Authorizes the execution of a contract with West Yost for an amount notto-exceed $192,900 to complete a Hydraulic Model update for the water system.

2. Authorizes additional funding in the amount of $72,900 utilizing Water Enterprise Fund Balance.

3. Authorizes establishment of a Capital Improvement Project for a total budget amount of $192,900.

4. Authorizes a budget transfer in the amount of $192,900 from Fund 561 Water Enterprise to Fund 763 Water Capital.

5. Authorizes a budget increase to GL Account 561-50-00-29-99 in the amount of $192,900, GL Account 763-39-98-00-00 in the amount of $192,900, and GL Account 763-50-30-31-20.

Approved at a Regular Meeting of the St. Helena City Council on March 12, 2024, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Council Member Patrick Kenealy: _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #10.7.

West Yost Hydraulic Model 2024
1 CITY OF ST. HELENA

PROFESSIONAL SERVICES AGREEMENT
Update to Hydraulic Model
This Agreement is made and entered into as of March 12, 2024 by and between the City of St. Helena, a public agency organized and operating under the laws of the State of California (“City”), and West Yost Associates a Limited Liability Corporation with its principal place of business at 6800 Koll Center Parkway, Suite 150, Pleasanton CA 94566 (hereinafter referred to as “Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

RECITALS
A. City is a public agency of the State of California and of needs professional services for the following project:

Update to the City’s Hydraulic Model
B. Consultant is duly licensed and has the necessary qualifications to provide such services.

C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.

AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:

1. Services.

Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”

2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $192,900.00 This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. Periodic payments shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis.

3. Additional Work.

If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following Agenda Item #10.7.

West Yost Hydraulic Model 2024
2 manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.

4. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) years from the date of final payment under the contract for inspection by City.

5. Term of Performance
The term of this Agreement shall be from March 12, 2024 to June 30, 2025 unless earlier terminated as provided herein. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall perform its services in a prompt and timely manner within the term of this Agreement and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”). The Notice to Proceed shall set forth the date of commencement of work.

Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed (“Notice to Proceed”).

Consultant shall complete the services required hereunder according to the schedule established in the Scope of Work Exhibit A. The Notice to Proceed shall set forth the date of commencement of work.

6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; pandemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.

7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements. b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of Consultant by federal, state and local regulatory agencies.

Agenda Item #10.7.

West Yost Hydraulic Model 2024
3 c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.

8. Standard of Care; Performance of Employees
a. Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. b. Consultant’s employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. As provided for in the indemnification provisions of this Contract, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.

9. Assignment and Subcontracting
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from employing independent associates and subcontractors as Consultant may deem appropriate to assist in the performance of services hereunder.

10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of Consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided.

11. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Commercial General Liability
Agenda Item #10.7.

West Yost Hydraulic Model 2024
4 (i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City. (ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:
(1) Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion deleted
(7) Contractual Liability with respect to this Agreement (8) Property Damage
(9) Independent Contractors Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. (vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an additional insured. b. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents and City designated volunteers additional insured status.

Agenda Item #10.7.

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5 (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she will comply with such provisions before commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to the City and in an amount indicated herein.

This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 combined single limit
Employer’s Liability $1,000,000 per accident or disease Professional Liability $1,000,000 per claim and aggregate (errors and omissions)
(ii) Defense costs shall be payable in addition to the limits.

Agenda Item #10.7.

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6 (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement. f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.
(iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability.

Further the limits set forth herein shall not be construed to relieve the Consultant from liability in Agenda Item #10.7.

West Yost Hydraulic Model 2024
7 excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, is not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including but not limited to, the provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor any of its officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section.

Policies of commercial general liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subcontractors or subconsultants.

12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, Agenda Item #10.7.

West Yost Hydraulic Model 2024
8 liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, or volunteers.
b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance of “design professional” services (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.

13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects (“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subconsultants to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). The requirement to submit certified payroll records directly to the Labor Commissioner under Labor Code section 1771.4 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Section 1771.4. b. If the services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. c. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements. Any stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor that Agenda Item #10.7.

West Yost Hydraulic Model 2024
9 affect Consultant’s performance of services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claim or liability arising out of stop orders issued by the Department of Industrial Relations against Consultant or any subcontractor.

14. Safety.

Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

15. Verification of Employment Eligibility.

By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub-subconsultants to comply with the same.

16. INTENTIONALLY DELETED

17. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California.

If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a the Superior Court of California for the County of Napa.

18. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be Agenda Item #10.7.

West Yost Hydraulic Model 2024
10 entitled to payment for unperformed services, and shall not be entitled to damages or compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of Consultant.

19. Ownership of Documents and Confidential Information. a. All deliverables and other documents generated by Consultant in the performance of the Services, including all work papers, work-in-progress, designs, drawings, documents, data, computations, specifications, studies and reports prepared by Consultant as a part of the Services or authorized Additional Services (“Consultant Work Product”) shall belong to and be subject to the sole ownership and use of City. b. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, drawings and specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City. c. During the course of the performance of this Agreement, Consultant may receive written or verbal information from City, its representatives or agents, not in the public domain. Such information may include City’s know how, trade secrets, and other proprietary and confidential information and Consultant agrees to treat such information as confidential information belonging to City. Consultant agrees that neither it, nor its officers, employees, representatives, agents, successors, or assigns, will disclose such information to any third party or use the same in any manner without the prior written consent of City. Moreover, Consultant agrees to safeguard such proprietary and confidential information from unauthorized disclosure and/or use using the same degree of care it uses to protect its own proprietary and confidential information, but not less than a reasonable standard of care. In the event that disclosure of such information is sought pursuant to any law or regulation, Consultant shall promptly notify City of such fact to allow City to assert whatever exclusions or exemptions may be available to it under applicable law or regulation.

20. Organization
Consultant shall assign a project manager prior to contract excution. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.

21. Limitation of Agreement.

This Agreement is limited to and includes only the work included in the Project described above.

22. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to:

Agenda Item #10.7.

West Yost Hydraulic Model 2024
11 CITY:

City of St. Helena
1088 College Avenue
St. Helena, CA 94574
Attn: Fire Chief
CONSULTANT:

West Yost Associates
6800 Koll Center Parkway
Suite 150
Pleasanton CA 94566
and shall be effective upon receipt thereof.

23. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.

24. Equal Opportunity Employment.

Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.

25. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and Consultant as to those matters contained herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. Each Party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both Parties hereto. This is an integrated Agreement.

26. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the remaining provisions unenforceable, invalid or illegal.

27. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of each Party to this Agreement. However, Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.

28. Non-Waiver
Agenda Item #10.7.

West Yost Hydraulic Model 2024
12 None of the provisions of this Agreement shall be considered waived by either Party, unless such waiver is specifically specified in writing.

29. Time of Essence
Time is of the essence for each and every provision of this Agreement.

30. City’s Right to Employ Other Consultants
City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.

31. Prohibited Interests
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
[SIGNATURES ON FOLLOWING PAGE]
Agenda Item #10.7.

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13 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN CITY OF ST. HELENA

AND WEST YOST ASSOCIATES
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF ST. HELENA WEST YOST
By: By:

Anil Comelo Its:

City Manager
Printed Name:

ATTEST:

By:

Cindy Tzafopoulos, City Clerk
Agenda Item #10.7.

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14 EXHIBIT A
Scope of Services
Agenda Item #10.7.

6800 Koll Center Parkway
Suite 150
Pleasanton CA 94566
925.426.2580 phone
530.756.5991 fax
westyost.com
December 22, 2023 SENT VIA: EMAIL
Eric Janzen
Assistant Director of Public Works
City of St. Helena
1088 College Avenue
St. Helena, CA 94574
SUBJECT: Proposal for Engineering Services – City of St. Helena Water System Hydraulic Model Update Dear Eric:

In response to your request, West Yost is pleased to provide our proposed scope of services to update and calibrate the City of St. Helena’s (City’s) existing potable water system hydraulic model. The City’s existing hydraulic model was developed by Carollo Engineers to support the City’s Integrated Utility Master Plan in 2021. Results from the hydraulic model were determined to be reasonable through a comparison of the modeled facility operations and system pressures against the City’s general expectations of expected operations and pressures (based on pressure zone operating bands). A formal calibration and/or verification effort was not documented.

We understand the City’s desire to use a calibrated hydraulic model to better manage the existing flushing program and strategically address water quality issues. West Yost prepared the scope of services outlined in this letter proposal to update the hydraulic model and ultimately improve the City’s confidence in the model results. Our proposed Scope of Services, Budget, and Schedule are presented below.

SCOPE OF SERVICES
West Yost will work closely with City staff to obtain the necessary data to update and calibrate the existing hydraulic model of the City’s potable water system. West Yost proposes the following hydraulic model update and model extended period calibration tasks to confirm that the City’s hydraulic model is representative of current conditions. Optional hydraulic model static calibration and model verification tasks are recommended to improve the accuracy of the hydraulic model and verify operations under varying demand conditions. Key model update tasks are summarized below. • Model Update: West Yost will review and update the City’s existing hydraulic model, focusing on the model’s facility, pipeline, and demand data, to improve the accuracy of the model results.
• Model Extended Period Calibration: West Yost will perform dynamic calibration of the model through development of an extended period simulation of a selected test day.

West Yost proposes using hydrant pressure recorders to collect supplemental pressure data at key locations within the distribution system. Extended period calibration will be performed for a one-day period to confirm the facility operations and model pressures are within the adopted calibration criteria.

Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
• Model Static Calibration (Optional): West Yost will perform static calibration of the model by adjusting the model to match observed field conditions during hydrant testing specifically designed to gather information on pipelines of different material types and ages. The City’s existing Geographic Information System (GIS) and hydraulic model do not include pipeline material type and/or age information. Since the City was incorporated in 1876 and reincorporated in 1889, it is likely that the City’s potable water system pipeline network includes older pipes with a wide range of roughness coefficients (C-factors). The proposed model calibration effort will help confirm that the City’s hydraulic model is updated with accurate C-factors that provide reliable results under stressed, high flow conditions such as hydrant flushing.
• Model Verification (Optional): West Yost will perform dynamic verification of the model through development of extended period simulations to verify the performance of the updated model. Extended period simulations will be performed for maximum day and minimum day demand conditions to bracket the range of anticipated normal operating conditions.

The following is a list of the key tasks necessary to perform this proposed Scope of Services:
• Task 1. Hydraulic Model Update
• Task 2. Hydraulic Model Extended Period Calibration
• Task 3. Technical Memorandum
• Task 4. Project Management/Meetings
Optional Tasks:
• Task 5. Hydraulic Model Static Calibration
• Task 6. Hydraulic Model Dynamic Verification
Activities associated with each of these tasks are discussed below.

Task 1. Hydraulic Model Update
Under this task, West Yost will review and update the City’s existing hydraulic model to accurately simulate facility operations.

Task 1.1. Gather Background Information
West Yost will provide a data request list summarizing the data required to complete the model update.

The formal data request will be provided at the Kickoff Meeting and may include the following:
• As-built drawings and records for key supply, pumping, and reservoir facilities • Pump curves and nameplate data for existing pumps, and any available efficiency information (e.g., pump tests)
• Annual water production and water consumption data for 2019 through 2023 • Monthly water production for 2019 through 2023
• Hourly SCADA data for the model calibration time period (identified under Task 2) for the following parameters: flows from the supply facilities (Louis Stralla Water Treatment Plant, Stonebridge Wells, City of Napa Intertie); flows and pressure at pump stations; and fluctuations in level at the City’s reservoirs
Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
In addition, the City’s existing GIS does not include critical pipeline information, including age and material. West Yost will conduct an informational interview with City staff, including distribution system operations staff, to identify key missing pipeline information and discuss general water distribution system operations. It is assumed that the informational interview will be no longer than two (2) hours.

Task 1.2. Update Hydraulic Model Facilities
West Yost will review and update hydraulic model facilities in the City’s existing InfoWater Pro hydraulic model to better represent the City’s water distribution system. The model update shall include, but not be limited to, the following:
• Develop a nodal and pipeline naming convention with input from City staff. Update the model nodes and pipelines to reflect the new convention. Currently, the City’s hydraulic model pipelines and junctions are inconsistently named, identified by either GIS ID or default InfoWater Pro ID assignment.
• Review facility as-builts and update facilities piping and configuration, as needed. Currently, the City’s existing model simulates each of the Stonebridge Wells as a reservoir discharging to a flow control valve.
• Update facility sites with the latest pump data and controls to represent the City’s normal operation.
• Add pump curves to pump stations, where available, to better simulate actual pump operations. Currently, the City’s hydraulic model approximates pump operations based on the pump’s single design point.
• Confirm and update network connectivity, as needed.
• Use West Yost’s C-factor hydrant test database to assign preliminary pipeline C-factors based on pipeline material type and age provided by the City.

For budgetary purposes, West Yost has assumed up to 70 hours to perform these updates.

Task 1.3. Update Water Demands in Hydraulic Model
Water demands previously allocated to the City’s existing hydraulic model were based on 2017 demand data. Since there have been no major development changes since the previous demand allocation, West Yost recommends globally adjusting demands within the hydraulic model to capture inelastic demand changes that may have resulted from the 2020-2021 drought.

Under this task, West Yost will review the City’s existing production and consumption data to recommend a baseline average day demand and maximum day demand for use in the hydraulic model. Upon approval from the City, West Yost will globally scale the water demands previously allocated within the hydraulic model to reflect the revised baseline demand.

Task 1 Assumptions
• Informational interview identified under Task 1.1 will be conducted virtual via MS Teams. Three (3) West Yost staff members are budgeted to attend a two (2) hour meeting. • Up to 70 hours is budgeted for the model update.
• The approximate distribution of water demand between pressure zones is largely unchanged from 2017 (e.g., no new large developments).

Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
Task 1 Deliverables
• West Yost will prepare a background data request table. • West Yost will provide an informational interview agenda, materials, and notes. • Findings and updates will be incorporated and discussed in Task 3.

Task 2. Hydraulic Model Extended Period Calibration
West Yost will work with City staff to obtain the necessary data to calibrate the updated hydraulic model of the City’s water distribution system. West Yost proposes a single extended period simulation (EPS) calibrated against facility SCADA and supplemental hydrant pressure recorder (HPR) data.

Task 2.1. Hydrant Pressure Recorder Placement
With input from City staff, West Yost will identify locations to place HPRs to collect supplemental pressure data within the water system over a one- to two-week period. West Yost will provide the City with a draft HPR placement plan for approval prior to conducting the field work.

The HPRs will be placed by West Yost staff (2 persons) with the assistance of City personnel (1 City staff).

The final HPR placement plan will be delivered in-person on the selected HPR placement date. It is assumed that one (1) day each will be required to deploy and remove the HPRs, for a total of two (2) days.

The City will be responsible for providing West Yost with hourly pressure and flow data from system facilities for the one- to two-week period when HPR data are collected.

Task 2.2. Develop Diurnal Demand Pattern
Diurnal demand patterns are required to create and calibrate an EPS analysis. Working with City staff and using the hourly flow data provided by the City under Task 1.1, West Yost will develop a systemwide diurnal curve for the one- to two-week calibration period.

To develop the diurnal curve, the City will need to provide flow from the following:
• Hourly or half hourly flows from the Louis Stralla Water Treatment Plant, Stonebridge Wells, City of Napa intertie, and all pump stations;
• Hourly or half hourly flows through zone pressure reducing valves (PRVs) and/or check valves; and
• Hourly or half hourly fluctuation in levels from the City’s storage reservoirs.

It is assumed that the City can provide all data requested for West Yost’s use in developing the calibration period diurnal curve in electronic format, with the exception of flow data from the Rutherford Pump Station which will be provided in an analog chart recording. This might require additional flow monitoring by the City if there are key locations that are not recorded in SCADA. All of this data will be used to develop diurnal patterns to integrate into the hydraulic model.

Task 2.3. Perform Extended Period Calibration
West Yost will perform the EPS calibration for a 24-hour period corresponding with the collection of supplemental pressure monitoring data. Using the data collected under this task, West Yost will verify that the newly updated hydraulic model generally mimics the filling and emptying of selected reservoirs, the on/off cycle of selected pump stations, the flows of selected supply facilities, and that the pressures at selected areas throughout the City’s service area generally simulate the observed trends during a 24-hour period.

Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
Task 2 Assumptions
• Two (2) West Yost staff members are budgeted to place and remove the HPRs over two (2) days. • One (1) City staff member will assist with the deployment and removal of HPRs over two (2) days. • SCADA flow data will be provided by the City in electronic format (e.g., Excel, Access) for all facilities, except the Rutherford Pump Station, for the one- to two-week HPR placement window. Analog chart data will be provided by the City for the Rutherford Pump Station/Napa Intertie. • The City will review and provide comments on the draft HPR Placement Plan within two (2) weeks. • Prior to including the calibration results in the Task 3 deliverable, West Yost will conduct a meeting to discuss the calibration results with the City to identify any potential fatal flaws in the model setup.

Task 2 Deliverables
• West Yost will provide an electronic copy (PDF) of the draft HPR Placement Plan. • West Yost will provide hard copies of the final HPR Placement Plan. • West Yost will prepare tables and graphics summarizing the preliminary model calibration results. • Findings and updates will be incorporated and discussed in Task 3.

Task 3. Technical Memorandum
West Yost will prepare a technical memorandum (TM) that summarizes the hydraulic model updates. The TM will document the updates performed under Task 1, the methodology used to calibrate the current hydraulic model, and the results from the model calibration. West Yost will also provide the final, updated electronic model files for the City’s use.

Task 3 Assumptions
• City will provide a single, consolidated set of comments to the draft TM. • One (1) conference call to review and discuss City comments to draft TM.

Task 3 Deliverables
• West Yost will provide an electronic copy (PDF) of the draft Hydraulic Model Update TM. • West Yost will provide an electronic copy (PDF) of the final Hydraulic Model Update TM. • West Yost will prepare an updated, working hydraulic model of the City’s distribution system.

Task 4. Project Management/Meetings
West Yost will provide overall project management activities to keep this project on schedule and within budget. The day-to-day management activities will include the scheduling of resources to perform the work, coordination between project staff, and communication of project progress with City staff. Thistask includes the following key project management and meeting activities:
• Kickoff Meeting: West Yost will conduct a kickoff meeting with City staff to discuss project goals and priorities and review the project schedule and data request items • Monthly Conference Calls: West Yost will provide updates to the City via monthly conference calls over the scheduled six-month project span (6 calls assumed) • Monthly progress reporting and invoicing over the scheduled project span • Project setup and close
Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
Task 4 Assumptions
• A six-month project schedule is assumed.
• One (1) hour is budgeted for the Project Kickoff Meeting. The Project Kickoff Meeting will be held virtually via MS Teams.
• 30 minutes are budgeted for each monthly conference call.

Task 4 Deliverables
• West Yost will prepare meeting agendas and notes.
• West Yost will provide monthly status reports and invoices.

OPTIONAL SERVICES TASKS
Optional hydraulic model static calibration and dynamic verification tasks are listed below. West Yost recommends considering these tasks early in the model update process since Task 5, if selected, should be performed concurrently with Task 2. The hours and budget associated with the following items can be found in Table 1.

Task 5 (Optional). Hydraulic Model Static Calibration
Based on input from the City, West Yost understands that a primary goal of this model update is to better manage the City’s flushing program through use of the hydraulic model. Under regular operations, accurate pipeline roughness coefficients (C-factors) may not be critical and/or cause modeled system pressures to substantially deviate from those calibrated under Task 2. However, when a water system is stressed with high flows (e.g., hydrant flushing, pipe break), inaccurate C-factors can cause modeled system pressures to deviate substantially from actual system pressures. This is of particular concern in areas with small diameter, old pipelines.

Under this optional task, West Yost will perform hydrant testing with assistance from City staff in selected areas of the existing water system to confirm that the pipeline roughness coefficients (C-factors) assumed and updated in the hydraulic model under Task 1 are representative of field conditions. West Yost will develop a unique scenario for each of the hydrant tests in the hydraulic model and will compare model-simulated results with field data. When necessary, adjustments to the hydraulic model will be made to meet the adopted model calibration criteria.

Task 5.1. Hydrant Testing
Based on discussions with City staff and West Yost’s knowledge of the water system, a series of hydrants will be selected for flow testing, and these tests (approximately 8-10) will be performed in the field over a one-day period. These tests will be conducted with the purpose of isolating pipelines of a particular material type and age to confirm the C-factors used in the hydraulic model. These tests will be similar to uni-directional flushing (UDF) operations, where valves are closed to direct flow through particular pipelines.

Prior to conducting the field hydrant testing, West Yost will work closely with City staff and local fire officials to select the location of the tests. West Yost will provide a proposed hydrant testing plan showing planned testing locations in relation to the HPRs proposed under Task 2, as well as valves to be closed. West Yost staff (2-3 persons) will supervise the hydrant testing to be performed by City staff (3-4 persons). City staff will be responsible for operating/closing valves, de-chlorination, and traffic control during these tests.

Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
Task 5.2. Perform Static Calibration
After completion of the field hydrant tests, West Yost will evaluate the field data and develop a unique scenario for each of the hydrant tests in the hydraulic model. The model calibration effort will consist of a series of steady state (static) scenarios to compare model-simulated pressures with observed pressures under stressed system conditions. Model results from the calibration scenarios will be compared with the field data and measured against the calibration criteria. Comparisons that fall outside the adopted criteria will be identified and adjustments and/or corrections to the model may need to be made to obtain satisfactory results. The goal of the calibration effort is to have no more than 5 to 10 percent or 5 pounds per square inch (psi) deviation from the field data.

Task 5 Assumptions
• Up to three (3) West Yost staff are budgeted to conduct the hydrant testing over a one-day period, conducting approximately 8-10 tests.
• City staff (3-4 persons) will assist in performing the flow tests and will have overall responsibility for operating/ closing valves, de-chlorinating flow, conducting traffic control during the tests and obtaining necessary permits.
• SCADA data for static calibration will be provided by the City under Task 1. • The City will review and provide comments on the draft Hydrant Test Plan within two (2) weeks. • Prior to including the calibration results in the Task 3 deliverable, West Yost will conduct a conference call to review and discuss calibration results.

Task 5 Deliverables
• West Yost will provide an electronic copy (PDF) of the draft Hydrant Test Plan. • West Yost will provide hard copies of the final Hydrant Test Plan. • West Yost will prepare a data request table summarizing data requirements from the City to perform Task 5.
• West Yost will prepare a set of tables summarizing the preliminary static calibration results. • Findings and updates will be incorporated and discussed in Task 3.

Task 6 (Optional). Hydraulic Model Dynamic Verification West Yost understands that another short-term goal of this model update is to manage the City’s “brown water” problem. If the City’s water quality challenges are related to areas of high water age, it could be helpful to evaluate system operations using EPS scenarios. Therefore, the City may want to consider a dynamic verification of the model under this optional task.

After the model update is completed and the C-factors are updated, West Yost will verify that the updated model generally mimics the observed trends during maximum day and minimum day demand conditions over a 48-hour period. When necessary, adjustments to the hydraulic model will be made to meet the adopted model calibration criteria.

Task 6.1. Develop Diurnal Patterns
Development of additional diurnal water use patterns is required to dynamically verify the City’s potable water system. Working with City staff, West Yost will use data provided by the City to develop a systemwide diurnal pattern for the City’s potable water system during maximum day and minimum day demand conditions.

Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
To enable West Yost to create these diurnal patterns, the City will need to provide the following data for a minimum seven (7) consecutive day period for each of the demand conditions:
• Hourly or half hourly flows from the Louis Stralla Water Treatment Plant, Stonebridge Wells, City of Napa intertie, and all pump stations;
• Hourly or half hourly flows through zone pressure reducing valves (PRVs) and/or check valves; and
• Hourly or half hourly fluctuation in levels from the City’s storage reservoirs.

Diurnal patterns will be developed for a minimum seven-day period (separately for summer and winter conditions) and two days will then be selected for dynamic verification as discussed in Task 6.2.

Task 6.2. Perform Dynamic Verification for Summer and Winter Conditions Using the diurnal patterns and data collected as discussed above, West Yost will verify that the calibrated model generally mimics the filling and emptying of selected reservoirs, the on/off cycle and flow of selected pump stations and that the pressures at selected locations generally match the observed trends during maximum day and minimum day demand conditions over a 48-hour period. Two dynamic verification scenarios will be developed based on input from the City for summer and winter conditions.

Comparisons that fall outside the adopted criteria shall be identified and adjustments and/or corrections to the model may need to be made to obtain satisfactory results. The goal of the verification effort is to have no more than 5 to 10 percent or 5 psi deviation from the field data.

Task 6 Assumptions
• Model verification will be performed for all pressure zones. • SCADA flow data will be provided by the City in electronic format (e.g., Excel, Access) for all facilities for the one-week verification periods. Analog chart data will be provided by the City for the Rutherford Pump Station/Napa Intertie.
• Prior to including the calibration results in the Task 3 deliverable, West Yost will conduct a conference call to review and discuss verification results.

Task 6 Deliverables
• West Yost will prepare a data request table summarizing data requirements from the City to perform Task 6. • West Yost will prepare tables and graphics summarizing the preliminary model verification results. • Findings and updates will be incorporated and discussed in Task 3.

PROJECT BUDGET
West Yost’s proposed level of effort and budget for each of the tasks described above is shown in Table 1.

West Yost will perform the Scope of Services described above on a time-and-expenses basis, at the billing rates set forth in West Yost’s attached 2024 Billing Rate Schedule, with a not-to-exceed budget of $104,700 for the base scope of services, or $192,900 including the optional tasks. Any additional services not included in this scope of services will be performed only after receiving written authorization and a corresponding budget augmentation.

Agenda Item #10.7.

Eric Janzen
December 22, 2023

N-M-C-City of St. Helena-LP-2023 Water Model Update
Table 1. Estimated Project Hours and Budget
Task
Level of Effort,
hours
Estimated Budget,
dollars
Task 1. Hydraulic Model Update 116 30,300
Task 2. Hydraulic Model Extended Period Calibration 198 47,400 Task 3. Technical Memorandum 66 16,400
Task 4. Project Management/Meetings 37 10,600
Total – Base Scope of Work 417 $104,700
Task 5. Hydraulic Model Static Calibration 224 55,900
Task 6. Hydraulic Model Dynamic Verification 124 32,300 Total – Optional Tasks 348 $88,200
Total – Base Scope of Work plus Optional Tasks 765 $192,900

PROJECT SCHEDULE
West Yost anticipates completing the Scope of Services described above in six (6) months after receiving notice to proceed and all required data. A detailed schedule will be developed once West Yost has received notice to proceed from City staff.

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

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

Sincerely,

WEST YOST
Elizabeth Drayer, PE
Vice President
RCE #46872
Attachment A: West Yost 2024 Billing Rate Schedule
Agenda Item #10.7.

West Yost 2024 Billing Rate Schedule
Attachment A
Agenda Item #10.7.

(Effective January 1, 2024, through December 31, 2024)*

POSITIONS

ENGINEERING
Principal/Vice President $355
Engineer/Scientist/Geologist Manager I / II $335 / $351 Principal Engineer/Scientist/Geologist I / II $302 / $322 Senior Engineer/Scientist/Geologist I / II $272 / $286
Associate Engineer/Scientist/Geologist I / II $226 / $243 Engineer/Scientist/Geologist I / II $176 / $205
Engineering Aide $106
Field Monitoring Services $131
Administrative I / II / III / IV $97 / $121 / $145 / $160

ENGINEERING TECHNOLOGY
Engineering Tech Manager I / II $349 / $351
Principal Tech Specialist I / II $320 / $331
Senior Tech Specialist I / II $293 / $306
Senior GIS Analyst $265
GIS Analyst $251
Technical Specialist I / II / III / IV $187 / $213 / $239 / $267 Technical Analyst I / II $134 / $160
Technical Analyst Intern $108
Cross-Connection Control Specialist I / II / III / IV $140 / $151 / $170 / $189 CAD Manager $211
CAD Designer I / II $164 / $185

CONSTRUCTION MANAGEMENT
Senior Construction Manager $338
Construction Manager I / II / III / IV $201 / $215 / $228 / $289 Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1) $181 / $201 / $224 / $232 Apprentice Inspector $164
CM Administrative I / II $87 / $118
Field Services $232
2024 Billing Rate Schedule

LABOR CHARGES (DOLLARS PER HOUR)
■ Hourly rates include charges for technology and communication, such as general and CAD computer software, telephone calls, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses. ■ Outside services, such as vendor reproductions, prints, and shipping; major West Yost reproduction efforts; as well as engineering supplies, etc., will be billed at the 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 services, research, technical review, analysis, preparation, and meetings will be billed at 150% of standard hourly rates. Expert witness testimony and depositions will be 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
Agenda Item #10.7.

(Effective January 1, 2024, through December 31, 2024)* 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) $1.02 / 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
Storage Tank $20 / day
Sump Pump $24 / day
Transducer Communications Cable $10 / day
Transducer Components (per installation) $23 / day
Trimble GPS – Geo 7x $220 / day
Tube Length Counter $22 / day
Turbidity Meter $30 / day
Turbidity Meter (2100Q Portable) $35 / 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
2024 Billing Rate Schedule
* This schedule is updated annually Page 2 of 2
Agenda Item #10.7.

Agenda Report to the City Council
Agenda Section: OLD BUSINESS
Department: Administration
DATE: March 12, 2024
FROM: April Mitts, Assistant City Manager
SUBJECT: City Council Discussion and Direction for Draft Charter City Language for Consideration on the November 5, 2024 Ballot.

GOAL: Goal 1: Strengthen Financial Sustainability, Goal 2:

Improve Infrastructure & Further Environmental
Sustainability, Goal 8: Implement Capital Improvement
Plans (CIP) Projects Miscellaneous/Other

RECOMMENDED
ACTION:

Provide direction to staff regarding the recommended
Charter City language.

PREVIOUS COUNCIL
ACTION:

February 28, 2023 - BakerTilly Report
May 23, 2023 - Direction from City Council
July 25, 2023 - Direction from City Council
October 10, 2023 - Direction from City Council
February 27, 2024 - Direction from City Council

STATEMENT OF THE
PURPOSE:

To discuss and provide direction on Charter City Language FINANCIAL IMPACT: None
BACKGROUND:

Over the last couple of years, it has become evident that the City of St. Helena needs a stable and alternate revenue source. During the last year, the City Council has examined the viability of several options and determined that pursuing a real property transfer tax is the most prudent choice. A real property transfer tax can only be implemented by Charter cities so, the City Council will also need to provide the residents with the option to move from a General Law city to a Charter city.

Consistent with City Council Goal 1 - Financial Sustainability and Goal 2 - Infrastructure and Environmental Sustainability, the City Council has received several reports on financing and revenue options to address City infrastructure and staff deficiencies.

February 28, 2023 - City Council received a presentation from BakerTilly that included an updated Long Range Financial Forecast (LRFF) which provided financial projections and noted that the City would have to increase revenues and/or further adjust service levels. The presentation provided several ways of dealing with the financial situation including reducing expenditures, engaging more aggressively in shared services, and increasing various types of fees and taxes. The conclusion was that if community Agenda Item #12.1.

expectations are to be met, addressing the fiscal gap by only reducing expenditures will not be sufficient and new revenue stream(s) should be considered.

May 23, 2023 - City Council further discussed each of the revenue options and directed staff to further pursue the Real Property Transfer Tax and other revenue enhancement options as needed.

July 25, 2023 - City Council further directed staff as follows:

1. Move forward with opinion research for a November 2024 Charter City/Real Property Transfer Tax ballot measure (to be conducted in March/April 2024); and

2. Establish a City Council Revenue Enhancement Ad Hoc Committee comprised of Vice Mayor Hall and Councilmember Summers to assist with: setting opinion research questions, develop ballot language, and, with the Real Property Transfer Tax and corresponding Charter Requirement, draft a charter for City Council consideration.

DISCUSSION:

Following City Council direction on October 10, 2023, staff has been exploring the feasibility of a Real Property Transfer Tax (RPTT) for the November 2024 ballot. There are two components to implementation of a RPTT:

1. St. Helena must become a Charter City, and

2. St. Helena voters must pass a RPTT.

Both components require a simple majority of the votes at a general election and both components will need to be approved by the voters in order for the RPTT to go into effect. On February 27, 2024, City Council provided direction to staff on the preferred RPTT structure. Opinion research is currently being conducted and it is anticipated polling results will be brought to the City Council on April 23, 2024.

Charter City
The City of St. Helena is currently a General Law city. This means that the City is bound by the State of California’s general law. Becoming a Charter City will allow the City to have local authority over “municipal affairs” which includes the legal authority to enact a real estate transfer tax measure.

Currently there are 361 General Law and 121 Charter cities. In the surrounding area, local charter cities include Napa, Vallejo, Petaluma, Santa Rosa, Alameda, Albany, Berkeley, Emeryville, Hayward, Oakland, Piedmont, San Leandro, El Cerrito, Richmond, San Ramon, San Rafael, Redwood City, and San Mateo. Common reasons cited for considering a charter include:
 Allows for more options for funding local operations or capital projects (e.g., emergency reserves, affordable housing, library, public safety, roads, streets, Agenda Item #12.1.

civic buildings, etc.). General law cities split the "Documentary Transfer Tax" with the county (each receives $0.27½ for each $500 of the purchase price of real property). Charter cities may adopt - with voter approval - a n additional local "Real Property Transfer Tax" at any rate. This revenue is not split with the county.
 Providing more flexibility in elections, if desired.
 It may provide more local control, particularly on land use issues.

A General Law city has the authority to act locally but its acts must be consistent with:

The California Constitution, state statutes, and state administrative regulations. A Charter City has the additional authority to adopt laws regarding "municipal affairs" that are inconsistent with state statutes, but the charter must still be consistent with U.S. and California Constitutions.

Staff have been working with the City Council Revenue Enhancement Ad Hoc Committee and legal counsel to develop recommended City Charter language for Council consideration (Attachment 1). While becoming a Charter City can be complicated, the recommendation from the Ad Hoc Committee, supported by an independent citizens group, is to bring to the voters a simple and "limited" charter, as opposed to an "expansive" charter, which would provide the legal authority to enact a RPTT (by approval of the voters) but continue to follow the General Law of the State of California in all other matters.

Staff is seeking Council direction on the recommended Charter City language.

Next Steps
April 9, 2024 - First reading of the Charter
May 14, 2024 - Second hearing of the Charter
June 11, 2024 - Final Council meeting to place Charter measure on the ballot DOCUMENTS ATTACHMENTS:

St. Helena Charter 2024 final DRAFT for Council Consideration 022724 Agenda Item #12.1.

83578.00000\41960099.4
CITY OF ST. HELENA CHARTER

ARTICLE I

NAME AND BOUNDARIES
100. Name and Boundaries
The municipal corporation now existing and known as the City of St. Helena, hereafter referred to as "the City," shall remain and continue to be a municipal body corporate and politic, as at present, in name, in fact, and in law. The boundaries of the City shall be as established at the time this Charter takes effect, or as they may be changed thereafter in the manner authorized by law.

ARTICLE II

POWERS OF CITY
200. Exercise of Constitutional Power of Local Taxation and Assessment The City of St. Helena adopts this Charter to exercise all constitutional powers conferred on charter cities under Article XI sections 3 and 5 of the California Constitution with respect to municipal affairs in relation to local taxes, issuance of bonds and other financings secured by local taxes, and assessments, including a system for the imposition, levy, and collection of a such tax or assessment. In the event of a conflict between this Charter and the general law, the provisions of this Charter shall govern.
201. City is Otherwise Subject to General Laws
Except as provided in this Charter with respect to the power of the City over local taxation and assessment, the powers of the City shall otherwise be constrained by, subject to, and governed by the general laws of the State as now and hereafter existing relating to cities organized under said general laws. 202. Severability
If any provision of this Charter is found by a court of competent jurisdiction to be invalid, the remaining provisions of the Charter shall remain in full force and effect. 203. Intergovernmental Relations.

The City may exercise any of its powers or perform any of its functions jointly, or in cooperation, by contract or otherwise, with any one or more cities, counties, states, or civil divisions or agencies thereof, or the United States or any agency thereof.

Agenda Item #12.1.

83578.00000\41960099.4
204. Effective Date of Charter/Amendment
This Charter shall take effect upon its approval by St. Helena voters and by the Legislature of the State of California. Any amendment to this Charter shall be effective when approved by St. Helena voters and filed pursuant to the California Constitution and applicable State law.

ARTICLE III

SUCCESSION
300. Rights and Liabilities
The City shall remain vested with and continue to have, hold, and enjoy all property, rights of property, and rights of action of every nature and description now pertaining to this municipality, and is hereby declared to be the successor of same. It shall be subject to all the obligations, contracts, liabilities, debts, and duties that now exist against or with the City.
301. Ordinances, Codes, and Other Regulations
All ordinances, codes, resolutions, regulations, rules, and portions thereof, in force at the time this Charter takes effect, and not in conflict or inconsistent herewith, shall continue in force until repealed, amended, changed, or superseded in the manner provided by this Charter and any other applicable laws. 302. Pending Actions And Proceedings
No action or proceeding, civil or criminal, pending at the time this Charter takes effect, brought by or against the City or any officer, office, or department thereof, shall be affected or abated by the adoption of this Charter, or by anything herein contained.

ARTICLE IV

FORM OF GOVERNMENT
400. Form of Government
The form of government shall be that commonly known as the Council-Manager form of government. The City Council, consisting of four councilmembers elected for four year staggered terms, and a separately elected mayor elected for two year terms in the manner in effect when this Charter was adopted, shall establish the policy of the City and the City Manager shall carry out that policy. Each Councilmember in office at the time Agenda Item #12.1.

83578.00000\41960099.4
this Charter takes effect shall continue in office until the end of the term for which they were elected or appointed.
401. Officers and Employees
Subject to the provisions of this Charter, the present officers and employees of the City shall continue to perform the duties of their respective offices and employment without interruption and for the same compensation and under the same conditions until the election, appointment or hiring and qualification of their successors and subject to such removal and control as provided herein or by applicable general law.

Agenda Item #12.1.

Agenda Report to the City Council
Agenda Section: NEW BUSINESS
Department: Administration/Planning
DATE: March 12, 2024
FROM: Aaron Hecock, Senior Planner
SUBJECT: Consideration of a Resolution authorizing the waiver of planning application fees and certain development impact fees in an amount not to exceed $47,057.92 and use of
Affordable Housing Trust Funds and/or Measure E Funds
in an amount not to exceed $17,990.30 for the remaining balance of development impact fees in order to
accommodate a 5-unit affordable housing project at 951
Pope Street in the Medium Density Residential district.

GOAL: Goal 1: Strengthen Financial Sustainability, Goal 2:

Improve Infrastructure & Further Environmental
Sustainability, Goal 3: Pursue Water Security &
Sustainable Management of Water Resources, Goal 4:

Provide Effective Community Information & Opportunities for Engagement, Goal 5: Enhance Quality of Life, Goal 6:

Improve Employee Recruitment, Retention, & Morale, Goal 7: Enhance Organizational Effectiveness, Goal 8:

Implement Capital Improvement Plans (CIP) Projects
Miscellaneous/Other, Miscellaneous/Other

RECOMMENDED
ACTION:

Approve the attached resolution.

PREVIOUS COUNCIL
ACTION:

The City has committed significant funding for the project at 963 Pope Street (a previous project adjacent 951 Pope Street) including a $450,000 loan for OTSH to acquire the property, a $250,000 loan to assist with construction and development of the property (this loan was later revised to $550,000) for a total loan of $1,000,000 from the
Affordable Housing Trust Fund (AHTF). OTSH also
received approval to use AHTF monies to pay planning
application fees, to pay certain development impact fees, and to pay water neutrality in-lieu fees in an amount not to exceed $109,002 for the project. The City has also
approved a loan from the AHTF to OTSH in the amount of
$1,400,000 for the purchase of 723 Hunt Avenue.

STATEMENT OF THE
PURPOSE:

Council decision on whether to waive the fees and use
Affordable Housing Trust Funds and/or Measure E Funds
for the remaining fee balance.

FINANCIAL IMPACT: If approved, the Financial Impact is loss of permit revenues and impact fees in the amount of $35,858. In
Agenda Item #13.1.

addition, there would be a Financial Impact to the
Affordable Housing Trust fund (Fund 751) and/or Measure E fund (Fund 752) in the amount of $17,990 for the cost of development impact fees that cannot be waived.

BACKGROUND:

On November 7, 2023, the Planning Commission approved a resolution granting a use permit, demolition permit, design review and a sign permit to demolish an existing twounit residential structure in order to construct five (5) new affordable units in a multifamily housing development on the property located at 951 Pope Street in the Medium Density Residential zoning district. Each of the units will be deed restricted affordable rental housing available to households earning between 30-120% of area median income for Napa County. One unit may be rented to a moderate-income household, while the remainder of the units will be affordable to lower income households.

Our Town St. Helena (OTSH) also owns the adjacent property located at 963 Pope Street (APN 009-090-069) where the City previously approved the construction of four (4) new, income-qualified multi-family units behind an existing house (Resolution No.

PC 2020-012). The intent of the project at 951 Pope Street is to integrate with this previously approved project in order to create a cohesive site and community.

DISCUSSION:

Included with the project planning applications for the 951 Pope Street project was a request from OTSH for the City Council to waive planning application fees and certain development impact fees as described below. The applicant is also requesting that the City Council approve using AHTF and/or Measure E Funds to pay for development impact fees that can’t be waived. As OTSH has already paid the planning application fees, if the Council should decide to use AHTF and/or Measure E Funds to cover these fees, that money would be refunded to the applicant.

Affordable Housing Trust Fund
Per St. Helena Municipal Code (SHMC) Section 17.30.050, monies deposited in the housing fund along with any interest earnings on such monies shall be used solely to increase and improve the supply of housing affordable to households of moderate, low and very low income households, including, but not limited to acquisition of property and property rights; cost of construction including costs associated with planning, administration, and design, as well as actual building or installation, as well as any other costs associated with the construction or financing of affordable housing. Monies in the housing fund may be disbursed, hypothecated, collateralized or otherwise employed for these purposes from time to time as the Community Development Director, City Attorney and City Council determine is appropriate to accomplish the purposes of the housing fund. The AHTF currently has an unencumbered balance of $282,001.

Measure E Funds
Agenda Item #13.1.

Measure E increased the existing transient occupancy tax (TOT) on the rental of hotel rooms by 1% from 12% to 13% within St. Helena. All revenues from the increase are restricted to programs and services for affordable and workforce housing. Affordable and workforce housing services and programs funded from Measure E include activities to increase, improve and preserve the City’s supply of rental and for-sale housing for households earning up to 120% of area median income (AMI). Examples include construction of new affordable housing, conversion of market rate units to affordable units, preservation, rehabilitation, or maintenance of affordable units, and acquisition of real property for any of the programs. The City of St. Helena’s Measure E fund currently has an unencumbered balance of $886,842.

Building/Impact Fees
Development impact fees are imposed on new development or conversions within the City to pay for public improvements related to civic improvement projects, public safety, sewer projects, water projects, traffic mitigation, parks, and storm drainage. SHMC Section 3.32.120(A) states that a developer of any project, including any new building or addition to or conversion of any existing building, subject to the fees described in SHMC Sections 3.32.050 through 3.32.100 may apply to the City Council for a reduction or adjustment of the fee(s), or a waiver of the fee(s), based upon the absence of any reasonable relationship between the nature of the impact of the development and either the amount of the fee charged or the type of facilities to be financed.

The Building Department estimates the following development impact fees would apply to the project:
 Public Safety $2,657.20
 Civic Improvement $3,270.40
 Parks $26,864.32
 Water $2,882.04
 Sewer $3,209.08
 Storm Drainage $1,246.84
 Traffic $1,655.64
 Fire Sprinklers $1,706.10
 Building Plan Check $10,356.60
TOTAL: $53,848.22
Staff Response: Based on information provided below, the City Council may consider waiving the following impact fees without the use of AHTF or Measure E Funds:

1. The addition of five new housing units on an existing developed site where a twounit home currently exists would not create a significant new demand on City parks nor require the creation of any new recreational facilities. For this reason, the $26,864.32 park fee could be waived.

2. The project site is located on Pope Street, which is classified as a downtown mixed-use street in the 2040 General Plan Update. The site is walking distance Agenda Item #13.1.

to downtown and existing City services. As such, the $1,655.64 traffic impact fee could be waived.

3. As previously noted, a two-unit home currently exists on-site. All the infrastructure required to serve the site is already in place. For this reason, the water ($2,882.04), sewer ($3,209.08), and storm drainage ($1,246.84) impact fees could also be waived ($7,337.96 in total).

The sum total of the impact fees that could be waived is $35,857.92. The remaining development impact fees ($17,990.30) would need to be paid by the Affordable Housing Trust Fund and/or Measure E Funds if approved by the Council.

Planning Application Fees
SHMC Section 17.04.030 (summarized below) requires any development application be accompanied with the requisite fee, unless the fee has been waived by action of the Council.

17.04.030.D. Payment of Processing Fees.

1. No development application may be filed without a deposit in an amount estimated to cover processing costs unless payment of processing fees have been waived by action of the City Council, or the applicant is a public entity exempted from payment of such fees. The city shall make subsequent periodic invoices to ensure that the balance in the project account remains sufficient to cover anticipated processing costs, and it shall be the responsibility of those liable for payment to make such payments.

2. Each applicant for, or operator of, a development project, as well as the owner of the subject property, if different, shall be liable for payment of all processing fees associated with the development project.

Total planning application fees requested to be waived:
 Demolition Permit $1,700
 Use Permit $5,200
 Design Review $3,700
 Public Hearing Notice $400
 Mailing Labels $200
TOTAL: $11,200
Summary: In total, $47,057.92 in development impact fees ($35,857.92) and planning application fees ($11,200) are being requested to be waived. The remaining balance ($17,990.30) is being requested to be paid for using AHTF and/or Measure E monies.

Planning application fees are used to cover staff’s time working on requested entitlements, preparing staff reports, attending meetings, etc.; waiving these fees would result in a direct loss to the General Fund. The waiver of specific development impact fees would result in a direct loss of funds for civic improvements. The use of the AHTF (current balance: $282,001) and/or Measure E Funds (current balance: $886,842) to Agenda Item #13.1.

pay for the development impact fees that can’t be waived would result in a direct decrease in funds available.

ENVIRONMENTAL REVIEW:

CEQA
As part of the project analysis for Planning Commission consideration, staff conducted the requisite analysis and concluded that the project is exempt from the requirements of CEQA pursuant to CEQA Guidelines Section 15194, which exempts affordable housing projects that meet certain criteria; Section 15195, which exempts certain residential infill projects including affordable housing projects; Section 15301, which exempts the demolition and removal of small structures and Section 15303, which exempts the construction of small structures. The project is not subject to any of the exceptions to the use of a categorical exemption as outlined in CEQA Section 15300.2. The project site is not located on or near an environmentally sensitive area, is not visible from a scenic highway, is not included on a hazardous waste site, and will not impact historic resources or otherwise generate or contribute to any potentially significant impacts.

DOCUMENTS ATTACHMENTS:

Resolution
Agenda Item #13.1.

CITY OF ST. HELENA
RESOLUTION NO. 2024-
Resolution of the City Council of the City of St. Helena authorizing the waiver of planning application fees and certain development impact fees in an amount not to
exceed $47,057.92 and the payment of remaining
development impact fees from the Affordable Housing
Trust Fund and/or Measure E Funds in an amount not to
exceed $17,990.30 in order to accommodate a 5-unit
affordable housing project at 951 Pope Street in the City of St. Helena, California
WHEREAS, St. Helena Municipal Code (SHMC) Section 17.04.030 requires any development application be accompanied with the requisite fee, unless the fee has been waived by action of the Council; and
WHEREAS, SHMC Section 3.32.120(A) authorizes the City Council to waive the fees described in SHMC Sections 3.32.050 through 3.32.100; and WHEREAS, per SHMC Section 17.30.050, monies deposited in the housing fund along with any interest earnings on such monies shall be used solely to increase and improve the supply of housing affordable to households of moderate, low and very low income households, including, but not limited to acquisition of property and property rights; cost of construction including costs associated with planning, administration, and design, as well as actual building or installation, as well as any other costs associated with the construction or financing of affordable housing; and WHEREAS, all revenues from Measure E are restricted to programs and services for affordable and workforce housing. Affordable and workforce housing services and programs funded from Measure E include activities to increase, improve and preserve the City’s supply of rental and for-sale housing for households earning up to 120% of area median income (AMI); and
WHEREAS, the addition of five housing units on an existing developed site where a two-unit residence currently exists would not create a significant new demand on City parks nor require the creation of any new recreational facilities. Therefore, the City Council is waiving the $26,864.32 park fee; and
WHEREAS, the project site is located on Pope Street, which is classified as a downtown mixed-use street in the 2040 General Plan Update. The site is walking distance to downtown and existing city services. Therefore, the City Council is waiving the $1,655.64 traffic impact fee; and
Agenda Item #13.1.

WHEREAS, a two-unit home currently exists on-site. All the infrastructure required to serve the site is already in place. For this reason, the City Council is waiving the water, sewer, and storm drainage impact fees ($7,337.96 in total); and WHEREAS, pursuant to SHMC Section 17.04.030(D) the City Council waives planning application fees in an amount to not exceed $11,200; and WHEREAS, the sum total of impact fee's being waived is not to exceed $47,057.92. The remaining development impact fees will be paid by the Affordable Housing Trust Fund and/or Measure E Funds in an amount not to exceed $17,990.30.

NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST. HELENA AS FOLLOWS:

SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.

SECTION 2. To approve the waiver of planning application fees and certain development impact fees in an amount not to exceed $47,057.92 and authorizing the use of Affordable Housing Trust Funds and/or Measure E Funds in an amount not to exceed $17,990.30 for the remaining fee balance in order to accommodate a 5-unit affordable housing project at 951 Pope Street in the Medium Density Residential district.

Approved at a Regular Meeting of the St. Helena City Council on _________, 2024, by the following vote:

Mayor Paul Dohring: _____
Vice Mayor Eric Hall: _____
Council Member Anna Chouteau: _____
Council Member Patrick Kenealy: _____
Council Member Billy Summers: _____
APPROVED: ATTEST:
______________________ ________________________
Paul Jamison Dohring, Mayor Cindy Tzafopoulos, City Clerk Agenda Item #13.1.

City of St. Helena
City Council
Project: OTSH Fee Waiver Request
Staff: Aaron Hecock, AICP
Community Development Department March 12, 2024
Agenda Item #13.1.

Pope St.

Site Plan
Agenda Item #13.1.

Past City Support
• $109,002 of AHTF monies to pay planning application fees, certain development impact fees, and water neutrality in-lieu fees for the 963 Pope Street project. • $1,000,000 in loans from the AHTF to assist with construction and developments cost of the 963 Pope Street project.
• $1,400,000 loan from the AHTF for the purchase of 723 Hunt Avenue.

Agenda Item #13.1.

Estimated Fees
• Planning Application Fees - $11,200.00
Development Impact Fees - $53,848.22
TOTAL: $65,048.22
• Fees that can be waived without using AHTF or Measure E funds - $47,057.92
• Balance - $17,990.30
Agenda Item #13.1.

Fund Balances
• The AHTF currently has an unencumbered balance of $282,001. • The Measure E fund currently has an unencumbered balance of $886,842.

Agenda Item #13.1.

Recommendation
Consider adoption of the provided resolution:

1. Authorizing the waiver of planning application fees and certain development impact fees in an amount not to exceed $47,057.92; and

2. Use of Affordable Housing Trust Funds and/or Measure E Funds in an amount not to exceed $17,990.30 for the remaining balance of development impact fees in order to accommodate a 5-unit affordable housing project at 951 Pope Street in the Medium Density Residential district
Agenda Item #13.1.

Questions?
Agenda Item #13.1.