Ukiah City Council
December 17, 2025

City Council
Regular Meeting
AGENDA
(to be held both at the physical and virtual locations below) Civic Center Council Chamber ♦ 300 Seminary Avenue ♦ Ukiah, CA 95482 To participate or view the virtual meeting, go to the following link: https://us06web.zoom.us/j/86227137337 Or you can call in using your telephone only:
• Call (toll free) 1-888-788-0099
• Enter the Access Code: 862 2713 7337
• To Raise Hand enter *9
• To Speak after being recognized: enter *6 to unmute yourself Alternatively, you may view the meeting (without participating) by clicking on the name of the meeting at www.cityofukiah.com/meetings.

December 17, 2025 - 5:15 PM
4:30 P.M. MAYOR'S RECEPTION

5:15 P.M. REGULAR MEETING

1. ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. AB 2449 NOTIFICATIONS AND CONSIDERATIONS

4. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS

4.a. Receive Presentation of Exceptional Employee Recognition Awards.

Recommended Action: Receive a presentation of the Exceptional Employee Recognition Awards.

Attachments: None

5. PETITIONS AND COMMUNICATIONS

6. APPROVAL OF MINUTES

6.a. Approval of the Minutes for the December 3, 2025, Regular Meeting.

Recommended Action: Approve the Minutes for the December 3, 2025, Regular Meeting.

Attachments:

1. 2025-12-03 Draft Minutes

7. RIGHT TO APPEAL DECISION
Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90) the time within which the decision of the City Boards and Agencies may be judicially challenged.

8. CONSENT CALENDAR
The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City Council.

Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission recommendations.

8.a. Preliminary Budget Development Schedule for Fiscal Year 2026-27.

Recommended Action: Receive the preliminary budget development schedule for Fiscal Year 2026-27.

Attachments:

1. Budget Development Schedule, 2026-27 Preliminary

8.b. Report of Disbursements for the Month of October 2025.

Recommended Action: Approve the report of disbursements for the month of October 2025.

Attachments:

1. October 2025 Summary of Disbursements

2. Account Codes for Reference

3. Object Codes for Reference

4. October 2025 Disbursements Detail

8.c. Adoption of Resolution Terminating the Local Emergency Due to Conditions Caused by Atmospheric Rivers Causing Damage to Public Infrastructure.

Recommended Action: Adopt a resolution terminating the local emergency due to conditions caused by atmospheric rivers causing damage to public infrastructure.

Attachments:

1. Resolution 2025-07 - Proclamation of Local Emergency

2. Resolution 2025-55 - Ratification of Local Emergency Atmospheric Rivers

3. Resolution Terminating Emergency Proclamation

8.d. Notification of Contract Amendment with the Mendocino Solid Waste Management Authority for Administrative Services.

Recommended Action: Receive notification of contract amendment with the Mendocino Solid Waste Management Authority for administrative services.

Attachments:

1. Original Agreement

2. Amendment 1

8.e. Notification of Purchase of Parking Enforcement License Plate Reader Cameras from EyeP Solutions in the Amount of $53,386.10.

Recommended Action: Receive notification of purchase of parking enforcement license plate reader cameras from EyeP Solutions in the amount of $53,386.10.

Attachments:

1. RFP 41708 Parking Enforcement License Plate Reader System

2. EyeP Solutions Proposal

3. EyeP Solutions - Parking Enforcement LPR Cameras 2526-148 - Agreement

8.f. Approval of Notice of Completion for the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02, and Final Payment of the 5% Retention to Ghilotti Construction Company Inc.

Recommended Action: Approve the Notice of Completion for the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02; approve the final payment of the 5% retention to Ghilotti Construction Company Inc.; and direct the City Clerk to file the Notice of Completion with the County Recorder.

Attachments:

1. Award Construction

2. Change Order

3. Notice of Completion-Spec 25-02

8.g. Authorization for the City Manager to Execute a Contract Amendment with E Source in the Amount of $29,325 for Continued Project Management and Consulting Services Supporting Customer Information System Transition Activities, Including the Ukiah Valley Sanitation District Onboarding, Customer Information System Upgrade, and Shutoff Policy Integration.

Recommended Action: Authorize the City Manager to execute a contract amendment with E Source in the amount of $29,325 for continued project management and consulting services supporting Customer Information System transition activities, including the Ukiah Valley Sanitation District onboarding, Customer Information System upgrade, and Shutoff Policy integration.

Attachments:

1. City of Ukiah Amendment Request FINAL

8.h. Approval of Contract Amendment and Corresponding Budget Amendment with Carollo Engineers for Engineering Services and Construction Management in the Amount of $335,837.58 for the Recycled Water Project – Phase 4.

Recommended Action: Approve contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the Amount of $335,837.58 for the Recycled Water Project – Phase 4.

Attachments:

1. Amendment 1314-231-A10

2. Recycled Water Phase 4_Carollo CM and ESDC services

8.i. Approval of Contract Amendment with Colantuono, Highsmith & Whatley, PC in the Amount of $42,000 for Representation of the City of Ukiah in Vichy Springs Resort, Inc. v. City of Ukiah, Northern District of California, Case No. 1:24- cv-7106, and Approval of Corresponding Budget Amendment.

Recommended Action: Approve a contract amendment with Colantuono, Highsmith & Whatley, PC in the amount of $42,000 for representation of the City of Ukiah in Vichy Springs Resort, Inc. v.

City of Ukiah, Northern District of California, Case No. 1:24- cv-7106, and approve a corresponding budget amendment.

Attachments:

1. 8e Council Action Report for 01-15-2025

8.j. Approval of Contract Amendment with SMB Environmental, Inc. in an amount not to exceed $45,000 for California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) Compliance for Development of an Additional Municipal Well, and Approval of Corresponding Budget Amendment.

Recommended Action: Approve contract amendment with SMB Environmental, Inc. in an amount not to exceed $45,000 for California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) Compliance for development of an additional municipal well, and approve corresponding budget amendment.

Attachments:

1. SMB Environmental Inc. Contract

2. SMB Proposed Amendment Number 1

8.k. Consideration of Award of Bid for the Orchard Substation Transformer Oil Processing and Repair Project, Specification No. 25-05, and Approval of Corresponding Budget Amendment.

Recommended Action: Award bid for the Orchard Substation Transformer Oil Processing and Repair Project, Specification No. 25-05, and approve the corresponding budget amendment.

Attachments:

1. Spec 25-05 - Substation Transformer Oil Processing

8.l. Approval of the Plans and Specifications for the Ukiah Gigabit Fiber Pole Replacement Project, Spec 25-07 and Authorization to Advertise for Bids.

Recommended Action: Approve plans and specifications for the Ukiah Gigabit Fiber Pole Replacement Project, Spec 25-07 and authorize Staff to advertise for bids.

Attachments:

1. Plans and Specs Combined

8.m. Adoption of Resolution Amending the Procedures for Purchasing Thresholds and Exemptions from Council Reporting and Awarding Requirements.

Recommended Action: Adopt resolution amending the procedures for purchasing thresholds and exemptions from Council reporting and awarding requirements.

Attachments:

1. CC Reso 2022-55 - Increasing Dollar Limits for Open Market Procurements

2. CC Reso 2022-56 - Authorizing Change Orders on Supply & Equipment Purchases, etc

3. Draft Revised Purchasing Threshold Resolution Red Line

4. Draft Revised Purchasing Threshold Resolution

9. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda that is within the subject matter jurisdiction of the City Council, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda.

10. COUNCIL REPORTS

11. CITY MANAGER/CITY CLERK REPORTS

12. PUBLIC HEARINGS (5:30 PM)

13. UNFINISHED BUSINESS

14. NEW BUSINESS

14.a. Award Contract to HDR, Inc. in the Amount of $664,000 for Consulting Services Related to the Federal Energy Regulatory Commission Relicensing Application for Lake Mendocino Hydroelectric Plant, and Approval of Corresponding Budget Amendment.

Recommended Action: Award contract to HDR, Inc. in the amount of $664,000 for Consulting Services related to the Federal Energy Regulatory Commission Relicensing Application for Lake Mendocino Hydroelectric Plant, and approve the corresponding budget amendment.

Attachments:

1. Hydro FERC License

2. RFP E33293 Lake Mendocino Hydroelectric Relicensing

3. HDR - Proposal - Lake Mendocino Hydroelectric Relicensing - Final

14.b. Adoption of a Resolution Approving Successor Memoranda of Understanding Between the City of Ukiah and Operating Engineers, Local 3 — Administrative and Maintenance Unit, and Fire Unit (if Ratified), Effective September 19, 2025, Through September 18, 2028, and Corresponding Salary Schedule(s); and Authorize the City Manager to Execute the Agreement(s) and Amend the Budget Accordingly.

Recommended Action: Adopt a Resolution approving the successor Memoranda of Understanding between the City of Ukiah and Operating Engineers Local 3 — Administrative and Maintenance Unit, and Fire Unit (if ratified), effective September 19, 2025, through September 18, 2028, and corresponding salary schedule(s); and authorize the City Manager to execute the agreement(s) and amend the budget accordingly.

Attachments:

1. 9.19.25-9.18.28 OE3 Admin & Main Unit MOU

2. Administrative & Maintenance Unit Salary Schedule - Year 1

3. Resolution for Successor MOU 2025-2028

4. Step Addition Cost Estimate

14.c. Receive Updates on City Council Committee and Ad Hoc Assignments, and Initiate Review of the 2026 Council Assignments List.

Recommended Action: 1) Receive report(s); 2) Initiate review of the 2026 Special Assignments, which will be finalized at the February 4, 2026, Council Meeting.

Attachments:

1. 2025 City Council Special Assignments and Ad Hocs

15. CLOSED SESSION - CLOSED SESSION MAY BE HELD AT ANY TIME DURING THE MEETING

15.a. Conference with Legal Counsel – Anticipated Litigation (Government Code Section 54956.9(d)(4))
Initiation of litigation (2 cases)

15.b. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9(d)(1))
Name of case: Nui Rising Moon Trust v. City of Ukiah, et al.; Case No. 3:25-cv-08320

15.c. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort v. City of Ukiah, Et Al; Case No. SCUK-CVPT-2018-70200

15.d. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort, Inc v. City of Ukiah, et al.; Case No. 24-cv-07106-JSC

15.e. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 170-030-05; 170-030-03; 170-010-05; 170-020-07; 170-020-11; 170-040- 03; 170-020-08
Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Project Ovis LLC
Under Negotiation: Price & Terms of Payment

15.f. Conference with Labor Negotiator (54957.6)
Agency Designated Representative: Sage Sangiacomo, City Manager

Employee Organizations: All bargaining units
Unrepresented Employee: Police Chief

16. ADJOURNMENT
Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 8:00 am to 5:00 pm. Any handouts or presentation materials from the public must be submitted to the clerk 48 hours in advance of the meeting; for handouts, please include 10 copies.

I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 72 hours prior to the meeting set forth on this agenda.

Araceli Sandoval, Deputy City Clerk
Dated: 12/12/25

Agenda Item No: 4.a.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1363

AGENDA SUMMARY REPORT
SUBJECT: Receive Presentation of Exceptional Employee Recognition Awards.

DEPARTMENT: Human Resources /
Risk Management PREPARED BY: Tim Mitchell, H.R./Risk Manager Analyst PRESENTER: Department Directors, City Manager, and Mayor.

ATTACHMENTS:

None
Summary: The Mayor will present selected employees with Exceptional Employee Recognition awards.

Background: The City of Ukiah prioritizes the retention and attraction of outstanding employees and recognizes their role in our goal of providing exceptional customer service. The Exceptional Employee Program recognizes (through a nomination process) and awards those employees or teams of employees who have truly gone above and beyond. Once each quarter, nominations are considered from the categories of field crews, public safety, and administration.

Discussion: The recipients of the Exceptional Employee program for the fourth quarter of 2025 are as follows:

Jesse Davis, Chief Planning Manager, Community Development Department: Jesse Davis is being nominated due to his sustained, exceptional performance related to the City’s annexation efforts. Since joining the City with no prior experience in this field four years ago, Jesse has become the foremost technical expert in reorganization-related long-range planning in Mendocino County, and likely in Northern California. In 2022, Jesse led the preparation of the City’s Municipal Service Review, which resulted in LAFCo’s adoption of the first City of Ukiah Sphere of Influence since 1984. Jesse then completed and secured LAFCo approval of the City-owned properties annexation (2023) and Western Hills annexation (2024). In addition to being “first-ever” efforts, Jesse’s work has led to preservation of open spaces for recreation, fire protection, and watershed management, as well as new revenue generation for the City.

Grady Hurn, Electrical Technician II, Electric Utility Department: Grady is an outstanding employee, he brings an exceptional attitude to everything he does. In his many years with the City — serving as meter reader, apprentice, lineman, and now as an electrical technician — he has continually increased his skill set to take on new challenges with enthusiasm. Recently, he stepped up to lead our planned Public Power Day, and when participation fell short, he pivoted to organize the Utility's float for the Trucker's Light Parade. With a smile on his face, Grady contributes to every aspect of the Electric Utility, including wildfire safety, materials procurement, customer engagement, and most importantly, comic relief! He brings a fresh perspective to every situation, ensuring we're providing the best customer service possible. He exemplifies teamwork, leadership and dedication in every role he takes!

Recommended Action: Receive a presentation of the Exceptional Employee Recognition Awards.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A

FINANCING SOURCE: N/A
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: City Manager's Office and Department Directors STRATEGIC PLAN (SP): SP 5A - Promote the core values that are embedded in the operational culture of the organization.

CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

AGENDA ITEM 6a

CITY OF UKIAH

CITY COUNCIL MINUTES
Regular Meeting

CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue, Ukiah, CA 95482
Virtual Meeting Link: https://us06web.zoom.us/j/81684888938 December 3, 2025
5:15 p.m.

1. ROLL CALL
Ukiah City Council met at a Regular Meeting on December 3, 2025, having been legally noticed on November 26, 2025. The meeting was held in person and virtually at the following link:
https://us06web.zoom.us/j/81684888938. Mayor Crane called the meeting to order at 5:18 p.m. Roll was taken with the following Councilmembers Present: Mari Rodin, Heather Criss, Juan V. Orozco, Susan Sher, and Douglas, F. Crane. Staff Present: Sage Sangiacomo, City Manager; David Rapport, City Attorney; and Araceli Sandoval, Deputy City Clerk.

MAYOR CRANE PRESIDING.

2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by City Manager Sage Sangiacomo.

3. AB 2449 NOTIFICATIONS AND CONSIDERATIONS

4. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS
a. Presentation of Donation Check to the Mendocino County Fire Safe Council.

Presenters: Michael Maldonado, Assistant Facility Administrator and McKenzie Nelson, Event Coordinator.

A presentation was received.

No public comment was received.

Mayor Crane presented a donation check, which was received by Scott Cratty, Mendocino Fire Safe Council.

5. PETITIONS AND COMMUNICATIONS
Deputy City Clerk, Araceli Sandoval, stated that all communications had been distributed.

6. APPROVAL OF MINUTES
a. Approval of the Minutes for the November 19, 2025, Regular Meeting.

Motion/Second: Sher/Orozco to approve Minutes of November 19, 2025, a regular meeting, as submitted. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN: None.

7. RIGHT TO APPEAL DECISION

8. CONSENT CALENDAR

City Council Minutes for December 3, 2025, Continued:

a. Notification of Change Order to Ghilotti Construction, Inc. for Emergency Repair of the Water Main on East Smith Street and Utility Work on the Urban Core Rehabilitatation Project, Specification No. 23-07, in the Amount of $175,060.99, and Approval of Corresponding Budget Amendment – Public Works.
b. Notification of Change Order to Ghilotti Construction, Inc. for Utility Conflict Work on the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02 in the Amount of $98,580.50 and Approval of Corresponding Budget Amendment – Public Works.

Motion/Second: Criss/Orozco to approve Consent Calendar Items 8a-8b, as submitted. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None.

ABSENT: None. ABSTAIN: None.

9. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
No public comments were received.

10. COUNCIL REPORTS
Presenter: Vice Mayor Sher.

11. CITY MANAGER/CITY CLERK REPORTS
Presenters: Sage Sangiacomo, City Manager; and
• Construction Update – Tim Eriksen, Public Works Director / City Engineer. • Electric Utility Update – Cindy Sauers, Electric Utility Director. • School Street Multimodal Study Public Forum – Shannon Riley, Deputy City Manager.

12. PUBLIC HEARINGS (5:30 PM)
a. Conduct a Public Hearing to Receive Public Comment; Discuss Final Grantee Performance Under State Community Development Block Grant 21-CDBG-HA-00001; Adopt Resolution Confirming Program Closeout and Reimbursement of Grant Expenses from the California Department of Housing and Community Development; and Approve any Corresponding Budget Amendments Required as Part of the Grant Closeout Process.

Presenters: Jim Robbins, Housing and Grants Manager and Craig Schlatter, Community Development Director.

PUBLIC HEARING OPENED AT 6:08 P.M.

No public comment was received.

PUBLIC HEARING CLOSED AT 6:08 P.M.

Motion/Second: Sher/Rodin to adopt a Resolution (2025-58) acknowledging accomplishments, confirming activity completion, and confirming approval of grant reimbursement funds from the State and approve any corresponding budget amendments required as part of the grant closeout process.

Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES:

None. ABSENT: None. ABSTAIN: None.

13. UNFINISHED BUSINESS
a. Approval of Plans and Specifications for the Corporation Yard Monitoring Well Abandonment Project, Specification 25-06, and Direct Staff to Advertise for Bids.

Presenter: Tim Eriksen, Public Works Director/City Engineer.

City Council Minutes for December 3, 2025, Continued:

No public comment was received.

Motion/Second: Criss/Rodin to approve the plans and specifications for the Corporation Yard Monitoring Well Abandonment Project, Specification 25-06, and direct Staff to advertise for bids.

Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES:

None. ABSENT: None. ABSTAIN: None.

14. NEW BUSINESS
a. Discussion, Direction, and Authorization to Staff Regarding the Utility’s Proposed Electric Service Center Solar and Battery Project.

Presenters: Cindy Sauers, Electric Utility Director; Tim Holmes, Kenwood Energy Consultant; and Donna Boysen, Kenwood Energy Consultant.

A presentation was received.

Public Comment: Crispin Hollinshead.

Motion/Second: Criss/Rodin to discuss, provide direction, and authorize Staff to proceed with the proposed Electric Service Center Solar and Battery Project. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN:

None.
b. Adoption of a Resolution Authorizing an Interfund Loan from the Pension Debt Service Fund (Fund 130) to the Wastewater Utility Enterprise Fund in the Amount of $3,000,000, Approval of the Interfund Loan Agreement, Approval of the Illustrative Amortization Schedule, and Authorize the Finance Director to Implement and Administer the Loan.

Presenter: Dan Buffalo, Finance Director.

No public comment was received.

Motion/Second: Crane/Rodin to adopt a resolution (2025-59) authorizing an interfund loan from the Pension Debt Service Fund (Fund 130) to the Wastewater Utility Enterprise Fund in the amount of $3,000,000, approve the Interfund Loan Agreement (2526-151), approve the illustrative Amortization Schedule, and authorize the Finance Director to implement and administer the loan. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None.

ABSENT: None. ABSTAIN: None.
c. Receive and File First Quarter Financial Report.

Presenter: Dan Buffalo, Finance Director.

A presentation was received.

No public comment was received.

Report was received.
d. Consideration of Adoption of Amended Resolution Providing Council Rotation Guidelines; and Annual Appointment of Mayor, Vice Mayor, and Council Reorganization.

Presenter: Araceli Sandoval, Deputy City Clerk.

No public comment was received.

City Council Minutes for December 3, 2025, Continued:

Motion/Second: Rodin/Crane to nominate and appoint Vice Mayor Sher as Mayor and Councilmember Orozco as Vice Mayor. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN: None.

Motion/Second: Criss/Sher to adopt an amended resolution (2025-60) providing Council rotation guidelines and approve the remaining Council seats (Seat #1 – Mayor Crane; Seat #2 – Councilmember Rodin; Seat #3 – Councilmember Criss). Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN:

None.
e. Receive Updates on City Council Committee and Ad Hoc Assignments and, if Necessary, Consider Modifications to Assignments and/or the Creation/Elimination of Ad hoc(s).

Presenter: Sage Sangiacomo, City Manager.

Report was received.

THE CITY COUNCIL ADJOURNED TO CLOSED SESSION AT 8:09 P.M.

15. CLOSED SESSION
a. Conference with Legal Counsel – Anticipated Litigation (Government Code Section 54956.9(d)(4))
Initiation of litigation (2 cases)
b. Conference with Legal Counsel – Existing Litigation
(Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort v. City of Ukiah, Et Al; Case No. SCUK-CVPT-2018- 70200
c. Conference with Legal Counsel – Existing Litigation
(Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort, Inc v. City of Ukiah, et al.; Case No. 24-cv-07106-JSC d. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 184-080-37;184-080-36; 184-090-01; 184-090-07; 184-090-06; 184-100- 04 Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Henry's Original
Under Negotiation: Price & Terms of Payment
e. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 170-030-05; 170-030-03; 170-010-05; 170-020-07; 170-020-11; 170-040- 03; 170-020-08
Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Project Ovis LLC
Under Negotiation: Price & Terms of Payment
f. Conference with Labor Negotiator (54957.6)
Agency Designated Representative: Sage Sangiacomo, City Manager Employee Organizations: All bargaining units
Unrepresented Employee: Police Chief

City Council Minutes for December 3, 2025, Continued:

No action reported; direction provided to Staff.

16. ADJOURNMENT
There being no further business, the meeting adjourned at 9:15 p.m. ________________________________
Araceli Sandoval, Deputy City Clerk

Agenda Item No: 8.a.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1405

AGENDA SUMMARY REPORT
SUBJECT: Preliminary Budget Development Schedule for Fiscal Year 2026-27.

DEPARTMENT: Finance PREPARED BY: Dan Buffalo, Finance Director PRESENTER: Dan Buffalo, Finance Director
ATTACHMENTS:

1. Budget Development Schedule, 2026-27 Preliminary
Summary: The Finance Department has prepared the preliminary budget development schedule for Fiscal Year 2026-27. The schedule outlines key milestones for Staff, departments, and the City Council throughout the development process. Several dates—particularly Council workshops and review sessions—are flagged as “Save the Date!” items, and Council’s early review of availability is requested. The schedule is a living document and may be refined throughout the development cycle. A confirmed schedule will be brought to Council in January.

Background: The annual operating budget is one of the City Council’s most important policy documents, aligning fiscal resources with organizational priorities, service levels, and capital investments. Development of the FY 2026-27 budget requires early coordination between the Finance Department, operating departments, the City Manager’s Office, and the City Council.To facilitate transparency and shared expectations, Staff prepares a preliminary development schedule each year prior to the start of formal budget preparation. This provides Council with advance notice of anticipated workshop dates and opportunities for strategic input.

Discussion: Finance has compiled the preliminary FY 2026-27 Budget Development Schedule (Attachment 1) based on known operational timelines, statutory deadlines, and internal review needs. Although subject to adjustment, the schedule is intended to serve as the working framework for the City’s budget preparation cycle.

Key components of the schedule include:
• Departmental budget instructions and kickoff
• Internal service fund updates and cost allocation timelines • Departmental budget submissions and review meetings
• Capital improvement program development
• Third-party agency budget review and coordination
• Council budget workshops
• Presentation of the Proposed Budget
• Final budget adoption
Several items on the schedule require early coordination with the City Council. These Save the Date! items include:
• City-wide mid-year review and City Council Strategic Plan Review – February 4, 2026, at 3:00 PM • Departmental Mid-Year Report to City Council (Round 1) – March 4, 2026, at 3:00 PM • Departmental Mid-Year Report to City Council (Round 2) – March 18, 2026, at 3:00 PM • Departmental Mid-Year Report to City Council (Round 3) – April 1, 2026, at 3:00 PM • Council Budget Workshop #1 – June 1, 2026, at 3:00 PM

• Council Budget Workshop #2 – June 2, 2026, at 3:00 PM • Council Budget Workshop #3 – June 3, 2026, at 3:00 PM • Public Hearing and Budget Adoption – June 17, 2026, at 5:30 PM following the start of the regular City Council meeting.

Staff respectfully requests that Councilmembers review their calendars to confirm availability for these key sessions, as their participation is essential to the budget’s development and policy alignment. Please provide feedback to the City Manager and Director of Finance if there are any anticipated conflicts with the proposed dates/times.

Because the budget development process is dynamic, the schedule will continue to evolve as the fiscal year progresses. Staff will return to the Council in January to confirm the workshop dates and any revisions based on Council availability or other operational considerations.

Recommended Action: Receive the preliminary budget development schedule for Fiscal Year 2026-27.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: City Manager's Office
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

City of Ukiah
Budget Development Schedule
(Working Draft)
Fiscal Year 2026-27
Task Name Budget Year Start Date Due Date Council Description Preliminary Budget Schedule Released General Budget Development 2027 12/17/2025 Preliminary Budget Calendar Released to Council General Budget Development 2027 12/17/2025 Departmental Budget Team Contacts General Budget Development 2027 12/15/2025 12/19/2025 Update to budget team contact list by each department.

Budget Memo Released General Budget Development 2027 01/09/2026 Budget Kick-off Meeting with Executive and Departmental Budget Teams General Budget Development 2027 01/15/2026 Planning and preparations for the 2026- 27 budget development.

Personnel Requests Due to HR General Budget Development 2027 12/15/2025 01/16/2026 This is revision to past years' budget
development schedule.

Submit your requested personnel
changes to Sheri by the due date
indicated on this task. This includes any
requested additions, deletions, class
changes, etc.

City Council Mid-Year Review General Budget Development 2027 02/04/2026 SAVE THE DATE! 3:00 PM Start City Council Strategic Plan Review General Budget Development 2027 02/04/2026 SAVE THE DATE! Following mid-year review.

Objectives and accomplishments update General Budget Development 2027 02/02/2026 02/27/2026 Pre-Approved Budget Sums Released General Budget Development 2027 02/02/2026 02/27/2026 - Departments that operate in the
general fund and internal service funds
will receive a pre-approved budget
amount for non-personnel,
non-capital accounts.
- Departments must not exceed that
amount with their initial budget
requests.
- Capital accounts do not apply to this
new process.
- Personnel accounts do not apply to
this new process as they are governed
by personnel requests approved by HR
and
the City Manager.
- Requests for additional
appropriation may be submitted after
March 31 when Finance has completed
its
initial budget review.

Departmental Mid-Year Report to City Council (Round 1) General Budget Development 2027 03/04/2026 SAVE THE DATE! 3:00 PM Start
-City Manager's Office
-Community Development
-Electric Utility
-Airport
Departmental Mid-Year Report to City Council (Round 2) General Budget Development 2027 03/18/2026 SAVE THE DATE! 3:00 PM Start
-Public Works
-Water Resources
Departmental Mid-Year Report to City Council (Round 3) General Budget Development 2027 04/01/2026 SAVE THE DATE! 3:00 PM Start
-Fire
-Police
-Community Services
-Finance
-HR/Risk
Budget Central Open in Munis General Budget Development 2027 03/01/2026 04/03/2026 Munis Central Budget is open to all
departments to enter their budget
requests for the coming year.

Departmental Budget Meetings with Finance General Budget Development 2027 04/13/2026 04/24/2026 City Manager and Finance review of budget requests General Budget Development 2027 04/01/2026 05/01/2026 - Review appropriation requests
- Meet with Finance for
discussion/analysis
- Finance to conduct preliminary
revenue
forecasts for all major funds
Draft Budgets to Third-Party Agencies General Budget Development 2027 05/01/2026 -UVSD
-UVFA
-UVWA
-MSWMA
Budget Hearings with Third-Party Agencies General Budget Development 2027 05/04/2026 05/15/2026 -Present budget
-Receive input and feedback
-Finalize recommendations to City
Council and other governing bodies
Finalize Draft Budget Document General Budget Development 2027 05/15/2026 05/20/2026 Budget Draft Review and Comment Period General Budget Development 2027 05/18/2026 05/22/2026 Budget presentation draft released to departments for review and comment
Attachment 1

City of Ukiah
Budget Development Schedule
(Working Draft)
Fiscal Year 2026-27
Budget Workshop with Council General Budget Development 2027 06/01/2026 06/01/2026 SAVE THE DATE! 3:00 PM start
-Overview presentation of budget
proposal
-Discussion of changes from prior year
-Department presentation
-CIP review
-Discussion and Q&A
-Take requests and revisions
Budget Hearings (cont): Departmental Presentations General Budget Development 2027 06/02/2026 SAVE THE DATE! 3:00 PM Start Budget Hearings (cont): Departmental Presentations General Budget Development 2027 06/03/2026 SAVE THE DATE! 3:00 PM Start Changes to Final Recommended General Budget Development 2027 06/01/2026 06/10/2026 Budget Hearing (cont): Adoption General Budget Development 2027 06/17/2026 SAVE THE DATE! Regular council meeting start time.

Attachment 1

Agenda Item No: 8.b.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2022-1479

AGENDA SUMMARY REPORT
SUBJECT: Report of Disbursements for the Month of October 2025.

DEPARTMENT: Finance PREPARED BY: MaryJo Reynolds
PRESENTER: Consent Calendar
ATTACHMENTS:

1. October 2025 Summary of Disbursements

2. Account Codes for Reference

3. Object Codes for Reference

4. October 2025 Disbursements Detail
Summary: The Council will review and consider approval of the report of disbursements for the month of October 2025.

Background: Payments made during the month of October 2025 are summarized in the Report of Disbursements. Further details are supplied on the Schedule of Bills, representing the four (5) individual payment cycles within the month.

Accounts Payable Check Numbers (City & UVFA): 03064812-3064909: 3064910-3064991; 3064992-3065079; 3065080-3065202; 3065203-3065293
Accounts Payable Wire Transfer: 149
Payroll Check Numbers: 518634-518715; 518716-518796; 518797-518873 Payroll Manual Check Numbers: 518634
Direct Deposit Numbers: 140317-140678; 140679-141048; 141049-141415 Manual Direct Deposit Numbers: 518634
Void Check Numbers: 518097, 3061942, 3064395, 3063864, 3064754 Void Direct Deposit Numbers: 141152
Discussion: This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7, Article 1.

Attachment #1: October 2025 Summary of Disbursements
Attachment #2: Account Codes for Reference
Attachment #3: Object Codes for Reference
Attachment #4: October 2025 Disbursement Detail

Recommended Action: Approve the report of disbursements for the month of October 2025.

BUDGET AMENDMENT REQUIRED: N/A

CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: N/A GRANT: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: N/A
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

Attachment 1
FUNDS:
100 General Fund $225,475.09 700 Sanitary Disposal Site Fund $93,993.74 101 GF-(Sub-Fund) Visit Ukiah 701 Landfill Corrective Fund 105 GF-(Sub-Fund) Fire Authority $51,986.89 702 Disposal Closure Reserve Fund 106 USDA Forest Serv CWDG $5,185.38 704 Post Closure Fund - Solid Waste 110 Special General Fund 710 Ambulance Services Fund $121,568.64 120 Streets Capital Improvement 720 Golf Fund $25,222.35 130 Gov'tl Debt SVC/Reserve Fund 730 Confernence Center Fund $11,338.22 131 Debt Service Reserve 2022 LRB 750 Visit Ukiah
200 City Adminstrative Services $92,860.92 777 Airport Fund $29,312.12 201 Worker's Comp Fund $78,651.84 778 Airport Capital Improvement Fund 202 Liability Fund 779 Special Aviation Fund
203 Garage Fund $10,277.16 800 Electric Fund $949,272.69 204 Purchasing Fund $5,325.71 801 Electric Capital Reserve Fund $141,501.05 205 Billing & Collections Fund $52,822.82 803 Lake Mendocino Bond Reserve 206 Public Safety Dispatch Fund $200,043.76 805 Street Lighting Fund $12,225.53 207 Payroll Posting Fund $459,816.96 806 Public Benefits Fund $5,494.83 208 Building Maintenance/Corp Yard Fund $57,988.28 807 Cap and Trade $1,120.00 209 IT Fund $45,988.21 808 Electric Low Carbon Fuel STDS $1,000.00 220 Equipment Reserve Fund 820 Water Fund $189,628.54
249 City Housing Bond Proceeds 821 Water Capital Reserve Fund $7,125.00 250 Special Revenue Fund 822 Water Capital Improvement Fund 251 Special Projects Reserve Fund 830 Recycled Water Fund $12,749.02 252 Streets/ROW Improvement Fund $1,189,945.00 840 City/District Sewer Fund $274,106.03 253 CITY PROP 172 841 Sewer Contruction Fund
300 Park Development Fund $4,082.81 843 Sewer Capital Fund 301 Anton Stadium Fund 900 Special Deposit Trust $6,811.50 302 Observatory Park Fund 901 General Service (Accts Recv) $173.20 303 Playground & Park Amenities Fund 902 U.S.W. Billing & Collection $125,341.50 304 Swimming Pool Fund 903 Public Safety - AB 109 $0.00 305 Riverside Park Fund 905 Federal Emergency Shelter Grant 306 Skate Park Fund 905 Mendocino Emergency Service Authority 308 Opioid Settlement Fund 911 Russian River Watershed Association $57,353.59 310 Museum Grants $0.00 915 UVFD
311 Alex Rorbaugh Recreation Center Fund $8,003.15 916 UVFD PROP 172 312 Downtown Business Improvement Fund $1,260.79 917 UVFD Measure B 313 LMIHF Housing Asset Fund $455,000.00 918 UVFD Mitigation 314 Winter Special Events 920 MSWMA Operations $42,286.45 315 Advanced Planning Fund $3,086.00 922 Millview County Water District $67,261.23 316 SPECIAL RECREATION EVENTS $12,837.58 923 Milview Capital Charge 500 2106 Gas Tax Fund $7,125.00 927 Redwood Valley Water District $132,987.71 501 2107 Gas Tax Fund 932 Willow Water District Operations $227,436.97 503 2105 Gas Tax Fund 937 Calpella Water District Operations $36,541.05 505 Signalization Fund 937 Calpella Sewer $17,166.24
506 Bridge Fund 940 Sanitation District Special Fund $9,758.36 507 1998 STIP Augmentation Fund 942 Rate Stabilization - UVSD Fund 508 SB325 Reimbursement Fund 943 Sanitation District Capital Improvement Fund 509 S.T.P. Fund $640.50 945 River Estate Operations $14,767.97 510 Trans-Traffic Congest Relief Fund 947 Hopland Water Operations $27,822.61 511 Rail Trail Fund $272,877.76 950 Hopland Sewer Operations $27,678.37 600 Community Development Block Grant 952 REDIP Sewer Enterprise Fund 601 EDBG 94-333 Revolving Loan 960 Community Redevelopment Agency 602 Community Development Fund 961 RDA Housing Pass-Through 603 08-HOME-4688 962 Redevelopment Housing Fund
604 CDBG Grant 09-STBG-6417 963 Housing Debt
605 11-HOME-7654 Fund $0.00 964 RDA Capital Pass-Through 606 CDBG Grant 10-EDEF-7261 965 Redevelopment Capital Improvement Fund 607 Prop 84 Grant Fund 966 Redevelopment Debt Service
609 13-CDBG-8940 967 Housing Bond Proceeds
610 City RDA Projects Fund 968 Non-Housing Bond Proceeds 613 Home Program Activities 969 RDA Obligation Retirement Fund 620 CASP Train 844/944 Sewer Capital Projects Fund
630 Asset Seizure Fund
631 Asset Seizure Fund (Drug/Alcohol)
633 H & S Education 11489(B)(2)(A1)
634 Federal Asset Seizure Grants Retainage Withheld $79,888.69 635 SUP Law Enforcement Service Fund 611 CDBG 16-CDBG-11147 $6,800.00 636 CBTHP Officer
637 Local Law Enforcement Block Grant
638 Asset Forfeiture 11470.2 H & S
639 Special Revenue - Police
640 Parking District Fund $1,890.31
670 Federal American Rescue Fund
691 Museum Fund
695 Transfer Station Fund
696 Solid Waste Mitigation Fund $165.40
PAYROLL CHECK NUMBERS: 518634-518715
DIRECT DEPOSIT NUMBERS: 140317-140678
PAYROLL PERIOD: 09/14/25-09/27/25
PAYROLL CHECK NUMBERS: 518716-518796
DIRECT DEPOSIT NUMBERS: 140679-141048
PAYROLL PERIOD: 09/28/25-10/11/25
PAYROLL CHECK NUMBERS: 518797-518873 TOTAL DEMAND PAYMENTS- A/P CHECKS $5,999,070.52 DIRECT DEPOST NUMBERS: 141049-141415 TOTAL DEMAND PAYMENTS- EFT's $0.00 PAYROLL PERIOD: 10/12/25-10/25/25 TOTAL PAYROLL CHECKS & DIRECT DEPOSITS $1,699,172.87 TOTAL PAYROLL EFT's (TAXES, PERS, VENDORS) $916,491.54
VOID CHECK NUMBERS: * vendor name( if applicable)
518097,3061942, 3064395, 3063864,
3064754, 141152
518634
WIRE TRANSFER NUMBERS:
149 TOTAL PAYMENTS $8,614,734.93

CERTIFICATION OF CITY CLERK
This register of Payroll and Demand Payments was duly approved by the City Council on ____________________.

City Clerk

APPROVAL OF CITY MANAGER
I have examined this Register and approve same. CERTIFICATION OF DIRECTOR OF FINANCE I have audited this Register and approve for accuracy
and available funds.
____________________________________________ ________________________________________________ City Manager Director of Finance
MANUAL CHECK NUMBERS:

CITY OF UKIAH

REPORT OF DISBURSEMENTS

REGISTER OF PAYROLL AND DEMAND PAYMENTS
FOR THE MONTH OF OCTOBER 2025

Account Code Summary Attachment 2
10000000 GENERAL FUND 20012300 COMMUNITY OUTREACH/PUBLIC INFO 10017200 SUCCESSOR AGENCY 20012500 CITY CLERK
10020000 POLICE - GEN FUND 20012600 ECONOMIC DEVELOPMENT 10020210 POLICE PATROL 20012800 EMERGENCY MANAGEMENT
10020214 POLICE VOLUNTEERS 20013210 ACCOUNTS PAYABLE
10020216 COPS GRANT 20013220 PAYROLL
10020217 POLICE ANIMAL CONTROL 20013400 ACCOUNTING
10020218 POLICE CSO 20013401 BUDGET MANAGEMENT
10020220 CODE ENFORCEMENT 20014000 CITY ATTORNEY
10020224 MAJOR CRIMES TASK FORCE 20015100 CITY TREASURER 10021210 CITY FIRE 20016100 HUMAN RESOURCES
10022100 PARKS 20023510 HOUSING GRANTS
10022300 AQUATICS 20023520 NON-HOUSING GRANTS
10022700 MUSEUM - GEN FUND 20100000 WORKER'S COMP FUND
10022810 RECREATION ADMINISTRATION 20116220 WORKERS COMPENSATION 10022821 ADULT BASKETBALL 20200000 LIABILITY FUND
10022822 ADULT SOFTBALL 20216200 RISK MANAGEMENT
10022824 CO-ED VOLLEYBALL 20300000 GARAGE FUND
10022831 YOUTH BASKETBALL 20324100 GARAGE
10022832 YOUTH SOFTBALL 20324110 FLEET MAINTENANCE
10022840 DAY CAMP 20400000 PURCHASING FUND
10022850 CLASSES & CLINICS 20413500 PURCHASING
10022860 SPECIAL ACTIVITIES 20413510 CAPITAL ASSET MANAGEMENT 10022900 COMM SVCS SPECIAL SERVICES 20413520 GRANTS AND SPECIAL PROJECTS 10023100 PLANNING SERVICES 20414000 LEGAL SERVICES/EXPENSES 10023110 CURRENT PLANNING 20500000 BILLING AND COLLECTION FUND 10023300 BUILDING INSPECTION 20513300 UTILITY BILLING
10023320 BUILDING INSPECTION 20513380 METERING-ELECTRIC 10023411 CDBG GENERAL ADMIN 20513382 METERING-WATER
10024200 ENGINEERING/STREETS 20600000 PUBLIC SAFETY DISPATCH FUND 10024210 ENGINEERING 20620231 POLICE UKIAH DISPATCH
10024214 TRAFFIC SIGNAL OPERATIONS 20620232 POLICE FT BRAGG DISPATCH 10024224 STORM WATER 20700000 PAYROLL POSTING FUND
10024310 CORP YARD MAINTENANCE 20800000 BUILDING & MAINTENANCE 10024620 STREETS 20822500 BUILDING & MAINTENANCE
10100000 GF- (SUB-FUND) VISIT UKIAH 20824300 BLDG MAINT CORP YARD 10112700 GF-(SUB-FUND) VISIT UKIAH 20900000 IT FUND
10500000 MEASURE S GENERAL FUND 20913900 INFORMATION TECHNOLOGY 10521210 FIRE AUTHORITY 22000000 FIXED ASSET FUND
10600000 USDA FOREST SERV CWDG 25100000 SPECIAL PROJECTS RESERVE FUND 12000000 STREET REHABILITATION 25200000 STREETS/ROW IMPROVEMENT FUND 12024200 PUBLIC WORKS ENGINEERING 25224220 STREETS/ROW IMPROVEMENT FUND 13000000 GOV'TL DEBT SVC/RESERVE FUND 25300000 PROP 172 FUND 13100000 DEBT SERVICE RESERVE 2022 LRB 25321210 CITY FIRE 20000000 CITY ADMINISTRATIVE SERVICES 30000000 PARK DEVELOPMENT FEES FUND 20010000 CITY COUNCIL 30022200 PARK DEVELOPMENT
20012100 CITY MANAGER 30100000 ANTON STADIUM FUND

Account Code Summary Attachment 2
20012200 ADMINISTRATIVE SUPPORT 63500000 SUP.LAW ENFORCE.SVC.FD(SLESF) 30200000 OBSERVATORY PARK FUND 63520210 SLESF
30300000 PLAYGROUND & PARK AMENITIES FU 63600000 CBTHP OFFICER 30322230 PLAYGROUND AND PARK AMENITIES 63620210 CBTHP OFFICER 30400000 SWIMMING POOL FUND 63800000 ASSET FORFEITURE 11470.2 H&S F 30522250 RIVERSIDE PARK 63820210 ASSET FORFEITURE 11470 EXPENDI 30600000 SKATE PARK FUND 63900000 SPECIAL REVENUE POLICE 30700000 SOFTBALL COMPLEX FUND 64000000 PKG. DIST. #1 OPER & MAINT FUN 30800000 OPIOD SETTLEMENT FUND 64012600 ECONOMIC DEVELOPMENT 31100000 ARRC GENERAL OPERATING FUND 64020213 POLICE PARKING ENFORCEMENT 31122000 ARRC 67000000 FEDERAL AMERICAN RESCUE FUNDS
31200000 DOWNTOWN BUSINESS IMPROVEMENT 69500000 TRANSFER STATION 31212600 ECONOMIC DEVELOPMENT 69624000 SOLID WASTE MITIGATION FUND 31300000 LMIHF HOUSING ASSET FUND 70000000 SANITARY DISPOSAL SITE FUND 31323400 HOUSING 70024500 LANDFILL 700
31323431 LMI GENERAL ADMIN 70124500 LANDFILL CORRECTIVE 31500000 ADVANCED PLANNING FUND 70200000 DISPOSAL CLOSURE RESERVE FUND 31523100 COMMUNITY PLANNING 70224500 LANDFILL CLOSURE
31600000 SPECIAL RECREATION EVENTS 70400000 POST CLOSURE FUND-SOLID WASTE 31622861 SPECIAL RECREATION EVENTS 71000000 AMBULANCE SERVICES FUND 50000000 GAS TAX FUND 71021100 AMBULANCE SERVICES
50024214 TRAFFIC SIGNAL OPERATIONS 72000000 GOLF FUND
50500000 SIGNALIZATION FUND 72022400 GOLF
50800000 SB325 REIMBURSEMENT FUND 73000000 CONFERENCE CENTER FUND 50824210 SB325 ENGINEERING 73022600 CONFERENCE CENTER
50900000 S.T.P. 77700000 AIRPORT FUND
50924210 STP ENGINEERING 77714000 CITY ATTORNEY
51100000 RAIL TRAIL FUND 77725200 AIRPORT OPERATIONS
51124210 Rail Trail 77800000 AIRPORT CAPITAL IMPROVEMENT FU 60000000 COMM. DEVELOPMT. BLOCK GRANT F 77825200 AIRPORT CAPITAL 60023411 CDBG GENERAL ADMIN 77900000 SPECIAL AVIATION FUND 60023412 CDBG ACTIVITY DELIVERY 77925200 AIRPORT SPECIAL 61100000 CDBG 16-CDBG-11147 80000000 ELECTRIC FUND
61112600 CDBG ECONOMIC DEVELOPMENT 80014000 CITY ATTORNEY 61123410 16-CDBG-11147 80026110 ELECTRIC OVERHEAD
61123411 CDBG GENERAL ADMIN 80026120 ELECTRIC UNDERGROUND 61200000 FUND 612 UNASSIGNED 80026200 TELEMETRY & CALIBRATION 61223400 HOME CDD HOUSING 80026210 SUBSTATION
61223422 HOME ACTIVITY DELIVERY 80026220 HYDROELECTRIC PLANT 61323400 HOME HOUSING ACTIVITIES 80026400 ELECTRIC ADMINISTRATION 61323421 HOME GENERAL ADMIN 80026440 POWER PURCHASES
62000000 CASP CERTIF & TRAINING 80100000 ELECTRIC CAPITAL RESERVE FUND 62023320 CASP CERTIF & TRAINING 80126100 ELECTRIC CIP
63000000 ASSET SEIZURE FUND 80126220 HYDROELECTRIC PLANT 63020210 ASSET SEIZURE EXPENDITURE 80500000 STREET LIGHTING FUND 63300000 H&S EDUCATION 11489(B)(2)(A1) 80526150 STREET LIGHTING 63320210 H&S ASSET SEIZURE EXPENDITURE 80600000 PUBLIC BENEFITS CHARGES FUND

Account Code Summary Attachment 2
63400000 FEDERAL ASSET SEIZURE GRANTS F
63420250 FED ASSET SEIZURE EXPENDITURE
80626450 PUBLIC BENEFITS
80700000 ELECTRIC CAP AND TRADE FUND
80800000 ELECTRIC LOW CARBON FUEL STDS
80826100 ELECTRIC LOW CARBON FUEL STDS
82000000 WATER FUND
82027110 WATER
82027111 PROD OPERATIONS & MAINTENANCE
82027114 DISTRIB OPERATIONS & MAINT
82100000 WATER CAPITAL RESERVE FUND
82200000 WATER CONNECTION FEE FUND
82227113 WATER DISTRIBUTION CAPITAL
83000000 RECYCLED WATER
83027330 RECYCLED WATER
84000000 CITY/DIST. SEWER OPERATING FUN
84027220 WASTE WATER
84027221 CITY WASTE O & M
84027225 WASTE TREATMENT O & M
84100000 SEWER BOND DEBT SERVICE FUND
84127226 WASTEWATER TREATMENT CAPITAL
84200000 RATE STABILIZATION-CITY FUND
84300000 CONNECTION FEE SEWER FUND (CAP
84400000 CITY SEWER CAPITAL PROJECTS FU
84427221 CITY WASTEWATER O&M 844
84427222 CITY WASTE CAPITAL
90000000 SPECIAL DEPOSIT TRUST FUND
91500000 UKIAH VALLEY FIRE DEPARTMENT
91521400 UVFD FIRE ADMINISTRATION
91600000 UVFD PROP 172
91621400 UVFD PROP 172
91700000 UVFD MEASURE B UNASSIGNED
91721400 UVFD FIRE
91800000 UVFD MITIGATION FEES
91821400 UVFD MITIGATION
92000000 MSWMA OPERATIONS
92200000 MILLVIEW COUNTY WATER DISTRICT
92300000 MILLVIEW CAPITAL CHARGE
92700000 REDWOOD VALLEY WATER DISTRICT
93700000 CALPELLA WATER DISTRICT OPERATION
93800000 CALPELLA SEWER
94500000 RIVER ESTATES OPERATIONS
94700000 HOPLAND WATER OPERATIONS
95000000 HOPLAND SEWER OPERATIONS
96900000 REDEVELOPMENT OBLIGATION RETIR
96917200 SUCCESSOR AGENCY
96995669 969 - RDA OBLIGATION RETIREMEN

51211 PERS UNFUNDED LIABILITY 54101 POSTAGE
51220 INSURANCE 54102 SMALL TOOLS
51230 WORKERS COMP 54103 LAB SUPPLIES
51240 MEDICARE 54106 SPECIALTY SUPPLIES
51260 FICA 54107 EMS SUPPLIES
51270 UNIFORM ALLOWANCE 54120 PW - SPECIAL SUPPLIES
51290 CELL PHONE STIPEND 54121 PW - ASPHALT CONCRETE
52100 CONTRACTUAL SERVICES 54122 PW - AGGREGATE BASE
52110 AMBULANCE BILLING 54124 PW - CONCRETE/SUPPLIES
52111 DEFIBRILLATOR MAINTENANCE 54125 PW - TRAFFIC PAINT 52112 M. S. OVERSIGHT 54126 PW-PREMARKS
52113 PLANNING STUDIES 54127 PW - SIGN POSTS/SHEETING
52114 COMPLIANCE STUDIES 54128 PW - COLD PATCH MATERIAL 52130 EDUCATIONAL & MARKETING MATL'S 54129 PW - TACK OIL 52131 ASSISTANCE TO SENIORS 54130 PW - SAFETY
52133 MONTHLY DISCOUNT PROGRAM 54131 PW - BARRICADES & CONES 52134 GENERAL ADMIN 54161 BACKGROUND & PHYSICALS
52135 ENERGY CONSERVATION PROGRAM 54162 ADVERTISING
52137 PUBLIC BENEFITS PROGRAM MGMT 54163 INTERVIEW SUPPLIES 52139 RESEARCH DEVELOPMENT & DEMO 54165 NEW EMPLOYEE FINGERPRINT 52150 LEGAL SERVICES/EXPENSES 54166 DOT TESTING PROGRAM 52151 EMPLOYEE BENEFIT ADMIN FEES 54167 EMPLOYEE DEVELOPMENT 52155 ACTIVITY DELIVERY 54169 LIVESCAN
52180 SECURITY SERVICES 54201 PRISONER EXPENSE
52181 VOLUNTEER EXPENSES 54202 MAJOR CRIME INVESTIGATIONS 52301 PROPERTY TAX ADMIN FEE 54203 RECRUITMENT
52304 LAFCO FEES AND PROP TAX EXP 54320 SOFTWARE
52500 TRUSTEE FEES 54330 COMPUTER AND TECHNOLOGY
52510 ADVERTISING & PROMOTION 54500 EQUIP RENTS AND LEASES 52515 ADVERTISING & PUBLICATION 54700 FINES & PENALTIES 52521 LIABILITY INSURANCE PREMIUM 55100 TELEPHONE
52522 LIABILITY & PROPERTY DEDUCT 55200 PG&E
52524 PROPERTY INSURANCE PREMIUM 55210 UTILITIES
52525 WORKER'S COMP. EXPENSE 56100 VEHICLE & EQUIPMENT MAINT. & R 52526 REMIF ASSESSMENT PAYMENTS 56112 EQUIPMENT PARTS FOR RESALE 52527 A.D.P. PREMIUM & DEDUCTIBLE 56120 EQUIPMENT MAINTENANCE & REPAIR 52528 LIABILITY INSURANCE 56125 LAB EQUIP-REPAIR & MAINT. 52529 EARTHQUAKE & FLOOD (DIC) 56130 EXTERNAL SERVICES
52532 SAFETY & TRAINING SUPPORT 56210 FUEL & FLUIDS
52533 UVFA RETIREE HEALTH INS 56300 BUILDING MAINT. & REPAIR 52600 RENT 56410 EQUIPMENT RENTAL - PRIVATE
52601 DATA STORAGE & CONNECTIVITY 56504 FACILITY MAINTENANCE & REPAIR 52602 RENTAL OF CITY PROPERTY 56600 AIRFIELD MAINTENANCE & REPAIR 52841 SUCCESSOR AGENCY ADMIN 57100 LEARNING AND DEVELOPMENT 53000 LAWSUIT SETTLEMENT 57101 CONF & TRAINING-AQUATICS 54100 SUPPLIES 57300 MEMBERSHIPS & SUBSCRIPTIONS
Object Code Summary Attachment 3

58101 NCPA PLANT GENERATION
58102 NCPA POWER PURCHASES
58103 NCPA TRANSMISSION
58104 NCPA MANAGEMENT SERVICES
58105 NCPA THIRD PARTY SALES
58202 CHEMICALS
58401 AVIATION FUEL
58410 GARAGE LUBRICANTS & PARTS
58510 REIMBURSABLE JOBS
59100 PROPERTY TAXES PAID
59101 FEES
59102 FRANCHISE FEES
59105 CONTRIBUTIONS TO OTHER AGENCY
59106 SENIOR TRASH SUBSIDY
59108 BANK FEES
59400 OTHER EXPENSES
59500 LOANS ISSUED
59502 SCHOLARSHIPS
61200 PURCHASING ALLOCATION
61300 BILLING & COLLECTION ALLOCATIO
61410 RENT ALLOCATION
61420 BUILDING MAINTENANCE ALLOCATIO
61422 IT ALLOCATION
61430 CORP YARD ALLOCATION
61500 INSURANCE ALLOCATION
61600 GARAGE ALLOCATION
61700 DISPATCH
62100 ADMIN & OVERHEAD ALLOCATION
63000 INTERFUND SERVICES USED
70101 LOAN PAYMENTS MADE
70102 BOND INTEREST EXPENSE
70103 LOAN INTEREST
70201 LOAN PRINCIPAL PAYMENTS
70202 BOND PRINCIPAL PAYMENTS
74500 CAPITAL LEASE PRINCIPAL
74501 CAPITAL LEASE INTEREST
80100 MACHINERY & EQUIPMENT
80210 LAND ACQUISITION
80220 BUILDING IMPROVEMENTS
80230 INFRASTRUCTURE
90100 LOAN PROCEEDS
90101 LOAN PAYMENT RECEIVED

Attachment 4

Agenda Item No: 8.c.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1390

AGENDA SUMMARY REPORT
SUBJECT: Adoption of Resolution Terminating the Local Emergency Due to Conditions Caused by Atmospheric Rivers Causing Damage to Public Infrastructure.

DEPARTMENT: City Manager /
Admin PREPARED BY: Traci Boyl, Senior Management Analyst PRESENTER: Traci Boyl, Sr. Management Analyst
ATTACHMENTS:

1. Resolution 2025-07 - Proclamation of Local Emergency

2. Resolution 2025-55 - Ratification of Local Emergency Atmospheric Rivers

3. Resolution Terminating Emergency Proclamation
Summary: The City Council will consider adopting a resolution terminating the local emergency due to conditions caused by atmospheric rivers causing damage to public infrastructure.

Background: On February 19, 2025, the Director of Emergency Services proclaimed a local emergency pursuant to Ukiah City Code Section 5125 (Ordinance No. 995, Section 1) due to ongoing atmospheric rivers that threatened and damaged local infrastructure. And, on February 19, 2025, the Ukiah City Council approved Resolution No. 2025-07 ratifying the proclamation of a local emergency affecting the City (Attachment 1).

California Government Code section 8630(c) requires the Local Emergency Proclamation be reviewed and renewed no more than every 60 days. On November 5, 2025, the City Council adopted Resolution 2025-55 affirming the proclamation of the continuing local emergency (Attachment 2).

Discussion: The emergency work on damaged public infrastructure has been completed, and additional damages were not discovered during the emergency repairs. Therefore, Staff recommends that the City Council terminate the local emergency caused by the storm events that necessitated a proclamation of a local emergency. Staff will continue to monitor the emergency repairs that were made and evaluate if additional non-emergency work is necessary.

Therefore, Staff recommends Council adopt a Resolution (Attachment 3) terminating the local emergency declaration.

Recommended Action: Adopt a resolution terminating the local emergency due to conditions caused by atmospheric rivers causing damage to public infrastructure.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT:

FINANCING SOURCE:

REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.:

COORDINATED WITH: Darcy Vaughn, City Attorney's Office
STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

RESOLUTION NO. 2025- 07

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH RATIFYING FEBRUARY 19, 2025 PROCLAMATION OF A LOCAL EMERGENCY
WHEREAS:

1. On February 19, 2025, under the authority in Ukiah City Code Section 5125 (Ordinance No. 995,§ 1), the Director of Emergency Services proclaimed the existence of a local emergency as a result of conditions created by ongoing Atmospheric Rivers affecting the City of Ukiah (" City") beginning February 5-. and conditions still exists. A true and correct copy of the Resolution Proclaiming Existence of a Local Emergency is attached hereto as Exhibit A and incorporated herein by this reference; and

2. While heavy rainfall has stopped, soils are saturated, and heavy run- off continues threatening additional damage to PZ1- N water tank and the newly acquired Western Hills road system, all of which threaten to continue or create local emergency conditions; and

3. The City Council has reviewed Exhibit A and concurs with the findings in the Proclamation; and

4. The City Council will review this declaration at its next regular meeting, occurring not more than 14 days from the date the Resolution Proclaiming Existence of a Local Emergency is ratified by this resolution;
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby ratifies the proclamation of a " local emergency' by the Director of Emergency Services and proclaims and orders that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council. The City Council shall review the need for continuing the local emergency at least once every 14 days until its termination is proclaimed by the City Council.

BE IT FURTHER RESOLVED that the City Council hereby proclaims and orders that during the existence of a local emergency, the powers, functions, and duties of the Director of Emergency Services and the emergency organization of the City shall be those prescribed by ( 1) state law, 2) City ordinances and resolutions adopted by the City Council and ( 3) the City Operational Area Emergency Plan, as approved by the City Council.

BE IT FURTHER RESOLVED that a copy of this declaration shall be forwarded to the County of Mendocino Office of Emergency Services (OES) with a request that OES forward the Resolution to California Office of Emergency Services for concurrence of a local emergency.

PASSED AND ADOPTED this 191' day of February, 2025, by the following roll call vote:

AYES: Councilmembers Rodin, Criss, Orozco, Sher, and Mayor Crane NOES: None
ABSENT: None
ABSTAIN: None , }
ATTEST:

Kristine Lawler, City Clerk
ATTACHMENT 1

Exhibit A

A RESOLUTION PROCLAIMING EXISTENCE OF A LOCAL EMERGENCY DUE TO ONGOING

ATMOSPHERIC RIVERS CAUSING DAMAGE TO PUBLIC INFRASTRCTURE WHEREAS, Ukiah City Code Section 5125 (Ordinance No. 995, Section 1) empowers the Director of Emergency services to proclaim the existence or threatened existence of a local emergency when said city is affected or likely to be affected by a public calamity; and WHEREAS, on Friday, February 4, 2025. the City of Ukiah experienced another Atmospheric River event, resulting in localized flooding within the city and surrounding areas; and WHEREAS, the Director of Emergency Services of the City of Ukiah does hereby find that conditions of extreme peril to the safety or persons and property arose within the City, caused by severe winter storms; and
WHEREAS, although the City took immediate action to prepare for and respond to the storm, including monitoring streets and clearing storm drains, repositioning public safety resources as necessary, providing the public with preparedness communication, and attending Mendocino County' s operational call, the conditions caused damage beyond the control and resources of City personnel; and
WHEREAS, while the storm was short-lived, it brought significant heavy rain to already saturated soil, leading to severe damage to public infrastructure, including a landslide near Pressure Zone 1 North ( PZ1- N) water tank located above the City' s golf course, requiring emergency repair to prevent additional damage to the tank and caused additional slides on the newly -acquired Western Hills property damaging roads and culverts there; and WHEREAS, while the County did not experience significant damage, the City' s reported damage meets the State' s required threshold for requesting financial support; and.

WHEREAS, declaring a local emergency enables the City to pursue State and Federal assistance, including reimbursement for eligible emergency response costs under the California Disaster Assistance Act and potential Federal Emergency Management Agency aid if a federal disaster is declared.

NOW, THEREFORE, IT IS HEREBY PROCLAIMED that a local emergency now exists throughout the Clty of Ukiah.

IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said local emergency the powers, functions, and duties of the emergency organization of this City shall be those prescribed by state law and ordinances and resolutions of this City, and that this emergency proclamation shall expire in 7 days after issuance unless confirmed and ratified by City Council of the City of Ukiah.

DATED: a - cfI
L

Attachment 2

RESOLUTION NO. 2025-XX

A RESOLUTION TERMINATING THE PROCLAMATION OF A LOCAL EMERGENCY DUE TO

CONDITIONS CAUSED BY ATMOSPHERIC RIVERS CAUSING DAMAGE TO PUBLIC

INFRASTRUCTURE
WHEREAS, on February 19, 2025, the Director of Emergency Services proclaimed a local emergency pursuant to Ukiah City Code Section 5125 (Ordinance No. 995, Section 1) due to ongoing atmospheric rivers which threatened and damaged local infrastructure; and WHEREAS, on February 19, 2025, the Ukiah City Council approved Resolution No. 2025-07 ratifying the proclamation of a local emergency affecting the City; and WHEREAS, Government Code section 8630(c) requires the Local Emergency Proclamation be reviewed every 60 days; and
WHEREAS, the local emergency conditions are no longer in effect due to the fact all emergency remediation and mitigation work has been completed for damage to public infrastructure caused by saturated soils and associated conditions caused by atmospheric rivers during the past storm season
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Ukiah terminates the previously declared local emergency due to the previous atmospheric rivers and associated damage to public infrastructure.

BE IT FURTHER RESOLVED that a copy of this declaration shall be forwarded to the County of Mendocino Office of Emergency Services (OES) with a request that OES forward the Resolution to California Office of Emergency Services.

PASSED AND ADOPTED this 17th day of December 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
Susan Sher, Mayor
ATTEST:
______________________________
Kristine Lawler, City Clerk
Attachment 3

Agenda Item No: 8.d.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1404

AGENDA SUMMARY REPORT
SUBJECT: Notification of Contract Amendment with the Mendocino Solid Waste Management Authority for Administrative Services.

DEPARTMENT: Public Works PREPARED BY: Seth Strader, Public Works Management Analyst II PRESENTER: Tim Eriksen, Director of Public Works/City
Engineer/MSWMA General Manager
ATTACHMENTS:

1. Original Agreement

2. Amendment 1
Summary: Council will receive a report of notification of contract amendment with the Mendocino Solid Waste Management Authority for administrative services.

Background: On June 1, 2023, the City of Ukiah entered into a contract with the Mendocino Solid Waste Management Authority (MSWMA), a Joint Powers Agency (JPA) consisting of the County of Mendocino and the cities of Willits, Fort Bragg, and Ukiah to perform administrative duties on behalf of MSWMA. MSWMA was created to increase the safe collection, recycling, and disposal of household hazardous waste (HHW), as well as outreach to encourage safe and proper recycling and the cleanup of illegally dumped waste. See Attachment 1 for a copy of this administrative agreement between MSWMA and the City of Ukiah.

Discussion: On November 13, 2025, the City of Ukiah executed an amendment with MSWMA which altered the original agreement to allow the City to request a rate adjustment in accordance with the United State Department of Labor Statistic's San Francisco-Oakland-Hayward CA index. This request will be reviewed and approved by the MSWMA Board of Directors. See Attachment 2 for a copy of this Amendment.

Staff requests Council receive the report of notification of contract amendment with the Mendocino Solid Waste Management Authority for administrative services.

Recommended Action: Receive notification of contract amendment with the Mendocino Solid Waste Management Authority for administrative services.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE:

REVENUE: Yes GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2223190
COORDINATED WITH: Tim Eriksen, Director of Public Works/City Engineer/MSWMA General Manager STRATEGIC PLAN (SP):SP 3B - Analyze and consider opportunities for regional partnerships that support or improve the delivery of municipal services.

CLIMATE INITIATIVES (CI): CI-3a – Continue to lead the way in solid waste diversion including the diversion of compostable food.

GENERAL PLAN ELEMENTS (GP):GP-A5 - Environment and Sustainability Element

ATTACHMENT 1

ATTACHMENT 2

Agenda Item No: 8.e.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1393

AGENDA SUMMARY REPORT
SUBJECT: Notification of Purchase of Parking Enforcement License Plate Reader Cameras from EyeP Solutions in the Amount of $53,386.10.

DEPARTMENT: Police PREPARED BY: Jason Chapman, Captain
PRESENTER: Jason Chapman, Police Captain
ATTACHMENTS:

1. RFP 41708 Parking Enforcement License Plate Reader System

2. EyeP Solutions Proposal

3. EyeP Solutions - Parking Enforcement LPR Cameras 2526-148 - Agreement Summary: Council will receive notification of the purchase of parking enforcement license plate reader cameras from EyeP Solutions in the amount of $53,386.10.

Background: The Ukiah Police Department recently purchased one used Toyota Yaris Parking Enforcement vehicle to maintain a reliable Parking Enforcement fleet. Along with the purchase of the Toyota Yaris, the Ukiah Police Department also requested the purchase of parking enforcement license plate reader (LPR) Cameras from EyeP Solutions to replace the outdated Motorola LPR system the Ukiah Police Department Parking Enforcement personnel currently use. The Motorola LPR system constantly freezes and has to be rebooted during operational hours, thus making the Motorola LPR system unreliable. Motorola has informed the Ukiah Police Department they will no longer provide technical support to their outdated LPR system.

Discussion: Due to ongoing technical issues with the existing Motorola LPR system used by Ukiah Police Department Parking Enforcement personnel, Staff conducted preliminary industry research, including outreach to other parking enforcement agencies, to better understand current technologies and operational best practices. This research identified EyeP Solutions as one of several potential vendors offering systems that could address the Department’s operational needs. Ukiah Police Department personnel contacted EyeP Solutions to request a product demonstration, along with gathering similar information from other sources, to help inform the development of the subsequent Request for Proposal (RFP). During this initial research and demonstration phase, Staff noted that the EyeP Solutions system appeared user-friendly for end users and compatible with the Data Ticket system currently used by the City of Ukiah for parking enforcement operations—two key considerations incorporated into the RFP specifications.

A Request for Proposal (RFP) (Attachment 1) for the parking enforcement license plate reader system was released on October 3, 2025, with a due date of October 25, 2025. The City received four proposals in response. After a thorough evaluation process, including a review of each firm's capabilities, reputation, and proposed solutions, and an independent scoring conducted by the City's evaluation team, it was determined that EyeP Solutions was indeed the best option. The proposal submitted by EyeP Solutions is included as Attachment 2. Following completion of the evaluation process and vendor selection, Staff entered an agreement (Attachment 3) to proceed with EyeP Solutions.

Staff requests that Council receive notification of the purchase of parking enforcement license plate reader cameras from EyeP Solutions in the amount of $53,386.10.

Recommended Action: Receive notification of purchase of parking enforcement license plate reader cameras from EyeP Solutions in the amount of $53,386.10.

BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: 64020213.54500: $57,602
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: Parking District Fund
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: Contract 2526-148 COORDINATED WITH: Dave Kirch: Fleet & Facilities Manager; Myles Fisette: Purchasing Manager STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):GP-A6- Safety Element

REQUEST FOR PROPOSAL

PARKING ENFORCEMENT LICENSE PLATE READER
SYSTEM
Request Date:

Deadline for Responses:

October 3, 2025
October 24, 2025 5:00 P.M. (PST)
Attachment 1

City of Ukiah Page 2
Request for Proposals – Parking Enforcement License Plate Reader System

CITY OF UKIAH
Request for Proposal (RFP)
Parking Enforcement License Plate Reader System

1.0 INTRODUCTION & BACKGROUND
The City of Ukiah (City) is seeking proposals from qualified parking equipment firms to supply, install, integrate, and commission a License Plate Reader (LPR) system that includes field hardware, central management software system, appropriate application software, as well as communication capabilities.

2.0 CONTACT PERSON
Please contact Myles Fisette, Purchasing Manager, if you have questions or require additional information.

Questions must be submitted in writing via email. Contact information can be found below.

Myles Fisette
City of Ukiah
(707) 463-6225
[email protected]
Communication between a proposing company and a member of the City staff, other than the designated contact person, or between a proposing company and a non-designated City representative regarding the selection of a proposing company or award of this contract is explicitly prohibited from the time the RFP is advertised until the selection of a proposing company or award of the contract. Questions pertaining to this RFP shall be addressed to the party specified above. Failure of a proposing company, or any of its representatives, to comply with this paragraph will result in their proposal being rejected.

3.0 SCHEDULE OF EVENTS
The schedule for this procurement is as follows:

Distribute Request for Proposals:

Deadline for Responses:

City Evaluation of Proposals:

Interviews (if necessary)
City Council approval requested
for recommended firm (if necessary):

October 3, 2025
October 24, 5:00 P.M. (Pacific Time)
October 30, 2025
November 7, 2025
November 19, 2025
The City must receive proposals no later than the time and date specified above. Those proposals received after this date and time will not be considered. Proposals will only be accepted electronically. Send your proposals to the contact person listed in Section 2.0 above.

Acceptable forms of electronic delivery are emailing the proposal directly, or providing a link to the documents for download, as long as the email is received by the established deadline. It is highly recommended to request a delivery receipt with the email to confirm that it has been received.

4.0 SCOPE OF SERVICES
The City of Ukiah desires to solicit qualified proposals for the hardware, software, and services for the installation of a LPR (License Plate Reader) system for the Parking Enforcement Unit with the Ukiah Police Department.

The objective of this Request for Proposal (RFP) is to identify a preferred LPR system to enhance the parking enforcement in timed parking areas. It is the City’s expectation that the installation of the LPR system will improve the City’s efforts in vehicle turnover in the downtown business district and increase the coverage and consistency of enforcement.

The firm shall provide hardware, software, and services for the implementation of a LPR system for the Parking Enforcement Unit with the Ukiah Police Department. The scope shall include:

City of Ukiah Page 3
Request for Proposals – Parking Enforcement License Plate Reader System  Purchase of LPR cameras (to include mounting hardware and cables)  Purchase of LPR software system
 Support services
 Maintenance services and warranty
 Installation
 Training
The proposed LPR system must fully integrate with the City's existing DataTicket parking management software, including all automated ticketing and case management functions.

The RFP shall address the ability to integrate an LPR system on a 2014 Toyota Yaris.

The proposed LPR system must comply with all applicable federal, state, and local laws including DOJ data security standards. The vendor must ensure authorized access only, provide security training for users, maintain incident response procedures, and adhere to data retention and destruction policies consistent with DOJ and regulatory requirements.

5.0 REQUIRED PROPOSAL CONTENT
Firms interested in providing the services described in the section above must submit a proposal responding to all the questions below and providing all information requested in a format that mirrors the RFP by section and order listed. Proposals shall include at a minimum:

A. Quote detailing labor, delivery of new equipment, and cost of equipment.

B. Experience and Qualifications – For this section, qualified firms should, as a minimum, submit the following information with their response to his RFP:

1. A brief outline of the qualified firm’s understanding of the project;

2. A brief history of the company, resources, and capabilities;

3. Indicate key personnel that you will agree to commit to the City of Ukiah project, if awarded the contract, including name and qualifications of the proposed staff;

4. Identify any sub-contractors used in the performance of the work.

C. Proposed Approach and Installation – For this section, qualified firms should, at a minimum, submit the following information with their response to this RFP:

1. Qualified firm should provide a clear detailed description of services to be provided. The detailed description should include step-by-step, full implementation.

2. Qualified firm should detail the project plan time table required to install and integrate the LPR system on the specified vehicle.

3. Proposals must include a detailed description of how the proposed LPR system will integrate with the City’s existing DataTicket parking management software, including all necessary interfaces, workflow automation, and assurances of full compatibility.

D. Training and Support - Proposed Approach and Installation – For this section, qualified firms should, at a minimum, submit the following information with their response to this RFP:

1. Describe what training and number of hours of training you will be providing City staff to operate mobile and back office equipment;

2. Describe the desk support offerings available; and

3. The speed and accessibility of technical support.

E. Preventative Maintenance – Describe in detail what the preventative maintenance program offers during the warranty period and after.

City of Ukiah Page 4
Request for Proposals – Parking Enforcement License Plate Reader System F. Price Schedule – The successful qualified firm will be responsible for the provision of all equipment, hardware, software and plications, all aspects of the system design, implementation, installation, training, and maintenance for (1) LPR system described in this RFP. This is a “turn-key” solution.

1. The Pricing shall be separated into the following components:
a) Cost for each camera, processor, and other required hardware (list all) b) Cost for software, storage, and application(s)
c) Cost for installation (including all required labor and parts) d) Training Costs
e) Warrant costs, which includes preventative maintenance costs during the warranty period f) Annual support costs
g) All other costs not included above to complete the project/work. Provide detailed costs h) Maintenance costs, after warranty expiration.

6.0 PROPOSAL EVALUATION
The following evaluation criteria will be used in evaluating and selecting candidates:

A. System Functionality & Technical Approach (30 points) The extent to which the proposed LPR system meets the operational needs, including accuracy, reliability, ease of integration, and real-time capabilities. Must demonstrate clear understanding of project goals.

B. Implementation Plan & Timeline (20 points)
Clarity, feasibility, and completeness of the proposed project implementation schedule, including training, testing, and support phases.

C. Vendor Experience & Qualifications (20 points)
Demonstrated experience in implementing similar LPR systems in municipal or parking enforcement contexts; qualifications of project team.

D. Cost Proposal (20 points)
Total cost of ownership, including software, hardware, installation, licensing, maintenance, and support.

Cost-effectiveness and value.

E. Support, Maintenance & Warranties (10 points)
Quality and scope of ongoing technical support, system updates, service level agreements (SLAs), and warranty coverage.

The City reserves the right to reject any and all proposals. The City reserves the right to award a contract or multiple contracts to the firm or firms that presents the proposal, which in the sole judgment of the City, best serves the City’s interest. The City reserves the right to reject any or all proposals, to waive minor irregularities in said proposals, and/or negotiate minor deviations with the successful firm or firms.

7.0 ADDENDA
If it becomes necessary to revise any part of this Request for Proposal after it has been released, the City will issue an addendum containing the revision. All addenda will be posted on the City’s website at www.cityofukiah.com/purchasing with the rest of the documents. Anyone who intends to submit a proposal in response to this solicitation must check the website frequently for any posted addenda. Anyone submitting a proposal will be deemed to have seen and agreed to be bound by the posted addenda.

8.0 INSURANCE REQUIREMENTS
Provided as Attachment “A” are the City’s complete insurance requirements. Awarded firm, prior to performing any work, shall procure and maintain for the duration of the contract insurance per the attached requirements.

City of Ukiah Page 5
Request for Proposals – Parking Enforcement License Plate Reader System

9.0 CITY BUSINESS LICENSE
Awarded firm will be required to maintain a City business license for the duration of the contract. Information regarding the City business license can be found on the City website, at www.cityofukiah.com/businesses.

10.0 PUBLIC RECORDS
All materials submitted in response to this RFP are property of the City and will not be returned. The materials will be a public record subject to the disclosure provisions of the California Public Records Act and any other related public law or provision of such laws.

11.0 FINANCIAL RESPONSIBLITY
The City accepts no financial responsibility for any costs incurred by a firm in responding to this RFP.

Submissions will become the property of the City and may be used by the City in any way deemed appropriate.

CITY OF UKIAH

INSURANCE REQUIREMENTS FOR CONTRACTORS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

I. Minimum Scope of Insurance
Coverage shall be at least as broad as:

A. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).

B. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).

C. Worker’s Compensation insurance as required by the State of California and Employer’s Liability Insurance.

II. Minimum Limits of Insurance
Contractor shall maintain limits no less than:

A. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

C. Worker’s Compensation Employer’s Liability: $1,000,000 per accident for bodily injury or disease.

III. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officers, officials, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.

IV. REQUIRED Insurance Provisions
Proof of general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

A. The City, its officers, officials, employees, and volunteers are to be covered as ADDITIONAL INSURED with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the contractor; and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment, furnished in connection with such work or operations.

General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance, or as a separate owner’s policy.

B. The workers’ compensation policy is to be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured for the City. NOTE: You cannot be added as an additional insured on a workers’ comp policy.

C. For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance with respect to the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be in excess of the Contractor’s insurance and shall not contribute with it.

D. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City.

E. Note: (This protects the Contractor) -Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of Civil Code.

V. RATING - Acceptability of Insurers
Insurance is to be placed with admitted California insurers with a current A.M. Best’s rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating.

VI. Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements affecting coverage required by this clause. The endorsements should be on forms provided by the City. If endorsements are on forms other than the City’s forms, those endorsements or policies must conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

VII. Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

If you have questions regarding our insurance requirements contact: Risk Manager (707) 463-6287 FAX (707) 463-6204 01/07
Attachment A

PAGE 1 OF 7

AGREEMENT FOR

PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this day of , 2008 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and _________________, a _____________ [sole proprietorship, corporation, partnership, limited partnership, limited liability company, etc.] organized and in good standing under the laws of the state of ______________, hereinafter referred to as "Consultant".

RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to ________________________________. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement.
c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement.

TERMS OF AGREEMENT

1.0 DESCRIPTION OF PROJECT

1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").

2.0 SCOPE OF SERVICES

2.1 As set forth in Attachment "A".

2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement.

3.0 CONDUCT OF WORK

3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services within ________________ from receipt of the Notice to Proceed.

Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation.

4.0 COMPENSATION FOR SERVICES

4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $-------. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment B,

PAGE 2 OF 7
which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment B. Consultant shall complete the Scope of Work for the not-toexceed guaranteed maximum, even if actual time and expenses exceed that amount.

4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement.

4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1.

4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed.

5.0 ASSURANCES OF CONSULTANT

5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose.

It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed.

Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City.

Consultant shall pay all estimated and actual federal and state income and selfemployment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit.

PAGE 3 OF 7
Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement.

5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination.

6.0 INDEMNIFICATION

6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement.

A. Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01.

2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.

3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance.

4. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability.

B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:

1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

PAGE 4 OF 7

3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident.

4. Errors and Omissions liability: $1,000,000 per occurrence.

C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement.

PAGE 5 OF 7

3. Professional Liability Coverage
If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend from ------ to ------------.

4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.

E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating.

F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted.

All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium.

G. Subcontractors
Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1.

6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City.

PAGE 6 OF 7
“Indemnify,” as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses.

References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors.

7.0 CONTRACT PROVISIONS

7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A".

All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City.

7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County.

7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties.

7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect.

7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing.

7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent.

7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself.

7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services

PAGE 7 OF 7
performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract.

7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement.

8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows:

CITY OF UKIAH --------------
DEPT. OF_____________ --------------
300 SEMINARY AVENUE --------------
UKIAH, CALIFORNIA 95482-5400

9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:

CONSULTANT
BY: __________________________ ____________________
Date
PRINT NAME: _________________
__________________
IRS IDN Number

CITY OF UKIAH
BY: ____________________
Date

CITY MANAGER
ATTEST

PAGE 8 OF 7
____________________
CITY CLERK Date

1 City of Ukiah, CA
RFP for Parking Enforcement License Plate Reader System Submitted electronically: October 24, 2025
Lauren Santillano | Account Executive
[email protected] | 844-393-7462 ext. 707 www.eyep-solutions.com
Attachment 2

Table of Contents
Cover Letter........................................................................................................................... 3 A. Quote.......................................................................................................................... 4 B. Experience of Qualifications ........................................................................................ 5 Outline of Project...........................................................................................................................5 Capabilities....................................................................................................................................5 Key Personnel ................................................................................................................................5 C. Proposed Approach and Installation ............................................................................ 7 Description of Services...................................................................................................................7 Project Plan....................................................................................................................................9 D. Training and Support................................................................................................. 10 Training .......................................................................................................................................10 Support........................................................................................................................................10 E. Preventative Maintenance ........................................................................................ 11 F. Price Schedule ........................................................................................................... 12 One-Time.....................................................................................................................................12 Recurring (Annually).....................................................................................................................12

3 Cover Letter
To Whom It May Concern:

I am writing on behalf of EyeP Solutions, Inc. (EyeP), a Genetec Unified Elite Partner and certified small business (#1751196), in response to the City of Ukiah’s Request for Proposals for Parking Enforcement License Plate Reader System (ALPR). EyeP brings extensive experience in delivering tailored ALPR solutions, drawing upon our longstanding partnership with Genetec and deep expertise in video surveillance, access control, and license plate recognition. We understand the critical role ALPR technology plays in modernizing parking enforcement, supporting public safety, and enhancing operational efficiency, especially in dynamic municipal environments such as Ukiah.

Most recently, EyeP partnered with the Port of San Diego to deploy Genetec AutoVu ALPR systems across six of their parking enforcement vehicles — a project closely aligned with the City of Ukiah’s scope of work. Our successful execution of that deployment further demonstrates our ability to deliver complex, municipal-grade ALPR solutions on time and to specification.

I will be the City of Ukiah’s Account Executive and be the primary point of contact throughout the project. I have over a decade of experience in the parking, mobility, and public safety industry with specialization in LPR and video analytics. I am currently the Vendor Representative for the California Mobility and Parking Association (CMPA) Board of Directors and hold multiple Genetec certifications.

EyeP’s team also includes Genetec LPR-certified sales engineers and technical specialists who will manage the complete project lifecycle — from planning and deployment through to post-installation support. We are committed to a streamlined, single-phase rollout that fully aligns with the City’s operational and technical requirements.

We sincerely appreciate the opportunity to respond and look forward to the potential of working with the City of Ukiah to deliver a best-in-class ALPR solution.

Sincerely,
Lauren Santillano
EyeP Solutions, Inc.

4 A.Quote
Please see Section F for quote/price schedule.

5 B. Experience of Qualifications
Outline of Project
EyeP is proposing to procure, install, configure, and support for the City of Ukiah, the Genetec AutoVu SharpZ3 solution outlined in 4.0 Scope of Services.

Capabilities
EyeP Solutions Inc. is a leading security and systems integration firm with a proven track record of delivering advanced Automated License Plate Recognition (ALPR) solutions to municipal, law enforcement, and commercial clients across California. With over a decade of experience integrating mobile ALPR systems into public safety and parking enforcement operations, we are uniquely qualified to support the City of Ukiah’s requirements of implementing an efficient, accurate, and scalable electronic chalking solution for parking enforcement.

We confirm our ability to complete all work within the required timeframes as specified. Our team is fully committed to delivering services in a timely and efficient manner, and we have proven systems in place to ensure deadlines are consistently met.

We also assure the availability and continuity of qualified staff throughout the term of the agreement.

Our personnel assignments are managed to ensure uninterrupted service delivery, and we have contingency plans to maintain service levels in the event of any unforeseen staffing changes.

Our corporate office is at 3450 Palmer Drive, Suite 4-191 in Cameron Park, CA (El Dorado County). We currently employee over 24 staff, including our own in-house cabling and electrical contractors. Our deployment engineers as well as our sales staff are certified at the appropriate levels to be able to expertly deploy any future needs the Citty may have. Our software engineers (deployment software engineers) are all Genetec-certified.

EyeP has grown substantially since our founding in 2005. We have had multiple multi-year contracts and short-term contracts related to both physical security as outlined/required in this RFP as well as network security. EyeP is in excellent financial standing. EyeP has been a Genetec Unified Elite Partner since 2019 but has completed many installations of Genetec products and solutions prior to this designation. We partner with Kearns Body Automotive to install the LPR hardware and any hardware accessories invehicle.

Key Personnel
EyeP will fulfill all requirements for this project and will not be utilizing a subcontractor. The team stated are fully employed by EyeP, which includes Rich Timm (CEO/Manager of Technical Team), Greg Travis (Project Manager, PMP), Katelynn Granum (Sales Engineer), and Lauren Santillano (Account Executive).

Lauren Santillano will be the Account Executive / negotiating contact during the award process. EyeP will inform and discuss with the City if a change is needed as EyeP has a team of four engineers.

6 At the core of our approach to providing exceptional service and ensuring the ongoing success of the security system at the City is our support, which places a strong emphasis on training and continuous support.

Greg Travis, Project Manager (PMP)
Greg Travis joins EyeP Solutions as the new Project Manager, bringing over 25 years of experience in project and operations management. Over his career he has specialized in project rollouts, resource allocation and leading various teams in servicing clients in the government, education, telecommunications and various private sectors.

Greg is a Certified Project Management Professional (PMP) and carries a Bachelor’s degree in Business.

His experience includes 10 years as a Project Manager and 5 years as the Operations Manager for Garrahan Electric, Inc. He was the Account Manager and Project Manager for Trinity Integrated Networks and Trinity Government Systems for over 9 years.

Greg’s extensive expertise in project and operations management will be instrumental as EyeP Solutions continues to innovate and deliver top-tier solutions.

Katelynn Granum, Solutions Engineer
Katelynn Granum has been on the EyeP Solutions team since 2025. She is proficient and is a subject matter expert on Genetec Autovu LPR and parking solutions. She holds multiple Genetec and Axis Communications certifications. Katelynn is responsible for attending site walks, maintaining EyeP Solutions customer support helpdesk, estimates, and providing post-sales engineering. Katelynn is currently assigned to this project, but all solutions/technical engineers are certified in Genetec LPR.

Lauren Santillano, Account Executive
Lauren Santillano is an experienced Account Executive at EyeP Solutions, with a strong background in technology, strategic initiatives, and operational planning. She began her career in the parking industry at Sacramento State’s Parking and Transportation Services office. After graduating, Lauren joined T2 Systems, where she played a key role in managing and deploying numerous LPR systems west of Denver, in partnership with Genetec.

Her passion for video analytics and LPR led her to Route1, where she advanced to Vice President of Business Development. In 2021, Lauren joined EyeP Solutions to broaden her impact in the physical security industry. She now serves as a subject matter expert in license plate recognition, helping customers integrate technologies such as security cameras, badge readers, evidence management systems, and LPR to create a comprehensive operational view.

Lauren holds certifications in all Genetec solutions and currently serves as the Vendor Representative on the California Mobility and Parking Association (CMPA).

Jim Kearns, Installer (subconsultant)
Jim has been working with the EyeP team since 2022. He has worked on all LPR installations from EyeP Solutions to deploy successful projects throughout California. He is based in Northern California.

7 C. Proposed Approach and Installation
Description of Services
Genetec AutoVu – hardware and software
The AutoVu™ SharpZ3 is a mobile automatic license plate recognition (ALPR) system that goes beyond traditional plate identification. It brings new levels of insight in vehicle analytics, situational awareness, and accuracy. That’s because the SharpZ3 is powered by the latest edge-based processing technology.

Designed to combine high-performance and low power consumption, it lets you take full advantage of machine learning capabilities directly at the edge. And with its third optical sensor, the SharpZ3 can precisely position objects and vehicles to understand what’s around the license plate, placing reads into context.

With this technology, you are keeping your LPR platform of highly actionable data in your existing Genetec environment.

EyeP Solutions is proposing AutoVu Managed Services (AMS), which is the hosted Azure environment for Genetec AutoVu. Hosting your LPR solution on cloud servers allows more flexibility in support from the EyeP team and less strain on internal IT resources. AMS requires no on-site servers and is the responsibility of Genetec to maintain upgrades, uptime, and overall maintaining of infrastructure. Please note AMS is not CJIS compliant what was proposed. However, Genetec does offer CJIS compliant cloud AMS and our quote can be revised if needed.

The LPR system will integrate with the City’s DataTicket system via export of data to allow for real-time integration for the City to enforce on hits and violations. This is done via SFTP connection with DataTicket. This integration has been deployed at multiple Cities in California.

In-Vehicle Computing Solution
EyeP to validate compatibility with City existing hardware. City to procure and install the in-vehicle computing solution (i.e. tablet, mounting, docking). EyeP will install Genetec Patroller, which is the invehicle software to identify and accept reads and hits. Once the officer has accepted a hit, it’s then pushed via data export to DataTicket to complete the enforcement ticketing process. EyeP will need to

8 work with the City prior to on-site to determine any firewalls or other applications EyeP will need to work through to install Patroller successfully. Below is a sample of a hit highlighted as red to notify the officer:

9 Reads and Hits Workflow
Project Plan
See below for a sample phased approach to our ALPR deployment:

Phase 1: Project Initiation (Week 1)
• Assign a dedicated Project Manager
• Conduct a project kickoff with City's stakeholders
• Finalize integration protocols with City's integration partners • Confirm system requirements and finalize data retention and storage plans Phase 2: System Configuration and Development (Weeks 2–5) • Configure and test the LPR application for compatibility – provided by the City • Develop API integrations with the above mentioned integration partners • Build out configurations to support:
o Real-time permit status checks
o Electronic chalking (manual and automated)
o Scofflaw alerts
Phase 3: Full Deployment and Support (Weeks 6-7)
• Roll out the solution city-wide
• Train enforcement staff on system use, including electronic chalking and citation issuance • Provide full documentation and training manuals
• Establish a helpdesk support line and scheduled maintenance checks

10 D.Training and Support
Training
EyeP to provide training to the City during the week of installation. This includes Security Center (backend training) as well as operator training, which is a “train the trainer” approach which allows for driving in the vehicle to train and do final testing. We would expect 1 hour for training.

Support
EyeP is a Genetec Unified Elite Partner and is prepared to support the City with your ALPR solution. The City will contact EyeP Solutions for assistance and troubleshooting. To keep costs low, we are proposing remote support services. If on-site is required, to be mutually agreed between EyeP and the City and can be quoted as needed. However, our support options are flexible and happy to revise our proposed service offering if needed by the City. Hardware if needed is not included in our support pricing.

Our standard business hours are M-F 8am-6pm PST. Response time for high priority issues is 4 business hours and medium priority issues is 1 business day. The City can contact EyeP support by phone or email.

11 E. Preventative Maintenance
EyeP has included one (1) preventative maintenance trip annually. This includes reviewing all configurations, camera angles, and cable connections.

For manufacturer warranty, Genetec has a standard RMA process to warranty hardware up to one (1) year. However, EyeP has provided options to pre-purchase advanced swap warranty up to five (5) years which allows the City to receive the replacement of the bad unit before sending back the hardware with any issues to ensure there’s minimal downtime. Genetec’s warranty terms can be found here.

12 F. Price Schedule
One-Time
Item Qty Unit Price Extended Price
AU-K-C2Z3-850
LPR City kit – includes trunk unit and 2 LPR cameras with associated cables
1 $15,079.17 $15,079.17

AU-OFFLINEMAP-NA
North American map for in-vehicle.
1 $416.67 $416.67
Freight 1 $150.00 $150.00
Cabling Materials
Consumables for installation
1 $200.00 $200.00
Installation and Configuration
Includes training, installation, and configuration. Includes both on-site and remote services, and working extensively with the City on configurations and networking of the invehicle solution. This includes the onboarding and configuration of the Azure AMS environment by Genetec.
1 $11,000.00 $11,000.00
Mobilization 1 $2,000.00 $2,000.00
Optional Warranty (1 of 2 options)
This warranty option is if the City pre-purchased advanced swap warranty for five (5) years. There is a return and repair warranty option not provided here, because advanced swap is recommended because there will only be one (1) vehicle operational and this would minimize downtime. Return and repair warranty is included in year 1 of purchase.

Item Qty Unit Price Extended Price
AU-K-EWAS-4Y
Four (4) years of advanced swap warranty.
1 $8,512.00 $8,512.00
AU-K-EWUP-1Y
Upgrades year 1 to advanced swap warranty.
1 $465.50 $465.50
Recurring (Annually)
Item Qty Unit Price Extended Price
EyeP Support 1 $3,500.00 $3,500.00
EyeP Preventative Maintenance 1 $2,000.00 $2,000.00
SCS-AV-MS2.0
AutoVu Managed Services Azure hosting – 1 year hit
retention (with images) and 1 year read retention (without 1 $3,883.70 $3,883.70

13 images)
SCS-AV-MS-1PATROLLER
In-vehicle license
1 $316.96 $316.96
Optional Warranty (2 of 2 options)
This warranty option is if the City purchased advanced swap warranty annually up to five (5) years.

There is a return and repair warranty option not provided here, because advanced swap is recommended because there will only be one (1) vehicle operational and this would minimize downtime. Return and repair warranty is included in year 1 of purchase.

Item Qty Unit Price Extended Price
AU-K-EWUP-1Y
Upgrades year 1 to advanced swap warranty.
1 $465.50 $465.50
AU-K-EWAS-1Y
One (1) year of advanced swap warranty.
1 $2,658.97 $2,658.97
$50,648.47

14

COU No. 2526-148
PAGE 1 OF 7

AGREEMENT FOR

PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this 18th day of November, 2025 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and EyeP Solutions, Inc., a corporation organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant".

RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to parking enforcement LPR cameras. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement.
c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement.

TERMS OF AGREEMENT

1.0 DESCRIPTION OF PROJECT

1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").

2.0 SCOPE OF SERVICES

2.1 As set forth in Attachment "A".

2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement.

3.0 CONDUCT OF WORK

3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services within three (3) years from receipt of the Notice to Proceed. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. The time of completion encompasses the full Scope of Work described in Exhibit A, which shall be invoiced upon completion, as well as the ongoing support services set forth in Exhibit B, which shall be invoiced on an annual basis. It also includes any licensing-related costs identified in the proposal.

Attachment 3

COU No. 2526-148
PAGE 2 OF 7

4.0 COMPENSATION FOR SERVICES

4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $53,386.10. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment A, which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment A. Consultant shall complete the Scope of Work for the not-toexceed guaranteed maximum, even if actual time and expenses exceed that amount.

4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement.

4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1.

4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed.

5.0 ASSURANCES OF CONSULTANT

5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose.

It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed.

Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City.

Consultant shall pay all estimated and actual federal and state income and selfemployment taxes that are due the state and federal government and shall furnish and

COU No. 2526-148
PAGE 3 OF 7
pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit.

Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement.

5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination.

6.0 INDEMNIFICATION

6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement.

A. Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01.

2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.

3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance.

4. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability.

B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:

1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the

COU No. 2526-148
PAGE 4 OF 7
general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident.

4. Errors and Omissions liability: $1,000,000 per occurrence.

C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

COU No. 2526-148
PAGE 5 OF 7

2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement.

3. Professional Liability Coverage
If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend one (1) year from the date of final approved invoice.

4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.

E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating.

F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted.

All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium.

G. Subcontractors
Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1.

6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the

COU No. 2526-148
PAGE 6 OF 7
termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City.
“Indemnify,” as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses.

References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors.

7.0 CONTRACT PROVISIONS

7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A".

All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City.

7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County.

7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties.

7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect.

7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing.

7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent.

7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself.

7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services

COU No. 2526-148
PAGE 7 OF 7
provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract.

7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement.

8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows:

CITY OF UKIAH EYEP SOLUTIONS, INC
DEPT. OF FINANCE 3450 PALMER DR
300 SEMINARY AVENUE SUITE 4-191
UKIAH, CALIFORNIA 95482-5400 CAMERON PARK, CA 95682

9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:

CONSULTANT
BY: __________________________ ____________ PRINT NAME: _________________ __________________
IRS IDN Number

CITY OF UKIAH
BY: ____________________
Date

CITY MANAGER

COU No. 2526-148
PAGE 8 OF 7
ATTEST ____________________ CITY CLERK Date

Prepared for
City of Ukiah, CA
City of Ukiah - 1 LPR vehicle (Year 1)
Quote #009995-R4
Prepared by
Lauren Santillano
[email protected]
EyeP Solutions
3450 Palmer Drive Suite 4-191
Cameron Park, CA 95682
November 13, 2025

Quote No. 009995-R4
November 13, 2025
EyeP Solutions • 3450 Palmer Drive Suite 4-191 • Cameron Park, CA 95682 • eyep-solutions.com Lauren Santillano
Account Executive
[email protected]
Direct: (844) 393-7462, Ext. 707
Terms: Net 30
This Quotation Was Prepared Exclusively For Buyer:

City of Ukiah, CA
Attn:

California
Ship to:

City of Ukiah, CA
Attn:

California

ONE-TIME

ITEM DESCRIPTION QTY YOUR PRICE TOTAL
AU-K-C2Z3-850 AutoVu™ SharpZ3 850nm CITY KIT includes main SharpZ3 dual processing unit with Horizonal/Verticle
mounts, wiring, USB GPS and Genetec Patroller™
license. 2 Cameras and camera mounts included
1 15,079.17 $15,079.17T
AU-MOFFLINEMAPNAMapping License including data for North America 1 416.67 $ 416.67 MOBILIZATION Mobilization
Travel - Milage- Tolls
1 2,100.00 $2,100.00
CAB-MAT Cabling Materials, Electrical materials 1 200.00 $ 200.00 PS-ESU-1 Installation and Configuration
See attached SOW
1 11,000.00 $11,000.00

RECURRING

ITEM DESCRIPTION QTY YOUR PRICE TOTAL
SCS-AV-MS1PATROLLERSubscription for AutoVu Managed Service 1 Patroller Connection
1 316.96 $ 316.96
SCS-AV-MS2.0 Subscription for AutoVu Managed Service 2.0. Maximum of 1 year Hit retention
(with images) and 1
year read retention (without images). See product
description for limitations.

Max five (5) concurrent Security Desk connections.

Includes: AutoVu base, Security Center mapping, List
1 3,883.70 $3,883.70

Quote No. 009995-R4
November 13, 2025
EyeP Solutions • 3450 Palmer Drive Suite 4-191 • Cameron Park, CA 95682 • eyep-solutions.com

ITEM DESCRIPTION QTY YOUR PRICE TOTAL
Updater and Pay-by-Plate Single. Includes Genetec Advantage EYEPSUPPORTEyeP-Support
See attached SLA
1 3,500.00 $3,500.00
Subtotal: $36,496.50
Freight 150.00
Sales Tax Paid, ( 8.88%): 1,338.28
This Quotation is in effect for 30 day(s).

Delivery Date: TBD from Buyer's placement of order.

Total: $37,984.78
Comments:

CA SB#1751196
Nevada Electrical License #0088482
CSLB#684520 Confidentiality of Quote:

Neither party shall disclose the terms and conditions of this Quote or the pricing contained therein to any third party except as required by applicable law, rule, or regulation. Provided, however, that either party may disclose such terms, conditions or pricing to legal, accounting and professional advisors bound by formal ethical or fiduciary duties requiring such advisors to treat, hold and maintain such information in accordance with the terms and conditions of this Agreement.

Prices and Payment
“Terms and Conditions of sale which appear on purchaser’s document (including purchase orders) and which are inconsistent with these terms shall be voided. EyeP Solutions may ship partial orders. Orders canceled after shipment are subject to a 20% restocking fee. All products and services provided after order receipt shall be invoiced for payment in full including but not limited to; design and planning, layouts, 3rd party meeting and coordination, equipment extraction, etc. Delays in delivery at the

Quote No. 009995-R4
November 13, 2025
EyeP Solutions • 3450 Palmer Drive Suite 4-191 • Cameron Park, CA 95682 • eyep-solutions.com customer request may result in storage fees. Prices are good for 30 days. Payment terms are subject to EyeP Solutions credit approval.”
Signature: Date:

3450 Palmer Drive, Suite 4-191, Cameron Park, CA 95682
www.eyep-solutions.com [email protected] Phone: 916-335-7527 Fax: 530-387-2106 Exhibits
Exhibit A – Scope of Work
Exhibit A reflects the products and services quoted in EyeP Quote #9995.

Introduction
Client Name of Project
City of Ukiah, CA 1 LPR vehicle
Stakeholders
Stakeholders and project team members may change based on resources at the time of project kick-off. EyeP commits to have multi-layered resources the Client can access and utilize, including: project manager, deployment engineering team, account manager. The Client commits to likely at least two (2) resources that can cover operations and IT needs for this project.

Background and Purpose
City of Ukiah enforces parking rules and regulations within Mendocino County, CA.

Scope of Work
Configuration of Genetec Security Center of parking policies and regulations, including:
o Maps
o Enforcement vendor integration
o Time restrictions
Installation includes:
o 1 LPR vehicle with no requirements for advanced navigation or wheel imaging o Installation of workstations
o Software installation and training
Exclusions and Assumptions
Time restriction zones shall not exceed 50 zones. If exceeded, change order required.

Maps shall be provided in polygon-based KML files. If maps cannot be provided in this file format, change order may be required.

3450 Palmer Drive, Suite 4-191, Cameron Park, CA 95682
www.eyep-solutions.com [email protected]
Phone: 916-335-7527 Fax: 530-387-2106
Enforcement vendor has existing integrations standardized with Genetec.

Permit vendor(s) have existing integrations standardized with Genetec.

Vehicles are in Client possession at least 1 month prior to scheduling installation.

Client responsible for the coordination and configuration of any network-based roles and requirements as Service Provider cannot touch for legal reasons.

Client responsible for providing any hotlist access and requirements – Service Provider cannot enter into contract or relationship with other entities or agencies.

Client responsible for procuring and installing for in-vehicle computing kit, such as tablet, tablet mounts, tablet docks, external modems, etc. Service Provider not responsible for implementation or troubleshooting.

AutoVu Managed Services (AMS) version is not quoted as CJIS compliant, but can be upon request.

If there are deviations from the original scope, change order may be necessary and will be mutually discussed between EyeP and Client.

Schedule and Milestones
Installation will be located at City of Ukiah (specific address TBD). Important milestones include:

Project kick-off
Configuration
On-site installation
Testing and acceptance
Training
Close out
Milestone More Information
Project kick-off Completed questionnaire
Configuration Testing based on data from questionnaire
On-site installation Installation of vehicles + workstations Testing and acceptance Mutual review and understanding of system design based on questionnaire Training Train the trainer for both operators (in vehicle) and supervisor (Genetec Security Center)
Close out Sign-off
Training documentation provided
Activating post-install support contract

3450 Palmer Drive, Suite 4-191, Cameron Park, CA 95682
www.eyep-solutions.com [email protected]
Phone: 916-335-7527 Fax: 530-387-2106
Exhibit B - Support
Overview
This document provides an overview of support services and warranty for your ALPR deployment by EyeP Solutions, Inc. (“Service Provider”). This SSA is based on Customer using AutoVu Managed Services (AMS) cloud-hosted environment.

Purpose
The purpose of this SSA is to:

Define the levels of support provided.

Establish measurable service targets for response and resolution.

Outline responsibilities of both the service Provider and the Customer.

Ensure efficient resolution of technical issues and queries.

Scope of Services
If on-site required, one (1) on-site visit is included.

Customer to maintain manufacturer firmware and support maintenance agreement for all manufacturers included in this ALPR solution by Service Provider.

Hardware Troubleshooting
Inclusions
Facilitating RMAs (if required)
RMA shipping costs
Firmware updates
Camera replacement, re-alignment, adjustment
LPR trunk unit

3450 Palmer Drive, Suite 4-191, Cameron Park, CA 95682
www.eyep-solutions.com [email protected]
Phone: 916-335-7527 Fax: 530-387-2106
Miscellaneous cabling (under $100)/labor to re-crimp connectors Exclusions
Examples include but are not limited to:

Laptop replacement.

ALPR replacement or moving another vehicle.

Damage outside of normal wear and tear or negligence.

In-vehicle computer (purchased and installed by Customer) Software and Network Troubleshooting
Service Provider to make every effort to troubleshoot and resolve issues via remote access to your ALPR system.

Inclusions
Monitoring uptime (with Customer authorization).

Assisting Customer IT team to troubleshoot network issues.

Working with parking technology partners to troubleshoot third-party exporting or pay-byplate connections.

Exclusions
Examples include but are not limited to:

Issues caused by third-party integrations not managed by the Service Provider.

User errors or problems caused by failure to follow recommended guidelines.

Configuration
Service Provider to assist with post-deployment system configurations as changes are required.

Inclusions
5 zone configurations
2 hotlists
5 permits and overtime rules

3450 Palmer Drive, Suite 4-191, Cameron Park, CA 95682
www.eyep-solutions.com [email protected] Phone: 916-335-7527 Fax: 530-387-2106 1 pay-by-plate integration configuration
Preventative Maintenance
Annual on-site preventative maintenance is not included in this SSA.

Manufacturer Warranties
Genetec
One (1) year standard warranty is included. Extended warranties can be purchased upfront or year over year until year 5 with following options:

Advanced Swap - consists of a replacement unit being sent without needing to wait for the returned item to be received by Genetec or one of its suppliers.

Return and Repair - consists of the hardware being sent to Genetec or one of its vendors to be repaired.

Additional information re: RMA policy also can be found here. Support Processes and Procedures Rates
If additional services are required outside of the SSA, Service Provider has the following rates:

Resource Description Rate
IT/LPR engineering After hours - remote
1-hour minimum
$277/hour
IT/LPR engineering Regular hours – remote
-hour minimum
$185/hour
IT/LPR engineering Regular hours – on-site
8-hour minimum
$185/hour
Mobilization/Travel Travel $500/trip
Response Times
Hours

3450 Palmer Drive, Suite 4-191, Cameron Park, CA 95682
www.eyep-solutions.com [email protected] Phone: 916-335-7527 Fax: 530-387-2106 Service Provider help desk is available Monday-Friday 8am-6pm PST.

Communication Channels
Phone: Support hotline for immediate assistance.

Email: For non-critical issues and general inquiries.

Ticketing System: For tracking and resolving all support issues.

Priority Levels
PriorityLevel Description
Initial Response Time
(during business hours)
High (P2) Significant functionality issues affecting multiple users 4 hours Medium (P3) Non-critical issue with minor operational impact 1 business day Low (P4) General inquiries, feature requests, or routine support 2 business days Responsibilities
Service Provider Responsibilities
Provide timely and efficient support as defined in this SSA.

Maintain the ticketing system for issue tracking and resolution updates.

Ensure support staff is trained and knowledgeable in ALPR technologies.

Communicate updates on issue resolution and notify customers of system outages or maintenance (if Customer authorizes).

Customer Responsibilities
Provide accurate and detailed descriptions of issues to facilitate troubleshooting.

Ensure proper maintenance of hardware and infrastructure related to ALPR systems.

Grant prompt necessary access to systems for support purposes.

Notify the Service Provider promptly of any critical incidents.

Continue to maintain an active SSA contract with the Service Provider to be renewed with Genetec licensing.

Agenda Item No: 8.f.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1379

AGENDA SUMMARY REPORT
SUBJECT: Approval of Notice of Completion for the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02, and Final Payment of the 5% Retention to Ghilotti Construction Company Inc.

DEPARTMENT: Public Works PREPARED BY: Andrew Stricklin, Senior Civil Engineer PRESENTER: Tim Eriksen, Director of Public Works/City
Engineer
ATTACHMENTS:

1. Award Construction

2. Change Order

3. Notice of Completion-Spec 25-02
Summary: Council will consider approving the Notice of Completion for the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02; approve the final payment of the 5% retention to Ghilotti Construction Company Inc.; and direct the City Clerk to file the Notice of Completion with the County Recorder.

Background: City Council approved the Fairgrounds Storm Drain Replacement Project at the July 16, 2025, City Council Meeting (Attachment 1). The contract amount at time of award was $591,205, which was to be shared between the City and the Ukiah Fairgrounds. The storm drain was originally installed in a joint effort between the two organizations in 1962.

On December 3, 2025, Council approved a change order in the amount of $98,580.50 to cover additional expenses encountered during the underground work (Attachment 2). Per the agreed-upon cost-sharing agreement, the Fairgrounds will pay one-third of the total cost.

Discussion: The work of the contract was completed by the contractor in substantial conformance with the approved plans and specification on December 4, 2025. Based on actual quantities constructed and the authorized contract change order, the final contract cost was $671,204.50 which is less than the combined contract (original & addendum) amount of $689,785.50 approved by the City Council. Final payment of the retention will be made to the contractor after 35 days from the date the Notice of Completion (Attachment 3) is filed with the County Recorder. The Fairgrounds will reimburse the City for 1/3 of the total cost per the costsharing agreement.

Staff requests Council approve the Notice of Completion for the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02; approve the final payment of the 5% retention to Ghilotti Construction Company Inc.; and direct the City Clerk to file the Notice of Completion with the County Recorder.

Recommended Action: Approve the Notice of Completion for the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02; approve the final payment of the 5% retention to Ghilotti Construction Company Inc.; and direct the City Clerk to file the Notice of Completion with the County Recorder.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT:

PROPOSED BUDGET AMOUNT:

FINANCING SOURCE: City Special Project Reserve Fund/Caltran LPP Formulaic Funds/Fairground Funds REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2526088
COORDINATED WITH: Tim Eriksen, Director of Public Works/City Engineer; Seth Strader, Management Analyst II
STRATEGIC PLAN (SP):SP 2A - Continue the development and maintenance of a comprehensive Capital Improvement Plan that considers the climate impacts of those improvements.

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

Agenda Item No: 8.i.

MEETING DATE/TIME: 7/16/2025
ITEM NO: 2025-829

AGENDA SUMMARY REPORT
SUBJECT: Authorize City Manager to Award Contract for the Fairgrounds Storm Drain Replacement Project, Specification 25-02, to Ghilotti Construction Company Inc, as the Apparent Low Bidder in the Amount of $591,204, Upon the City Manager Completing Negotiation of a Satisfactory Agreement with the Redwood Empire Fairgrounds ("Fairgrounds") Sharing Costs of Construction and Other Matters Concerning the Ongoing Use and Maintenance of the Storm Drain and Related Facilities, and Approve All Necessary Budget Amendments.

DEPARTMENT: Public Works PREPARED BY: Myles Fisette, Purchasing Manager PRESENTER: Tim Eriksen, Public Works Director/City Engineer ATTACHMENTS:

1. Bid Tabulation Spec 25-02 Fairgrounds Storm Drain Replacement

2. Ghilotti Bid
Summary: Council will consider authorizing the City Manager to award a contract to Ghilotti Construction Company Inc. in the amount of $591,204 for the Fairgrounds Storm Drain Replacement Project, Specification 25-02 upon completing negotiation of a satisfactory agreement with the Ukiah Fair Grounds sharing costs of construction and other matters concerning the ongoing use and maintenance of the storm drain and related facilities, and approval of all necessary budget amendments.

Background: In March 2014, City Staff presented an item to the City Council concerning the storm drain that runs through and services the Fairgrounds. The storm drain system was originally installed as a joint effort between the City of Ukiah and the Fairgrounds, with construction occurring in or shortly after 1962.

Since its installation, the storm drain has reached the end of its expected service life and is now exhibiting deterioration typical of infrastructure of this age. At the time the issue was brought to City Staff in 2014, a small sinkhole had developed in the western upper dirt parking lot near State Street. Following extensive discussions regarding maintenance responsibility, the City took the lead and hired a professional civil engineer to design a replacement system for the aging storm drain infrastructure. Design efforts continued for several years; however, the engineer was ultimately unable to complete the project due to impending development by the Fairgrounds. There was a proposed project on the upper parking lot that was important to avoid storm drain pipe realignment. The exact location was undetermined and the final pipe alignment was never determined.

Recently, the Fairgrounds staff have raised concerns with the deterioration of the pipe. Given that the proposed development still had not occurred, City Staff agreed to revisit and complete the design plans that had been initiated nearly a decade earlier.

Discussion: On June 4, 2025, Council instructed Staff to proceed with a Request for Bid. The Request for Bid was released on June 5, 2025, and was advertised in the Ukiah Daily Journal and posted to Bidnet Direct and the City website.

The City received nine (9) construction bids for this project (Attachment 1). Ghilotti Construction Company Inc. was the lowest responsible bidder with a bid amount of $591,204. A copy of Ghilotti Construction Company ATTACHMENT 1

Inc.'s bid is provided (Attachment 2).

Staff reccomends that pursuant to Public Contract Code Section 22034(c) the City Council authorize the City Manager to award the contract to Ghilotti Construction Company Inc.upon the City Manager completing negotiation of a satisfactory agreement with the Ukiah Fairgrounds sharing costs of construction and other matters concerning the ongoing use and maintenance of the storm drain and related facilities.

Funding for the project is anticipated to come from a combination of CalTrans Local Partnership Program (LPP) formulaic funds, contributions from the Fairgrounds, and City Special Project Reserve resources. Staff further requests Council authorization to process any necessary budget amendments based on the negotiated cost-sharing agreement, calculated from the low bid amount plus a 10% contingency, without the need to return to Council for additional approval.

Recommended Action: Authorize the City Manager to award a contract for the Fairgrounds Storm Drain Replacement Project, Specification 25-02, to Ghilotti Construction Company Inc., as the apparent low bidder in the amount of $591,204, upon completion of a satisfactory agreement with the Fairgrounds regarding costsharing and ongoing maintenance of the storm drain and related facilities; and authorize the City Manager to execute all necessary budget amendments based on the negotiated cost-sharing arrangement, including a 10% contingency, without the need for further Council approval.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: $0
PROPOSED BUDGET AMOUNT: $0
FINANCING SOURCE: City Special Project Reserve Fund/CalTrans LPP Formulaic Funds/Fairground Funds REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Andrew Stricklin, Senior Engineer; Seth Strader, Management Analyst II – Public Works
STRATEGIC PLAN (SP): SP 2A - Continue the development and maintenance of a comprehensive Capital Improvement Plan that considers the climate impacts of those improvements.

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

Agenda Item No: 8.b.

MEETING DATE/TIME: 12/3/2025

ITEM NO: 2025-1314

AGENDA SUMMARY REPORT
SUBJECT: Notification of Change Order to Ghilotti Construction, Inc. for Utility Conflict Work on the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02 in the Amount of $98,580.50 and Approval of Corresponding Budget Amendment
DEPARTMENT: Public Works PREPARED BY: Seth Strader, Administrative Analyst PRESENTER: Tim Eriksen, Director of Public Works/City
Engineer
ATTACHMENTS:

1. 7/16/25 Approving ASR

2. CCO-No-1 Spec 25-02 SIGNED
Summary: Council will receive notification of change order to Ghilotti Construction, Inc. for utility conflict work on the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02, in the amount of $98,580.50 and consider approval of corresponding budget amendment Background: City Council approved the Fairgrounds Storm Drain Replacement Project at the July 16, 2025 City Council Meeting. See Attachment 1. The contract amount at time of award was $591,205, which was to be shared between the City and the Ukiah Fairgrounds. The storm drain was originally installed in a joint effort between the two organizations in 1962.

Discussion: During the construction of the storm drain line, contractors encountered a few utilities that were not discovered when design was in process. This is very common for underground work. Engineering staff worked with the contractor to explore options that would remedy the issue and then value-engineered the solutions to determine the most cost-effective path forward. The change order amount, $98,580.50, is a reflection of all construction changes that occurred on this project. See Attachment 2. From the original contract amount, $572,624.00 was spent; with the $98,580.50 change order, the total cost of the project was $671,204.50. Per the agreed-upon cost-sharing agreement, the fairgrounds will pay one-third of the total cost.

Staff recommends Council receive this report of change order to Ghilotti Construction, Inc. for utility conflict work Fairgrounds Storm Drain Replacement Project, Specification No. 25-02 and approve the corresponding budget amendment.

Recommended Action: Receive notification of change order to Ghilotti Construction, Inc. for utility conflict work on the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02 in the amount of $98,580.50 and approve corresponding budget amendment
BUDGET AMENDMENT REQUIRED: YES
CURRENT BUDGET AMOUNT: 25124210.80230.18511: $0.00
PROPOSED BUDGET AMOUNT: 25124210.80230.18511: $98,580.50 FINANCING SOURCE: City Special Project Reserve Fund/CalTrans LPP Formulaic Funds/Fairground Funds REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2526088

COORDINATED WITH: Andrew Stricklin, Senior Engineer and Tim Eriksen, Director of Public Works/City Engineer; Myles Fisette, Purchasing Manager
STRATEGIC PLAN (SP): SP 2A - Continue the development and maintenance of a comprehensive Capital Improvement Plan that considers the climate impacts of those improvements.

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

Exempt from recording fees pursuant to Government Code Section 27383 ATTACHMENT “3”
Please return to:

CITY OF UKIAH
300 Seminary Avenue
Ukiah, California 95482-5400
(707) 463-6200
No fee pursuant to Government Code 27383

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN:

1. That the real property described is owned by the following whose address is: City of Ukiah, a Municipal Corporation, 300 Seminary Avenue, Ukiah, California 95482-5400.

2. That the nature of the title to the Fairgrounds Storm Drain Replacement Project, Specification No. 25-02 of all said owners is that of fee simple.

3. That on the 4th day of December, 2025, the Contract work for this project was actually completed.

4. That the name and address of the Contractor is Ghilotti Construction Company. 246 Ghilotti Avenue, Santa Rosa, CA 95407.

5. That the real property herein referred to is described as the specific street sections in Mendocino County, California within the Ukiah City Limits.

I hereby certify under penalty of perjury that the forgoing is true and correct:

City Council Approval CITY OF UKIAH, a Municipal Corporation _________________ By: ____________________
Date Kristine Lawler, City Clerk Date
State of California
County of Mendocino

Agenda Item No: 8.g.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1411

AGENDA SUMMARY REPORT
SUBJECT: Authorization for the City Manager to Execute a Contract Amendment with E Source in the Amount of $29,325 for Continued Project Management and Consulting Services Supporting Customer Information System Transition Activities, Including the Ukiah Valley Sanitation District Onboarding, Customer Information System Upgrade, and Shutoff Policy Integration.

DEPARTMENT: Finance PREPARED BY: Mary Horger, Assistant Finance Director PRESENTER: Mary Horger, Assistant Finance Director
ATTACHMENTS:

1. City of Ukiah Amendment Request FINAL
Summary: Council will consider authorizing the City Manager to execute a contract amendment with E Source for continued project management services related to the onboarding of additional water agencies and implementation of required CIS system enhancements. The amendment increases the contract amount by $29,325 to continue support for the City’s Customer Information System (CIS) upgrade, Utility Shut-Off Policy process modifications, and the Ukiah Valley Sanitation District (UVSD) billing transition.

Background: In June 2024, following staff recommendation, the Council approved a contract with E Source in the amount of $88,485 for project management services to transition Millview and Redwood Valley water billing to the City’s Customer Information System (CIS) software and to meet the Ukiah Valley Water Authority’s January 1, 2025 go-live date.

On December 18, 2024, the Council approved a contract amendment increasing the not-to-exceed amount by $151,725 to support the transition of up to four additional water districts—including Willow, Calpella, Hopland, and River Estates—and potentially the Ukiah Valley Sanitation District. The expanded scope was necessary to ensure timely onboarding given the anticipated fiscal year 2025–26 go-live window.

Throughout both efforts, E Source has provided essential project management and technical support due to the complexity of CIS onboarding, system upgrades, and the City’s limited internal resources for proprietary CIS configuration and testing.

Discussion: E Source has submitted a proposal (Attachment 1) requesting an additional $29,325 to continue project management services through the revised milestones and scope required for the City’s ongoing CIS transition work.

The requested amendment funds:
• Continued project management and consulting support from Executive Consultant John Beichman. • Additional hours required due to the revised go-live schedule for the Ukiah Valley Sanitation District, now projected for mid-July 2026.
• Support for two significant concurrent efforts not originally included in the prior amendment:
o Milsoft’s CIS upgrade release, delayed from Q2 2025 to Q1 2026.

o Implementation and testing of substantial changes to the City’s shutoff-for-non-payment process, requiring vendor development and integration work.

As identified in the proposal for the requested amendment, additional consulting hours are required to maintain continuity of service, support parallel project timelines, and ensure alignment across onboarding activities, system upgrades, and regulatory billing process modifications.

Given these expanded requirements and the criticality of maintaining uninterrupted project support, staff recommends approval of this contract amendment.

A budget amendment is not requested at this time as available budget resources in the utility billing fund are expected to be sufficient to cover the cost. Further analysis will be conducted during the mid-year review and, if needed, adjustment to the budget requested.

Staff requests Council authorize the City Manager to execute a contract amendment with E Source in the amount of $29,325 for continued project management and consulting services supporting Customer Information System transition activities, including the Ukiah Valley Sanitation District onboarding, Customer Information System upgrade, and Shutoff Policy integration.

Recommended Action: Authorize the City Manager to execute a contract amendment with E Source in the amount of $29,325 for continued project management and consulting services supporting Customer Information System transition activities, including the Ukiah Valley Sanitation District onboarding, Customer Information System upgrade, and Shutoff Policy integration.

BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: 20513300.52100: $126,130
PROPOSED BUDGET AMOUNT: $126,130
FINANCING SOURCE: Utility Billing Cost Allocation
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: Contract 2324227
COORDINATED WITH: Dan Buffalo, Finance Director; Lori Martin, Utility Billing and Customer Service Manager; and Myles Fisette, Purchasing Manager
STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

City of Ukiah Water District
Onboarding Project Management Services
Amendment Proposal
Date : November 24, 2025
To : Mary Horger
Assistant Director of Finance
City of Ukiah Utility Services
E Source Companies, LLC (“E Source”) is providing this change order at the request of City of Ukiah Utility Services (“City”) to reflect changes to the duration of the Water District and Ukiah Valley Sanitation District onboarding project.

Scope of Work
To ensure continuity of service and alignment with the project’s needs, E Source is requesting additional hours for the ongoing consulting services of John Beichman, Executive Consultant.

The Ukiah Valley Sanitation District (“UVSD”) was postponed. While some initial work has begun, the projected go live date for this effort is now mid-July 2026, with first bills expected to be issued in August 2026.

In addition, two additional efforts not directly related to the remaining onboarding of UVSD are ongoing at the City and for which the City has requested Mr. Beichman’s assistance:
 Milsoft’s upgrade of the City’s CIS to their most recent release which was delayed from Q2 of 2025 until Q1 of 2026;
 Implementation of a significant change to the City’s shutoff for non-payment process which included development work on the part of Milsoft.

Our estimate of Mr. Beichman’s time to work on all of these items, starting in December 2025 is provided in the following table.

Fee
The fee to implement this amendment is $29,325. The hours in the table above reflect the carryover of 160 hours from the original project and 115 incremental hours as documented in our email of November 14, 2025 sent to Mary Horger.

Dec-25 Jan Feb Mar April May June July Total
UVSD 15 20 20 20 35 35 35 35 200
Misc PM: Upgrade & shutoff 20 20 20 20 15 75
Total 35 40 40 40 50 35 35 35 275
2026
ATTACHMENT 1

Agenda Item No: 8.h.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1402

AGENDA SUMMARY REPORT
SUBJECT: Approval of Contract Amendment and Corresponding Budget Amendment with Carollo Engineers for Engineering Services and Construction Management in the Amount of $335,837.58 for the Recycled Water Project – Phase 4.

DEPARTMENT: Public Works PREPARED BY: Seth Strader, Public Works Management Analyst II PRESENTER: Sean White, Water Resources Director
ATTACHMENTS:

1. Amendment 1314-231-A10

2. Recycled Water Phase 4_Carollo CM and ESDC services
Summary: Council will consider approval of contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the amount of $335,837.58 for the Recycled Water Project – Phase 4.

Background: The City previously approved Contract Amendment 10 authorizing Task Orders 8 and 9 for Engineering Services During Construction (ESDC) and Construction Management (CM) associated with Phase 4 of the Recycled Water Project (Attachment 1). The original CM/ESDC contract was structured for 24 months of on-site support in accordance with documentation submitted to the State and incorporated into the construction contract. That original contract period concluded in mid-August 2025.

Due to construction schedule delays and logistical impacts beyond the original project timeline, the City directed Carollo Engineers to remain on-site for continued construction support. This additional effort was outside the original contract scope and budget. Carollo provided the City with a detailed cost estimate for the extended support, and the City authorized continued services to maintain construction oversight and compliance.

Construction was formally extended from August 15, 2025, through October 31, 2025, with additional close-out activities extending into the end of 2025.

Discussion: With Phase 4 construction extended beyond the original contract term, continued CM and ESDC support from Carollo Engineers is required to ensure proper project execution, inspection coverage, regulatory compliance, and project close-out. Carollo has continued to provide these services at the direction of the City due to the extended construction and close-out window.

The extended scope of work includes the following services:
• Continued on-site CM and inspection services through October 31, 2025. • On-site CM and inspection support from November 4–6, 2025 for critical project activities. • Limited-capacity CM support through December 31, 2025 to assist with project close-out.

These services are essential to maintain construction oversight, manage final inspections, resolve punch list items, support regulatory documentation, and ensure successful completion of the project. A detailed cost

estimate for the extended services has been provided for this request amendment to the contract (Attachment 2).

All additional expenses for this amendment are fully reimbursable through the State Revolving Fund (SRF) grant awarded to the City for the design and construction of the Recycled Water Project.

Staff request Council approve the contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the amount of $335,837.58 for the Recycled Water Project – Phase 4.

Recommended Action: Approve contract amendment and corresponding budget amendment with Carollo Engineers for Engineering Services and Construction Management in the Amount of $335,837.58 for the Recycled Water Project – Phase 4.

BUDGET AMENDMENT REQUIRED: YES
CURRENT BUDGET AMOUNT:

PROPOSED BUDGET AMOUNT: 335,837.58
FINANCING SOURCE: State Revolving Fund (SRF)
REVENUE: No GRANT: Yes
PREVIOUS CONTRACT/PURCHASE ORDER NO.: Contract 1314231
COORDINATED WITH: Jason Benson, Senior Civil Engineer
STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

1 CITY OF UKIAH
RECYCLED WATER PROJECT – PHASE 4 DESIGN, ESDC, and CM
CHANGE ORDER 4
June 29, 2024
The following scope provides Engineering Services During Construction and Construction Management for the Recycled Water Phase 4 Project.

A detailed estimate for work to be authorized under this CO is provided as Exhibit A.

Task 8: Engineering Services During Construction
Task 8.1: Pre-Construction Conference and Weekly Meetings Carollo will attend a Pre-Construction meeting with the selected contractor at Ukiah’s WWTP to review the scope of the project and define lines of communication. Carollo will attend weekly construction meetings as necessary. It is assumed that engineering support will attend these meetings virtually. Up to 24 of these meetings are assumed to be in person.

Task 8.2: Engineer’s Site Observation
An allowance of 264 hours has been assumed to allow for on site observations by the engineering team and Crawford. It is assumed that these observations will be centered around the new pond construction, tank foundation, and trenchless crossing.

Task 8.3: Submittal Review
Carollo will review and comment on technical submittals and provide a more cursory review on nontechnical submittals when requested. Carollo has assumed the review of 150 submittals and 75 resubmittals with an allowance of up to 1,550 hrs.

Task 8.4: Respond to Requests for Information (RFIs)
Carollo will Carollo will review and comment on approximately 80 RFIs. Four hours per RFI is budgeted.

Task 8.5: Review and Preparation of Design Clarifications Carollo will prepare design clarifications as needed. Approximately 5 design clarifications have been budgeted for items such as unanticipated existing utilities.

Task 8.6: Record Drawings
Carollo will provide record drawings for the project based on a as-built, red-lined drawings received from the Contractor. It is assumed a single clear and legible set of red-lined drawings with all markups and notes will be provided to Carollo after being reviewed by the Construction Manager. Carollo shall not be responsible for field measuring as-built conditions and will solely rely on the information provided by the Contractor as the basis for preparing the record drawings. An electronic (PDF) copy of the documents will be delivered to the City.

Attachment 1

2 Task 8.7: Substantial and Final Completion Assistance Carollo shall assist the City in performing project walk-through and final inspections. Two (2) site visits are budgeted to assist with confirming substantial completion and preparation of associated punch lists of outstanding items by the engineering team.

Task 8.8: Training and Commissioning
Carollo shall assist with training City operations and maintenance staff on project elements associated with the project. Carollo will review Contractor and Vendor provided training and assist if additional training is necessary. An allowance of 144 hours has been assigned to this task.

Task 8.9: Operations and Maintenance Manuals
Carollo shall compile an O&M manual for the project elements included under this construction project.

The manual shall consist of all vendor O&M manuals, maintenance procedures, calibration requirements, and field test reports. Existing facilities not modified by Phase 4 construction will not be updated under this task. An allowance of 180 hours has been included for this task.

Task 9: Construction Management
Task 9.1: Pre-Construction
Task 9.1.1: Constructability Review / Risk Register
Upon receipt of the Notice to Proceed (NTP), Carollo will review each of the major design elements and suggest possible low-impact changes to improve construction and minimize potential for delays and/or disputes. Carollo will evaluate the plans and specifications with regard to feasibility of construction considering such factors as project schedule and milestones, coordination of work between subcontractors and trades, site constraints, conflicts with existing facilities, and the ability to keep existing facilities in operation during construction.

Task 9.1.2 Pre-Construction Conference
Carollo will schedule, coordinate, and conduct one pre-construction conference. We will prepare an agenda in advance to notify attendees of key items for discussion. We will prepare and distribute meeting notes to attendees within 10 days of the conference.

Task 9.2: Services During Construction
Task 9.2.1: Documentation System Setup
Carollo will coordinate with the City’s Project Manager (PM) in the development of a document management system for this project. Carollo can provide Autodesk Construction Cloud (ACC) for the City. A training session can be set up for personnel unfamiliar with either software, as needed. The system will be tailored to meet the needs of each party and will be maintained by the CM for the duration of the project. After the project is complete, the documentation system will be maintained for the warranty period and then delivered to each party on indexed storage media.

Task 9.2.2: Communication and Construction Management Plan A project specific Construction Management Plan will be created to establish project protocols, communications, and procedures.

3 Task 9.2.3: Documentation of Existing Site Conditions Carollo will prepare video and photographic records of initial site conditions before the Contractor begins construction. Video documentation will be accompanied by a verbal description of existing conditions. A copy of the video and photographic documentation will be provided to the City.

Task 9.2.4: Review Installation and Maintenance of BMPs and Implementation of SWPPP Carollo’s staff is educated in California’s evolving stormwater policies. We will review the Contractor’s Stormwater Pollution Prevention Plan, monitor the installed stormwater protection, and work with the contractor to maintain it throughout construction, reporting its effectiveness in accordance with current state regulations.

Task 9.2.5: Progress Meetings
Carollo will prepare an agenda, handout, and minutes, and lead weekly or bi-monthly progress meetings as required to review construction progress, schedule, and any outstanding issues that require resolution. We anticipate that the contractor, designer, and City staff will attend the meetings.

Task 9.2.6: Review Construction Schedule
Carollo will review the Contractor’s construction schedule (including updates and revisions received throughout the construction period), and will provide feedback for schedule adjustments (when appropriate). Our review will focus on key elements such as critical path, logic, duration of activities, duration of startup and testing, and construction sequencing constraints and milestones.

Task 9.2.7: Track Submittals
Carollo will coordinate and manage the shop drawing and submittal review process between the Design Engineer and the Contractor. All submittals will be tracked, distributed, and managed using the documentation system. We will screen all submittals, first determine their overall completeness/compliance with the Contract Documents, and then either (1) immediately return them to the Contractor for revision (if incomplete), (2) provide formal review/response (when related to site conditions or contractual requirements), or (3) forward them to the Design Engineer for review. Our team will also work closely with the City PM to understand the submittals that the City team will want to review, and will ensure that they are routed with appropriate time for review/response. Finally, Carollo will process and submit all responses to the Contractor in a timely manner.

Task 9.2.8: Track Requests for Information
Carollo will coordinate and manage the request for information (RFI) process between the Design Engineer and the Contractor. All RFIs will be handled using the documentation system. We will screen all RFIs to determine their validity before responding to them or forwarding them to the Design Engineer (or City) for response.

Task 9.2.9: Prepare Field Memos and Clarifications
Carollo will coordinate and manage the preparation of field memos and clarifications of drawings and specifications between the Design Engineer and the Contractor. Field memos and design clarifications (DCs) will be handled in document management system to allow easy tracking of their status and outcome.

4 Task 9.2.10: Manage Field Inspection
Carollo will provide a full-time Resident Project Representative (RPR), a full-time field inspector, parttime electrical inspector and various part-time support staff through completion of construction. The RPR will coordinate the activities of all field inspection personnel and office support staff.

The CM team will review and monitor the Contractor’s work against the contract documents to ensure compliance. We will report any non-conformances and deficiencies to the City and the Contractor, and will work with the Contractor to correct these deficiencies in a timely manner.

Field inspectors will prepare daily and monthly inspection reports, posting them on the document management system each day to keep City staff updated on project progress.

Task 9.2.11: Specialty Inspection
Carollo will provide qualified inspector(s) to monitor the Contractor’s compliance with the contract document requirements for electrical, instrumentation and control (I&C), and structural requirements.

This will include, but is not limited to, the installation of duct banks, conduit runs, special instrumentation, and structural reinforcement/welds. Installations will be monitored for compliance with all applicable state and local codes.

Task 9.2.12: Review Monthly Progress Payment Requests
Carollo will evaluate the contractor’s monthly progress payment requests from the Contractor and recommend payment by the City if requirements are met. We will compare requested quantities to the actual quantities completed and negotiate the appropriate progress payment request based on our tracked quantities and field observations.

Task 9.2.13: Review Change Order Requests
Carollo will review change order requests to evaluate claims of scope changes and/or unforeseen conditions. We will prepare independent cost estimates (as needed), negotiate change order pricing with the Contractor, and recommend a course of action to the City. If accepted, we will prepare and process approved change orders and incorporate them into the contract. We will manage a log for tracking all change orders (potential, draft, and final).

Task 9.2.14: Monitor Contractor’s Record Drawing Red-Lines Carollo will monitor and coordinate the Contractor’s recording and maintenance of Record Drawing redlines (field changes to plans and specifications during construction) on a monthly basis, or more frequently as required. At the 50-, 75-, and 90-percent project completion levels, we will perform a formal review of the Contractor’s working record drawings for general completeness and advise the Contractor (and City) of the observed status. We will approve progress payments beyond 90-percent completion contingent upon the acceptability of the working record drawings.

Task 9.2.15: Site Coordination
Carollo will work with all parties involved to coordinate system shutdowns and tie-ins. The Contractor's work will be managed to complete shutdowns within the time allotted in the Contract Documents to prevent system impacts.

5 Task 9.2.16: Equipment and Electrical Testing
Carollo will work with the Design Engineer, Contractor, and vendors to determine all required testing, then witness and document all site acceptance tests on mechanical and electrical equipment. This includes witnessing all point-to-point checks and run tests, and the confirmation that circuit breaker settings conform to the values included in the short circuit study (by others) and that all harmonic filters are correct and in place. All equipment testing results will be documented in the project records.

Task 9.2.17: Final Inspection and Contractor Punch Lists Carollo will track potential punch list items through project construction and will work with the Contractor to resolve them prior to initiating project wrap-up activities. As construction activities start to wrap-up, Carollo will schedule and conduct a final inspection of the completed facilities and issue punch lists of uncompleted items (where necessary). We will also assist the City in negotiating unsettled changes or disputes associated with these inspections. When the final punch list items have been completed or resolved, we will recommend acceptance by the City.

Task 9.3: Material Testing
The Contractor is required to provide Quality Control testing. Carollo has planned to provide a specialist firm to provide quality assurance samples and conduct testing during construction. The CM team will schedule these efforts with the City’s selected firm. Test results will be monitored for compliance with the contract documents, discrepancies will be noted, and the Contractor will be directed to make corrections (when necessary).

Task 9.4: Startup and Testing
Task 9.4.1: Oversee Startup and Testing
Carollo will oversee facilities acceptance testing and startup in coordination with the Contractor, Design Engineer, and City. Carollo with chair regular startup coordination meetings throughout the project to coordinate all parties are on the same page. Startup and testing services will include assistance with comprehensive testing of functional equipment, sub-systems, and the entire constructed process.

Task 9.4.2: Field Testing Reports and O&M Manuals
Carollo will witness all field tests of equipment, as described in the Contract Documents and required/submitted vendor documentation (using vendor/Design Engineer-supplied test report forms).

Where no report forms are available, we will use our own in-house test forms with input from the designer and vendors. All test reports will be filed with the equipment operation and maintenance (O&M) manuals. All vendor O&M manuals will be reviewed for completeness, including all recommended maintenance procedures, calibration requirements, and spare parts lists.

General Assumptions:
• Budget is based upon a 24-month effort.
• Budget assumes construction office trailer to be provided by others. • Escalation of 5% has been included in the project budget.

1 CITY OF UKIAH
RECYCLED WATER PROJECT – PHASE 4 DESIGN, ESDC, and CM
CHANGE ORDER 5
November 6, 2025
Carollo has been supporting the CM and ESDC effort for the Phase 4 Construction of the Recycled Water Project. The original CM/ESDC contract was set up for 24 months of onsite support per all documentation sent to the state and the construction contract. That period ended in mid-August. At the direction of the City, Carollo remained onsite for an additional two and a half months. Prior to this work the City was notified that this work was not included in our scope of work nor budget. The budget was shared with the City for continued support and Carollo was directed to remained onsite.

Since that time the City has also requested to maintain support from Carollo’s CM through the end of 2025 at limited capacity. This Change Order documents the out-of-scope work that is purely based on the extended construction and close out window schedule.

Construction was extended from August 15th to October 31, 2025.

Modified project elements are as followed:
• Maintain CM and inspection services on-site through October 31st, 2025. • CM and inspector requested to be on-site November 4th through 6th 2025. • CM to help support at limited capacity through December 31st, 2025 A detailed estimate for work under this CO is provided as Exhibit A.

ATTACHMENT 2

Exhibit A - (Nov 6 2025)
City of Ukiah
Recycled Water Project - Phase 4
CO 5 For Approval
PIC/PM PE Proc Struct Elec Permit Eng CAD QC/QC DP PIC CM CM Inspector EPIC Inspector Field Clerk Total Labor Crawford PECE ODC Total Task Task Description 2025 $364 $343 $343 $343 $343 $303 $290 $247 $364 $158 $320 $263 $246 $252 $138 $16.00

8.0 Engineering Services During Construction

8.1 Pre-Construction Conference and weekly meetings 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.2 Engineer's Site Observation 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.3 Submittals Review 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.4 Respond to Requests for Information (RFIs) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.5 Review and Preparation of Design Clarifications 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.6 Record Drawings 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.7 Substantial and Final Completion Assistance 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.8 Training and Commissioning 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $08.9 Operations and Maintenance Manuals 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $0 Task 8.0 Totals = 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 Task 8.0 Totals = $0

9.0 Construction Management

9.1 Preconstruction Services 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 0 $0 $0 $09.2 Services During Construction 0 0 0 0 0 0 0 0 0 10 0 521 521 40 0 1,092 $276,846 $0 $17,472 $18,000 0 $0 $35,472 $312,3189.3 Material Testing 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 $0 0 $0 $0 $09.4 Startup and Testing 0 0 0 0 0 0 0 0 0 0 0 70 0 0 0 70 $22,400 $0 $1,120 0 $0 $1,120 $23,520 Task 9.0 Totals = 0 0 0 0 0 0 0 0 0 10 0 591 521 40 0 1,162 $299,246 Task 9.0 Totals = $335,838 Project Totals = 0 0 0 0 0 0 0 0 0 10 0 591 521 40 0 1,162 $299,246 $0 $0 $18,592 $18,000 0 $0 $36,592 $335,837.58 Subconsultants
Fee
Mileage
Other Direct Costs (ODC)
Carollo Labor
Includes 10%
Subconsultant

Agenda Item No: 8.i.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1380

AGENDA SUMMARY REPORT
SUBJECT: Approval of Contract Amendment with Colantuono, Highsmith & Whatley, PC in the Amount of $42,000 for Representation of the City of Ukiah in Vichy Springs Resort, Inc. v. City of Ukiah, Northern District of California, Case No. 1:24- cv-7106, and Approval of Corresponding Budget Amendment.

DEPARTMENT: City Attorney PREPARED BY: Myles Fisette, Purchasing Manager PRESENTER: Consent Calendar
ATTACHMENTS:

1. 8e Council Action Report for 01-15-2025
Summary: Council will consider approving a contract amendment with Colantuono, Highsmith & Whatley, PC in the amount of $42,000 for representation of the City of Ukiah in Vichy Springs Resort, Inc. v. City of Ukiah, Northern District of California, Case No. 1:24- cv-7106, and approving the corresponding budget amendment.

Background: In January 2025, Council approved a retainer agreement (Attachment 1) with Colantuono, Highsmith & Whatley, PC as outside council to represent the City in the recently filed Vichy Springs Resort v.

City of Ukiah, U.S. District Court, Northern District of California, Case No. 3:24-cv-07106-JSC. Mathew Slentz in the Irvine office of the Colantuono firm specializes in inverse condemnation cases among other municipal law topics.

Discussion: In January, Staff advised Council of the continued need for legal services from Colantuono, Highsmith & Whatley, PC to represent the City in the pending action and requested an additional $60,000, with the understanding that Staff would return once those funds were expended. Staff now anticipates the need for ongoing representation and is requesting an additional budget allocation of $7,000 per month for the next six months.

To support these projected costs, a General Fund budget amendment is required. Total expenses are expected to reach, and may exceed, $42,000 during this period. Staff recommends approval of a $42,000 budget amendment and will return to Council for additional appropriations if and when further funding becomes necessary.

Staff request Council approve the contract amendment with Colantuono, Highsmith & Whatley, PC in the amount of $42,000 for representation of the City of Ukiah in Vichy Springs Resort, Inc. v. City of Ukiah, Northern District of California, Case No. 1:24- cv-7106, and approve the corresponding budget amendment.

Recommended Action: Approve a contract amendment with Colantuono, Highsmith & Whatley, PC in the amount of $42,000 for representation of the City of Ukiah in Vichy Springs Resort, Inc. v. City of Ukiah, Northern District of California, Case No. 1:24- cv-7106, and approve a corresponding budget amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 10014000.52150.18475: -$8,193.16 PROPOSED BUDGET AMOUNT: 10014000.52150.18475: $42,000
FINANCING SOURCE: General Fund
REVENUE: No GRANT: No

PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2425-161
COORDINATED WITH: Myles Fisette, Purchasing Manager; David Rapport, City Attorney STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

COUNCIL ACTION REPORT
See lower left corner for Contract, Resolution, Ordinance Nos, and Other Action Taken Attachment 1

Agenda Item No: 8.j.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1401

AGENDA SUMMARY REPORT
SUBJECT: Approval of Contract Amendment with SMB Environmental, Inc. in an amount not to exceed $45,000 for California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) Compliance for Development of an Additional Municipal Well, and Approval of Corresponding Budget Amendment.

DEPARTMENT: Water Resources PREPARED BY: Sean White, Water Resources Director PRESENTER: Sean White, Water Resources Director
ATTACHMENTS:

1. SMB Environmental Inc. Contract

2. SMB Proposed Amendment Number 1
Summary: Council will consider approving a contract amendment with SMB Environmental, Inc. in an amount not to exceed $45,000 for California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) compliance for development of an additional municipal well, and approve a corresponding budget amendment.

Background: Following the recent successive years of intense drought, it became apparent that the City would benefit from the development of an additional well to provide redundancy to the City's existing well field.

Development of an additional well is Intermediate-Term Objective 2023-4 and is also in the Capital Improvement Project (CIP) list.

Discussion: The City has retained GHD to assist the City with the development of an additional municipal well to provide redundancy to the City's existing well field. The City also retained SMB Environmental to conduct the environmental analysis for the project. GHD reviewed the existing 2006 Well Siting study and conducted exploratory drilling at two City-owned locations. Unfortunately, no suitable location for a high-capacity municipal well was identified. The existing contract with SMB (Attachment 1) provided environmental review for the top two recommended sites. Water Resources has identified a third City-owned site near the corner of Talmage and Waugh. SMB Environmental, Inc. prepared a proposal (Attachment 2) describing the additional scope of work and cost of adding a third site.

Water Resources staff is recommending approval of the proposed not-to-exceed $45,000 amendment from SMB Environmental, Inc, and corresponding budget amendment. While Staff does not anticipate using near the not-to-exceed amount, funds above the contract amount are being requested to insure expediency and to take advantage of the good weather without needing to return to Council for additional appropriation.

Recommended Action: Approve contract amendment with SMB Environmental, Inc. in an amount not to exceed $45,000 for California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) Compliance for development of an additional municipal well, and approve corresponding budget amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 82227113.80230.18425: $0
PROPOSED BUDGET AMOUNT: 82227113.80230.18425: $45,000

FINANCING SOURCE: Current financial Water resources
REVENUE: Yes / No  GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: COU No. 2324-178
COORDINATED WITH: Sean White, Water Resources Director
STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI): 7a – Expand sustainable water practices.

GENERAL PLAN ELEMENTS (GP):GP-A4 - Public Facilities, Services, and Infrastructure ElementGP-A5 - Environment and Sustainability Element

COU No. 2324-178

AGREEMENT FOR

PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this 22 day of March, 2024 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as " City" and SMB Environmental, a Corporation organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant".

RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to preparing necessary environmental documentation for the City of Ukiah’s Municipal Well Project. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement.
c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment " A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement.

TERMS OF AGREEMENT

1.0 DESCRIPTION OF PROJECT

1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").

2.0 SCOPE OF SERVICES

2.1 As set forth in Attachment "A".

2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement.

3.0 CONDUCT OF WORK

3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services within the time coordinated with City staff. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation.

4.0 COMPENSATION FOR SERVICES

4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $ 44,374.00. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment B,

4.2 4.3

4.4 5.0

5.1 COU No. 2324-178
which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment B. Consultant shall complete the Scope of Work for the not-toexceed guaranteed maximum, even if actual time and expenses exceed that amount.

Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. " Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement.

Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1.

Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty ( 30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed.

ASSURANCES OF CONSULTANT
Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant ( including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose.

It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed.

Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City.

Consultant shall pay all estimated and actual federal and state income and selfemployment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit.

5.2 6.0

6.1 COU No. 2324-178
Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement.

Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination.

INDEMNIFICATION
Insurance Liability. Without limiting Consultant' s obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement.

A. Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. Insurance Services Office (" ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01.

2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.

3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance.

4. Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability.

B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:

1. General Liability: $ 1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit.

2. Automobile Liability: $ 1,000,000 combined single limit per accident for bodily injury and property damage.

COU No. 2324-178

3. Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident.

4. Errors and Omissions liability: $1,000,000 per occurrence.

C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:

1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant' s insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant' s performance of the work, pursuant to this Agreement.

COU No. 2324-178

3. Professional Liability Coverage
If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend from one year from date of final approved invoice.

4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty ( 30) days prior written notice by certified mail, return receipt requested, has been given to the City.

E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating.

F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted.

All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium.

G. Subcontractors
Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1.

6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City.

COU No. 2324-178
Indemnify,” as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses.

References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors.

7.0 CONTRACT PROVISIONS

7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A".

All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City.

7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County.

7.3 Entire Agreement. This Agreement plus its Attachment( s) and executed Amendments set forth the entire understanding between the parties.

7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect.

7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing.

7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent.

7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself.

7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services

7.9 8.0
COU No. 2324-178
performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant' s breach of contract.

Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement.

NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail ( certified or registered) addressed to the parties as follows:

CITY OF UKIAH SMB ENVIRONMENTAL
DEPT. OF PUBLIC WOKRS STEVE BROWN
300 SEMINARY AVENUE PO BOX 381
UKIAH, CALIFORNIA 95482-5400 ROSEVILLE, CA 95661

9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:

CONSULTANT
BY: __________________________ ____________________
Date
PRINT NAME: _________________
IRS IDN Number

CITY OF UKIAH
BY: ____________________
CITY MANAGER Date
ATTEST
CITY CLERK Date
Steve Brown
March 22, 2024
27-4411017
Apr 2, 2024
Kristine Lawler (Apr 2, 2024 12:58 PDT)
Kristine Lawler Apr 2, 2024

Proposal – City of Ukiah’ s Municipal Well Project IS/ MND

SMB Environmental, Inc. ( SMB) is pleased to submit this proposal for preparing the necessary environmental documentation for the City of Ukiah’ s ( City) Municipal Well Project Project/Proposed Project). What follows is our understanding of the Proposed Project, a detailed scope of work, budget, and schedule.

PROJECT UNDERSTANDING
The City’s available water supply is subject to interruption during emergencies and may be insufficient to meet peak demands in summer and during drought years. Accordingly, the City is pursuing groundwater well options to augment its portfolio of other groundwater and surface water supply options. The scope and budget of this Proposal assumes the environmental investigation of two ( 2) identified locations for a new municipal groundwater well to be developed from the 2006 City of Ukiah Well Siting Study, which includes 1) the Ukiah Redevelopment Agency Property Near Airport location and 2) one other location within the City.

Any other locations may require additional scope and budget for this environmental investigation.

SMB’ s role will be to prepare the necessary environmental documentation. Due to the City’ s pursuit of grant and loans from other agencies, the Proposed Project would likely be subject to the CEQA-Plus requirements where the City would be the CEQA Lead Agency and to ensure that all of the applicable state and federal environmental regulations are adhered to. What follows is the proposed scope of work for SMB to build upon the previous IS/MND and prepare an adequate environmental document pursuant to CEQA-Plus requirements for the implementation of the City’s Proposed Project.

SCOPE OF WORK
Task 1 – Project Kick-off Meeting. On receipt of Notice to Proceed, SMB will meet with the City to coordinate data transfer and review existing information regarding the Project. The purpose of this meeting would be to confirm the project’ s objectives, identify and confirm the Proposed Project’ s facilities and any alternatives, and discuss the specific environmental criteria to be used. The purpose of this meeting also is to confirm all project assumptions, discuss project roles and responsibilities, ensure compatibility in project schedules, define communication protocols, document methods of analysis, and generally ensure that the team is aware of the overall project description and characteristics being designed. In addition, we will review existing information and establish a library of relevant documents relating to the Project.

Task 2 - Prepare Project Description. Based on the engineering information provided by the City, SMB will prepare a Project Description that will be suitable for effective environmental analyses. This task assumes that the City and/or it selected design engineer will provide a physical description of the proposed project, including electronic maps ( JPEG format) of the proposed project facilities and construction techniques. As required by CEQA, the Project Description will be complete with the precise location and boundaries of the Proposed Project; a statement of the objectives of the Proposed Project; and a general description of the Proposed Project’ s technical, economic, environmental, engineering, and/or construction aspects. SMB will ensure that we have a complete and final Project Description prior to initiating any significant efforts in analyzing potential environmental impacts, which will help to streamline the schedule and reduce overall costs.

ATTACHMENT A

Proposal – City of Ukiah’ s Municipal Well Project IS/ MND

Task 3 – Prepare Administrative Draft IS/MND. SMB proposes to prepare an Administrative Draft CEQA Initial Study/ Mitigated Negative Declaration ( IS/MND) pursuant to CEQA- Plus requirements to determine if the Proposed Project may have a significant effect on the environment and if so, to what extent. Based on our initial assessment, it is likely that the Proposed Project will satisfy the CEQA requirements through the preparation of a Mitigated Negative Declaration. Most, if not all, of the potential impacts appear to be short-term/temporary impacts due to construction activities and which can be avoided and/or mitigated to less than significant levels. As a result, SMB proposes to prepare an Initial Study to see if it is possible to satisfy the CEQA requirements through the preparation of an IS/MND.

In addition, SMB will conduct the following specific environmental studies to meet the CEQAPlus requirements. These include preparing the following:

Prepare Biological Resources Assessment Report. SMB will prepare a Biological Resources Assessment (BA) Report on the potential impacts of state and federally listed species as a result of the construction and operation of the Proposed Project. The BA will address the species listed under the California and Federal Endangered Species Acts ESA) that could be within the Proposed Project Area and the ability or likelihood of the Proposed Project to adversely affect those resources.

Prepare AB 52 Tribal Cultural Resources and Section 106 Cultural Resources Report. SMB will prepare a Cultural Resources Inventory Report to comply with AB 52 Tribal Cultural Resources requirements and Section 106 of the National Historic Preservation Act of 1966, as amended. The overarching criteria for determining the significance of impacts to cultural resources are the significance of the cultural resources themselves, as defined by the National Register Criteria ( 36 CFR Part 60.4). This study will consist of an archeological inventory of cultural surveys and archeological reports, contacts with Native Americans, as well as a cursory reconnaissance survey of the Proposed Action Area.

For any potentially significant impact(s) identified through the CEQA Checklist, SMB will develop appropriate mitigation measures to attempt to avoid and/or reduce those impacts to less than significant levels. If the Initial Study concludes that the Proposed Project may have a significant effect on the environment that cannot be avoided or reduced to less than significant levels through mitigation, an EIR/EIS may be required. If it is determined that an EIR and/or an EIS is required, SMB will prepare an additional scope of work, schedule, and budget for preparing the subsequent documents. For purposes of this Scope of Work, it is assumed that a IS/MND will be prepared. SMB will prepare and send electronic copies of the Administrative Draft IS/MND to the City for internal team review.

Task 4 – Prepare Public Draft IS/MND. Based on comments from the City - and assuming that an EIR is not required, SMB will revise the Administrative Draft IS/MND and prepare a Public Draft IS/MND document to undergo the required 30-day public review. An IS/MND may only be prepared when no substantial evidence exists, in light of the whole record, that the Proposed Project may have a significant environmental effect. If it is determined by the City that a IS/MND is the appropriate documentation, SMB will prepare twenty-five ( 25) copies of the Public Draft IS/MND for the required 30-day public review. SMB will prepare a Notice of

Proposal – City of Ukiah’ s Municipal Well Project IS/ MND

Completion and deliver fifteen ( 15) of the copies of the Public Draft IS/MND to the State Clearinghouse. In addition, SMB will prepare a Notice of Intent to Adopt a Mitigated Negative Declaration and send to the Mendocino County Clerk-Recorder. This task assumes that the City will send this or a similar notice to any other responsible/trustee agencies with jurisdiction by law, and to other interested or affected parties.

Task 5 – Prepare Final IS/MND and SRF Environmental Application. Upon completion of the 30-day public review period, SMB will assist the City in considering any comments received.

As appropriate, SMB will then prepare the Final IS/MND to present to the City for approval of the Proposed Project. The City is obligated to notify (in writing) any commenting agencies of the date of the public hearing on the Project for which a Negative Declaration or a Mitigated Negative Declaration is prepared and being considered for approval. SMB will prepare a draft of the Notice of Determination for the City to sign after and upon Project approval. The City will be responsible for all filing fees with the Mendocino County Clerk-Recorder, the State Clearinghouse, and/or any other agency(s) as required. SMB will then prepare the SRF Environmental Application and submit itto the State Board.

Task 6 – Project Meetings, Management, and Coordination. Due to the nature of this kind of project, it is likely that the completion of the environmental review activities will require at least one field site visit/meeting with the City and attendance at two formal City Council Meetings to present and then adopt the environmental document. As a result, we have budgeted 14 hours for this task. Any additional meetings/hours will be at the discretion of the City and will be billed by SMB on a time-and-materials basis.

PROPOSED SCHEDULE
SMB proposes to complete the CEQA-Plus process for the Proposed Project in approximately 14 weeks from notice-to-proceed. This includes the required 30-day public review period.

PROPOSED BUDGET
As shown in Table 1 below, SMB proposes to prepare an Initial Study/Mitigated Negative Declaration pursuant to CEQA-Plus requirements for the Proposed Project as described above for 44,374. This budget is based on our assumption that the Proposed Project would not have any adverse impacts to the environment that cannot easily be mitigated to less than significant levels and/or would not require extraordinary efforts, multiple reviews, and/or exceed the level of effort described herein. Also, if it is determined that an EIR/EIS is required, SMB will prepare a detailed scope and budget for the subsequent environmental documentation required. As is our standard practice, SMB will bill for services rendered on a time-and-materials basis according to our standard 2024 billing rates.

Table 1
Cost Estimate
IS/MND – City of Ukiah’ s Municipal Well Project
Task Description
Total
Hours
Total
Cost

1. Data Collection and Review/ Kick- off Meeting 12 $ 2,460

2. Prepare Project Description 24 $ 3,760

3. Prepare Administrative Draft IS/MND 154 $ 25,800

Proposal – City of Ukiah’ s Municipal Well Project IS/ MND

Table 1
Cost Estimate
IS/MND – City of Ukiah’ s Municipal Well Project
Task Description
Total
Hours
Total
Cost

4. Prepare Public Draft IS/MND 18 $ 3,070

5. Prepare Final IS/MND and SRF Environmental Application 16 $ 2,810

6. Project Meetings, Management, and Coordination 14 $ 2,440 Total Labor- Assuming IS/MND 238 $ 40,340
Direct Costs ( travel, postage and delivery, major reproduction, miscellaneous expenses)
4,034
Total Estimated Cost $ 44,374

Amendment Number 1
Contract COU No. 2324-178
The City of Ukiah (City) herby amends the contract (COU No. 2324-178) to SMB Environmental, Inc. (SMB) to revise the adopted and certified Initial Study/Mitigated Negative Declaration (IS/MND) under the California Environmental Quality Act (CEQA) for a new groundwater well facility.

The original location was to be located within the City on lands owned by the City, located approximately 1,500 feet southeast of the City of Ukiah Municipal Airport at/near the intersection of Nygard Lane and Highway 101. Specifically, the subject parcels are located approximately 722 feet east of the Ukiah Municipal Airport within the Airport Industrial Park Planned Development, which is designated for 'Manufacturing' land use. The project area included two assessor parcels (APN 180-110-12 and APN 180- 120-15). APN 180-110-12 is a vacant, undeveloped property, while APN 180-120-15 is an existing vineyard parcel currently in agricultural use, but also subject to the same manufacturing land use designation. Both parcels are situated along a former railroad corridor and are located to the north of the US 101 overpass at Norgard Lane (County Road #211).

However, a new location is needed as the original proposed facility failed to yield the needed water supply to meet the City’s goals and objectives. The new Proposed facility will also be located on existing City property at or near the corner of Talmage Road and Waugh Lane in the City of Ukiah.

Essentially the purpose of this Amendment is so that SMB can revise the existing IS/MND to fit the new location, including updates for the potential impacts including but not limited to: Aesthetics/visual resources, air quality, biological resources, cultural and tribal resources, groundwater impact, hazards and hazardous materials, noise, traffic/transportation, and etc. to satisfy the requirements of CEQA. Please see original Scope of Work in Original Contract for more details. SMB will prepare the revised document for City Council approval within 14 weeks from Notice to Proceed for a Not to Exceed Budget of $40,000 without prior written authorization and with the goal of having construction ready to begin in the spring or summer of 2026.

SIGNATURES:

IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: October 22, 2025

CONSULTANT
SMB Environmental, Inc.

BY: __________________________ Date: October 22, 2025
PRINT NAME/Title: Steve Brown, President/Principal
27-4411017
IRS IDN Number

CITY OF UKIAH
BY: ____________________
CITY MANAGER: Sage Sangiacomo Date: October 22, 2025
ATTEST
BY: __________________________ Date: October 22, 2025
CITY CLERK: Kristine Lawler

Agenda Item No: 8.k.

MEETING DATE/TIME: 12/17/2025

ITEM NO: 2025-1394

AGENDA SUMMARY REPORT
SUBJECT: Consideration of Award of Bid for the Orchard Substation Transformer Oil Processing and Repair Project, Specification No. 25-05, and Approval of Corresponding Budget Amendment.

DEPARTMENT: Electric Utility PREPARED BY: Cindy Sauers, Electric Utility Director PRESENTER: Cindy Sauers, Electric Utility Director
ATTACHMENTS:

1. Spec 25-05 - Substation Transformer Oil Processing

2. Correspondence Received - Addendum to Staff Report
Summary: Council will consider awarding a contract for the Orchard Substation Transformer Oil Processing and Repair Project, Specification No. 25-05, and consider approval of the corresponding budget amendment.

Background: The City of Ukiah has three transformers located at Orchard (Grandi) Substation. As part of the Electric Utility's routine maintenance program, periodic oil samples are taken from substation transformers and selected pad-mounted field equipment. Oil sampling is a low-cost, non-intrusive way to track the internal health of the transformer; it provides a "blood test" style snapshot of internal conditions. The analyses evaluate dissolved gas concentration (DGA), moisture, acidity, and dielectric strength. Any abnormal results are promptly resampled and retested to confirm accuracy. In August, the Utility received results for one transformer showing elevated levels of combustible gasses, which are typically a result of sparking, overheating, or arcing. After the results were confirmed, the transformer was immediately removed from service to allow for a detailed assessment and repair plan to be developed. With this transformer out of service, the substation can continue to serve load, but overall redundancy is reduced, increasing the risk of a forced outage should another transformer experience an issue. To protect system reliability, prompt corrective action is recommended.

A scope of work was developed to test, drain, and filter the transformer oil, torque all connections to manufacturer's specifications and provide a root cause analysis report. This work is intended to restore the transformer to safe operation and identify and correct any underlying causes. Oil testing will be used following the maintenance to verify the corrective actions were successful. Depending on the analysis, additional work may be required; any work that exceeds the change order authority will be brought back to Council for consideration. Upon approval and contract execution, work will begin as soon as feasible to ensure this unit is repaired and placed back in service.

This project was not anticipated, and therefore, not budgeted.

A Request for Bid (Attachment 1) for this project was released on November 13, 2025. A bid opening is scheduled for 2:00 p.m. on Tuesday, December 16, 2025.

Discussion: Subsequent to the bid opening, Staff will be submitting a supplemental memo to Council with an award recommendation for consideration in time for the December 17, 2025, Council meeting. The memo will be accompanied by the bid tabulation, a copy of the lowest, the responsible bidder's bid documents, and the amount for the requested budget amendment.

Recommended Action: Award bid for the Orchard Substation Transformer Oil Processing and Repair Project, Specification No. 25-05, and approve the corresponding budget amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 80026210.56120; $0.00
PROPOSED BUDGET AMOUNT: 80026210.56120; $_____________(amount to include bid +10% change order authority)
FINANCING SOURCE: 800 Fund
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.:

COORDINATED WITH: Sage Sangiacomo, City Manager; Myles Fisette, Purchasing Manager STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

CITY OF UKIAH

MENDOCINO COUNTY, CALIFORNIA

SPECIAL PROVISIONS
FOR

SUBSTATION TRANSFORMER OIL PROCESSING
SPECIFICATION NO. 25-05

CITY OF UKIAH

DEPARTMENT OF ELECTRIC UTILITY
300 Seminary Avenue
Ukiah, California 95482-5400
Bids Open: December 16, 2025
2:00 p.m.

Office of City Clerk
Attachment 1

CITY OF UKIAH

MENDOCINO COUNTY, CALIFORNIA
CITY COUNCIL:

DOUGLAS CRANE – MAYOR
SUSAN SHER – VICE-MAYOR
JUAN OROZCO – COUNCIL MEMBER
HEATHER CRISS – COUNCIL MEMBER
MARI RODIN – COUNCIL MEMBER
SAGE SANGIACOMO – CITY MANAGER
CINDY SAUERS – DIRECTOR OF ELECTRIC UTILITY
KRISTINE LAWLER – CITY CLERK
R. ALLEN CARTER - CITY TREASURER

CITY OF UKIAH

DEPARTMENT OF ELECTRIC UTILITY
NOVEMBER 2025

SUBSTATION TRANSFORMER OIL PROCESSING iii Spec No. 25-05

TABLE OF CONTENTS
PAGE

NOTICE TO BIDDERS
INSTRUCTIONS TO BIDDERS................................................................................................................ 1

GENERAL CONDITIONS
SECTION 1. PROPOSAL REQUIREMENTS AND GENERAL CONDITIONS.......................................... 3 1-01. Definitions
1-02. Examinations of Plans, Special Provisions and Site of Work 1-03. Proposal
1-04. Withdrawal of Bids
1-05. Public Opening of Bids
1-06. Bid Guaranty
1-07. Qualification of Bidders
1-08. Disqualification of Bidders
1-09. Identification of Subcontractors
1-10. General Provisions of the Standard Specifications 1-11. Addenda
SECTION 2. AWARD AND EXECUTION OF CONTRACT...................................................................... 5 2-01. Award of Contract
2-02. Return of Proposal Guaranties
2-03. Execution of Contract
SECTION 3. SCOPE AND INTENT OF CONTRACT .............................................................................. 5 3-01. Effect of Inspection and Payments
3-02. Effect of Extension of Time
3-03. Extra Work
3-04. Assignment of Contract
3-05. Subcontractors
3-06. Interpretation of Special Provisions and Drawings 3-07. Addenda
3-08. Liability of City Officials
3-09. Dispute Resolution
SECTION 4. BONDS .............................................................................................................................. 6 4-01. Faithful Performance Bond
4-02. Material and Labor Bond
4-03. Defective Material and Workmanship Bond
4-04. Notification of Surety Companies
SECTION 5. INSURANCE REQUIREMENTS FOR CONTRACTORS..................................................... 7 5-01. Minimum Scope of Insurance
5-02. Minimum Limits of Insurance
5-03. Deductibles and Self-Insured Retentions
5-04. Other Insurance Provisions
5-05. Acceptability of Insurers
5-06. Verification of Coverage

SUBSTATION TRANSFORMER OIL PROCESSING iv Spec No. 25-05 5-07. Subcontractors
SECTION 6. RESPONSIBILITIES AND RIGHTS OF CONTRACTOR.....................................................8 6-01. Legal Address of Contractor
6-02. Office of Contractor at Site
6-03. Attention to Work
6-04. Liability of Contractor
6-05. Protection of Persons and Property
6-06. Protection of City Against Patent Claims
6-07. Protection of Contractor's Work Property
6-08. Regulations and Permits
6-09. Construction Utilities
6-10. Approval of Contractor's Plans
6-11. Suggestions to the Contractor
6-12. Termination of Unsatisfactory Subcontracts
6-13. Preservation of Stakes and Marks
6-14. Assistance to Engineer
6-15. Removal of Condemned Materials and Structures
6-16. Proof of Compliance with Contract
6-17. Errors and Omissions
6-18. Cooperation
6-19. Right of Contractor to Stop Work
6-20. Hiring and Dismissal of Employees
6-21. Wage Rates
6-22. Cleaning Up
6-23. Guaranty
SECTION 7. RESPONSIBILITIES AND RIGHTS OF CITY ...................................................................13 7-01. Authority of the Engineer
7-02. Inspection
7-03. Surveys
7-04. Rights-of-Way
7-05. Retention of Imperfect Work
7-06. Changes in the Work
7-07. Additional Drawings by City
7-08. Additional and Emergency Protection
7-09. Suspension of Work
7-10. Right of City to Terminate Contract
7-11. Use of Completed Portions
7-12. Right of City to Terminate Contract for Convenience SECTION 8. WORKMANSHIP, MATERIALS AND EQUIPMENT..........................................................16 8-01. General Quality
8-02. Quality in Absence of Detailed Specifications
8-03. Materials and Equipment Specified by Name
8-04. Source of Materials
8-05. Storage of Materials
8-06. Drawings, Samples and Tests
SECTION 9. PROSECUTION OF WORK..............................................................................................17 9-01. Equipment and Methods
9-02. Time of Completion

SUBSTATION TRANSFORMER OIL PROCESSING v Spec No. 25-05
9-03. Avoidable Delays
9-04. Unavoidable Delays
9-05. Notice of Delays
9-06. Extension of Time
9-07. Unfavorable Weather and Other Conditions
9-08. Saturday, Sunday, Holiday and Night Work
9-09. Hours of Labor
SECTION 10. PAYMENT...................................................................................................................... 18 10-01. Certification by Engineer
10-02. Progress Estimates and Payment
10-03. Substitution of Securities
10-04. Acceptance
10-05. Final Estimate and Payment
10-06. Delay Payments
10-07. Extra Work and Work Omitted
10-08. Compensation for Extra Work or Work Omitted
10-09. Compensation to the City for Extension of Time
10-10. Liquidated Damages for Delay
SECTION 11. MISCELLANEOUS.........................................................................................................22 11-01. Notice
11-02. Computation of Time
11-03 Claims Procedure
11-04. Litigation and Forum Selection
11-05. Waiver

TECHNICAL SPECIFICATIONS
SECTION 12. GENERAL INFORMATION ............................................................................................ 26 12-01. Location and Scope of Work
12-02. Arrangement of Technical Specifications
12-03. Arrangement of Plans
12-04. Business Licenses
12-05. Permits
12-06. Standard Specifications and Standard Plans
12-07. Temporary Facilities
12-08. Public Convenience and Safety
12-09. Maintaining Traffic
12-10. Stream Pollution
12-11. Warranties
12-12. Utilities
12-13. Preconstruction Conference
12-14. Safety Requirements
SECTION 13. CONSTRUCTION DETAILS........................................................................................... 28 13-01. Scope of Work
13-02. Background and Project Schedule
13-04. Transformer Drawings
SECTION 14. EXCLUSIONS FROM GENERAL CONDITIONS ............................................................30 14-01. Provisions to be Excluded from General Conditions

SUBSTATION TRANSFORMER OIL PROCESSING vi Spec No. 25-05 SECTION 15. AMENDMENTS TO GENERAL CONDITIONS................................................................30 15-01. Provisions of General Conditions to be Amended

CERTIFICATES AND DOCUMENTS
BID SUBMITTAL CHECKLIST ...............................................................................................................31 PROPOSAL .....................................................................................................................................32 BIDDING SCHEDULE............................................................................................................................33 FAIR EMPLOYMENT PRACTICES CERTIFICATION ............................................................................ 36 WORKER'S COMPENSATION CERTIFICATE....................................................................................... 37 CERTIFICATE OF NONDISCRIMINATION IN EMPLOYMENT .............................................................. 38 LIST OF PROPOSED SUBCONTRACTORS ......................................................................................... 39 STATEMENT OF EXPERIENCE OF BIDDER........................................................................................40 SIGNATURE OF BIDDER......................................................................................................................41 BIDDER'S BOND...................................................................................................................................42 NON-COLLUSION AFFIDAVIT ..............................................................................................................43 AGREEMENT .....................................................................................................................................44 INDEMNIFICATION AGREEMENT ........................................................................................................ 48 EXAMPLE BOND FORMS..................................................................................................................... 49 DIRECTIONS FOR PREPARATION OF PERFORMANCE AND MATERIAL AND LABOR BOND..........54 DEFECTIVE MATERIAL AND WORKMANSHIP (MAINTENANCE) BOND.............................................55

INSURANCE CERTIFICATES AND ENDORSEMENT FORMS
ATTACHMENTS:

ATTACHMENT A – BACKGROUND AND PROJECT SCHEDULE
ATTACHMENT B – TRANSFORMER DRAWINGS

CITY OF UKIAH, MENDOCINO COUNTY, CALIFORNIA

NOTICE TO BIDDERS FOR

SUBSTATION TRANSFORMER OIL PROCESSING
SPECIFICATION NO. 25-05
NOTICE IS HEREBY GIVEN that sealed standard proposals for SUBSTATION TRANSFORMER OIL PROCESSING will be received at the Office of the City Clerk, Ukiah Civic Center, 300 Seminary Avenue, Ukiah California until 2:00 p.m. on Tuesday, December 16, 2025. Bids shall be addressed to the City Clerk and shall be endorsed “SUBSTATION TRANSFORMER OIL PROCESSING “ Bids are required for the entire work described herein. No fax bids will be accepted. As soon thereafter as possible, the bids will be publicly opened and read in the Council Chambers at 300 Seminary Avenue, Ukiah. The bid opening will also be visible via live streaming at http://www.cityofukiah.com/meetings/.

ENGINEER'S ESTIMATE OF QUANTITIES
Item No. Description Quantity Unit of Measure

1. All labor, equipment, materials, tools, and cleanup
necessary to complete the oil processing, internal
inspection, and testing of Transformer TR-2 at the
City of Ukiah’s Orchard Substation.
1 Lump Sum
Plans and Special Provisions may be inspected and/or copies obtained from the City’s website at www.cityofukiah.com/purchasing. No bid will be considered unless it is made on the forms furnished by the City and is made in accordance with the details of the Special Provisions. Each bidder must be licensed as required by law. Further information regarding the work or these specifications can be obtained by calling Myles Fisette, Purchasing Manager at (707) 463-6225 or by email at [email protected].

The City Council reserves the right to reject any or all bids and to determine which proposal is, in its opinion, the lowest responsive bid by a responsible bidder and which it deems in the best interest of the City to accept. The City Council also reserves the right, but not the obligation, to waive any irregularity or failure to strictly comply with the bidding requirements, that the City determines in the reasonable exercise of its discretion does not provide the bidder with a competitive advantage over other bidders.

No contractor or subcontractor may be listed on a bid proposal for a public works unless registered with the Department of Industrial Relations (“DIR”) pursuant to Labor Code section 1725.5 except as allowed. under Labor Code section 1771.1(a). The prime contractor shall be responsible for posting job site notices as prescribed by regulation. This project is subject to compliance monitoring and enforcement by the DIR.

Pursuant to provisions of Section 1770, including amendments thereof, of the Labor Code of the State of California, the DIR Director has ascertained the general prevailing rate of wages for straight time, overtime, Saturdays, Sundays and Holidays including employer payment for health and welfare, vacation, pension and similar purposes for the City of Ukiah. Copies of his General Prevailing Wage Determination are available on the Internet at web address: http://www.dir.ca.gov/DLSR/PWD/ The prime contractor for the work herein shall possess a current, valid State of California, Class C-10 Contractor's License. Pursuant to California Public Contract Code §22300, this contract includes provisions that allow substitutions of certain types of securities in lieu of the City withholding a portion of the partial payments due the Contractor to insure performance under this contract.

By order of the City Council, City of Ukiah, County of Mendocino, State of California.

Dated:________________________ ________________________________________ Kristine Lawler, City Clerk, City of Ukiah, California
PUBLISH ONE TIME: NOVEMBER 20, 2025
11/13/25

SUBSTATION TRANSFORMER OIL PROCESSING 1 Spec. No. 25-05

INSTRUCTIONS TO BIDDERS
SUBSTATION TRANSFORMER OIL PROCESSING shall be performed in accordance with the Plans and Special Provisions therefor adopted, to which special reference is hereby made.

Each bidder must supply all the information required by the bid documents and Special Provisions.

Minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color or national origin in consideration for an award of any contract entered into pursuant to this advertisement. Women will be afforded equal opportunity in all areas of employment. However, the employment of women shall not diminish the standards or requirements for the employment of minorities.

All proposals or bids shall be accompanied by a cashier's check or certified check payable to the order of the City of Ukiah amounting to 10 percent of the bid, or by a bond in said amount and signed by the bidder and a corporate surety, payable to said City. Said check shall be forfeited, or said bond shall become payable to said City in case the bidder depositing the same does not, within fifteen (15) days after written notice that the contract has been awarded to him: (a) enter into a contract with the City and (b) furnish certificates of insurance and endorsements, a bond of faithful performance and a payment bond as described in the Special Provisions.

No bidder shall withdraw his or her bid for a period of thirty (30) calendar days after the date set by the City for the opening thereof.

The Contractor and any subcontractors shall each possess a valid City of Ukiah Business License prior to the start of any work.

The Contractor shall furnish a project schedule to the Engineer prior to the start of any work and start work as scheduled.

The work is to be completed within THIRTY (30) calendar days. The Contractor will pay to the City the sum of five hundred ($500.00) dollars per day for each and every calendar day's delay beyond the time prescribed.

The staff shall notify a bidder by telephone, email or fax, if it intends to recommend the rejection of the bidder’s bid. Any bid protest must be filed with the City Clerk not more than five calendar days following the bid opening, or 2 calendar days following notice that staff is recommending the rejection of a bid. If any such timely written protest is filed, all bidders shall be provided a copy of the protest within 2 calendar days of its receipt, which may be delivered to the bidders as an email attachment or by fax. All such bidders may file with the City Manager a written objection or other response to the protest.

All objections or responses filed not more than 5 days after receipt of the written protest will be presented to the City Council at its next regular meeting occurring not less than 12 calendar days following the bid opening. The City Council will resolve the bid protest at that meeting based on the written protest, any staff recommendation and all timely written objections and responses. In accordance with the Brown Act, any person may address the City Council on this item during the meeting. The City Council action on the protest shall represent a final decision by the City on the protest.

Examination of Site, Drawings, Etc.

Each bidder shall visit the site of the proposed work and fully acquaint himself with local conditions, construction and labor required so that he or she may fully understand the facilities, difficulties and restrictions attending the execution of the work under the Contract. Bidders shall thoroughly examine and be familiar with the Plans and Special Provisions. The failure of any bidder to receive or examine any form, instrument, addendum, or other document, or to visit the site and acquaint himself with conditions there existing, shall in no way relieve the bidder from any obligation with respect to his or her proposal or to the contract. The drawings for the work show conditions as they are supposed or believed by the Engineer to exist; but, it is neither intended nor shall it be inferred that the conditions as shown thereon constitute a representation by the Engineer, the City or its officers that such conditions are actually existent, nor shall the City, the Engineer or any of their officers or representatives be liable for any loss sustained by the Contractor as a result of a variance between the conditions shown on the drawings and the conditions actually revealed during the progress of the work or otherwise.

SUBSTATION TRANSFORMER OIL PROCESSING 2 Spec. No. 25-05 The bidder's attention is directed to the possible existence of obstructions and public improvements within the limits of the work or adjacent thereto, which may or may not be shown on the Drawings. Any bid shall take into consideration that conditions may exist underground or otherwise that are not known to the City or easily detected during a site inspection that could impact the time or cost of completing the project. The City expects the bids to anticipate such conditions so that it can know for budgeting and other purposes the total cost to complete the project before accepting a bid and undertaking the legal obligation to construct the project. In awarding the contract the City relies on the contractor’s representation that its bid anticipates differing site conditions and the additional time or cost that such conditions may necessitate.

The bidder shall investigate to his or her satisfaction the conditions to be encountered, the character, quality and quantities of work to be performed and materials to be furnished and the requirements of the Plans, Special Provisions, Standard Specifications, Standard Plans, and Contract Documents. The submission of a proposal shall be considered conclusive evidence that the bidder has made such examination and has accepted the project workplace as a safe workplace to perform the work of the Contract.

Bidder Inquiries and Questions
Inquiries and questions must be submitted in writing via email to the following designated contact person:

Myles Fisette, Purchasing Manager
Email: [email protected]
The City reserves the right to not respond to inquiries or questions submitted within 3 business days of the bid opening.

Location of the Work
All of the work to be performed is within the City of Ukiah. Project is located at 724 South Orchard Ave., Ukiah, CA 95482.

SUBSTATION TRANSFORMER OIL PROCESSING 3 Spec. No. 25-05

GENERAL CONDITIONS
SECTION 1. PROPOSAL REQUIREMENTS AND GENERAL CONDITIONS 1-01. Definitions. Whenever any word or expression defined in this section, or pronoun used in its stead, occurs in these contract documents, it shall have and is mutually understood to have the meaning given:
a. "City of Ukiah" or "City" shall mean the City of Ukiah, Mendocino County, California, acting through its City Council or any other board, body, official or officials to which or to whom the power belonging to the Council shall by virtue of any act or acts, hereafter pass or be held to appertain.
b. "Engineer" shall mean the Engineer duly and officially appointed by the City to supervise and direct the work of construction under this contract, acting personally or through agents or assistants duly authorized by him, such agents or assistants acting within the scope of the particular duties entrusted to them.
c. "Inspector" shall mean the engineering or technical inspector or inspectors duly authorized or appointed by the Engineer, limited to the particular duties entrusted to him or her or them. d. "Contractor" shall mean the party entering into contract with the City of Ukiah for the performance of work covered by this contract and his or her authorized agents or legal representatives.
e. "Date of signing of contract" or words equivalent thereto, shall mean the date upon which this contract, with the signature of the Contractor affixed, together with the prescribed bonds, shall be or shall have been delivered to the City or its duly authorized representatives. f. "Day" or "days", unless herein otherwise expressly defined, shall mean a calendar day or days of twenty-four hours each.
g. "The work" shall mean and include all the work specified, indicated, shown or contemplated in the contract to construct the improvement, including all alterations, amendments or extensions thereto made by contract change order or other written orders of the Engineer. h. "Contract drawings", "drawings", "plans" shall mean and include 1) all drawings or plans which may have been prepared by or on behalf of the City, as a basis for proposals, when duly signed and made a part of this contract by incorporation or reference, 2) all drawings submitted in pursuance of the terms of this contract by the successful bidder with his or her proposal and by the Contractor to the City if and when approved by the Engineer and 3) all drawings submitted by the Engineer to the Contractor during the progress of the work as provided for herein. i. Where "as shown", "as indicated", "as detailed" or words of similar import are used, it shall be understood that reference to the drawings accompanying these Special Provisions is made unless stated otherwise.

Where "as directed", "as permitted", "approved" or words of similar import are used, it shall be understood that the direction, requirements, permission, approval or acceptance of the Engineer is intended unless stated otherwise.

As used herein, "provide" or "install" shall be understood to mean "provide or install complete in place", that is, "furnish and install". "Shall" is mandatory; "may" is permissive. 1-02. Examination of Plans, Special Provisions and Site of Work. The bidder shall examine carefully the Proposal, Plans, Special Provisions, Contract forms and the site of the work contemplated therefor. It will be assumed that the bidder has investigated to his or her satisfaction the conditions to be encountered and the character, quality and requirements of all Plans, Special Provisions, Standard Specifications, and Standard Plans involved.

SUBSTATION TRANSFORMER OIL PROCESSING 4 Spec. No. 25-05 1-03. Proposal. Bids shall be made on the blank forms prepared by the City. All bids shall give the prices bid, both in writing and in figures and shall be signed by the bidder or his or her authorized representative, with his or her address. If the bid is made by an individual or partner, his or her name and the post office address of his or her business or partnership, along with his or her signature or the signature of one or more partners must be shown; if made by a corporation, the bid shall show the name of the state under the laws of which the corporation is chartered, the name of the corporation and the title of the person who signs on behalf of the corporation.

Each proposal shall be enclosed in a sealed envelope, endorsed as specified in the notice to bidders. Bidders are warned against making erasures or alterations of any kind and proposals which contain omissions, erasures, conditions, alterations, additions not called for, additional proposals or irregularities of any kind may be rejected. 1-04. Withdrawal of Bids. Any bid may be withdrawn at any time prior to the hour fixed in the notice to bidders for the openings of bids, provided that a request in writing, executed by the bidder or his or her duly authorized representative, for the withdrawal of such bid is filed with the City. The withdrawal of a bid will not prejudice the right of a bidder to file a new bid.
1-05. Public Opening of Bids. Bids will be opened and read publicly at the time and place indicated in the notice to bidders. Bidders or their agents are invited to be present. 1-06. Bid Guaranty. Each bid must be accompanied by a certified check, cashier's check or bidder's bond executed by an admitted surety insurer, payable to the order of the City of Ukiah in an amount not less than 10 percent of the bid as a guarantee that the bidder will enter into a contract, if awarded the work. 1-07. Qualification of Bidders. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. The prime contractor shall be responsible for posting job site notices as prescribed by regulation. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

Each bidder shall be licensed under the provisions of Chapter 9, Division 3 of the Business and Professions Code and shall be skilled and regularly engaged in the general class or type of work called for under this contract.

A statement setting forth this experience and business standing shall be submitted by each bidder on the form provided herewith. It is the intention of the City to award a contract only to a bidder who furnishes satisfactory evidence that he or she has the requisite experience and ability and that he or she has sufficient capital, facilities and equipment to enable him or her to prosecute the work successfully and promptly within the time and in the manner agreed.

In determining the degree of responsibility to be credited to a bidder, the City may weigh evidence that the bidder or his or her personnel charged with the responsibility in the work, has performed satisfactorily other contracts of like nature and magnitude or comparable difficulty at similar rates of progress. 1-08. Disqualification of Bidders. More than one bid from an individual business, partnership, corporation or association, under the same or different names, will not be considered. Reasonable grounds for believing that any bidder is financially interested in more than one bid for the work will cause the rejection of all bids in which he or she is so interested. If there is reason to believe that collusion exists among the bidders, none of the participants in such collusion will be considered. Bids in which the prices obviously are unbalanced may be rejected.
1-09. Identification of Subcontractors. All bids shall comply with the Subletting and Subcontracting Fair Practices Act (Public Contract Code Section 4100 and following) and shall set forth:
(a) The name and the location of the place of business of each subcontractor who will perform work or labor, or render service to the prime contractor in or about the construction of the work, or to a subcontractor licensed by the State of California who, under subcontract to the prime contractor, specially fabricates and installs a portion of the work according to detailed drawings contained in the plans and Special Provisions, in an amount in excess of one-half of 1 percent of the prime contractor's total bid.

SUBSTATION TRANSFORMER OIL PROCESSING 5 Spec. No. 25-05 (b) The portion of the work which will be done by each such subcontractor. The prime contractor shall list only one subcontractor for each such portion defined by the prime contractor in his or her bid. 1-10. General Provisions of the Standard Specifications. All provisions of the General Provisions, Sections 1 through 11, of the Standard Specifications, shall be applicable to the contract except as modified by these Special Provisions. The Standard Specifications are set forth in Section 12-06 of these Special Provisions. 1-11. Addenda. If it becomes necessary to revise any part of these plans and specifications after they have been released, the City will issue an addendum containing the revision. All addenda will be posted on the City’s website at www.cityofukiah.com/purchasing with the rest of the bid documents. Anyone who intends to submit a bid in response to this Request for Bid must check the website frequently for any posted addenda. Anyone submitting a bid will be deemed to have seen and agreed to be bound by the posted addenda.

SECTION 2. AWARD AND EXECUTION OF CONTRACT
2-01. Award of Contract. Award of the contract, if it be awarded, will be to the lowest responsible bidder whose bid complies with all the specified requirements. The award, if made, will be made within thirty (30) days after opening of the bids. The City reserves the right to reject any and all bids and to waive any irregularity in the proposal not pertaining to cost.
2-02. Return of Proposal Guaranties. All bid guaranties will be held until the contract has been fully executed, after which they will be returned upon request to the respective bidders whose bids they accompany. 2-03. Execution of Contract. The contract agreement shall be executed in duplicate by the successful bidder and returned, together with the contract bonds, insurance certificates and endorsements, within fifteen (15) days after written notice of the award of the contract. After execution by the City; one copy shall be filed with the City and one copy shall be returned to the Contractor. If the bidder fails or refuses to enter into the contract agreement within the required time, then the bid guaranty accompanying the bid shall be forfeited to the City.

SECTION 3. SCOPE AND INTENT OF CONTRACT
3-01. Effect of Inspection and Payments. Neither the inspection by the Engineer or an inspector, nor any order, measurement or approved modification, nor certificate or payment of money, nor acceptance of any part or whole of the work, nor any extension of time, nor any possession by the City or its agents, shall operate as a waiver of any provision of this contract or of any power reserved therein to the City, or of any right to damages thereunder; nor shall any breach of this contract be held to be a waiver of any subsequent breach. All remedies shall be construed as cumulative.
3-02. Effect of Extension of Time. The granting of any extension of time on account of delays which, in the judgement of the City, are avoidable delays shall in no way operate as a waiver on the part of the City of its rights under this contract.
3-03. Extra Work. If extra work orders are given in accordance with provisions of this contract, such work shall be considered a part hereof and shall be subject to each and all of its terms and requirements. 3-04. Assignment of Contract. The contract may be assigned or sublet in whole or in part only upon the written consent of the City acting through its authorized agents. Consent will not be given to any proposed assignment which would relieve the original contractor or its surety of their responsibilities under the contract nor will the Engineer consent to any assignment of a part of the work under the contract. 3-05. Subcontractors. The Contractor shall be as fully responsible for the acts and omissions of his or her subcontractors and of persons either directly or indirectly employed by them, as he or she is for the acts and omissions of persons directly employed by him.

The Contractor shall cause appropriate provisions to be inserted in all subcontracts relative to the work to bind subcontractors to the terms of this Contract which are applicable to the work of subcontractors.

SUBSTATION TRANSFORMER OIL PROCESSING 6 Spec. No. 25-05 Nothing contained in this contract shall be construed to create or shall be relied upon to create any contractual relationship between any subcontractor and the City and no action may be brought by any subcontractor against the City based on this contract.
3-06. Interpretation of Special Provisions and Drawings. The Special Provisions and the Contract Drawings are intended to be explanatory of each other. Any work indicated in the Contract Drawings and not in the Special Provisions, or vice versa, is to be executed as if indicated in both. In case of a discrepancy or conflict between the Technical Specifications and Contract Plans, the Technical Specifications shall govern. All work shown on the Contract Drawings, the dimensions of which are not figured, shall be accurately followed to the scale to which the drawings are made, but figured dimensions are in all cases to be followed, where given, though they differ from scaled measurements. Large scale drawings shall be followed in preference to small scale drawings.

Should it appear that the work to be done, or any of the matters relative thereto, are not sufficiently detailed or explained in these contract documents, including the contract drawings, the Contractor shall apply to the Engineer for such further explanations as may be necessary and shall conform thereto as part of this contract, so far as may be consistent with the terms of this contract. In the event of any doubt or questions arising respecting the true meaning of the Special Provisions, reference shall be made to the Engineer and his or her decision thereon shall be final. If the Contractor believes that a clarification or interpretation justifies an increase in the contract price or contract time, the Contractor must comply with the written notice provisions of Sections 9-05 and 10-07 of these Special Provisions. Contractor’s attention is directed to Section 12-06 of the Technical Specifications regarding the Standard Specifications and Standard Plans. 3-07. Addenda. If it becomes necessary to revise any part of these plans and specifications after they have been released, the City will issue an addendum containing the revision. All addenda will be posted on the City’s website at www.cityofukiah.com/purchasing with the rest of the bid documents. Anyone who intends to submit a bid in response to this Request for Bid must check the website frequently for any posted addenda. Anyone submitting a bid will be deemed to have seen and agreed to be bound by the posted addenda. 3-08. Liability of City Officials. No city official, nor the Engineer, nor any authorized assistant of any of them, shall be personally responsible for any liability arising under this contract. 3-09. Dispute Resolution. Claims of $375,000 or less by the Contractor that arise under this Contract are subject to the mandatory dispute resolutions provisions in Public Contract Code Sections 20104-20104.6.

SECTION 4. BONDS
4-01. Faithful Performance Bond. As a part of the execution of this contract, the Contractor shall furnish a bond of a surety company or other securities providing equivalent protection such as cash, letter of credit, or certificates of deposit, acceptable to the City, conditioned upon the faithful performance of all covenants and stipulations under this contract. The amount of the bond shall be 100 percent of the total contract price, as this sum is set forth in the agreement.
4-02. Material and Labor Bond. As a part of the execution of this contract, the Contractor shall furnish a bond of a surety company or other securities providing equivalent protection such as cash, letter of credit or certificates of deposit acceptable to the City in a sum not less than 50 percent of the total contract price, as this sum is set forth in the agreement for the payment in full of all persons, companies or corporations who perform labor upon or furnish materials to be used in the work under this contract, in accordance with the provisions of Sections 3247 through 3252 inclusive of the Civil Code of the State of California and any acts amendatory thereof. 4-03. Defective Material and Workmanship Bond. As a condition precedent to the completion of this contract, the Contractor shall furnish a bond of a surety company acceptable to the City in an amount not less than 5 percent (5%) of the final contract price, to hold good for a period of one (1) year after the completion and acceptance of the work, to protect the City against the results of defective materials, workmanship and equipment during that time. This bond shall be delivered to the City before the final payment under this contract will be made.
4-04. Notification of Surety Companies. The surety companies shall familiarize themselves with all of the conditions and provisions of this contract and they waive the right of special notification of any change or

SUBSTATION TRANSFORMER OIL PROCESSING 7 Spec. No. 25-05 modification of this contract or of extension of time, or decreased or increased work, or of the cancellation of the contract, or of any other act or acts by the City or its authorized agents, under the terms of this contract; and failure to so notify the aforesaid surety companies of changes shall in no way relieve the surety companies of their obligation under this contract.

SECTION 5. INSURANCE REQUIREMENTS FOR CONTRACTORS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his or her agents, representatives, employees or subcontractors. 5-01. Minimum Scope of Insurance
Coverage shall be at least as broad as:

1. Insurance Services Office Commercial Liability Coverage (occurrence form CG 0001).

2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).

3. Worker's Compensation insurance as required by the State of California and Employer's Liability Insurance.

4. Course of Construction insurance covering for “all risks” of loss. 5-02. Minimum Limits of Insurance
Contractor shall maintain limits no less than:

1. General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: $2,000,000 per accident for bodily injury and property damage.

3. Employer's Liability: $1,000,000 per accident for bodily injury and property damage.

4. Course of Construction: Completed value of the project with no co-insurance penalty provisions. 5-03. Deductibles and Self-insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses. 5-04. Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

1. The City, its officers, officials, employees and volunteers are to be covered as Additional Insured with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the contractor; and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations.