City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 5 IX. Warranty
Unless otherwise indicated, the Contractor must provide a 1 year workmanship warranty from the date of final acceptance. The Contractor shall replace promptly and at his own expense any materials and/or workmanship which fail during this warranty period.
X. Bidder Qualifications
The City will satisfy itself that the potential contractors are reputable firms with a proven track record and a proven product. Contractors are asked to provide the information requested under Work Performance History Capability. References are to be those who you have performed similar scope of work as asked for in this RFB. References are to include the contact name and phone number. A minimum of three references are requested.
XI. Insurance Requirements
Bidder’s attention is directed to the insurance requirements – see Attachment C. Contractors shall furnish to the City, upon award of contract, certificates of insurance covering full liability under Worker’s Compensation laws of the State of California, Comprehensive General Liability and Business Auto Insurance with policy limits of not less than $2,000,000 naming the City as an additional insured party.
It is highly recommended that contractors confer with their respective insurance carriers or brokers to determine in advance of bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent awarded contractor fails to comply with the insurance requirements, that contractor may be disqualified from award of the contract. If you have questions regarding the City’s requirements, please contact the City’s Risk Manager at 707-463-6287.
XII. License and Additional Requirements
1) Compliance with Laws and Regulations: All materials, parts and equipment furnished pursuant to these specifications shall be in compliance with the laws and regulations of the State of California and OSHA.
The contractor shall, if requested by the City, supply certification and evidence of such compliance. 2) Payment Bond: As per California Civil Code Section 9550, a direct contractor that is awarded a public works contract involving an expenditure in excess of twenty-five thousand dollars ($25,000) shall, before commencement of work, give a payment (material and labor) bond to and approved by the officer or public entity by whom the contract was awarded. Please refer to Attachment D for a copy of the sample forms.
3) Legal Requirements and Permits: The contractor agrees to fully comply with all local, City, State and Federal laws, regulations and ordinances governing performance of contractual services required, and it will be the responsibility of the contractor to obtain any and all necessary licenses, permits or clearances, including the actual cost of licenses.
4) License Requirements: Bidder/Contractor must possess a current City of Ukiah business license. (For information business license, please contact Elizabeth Frausto, City of Ukiah Community Development at 707-463- 6215.)
b) The bidder shall keep in force a City of Ukiah business license for the extent of the project. c) Where subcontractors/jobbers are used, bidder shall provide the City with proof of proper licenses, certificates and proof of insurance for work performed. 5) Notice to Bidders – Contractor Registration and Prevailing Wages –No contractor or subcontractor may be listed on a bid proposal for a public works project 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
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 6 project 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.
Public Works Small Project Exemption: Small project exemption means that contractors who work exclusively on small projects are not required to register as public works contractors or file electronic certified payroll reports for those projects. However, prevailing wages must still be paid on projects with small project exemption. Contractors are still required to maintain certified payroll records on a continuous basis, and provide those records to the Labor Commissioner’s Office upon request. Small project exemption is applied based on the amount of the entire project, not a contractors subcontracted amount of the project. Small project exemption applies for all public works projects that do not exceed: $25,000 for new construction, alteration, installation, demolition or repair; and $15,000 for maintenance.
Each laborer or mechanic of Contractor or any subcontractor engaged in work on the project under this contract shall be paid, pursuant to provisions of Section 1770, including amendments thereof, of the Labor Code of the State of California, the Director of the Department of Industrial Relations, State of California, has ascertained the general prevailing rate of wages for straight time, overtime Saturdays, Sundays and Holidays including employer payment for health and welfare, vacation, pension and similar purposes, copies of the General Prevailing Wage Determination (applicable to the work), for the locality in which the work is to be done can be reviewed at Website: www.dir.ca.gov/dlsr/pwd/northern.html .
The Labor Commissioner through the Division of Labor Standards Enforcement (DLSE) may at any time require contractor and subcontractors to furnish electronic certified payroll records directly to DLSE. For projects that do not meet the “Public Works Small Project Exemption”, contractors and subcontractors must furnish electronic certified payroll records directly to the DLSE.
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 7 INDEMNIFY AND HOLD HARMLESS AGREEMENT
Contractor agrees to accept all responsibility for loss or damage to any person or entity, and to defend, indemnity, hold harmless and release the City, its officers, agents and employees, from and against any and all actions, claims, damages, disabilities, or costs of litigation that may be asserted by any person or entity, arising out of or in connection with the negligent or willful misconduct in the performance by contractor hereunder, whether or not there is concurrent, passive or active negligence on the part of the City, but excluding liability due to the sole active negligence or willful misconduct of the City. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under Workmen's Compensation acts, disability benefits acts or other employee's benefits acts.
Contractor shall be liable to the City for any loss or damage to City property arising from or in connection with Contractor performance hereunder. The undersigned acknowledges that this document, together with the resulting purchase order issued by the City, the executed Short Form Construction Contract, the insurance requirements for contractors, and the Contractor Statement Regarding insurance coverage comprise a written agreement between the Contractor and the City binding on both parties.
The undersigned declares they are familiar with the items specified and have carefully read the RFB specification/requirements, checked all of the figures stated on the specifications and accepts full responsibility for any error or omission in the preparation of this bid.
This bid is submitted by, (check one)
____ Individual Owner ____ Partnership ____ Corporation _____ Other Legal Name of Bidder ___________________________________________________________ Address of Bidder ______________________________________________________________ Tax ID# ______________________________________________________________________ Phone Number______________________________ Fax Number ________________________ California State Contractor’s License #: Expiration Date:
DIR Public Works Contractor Registration #:
By: ______________________________________________ Date _____________________ Signature
Print or Type Name: ____________________________________________________________ Title
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 8 WORK PERFORMANCE DATA
HISTORY AND CAPABILITY: Provide the name, locations and a narrative statement on the work performed.
WORK PERFORMED
1. COMPANY NAME: ______________________________________
CONTACT:____________________________________________ _______________________________________
ADDRESS:____________________________________________ _______________________________________
PHONE________________________________________________ ________________________________________
2. COMPANY NAME: ______________________________________ _______________________________________
CONTACT_____________________________________________ _______________________________________
ADDRESS_____________________________________________ _______________________________________
PHONE:________________________________________________ _______________________________________
3. COMPANY NAME: _____________________________________ _______________________________________
CONTACT:____________________________________________ _______________________________________
ADDRESS____________________________________________ _______________________________________
PHONE:______________________________________________ _______________________________________
4. COMPANY NAME: ____________________________________ _______________________________________ CONTACT:___________________________________________ _______________________________________
ADDRESS:___________________________________________ _______________________________________
PHONE:_____________________________________________ _______________________________________
5. COMPANY NAME: ____________________________________ _______________________________________ CONTACT:___________________________________________ _______________________________________
ADDRESS:___________________________________________ _______________________________________
PHONE:_____________________________________________ _______________________________________ SUBCONTRACTORS: The bidder must submit a list of subcontractors whom he proposes to employ on the work with
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 9 proper firm name and business address of each.
1)Subcontractor’s Name Work to be performed
_____________________________________________________ _________________________________________________ _____________________________________________________ _________________________________________________ Address
_________________________________________________
City/State/Zip
____________________________________________________
Phone Number Fax Number
____________________________________________________ __________________________________________________ California State Contractor License # DIR Public Works Contractor Registration # 2)Subcontractor’s Name Work to be performed
___________________________________________________ _____________________________________________ ___________________________________________________ _____________________________________________ Address
_____________________________________________
City/State/Zip
__________________________________________________ ____________________________________________ Phone Number Fax Number
____________________________________________________ __________________________________________________ California State Contractor License # DIR Public Works Contractor Registration # 3)Subcontractor’s Name Work to be performed
__________________________________________________ _____________________________________________ ___________________________________________________ _____________________________________________ Address
__________________________________________________ _____________________________________________ City/State/Zip
___________________________________________________ _____________________________________________ Phone Number Fax Number
____________________________________________________ __________________________________________________ California State Contractor License # DIR Public Works Contractor Registration #
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 10 BIDDER/CONTRACTOR STATEMENT
REGARDING INSURANCE COVERAGE
(Submit with Bid)
PROPOSER/CONTRACTOR HEREBY CERTIFIES that he/she has reviewed and understands the insurance coverage requirements specified in the Request for Bid for:
SUBSTATION TRANSFORMER OIL PROCESSING
Should we/I be awarded the contract, we/I certify that we/I can meet the specified requirements for insurance, including insurance coverage of the subcontractors, and agree to name the City of Ukiah as Additional Insured for the work specified. And we/I will comply with the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for worker’s compensation or to undertake self-insurance in accordance with the provisions of that code, before commencing the performance of the work specified.
Please Print (Person, Firm, or Corporation)
Signature of Authorized Representative
Please Print (Name & Title of Authorized Representative)
Date Phone Number
Scope of Work – Substation Transformer Oil Processing, Internal Inspection and Repair
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
Attachment A
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
POWER TRANSFORMER REPAIR AND TESTING
I. BACKGROUND
The City of Ukiah (Ukiah) has three transformers at its Orchard Substation. Ukiah is seeking a contractor to repair and test one transformer onsite. The work will consist of draining and storing the transformer oil and inspecting the tank interior for the source of electrical arcing that is causing elevated combustible gas levels and providing a recommendation for appropriate remediation.
Transformer oil shall be processed to filter, de-gas, and dry the transformer prior to vacuum filling.
The transformer shall be tested after repairs are complete. A generator with a maximum sound rating of 70 dBA at 23 feet shall be provided by the Contractor for use with oil processing equipment.
The work site address is:
Orchard Substation
724 South Orchard Ave.
Ukiah, CA 95482
The contact information for this solicitation is:
Ukiah's Contact
Myles Fisette, Purchasing Manager
(707) 463-6225
[email protected]
Nameplate data for the transformers are as follows:
► Manufacturer: Kuhlman
► High Voltage: 115,000 volts (delta)
► Low Side: 12,000 Y 6,930 volts
► 20 MVA
► Type II Inhibited Mineral Oil, 6,218 Gallons
► DOM 11/2008
► Transformer TR-2 S/N 988227-1
CITY OF UKIAH
411 W. Clay Street, Ukiah1 CA 95482
POWER TRANSFORMER REPAIR AND TESTING
II. PROJECT SCHEDULE
Task # Description
1. Project Review and Safety Conference
2. Drain Oil From TR-2
3. Internal Inspection and Repair of TR-2
4. Oil Processing and Drying of TR-2
5. Vacuum Filling TR-2
6. Submit to Owner One Final Report On TR-2
7. Hold Time Before Energizing (Performed by Owner)
8. Energize at No Load (Performed by Owner)
Ill. PROJECT DESCRIPTION
TASK 1. Project Review and Safety Conference
1. Assemble site crew, subcontractors, and Owner's
representatives for project orientation.
2. Identify supervisors and foremen, and exchange key contact information (e.g. cell phone numbers, office contacts,
emergency sources -hospital, EMT, etc.)
3. Designate Contractor and Owner contact in charge.
4. Review all safety procedures and plans. Complete all needed site awareness or environmental constraints.
5. Clearly identify all tasks that are expected of each contractor, subcontractor and owner.
6. Review other Owner expectations and work rules.
7. Secure Owner authorization to proceed.
8. Entrants must be qualified for confined space entry in accordance with CALOSHA requirements.
9. Tank entrants in addition to emptying pockets to remove all jewelry and wear clean coveralls and shoe covers.
10. Avoid stepping on insulation, wiring and connections.
11. Inventory all tools and parts entering tank.
12. Perform inspection
13. Verify nothing left in tank.
14. Oil equipment to be properly bonded and grounded.
Completion Date
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
POWER TRANSFORMER REPAIR AND TESTING
TASK 2. Drain Oil from Transformer 2
1. Draw an oil sample for a general chemistry test to establish a benchmark for oil condition as found. A copy of the test shall be provided to the Owner and the Engineer and be included in the final report.
2. Drain oil into Certified Clean Tankers.
3. Following the oil removal, the transformer tank is to be filled with dry air. Dew point less than -50°F or lower and oxygen content between 19.5% and 23%.
4. The Contractor shall seal and lock the oil tanker(s) holding the removed oil.
TASK 3. Tank Interior Inspection and Repair
1. Do not open tank if relative humidity is above 65% or if ambient temperature is below freezing.
2. Do not open tank until pressure is at zero psi.
3. Continue purging tank with dry air during open time to prevent entrance of moisture.
4. Tools and hardware shall be tied off to prevent losing in transformer.
5. Use clean drop cloth beneath hardware being removed.
6. Torque all mechanical connections to manufacturers specifications and inspect and replace any suspect compression connectors. Examine DETC contacts for signs of arcing and repair if necessary. Inspect core and coils and interior components for evidence of overheating or arcing.
7. Tank shall not be left open for more than 24 hours at a time. If work is interrupted, reseal the tank, evacuate it and fill with dry air or nitrogen.
8. Provide a root cause assessment by identifying the most probable cause(s) of the issue (e.g., loose connection, insulation breakdown, moisture intrusion).
TASK 4. Vacuum Filling Transformer 2
1. Equipment minimum capability: Oil pump minimum flow rate of 1200 GPH, and vacuum system capable of blanking pressure of less than 50 µm of Hg.
2. If LPRD flange is used for vacuum/oil connection, adapter shall be used to incorporate LPRD.
3. Isolate devices not rated for full vacuum.
4. Evacuate tank and fill with dry air or nitrogen.Hold for 12 hours. (4 PSI ± 0.5 PSI)
5. Check dew point and inside temperature. Using published graphs (IEEE C57.93), determine wetness.
6. Perform vacuum leak test prior to vacuum filling, leak rate rise not to exceed
1.0mm Hg in a period of 30 minutes.
7. If reasonably dry, 0.8% or lower by weight, start pulling vacuum.
8. Maintain 1 mm of mercury for 24 hours.
9. Contractor to supply DBPC oxidation inhibitor 0.3% by weight to be added to returned oil if processed oil tests indicate DBPC is < 0.3%.
10. Contractor to supply makeup oil as necessary to top off transformer to its normal level.
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
POWER TRANSFORMER REPAIR AND TESTING
11. Fill tank with oil via filter press (0.5-micron rating).
12. Top off with nitrogen system.
13. Oil fill temperature range (60 to 80° C is recommended)
14. Oil fill maximum rate (Not to exceed 1.25 cm/min {0.5 in/min})
15. Equipment minimum capability: Oil pump minimum flow rate of 1200 GPH, and vacuum system capable of blanking pressure of less than 50 µm of Hg.
16. If LPRD flange is used for vacuum/oil connection, adapter shall be used to incorporate LPRD.
17. Isolate devices not rated for full vacuum.
18. Evacuate tank and fill with dry air or nitrogen.Hold for 12 hours. (4 PSI ± 0.5 PSI)
19. Check dew point and inside temperature. Using published graphs (IEEE C57.93), determine wetness.
20. Perform vacuum leak test prior to vacuum filling, leak rate rise not to exceed
1.0mm Hg in a period of 30 minutes.
21. If reasonably dry, 0.8% or lower by weight, start pulling vacuum.
22. Maintain 1 mm of mercury for 24 hours.
23. Contractor to supply DBPC oxidation inhibitor 0.3% by weight to be added to returned oil if processed oil tests indicate DBPC is < 0.3%.
24. Contractor to supply makeup oil as necessary to top off transformer to its normal level.
25. Fill tank with oil via filter press (0.5-micron rating).
26. Top off with nitrogen system.
27. Oil fill temperature range (60 to 80° C is recommended)
28. Oil fill maximum rate (Not to exceed 1.25 cm/min {0.5 in/min})
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
POWER TRANSFORMER REPAIR AND TESTING
TASK 5. Testing Transformer 2
1. The following field acceptance tests shall be performed after reassembly and prior to energizing.
► Transformer turns ratio test (all tap positions)
► Insulation Power factor test
► Winding Insulation
► Core insulation
► Oil test as follows (at least 24 hours after filling):
Color Number ASTM (D1500)
Dielectric Breakdown ASTM (D1816)
Power Factor ASTM (924)
Moisture Content ASTM (D1533)
Interfacial Tension ASTM (D971)
Acid Number ASTM (D974)
Combustible Gas (DGA) Test ASTM (D3612)
► Current transformers as follows:
• Ratio
• Polarity
• Insulation tests at 1,000 volts
• Generate a report of the field tests
• Supply a copy to Ukiah
TASK 6. Prepare Final Report
1. Submit to Owner one final report on TR-2.
TASK 7. Hold Time Before Energizing (Performed by Owner)
1. Minimum 24 hours for 115KV
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
POWER TRANSFORMER REPAIR AND TESTING
TASK 8. Minimum 8 Hours Energized Time at No Load (Performed by Owner)
1. During no load time:
► Check for excessive noise and vibration
► Monitor oil temperature
► Monitor winding temperature hot spots
► Monitor ambient temperature
► Operate & check LTC performance if applicable
► Operate cooling fans & pumps if applicable
► Inspect for oil leaks & all oil level indicators
CITY OF UKIAH
411 W. Clay Street, Ukiah, CA 95482
POWER TRANSFORMER REPAIR AND TESTING
REFERENCES:
1. http://www.howardind.com/HowardTransformers/Literature/MediumPowerSubstationInstructio ns.pdf
2. http://www.sunbeltusa.com/Liguid filled instruction manual.pdf
3. http://www.academia.edu/4667551/GUIDE FOR the purification of insulating oil by i.ar. gray-transformer chemistry services corrective maintenance procedures for oilinsulated transformers introduction
4. http://www.usbr.gov/power/data/fist/fist3 30/fist3 30.pdf
5. http://www.vatransformer.com/Resources/files/Installation%20Manual.pdf
6. http://www.engineershandbook.com/Tables/torque3.htm
7. ABB Service Handbook for Transformers
8. NETA Maintenance Testing Specifications- latest edition
9. IEEE C57 latest standards
10.Electric Power Transformer Engineering, 3rd edition, by James H. Harlow.
11.ABB - User's Manual - Assembly and Energizing for Power Transformers #1ZCL000001EG-EN-rev. 1
Dissolved Gas Analysis
Date :
Report Number : 1422345
Location : Year of Mfg. : Steve Beaman Orchard Sub
kV Rating : City Of Ukiah
Serial Number : 988227-1 Breathing :
Manufacturer : Cooling : 1320 Airport Rd Kuhlman
Equipment Type : Fluid type : Ukiah, CA 95482 Transformer Mineral Oil Model :
08-21-2025
P.O. Number:
ASTM D3612-C
Fluid Volume :
Bank & Phase : TR-2
Sample Date : 8/6/2025
Laboratory No. : 1422345
Container No. : S-103010
Temperature : 23
Hydrogen (ppm) : 37
Methane (ppm) : 94
Ethane (ppm) : 27
Ethylene (ppm) : 194
Acetylene (ppm) : 8
Carbon monoxide (ppm) : 29
Carbon dioxide (ppm) : 432
Nitrogen (ppm) : 76762
Oxygen (ppm) : 335
Total (ppm) : 77918
TDCG (ppm) : 389
TDCG Rate (ppm/day) : 0.0
ETCG (% in blanket) : 0.15
CH4 / H2 : 2.55
C2H2 / C2H4 : 0.04
C2H2 / CH4 : 0.08
C2H6 / C2H2 : 3.48
C2H4 / C2H6 : 7.06
CO2 / CO : 14.70
Total (%) : 7.79
O2 /N2 : 0.00
Key Gas Method : Possible sparking, Overheating, Arcing, Not in table
Rodgers Ratios (3) : Not in table. Note that some ratio gases are below meaningful thresholds.
Rodgers Ratios (4) : Core and Tank Circulating Currents Overheated Joints Note that some ratio gases are below meaningful thresholds.
CO2 / CO : Higher than normal temperature in insulation Heat Index : 0.03
IEEE C57.104-2019 Status :
Operating Procedure :
3E
Transformers with DGA Status 3E (Extreme) warrant immediate extra investigation, which may include additional oil analysis and physical or electrical testing. Operating restrictions should be initiated at least until the cause of the extreme value(s) is either dismissed as erroneous (sampling error for example) or fully understood and the unit has been deemed acceptable for continued operation. Internal inspection might be considered. Establishing multi-point rates is necessary if not already available. Consultation with an expert is strongly recommended.
Dissolved Gas Diagnostics
TJ|H2b Analytical Services, LLC
3123 Fite Circle, Suite #105
Sacramento, CA 95827 (916) 361 - 7177 Report Version 1.1.1.1
Dissolved Gas Analysis
Date :
Report Number : 1422345
Location : Year of Mfg. : Steve Beaman Orchard Sub
kV Rating : City Of Ukiah
Serial Number : 988227-1 Breathing :
Manufacturer : Cooling : 1320 Airport Rd Kuhlman
Equipment Type : Fluid type : Ukiah, CA 95482 Transformer Mineral Oil Model :
08-21-2025
P.O. Number:
ASTM D3612-C
Fluid Volume :
Bank & Phase : TR-2
TJ|H2b Analytical Services issues reports in a simplified manner; not all ASTM and ISO/IEC 17025 requirements are addressed in this report; however, all required information is retained and available upon request. TJ|H2b does not perform sampling services and provides results for tests performed on samples as received. TJ|H2b assumes no responsibility for the quality or condition of the samples it receives or for the accuracy of any information provided with those samples. Test reports shall not be reproduced, except in full, without prior written consent of TJ|H2b.
Approved by:
Tyler Harris-Krull
Regional Operations Manager
North America
TJ|H2b Analytical Services, LLC
3123 Fite Circle, Suite #105
Sacramento, CA 95827 (916) 361 - 7177 Report Version 1.1.1.1
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, 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
Rev: 11/20/08 Page 1 of 2
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 (Form No. CG 20 10 10 01 and Commercial General Liability – Completed Operations Form No. CG 20 37 10 01).
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: $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. Insurance must be written on an occurrence basis.
B. Automobile Liability: $2,000,000 per accident for bodily injury and property damage. Insurance must be written on an occurrence basis.
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. The City may require the insurer to reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officers, officials, employees and volunteers; or the Contractor to provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses; or to approve the deductible without a guarantee.
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’ compensation 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.
Attachment C
Rev: 11/20/08 Page 2 of 2
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 provide coverage that is equivalent to or better than the forms requested by the City. 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
CITY OF UKIAH
Mendocino County, California
PERFORMANCE BOND
BOND No._____________________
KNOW ALL PERSONS BY THESE PREESNTS:
THAT WHEREAS, the City of Ukiah, organized and operating under the laws of the State of California, (hereinafter referred to as the “City”) has awarded to ______________________________, (hereinafter referred to as the “Contractor”) an agreement for Contract No. _______________ (hereinafter referred to as the “Project”).
WHEREAS, the work to be performed by the Contractor is more particularly set forth in the Contract for the Project dated _______________________, (hereinafter referred to, together with all attachments and exhibits thereto, as “Contract Documents”), the terms and conditions of which are expressly incorporated herein by reference; and
WHEREAS, the Contractor is required by the Contract Documents to perform the terms thereof and to furnish a bond for the faithful performance of said Contract Documents.
NOW, THEREFORE, we, __________________________, the undersigned Contractor and _________________________, as Surety, a corporation organized and duly authorized to transact business under the laws of the State of California, are held firmly bound until the City in the sum of ______________________________ ($_________________), for which amount well and truly to be made, we bind ourselves, our heirs ,executors and administrators, successors and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH that, if the Contractor, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the Contract Documents and any alteration thereof made as therein provided, on its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their intent and meaning; and shall faithfully fulfill all obligations; and shall indemnify and save harmless the City, its officials, officers, employees, and authorized volunteers, as stipulated in said Contract Documents, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.
As part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees including reasonable attorneys’ fees, incurred by the City in enforcing such obligation.
As a condition precedent to the satisfactory completion of the Contract Documents, unless otherwise provided for in the Contract Documents, the above obligation shall hold good for a period of one (1) year after the acceptance of the work by the City, during which time if Contractor shall fail to make full, complete, and satisfactory repair and replacements and totally protect the City from loss or damage resulting from or caused by defective materials or faulty workmanship. The obligations of Surety hereunder shall continue so long as any obligation of Contractor remains. Nothing herein shall limit the City’s rights or the Contractor or Surety’s obligations under the Contract Documents, law or equity, including, but not limited to, California Code of Civil Procedure Section 337.15.
Whenever Contractor shall be, and is declared by the City to be, in default under the Contract Documents, the Surety shall remedy the default pursuant to the Contract Documents, or shall promptly, at the City’s option:
i. Take over and complete the Project in accordance with all terms and conditions in the Contract Documents; or
ii. Obtain a bid or bids for completing the Project in accordance with all terms and conditions in the Contract Documents and upon determination by Surety of the lowest responsive and responsible bidder, arrange for a contract between such bidder, the Surety and the City, and make available as work Attachment D
progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. iii. Permit the City to complete the Project in any manner consistent with California law and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs by the City pursuant to the Contract Documents.
Surety expressly agrees that the City may reject any contractor or subcontractor which may be proposed by Surety in fulfillment of its obligations in the event of default by the Contractor.
Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid from Contractor for completion of the Project if the City, when declaring the Contractor in default, notifies Surety of the City’s objection to Contractor’s further participation in the completion of the Project.
The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project to be performed thereunder shall in any way affect its obligation on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
IN WITNESS WHEREOF, we have hereunto set our hands and seals this ____ day of ___________________, 2022.
(Corporate Seal) ________________________________
Contractor/Principal
By______________________________
Title_____________________________
(Corporate Seal) _________________________________
Surety
By_______________________________
Attorney-in-Fact
(Attach Attorney-in Fact Certificate) Title______________________________ The rate of premium on this bond is __________________ per thousand. The total amount of premium charges is $_________________________.
(The above must be filled in by corporate attorney.)
THIS IS A REQUIRED FORM.
Any claims under this bond may be addressed to:
(Name and Address of Surety) ________________________________ ________________________________
________________________________
(Name and Address of Agent or ________________________________ Representative for service of process in ________________________________ California, if different from above) ________________________________ (Telephone number of Surety and Agent _______________________________ or Representative for service of process in California)
CITY OF UKIAH
Mendocino County, California
PAYMENT BOND
BOND No. ____________________
KNOW ALL PERSONS BY THESE PRESENTS:
WHEREAS, the City of Ukiah (“City”) has awarded to _______________________ (“Contractor/Principal”) a contract (City Agreement No. _____________, dated _________________, ___________, referred to as the “Agreement”) for the work described as _______________________. The Agreement is incorporated by this reference into this Payment Bond (“Bond”); and
WHEREAS, Contractor/Principal is required to furnish a bond in connection with the Agreement and pursuant to California Civil Code section 9550;
NOW, THEREFORE, we ____________________________________________, the undersigned Contractor/Principal, and _____________________ (“Surety”), a corporation organized and existing under the laws of the State of _____________________, and duly authorized to transact business under the laws of the State of California, as Surety, are held firmly bound until the City, and to any and all persons, companies, or corporations entitled by law to file stop payment notices under California Civil Code Section 9100, or any person, company, or corporation entitled to make a claim on this bond, in the sum of $_________________________, for which payment will and truly be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH that if Contractor/Principal, its heirs, executors, administrators, successors, or assigns, or subcontractor, shall fail to pay any person or persons named in Civil Code section 9100; or fail to pay for any materials, provisions, or other supplies, used in, upon, for , or about the performance of the work contracted to be done, or for any work or labor thereon of any kind, or for amounts due under the Unemployment Insurance Code, with respect to work or labor thereon of any kind; or shall fail to deduct, withhold, and pay over to the Employment Development Department, any amounts required to be deducted, withheld, and paid over by Unemployment Insurance Code Section 13020 with respect to work and labor thereon of any kind, then Surety will pay for the same, in an amount not exceeding the amount herein above set forth, and in the event suit is brought upon this bond, also will pay such reasonable attorneys’ fees as shall be fixed by the court, awarded and taxed as provided in California Civil Code Section 9550, et seq.
It is further stipulated and agreed that the Surety of this bond shall not be exonerated or released from the obligation of the bond by any change, extension of time for performance, addition, alteration or modification in, to, or of any contract, plans, or specifications, or agreement pertaining or relating to any scheme or work of improvement herein above described; or pertaining or relating to the furnishing of labor, materials, or equipment therefor; nor by any change or modification of any terms of payment or extension of time for payment pertaining or relating to any scheme or work of improvement herein above described; nor by any rescissions or attempted rescission of the contract, agreement or bond; nor by any conditions precedent or subsequent in the bond attempting to limit the right of recovery of claimants otherwise entitled to recover under any such contract or agreement or under the bond; nor by any fraud practiced by any person other than the claimant seeking to recover on the bond; and that this bond be construed most strongly against the Surety and in favor of all persons for whose benefit such bond is give; and under no circumstances shall the Surety be released from liability to those for whose benefit such bond has been given, by reason of any breach of contract between the Owner and Contractor/Principal or on the part of any oblige named in such bond; that the sole condition of recovery shall be that the claimant is a person described in California Civil Code section 9100, and who has not been paid the full amount of his or her claim; and that the Surety does hereby waive notice of any such change, extension of time, addition, alteration or modification herein mentioned, including but not limited to the provisions of section 2819 and 2845 of the California Civil Code.
Any notice to Surety may be given in the manner specified in the Agreement and delivered or transmitted to Surety as follows:
Attn:__________________________________________
Address:_______________________________________
City/State/Zip:___________________________________
Phone:_________________________________________
Fax:___________________________________________
Email:__________________________________________
IN WITNESS WHEREO, two identical counterparts of this Bond, each of which shall for all purposes be deemed an original thereof, have been duly executed by Contractor/Principal and Surety above named, on the __ day of ____________________, 202__.
__________________________________ (SEAL)
Contractor/Principal
By_____________________________________
Contractor’s Representative
______________________________________
Contractor/Principal’s Address
______________________________________
City,State,Zip
_________________________________(SEAL)
Surety
By_____________________________________
Surety’s Representative
______________________________________
Surety’s Address
______________________________________
City,State,Zip
______________________________________
Telephone Number
NOTE: Signatures of those executing for Surety must be properly acknowledged, The bond must be accompanied by a properly acknowledged Power of Attorney from the Surety authorizing its agent to bind it to this bond. A copy of such Power of Attorney must be in file with the City.
Item # Description UOM QTY
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.
LS 1
Sub: Work: Sub: Work: Sub: Work: Sub: Work:
N/A N/A N/A N/A
TOTAL BID: $90,039.63 $93,418.62
$90,039.63
Bid Total
Delata Star
LYNCHBURG, VA
$100,523.00
SD MEYERS
TALMADGE, OH
$92,379.00
$92,379.00 $100,523.00
RESA POWER
VISALIA, CA
Bid Total
$93,418.62
Bid Total Bid Total
BID RESULTS - SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING BID OPENING: 2 PM, FEBRUARY 12, 2026
TRANSFLUID SERVICES INC
HOUTSON, TX
Attachment 2
DATE: 1/29/2026
Bids may be emailed, faxed, or hand delivered, to the contact information listed REQ. NO. E41088 herein, and by the specified deadline, or the bid will be rejected.
BIDS WILL BE RECEIVED UNTIL
Submitted by: 2:00 p.m., February 12, 2026
(Company Name AT THE OFFICE OF THE PURCHASING MANAGER
& Address) 411 W CLAY ST. CITY of UKIAH
BY: Myles Fisette
Email: [email protected]
BIDS ARE REQUESTED FOR THE FOLLOWING ITEMS:
QUANTITY DESCRIPTION UNIT PRICE EXTENDED PRICE
Tax (8.875 %):
Shipping:
TOTAL:
Payment Terms: N30
1. LOCAL PREFERENCE: Local Vendors shall be given an allowance of five percent (5%), up to a maximum allowance of $2,500, on any bid for supplies, equipment and/or materials per Ukiah City Code Section 1522.D.4. A Local Vendor is defined as one which, 1) conducts business in an office or other business premises with a physical location in Mendocino County, 2) holds a valid business license issued by Mendocino County or one of the cities in Mendocino County for that business location, and 3) has conducted business in compliance with 1) and 2) for not less than six (6) months prior to requesting the preference. The City shall receive satisfactory proof that a business qualifies as a local vendor before it may receive the local preference. In the event that there is a tie bid, where one bidder is local, the other is not, and the bid is equal in price and quality, the award shall go to the Local Vendor.
2. Right is reserved to reject any and all bids.
3. Right is reserved to accept separate items unless specifically denied by bidder.
4. Right is reserved to reject a bid from any bidder who has previously failed to perform adequately for the City of Ukiah.
5. In CASE OF DEFAULT, the City of Ukiah may procure the items quoted on from other sources and hold the original bidder liable for any increased costs.
6. The price, terms, delivery point, and delivery date may individually or collectively be the basis of the awarding of the bid.
7. In submitting the bid, bidder agrees that the bid shall remain open and may not be revoked or withdrawn for 60 days from the bid due date, unless a different time period is specified in RFB.
8. Bidder agrees to perform according to its bid, if the City's acceptance is communicated to the bidder within the time specified in number 7 above. 1 LS
ALL BIDS SHALL BE F.O.B. UKIAH, CA.
TERMS:
SIGNATURE:
PRINT NAME:
DATE:
PHONE:
LEAD TIME ARO :
EMAIL:
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 per attached Specification E41088.
REQUEST FOR BID
UKIAH, CALIFORNIA 95482
P: (707) 463-6225
300 SEMINARY AVENUE
PAGE 1 OF 1
Transfluid Services Inc.
20405 State Highway 249, Suite 150, Houston,
Texas, 77070
$82,700.00 $82,700.00
Nicholas MacDonald
February 12, 2026
(877) 875 2775 [email protected]
$7,339.63
$90,039.63
Attachment 3
REQUEST FOR BID
City of Ukiah
SPECIFICATION E41088
SUBSTATION TRANSFORMER OIL PROCESSING
January 29, 2026
Bid Due Date
2:00 p.m., February 12, 2026
I. Introduction
City of Ukiah is seeking bids from qualified Contractors to oil processing, internal inspection and testing of Transformer TR-2 at the City of Ukiah’s Orchard Substation, at 724 South Orchard Ave., Ukiah, CA 95482.
II. Bid Procedure
PLEASE TAKE NOTICE: This Request for Bid (RFB) is issued as an open market purchase under Section 1522 of the Ukiah City Code. This is not a formal or informal bid under the provisions of state law governing RFB’s for Public Projects. The procedures governing open market purchases are at the discretion of the Purchasing Officer and may vary from bid to bid, depending on the City’s needs. The City Code encourages the Purchasing Officer to use modern communications, including the telephone, e-mail and the internet, to obtain the lowest possible price, consistent with the City’s needs. The Purchasing Officer does use City bidder’s lists when soliciting bids. You may contact the Purchasing Officer if you would like to be placed on the City’s bidder’s list.
III. Contact Person
The City has designated Myles Fisette, Purchasing Manager, as the contact person for questions related to the work requested. Questions are to be submitted in writing, and can be done so by e-mail at [email protected].
IV. Examination of the Site
The Contractor should familiarize himself with the local conditions of the project sites, and shall be responsible for having acquired full knowledge of the job and all problems affecting it. Failure to do so will in no way relieve him/her of the responsibility for performing any of the work or operations required as part of this contract.
V. Bid Submittal Instructions
Bids can be submitted in hardcopy, fax, or by email. Bids are due on or before 2:00 p.m., February 12, 2026 to:
City of Ukiah Purchasing Department
Attn: Myles Fisette
411 West Clay Street
Phone: (707) 463-6225
Email: [email protected]
It will be the sole responsibility of the bidders to have their bids delivered to the City before the closing hour and date. Late bids will not be considered and will be returned unopened to the sender. The City will not be responsible for any cost incurred by the Contractor in preparation of their bid response.
VI. Scope of Work
The Contractor shall provide 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. This work is required due to elevated combustible gas levels in the transformer oil, which indicate potential electrical arcing within the unit. The scope includes draining and storing the transformer oil, performing an internal tank inspection to locate the source of the condition, providing a written root cause assessment and recommendation for remediation, , small repairs, torquing of all connections to manufacturers
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 3 specifications reconditioning and vacuum-filling the insulating oil, and conducting final acceptance testing in accordance with applicable standards and the City of Ukiah’s specifications.
All work shall be performed in accordance with current industry standards, including the IEEE C57 series (covering transformer installation, field testing, and maintenance), ASTM standards for insulating oil tests (D1500, D1816, D924, D1533, D971, D974, and D3612), and the latest NETA Acceptance Testing Specifications (ATS). The Contractor shall comply with CAL/OSHA requirements for confined space entry, electrical safety, and worker protection, and shall follow all manufacturer’s recommendations (Kuhlman, ABB, and others as applicable). Best practices described in the U.S. Bureau of Reclamation FIST manuals and recognized technical references shall be followed throughout the project.
The Contractor shall begin by conducting a project review and safety conference with City representatives and any subcontractors. This meeting shall establish communication protocols, designate key contacts, review confined space entry procedures, identify environmental or site constraints, and confirm that all personnel involved in tank entry are properly qualified. Following approval to proceed, the Contractor shall draw an oil sample for laboratory testing to establish baseline chemistry and dielectric condition. The transformer oil shall then be drained into certified clean tankers, sealed, and properly stored. During and after oil removal, the transformer tank shall be filled with dry air having a dew point of -50°F or lower and oxygen content between
19.5% and 23%.
The Contractor shall provide a generator with a maximum sound level of 70 dBA at 23 feet to support oil processing operations. Once drained, the Contractor shall perform an internal inspection of the transformer under controlled environmental conditions. The tank shall not be opened if the relative humidity exceeds 65% or the ambient temperature is below freezing. Purging with dry air shall continue during the inspection period to prevent moisture ingress. The Contractor shall inspect for signs of electrical arcing, overheating, loose or damaged connections, or insulation distress. All mechanical connections shall be torqued to manufacturer’s specifications, and any suspect compression connectors or DETC (De-energized Tap Changer) contacts showing signs of arcing shall be examined and repaired or adjusted as necessary. The Contractor shall also inspect the core, coils, and internal components for evidence of degradation or moisture intrusion. A root cause analysis shall be provided to the City prior to refilling the transformer.
Tools and hardware shall be secured to prevent dropping into the transformer, and protective drop cloths shall be used beneath any working area. The tank shall not remain open for more than 24 hours; if work must be paused, it shall be resealed, evacuated, and filled with dry air or nitrogen until work resumes. Upon completion of the inspection, the Contractor shall provide a root cause assessment identifying the most probable cause or causes of the condition and recommendations for corrective action, which may include follow-up repair by others.
Following inspection, the Contractor shall process the insulating oil to remove moisture and gas in accordance with IEEE C57.93 and related guidelines. Oil shall be filtered, de-gassed, and dried to achieve acceptable dielectric and moisture values. The Contractor shall perform a vacuum leak test before refilling, ensuring that pressure rise does not exceed 1.0 mm Hg within 30 minutes. The transformer shall then be evacuated and held under vacuum (1 mm Hg) for 24 hours before refilling. If oil analysis indicates that the DBPC oxidation inhibitor concentration is below 0.3%, the Contractor shall replenish it to that level. Any necessary makeup oil shall be supplied by the Contractor. The transformer shall be filled under vacuum through a 0.5-micron filter press, with fill temperature maintained between 60°C and 80°C, and fill rate not exceeding 0.5 inches per minute. Upon completion, the transformer shall be topped off and blanketed with nitrogen.
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 4 After reassembly, the Contractor shall perform acceptance testing in compliance with IEEE, ASTM, and NETA standards. Testing shall include Transformer Turns Ratio across all tap positions, Insulation Power Factor (winding and core), Current Transformer ratio and polarity verification, and insulation tests at 1,000 volts. In addition, post-processing oil tests shall be performed for color (ASTM D1500), dielectric breakdown (ASTM D1816), power factor (ASTM D924), moisture content (ASTM D1533), interfacial tension (ASTM D971), acid number (ASTM D974), and dissolved gas analysis (DGA, ASTM D3612). All field and laboratory results shall be compiled in a formal test report.
Upon completion of the work, the Contractor shall submit a final report to the City of Ukiah. The report shall include oil analysis data, inspection findings, photographic documentation, the root cause assessment with recommendations, and test results confirming transformer condition following processing. The City will perform the 24-hour hold time before energizing at 115 kV and the subsequent minimum eight hours of noload energization, during which operational performance (including oil temperature, winding hot spots, ambient temperature, and sound or vibration) will be monitored by City personnel.
The Contractor shall prepare and submit a detailed work plan and schedule for review and approval by the City before mobilization. All work shall be completed in strict accordance with applicable safety and environmental regulations, including CAL/OSHA confined space entry standards, EPA spill prevention and control requirements, and California environmental laws regarding oil handling and disposal. The Contractor shall maintain appropriate spill containment during all phases of work and provide Safety Data Sheets (SDS) for all chemicals and materials used onsite. General locations of the work are 724 South Orchard Ave., Ukiah, CA 95482.
Specification Task Schedule, nameplate information, drawings, photos and DGA report have been included as Attachment A.
VII. Terms
The City asksthat vendors specify their desired payment preferences in their bid response. The actual payment terms of the contract will be open for negotiation during the contract phase. If no special payments are requested prior to issuing the work, the City will assume net 30 terms.
The City reserves the right to award to the lowest, responsible bidder. The City also reserves the right to waive any irregularities and technicalities and request rebids should it be deemed in its best interests to do so. The price, terms, delivery point, and delivery date may individually or collectively be the basis of the awarding of the bid. In addition, the City reserves the right to make the selection of specific parts of a bid, or multiple proposals that will best meet the needs of the City as defined in this RFB. In addition, the City reserves the right to reject any or all bids. The awarded contractor will enter a “Professional Services Agreement”, Attachment B.
VIII. Addenda
If it becomes necessary to revise any part of this Request for Bid (RFB) after it has been issued, the City will issue an addendum to the RFB containing the revision. All addenda will be posted on the City’s website at www.cityofukiah.com/purchasing with the rest of the RFB documents. Anyone who intends to submit a bid in response to the RFB 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.
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 5 IX. Warranty
Unless otherwise indicated, the Contractor must provide a 1 year workmanship warranty from the date of final acceptance. The Contractor shall replace promptly and at his own expense any materials and/or workmanship which fail during this warranty period.
X. Bidder Qualifications
The City will satisfy itself that the potential contractors are reputable firms with a proven track record and a proven product. Contractors are asked to provide the information requested under Work Performance History Capability. References are to be those who you have performed similar scope of work as asked for in this RFB. References are to include the contact name and phone number. A minimum of three references are requested.
XI. Insurance Requirements
Bidder’s attention is directed to the insurance requirements – see Attachment C. Contractors shall furnish to the City, upon award of contract, certificates of insurance covering full liability under Worker’s Compensation laws of the State of California, Comprehensive General Liability and Business Auto Insurance with policy limits of not less than $2,000,000 naming the City as an additional insured party.
It is highly recommended that contractors confer with their respective insurance carriers or brokers to determine in advance of bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent awarded contractor fails to comply with the insurance requirements, that contractor may be disqualified from award of the contract. If you have questions regarding the City’s requirements, please contact the City’s Risk Manager at 707-463-6287.
XII. License and Additional Requirements
1) Compliance with Laws and Regulations: All materials, parts and equipment furnished pursuant to these specifications shall be in compliance with the laws and regulations of the State of California and OSHA.
The contractor shall, if requested by the City, supply certification and evidence of such compliance. 2) Payment Bond: As per California Civil Code Section 9550, a direct contractor that is awarded a public works contract involving an expenditure in excess of twenty-five thousand dollars ($25,000) shall, before commencement of work, give a payment (material and labor) bond to and approved by the officer or public entity by whom the contract was awarded. Please refer to Attachment D for a copy of the sample forms.
3) Legal Requirements and Permits: The contractor agrees to fully comply with all local, City, State and Federal laws, regulations and ordinances governing performance of contractual services required, and it will be the responsibility of the contractor to obtain any and all necessary licenses, permits or clearances, including the actual cost of licenses.
4) License Requirements: Bidder/Contractor must possess a current City of Ukiah business license. (For information business license, please contact Elizabeth Frausto, City of Ukiah Community Development at 707-463- 6215.)
b) The bidder shall keep in force a City of Ukiah business license for the extent of the project. c) Where subcontractors/jobbers are used, bidder shall provide the City with proof of proper licenses, certificates and proof of insurance for work performed. 5) Notice to Bidders – Contractor Registration and Prevailing Wages –No contractor or subcontractor may be listed on a bid proposal for a public works project 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
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 6 project 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.
Public Works Small Project Exemption: Small project exemption means that contractors who work exclusively on small projects are not required to register as public works contractors or file electronic certified payroll reports for those projects. However, prevailing wages must still be paid on projects with small project exemption. Contractors are still required to maintain certified payroll records on a continuous basis, and provide those records to the Labor Commissioner’s Office upon request. Small project exemption is applied based on the amount of the entire project, not a contractors subcontracted amount of the project. Small project exemption applies for all public works projects that do not exceed: $25,000 for new construction, alteration, installation, demolition or repair; and $15,000 for maintenance.
Each laborer or mechanic of Contractor or any subcontractor engaged in work on the project under this contract shall be paid, pursuant to provisions of Section 1770, including amendments thereof, of the Labor Code of the State of California, the Director of the Department of Industrial Relations, State of California, has ascertained the general prevailing rate of wages for straight time, overtime Saturdays, Sundays and Holidays including employer payment for health and welfare, vacation, pension and similar purposes, copies of the General Prevailing Wage Determination (applicable to the work), for the locality in which the work is to be done can be reviewed at Website: www.dir.ca.gov/dlsr/pwd/northern.html .
The Labor Commissioner through the Division of Labor Standards Enforcement (DLSE) may at any time require contractor and subcontractors to furnish electronic certified payroll records directly to DLSE. For projects that do not meet the “Public Works Small Project Exemption”, contractors and subcontractors must furnish electronic certified payroll records directly to the DLSE.
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 7 INDEMNIFY AND HOLD HARMLESS AGREEMENT
Contractor agrees to accept all responsibility for loss or damage to any person or entity, and to defend, indemnity, hold harmless and release the City, its officers, agents and employees, from and against any and all actions, claims, damages, disabilities, or costs of litigation that may be asserted by any person or entity, arising out of or in connection with the negligent or willful misconduct in the performance by contractor hereunder, whether or not there is concurrent, passive or active negligence on the part of the City, but excluding liability due to the sole active negligence or willful misconduct of the City. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under Workmen's Compensation acts, disability benefits acts or other employee's benefits acts.
Contractor shall be liable to the City for any loss or damage to City property arising from or in connection with Contractor performance hereunder. The undersigned acknowledges that this document, together with the resulting purchase order issued by the City, the executed Short Form Construction Contract, the insurance requirements for contractors, and the Contractor Statement Regarding insurance coverage comprise a written agreement between the Contractor and the City binding on both parties.
The undersigned declares they are familiar with the items specified and have carefully read the RFB specification/requirements, checked all of the figures stated on the specifications and accepts full responsibility for any error or omission in the preparation of this bid.
This bid is submitted by, (check one)
____ Individual Owner ____ Partnership ____ Corporation _____ Other Legal Name of Bidder ___________________________________________________________ Address of Bidder ______________________________________________________________ Tax ID# ______________________________________________________________________ Phone Number______________________________ Fax Number ________________________ California State Contractor’s License #: Expiration Date:
DIR Public Works Contractor Registration #:
By: ______________________________________________ Date _____________________ Signature
Print or Type Name: ____________________________________________________________ Title
X
Transfluid Services Inc.
20405 State Highway 249, Suite 150, Houston, Texas, 77070 42-1690325
(877) 875 2775 (902) 755 2949
Nicholas MacDonald, Inside Sales Manager
February 12, 2026
1000879681
N/A
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 8 WORK PERFORMANCE DATA
HISTORY AND CAPABILITY: Provide the name, locations and a narrative statement on the work performed.
WORK PERFORMED
1. COMPANY NAME: ______________________________________ CONTACT:____________________________________________ _______________________________________ ADDRESS:____________________________________________ _______________________________________ PHONE________________________________________________ ________________________________________
2. COMPANY NAME: ______________________________________ _______________________________________ CONTACT_____________________________________________ _______________________________________ ADDRESS_____________________________________________ _______________________________________ PHONE:________________________________________________ _______________________________________
3. COMPANY NAME: _____________________________________ _______________________________________ CONTACT:____________________________________________ _______________________________________ ADDRESS____________________________________________ _______________________________________ PHONE:______________________________________________ _______________________________________
4. COMPANY NAME: ____________________________________ _______________________________________ CONTACT:___________________________________________ _______________________________________ ADDRESS:___________________________________________ _______________________________________ PHONE:_____________________________________________ _______________________________________
5. COMPANY NAME: ____________________________________ _______________________________________ CONTACT:___________________________________________ _______________________________________ ADDRESS:___________________________________________ _______________________________________ PHONE:_____________________________________________ _______________________________________ SUBCONTRACTORS: The bidder must submit a list of subcontractors whom he proposes to employ on the work with New York Power Authority
Kaitlyn Valenti
Various NYPA sites around New York
(315) 792 8360
Through our multi-year contract, we have
completed a significant amount of planned
transformer servicing and preventative
maintenance including oil processing and more.
Nebraska Public Power District
Greg Trofholz
Brownville, Nebraska
(402) 563 5357
Transformer maintenance and testing. Oil
processing and the replacement of pumps,
gaskets, valve packings, and surge arresters
Intermountain Power
Cory Carroll
Delta, Utah
(435) 864 6727
Replacement of bushings on a 90 MVA unit.
Drained transformer, oil processing, electrical
testing and re-filling the unit.
Otter Tail Power
Bob Koch
Beulah, North Dakota
(701) 873 7531
Visual Inspections, oil processing, and
electrical testing on eleven transformers. Our
inspections included, electrical connection,
grounding, and cooling system checks.
Fermi National Lab
John Kruse
Batavia, Illinois
(630) 549 9379
As part of our 5 year contract. We
completed maintenance and repair work on
multiple transformers, oil processing, leak
checks and electrical testing.
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 9 proper firm name and business address of each.
1)Subcontractor’s Name Work to be performed
_____________________________________________________ _________________________________________________ _____________________________________________________ _________________________________________________ Address
_________________________________________________
City/State/Zip
____________________________________________________
Phone Number Fax Number
____________________________________________________ __________________________________________________ California State Contractor License # DIR Public Works Contractor Registration # 2)Subcontractor’s Name Work to be performed
___________________________________________________ _____________________________________________ ___________________________________________________ _____________________________________________ Address
_____________________________________________
City/State/Zip
__________________________________________________ ____________________________________________ Phone Number Fax Number
____________________________________________________ __________________________________________________ California State Contractor License # DIR Public Works Contractor Registration # 3)Subcontractor’s Name Work to be performed
__________________________________________________ _____________________________________________ ___________________________________________________ _____________________________________________ Address
__________________________________________________ _____________________________________________ City/State/Zip
___________________________________________________ _____________________________________________ Phone Number Fax Number
____________________________________________________ __________________________________________________ California State Contractor License # DIR Public Works Contractor Registration # N/A
City of Ukiah SPEC E41088 SUBSTATION TRANSFORMER OIL PROCESSING - RFB 10 BIDDER/CONTRACTOR STATEMENT
REGARDING INSURANCE COVERAGE
(Submit with Bid)
PROPOSER/CONTRACTOR HEREBY CERTIFIES that he/she has reviewed and understands the insurance coverage requirements specified in the Request for Bid for:
SUBSTATION TRANSFORMER OIL PROCESSING
Should we/I be awarded the contract, we/I certify that we/I can meet the specified requirements for insurance, including insurance coverage of the subcontractors, and agree to name the City of Ukiah as Additional Insured for the work specified. And we/I will comply with the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for worker’s compensation or to undertake self-insurance in accordance with the provisions of that code, before commencing the performance of the work specified.
Please Print (Person, Firm, or Corporation)
Signature of Authorized Representative
Please Print (Name & Title of Authorized Representative) Date Phone Number
Transfluid Services Inc.
Nicholas MacDonald, Inside Sales Manager
February 12, 2026 (877) 875 2775
Agenda Item No: 12.a.
MEETING DATE/TIME: 2/18/2026
ITEM NO: 2025-1266
AGENDA SUMMARY REPORT
SUBJECT: Introduction by Title Only of an Ordinance to Implement a Street Trench Cut Fee in the City of Ukiah.
DEPARTMENT: Public Works PREPARED BY: Andrew Stricklin, Senior Civil Engineer PRESENTER: Tim Eriksen, Director of Public Works / City Engineer
ATTACHMENTS:
1. Ukiah Trench Cut Study
2. Trench Cut Fee Ordinance FINAL_clean
3. Exhibit A - Trench Cut Fees
4. Ukiah Trench Cut Fee - Public Notice
5. Presentation Given
Summary: Council will consider introducing an Ordinance by title only to implement a Street Trench Cut Fee in the City of Ukiah.
Background: With the implementation of Measure Y to rehabilitate the streets of Ukiah, many streets have recently been paved and more will be completed in the future. Since work from other utilities, including those that are City-owned, affect the future condition of these improved streets, Staff recommended that a trench cut fee should be implemented to recoup the necessary rehabilitation costs resulting from the decreased road lifespan. At the December 2, 2020, Council meeting, a contract was awarded to Nichols Consulting Engineers (NCE) to complete this study and return with a presentation to Council.
A presentation was given to Council in February 2022 by City staff and contract consultant NCE regarding a completed Trench Cut Fee Study and Implementation (Attachment 1). Based on this study, an ad-hoc was formed starting with Councilmember Crane and now former Councilmember Jim Brown along with City staff to discuss appropriate fee schedules and how to implement such fees to the multiple utility companies, including both commercial and government. Background and findings show the impact both residential and commercial construction cuts into the roadway have on the condition and lifetime of a street and what type of remediation or fee could be applied to offset such deterioration as determined. The recommendations from the report and ad-hoc have been incorporated into an implementation ordinance for Council's consideration.
Discussion: Problems associated with the performance of pavement cuts and street repairs have been a concern to public agencies for many years. Public agencies and utilities have sponsored engineering investigations. These studies indicate that the life expectancy of a street may be reduced by the presence of pavement cuts. Trench cut fees are very common among municipalities in California.
Such fees are structured based on pavement age, type of pavement treatment, type and size of cut, as well as other factors. NCE has completed this study and shown the financial cost and impact the City faces with roadway construction from residential, commercial, and municipal projects.
The fees in Exhibit A (Attachment 3) use current construction costs in calculating the financial cost of the reduced useful life of City streets resulting from trench cuts. To recover the actual cost, the fee requires an automatic annual adjustment calculated by the City Engineer based on the Construction Cost Index History as
reported by Engineering News Records (ENR).
The trench cut fees imposed by this ordinance recover the actual cost of allowing public and private entities and persons to cut trenches in City streets incident to installing underground facilities that only benefit such entity and/or persons other than the customers or ratepayers of such entities or persons (Attachment 2). These fees will be collected into an established designated account to be used for the sole purpose of a roadway rehabilitation and reconstruction fund.
This item was given Notice of Public Hearing in the Ukiah Daily Journal and published February 4th to invite public comments and questions either directly to City staff, in writing or to attend this City Council meeting. (Attachment 4)
Staff recommends Council introduce by title only an Ordinance to implement a Street Trench Cut Fee in the City of Ukiah.
Recommended Action: Introduce by title only an Ordinance to implement a Street Trench Cut Fee in the City of Ukiah.
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: Seth Strader - Management Analyst II, Tim Eriksen - Public Works Director/City Engineer
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): GP-A4 - Public Facilities, Services, and Infrastructure Element
City of Ukiah
Department of Public Works
300 Seminary Ave
Ukiah, CA 95482
Final Report
Utility Cut Impact Assessment and Fee Development
July 2022
Richmond, CA
501 Canal Blvd., Suite I
Richmond, CA 94804
Final Report
Utility Cut Impact Assessment and Fee Development
Ukiah, CA
July 2022
Prepared for:
City of Ukiah
Department of Public Works
300 Seminary Ave
Ukiah, CA 95482
Prepared by:
Debaroti Ghosh, PhD
Project Engineer II
Mei-Hui Lee, PhD, PE
Associate Engineer
Margot Yapp, PE
Principal-in-Charge
NCE
501 Canal Blvd Suite I
Point Richmond, CA 94804
(510) 215-3620
NCE Project No. 1145.01.55
This Page Intentionally Left Blank
UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
EXECUTIVE SUMMARY UKIAH, CA
FINAL REPORT JULY 2022
ES-1
Executive Summary
Public agencies and utility companies have been investigating the impact of utility cuts on pavement performance for over 30 years, with the goal of quantifying the impact of roads and streets and estimating the corresponding financial impacts. But to really understand the impact of utility cuts on roadway performance for a particular agency, a site-specific study and analysis must be performed. The purpose of this study was to review relevant studies, estimate damage to Ukiah pavements caused by utility cuts, develop a fee schedule to recover the costs associated with such damage, and compare the recommended fee schedule with typical fees charged by similar California agencies.
To accomplish this, NCE looked at both the structural and functional deterioration of pavements due to utility cuts. The structural evaluation was based on a field evaluation of 16 sites on streets of different ages in Ukiah. Deflection testing was conducted at the sites using a falling weight deflectometer to assess loss of structural capacity due to cuts. For the functional evaluation, the City of Ukiah’s robust StreetSaver® database was analyzed to compare characteristics of street sections with and without cuts.
The findings from this study include:
• Utility cuts cause structural damage to pavements and an average overlay thickness of 2.0 inches is needed to compensate for that loss in structural capacity.
• Overall, pavements with cuts deteriorate more than pavement without cuts.
An average reduction of 9 points was observed when utility cuts are present. • As the size of the cut increases, the PCI decreases across all age groups. On average, the PCI drops by 31% if the cut area is greater than 5% of the section area.
• Cuts do more damage to new (< 10 years) pavements than older (≥10 years) pavements. This results in an average percent reduction of the remaining service life of approximately 36% for new pavements and 11% for old pavements.
All these findings were used to develop fee schedule for the City of Ukiah, as shown in the following table.
UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
EXECUTIVE SUMMARY UKIAH, CA
JULY 2022
ES-2
Fee, $/SF
Functional
Class Age Group Small Cut Large Cut
Arterials/
Collectors
0-10 years $ 1.00 $ 4.25
≥10 years $ 0.50 $ 3.75
Residentials
0-10 years $ 1.50 $ 2.50
≥10 years $ 0.50 $ 1.50
Small cut =Cut Area <5% of Section Area
Large cut =Cut Area ≥5% of Section Area
FINAL REPORT
UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
TABLE OF CONTENTS UKIAH, CA
JULY 2022
i
Table of Contents
1 Introduction....................................................................................... 1
1.1 Deterioration Mechanisms.................................................................. 1
1.2 Literature Review ............................................................................. 2 2 Technical Approach............................................................................ 4
2.1 Evaluations...................................................................................... 4
2.2 Methods.......................................................................................... 5
2.2.1 Structural Evaluation................................................................... 5
2.2.2 Functional Evaluation .................................................................. 5 3 Structural Evaluation ......................................................................... 7
3.1 Site Selection .................................................................................. 7
3.2 FWD Testing Layout.......................................................................... 7
3.3 Test Results..................................................................................... 8
3.4 Statistical Analysis.......................................................................... 10
3.5 Overlay Thickness Design ................................................................ 11
3.6 Fee Development ........................................................................... 13 4 Functional Evaluation.......................................................................15
4.1 Development of Performance Model .................................................. 15
4.2 PCI Difference by Age Group and Cut Size ......................................... 17
4.3 Percent Reduction in PCI ................................................................. 18
4.4 Percent Reduction in Pavement Life................................................... 19
4.5 Statistical Analysis.......................................................................... 22
4.6 Fee Development ........................................................................... 23 5 Fee Implementation.........................................................................24
5.1 Fee Comparison by Evaluation Type .................................................. 24
5.2 Fee Implementation........................................................................ 25
5.2.1 Large Pavement Cuts ................................................................ 25
5.2.2 Small Pavement Cuts ................................................................ 26
5.2.3 Examples of Fee Implementation ................................................ 26
5.3 Fee Comparison with Other Agencies................................................. 28 6 Summary .........................................................................................30 7 References.......................................................................................31
FINAL REPORT
UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
TABLE OF CONTENTS UKIAH, CA
JULY 2022
ii
List of Figures
Figure 1. Utility Cut Damage Mechanisms......................................................... 2 Figure 2. Technical Approach.......................................................................... 5 Figure 3. Examples of Site Selection................................................................ 7 Figure 4. Falling Weight Deflectometer Testing Layout ....................................... 8 Figure 5. Expected Deflection Trend (Low Gap Road in Ukiah) ............................. 9 Figure 6. Deflection Trends for Arterials/Collectors .......................................... 10 Figure 7. Deflection Trends for Residentials .................................................... 10 Figure 8. Deflection and Overlay Thickness Trend of Low Gap Road.................... 12 Figure 9. Deflection and Overlay Thickness Trend of Empire Drive ..................... 12 Figure 10. Difference in Overlay Thickness ..................................................... 13 Figure 11. Pavement Deterioration Curve for Cut and No-Cut Sections – Arterials and Collectors..................................................................................... 16 Figure 12. Pavement Deterioration Curve for Cut and No-Cut Sections –Residentials .................................................................................................. 16 Figure 13. PCI Comparison by Functional Class, Age Group and Cut Size – Arterials/Collectors ........................................................................ 17 Figure 14. PCI Comparison by Functional Class, Age Group and Cut Size – Residentials .................................................................................................. 18 Figure 15. Pavement Family Deterioration Curves for Streets in Ukiah................ 20 Figure 16. Percent Reduction in Pavement Service Life – Arterials/Collectors ....... 20 Figure 17. Percent Reduction in Pavement Service Life – Residentials................. 21 Figure 18. Examples of Fee Implementation for Typical 700'x30' Residential Street with Pavement Age < 10 years........................................................ 27 Figure 19. Typical Full-Block Trench Cuts in Ukiah ........................................... 28
FINAL REPORT
UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
TABLE OF CONTENTS UKIAH, CA
JULY 2022
iii
List of Tables
Table 1. Pavement Condition Categories .......................................................... 4 Table 2. Experimental Design for Site Selection ................................................. 7 Table 3. Statistical Analysis of Deflection Data ................................................ 11 Table 4. Additional Overlay Cost Based on Structural Evaluation........................ 14 Table 5. Tiered Fee Schedule Based on Structural Evaluation ............................ 14 Table 6. Percent Reduction in PCI by Functional Class, Age Group, and Cut Size .. 18 Table 7. Impact of PCI Reduction on Pavement Condition Category.................... 19 Table 8. Percent Reduction in Pavement Life by Functional Class, Pavement Age, and Cut-Size....................................................................................... 22 Table 9. Statistical Analysis of StreetSaver® Data............................................ 22 Table 10. Tiered Fee Schedule using Functional Evaluation ............................... 23 Table 11. Statistical Significance Based on Evaluation ...................................... 24 Table 12. Fee Comparison Based on Evaluation............................................... 24 Table 13. Tiered Fee Schedule ...................................................................... 25 Table 14. Utility Cut Fee Schedule Range Comparison ...................................... 29 List of Appendices
Appendix A
Summary of Utility Cut Studies and Policies
FINAL REPORT
INTRODUCTION
FINAL REPORT
1 1 Introduction
Utility companies often need to cut existing pavements to access and service their underground equipment. Ideally, all underground utility maintenance would be performed prior to pavement rehabilitation or reconstruction so that new pavement structures would not be cut. However, despite the best coordination, utility cuts cannot always be avoided; unanticipated work is often required to maintain essential public services.
Over the last 30 years, local agencies have sought answers to the following questions:
• How do utility cuts affect pavement performance?
• If pavement performance is reduced, what is the corresponding financial impact?
To answer these questions, public agencies and utility companies, have sponsored engineering investigations and studies (Todres and Baker 1996). Many such studies are performed in-house or by consulting companies and are therefore unpublished or difficult to access. In addition, the impact of utility cuts on pavement performance can vary significantly based on site-and agency-specific information.
Thus, the purpose of this study was to compare pavement performance for the street sections with and without cuts, quantify damage caused by utility cuts to the pavements within the City of Ukiah (City) and develop a fee schedule for the City to recover any costs associated with such damage.
1.1 DETERIORATION MECHANISMS
Studies of utility cut impacts often use deflection testing, condition surveys, and statistical analyses. The performance impacts are typically expressed as a loss in structural capacity and/or a decrease in pavement condition. To manage the identified impacts, many studies have recommended restoring additional areas surrounding the cut, increasing the overlay thickness, or imposing a restoration fee on utility companies.
These studies and recommendations have led to an increase in public policies that 1) compensate local agencies for the loss of pavement life caused by utility cuts through a utility cut fee, and 2) achieve more acceptable performance of repair work following underground utility access and maintenance through rigorous utility cut restoration standards and moratoria, or “no-cut” periods.
The impact of utility cuts varies depending on a variety of factors, such as:
• Existing pavement condition, structure, and age
• Location, orientation, and extent of the utility cut
• Environmental factors
UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
UKIAH, CA
JULY 2022
INTRODUCTION
FINAL REPORT
2 • Traffic loads
• Restoration practices and standards
Further, quantifying utility cut impacts also depends on local maintenance treatments and costs. Therefore, to really understand the impact of utility cuts on roadway performance for a particular agency, a site-specific study and analysis must be performed.
Underground utility work can damage pavements in three general ways, as illustrated in Figure 1.
Figure 1. Utility Cut Damage Mechanisms
First, cutting a pavement structure creates an entry point for water that can damage the underlying pavement layers. Second, removing pavement layers creates a plane of weakness where the pavement structure may not be adequately supported laterally – particularly during underground utility maintenance, but also after restoration. Third, repairing the pavement can introduce roughness if the does not closely match the adjacent pavement structure. Rough pavements can cause vehicles to bounce, which creates greater loads on the pavement and leads to more rapid deterioration (Tarakji 1995, Wilde et al. 2002).
These deterioration mechanisms reduce the condition and structural capacity of a pavement, which reduces the life of the pavement within and adjacent to the utility cut (Stevens et al. 2010). Multiple utility cuts on the same street or within a small area can magnify this impact (San Francisco Department of Public Works 1998, Tarakji 1995).
1.2 LITERATURE REVIEW
Researchers have used deflection testing, condition surveys, and statistical analyses to quantify the impact of utility cuts on pavement performance. Results have shown
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3 that utility cuts can reduce pavement life by 15% to 55%, which consequently costs local agencies millions of dollars in premature street repair and remediation expenses. Studies have also shown that underground utility work affects not only the excavated area, but often weakens the adjacent pavement. The affected pavement varies based on agency and location but is typically 4 to 5 feet from the edge of the trench.
To help restore some of the lost structural capacity and performance due to cutting the pavement, many agencies have set restoration standards. Restoration standards in California typically include a T-Cut along with a restoration treatment that may be as extensive as replacing the full lane for the entire affected block.
To recover the cost of pavement damage associated with performing underground utility work, many agencies impose utility cut fees. In California, these fees are typically based on factors including functional classification, pavement age, Pavement Condition Index (PCI), and/or utility cut depth and orientation (longitudinal or transverse).
Appendix A provides additional details gathered from California agencies regarding the impact of utility cuts on pavement performance, the importance of adequate utility cut restoration, and the policies established to address pavement degradation caused by utility cuts.
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4 2 Technical Approach
2.1 EVALUATIONS
Based on the relevant studies reviewed, it is clear that utility cuts have an overall negative impact on pavement performance. These impacts can take two forms:
• Structural – Reduced pavement strength
• Functional – Shortened pavement service life
For this study, City streets both with and without cuts were evaluated for both structural and functional deterioration and fees were developed to compensate for both types of deteriorations caused by the presence of utility cuts.
Structural deterioration is evaluated by measuring the overlay thickness needed to reach an acceptable structural capacity under a specified traffic load, usually expressed through the Traffic Index (TI). If the cut weakens the pavement structure, then the sections with cuts will require a thicker overlay than the sections with no cuts. The overlay thickness is calculated using deflection data obtained through falling weight deflectometer (FWD) testing, using the procedure in the California Department of Transportation’s (Caltrans) Highway Design Manual (Caltrans 2018).
In this technique, deflection data are used to measure the relative loss of structural capacity resulting from the presence of utility cuts: higher deflections represent weaker pavements. This loss of structural capacity necessitates thicker overlays, thus increasing the cost of rehabilitation for a street with utility cuts over the cost for a street without cuts.
Functional deterioration is evaluated in terms of Pavement Condition Index (PCI), a scale that ranges from 0 to 100 (Table 1).
Table 1. Pavement Condition Categories
Condition Category PCI Range
I- Excellent 85-100
I- Very Good/Good 70-84
II/III- Fair 50-69
IV- Poor 25-49
V- Failed 0-24
As shown, a pavement in excellent condition has a PCI above 85, while a failed pavement has a PCI below 25. The PCI is calculated from pavement distress data collected through visual inspection surveys. The pavement distresses are usually categorized as structural and environmental distress types. The degree of pavement deterioration is affected by the types of distresses found as well as the severity and JULY 2022
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5 quantity of those distresses. Note that, loss in structural capacity mentioned above could lead to functional deterioration in terms of structural distress types (such as fatigue cracking or rutting).
2.2 METHODS
The flowchart shown in Figure 2 presents the methodology for this study. Field testing was used to estimate the loss of structural capacity due to cuts (structural evaluation). Distress data from the City’s StreetSaver® database were analyzed to estimate the impact of cuts on pavement condition and lifespan (functional evaluation).
Figure 2. Technical Approach
2.2.1 Structural Evaluation
The following tasks were performed for the field evaluation:
• Selected 16 sites with and without cuts.
• Conducted deflection testing and coring.
• Calculated and compared overlay thicknesses for the sections with and without cuts.
2.2.2 Functional Evaluation
To perform a rigorous analysis using this approach, a pavement management system (PMS) database that contains sufficient historical data to allow comparison of streets JULY 2022
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6 with and without utility cuts is required. The City has a robust PMS (StreetSaver®) containing pavement distress data since 2001 with thousands of data points.
The following tasks were completed as part of this evaluation:
• Exported PCI inspection history.
• Sorted PCI by distress type (with and without utility cuts). • Extracted the last rehabilitation dates or construction dates for the sections to derive age of the pavement.
• Compared the PCIs of the sections with and without cuts by functional class, age group and size of the cuts .
• Calculated and compared the percent reduction in pavement service life by functional class, age group, and size of the cut from the pavement deterioration curves.
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7 3 Structural Evaluation
3.1 SITE SELECTION
Sixteen sites were selected; each site had a section with a cut and one without a cut (Figure 3 has examples of test sites). The sections with and without cuts will be often referred to as “cut section” and “no-cut section,” respectively, in this document.
Figure 3. Examples of Site Selection
The variables in the experimental design were functional class and age group. Table 2 below shows the planned versus actual site selection for each functional class in each age group. Ideally, approximately two sites would have been identified in each age group for each functional class.
Table 2. Experimental Design for Site Selection
Functional Class Pavement Age at Time of
Cut, years
No. of Sites in Each Age
Group
Plan Actual
Major Streets
(Arterials/Collectors)
0-5 2 2
6-10 2 2
11-15 2 3
>15 2 3
Minor Streets
(Residentials)
0-5 2 1
6-10 2 1
11-15 2 1
>15 2 3
As can be seen from Table 2, the major streets (arterials/collectors) were moderately well-distributed among different age groups, but minor streets (residentials) were not. Overall, 62.5% of the sites were older than 10 years at the time of the cut.
3.2 FWD TESTING LAYOUT
Deflection testing was performed using an FWD, which delivers a transient impulse load to the pavement surface and measures the resultant pavement response in terms of deflection. Testing was conducted along the cut, 2 feet away from the cut (known as the zone of influence) as well as on sections with no cuts (see Figure 4).
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8 Figure 4. Falling Weight Deflectometer Testing Layout
3.3 TEST RESULTS
As mentioned, the deflection data were used to measure the relative loss of structural capacity resulting from the presence of utility cuts. Therefore, the deflection at a nocut section was expected to be lower than the deflection on the cut or 2-ft near the cuts if at a cut section or at a section in the zone of influence. Figure 5 illustrates the expected trend from one of the testing sites in Ukiah.
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9 Figure 5. Expected Deflection Trend (Low Gap Road in Ukiah) Figure 6 and Figure 7 present the deflection trend results for the selected test sites. (arterials/collectors and residentials, respectively). The blue lines indicate the expected deflection trend.
It was observed that 75% of the sites were adversely affected by the presence of the utility cuts. The blue lines indicate expected deflection trend or structural damage due to the presence of utility cuts. In other words, the average deflection measurements taken either on the cuts or adjacent to the cuts (within the zone of influence) were higher than the average deflection measurement taken in the no-cut sections. As discussed in Section 2.1, this indicates that the no-cut sections would require thinner overlays than the cut-sections. The red lines on the figures indicate sections that did not show this trend. This could mean that cut sections have thicker asphalt structure than no-cut sections.
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10 Figure 6. Deflection Trends for Arterials/Collectors Figure 7. Deflection Trends for Residentials
3.4 STATISTICAL ANALYSIS
A statistical analysis was conducted to determine whether the differences in deflection values between the no-cut and cut sections were significant. The t-test was performed for both functional classes to compare the cut and no-cut section deflection results. The t-test provides a “P-value” that indicates the probability of a statement being true; in other words, how likely a particular set of observations would occur.
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11 In this case, the goal was to determine the probability that two groups of data (deflection of cut and no-cut sections) were significantly different. • A P-value less than or equal to 0.05 (at a 95% confidence level) indicates that the average deflection of the cut sections was significantly higher than the average deflection of no-cut sections. This means that there is a high probability of structural damage due to presence of utility cuts. • A P-value above 0.05 indicates that there was no significant difference in the average deflection of the cut and no-cut sections.
Table 3 shows that the deflection results for the no-cut and cut sections of the arterials/collectors were significantly different (P-value less than 0.05), but the results for residential streets were not significantly different. A P-value of 0.094 for residential streets indicates that the probability of not finding any structural damage due to cut is 9.4%.
Table 3. Statistical Analysis of Deflection Data
Functional Class
Average Deflection
(mils) P-value Significant
Difference No-Cut Cut
Arterials/Collectors 35.9 44.3 0.012 Yes
Residential 31.5 47.2 0.094 No
3.5 OVERLAY THICKNESS DESIGN
As mentioned in Section 2.1, overlays are used for maintenance and repair to restore pavements to an appropriate structural capacity. Overlay designs were performed for cut, no-cut, and zone-of-influence sections at each test site following Highway Design Manual criteria (Topic 635; Caltrans 2018). The inputs needed were:
• Existing pavement thickness
o No-cut section: Measured core thickness
o Cut section: Measured core thickness +1” or 3” (whichever is greater; obtained from City’s trench cut restoration details)
o Zone of influence (2 feet off the cut): Measured core thickness • Deflection data obtained through FWD testing
• Traffic Index (TI) Assumptions
o Arterials/Collectors: 7
o Residentials: 5.5
Two examples are shown in Figure 8 and Figure 9. Figure 8 shows the results for Low Gap Road (arterial/collector), where the cut and zone of influence sections would need 1.1-inch and 2.3-inch overlays to meet structural capacity for a TI of 7, respectively. The no-cut section would require no overlay.
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12 Figure 8. Deflection and Overlay Thickness Trend of Low Gap Road The no-cut section of Empire Drive (Figure 9) would need an overlay of 2.3 inches, which is almost half of what is required on the cut (an overlay thickness of 4.3 inches) to meet the structural capacity for a TI of 7.
Figure 9. Deflection and Overlay Thickness Trend of Empire Drive Figure 10 summarizes the differences in overlay thickness between the no-cut section and the maximum value of either the cut or zone of influence section for all sites.
The blue bars in Figure 10 indicate the additional overlay thickness needed to compensate for loss in structural capacity when compared to no-cut sections. The JULY 2022
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13 red bars indicate that no overlay is needed in the cut or zone of influence section. It was observed that 75% of the sites would need an average of 2 inches of additional overlay in the cut or zone of influence section to compensate for the loss in structural capacity due to utility cuts.
Figure 10. Difference in Overlay Thickness
3.6 FEE DEVELOPMENT
Because the data for residential streets did not show a statistical difference between the cut and no-cut sections, these data were excluded from the fee schedule development from structural evaluation. Table 4 presents the difference between the required overlay thickness in the cut and no-cut sections for major streets (arterials/collectors) only in different age groups. The cost of this additional overlay thickness was then calculated using the following assumptions and these assumptions were discussed with the City.
• Hot Mix Asphalt: $140/ton
• Cold Plane Milling: $0.9/square foot
• Estimated Construction Cost: 40% (arterials/collectors) • Soft Cost: 25%
• Contingency: 10%
Table 5 presents a summarized tiered fee schedule for major streets (arterials and collectors) based on structural evaluation of major streets within the city of Ukiah.
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14 Table 4. Additional Overlay Cost Based on Structural Evaluation Major Street Name FC Age
Group
∆ Overlay
Thickness*,
inches
Overlay
Cost,
$/SF
Average
Cost
($/SF)
S DORA ST A/C 0-5 0.0 -
$ 4.25 N DORA ST OR AVE A/C 0-5 2.3 $ 6.00
S STATE ST A/C 6-10 0.3 $ 2.50
DORA ST A/C 6-10 0.0 -
GROVE AVE A/C 11-15 0.1 $ 2.00
$ 3.75
LOW GAP RD A/C 11-15 2.3 $ 6.00
N MAIN ST A/C 11-15 0.3 $ 2.00
N OAK ST A/C 16-20 0.3 $ 2.00
BRUSH ST A/C >20 2.0 $ 5.50
EMPIRE DR A/C >20 2.0 $ 5.00
*Difference between Overlay Thickness of No-Cut Section and Maximum of Cut/Zone of Influence Section
$/SF = Dollars per square foot
Functional Classification (FC): A (Arterials), C (Collectors) Table 5. Tiered Fee Schedule Based on Structural Evaluation Functional Class Age Group Fee, $/SF
Arterials/Collectors <10 years $ 4.25
≥10 years $ 3.75
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15 4 Functional Evaluation
The City maintains a StreetSaver® PMS, which contains inspection data since 2001.
The City’s StreetSaver® database contains a list of all the City’s streets, which are divided into management sections. For each management section, one or more sample units were surveyed for pavement condition based on a 10% sampling rate.
Using the surveyed distresses, the PCI for each sample unit was calculated according to ASTM D6433. Since the condition of the sample units is representative of the overall condition of the management section, the average PCI for all sample units within a management section is the PCI for that management section. This robust database provided approximately 900 sample units with a recorded rehabilitation date that could be used for the analysis and the observations based on the analysis of sample units could be used for management sections.
Overall, an average reduction of 9 PCI points was observed when utility cuts are present. This study further compared the PCIs of pavement sections with and without cuts based on three variables:
1. Functional class (arterials/collectors and residentials)
2. Pavement age group (0-5 years, 6-10 years, 11-15 years, and >15 years)
3. Cut size (small and large)
Note that sections with known rehabilitation dates and new construction dates were used for this study because pavement age is a crucial variable for this analysis. Some obvious outliers were removed to establish confidence in the analysis.
4.1 DEVELOPMENT OF PERFORMANCE MODEL
Pavement deterioration curves of cut and no-cut sections for arterials/collectors and residentials were developed using the historical data from the City’s database. These curves are shown in Figure 11 and Figure 12. These curves indicate the following:
• For arterials/collectors, overall sections with cuts deteriorated more rapidly than sections without cuts for pavements less than 15 years old. Some streets more than 15 years did not exhibit this trend due to the existing distresses present.
• For residentials, overall sections with cuts deteriorated more rapidly than sections without cuts within all age groups.
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16 Figure 11. Pavement Deterioration Curve for Cut and No-Cut Sections – Arterials and Collectors
Figure 12. Pavement Deterioration Curve for Cut and No-Cut Sections – Residentials
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17 4.2 PCI DIFFERENCE BY AGE GROUP AND CUT SIZE
Next, the pavement sections of different functional classes were grouped by cut size within different age groups (0-5 years, 6-10 years, 11-15 years and >15 years) for further evaluation.
The age groups were modified because very few data points were available for streets older than 15 years. A small sample size (N<20) can affect the reliability of the analysis because it leads to a higher variability, which may lead to bias.
Consequently, data points for all streets older than 10 years were grouped together to avoid bias.
Cut sizes ranging between 0.1% and 58% of the sample unit area were analyzed to evaluate the effect of cut size on PCI reduction and finally categorized into two groups; cut area <5% (small cuts) and cut area ≥5% (large cuts) of section area.
The selection of this threshold is discussed in the next section.
The PCI of cut and no-cut sections in each group were then compared.
Figure 13 and Figure 14 show the PCI comparison for arterials/collectors and residentials, respectively. These figures indicate the following:
• Overall PCI decreased with pavement age.
• PCI decreased as cut size increased.
Figure 13. PCI Comparison by Functional Class, Age Group and Cut Size – Arterials/Collectors
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18 Figure 14. PCI Comparison by Functional Class, Age Group and Cut Size – Residentials
4.3 PERCENT REDUCTION IN PCI
Table 6 below presents the percent reduction in PCI within each age group based on cut size. Observations based on analysis of sample units could be applied to the management section area.
Table 6. Percent Reduction in PCI by Functional Class, Age Group, and Cut Size
Functional
Class Age Group
Percent Reduction in PCI by Cut Size*
Small Cut Large Cut
Arterials/
Collectors
0-5 years 6% 41%
6-10 years 4% 33%
≥10 years 1% 6%
Residential
0-5 years 19% 34%
6-10 years 9% 40%
≥10 years 9% 29%
*Represents the amount the PCI of the section would be reduced compared to a no-cut section Small cut =Cut Area <5% of Section Area
Large cut =Cut Area ≥5% of Section Area
Table 6 indicates the following:
• Overall, an average PCI reduction of approximately 8% was observed if the cut area was less than 5% of the section area.
• If the cut area was equal to or greater than 5% of the section area, an average PCI reduction of 31% was observed.
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19 Table 7 shows an example of how these results affect pavement condition. As described in Section 2.1, pavements are assigned one of five condition categories based on their PCI. A large pavement cut could drop a pavement in excellent condition to the “Fair” category or a pavement in fair condition to the “Poor” category.
In other words, a 31% reduction in PCI means that the pavement drops an entire condition category. These changes in pavement condition result in different maintenance treatments and higher unit costs. A pavement that would have needed a slurry seal if there had been no cuts might now need a more expensive thin overlay treatment.
Table 7. Impact of PCI Reduction on Pavement Condition Category Condition Category PCI Range
Examples
No-Cut
Section PCI
Cut Section PCI after
31% Reduction
(Cut Area≥ 5%)
I- Excellent 85-100 90 -
I- Very Good/Good 70-84 80 -
II/III- Fair 50-69 60 62, 55
IV- Poor 25-49 35 41
V- Failed 0-24 24
This analysis indicates that cut sizes equal to or above 5% of the section area have a critical impact on pavement performance and more expensive restoration measures need to be considered on bigger cuts.
4.4 PERCENT REDUCTION IN PAVEMENT LIFE
A reduction in PCI also affects the service life of the pavement. Residentials have a total service life of approximately 36 years, while arterials/collectors have a total service life of approximately 29.5 years. Based on the standard Remaining Service Life (RSL) definition, a pavement’s RSL reaches zero when a pavement falls into failed condition (i.e., it has a PCI of 24 or less).
The percent reduction in pavement service life due to utility cuts was estimated using the StreetSaver® family deterioration curves for asphalt concrete streets, as shown in Figure 15. For example, assume an arterial/collector (aged 0-5 years) with no cut has a PCI of 84. A PCI of 84 for arterials/collectors corresponds to an equivalent service life of 6 years (shown by the solid green arrows on the figure). Based on the analysis in the previous section, a cut area greater than 5% of sample unit area would drop the PCI to 50; a PCI of 50 corresponds to an equivalent service life of 22 years (shown by the dashed green arrows on the figure). Consequently, the cut in this example reduces the pavement service life by 16 years, or 55% of its 29.5-year service life.
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20 RSL = Remaining Service Life
Figure 15. Pavement Family Deterioration Curves for Streets in Ukiah The above calculation was performed for both functional classes in all age groups and for all cut sizes to estimate the percent reduction in pavement service life. The results are illustrated in Figure 16 (arterials/collectors) and Figure 17 (residentials).
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21 Figure 17. Percent Reduction in Pavement Service Life – Residentials The figures indicate the following:
• The reduction in pavement life decreased as pavements aged; this means that cuts had a greater impact on new pavements than on old pavements. • Larger cuts resulted in greater reductions in pavement service life. An average pavement life was reduced by approximately 36% if the cut area was equal to or greater than 5% of the section area.
Also, multiple small cuts on one street that when combined add up to more than 5% of the section area would be more detrimental than small cuts on streets that total less than 5% of the section area.
The percent reductions in pavement life for arterials/collectors within age groups 0- 5 years and 6-10 years were very similar for small cuts. The same trend existed for residentials with large cuts within those age groups. Consequently, streets newer than 10 years were grouped together, resulting in two final age groups (Age <10 years and Age ≥10 years) for both functional classes. This approach provides consistency with the fee schedule developed for the structural evaluation.
Table 8 summarizes the percent reduction in pavement life based on functional class, pavement age, and cut size following the analysis in the previous sections.
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22 Table 8. Percent Reduction in Pavement Life by Functional Class, Pavement Age, and Cut-Size
Functional
Class Age Group Percent Reduction in Pavement Service Life* Small Cuts Large Cuts
Arterials/
Collectors
0-10 years 10% 50%
≥10 years 1% 5%
Residentials 0-10 years 25% 50%
≥10 years 10% 20%
*Represents the amount the service life of the section would be reduced compared to a no-cut section Small cut =Cut Area <5% of Section Area
Large cut =Cut Area ≥5% of Section Area
4.5 STATISTICAL ANALYSIS
Similar to the structural evaluation (Section 3.4), a statistical analysis was conducted on the StreetSaver® data to determine whether the differences in the PCI of pavements with cuts and those without cuts were significant. The t-test was performed within each pavement age group to compare the cut and no-cut pavement sections. In this case, the goal was to determine the probability that two groups of data (PCI of cut and no-cut sections) were significantly different. • A P-value less than 0.05 (at a 95% confidence level) indicates that the PCI of the cut sections were significantly lower than the PCI of no-cut sections. This means that there is a high probability that cuts would have an adverse impact on the pavement.
• A P-value above 0.05 indicates that the differences in the PCI of cut and nocut sections were not statistically significant.
Table 9. Statistical Analysis of StreetSaver® Data
Functional
Class
Age
Group
PCI of
No-Cut
Sections
PCI of
Cut-Sections
P-Value Significant
Difference
Small
Cut
Large
Cut
Small
Cut
Large
Cut
Small
Cut
Large
Cut
Arterials/
Collectors
<10 years 81 77 50 0.05 0.00 Yes Yes
≥10 years 48 47 45 0.47 0.24 No1 No1
Residentials <10 years 82 70 50 0.00 0.00 Yes Yes
≥10 years 56 51 40 0.07 0.00 No2 Yes 1 Though not statistically significant, Table 8 showed 1% and 5% reduction in pavement life due to small and large cuts, respectively, for the arterials/collectors. 2 If multiple small cuts are present and they add up to more than 5% of the section area, there will be a significant difference in pavement performance for the sections with and without cuts.
Small cut = <5% of Section Area
Large cut = ≥5% of Section Area
The results, summarized in Table 9, indicate the following:
• The arterials/collectors older than 10 years did not show a statistically significant difference in terms of PCI on cut versus no-cut sections. Note that Table 8 reported a reduction in pavement life due to the cuts.
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23 • The same was found for older residential sections, but only for small cuts. A Pvalue of 0.07 in Table 9 indicates that the probability of not finding any adverse impact due to small cuts on residential streets older than 10 years is 7%.
However, the difference in PCI was significant for large cuts, indicating a high probability of functional damage due to utility cuts. Note that multiple small cuts can have the equivalent impact of a large cut.
4.6 FEE DEVELOPMENT
To quantify the cost impacts of pavement life reduction, the StreetSaver® decision tree was used to explore treatment options for different pavement condition categories. It was observed that some types of rehabilitation treatments (i.e., overlay, mill and overlay, or full depth reclamation) were recommended for pavements in all condition categories except Condition Category I (Very Good). Based on the decision tree, pavements under Condition Category V (Very Poor/Failed) would require FDR treatment. Since FDR is an expensive and extensive surface reconstruction option for failed pavements, the treatment unit cost for Condition Category IV was used to compensate for damages to non-failed pavements. The unit costs for treatment under Condition Category IV were estimated based on the assumptions mentioned in Section 3.6. The estimated unit costs were:
• Arterials/collectors (2.5” Mill and Fill with HMA and 8% Digouts) = $7.50 per square foot
• Residentials (2” HMA Overlay with 8% Digouts) = $4.50 per square foot These unit costs were multiplied by the percent reductions in Table 8 and rounded to nearest 50 cents based on functional class, pavement age, and cut size. The results are shown in Table 10.
Table 10. Tiered Fee Schedule using Functional Evaluation Functional
Class Age Group Fee, $/square foot
Small Cut Large Cut
Arterials/
Collectors
0-10 years $ 1.00 $ 4.00
≥10 years $ 0.50 $ 0.50
Residentials
0-10 years $ 1.50 $ 2.50
≥10 years $ 0.50 $ 1.00
Small cut = Cut Area <5% of Section Area
Large cut = Cut Area ≥5% of Section Area
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24 5 Fee Implementation
5.1 FEE COMPARISON BY EVALUATION TYPE
Since utility cuts cause damage in both structural capacity and functional performance of a pavement, both evaluations are crucial in developing a fee to compensate for those damages. First, the statistical significance of the results from the evaluations were compared. As shown in Table 11, both evaluations provided statistically significant results for at least one functional class and one age group.
Table 11. Statistical Significance Based on Evaluation
Functional Class Years
Statistical Significance
Structural
Evaluation
Functional Evaluation
Small Cut Large Cut
Arterials/Collectors <10 Years Yes Yes Yes
≥10 Years No No
Residentials <10 Years No Yes Yes
≥10 Years No Yes
Then the fees from the structural and functional evaluations were compared, as shown in Table 12.
Table 12. Fee Comparison Based on Evaluation
Fee, $/SF
Functional Class Age Group Structural
Evaluation
Functional Evaluation
Small Cut Large Cut
Arterials/Collectors 0-10 years $ 4.25 $ 1.00 $ 4.00
≥10 years $ 3.75 $ 0.50 $ 0.50
Residentials
0-10 years - $ 1.50 $ 2.50
≥10 years - $ 0.50 $ 1.00
Small cut =Cut Area <5% of Section Area
Large cut =Cut Area ≥5% of Section Area
The fee comparison shows that:
• Fees developed for arterials/collectors aged 10 year or less were closely aligned for large cuts in both evaluations. Note that arterial/collectors selected in the field for structural evaluation had large cuts.
• Fees developed in the structural evaluation for arterial/collectors aged older than 10 years were 3.75 times higher than the fees developed in the functional evaluation. The data for arterials/collectors older than 10 years were not observed to be significantly different under functional evaluation. However, Table 8 showed percent reduction in pavement life due to presence of both small and large cuts. Therefore, a fee was developed for arterials/collectors older than 10 years using functional evaluation approach. • The residential sites were not well distributed among different age groups for field evaluation (Table 2) and the deflection data for residentials in the JULY 2022
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25 structural evaluation were not observed to be significantly different; therefore, a fee was not developed using structural evaluation approach. However, in the functional evaluation, the PCI was observed to be significantly different for large cuts in residential pavements and a fee was developed. In addition, a fee was developed for small cuts because multiple small cuts with an area totaling a large cut would result in comparable pavement damage.
To compensate for both structural and functional damage to the pavement from utility cuts, the maximum fee in each of the above categories is recommended. This would yield the fees listed in Table 13.
Table 13. Tiered Fee Schedule
Functional Class Age Group Fees ($/square foot)
Small Cut Large Cut
Arterials/ Collectors <10 years $ 1.00 $ 4.25
≥10 years $ 0.50 $ 3.75
Residential <10 years $ 1.50 $ 2.50
≥10 years $ 0.50 $ 1.00
Small cut = Cut Area <5% of Section Area
Large cut = Cut Area ≥5% of Section Area
5.2 FEE IMPLEMENTATION
Table 13 can be used to charge the full recovery costs for the damage caused by the cuts. Note that “section area” for fee implementation is defined here as the City’s individual management section area from StreetSaver®. The typical management section area obtained from StreetSaver® database for residential streets (700 feet x 30 feet) or arterials/collectors (1,050 feet x 40 feet) could be used as representative average section areas. However, actual street areas or block areas can be used with a similar implementation strategy if desired.
5.2.1 Large Pavement Cuts
The analysis herein indicates that cuts greater than 5% of the section area have a critical impact on pavement performance and results in the pavement condition dropping by an entire condition category. In addition, it also results in a 38% reduction in the pavement service life. Therefore, a large cut would trigger aggressive restoration, such as an overlay of the entire section. In other words, if the utility cut area is large enough (either singly or in combination) to require an overlay, then the responsible party(ies) will pay the full amount of the overlay cost.
The following fee equation was developed for large cuts:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑅𝑅𝑅𝑅𝑅𝑅 𝑅𝑅𝑅𝑅𝑅𝑅𝑅𝑅 𝐹𝐹 , $ = 𝑈𝑈𝑈𝑈𝑈𝑈 𝐶𝐶 𝐶𝐶 (𝐹𝐹 𝐹𝐹 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 13) ∗ 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑀𝑀 𝑀𝑀 𝑆𝑆 𝐴𝐴 𝑂𝑂 (Eq 1)
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FINAL REPORT
26 5.2.2 Small Pavement Cuts
Because multiple small cuts on one street that add up to more than 5% of the section area cause as much damage as one large cut of 5% or greater, the fees in Table 13 cannot be applied directly. Instead, the fee for smaller utility cut areas is based upon the ratio of the cut size to the cut size that results in an overlay (i.e., 5% of Management Section Area). For example, the fee for a 5% cut would be the total management section overlay cost (100%) as mentioned in Section 5.2.1 (Eq 1), while the fee for a 2% cut would be 2%/5% or 40% of the total overlay cost.
This is illustrated in the steps below.
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑂𝑂 𝐶𝐶 𝐶𝐶 , $ = 𝑈𝑈𝑈𝑈𝑈𝑈 𝐶𝐶 𝐶𝐶 ∗ 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑀𝑀 𝑀𝑀 𝑆𝑆 𝐴𝐴 (Eq 2) Eq 2 with unit cost from Table 13 is applicable for the sections with cuts equal to or greater than 5% of the total management section area.
If Area of Cut < 5% of Section Area:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑅𝑅𝑅𝑅𝑅𝑅 𝑅𝑅𝑅𝑅𝑅𝑅𝑅𝑅 𝐹𝐹 , $ = � 𝐴𝐴𝑟𝑟𝑟𝑟𝑟𝑟 𝑜𝑜𝑜𝑜 𝐶𝐶𝐶𝐶𝐶𝐶 5% 𝑜𝑜𝑜𝑜 𝑇𝑇 𝑇𝑇 𝑀𝑀 𝑀𝑀 𝑀𝑀 𝑀𝑀 𝑀𝑀 𝑆𝑆 𝑆𝑆 𝑆𝑆 𝐴𝐴 � ∗ 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑂𝑂 𝐶𝐶 𝐶𝐶 (Eq 3) Incorporating Unit Cost:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑅𝑅𝑅𝑅𝑅𝑅 𝑅𝑅𝑅𝑅𝑅𝑅𝑅𝑅 𝐹𝐹 , $ = � 𝐴𝐴 𝑜𝑜𝑜𝑜 𝐶𝐶𝐶𝐶𝐶𝐶
5% 𝑜𝑜𝑜𝑜 𝑇𝑇 𝑇𝑇 𝑀𝑀 𝑀𝑀 𝑀𝑀 𝑀𝑀 𝑆𝑆 𝑆𝑆 𝑆𝑆 𝐴𝐴 � ∗ (𝑈𝑈𝑈𝑈𝑈𝑈 𝐶𝐶 𝐶𝐶 (𝐹𝐹 𝐹𝐹 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 13) ∗ 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑀𝑀 𝑀𝑀 𝑆𝑆 𝐴𝐴 ) (Eq 4)
Simplifying, by eliminating Management Section Area:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑅𝑅𝑅𝑅𝑅𝑅 𝑅𝑅𝑅𝑅𝑅𝑅𝑅𝑅 𝐹𝐹 , $ = �
𝐴𝐴 𝑜𝑜𝑜𝑜 𝐶𝐶𝐶𝐶𝐶𝐶
5% � ∗ 𝑈𝑈𝑈𝑈𝑈𝑈 𝐶𝐶 𝐶𝐶 (𝐹𝐹 𝐹𝐹 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 13) (Eq 5)
An additional 2 feet in each direction is included in the fee calculation to incorporate a 2-foot zone of influence surrounding the cut area because a slumping effect is usually predominant. Thus, the following fee equation for small cuts would be:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑅𝑅𝑅𝑅𝑅𝑅 𝑅𝑅𝑅𝑅𝑅𝑅 𝐹𝐹 , $ = 𝑈𝑈𝑈𝑈𝑈𝑈 𝐶𝐶 𝐶𝐶 (𝐹𝐹 𝐹𝐹 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 13) ∗ (𝐶𝐶𝐶𝐶 𝐿𝐿 ℎ + 2′ + 2′ ) ∗ (𝐶𝐶𝐶𝐶 𝑊𝑊 𝑊𝑊 ℎ + 2′ +
2′
)/0.05 = 𝑈𝑈𝑈𝑈𝑈𝑈 (𝐹𝐹 𝐹𝐹 𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 13) ∗ (𝐶𝐶𝐶𝐶 𝐿𝐿 ℎ + 4′
) ∗ (𝐶𝐶𝐶𝐶 𝑊𝑊 𝑊𝑊 ℎ + 4′
)/5% (Eq 6)
5.2.3 Examples of Fee Implementation
Figure 18 presents three examples of cuts of different sizes on residential streets.
For large cuts, many full-block longitudinal trench cuts were observed in Ukiah (Figure 19). Based on the StreetSaver® database, the typical length and width of a residential street management section in the City is 700 feet by 30 feet, or an area of 21,000 square feet. Thus, full block longitudinal trench cut would be equal to or greater than 5% of the management section area, and thus $2.50/square foot (Table 13) would be charged for the full recovery of the entire management section area (such as Example 1 below).
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UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
FUNCTIONAL EVALUATION UKIAH, CA
FINAL REPORT
27 If a small cut (4 feet x 4 feet, or 16 square feet) is made to a residential street that is less than 10 years old, it would be only 0.1% of the management section area and the fee charged would be $1.50/square foot (Table 13) for the cut area plus the area of the zone of influence.
A similar fee would be applied for a cut size of 30 feet x 6 feet (an area of 180 square feet), where the cut area is 1% of the section area.
Example 1
(Large cut, Eq 1)
Example 2
(Small cut, Eq 6)
Example 3
(Small cut, Eq 6)
Figure 18. Examples of Fee Implementation for Typical 700'x30' Residential Street with Pavement Age < 10 years
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FINAL REPORT
28 Figure 19. Typical Full-Block Trench Cuts in Ukiah
5.3 FEE COMPARISON WITH OTHER AGENCIES
Utility cut fees are prevalent as a way for local agencies to recoup the cost of pavement damage associated with underground utility work. Table 14 summarizes various utility cut fees for agencies throughout California. These fees are based on factors such as those discussed in this report, including functional classification, pavement age, PCI, and/or utility cut depth and orientation (longitudinal or transverse). The fees, in dollars per square foot, are multiplied by the utility cut area to obtain a dollar value that represents the damage done to the pavement.
Table 14 shows that the proposed fee range for Ukiah aligns very closely with the fees several of the listed cities and counties. When compared with longitudinal cut fees from other agencies, the proposed utility cut fee for Ukiah is in the same ballpark as many of the other agencies. The transverse cut fees for other agencies are higher than the fees proposed for Ukiah. When comparing fees among different agencies, it is important to consider that the overall pavement condition varies among different agencies and thus the performance of pavements with cuts is critical to the existing conditions.
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FUNCTIONAL EVALUATION UKIAH, CA
FINAL REPORT
29 Table 14. Utility Cut Fee Schedule Range Comparison
Agency Criteria Range, $/SF
Ukiah (2021) Type of Street, Size of Cut, Age of
Pavement $0.50-$4.25
Pacifica (2021)
(Implementation in
Progress)
Type of Street, Size of Cut, Age of
Pavement $0.50-$4.00
City and County of San
Francisco (1998) Age of Pavement $1.00-$3.50
Sacramento County
(1999), Elk Grove
(2020), Santa Cruz
(2003)
Trench Depth, Type of Street, PCI, Type
of Cut
$1.80-$3.90
(Longitudinal Cut and Trench Depth <4ft)
$2.36-$7.80
(Transverse Cut and Trench Depth <4ft)
$1.80-$5.91
(Longitudinal Cut and Trench Depth >4ft)
$3.60-$11.82
(Transverse Cut and Trench Depth >4ft)
Sacramento (1997) Type of Cut, Pavement Age
$1.00-$3.50
(Longitudinal Cut)
$2.00-$7.00
(Transverse Cut)
Modesto (2020) PCI $0-$2.50
Patterson (2020) PCI $0-$7.30
Santa Ana (1999) Type of Street and Age of Pavement $6.21-$13.68 Los Angeles (2018) Type of Street $8.24-$19.44
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UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
SUMMARY UKIAH, CA
FINAL REPORT
30 6 Summary
The purpose of this study was to conduct a detailed literature review of existing studies conducted on impact of utility cuts on pavement performance, determine those impacts specifically for Ukiah, quantify the damage and develop a fee to recover the costs associated with such damage.
Two approaches were utilized in this study to develop fee schedule based on both the functional and structural deterioration of the pavement.
The following conclusions were determined:
• Utility cuts cause structural damage to pavements and an average overlay thickness of 2.0 inches is needed to compensate for that loss in structural capacity.
• Overall, pavements with cuts deteriorate more than pavement without cuts.
An average reduction of 9 points was observed when utility cuts are present. • As the size of the cut increases, the PCI decreases across all age groups. On average, the PCI drops by 31% if the cut area is greater than 5% of the section area.
• Cuts do more damage to new (< 10 years) pavements than older (≥10 years) pavements. This results in an average percent reduction of the remaining service life of approximately 36% for new pavements and 11% for old pavements.
Finally, a fee schedule was developed using both structural and functional evaluation to recover the full costs of repair for the damage caused by the cuts. The information required to implement this fee includes the functional class, age of the pavement, size of the management section area and size of the cut (see Table 13).
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UTILITY CUT IMPACT ASSESSMENT AND FEE DEVELOPMENT
REFERENCES UKIAH, CA
FINAL REPORT
31 7 References
California Department of Transportation (Caltrans). 2018. Highway Design Manual.
San Francisco Department of Public Works. 1998. The Impact of Excavation on San Francisco Streets. Department of Public Works, City and County of San Francisco and Blue-Ribbon Panel on Pavement Damage.
Stevens, L., Suleiman, M.T., Schafer, B.R., Ceylan, H., and Videkovich, K.A. 2010.
Investigation of Improved Utility Cut Repair Techniques to Reduce Settlement in Repaired Areas, Phase II. Iowa Department of Transportation and Transportation Research Board.
Tarakji, G. 1995. The Effects of Utility Cuts on the Service Life of Pavements in San Francisco. Volume I. Department of Public Works, San Francisco State University.
Todres, H.A. and P.E. Baker. 1996. “Utilities Conduct Research in Pavement Restoration.” APWA Reporter 63(10).
Wilde, W.J., C.A. Grant, and P.K. Nelson. 2002. Manual for Controlling and Reducing the Frequency of Pavement Utility Cuts. Office of Program Administration.
Federal Highway Administration.
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Appendix A
SUMMARY OF UTILITY CUT STUDIES AND POLICIES
This Page Intentionally Left Blank
MEMORANDUM
Date: March 17, 2021
To: City of Ukiah
From: Sharlan Montgomery Dunn, Debaroti Ghosh, Margot Yapp Subject: Summary of Utility Cut Studies and Policies
Job Number: 1145.01.55
INTRODUCTION
Utility companies often need to cut existing pavements to access and service their underground equipment. Ideally, all underground utility maintenance would be performed prior to pavement rehabilitation or reconstruction so that cuts are never made in new pavement structures. However, despite the best coordination, utility cuts cannot always be avoided because unanticipated work is often required to maintain essential public services.
Over the last 30 years, local agencies have been interested in understanding and quantifying the impact of utility cuts on pavement performance as well as the corresponding financial impacts. To obtain this information, public agencies, as well as utility companies, have sponsored engineering investigations and studies (Todres and Baker 1996). Many such studies are performed in-house or by consulting companies and are therefore unpublished or difficult to access. These studies often use deflection testing, condition surveys, and statistical analyses to quantify reduced pavement performance as a loss in structural capacity and a decrease in pavement condition. To manage the identified impacts, many studies have recommended restoring additional area surrounding the cut, increasing the overlay thickness, or imposing a restoration fee on utility companies.
These studies and recommendations have led to an increase in public policies that 1) compensate local agencies for the loss of pavement life caused by utility cuts through a utility cut fee, and 2) achieve more acceptable performance of repair work following underground utility access and maintenance through rigorous utility cut restoration standards and moratoria, or “no cut”, periods.
This technical memorandum discusses the impact of utility cuts on pavement performance, details the importance of adequate utility cut restoration, and summarizes the policies in place by various California agencies to address pavement degradation caused by utility cuts.
March 17, 2021
IMPACT OF UTILITY CUTS
The impact of utility cuts on pavement performance can vary significantly based on siteand agency-specific information. Such variables can include the existing pavement condition, structure, and age; location, orientation, and extent of the utility cut; environmental factors; traffic loads; and restoration practices and standards.
Quantification of utility cut impacts further depend on local maintenance treatments and costs. Therefore, to really understand the impact of utility cuts on roadway performance for a particular agency, a site-specific study and analysis must be performed.
That said, underground utility work can damage pavements in three general ways as illustrated in Figure 1. First, the act of cutting a pavement structure creates an easyaccess point for water to enter the pavement structure and damage the underlying pavement layers. Second, the removal of the pavement layers creates a plane of weakness where the pavement structure may not be adequately supported laterally – particularly during underground utility maintenance, but also after restoration. Third, the quality of the repair may not match the adjacent pavement structure, thus introducing roughness into the pavement. Rough pavements can cause vehicles to bounce, which creates greater loads on the pavement and leads to more rapid deterioration (Tarakji 1995; Wilde et al. 2002).
Figure 1. Utility Cut Damage Mechanisms
These deterioration mechanisms reduce the condition and structural capacity of a pavement, which reduces the life of the pavement within and adjacent to the utility cut (Stevens et al. 2010). Multiple utility cuts on the same street or within a small area can magnify this impact (Department of Public Works 1998, Tarakji 1995).
Reduction in Pavement Life
In the mid-1990s, San Francisco completed a study on the effect of utility cuts on the life of pavement (Tarakji 1995) and confirmed that additional damage was caused. Other
March 17, 2021
cities, including Austin, Cincinnati, Salt Lake City, Philadelphia, and Phoenix, conducted similar foundational studies and found that utility cuts not only reduced the expected life of the streets but consequently cost local agencies millions of dollars in premature street repair and remediation expenses (Arudi et al. 2000; Bodocsi et al. 1995; ERES 1990; NCE 2003; Peters 2002; Wilde et al. 1996).
For example, Bodocsi et al. (1995) reported that new asphalt pavements, which are typically designed to last between 15 and 20 years, once cut can lose as much as 8 years of pavement life. Other studies performed in Austin, Anaheim, Los Angeles, Sacramento, and Phoenix estimated between 15 and 20 percent reductions in pavement life due to utility cuts (AMEC 2002; CHEC 1997; IMS 1994; Shahin and Associates 2017; Wilde et al. 1996). For a typical pavement design life of 20 years, this represents a loss of 3-4 years of pavement life.
Additional factors such as cold climates and multiple excavations can increase the impact of utility cuts. For example, utility cuts in areas subject to freeze-thaw conditions were estimated to reduce pavement life by 20 percent (AMEC 2002; Stevens et al. 2010).
Streets with multiple excavations for utility work were estimated to reduce a pavement’s life by 30 to 55 percent (Shahin and Associates 2017; Tarakji 1995; Tiewater 1997).
Statistical data reported by the Department of Public Works in San Francisco (1998) showed that the pavement condition rating decreases as the number of utility cuts increases. For example, the pavement condition index (PCI) for a newer pavement was reduced from 85 to 64 as the number of utility cuts increased to 10 or more.
Zone of Influence
As previously mentioned, a utility cut can result in a loss of lateral support to the existing pavement structure surrounding the perimeter of the trench. This can cause the trench sidewalls to bulge into the trench and weaken the material under the existing pavement.
This weakened area is termed the zone of influence, is illustrated in Figure 2.
Figure 2. Zone of Influence
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Various studies have used deflection testing to investigate the loss of pavement strength near utility cuts, estimate the zone of influence, and provide recommendations on restoration (Bodosci et al 1995; Shahin 1999; CHEC 1997, 1998, 1999, 2000; NCE 2000, 2003). Such studies showed a substantial loss of strength in the zone of influence around the utility cut area (Stevens et al. 2010). For example, studies performed in Union City and Los Angeles showed that the deflection values within the zone of influence were 41- 74 percent higher than in uninfluenced pavement (CHEC 1998; Shahin and Associates 2017).
These studies also indicated that the zone of influence varies by agency and location but is most often 4 to 5 feet from the edge of the trench. Table 1 summarizes research estimating the zone of influence.
Table 1. Summary of Zone of Influence Research
Agency Investigator Publication
Year
Zone of Influence
from Trench Edge
(feet)
Alameda Co, CA CHEC Consulting Engineers, Inc. 2000 5.5 Calgary, Canada Karim et al. 2014 3.3
Cincinnati, OH Bodosci et al. 1995 3
Iowa
Department of
Transportation
Stevens et al. 2010 4
Los Angeles, CA Shahin and Associates 2017 2.5 to 10
(average of 5.2)
San Mateo Co,
CA CHEC Consulting Engineers, Inc. 1999 5
Seattle, WA Nichols Consulting Engineers 2000 At least 2 Springville, UT Guthrie et al. 2015 4
Union City CHEC Consulting Engineers, Inc. 1998 4 to 7
An extensive field and laboratory study by Iowa State University researchers concluded that the loss of lateral support in the zone of influence is a critical factor in the restoration of utility trenches (Jensen et al. 2005).
March 17, 2021
IMPORTANCE OF UTILITY CUT RESTORATION
As discussed previously, utility cuts can affect pavement performance in and adjacent to the cut area. The excavation equipment and process can also damage the pavement adjacent to the cut (Stevens et al. 2010). Simply backfilling the excavated area will not restore and match the strength and performance of the original material. Therefore, for long-term pavement performance within and adjacent to utility cuts, adequate repair and restoration is necessary.
It is difficult to restore cut pavement to a condition and performance level matching the surrounding pavement. When the repaired pavement condition varies from the existing pavement condition, the result can be a rough surface. Even if the pavement surface is smooth and consistent at the time of the repair, the materials may settle and deteriorate differentially over time. This leads to surface roughness, which then leads to more rapid deterioration (Noel and Tevlin 2012; PEI 1996; Stevens et al. 2010; Wilde et al. 1996).
Utility cut restoration involves performing a treatment, in addition to adequate filling and compaction of the excavated area, to restore the pavement life and maintain the pavement’s structural capacity and performance. Restoration often includes a T-Cut as well as another treatment, such as an overlay or surface seal, that extends beyond the length of the T-Cut arm. This restoration combination is illustrated in Figure 3.
T-Cuts involve cutting back a portion of the pavement surface beyond the edge of the trench to better protect the zone of influence and bridge the plane of weakness. Such repairs have been found advantageous in the restoration of utility cut trenches by alleviating the effects of the lateral support loss due to the excavation (Peters 2002; Stevens et al. 2010). Research has shown that the thickness of the restoration, the quality of materials used, and the placement and compaction methods of fill materials are key factors in ensuring strong pavement performance in future years (Jensen et al. 2005; Stevens et al. 2010 Todres and Baker 1996).
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Figure 3. Example Restoration Plan.
Restoration Standards in California
Table 2 summarizes the restoration standards held by several city and county agencies throughout California. The specific restoration requirements vary depending on the length of the utility cut, existing PCI, functional classification, and age of the pavement.
Although the use of the T-Cut is widespread among these standards, the additional surface restoration requirements range from no additional treatment beyond the T-Cut to full lane replacements for the entire affected block. For example, the cities of Oakland and San Francisco require a full block restoration depending on the length of the utility cut. Other agencies require only 6 to 24 inches of restoration beyond the edge of the TCut. The most common restoration treatment in California is a mill and overlay to a minimum specified depth.
The final required restored pavement thickness also varies among agencies. These final thickness standards are included in Table 2 as the final asphalt thickness over the trench and provide insight into how standards vary throughout California. The typical requirement is for the new restored pavement to conform to the existing pavement thickness over the trench, but additional thickness is sometimes required.
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Table 2. Summary of Restoration Standards in California Agencies Agency T-Cut
Required
T-Cut Arm
Width
(in.)
Surface Restoration
Requirement Beyond
T-Cut
Restoration
Treatment
Final Asphalt
Thickness Over
Trench (in.)
Alameda Co Yes 12 None NA Existing thickness
Anaheim Yes 12
For local streets with cut
length >651 ft, restore
all affected lanes for the
entire block
PCI ≥ 60: Slurry
Seal from gutter to
gutter
PCI<60: 2-in. Mill
and Overlay from
gutter to trench
limit
Existing thickness +
1.25 or
Match existing
thickness if ≥ 16 in.
Contra Costa
Co Yes 12 None NA Existing thickness + 1.25
Davis Yes 10
Restoration shall extend
10’ before first patch and
10’ beyond last patch and
be the full width of the
affected lanes
Slurry Seal Existing thickness
(min of 4)
Fremont
If Trench
Width
>24 in.
12 None NA
Existing thickness
(min of 6)
If no T-Cut, 12-15
Fresno Co Yes 6
Minimum of 12 in.
beyond the edge of the
T-Cut
1.25-in. Mill and
Overlay Existing thickness
Long Beach Yes 12 None NA Existing thickness
(min of 4)
Los Angeles Yes 12
If pavement age<8 Yrs,
restore 24 in. beyond the
edge of the T-Cut
1.5-in. Mill and
Overlay
(or half the existing
asphalt thickness,
whichever is less)
Existing thickness
(min of 6)
Los Angeles
Co Yes 12 None NA Existing thickness(min of 4)
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Table 2 Cont. Summary of Restoration Standards for California Agencies Agency T-Cut
Required
T-Cut Arm
Width
(in.)
Surface Restoration
Requirement Beyond
T-Cut
Restoration
Treatment
Final Asphalt
Thickness Over
Trench (in.)
Oakland Yes 12
If cut length >0.25*block
length, restore all
affected lanes for the
entire block
PCI >65: Slurry
Seal
PCI ≤ 65: Mill and
Overlay
Existing thickness
(min of 6)
Sacramento Yes 6 None NA Existing thickness
(min of 4)
Sacramento
Co Yes 8
If pavement age<5 Yrs,
restore a minimum of 12
in. beyond the edge of
the T-Cut
1.5-in. Mill and
Overlay
Existing thickness
(min of 6 on major
streets)
(min of 4 on minor
streets)
San
Francisco Yes 12
Minimum of 12 in.
beyond the edge of the
T-Cut
or
If cut length >0.25*block
length, restore all
affected lanes for the
entire block
2-in. Mill and
Overlay
Existing thickness
(min of 2)
San Diego
Co Yes
6-12
(Based on
Trench
Width)
6 in. beyond the edge of
the T-Cut
1.5-in. Mill and
Overlay
Existing thickness +1
(min of 4)
San Jose Yes 12 None NA Existing thickness +3
Santa Clara Yes 6 None NA Existing thickness (8-
10)
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UTILITY CUT POLICIES
A detailed 2002 report prepared for the Federal Highway Administration provided methods that agencies can use to reduce and minimize the damage to streets due to the ever-increasing installation and maintenance activities of utility companies (Wilde et al. 2002). Specifically, the report presents three types of policies local agencies can use to improve the quality of utility cut repairs and promote coordination of facilities. These strategies are 1) incentive-based policies, 2) fee-based policies, and 3) regulation-based policies.
Incentive-based policies provide financial or other incentives for using trenchless technology where technically suitable, performing higher-quality pavement cut repairs, making smaller or less-damaging cuts, and coordinating with other utility companies to share trenches or underground resources.
Examples of fee-based policies include requiring a deposit prior to beginning work to protect against poor repairs, assessing financial penalties for non-compliance with restoration standards or for failed repairs within a specified period, implementing a timebased lane rental fee to encourage utility companies to restore traffic access as quickly as possible, and collecting flat-rate or area-based fees to compensate for increased degradation associated with cutting and excavating pavement.
Regulation-based policies do not require fees or provide incentives, but place requirements on the contractor regarding quality of work, and/or restrictions on when and where trenching can be done. Examples include establishing moratorium periods that restrict utility cuts in newly resurfaced pavements for a specified time, requiring pavement restorations to encompass an area larger than the trench area, enhancing inspections, and enforcing restoration specifications.
Utility Cut Fees in California
Fee-based policies have been growing in popularity throughout California as way for local agencies to recoup the cost of pavement damage associated with poor performing underground utility work. Table 3 summarizes several utility-cut fee schedules for various agencies throughout California. These fees are based on factors including functional classification, pavement age, PCI, and/or utility cut depth and orientation (longitudinal or transverse). The fees, in dollars per area, are multiplied by the utility cut area to obtain a dollar value that represents the damage done to the pavement. In contrast to having a utility cut fee by area, the city of Santa Barbara has utility cut fee by linear foot. This fee is multiplied by the length of linear feet cut rather than the affected area to obtain a dollar value.
March 17, 2021
Table 3. Summary of Utility Cut Fees for California Agencies Agency Year Criteria Fee ($/SF)
Anaheim* 1994 Age < 1 Year 16.48
Elk Grove 2020
Trench Depth < 4 ft
Major Streets or All Streets
within 5 years of construction
or structural overlay
PCI 100 and 70 3.90 (long.)
7.80 (trans.)
PCI 69 and 26 2.20 (long.)
4.40 (trans.)
PCI 25 and 0 -
All Other
PCI 100 and 70 2.41 (long.)
4.82 (trans.)
PCI 69 and 26 1.18 (long.)
2.36 (trans.)
PCI 25 and 0 -
Trench Depth > 4 ft
Major Streets or All Streets
within 5 years of construction
or structural overlay
PCI 100 and 70
5.91 (long.)
11.82 (trans.)
PCI 69 and 26 3.34 (long.)
6.68 (trans)
PCI 25 and 0 -
All Other
PCI 100 and 70 3.66 (long.)
7.32 (trans.)
PCI 69 and 26 1.80 (long.)
3.60 (trans.)
PCI 25 and 0 -
Los
Angeles 2018
Select Streets 19.44
Local Streets 8.24
Modesto 2020 All Streets
PCI 70-100 2.5
PCI 26-69 1.25
PCI 0-25 -
Patterson 2020 All Streets
PCI 70-100 7.3
PCI 50-69 5.25
PCI 0-49 -
*Standard is currently under revision. Fee update anticipated in 2021.
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Table 3 Cont. Summary of Utility Cut Fees for California Agencies Agency Year Criteria Fee ($/SF)
Sacramento* 1997
Longitudinal Cut
Age <5 3.50
Age 5 to 10 3.00
Age 10 to 15 2.00
Age Over 15 1.00
Transverse Cut
Age <5 7.00
Age 5 to 10 6.00
Age 10 to 15 4.00
Age Over 15 2.00
Sacramento
Co 1999
Trench Depth < 4 ft
Major Streets or All Streets
within 5 years of construction
or structural overlay
PCI 100 and 70 3.90 (long.)
7.80 (trans.)
PCI 69 and 26 2.20 (long.)
4.4 (trans.)
PCI 25 and 0 -
All Other
PCI 100 and 70 2.41 (long.)
4.82 (trans.)
PCI 69 and 26 1.18 (long.)
2.36 (trans.)
PCI 25 and 0 -
Trench Depth > 4 ft
Major Streets or All Streets
within 5 years of construction
or structural overlay.
PCI 100 and 70
5.91 (long.)
11.82 (trans.)
PCI 69 and 26
3.34 (long.)
6.68 (trans)
PCI 25 and 0 -
All Other
PCI 100 and 70 3.66 (long.)
7.32 (trans.)
PCI 69 and 26 1.80 (long.)
3.60 (trans.)
PCI 25 and 0 -
City and
County of
San
Francisco
1998 All streets
Age 0-5 3.50
Age 6-10 3.00
Age 11-15 2.00
Age 16-20 1.00
*Standard is currently under revision. Fee update anticipated in 2021.
March 17, 2021
Table 3 Cont. Summary of Utility Cut Fees for California Agencies Agency Year Criteria Fee ($/SF)
Santa Ana 1999
Arterials Streets
Age of street since last repaving
Age 0-5 Years 13.68
Age 6-10 Years 12.11
Age 11-15 Years 11.39
Age 16-20 Years 9.11
Local Streets
Age of street since last repaving
Age 0-5 Years 9.27
Age 6-10 Years 8.24
Age 11-15 Years 7.74
Age 16-20 Years 6.98
Age 21-25 Years 6.21
Santa
Barbara Co Flat fee $0.75 per LF
Santa Cruz 2003
Trench Depth < 4 ft
Major Streets or All Streets
within 5 years of Construction
or Structural overlay
PCI 100 and 70 3.9 (long.)
7.8 (trans.)
PCI 69 and 26 2.2 (long.)
4.4 (trans.)
PCI 25 and 0 -
All Other Streets
PCI 100 and 70 2.41 (long.)
4.82 (trans.)
PCI 69 and 26 1.18 (long.)
2.36 (trans.)
PCI 25 and 0 -
Trench Depth > 4 ft
Major Streets or All Streets
within 5 years of construction
or structural overlay.
PCI 100 and 70
5.91 (long.)
11.82 (trans.)
PCI 69 and 26 3.34 (long.)
6.68 (trans)
PCI 25 and 0 -
All Other Streets
PCI 100 and 70 3.66 (long.)
7.32 (trans.)
PCI 69 and 26 1.80 (long.)
3.60 (trans.)
PCI 25 and 0 -
Union City 1998 Flat fee 17.3
Some agencies allow fee exemptions if the utility work is performed on older pavement or if the work is performed before an upcoming rehabilitation. For example, the City and County of San Francisco waive the fee for utility work performed on pavements with PCIs less than 53 or a pavement age of at least 20 years. The City of Los Angeles does not require utility cut fees on pavements with rehabilitation scheduled within the next year.
March 17, 2021
Moratorium Standards in California
Regulation-based policies, particularly moratoria, have been passed by cities and counties to protect public infrastructure and preserve the life of streets (Wilde et al. 2002).
Moratoria impose a time period after treatment during which utility or other companies may not perform trenching activities. Table 4 summarizes several California agencies with slurry and rehabilitation moratorium standards. If for some reason utility work during a moratorium period is deemed necessary, agencies often impose higher restoration standards and limits than those required after the moratorium period has expired.
For example, Los Angeles County only requires a surface restoration of 24 inches beyond the edge of the T-Cut for non-moratorium streets but requires that the whole block be repaved for moratorium streets. Such strict moratorium restoration standards encourage utility companies to perform underground utility maintenance prior to pavement rehabilitation or reconstruction and discourages utility work in new pavement structures.
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Table 4. Summary of Moratorium Standards for California Agencies Agency
Slurry
Moratorium
(years)
Rehabilitation
Moratorium
(years)
Restoration Details if Moratorium Work
Approved
Anaheim 1 3
Extensive pavement restoration according to
the utility cut standard
Limits shall be determined by the City Engineer
Commerce 2 5
Pavement restoration shall be a length of not
less than 50 ft either side of the trench edge
lines, either perpendicular or parallel to the
curb line
Encinitas 3 5
Resurface at least the length of excavation
from curb to curb or from curb line to the
raised median
Longitudinal trenches – Extend T-Cut, grind and
overlay over the entire affected lane or lanes
(from curb to curb or from curb to median
curb)
Transverse trenches - Extend T-Cut, grind and
overlay to 10 feet beyond each side of the
trench and over the entire affected lane
Los Angeles None 1 Repave the whole block
Los Angeles Co 2 2 Resurface the entire lane width
Oakland 5 5
Pavement restoration shall match or exceed
the most recent resurfacing pavement section
depth and material or as directed by the
Engineer
Sacramento Co 3 3
Slurry seal half of the roadway at locations
affected by the excavation for a minimum total
length of 1,000 feet
San Diego 3 5
Resurface the entire lane width from street
intersection to intersection and from curb to
curb
San Diego Co 3 3
Resurface the entire width of the affected road
and the method of resurfacing shall be the
same as adjacent pavement
San Francisco 5 5 Resurface all affected lanes for entire width of affected property frontages
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SUMMARY AND CONCLUSION
Interest in studying and quantifying the impact of utility cuts on road and street performance has increased over the last 30 years. Consequently, public agencies, as well as utility companies, have sponsored engineering investigations and studies to quantify the impact of utility cuts on pavement performance and estimate the corresponding financial impacts.
Research has shown that utility cuts can reduce pavement life by 15 to 55 percent, which consequently costs local agencies millions of dollars in premature street repair and remediation expenses. Studies have also shown that underground utility work affects not only the excavated area, but often weakens the adjacent pavement. The affected pavement varies based on agency and location but is typically 4 to 5 feet from the edge of the trench.
To help restore some of the lost structural capacity and performance due to cutting the pavement, many agencies have set restoration standards. Restoration standards in California typically include a T-Cut along with a restoration treatment that may be as extensive as replacing the full lane for the entire affected block.
To recover the cost of pavement damage associated with performing underground utility work, many agencies impose utility cut fees. In California, these fees are typically based on factors including functional classification, pavement age, PCI, and/or utility cut depth and orientation (longitudinal or transverse).
As evidenced by the variety of studies, standards, policies, and fees, the impact of utility cuts on roadway performance can vary significantly based on site-and agency-specific information. Therefore, to really understand and quantify the impact of utility cuts on roadway performance for a particular agency, a site-specific study and analysis must be performed. In addition, utility cut fees should be updated regularly to reflect accurate and current damage costs.
March 17, 2021
REFERENCES
AMEC Earth & Environmental, Inc. 2002. Evaluation of Pavement Cut Impacts. League of Arizona Cities and Towns, and Association of Public-Private Utility Service Providers.
Arudi, R., Pickering, B., and Flading, J. 2000. Planning and Implementing a Management System for Street Pavements with Utility Cuts. Cincinnati Infrastructure Institute, University of Cincinnati.
Bodocsi, A., Pant, P.D., Aktan, A.E., and Arudi, R.S. 1995. Impact of Utility Cuts on Performance of Street Pavements. The Cincinnati Infrastructure Institute, Department of Civil and Environmental Engineering, University of Cincinnati.
CHEC Consulting Engineers, Inc. 1997. Utility Cut Damage Assessment for the City of Sacramento. City of Sacramento Department of Public Works.
CHEC Consulting Engineers, Inc. 1998. Trench Cut Fee Evaluation Study for the City of Union City. City of Union City, Department of Public Works CHEC Consulting Engineers, Inc. 1999. Trench Cut Evaluation Study for San Mateo County. San Mateo County.
CHEC Consulting Engineers, Inc. 2000. Alameda County Trench Cut Study Final Report.
Alameda County.
Department of Public Works. 1998. The Impact of Excavation on San Francisco Streets.
Department of Public Works, City and County of San Francisco and Blue-Ribbon Panel on Pavement Damage.
ERES International, Inc. 1990. The Effect of Utility Cut Patching on Pavement Performance in Phoenix, AZ.
Guthrie, W.S, Jackson, K.D., and Montgomery, S.R., and Eggett, D.L. 2015. Quantifying the Effect of Utility Cuts on the Remaining Service Life of Flexible Pavements in Northern Utah. City of Springville and Brigham Young University.
Infrastructure Management Systems (IMS), Inc. 1994. Estimated Pavement Cut Surcharge for the City of Anaheim California, Arterial Highway and Local Streets.
Jensen, K. A., Schaefer, V. R., Suleiman, M. T., White, D. J. 2005. Characterization of Utility Cut Pavement Settlement and Repair Techniques. Proceedings of the 2005 MidContinent Transportation Research Symposium, Ames, Iowa.
Karim, M., Rizvi, R., Henderson, V., Uzarowski, L., and Chyc-Cies, J. 2014. Effect ofUtility Cuts on Serviceability of Pavement Assets – A Case Study from the City of Calgary. City of Calgary and Golder Associates.
Nichols Consulting Engineers, Chtd. 2000. Impact of Utility Cuts on Performance of Seattle Streets. City of Seattle.
March 17, 2021
Nichols Consulting Engineers, Chtd. 2003. Utility Trench Cut Study Final Report. City of Philadelphia Department of Streets.
Noel, E. and Tevlin, A. 2012. Street Preservation Ordinance and Damage Fee. City of San Diego Office of the Independent Budget Analyst.
Pavement Engineering Inc, (PEI). 1996. Utility Cut Impact Study for City of Oxnard.
Peters, T. 2002. City Combats Damage to City Streets Caused by Utility Cuts. Public Works Journal Corporation 133 (4).
Shahin, M.Y. 1999. Report Analyzing Proposed Trench Cut Fee Ordinance. Department of Public Works, Santa Ana.
Shahin and Associates. 2017. Street Damage Restoration Fee Study. City of Los Angeles, Department of General Services, Bureau of Street Services.
Stevens, L., Suleiman, M.T., Schafer, B.R., Ceylan, H., and Videkovich, K.A. 2010.
Investigation of Improved Utility Cut Repair Techniques to Reduce Settlement in Repaired Areas, Phase II. Iowa Department of Transportation and Transportation Research Board.
Tarakji, G. 1995. The Effects of Utility Cuts on the Service Life of Pavements in San Francisco. Volume I, Department of Public Works, San Francisco State University.
Tiewater, P. 1997. “How to Reduce Utility Trenching Costs.” Better Roads. April 1997, pp 18–20.
Todres, H.A. and Baker, P.E., 1996. Utilities Conduct Research in Pavement Restoration.
APWA Reporter, 63(10).
Wilde, W.J., R. O. Rasmussen, and R. Harrison. 1996. City of Austin Guide for a Comparative Cost Assessment of Utility Work Alternatives. Austin, TX.
Wilde, W.J., Grant, C.A., and Nelson, P.K. 2002. Manual for Controlling and Reducing the Frequency of Pavement Utility Cuts. FHWA Report No. FHWA-RD-02-%%%
March 17, 2021
Table R.1 References
Agency Reference Date
Accessed
Alameda Co
https://static1.squarespace.com/static/57573edf37013b15f0435124/t/5b2 434326d2a734942eb80b7/1529099326535/Design+Guidelines+SD2018Jun06.pdf3/10/2021 Anaheim https://www.anaheim.net/DocumentCenter/View/22954/132 3/10/2021 Contra Costa
Co
https://www.contracosta.ca.gov/DocumentCenter/View/29792/CU01- PDF?bidId= 3/10/2021
Davis https://www.cityofdavis.org/home/showpublisheddocument?id=8217 3/10/2021 Fremont https://www.fremont.gov/DocumentCenter/View/307/sd28_LongitudinalTrenchTransverseTrench?bidId= 3/10/2021 Fresno Co
(Page 293)
http://www.fresnofloodcontrol.org/wp-content/uploads/2014/08/StdSpecifications-April-1-2011-approved-amended-1-1-12.pdf 3/10/2021 Long Beach
http://longbeach.gov/globalassets/pw/medialibrary/documents/resources/engineering/standard-plans/100-generalroadwork/section-127---trench-requirements-in-street-right-of-way--as-of11-13-17- 3/10/2021
Los Angeles https://eng2.lacity.org/techdocs/stdplans/s-400/S-477-2_B4778_%20_.pdf 3/10/2021 Los Angeles
Co
(Page 129)
https://pw.lacounty.gov/des/design_manuals/StandardPlan.pdf 3/10/2021 Oakland http://www2.oaklandnet.com/government/o/PWA/o/EC/s/DGP/index.htm 3/10/2021 (See City of Oakland Guidelines and Standards: Street Excavation Rules) Sacramento
(Page 42)
https://www.cityofsacramento.org/~/media/Corporate/Files/DOU/SpecsDrawings/Addendum%202_Final_042412.pdf 3/10/2021 Sacramento
Co
(Page 17)
https://saccountyspecs.saccounty.net/Documents/PDF%20Documents%20 2008/Drawings/Drawings.pdf 3/10/2021
San Francisco
(Page 27) https://sfpublicworks.org/sites/default/files/PW-Order-187005-Signed.pdf 3/10/2021 San Diego Co
(Page 38)
https://www.sandiegocounty.gov/content/dam/sdc/sdcfa/documents/pre vention/design-standards.pdf 3/10/2021
San Jose
https://www.sanjoseca.gov/home/showdocument?id=37037
3/10/2021
(Cross Section data from personal correspondence with Lorina Popescu, City of San Jose)
Santa Clara
(Page 31) https://www.santaclaraca.gov/home/showpublisheddocument?id=70118 3/10/2021
March 17, 2021
Table R.2 References
Agency Reference Date
Accessed
Oakland https://cao-94612.s3.amazonaws.com/documents/Master-Fee-ScheduleCombined-FY-19-20-MFS_Final.pdf 3/11/2021 San Diego https://www.sandiego.gov/sites/default/files/legacy/cip/pdf/2015-05- 01_memo.pdf 3/11/2021
Anaheim
Infrastructure Management Systems (IMS), Inc. 1994. Estimated Pavement Cut Surcharge for the City of Anaheim California, Arterial Highway and Local Streets.
-
Elk Grove https://www.codepublishing.com/CA/ElkGrove/html/ElkGrove12/ElkGrove 1209.html 3/11/2021
Los Angeles https://eng2.lacity.org/StdFeeList/StdFeeList.pdf 3/11/2021 Modesto https://www.modestogov.com/DocumentCenter/View/4817/Development -Fee-Schedule---Engineering_Encroachment 3/11/2021
Patterson https://www.codepublishing.com/CA/SantaCruzCounty/html/SantaCruzCo unty09/SantaCruzCounty0980.html 3/11/2021
Sacramento
Co
http://qcode.us/codes/sacramentocounty/view.php?topic=12-12_09- 12_09_030&frames=on 3/11/2021
City and
County of San
Francisco
https://www.sfpublicworks.org/sites/default/files/Excavation_Code.pdf 3/11/2021 Santa Ana https://www.cacities.org/uploadedfiles/leagueinternet/19/192268aa-511f4046-99c7-b14dae47cc11.pdf 3/11/2021 Santa Barbara https://countyofsb.org/pwd/asset.c/224 3/11/2021 Santa Cruz
http://sccounty01.co.santacruz.ca.us/BDS/Govstream2/Bdsvdata/non_legacy_2.0/agendas/2003/200 30401-211/PDF/035.pdf
3/11/2021
Union City CHEC Consulting Engineers, Inc. 1998. Trench Cut Fee Evaluation Study for the City of Union City. City of Union City, Department of Public Works -
March 17, 2021
Table R.3 References
Agency Reference Date
Accessed
Anaheim https://www.anaheim.net/DocumentCenter/View/22954/132 3/11/2021 Commerce Personal correspondence with Daniel Hernandez, City of Commerce 3/11/2021 Encinitas https://www.biasandiego.org/wp-content/uploads/2019/11/Attachment2-Resolution-Exhibit-A_clean.pdf 3/11/2021 Los Angeles https://eng2.lacity.org/techdocs/permits/7_3.pdf 3/11/2021 Los Angeles
Co
https://pw.lacounty.gov/general/faq/index.cfm?Action=getAnswers&FaqI D=JCMtOzVTUCAgCg%3D%3D&Theme=default&ShowTemplate=#:~:text=T he%20County%20has%20a%20two,date%20of%20the%20resurfacing%20p roject.
3/11/2021
Oakland https://library.municode.com/ca/oakland/codes/code_of_ordinances?nod eId=TIT12STSIPUPL_CH12.12EX 3/11/2021
Sacramento
Co https://sacdot.saccounty.net/Pages/Trenchingandroadcutmoratorium.aspx 3/11/2021 San Diego https://www.biasandiego.org/wp-content/uploads/2019/11/Attachment1-San-Diego-County-and-City-Trenching-Moratorium-Information.pdf 3/11/2021 San Diego Co https://www.biasandiego.org/wp-content/uploads/2019/11/Attachment1-San-Diego-County-and-City-Trenching-Moratorium-Information.pdf 3/11/2021 San Francisco https://www.sfpublicworks.org/sites/default/files/Moratorium%20Streets. pdf 3/11/2021
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Attachment 2
1 ORDINANCE NO.
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING
TRENCH CUT FEES FOR CERTAIN EXCAVATIONS WITHIN PAVED CITY STREETS The City Council of the City of Ukiah hereby ordains as follows:
SECTION ONE. FINDINGS:
1. The City Public Works Department commissioned a study by NCE, an engineering consulting firm that was performed by Project Engineer Debaroti Ghosh, PhD, Senior Engineer Mei-Hui Lee, PhD, PE and Margot Yapp, PE. The purpose of the study was to investigate the impact of utility cuts in City streets on pavement performance over a thirtyyear period in order to determine the financial impact of such trench cuts and a corresponding fee to compensate for any resulting reduction in the useful life of City streets.
2. On February 16, 2022, NCE presented the results of its study to the City Council at its regular meeting.
3. In July 2022 NCE prepared a Final Report of its study titled: Utility Trench Cut Impact Assessment and Fee Development (“the Report”).
4. In conducting its hearing on the introduction of this ordinance the City Council considered the Report which is available at the City’s Public Works Department and on the City’s website at https://cityofukiah.com/public-works/#forms.
5. The Study found that:
• Utility cuts cause structural damage to pavements and an average overlay thickness of 2.0 inches is needed to compensate for that loss in structural capacity. • Overall, pavements with cuts deteriorate more than pavement without cuts. An average reduction of 9 points was observed when utility cuts are present. • As the size of the cut increases, the Pavement Condition Index (“PCI”) decreases for streets of all ages. On average, the PCI drops by 31% if the cut area is greater than 5% of the section area.
• Cuts do more damage to new pavements (less than 10 years old) than older pavements (more than 10 years old), resulting in an average percent reduction of the streets remaining service life of approximately 36% for new pavements and 11% for old pavements.
All these findings were used to develop the fee schedule for the City of Ukiah, as shown in the table attached hereto as Exhibit A.
6. The fees in Exhibit A use current construction costs in calculating the financial cost of the reduced useful life of City streets resulting from trench cuts. To recover the actual cost the
Attachment 2
2 fee requires an automatic annual adjustment calculated by the City Engineer based on the Construction Cost Index History as reported by Engineering News Records (ENR).
7. As shown by the detailed investigation and analysis in the Report, the trench cut fees imposed by this ordinance recover the actual cost of allowing public and private entities and persons to cut trenches in City streets incident to installing underground facilities that only benefit such entity and/or person other than the customers or ratepayers of such entities or persons.
SECTION TWO.
Article 2, commencing with Section 9535 is hereby added to Chapter 4, Division 9 of the Ukiah City Code to read as follows:
ARTICLE 2, STREET TRENCH CUT COST RECOVERY FEE
§9535 DEFINITIONS.
For purposes of this Article:
(A) “Applicant” shall mean any Owner, or duly authorized agent of such Owner, who has submitted an application for a permit to excavate.
(B) “City street” shall mean any public right-of-way which has been accepted, "or is hereafter accepted, by the City Council or is otherwise treated as part of the City maintained street system.
(C) “Department” shall mean the Department of Public Works. (D) “Director” shall mean the Director of the Department of Public Works or their designee.
(E) “Excavation” or “Excavate” shall mean any opening in the surface or subsurface of the public right-of-way.
(F) “Facility” or “facilities” shall mean any and all cables, cabinets, ducts, conduits, converters, equipment, drains, handholds, manholes, pipes, pipelines, splice boxes, surface location markers, tunnels, utilities, vaults, and other appurtenances or tangible things owned, leased, operated, or licensed by an Owner or Person, that are located or are proposed to be located in the public right-of-way.
(G) “Owner” shall mean any person, including any agency, department, or subdivision of the City, who owns any facility or facilities that are or are proposed to be installed or maintained in or removed from the public right-of-way.
(H) “Permit” or “permit to excavate” shall mean a permit to perform an excavation as it has been approved or may be amended or renewed by the Department, including an encroachment permit.
(I) “Person” shall mean any natural person, corporation, partnership, or any governmental agency, including any agency, department, or subdivision of the City, the State of California, or the United States of America.
Attachment 2
3 (J) “Public right-of-way” shall mean the area across, along, beneath, in, on, over, under, upon, or otherwise within the public alleys, boulevards, courts, lanes, places, roads, sidewalks, City streets, and ways within the City, as they now exist or hereafter will exist and which are or will be under the permitting jurisdiction of the Department of Public Works. (K) “Seal coat” means a nonstructural road surface treatment designed to increase pavement life, such as a chip seal or a slurry seal.
(L) “Square foot trench repair reimbursement fee” is the fee set forth in Exhibit A as modified by the Director of Public Works in accordance with Section 9535.2. (M) “Structural improvements” means major road surface improvements such as road reconstruction or overlays.
(N) “Trench influence area” shall mean a two-foot zone surrounding the cut area around the trench where the excavation occurs.
§9535.1 PURPOSE OF TRENCH CUT COST RECOVERY FEE.
Excavations in paved streets owned and maintained by the City, degrade and shorten the life of the surface of the streets, which degradation increases the frequency and cost to the public of necessary resurfacing, maintenance and repair. These excavations cause degradation of the streets even where the excavations are refilled and repaired in conformity with applicable standards and requirements. It is appropriate that entities responsible for excavating into the City’s right-of-way bear the burden of the resulting cost of this degradation and shortened life of the surface rather than the taxpayers of the City. In addition, establishment of a trench cut cost recovery fee will create an incentive for utilities to coordinate excavations in the streets. This Article shall not be construed to relieve those excavating within the City right-of-way of the obligation to fill, repair and properly maintain the location of the excavation.
§9535.2 ESTABLISHMENT OF TRENCH CUT COST RECOVERY FEE.
No person shall excavate in a public right-of-way without, in addition to satisfying all other applicable requirements of this Code, having first paid to the City a “trench cut cost recovery fee.” The amount of this trench cut cost recovery fee shall be determined by reference to the tables attached as Exhibit A to this ordinance codified in this Article. The tables shall be modified each fiscal year by the City Engineer and be available to the public at the Department and on the City’s website. The modification shall become effective on July 1 of each fiscal year after July 1, 2026. The City Engineer shall calculate the adjustment based on the California Construction Cost Index which is based on the Engineering News Record (ENR). The base line will be 1983, at that time the ENR was 4066. If the index ceases to exist, the City Engineer shall propose a replacement index to be adopted by City Council resolution.
§9535.3 VARIANCE FROM PAYMENT OF TRENCH CUT COST RECOVERY FEE.
Any person subject to the trench cut cost recovery fee may request that the Director waive the requirement of payment of the trench cut cost recovery fee due to individual
Attachment 2
4 circumstances that demonstrate, on a case-by-case basis, that the amount of the fee is not reasonably related to the projected impact of the proposed excavation. §9535.4 EXCEPTIONS.
(A) Excavations in City streets scheduled for pavement structural improvements within two years of the date of excavation shall be exempt from the trench cut cost recovery fee. (B) No trench cut cost recovery fee shall be charged for underground utility district projects initiated by the City, or utility line relocations necessitated by City street work projects or by street vacations or abandonments.
(C) No trench cut cost recovery fee shall be charged with respect to excavation in a sidewalk or a concrete street.
§9535.4 PROHIBITION ON EXCAVATION IN NEWLY RENOVATED PUBLIC RIGHTSOF-WAY. (A) Excavation in newly renovated public rights-of-way is prohibited for two years after filing of a notice of completion or acceptance of a new street or structural overlay of the existing street except as follows:
(1) Emergency which endangers life or property;
(2) Repair or modification to prevent interruption of essential utility services; (3) Relocation work that is mandated by City direction; (4) In a public right-of-way that the City has scheduled for overlay or reconstruction within two years after the date of excavation;
(5) At the discretion of the Director, trenchless excavations greater than three feet in depth of cover over the utility facility not requiring a significant surface incision greater than industry bore pit standards;
(6) Restoration work required pursuant to §9535.6; or
(7) Other situations deemed by the Director to be in the best interest of the general public.
(B) Where a permit is issued to excavate during the two-year period after filing of a notice of completion or acceptance of a new street or structural overlay of an existing street, payment of the trench cut cost recovery fee will be required unless: (1) an emergency need to excavate arises from a natural disaster such as an earthquake; or (2) the excavation is necessary to accomplish relocation work that is mandated by City, State or Federal legislation.
(C) The prohibition on excavations to a newly renovated public right-of-way shall not apply if: the only renovation undertaken to the right-of-way is a seal coat. §9535.5 COORDINATION WITH CITY.
Attachment 2
5 (A) Prior to accepting an application for an excavation permit in the public rights-of-way, the City shall review and report to the applicant the City’s anticipated repaving plans and information from utilities on file with the Director identifying planned repair, replacement or extension of facilities. The applicant shall coordinate, to the extent practicable, with the utility and street work shown on such plans to minimize damage to, and avoid undue disruption and interference with, the public rights-of-way. Whenever two or more parties, including the City, have proposed a major excavation in the same block, they shall meet and confer with the Director or his/her designee regarding whether it is feasible to conduct excavation jointly. If the parties select a single contractor to do the joint work, the Director may direct that only a single trench cut cost recovery fee shall be charged. (B) To avoid future excavations and to reduce the number of street excavations, telecommunication companies may be requested, when practical, to install spare conduits. (C) In order to encourage coordination of excavation and pavement scheduling and planning between the City and excavators, the City shall update at least annually its anticipated repaving plans. The anticipated repaving plans shall also identify the public rights-of-way which are then subject to the excavation prohibition provisions of §9535.4, and the prohibition expiration date for each such right-of-way. A copy of any repaving plans on file with the Department shall be available for review by any interested person. §9535.6. REPAIR OF SUNKEN PAVEMENT OVER EXCAVATION.
(A) If the subsurface materials or pavement over or within the trench influence area become depressed or broken at any time, the person responsible shall, within 14 days of mailing of written notice from the Director, immediately inspect the depressed or broken area to ascertain the cause of the failure. The person shall make repairs to the installation or backfill and have the pavement restored in the manner and within the time period specified by the Director, but not to exceed 30 days. In the event the Director determines the pavement condition creates a road hazard, the Director may require the repair to be completed within 48 hours. A trench cut cost recovery fee shall not be charged for work performed under this section.
(B) If the pavement is not restored as specified by the Director, unless delayed by conditions beyond the person’s control, the Director may cause the work to be done after giving the person 24 hours’ final notice. The person shall thereafter, upon written demand by the Director, pay the City an amount calculated by multiplying the number of square feet of pavement restored by the square foot trench repair reimbursement fee set forth in the most current public works service and capital improvement fees schedule. The person shall remain responsible for any future repairs of that portion of pavement over the excavation that was repaired by the City.
§9535.7 CREATION OF TRENCH CUT COST RECOVERY FEE FUND.
There is created and established the “trench cut cost recovery fee fund.” The fund is a restricted fund, and all funds deposited into the trench cut cost recovery fee fund shall be used solely for the purposes identified in §9535.1..
Attachment 2
6 §9535.8 DEPOSIT OF MONEYS.
All funds received pursuant to the provisions of §9535.2 shall be placed in the trench cut cost recovery fee fund.
§9535.9 EXPENDITURE OF FUNDS.
Funds maintained in the trench cut cost recovery fee fund shall only be expended for the maintenance, rehabilitation, resurfacing, administration and protection of the public rightsof-way that have been excavated after the effective date of the ordinance codified in this Article.
§9535.10 BUDGETING AND ALLOCATING TRENCH COST RECOVERY FEES FOR WATER, WASTEWATER AND ELECTRICAL UTILITIES.
As part of the development and adoption of the City’s annual budget the Director or his/her designee shall develop separate budget line items for anticipated trench cut cost recovery fees for each of the City owned or operated wastewater, water and electric utilities which own or use facilities under paved streets within the City maintained street system.
SECTION THREE
1. SEVERABILITY.
If any section, subsection, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, is for any reason held to be invalid or unenforceable, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining sections, subsections, subdivisions, paragraphs, sentence, clause or phrase hereof, irrespective of the fact that any one or more other sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases hereof be declared invalid or unenforceable.
2. CEQA.
The City Council finds that this ordinance is not subject to the requirements of the California Environmental Quality Act (“CEQA”) because adoption of the ordinance is not a “project” within the meaning of CEQA Guidelines Section 15378 and is exempt under CEQA Guidelines Section 15061(b)(3). This ordinance is not a project as defined by Section 15378 because Section 15378(b)(4) provides that a project does not include “the creation of government funding mechanisms or other government fiscal activities, which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.” The ordinance accordingly is not a project because it creates the type of funding mechanism described in Section 15378(b)(4) for the purpose of mitigating the cost of resurfacing, maintenance, and repair of City streets as a result of street excavation and does not involve any commitment to a project which may result in a potentially significant physical impact on the environment because it does not approve the construction nor cause the construction of any specific excavation or other improvements. Further, this ordinance is exempt from CEQA pursuant to Section
Attachment 2
7 15061(b)(3) on the grounds that it can be seen with certainty that the ordinance will have no significant impact on the environment.
3. PUBLICATION.
Within fifteen (15) days after its adoption, this Ordinance shall be published once in a newspaper of general circulation in the City of Ukiah. In lieu of publishing the full text of the Ordinance, the City may publish a summary of the Ordinance once 5 days prior to its adoption and again within fifteen (15) days after its adoption.
4. EFFECTIVE DATE.
The ordinance shall become effective thirty (30) days after its adoption.
Introduced by title only on , 2026, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Adopted on , 2026, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Kristine Lawler, CMC/City Clerk
Susan Sher, Mayor Page 338 of 371
Small Cut Large Cut
< 10 years $1.00 $4.25
>/= 10 years $0.50 $3.75
< 10 years $1.50 $2.50
>/= 10 years $0.50 $1.00
Large Pavement Cuts
Small Pavement Cuts
Section Area for residential streets is 700 feet x 30 feet. For arterials/collectors, Section Area is 1,050 feet x 40 feet.
Small Pavement Cut is less than 5% of Section Area.
Large Pavement Cut is more than 5% of Section Area.
EXHIBIT A
ORDINANCE NO.
Functional Class Age Group Fee Cost ($/square foot)
(Fee Cost $) X (trench width + 4 )X (trench length + 4) / 5% (Fee Cost $) X (street width )X (trench cut)
Arterial/Collector
Residential
Legal No.
Ukiah Daily Journal
415 Talmage Road Suite A
Ukiah, CA. 95482
[email protected]
I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen years,
and not a party to or interested in the above entitled
matter. I am the principal clerk of the printer of the Ukiah Daily Journal, a newspaper of general circulation, printed and published daily in the City of Ukiah, County of
Mendocino and which newspaper has been adjudged a
newspaper of general circulation by the Superior Court of the County of Mendocino, State of California, under the date of September 22, 1952, Case Number 9267; that
the notice, of which the annexed is a printed copy (set in type not smaller than non-pareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to wit:
02/04/2026
I certify (or declare) under the penalty of perjury that the foregoing is true and correct.
Dated at Ukiah, California,
February 4th, 2026
PROOF OF PUBLICATION
(2015.5 C.C.P.)
STATE OF CALIFORNIA
COUNTY OF MENDOCINO
Sue Fullbright, LEGAL CLERK
0006947145
2117148
CITY OF UKIAH
ATTN: ACCOUNTS PAYABLE
300 SEMINARY AVE
UKIAH, CA 95482
r.BP16-07/12/17 1
Attachment No. 4
IMPACT OF UTILITY CUTS ON STREETS
City of Ukiah
Study by NCE
How do utility cuts damage pavements?
Subgrade
Base
Asphalt
Repair
Asphalt
Base
Subgrade
Asphalt
Base
Subgrade
Utility Trench
1. Increased Water Access to
Pavement Structure
2. Reduced Lateral Support 3. Increased Surface Roughness
Examples of testsites
P for “Patch Section” (Cut-Section)
Cut Section No-Cut Section
C for “Control-Section” (No-Cut Section)
No-Cut Section Cut Section
Example 1 Example 2
Older pavements and large cuts show greater deterioration 80 60
40 20
0 100
0-5 >10
Average Inspected PCI
6-10
Age Group, Years
Arterials/Collectors
No-Cut Small Cut Large Cut
80 60
40 20
0 100
0-5 >10
Average Inspected PCI
6-10
Age Group, Years
Residentials
No-Cut Small Cut Large Cut
Large cutsreduce the PCI by 31%
Functional Deterioration (by functional class, age group and cutsize)
What does 31% Reduction in PCI Mean?
PCI_No-Cut Sections
100-70
69-50
49-25
24-0
Condition Category
Very Good/Good
Fair
Poor
Failed
80 60
35 PCI_Sections with Cuts>5%
100-70
55 69-50
41 49-25
24 24-0
This results in higher repair costs
Functional Deterioration
Fee Schedule
Fee Implementation
Fee Application (Large Cut)
$2.5*(700*30) = $52,500
30’
700’
3’
10%
Residentials
Age Group: 0-10 Years
Functional Deterioration
If Area of Cut >= 5% of section area or block area
Total Recovery Fee = $/SF x Total Section Area
Fee Schedule
Dora St Calvert Drive Gardens Ave
Fee Application (Small Cut) Residentials
Age Group: 0-10 Years
Functional Deterioration
Fee Schedule
Oak St Stella Drive Main St
$1.5*(4+4)*(4+4)/5%
= $1,920
$1.50*(30+4)*(6+4)/5%
= $10,200 If Area of Cut <5% of section area or block area Total Recovery Fee = $/SF x (Cut length+2’+2’)(Cut width+2’+2’)/5% Zone of influence: 2’ on both sides 4’
4’
0.1%
30’
30’
6’
1%
30’
• Utility cuts cause structural damage; an average overlay thickness of 2 inches is needed. • Pavements with cuts deteriorate faster.
• Large cuts (>5% of section area) show PCI drops of 31%. • Utility cuts do more damage to new pavements (<10 years), and reduces pavement life by 36%.
Summary
Information Needed
Functional Class
Age of the pavement
Area of the section
Area of the cut
Agenda Item No: 13.a.
MEETING DATE/TIME: 2/18/2026
ITEM NO: 2026-195
AGENDA SUMMARY REPORT
SUBJECT: Review and Update the Ukiah City Council Strategic Plan.
DEPARTMENT: City Manager /
Admin PREPARED BY: Traci Boyl, Senior Management Analyst PRESENTER: Traci Boyl, Sr. Management Analyst to the City Manager's Office
ATTACHMENTS:
1. Redlined Version FY27 Council Strategic Plan_CM
Summary: Each year during the annual budget process, the Ukiah City Council reviews and updates the City's Strategic Plan.
Background: The Strategic Plan provides a framework that prioritizes focus on core functions and ensures City Departments are working together to meet the needs of our residents and businesses as directed by the City Council. The priorities identified in the plan will guide decision-making to desired outcomes through strategies and specific actions.
The priorities, strategies, and actions that make up the strategic plan evolve over time with the changing needs of the community and organization.
• Priorities are broad guiding statements that describe the hopes of the community for the future. A priority may never be completely attainable, but it is used as a point towards which to strive. • Strategies describe what is needed to move the City in the direction of completing each priority. • Actions outline specific steps to be taken to achieve the strategy. Actions are further defined, detailed, and assigned as objectives within each departmental budget.
Throughout the annual budget process, the City Council reviews and modifies the Plan as necessary and sets annual objectives for all departments (within departmental budgets) that are in line with the City's priorities.
Discussion: The City Council will review and discuss the Strategic Plan (Attachment #1). The plan includes updates and edits (in blue) to reflect the Council's recent policy changes and priorities over the previous year.
Notable updates to the plan include:
• Clear prioritization of financial sustainability, team member and resource management. • Expanded prioritization of clear, timely, and accessible communication, including feedback loops with the community and staff.
• Continued support for regional partnerships and reorganization to support long-term service delivery, infrastructure capacity, fiscal sustainability, and the community vision. • Continued provision of public safety and City services in full compliance with the California Values Act (Senate Bill 54).
• Prioritization of a continuum of quality jobs that support stable employment opportunities.
This is the second presentation and review of the Strategic Plan for the Fiscal Year 2026-27 budget year, and Council will continue to have the ability to review and modify the Plan throughout the entire budget development cycle, leading up to the adoption of the budget in June.
Recommended Action: Review the Ukiah City Council Strategic Plan and provide direction as may be warranted to update the document.
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: Sage Sangiacomo, City Manager
STRATEGIC PLAN (SP): SP 1B - Provide services that support a high quality of life for all residents, including fostering diverse, inclusive, sustainable, and accessible neighborhoods; SP 3B - Analyze and consider opportunities for regional partnerships that support or improve the delivery of municipal services; CLIMATE INITIATIVES (CI): CI-6a – Develop a web page with informational and educational resources.
GENERAL PLAN ELEMENTS (GP):GP-A1 - Land Use Element; GP-A2 - Economic Development Element; GP-A3 - Mobility Element; GP-A4 - Public Facilities, Services, and Infrastructure Element; GP-A5 - Environment and Sustainability Element; GP-A6 - Safety Element; GP-A7 - Agriculture Element; GP-A8 - Housing Element (2019-2027)
1 Attachment 1
Ukiah City Council Strategic Plan
The Strategic Plan provides a comprehensive framework that prioritizes focus on core functions and ensures City Departments are working together to meet the needs of our residents and businesses. The priorities identified in the Plan will guide decision-making to desired outcomes through strategies and specific actions.
The priorities, strategies and actions that make up the strategic plan evolve over time with the changing needs of the community and organization. During the annual budget process, the City Council reviews and modifies the Plan as necessary and sets annual objectives for all departments that are in line with the City’s priorities.
In addition, successful development and implementation of the Strategic Plan requires continued engagement, collaboration, and review with our commissions and citizens.
Outcomes
The primary outcomes for the Strategic Planning Process are threefold:
1. Create alignment among Councilmembers, City Staff, and the Community about the top strategic priorities for the City of Ukiah.
2. Develop a set of operational principles that will guide the practices and decisions of the Council in focusing the strategic priorities.
3. Identify specific mechanisms for tracking these strategic priorities over time that will allow the Council and City Staff to phase, adjust, and implement actions based on capacity and available resources. make the necessary adjustments to achieve the strategic priorities.
General Principles
A set of accepted guidelines formed to capture values and priorities that transcend broadly to the strategic plan.
We value diversity, equity, transparency, and justice and those values are essential core elements of policy-making, accountability, and delivery of City services. We are mindful that our actions have a profound effect on the health and well-being of future generations.
Our strategies and approaches maintain or enhance the positive characteristics of our community. Our decisions reflect fiscal responsibility, reliability, sustainability, and affordability with an understanding and consideration of impacts to the entire community and organization.
We look to partner with our community members through meaningful engagement and feedback loops that promote shared ownership and involvement. o promote greater ownership and involvement in their services.
2 We prioritize clear, timely, and accessible communication to support transparency, manage expectations, and build trust during periods of growth, change, and implementation.
We look for strategies that increase efficiencies while enhancing customer service. We ensure reliability, quality, and value in our services with an annual review of rates and fees to reflect economic changes and service costs. Ensure programs, projects, and opportunities for public engagement are clearly communicated and accessible for all.
Components of the Plan
Priorities are guiding statements that describe desired outcomes for our community and organization. A priority may not be completely attainable, but it is used as a point towards which to strive.
Strategies describe what is needed to move the City in the direction of completing each priority.
Actions outline specific steps to be taken to achieve the strategy. Actions are further defined, detailed, and assigned as objectives within each departmental budget.
Strategic Plan Priorities
1. Enhance Our Neighborhoods: Foster small-town life prioritizing accessible, highquality services for all residents and the creation of vibrant community spaces that reflect the diversity of our cultures while ensuring environmental sustainability and maintaining the unique character of our neighborhoods.
(People, Places, & Services)
2. Develop Quality Infrastructure: Evaluate strategies and best practices to develop and implement a prioritized plan for maintaining and improving public infrastructure and utilities.
3. Plan for the Future: Utilize sound principles for valley-wide planning that include a focused approach on service delivery to increase efficiencies, capabilities, and resiliency.
4. Grow our Businesses: Facilitate the development of a sound local economy that attracts investment, promotes economic diversity, supports businesses, creates employment opportunities, and generates public revenues.
5. Value our Team: Ensure Council and staff work together to create a more diverse, inclusive, responsive, and effective workplace environment that fosters a culture of professionalism, service, teamwork, innovation, and safety.
3 1. Enhance Our Neighborhoods
Foster small-town life prioritizing accessible, high-quality services for all residents and the creation of vibrant community spaces that reflect the diversity of our cultures while ensuring environmental sustainability and maintaining the unique character of our neighborhoods.
A. Recommended Strategy:
Build neighborhoods that provide access for all to a compatible balance of housing, employment, commercial, medical, education, and recreational resources.
Actionable Items:
i. Implement a housing plan that works to support the development of sustainable housing for all income levels.
ii. Responsively engage with our neighborhoods to align services with changing needs. iii. Seek funding opportunities and partnerships to update and add park and recreational facilities.
iv. Work to preserve, conserve, and protect the natural resources/features of the Ukiah Valley and open space.
v. Develop a Complete Streets transportation network that enables safe access for all users, including pedestrians, bicyclists, motorists, and transit riders of all ages and abilities.
B. Recommended Strategy:
Provide services that support a high quality of life for all residents, including fostering diverse, inclusive, sustainable, and accessible neighborhoods.
Actionable Items:
i. Ensure the safety of our community through proactive and responsive community policing and fire services with a focus on ensuring that our team members have the appropriate training and resources.
i.ii. Provide local public safety and City services for everyone in compliance with the California Values Act (Senate Bill 54) and do not use City resources for federal immigration enforcement except as required by state law. ii.iii. Promote healthy neighborhoods with access for all to quality recreational opportunities. iii.iv. Engage and conduct community-wide surveys to identify gaps and opportunities for changes or additions to our services and programs.
iv.v. Continue to work with partnering agencies and stakeholders to identify and address the needs of the community’s most underrepresented.
C. Recommended Strategy:
Encourage and support an environmentally sustainable and resilient community by embracing new technology, setting policy, and evaluating critical infrastructure.
4 Actionable Items:
i. Provide ongoing education and active engagement of City staff, members of committees and commissions, contractors, consultants, residents, and independent community groups in alignment with the goals of improving environmental standards and promoting sustainable policies.
i.ii. Address the climate implications of all policies and actions that come before the Ukiah City Council that have the potential to impact greenhouse gas emissions, carbon sequestration, and disaster preparedness within the City. ii.iii. Following the City Council’s unanimous passage of the Climate Emergency Resolution in 2022, continue prioritizing action on climate emergency by supporting the implementation of the Climate Action Plan, a roadmap to reduce the City's greenhouse gas emissions, and supporting the development and implementation of a Climate Adaptation & Resilience Strategy to address the risks of climate change.
5 2. Develop Quality Infrastructure
Evaluate fiscally-sustainable strategies and best practices to develop and implement a prioritized plan for maintaining and improving public infrastructure and utilities.
A. Recommended Strategy:
Develop, implement, and maintain a comprehensive Capital Improvement Plan that enhances existing neighborhoods and businesses, advances infrastructure for housing and economic development, and considers climate impacts and life-cycle operating and maintenance costs.Continue the development and maintenance of a comprehensive Capital Improvement Plan that considers the climate impacts of those improvements.
Actionable Items:
i. Determine current conditions, needs and opportunities, and focus on specific capital improvement projects for the following areas:
o Streets
o Water
B. Recommended Strategy:
o Sewer
o Electric
o Storm drains
o Landfill
Identify and/or develop funding for essential and vital infrastructure for the long-term.
Actionable Items:
i. Conduct regular evaluation of utility rates and other City fees and charges to ensure sustainability of services and adequate cost recovery. ii. Explore and seek grant funding and other financial resources that provide long-term value in funding capital projects.
iii. Prioritize the protection of the community’s investment in improved infrastructure.
6 3. Plan for the Future
Utilize sound principles for valley-wide planning that include a focused approach on service delivery to increase efficiencies, capabilities, and resilience.
A. Recommended Strategy:
Review and revise land use planning documents to be reflective of the long-term vision for the community
Actionable Items:
i. Implement the goals, policies, and programs in the Ukiah 2040 General Plan. ii. Prepare and submit reorganization applications that align with the Local Agency Formation Commission’s (LAFCo) approved Sphere of Influence (SOI) for the City of Ukiah and support long-term service delivery, infrastructure capacity, fiscal sustainability, and the community vision.Prepare and submit annexation applications in alignment with the City of Ukiah’s updated sphere of influence (SOI) and annexation policies.
B. Recommended Strategy:
Analyze and consider opportunities for regional partnerships that support or improve the delivery of municipal services
Actionable Items:
i. Support and implement the participation agreement and other opportunities for the efficient delivery of services with the Ukiah Valley Sanitation District. ii. Continue the development of a plan for the improved delivery of fire services for the Ukiah Valley Fire Authority.
iii. Continue to develop and support newly-developed regional partnerships with Ukiah Valley water agencies and finalize agreements to consolidate services and seek funding for improved operational and cost efficiency, services, capital improvements, and resiliency.
C. Recommended Strategy:
Instill diversity, equity, and inclusion (DEI) as essential core elements of policymaking, accountability, and delivery of City services.
Actionable Items:
i. Actively engage the community to recruit board, commission, and committee members that reflect the diverse community we serve.
ii. Develop and expand public education and outreach platforms to reach underrepresented individuals.
iii. Continue to track progress and ensure Strategic Plan alignment of projects and programs through agenda staff report (ASR) tracking and budget development tools and processes
7 and provide annual equity reports to Council.
iv. Make corrective actionsImprove policies, programs, and services through ongoing engagement and evaluation from the DEI Committee.
8 4. Grow Our Businesses
Facilitate the development of a sound local economy
that attracts investment, promotes economic diversity, supports businesses, creates employment opportunities, and
generates public revenues.
A. Recommended Strategy:
Identify and remove barriers to economic development while leveraging economic opportunities
Actionable Items:
i. Leverage partnerships with other local agencies and stakeholders to provide economic development resources and services for the retention and recruitment of businesses.
ii. Identify and support the development of public infrastructure needed to support growth. ii.iii. Attract and retain a continuum of quality jobs that provide stable employment and advancement opportunities across a diverse mix of employment sectors and skill levels.
B. Recommended Strategy:
Develop and preserve the historic downtown as a regional center of civic and economic activity.
Actionable Items:
i. Continue to support efforts to identify and attract anchor tenants to the downtown core.
ii. Continue efforts to affect positive change with the Palace Hotel. iii. Coordinate with the County and State for a reuse plan for the Courthouse. iv. Support public infrastructure development at the Perkins Street Depot site in support of the courthouse development and buildout of the property. v. Continue to monitor downtown parking and work toward implementation of the improved downtown parking plan.
vi. Continue to support the development and enhancement of the Great Redwood Trail. vii. Explore designs and plans to develop enhanced gateways into the city.
9 5. Value our Team
Ensure Council and staff work together to create
a more diverse, inclusive, responsive, and
effective workplace environment that fosters a
culture of professionalism, service, teamwork,
innovation, and safety.
A. Recommended Strategy:
Promote the core values that are embedded in the operational culture of the organization.
Actionable Items:
i. Develop organizational practices that reflect our core values (Professionalism, Service, Teamwork, Innovation, and Safety) through the lens of diversity, equity, transparency, and justice.
B. Recommended Strategy:
Attract and retain top-tier professionals within the financial capacity of our community fostering a competitive, supportive and engaging workplace that values public service, professional growth, work-life balance, and team memberemployee well-being.
Actionable Items:
i. Professional Development: Continue to invest in training, certifications, and leadership development programs to enhance team memberemployee skills and career growth opportunities.
ii. Succession Planning and Recruitment: Strengthen outreach efforts, including partnerships with educational institutions, professional organizations, and community-based recruitment initiatives; develop and implement a succession plan to prepare for and ensure continuity of operations.
ii.iii. Align staffing levels, skillsets, and external support with the City’s evolving workload and project demands to maintain service quality and team memberemployee well-being.
C. Recommended Strategy:
Develop open communication and workflow practices that cultivate invested team members and community awareness/involvement
Actionable Items:
i. Develop and expand a public education and outreach plan. ii. Continue to redesign City Council workflow calendaring and ad-hoc/committee files.
10 ii. Foster regular citywide and cross-department communication and feedback to improve workflows, remove barriers, and keep Council and team members informed and engaged.
D. Recommended Strategy:
Create, sustain, and advance a diverse and inclusive workplace and workforce that reflects, values, and celebrates the diverse community we serve.
Actionable Items:
ii. Implement Diversity, Equity, and Inclusion-related recruitment, development, and retention initiatives.
iii. Celebrate, Ssupport and expand the professional development of team membersemployee through training and mentorship programs including, the Mentorship Program, Exceptional Employee Program, and the City of Ukiah’s Leadership Academy. iv. Incorporate cultural awareness celebrations and education into team memberemployee events and programs.
Agenda Item No: 14.a.
MEETING DATE/TIME: 2/18/2026
ITEM NO: 2026-139
AGENDA SUMMARY REPORT
SUBJECT: Discuss and Provide Direction for the Establishment of an Oversight Committee to Review Measure P Expenditures for Fiscal Years 2025 and 2026 per Resolution 2014-28.
DEPARTMENT: Police PREPARED BY: Tom Corning, Police Chief PRESENTER: Tom Corning, Police Chief
ATTACHMENTS:
1. Resolution 2014-28
Summary: Council will provide direction to solicit five committee members for the establishment of an Oversight Committee to review Measure P expenditures for fiscal years 2025 and 2026 per Resolution 2014-
28. Background: During the summer of 2014, the City of Ukiah initiated efforts to renew Measure S, which was scheduled to sunset and was ultimately replaced by Measure P. As part of this process, the City Council unanimously adopted Resolution 2014-28 (Attachment #1), establishing a public safety expenditure plan and an Oversight Board to review and report on the performance of the public safety spending plan, including Measure P revenues, on a biennial basis. Since the passage of Measure P, the City has enhanced its reporting practices and now produces a Measure P report with each annual operating budget and audited financial statements. While this information has been publicly reported on an annual basis, completion of the biennial review is required to remain consistent with the original resolution.
Discussion: Resolution 2014-28 specifies that the committee shall be composed of appointees who represent a broad range of interests, including but not limited to business owners, diverse populations, one Ukiah City firefighter, one Ukiah City peace officer, homeowners, and tenants. The committee is tasked with reviewing Measure P expenditures for Fiscal Years 2025 and 2026.
Staff recommends that the City Council direct Staff to solicit new community applicants for the next committee. The City Council would review and make appointments to this committee at a future meeting.
Recommended Action: Direct staff to solicit five committee members to create an Oversight Committee to review Measure P expenditures for Fiscal Years 2025 and 2026 per Resolution 2014-28 and bring those recommendations to Council for possible appointments.
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: Sage Sangiacomo, City Manager; Dan Buffalo, Finance Director: Douglas Hutchison, Fire Chief
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP):GP-A6 - Safety Element
Agenda Item No: 14.b.
MEETING DATE/TIME: 2/18/2026
ITEM NO: 2026-165
AGENDA SUMMARY REPORT
SUBJECT: 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).
DEPARTMENT: City Clerk PREPARED BY: Kristine Lawler, City Clerk PRESENTER: Mayor Sher and Various Councilmembers
ATTACHMENTS:
1. 2026 City Council Special Assignments & Ad Hocs
Summary: City Council members will provide reports and updates on their committee and ad hoc assignments. If necessary, the Council may consider modifications.
Background: City Council members are assigned to a number of committees and ad hoc activities. These assignments are included as Attachment 1.
Discussion: Previously, the City Council discussed having more time allocated to reporting on committee and ad hoc activities. Often, the Council Reports section of the regular agenda is rushed due to impending business (i.e., public hearings), and not enough time is afforded for reports beyond community activities.
In an effort to foster regular updates on committee and ad hoc assignments, this item is being placed on the agenda to provide the City Council members an expanded opportunity to report on assignments and modify assignments as necessary.
Recommended Action: Receive report(s). The Council will consider modifications to committee and ad hoc assignments along with the creation/elimination ad hoc(s).
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: N/A
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A
2026 CITY COUNCIL SPECIAL ASSIGNMENT LIST
LOCAL / UKIAH VALLEY MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Investment Oversight Committee Varies
Civic Center 300 Seminary Ave. Ukiah, CA 95482
Civic Center300 Seminary Ave.Ukiah, CA 95482
Reviews City investments, policies, and strategies
CraneOrozco - Alternate Alan Carter, Treasurer
Dan Buffalo, Director of Finance; 463-6220 [email protected] Disaster Council
Shall meet a minimum of once a year at a time and place designated upon call of the chair Place designated upon call of the chair or, if she/he is unavailable or unable to call such meeting, the first vice chair and then the City Manager or her/his designee.
Office of Emergency Management
300 Seminary Ave. Ukiah, CA 95482467-5720 - Traci Boyl
Develop any necessary emergency and mutual aid plans, agreements, ordinances, resolutions, rules, and regulations.
OrozcoCriss - Alternate Traci Boyl, City Manager's Office Management Analyst; 467-5720; [email protected] Greater Ukiah Business & Tourism Alliance (GUPTA)
4th Monday of month, 10 a.m.
200 S School St.Ukiah, CA 95482
200 S School St.Ukiah, CA 95482
Promotes tourism and works to strengthen and promote the historic downtown and businesses within the greater Ukiah area Marianne Davison - Community Services Department Staff Orozco - Alternate Shannon Riley, Deputy City Manager; 467-5793 [email protected] Mendocino County Inland Water and Power Commission (IWPC) 2nd Thursday of month, 6:00 p.m.
Civic Center 300 Seminary Avenueconference room 5
IWPC Staff P.O. Box 1247Ukiah, CA 95482391-7574 - Candace Horsley Develops coordination for water resources and current water rights: Potter Valley project - Eel River Diversion RodinOrozco - Alternate
Jared Walker, Director of Water Resources; 467-5712, [email protected] North Coast Opportunities (NCO) 4th Wednesday of month, 2 p.m. Alternating locations - Ukiah and Lakeport Governing Board Chair North Coast Opportunities413 North State StreetUkiah, CA 95482 Assist low income and disadvantaged people to become self reliant Neil Davis Neil Davis, City [email protected] Sun House Guild ex officio 2nd Tuesday of month, 10:30 a.m. Sun House 431 S. Main St. Ukiah, CA 431 S. Main Street Ukiah, CA 95482 467-2836 Support and expand Grace Hudson Museum Orozco, Sher Jake Burgess - Alternate David Burton, Museum Director; 467-2836 [email protected] Ukiah Men's Golf Club Liaison 1st Tuesday of month, 4 - 5 pm Golf Course Clubhouse 599 Park Blvd. Golf Course Clubhouse 599 Park Blvd [email protected] An association of male golfers who promote and support golf in Ukiah. Jake Burgess Jake Burgess, Community Services Director; 463- 6201, [email protected] Ukiah Valley Basin Groundwater Sustainability Agency (GSA) 2nd Thursday of month, 1:30 p.m.
Board of Supervisors Chambers; 501 Low Gap Road Ukiah, CA County Executive Office501 Low Gap Rd., Rm. 1010Ukiah, CA 95482463-4441 GSA serves as the Groundwater Sustainability Agency in the Ukiah Valley basin CraneN/A - Alternate
Jared Walker, Director of Water Resources; 467-5712, [email protected]
MENDOCINO COUNTY MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT City Selection Committee Called as required by the Clerk of the Board BOS Conference Room 501 Low Gap Rd. Rm. 1090 Ukiah, CA C/O: BOS 501 Low Gap Rd., Rm 1090 Ukiah, CA 95482 463-4441 Makes appointments to LAFCO and Airport Land Use Commission (Mayor - Primary; Vice Mayor - Alternate) Mayor Sher Vice Mayor Orozco Kristine Lawler, City Clerk; 463-6217 [email protected] Economic Development & Financing Corporation (EDFC)
2nd Thursday of month, 2:00 p.m.
Primarily 631 S. Orchard Street (location varies)
Executive Director631 South Orchard AvenueUkiah, CA 95482467-5953 Multi-agency co-op for economic development and business loan program Riley (appointed 12/19/18) Shannon Riley, Deputy City Manager; 467-5793 [email protected] Library Advisory Board
3rd Wednesdays of alternate months; 1:00
p.m.
Various Mendocino County Libraries Ukiah County Library 463-4491 Review library policy and activities Sher Rodin - Alternate Kristine Lawler, City Clerk; 463-6217; [email protected] Mendocino County 1st District Liaison Monthly; TBD
Civic Center Annex conference room #5 411 West Clay St. Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the City's 1st District Supervisor
Crane Rodin - Alternate
Sage Sangiacomo, City Manager; 463-6221; [email protected] Mendocino County 2nd District Liaison 1st Wednesdays of month, 8:00 a.m.
Civic Center Annex conference room #5 411 West Clay St. Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the County's 2nd District Supervisor CrissRodin - Alternate
Shannon Riley, Deputy City Manager;467-5793 [email protected] Mendocino Council of Governments (MCOG)
1st Monday of month, 1:30 p.m.
Board of Supervisors Chambers 501 Low Gap Road Ukiah, CA Executive Director367 N. State Street, Ste. 206 Ukiah, CA 95482463-1859 Plan and allocate State funding, transportation, infrastructure and project County wide
Criss Sher - Alternate
Tim Eriksen, Public Works Director/City Engineer;
463-6280 [email protected] Schlatter, Community Development Director; 463-6219; [email protected] Mendocino County Airport Land Use Commission As needed
BOS Conference Room 501 Low Gap Rd., Rm. 1090, Ukiah, CA Mendocino County Executive Office 501 Low Gap Rd. Rm. 1010 Ukiah, CA 95482 To formulate a land use compatibility plan, provide for the orderly growth of the airport and the surrounding area, and safeguard the general welfare of the inhabitants within the vicinity Liaisons: Owen/Schlatter
Greg Owen, Airport Manager; 467-2855; [email protected] Craig Schlatter, Director of Community Development; 463-6219; [email protected] Mendocino Local Area Formation Commission (LAFCo)
1st Monday of month, 9:00 a.m. Board of Supervisors Chambers Executive Director200 S. School Street, Ste. 2 Ukiah, CA 95482463-4470 Required by legislation - planning spheres of influence, annexation, service areas, and special districts RodinCrane - Alternate for both city seat
members on Commission
Craig Schlatter, Director of Community Development; 463-6219; [email protected] Updated: 2/5/2026
2026 CITY COUNCIL SPECIAL ASSIGNMENT LIST
MENDOCINO COUNTY
Continued MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Mendocino Solid Waste Management Authority (MSWMA)
3rd Thursday of every other month (varies), 10:00 a.m.
Willits Council Chambers
Solid Waste Director3200 Taylor DriveUkiah, CA 95482468-9710 County-wide Solid Waste JPA Crane Sher - Alternate Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino Transit Authority (MTA) Board of Directors
Last Wednesday of month, 1:30 p.m.
Alternating locations - Ukiah Conference Center or Fort Bragg, or Point Arena Executive Director241 Plant RoadUkiah, CA 95482462-1422 County-wide bus transportation issues and funding Sher Rodin - Alternate Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino Youth Project JPA Board of Directors
3rd Wednesday of month, 7:45 a.m. 776 S. State Street Conference Room Mendocino Co. Youth Project776 S. State Street, Ste. 107Ukiah, CA 95482 707-463-4915 Targets all youth with a focus on drug and alcohol prevention, healthy alternatives and empowering youth to make healthy choices Criss Max Brazill, Admin Lieutenant - Alternate
Tom Corning, Police Chief; 463-6254;
[email protected]
Russian River Flood Control District (RRFCD) Liaison
1st Monday of month, 5:30 p.m.
151 Laws Ave.,Suite D Ukiah, CA
151 Laws Ave., Ukiah, CA 95482; [email protected]; 462-5278 Proactively manage the water resources of the upper Russian River for the benefit of the people and environment of Mendocino County Walker/Orozco Jared Walker, Director of Water Resources; 467-5712, [email protected]
Ukiah Players Theater Board of Directors
3rd Tuesday of month, 6:00 p.m
1041 Low Gap Rd Ukiah, CA 95482 462-1210
1041 Low Gap RdUkiah, CA 95482462-1210
To oversee the activities, organization and purpose of the Ukiah Players Theater Greg Owen, Airport Manager(appointed 12/19/18)
Kristine Lawler, City Clerk; 463-6217 [email protected] Ukiah Unified School District (UUSD) Committee Quarterly 511 S. Orchard, Ste. D Ukiah, CA 95482 511 S. Orchard Ukiah, CA 95482 Information exchange with UUSD Board Chair, Mayor, Superintendent, and City Manager Orozco, Criss Sage Sangiacomo, City Manager Tom Corning, Police Chief Sage Sangiacomo, City Manager; 463-6221 [email protected]
REGIONAL MTG DATE/TIME LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Great Redwood Trail Agency (GRTA) Bi-monthly, 3rd Thursdays, 10:30 a.m. Various Locations - announced 419 Talmage Road, Suite M Ukiah, CA 95482 463-3280 Provides a unified and revitalized rail infrastructure meeting the freight and passenger needs of the region Rodin Sher- Alternate Jake Burgess, Community Services Director 463-6201, [email protected] League of California Cities Redwood Empire Legislative Committee Prior to Division Meetings, meets 3x in person and then via conference call Various locations that are announced
Redwood Empire League President; Public Affairs Program Manager (916) 658-8243 Elected city officials and professional city staff attend division meetings throughout the year to share what they are doing and advocate for their interests in Sacramento OrozcoCriss - Alternate
Sage Sangiacomo, City Manager; 463-6221
[email protected]
Russian River Watershed Association (RRWA)
4th Thursday of month, 9:00 a.m. (only 5 times a year)
Windsor Town Hall9291 Old Redwood Hwy, #400Windsor, CA 95492707-838-1000 Russian River Watershed Association 2235 Mercury Way, Suite 105Santa Rose, CA [email protected] 707-508-3670 (message only) Consider issues related to Russian river - plans projects and funding requests RodinSher - Alternate
Tim Eriksen, Public Works Director/City Engineer;
463-6280 [email protected]
Northern California Power Agency (NCPA) - Commission
4th Thursday of month, 9:00 a.m. (see NCPA calendar)
Roseville, CA and other locations
651 Commerce Drive Roseville, CA 95678916-781-4202
Pool of State and local power utilities developing and operating power generation, providing scheduling and related energy services and providing regulatory and legislative support.
Crane - Commissioner Sher - City Council Alternate Sauers - Alternate and Commissioner in absence of Commissioner Crane
Cindy Sauers - Electric Utility Director;463-6286 [email protected] Northern California Power Agency (NCPA) – Lodi Energy Center (LEC) Appointment 2nd Monday of month, 10:00 AM Lodi, CA and other locations 651 Commerce DriveRoseville, CA 95678916-781-4299
Committee oversees the operation, maintenance and expenditures of the LEC 300 MW generating project.
Sauers – Project Participate Appointee
Cindy Sauers, Electric Utility Director,463-6286, [email protected] Transmission Agency of Northern California (TANC)
4th Wednesday of month, 10 a.m. 35 Iron Point Circle Suite 225 Folsom, CA 35 Iron Point Cir #225Folsom, CA 95630916-852-1673; [email protected] Provide electric transmission to its Member utilities through transmission line ownership or contract arrangements.
CraneSauers - Alternate
Cindy Sauers - Electric Utility Director;
463-6286 [email protected]
STANDING COMMITTEES MTG DATE/TIME LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Diversity and Equity TBD Virtual Meeting Room (link to be created) Civic Center 300 Seminary Ave. Ukiah, CA 95482 Improve diversity and equity in the City’s workforce and municipal services Orozco/Criss Traci Boyl, City Manager's Office Management Analyst; 467-5720; [email protected] Fire Executive Committee
2nd Tue, every other month beginning in January; 5:00 p.m.
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA Civic Center300 Seminary Ave.Ukiah, CA 95482 [email protected] Per the recently adopted agreement between the City of Ukiah and the Ukiah Valley Fire Protection District Orozco/SherAlternates: Criss
Doug Hutchison, Fire Chief; 463-6263;
[email protected]
Countywide Oversight Board to the RDA Successor Agencies 4th Thursday of January, 4:00 p.m.; meets annually
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA City of UkiahATTN: City Clerk300 Seminary Ave.Ukiah, CA 95482 Oversee and direct the Successor Agencies of the former redevelopment agencies Crane Dan Buffalo, Director of Finance; 463-6220 [email protected] Lawler, City Clerk; 463-6217, [email protected] Water Executive Committee(Ukiah Valley Water Authority) 1st Tue of each month
at 5:00 p.m.
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA City of UkiahATTN: Water Resources 300 Seminary Ave.Ukiah, CA 95482 Oversight of UVWA; set annual budget for the combined water system; Manage rates and collect levies; modify existing water rights for the provision of water service; mediation and dispute resolution; Crane/Orozco Jared Walker, Director of Water Resources; 467-5712, [email protected] Updated: 2/5/2026
COMMITTEE ASSIGNED TO PRINCIPAL STAFF SUPPORT
Electric Grid Operational Improvements Crane/Orozco Cindy Sauers, Electric Utility Director; 463-6286 [email protected]
Trench Cut Policy Development Crane Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected]
Advance Planning & Policy for Annexation
Applications Crane/Rodin
Craig Schlatter, Community Development Director
463-6219 [email protected]
UVSD/ City Relations
Ad hoc committee to address specific issues with the Ukiah Valley Sanitation District, including discussion of overall sewer system service delivery policies, operating policy revisions, potential revisions to the current Operating Agreement, and cost sharing
Crane/Orozco
Dan Buffalo, Director of Finance;
463-6220 [email protected]
Jared Walker, Water Resources Director
467-5712, [email protected]
Orr Street Bridge Corridor Rodin/Sher Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected]
Complete Streets Rodin/Crane
Tim Eriksen, Public Works Director/City Engineer;
463-6280 [email protected]
Shannon Riley, Deputy City Manager
467-5793 [email protected]
Jake Burgess, Community Services Director
463-6201 [email protected]
Special Districts (Water District Consolidation) Orozco/Crane Shannon Riley, Deputy City Manager 467-5793 [email protected]
Corp Yard Planning Crane/Orozco Jason Benson, Senior Civil Engineer 463-6284 [email protected]
Mendocino County Courthouse Project and Reuse Sher/Orozco Shannon Riley, Deputy City Manager 467-5793 [email protected]
City's 150-Year Anniversary Planning Orozco/Rodin Shannon Riley, Deputy City Manager 467-5793 [email protected]
Airport Policy Criss/Crane Craig Schlatter, Community Development Director 463-6219 [email protected]
Parks & Recreation Special District Exploration Rodin/Orozco Jake Burgess, Community Services Director 463-6201 [email protected]
Downtown Zoning Code Crane/Rodin Jesse Davis, Chief Planning Manager 463-6207, [email protected]
Tourism Advisory Committee Rodin/Sher Shannon Riley, Deputy City Manager 467-5793 [email protected]
Historic Preservation Code Sher/Criss Craig Schlatter, Community Development Director 463-6219 [email protected]
Fire Severity Rodin/Orozco Craig Schlatter, Community Development Director 463-6219 [email protected]
CalPERS Crane/Orozco Dan Buffalo, Director of Finance;
463-6220 [email protected]
City Council Handbook Review and Update Sher Kristine Lawler, City Clerk 463-6217; [email protected]
Energy Resilience Sher/Orozco Cindy Sauers, Electric Utility Director; 463-6286 [email protected]
2026 AD HOC COMMITTEES
*Note: Changing the composition of an existing ad-hoc among current councilmembers after work has begun presents potential Brown Act issues. Requests for fully filled ad-hocs are represented on the draft, but staff does not recommend changes except to fill vacated assignments. The current requests on the sheet for fully composed ad-hocs are primarily intended to convey interest in topics covered by these ad-hoc committees for possible future consideration of new assignments.
Updated: 2/5/2026