06-12-13 AMENDED Agenda Packet

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06-12-13 AMENDED Agenda Packet
111 E. COMMERCIAL STREET
WILLITS, CALIFORNIA 95490
(707) 459-4601 TEL
(707) 459-1562 FAX
WILLITS CITY COUNCIL
AMENDED AGENDA
JUNE 12, 2013 ♦ 6:30 P.M. ♦ COUNCIL CHAMBERS
1.
OPENING MATTERS – a) Call to Order; b) Pledge to Flag; c) Roll Call
2.
PUBLIC MATTERS
a. Introduction of Willits Police Department’s New K-9 Officer – “Doc”
b. Proclamation Designating Western Wear Days June 23rd Through July 4th, 2013
c. Recognition of Willits Airport Commissioners and Volunteers for their Dedicated Service and
Many Contributions
d. Noticed Public Hearing to Conduct Annual Review of Rates and Charges for Various City
Services and Adopt a Resolution Approving Changes in Certain City Fees and Charges,
Effective July 1, 2013
e. Discussion and Possible Direction Regarding Fiscal Year 2013/2014 Draft Budget
f. Discussion and Possible Direction Regarding Possible Amendments to the Transportation
Expenditure Plan
3.
PUBLIC COMMUNICATIONS
Council welcomes participation in its meetings. Comments shall be limited to three (3) minutes per person so that everyone
may be given an opportunity to be heard. To expedite matters and avoid repetition, whenever any group of persons wishes
to address the Council on the same subject matter, the Mayor may request that a spokesperson be chosen by the group.
This item is limited to matters under the jurisdiction of the City Council which are not on the posted agenda. Public criticism
of the City Council, Commission, Boards and Agencies will not be prohibited. No action shall be taken.
4.
CONSENT CALENDAR
Matters listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by a
single motion and roll call vote by the City Council. Items may be removed from the Consent Calendar upon request of a
Councilmember and acted upon separately by the City Council.
The following items are recommended for approval:
a. City Council Minutes:
 April 24, 2013
 May 22, 2013
 May 29, 2013 (Budget Workshop)
 June 3, 2013 (Special Meeting)
b. Disbursements Journals:
 Warrant Nos. 22191-22201, Totaling $48,137.78
 Warrant Nos. 22202-22279, Totaling $99,856.44
c. Building Inspection Activity Report – May 2013
d. Response to Mendocino County Grand Jury Report, “The K-5th Grade Willits Charter School”
5.
RIGHT TO APPEAL
Persons who are dissatisfied with the decisions of the City Council may have the right to a review of that decision by a
court. The City has adopted Section 1094.6 of the Code of Civil Procedure which generally limits to 90 days the time within
which the decisions of the City boards and agencies may be judicially challenged.
6.
COMMISSIONS, AGENCIES AND AUTHORITIES
The Willits City Council meets concurrently as the City of Willits Planning Commission and City of Willits Successor Agency.
7.
OLD BUSINESS
Page 1 of 3
8.
CITY MANAGER REPORTS AND RECOMMENDATIONS
a. Verbal Reports – No Action
9.
DEPARTMENT RECOMMENDATIONS
a. Police
b. City Attorney
c. Public Works
d. Engineering
(1) Discussion and Possible Action to Award Contract to Willow Basin Engineering to
Provide Inspection Services for Humboldt Street and Vicinity Rehabilitation Project,
Phase I, in an Amount Not to Exceed $30,300
(2) Discussion and Possible Action to Award Contract to His Design to Provide Inspection
Services for Water Treatment Plant Project, in an Amount Not to Exceed $60,000
(3) Discussion and Possible Action to Approve Contract with Vertical Mapping, Inc., for
Citywide Aerial Mapping, in an Amount Not to Exceed $61,145
e. Finance
f. City Clerk/Human Resources
10.
CITY COUNCIL AND COMMITTEE REPORTS
a. Mendocino Council of Governments (MCOG)
b. Local Agency Formation Commission (LAFCO)
c. Mendocino Transit Authority (MTA)
d. Revit-ED Committee
e. Mendocino Solid Waste Management Authority-Joint Powers Authority (MSWMA-JPA)
f. Economic Development and Financing Corporation (EDFC)
g. League of California Cities
h. Water Resources Committee
i. Sewer System Committee
j. Finance Committee
k. Ad Hoc Committees
l. Other Committee Reports
11.
COUNCIL MEMBER REPORTS AND RECOMMENDATIONS
12.
ENACTMENT OF ORDINANCES
13.
GOOD & WELFARE
14.
CLOSED SESSION NOTICE
a. Conference with Legal Counsel Pursuant to Government Code §54956.9 – Existing Litigation:
Brooktrails Township Community Services District, a Public Agency vs. City of Willits, a
General Law City; and DOES 1 through 100, Inclusive; Case No. SCUK CVG-1056037
b. Conference with Legal Counsel Pursuant to Government Code §54956.9b – Anticipated
Litigation (One Case)
c. Conference with Legal Counsel Pursuant to Government Code §54956.9 – Existing Litigation:
People of the State of California and the City of Willits v. Remco Hydraulics, Inc., et al. (United
States District Court – Northern District of California, Case No. C-96-6283 SI 12/22/2000)
d. Pursuant to Government Code §54957 – Public Employee Employment: City Manager
e. Pursuant to Government Code §54957 – Public Employee Performance Evaluation: Chief of
Police
f. Conference with Real Negotiators Pursuant to Government Code §54956.8 – Willits Justice
Center, Located at 125 East Commercial Street, Willits, California 95490; Agency Negotiator:
Adrienne Moore, City Manager, and H. James Lance, City Attorney; Negotiating Parties:
County of Mendocino; Under Negotiation: Potential Acquisition, Price, and Terms
Willits City Council Agenda – June 12, 2013
Page 2 of 3
15.
ADJOURNMENT
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was
posted on the bulletin board at the main entrance of the City of Willits City Hall, located at 111 East Commercial
Street, Willits, California, not less than 72 hours prior to the meeting set forth on this agenda.
th
Dated this 9 day of June, 2013.
Cathy Sanders, Deputy City Clerk
Willits City Council Agenda – June 12, 2013
Page 3 of 3
PROCLAMATION
A PROCLAMATION OF THE WILLITS CITY COUNCIL
DESIGNATING WESTERN WEAR DAYS
JUNE 23RD THROUGH JULY 4TH, 2013
WHEREAS, Frontier Days is the oldest continuous rodeo in the
California and continues to draw people from all over; and
WHEREAS, this year, 2013, marks the 87th anniversary of Willits
Frontier Days; and
WHEREAS, this traditional annual community event instills great pride
in all of us who call Willits home; and
WHEREAS, it behooves all citizens of the City of Willits to promote,
foster, participate in, and enjoy this great event.
NOW, THEREFORE, I, Holly Madrigal, Mayor of the City of Willits, do
hereby proclaim June 23rd through July 4th, 2013, to be WESTERN WEAR
DAYS, and urge all citizens of the City of Willits to observe said days and the
spirit of FRONTIER DAYS, by wearing Western Wear in all of its
manifestations of color, variation, gaiety and distinction during said Western
Wear Days.
IN WITNESS WHEREOF, I have hereunto set my hand and cause the
Seal of the CITY OF WILLITS to be affixed this 12th day of June, 2013.
Holly Madrigal, Mayor
ATTEST:
Cathy Sanders, Deputy City Clerk
Item No. 2d
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Joanne Cavallari, Finance Director/City Treasurer
Agenda Title: NOTICED PUBLIC HEARING TO CONDUCT ANNUAL REVIEW OF RATES AND CHARGES
FOR VARIOUS CITY SERVICES AND ADOPT A RESOLUTION APPROVING CHANGES IN CERTAIN CITY
FEES AND CHARGES, EFFECTIVE JULY 1, 2013
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: 15 min.
Summary of Request: Each year as a part of the budget process, the City’s rates and fees are reviewed by
department heads and proposed changes are provided to the City Council for approval.
The proposed increases summarized below:

General Fund – Under Police Services, fee increases are recommended for copies to cover staff time and
materials. The bicycle license fee has been eliminated. Parking fines have been increased and made
consistent for all violations of the Municipal Code.

In the Community Development Department, fees for site review and engineering review have been increased.

Business License daily flat rate fees for Peddlers and Solicitors have increased.

Swimming pool fees for water aerobics have been increased and a senior discount has been established. The
unlimited season pass has been eliminated, and new 20 times pass has been added for. A new “Family Swim”
fee has also been added, and the fee for swim lessons has been increased to be more in line with what is
charged in Ukiah.

Airport Fund – Hanger fees will be increased from $165 to $180 per month. Commercial hangers, land leases,
and tie down fees will also increase.

Sewer Fund – Fee increases are proposed for groundwater cleanup and waste discharge permits. The
proposed fee increases for sewer user fees were a part of the Prop 218 process in October of 2009. These
fees were approved by USDA to raise sufficient revenues for operations, maintenance, debt service, and
capital improvements in the Sewer Fund.
On the attached fee schedule, * denotes a fee change or new fee.
Recommended Action: 1) Conduct a public hearing and take testimony regarding fees and charges; and 2)
Adopt a resolution approving changes in certain City fees and charges, effective July 1, 2013.
Alternative(s): Following a public hearing and discussion, adopt a resolution approving changes in certain fees and
charges alternative to those recommended by City Staff.
Fiscal Impact: All recommended changes are in accordance with staff’s analysis of the need to keep pace with
costs of providing necessary services and capital improvements, in accordance with law.
Personnel Impact: Minimal.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
RESOLUTION NO. 2013RESOLUTION OF THE OF THE CITY COUNCIL OF THE CITY OF WILLITS APPROVING
CHANGES IN CERTAIN CITY FEES AND CHARGES EFFECTIVE JULY 1, 2013
WHEREAS, the City Council for the City of Willits (“City”) hereby finds as follows:
1. Notice of the time and place of this meeting to consider the adoption of this
resolution to increase City fees was given as required by Government Code Section 6062(a).
2. This Public Hearing is being held to meet the public hearing requirements of
Government Code Section 66018(a).
3. The amount of the fee and service charges set forth in the attached Exhibit A do not
exceed the estimated amount required to provide the service for which the fee or service charge
is being levied.
4. Unless the recommended increased fee or service charge is approved, the City will
not have sufficient funds to provide the service for which the fee or service charge is being
levied.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Willits that
based upon the information provided to the City Council at the public hearing held on the
adoption of this Resolution and upon the above findings of fact, the City Council hereby
approves and adopts the attached Fee Schedule, a copy of which is hereby incorporated by
reference and attached hereto as Exhibit “A” to be effective July 1, 2013.
The above and foregoing Resolution was introduced by Councilmember
seconded by Councilmember
, and passed and adopted at a regular meeting of the City
Council of the City of Willits, held on the 12th day of June, 2013, by the following vote:
AYES:
NOES:
ABSENT:
_________________________________
HOLLY MADRIGAL, Mayor
City Council of the City of Willits
ATTEST:
_________________________
CATHY SANDERS
Deputy City Clerk
Item No. 2e
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Joanne Cavallari, Finance Director/City Treasurer
Agenda Title: FURTHER DISCUSSION AND POSSIBLE DIRECTION REGARDING DRAFT BUDGET
FOR FISCAL YEAR 2013/2014
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: 20 min.
Summary of Request: The City Council held a budget workshop on May 29, 2013. Changes made to the
draft budget include:

Reduction in Council Member’s stipend from $150 per month to $100 per month for Council
Members and from $300 per month to $200 per month for Mayor

Removal of $5,000 from the Planning Department for EDFC and Local First Campaign

Reduction in hours in the Planning Department for the Part-Time Community Development Director
from 960 to 480 per year

Removal of $15,000 allocated in Police Administration for Insurance Claims deductible

Reduction of $8,000 in Overtime in Police Operations, from $138,000 to $130,000
A line item was included in the Parks budget under “Contingencies” for matching funds if a grant to
rehabilitate the tennis courts can be found, although no funds were allocated.
These changes resulted in savings in the General Fund of about $57,000. However, there is still a budget
deficit of $336,117. This does not include closing the deficit in the Street Maintenance Fund.
The deficit in the Street Maintenance Fund was reduced to $183,409 after adding D1 Fund Revenues of
$82,726 that will be available to claim in Fiscal Year 2013/14.
The Sewer and Water Funds were reduced by $25,000 each by removal of the Rate and Fee Studies.
An updated Exhibit A is attached that includes the changes discussed above.
Recommended Action: Discuss the draft budget and give direction to staff. The final budget is scheduled
for adoption on June 26, 2013.
Alternative(s): None recommended
Fiscal Impact: As stated above.
Personnel Impact: Staff will make changes to the budget as directed and prepare the final document for
adoption at the June 26th meeting.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
Item No. 2f
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Joanne Cavallari, Finance Director/City Treasurer
Agenda Title: REVIEW AND DISCUSSION OF POSSIBLE AMENDMENTS TO THE TRANSPORTATION
EXPENDITURE PLAN
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: 20 min.
Summary of Request: The City Council held a goal setting workshop in April and identified Polices and
Priorities for the use of Half-Cent Sales Tax as one of their top priorities. Staff developed the attached
Work Program that was distributed to the Council members in May. The attached Transportation
Expenditure Plan was adopted at the time the sales tax measure was approved, and provided Guiding
Principles on page 6, and Eligible Activities on Page 7.
Table 2 on page 9 listed the Priority Streets. This list was updated in 2005 and 2006. Some of the streets
have now been repaired, and other projects, such as the Railroad Avenue/Baechtel Road connection have
been identified as possible projects that will be funded by the tax.
Recommended Action: Review and discuss possible amendments to the Transportation Expenditure
Plan, and provide direction to staff as to the appropriate use of the funds.
Alternative(s): None recommended.
Fiscal Impact: None.
Personnel Impact: Staff will prepare a revised Transportation Expenditure Plan based on Council
direction, and bring the revised document back for adoption by Resolution.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
ACCOUNTS PAYABLE SYSTEM
05/31/2013 17:34:08
WARRANT
DATE
VENDOR
CITY OF WILLITS
GL540R-V07.20 PAGE
1
Disbursements Journal
DESCRIPTION
AMOUNT
CLAIM
INVOICE
PO#
F 9 S ACCOUNT
GENERAL CHECK FORM
22191 05/17/13 TIGER DIRECT INC
22191 05/17/13 TIGER DIRECT INC
4037 CAMERA
4037 CREDIT RETURN
22192 05/17/13 COX CASTLE NICHOLSON
4176 REMCO LEGAL
1,090.76
517050 380990
P M H 100.1004.2061.020
22193 05/17/13 CYDZIK/MATTHEW
22193 05/17/13 CYDZIK/MATTHEW
4770 DINNER PER DIEM 5/14/1 20.00
4770 PER DIEM 5/15/2013
40.00
60.00
517049 130506
517049 130506
*CHECK TOTAL
P N H 100.1020.2105.000
P N H 100.1020.2105.000
22194 05/17/13 CYDZIK/MATTHEW
4770 FLASHLIGHT/HOLSTER
517048 86574
P N H 100.1011.2010.000
517047 130430
517047 130430
*CHECK TOTAL
P N H 100.1005.2091.000
P N H 100.1002.2090.000
22195 05/17/13 WILLITS NEWS
22195 05/17/13 WILLITS NEWS
22196 05/22/13 REESE & ASSOCIATES I
358.82
517051 J3974218010
20.48CR 517051 J3974218010
338.34
*CHECK TOTAL
117.62
179 EMPLOYEMENT ADVERTI 1,566.02
179 LEGAL LINER
379.96
1,945.98
517046 13-0300
P N H 409.4090.2061.012
350.00
517042 130524
P N H 690.237
4036 125 PLAN POLICY PRE 1,101.06
517043 807633
P N H 690.246
22199 05/24/13 HARTFORD LIFE INSURA
709 DEFERRED COMPENSATI 2,486.15
517044 130519
P N H 690.236
22200 05/24/13 PERS
22200 05/24/13 PERS
256 EMPLOYER CONTRIBUT 23,441.16
256 EMPLOYEE CONTRIBUTI 7,340.96
30,782.12
517045 130524
517045 130524
*CHECK TOTAL
P N H 690.229
P N H 690.230
22197 05/24/13 MENDO-LAKE CREDIT UN
22198 05/24/13 AFLAC
22201 05/23/13 ANDRADE/JEFFERY
GENERAL CHECK FORM
4424 SOILS ENGINEERING
9,349.75
P N H 100.1041.2101.045
P N H 100.1040.2055.000
104 DIRECT DEPOSIT
4333 U-HAUL REIMBURSEMENT
TOTAL
516.00
48,137.78
517041 98699858
P N H 100.1022.2044.000
ACCOUNTS PAYABLE SYSTEM
05/31/2013 10:02:39
WARRANT
DATE
CITY OF WILLITS
GL540R-V07.20 PAGE
1
Disbursements Journal
VENDOR
DESCRIPTION
AMOUNT
CLAIM
INVOICE
PO#
F 9 S ACCOUNT
GENERAL CHECK FORM
22202 05/31/13 ACE COPY & SHIPPING
4112 SHIPPING SUPPLIES
15.14
516957 696440
P M W 100.1042.2055.000
22203 05/31/13 ANDERSON/JON
4526 FUEL UNIT 241
29.04
517008 782110
P N W 100.1022.2044.000
22204 05/31/13 ANDRADE/JEFFERY
4333 DEDUCTIBLE REIMBURSEM 500.00
517036 1418
P N W 100.1022.2044.000
22205 05/31/13 ARAMARK
22205 05/31/13 ARAMARK
4443 WORK SHIRTS
4443 WORK SHIRTS
22206
22206
22206
22206
22206
22206
22206
22206
22206
22206
22206
22206
22206
22206
22206
4123
4123
4123
4123
4123
4123
4123
4123
4123
4123
4123
4123
4123
4123
4123
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
AT&T
22207 05/31/13 AT&T
22208
22208
22208
22208
05/31/13
05/31/13
05/31/13
05/31/13
AT&T
AT&T
AT&T
AT&T
MOBILITY
MOBILITY
MOBILITY
MOBILITY
22209
22209
22209
22209
22209
22209
22209
22209
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
BANK
BANK
BANK
BANK
BANK
BANK
BANK
BANK
OF
OF
OF
OF
OF
OF
OF
OF
AMERICA
AMERICA
AMERICA
AMERICA
AMERICA
AMERICA
AMERICA
AMERICA
POLICE
PUBLIC WORKS
ENGINGEERING
POOL
SEWER PLANT
WATER PLANT
AIRPORT
WCAC
4601-2-3 40%
24%
12%
12%
12%
PLANNING 9341 2/3
1/3
66.52
66.52
133.04
525.91
84.34
84.34
15.01
96.02
66.80
31.82
30.61
368.21
220.92
110.46
110.46
110.46
21.21
10.61
1,887.18
4615 WATER
168.22
4253
4253
4253
4253
52.95
16.10
81.32
72.88
223.25
10
10
10
10
10
10
10
10
PUBLIC WORKS
CODE ENFORCEMENT
SEWER
POLICE
CHAIR
133.37
COMM CTR TABLES
4,033.04
LABOR LAW POSTERS
194.56
CONFERENCE MEALS
41.48
DOMAIN REGISTRATION
15.00
WTP CONFERENCE PHONE 271.49
TRACTOR REPAIR PARTS
30.42
WATER PLANT INTERNET
49.99
4,769.35
516956 15314010
516956 15314010
*CHECK TOTAL
P N W 100.1011.2010.000
P N W 100.1015.2010.000
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
516954 4327745
*CHECK TOTAL
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
516953 130519
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
W
W
W
W
W
W
W
W
W
W
W
W
W
W
W
100.1020.2015.000
100.1040.2015.000
100.1042.2015.000
100.1030.2015.000
501.5013.2015.000
503.5030.2015.000
500.5001.2110.000
600.601
100.1002.2015.000
265.2650.2015.000
265.2650.2015.000
100.1015.2015.000
100.1010.2015.000
265.2650.2015.000
100.1010.2015.000
P N W 503.5030.2015.000
516955 05202013
516955 05202013
516955 05202013
517010 05202013
*CHECK TOTAL
P
P
P
P
N
N
N
N
W
W
W
W
100.1040.2015.000
100.1011.2015.000
501.5013.2015.000
100.1020.2015.000
517037 130518
517037 130518
517037 130518
517037 130518
517037 130518
517037 130518
517037 130518
517037 130518
*CHECK TOTAL
P
P
P
P
P
P
P
P
N
N
N
N
N
N
N
N
W
W
W
W
W
W
W
W
100.1040.2055.000
100.1016.2025.000
100.1005.2055.000
100.1005.2105.000
100.1003.2041.000
503.5030.2055.000
501.5011.2041.000
503.5030.2015.000
22210 05/31/13 BARRIGA/MARIA
.09102 WATER DEPOSIT REFUND
25.20
516959 10202450004
P N W 503.111
22211 05/31/13 BARTOW/DAVID
.09101 WATER OVERPAYMENT
71.57
516958 10300777501
P N W 503.0503.6600.000
ACCOUNTS PAYABLE SYSTEM
05/31/2013 10:02:39
WARRANT
DATE
VENDOR
CITY OF WILLITS
GL540R-V07.20 PAGE
2
Disbursements Journal
DESCRIPTION
AMOUNT
CLAIM
INVOICE
PO#
F 9 S ACCOUNT
GENERAL CHECK FORM
22212 05/31/13 BELTRAMI/ALBERT
22212 05/31/13 BELTRAMI/ALBERT
.09109 CONSULT WITH CITY COU 240.00
.09109 MILEAGE
54.80
294.80
22213 05/31/13 BROOKSIDE SCHOOL
4743 FOSTER GRANDPARENT
22214 05/31/13 BUD GARMAN CONSTRUCT
517038 130517
517038 130517
*CHECK TOTAL
P N W 100.1005.2081.030
P N W 100.1005.2081.030
1,000.00
517009 130529
P N W 600.626
4769 ROAD REPAIR
626.50
516960 12-249
P M W 100.1045.3020.000
22215 05/31/13 CAINE/DENVEL
4447 CONTRACT OPERATOR
887.00
517034 130509
P M W 503.5033.2081.030
22216 05/31/13 CALIFORNIA ASSOCIATI
4543 CODE ENFORCEMENT TRNG
50.00
516964 130618
P N W 100.1011.2105.000
357.16
516963 670578
P N W 100.1042.2044.000
516961 10403220009
P N W 503.111
22217 05/31/13 CALIFORNIA SURVEYING
22218 05/31/13 CALLAGHAN/JACKIE
410 ENGR EQUIP MAINT
.09103 WATER DEPOSIT REFUND
75.00
22219 05/31/13 CAMPBELL/RACHAEL
22219 05/31/13 CAMPBELL/RACHAEL
4237 SEWER GIS MAP & MAP B 450.00
4237 WATER SYSTEM PLAN
1,935.00
2,385.00
22220 05/31/13 CERATTO/MICHAEL
4787 WCAC JANITORIAL
22221 05/31/13 CHEVRON USA, INC.
516965 590152
P M W 600.601
498.88
517035 130522
P N W 100.1022.2044.000
60.00
517013 130531
P M W 100.1020.2199.000
267.10
516966 12406
P N W 100.1042.2095.000
611.45
103.20
77.32
791.97
517011 2013-4
517011 2013-4
517011 2013-4
*CHECK TOTAL
P N W 100.1020.2110.000
P N W 100.1020.2110.000
P N W 100.1020.2110.000
197 COURT/STATE FEES PARKI 75.00
517012 130515
P N W 100.1020.2081.030
27 PD FUEL
4221 WATER MAY 2013
22223 05/31/13 COMMERCIAL CAPITAL C
4671 SCANNER LEASE
22225 05/31/13 COUNTY OF MENDOCINO
P M W 501.5011.2081.030
P M W 503.5034.2061.012
100.00
22222 05/31/13 CLEARLY MENDOCINO WA
22224 05/31/13 COUNTY OF MENDOCINO
22224 05/31/13 COUNTY OF MENDOCINO
22224 05/31/13 COUNTY OF MENDOCINO
516971 03-09-WSS-TT
516972 01-13-WM-I
*CHECK TOTAL
33 JC ELEC SVC APRIL
33 JC WATER SVC APRIL
33 JC GARBAGE SVC APRIL
22226 05/31/13 COUNTY OF MENDOCINO
22226 05/31/13 COUNTY OF MENDOCINO
22226 05/31/13 COUNTY OF MENDOCINO
4133 MO SVC AGREE APRIL 20 660.00
517014 20134-2
4133 HOURLY SUPPORT APRIL2 286.60
517014 20134-2
4133 SERVICE CREDIT
250.00CR 517014 20134-2
696.60
*CHECK TOTAL
P N W 100.1020.2081.030
P N W 100.1020.2081.030
P N W 100.1020.2081.030
22227 05/31/13 CREATIVE FORMS & CON
4005 PAYROLL CHECKS
22228 05/31/13 DEEP VALLEY SECURITY
22228 05/31/13 DEEP VALLEY SECURITY
22228 05/31/13 DEEP VALLEY SECURITY
22229 05/31/13 DENBESTE LANDSCAPE S
291.05
516962 111968
P N W 100.1003.2055.000
22.00
16.48
49.42
87.90
516967 240207
516967 240207
516967 240207
*CHECK TOTAL
P N W 100.1040.2081.030
P N W 100.1041.2081.030
P N W 100.1042.2081.030
4644 LANDSCAPE FIBER/PLA 4,108.75
516968 560798
P N W 100.1050.2101.045
40 PW SHOP SECURITY
40 PW SECURITY
40 ENGR SECURITY
ACCOUNTS PAYABLE SYSTEM
05/31/2013 10:02:39
WARRANT
DATE
CITY OF WILLITS
GL540R-V07.20 PAGE
3
Disbursements Journal
VENDOR
DESCRIPTION
AMOUNT
CLAIM
INVOICE
PO#
F 9 S ACCOUNT
4003 AP FUEL TANK REPAIR
303.97
516969 4121
P M W 500.5001.2001.003
.09104 WATER DEPOSIT REFUND
10.50
516970 10404610002
P N W 503.111
GENERAL CHECK FORM
22230 05/31/13 EHLERT/MARTIN
22231 05/31/13 FELICITY/LAUROSE
22232 05/31/13 FISHER WIRELESS
4105 VOLUME KNOB
32.98
517015 218260
P N W 100.1020.2041.000
22233 05/31/13 GAMBLE/BRANDI
4480 CCPOR TRNG MILEAGE
24.30
517016 130528
P N W 100.1020.2105.000
22234 05/31/13 HERMAN/SCOTT
22234 05/31/13 HERMAN/SCOTT
4735 BOOT ALLOWANCE FY 12/ 100.00
4735 BOOT ALLOWANCE FY 12/ 100.00
200.00
516973 159579
516973 159579
*CHECK TOTAL
P N W 503.5031.2010.000
P N W 503.5033.2010.000
255 EMPLOYEE CONTRIBUTION 431.05
516974 130524
22235 05/31/13 I B E W
22236
22236
22236
22236
05/31/13
05/31/13
05/31/13
05/31/13
KILLION/FRED
KILLION/FRED
KILLION/FRED
KILLION/FRED
22237 05/31/13 LIBERTY MANUFACTURIN
22238 05/31/13 LOOS/DAWN
22239 05/31/13 MED-TECH RESOURCE IN
4607
4607
4607
4607
JANITORIAL
JANITORIAL
CITY HALL JANITORIAL
VACUUM FOR STAIRS
130.00
130.00
800.00
43.49
1,103.49
4810 RANGE CLEANUP
7,873.00
.09105 CLEANING DEPOSIT REFU 300.00
4580 PPE LATEX GLOVES
136.61
516975 PW&ENG12/13-11
516975 PW&ENG12/13-11
516998 130528
516998 130528
*CHECK TOTAL
P N W 690.235
P
P
P
P
M
M
M
M
W
W
W
W
100.1042.2081.030
100.1040.2081.030
100.1016.2061.020
100.1016.2025.000
517017 7205
P N W 651.6510.2199.000
516976 130518
P N W 100.1050.4211.000
517018 16903
P N W 100.1022.2101.033
22240 05/31/13 MENDOCINO COUNTY YOU
285 YOUTH OUTREACH-WILL 3,000.00
517019 130529
P N W 600.626
22241 05/31/13 MENDOCINO JANITORIAL
4255 JANITORIAL SVC/SUPP 1,373.62
516977 223706
P M W 100.1016.2061.020
22242 05/31/13 MENDOCINO PUBLIC HEA
4811 YOUTH ADVOCATES PRO 1,000.00
517020 130529
P N W 600.626
22243 05/31/13 MOORE/ADRIENNE
22243 05/31/13 MOORE/ADRIENNE
22243 05/31/13 MOORE/ADRIENNE
4325 LUNCH MTG AL BELTRAMI 23.75
4325 DINNER MTG AL BELTRAMI 72.98
4325 BUDGET WRKSHP LUNCH
89.50
186.23
517039 130301
517039 130301
517039 130301
*CHECK TOTAL
P N W 100.1002.2199.000
P N W 100.1002.2199.000
P N W 100.1002.2199.000
22244 05/31/13 NEW WORLD SYSTEMS
4586 AEGIS 2013 CUSTOMER 1,245.00
516978 26725
P N W 651.6510.2199.000
22245 05/31/13 NUESTRA ALIANZA DE W
4442 YOUTH PROGRAMS FY 1 5,000.00
517021 130529
P N W 600.626
22246
22246
22246
22246
22246
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
P
P
P
P
P
G
G
G
G
G
&
&
&
&
&
E
E
E
E
E
COMPANY
COMPANY
COMPANY
COMPANY
COMPANY
114
114
114
114
114
ENGINEERING
PARKS
SEWER
WATER
PUBLIC WORKS
75.50
37.72
8.12
31.54
75.50
228.38
516979 130514
516979 130514
516979 130514
516979 130514
516979 130514
*CHECK TOTAL
P
P
P
P
P
N
N
N
N
N
W
W
W
W
W
100.1042.2110.000
100.1050.2110.000
501.5013.2110.000
503.5033.2110.000
100.1040.2110.000
ACCOUNTS PAYABLE SYSTEM
05/31/2013 10:02:39
WARRANT
DATE
CITY OF WILLITS
GL540R-V07.20 PAGE
4
Disbursements Journal
VENDOR
DESCRIPTION
AMOUNT
CLAIM
INVOICE
PO#
F 9 S ACCOUNT
GENERAL CHECK FORM
22247 05/31/13 PACIFIC TELEMANAGEME
4767 AIRPORT PAY PHONE
50.00
516981 533854
P N W 500.5001.2110.000
22248 05/31/13 PINOLEVILLE NATION
4812 GIRLS BASKETBALL TEAM 500.00
517022 130529
P N W 600.626
22249 05/31/13 PITNEY BOWES
4507 POSTAGE
516983 130512
P N W 100.1002.2055.000
516980 10102230005
P N W 503.111
516982 130517
P N W 690.231
516984 6736
P M W 500.5001.2081.030
517023 130529
P N W 600.626
22250 05/31/13 POSEY/MICHAEL D.
22251 05/31/13 PRINCIPAL MUTUAL LIF
.09106 WATER DEPOSIT REFUND
2,000.00
629 LIFE INS PREMIUM
42.92
844.15
22252 05/31/13 RAMSEY/DANNY
4773 POSTAGE EQUIP RETURN
22253 05/31/13 REDWOOD CHILDREN'S S
4637 GRIP PROGRAM-BAECHT 3,500.00
22254 05/31/13 SIERRA CHEMICAL CO.
22254 05/31/13 SIERRA CHEMICAL CO.
4330 WATER DEPT CHEMICAL 1,811.17
516988 249593
4330 CONTAINER DEPOSIT RET 900.00CR 516988 249593
911.17
*CHECK TOTAL
22255 05/31/13 SILVERIA/STEVEN
22256 05/31/13 SOLID WASTE OF WILLI
.09107 WATER DEPOSIT REFUND
29.86
P N W 503.5033.2101.034
P N W 503.5033.2101.034
516987 10202540004
P N W 503.111
516989 94
P M W 501.5013.2199.000
516985 902731453
P N W 100.1016.2041.000
1,215.88
516991 41341
P M W 503.5033.2041.000
.09108 VOID OUTSTANDING PAYR 256.26
516990 39232
P N W 100.140
517024 130528
P N W 100.1020.2105.000
517025 FOCS117242
P N W 100.1022.2044.000
330 SEWER PLANT BIN SERVI 212.79
22257 05/31/13 STANLEY SECURITY SOL
4283 KEYS
22258 05/31/13 STANLEY/DONALD
4757 WATER PLANT TREES
22259 05/31/13 TAYLOR/CARLY
15.08
43.71
22260 05/31/13 TONELLI/DEBRA
4542 CCPOR TRNG MILEAGE
24.30
22261 05/31/13 UKIAH FORD INC
382 VEHICLE MAINT UNIT
1,375.15
22262 05/31/13 UKIAH PAPER SUPPLY I
22262 05/31/13 UKIAH PAPER SUPPLY I
22262 05/31/13 UKIAH PAPER SUPPLY I
164 WASHROOM FLOOR MATS
164 WCAC EVENT SUPPLIES
164 WCAC EVENT SUPPLIES
140.81
87.16
54.47
282.44
516995 130520
516995 130520
516995 130520
*CHECK TOTAL
P N W 100.1016.2025.000
P N W 600.601
P N W 600.601
22263
22263
22263
22263
22263
165
165
165
165
165
73.13
13.18
25.31
6.15
9.22
126.99
516992 958793123
516993 958793213
516994 5382F9193
516994 5382F9193
516994 5382F9193
*CHECK TOTAL
P
P
P
P
P
516996 957213
516997 957287
*CHECK TOTAL
P N W 503.5031.2041.000
P N W 503.5033.2041.000
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
UNITED
UNITED
UNITED
UNITED
UNITED
PARCEL
PARCEL
PARCEL
PARCEL
PARCEL
SERVIC
SERVIC
SERVIC
SERVIC
SERVIC
22264 05/31/13 UTILITY SUPPLY OF AM
22264 05/31/13 UTILITY SUPPLY OF AM
POSTAGE
POSTAGE
POSTAGE
POSTAGE
POSTAGE
3997 WATER PLANT TOOLS
3997 PRESSURE SWITCH
672.41
408.20
1,080.61
M
M
M
M
M
W
W
W
W
W
100.1002.2055.000
100.1002.2055.000
100.1042.2055.000
100.1040.2055.000
202.2020.2061.012
ACCOUNTS PAYABLE SYSTEM
05/31/2013 10:02:39
WARRANT
DATE
CITY OF WILLITS
GL540R-V07.20 PAGE
5
Disbursements Journal
VENDOR
DESCRIPTION
AMOUNT
CLAIM
INVOICE
PO#
F 9 S ACCOUNT
GENERAL CHECK FORM
22265 05/31/13 W P O A
262 EMPLOYEE CONTRIBUTION 871.42
P N W 690.234
517001 125AI0240052
P N W 690.246
22266 05/31/13 WAGE WORKS
4755 125 PLAN FSA SVC FEE
22267 05/31/13 WATER WORKS ENGINEER
4285 WTP ENGR & PRJCT M 17,470.67
517006 2895
P N W 409.4090.2061.012
22268 05/31/13 WILLIAMS SCOTSMAN IN
4116 MOBILE OFFICE RENT
517007 97033335
P N W 501.5010.2096.000
22269 05/31/13 WILLITS HIGH SCHOOL
4441 BOYS SOCCER PROGRAM 1,000.00
517028 130529
P N W 600.626
22270 05/31/13 WILLITS HIGH SCHOOL
4740 GIRLS BASKETBALL PR 1,000.00
517029 130529
P N W 600.626
22271 05/31/13 WILLITS HIGH SCHOOL
4813 YOUTH EXERCISE PROG 5,000.00
517027 130529
P N W 600.626
22272 05/31/13 WILLITS HIGH SCHOOL
4814 TENNIS PROGRAM
1,000.00
517030 130529
P N W 600.626
22273 05/31/13 WILLITS KIDS CLUB
22273 05/31/13 WILLITS KIDS CLUB
3981 PAYROLL DEDUCTION
20.00
3981 AFTER SCHOOL/SUMMER 3,000.00
3,020.00
517000 130524
517026 130529
*CHECK TOTAL
P N W 690.248
P N W 600.626
22274
22274
22274
22274
22274
1245
1245
1245
1245
1245
70.26
19.44
252.29
252.29
252.28
846.56
517005 130501
517005 130501
517005 130501
517005 130501
517005 130501
*CHECK TOTAL
P
P
P
P
P
1,000.00
517032 130529
P N W 600.626
10,000.00
517031 130529
P N W 600.626
200.00
517033 130521
P N W 651.6510.2199.000
74.03
151.19
225.22
517003 1304J5
517003 1304J5
*CHECK TOTAL
P N W 503.5033.2105.000
P N W 503.5033.2105.000
517002 33118
517004 33161
517040 33165
*CHECK TOTAL
P M W 202.2020.2081.030
P M W 202.2020.2081.030
P M W 501.5011.2061.020
05/31/13
05/31/13
05/31/13
05/31/13
05/31/13
WILLITS
WILLITS
WILLITS
WILLITS
WILLITS
POWER
POWER
POWER
POWER
POWER
299.93
SEWER PLANT SUPPLIES
EQUIP MAINT
WEEDEATER
WEEDEATER
WEEDEATER
22275 05/31/13 WILLITS SOBER GRAD
4381 SOBER GRAD FUNDING
22276 05/31/13 WILLITS UNIFIED SCHO
4815 YOUTH COUNSELING
22277 05/31/13 WILLITS UNIFIED SCHO
50.00
516999 130524
457 BRONCO VIDEO PROJECT
22278 05/31/13 WILSON/BILL
22278 05/31/13 WILSON/BILL
4363 WTR OP TEST MILEAGE
4363 WTR OP TEST LODGING
22279 05/31/13 WIPF/ERNEST
22279 05/31/13 WIPF/ERNEST
22279 05/31/13 WIPF/ERNEST
1032 VACTOR COMMERCIAL ST 812.50
1032 VACTOR BARBARA ST
1,000.00
1032 VACTOR MILL CREEK RD 625.00
2,437.50
GENERAL CHECK FORM
TOTAL
99,856.44
M
M
M
M
M
W
W
W
W
W
501.5011.2041.000
100.1050.2041.000
100.1050.2041.000
201.2012.2041.000
201.2011.2041.000
CITY OF WILLITS
BUILDING INSPECTION ACTIVITY REPORT
FOR THE MONTH OF:
May, 2013
NEW CONSTRUCTION
1) Single Family Dwellings
2) Two Family Dwelling
3) Three and Four Family Dwelling
4) Five or More Family Dwelling
5) Moved Dwellings and Modular Units
6) Hotels and Motels
7) Amusement and Recreation Buildings
8) Churches and Religious Buildings
9) Industrial Buildings
10) Private Garages and Carports
11) Service Station and Repair Garages
12) Office, Bank and Professional Buildings
13) Stores and Similar Buildings
14) Warehouse and Agriculture Buildings
MISCELLANEOUS CONSTRUCTION
15) Reroof, Siding, Windows, Etc.
16) Heating and Air Conditioning
17) Electric, Mechanical, Plumbing
18) Demolition
STRUCTURES OTHER THAN BUILDINGS
19) Foundations, Pools, Walls, Signs, etc.
CONVERSIONS
20) Non-Residential to Residential
21) Residential to Non-Residential
ADDITIONS AND ALTERATIONS
22) Residential Buildings
23) Non-Residential Buildings
LIVING UNITS
Grading
BLDG. PERMITS
VALUATION
2
$
84,400.00
2
1
6
2
$
$
$
$
11,000.00
2,500.00
384,450.00
22,200.00
TOTALS
COMPARISON
Valuation This Month
Same Month Last Year
$
$
547,550.00
70,800.00
Revenue This Month
Same Month Las Year
$
$
3,962.40
1,363.65
Permits This Month
Same Month Last Year
TOTALS TO DATE THIS FISCAL YEAR
Construction Valuation
Fees Collected
No. of Permits
15
8
TYPE OF PERMIT AND OTHER REVENUE
#'s
FEE'S
Building
6
$
1,948.90
Electrical
4
$
576.25
Mechanical
1
$
108.00
Plumbing
2
$
808.00
Grading
2
$
521.25
Demolition
Plan Check
6
$
567.00
Late Fee
Bldg. Survey
Sewer Insp.
$ 2,875,350.00
$
47,715.44
120
TOTALS:
TOTALS TO SAME DATE LAST YEAR
Construction Valuation
Fees Collected
No. of Permits
$
$
295,010.00
39,216.00
102
21
$
4,529.40
Respectfully Submitted:
_______________________________
John Sherman, Building Inspector
CITY OF WILLITS
BUILDING AND SAFETY
111 E. Commercial St. Willits, Ca. 95490
(707) 459-7122
DATE: 6/05/2013
TO:
Mendocino County Assessor
Att: Joe
501 Low Gap Rd., 1020
Ukiah, CA. 95482
FROM:
Building Department, City of Willits
RE:
Permit Completion for Month of _May 2013__
PARCEL#
005-241-24
006-110-21
007-291-26
006-074-04
005-142-05
007-120-17
006-076-07
007-120-22
006-091-02
005-091-19
007-170-19
007-092-17
006-210-19
007-210-24
038-080-30
WORK DONE
ADDRESS
VALUE
The following permits were issued.
Swimming Pool Equipment
188 Easy St.
500.00
Replace Elect. Svc. Panel
850 Blosser Lane
950.00
Tearoff Reroof
100 Margie Dr.
3000.00
Construct new garage/shop
46 W. Oak St.
50400.00
Construct new garage/shop
184 State St.
34000.00
Grade pad and driveway
1490 Baechtel Rd.
8000.00
Reframe roof
37 Monroe St.
43000.00
Reroof
1565 S. Main St.
8000.00
3.2kw PV Solar
165 Laurel St.
17000.00
Grade Bldg. pad
145 Mill Creek Dr.
4200.00
Entry Monument Signs
1702 S. Main St.
2500.00
Replace Elect. Svc. Panel
1450 Willow Lane
1500.00
Grade and install playground equip.
1265 Blosser Lane
10000.00
Fuel storage for backup generators.
1 Marcela Dr.
362000.00
Furnace replacement
24050 N. Hwy 101
2500.00
DATE
PERMIT #
5/01/13
5/03/13
5/06/13
5/07/13
5/07/13
5/08/13
5/09/13
5/09/13
5/10/13
5/13/13
5/16/13
5/16/13
5/16/13
5/21/13
5/23/13
8077
8078
8079
8080
8081
8082
8083
8084
8085
8086
8087
8088
8089
8090
8091
005-241-24
005-171-14
006-110-21
007-291-26
006-091-02
007-230-21
006-252-07
COMPLETED PROJECTS
Swimming Pool Equipment
188 Easy St.
New deck and patio door
611 Hawthorn St.
Replace Elect. Svc. Panel
850 Blosser Ln.
Tearoff Reroof
100 Margie Dr.
3.2kw PV Solar
165 Laurel St.
Revise drainage and ADA parking
265 Margie Dr.
Remodel Bathroom
1253 Magnolia Ave.
________________________________
John Sherman
Building Inspector
City of Willits
500.00
5000.00
950.00
3000.00
17000.00
7500.00
3500.00
5/01/13
5/03/13
5/03/13
5/06/13
5/21/13
5/24/13
5/20/13
8077
7971
8078
8079
8085
8071
8076
Item No. 4d
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Adrienne Moore, City Manager
Agenda Title: APPROVE RESPONSE TO MENDOCINO COUNTY GRAND JURY REPORT ENTITLED
“THE K-5TH GRADE WILLITS CHARTER SCHOOL”
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: N/A
Summary of Request: On April 12, 2013, the City received the Mendocino County Grand Jury report
entitled “The K-5th Grade Willits Charter School”. Per the California Penal Code, the City must respond to
the Grand Jury’s findings and recommendations within 90 days. In terms of the Grand Jury’s findings, the
City Council must respond that the Council either agrees with the findings, or wholly or partially disagrees
with Findings #3 and #4. Please find attached a copy of the aforementioned Grand Jury Report with proper
forms and explanations prepared for the City Council consideration and possible approval.
Recommended Action: Approve response to Mendocino County Grand Jury Report entitled “The K-5th
Grade Willits Charter School”.
Alternative(s): None recommended.
Fiscal Impact: Not applicable.
Personnel Impact: Not applicable.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
Received 4/12/13
Within 90 days
Willits City Council
F3, F4
N/A
N/A
N/A
N/A
N/A
June 12, 2013
Holly Madrigal, Mayor, Willits City Council
-0-
Item No. 9d(1)
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Tom Mannatt, City Engineer
Agenda Title: DISCUSSION AND POSSIBLE ACTION TO AWARD CONTRACT TO WILLOW BASIN
ENGINEERING TO PROVIDE INSPECTION SERVICES FOR HUMBOLDT STREET AND VICINITY
REHABILITATION PROJECT, PHASE I, IN AN AMOUNT NOT TO EXCEED $30,300, AND AUTHORIZE
CITY MANAGER TO EXECUTE SAME
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: 15 min.
Summary of Request: In April 2013, staff released a Request for Proposals (RFP) for inspection services for
the Humboldt Street and Vicinity Rehabilitation Project, Phase I. Proposals were requested from SHN
Consulting Engineers and Geologists, Inc., LACO Associates, Pope Engineering, Water Consultant Services,
Willow Basin Engineering (WBE), and His Design. Proposals were received from WBE and His Design. Staff
reviewed the proposals and preliminarily rated the consultants based on their professional experience.
After rating the proposals, staff determined that WBE was the most qualified firm. Subsequently, staff reviewed
WBE’s cost estimate and determined that the cost of $34,800 was out of the range the City could afford and
commenced negotiations.
Staff contacted WBE and spoke with them about the project budget and requested a second cost estimate that
was more in line with the project budget. WBE returned with a new cost estimate of $30,300, which fits the
project budget.
Staff is, therefore, recommending that the City Council approve the contract with WBE to provide construction
management services for the Humboldt Street and Vicinity Rehabilitation Project. WBE’s Scope of Services
and Cost Estimate are attached for review.
Recommended Action: Award a Contract to Willow Basin Engineering to provide Inspection Services for the
Humboldt Street and Vicinity Rehabilitation Project, Phase I, in an amount not to exceed $30,300, and
authorize City Manager to execute same.
Alternative(s): None recommended.
Fiscal Impact: This project is proposed to be paid for out of FY13-14 Fund 202-2020-4030-000 (half-cent
sales tax).
Personnel Impact: Staff time will be needed to manage the contract and to provide general support.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT is made and entered into in duplicate, effective this 13 day of June, 2013, by
and between the CITY OF WILLITS, California, hereinafter referred to as the CITY, and Willow Basin
Engineering whose address is 101 Nancy Lane, Willits, CA 95490 hereinafter referred to as the
CONTRACTOR, as follows:
RECITALS
A. Contractor is specially trained, experienced and competent to perform the special services which will
be required by this Contract; and
B. Contractor possesses the skill, experience, ability, background, certification, and knowledge to provide
the services described in this Contract on the terms and conditions described herein.
C. City desires to retain Contractor to render professional services as set forth in this contract.
CONTRACT
1. SERVICES TO BE PERFORMED BY CONTRACTOR. Contractor shall perform the services
described in “Exhibit A,” which is attached hereto and incorporated herein by reference. Contractor
shall provide said services at the time, place, and in the manner specified in “Exhibit A,” subject to the
direction of the City through its staff that it may provide from time to time.
2. TERM. The services of Contractor are to commence upon execution of this Contract and shall
continue until all authorized work is approved by the City. All such work shall be completed no later
than September 30th, 2013.
3. COMPENSATION. Compensation to be paid to Contractor shall be in accordance with “Exhibit A,”
which is attached hereto and incorporated herein by reference. In no event shall Contractor’s
compensation exceed $30,300 without additional written authorization from the City. Payment by City
under this Contract shall not be deemed a waiver of defects, even if such defects were known to the
City at the time of payment.
4. METHOD OF PAYMENT. Contractor shall submit monthly billings to City describing the work
performed during the preceding month. Contractor’s bills shall include a brief description of the
services performed, the date the services were performed, the number of hours spent and by whom,
and a description of any reimbursable expenditures. City shall pay Contractor no later than 30 days
after approval of the monthly invoice by City staff.
5. EXTRA WORK. At any time during the term of this Contract, City may request that Contractor perform
Extra Work. As used herein, "Extra Work" means any work, which is determined by City to be
necessary for the proper completion of the Project, but which the parties did not reasonably anticipate
would be necessary at the execution of this Contract. Contractor shall not perform, nor be
compensated for, Extra Work without written authorization from the City.
6. TERMINATION. This Contract may be terminated by the City immediately for cause or by either party
without cause upon fifteen days written notice of termination. Upon termination, Contractor shall be
entitled to compensation for services performed up to the effective date of termination.
Revised: 12/2011
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W/ WBE - Humboldt and Vicinity
Inspection Services
Job name
7. OWNERSHIP OF DOCUMENTS. All plans, studies, documents and other writings prepared by and for
Contractor, its officers, employees and agents and subcontractors in the course of implementing this
Contract, except working notes and internal documents, shall become the property of the City upon
payment to Contractor for such work, and the City shall have the sole right to use such materials in its
discretion without further compensation to Contractor or to any other party. Contractor shall, at
Contractor’s expense, provide such reports, plans, studies, documents, and other writings to City upon
written request. In the event of termination, all finished or unfinished documents, data, studies, and
reports prepared by Contractor under this Contract shall become the City’s property; and Contractor
shall deliver such documents to the City Clerk within two (2) business days from the date that this
Contract is terminated.
8. CONTRACTOR’S BOOKS AND RECORDS.
a. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled
checks, and other records or documents evidencing or relating to charges for services, or
expenditures and disbursements charged to City for a minimum period of three (3) years, or for any
longer period required by law, from the date of final payment to Contractor to this Contract.
b. Contractor shall maintain all documents and records which demonstrate performance under this
Contract for a minimum period of three (3) years, or for any longer period required by law, from the
date of termination or completion of this Contract.
c. Any records or documents required to be maintained pursuant to this Contract shall be made
available for inspection or audit, at any time during regular business hours, upon written request by
the City Manager, City Attorney, City Auditor or a designated representative of these officers.
Copies of such documents shall be provided to the City for inspection at City Hall when it is
practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be
available at Contractor’s address indicated for receipt of notices in this Contract.
d. Where City has reason to believe that such records or documents may be lost or discarded due to
dissolution, disbandment or termination of Contractor’s business, City may, by written request by
any of the above named officers, require that custody of the records be given to the City and that
the records and documents be maintained in City Hall. Access to such records and documents
shall be granted to any party authorized by Contractor, Contractor’s representatives, or
Contractor’s successor-in-interest.
9. INDEPENDENT CONTRACTOR. Both parties hereto in the performance of this Contract will be acting
in an independent capacity and not as agents, employees, partners, or joint ventures of one another.
Contractor is not an employee of City and is not entitled to any of the rights, benefits, or privileges of
City employees including, but not limited to, medical, or Worker’s Compensation insurance. The
parties intend to and have entered into a bonafide independent contract and nothing herein is a
subterfuge to avoid making the Contractor an employee of the City. Contractor shall have control of
the means, methods and details of performing the work and shall only be subject to the general
direction and supervision of the City to insure that results contracted for are achieved per plans and
specifications provided to the Contractor. Contractor expressly warrants and agrees that it will exercise
its own independent judgment in evaluating the accuracy and reliability of all data, technical reports and
studies prepared by the applicant for the Project, its officers, agents, employees and subcontractors or
prepared by any other person or entity not a party to this contract.
Revised: 12/2011
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W/ WBE - Humboldt and Vicinity
Inspection Services
Job name
10. INTEREST OF CONTRACTOR. Contractor (including principals, associates and professional
employees) covenants and represents that it does not now have any investment or interest in real
property and shall not acquire any interest, direct or indirect, in the area covered by this Contract or any
other source of income, interest in real property or investment which would be affected in any manner
or degree by the performance of Contractor’s services hereunder. Contractor further covenants and
represents that in the performance of its duties hereunder no person having any such interest shall
perform any services under this Contract.
Contractor is not a designated employee within the meaning of the Political Reform Act because
Contractor:
a. will conduct research and arrive at conclusions with respect to his/her rendition of information,
advice, recommendation or counsel independent of the control and direction of the City or of any
City official, other than normal contract monitoring; and
b. possesses no authority with respect to any City decision beyond rendition of information, advice,
recommendation or counsel. (FPPC Reg. 18700(a)(2).)
11. PROFESSIONAL ABILITY OF CONTRACTOR. City has relied upon the professional training and
ability of Contractor to perform the services hereunder as a material inducement to enter into the
Contract. Contractor shall therefore provide properly skilled professional and technical personnel to
perform all services under this Contract. All work performed by Contractor under this Contract shall be
in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be
expected of competent professionals in Contractor’s field of expertise.
12. COMPLIANCE WITH LAWS. Contractor shall use the standard of care in its profession to comply with
all applicable federal, state, and local laws, codes, ordinances and regulations.
13. LICENSES. Contractor represents and warrants to City that it has all licenses, permits, qualifications,
insurance, and approvals of whatsoever nature which are legally required of Contractor to practice its
profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and
expense, keep in effect or obtain at all times during the term of this Contract, any licenses, permits,
insurance and approvals which are legally required of Contractor to practice its profession. Contractor
shall, if required, maintain a City of Willits business license.
14. HOLD HARMLESS. Contractor shall assume the defense of, and indemnify and save harmless, the
City and each and every employee and agent thereof from all suits, actions, damages, claims or loss of
every name and description to which the City may be subjected or put because of or arising out of
Contractor’s negligent performance under this Contract. In providing the indemnification of
City provided in this Contract, Contractor agrees to provide for all costs of any necessary legal defense.
15. INSURANCE REQUIREMENTS.
a. Contractor, at Contractor’s own cost and expense, shall procure and maintain, for the duration of
the contract, the following insurance policies.
Revised: 12/2011
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Inspection Services
Job name
i.
Workers’ Compensation Coverage. Contractor shall maintain Workers’ Compensation
Insurance and Employer’s Liability Insurance for his/her employees in accordance with the
laws of the State of California. The Employer’s Liability Insurance shall be maintained in an
amount not less than two million dollars ($2,000,000) per accident for bodily injury or disease.
In addition, Contractor shall require each subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the
State of California for all of the sub-contractor’s employees. Any notice of cancellation or nonrenewal of all Workers’ Compensation policies must be received by the City at least thirty (30)
days prior to such change. The insurer shall agree to waive all rights of subrogation against
City, its officers, agents, employees, and volunteers for losses arising from work performed by
Contractor for City.
ii. General Liability Coverage. Contractor shall maintain commercial general liability insurance
in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury,
personal injury, and property damage. If a commercial general liability insurance form or other
form with a general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Contract or the general aggregate limit shall
be at least twice the required occurrence limit.
iii. Automobile Liability Coverage. Contractor shall maintain automobile liability insurance
covering bodily injury and property damage for all activities of the Contractor arising out of or in
connection with the work to be performed under this Contract, including coverage for owned,
hired and non-owned vehicles, in an amount of not less than two million dollars ($2,000,000)
combined single limit for each occurrence.
iv. Professional Liability Coverage. Contractor shall maintain professional errors and omissions
liability for protection against claims alleging negligent acts, errors, or omissions which may
arise from Contractor’s operations under this Contract, whether such operations be by the
Contractor or by its employees, subcontractors, or subconsultants. The amount of this
insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual
aggregate basis, or a combined single-limit per occurrence basis.
b. Endorsements. Each general liability, automobile liability, and Workers’ Compensation insurance
policy shall be with insurers possessing a Best’s rating of no less than A: VII and shall be endorsed
with the following specific language:
i.
The City, its elected or appointed officers, officials, employees, agents, and volunteers are to
be covered as additional insureds with respect to liability arising out of work performed by or on
behalf of the Contractor, including materials, parts or equipment furnished in connection with
your “ongoing operations” and “your work.”
ii. This policy shall be considered primary insurance as respects the City, its elected or appointed
officers, officials, employees, agents and volunteers. Any insurance maintained by the City,
including any self-insured retention the City may have shall be considered excess insurance
only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as though a separate policy
had been written for each, except with respect to the limits of liability of the insuring company.
Revised: 12/2011
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Professional Contract:
W/ WBE - Humboldt and Vicinity
Inspection Services
Job name
iv. The insurer waives all rights of subrogation against the City, its elected or appointed officers,
officials, employees, or agents.
v. Any failure to comply with reporting provisions of the policies shall not affect coverage provided
to the City, its elected or appointed officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in
coverage or in limits except after thirty (30) days written notice has been received by the City.
c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the City’s option, Contractor shall demonstrate financial
capability for payment of such deductibles or self-insured retentions.
d. Certificates of Insurance. Contractor shall provide certificates of insurance with original
endorsements to City as evidence of the insurance coverage required herein. The endorsement
shall be on forms provided by the City or on other forms which conform to all City requirements.
Certificates of such insurance shall be filed with the City on or before commencement of
performance of this Contract. Current certification of insurance shall be kept on file with the City at
all times during the term of this Contract.
16. NOTICES. Any notice required to be given under this Contract shall be in writing and either served
personally or sent prepaid, first class mail. Any such notice shall be addressed to the other party at the
address set forth below. Notice shall be deemed communicated within 48 hours from the time of
mailing if mailed as provided in this section.
If to City:
City of Willits
111 East Commercial St.
Willits, CA 95490-3188
If to Contractor:
Rod Wilburn
Willow Basin Engineering
101 Nancy Lane
Willits, CA 95490
17. ENTIRE CONTRACT. This Contract constitutes the complete and exclusive statement of Contract
between the City and Contractor. All prior written and oral communications, including correspondence,
drafts, memoranda, and representations, are superseded in total by this Contract.
18. AMENDMENTS. This Contract may be modified or amended only by a written document executed by
both Contractor and City and approved as to form by the City Attorney.
19. ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to
City for entering into this Contract is the professional reputation, experience, and competence of
Contractor. Assignments of any or all rights, duties or obligations of the Contractor under this Contract
will be permitted only with the express consent of the City. Contractor shall not subcontract any portion
of the work to be performed under this Contract without the written authorization of the City. If City
consents to such subcontract, Contractor shall be fully responsible to City for all acts or omissions of
Revised: 12/2011
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Professional Contract:
W/ WBE - Humboldt and Vicinity
Inspection Services
Job name
the subcontractor. Nothing in this Contract shall create any contractual relationship between City and
subcontractor, nor shall it create any obligation on the part of the City to pay or to see to the payment of
any monies due to any such subcontractor other than as otherwise required by law.
20. WAIVER. Waiver of a breach or default under this Contract shall not constitute a continuing waiver of
a subsequent breach of the same or any other provision under this Contract.
21. SEVERABILITY. If any term or portion of this Contract is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of this Contract shall
continue in full force and effect.
22. CONTROLLING LAW VENUE. This Contract and all matters relating to it shall be governed by the
laws of the State of California and any action brought relating to this Contract shall be held exclusively
in a state court in the County of Mendocino.
23. LITIGATION EXPENSES AND ATTORNEYS FEES. If either party to this Contract commences any
legal action against the other party arising out of this Contract, the prevailing party shall be entitled to
recover its reasonable litigation expenses, including court costs, expert witness fees, discovery
expenses, and attorneys’ fees.
24. MEDIATION. The parties agree to make a good faith attempt to resolve any disputes arising out of this
Contract through mediation prior to commencing litigation. The parties shall mutually agree upon the
mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a
mediator, the dispute shall be submitted to JAMS/ENDISPUTE ("JAMS") or its successor in interest.
JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the
option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall
hear the dispute. If the dispute remains unresolved after mediation, either party may commence
litigation.
25. EXECUTION. This Contract may be executed in several counterparts, each of which shall constitute
one and the same instrument and shall become binding upon the parties when at least one copy hereof
shall have been signed by both parties hereto. In approving this Contract, it shall not be necessary to
produce or account for more than one such counterpart.
26. AUTHORITY TO ENTER CONTRACT. Contractor has all requisite power and authority to conduct its
business and to execute, deliver, and perform the Contract. Each party warrants that the individuals
who have signed this Contract have the legal power, right, and authority to make this Contract and to
bind each respective party.
27. PROHIBITED INTERESTS. Contractor maintains and warrants that it has not employed nor retained
any company or person, other than a bona fide employee working solely for Contractor, to solicit or
secure this Contract. Further, Contractor warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Contractor, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from
the award or making of this Contract. For breach or violation of this warranty, City shall have the right
to rescind this Contract without liability. For the term of this Contract, no member, officer, or employee
of City, during the term of his or her service with City, shall have any direct interest in this Contract, or
obtain any present or anticipated material benefit arising therefrom.
Revised: 12/2011
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W/ WBE - Humboldt and Vicinity
Inspection Services
Job name
28. EQUAL OPPORTUNITY EMPLOYMENT. Contractor represents that it is an equal opportunity
employer and it shall not discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age. Such nondiscrimination shall include, but not be limited to, all activities related to initial employment, upgrading
demotion, transfer, recruitment or recruitment advertising, layoff or termination.
IN WITNESS WHEREOF, the parties have caused this Contract to be executed on the date first written
above.
CITY OF WILLITS:
CONTRACTOR:
By (Signature):
Adrienne Moore
Interim City Manager
Title:
License #
APPROVED AS TO FORM:
ATTEST:
H. James Lance
City Attorney
Cathy Sanders
Deputy City Clerk
Exhibits: Exhibit A - Scope of Work / Schedule of Charges
Exhibit B - Insurance Certificates
Exhibit C - Insurance Endorsements
Exhibit D - IRS W-9 Reporting Form
Revised: 12/2011
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Inspection Services
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
PROPOSAL FOR INSPECTION SERVICES
for
HUMBOLDT STREET & VICINITY REHABILITATION PROJECT, PHASE I
WORK PLAN
PO
SE
D
Willow Basin Engineering is pleased to prepare this proposal for the City of Willits to provide
Construction Management and Inspection Services for the Humboldt Street and Vicinity
Rehabilitation Project Phase I (Project). Having completed the hydrologic and hydraulic analysis
for this project, I feel my knowledge of the project will be helpful in providing the variety of
services outlined in the Request for Proposals (RFP). Also, having attended the Pre-Bid Meeting
and job walk in accordance with the RFP, I'm comfortable with my understanding of all aspects
of the construction in this project.
PR
O
It is understood that the project is a significant project for downtown Willits and the
construction will provide many challenges including traffic control and the potential for utilities
conflicts. It will be essential that the Construction Manager work closely with the City of Willits
and the Contractor to manage the expectations of the businesses and community members
directly and indirectly affected by the project. It is also understood that this project is partially
funded by the California Department of Transportation (Caltrans) through the State and Local
Partnership Program (SLPP), which requires additional documentation for the Construction
Manager and Inspector as deemed necessary by Caltrans.
The primary goal is to assist in the completion of the Project within the time allowed under the
contract while providing cost control if contract work changes are necessary. Other goals
include ensuring quality work is being performed consistent with contract specifications;
ensuring traffic and pedestrian safety measures are in place and effective; ensure that the
contractor is complying with work place safety and health standards; submit monthly reports in
a timely manner; and closeout the project expeditiously.
The overall approach to this project is to remain proactive in communications with City Staff,
the contractor and the community; prepare all necessary documents and create/maintain
organized electronic copies; and meet all deadlines for monthly construction reports, payment
processing and project closeout reports.
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
FIRM DESCRIPTION
D
Willow Basin Engineering is a sole-proprietorship owned by Rod Wilburn, PE (RCE #69388) that
has been working with the City of Willits and providing a broad range of services for a little over
four years. These services include construction inspection, hydrology/hydraulic analysis,
engineering design, drafting, plan check, consulting, assistance with technical specifications and
assistance with determining materials testing requirements for a construction project. Mr.
Wilburn will be in responsible charge of all construction management and inspection services
outlined in this proposal.
PO
SE
The following is a list of projects Willow Basin Engineering has been involved with within the
past three years, which involved work similar to the scope of services for this project:
PR
O
1. Humboldt Street and Vicinity Rehabilitation Project - Completed storm drain analysis,
reviewed improvement plans and reviewed technical specifications.
2. Central Street Rehabilitation Project - Completed the storm drain analysis, reviewed
improvement plans, assisted with engineering design, provided inspection services and
consulted on contractor progress payment issues.
3. Sherwood Road Rehabilitation Project - Completed design; prepared plans,
specifications and engineer's estimate; provided full time inspection services;
negotiated extra work costs and final billing with the contractor; and provided a hardcopy binder with Inspector's Daily Reports.
4. West Commercial Street Rehabilitation Project - Although there was no underground
storm drain included in this project, it is a Public Works project that involved traffic
control . Mr. Wilburn was considered the design engineer and assisted with
construction engineering at the Muir Lane Driveway. The other services provided
included assistance with technical specifications, engineer's estimate, list of materials
certificates required and list of materials testing required by Caltrans.
5. Van Lane and Vicinity Storm Drain Project - Completed storm drain analysis and
reviewed improvement plans.
6. New Howard Hospital - Plan check, Drainage Study review and storm drain construction
inspection.
7. Various Encroachment Permit Inspections
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
SCOPE OF WORK
The following scope of work describes the project approach and lists City of Willits projects that
I have been involved with as Construction Inspector and/or Construction Manager.
Pre-Construction
PO
SE
D
Since the construction is going to take place in a busy, commercial area of downtown Willits, it
is important to start coordinating with the contractor as soon as possible. The construction
schedule and Traffic Control Plan need to provided prior to the Pre-Construction Meeting so
that those items can be reviewed. This would lead to a more productive meeting and thought
could be given to such things as putting up changeable message signs (CMS) as one of the first
priorities.
Another important consideration prior to construction is making sure to be proactive in the
communication and coordination with the businesses and the one public entities directly
affected the construction. This coordination should include the contractor or at least input
from the contractor to determine the best ways to handle traffic and pedestrian safety through
the different phases of construction. With limited parking available, one of the biggest
challenges will be to maintain access for the Willits Unified School District Office when
construction is taking place on Humboldt Street directly in front of the office. A possible
solution could be constructing a temporary driveway allowing access to the parking lot from
Pearl Street.
PR
O
There will also need to be coordination with the Willits Police Department since they use
Mendocino Avenue for access to their station. The other businesses that front on Humboldt
Street will be in a similar situation as those along Central Street during the Central Street
Rehabilitation Project. It would be valuable to have some direction from the City of Willits staff
involved in that project with regards to what worked best in maintaining access to the
businesses. The businesses along Main Street that have double fronting lots like the Savings
Bank of Mendocino County and North Valley Bank could potentially allow for an alternate exit.
In the case of North Valley Bank, the vehicles could use Main Street as both ingress and egress
and in the case of the Savings Bank, vehicles could potentially use the drive up teller lane as an
egress route since Wood Street is a one-way street.
During the job walk at the Pre-Bid Meeting it was indicated by City of Willits representatives
that PG&E will be moving two natural gas lines during construction. The contractor will be
digging the trench so that PG&E can come in and move the gas lines. It will be important to
ensure that the scheduling of these tasks is completed as a scope of this work. It was also
indicated that there is some discrepancy as to the condition of the AT&T duct work in the street
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
so assistance with clearing up the discrepancy and all other utility coordination will be
addressed as a part of this contract.
Prior to construction a video would be taken of the existing conditions in all areas where
construction is to occur. The video would be shot with a high-definition, wide angle camera
and a copy provided to the City of Willits on a separate flash drive. This video could potentially
help resolve any disputes with property or business owners if any claims of damage or
unwanted alteration are brought against the contractor or the City of Willits.
D
Construction
PR
O
PO
SE
This task will include all field related services necessary to provide full time construction
observation and inspection. One person will be onsite at all times during construction to
observe and log daily traffic control and construction activities. This person will be responsible
for preparing the Inspector's Daily Report (Exhibit 16-C2) and communicating with the
contractor with respect to progress and schedule. The field person will also be noting personnel
onsite, collecting weigh slips for asphalt concrete pavement and other materials, and measuring
quantities as required by the construction progress payments. With an understanding of the
City of Willits Public Works Quality Assurance Program (QAP) and the Caltrans Local Assistance
Procedure Manual (LAPM), the daily inspection and construction management tasks need to be
documented according to according to Caltrans requirements. The documentation listed in the
RFP from the LAPM will be completed daily and a hard copy will be placed in the project binder.
Electronic copies of all documentation will be created by scanning the hard copies when
necessary and all electronic copies will be provided to the City of Willits on a flash drive or other
media if requested.
Project scheduling will need to be addressed weekly at a minimum and daily when necessary.
The affected businesses, public entities, property owners and community need to be kept up to
date on the scheduling and progress. Willow Basin Engineering understands that they will be
expected to provide the City of Willits with these updates on a regular basis (weekly at a
minimum) and whenever called upon.
Also, for every day of construction, it is important to ensure that all traffic control measures
included in the approved Traffic Control Plan are in place before construction begins.
Photographs will be taken of traffic control measures and locations noted in the Inspector's
Daily Report (Exhibit 16-C2). Photographs will be taken throughout construction and the
photographs will be stored electronically in folders broken down by date. If possible, the
photograph folders will provide some description of the work completed on that day. The
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
photographs along with any additional videos will be provided to the City of Willits on a flash
drive or other media if requested.
Post Construction
D
Based on the RFP it is understood that Willow Basin Engineering would be responsible for
completing all project management forms from the Clatrans LAPM as required by Caltrans. It is
assumed that all forms required by the LAPM and QAP that are related specifically to materials
testing and the results of that testing will be completed by the firm that is responsible for that
testing. As a part of the project closeout a punch-list will be prepared by July 26, 2013 so that
the construction can be completed by August 2, 2013.
PROJECT SCHEDULE
PO
SE
Upon completion of the construction it is understood that a complete set of the construction
contract, project management and inspection documentation must be submitted in a timely
manner. Also, the recommendation to the City of Willits will be prepared and provided as to
the release of the final payment and retention. The Notice of Completion, project balancing
and all other necessary documentation will be coordinated with City Staff to ensure the project
closeout is as expeditious as possible.
The construction schedule provided at the Pre-Bid Conference is as follows:
Bid Opening: 5/20/13 at 1:00 PM
City Council Authorization to Award: 5/24/13
Notice of Award: 5/24/13
Pre-Construction Conference: 6/11/13
Notice to Proceed: 6/11/13
Construction Start: 6/12/13
Punch List Development: 7/26/13
Construction Completion: 8/2/13
Project Balancing/Staff Submission of Project Completion Paperwork: 8/5/13
Council Acceptance of Project: 8/14/13
Notice of Completion Recorded with County: 8/15/13
Retention Invoice Due: After 8/15/13 but before 9/10/13
Final Payment to Prime Contractor: 9/16/13
PR
O
•
•
•
•
•
•
•
•
•
•
•
•
•
The dates that of specific importance under this proposal are:
•
Pre-Construction Conference 6/11/13
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
•
•
•
•
Construction Start: 6/12/13
Punch List Development 7/26/13
Construction Completion: 8/2/13
Project Balancing/Staff Submission of Project Completion Paper Work: 8/5/13
Other important dates:
Submission of Monthly Project Management Reports: 7/8/13 & 8/5/13
Submission of a complete set of construction contract documentation: 8/16/13
D
•
•
COST
PO
SE
It is proposed that the Scope of Work be completed on a time and materials basis with the
following costs:
Construction Inspection @ $70/hour - Estimated Cost $21,500
Construction and Project Management @ $110/hour - Estimated Cost $8,800
Total Estimated Cost $30,300
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The above rates are specific to this project and additional work on this project can be completed
at these rates.
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
Rodney L. Wilburn, Jr., P.E.
Civil Engineer/Owner
Willow Basin Engineering
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
Willits High School 1990
Bachelor of Science degree in Environmental Resources Engineering, Humboldt
State University, Arcata, CA.
REGISTRATION:
Registered Civil Engineer, State of California, #69388 exp. 6/30/2014
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EDUCATION:
WORK EXPERIENCE:
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Willow Basin Engineering
November 2007 to Present
Principal Civil Engineer/Owner
• Humboldt Street & Vicinity Rehabilitation Project - City of Willits. Contracted to perform
hydrology and hydraulic analysis of proposed storm drain system. Also reviewed improvement
plans and technical specification.
• Encroachment Permit Plan Review - City of Willits. Review of plan submittals, drainage
studies and inspection of improvements within the City of Willits right-of-way.
• Sherwood Road Rehabilitation Project - City of Willits. Contracted to complete engineering
design, plans, technical specifications and provide construction management and daily inspection
services.
• West Commercial Street Rehabilitation Project – City of Willits. Contracted as design
engineer and assisted with technical specifications and engineer’s estimate. Also provided
bidding support services.
• Van Lane & Vicinity Storm Drain Project – City of Willits. Contracted as design engineer and
assisted with technical specifications and engineer’s estimate. Performed hydrology and
hydraulic calculations for the proposed storm drain system.
• Central Street Rehabilitation Project – City of Willits. Contracted as design engineer and
assisting with technical specifications and engineer’s estimate. Performing hydrology and
hydraulic calculations for the proposed storm drain system.
Round Valley Indian Housing Authority, Covelo, CA
April 2008 to Present
Project Management
• Managing the Construction of 10 single-family residential: Budget $2.2 Million
• Managed the construction of 8 single-family residential units. Budget $2.75 Million – Cost to
Complete $2.25 Million
• Managed a variety of housing renovation projects with budgets from $10,000 emergency
rehabilitation on the reservation to $120,000 modular replacement in Nice, CA.
• Responsible for supervising as many as 17 construction workers
• Responsible for coordinating plumbers, electricians, roofers, insulation contractor, HVAC
contractor, drywall contractor, wood stove installers and general contractor contracted to
complete finish work and painting.
• Responsible for communication with architect, geotechnical engineers and surveyors.
• Responsible for authorizing and assisting with procurements of professional services, contractors,
materials, tools and equipment.
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EXHIBIT A
WBE
101 Nancy Lane
Willits, CA 95490
(707) 304-2996
•
Responsible for review of construction bids and professional proposals and providing
recommendations for contract awards.
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Quad Knopf, Inc., Roseville, CA
June 2005 to October 2007
Civil Engineer
• Supervised as many as four employees and was responsible for timesheet reviews, processing
time off requests, reviewing and approving expense reports and conducting performance reviews.
• Managed multiple projects in land development that included drainage studies, sewer studies,
improvement plans and quantity/cost estimates.
• Performed grading drainage, sewer and other design functions for commercial projects in Reno,
Carson City and Minden, Nevada.
• Interfaced with clients and public agencies during engineering design and processing of
improvement plans.
• Prepared both formal and letter proposals for public and private projects.
• Assisted the Planning Department with preparation of Environmental Impact Reports, specific
plans and interpretation of engineering documents provided by other consulting firms.
• Reviewed drainage studies for residential developments for the City of Hughson, CA.
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SHN Consulting Engineers & Geologists, Inc., Willits, CA
February 2002 to June 2005
Assistant Engineer
• Prepared improvement plans, bid documents, technical specifications, quantity/cost estimates for
construction, drainage calculations and reports, and performed drafting work for multiple public
works projects for the City of Willits.
• Assisted with design and drafting for the Davis Creek Water Main Relocation Project, which was
the relocation of a large section of the 16-inch water main connecting the City of Willits to the
reservoir system.
• Performed daily inspection and construction administration for road rehabilitation projects and
parking lot construction projects on behalf of the City of Willits. These projects included
drainage improvements, pavement rehabilitation, new parking lot construction, new sidewalk
construction, landscaping and irrigation and relocation of affected utilities.
• Field survey work including boundary, topographic and construction survey.
Round Valley Indian Housing Authority, Covelo, CA
February 2000 to February 2002
Planner/Developer
• Performed environmental reviews to ensure the Round Valley Indian Housing Authority met
either the U.S. Department of Housing and Urban Development or the Bureau of Indian Affairs
environmental review requirements for construction projects and non-construction expenditures.
• Responsible for writing Rental Assistance Program and Procurement Policies.
• Assisted with preparation of Native American Housing and Self Determination annual grant
application.
• Managed 26-unit rehabilitation project for rental units.
COMPUTER SKILLS:
Autodesk Infrastructure Design Suite 2013; Autodesk Storm and
Sanitary Analysis 2013; Civil 3D 2010; AutoCAD 2007; Land
Development Desktop, StormCAD, Microsoft Excel, Microsoft Word,
Microsoft Project, FlowMaster and Terramodel.
Page | 8
Item No. 9d(2)
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Tom Mannatt, City Engineer
Agenda Title: DISCUSSION AND POSSIBLE ACTION TO AWARD A CONTRACT TO HIS DESIGN TO
PROVIDE INSPECTION SERVICES FOR THE WATER TREATMENT PLANT PROJECT FOR THE NOT TO
EXCEED AMOUNT OF $60,000 AND AUTHORIZE CITY MANAGER TO EXECUTE SAME
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: 15 min.
Summary of Request: The City needs an Inspector for the Water Treatment Plant Project. Inspection duties
are currently being split between Water Works Engineers and City staff. In order to continue work on several
upcoming projects, staff recommends the City retain the services of His Design for inspection of the Water
Treatment Plant Project. If Council approves this contract, His Design will fulfill the City’s portion of inspecting,
with some oversight by City staff. This will allow engineering staff to continue with surveying and design of
various upcoming projects.
Staff is, therefore, recommending that the City Council approve the contract with His Design to provide
inspection services for the Water Treatment Plant Project. His Design’s Scope of Services and Cost Estimate
are attached for your review.
Recommended Action: Award a contract to His Design to provide inspection services for the Water
Treatment Plant Project, in an amount not to exceed $60,000, and authorize City Manager to execute same.
Alternative(s): None recommended.
Fiscal Impact: This project is proposed to be paid for out of FY13-14 Fund 409-4090-2061-012 (Water
Treatment Plant Improvement Project Fund).
Personnel Impact: Staff time will be needed to manage the contract and to provide general support.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT is made and entered into in duplicate, effective this 13th day of June 2013, by
and between the CITY OF WILLITS, California, hereinafter referred to as the CITY, and HIS Design
whose address is 325 Pomo Court, Willits, CA 95490 hereinafter referred to as the CONTRACTOR, as
follows:
RECITALS
A. Contractor is specially trained, experienced and competent to perform the special services which will
be required by this Contract; and
B. Contractor possesses the skill, experience, ability, background, certification, and knowledge to provide
the services described in this Contract on the terms and conditions described herein.
CONTRACT
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C. City desires to retain Contractor to render professional services as set forth in this contract.
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1. SERVICES TO BE PERFORMED BY CONTRACTOR. Contractor shall perform the services
described in “Exhibit A,” which is attached hereto and incorporated herein by reference. Contractor
shall provide said services at the time, place, and in the manner specified in “Exhibit A,” subject to the
direction of the City through its staff that it may provide from time to time.
2. TERM. The services of Contractor are to commence upon execution of this Contract and shall
continue until all authorized work is approved by the City. All such work shall be completed no later
than June 30, 2014.
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3. COMPENSATION. Compensation to be paid to Contractor shall be in accordance with “Exhibit A,”
which is attached hereto and incorporated herein by reference. In no event shall Contractor’s
compensation exceed $60,000 without additional written authorization from the City. Payment by City
under this Contract shall not be deemed a waiver of defects, even if such defects were known to the
City at the time of payment.
4. METHOD OF PAYMENT. Contractor shall submit monthly billings to City describing the work
performed during the preceding month. Contractor’s bills shall include a brief description of the
services performed, the date the services were performed, the number of hours spent and by whom,
and a description of any reimbursable expenditures. City shall pay Contractor no later than 30 days
after approval of the monthly invoice by City staff.
5. EXTRA WORK. At any time during the term of this Contract, City may request that Contractor perform
Extra Work. As used herein, "Extra Work" means any work, which is determined by City to be
necessary for the proper completion of the Project, but which the parties did not reasonably anticipate
would be necessary at the execution of this Contract. Contractor shall not perform, nor be
compensated for, Extra Work without written authorization from the City.
6. TERMINATION. This Contract may be terminated by the City immediately for cause or by either party
without cause upon fifteen days written notice of termination. Upon termination, Contractor shall be
entitled to compensation for services performed up to the effective date of termination.
Revised: 12/2011
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WTP Project –Inspection Services
7. OWNERSHIP OF DOCUMENTS. All plans, studies, documents and other writings prepared by and for
Contractor, its officers, employees and agents and subcontractors in the course of implementing this
Contract, except working notes and internal documents, shall become the property of the City upon
payment to Contractor for such work, and the City shall have the sole right to use such materials in its
discretion without further compensation to Contractor or to any other party. Contractor shall, at
Contractor’s expense, provide such reports, plans, studies, documents, and other writings to City upon
written request. In the event of termination, all finished or unfinished documents, data, studies, and
reports prepared by Contractor under this Contract shall become the City’s property; and Contractor
shall deliver such documents to the City Clerk within two (2) business days from the date that this
Contract is terminated.
8. CONTRACTOR’S BOOKS AND RECORDS.
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a. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled
checks, and other records or documents evidencing or relating to charges for services, or
expenditures and disbursements charged to City for a minimum period of three (3) years, or for any
longer period required by law, from the date of final payment to Contractor to this Contract.
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b. Contractor shall maintain all documents and records which demonstrate performance under this
Contract for a minimum period of three (3) years, or for any longer period required by law, from the
date of termination or completion of this Contract.
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c. Any records or documents required to be maintained pursuant to this Contract shall be made
available for inspection or audit, at any time during regular business hours, upon written request by
the City Manager, City Attorney, City Auditor or a designated representative of these officers.
Copies of such documents shall be provided to the City for inspection at City Hall when it is
practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be
available at Contractor’s address indicated for receipt of notices in this Contract.
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d. Where City has reason to believe that such records or documents may be lost or discarded due to
dissolution, disbandment or termination of Contractor’s business, City may, by written request by
any of the above named officers, require that custody of the records be given to the City and that
the records and documents be maintained in City Hall. Access to such records and documents
shall be granted to any party authorized by Contractor, Contractor’s representatives, or
Contractor’s successor-in-interest.
9. INDEPENDENT CONTRACTOR. Both parties hereto in the performance of this Contract will be acting
in an independent capacity and not as agents, employees, partners, or joint ventures of one another.
Contractor is not an employee of City and is not entitled to any of the rights, benefits, or privileges of
City employees including, but not limited to, medical, or Worker’s Compensation insurance. The
parties intend to and have entered into a bonafide independent contract and nothing herein is a
subterfuge to avoid making the Contractor an employee of the City. Contractor shall have control of
the means, methods and details of performing the work and shall only be subject to the general
direction and supervision of the City to insure that results contracted for are achieved per plans and
specifications provided to the Contractor. Contractor expressly warrants and agrees that it will exercise
its own independent judgment in evaluating the accuracy and reliability of all data, technical reports and
studies prepared by the applicant for the Project, its officers, agents, employees and subcontractors or
prepared by any other person or entity not a party to this contract.
Revised: 12/2011
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WTP Project –Inspection Services
10. INTEREST OF CONTRACTOR. Contractor (including principals, associates and professional
employees) covenants and represents that it does not now have any investment or interest in real
property and shall not acquire any interest, direct or indirect, in the area covered by this Contract or any
other source of income, interest in real property or investment which would be affected in any manner
or degree by the performance of Contractor’s services hereunder. Contractor further covenants and
represents that in the performance of its duties hereunder no person having any such interest shall
perform any services under this Contract.
Contractor is not a designated employee within the meaning of the Political Reform Act because
Contractor:
a. will conduct research and arrive at conclusions with respect to his/her rendition of information,
advice, recommendation or counsel independent of the control and direction of the City or of any
City official, other than normal contract monitoring; and
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b. possesses no authority with respect to any City decision beyond rendition of information, advice,
recommendation or counsel. (FPPC Reg. 18700(a)(2).)
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11. PROFESSIONAL ABILITY OF CONTRACTOR. City has relied upon the professional training and
ability of Contractor to perform the services hereunder as a material inducement to enter into the
Contract. Contractor shall therefore provide properly skilled professional and technical personnel to
perform all services under this Contract. All work performed by Contractor under this Contract shall be
in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be
expected of competent professionals in Contractor’s field of expertise.
12. COMPLIANCE WITH LAWS. Contractor shall use the standard of care in its profession to comply with
all applicable federal, state, and local laws, codes, ordinances and regulations.
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13. LICENSES. Contractor represents and warrants to City that it has all licenses, permits, qualifications,
insurance, and approvals of whatsoever nature which are legally required of Contractor to practice its
profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and
expense, keep in effect or obtain at all times during the term of this Contract, any licenses, permits,
insurance and approvals which are legally required of Contractor to practice its profession. Contractor
shall, if required, maintain a City of Willits business license.
14. HOLD HARMLESS. Contractor shall assume the defense of, and indemnify and save harmless, the
City and each and every employee and agent thereof from all suits, actions, damages, claims or loss of
every name and description to which the City may be subjected or put because of or arising out of
Contractor’s negligent performance under this Contract. In providing the indemnification of
City provided in this Contract, Contractor agrees to provide for all costs of any necessary legal defense.
15. INSURANCE REQUIREMENTS.
a. Contractor, at Contractor’s own cost and expense, shall procure and maintain, for the duration of
the contract, the following insurance policies.
i.
Revised: 12/2011
Workers’ Compensation Coverage. Contractor shall maintain Workers’ Compensation
Insurance and Employer’s Liability Insurance for his/her employees in accordance with the
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laws of the State of California. The Employer’s Liability Insurance shall be maintained in an
amount not less than two million dollars ($2,000,000) per accident for bodily injury or disease.
In addition, Contractor shall require each subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the
State of California for all of the sub-contractor’s employees. Any notice of cancellation or nonrenewal of all Workers’ Compensation policies must be received by the City at least thirty (30)
days prior to such change. The insurer shall agree to waive all rights of subrogation against
City, its officers, agents, employees, and volunteers for losses arising from work performed by
Contractor for City.
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ii. General Liability Coverage. Contractor shall maintain commercial general liability insurance
in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury,
personal injury, and property damage. If a commercial general liability insurance form or other
form with a general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Contract or the general aggregate limit shall
be at least twice the required occurrence limit.
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iii. Automobile Liability Coverage. Contractor shall maintain automobile liability insurance
covering bodily injury and property damage for all activities of the Contractor arising out of or in
connection with the work to be performed under this Contract, including coverage for owned,
hired and non-owned vehicles, in an amount of not less than two million dollars ($2,000,000)
combined single limit for each occurrence.
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iv. Professional Liability Coverage. Contractor shall maintain professional errors and omissions
liability for protection against claims alleging negligent acts, errors, or omissions which may
arise from Contractor’s operations under this Contract, whether such operations be by the
Contractor or by its employees, subcontractors, or subconsultants. The amount of this
insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual
aggregate basis, or a combined single-limit per occurrence basis.
i.
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b. Endorsements. Each general liability, automobile liability, and Workers’ Compensation insurance
policy shall be with insurers possessing a Best’s rating of no less than A: VII and shall be endorsed
with the following specific language:
The City, its elected or appointed officers, officials, employees, agents, and volunteers are to
be covered as additional insureds with respect to liability arising out of work performed by or on
behalf of the Contractor, including materials, parts or equipment furnished in connection with
your “ongoing operations” and “your work.”
ii. This policy shall be considered primary insurance as respects the City, its elected or appointed
officers, officials, employees, agents and volunteers. Any insurance maintained by the City,
including any self-insured retention the City may have shall be considered excess insurance
only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as though a separate policy
had been written for each, except with respect to the limits of liability of the insuring company.
Revised: 12/2011
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Professional Contract:
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iv. The insurer waives all rights of subrogation against the City, its elected or appointed officers,
officials, employees, or agents.
v. Any failure to comply with reporting provisions of the policies shall not affect coverage provided
to the City, its elected or appointed officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in
coverage or in limits except after thirty (30) days written notice has been received by the City.
c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the City’s option, Contractor shall demonstrate financial
capability for payment of such deductibles or self-insured retentions.
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d. Certificates of Insurance. Contractor shall provide certificates of insurance with original
endorsements to City as evidence of the insurance coverage required herein. The endorsement
shall be on forms provided by the City or on other forms which conform to all City requirements.
Certificates of such insurance shall be filed with the City on or before commencement of
performance of this Contract. Current certification of insurance shall be kept on file with the City at
all times during the term of this Contract.
16. NOTICES. Any notice required to be given under this Contract shall be in writing and either served
personally or sent prepaid, first class mail. Any such notice shall be addressed to the other party at the
address set forth below. Notice shall be deemed communicated within 48 hours from the time of
mailing if mailed as provided in this section.
City of Willits
111 East Commercial St.
Willits, CA 95490-3188
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If to City:
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If to Contractor:
Tom & Rachael Campbell
HIS Design
325 Pomo Court
Willits, CA 95490
17. ENTIRE CONTRACT. This Contract constitutes the complete and exclusive statement of Contract
between the City and Contractor. All prior written and oral communications, including correspondence,
drafts, memoranda, and representations, are superseded in total by this Contract.
18. AMENDMENTS. This Contract may be modified or amended only by a written document executed by
both Contractor and City and approved as to form by the City Attorney.
19. ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to
City for entering into this Contract is the professional reputation, experience, and competence of
Contractor. Assignments of any or all rights, duties or obligations of the Contractor under this Contract
will be permitted only with the express consent of the City. Contractor shall not subcontract any portion
of the work to be performed under this Contract without the written authorization of the City. If City
consents to such subcontract, Contractor shall be fully responsible to City for all acts or omissions of
the subcontractor. Nothing in this Contract shall create any contractual relationship between City and
Revised: 12/2011
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Professional Contract:
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subcontractor, nor shall it create any obligation on the part of the City to pay or to see to the payment of
any monies due to any such subcontractor other than as otherwise required by law.
20. WAIVER. Waiver of a breach or default under this Contract shall not constitute a continuing waiver of
a subsequent breach of the same or any other provision under this Contract.
21. SEVERABILITY. If any term or portion of this Contract is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of this Contract shall
continue in full force and effect.
22. CONTROLLING LAW VENUE. This Contract and all matters relating to it shall be governed by the
laws of the State of California and any action brought relating to this Contract shall be held exclusively
in a state court in the County of Mendocino.
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23. LITIGATION EXPENSES AND ATTORNEYS FEES. If either party to this Contract commences any
legal action against the other party arising out of this Contract, the prevailing party shall be entitled to
recover its reasonable litigation expenses, including court costs, expert witness fees, discovery
expenses, and attorneys’ fees.
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24. MEDIATION. The parties agree to make a good faith attempt to resolve any disputes arising out of this
Contract through mediation prior to commencing litigation. The parties shall mutually agree upon the
mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a
mediator, the dispute shall be submitted to JAMS/ENDISPUTE ("JAMS") or its successor in interest.
JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the
option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall
hear the dispute. If the dispute remains unresolved after mediation, either party may commence
litigation.
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25. EXECUTION. This Contract may be executed in several counterparts, each of which shall constitute
one and the same instrument and shall become binding upon the parties when at least one copy hereof
shall have been signed by both parties hereto. In approving this Contract, it shall not be necessary to
produce or account for more than one such counterpart.
26. AUTHORITY TO ENTER CONTRACT. Contractor has all requisite power and authority to conduct its
business and to execute, deliver, and perform the Contract. Each party warrants that the individuals
who have signed this Contract have the legal power, right, and authority to make this Contract and to
bind each respective party.
27. PROHIBITED INTERESTS. Contractor maintains and warrants that it has not employed nor retained
any company or person, other than a bona fide employee working solely for Contractor, to solicit or
secure this Contract. Further, Contractor warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Contractor, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from
the award or making of this Contract. For breach or violation of this warranty, City shall have the right
to rescind this Contract without liability. For the term of this Contract, no member, officer, or employee
of City, during the term of his or her service with City, shall have any direct interest in this Contract, or
obtain any present or anticipated material benefit arising therefrom.
Revised: 12/2011
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28. EQUAL OPPORTUNITY EMPLOYMENT. Contractor represents that it is an equal opportunity
employer and it shall not discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age. Such nondiscrimination shall include, but not be limited to, all activities related to initial employment, upgrading
demotion, transfer, recruitment or recruitment advertising, layoff or termination.
IN WITNESS WHEREOF, the parties have caused this Contract to be executed on the date first written
above.
CITY OF WILLITS:
CONTRACTOR:
By (Signature):
Adrienne Moore
City Manager
Title:
H. James Lance
City Attorney
ATTEST:
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APPROVED AS TO FORM:
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License #
Cathy Sanders
Deputy City Clerk
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Exhibits: Exhibit A - Scope of Work / Schedule of Charges
Exhibit B - Insurance Certificates
Exhibit C - Insurance Endorsements
Exhibit D - IRS W-9 Reporting Form (on file)
Revised: 12/2011
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EXHIBIT A




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THOMAS M. MANNATT, CITY ENGINEER
CITY OF WILLITS
111 E. COMMERCIAL ST.
WILLITS, CA 95490
Dear Mr. Mannatt,
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It is with great pleasure that we submit our contract proposal for the consultant services
for the City of Willits Water Treatment Plant improvement project. We have enjoyed
working with the City Public Works Department over the last five years doing mapping,
surveying, structural design, O&M manuals and updating the City of Willits Standard
Specifications manual. We have a good working relationship with many of the city staff,
utility system managers and the operators that will make this job function smoothly.
HIS Design planning & drafting has been serving this community for more than 20
years. Our staff has a wide range of experience in construction design and inspection,
as you will see in our attached resumes, that will allow us to proficiently and effectively
inspect, document and assist in managing this project.
Sincerely,
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We thank you for your consideration of our enclosed proposal and look forward to
working with you again in the future.
Tom & Rachael Campbell
Co-owners
HIS Design Planning & Drafting
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[email protected]

EXHIBIT A




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Public works
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HIS Design Planning and Drafting has been in operation since 1998 with over 30 years
combined experience in construction design and development. It is a minority owned business
that has a partnership of husband and wife planning and design team, Tom and Rachael
Campbell. It also works closely with other local civil and structural engineers as well as
surveyors and architects. The Design business has a wide variety of abilities and expertise from
field data collection to AutoCAD design and project management. We have been assisting
entities including: tribes; housing authorities; city public works departments; building
committees; as well as individual property owners to reach their design goals for many years. We
are passionate about helping clients see their vision and bring it into reality.
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Updating and publishing of the latest City of Willits Standard Specifications manual
Water systems:
design and planning; AutoCAD design and plan set completion; installation inspection
and project management; O&M manual preparation; as built mapping; GIS
Waste water systems:
design and planning; AutoCAD design and plan set completion; development of
specifications; onsite project management; construction inspection; site evaluations;
system and as built mapping; GIS
Earthwork and Construction development:
Design of grading plans; road ways; parking areas. Project involvement includes:
Topographic and boundary surveying; AutoCAD design of plan and profile layout;
cut and fill calculations; construction staking; inspection; concrete testing; compaction
testing; as built survey and plan completion
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[email protected]
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EXHIBIT A
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
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Our consultant will provide construction inspection and management services on an as needed
basis throughout the duration of the Water treatment plant improvement project. These services
will be at the direction of the City Engineer and include but are not limited to: all meetings;
coordination with city’s engineering dept. record keeping and reporting,. During the construction
phase of the project the inspector will be available for field inspection and checking of
compliance with the project specifications. They will keep a current an accurate daily record of
scheduling, progress, accomplishments, problems and any other pertinent information. This will
then be developed into a report and submitted on the 10th of every month both in electronic
(Word and/or Excel) and hard copy. They will be aware of the requirements outlined in City of
Willits Quality Assurance Procedures Manual and make sure those requirements are met. During
this time we will work closely with the City Engineer to coordinate all aspects of the project and
maintain good communication on any change orders and or problems that may arise. We will
also work closely with the contractors, making sure to communicate any deficiencies in work or
divergences from the plans and specifications and to resolve any safety issues. We will conduct
and or evaluate testing to verify compliance with construction documents and specifications.
The reviewing of expenses and contractors billing statements will be done before submittal to the
City for payment. Most importantly we will strive to keep a safe and problem free work
environment by being proactive in good communication and understanding between all parties
involved. At the completion of the construction phase, we will perform a closeout of the project
including the final site inspection and recording to determine compliance with the contracts.
Preparation and inspection of punch list . Preparation and submittal of completed construction
documentation and record drawings mad during construction. We will also assist in the filing of
a Notice of Completion after obtaining the Warranty and Lien Release Information from the
contractor.
[email protected]
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EXHIBIT A
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

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We will:
Scope of Services
The Consultant will work at the direction of the City Engineer and be responsible for providing inspection
and construction management services during construction, and post-construction of the project including
attendance at the, construction management meetings and inspection during construction, coordination
with the City’s Engineering Department, management of paper work and record keeping, and complying
with project close out requirements. The Consultant will be actively involved in all construction related and
project management tasks as directed by the City Engineer.
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The Consultant will also be responsible for understanding all construction management, materials testing,
and requirements as defined in the City of Willits Quality Assurance Procedures Manual, any applicable
permits, and all state and federal requirements.
The Consultant will provide a range of services including but not limited to: construction management
inspection, claims mitigation, document control, labor compliance, progress pay estimates & status of
funds, and project closeout during the period of construction of the City’s Water Treatment Plant
Improvements Project.
Tasks
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Scope of Services:
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Task 1: Construction Services
The Consultant shall be responsible for providing construction inspection services during construction
throughout the duration of the project.
Project Management, including:
 Schedule Evaluation (actual vs. planned)
 Record Management. Consultant shall use the method set forth by the City Engineer.
 Consultant shall be responsible for retaining a hard copy file as well as an electronic file of all
paperwork received. Consultant should be familiar with scanning software and hardware.
 Site Coordination between Contractor, City of Willits Staff, and Utility Companies
 Construction Task Order (CTO) management, including cost tracking and estimated vs. actual
expenditures
 Communication with Contractor, City staff, and others
 Assist in the preparation and submittal of monthly Construction progress report, and payment
request.
 The monthly progress report shall be due on the tenth (10th) of the month and shall contain at
a minimum the following in either electronic format on disk or via email as required by the City
of Willits:
[email protected]
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EXHIBIT A
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

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Overview of work accomplished during the previous month.
Overview of work to be accomplished the following month.
Updated schedule. This shall be based on Contractor's schedule.
Contractor work progress and completion percentage in a summary form and graphs.
Problem areas, if any, with proposed corrective actions.
Outstanding issues with deadline-to-resolve-by date.
Comparison of monthly invoiced amount and cumulative billings with total authorized
construction management budget. City Staff shall maintain the progress payment tracking
sheet and the Consultant shall work with staff to ensure accuracy of items paid.
8. Review of Contractor’s monthly billings and submittal to City.
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5.
6.
7.
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Construction Contract Administration, including:
 Review of contract documents at 100% completion for familiarity with project plans and
specifications.
 Coordination and Participation in site meetings with the Contractor and City Staff/Consultants,
and preparation and distribution of meeting agenda and minutes.
 Reviewing working days, contract time, and documenting time extensions.
 Assist the City Engineer with the Resident Engineer’s daily report.
 Maintaining a daily inspector's report that records the hours worked by men and equipment.
Detail must be sufficient to permit the review of the contractor's costs of the work in a manner
similar to force account. Equipment must be identified sufficiently to enable determination of
the applicable rental rates and operator's minimum wage. The narrative portion of the report
shall include a description of the Contractor's operation and location of work and any other
pertinent information.
 Enforcing Labor Compliance by preparing Spot Checks as required by the appropriate funding
agency if required.
 Maintaining well organized photographs and video records.
 Monitoring construction schedules throughout the course of construction
 Tracking sub-contractors work. Ensuring contractor submits written request prior to substituting
a sub-contractor.
 Review of Contractor's submittals for compliance with Contract Documents.
 Review of Contractor's request for information and either provide information from Contract
Documents upon City approval back to the Contractor or route request to City for resolution by
Design Engineer.
 Completion of Quantity Calculation Sheets. The amount payable each month to the
construction contractor needs to be supported by the Quantity Calculation sheets.
 Review of Contractor's pay requests and recommendations to City as to acceptability of
request.
 Communication with Contractor regarding acceptability of Work.
[email protected]
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EXHIBIT A
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

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Project Change Control, including:
 Review and evaluation of contract change order requests and submittals.
 Contract change order coordination between Contractor, City, and WWE.
 Investigation and inspection of site conditions that differ from those described in the Contract
Documents.
 Review of submittals in support, and recommendations for resolution of claims and disputes.
Field Inspection, including:
 Performing field inspection and other quality control activities including necessary materials
testing.
 Review and inspection of Contractor's work for compliance with Contract Documents on a daily
basis.
 Monitoring of corrective actions taken by the Contractor needed to fix work that is not in
compliance with Contract Documents.
 Field inspection diaries to be submitted weekly.
 Digital photos of work in progress.
 Quality Assurance Program (QAP) compliance
 Review of Contractor's compliance with all regulatory permits and mitigation measures.
 Review of Contractor's compliance with workplace safety and health standards and notification
of City of non-compliance.
 Ensuring contractor properly provides for the safety of the workmen.
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Task 2: Post-Construction Services
The Consultant shall be responsible for providing services during construction close-out. The Consultant
shall assist in the preparation of project management forms as identified by the City Engineer.
Scope of Services:
Services during construction close-out shall include, but not be limited to:
Substantial and Final Completion Services, including:
 Site inspection to determine if facilities are complete and in compliance with Contract
Documents.
 Preparation of punch-list and inspection of punch-list corrective actions.
 Recommendation to City as to release of payments and retention to Contractor.
Record Compilation and Submittal, including;
 Preparation and submittal of a complete set of organized construction contract documentation.
 Submittal of any record drawings made by Contractor or Consultant during construction.
Obtaining Warranty and Lien Release Information from Contractor and filing a Notice of
Completion.
[email protected]
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EXHIBIT A
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

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Establishing a record file which supports: 1) adequacy of field control, 2) conformance to contract
specifications, 3) payments to contractor. The file must be complete, organized and maintained in a manner
that permits inspection by the local or State agency.
Products and Deliverables
All final documents shall be delivered to the City in electronic format and shall become the sole property of the
City.
Computer aided drawings shall be delivered in AutoCAD-DWG format.
Electronic text documents shall be in a Microsoft Word format.
Electronic spreadsheets shall be in Microsoft Excel format.
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[email protected]
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EXHIBIT A
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

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Scope of Work
Task 1: Construction Services
Project Management- Scheduling, record management, site coordination, progress
reports
Construction Contract Administration- site meetings, maintaining organized records and
photos, Report preparation and submittals, communication liaison, review of contractors
submittals, coordinating between engineering and contractors
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Project Change Control- Contract change order review and coordination between
Contractor, City, and Caltrans.
Field Inspection- Performing field inspection and other quality control activities including
necessary materials testing, construction monitoring, compliance with city QAP and
Enforcing health and safety standards, Keeping accurate and organized daily records,
communications between City and Contractors
Task 2: Post-Construction Services
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Including project close-out, assisting City Engineer in completing and submitting all
applicable forms for federal, state and local entities.
Our Planning and Design Firm has a substantial amount of experience and a great track record
client satisfaction. We aim to work effectively and efficiently on all our projects. We are
submitting this proposal for inspection services for the Humboldt Street and vicinity
rehabilitation project and feel that we would be able to provide excellent service to the City of
Willits Public Works Department. We appreciate your consideration of our firm for this project
and would be happy to answer any questions you may have.
Sincerely,
Thomas and Rachael Campbell
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[email protected]
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EXHIBIT A
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

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FEE SCHEDULE
Fee
Inspection
*$57.50/ hr
Clerical
$40.00/hr.
*prevailing wage
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Duties
Cost Estimate
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Project: Construction inspection and Management Services for the City of Willits Water
Treatment Plant
Improvements Project
Anticipated Duration of Project : 1 full year @ 3/5 time
Approximately 145 work days or 1176 hrs
716.5 hrs
470 hrs
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Inspection 60% of time @ $57.50/hr
Clerical 40% of time @ $40.00/hr
Consulting total estimate cost
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[email protected]
$41,200
$18,800
$60,000
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Item No. 9d(3)
Meeting Date: June 12, 2013
AGENDA SUMMARY REPORT
To:
Honorable Mayor and Council Members
From:
Tom Mannatt, City Engineer
Agenda Title: DISCUSSION AND POSSIBLE ACTION TO APPROVE CONTRACT WITH VERTICAL
MAPPING, INC., FOR CITY-WIDE AERIAL MAPPING, IN AN AMOUNT NOT TO EXCEED $61,145, AND
AUTHORIZE CITY MANAGER TO SAME
Type:
Presentation
Consent
Regular Agenda
Public Hearing
Urgent Time: 10 min.
Summary of Request: Staff put out an RFP for engineering services on the Main Street Water Line
Project. The City received a proposal from Vertical Mapping Resources, Inc. (VMR) for the aerial portion of
the work outlined in the RFP. The cost proposed by VMR was significantly less than anticipated. Since the
City has had a need for aerial mapping of the entire city for several years, staff solicited a proposal from
VMR for this additional mapping.
VMR’s cost to provide accurate aerial mapping of the entire city (as shown on the attached map) was
$61,145.
The proposed city-wide aerial can be used for the Main Street Water Line Project, as well wetlands
monitoring, a proposed water reclamation study, sewer collections and water distribution systems mapping,
traffic studies, engineering plan production, and many other planned projects.
Staff estimates an additional $5,155 for setting of aerial targets.
Recommended Action: Approve a contract with Vertical Mapping, Inc., for city-wide aerial mapping, in an
amount not to exceed $61,145, and authorize City Manager to same.
Alternative(s): None recommended.
Fiscal Impact: This project will cost approximately $66,300 and is proposed to be paid for equally out of
Funds 202-2020-2101-038, 501-5011-2101-038, and 503-5031-2101-038 ($22,100 each) or budgeted
according Council direction. This project is currently budgeted in the FY 2013-2014 budget.
Personnel Impact: Staff time managing consultants.
Reviewed by:
City Manager
Council Action:
Records:
Approved
Agreement
City Attorney
Denied
Finance Director
Human Resources
Risk
Other: ________________________________________
Resolution #_________
Ordinance #_________
Other _________
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT is made and entered into in duplicate, effective this 13th day of June 2013, by and
between the CITY OF WILLITS, California, hereinafter referred to as the CITY, and Vertical Mapping
Resources, Inc. whose address is 193 Blue Ravine Road, Suite 150, Folsom, CA 95630 hereinafter
referred to as the CONTRACTOR, as follows:
RECITALS
A. Contractor is specially trained, experienced and competent to perform the special services which will
be required by this Contract; and
B. Contractor possesses the skill, experience, ability, background, certification, and knowledge to provide
the services described in this Contract on the terms and conditions described herein.
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CONTRACT
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C. City desires to retain Contractor to render professional services as set forth in this contract.
1. SERVICES TO BE PERFORMED BY CONTRACTOR. Contractor shall perform the services
described in “Exhibit A,” which is attached hereto and incorporated herein by reference. Contractor
shall provide said services at the time, place, and in the manner specified in “Exhibit A,” subject to the
direction of the City through its staff that it may provide from time to time.
2. TERM. The services of Contractor are to commence upon execution of this Contract and shall
continue until all authorized work is approved by the City. All such work shall be completed no later
than August 31st, 2013.
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3. COMPENSATION. Compensation to be paid to Contractor shall be in accordance with “Exhibit A,”
which is attached hereto and incorporated herein by reference. In no event shall Contractor’s
compensation exceed $61,145 without additional written authorization from the City. Payment by City
under this Contract shall not be deemed a waiver of defects, even if such defects were known to the
City at the time of payment.
4. METHOD OF PAYMENT. Contractor shall submit monthly billings to City describing the work
performed during the preceding month. Contractor’s bills shall include a brief description of the
services performed, the date the services were performed, the number of hours spent and by whom,
and a description of any reimbursable expenditures. City shall pay Contractor no later than 30 days
after approval of the monthly invoice by City staff.
5. EXTRA WORK. At any time during the term of this Contract, City may request that Contractor perform
Extra Work. As used herein, "Extra Work" means any work, which is determined by City to be
necessary for the proper completion of the Project, but which the parties did not reasonably anticipate
would be necessary at the execution of this Contract. Contractor shall not perform, nor be
compensated for, Extra Work without written authorization from the City.
6. TERMINATION. This Contract may be terminated by the City immediately for cause or by either party
without cause upon fifteen days written notice of termination. Upon termination, Contractor shall be
entitled to compensation for services performed up to the effective date of termination.
Revised: 12/2011
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
7. OWNERSHIP OF DOCUMENTS. All plans, studies, documents and other writings prepared by and for
Contractor, its officers, employees and agents and subcontractors in the course of implementing this
Contract, except working notes and internal documents, shall become the property of the City upon
payment to Contractor for such work, and the City shall have the sole right to use such materials in its
discretion without further compensation to Contractor or to any other party. Contractor shall, at
Contractor’s expense, provide such reports, plans, studies, documents, and other writings to City upon
written request. In the event of termination, all finished or unfinished documents, data, studies, and
reports prepared by Contractor under this Contract shall become the City’s property; and Contractor
shall deliver such documents to the City Clerk within two (2) business days from the date that this
Contract is terminated.
8. CONTRACTOR’S BOOKS AND RECORDS.
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a. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled
checks, and other records or documents evidencing or relating to charges for services, or
expenditures and disbursements charged to City for a minimum period of three (3) years, or for any
longer period required by law, from the date of final payment to Contractor to this Contract.
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b. Contractor shall maintain all documents and records which demonstrate performance under this
Contract for a minimum period of three (3) years, or for any longer period required by law, from the
date of termination or completion of this Contract.
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c. Any records or documents required to be maintained pursuant to this Contract shall be made
available for inspection or audit, at any time during regular business hours, upon written request by
the City Manager, City Attorney, City Auditor or a designated representative of these officers.
Copies of such documents shall be provided to the City for inspection at City Hall when it is
practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be
available at Contractor’s address indicated for receipt of notices in this Contract.
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d. Where City has reason to believe that such records or documents may be lost or discarded due to
dissolution, disbandment or termination of Contractor’s business, City may, by written request by
any of the above named officers, require that custody of the records be given to the City and that
the records and documents be maintained in City Hall. Access to such records and documents
shall be granted to any party authorized by Contractor, Contractor’s representatives, or
Contractor’s successor-in-interest.
9. INDEPENDENT CONTRACTOR. Both parties hereto in the performance of this Contract will be acting
in an independent capacity and not as agents, employees, partners, or joint ventures of one another.
Contractor is not an employee of City and is not entitled to any of the rights, benefits, or privileges of
City employees including, but not limited to, medical, or Worker’s Compensation insurance. The
parties intend to and have entered into a bonafide independent contract and nothing herein is a
subterfuge to avoid making the Contractor an employee of the City. Contractor shall have control of
the means, methods and details of performing the work and shall only be subject to the general
direction and supervision of the City to insure that results contracted for are achieved per plans and
specifications provided to the Contractor. Contractor expressly warrants and agrees that it will exercise
its own independent judgment in evaluating the accuracy and reliability of all data, technical reports and
studies prepared by the applicant for the Project, its officers, agents, employees and subcontractors or
prepared by any other person or entity not a party to this contract.
Revised: 12/2011
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
10. INTEREST OF CONTRACTOR. Contractor (including principals, associates and professional
employees) covenants and represents that it does not now have any investment or interest in real
property and shall not acquire any interest, direct or indirect, in the area covered by this Contract or any
other source of income, interest in real property or investment which would be affected in any manner
or degree by the performance of Contractor’s services hereunder. Contractor further covenants and
represents that in the performance of its duties hereunder no person having any such interest shall
perform any services under this Contract.
Contractor is not a designated employee within the meaning of the Political Reform Act because
Contractor:
a. will conduct research and arrive at conclusions with respect to his/her rendition of information,
advice, recommendation or counsel independent of the control and direction of the City or of any
City official, other than normal contract monitoring; and
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b. possesses no authority with respect to any City decision beyond rendition of information, advice,
recommendation or counsel. (FPPC Reg. 18700(a)(2).)
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11. PROFESSIONAL ABILITY OF CONTRACTOR. City has relied upon the professional training and
ability of Contractor to perform the services hereunder as a material inducement to enter into the
Contract. Contractor shall therefore provide properly skilled professional and technical personnel to
perform all services under this Contract. All work performed by Contractor under this Contract shall be
in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be
expected of competent professionals in Contractor’s field of expertise.
12. COMPLIANCE WITH LAWS. Contractor shall use the standard of care in its profession to comply with
all applicable federal, state, and local laws, codes, ordinances and regulations.
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13. LICENSES. Contractor represents and warrants to City that it has all licenses, permits, qualifications,
insurance, and approvals of whatsoever nature which are legally required of Contractor to practice its
profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and
expense, keep in effect or obtain at all times during the term of this Contract, any licenses, permits,
insurance and approvals which are legally required of Contractor to practice its profession. Contractor
shall, if required, maintain a City of Willits business license.
14. HOLD HARMLESS. Contractor shall assume the defense of, and indemnify and save harmless, the
City and each and every employee and agent thereof from all suits, actions, damages, claims or loss of
every name and description to which the City may be subjected or put because of or arising out of
Contractor’s negligent performance under this Contract. In providing the indemnification of City
provided in this Contract, Contractor agrees to provide for all costs of any necessary legal defense.
15. INSURANCE REQUIREMENTS.
a. Contractor, at Contractor’s own cost and expense, shall procure and maintain, for the duration of
the contract, the following insurance policies.
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Revised: 12/2011
Workers’ Compensation Coverage. Contractor shall maintain Workers’ Compensation
Insurance and Employer’s Liability Insurance for his/her employees in accordance with the
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
laws of the State of California. The Employer’s Liability Insurance shall be maintained in an
amount not less than two million dollars ($2,000,000) per accident for bodily injury or disease.
In addition, Contractor shall require each subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the
State of California for all of the sub-contractor’s employees. Any notice of cancellation or nonrenewal of all Workers’ Compensation policies must be received by the City at least thirty (30)
days prior to such change. The insurer shall agree to waive all rights of subrogation against
City, its officers, agents, employees, and volunteers for losses arising from work performed by
Contractor for City.
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ii. General Liability Coverage. Contractor shall maintain commercial general liability insurance
in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury,
personal injury, and property damage. If a commercial general liability insurance form or other
form with a general aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Contract or the general aggregate limit shall
be at least twice the required occurrence limit.
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iii. Automobile Liability Coverage. Contractor shall maintain automobile liability insurance
covering bodily injury and property damage for all activities of the Contractor arising out of or in
connection with the work to be performed under this Contract, including coverage for owned,
hired and non-owned vehicles, in an amount of not less than two million dollars ($2,000,000)
combined single limit for each occurrence.
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iv. Professional Liability Coverage. Contractor shall maintain professional errors and omissions
liability for protection against claims alleging negligent acts, errors, or omissions which may
arise from Contractor’s operations under this Contract, whether such operations be by the
Contractor or by its employees, subcontractors, or subconsultants. The amount of this
insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual
aggregate basis, or a combined single-limit per occurrence basis.
i.
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b. Endorsements. Each general liability, automobile liability, and Workers’ Compensation insurance
policy shall be with insurers possessing a Best’s rating of no less than A: VII and shall be endorsed
with the following specific language:
The City, its elected or appointed officers, officials, employees, agents, and volunteers are to
be covered as additional insureds with respect to liability arising out of work performed by or on
behalf of the Contractor, including materials, parts or equipment furnished in connection with
your “ongoing operations” and “your work.”
ii. This policy shall be considered primary insurance as respects the City, its elected or appointed
officers, officials, employees, agents and volunteers. Any insurance maintained by the City,
including any self-insured retention the City may have shall be considered excess insurance
only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as though a separate policy
had been written for each, except with respect to the limits of liability of the insuring company.
Revised: 12/2011
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
iv. The insurer waives all rights of subrogation against the City, its elected or appointed officers,
officials, employees, or agents.
v. Any failure to comply with reporting provisions of the policies shall not affect coverage provided
to the City, its elected or appointed officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in
coverage or in limits except after thirty (30) days written notice has been received by the City.
c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the City’s option, Contractor shall demonstrate financial
capability for payment of such deductibles or self-insured retentions.
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d. Certificates of Insurance. Contractor shall provide certificates of insurance with original
endorsements to City as evidence of the insurance coverage required herein. The endorsement
shall be on forms provided by the City or on other forms which conform to all City requirements.
Certificates of such insurance shall be filed with the City on or before commencement of
performance of this Contract. Current certification of insurance shall be kept on file with the City at
all times during the term of this Contract.
16. NOTICES. Any notice required to be given under this Contract shall be in writing and either served
personally or sent prepaid, first class mail. Any such notice shall be addressed to the other party at the
address set forth below. Notice shall be deemed communicated within 48 hours from the time of
mailing if mailed as provided in this section.
City of Willits
111 East Commercial St.
Willits, CA 95490-3188
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If to City:
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If to Contractor:
Kirk Okraski
Vertical Mapping Resources, Inc.
193 Blue Ravine Road, Suite 150
Folsom, CA 95630
17. ENTIRE CONTRACT. This Contract constitutes the complete and exclusive statement of Contract
between the City and Contractor. All prior written and oral communications, including correspondence,
drafts, memoranda, and representations, are superseded in total by this Contract.
18. AMENDMENTS. This Contract may be modified or amended only by a written document executed by
both Contractor and City and approved as to form by the City Attorney.
19. ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to
City for entering into this Contract is the professional reputation, experience, and competence of
Contractor. Assignments of any or all rights, duties or obligations of the Contractor under this Contract
will be permitted only with the express consent of the City. Contractor shall not subcontract any portion
of the work to be performed under this Contract without the written authorization of the City. If City
consents to such subcontract, Contractor shall be fully responsible to City for all acts or omissions of
the subcontractor. Nothing in this Contract shall create any contractual relationship between City and
Revised: 12/2011
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
subcontractor, nor shall it create any obligation on the part of the City to pay or to see to the payment of
any monies due to any such subcontractor other than as otherwise required by law.
20. WAIVER. Waiver of a breach or default under this Contract shall not constitute a continuing waiver of
a subsequent breach of the same or any other provision under this Contract.
21. SEVERABILITY. If any term or portion of this Contract is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of this Contract shall
continue in full force and effect.
22. CONTROLLING LAW VENUE. This Contract and all matters relating to it shall be governed by the
laws of the State of California and any action brought relating to this Contract shall be held exclusively
in a state court in the County of Mendocino.
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23. LITIGATION EXPENSES AND ATTORNEYS FEES. If either party to this Contract commences any
legal action against the other party arising out of this Contract, the prevailing party shall be entitled to
recover its reasonable litigation expenses, including court costs, expert witness fees, discovery
expenses, and attorneys’ fees.
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24. MEDIATION. The parties agree to make a good faith attempt to resolve any disputes arising out of this
Contract through mediation prior to commencing litigation. The parties shall mutually agree upon the
mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a
mediator, the dispute shall be submitted to JAMS/ENDISPUTE ("JAMS") or its successor in interest.
JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the
option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall
hear the dispute. If the dispute remains unresolved after mediation, either party may commence
litigation.
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25. EXECUTION. This Contract may be executed in several counterparts, each of which shall constitute
one and the same instrument and shall become binding upon the parties when at least one copy hereof
shall have been signed by both parties hereto. In approving this Contract, it shall not be necessary to
produce or account for more than one such counterpart.
26. AUTHORITY TO ENTER CONTRACT. Contractor has all requisite power and authority to conduct its
business and to execute, deliver, and perform the Contract. Each party warrants that the individuals
who have signed this Contract have the legal power, right, and authority to make this Contract and to
bind each respective party.
27. PROHIBITED INTERESTS. Contractor maintains and warrants that it has not employed nor retained
any company or person, other than a bona fide employee working solely for Contractor, to solicit or
secure this Contract. Further, Contractor warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Contractor, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from
the award or making of this Contract. For breach or violation of this warranty, City shall have the right
to rescind this Contract without liability. For the term of this Contract, no member, officer, or employee
of City, during the term of his or her service with City, shall have any direct interest in this Contract, or
obtain any present or anticipated material benefit arising therefrom.
Revised: 12/2011
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
28. EQUAL OPPORTUNITY EMPLOYMENT. Contractor represents that it is an equal opportunity
employer and it shall not discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age. Such nondiscrimination shall include, but not be limited to, all activities related to initial employment, upgrading
demotion, transfer, recruitment or recruitment advertising, layoff or termination.
IN WITNESS WHEREOF, the parties have caused this Contract to be executed on the date first written
above.
CITY OF WILLITS:
By (Signature):
Adrienne Moore
City Manager
CONTRACTOR:
Title:
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License #
H. James Lance
City Attorney
ATTEST:
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APPROVED AS TO FORM:
Cathy Sanders
Deputy City Clerk
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Exhibits: Exhibit A - Scope of Work / Schedule of Charges
Exhibit B - Insurance Certificates
Exhibit C - Insurance Endorsements
Exhibit D - IRS W-9 Reporting Form
Revised: 12/2011
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Professional Contract: W/ VERTICAL MAPPING RESOURCES, INC.
Aerial Mapping – Citywide
EXHIBIT A
AERIAL PHOTOGRAPHY
DIGITAL MAPPING
ORTHOPHOTOGRAPHY
GIS BASEMAPPING
REMOTE SENSING
CONSULTING SERVICES
June 4, 2013
Mr. Tom Mannatt
CITY OF WILLITS
380 East Commercial Street
Willits, CA 95490
RE: TRANSMITTAL LETTER – CITYWIDE AERIAL MAPPING PROJECT
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Dear Mr. Mannatt:
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Thank you for the opportunity to submit our proposal with regard to your Request for Proposal for Aerial Mapping
Services. Following this transmittal page, you will find our proposal per the specifications set forth in the RFP.
Vertical Mapping Resources (VMR) is a full service provider of digital mapping, aerial imagery and land
information services located in Folsom, CA with additional offices in San Diego and Scottsdale, AZ. Over the
past twelve years we have created a solid company based upon traditional photogrammetric practice, yet
operate by way of cutting edge technology and methodologies. We firmly stand behind the quality of our product,
as well as our client service. VMR’s founders and principals consist of two ASPRS Certified Photogrammetrists,
in addition to a Registered Land Surveyor who will oversee all aspects of your project.
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VMR has completed a considerable amount of large mapping/imagery projects for government entities. We
completed these projects on time, to required specifications and within budget constraints. It is that same
commitment to the all entities that we will bring to the City of Willits. As a company, we strive to exceed
expectations of all clients and bring forth an unmatched level of professionalism in the mapping industry.
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I will be the dedicated project manager and the primary point of contact for this contract. I am an ASPRS
Certified Photogrammetrist and a Certified GIS Professional. As an owner of the company, I bring not only
experience in having successfully completed projects of identical scope, but the personal commitment to
ensuring that my team maintains a strong reputation through the entire course of the project and beyond. I value
the relationships that I have built throughout the state in my over fifteen years working in the professional
mapping community. Thank you for your time and consideration.
Best Regards,
VERTICAL MAPPING RESOURCES, INC.;
Kurt J. Okraski, CP, GISP
Chief Executive Officer
193 Blue Ravine Road
Suite 150
Folsom, CA 95630
phone: 916.817.1486
fax: 916.817.1487
www.verticalmapping.com
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
GENERAL PROJECT TEAM INFORMATION
Vertical Mapping Resources (VMR) is a full service provider of digital mapping, aerial imagery and land
information services located in Folsom, CA with additional offices in San Diego and Scottsdale, AZ. Our
firm provides aerial photography, digital mapping, full topographical services, orthophotography, GIS
services and 3-D laser modeling for clients throughout the United States. Our company goal is to provide
quality, value-added services to our network of customers who require timely, accurate, cost-effective
mapping, imagery and geospatial information products. VMR and its associates provide all aspects of
aerial surveying, photogrammetric mapping, digital imagery and related services.
Vertical Mapping Resources will be performing all technical tasks (aside from flight) completely in-house.
The VMR team will allocate local project professionals and technicians who will be completely dedicated
to the softcopy photogrammetry required for this project. VMR has a large compilation (map feature
collection) base with the capability of performing 384 compilation hours per week locally.
PRIME CONTRACTOR
FIRM NAME:
KEY CONTACT:
ADDRESS:
PHONE:
WEBSITE:
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Project Management and Planning, Aerotriangulation, DTM
Collection, Topographic Mapping, Orthorectification, QA/QC and All
Final Deliverables.
VERTICAL M APPING RESOURCES, INC.
Kurt J. Okraski, CP, GISP
Chief Executive Officer
193 Blue Ravine Road, Suite 150
Folsom, CA 95630
916.817.1486
www.verticalmapping.com
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PROJECT TASK:
TEAMING SUB CONSULTANTS
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Vertical Mapping Resources only teams with companies of the highest caliber. In doing so, we are able
to offer an expanded array of services to our clients. The following sub-consultants were selected in
order to provide the highest quality service and deliverables to the City of Willits.
PROJECT T ASK:
FIRM N AME:
ADDRESS:
PHONE:
W EBSITE:
Aerial Photography
AIR FLIGHT SERVICE
2220 Calle de Luna
Santa Clara, CA 95054
951.445.4434
www.airphoto.com
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All Rights Reserved
This Information is Confidential - Page - 1
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
KEY PROJECT TEAM MEMBERS
PROJECT MANAGER, PRINCIPAL-IN-CHARGE – KURT J. OKRASKI, CP, GISP
As Project Manager, Mr. Okraski’s primary role will be to oversee the project as a whole, coordinating all
activity between the City, VMR’s subcontractors and production staff. He will supervise each phase from
design and aerial acquisition, through production and final delivery to ensure VMR & City of Willits
standards are upheld and overall accuracy is maintained. He will handle project specific issues involving
schedules, budgets, technical issues and client communications.
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Kurt Okraski co-founded Vertical Mapping Resources and serves as Chief Executive Officer. He is an
ASPRS Certified Photogrammetrist and GISCI Certified GIS Professional. In this role, he manages staff
and budgets, oversees proposal development and client relations, and has gained practical training and
experience in all facets of photogrammetry, surface modeling and 3-D laser scanning. He also earned his
Private Pilot Certificate in 2007. He is a member of the American Society for Photogrammetry & Remote
Sensing (ASPRS), the Arizona Professional Land Surveyors Association (APLS) and the California Land
Surveyors Association (CLSA).
SENIOR PHOTOGRAMMETRIST – JOSEPH M. BARTORELLI, CP, GISP
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As the active Senior Photogrammetrist, Mr. Bartorelli’s primary role will be to assist Mr. Okraski with
project planning, aerotriangulation, quality control and to provide professional assistance to the project
team when needed. Joseph brings more than 20 years of photogrammetric and geospatial experience to
the VMR team. He is an ASPRS Certified Photogrammetrist and GISCI Certified GIS Professional.
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Joseph Bartorelli co-founded Vertical Mapping Resources and serves as President. He is responsible for
implementation of the company’s mission statement and vision through overall company management,
project management, client relationships and employee development, including communication and
collaboration with other principals and project/production managers to establish firm-wide consistency
among project teams. He is also responsible for overall accuracy standards for the firm and ensures that
VMR’s production equipment and project procedures remain state of the art.
FLIGHT DIRECTOR / CHIEF PILOT – JACK BARCELONA
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Jack Barcelona began airborne related services at AFS in 1974 which has become a leading service
provider able to accomplish time-critical and technically demanding missions within the Western Region
of the US, Hawaii, Guam and remote South Pacific regions.
AFS owns and operates seven aircraft which are specifically modified to accommodate a variety of stateof-the-art aerial mapping and video applications. His resume includes; GIS precision GPS & IMU (position
& orientation), multi-spectral digital imagery, LIDAR, real time aerial video Surveillance, Intelligence and
Reconnaissance SIR and agricultural sterile insect techniques SIT release applications.
He provides airborne platforms for all aspects of imaging but also provide air support on a continuing
basis directly to Government & Federal clients like USGS, CDFA, Fish & Wildlife, NOAA, NASA, DoE and
DoD. AFS has current national security clearances for Department of Energy over-flights; i.e. - Lawrence
Livermore National Labs & Sandia Labs. In addition our aircraft and experienced flight crews are available
to customers for installation of their own custom sensor packages within remote regions of the US &
Pacific Islands.
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All Rights Reserved
This Information is Confidential - Page - 2
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
TEAM EXPERIENCE & REFERENCES
VMR and its team members have a strong understanding of the project scope and the potential pitfalls
that a project of this type may present. VMR has completed over 1800 aerial mapping and imagery
projects during the past ten years and we feel that we have developed a solid understanding of the
procedures and methodologies to deliver a product that will not only meet specifications, but provides for
ease of use by City staff. The projects listed below are shown due to their similar nature of scope and
terrain that will be encountered in completion of the City of Willits project.
SIMILAR PROJECT REFERENCES:
NAVFAC – VARIOUS CALIFORNIA LOCATIONS
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Client: RBF Consulting / Naval Facilities Engineering Command
Contact: Gregory Helmer, PLS
Phone: 949-472-3505
Email: [email protected]
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Vertical Mapping Resources, Inc. was recently contracted to provide color
digital orthophotography and additional services for several California naval
bases, including Corona, Seal Beach and Lemoore. The Navy Region
Southwest GeoReadiness Center (SW GRC) required new digital imagery
consisting of digital aerial orthophotography and oblique imagery for several
Naval Air Station Installations in California, including a 1 mile buffer beyond
each current Air Installation Compatible Use Zones (AICUZ).
VMR was contracted to provide 1”=40’ DTM collection and color digital orthophotography for each facility,
and it’s surrounding AICUZ. The project included acquisition of color aerial photography for the
stereoscopic feature collection and surface modeling, utilizing Airborne GPS and IMU technologies.
Approximately 1,000 exposures were required to fully capture all of the project areas. VMR also produced
a color orthophoto mosaic of each facility with a .25’ pixel resolution. VMR was also tasked with
approximately 120 hard copy, mounted prints with sizes up to 60”x72” which were produced on the
company’s in-house Cannon i9900 wide format plotter.
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YAVAPAI COUNTY ORTHOPHOTOGRPAHY & TOPOGRAPHIC MAPPING PRESCOTT, AZ
Client: Yavapai County Flood Control District
Contact: Charlie Cave, PE, CFM
Phone: 928-771-3197
Email: [email protected]
In November 2011, the Yavapai County Flood Control District entered into an
agreement with Vertical Mapping Resources, Inc. to provide photogrammetric
mapping services, to FEMA standards, for the Verde Valley and Big Bug Creek
areas of northern Arizona. The mapped area totaled 150 square miles of diverse terrain, including
mountains, flood plains and populated areas. General elements of the project included over 700
individual exposures for the 1”=100’ scale mapping, with 2’ contours, and color orthophotography. A
digital terrain model (DTM) was collected using airborne captured LiDAR data supplemented with
photogrammetrically collected break lines from digital softcopy workstations. The digital
orthophotography was delivered with a .33’ pixel resolution for multiple uses in County departments. With
the most recent project being completed in June 2011, it adds to a total of over 350 square miles of color
digital orthophotography and topographic mapping completed through multiple contracts for the County.
© - Copyright 2013
All Rights Reserved
This Information is Confidential - Page - 3
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
I-710/LONG BEACH FREEWAY CORRIDOR – LONG BEACH, CA
Winner of ACEC 2010 Award of Excellence in Engineering
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Client: Wagner Engineering & Surveying
Contact: Stephanie Wagner, PE, RLS
Phone: 818.892.6565
Email: [email protected]
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VMR recently completed an extensive mapping project of an 18-mile portion of the I-710/Long Beach
Freeway corridor.
Vertical Mapping Resources was contracted to be the provider of the topographic mapping and
orthophotography for the heavily developed alignment. The prime contractor and their team of engineers,
surveyors and technicians have been engaged to complete a major corridor study of the I-710/Long
Beach Freeway. This study will analyze traffic congestion and other mobility problems in this corridor and
will support the development of timely, cost-effective transportation solutions.
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Vertical Mapping Resources provided color orthophotography, a digital terrain model with 1’ contours and
design-scale topographic mapping for an 18-mile section of the I-710/Long Beach Freeway corridor. The
complex project encompassed the detailed mapping of numerous highway and local street interchanges,
including; SR 1, I-405, SR 91, I-105 and the I-5 interchange.
© - Copyright 2013
All Rights Reserved
This Information is Confidential - Page - 4
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
PROJECT TASKS & METHODOLGIES
AERIAL PHOTOGRAPHY
Vertical Mapping Resources teams with a select group of aerial photography firms in order to provide a
diverse fleet of planes and equipment that have the capabilities to efficiently perform on any project,
within any geographic location in the United States. The majority of our projects are flown using a
Cessna 206 equipped with a state-of-the-art Wild/Leica RC-30 precision camera equipped with forward
motion compensation (FMC). FMC is a camera function that actually moves the film across the plate,
thus compensating for the perceived movement of the earth below. This significantly reduces blurring
and results in the sharpest photographic images possible. An example of the benefits of utilizing a multifunctional fleet was recently seen in the successful completion of three flights simultaneously in three
different states in the U.S. Realizing that weather was going to hinder the window of opportunity in which
we are able to capture the photography, VMR was able to fly projects in Utah, California and Arizona all in
the same day.
PRECISION SCANNING
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Vertical Mapping Resources, Inc. will perform aerial photography of the proposed project site(s) at a scale
of 1”=300’. This will guarantee NMAS and ASPRS Class 1 accuracies for the ensuing topographic
mapping. The photography will be flown using a Cessna 206 equipped with a GPS receiver for in-flight
navigation. The photography will be collected using an L/H Systems (Wild/Leica) RC-30 aerial camera
equipped with Forward Motion Compensation (FMC) and mounted on a gyro-stabilized mount. The lens
in the RC-30 has a 6” focal length. The photography will have stereo coverage consisting of 60%
forwardlap and 30% sidelap.
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At Vertical Mapping Resources, Inc., our digital scanning equipment is the most advanced in the industry.
Utilizing Z/I Imaging’s PhotoScan precision scanner, VMR provides complete scanning services to clients
in Engineering, Land Surveying, Architectural, GIS and other related fields. PhotoScan is superior in
quality and precision and offers accurate images at a price and performance that cannot be matched by
its competition. The PhotoScan system incorporates scanning technology developed by Carl Zeiss,
Germany, a world leader in photogrammetric optics and mechanical systems. PhotoScan consistently
outperforms and provides extremely high scanning speed (less than 7 minutes for a 14 micron scan of a
236 x 236 mm film for either color or black/white imagery). This throughput is outstanding for color films.
SOFTCOPY AEROTRIANGULATION
Vertical Mapping Resources performs a digital photogrammetric procedure for establishing additional
control within the project area. This process, which is a standard procedure in the aerial mapping realm,
is performed to achieve a densified control block without the need for additional ground surveys beyond
that of a typical project. Softcopy Aerotriangulation is a routine, in which the GPS ground control is
loaded, then the fiducials on the digitally scanned photograph are measured and interior orientation is
computed. The system then selects and measures all passpoints and tiepoints. The relative orientation
is computed and will show all residuals on the points measured. The final output from the bundle
adjustment will supply all of the parameters that are needed to set up the softcopy stereo equipment for
the ensuing topographic mapping.
All Softcopy AT at VMR is performed utilizing the Z/I ISAT triangulation package mounted on a Z/I
ImageStation photogrammetric workstation. ImageStation ISAT is an exceptional automatic triangulation
package that delivers the best-matched multi-ray tie points by using robust built-in bundle adjustment
during all phases of the image matching operation.
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All Rights Reserved
This Information is Confidential - Page - 5
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
SOFTCOPY COMPILATION / DIGITAL TERRAIN MODELING
Stereo digitizing will be performed on Z/I Imaging digital photogrammetric workstations. These
workstations utilize CADmap/dgn mapping software, which provides a superior, easy to use, map feature
digitizing system for use with stereo scanned imagery. These workstations allow for efficient, accurate
data collection while allowing for the ability to easily customize the data to individual clients needs
(layering, symbology, etc.).
A digital terrain model (DTM) is the basis for all contouring, orthophotography, TIN calculations and other
surface modeling. The DTMs collected on the Z/I workstations are comprised of mass points and
breaklines; which delineate various terrain defining features, such as ravines, ridges, tops and toes of
slopes, as well as mass elevation grid points used in flatter areas. Unless client specified, VMR always
collects a full DTM on every project to provide the most accurate surface model possible in order to meet
and exceed NMAS and ASPRS Class 1 accuracies.
DIGITAL ORTHOPHOTOGRAPHY
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The topographic and planimetric mapping will be collected at a scale of 1”=40’ and have a 1’ contour
interval. All mapping will meet NMAS and ASPRS Class 1 accuracies. A list of typical planimetric features
for 1”=40’ mapping is included in the Appendix section on this proposal.
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In general, digital orthorectification corrects image distortion introduced by camera tilt, terrain relief
displacement, film deformities, lens aberrations and atmospheric refraction. Digital orthophotos combine
the high visual information of a photograph with the geometric accuracy of a map. Vertical Mapping
Resources utilizes Z/I Imaging’s OrthoPro software, mounted on high-end workstations, to perform image
rectification. OrthoPro is a high-throughput ortho production system that includes project planning,
rectification, tonal balancing, mosaicing and quality assessment. Utilizing the sophisticated tools
contained within OrthPro, VMR will perform contrast stretches, advanced filtering routines, re-sampling
and radiometric correction as necessary to provide the highest quality imagery product available.
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Control from the aerotriangulation and ground survey will be used to tie the digital images to actual
ground coordinates. The DTM collected from the stereo photography will be used during the digital
orthorectification process to adjust each image pixel into its correct position.
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VMR will use an exponential interpolation algorithm to perform the orthorectification processing. This
technique provides a much more accurate solution than cubic convolution or nearest neighbor methods.
Z/I Imaging’s OrthoPro software will be utilized for this project. Z/I OrthoPro is a high-throughput ortho
production system that includes ortho project planning, rectification, tonal balancing, mosaicing and
quality assessment. The City of Willits project will have a .15’ pixel resolution.
PROJECT MANAGEMENT/REPORTING
The production process at VMR is efficiently controlled and easily monitored. From our experience in the
industry, we know that the key to a successful project is communication and project organization. Hence
from design to billing, each project is assigned a specific project workbook that will follow the project
throughout its duration. After project award, a workbook is immediately created detailing the scope of
services to be performed for the project. This workbook is comparable to “metadata” for a specific project
and remains permanently backed-up once the project is completed. Another project management tool
utilized by VMR is evidenced in the creation of project timeline charts utilizing Microsoft Project software.
All of VMR’s projects are tracked on individual charts as well as a master VMR throughput schedule. If at
any point in time the client inquires about their project, the appointed project manager will be able to
accurately relay its status. VMR is adamant about complete communication with our clients and we feel
that timely deliveries are a large part of our success.
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All Rights Reserved
This Information is Confidential - Page - 6
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
QUALITY CONTROL / QUALITY ASSURANCE EXAMPLES
VMR has a very efficient QA/QC plan, tried and tested, and we think it’s beneficial for clients to review our
checks as they review our methodologies.
Some highlights of our QA/QC include:
- Our project and flight layouts are created digitally over USGS quadrangles and existing digital
imagery. This assures us initial planning in the correct project coordinate system. It also allows
for us to review elevation changes to plan for flight breaks, terrain/planimetric detail and other
crucial planning information.
- During AT, ground control is superimposed stereoscopically over the aerial imagery. This is
where we compare our computed AT adjustment to actual ground coordinates in a CAD
environment. No AT solution is passed until all plotted control locations fit true to their location on
the imagery.
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- All collected models, both DTM and planimetrics are reviewed by a senior compiler. This ensures
that each model has been checked twice, once by the compiler and once by the manager, to
prevent missed features.
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- All contours are generated in InROADs, and then superimposed stereoscopically over the aerial
images. In addition to looking for spikes or wells during compilation, this lets us actually see the
contours as they drape the ground. This can only be done in a softcopy environment.
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- Digital Orthophotography (If Requested) is compared not only to the plotted ground control to
check accuracy, it is also compared to the DTM and ground planimetrics. We make sure that our
orthophotography matches up with all breakline information, curb lines, transportation corridors,
etc.
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This Information is Confidential - Page - 7
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
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PROJECT LAYOUT & COST CHART
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This Information is Confidential - Page - 8
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
CITYWIDE MAPPING PROJECT
Description
Task
Cost
Control Survey
Aerial Photography
46 Aerial Control Panels Required (Client Supplied)
1"=300' Photo Scale (67 Color Exposures)
Scanning
Aerotriangulation
Topographic Mapping
Digital Orthophotography
7 Micron High Precision Scans
Softcopy Aerotriangulation (Intergraph's ISAT Software)
1"=40' Topographic Mapping (DTM & 1' Contours)
Color Orthophotography with a .15' Pixel Resolution
Total
$
5,390.00
$
$
$
$
$
1,340.00
4,355.00
45,844.00
4,216.00
61,145.00
Working Days
42
Deliverables
Format
JPEG
9"x9" Film
AutoCAD
AutoCAD
AutoCAD
TIF
Product
Flight Layout w/ Control
Aerial Photography
DTM
Topographic Mapping
Planimetric Mapping
Orthophotography
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Delivery schedule is based upon the estimated number of production working days (shown on cost chart
above) required to complete the project after receipt of ground control and film products.
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The following chart shows the total billable hourly rate for each project task per labor classification. The
hourly rates shown in this chart are to be utilized for any work outside of the above scope, layout and fee
schedule.
Vertical Mapping Resources, Inc
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Hourly Rate Table
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Labor Classifications
Total Burdened Rate
Project Principal
$
70.00
Project Manager
$
70.00
Aerotriangulation Technician
$
60.00
Image Scanning Technician
$
40.00
Softcopy Technician / Map Compilation
$
50.00
Map Editing Technician
$
50.00
Orthophoto Technician
$
50.00
Clerical
$
35.00
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This Information is Confidential - Page - 9
EXHIBIT A
City of Willits
Aerial Mapping & Imagery Services
June 4, 2013
APPENDIX
PLANIMETRIC COLLECTION STANDARDS FOR DIGITAL MAPPING
These specifications refer to Imperial map scales and their metric equivalents. They are
established with the assumption that the specified map scale is derived from aerial photography
of a scale normally associated with that map scale. In general, any feature, which meets
collection criteria, and whose least dimension at ground level exceeds 0.10” at map scale, will
be represented on our maps.
SMALL SCALE MAPPING:
MEDIUM SCALE MAPPING:
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400 scale and smaller: Road centerlines, airport pavement, bridges,
buildings including tanks and docks, railroad centerlines; drainage
centerlines longer than 1” at map scale; dams, vegetated areas.
200 scale: the above, plus: Road edges, landmark fences, pipeways,
individual trees.
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100 scale: the above, plus: Sidewalks, driveways, paths, slabs, fences, walls;
swimming pools, large surface planimetry such as poles and billboards;
railroads, both tracks; large utilities such as manholes, lights and electrical
equipment; drain edges, channels, golf courses, orchards, marsh areas.
LARGE SCALE MAPPING:
40 and 50 scale: the above, plus: Gutters, paved walkways, street furniture,
small surface planimetry such as posts and pole anchors; small utilities such
as vaults and boxes.
20 scale: the above, plus: Pavement paint and legends; stairs.
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