Atwater City Council
August 11, 2025

Aftermarket Equipment Total
Description (B)illed or (C)apped Price
Custom Equipment 9 - ERV Console-Cooks -16680 B $ 0.00
Custom Equipment 8 - Radio equipment-Cooks-16680 B $ 0.00 Custom Equipment 10 - Lighting- Cooks-16680 C $ 20,804.00 Push Bumper - Push Bumper - Cooks -16680 (AME quote 16680) B $ 0.00 Custom Equipment - Prisoner Transport - Cook-16680-(ame quote 16680) B $ 0.00 Custom Equipment 3 - ERV partition/cage-Cooks-16680 B $ 0.00 Custom Equipment 2 - computer components -Cook-16680 B $ 0.00 Custom Equipment 5 - window guards/door panels -Cooks-16680 B $ 0.00 Custom Equipment 4 - Weapon locks-Cooks-16680 B $ 0.00
Custom Equipment 7 - Cargo Storage - Cooks 16680 B $ 0.00 Custom Equipment 6 - safety equipment -Cooks-16680 B $ 0.00 Total Aftermarket Equipment Billed $ 0.00
Total Aftermarket Equipment Capitalized $ 20,804.00
Aftermarket Equipment Total $ 20,804.00
Other Totals
Description (B)illed or (C)apped Price
Initial Administration Fee C $ 60.00
Courtesy Delivery Fee C $ 500.00
Total Other Charges Billed $ 0.00
Total Other Charges Capitalized $ 560.00
Other Charges Total $ 560.00
Open-End (Equity) Lease Rate Quote Quote No: 9164963
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VEHICLE INFORMATION:
2026 Ford Police Interceptor Utility Base All-Wheel Drive - US Series ID: K8A
Pricing Summary:

INVOICE MSRP
Base Vehicle $47,094 $48,550.00
Total Options $3,442.00 $3,660.00
Destination Charge $1,695.00 $1,695.00
Total Price
SELECTED COLOR:

Exterior: UM-(0 P) Agate Black
Interior: 9W-Charcoal Black w/Unique HD Cloth Front Bucket Seats w/Vinyl Rear SELECTED OPTIONS:

CODE DESCRIPTION INVOICE MSRP
119WB 119" Wheelbase STD STD
153 Front License Plate Bracket NC NC
425 50-State Emissions System STD STD
44B Transmission: 10-Speed Automatic Included Included
500A Order Code 500A NC NC
51V Dual Driver & Passenger LED Bulb Spot Lamps (Whelen) $828.00 $880.00 51W Dual Driver & Passenger Spot Lamp Prep Kit $282.00 $300.00 59C Keyed Alike - 1294x $47.00 $50.00
60A Grille LED Lights, Siren & Speaker Pre-Wiring Included Included 66A Front Headlamp Lighting Solution $846.00 $900.00
66B Tail Lamp Lighting Solution $405.00 $430.00
66C Rear Lighting Solution $432.00 $460.00
67U Ultimate Wiring Package $602.00 $640.00
85R Rear Console Plate Included Included
9 Unique HD Cloth Front Bucket Seats w/Vinyl Rear Included Included 99W Engine: 3.3L V6 Direct-Injection Hybrid System Included Included 9W_01 Charcoal Black w/Unique HD Cloth Front Bucket Seats w/Vinyl Rear NC NC PAINT Monotone Paint Application STD STD
STDAX 3.73 Axle Ratio Included Included
STDRD Radio: AM/FM/MP3 Capable Included Included
STDTR Tires: 255/60R18 as BSW Included Included
STDWL Wheels: 18" X 8" 5-Spoke Painted Black Steel Included Included SYNC SYNC Phoenix Communication & Entertainment System Included Included UM_01 (0 P) Agate Black NC NC
$52,231.00 $53,905.00
Open-End (Equity) Lease Rate Quote Quote No: 9164963
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CONFIGURED FEATURES:

Body Exterior Features:

Number Of Doors 4
Rear Cargo Door Type: liftgate
Driver And Passenger Mirror: power remote manual folding side-view door mirrors Convex Driver Mirror: convex driver and passenger mirror Spoiler: rear lip spoiler
Door Handles: black
Front And Rear Bumpers: body-coloured front and rear bumpers with black rub strip Front Tow Hooks: 1 front tow hooks
Front License Plate Bracket: front license plate bracket Body Material: galvanized steel/aluminum body material
: class III trailering with harness, hitch
Body Side Cladding: body-coloured bodyside cladding
Grille: black grille
Convenience Features:

Air Conditioning automatic dual-zone front air conditioning Air Filter: air filter
Rear Air Conditioning: rear air conditioning
Cruise Control: cruise control with steering wheel controls Trunk/Hatch/Door Remote Release: power cargo access remote release Power Windows: power windows with driver and passenger 1-touch down 1/4 Vent Rear Windows: power rearmost windows
Remote Keyless Entry: yes remote keyless entry
Steering Wheel: steering wheel with manual tilting, manual telescoping Day-Night Rearview Mirror: day-night rearview mirror
Driver and Passenger Vanity Mirror: driver and passenger-side visor mirrors Emergency SOS: emergency communication system
Overhead Console: mini overhead console with storage
Glove Box: locking glove box
Driver Door Bin: driver and passenger door bins
Dashboard Storage: dashboard storage
Driver Footrest: driver's footrest
Retained Accessory Power: retained accessory power
Power Accessory Outlet: 2 12V DC power outlets
Entertainment Features:
radio AM/FM stereo with seek-scan
Voice Activated Radio: voice activated radio
Speed Sensitive Volume: speed-sensitive volume
Steering Wheel Radio Controls: steering-wheel mounted audio controls Speakers: 4 speakers
Internet Access: Fleet Telematics Modem internet access 1st Row LCD: 1 1st row LCD monitor
Wireless Connectivity: wireless phone connectivity
Antenna: integrated roof antenna
Lighting, Visibility and Instrumentation Features:

Headlamp Type projector beam LED low/high beam headlamps Front Wipers: variable intermittent speed-sensitive wipers wipers Rear Window wiper: rear window wiper with heating wiper park Rear Window Defroster: rear window defroster
Tinted Windows: deep-tinted windows
Dome Light: dome light with fade
Front Reading Lights: front and rear reading lights
Variable IP Lighting: variable instrument panel lighting Display Type: digital/analog appearance
Tachometer: tachometer
Compass: compass
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Low Tire Pressure Warning: tire specific low-tire-pressure warning Park Distance Control: Reverse Sensing System rear parking sensors Trip Computer: trip computer
Trip Odometer: trip odometer
Blind Spot Sensor: blind spot
Front Pedestrian Braking: front pedestrian detection
Forward Collision Alert: forward collision
Water Temp Gauge: water temp. gauge
Engine Hour Meter: engine hour meter
Clock: digital clock
Systems Monitor: driver information centre
Check Control: redundant digital speedometer
Rear Vision Camera: rear vision camera
Oil Pressure Warning: oil-pressure warning
Water Temp Warning: water-temp. warning
Battery Warning: battery warning
Lights On Warning: lights-on warning
Key in Ignition Warning: key-in-ignition warning
Low Fuel Warning: low-fuel warning
Low Washer Fluid Warning: low-washer-fluid warning
Door Ajar Warning: door-ajar warning
Trunk Ajar Warning: trunk-ajar warning
Brake Fluid Warning: brake-fluid warning
Safety And Security:

ABS four-wheel ABS brakes
Number of ABS Channels: 4 ABS channels
Brake Assistance: brake assist
Brake Type: four-wheel disc brakes
Vented Disc Brakes: front and rear ventilated disc brakes Spare Tire Type: full-size spare tire
Spare Tire Mount: spare tire mounted inside under cargo Driver Front Impact Airbag: driver and passenger front-impact airbags Driver Side Airbag: seat-mounted driver and passenger side-impact airbags Overhead Airbag: curtain 1st and 2nd row overhead airbag Knee Airbag: knee airbag
Occupancy Sensor: front passenger airbag occupancy sensor Height Adjustable Seatbelts: height adjustable front seatbelts Seatbelt Pretensioners: front seatbelt pre-tensioners
3Point Rear Centre Seatbelt: 3 point rear centre seatbelt Side Impact Bars: side-impact bars
Tailgate/Rear Door Lock Type: tailgate/rear door lock included with power door locks Rear Child Safety Locks: rear child safety locks
Security System: security system
Tracker System: tracker system
Electronic Stability: electronic stability stability control with anti-rollover Traction Control: ABS and driveline traction control
Front and Rear Headrests: manual adjustable front head restraints Rear Headrest Control: 3 rear head restraints
Seats And Trim:

Seating Capacity max. seating capacity of 5
Front Bucket Seats: front bucket seats
Number of Driver Seat Adjustments: 8-way driver and passenger seat adjustments Reclining Driver Seat: manual reclining driver and power reclining passenger seats Driver Lumbar: power 2-way driver and passenger lumbar support Driver Height Adjustment: power height-adjustable driver and passenger seats Driver Fore/Aft: power driver and passenger fore/aft adjustment Driver Cushion Tilt: power driver and passenger cushion tilt Rear Seat Type: rear 35-30-35 split-bench seat
Rear Folding Position: rear seat fold-forward seatback
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Leather Upholstery: cloth front seat upholstery
Rear Seat Material: vinyl rear seat upholstery
Headliner Material: full cloth headliner
Floor Covering: full vinyl/rubber floor covering
Dashboard Console Insert, Door Panel Insert Combination: metal-look instrument panel insert, door panel insert, console insert Shift Knob Trim: urethane shift knob
Interior Accents: metal-look interior accents
Cargo Space Trim: carpet cargo space
Trunk Lid: plastic trunk lid/rear cargo door
Cargo Tie Downs: cargo tie-downs
Cargo Light: cargo light
Cargo Tray: cargo tray/organizer
Standard Engine:

Engine 318-hp, 3.3-liter V-6 (hybrid regular gas)
Standard Transmission:

Transmission 10-speed automatic w/ OD
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CITY COUNCIL

AGENDA REPORT

MEETING
DATE:

August 11, 2025
TO: Mayor and City Council
FROM: Christopher Hoem, City Manager

PREPARED
BY:

Janell Martin, Assistant City Clerk/Records Coordinator SUBJECT: Awarding a Cooperative State and Local Government Agreement for File Conversion Services and Cloud-Based Document
Management Software (City Manager Hoem)

RECOMMENDED COUNCIL ACTION
Adoption of Resolution No. 3562-25 awarding a Cooperative State and Government Agreement for File Conversion Services with UBEO in the amount of $48,107.43 and Cloud-Based Document Management Software with Laserfiche; and to authorize the City Manager to execute any and all documents regarding the project on behalf of the City.

I. BACKGROUND/ANALYSIS:

As part of the City’s ongoing efforts to improve operational efficiency, reduce physical storage needs, and ensure timely and secure access to historical records, staff evaluated current document storage conditions and determined that a digital conversion initiative is necessary.

UBEO Business Services conducted a full assessment of the City Clerk and Administration department records. The files prioritized for digitization include address files, project files, building permits, and maps, currently stored in shelving units and file cabinets at the former Community Development building at 750 Bellevue Road.

The conversion project will include:
• Preparation, scanning, and quality control of over 337,000 paper documents. • Secure delivery of digital files using Laserfiche-compatible format. • Organization of documents by address and street name. • Indexing and file naming aligned with City standards.

CITY COUNCIL
Mike Nelson, Mayor
Danny Ambriz Brian Raymond
John Cale Kalisa Rochester

Agenda Report - Awarding a Cooperative State and Local Government Agreement for File Conversion Services and Cloud-Based Document Management Software (City Manager Hoem) Page 2

In tandem with this conversion, staff is recommending the implementation of Laserfiche, a cloud-based electronic content management (ECM) system. Laserfiche will serve as the centralized platform to store, search, retrieve, and manage the digitized records.

The estimated cost for file conversion services is $48,107.43, including scanning, logistics, project management, and shredding. This estimate is based on current volume assessments and will be finalized upon completion of services. UBEO invoices only for actual images processed.

The Laserfiche software costs include:
• $6,000 (one-time) for repository setup, configuration, and training. • $4,150 annually for five full-user licenses (minimum). • $2,000 annually for ten participant (read-only) licenses.

In accordance with the City of Atwater Purchasing System Manual, Section 9 - Procurement Methods, “Cooperative Purchases,” “The City may participate in purchases and contracts established by similar jurisdictions, provided the cooperative agreement is established following a competitive bid process similar to the City’s Formal Contract Procedure.” Shasta Union High School District went through a competitive process for like services which satisfies the City’s purchasing requirements. Staff is recommending that the City Council award the Cooperative Agreement to UBEO Company.

This project supports the City’s long-term vision of improved public access, internal efficiency, and records preservation. By approving this project, the City will reduce reliance on physical storage, streamline records management, and set a foundation for citywide digital modernization.

II. FISCAL IMPACTS:

Sufficient funding is available in the Fiscal Year 2025-26 Budget, Internal Services Fund, Information Technology, Special Department Expense and Professional Services, Account Nos. 7030.1050.2021 and 7030.1050.3030.

This item has been reviewed by the Finance Department.

III. LEGAL REVIEW:

This item has been reviewed by the City Attorney.

IV. EXISTING POLICY:

N/A

Agenda Report - Awarding a Cooperative State and Local Government Agreement for File Conversion Services and Cloud-Based Document Management Software (City Manager Hoem) Page 3

V. ALTERNATIVES:

N/A
VI. INTERDEPARTMENTAL COORDINATION:

This item has been reviewed by all relevant departments.

VII. PUBLIC PARTICIPATION:

The public will have an opportunity to provide comments on this item prior to City Council action.

VIII. ENVIRONMENTAL REVIEW:

This item is considered an exempt activity under provision of the California Environmental Quality Act (CEQA) under Section 15301 “existing facilities” therefore not subject to further analysis. Further, any other necessary or required environmental review will occur prior to any specific project approval.

IX. STEPS FOLLOWING APPROVAL:

Upon City Council approval, staff will route the Agreement for signatures and implement the new software with proper training.

Submitted and Approved by:

Chris Hoem, City Manager
Attachments:

1. XXXX-25 Approving Digital coversion and Laserfishe

2. #5.6.9 Pricing Response RFP R6-2020 Submission 9 1.15.25 - Related Tech - Scanning

3. SUHSD R6-2020 Extension 6-10-2030

4. Ubeo - File Conversion - Findings Recommendations - Address Files - City of Atwater 7.22

CITY COUNCIL
OF THE

CITY OF ATWATER
RESOLUTION NO. XXXX-25

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ATWATER AWARDING A COOPERATIVE STATE AND

GOVERNMENT AGREEMENT FOR FILE CONVERSION

SERVICES WITH UBEO AND CLOUD-BASED DOCUMENT

MANAGEMENT SOFTWARE WITH LASERFICHE
WHEREAS, the City of Atwater has identified the need to digitize physical records maintained by the Administration and City Clerk’s offices to improve access, reduce physical storage requirements, and enhance overall records management efficiency; and WHEREAS, UBEO Business Services has submitted a detailed findings and recommendations report dated July 22, 2025, outlining the scope, methodology, and financial estimate to provide comprehensive document conversion services for address files and related materials; and
WHEREAS, the estimated total cost of the file conversion services project is $48,107.43, which includes scanning, quality assurance, project management, logistics, post-scan shredding, and digital export in a format compatible with Laserfiche Document Management Software; and
WHEREAS, the purchase of Laserfiche cloud-based document management software, including repository setup, configuration, training, and licensing, supports the long-term management and retrieval of digitized records; and
WHEREAS, the project is eligible to be procured through a Cooperative State and Government Agreement (Shasta Union HS Agreement # SUHSD R6-9-1.15.25) pursuant to state law and the City of Atwater purchasing manual; and WHEREAS, UBEO and Laserfiche were identified as the most suitable and cost-effective solution for the City’s needs; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Atwater does hereby authorize:

Section 1. Award of Contract: The City Council hereby awards a Cooperative State and Government Agreement for File Conversion Services with UBEO in the amount of $48,107.43.

Resolution No. XXXX-25 Page 2
Section 2. Laserfiche Acquisition: The City Council authorizes acquisition of Laserfiche cloud-based document management software consistent with the scope and pricing as presented in the July 22, 2025 report.

Section 3. Authorization of Execution: The City Manager is hereby authorized and directed to execute any and all documents necessary to carry out the intent of this Resolution, including agreements, contracts, and future change orders related to the project.

Section 4. Effective Date: This Resolution shall take effect immediately upon its adoption.

The foregoing resolution is hereby adopted this 11th day of August 2025.

AYES:

NOES:

ABSENT:

APPROVED:

________________________________
MICHAEL G. NELSON, MAYOR
ATTEST:
_______________________________
KORY J. BILLINGS, CITY CLERK

Shasta Union High School District Pricing
Contract # RFP R6-2020 Submission 9
Description Purchase Price
Per Image $.12 to $.15 per image
Single Side of 8 1/2 X 11 or smaller Inc.

Standard prep; staple removal, paper prep and removal from folders Inc.

Standard bi-tonal scanning Inc.

Additional Options Inc.

Larger than 11 X 17 $1.75 sheet
Color Scanning $.035 to above
Advanced Prep for multiple sections, folder structure, slip sheets and tabs tbd basedon project scope Manifest Name to file match $.15 per file
Manual file naming/indexing $.32 per index
Special Handling - UBEO may assess when needed for special handling, delicate documents, glass work, flat-bed scans, bursting of green bar paper, removing plastic sleeving or similar
$.027 per image
Project Management $225 per hour
Logistics TBD Based on order size & location
Paper disposition at end of project Return or Shred - Can quote Pricing: Document Conversion Services
Initial (1) time setup fee- Customer on boarding, Scope of work, Account Set up & Smartsheets dashboard set up. $1,250

Docusign Envelope ID: 3CACA9E2-C8C2-4E09-973B-DF5ACBDEEA61 Richard Whitlock - President
3/14/2025

File Conversion Services
Findings & Recommendations
City of Atwater
Administration & City Clerk
July 22, 2025
Prepared by Kristen Sparkes
[email protected]
925-984-9256

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Dear City of Atwater,
We appreciate the opportunity to provide end-to-end professional services to digitize your critical records related to the Administration and City Clerk Departments. The details and specifications of this proposal are prepared to deliver the validation of our understanding of your project scope and financial estimate based on details provided in our conversations and assessment.

A foundational principle at UBEO is to take care of our Customers first, our Employees second, and our Company third.

Our success is proof that if you are committed to the first two, the third takes care of itself.

We look forward to partnering with you and delivering value to your organization.

Sincerely your UBEO team,
Kristen Sparkes
Manager –Outsource Services
UBEO
925-984-9256
[email protected]
Shelby Hinkey
BPO Analyst/Project Manager
UBEO
661-281-8696
[email protected]
Tamara Landa Becker
Account Manager
UBEO
209 969 3232
[email protected]

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk UBEO Company Information:

Ubeo Business Services is a full-service technology partner specializing in business workflow improvements and efficiency. Delivering and supporting full spectrum of technology from multifunctional copy/print/scan solutions, Managed IT services, Professional Electronic Content Management (ECM) software, print/mail solutions as well as high end production and wide format graphics systems.

We have had tremendous success supporting over 35,000 clients with our corporate philosophy of customer first - employees second and company third. We continue to expand our managed services model & methodology to enhance our customers’ experience and deliver ongoing value. This customer centric approach includes business process optimization, workplace services, and flexibility to deliver multi-faceted technology solutions and services.

UBEO Business Services provides complete end to end conversion services to convert media to digital. Our services support the preparation and scanning of millions of paper pages very efficiently through our teams of dedicated professionals. These services convert paper & other media types; microfiche, microfilm, bound lab books, textbooks, year books, periodicals, and wide format (to name a few) from current state to digital.

UBEO is experienced in delivering digital files, with metadata in a variety of formats specific to meet specific client’s needs.

We have grown to $500 million in annual revenues with 34 offices throughout North America. Headquartered in Chico, CA we have multiple offices, California - Texas and Colorado, and CA Based Processing in both Pleasanton & Bakersfield.

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Conversion to Digital
Benefits of conversion:
 Reduce risk of damage
 Streamlining access in digital format.
 Reduce physical storage space.
 Provide efficiency to team for access.

Assessment Framework:

Digital Assessment gathered from information provided in the UBEO Digital Conversion Survey.

Details gathered:
 Department and contact information.
 Volume Estimates such as filing cabinets, boxes, and the applicable dimensions.  File Types, priority, and structure details.
 Estimated time frame for project start.

Framework Estimate Includes:

The goal of the framework is to share the base level information on files, validation of information shared/interpreted, UBEO’s conversion processes and what you can anticipate in partnering with UBEO.

City of Atwater – Administration and City Clerk Contact Information:

Janell Martin | Assistance City Clerk
(209)-357-5241 | [email protected]

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Validation of Understanding: File Details
(based on information known at time of review)
Administration & City Clerk Records:

Physical files are located at 750 Bellevue Rd., Atwater, CA., 93501. This is the previous Community Development Department. Two different locations exist:

1. In Office
Physical File Types for Conversion include:
 Address Files
 Project files
 Maps
 Building Permits
i. Address files and Maps will be the project priority.

The Time Frame preferred for conversion is within 4 months.

In Office Records:

1. Physical Files are currently stored in Alphabetical Order and then Numerical Order.

1. File Folders are currently stored in 4 lateral shelving units with 6 shelves each with a width of 36 inches.

Additional File Folders are stored in 10 filing cabinets estimated to be 3 drawers each, with a total of 30 drawers with a depth of 28”.
i. Shelving units are organized by sides, either Side A or Side B, etc., and include an address range for what is stored on that side.
ii. File Folders include the Street Name and Number on the Folder Tabs.

2. Maps are currently stored as rolls within a shelving unit containing 30 cubbies. Additional Rolls are located on the counter or within that hallway.
i. Map Rolls vary in size ranging from a width of 2” to 5”. ii. Map Rolls include tags that indicate the Map Title.

3. File folders primarily contain standard 8.5” x 11” paper. Onion skin paper exists in older files and Maps are folded within some file folders.
i. Folders do not have internal separation such as tabs or prongs.

4. Older Maps will be retained and not converted to digital.

5. There is not currently a manifest in place and will need to be established prior to pick up for conversion.

6. There is currently an online platform where digital files can be delivered, but that has not been disclosed at this time.

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Estimated Project Volumes:

Information based on the response provided to the UBEO Digital Conversion Survey:

Volume calculations above for 136 Boxes = approximately 4 pallets with 40 Standard size boxes on each for transport Industry standard papers per inch – 150
Above accounts for 10% being double sided.
***Estimates in place for volume, turnaround, logistics and financial estimates.*** **** Ubeo only invoices for the actual volume converted. **** Location/Details
In office or
storage
Quantity of
Rows
Depth of
Row in
Drawer
Quantity of
Lateral
Shelves
Width of
Lateral
Shelves
Qty.

Standard
Boxes
Qty.

Oversized
Box
Binders Width of
Binder?
Estimated Papers
Single Sided
Estimated with
10% Double Side
Estimated
Std Boxes for
Packing &
Logistics
In office 30 28 24 36 12 5 5 2 306,600 337,260 136

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk UBEO Services Include:
 Unique box labels specific to your project
 Project manager to work with your staff to recommend electronic box manifest.  Chain of custody for box/file pick-ups.
 Completed file/document preparation: remove papers from bradded sections, remove staples, clips, move sticky notes, unfold edges…
 Document scanning to replicate the paper files & subfolders based on scope of work.  QC process: Scanner monitors for double feeds & quality of scans They will digitally remove blank pages, ensure readability and overall accuracy. Index QC: documents are indexed/named per SOW and visually inspected.

Quality levels are tracked by team members. QC from export – Number of files provided in manifest; number of files exported. If additional files are found and not on manifest, UBEO will add. UBEO will also notify clients if files are not found during scan process that are listed on manifest.  Image naming: based on SOW agreed upon.
 UBEO will place the pages back in the respective files & folders, however not re clip, re-brad, or staple.  Access to images during the conversion process. Client can assign specific personnel that may communicate to request file/documents should they be needed during the conversion. Protocol for requesting files. Protocol will be put in place in advance of file pick up. Requested files will be scanned and transferred to UBEO Secure file share for designated staff to access.
 Secure import of images UBEO will deliver the digital files to UBEO Secure Share File  UBEO will provide a project plan to meet specific time frame goals.  UBEO will provide completion form for each export to include Project Dates, Box #’s, File Count, Image Count, Shred Authorization and Export Report & Project Summary Sheet.  UBEO will only bill for images processed: please note that if a physical document is double sided, that is 2 images and may not be taken into consideration in the volume estimates provided by the client.  UBEO can store your documents for 30 days pre-shred and/or return.

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Project tracking and weekly updates – UBEO utilizes Smartsheet’s for project status and overall visibility. You will be provided access to a dashboard. UBEO will provide weekly updates to include department, volumes, process alignment, export totals and more. Visual example below… This will be customized for your project phases.

Manifest for pick up is required with the UBEO Box #’s:

Each FILE/UNIT OF MEASURE should be represented by a line item on a spreadsheet. This will provide reconciliation of files provided for conversion to digital deliverable and box location should you have any file requests during conversion. **Manifest requirements will differ depending on the types of files and level of conversion… UBEO will work with your team to discuss in advance of pack for simplicity.

City will provide an export of ALL addresses to include Address# and street name.

Example Box Level
UBEO Box # File Type Street Names in Box Shred/Return
0003 Address Files Mermaid Ave
0003 Address Files Merry Street
0003 Address Files
Additional value added resources for project milestones and Purchase Order Tracking

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk UBEO Scope of Work (based on information known at time of review)  UBEO will remove papers from folders.
 UBEO will prepare all papers for scanning.
o Please note green bar, older papers and smaller papers will require advanced prep.  UBEO will scan papers in order which they are presented in file.  QC against physical
 Create (1) multipage searchable file to include contents of file folder o If wide format is present in the folder, ubeo will scan an deliver as a Large File for the same address. o *Searchable is OCR for text information – handwriting will not be searchable.  We scan all files double sided and remove any blank pages from and provide read/rotation to ensure that all images are facing the correct direction for reading in an electronic file.

Digital deliverable:

Ubeo will deliver digitally as defined the agreed scope of work.

Assumptions for proposal are file level- manila folder, rubber band section, binder and in some cases boxes.

Folder = Address Files (File folder level)
Sub Folder – Street Name Example: Mermaid Ave.

File= Number - Street Name
File= Number - Street Name

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Financial Estimate

7.22.2025
Please note these are estimates of overall paper volume and financial estimates… UBEO will invoice based on quantity of images and files converted along with any other ancillary items below… Invoice post project delivery…
Address files only…
Please note these are estimates of overall paper volume and financial estimates… UBEO will invoice based on quantity of images and files converted along with any other ancillary items below… Project Assumptions:
 Work to be completed offsite at UBEO production center.  Specific turnaround time from pick up to digital delivery determined by volume picked up per location.  Double sided paper= 2 images. Volume for project estimated on paper volume.  Services based on Piggyback Shasta Union HS Agreement # SUHSD R6- 9-1.15.25  Invoice will reflect transactional items below (Estimates based on the below) o Standard bi-tonal Image (up to 11 X 17) @ $.125 per paper image and $.15 per digital file o Large format @ $1.85 per sheet (over 11 X 17)
 Additional items to be discussed and determined for final scope (not included in estimates above):
o Manual File naming (if no database or excel catalog is provided) /repair/advanced prep $38 per hour.  UBEO will provide PO tracking via Smartsheet’s.
 UBEO will generate invoices per export phase against PO provided by client.  Additional services can be requested and added via change order to scope of work.  UBEO reserves the right to modify the pricing proposal should the scope of the project be modified.  Proposal does not include Laserfiche cloud users or storage.

Next Steps:

August 1st or 11th for approval.

City of Atwater In office
Recommended Conversion Address File Level
Estimated Large Format Sheets (~10 per roll)
Estimated Paper Count + 10% 337,260
Estimated File Count @ 150 papers per 2,248
Estimated Packed Boxes 136
Pallets for Pick Up (40 Boxes per Pallet) + wide Format 3.41 Includes Standard File Prep Inc.

Includes File Scanning greyscale Inc.

Includes Multi Step QA Process Inc.

Includes File Reconciliation to electronic manifest Inc.

Includes Digital Export to UBEO Secure Share Inc.

Includes Export in Laserfiche Briefcase format -folder structure Inc.

Estimated Digital Conversion /Reconcile $ 42,494.76
Advanced Prep* Special Handling * Manual File Naming ($38 per hour) NA if list from city system for addresses Project Management @ $200 per hour (Assumes 6 hours) $ 1,200 Ubeo ProIT Import /Reconcile into Laserfiche ECM Solution ($225 / hour) Assumes 8 hours $ 1,800 Inside Logistics Pick Up for boxes & palletization $ 545 Logistics - upto 4 Pallets (1 Load) $ 1,250
Post Scan Shred $ 818
Estimated Project Total Assuming additional services $ 48,107.43 Additional Services - Billed as needed - Estimates below for budget **Estimates based estimated volumes gathered in assessment, structure of files and paper types**

UBEO Conversion Services –Findings/Recommendations/Estimate – City of Atwater – Admin. & City Clerk Laserfiche Information:

From Dannyel Kafer 7/15/2025
Annual Expenses
Full User License price is $830.00 each
 Minimum Licensing is (5) for Cloud ($4150.00 annually) o Increments of (1) available after (5) initial user licenses  100 GB per license (starting Cloud storage of 500 GB) Participant User (Read-Only) License pricing is $200.00 each  Minimum Licensing is (10) for Cloud ($2000.00 annually) One-Time Expenses
Budget $6000.00 for Repository set-up, configuration, and training.

CITY COUNCIL

AGENDA REPORT

MEETING
DATE:

August 11, 2025
TO: Mayor and City Council
FROM: Justin Vinson, Public Works Director

PREPARED
BY:

Justin Vinson, Public Works Director
SUBJECT: Awarding a Sole Source Purchase From JWC Environmental For One (1) Rotor and Gearbox Assembly for “Muffin Monster” Wastewater Influent Screenings Washer Compactor for the Wastewater Treatment Plant (Public Works Director Vinson)

RECOMMENDED COUNCIL ACTION
Awards a sole source purchase to JWC Environmental for the purchase of 1 Rotor and Gearbox Assembly for Screenings Washer Compactor “Muffin Monster” for the Influent headworks for the wastewater Treatment Plant in an amount of $28,527.87 plus shipping, and handling charges; and authorizes and directs the City Manager to execute the purchase order on behalf of the City.

I. BACKGROUND/ANALYSIS:

In June 2012, the City of Atwater’s new Regional Wastewater Treatment Plant (RWWTP) began operation. The RWWTP uses two influent screening washer compactors that utilize a grinder (muffin monster) to separate liquid organic sewage from inert solids screened from the wastewater. The inert solids are then washed, compacted and conveyed to a disposal bin. The rotor and gearbox assembly is the object of this purchase. The Muffin Monster screening washer compactor systems the City of Atwater chose for the RWWTP are JWC Environmental products. The sole source for replacement parts is JWC Environmental because these are the only products that are compatible. JWC Environmental is the sole manufacturer of these products and the exclusive source of service parts for this equipment.

The RWWTP discharge is regulated by the California Regional Water Quality Control Board under NPDES permit CA0083508 CAG585001 Order No. R5-20112023-002582- 005. The NPDES permit requires the plant systems be properly maintained to remain compliant. The washer compactor, grinder, rotor, and gearbox assembly have approximately over 10,000 hours of operation and need to be rebuilt and replaced. The washer compactors are integral to the operation of the treatment plant at the headworks. If they fail, the influent screens will plug and bypass and a spill may result. If the screens are bypassed, then solid debris that should have been removed from the

CITY COUNCIL
Mike Nelson, Mayor
Danny Ambriz Brian Raymond
John Cale Kalisa Rochester

Agenda Report - Awarding a Sole Source Purchase From JWC Environmental For One (1) Rotor and Gearbox Assembly for “Muffin Monster” Wastewater Influent Screenings Washer Compactor for the Wastewater Treatment Plant (Public Works Director Vinson) Page 2

water can cause pump failures downstream. The requested replacement parts will be installed by treatment plant maintenance staff.

Generally, the Atwater Municipal Code (AMC) requires all purchases which exceed $25,000 in price to be competitively bid through the City’s centralized purchasing requirements. However, AMC section 3.04.110 expressly provides that the centralized purchasing requirements may be dispensed with for sole source purchases. As detailed below, the exception applies to this purchase, allowing the Council to waive the formal, centralized purchasing requirements.

Sole Source
AMC 3.04.110(C) lists sole source purchases as an exemption to the formal, centralized purchasing procedures. One of the qualifications for a sole source purchase is that the product “has been proven to be the only product that is acceptable.” Further, the City of Atwater Purchasing System Manual, Section 9, Procurement Methods, “Sole Source Purchases (page 17),” states that the City’s bidding procedures may be dispensed when it qualifies as a sole source when any of the following apply:
1) The brand or trade name article, goods, or product or proprietary service is the only one which will properly meet the needs of the City; or
2) The item or service is unique and available only from a sole source; or 3) The item or service is designed to match others already in use or necessary to be compatible with others already in use.

II. FISCAL IMPACTS:

Sufficient funding has been appropriated for this item and is budgeted in the FY 2025- 26 Wastewater Enterprise Fund, Wastewater Treatment Plant, Machinery and Equipment No. 6010.5052.6021.

This item has been reviewed by the Finance Department.

III. LEGAL REVIEW:

This item has been reviewed by the City Attorney's Office.

IV. EXISTING POLICY:

This item is consistent with goal two (2) of the City's Strategic Plan: to promote safety, stability, and quality of life.

V. ALTERNATIVES:

N/A
VI. INTERDEPARTMENTAL COORDINATION:

Agenda Report - Awarding a Sole Source Purchase From JWC Environmental For One (1) Rotor and Gearbox Assembly for “Muffin Monster” Wastewater Influent Screenings Washer Compactor for the Wastewater Treatment Plant (Public Works Director Vinson) Page 3

This item has been reviewed by all departments.

VII. PUBLIC PARTICIPATION:

The public will have an opportunity to provide comments on this item prior to City Council action.

VIII. ENVIRONMENTAL REVIEW:

This project is Categorically Exempt (CE) pursuant to the California Environmental Quality Act (CEQA) guidelines, Section 15301, Class1(c): Operation, repair, maintenance, or minor alteration to existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities.

IX. STEPS FOLLOWING APPROVAL:

Upon City Council approval, staff will prepare a Purchase Agreement (Purchase Order) for the purchase of new wastewater influent screening washer compactor Rotor and Gearbox assembly with JWC Environmental.

Submitted by:

Justin Vinson, Public Works Director
Approved by:

Chris Hoem, City Manager
Attachments:

1. City of Atwater-JWC Quote#C-130202-H1N0

2. Sole Source Letter city of Atwater

SULZER CONFIDENTIAL
To: Steven Pound Date:7/17/2025

Subject: Sole Source for Muffin Monster
Federal Tax ID# 45-2771126
Customer Name:City of Atwater
JWC Environmental is the inventor and owner of the Muffin Monster, Channel Monster, Auger Monster, Screenings Washer Monster, Honey Monster and Monster Screening Systems. We hold numerous patents and trademarks on these products.

JWC Environmental is the sole manufacturer of these products and the exclusive source for service parts for this equipment.

JWC Environmental operates the only Service Centers that are factory authorized to perform repairs on Muffin Monster, Channel Monster, Auger Monster, Screenings Washer Monster, Honey Monster and Monster Screening Systems.

All repairs will be performed at a JWC Environmental Service Center and will come with a one (1) year warranty.

Please feel free to contact me at 800-331-2277 or [email protected] if we can provide any additional information.

Best Regards,
Adrian Jimenez
Customer Service
Phone: 800-331-2277
Fax: 714-549-4007

CITY COUNCIL

AGENDA REPORT

MEETING
DATE:

August 11, 2025
TO: Mayor and City Council
FROM: Justin Vinson, Public Works Director

PREPARED
BY:

Justin Vinson, Public Works Director
SUBJECT: Approving specifications and authorizing advertising and Call for Bids for the purchase of an Electric Street Sweeper (Public Works Director Vinson)

RECOMMENDED COUNCIL ACTION
Approving plans and specifications and authorizing advertising and calling for bids for Electric Street Sweeper Project, City Project No. 25-02 Bid Call No. 734-25.

I. BACKGROUND/ANALYSIS:

The city currently has one street sweeper that is operable. This is a 2022 Schwarze A7 Diesel-powered street sweeper. The city also has a 2012 International 4300 M7 Maxxforce Diesel-powered sweeper that no longer works. Only having one sweeper in use doesn't allow Public Works staff to finish sweeping the whole city in a week, and also leaves no backup for when there is maintenance or servicing of the 2022 Schwarze sweeper.

At the October 28th council meeting, council approved a resolution approving the city manager to apply for grant funding and to execute all agreements and documents for any grant funding for a new Ravo Electric Street Sweeper. Staff applied for a Congestive Mitigation and Air Quality (CMAQ) grant for funding up to $499,000 for the purchase of a new Ravo Electric Street Sweeper. The City of Atwater was awarded the grant funding, and now at this time is approving specifications and advertising a Call for Bids to get pricing back on the electric street sweeper. Staff is anticipating receiving the bids on September 11th, 2025, reviewing the bids, and then returning to the city council on September 22, 2025, to award a purchase of a new street sweeper.

II. FISCAL IMPACTS:

Sufficient funding for this Call for Bids is available.

This item has been reviewed by the Finance Department.

CITY COUNCIL
Mike Nelson, Mayor
Danny Ambriz Brian Raymond
John Cale Kalisa Rochester

Agenda Report - Approving specifications and authorizing advertising and Call for Bids for the purchase of an Electric Street Sweeper (Public Works Director Vinson) Page 2

III. LEGAL REVIEW:

This item has been reviewed by the City Attorney's Office.

IV. EXISTING POLICY:

This item consists of goals number one (1) and two (2) of the City's Strategic Plan; to ensure the City's continued financial stability and to improve public safety, respectively.

V. ALTERNATIVES:

N/A
VI. INTERDEPARTMENTAL COORDINATION:

This item has been reviewed by all departments.

VII. PUBLIC PARTICIPATION:

The public will have an opportunity to provide comments on this item prior to City Council action.

VIII. ENVIRONMENTAL REVIEW:

This item is Categorically Exempt (CE) pursuant to the California Environmental Quality Act (CEQA) guidelines.

IX. STEPS FOLLOWING APPROVAL:

Upon City Council approval, staff will advertise the Notice Inviting Bids in a local newspaper, on the City's website, and with one or more regional Builders Exchange.

Staff anticipates returning to the City Council with a recommendation to award the Purchase Order.

Submitted by:

Justin Vinson, Public Works Director
Approved by:

Chris Hoem, City Manager
Attachments:

1. Electric Street Sweeper Package -Final

Agenda Report - Approving specifications and authorizing advertising and Call for Bids for the purchase of an Electric Street Sweeper (Public Works Director Vinson) Page 3

1 CITY OF ATWATER

PUBLIC WORKS DEPARTMENT
INVITATION FOR BID FOR:

ELECTRIC STREET SWEEPER
BID CALL NO. 734-25
Notice is hereby given that sealed bids will be received at the City of Atwater Council Chambers located at 750 Bellevue Road Atwater, California until 2:00 PM local time, on September 11, 2025 at which time they will be publicly opened and read for the furnishing and delivering of One Electric Street Sweeper OR EQUAL. Please carefully read and follow the instructions.

Bids shall be presented under sealed cover. Clearly marked Electric Street Sweeper and bid submittal deadline date on the outside and mailed or delivered to:

City of Atwater
City Clerk’s Office
1160 5th St
Atwater, California
Contact: Matt Del Real, Public Works Superintendent
Phone: 209-777-1316
E-Mail: [email protected]
Any bidder who wishes their bid to be considered is responsible for making certain that their bid is received by the City Clerk’s office by the Bid Submittal Deadline. NO ORAL,

TELEPHONIC, TELEGRAPHIC, ELECTRONIC (E-MAIL), OR FACSIMILE BIDS OR MODIFICATIONS WILL BE CONSIDERED. BIDS RECEIVED AFTER THE BID

SUBMITTAL DEADLINE WILL BE REJECTED REGARDLESS OF POSTMARK DATE AND WILL BE RETURNED TO THE BIDDER UNOPENED.

BID SUBMITTAL DEADLINE; 2:00 P.M., THURSDAY, September 11, 2025 BIDS WILL BE CONSIDERED LATE WHEN THE CITY CLERK’S OFFICIAL TIME CLOCK READS 2:00 P.M.

By order of the City Council of the City of Atwater, State of California on August 11, 2025

Justin Vinson
Public Works Director

2 TABLE OF CONTENTS
SECTION ...........................................................................................................................PAGE

1. Technical Specifications .....................................................................................3

2. Invitation for Bid Calendar and Checklist ........................................................... 7

3. Instructions for Submitting Bids ......................................................................... 8

4. General Terms and Conditions......................................................................... 11

5. Award of Bid....................................................................................................... 17

ATTACHMENTS
A. Signature Sheet................................................................................................. 20 B. Bid Cost Sheet................................................................................................... 21 C. Reference List ................................................................................................... 23 D. Subcontractor List .............................................................................................. 24 E. Special Requirements, (FHWA) Clauses .......................................................... 25 F. Equal Employment Opportunity Certification .................................................... 32 G. Statement of Eligibility ...................................................................................... 33 H. Affidavit of Non-Collusion .................................................................................. 34 I. Buy America Certification .................................................................................. 35

J. Certificate for Non-Compliant With Section 165(b)(3) ........................................ 36 K. Motor Vehicle pollution Certification.....................................................................37 L. Service and Parts Data...................................................................................... 38 M. Certification of Primary Contractor ................................................................... 39 N. Certification of Lower Tier Participations (SUBCONTRACTOR)...................... 40 O. Certification of Restriction on Lobbying ............................................................. 41

3 SECTION 1

TECHNICAL SPECIFICATIONS
FOR FURNISHING TWO (2) NEW TITLE 23 TIER 4 DUMP TRUCKS

GENERAL DESCRIPTION OF INTENDED USE
The City of Atwater Public Works Department has received a partial waiver from the Federal Highway Administration for the purchase of Electric Street Sweeper.

The following specifications will be considered as minimum. The Electric Street Sweeper shall be of new, current Manufacture. All chassis and sweeper components necessary for the complete and proper functioning of the street sweeper shall be included in the bid. The unit shall be delivered completely assembled, serviced and ready to operate.

Bidder shall initial in the space provided for Minimum Specifications and Options to indicate that the bidder has read that item and is capable of supplying the item required. Do not initial the item if you are unable to supply the item as required. If unable to supply an item, indicate in writing the alternates that you can supply. The total proposed price on the proposal page must INCLUDE all of the specifications and options that are initialed or offered by the bidder.

Specifications:

The sweeper in this specification shall be a purpose-built design with right side steering, six wheels, single engine, hydrostatic drive, 6.5yd3 (Tipping) or 5.5yd3 (Container dump) cubic yard hopper, with three pulled mounted gutter broom system.

1. GENERAL SPECIFICATION REQUIREMENTS:

1.1. Quality and Workmanship: The manufacturer shall use components, materials and design practices that are the best available in the industry for the type of operating conditions to which the vehicle will be subjected. Engine, hydraulics, differential, brake, suspension, wheels, tires, sweeper body and other component parts of the vehicle shall be heavy duty, and selected to give maximum performance, service life, as well as safety and not merely meet the minimum requirements of this specification. Shall be a minimum of 100 like all electric sweepers in current operation, no prototypes allowed.

1.2. Condition: The vehicle chassis and sweeper body with all its associated equipment shall be new and unused, and the most current production model consisting of parts and materials that are the proper size, quality and design for the unit specified. Components and accessories not specifically mentioned but considered standard by the manufacturer shall be included. Components and accessories listed as standard in the manufacturer's current literature may not be removed unless it is to upgrade the equipment or is a necessity due to the addition of an accessory. The vendor shall provide a list of these removed components at

4 preconstruction if any for City approval. Optional equipment shall be installed in accordance with this specification.

1.3. Rules and regulations: The vehicle bid shall comply with all current regulations and/or standards applicable but not limited to the list below:

• Department of Transportation (DOT)
• Federal Highway Administration, 49 CFR Motor Carrier Safety Regulations and Standards
• Federal Motor Vehicle Safety Regulations and Standards (FMVSS) • National Highway Traffic Safety Administration
• Society of Automotive Engineers
• U.S. Environmental Protection Agency-Federal Energy Administration • California Vehicle Code
• California Administrative Code
• California Air Resource Board
• American National Standards Institute including ISO 26262 Road Vehicle Functional Safety Guidelines (ANSI) and ANSI LV.
• National Electric Codes(NEC) including NEC 70 specifically Article 551 • Occupational Safety and Health Agency Regulations (OSHA) • Underwriters Laboratory Listings (UL)
• Unit must be PM10 certified by South Coast Air Quality Management district

1.4. Quality Assurance Provisions

1.4.1. Pre-delivery checklist: Prior to delivery, each piece of equipment and vehicle component shall be completely inspected and serviced by the delivering dealer and/or the manufacturer's standard pre-delivery service. A check list shall be completed for each vehicle including all OEM and additional equipment that it was inspected for proper operation. This check list shall be included with the vehicle at the time of delivery.

1.4.2. Receiving Inspection: The vehicle chassis and sweeper body shall be fully inspected at the time of delivery and if rejected because of deficiencies, it shall be the successful bidder’s responsibility to make the necessary corrections. Payment and/or the commencement of a discount period (if applicable) will not be made until the vehicle meets the City’s specification for construction and operation.

1.4.3. Demonstration and Evaluation: The City reserves the option to request, and the bidder shall agree to provide, an “on the job demonstration and evaluation” for the City’s Fleet Management personnel before acceptance of contract in the event performance of unit proposed is not familiar to the City. If requested by the City, a demonstrator unit shall be made available prior to award and provided at no additional cost to the City. Time and number of hours required for such evaluation shall be as determined by the City.

5 1.4.4. History and references: The successful bidder shall have built, sold, and delivered a total of three (3) similar units to this specification within the last three (3) years. The Bidder shall provide at least three (3) references to the City along with bid submittal.

1.4.5. Prototype Vehicles: No prototype or experimental vehicles will be accepted

1.4.6. Heavy Duty: The term “heavy duty”, as used in this specification, shall mean that the item to which the term is applied shall exceed the usual quantity, or capacity supplied with standard production vehicles and it shall be able to withstand unusual strain, exposure, temperature, wear and use.

1.5.Electrical Harness Installation Requirements:

To ensure rugged dependability, all 12- 24-volt wiring harnesses installed by the vehicle body manufacturer shall conform to all regulations and guidelines applicable to this type of application specify the following specifications:

1.5.1. Wiring shall be run in loom or conduit where exposed and have grommets or other edge protection where wires pass through metal. Wiring shall be color, function and number coded. Wire colors shall be integral to each wire insulator and run the entire length of each wire. Harnessing containing multiple wires and using a single wire color for all wires shall not be allowed.

Function and number codes shall be continuously imprinted on all wiring harness conductors at 2.00" intervals. Exterior exposed wire connectors shall be positive locking, and environmentally sealed to withstand elements such as temperature extremes, moisture and automotive fluids. Electrical wiring and equipment shall be installed utilizing the following guidelines:
• All wire ends not placed into connectors shall be sealed with a heat shrink end cap. Wires without a terminating connector or sealed end cap shall not be allowed.
• Any electrical component that is installed in an exposed area shall be mounted in a manner that shall not allow moisture to accumulate in it. • For low cost of ownership, electrical components designed to be removed for maintenance shall be quickly accessible. For ease of use, a service loop shall be provided behind the appliance to allow them to be pulled away from the mounting area for inspection and service work. • Corrosion preventative compound shall be applied to non-waterproof electrical connectors located outside of the cab or body. All nonwaterproof connections shall require this compound in the plug to prevent corrosion and for easy separation of the plug.
• Any lights containing non-waterproof sockets in a weather-exposed area shall have corrosion preventative compound added to the socket terminal area.

6 • All electrical terminals in exposed areas shall have DOW 1890 protective Coating applied completely over the metal portion of the terminal. • Rubber coated metal clamps shall be used to support wire harnessing and battery cables routed along the chassis frame rails.
• Heat shields shall be used to protect harnessing in areas where high temperatures exist. Harnessing passing near the engine exhaust shall be protected by a heat shield.
• All braided wire harnesses shall have a permanent label attached for easy identification of the harness part number and fabrication date. • All standard wiring entering or exiting the cab shall be routed through sealed bulkhead connectors to protect against water intrusion into the cab. • The use of scotch locks or wire nut electrical connectors shall not be acceptable.
• All fuse blocks shall use screw type terminals, spade connecters will not be acceptable. They shall also be properly labeled and utilize a clip on cover. Proper size fuse block shall be used for the number of fuses required. Fuse blocks shall be favored over inline fuse holders.

1.6. Bid Submittal Drawings and Pre-Production Drawings: A complete set of contractor's specifications and CAD drawings showing the side and top view, overall length, and all dimensions of the proposed vehicle with sweeper body, equipment and all component locations must be submitted with the bid for comparison. These drawings must reflect the actual unit of the spec. Within twenty days following the preconstruction meeting an updated set of drawings will be submitted to City staff for final approval before building process is to begin.

1.7.Pre, mid, and final-construction inspections: The vendor and/or manufacturer will allow for three (3) City representatives at the final inspection which must be of the completed product before delivery/shipping. Any costs incurred for the final inspection will be included in the bid price.

1.8. Weights and Calculations: The overall size, weight and stability of the finished vehicle are critical to the City of Atwater. All compartment sizes, overall length, height, wheelbase, turning radius, angle of approach, angle of departure, individual axle loads, stability calculations, fully loaded weight of the vehicle, and remaining payload per axle will be included with the proposed bid. A weight certificate shall be completed from a certified scale and be presented with the delivery paperwork.

1.9.Successful bidder’s weight distribution shall not load the vehicle in such a manner as to exceed any individual axle rating, spring or spring hanger rating or tire and wheel rating. Axles are to carry weight distribution as per SAE axle load rating.

7 1.10. The successful bidder will assume all responsibility and submit a written document assuring the compatibility and proper weight distribution of the sweeper chassis and accessories submitted in their bid.

1.11. Delivery: Delivery shall be no greater than 60 days from the date the vendor receives the City’s Purchase Order. Delivery will be made at the City Corporation Yard.

1.12. Documents: The following documents shall be delivered to the consignee (receiving agency) with the vehicle:

1.12.1. Titling document or Certificate of Origin with verification of vehicle completed.

1.12.2. Completed and signed pre-delivery service checklist.

1.12.3. All component warranties for chassis and body with vendor information for repair. This shall include any information pertaining to additional warranties on components or aux equipment.

1.12.4. Total invoice with PO number stated on document

1.13. In-Service Notification: Equipment not placed in-service immediately upon receipt because of time lag to construct body components and/or installation of special equipment shall be warranted from the date the unit is placed in service.

The receiving agency shall notify the vendor in writing of actual "in-service" date. This date will be the start date of the warranty period for chassis and body

1.14. Warranty: The manufacturer's regular new equipment warranty shall apply to all vehicles procured against this specification and shall include all additional components specified. The successful vendor is responsible for all travel expenses associated with warranty repairs to include: mobile service, transportation of equipment, and parts shipment. All franchised dealers of the vehicle within the State of California shall honor this warranty. The City's established preventive maintenance procedures and practices shall be acceptable to the manufacturer/dealer in lieu of the manufacturer's prescribed procedures, which may form a part of the warranty. A warranty certificate and/or card shall be supplied with each vehicle delivered.

This warranty should be facilitated through one contact person at the successful bidder’s company. Documentation shall be provided at the time of delivery which clearly states warranty terms and durations for equipment and components mounted.

Complete Unit warranty: Minimum of two (2) Years or 2,000 Hours (whichever comes first) full vehicle and component warranty in conjunction with any additional individual component warranties.

Chassis and Container Module Warranty: Full five (5) year warranty on the

8 Chassis and container module.

Battery: Minimum of five (5) years or 8,000 Operational Hours; whichever comes first

1.15. Exceptions: Exceptions to this specification shall be in writing and submitted though the proper bid process. Failure on the part of the bidder to comply with the requirements and conditions of this specification may subject bid for rejection. The burden of proof of compliance with this specification will be the responsibility of the bidder. Current literature on the vehicle bid shall be furnished.

2. CAB AND CHASSIS: New ALL-ELECTRIC PURE VACUUM PURPOSE BUILT

STREET SWEEPER

3. 3.1. General Data: Manufacture shall verify that all weight ratings and chassis measurements are accurate with the complete unit prior to bid submission. If discrepancies are identified they shall be submitted during the proper phase of the bid process and included with the bid submittal.

• Weight: Shall not exceed 25,500lb GVWR
• Curb Weight: Maximum 14,500 lbs (Tipping) / 15,000 (Container Dump) • Load Capacity: Shall not be less than 10,750 lbs (Tipping) / 10,300 (Container Dump)
• Length: 178” maximum
• Height: 110” maximum
• Width: 89” maximum
• Wheel Base: 71.5” maximum
• Turning radius: Shall not exceed 199”

3.2. Cab: Shall be fully enclosed with all standard features specifically the following:

1. Air Conditioning

2. Cruise control for sweeping in sweep mode.

3. Heater with variable speed fan and defrost setting.

4. Heavy Duty Black vinyl or rubber floor covering

5. Shall be factory standard grey interior, including roofing material

6. Sun visors for operator, and passenger

7. Electric windshield wipers with intermittent function and window sprayer

8. Adjustable Steering Colum – tilt / telescoping, arm rest, and dash panel.

9. Self-Canceling Turn Signals

10. LED Dome Light

11. LED Clearance Lights

12. LED Map Lights

13. Operator lockable Storage

14. Hi and Low Beam Headlights

15. Hopper viewing door

9 3.3. Cab Design and Mounting: Cab shall be mounted front of the sweeper design with right side mounted single steering and left side passenger seat. Shall feature a panoramic unobstructed view for the operator. Vehicle shall feature a right-side steer cab configuration, left or dual steer cab positions shall not be accepted. Shall include sound suppression insulation. Cabin shall not exceed a noise level of 65 db. Cab shall be completely dust and weather tight when closed with serviceable cabin air filter(s).

3.4. Dash and Trim: Shall be factory grey interior color for all dashboard, door panels and trim.

3.5. AM / FM Radio: Hands free Blue Tooth compatible AM-FM stereo with digital clock and minimum two speakers. Shall be able to sync with blue tooth compatible cellular phones to send and receive calls according to all applicable hands free driving regulations. Radio shall include MP3 and a USB port and supported by the OEM.

3.6. Dash Mounted Gauges and Indicators: All standard gauges and light indicators shall be provided including but not limited to the following:

3.6.1. Volt / Ammeter

3.6.2. Tachometer

3.6.3. Transmission Oil Temperature

3.6.4. Engine Hour Meter

3.6.5. Indicator Light Hydraulic Filter Restriction

3.6.6. Indicator Light Air Restriction

3.6.7. Indicator high / low beam

3.6.8. Indicator turn signal

3.6.9. Indicator park brake

3.6.10. Water Tank Level Gauge

3.6.11. Indicator hopper door status

3.6.12. Indicator hopper dump status

3.6.13. Indicator suction head position

3.6.14. Indicator blower status

3.6.15. Indicator broom(s) status i.e. position and rotation

3.6.16. Indicator broom water spray system status

3.7. 12V Outlet: Shall have a dash mounted 12v outlet.

3.8. Cab Mirrors: Two manufactures heated mirrors that extend out past the body.

They shall be two parts with flat mirrors 6” x 10” and lower convex mirrors per side.

Electrical connectors to be provided at the mirrors to allow easy removal and replacement.

3.9. Cab Steps and Grab Handles: Shall include full safe ergonomic cab access steps and handles. Steps shall work in conjunction with grab handles to provide full 3 points of contact while entering and exiting the cab. Steps shall include non-slip

10 surfaces. Note steps not to exceed 16” between each step this includes first step from ground level. Cab floor height from ground shall be 31”.

3.10. License Plate Holders: Front and rear mounted License plate holders. Must include all hardware and the rear shall be LED illuminated.

3.11. Overall Height Placard: Shall have a 2” x 4” permanently engraved plastic “Overall Height” placard installed clearly visible to the operator. Shall be red background with white lettering.

3.12. Chassis Horn: Shall have manufactures standard electric horn.

3.13. Operator Seat: Air suspension type with heavy duty vinyl upholstery, dual arm rest, and shock absorbers. shall be mounted right side of cab (curbside).

3.14. Passenger Seat: Shall include a left side passenger cab seat.

3.15. Seat Belts: Operator and passenger seat shall have manufactures standard 3- point self-retracting lap and shoulder belt. Preferred safety orange.

3.16. Keys: There shall be three (3) keys for every lock. These keys shall be unique to this truck. These keys shall all be programmed to the vehicle and be included with the vehicle at the time of delivery.

3.17. Cab Windows: All windows shall be factory tinted and approved safety glass.

3.17.1. Street and Curb Side Windows: Shall have manufactures standard upper door sliding windows and lower door sweep viewing windows.

3.17.2. Windshield: Shall have manufacturer’s standard safety glass full width one-piece window.

3.17.3. Floor Window: Shall have impact resistant center mounted floor window for viewing suction head from the operator’s position.

3.18. Rear / Left side and Suction head View Camera Systems: Factory rear / left side view camera system shall be included and installed. Rear View and left side view camera system with 7” color monitor and a second suction nozzle camera and 7” monitor shall be provided and installed. Rear and side view System shall automatically activate when the vehicle is placed into reverse and switching to the left side view when sweeping forward and have the option to be continuously activated to the desired camera angle. Camera and monitor placements shall be determined at the pre-construction meeting but shall be mounted in such locations to allow optimum viewing from the operator’s position.

3.19. Chassis Frame: Shall be 4 millimeter thickness minimum Corten steel chassis

3.20. Tow Hooks: Front and Rear frame mounted tow hooks inside of the frame rail.

11 3.21. Front Bumper: Shall be factory standard metal full width painted bumper.

3.22. Tool Box: Shall include a passenger side mounted tool box.

2.23 Drive System: Shall be a hydrostatic continuous variable system with a top speed of 25 mph

2.24 Suspension: The suspension system shall meet or exceed the specified GVWR and axle rating. Body builder shall confirm the suspension to ensure proper capacity.

2.25 Front suspension: Shall be a factory independent, hydro pneumatic selfleveling system

2.26 Rear suspension: Rubber cone spring type rated to support full load and curb weight rating.

2.27 Steering: Shall be manufactures recommended heavy duty power steering, shall be provided by a dedicated steering independent pump. Final Steering mechanism shall be a transverse mounted hydraulic piston fixed to chassis between front wheels with heavy duty tie rod to spindle connections.

2.28 Brakes: Layout - Dual circuit, full pressure by tandem foot metering valve, one on front brakes , other on rear brakes, rear brakes through ALR valve. Maximum front pressure is 140 Bar

2.28.1 Front brakes: Ventilated disc brake, Perrot Disk d=246 mm, Perrot caliper 2 pistons each side d=65 mm or equivalent

2.28.2 Rear Brakes: Combination of hydrostatic engine brake with hydraulically actuated servo drum brakes or equivalent

2.28.3 Parking Brake: On exterior rotation disk of rear wheel

2.29 Wheels: Total of six (6) heavy duty disk type wheels shall be supplied (6 wheels on the sweeper and 1 loose wheel for the front and rear as spares).

2.30 Tires: Total of six (6) tires shall be supplied. Shall be new Highway rated and no recaps shall be acceptable. Tires shall be of a combined load range to support the full GVWR of the vehicle.

2.30.1 Front Tires: 215/75 R17.5

2.30.2 Rear Tires (Dual): 215/75 R17.5

2.31 Spare Wheels: Supply two (2) spare wheels with tires, one (1) front, one (1) rear wheel for dual tires (1 piece).

2.32 Stop, Turn, Tail, and Reverse Lights: Shall be LED design and flush mounted.

Sweeper manufacture shall supply and install all DOT and FMVS required lighting

12 to the rear of the utility body. This shall include a high mounted 3rd brake light located on the rear of body.

2.33 Rear Bumper: Shall be integrated with the rear of the sweeper body. Must also feature rubber bumpers mounted.

2.34 Door lock: Doors shall be lockable from the inside by central door locking 3 POWERTRAIN AND ELECTRICAL CHARGING SYSTEM:

3.1 Powertrain The powertrain should meet the following standards:

Electric Motor Broad Ocean DDM60 or
equivalent
Casing Length (mm) 305
Casing width (mm) 360
Casing height (mm) 340
Weight (kg) 110
Ingress protection (IP) IP67
Maximum power (kW) 150
Continuous power (kW) 70
Maximum Torque (Nm) 980
Continuous Torque (Nm) 350
Normal Operating range (rpm) 0-3500
Derating range (rpm) 3500-3700
Overspeed range (rpm) 3700-4200
Cooling system 40% Distilled water / 60% Glycol
Coolant temperature (°C) -40 to 65
Coolant Flow (L/h) 1200

3.2 Chassis electrical system and Batteries: Shall be a 24volt system utilizing two (2) 12volt heavy duty sealed maintenance free AGM batteries with the highest available (CCA) cold cranking amps available for this application, 1,400CCA combined minimum. Battery cut off switch shall be installed in cab. Note: A permanent engraved metal label shall be in place at the battery compartment indicating “Caution 24-Volt system”

3.3 Motor control unit: The motor control unit should meet the following standards:

Motor Control Unit (MCU) CO150-HV or equivalent
Casing Length (mm) 416
Casing width (mm) 300
Casing height (mm) 110

13 Weight (kg) 12
Ingress protection (IP) IP6K9K
Schock & Vibratoin standard GMW3172
Ambient temperature (°C) -30 °C to 65 °C
Operating voltage (VDC) 150-750
Maximum current (A) 392
Continuous current (A) 173
Cooling system 40% Distilled water / 60%
Glycol
Coolant temperature (°C) -40 to 65
Coolant Flow (L/h) 400

3.4 Motor and drive system
• Battery capacity: 100 kWh / 480 volt
• Battery type: Lithium iron phosphate (LiFePO4)
• Max. torque / power 765 Nm / 150 kW (peak) - 70 kW (nominal) • Chargers (incl. with machine) 22 kW AC internal
• Plug Type 2 connector (IEC 62196-2) / Combo 2 connector (IEC 62196-3) available as an option
4 BRAKE PLUS STEERING MOTOR: Shall meet the following criteria Brake + Steering Motor
Make Engiro or equivalent
Part number 205W-08095-SHR
Electrical Data
Number of phases 3
Number of pole pairs 4
Maximal efficiency > 96 %
T/I constant (I<Inom) 1.69 Nm/A
U/n constant (AC) 164 V/(1000RPM)
Ke constant 0,392 V/(rad*s-1)
Additional Data
Weight (w/o cables) 34 kg
Rotor moment of inertia 0,0123 kg*m²
Protection category IP65 / IP69k
Maximal rotor temperature 140 °C
Allowed ambient temperature -20 … 45 °C
Cooling (medium, flow rate,
inlet temperature, pressure)
water/glycol 50/50,
6 l/min, ≤ 45°C, ≤

14 0.5 bar
Temperature monitoring 1 x KTY84-130
Type approval CE, EN 60034
Customs tariff number 8501
5230
8501 5230
Connectors
Power terminals 3 x M25 cable
gland
Signal connectors M16, 10 pin
Cooling connectors 2 x ¾" / 19 mm
5 SWEEPER EQUIPMENT:

Sweeper system shall be complete and operational at the time of delivery. If a component is required for the operation of the sweeper but is not specifically listed, it is the successful bidder’s responsibility to provide. Documentation providing exact information for the sweepers design, performance, and capacities shall be provided with bid submittal.

5.1 PM10 Certified Option: This sweeper shall be built to comply and be certified to the dust regulation system PM10 standard otherwise referred to as AQMD RULE 1186.

5.2 HOPPER:

5.2.1 Location: Aft of the cab.

5.2.2 Capacity: 6.5 cubic yards (Tipping)

5.2.3 Lift and Capacity: Shall be a dual hydraulic ram cylinder lift mechanism with a lifting capacity that exceeds the combined weight of hopper load capacity (Tipping)

5.2.4 Hopper Construction: Hopper shall be constructed of stainless steel for strength and corrosion resistant (no exceptions), the floor and front aperture to have integrated ribs for stiffness. Hopper floor shall be supported by a substructure made of 3” steel tubing.

5.2.5 Rear Hopper Door: Hopper door to be constructed of Corten steel and is to be painted. Two Hydraulic rams shall open and close hopper door and shall have a manually operated safety prop for Hopper door when in the open position. A steel cover to protect wiring shall be installed.

5.2.6 Hopper Dump Height: Shall be capable of dumping at different heights and dump capability above the ground to the bottom of the hopper chute door. Hopper dump to have a tipping angle of 58 degrees and have a tipping height of 34”.

5.2.7 Dump Location: Shall dump to the rear of the sweeper.

5.2.8 Inspection doors: Hopper to have two (2) inspection doors one located on the street side and one located on the curb side.

5.2.9 Easy Lift Grid option: Hopper to have the easy lift stainless steel grid option to assist in the hopper cleaning process

15 5.2.10 Hopper Controls:

5.2.10.1 Shall be a remote pendant control to operate dump features of hopper, the operator shall utilize the control on the curb side (right) of the sweeper.

5.2.10.2 Install an additional in cab switch to control dump features from the cab operators position if available.

5.2.11 Safety Lockout: Shall automatically lock out the controls to prevent movement of the vehicle while dumping.

5.2.12 Warning: Shall have hopper dump alarm to alert when hopper not in the rest position.

5.2.10 Filtration System: Shall include a filtration system and shall limit harmful particle exhaust.

5.2.11 Hopper door lock: Hopper door secured by two
hydraulically actuated locking pins.

5.2.12 Hopper door Seal: Shall be a EPDM seal that is
weather temperature resistant

5.2.13 Hopper safety prop: Shall have a permanently attached hopper manual safety prop for use with hopper in the up position to provide a safe work environment for technicians and operators with the hopper in the up position; this safety prop shall be rated to exceed the full weight of hopper and with full load in the up position while not depending on the hydraulic system to hold hopper in the up position. Prop to be painted safety yellow and be clearly labeled

5.3 VACUUM SYSTEM:

5.3.1 Fan housing: Inner fan housing made of Corten steel and painted, outer fan housing aluminum, painted grey.

5.3.2 Vacuum fan: Fan mounted above hopper shall be upgraded to a 28”-10 blade Aluminum fan with a tensile strength of 190 N/mm and a hardness of 52HB; Maximum rotation speed of 3300rpm.

5.3.3 Pick up head and suction tube: Shall be a 24.8” wide Linatex coated pick head up made of Corten steel with extension plate and suspended swivel wheel. Pick up head to be located forward of the front wheels between the front brooms, and have a heavy duty 8.9” 304 stainless steel suction tube.

5.3.4 Air deflection Plate Option: A plate shall be mounted at rear of the sweeper to deflect air from the sweeper vacuum system to divert the exiting air from causing external dust ups.

5.3.5 Wash out coupling: Provide ground level wash out coupling for fan and hopper.

Note: System shall have the heavy duty option.

5.4 GUTTER BROOMS:

5.4.1 Gutter Broom location: The Street and curbside gutter brooms shall be mounted forward of the front wheels below the cab. The gutter brooms shall be mounted as in a pulled position

16 5.4.2 Diameter: 35” each

5.4.3 Broom Rotation speed: 0 to 210 rpm

5.4.4 Lift: Hydraulic displacement cylinders

5.4.5 Impact Protection: Pull spring loaded system with constant pressure, spring allows broom to fold in when curb contact occurs.

5.4.6 Broom deploy / tilt / rotation controls: Brooms shall be controlled using a combination of Joystick / switch and dial controls to control all functions of the brooms, i.e. deploy rotation and tilt. All broom controls shall be at cab operator’s position. Side Brooms shall have a tilt angle of 21 degrees and side shift of 9.1 inches.

5.4.7 Gutter Broom Lights: Shall include LED flood lights to illuminate the sweeping path and area, individually controlled by dash mounted switches for each broom.

5.5 Third Broom / Weed Cutter: Shall provide and install third broom center, front mounted and have a linear movement of 47” and a maximum reach of 77”.

5.5.1 Third Broom 4-way tilt option: Third brush tilt functions shall include forward, back, left and right tilt functions controlled from dash mounted switches.

5.5.2 Third Broom Light: Shall include LED flood light to illuminate the sweeping path and area, individually controlled by dash mounted switch for each broom

5.5.3 Third Broom Release: Quick release system shall allow the quick change of the third broom in the event the broom needed to either be removed or mounted on the sweeper to take no more than five (5) minutes.

5.5.4 Sweeping Path:
• The sweeping path using the two side brooms shall be 87” • The sweeping path using all three brooms shall be 134”

5.6 WATER SPRAY SYSTEM:

5.6.1 Capacity: 160 Gallons

5.6.2 Tank Construction: There shall be two (2) water tanks (80 gallons each) and shall be built Integral with the chassis frame made of Corten steel

5.6.3 Water pump: Tellarini branded or equivalent self-priming, belt-driven pump capable of below maximum flow and pressure:
• Max flow output: 12.4 GPM @ 7.3PSI
• Max pressure of system: 3.0 GPM @ 29.0 PSI

5.6.4 Spray Nozzles: 11 nozzles total, two (2) per broom head and five (5) in the suction head and tube.

5.6.5 Nozzle Control: Spray nozzles shall be separately controlled at each location giving the operator the ability to turn the water on or off at each broom. The water pressure shall be constant and nonadjustable.

17 5.6.6 Filters: There shall be three (3) water system filters, one (1) in each tank and one (1) inline system filter, mounted under the cabin. All water filters shall be Replaceable and Serviceable.

5.6.7 Water Tanks Fill location and Hose: The water tanks fill location shall be on the curb side behind operator cabin. Provide one (1) 15’ hydrant fill hose with the proper fittings for use with standard City Hydrant. One (1) Hydrant wrench shall be provided. A mounted hydrant tool and 15’ hose holder shall be provided to secure for travel.

5.6.8 Water tank level gauge and low warning: Low water level gauge and warning light in cab dash control panel.
6 SAFETY SYSTEMS, LIGHTING AND SIGNS:

6.1 Blind Spot Camera: Located on left-hand (LH) side of the sweeper shall be a blind spot camera with the ability to see oncoming traffic, pedestrians, and bicyclist – providing enhanced visibility for the operator to see while inside the sweeper.

6.2 Mounting Rack Option: Mounting Rack on rear door for mounting signs and tools (two mounting rails)

6.3 Full LED light Package:

6.2.1 Provide and install a total of ten (10) LED work lights; one (1) LED light over each broom, one (1) at hopper location, in addition four (4) LED work lights to be roof mounted (two front and two rear of sweeper), one (1) work light in the engine bay and one(1) light for pick up head.

6.2.2 Provide and install front and rear roof mounted Amber beacons. 7 SWEEPER COLOR: All Sweeper ABS body panels shall be painted white and the chassis shall be painted white
8 SOFTWARE: All software and data links required for the diagnosis and repair of the chassis, body, powertrain and installed components within this specification Shall be provided by the successful bidder. The software shall be loaded and fully functional on to the city’s current fleet owned laptop prior to training, along with any one (1) year manufactures subscriptions required to operate this software at no cost to the City.

Software shall cover but not be limited to support for the powertrain, transmission, braking system, CAN systems, on board up-fitting and all other computer-controlled equipment.
9 TELEMATICS: The vendor shall supply a free three (3) year subscription (renewable at any time thereafter) allowing for the complete and unobstructed monitoring of street sweeper. Specific metrics and performance indicators shall be viewable on dashboard while providing visibility to the exact location and speed of the street sweeper to enhance productivity of the city street sweeping program.

18 10 TRAINING: Within 15 days after delivery, the successful bidder shall be present to provide a minimum of eight (8) hours of training to familiarize those members designated by the City of Atwater Fleet Manager with all aspects of the sweeper and mounted equipment. This shall include all systems and components along with all their proper safe operation, adjustment, and settings. Must include all daily cleaning and lubrication requirements to be operator performed. Training shall be proctored by a representative that is familiar with operating the sweeper during normal operating conditions. Training instructor must perform a practical on the road ride along with a designated operator during their normal shift for minimum of four (4) hours. Required hours for training will be discussed at the pre-construction meeting. An additional four (4) hours of instruction shall be designed to explain the maintenance and service requirements of the equipment to fleet maintenance personnel. The training will be conducted at the City of Atwater Corporation Yard.
11 MANUALS: The vendor shall supply the following manuals at the time of delivery in electronic format i.e. USB thumb drive, DVD etc. Book and paper copies are not acceptable:
• One (1) operator’s manual with each vehicle or equipment • One (1) parts manual with parts explosion diagrams
• One (1) repair and service manual
• One (1) complete equipment electrical diagram
• One (1) Up-Fitted Electronic systems diagram and networking chart • Operator and repair manuals for all mounted equipment are required; paper copies are acceptable
All equipment cataloged as standard from the factory shall be furnished by the factory and included in the purchase price. All requested options which are not part of any standard package shall be furnished and installed by the factory unless otherwise specified, and shall also be included in the purchase price. Options which the factory is unable to furnish will be subject to approval or rejection by the City.

19 SECTION 2

INVITATION FOR BID CALENDAR AND CHECKLIST

1. Calendar
a. Availability of Invitation for Bid August 12, 2025
b. Submittal of Questions / Corrections – Section 3.2 August 28, 2025

c. Closing Date for Invitation for Bid – Section 3.3 September 11, 2025

2. Submittal Checklist
a. Signature Sheet Attachment A Section 3.1.a
b. Bid Cost Sheet Attachment B Section 3.1.a
c. Reference List Attachment C Section 3.4
d. Subcontractor List Attachment D Section 4.17
e. Federal Clauses Attachments E - J

20 SECTION 3

INSTRUCTIONS FOR SUBMITTING BIDS

1. Bid Submittal
a. Bid must be submitted on the form(s) provided by and made available to The City of Atwater, City Clerk’s Office 1160 Fifth St Atwater, CA 95301. All items shall be filled in and the signatures of all persons signing shall be written and printed in longhand. All bids submitted must have signature sheet, (Attachment A) completed, dated, with firm's name and signed by a duly authorized officer of the firm.

The bid cost sheet, (Attachment B) to be completed, signed and returned with bid submittal.

Bids not submitted on the form(s) provided may not be considered by the City. b. All bids shall be presented under sealed cover, clearly identified on the outside to read:
• Name of the bidder
• Address of the bidder
• Subject of the Bid
• Bid Submittal Deadline Date
c. Please submit one (1) original signature hard copy to be signed in blue ink (original copies marked as such) and one (1) copy.

d. All bids shall remain firm for at least sixty (60) calendar days after Bid Submittal Deadline unless otherwise specified. Within sixty (60) calendar days after the Bid Submittal Deadline opening, a purchase order and/or a contract may be awarded by the City to the lowest responsible bidder, as it may deem proper in its absolute discretion. The time for awarding a purchase order and/or a contract may be extended at the sole discretion of the City, if required to evaluate bids or for such other purposes as the City may determine, unless the bidder objects to such extension in writing with their bid.
e. All prices shall be bid F.O.B. DESTINATION only.
f. Delivery dates of all items/services shall be specified on the bid. g. Mistakes must be corrected and the correction inserted; correction must be initialed in blue ink by the person signing the bid.
h. Bidder shall be able to withdraw their bid at any time prior to the Bid Submittal Deadline. After bid submitted deadline, the bidder shall not be relieved of its bid without the consent of the City, nor shall any change in the bid be made because of a mistake. The City may allow a bidder to withdraw a bid because of a mistake only when the bidder has notified the City in writing within five (5) work days following the bid opening, specifying in detail how the mistake occurred, and has

21 established to the satisfaction of the City that: (1) a mistake was made; (2) the mistake made the bid materially different from what the bidder intended; and (3) the mistake was made in filling out the bid and was not due to an error in judgment nor to carelessness in inspecting the site nor in reading the plans or specifications.
i. The submission of a bid shall be considered an agreement to all the terms, conditions, and specifications provided herein and in the various bid documents, unless specifically noted otherwise in the bid.

2. Interpretation, Corrections and Addenda
The Bidder must carefully examine the specifications, terms and conditions provided in the Invitation For Bid and become fully informed as to the requirements set forth therein.

If anyone planning to submit a bid discovers any ambiguity, conflict, discrepancy, omission or error in the bid, has any questions in relationship to the requirements as specified in Section 1, or any other related matters, they shall immediately notify the contact person as shown on the “Cover Sheet” of such concern in writing and request clarification or modification of the document(s) no later than the deadline as set forth herein:

Deadline for submission of questions: August 28, 2025
No further requests for clarification or objections to the bid will be accepted or considered after this date. Any change in the bid will be made only by written addendum, issued by the City of Atwater to each firm in receipt of the Invitation for Bid and shall be incorporated in the bid.

The Bidder shall sign and date the addendum and submit same with the bid. Any oral communication by the City’s designated contact person or any other City staff member concerning this proposal is not binding on the City and shall in no way modify this proposal or the obligations of the City or any Bidders.

The Bidder may E-mail or mail the contact person as shown on the “Cover Sheet”.

All inquiries shall be made in writing only and directed to the designated City staff person as shown. Contact with any other City personnel or any undue “badgering” of such City personnel by the Bidder is prohibited. Failure to comply with this request may be considered cause for disqualification of your bid.

3. Bid Submittal Deadline
The bid must be received by the City of Atwater no later than 2:00PM, local time on Thursday, September 11, 2025. BIDS RECEIVED AFTER THIS DEADLINE WILL BE

REJECTED REGARDLESS OF POSTMARK DATE AND WILL BE RETURNED TO THE BIDDER UNOPENED.

Without law or policy to the contrary, if the bidder took reasonable steps to submit the bid in due time, and failure of the bid to be on hand at the time of closing was not the result of negligence or other fault of the bidder, but was the result of negligence by the City, the City reserves the right to accept such bid.

22 4. References
Provide a list of at least three (3) three customer references, (Attachment C) which you have sold or are currently selling similar items/services. Include the company’s name; the name, title, and telephone number of a contact person; the dollar amount of the contract; and the dates that these items/services were completed.

23 SECTION 4

GENERAL TERMS AND CONDITIONS

1. Bid Rejection/Waiver of Informalities

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS OR ANY PART

THEREOF, TO WAIVE ANY INFORMALITIES IN THE BID AND MINOR IRREGULARITIES, TECHNICAL DEFECTS OR CLERICAL ERRORS.

The City’s decision shall be final. The City’s waiver of an immaterial defect shall in no way modify the bid documents or excuse the bidder from full compliance with its specifications if the bidder is awarded the bid.

2. Bonding Requirements

NO BOND WILL BE REQUIRED

3. Condition of Equipment Bid
If equipment is proposed, it is to be the newest and latest model in current production.

Used, re-manufactured, shopworn, demonstrator, prototype or discontinued models are not acceptable unless otherwise stipulated under this bid.

4. Brand Names
Manufacturers’ brand names and model numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the item. Offers for equal items must state the manufacturers brand and model number, or level of quality. The determination of the City of Atwater as to what items are equal is final and conclusive. When manufacturer’s brands, model numbers or level of quality is not stated by bidder, the offer will be considered exactly as specified.

5. Payments, Invoicing and W-9 Certification Form
Two payments will be made on this project. The first payment, 10% of the bid amount, will be made after the award of the contract. The second payment, 90% of the bid amount, will be made upon delivery and acceptance of the equipment. Invoices shall be submitted for each billing. Invoice, shall be mailed or delivered to the City of Atwater whose name and address shall appear in the "INVOICE TO" section of any purchase order and/or contract as a result of this bid.

In addition to the itemized invoice(s) submitted by the successful bidder for payment, the successful bidder must also complete and submit a Form W-9, “Request for Taxpayer Identification Number and Certification”, (www.irs.gov/pub/irs-pdf/fw9.pdf) to the City.

Both invoice(s) and W-9 form shall be forwarded to the City at the address indicated in the purchase order and/or contract. Upon approval by the City, the sum due hereunder shall be paid to the successful bidder within thirty (30) calendar days.

24 6. Delivery Hours
Delivery will be accepted from
6:00 a.m. to 3:00 PM, Monday through Friday. The bidder shall state the approximate delivery date.

7. Damage of Items
All damages pursuant to items received by City due to the successful bidder’s negligence shall be the responsibility of successful bidder to replace.

8. Alternate Bids
Alternate bids may be considered at the discretion of the City if alternate bids are called for in this bid. City will be the final authority to accept or reject an alternate bid.

9. Cash Discount

N/A

10. Pricing
Unless otherwise provided, the items/services stated herein will not be subject to any price increase from the date of acceptance of bid to the date of termination/extension as stated herein. If the successful bidder established prices for any items/services listed herein is decreased during the term of this bid, then such discounts/ reductions in price shall be immediately applicable so that City may have benefit of such lower prices.

11. Risk of Loss
The successful bidder shall bear risk of loss until goods have reached the final F.O.B.

Destination point. Thereafter, City shall bear risk of loss.

12. Prior to Shipment
While the successful bidder has risk of loss, the successful bidder agrees, at its own expense, to procure and carry suitable fire, and extended coverage insurance on material, work-in-process and any furnished items which comprise or will eventually comprise the Piece-of Equipment. The amount to be insured shall be the actual replacement value of said material, work-in-process and furnished items. Such insurance shall provide a loss payable clause in favor of the successful bidder as its interest may appear.

13. F.O.B. Point
F.O.B. Destination to include inside delivery to:

CITY OF ATWATER

PUBLIC WORKS CORPORATION YARD
470 AVIATOR DRIVE
ATWATER, CA 95301

25 14. Examination of Bid Documents
All bidders shall carefully examine the specifications herein and must fully inform themselves of the conditions and requirement of the items/services to be furnished.

Failure to do so will be at bidder’s own risk and cannot secure relief on the plea of error, or dispute, or question such specifications and the directions explaining or interpreting them.

Should a bidder find discrepancies in, or omissions from, the specifications, or should he/she be in doubt to their meaning, he/she shall at once notify the Cities’ Public Works Department. Notification is to be in written form and must be submitted at least seven (7) work days prior to the Bid Submittal Deadline. Any interpretations by the City will be made in written form. Any change in requirements will be done in the form of a written addendum. The receipt of any resulting amendment must be acknowledged in accordance with the directions on the amendment. Oral explanations or instructions given before the award of the contract will not be binding upon the City.

All other questions should be in writing only and directed to the buyer shown on the “Cover Sheet” of this Invitation for Bid (IFB).

15. Request for Changes
The City reserves the right to order in writing changes in the bid or alterations, additions, or omissions at any time prior to acceptance of the items/services without voiding the bid, and the successful bidder shall comply with such order. The successful bidder may also request changes in the bid, but no work will be performed on such changes until the request is approved in writing by the City. Such changes shall be performed in accordance with the original bid requirements except as modified by an amendment.

Except as herein provided, the successful bidder shall have no claim for any other compensation due to changes in the work.

Any changes or deviation from the contract made without authority in writing from the City will be at the bidder's own risk. No such changes shall be made nor adjustment in compensation granted unless the successful bidder receives an executed amendment prior to making the changes.

16. Insurance
Bidder shall have normal liability workers compensation insurance for this project.

17. Qualification of Bidder
The City may make such investigation as it deems necessary to determine the ability of the bidder to provide the services requested herein, and the bidder shall furnish to the City all information and data for this purpose as the City may request. The City reserves the right to reject any bid should the evidence submitted by, or investigation of, the bidder fail to satisfy the City that such bidder is properly qualified to carry out the obligations of the bid and to complete the requirements contemplated therein.

26 18. Subcontracting
Any bidder using a subcontractor(s) must clearly explain the use of the subcontractor(s) and list the name(s) and address(es) of the subcontractor(s) providing work under this bid The successful bidder will be fully responsible for all work performed under this bid and will be considered as the Prime Contractor. Any subcontracting, or other legal arrangements made by the bidder are the sole responsibility of the bidder. Any contract that is entered into between the successful bidder and the subcontractor(s) shall contain provisions for federal and state access to the books, documents, records, and inspection of work.

19. Default
In the event the successful bidder who is awarded a purchase order and/or contract resulting from this bid shall be in breach or default, the City may procure the items/services from other sources and may deduct from any monies due, or that may thereafter become due to the successful bidder, the difference between the price named in the purchase order and/or contract and actual cost thereof to the City. Prices paid by the City must be considered the prevailing market price at the time such purchase is made. These rights and remedies shall not be exclusive but in addition to any other rights and remedies provided by contract law.

20. Cancellation of Purchase Order and/or Contract
The City may terminate any purchase order and/or contract derived from this bid as follows:
a. WITH CAUSE (Default) at any time by giving ten (10) calendar days written notice to the successful bidder. Cancellation for cause shall be at the discretion of the Department of Administrative Services-Purchasing and shall be, but is not limited to, failure to supply the items, materials, equipment or services specified within the time allowed or within the terms, conditions or provisions of this bid.

The successful bidder may not cancel any purchase order and/or contract derived from this bid, without prior written consent of the Department of Administrative ServicesPurchasing.

21. Rejection of Bid

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS OR ANY PART

THEREOF, TO WAIVE ANY INFORMALITIES IN THE BID, AND ALSO TO WITHHOLD AWARD FOR A PERIOD OF NINETY (30) CALENDAR DAYS FROM DATE OF BID OPENING.

22. Nondiscrimination
a. During the performance of this bid, bidder and any sub-bidders shall not unlawfully discriminate against any employee or applicant for employment because of race, color, ancestry, religion, sex, national origin, martial status, age, medical condition (cancer related), physical handicap (including AIDS), or sexual orientation. Equal employment extends, but is not limited to recruitment,

27 compensation, benefits, layoff, termination, and all other conditions of employment. Bidder and sub-bidders shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. Bidder and sub-bidders shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq.) and the applicable regulations promulgated thereunder (California Administrative Code, Title 2, Section 7285.0 et seq.) The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12900, set forth in Chapter 5 of Division 4 of Title 2 of the California Administrative Code and incorporated into this contract by reference and made a part hereof as if set forth in full.
b. Bidder and any sub-bidders shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
c. Bidder shall include the nondiscrimination and compliance provisions of the clause in all subcontracts to perform work under the contract. d. Bidder shall grant access by representative of the Department of Fair Employment and Housing and the City upon reasonable notice at any time during normal business hours, but in no case less than twenty-four (24) hours notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or City shall require to ascertain compliance with this clause.

23. Non-discrimination of the Disabled
The City will not aid or perpetuate discrimination against a qualified disabled individual by funding as an agency, organization, or person that discriminates on the basis of handicap in providing aid, benefit, or service to beneficiaries of the program or activity.

The City is committed to provide access to all City services, programs, and meetings open to the public for people with disabilities.

In this regard the City and all of its vendors and bidders will take all reasonable steps to ensure that disabled individuals have the maximum opportunity for the same level of aid, benefit, or service as any other individual.

24. Governing Law and Venue
This bid, or any contract that may result from the award of this bid, shall be deemed to be made under, and shall be governed by and construed in accordance with, the laws of the state of California. Any action brought to enforce the terms, or provision of this bid or any contract that may result from the award of this bid, shall have venue in the County of Merced, State of California.

25. Taxes
Sales Tax should be shown separately on the bid form, when and where indicated. The City is exempt from Federal Excise Tax and should not be included in your bid. If your company is outside California and collects sales tax, please state the amount as a separate item if the City is to remit the tax.

28 26. Samples
Samples of items, when required, must be furnished free of cost. Samples may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.

27. Liabilities
The bidder shall hold the City, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at its own expense, any and all actions brought against the City or bidder because of the unauthorized use of such items.

28. Warranty, Manufacturer
Manufacturer shall fully warrant all materials and equipment furnished under the terms of this bid against poor and inferior quality. While under warranty, manufacturer shall repair or replace inoperable materials or equipment in a timely manner to minimize the disruption of City operations. A copy or description of the manufacturer’s warranty shall accompany each bid for the material and equipment proposed, detailing the scope and length of the warranty. Where the successful bidder is also the manufacturer of the materials or equipment provided under this bid, the Manufacturer's Warranty requirement will supersede the successful bidder warranty requirement of this bid.

29. Warranty, Successful Bidder
Successful bidder shall fully warrant all materials and equipment furnished under the terms of this bid against poor and inferior quality, for a period of not less than one (1) year from date of the final acceptance by the City. While under warranty, successful bidder shall repair or replace inoperable materials or equipment in a timely manner to minimize the disruption of City operations.

29 SECTION 5

AWARD OF BID
An evaluation team shall validate and evaluate all bids received. All requirements identified in this bid must be satisfied in order to ensure that a bid will qualify for consideration.

1. Lowest Responsive Bidder
Although competitive pricing is essential in the award of this IFB, consideration shall be given, but not limited to:
a. Lowest responsive bidder following assessment of 5% Local Business Purchasing Preference, if applicable.
b. The ability of the Bidder to comply with Terms and Conditions set forth herein. c. The ability of the Bidder to comply with the Specifications or Scope of Work set forth herein.

2. Lowest Responsible Bidder
a. The quality and performance of the supplies/equipment to be provided by the bidder; b. The ability, capacity and skill of the bidder to perform the contract or accomplish the transaction within the time specified, without delay;
c. The character, integrity, reputation, judgment, experience and efficiency of the bidder; d. The quality of bidder's performance on previous purchases by, or contracts with, the City;
e. The ability of the bidder to provide future maintenance, repair parts and services for the supplies/equipment provided;

3. Award
The City reserves the right to:
a. Award bids received on the basis of individual items/services, or groups of items/services, or on the entire list of items/services; b. Reject any or all responses, or any part thereof;
c. Waive any informality in the bids;
d. Accept the bid that is in the best interest of the City.

An evaluation of the bidder’s ability, quality, and performance as set forth under Section

5.1, “Most Responsive Bidder” and Section 5.2, “Lowest Responsible Bidder”, of this bid, will be used in addition to total cost as a basis of award for any ensuing contract.

4. Notice of Intent to Award

30 A “Notice of Intent to Award” will be sent to all participating Bidders upon conclusion of validation and evaluation of all bids submitted. This “Notice of Intent to Award” will be sent to all participating Bidders by U.S. postal mail, facsimile, and/or email.

5. Debriefing
A debriefing shall be held before the award of the Contract upon the timely request of an unsuccessful Bidder for the purpose of receiving information concerning the evaluation of the Bidder’s bid response. The request must be in writing, dated, signed either by the Bidder or a legally authorized individual on behalf of the Bidder and be received by the City of Atwater City Clerk’s Department within three (3) working days following the City’s U.S. postal mail, email, or facsimile of the “Notice of Intent to Award”. Each requesting Bidder will be allotted a maximum of one hour for any debriefing conference. The information provided by the City will be based on the evaluators’ determinations of your company’s submitted bid as it relates to the evaluation criteria as stated herein above.

The debriefing may be held, in the discretion of the City, by telephone conference call.

The debriefing is not the forum to challenge the bid’s specification, requirements, or the selection criteria. The debriefing procedure provided herein to all requesting and unsuccessful Bidders to the City’s Invitation For Bid is the exclusive and sole remedy and means of receiving information upon the respective Bidder’s evaluation and preliminarily challenging of the award.

6. Protest
The protest process is made available in the event that an unsuccessful Bidder cannot reach agreement with the City after undergoing the debriefing process described herein above.

Should an unsuccessful Bidder request a debriefing, and believes its submittal to be the most responsive to the City’s Invitation For Bid and that the City has incorrectly selected another Bidder for award, the appealing Bidder may submit a protest of the selection as described below:

All protests must be made in writing, dated, signed by the Bidder or an individual authorized to sign Contracts on behalf of the protesting Bidder, and contain a statement of the reason(s) for protest; citing the law(s), rule(s) and regulation(s) or procedure(s) on which the protest is based. The protesting Bidder must provide facts and evidence to support the protest.

Protest(s) to City’s notification to award must be sent either by U.S. mail, postage prepaid, or by personal delivery to:

City of Atwater
Attn: City Clerk
1160 Fifth St
Atwater, Ca 95301
All protests in relationship to the City’s intended award decision must be received by the City Manager no later than seven (7) working days following the City’s U.S. postal mail, facsimile, or email of the “Notice of Intent to Award” to the Bidder.

7. Protest Procedures

31 A Bidder protesting the results of any of the processes described herein must follow the procedures set forth. By submitting a “Letter of Intent to Protest”, the Bidder has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this proposal. Protests that do not follow these procedures shall not be considered. The protest procedures constitute the sole administrative remedy available to the Bidder under this procurement. Upon exhaustion of this remedy no additional recourse is available with the City of Atwater.

Upon receipt of the formal protest, the City Manager, or his/her designee, will attempt to resolve the protest. If the protest has not been resolved, the Bidder will have an opportunity to address the City Council stating their concerns. The decision of the City Council constitutes the final step of the Bidder’s administrative remedy. A protest shall be disallowed when, in the judgment of the City Manager, or his/her designee, or City Council, it has been submitted: (1) as a delay tactic; (2) for the purpose of posturing the protester advantageously for future procurement; (3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

In the event that a protesting Bidder does not appear at the protest hearing as scheduled by City of Atwater, the protest will be disallowed.

32 ATTACHMENT A

SIGNATURE SHEET
I/We the undersigned hereby certify that I/We am/are a duly authorized official of the company and have the authority to sign on behalf of the company and assure that all statements made in the bid are true. I/We agree to furnish and deliver the specified items/services at the prices stated herein, and have read, understand, and agree to the terms and conditions contained herein and on all of the attachments.

Name of Individual/Company: ____________________________________________________ Business Address: _____________________________________________________________ Telephone No.: ________________________________Fax :_________________________ County Business License No. __________________________Expiration Date: _____________ State Business License No. ___________________________Expiration Date: _____________ Signature of Authorized Official: __________________________________________________ Name/Title of Authorized Official: _________________________________________________ E-Mail: _____________________________________________________________________

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

33 ATTACHMENT B

BID SHEET
I/We agree that the prices stated herein will be firm for ninety (90) calendar days from the Bid Submittal Deadline.

Item
No. Qty Description Price

1. 1 Electric Street Sweeper

5. DELIVERY DATE __________ /WEEKS AFTER

AWARD OF CONTRACT
TOTAL BID $
DATE: SIGNATURE:

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

34 ATTACHMENT C

REFERENCE LIST
1) NAME: ___________________________________________________________________________ ADDRESS: __________________________________________________________________________ P.O. Box/Street City State Zip
CONTACT PERSON/TITLE: __________________________________________________________ TELEPHONE NUMBER: ________________________ FAX NUMBER: ___________________ EMAIL ADDRESS: ____________________________________________________________________ DOLLAR AMOUNT OF CONTRACT: ______________________________________________________ DATE AND SERVICES PROVIDED: ______________________________________________________ 2) NAME: ___________________________________________________________________________ ADDRESS:
____________________________________________________________________________________ P.O. Box/Street City State Zip
CONTACT PERSON/TITLE:_____________________________________________________________ TELEPHONE NUMBER: ________________________ FAX NUMBER: ___________________ EMAIL ADDRESS: ____________________________________________________________________ DOLLAR AMOUNT OF CONTRACT: ______________________________________________________ DATE AND SERVICES PROVIDED: ___________________________________________________ 3) NAME: ___________________________________________________________________________ ADDRESS:
___________________________________________________________________________________ P.O. Box/Street City State Zip
CONTACT PERSON/TITLE: ____________________________________________________________ TELEPHONE NUMBER: ________________________ FAX NUMBER: ___________________ EMAIL ADDRESS: ____________________________________________________________________ DOLLAR AMOUNT OF CONTRACT: ______________________________________________________ DATE AND SERVICES PROVIDED: ______________________________________________________

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

35 ATTACHMENT D

SUBCONTRACTOR LIST
SUBCONTRACTOR NO: 1
COMPANY NAME: _____________________________________________________________________________ ADDRESS: ___________________________________________________________________________________ CONTACT PERSON: _____________________________________TITLE: ____________________________________ E-MAIL:_____________________________________________TELEPHONE NUMBER: ______________________ AMT. OF CONTRACT: ____________________________________DATE AND TYPE OF SERVICE ________________ SUBCONTRACTOR NO: 2
COMPANY NAME: _____________________________________________________________________________ ADDRESS: ___________________________________________________________________________________ CONTACT PERSON: _____________________________________TITLE: ____________________________________ E-MAIL:______________________________________________TELEPHONE NUMBER: ______________________ AMT. OF CONTRACT: ___________________________________DATE AND TYPE OF SERVICE ________________ SUBCONTRACTOR NO: 3
COMPANY NAME: _____________________________________________________________________________ ADDRESS: ___________________________________________________________________________________ CONTACT PERSON: _____________________________________TITLE: ____________________________________ E-MAIL:_____________________________________________TELEPHONE NUMBER: ______________________ AMT. OF CONTRACT: _________________________________DATE AND TYPE OF SERVICE ________________ SUBCONTRACTOR NO 4
COMPANY NAME: _____________________________________________________________________________ ADDRESS: ___________________________________________________________________________________ CONTACT PERSON: _____________________________________TITLE: ____________________________________ E-MAIL:_____________________________________________TELEPHONE NUMBER: ______________________ AMT. OF CONTRACT: ____________________________________DATE AND TYPE OF SERVICE ________________

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

36 ATTACHMENT E

SPECIAL REQUIREMENTS

REQUIRED FEDERAL HIGHWAY ADMINISTRATION (FHWA) CLAUSES

1. FLY AMERICA
CONTRACTOR agrees to comply with 49 U.S.C. 40118 (the "Fly America" Act) in accordance with the Administrative Services Administration's regulations at 41 CFR Part 301-10, which provides that recipients and sub-recipients of Federal funds and their contractors are required to use U.S. Flag air carriers for U.S. Government-financed international air travel and transportation of their personal effects or property, to the extent such service is available, unless travel by foreign air carrier is a matter of necessity, as defined by the Fly America Act. The Contractor shall submit, if a foreign air carrier was used, an appropriate certification or memorandum adequately explaining why service by a U.S. flag air carrier was not available or why it was necessary to use a foreign air carrier and shall, in any event, provide a certificate of compliance with the Fly America requirements. The Contractor agrees to include the requirements of this section in all subcontracts that may involve international air transportation.

2. BUY AMERICA
Attention is directed to the "Buy America" requirements of the Surface Transportation Assistance Act of 1982 (Section 165) and the Intermodal Surface Transportation Efficiency Act of 1991 (ISTEA) Sections 1041(a) and 1048(a), and the regulations adopted pursuant thereto.

Furnish steel and iron materials to be incorporated into the work with certificates of compliance. Steel and iron materials must be produced in the U.S. except:

1. Foreign pig iron and processed, pelletized, and reduced iron ore be used in the domestic production of the steel and iron materials [60 Fed Reg. 15478 (03/24/1995)];

2. If the total combined cost of the materials does not exceed the greater of 0.1 percent of the total bid or $2,500, materials produced outside the U.S. may be used.

Production includes:

1. Processing steel and iron materials, including smelting or other processes that alter the physical form or shape (such as rolling, extruding, machining, bending, grinding, and drilling) or chemical composition;

2. Coating application, including epoxy coating, galvanizing, and painting, that protects or enhances the value of steel and iron materials.

3. CARGO PREFERENCE — USE OF UNITED STATES — FLAG VESSELS The contractor agrees: a. to use privately owned United States —Flag commercial vessels to ship at least 50 percent of the gross tonnage (computed separately for dry bulk carriers, dry cargo liners, and tankers) involved, whenever shipping any equipment, material, or commodities pursuant to the underlying contract to the extent such vessels are available

37 at fair and reasonable rates for United States-Flag commercial vessels; b. to furnish with 20 working days following the date of loading for shipments originating within the United States or within 30 working days following the date of leading for shipments originating outside the United States, a legible copy of a rated, "on-board" commercial ocean bill-oflading in English for each shipment of cargo described in the preceding paragraph to the Division of National Cargo, Office of Market Development, Maritime Administration, Washington, DC 20590 and to the FHWA recipient (through the contractor in the case of a subcontractor's bill-of-lading.) c. to include these requirements in all subcontracts issued pursuant to this contract when the subcontract may involve the transport of equipment, material, or commodities by ocean vessel.

4. CLEAN WATER
a. CONTRACTOR agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. §§ 1251 et seq.
b. CONTRACTOR agrees to report and require each subcontractor at any tier to report any violation of these requirements resulting from any implementation activity of a subcontractor or itself to FHWA and the appropriate U.S. EPA Regional Office.

5. ENERGY CONSERVATION
The Contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

6. LOBBYING
The Contractor agrees to comply with the Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352, as amended by the Lobbying Disclosure Act of 1995, P.L. 104-65 (U.S.C. § 1601, et seq;) —Contractors shall file the certification required by 49 CFR Part 20, "new Restrictions on Lobbying." The Contractor certifies that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. The Contractor shall disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contracts on its behalf with non-Federal funds with respect with non-Federal funds with respect to that Federal contract, grant or award covered by 31 U.S.C. 1352.

7. REPORTING RECORD RETENTION AND ACCESS
a. At a minimum, CONTRACTOR agrees to provide to FHWA those reports required by U.S. DOT's grant management rules and any other reports the Federal Government may require.
b. CONTRACTOR agrees that, during the course of the project and for three years thereafter, it will maintain intact and readily accessible all data, documents, reports

38 records, contracts, and supporting materials relating to the project as the Federal Government may require for the project.
c. Upon request, CONTRACTOR agrees to permit the Secretary of Transportation and the Comptroller General of the United States, or their authorized representatives, to inspect all project work materials, payrolls, and other data, and to audit to books, records, and accounts of CONTRACTOR and its subcontractors pertaining to the project. In accordance with 49 U.S.C. § 5325(a), CONTRACTOR agrees to require each subcontractor whose contract award is not based on competitive bidding procedures as defined by the Secretary of Transportation to permit the Secretary of Transportation and Comptroller General of the United States, or their duty authorized representatives, to inspect all work, materials, payrolls and other data and records involving that contract and to audit the books, records, and accounts involving that contract as it affects the project.

8. CLEAN AIR

1. The Contractor agrees to comply with an applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to FHWA and the appropriate EPA Regional Office.

2. The Contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with Federal assistance provided by FHWA.

9. RECOVERED MATERIALS
CONTRACTOR agrees to comply with all the requirements of Section 6002 of the Resource Conservation and Recovery Act (RCRA), as amended (42 U.S.C. 6962), including but not limited to the regulatory provisions of 40 CFR Part 247, and Executive Order 12873, as they apply to the procurement of the items designated in Subpart B of 40 CFR Part 247.

10. FEDERAL CHANGES
CONTRACTOR shall at all times comply with all applicable FHWA regulations, policies, procedures and directives, including with limitation those listed directly or by reference in the Master Agreement between Purchaser and FHWA, as they may be amended or promulgated from time to time during the term of this contract. Contractor's failure to comply shall constitute a material breach of this contract.

11. NO FEDERAL GOVERNMENT OBLIGATIONS TO THIRD PARTIES
CONTRACTOR agrees that, absent the Federal Government's express written consent, the Federal Government shall not be subject to any obligations or liabilities to CONTRACTOR in connection with the performance of the requirements of this Agreement.

39 12. FALSE OR FRAUDULENT STATEMENTS OR CLAIMS
CONTRACTOR recognizes that the requirements of the Program Fraud Civil Remedies Act of 1986, as amended, apply to its actions pertaining to this Agreement.

Accordingly, the CONTRACTOR certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, or it may make pertaining to the actions covered by this Agreement. In addition to other penalties that may be applicable, consultant also acknowledges that if it makes a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986, as amended, on the CONTRACTOR to the extent the Federal Government deems appropriate.

13. DEBARRED BIDDERS
CONTRACTOR, including any of its officers or holders of a controlling interest, is obligate to inform CITY whether or not it is or has been on any debarred bidders' list maintained by the United States Government. Should CONTRACTOR be included on such a list during the performance of this project, it shall promptly so inform CITY.

CONTRACTOR shall not award a contract of any amount to any party included in said debarred bidders list.

14. PRIVACY ACT

1. The Contractor agrees to comply with, and assures the compliance of its employees with, the information restrictions and other applicable requirements of the Privacy Act of 1974.
5 U.S.C. § 552a. Among other things, the Contractor agrees to obtain the express consent of the Federal Government before the Contractor or its employees operate a system of records on behalf of the Federal Government.

The Contractor understands that the requirements of the Privacy Act, including the civil and criminal penalties for violation of that Act, apply to those individuals involved, and that failure to comply with the terms of the Privacy Act may result to termination of the underlying contract.

2. The Contractor also agrees to include these requirements in each subcontract to administer any system of records on behalf of the Federal Government financed in whole or in part with Federal assistance provided by FHWA.

15. CIVIL RIGHTS
The following requirements apply to the underlying contract:

1. Nondiscrimination - In accordance with Title VI of the Civil Rights Act, as amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, age, or disability. In addition, the Contractor agrees to comply with applicable

40 Federal implementing regulations and other implementing requirements FHWA may issue.

2. Equal Employment Opportunity — The following equal employment opportunity requirements apply to the underlying contract:
(a) Race, Color, Creed, National Origin, Sex — In accordance with Title VII of the Civil Rights Act, as amended, 42 U.S.C. § 2000e, and the Federal transit laws at 49 U.S.C. § 5332, the Contractor agrees to comply with all applicable equal employment opportunity requirements of U.S.

Department of Labor (U.S. DOL) regulations, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor," 41 C.F.R. Parts 60 et seq., (which implement Executive Order No. 11246, "Equal Employment Opportunity," as amended by Executive Order No. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," 42 U.S.C. § 2000e note), and with any applicable Federal statutes, executive orders, regulations, and Federal policies that may in the future affect construction activities undertaken in the course of the Project. The Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin, sex, or age. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. In addition, the Contractor agrees to comply with any implementing requirements FHWA may issue.
(b) Age — In accordance with section 4 of the Age Discrimination in Employment Act of 1967, as amended, 29 U.S.C. § 623 and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees to refrain from discrimination against present and prospective employees for reason of age. In addition, the Contractor agrees to comply with any implementing requirements FHWA may issue.
(c) Disabilities — In accordance with section 102 of the Americans with Disabilities Act, as amended, 42 U.S.C. § 12112, the Contractor agrees that it will comply with the requirements of U.S. Equal Employment Opportunity Commission, "Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act," 29 C.R.R. Part 1630, pertaining to employment of person with disabilities. In addition, the Contractor agrees to comply with any implementing FHWA may issue.

CONTRACTOR agrees to include these requirements in each subcontract financed in whole or in part with Federal assistance provided by FHWA, modified only if necessary to identify the affected parties.

41 16. DISADVANTAGED BUSINESS ENTERPRISE (DBE)
(a) Policy. It is the policy of the Department of Transportation that Disadvantaged Business Enterprises as defined in 49 CFR Part 23 shall have the maximum opportunity to participate in the performance of contracts financed in whole or part with Federal funds under this Agreement. Consequently the DBE requirements of 49 CFR Part 23 applies to this Agreement. (b) DBE Obligation. CONTRACTOR agrees to ensure that disadvantaged business enterprises as defined in 49 CFR Part 23 have the maximum opportunity to participate in the performance of contracts and subcontracts finance in whole or in part with the Federal funds provided under this Agreement.

In this regard all contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23 to ensure that disadvantaged business enterprises have the maximum opportunity to compete for and perform contracts. CONTRACTOR shall not discriminate on the basis of race, color, national origin, age or sex in the award and performance of DOT-assisted contracts.
(c) CONTRACTOR agrees to apply CITY'S DBE goal of 0.0% for all of CONTRACTOR'S sub contracting opportunities for the term of this Agreement.

17. FEDERAL GRANT CONDITIONS
This Agreement is subject to a financial assistance contract between CITY and the United States Department of Transportation (DOT), Federal Highway Administration (FHWA). CITY and DOT agree to comply with all terms and conditions respectively required of them by reason of that contract. If FHWA requires any change to this Agreement to comply with its requirements, both parties agree to amend this Contract as required by FHWA. If such changes cause an increase or decrease in the work to be performed by CONTRACTOR or in the time for such performance, then the compensation to be paid to the CONTRACTOR and time of performance shall be equitably adjusted.

18. LABOR PROVISIONS
In accordance with Section 10 of the Contract Work Hours and Safety Standards Act, as amended, 40 U.S.C. § § 327 through 33, CONTRACTOR agrees and assures that, for the project, the wages of every mechanic and laborer will be computed on the basis of a standard work week of 40 hours, and that each worker will be compensated for work exceeding the standard work week at a rate of not less than 1.5 times the basic rate of pay for all hours worked in excess of 40 hours in the work week.

CONTRACTOR agrees that determination pertaining to these requirements will be made in accordance with applicable U.S. DOL regulations, "Labor Standards Provisions Applicable to Contracts Governing Federally."

19. PROHIBITED INTEREST
No official, officer, or employee or CITY during his or her tenure or one year shall have any interest, direct or indirect, in this Agreement or the proceeds thereof.

42 20. INTEREST OF MEMBERS OF OR DELEGATES OF CONGRESS
In accordance with Section 431, no member of, or delegate to, the Congress of the United States shall be admitted to a share or part of this Agreement or to any benefit arising there from.

21. ALCOHOL ABUSE
To the extent CONTRACTOR or any subcontractor at any tier, or their employees perform a safety sensitive function under this Agreement, CONTRACTOR agrees to comply with, and assures the compliance of each affected subcontractor at any tier, and their employees with 49 U.S.C. § 5331, and FHWA regulations, "Prevention of Alcohol Misuse in Transit Operations," 40 C.F.R. Part 654.

22. ACCESS REQUIREMENTS FOR PERSONS WITH DISABILITIES.

CONTRACTOR agrees to comply with all applicable requirements of the Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. § § 12101 et m. Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. § 794; 49 U.S.C. § 5301(d); and all regulations promulgated to implement the ADA and Section 504 of the Rehabilitation Act of 1973, as amended, as may be applicable to CONTRACTOR.

23. ENVIRONMENT
CONTRACTOR shall comply with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857 (h), and Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR, Part 15), which prohibits the use under nonexempt federal contracts, grants, or loans of facilities included on the EPA List of Violating Facilities. CONTRACTOR shall report violations to FTA and to the USEPA Assistant Administrator for Enforcement (EN-329).

24. DRUG ABUSE
To the extent CONTRACTOR or any subcontractor at any tier, or their employees, perform a safety sensitive function under this Agreement, CONTRACTOR to comply with, and assures the compliance of each affected subcontractor at any tier, and their employees, with 49 U.S.C. § 5331, and FTA regulations, "Preventions of Prohibited Drug Use in Transit Operations," 49 C.F.R. Part 653.

25. INCORPORATION OF FEDERAL HIGHWAY ADMINISTRATION (FHWA) TERMS The preceding provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FHWA Circular 4220.I.D, dated April 15, 1996 are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FHWA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Contract. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any City requests which would cause the City to be in violation of the FHWA terms and conditions.

43 ATTACHMENT F

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION
The bidder_________________________________________________________________, proposed subcontractor _______________________________________________, hereby certifies that he has ___ , has not , participated in a previous contract or subcontract subject to the equal opportunity clauses, as required by Executive Orders 10925, 11114, or 11246, and that, where required, he has filed with the Joint Reporting Committee, the Director of the Office of Federal Contract Compliance, a Federal Government contracting or administering agency, or the former President's Committee on Equal Employment Opportunity, all reports due under the applicable filling requirements.

Note: The above certification is required by the Equal Employment Opportunity Regulations of the Secretary of Labor (41 CFR 60-1.7(b) (1)), and must be submitted by bidders and proposed subcontractors only in connection with contracts and subcontracts which are subject to the equal opportunity clause. Contracts and subcontracts which are exempt from the equal opportunity clause are set forth in 41 CFR 60-1.5. (Generally only contracts or subcontracts of $10,000 or under are exempt.)
Currently, Standard Form 100 (EEO-1) is the only report required by the Executive Orders or their implementing regulations.

Proposed prime contractors and subcontractors who have participated in a previous contract or subcontract subject to the Executive Orders and have not filed the required reports should note that 41 CFR 60-1.7(b) (1) prevents the award of contracts and subcontracts unless such contractor submits a report covering the delinquent period or such other period specified by the Federal Highway Administration or by the Director, Office of Federal Contract Compliance, U.S.

Department of Labor.

44 ATTACHMENT G

STATEMENT OF ELIGIBILITY
The ______________________hereby certifies that he/she is not included on the U.S. (Name of Bidder) (Circle one)
Controller General's consolidated list of persons or firms currently debarred for violations of various public contracts incorporating Labor Standards Provisions.

Name of Bidder
Address
City, State, Zip Code
Authorized Signature
Date

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

45 ATTACHMENT H

AFFIDAVIT OF NON-COLLUSION
I hereby swear (or affirm) under the penalty for perjury:

1. That I am the bidder (if the bidder is an individual), a partner of the bidder (if the bidder is a partnership) or an officer or employee of the bidding corporation having authority to sign on its behalf (if bidder is a corporation); and,

2. That the attached bid has been arrived at by the bidder independently and has been submitted without collusion with, and without agreement, understanding or planned common course of action with, any other vendor or materials, supplies, equipment, services described in the invitation For Bid, designed to limit independent bidding or competition; and,

3. That the contents of the bid have not been communicated by the bidder or its employees or agents, to any person not an employee or agent of the bidder or its surely on any bond furnished with the bid, and will not be communicated to any such person prior to the official opening of the bid; and,

4. That I have fully informed myself regarding the accuracy of the statements made on this affidavit.

Name of Bidder
Address
City, State, Zip Code
Authorized Signature
Date
Subscribed and sworn to before me this_______________________Day of , 2016.

NOTARY PUBLIC:

My Commission Expires:

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

46 ATTACHMENT I

BUY AMERICA CERTIFICATE
CERTIFICATE OF COMPLIANCE WITH SECTION 165(b) (3)
The bidder hereby certifies that it will comply with the requirements of Section 165 (b) (3) of the Surface Transportation Assistance Act of 1982 and the regulations in 49 CFR 661.11.

Date
Signature
Title

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

47 ATTACHMENT J
CERTIFICATE FOR NON-COMPLIANCE WITH SECTION 165(b) (3)
The bidder hereby certifies that it cannot comply with the requirements of Section 165(b)(3) of the Surface Transportation Act of 1982, but may qualify for an exception to the requirement pursuant to Section 165(b)(3) of the Surface Transportation Assistance Act and regulations in 49 CFR 661.7.

Date
Signature
Title

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

48 ATTACHMENT K

MOTOR VEHICLE POLLUTION CERTIFICATION
The _____________________hereby certifies that he/she is in compliance with Section 508 of the (Name of Bidder) (Circle One)
Clean Water Act and Section 306 of the Clean Air Act, and that:

The horsepower of the vehicle is adequate for the speed, range and terrain in which it will be required to operate and also to meet the demands of all auxiliary power and equipment.

1. All gases and vapors emanating from the crankcase of the spark ignition engine are controlled to minimize their escape into the atmosphere.

2. Visible emission from the exhaust will not exceed No. 1 on the Ringlemann Scale when measured six inches (6") from the tail pipe with the vehicle in steady operation.

3. When the vehicle has been idled for three (3) minutes and then accelerated to 80 percent of rated speed under load, the capacity of the exhaust will not exceed No. 2 on the Ringlemann Scale for more than five (5) seconds, and not more than No. 1 on the Ringlemann Scale thereafter.

Name of Firm
Address
City, State, Zip Code
Telephone
Authorized Signature
Date

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

49 ATTACHMENT L

SERVICE AND PARTS DATA
The bidder shall state below the representatives responsible for assisting City of Atwater as well as the location of the nearest distribution center which shall furnish a complete supply of parts and components for the repair and maintenance of the coaches to be furnished. The bidder shall also state below, or by separate attachment, its policy on transportation charges for parts other than those covered by warranty.

Location of nearest Technical Services Representative to City of Atwater:

Name of Firm
Address
Telephone
Location of nearest parts Distribution Center to Merced County:

Name of Firm
Address
Telephone
Policy for delivery of parts and components to be purchased for service and maintenance:

Regular Method of Shipment
Cost to Procuring Agency

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

50 ATTACHMENT M

CERTIFICATION OF PRIMARY CONTRACTOR REGARDS

DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS The________________certifies to the best of its knowledge and belief, that it and it's principals:
(Name of Bidder)
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;
(2) Have not within a three (3) year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction, violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.
(3) Are not presently indicated for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and, (4) Have not with a three (3) year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

If the above named primary contractor is unable to certify to any of the statements in this certification, the primary contractor shall attach an explanation to this certification.

The primary contractor,_______________certifies or affirms the truthfulness and accuracy (Name of Bidder)
of the contents of the statements submitted on or with this certification and understands that the provision of 31 USC Section 3801 et seq. are applicable thereto.

Signature and Title of Authorized Official
The undersigned chief legal counsel for the___________________hereby certifies that the (Name of Bidder)
_______________________ _Has authority under State and local law to comply with the (Name of Bidder)
subject assurances and that the certification above have been legally made.

Signature and Title of Authorized Official _____________________________________ Date

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

51 ATTACHMENT N

CERTIFICATION OF LOWER TIER PARTICIPANTS (SUBCONTRACTORS)

REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY

AND VOLUNTARY EXCLUSION
The lower Tier Participant (Subcontractor to the Primary Contractor), ___________ certifies by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency.

If the above named Lower Tier Participant (Subcontractor) is unable to certify to any of the statements in this certification, such participant shall attach an explanation to this proposal.

The Lower Tier Participant (Subcontractor) _______________________, certifies or affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and understands that the provisions of 31 USC Sections 3801 et seq. are applicable thereto.

Signature and Title of Authorize Official
The undersigned chief legal counsel for the _________________________, hereby certifies that the_____________________, has authority under State and local law to comply with the subject assurances and that the certification above has been legally made.

Signature of Applicant's Attorney
Date

NOTICE TO BIDDER THIS CERTIFICATION SHALL BE COMPLETED BY ALL

SUBCONTRACTORS WHICH WILL HAVE A FINANCIAL INTEREST IN THIS PROJECT WHICH EXCEEDS $25,000 OR SUBCONTRACTORS WHICH WILL HAVE A CRITICAL INFLUENCE ON OR A SUBSTANTIVE CONTROL OVER THE PROJECT.

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

52 ATTACHMENT O

CERTIFICATION OF RESTRICTION ON LOBBYING
I, , , hereby certify on behalf
(Name) (Title)
of , that:
(Firm)
a. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
b. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal Contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions.

This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Name
Title
Firm
Date

THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID

CITY COUNCIL

AGENDA REPORT

MEETING
DATE:

August 11, 2025
TO: Mayor and City Council
FROM: Christopher Hoem, City Manager

PREPARED
BY:

Christopher Hoem, City Manager
SUBJECT: Adopting the City of Atwater Public Safety Transactions and Use Tax Program Guidelines (City Manager Hoem)

RECOMMENDED COUNCIL ACTION
Motion to Adopt Resolution No. 3563-25 approving the City of Atwater Public Safety Transactions and Use Tax Program Guidelines; or
Motion to approve staff's recommendation as presented.

I. BACKGROUND/ANALYSIS:

Measure B, approved by voters in November 2022, established a dedicated revenue stream for enhancing police and fire protection services in the City. In accordance with the ordinance, the Public Safety Transactions and Use Tax Program Guidelines ("Program Guidelines") form the framework for the appropriate use of Measure B funds.

These Program Guidelines provide examples of the permissible spending categories and eligible expenses.

Staff prepared a draft version of the Program Guidelines for City Council review at the Regular City Council meeting of May 27, 2025 and the comments have been incorporated.

The Program Guidelines outline three core spending categories for both Police and Fire services based on the ordinance:

1. Equipment and apparatus.

2. Salaries and benefits.

3. Other police and fire service expenses deemed necessary by the City Council for the benefit of the residents of the City.

To clarify the "Other" category, the Program Guidelines include an illustrative list of allowable expenditures such as training programs, community outreach, and public

CITY COUNCIL
Mike Nelson, Mayor
Danny Ambriz Brian Raymond
John Cale Kalisa Rochester

Agenda Report - Adopting the City of Atwater Public Safety Transactions and Use Tax Program Guidelines (City Manager Hoem) Page 2

safety technology.

The main changes contained in this updated version of the Program Guidelines, based on feedback at the May 27, 2025 meeting, are as follows:

1. Removed the School Resource Officer example.

2. Moved the crime mapping example to the correct category.

3. Moved everything related to facilities improvements or gym equipment to a new section that specifically requires prior Council approval for expenditures.

4. The document is clarified as the "Program Guidelines", which can be updated from time to time, but are intended to be the long-term framework and examples of eligible Measure B expenses.

5. The Expenditure Plan is confirmed to be one and the same as the annual budget process within Measure B's fund (0004).

6. An example reporting form is attached to the Program Guidelines. This form will be used by the Measure B Oversight Committee for reporting purposes to the City Council.

Staff recommends that the City Council review the updated Program Guidelines and take action to adopt them as presented.

II. FISCAL IMPACTS:

There is no direct fiscal impact associated with reviewing the Guidelines. However, once finalized and adopted, the Guidelines will clarify the use of Measure B revenues, which are restricted to public safety purposes.

III. LEGAL REVIEW:

This item has been reviewed by the City Attorney.

IV. EXISTING POLICY:

The Guidelines support the 2nd objective of the Strategic Plan, which is to promote safety, stability, and quality of life.

V. ALTERNATIVES:

N/A
VI. INTERDEPARTMENTAL COORDINATION:

This item has been reviewed by relevant departments.

VII. PUBLIC PARTICIPATION:

The development of the Guidelines has included opportunities for public input to ensure transparency and community alignment. The Guidelines were reviewed in an open session of the City Council on May 27, 2025, where members of the public were invited to provide comments, suggestions, and feedback.

Agenda Report - Adopting the City of Atwater Public Safety Transactions and Use Tax Program Guidelines (City Manager Hoem) Page 3

Additionally, once the Guidelines are adopted, continued public oversight will be provided through the Citizens' Oversight Committee, which will hold quarterly public meetings subject to the Brown Act. Committee findings and reports will be made publicly available, and meeting agendas and minutes will be posted on the City’s website.

VIII. ENVIRONMENTAL REVIEW:

The Guidelines are not a project as defined by the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15378(b)(4). They constitutes a government fiscal activity involving expenditure strategies, which do not result in a direct or reasonably foreseeable physical change in the environment.

As such, the review and adoption of the Guidelines are exempt from CEQA review.

IX. STEPS FOLLOWING APPROVAL:

Upon adoption, the plan will be used to guide all future Measure B-funded expenditures and will be made publicly available.

Submitted and Approved by:

Chris Hoem, City Manager
Attachments:

1. XXXX-25 PSPG August 2025 - final

2. PSEP 2025 final draft August 2025-c1

3. Committee Expenditure Review Form - Final Draft

CITY COUNCIL
OF THE

CITY OF ATWATER
RESOLUTION NO. XXXX-25

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

ATWATER ADOPTING THE CITY OF ATWATER PUBLIC

SAFETY TRANSACTIONS AND USE TAX PROGRAM

GUIDELINES
WHEREAS, in November 2022, the voters of the City of Atwater approved Measure B, establishing a dedicated revenue stream to enhance police and fire protection services; and
WHEREAS, the intent of Measure B is to provide funding exclusively for public safetyrelated expenditures, including but not limited to equipment, salaries, benefits, training, and other expenses for the benefit of Atwater residents; and WHEREAS, in accordance with the ordinance, the City has developed the Public Safety Transactions and Use Tax Program Guidelines ("Program Guidelines") to provide a long-term framework for the use of Measure B funds; and WHEREAS, the Program Guidelines outline three primary categories of allowable expenditures for both Police and Fire services: (1) Equipment and Apparatus, (2) Salaries and Benefits, and (3) Other Police and Fire service expenses deemed necessary by the City Council; and
WHEREAS, the City Council previously reviewed a draft of the Program Guidelines at the Regular Meeting held on May 27, 2025, during which public feedback and Council input were incorporated into a revised draft; and
WHEREAS, the revised Program Guidelines include updates for clarification, categorization of eligible expenses, and an example reporting form for use by the Measure B Citizens' Oversight Committee; and
WHEREAS, adoption of the Program Guidelines supports the City’s Strategic Plan Objective 2: “Promote Safety, Stability, and Quality of Life”; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Atwater, as follows:

Resolution No. XXXX-25 Page 2
SECTION 1. The City Council hereby adopts the Public Safety Transactions and Use Tax (Measure B) Program Guidelines, as presented and attached hereto as Exhibit A.

SECTION 2. The Program Guidelines may be updated from time to time by City Council action to reflect evolving needs and priorities related to police and fire services.

SECTION 3. This Resolution shall take effect immediately upon its adoption.

The foregoing resolution is hereby adopted this 11th day of August 2025.

AYES:

NOES:

ABSENT:

APPROVED:

________________________________
MICHAEL G. NELSON, MAYOR
ATTEST:
_______________________________
KORY J. BILLINGS, CITY CLERK

City of Atwater
Public Safety Transactions and Use Tax Program Guidelines Pursuant to Atwater Municipal Code Chapter 3.45 (“Ordinance”) Year: 2025
Purpose
These Public Safety Tax Program Guidelines (“Guidelines”) establish a clear, accountable, and legally compliant framework for the use of tax proceeds collected under the public safety tax ordinance. All proceeds shall be deposited into a designated special fund (0004) and utilized exclusively for enhancing public safety services in the City, as outlined herein. This Plan includes additional examples of expenditure categories to help illustrate the types of spending the City Council considers appropriate for funding under the public safety measure.

1. Background
The Public Safety Transactions and Use Tax Fund was established to improve the City’s ability to monitor and maintain the revenue and expenditures of the Public Safety Transactions and Use Tax. Measure B was approved by the voters in November 2022 and provides a 1 percent sales tax, with the revenue generated to be used to enhance public safety services. Measure B is the Ordinance now codified after its passage, as Chapter 3.45 in the Atwater Municipal Code.

The Public Safety Tax Expenditure Plan (“Expenditure Plan” or “Plan”) is updated annually and shall be described within the Measure B fund (0004) of the City’s Annual Fiscal Year budget document. The Expenditure Plan must not be inconsistent with the Ordinance and these Guidelines..

2. Guiding Principles
• Transparency and Accountability: Pursuant to, and not inconsistent with, Atwater Municipal Code Section 3.45.140, all expenditures shall be clearly documented and reported and shall be subject to public oversight through the Citizens' Oversight Committee, which serves in an advisory capacity by reviewing the use and expenditures of revenues, once made, for consistency with the Ordinance and the Expenditure Plan, and issuing public reports on its findings.

Pursuant to AMC Section 3.45140, the Citizens’ Oversight Committee “is not charged with decision-making priorities, schedules, project details, funding source

decisions (e.g., leveraged funds, developer fees, etc.), financing plans, or tax rate assumptions. The committee shall serve in an advisory-only role to the City Manager. The committee shall have no jurisdiction other than that delegated to it by the people pursuant to Chapter 3.45 of the Atwater Municipal Code. • Restricted Use: Funds shall only be spent on authorized uses as described in the Ordinance, and these Guidelines.

3. Authorized Uses of Funds
Pursuant to the Ordinance, public safety services eligible for funding include:

3.45.130 A. Obtaining, furnishing, operating, and/or maintaining police protection equipment or apparatus, paying the salaries and benefits of police protection personnel, and such other police protection service expenses as are deemed necessary by the City Council for the benefit of the residents of the City.

3.45.130 B. Obtaining, furnishing, operating, and/or maintaining fire protection equipment or apparatus, paying the salaries and benefits of fire protection personnel, and such other fire protection service expenses, including capital expenses, as are deemed necessary by the City Council for the benefit of the residents of the City.

Both Police and Fire services are divided into three categories of authorized uses:

1. Equipment/apparatus

2. Salaries and benefits

3. Other Police and Fire protection service expenses as deemed necessary by the City Council for the benefit of the residents of the City.

To further clarify and provide guidance on the third category, the following sections include examples of “Other Police/Fire service expenses.” This list is not exhaustive, but illustrates the types of services, equipment, and projects that may be appropriately funded through Measure B (Fund 0004).

A. Other Police Protection Services
Measure B funds may be used for:

1. Community Policing Programs, such as:
o Neighborhood watch support
o Youth outreach and violence prevention initiatives
o Citizen feedback and complaint-tracking software

2. Crime Prevention and Reduction Initiatives, such as:
o Surveillance camera installations in sensitive areas
o Enhanced DUI enforcement operations
o Online crime mapping and community alert systems

3. Technology and Software, such as:
o Crime data analytics systems
o Body-worn camera data storage and management
o Digital evidence management platforms
o Mobile device encryption/security software

4. Training and Professional Development, such as:
o De-escalation and crisis intervention training
o Cultural competency and implicit bias training
o Advanced tactical and safety training

5. Operational Supplies and Services, such as:
o Communication systems
o Contracted public safety services or consultants (e.g., biohazard cleanup)

6. Wellness and Support Services, such as:
o Officer mental health programs and peer support
o Critical incident stress management services
B. Other Fire Protection Services
Measure B funds may be used for:

1. Emergency Medical Services (EMS) Enhancements, such as:
o EMS training and certification programs
o Community CPR and first aid outreach

2. Fire Prevention and Public Education, such as:
o Smoke detector and fire extinguisher distribution programs o School-based fire safety education

o Community fire safety events and materials

3. Training and Certification, such as:
o Urban search and rescue training
o Wildland fire and hazardous materials response training o Simulation-based training equipment

4. Wellness and Support Services, such as:
o Firefighter mental health programs and peer support
o Critical incident stress management services

4. Potential Uses of FundsRegardless of its permissibility under the Ordinance, the following Measure B expenditures shall require prior approval by the City Council, regardless of the amount:

1. Facility Improvements, such as:
o Fire station construction, renovation, or seismic upgrades o Training facility development or modernization
o Fuel management systems or emergency power upgrades
o Police station upgrades or expansions
o Security systems for public safety buildings
o Construction or retrofitting of training centers

2. Gym equipment

5. Prohibited Uses of Funds
Tax revenues collected under the Ordinance shall not be used for:
• Salaries or compensation of department administrators to the extent funded by general fund operating expenses in effect at the time of the codification of the Ordinance (specifically, any police officer at the rank of lieutenant or above). • Any project not included in the Public Safety Expenditure Plan.

6. Expenditure Plan Administration and Amendments
• The City Council adopts the Public Safety Expenditure Plan as represented within the Measure B fund (0004), which is reviewed and updated annually as part of the budget process
• These Guidelines may be amended from time to time by a majority vote of the City Council, provided that all funds continue to be used exclusively for public safety services as defined herein. Amendments must be publicly noticed and made available for community review and input.

7. Oversight and Reporting
• The Citizens' Oversight Committee, through the chairperson, shall provide an annual report to the City Council on its review expenditures from the special fund.

The report shall include the Committee's determination and findings of whether the funds were expended for the purposes specified in these Guidelines, and the Expenditure Plan. Pursuant to Section 3.45.140 C., the Committee shall confine its oversight specifically to revenues generated under Chapter 3.45. Revenue generated through other sources shall be outside the jurisdiction of the Committee. • The chairperson will provide the verbal or written report to the City Council no later than October of each year. The report will be based on expenditures that occurred in the previous fiscal year. For example, the 2025 report, given in September or October of 2025, will be based on fiscal year 2024–2025. • Nothing herein prohibits the Committee from reviewing public safety expenditures at each of their meetings and provide any findings to the City Council at any time.

An example Committee Expenditure Review Form is attached to these Guidelines. • The Committee may also review the annual financial or performance audits performed by an independent auditor.

Oversight Committee for Public Safety Transactions and Use Tax Members:

Date of Committee Meeting:

Committee Expenditure Review Form
The Citizens’ Oversight Committee (“Committee”) for the Public Safety Transactions and Use Tax (“Measure B”) has reviewed the Measure B expenditure(s) incurred during the following period: _______________. Based on this review and pursuant to AMC 3.45.140.C., a majority of the Committee hereby submits this report to the City Council as to whether or not Measure B expenditures were expended, in whole or in part, for the purposes specified in the Expenditure Plan.

Committee Report of Expenditure Findings: (To be completed by City Manager) Committee Chair Signature: Date:

Committee Chair Kindred-Winzer
Committee Vice Chair Santos
Committee Member Ingram
Committee Member Perez
Committee Member Price