/33 0D\
SWCA, Incorporated
4111 Broad Street, Suite 210
San Luis Obispo, CA 93401
No Lobbying Activities
______________
No services performed/requested
✔ ✔ ✔
Patrick Scott
Natural Resources Director - Central California
714.362.6667 6/6/24
✔
✔
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On-Call Environmental Services for Trail Master Plan Projects City of Coalinga 4%
Coalinga, Fresno County, California
SWCA, Incorporated
Aardvark Biological Services LLC
Biological Resources Services
Haro Environmental, Inc.
Geoenvironmental Services
42985
42812
1382 Oceanaire Dr, San Luis Obispo, CA 93405
650-224-9375 | [email protected]
872 Higuera Street, San Luis Obispo, CA 93401
805.204.4483 | [email protected]
2.00 2.00
4.00 06/06/2024
Patrick Scott 714.362.6667
Natural Resources Director
STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE
AUTHORITY
Subject: Authorize Interim City Manager to Enter into a Professional Services Agreement with Bender Rosenthal, Inc. for On-Call Right-of-Way Services Related to Federal and/or State aided projects
Meeting Date: Thursday, October 3, 2024
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:
Authorize Staff to Enter into an Agreement with Bender Rosenthal, Inc. for on-call Right of Way Services Related to federaland/or state aided projects, in addition if there are any non-materialchanges to the agreement prior to execution in accordance with with the Caltrans LocalAssistance Manual, staff is authorized to make said changes in concurrence with City Attorney.
II. BACKGROUND:
On April 8, 2024 staff issued a request for qualifications for on-call right of way services related to federal and/or state aided projects. The federaland/or state aided projects that need right of way services consist of ATP Cycle 5 Sidewalk Gaps Project, ATP Cycle 6 Multi-Use Trail 3N Project, CMAQ Multi-Use Trail Segment 6 and if awarded ATP Cycle 7 Bike/Ped perimeter Network. This posting was advertised until June 10th, and five responses were received.
III. DISCUSSION:
On-call service allows for a single contract to obtain work that requires right of way services. The time and cost shall be dispersed per assigned project and shall not exceed $120,000.00. The upcoming Federaland/or State aided projects are ATP Cycle 5 Sidewalk Gaps Project, ATP Cycle 6 Multi-Use Trail 3N Project, CMAQ Multi-Use Trail Segment 6 and if awarded ATP Cycle 7 Bike/Ped perimeter Network.
The ATP-5 Gaps project consists of improving gap areas within the city with street and sidewalk improvements. This project also consists of Trail 15 that runs east to west along East Polk Street from South Merced Avenue to Willow Springs Avenue. This particular section will help connect the sidewalk south of Polk and west of Merced to the Willow Springs neighborhood.
The ATP-6 Trail segment 3N is located between Acabedo and Amandako Trailer park. This runs through what is colloquially known as the "Old School Farm". This particular section will be replacing the bridge over the creek and run to Acabedo.
The CMAQ Trail segment 6 runs north to south along the east side of the city from East Polk Street to Trail 3N, near the pedestrian bridge that crosses over Los Gatos Creek. This particular section will help connect the trails running east to west by running north to south.
The ATP-7 Trail segments 7, 8, 9c runs from Pacific Street and Forest Street east to west towards Warthan Creek, at Warthan Creek it runs north to south and ends at East Polk Street. These particular sections will help connect Trails 9 south of Pacific Apartments to East Polk Street by running around the neighborhoods and along the creek.
Right of way studies like real property easements, appraisals, negotiation, and acquisition services are required for these projects. This agreement aims to complete those requirements for these and any future right of way service projects so that we may move onto the building phase.
We are seeking authorization to move forward with Bender Rosenthal to accomplish this endeavor.
IV. ALTERNATIVES:
Do not authorize and repost the proposal - Not Recommended.
V. FISCAL IMPACT:
The cost agreement indicates that a single contract for on-call services shall not exceed $250,000.00. The estimate shall be dispersed appropriately per assigned project and will be entirely grant funded, and there is no foreseen issue with these costs.
There will be no fiscal impact to the General Fund.
ATTACHMENTS:
File Name Description
COC_-_RBI_Professional_On-Call_Services_Agreement_Draft.pdf BR ROW Contract BRI_Qualifications_for_On-Call_Real_Property_Easement_Appraisal__Negotiation__and_Acquisition_Services.pdf BRI ROW Proposal Initial: City________ Provider________
CITY OF COALINGA AGREEMENT FOR ON-CALL PROFESSIONAL
SERVICES FOR RIGHT OF WAY SERVICES
This Agreement for On-Call Professional Services (“Agreement”) is made and entered into this ____ day of _______, by and between the City of Coalinga, a Municipal Corporation (“City”), and Bender Rosenthal, Incorporated (“BRI”) (“Provider”).
RECITALS
A. Provider represents to City that they are specially trained, experienced, licensed and competent to perform the services which will be required by this Agreement; and B. Provider represents to City that they possess the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
C. City desires to retain Provider to render the services as set forth in this Agreement, as Exhibit 1.
NOW THEREFORE, in consideration of the mutual covenants set forth herein for such other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows:
1. Retention of Provider. Subject to the terms and conditions set forth herein, City retains Provider to perform the services identified in this Agreement, as an independent contractor and Provider hereby accepts this independent contractor appointment.
2. Scope of Services. The Provider shall perform on-call professional services, in accordance with all the provisions of this Agreement. The Scope of Work is attached hereto as Exhibit 1. Provider shall correct any and all errors and/or omissions, which arise out of Provider’s negligence or intentional misconduct, in the performance of the Services and any documents resulting therefrom even though City has accepted said Services or documents. Provider shall make such corrections upon City’s request and at no cost or expense to City.
3. Time of Performance. This agreement shall remain in effect until the services have been delivered and not to exceed $250,000.00. Contract time of completion for individual projects will be agreed upon before assignment of each project to Provider. Services designated in the scope of work shall be completed on agreed date unless prior written approval for a time extension has been granted by the Assistant City Manager or his/her designee.
4. Compensation. Compensation to be paid to Provider shall not exceed $250,000.00 Initial: City________ Provider________
a. The total amount paid to Consultant under this Contract shall not exceed one hundred fifty thousand dollars ($150,000.00). Consultant will be reimbursed for hours worked at the hourly billing rates specified in Exhibit "C" attached hereto and incorporated herein by this reference. The specified hourly rates shall include direct salary costs, employee benefits, overhead, and fee. Said amount shall be paid upon submittal of a monthly invoice showing completion of the tasks that month, including the services rendered, the costs incurred for materials, the person(s) rendering performed services, the amount of time spent by such person(s) and the applicable hourly rate. These rates are only adjustable in accordance with Exhibit "C". b. In addition, Consultant will be reimbursed for incurred (actual) direct costs other than salary costs that are identified in the executed Task Order. Reimbursement for transportation and subsistence costs shall not exceed the rates as specified in the Task Order. c. Specific projects will be assigned to Consultant through issuance of Task Orders.
d. After a project to be performed under this Contract is identified by the City, the City will prepare a draft Task Order; less the cost estimate. A draft Task Order will identify the scope of services, expected results, project deliverables, period of performance, and project schedule. The draft Task Order will be delivered to Consultant for review. Consultant shall return the draft Task Order within ten (10) calendar days along with a Cost Estimate, including a written estimate of the number of hours and hourly rates per staff person, any anticipated reimbursable expenses, overhead, fee if any, and total dollar amount. After agreement has been reached on the negotiable items and total cost; the finalized Task Order shall be signed by both the City and Consultant.
e. Task Orders may be negotiated for a lump sum (Firm Fixed Price) or for specific rates of compensation, as set forth in the Contract, at the discretion of the City's Assistant City Manager, or his/her authorized representative.
f. When milestone cost estimates are included in the Task Order, Consultant shall obtain prior written approval for a revised milestone cost estimate from the Assistant City Manager or his/her authorized representative before exceeding such estimate. g. Progress payments for each Task Order will be made monthly in arrears based on services provided and actual costs incurred.
h. Consultant shall not commence performance of work or services until notification to proceed has been issued by the City's Assistant City Manager or his/her authorized representative. No payment will be made prior to approval or for any work performed prior to approval of this Contract.
i. A Task Order is of no force or effect until executed by an authorized representative of City. No expenditures are authorized on a project and work shall not commence until a Task Order for that project has been executed by City. j. Consultant will not be allowed to add a markup on all sub-consultant and vendor invoices.
Initial: City________ Provider________
k. Consultant will be reimbursed, as promptly as fiscal procedures will permit upon receipt by City's Assistant City Manager or his/her authorized representative of itemized invoices. Separate invoices itemizing all costs are required for all work performed under each Task Order. Invoices shall be submitted no later than 45 calendar days after the performance of work for which Consultant is billing, or upon completion of the Task Order. Invoices shall detail the work performed on each milestone, on each project as applicable. Invoices shall follow the format stipulated for the Task Order and shall reference this Contract number, project title and Task Order number. Credits due City that include any equipment purchased under the provisions of Section 15 (Property of City) of this Contract, must be reimbursed by Consultant prior to the expiration or termination of this Contract. Invoices shall be mailed to City's Assistant City Manager or his/her authorized representative at the following address:
Tri City Engineering
Attn: “Project Name”
4630 W. Jennifer Avenue, Suite 101
Fresno, California 93722
5. Method of Payment. Provider shall submit monthly billings to City describing the work performed during the preceding month. Provider’s bills shall include a brief description of the Services performed and the date the Services were performed the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Provider no later than 30 days after the date of submittal of a complete invoice for completed tasks and approval of the invoice by City staff.
6. Extra Work. At any time during the term of this Agreement, City may request that Provider perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Services, but which the parties did not include in the Scope of Work. Extra work will be performed on an hourly basis under the Provider’s most current hourly fee schedule. Provider shall not perform, nor be compensated for Extra Work without written authorization from City.
7. Termination. This Agreement may be terminated by the City immediately and without notice for cause or by City without cause upon ten (10) days’ written notice of termination to Provider. Upon termination, Provider shall be entitled to compensation for Services performed up to the effective date of termination, unless this Agreement is terminated for cause, in which case, City may withhold compensation due Provider in order to reimburse City for any losses, damages or expenses caused by Provider’s default under this Agreement.
8. Equal Opportunity Employment. Provider represents that it is an equal opportunity employer and it shall not discriminate against any sub provider, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age.
Initial: City________ Provider________
Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Provider shall also comply with all relevant provisions of City’s programs or guidelines currently in effect as identified and provided to Provider by City.
9. Insurance Requirements.
a. Provider, at Provider’s own cost and expense, shall procure and maintain, for the duration of this Agreement, the following insurance policies. i. Workers Compensation Coverage. As required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury or disease. ii. General Liability Coverage. Insurance Services Office (ISO) Form CG 0001, including products and completed operations, with limits of no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be TWO MILLION AND NO/100 DOLLARS ($2,000,000), twice the required occurrence limit. iii. Automobile Liability Coverage. ISO Form Number CA 0001 covering any auto (Code 1), with a limit no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury and property damage. iv. Professional Liability Coverage. Contractor will maintain Professional Liability coverage with limits no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence or claim, and TWO MILLION AND NO/100 DOLLARS ($2,000,000) policy aggregate.
b. If Provider maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by Provider. c. Provider’s insurance policies shall be “occurrence” policies and not “claims-made” coverage except for Professional Liability Coverage. d. Provider may maintain an Umbrella policy in conjunction with the insurance policies referenced above. In such case, Provider shall be deemed to have satisfied the insurance requirements of this contract as long as:
a. the coverage limits of the Umbrella policy and of the underlying liability policy(ies), when combined, satisfy each of the per occurrence and aggregate Initial: City________ Provider________
requirements identified in this subsection a.; and
b. coverage under the Umbrella policy is as broad as and includes all incidents and events covered by the underlying insurance that it supplements. e. Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require Provider to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Alternatively, the City may require Provider to provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration, and defense expenses within the retention. f. The policies are to contain, or be endorsed to contain, the following provisions:
a. The City and its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL and automobile liability policies with respect to liability arising out of work or operations performed by or on behalf of Provider including materials, parts, or equipment furnished in connection with such work or operations; products used by Provider; or automobiles owned, leased, hired or borrowed by Provider. General liability coverage can be provided in the form of an endorsement to Provider’s insurance at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. b. For any claims related to this contract, Provider’s insurance coverage shall be primary insurance as respects the City and its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City and/or its officers, officials, employees, or volunteers shall be in excess of Provider’s insurance and shall be noncontributory. c. Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.
g. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII.
h. Provider shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Provider’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
i. Provider hereby grants to City and its officers, officials, employees, and volunteers a waiver of any right to subrogation which any insurer of Provider may acquire Initial: City________ Provider________
against the City and/or its officers, officials, employees, and volunteers by virtue of the payment of any loss under such insurance. Provider agrees to obtain endorsements necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. j. The City reserves the right to modify the insurance requirements contained in this contract, including, without limitation, coverage limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
10. Indemnification. To the fullest extent allowable by law, Provider agrees to indemnify, defend and hold harmless the City and its officials, officers, employees, agents and volunteers from and against all claims, demands, actions, injuries, liabilities, losses, costs or damages, direct or indirect, and any and all attorneys’ fees and other expenses which City or its officials, officers, employees, agents or volunteers may sustain or incur as a consequence of or are in any way related to Provider’s or its owners, directors, officers, managers, employees, agents and subcontractor’s willful or negligent acts or omissions in the performance of the services and Providers responsibilities and obligations to be performed under this agreement or its failure to perform or comply with any of its obligations or responsibilities contained in this agreement; excluding, however, such liability, claims, losses, damages or expenses arising from City’s sole or active negligence or willful acts. This duty to indemnify, defend, and hold harmless shall survive the termination of this agreement. If Provider maintains additional coverage or higher limits than those required herein, then City shall be entitled to additional coverage or higher limits maintained by Provider.
11. Independent Contractor Status. It is understood and agreed that Provider, in the performance of the Services to be performed pursuant to this Agreement, shall act as and be an independent contractor and shall not act as an agent or employee of City. Provider shall obtain no retirement benefits or other benefits which accrue to City’s employees and Provider hereby expressly waives any claim it may have to any such rights. Nothing in this Agreement shall create or be construed as creating a partnership, joint venture or any other relationship between City and Provider.
12. Provider’s Books and Records.
a. Provider shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Provider under this Agreement.
b. Provider shall maintain all documents and records that demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
Initial: City________ Provider________
c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City. Copies of such documents shall be provided to the City for inspection at the City offices.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Provider’s business, City may, by written request, require that custody of the records be given to the City and that the records and documents be maintained in the City offices. Access to such records and documents shall be granted to any party authorized by Provider, Provider’s representatives, or Provider’s successorin-interest.
13. Professional Ability of Provider. City has relied upon Provider’s representations regarding its training and professional ability to perform the Services hereunder as a material inducement to enter into this Agreement. Provider shall therefore provide properly skilled personnel to perform all Services under this Agreement. The primary provider of the Services called for by this Agreement shall be [NAME] who shall not be replaced without the written consent of the City. All work performed by Provider under this Agreement shall be in accordance with the applicable professional standard of care and shall meet the local professional standard of quality ordinarily to be expected of competent persons in Provider’s field of expertise working in Fresno County.
14. Compliance with Laws. Provider shall use the proper standard of care in performing the Services and shall comply with all applicable federal, state and local laws, codes, ordinances and regulations in effect at the time the Agreement is executed. In addition, if the request for proposal to provide professional services which are the subject of this Agreement cited any federal or state financial assistance involved in the project for which the Services are provided, the Provider shall perform all services in accordance with all applicable federal and state laws, rates and regulations in effect at the time the agreement is executed.
15. Licenses. Provider represents and warrants to City that it has all licenses, permits, qualifications, and insurance which are legally required of Provider to lawfully and competently perform the Services. Provider represents and warrants to City that Provider shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, and insurance which are legally required of Provider to lawfully and competently perform the Services. Provider shall maintain a City of Coalinga business license.
16. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the reputation, experience and competence of Provider. Assignments of any or all rights, duties or obligations of the Provider under this Agreement will be permitted only with the express written consent of the City, which will not be Initial: City________ Provider________
unreasonably withheld. Provider shall not subcontract any portion of the Services to be performed under this Agreement without the express written consent of the City, which will not be unreasonably withheld. If City consents to such subcontract, Provider shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall: (1) create any contractual relationship between City and sub Provider; (ii) create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor; (iii) or relieve Provider of any of its obligations and responsibilities under this Agreement.
17. Attorneys’ Fees. If an action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees, costs and necessary disbursements in addition to any other reasonable relief to which he may be entitled. With respect to any suit, action or proceeding arising out of or related to this Agreement, or the documentation related hereto, the parties hereby submit to the jurisdiction and venue of the Superior Court for the County of Fresno, State of California for any proceeding arising hereunder.
18. Sole and Only Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the matters set forth herein and contains all of the covenants and agreements between the parties regarding said matters.
Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or in writing, have been made by any party or anyone acting on behalf of any party which are not embodied in this Agreement and no other agreement, statement or promise shall be valid or binding.
19. Invalidity. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way.
20. Amendment. No change, amendment or modification of this Agreement shall be valid unless the same be in writing and signed by the parties hereto.
21. Governing Law. This Agreement shall be construed and governed pursuant to the laws of the State of California. Any action to enforce this Agreement is to be brought in Fresno County, California.
22. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.
23. Mediation. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties Initial: City________ Provider________
are unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE (“JAMS”) or its successor in interest. JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may commence litigation.
24. Authority to Enter Agreement. Provider has all requisite power and authority to conduct its business and to execute, deliver and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
25. Notice. Except as otherwise expressly provided herein, any notice, consent, authorization or other communication to be given hereunder shall be in writing and shall be deemed duly given and received when delivered personally, when transmitted by facsimile or email if receipt is acknowledged by the addressee, one business day after being deposited for nextday delivery with a nationally recognized overnight delivery service, or three business days after being mailed by first class mail, charges and postage prepaid, property addressed to the party to receive such notice at the last address furnished for such purpose by the party to whom notice is directed and addressed as follows:
CITY: PROVIDER:
City of Coalinga Bender Rosenthal, Incorporated
155 West Durian 2825 Watt Avenue, Suite 200
Coalinga, California 93210 Sacramento, California 95821 IN WITNESS WHEREOF, the parties have executed this Agreement effective on the day and in the year first set forth above.
CITY OF COALINGA, a Municipal Corporation
By:__________________________________
Sean Brewer, Interim City Manager
PROVIDER
By:___________________________________
Renee Baur, Chief Executive Officer
APPROVED AS TO CONTENT: ATTEST:
Initial: City________ Provider________
______________________________ ____________________________________ Sean Brewer City Clerk/Deputy City Clerk
Assistant City Manager
Attachments:
Exhibit A – Scope of Work
Exhibit 1 – Scope of Services
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 16 Scope of Work
Project Understanding & Approach
Project Understanding
BRI understands that the City is seeking on-call
real property easement appraisal, negotiation,
and acquisition services in support of the City’s
Active Transportation Program (ATP) and the
Trails Master Plan (TMP) to develop a multiuse off-street trail system. Fourteen (14) Class I trail segments have been identified for future
improvements, not including the two (2) already
completed trails. Work under this contract will
include acquisition of temporary construction
easements (TCE’s), Caltrans Right of Way
Certifications, appraisal services, land survey
services, acquisition services, possession and
use agreements, negotiation services, and other
various services. We understand that work must
be done in conformance with federal, state, and
local requirements in order to maintain funding.
Work will be conducted on a task-order basis. Upon issuance of a task order, BRI will work with the City to clearly define the scope and fee for each project prior to the commencement of work. We have reviewed the Master Multi-Use Trail Plan and we have outlined the impacts and our approach to completing the work. BRI has reviewed the mapping provided by the
City and developed a list of potential impacts for each trail segment, with a focus on the awarded trails. For awarded trails, impacts are primarily to residential or commercial properties, in addition to other special uses including a sports complex and a dog park. The figure to the right shows a summary of total impacts for awarded and planned trails.
BRI has reviewed the plans, existing conditions, researched the impacted parcels, and has a clear understanding of the potential hurdles and critical tasks. Based on preliminary research, there are approximately thirty (30) appraisal assignments for all remaining segments. Early identification of potential obstacles and a better understanding of the property owner’s concerns will allow BRI to work with the project team to find an acceptable solution for the potential property owner issues, but more importantly, serve the City and accelerate project schedules. On the following page, we have provided a table that displays the impacts for awarded trails by parcel use, followed by a detailed overview of the awarded trails.
TRAIL GROUP # IMPACTED
PARCELS
Awarded Trails
Group 1 (Trails 3, 4 & 9) 6
Group 2 (Trail 15) 5
Group 3 (Trails 1E, 2, 13, 14) 8
Group 4 (Trail 3N) 2
Planned Trails
Group 1 (Trail 6) 3
Group 2 (Trail 8) 3
Group 3 (Trail 7) 4
Crossings & Trail head 1
Total 32
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 17 Group 1: Trail 3, 4, 9
6 IMPACTED PARCELS
Segment 3 will be located within an
undeveloped former railroad corridor
between East Walnut Avenue and
East Cherry Lane. Segment 4 will be
located within an undeveloped former
railroad corridor between East Cherry
Lane and South First Street. Segment 9
will be located within an undeveloped
property in Southeast Coalinga,
connecting the intersection of Elm
and Lucille Avenues to the west and
the intersection of Pacific and Forest
Streets to the east.
Scope of Work
Group 2: Trail 15
5 IMPACTED PARCELS
This trail segment runs along the south
side of E Polk Street/W Jayne Avenue
from the City of Coalinga Wastewater
Treatment Plant access road to Willow
Springs Avenue, along the City line.
One larger parcel is for residential
use while the remaining have various
commercial and agricultural uses.
Another impacted parcel contains
Pacific Gas & Electric (PG&E) facilities,
whom we have extensive experience
coordinating with.
LAND USE GROUP 1 GROUP 2 GROUP 3 GROUP 4 TOTALS
Commercial 1 2 3
Field & Seed 1 1 2
Industrial acreage 1 1
Recreation 2 2
Residential 3 2 2 2 9
Retail Trade 1 1
Utilities 1 1
Vacant 2 2
TOTALS 5 6 8 2 21
TRAIL 3
TRAIL 4
TRAIL 9
TRAIL 15
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 18 Group 3: Trail 1E, 2, 13, 14
8 IMPACTED PARCELS
This segment group likely has
the most parcel impacts. Trail
Segments 13 and 14 impact two (2)
City-owned special-use parcels,
the sites of the Coalinga-Huron
Sports Complex and the Coalinga
Dog Park. Segment 1E runs along
the north side of Phelps Avenue
between Posa Chanet and the
Coalinga Regional Medical
Center. Segment 2 runs parallel to
Segment 1, along the south side of
Los Gatos Creek.
Scope of Work
Group 4: Trail 3N
3 IMPACTED PARCELS
One larger parcel is impacted by
this segment, and a portion of this
trail segment is on a parcel already
impacted in Trail 3. This segment
will connect segments 2, 3, and the
trailhead in Northeast Coalinga.
TRAIL 13
TRAIL 14
TRAIL 1E
TRAIL 2
TRAIL 3N
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 19 Approach to Services
Project Management Plan
Project Management identifies risks, and manages scope, schedule, and resources to ensure success. It is the cornerstone to successful project delivery. Once the City issues a task order, BRI will discuss the expectations with the City to define a common understanding about project details, critical issues and processes, and roles and responsibilities associated with the acquisition or appraisal activities.
BUDGET & COST CONTROL: BRI will closely monitor the scope of work, quality of deliverables, quantity of change requests, and completed and forecasted project milestones to accurately determine the overall cost variance, and if necessary, take corrective action.
Budgets are managed by tasks and at parcel/property owner levels. These reviews will identify work performed outside the parameters of the initial scope and isolate any trends that were not previously anticipated.
RESOURCES & SCHEDULE: BRI’s staff is a well-oiled machine of nimble professionals, with the ability to start, stop, and turn on a dime, allowing for consistency and flexibility as any project evolves. BRI staff can be efficiently added, replaced, or reassigned at the City’s discretion. Schedule slippage for project tasks outside BRI’s control will be brought to the City’s attention immediately.
RESPONSIVENESS & PROGRESS REPORTING: BRI will conduct weekly or monthly meetings with the City to discuss project progress and treat every project inquiry with timely responses and prompt follow-ups. To promote ongoing communication regarding key milestones or project obstacles, BRI will ensure that a single path of information transmission is established between the team members.
QUALITY ASSURANCE & CONTROL: Our Quality Assurance/Quality Control Program will start with constantly updated project information, reviewed master document formatting, and centralized document preparation. Before any document is released to the City for approval, it will have undergone a quality check by a senior professional not responsible for the work.
TIMELY DELIVERY: BRI typically produces appraisal reports within four (4) to six (6) weeks of notice to proceed. For multi-parcel acquisition projects, BRI will provide the City with progress reports and recommendations for any procedural improvements that may streamline activities by avoiding potential long-lead situations. BRI will produce and maintain a parcel-by-parcel schedule to integrate into the City’s overall project schedule.
Deliverables: Progress reports as required and complete files at project closeout.
LAND SURVEY SERVICES (SUBCONSULTANT – BLAIR, CHURCH & FLYNN) • Research and review record data available for project area, including record maps, assessor’s map, vesting deeds, centerline ties, corner records, previous field surveys, County surveyor’s maps, existing right of way maps from the County, Caltrans, or other various public agencies, title reports and vesting deeds.
• Plot property lines, street rights of way and existing easements. • Prepare mapping and boundary analysis for field survey. • Prepare legal descriptions and exhibits for each acquisition parcel.
Deliverables: Preparation of descriptions, exhibits and easement documents Scope of Work
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 20 .
APPRAISAL SERVICES
• Send Notice of Decision to Appraise with appraisal map or plat and legals attached. • Contact the property owner and invite to accompany on property inspection. • Research subject larger parcel and analyze market.
• Confirm market sales and view each comparable property. • Conclude with fair market value.
• Write a narrative Appraisal Report as defined by the Uniform Standards of Professional Appraisal Practice (USPAP).
• Report will comply with USPAP, Caltrans and applicable laws, including the California Code of Civil Procedure and the Uniform Relocation Assistance and Real Property Acquisition Policies.
Deliverables: One (1) electronic and up to two (2) hard copies of each appraisal report upon request.
Waiver Valuations
• Research subject larger parcel and market.
• Compile table of comparable sales.
• Perform analysis subject to applicable laws, including the California Code of Civil Procedure and the Uniform Relocation Assistance and Real Property Acquisition Policies. • Acquisition agent to contact property owner and schedule inspection.
Deliverables: Memorandum that briefly summarizes the property, comparable data, and the indicated compensation due to the property owner.
APPRAISAL REVIEW SERVICES (SUBCONSULTANT - COGITO)
• Review appraisal report provided by BRI by outside appraiser. • Site visit to the subject property and project area.
• Read appraisal report, quality check information provided from data resources at BRI and public information from agency websites.
• Ensure appropriate methodologies and compliance with USPAP, Caltrans and applicable laws, including the California Code of Civil Procedure and the Uniform Relocation Assistance and Real Property Acquisition Policies.
• Interview appraiser for clarification and/or provide comments for revisions, as necessary. • Write Review Report that complies with Standard 3 and 4 of the USPAP.
Deliverables: One (1) electronic copy of Appraisal Review Certificate and up to two (2) hard copies of each appraisal report, upon request.
Acquisition Services
• Review the project concept and design with staff and other consultants. • Review appraisals, title reports, maps, and descriptions of the required parcels. • Conduct field review of the project area.
• Prepare right of way contracts and other acquisition documents. • Meet with the property owners to discuss the project in general; review of maps and legal descriptions; confirm information about occupants/owners and make the official First Written Offer to owner.
• The acquisition task assumes a settlement by the sixth contact either in person, telephone, or e-mail. A recommendation to the City will be made after an impasse has been reached.
Scope of Work
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 21 • Deliver signed Right of Way Contract and signed and acknowledged documents for a closed transaction or deliver a memorandum explaining impasse. • If the property owner provides a counteroffer, BRI staff will prepare a recommendation to the City to accept, reject, or modify the counteroffer.
• If the City accepts the counteroffer, BRI will prepare an Administrative Settlement that complies with State and Federal guidelines.
• BRI will work with all parties to encourage acquisition within sixty (60) to ninety (90) days of the approval of the appraisal.
• BRI’s acquisition agents will maintain a parcel diary to document all interactions with property owners and their tenants.
• BRI will prepare escrow instructions for Title to clear exceptions as needed. • BRI will prepare a final report, including transfer of all pertinent correspondence & files to the City.
Deliverables: Permanent Fee Interest; Temporary Construction Easement; Partial Acquisition; with files on each negotiation, acquisition, and project settlement.
TITLE, ESCROW, & CLOSING SERVICES (SUBCONSULTANT – FIRST AMERICAN TITLE) • Review and plot existing easements and exceptions to title. • Work with title company to follow up with appropriate lenders, beneficiaries, & trustees. • Annotate title reports to identify exceptions to be removed. • Work with escrow to obtain partial releases or consents. • Request escrow funds from the City.
• Ensure all escrow documents are completed for closing. • Coordinate escrow closings and file all applicable forms and documents.
Deliverables: Preliminary Title Reports; Closed escrows with Final Policies of Title for impacted parcels.
CALTRANS DOCUMENTATION & RIGHT OF WAY CERTIFICATION
• Identify any special issues that are likely to be encountered and how they will be addressed. • Respond to any questions regarding right of way certification. • Ensure that all documents including mapping, legal descriptions, deeds, and purchase agreements comply with Caltrans standards.
• Work with Local Assistance, District 6, as required to obtain Certification.
Deliverables: Compliant Caltrans Exhibit 13-B along with all the required accompanying forms and backup documentation.
On the following page, we have detailed the aspects of our approach that accelerate project schedules.
Scope of Work
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 22
SCOPE OF WORK
Dedicated appraisal management work with
the appraisers daily to help solve appraisal
problems, provide additional guidance
to research staff as well as write appraisal
reports in order to ensure timely delivery.
Extensive comparable database in the
project area.
Team of research staff working collaboratively
to collect and confirm additional required
market data at the onset of the project which
assists the appraiser in expediting the delivery
of appraisals.
Triage the appraisals by property type/use and
assign each to the most appropriate appraiser
to maximize efficiencies and provide
consistent valuations. Having continuity of
appraisal firms ensures consistent valuations
which improves settlement rates.
APPRAISAL ACCELERANTS
Intimately become familiar with the property
types being impacted given the large number
of appraisals completed in the project area.
Early coordination with the owners
explaining the project and impacts to
their parcels is a successful strategy we’ve
implemented on larger projects. Our agents
often accompany the appraiser on the
appraisal inspection in hopes of developing
a rapport with the property owners.
Ensure Purchase and Sale Agreements have
a possession clause that goes into effect
when the PSA is signed by all parties. This
allows construction of the project even if
close of escrow that is delayed. The most
likely cause of such a delay are lenders.
If the Client chooses, an incentive bonus
will be implemented if property owners
sign within the first 30 days.
Streamline process for administrative
settlements.
Complete understanding of how the
payment process works through the
Client. BRI escrow coordinators will
develop working relationships with
the appropriate team members in the
Client’s finance department.
ACQUISITION ACCELERANTS
Early coordination with the engineering
and project team to review the
alignment and see if there is the option
of potentially shifting of the alignment
to avoid impacts to private property.
Qualifications for
Presented by BENDER ROSENTHAL INCORPORATED | 2825 Watt Avenue, Suite 200, Sacramento, CA 95821 On-Call Real Property Easement
Appraisal, Negotiation, &
Acquisition Services
June 10, 2024
City of Coalinga
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 1 June 10, 2024
Sean Brewer
City of Coalinga
Public Works and Utilities Department
155 W Durian
Coalinga, CA 93210
RE: REQUEST FOR QUALIFICATIONS (RFQ) FOR ON-CALL REAL PROPERTY EASEMENT
APPRAISAL, NEGOTIATION, AND ACQUISITION SERVICES
Mr. Brewer,
Thank you for the opportunity to submit qualifications to the City of Coalinga (City) to provide On-Call Real Property Easement Appraisal, Negotiation, and Acquisition Services.
Bender Rosenthal Inc. (BRI) is a California S Corporation, Certified Small Business Enterprise (SBE) and Certified Woman Business Enterprise (WBE) that specializes in real property acquisition, right of way management and planning services, real estate appraisal, and land services. With nearly twenty-seven (27) years of service delivery for public sector clients, BRI has the professional experience, and technical and financial resources to accomplish the work efficiently, effectively, and responsibly in the required time.
WE ARE MOBILE AND AGILE. With a veritable army of appraisers and real estate professionals, we can meet the project schedule as it evolves. BRI understands that the City needs this project completed on an accelerated timeline, and we can resource load to allow us to incorporate the required team as needed to meet all the delivery deadlines.
WE KNOW THE PROJECT AREA. Within the last five years, BRI has provided the requested services on more than eight-hundred fifty (850+) projects or task orders in Caltrans District 6, including our current work on the County of Tulare Avenue 280 Widening Segment 2 Project and City of Tehachapi Safe Routes to School (SRTS) Dennison Road Project.
WE SPEAK CALTRANS. We have a wide body of experience with project delivery under Caltrans oversight and we understand the federally assisted program requirements and procedures leading to Right of Way Certification. BRI has an established relationship with the Caltrans District 6’s team and we will bring that expertise to the City to accelerate and ensure delivery compliance.
Rebekah Green will serve as Project Manager and Point of Contact for this consultant selection process.
She is fully familiar with and experienced in meeting the requirements of both State and Federal procedures pertaining to federally funded projects and has completed eighteen (18) multiple parcel projects in Caltrans District 6. Rebekah’s right of way expertise will be an asset to the City, and she is excited about the opportunity to assist in completing projects on time and within budget. She can be reached by phone at (916) 978-4900, Ext. 2065 or by email at [email protected]. She is located at BRI headquarters at 2825 Watt Avenue, Suite 200, Sacramento, CA 95821.
INTRODUCTORY LETTER
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 2 I, Renee Baur, PMP, CA RE Broker, Chief Executive Officer of BRI, will serve as the Broker in Charge and an additional point of contact for this contract. I am located at BRI headquarters at 2825 Watt Avenue, Suite 200, Sacramento, CA 95821. I can be reached by phone at (916) 978-4900 ext. 2005 or by email at [email protected]. If you have any questions, please feel free to contact me or Project Manager Rebekah Green.
I am authorized to execute and sign on behalf of the firm. I have reviewed these qualifications and attest to their accuracy. I acknowledge the receipt of the Addendum issued April 25, 2024.
We are committed to delivering exceptional right of way services and look forward to working with you.
Respectfully,
BENDER ROSENTHAL INC.
Renee Baur, PMP, CA RE Broker
Chief Executive Officer
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 3 INTRODUCTORY LETTER 1
CONSULTANT INFORMATION, QUALIFICATIONS & EXPERIENCE 4
CONSULTANT INFORMATION 5
CONSULTANT EXPERIENCE 6
ORGANIZATIONAL & APPROACH 8
ORGANIZATIONAL CHART 10
RESUMES 11
SCOPE OF WORK 15
PROJECT UNDERSTANDING & APPROACH 16
APPROACH TO SERVICES 19
REQUIRED STATEMENTS & FORMS 23
REQUESTED SERVICES 24
ADDITIONAL SERVICES 25
COST PROPOSAL PROVIDED SEPARATELY
Table of contents
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 4 Consultant Information,
Qualifications & Experience
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 5 Consultant Information
Bender Rosenthal Inc. (BRI) is a California Certified Small Business and S Corporation that specializes in right of way project management and planning, real estate appraisal, real property acquisition and land services. With a deep bench of professionals spread over those disciplines and twenty-seven (27) years of service delivery for public sector clients, BRI has set the industry standard in delivering right of way services. Our proven cost management and fiscal responsibility, paired with our federally funded and Caltrans experience has resulted in quick approvals and project certification.
BRI has provided right of way services to over 125 public sector clients in the transportation, flood and utility industries within the last five (5) years, including over twenty-five (25) in Caltrans District 6. Through our experience, we have developed exceptional working relationships with the local agencies, and we are a strong, stable firm with the staffing capability to deliver all services required by the City. Furthermore, BRI is proud to be an employee-owned and operated company. This ownership structure allows for the BRI staff to have an important say in who manages us and how profits align with values. This sense of ownership translates to a higher level of efficiency in project delivery and a genuine passion for wanting to get it right—for the property owner, the project, and most importantly, our clients.
Specifically, within the last two years, BRI has focused on internal process improvements to expedite appraisal delivery and streamline the acquisition process. These efforts have already returned dividends to our clients by leading to improved settlement rates, accelerated project delivery, and significant cost savings.
BRI At a Glance
Certified Small Business
Enterprise (SBE)
Certified Woman Business
Enterprise (WBE)
Staff Counts
8 Licensed CA Real Estate
Salespersons
3 CA Real Estate Brokers
2 Project Management
Professionals (PMP)
6 California Certified General
Real Estate Appraisers
3 MAI designated Appraisers
2 AI-GRS designations
1 ARA designation
1 R/W-AC designation
1 SRA designation
7 Appraisal Research Analysts
1 Senior Right of Way (SR/WA)
designation
1 Right of Way Professional
(RWP) Designation
3 Senior Land Agents
3 Land Agents
2 Notary Publics
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 6 LEGEND
Selected Appraisal Assignments
Selected Right of Way Projects
Highlighted Clients/Projects
Select Regional PROJECTS
CONSULTANT Experience
Within the last five (5) years, BRI has completed more than eight-hundred fifty (850+) projects or task orders in Fresno County and the surrounding area, ranging from the Tulare-Santa Fe Roundabout Project to the Caldwell Avenue Interchange Improvement Project, to multiple assignments on the California High Speed Rail Project. We are also currently working with the County of Tulare on the Avenue 280 Widening Segment 2 Project. Furthermore, BRI has completed numerous real property projects for Pacific Gas and Electric Company (PG&E) throughout Tulare, Fresno, Kings, Madera, and Kern Counties. This local experience has resulted in our staff being very familiar with the project area—we recognize the unique politics of the landowners and understand the demographics and specific issues surrounding appraising and acquiring properties in the Central Valley.
BRI’s strengths also include strong Federal and State agency experience, a large team of real estate professionals, and a management team that will ensure we are well positioned to meet all the City’s service needs. We have experience with project delivery under Caltrans oversight and we understand the federally assisted program requirements and procedures leading to Right of Way Certification.
The BRI team has an established relationship with the Caltrans District 6’s team and we will bring that expertise to the City to accelerate and ensure delivery compliance.
City of Tehachapi, Safe Routes to School
(SRTS) Dennison Road Project
City of Woodlake, Cajon
Avenue & Valencia Boulevard
Roundabout Project
County of Tulare, Avenue 280
Widening Segment 2 Project
City of Reedley, East Avenue
Sidewalk Improvement Project
City of Visalia, Caldwell Avenue
Widening Project
Friant Water Authority, Friant-Kern Canal
Middle Reach Capacity Correction Project
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 7 PROJECT AVENUE 280 WIDENING
SEGMENT 2 PROJECT
SAFE ROUTES TO SCHOOL
(SRTS) DENNISON ROAD
BICYCLE PEDESTRIAN
CORRIDOR IMPROVEMENT
PROJECT
CAJON AVENUE & VALENCIA
BOULEVARD ROUNDABOUT
PROJECT
Contracting
Agency County of Tulare 4Creeks Inc. / City of Tehachapi City of Woodlake Contracting
Agency Project
Manager & Contact
Information
Teresa Arteaga, Property Specialist
[email protected]
(559) 624-7251
Chris Crawford, PE, QSD, Senior
Project Manager
[email protected]
(559) 372-0215
Emmanuel Llamas, Community
Development Director
[email protected]
(559) 564-8055
Contract Amount $844,500 $16,300 $80,200
Funding Source Locally Funded through Measure R Combination Funds - Caltrans Oversight
Congestion Mitigation and Air
Quality Improvement Program,
State Highway Operation and
Protection Program, local street
funds.
Date of Contract 2017; 2022 2022 2023
Date of
Completion Ongoing 2023 Ongoing
Consultant Project
Manager & Contact
Information
Rebekah Green
[email protected]
(916) 978-4900, Ext. 2065
Rebekah Green
[email protected]
(916) 978-4900, Ext. 2065
Rebekah Green
[email protected]
(916) 978-4900, Ext. 2065
Project Objective
The project will improve the level
of service along the corridor and
ease congestion.
The project will improve safety
for pedestrians, students, and the
community as a whole.
The project will cut down on
emissions and fuel consumption
by reducing vehicle idle time,
while also increasing pedestrian
and bike safety.
Project
Description
The Project will widen the Avenue
280 corridor from Road 140
(Lovers Lane) to Road 160 (Virginia
Avenue) between the cities of
Visalia and Farmersville.
The improvements in this area
will include new curb, gutter,
and sidewalk installations, new
crosswalks, bike lanes in both
directions, and will ensure ADA
compliance.
Construction of a new
roundabout at the intersection
of Valencia Boulevard and Cajon
Avenue, including adding curbs,
gutters, sidewalks, crosswalks,
streetlights, bike lanes and ADA
ramps.
Project Outcome Ongoing – In negotiations, 50%
complete
All necessary right of way was
acquired on time and on budget. Ongoing – In negotiations CONSULTANT Experience
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 8 BRI is comprised of diverse and capable real estate staff. A diverse project team gives us control, consistency, and the ability to adapt quickly. The proposed staff will be committed for the duration of the project. If a staff substitution is necessary, BRI will seek prior written approval from the City. Key personnel resumes are provided beginning on page 12.
RENEE BAUR, PMP, CA REAL ESTATE BROKER, BRI CHIEF EXECUTIVE OFFICER – BROKER IN CHARGE 13 YEARS OF EXPERIENCE, 13 WITH BRI
BRI Chief Executive Officer Renee Baur, PMP, CA RE Broker, will serve as the Broker in Charge and primary point of contact for this contract. She has a full understanding and long history with project oversight and right-of-way acquisition services in and around Fresno County. Renee’s experience spans the state, having worked in all fifty-eight (58) California counties. With a sharp eye on efficiency and collaboration, Renee expertly coordinates across project stakeholders and manages resources to meet the needs of any project, no matter the schedule or deliverables. She is currently serving as Principal in Charge on the County of Tulare Avenue 280 Widening Project and our contract with the City of Bakersfield to provide On-Call Consultant Services.
• 6 projects in Caltrans District 6
• 13 years of experience with Federal and State right of way standards • 10 years of experience with active transportation projects REBEKAH GREEN – PROJECT MANAGER & PRIMARY CONTACT
23 YEARS OF EXPERIENCE, 14 WITH BRI
Having spent the last decade of her career working with various government agencies such as Caltrans, the Bureau of Reclamation, California Department of Water Resources and numerous local cities and counties, Rebekah brings to the table enthusiasm and a deep understanding of public works projects in California. Recognizing the unique political landscape involved with these projects, she coordinates the process between clients, escrow officers, agents and property owners with sensitivity and the due consideration necessary for a positive outcome. Rebekah is the Project Manager for the County of Tulare Avenue 280 Widening Segment 2 Project, impacting 55 parcels as well as the City of Visalia Caldwell Avenue Project impacting 22 parcels. She was also the Assistant Project Manager for the recently completed Friant-Kern Canal Middle Reach Capacity Correction Project, impacting 32 parcels. As a project partner, Rebekah possesses not only sound judgment and technical expertise, but also the leadership and discipline that is required to effectively manage this project. • 18 projects in Caltrans District 6
• 14 years of experience with Federal and State right of way standards • 14 years of experience with active transportation projects Organization & Approach
For the last year of my career, I had the pleasure of working with Rebekah Green on a couple of Local Public Agency (LPA) oversight projects in Caltrans District 10. Rebekah made an immediate impression with her handling of contentious matters dealing with Caltrans at both the District and Headquarters level, as well as the Federal Highways Administration (FHWA).
Myself and Caltrans Headquarters staff found her proactive communication and consistent, detailed documentation to be essential. I find it rewarding to close this chapter of my Right of Way career with the Department knowing that we have a Right of Way professional like Rebekah who will continue the legacy of being a true advocate of the importance of the Right of Way program and project delivery.
- James Gonzalez, Former Caltrans District 10 Right of Way Chief City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 9 DAVID HOUGHTON, MAI, CA CERTIFIED GENERAL APPRAISER – APPRAISAL MANAGER 18 YEARS OF EXPERIENCE, 10 WITH BRI
With 18 years of experience, David has seen it all in right of way appraisal for public projects. He currently provides appraisal services for many property types and has experience in appraising improved owneruser and income-producing- properties, as well as speculative land, development land, agricultural land, and residential estate properties. David’s recent local assignments include managing appraisals on the County of Tulare Avenue 280 Widening Project and the City of Woodlake Cajon Avenue and Valencia Boulevard Roundabout Project.
• 15 appraisal assignments in Caltrans District 6 in the last 2 years • 10 years of experience with Federal and State right of way standards • 10 years of experience with active transportation projects LUCAS SMITH, CA RE SALESPERSON, CA NOTARY PUBLIC – LEAD ACQUISITION AGENT 8 YEARS OF EXPERIENCE, 8 WITH BRI
Lucas is an excellent problem solver and gifted negotiator. He has experience negotiating with private, public, and governmental agencies in order to obtain necessary rights and agreements to acquire fee, and temporary and permanent easements and rights. With a sharp eye towards the best outcomes for both the project and the community, Lucas will oversee the BRI acquisition team in providing services that will exceed the City’s expectations. Lucas’ recent experience includes the Caldwell Avenue Widening Project and multiple active transportation and trail improvement projects for the San Diego Association of Governments (SANDAG).
• 7 projects in Caltrans District 6
• 7 years of experience with Federal and State right of way standards • 7 years of experience with active transportation projects • 8 years of experience with negotiating complex agreements Subconsultants
COGITO REALTY PARTNERS, DBE, MBE, DVBE – APPRAISAL REVIEW SERVICES Cogito Realty Partners (Cogito) is a commercial real estate firm with a focus on reliable valuation and excellent customer service. Cogito specializes in a variety of complex and non-complex assets, providing services involving litigation and eminent domain assignments as well as right of way appraisal reviews.
They have cultivated a collective of highly trained, motivated, and principled professionals.
FIRST AMERICAN TITLE COMPANY (FIRST AMERICAN) — TITLE & ESCROW SERVICES First American Title Company (First American) is a leading provider of title insurance, settlement services and risk solutions for real estate transactions that traces its heritage back to 1889. First American specializes in Residential, High Liability Transactions, Commercial Development, Land Acquisitions and 1031 Exchange Escrows. First American consistently provides the most accurate information, developed with insight, and delivered with integrity.
BLAIR, CHURCH & FLYNN ENGINEERS, MBE — LAND SURVEYING SERVICES Blair, Church & Flynn Engineers (BCF) has been helping clients set the foundation of a quality project for over six and a half decades through seasoned survey professionals with the latest and most effective set of tools, techniques, and resources. In the field, each crew is equipped with the most current total stations, GNSS receivers, and 3D HDS Scanning, among other communication devices, survey equipment, and software available to utilize as required.
KEY STAFF
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 10
ORGANIZATIONAL
team CHART
ACQUISITION TEAM
INCLUDES:
CA Real Estate Brokers (3)
CA Real Estate Salespeople (8)
Senior Right of Way
(SR/WA) Designations (1)
Right of Way Professional
Designation (1)
CA Notary Public (2)
Rebekah Green
Project Manager
LAND SERVICES TEAM
INCLUDES:
Senior Land Agents (3)
Land Agents (3)
Lucas Smith, CA RE
Salesperson, CA Notary
Public
Lead Acquisition Agent
Cogito Realty Partners, DBE,
MBE, DVBE
APPRAISAL REVIEW SERVICES
David Houghton, MAI
Appraisal Manager
APPRAISAL TEAM INCLUDES:
David Wraa, MAI,
ARA, AI-GRS
Angela Hernandez, MAI,
R/W-AC, AI-GRS
Tom Leonard
Lawrence Clark
Rebecca Frederick, SRA
Appraisal Research
Analysts (7)
PRINCIPAL IN CHARGE
KEY BRI STAFF
OTHER BRI STAFF
PROJECT COORDINATION
SUPPORT
SUBCONSULTANTS, AS NEEDED
First American Title Company
TITLE & ESCROW SERVICES
KEY STAFF
Renee Baur, PMP, CA RE
Broker
Broker in Charge
Rob Oller, CA RE Salesperson
ASSISTANT PROJECT
MANAGER / PROJECT
COORDINATION
Blair, Church & Flynn
Engineers, MBE, SB-PW
LAND SURVEYING SERVICES
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 11 Renee serves as BRI’s Chief Executive Officer and oversees our team of real estate professionals. After over a decade of managing and acquiring rights of way for public agency and infrastructure improvement projects, Renee is using her executive leadership skills to lead internal process improvements and provide valuable cost savings and schedule efficiencies for our clients. One of Renee’s greatest assets is the ability to seamlessly adjust BRI’s staff and resources to fulfill project needs. With a focus on productivity and a commitment to building a cohesive, collaborative team, Renee is leading BRI into the future.
Renee Baur
Representative Project Experience
County of Tulare Avenue 280 Widening Project, Tulare
County, CA: Principal in Charge, 50+ impacted parcels, full service right of way, Caltrans oversight, community outreach City of Woodlake Cajon Avenue and Valencia Boulevard
Roundabout Project, Tulare County, CA: Principal in Charge, 8 impacted parcels, full service right of way, Caltrans oversight San Joaquin County Department of Public Works Colonial
Heights & Lincoln Village Watermain Upgrade Projects, San Joaquin County, CA: Project Manager, 197 impacted parcels and service connections, DWR funding, public outreach
San Joaquin Area Flood Control Agency Lower San Joaquin River Levee Improvement Project, San Joaquin County,
CA: Principal in Charge, 2 impacted parcels so far, 15 Rights of Entry in progress, 6 mitigation sites, multiple reach levee project, full service right of way, DWR & USACE oversight Pacific Gas & Electric Company Community Pipeline Safety Initiative, 38 Counties, CA: Principal in Charge & Project Manager, 90,000+ impacted parcels, land services, eminent domain support, accelerated project schedule
Citrus Heights Water District Easement Verification Project, Sacramento County, CA: Principal in Charge & Project
Manager, 1000+ impacted parcels, land and research services Pacific Gas & Electric Company Enhanced Vegetation
Management Project, 38 Counties, CA: Principal in Charge & Project Manager, 748,000+ vegetation points, land services, program management, customer outreach, & eminent domain support, accelerated project schedule
California High-Speed Rail Authority California High-Speed Rail Project - Multiple Task Orders, Fresno County, CA:
Senior Land Agent, 500+ impacted parcels, full service right of way, land services
Principal In Charge, CEO,
PMP, CA Re Broker
13 Years of Experience
13 Years with BRI
EDUCATION
B.A. Anthropology, University
of California, Berkeley
Registrations
CA Real Estate Broker
License No. 01930277
Project Management
Professional (PMP)
Affiliations
International Right of Way
Association
Project Management Institute
Special Qualifications
• Prompt, effective
communicator
• Efficient resource
allocation & management
• Worked in all 58 California
counties
• Specialized customer
service experience for
public agencies
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 12 Having spent the last decade of her career working with various government agencies such as the Caltrans, the Bureau of Reclamation, Department of Water Resources and numerous local cities and counties, Rebekah brings to the table enthusiasm and a deep understanding of public works projects in California.
Recognizing the unique political landscape involved with these projects, she coordinates the process between clients, escrow officers, agents and property owners with sensitivity and the due consideration necessary for a positive outcome. With multiple stakeholders, having the most current status on each assignment is crucial to maintain real time data to address all information needs.
Rebekah Green
Representative Project Experience
County of Tulare Avenue 280 Widening Project, Tulare
County, CA: Right of Way Project Manager, 50+ impacted
parcels, full service right of way, Caltrans oversight
City of Tehachapi Safe Routes to School Dennison Road
Bicycle and Pedestrian Improvement Project, Kern County, CA: Right of Way Subconsultant, Right of Way Project Manager, 2+ impacted parcels, full service right of way, Caltrans oversight, grant funding
City of Woodlake Cajon Avenue and Valencia Boulevard
Roundabout Project, Tulare County, CA: Project Manager, 8 impacted parcels, full service right of way, Caltrans oversight City of Rancho Cordova Elementary School Bicycle &
Pedestrian Improvement Project, Rancho Cordova, CA:
Deputy Project Manager, 16 impacted parcels, full service right of way, Caltrans oversight, accelerated project schedule County of Tuolumne Lime Kiln Road Bridge Replacement
over Curtis Creek Phase II Project, Tuolumne County, CA:
Project Manager, 4 impacted parcels, full service right of way, Caltrans oversight
County of Stanislaus, Pioneer Avenue over Lone Tree Bridge Replacement Project, Stanislaus County, CA: Right of Way subconsultant, Right of Way Project Manager, 4 impacted parcels, full services right of way, Caltrans oversight County of Stanislaus, Milton Road over Hoods Creek Bridge Replacement Project, Stanislaus County, CA: Right of Way subconsultant, Right of Way Project Manager, 3 impacted parcels, full services right of way, Caltrans oversight San Joaquin Area Flood Control Agency Lower San Joaquin River Levee Improvement Project, San Joaquin County, CA:
Project Manager, 2 impacted parcels so far, 15 Rights of Entry in progress, 6 mitigation sites, multiple reach levee project, full service right of way, DWR & USACE oversight
PROJECT MANAGER & Primary
Point of Contact
23 Years of Experience
14 Years with BRI
EDUCATION
B.A. Social Work, California
State University, Sacramento
Registrations
Currently Pursuing Project
Management Professional
(PMP) Designation
Affiliations
International Right of Way
Association
Special Qualifications
• Strong local project
management experience
• Effective communicator
who excels in a fast
paced, dynamic
environment
• Ability to leverage
resources to meet, and
often exceed, project
schedules and deadlines
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 13 Representative Project Experience
City of Woodlake Cajon Avenue and Valencia Boulevard
Roundabout Project, Tulare County, CA: Appraisal Manager, 8 appraisal products, full service right of way, Caltrans oversight San Diego Association of Governments Inland Rail Trail
Project, San Diego County, CA: Lead Appraiser, 57 appraisal products, full service right of way
San Diego Association of Governments Rose Creek Bikeway Project, San Diego County, CA: Lead Appraiser, 4 appraisal products, full service right of way
San Diego Association of Governments Bike Plan Early
Action Project, San Diego County, CA: Lead Appraiser, 6 appraisal products, full service right of way, Caltrans oversight Southern California Gas Company, Multiple Pipeline
Projects in Kings, Kern, Riverside, San Luis Obispo, &
Imperial Counties, CA: Lead Appraiser, 60+ appraisal products, full service right of way, Caltrans oversight
San Joaquin Area Flood Control Agency Lower San Joaquin River Levee Improvement Project, San Joaquin County, CA:
Appraisal Manager, 2 appraisal products so far, multiple reach levee project, full service right of way, DWR & USACE oversight Friant Water Authority Friant-Kern Canal Middle Reach
Capacity Correction Project, Kern County, CA: Lead
Appraiser, 32 impacted parcels, full service right of way City of Chico Pomona Avenue Bridge Replacement Project, Butte County, CA: Appraisal Manager, 5 impacted parcels, full service right of way, Caltrans oversight
City of Chico Salem Street Bridge Replacement Project,
Butte County, CA: Appraisal Manager, 5 impacted parcels, full service right of way, Caltrans oversight
David has seen it all when it comes to appraising property for public projects—he knows how it got there and what it is worth. He currently provides appraisal services for many property types and has experience in appraising improved owner-user and incomeproducing- properties, as well as speculative land, development land, agricultural land, and residential estate properties. David always approaches an appraisal with the understanding that we are talking about someone’s livelihood, putting a price on part of who they are, and he approaches that with all due brevity and integrity.
David Houghton
Appraisal Manager, MAI
18 Years of Experience
10 Years with BRI
Education
B.S. Business Management,
University of Phoenix
Registrations
MAI Member, Appraisal
Institute
Certified General Real Estate
Appraiser, AG 039402
Affiliations
Appraisal Institute (AI),
Sacramento Sierra Chapter
Special Qualifications
• Diverse body of appraisal
experience across
California
• Familiar with the
demographics and specific
issues surrounding
appraising properties in
the project area
• Strong public agency
experience
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 14 Representative Project Experience
County of Tulare Avenue 280 Widening Project, Tulare
County, CA: Lead Acquisition Agent, 50+ impacted parcels, full service right of way, Caltrans oversight
City of Woodlake Cajon Avenue and Valencia Boulevard
Roundabout Project, Tulare County, CA: Lead Acquisition Agent, 8 impacted parcels, full service right of way, Caltrans oversight
County of Tuolumne Lime Kiln Road Bridge Replacement
over Curtis Creek Phase II Project, Tuolumne County, CA:
Acquisition Agent, 4 impacted parcels, full service right of way, Caltrans oversight
County of Mariposa Interim Bridge at Indian Gulch Project, Mariposa County, CA: Acquisition Agent, 1 impacted parcel, full service right of way, Caltrans oversight
California High-Speed Rail Authority California High Speed Rail Project, Central Valley Counties, CA: Senior Acquisition Agent, 500+ impacted parcels, full service right of way San Diego Association of Governments Bayshore Bikeway
Barrio Logan Project, San Diego County, CA: Acquisition Agent, 4 impacted parcels, full service right of way
San Joaquin Area Flood Control Agency Lower San Joaquin River Levee Improvement Project, San Joaquin County, CA:
Acquisition Agent, 2 impacted parcels so far, 15 Rights of Entry in progress, 6 mitigation sites, multiple reach levee project, full service right of way, DWR & USACE oversight
Delta Conveyance Design and Construction Authority Delta Conveyance Project, Multiple Counties, CA: Acquisition
Agent, 10 impacted parcels, State & DWR oversight
City of Chico Salem Street Bridge Replacement Project,
Butte County, CA: Lead Acquisition Agent, 5 impacted
parcels, full service right of way, Caltrans oversight
Lead Acquisition AGent, CA
RE Salesperson
8 Years of Experience
8 Years with BRI
Education
United States Marine Corps.
(2008-2012)
Registrations
CA RE Salesperson, License
No. 02031599
CA Notary Public 2412824
Affiliations
International Right of Way
Association
Special Qualifications
• Gifted negotiator
• Excels in a fast-paced,
dynamic environment
• Innovative problem solver
• Specialized customer
service experience
Lucas has extensive experience negotiating with private, public, governmental agencies and railroads in order to acquire temporary and permanent rights, and coordinate relocation and removal of encroachments. He has also obtained temporary construction easements and permitting on an accelerated timeline for over 150 projects in the last 5 years, spanning 38 counties. During negotiations, Lucas has the ability to interface effectively across a diverse variety of property owners, which helps him find creative, project specific solutions and reach agreements quickly.
Lucas Smith
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 15
SCOPE OF WORK
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 16 Scope of Work
Project Understanding & Approach
Project Understanding
BRI understands that the City is seeking on-call
real property easement appraisal, negotiation,
and acquisition services in support of the City’s
Active Transportation Program (ATP) and the
Trails Master Plan (TMP) to develop a multiuse off-street trail system. Fourteen (14) Class I trail segments have been identified for future
improvements, not including the two (2) already
completed trails. Work under this contract will
include acquisition of temporary construction
easements (TCE’s), Caltrans Right of Way
Certifications, appraisal services, land survey
services, acquisition services, possession and
use agreements, negotiation services, and other
various services. We understand that work must
be done in conformance with federal, state, and
local requirements in order to maintain funding.
Work will be conducted on a task-order basis. Upon issuance of a task order, BRI will work with the City to clearly define the scope and fee for each project prior to the commencement of work. We have reviewed the Master Multi-Use Trail Plan and we have outlined the impacts and our approach to completing the work. BRI has reviewed the mapping provided by the
City and developed a list of potential impacts for each trail segment, with a focus on the awarded trails. For awarded trails, impacts are primarily to residential or commercial properties, in addition to other special uses including a sports complex and a dog park. The figure to the right shows a summary of total impacts for awarded and planned trails.
BRI has reviewed the plans, existing conditions, researched the impacted parcels, and has a clear understanding of the potential hurdles and critical tasks. Based on preliminary research, there are approximately thirty (30) appraisal assignments for all remaining segments. Early identification of potential obstacles and a better understanding of the property owner’s concerns will allow BRI to work with the project team to find an acceptable solution for the potential property owner issues, but more importantly, serve the City and accelerate project schedules. On the following page, we have provided a table that displays the impacts for awarded trails by parcel use, followed by a detailed overview of the awarded trails.
TRAIL GROUP # IMPACTED
PARCELS
Awarded Trails
Group 1 (Trails 3, 4 & 9) 6
Group 2 (Trail 15) 5
Group 3 (Trails 1E, 2, 13, 14) 8
Group 4 (Trail 3N) 2
Planned Trails
Group 1 (Trail 6) 3
Group 2 (Trail 8) 3
Group 3 (Trail 7) 4
Crossings & Trail head 1
Total 32
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 17 Group 1: Trail 3, 4, 9
6 IMPACTED PARCELS
Segment 3 will be located within an
undeveloped former railroad corridor
between East Walnut Avenue and
East Cherry Lane. Segment 4 will be
located within an undeveloped former
railroad corridor between East Cherry
Lane and South First Street. Segment 9
will be located within an undeveloped
property in Southeast Coalinga,
connecting the intersection of Elm
and Lucille Avenues to the west and
the intersection of Pacific and Forest
Streets to the east.
Scope of Work
Group 2: Trail 15
5 IMPACTED PARCELS
This trail segment runs along the south
side of E Polk Street/W Jayne Avenue
from the City of Coalinga Wastewater
Treatment Plant access road to Willow
Springs Avenue, along the City line.
One larger parcel is for residential
use while the remaining have various
commercial and agricultural uses.
Another impacted parcel contains
Pacific Gas & Electric (PG&E) facilities,
whom we have extensive experience
coordinating with.
LAND USE GROUP 1 GROUP 2 GROUP 3 GROUP 4 TOTALS
Commercial 1 2 3
Field & Seed 1 1 2
Industrial acreage 1 1
Recreation 2 2
Residential 3 2 2 2 9
Retail Trade 1 1
Utilities 1 1
Vacant 2 2
TOTALS 5 6 8 2 21
TRAIL 3
TRAIL 4
TRAIL 9
TRAIL 15
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 18 Group 3: Trail 1E, 2, 13, 14
8 IMPACTED PARCELS
This segment group likely has
the most parcel impacts. Trail
Segments 13 and 14 impact two (2)
City-owned special-use parcels,
the sites of the Coalinga-Huron
Sports Complex and the Coalinga
Dog Park. Segment 1E runs along
the north side of Phelps Avenue
between Posa Chanet and the
Coalinga Regional Medical
Center. Segment 2 runs parallel to
Segment 1, along the south side of
Los Gatos Creek.
Scope of Work
Group 4: Trail 3N
3 IMPACTED PARCELS
One larger parcel is impacted by
this segment, and a portion of this
trail segment is on a parcel already
impacted in Trail 3. This segment
will connect segments 2, 3, and the
trailhead in Northeast Coalinga.
TRAIL 13
TRAIL 14
TRAIL 1E
TRAIL 2
TRAIL 3N
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 19 Approach to Services
Project Management Plan
Project Management identifies risks, and manages scope, schedule, and resources to ensure success. It is the cornerstone to successful project delivery. Once the City issues a task order, BRI will discuss the expectations with the City to define a common understanding about project details, critical issues and processes, and roles and responsibilities associated with the acquisition or appraisal activities.
BUDGET & COST CONTROL: BRI will closely monitor the scope of work, quality of deliverables, quantity of change requests, and completed and forecasted project milestones to accurately determine the overall cost variance, and if necessary, take corrective action.
Budgets are managed by tasks and at parcel/property owner levels. These reviews will identify work performed outside the parameters of the initial scope and isolate any trends that were not previously anticipated.
RESOURCES & SCHEDULE: BRI’s staff is a well-oiled machine of nimble professionals, with the ability to start, stop, and turn on a dime, allowing for consistency and flexibility as any project evolves. BRI staff can be efficiently added, replaced, or reassigned at the City’s discretion. Schedule slippage for project tasks outside BRI’s control will be brought to the City’s attention immediately.
RESPONSIVENESS & PROGRESS REPORTING: BRI will conduct weekly or monthly meetings with the City to discuss project progress and treat every project inquiry with timely responses and prompt follow-ups. To promote ongoing communication regarding key milestones or project obstacles, BRI will ensure that a single path of information transmission is established between the team members.
QUALITY ASSURANCE & CONTROL: Our Quality Assurance/Quality Control Program will start with constantly updated project information, reviewed master document formatting, and centralized document preparation. Before any document is released to the City for approval, it will have undergone a quality check by a senior professional not responsible for the work.
TIMELY DELIVERY: BRI typically produces appraisal reports within four (4) to six (6) weeks of notice to proceed. For multi-parcel acquisition projects, BRI will provide the City with progress reports and recommendations for any procedural improvements that may streamline activities by avoiding potential long-lead situations. BRI will produce and maintain a parcel-by-parcel schedule to integrate into the City’s overall project schedule.
Deliverables: Progress reports as required and complete files at project closeout.
LAND SURVEY SERVICES (SUBCONSULTANT – BLAIR, CHURCH & FLYNN) • Research and review record data available for project area, including record maps, assessor’s map, vesting deeds, centerline ties, corner records, previous field surveys, County surveyor’s maps, existing right of way maps from the County, Caltrans, or other various public agencies, title reports and vesting deeds.
• Plot property lines, street rights of way and existing easements. • Prepare mapping and boundary analysis for field survey. • Prepare legal descriptions and exhibits for each acquisition parcel.
Deliverables: Preparation of descriptions, exhibits and easement documents Scope of Work
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 20 .
APPRAISAL SERVICES
• Send Notice of Decision to Appraise with appraisal map or plat and legals attached. • Contact the property owner and invite to accompany on property inspection. • Research subject larger parcel and analyze market.
• Confirm market sales and view each comparable property. • Conclude with fair market value.
• Write a narrative Appraisal Report as defined by the Uniform Standards of Professional Appraisal Practice (USPAP).
• Report will comply with USPAP, Caltrans and applicable laws, including the California Code of Civil Procedure and the Uniform Relocation Assistance and Real Property Acquisition Policies.
Deliverables: One (1) electronic and up to two (2) hard copies of each appraisal report upon request.
Waiver Valuations
• Research subject larger parcel and market.
• Compile table of comparable sales.
• Perform analysis subject to applicable laws, including the California Code of Civil Procedure and the Uniform Relocation Assistance and Real Property Acquisition Policies. • Acquisition agent to contact property owner and schedule inspection.
Deliverables: Memorandum that briefly summarizes the property, comparable data, and the indicated compensation due to the property owner.
APPRAISAL REVIEW SERVICES (SUBCONSULTANT - COGITO)
• Review appraisal report provided by BRI by outside appraiser. • Site visit to the subject property and project area.
• Read appraisal report, quality check information provided from data resources at BRI and public information from agency websites.
• Ensure appropriate methodologies and compliance with USPAP, Caltrans and applicable laws, including the California Code of Civil Procedure and the Uniform Relocation Assistance and Real Property Acquisition Policies.
• Interview appraiser for clarification and/or provide comments for revisions, as necessary. • Write Review Report that complies with Standard 3 and 4 of the USPAP.
Deliverables: One (1) electronic copy of Appraisal Review Certificate and up to two (2) hard copies of each appraisal report, upon request.
Acquisition Services
• Review the project concept and design with staff and other consultants. • Review appraisals, title reports, maps, and descriptions of the required parcels. • Conduct field review of the project area.
• Prepare right of way contracts and other acquisition documents. • Meet with the property owners to discuss the project in general; review of maps and legal descriptions; confirm information about occupants/owners and make the official First Written Offer to owner.
• The acquisition task assumes a settlement by the sixth contact either in person, telephone, or e-mail. A recommendation to the City will be made after an impasse has been reached.
Scope of Work
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 21 • Deliver signed Right of Way Contract and signed and acknowledged documents for a closed transaction or deliver a memorandum explaining impasse. • If the property owner provides a counteroffer, BRI staff will prepare a recommendation to the City to accept, reject, or modify the counteroffer.
• If the City accepts the counteroffer, BRI will prepare an Administrative Settlement that complies with State and Federal guidelines.
• BRI will work with all parties to encourage acquisition within sixty (60) to ninety (90) days of the approval of the appraisal.
• BRI’s acquisition agents will maintain a parcel diary to document all interactions with property owners and their tenants.
• BRI will prepare escrow instructions for Title to clear exceptions as needed. • BRI will prepare a final report, including transfer of all pertinent correspondence & files to the City.
Deliverables: Permanent Fee Interest; Temporary Construction Easement; Partial Acquisition; with files on each negotiation, acquisition, and project settlement.
TITLE, ESCROW, & CLOSING SERVICES (SUBCONSULTANT – FIRST AMERICAN TITLE) • Review and plot existing easements and exceptions to title. • Work with title company to follow up with appropriate lenders, beneficiaries, & trustees. • Annotate title reports to identify exceptions to be removed. • Work with escrow to obtain partial releases or consents. • Request escrow funds from the City.
• Ensure all escrow documents are completed for closing. • Coordinate escrow closings and file all applicable forms and documents.
Deliverables: Preliminary Title Reports; Closed escrows with Final Policies of Title for impacted parcels.
CALTRANS DOCUMENTATION & RIGHT OF WAY CERTIFICATION
• Identify any special issues that are likely to be encountered and how they will be addressed. • Respond to any questions regarding right of way certification. • Ensure that all documents including mapping, legal descriptions, deeds, and purchase agreements comply with Caltrans standards.
• Work with Local Assistance, District 6, as required to obtain Certification.
Deliverables: Compliant Caltrans Exhibit 13-B along with all the required accompanying forms and backup documentation.
On the following page, we have detailed the aspects of our approach that accelerate project schedules.
Scope of Work
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 22
SCOPE OF WORK
Dedicated appraisal management work with
the appraisers daily to help solve appraisal
problems, provide additional guidance
to research staff as well as write appraisal
reports in order to ensure timely delivery.
Extensive comparable database in the
project area.
Team of research staff working collaboratively
to collect and confirm additional required
market data at the onset of the project which
assists the appraiser in expediting the delivery
of appraisals.
Triage the appraisals by property type/use and
assign each to the most appropriate appraiser
to maximize efficiencies and provide
consistent valuations. Having continuity of
appraisal firms ensures consistent valuations
which improves settlement rates.
APPRAISAL ACCELERANTS
Intimately become familiar with the property
types being impacted given the large number
of appraisals completed in the project area.
Early coordination with the owners
explaining the project and impacts to
their parcels is a successful strategy we’ve
implemented on larger projects. Our agents
often accompany the appraiser on the
appraisal inspection in hopes of developing
a rapport with the property owners.
Ensure Purchase and Sale Agreements have
a possession clause that goes into effect
when the PSA is signed by all parties. This
allows construction of the project even if
close of escrow that is delayed. The most
likely cause of such a delay are lenders.
If the Client chooses, an incentive bonus
will be implemented if property owners
sign within the first 30 days.
Streamline process for administrative
settlements.
Complete understanding of how the
payment process works through the
Client. BRI escrow coordinators will
develop working relationships with
the appropriate team members in the
Client’s finance department.
ACQUISITION ACCELERANTS
Early coordination with the engineering
and project team to review the
alignment and see if there is the option
of potentially shifting of the alignment
to avoid impacts to private property.
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 23 Required Statements & Forms
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 24 We have thoroughly reviewed this section of the RFQ and affirm we can comply with these terms. BRI nor any subconsultants have any relationships that will be a conflict of interest for this contract. Should a conflict of interest arise, BRI will notify the City immediately.
Conflict of Interest
BRI has not been involved with any litigation in connection with prior projects.
Litigation
Required Statements
BRI has reviewed the proposed contract agreement included in Appendix C of the RFP; we have no issues or changes to the agreement. The terms of this proposal shall remain valid for a period of ninety (90) days following the submission date.
Content Agreement
BRI understands that the City is requesting services for Federally funded projects, necessitating compliance with Federal requirements. BRI has extensive experience operating and delivering right of way under such requirements. We are intimately familiar with the applicable federal-aid requirements and are confident that we have the expertise and strategies to provide these services to the City with valuable time and cost savings. We have provided all required forms and documentation to demonstrate our compliance.
We understand that the DBE goal for this contract is 0%; however, we are committed to helping the City meet their overall DBE goals to both maintain project funding and uplift disadvantaged business. In addition to our own status as a Certified SBE and WBE, we work with many certified diverse subconsultants, some of which we have enlisted to fulfill the full scope of requested services.
Federal-aid Provisions
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 25 Local Assistance Procedures Manual EXHBIT 10-Q
Disclosure of Lobbying Activities
EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
a. contract a. bid/offer/application a. initial
b. grant b. initial award b. material change
c. cooperative agreement c. post-award
d. loan For Material Change Only:
e. loan guarantee year ____ quarter _________
f. loan insurance date of last report __________
4. Name and Address of Reporting Entity 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime:
Prime Subawardee
Tier _______ , if known
Congressional District, if known Congressional District, if known
6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number, if applicable ____________________
8. Federal Action Number, if known: 9. Award Amount, if known:
10. Name and Address of Lobby Entity 11. Individuals Performing Services (If individual, last name, first name, MI) (including address if different from No. 10) (last name, first name, MI)
(attach Continuation Sheet(s) if necessary)
12. Amount of Payment (check all that apply) 14. Type of Payment (check all that apply) $ _____________ actual planned a. retainer
b. one-time fee
13. Form of Payment (check all that apply): c. commission a. cash d. contingent fee
b. in-kind; specify: nature _______________ e deferred
Value _____________ f. other, specify _________________________
15. Brief Description of Services Performed or to be performed and Date(s) of Service, including officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 12:
(attach Continuation Sheet(s) if necessary)
16. Continuation Sheet(s) attached: Yes No
17. Information requested through this form is authorized by Title 31 U.S.C. Section 1352. This disclosure of lobbying reliance was placed by the tier above when his transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signature: ________________________________________
Print Name: _______________________________________
Title: ____________________________________________
Telephone No.: ____________________ Date:___________
Authorized for Local Reproduction
Federal Use Only: Standard Form - LLL
Standard Form LLL Rev. 04-28-06
Distribution: Orig- Local Agency Project Files
LPP 13-01 May 8, 2013
NOT APPLICABLE
Renee Baur
Chief Executive Officer
(916) 978 - 4900 ext. 2005 6/6/24
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 26 Local Assistance Procedures Manual EXHBIT 10-Q
Disclosure of Lobbying Activities
EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
a. contract a. bid/offer/application a. initial
b. grant b. initial award b. material change
c. cooperative agreement c. post-award
d. loan For Material Change Only:
e. loan guarantee year ____ quarter _________
f. loan insurance date of last report __________
4. Name and Address of Reporting Entity 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime:
Prime Subawardee
Tier _______ , if known
Congressional District, if known Congressional District, if known
6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number, if applicable ____________________
8. Federal Action Number, if known: 9. Award Amount, if known:
10. Name and Address of Lobby Entity 11. Individuals Performing Services (If individual, last name, first name, MI) (including address if different from No. 10) (last name, first name, MI)
(attach Continuation Sheet(s) if necessary)
12. Amount of Payment (check all that apply) 14. Type of Payment (check all that apply) $ _____________ actual planned a. retainer
b. one-time fee
13. Form of Payment (check all that apply): c. commission a. cash d. contingent fee
b. in-kind; specify: nature _______________ e deferred
Value _____________ f. other, specify _________________________
15. Brief Description of Services Performed or to be performed and Date(s) of Service, including officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 12:
(attach Continuation Sheet(s) if necessary)
16. Continuation Sheet(s) attached: Yes No
17. Information requested through this form is authorized by Title 31 U.S.C. Section 1352. This disclosure of lobbying reliance was placed by the tier above when his transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signature: ________________________________________
Print Name: _______________________________________
Title: ____________________________________________
Telephone No.: ____________________ Date:___________
Authorized for Local Reproduction
Federal Use Only: Standard Form - LLL
Standard Form LLL Rev. 04-28-06
Distribution: Orig- Local Agency Project Files
LPP 13-01 May 8, 2013
Not Applicable
Jacinto Munoz
Managing Director
626-893-3547 6/4/24
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 27 Local Assistance Procedures Manual EXHBIT 10-Q
Disclosure of Lobbying Activities
EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
a. contract a. bid/offer/application a. initial
b. grant b. initial award b. material change
c. cooperative agreement c. post-award
d. loan For Material Change Only:
e. loan guarantee year ____ quarter _________
f. loan insurance date of last report __________
4. Name and Address of Reporting Entity 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime:
Prime Subawardee
Tier _______ , if known
Congressional District, if known Congressional District, if known
6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number, if applicable ____________________
8. Federal Action Number, if known: 9. Award Amount, if known:
10. Name and Address of Lobby Entity 11. Individuals Performing Services (If individual, last name, first name, MI) (including address if different from No. 10) (last name, first name, MI)
(attach Continuation Sheet(s) if necessary)
12. Amount of Payment (check all that apply) 14. Type of Payment (check all that apply) $ _____________ actual planned a. retainer
b. one-time fee
13. Form of Payment (check all that apply): c. commission a. cash d. contingent fee
b. in-kind; specify: nature _______________ e deferred
Value _____________ f. other, specify _________________________
15. Brief Description of Services Performed or to be performed and Date(s) of Service, including officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 12:
(attach Continuation Sheet(s) if necessary)
16. Continuation Sheet(s) attached: Yes No
17. Information requested through this form is authorized by Title 31 U.S.C. Section 1352. This disclosure of lobbying reliance was placed by the tier above when his transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signature: ________________________________________
Print Name: _______________________________________
Title: ____________________________________________
Telephone No.: ____________________ Date:___________
Authorized for Local Reproduction
Federal Use Only: Standard Form - LLL
Standard Form LLL Rev. 04-28-06
Distribution: Orig- Local Agency Project Files
LPP 13-01 May 8, 2013
Adam K. Holt
CFO & Secretary
559-326-1400 6/3/24
X
NOT APPLICABLE
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 28 /RFDO$VVLVWDQFH3URFHGXUHV0DQXDO (;+%,74
'LVFORVXUHRI/REE\LQJ$FWLYLWLHV
(;+,%,74 ',6&/2685(2)/2%%<,1*$&7,9,7,(6
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
a. contract a. bid/offer/application a. initial
b. grant b. initial award b. material change
c. cooperative agreement c. post-award
d. loan For Material Change Only:
e. loan guarantee year ____ quarter _________
f. loan insurance date of last report __________
4. Name and Address of Reporting Entity 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime:
Prime Subawardee
Tier _______ , if known
Congressional District, if known Congressional District, if known
6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number, if applicable ____________________
8. Federal Action Number, if known: 9. Award Amount, if known:
10. Name and Address of Lobby Entity 11. Individuals Performing Services (If individual, last name, first name, MI) (including address if different from No. 10) (last name, first name, MI)
(attach Continuation Sheet(s) if necessary)
12. Amount of Payment (check all that apply) 14. Type of Payment (check all that apply) $ _____________ actual planned a. retainer
b. one-time fee
13. Form of Payment (check all that apply): c. commission a. cash d. contingent fee
b. in-kind; specify: nature _______________ e deferred
Value _____________ f. other, specify _________________________
15. Brief Description of Services Performed or to be performed and Date(s) of Service, including officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 12:
(attach Continuation Sheet(s) if necessary)
16. Continuation Sheet(s) attached: Yes No
17. Information requested through this form is authorized by Title 31 U.S.C. Section 1352. This disclosure of lobbying reliance was placed by the tier above when his transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signature: ________________________________________
Print Name: _______________________________________
Title: ____________________________________________
Telephone No.: ____________________ Date:___________
Authorized for Local Reproduction
Federal Use Only: Standard Form - LLL
Standard Form LLL Rev. 04-28-06
Distribution: Orig- Local Agency Project Files
/33 0D\
______________________
Ann A. Kay
Sr. Commercial Escrow Officer
559-635-6803 1/16/24
NOT APPLICABLE
City of Coalinga | On-Call Real Property Easement Appraisal, NEgotiation & Acquisition Services Page 29 Local Assistance Procedures Manual Exhibit 10-O1
Consultant Proposal DBE Commitment
EXHIBIT 10-O1 CONSULTANT PROPOSAL DBE COMMITMENT
1. Local Agency: 2. Contract DBE Goal:
3. Project Description:
4. Project Location:
5. Consultant's Name: 6. Prime Certified DBE:
7. Description of Work, Service, or Materials
Supplied
8. DBE
Certification
Number
Local Agency to Complete this Section
17. Local Agency Contract Number:
18. Federal-Aid Project Number:
19. Proposed Contract Execution Date:
20. 21. Local Agency Representative's Signature 22. Date
23. Local Agency Representative's Name 24. Phone
25. Local Agency Representative's Title
Consultant’s Ranking after Evaluation: __________________________ Local Agency certifies that all DBE certifications are valid and information on this form is complete and accurate.
9. DBE Contact Information
11. TOTAL CLAIMED DBE PARTICIPATION
10. DBE %
%
IMPORTANT: Identify all DBE firms being claimed for credit, regardless of tier. Written confirmation of each listed DBE is required.
12. Preparer's Signature 13. Date
14. Preparer's Name 15. Phone
16. Preparer's Title
DISTRIBUTION: Original – Included with consultant’s proposal to local agency.
ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 654- 3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.
LPP 18-01 Page 1 of 2
January 2019
Reset Form
City of Coalinga
ON-CALL REAL PROPERTY EASEMENT APPRAISAL, NEGOTIATION, AND ACQUISITION SERVICES Coalinga, CA
Bender Rosenthal Inc.
Chief Executive Officer
6/6/24
Renee Baur (916) 978-4900 ext. 2005
Appraisal Review Services Jacinto A. Munoz, MAI, SRA, AI-GRS, AI-RRS 626-893-3547 | [email protected]
DBE #2036048 10%
10 0%
THANK YOU FOR your consideration!
For assistance, please contact:
Bender Rosenthal | 916.978.4900 | www.benderrosenthal.com
STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE
AUTHORITY
Subject: Coalinga Police Department Monthly Report for August 2024 Meeting Date: Thursday, October 3, 2024
From: Sean Brewer, (i)City Manager
Prepared by: Jose Garza, Chief of Police
I. RECOMMENDATION:
II. BACKGROUND:
III. DISCUSSION:
IV. ALTERNATIVES:
V. FISCAL IMPACT:
ATTACHMENTS:
File Name Description
August_2024_Monthly_Report.docx August 2024, Monthly Report August 2024
Monthly Report
The Coalinga Police Department, in partnership with the community, continues to do an outstanding job in addressing crime in the city. According to the Month to Month and Year to Year Table of Part 1 Crimes (See Table below), crimes are down by 25% Year to Date compared to last year 2023. For the month of August 2024, Part 1 crimes were down by 52% compared to August 2023, which was primarily due to a decrease in the number of larcenies and assaults. We need to keep the momentum going and work together to hold these criminals accountable for their actions.
Respectfully,
Jose V Garza
Chief of Police
Last
AUG This AUG %CHANGE
YTD
2023
YTD
2024
%
CHANGE
HOMICIDE 0 0 0% 0 1 100%
RAPE 0 1 100% 5 3 -40%
ROBBERY 0 0 0% 2 2 0%
ASSAULT 16 10 -38% 84 91 8%
BURGLARY 2 1 -50% 13 11 -15%
LARCENY 11 3 -73% 71 29 -59%
AUTO THEFT 2 0 -100% 13 4 -69%
TOTAL PART ONE 31 15 -52% 188 141 -25%
PART 1 CRIMES
STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE
AUTHORITY
Subject: Receive Report and Approve a Regulatory Permit for a Cannabis Retail Facility with Delivery at 286 N 5th Street
Meeting Date: Thursday, October 3, 2024
From: Sean Brewer, Interim City Manager
Prepared by: Sean Young, Police Commander
I. RECOMMENDATION:
Approval of a recommendation of the Coalinga Police Commander to approve a Regulatory Permit for a Cannabis Retail Facility with Delivery at 286 N 5th Street.
II. BACKGROUND:
The Police Commander has reviewed the regulatory permit application for MJ Direct-Coalinga, who are planning to open a retailcannabis facility with delivery at 286 N 5th Street. This location has already been approved for a conditional use permit by the Planning Commission in July 2018 and has the appropriate land use approvals.
III. DISCUSSION:
MJ Direct-Coalinga is an applicant for a Cannabis Retail Facility with Delivery which will be located at 286 N 5th Street. All the tasks required by the ordinance have been completed and they appear to be within the regulation set by the Municipal Code. These regulations include on-site security during business hours, 24- hour video surveillance monitoring, access control system, as well as tracking for product on-site and delivery.
The Police Department has completed the background on the owner, and they have met the minimum qualifications required by city ordinance and state law. Staff recommends approval of a regulatory permit to be issued to MJ Direct-Coalinga.
The owner has been requested to appear at the Council meeting and has confirmed they will be in attendance.
IV. ALTERNATIVES:
Do not approve the regulatory permit.
V. FISCAL IMPACT:
Tax revenue to the City of Coalinga from the 15% revenue raising fee approved by voters.
AT
TACHMENTS: File Name
Description
NoAttachmentsAvailable
STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE
AUTHORITY
Subject: Council Consideration and Authorization for the Interim City Manager to Proceed with the Implementation of NEOGOV HR Platform Including a FY25 Budget Adjustment to Cover Unanticipated Costs
Meeting Date: Thursday, October 3, 2024
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:
Staff recommends the City CouncilAuthorize the Interim City Manager execute a 3 year contract with NEOGOV and approve a budget adjustment for the affected departments for FY25 to accommodate this contract.
II. BACKGROUND:
NEOGOV is a comprehensive cloud-based HR management software solution primarily designed for public sector and government organizations. It offers a suite of integrated modules that streamline various HR functions, including recruitment, onboarding, performance management, employee relations, and training. The platform is widely used for automating HR processes, enhancing efficiency, and ensuring compliance with government regulations. Below is a detailed report on how NEOGOV works, along with specific information on its eForms, Insight, Onboard, and Perform modules.
NEOGOV simplifies the hiring and employee management process by offering automated workflows, customizable forms, and an integrated approach that aligns HR activities across departments. The system provides a centralized platform for managing job postings, applications, onboarding, employee records, performance evaluations, and compliance reporting.
III. DISCUSSION:
There are four (4) modules that the City is interested in purchasing from NEOGOV: Insight with www.GovernmentJobs.com integration, Onboard, Perform and eForms.
The core features of NEOGOV include:
Applicant Tracking and Recruitment: Facilitates posting jobs to multiple boards, managing applications, and automating communication with candidates.
Onboarding: Helps HR teams onboard new employees through automated processes and digital forms.
Performance Management: Streamlines the process of employee performance reviews and goal-setting.
Employee Data Management: Centralizes employee records, including certifications, training, and disciplinary actions.
Compliance and Reporting: Ensures compliance with state and federal regulations through automated reporting tools.
Insight Module
NEOGOV Insight is an applicant tracking system (ATS) designed to streamline recruitment and hiring processes. It helps HR departments manage job postings, application screenings, and communication with candidates.
Key Features:
Job Posting Automation: Insight automates the process of creating and posting job listings across multiple platforms.
Candidate Tracking: Tracks applicants through the hiring funnel, from the initialapplication to the final offer.
Examination and Scoring:Allows HR teams to create customizable exams and scoring rubrics for candidates to ensure that recruitment is merit-based.
Collaboration Tools:Allows hiring teams to collaborate on candidate selection through shared notes, scorecards, and interviews.
Compliance Features: Helps organizations comply with legal requirements and regulations, particularly in public sector hiring.
Reports and Analytics: Offers detailed insights into recruitment metrics, including time-to-hire and applicant demographics.
Onboard Module
The Onboard module is designed to streamline the new hire onboarding process by digitizing paperwork and guiding employees through initial tasks.
Key Features:
Pre-Onboarding Engagement:Allows HR teams to engage new hires before their official start date, providing them with essential documents and training.
Digital Forms: New hires can complete tax forms, I-9s, and direct deposit forms online, which are automatically routed for approval.
Task Automation: HR can automate and assign tasks to new employees and managers, such as setting up IT accounts or scheduling orientations.
Integration with HR Systems: Onboard integrates with other NEOGOV modules and third-party HR systems, ensuring a seamless transition of employee data.
Compliance Tracking: The module helps HR ensure that all new hires complete necessary forms and training in compliance with organizational policies.
Progress Tracking: Provides an overview of the onboarding process, tracking which tasks have been completed and what still needs to be done.
Perform Module
The Perform module is a performance management solution that helps organizations manage employee evaluations, goal setting, and performance tracking. It aims to promote employee development and align performance with organizational goals.
Key Features:
Goal Setting and Tracking: Managers and employees can set performance goals, which can be tracked and adjusted throughout the evaluation period.
Automated Review Processes:Automates the scheduling and notification of performance reviews, ensuring timely evaluations.
360-Degree Feedback:Allows for multi-source feedback from peers, supervisors, and direct reports to provide a comprehensive view of employee performance.
Customizable Evaluation Templates: Organizations can customize performance evaluation forms to fit specific job roles and departmental needs.
Performance Reports and Analytics: Offers insights into individualand team performance, helping organizations identify trends and areas for improvement.
Continuous Feedback: Encourages ongoing feedback rather than relying solely on annual reviews, promoting a culture of development and growth.
eForms Module
The eForms module is designed to replace paper forms with digital versions, allowing organizations to create, manage, and route forms electronically. This module offers customization features that enable HR teams to automate and tailor workflows for various processes.
Key Features:
Customizable Forms: Users can create digital forms tailored to their needs, from employment applications to benefit enrollment.
Automated Workflows:Automates the approval process by routing forms to the appropriate personnel, ensuring timely reviews and responses.
Digital Signatures:Allows employees and managers to electronically sign forms, eliminating the need for physical signatures.
Audit Trail: Provides a detailed history of form actions, ensuring compliance with internaland external regulations.
Integration with Other NEOGOV Modules: Forms created in eForms can be linked with other NEOGOV modules like Onboard and Insight, ensuring seamless data sharing.
NEOGOV is a powerful, integrated HR management tool that with allow the City efficiently manage recruitment, onboarding, and the performance evaluation processes. Each module plays an important role in automating and improving specific HR functions, ultimately helping us streamline our workflows and enhance compliance while focusing on employee development.
IV. ALTERNATIVES:
Do not proceed with NEOGOV
V. FISCAL IMPACT:
The cost of NEOGOV year one is $28,053.51 which includes the one time setup and training fee of 9,000.
Year 2 would be $25,404.68 and year 3 would be $33,434.64 for a total 3 year cost of $86,801.83. Funding is allocated from various funds and explained on the attached cost allocation document. There is sufficient fund balance in the general fund and enterprise fund accounts to support this budget adjustment so it does not affect ongoing operations for the corresponding FY25 budgets.
ATTACHMENTS:
File Name Description
NEOGOV_eForms_Overview.pdf NEOGOV eForms Overview
NEOGOV_Insight_Overview.pdf NEOGOV Insight Overview
NEOGOV_Onboard_Overview.pdf NEOGOV Onboard Overview
NEOGOV_Perform_Overview.pdf NEOGOV Perform Overview
Cost_Allocation_NEOGOV.pdf Cost Allocation
Coalinga__City_of_CA_-_final_agreement.pdf 3 Year Agreement 833.903.2915 | [email protected] | neogov.com | @NEOGOV Employees have anytime access to completed forms and performance evaluations in their personnel file. Automatically send completed forms in Onboard and completed evaluations in Perform to the employee file in eForms.
Reduce HR Burden
Improve workplace satisfaction and HR
customer service by providing employees
anytime access to start a request. Always
have a copy of completed forms to provide
checks and balances prior to making
changes in payroll or other systems.
Elevate the Employee Experience
Convert paper forms to digital and streamline manual HR processes. Configure and automate the routing and signature processes for each form to make compliance fast and easy.
Accelerate HR Processes
Employee document management and process automation software for the public sector eFORMS Overview
Documents
Casey Akers
Folders > Onboard
I-9 Direct Deposit W-4
Copy of DL Copy of SSN W-2
Form Workflow
W4 Changes
Self Service Portal
Casey Akers
Life Events Update
Update Contact Info
Update Beneficiary
Update W-4
Overnight Parking
Direct Deposit
Emergency Contact
Tuition Reimbursement
833.903.2915 | [email protected] | neogov.com | @NEOGOV Feel at ease with a solution that supports all your nuanced hiring needs. Create and post new requisitions, keep track of applicants at all stages, and access real-time data and reports to get a clear view of your hiring processes.
Manage all your hiring in one place
Candidates
7 TOTAL Hired
Offered
Referred
Interviewed Background Check
Meet applicant expectations by providing the
modern experience they want. Let them selfschedule interviews, automate text message updates on their application, and send digital
offer letters to make the entire process smooth
and efficient.
Streamline the candidate experience
Automate applicant scoring and ranking to make screening applicants a breeze. Filter by the most qualified applicants and create eligible lists with the click of a button so you can quickly set up interviews and reduce your time-to-hire.
Screen applicants fast
An applicant tracking system that simplifies complex public sector hiring processes.
INSIGHT Overview
Schedule Appointment
Application Developer
Choose an appointment date/time:
10:00AM
11:00AM
2:00PM
County Administration Building
100 State Street
Grand City, CA 90927
Tuesday, October 24
Applicant Ranking
Candidates
Jane Harrison
This candidate’s
research experience
would add a lot of
value to the
department. Their
recent publication is in
alignment with our
areas of focus.
Scheduling an
interview as the next
step would be my
recommendation.
Rank: 84.5
Referred
Henry Jackson
Strong candidate,
proceed to interview.
Rank: 79
Rating Matrix
Casey seems like a good
fit for our culture for the
agency.
Rank: 68.7
833.903.2915 | [email protected] | neogov.com | @NEOGOV Centralize onboarding across your entire agency and ensure it’s always consistent. Track preboarding, onboarding, and offboarding task statuses and create portals for different departments to provide visibility into new employee progress.
Manage onboarding in one place
Casey Akers
Carol Anderson
Will Haines
Nathan Japuri
Evan Sanders
Lindsay Swan
Natalie West
Employees
Complete new hire paperwork faster and more
accurately with digital onboarding forms. Autopopulate data from Insight to reduce errors and free up time spent shuffling papers.
Go completely paperless
Boost new hire readiness and productivity with access to onboarding resources in a personalized self-service portal. Let them fill out paperwork and learn about your organization, benefits, expectations, and more – all before their first day.
Prepare new hires before they start
Onboarding Portal
Review Employee Handbook
Complete Beneficiary Form
Complete Personal Data form
Complete W-4
Watch Orientation Video
Complete Parking Form
Complete Direct Deposit Agreement
Checklist Welcome to the Team!
Configurable onboarding software that sets employees up for success from day one.
ONBOARD Overview
Parking Form
Personal Info
Employee Name
Vehicle Make
Color
Email Address
Vehicle Model
License Plate
Casey Akers [email protected]
Honda Civic
White SUN-123
Search
833.903.2915 | [email protected] | neogov.com | @NEOGOV Say goodbye to scattered Word documents. Breathe easy knowing managers and employees can find and record performance feedback in one place.
Centralize Feedback
Journal Entries for
Casey Akers
Casey is on top of her projects and never misses a deadline. She balances a heavy workload, yet is still willing to help out others in the department when needed.
Share with...
Employee
Manager(s)
Direct Manager’s Manager
Don’t get overwhelmed chasing down the required approvals to submit evaluations on time. Set up automated workflows with multiple approvers.
Automate Approvals
No more searching files and spreadsheets for missing evaluations. Sit back and relax knowing you can track managers’ progress to completion in real-time.
Improve Visibility
Active Evaluations
5 Past Due
Date
Active Evaluation
Approval
Rating
Before Ratings
Draft 31
total
Manage, track, and report on employee performance from one configurable system.
PERFORM Overview
Approval Form
Casey Akers
Approve & Sign Deny
Due Date
DEC 31
Evaluation Name
Annual Evaluation
Total Score
3 out of 5 (60%)
Overall Rating
Meets Expectations / 3.0
NEOGOV Cost Allocation (Year 1)
Total Cost $ 28,053.51
Fund Budget Line % Allocation Sub-Allocated Amount
General Fund 30% $ 8,416.05
Police 101-413-88040 45% 3,787.22
Fire 101-416-88040 40% 3,366.42
HR 101-408-88040 10% 841.61
CDD 101-404-88040 5% 420.80 8,416.05 -
Gas Enterprise 502-510-88040 15% $ 4,208.03 $ 4,208.03
Water Enterprise 15% $ 4,208.03
Distribution 501-508-88040 60% 2,524.82
Plant Operations 501-406-88040 40% 1,683.21 4,208.03 -
Sewer Enterprise 15% $ 4,208.03
Collection 503-520-88040 60% 2,524.82
Plant Operations 503-521-88040 40% 1,683.21 4,208.03 -
Sanitation 504-406-88040 2% $ 561.07
IGT 117-416-88040 15% $ 4,208.03
Gas Tax 107-422-88040 8% $ 2,244.28
Total 100% 28,053.51 -
Exhibit A
Order Form
NEOGOV Customer:
Governmentjobs.com, Inc. (dba "NEOGOV")
2120 Park Pl, Suite 100
El Segundo, CA 90245
United States
[email protected]
Sales Rep: Wesley Taylor
Coalinga, City of (CA)
Coalinga, CA
USA
Quote Valid From: 9/19/2024 Quote Number: Q-18028
Quote Valid To: 10/31/2024 PaymentTerms: Annual,Net 30
Subscription Term in Months: 36
Employee Count: 105
Order Summary
Year 1
Service Description Type Start Date End Date Term Price (USD) Custom Bundle
Includes Insight License, Onboard License,
Perform License, eForms License, Candidate
Text Messaging (CTM), Government Jobs,
RECURRING $19,053.51
Custom Bundle Setup and Training ONE-TIME $9,000.00
Year 1 TOTAL: $28,053.51
Year 2
Service Description Type Start Date End Date Term Price (USD) Custom Bundle
Includes Insight License, Onboard License,
Perform License, eForms License, Candidate
Text Messaging (CTM), Government Jobs,
RECURRING $25,404.68
Year 2 TOTAL: $25,404.68
Year 3
Service Description Type Start Date End Date Term Price (USD) Custom Bundle
Includes Insight License, Onboard License,
Perform License, eForms License, Candidate
Text Messaging (CTM), Government Jobs,
RECURRING $33,343.64
Year 3 TOTAL: $33,343.64
ORDER TOTAL (USD) : $86,801.83
A. Terms and Conditions
1. Agreement. This Ordering Document and the Services purchased herein are expressly conditioned upon the acceptance by Customer of the terms of the NEOGOV Services Agreement either affixed hereto or the version most recently published prior to execution of this Ordering Form available at https://www.neogov.com/service-specifications. Unless otherwise stated, all capitalized terms used but not defined in this Order Form shall have the meanings given to them in the NEOGOV Services Agreement.
2. Effectiveness & Modification. Neither Customer nor NEOGOV will be bound by this Ordering Document until it has been signed by its authorized representative (the “Effective Date”). Unless otherwise stated in this Ordering Document, all SaaS Subscriptions shall commence on the Effective Date. This Ordering Document may not be modified or amended except through a written instrument signed by the parties.
3. Summary of Fees. Listed above is a summary of Fees under this Order. Once placed, your order shall be non-cancelable and the sums paid nonrefundable, except as provided in the Agreement.
4. Order of Precedence. This Ordering Document shall take precedence in the event of direct conflict with the Services Agreement, applicable Schedules, and Service Specifications.
B. Special Conditions (if any).
"Coalinga, City of
(CA)"
Signature:
Customer_DS1
Print Name:
CustomerName_DS1
Date:
CustomerDate_DS1
STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE
AUTHORITY
Subject: Animal Shelter Construction Update
Meeting Date: Thursday, October 3, 2024
From: Sean Brewer, Interim City Manager
Prepared by: Sean Brewer, Interim City Manager
I. RECOMMENDATION:
No action required by the City Council, staff is just providing an update on the status of the animal shelter construction.
II. BACKGROUND:
At the last meeting the City Counciladopted a resolution that allows the City to proceed with construction of the new animal shelter location acting as the generalcontractor.
III. DISCUSSION:
Since the last meeting staff has begun demo with its own forces and has solicited requests of local contractors for various work to be completed from framing, electrical, mechanical, HVAC and offsite improvements such as curb, gutter sidewalk and drive approaches. As this time we do not have any formal proposals to present to the Council but would like some direction to continue to proceed with construction within the previously approved budget in order to avoid delay. In addition, staff has placed the order for the approved Kennels which was apart of the UC Davis grant. If staff has any other updates between the writing of this report and the meeting Thursday, staff will provide an update accordingly.
IV. ALTERNATIVES:
None at this time.
V. FISCAL IMPACT:
None determined at this time.
ATTACHMENTS:
File Name Description
NoAttachments Available