Agenda packet — Costa Mesa City Council, October 15, 2024 (part 1 of 3)

CITY OF COSTA MESA
REGULAR CITY COUNCIL AND HOUSING AUTHORITY*
Agenda
City Council Chambers
77 Fair Drive
6:00 PMTuesday, October 15, 2024
*Note: All agency memberships are reflected in the title "Council Member" 4:00 P.M. Closed Session
The City Council meetings are presented in a hybrid format, both in-person at City Hall and as a courtesy virtually via Zoom Webinar. If the Zoom feature is having technical difficulties or experiencing any other critical issues, and unless required by the Brown Act, the meeting will continue in person.

TRANSLATION SERVICES AVAILABLE / SERVICIOS DE TRADUCCIÓN DISPONIBLE Please contact the City Clerk at (714) 754-5225 to request language interpreting services for City meetings. Notification at least 48 hours prior to the meeting will enable the City to make arrangements.

Favor de comunicarse con la Secretaria Municipal al (714) 754-5225 para solicitar servicios de interpretación de idioma para las juntas de la Ciudad. Se pide notificación por lo mínimo 48 horas de anticipación, esto permite que la Ciudad haga los arreglos necesarios.

Members of the public can view the City Council meetings live on COSTA MESA TV (SPECTRUM CHANNEL 3 AND AT&T U-VERSE CHANNEL 99) or
http://costamesa.granicus.com/player/camera/2?publish_id=10&redirect=true and online at youtube.com/costamesatv.

Closed Captioning is available via the Zoom option in English and Spanish.

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Agenda October 15, 2024
As a courtesy, the public may participate via the Zoom option.

Zoom Webinar: (For both 4:00 p.m. and 6:00 p.m. meetings) Please click the link below to join the webinar:
https://us06web.zoom.us/j/81879579049?
pwd=_XoNBT2uciL7zrDsfj4A9Q9srLgExg.bQEU-le6VvXjPDeL
Or sign into Zoom.com and “Join a Meeting”
Enter Webinar ID: 818 7957 9049/ Password: 608584
• If Zoom is not already installed on your computer, click “Download & Run Zoom” on the launch page and press “Run” when prompted by your browser. If Zoom has previously been installed on your computer, please allow a few moments for the application to launch automatically.
• Select “Join Audio via Computer.”
• The virtual conference room will open. If you receive a message reading, “Please wait for the host to start this meeting,” simply remain in the room until the meeting begins.
• During the Public Comment Period, use the “raise hand” feature located in the participants’ window and wait for city staff to announce your name and unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.

Participate via telephone: (For both 4:00 p.m. and 6:00 p.m. meetings) Call: 1 669 900 6833 Enter Webinar ID: 818 7957 9049/ Password: 608584 During the Public Comment Period, press *9 to add yourself to the queue and wait for city staff to announce your name/phone number and press *6 to unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.

Note, if you have installed a zoom update, please restart your computer before participating in the meeting.

Additionally, members of the public who wish to make a written comment on a specific agenda item, may submit a written comment via email to the City Clerk at [email protected].

Comments received by 12:00 p.m. on the date of the meeting will be provided to the City Council, made available to the public, and will be part of the meeting record.

Please know that it is important for the City to allow public participation at this meeting. If you are unable to participate in the meeting via the processes set forth above, please contact the City Clerk at (714) 754-5225 or [email protected] and staff will attempt to accommodate you. While the City does not expect there to be any changes to the above process for participating in this meeting, if there is a change, the City will post the information as soon as possible to the City’s website.

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Note that records submitted by the public will not be redacted in any way and will be posted online as submitted, including any personal contact information. All pictures, PowerPoints, and videos submitted for display at a public meeting must be previously reviewed by staff to verify appropriateness for general audiences. This includes items submitted for the overhead screen during the meeting. Items submitted for the overhead screen should be 1 page and provided to the City Clerk prior to the start of the meeting. No links to YouTube videos or other streaming services will be accepted, a direct video file will need to be emailed to staff prior to each meeting in order to minimize complications and to play the video without delay. The video must be one of the following formats, .mp4, .mov or .wmv. Only one file may be included per speaker for public comments, for both videos and pictures. Please e-mail to the City Clerk at [email protected] NO LATER THAN 12:00 Noon on the date of the meeting. If you do not receive confirmation from the city prior to the meeting, please call the City Clerks office at 714-754-5225.

Note regarding agenda-related documents provided to a majority of the City Council after distribution of the City Council agenda packet (GC §54957.5): Any related documents provided to a majority of the City Council after distribution of the City Council Agenda Packets will be made available for public inspection. Such documents will be posted on the city’s website and will be available at the City Clerk's office, 77 Fair Drive, Costa Mesa, CA 92626.

All cell phones and other electronic devices are to be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to conduct a phone conversation.

Free Wi-Fi is available in the Council Chambers during the meetings. The network username available is: CM_Council. The password is: cmcouncil1953.

As a LEED Gold Certified City, Costa Mesa is fully committed to environmental sustainability.

A minimum number of hard copies of the agenda will be available in the Council Chambers.

For your convenience, a binder of the entire agenda packet will be at the table in the foyer of the Council Chambers for viewing. Agendas and reports can be viewed on the City website at https://costamesa.legistar.com/Calendar.aspx. Las agendas y los informes se pueden ver en español en el sitio web de la Ciudad en
https://www.costamesaca.gov/trending/current-agendas/spanish-city-council-agendas.

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In compliance with the Americans with Disabilities Act, Assistive Listening headphones are available and can be checked out from the City Clerk. If you need special assistance to participate in this meeting, please contact the City Clerk at (714) 754-5225. Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102.35.104 ADA Title II].

En conformidad con la Ley de Estadounidenses con Discapacidades (ADA), aparatos de asistencia están disponibles y podrán ser prestados notificando a la Secretaria Municipal. Si necesita asistencia especial para participar en esta junta, comuníquese con la oficina de la Secretaria Municipal al (714) 754-5225. Se pide dar notificación a la Ciudad por lo mínimo 48 horas de anticipación para garantizar accesibilidad razonable a la junta. [28 CFR

35.102.35.104 ADA Title II].

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Agenda October 15, 2024
CLOSED SESSION - 4:00 P.M.

CALL TO ORDER

ROLL CALL
PUBLIC COMMENTS Members of the public are welcome to address the City Council only on those items on the Closed Session agenda. Each member of the public will be given a total of three minutes to speak on all items on the Closed Session agenda.

CLOSED SESSION ITEMS:

1. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6,(a) Agency Designated Representative: Lori Ann Farrell Harrison, City Manager Name of Employee Organization: Costa Mesa Division Managers Association

2. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6,(a) Agency Designated Representative: Lori Ann Farrell Harrison, City Manager Name of Employee Organization: Costa Mesa Confidential Management Unit

3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Lori Ann Farrell Harrison, City Manager Name of Employee Organization: Costa Mesa City Executive Confidential Unit

4. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: Insight Psychology and Addiction, Inc. v. City of Costa Mesa United States District Court, Central District of California, Case No. 8:20 cv 00504 JVS JDE

5. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION – ONE CASE
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: City of Costa Mesa; People of State of Cal. v. D'Alessio Investments LLC, et al.
440 Fair Dr. and 1779 Newport Blvd.

Orange County Superior Court Case No. 30-2020-01170520

6. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION – ONE CASE
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: D'Alessio Investments LLC v. City of Costa Mesa Orange County Superior Court Case No. 30-2020-01132646

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7. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION - ONE CASE
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: City of Costa Mesa v. D’Alessio; 1963 Wallace Ave.

Orange County Superior Court Case No. 30 2020 01133479

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Agenda October 15, 2024

REGULAR MEETING OF THE CITY COUNCIL AND HOUSING AUTHORITY OCTOBER 15, 2024 – 6:00 P.M.

JOHN STEPHENS
Mayor

JEFFREY HARLAN ANDREA MARR
Mayor Pro Tem - District 6 Council Member - District 3

MANUEL CHAVEZ LOREN GAMEROS
Council Member - District 4 Council Member - District 2

ARLIS REYNOLDS DON HARPER
Council Member - District 5 Council Member - District 1

KIMBERLY HALL BARLOW LORI ANN FARRELL HARRISON
City Attorney City Manager

CALL TO ORDER

NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE

MOMENT OF SOLEMN EXPRESSION
[Per Council Policy 000-12, these presentations are made by community volunteers stating their own views. The City Council disclaims any intent to endorse or sponsor the views of any speaker.]

ROLL CALL

CITY ATTORNEY CLOSED SESSION REPORT
PRESENTATIONS:

1. 2024 Breast Cancer Awareness Month
PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Comments on Consent Calendar items may also be heard at this time.

Comments are limited to 3 minutes, or as otherwise directed.

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COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Each council member is limited to 3 minutes. Additional comments will be heard at the end of the meeting.

1. Council Member Gameros

2. Council Member Harper

3. Council Member Marr

4. Council Member Reynolds

5. Council Member Chavez

6. Mayor Pro Tem Harlan

7. Mayor Stephens
REPORT – CITY MANAGER
REPORT – CITY ATTORNEY

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and will be acted upon in one motion. There will be no separate discussion of these items unless members of the City Council, staff, or the public request specific items to be discussed and/or removed from the Consent Calendar for discussion.

1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL

ORDINANCES AND RESOLUTIONS
24-373
RECOMMENDATION:

City Council and Housing Authority approve the reading by title only and waive further reading of Ordinances and Resolutions.

2. READING FOLDER 24-374
RECOMMENDATION:

City Council receive and file Claims received by the City Clerk and authorize staff to reject any and all Claims: Edwin Ramos Madrid, Ashley Ned.

3. MINUTES 24-375
RECOMMENDATION:

City Council approve the minutes of the regular meeting of October 1, 2024.

1. 10-01-2024 Draft MinutesAttachments:

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Agenda October 15, 2024

4. COMPUTER SYSTEM REPLACEMENT PROGRAM 24-363
RECOMMENDATION:

Staff recommends the City Council:

1. Approve the purchase of 60 desktop and 32 laptop computer systems in phase 1-of-3 to replace end-of-life computers.

2. Authorize the City Manager or designee to execute purchase orders with Dell and CDW-G in the amount of $248,250.

3. Authorize the City Manager or designee to approve cost increases of up to 10% for each phase of the project in the event of rising equipment prices.

1. CDW-G Quote

2. Dell Technologies Desktop Quote

3. Dell Technologies Laptop Quote
Attachments:

5. SPECTRUM ENTERPRISE SERVICE AGREEMENT 24-362
RECOMMENDATION:

Staff recommends the City Council:

1. Approve the 5-year Spectrum Enterprise Service Agreement between the City of Costa Mesa and Charter Communications Operating LLC, on behalf of subsidiary Spectrum Enterprise, for the continued network connections between City Hall and all of the remote sites throughout the City, commencing on November 1 2024, through October 31, 2029.

2. Approve the Service Order in the annual amount of $209,889 (paid in monthly installments of $17,490.68).

3. Authorize the City Manager and the City Clerk to execute the agreement.

4. Authorize the City Manager or designee to accept and execute future amendments including any potential increase in services and equipment as long as the amendments are within the appropriated budget.

1. Service Agreement

2. Ethernet Intrastate-Only Traffic Certification
Attachments:

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6. ON-CALL ENGINEERING STAFF SUPPORT AND PROGRAM

MANAGEMENT SERVICES
24-366
RECOMMENDATION:

Staff recommends the City Council:

1. Approve and authorize the City Manager and the City Clerk to execute a Professional Services Agreement (PSA) with each consulting firm listed below from October 15, 2024 - June 30, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on- call engineering staff support and program management services for various Public Works projects.
· Ardurra Group, Inc.
· TKE Engineering, Inc.
· Transtech Engineers, Inc.
· Iteris, Inc.

2. Authorize the City Manager and the City Clerk to execute future amendments with the above-listed firms including any potential increases in compensation as long as the amendments are within the approved allocated aggregate amount of $400,000 annually amongst all firms.

1. PSA with Ardurra Group

2. PSA with TKE Engineering

3. PSA with Transtech Engineers

4. PSA with ITERIS Inc.

Attachments:

AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT

CALENDAR
------------------------------END OF CONSENT CALENDAR------------------------------- PUBLIC HEARINGS: NONE.
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.) OLD BUSINESS: NONE.

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NEW BUSINESS:

1. RECEIVE AND FILE CONCEPTUAL DESIGN OF THE FIRE STATION NO. 2 RECONSTRUCTION PROJECT
24-367
RECOMMENDATION:

Staff recommends the City Council receive and file the conceptual plans for the design of the Fire Station No. 2 Reconstruction Project.

1. Conceptual plansAttachments:

2. PROFESSIONAL SERVICES AGREEMENT (PSA) WITH DUDEK FOR

CLIMATE ACTION AND ADAPTATION PLAN CONSULTING

SERVICES
24-361
RECOMMENDATION:

Staff recommends the City Council:

1. Approve a Professional Services Agreement (PSA) for two years with two one-year renewals in the amount of $418,625 to Dudek (Environmental, Planning and Engineering Firm) for consulting services.

2. Authorize a ten percent (10%) contingency in the amount of $41,862 for unforeseen costs related to the project.

3. Authorize a budget adjustment of $300,000 from the Capital Improvement Fund ( 401) fund balance and $50,000 from the SoCal Gas Climate Adaptation and Resiliency Grant.

4. Authorize the City Manager, or designee, and City Clerk to execute the PSA and any future amendments to the agreement.

1. Dudek Professional Services AgreementAttachments:

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3. HOUSING ELEMENT IMPLEMENTATION UPDATE & DEVELOPMENT

SERVICES PROCESS IMPROVEMENTS TO FACILITATE HOUSING

DEVELOPMENT
24-371
RECOMMENDATION:

Staff recommends the City Council receive the staff presentation regarding Housing Element implementation progress and development services resource enhancements and provide feedback.

Agenda Report

1. Housing Element Implementation Timeline 2024

2. Housing Plan Programs
Attachments:

4. ACCEPTANCE OF PART 1 OF THE STORM DRAIN MASTER

DRAINAGE PLAN (SDMDP) UPDATE
24-365
RECOMMENDATION:

Staff recommends the City Council accept Part 1 of the Storm Drain Master Drainage Plan (SDMDP) update consisting of the Existing Conditions Assessment Report (ECAR) and the Proposed Drainage & Water Quality Improvements.

ADDITIONAL COUNCIL /BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND

SUGGESTIONS

ADJOURNMENT

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12 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-373 Meeting Date: 10/15/2024
TITLE:

PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND

RESOLUTIONS
RECOMMENDATION:

City Council and Housing Authority approve the reading by title only and waive further reading of Ordinances and Resolutions.

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13 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-374 Meeting Date: 10/15/2024
TITLE:

READING FOLDER
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:

City Council receive and file Claims received by the City Clerk and authorize staff to reject any and all Claims: Edwin Ramos Madrid, Ashley Ned.

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14 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-375 Meeting Date: 10/15/2024
TITLE:

MINUTES
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:

City Council approve the minutes of the regular meeting of October 1, 2024.

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15 Minutes – Regular Meeting October 1, 2024 Page 1 of 10

REGULAR CITY COUNCIL AND HOUSING AUTHORITY
TUESDAY, OCTOBER 1, 2024 - MINUTES
CALL TO ORDER – The Closed Session meeting was called to order by Mayor Pro Tem Harlan at 4:00 p.m.

ROLL CALL

Present: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Marr Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens (participating remotely).

Absent: None.

Mayor Stephens stated he was participating remotely pursuant to AB 2449 due to an illness and disclosed there were no other adults present.

PUBLIC COMMENTS – NONE.

CLOSED SESSION ITEMS:

1. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Lori Ann Farrell Harrison, City Manager Name of Employee Organization: Costa Mesa Division Managers Association

2. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to California Government Code Section 54957.6, (a) Agency Designated Representative: Lori Ann Farrell Harrison, City Manager Name of Employee Organization: Costa Mesa Confidential Management Unit

3. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: Landon Hurtado Munson v. City of Costa Mesa Orange County Superior Court Case No. 30-2023-01349587-CU-PO-WJC City Council recessed at 4:05 p.m. for Closed Session.

Closed Session adjourned at 5:15 p.m.
16 Minutes – Regular Meeting October 1, 2024 Page 2 of 10 CALL TO ORDER - The Regular City Council and Housing Authority meeting was called to order by Mayor Pro Tem Harlan at 6:00 p.m.

NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE – A video was played of the National Anthem and the mayor led the Pledge of Allegiance.

MOMENT OF SOLEMN EXPRESSION – Led by Pastor Phil Eyskens, Lighthouse Church.

Mayor Stephens stated he was participating remotely pursuant to AB 2449 due to an illness and disclosed that there were no other adults present at the location.

ROLL CALL

Present: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Marr Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens (participating remotely).

Absent: None.

CITY ATTORNEY CLOSED SESSION REPORT – No reportable action.

PRESENTATIONS:

The City Council recognized the Slammers FC on their 30th Anniversary.

PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Speaker, spoke on supporting Veterans and facilitating resources for Veterans.

Maurice Mandel, Costa Mesa, spoke on street racing on Irvine Avenue and the slow response from the Police Department.

Speaker, requested enforcement on the permit parking program, spoke on accidents on West 19th Street, spoke on homelessness around the elementary school on West 18 th Street, and spoke in opposition to the presentation to Resilience Orange County.

COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Council Member Chavez announced the open houses for Fire Stations 1, 2, and 3 on Saturday, October 5th.

Council Member Gameros congratulated the City Manager as the featured speaker at the Vanguard University Prayer event and praised the Police Department for the DUI checkpoint on Friday night.

Council Member Harper spoke on the City Council approved Project Labor Agreement, inquired on the number of individuals hired for the projects, spoke on voting against the item, and requested an annual report.
17 Minutes – Regular Meeting October 1, 2024 Page 3 of 10 Council Member Marr spoke on the ARTventure event, spoke on celebrating Hispanic Heritage Month, spoke on the Orange County Pride Festival at the Fairgrounds on Saturday, October 5th, and requested to adjourn the meeting in memory of those affected by Hurricane Helene.

Council Member Reynolds thanked the community and staff for their support at public events, spoke on an affordable energy workshop that she and Council Member Marr hosted with Southern California Edison and Southern California Gas, spoke on the status of the Fairview Developmental Center Planning and keeping the website updated with the current information, spoke on the Huntington Beach Air Show, spoke on participating in a week without driving challenge to raise awareness on challenges for those who do not drive, and showed a picture of a bus stop and requested maintenance.

Mayor Pro Tem Harlan spoke on the ARTventure event, and praised Rob Ryan, Maintenance Services Manager, for the quick removal of a fallen tree at Brentwood Park.

Mayor Stephens wished a Happy 100 th Birthday to President Carter and spoke on improving bus benches.

REPORT – CITY MANAGER – Ms. Farrell Harrison spoke on the ARTventure event, the Hispanic Heritage Month event, congratulated the CMTV team for winning top honors at the SCAN and Star awards, spoke on receiving the Prestigious Program Excellence Award from the International City Manager Association for the phased residential permit parking program, spoke on a Fair Housing Workshop on Tuesday, October 22 nd, and spoke on coffee with a cop on Friday, October 4th.

REPORT – CITY ATTORNEY – NONE.

CONSENT CALENDAR
MOVED/SECOND: Council Member Chavez/Council Member Harper MOTION: Approve the Consent Calendar.

The motion carried by the following roll call vote:

Ayes: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Marr, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0

1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND

RESOLUTIONS
ACTION:

City Council and Housing Authority approved the reading by title only and waived further reading of Ordinances and Resolutions.
18 Minutes – Regular Meeting October 1, 2024 Page 4 of 10

2. READING FOLDER
ACTION:

City Council received and filed Claims received by the City Clerk and authorized staff to reject any and all Claims: Jeanie Charlotte O’Keefe, Juan Gonzales, and Miguel Villana Allende.

3. MINUTES
ACTION:

City Council approved the minutes of the regular meeting of September 17, 2024.

4. ADOPTION OF WARRANT RESOLUTION
ACTION:

City Council approved Warrant Resolution No. 2724.

5. ACCEPTANCE AND ALLOCATION OF THE 2024-25 OFFICE OF TRAFFIC SAFETY

GRANT FOR THE SELECTIVE TRAFFIC ENFORCEMENT PROGRAM
ACTION:

1. City Council approved Resolution No. 2024-43, which ratifies the application for a grant award from the State of California - Office of Traffic Safety (OTS) for the Selective Traffic Enforcement Program (STEP) and authorized the City Manager or designee to execute the grant documents, including the Grant Agreement, and accept and administer the grant.

2. Approved revenue and expense appropriations in the amount of $305,000 respectively, for the 2024-25 OTS STEP Grant.

6. SUBRECIPIENT AGREEMENT FOR THE 2023 URBAN AREA SECURITY

INITIATIVE GRANT
ACTION:

1. City Council authorized the City Manager, or designee, to execute the Sub-Recipient Agreement with the City of Santa Ana for the FY 2023 Urban Areas Security Initiative (UASI) Grant Program.

2. Adopted Resolution No. 2024-44 which authorizes the application for, and acceptance of, funds under the Homeland Security Grant Program (HSGP) and the Urban Area Security Initiative (UASI) for the Fiscal Years 2023, 2024, and 2025 and authorizes the City Manager, Finance Director, Emergency Services Manager, or designee, to take all action necessary to obtain the funding within the permitted guidelines of the HSGP.

AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT

CALENDAR
------------------------------END OF CONSENT CALENDAR------------------------------- 19 Minutes – Regular Meeting October 1, 2024 Page 5 of 10 NEW BUSINESS:

1. AMENDMENTS TO PROFESSIONAL SERVICES AGREEMENTS WITH SPIN AND

FAMILIES FORWARD TO EXPAND EVICTION PREVENTION SERVICES FOR

COSTA MESA RESIDENTS
Presentation by Mr. Robbins, Neighborhood Improvement Manager.

Public Comments: None.

MOVED/SECOND: Council Member Chavez/Council Member Marr MOTION: Approve staff recommendation.

The motion carried by the following roll call vote:

Ayes: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Marr, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0
ACTION:

1. City Council approved Amendment No. 1 to the Professional Services Agreement with Families Forward, amending the Scope to allow eviction prevention services for Costa Mesa residents.

2. Approved Amendment No. 1 to the Professional Services Agreement with Serving People In Need (SPIN), amending the Scope to allow eviction prevention services for Costa Mesa residents.

3. Authorized the City Manager and City Clerk to execute all agreements and any amendments to the agreements.

OLD BUSINESS: NONE.
20 Minutes – Regular Meeting October 1, 2024 Page 6 of 10 PUBLIC HEARINGS:
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.)

1. INTRODUCTION AND FIRST READING OF AN ORDINANCE AMENDING TITLE 3 (ANIMAL REGULATIONS) OF THE COSTA MESA MUNICIPAL CODE BY

AMENDING CHAPTER I (IN GENERAL) AND CHAPTER VI (SPECIAL ANIMAL

PERMIT) TO PROVIDE FOR BEEKEEPING AND TO CLARIFY APPEAL

PROCEDURES FOR SPECIAL ANIMAL PERMITS, AND FINDING OF

CATEGORICAL EXEMPTION FROM CEQA
Presentation by Lt. Selinske, Costa Mesa Police Department.

Public Comments:

Speaker, spoke against mandatory signage, the beekeeper should provide notification as a courtesy, spoke against allowing bees in the front yard, spoke in support of the wording “training shall be required”, spoke on allowable zones, and in support of the requirement to obtain the neighbors approval.

Kalvin Alvarez, member of the Animal Services Committee, spoke in support of the ordinance.

Sean Crowley spoke on promoting beekeeping in safe environments, stated the ordinance is too restrictive, stated he is the author of the Best Management Practices used by Fullerton, Santa Ana, and Irvine, spoke on errors in the definitions, stated if fees are too high people will not obtain permits, spoke against requiring the neighbors authorization, and that the signage may provoke harassment for the beekeeper, and inquired on specifics for class requirements.

Speaker, spoke in support of a beekeeping ordinance, but not the ordinance as currently written, spoke against mandatory classes, spoke against signage, spoke in support of Sean Crowley’s Best Management Practices, spoke against renewing every two years, and inquired on the number of complaints from other cities.

John Wesley spoke in support of an ordinance but not as currently written, spoke on where bees obtain their water, spoke against signage, and spoke against requiring the neighbors’ authorization.

Speaker, spoke in support of a beekeeping ordinance, and spoke on training and education through the local beekeeping organizations.

Sandy Tabako, Garden Grove, stated the fees and renewals should be the same for bees and chickens, spoke against the costs for courses and permits, spoke against signage requirement, and spoke against requiring the neighbors’ authorization. 21 Minutes – Regular Meeting October 1, 2024 Page 7 of 10 Liz Savage, President of Orange County Beekeepers Association, submitted paperwork on the City of Fullerton’s requirements and program, stated the City of Fullerton sends the notices to neighbors not the applicant, noted that if the applicant is not the property owner they cannot have bees, spoke on classes, spoke in opposition of the signage requirement, spoke on allowing beekeeping only in the backyard, and spoke on where bees obtain their water.

Cristian Garcia Arcos spoke on listening to the experts and on collaboration.

Speaker, spoke on the process and on the availability of reports from the Animal Services Committee, asked on the relevance of a map, spoke on the justification of the $150 fee, and stated the authorization from neighbors should be the same for both chickens and bees.

Adam Ereth, Costa Mesa, spoke in support of a beekeeping ordinance as bees are important to the environment, stated that beekeeping is a service to the community, as it supports sustainability initiatives, and spoke against the fees.

Pamela Frasier, spoke on beekeeper’s clubs and their focus is on education for themselves and the public, encouraged the use of Santa Ana’s permit processes and best practices, and stated that Laguna Hills has four beekeeping permits with zero complaints.

Jenn Tanaka, Costa Mesa, spoke on working on the beekeeping ordinance as a member of the Animal Services Committee, stated the original draft ordinance was crafted after Fullerton’s, expressed concern that the current draft ordinance will micromanage beekeepers.

Priscilla Rocco, spoke in support of beekeeping.

MOVED/SECOND: Council Member Gameros/Council Member Harper MOTION: Approve staff recommendation with the following changes:
 Remove section 3-18.4 (d)(2): All operators of domesticated hives shall maintain evidence of completion of a beekeeper course.
 Remove section 3-18.4 (b)(4): Beehive signage.
 Remove section 3-18.4 (b)(2): Applicant must provide proof of notification to adjacent property owners abutting the subject property.  Reduce the $150 proposed fee.
 Remove section 3-18.4 (c)(1): Domesticated hives are only permitted on properties designated within an R-1 Single Family Residential Zoning District.  Remove section 3-18.4 (c)(2): No domesticated hives may be maintained on a single-family residential property of less than three thousand (3,000) square feet.  Remove section 3-18.4 (c)(3): Single-family residential properties three thousand (3,000) square feet to seven thousand square feet are limited to one (1) domesticated hive.
 Remove section 3-18.4 (c)(4): Single-family residential properties over seven thousand (7,000) square feet may be authorized to have up to two (2) domesticated hives.
22 Minutes – Regular Meeting October 1, 2024 Page 8 of 10 Council Member Reynolds requested to incorporate a six-month window for existing beekeepers to obtain a permit and a six-month window for beekeepers to obtain a permit upon notification of a non-conforming hive.

Council Member Gameros (1 st) and Council Member Harper (2 nd) agreed to the amendments.

Council Member Reynolds requested a language addition in section 3.18.6 regarding “Notice of action on permits” to add the language that if a permit is denied it will include the justification for the reason of the denial.

Council Member Gameros (1 st) and Council Member Harper (2 nd) agreed to the amendment.

The City Manager asked for clarification regarding the six-month window upon notification of a non-conforming hive.

Discussion ensued and three months was recommended.

The City Manager confirmed that the training requirement is removed.

The City Manager confirmed the residential areas includes the multi-family areas.

Council Member Reynolds requested that staff provide specific recommendations on the size of lots and locations, mainly if beekeeping can be detrimental or harmful with no requirements.

Mayor Stephens stated that staff will need the ability to deny a permit is there is a legitimate safety risk or health issue with a neighboring property, and supports the City providing the notifications, not the applicant.

MOVED/SECOND: Council Member Gameros/Council Member Harper MOTION: Approve staff recommendation with the following changes:
 Remove section 3-18.4 (d)(2): All operators of domesticated hives shall maintain evidence of completion of a beekeeper course.
 Remove section 3-18.4 (b)(4): Beehive signage.
 Remove section 3-18.4 (b)(2): Applicant must provide proof of notification to adjacent property owners abutting the subject property.  Reduce the $150 proposed fee.
 Remove section 3-18.4 (c)(1): Domesticated hives are only permitted on properties designated within an R-1 Single Family Residential Zoning District.  Remove section 3-18.4 (c)(2): No domesticated hives may be maintained on a single-family residential property of less than three thousand (3,000) square feet.  Remove section 3-18.4 (c)(3): Single-family residential properties three thousand (3,000) square feet to seven thousand square feet are limited to one (1) domesticated hive.
 Remove section 3-18.4 (c)(4): Single-family residential properties over seven thousand (7,000) square feet may be authorized to have up to two (2) domesticated hives.
23 Minutes – Regular Meeting October 1, 2024 Page 9 of 10  Allow a six-month window for existing beekeepers to obtain a permit.  Allow a three-month window for non-conforming beekeepers to obtain a permit.  Add language in section 3.18.6 regarding “Notice of action on permits” to add the language that if a permit is denied it will include the justification for the reason of the denial.

The motion carried by the following roll call vote:

Ayes: Council Member Chavez, Council Member Gameros, Council Member Harper, Council Member Marr, Council Member Reynolds, Mayor Pro Tem Harlan, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0
ACTION:

City Council introduced for first reading Ordinance No. 2024-12 amending Title 3 (Animal Regulations) of the Costa Mesa Municipal Code by amending Chapter I (In General) and Chapter VI (Special Animal Permit) to allow for the lawful keeping of bees and/or hives within the city and to clarify appeal procedures for special animal permits, and found the Ordinance Categorically Exempt from CEQA.

ADDITIONAL COUNCIL/BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND

SUGGESTIONS
Council Member Reynolds thanked the Costa Mesa Historical Society for organizing a historical bike ride event.

ADJOURNMENT – Mayor Pro Tem Harlan adjourned the meeting at 8:23 p.m. in honor of those affected by Hurricane Helene.
24 Minutes – Regular Meeting October 1, 2024 Page 10 of 10 Minutes adopted on this 15th day of October, 2024.
___________________________
John Stephens, Mayor
ATTEST:
___________________________
Brenda Green, City Clerk
25 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-363 Meeting Date: 10/15/2024
TITLE:

COMPUTER SYSTEM REPLACEMENT PROGRAM
DEPARTMENT: INFORMATION TECHNOLOGY
PRESENTED BY: STEVE ELY, DIRECTOR
CONTACT INFORMATION: STEVE ELY, DIRECTOR (714) 754-4891 RECOMMENDATION:

Staff recommends the City Council:

1. Approve the purchase of 60 desktop and 32 laptop computer systems in phase 1-of-3 to replace end-of-life computers.

2. Authorize the City Manager or designee to execute purchase orders with Dell and CDW-G in the amount of $248,250.

3. Authorize the City Manager or designee to approve cost increases of up to 10% for each phase of the project in the event of rising equipment prices.

BACKGROUND:

On June 4, 2019, City Council approved the Computer System Replacement Program. The IT Department replaced 760 obsolete computer systems over three phases with the project being completed in 2022. The warranty for these computers expired in 2024. The obsolete devices are prone to issues and causes IT Staff to have to troubleshoot and/or make repairs as much as they can. In addition to dedicating time for repairs, parts may become out of production or too costly.

Computer Systems are the most heavily used pieces of equipment in the City, and replacing them with new, updated devices will allow employees to be more efficient in their daily duties and provide the assurance that data will not be lost due to aging equipment. In addition, the City has extended the manufacturer’swarranty from 3 years to 5 years to ensure the systems perform over their expected lifespan of 5 years.

ANALYSIS:

The City’s existing computer systems are outdated and need to be replaced based on a 5-year replacement schedule. This first of three phases would replace 60 desktop and 32 laptop computer systems. Repairing the devices is not dependable as parts may be discontinued, obsolete, or too costly to purchase. Technology changes rapidly, and the old devices will stop being supported by the latest operating systems, applications, and the manufacturer. City Staff rely heavily on their

Page 1 of 3 ends

26 File #: 24-363 Meeting Date: 10/15/2024
latest operating systems, applications, and the manufacturer. City Staff rely heavily on their computers for their daily duties and slow computers will affect their efficiency. New software or upgrades to current software may not be compatible with end-of-life computers and could pose a Cyber Security threat.

New computer systems will allow the City to keep pace with rapidly changing technologies, which will enhance efficiency, Cyber Security, productivity, and collaboration for Staff.

IT Staff recommends purchasing replacement computer systems from Dell, Inc. and CDW-G. Staff intends to purchase the equipment from Dell Marketing, L.P. and CDW-G through existing cooperative bids as permitted by Section 2-165(b)(5) of the Costa Mesa Municipal Code. Purchasing the equipment through the State's Participating Addendum meets all requirements set forth in the City of Costa Mesa's Purchasing Policy and ordinance and all requirements set forth by the State of California in regard to regional, state, and national cooperative purchasing agreements.

Dell utilizes the State of California's Participating Addendum (# 7-15-70-34-003) to the National Association of State Procurement Officials (NASPO) ValuePoint Cooperative Purchasing Program Master Agreement. NASPO has established an approved vendor list following a nationwide competitive bid process.

CDW-G utilized the National IPA Technology Solutions (# 2018011) National IPA Technology Solution has established an approved vendor list following a nationwide competitive bid process.

These two processes ensure the City receives the lowest available pricing and meets the competitive bid process requirements. The IT Department is proposing Dell and CDW-G Microsoft equipment due to staff's experience when dealing with computer system equipment issues and their prompt and quality customer service.

ALTERNATIVES:

City Council could choose not to approve this program; however, this is not recommended as the aging devices will cause a loss of productivity and increase the City’s cost to maintain them.

FISCAL REVIEW:

Phase 1-of-3 will replace approximately 9% of the City’scomputer systems at an estimated cost of $248,250, which is available in the Fiscal Year 2024-25 Adopted Budget in the IT Replacement Fund (Fund 603).

LEGAL REVIEW:

The City Attorney’s Office has reviewed this agenda report and approved it as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This item supports City Council Goals and Core Values:
· Maintain and enhance the City’s infrastructure, facilities, and equipment. · Support Innovation, Collaboration, & Sustainability.

Page 2 of 3 ends

27 File #: 24-363 Meeting Date: 10/15/2024
CONCLUSION:

Staff recommends the City Council:

1. Approve the purchase of 60 desktop and 32 laptop computer systems in phase 3-of-3 to replace end-of-life computers.

2. Authorize the City Manager or designee to execute purchase orders with Dell and CDW-G in the amount of $248,250.

3. Authorize the City Manager or designee to approve cost increases of up to 10% for each phase of the project in the event of rising equipment prices.

Page 3 of 3 ends

28 Hardware Software Services IT Solutions Brands Research Hub

QUOTE CONFIRMATION
Thank you for choosing CDW. We have received your quote.

MICHAEL STEINKE,
Thank you for considering CDWG for your technology needs. The details of your quote are below. If you are an eProcurement or single sign on customer, please log into your system to access the CDW site. You can search for your quote to retrieve and transfer back into your system for processing.

For all other customers, click below to convert your quote to an order.

Convert Quote to Order
QUOTE # QUOTE DATE QUOTE REFERENCE CUSTOMER # GRAND TOTAL PCHS051 9/13/2024 SURFACE AND DELL 1764551 $52,425.95

IMPORTANT - PLEASE READ
Fees applied to item(s): 7805539, 7729241

QUOTE DETAILS
ITEM QTY CDW# UNIT PRICE EXT. PRICE
Microsoft Surface Laptop 6 - 15" - Core Ultra7 - 32 GB RAM - 1 TB SSD - Bla
12 7805539 $2,392.54 $28,710.48
Mfg. Part#: ZLU-00001
Contract: National IPA Technology Solutions (2018011)
MS SUR LT6 COMP BUS PRO 4YR 12 7859148 $286.66 $3,439.92 Mfg. Part#: HP3-00224
Electronic distribution - NO MEDIA
Contract: National IPA Technology Solutions (2018011)
Surface Thunderbolt 4 Dock
12 7405398 $250.91 $3,010.92
Mfg. Part#: T8I-00001
Contract: National IPA Technology Solutions (2018011)
Dell UltraSharp U2424H - LED monitor - Full HD (1080p) - 24" 24 7729241 $233.15 $5,595.60 Mfg. Part#: DELL-U2424H
Contract: National IPA Technology Solutions (2018011)
Dell Upgrade from 3Y Basic Advanced Exchange to 5Y
ProSupport for monitors
24 6085611 $55.44 $1,330.56
Mfg. Part#: 837-4427
Electronic distribution - NO MEDIA
Contract: National IPA Technology Solutions (2018011)
Dell WH3024 Wired Headset
12 7754715 $64.38 $772.56
Mfg. Part#: WH3024-DWW
APC Back-UPS Pro Compact 850VA 8-Outlet Battery Back-Up + Surge Protector
12 4909312 $159.19 $1,910.28
Mfg. Part#: BX850M
UNSPSC: 26111701
Attachment 1
29

Page 2 of 3 ends

QUOTEDETAILS(CONT.)Dell - USB-C power adapter - 65 Watt12 7945578$38.90$466.80Mfg. Part#: 450-BCXLDell Dual Monitor Arm - MDA20 mounting kit - adjustable arm - for 2 LCD dis 12 7364422$299.51$3,594.12Mfg. Part#: DELL-MDA20RECYCLINGFEEDETAILSITEM QTY CDW# UNITPRICE EXT.PRICERECYCLING FEE 15" TO LESS THAN 35"Fee Applied to Item: 7805539,772924136 654810$5.00$180.00 SUBTOTAL $48,831.24SHIPPING $0.00RECYCLINGFEE $180.00SALESTAX $3,414.71GRANDTOTAL $52,425.95 PURCHASERBILLINGINFO DELIVERTOBilling Address:CITY OF COSTA MESAACCTS PAYABLEPO BOX 1200COSTA MESA, CA 92628-1200Phone: (714) 754-5647Payment Terms: Net 30 Days-Govt State/Local Shipping Address:CITY OF COSTA MESAMICHAEL STEINKE77 FAIR DRCOSTA MESA, CA 92626Phone: (714) 754-5647Shipping Method: FedEx Ground (1-2 days)Pleaseremitpaymentsto:CDW Government75 Remittance DriveSuite 1515Chicago, IL 60675-1515 Sales Contact Info
Jon Cacioppo | (877) 603-6330 | [email protected]
NeedHelp?
MyAccount
Support
Call 800.800.4239

About Us |Privacy Policy |Terms and Conditions This order is subject to CDW's Terms and Conditions of Sales and Service Projects athttp://www.cdwg.com/content/terms-conditions/product-sales.aspxFor more information, contact a CDW account manager. 30

Page 3 of 3 ends

To retrieve this eQuote online, log in to your Dell Premier Page and search for your eQuote number under “Quotes” in the top menu bar.

Quote No.:Quote No.: 30001811747813000181174781
Total Total (USD):(USD): $106,117.49$106,117.49
eQuote Name:eQuote Name: 2024 Desktop
eQuote Creator:eQuote Creator: [email protected] Quoted On:Quoted On: Sep. 11, 2024
Expires By:Expires By: Oct. 11, 2024
Company Name:Company Name: -
Customer Number:Customer Number: -
Premier Page Name:Premier Page Name: Costa Mesa, California Contract Name:Contract Name: Dell NASPO Computer Equipment PA - California Contract Code:Contract Code: C000001115143
Customer Agreement Number:Customer Agreement Number: 23026 / 7-23-70-55-01 Billing Address:
-
,
Pricing Summary
Qty Unit Price Discounted
Unit Price
Subtotal

1. Optiplex 7020 SFF+ i7/32/1TB WiFi BT 5yrPS+ 60 $1,529.00 $1,529.00 $91,740.00

2. APC by Schneider Electric Back-UPS 850VA
Wall Mountable UPS
60 $169.99 $132.88 $7,972.80
Premier discount - $37.11
Subtotal: $99,712.80
Shipping: $0.00
Estimated Tax: $6,404.69
Total (USD): $106,117.49
Attachment 2
32 Shipping Address:

CITY OF COSTA MESA
Operations
IT
77 FAIR DR
IT Operations

COSTA MESA
,
CA
92626
Shipping Method:

FREE Standard Delivery
Product Details
Qty
Unit Price
Subtotal

1. Optiplex 7020 SFF+ i7/32/1TB
WiFi BT 5yrPS+
(210-BKWN)
Order Code:
rcrc1404869-7974810
60 $1,529.00
$91,740.00
Module
Description
Product Code
SKU
Qty
OptiPlex Small
Form Factor
(Plus 7020)
OptiPlex Small Form Factor Plus 7020
GK1Z7M8
210-BKWN
1 Processor
Intel® Core™ i7 14700 vPro® (33 MB cache, 20 cores, 28 threads, up to 5.3 GHz Turbo) G1QF3VG
338-CNCK
1 Operating
System
Windows 11 Pro, English, Brazilian Portuguese, French, Spanish G01OVWE
619-ARSB
1 Microsoft Office
Activate Your Microsoft 365 For A 30 Day Trial
GC7OFJV
658-BCSB
1 Memory
32 GB: 2 x 16 GB, DDR5
GAPIKS7
370-BBQG
1 Storage
1TB M.2 PCIe NVMe Class 35 Solid State Drive
G7RED6G
400-BQRX,773-
BBBC,412-AAQT
1 Additional
Storage
No Additional Hard Drive
G780XKR
401-AANH
1 3rd Storage
No Additional Hard Drive
G780XKR
401-AANH
1 Raid
Connectivity

NO RAID
GX5Q06T
817-BBBN
1 Graphics
Intel® Graphics
GZQDA24
490-BBFG
1 Chassis Options
OptiPlex SFF Plus with 260W Bronze Power Supply
GCIBT0P
329-BJWJ
1 Power Cord
System Power Cord
(US)
GA5894N
450-AAOJ
1 Optical Drive
8x DVD+/-RW/RAM 9.5mm Slimline Optical Disk Drive
GZY3O28
429-ABFH,325-
BDSH
1 Optical Software
CyberLink Media Essentials for Windows
GKTEFA5
430-XYIX
1 Additional
Storage Devices
- Media Reader
No Media Card Reader
GW2K1D6
379-BBHM
1 Wireless
Intel® Wi-Fi 6E AX211, 2x2, 802.11ax, Bluetooth® wireless card, external antenna G9G8JSE
555-BHDU,555-
BHDW
1 Wireless Driver
Wireless Driver, Intel® Wi-Fi 6E AX211 2x2 and Bluetooth® wireless card G6JLT5E
555-BKJK
1 Serial Port
Adapter
No PCIe add-in-card
GVEYOQ7
492-BBFF
1 Additional Video
Ports
No Additional Video Ports
GWFXAL0
492-BCKH
1 Keyboard
Dell Pro Wireless Keyboard and Mouse - KM5221W Black - US English GX0V4JP
580-AJJG
1 Mouse
Mouse included with Keyboard
GU54MYP
570-AADI
1 Cable Cover
No Cable Cover
GDT2C7Z
325-BCZQ
1 External
Speakers
No External Speaker
GTNM7E2
817-BBBC
1 33
Software Stack
Dell Additional Software
G71R0QM
634-CHFP
1 Operating
System
Recovery
Options
OS-Windows Media Not Included
GLA9OQ1
620-AALW
1 ENERGY STAR
ENERGY STAR Qualified
G6J34SM
387-BBLW
1 Documentation
Safety/Environment and Regulatory Guide (English/French Multi-language) G7RB0GY
340-AGIK
1 System
Monitoring
Options
Watch Dog SRV
GU1BEH4
379-BFMR
1 Placemat
Quick Start Guide, OptiPlex SFF Plus
G0AIX4O
340-DMJC
1 EAN/UPC
Labels
No UPC Label
G8WGTYN
389-BCGW
1 TPM Security
Trusted Platform Module (Discrete TPM Enabled)
GJMDKT6
329-BBJL
1 Shipping
Material
Shipping Material
GDKRO4V
340-CQYR,389-
BBUU
1 Label
Regulatory Label for OptiPlex SFF Plus PSU DAO
GTFH0K1
389-FFZD
1 Intel
Responsiveness
Technologies
Intel® Rapid Storage Technology Driver
GAC78TL
658-BFSK
1 Processor Label
Intel® Core™ i7 Processor Label
G3P1WL7
340-CUEQ
1 Transportation
from ODM to
region
Standard shipment
GQT8IGC
800-BBIO
1 Security
Software and
PC Protection
No anti-virus software
GD4K19S
650-AAAM
1 Add-in Cards
No Additional Add In Cards
GNV4J7Q
382-BBHX
1 Photo, Video,
and Media
Solutions
CyberLink PowerDirector and PhotoDirector 2024
G6XD4CJ
634-BYFS
1 Adapter
No Additional Cable
GIX0L8M
379-BBCY
1 Stands and
Mounts
No Stand or Mount
GJO5ZSE
575-BBBI
1 Network
Adapters (NIC)
No Additional Network Card Selected (Integrated NIC included) G9MQCN3
555-BBJO
1 FGA Module
No FGA
NOFGA
817-BBBB
1 EPEAT 2018
EPEAT 2018 Registered (Silver)
GTZOE2H
379-BDTO
1 Windows
AutoPilot
No AutoPilot
GYEO2AP
340-CKSZ
1 Speakers
Internal Speaker
GR068XC
520-AARD
1 Systems
Management
No vPro® support
GDH8JV6
631-BBQQ
1 ICPS
Intel® Connectivity Performance Suite
G671LVC
640-BBSX
1 Service
5Y ProSupport Plus with ProSupport and AD and KYHD and Service Account Mgr G87TIGK
812-3886,812-
3940,812-3938,812-
3939,812-3941,997-
8367
1 Qty
Unit Price
Subtotal

2. APC by Schneider Electric Back-UPS 850VA Wall
Mountable UPS
(AB200359)
Order Code:

AB200359
60 $132.88
$7,972.80
Module
Description
Product Code
SKU
Qty
34 We're here to answer any of your Order Support questions.

APC by
Schneider
Electric Back-
UPS 850VA
Wall Mountable
UPS
AB200359
60 Need Help?
CONNECT WITH DELL:

Terms of Sale
This Quote will, if Customer issues a purchase order for the quoted items that is accepted by Supplier, constitute a contract between the entity issuing this Quote (“Supplier”) and the entity to whom this Quote was issued (“Customer”). Unless otherwise stated herein, pricing is valid for thirty days from the date of this Quote. All product, pricing and other information is based on the latest information available and is subject to change. Supplier reserves the right to cancel this Quote and Customer purchase orders arising from pricing errors. Taxes and/or freight charges listed on this Quote are only estimates. The final amounts shall be stated on the relevant invoice. Additional freight charges will be applied if Customer requests expedited shipping. Please indicate any tax exemption status on your purchase order and send your tax exemption certificate to [email protected]
or
[email protected]
, as applicable.

Governing Terms
: This Quote is subject to: (a) a separate written agreement between Customer or Customer’s affiliate and Supplier or a Supplier´s affiliate to the extent that it expressly applies to the products and/or services in this Quote or, to the extent there is no such agreement, to the applicable set of Dell’s Terms of Sale (available at www.dell.com/terms
or
www.dell.com/oemterms
), or for cloud/as-a-Service offerings, the applicable cloud terms of service (identified on the Offer Specific Terms referenced below); and (b) the terms referenced herein (collectively, the “Governing Terms”). Different Governing Terms may apply to different products and services on this Quote. The Governing Terms apply to the exclusion of all terms and conditions incorporated in or referred to in any documentation submitted by Customer to Supplier.

Supplier Software Licenses and Services Descriptions
: Customer’s use of any Supplier software is subject to the license terms accompanying the software, or in the absence of accompanying terms, the applicable terms posted on
www.Dell.com/eula
. Descriptions and terms for Supplier-branded standard services are stated at www.dell.com/servicecontracts/global
or for certain infrastructure products at
www.dellemc.com/en-us/customer-services/product-warranty-and-service-descriptions.htm .

Offer-Specific, Third Party and Program Specific Terms
: Customer’s use of third-party software is subject to the license terms that accompany the software. Certain Supplier- branded and third-party products and services listed on this Quote are subject to additional, specific terms stated on www.dell.com/offeringspecificterms
(“Offer Specific Terms”).

In case of Resale only
: Should Customer procure any products or services for resale, whether on standalone basis or as part of a solution, Customer shall include the applicable software license terms, services terms, and/or offer-specific terms in a written agreement with the end-user and provide written evidence of doing so upon receipt of request from Supplier.

In case of Financing only
: If Customer intends to enter into a financing arrangement (“Financing Agreement”) for the products and/or services on this Quote with Dell Financial Services LLC or other funding source pre-approved by Supplier (“FS”), Customer may issue its purchase order to Supplier or to FS. If issued to FS, Supplier will fulfill and invoice FS upon confirmation that: (a) FS intends to enter into a Financing Agreement with Customer for this order; and (b) FS agrees to procure these items from Supplier. Notwithstanding the Financing Agreement, Customer’s use (and Customer’s resale of and the end-user’s use) of these items in the order is subject to the applicable governing agreement between Customer and Supplier, except that title shall transfer from Supplier to FS instead of to Customer. If FS notifies Supplier after shipment that Customer is no longer pursuing a Financing Agreement for these items, or if Customer fails to enter into such Financing Agreement within 120 days after shipment by Supplier, Customer shall promptly pay the Supplier invoice amounts directly to Supplier.

Customer represents that this transaction does not involve: (a) use of U.S. Government funds; (b) use by or resale to the U.S. Government; or (c) maintenance and support of the product(s) listed in this document within classified spaces. Customer further represents that this transaction does not require Supplier’s compliance with any statute, regulation or information technology standard applicable to a U.S. Government procurement.

For certain products shipped to end users in California, a State Environmental Fee will be applied to Customer’s invoice. Supplier encourages customers to dispose of electronic equipment properly.

Electronically linked terms and descriptions are available in hard copy upon request.

Dell Marketing LP. U.S. only. Dell Marketing LP. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682 35 A quote for your consideration.

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Quote No.:Quote No.: 30001811743073000181174307
Total Total (USD):(USD): $89,706.42$89,706.42
eQuote Name:eQuote Name: 2024 Single Device Laptops X20 eQuote Creator:eQuote Creator: [email protected] Quoted On:Quoted On: Sep. 11, 2024
Expires By:Expires By: Sep. 26, 2024
Company Name:Company Name: -
Customer Number:Customer Number: -
Premier Page Name:Premier Page Name: Costa Mesa, California Contract Name:Contract Name: Dell NASPO Computer Equipment PA - California Contract Code:Contract Code: C000001115143
Customer Agreement Number:Customer Agreement Number: 23026 / 7-23-70-55-01 Billing Address:
-
,
Attachment 3
36 Pricing Summary
Qty
Unit Price
Discounted
Unit Price
Subtotal

1. Dell Dual Monitor Arm – MDA20
20 $374.99
$277.49
$5,549.80
Premier discount
- $97.50

2. 24" monitor 5yr PS AE
30 $229.00
$229.00
$6,870.00

3. Thunderbolt dock 5yr PS AE
20 $272.00
$272.00
$5,440.00

4. Dell Wired Headset - WH3024
20 $44.99
$44.99
$899.80

5. Dell Premier Multi-Device Wireless Keyboard
And Mouse - KM7321W
20 $76.49
$76.49
$1,529.80

6. 16" i7-155H/32/1TB RTX 1000 6GB 4k Touch
SmrtCrd 3yrBW 5yrPS+
20 $3,025.00
$3,025.00
$60,500.00

7. APC by Schneider Electric Back-UPS 850VA
Wall Mountable UPS
20 $169.99
$132.88
$2,657.60
Premier discount
- $37.11

8. C2G 6ft USB C to DisplayPort Adapter - USB C
to DP Adapter Cable - 4K 60Hz - M/M
30 $35.99
$30.95
$928.50
Premier discount
- $5.04
Subtotal:
$84,375.50
Shipping:
$0.00
Environmental Fees:
$250.00
Estimated Tax:
$5,080.92
Total
(USD):
$89,706.42
Shipping Address:

CITY OF COSTA MESA
Operations
IT
77 FAIR DR
IT Operations

COSTA MESA
,
CA
92626
Shipping Method:

FREE Standard Delivery
Product Details
Qty
Unit Price
Subtotal

1. Dell Dual Monitor Arm – MDA20
(482-BBDH)
Order
Code:
482-BBDH
20 $277.49
$5,549.80
Module
Description
Product Code
SKU
Qty
Dell Dual Monitor
Arm – MDA20
482-BBDH
20 Qty
Unit Price
Subtotal
37 2.
24" monitor 5yr PS AE
(210-BKRR)
Order
Code:
rcrc1404869-7875789
30 $229.00
$6,870.00
Module
Description
Product Code
SKU
Qty
Dell UltraSharp 24
Monitor - U2424H
Dell UltraSharp 24 Monitor - U2424H
GC1FSL5
210-BKRR
1 Hardware Support
Services
5Y ProSupport with Advanced Exchange after remote diagnosis GICD0QN
814-5380,814-
5401,814-5409,989-
3449
1 Qty
Unit Price
Subtotal

3. Thunderbolt dock 5yr PS AE
(210-BDQH)
Order
Code:
rcrc1404869-7875791
20 $272.00
$5,440.00
Module
Description
Product Code
SKU
Qty
BASE,DS,WD22TB4
US 180W
Dell Thunderbolt 4 Dock - WD22TB4
GBNM2HY
210-BDQH
1 Services:Hardware
Support
5Y ProSupport with Advanced Exchange after remote diagnosis GDRGYH2
872-8557,989-
3449,872-8569,872-
8577
1 Qty
Unit Price
Subtotal

4. Dell Wired Headset - WH3024
Order
Code:
rcrc1404869-7473189
20 $44.99
$899.80
Qty
Unit Price
Subtotal

5. Dell Premier Multi-Device Wireless Keyboard
And Mouse - KM7321W
Order
Code:
rcrc1404869-7475880
20 $76.49
$1,529.80
Qty
Unit Price
Subtotal

6. 16" i7-155H/32/1TB RTX 1000 6GB 4k Touch
SmrtCrd 3yrBW 5yrPS+
(210-BLLC)
Order
Code:
rcrc1404869-7996766
20 $3,025.00
$60,500.00
Module
Description
Product Code
SKU
Qty
Base
Dell Mobile Precision Workstation 5690
GRIDK24
210-BLLC
1 Processor
Intel® Core™ Ultra 7 155H vPro® Essentials (24 MB cache, 16 cores, 22 threads, up to 4.8 GHz, 45W)
G8RP9H0
379-BFQT
1 Operating System
Windows 11 Pro, English, Brazilian Portuguese, French, Spanish G01OVWE
619-ARSB
1 Chassis Options
Intel® Core™ Ultra 7 155H Processor with vPro Essentials, 32GB GRTY0S7
329-BJZQ
1 Systems
Management
Intel vPro Management Disabled
GUB9P43
389-FHBQ
1 Microsoft Office
Activate Your Microsoft 365 For A 30 Day Trial
GC7OFJV
658-BCSB
1 Memory
32GB LPDDR5x 7467 MT/s
GN69FSA
370-BBTG
1 Graphics
NVIDIA® RTX™ 1000 Ada 6GB GDDR6
GQ250DB
490-BJYS
1 Display
16" OLED Touch, 3840 x 2400, 60Hz, 400 nits, 100% DCI-P3, LBL, IR Camera & Mic with HDR
G8Q2C64
391-BHWX
1 38
Camera
FHD HDR IR Camera, Express Sign-In, TNR, Intelligent Privacy, Camera, Microphone, No Camera Shutter
G4ETZRV
319-BBKP
1 Storage
1 TB, M.2 2280, Gen 4 PCIe NVMe, SSD, Class 40
GDGA14S
400-BPHW
1 Additional Storage
No Additional Hard Drive
GBAK075
401-AAGM
1 ICPS
No Intel® Connectivity Performance Suite
GJ5LQFG
650-BBBG
1 Keyboard
English US backlit Copilot key keyboard, no numeric keypad with fingerprint reader G64DJT5
583-BKXF
1 Back Cover
Security bottom cover for smart card, USH, NFC, and SD, Discrete only G1IF2UJ
354-BBJN
1 Wireless
Intel® Wi-Fi 7 BE200, 2x2, 802.11be, MU-MIMO, Bluetooth® wireless card GA2CMB5
555-BKJW
1 Primary Battery
6 Cell, 100Wh Long Life Cycle, 3-years Warranty
G7IPU3G
451-BDFK
1 Power Supply
165W E5 Type C Power Adapter
GOFCWE2
492-BDQK
1 Raid Connectivity

NO RAID
GX5Q06T
817-BBBN
1 Photo and Video
Design
CyberLink PowerDirector and PhotoDirector 2024
G6XD4CJ
634-BYFS
1 ENERGY STAR
ENERGY STAR Qualified (WW)
GCKSIF6
387-BBRP
1 EPEAT 2018
EPEAT 2018 Registered (Gold)
GBU8CHM
379-BDZB
1 PDF Solutions
Foxit PDF Editor with AI Assistant
G3NGE2D
634-CLHT
1 Windows AutoPilot
No AutoPilot
GYEO2AP
340-CKSZ
1 Power Cord
E5 Power Cord 1M for US
G39AK0Z
537-BBDK
1 Documentation
Safety and Regulatory Documents English,French,Dutch
GDJVQ4P
340-AGIK
1 Mouse
No Mouse
G8043UZ
570-AADK
1 Wireless Driver
Intel BE200 WLAN Driver with Bluetooth
GR5YAQ2
555-BKXB
1 EAN/UPC Labels
No UPC Label
GY0A2B8
389-BCGW
1 Shipping Material
Packaging for NVIDIA Graphics + 165W Adapter with US Power Cord GULHP7B
340-DMSQ
1 FGA Module
No FGA
NOFGA
817-BBBB
1 Processor Label
Intel Core Ultra 7 Non-vPro Label
G9QI5ME
340-DMQL
1 Non-Microsoft
Application Software
Dell Additional Software
GCUA4G1
658-BFPP
1 Placemat
Quick Setup Guide-Mobile Precision 5690
GTRD1NB
340-DMTX
1 Protect your new PC
No anti-virus software
GD4K19S
650-AAAM
1 Operating System
Recovery Options
OS-Windows Media Not Included
GLA9OQ1
620-AALW
1 Label
FCC Label + Regulatory Label, AL
G12TFKE
389-BEYY,389-
DQBW
1 Service
5Y ProSupport Plus with ProSupport and AD and KYHD and Service Account Mgr PPN5
804-9842,804-
9843,804-9844,804-
9773,804-9845,997-
8367
1 Intel
Responsiveness
Technologies
Intel® Rapid Storage Technology Driver
G351I4R
409-BCYC
1 Transportation from
ODM to region
BTO Standard Shipment
G2GRFNL
800-BBGS
1 Qty
Unit Price
Subtotal

7. APC by Schneider Electric Back-UPS 850VA
Wall Mountable UPS
(AB200359)
Order
Code:

AB200359
20 $132.88
$2,657.60
Module
Description
Product Code
SKU
Qty
APC by Schneider
Electric Back-UPS
850VA Wall
Mountable UPS
AB200359
20 Qty
Unit Price
Subtotal
39 We're here to answer any of your Order Support questions.

8. C2G 6ft USB C to DisplayPort Adapter - USB C
to DP Adapter Cable - 4K 60Hz - M/M
(AB912382)
Order
Code:

AB912382
30 $30.95
$928.50
Module
Description
Product Code
SKU
Qty
C2G 6ft USB C to
DisplayPort Adapter
- USB C to DP
Adapter Cable - 4K
60Hz - M/M
AB912382
30 Need Help?
CONNECT WITH DELL:

For certain products shipped to end users in California, a State Environmental Fee will be applied to Customer’s invoice. Supplier encourages customers to dispose of electronic equipment properly.

Electronically linked terms and descriptions are available in hard copy upon request.

Dell Marketing LP. U.S. only. Dell Marketing LP. is located at One Dell Way, Mail Stop 8129, Round Rock, TX 78682 40 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-362 Meeting Date: 10/15/2024
TITLE:

SPECTRUM ENTERPRISE SERVICE AGREEMENT
DEPARTMENT: INFORMATION TECHNOLOGY
PRESENTED BY: STEVE ELY, DIRECTOR
CONTACT INFORMATION: STEVE ELY, DIRECTOR (714) 754-4891 RECOMMENDATION:

Staff recommends the City Council:

2. Approve the Service Order in the annual amount of $209,889 (paid in monthly installments of $17,490.68).

3. Authorize the City Manager and the City Clerk to execute the agreement.

BACKGROUND:

On October 23, 1998, the City of Costa Mesa executed a 20-year Franchise Agreement with MediaOne of Costa Mesa, Inc. (MediaOne). On April 19, 1999, the City and MediaOne entered into a Communications Network Lease and Maintenance Agreement for fiber for the purpose of providing the City with an infrastructure to facilitate telecommunications within the City (Agreement). The communications network is solely dedicated for use of City communications services. The fiber runs between City Hall and all remote sites. The Agreement expired on October 22, 2018. Prior to the expiration of the Agreement, due to acquisitions, Charter Communications Operating LLC, on behalf of subsidiary Spectrum Enterprise, took over the management of the Agreement.

On August 20, 2018, City Council approved a new Agreement with Charter Communications (Spectrum) in the annual amount of $189,792. That Agreement expired on October 22, 2023.

Spectrum is now billing us on a month-to-month basis.

Page 1 of 3 ends

41 File #: 24-362 Meeting Date: 10/15/2024
ANALYSIS:

The City relies on a fiber network to perform daily functions of providing public safety and services to the citizens of Costa Mesa. Without fiber connections, functionality would be disrupted at City Hall and all its remote sites. A call to 9-1-1 would have to be handled using the backup system.

Connectivity to all Departments would be compromised, and access to critical information would be cut off. The City would not have the capability to accept online payments for City Services; there would be issues with purchasing, email, and public records requests. In sum, fiber connections are critical to the operation of all Departments.

City staff have been working with Spectrum not only to maintain the current network services, but also to allow for an increase of bandwidth when it becomes necessary.

Approving the Spectrum Enterprise Service Agreement and its accompanying Customer Service Order will ensure the continuity of the network services currently being rendered by Spectrum.

Rejecting the service agreement would mean the City continues to pay on a month-to-month basis, which staff does not recommend.

ALTERNATIVES:

City Council can direct staff to reject the Agreement and consider other vendors, but this would require a new RFP process and would most likely disrupt City daily operations.

FISCAL REVIEW:

The total fiscal impact of the 5-year agreement will be approximately $1,049,445. The funding for year one (1) of the agreement was budgeted in the Fiscal Year 2024-25 Information Technology Department’sbudget in the General Fund (Fund 101). Funding for the subsequent fiscal years will be allocated during the annual budget development process.

LEGAL REVIEW:

The City Attorney’s Office has reviewed and approved it as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This item supports the following City Council Goal:
· Maintain and Enhance the City’s Infrastructure, Facilities, Equipment, and Technology.

Page 2 of 3 ends

42 File #: 24-362 Meeting Date: 10/15/2024
CONCLUSION:

Maintaining network connections between City Hall and all its remote sites will allow for the efficient and effective flow of communication.

Staff recommends City Council:

1. Approve the 5-year Spectrum Service Enterprise Agreement between the City of Costa Mesa and Charter Communications Operating LLC, on behalf of subsidiary Spectrum Enterprise, for the continued network connections between City Hall and all of the remote sites throughout the City, commencing on November 1, 2024, through October 31, 2029.

2. Approve the Service Order in the annual amount of $209,889 (paid in monthly installments of $17,490.68).

3. Authorize the City Manager and the City Clerk to execute the agreement.

Page 3 of 3 ends

43 SPECTRUM ENTERPRISE SERVICE AGREEMENT
The customer identified below (“ Customer”) hereby acknowledges and agrees to the Commercial Terms of Service available at https://enterprise.spectrum.com/legal/terms-and-conditions.html (or subsequent URL) (“ Terms of Service”),which is incorporated herein by reference, with respect to any service order(s) placed by Customer and accepted by Spectrum hereafter (each, a “Service Order”), which together with this document constitute the “ Service Agreement ” by and betwe en the Customer and Charter Communications Operating, LLC on behalf of those operating subsidiaries providing the service(s) hereunder (“Spectrum”).

Spectrum Sales Support Contact Information
Spectrum Account Executive: Wayne Gilchrist
Office: 760-674-5543
Mobile: 760-289-9703
Email: [email protected]
Customer Information
Customer Name (Exact Legal Name):

CITY OF COSTA MESA
Street Address:
77 Fair Dr
Suite: City:

Costa Mesa
State:

CA
Zip:
92626
Customer’s Main Tel. No.:
(714) 754-5154
Customer Contact Name:

Steve Ely
E-mail:
[email protected]
Tel No:
(714) 754-5154
Billing Address:
77 Fair Dr
Suite: City:

Costa Mesa
State:

CA
Zip:
92626
Billing Contact Name: E-mail: Tel No:

BY EXECUTING THIS SERVICE AGREEMENT BELOW, CUSTOMER ACKNOWLEDGES THAT: (1) CUSTOMER ACCEPTS

AND AGREES TO BE BOUND BY THE TERMS OF SERVICE, INCLUDING THE ARBITRATION SECTION THEREOF, WHICH

PROVIDES THAT THE PARTIES DESIRE TO RESOLVE ANY CONTROVERSY OR CLAIM ARISING OUT OF OR RELATING TO THE SERVICE AGREEMENT THROUGH ARBITRATION; AND (2) BY AGREEING TO ARBITRATION, CUSTOMER IS GIVING UP VARIOUS RIGHTS, INCLUDING THE RIGHT TO TRIAL BY JURY AND TO BRING CLAIMS AS CLASS ACTIONS.

Authorized Signature for Customer
Customer: CITY OF COSTA MESA
By:
/spectrumsigner1/
Name: /spectrumsignername1/
Title: /spectrumsignertitle1/
Date: /spectrumsigneddate1/
Enterprise Short Form v220607 CONFIDENTIAL Page 1 of 1
©2016-2022 Charter Communications, all rights reserved
Agreement
Attachment 1
44 Ethernet Intrastate-Only Traffic Certification
Customer Name (Legal Entity): CITY OF COSTA MESA
Billing Address:
77 Fair Dr
Costa Mesa CA 92626
Charter Communications Operating, LLC and its subsidiaries providing the Services (“Spectrum”), presumes that more than 10% of the traffic carried on the WAN/Ethernet services that we provide to you over any circuit will be interstate in nature, and that therefore by Federal Communications Commission regulation each such circuit must be treated as jurisdictionally interstate in its entirety. If you expect that 10% or less of the traffic to be carried over any circuit will be interstate in nature, please complete the certification form below to identify the relevant circuit(s) and specify the expected jurisdictional allocation of your traffic associated with such circuit(s). Please note that all Internet -related traffic is presumptively interstate. Also, please note that you must provide this certification annually and whenever there is a material change in the actual or expected jurisdictional nature of your traffic. In the event that you fail to provide this certification in accordance with procedures specified by Spectrum, Spectrum reserves the right to again presume that more than 10% of the traffic carried over each circuit is interstate in nature and calculate the fees applicable to that usage accordingly.

CERTIFICATION
I certify that the traffic carried by Spectrum in its provision of WAN/Ethernet services on the circuits listed on the attached Service Order is jurisdictionally intrastate and will contain no more than 10% interstate traffic.
/spectrumsigner1/ /spectrumsigneddate1/
(Authorized Customer Signature) (Date Signed)
/spectrumsignername1/ /spectrumsignertitle1/
(Printed Name) (Title)
Authorized Customer Contact Information:

Phone: (714) 754-5154 Email: [email protected] Ethernet Interstate Tax Form v200611 CONFIDENTIAL 1 © 2016-2020 Charter Communications, all rights reserved Attachment 2
45 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-366 Meeting Date: 10/15/2024
TITLE:

ON-CALL ENGINEERING STAFF SUPPORT AND PROGRAM MANAGEMENT SERVICES DEPARTMENT: PUBLIC WORKS DEPARTMENT/ TRANSPORTATION

SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: RAMIN NIKOUI, SENIOR ENGINEER, (714) 754-5184 RECOMMENDATION:

Staff recommends the City Council:

1. Approve and authorize the City Manager and the City Clerk to execute a Professional Services Agreement (PSA) with each consulting firm listed below from October 15, 2024 - June 30, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on -call engineering staff support and program management services for various Public Works projects.
· Ardurra Group, Inc.
· TKE Engineering, Inc.
· Transtech Engineers, Inc.
· Iteris, Inc.

2. Authorize the City Manager and the City Clerk to execute future amendments with the above- listed firms including any potential increases in compensation as long as the amendments are within the approved allocated aggregate amount of $400,000 annually amongst all firms.

BACKGROUND:

The Public Works Department is committed to serving the public by providing high-quality services and continually improving the City’s infrastructure. In doing so, staff occasionally will require assistance from professional consultants in areas such as engineering design, traffic signal/active transportation design, design management, professional project and program management, plan check services and general staff support. Over the last three years, the Public Works Department’s workload has dramatically increased due to an influx of new grant funding and Capital Improvement Projects (CIP). For example, the Public Works Department’sTransportation Services Division has recently obtained over $12 million in grant funding for systemic safety improvements to the City’s transportation system and new active transportation facilities. Many of these grant-funded projects need to be greatly expedited to meet federal funding deadlines or risk loss of funding.

Implementation of these grant-funded projects, while maintaining other day-to-day operations,

Page 1 of 3 ends

46 File #: 24-366 Meeting Date: 10/15/2024
Implementation of these grant-funded projects, while maintaining other day-to-day operations, requires the assistance of professional consultants to assist with these projects and/or help with the day-to-day operations to ensure that the public’s needs can continue to be met.

Therefore, Public Works along with Finance staff, advertised and released a Request for Proposals (RFP) to select qualified consultants to provide on-call engineering staff support and program management services to assist in managing Public Works projects and assisting with day-to-day tasks.

ANALYSIS:

The City issued a Request for Proposals (RFP) for on-call engineering staff support and program management services on July 15, 2024. In response, seven (7) proposals were received. Proposals were reviewed for compliance with the City’sRFP, and consultants were evaluated based on the method of approach, qualifications, experience, staffing and cost proposal.

Upon a thorough review of all the submitted proposals, staff has determined that Ardurra Group, Inc., TKE Engineering, Inc., Transtech Engineers, Inc. and Iteris, Inc. be awarded PSAs based on their qualifications and experience.

The consultant firms’proposals were comprehensive and met all the requirements of the RFP. Their proposals and fee schedules are included in the PSAs in Attachments 1-4. All of the PSAs will be for a five-year period, and compensation shall be paid in accordance with the rates set forth in the consultant’s cost proposal, as noted in the PSAs.

ALTERNATIVES:

One alternative would be to not approve the PSAs and conduct the project using in-house resources.

However, the volume of the work associated with the federal-funded grant projects exceeds the staff’savailable resources and time given the existing day-to-day tasks while continuing to serve the needs of the public. This would result in delays in the completion of these federally-funded projects and could jeopardize and result in a loss of the grant funds. Staff does not recommend this alternative.

FISCAL REVIEW:

Funding is included in the FY2024-25 budget for the proposed Professional Service Agreements.

LEGAL REVIEW:

The City Attorney’sOffice has reviewed this staff report, prepared the proposed PSAs and approves them all as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This item supports the following City Council Goals:
· Strengthen the public’s safety and improve the quality of life. · Maintain and Enhance the City’s Facilities, Equipment and Technology. · Advance environmental sustainability and climate resiliency.

Page 2 of 3 ends

47 File #: 24-366 Meeting Date: 10/15/2024
CONCLUSION:

Staff recommends the City Council:

1. Approve and authorize the City Manager and the City Clerk to execute a Professional Services Agreement (PSA) with each consulting firm listed below from October 15, 2024 - June 30, 2029, in substantially the form as attached and in such final form as approved by the City Attorney for on -call engineering staff support and program management services for various Public Works projects.
· Ardurra Group, Inc. (Attachment 1)
· TKE Engineering, Inc. (Attachment 2)
· Transtech Engineers, Inc. (Attachment 3)
· Iteris, Inc. (Attachment 4)

2. Authorize the City Manager and the City Clerk to execute future amendments with the above- listed firms including any potential increases in compensation as long as the amendments are within the approved allocated aggregate amount of $400,000 annually amongst all firms.

Page 3 of 3 ends

48 1
Ardurra Group, Inc.

Rev. 5-2024

CITY OF COSTA MESA

PROFESSIONAL SERVICES AGREEMENT
WITH ARDURRA GROUP, INC.

THI
S PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 15th day of October 2024 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and ARDURRA GROUP , INC. a Florida corporation (“Consultant”).

RECI
TALS
A. Ci
ty proposes to utilize the services of Consultant as an independent contractor to provide professional engineering staff support and program services on an as needed basis, as more fully described herein; and
B. Cons
ultant represents that it has that degree of specialized expertise contemplated within California Government Code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. Ci
ty and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No off
icial or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

NO
W, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SER

VICES PROVIDED BY CONSULTANT

1.1. S
cope of Services. Consultant shall provide the professional services described in City’s Request for Proposals , attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.

1.2. P
rofessional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement.

1.3. P
erformance to Satisfaction of City . Consultant agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) M
eet with Consultant to review the quality of the work and resolve the ATTACHMENT 1
49 2
Ardurra Group, Inc.

Rev. 5-2024
matters of concern;
(
b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or
(
c) Terminate the Agreement as hereinafter set forth.

1. 4. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant’s performance under this Agreement.

1.5 . Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, e xcept as permitted pursuant to s ection 12940 of the Government Code.

1. 6. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.7 . Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant’s sole cost and expense.

1. 8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

2. 0. COMPENSATION AND BILLING

2. 1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “C,” attached hereto and made a part of this Agreement . Consultant’s total ATTACHMENT 1
50 3
Ardurra Group, Inc.

Rev. 5-2024
aggregate annual compensation shall not exceed Four-Hundred Thousand Dollars ($400,000.00).

2.2. A
dditional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City Manager or designee, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. M
ethod of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed , the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.4. R
ecords and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.

3.0. T

IME OF PERFORMANCE

3.1. C
ommencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. E
xcusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to ATTACHMENT 1
51 4
Ardurra Group, Inc.

Rev. 5-2024
the other except for those rights and liabilities that accrued prior to the date of termination.

4. 0. TERM AND TERMINATION

4. 1. Term. This Agreement shall commence on the Effective Date and continue for a period of approximately fifty-six ( 56) months, ending on June 30, 2029, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4. 2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant.

The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City.

4. 3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant.

4. 4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination not ice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City’s sole risk and without liability or legal expense to Consultant.
5 .0. INSURANCE

5. 1. Minimum Scope and Limits of Insurance . Consultant shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company admitted to do business in California, rated “A,” Class X, or better in the most recent A.M. Best’s Rating Guide, and approved by City:
(
a) Commercial general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000.00) per occurrence, Two Million Dollars ($2,000,000.00) general aggregate .
(
b) Business automobile liability for owned vehicles, hired, and non- owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and ATTACHMENT 1
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property damage.
(
c) Workers’ compensation insurance as required by the State of California.

Consultant agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewis e
under
their workers’ compensation insurance policies.
(
d) Professional errors and omissions (“E&O”) liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single l
imits, per occurrence and aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retro date shall be prior to the start of the contract work. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder
.

5. 2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:
(
a) Additional insureds: “The City of Costa Mesa and its elected and appointed boar
ds, officers, officials, agents, employees, and volunteers are additional i
nsureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant.”
(
b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”
(
c) Other insurance: “The Consultant’s insurance coverage shall be primary insurance as respects the City of Costa Mesa, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the ins urance provided by this policy.”
(
d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.
(
e) The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

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5. 3. Deductible or Self -Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

5.4 . Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.

5.5 . Non-Limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.

6. 0. GENERAL PROVISIONS

6. 1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6. 2. Representatives. The C ity Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

C
onsultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6. 3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement.

C
onsultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.

6. 4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement, or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

ATTACHMENT 1
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Ardurra Group, Inc.
1969 E. Grand Avenue
El Segundo, CA 90245
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (949) 428-1500 x 7102 Tel: (714) 754-5184
Attn: Lisa M. Penna, P.E. Attn: Ramin Nikoui

Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

6.5. Drug-Free Workplace Policy. Consultant shall provide a drug- free workplace by complying with all provisions set forth in City’s Council Policy 100 -5, attached hereto as Exhibit “D” and incorporated herein. Consultant’s failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City.

6.6. Attorneys’ Fees . If litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

6.7. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California.

6.8. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant ’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City ’s consent, no subletting or assignment shall release Consultant of Consultant’s obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement.

Rev. 5-2024
basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon negligence, recklessness, or willful misconduct in the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable.

Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. In no event shall the cost to defend charged to Consultant exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.

6. 10. Independent Contractor . Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6. 11 Conflicts with Independent Contractor. Contractor/consultant’s duties and services under this Agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering into this Agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this Agreement.

Rev. 5-2024

determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.13. Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.

6.14. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from City’s use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City.

6.15. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records A ct (California Government Code s ection 7921,000 (formerly Section 6250 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code s ection 7924.510 (formerly Section 6254.7), and of which Consultant informs City of such trade secret.

The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.

Rev. 5-2024

applicable to Consultant's services under this agreement, including, but not limited to, the Political Reform Act (Government Code s ections 81000, et seq.) and Government Code s ection 1090.

During the term of this Agreement, Consultant and its officers, employees, associates and subconsultants shall not, without the prior written approval of the City Representative, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subconsultants to abstain from a decision under this Agreement pursuant to a conflict of interest statute.

6.17. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction.

6.18. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.19. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail . If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.20. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.21. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

6.22. No Third Party Beneficiary Rights . This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

6.23. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.24. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its ATTACHMENT 1
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fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

6. 25. Amendments . Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6. 26. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any prov ision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6. 27. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6. 28. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6. 29. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.
[
Signatures appear on following page.]
ATTACHMENT 1
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I N WITNESS WHEREOF , the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

NSULTANT
__________________________________
Date: __________________________
Signature
__________________________________

[Name and Title]
C

ITY OF COSTA MESA
_________________________________
_ Date: __________________________
Lori Ann Farrell Harrison
City Manager
AT
TEST:
__________________________________

Brenda Green
City Clerk
APPR
OVED AS TO FORM:
__________________________________
Date: __________________________
Kimberly Hall Barlow
City Attorney
APPR
OVED AS TO INSURANCE:
__________________________________
Date: __________________________
Ruth Wang
Risk Management
ATTACHMENT 1
60 EXHIBIT B
C
ONSULTANT’S PROPOSAL
ATTACHMENT 1
61 Proposal for

ON-CALL STAFF SUPPORT
&

PROGRAM MANAGEMENT SERVICES
City of Costa Mesa
JULY 30, 2024
ATTACHMENT 1
62 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 2 July 30, 2024
City of Costa Mesa
77 Fair Drive,
Costa Mesa, CA 92626
RE: On-Call Engineering Staff Support & Program
Management
In support of the City of Costa Mesa, Ardurra Group, Inc. (Ardurra) is poised and prepared to provide On-Call Engineering Staff Support and Program Management services for the following Discipline areas:
• On-Site Staff Augmentation Services
• Transportation Improvement Projects
• Program Management
Multi-Discipline Team to Meet City Needs. The core of Ardurra’s overriding approach to managing the tasks included as part of this contract will be our lead management staff. We have assembled a veteran group of engineers who have long histories of providing similar services throughout the Southern California region. Ardurra maintains a local staff of over 30 in house project management professionals available to assist the City with project oversight.

With a successful history of providing full-service, on-call owner’s representative services, Ardurra’s philosophy is to protect the City’s interests and provide quality services to the City and its community. Selecting the Ardurra team offers the City the following benefits.

Dedicated On-Call Services Manager – Nicole Jules, PE, will serve as your primary contact for services and the contract manager, leading a comprehensive team of local professionals. Nicole brings more than 28 years of experience serving public agencies on staff and in a consulting capacity, supporting public works improvements by managing transportation projects that support our communities.

Available Team | Deep Bench – Ardurra has developed an available and comprehensive team to cover all areas of the anticipated scope of services for our identified disciplines, including Jennifer Rosales, PE, PTOE and Mark Lewis, PE, TE, PTOE who both have extensive experience managing projects in the Costa Mesa and the Orange County Region, overall.

Moreover, we are proud to offer the City a deep bench of resources to scale up as needed in support of increased demand for development services. Not only do we employ a large number of engineers, their collective experience providing services to California municipal clients – both as internal staff and consultants – is more extensive than our competitors. We look forward to collaborating with City staff to provide the proposed services and to enhance and expand those services for the citizens and development community of the City of Costa Mesa.

RESPONDENT

INFORMATION
Legal Name:

Ardurra Group, Inc
Corporate Structure:
“C” Corporation
Management Contact
Nicole Jules, PE
949.368.41 56
[email protected]
1 960 E Grand Ave,
El Segundo, CA 90245
Authorized Signer
Lisa M. Penna, PE, F, ASCE,
QSD
949.428.1 500 ext. 7 102
[email protected]
1 960 E Grand Ave,
El Segundo, CA 90245
Corporate Office:
1000 NW 57th Ct.

Suite 800
Miami, FL 33 1 26
Servicing Office:
3737 Birch Street
Suite 250
Newport Beach, CA 92660
www.ardurra.com
ATTACHMENT 1
63 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 3 On-Going Experience with On-Call
Services – Our team of experts have
worked together on numerous on-call
contracts for the City of Costa Mesa
and other public agencies in Southern
California, as well as in coastal
communities, and can quickly mobilize
when a task order is issued. No task is too
large or small.

Our commitment is sincere and goes
beyond this proposal, as our success is
based on long-term relationships with
public agencies throughout Southern
California. We are enthusiastic about the
opportunity to serve the City.

As Ardurra’s authorized representative,
please contact me at 949.368.41 56 or
[email protected], should you have any
questions or need further information.

Respectfully submitted,
Ardurra Group, Inc.

Nicole Jules, PE
Group Leader
Lisa Penna, PE, F.ASCE, QSD
Regional Director
Background & Project Summary ......................4
Method of Approach ........................................5 Qualifications & Experience of the Firm..........8
Current & Previous Contracts .........................11 Key Personnel ..................................................15 Appendix .........................................................21 Key Personnel Resumes .................................... 22 Vendor Application Form ................................. 35 Company Profile & References ......................... 37 Ex Parte Communications Certificate ................ 39 Disclosure of Government Positions .................. 40 Disqualification Questionnaire ......................... 41 Applicant Campaign Contribution .................... 42 Financial Statement .......................................... 43

TABLE OF CONTENTS
ATTACHMENT 1
64 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 4

BACKGROUND & PROJECT SUMMARY

UNDERSTANDING OF THE CITY
We understand the City’s goal is to work with an
experienced and reliable consultant team with strong
leadership and successful project and program
management to support the City’s Transportation
Services Division of the Public Works Department
with various services as needed for a contract term
of five years.

Ardurra will provide on-call transportation
planning and engineering support and program/
project management services to the City through a
combination of key staff available to be on-site at
City Hall including Nicole Jules, Jennifer Rosales,
and Mark Lewis. This includes a deep bench of
supplemental support provided by the technical
expertise of our various team members.

The City’s main point of contact for these services
will be Nicole Jules. She will ensure continued
communication between all members of the team so
that work is coordinated in a seamless manner.

As noted in the RFP, the City is looking for a
consultant with valid California professional
engineering registration in either civil or traffic
engineering and other applicable accreditation
for the discipline of work; minimum 5 years of
experience within the last 8 years of professional
working history with similar sized municipalities;
ability to provide successful project delivery
consistent with the latest City, state, and federal
guidelines; proficiency with applicable regulatory
agencies’ rules and regulations; experience with
active transportation design and traffic signal design; ability to provide development and transportation
impact study review support; experience providing
transportation planning and engineering services for
as an extension of City staff; familiarity with the City of Costa Mesa standards, provisions, practices, and
processes; demonstrated experience with community
public outreach; and experience using the Local
Assistance Procedures Manual and working on State
and Federally funded grant projects.

We understand the City has several transportation
projects pending and underway with upcoming
grant deadlines and need a consultant to act on the
City’s behalf as the project manager for assigned
local and grant funded projects. Ardurra’s key team
members are experienced project and program
managers with successful records of delivering
capital improvement projects on schedule and
within budget. Several of the capital improvements
projects are active transportation projects and traffic signal related projects with active transportation
components including implementation of leading
pedestrian intervals.

Overall project and program management work
activities include:
• Developing scopes of work and requests for
proposals.
• Coordinating with City’s Purchasing Manager
and Public Works Department staff.
• Consultant selection.
• Contract negotiation.
• Managing project schedules.
• Administering budgets.
• Reviewing consultant invoices.
• Reviewing design plans, specs, and cost
estimates.
• Reviewing project reports and writing staff
reports.
• Coordinating with Public Works staff and
other City Departments including Fire, Police,
Community Development/Planning, Finance,
and City Manager’s office.
• Organizing and facilitating community outreach
meetings to obtain stakeholder feedback for
incorporation into projects.
• Developing and administering project
management plans and managing consultants,
• Proving design and construction oversight,
• Preparing grant reimbursement invoices,
• Maintaining accurate and well-organized
project records, and
• Ensuring successful completion of projects as
assigned.

ATTACHMENT 1
65 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 5CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 5 We understand the City has staff vacancies, heavy
workload, and needs assistance with a variety of
transportation planning and traffic engineering
services. These activities may include:
• Assisting with resident requests and complaints.
• Providing timely response to residents and
maintaining citizen request log updates.
• Conducting traffic engineering studies for a
variety of requests including but not limited to
red curb requests, traffic calming, speed humps,
stop signs, traffic signal timing issues, and active
transportation improvement request.
• Conducting field investigations.
• Reviewing development plans and drafting
conditions of approval.
• Reviewing transportation impact studies and
other submittals for development of applications.
• Reviewing Fairview Development Center
transportation studies.
• Conducting traffic impact fee calculations and
review.
• Developing staff reports and reviewing staff
reports.
• Representing the City at City Council, Planning
Commission, and other City committee meetings
as needed.
• Traffic control plan review.
• Assisting with residential permit parking program
including new requests.
• Assisting with grant applications including grant
writing services.
• Assisting with other Transportation-related
tasks as needed for daily operations of the
Transportation Division.

Upon review of the City’s scope of work listed in
the RFP, our team has the experience and local
knowledge to successfully support the City with
the above-mentioned service areas. We have
successfully completed projects similar to those in
your CIP, such as active transportation, street, traffic, traffic signal improvements and ADA upgrades, and
electric vehicle infrastructure. And we have the local
resources and the flexibility to scale up or down,
depending on the needs of the City.

Our goal is to be a true partner with the City, and
we share your commitment to provide your residents,
businesses, and visitors with the highest level of
quality service to promote a safe, inclusive, and
vibrant community.

METHOD OF APPROACH

BACKGROUND & PROJECT SUMMARY
Ardurra has a history of providing services for large
on-call contracts to numerous agencies throughout
California. Because of this experience, Ardurra has
a strong understanding of how to address staffing for
multiple, concurring tasks. This experience allows us
to provide responsive teams led by experienced task
managers to solve the needs of our clients in a timely
manner.

IMPLEMENTATION PLAN
Ardurra is capable and prepared to become
the “One Stop” Transportation services support
consultant for the City. The Ardurra team is well
versed in applicable City, County, State, and
Federal ordinances and necessary standards of
services required to serve the City.

Ardurra will commit sufficient resources to handle
varying workloads that may result from multiple tasks
progressing simultaneously; but, technical strengths
and resources are only of value if we manage those
resources well. The Ardurra approach to effective
project management starts with scope, schedule,
and budget development, signed contracts, and
kickoff meetings. The project manager then organizes
the project management plan for the duration of
each project, program, and task and the overall
ATTACHMENT 1
66 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 6 contract around a core framework of communication,
coordination, thorough documentation, and quality
control for each submittal on each task.

In all our efforts, we apply management systems that
carefully monitor project effectiveness, closely tracking work quality, quantity, schedule, and cost. Delivering
projects under aggressive schedules requires careful
management, administration, and oversight of project
development teams from inception to completion with
committed ownership of all aspects.

Upon award of contract, our Project Manager will
set up a meeting with key City staff to discuss any
unique amendments or specifications required by your
jurisdiction, billing arrangements, contact information and any special requests you would like us to keep in
mind. This allows our staff to provide the City with high quality, consistent and predictable services.

Based on 20+ years of local experience delivering
on-call services for agencies like yours, we have
developed simple, clever, and proven solutions to issues we see regularly.

We use a risk matrix to identify and manage challenges
early in the project as they relate to complying with
grant requirements as applicable, coordinating utilities, coordinating design reviews with multiple Divisions,
internal and external stakeholder involvement, material cost escalations, supply chain disruptions, and mitigating or avoiding environmental and right-of-way impacts.

You get a standing meeting in your calendar between
your point of contact and our project manager to discuss deliverables, status updates, and information requests.

This simple and short meeting means you will have
information you need and task order status you can share with your team regularly.

Your projects get experienced community outreach
facilitators who have worked with City of Costa Mesa’s
internal stakeholders and with external stakeholders
including elected officials, commissions, committees,
Newport Mesa Unified School District, advocacy groups
such as the Costa Mesa Alliance for Better Streets, and Costa Mesa residents. Our team has used a variety of
tools to solicit and document the views of internal and external stakeholder which includes:
Coordinating internal stakeholder meetings with
Public Works staff and other City Departments
including Fire, Police, Community Development/
Planning, City Manager’s Office, and Finance.
Organizing and facilitating community outreach
meetings to obtain external stakeholder feedback for
incorporation into projects,
Developing community outreach materials including
poster boards for open houses, PowerPoint
presentations, community feedback forms, and online
surveys.
Coordinating meetings with key external stakeholders
such as Newport Mesa Unified School District,
Orange County Fairgrounds, Orange Coast College,
and Costa Mesa Alliance for Better Streets. Our
team has experience coordinating and working
relationships with these external stakeholders as well. Documenting stakeholder input using a
comprehensive comment matrix with responses to
each comment.
Coordinating meetings with City staff and design
consultant to review comments, resolve conflicting
views, and provide direction for incorporation of
comments into design plans for timely completion of
projects.

METHOD OF APPROACH
ATTACHMENT 1
67 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 7 METHOD OF A PPROACH
CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 7 APPROACH TO SOLVING AGENCIES’ CHALLENGES

WITH PROVEN SOLUTIONS
The Ardurra team understands the importance of
client satisfaction. We commit to providing adequate
staffing (both as to the number of personnel and their
qualifications) for every task. Our approach is flexible and adaptive to each task, and we can also commit to
making use of personnel from other offices throughout the company and bringing on additional staff. We can scale up or down as needed with a focus on our unmatched
responsiveness.

With a large contingent of local resources to draw from, the Ardurra project team can respond to whatever needs
may arise. By effectively managing a balanced client
workload among our staff, Ardurra can respond within
a day to meet with the City. This helps keep the project momentum moving forward so that the Ardurra team is
in place and ready to work within days of receiving a
Notice to Proceed. Consistent with our proven long-term approach to large municipal on-call contracts, Ardurra
has the technical expertise and experience to deliver all project types as well as the administrative management
experience for all funding sources used to support your CIP program and staff support services.

For all projects, we will create and apply tailored
management systems that work and will carefully monitor program effectiveness, closely tracking work quality,
quantity and cost. Delivering projects under aggressive schedules requires careful management, administration
and oversight of project development teams from inception to completion with committed ownership of all aspects. The checklists discussed earlier provide a proven way to assure that issues are not missed. Should there be an unexpected setback, Ardurra will quickly review the reasons for the delay, identify options for getting the project back on track, and implement the selected option after consulting with the City.

Scope, schedule and budget impacts of the delay will be scrutinized to ensure critical elements are not jeopardized by implementation of the corrective action.

Coordination is the core of what we do at Ardurra. Our
team will begin the coordination process by working with the City’s Management staff to define and fully understand the assigned projects, and City goals. Ardurra staff will then complete all steps of the assignment. All local, state and federal regulations and requirements will be followed to ensure there are no issues throughout the duration of the assignments. Our goal is to ensure there are no surprises and no lost opportunities for the City.

The services we provide are always closely coordinated
and monitored to ensure we meet or exceed the service
levels desired by the City, but also to stay within the financial capacity of your operating budget. We have
broad experience and “hands on” knowledge of
municipal budgeting, specifically related to expenditures and cost recovery associated with private development
processing and permitting. We will work in close
partnership with the City tailoring our services and
deployment of staff to match the allocated budget.

APPROACH TO EFFICIENT REPLACEMENT OF

ASSIGNED PERSONNEL
Ardurra’s on-call services manager, Nicole Jules, will
lead the process and steps to ensure an efficient and
effective transition of assigned personnel to the City of Costa Mesa as needed. We will work hand in hand with
new personnel to bring them up to speed on the status,
schedule, and expectations for all projects and tasks
before our new assigned personnel reports to City Hall, at no cost to the City. This onboarding process will be conducted in a shadowing role for about two weeks prior to our new assigned personnel charging any costs to the City. In addition, our on-call services contract manager and project managers will be available to new assigned
personnel for any questions during their assignment.

To provide the City with assigned personnel options
throughout the duration of the contract, Ardurra will
identify additional project managers who meet the scope of work requirements to the City on a semi-annual basis who may be available as needed for replacement at City
Hall. Upon City concurrence of assigned replacement
personnel when a need arises, Ardurra will take the steps outlined above to ensure our replacement personnel are
fully up to speed on the City’s transportation assignments including project management plans and status for each
program and project assigned. Our on-call contract
manager and project managers will work closely with
assigned personnel and communicate as often as needed
for an efficient and effective transition. Our team prides itself on well-organized and comprehensive record
keeping which will be a tool used for transitions.

Ardurra’s approach to on-call work provides you
streamlined delivery, improved communications, and
enhanced project outcomes. We adapt this process to
meet your needs and your project types.

ATTACHMENT 1
68 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 8

QUALIFICATIONS & EXPERIENCE OF FIRM

ARDURRA FIRM OVERVIEW
Ardurra is a relationship-based, professional
services organization that has been primarily
serving public agency clients for the past 45 years.

With 1,500 employees in 85 offices across the
country, Ardurra is a Top 500 ENR-ranked, rapidly
growing company of experts, engineers and design
professionals committed to delivering quality services
and practical solutions. Over the last three years,
we have tripled in size through organic growth
and strategic acquisitions that have expanded our
resources, capabilities, and geographic reach. As
a result of this growth trajectory, Ardurra is well-
positioned to provide professional traffic engineering
and project/program management services to the
City of Costa Mesa.

You get exclusive access to the amazing talent from
one of the country’s fastest growing engineering
firms. We are humbled by being on Zweig’s
preferred employer’s list for the last 5 years. This
means we are a magnet for talent! We have been
growing consistently, and we are adding amazing
people every week. This gives you direct access to
more help, more unique solutions, and a small army
of professionals that have a heart for client service.

LOCAL IN-HOUSE CAPABILITIES

TO MEET YOUR NEEDS
Our core service areas include:
Traffic and Transportation Engineering
Project Management
Labor Compliance
Grant Administration
Land Development
Public Outreach
Plan Review and Plan Check
Code Compliance Enforcement
Public Works/Civil Planning
Design, Construction Management, and
Inspection
Water/Wastewater Planning
2024 ENR SOURCE BOOK

RANKINGS

CALIFORNIA

OPERATIONS
#84

OVERALL

NATIONWIDE
OPERA
TIONS
1,500

STAFF IN
85 OFFICES
300

AGENCIES

THROUGHOUT

CALIFORNIA
168
9 STAFF IN

OFFICES

PROVIDED SERVICES TO
Servicing Office:
3737 Birch Street, Suite 250
Newport Beach, CA 92660
#69
#19
#14
#11
TOP 100 PURE DESIGNERS

WATER SUPPLY

SEWER & WASTE

WATER TREATMENT &

DESALINATION
#10
#13
#19

WASTEWATER TREATMENT PLANTS

WATER TRANSMISSION LINES & AQUEDUCTS

SANITARY & STORM SEWERS
ATTACHMENT 1
69 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 9 QUALIFICATIONS & ExPERIENCE O F FIRM
Environmental
Emergency Management
Structural Engineering
Survey
We also have established relationships with several
recognized specialty firms that support us with
additional disciplines and services as needed.

Our experienced professional team is capable of
managing various concurrent tasks.

TRAFFIC ENGINEERING CAPABILITIES
Numerous municipalities and agencies throughout
the region have entrusted Ardurra with their traffic
and transportation needs. Our team has experience
with a wide range of services, including traffic signal design and modifications, signing and striping
design, temporary traffic control plans, design of
roundabouts and other intersection control measures,
street light design, and pedestrian safety crossings
and enhancements. In addition to the types of
services mentioned above, we also provide staff
support in the form of code and policy updates,
preparation of staff reports, memorandums, and
study reports. We conduct traffic plan checks and
peer review of traffic studies, memorandums, and
development plans.

Our traffic and transportation engineers have held
senior management positions within numerous
California cities and public agencies, including the
positions of Deputy Director of Public Works, City
Engineer, Traffic Engineer, and other management
personnel. This depth of experience brings a high
level of expertise and sensitivity towards community
and special interest group issues. We value the
importance of a focus that represents the interests of
our public agency clients and reflects positively on
the citizens they serve.

We pride ourselves with using cutting-edge tools to
provide excellent service to our clients. Our team
is knowledgeable of, and conforms to, local, state,
and federal regulations, codes, and ordinances.

We are deeply experienced with federal grant
requirements for a multitude of funding sources and
we are intimately familiar with the Caltrans Local
Assistance Program. We follow ITE recommended
practices, AASHTO standards, FHWA Highway
Safety Manual, and other manuals and standards to
ensure compliance and safety.

Our traffic engineering capabilities are well-
recognized by our clients as they continue to engage
us for a high level of repeat work. Ardurra has the
technical experience required to perform services
for:
Traffic signal design and traffic signal
modification design
Signing and striping design
Roundabout design
Safe routes to school design
Traffic control and stage construction design
Street light design
Intersection enhancement designs for pedestrians
and bicyclists
Design of roadway speed
Design of rectangular rapid flashing beacons at
crosswalks
Provide staff support as needed for:
- Municipal code updates related to traffic
- Assistance with conducting and preparing
reports/memorandums for analysis of
intersections
- Assistance with peer plan and screen
check review including, but not limited to,
preliminary, development, construction, and
future revisions
Technical specifications
Engineering cost estimates
Quantity take-offs
Ardurra also as the capability to prepare and
provide the following studies:
Traffic signal warrants
Stop warrants
Left turn phasing warrants
Engineering and traffic speed surveys
Track route restrictions
Street light photometrics
Parking
Parking analysis/ curbside utilization
Neighborhood traffic management
Ball bank analysis
Intersection and roadway line of sight
Preparation of traffic count data for studies
ATTACHMENT 1
70 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 10 QUALIFICATIONS & ExPERIENCE O F FIRM
Added Value:
Safe system approach to all traffic engineering
analysis and solutions
Transportation related grant writing/ preparation
Complete streets design
Intersection Control Evaluation (ICE) reports
Benefit/ cost analysis
City work orders
Transportation safety audits

GRANT CAPABILITIES
Our grants team has been providing services to
California municipal agencies for over 10 years.

Ardurra’s grant team possesses in-depth knowledge
about public, federal, state, and regional grant
funding requirements and processes, and has a
proven reputation for producing high-quality work
under time constraints. We have the capacity to
prepare multiple grant applications of varying
complexity and deadlines simultaneously. We
stand ready to assist you with responding to grant
opportunities.

Our team includes many former public agency
officials and others that have managed numerous
successful grants. We understand how to connect
scoping, project management, and funding
strategies to ensure the streamlined delivery of
grant-funded investments. We offer the technical
and strategic expertise needed to effectively address
grant criteria and make an effective assessment of
a project’s viability to be successful. That means
considering the feasibility early in the planning
process and ensuring that the results of a project
make for appealing applications. We help our
clients navigate through complex processes and
requirements and stay informed of the latest grant
policy developments.

Ardurra’s dedicated grant team not only
offers expertise in grant writing, but provides
a comprehensive approach to grant services.

With experience in grant administration, we
ensure compliance with regulations and effective
communication with funding agencies. By
establishing clear communication with funding
agencies and an understanding of the City’s policies,
Ardurra is committed to the successful implementation
of grant-funded projects and programs from initial
application to final reporting. Through a combination
of meticulous planning, effective communication,
and adherence to regulatory standards, Ardurra
brings effective grant strategies that maximize the
impact of funding for all stakeholders involved.

PROPOSED KEY PERSONNEL
Nicole Jules, PE, will serve as Project Manager.

Nicole brings 28 years of experience of progressive
public and private-sector experience. Working in
tandem with key personnel, Nicole will provide
technical oversight and serve as the main point of
contact with the City. She leads a comprehensive
team of skilled professionals and will serve as a
project manager.

Jennifer Rosales will serve as Project Manager/
Staff Support. Jennifer has 29 years of experience
in transportation planning and engineering, public
works management, and project management.

She is an experienced project manager with a
successful record of delivering capital improvement
projects on schedule and within budget. She has
worked on complex transportation engineering
and planning projects throughout the United States.

Jennifer is experienced in preparing scopes of work,
requests for proposals, consultant selection, contract
negotiation, work schedules, budgets, and quality
assurance plans. Jennifer has reviewed expenditures
for cost control, updated cost to completes, and
implemented project implementation plans. Her
experience includes leading multi-disciplinary teams
on complex transportation planning, engineering
and construction projects including coordinating and
overseeing the work of consultants and contractors.

Jennifer has extensive public involvement experience
facilitating high level public workshops and open
houses for transportation projects, presenting plans
and studies to city councils, and giving technical
presentations and training.

Mark Lewis will serve as Project Manager/
Program Manager. Mark Lewis is a proven
leader with 38 years of engineering experience.

Mark has extensive familiarity, knowledge, and
progressive management expertise in strategic
planning, operational efficiency, financial planning,
and human resources management. He applies
an innovative approach in these key areas in
addition to communication, funding procurement,
asset management, capital improvement program
development and implementation, project
management, and intergovernmental relations to
deliver cost-saving solutions to all his projects.

ATTACHMENT 1
71 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 11 QUALIFICATIONS & Ex PERIENCE OF F IRM

CURRENT AND PREVIOUS SIMILAR CONTRACTS

YEAR COMPLETED
2016 - Ongoing

PROJECT TEAM
Nicole Jules, Ruth Smith, Mark Lewis

CLIENT REFERENCE
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Raja Sethuraman
Public Services Director
7 1 4.754.5 1 73
[email protected]

STAFF SUPPORT / GRANT MANAGEMENT AND TRAFFIC ENGINEERING SERVICES

CITY OF COSTA MESA, CALIFORNIA
Providing staff support, traffic engineering and grant compliance services, including assistance with Orange County Transportation Authority (OCTA) grant management, managing / responding to citizen requests, conducting traffic engineering studies for citizen requests, conducing field investigations and writing work orders, reviewing transportation impact studies and vehicles miles traveled (VMT) analysis, assistance with the City’s Active Transportation Plan, attending public outreach meetings and the City’s Active Transportation Committee as needed, and reviewing traffic control plans.

Additional services include providing civil and transportation engineering design of bike lanes, signal modifications, pedestrian refuge islands, signing and striping, and traffic control plans. This on-call work included the design of curb extensions near Woodland Elementary School and design of a pedestrian refuge island on West 1 8th Street at Lions Park Playground.

PROJECTS/PROGRAM MANAGEMENT:

I-405 Project
Project management and staff liaison communicating with Caltrans and OCTA to review, correspond, and negotiate maintenance agreements and post construction administrative items. In addition, this work includes providing recommendations on various transportation strategies related to specific issues to the I-405 project resulting from the completion of the project.

Fairview HSIP Improvement Project (Baker to Adams)
Managed project design phase including design consultant, plan reviews, funding compliance, CIP updates, utility notifications, environmental compliance, and Caltrans coordination and permitting.

West 18th Street at Wallace Avenue
Prepared design plans for pedestrian improvements at the intersection of W 1 8th Street and Wallace Avenue. Improvements include addition of a pedestrian crosswalk, signing and striping, and hardscape improvements.

Bear Street Improvements
Prepared temporary traffic control and signing and striping plans for roadway resurfacing improvements on Bear Street at Baker Street within City and Caltrans right-of-way.

ATTACHMENT 1
72 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 12 QUALIFICATIONS & ExPERIENCE O F FIRM

CURRENT AND PREVIOUS SIMILAR CONTRACTS

CIVIL ENGINEERING/ VARIOUS INFRASTRUCTURE PROJECTS, CAPITAL PROGRAM MANAGEMENT

CITY OF LAGUNA BEACH, CALIFORNIA
Ardurra staff provided complete turnkey capital project delivery services for the City including overall CIP management of design and construction projects, federal funding application support, energy grants administration, construction inspection, and construction administration for various infrastructure and building facilities improvements. Over 4 years, Ardurra helped deliver over $10 million in capital projects, including:

Jasmine Street Storm Drain - Prepared PS&E for the conceptual and final design for these improvements.

The recommended alignment allows for intercepting the upstream-most culvert that outlets onto private property; collects runoff on an interim basis from the adjacent drainage basin; and takes advantage of the existing downstream culverts that outlet directly to the beach. The project included H&H analysis of the Jasmine Drainage Basin as well as the adjacent easterly and westerly drainage basins. Pipe jacking was required across Coast Highway to minimize traffic disruptions, and an Encroachment Permit was required from Caltrans. This project involved MS4 Permit coordination. 2022 APWA BEST Award Winner Temple Hills Sidewalk - This project consisted of extending the Temple Hills sidewalk, which currently terminates at Dunning Drive, to Palm Drive. The sidewalk extension resulted in a new 4-foot-wide sidewalk, curb and gutter, and hand railings on one side of the street. Design work included preparation of survey, right-of-way verification, community involvement, environmental documentation, and PS&E.

Milligan Drive Bridge Improvements, Emergency Bridge Inspection, and Repair Recommendations, Design/ Assessment District - Because of structural deficiency in this vehicle bridge over Laguna Canyon Channel, the City called upon Ardurra to design bridge and related improvements, which consisted of replacement of the bridge including a new driveway approach and curb and gutter at Laguna Canyon Road that met City, AASHTO, and Caltrans standards. The sidewalk and access to the community from within Caltrans right-of-way meets ADA criteria and new Caltrans guidelines that reduce allowable maximum grade to 7.5%.

Broadway Pedestrian/Safety Improvements - This roadway project was designed within Caltrans right- of-way and consisted of roadway, streetscape, drainage, traffic, and grading improvements. This primary route between the city and SR-73 and 1-405 carries substantial vehicular traffic, is adjacent to the Laguna Canyon Channel, and is home to many commercial, retail, restaurant, entertainment, and artisan businesses.

Several utilities located within the parkways were impacted. In addition to a Caltrans Encroachment Permit and Fact Sheet, the project included significant pedestrian safety improvements; median island landscaping; Caltrans authorization forms; and signing, striping, traffic control, and traffic calming.

YEARS
2009 - 9/2002

PROJECT TEAM
Nicole Jules, Mark Lewis,
Ken Rosenfield

CLIENT REFERENCE
City of Laguna Beach
479 Ocean Avenue
Laguna Beach, CA 9265 1
Mark Trestik
City Engineer
949.497.0300
[email protected]
ATTACHMENT 1
73 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 13 QUALIFICATIONS & Ex PERIENCE OF F IRM

CURRENT AND PREVIOUS SIMILAR CONTRACTS

MUNICIPAL ENGINEERING/STAFF AUGMENTATION SERVICES

CITY OF LAKE FOREST, CALIFORNIA
Ardurra has a multi-year contract with the City Public Works Department to provide municipal engineering services. Tasks include reviewing land use applications, plan checking development plans and maps, inspecting approved land development construction, inspecting approved work in the public right-of-way, public works encroachment permit inspection, water quality program management and to provide additional staff on an as-needed basis. Work also included project management for 1 2 projects and funding analysis for a transportation funding program.

YEARS
201 1-2024

PROJECT TEAM
Mark Lewis

CLIENT REFERENCE
City of Lake Forest
100 Civic Center Drive
Lake Forest, CA 92630
Tom Wheeler, PE
Director of PW/City Engineer
949.46 1.3480
[email protected]

ONE-CALL TRAFFIC ENGINEERING SERVICES / GRANT WRITING & OUTREACH

CITY OF OXNARD, CALIFORNIA
Provided on-site traffic engineering support and resources which include responding to citizen requests, evaluating traffic safety concerns, managing the City’s Traffic Management Center {TMC), overseeing neighborhood traffic calming requests, managing small projects, optimizing traffic signal operations, coordinating with citizens and interest stakeholders, engineering plan review, and reviewing and managing encroachment permits.

Prepared grant applications, including the successful grant application for the Accessible Pedestrian Enhancements Project to improve pedestrian safety at 1 7 intersections. The $3.5M project was funded through the Ventura County Transportation Commission (VCTC) 2022 Call for Projects.

YEARS
201 8-2023

PROJECT TEAM
Nicole Jules, Seth Jenison, Alison
Winter, Lucy Cardenas

CLIENT REFERENCE
City of Oxnard
305 West Third Street, Third Floor
Oxnard, CA 93030
Tatiana Arnaout
City Engineer
805.200.5283
[email protected]
ATTACHMENT 1
74 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 14 QUALIFICATIONS & ExPERIENCE O F FIRM

CURRENT AND PREVIOUS SIMILAR CONTRACTS

ENCROACHMENT PERMITTING/ UTILITY PLAN CHECK/PERMIT PROCESSING & COORDINATION

CITY OF SEAL BEACH, CALIFORNIA
Consulting plan check engineer assisting staff with encroachment permitting and wireless telecommunications permitting, compliance and application review.
• Encroachment permit plan reviews
• Traffic Control plan reviews
• Utility reviews
• Review and process wireless telecommunications permits

YEAR COMPLETED
2020 - 2023

PROJECT TEAM
Nicole Jules, Ruth Smith, Angie
Miralaie

CLIENT REFERENCE
City of Seal Beach
2 1 1 Eighth Street
Seal Beach, CA 907 40
Iris Lee - Director of Public Works
David Spitz - Associate Engineer
562.43 1.2527 Ext 1 33 1
[email protected]

DEVELOPMENT OF PLAN REVIEWS AND TRAFFIC PLAN REVIEWS

CITY OF COMPTON, CALIFORNIA
Consulting engineers provided plan review support to Public Works and Community Development Departments.
• Grading Plan Review
• Conditions of Approval
• Traffic Plans, Traffic Studies and Traffic Control Plan review • Development Plan Check

YEAR COMPLETED
2020 -2023

PROJECT TEAM
Nicole Jules, Ruth Smith, Alan
Perkins

CLIENT REFERENCE
City of Compton
205 S Willowbrook Ave Compton,
CA 90220
John Strickland
Public Works Director
3 10.605.5505
[email protected]
ATTACHMENT 1
75 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 15

KEY PERSONNEL

PROJECT TEAM AND KEY INDIVIDUALS
The most critical component to the success of the Staff Support and Project Management contract will be the project team. We understand the key issue for providing effective services is to be highly responsive and have the depth of resources locally available to fulfill your project needs. The right mix of experience, enthusiasm, and fresh ideas is critical to not only an outstanding final project, but an outstanding experience during the performance of the project. Ardurra’s in-house staff are fully qualified to manage and execute the full range of services that may be required by Project and Program Management Services.

The Task Leads and support team will be drawn from our overall team based on the technical requirements of each task. Our Project Manager, Nicole Jules, PE, will work with the Task Lead(s) to communicate with City staff, provide consistency in the project deliverables that meet City needs and requirements, and coordinate Ardurra tasks (if multiple, parallel tasks are being performed for the City). The Task Lead will coordinate activities within the team and will be responsible for the development of progress and final submittals, coordination meetings, and status reports. Our staff members are well-trained in problem solving. We process all issues with a sense of urgency and present our clients with suggested alternatives, cost and schedule affects, and recommended solutions that best suit the interests of the project and the City.

Page 16 ends

following pages and detailed resumes are provided at the end of this section.

AVAILABILITY
This team is available and ready to start working immediately on any task defined by the City. Our team members have a track record of delivering detailed plans and services on schedule. If an accelerated project delivery schedule is required, Ardurra has the depth to add more staff to get the work done. Our Task Leads are adept at allocating the right resources with the best mix of availability and expertise for the task assigned, and can draw from our deep bench of experienced professionals to serve projects as needed.

We are fully committed for the duration of the contract, and we understand that the availability and consistency of the team leadership are critical to the project success; personnel will not be substituted without written approval from the City.

LOCAL PRESENCE
As neighbors – with our nearby offices in Newport Beach and many of our team members being residents of surrounding communities – we are deeply invested in the City’s success. With more than 200 professionals in Southern California, we have the depth of resources to respond quickly to your needs.

RANCHO PALOS VERDES SOQ 13

FIRM PROFILE
1| LOCAL STAFFING LIST AND RESUMES

PROJECT TEAM AND KEY INDIVIDUALS
The most critical component to the success of the Public Works Permitting contract will be the project team. We understand the key issue for providing effective services is to be highly responsive and have the depth of resources locally available to fulfill your project needs. The right mix of experience, enthusiasm, and fresh ideas is critical to not only an outstanding final project, but an outstanding experience during the performance of the project. Ardurra’s in-house staff are fully qualified to manage and execute the full range of services that may be required by Encroachment & Development Permitting and Agreements; Development Services; and Utility Plan Check, Traffic Plan Check Permit Processing and Coordination.

The Task Leads and support team will be drawn from our overall team based on the technical requirements of each task.

Our Project Manager, NNiiccoollee JJuulleess,, PPEE, will work with the Task Lead(s) to communicate with City staff, provide consistency in the project deliverables that meet City needs and requirements, and coordinate Ardurra tasks (if multiple, parallel tasks are being performed for the City). The Task Lead will coordinate activities within the team and will be responsible for the development of progress and final submittals, coordination meetings, and status reports. Our staff members are well-trained in problem solving. We process all issues with a sense of urgency and present our clients with suggested alternatives, cost and schedule affects, and recommended solutions that best suit the interests of the project and the City.

Page 10 ends

and detailed resumes are provided at the end of this section.

We are fully committed for the duration of the contract and we understand that the availability and consistency of the team leadership are critical to the project success; personnel will not be substituted without written approval from the City.

LOCAL PRESENCE
As neighbors – with our nearby offices in El Segundo and many of our team members being residents of surrounding communities – we are deeply invested in the City’s success. With more than 200 professionals in Southern California, we have the depth of resources to respond quickly to your needs.

THE ARDURRA DIFFERENCE

COMMUNICATION RESPONSIVENESS COMMITMENT KNOWLEDGE
ATTACHMENT 1
76 CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 16 KEY P ERSONNEL

GRANT SUPPORT
CITY OF COSTA MESA ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT 16 *KEY PERSONNEL
† BILINGUAL IN SPANISH/ENGLISH

TECHNICAL SUPPORT

PROJECT MANAGER
Nicole Jules, PE*

ENGINEERING SERVICES

PROJECT MANAGER
Ken Rosenfield

PE, QSD/P, ENV SP

TRANSPORTATION MANAGER/

TRAFFIC ENGINEER
Seth Jenison

PE, TE PTOE

TRAFFIC ENGINEER ASSOCIATE
Angelina Miralaie

TRAFFIC ENGINEER
Alan Perkins

ORGANIZATIONAL CHART
We understand that the key components for providing effective services are to be responsive, include a depth of resources, and be locally available to fulfill your project needs. Ardurra has assembled a comprehensive team for your City, who are knowledgeable, experienced and include those key components to successfully address the City’s scope of services efficiently and effectively. Individual team members possess extensive experience providing traffic engineering, transportation planning, traffic studies and traffic and development plan review to numerous California cities, as you will see in the following team summary.

SENIOR GRANT WRITER
Alison Winter

SENIOR GRANT WRITER
Lucy Cárdenas
†

GRANT COORDINATOR
Neah Johnson

TRAFFIC ENGINEER
Ruth Smith

TE, PTP

STAFF SUPPORT/PROGRAM MANAGEMENT

PROGRAM MANAGER
Mark Lewis*

PE, TE, PTOE

PROJECT MANAGER
Jennifer Rosales*

PE, PTOE

PUBLIC ENGAGEMENT SUPPORT

PROJECT MANAGER
Gabriella Dow
†
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F

EE SCHEDULE
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ARDURRA GROUP, INC. (CALIFORNIA)

STANDARD BILLING RATE SCHEDULE
Rates Effective through first Year of Contract Term
(Future years subject to review for Consumer Price Index escalation or 4%, whichever is greater)

ENGINEERING, MUNICIPAL, ENVIRONMENTAL, TRAFFIC, & SURVEYING SERVICES STAFF
HOURLY

RATE STAFF
HOURLY
RATE
Specialty Professional/Discipline........................................ ....$ 286 Traffic Engineering Technician I*...................................... ....$ 107 Senior Environmental Scientist........................................... ....$ 255 Public Works Technician I*................................................ ....$ 107 Associate Environmental Scientist..................................... ....$ 184 Traffic Engineering Technician II*..................................... ....$ 133 Assistant Environmental Scientist*.................................... ....$ 153 Public Works Technician II*............................................... ....$ 133 Senior Planner.................................................................... ....$ 224 Administrative Assistant*................................................... ....$ 138 Planner II............................................................................ ....$ 199 Traffic Engineering Associate I......................................... ....$ 148 Planner I............................................................................. ....$ 179 Project Coordinator/Graphic Artist..................................... ....$ 148 Associate/Assistant Planner............................................... ....$ 138 Traffic Engineering Technician III*.................................... ....$ 153 Senior Landscape Architect................................................ ....$ 255 Public Works Technician III*.............................................. ....$ 153 Landscape Architect........................................................... .. $ 189 Project Engineer I.............................................................. ....$ 168 Community Relations Strategic Advisor............................... ....$ 296 Project Engineer II............................................................. ....$ 173 Community Relations Project Manager............................... ....$ 265 Traffic Engineering Associate II........................................ ....$ 173 Grants Manager................................................................. ....$ 173 Project Engineer III............................................................ ....$ 189 Traffic Engineer I............................................................... ....$ 189 Senior Project Coordinator/Graphic Artist.......................... ....$ 194 Project Manager I.............................................................. ....$ 214 Project Engineer IV............................................................ ....$ 214 Traffic Engineer II.............................................................. ....$ 214 Project Manager II............................................................. ....$ 235 Senior Grants Manager...................................................... ....$ 235 Project Manager III............................................................ ....$ 255 Project Engineer V............................................................. ....$ 255 Traffic Engineer III............................................................. ....$ 255 Project Engineer VI............................................................ ....$ 265 Senior Traffic Engineer...................................................... ....$ 265 Project Manager IV............................................................ ....$ 286 Group Leader/ QA/QC Manager....................................... ....$ 293

NOTES AND ASSUMPTIONS
Engineering, Municipal, Environmental, Traffic, & Survey Notes:
* Positions noted with an asterisk are subject to overtime rates billed at 1.5 times regular rates for all time over eight (8) hours in a single day or work performed on Saturday; and double time rates for work performed on Sundays and holidays.

Other Direct Costs: Reimbursement of identifiable non- salary costs that are directly attributable to the project such as oversized and/or color reproduction costs, overnight postage, or couriers, etc., are billed at actual cost, plus fifteen percent (15%) to cover overhead and administration. Mileage required for travel are billed at the allowable IRS mileage reimbursement rate.

Fees for Subconsultant Services: Billed at actual cost, plus fifteen percent (15%) to cover overhead and administration.

Exclusions to Scope and Fee: The following items are specifically excluded:
– Legal advice
– Specialized software (other than MS Office Suite and MS Project) – Expert witness services
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O
verall Notes:

Reimbursable Expenses (Other Direct Costs): Ordinary identifiable non-salary costs that are directly attributable to the project, such as regular commuter travel costs, standard equipment, tools and software, etc., are included in the fee estimated above. Extraordinary expenses, such as oversized and/or color reproduction costs, vehicle identification decals, site facility hard phone line and/or internet service charges, non- commuter project miles and/or other travel expenses to remote (over 50 miles one- way) fabrication yards / batch plants, overnight postage / couriers, etc., are billed at actual cost -plus fifteen percent (15%) to cover overhead and administration. Travel charges to a casting / fabrication yard or batch plant will include the hourly billing rate plus travel expenses as listed in the Caltrans Travel Guide (State rates). Mileage is billed at the current IRS rate (currently $0.655/mile). An allowance for Extraordinary charges is included as Other Direct Costs (ODC) in the fee table above. Extraordinary charges above and beyond the estimated ODC allowance will not be billed to the Client unless specifically included in the contract or requested and approved by the Client in writing prior to incurring the additional expense.

Fees for Subconsultant Services: Billed at actual cost, plus fifteen percent (15%) to cover overhead and administration.

Web Based Contract Administration: Selected / specified cloud-based service billed at cost plus fifteen percent (15%).

Escalation: Unless specified otherwise (such as for prevailing wage personnel), all billing rates are subject to annual adjustment for Consumer Price Index escalation or 4%, whichever is greater.

ATTACHMENT 1
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TKE Engineering, Inc.

Rev. 5-2024

CITY OF COSTA MESA

PROFESSIONAL SERVICES AGREEMENT
WITH TKE ENGINEERING, INC.

T
HIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 15th day of October 2024 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and TKE ENGINEERING, INC. a California corporation (“Consultant”).

RE
CITALS
A. C
ity proposes to utilize the services of Consultant as an independent contractor to pr
ovide professional engineering staff support and program services on an as needed basis, as more fully described herein; and
B. C
onsultant represents that it has that degree of specialized expertise contemplated within California Government Code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. C
ity and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D.

No official or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

N
OW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1. 0. SERVICES PROVIDED BY CONSULTANT

1. 1. Scope of Services. Consultant shall provide the professional services described in City’s Request for Proposals, attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.

1. 2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement.

1. 3. Performance to Satisfaction of City . Consultant agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(
a) Meet with Consultant to review the quality of the work and resolve the matters of concern;
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(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or

1.4. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, e xcept as permitted pursuant to s ection 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.7. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant’s sole cost and expense.

1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

2.0. COMPENSATION AND BILLING

2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “C,” attached hereto and made a part of this Agreement . Consultant’s total aggregate annual compensation shall not exceed Four-Hundred Thousand Dollars ($400,000.00).

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2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City Manager or designee, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed , the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.4. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to the other except for those rights and liabilities that accrued prior to the date of termination.

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4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of approximately fifty -six ( 56) months, ending on June 30, 2029, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant.

4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination not ice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City’s sole risk and without liability or legal expense to Consultant.

5.0. INSURANCE

(a) Commercial general liability, including premises -operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000.00) per occurrence, Two Million Dollars ($2,000,000.00) general aggregate.

(b) Business automobile liability for owned vehicles, hired, and non- owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.

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(d) Professional errors and omissions (“E&O”) liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retro date shall be prior to the start of the contract work. Consultant shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder.

5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:

(a) Additional insureds: “The City of Costa Mesa and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant.”

(b) Notice: “Said policy shall not terminate, be suspended, or voided, nor shall it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”

(c) Other insurance: “The Consultant’s insurance coverage shall be primary insurance as respects the City of Costa Mesa, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Costa Mesa shall be excess and not contributing with the ins urance provided by this policy.”

(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.

(e) The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3. Deductible or Self -Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

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5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.

5.5. Non-Limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6.2. Representatives. The C ity Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement.

Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement, or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

TKE Engineering, Inc.
2305 Chicago Avenue
Riverside, CA 92507
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (951) 680-0440 Tel: (714) 754-5184
Attn: Terry Renner, P.E. Attn: Ramin Nikoui

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Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

6.9. Indemnification and Hold Harmless. Consultant agrees to defend, indemnify, hold free and harmless the City, its elected officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the City, its elected officials, officers, agents and employees arising out of the negligence, recklessness, or willful misconduct of the Consultant, its employees, and/or authorized subcontractors, in the performance of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon negligence, recklessness, or willful misconduct in the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable.

Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification ATTACHMENT 2
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of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. In no event shall the cost to defend charged to Consultant exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.

6.10. Independent Contractor . Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

6.11 Conflicts with Independent Contractor. Contractor/consultant’s duties and services under this Agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering into this Agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this Agreement.

6.12. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

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6.16. Conflict of Interest . Consultant and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant's services under this agreement, including, but not limited to, the Political Reform Act (Government Code s ections 81000, et seq.) and Government Code s ection 1090.

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6.18. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.21. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

6.25. Amendments . Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

Rev. 5-2024

this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.27. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.28. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6.29. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.

[Signatures appear on following page.]
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CONSULTANT

__________________________________ Date: __________________________ Signature

__________________________________
[Name and Title]

CITY OF COSTA MESA

__________________________________ Date: __________________________ Lori Ann Farrell Harrison
City Manager

ATTEST:

__________________________________
Brenda Green
City Clerk

APPROVED AS TO FORM:

__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney

APPROVED AS TO INSURANCE:

__________________________________ Date: __________________________ Ruth Wang
Risk Management

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APPROVED AS TO CONTENT:

__________________________________ Date: __________________________ Ramin Nikoui
Project Manager

DEPARTMENTAL APPROVAL:

__________________________________ Date: __________________________ Raja Sethuraman
Director of Public Works

APPROVED AS TO PURCHASING:

__________________________________ Date: __________________________ Carol Molina
Finance Director

ATTACHMENT 2
93 EXHIBIT B

CONSULTANT’S PROPOSAL

ATTACHMENT 2
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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION A | COVER LETTER
July, 30 2024

Stephanie Urueta
City of Costa Mesa
77 Fair Dr.

Costa Mesa, CA 92628

Subject: Request for Proposal for On-Call Engineering Staff Support & Program Management Services

Dear Ms. Urueta,

Thank you for the opportunity to present TKE Engineering, Inc. (TKE)’s proposal to provide professional Engineering Staff Support & Program Management Services to the City of Costa Mesa (City). We have been providing various Cities with engineering and project management services. and are highly qualified to perform the engineering services necessary. TKE is enthusiastic about the opportunity to assist the City with these services.

Why should the City choose TKE to provide the requested engineering services? Please consider the following:

1. Firm Identification - TKE, a California Corporation, is a full service, multi-disciplinary consulting corporation located at 2305 Chicago Avenue, Riverside, California 92507 and can be found online at www.tkeengineering.com or reached by phone (951) 680 -0440. We have 24 years of experience with providing on-call engineering services to public agencies and are highly qualified to perform the services necessary for project delivery.

2. Key Contact - Terry Renner, P.E., P.L.S., Q.S.D., Principal-in-charge, is an authorized signatory of the firm and will be TKE’s contact person for the duration of the proposal evaluation and contract. He can be contacted at 2305 Chicago Avenue, Riverside, California 92507 or reached by telephone at (951) 680-0440 and e-mail at [email protected].

3. Grant Funding Experience and Qualifications - TKE has been providing design, project management and program management services on over $300M in federally and state funded public works projects to numerous municipalities for the past 24 years. As such, we have a thorough knowledge of the Caltrans LAPM standards and requirements.

4. Statement & Proposal Validity - TKE’s proposal shall remain valid for a period no less than 90 days from the date of submittal. All information submitted within this proposal are true and correct.

5. Acknowledgement of Addendum - TKE acknowledges that no addendum has been posted regarding this on- call.

6. Authorization TKE’s proposal letter is signed by a person who is authorized to bind the company to contract agreements.

Thank you for your consideration. TKE would very much appreciate the opportunity to provide Engineering Staff Support & Program Management Services. If you have any questions, please call me at (951) 680-0440.

Sincerely,

Terry Renner, P.E., P.L.S., Q.S.D.| Senior Vice President ATTACHMENT 2
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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION B | BACKGROUND AND PROJECT SUMMARY
SECTION B | BACKGROUND AND

PROJECT SUMMARY
The City of Costa Mesa desires to contract staﬀ
augmentation for engineering consultant services to
provide on -call engineering staﬀ support and
program management services for the City’s
Transportation Services Division. The proposed staﬀ
augmentation services will be an extension of City
Staﬀ and will assign an individual or individuals to
work with the City for project management of
current and future consultant contracts for several
locally funded and federally funded transportation
improvement projects, and providing general
support to the Transportation Services Division. The
City may elect to choose one or more consultants to
provide the services for a not-to-exceed fee based on
tasks agreed to by the City and Consultant(s). The
types of services are brieﬂy discussed below:

On-Site Staﬀ Augmentation Services: The selected
consultant will be an extension to City staﬀ and will
provide a variety of transportation planning and
traﬃc engineering services and address ongoing
issues. The selected consultant will be required to
physically work at City Hall and remote work is not
allowed. The selected consultant, depending on the
ﬁnal agreement with the City, may be contracted to
work up to full-time.

Transportation Improvement Projects: There are
several ongoing transportation improvement
projects. The consultant will act as the project
manager and provide design and construction
oversight, coordinate with other divisions and
departments, and assist staﬀ in day-to-day activities.

Program Management: The City has several pending
locally-funded and federally -funded Capital
Improvement Program (CIP) projects, some of which
are underway. Services required include developing
Request for Proposals (RFPs), grant management,
managing design consultants, bid and award process,
and overall project management. The selected
consultant will manage all project activities towards
their successful completion while following all
applicable local, state, and federal guidelines and all grant requireme nts. Speciﬁc tasks will also include
reviewing design plans, attending community
outreach meetings, reviewing consultant invoices,
preparing grant reimbursement invoices where
necessary and maintaining project records. The
consultant shall have experience using the Local
Assistance Procedures Manual and working on grant
funded projects administered by Caltrans.

Some of the Transportation Services Division’s
pending projects include:

Δ Fairview Road Active Transportation
Improvements (federally funded)
Δ Adams Avenue Active Transportation Project
– Multipurpose Trails (federally funded)
Δ Fairview Road – Belfast Avenue Traﬃc Signal
Design
Δ Signal Modernization for Systemic Safety
Improvements (federally funded)
Δ Mesa Drive – Santa Ana Avenue Bicycle
Facility Project
Δ Mesa Verde Drive East & Peterson Place
Bicycle Facility Project

ATTACHMENT 2
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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION C | METHOD AND APPROACH
SECTION C | METHOD AND

APPROACH
1 PROJECT APPROACH
Our approach to your project, recognizing that both
schedule and budget are of primary concern for
grant funded projects, dictates that decisions must
be made quickly and carefully. When this is coupled
with the various constraints present, it is critical that the City choose a consultant with a proven track
record of delivering. With a familiar team of senior
level design and management professionals for local
and grant funded projects, TKE is the right choice for
this project.

With grant funded projects , our experience tells us
that there has to be a proactive approach to
completing the work. This includes early
identification of critical design elements and
accurate cost estimating throughout the entire
process, as well as familiarity with the funding
source. In preparing this proposal, our team
established key issues so we can “hit the ground
running” to make this a successful project for the
City.

TKE’s goal is the successful project delivery of the
City’s projects. Our definition of successful project
delivery is:

Δ Task/Project Completion that Meets all
Project Safety Requirements
Δ Task/Project Completion that Protects the
City’s Interests
Δ Task/Project Completion on Schedule
Δ Task/Project Completion within Budget
To successfully achieve each of the items listed
above, it is vital that an efficient and effective form of communication is maintained throughout the
project duration. TKE’s staff is highly trained in the
art of communication. By way of phone calls, emails,
and in person meetings, TKE regularly and routinely
keeps City staff informed of all aspects of the project.

Through the preparation of meeting minutes,
progress reports and project update memorandums
TKE ensures that City staff is fully appraised of the
project status.

CRITICAL
ISSUES
TKE has extensive experience with numerous grants
including but not limited to ATP, SR2S and HSIP State
and Federally funded design projects. TKE has
prepared design for five SR2S and ATP projects
within the past five years and numerous other HSIP
projects for more than ten different cities
throughout Southern California. The project scope
and management components for this contract will
likely include every element for several projects in
which we have recently completed or still working on
with other ci ties. With our in depth understanding
of pavement rehabilitation, ADA requirements,
roundabout design, pedestrian and bicycle facilities,
traffic calming relationships with City Staff,
knowledge of the funding source and wide range of
experience, TKE is able to hit the ground running for
the design of the current project.

DENTIFICATION OF C RITICAL D ESIGN

E LEMENTS
Our approach to identifying critical issues will be to
immediately go into the field and document all the
critical design elements so they can be presented to
the City. This will give us a head start on instructing our survey team about what detailed information to
collect. Some of these elements include key ground
elevation information at the curb returns to
determine how ADA access will be maintained and
how proposed bike lanes will transit ion through the
project.

RIVATE I MPROVEMENTS
Private improvements such as mailboxes, fences,
walls and landscaping may be impacted by the street
improvement projects. TKE will identify such
impacts early during project design and will develop
an action plan for working with residents that will be
impacted. Our goal will be to complete design that
will provide ADA accessibility at the same time as
minimizing private property impacts.

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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION C | METHOD AND APPROACH

U TILITY C OORDINATION
Projects often will require some utilities to be
relocated and/or adjust ed for the proposed
improvements. These facilities may include water
backflow, water meters, telephone risers, and
communication boxes to list a few . We will identify
these facilities early in project design to begin
coordination at the earliest opportunity. Agencies
that maintain private utilities can be cumbersome in
getting facilities relocated. Early coordination will prevent project delays.

CCURATE C OST E STIMATING
TKE understands the limits on grant funding.

Because of the limited budget for this project, it is
important to keep costs controlled. Our approach to
controlling costs is to provide frequent and accurate
cost estimates by using TKE’s detailed cost
estimating database. In addition to usi ng this
database, TKE utilizes our considerable experience
with Construction Management to assist in providing
constructability reviews and cost estimating based
on current information from our on -going projects.

Finally, with the current economic climate,
construction costs are widely varying. We will also
discuss the project elements with local contractors
to assure that we have the most current construction
information available so that the City can ensure the
most value for the public’s dollar.

AMILIARITY WITH F UNDING S OURCE
TKE is well versed with Caltrans Local Assistance
requirements as well as the general guidelines for
implementing State and Federal funded
transportation projects. They include:
• Requesting that Caltrans furnish an
expenditure authorization number.
• Submitting allocation request and finance
letters to Caltrans Local Assistance
requesting reimbursable costs allocation
• Ensuring Caltrans prepares a Program
Supplement Agreement for City execution. If
the City does not have a “State Funds Master
Agreement” on file with Caltrans, one will be
required.
• Ensuring that the City acquires Local
Assistance approval for all required
environmental clearances (CEQA /NEPA) and
right-of-way needed for the project.
• Ensuring that the project complies with the
requirements of the Americans with
Disabilities Act.

Processing invoices to Caltrans Local Assistance for
reimbursement.

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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION D | QUALIFICATIONS & EXPERIENCE OF THE FIRM SECTION D | QUALIFICATIONS &

EXPERIENCE OF THE FIRM

1. FIRM PROFILE
Throughout our history of 24 years serving the
Southern California region, we have provided
planning, design, construction management and
support services for numerous CIP projects, including
those with grant funding . We have successfully
completed complex and challenging projects for a
variety of municipal agencies who have continued to
request that we partner with them in delivering
much needed infrastructure to their communities.

TKE has extensive experience with an excellent
reputation in traffic engineering projects.

We are sure that the successful results of our past
performance in the delivery of projects, along with
our firm’s proven ability to utilize our experience for a complete and well-engineered project, will provide
a valuable resource to the City.

TKE continues to provide numerous municipalities
and agencies with consulting project management
services and staffing for every facet of public works
projects. TKE recognizes the importance of staffing
based on a client’s need and workload. Our flexible
support and qualified staff enables our clients to
serve their constituents in a cost effective and
efficient manner. TKE proudly serves municipal
agencies the following services on a routine basis:

ECHNICAL E XPERIENCE
TKE has extensive experience with the design, review
and management of street, traffic and
transportation related improvements following the
requirements of the Caltrans Highway Design
Manual, AASHTO Geometric Design of Highways and
Streets, NCHRP-Report 672 and FHWA Roundabout
Informational Guide, Manual for Uniform Traffic
Control Devices (MUTCD) and California MUTCD,
related to design speeds, geometric configuration,
horizontal and vertical curvature, super elevation,
stopping and sight distances, grade and various other
factors. In addition, TKE has experience with the
design of State and Federally funded traffic and
TKE Engineering, Inc. | AT A GLANCE

City/District Engineer
City/District Engineer in 5 Cities/Districts

Staff Augmentation
TKE currently provides Traffic and Transportation /
Staff Augmentation in 12 Cities / Counties /
Districts

Municipal On-Call Contracts
TKE currently provides Project Management,
Traffic Engineering, Civil Engineering Design,
Project Support, and Survey services for more than
30 Cities / Counties / Districts throughout
Southern California

Size of Organization
59 Professional Engineers, Project Managers,
Traffic Engineers, Traffic Inspectors, Surveyors,
Plan Checkers, Designers, Construction Managers,
and Support Staff

Location of Office
TKE Engineering, Inc.
2305 Chicago Avenue
Riverside, CA 92507

Years in Business
TKE has conducted business for the past 24 years
and has 24 years of experience in providing
engineering services for municipalities including
for Federal and State funded projects

Company Structure
TKE is a California Corporation founded in June
2000. TKE has no affiliates or subsidiary
companies. California Business License Number:
00109901 TKE DIR No. 1000413173

Firm Owners
Michael P. Thornton, P.E., P.L.S., M.S. – President
Terry Renner, P.E., P.L.S., Q.S.D. –
Senior Vice President
Steven W. Ledbetter, P.E. –
Vice President

City of Costa Mesa
Point of Contact
Terry Renner, P.E., P.L.S., Q.S.D.

Senior Vice President
2305 Chicago Avenue
Riverside, CA 92507
Phone: (951) 680-0440
Email: [email protected]
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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION D | QUALIFICATIONS & EXPERIENCE OF THE FIRM transportation projects. Our funding experience
includes design and funding management of projects
with ATP, CDBG, SR2S, LPP, HSIP, ARRA, CMAQ, and
SAFETEA-LU funding.

Our in -house team is comprised of engineers who
are experts in completing grant funded street
improvement projects and we have a long history of
delivering safety enhancements to the various
communities we serve. In the recent project
experience section o f our proposal, we provide
detailed descriptions of a few recent projects that we
have successfully delivered to our municipal
partners. Because of our current and past relevant
experience, our team has a solid understanding of
the City’s procedures, poli cies and
requirements. Additionally, due to the successful
acquisition of numerous funding sources for other
municipal partners, we have in -depth experience
with the requirements of grant funding
mechanisms.

RANT F UNDS M ANAGEMENT
TKE’s Grant Funds Management team enables our
municipal and agency partners of any size to find
potential funding sources and to prepare
competitive funding applications. Additionally, after
funds are awarded to a partner, TKE ensures
compliance with stat e and federal funding
requirements. In the past few years, TKE has
obtained nearly $100 million dollars in funding for
our public works water and transportation
improvements and has provided grant management
assistance on design/construction projects for more
than $300 million of design/construction projects.

Our grant services are enhanced by integration with
engineering services to facilitate and integrate
project design. This expedites project start up and
completion and ensures compliance with funding
requirements.

TKE has assisted clients secure funding from the
following programs:

Δ SRTS and SR2S (Safe Routes to Schools)
Δ Federal Transportation Funding thru Caltrans
Local Assistance
Δ State Proposition 1E and 84 Flood
Management Funding
Δ Community Development Block Grant
(CDBG) Funding
Δ Active Transportation Program (ATP) Funding
Δ Highway Safety Improvements Program
(HSIP) Funding
Δ Safe, Accountable, Flexible, Efficient
Transportation Act: A legacy for users (SAFE

TEA-LU)
Δ Mobile source Air Pollution Reduction Review
Committee (MSRC)
Δ Economic Development Agency (EDA)
Δ California Department of Parks and
Recreation
Δ State Water Resources Control Board - State
Revolving Fund (SRF) Program
Δ Department of Water Resources –
Proposition 40 Grant Program
Δ Department of Water Resources -
Infrastructure Rehabilitation Grant
As we develop knowledge of the City’s standards and
specifications, these advantages ensure that we will
work quickly with City staff to create an efficient and fluid working atmosphere, ultimately translating to
savings of cost and time to this project.

TAFF P AST E XPERIENCE
TKE has assembled an elite team of professionals to
partner with the City to provide consulting project
management and engineering services. TKE’s
management team came together out of the
collective belief of long time practitioners that there needed to be, in the civil engineering and land
surveying consultant’s marketplace, a company that
brought modern management techniques and new
ways of thinking to the business of consulting
services for engineering projects. Our management
team is 100% accountable and responsible for TKE’s
work product and actively seeks feedback and
suggestions on our services. For all further
information please see Section F – Key Personnel.

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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION D | QUALIFICATIONS & EXPERIENCE OF THE FIRM CV SYNC – PHASE I & II
Coachella Valley Association of Governments (CVAG), Coachella Valley, CA

Client Contact: Eric Cowle | Program
Manager
Phone Number: (760)346-1127
Email: [email protected]
Project Cost: $109M
Completion Date: Current
Project Manager: Terry Renner, P.E., L.S., Q.S.D.

DESCRIPTION
This project located in the Coachella Valley consists of upgrading the local agencies existing legacy (outdated) traffic signal controllers, traffic management systems, and communication systems with the latest off -the-shelf technologies in order to provide inter-agency traffic signal synchronization along three regional roadways including Highway 111, Ramon Road and Washington Street. The project improvements include advance d traffic management systems (ATMS), advanced transportation controllers (ATC), selected Intelligent Transportation System (ITS) elements, ITS sub-systems, and Ethernet/IP-based communications that will be expandable and scalable for future integration of ITS technologies and strategies, such as Integrated Corridor Management (ICM), Smart Cities, and Connected and Autonomous Vehicles.

This project includes a Regional Traffic Management Center (RTMC) and local Traffic Operation Centers (TOC) that will have the capability to monitor, control of connected traffic signals, and be used as a monitoring tool for research and analysis to help determine regional system enhancements, operations, and maintenance.

SERVICES
Services included bid administration and pre-construction assistance, grant funding administration, construction management, inspection, and project closeout services

KEY STAFF
Terry Renner, P.E., L.S., Q.S.D, Justin Schlaefli, P.E., T.E., Stephen Biscotti, Michael Counce

COUNTY LINE ROAD TRANSPORTATION CORRIDOR (LPP)
City of Calimesa, CA

Client Contact: Mr. Will Kolbow | City Manager
Phone Number: (909) 795-9801
Email: [email protected]
Project Cost: $10.1M+
Completion Date: Current
Project Manager: Terry Renner, P.E., P.L.S., Q.S.D.

DESCRIPTION
TKE prepared and obtained a grant for the City of Calimesa through the Road Repair and Accountability Act of 2017 (SB1) Local Partnership Program (LPP). TKE is preparing street widening and roundabout improvements for the construction of the County Line Road Transportation Corridor. The Project includes four (4) single- lane and one (1) multi -lane roundabouts, together with street, pedestrian, and bicycle improvements, to improve safety and efficiency throughout the corridor. The innovative approach to implement roundabout intersection throughout the corridor provides adequate capacity and level of service to remain a two -lane street; thus, significantly reducing right-of-way and construction costs to construct a four-lane corridor.

SERVICES
Services include grant coordination and management, design, topographic survey, right -of-way engineering, environmental assistance, roadway safety analysis, preparation of exhibits, cost estimates, coordination with California Transportation Commission, co nstruction management, inspection, and construction staking.

KEY STAFF
Justin Schlaefli, P.E., T.E.., Steve Libring, T.E., Michael P. Thornton, P.E., L.S., Terry Renner, P.E., L.S., Q.S.D., Monae Pugh

RELEVANCE TO COSTA MESA
• Public Works Construction
Management Inspection Project
• Traffic Signal, Synchronization and
Special Inspections
• Electrical Inspections
• State and Federal Grant
Management

RELEVANCE TO COSTA MESA
• LPP State Grant Funded Project
• Right -of -Way Acquisition
• Major Arterial Reconstruction
• Various Pavement Strategies
• Extensive Utility Coordination and
Permitting
• Community Outreach Efforts

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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION D | QUALIFICATIONS & EXPERIENCE OF THE FIRM ATP CYCLE 3 SAFE ROUTE TO SCHOOL PEDESTRIAN IMPROVEMENTS PROJECT City of Fontana, CA
ATP SAFE ROUTE TO SCHOOL – FONTANA AVENUE AND ARROW BOULEVARD City of Fontana, CA

Client Contact: Phil Burum
Phone Number: (909) 350-6727
Email: [email protected]
Project Cost$1.1M
Completion Date: May 2018
Project Manager: Terry Renner, P.E., L.S., Q.S.D.

DESCRIPTION
TKE provided design engineering services for the Safe Routes to Schools project funded through ATP Cycle 2 for the City of Fontana for Fontana Ave and Arrow Boulevard. This project consisted of the preparation of full Construction documents including plan s, technical specifications, construction cost estimates (PS&E) and construction support services for the 5,900 linear foot ADA and pedestrian enhancement project. The project included the construction of curb, gutter, sidewalk, curb ramp, bike lane improvements, utility relocations, storm drain modifications, private improvement restoration and signing and striping. TKE successfully coordinated with Caltrans for completion of the P ES, right-of-way certifications and obtaining the RFA for construction.

SERVICES
Services included design, surveying, grant management, PES preparation, environmental compliance services, utility coordinati on, right-of- way engineering, and construction assistance.

KEY STAFF
Terry Renner, P.E. P.L.S., Q.S.D.., Michael P. Thornton, P.E., L.S., Octavio Parada, Monae Pugh, Ron Musser, L.S.

Client Contact: Phil Burum
Phone Number: (909) 350-6727
Email: [email protected]
Project Cost: $1.9M
Completion Date: November 2022
Project Manager: Terry Renner, P.E., L.S., Q.S.D.

DESCRIPTION
TKE is currently providing design engineering services for the Safe Routes to Schools Pedestrian Improvements Project funded through ATP Cycle 3 for the City of Fontana. This project consists of the preparation of full Construction documents including plans, technical specifications, construction cost estimates (PS&E) and construction support services for 7,700 linear foot ADA and pedestrian enhancement pro ject. The project includes the construction of curb, gutter, sidewalk, curb ramp, bike lane improvem ents, traffic signal modifications, utility relocations, private improvement restoration and signing and striping. TKE is coordinating with Caltrans for completion of the PES, right-of-way certifications and obtaining the RFA for construction.

SERVICES
Services included design, surveying, grant management, PES preparation, environmental compliance services, utility coordination, right-of-way engineering, and construction assistance

KEY STAFF
Terry Renner, P.E. P.L.S., Q.S.D.., Michael P. Thornton, P.E., L.S., Octavio Parada, Monae Pugh, Ron Musser, L.S.

RELEVANCE TO COSTA MESA
• Traffic Engineering Services for
Developer and CIP Projects
• Traffic Engineering Design
• Traffic Control Device Review and
Design
• Citizen Request Analysis

RELEVANCE TO COSTA MESA
• ATP Funded Project
• Right -of -way Acquisition
• Municipal CIP Project
• Street Improvement Design
• Community Outreach Efforts
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Request for Proposal for On-Call Engineering Staff Support & Program Management Services City of Costa Mesa

SECTION F | KEY PERSONNEL
Principal-In-Charge
Terry Renner, P.E., L.S., Q.S.D.

Alternate Project Manager/Staff
Augmentation Representative
Monae Pugh
Alternate Project Manager/Staff
Augmentation Representative
Justin Schlaefli, P.E., T.E.,
P.T.O.E.

Project Manager/Traffic Engineer
Steve Libring, T.E.

Assistant Project Manager
Travis Bradshaw

3. TEAM’S ORGANIZATIONAL CHART

SUPPORT TEAM
( 55+ Members)
ATTACHMENT 2
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Revised June 2024

RATE SCHEDULE
2024-2025

HOURLY
RATE

Principal in Charge .. .......... ........... .......... .......... ........... .......... .......... ........... $185.00 Project Manager/Construction Manager/Licensed Surveyor ..... .......... ........... $175.00 Traffic Engineer (TE) .......... ........... .......... .......... ........... .......... .......... ........... $165.00 Senior Engineer/Project Engineer (PE)/Senior Plan Checker ... .......... ........... $165.00 Assistant Project Manager/Associate Engineer .. ........... .......... .......... ........... $155.00 Assistant Engineer/Plan Checker/Designer ........ ........... .......... .......... ........... $145.00 AutoCAD Technician .......... ........... .......... .......... ........... .......... .......... ........... $135.00 Engineering Technician ..... ........... .......... .......... ........... .......... .......... ........... $105.00 Clerical ......... .......... ......... ........... .......... .......... ........... .......... .......... ........... $ 90.00 Forensic Engineering ......... ........... .......... .......... ........... .......... .......... ........... $300.00 Expert Witness Testimony ........... .......... .......... ........... .......... .......... ........... $400.00

SURVEYING SERVICES

2-Man Survey Crew (Prevailing Wage) .... .......... ........... .......... .......... ........... $260.00

DEVELOPMENT SERVICES

Managing Director ... .......... ........... .......... .......... ........... .......... .......... ........... $185.00 Senior Project Manager ..... ........... .......... .......... ........... .......... .......... ........... $135.00 Project Manager ...... .......... ........... .......... .......... ........... .......... .......... ........... $105.00

CONSTRUCTION SERVICES

Senior Construction Inspector (Prevailing Wage) ........... .......... .......... ........... $135.00 Construction Inspector (Prevailing Wage) .......... ........... .......... .......... ........... $125.00

REIMBURSABLE COSTS

In-house Reproduction ...... ........... .......... .......... ........... .......... .......... ........... Cost Printing and Materials ....... ........... .......... .......... ........... .......... .......... ........... Cost + 10% Express Mail/Courier/Next Day Service .. .......... ........... .......... .......... ........... Cost + 10% Special Subconsultant Services ... .......... .......... ........... .......... .......... ........... Cost + 10%

ATTACHMENT 2
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CITY OF COSTA MESA

PROFESSIONAL SERVICES AGREEMENT
WITH TRANSTECH ENGINEERS, INC.

T
HIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 15th day of October 2024 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and T RANSTECH ENGINEERS, INC. a California corporation (“Consultant”).

RE
CITALS
A. C
ity proposes to utilize the services of Consultant as an independent contractor to pr
ovide professional engineering staff support and program services on an as needed basis , as more fully described herein; and
B. C
onsultant represents that it has that degree of specialized expertise contemplated within California Government Code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. C
ity and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D.

No official or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

N
OW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1. 0. SERVICES PROVIDED BY CONSULTANT

1. 1. Scope of Services. Consultant shall provide the professional services described in City’s Request for Proposals, attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.

1. 2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement.

1. 3. Performance to Satisfaction of City . Consultant agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(
a) Meet with Consultant to review the quality of the work and resolve the ATTACHMENT 3
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matters of concern;

(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or

1.4. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, e xcept as permitted pursuant to s ection 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.7. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant’s sole cost and expense.

1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

2.0. COMPENSATION AND BILLING

2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “C,” attached hereto and made a part of this Agreement . Consultant’s total ATTACHMENT 3
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aggregate annual compensation shall not exceed Four-Hundred Thousand Dollars ($400,000.00).

2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City Manager or designee, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed , the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of t he authorized change order, where applicable, on all invoices.

2.4. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to ATTACHMENT 3
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the other except for those rights and liabilities that accrued prior to the date of termination.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of approximately fifty-six ( 56) months, ending on June 30, 2029, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant.

4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City’s sole risk and without liability or legal expense to Consultant.

5.0. INSURANCE

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property damage.

5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:

(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.

(e) The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

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5.3. Deductible or Self -Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.

5.5. Non-Limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6.2. Representatives. The C ity Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement.

Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement, or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

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Transtech Engineers, Inc.
13367 Benson Avenue
Chino, CA 91710
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (909) 595-8599 Tel: (714) 754-5184
Attn: Ahmad Ansari, P.E. Attn: Ramin Nikoui

Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

Rev. 5-2024

basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon negligence, recklessness, or willful misconduct in the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable.

6.10. Independent Contractor . Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

6.11 Conflicts with Independent Contractor. Contractor/consultant’s duties and services under this Agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering into this Agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this Agreement.

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6.15. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records A ct (California Government Code s ection 7921.000 (formerly Section 6250 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code s ection 7924.510 (formerly Section 6254.7), and of which Consultant informs City of such trade secret.

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applicable to Consultant's services under this agreement, including, but not limited to, the Political Reform Act (Government Code s ections 81000, et seq.) and Government Code s ection 1090.

6.18. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.21. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

6.22. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

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fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

6.25. Amendments . Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.26. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any prov ision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.27. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.28. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6.29. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.

[Signatures appear on following page.]
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CONSULTANT

__________________________________ Date: __________________________ Signature

__________________________________
[Name and Title]

CITY OF COSTA MESA

__________________________________ Date: __________________________ Lori Ann Farrell Harrison
City Manager

ATTEST:

__________________________________
Brenda Green
City Clerk

APPROVED AS TO FORM:

__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney

APPROVED AS TO INSURANCE:

__________________________________ Date: __________________________ Ruth Wang
Risk Management

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APPROVED AS TO CONTENT:

__________________________________ Date: __________________________ Ramin Nikoui
Project Manager

DEPARTMENTAL APPROVAL:

__________________________________ Date: __________________________ Raja Sethuraman
Director of Public Works

APPROVED AS TO PURCHASING:

__________________________________ Date: __________________________ Carol Molina
Finance Director

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EXHIBIT B

CONSULTANT’S PROPOSAL

ATTACHMENT 3
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Proposal

ON-CALL

ENGINEERING STAFF SUPPORT &

PROGRAM MANAGEMENT

SERVICES
Submitted To
City of COSTA MESA
Public Works Department

Submitted on PlanetBids
Submitted By
TRANSTECH Engineers, Inc.

Contact Person for this Proposal:

Ahmad Ansari, PE, Principal
E: [email protected]
C: 949-702-5612
O: 909-595-8599

www.transtech.org
855.595.2495 (toll-free)
About Transtech Video Highlight:

CLICK HERE
ATTACHMENT 3
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PROPOSAL
(limited to 20 pages)

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES ATTACHMENT 3
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PROPOSAL (per RFP, limited to 20 pages) 1

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

1. Cover Letter (per RFP, limited to 2 pages)

July 30, 2024

City of COSTA MESA
Public Works Department
Submitted on PlanetBids

PROPOSAL, ON-CALL PUBLIC WORKS/ENGINEERING STAFF SUPPORT SERVICES

Transtech is pleased to submit this Proposal for the subject services.

Established in 1989, Transtech (a California Corporation) is a multi -disciplinary municipal engineering consulting firm.

Transtech has been in business for 35 years and provides municipal services to approximately 80 public agencies.

Our staff and resources include approximately 200 staff, including project managers, civil engineers, designers, traffic and transportation analysts, technicians plan and map checkers, surveyors, inspectors, construction managers, building officials, building plans examiners, building inspectors, planners and support personnel.

Transtech is a multi-disciplinary municipal engineering consulting firm. Our service capabilities include:
• Building & Safety Services, Building Official Building Inspection, Plan Check
• Civil Engineering,
• Staff Augmentation
• CIP Program Management
• Construction Management and Inspection
• Federally Funded Project Management
• Grant Writing
• CDBG Project Management
• City Engineer, City Traffic Engineer, Development
Review, Public Works Engineering, Plan Check,
Inspection
• Labor Compliance
• Planning Support
• Traffic and Transp. Planning and Eng
• Water Resources Engineering
• Surveying, Mapping, ALTA, ROW Eng
• Emergency, Support Services

One of the unique qualifications of Transtech is that we serve public agencies as municipal contract service providers, including Contract City Engineer, City Traffic Engineer, Building Official, CIP Manager, Planner and in other capacities.

We have extensive experience working with Public Agencies in similar assignments. We are accustomed to working with governmental agencies, and have a good understanding of public agency issues, procedures, and policies.

Our team includes experienced staff members who have worked for CALTRANS and are intimately familiar with the standards and procedures, project development and approval process, and requirements.

We have extensive experience in the management and administration of federally funded projects. In the past few years, we managed over 30 federally funded projects. Our staff members have completed Caltrans Resident Engineer Academy for Federally Funded Projects. We follow guidelines and procedures of Caltrans Local Assistance Procedures www.transtech.org
855.595.2495 (toll-free)
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PROPOSAL (per RFP, limited to 20 pages) 2

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES Manual (LAPM).

Our team has proven track record in obtaining outside grants for its client cities . Our staff works with our client cities to find potential funding sources, and to prepare competitive applications for various programs. We have obtained extensive amount of funds for our client cities.

Transtech has a large pool of well experienced in-house staff readily available to respond and provide services in a timely, efficient, and cost-effective manner.

We believe our team is well qualified to perform the services requested:
 Successfully providing similar services to many agencies for over 33 years.  Proven track record in on time and within budget project delivery.  Multi-disciplinary engineering consulting service capabilities to provide an array of municipal services.  Ability to work collaboratively with agencies, project applicants, and other stake holders, and communicate effectively with diverse audiences and stakeholders at public forums.  Committed to producing a high-quality work product and deliver a high level of customer care.  We understand the importance of an effective public relations and information program, and have managed large projects, which involved multiple agencies and jurisdictions.  Understanding of public agencies procedures, and policies, and extensive experience in preparing staff reports, and presentations to City Council, Boards and public.
 Our services are founded on the principals of Total Quality Management for Total Customer Care and Satisfaction.
 Commitment of principal level management and involvement throughout the contract duration.

Thank you for the opportunity to submit this proposal. Should you have any questions, or require additional information, please contact the undersigned.

Sincerely,

Ahmad Ansari, PE
Principal Project Manager
E: [email protected]
C: 949-702-5612

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PROPOSAL (per RFP, limited to 20 pages) 3

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

2. Background and Project Summary Section

The Transportation Services Division of the City of Costa Mesa’s Public Works Department is requesting proposals for professional on-call engineering staff support and program management services:

The RFP indicates that t he proposed contract requires the Proposer to assign an individual to work as an extension of City staff, and proposers may propose multiple key personnel for the City to choose from depending on their individual qualifications, experience, and availability.

The services required include project management of current and future consultant contracts for several locally funded and federally funded transportation improvement projects, and providing general support to the Transportation Services Division.

The types of services are briefly discussed below:

• On-Site Staff Augmentation Services:

The selected consultant will be an extension to City staff and will provide a variety of transportation planning and traffic engineering services and address ongoing issues. The selected consultant will be required to physically work at City Hall and remote work is not allowed. The selected consultant, depending on the final agreement with the City, may be contracted to work up to full-time.

• Transportation Improvement Projects:

There are several ongoing transportation improvement projects. The consultant will act as the project manager and provide design and construction oversight, coordinate with other divisions and departments, and assist staff in day- to-day activities.

• Program Management:

The City has several pending locally-funded and federally-funded Capital Improvement Program (CIP) projects, some of which are underway. Services required include developing Request for Proposals (RFPs), grant management, managing design consultants, bid and award process, and overall project management.

The selected consultant will manage all project activities towards their successful completion while following all applicable local, state, and federal guidelines and all grant requirements. Specific tasks will also include reviewing design plans, attending community outreach meetings, reviewing consultant invoices, preparing grant reimbursement invoices where necessary and maintaining project records. The consultant shall have experience using the Local Assistance Procedures Manual and working on grant funded projects administered by Caltrans.

Some of the Transportation Services Division’s pending projects include:
• Fairview Road Active Transportation Improvements (federally funded) • Adams Avenue Active Transportation Project – Multipurpose Trails (federally funded) • Fairview Road – Belfast Avenue Traffic Signal Design
• Signal Modernization for Systemic Safety Improvements (federally funded) • Mesa Drive – Santa Ana Avenue Bicycle Facility Project • Mesa Verde Drive East & Peterson Place Bicycle Facility Project ATTACHMENT 3
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ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

3. Method of Approach

APPROACH

Customer Care and Responsive Service Approach:
 Our services are founded on the principals of Total Quality Management for Total Customer Care and Satisfaction.
 All telephone calls or e-mails received are returned within the same working day, or the following day. We take pride in our “Same Day Response” motto.
 Transtech also provides a 24-hour emergency contact number to its clients.  Customer Care means highest quality customer service. Transtech is committed to providing “Customer Care” to the City, City's patrons, including responding quickly and effectively to the walk-in, telephone, and electronic inquiries of the public related to our services. Responsiveness is an integral part of Transtech’s “Customer Care” service approach.
 Our Contract Principal will meet with the Client’s Project Manager frequently for service evaluation and address any areas for improvements.
 Responsiveness is an integral part of Transtech’s “customer friendly” service approach . While our service is always on an “as needed” basis, our responsiveness is on “full-time” basis.  Transtech understands the importance of being able to expedite certain projects, when requested, by the City.

Transtech has sufficient staff and resources to expedite projects.  We have a structured approach to execute projects in an efficient manner that makes Transtech capable of providing the City with the highest quality product. Transtech has established guidelines and policies, including written manuals on quality control, project management, and design procedures for its staff and for its contract cities. These guidelines ensure a consistent approach to the execution of assignments undertaken by our organization in compliance with City’s specific procedures, standards and requirements.

Structured Approach:

We have a structured approach to execute projects in an efficient manner that makes Transtech capable of providing the City with an efficient and quality product. Transtech has established guidelines and policies, including written manuals on quality control, project management, and design procedures for its staff and for its contract cities. These guidelines ensure a consistent approach to the execution of assignments undertaken by our organization in compliance with City’s specific procedures, standards and requirements. The following paragraphs describe our general approach to deliver projects in an efficient and cost-effective manner. A project specific approach will be provided for each assigned project and will become part of the specific contract for the specific project. • Project Management: Our approach is to provide proactive management and attempt to identify potential issues and problems in advance and take corrective actions before they become problems. This requires extensive hands- on knowledge, experience and management skills of the people involved in managing the project. Our team members have extensive experience and proven track record in managing large and complex projects and bringing them to a completion on time and within budget.
• Approach to Cost Control and Change Orders : We evaluate project costs and develop feasible mitigation measures to minimize additional costs. We work as a team to solve problems or make modifications in the field to address unforeseen conditions or owner generated changes in a cost-effective manner. • Approach to Scheduling and Timely Completion of Project and Schedule Recovery: The baseline schedule should properly identify the project scope, critical path, project milestones, target dates, phases and sequences of ATTACHMENT 3
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PROPOSAL (per RFP, limited to 20 pages) 5

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES work, and activity durations. When significant activities show that they are slipping from the baseline, we work with the contractor to develop recovery plans.
• Management of Documents: We use an electronic file management system. All construction forms, daily dairies, weekly statement of working days, etc. are stored in our electronic file system, and are per Caltrans documentation system. We provide these documents at the end of the project to the client in organized files as well as pdf files. • Safety and Security: We hold meetings with the contractor to review and discuss safety and security requirements, OSHA conformance, emergency security and safety procedures, and enforce security and safety responsibilities. • Funding Closeout: We prepare necessary closeout documentation required by the funding agencies, submit final reimbursement documentation, follow-up on the reimbursements, and final funds balance report. • Project Closeout: We recognize that closeout is an important part of the construction process. It signifies that the new facility structure is ready to use. We methodically handle all closeout tasks to ensure a smooth transition from construction to occupancy.
• Methodology for Communication to Inform City on Work Progress : Key project team members will attend periodic project progress meetings with City staff throughout the project duration. • Electronic common project information and file sharing platform: We create and provide access to project participates a common project information and file sharing platform.

P
roject Control Systems:

Project controls are essential to keep complex construction projects on budget and on time. They help teams and stakeholders identify emerging risks early, before they become expensive, time- consuming problems. With advance warning, these issues can be mitigated or avoided altogether. Project controls also give leadership the data they need to set realistic expectations, manage subcontractors, and plan with confidence. During the course of a project, program and project managers use controls to monitor time and cost expenditures and compare them to project lifecycle forecasts.

They also rely on them to coordinate onsite execution with the milestones established during the design, procurement, entitlement, and pre-construction stages. The benefits of project controls are many. When they are put in place and used appropriately, they contribute to increased efficiency, decrease in delays and cost overruns, and fewer claims and costly litigation.

Our staff has experience will all of the major document control software systems including Procore, Autodesk ConstructWare (which has now become Construction Cloud), and Primavera P6. In our experience all major control software programs work basically the same way and adapting from one software offering to another has a fairly small learning curve. Because the specific software is generally a choice made by the prime contractor, our staff is ready to partner with any user of any program. That said, not all projects require the ‘fire power’ associated with an expensive, sophisticated control system. Sometimes an intelligently designed filing system that stores basic Word, Excel, PDF, and email documents in the cloud is all a project really needs.

Value Engineering:

Depending on a project’s size, complexity and the owner’s requirements, Value Engineering may also be considered.

The Value Engineering may consist of a systematic process of review and analysis of the project during the concept and design phases, by a multi-disciplined team of persons not involved in the project, may include recommendations such as:
• T o improve the value and quality of the project.
• To provide the needed functions safely, reliably, and at the lowest overall cost. • To reduce the time to complete the project.
• To combine or eliminate otherwise inefficient use of costly parts of the original proposed design for the project.

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PROPOSAL (per RFP, limited to 20 pages) 6

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES Approach and Strategy for Managing, Negotiating, And Incorporating Changes in Project Scope:

Our approach and strategy is structured based on minimizing cost and schedule impacts, while evaluating change orders in a timely, fair and equitable manner.

Coordination with City:

Key project team members will attend periodic project progress meetings with City staff throughout the project duration.

We will maintain and establish and maintain a close working relationship with City staff. We will manage assigned projects, carefully control costs and resources, and complete assigned work on schedule. We will provide progress reports to the City at regular intervals.

Expediting Projects:

Transtech understands the importance of being able to expedite tasks, when requested, by the City. Transtech has sufficient staff and resources to expedite projects.

Contract Administration Approach (Caltrans LAPM):

For construction contract administration, we follow guidelines described in Caltrans Local Assistance Procedures Manual (LAPM). Maintaining complete and accurate files is a very important aspect of managing federally funded projects.

Generally, whenever the local agency is unable to produce requested data or information, it is assumed by reviewing personnel that the required actions were either never performed or not properly recorded. Organized project files can minimize these negative assumptions. Organization and content of the project file is one indicator of effective and efficient management of the project by the resident engineer. LAPM has been prepared to aid California local agencies scope, organize, design, construct and maintain their public transportation facilities when they seek Federal Highway Administration (FHWA) funded federal -aid or state funding. This manual describes the processes, procedures, documents, authorizations, approvals and certifications, which are required in order to receive federal -aid and/or state funds for many types of local transportation projects.

Additional Information regarding Coordination with CALTRANS:

Our team includes experienced staff members who have worked for CALTRANS and are intimately familiar with the standards and procedures, project development and approval process, and requirements. One of our Sr. Staff Members, Ali Zaghari, who joined Transtech about 3 years ago, has over 35 years of experience in Transportation Management & Operations at various capacities in the California Department of Transportation (Caltrans). His career path includes a number of key managerial positions in Caltrans leading to his last position as the Deputy District Director.

Additional Information Regarding DB (Design-Build) Delivery Approach:

Transtech has extensive experience in managing DB Projects in compliance with CA Public Contract Code, CHAPTER 4. Local Agency Design-Build Projects. (CAPCC, CHAPTER 4. Local Agency Design-B uild Projects [22160
- 22169])

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PROPOSAL (per RFP, limited to 20 pages) 7

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

4. Qualification and Experience of the Firm

A. QUALIFICATIONS

Company Profile:

Established in 1989, Transtech (a California Corporation) is a multi-disciplinary engineering consulting firm. Transtech has been in business for 35 years and is providing municipal services to approximately 80 public agencies.

Multi-Disciplinary Municipal Engineering Consulting Firm:

Transtech is a multi-disciplinary municipal engineering consulting firm. Our service capabilities include:
• Building & Safety Services, Building Official Building Inspection, Plan Check
• Civil Engineering,
• Staff Augmentation
• CIP Program Management
• Construction Management and Inspection
• Federally Funded Project Management
• Grant Writing
• CDBG Project Management
• City Engineer, City Traffic Engineer, Development
Review, Public Works Engineering, Plan Check,
Inspection
• Labor Compliance
• Planning Support
• Traffic and Transportation Planning and Eng
• Water Resources Engineering
• Surveying, Mapping, ALTA, Right-of-way Eng
• Emergency, Support Services

Large Pool of Experienced Staff:

Transtech has a large pool of well experienced staff and resources readily available to provide requested services, and respond to requests in a timely, efficient, and cost-effective manner. Our staff and resources include approximately 200 staff, including building officials, plan checkers, inspectors, permit technicians, engineers, project managers, designers, inspectors, construction managers, traffic and transportation analysts, technicians, support personnel.

Transtech has a large pool of well experienced in-house staff readily available to respond and provide services in a timely, efficient, and cost-effective manner.

Experience in Federally Funded Projects and Grants:

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PROPOSAL (per RFP, limited to 20 pages) 8

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

Experience in various types of Projects:

Transtech has experience in various types of projects, such as:
• Street Rehabilitation and Reconstruction
• Traffic Signal and Street Lighting
• ADA Improvements
• Water, Drainage, Sewer Improvements
• Bridges
• Parks and Playgrounds
• Parking Structures
• Community Centers
• Libraries
• City Halls
• Fire Stations
• Renovation of Historic Buildings

B. REFERENCES

CITY OF ALHAMBRA
Contact: Lucy Garcia, Assistant City Manager; T: 626-570-3257; E: [email protected] Services Provided: CIP Management; Construction Management; Inspection; Federally Funded Project Management; Engineering Design; Public Works Permit Inspections; City Engineering Services; Traffic Engineering; Map Check; Building & Safety Services (Building Official, Plan Check, Inspection)

CITY OF COMMERCE
Contact: Vilko Domic, Assistant City Manager; T: 323-722-4805; E: [email protected] Services Provided: CIP Management; Construction Management; Inspection; Federally Funded Project Management; Engineering Design; Public Works Permit Inspections; City Engineering Services; Traffic Engineering; Map Check; Building & Safety Services (Building Official, Plan Check, Inspection)

CITY OF SOUTH EL MONTE
Contact: Rene Salas, City Manager; T: 626-579-6540, Ext. 3040; E: [email protected] Services Provided: CIP Management; Construction Management; Inspection; Federally Funded Project Management; Engineering Design; Public Works Permit Inspections; City Engineering Services; Traffic Engineering; Map Check; Building & Safety Services (Building Official, Plan Check, Inspection)

CITY OF TEMPLE CITY
Contact: Bryan Cook, City Manager; T: 626-285-2171; E: [email protected] Services Provided: CIP Management; Construction Management; Inspection; Federally Funded Project Management; Engineering Design; Public Works Permit Inspections; City Engineering Services; Traffic Engineering; Map Check; Building & Safety Services (Building Official, Plan Check, Inspection)

CITY OF WEST COVINA
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Appendix (excluded from 20 page limit) A.3

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES • For insurability purposes, one of the most important contract terms is to ensure the word "negligent" is evident in the indemnity clause. Absent a negligence trigger for claims, a client or owner could present claims with no allegations of negligence, and the professional liability may have coverage implications. Inserting "negligent" acts, errors, or omissions can help make the entire indemnity subject to an appropriate standard of care. • Many contracts use phrases such as: “arising out of or in connection with". This can allow the certificate holder to assert claims that vaguely involve our scope of services. By replacing such phrases with "but only to the extent actually caused by", the claimant must establish that the negligence was the proximate cause of the damage, otherwise known as direct causation, would be insurable.
• For insurability purposes, we suggest limiting the obligation to only those parties with whom we have the contract, or who are in direct contractual privity to the project owner.

For insurability purposes, in the event of any dispute between the Parties related to this Agreement or this Project, we recommend that the Parties agree to first negotiate in good faith toward a resolution with participation by representatives of each Party holding sufficient authority to resolve the dispute. If such dispute cannot be resolved in this manner, before any action or litigation is initiated other than as required to secure lien rights, the dispute should be submitted to mediation using the American Arbitration Association or another mediator as mutually selected by the Parties. Such mediation should be completed within a reasonable period of time following either Party’s written demand with each Party to bear an equal share of the mediation fees and its own respective attorney and consultant fees and costs.”
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Appendix (excluded from 20 page limit) A.8

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

CITY OF WEST COVINA
Contact: Paulina Morales, City Manager; T: 626-939-8401; E: [email protected] Services Provided: CIP Management; Construction Management; Inspection; Federally Funded Project Management; Engineering Design; Public Works Permit Inspections; City Engineering Services; Traffic Engineering; Map Check; Building & Safety Services (Building Official, Plan Check, Inspection)

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EXHIBIT C

FEE SCHEDULE

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Cost Proposal

ON-CALL

ENGINEERING STAFF SUPPORT &

PROGRAM MANAGEMENT

SERVICES
Submitted To
City of COSTA MESA
Public Works Department

Submitted on PlanetBids
Submitted By
TRANSTECH Engineers, Inc.

Contact Person for this Proposal:

Ahmad Ansari, PE, Principal
E: [email protected]
C: 949-702-5612
O: 909-595-8599

www.transtech.org
855.595.2495 (toll-free)
About Transtech Video Highlight:

CLICK HERE
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COST PROPOSAL 1

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES

July 30, 2024

City of COSTA MESA
Public Works Department
Submitted on PlanetBids

COST PROPOSAL, ON-CALL PUBLIC WORKS/ENGINEERING STAFF SUPPORT SERVICES

As required, Cost Proposal is submitted separately.

Attached is Transtech’s Fee Rates for all Staff Classifications.

Thank you for the opportunity to submit this proposal. Should you have any questions, or require additional information, please contact the undersigned.

Sincerely,

Ahmad Ansari, PE
Principal Project Manager
E: [email protected]
C: 949-702-5612

www.transtech.org
855.595.2495 (toll-free)
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COST PROPOSAL 2

ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES Following is Transtech’s current Fee Rates:

Field Technician $88 - $98 Labor Compliance Analyst $150 - $160 Engineering Technician $98 - $109 Funds Coordinator $155 - $165 Assistant CAD Drafter $109 - $124 Office Engineer $150 - $160 Senior CAD Drafter $124 - $140 Construction Inspector $145 - $155 Associate Designer $140 - $155 Senior Construction Inspector $155 - $165 Senior Designer $155 - $171 Construction Manager $176 - $191 Design Project Manager $196 - $206 Resident Engineer $191 - $206 Assistant Engineer $119 - $129
Associate / Staff Engineer $150 - $165 Public Works Inspector $145 - $155 Senior Civil Engineer $206 - $227 Senior Public Works Inspector $155 - $165 Traffic Analyst Technician $103 - $114 Supervising PW Inspector $165 - $176 Associate Traffic Analyst $155 - $165
Senior Traffic Analyst $165 - $176 Survey Analyst $155 - $160 Professional Transportation Planner $176 - $191 Senior Survey Analyst $160 - $165 Traffic Engineer Technician $98 - $109 2-Man Survey Crew $357 - $372 Associate/Staff Traffic Engineer $150 - $165 Survey & Mapping Specialist $191 - $207 Traffic Engineer $176 - $191 Licensed Land Surveyor $217 - $227 Senior Traffic Engineer $191 - $212
Project Manager $191 - $212 Funds Analyst $150 - $155 Senior Project Manager $212 - $227 Senior Funds Analyst $155 - $165 Deputy City Engineer $176 - $196 Grant Writer $171 - $176 City Engineer $196 - $212 Funds & Grant Project Manager $191 - $202 Principal Engineer $212 - $233
Community Development Technician $83 - $93
Permit Technician $78 - $88 Planning Technician $93 - $103 Plan Check Technician/Analyst/Supervisor $129 - $145 Assistant Planner $103 - $124 Building Inspector $119 - $134 Associate Planner $124 - $145 Senior Inspector $129 - $145 Senior Planner $150 - $171 Plans Examiner/Checker $145 - $160 Planning Manager $176 - $196 Plan Check Engineer $155 - $176
Deputy Building Official $165 - $176 Administrative/Clerical $72 - $83 Building Official $171 - $186 Project Accountant $83 - $93 TRANSTECH ENGINEERS, INC.

SCHEDULE OF HOURLY RATES
Effective: July 1, 2024 - June 30, 2025
Rates are average ranges, negotiable and can be adjusted to establish a fee for each assignment based on the specific project’s scope, when such projects are identified by the City.

The above fees are increased each year July 1st automatically by the percentage change Los Angeles-Long Beach-Anaheim California Consumer Price Index-All Urban Consumers (“CPI-U”) for the preceding twelve-month period as calculated for February by the U.S. Department of Labor Bureau of Labor Statistics and published by the United States Bureau of Labor Statistic.

FUNDING & GRANT WRITING

PLANNING

ADMINISTRATIVE STAFF

SURVEY AND MAPPING

PUBLIC WORKS INSPECTION

BUILDING & SAFETY

ENGINEERING CONSTRUCTION MANAGEMENT
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CITY OF COSTA MESA

PROFESSIONAL SERVICES AGREEMENT
WITH ITERIS, INC.

T
HIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 15th day of October 2024 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and ITERIS, INC., a Delaware corporation (“Consultant”).

RE
CITALS
A. C
ity proposes to utilize the services of Consultant as an independent contractor to pr
ovide professional engineering staff support and program services on an as needed basis, as more fully described herein; and
B. C
onsultant represents that it has that degree of specialized expertise contemplated within California Government Code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. C
ity and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D.

No official or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

N
OW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1. 0. SERVICES PROVIDED BY CONSULTANT

1. 1. Scope of Services. Consultant shall provide the professional services described in City’s Request for Proposals, attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.

1. 2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement.

1. 3. Performance to Satisfaction of City . Consultant agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(
a) Meet with Consultant to review the quality of the work and resolve the matters of concern;
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(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or

1.4. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, e xcept as permitted pursuant to s ection 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.7. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant’s sole cost and expense.

1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

2.0. COMPENSATION AND BILLING

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2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City Manager or designee, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the services performed , the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of t he authorized change order, where applicable, on all invoices.

2.4. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to the other except for those rights and liabilities that accrued prior to the date of termination.

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4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of approximately fifty -six ( 56) months, ending on June 30, 2029, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Consultant.

4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Consultant.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to City. Any use of uncompleted documents without specific written authorization from Consultant shall be at City’s sole risk and without liability or legal expense to Consultant.

5.0. INSURANCE

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5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:

(d) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Costa Mesa, its officers, officials, agents, employees, and volunteers.

(e) The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3. Deductible or Self -Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.

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5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement.

5.5. Non-Limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6.2. Representatives. The C ity Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement.

Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement, or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

Iteris, Inc.
1250 S. Capital of Texas Highway
Suite 330
Austin, TX 78746
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (949) 270-9647 Tel: (714) 754-5184
Attn: Steven Bradley, P.E. Attn: Ramin Nikoui
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Regional Vice President
Courtesy copy to:

City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing

6.5. Drug-Free Workplace Policy. Consultant shall provide a drug- free workplace by complying with all provisions set forth in City’s Council Policy 100- 5, attached hereto as Exhibit “D” and incorporated herein. Consultant’s failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate termination of this Agreement by City.

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6.10. Independent Contractor . Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

6.11 Conflicts with Independent Contractor. Contractor/consultant’s duties and services under this Agreement shall not include preparing or assisting the public entity with any portion of the public entity’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering into this Agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this Agreement.

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6.15. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records A ct (California Government Code s ection 7921.000 (formerly Section 6250 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code s ection 7924.510 (formerly Section 6254.7), and of which Consultant informs City of such trade secret.

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6.18. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.21. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

6.25. Amendments . Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

Rev. 5-2024

6.27. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.28. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6.29. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.

[Signatures appear on following page.]
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CONSULTANT

__________________________________ Date: __________________________ Signature

__________________________________
[Name and Title]

CITY OF COSTA MESA

__________________________________ Date: __________________________ Lori Ann Farrell Harrison
City Manager

ATTEST:

__________________________________
Brenda Green
City Clerk

APPROVED AS TO FORM:

__________________________________ Date: __________________________ Kimberly Hall Barlow
City Attorney

APPROVED AS TO INSURANCE:

__________________________________ Date: __________________________ Ruth Wang
Risk Management

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APPROVED AS TO CONTENT:

__________________________________ Date: __________________________ Ramin Nikoui
Project Manager

DEPARTMENTAL APPROVAL:

__________________________________ Date: __________________________ Raja Sethuraman
Director of Public Works

APPROVED AS TO PURCHASING:

__________________________________ Date: __________________________ Carol Molina
Finance Director

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EXHIBIT B

CONSULTANT’S PROPOSAL

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On-Call Engineering Staff Support & Program Management Services (RFP No. 25-01) Iteris, Inc. | 3 of 20

COVER LETTER
July 30, 2024

Mr. Raja Sethuraman, PE
Public Works Director
City of Costa Mesa
77 Fair Drive, Costa Mesa, CA 92626

RE: ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES - RFP NO. 25-01 11477-169.25
Dear Mr. Sethuraman:

At Iteris, Inc. (Iteris), we leverage our specialized expertise to implement innovative solutions that assist government agencies and municipalities in reducing congestion, enhancing system reliability, improving mobility and safety, and fostering thriving communities. We are pleased to submit the enclosed response to the Request for Proposal (RFP) to provide Traffic and Transportation Engineering Staff and Program Management Services to the City of Costa Mesa.

Iteris is a transportation engineering firm with a focus on traffic engineering, traffic signal systems, Intelligent Transportation Systems (ITS), and transportation planning. Our team offers valuable insights in the design, evaluation, and operation of intersections and arterials, aiming to enhance the efficiency and safety of vehicular traffic flow, pedestrian mobility, transit operations, and bicycle traffic. Iteris proposes Mr. Shirjeel Muhammad, PE, as Project Manager. He will be the principal contact with the City and other entities per the City’s direction. This project will be managed from our local Santa Ana office, 5.1 miles from your City Hall.

Project Management Team – Trusted Leadership!
Mr. Muhammad is well known in the Traffic/Transportation industry and in fact previously served the City for about three years. He is extremely knowledgeable and well aware of the City internal procedures and processes as far as the workings of the Transportation Services Department. He was directly involved in many design, operations, and CIP projects for the City including coordination with County, State, and Federal agencies for grant facilitation. He will oversee quality control, compliance with procedures, and management and coordination of Transportation/ CIP projects.

Thank you for the opportunity to submit our proposal. Iteris accepts the terms and conditions of the sample contract as-is.

Iteris looks forward to assisting the City of Costa Mesa on this important assignment. Please contact me at (949) 270-9647 or [email protected], or the designated Project Manager, Mr. Shirjeel Muhammad, at (951) 821-8105 or [email protected], should you have any questions.

Sincerely,
Iteris, Inc.

Steven Bradley, PE
Regional Vice President
Mobility Consulting Solutions
Iteris Local Office:
1700 Carnegie Avenue, Suite 100
Santa Ana, CA 92708
 (949) 270-9400
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BACKGROUND AND PROJECT SUMMARY
We understand that due to the current staff workload, the City is in need of staff augmentation from a reputable and experienced professional traffic/transportation engineering firm. We will assign licensed Traffic/Civil engineers to be present at the Transportation Services Division in the City Hall during work hours to help the division manage several ongoing and planned contracts as related to transportation improvements citywide.

Iteris Meets the Minimum Requirements. We certify, per the City’s Minimum Requirements (RFP pg 3) and Evaluation Criteria (RFP page 7), that we comply with the required qualifications and expertise. Iteris staff have complete understanding, competency and expertise in all areas and documents required in the RFP. As such, our staff will be working in-person at City Hall.

Iteris proposes to have Shirjeel Muhammad as our Project Manager. He will be involved in every task order, mobilizing the necessary team resources to complete each task successfully to the City’s satisfaction within budget and on schedule.

With extensive experience working with multiple agencies (Riverside, Rialto, Costa Mesa, Yorba Linda, Orange, Manhattan Beach, South Pasadena), Mr. Muhammad has a proven track record of completing projects on schedule and within budget.

He understands what it takes to work in the Transportation divisions of municipal agencies in Southern California.

METHOD OF APPROACH

1. PROJECT APPROACH AND METHODOLOGY
Iteris has a strong track record of successfully administering and delivering traffic and transportation projects. The methodology outlined in this section is designed to make our clients' jobs easier by meeting or exceeding the project's goals and objectives. Our approach focuses on identifying small issues before they escalate, maintaining clear communication with all parties involved (clients, stakeholders, consultants, etc.), developing well-thought-out solutions, and executing them with close monitoring by our Project Manager. This approach has proven effective in measuring progress, anticipating problems, quickly reacting to changes in project requirements, and maintaining schedule integrity. Our project management process includes checks and balances that have led to a successful track record on similar on-call assignments. Iteris’ project management objectives include:
• Providing a comprehensive technical description and work definition for the entire project; • Developing a viable cost and schedule reflecting planned performance; • Establishing a control system to provide status information to the project team; • Identifying problem areas early and planning corrective actions to mitigate issues; and • Ensuring thorough documentation through an effective QA/QC Control process.

On-Call Assignment Approach
Iteris is very familiar with this type of work as we serve as the extension of staff for several agencies including the cities of Laguna Woods, Irwindale, Pasadena, and Anaheim.

Our staff’s familiarity with the City and its extensive resources enable us to hit the ground running. As part of our engineering services, we have assembled a team with expertise in managing and overseeing CIP, coordination of federal and state funded projects, traffic design, and ITS projects. For any task order for the City, Iteris will:
• Consult with City engineering staff on project goals, requirements, and any identified issues; • Provide regular assignment status updates to City staff; and • Review project documentation, plans, reports, etc.
• Work with funding agencies to coordinate project approvals and process grant requirements Program Management
As seasoned program managers, Iteris staff can manage grant-funded projects from start to finish, ensuring that all documentation requirements are met and the project is completed within funding constraints. With a history of serving as extensions of staff through on-call assignments, Iteris staff have a comprehensive understanding of the municipal budgeting process and can assist in annual and Capital Improvement Program (CIP) budgeting. Iteris will:
• Develop Requests for Proposals (RFPs)
• Manage other Design consultant contracts
• Prepare Grant reimbursement paperwork
• Coordination with other departments
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• Develop Requests for Bids (RFBs)
• Provide Construction oversight
• Review Plans, Specifications, & Estimates
• Attend/Conduct Outreach meetings
• Review invoices from contractors
• Manage Grants (Federal/State/Local)
• Assist with day-to-day traffic operations (e.g. over
the counter Citizen’s concerns etc.)
• Meet with Commissions/Council

The City has several pending locally-funded and federally-funded Capital Improvement Program (CIP) projects, some of which are underway. We are ready to immediately take over and manage the following projects as identified in the RFP:
• Fairview Road Active Transportation Improvements (federally funded) • Adams Avenue Active Transportation Project – Multipurpose Trails (federally funded) • Fairview Road – Belfast Avenue Traffic Signal Design
• Signal Modernization for Systemic Safety Improvements (federally funded) • Mesa Drive – Santa Ana Avenue Bicycle Facility Project • Mesa Verde Drive East & Peterson Place Bicycle Facility Project

Iteris staff supplements traffic engineering divisions at various levels for many cities throughout Southern California. In this capacity, Iteris staff are familiar with the hectic pace of working at a City. Iteris staff understand the urgency of a request from a constituent, councilmember, or City Manager’s office, and can appropriately prioritize their time to ensure the requests are addressed quickly without slowing progress on other ongoing tasks and projects. For specific requests, such as those from the City Attorney or City Clerk (e.g. public records), Iteris staff understand the tight deadlines in terms of a required response and can provide thorough and comprehensive analysis within the specified timeframe.

2. SCOPE OF WORK HIGHLIGHTS
Iteris has extensive, relevant experience in traffic and transportation engineering, and has worked with numerous agencies throughout Southern California, including the Cities of Newport Beach, Santa Ana, Irvine, and neighboring coastal communities. Projects range from planning and design to the implementation of Active transportation systems as outlined below:
• Signal System Selection, Design, Deployment,
Operation and Coordination
• Bicycle Lane Design
• Bulb-outs Design
• Intersection Modifications
• Lighting Design
• Parking Design
• Pedestrian Crosswalk Enhancement
• Road Widening/Realignment
• Traffic Circles Planning/Design
• Traffic Control Plans
• Training and Research
• Warrant Studies
• Non-signalized controls
Proactive Traffic Signal Monitoring
The goal for a proactive approach is to identify and resolve issues before they become an inconvenience to residents. Some tasks include:
• Manage the City’s Centracs traffic signal system and video detection camera systems during peak periods and special events.
• Ensure detections are working properly for all intersections by monitoring Flags in Centracs. • Implement minor timing changes promptly to address immediate concerns. • Notify City and signal maintenance contractor of hardware malfunction. • Submit monthly reports to the City that summarize the specific signal changes made.

Traffic Signal Operations Oversight
Iteris specializes in the design, evaluation, and operation of intersections and arterials to improve the efficiency and safety of vehicular traffic flow, pedestrian mobility, transit operations, and bicycle traffic. Iteris has coauthored the industry-standard FHWA Traffic Control Systems Handbook and has assisted multiple agencies throughout the U.S. in the development of signal operation standards.

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Iteris has been assisting numerous agencies with TMC operation and city-wide signal management for the day-to-day operations and special events. Iteris has had the privilege of working on more than 35 Regional Traffic Signal Synchronization Program (RTSSP) projects including Harbor Boulevard. Iteris is well-prepared to assist the City with the following as-needed services:
• Review and oversee ongoing Traffic Signal Synchronization Program (TSSP-Project P) • Review and oversee Regional Capacity Program (RCP-Project O) • Maintain signal timing parameters per CA-MUTCD (flashing- don’t walk, yellow change interval, etc.) • Monitor and fine-tune traffic signal synchronization and progression especially along two key corridors in the City – Harbor Boulevard and Fairview Road.
• Respond to residents’ request on signal operations
• Prepare and implement traffic responsive or “flush” timing plans during special events • Prepare or review signal timing sheets; which may require data collection and field observations • Implement and fine-tune signal timing for new or modified signals • Prepare additional traffic signal timing plans beyond Time-of-Day (TOD) plans as needed Traffic Engineering Design Reviews
Iteris has extensive experience in preparing and/or reviewing all stages of design development from signal system analysis to evaluation and master planning, hardware selection, to development of detailed Plans, Specifications, and Estimates (PS&E) for the following disciplines:
• New traffic signal installation
• Traffic signal modifications
• Signing and striping
• Street lighting
• Work area traffic control
• Traffic signal interconnect (twisted-pair copper,
fiber-optic and/or wireless)
• Intelligent Transportation System (ITS) (e.g. CCTV
cameras and video detection)
For the project types listed above, Iteris will oversee:
• Identification of early utility conflicts and avoiding contract change orders during the construction • Completion of design projects including plans, specifications, and engineer’s estimate • Coordination with other agencies as required.

Iteris is fully familiar with the City’s traffic design standards and methodology. Design parameters will conform to the latest guidelines of the California Vehicle Code, Caltrans Standard Plans and Specifications, Highway Design Manuals (HDM), Federal and California Manual on Uniform Traffic Control Devices (MUTCD), and all other applicable local, county, state, and federal policies, guidelines, codes and regulations.

Transportation Planning
Iteris has extensive, relevant experience in performing traffic and transportation studies throughout Southern California.

Some of the project types include:
• Bus Rapid/Light Rail Transit
• Corridor Studies
• Demand Modeling/Forecasting
• General Plan Circulation Elements
• Geographic Information Systems (GIS)
• Goods Movement
• Infrastructure Planning Studies
• Master Plan Development
• Microsimulation
• Multi-Modal Planning Studies
• Active Transportation Projects
• Neighborhood Traffic Impacts
• Non-Motorized Planning
• Parking Studies
• Policy Analysis Land-Use Planning
• Strategic Transportation Plans
• Traffic Impact Studies
• Traffic Operations Analysis
• Transit Planning
• Transportation Finance
• Vehicle miles traveled (VMT) Analysis
• Bicycle Facilities
Iteris is prepared to support the City with transportation planning studies prepared by the City contracted consultants. We would provide oversight of:

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• Project scoping and coordination with City and
consultant(s)
• Data collection (counts, field review)
• Appropriateness of trip generation and distribution
• Deficiency identification and mitigations
Warrant Analysis
Iteris is prepared to perform or review, as needed, the following warrant analysis and engineering studies:
• Traffic signal
• Left-turn phasing
• Flashing Yellow Arrow
• Stop (TWSC, AWSC)
• Crosswalk
• Speed hump
• Line-of-sight analysis
City Representation
Iteris is prepared to represent the City or accompany City staff and/or City officials to meetings or presentations to provide support on any traffic engineering related issues. Meetings may include:
• City Council
• Committee (e.g. bikeway and walkability)
• Public outreach
• Private developers or consultants
• OCTA Traffic Forum
• Development Review Committee (DRC)
Safety Monitoring
Traffic safety assessments typically involve the review of recent accident history. Iteris will develop collision diagrams to identify the locations of accidents by type, frequency, and cause and identify the locations where field observations are necessary. The types of measures that may be implemented to reduce safety concerns range from signing and striping changes, signal modifications, geometric changes, lighting enhancement, removal of sight distance impairments, speed limit modifications, traffic calming measures, and other types of traffic control measures.

Citywide E&TS Renewal
If requested by the City, Iteris will prepare solicitations or conduct additional engineering and traffic surveys to determine roadway speed limit changes in accordance with California Vehicle Code (CVC) and CA-MUTCD. The following data will be collected and considered when establishing/evaluating speed limits:
• Prevailing speeds, or 85th percentile speed
• Collision history
• Traffic Safety Corridor designations
• Highway, traffic, and roadside conditions that are
not readily apparent to drivers
Site Circulation Review
If requested by the City, Iteris can review site access and circulation-related characteristics of any proposed project.

Elements of this evaluation could include:
• On-site circulation sizing (i.e., basic internal network, drive aisle widths and lengths, and orientation) • Driveway locations on bordering arterials
• Traffic control/limitations at site access points, and key internal locations including spacing, sight line characteristics, left-turn provisions, right-turn in/out restrictions, and auxiliary lane needs • Service/delivery configuration and on-site truck circulation • Path of travel
Review Of Parking Studies
Should the City request Iteris to complete a review of a parking studies, Iteris is prepared to complete the following tasks:
• Identify prevailing parking issues and concerns
• Conduct visit to site area and review existing on-site conditions • Review the parking analysis for the proposed project as per the City parking requirements and ULI • Review parking forecasting methodology
• Review parking demand/supply analysis
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Grant-Writing Services
As part of our transportation planning and engineering practice, Iteris staff have provided Grant Writing/ Management services for our clients for over 20 years. Our staff have completed all components of federal and state grant applications such as graphics, narrative, technical data analysis, benefit-cost analyses (BCA) and BCA memo documentation, while on some grant applications we also provide narrative or BCA components. We offer strategic grant pursuit and management services to allow our clients to maximize their efforts to obtain grant resources. Since 2022, Iteris staff have successfully authored state and federal grant applications totaling $241 million in awards.

Construction Support, Administration and Management Services We will provide construction management assistance by serving as an extension of agency staff, directly interfacing with third-party contractors. Iteris ensures that projects are deployed according to plans and specifications, on schedule, and within budget. In recent years, we have successfully provided construction support to numerous agencies, including the cities of Orange, Yorba Linda, Gardena, Rancho Palos Verdes, Oxnard, Corona, Long Beach, Fountain Valley, Westminster, San Mateo, and San Marcos. Our support activities include:
• Attendance at pre-bid/pre-construction meetings
• Assistance with the bid process, selection, and
award
• Responding to requests for information (RFIs)
• Review/Approve submittals and shop drawings
• On-site construction support
• Preparation of record drawings based on
contractor red-line as-built drawings
• Review contractors’ change order requests
• Review and approve final punch lists
• Traffic signal timing setup and intersection start-up Other Traffic/Transportation Engineering-related Tasks
Evaluate and Implement Intelligent Transportation Systems (ITS) Technologies Iteris staff are experts with the development, implementation and operation of ITS technologies. This starts with an overview analysis of the City’s existing conditions and the long-term goals. Iteris will always ensure that the City’s needs are met as well as the needs for future plans such as Autonomous Vehicles and Connected Vehicles and how this impacts the infrastructure needs. Iteris provides agencies with innovative and cost-effective approaches to the design and implementation of ITS field elements, communications networks, traffic management systems and TMC. Iteris produces complete PS&E packages for CCTV cameras, DMS, detection, information distribution, and TMCs and communications networks. Iteris has designed communication networks comprised of fiber optics, twisted pair cable, spread spectrum and up to 1.4GB microwave wireless communications.

Training Courses
Iteris developed advanced traffic signal operations training courses for National Highway Institute (NHI), the teaching branch of the FHWA. Iteris developed the training course Systems Engineering for Signal Systems Including Adaptive Control for NHI and provides training for agencies throughout the country. This course focuses on utilizing disciplined system engineering principles to develop core documents used to procure adaptive system software. Iteris staff can provide in- house training to City staff tailored to the City’s needs, which might include:
• Latest traffic engineering standards (e.g., CA-
MUTCD)
• Traffic signal and stop warrants criteria
• Traffic signal design criteria
• ATMS (Centracs)
• Traffic signal operations
• Traffic signal timing and coordination
• Communications (fiber optics, Ethernet
technology)
• System integration and troubleshooting

3. E FFECTIVE REPLACEMENT OF ASSIGNED PERSONNEL
The proposed key personnel will be available to the extent necessary for the duration of the project. In the event a change of key personnel is required, City will be notified in writing. Under Shirjeel’s directions, our Traffic Engineers Ted Huynh and Arthur Chanprakrit will work at the City to ensure uninterrupted coverage for day-to-day Traffic operations.

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QUALIFICATIONS & EXPERIENCE OF THE FIRM :

1. RELEVANT EXPERIENCE
Iteris is well known within the industry and has a long history of successful projects similar in scope for numerous California agencies. With a proven track record of on time, within-budget performance, Iteris encourages the City to verify the references provided in Section 5- Current and Previous Contracts and also the Company Profile and Reference form in Appendix A. Iteris has initiated over 1,000 ITS/Engineering and Planning projects within the last five years for a wide range of public and private entities including local agencies, counties, MPO, and Caltrans. Approximately 70% of these projects represent repeat clients - a testament to Iteris’ ultimate goal of client satisfaction.

2. PROPOSED FIRM QUALIFICATIONS EXPERIENCE
Detailed information of Iteris’ firm qualifications is provided in subsection 5. Current and Previous Contracts.

3. FIRM CORPORATION
Iteris, Inc. (Iteris), has been the market leader in smart mobility infrastructure management since 1987. With offices across the US, Iteris’ 460+ staff have decades of expertise in traffic management, along with superior services and
patented products that help detect, measure, and manage traffic and vehicular performance, minimize traffic congestion, enhance safety, and empower Iteris clients with solutions to better manage their transportation networks.

Iteris team members are experts in the fields of transportation planning, traffic engineering, and ITS.

Knowledge of these practice areas enables Iteris to provide comprehensive services ranging from initial traffic impact studies, transportation modeling, planning, systems
engineering, and detailed design, through implementation and performance measurement/monitoring. Iteris combines the knowledge of transportation planners, transportation engineers, systems engineers, system integrators, and
software engineers to offer an unmatched combination of talent and experience. Iteris develops and deploys innovative solutions that help agencies reduce traffic congestion, enhance transit use, monitor and manage transportation networks and provide greater access to reliable traveler information.

Officers of the Corporation:

Joe Bergera Chief Executive Officer and President
Kerry Shiba Senior Vice President and Chief Financial Officer, Treasurer and Secretary Todd Kreter Senior Vice President and Chief Technology Officer Will Cousins Senior Vice President and Chief Product Officer Khristine Arakaki Assistant Secretary

4. PARTNERSHIP OR JOINT VENTURE
Iteris is not a Partnership or Joint Venture.

Name of Corporation: Iteris, Inc.

Corporate office street address, city, state,
and zip code:
1250 S Capital of Texas Hwy, Bldg 1, Suite
330, Austin, TX 78746
State where incorporated: Delaware
Date of incorporation: 1987
Local office address, city, state & zip:
1700 Carnegie Avenue, Suite 100, Santa
Ana, CA 92705
Date local office opened its doors for
business: October 1, 2007
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5. CURRENT AND PREVIOUS CONTRACTS
Iteris’ extensive traffic engineering, transportation planning, and ITS experience are demonstrated by the projects are summarized in Table 1. Many of these projects involved the same, or substantially similar work to what is anticipated in this contract with the City of Costa Mesa. All of the projects listed in table are on-call contracts, where the nature of the work may vary from day to day, and from week to week. Iteris has wide experience and depth of expertise to address varying types of projects seamlessly and efficiently for the City.

Table 1 – Project Qualifications Matrix

PROJECT NAME AND LOCATION
Ongoing On-Call
Traffic Signal Design
Operations
Intelligent Transportation
Systems (ITS)
HSIP
Traffic Signal
Synchronization (TSSP)
Capital Improvement
Program (CIP)

On-Call Traffic and Transportation Engineering Services – Yorba Linda, CA      
On-Call Transportation Engineering – Buena Park, CA  Pasadena Traffic Management Center (TMC) Staffing for
Special Events –Pasadena, CA  
On-Call Professional Engineering Services for
Traffic/Transportation Engineering – Newport Beach, CA      On-Call Engineering and Professional Consulting Services, Traffic Engineering - Corona, CA    
On-Call Professional Consulting Services – Seal Beach, CA      OCTA On-Call Traffic Engineering Services - Orange County, CA     
Traffic Signal Management Services – Lake Forest, CA      Traffic Engineering Services – Laguna Woods, CA      On-Call Traffic and Transportation Engineering Services – Diamond Bar, CA      

Iteris has been a crucial partner in managing traffic management centers (TMCs) across various cities. Their services include on-site TMC staffing for Santa Monica as well as remote staffing for Westminster, Fountain Valley, Cypress, Long Beach, and Corona. Iteris also supports the City of Anaheim during major events, including professional baseball and hockey games, large concerts, conventions, not to forget busy seasons at Disney theme parks. Additionally, Iteris staffs the Pasadena TMC during sporting and concert events at the Rose Bowl.

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Project Qualifications

On-Call Traffic Engineering Services – City
of Yorba Linda, CA (2016 – 6/2024)
Reference: Tony Wang, Traffic Engineering Manager,
City of Yorba Linda, (714) 961-7170,
[email protected]
Iteris’ Proposed Project manager Shirjeel acted as the
traffic engineer for the City for last 3 years. He oversaw day-to-day operations including:
• Citizen’s requests
• PS&E reviews
o Yorba Linda Boulevard
• Construction Bid Documents
• Construction Inspection
o Bastanchury
• Traffic Operations
o On-site Circulation
o Off-site Circulation
o Timing adjustments
o Alternative Communications
• Transportation Planning
o Traffic Studies
o Management of Traffic
• TSSP program management
o Rose
o Yorba Linda
• Traffic Signal Maintenance contract.

On-Call Transportation Engineering – City
of Buena Park, CA (12/2015 – 6/2019)
Reference: Mina Mikhael, P.E, Director of Public
Works/City Engineer, City of Buena Park, (714) 562-
3670, [email protected]
In July 2015, the City
initiated a new
approach to
managing
transportation issues
and determined that
future transportation
engineering services
would be more
efficiently provided by
consultants rather
than City staff.

Iteris provided on-site staffing four days per week,
functioning as an extension of City staff and participated in interdepartmental meetings on new developments and
initiatives. Iteris staff also reviewed plans for new
developments and temporary construction closures,
represented the City at County-level meetings,
coordinated maintenance responsibilities with the City’s traffic signal maintenance contractor, and addressed
traffic inquiries from City Councilmembers and residents.

Furthermore, Iteris staff provided training and education to City staff so they can be well-versed in the full
capabilities of the City’s TMC and signal system. Iteris staff also attended City Council and Transportation
Commission meetings on behalf of the City, speaking to
projects and specific items under consideration. Last,
Iteris staff prepared and submitted a grant application for the Caltrans Active Transportation Plan (ATP) Cycle 3
call for projects for a Safe Routes to School (SR2S)
project. The grant application was selected by OCTA for funding via the County’s Measure M sales tax measure,
and Iteris worked with the City to fast-track funding and completion.

Pasadena Traffic Management Center
(TMC) Staffing – City of Pasadena, CA
(8/2015 – Ongoing)
Reference: Alberta Felix, Traffic Engineering, City of
Pasadena, (626) 744-6662, [email protected]

The City’s DOT operates over 340 traffic signals in its TMC via a highly sophisticated Traffic Control System
(TCS) that automates and adapts to all motorized and
non-motorized moving traffic occurring within city streets, thus providing the most logical and efficient mobility
strategies 24-hours a day to maintain the City’s traffic signal network. The TMC is equipped with an extensive
fiber optics communication system that allows City staff to view traffic operations at key locations.

Thus, allowing the system to adapt and modify traffic
operation plans as necessary to alleviate traffic flow
demands. The TMC’s TCS and the Special Events Unit of
the Pasadena Police Department share the responsibility of managing transportation mobility during all Rose Bowl Stadium and city street events.

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Iteris serves as
an extension of
the City’s staff in
their TMC during
special events at
the Rose Bowl.

These events
include the UCLA
football home
games, concerts,
festivals, soccer
games, and the
Rose parade and
game during the
New Year. Iteris
staff involvement
begins with the
planning meetings
led by the
Pasadena Police
Department of
each special event
and ends with a
recap of the event,
including any
potential
improvements
noted. During the
event, Iteris staff
has access to the City’s CCTV cameras, video detection
cameras, signals on the City’s Transparity and SCATS
central system, CMS signs, and all hardcopies of the
timing sheets.

In addition to monitoring the traffic in and out of the Rose Bowl, in the TMC and occasionally in the field, Iteris staff will confirm that the appropriate event timing plans are in operation as programmed; adjust necessary timing based
on observations and as requested by the field officers; and conduct other timing tasks, as directed by City staff, in between the inbound and outbound peaks. Due to the
great success of the special event staffing by Iteris, the City renewed the contract for an additional three years.

An Operations Manual was developed and updated
throughout this project to ensure all staff provide the same quality of support during each event.

On-Call Professional Engineering Services
for Traffic/Transportation Engineering – City
of Newport Beach, CA (2003 – Ongoing)
Reference: Brad Sommers, Senior Civil Engineer, City of Newport Beach, (949) 644-3326,
[email protected]
Iteris has been providing on-call engineering services to the City of Newport Beach since 2003. In general, the
work performed under this on-call includes development
of plans, specifications, and estimates for
traffic/transportation engineering projects, traffic-related studies, signal timing and coordination, conceptual
designs, cost estimating and value engineering,
transportation impact studies, traffic calming studies, traffic control plans, record drawings, traffic signal system monitoring, operations, and maintenance, compliance
review, and grant applications. During this period, Iteris has provided an array of services through multiple task orders under the on-call contracts.

A highlight of these services include:
• West Balboa Blvd Fiber Optic Upgrade Project –
Iteris provided ITS design services to install fiber optic cable along Balboa Blvd between River Avenue and
32 nd Street. This project will allow for a direct fiber connection between the signals on the Peninsula and
City Facilities back to the Traffic Management Center in City Hall. The project used an existing conduit along the corridor and replaced the existing wireless radio.

• Balboa Blvd Traffic Signal Rehabilitation Project -
Iteris provided traffic engineering and ITS design
services for the Balboa Blvd Rehab Project. The project consisted of modifications to three traffic signals along Balboa Blvd at 22
nd St, 21st, and Main St, fiber optic
design between Palm St and Main St, a Changeable
Message Sign at 29th Street, and two overhead sign
bridge designs.

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• Balboa Blvd Crosswalk Enhancement Project –
Iteris provided traffic engineering design service to
upgrade two existing pedestrian beacon signals at 13th
St and 14th St. The design consisted of replacing the
existing poles with LED signage, corner bulbouts for
new mast arm poles, controller cabinet in median with
override switch, and conductors in conduit for hardwired service.
• Balboa Peninsula Parking Management Plan – Iteris
developed a parking management plan to assist the
City with managing season tourism in the Balboa
Peninsula. This work included development of
recommendations for improvement and several public
workshops to solicit community input. Iteris reviewed all existing parking and policies and made prioritized
recommendations for improvements which the City is
currently implementing.
• Pedestrian Signals & Rectangular Rapid Flashing
Beacons (RRFB) – Iteris prepared design documents
for two RRFB intersections: East Bluff Drive at the High School Driveway and Via Lido at Via Oporto. The
design implemented wireless and solar RRFBs,
including solar powered safety lighting. The design
included lighting analysis, signage and striping, and
ADA curb ramp upgrades.
• Traffic Flow Optimization Project – Iteris developed
citywide optimized signal timing plans at the City’s 92 signalized intersections. Work also included
coordination with 33 Caltrans-owned intersections.

Work also included identification of low to medium cost improvements at some of the City’s worst operating
intersections, as well as identification of advanced
technologies to monitor and managed traffic more
efficiently.
• Traffic System Master Plans, Phases 1-8 Projects –
Iteris prepared the City’s traffic system master plan
which laid out the City’s plan for implementing
communications improvements, ITS improvements, and
general traffic signal equipment improvements citywide.

Iteris followed up with the City to deliver designs for all eight phases outlined in the master plan, assisting the City in realizing the goals developed in the master plan.

Work also included the development of Citywide traffic
signal coordination. Iteris supported the implementation of all design and synchronization work from the City’s
TMC and also trained City of Newport Beach staff on
the management of their new systems and timing.

On-Call Engineering and Professional
Consulting Services, Traffic Engineering –
City of Corona, CA (2019 – Ongoing)
Reference: Aaron Cox, Associate Engineer - Traffic,
Public Works, City of Corona, (951) 279-3515,
[email protected]
Iteris has been providing on-call engineering services to the City of Corona since 2019. In general, the work
performed under this on-call included the preparation of traffic control plans, specifications, and bid documents, traffic studies and analysis, signal timing and
optimization, ITS design, signage and striping design,
traffic impact studies, and serving as City representative as needed. During this period, Iteris has provided an
array of services through multiple task orders under the on-call contracts. A highlight of these services include:
• Georgetown and Bedford Signal Installation Project
– Iteris provided design, signal timing, and construction support for the project which improved the intersection at Georgetown and Bedford. Iteris was responsible for
the design of the new traffic signal, video detection,
street lighting, rewiring, flashing yellow arrow operation, new fiber optic communications, and improved signal
timing. The work also included upgrading ADA curb
ramps, median porkchops, and providing signage and
striping updates. Iteris supported both the design and
construction phases of this project.
• Various On-Call Traffic Studies and Transportation
Analysis Services - Iteris performed several traffic
engineering, modeling and analysis tasks for the City of Corona since the completion of the General Plan
Update. These projects consisted of the analysis of
various roadways using the City's travel demand model.

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• Specifically, the work included:
o Analysis of changes in traffic on Foothill Parkway
with different roadway connections to Foothill
o Analysis of the impacts on traffic flow of turn
restrictions at various locations within the City
o Analysis of changes to the ramp configurations at
SR91/Promenade Avenue interchange
o Analysis of changes to ramp configurations at
various interchanges due to the implementation
of the Mid-County Corridor
o Preparation of model build-out volumes at
different locations in the City; these are used for
traffic studies for proposed development projects
• Retrofit of Current Dynamic Message Sign (DMS)
Technology – Iteris provided ITS design services to
retrofit and upgrade the eight (8) existing dynamic
message signs at five (5) locations throughout the City.

Iteris provided specs for different sign vendors, pole
modification details, sign mounting details, and sign
installation plans including wiring, communication, and power.
• Traffic Management Center Video Wall Upgrade –
Iteris assisted the City in the design development and
installation to upgrade the City’s existing TMC video
wall. This project provided the city with a complete
demolition of existing BARCO cube wall video wall
system and recycling of aluminum wall structure –
installed 15+ years ago. Replacing it with a new 4x2 55” LCD video wall replacement. Iteris assisted City staff in closing the existing wall opening for new video wall
installation.

On-Call Traffic/Transportation Engineering
Services – City of Seal Beach, CA (2019-
Ongoing)
Reference: Iris Lee, Deputy Public Works Director/City
Engineer Public Works Department, City of Seal Beach,
(562) 431-2527 Ext. 1322, [email protected]
Iteris has been providing on-call engineering services to the City of Seal Beach since 2019. In general, the work performed under this on-call includes review of traffic control plans and traffic signal improvements.

Other services include development of plans,
specifications, and estimates for traffic/transportation engineering projects, traffic-related studies, signal timing and coordination, conceptual designs, cost estimating
and value engineering, transportation impact studies,
traffic control plans, record drawings, traffic signal system monitoring, operations, and maintenance, compliance
review, and grant applications. During this period, Iteris provided many services through multiple task orders
under the on-call contracts.

A highlight of these services include:
• Special Event Traffic Control Plan Review - In
coordination with special event coordinators, Iteris
provided traffic control plan review for a special event in the City. Iteris reviewed additional traffic control plans developed by others for annual events.
• Local Signal Synchronization Plan – Iteris provided
traffic signal recommendations to be included in the
Plan which serves as a basis for the City’s grant
application effort. Improvements were based off our
knowledge of the City’s infrastructure and the City’s
goals to improve operations and safety citywide. The
LSSP document was used to make the City eligible for
future traffic signal synchronization funding.
• Traffic Signal Recommendations and Design – Iteris
has provided traffic signal recommendations and design
(PS&E) for various signal improvements around the
City. The projects included new traffic signal cabinets, deployment of battery backup systems (BBS), new
traffic signal controllers, and improved detection. The Design also included new ADA pedestrian ramps at
locations that were not currently compliant. The traffic signal improvements placed the City in a better position for improved traffic signal maintenance and future
communication upgrades.
• Stop Sign Policy – Iteris staff developed a stop sign policy for the City of Seal Beach that is consistent with the CAMUTCD, CVC, and City’s Municipal code. The
policy is used to help field numerous requests for stop signs.
• System Integration and Support – Iteris provided
system integration services to assist the City with
installing GPS clocks at intersections along Westminster Blvd. These improvements allowed the City to keep
their traffic signals along Westminster in step with the OCTA Westminster TSSP project.
• Fiber Communication upgrades projects – Iteris has
coordinated with the City to prioritize traffic signal
communication upgrades. Iteris provided fiber
installation PS&E for traffic signals along Lampson
Avenue and on Ocean Avenue to connect traffic signals
and City IT services.

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OCTA On-Call Traffic Engineering Services -
Orange County, CA (01/2008 – Ongoing)
Reference: Alicia Yang, PE, Program Manager III, OCTA,
(714) 560-5362, [email protected]
Iteris has been retained by the Orange County
Transportation Authority (OCTA) since 2008 (re-selected as the highest ranked firm in 2012 and then again in
2015) for a multi-year on-call contract to provide traffic signal engineering and regional synchronization services throughout the County. As part of the on-call contract, Iteris has been tasked with providing the following
services:
• Design and installation of communication system
(Ethernet-over-copper, fiber optics, and/or wireless)
• Traffic signal controller hardware and software
implementation
• Central traffic signal system installation and
integration
• Traffic Management Center (TMC) upgrade
• Installation of GPS units at State-owned
intersections
• Detailed vehicular, pedestrian, and bicycle data
collection
• Signal synchronization analysis to provide weekday
(AM, MD, PM) and weekend coordination timing
plans
• Signal timing implementation at agencies’ TMC
• Observations of new timings in the field and fine-
tuning of timings at agencies’ TMCs
• Operation and maintenance support
• A sampling of recent projects may be provided upon
request.

Traffic Signal Management Services– City
of Lake Forest, CA (7/2021 – Ongoing)
Reference: Tran Tran, PE, Traffic Engineering Manager,
City of Lake Forest, (949) 461-3485,
[email protected]
Iteris is providing traffic signal operation and
management services to the City of Lake Forest. One of
the main duties are to operate and maintain all the traffic signals within the City, including:
• Traffic signal communication system master plan
and IP schematic
• Communication system expansion, operation
monitoring, switch configuration, and system
troubleshooting
• Verify all timings are programmed correctly and
that all traffic signals are in good working order
• Review scheduled operations on the central
traffic signal system to automatically perform a
variety of
• maintenance tasks
• Report traffic signal problems and malfunctions
to the City’s signal maintenance contractor
• Assist the City in resolving traffic signal control
complaints
• Investigate and recommend to the City
improvements such as signal phasing, equipment
upgrades and
• significant timing adjustments
• Coordinate with contractors and modify signal
timings due to roadway constructions

On-Call Traffic Engineering Services – City
of Laguna Woods, CA (4/2012– Ongoing)
Reference: April Baumgarten, Public Works
Administrator, City of Laguna Woods, (949) 639-0568,
[email protected]
Iteris provided traffic engineering services to the City of Laguna Woods. One of the main duties were to operate
and maintain all the traffic signals within the City,
including:
• Monitor traffic signal operations in real-time and
make timing adjustments as necessary to
maintain good traffic progressions
• Review scheduled operations on the Centracs
traffic signal system to automatically perform a
variety of maintenance tasks
• Set up Centracs to automatically gather and
store historical data and real-time information of
traffic signal operations

ATTACHMENT 4
162
TECHNICAL PROPOSAL | CITY OF COSTA MESA

On-Call Engineering Staff Support & Program Management Services (RFP No. 25-01) Iteris, Inc. | 16 of 20

Other traffic engineering services provided included:
• Prepared two successful grant applications, one
for El Toro Road RTSSP and one for Moulton
Parkway RTSSP
• Made presentation at the Public Safety
Committee Meeting
• Submitted monthly update of operational
compliancy for two red-light enforcement
intersections

On-Call Traffic and Transportation
Engineering Services – City of Diamond Bar,
CA (7/2004 – 2026 (Ongoing)
Reference: Christian Malpica, Associate Engineer, City of Diamond Bar, (909) 839-7000,
[email protected]
Iteris is currently providing citywide traffic signal
operations and on-call traffic engineering services for the City of Diamond Bar. Iteris’ staff has been providing ITS design and integration support and is currently assisting the City in their quest to implement an adaptive traffic management system. Mr. Bernard K. Li, EE, TE, PTOE, a
resident of Diamond Bar since 1992, has also acted as a Traffic Engineering consultant for City of Diamond Bar for over 13 years. Iteris’ staff have provided numerous traffic engineering services to the City:
• Citywide traffic signal operations and monitoring
via VPN access to the City’s TransSuite traffic
signal system, including responding to residents’
request for timing check
• Performed citywide traffic signal timing and
coordination
• Adaptive system selection support
• Traffic signal timing preparation and
implementation at various newly installed or
modified signals
• Adjusted signal timing before, during and after
roadway construction to minimize the impact of
traffic congestion due to lane closures.

Oftentimes, timing adjustments were conducted
during late night hours and early morning hours
for nighttime construction.
• City TMC staffing during construction, incidents
and off-hours.
• Traffic Signal and ITS Infrastructure Upgrade
Phases Design
• Communications/ITS equipment troubleshoot
and repair to ensure all traffic signals, CCTV,
video detection, battery backup systems are
online
• City’s traffic engineering advisor for Alameda
Corridor East – Brea Canyon Grade Separation
project
• City’s traffic engineering advisor for Caltrans
57/60 HOV project
• City’s traffic engineering advisor for the Los
Angeles County Pomona Valley ITS project
• Traffic signal modification design at over 10
intersections
• New traffic signal installation and interconnect
design at various intersections
• Neighborhood traffic management plan design
and construction support
• Traffic management and circulation analysis for
Quail Summit Elementary School, Lorbeer Middle
School, Chaparral Middle School and Diamond
Bar High School.
• Suggested Routes to School design for Golden
Springs Elementary, Diamond Point Elementary,
Walnut Elementary, Castle Rock Elementary,
Evergreen Elementary and South Pointe Middle
Schools
• Numerous line-of-sight visibility review
• Basic traffic signal and timing training for City’s
engineering staff
• City Council Study Session presentation of
“traffic signals in our city”
• Signal warrant analysis and left-turn warrant
analysis at various locations
• Signing and striping design at various roadways
• Traffic control plans review
ATTACHMENT 4
163
TECHNICAL PROPOSAL | CITY OF COSTA MESA

On-Call Engineering Staff Support & Program Management Services (RFP No. 25-01) Iteris, Inc. | 17 of 20

6. I TERIS’ UNIQUE CAPABILITIES -
Our highly skilled engineers are the cornerstone of our success, as evidenced by Iteris being selected for nearly 50% of RTSSP projects, both OCTA- and agency-led. These completed
projects have consistently delivered double-digit percentage improvements across all performance metrics, on time and within budget. This unparalleled experience highlights our proven track record and the deep trust we have built with local agencies.

We possess an in-depth knowledge of Orange County. Our key staff members are local to the area, providing them with a profound understanding of the unique traffic conditions, patterns, and transportation network conditions, including roadways and intersections in every city. Each team member brings extensive experience in optimizing traffic operations, implementing safety measures, conducting technical analyses to inform decisions, and configuring systems and equipment.

We excel in delivering all types of traffic engineering projects, including those utilizing Federal funds that require coordination with Local Assistance. Often acting as an extension of the City's staff, we ensure quicker results and improved responsiveness to the City's needs. Moreover, our team’s direct experience working for numerous public agencies, including Costa Mesa, gives us a significant advantage in understanding municipal processes and procedures.

ATTACHMENT 4
164
TECHNICAL PROPOSAL | CITY OF COSTA MESA

On-Call Engineering Staff Support & Program Management Services (RFP No. 25-01) Iteris, Inc. | 19 of 20

Table 2 –Team Members, Role, Location and Skilled Experience STAFF

PROJECT
ROLE
SOCAL

LOCATION AVAILABILITY

EXPERTISE OF KEY INDIVIDUALS RELEVANT TO SCOPE
Ongoing On-Call
Traffic Signal
Design
Operations
Intelligent
Transportation
Systems (ITS)
HSIP
Traffic Signal
Synchronization
Capital
Improvement
RRFB
HAWK
ATP

Shirjeel Muhammad, PE Project
Manager Santa Ana 50%          
Josh McNeill, PE, TE, PTOE QA/QC Santa Ana 40%           Arthur Chanprakrit, PE Task Leader Santa Ana 50%        Ted Huynh, PE, TE Project
Planner Santa Ana 50%       

COST PROPOSAL:

Cost Proposal is provided as separate attachment.

DISCLOSURE :

Provided in Appendix A.

SAMPLE PROFESSIONAL SERVICE AGREEMENT:

Iteris accepts the terms and conditions of the sample contract as-is.

CHECKLIST OF FORMS TO ACCOMPANY PROPOSAL:

Provided in Appendix A.

ATTACHMENT 4
165

EXHIBIT C

FEE SCHEDULE

ATTACHMENT 4
166

July 30, 2024

Mr. Raja Sethuraman, PE
Public Works Director
City of Costa Mesa, CA
77 Fair Drive
Costa Mesa, CA 92626

Re: COST PROPOSAL FOR ON-CALL ENGINEERING STAFF SUPPORT & PROGRAM MANAGEMENT SERVICES - RFP NO. 25-01
11477-169.25
Dear Mr. Sethuraman,

Iteris, Inc. (Iteris) submits our cost proposal to provide services for On-Call Engineering Staff Support and Program Management Services
.

KEY STAFF:

Hourly Rates Effective Through 3/31/2025 Loaded
Billing
Rates KEY STAFF
Shirjeel Muhammad, PE $298
Joshua McNeill, PE, TE, PTOE $289
Ted Huynh, PE, TE $258
Arthur Chanprakrit, PE $199

SUPPORT STAFF:

Hourly Rates Effective Through 3/31/2025 Loaded Billing Rates
SUPPORT STAFF CLASSIFICATIONS Min Max
Support Staff I $104 $123
Support Staff II $163 $202
Assistant Engineer/Planner $113 $141
Associate Engineer/Planner $135 $166
Engineer/Planner $140 $178
Senior Engineer/Planner I $195 $223
Senior Engineer/Planner II $228 $240
Lead Engineer/Senior Manager $236 $285
Associate Vice President/Principal/Director $258 $317
Vice President/Chief Scientist $343 $411

ATTACHMENT 4
167

Default Standard Terms and Conditions
• Rates subject to annual adjustments up to 5% effective April 1st of each year. • Other direct expenses to be billed at cost, unless otherwise negotiated. • Subconsultant, Subcontractor and Equipment expenses to be billed at negotiated cost plus markup.
• Mileage rates will be based upon current IRS standard rates. • Task Orders will utilize individual staff rates at time of Letter Proposal submission, NTE Max Billing Rates.

Thank you for the opportunity to submit our Cost Proposal. Iteris looks forward to assisting the City on important traffic and transportation engineering projects. Iteris accepts the terms and conditions of the sample contract as-is. Please contact me at (949) 270-9647 or [email protected], or the designated Project Manager, Mr. Shirjeel Muhammad, PE, at (951) 821-8105 or [email protected], with any questions.

Sincerely,
Iteris, Inc.

Steven Bradley, PE
Regional Vice President
Mobility Consulting Solutions
Steven Bradley, PE, is authorized to negotiate the contract on behalf of Iteris and our project manager.

ATTACHMENT 4
168

CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 24-367 Meeting Date: 10/15/2024
TITLE:

RECEIVE AND FILE CONCEPTUAL DESIGN OF THE FIRE STATION NO. 2 RECONSTRUCTION

PROJECT
DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES

DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR RECOMMENDATION:

Staff recommends the City Council receive and file the conceptual plans for the design of the Fire Station No. 2 Reconstruction Project.

BACKGROUND:

Fire Station No. 2, located at 800 Baker Street, provides fire protection and emergency response services to the Costa Mesa community. The Fire and Rescue Department's mission is to prevent the loss of life and property. In addition to responding to fires, Fire Station No. 2 also responds to medical emergencies, motor vehicle accidents, rescue calls, and incidents involving hazardous materials.

For several years, Fire Station No. 2 has undergone maintenance and service issues and requires a complete overhaul and reconstruction. Issues that need to be addressed include electrical and mechanical upgrades; heating, ventilation, and air conditioning improvements; modernization of life- safety fire equipment and communications; improved parking facilities; enhancements to the living quarters; improved landscaping; and structural and architectural advancements that adhere to current building codes and regulations.

The existing building consists of an approximately 2,800 square foot Fire Engine room (i.e., apparatus bay/garage) and 3,850 square feet of living space. Fire Station No. 2 has exceeded its useful life and is not compliant with current standards and specifications, underserves current personnel capacity demands, and does not provide gender-neutral accommodations.

ANALYSIS:

In 2022, the City contracted with PBK Architects to prepare complete reconstruction documents for a new Leadership in Energy and Environmental Design (LEED) facility, including conceptual and final design, interior programming, site improvements, soil testing, geotechnical study, hazardous materials testing, architectural, structural, electrical, mechanical, plumbing, and grading design, as well as all necessary calculations, and technical support needed during construction. In addition, services include the design of temporary operational and living quarters for fire personnel during

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Costa Mesa City CouncilOctober 15, 2024

Costa Mesa City Council
October 15, 2024