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CITY OF COSTA MESA
PROFESSIONAL SERVICES AGREEMENT
WITH C2PM
THIS PRO
FESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 1st day of July, 2026 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal corporation (“City”), and C2PM, a California corporation (“Consultant”).
RECITAL
S
A. City p
roposes to utilize the services of Consultant as an independent contractor to provide consturction management and inspection support services for S ignal Modernization for Systemic Safety Impovements (Federal Project No. HSIPL-5312(107) City Project No. 26-01), as more fully described herein; and
B. Consultant
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. City 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 offici
al 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.
NOW, TH
EREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:
1.0. SERVICES PR
OVIDED BY CONSULTANT
1.1. Scope of S
ervices. Consultant shall provide the professional services described in City’s Request for Proposals No. 26-18, attached hereto as Exhibit “A,” and Consultant’s Proposal, attached hereto as Exhibit “B,” both incorporated herein.
1.2. Profes
sional 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. Perfor
mance 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 wi
th 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
(c) Terminate the Agreement as hereinafter set forth.
Further, pursuant to the requirements of Article XXX, Consultant’s performance will be evaluated by the City . A copy of the evaluation will be sent to Consultant for comments. The evaluation together with the comments shall be retained as a part of the Agreement record.
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 harassment, workplace violence, discrimination, 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. In addition, Consultant shall comply with the Non-Discrimination Clause and Statement of Compliance as delineated in Article XVI, attached as Exhibit “N” to this PSA.
Contractor assures that he/she/it will comply with Title VII of the Civil Rights Act of 1964 and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement.
(a) Contractor shall, in all solicitations or advertisements for applicants for employment placed as a result of this Agreement, state that it is an “Equal Opportunity Employer” or that all qualified applicants will receive consideration for employment without regard to their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.
(b) Contractor shall, if requested to so do by the City, certify that it has not, in the performance of this Agreement, discriminated against applicants or employees because of their race, creed, color, disability, sex, sexual orientation, national origin, age , religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.
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(c) If requested to do so by the City, Contractor shall provide the City with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.
(d) Contractor shall recruit vigorously and encourage minority - and women- owned businesses to bid its subcontracts.
(e) Nothing contained in this Agreement shall be construed in any manner so as to require or permit any act, which is prohibited by law.
(f) The Contractor shall include the provisions set forth in subparagraphs (a) through (e) (above) in each of its subcontracts.
(g) The Consultant’s signature affixed herein and dated shall constitute a certification under penalty of perjury under the State of California that the Consultant has, unless exempt, complied with the nondiscrimination requirements of Government Code § 12990 and 2 CCR § 8103.
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.
1.9. Workplace Safety. In performing services under this Agreement, Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal, and local governing bodies, having jurisdiction over the scope of services, including all applicable provisions of the California Occupational Safety and Health Act. Contractor shall indemnify and hold City harmless from any and all liability, fines, penalties and consequences from any of Contractor’s failures to comply with such laws, ordinances, codes and regulations.
(a) Accidents: If a death, serious personal injury, or substantial property damage occurs in connection with Contractor’s performance of this Agreement, Contractor shall immediately notify the Costa Mesa City Risk Manager's 4 C2PM
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Office by telephone. Contractor shall promptly submit to City a written report, in such form as may be required by City of all accidents which occur in connection with this Agreement. This report must include the following information: (1) name and address of the injured or deceased person(s); (2) name and address of Contractor's sub -Contractor, if any; (3) name and address of Contractor's liability insurance carrier; and (4) a detailed description of the accident and whether any of City's equipment, tools, material, or staff were involved.
(b) Contractor further agrees to take all reasonable steps to preserve all physical evidence and information which may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and to grant to the City the opportunity to review and inspect such evidence, including the scene of the accident.
1.10. State Prevailing Wage Rates.
(a) No Consultant or Subconsultant may be awarded an Agreement containing public work elements unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code § 1725.5. Registration with DIR must be maintained throughout the entire term of this Agreement, including any subsequent amendments.
(b) The Consultant shall comply with all of the applicable provisions of the California Labor Code requiring the payment of prevailing wages. The General Prevailing Wage Rate Determinations applicable to work under this Agreement are available and on file with the Department of Transportation’s Regional/District Labor Compliance Officer.
(c) General Prevailing Wage Rate Determinations applicable to this project may also be obtained from the Department of Industrial Relations website at http://www.dir.ca.gov.
(d) Payroll Records: 1) Each Consultant and Subconsultant shall keep accurate certified payroll records and supporting documents as mandated by Labor Code § 1776 and as defined in 8 CCR § 16000 showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each worker or other employees by the Consultant or Subconsultant; 2) The payroll records enumerated under paragraph 1) above shall be certified as correct by the Consultant under penalty of perjury. Each Consultant shall submit a certified copy of the records to the entity that requested the records within ten (10) calendar days after receipt of the written request.
(e) When prevailing wage rates apply, the Consultant is responsible for verifying compliance with certified payroll requirements. Invoice payment will not be made until the invoice is approved by the City’s Contract Administrator.
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(f) Penalty. The Consultant and any of its Subconsultants shall comply with Labor Code § 1774 and § 1775. Pursuant to § 1775, the Consultant and any Subconsultants shall forfeit to the City a penalty of not more than two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the Director of DIR for the work or craft in which the worker is employed for any public work done under the Agreement by Consultant or by its Subconsultants in violation of the requirements of the Labor Code and in particular, Labor Code §§ 1770 to 1780, inclusive.
(g) Pursuant to Labor Code § 1775, the City shall notify the Consultant on a public works project within fifteen (15) calendar days of receipt of a complaint that a Subconsultant has failed to pay workers the general prevailing rate of per diem wages.
2.0. COMPENSATION AND BILLING
2.1. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “C,” (Consultant’s Cost Proposal) attached hereto and made a part of this Agreement. Consultant’s total compensation, based upon lump sum, shall not exceed Four Hundred Six Thousand Eighty-Four Dollars and Eighty-Three Cents ($406,084.83).
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. Prompt Payment From Local City To Consultant. The City shall make all project progress payment within 30 days after receipt of an undisputed and properly submitted payment request from Consultant on a professional service contract. If the City fails to pay promptly, the City shall pay interest to the Consultant, which accrues at the rate of 10 percent per annum on the principal amount of a money judgment remaining unsatisfied and pro- rated as necessary.
Upon receipt of the payment request, the City shall act in accordance with both of the following:
(a) The City shall review each payment request as soon as feasible after receipt to verify it is a proper payment request.
(b) The City must return any payment request deemed improper by the City to the Consultant as soon as feasible, but not later than seven (7) days, after receipt. A request returned pursuant to this paragraph shall 6 C2PM
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include documentation setting forth in writing the reasons why it is an improper payment request.
2.5. Prompt Payment Certification. Consultant must now submit Exhibit 9-P (pursuant to Article XXX) to the City administering the contract by the 15th of the month following the month of any payment(s). If the Consultant does not make any payments to subconsultants, supplier(s), and/or manufacturers they must report “no payments were made to subs this month” and write this visibly and legibly on Exhibit 9-P.
The City must verify all Exhibit 9 -P information, monitor compliance with prompt payment requirements for DBE and non- DBE firms, and address any shortfalls to the DBE commitment and prompt payment issues until the end of the project. The City must email a copy of Exhibit 9- P to [email protected] before the end of the month after receiving the Exhibit 9-P from the Consultant.
2.6. Prompt Payment of Withheld Funds to Subconsultants. The City may hold retainage from CONSULTANT and shall make prompt and regular incremental acceptances of portions, as determined by the City, or the contract work, and pay retainage to Consultant based on these acceptances. The City shall designate that no retainage will be held by the City from progress payments due to Consultant. Consultant and subconsultants are prohibited from holding retainage from subconsultants. Any delay or postponement of payment may take place only for good cause and with the City’s prior written approval. Any violation of these provisions shall subject the violating Consultant or subconsultant to the penalties, sanctions, and other remedies specified in Section 3321 of the California Civil Code. This requirement shall not be construed to limit or impair contractual, administrative or judicial remedies, otherwise available to Consultant or subconsultant in the event of a dispute involving late payment or nonpayment by Consultant, deficient subconsultant performanc e and/or noncompliance by a subconsultant. This clause applies to both DBE and non-DBE subconsultants.
2.7. Retention of Records, Audits and Audit Review Procedure. (a) For the purpose of determining compliance with Gov. Code § 8546.7, the Consultant, Subconsultants, and City shall maintain all books, documents, papers, accounting records, Independent CPA Audited Indirect Cost Rate workpapers, and other evidence pertaining to the performance of the Agreement including, but not limited to, the costs of administering the Agreement. All parties, including the Consultant’s Independent CPA, shall make such workpapers and materials available at their respective offices at all reasonable times during the Agreement period and for three (3) years from the date of final payment under the Agreement and records for real property and equipment acquired with federal funds must be retained for three (3) years after final disposition. City, Caltrans Auditor, FHWA, or any duly authorized representative of the Federal government having jurisdiction under Federal laws or regulations (including the basis of Federal funding in whole or in part) shall have access to any books, records, and documents of the Consultant, Subconsultants, and the Consultant’s Independent CPA, that are pertinent to the Agreement for audits, examinations, workpaper review, excerpts, and transactions, and copies thereof shall be furnished if requested without limitation.
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post audit of this Agreement that is not disposed of by Agreement, shall be reviewed by City’s Chief Financial Officer.
(c) Not later than thirty (30) calendar days after issuance of the final audit report, Consultant may request a review by City’s Chief Financial Officer of unresolved audit issues. The request for review will be submitted in writing.
(d) Neither the pendency of a dispute nor its consideration by City will excuse Consultant from full and timely performance, in accordance with the terms of this Agreement.
(e) Consultant and subconsultant Agreements, including cost proposals and Indirect Cost Rates (ICR), may be subject to audits or reviews such as, but not limited to, an Agreement audit, an incurred cost audit, an ICR Audit, or a CPA ICR audit work paper review. If selected for audit or review, the Agreement, cost proposal and ICR and related work papers, if applicable, will be reviewed to verify compliance with 48 CFR 31 and other related laws and regulations. In the instances of a CPA ICR audit work paper review it is Consultant’s responsibility to ensure federal, City, or local government officials are allowed full access to the CPA’s work papers including making copies as necessary. The Agreement, cost proposal, and ICR shall be adjusted by Consultant and approved by City Contract Administrator to conform to the audit or review recommendations. Consultant agrees that individual terms of costs identified in the audit report shall be incorporated into the Agreement by this reference if directed by City at its sole discretion.
Refusal by Consultant to incorporate audit or review recommendations, or to ensure that the federal, City or local governments have access to CPA work papers, will be considered a breach of Agreement terms and cause for termination of the Agreement and disallowance of prior reimbursed costs.
(f) Consultant’s Cost Proposal may be subject to a CPA ICR Audit Work Paper Review and/or audit by the Independent Office of Audits and Investigations (IOAI). IOAI, at its sole discretion, may review and/or audit and approve the CPA ICR documentation. The Cost Proposal shall be adjusted by the Consultant and approved by the City Contract Administrator to conform to the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report. Refusal by the Consultant to incorporate the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report will be considered a breach of the Agreement terms and cause for termination of the Agreement and disallowance of prior reimbursed costs.
(1) During IOAI’s review of the ICR audit work papers created by the Consultant’s independent CPA, IOAI will work with the CPA and/or Consultant toward a resolution of issues that arise during the review. Each party agrees to use its best efforts to resolve any audit disputes in a timely manner. If IOAI identifies significant issues during the review and is unable to issue a cognizant approval letter, 8 C2PM
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City will reimburse the Consultant at an accepted ICR until a FAR (Federal Acquisition Regulation) compliant ICR (e.g. 48 CFR Part 31; GAGAS (Generally Accepted Auditing Standards); CAS (Cost Accounting Standards), if applicable; in accordance with procedures and guidelines of the American Association of State Highways and Transportation Officials (AASHTO) Audit Guide; and other applicable procedures and guidelines) is received and approved by IOAI.
Accepted rates will be as follows:
a. If the proposed rate is less than one hundred fifty percent (150%) - the accepted rate reimbursed will be
ninety percent (90%) of the proposed rate.
b. If the proposed rate is between one hundred fifty
percent (150%) and two hundred percent (200%) - the
accepted rate will be eighty-five percent (85%) of the
proposed rate.
c. If the proposed rate is greater than two hundred percent (200%) - the accepted rate will be seventy -five percent (75%) of the proposed rate.
(2) If IOAI is unable to issue a cognizant letter per paragraph E.1. above, IOAI may require Consultant to submit a revised independent CPA-audited ICR and audit report within three (3) months of the effective date of the management letter. IOAI will then have up to six (6) months to review the Consultant’s and/or the independent CPA’s revisions.
(3) If the Consultant fails to comply with the provisions of this paragraph E, or if IOAI is still unable to issue a cognizant approval letter after the revised independent CPA audited ICR is submitted, overhead cost reimbursement will be limited to the accepted ICR that was established upon initial rejection of the ICR and set forth in paragraph E.1. above for all rendered services. In this event, this accepted ICR will become the actual and final ICR for
reimbursement purposes under this Agreement.
(4) Consultant may submit to City final invoice only when all of the following items have occurred: (1) IOAI accepts or adjusts the original or revised independent CPA audited ICR; (2) all work under this Agreement has been completed to the satisfaction of City; and, (3) IOAI has issued its final ICR review letter. The Consultant must submit its final invoice to City no later than sixty (60) calendar days after occurrence of the last of these items. The accepted ICR will apply to this Agreement and all other agreements executed between City and the Consultant, either as a prime or
subconsultant, with the same fiscal period ICR.
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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 AgreementFailure 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.
4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of twenty-four (24) months, ending on July 21, 2028 , unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. This Agreement may be extended by one (1) one (1) year period upon mutual written agreement of both parties.
4.2. This AGREEMENT may be terminated by City, provided that City gives not less than thirty (30) calendar days’ written notice (delivered by certified mail, return receipt requested) of intent to terminate. Upon termination, City shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
4.3. City may temporarily suspend this Agreement, at no additional cost to City, provided that Consultant is given written notice (delivered by certified mail, return receipt requested) of temporary suspension. If City gives such notice of temporary suspension, Consultant shall immediately suspend its activities under this Agreement. A temporary suspension may be issued concurrent with the notice of termination.
4.4. Notwithstanding any provisions of this Agreement, Consultant shall not be relieved of liability to City for damages sustained by City by virtue of any breach of this Agreement by Consultant, and City may withhold any payments due to Consultant until such 10 C2PM
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time as the exact amount of damages, if any, due City from Consultant is determined.
4.5. In the event of termination, Consultant shall be compensated as provided for in this Agreement. Upon termination, City shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
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 Best’s Key Insurance 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 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 likewise 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 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 11 C2PM
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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.
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.
5.6. Excess Coverage . To the extent that Contractor maintains any insurance coverage(s) in amounts or types which are not expressly called out in this Agreement, such additional coverage(s) shall be deemed to be required by this Agreement.
5.7. Federal Insurance Requirements. If required by Article XIX, Consultant shall maintain insurance in accordance with those requirements.
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 12 C2PM
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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 t his 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. Debarment and Suspension Certification: Applicable to all agreements funded in part or whole with federal funds and contracts over $25,000.
(a) By signing this agreement and Exhibit “Q,” Debarment and Suspension Certification, Contractor/Grantee agrees to comply with applicable federal suspension and debarment regulations, including but not limited to 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.
(b) By signing this agreement, Contractor certifies to the best of its knowledge and belief, that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded by any federal department or agency;
(2) Shall not knowingly enter into any covered transaction with a person who is proposed for debarment under federal regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in such transaction.
(c) Any exceptions to this certification must be disclosed to City. Exceptions will not necessarily result in denial of recommendation for award but will be considered in determining responsibility. Disclosures must indicate party to whom the exceptions apply, the initiating agency, and the dates of agency action.
(d) Exceptions to the Federal Government excluded parties (https://sam.gov/content/home) maintained by the U.S. General Services Administration are to be determined by FHWA.
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6.5. Additional Contract Provisions – Federal. Contractor shall comply with all of the terms and conditions of Exhibit “E,” Article XXXI Title VI Assurances, Appendices A-E of the Title VI Assurances (Appendix A; Appendix B; Clauses for Deeds Transferring United States Property; Appendix C, Clauses for Transfer of Real Property Acquired or Improved Under the Activity, Facility, or Program; Appendix D, Clauses for Construction/Use/Access to Real Property Acquired Under the Activity, Facility, or Program; and Appendix E) which is attached hereto and incorporated herein by this reference as though set forth in full. Exhibit “F,” Article III, Statement of Work; Exhibit “G,”Article IV, Performance Period; Exhibit “H,”Article V, Allowable Costs and Payments; Exhibit “I,” Article VII, Cost Principle and Administrative Requirements; Exhibit “J,”Article X, Subcontracting; Exhibit “K,”Article XI, Equipment Purchase and Other Capital Expenditures; Exhibit “L” Article XII, State Prevailing Wage Rates; Exhibit “M,” Article XIII Conflict of Interest; Exhibit “N” Article XIV, Rebates, Kickbacks or Other Unlawful Consideration; Exhibit “O,”Article XV, Prohibition of Expending City, State, or Federal Funds for Lobbying; Exhibit “P,” Article XVI, Non-Discrimination Clause And Statement Of Compliance; Exhibit “Q,” Article XVII, Debarment and Suspension Certification; Exhibit “R,” Article XX, Funding Requirements; Exhibit “S,” Article XXI, Change In Terms; Exhibit “T,” Article XXIII, Disputes; Exhibit “U,” Article XXIV, Inspection of Work; Exhibit “V,” Article XXV, Safety; and Exhibit “W,” Article XXXIII, Contract.
6.6. Notices. Any notices, documents, correspondence or other communications regarding interpretation of the terms of this Agreement , changes thereto, 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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22601 Summerfield, Suite 2
Mission Viejo, CA 92692
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: (949) 254-9077 Tel: (714) 754-5184
Attn: Rowena Altaha Attn: Ramin Nikoui
Courtesy copy to:
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Attn: Finance Dept. | Purchasing
6.7. 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 14 C2PM
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immediate termination of this Agreement by City.
6.8. Attorneys’ Fees. In the event that 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.
6.9. 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 Los Angeles County, California.
6.10. 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.
6.11. 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 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.
In addition, Consultant must also comply with Article XXVII Claims Filed by City’s Construction Contractor as follows:
(a) If claims are filed by City’s construction contractor relating to work 15 C2PM
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performed by Consultant ’s personnel, and additional information or assistance from Consultant’s personnel is required in order to evaluate or defend against such claims; Consultant agrees to make its personnel available for consultation with City’s construction contract administration and legal staff and for testimony, if necessary, at depositions and at trial or arbitration proceedings.
(b) Consultant’s personnel that City considers essential to assist in defending against construction contractor claims will be made available on reasonable notice from City.Consultation or testimony will be reimbursed at the same rates, including travel costs that are being paid for Consultant’s personnel services under this Agreement.
(c) Services of Consultant’s personnel in connection with City’s construction contractor claims will be performed pursuant to a written contract amendment, if necessary, extending the termination date of this Agreement in order to resolve the construction claims.
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.
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/Confidentiality of Data/Documents.
(a) It is mutually agreed that all materials prepared by Consultant under this Agreement shall become the property of City, and Consultant shall have no property right therein whatsoever. Immediately upon termination, City shall be entitled to, and Consultant shall deliver to City, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not, and other such materials as may have been prepared or accumulated to date by Consultant in performing this 16 C2PM
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Agreement which is not Consultant’s privileged information, as defined by law, or Consultant’s personnel information, along with all other property belonging exclusively to City which is in Consultant’s possession. Publication of the information derived from work performed or data obtained in connection with services rendered under this Agreement must be approved in writing by City.
(b) Additionally, it is agreed that the Parties intend this to be an Agreement for services and each considers the products and results of the services to be rendered by Consultant hereunder to be work made for hire. Consultant acknowledges and agrees that the work (and all rights therein, including, without limitation, copyright) belongs to and shall be the sole and exclusive property of City without restriction or limitation upon its use or dissemination by City. (c) Nothing herein shall constitute or be construed to be any representation by Consultant that the work product is suitable in any way for any other project except the one detailed in this Contract. Any reuse by City for another project or project location shall be at City’s sole risk.
(d) Applicable patent rights provisions regarding rights to inventions shall be included in the contracts as appropriate (48 CFR 27 Subpart 27.3 - Patent Rights under Government Contracts for federal-aid contracts). (e) City may permit copyrighting reports or other agreement products. If copyrights are permitted; the Agreement shall provide that the FHWA shall have the royalty-free nonexclusive and irrevocable right to reproduce, publish, or otherwise use; and to authorize others to use, the work for government purposes.
(f) All financial, statistical, personal, technical, or other data and information relative to City’s operations, which are designated confidential by City and made available to Consultant in order to carry out this Agreement, shall be protected by Consultant from unauthorized use and disclosure.
(g) Permission to disclose information on one occasion, or public hearing held by City relating to the Agreement, shall not authorize Consultant to further disclose such information, or disseminate the same on any other occasion.
(h) Consultant shall not comment publicly to the press or any other media regarding the Agreement or City’s actions on the same, except to City’s staff, Consultant’s own personnel involved in the performance of this Agreement, at public hearings, or in response to questions from a Legislative committee.
(i) Consultant shall not issue any news release or public relations item of any nature, whatsoever, regarding work performed or to be performed under this Agreement without prior review of the contents thereof by 17 C2PM
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City, and receipt of City’s written permission.
(j) Any subcontract entered into as a result of this contract shall contain all of the provisions of this Article.
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 7920.000, 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 section 7924.510, 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.
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.
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. In addition, Consultant must comply with the federal Conflict of Interest provisions delineated in Article XIII, attached hereto as Exhibit “M”.
.
6.17. Rebates, Kickbacks or Other Unlawful Consideration. The Consultant warrants this this Agreement was not obtained or secured through rebates, kickbacks or other unlawful consideration, i.e., a commission, percentage, brokerage, or contingent fee, excepting bona fide employees, or bona fide established commercial or selling agencies maintained by Consultant for the purpose of securing business. For breach or violation of this warranty, City shall have the right, in its discretion, to terminate this Agreement without liability, to pay only for the value of the work actually performed, or to deduct from this Agreement prices or otherwise recover the full amount of such rebate, kickback or other unlawful consideration.
6.18. Prohibition of Expending City, State, or Federal Funds for Lobbying.
(a) The Consultant certifies, to the best of his or her knowledge and belief, that 1) No State, Federal, or City appropriated funds have been paid or will be paid, by or on behalf of the Consultant, to any person for influencing or attempting to influence an officer or employee of any local, State, or Federal agency, a Member of the State Legislature or United States Congress, an officer or employee of the Legislature or Congress, or any employee of a Member of the Legislature or Congress, in connection with the awarding or making of this Agreement, or with the extension, continuation, renewal, amendment, or modification of this Agreement.
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(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this Agreement, the Consultant shall complete and submit Standard Form -LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
(c) This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite form making or entering into this transaction imposed by 31 U.S.C. § 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than ten thousand dollars ($10,000) and not more than one hundred thousand dollars ($100,000) for each such failure.
(d) The Consultant also agrees by signing this document that he or she shall require that the language of this certification be included in all lower tier subagreements, which exceed one hundred thousand dollars ($100,000), and that all such subrecipients shall certify and disclose accordingly.
6 .19. 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.
6.20. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.
6.21. National Labor Relations Board Certification. In accordance with Public Contract Code Section 10296, Consultant hereby states under penalty of perjury that no more than one unappealable finding of contempt of court by a federal court has been issued against Consultant within the immediately preceding two-year period, because of Consultant’s failure to comply with an order of a federal court that orders Consultant to comply with an order of the National Labor Relations Board.
6.22. 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.
6.23. 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.
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6.24. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.
6.25. 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.
6.26. 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.
6.27. 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 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.
6.28. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.
6.29. 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.
6.30. 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.
6.31. 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.
6.32. 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.
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[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: __________________________ Cecilia Gallardo-Daly
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
Public Works Director
APPROVED AS TO PURCHASING:
__________________________________ Date: __________________________ Finance Director
EXHIBIT A
REQUEST FOR PROPOSALS
EXHIBIT B
CONSULTANT’S PROPOSAL
CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION April 27, 2026
Mr. Kevin Gaxiola
Senior Management Analyst
City of Costa Mesa
Public Works Department
SUBJECT: CONSTRUCTION MANAGEMENT AND INSPECTION SUPPORT SERVICES FOR SIGNAL MODERNIZATION FOR SYSTEMIC SAFETY IMPROVEMENTS (FEDERAL PROJECT NO. HSIPL-5312(107), CITY PROJECT NO. 26-01)
Dear Mr. Gaxiola and Selection Committee,
C2PM is pleased to submit this proposal to provide Construction Management and Inspection (CM/CI) Support Services for the City of Costa Mesa’s (City) Signal Modernization for Systemic Safety Improvements Project (Project). We understand the City’s goal is to efficiently deliver safety- focused upgrades across 128 signalized intersections within a compressed 95 working day construction window, while maintaining strict compliance with federal requirements and minimizing impacts to the community. Our CM/CI team brings extensive experience delivering federally funded transportation projects administered through Caltrans, with a strong command of the Local Assistance Procedures Manual (LAPM), federal reporting requirements, labor compliance, and documentation protocols. We understand that this project requires not only technical expertise in traffic signal systems , including signal head upgrades, pedestrian safety enhancements, emergency preemption, and battery backup systems, but also disciplined contract administration, proactive coordination, and real-time responsiveness to City staff and contractors.
C2PM is a full-service Program, Project, and Construction Management firm with 25 years of experience, with roots in general contracting dating back to 1997. Our depth of experience is critical to the value we bring to our clients, providing our team with a practical, field-driven understanding of construction means and methods, cost drivers, sequencing, and contractor-minded decision- making that translates into more accurate cost estimating, stronger construction oversight, proactive management of unforeseen conditions, and more effective risk mitigation.
Over the past two decades, C2PM has successfully supported the delivery of more than $15 billion in capital improvement programs (CIP) for public agencies throughout California. Our experience spans roadway and highway improvements, bridges and structures, water and wastewater systems, storm drain infrastructure, transit systems, airport facilities, and public buildings. We have provided Construction Management, Construction Inspection, Cost Estimating, and Traffic Safety control services to municipalities including City of Los Angeles, Orange County, San Diego, Irvine, Lake Forest, Fullerton, Tustin, Perris, Alameda, Pittsburg, Oakland, and Benicia.
UNDERSTANDING & APPROACH
C2PM will provide a dedicated Resident Engineer (RE) and experienced inspection staff to deliver full-service construction management, including contract administration, schedule and cost control, inspection, documentation, and federal compliance oversight. Our approach emphasizes:
§ Proactive Field Coordination: Rapid issue resolution, continuous communication, and close coordination with contractors & stakeholders to maintain schedule. 1 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION
TABLE OF CONTENTS
COVER LETTER ................................................................. 1 SECTION 1 - BACKGROUND AND PROJECT SUMMARY ................. 4 SECTION 2 - PROJECT APPROACH & METHODOLOGY ................. 5 SECTION 3 - QUALIFICATIONS & EXPERIENCE OF FIRM .............. 10 SECTION 4 - EXPERIENCE & RECORD OF SUCCESS ON SIMILAR
FEDERAL PROJECTS .......................................................... 20 SECTION 5 - FINANCIAL CAPACITY ....................................... 21 SECTION 6 - COST PROPOSAL ............................................. 21 FORMS .......................................................................... 22
VENDOR APPLICATION FORM
COMPANY PROFILE & REFERENCES
EX PARTE COMMUNICATIONS CERTIFICATE
DISCLOSURE OF GOVERNMENT POSITIONS
DISQUALIFICATIONS QUESTIONNAIRE
BIDDER/APPLICANT/CONTRACTOR CAMPAIGN CONTRIBUTION
LAPM EXHIBIT 10-Q – DISCLOSURE OF LOBBYING ACTIVITIES
3 CITY OF COSTA MESA: RFP 26-18
SECTION 1 - BACKGROUND AND
PROJECT SUMMARY
C2PM understands that the City is seeking
CM/CI support services for the federally funded
Project, which will implement critical safety and
operational upgrades at approximately 128 of
the City’s 131 signalized intersection
improvements throughout the City including
installation of retroreflective border backplates
at signalized intersections, new countdown
pedestrian signal heads, upgrades of 8-inch
signal heads to 12-inch signal heads,
emergency vehicle preemption, battery backup
systems, and leading pedestrian intervals at
select intersections . This federally funded
project must be delivered within a compressed
95-day construction schedule and in strict
accordance with Caltrans LAPM requirements,
as well as all applicable federal, state, and local
regulations.
The project plans confirm that the work is
distributed citywide across multiple major
corridors and intersection groups, including
locations along Fairview Road, Bristol Street,
Newport Boulevard, Harbor Boulevard, Baker
Street, Bear Street, Adams Avenue, Victoria
Street, Sunflower Avenue, Placentia Avenue,
and other local streets. Several plan sheets also
identify intersections near or adjacent to
sensitive and high-activity areas such as
schools, South Coast Plaza, Metro Pointe, the
City Yard, Fairview Pa rk, and city boundaries
with Santa Ana and Newport Beach. This
citywide distribution requires a CM/CI team that
can coordinate multiple work fronts, maintain
consistent field documentation, monitor traffic
control and pedestrian access, and support
efficient construction sequencing without
unnecessary disruption to residents,
businesses, schools, and visitors.
We understand the City’s primary objective is to
complete these safety improvements
efficiently, safely, and in full compliance with
the project plans, specifications, Caltrans
requirements, and federal-aid procedures. The
Scope of Services in Appendix A requires
comprehensive CM/CI services to support the
City through all phases of construction. This
includes plan review, inspection, quality
assurance, coordination with stakeholders ,
contract administration, documentation,
schedule review, RFI and submittal processing,
change order support, labor compliance,
federal reporting, project records, and
adherence to federal-aid requirements such as
certified payroll, Buy America provisions, and
detailed project recordkeeping.
C2PM further understands that successful
delivery will depend on proactive coordination
during pre-construction, construction, and
closeout. During the initial construction phase,
the consultant is expected to review the PS&E,
identify constructability issues, initiate the
project control system, prepare Caltrans pre-
construction documentation, complete LAPM
Exhibit 15-B, review the Contractor’s schedule
and submittals, support the pre-construction
meeting, review labor provisions and EEO
requirements, and establish a City/Caltrans-
compliant project filing structure. During
construction, the consultant must provide on-
the-job inspection, daily and weekly reports,
certified payroll review, employee interviews,
prompt payment tracking, photo
documentation, quantity calculations, Q -
sheets, progress payment support, RFI and
change order processing, schedule monitoring,
traffic control oversight, and federal
documentation tracking.
4 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION SECTION 2 - PROJECT APPROACH &
METHODOLOGY
PROJECT FAMILIARITY AND UNDERSTANDING OF
WORK OBJECTIVES
C2PM understands that this project is a
citywide, federally funded traffic signal safety
improvement effort requiring coordinated
construction management across numerous
active intersections within a compressed
construction duration. Because the work will
occur at 128 signalized intersections
throughout Costa Mesa, successful delivery will
depend on early project familiarization, clear
sequencing, consistent inspection coverage,
disciplined federal documentation, and close
coordination with the City, Contractor, utilities,
schools, adjacent businesses, and high-activity
destinations.
C2PM’s approach will begin with a detailed
review of the project plans, specifications, bid
items, federal requirements, site visit to the
intersection locations, and Contractor’s
proposed schedule. This review will allow our
Resident Engineer (RE), Shahrdad
Deravi, PE and Senior Inspector,
Steven DeMarr, ICC to identify work
locations requiring heightened
coordination, including intersections
near schools, South Coast Plaza,
Segerstrom Center for the Arts,
Orange Coast College, Fairview Park,
City facilities, and major commercial
corridors. Our team will use this early
review to anticipate access and traffic
flow constraints, detours, traffic
control needs, pedestrian routing,
signal equipment coordination, and
pre-construction property condition
documentation before field work
begins.
The primary objective of C2PM’s
approach is to assist the City deliver
the signal modernization
improvements safely, efficiently, and
in compliance with the project
documents and federal-aid requirements. To
accomplish this, C2PM will establish a project
control system at the outset, complete required
startup checklists, review the Contractor’s
schedule, phased construction sequencing,
traffic plans and submittals, confirm
documentation protocols, and coordinate
inspection coverage around the Contractor’s
planned work activities. This setup will allow
C2PM to respond quickly as work moves
between intersections while maintaining
consistent reporting, quantity verification,
commissioning and compliance tracking.
During construction, C2PM will focus on
verifying that installations are completed in
accordance with the approved plans and
specifications, while documenting the work in a
manner that supports progress payments,
federal reimbursement, and project closeout.
Field staff will monitor traffic control,
pedestrian access, signal equipment
installation, field testing, public impacts, and
contractor progress. Our RE, Shahrdad Deravi,
5 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION across multiple
intersections
verify installation, document functional testing, track deficiencies, and maintain daily reports, photos, quantities, testing records, punch lists, as-builts, and closeout documentation by intersection and bid item.
RESIDENT ENGINEER RESPONSIVENESS AND
COMMUNICATION PROTOCOL
C2PM understands that prompt
responsiveness by the RE is critical to the
success of this project because the work will
move quickly across 128 active signalized
intersections within a 95-working-day
construction duration . Delayed responses to
RFIs, submittals, traffic control concerns,
signal equipment certifications, Buy
America/BABA documentation, or field
questions could affect multiple work locations,
create access impacts, delay equipment
installation, or jeopardize federal
reimbursement documentation. C2PM’s RE,
Shahrdad Deravi, PE will serve as the cen tral
point of coordination between the City,
Contractor, utilities and project stakeholders
providing timely communication, clear
direction, and proactive issue resolution
throughout all phases of construction.
Pre-Construction Phase: During pre-
construction, C2PM’s RE, Shahrdad Deravi, PE,
will establish the foundation for
communication, responsiveness, and decision-
making by confirming protocols with the City’s
Project Manager for RFIs, submittals, change
orders, inspection requests, field issues,
federal documentation routing, meeting
schedules, and escalation procedures. Our RE
will lead pre-construction meetings, review
contract, schedule, traffic control, and phasing
requirements with the Contractor, and confirm
expectations for daily reporting, weekly
coordination, schedule updates, traffic control
implementation, and required federal
documentation.
Our RE will also perform an early review of the
plans, specifications, bid items, Contractor’s
baseline schedule, intersection sequencing
plan, traffic control approach, and signal
equipment submittal schedule. Particular
attention will be given to high-activity locations
such as Orange Coast College, Newport-Mesa
Unified School District facilities,
Segerstrom/South Coast Plaza, and business
corridors, where access, public notices,
pedestrian movement, and peak traffic periods
must be carefully coordinated. As part of this
early effort, C2PM will conduct a pre-
construction condition survey with photo
and/or video documentation at applicable work
locations to document existing conditions
before construction begins and help protect the
City from unsupported public or private damage
claims.
To support prompt action, our RE will establish
tracking logs for RFIs, submittals, action items,
change orders, signal equipment certifications,
Buy America/BABA documentation,
Certificates of Compliance, traffic control
issues, and stakeholder concerns. Each log will
identify the responsible party, date received,
required action, target response date, status,
and follow-up needed. Time-sensitive items
7 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION affecting upcoming field work, such as
countdown pedestrian signals, 12-inch signal
heads, emergency vehicle preemption
equipment, battery backup systems,
controller/cabinet-related components, and
traffic control approvals, will be prioritized
based on the Contractor’s look-ahead
schedule.
Construction Phase: During construction, our
RE, Shahrdad Deravi, PE, will maintain active
communication with the City, Contractor,
design team, and inspection staff to keep work
progressing across multiple intersections. Our
RE will coordinate daily with field staff to
confirm work locations, critical activities, field
conditions, traffic control status, pedestrian
access, public impacts, quantities, and
unresolved issues. Our RE will also conduct
regular progress meetings, review look-ahead
schedules, monitor RFIs and submittals, and
remain accessible during working hours and
critical construction activities to respond to
issues involving signal shutdowns, pedestrian
routing, lane closures, equipment installation,
field testing, access impacts, and changed
conditions.
C2PM will coordinate closely with the
Contractor before work begins at each location
to verify existing utilities and identify potential
conflicts with signal equipment, cabinets,
conduit, pull boxes, service points,
foundations, and related electrical/civil
improvements. Where potholing, utility
verification, trenching, or other subsurface
investigation is required by the plans, field
conditions, or approved Contractor work plan,
C2PM will confirm that the work is properly
coordinated, documented, and completed
before affected installations proceed. If
trenching, micro tunneling, or other subsurface
work becomes necessary, C2PM will monitor
the activity for compliance with approved traffic
control, utility protection, restoration, safety,
and documentation requirements.
C2PM’s inspection team will provide both
electrical and civil inspection support.
Electrical inspection will focus on signal
equipment, pedestrian signal upgrades,
emergency vehicle preemption, battery backup
systems, cabinet/controller-related
components, conduit, wiring, testing, and
related certifications. Civil inspection will focus
on traffic control, pedestrian access,
excavation/restoration impacts, surface
restoration, utility coordination, and any work
affecting sidewalks, curb ramps, pavement, or
adjacent public access areas.
C2PM will use a tiered response approach to
keep the project moving. Safety issues, non-
compliant traffic control, blocked pedestrian
access, signal operation concerns, utility
conflicts, or business/school access impacts
will receive immediate attention. RFIs and
submittals affecting upcoming work will be
prioritized based on schedule impact, material
lead times, and planned work locations, while
routine documentation items such as certified
payroll, prompt payment tracking, daily reports,
weekly RE reports, quantity sheets, testing
records, utility documentation, and federal
forms will be reviewed on a recurring schedule
to prevent backlog and protect reimbursement
eligibility.
Our RE will also support timely decision-making
by providing the City with concise, well-
documented recommendations. When an issue
requires City direction, design clarification,
utility coordination, or formal approval, our RE
will transmit the issue with relevant field facts,
photographs, specification references,
schedule considerations, cost implications,
and recommended options so the City can
make informed decisions quickly while
maintaining proper control of contract
direction.
Post Construction Phase: During post-
construction, C2PM will focus on completing
the project in an organized, documented, and
audit-ready manner. Our RE, Shahrdad Deravi,
PE, will coordinate with the City, Contractor,
inspection staff, and electrical/signal support
personnel to confirm that all work has been
8 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION completed in accordance with the approved
plans, specifications, change orders, and City
requirements. C2PM will prepare and track the
punch list, verify corrective actions, confirm
final quantities, and support final acceptance of
the work.
C2PM will also support final testing and
commissioning of the signal modernization
improvements, including countdown
pedestrian signals, leading pedestrian
intervals, emergency vehicle preemption
equipment, battery backup systems, upgraded
signal heads, re troreflective backplates,
cabinet/controller-related components, and
related electrical/signal improvements. Any
deficiencies identified during final inspection or
testing will be documented, communicated to
the Contractor, and tracked through correction.
Closeout documentation will be maintained by
intersection and bid item to provide the City
with a complete project record. C2PM will
compile final reports, quantity sheets, testing
records, photographs, material certifications,
Buy America/BABA documentati on,
Certificates of Compliance, certified payroll
records, DBE/prompt payment documentation,
change order files, RFIs, submittals, punch list
records, and as-built information. C2PM will
also support final payment, Caltrans/FHWA
closeout documentation, reimbursement
support, and audit readiness to help preserve
federal eligibility and provide reliable records
for future signal maintenance and operations.
Project Delivery: C2PM’s responsiveness
protocol is built around the specific needs of
this project: multiple active intersections,
compressed construction duration, traffic and
pedestrian access requirements, signal
equipment coordination, and federal
documentation compliance. By establishing
communication protocols early, maintaining
active tracking logs, aligning responses with the
Contractor’s schedule, and escalating field
issues promptly, the RE will help the City
maintain project momentum, minimize
disruption to the public, and deliver the project
in compliance with the plans, specifications,
LAPM requirements, and federal-aid
documentation standards.
FEDERAL COMPLIANCE AND DOCUMENT
CONTROLS
C2PM understands that this HSIP-funded
project requires complete, accurate, and audit-
ready documentation to protect the City’s
federal reimbursement eligibility. Our approach
is to establish compliance controls at the start
of the project, track required documentation
throughout construction, and verify
completeness before closeout.
1. Federal Compliance
During pre-construction, C2PM will
establish a project filing structure
consistent with City and Caltrans
requirements. The RE will review federal
requirements with the Contractor at the pre-
construction meeting, including Buy
America/BABA, Certificates of Compliance,
labor compliance, EEO requirements,
certified payrolls, employee interviews,
jobsite postings, DBE requirements, prompt
payment reporting, and required LAPM
forms. C2PM will also complete the
Caltrans pre-construction checklist and
LAPM Exhibit 15-B and confirm that federal
documentation responsibilities, submittal
routing, and review procedures are
understood before field work begins.
2. Buy America/BABA and Certificates of
Compliance
C2PM will maintain a material certification
log to track required documentation for
signal equipment and related materials.
This log will identify the item, submittal
status, Certificate of Compliance, Buy
America/BABA documentation, DOT CEM-
3101 documentation, approval status, and
installation status. C2PM will coordinate
with the Contractor early so required
documentation is submitted before
materials are ordered or installed. This will
9 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION apply to applicable project materials such
as:
§ retroreflective backplates,
§ countdown pedestrian signals,
§ 12-inch signal heads,
§ emergency vehicle preemption
equipment,
§ battery backup systems,
§ controller/cabinet-related components,
§ and related electrical/signal materials.
3. Labor Compliance
Controls
C2PM will obtain, review, and track certified
payrolls, owner-operator listings,
apprentice documentation, employee
interviews, wage rates, and required jobsite
postings. Daily inspection reports,
employee interviews, payrolls, and wage
determinations will be cross-checked to
confirm consistency of workers,
classifications, hours, and wage rates.
Payroll delinquencies, discrepancies, or
inadequacies will be documented,
communicated to the Contractor, and
tracked through correction.
4. DBE and Prompt Payment Tracking
C2PM will track subcontracting and DBE-
related (if any) documentation throughout
the project. C2PM will verify that required
forms are submitted on time, reviewed for
completeness, and filed in the project
records. This includes:
§
LAPM Exhibit 16-B, Subcontracting
Request, before subcontracted work
begins;
§ LAPM Exhibit 9-P , Prompt Payment
Certification, monthly;
§ LAPM Exhibit 17-F , Final Report
Utilization of DBE and First-Tier
Subcontractors, at completion;
§ LAPM Exhibit 17-O, DBE Certification
Status Change, if applicable.
5. LAPM Field Documentation
C2PM inspectors will prepare d
aily
inspection reports consistent with LAPM
Exhibit 16-C1, and the Resident Engineer
will prepare weekly reports consistent with
LAPM Exhibit 16-C2. Reports will document
work performed, labor and equipment
observed, quantities, traffic control
conditions, photographs, field issues, safety
concerns, access impacts, and compliance
observations. C2PM will also prepare
Weekly Statements of Working Days
(WSOWD) consistent with LAPM Exhibit 16-
A and maintain quantity sheets consistent
with Caltrans LAPM requirements to support
progress payments and final quantities.
6. Logs, Reviews, and Quality Control
C2PM will maintain active logs for RFIs,
submittals, change orders, working days,
schedule updates, material certifications,
payrolls, DBE/prompt payment forms, field
issues, and closeout items. Before
documents are submitted or filed as final,
the RE will review them for completeness,
consistency, and traceability. Missing or
inconsistent documentation will be
identified early and corrected before it
becomes a closeout or reimbursement
issue.
7. Closeout and Audit Readiness
C2PM will plan closeout from the beginning
of construction. At project completion, we
will verify that final quantities, punch list
records, as-builts, signal testing records,
Buy America/BABA documentation,
Certificates of Compliance, certified payroll
records, DBE forms, prompt payment
certifications, change order files, daily
reports, weekly reports, and federal
closeout documentation are complete and
organized.
SECTION 3 - C2PM QUALIFICATIONS &
EXPERIENCE
C2PM brings construction management,
inspection, contract administration, quality
oversight, documentation control, and project
controls experience supporting public
infrastructure projects for cities, transportation
agencies, airports, transit agencies, and
10 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION Mr. Deravi has more than 40 years of
experience, including a 32-year Caltrans career
with engineering, construction, traffic
engineering, and resident/assistant resident
engineer responsibilities on major freeway,
interchange, traffic management, roadway,
bridge, utility, and corridor improvement
projects throughout Southern California. His
relevant Caltrans District 12 experience
includes the I -5 Expansion, SR-55 Widening,
Barranca Parkway Carpool Ramp, University
Drive On-Ramp, and the Caltrans District 12
Traffic Management Center. He also has
experience with roadway and ATSAC fiber-optic
system integration for the City of Los Angeles
Bureau of Engineering.
For this project, Mr. Deravi will provide RE
leadership, including plan and specification
review, constructability review, contractor
coordination, schedule review, RFI and
submittal coordination, change order support,
inspection oversight, field issue resolution,
quantity verification, LAPM documentation,
and closeout support. His Caltrans background
and construction administration experience
provide the leadership needed to administer a
federally funded project with disciplined
documentation, contract compliance, and
timely coordination.
CONSTRUCTION INSPECTOR QUALIFICATIONS
C2PM’s designated Construction Inspector,
Steven DeMarr, ICC, brings more than 30 years
of inspection experience and multiple ICC
certifications, including Electrical Inspector
and Commercial Combination Inspector. His
background includes systems, MEP, utility,
transportation, transit, airport, and active
urban construction environments.
Mr. DeMarr’s recent systems inspection
experience includes major transportation
projects where he verified approved submittals,
material certifications, RFIs, design changes,
inspection procedures, daily inspection
reports, quality checklists, testing,
commissioning, punch lists, and closeout
records. His experience working in constrained,
active transportation and aviation
environments is directly relevant to monitoring
work at operating intersections while
maintaining safety, access, quality, and
documentation requirements.
For this project, Mr. DeMarr will provide field
inspection for traffic signal and related
electrical work, traffic control implementation,
pedestrian access, daily reports, photographs,
quantity verification, field testing support, and
documentation of deficiencies and corrective
actions.
ELECTRICAL / SIGNAL INSPECTION SUPPORT
To strengthen the team’s traffic signal and
electrical inspection capabilities, Alex Chong
will be available to support electrical/signal
inspection and technical review as needed. Mr.
Chong brings direct Caltrans District 12
electrical inspection experience from the I-405
Improvements Project, where he inspected
ramp metering systems, traffic signal systems,
communication management systems,
roadway illumination, vehicle detection
systems, CCTV, and electronic toll and traffic
management systems.
His experience also includes field
measurements, quantity takeoffs, as-built
reconciliation, monthly pay estimate
verification, and coordination with construction
management and project management teams.
This technical background provides additional
depth for Costa Mesa’s signal modernization
scope, including retroreflective backplates,
countdown pedestrian signals, upgraded signal
heads, emergency vehicle preemption, battery
backup systems, and related electrical/signal
components.
CAPACITY TO MEET SCHEDULE, VOLUME, AND
QUALITY REQUIREMENTS
C2PM has assigned a focused team with the
availability and depth needed to support the
City’s 95-working-day construction schedule
and citywide work at 128 signalized
intersections. Rather than relying on general
on-call availability, C2PM will commit the
13 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION proposed Project Manager, RE, Construction
Inspector, and electrical/signal support
resources to this assignment for the duration
required by the City, including the pre-
construction startup period, active
construction, and post-construction closeout
support.
The team will be managed around the
Contractor’s approved baseline schedule and
weekly look-ahead schedules. C2PM will use
these schedules to confirm when and where
inspection coverage is required, identify critical
signal activities in advance, and adjust staffing if
the Contractor shifts work between corridors or
opens multiple work fronts. This allows C2PM to
maintain coverage of key activities without
overstaffing the project or delaying the
Contractor.
C2PM will also maintain backup and technical
support capacity to protect the City from staffing
interruptions. If a key team member is
unavailable, C2PM will provide an equally
qualified replacement consistent with the RFP
requirements and City approval.
Electrical/signal technical support will also be
available for targeted review or field support
when work involves signal systems, BBS,
emergency vehicle preemption, vehicle
detection, roadway illumination, or related
electrical components.
To maintain quality across a high volume of work
locations, C2PM will use a standardized
documentation and review process rather than
relying on individual field habits. Daily reports,
photographs, quantity records, certifications,
issue logs, testing reco rds, and punch list items
will be tracked by intersection and bid item. This
will help the City maintain consistent records as
work moves from location to location and will
reduce the risk of missing documentation at
closeout.
This approach gives the City a dedicated,
available, and scalable team that can support
the project’s schedule and field volume while
maintaining consistent quality and
documentation control throughout all phases of
construction.
COST AND BUDGET MANAGEMENT PROCESS
C2PM’s cost and budget management process
will be built around early cost setup, accurate
quantity verification, disciplined progress
payment review, and proactive change order
control. Because this project includes
repetitive signal safety improvements ac ross
128 signalized intersections, C2PM will track
cost and quantities by bid item, intersection,
corridor, and work activity to provide the City
with a clear understanding of completed work,
remaining work, and potential cost exposure.
At the start of construction, C2PM will review
the Contractor’s bid schedule, baseline
schedule, anticipated work sequence, and
major signal equipment items to establish a
cost tracking framework. This framework will be
used to monitor quantities for items such as
retroreflective backplates, countdown
pedestrian signals, 12-inch signal head
upgrades, emergency vehicle preemption
equipment, battery backup systems, traffic
control, and related electrical/signal work. The
goal is to confirm that progress payments are
based on verified work in place, not simply on
the Contractor’s reported percent complete.
During construction, our Construction
Inspector will document daily work activities,
installed quantities, field measurements,
photographs, crew activity, traffic control
conditions, and any issues affecting
production. The RE will review this information
against the bid items, daily reports, Q-sheets,
and Contractor payment requests. Quantity
records will be maintained in a manner
consistent with Caltrans/LAPM expectations so
that each payment recommendation is
supported by traceable documentation.
For monthly progress payments, C2PM will
compare the Contractor’s payment application
against verified field quantities, approved bid
items, material documentation, and work
actually completed at each intersection. Any
14 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION discrepancies will be reconciled with the
Contractor before the payment
recommendation is forwarded to the City. This
process will help avoid overpayment,
unsupported quantities, duplicate payment for
repetitive work items, or payment for materials
lacking required certifications or acceptance
documentation.
C2PM will also maintain a change order and
potential change log identifying the issue,
location, affected bid items, reason for change,
entitlement basis, cost support, schedule
impact, approval status, and required backup
documentation. For potential changes, C2PM
will first determine whether the work is included
in the contract documents, already covered by
existing bid items, or outside the original scope.
If a change is warranted, C2PM will review labor,
equipment, material, subcontractor costs,
production assumptions, and schedule impacts
before providing the City with a
recommendation.
Because this is a federally funded HSIP project,
cost documentation must also support
reimbursement and audit readiness. C2PM will
verify that payment records are supported by
daily reports, Q-sheets, photographs, approved
submittals, Certificates of Compliance, Buy
America/BABA documentation, certified payroll
records where applicable, change order backup,
and City approvals. Costs associated with non-
compliant, undocumented, or unapproved work
will be identified early so they can be resolved
before becoming reimbursement or closeout
issues.
This cost management process will help the City
maintain budget control, verify that payments
reflect actual completed work, identify cost risks
early, and preserve the documentation needed
for Caltrans/FHWA review.
This approach has been successfully
implemented on complex infrastructure
projects such as the Caltrans I-405
Improvements, where disciplined field
verification and coordination supported quality
control and schedule adherence, and the
Ethanac Road Bridge Project, where C2PM
provides comprehensive cost control, progress
tracking, and contract administration services
to maintain budget compliance. This proven
system ensures effective cost management,
minimizes risk of overruns, and supports
successful delive ry of federally funded
projects.
LAPM AND FEDERAL-AID KNOWLEDGE
C2PM understands that this HSIP-funded
project must be administered in accordance
with Caltrans Local Assistance and applicable
federal-aid requirements. The proposed team
will emphasize compliance with the latest
LAPM requirements, including Chapter 5 for
invoicing, Chapter 9 for Civil Rights, DBE, and
prompt payment requirements, Chapter 16 for
administering construction contracts, and
Chapter 17 for project completion.
C2PM will translate these requirements into
practical project controls, including a
City/Caltrans-compliant filing structure,
federal forms tracking, daily inspection reports,
weekly RE reports, quantity sheets, certified
payroll review, employee interviews, Buy
America/BABA tracking, Certificates of
Compliance, DBE documentation, prompt
payment certifications, progress payment
support, change order documentation, and
closeout records.
For this project, C2PM will pay particular
attention to the LAPM and federal
documentation required for signal equipment
and citywide construction activities, including
DOT CEM-3101 Buy America documentation,
LAPM Exhibit 16-B Subcontracting Requests,
LAPM Exhibit 9-P Prompt Payment
Certifications, LAPM Exhibit 16-A Weekly
Statement of Working Days, LAPM Exhibits 16-
C1 and 16-C2 inspection reports, and final
DBE/closeout documentation such as LAPM
Exhibits 17-F and 17-O.
15 CITY OF COSTA MESA: RFP 26-18
RESUMES AND QUALIFICATIONS OF STAFF
ALI ALTAHA, CSLB-A
SENIOR PROJECT MANAGER
EDUCATION
BS, Civil Engineering, San Francisco State University
REGISTRATIONS
California General Contractor (CSLB-A) No. 974836
SUMMARY OF EXPERIENCE
Mr. Ali Altaha is a Senior Project Manager with more than 35 years of experience delivering municipal and public works infrastructure projects for cities, transportation agencies, and public-sector owners.
He has supported projects for multiple municipalities, including the Cities of Perris, Los Angeles, Oakland, Irvine, Mission Viejo, Lake Forest, Tustin, and Fullerton. His experience includes construction management, project controls, quality assurance, risk management, schedule oversight, budget tracking, change order review, claims analysis, and contract administration for complex capital improvement programs. Mr. Altaha is experienced in coordinating with City staff, contractors, designers, utilities, regional agencies, and community stakeholders to maintain project momentum and resolve field issues efficiently. He brings strong understanding of public agency procedures, documentation requirements, cost control, and compliance with contractual and regulatory standards. As Project Manager, he will provide oversight to confirm the team remains responsive, properly staffed, and aligned with the City’s schedule, budget, quality, and documentation expectations.
City of Perris, Ethanac Road Bridge Over San Jacinto River, Perris, CA • Senior Construction
Manager • Mr. Altaha provided overall project management oversight, serving as the primary point of contact between the City, construction management team, contractors, and third-party stakeholders. He directed project planning, staffing, and resource allocation; monitored scope, budget, and schedule performance; and ensured alignment with contract requirements and agency objectives. Mr. Altaha led progress meetings, reviewed and approved change order recommendations, evaluated contractor claims and schedule impacts, and verified that quality assurance and safety programs were properly implemented in the field. He maintained executive- level reporting, tracked key performance indicators, and proactively identified risks affecting cost or schedule, implementing mitigation strategies to maintain project momentum. Through disciplined oversight, clear communication, and decisive leadership, he ensures the project continues to deliver in compliance with approved plans and specifications while safeguarding the City’s financial and operational interests.
City of Los Angeles Bureau of Engineering (LABOE), Los Angeles, CA • Task Order Basis • Senior
Construction Manager • Mr. Altaha oversaw construction management for a series of task orders for the City of Los Angeles, each with distinct challenges and goals. He successfully managed the seismic retrofit of the Corbin, Canoga, and Mason Avenue Bridges over the Los Angeles R iver.
Following that, he led the construction of the Foothill Bridge project to completion. Mr. Altaha also supervised the seismic retrofit of the Colfax Bridge over the Los Angeles River, ensuring project completion within time and budget constraints. His role involved coordinating with multiple City departments and regional stakeholders, including the Los Angeles County Flood Control District.
He was tasked with confirming construction progress, reviewing schedules, and overseeing payment verification in line with FAR requirements.
16 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION
SHAHRDAD DERAVI, PE, CSLBA/B
RESIDENT ENGINEER
EDUCATION
MS, Civil Engineering, California State University Fullerton BS, Civil Engineering, University of California Irvine
Civil Engineering Degree, Thames Polytechnic, London, UK
REGISTRATIONS
California General Contractor (CSLBA and B) No. 1034862 Professional Engineer (PE) CA No. 48978
S
UMMARY OF EXPERIENCE
Mr. Shahrdad Deravi, PE, will serve as Resident Engineer for this assignment and brings the California PE licensure, Caltrans construction background, and field leadership required for a federally funded traffic signal modernization project. He has more than 40 years of transportation, roadway, bridge, rail, and municipal infrastructure experience, including a 32-year Caltrans career in roles such as Resident Engineer and Construction Engineer. His Caltrans experience includes high-volume corridor work, traffic control coordination, quantity verification, pay application review, CPM schedule evaluation, change order negotiation, and compliance with public agency standards. For this project, Mr. Deravi’s role will include day-to-day construction administration, Contractor coordination, RFI and submittal review, schedule monitoring, change order support, inspection oversight, quantity verification, and documentation control. His dual background as a California-licensed Civil Engineer and General Contractor gives him practical constructability judgment when resolving field conflicts, access issues, schedule impacts, and potential claims.
City of Perris, Ethanac Road Bridge Over San Jacinto River, Perris, CA • Resident Engineer • Mr.
Deravi provides day-to-day construction management oversight for this project, ensuring work is executed in accordance with approved plans, specifications, contract requirements, and agency standards. He oversees contractor activities with respect to q uality, safety, schedule, and design intent; reviews and coordinates submittals, RFIs, and contractor correspondence; and supports constructability reviews to proactively identify and resolve field issues. He monitors construction progress, verifies quantities, and maintains accurate project documentation, including daily reports, meeting records, and status logs. Mr. Deravi actively supports contract administration by reviewing change requests, assisting with cost and schedule impact evaluations, and advising the owner on the validity of proposed changes. He coordinates testing and inspection activities, supports punch list development and closeout, and participates in regular construction meetings to track action items and facilitate timely resolution.
California Department of Transportation (Caltrans) District 12, Traffic Management Center (TMC), Santa Ana, CA
• Assistant Resident Engineer • Mr. Deravi was responsible for concept development and preparation of the Project Study Report (PSR) for headquarters approval and funding. He served as the lead engineer in developing user requirements criteria and directing project development through final delivery. The project encompassed full contract administration, architectural production, construction bidding, award, and oversight of the construction phase.
The facility represented the first Traffic Management Center (TMC) in Caltrans’ history, co-locating Caltrans traffic operations and the California Highway Patrol (CHP) emergency division. The work involved renovation of an existing office building into a state-of-the-art traffic data collection and dissemination center. Mr. Deravi led product research and procurement, construction contract administration, daily field inspections, project management, and final project acceptance. 17 CITY OF COSTA MESA: RFP 26-18 CONSTRUCTION MANAGEMENT AND INSPECTION FOR SIGNAL MODERNIZATION
ALEX CHONG
CONSTRUCTION INSPECTOR
EDUCATION
MS, Engineering Management, Florida International University BS, Electrical Engineering, Florida International University
SUMMARY OF EXPERIENCE
Mr. Alex Chong will provide electrical/signal inspection support and brings 20 years of experience on transportation, roadway, transit, and public infrastructure projects. He has direct Caltrans District 12 experience as Electrical Inspector on the I-405 Improvements Project, where he inspected ramp metering systems, traffic signal systems, roadway illumination, vehicle detection systems, CCTV, communication systems, and electronic toll/traffic management systems. He also served as Electrical Inspector on the I -5 North County Improvement Project, supporting ramp metering, traffic signal systems, CMS, roadway illumination, vehicle detection, CCTV, and a Caltrans communication hub. Mr. Chong’s experience includes field measurements, quantity takeoffs, as-built reconciliation, monthly pay estimate verification, design review, constructability support, and coordination with construction management and project management teams. For this project, his electrical and signal systems background will support field verification, documentation, and technical review of signal modernization elements, including upgraded signal heads, pedestrian signal equipment, emergency vehicle preemption, battery backup systems, vehicle detection, and related electrical components.
Los Angeles County Metropolitan Transportation Authority (LACMTA), I-5 North County Improvement Project, Los Angeles, CA • Design-Bid-Build (DBB) • Electrical Inspector • Mr.
Chong provided comprehensive electrical inspection and quality verification oversight for major transportation corridor improvements, including critical project elements such as Ramp Metering Systems, Traffic Signal Systems, Changeable Message Signs, highway and local city roadway illumination, Vehicle Detection Systems, CCTV components, and a new Caltrans Communication Hub. He was strategically brought onboard prior to NTP to collaborate closely with the Construction Management Consultant team in conducting detailed design reviews and constructability assessments. Through proactive analysis, he identified design deficiencies, coordination conflicts, and specification inconsistencies before construction activities commenced, significantly reducing field rework, mitigating risk exposure, and protecting project schedule and budge t performance.
California Department of Transportation (Caltrans) District 12, I-405 Improvements, Santa Ana, CA • Design-Build (DB) • Electrical Inspector
• Mr. Chong performed comprehensive
electrical inspections and quality verification oversight supporting complex transportation infrastructure upgrades. His responsibilities included inspection and compliance verification of Ramp Metering Systems, Traffic Signal Systems, Communication Management Systems, highway and local city roadway illumination, Vehicle Detection Systems, CCTV components, and Electronic Toll and TMS. He ensured all installations met contract requirements, Caltrans standards, and applicable codes while maintaining strict adherence to project quality control protocols. He collaborated closely with the Consultant teams to perform detailed quantity take-offs, validate field measurements, review and reconcile As-Built drawings, and prepare and verify monthly pay estimates. Through disciplined documentation review and field verification, he strengthened cost control, enhanced reporting accuracy, and supported timely contractor payments while safeguarding the integrity of the project’s financial and technical performance. 19 COMPANY PROFILE & REFERENCES (Continued)
Submit the company names, addresses, telephone numbers, email, contact names, and brief contract descriptions of at least three clients, preferably other municipalities for whom comparable projects have been completed or submit letters from your references which include the requested information.
Company Name: CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS) Telephone Number: (909) 477-0237
Contact Name: Ghassan Dagher
Contract Amount: $1,530,000
Email: [email protected]
Address: 13571 W Central Ave, Brea, CA 92821
Brief Contract Description: The I-405 Improvements Design-Build Project is a $2.16 billion transportation infrastructure program delivered by Caltrans District 12 to enhance mobility, safety, and operational efficiency along one of Southern California’s most heavily traveled corridors. Spanning approximately 16 miles between SR-73 and I-605, the project included the addition of a general-purpose lane in each direction and the construction of a dual express lane system within the median, along with extensive roadway, structural, and systems improvements to support increased capacity and improved traffic flow.
Company Name: City of Perris, CA
Telephone Number: (714) 239-1014
Contact Name: Kamran Saber
Contract Amount: $2,900,000
Email: [email protected]
Address: City of Perris, CA
Brief Contract Description: C2PM is serving as the prime consultant providing comprehensive CM/CI services for the $23 million Ethanac Road Bridge Replacement Project in the City of Perris. This critical infrastructure project includes the construction of a new 450-foot-long, 113.5-foot-wide multi-span bridge over the San Jacinto River, along with associated roadway improvements, utility relocations, drainage upgrades, and environmental compliance measures. The project is designed to enhance public safety, improve traffic operations, and strengthen regional connectivity within Riverside County.
25
Company Name:
Telephone Number:
Contact Name:
Contract Amount:
Email:
Address:
Brief Contract Description:
Conduent/LA Metro
(818) 858-2192
Michael Decano
$8,500,000
[email protected]
2277 E 220th St, Carson, CA 90810
C2PM supports the I-105 ExpressLanes Roadside Toll Collection System (RTCS) Project, a major LACMTA technology and transportation infrastructure initiative involving the deployment of a complete roadside toll collection system along the I-105 ExpressLanes corridor. C2PM’s scope includes providing skilled electrical and systems installation personnel, field installation execution, warehouse operations, procurement and logistics management, equipment assembly and configuration, quality validation, burn-in testing, installation testing, commissioning support, and milestone-based deployment across multiple freeway segments. The work includes tolling equipment and roadside systems such as LPR cameras, AVI antennas, LiDAR scanners, detection loops, electronics cabinets, UPS cabinets, Zone Controller cabinets, DMS cabinets, power and communications infrastructure, cabling, routing, labeling, and terminations. This experience is directly relevant to Costa Mesa’s signal modernization project because it demonstrates C2PM’s ability to manage complex electrical/systems infrastructure, coordinate field work in active traffic environments, maintain strict documentation and quality controls, support commissioning and operational acceptance, and deliver technology-based transportation improvements through structured sequencing, logistics coordination, and reliable field execution. 26 DISCLOSURE OF GOVERNMENT POSITIONS
Each Proposer shall disclose below whether any owner or employee of Contractor currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None." None. Not applicable.
28 DISQUALIFICATION QUESTIONNAIRE
The Contractor shall complete the following questionnaire:
Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation?
Yes No X
If the answer is yes, explain the circumstances in the following space. 29 EXHIBIT C
CONSUL
TANT’S COST PROPOSAL
EXHIBIT D
CITY COUNCI
L POLICY 100-5
EXHIBIT E
ARTIC
LE XXXI TITLE VI ASSURANCES
APPENDICES
A – E OF THE TILTLE VI ASSURANCES
EXHIBIT F
ARTICL
E III STATEMENT OF WORK
EXHIBIT G
ARTIC
LE IV PERFORMANCE PERIOD
EXHIBIT H
ARTICLE V ALLOWABLE COSTS AND PAYMENTS
EXHIBIT I
ARTICLE VII COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS
EXHIBIT J
ARTICLE X SUBCONTRACTING
EXHIBIT K
ARTICLE XI EQUIPMENT PURCHASE AND OTHER CAPITAL EXPENDITURES
EXHIBIT L
ARTICLE XII STATE PREVAILING WAGE RATES
EXHIBIT M
ARTICLE XIII CONFLICT OF INTEREST
EXHIBIT N
ARTICLE XIV REBATES, KICKBACKS OR OTHER UNLAWFUL CONSIDERATION
EXHIBIT O
ARTICLE XV PROHIBITION OF EXPENDING
LOCAL AGENCY, STATE, OR FEDERAL FUNDS FOR LOBBYING
EXHIBIT P
ARTICLE XVI NON-DISCRIMINATION CLAUSE AND STATEMENT OF COMPLIANCE
EXHIBIT Q
ARTICLE XVII DEBARMENT AND SUSPENSION CERTIFICATION
EXHIBIT R
ARTICLE XX FUNDING REQUIREMENTS
EXHIBIT S
ARTICLE XXI CHANGE IN TERMS
EXHIBIT T
ARTICLE XXIII DISPUTES
EXHIBIT U
ARTICLE XXIV INSPECTION OF WORK
EXHIBIT V
ARTICLE XXV SAFETY
EXHIBIT W
ARTICLE XXXIII CONTRACT