Agenda, first session — Fairfield City Council, December 6, 2022 (part 4 of 6)

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK

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Agenda Item No: 14.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
Paul V. Kaushal, Director of Public Works
Ryan N. Panganiban, Asst. Director of PW/City Engineer
SUBJECT:Resolution 2022320 of the City Council of the City of Fairfield Authorizing the City Manager to Enter into an Agreement between the City of Fairfield and the State of California for Sharing Cost of State Highway Electrical Facilities RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
In 1983, the City of Fairfield (City) and the State of California Department of Transportation (State) entered into an agreement for sharing the cost of electrical facilities (traffic signals, safety lighting, sign lighting, etc.) for City/State intersections. Currently, there are 20 City/State intersections that contain electrical facilities and the City is contributing funding for operations and maintenance expenses for 15 of the 20 intersections. The State is proposing to the City to enter into a new agreement for sharing cost for all 20 intersections.

DISCUSSION
The City is in the process of obtaining an encroachment permit from the State to install Adaptive Traffic Signal Control (ATSC) technology at two intersections as a part of an upcoming federal grantfunded capital improvement project. The intersections are at Travis Boulevard and the Westbound Interstate 80 offramp and at Travis Boulevard and the Eastbound Interstate80 onramp, which are shared between the City and State. Installing the ATSC technology will improve safety and potentially reduce traffic congestion along the Travis Boulevard corridor.

During the State’s review of the encroachment permit application, the State discovered that the City is sharing the cost of electrical facilities for 15 out of the 20 City/State intersections. The 20 intersections are the following:

1. Abernathy (Chadbourne) Road & Auto Mall Parkway & Highway 12

2. Abernathy (Chadbourne) Road & Auto Mall Parkway & Westbound Highway 12 ramps

3. Eastbound Highway 12 at Chadbourne Road offramp (currently not sharing cost)

4. Highway 12 & Beck Avenue
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2. Abernathy (Chadbourne) Road & Auto Mall Parkway & Westbound Highway 12 ramps

3. Eastbound Highway 12 at Chadbourne Road offramp (currently not sharing cost)

4. Highway 12 & Beck Avenue

5. Highway 12 & Pennsylvania Avenue

6. Green Valley Road/Lopes Road & Eastbound Interstate80 ramps

7. Green Valley Road & Westbound Interstate80

8. Suisun Valley road & Eastbound Interstate80

9. Abernathy (Chadbourne) Road and Westbound Interstate80 onramp (currently not sharing cost)

10. Abernathy (Chadbourne) Road and Eastbound Interstate80 onramp (currently not sharing cost)
11 . West Texas St & Westbound Interstate80

12. West Texas Street & Eastbound Interstate80 (currently not sharing cost)

13. West Texas Street & Beck Avenue (currently not sharing cost)

14. Oliver Road & Westbound Interstate80 offramp

15. Travis Boulevard & Westbound Interstate80 offRamp

16. Travis Boulevard & Eastbound Interstate80 onRamp

17. Hillborn Drive/Waterman Boulevard/Airbase Parkway & Interstate80

18. Interstate80 & Airbase Parkway

19. Manuel Campos Pkwy & Eastbound Interstate80 offramp

20. Manuel Campos Parkway & Lyon Road
To receive an issued encroachment permit, the City must enter into a new costsharing agreement (Agreement) where the City shares the cost for the 20 intersections. The Agreement will supersede the previous 1983 agreement. In consultation with the city attorney, staff has reviewed the Agreement and recommends the City enter into the Agreement.

FINANCIAL IMPACT
The cost to operate and maintain the intersections vary yearbyyear because the ongoing maintenance of each intersection fluctuates. In 2020 and 2021, the cost to operate and maintain the five City/State intersections that the City was not contributing to was $14,100 and $20,400. If the City shared the cost in 2020 and 2021, the City would have paid an estimated amount of $7,158 and $10,630, respectively.

The split between the City and State is based on how many legs of the intersection are City compared to State. This can be seen on “Exhibit A” of the Agreement.

The operational and maintenance costs are budgeted through the General Fund (Fund 101).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If the council has any questions, this request may be delayed so that staff can provide the necessary background information. Staff does not recommend delaying entering into the Agreement because it would delay the delivery schedule for the federally funded ATSC project and potentially lose grant funding.

STAFF CONTACT
Phil Layoso, Assistant Engineer
(707) 4287505
[email protected]
COORDINATED WITH
N/A
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Agenda Item No: 14.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City Manager Paul V. Kaushal, Director of Public WorksRyan N. Panganiban, Asst. Director of PW/City Engineer SUBJECT:Resolution 2022320 of the City Council of the City of Fairfield Authorizing the CityManager to Enter into an Agreement between the City of Fairfield and the State ofCalifornia for Sharing Cost of State Highway Electrical FacilitiesRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEIn 1983, the City of Fairfield (City) and the State of California Department of Transportation (State)entered into an agreement for sharing the cost of electrical facilities (traffic signals, safety lighting, signlighting, etc.) for City/State intersections. Currently, there are 20 City/State intersections that containelectrical facilities and the City is contributing funding for operations and maintenance expenses for 15of the 20 intersections. The State is proposing to the City to enter into a new agreement for sharingcost for all 20 intersections.DISCUSSIONThe City is in the process of obtaining an encroachment permit from the State to install Adaptive TrafficSignal Control (ATSC) technology at two intersections as a part of an upcoming federal grantfundedcapital improvement project. The intersections are at Travis Boulevard and the Westbound Interstate80 offramp and at Travis Boulevard and the Eastbound Interstate80 onramp, which are sharedbetween the City and State. Installing the ATSC technology will improve safety and potentially reducetraffic congestion along the Travis Boulevard corridor.During the State’s review of the encroachment permit application, the State discovered that the City issharing the cost of electrical facilities for 15 out of the 20 City/State intersections. The 20 intersectionsare the following:1. Abernathy (Chadbourne) Road & Auto Mall Parkway & Highway 12 2. Abernathy (Chadbourne) Road & Auto Mall Parkway & Westbound Highway 12 ramps3. Eastbound Highway 12 at Chadbourne Road offramp (currently not sharing cost)4. Highway 12 & Beck Avenue 5. Highway 12 & Pennsylvania Avenue6. Green Valley Road/Lopes Road & Eastbound Interstate80 ramps7. Green Valley Road & Westbound Interstate808. Suisun Valley road & Eastbound Interstate809. Abernathy (Chadbourne) Road and Westbound Interstate80 onramp (currently not sharingcost)10. Abernathy (Chadbourne) Road and Eastbound Interstate80 onramp (currently not sharingcost)11 . West Texas St & Westbound Interstate8012. West Texas Street & Eastbound Interstate80 (currently not sharing cost)13. West Texas Street & Beck Avenue (currently not sharing cost)14. Oliver Road & Westbound Interstate80 offramp15. Travis Boulevard & Westbound Interstate80 offRamp 16. Travis Boulevard & Eastbound Interstate80 onRamp 17. Hillborn Drive/Waterman Boulevard/Airbase Parkway & Interstate8018. Interstate80 & Airbase Parkway19. Manuel Campos Pkwy & Eastbound Interstate80 offramp 20. Manuel Campos Parkway & Lyon RoadTo receive an issued encroachment permit, the City must enter into a new costsharing agreement(Agreement) where the City shares the cost for the 20 intersections. The Agreement will supersede theprevious 1983 agreement. In consultation with the city attorney, staff has reviewed the Agreement andrecommends the City enter into the Agreement.FINANCIAL IMPACTThe cost to operate and maintain the intersections vary yearbyyear because the ongoing maintenanceof each intersection fluctuates. In 2020 and 2021, the cost to operate and maintain the five City/Stateintersections that the City was not contributing to was $14,100 and $20,400. If the City shared the costin 2020 and 2021, the City would have paid an estimated amount of $7,158 and $10,630, respectively.The split between the City and State is based on how many legs of the intersection are City comparedto State. This can be seen on “Exhibit A” of the Agreement. The operational and maintenance costs are budgeted through the General Fund (Fund 101).PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONIf the council has any questions, this request may be delayed so that staff can provide the necessarybackground information. Staff does not recommend delaying entering into the Agreement because itwould delay the delivery schedule for the federally funded ATSC project and potentially lose grantfunding. STAFF CONTACTPhil Layoso, Assistant Engineer(707) 428[email protected] WITH N/A
ATTACHMENTS:

Description
Proposed Resolution
Proposed Agreement
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 11/21/2022 5:56 PM
Beavers, Esther Approved 11/22/2022 11:04 AM
Beavers, Esther Approved 11/22/2022 11:05 AM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-320

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE CITY

MANAGER TO ENTER INTO AN AGREEMENT BETWEEN THE CITY OF FAIRFIELD AND THE STATE

OF CALIFORNIA FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES

WHEREAS, on July 28, 1983, the City of Fairfield entered into an Agreement for Sharing Cost of Electrical Facilities at City of Fairfield/State of California intersection s; and

WHEREAS, under the 1983 Agreement, the City is sharing the cost for 15 out of the 20 City/State intersections; and

WHEREAS, the City and the State desire to share the cost of the electrical facilities at all 20 intersections by entering into a new Agreement that supersedes the 1983 Agreement .

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section1. The city manager is hereby authorized and directed to execute on behalf of the City of Fairfield the new Agreement for Sharing Cost of State Highway Electrical Facilities between the City of Fairfield and the State of California, Department of Transportation, and do all things necessary and proper to implement the executed Agreement.

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

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04-SOL-80-PMR9.97/21.33, SOL-12-PM Var

AGREEMENT FOR SHARING COST OF STATE HIGHWAY ELECTRICAL FACILITIES

WITH CITY OF FAIRFIELD

THIS AGREEMENT is made effective on ______________, by and between the State of California, acting by and through the Department of Transportation, hereinafter referred to as "STATE" and the CITY of Fairfield, hereinafter referred to as “CITY ” and collectively referred to as “PARTY “ or “PARTIES” as needed.

There is an existing Sharing Cost of Utilities Agreement with CITY dated July 28, 1983.

This Agreement shall replace the earlier agreement, thereto for sharing State- incurred costs with the CITY.

The cost of operating and maintaining flashing-beacons traffic-signals, traffic-signal systems, safety-lighting, and sign-lighting now in place at the intersection of any State Highway Route and any CITY street shall be shared as shown in Exhibit “A”.

1. Basis for Billing:

1.1. It is agreed that quarterly billings for flashing-beacons, traffic-signals, and traffic-signal systems shall be based on actual intersection costs, which are as follows:

1.1.1. Maintenance Labor, including overhead assessment, other expenses including, equipment, materials, and miscellaneous expenses

1.1.2. Electrical energy

1.2. It is agreed that quarterly billings for safety-lighting and sign-lighting shall be based on calculated unit-costs derived by averaging STATE's District- wide costs each quarter. Costs are as follows:

1.2.1. Maintenance Labor, including overhead assessment, other expenses including, equipment, materials, and miscellaneous expenses

1.2.2. Electrical energy

1.3. It is agreed that quarterly billings invoiced to CITY for STATE-owned and maintained electrical facilities identified in Exhibit “A” will be based on actual costs paid by STATE, when derived from utility company billings.

STATE will bill CITY quarterly in arrears for any CITY share of electrical facilities expenses shown in Exhibit “A”.

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04-SOL-80-PMR9.97/21.33, SOL-12-PM Var

2. Exhibit “A” will be amended, as necessary by written concurrence of both parties, to reflect changes to the system.

3. STATE costs and expenses assumed under the terms of this Agreement are conditioned upon the passage of the annual State of California Budget by the Legislature, the allocation of funding by the California Transportation Commission as appropriate, and the encumbrance of funding to the District Office of STATE to pay the billings by CITY.

4. LEGAL RELATIONS AND RESPONSIBILITIES

4.1. Nothing within the provisions of this Agreement is intended to create duties or obligations to or rights in third parties not PARTIES to this Agreement or to affect the legal liability of a PARTY to the Agreement by imposing any standard of care with respect to the operation and maintenance of STATE highways and local facilities different from the standard of care imposed by law.

4.2. Neither CITY nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by STATE, under or in connection with any work, authority or jurisdiction conferred upon STATE arising under this Agreement. It is understood and agreed that STATE shall fully defend, indemnify and hold harmless CITY and all of its officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortious, contractual, inverse condemnation and other theories or assertions of liability occurring by reason of anything done or omitted to be done by STATE under this Agreement with exception of those actions of STATE necessary to cure a noticed default on the part of the CITY .

4.3. Neither STATE nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by CITY under or in connection with any work, authority or jurisdiction conferred upon CITY and arising under this Agreement. It is understood and agreed that CITY shall fully defend, indemnify and hold harmless STATE and all of its officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortious, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by CITY under this Agreement.

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04-SOL-80-PMR9.97/21.33, SOL-12-PM Var

5. TERMINATION - This Agreement may be terminated by timely mutual written consent by PARTIES; by either party upon thirty (30) days' notice to the other party.

6. TERM OF AGREEMENT - This Agreement shall become effective on the date first shown on its face sheet and shall remain in full force and effect until amended or terminated at any time upon mutual consent of the PARTIES or until terminated by STATE for cause.

7. AUTHORITY GRANTED UNDER EXISTING LAW. PARTIES are empowered by Streets and Highways Code section 114 and 130 to enter into this Agreement. To the degree that Streets and Highways Code sections 114 and 130 or any other state or Federal law confer conflicting authority or requirements on either PARTY, the appropriate state or Federal law shall control.

8. DESIGNATED AUTHORITY. The PARTIES have delegated to the undersigned the authority to execute this Agreement on behalf of the respective agencies and covenants to have followed all the necessary legal requirements to validly execute this Agreement.

9. SEVERABILITY. In the event any provision or part of this Agreement is found to be invalid or unenforceable, only that particular provision or part so found, and not the entire Agreement, will be inoperative.

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04-SOL-80-PMR9.97/21.33, SOL-12-PM Var

IN WITNESS WHEREOF, PARTIES hereto have set their hands and seals the day and year first above written.

THE CITY OF FAIRFIELD STATE OF CALIFORNIA

DEPARTMENT OF TRANSPORTATION

By: __________________________
Mayor

Initiated and Approved

By: ___________________________
City Manager

By: ___________________________

LEAH BUDU
Deputy District Director
Maintenance Division, District 04
ATTEST:

By: __________________________
City Clerk

By: __________________________
City Attorney

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04-SOL-80 & 12-PM Var

EXHIBIT A
1 TRAFFIC SIGNAL AND LIGHTING AGREEMENT
Caltrans and CITY of Fairfield
Effective September 5, 2022

BASIS OF COST DISTRIBUTION
State-Owned and Maintained
Billed by the State

Route and
PM
Location Type of Facility Cost Distribution State CITY
04-SOL-12-

2.207
Abernathy
(Chadbourne)
Rd & Auto Mall
Expwy & 012

Signals (E23B6)
and Lighting

50% 50%
04-SOL-12-

2.207
Abernathy
(Chadbourne)
Rd & WB-012
ramps

Signals(E23B7)
and Lighting

50% 50%
04-SOL-12-
L2.237
EB HWY-12 at
Chadbourne
offramp

Signals (E23E9)
and Lighting

50% 50%
04-SOL-12-

3.001

HWY-012 &
Beck Ave.

Signals (EB064)
and Lighting

50% 50%
04-SOL-12-

4.001

HWY-012 &
Pennsylvania
Signals (EB058)
and Lighting

75% 25%
04-SOL-80-

12.742

Green Valley/
Lopes Rd & EB-
080 ramps

Signals (E23E1)
and Lighting

50% 50%
04-SOL-80-

12.813

Green
Valley/Lopes
Rd & WB 80

Signals (E23D1)
and Lighting

33% 67%
04-SOL-80-

13.334

Suisun Valley
RD & EB080
Signals
(E23C0)and
Lighting

50% 50%

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04-SOL-80 & 12-PM Var

EXHIBIT A
1 BASIS OF COST DISTRIBUTION
Utility-Owned and Maintained
Billed by the State

Route and
PM
Location Type of Facility Cost Distribution State CITY
04-SOL-80-

16.461

Abernathy
(Chadbourne)
Rd & WB Rte
80 onramp

Signals (E23E7)
and Lighting

50% 50%
04-SOL-80-

16.462

Abernathy
(Chadbourne)
Rd & EB Rte 80
onramp

Signals (E23E8)
and Lighting

50% 50%
04-SOL-80-

17.201

W. Texas &
WB-080
Signals (EB037)
and Lighting

25% 75%
04-SOL-80-

17.201

W. Texas & EB-
080
Signals (EB063)
and Lighting

33% 67%
04-SOL-80-

17.222

W. Texas &
Beck Ave.

Signals (EB039)
and Lighting

50% 50%
04-SOL-80-

17.511

Oliver Rd &
WB-080
offramp

Signals (E23C9)
and Lighting

33% 67%
04-SOL-80-

17.913

HWY 080 &
Travis Blvd W/S
Signals (EB055)
and Lighting

50% 50%
04-SOL-80-

17.966

HWY 080 &
Travis Blvd E/S
Signals (EB056)
and Lighting

50% 50%

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04-SOL-80 & 12-PM Var

EXHIBIT A
1 BASIS OF COST DISTRIBUTION
Utility-Owned and Maintained
Billed by the State

Route and
PM
Location Type of Facility Cost Distribution State CITY
04-SOL-80-

19.071

Hilborn/
Waterman/
Airbase &
Hwy 080

Signals (EB066)
and Lighting

50% 50%
04-SOL-80-

19.20 Hwy 080 &
Airbase EB
Signals (EB068)
and Lighting

50% 50%
04-SOL-80-

20.802

Manuel
Campos Pkwy
Nelson & EB-
080 offramp

Signals (E23B8)
and Lighting

40% 60%
04-SOL-80-

21.00 Manuel
Campos Pkwy
& Lyon Rd

Signals (E23E3)
and Lighting

40% 60%

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Agenda Item No: 15.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022321 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Professional Services Agreement Between the City of Fairfield and Wallace Roberts & Todd, LLC (WRT) for Consultant Services to Prepare a Parks, Recreation, & Open Space Master Plan and Authorizing an Update to the Fiscal Year 20222023 Budget
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City of Fairfield desires an inclusive process to evaluate community needs, document the history, and assess the current condition of the city’s parks, open space, and recreation facilities and programs. The Parks, Recreation, & Open Space Master Plan (Master Plan) is intended to provide a road map that will guide decision making to improve, maintain, and manage our parks, open space, and recreation programs. This plan will be the first of its kind for Fairfield and will act as a historical document as well as a planning tool for the next 20+ years.

DISCUSSION
The Master Plan is a funded project in the City’s current Capital Improvement Program (CIP). This project will prepare a citywide master plan to address the city’s longterm needs and goals for parks, recreation, and open space. The objectives of the process include identifying the values of the community, providing a citywide vision for park and recreation facilities, establishing priorities for implementation, and developing a strategic direction for future improvements and associated funding strategies. The Master Plan will provide the City with clear guidance regarding future renovations, improvements and funding needs, incorporating demands for projected recreational, programming, and maintenance needs, and establish a prioritized schedule of future park renovations and facility improvements.

On March 21, 2022, staff released a Request for Qualifications (RFQ) for Facilities Master Planning Services and Parks, Recreation, & Open Space Master Planning Services, inviting qualified firms to submit Statement of Qualifications (SOQs) to meet the City’s needs for the two respective master plans.

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Agenda Item No: 15.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022321 of the City Council of the City of Fairfield Authorizing the CityManager to Execute a Professional Services Agreement Between the City of Fairfieldand Wallace Roberts & Todd, LLC (WRT) for Consultant Services to Prepare a Parks,Recreation, & Open Space Master Plan and Authorizing an Update to the Fiscal Year20222023 BudgetRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City of Fairfield desires an inclusive process to evaluate community needs, document the history,and assess the current condition of the city’s parks, open space, and recreation facilities andprograms. The Parks, Recreation, & Open Space Master Plan (Master Plan) is intended to provide aroad map that will guide decision making to improve, maintain, and manage our parks, open space,and recreation programs. This plan will be the first of its kind for Fairfield and will act as a historicaldocument as well as a planning tool for the next 20+ years. DISCUSSIONThe Master Plan is a funded project in the City’s current Capital Improvement Program (CIP). Thisproject will prepare a citywide master plan to address the city’s longterm needs and goals for parks,recreation, and open space. The objectives of the process include identifying the values of thecommunity, providing a citywide vision for park and recreation facilities, establishing priorities forimplementation, and developing a strategic direction for future improvements and associated fundingstrategies. The Master Plan will provide the City with clear guidance regarding future renovations,improvements and funding needs, incorporating demands for projected recreational, programming, andmaintenance needs, and establish a prioritized schedule of future park renovations and facilityimprovements. On March 21, 2022, staff released a Request for Qualifications (RFQ) for Facilities Master PlanningServices and Parks, Recreation, & Open Space Master Planning Services, inviting qualified firms to submit Statement of Qualifications (SOQs) to meet the City’s needs for the two respective master plans.

An evaluation committee consisting of staff from Parks & Recreation, Public Works, Community Development, and Marketing and Outreach departments reviewed the SOQs. The evaluation committee unanimously selected WRT as the top proposer for the Master Plan. WRT was selected in part because of their experience with community outreach, other similar park master plan projects, and their clearly defined team roles and deliverables.

FINANCIAL IMPACT
The professional service agreement with WRT will authorize a contract for an amount nottoexceed $475,824. Total authorization for this project would be $523,406.40 ($475,824 + 10% management reserve). Of the $523,406.40, $23,406.40 was not budgeted in the adopted fiscal year (FY) 20212022 through FY 20252026, thus requiring a budget adjustment to the Capital Improvement Program (Fund 263, Project 10430). Additionally, funds from the Bedroom Tax Fund (Fund 165) were originally budgeted to fund this project, but staff is recommending the project be instead funded utilizing the AB 1600 Parks Fund (Fund 263).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose to not approve the proposed professional services agreement.

STAFF CONTACT
Marisa Cumpian, Sr. Management Analyst
(707) 4287494
[email protected]
COORDINATED WITH
City Attorney's Office, Community Development Department, Finance Department, Parks and Recreation Department
ATTACHMENTS:

Description
Proposed Resolution
Proposed Agreement
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 11/21/2022 1:44 PM
Beavers, Esther Approved 11/21/2022 2:20 PM
Beavers, Esther Approved 11/21/2022 2:20 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-321

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE CITY

MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF

FAIRFIELD AND WALLACE ROBERTS & TODD, LLC (WRT) FOR CONSULTANT SERVICES TO

PREPARE A PARKS, RECREATION, & OPEN SPACE MASTER PLAN AND AUTHORIZING AN UPDATE TO THE FISCAL YEAR 2022-2023 BUDGET

WHEREAS, the City desires an inclusive process to evaluate community needs, document the history, and assess the current condition of the city’s parks, open space, recreation facilities, and programs; and

WHEREAS, the Parks, Recreation, & Open Space Master Plan (Master Plan) is intended to provide a roadmap that will guide decision-making to improve, maintain and manage our parks, open space, and recreation programs; and

WHEREAS, this plan will be the first of its kind for Fairfield and will act as a historical document as well as a planning tool for the next 20+ years; and

WHEREAS, the Master Plan is a funded project in the City’s current Capital Improvement Program (CIP); and

WHEREAS, on March 21, 2022, staff released a Request for Qualifications (RFQ) inviting qualified firms to submit Statement of Qualifications (SOQ); and

WHEREAS, an evaluation committee unanimously selected Wallace Roberts & Todd, LLC (WRT) as the top proposer for the Master Plan; and

WHEREAS, WRT was selected in part because of their experience with community outreach, other similar park master plan projects, and their clearly defined team roles and deliverables; and

WHEREAS, funding was not allocated in the City's approved fiscal year (FY) 2022-23 Budget thus requiring an adjustment of $23,406.40 to cover the additional cost; and

WHEREAS, funding was originally allocated from the Bedroom Tax Fund (Fund 165) in the City's approved FY 2022-23 Budget, funding shall instead be funded from the AB 1600 Parks Fund (Fund 263); and

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RES. NO. 2022-321

Page 2 ends

WHEREAS, the revised appropriation constitutes an update to the FY 2022-23 Budget approved pursuant to Resolution No. 2022-122.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The city manager is hereby authorized to execute and administer a professional services agreement with WRT for consultant services to prepare a Parks, Recreation, & Open Space Master Plan in an amount not-to-exceed $475,824.

Section 2. The director of public works is hereby authorized to execute and administer amendments in an amount not-to-exceed $47,582.

Section 3. The council hereby approves a budget adjustment of $23,406.40 to the Capital Improvement Program (Fund 263, Project 10430).

Section 4. The council hereby approves a budget transfer of $523,406.40 from the AB 1600 Parks Fund (Fund 263) to the Capital Improvement Program (Fund 263, Project 10430).

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
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Revised 6/1/2022

PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made at Fairfield, California, as of ________________, 2022, by and between the City of Fairfield, a municipal corporation (the “CITY") and Wallace Roberts & Todd, LLC ("CONSULTANT"), who agree as follows:
1) SERVICES. Subject to the terms and conditions set forth in this Agreement, CONSULTANT shall provide to the CITY the services described in Exhibit “A,” which consists of the proposal submitted by CONSULTANT. CONSULTANT shall provide said services at the time, place, and in the manner specified in Exhibit “A.”
2) PAYMENT. CITY shall pay CONSULTANT for services rendered pursuant to this Agreement at the times and in the manner set forth in Exhibit “B.” The payments specified in Exhibit “B” shall be the only payments to be made to CONSULTANT for services rendered pursuant to this Agreement.

CONSULTANT shall submit all billings for said services to the CITY in the manner specified in Exhibit “B.” 3) FACILITIES AND EQUIPMENT. CONSULTANT shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. 4) GENERAL PROVISIONS. The general provisions set forth in Exhibit “C” are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the provisions set forth in Exhibit “C” shall control. 5) INSURANCE REQUIREMENTS. The insurance requirements set forth in Exhibit “D” are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the requirements set forth in Exhibit “D” shall control. 6) EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein.
7) TERM. This agreement shall be in effect through January 2024; or until the scope of work is completed.
8) GOVERNING LAW AND VENUE. Should either Party to this Agreement bring legal action against the other, the validity, interpretation, and performance of this Contract shall be controlled by and construed under the laws of California, excluding California’s choice of law rules. Venue for any such action relating to this Agreement shall be in the Solano County Superior Court. 9) ENTIRE AGREEMENT. This Agreement, including any other documents incorporated herein by specific reference, represents the entire and integrated agreement between CITY and CONSULTANT.

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Revised 6/1/2022

11) NOTICES. This Agreement is managed and administered on the CITY’s behalf by the individual named below. All invoices must be submitted and approved by this individual and all notices shall be given to the CITY using the following contact information:

CITY Contact: Marisa Cumpian, Sr. Management Analyst
E-mail: [email protected]
Address: 1000 Webster Street
Fairfield, CA 94533
Telephone: (707) 428-7494
Notices must be given to CONSULTANT at the following:

CONSULTANT Contact: John Gibbs, Principal
E-mail: [email protected]
Address: 478 Tehama Street, Suite 2B
San Francisco, CA 94103
Telephone: (415) 882-7853

EXECUTED as of the day first above-stated.

City of Fairfield, a municipal corporation

By:__________________________________
David Gassaway, Interim City Manager

CONSULTANT

By:___________________________________

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Principal
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MEMORANDUM
WRT, LLC | 478 Tehama Street, Suite 2B | San Francisco, CA 94103 James Stickley CA LA-4251 wrtdesign.com | 415.575.4722 John Gibbs CA LA-4417
O:\Promo\8715 Fairfield PROS Master Plan\9. Negotiation\Scope and Fee Proposals\2022-11-08 Proposal\Fairfield PROS Master Plan Proposal Memo_WRT_2022-11-08.docx To: Marisa Cumpian, Project Manager,
City of Fairfield
and
Caroline Vedder, Associate Civil
Engineer,
City of Fairfield
Date: November 10, 2022
From: Peter Winch
Senior Planner
Ref. No.: P08715.01
Project: Fairfield Parks, Recreation and
Open Space Master Plan
Pages: 15
Re: Proposed Scope and Fee
CC: John Gibbs, Principal, WRT
and
Emily Kelly, Landscape Designer, WRT
The following pages outline the WRT Team’s proposed scope of work for the Fairfield Parks, Recreation and Open Space Master Plan, along with deliverables and timeframes within which each task would be completed. The scope provided in the RFQ is used as our starting point, modified based on the July 11 and September 15, 2022 scoping meetings with City Staff, the September 29, 2022 coordination call with Geographic Technologies Group, and subsequent communications with City Staff.

A fee summary table, indicating the fee for each task by firm, follows the proposed scope of work. This is followed by a detailed fee schedule. The scope of work outlined in this proposal would require a total base budget of $389,005. With potential additional scope items, the total fee (labor and direct costs) would be $475,824.

Following the fee table is a simple project schedule showing the expected periods of work for each task.

We look forward to working with the City to refine this work plan. WRT is excited for this opportunity to assist Fairfield in visioning and planning for the City’s current and future park and open space assets.
"Exhibit A"
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1 Fairfield Parks, Recreation and Open Space Master Plan WRT Proposed Scope of Work | November 10, 2022

TASK 1: PROJECT COORDINATION
Task 1.1: Kickoff Meeting and Site Visit
The WRT Team will work with an Oversight Committee which may include but is not limited to the Parks and Recreation Director, –Associate Civil Engineer, and Project Manager.

The Team, including WRT, PROS, Group 4, and ESA, will conduct a kick-off meeting with City staff to establish objectives for the project, including confirming roles and responsibilities, finalizing project methodology, scope of services, timeline, format, and content of deliverables. The kickoff meeting would be combined with a tour of selected parks led by City Staff representing a range of perspectives (maintenance, recreational programming, capital planning.)
Task 1.2: Monthly Meetings with Oversight Committee
WRT will participate virtually in up to 12 meetings with the Oversight Committee. These meetings should occur monthly, or more often during periods of intense work, to remain aligned and keep the project on schedule.

Other members of the WRT Team will participate in these meetings as needed to share work and receive feedback.

Task 1.3: Team Coordination
In addition to the Oversight Committee meetings, interim calls between the WRT and City project manager are also anticipated to be needed during highly active periods. WRT will direct the work of all members of the Team, ensuring that tasks are done in a critical path to keep the project moving forward, and ensuring that the findings from each task are understood in an overall context that informs the plan.

Task 1.4: Coordination with General Plan Update and City GIS Team WRT will participate virtually in up to two coordination meetings with General Plan Update staff leads and planning consultants.These meetings will be timed to ensure that Parks Master Plan analysis and direction can inform the General Plan Update.

WRT will also participate virtually in up to three coordinating meetings with the City’s GIS database team and consultants to ensure coordinated efforts.

Task 1.5: Invoicing and Progress Reports
WRT will maintain the project budget and schedule, and submit monthly invoices together with monthly status reports.

Task 1 Deliverables:
• Kickoff Meeting Agenda
• Meeting Agendas, Powerpoint Presentations and Notes (see tasks below that describe content) • Monthly Invoices and Progress Reports

Timeframe: November 2022 – January 2024 (throughout project)

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2 TASK 2: FACILITIES ASSESSMENT
Task 2.1: Document Review and Base Plans
Group 4 will review all City-provided information relative to facilities, such as previous plans, assessments, and studies. We will use City-provided drawings to create a base plan for each of the following facilities:
• Allan Witt Community Park Sports Center
• Allan Witt Community Park Aquatics Center
• Community Center (part of Civic Center)
• Adult Recreation Center
We do not anticipate needing to consider Matt Garcia Park Recreation Facility, Fairfield Node 4A, or any other facilities.

Task 2.2: Functional Analysis of Recreation Facilities
Group 4 will undertake a functional analysis of these existing facilities, taking into account their programs, services and operations. Analysis will be documented graphically for each facility and presented in one meeting with City Staff or an advisory committee.

This task will be conducted following Task 5’s review of programming, so that an understanding of the overall recreational programming picture can inform the analysis of specific facilities. It is assumed that facilities condition assessment will be conducted as part of a separate contract.

Task 2 Deliverables:
• Functional Analysis of Existing Recreation Facilities: presentation with graphics • Powerpoint Presentation to Staff/Oversight Committee (see Task 1)

Timeframe: February – March 2023

TASK 3: DEVELOP AND IMPLEMENT PUBLIC INVOLVEMENT STRATEGY Task 3.1: Community Outreach Strategy
The planning process must result in a shared, clearly defined vision for the City’s Parks, Recreation, & Open Space Master Plan, driven by input from residents. Public involvement is extremely important to the City and will inform the decision making process. The following scope description is the basis of our proposal. In consultation with Staff, WRT will refine our budgeted proposal to execute a robust public outreach strategy that describes how residents, staff, stakeholders, and other impacted and interested parties will be provided opportunities to participate in the development of the plan. In our engagement work, WRT will:
• Act as professional facilitators to gather specific information about services, use, preferences, and any agency strengths, weaknesses, opportunities, and threats. • Provide well-organized and directed activities, techniques and formats that will ensure that a positive, open, and proactive public participation process is achieved. • Provide written records and summaries of the results of all public process and communication strategies.
• Work with City staff to develop and manage any online public involvement tools and data.

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3 • Throughout the entire process, demonstrate that voices are heard and respected, and needs and priorities are incorporated into the Plan. We will aim to build community support for the plan and champions for its implementation, as well as provide information for informed decision making for the staff, executive leadership, and City Council.

Task 3.2: Branding and Outreach Materials
WRT will provide feedback on City-created project branding (logo, style palette) to be used in all project- related materials. Throughout the planning process, WRT will provide content and electronic files that can be used for flyers, posters, and for the City’s website and social media.

Printing costs are not included in the budget.

Task 3.3: Stakeholder Meetings
WRT and members of the Team, as needed, will conduct up to one day of virtual meetings with stakeholders, individually or in small groups. Stakeholders should represent a cross-section of park users and residents.

Task 3.4: Targeted Outreach
WRT will conduct targeted outreach to specific communities that are not well-represented in public decision- making but who are critical constituents for parks and recreation. We will establish connections and attend one regular meeting each with up to three community-based organizations, to introduce the master plan effort. In particular, organizations associated with youth and with non-English-speaking communities should be sought.

We assume these meetings will take place in person.

Task 3.5: Pop-Up Events
WRT will design and conduct two “pop-up” events early in the process to raise awareness of the planning effort and gather informal feedback on vision and values. We recommend that pop-ups take place at a park or recreation center during an active time, or in coordination with a community event.

Task 3.6: Community Workshops (2)
WRT will design and facilitate two community workshops that enable the planning team to share findings and relevant context and get input on priorities for the future parks, recreation and open space system. Workshops may be done as follows:
(1) Present findings of the existing conditions analysis and get input on vision and priorities (spring 2023); (2) Present initial vision and policy framework and get feedback on specific actions (summer 2023).

Task 3.7: Online Engagement
WRT will create up to two online surveys that can be linked to the City’s or project website and give community members an opportunity to provide input outside the workshop format. Surveys may mirror workshop timing and activities so that feedback can be considered efficiently. We anticipate that one survey will make use of ESRI’s GIS StoryMaps. WRT would design these exercises, with input from the City’s GIS team as needed.

Task 3.8: Engagement Summaries
WRT will summarize what we heard from the community at each stage of the process, with summaries of input from our stakeholder meetings; targeted outreach; pop-up events; community workshops; and online surveys.

Task 3 Deliverables:

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4 • Outreach Materials for Web and Print (digital files) • Community Outreach Strategy
• Powerpoint Presentation for Staff/Oversight Committee • Engagement Materials for Pop-Up Events and Community Workshops (digital and print) • Summaries of Findings from Each Engagement Activity
Task 3.9: Translation and Interpreting Services – POTENTIAL SCOPE ENHANCEMENT As an optional task, WRT will provide translation services for all outreach materials interpreting services at two community workshops in Spanish and Tagalog. Interpretating and translation will be handled by Accent on Languages. Bilingual members of WRT’s staff will handle Spanish-language interpreting at meetings with targeted groups, as needed.

Task 3.10: Community Ambassadors – POTENTIAL SCOPE ENHANCEMENT With assistance from community-based organization partners, WRT will recruit community and youth ambassadors to promote participation in workshops and online surveys. Ambassadors will be paid a stipend for their work by WRT; this will be included in our Reimbursables budget. This scope assumes two community ambassadors working up to 40 hours each.

Optional Task 3 Deliverables:
• Translated Outreach Materials for Web and Print (digital files) • Translated Engagement Materials for Pop-Up Events and Community Workshops (digital and print) • Interpreting at Community Workshops (2)

Timeframe: November 2022 – January 2024

TASK 4: COLLECT AND ANALYZE DATA
Task 4.1: Data and Document Review
WRT and members of the Team will review current long-range plans and other relevant documents and gather GIS files provided by City Staff.

Task 4.2: Statistically-Valid Survey
ETC Institute will develop and administer a City-wide community needs assessment survey with a return rate that accurately represents a sampling of the community population to identify community needs and issue on the city’s facilities, programs, and services. The community in this sense is the City of Fairfield residents however, we value the stakeholders and resources that surround the city and fall within the Fairfield-Suisun Unified School District area. This survey will be used as a baseline to determine needs, desires, and willingness to pay. ETC will conduct cross-tabulation to understand the specific needs of the Travis AFB community and in each of three park planning areas to be defined early in the PROS planning process.

Task 4.3: Demographic Analysis
PROS Consulting will collect and interpret demographic characteristics and trends of the City’s population using information from the US Census Bureau’s American Community Survey, tapestry segmentation, regional and local sources.

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5 PROS Consulting will compile data on recreation and arts programming, existing program spaces, program participation, public communications, technology, and other aspects of department operations. PROS will also review existing funding sources and available funding and financing strategies that are options for funding future improvements.

Task 4.5: Level of Service Evaluation
PROS, with input from WRT, will recommend a park typology, with usable definitions for each park and open space type, including size, use, user type, area of reach, desirable acreage and distribution, etc. Using data provided by the City, WRT will evaluate Fairfield’s actual existing park acreage Level of Service (LOS).

This will inform Level of Service recommendations to be developed in Task 9.

Task 4.6: Park System Mapping
With GIS data to be provided by the City of Fairfield as well as publicly-accessible data, WRT will map:
• The park and open space system by park type, including existing and planned parks • Parks by observed condition, based on the park-by-park inventory and assessment conducted in Task

7.1 • Park walksheds (adapted from a map package from Fairfield Forward) • Key recreation amenities, based on existing data and the park-by-park inventory and assessment conducted in Task 7.1;
• Population density, median household income, and families with children • Vegetation and natural hazards (adapted from map packages from Fairfield Forward). • . Pollution burden (adapted from Fairfield Forward)
•
Our work will build on map packages created as part of the General Plan update,and use City GIS data layers.

Analytical maps would be created to be compatible with the City’s GIS system, in consultation with that team.

Task 4.7: Detailed Park System Mapping – POTENTIAL SCOPE ENHANCEMENT With GIS data to be provided by the City of Fairfield as well as publicly-accessible data, WRT will augment our map set to also include maps for each of three planning subareas to be defined in this process. Subjects would include:
• Parks by type; schools and other community facilities; • Distribution of recreation amenities;
• Parks and planned parks with planned land use, including in specific plan areas; • Park access (5- and 10-minute walksheds).

Subarea maps will allow us to effectively identify and communicate issues and opportunities at the local scale.

Analytical maps would be created to be compatible with the City’s GIS system, in consultation with that team.

Task 4 Deliverables:
• Statistically-Valid Survey Instrument (draft and final) • Survey Report
• Demographic Analysis Memo
• Programming, Funding and Operations Assessment Memo
• Level of Service Evaluation Memo
• Parks Atlas (up to 10 maps)
• Powerpoint Presentations (2) to Staff/Oversight Committee DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 691 of 1050Attachment 2 Page 8 of 28

6 Optional Task 4 Deliverables:
• Augmented Parks Atlas (up to 15 additional maps, including subarea maps)

Timeframe: November 2022 – February 2023

TASK 5: REVIEW PROGRAMMING, USE FEES, IMPACT FEES, AND DEVELOP COST RECOVERY

STRATEGIES
Task 5.1: Service Classification
PROS Consulting will work with City Staff to conduct a classification of recreation services to establish essential and value-added services. We anticipate this to take place in an in-person workshop.

Task 5.2: Review Rate Structures
PROS will review rate structures (fees and rental rates).

Task 5.3: Pricing and Cost Recovery Strategies
PROS will recommend pricing and cost recovery strategies.

Task 5 Deliverables:
• Programming, Pricing and Cost Recovery Workshop with PROS • Programming, Pricing, and Cost Recovery Memo
• Powerpoint Presentation for Staff/Oversight Committee

Timeframe: January - February 2023

TASK 6: RECREATIONAL DEMAND STUDY
Task 6.1: Recreation Demand Study
PROS Consulting will conduct and prepare a recreation demand study. The study will be based on the demographic profile (Task 4.3) and will consider:
• Locational competition and potential partners in recreation program areas; • Regional, new, emerging, and declining trends in recreation activities; • Expected demand for recreation programs based on national and regional recreation trends and the City’s demographic composition.

Task 6 Deliverables:
• Recreation Demand Study Memo
• Powerpoint Presentation for Staff/Oversight

Timeframe: February – March 2023

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7 TASK 7: OUTDOOR ASSET CONDITIONS ASSESSMENTS
Task 7.1: Park-by-Park Assessment and Inventory of Recreation Features WRT will conduct an on-the-ground inventory and assessment of each of the City’s 27 neighborhood, community, specialized and pocket parks, over a three-day period. The inventory will count recreation amenities (e.g. playgrounds, ballfields). For an inventory of all park assets, see Task 7.6. The assessment will evaluate active and passive recreational opportunities at each site, and will consider each of the following areas:
• Access, including such considerations as safe pedestrian street crossings; bike facilities; internal circulation and wayfinding.
• Functionality, including the way active and passive use areas currently work together to create a successful park experience.
• Safety, including visibility to and within the park, lighting, and evidence of misuse.

The analysis will be clear and criteria-based, following a rating system prepared by WRT and reviewed in advance by City Staff.

In addition, the assessment will rate the condition of park amenities such as playgrounds, outdoor restrooms, shelters, hard courts, skate park, grass/dirt sports fields, aquatics, and other amenities. This will be a qualitative (good/fair/poor) assessment, with notes to address specific issues of concern. The condition assessment will not consider buildings. Building condition findings from a separate study will be taken into account in this planning effort.

This assessment will not cover the City’s golf courses, regional parks, open spaces or trails. Access, functionality and safety characteristics of these spaces will be rated based on a workshop with Staff.

Task 7.2: Special-Status Species Mapping and Habitat Suitability ESA will undertake a targeted wildlife habitat suitability reconnaissance, expected to take two days, on a subset of Fairfield’s park and open space areas (up to approximately 500 acres). Target areas would be selected based on available data (vegetation and habitat maps from the General Plan Update’s Existing Conditions Report or other sources), and based on guidance from WRT and the City on areas that may have the best existing habitat or most opportunity for restoration.

The information gained during the reconnaissance survey would be incorporated into an updated, annotated version of the special-species table from the Existing Conditions Report, so that site-specific wildlife suitability information can be provided for approximately half of the City’s open space inventory.

Task 7.3: Ecological Opportunities and Constraints
Based on the habitat characterization, ESA will prepare a list of ecological opportunities and constraints for each park and open space area within the 1,360-acre City of Fairfield open space lands and regional park holdings. Considerations will include relative ecological benefits, public access and/or recreational opportunities, relative costs and potential regulatory requirements. Alongside the list, ESA will prepare visual aids based on the mapping and habitat assessment. These materials will be assembled in a Powerpoint presentation to be given to the City of Fairfield staff to support an interactive discussion with City staff.

ESA will participate in up to four (4), hour-long phone calls with the WRT Team and/or City regarding ecological resources of Fairfield’s parks and open space lands and related recommendations for the master plan.

Task 7.4: Fine-Scale Vegetation Map – POTENTIAL SCOPE ENHANCEMENT As an optional task, ESA will begin its analysis by creating a fine-scale vegetation map using readily available aerial imagery to map and classify vegetation within the 1,360-acre City of Fairfield open space lands and regional park holdings. Vegetation will be mapped at the Alliance-level according to the Manual of California Vegetation (Sawyer et al., 2009) and will be cross-walked with wildlife habitat classification using the Wildlife DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 693 of 1050Attachment 2 Page 10 of 28

8 Habitat Relationships (WHR) habitat descriptions (California Department of Fish and Wildlife, 2014). The products of this work will be a final, fine-scale vegetation map (pdf version along with geospatial data as a geodatabase or similar), a table of the crosswalk between vegetation alliances and WHR habitat types, and narrative text describing each of the habitat types and their corresponding vegetation alliances. This information will be included in the short memo prepared as part of Task 2.

To complete the mapping process, ESA will first prepare a preliminary map layer based on remote sensing and aerial photo interpretation. The second step will be to ground-truth the preliminary map layer during field surveys. These will be reconnaissance-level surveys that can be conducted any time of year. ESA biologists will make real-time edits to the preliminary map- updating and refining boundaries and vegetation classifications while in the field using ESRI Field Maps. Final edits will be made in ArcGIS Pro to prepare a complete data layer. This scope assumes that 1,360 acres of City open space areas can be surveyed at a reconnaissance level by two biologists across four field days.

The fine-scale vegetation map and data will include all information about riparian habitats, including boundaries, that may be useful in preparing a lake or streambed alteration agreement notification package according to the California Fish and Game Code Section 1602, and guiding other riparian habitat evaluations that the City may undertake in the future for resource protection.

If fine-scale vegetation mapping is desired, it will be more cost and time effective to complete field data collection and verification of existing conditions at select sites as part of an integrated deliverable as opposed to a ‘restart’ of additional services later in the planning process.Task 7.5: Regional Parks, Open Spaces and Trails Assessment – POTENTIAL SCOPE ENHANCEMENT
WRT will conduct an on-the-ground assessment of Fairfield’s two public golf courses, three open space units, three trails, and Rockville Hills Regional Park. The assessment will focus on primary trails, trailheads, and public use areas, and how these areas support recreational functions (e.g. golf, enjoyment of conserved open space, or walking and biking.) As in Task 7.1, this assessment will not consider building condition.

We assume that assessment of these features will involve two additional days of fieldwork.

Task 7.6: Detailed Park Feature Inventory, Geolocation and Assessment – POTENTIAL SCOPE

ENHANCEMENT
WRT will conduct an on-the-ground inventory, geolocation, and assessment of all features within each of Fairfield’s parks, open spaces and trails. This effort will involve WRT staff conducting intensive fieldwork using a handheld GPS device. Data collected will be integrated into the City’s GIS database, and may become a foundation for ongoing asset management. WRT will coordinate with the City’s GIS team to ensure efficiency and compatibility.

We assume that assessment of these features will involve approximately 17 additional days of fieldwork, which may be done later in the process than the initial assessment. This scope assumes that any resulting map production, as well as asset management planning, will be done by others.

Task 7 Deliverables:
• Park Assessment Criteria and Scoring Form
• Park-by-Park Assessment Report (draft and final)
• Updated, annotated special-status species table with site-specific wildlife suitability • Ecological Opportunities and Constraints presentation, with associated graphics • Powerpoint Presentations (2) for Staff/Oversight Committee (see Task 1) DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 694 of 1050Attachment 2 Page 11 of 28

9 Optional Task 7 Deliverables:
• Draft and final memo describing the methods and results of vegetation mapping and habitat classification • Crosswalk table, habitat descriptions, and special-status species habitat suitability table • Powerpoint presentation and associated graphics.
• Regional parks, open spaces and trails assessment memo and table • Detailed park asset inventory, geolocation and condition GIS data set

Timeframe: February – August 2023

TASK 8: PREPARE USEFUL, READABLE PLANNING DOCUMENT
Task 8.1: Document Outline, List of Figures and Template WRT will create a detailed outline and list of figures in Microsoft Word, and set up a Parks, Recreation and Open Space Plan graphic document template in In Design, part of the Adobe Creative Suite.

The Master Plan will include:
• A summary of key findings from the analysis of the parks and open space system, recreational programming and needs, and recreational demand.
• A summary of community vision and priorities.
• Recommendations categorized into themes with goals and objectives. • Specific action steps to guide the City in the present and future for its parks planning/funding/development process, including conceptual ideas for underdeveloped or undeveloped park property.
• An action plan for capital improvements including costs, funding source potentials, and a timeframe to support the implementation of the plan.

The report will include relevant text, graphics, maps, etc. in electronic format for final adoption and distribution.

Task 8 Deliverables:
• Parks, Recreation and Open Space Master Plan Outline and List of Figures • Document Template

Timeframe: April - May 2023

TASK 9: LEVEL OF SERVICE ASSESSMENT
Task 9.1: Level of Service Recommendations
PROS, in consultation with WRT and City Staff, will evaluate and recommend level of service standards that meet the City of Fairfield’s needs. Standards will consider geographic distribution of indoor and outdoor facilities and their amenities, and will take into account the presence of resources provided by other agencies that are easily accessible to Fairfield residents.

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10 Task 9.2: Definition of Need for New Park Land
Based on analysis conducted in task 4, PROS will determine park, recreation, and open space facilities needed to meet recommended level of service standards, taking into account existing deficiency, reserve capacity, and new capacity requirements for facilities.

PROS will also make recommendations with regard to how three approaches to requiring park land as part of development: proportionate share, reasonably related to need, and reasonable benefit to new development.

Task 9 Deliverables:
• Memo: Level of Service Recommendations and Park Land Needs • Powerpoint Presentation for Staff/Oversight Committee (see Task 1)

Timeframe: April - May 2023

TASK 10: DEVELOP A STRATEGIC VISION AND PROVIDE ANALYSIS OF FORECASTED NEEDS Task 10.1: Strategic Vision Review & Update
The WRT Team (WRT and PROS) will review the City’s strategic direction for parks, recreation and open space to identify and affirm the long-range vision and opportunities. This task will address each of the following subjects in a half-day intensive working session with the Oversight Committee, WRT and PROS:
• Review of the City’s Parks and Arts purpose, aspiration, and organizational values, in a working session with Staff.
• Synthesize the findings from all previous stages of the process into a clear needs assessment, and determine gaps in what is being provided versus the needs and interests identified. • Develop a list of critical issues and opportunities.

Following the working session, WRT will draft a vision and strategic goals that address key findings of the needs assessment and that will anchor the Parks, Recreation and Open Space Master Plan.

Task 10 Deliverables:
• Agenda for Strategic Vision Review Workshop (WRT and PROS present) • Draft Vision and Strategic Goals for Fairfield PROS Master Plan

Timeframe: May - June 2023

TASK 11: DEVELOP RECOMMENDATION AND IMPLEMENTATION STRATEGIES Task 11.1: Park Acquisition, Development and Improvement Recommendations and Prioritization WRT, with input from PROS, Group 4, and ESA will define and prioritize recommendations to meet current and future needs. Recommendations will include:
• Recommended thematic improvements that may be applied across the existing park system (e.g., improved irrigation systems, park lighting enhancements, specific activation strategies); • Recommended development of specific recreation amenities; • Specific improvement recommendations for specific parks; DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 696 of 1050Attachment 2 Page 13 of 28

11 • Specific improvement recommendations for existing recreation facilities; • Recommendations for acquiring and developing new park land to fill gaps and serve future growth areas; • Recommendations for conservation, access and trail improvements in regional park and open space lands;
We recommend a one-day park-by-park workshop with Staff, WRT and PROS.

Task 11.2: Recommendations for Operations, Maintenance, Technology, Programming and Financing PROS will make recommendations for addressing operations, staffing, maintenance, technology, programming and services and funding needs to support implementation of this Plan. Recommendations will be grounded in a real consideration of viability and cost-effectiveness.

Task 11.3: Capital and Operational Cost Estimates
WRT and PROS will develop rough order-of-magnitude estimates of the capital and operational costs for land acquisition, construction or redevelopment of indoor and outdoor facilities, development of additional recreation amenities, park maintenance, park enhancement etc. The analysis should be designed to connect with the City’s Capital Improvement Plan.

Task 11 Deliverables:
• Park-by-Park Workshop with WRT and PROS
• Recommendations and Priorities for Park Acquisition and Development • Recommendations for Operations, Maintenance, Technology, Programming and Financing • Capital and Operational Cost Estimates
• Powerpoint Presentation for Staff/Oversight Committee

Timeframe: July - September 2023

TASK 12: CREATE ACTION PLAN: STRATEGIC, CAPITAL, AND FINANCIAL Task 12.1: Action Plan with Phasing
The WRT Team will develop an action plan which includes strategies, priorities, budget support, and funding mechanisms for the short-term (one to two years), mid-term (three to five years) and long-term (five plus years), which were developed during the previous stage in the process. The Action Plan will be phased with prioritized recommendations and a capital project prioritization process/ranking system for future strategic investments and level-of-service/reoccurring capital needs.

Task 12 Deliverables:
• Action Plan with Phasing
• Powerpoint Presentation for Staff/Oversight Committee

Timeframe: September - November 2023

TASK 13: FINAL REPORT AND PRESENTATION
Task 13.1: Draft Parks, Recreation and Open Space Master Plan DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 697 of 1050Attachment 2 Page 14 of 28

12 WRT will submit a draft Parks, Recreation and Open Space Master Plan. The Plan will summarize the findings of the analysis and engagement, and include a vision and strategic goals, recommended capital and operational improvements, and a phased action plan. The Master Plan will articulate a clear vision and “road map” for the City’s future parks and open spaces. The document will be prepared using In Design software, part of the Adobe Creative Suite. A PDF file will be submitted to allow various reviewers to make comments. The City will prepare a consolidated set of comments to WRT resolving conflicts in direction.

Task 13.2: Presentations to Staff and Stakeholders and City Council WRT will make on-site presentations to report and summarize the Master Plan, including one presentation to staff and stakeholders and one to City Council. The presentations will be in an easy to-understand format with charts, graphics maps, and other data as needed to support the plan and its presentation to the appropriate audiences.

Task 13.3: Final PROS Master Plan
Based on comments received from Staff, stakeholders, and City Council, WRT will make refinements and deliver a final Parks, Recreation and Open Space Master Plan to the City of Fairfield.

Task 13 Deliverables:
• Admin Draft Parks, Recreation and Open Space Master Plan • Public Review Draft Master Plan
• Final Master Plan
• Powerpoint Presentations (2) for Staff/Oversight Committee

Timeframe: November 2023 - January 2024

DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 698 of 1050Attachment 2 Page 15 of 28

Fairfield Parks, Recreation and Open Space Master Plan
WRT Team Fee
Task Description WRT
PROS
Consulting Group 4 ESA ETC Institute Total Cost
1 Project Coordination 36,824$ 5,460$ 6,390$ 4,410$ -$ 53,084$ 2 Facilities Assessment 1,691$ -$ 9,050$ -$ -$ 10,741$ 3 Develop and Implement Public Involvement Strategy 61,068$ 2,340$ -$ -$ -$ 63,408$ 4 Collect and Analyze Data 16,233$ 15,810$ -$ -$ 15,500$ 47,543$ 5 Review Programming, Use Fees, and Develop Cost Recovery Strategies 1,953$ 10,300$ -$ -$ -$ 12,253$ 6 Recreational Demand Study 651$ 5,850$ -$ -$ -$ 6,501$ 7 Outdoor Asset Condition Assessments 29,983$ -$ -$ 19,095$ -$ 49,078$ 8 Prepare Useful, Readable Planning Document 6,647$ -$ -$ -$ -$ 6,647$ 9 Level of Service Assessment 1,817$ 4,680$ -$ -$ -$ 6,497$ 10 Develop a Strategic Vision and Provide Analysis of Forecasted Needs 13,734$ 2,340$ -$ -$ -$ 16,074$ 11 Develop Recommendation and Implementation Strategies 24,969$ 11,860$ 11,440$ -$ -$ 48,269$ 12 Create Action Plan: Strategic, Capital and Financial 6,248$ 3,900$ -$ -$ -$ 10,148$ 13 Final Report and Presentation 40,142$ 4,095$ 4,080$ -$ -$ 48,317$ Subtotal Labor 241,957$ 66,635$ 30,960$ 23,505$ 15,500$ 378,557$ Direct Costs 2,400$ 6,000$ 1,000$ 1,048$ -$ 10,448$ Total 244,357$ 72,635$ 31,960$ 24,553$ 15,500$ 389,005$ Scope Enhancement

3.9 Interpreting and Translation 11,632$ -$ -$ -$ -$ 11,632$

3.1 Community Ambassadors 2,000$ -$ -$ -$ -$ 2,000$

4.7 Detailed Park System Mapping 13,844$ -$ -$ -$ -$ 13,844$

7.4 Fine-Scale Vegetation Map -$ -$ -$ 13,812$ -$ 13,812$

7.5 Detailed Parks, Open Spaces and Trails Assessment 7,082$ -$ -$ -$ -$ 7,082$

7.6 Detailed Park Feature Inventory, Geolocation and Assessment 34,524$ -$ -$ -$ -$ 34,524$ Subtotal Labor 69,083$ -$ -$ 13,812$ -$ 82,895$ Direct Costs 1,600$ -$ -$ 2,325$ -$ 3,925$ Total 70,683$ -$ -$ 16,137$ -$ 86,820$ Total Labor 311,039$ 66,635$ 30,960$ 37,317$ 15,500$ 461,451$ Total Direct Costs 4,000$ 6,000$ 1,000$ 3,373$ -$ 14,373$ Grand Total 315,039$ 72,635$ 31,960$ 40,690$ 15,500$ 475,824$ DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 699 of 1050Attachment 2 Page 16 of 28

Fairfield Parks, Recreation and Open Space Master Plan
Project Schedule
2022 2023 2024
Task Description Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb 1 Project Coordination
2 Facilities Assessment
3 Develop and Implement Public Involvement Strategy
4 Collect and Analyze Data
5 Review Programming, Use Fees, and Develop Cost Recovery Strategies 6 Recreational Demand Study
7 Outdoor Asset Condition Assessments
8 Prepare Useful, Readable Planning Document
9 Level of Service Assessment
10 Develop a Strategic Vision and Provide Analysis of Forecasted Needs 11 Develop Recommendation and Implementation Strategies 12 Create Action Plan: Strategic, Capital and Financial 13 Final Report and Presentation
DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 700 of 1050Attachment 2 Page 17 of 28

Revised 6/1/2022

EXHIBIT “B”

PAYMENT

1) The total contract price for services rendered by CONSULTANT under this Agreement shall be for a not to exceed amount of four hundred seventy-five thousand, eight hundred and twenty-four dollars ($475,824).
2) Payment shall be made to CONSULTANT on a time and materials basis, and CONSULTANT shall submit monthly invoices to the Public Works Department, Attention: Marisa Cumpian, for the same. 3) Any additional meetings or work required beyond that set forth in Exhibit “A” shall be mutually agreed to in writing by the CITY and CONSULTANT, and shall be billed on a time and materials basis to the Public Works Department, Attention: Marisa Cumpian.

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Revised 6/1/2022

EXHIBIT “C”

GENERAL PROVISIONS
1) INDEPENDENT CONSULTANT. At all times during the term of this Agreement, CONSULTANT shall be an independent contractor and shall not be an employee of CITY. CITY shall have the right to control CONSULTANT only insofar as the results of CONSULTANT's services rendered pursuant to this Agreement; however, CITY shall not have the right to control the means by which CONSULTANT accomplishes services rendered pursuant to this Agreement. 2) LICENSES; PERMITS; ETC. CONSULTANT represents and warrants to CITY that CONSULTANT has all licenses, permits, qualifications, and approvals of whatsoever nature which are legally required for CONSULTANT to practice CONSULTANT's profession. CONSULTANT represents and warrants to CITY that CONSULTANT shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any licenses, permits, and approvals which are legally required for CONSULTANT to practice his profession.
3) TIME. CONSULTANT shall devote such services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of CONSULTANT's obligations pursuant to this Agreement. CONSULTANT shall adhere to the Schedule of Activities as described in their Executive Summary.
4) CONSULTANT NOT AN AGENT. Except as CITY may specify in writing, CONSULTANT shall have no authority, express or implied, to act on behalf of CITY in any capacity whatsoever as an agent.

CONSULTANT shall have no authority, express or implied, pursuant to this Agreement, to bind CITY to any obligation whatsoever.
5) ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect.
6) PERSONNEL. CONSULTANT shall assign only competent personnel to perform services pursuant to this Agreement. In the event that CITY, in its sole discretion, at any time during the term of this Agreement, desires the removal of any person or persons assigned by CONSULTANT to perform services pursuant to this Agreement, CONSULTANT shall remove any such person immediately upon receiving notice from CITY of the desire of CITY for the removal of such person or persons. 7) STANDARD OF PERFORMANCE. CONSULTANT shall perform all services required pursuant to this Agreement. Services shall be performed in the manner and according to the standards observed by a competent practitioner of the profession in which CONSULTANT is engaged in the geographical area in which CONSULTANT practices his profession. All products which CONSULTANT delivers to CITY pursuant to this Agreement shall be prepared in a workmanlike manner, and conform to the standards of quality normally observed by a person practicing in CONSULTANT's profession. CITY shall be the sole judge as to whether the product of the CONSULTANT is satisfactory.
8) CANCELLATION OF AGREEMENT. This Agreement may be canceled at any time by the CITY at its discretion upon written notification to CONSULTANT. CONSULTANT is entitled to receive full payment for all services performed and all costs incurred up to and including the date of receipt of written notice to cease work on the project. CONSULTANT shall be entitled to no further compensation for work DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 702 of 1050Attachment 2 Page 19 of 28

Revised 6/1/2022

performed after the date of receipt of written notice to cease work. All completed and incomplete products up to the date of receipt of written notice to cease work shall become the property of CITY. 9) PRODUCTS OF CONSULTING. All products of the CONSULTANT provided under this Agreement shall be the property of the CITY.
10) INDEMNIFY AND HOLD HARMLESS.
a) If AGREEMENT is an agreement for design professional services subject to California Civil Code § 2782.8(a) and CONSULTANT is a design professional, as defined in California Civil Code § 2782.8(c)(2), to the fullest extent permitted by law, CONSULTANT shall indemnify, defend, and hold harmless CITY and its elected officials, officers, agents, and employees and designated volunteers (collectively “CITY Indemnitees”) from and against any and all claims, losses, liabilities, damages, costs and expenses, including attorney’s fees and costs (if recoverable under applicable law), to the proportionate extent they arise out of or were caused by the negligence, recklessness, or willful misconduct of the CONSULTANT. CONSULTANT’s duty in regard to costs and expenses (including attorney’s fees and costs) to defend shall consist of reimbursement of defense costs incurred by CITY in direct proportion to the CONSULTANT’s proportionate percentage of fault. CONSULTANT’s percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator. In the event any loss, liability or damage is incurred by way of settlement or resolution without a court, jury or arbitrator having made a determination of the CONSULTANT’s percentage of fault, the parties agree to mediation with a third party neutral to determine the CONSULTANT’s proportionate percentage of fault for purposes of determining the amount of indemnity and defense cost reimbursement owed to the CITY. b) If AGREEMENT is not an agreement for design professional services subject to California Civil Code § 2782.8(a) or CONSULTANT is not a design professional as defined in California Civil Code § 2782.8(c)(2), to the fullest extent allowed by law, CONSULTANT shall indemnify, defend, and hold harmless the CITY Indemnitees from all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by CONSULTANT or any person directly or indirectly employed by or acting as agent for CONSULTANT in the performance of this Agreement, including the concurrent or successive passive negligence of the CITY Indemnitees.

It is understood that the duty of CONSULTANT to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code.

Acceptance of insurance certificates and endorsements required under this Agreement does not relieve CONSULTANT from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.

CONSULTANT’S responsibility for such defense and indemnity shall survive termination or completion of this agreement for the full period of time allowed by law. 11) PROHIBITED INTERESTS. No employee of the CITY shall have any direct financial interest in this agreement. This agreement shall be voidable at the option of the CITY if this provision is violated.

DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 703 of 1050Attachment 2 Page 20 of 28

Revised 6/1/2022

12) LOCAL EMPLOYMENT POLICY. The CITY desires wherever possible, to hire qualified local residents to work on city projects. Local resident is defined as a person who resides in Solano County.

The CITY encourages an active affirmative action program on the part of its contractors, consultants, and developers. When local projects require, subcontractors, contractors, consultants and developers will solicit proposals from qualified local firms where possible.

As a way of responding to the provisions of the Davis-Bacon Act and this program, contractor, consultants, and developers will be asked, to provide no more frequently than monthly, a report which lists the employee's name, job class, hours worked, salary paid, city of residence, and ethnic origin. 13) CONSULTANT NOT A PUBLIC OFFICIAL. CONSULTANT is not a "public official" for purposes of Government Code §§ 87200 et seq. CONSULTANT conducts research and arrives at his or her conclusions, advice, recommendation, or counsel independent of the control and direction of the CITY or any CITY official, other than normal contract monitoring. In addition, CONSULTANT possesses no authority with respect to any CITY decision beyond these conclusions, advice, recommendation, or counsel. 14) EMPLOYMENT DEVELOPMENT DEPARTMENT REPORTING REQUIREMENTS. When the CITY executes an agreement for or makes payment to CONSULTANT in the amount of $600 (six hundred dollars) or more in any one calendar year, CONSULTANT shall provide the following information to CITY to comply with Employment Development Department (EDD) reporting requirements:
a) Whether CONSULTANT is doing business as a sole proprietorship, partnership, limited liability partnership, corporation, limited liability corporation, non-profit corporation or other form of organization.
b) If CONSULTANT is doing business as a sole proprietorship, CONSULTANT shall provide the full name, address and social security number of the sole proprietor. c) If CONSULTANT is doing business as other than a sole proprietorship, CONSULTANT shall provide CONSULTANT’S federal tax identification number.

DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 704 of 1050Attachment 2 Page 21 of 28

Revised 6/1/2022

EXHIBIT “D”

INSURANCE REQUIREMENTS
CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONSULTANT, its agents, representatives, or employees. 1) MINIMUM SCOPE AND LIMITS OF INSURANCE
a) Commercial General Liability coverage (occurrence Form CG 00 01) with minimum limits of $1,000,000 per occurrence for bodily injury, personal injury, products and completed operations, and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
b) Automobile Liability coverage (Form CA 00 01 with Code 1 – any auto) with minimum limits of $1,000,000 per accident for bodily injury and property damage. c) Workers’ Compensation insurance as required by the State of California and Employers’ Liability insurance, each in the amount of $1,000,000 per accident for bodily injury or disease. 2) INDUSTRY SPECIFIC COVERAGES
If checked below, the following insurance is also required.

Professional Liability Insurance / Errors and Omissions Liability in the minimum amount of $2,000,000 per occurrence.

Pollution Liability Insurance in the minimum amount of $1,000,000 per occurrence Garage Keepers Insurance in the minimum amount of $1,000,000 per occurrence Fidelity / Crime / Dishonesty Bond in the minimum amount of $____________ MCS-90 Endorsement to Business Automobile insurance for transportation of hazardous materials and pollutants
Builder’s Risk / Course of Construction Insurance in the minimum amount of $__________.

3) INSURANCE PROVISIONS
a) DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the CITY, its officers, officials, employees and volunteers; or the CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. b) The general and automobile liability policies (and if applicable, pollution liability, garage keepers X

DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 705 of 1050Attachment 2 Page 22 of 28

Revised 6/1/2022

liability and builder’s risk policies) are to contain, or be endorsed to contain, the following provisions:
i) The CITY, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the CONSULTANT; products and completed operations of the CONSULTANT; premises owned, occupied or used by the CONSULTANT; and automobiles owned, leased, hired or borrowed by the CONSULTANT. The coverage shall contain no special limitations on the scope of protection afforded to the CITY, its officers, officials, employees or volunteers. ii) For any claims related to this project, the CONSULTANT’S insurance coverage shall be primary insurance as respects the CITY, its officers, officials, employees and volunteers. Any insurance or self-insured maintained by the CITY, its officers, officials, employees or volunteers shall be excess of the CONSULTANT’S insurance and shall not contribute with it. iii) Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the CITY, its officers, officials, employees or volunteers.
iv) 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. v) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the CITY.
vi) The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated above shall not serve to reduce the CONSULTANT’S policy limits of coverage.

VERIFICATION OF COVERAGE. CONSULTANT shall furnish the CITY with original endorsements effecting coverage required by this Exhibit D. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf; on forms equivalent to CG 20 10 11 85, subject to CITY approval; and submitted electronically through the Exigis insurance system to: [email protected].

All insurance certificates and endorsements are to be received and approved by the CITY before work commences. At the request of the CITY, CONSULTANT shall provide complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications. d) SUB-CONTRACTORS. CONSULTANT shall require all subcontractors to procure and maintain insurance policies subject to the requirements of Exhibit D. Failure of CONSULTANT to verify existence of sub- contractor’s insurance shall not relieve CONSULTANT from any claim arising from sub-contractors work on behalf of CONSULTANT.

DocuSign Envelope ID: CA927846-7F2E-47F7-8A04-55708FC94E1C Packet Page 706 of 1050Attachment 2 Page 23 of 28

Certificate Of Completion
Envelope Id: CA9278467F2E47F78A0455708FC94E1C Status: Completed Subject: Complete with DocuSign: WRT Professional Services Agreement with the City of Fairfield Source Envelope:

Document Pages: 23 Signatures: 1 Envelope Originator:

Certificate Pages: 5 Initials: 0 Lydia Park
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
1000 Webster Street
Community Development - Building Services
Fairfield, CA 94533
[email protected]
IP Address: 64.162.152.2
Record Tracking
Status: Original
11/28/2022 10:29:12 AM
Holder: Lydia Park
[email protected]
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Fairfield Location: DocuSign Signer Events Signature Timestamp
John Gibbs
[email protected]
Principal
Security Level: Email, Account Authentication
(None)Signature Adoption: Drawn on Device
Using IP Address: 68.94.224.142
Sent: 11/28/2022 10:36:22 AM
Viewed: 11/28/2022 11:32:08 PM
Signed: 11/28/2022 11:33:59 PM
Electronic Record and Signature Disclosure:

Accepted: 11/28/2022 11:32:08 PM
ID: 5c508fcf-12eb-4561-8676-6a880a632cd5
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Peter Winch
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 11/28/2022 10:36:22 AM
Viewed: 11/28/2022 10:39:58 AM
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
Marisa Cumpian
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 11/28/2022 11:34:00 PM
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
Witness Events Signature Timestamp
Packet Page 707 of 1050Attachment 2 Page 24 of 28

Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 11/28/2022 10:36:22 AM
Certified Delivered Security Checked 11/28/2022 11:32:08 PM Signing Complete Security Checked 11/28/2022 11:33:59 PM Completed Security Checked 11/28/2022 11:34:00 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
Packet Page 708 of 1050Attachment 2 Page 25 of 28

ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Fairfield (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system.

Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.

Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.

Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.

All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 2/3/2021 9:06:07 AM Parties agreed to: John Gibbs
Packet Page 709 of 1050Attachment 2 Page 26 of 28

Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.

How to contact City of Fairfield:

You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:

To contact us by email send messages to: [email protected]

To advise City of Fairfield of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.

If you created a DocuSign account, you may update it with your new email address through your account preferences.

To request paper copies from City of Fairfield
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.

To withdraw your consent with City of Fairfield
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:

Packet Page 710 of 1050Attachment 2 Page 27 of 28

Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusign.com/guides/signer-guide- signing-system-requirements.

Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
 You can access and read this Electronic Record and Signature Disclosure; and  You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and
 Until or unless you notify City of Fairfield as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by City of Fairfield during the course of your relationship with City of Fairfield.

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Agenda Item No: 16.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
Paul Kaushal, Director of Public Works
Ryan Panganiban, Assistant Director of PW/City Engineer SUBJECT:Resolution 2022322 of the City Council of the City of Fairfield Accepting a Portion of Nelson Road into the CityMaintained Street System
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
In 2009, public roadway improvements were constructed on the area of Nelson Road, assessor’s parcel number (APN) 0167110130, as part of roadway improvements extending Manuel Campos Parkway from Dover Avenue to North Texas Street. Currently, Nelson Road is being used as a public rightofway and it is appropriate to grant the APN to the City as a public rightofway. Approval of this item reconciles this segment of Nelson Road as a public rightofway.

DISCUSSION
The City of Fairfield (City) owns the underlying fee title to APN 1067110130. The segments of Nelson Road directly abutting this parcel, lying northerly and southerly of this parcel, have already been granted to the City as public rightofway.

Staff recommends declaring this portion of Nelson Road, as described in Attachment 2, as a public rightofway. Acceptance of this Nelson Road parcel as public rightofway provides legal authority for the City to access and maintain the existing roadway and utility improvements. The proposed resolution accepts the portion of Nelson Road into the City’sstreet system.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
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Agenda Item No: 16.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City Manager Paul Kaushal, Director of Public WorksRyan Panganiban, Assistant Director of PW/City EngineerSUBJECT:Resolution 2022322 of the City Council of the City of Fairfield Accepting a Portion ofNelson Road into the CityMaintained Street SystemRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEIn 2009, public roadway improvements were constructed on the area of Nelson Road, assessor’sparcel number (APN) 0167110130, as part of roadway improvements extending Manuel CamposParkway from Dover Avenue to North Texas Street. Currently, Nelson Road is being used as a publicrightofway and it is appropriate to grant the APN to the City as a public rightofway. Approval of thisitem reconciles this segment of Nelson Road as a public rightofway. DISCUSSIONThe City of Fairfield (City) owns the underlying fee title to APN 1067110130. The segments of NelsonRoad directly abutting this parcel, lying northerly and southerly of this parcel, have already been grantedto the City as public rightofway.Staff recommends declaring this portion of Nelson Road, as described in Attachment 2, as a publicrightofway. Acceptance of this Nelson Road parcel as public rightofway provides legal authority forthe City to access and maintain the existing roadway and utility improvements. The proposedresolution accepts the portion of Nelson Road into the City’sstreet system. FINANCIAL IMPACTN/APUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/A ALTERNATIVE ACTION
If City Council has any questions, the staff may delay this process to provide the necessary background information.

STAFF CONTACT
Trisha Curran, Senior Engineering Technician
(707) 4287471
[email protected]
COORDINATED WITH
ATTACHMENTS:

Description
Proposed Resolution
Exhibit A Vicinity Map
Assessor's Parcel Map
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 11/21/2022 1:59 PM
Beavers, Esther Approved 11/21/2022 2:19 PM
Beavers, Esther Approved 11/21/2022 2:19 PM
Packet Page 713 of 1050

CITY OF FAIRFIELD

RESOLUTION NO. 2022-322

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING A PORTION OF

NELSON ROAD INTO THE CITY-MAINTAINED STREET SYSTEM

WHEREAS, the City of Fairfield (City) is the fee title owner of the parcel known as Assessor’s Parcel Numbers 0167-110-130; and

WHEREAS, the City has previously built this northern extension of Nelson Road but has not yet included this portion of the road into the City street system; and

WHEREAS, this portion of Nelson Road will need to be a public street to provide access to the parcels of land located to the north.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. Pursuant to Section 1806(B) of the Streets and Highways Code of the State of California, the council of the City Fairfield declares Nelson Road to be a public right-of-way and herewith accepts it into the City-maintained street system, as the said street is described and depicted in Exhibit “A” attached hereto and incorporated herein.

Section 2. The city manager or his designee is hereby authorized to do all things necessary and proper to implement the recordation of this resolution.

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

__________________________

CITY CLERK
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-VICINITY MAP-

NELSON ROAD
NORTHCRYSTAL SPRINGS CT.R
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.NELSON RD.MANUEL CAMP
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ATTACHMENT 2
Portion to be granted
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Packet Page 716 of 1050Attachment 3 Page 1 of 1

Agenda Item No: 17.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022323 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Professional Services Agreement and NonDisclosure Agreement with West Yost Associates for the Provision of a Water Utility Master Plan and Rates Study
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The Fairfield Municipal Utility (FMU) is currently in a sound financial position and has historically implemented modest rate increases over time in order to generate sufficient revenues to cover debt service, operations, capital improvements, and reserve requirements. This model has served the community well and has kept FMU financially solvent. Before recommending a new rate schedule, City staff seeks to develop a comprehensive water utility master plan (WMP) and rates study that considers the water utility’s capital improvement and the City’s future growth. The WMP will be used to inform a costofservice analysis and recommendation of a new water rates schedule that City Council will need to consider over the next year. Upon completion of the WMP and rates study, City staff will return to council to seek approval of a new water rates schedule.

DISCUSSION
FMU provides water to the community residents of Fairfield and Vacaville on a continuous basis and employs staff who are responsible for maintaining infrastructure valued at over $500 million, in the form of two water treatment plants, 12 concrete and steel reservoirs, 16 treated water pump stations and over 370 miles of transmission and distribution pipelines, including all appurtenances (hydrants, valves, etc.), and approximately 34,000 water service accounts. In order to keep FMU’s water infrastructure assets in good operating condition, an ongoing investment in the proper maintenance and repair activities is required.

In December 2017, council adopted a water rate schedule (Resolution No. 2017270) that implemented an annual series of 4% increases that were effective from January 2018 through January 2021. The last in the series of 4% increases occurred in January 2021. Historically, the City has had a longstanding policy to implement moderate and predictable water rate increases to avoid sudden, unexpected large rate increases such as in the early 1980s when rates had to be increased more than 100% over two Packet Page 717 of 1050

Currently, the FMU continues to be in sound financial condition overall and has been able to maintain stable, consistent and low to moderate increases which has made it easier to plan for, as well as distinguishing FMU from other water utilities forced to implement sharp increases to rates. However, based on the useful life of our current water utility infrastructure, it is expected that the City will begin to face large, annual, and ongoing capital funding needs starting approximately 10 years out, and continuing for subsequent decades. Specifically, certain portions of our unseen buried pipelines are approaching the end of their useful life and will require replacement; likewise, FMU must consider the condition of its storage and treatment facilities to ensure adequate capacity in meeting operational and future city growth.

Before returning to council with a proposed rate schedule, City staff seeks to develop a comprehensive WMP and capital improvement program intended to inform a costofservice analysis and recommendation of a new water rate schedule over the next several years, with a planned start of the first water rate increase beginning in January 2024. The water costofservice study will include recommendations for updating the City’s water rate schedule to ensure the City can meet its operations, capital, and debt service obligations, and will be based on a rate that is fair and reasonable; proposed rates will also be based on the level of investment identified in the newly developed WMP, as well as meet all operations and maintenance expenses, debt service and reserve requirements.

The costofservice analysis and recommended water rates schedule, which would be developed in conjunction with the WMP, would continue the City’s policy of avoiding unexpected large rate increases by appropriately pricing the water rates of the water system. Upon the development of the recommended water rates schedule, the City would proceed with the public engagement process as required by Proposition 218.

Due to the technical complexity of developing a WMP, staff released a Request for Proposal on August 15, 2022, to solicit qualified consultants that specialize in water utility systems and financial analysis.

Although several wellknown consultants were solicited, staff received one proposal from West Yost Associates (WYA). Along with their project team that includes A T.E.E.M. Electrical Engineering, TJC & Associates (structural engineers), JDH Corrosion Consultants, and Bartle Wells Associates, WYA has the necessary technical and financial expertise to complete the WMP and financial analysis.

Additionally, WYA has both current and historical knowledge of the City of Fairfield’s water utility system to develop an indepth water utility master plan for the water utility. Staff has reviewed and negotiated the scope of work, and recommends selection of WYA for a not to exceed fee of $1,000,000.

FINANCIAL IMPACT
The total cost for the water utility master plan and rates study is in an amount not to exceed $1,000,000.

The funds are budgeted in the Water Utility Capital Fund (Fund 462, Organization Code 60699, Project 10433).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
There were no public contact or advisory body recommendation. However, the resulting water rates schedule recommendation would go through the Proposition 218 process prior to implementation.

ALTERNATIVE ACTION
The council may choose not to authorize the agreement for the Water Utility Master Plan and Rates Study, however not performing the study would leave the City without the adequate information to develop an informed water rates structure for the water utility.

Packet Page 718 of 1050

Agenda Item No: 17.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022323 of the City Council of the City of Fairfield Authorizing the CityManager to Execute a Professional Services Agreement and NonDisclosureAgreement with West Yost Associates for the Provision of a Water Utility Master Planand Rates StudyRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe Fairfield Municipal Utility (FMU) is currently in a sound financial position and has historicallyimplemented modest rate increases over time in order to generate sufficient revenues to cover debtservice, operations, capital improvements, and reserve requirements. This model has served thecommunity well and has kept FMU financially solvent. Before recommending a new rate schedule, Citystaff seeks to develop a comprehensive water utility master plan (WMP) and rates study that considersthe water utility’s capital improvement and the City’s future growth. The WMP will be used to inform acostofservice analysis and recommendation of a new water rates schedule that City Council will needto consider over the next year. Upon completion of the WMP and rates study, City staff will return tocouncil to seek approval of a new water rates schedule.DISCUSSIONFMU provides water to the community residents of Fairfield and Vacaville on a continuous basis andemploys staff who are responsible for maintaining infrastructure valued at over $500 million, in the formof two water treatment plants, 12 concrete and steel reservoirs, 16 treated water pump stations andover 370 miles of transmission and distribution pipelines, including all appurtenances (hydrants, valves,etc.), and approximately 34,000 water service accounts. In order to keep FMU’s water infrastructureassets in good operating condition, an ongoing investment in the proper maintenance and repairactivities is required.In December 2017, council adopted a water rate schedule (Resolution No. 2017270) that implementedan annual series of 4% increases that were effective from January 2018 through January 2021. The lastin the series of 4% increases occurred in January 2021. Historically, the City has had a longstandingpolicy to implement moderate and predictable water rate increases to avoid sudden, unexpected largerate increases such as in the early 1980s when rates had to be increased more than 100% over twoyears to make up for years without increases. Large singleyear increases are less desirable and havebeen avoided since then.Currently, the FMU continues to be in sound financial condition overall and has been able to maintainstable, consistent and low to moderate increases which has made it easier to plan for, as well asdistinguishing FMU from other water utilities forced to implement sharp increases to rates. However,based on the useful life of our current water utility infrastructure, it is expected that the City will begin toface large, annual, and ongoing capital funding needs starting approximately 10 years out, andcontinuing for subsequent decades. Specifically, certain portions of our unseen buried pipelines areapproaching the end of their useful life and will require replacement; likewise, FMU must consider thecondition of its storage and treatment facilities to ensure adequate capacity in meeting operational andfuture city growth.Before returning to council with a proposed rate schedule, City staff seeks to develop a comprehensiveWMP and capital improvement program intended to inform a costofservice analysis andrecommendation of a new water rate schedule over the next several years, with a planned start of thefirst water rate increase beginning in January 2024. The water costofservice study will includerecommendations for updating the City’s water rate schedule to ensure the City can meet itsoperations, capital, and debt service obligations, and will be based on a rate that is fair andreasonable; proposed rates will also be based on the level of investment identified in the newlydeveloped WMP, as well as meet all operations and maintenance expenses, debt service and reserverequirements.The costofservice analysis and recommended water rates schedule, which would be developed inconjunction with the WMP, would continue the City’s policy of avoiding unexpected large rate increasesby appropriately pricing the water rates of the water system. Upon the development of therecommended water rates schedule, the City would proceed with the public engagement process asrequired by Proposition 218.Due to the technical complexity of developing a WMP, staff released a Request for Proposal on August15, 2022, to solicit qualified consultants that specialize in water utility systems and financial analysis.Although several wellknown consultants were solicited, staff received one proposal from West YostAssociates (WYA). Along with their project team that includes A T.E.E.M. Electrical Engineering, TJC &Associates (structural engineers), JDH Corrosion Consultants, and Bartle Wells Associates, WYA hasthe necessary technical and financial expertise to complete the WMP and financial analysis. Additionally, WYA has both current and historical knowledge of the City of Fairfield’s water utility systemto develop an indepth water utility master plan for the water utility. Staff has reviewed and negotiatedthe scope of work, and recommends selection of WYA for a not to exceed fee of $1,000,000.FINANCIAL IMPACTThe total cost for the water utility master plan and rates study is in an amount not to exceed $1,000,000.The funds are budgeted in the Water Utility Capital Fund (Fund 462, Organization Code 60699, Project10433). PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONThere were no public contact or advisory body recommendation. However, the resulting water ratesschedule recommendation would go through the Proposition 218 process prior to implementation.ALTERNATIVE ACTIONThe council may choose not to authorize the agreement for the Water Utility Master Plan and Rates Study, however not performing the study would leave the City without the adequate information to develop an informed water rates structure for the water utility.

STAFF CONTACT
Michael J. Hether, Assistant Public Works DirectorUtilities (707) 4287493
[email protected]
COORDINATED WITH
Finance Department, Information Technology
ATTACHMENTS:

Description
Proposed Resolution
Proposed Agreement
NonDisclosure Agreement
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 11/21/2022 3:12 PM
Beavers, Esther Approved 11/22/2022 11:05 AM
Beavers, Esther Approved 11/22/2022 11:05 AM
Packet Page 719 of 1050

CITY OF FAIRFIELD

RESOLUTION NO. 2022-323

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE CITY

MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT AND NON-DISCLOSURE

AGREEMENT WITH WEST YOST ASSOCIATES FOR THE PROVISION OF A WATER UTILITY

MASTER PLAN AND RATES STUDY

WHEREAS, the City of Fairfield is seeking to develop a water utility master plan and rates study to evaluate and prioritize the water utility’s capital improvement needs; and

WHEREAS, the City is seeking to develop a cost-of-service analysis for the water utility resulting in the recommendation of a new water rates schedule over the next several years; and

WHEREAS, the City is seeking to develop a new water rates schedule that would fund the water utility’s capital improvement and operational needs and avoid unexpected large rate increases; and

WHEREAS, the City will conduct the required Proposition 218 process prior to the implementation of any proposed rate increases; and

WHEREAS, the City released a request for proposals (RFP) for a water utility master plan and rates study; and

WHEREAS, staff has determined that West Yost Associates (WYA) is a qualified respondent to the RFP; and

WHEREAS, WYA, along with its project team, has the necessary technical and financial expertise to complete the water utility master plan and financial analysis; and

WHEREAS, WYA has both current and historical knowledge of the City’s water utility system to develop an in-depth water utility master plan and to complete a comprehensive rates study for the water utility; and

WHEREAS, signing of a non-disclosure agreement with WYA is recommended to protect confidential City information provided for the development of the Water Utility Master Plan and Rates Study.

Packet Page 720 of 1050Attachment 1 Page 1 of 2

RES. NO. 2022-323

Page 2 ends

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The city manager is hereby authorized and directed to execute on behalf of the City of Fairfield the attached professional services agreement (Agreement) with West Yost Associates (WYA) for the provision of a Water Utility Master Plan and Rates Study in the amount not-to-exceed $1,000,000.

Section 2. The city manager is hereby authorized and directed to execute t he attached non- disclosure agreement with WYA to protect confidential City information provided for the development of the Water Utility Master Plan and Rates Study.

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 721 of 1050Attachment 1 Page 2 of 2

DocuSign Envelope lD: 863D041 F-7BA7*4B8E-A02A-5461 0F5CAE4D

PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made at Fairfield, California, as of , 2O22, by and between the City of Fairfield, a municipal corporation (the "ClW") and West Yost Associates ("CONSULTANT"), who agree as follows:
1) SERVICES. Subject to the terms and conditions set forth in this Agreement, CONSULTANT shall provide to the CITY the services described in Exhibit "A," which consists of the proposal submitted by CONSULTANT. CONSULTANT shall provide said services at the time, place, and in the manner specified in Exhibit "A."
2l PAYMENT. CITY shall pay CONSULTANT for services rendered pursuant to this Agreement at the times and in the manner set forth in Exhibit "8." The payments specified in Exhibit "8" shall be the only payments to be made to CONSULTANT for services rendered pursuant to this Agreement.

CONSULTANT shall submit all billings for said services to the CITY in the manner specified in Exhibit "B." 3) FAC|L|TIES AND EQUIPMENT. CONSULTANT shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. 4) GENERAL PROVISIONS. The general provisions set forth in Exhibit "C" ate part of this Agreement. ln the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the provisions set forth in Exhibit "C" shall control. 5) INSURANCE REQUIREMENTS. The insurance requirements set forth in Exhibit "D" ate part of this Agreement. ln the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the requirements set forth in Exhibit "D" shall control. 6) EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein.
7) TERM. This agreement shall be in effect through April 30, 2024; or until the scope of work is completed.
8) GOVERNING LAW AND VENUE. Should either Party to this Agreement bring legal action against the other, the validity, interpretation, and performance of this Contract shall be controlled by and construed under the laws of California, excluding California's choice of law rules. Venue for any such action relating to this Agreement shall be in the Solano County Superior Court. 9) ENTIRE AGREEMENT. This Agreement, inclqding any other documents incorporated herein by specific reference, represents the entire and integrated agreement between CITY and CONSULTANT.

This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be modified or amended, nor any provision or breach waived, except in a writing signed by both parties which expressly refers to this Agreement. 10) COUNTERPARTS. This Agreement may be executed in counterpart originals, duplicate originals, or both, each of which is deemed to be an original for all purposes. 11) NOT|CES. This Agreement is managed and administered on the CITY's behalf by the individual named below. All invoices must be submitted and approved by this individual and all notices shall be given to the CITY using the following contact information:

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DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0F5CAE4D CITY Contact: Michael Hether
E-mail: [email protected]
Address: 1000 Webster Street, Fairfield, CA, 94533
Telephone: 707-428-7493
Notices must be given to CONSULTANT at the following:

CONSULTANT Contact: AmY Kwong, PE
E-mail: [email protected]
Address: 6800 KollCenter Parkway, Suite 150, Pleasanton, CA, 94556 Telephone: 925-467-6788
EXECUTED as ofthe day first above-stated
City of Fairfield, a municipal corporation

CONSULTANT
by;
Ah4bD'b4.d4.
charles Duncan
president & cEo
Revised 61112022
Packet Page 723 of 1050Attachment 2 Page 2 of 33

DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0F5CAE4D EfiIBTTA

CITY OF FAIRFIELD WATER UTILITY MASTER PIAN AND RATES STUDY Scope of Work (Revised tLl9l2022l
West Yost's proposed scope of work is based on our understanding that the City needs a comprehensive near-term (10-year) and long-term (2045) Capital lmprovement Program (ClP)to inform a cost of service rate study that will guide the City in implementing water rate increases beginning in January 2O24.The comprehensive CIP should draw from evaluations of the existing and future water system, a review of the regulatory environment, as well as condition assessments of the water treatment plants, storage reservoirs, pipelines, and pump stations. Since West Yost is currently preparing the City's pump station asset management plan update, which contains a condition assessment component, recommendations developed in the plan can be seamlessly pulled into the WMP for inclusion in the rate study.

Task 1. Project Management
The objective of this task will be to keep the project on schedule and budget, understanding that the schedule is driven by the City's desire to adopt a new water rate schedule beginning January 2O24.

Task 1.7. Kickoff Meeting
West Yost will coordinate and attend a Kickoff Meeting with City staff and West Yost's Project Manager, Project Engineer, and other key staff. West Yost will prepare and submit an agenda in advance of the meeting, and notes will be provided to the City within one week after the meeting. West Yost will also develop and present a data request list for any data needed to complete the project.

Task 7.2. Biweekly Progress Meetings
West Yost will coordinate and attend biweekly Progress Meetings with key City staff. The Project Manager and Project Engineer will attend the biweekly meetings, with other key staff attending, as necessary, to discuss the issues identified for the respective meeting. Meetings will cover critical path items, schedule, budget, and any other issues requiring attention, and review interim results, as needed.

Budgeting assumes 30 meetings.

Task 7.3. Monthly Budget Stotus Reports
West Yost will submit monthly budget status reports with the monthly invoicing that provide a summary of the project's progress for the most recent calendar month. Upon completion of the project, Technical Memorandum (TM) 1 will be prepared to include all monthly progress and budget status reports submitted with the monthly invoices over the duration of the project.

Task 7.4. Attend City Council Meetings
West Yost will attend two City Council meetings to update the Council on the Water Master Plan (WMP) and water rate study progress. The West Yost team will prepare and present two PowerPoint presentations that summarize the draft WMP and the water rate study that City Council will be considering for adoption.

Task 7 Assumptions
o Budgeting assumes 15-month project duration.
o Kickoff Meeting is assumed to be a one-hour Microsoft Teams meeting attended by key City staff.

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DocuSign Envelope lD: 963D04'l F-7BA7-488E-A02A-5461 0F5CAE4D o All meetings are assumed to be virtual and held via Microsoft Teams, unless otherwise noted e Presentations to City Council are assumed to be in person.

Task 7 Deliverable(s)
o Meeting agendas and minutes
r Biweekly progress reports
o Monthly budget status reports and invoices
o City Council presentation materials
o TM 1- Monthly Progress and Budget Status Reports (electronic copy) e PowerPoint presentation of draft WMP Report
o PowerPoint presentation of Water Rate Study
Task 2. Review of Land Use and Previous Master Planning Documents The objective of this task will be to collect, review, and catalog the data, land use, and previous master planning documents to be used in the WMP. West Yost also recognizes the City's need to document historical water demand data, including evaluating maximum day demand and peak hour demand peaking factors, to establish baseline demand assumptions and refine future water demand projections. These efforts were not explicitly defined in the City's RFP and are proposed under Tasks 2.3 and2.4.

Task 2.7. Review of Bockground lnformation
West Yost will collect and review relevant data provided by the City or obtained under previous work performed for the City, including the Train Station Specific Plan, the Heart of Fairfield Specific Plan, land use maps, previous development area water master plans, the City's 2020 Urban Water Management Plan (UWMP), as-built drawings (upon request), SCADA data, and historical demand and production data.

Task 2.2. Prepore Existing System Chapter
West Yost will prepare a draft Existing System chapter providing a discussion of the documents reviewed and an overview of the potable water systems and facilities, including service area boundary, pressure zones, water treatment plants, storage facilities, pump stations, pressure and regulating stations, transmission and distribution pipelines, and interconnections with neighboring water agencies.

Tosk 2.3. Reline Water Demond Projection
West Yost will meet with the City's Planning Division to discuss the General Plan Update and proposed new development or re-development in the City's water service area that would occur by 2045.

Emphasis will be to identify areas that will undergo development that will change either the demand or the fire flow requirements and where older pipelines will need to be upgraded. Growth areas will also need to be identified spatially for the hydraulic evaluation. New development or re-development will be classified in the near-term (10-year) or long-term (2045) planning periods based on input from the Planning Division.

West Yost will refine future water demand projections using updated land use data revised during the General Plan Update. Land use-based unit water demand factors prepared for the 2020 UWMP will be used in conjunction with the updated land uses to project the near-term and long-term future water demand projections. West Yost will also project future water demands using a population-based method.

The population-based method will project future water demands using the City's projected population and WESTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 2 Packet Page 725 of 1050Attachment 2 Page 4 of 33

DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0F5CAE4D an appropriate gallons per capita per day (gpcd) factor. Demand projections will be compared to the projected demands adopted in the 2020 UWMP.

West Yost will prepare a draft Water Demand chapter summarizing results of the land use and demand analysis to document the methodology and results for the City's future water demand projections.

Task 2.4. Update Woter Demand Peoking Factors
West Yost will analyze historical water production data to develop updated system-wide maximum day and peak-hour peaking factors. West Yost will also compare production and consumption data to develop an appropriate non-revenue water factor for use in future water demand projections.

Task 2 Assumption(s)
. City will coordinate and schedule meeting with Planning Division to be held via Microsoft Teams. r City will provide the most current land use plans from the updated General Plan (GlS files). o Citywillselect a preferred future land use alternative as part of the General Plan Update priorto West Yost's meeting with the Planning Division.
o Unit water demand factors developed for the 2020 UWMP can be used for this WMP. r Unit water demand factors were prepared on a system-wide basis. r Water demand projections will be developed for the near-term (10-year) and long-term (2045) planning horizons.
r West Yost will use the population projections in the 2020 UWMP. r City will provide a single, consolidated set of comments on the draft chapters within four (4) weeks of receiving the draft copies.

Task 2 Deliverable(s)
o Data Collection List, updated and distributed with the Biweekly Progress Meetings r Draft Chapter 2 - Existing System (electronic copy)
r Draft Chapter 3 - Water Demand (electronic copy)
Task 3. Water Regulatory and Policy Review
The objective of this task is to evaluate current and upcoming regulations and policy and recommend updates to the City's facilities or municipal code to comply with the regulatory environment. ln addition, although not specifically identified in the RFP, this task will also establish consistent planning criteria to be used in the WMP.

Task 3.7. Conduct Woter Regulatory Review
West Yost will review current drinking water regulations published by USEPA in the Federal Register that have been adopted by the State of California and are included in the California Code of Regulations sections for drinking water systems. West Yost will also provide guidance regarding new and anticipated drinking water regulations being developed by the Environmental Protection Agency (EPA). The State Water Resources Control Board (SWRCB) Division of Drinking Water (DDW) has primacy for monitoring and implementing/enforcing drinking water regulations and has implemented minor additions of some of the EPA regulations and also uses the California Cryptosporidium Action Plan, which includes some water treatment performance objectives that are not included in the Federal regulations.

The State Water Resources Control Board issued General Order NO. CAG140001 in November 2014 that requires all drinkingwatersystems in California that have at least 1,000 service connections to obtain a WESTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 3 Packet Page 726 of 1050Attachment 2 Page 5 of 33

DocuSign Envelope lD: 863D041 F-78A7-4BBE-A02A-5461 0F5CAE4D National Pollution Discharge Elimination System (NPDES) Permit for all water released from either a water treatment plant or distribution system that can reach a receiving water. We will review the City's current NPDES General Permit and water discharge reports from the past five years to determine if corrective actions should be implemented.

West Yost will also contact the Bay Area Air Quality Management District (BAAQMD) to obtain current policies and information regarding water treatment chemicals such as ozone, hydrogen peroxide, and sodium hypochlorite that may currently be regulated by the BAAQMD or that the BAAQMD anticipates may be regulated when used to treat municipal water supplies.

West Yost will identify water treatment facility improvements needed to improve, optimize, or comply with both current and anticipated water treatment regulations and treated water quality goals and/or with other regulatory agencies' requirements.

Tosk 3.2. Review City's Municipal Code (Chapter 22)
West Yost will review Fairfield Municipal Code (FMC) Chapter 22 for consistency with the following:
o Water Shortage Contingency Plan;
r Water Conservation Program;
o Recently adopted Accessory Dwelling Unit Laws;
o Pending regulations associated with the State 20L8 Water Conservation Legislation (SB 605 and AB 1668) to meet Urban Water Use Efficiency Standards and Water Use Objectives; and r City policies and City practices.

West Yost will identify provisions that will need to be updated to authorize and support implementation of the City's Water Shortage Contingency Plan adopted in June 2O2L and current Water Conservation Program. West Yost will review FMC Chapter 22 provisions and recommend revisions that incorporate the six standard water shortage levels consistent with State requirement and to autherize the City's shortage response actions, including compliance and enforcement.

West Yost will identify FMC Chapter 22 provisions relevant to accessory dwelling units and connection charges. West Yost will recommend updates for consistency with Government Code Section 65852.2.

Under this effort, other related sections of the FMC may be reviewed and identified for updates as necessary.

West Yost will work with the City to consider provisions for inclusion in FMC Chapter 22 to authorize City actions so that it could meet the State's urban water use efficiency standards and objectives, as directed by the State 2018 Water Conservation Legislation.

As part of this effort, West Yost will also work with key City staff to identify provisions in FMC Chapter 22 that may require updates due to changes in internal policies and procedures.

West Yost will mark up FMC Chapter 22with preliminary recommendations for City review and comment. West Yost will meet with City staff to review preliminary recommendations and obtain input.

City staff input will be incorporated in final recommendations for updates to FMC Chapter 22. Final recommendations will be discussed in Chapter 4, along with supporting explanation for the updates.

Mark ups to Chapter 22will be included as an appendix to the WMP. wEsrYosT City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 4 Packet Page 727 of 1050Attachment 2 Page 6 of 33

DocuSign Envelope lD: 863D041 F-7BA7-4BBE-A02A-5461 0F5CAE4D Task 3.3. Prepdre Wdter Regulatory and Policy Review Chapter West Yost will prepare a draft Water Regulatory and Policy Review chapter which summarizes current andlor anticipated regulations and discusses how well-suited the City's facilities are to meet the regulations. Recommendations for updates to Chapter 22 of the City's municipal code will also be provided in this chapter.

Task 3.4, Develop Water System Evaludtion Criterid
West Yost will review water system evaluation criteria presented in previous planning documents and will consolidate and recommend updates for review and discussion with the City. The updated criteria will be used to assess existing and future water system deficiencies and evaluate recommended improvements. West Yost will also meet with the City's Fire Department to confirm fire flow requirements based on general land use types for water system planning purposes.

West Yost will prepare a draft Water System Evaluation Criteria chapter to document the recommended planning criteria for the City's water system evaluations.

Task 3 Assumption(s)
o West Yost will select preliminary land use-based fire flow requirements based on land use-based requirements selected during previous discussions with the Fire Department. r Previous planning documents to review for water system criteria include the Cordelia Area Water Master Plan (1985), North Cordelia Water Master Plan (1988), Peabody-Walters Master Plan (1994), and Serpas Ranch Water System Study (1990). r The City will provide the most current FMC Chapter 22 in Microsoft Word. o The City will provide any written internal policies relevant to the implementation of water conservation and demand management actions.
e Relevant City staff, including legal counsel and water conservation staff, will review recommended updates to FMC Chapter 22.
o City will review preliminary recommended updates to FMC Chapter 22 and return consolidated comments to West Yost within two weeks of submittal.
o Two one-hour meetings are assumed to review updates to FMC Chapter 22: one meeting to discuss potential updates to FMC Chapter 22, and one meeting to review and comment on preliminary recommended updates.
o City to provide a single, consolidated set of comments on the draft chapters within four (4) weeks of receiving the draft copies.

Tosk 3 Deliverable(s)
r Mark up of FMC Chapter 22 identifying recommended updates (preliminary and final) o Draft Chapter 4 - Water and Policy Updates (electronic copy) r Draft Chapter 5 - Water System Evaluation Criteria (electronic copy) Task 4. Condition Assessment - Water Treatment Plants
The objective of this task is to prepare assessments of the existing conditions and performance levels of the Waterman Water Treatment Plant (Waterman WTP) and North Bay Regional Water Treatment Plant (NBRWTP), to identify and evaluate options for the future expansion of these facilities, and to develop a series of near- and long-term improvements to address existing deficiencies and align both facilities with the City's long term plans for providing treated water with its service area.

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DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0F5CAE4D Tdsk 4.7. WTP Condition Assessments
West Yost will prepare condition assessments of the Waterman WTP and NBRWTP. Condition assessments for each plant will include source and treated water quality characterizations, identification and assessment of treatment process challenges, and on-site visual and non-invasive assessments of the physical condition of treatment plant assets.

Water Quality Characterizations and Performance Assessments Water quality characterizations will be based on West Yost's review of five or more years of source and treated water quality data. Assessments of plant performance will be developed based on the results of the water quality characterizations, as well as reviews of DDW annual inspection reports. Available water quality data reviewed by West Yost will include all relevant physical, chemical, microbial, taste, odor, and seasonally variable parameters which affect and characterize water treated and produced by Waterman WTP and NBRWTP.

As part of the on-site physical condition assessment site visits, West Yost and our subconsultants will participate in informational interviews with treatment plant operations and maintenance staff, including instrument technicians, to identify, discuss and establish frameworks for diagnosing and addressing known treatment challenges.

Condition Assessment and Asset Management Model
The West Yost team will dedicate one full day each to on-site physical condition assessments at Waterman WTP and NBRWTP. The condition assessment team will consist of civil, process- mechanical, structural, and electrical engineers experienced in the design, operation, and control of water treatment facilities.

Critical asset condition and age information collected during the site visits will be used to populate West Yost's Asset Management Model (WAMM), which is an updated version of the risk model. West Yost will update the WAMM with new LOF and COF criteria to evaluate business risks at each of the treatment facilities.

The output of the WAMM evaluation will be a risk rating for each asset. lndividual asset ratings will be grouped into asset pedestal ratings as appropriate to determine rolled up risk ratings to determine if individual versus facility improvements are warranted.

Task 4.2. Plant Expansion Alternatives Evaluation
West Yost will work with the City to develop and evaluate Waterman WTP and NBRWTP expansion alternatives. The capacity and potential timing of expansions of the treatment plants will be informed by the future water demand projections developed under Task 2, the relative scale and timing of demand growth within different portions of the distribution system, and the City's operational preferences for distributing projected buildout demands between the two plants. ln addition to considering the expanded capacity targets for each treatment facility, West Yost will work with City staff to confirm existing (or, as needed, establish new) treatment performance objectives.

These objectives will enable the team to develop treatment process alternatives, including potential modifications and/or improvements to the existing treatment processes.

Up to three expansion alternatives will be developed for each treatment facility and may include a combination of new and existing treatment processes. For each alternative, summary descriptions and WESTYOgT City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 5 Packet Page 729 of 1050Attachment 2 Page 8 of 33

DocuSign Envelope lD: 863D041 F-78A7-4BBE-A02A-5461 0F5CAE4D design criteria for expanded (and new, as applicable) treatment processes will be provided, along with a conceptual site plan.

Task 4.3. Hydraulic Capacity Evaluations
West Yost will develop hydraulic profiles for Waterman WTP and NBRWTP in order to assess potential hydraulic deficiencies under both existing and potentialfuture conditions. Hydraulic profiles forfuture conditions will be informed by the expansion alternatives developed under Task 4.2. The results of Task

4.3 will be presented graphically and will inform the development of improvements presented under Task 4.4.

Task 4.4, Develop Water Treatment Plant lmprovement Recommendotions West Yost will develop a series of near- and longer-term improvement recommendations for Waterman WTP and NBRWTP based on the results of Tasks 4.1 through 4.3. lmprovement recommendations will be designated according to their primary justification (e.g., condition- or age-related risks, buildout plant capacity and/or process improvement needs, and current or future hydraulic deficiencies). For each recommended improvement project, West Yost will develop budgetary capital cost information in accordance with cost estimating methodologies established under Task 7. Recommended improvements will be prioritized and according to need and placed on a schedule spanning the duration of the ClP.

The results of Task 4.4 will be captured in TM 2 and TM 3. Relevant detail, tables, figures, and other exhibits developed under Tasks 4.L through 4.3 will be incorporated in or appended to TM 2 or TM 3, as appropriate.

Tosk 4 Assumption(s)
o City will provide requested historical flow and water quality data for both treatment facilities in tabular format (e.g., Microsoft Excel).
o City will make available electronic copies of record drawings for all treatment facility improvement projects at Waterman WTP and NBRWTP.
. City will make available electronic copies of any requested operation and maintenance manuals for pumping and/or process equipment at Waterman WTP and NBRWTP. o City will dedicate adequate operations, maintenance and instrument technician staff to accompany West Yost team during on-site condition assessments. o Planning-level opinions of probable construction cost will be Class 5 estimates per standard AACE classifications.
o City will provide a single, consolidated set of comments on the draft TMs within four weeks of receiving the draft copies.

Task 4 Deliverable(s)
o Draft TM 2 - Condition Assessment: Waterman Water Treatment Plant o Draft TM 3 - Condition Assessment: North Bay Regional WTP Task 5. Condition Assessment - Water Storage Reservoirs The objective of this task is to conduct condition assessments of the following water storage tanks Concrete (buried)Cement Hill 10
Reservoir Capacity {MG}Type
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DocuSign Envelope lD: 863D041 F-78A7'4BBE-A02A-5461 0F5CAE4D The condition assessment will include a comprehensive evaluation of the structural integrity, corrosion, fluid piping, access and safety, and control systems. A more detailed description of the condition assessments is provided in Task 5.2.

Task 5.7. Review Background Data
West Yost will obtain and review record/as-built drawings, manufacturer shop drawings, original geotechnical reports, inspection and service records, and other related information. This information will be provided by the City. This review will be conducted prior to field condition assessments outlined in Task 5.2.

Task 5.2. Reseruoir Condition Assessments
The condition assessments will include site visits to each reservoir site. lt is assumed the site visits will take up to three days to complete. The West Yost team will perform visual inspections. lt is assumed that the reservoir will need to remain on-line during the site visits; therefore, entry into the reservoirs is not included. Based on information collected during the site visits and under Task 5.1, West Yost and our subconsultants will perform the following:

Structural Evaluation
The West Yost team will perform a structural analysis of each existing water storage reservoir to determine whether the tank meets the current seismic design requirements of the California Building Code (CBC) and provide rehabilitation recommendations.

For each tank, our team will perform the following specific tasks:
1,. Define the seismic input for the current building code.

2. Model the tank information in our tank design spreadsheets. This information is assumed to be available from the City. Required input information includes height, wallthickness, and materials for each course, as well as for the bottom plate and annular plate dimensions. Our team will also need roof and roof structural framing information.

3. Perform seismic calculations forAWWA D100-21, AWWA D110-13 (R18), ACSE/SEI7-22, and the cgc2022.

4. Evaluate tank stability, sloshing wave height, anchorage ratio, and other parameters that define overall ability to withstand seismic loads in the tank's as-designed condition under current code design load conditions.

5. Determine foundation loads due to seismic loads on the unanchored tank under the current code design load conditions.

5. Determine foundation compliance with the current building code.

2.2 1.0
76 Concrete (buried)
Steel (above ground)
Steel (above ground)
Steel (above ground)
Steel (above ground)

2.7 3.1Rancho Solano 3
Rancho Solano 4
Eastridge
Gold Ridge
Mangels
Martin Hill
Rolling Hills
Steel (above ground)
Steel (above ground)

7.4 3.1
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DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0F5CAE4D

7. Provide comments and/or recommendations on feasibility of potential rehabilitation measures such as raising tank wall heights, reducing fill height, or anchoring the tank.

8. Evaluate ground settlement based on visual observations. A detailed geotechnical investigation can be conducted if deemed necessary during site visits and discussions with City staff. A geotechnical investigation is not included in the base scope and fee.

The anchoring evaluation provided above only applies to welded steel reservoirs and relates to seismic stability of the reservoir.

Corrosion Evaluation
The West Yost team will conduct the following tasks necessary to evaluate the coating system and possible corrosion of the reservoir structure and metal appurtenance. r Visual lnspection: Visually inspect the interior and exterior of the steel reservoirs for overall condition with respect to corrosion deterioration and damage. Coating adhesion will be tested using an X-Acto blade and by making hash marks at various locations. Loose coatings will be peeled back to inspect the underlying steel and flaking corrosion products will be removed to determine the extent of metal loss. The extent and degree of coating deterioration and corrosion pitting will be mapped out for each steel reservoir for exterior surfaces. o Ultrasonic Thickness Survey: Perform ultrasonic thickness measurements at selected locations on the shell plates and the subject steel reservoirs, A model 36DL Plus Ultrasonic Thickness meter manufactured by Panametrics will be used to conduct this testing. This testing will establish the overall thickness of each shell ring and the thickness of the floor plates in case this information is not readily available from the fabrication and installation drawings. o Photographic Documentation: We will record our findings via photographic documentation. o Cathodic Protection System Evaluation: Measure structure-to-water potentials if there is an active cathodic protection system installed into these reservoirs. We will also evaluate the condition of the anodes, anode wires, reference electrodes, anode junction boxes and hand hole covers and determine the level of protection being afforded to each tank and the effort to upgrade/replace these systems if deemed necessary.

Fluid Piping (Mechanical) Evaluation
The West Yost team will conduct a condition assessment of the piping and associated mechanical equipment, including valving and chemical feed systems.

Access and Safety Evaluation
West Yost will conduct the following condition assessments. r Health and Safety Evaluation: CaIOHSA provides safety requirements for reservoirs. West Yost will evaluate the reservoirs to ensure they are in conformance with OHSA/CaIOSHA requirements. lf they are not, our team will provide recommendations to bring them into conformance. Typically, this includes ladders, hatches, safety tethers, hand railing, safe climb devices, and ladder security.
o Code and Permitting: West Yost will provide a summary of potential permits that would be necessary if improvements to either of these reservoirs are recommended. DDW has responsibility for water quality of the state's water supplies, including municipalities, and must approve any addition or modification to a municipality's water system. West Yost has worked WE$TYO5T City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 9 Packet Page 732 of 1050Attachment 2 Page 11 of 33

DocuSign Envelope lD: 863D041 F-78A7*4BBE-A02A-5461 0F5CAE4D with DDW staff on several projects and have a keen understanding of necessary approvals and requirements.

Control Systems Evaluation
The West Yost team will conduct an evaluation of the existing instrumentation and SCADA for each reservoir.

Tosk 5.3, Evaludte Additional Water Stordge Needs
West Yost will evaluate the existing capacity of storage reservoirs against the existing, near-term (10- year), and long-term (2045) future demands projected under Task 2. Our team will evaluate existing reservoir capacity based on typical areas of influence (e.g., Cement Hill Reservoir directly serves the northeast side of Pressure Zone 1). Reservoir capacity evaluations, including recommendations to expand or add new storage to address deficiencies, will be conducted under Task 6.

Task 5.4. Evaluate Condition Assessments and Develop Recommended lmprovements lndividual reseryoir asset information collected during the site visits will be used to populate West Yost's WAMM with new assets and LOF and COF criteria to evaluate business risk at each of the reservoir sites.

Assets will be assessed based on the WAMM. We will utilize the well-structured risk framework prepared in 2015 and updated in 2O22 by West Yost.

Based on the condition assessment conducted in Task 5.2 and the results of the WAMM evaluation, West Yost will develop a list of deficiencies and recommended improvements.

The results of Task 5.4 will be captured in TM 4. Relevant details, tables, figures, and other exhibits developed under Tasks 5.1 through 5.3 will be incorporated in, or appended to, TM 4 as appropriate.

Task 5 Assumption(s)
. Condition assessments will be performed for up to eight (8) reservoirs as listed above. r Tank inspections will not include dive inspections and it is assumed the tanks will not be offline and drained for inspection. Observations of the interior of the tank will be based on previous interior inspections and observations made from roof access hatches. o City will provide previous geotechnical reports and data for each tank site. . City will provide any missing as-built drawings and tank manufacturer's shop drawings. . City will provide cleaning and inspection reports.
o City will dedicate adequate operations, maintenance and instrument technician staff to accompany West Yost team during on-site condition assessments. o Geotechnical investigations are not included.
o Planning-level opinions of probable construction cost will be Class 5 estimates per standard AACE classifications.
r City will provide a single, consolidated set of comments on the draft TM within four weeks of receiving the draft copies.

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DocuSign Envelope lD: 863D04'l F-78A7'488E-A02A-5461 0F5CAE4D Task 5 Deliverable(s)
o Draft TM 4 - Condition Assessment: Water Storage Reservoirs Task 6. Capacity and Condition Assessment - Water Distribution System The objective of this task will be to perform a comprehensive capacity and condition assessment of the City's existing water transmission and distribution system assets to identify existing and near-term (10- year CIP), as well as long-term water system deficiencies and associated improvements. lmprovements required to maintain or improve the water distribution system will be prioritized and presented in a draft chapter.

Tasks 6.1 and 6.2 address the capacity and performance of the existing and future system. Task 6.3 addresses the condition of the existing system.

Task 6.7, Woter System Capacity and Pertormance Evaluation - Existing West Yost will scale the existing demands in the City's hydraulic model to reflect the existing baseline demand assumptions developed in Task 2.

To verify the adequacy of existing facilities, West Yost will evaluate the water treatment, storage, and pump station capacity using existing demands and established planning criteria. To perform the evaluation, West Yost will develop a spreadsheet to define water treatment, storage, and pump station capacity needed for each pressure zone under existing conditions. One meeting with the City is scheduled as part of this task to identify specific areas of influence of each pump station and storage facility, if the City desires that facility capacity evaluations account for the regions of each pressure zone that can be reasonably served by each facility.

To evaluate the adequacy of the City's existing distribution system to meet the planning criteria established under Task 3, West Yost will use the City's hydraulic model with updated existing baseline demands. Scenarios will be developed in the model to evaluate maximum day demand plus fire flow and peak hour demand conditions. lmprovements to mitigate hydraulic performance constraints (e.g., low pressures, fire flow deficiencies) will be developed.

West Yost will prepare a draft chapter to summarize the findings and recommendations from the existing water system facility capacity hydraulic performance evaluations.

Task 6.2, Water System Capacity and Performance Evdluation - Future West Yost will update the near-term and long-term demand allocations in the City's hydraulic model to reflect the near-term and future demand projections developed in Task 2. Demand allocations will consider spatial distribution of demands according to planned land uses and known future developments.

To verify the adequacy of existing facilities, West Yost will evaluate the water treatment, storage, and pump station capacity using near-term and future demands and established planning criteria. To perform the evaluation, West Yost will use the spreadsheet developed under Task 6.1 to define water treatment, storage, and pump station capacity needed for each pressure zone and/or area of influence under near- term and future demand conditions.

To evaluate the adequacy of the City's existing distribution system to meet the planning criteria established under Task 3, West Yost will use the City's hydraulic model updated with identified near- term projects (e.g, replacement of the Red Top Pump Station) and near-term and future demands.

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DocuSign Envelope lD: 863D041 F-78A7.488E-A02A-5461 0FSCAE4D Scenarios will be developed in the model to evaluate maximum day demand plus fire flow and peak hour demand conditions. lmprovements to mitigate hydraulic performance constraints (e.g., low pressures, fire flow deficiencies)will be developed.

West Yost will prepare a draft chapter to summarize the findings and recommendations from the future water system facility capacity hydraulic performance evaluations.

Task 6.3. Condition Assessment - Water Distribution System Under this task, West Yost will conduct a desktop condition assessment of the water distribution system using results provided by Fracta, to develop a pipeline rehabilitation and replacement plan.

Task 6.3.1 Develop Asset Registry, Review Background lnformation and Staff lnterviews West Yost will review available data, including asset inventories from the City's CMMS and GlS, past condition assessment studies or data, and pipeline failure projections prepared by Fracta. The West Yost team will meet with City engineering and operations staff to discuss asset performance and their knowledge of the water system infrastructure. These sources of information will help verify the size, condition, performance, and performance criteria of the existing water system to support development of the likelihood and consequence of failure criteria, identify improvements, and mitigate potential risks to the City. Staff interviews will also be used to identify any specific pipe sizes or materials the City wants to prioritize for replacement.

An asset registry of pipelines and service laterals will be developed based on the Ciby's GlS, CMMS, and meter reading software, supplemented by discussions with City staff. Asset attributes such as diameter, material, age, and other available data will be confirmed and populated in the registry. lt is assumed that service laterals will be assigned the same installation date as their connecting pipelines and the City will advise on seruice lateral material based on diameter.

Task 6.3.2 West Yost Asset Management Model (WAMM) and Condition Assessment West Yost will configure the WAMM with City pipeline assets and LOF and COF criteria to evaluate risk for each pipeline segment.

Horizontal assets (transmission mains and distribution pipelines)will be assessed based on the WAMM but will require adaptation of the Fracta assessment to assimilate into the legacy risk protocol. West Yost will develop a well-structured risk framework for horizontal assets leveraging LOF and COF scoring from Fracta which will support the risk model. The West Yost team will work closely with the Fracta project manager to interpret the LOF projection and COF dynamic failure scenarios for use in the risk model.

The output of the WAMM evaluation will be a risk rating for each pipeline segment based on the Fracta analysis and the assessment of LOF and COF. lndividual pipe ratings will be grouped into pipeline segments to determine rolled up risk ratings to determine if isolated improvements or broader pipeline reaches are warranted.

Task 6.3.3 Pipeline and Service Laterals Rehabilitation and Replacement Plan Based on the outcome of Task 6.3.2, West Yost will develop a prioritized rehabilitation and replacement plan for pipelines and service laterals. Recommended improvements will be broadly identified based on the risk analysis, and the value of the improvements will be estimated. The prioritized rehabilitation and replacement plan will be scheduled and budgeted for over both a near-term (10-year) and long-term WESTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 12 Packet Page 735 of 1050Attachment 2 Page 14 of 33

DocuSign Envelope lD: 863D041 F-7BA7-488E-A02A-5461 0FsCAE4D (2045) planning horizon and will be incorporated into the Draft Condition Assessment Chapter (Chapter 8) and Draft Capital lmprovement Program (Chapter 9).

Tdsk 6.4. Prepare Draft Condition Assessment Chapter
West Yost will prepare a draft chapter to summarize the condition assessment approach, as well as the findings and recommendations from the condition assessments of the water treatment plants (performed under Task 4), water storage reservoirs (performed under Task 5), and pipelines. An overall prioritized list of condition assessment recommendations will be developed. Recommendations from the pump station condition assessment, currently being performed by West Yost under a separate contract, will also be incorporated in this chapter.

Task 6 Assumption(s)
o The City's hydraulic model pipelines will be current and can be updated under a separate contract. The existing hydraulic model pipelines are current through late-2020. . The City will provide information, such as preliminary plans, pump curves, or other hydraulic information, on any planned near-term facilities that should be included in the model (e.9., the Red Top Pump Station replacement).
o West Yost understands general areas of influence of each pump station and storage facility within the system, particularly those serving Zones 1 and 2 (e.g., Cement Hill Reservoir, Paradise Valley Pump Station/Reservoir, Rolling Hills Pump Station/Reservoir). Therefore, one (1) meeting with the City via MS Teams is budgeted for under this task to discuss the most applicable approach to the facility capacity evaluations.
o Hydraulic modeling scenarios identified under this task will be performed under static conditions.
o Hydraulic model scenarios will be developed for the near-term (10-year) and future (2045) demand conditions.
o Draft Chapter 8 will include a summary of the approach, key findings, and recommendations identified during the water treatment plant (Task 4), water storage reservoir (Task 5), pump station (completed under separate contract), and water distribution system pipeline condition assessments.
o City to provide a single, consolidated set of comments on the draft TM and chapters within four (4) weeks of receiving the draft copies.

Task 6 Deliverable(sJ
o Draft TM 5 - Condition Assessment: Water Distribution System r Draft Chapter 6 - Existing Water System Analysis
o Draft Chapter 7 - Future Water System Analysis
r Draft Chapter 8 - Condition Assessments
Task 7. Draft Capital lmprovement Program
The objective of this task will be to develop a comprehensive Capital lmprovement Program (ClP) road map for the City's water system and summarize the findings and recommendations from the previous tasks.

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DocuSign Envelope lD: 863D041 F-7BA74B8E-A02A-5461 0F5CAE4D Task 7.7. Develop Unit Costs
West Yost will develop planning-level unit costs that will be used to estimate costs for the recommended capital improvement projects. Unit costs shall be developed for pipelines, storage facilities, pump stations, water treatment plants, pressure regulating stations, and other improvements, as appropriate. West Yost will also identify appropriate contingency factors (soft costs) needed to generate total project capital costs Recent bid tabs and relevant projects from other adjacent utilities will be reviewed to develop unit cost and contingency factor estimates.

West Yost will prepare a draft narrative to document the cost estimation methodology. The narrative will be included in the appendix of the WMP.

Tdsk 7.2. Develop Prioritized CIP
West Yost will develop planning-level total project cost estimates for all recommended capital improvement projects identified in Tasks 4 through 6. Costs will be based on the current San Francisco ENR Construction Cost lndex. West Yost wilf develop a CIP that includes prioritized near-term and long- term improvements to address existing deficiencies, renewal and replacement needs, operating reserves, as-needed emergency repairs, and planned improvements to meet future growth.

West Yost will prepare a draft chapter to document the recommended water system ClP.

Task 7 Assumption(s)
o City to provide recent bid tabs.
o Cost estimating will be consistent with the Association for Advancement of Cost Engineering lnternational (AACE lnternational) Class 5 cost estimates r West Yost will develop a CIP for the near-term (lO-year) and long-term (2045) planning horizons. r City staff will provide guidance on soft cost assumptions, including estimated general add-on costs for environmental review, right-of way acquisition, design, legal, and construction management.
o The City recommends a near-term (lO-year) CIP that includes a minimum of S40 million in reserves to cover: capital projects for the next 10 years ($40 - 5SO million); operating reserves to cover short-term cash requirements (S5 million); and as-needed emergency repairs (S5 million). ln addition, the capital improvement program should maintain an annual investment in capital improvement expenditures of at least Sz.s million dollars. o City to provide a single, consolidated set of comments on the draft chapter within four (4) weeks of receiving the draft copies.

Tdsk 7 Deliverable(s)
o Cost Estimating Appendix (electronic copy)
r Draft Chapter 9 - Capital lmprovement Program (electronic copy) Task 8. Water Master Plan Report
The objective of this task will be to summarize the findings and recommendations from previous tasks in a single report for the City's future reference.

Task 8,7. Prepare CIP Deliverobles
West Yost will prepare near-term (10-year) and long-term CIP recommendations in tabular and visual formats to guide the City in implementing the projects identified and recommended under Task 7. Two WESTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 14 Packet Page 737 of 1050Attachment 2 Page 16 of 33

DocuSign Envelope lD: 863D041 F-7BA74B8E-A02A-5461 0F5CAE4D (2) tables will be provided, including a table providing the ranking for all recommended system improvements categorized by risk level, and a table summarizing the near-term CIP for projects identified in Tasks 4 through 6. Three figures will be provided to depict the near-term proposed water treatment plant projects, storage projects, pump station projects, and pipeline projects. West Yost will also provide GIS shapefile(s) that summarize the near-term water system improvements by spatial location, estimated construction cost, and CIP project lD. lf requested by the City, West Yost can save the GIS shapefiles as new feature classes within the City's existing potable water utility GIS geodatabase.

Task 8.2. Prepare Draft Water Moster Plon Report
To develop the draft WMP, West Yost will make any necessary updates to the individual draft chapters prepared in previous tasks and will compile them into a draft WMP report. An Executive Summary and lntroduction chapter will be developed for the draft WMP Report. After submittal of the draft WMP Report, West Yost will attend a review meeting with City staff to receive comments.

Task 8.3. Prepare FinalWater Master PIan Report
West Yost will prepare the screen-check final report, incorporating comments from City review of the draft WMP Report in track changes. Once City approval is received, West Yost will produce the final WMP Report, including 5 bound hard copies.

Task 8 Assumption(s)
o Report will include an Executive Summary and lntroduction chapter, which will be prepared under this task.
e Estimated construction costs provided with the GIS shapefiles will be based on the current San Francisco ENR Construction Cost lndex, as presented in the WMP. o City to provide a single, consolidated set of comments on the draft report within four (4) weeks of receiving the draft copies.
o Electronic deliverables associated with Task 8 will be submitted on a USB flash drive Task 8 Deliveroble(s)
o Table ranking recommended system improvements, categorized by risk (Microsoft Excel format) r Ten (10) year CIP table listing the assets identified in Tasks 4 through 6 (Microsoft Excel format) r Figure (!!" x I7"l depicting the 10-year infrastructure replacement plan for proposed water treatment plant projects (electronic copy)
o Figure (!7" x !7"1depicting the 10-year infrastructure replacement plan for proposed water storage projects (electronic copy)
. Figure (!L" x77"1depicting the 10-year infrastructure replacement plan for proposed water distribution projects (electronic copy)
o GIS shapefile(s) depicting the 10-year infrastructure replacement plans and spatial location for proposed water projects (electronic copy)
o Draft WMP Report (4 bound, 1 unbound hard copies)
o Final WMP Report (l fully editable electronic copy, 5 bound hard copies) Task 9. Water Cost of Service Rate Study (Bartle Wells Associates) The objective of this task is to develop a fair and reasonable rate structure over a five-year period that meets the City's minimum revenue requirements associated with operations and maintenance, as well as meeting future CIP needs.

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DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0FSCAE4D Tosk 9.7. Review of Current ond Historical lnformation
West Yost will review the City's budget documents, financial plans, comprehensive annual financial reports, et al., in orderto review key background and historical information that includes but is not limited to those identified in Task 3, as well as any bond covenants, contractual (Solano County Water Agency, Solano lrrigation District, City of Vallejo, Canon Station, Pacific Flyway, et al.) and other operational requirements. West Yost will also review historical revenues, operating expenses, debt service requirements, reserve policies (i.e,, working capital and renewal and replacement), billing and collection procedures, approved rates and charges, customer information and consumption data' West Yost will prepare and submit a data request list to the City to initiate this task.

Tdsk 9.2. Cost ol Service Analysis and Rdte Design
West Yost will perform the following analyses (and consistent with that proposed in the RFP):

L. Analysis of Existing Conditions: the analysis of existing conditions shall appraise the adequacy of the City's current water enterprise financial position but consider the infrastructure investments identified in the newly composed WMP. The analysis shall also evaluate the level of service that the City provides and any corrective actions, if needed.

2. Cost of Service Analysis and Rate Design: the analysis shall include the following alternatives:
a. The "Do-Nothing" Option: an analysis that examines operating results over the next ten years if the City elected not to raise rates, which shall include the extent to which projected revenues meet projected operating and capital needs including bond . covenants, debt service, reserve levels, et al. (the "do nothing" option). This option is intended to review the adequacy of existing rates to meet cost of service over the next ten years and shall incorporate those capital improvements identified in the WMP.

Additionally, this alternative shall consider reduced water sales due to conservation and the potential for protracted growth in residential development. b. The "More of the Same" Option: an analysis that examines operating results over the next ten years if the City were tb consider replicating the previous approved rate increase. The analysis will include the extent to which projected revenues meet projected operating and capital needs including bond covenants, debt service, reserve levels, et al. This option shall also include any corrective recommendations (if needed) as well as those capital improvements identified in the WMP. Additionally, this alternative will consider reduced water sales due to conservation and the potential for protracted growth in residential development.
c. Other Alternatives: an analysis of alternative rate structures, such as a Water Budget Based Rates rate structure and/or connection fees for new development. Priorto performing this analysis, West Yost will work with the City to establish a reasonable number of alternatives to consider based on intended outcomes.

3. Sensitivity Analysis: for each rate scenario, sensitivity of the projected results for each option we will considered in its ability to meet operational needs and capital improvements outlined in the WMP. The sensitivity analysis will include consideration of any potential cuts to service affecting service levels, reliability, water quality, and/or consumer confidence.

Tdsk 9.3. Cost of Seruice Rate Study Report
West Yost will prepare a Cost of Service Rate Study Report based on the City's proposed outline with each section providing a summary of the findings and recommendations from analyses performed under Task 9.2.

WESTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 16 Packet Page 739 of 1050Attachment 2 Page 18 of 33

DocuSign Envelope lD: 863D04'l F-7BA7*4BBE-A02A-5461 0F5CAE4D

1. Executive Summary

2. Analysis of Existing Conditions

3. Cost of Service Analysis and Rate Design

4. SensitivityAnalysis

5. Customer Perspective (i.e., preparation of typical bill comparisons for the recommended option and rate structure for each of the City's customer classes as compared to the typical bill for the current rate schedules as a baseline.)
The West Yost team will assist the City with preparing for and completing the Proposition 218 process.

The West Yost team will attend up to two meetings with the City's Executive Management Team, two meetings with the City Council, and two public workshops.

Task 9 Assumption(s)
o The City will provide historical and current documentation in electronic format. o The City will approve up to three alternative rate scenarios for further evaluation and inclusion in the Study Report.
. The City shall review and respond with comments on the Draft Study Report within four weeks of receiving the draft study.
r The City will then host a meeting to discuss all comments upon completion of the City's review.

Task 9 Deliveroble(s)
o Draft Water Cost of Service Rate Study Report (four bound and one unbound copy) o Final Water Cost of Service Rate Study Report (five bound copies and one electronic file in Microsoft Word)
Task 10. Hydraulic Model Update - Optional
The last hydraulic model calibration and verification of water system operations was performed in 2017, prior to the completion of the Crosstown Pipeline. West Yost can perform an update and/or recalibration of operations to the hydraulic model, if requested by the City. Scope items can be developed in consultation with the City. Examples of possible model update scope items are included below,
r Prepare updated diurnal demand patterns for the City's six main pressure zones to better reflect recent water use patterns with conservation. Existing diurnal demand patterns in the hydraulic model are based on 2013 maximum day demand ,2OL4 minimum day demand, and2OLT summer (model calibration) day demand.
o Recalibrate system operations using a 24-hour extended period simulation (EPS) scenario for a more recent summer day demand condition. Recalibration efforts could include:
o Prepare a hydrant pressure recorder (HPR) placement memorandum. o Place HPRs to collect supplemental pressure data.
o Verify that the model results generally mimic the filling and emptying of selected reservoirs, the on/off cycled of selected pump stations, and the pressures at selected areas throughout the City's service area generally simulate the observed trends during a 24-hour period.
o Validate system operations against the recalibrated model results using historical SCADA data for recent (2020 through 20221demand conditions. Examples of desired demand conditions to verify for future modeling analyses could include:
o Maximum Day Demand
WCSTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 17 Packet Page 740 of 1050Attachment 2 Page 19 of 33

DocuSign Envelope lD: 863D041 F-78A7-4B8E-A02A-54610F5C4E4D o Minimum Day Demand
o Average Day Demand
Due to schedule constraints, the hydraulic model update will be performed upon completion of the WMP.

A proposed fee will be developed only after the City requests additional model calibration to be performed.

Tosk 70 Assumption(s)
r A routine hydraulic model update will be performed under West Yost's current GIS and modeling on-call contract with the City and will include a reallocation of existing model demands, the addition of pipeline projects completed since 2020, and the addition or abandonment of any facilities since 2020.
e Additional assumptions and a proposed fee will be provided if optional scope items are selected under this task.

Task 70 Deliverable(s)
o To be developed in consultation with the City
WESTYOST City of Fairfield Water Utility Master Plan and Rates Study - Scope of Work 18 Packet Page 741 of 1050Attachment 2 Page 20 of 33

DocuSign Envelope lD: 863D041 F-78A7-4BEE-Ao2A-546 1 0F5CAE4DWest Yosl Task I ciry Review I Workshop I conference Call / Meeling I DeliErableWYCRI6.2watersystem Capacity&Performance Evaluation' FuturePrepare Draft Future waterSystem An.lFis Chapter6.3 bndftion Assessment- water DisFibution SvstemDevelop Asset Reri*rvWAMM and Condition AssessmentPioeline rnd seflice teterals R&R Plan4.1 WP Conditioh Asessments4.2 Plent Etoansion Alternitive! Ev.luation4.3 Hydraul'c Capacity Evaluations4.4 De€loo w.ter rreatmunt Plrnt l-prou".EGi*ii*lliiliT5.1 Review Bacl8round Data5,2 Reseruoir Condition AssessmentProjed Schedule: CitV of Faidield Wate. Utility Master Plan and R.tes Study (Revised 1y9/20221Packet Page 742 of 1050Attachment 2 Page 21 of 33

Docusign Envelope lD: B63D04 lF-7BA7.4BEE-A024-5I16'10F5CAE4DW*-t*,,Packet Page 743 of 1050Attachment 2 Page 22 of 33

DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-5461 0FSCAE4D EXHIBIT'8"

PAYMENT
1) The total contract price for services rendered by CONSULTANT under this Agreement shall be for a not to exceed amount of one million dollars (51,000,000). 2) Payment shall be made to CONSULTANTon a time and materials basis, and CONSULTANTsha|I submit monthly invoices to the Public Works Department, Attention: Michael Hether, for the same. 3) Any additional meetings or work required beyond that set forth in Exhibit "A" shall be mutually agreed to in writing by the CITY and CONSULTANT, and shall be billed on a time and materials basis to the Public Works Department, Attention: Michael Hether.

Revised 61112022
Packet Page 744 of 1050Attachment 2 Page 23 of 33

DocuSign Envelope lD: 863D041 F-7847-488E-402A-5461 0F5CAE4D EXHIBIT'C"

GENERAT PROVISIONS
1) INDEPENDENT CONSULTANT. At all times during the term of this Agreement, CONSULTANT shall be an independent contractor and shall not be an employee of CITY. CIW shall have the right to control CONSULTANT only insofar as the results of CONSULTANT's services rendered pursuant to this Agreement; however, CITY shall not have the right to control the means by which CONSULTANT accomplishes services rendered pursuant to this Agreement. 2l L|GENSES; PERMITS; ETC. CONSULTANT represents and warrants to clw that GoNSULTANT has all licenses, permits, qualifications, and approvals of whatsoever nature which are legally required for CONSULTANT to practice CONSULTANT's profession. CONSULTANT represents and warrants to CITY that CONSULTANT shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any licenses, permits, and approvals which are legally required for CONSULTANT to practice his profession.
3) TIME. CONSULTANT shall devote such services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of CONSULTANT's obligations pursuant to this Agreement. CONSULTANT shall adhere to the Schedule of Activities as described in their Executive Summary in a manner consistent with the Standard of Performance. 4l CONSULTANT NOT AN AGENT. Except as CITY may specify in writing, CONSULTANT shall have no authority, express or implied, to act on behalf of CITY in any capacity whatsoever as an agent.

CONSULTANT shall have no authority, express or implied, pursuant to this Agreement, to bind CITY to any obligation whatsoever.
5) ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any right or obligation pursuant to this Agreement shall be void and of no effect.
6) PERSONNEL. CONSULTANT shall assign only competent personnel to perform services pursuant to this Agreement. ln the event that CITY, in its sole discretion, at any time during the term of this Agreement, desires the removal of any person or persons assigned by CONSULTANT to perform services pursuant to this Agreement, CONSULTANT shall remove any such person immediately upon receiving notice from CITY of the desire of CIW for the removal of such person or persons. 7l STANDARD OF PERFORMANCE. CONSULTANT shall perform all services required pursuant to this Agreement. Services shall be performed in the manner and according to the standards observed by a competent practitioner of the profession in which CONSULTANT is engaged in the geographical area in which CONSULTANT practices his profession. All products which CONSULTANT delivers to CITY pursuant to this Agreement shall be prepared in a workmanlike manner, and conform to the standards of quality normally observed by a person practicing in CONSULTANT's profession. CITY shall be the sole judge as to whether the product of the CONSULTANT is satisfactory.
8) CANCELLATION OF AGREEMENT. This Agreement may be canceled at any time by the CITY at its discretion upon written notification to CONSULTANT. CONSULTANT is entitled to receive full payment for all services performed and all costs incurred up to and including the date of receipt of written notice to cease work on the project. CONSULTANT shall be entitled to no further compensation for work Revised 6ll/2022
Packet Page 745 of 1050Attachment 2 Page 24 of 33

DocuSign Envelope lD: 863D041 F-78A7-488E-A02A-546'l 0F5CAE4D performed after the date of receipt of written notice to cease work. All completed and incomplete products up to the date of receipt of written notice to cease work shall become the property of CITY. 9) PRODUCTS OF CONSULTING. All products of the CONSULTANT provided under this Agreement shall be the property of the Clry.
10) tNpEMNTFY AND HOLD HARMLESS.
a) lf AGREEMENT is an agreement for design professional services subject to California Civil Code 5 2782.8(al and CONSULTANT is a design professional, as defined in California Civil Code 52782.8(cl(2), to the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY and its elected officials, officers, agents, employees and designated volunteers (collectively "CITY lndemnitees") from and against any and all claims, losses, liabilities, damages, costs and expenses, including attorney's fees and costs, to the extent they arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the CONSULTANT. CONSULTANT's duty to defend shall consist of reimbursement of defense costs incurred by CITY in direct proportion to the CONSULTANT's proportionate percentage of fault. CONSULTANT's percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator. ln the event any loss, liability or damage is incurred by way of settlement or resolution without a court, jury or arbitrator having made a determination of the CONSULTANT's percentage of fault, the parties agree to mediation with a third party neutral to determine the CONSULTANT's proportionate percentage of fault for purposes of determining the amount of indemnity and defense cost reimbursement owed to the CITY.
b) lf AGREEMENT is not an agreement for design professional services subject to California Civil Code 5 2782.S(a) or CONSULTANT is not a design professional as defined in California Civil Code 92782.8(cl(2), to the fullest extent allowed by law, CONSULTANT shall indemnify, defend, and hold harmless the CITY lndemnitees from all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by CONSULTANT or any person directly or indirectly employed by or acting as agent for CONSULTANT in the performance of this Agreement, including the concurrent or successive passive negligence of the CITY lndemnitees.

It is understood that the duty of CONSULTANT to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code.

Acceptance of insurance certificates and endorsements required under this Agreement does not relieve CONSULTANTfTom liability underthis indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.

CONSULTANT'S responsibility for such defense and indemnity shall survive termination or completion of this agreement for the full period of time allowed by law' 11) PROHIBITED INTERESTS. No employee of the CITY shall have any direct financial interest in this agreement. This agreement shall be voidable at the option of the CITY if this provision is violated. 12) LOCAL EMPLOYMENT POLICY. The CITY desires wherever possible, to hire qualified local residents to work on city projects. Local resident is defined as a person who resides in Solano County.

Revised 6/112022
Packet Page 746 of 1050Attachment 2 Page 25 of 33

DocuSign Envelope lD: B63D041 F-7BA7-488E-A02A-5461 0F5CAE4D The CITY encourages an active affirmative action program on the part of its contractors, consultants, and developers. When local projects require, subcontractors, contractors, consultants and developers will solicit proposals from qualified local firms where possible.

As a way of responding to the provisions of the Davis-Bacon Act and this program, contractor, consultants, and developers will be asked, to provide no more frequently than monthly, a report which lists the employee's name, job class, hours worked, salary paid, city of residence, and ethnic origin. 13) CONSULTANT NOT A PUBLIC OFFICIAL. CONSULTANT is not a "public official" for purposes of Government Code 55 87200 et seq. CONSULTANT conducts research and arrives at his or her conclusions, advice, recommendation, or counsel independent of the control and direction of the CITY or any CITY official, other than normal contract monitoring. ln addition, CONSULTANT possesses no authority with respect to any CITY decision beyond these conclusions, advice, recommendation, or counsel. 14) EMPLOYMENT pEVELOPMENT pEPARTMENT REPORTTNG REQUIREMENTS. When the clTY executes an agreement for or makes payment to CONSULTANT in the amount of 5500 (six hundred dollars) or more in any one calendar year, CONSULTANT shall provide the following information to CITY to comply with Employment Development Depa rtment (E DD) reporting req uirements:
a) Whether CONSULTANT is doing business as a sole proprietorship, partnership, limited liability partnership, corporation, limited liability corporation, non-profit corporation or other form of organization.
b) tf CONSULTANT is doing business as a sole proprietorship, CONSULTANT shall provide the full name, address and social security number of the sole proprietor. c) lf CONSULTANT is doing business as other than a sole proprietorship, CONSULTANT shall provide CONSU LTANT'S federa I tax identification number.

Revised 61112022
Packet Page 747 of 1050Attachment 2 Page 26 of 33

DocuSign Envelope lD: B63D041 F-78A7'488E-A02A-5461 0F5CAE4D EXHIBIT.,D,,

I NSURANCE REQUIREMENTS
CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONSULTANT, its agents, representatives, or employees. 1) MtNTMUM SCOPE ANp LIMITS OF INSURANCE
a) Commercial General Liability coverage (occurrence Form CG 00 01 or equivalent) with minimum limits of 51,000,000 per occurrence for bodily injury, personal injury, products and completed operations, and property damage. lf Commercial General Liability or other form with a general aggregate limit is used, eitherthe general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. b) Automobile Liability coverage (Form CA 00 01 or equivalent with Code 1- any auto) with minimum limits of 51,000,000 per accident for bodily injury and property damage. c) Workers' Compensation insurance as required by the State of California and Employers' Liability insurance, each in the amount of S1,000,000 per employee per accident for bodily injury or disease.
2l INDUSTRY SPECTFTC COVERAGES
lf checked below, the following insurance is also required. n
tr
tr
n
!
Professional Liability lnsurance / Errors and Omissions Liability in the minimum amount of S1,000,000 per claim and aggregate.

Pollution Liability lnsurance in the minimum amount of S1,000,000 per occurrence Garage Keepers lnsurance in the minimum amount of S1,000,000 per occurrence Fidelity / Crime / Dishonesty Bond in the minimum amount of S- MCS-90 Endorsement to Business Automobile insurance for transportation of hazardous materials and pollutants
Builder,sRisk/CourseofConstructionlnsuranceintheminimumamountofs-' 3) TNSURANCEPROVTSTONS
a) DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the CITY, its officers, officials, employees and volunteers; or the CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claim ad ministration and defense expenses. x
Revised 61112022
Packet Page 748 of 1050Attachment 2 Page 27 of 33

DocuSign Envelope lD: 863D041 F-78A7-4BBE-A02A-5461 0F5CAE4D b) The general and automobile liability policies (and if applicable, pollution liability, garage keepers liability and builder's risk policies) are to contain, or be endorsed to contain, the following provisions:
i) The CITY, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the CONSULTANT; products and completed operations of the CONSULTANT; premises owned, occupied or used by the CONSULTANT; and automobiles owned, leased, hired or borrowed by the CONSULTANT. The coverage shall contain no special limitations on the scope of protection afforded to the CITY, its officers, officials, employees or volunteers. ii) For any claims related to this project, the CONSULTANT'S insurance coverage shall be primary insurance as respects the CITY, its officers, officials, employees and volunteers. Any insurance or self-insured maintained by the Clry its officers, officials, employees or volunteers shall be excess of the CONSULTANTS insurance and shall not contribute with it. iii) Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the CITY, its officers, officials, employees or volunteers.
iv) TheCONSULTANTsinsuranceshallapplyseparatelytoeachinsuredagainstwhomclaimismade or suit is brought, except with respect to the limits of the insure/s liability. v) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by the carrier, except after thirty (30) days' prior written notice by mail, has been given to the CITY.
vi) The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated above shall not serve to reduce the CONSULTANTS policy limits of coverage.

Therefore, the requirements for coverage and limits shall be (1)the minimum coverage and limits specified in this agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is greater. c) ACCEPTABILITY OF INSURER. lnsurance is to be placed with insurers with a current A.M. Best's rating of no less than A:Vll, unless otherwise acceptable to the CITY. vERtFtcATtoN oF covERAGE. CONSULTANT shallfurnish the CITY with original endorsements effecting coverage required by this Exhibit D. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf; on forms equivalent to CG 20 10 11 85, subject to CITY approval; and submitted electronicallythrough the Exigis insurance system to: [email protected].

All insurance certificates and endorsements are to be received and approved by the CITY before work commences. AttherequestoftheClryCONSULTANTshallprovidecomplete,copiesofallrequiredinsurance policies, including endorsements effecting the coverage required by these specifications. d) SUB-CONTRACIORS. CONSULTANT shall require all subcontractors to procure and maintain insurancepoliciessubjecttotherequirementsofExhibitD. FailureofCONSULTANTtoverifoexistenceofsub- contractor's insurance shall not relieve CONSULTANT from any claim arising from sub-contractors work on behalf of CONSULTANT.

Revised 6/112022
Packet Page 749 of 1050Attachment 2 Page 28 of 33

DocuSign
Envelope ld: B63D041F7BA74B8EA02A54610F5CAE4D Status: Completed Subject: Complete with DocuSign: Professional Services and None-Disclosure Agreements (City of Fairfield) Source Envelope:

Document Pages: 31 Signatures: 2 Envelope Originator:

Certificate Pages: 5 lnitials: 0 Lydia Park
AutoNav: Enabled 1000 webster Sireet
Envelopeld Stamping: Enabled Community Development - Building Services TimeZone: (UTC-08:00)PacificTime(US&Canada) Fairfield,CA 94533 lpark@fairfi eld.ca.gov
lP Address: 64j62.152.2
Location: DocuSignStatus: Original
1111512O22 4:32:06 PM
Security Appliance Status: Connected
Storage Appliance Status: Connected
Holder: Lydia Park
lpark@fairfi eld. ca. gov
Pool: StateLocal
Pool: City of Fairfield Location: DocuSign
,i : '' I
Charles Duncan
[email protected]
President & CEO
Security Level: Email, Account Authentication
(None)
Electronlc Record and Slgnature Disclosure:

Accepted: 1111712022 9:16:41 AM
lD: eb42e330-2aae-4e41 -a552-e5b7 91 a17 3c7
wk Sent: 1 l/15/2022 4:38:50 PM
Viewed: 1111712022 9:16:4't AM
Signed: 1'111712022 9:18:1 1 AM
Signature Adoption: Pre-selected Style
Using lP Address: 50.228.242114
Signed using mobile
Amy Kwong
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
Nigel Browne
[email protected]. gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
COPIED
COPIED
Senl: 1 1 I 1 512022 4:38:50 PM
Viewed: 1111512022 5:30:49 PM
Sent:'l 1 l'17 12022 9: 1 8: 1 3 AM
Viewed: 1111712022 9:'t9:45 AM
, r')r i ili.l I ,1..

Packet Page 750 of 1050Attachment 2 Page 29 of 33

Envelope Sent
Certified Delivered
Signing Complete
Completed
Hashed/Encrypted
Security Checked
Security Checked
Security Checked
1111512O22 4:38:50 PM
1111712022 9:16:41 AM
1111712022 9:'18:11AM
1 1 I'17 12022 9:1 8:'1 3 AM
Packet Page 751 of 1050Attachment 2 Page 30 of 33

Electronic Record and Signature Disclosure created on: 21312021 9:06:07 AM Parties agreed to: Charles Duncan

Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to 'I agree to use electronic records and signatures' before clicking 'CONTINUE' within the DocuSign system.

Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are frst sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.

Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically fiom us or to sign electronically documents from us.

All notices and disclosures will be sent to you electronically Packet Page 752 of 1050Attachment 2 Page 31 of 33

Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences ofyour electing not to receive delivery ofthe notices and disclosures electronically from us.

How to contact City of Fairfield:

To contact us by email send messages to: [email protected] To advise City of Fairfield of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.

If you created a DocuSign account, you may update it with your new email address through your account preferences.

To withdraw your consent with City of Fairfield
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:

Packet Page 753 of 1050Attachment 2 Page 32 of 33

Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusien.corn/guides/siSner-zuide- sieninq-system-requirements.

Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to 'I agree to use electronic records and signatures' before clicking'CONTINUE' within the DocuSign system.

By selecting the check-box next to 'I agree to use electronic records and signatures', you confirm that:
. You can access and read this Elechonic Record and Signature Disclosure; and . You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and. Until or unless you noti$ City of Fairfield as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by City of Fairfield during the course of your relationship with City of Fairfield.

Packet Page 754 of 1050Attachment 2 Page 33 of 33

DocuSign Envelope lD: 863D041 F-78A7*4BBE-A02A-5461 0F5CAE4D NON-NISCT.OSITRF' ^ GRF'F'MF'NT
Regarding the City of Fairfield's Sensitive Proprietary Infrastructure Information This Non-Disclosure Agreement ("Agreement"), is entered into this-day of 2022 ("Effective Date"), by and between the City of Fairfield, ("City"), a municipal corporation of the State of California and West Yost Associates, ("Recipient"). For purposes ofthis Agreement, City and Recipient may be refened to jointly in this Agreement as "Parties" Recipient's name, address, and state of incorporation (if applicable), are as follows (please print):

West Yost Associates, 2020 Research Park Drive, Suite 100, Davis, California' 95618, WHEREAS, the City, acting through the Information Technology Department, will disclose certain Confidential Information to Recipient based on work with the City, relating to the City's network confi guration and infrastructure; and
WHEREAS, Recipient must have access to such information in order to configure hardware, software, application or network services; and
WHEREAS, in order to release Confidential Information to Recipient, the City requires Recipient to enter into this Agreement through its authorized representative and retum it to the City as a pre-condition of receiving materials that contain Confidential Information; NOW THEREFORE, in consideration of the above recitals and the mutual promises of the parties herein contained, it is agreed by and befween the parties as follows:

1. "Confidential Information" as used in this Agreement shall include, but is not limited to, any and all technical and non-technical information, data, documents, records, and materials provided by or on behalf of the City to the Recipient, including without limitation patent, trade secret, proprietary, and systems security-related information and information related to the current, future and proposed services of the City, in any form or medium including written, electronic, or oral. Confidential Information also includes other information that is marked or otherwise identified as confidential or proprietary, or that would otherwise appear to a reasonable person to be confidential or proprietary in the context and circumstances in which the information is known or used. Confidential Information also includes any information ordered confidential pursuant to any local, state, or Federal law, or ordered confidential by any Court of competent jurisdiction. Confidential Information shall not include public records subject to disclosure under the Califomia Public Records Act, Government code section 6250 et seq.

2. The Recipient agrees that it will not make use of disseminate, or in any way disclose the City's Confidential Information to any person, firm or business, except as necessary for the Recipient to work with the City Information and Technology Department, and any purpose the City has authorized or hereafter authorizes in writing. The Recipient agrees that it shall disclose Confidential Information only to those directors, officers, employees, agents, affiliates, advisors, representatives, or consultants who need to know such information for purposes of fulfilling Recipient's obligations to the City, and who have previously agreed, either as a condition to employment or service to be bound by terms and conditions of this Agreement.

3. The Recipient agrees to hold all Confidential Information of the City in the strictest confidence and treat it with the same degree of care as it accords to its own Confidential Information, and

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DocuSign Envelope lD: 863D041 F-7BA7-488E-A02A-5461 0F5CAE4D the Recipient represents and warrants that it exercises reasonable care to protect its own Confidential Information. Recipient shall not share or disclose any Confidential Information to any third party or cause such Confidential Information to become accessible to the public without written consent from the I.T.

Director of the City.

4. This Agreement shall not apply to any of the following information: (a) Information that was in the public domain at the time it was communicated to the Recipient by the City; (b)Information that entered the public domain subsequent to the time it was communicated to the Recipient through no fault of the Recipient; (c) Information that was in the Recipient's possession free of any obligation of confidence at the time it was communicated to the Recipient by the City (as shown by the Recipient's files and records as of the time of disclosure); (d) Information that was rightfully communicated to the Recipient by a third party free of any obligation of confidence subsequent to the time that it was communicated to the Recipient by the City; (e) Information that was developed by employees or agents of the Recipient independently of and without reference to any information communicated to the Recipient by the City; or (f) Information provided to Recipient in response to a valid order by a court or other governmental body, was otherwise required by law, or was necessary to establish the rights of either party under this Agreement (provided that the Recipient has provided the City with a reasonable opportunity to seek protective legal treatment for such Confidential Information). In any administrative or judicial proceeding where the City seeks enforcement of this Agreement, the Recipient shall bear the burden of proving any parts of this paragraph apply as a defense to the disclosure of Confidential Information.

5. All Confidential Information furnished to the Recipient by the City shall remain the property of the City and shall be returned promptly upon request, together with any copies thereof, or destroyed with the consent of the City.

6. The Recipient shall not assign or transfer any rights or obligations under this Agreement without the prior written consent of the City.

7. Recipient's obligations under this Agreement shall survive the termination of any other contractual agreement between the parties.

8. This Agreement shall be govemed in all respects by the laws of the United States of America and by the laws of the State of California. The sole jurisdiction and venue for any dispute arising under this Agreement shall be the Solano County Superior Court of California or the United Stated District Court, Eastem District of California, and each party to this Agreement hereby submits to such jurisdiction and venue.

9. This Agreement may only be changed by mutual agreement of authorized representatives of the parties in writing.

10. The Recipient acknowledges and agrees that ineparable injury may result to the City if the Recipient breaches the provisions of this Agreement and that damages may be an inadequate remedy in respect ofsuch breach. The Recipient agrees in advance that, in the event ofsuch breach, the City shall be entitled to the granting of injunctive relief in the City's favor, in addition to such other remedies, damages and relief as may be available under applicable law.

I L This Agreement shall not be construed in any manner to be an obligation to enter into further contract or to reimburse the cost of any effort expended by Recipient.

12. This agreement constitutes the entire agreement of the parties with respect to the subject matter hereof. In the event of a dispute or a claim by a party to enforce its rights under this Agreement, the non-prevailing party shall be entitled to reasonable legal fees. This Agreement and all of the provisions hereofshall be binding upon and inure to the benefit ofthe parties hereto and their respective successors, transferees and assignees.
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DocuSign Envelope lD: 863D041 F-78A7*4BBE-A02A-5461 0F5CAE4D

13. If any part of this Agreement is determined to be unenforceable, the remaining provisions of this Agreement shall remain in full force and effect.

14. The Parties may sign this Agreement in counterpart, and each individually signed Agreement when combined shall constitute one Agreement.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.
by:CIry OF FAIRFIELD:

AdzrD'.,4'*a'r.By
charles Duncan
Name:

Title: president & cEo
Date
tL/L7 /2022
Name: David Gassaway
Title: Interim City Manager
Date

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Door$ign
Envelope ld: B63D041F7BA74B8EA02A54610F5CAE4D Status: Completed Subject: Complete with DocuSign: Professional Services and None-Disclosure Agreements (City of Fairfield) Source Envelope:

Document Pages: 31 Signatures: 2 Envelope Originator:

Certificate Pages: 5 lnitials: 0 Lydia Park
AutoNav: Enabled 1000 webster street
Envelopeld Stamping: Enabled Community Development - Building Services Time Zone: (UTC-08:00) Paciflc Time (US & Canada) Fairfield, CA 94533 lpark@fairfi eld.ca.gov
lP Address: 64.1 62j 52.2
Location: DocuSignStatus: Original
1111512022 4:32:06 PM
Security Appliance Status: Connected
Storage Appliance Status: Connected
Holder: Lydia Park
lpark@fairfi eld.ca. gov
Pool: StateLocal
Pool: City of Fairfield Location: DocuSign
Charles Duncan
[email protected]
President & CEO
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Accepted: '1111712022 9:16:41 AM
lD: eb42e330-2aae-4e41 -a552-e5b7 91 a17 3c7
wk Eent: 1 I I 1 512022 4:38:50 PM
Viewed: 1 1 I 17 12022 9:1 6:41 AM
Signed: 1 1 I 17 12022 9:1 8:1 1 AM
Signature Adoption: Pre-selected Style
Using lP Address: 50.228.242.'114
Signed using mobile
Amy Kwong
[email protected]
Security Level: Email, Account Authentication
(None)
Electronlc Record and Signature Disclosure:

Not Offered via DocuSign
Nigel Browne
nbrowne@fairfi eld.ca. gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
COPIED
COPIED
Senl: 1'l I I 512022 4:38:50 PM
Viewed: 1111512022 5:30:49 PM
Sent:, 1111712022 9118:13 AM
Viewed: 1111712022 9:19:45 AM
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Envelope Sent
Certified Delivered
Signing Complete
Completed
Hashed/Encrypted
Security Checked
Security Checked
Security Checked
1'111512022 4:38:50 PM
1111712022 9:16:41 AM
1111712022 9:18:11 AM
1'111712022 9:18:13 AM
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Electronic Record and Signature Disclosure created on: 2l3l2l2'l 9:06:07 AM Parties agreed to: Charles Duncan

Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to 'I agree to use electronic records and signatures' before clicking 'CONTINUE' within the DocuSign system.

All notices and disclosures will be sent to you electronically Packet Page 760 of 1050Attachment 3 Page 6 of 8

Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences ofyour electing not to receive delivery ofthe notices and disclosures electronically from us.

How to contact City of Fairfield:

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To request paper copies from City of Fairfield
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, fullname, mailing address, and telephone number. We will bill you for any fees at that time, if any.

To withdraw your consent with City of Fairfield
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:

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i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to [email protected] and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.' Required hardware and software
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Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to 'I agree to use electronic records and signatures' before clicking' CONTINUE' within the DocuSign system.

By selecting the check-box next to 'I agree to use electronic records and signatures', you confirm that:
. You can access and read this Electronic Record and Signature Disclosure; and . You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and. Until or unless you notifu City of Fairfield as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that arc required to be provided or made available to you by City of Fairfield during the course of your relationship with City of Fairfield.

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Agenda Item No: 18.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
Paul V. Kaushal, Director of Public Works
Ryan N. Panganiban, Asst. Director of PW/City Engineer
SUBJECT:Resolution 2022324 of the City Council of the City of Fairfield Authorizing Execution of the Improvement Agreement for the Canon Station – Planning Area 4 – Linear Park Trail Segment 3A
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
As part of the “Amended and Restated Development Agreement,” dated May 8, 2015, including any subsequent Development Agreement Amendments (DA), between the City of Fairfield and One Lake Holding, LLC (Developer), the Developer is obligated to construct and install amenities within Segment 3A of the City’s Linear Park Trail. The Developer has constructed subdivisions directly adjacent to this segment and desires to begin construction of a portion of Segment 3A. The recommended action authorizes the city manager to execute an improvement agreement (Agreement) authorizing construction for Segment 3A.

DISCUSSION
The Linear Park Trail is an important element of the Train Station Specific Plan (TSSP). The TSSP envisions that upon buildout of the Linear Park Trail in northeast Fairfield it will provide transportation connectivity to community services for the residents of the TSSP and for the city overall. Segment 3A is a 2,700 linear foot segment of the city’s overall Linear Park Trail system. The Developer is requesting to construct 1,887 linear feet (or approximately 82%) of the total segment, specifically the portion extending from Vanden Road to the Lake Trail Street rightofway. This segment is located along the southwesterly boundary line of Planning Area 4 and is the first segment being developed within the TSSP. The Developer is constructing multiple subdivisions within Planning Areas 4 and 5 of the TSSP and is required to develop and construct Segment 3A as part of their DA obligations.

Segment 3A is directly adjacent to several developments/subdivisions within Planning Area 4, including the One Lake Family Apartments, Neighborhood 2 subdivision, and Neighborhood 3 subdivision. Direct access to Segment 3A is available to residents within these subdivisions. Public roadways and pedestrian sidewalks connecting to Segment 3A will provide connectivity to residents within other areas of Planning Area 4 and future TSSP developments. Pathway improvements connecting Segment 3A to the adjacent residential developments will provide nearby residents with direct pedestrian and bicycle access to the park, park amenities, and connectivity to the future Citywide Linear Park Trail system.

Construction of the apartments and these neighborhoods are nearly complete, and the Developer wishes to begin constructing Segment 3A to improve visual aesthetic of the area and provide additional park amenities to the community.

City staff worked with the Developer to select and design amenities consistent with developed portions of the Linear Park Trail, specifically the segment within the Villages at Fairfield development. Segment 3A park amenities include a 10’wide concrete pedestrian trail, landscaping and irrigation, fitness stations, seating, and pathway lighting. As required by the California Department of Fish and Wildlife (CDFW), environmental fencing is placed along the westerly edge of the Segment 3A parcel to protect California Tiger Salamanders in the area.

Furthermore, the Developer has satisfied environmental mitigation requirements for all of Segment 3A per issuance of the incidental take permit, dated July 6, 2022, by the CDFW.

Segment 3A will be constructed on a parcel that was previously an old, unused railroad rightofway.

Union Pacific Railroad previously granted the rightofway to the city. As the parcel is an old railroad rightofway, the Department of Toxic Substances Control (DTSC) identified various concentrations of arsenic, lead, and pesticide within the underlying soil. In April 2019, the Developer executed a Voluntary Cleanup Agreement (VCA) and received approval from the DTSC on the prepared Remedial Action Workplan (RAW) to remediate the contaminated soil as part of the Developer’s Segment 3A grading operations.

Lastly, upon execution of the “Agreement for Environmental Remediation and Temporary Site Access,” dated February 6, 2020, between the City and the Developer, the Developer agreed to and assumed responsibility of paying all costs associated with soil remediation associated with the VCA and RAW.

The Developer is nearing completion of the soil remediation, has provided all necessary bonds and insurance, and has paid the fees required to enter into this Agreement.

FINANCIAL IMPACT
There is no cost to the City in constructing the public improvements contemplated under the Agreement.

Once accepted by Council, the maintenance costs for these public improvements will be funded by the formed TSSP Community Facilities District (CFD #20181).

Pursuant to the DA, the Developer is eligible to receive partial fee credits in consideration for constructing that portion of Segment 3A. Upon execution of the Agreement, the Developer shall accrue a total of $3,666,183.00 (2022 dollars) in fee credits applicable towards Northeast Transportation Fees assessed for developments within Planning Areas 4 and 5. The total fee credits include consideration for grading improvements to Segment 3A, which the Developer had previously completed, and environmental mitigation for the entire Segment 3A.

The remaining fee credits for Segment 3A totaling $497,966.00 (2022 dollars) to construct the remaining 813 linear feet of Segment 3A will be assigned to a developer at a later date.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
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Agenda Item No: 18.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerPaul V. Kaushal, Director of Public WorksRyan N. Panganiban, Asst. Director of PW/City EngineerSUBJECT:Resolution 2022324 of the City Council of the City of Fairfield Authorizing Execution ofthe Improvement Agreement for the Canon Station – Planning Area 4 – Linear ParkTrail Segment 3A RECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEAs part of the “Amended and Restated Development Agreement,” dated May 8, 2015, including anysubsequent Development Agreement Amendments (DA), between the City of Fairfield and One LakeHolding, LLC (Developer), the Developer is obligated to construct and install amenities within Segment3A of the City’s Linear Park Trail. The Developer has constructed subdivisions directly adjacent to thissegment and desires to begin construction of a portion of Segment 3A. The recommended actionauthorizes the city manager to execute an improvement agreement (Agreement) authorizingconstruction for Segment 3A. DISCUSSIONThe Linear Park Trail is an important element of the Train Station Specific Plan (TSSP). The TSSPenvisions that upon buildout of the Linear Park Trail in northeast Fairfield it will provide transportationconnectivity to community services for the residents of the TSSP and for the city overall. Segment 3A isa 2,700 linear foot segment of the city’s overall Linear Park Trail system. The Developer is requesting toconstruct 1,887 linear feet (or approximately 82%) of the total segment, specifically the portionextending from Vanden Road to the Lake Trail Street rightofway. This segment is located along thesouthwesterly boundary line of Planning Area 4 and is the first segment being developed within theTSSP. The Developer is constructing multiple subdivisions within Planning Areas 4 and 5 of the TSSPand is required to develop and construct Segment 3A as part of their DA obligations. Segment 3A is directly adjacent to several developments/subdivisions within Planning Area 4, includingthe One Lake Family Apartments, Neighborhood 2 subdivision, and Neighborhood 3 subdivision. Directaccess to Segment 3A is available to residents within these subdivisions. Public roadways andpedestrian sidewalks connecting to Segment 3A will provide connectivity to residents within other areasof Planning Area 4 and future TSSP developments. Pathway improvements connecting Segment 3A tothe adjacent residential developments will provide nearby residents with direct pedestrian and bicycleaccess to the park, park amenities, and connectivity to the future Citywide Linear Park Trail system.Construction of the apartments and these neighborhoods are nearly complete, and the Developerwishes to begin constructing Segment 3A to improve visual aesthetic of the area and provide additionalpark amenities to the community. City staff worked with the Developer to select and design amenities consistent with developed portionsof the Linear Park Trail, specifically the segment within the Villages at Fairfield development. Segment3A park amenities include a 10’wide concrete pedestrian trail, landscaping and irrigation, fitnessstations, seating, and pathway lighting. As required by the California Department of Fish and Wildlife(CDFW), environmental fencing is placed along the westerly edge of the Segment 3A parcel to protectCalifornia Tiger Salamanders in the area. Furthermore, the Developer has satisfied environmental mitigation requirements for all of Segment 3Aper issuance of the incidental take permit, dated July 6, 2022, by the CDFW.Segment 3A will be constructed on a parcel that was previously an old, unused railroad rightofway.Union Pacific Railroad previously granted the rightofway to the city. As the parcel is an old railroadrightofway, the Department of Toxic Substances Control (DTSC) identified various concentrations ofarsenic, lead, and pesticide within the underlying soil. In April 2019, the Developer executed a VoluntaryCleanup Agreement (VCA) and received approval from the DTSC on the prepared Remedial ActionWorkplan (RAW) to remediate the contaminated soil as part of the Developer’s Segment 3A gradingoperations.Lastly, upon execution of the “Agreement for Environmental Remediation and Temporary Site Access,”dated February 6, 2020, between the City and the Developer, the Developer agreed to and assumedresponsibility of paying all costs associated with soil remediation associated with the VCA and RAW.The Developer is nearing completion of the soil remediation, has provided all necessary bonds andinsurance, and has paid the fees required to enter into this Agreement. FINANCIAL IMPACTThere is no cost to the City in constructing the public improvements contemplated under the Agreement.Once accepted by Council, the maintenance costs for these public improvements will be funded by theformed TSSP Community Facilities District (CFD #20181). Pursuant to the DA, the Developer is eligible to receive partial fee credits in consideration forconstructing that portion of Segment 3A. Upon execution of the Agreement, the Developer shall accruea total of $3,666,183.00 (2022 dollars) in fee credits applicable towards Northeast Transportation Feesassessed for developments within Planning Areas 4 and 5. The total fee credits include considerationfor grading improvements to Segment 3A, which the Developer had previously completed, andenvironmental mitigation for the entire Segment 3A.The remaining fee credits for Segment 3A totaling $497,966.00 (2022 dollars) to construct theremaining 813 linear feet of Segment 3A will be assigned to a developer at a later date.PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/A ALTERNATIVE ACTION
The Developer has met the necessary conditions and has provided the proper documents for the Agreement. However, if the council has any questions regarding the public improvements, approval may be postponed until the questions are addressed.

STAFF CONTACT
Alvin Lei, Senior Civil Engineer
(707) 4287476
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Proposed Resolution
Limit of Work Exhibit
Proposed Agreement
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 11/21/2022 8:02 PM
Beavers, Esther Approved 11/22/2022 11:02 AM
Beavers, Esther Approved 11/22/2022 11:03 AM
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-324

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING EXECUTION OF THE IMPROVEMENT AGREEMENT FOR THE CANON STATION – PLANNING AREA 4 – LINEAR PARK TRAIL SEGMENT 3A

WHEREAS, One Lake Holding, LLC has requested the City Council approve the Improvement Agreement (Agreement) for the Linear Park Trail Segment 3A improvements; and

WHEREAS, the developer has provided all of the necessary bonds and insurance, and paid the fees required to enter into this Agreement.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The city manager is authorized and directed to execute on behalf of the City of Fairfield that certain Improvement Agreement between the City and One Lake Holding, LLC.

Section 2. The city manager is hereby authorized to do all things necessary and proper to implement the above-mentioned agreement.

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
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Agenda Item No: 19.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
Paul V. Kaushal, Director of Public Works
Ryan N. Panganiban, Asst. PW Director/City Engineer
SUBJECT:Resolution 2022325 of the City Council of the City of Fairfield Approving the Final Map and Authorizing Execution of the Subdivision Improvement Agreement for the Canon Station Planning Area 5 – Neighborhood R, L, K1 Subdivision RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Per Section 25.165 of the City of Fairfield municipal code, prior to City Council approval of a final map, the developer is required to enter into an agreement with the City to construct the proposed improvements. The recommended action approves the final map and authorizes execution of the subdivision improvement agreement (Agreement) for the Canon Station Planning Area 5 – Neighborhood R, L, K1 subdivision.

DISCUSSION
One Lake Holding, LLC (Developer) is proposing to construct Canon Station Planning Area 5 – Neighborhood R, L, K1 subdivision (Subdivision), a 122lot subdivision within Planning Area 5 of the Train Station Specific Plan (TSSP). The Subdivision consists of 82 lowdensity and 40 mediumdensity, singlefamily residential lots and is the first development proposed within Planning Area 5. With adoption of Planning Commission Resolution No. 202122, the Master Planned Unit Development entitlements were approved, allowing the developer to begin subdivision improvements within Planning Area 5.

Vehicular and pedestrian access into Planning Area 5 is provided via Lake Club Drive, which will be extended from Planning Area 4 by the Developer under a separate improvement agreement. This extension will be brought to council for consideration at a later date. Lake Club Drive extension improvements will be completed prior to any residents living in the subdivision. The subdivision abuts the Vanden Road rightofway and, as part of the TSSP, Vanden Road will be widened in the future; however, there is no public vehicular access to the subdivision from Vanden Road. A stormwater quality basin separates the subdivision from future roadway improvements.

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Approval of the final map and execution of the Agreement will obligate the Developer to construct all public and private improvements, including streets, underground utilities, streetlights, and pedestrian sidewalk, to serve future residents of the proposed subdivision.

The Developer has provided all the necessary bonds and insurance and has paid the fees required to enter into this Agreement. Pending council authorization to execute this Agreement, the City can assign, to the Developer, obligations to complete public improvements up to approximately $19.8M, in 2022 dollars. This assignment will require the Developer to construct transportation improvements, such as Vanden Road/Jepson Parkway from the end of existing widening improvements (Jepson Phase 2A) to the future Great Park. The fee assignment is equal to the cumulative total of previously accrued fee assignments, escalated to 2022 dollars, in addition to fee assignments for Neighborhood R, L, K1, as specified below:

Planning Area 4 – Neighborhood 7 ($1,416,221.97, 2020 dollars) Planning Area 4 – Neighborhood 4B & 4C ($2,001,183.33, 2020 dollars) Planning Area 4 – Neighborhood 4A ($1,913,631.45, 2020 dollars) One Lake Apartments ($3,885,354.50 $3,417,217.50, 2020 dollars) Planning Area 4 – Neighborhood 8 ($2,067,787.00, 2021 dollars) Planning Area 4 – Neighborhood 5 ($3,754,916.24, 2021 dollars) Backbone – Phase 2 ( $4,363,717.10, 2021 dollars)
Planning Area 4 – Neighborhood 6 ($2,894,238.11, 2021 dollars) Planning Area 5 – Neighborhood R, L, K1 ($5,401,163.00, 2022 dollars) As part of the development obligations, the Developer will be providing dust control by frequently applying water to the site throughout construction, which is a typical mitigation. The proposed improvements will have no traffic impacts, as the improvements contemplated are outside of any active roadways. Additionally, the Developer will minimize disturbances to nearby residents by working within the allowed construction hours, between 7 a.m.–5 p.m., and performing public outreach to notify residents of any anticipated construction impacts.

FINANCIAL IMPACT
There is no cost to the City in constructing the public improvements contemplated under the Agreement. Acceptance of the public improvements by council will obligate the City to maintain the public improvements, including Breakaway Drive, Action Way, Pathway Drive, Atascadero Drive, Noelani Drive, Yarbrough Way, Horseshoe Circle, and public water, sewer, and storm utilities. The future homeowner’s association shall maintain improvements within the pedestrian realm including landscape, irrigation, streetlights, sidewalks, and the stormwater quality basin. Maintenance costs shall be funded by a newly formed TSSP Community Facilities District (CFD) #20181 and a new CFD created for Planning Area 5.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Sections 66458 and 66462 of the Subdivision Map Act require that the council approve the Agreement if conditions of the tentative map have been met. The Developer has met the necessary conditions and has provided the proper documents for the Agreement. However, if the council has any questions regarding the layout of the subdivision or public improvement construction, approval can be postponed until the questions are addressed.

STAFF CONTACT
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Agenda Item No: 19.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerPaul V. Kaushal, Director of Public WorksRyan N. Panganiban, Asst. PW Director/City EngineerSUBJECT:Resolution 2022325 of the City Council of the City of Fairfield Approving the Final Mapand Authorizing Execution of the Subdivision Improvement Agreement for the CanonStation Planning Area 5 – Neighborhood R, L, K1 SubdivisionRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEPer Section 25.165 of the City of Fairfield municipal code, prior to City Council approval of a final map,the developer is required to enter into an agreement with the City to construct the proposedimprovements. The recommended action approves the final map and authorizes execution of thesubdivision improvement agreement (Agreement) for the Canon Station Planning Area 5 –Neighborhood R, L, K1 subdivision.DISCUSSIONOne Lake Holding, LLC (Developer) is proposing to construct Canon Station Planning Area 5 –Neighborhood R, L, K1 subdivision (Subdivision), a 122lot subdivision within Planning Area 5 of theTrain Station Specific Plan (TSSP). The Subdivision consists of 82 lowdensity and 40 mediumdensity,singlefamily residential lots and is the first development proposed within Planning Area 5. Withadoption of Planning Commission Resolution No. 202122, the Master Planned Unit Developmententitlements were approved, allowing the developer to begin subdivision improvements within PlanningArea 5.Vehicular and pedestrian access into Planning Area 5 is provided via Lake Club Drive, which will beextended from Planning Area 4 by the Developer under a separate improvement agreement. Thisextension will be brought to council for consideration at a later date. Lake Club Drive extensionimprovements will be completed prior to any residents living in the subdivision. The subdivision abutsthe Vanden Road rightofway and, as part of the TSSP, Vanden Road will be widened in the future;however, there is no public vehicular access to the subdivision from Vanden Road. A stormwater qualitybasin separates the subdivision from future roadway improvements.Approval of the final map and execution of the Agreement will obligate the Developer to construct allpublic and private improvements, including streets, underground utilities, streetlights, and pedestriansidewalk, to serve future residents of the proposed subdivision.The Developer has provided all the necessary bonds and insurance and has paid the fees required toenter into this Agreement. Pending council authorization to execute this Agreement, the City can assign,to the Developer, obligations to complete public improvements up to approximately $19.8M, in 2022dollars. This assignment will require the Developer to construct transportation improvements, such asVanden Road/Jepson Parkway from the end of existing widening improvements (Jepson Phase 2A) tothe future Great Park. The fee assignment is equal to the cumulative total of previously accrued feeassignments, escalated to 2022 dollars, in addition to fee assignments for Neighborhood R, L, K1, asspecified below:Planning Area 4 – Neighborhood 7 ($1,416,221.97, 2020 dollars)Planning Area 4 – Neighborhood 4B & 4C ($2,001,183.33, 2020 dollars)Planning Area 4 – Neighborhood 4A ($1,913,631.45, 2020 dollars)One Lake Apartments ($3,885,354.50 $3,417,217.50, 2020 dollars)Planning Area 4 – Neighborhood 8 ($2,067,787.00, 2021 dollars)Planning Area 4 – Neighborhood 5 ($3,754,916.24, 2021 dollars)Backbone – Phase 2 ( $4,363,717.10, 2021 dollars)Planning Area 4 – Neighborhood 6 ($2,894,238.11, 2021 dollars)Planning Area 5 – Neighborhood R, L, K1 ($5,401,163.00, 2022 dollars)As part of the development obligations, the Developer will be providing dust control by frequentlyapplying water to the site throughout construction, which is a typical mitigation. The proposedimprovements will have no traffic impacts, as the improvements contemplated are outside of any activeroadways. Additionally, the Developer will minimize disturbances to nearby residents by working withinthe allowed construction hours, between 7 a.m.–5 p.m., and performing public outreach to notifyresidents of any anticipated construction impacts.FINANCIAL IMPACTThere is no cost to the City in constructing the public improvements contemplated under theAgreement. Acceptance of the public improvements by council will obligate the City to maintain thepublic improvements, including Breakaway Drive, Action Way, Pathway Drive, Atascadero Drive,Noelani Drive, Yarbrough Way, Horseshoe Circle, and public water, sewer, and storm utilities. The futurehomeowner’s association shall maintain improvements within the pedestrian realm includinglandscape, irrigation, streetlights, sidewalks, and the stormwater quality basin. Maintenance costs shallbe funded by a newly formed TSSP Community Facilities District (CFD) #20181 and a new CFDcreated for Planning Area 5. PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONSections 66458 and 66462 of the Subdivision Map Act require that the council approve the Agreementif conditions of the tentative map have been met. The Developer has met the necessary conditions andhas provided the proper documents for the Agreement. However, if the council has any questionsregarding the layout of the subdivision or public improvement construction, approval can be postponeduntil the questions are addressed.

STAFF CONTACT
Alvin Lei, Senior Civil Engineer
(707) 4287476
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
Proposed Agreement
Neighborhood R, L, K1 – Vicinity Map
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 11/21/2022 8:02 PM
Beavers, Esther Approved 11/22/2022 11:01 AM
Beavers, Esther Approved 11/22/2022 11:01 AM
Packet Page 788 of 1050

CITY OF FAIRFIELD

RESOLUTION NO. 2022-325

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING THE FINAL MAP

AND AUTHORIZING EXECUTION OF THE SUBDIVISION IMPROVEMENT AGREEMENT FOR THE CANON STATION PLANNING AREA 5 – NEIGHBORHOOD R, L, K-1 SUBDIVISION

WHEREAS, the final subdivision map of Canon Station Planning Area 5 – Neighborhood R, L, K-1 subdivision, with provisions for its design and improvement, is consistent with the General Plan and the Specific Plan of the City of Fairfield; and

WHEREAS, the final map is in substantial compliance with the previously approved tentative map; and

WHEREAS, the developer has provided all of the necessary bonds and insurance, and paid the fees required to enter into this improvement agreement.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The final map of Canon Station Planning Area 5 – Neighborhood R, L, K-1 subdivision is hereby approved subject to the execution by all parties of the subdivision improvement agreement for that subdivision.

Section 2. All offers of dedication shown on said map are hereby accepted, subject to the improvement thereof required by the subdivision improvement agreement.

Section 3. The city manager is authorized and directed to execute that certain subdivision improvement agreement, between the City and One Lake Holding, LLC, to provide for the subdivision improvements required by the Subdivision Map Act and Chapter 25 (Subdivision Regulations) of the Fairfield City Code.

Section 4. The city manager is hereby authorized to do all things necessary and proper to implement the above-mentioned agreement.

Packet Page 789 of 1050Attachment 1 Page 1 of 2

RES. NO. 2022-325

Page 2 ends

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK
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OPARCEL P1G:\1668\1668-16\ACAD\TM\PA5\TM01.DWGTENTATIVE MAPONE LAKE - PLANNING AREA 5CITY OF FAIRFIELD SOLANO COUNTY CALIFORNIASCALE: 1" = DATE: MAY 27, 2021CIVIL ENGINEERSSURVEYORSPLANNERSSAN RAMONWWW.CBANDG.COMROSEVILLE(925) 866-0322(916) 788-4456OF 20 SHEETSSHEET NO.MANUEL CAMPOS PKWYPEABODY ROAD VAN
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DAIR BASEPARKWAYPROJECT SITECEMENT HILL ROADCITYLIMITPacket Page 809 of 1050Attachment 3 Page 1 of 1

Agenda Item No: 20.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022326 of the City Council of the City of Fairfield Establishing the Fairfield Landscape Oversight Committee and Setting Forth Guidelines and Duties of the Committee
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
City Council has requested that the City form a Landscape Oversight Committee. Adopting the attached resolution will establish the committee and set forth the terms, guidelines, and duties of the committee.

DISCUSSION
On August 16, 2022, the council directed staff to form a committee to provide fiscal oversight and review of the management of the landscaping throughout the city. A primary focus of the committee will be to improve transparency and financial oversight of the 16 Landscaping and Lighting Maintenance Districts. Staff proposes this will be achieved through review of the annual budgets, projected expenditures, and assessment levels.

The committee will have a representative from each of the six districts (e.g., applicant must live within the district boundary), and one representative will be at large. The committee will be appointed by its corresponding councilmember and the atlarge selection will be chosen by the mayor. The committee will meet quarterly and provide council a report on a quarterly basis.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
The seven vacancies for seats on the committee shall be advertised in the Daily Republic newspaper, posted on the City’s website, and posted on the City’s notice board within the Civic Center complex.

The City will accept applications for the committee until February 9, 2023.

Packet Page 810 of 1050

Agenda Item No: 20.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022326 of the City Council of the City of Fairfield Establishing the FairfieldLandscape Oversight Committee and Setting Forth Guidelines and Duties of theCommitteeRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUECity Council has requested that the City form a Landscape Oversight Committee. Adopting theattached resolution will establish the committee and set forth the terms, guidelines, and duties of thecommittee.DISCUSSIONOn August 16, 2022, the council directed staff to form a committee to provide fiscal oversight andreview of the management of the landscaping throughout the city. A primary focus of the committee willbe to improve transparency and financial oversight of the 16 Landscaping and Lighting MaintenanceDistricts. Staff proposes this will be achieved through review of the annual budgets, projectedexpenditures, and assessment levels.The committee will have a representative from each of the six districts (e.g., applicant must live withinthe district boundary), and one representative will be at large. The committee will be appointed by itscorresponding councilmember and the atlarge selection will be chosen by the mayor. The committeewill meet quarterly and provide council a report on a quarterly basis. FINANCIAL IMPACTN/APUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONThe seven vacancies for seats on the committee shall be advertised in the Daily Republic newspaper, posted on the City’s website, and posted on the City’s notice board within the Civic Center complex.

The City will accept applications for the committee until February 9, 2023.

ALTERNATIVE ACTION
The council may choose to establish different terms or specific duties for the committee or choose not to adopt the resolution.

STAFF CONTACT
Ryan Panganiban, Assistant Public Works Director/City Engineer (707) 4287017
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
Exhibit A
REVIEWERS:

Reviewer Action Date
Kaushal, Paul Approved 11/23/2022 6:19 PM
Beavers, Esther Approved 11/23/2022 7:33 PM
Beavers, Esther Approved 11/23/2022 7:34 PM
Packet Page 811 of 1050

CITY OF FAIRFIELD

RESOLUTION NO. 2022-326

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ESTABLISHING THE FAIRFIELD

LANDSCAPE OVERSIGHT COMMITTEE AND SETTING FORTH GUIDELINES AND DUTIES OF THE

COMMITTEE

WHEREAS, the City Council desires to form the Landscape Oversight Committee and establish terms, guidelines, and duties of the Landscape Oversight Committee.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council hereby establishes a seven-member oversight committee, which will have a representative from each of the six districts and one at-large representative.

Section 2. The council hereby approves the Landscape Committee Guidelines and Duties, set forth in Exhibit “A” attached hereto.

PASSED AND ADOPTED this 6th day of December, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

Packet Page 812 of 1050Attachment 1 Page 1 of 1

Exhibit ‘A’

LANDSCAPE OVERSIGHT COMMITTEE GUIDELINES AND DUTIES

The City Council of the City of Fairfield hereby establishes a Landscape Oversight Committee (Committee) to provide fiscal oversight and review of the Public Works Department management of the landscaping throughout the city. A primary focus of the committee will be to improve transparency and financial oversight of the 16 Landscaping and Lighting Maintenance Districts (LLMD or Districts). The Committee will review the annual budgets, projected expenditures, and assessment levels.

Application/ Recruitment Process:

The standard recruitment process that is used for all other existing City boards, commissions and committees will be utilized to conduct the recruitment of applications for the Committee.

Notice of these vacancies will be advertised in the Fairfield Daily Republic newspaper, posted on the City’s website, and posted on the Civic Center complex meeting notice boards until February 9, 2023.

Powers and Duties:

The Committee will ensure transparency and oversight of the revenue generated by the LLMDs, as well as general fund revenues specifically budgeted for landscape maintenance in non-LLMD areas throughout the city. Enterprise and other funds generated by the city are outside the purview of the Committee.

The Committee will educate district residents as to the operation and function of LLMDs, and the associated costs to maintain and improve such district. Duties may consist of reviewing the annual budget and any other City financial reports necessary to advise the council.

The duties of the Committee do not include decision-making or advisory responsibilities regarding spending priorities, funding source decisions, or financing plans. The Committee serves in an advisory- only role to the council limited to the use of LLMD revenues, as well as general fund revenues specifically budgeted for landscape maintenance in non-LLMD areas.

Qualifications for Appointment:

The committee will consist of seven members.
 Six of the seven committee members shall be comprised of one person that has residency within the respective council district area.
 One committee member will be at-large.
 Residency may be verified annually by the City Clerk's office through: 1) Voter registration or 2) Utility bills (phone, water, cable);

Selection of Members:

The composition of the Committee will consist of seven members. Applicants for the Committee shall complete and submit applications to the City by Thursday, February 9, 2023.

The mayor and city council will appoint their respective Committee members.

Term of Service:

The terms of the Committee members shall be for a period of five years.

Packet Page 813 of 1050Attachment 2 Page 1 of 2

Exhibit ‘A’
Meetings:

The Committee will meet quarterly and provide council reports on a quarterly basis. The committee will be subject to the provisions of the Ralph M. Brown Act. Meetings must be noticed and open to the public.

Committee minutes and reports are a matter of public record and may be posted on the City's website.

Additional meetings may be scheduled as necessary. All Committee members shall attend training and orientation prior to the first regular Committee meeting, including Brown Act training and AB1234 Ethics Training. Committee members are expected to attend all regular meetings.

Failure of the committee members to attend the quarterly meetings may result in removal from the Committee at the discretion of the council. Committee decisions and actions require a simple majority vote of those members in attendance. The quorum requirement for any meeting shall be a minimum of four members.

Staff Liaison Appointment:

The Assistant Director of Public Works and/or his designee will serve as staff liaison(s) to the Committee.

The liaison(s) will be responsible for providing relevant information to the Committee.

The liaison(s) will prepare, post, and distribute agendas and take minutes at each meeting. The liaison (s) will provide the minutes of the Committee's proceedings to the council and the public.

Packet Page 814 of 1050Attachment 2 Page 2 of 2

Agenda Item No: 21.

AGENDA REPORT
DATE:December 6, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 2022327 of the City Council of the City of Fairfield Approving a Contractor Service Agreement with TerraCare Associates for Landscape Maintenance Services and Authorizing an Update to the Fiscal Year 20222023 Budget for the Landscaping and Lighting Maintenance District No. 14 – Woodlake; and Resolution 2022328 of the City Council of the City of Fairfield Approving a Contractor Service Agreement with TerraCare Associates for Landscape Maintenance Services and Authorizing an Update to the Fiscal Year 20222023 Budget for the Landscaping and Lighting Maintenance District No. 17 – ChadbourneBeckCordelia RECOMMENDED ACTION
Adopt resolutions.

STATEMENT OF ISSUE
The previous contractor service agreements for Landscaping and Lighting Maintenance Districts (LLMD) No. 14 – Woodlake and No. 17 – ChadbourneBeckCordelia (CBC) have expired, and services are being provided on a monthtomonth basis under existing open service contracts. Approval of the attached resolutions will authorize the city manager to execute two landscape maintenance service agreements with TerraCare Associates in the amounts of $621,088 for LLMD No. 14 – Woodlake and $532,688 for LLMD No. 17 – CBC.

DISCUSSION
The City administers 16 landscaping and lighting maintenance districts including LLMD No. 14 – Woodlake located north of Air Base Parkway and east of Interstate 80 (I80) and No. 17 – Chadbourne BeckCordelia located south of Highway 12 and east of I80.

The previous landscape maintenance service agreements with New Image Landscape Company (New Image) for the Woodlake and CBC districts expired on December 31, 2021. New Image declined the option to renew either agreement in accordance with Section 7 of the contract. Services for these districts have been provided under an existing open service contract with New Image on a monthto month basis.

Staff requested proposals from New Image, Odyssey Landscaping Company, and TerraCare Packet Page 815 of 1050

Staff requested proposals from New Image, Odyssey Landscaping Company, and TerraCare Associates (TerraCare) for a twoyear landscape maintenance services agreement in each district, and TerraCare was determined to be the most qualified service provider.

The service agreements for the Woodlake and CBC districts are proposed at $621,088 and $532,688, respectively, for an initial 24month term beginning on January 1, 2023, and ending on December 31, 2024. Each contract will be offered with an option to renew for up to two additional terms of up to 24 months each term with negotiated terms and conditions including a negotiated compensation adjustment not to exceed the June San FranciscoOaklandHayward Consumer Price Index for Urban Wage Earners and Clerical Workers (not seasonally adjusted for all items) upon mutual written agreement of both parties.

The approval of the attached resolutions will authorize the city manager to execute two landscape maintenance service agreements with TerraCare for the Woodlake and CBC landscaping and lighting maintenance districts. Additionally, the resolutions will authorize two budget adjustments increasing appropriations for landscape maintenance by $252,000 in the LLMD No. 14 – Woodlake Fund (Organization Code 18260107) offset by use of available fund balance and increasing appropriations for landscape maintenance by $152,000 in the LLMD No. 17 – ChadbourneBeckCordelia Fund (Organization Code 16760107) offset by use of available fund balance.

FINANCIAL IMPACT
Total authorization for the Woodlake service agreement is $532,282 for an initial 24month term, which will be paid from the LLMD No. 14 – Woodlake Fund (Organization Code 18260107).

Total authorization for the CBC service agreement is $458,074 for an initial 24month term, which will be paid from the LLMD No. 17 – ChadbourneBeckCordelia Fund (Organization Code 16760107).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If council chooses not to approve the attached resolutions, New Image Landscape Company will continue providing landscape maintenance services under an existing open service contract on a monthtomonth basis.

STAFF CONTACT
Chris Lewis, Sr. Management Analyst
(707) 4287089
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution for LLMD No. 14
Attachment 2: Proposed Service Agreement for LLMD No. 14 Attachment 3: Proposed Budget Adjustment for LLMD No. 14 Attachment 4: Proposed Resolution for LLMD No. 17
Attachment 5: Proposed Service Agreement for LLMD No. 17 Attachment 6: Proposed Budget Adjustment for LLMD No. 17 Packet Page 816 of 1050

Agenda Item No: 21.AGENDA REPORTDATE:December 6, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 2022327 of the City Council of the City of Fairfield Approving a ContractorService Agreement with TerraCare Associates for Landscape Maintenance Servicesand Authorizing an Update to the Fiscal Year 20222023 Budget for the Landscapingand Lighting Maintenance District No. 14 – Woodlake; andResolution 2022328 of the City Council of the City of Fairfield Approving a ContractorService Agreement with TerraCare Associates for Landscape Maintenance Servicesand Authorizing an Update to the Fiscal Year 20222023 Budget for the Landscapingand Lighting Maintenance District No. 17 – ChadbourneBeckCordelia RECOMMENDED ACTIONAdopt resolutions.STATEMENT OF ISSUEThe previous contractor service agreements for Landscaping and Lighting Maintenance Districts(LLMD) No. 14 – Woodlake and No. 17 – ChadbourneBeckCordelia (CBC) have expired, andservices are being provided on a monthtomonth basis under existing open service contracts. Approvalof the attached resolutions will authorize the city manager to execute two landscape maintenanceservice agreements with TerraCare Associates in the amounts of $621,088 for LLMD No. 14 –Woodlake and $532,688 for LLMD No. 17 – CBC. DISCUSSIONThe City administers 16 landscaping and lighting maintenance districts including LLMD No. 14 –Woodlake located north of Air Base Parkway and east of Interstate 80 (I80) and No. 17 – ChadbourneBeckCordelia located south of Highway 12 and east of I80. The previous landscape maintenance service agreements with New Image Landscape Company (NewImage) for the Woodlake and CBC districts expired on December 31, 2021. New Image declined theoption to renew either agreement in accordance with Section 7 of the contract. Services for thesedistricts have been provided under an existing open service contract with New Image on a monthtomonth basis. Staff requested proposals from New Image, Odyssey Landscaping Company, and TerraCareAssociates (TerraCare) for a twoyear landscape maintenance services agreement in each district, andTerraCare was determined to be the most qualified service provider. The service agreements for the Woodlake and CBC districts are proposed at $621,088 and $532,688,respectively, for an initial 24month term beginning on January 1, 2023, and ending on December 31,2024. Each contract will be offered with an option to renew for up to two additional terms of up to 24months each term with negotiated terms and conditions including a negotiated compensationadjustment not to exceed the June San FranciscoOaklandHayward Consumer Price Index for UrbanWage Earners and Clerical Workers (not seasonally adjusted for all items) upon mutual writtenagreement of both parties. The approval of the attached resolutions will authorize the city manager to execute two landscapemaintenance service agreements with TerraCare for the Woodlake and CBC landscaping and lightingmaintenance districts. Additionally, the resolutions will authorize two budget adjustments increasingappropriations for landscape maintenance by $252,000 in the LLMD No. 14 – Woodlake Fund(Organization Code 18260107) offset by use of available fund balance and increasing appropriationsfor landscape maintenance by $152,000 in the LLMD No. 17 – ChadbourneBeckCordelia Fund(Organization Code 16760107) offset by use of available fund balance.FINANCIAL IMPACTTotal authorization for the Woodlake service agreement is $532,282 for an initial 24month term, whichwill be paid from the LLMD No. 14 – Woodlake Fund (Organization Code 18260107).Total authorization for the CBC service agreement is $458,074 for an initial 24month term, which willbe paid from the LLMD No. 17 – ChadbourneBeckCordelia Fund (Organization Code 16760107).PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONIf council chooses not to approve the attached resolutions, New Image Landscape Company willcontinue providing landscape maintenance services under an existing open service contract on amonthtomonth basis. STAFF CONTACTChris Lewis, Sr. Management Analyst(707) 428[email protected] WITHN/AATTACHMENTS:DescriptionAttachment 1: Proposed Resolution for LLMD No. 14Attachment 2: Proposed Service Agreement for LLMD No. 14Attachment 3: Proposed Budget Adjustment for LLMD No. 14Attachment 4: Proposed Resolution for LLMD No. 17 Attachment 5: Proposed Service Agreement for LLMD No. 17 Attachment 6: Proposed Budget Adjustment for LLMD No. 17 REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 12/1/2022 10:11 AM
Packet Page 817 of 1050

CITY OF FAIRFIELD

RESOLUTION NO. 2022-327

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING A CONTRACTOR

SERVICE AGREEMENT WITH TERRACARE ASSOCIATES FOR LANDSCAPE MAINTENANCE SERVICES AND AUTHORIZING AN UPDATE TO THE FISCAL YEAR 2022-2023 BUDGET FOR THE LANDSCAPING AND LIGHTING MAINTENANCE DISTRICT NO. 14 – WOODLAKE

WHEREAS, the previous service agreement with New Image Landscape Company (New Image) for landscape maintenance in Landscaping and Lighting Maintenance District (LLMD) No. 14 – Woodlake expired on December 31, 2021, and

WHEREAS, New Image declined the option to renew the agreement in accordance with Section 7 of the contract, and

WHEREAS, landscape services are being provided on a month-to-month basis under an existing open service contract; and

WHEREAS, staff requested proposals from New Image, Odyssey Landscaping Company, and TerraCare Associates (TerraCare) for a two-year landscape maintenance services agreement and TerraCare was determined to be the most qualified service provider; and

WHEREAS, pursuant to Chapter 28.31 of the Fairfield Municipal Code, contracts for landscape maintenance services may be let on the basis of demonstrated competence and professional qualifications; and

WHEREAS, funding for these services requires a budget adjustment to fiscal year (FY) 2022-2023 LLMD No. 14 – Woodlake budget.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The city manager is hereby authorized and directed to execute on behalf of the City of Fairfield a contractor services agreement (Agreement) substantially in the form attached between the City of Fairfield and TerraCare Associates for landscape maintenance services in the LLMD No. 14 – Woodlake in the amount of $532,282 for an initial 24-month term beginning January 1, 2023, and ending December 31, 2024.

Section 2. The city manager is hereby authorized to extend the Agreement for up to two additional terms of up to 24 months each term including a negotiated scope of work and compensation adjustment not-to-exceed the June San Francisco-Oakland-Hayward Consumer Packet Page 818 of 1050Attachment 1 Page 1 of 2

RES. NO. 2022-327

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Fairfield City CouncilDecember 6, 2022

Fairfield City Council
December 6, 2022