Richmond City Council
December 6, 2022

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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC







 






December 6, 2022

Public Works

DATE: December 6, 2022
TO: Mayor Butt and Members of the City Council
FROM:

Daniel Chavarria, Director of Public Works
Dee Karnes, Equipment Services Superintendent
Subject:

Purchase of Ford Trucks - F150s and F250s
FINANCIAL IMPACT: The funds for this expenditure are available in the Public Works Fleet Maintenance Capital Improvement Fiscal
Year 2022-2023 budget – 50336031-400705-03C04.

PREVIOUS COUNCIL
ACTION:

STATEMENT OF THE
ISSUE:

The Department of Public Works is requesting City
Council approval for the purchase of replacement trucks for use by various City departments.

RECOMMENDED ACTION:

APPROVE the purchase of fifteen (15) 2023 Ford F150
and six (6) 2023 Ford F250 trucks from National Auto
Fleet Group, in an amount not to exceed $1,054,000
based in Sourcewell Contract 091521-NAF – Public
Works (Daniel Chavarria/Dee Karnes 231-3044).

AGENDA
REPORT

December 6, 2022
DISCUSSION:

The Fleet Maintenance division must replace fifteen (15) 1/2-ton and six (6) 3/4-ton trucks that have met and exceeded their useful lifecycle of ten years. The new trucks will meet updated air emission standards.

The new trucks will be used by the Information Technology Department, Building Regulations Department, and Public Works’ Streets, Abatement, Facilities Maintenance and Parks divisions.

The finance department has approved this purchase as in compliance with the Richmond Municipal Code, Section 2.52.320 Piggyback procurement. This allows for a “piggyback” purchase using another agency’s purchase contract if it is in the best interest of the City of Richmond.

Based on the Sourcewell Contract 091521-NAF pricing, City staff is recommending the purchase of the trucks from National Auto Fleet Group in Watsonville, California.

It is important to note that due to high demand, the order cut-off date is December 16, 2022.

DOCUMENTS ATTACHED:

Attachment 1 – National Auto Fleet Group Quote ID 22243, dated 11/09/2022 Attachment 2 – National Auto Fleet Group Quote ID 22244, dated 11/09/2022 Attachment 3 – Sourcewell Contract 091521-NAF
Attachment 4 – Finance Department Approval

One Unit (MSRP) One Unit Total % Savings Extended Unit's (15)
Total Savings
Contract Price $48,675.00 $44,902.81 7.750 % $673,542.15 $56,582.85 Factory Order F431 $0.00   $0.00
Tax (9.7500 %)   $4,378.02   $65,670.30
Tire fee   $8.75   $131.25
Total   $49,289.58   $739,343.70
Jesse Cooper Quoting Department
Account Manager Account Manager
Email: [email protected] [email protected] Office: (855) 289-6572 (855) 289-6572
Fax: (831) 480-8497
11/9/2022                                        Quote ID: 22243 Order Cut Off Date: 8/19/2022
Ms Dee Karnes
City of Richmond
450 Civic Center Plaza
Richmond, California, 94804
Dear Dee Karnes,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.

Fifteen (15)  New/Unused ( 2023 Ford F-150 (W1E) XL 4WD SuperCrew 5.5' Box 145" WB , Factory Order F431  ) and delivered to your specified location, each for
- per the attached specifications.

This vehicle(s) is available under the  Sourcewell Contract 091521-NAF  . Please reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.

Sincerely,

ATTACHMENT 1

Purchase Order Instructions & Resources

In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way:

Email:  [email protected]
Fax:    (831) 480-8497
Mail:  National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076

We will send a courtesy confirmation for your order and a W-9 if needed.

Additional Resources
Learn how to track your vehicle:                                     www.NAFGETA.com Use the upfitter of your choice:                                  www.NAFGpartner.com Vehicle Status:                                         [email protected] General Inquiries:                                   [email protected]

For general questions or assistance please contact our main office at:
1-855-289-6572

Vehicle Configuration Options
ENGINE
Code Description
99P Engine: 2.7L V6 EcoBoost, -inc: 3.55 Axle Ratio, GVWR: 6,600 lbs Payload Package

TRANSMISSION
Code Description
44G Transmission: Electronic 10-Speed Automatic, (STD)
WHEELS
Code Description
64C Wheels: 17" Silver Steel, (STD)
TIRES
Code Description
___ Tires: 265/70R17 BSW A/T, (STD)
PRIMARY PAINT
Code Description
YZ Oxford White
SEAT TYPE
Code Description
AS Black w/Medium Dark Slate, Vinyl 40/20/40 Front Seat AXLE RATIO
Code Description
X19 3.55 Axle Ratio
ADDITIONAL EQUIPMENT
Code Description
53A
Trailer Tow Package, -inc: Towing capability up to TBD lbs, tailgate LED, Class IV Trailer Hitch Receiver, towing capability up to TBD lbs, on 3.3L V6 PFDI engine (99B) and 2.7L EcoBoost engine (99P) or up to TBD lbs, on 3.5L EcoBoost engine (998) and 5.0L V8 engine (995), 7/4-pin connector, class IV trailer hitch receiver, smart trailer tow connector ( BLIS w/trailer tow coverage where BLIS is available), Integrated Trailer Brake Controller 52X Auto Start-Stop Removal
53B
Class IV Trailer Hitch Receiver, -inc: towing capability up to TBD lbs, on 3.3L V6 PFDI engine (99B) and 2.7L EcoBoost engine (99P) or up to TBD lbs, on 3.5L EcoBoost engine (998) and 5.0L V8 engine (995), 7/4-pin connector, class IV trailer hitch receiver, smart trailer tow connector ( BLIS w/trailer tow coverage where BLIS is available) 67T Integrated Trailer Brake Controller
413 Skid Plates, -inc: fuel tank, transfer case and front differential ___ GVWR: 6,600 lbs Payload Package
OPTION PACKAGE
Code Description
101A Equipment Group 101A Standard

2023 Ford F-150 XL 4WD SuperCrew 5.5' Box 145" WB

CODE MSRP
W1E $44,910.00

99P $1,285.00
44G $0.00
64C $0.00
___ $0.00
YZ $0.00
AS $0.00
X19 $0.00
53A $1,325.00
52X ($50.00)
53B INC
67T INC
413 $160.00
___ $0.00
101A ($750.00)
$46,880.00
$0.00
$1,795.00
$48,675.00
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
2023 Fleet/Non-Retail Ford F-150 XL 4WD SuperCrew 5.5' Box 145" WB WINDOW STICKER

MODEL
2023 Ford F-150 XL 4WD SuperCrew 5.5' Box 145" WB

OPTIONS
Engine: 2.7L V6 EcoBoost, -inc: 3.55 Axle Ratio, GVWR: 6,600 lbs Payload Package Transmission: Electronic 10-Speed Automatic, (STD)
Wheels: 17" Silver Steel, (STD)
Tires: 265/70R17 BSW A/T, (STD)
Oxford White
Black w/Medium Dark Slate, Vinyl 40/20/40 Front Seat

3.55 Axle Ratio
Trailer Tow Package, -inc: Towing capability up to TBD lbs, tailgate LED, Class IV Trailer Hitch Receiver, towing capability up to TBD lbs, on 3.3L V6 PFDI engine (99B) and 2.7L EcoBoost engine (99P) or up to TBD lbs, on 3.5L EcoBoost engine (998) and 5.0L V8 engine (995), 7/4-pin connector, class IV trailer hitch receiver, smart trailer tow connector ( BLIS w/trailer tow coverage where BLIS is available), Integrated Trailer Brake Controller
Auto Start-Stop Removal
Class IV Trailer Hitch Receiver, -inc: towing capability up to TBD lbs, on 3.3L V6 PFDI engine (99B) and 2.7L EcoBoost engine (99P) or up to TBD lbs, on 3.5L EcoBoost engine (998) and 5.0L V8 engine (995), 7/4-pin connector, class IV trailer hitch receiver, smart trailer tow connector ( BLIS w/trailer tow coverage where BLIS is available) Integrated Trailer Brake Controller
Skid Plates, -inc: fuel tank, transfer case and front differential GVWR: 6,600 lbs Payload Package
Equipment Group 101A Standard
Please note selected options override standard equipment

SUBTOTAL
Advert/ Adjustments
Manufacturer Destination Charge
TOTAL PRICE

Any performance-related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.

Notes

Standard Equipment

MECHANICAL
Engine: 3.3L V6 PFDI -inc: auto start-stop technology and flex-fuel capability (STD) Transmission: Electronic 10-Speed Automatic -inc: selectable drive modes: normal, ECO, sport, tow/haul, slippery, deep snow/sand and mud/rut (STD)

3.73 Axle Ratio (STD)

EXTERIOR
Wheels: 17" Silver Steel (STD)
Tires: 265/70R17 BSW A/T (STD)
ADDITIONAL EQUIPMENT
50 State Emissions
Electronic Transfer Case
Part-Time Four-Wheel Drive
70-Amp/Hr 610CCA Maintenance-Free Battery w/Run Down Protection 200 Amp Alternator
Towing Equipment -inc: Trailer Sway Control
Trailer Wiring Harness
1765# Maximum Payload
GVWR: 6,470 lbs Payload Package
HD Shock Absorbers
Front Anti-Roll Bar
Electric Power-Assist Speed-Sensing Steering
Single Stainless Steel Exhaust
26 Gal. Fuel Tank
Auto Locking Hubs
Double Wishbone Front Suspension w/Coil Springs
Solid Axle Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs, Brake Assist, Hill Hold Control and Electric Parking Brake Post-Collision Braking
Regular Box Style
Steel Spare Wheel
Full-Size Spare Tire Stored Underbody w/Crankdown
Clearcoat Paint
Black Rear Step Bumper
Black Front Bumper w/Body-Colored Rub Strip/Fascia Accent and 2 Tow Hooks Black Side Windows Trim
Black Door Handles
Black Power Heated Side Mirrors w/Manual Folding
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
Aluminum Panels
Black Grille
Tailgate Rear Cargo Access
Tailgate/Rear Door Lock Included w/Power Door Locks
Ford Co-Pilot360 - Autolamp Auto On/Off Aero-Composite Halogen Daytime Running Lights Preference Setting Headlamps w/Delay-Off Cargo Lamp w/High Mount Stop Light

Perimeter/Approach Lights
Auto High Beam
Radio w/Seek-Scan, Clock, Speed Compensated Volume Control and Radio Data System Radio: AM/FM Stereo w/6 Speakers -inc: auxiliary audio input jack Fixed Antenna
Cloth 40/20/40 Front Seat -inc: 2-way manual driver/passenger adjustment and armrest Driver Seat
Passenger Seat
60-40 Folding Split-Bench Front Facing Fold-Up Cushion Rear Seat Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Voltmeter, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission Fluid Temp, Trip Odometer and Trip Computer
Power Rear Windows
FordPass Connect 4G Mobile Hotspot Internet Access
Front Cupholder
Rear Cupholder
Compass
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Cruise Control w/Steering Wheel Controls
Manual Air Conditioning
HVAC -inc: Underseat Ducts
Locking Glove Box
Interior Trim -inc: Cabback Insulator and Metal-Look Interior Accents Full Cloth Headliner
Urethane Gear Shifter Material
Day-Night Rearview Mirror
Passenger Visor Vanity Mirror
Mini Overhead Console w/Storage and 1 12V DC Power Outlet Front Map Lights
Fade-To-Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Pickup Cargo Box Lights
Smart Device Remote Engine Start
Reverse Sensing System
SYNC 4 -inc: 8" LCD capacitive touchscreen w/swipe capability, wireless phone connection, cloud connected, AppLink w/App catalog, 911 Assist, Apple CarPlay and Android Auto compatibility and digital owners manual Instrument Panel Bin, Dashboard Storage, Interior Concealed Storage, Driver / Passenger And Rear Door Bins Power 1st Row Windows w/Driver And Passenger 1-Touch Up/Down Delayed Accessory Power
Power Door Locks w/Autolock Feature
Trip Computer
Outside Temp Gauge
Analog Appearance
Lane-Keeping System -inc: lane-keeping alert, lane-keeping aid and driver alert Pre-Collision Assist w/Automatic Emergency Braking -inc: pedestrian detection, forward collision warning and dynamic brake support Rear View Camera
Seats w/Cloth Back Material
Manual Adjustable Front Head Restraints and Manual Adjustable Rear Head Restraints Perimeter Alarm
Securilock Anti-Theft Ignition (pats) Immobilizer
1 12V DC Power Outlet

Air Filtration
ABS And Driveline Traction Control
Electronic Stability Control (ESC) And Roll Stability Control (RSC) Side Impact Beams
Dual Stage Driver And Passenger Seat-Mounted Side Airbags Tire Specific Low Tire Pressure Warning
Dual Stage Driver And Passenger Front Airbags
Airbag Occupancy Sensor
Mykey System -inc: Top Speed Limiter, Audio Volume Limiter, Early Low Fuel Warning, Programmable Sound Chimes and Beltminder w/Audio Mute
Safety Canopy System Curtain 1st And 2nd Row Airbags
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point, Height Adjusters and Pretensioners Rear Child Safety Locks

One Unit (MSRP) One Unit Total % Savings Extended Unit's (6) Total Savings Contract Price $46,235.00 $44,531.98 3.683 % $267,191.88 $10,218.12 Factory Order $0.00   $0.00
Tax (9.7500 %)   $4,341.87   $26,051.22
Tire fee   $8.75   $52.50
Total   $48,882.60   $293,295.60
Jesse Cooper Quoting Department
Account Manager Account Manager
Email: [email protected] [email protected] Office: (855) 289-6572 (855) 289-6572
Fax: (831) 480-8497
11/9/2022                                        Quote ID: 22244 Order Cut Off Date: 12/16/2022
Ms Dee Karnes
City of Richmond
450 Civic Center Plaza
Richmond, California, 94804
Dear Dee Karnes,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.

Six (6) New/Unused ( 2023 Ford Super Duty F-250 SRW (F2A) XL 2WD Reg Cab 8' Box 142" WB , Factory Order  ) and delivered to your specified location, each for
- per the attached specifications.

This vehicle(s) is available under the  Sourcewell Contract 091521-NAF  . Please reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.

Sincerely,

ATTACHMENT 2

Purchase Order Instructions & Resources

In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way:

Email:  [email protected]
Fax:    (831) 480-8497
Mail:  National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076

We will send a courtesy confirmation for your order and a W-9 if needed.

Additional Resources
Learn how to track your vehicle:                                     www.NAFGETA.com Use the upfitter of your choice:                                  www.NAFGpartner.com Vehicle Status:                                         [email protected] General Inquiries:                                   [email protected]

For general questions or assistance please contact our main office at:
1-855-289-6572

Vehicle Configuration Options
ENGINE
Code Description
99A Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)

TRANSMISSION
Code Description
44F Transmission: TorqShift-G 10-Speed Automatic, (STD) TIRES
Code Description
TD8 Tires: LT245/75Rx17E BSW A/S, (STD)
PRIMARY PAINT
Code Description
Z1 Oxford White
SEAT TYPE
Code Description
AS Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar
AXLE RATIO
Code Description
X37 3.73 Axle Ratio, (STD)
ADDITIONAL EQUIPMENT
Code Description
18B Platform Running Boards
76C Exterior Backup Alarm (Pre-Installed)
OPTION PACKAGE
Code Description
600A Order Code 600A

2023 Ford Super Duty F-250 SRW XL 2WD Reg Cab 8' Box 142" WB

CODE MSRP
F2A $43,970.00

99A $0.00
44F $0.00
TD8 $0.00
Z1 $0.00
AS $0.00
X37 $0.00
18B $320.00
76C $150.00
600A $0.00
$44,440.00
$0.00
$1,795.00
$46,235.00
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
2023 Fleet/Non-Retail Ford Super Duty F-250 SRW XL 2WD Reg Cab 8' Box 142" WB
WINDOW STICKER

MODEL
2023 Ford Super Duty F-250 SRW XL 2WD Reg Cab 8' Box 142" WB

OPTIONS
Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)
Transmission: TorqShift-G 10-Speed Automatic, (STD)
Tires: LT245/75Rx17E BSW A/S, (STD)
Oxford White
Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar

3.73 Axle Ratio, (STD)
Platform Running Boards
Exterior Backup Alarm (Pre-Installed)
Order Code 600A
Please note selected options override standard equipment

SUBTOTAL
Advert/ Adjustments
Manufacturer Destination Charge
TOTAL PRICE

Any performance-related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.

Notes

Standard Equipment

MECHANICAL
Engine: 6.8L 2V DEVCT NA PFI V8 Gas (STD)
Transmission: TorqShift-G 10-Speed Automatic -inc: SelectShift and selectable drive modes: normal, eco, slippery roads, tow/haul and trail (STD)

3.73 Axle Ratio (STD)

EXTERIOR
Tires: LT245/75Rx17E BSW A/S -inc: Spare may not be the same as road tire (STD) WHEELS
Wheels: 17" Argent Painted Steel -inc: painted hub covers/center ornaments ADDITIONAL EQUIPMENT
50-State Emissions System
Transmission w/Driver Selectable Mode, SelectShift Sequential Shift Control and Oil Cooler Rear-Wheel Drive
78-Amp/Hr 750CCA Maintenance-Free Battery w/Run Down Protection 160 Amp Alternator
Class V Towing Equipment -inc: Hitch, Brake Controller and Trailer Sway Control Trailer Wiring Harness
4260# Maximum Payload
GVWR: 10,000 lb Payload Package
HD Shock Absorbers
Front Anti-Roll Bar
Firm Suspension
Hydraulic Power-Assist Steering
34 Gal. Fuel Tank
Single Stainless Steel Exhaust
Front Suspension w/Coil Springs
Solid Axle Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs, Brake Assist and Hill Hold Control Regular Box Style
Steel Spare Wheel
Spare Tire Stored Underbody w/Crankdown
Clearcoat Paint
Black Front Bumper w/Black Rub Strip/Fascia Accent and 2 Tow Hooks Black Rear Step Bumper
Black Side Windows Trim and Black Front Windshield Trim Black Door Handles
Black Power Heated Side Mirrors w/Convex Spotter, Manual Folding and Turn Signal Indicator Manual Extendable Trailer Style Mirrors
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
Aluminum Panels
Black Grille
Tailgate Rear Cargo Access

Tailgate/Rear Door Lock Included w/Power Door Locks
Boxside Steps
Autolamp Auto On/Off Aero-Composite Halogen Daytime Running Lights Preference Setting Headlamps w/Delay-Off Cargo Lamp w/High Mount Stop Light
Perimeter/Approach Lights
Radio w/Seek-Scan, Clock and Speed Compensated Volume Control Radio: AM/FM Stereo w/MP3 Player -inc: 4 speakers
Fixed Antenna
SYNC 4 -inc: 8" LCD capacitive touchscreen w/swipe capability, wireless phone connection, cloud connected, AppLink w/app catalog, 911 Assist, Apple CarPlay and Android Auto compatibility and digital owner's manual 2 LCD Monitors In The Front
4-Way Driver Seat -inc: Manual Recline and Fore/Aft Movement 4-Way Passenger Seat -inc: Manual Recline and Fore/Aft Movement Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission Fluid Temp, Engine Hour Meter, Trip Odometer and Trip Computer
FordPass Connect 5G Mobile Hotspot Internet Access
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Cruise Control w/Steering Wheel Controls
Manual Air Conditioning
Illuminated Locking Glove Box
Interior Trim -inc: Chrome Interior Accents
Full Cloth Headliner
Urethane Gear Shifter Material
HD Vinyl 40/20/40 Split Bench Seat -inc: center armrest, cupholder, storage and driver's side manual lumbar Day-Night Rearview Mirror
Passenger Visor Vanity Mirror
Full Overhead Console w/Storage and 2 12V DC Power Outlets Front Map Lights
Fade-To-Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Pickup Cargo Box Lights
Smart Device Remote Engine Start
Instrument Panel Covered Bin and Dashboard Storage
Power 1st Row Windows w/Driver And Passenger 1-Touch Up/Down Delayed Accessory Power
Power Door Locks
Systems Monitor
Trip Computer
Outside Temp Gauge
Digital/Analog Appearance
Seats w/Vinyl Back Material
Manual Adjustable Front Head Restraints
Securilock Anti-Theft Ignition (pats) Immobilizer
2 12V DC Power Outlets
Air Filtration
AdvanceTrac w/Roll Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC) ABS And Driveline Traction Control
Side Impact Beams
Dual Stage Driver And Passenger Seat-Mounted Side Airbags Tire Specific Low Tire Pressure Warning

Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch Safety Canopy System Curtain 1st Row Airbags
Outboard Front Lap And Shoulder Safety Belts -inc: Height Adjusters Back-Up Camera

091521-NAF

Rev. 3/2021 1

Solicitation Number: RFP #091521

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive, Watsonville, CA 95076 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT

A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires November 8, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.

C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above. 






 





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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be 






 






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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS

Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:

x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; 






 






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x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell 






 






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contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE

A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:








 






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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:

x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased 






 






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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.







 






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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES

Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, 






 






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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.








 






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14. GOVERNING LAW, JURISDICTION, AND VENUE

The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE

Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY

If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract. 






 






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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms 






 






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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate

Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is 






 






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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE

A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.








 






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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions. 






 






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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names 






 






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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation 






 






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and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S. Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.








 






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22. CANCELLATION

Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell 72 Hour LLC dba: National Auto
Fleet Group

By: __________________________ By: __________________________ Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager

Date: ________________________

Date: ________________________

Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO

Date: ________________________








 











 















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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC







 






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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC







 






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December 6, 2022

Public Works

DATE: December 6, 2022
TO: Mayor Butt and Members of the City Council
FROM:

Daniel Chavarria, Director of Public Works
Subject:

Proposed Contract Amendments for As-Needed Project
Management Services for Capital Projects,Including
Federally Funded Projects.

FINANCIAL IMPACT: Funding for these services is provided under various sources including existing budgets, grants, and federally funded projects.

PREVIOUS COUNCIL
ACTION:

Contracts approved on January 14, 2020

STATEMENT OF THE
ISSUE:

City staff is recommending City Council approval for on-call contract amendments for as-needed project management
services for a variety of capital projects, including federally funded projects.

RECOMMENDED ACTION:

APPROVE on-call professional service contract
amendments in the amount of $400,000 per vendor, with
two-year term extensions through January 14, 2025, to
provide as-needed project management services for capital projects, including federally funded projects, with the following three firms: Avila Project Management (APM) for a new total contract amount not to exceed $800,000, CSW | ST2 for a new total contract amount not to exceed
$800,000, and mack5 for a new total contract amount not to exceed $1,200,000 – Public Works Department (Daniel
Chavarria 510-620-5478/Yader A. Bermudez 510-774-
6300).

DISCUSSION:

AGENDA
REPORT

December 6, 2022

The City’s Capital Improvement Plan includes projects that are funded with local funds as well as with various regional, state, and federal funding sources. The California Department of Transportation (CalTrans) serves as a pass-through agency for federal funds utilized by local agencies, and enforces federal requirements through the Local Assistance Procedures Manual (LAPM). When managing federally funded projects, City staff spends a considerable amount of time complying with the LAPM and meeting routine requirements such as the Preliminary Environmental Study, Field Review, National Environment Policy Act, Right-of-Way and Utility Certification, Request for Authorization to Proceed with Design/Construction, Award Packet, Reimbursement Requests, and Project Close-out. In addition, the City must: comply with federal and state public contracting requirements; submit requests for funding, project documentation, and progress reports; update the Fund Management System; prepare audit-ready filing systems; and meet additional coordination and reporting requirements for the Contra Costa Transportation Authority and the Metropolitan Transportation Commission.

Complying with the LAPM and meeting all federal requirements requires extensive effort and takes significant amounts of City staff time away from managing and delivering projects.

City staff desires to work more efficiently and proposes to issue work authorizations under these on-call project management contracts, for professional services for capital projects, including federally funded projects. Services include making sure all Caltrans required documentation is prepared correctly and in a timely manner for grant funding purposes, monitoring all the City's federally funded project schedules and preparing all Caltrans project routine progress reports, preparing grant reimbursement requests in conformance with Caltrans requirements, and ensuring all necessary federal forms and reports are completed and submitted in a timely fashion to ensure the City of Richmond’s good standing with Caltrans and other funding agencies.

DOCUMENTS ATTACHED:

Attachment 1 – Original Contract Resolution
Attachment 2 – Amendment to the Contracts
Attachment 3 – Original Contracts

Reso. No. 4-20

RESOLUTION NO. 4-20

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND,

CALIFORNIA, AUTHORIZING ON-CALL CONTRACTS FOR AS-NEEDED PROJECT

MANAGEMENT SERVICES FOR CAPITAL PROJECTS, INCLUDING FEDERALLY

FUNDED PROJECTS

WHEREAS, the City of Richmond’s Engineering & Capital Improvement Projects Department anticipates managing multiple Capital Improvement Projects funded with a variety of local, regional, state, and federal funding sources; and

WHEREAS, the City must comply with federal requirements for federally funded projects administered by Caltrans; and

WHEREAS, use of federal funds for professional services, including project management, precludes the City from enforcing local ordinances during the selection process; and

WHEREAS, the project-by-project selection process for project management services can take several months and include inflated per-project consulting costs; and

WHEREAS, the Engineering and Capital Improvement Projects Department has demonstrated that the use of a pool of project management firms that have passed a competitive bidding process on as-needed basis eliminates much of the delay and additional costs associated with project-by-project bidding; and

WHEREAS, on November 19, 2019, the City issued a Request for Proposals for as- needed project management services, including for federally funded projects, through the City’s BidsOnline system; and

WHEREAS, six firms submitted proposals on December 10, 2019; and

WHEREAS a panel consisting of Yader Bermudez, Engineering & Capital Improvement Projects Department Director, Tawfic Halaby, Senior Civil Engineer, and Dane Rodgers, Senior Civil Engineer, reviewed and rated the proposals based on criteria outlined in the Request for Proposals; and

WHEREAS, the three highest ranked firms are Avila Project Management, CSW | ST2, and mack5; and

WHEREAS, each service contract with an approved firm will be for an amount not-to- exceed $400,000 over a three year period with the option to extend the contract for one year; and

WHEREAS, these firms will provide as-needed services for a variety of capital projects, including federally funded projects; and

WHEREAS, anticipated services include a broad of array of project management services, including but not limited to the following for federally funded projects: grant management; complying with the Local Assistance Procedures Manual routine requirements for the Preliminary Environmental Study, Field Review, National Environment Policy Act, Right-of- Way and Utility Certification, Request for Authorization to Proceed with Design/Construction, Award Packet, Reimbursement Requests, and Project Close-out; complying with federal and state public contracting requirements; submitting requests for funding, project documentation, and progress reports; updating the Fund Management System; preparing audit-ready filing systems; and meeting additional coordination and reporting requirements for county and regional funding agencies; and

WHEREAS, firms on the list will be asked to submit proposals for particular projects with the best-qualified firm selected; and

3

800,000
x
400,000

1.200,000
x
January 14, 2025
3 December 6,2022

December 6, 2022

Public Works

DATE: December 6, 2022
TO: Mayor Butt and Members of the City Council
FROM:

Daniel Chavarria, Director of Public Works

Subject:

Hilltop Gateways Signage Project Sign #4
FINANCIAL IMPACT: The proposed expenditure of $230,000 will be funded from the 2022-2023 Hilltop District Fund Balance. This
request includes $208,000 low bid plus $22,000
contingency. Account Strings: 11233731-400708.

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

City staff is requesting authorization to contract with Turner Signs for the Hilltop Gateways Signage Project
Sign #4, located at Blume Drive and Richmond Parkway
in Richmond and appropriate $230,000 from the Hilltop
District Fund Balance.

RECOMMENDED ACTION:

APPROVE a contract with Turner Signs for the Hilltop
Gateways Signage Project Sign #4, located at Blume
Drive and Richmond Parkway, in an amount not to
exceed $230,000, including $208,000 low bid plus
$22,000 contingency; and APPROPRIATE $230,000
from the Hilltop District Fund Balance – Public Works
(Daniel Chavarria 510-620-5478).

AGENDA
REPORT

December 6, 2022
DISCUSSION:

On August 29, 2022, bids for these proposed services were solicited on BidsOnline.

Bidding contractors attended a pre-bid mandatory meeting on September 12, 2022, to fully understand the scope of work involved. On September 27, 2022, five bids were received as follows:

1 Outdoor Dimensions $130,000
2 Turner Signs $208,000
3 Priority Architectural Graphics $347,500 4 NV Construction LLC $401,356 5 McNaab Construction, Inc. $476,896

The contract will be awarded to the lowest responsive bidder based on the Total Base Bid. The lowest bid was submitted by Outdoor Dimensions but failed to provide a Base Bid, a criteria selection in accordance with Bids Solicitation Instructions. Therefore, Turner Signs was selected as the second lowest bid with a bid in the amount of $208,000. The selected Contractor will be required to sign a First Source and Compliance Agreement with the City as part of the contract execution process to ensure the local employment ordinance goal is met.

DOCUMENTS ATTACHED:

Attachment 1 – Canvas of Bids
Attachment 2 – Bid
Attachment 3 – Construction Agreement

1 2018_Final Form

CONSTRUCTION AGREEMENT

This Construction Agreement (“Agreement”) is made and entered into this ______ of ________ ___2022, by and between the City of Richmond, a municipal corporation and charter city (“City”) and Turner Signs, (“Contractor”), with reference to the following facts. The parties may be referred to in this Agreement individually as “Party” and collectively as the “Parties.”

RECITALS

A. On August 29, 2022, the City circulated an Invitation for Bids seeking contractors willing to undertake the construction of the Hilltop Gateway Sign #4, located on Blume Drive Parkways Richmond, Parkway in Richmond, CA (the “Project”).

B. Contractor submitted the lowest responsive bid and has been determined to be responsible.

C. City now desires to contract with Contractor to furnish construction and related services for the Project.

NOW THEREFORE, in consideration of the promises and agreements hereinafter set forth, and intending to be bound hereby, the Parties agree as follows:

ARTICLE I

CONSTRUCTION OF PROJECT

Section 1.1 Contract Documents.

Project Specifications – including the Notice to Prospective Bidders, Invitation for Bids, Instructions to Bidders, Special Provisions, Description of Work, Construction Details (including all plans and specifications), and Proposal Package, along with any Requests for Information (RFI), responses to RFI, and addenda issued prior to the deadline for submitting bids Contractor’s Proposal attached as Exhibit A, and this Agreement, constitute the “Contract Documents.”

Section 1.2 Construction.

Contractor shall furnish all labor, materials, methods, processes, implements, tools and machinery, within the time frames set, and do all the things necessary for the proper completion of the work shown and described in Contract Documents.

Section 1.3 Payments.

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Contractor agrees to receive and accept the sums set forth in the Bid Schedule attached as part of the Proposal, as full compensation for furnishing all materials and doing all the work contemplated and required by this Agreement, and for all loss or damage arising out of the nature of the undertaking of the construction of the Project, or from the acts of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the construction of the Project until its completion and acceptance by the City, and for all expenses incurred by or in consequence of the suspension or discontinuance of the construction of the Project, and for well and faithfully performing the construction of the Project and the whole thereof, in the manner and according to the Contract Documents.

Section 1.4 Discovery of Hazardous Waste or Unusual Conditions.

(a) Promptly and before the following conditions are disturbed, the Contractor shall notify the City in writing of any:
(1) Material that the Contractor believes may be hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law.
(2) Subsurface or latent physical conditions at the site differing from those indicated by information about the site made available to bidders prior to the deadline for submitting bids.
(3) Unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in this Agreement. (b) The City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in the Contractor’s cost of, or the time required for, performance of any part of the work shall issue a Change Order under the procedures described in this Agreement. (c) In the event that a dispute arises between the City and the Contractor whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in the Contractor’s cost of, or time required for, performance of any part of the work, the Contractor shall not be excused from any scheduled completion date provided for by this Agreement, but shall proceed with all work to be performed under this Agreement. The Contractor shall retain any and all rights provided either by contract or by law which pertain to the resolution of disputes and protests between the Parties.

Section 1.5 Laws and Regulations.

(a) The Project work shall proceed only after procurement of each permit, license, or other authorization that may be required by any governmental agency having jurisdiction, and Contractor shall be responsible to the City for the procurement and maintenance thereof.

(b) Contractor shall cause all work performed in connection with construction of the Project to be performed in compliance with (i) all applicable laws, ordinances, rules and

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regulations now in force or that may be enacted hereafter; (ii) all conditions of Project approval and mitigation measures included in any adopted or certified environmental document prepared for the Project; and (iii) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction, provided that such direction given during construction does not conflict with conditions of Project approval or mitigation measures.

(c) Contractor shall and shall cause its subcontractors to pay prevailing wages in the construction of the Project as those wages are determined pursuant to Labor Code Sections 1720 et seq., and implementing regulations of the Department of Industrial Relations, and to comply with all other applicable federal, State and local laws, regulations and ordinances pertaining to labor standards insofar as those laws, regulations and ordinances apply to the performance of this Agreement, including any applicable City of Richmond employment requirements, including but not limited to the City’s Living Wage Ordinance (Richmond Municipal Code Chapter 2.60), the City’s Business Opportunity Ordinance (Richmond Municipal Code Chapter 2.50), and the City’s Local Employment Program Ordinance (Richmond Municipal Code Chapter 2.56).

During the construction of the Project, Contractor shall post at the construction site the applicable prevailing rates of per diem wages. Contractor shall indemnify, hold harmless and defend, (with counsel reasonably acceptable to the City) the City against any claims for damages, compensation, fines, penalties or other amounts arising out of failure or alleged failure of any person or entity (including Contractor and its subcontractors) to pay prevailing wages in connection with construction of the Project. This Section 1.5(c) shall survive the termination of this Agreement.

(d) Contractor and all subcontractors shall maintain accurate payroll records showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker and others employed on the Project. Each payroll record shall contain or be verified by a written declaration made under penalty of perjury, stating both of the following: (1) the information contained in the payroll record is true and correct, and (2) the employer has complied with the requirements of Labor Code Section 1771 (prevailing wage provisions), Section 1811 (eight-hour day, forty-hour week provisions), and Section 1815 (overtime compensation) for any work performed by his or her employees on the Project. The Contractor shall provide certified payroll records to the City each week, no later than ten (10) days after the end of a weekly pay period. Pay records shall be maintained and made available in accordance with Labor Code Section 1776. In addition, Contractor shall and shall cause its subcontractors promptly to deliver to the City, upon request, documents verifying compliance with the Living Wage Ordinance, which include documents which evidence that each affected employee has been notified regarding the wages required to be paid pursuant to the Living Wage Ordinance.

Such wages shall also be posted at the construction site. This Section 1.5(d) shall survive the termination of this Agreement.

Section 1.6 Inspections.

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Contractor shall permit and facilitate, and shall require its subcontractors to permit and facilitate, observation and inspection of the Project by the City and by public authorities at all times for the purposes of determining compliance with this Agreement and permits issued to perform the Project work. In so doing, Contractor shall provide access for testing and inspections. Contractor shall coordinate and schedule all testing and inspections required on the Project with the required advance notice as defined in the Project Specifications.

Section 1.7 Equal Opportunity.

(a) During the construction of the Project there shall be no discrimination on the basis of race, color, creed, religion, age, sex, sexual orientation, marital status, national origin, ancestry, or disability in the hiring, firing, promoting, or demoting of any person engaged in the construction work.

(b) In addition, Contractor agrees to observe the provisions of Section 2.28.030 of the Richmond Municipal Code, obligating Contractor and its subcontractors to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religion, creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.

Section 1.8 Working Hours.

Eight hours of labor is a legal day’s work. Any worker’s time of service is restricted to eight hours during any calendar day, and 40 hours during a calendar week, unless overtime compensation is paid at not less than one and one-half times the basic rate of pay. The Contractor shall be assessed a penalty of twenty-five dollars ($25) for each day a worker is employed in violation of these requirements.

Section 1.9 Insurance and Bond Requirements.

(a) In accordance with California Labor Code Section 3700, Contractor must secure Workers’ Compensation coverage for its employees. Prior to performing any work, Contractor must execute a certification in the form set out at California Labor Code Section 1861. (b) Contractor shall submit to the City evidence of the insurance and payment and performance bond coverage meeting the requirements set forth in the Project Specifications. Proof of insurance and bonding related to the construction of the Project shall be provided to the City not more than (10) days after award of the contract. The City shall review and approve or disapprove of the evidence of insurance within twenty (20) days after submittal of complete information in the form required by the City. If the City disapproves the evidence of insurance, it shall specify in writing the reasons for such disapproval. Contractor shall resubmit the information required within ten (10) days. The review and submittal periods for resubmittals shall be reduced to a ten (10) day review period for the City and a five (5) day period for resubmittal by Contractor and shall continue to apply until the City approves the evidence of insurance coverage, but in no event shall the submittal and review period continue for more than forty-five (45) days. If, after forty-five (45) days the Contractor has not provided evidence of insurance and bond coverage meeting the

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requirements of the City, the City shall terminate the contract and may either award the work to the next lowest responsive responsible bidder or issue a new request for bids. (If the City issues a new request for bids, the Contractor shall be disqualified from re-bidding the work because of the failure to provide timely proof of insurance and/or bond coverage.) No work shall be initiated on the Project prior to Contractor’s receipt of the City’s approval of evidence of insurance coverage related to the construction of the Project.
(c) Contractor shall require and verify that all subcontractors or other parties hired for the Project purchase and maintain coverage for indemnity and insurance at least as broad as specified in the Project Specifications to the extent they apply to the scope of the subcontractor’s work with the same certificate of insurance requirements and naming as additional insureds all parties to this Agreement. Contractor shall include the following language in their agreement with subcontractors: “Subcontractors hired by Contractor agree to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to City under the Contract Documents and provide a valid certificate of insurance and the required endorsements included in the agreement as proof of compliance prior to commencement of any work and to include this same requirement for any subcontractors they hire for this work. A copy of the insurance and indemnity requirements of the Contract Documents will be furnished to the subcontractor upon request.” Contractor shall have furnished the City with evidence of the insurance coverage meeting the insurance requirements set forth in Project Specifications for each subcontractor prior to initiating any work on the Project, including Builder’s Risk insurance with appropriate coverage for the cost of construction. The periods for submittal, review and approval shall apply as stated in subparagraph (b) above.

(d) The Parties agree that notwithstanding the time requirements set forth in this subsection for submittal and resubmittal to the City by the Contractor of the evidence of insurance and review and approval of the evidence of insurance by the City, Contractor is responsible for ensuring that the evidence of insurance in approvable form is submitted to the City in a timely manner.
(e) Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits set forth in the Project Specifications shall be available to the City as an additional insured. Furthermore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified in the Project Specifications; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is greater. No representation is made that the minimum insurance requirements set forth in the Project Specifications are sufficient to cover the obligations of the Contractor under this Agreement. (f) Contractor shall maintain the insurance requirements set forth in the Project Specifications for a minimum of five (5) years following the completion of the Project. In the event Contractor fails to obtain or maintain completed operations coverage as required by the Project Specifications, the City at its sole discretion may purchase the coverage required and the cost for the same shall be paid by Contractor upon demand by the City.

Section 1.10 Security In Lieu of Retention.

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(a) The City shall retain five percent (5%) of the sum requested in each progress payment unless the Contractor elects to invoke the procedures set forth at California Public Contract Code 22300 to substitute securities to ensure performance under the contract.

1. At the request and the expense of the Contractor, securities equivalent to the amount withheld shall be deposited with the City, or with a state or federally chartered bank in the state as escrow agent, who shall then pay the retained funds to the Contractor. Upon satisfactory completion of the contract, the securities shall be returned to the Contractor.

2. Alternatively, the Contractor may request and the City shall make payment of retentions earned directly to the escrow agent at the expense of the Contractor. At the expense of the Contractor, the Contractor may direct the investment of the payments into securities and the Contractor shall receive the interest earned on the investments upon the same terms provided for in Public Contract Code 22300 for securities deposited by the Contractor. Upon satisfactory completion of this Agreement, the Contractor shall receive from the escrow agent all securities, interest, and payments received by the escrow agent from the owner, pursuant to the terms of this section.
(b) If the Contractor chooses to place securities in escrow, the escrow agreement to be used shall be substantially similar to the following form:

ESCROW AGREEMENT FOR SECURITY DEPOSITS IN LIEU OF RETENTION This Escrow Agreement is made and entered into by and between _________________________________________________ whose address is ________________________________ hereinafter called "Owner," ___________ whose address is ________________________________ hereinafter called "Contractor" and ___________ whose address is ________________________________ hereinafter called "Escrow Agent."
For the consideration hereinafter set forth, the Owner, Contractor, and Escrow Agent agree as follows:
(1) Pursuant to Section 22300 of the Public Contract Code of the State of California, Contractor has the option to deposit securities with Escrow Agent as a substitute for retention earnings required to be withheld by Owner pursuant to the Construction Contract entered into between the Owner and Contractor for ____ in the amount of ____ dated ____ (hereinafter referred to as the "Contract"). Alternatively, on written request of the Contractor, the Owner shall make payments of the retention earnings directly to the Escrow Agent. When the Contractor deposits the securities as a substitute for Contract earnings, the Escrow Agent shall notify the Owner within 10 days of the deposit. The market value of the securities at the time of the substitution shall be at least equal to the cash amount then required to be withheld as retention under the terms of the Contract between the Owner and Contractor. Securities shall be held in the name of ____, and shall designate the Contractor as the beneficial owner. (2) The Owner shall make progress payments to the Contractor for those funds which otherwise would be withheld from progress payments pursuant to the Contract provisions, provided that the Escrow Agent holds securities in the form and amount specified above.

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(3) When the Owner makes payment of retentions earned directly to the Escrow Agent, the Escrow Agent shall hold them for the benefit of the Contractor until the time that the escrow created under this contract is terminated. The Contractor may direct the investment of the payments into securities. All terms and conditions of this agreement and the rights and responsibilities of the parties shall be equally applicable and binding when the Owner pays the Escrow Agent directly.
(4) Contractor shall be responsible for paying all fees for the expenses incurred by Escrow Agent in administering the Escrow Account and all expenses of the Owner. These expenses and payment terms shall be determined by the Owner, Contractor, and Escrow Agent. (5) The interest earned on the securities or the money market accounts held in escrow and all interest earned on that interest shall be for the sole account of Contractor and shall be subject to withdrawal by Contractor at any time and from time to time without notice to the Owner. (6) Contractor shall have the right to withdraw all or any part of the principal in the Escrow Account only by written notice to Escrow Agent accompanied by written authorization from the Owner to the Escrow Agent that Owner consents to the withdrawal of the amount sought to be withdrawn by Contractor.
(7) The Owner shall have a right to draw upon the securities in the event of default by the Contractor. Upon seven days' written notice to the Escrow Agent from the Owner of the default, the Escrow Agent shall immediately convert the securities to cash and shall distribute the cash as instructed by the Owner.
(8) Upon receipt of written notification from the Owner certifying that the Contract is final and complete, and that the Contractor has complied with all requirements and procedures applicable to the Contract, Escrow Agent shall release to Contractor all securities and interest on deposit less escrow fees and charges of the Escrow Account. The escrow shall be closed immediately upon disbursement of all moneys and securities on deposit and payments of fees and charges. (9) Escrow Agent shall rely on the written notifications from the Owner and the Contractor pursuant to Sections (5) to (8), inclusive, of this Agreement and the Owner and Contractor shall hold Escrow Agent harmless from Escrow Agent's release and disbursement of the securities and interest as set forth above.
(10) The names of the persons who are authorized to give written notice or to receive written notice on behalf of the Owner and on behalf of Contractor in connection with the foregoing, and exemplars of their respective signatures are as follows:

On behalf of Owner: On behalf of Contractor:
_______________________ _________________________
Title Title
_______________________ _________________________
Name Name
_____________________ _________________________
Signature Signature
_______________________ _________________________
Address Address
On behalf of Escrow Agent:
_______________________
Title
_______________________

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Name
_______________________
Signature
_______________________
Address

At the time the Escrow Account is opened, the Owner and Contractor shall deliver to the Escrow Agent a fully executed counterpart of this Agreement.

IN WITNESS WHEREOF, the parties have executed this Agreement by their proper officers on the date first set forth above.

Owner Contractor
________________________ _________________________
Title Title
________________________ _________________________
Name Name
________________________ _________________________
Signature Signature

Section 1.11 Senate Bill 854 Notice Requirements.

As provided in SB 854 (Stats. 2014, ch. 28) : (a) no cont ractor or subcontractor may be qualified to bid on, be listed in a bid proposal, subject to the requirem ents of Section 4104 of the California Public Contracts Code, or engage in the performance of any contract for public work, unless currently registered with DIR and qualified to perform public work pursuant to California Labor Code Section 1725.5 (Lab. Code §1771.1(a)); (b) no contractor or subcontractor may be awarded a public works contract unless registered with the DIR to p erform public work pursuant to Labor Code Section 1725.5 (Lab. Code §1771.1(b)); and (c) work performed on the project is subject to compliance monitoring and enforcement by DIR (Lab. Code §1771.4).

Section 1.12 Job Site Notices.

Contractor shall post at the job site notices in compliance with Title I California Code of Regulations Section 16451.

Section 1.13 Municipal Code Chapter 2.65 Requirements.

Contractor shall comply with Chapter 2.65 of the Richmond Municipal Code banning the requirement to provide information of prior criminal convictions on employment applications.

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ARTICLE II

DEFAULT AND REMEDIES
Section 2.1 Events of Default.

In addition the remedies set forth in Section 2.2, below, in the event of default the Department Head reserves the right to stop work immediately if any action or inaction by the Contractor or any subcontractor creates a risk of imminent harm to the public or property.

Each of the following shall constitute a “Default” by Contractor under this Agreement:
(a) Breach of Covenants. Failure by Contractor or any subcontractor to duly perform, comply with, or observe any of the conditions, terms, or covenants of any of the Contract Documents. The City shall give Contractor written notice of the breach and specify a time in which to cure the breach. If the Contractor cures the breach within the time specified in the notice or, if the breach cannot be cured in the time specified but the Contractor has diligently pursued measures to cure the breach and to keep the City informed of its progress, then the breach shall not constitute a default provided that the breach is cured within thirty (30) days from the date of the City’s last notice and demand to cure.
(b) Disregard of Laws. Disregard of laws, rules, regulations, directions or instructions of City by Contractor or any subcontractor with respect to the performance of work.

(c) Insolvency. A court having jurisdiction shall have made or entered any decree or order (i) adjudging Contractor to be bankrupt or insolvent, (ii) approving as properly filed a petition seeking reorganization of Contractor or seeking any arrangement for Contractor under the bankruptcy law or any other applicable debtor’s relief law or statute of the United States or any state or other jurisdiction, (iii) appointing a receiver, trustee, liquidator, or assignee of Contractor in bankruptcy or insolvency or for any of their properties, (iv) directing the winding up or liquidation of Contractor if any such decree or order described in clauses (i) to (iv), inclusive, shall have continued unstayed or undischarged for a period of ninety (90) days; or (v) Contractor shall have admitted in writing its inability to pay its debts as they fall due or shall have voluntarily submitted to or filed a petition seeking any decree or order of the nature described in clauses (i) to (iv), inclusive.

(d) Suspension; Termination. Contractor shall have voluntarily suspended its business, or shall have voluntarily or involuntarily lost or terminated one or more of the licenses required to perform the work.

(e) Liens on Property and the Development. There shall be filed any claim of lien (other than liens approved in writing by the City) against the Project or the construction site or any part thereof, or any interest or right made appurtenant thereto and the continued maintenance of said claim of lien for a period of twenty (20) days without discharge or satisfaction thereof or provision therefore (including, without limitation, the posting of bonds) satisfactory to the City.

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Section 2.2 Remedies.

The occurrence of any Default hereunder following the expiration of all applicable notice and cure periods will, either at the option of the City or automatically where so specified, relieve the City of any obligation to make or continue payments and shall give the City the right to proceed with any and all remedies set forth in the Contract Documents, including but not limited to the following:

(a) Specific Performance. The City shall have the right to mandamus or other suit, action or proceeding at law or in equity to require Contractor to perform its obligations and covenants under this Agreement or to enjoin acts on things which may be unlawful or in violation of the provisions of this Agreement.

(b) Right of Contest. Contractor shall have the right to contest in good faith any claim, demand, levy, or assessment the assertion of which would constitute a Default hereunder.

Any such contest shall be prosecuted diligently and in a manner unprejudicial to the City or the rights of the City hereunder.

(c) Remedies Cumulative. No right, power, or remedy given to the City by the terms of the Contract Documents is intended to be exclusive of any other right, power, or remedy; and each and every such right, power, or remedy shall be cumulative and in addition to every other right, power, or remedy given to the City by the terms of any such instrument, or by any statute or otherwise against Contractor and any other person. Neither the failure nor any delay on the part of the City to exercise any such rights and remedies shall operate as a waiver thereof, nor shall any single or partial exercise by the City of any such right or remedy preclude any other or further exercise of such right or remedy, or any other right or remedy.

Section 2.3 Waiver of Damages.

Contractor, in having tendered the Proposal, shall be deemed to have waived any and all claims for damages because of termination of this Agreement for any reason. Contractor shall not be entitled to any lost profit in the event of termination.

ARTICLE III

GENERAL PROVISIONS
Section 3.1 Relationship of Parties.

Nothing contained in this Agreement shall be interpreted or understood by any of the Parties, or by any third persons, as creating the relationship of employer and employee, principal and agent, limited or general partnership, or joint venture between the City and Contractor or its agents, employees or subcontractors, and Contractor shall at all times be deemed an independent contractor and shall be wholly responsible for the manner in which it or its agents, or both, perform the services required of it by the terms of this Agreement. Contractor has and retains the right to exercise full control of employment, direction, compensation, and discharge of all persons assisting in the performance of services under the Agreement. In regards to the

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construction of the Project, Contractor shall be solely responsible for all matters relating to payment of its employees, including compliance with Social Security, withholding, and all other laws and regulations governing such matters, and shall include requirements in each contract that subcontractors shall be solely responsible for similar matters relating to their employees.

Contractor shall be solely responsible for its own acts and those of its agents and employees.

Section 3.2 Change Orders.
(a) Changes affecting the time of performance, unit pricing, or total contract price shall be set forth in a written Change Order that shall specify:

1. The work performed in connection with the change to be made;

2. The amount of the adjustment to the Payment Limit, if any, and the basis for compensation for the work ordered; which adjustment may be a negotiated lump sum amount, agreed unit price, or paid under Section 9-1.04 “Force Account” of the 2015 State of California Department of Transportation Standard Specifications; and

3. The amount of time to be adjusted in the schedule for performance, if any. (b) A Change Order will become effective when signed by the Department Head, or his or her representative, notwithstanding that Contractor has not signed it. A Change Order will become effective without Contractor’s signature, provided the Department Head or his or her representative so indicates by noting thereon “unilateral change order.” (c) All changes in any plans and specification approved by any authority with jurisdiction over the Project may also require addenda or change orders approved by that authority.
(d) Where the City requests, a performance bond rider covering the changed work must be executed and delivered to the City before proceeding with the changed work, or shortly in time thereafter.
(e) The Department Head or his or her representative has the authority to approve Change Orders with a cumulative dollar value of up to ten percent (10%) of the contract price.

Section 3.3 Claims By Contractor.
(a) No Third-Party Claims. Nothing contained in this Agreement shall create or justify any claim against the City by any person that Contractor may have employed or with whom Contractor may have contracted relative to the purchase of materials, supplies or equipment, or the furnishing or the performance of any work or services with respect to the construction of the Project, and Contractor shall include similar requirements in any contracts entered into for the construction of the Project. Pursuant to Section 9204 (d)(5) of the Public Contract Code, however, Contractor may present a claim on behalf of a subcontractor for work which was performed by that subcontractor or lower tier subcontractor. Such claim shall have been reviewed and evaluated by Contractor prior to submission to the City.

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(b) Obligation to File Claims for Disputed Work. Should it appear to the Contractor that the work to be performed or any of the matters relative to the Contract Documents are not satisfactorily detailed or explained therein, or should any questions arise as to the meaning or intent of the Contract Documents, or should Contractor have a claim against the City, as the term “claim” is defined in Section 9204 of the Public Contract Code, or should any dispute arise regarding the true value of any work performed, work omitted, extra work that the Contractor may be required to perform, time extensions, payment to the Contractor during performance of the work, construction of the Project, and/or compliance with procedures or standards set forth in the Contract Documents, or should Contractor otherwise seek extra time or compensation FOR ANY REASON WHATSOEVER (each, a “Claim”), then Contractor shall first follow the procedures set forth in this Agreement, including but not limited to Section 3.2, “Change Orders.” If a dispute remains, then Contractor shall give written notice by registered or certified mail with return receipt requested, and such Claim shall be resolved as set forth below. (c) Form and Contents of Claim. The Claim shall be submitted to the City within thirty (30) days of receiving the City’s written decision regarding the dispute, or the date the Contractor contends such decision was due, and in no event later than the date of final payment.

Contractor’s written claim must identify itself as a “Claim” under this Section 3.3 and must include the following: (1) a narrative of pertinent events; (2) citation to contract provisions; (3) theory of entitlement; (4) complete pricing of all cost impacts; (5) a time impact analysis of all time delays that shows actual time impact on the critical path; (6) documentation supporting items 1 – 5; and (7) verification under penalty of perjury of the claim’s accuracy. The Claim shall be priced like a Change Order, and must be updated every thirty (30) days as to cost and entitlement if it remains a continuing Claim. Routine contract materials, for example, correspondence, RFI, Change Order requests, or payment requests shall not constitute a Claim.

Contractor shall bear all costs incurred in preparation, submittal, and administration of a Claim. (d) Administration After Claim Submittal.

1. City may render a final decision based solely on the materials submitted in support of the Claim or may in its sole discretion conduct an administrative hearing on the Claim, in which case Contractor shall appear, participate, answer inquiries, and present any further evidence or analysis requested by City. Should City take no action on the Claim within forty-five (45) days (or any extension thereof mutually agreed upon by City and Contractor, or any such greater time to respond afforded City under Section 9204(d)(1)(C) of the Public Contract Code) of submittal, it shall be deemed denied.

2. If Contractor disputes City’s written response, or if City fails to respond to a Claim within the time prescribed, Contractor may demand in writing an informal conference to meet and confer for settlement of the issues in dispute. Upon receipt of a dem and i n writing sent by registered mail or certified mail, return receipt requested, City will schedule a meet and confer conference within thirty (30) days for settlement of the dispute.

3. Within ten ( 10) business days fo llowing the conclusion of the mee t and confer conference, if the Claim or any portion of the Claim remains in dispute, City will

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provide Contractor a written statement identifying the portion of the Claim that remains in dispute and the portion that is und isputed. Any payment due on an undisputed portion of the Claim will be processed and made within sixty ( 60) days after City issues its written statement. Any disputed portion of the Cl aim, as identified by Contractor in writing, shall be submitted to nonbi nding mediation, with City and Contractor sharing the associated costs equally. City and Contractor shall mutually agree to a mediator within ten (10) business days after the disputed portion of the Claim has been identified in writing. If City and Contractor cannot agree upon a mediator, each party shall select a mediator and those mediat ors shall select a qualified neutral third part y to mediate with regard to the disputed portion of the Claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the Claim remain ing in dispute shall be subject to Section 3.3(f) of this Agreement.

4. Failure by City to respond to a Claim within the time periods described in Section 9204 of the Public Contract Code or to otherwise comply with the time requirements of that section shall result in the Claim being deemed rejected in its entirety. A Claim that is denied by reason of City’s failure to have responded to a claim, or its fai lure to otherwise comply with the time requirements of Section 9204 of the Public Contract Code , shall not constitute an adverse finding with regard to the merits of the Claim or the responsibility or qualifications of the claimant filing the Claim.

5. Notwithstanding and pending the resolution of any Claim or dispute, Contractor shall diligently perform the disputed work to final completion in accordance with the City’s direction.

(f) Compliance

1. The provisions of this Section 3.3 constitute a non-judicial claim settlement procedure that, pursuant to California Government Code Section 930.2, shall constitute a condition precedent to the submittal of a valid claim under the California Government Code. Any Government Code claims alleging disputed work must affirmatively indicate prior compliance with this Section 3.3. In accordance with Richmond Municipal Code Section 1.10.010(b), all Government Code claims must be presented no later than the 100th day after the earlier of (i) the date the City actively or passively denied the Claim, or (ii) substantial completion or termination of the contract.

2. Failure to submit and administer Claims as required in Section 3.3 shall waive Contractor’s right to compensation for any disputed work not included in a timely Claim. Disputes not raised in a timely protest and timely Claim submitted under this Section 3.3 may not be asserted in any subsequent Government Code claim, administrative hearing, or civil action.

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3. City shall not be deemed to waive any provision under this Section 3.3 if, at City’s sole discretion, a Claim is administered in a manner not in accord with this Section 3.3. Waivers or modifications of this Section 3.3 may only be made by signed Change Order approved as to form by legal counsel for both City and Contractor. Oral or implied modifications shall be of no force or effect.

Section 3.4 Indemnification.
(a) To the fullest extent permissible by law, Contractor shall indemnify, defend, and hold harmless, and require its subcontractors to defend, indemnify and hold harmless, the City, its elected and appointed officials, and all of its employees, volunteers and agents (the “Indemnified Parties”), from all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and other defense costs (collectively, “Actions”), resulting from injury to or death sustained by any person (including Contractor’s or any subcontractors’ employees), or damage to property of any kind, or any other injury or damage whatsoever, which Actions arise out of or are in any way connected with the construction of the Project, regardless of Contractor’s fault or negligence; provided, however, that Contractor’s, and Contractor’s subcontractors’ indemnity obligations hereunder shall not apply to the extent any Actions are caused by the active negligence or willful act or omission of an Indemnified Party. The indemnification obligations of Contractor and its subcontractors shall extend to Actions asserted after termination of this Agreement for whatever reason for the full period of time allowed by law.
(b) In Actions against any person or entity indemnified under Section 3.4(a) above by an employee of Contractor or its subcontractors, anyone directly or indirectly employed by any one of them or anyone for whose acts one of them may be liable, the indemnification obligation under Section 3.4(a) above shall not be limited by a limitation on amount or type of damages, compensation of benefits payable under workers’ compensation acts, disability benefit acts or other employee benefit acts.
(c) The defense and indemnification obligations set forth in Section 3.4(a) above are undertaken in addition to, and shall not in any way be limited by, the insurance obligations set forth in the Project Specifications.

Section 3.5 Non-Liability of City Officials, Employees and Agents.

No member, official, employee or agent of the City shall be personally liable to Contractor in the event of any default or breach by the City or for any amount which may become due to Contractor or its successor or on any obligation under the terms of this Agreement.

Section 3.6 No Third Party Beneficiaries.

There shall be no third party beneficiaries to this Agreement.

15 2018_Final Form
Section 3.7 Conflict of Interest.

(a) Except for approved eligible administrative or personnel costs, no person described in Section 3.7(b) below who exercises or has exercised any functions or responsibilities with respect to the activities funded pursuant to this Agreement or who is in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a personal or financial interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during, or at any time after, such person’s tenure. Contractor shall exercise due diligence to ensure that the prohibition in this Section 3.7(a) is followed.

(b) The conflict of interest provisions of Section 3.7(a) above apply to any person who is an employee, agent, consultant, officer, or elected or appointed official of the City of Richmond, and any immediate family member or dependent of such person.

Section 3.8 Notices, Demands and Communications.

If at any time after the execution of this Agreement it shall become necessary or convenient for one of the Parties hereto to serve any notice, demand or communication upon the other Party, such notice, demand or communication shall be in writing and shall be served personally or by depositing the same in the registered United States mail, return receipt requested, postage prepaid or delivered by express delivery service, return receipt requested and

(1) if intended for the City shall be addressed to:

City of Richmond
450 Civic Center Plaza
Richmond, California 94804
Attention: Joe Leach

With copy to:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Attention: City Attorney

16 2018_Final Form

(2) if intended for Contractor shall be addressed to:

Ca
Tim Turner
6028 Lake Dr. #1113
Angelus, CA 92305
Attn: Tim Turner

Any notice, demand or communication shall be deemed given, received, made or communicated on the date personal delivery is affected or, if mailed in the manner herein specified, on the delivery date or date delivery is refused by the addressee, as shown on the return receipt. Any Party may change its address at any time by giving written notice of such change at least ten (10) days prior to the date such change is desired to be effective.

Section 3.9 Applicable Law.

This Agreement shall be governed by California law. This Agreement is made in Contra Costa County, California, and any action relating to this Agreement shall be instituted and prosecuted in the courts of Contra Costa County, California.

Section 3.10 Parties Bound.

Except as otherwise limited herein, the provisions of this Agreement shall be binding upon and inure to the benefit of the Parties and their heirs, executors, administrators, legal representatives, successors, and assigns. Any reference in this Agreement to a specifically named Party shall be deemed to apply to any successor, heir, administrator, executor, successor, or assign of such Party who has acquired an interest in compliance with the terms of this Agreement or under law. This Agreement shall be binding upon and inure to the benefit of the heirs, administrators, executors, successors in interest, and assigns of each of the Parties.

Section 3.11 Severability.

If any term of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the provisions shall continue in full force and effect unless the rights and obligations of the Parties have been materially altered or abridged by such invalidation, voiding or unenforceability.

Section 3.12 Force Majeure.

Performance by either Party shall not be deemed to be in default when delays in performance are due to war, insurrection, strikes, lock-outs, riots, floods, earthquakes, fires, quarantine restrictions, freight embargoes, or court order, or any other similar causes (other than lack of funds of Contractor) beyond the control or without the fault of the Party claiming an extension of time to perform (“Force-Majeure Delays”). In no event shall any extension of any period of time be deemed to have occurred unless the Party claiming the Force-Majeure Delay gives written notice to the other Party within ten (10) days following the commencement of any such delay, setting forth the facts giving rise to the Force-Majeure Delay request, the expected

17 2018_Final Form
duration of the delay, and the steps the Party intends to take to minimize the Delay. During the Force-Majeure Delay, the Party whose performance is delayed shall keep the other Party reasonably informed of the situation and the steps taken by such Party to continue performance and minimize delay. After the Force-Majeure Delay is over, the Parties shall in good faith jointly prepare an accurate written record of the circumstances giving rise to delay, specifying the commencement date and duration of the Force-Majeure Delay and the cause thereof, which record shall be signed by each Party to confirm agreement with respect to its content. In no event shall the City be required to agree to cumulative Force-Majeure Delays in excess of sixty (60) days unless the City is the cause of such delay. In the event that the parties cannot agree upon a record of the circumstances giving rise to the Force-Majeure Delay, the procedures set forth in Section 3.3 of this Agreement shall apply.

Section 3.13 Waivers.

Any waiver by the City of any obligation or condition in this Agreement must be in writing. No waiver will be implied from any delay or failure by the City to take action on any breach or default of Contractor or to pursue any remedy allowed under this Agreement or applicable law. Any extension of time granted to Contractor to perform any obligation under this Agreement shall not operate as a waiver or release from any of its obligations under this Agreement. Consent by the City to any act or omission by Contractor shall not be construed to be consent to any other or subsequent act or omission or to waive the requirement for the City’s written consent to future waivers.

Section 3.14 Title of Parts and Sections.

Any titles of the sections or subsections of this Agreement are inserted for convenience of reference only and shall be disregarded in interpreting any part of the Agreement’s provisions.

Section 3.15 Entire Understanding of the Parties.

The Contract Documents – along with any written change orders and dispute determinations that may be issued by the City in the course of performance – shall constitute the entire understanding and agreement of the Parties with respect to construction of the Project.

The Contract Documents, written change orders (if any), and dispute determinations (if any) are deemed complementary and should be interpreted together.

Section 3.16 Multiple Originals; Counterpart.

This Agreement may be executed in multiple originals, each of which is deemed to be an original, and may be signed in counterparts. A facsimile or electronic signature to this Agreement shall be as valid as an ink signed original.

[Signatures on following page]

18 2018_Final Form
WHEREAS, this Agreement has been entered into by the undersigned as of the date first above written.

Reviewed By:

_______________________
City Attorney

ATTEST:

_______________________________
City Clerk

CITY:

CITY OF RICHMOND, a municipal corporation and
charter city

By: _________________________________

Name: _________________________________
Its: __________________________________

CONTRACTOR:

Turner Signs

By: _________________________________

Name: _________________________________
Its: _________________________________

19 2018_Final Form
Exhibit A
Proposal

Work to be done in accordance with Construction Plans for the Hilltop District Gateway Signage Program, Sign #4 by Marcia Vallier and Associates dated June 1, 2022.

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Richmond California
GATEWAY SIGNAGE PROGRAM: SIGN TYPE #4
June 1, 2022

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
Sign #3
Sign #2
Sign #1

SITE PLANSITE PLAN
Sign type Description Qty Page

SCOPE OF WORKSCOPE OF WORK

VICINITY MAPVICINITY MAP

KEY PLANKEY PLAN
1 Sign #4
0 1
2 3
4 5
6 7
8 9
10 11
12 13
14 15
16 1
Cover Sheet
Table of contents - Plot Plan - Vicinity Map
Sign Location Details - SEC Richmond & Blume
Sign Placement Plan
Signage Specifications
Signage Specifications, Continued
Signage Specifications, Continued
Sign #4 - Internally Illuminated S/F Monument Sign
Sign #4 - Side View
Sign #4 - Framing and Footing Details - Elevation
Sign #4 - Framing and Footing Details - Section
Front Framing Detail - Left Side
Rear Framing Detail - Left Side
Front Framing Detail - Center
Rear Framing Detail - Center
Front Framing Detail - Right Side
Rear Framing Detail - Right Side
4

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
5’-0” 5’-0”
5’-0” 5’-0”
Scale: 1/16” = 1’-0”

ALL DIMENSIONS, ACCESS,

AND CONDITIONS TO BE

FIELD VERIFIED

PRIOR TO MANUFACTURE
R = 34’-0”±
R = 39’-0”±
2

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
1 SIGN #1 - PLACEMENT DETAIL
NTS
Richmond P
arkway
Blume Drive
Richmond P
arkway
Blume Drive
29’-6”
43’-0”
(E) Traffic light pole
Accent trees among
existing vegetation
3

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
PART 1 - GENERAL

1.00 Codes
A. It will be the responsibility of the successful bidder to meet any and all local, state and federal code requirements when fabricating and installing signs, to include ADA (Americans with Disabilities Act) requirements where applicable.

1.01 Questions
A. Requests for clarification may be addressed by telephone or in writing to:

Vallier Design Associates Inc.
210 Washington Ave. Suite G.

Point Richmond, CA. 94801
(000) 000-000

1.02 Substitutions
A. The successful Sign Contractor will be held to furnish, under Sign Contractor’s Lump-Sum Bid, all work as specified. All materials, paint colors, and articles of any kind necessary for the Work are subject to the approval of Architect and Owner. Approval shall be final and conclusive. Submission of a Bid shall be taken as prima fascia evidence of the bidder’s compliance with these instructions. Bidder must obtain prior ap- proval from Architect and Owner, at least 48 hours before Bid opening, for substitute materials or methods; approved substitutions shall be shared with other bidders. After execution of the contract, all substitutions shall be governed by the Specifications.

1.03 Coordination with Construction Manager
A. The Sign Contractor will coordinate placement of anchorage devices with templates for installing signs.

Coordinate installation of embedded anchorages, electrical connection receptacles and wall blocking or backing with Construction Manager, and install such anchorage devices, electrical connection receptacles and wall blocking or backing in advance of completion of finished surfaces.

1.04 Project Conditions
A. Weather Limitations: Proceed with installation only when existing and forecasted weather conditions permit installation of signs in exterior locations to be performed according to manufacturers’ written in- structions and warranty requirements.

B. Field Measurements: Verify recess openings by field measurements before fabrication and indicate measurements on Shop Drawings. Notify Owner/Architect of any major discrepancies between sign loca- tion plans and shop drawings when submitting shop drawings.

SIGNAGE SPECIFICATIONS:

PART 2 - GENERAL SPECIFICATIONS

2.01 General Requirements
A. Provide signage in accordance with requirements of the Hilltop District Gateway Signage Program Design Intent drawings and specifications as provided.

2.02 Design Requirements
A. Summary:

Work consists of fabrication and installation of signage, including subframing, connections, anchors, fas- teners, reinforcing, and other miscellaneous accessories necessary to complete work.

B. General:

Drawings and specifications are to convey design intent of the work. These documents should be used as the basis of shop drawings. Provide complete signage as described in the contract documents and specifications.

A typical layout for computer generated designs will be provided in a PDF format.

Contractor must demonstrate in-house ability to work with and execute final signs from the computer files provided.

C. Engineering:

Sign Contractor shall be wholly responsible for the structural engineering of the signs, if required, including all components and fasteners.

D. Code Conformance:

Contractor is to follow all City, County, Cal Trans and any additional municipality requirements necessary to complete the work herein. Contractor is responsible for all Traffic Control regulations.

F. Approvals:

Prior to fabrication of the signs, the Sign Contractor shall coordinate and obtain approvals by all municipalities having Jurisdiction providing full scale prints for stamped approvals.

In addition to submitting a set of layouts to the Code Officials for approval the Sign Contractor will also provide material samples to the Architect and Owner for approval.

Material samples to include vinyl, acrylic, LED, metal finish samples and paint finish samples.

The Contractor is to provide complete set of approved, stamped, and signed layouts (for each sign) for information to the Architect.

G. Revisions:

The Sign Contractor shall expect revisions to the message schedule and sign layouts throughout the proj- ect and incorporate the revisions as required.

H. Coordination:

Sign Contractor is wholly responsible for coordinating with other trades affected by work to assure perfor- mance in proper sequence. Furnish setting templates, layouts, anchors, fasteners, and built-in items as required to cause no delays.

2.03 Performance Requirements for Exterior Signage
A. Wind Loading Requirements:

Design, fabricate and install component parts of exterior signage so that the completed signage will with- stand the inward and outward pressures normal to the plane of the sign as required by Code.

B. Temperature Requirements:

Design, fabricate and install exterior signage component parts to provide for expansion and contraction over an ambient exterior temperature range and exterior metal surface temperature of –10 deg. F. through +180 deg. F. without buckling, sealed joint failure, component breakage, undue stress on members or anchors, and other detrimental effects.

C. Design Modifications:

Make design modifications of work shown only as may be necessary to meet performance requirements and coordinate the Work. Variations in details and materials which do not adversely affect appearance, durability or strength shall be submitted to the Architect for review. Maintain the general design concept without altering profiles and alignments shown.

2.04 Sign Item Numbers and Characteristics
A. Refer to Sign Type Identification on Sheet Index for Identification and Description of each sign type.

2.05 Time of Completion
A. Sign Contractor shall complete all work in accordance with scheduled milestones. All activities shall be sequenced to coordinate with field progress. In providing a bid response, it is assumed that Sign Contrac- tor agrees to follow Project Schedule as provided in bid solicitation documents. This includes any adjust- ing and cleaning necessary resulting from the site installation E. Artwork:

Based on the typical layouts provided herein,
The Sign Contractor will be responsible for producing the remainder of the Shop Details.

The Sign Contractor shall make revisions to the layout/artwork for all of the code signs as required until the layouts are approved and to the satisfaction of the Owner and Architect.

2.06 References
A. 2007 California Building Code (CBC).

B “Americans with Disabilities Act of 1990” (ADA) with amendments.

C. California Code of Regulations, Title 24
D. National Association of Architectural Metal Manufacturers (NAAMM) “Metal Finishes Manual.” E. American Welding Society (AWS) - AWS D1.1 “Structural Welding Code, Steel,” and AWS D1.2 “Structural Welding Code, Aluminum”.

F. Underwriters Laboratories Inc. (UL) - Standards for Safety, UL Publication 48 “Electric Signs.” G. Industrial Fasteners Institute (IFI) “Fastener Standards Book.” H. The Society for Protective Coatings (SSPC)
SSPC “Steel Structures Painting Manual, Volume 2, Systems and Specifications”.

2.07 Submittals by Sign Contractors
A. Schedules
Sign Contractor to provide schedules of shop drawings, submittal dates, and installation dates to meet the project completion deadlines for the project. Allow ten (10) working days for Architect and Owner to review and approve shop drawings and samples.

B. Shop Drawings
Provided by Sign Contractor & licensed Structural Engineer. Furnish elevations, details of fabrication and erection, including all materials, shapes, dimensions, finishes, anchorage, and method of connections.

Show proper letter spacing and dimensions of letter heights. Submit per schedule, for approval. Provide two (2) prints of each drawing: deliver one (1) set to the Architect and one (1) set to the Owner directly.

C. Color and Material Samples
Submit samples as indicated. Submit per schedule, for approval. Pro- vide two (2) sets of non-returnable samples of all materials, colors, and finishes as specified: deliver one (1) set to the Architect and one (1) set to the Owner directly.

C. Color and Material Samples
Submit samples as indicated. Submit per schedule, for approval. Pro- vide two (2) sets of non-returnable samples of all materials, colors, and finishes as specified: deliver one (1) set to the Architect and one (1) set to the Owner directly.

D. Patterns and Lettering
Submit for approval scaled proof of each sign layout on 11 x 17 paper. Layout must be represented using exact typeface and letterspacing as specified in colors indicated on Details. Layouts to be reviewed and approved by the Architect prior to fabrication.

E. Extra Materials
Deliver to Owner in manufacturer’s original packaging and store at the project site where directed.

E.1 Provide two (2) replacement low voltage LED transformers of each type and size used in the illumi- nated sign units.

F. Supplementary Product Literature
Submit for information. As requested, furnish within seven (7) days of request, manufacturer’s literature describing the general properties of each product to be used in the Work.

2.08 Permits by Sign Contractor
A. Sign Contractor shall make all submittals for permits; assisted by Owner’s Construction Manager and shall be responsible for paying all fees, making adjustments as required, or any task necessary for obtain- ing local building and installation Sign Permits for the proper execution of the work.

2.09 Quality Assurance
A. Mock-ups
Provide complete mock-up or samples of each and any sign type requested for review.

Refer to sign drawings for further information. Utilize the same materials including lighting and installation methods in the mock-up as intended for the final Work. Schedule the installation so that the mock-up may be examined for day time and night time review, and any necessary adjustments made, prior to commencing fabrication of the final Work. Replace unsatisfactory items as directed. When ac- cepted, mock-up shall serve as the standard for materials, workmanship, and appearance for such Work throughout the project.

B. Work-In-Progress Approvals
Provide work-in-progress sign elements for review. Scheduled or unscheduled viewings at the Shop or Factory may be initiated as deemed necessary to ensure continued quality control and make any adjust- ments required during fabrication. Unsatisfactory items are to be corrected by the Sign Contractor as directed.

C. Regulatory Requirements
Comply with applicable requirements of the laws, codes, ordinances and regulations of Federal, State and Municipal authorities having jurisdiction. Obtain necessary approvals and permits from all such authorities as required.

D. Markings and Labels
Locate markings, labels, manufacturer names and other identifications so as to be concealed from public view and as acceptable by the Owner/Architect.

E. Final Location of Signs
The location of signs as shown on Sign Location Plans is for general reference only and in some cases is not representative of the exact final location. Final locations of signs shall be field located in coordination with Sign Contractor and Architect at the site. Sign Contractor shall arrange for meetings at the site to ac- commodate direction of final locations according to project schedule.

F. Lettering
The Sign Contractor shall be responsible for the quality control of all lettering. All letterforms shall be crisp, sharp, free of nicks, ragged edges and discontinuous curves. All lettering shall conform to approved type- face, weight and letterspacing. No substitutions of typeface foundry, brand or version or implementation technique will be accepted without prior approval.

F.1 Cut Graphics
All cutting and routing shall be executed in such a manner that all edges and corners of finished letter- forms are true and clean. Letterforms with rounded positive or negative corners, nicked, cut, or ragged edges, etc., will not be accepted. All letterforms shall be so aligned as to maintain a baseline parallel to the sign format. Margins must be maintained as specified in drawings. 4

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
F.2 Waterjet Cut Letters and Numbers:

Waterjet cut letters and numbers from solid plate material of thickness shown. Produce precisely cut char- acters with square cut, smooth edges. Comply with requirements shown for finish, style, and size.

Where waterjet cut graphics are to be incorporated into architectural surfaces, the Sign Contractor shall coordinate with other trades as required.

G. Quality of Workmanship
The Sign Contractor shall be responsible for the quality of all materials and workmanship required for the execution of this contract including materials and workmanship of any firm or individual who act as Sign Contractor’s subcontractor. All work under this contract shall be performed by skilled craftsmen under supervision of trained foremen, experienced in the trade of craft required to accomplish the Work and produce a product of high quality. Sign Contractor shall be responsible for providing up-to-date drawings, specifications, graphic schedule, etc., to all sub-contractors.

SIGNAGE SPECIFICATIONS, CONTINUED:

H. Dimensions
Written dimensions on drawings shall have precedence over scaled dimensions. Sign Contractor shall verify and be responsible for all dimensions and conditions shown by these drawings. Shop details must be approved prior to fabrication.

I. Discrepancies
The Owners Construction Manager shall be notified by the Sign Contractor of any discrepancies in the drawings or graphic message schedule, in field dimensions or conditions and/or changes required in con- struction details.

J. Rights to Design
Sign Contractor may not manufacture, reproduce, or exhibit these designs, or modify them for any other purpose outside of this current contract without written approval from the Architect and the Owner.

2.10 Warranty
A. Signing Warranty
Submit to Owner for Owner’s documentation, a 5-year written warranty (effective the date of final accep- tance) covering all signs. Warranties to be signed by the Sign Contractor and Installer, agreeing to repair or replace Work which has failed as a result of defects in materials or workmanship or installation. Upon notification of such defects, within the warranty period, make necessary repairs or replacement at the convenience of Owner.

B. Linear Polyurethane Paint Factory Finish Warranty
Submit to Construction Manager for Owner’s documentation. Furnish 5-year written warranty, warranting that the factory-applied linear polyurethane finishes will not develop excessive fading or excessive non uniformity of color or shade, and will not crack, peel, pit, corrode or otherwise fail as a result of defects in materials or workmanship within the following defined limits. Upon notification of such defects, within the warranty period, make necessary repairs or replacement at the convenience of Owner.

B.1 “Excessive Fading”
A change in appearance which is perceptible and objectionable as determined when visually compared with the original color range standards.

B.2 “Excessive Non-Uniformity”
Non-uniform fading to the extent that adjacent panels have a color difference greater than the original ac- ceptable range of color.

B.3 “Will Not Pit or Otherwise Corrode”
No pitting or other type of corrosion, discernible from a distance of 10 feet (3m), resulting from the natural elements in the atmosphere at the project site.

2.11 Maintenance
A. Maintenance and Operating Cut Sheets
Submit 2 copies to Owner for Owner’s documentation and 1 copy for the Architects documentation. Furnish complete cut sheets describing the materials, devices and procedures to be followed in operating, clean- ing and maintaining the Work. Include manufacturers’ brochures and parts lists describing the actual materials used in the Work, including metal alloys, finishes, electrical components and other major compo- nents. Assemble cut sheets for component parts into single folders/packages identified for each system.

PART 3 - PRODUCTS & EXECUTION

3.01 Sign Materials
A. Adhesives
Silicone adhesive, Epoxy adhesive, tape adhesive, glues shall be of all high-performance grade.

Failure of any adhesives shall be corrected in immediately by the contractor.

B. All Specified Metals
B.1 Aluminum
Aluminum shall be suitable for ornamental, architectural work. Surface finish shall be smooth, free of extrusion marks or imperfections. Alloy shall be selected to meet the structural requirements of the specific application.

B.2 Stainless Steel
A. AISI Type 316 for all components.Finish as indicated on Details B. Plate and Sheet: ASTM A666. Stretcher level sheets and plates.

C. Bar Stock: ASTM A276.

D. Cable: Cable Assembly as indicated on drawings. Provide complete assembly, including fittings.

C. Acrylic Sheet Plastic
Use Plexiglas II as manufactured by Rohm and Haas Co., or equal. Thickness shall be as indicated on drawings. Contractor shall provide color and finish samples of all plastics for approval before fabrication; no substitution in color, thickness, or finish of plastics will be accepted without written approval. All plastics shall be of uniform color, translucence and illumination, as supplied by manufacturer. Any exposed edges of acrylic shall be finished so as no tooling marks are visible.

D. Fasteners
Bolts, nuts, screws, washers, anchors and other devices required to complete the work shall be concealed where possible, except that no hardware shall be visible on sign faces. Same basic metal or alloy as the metal fastened, and finished to match in color and texture. Stainless steel 300 series alloy where used to join dissimilar materials.

E. Hardware/Hinges
Provide and install all incidental hardware necessary for the proper functioning of the signs, including but not restricted to materials and products covered in this section. Provide stainless steel hinges for all hinged access panels. Provide stainless steel fasteners for assembling ferrous and non-ferrous metals.

F. Welding Electrodes and Filler Metal
Provide the alloy and type required for strength, workability, compatibility and color match after grinding smooth and finishing the fabricated product.

3.02 Electrical Components
A. Electrical Wiring and Equipment
Provide and install electrical materials such as ballasts, transformers, lamps, sockets, LED units, connec- tors, and all other equipment which shall be new and shall be approved by Underwriters Laboratories, Inc.

The assembly of all components within the illuminated signs shall conform to all standards of Underwriters Laboratories, Inc. as published in the latest edition of “Standards for Sign Safety” and all illuminated signs shall bear the U.L. label. All wiring and equipment shall be concealed within the sign structure.

B. Conduit and Devices
Provide Rigid steel conduit, junction boxes and associated devices in accordance with applicable codes as required.

C. Wiring
Minimum #12 AWG copper. High tension wiring shall not be less than GTO 15 wire as manufactured by Carol Cable company or approved equal. All wiring shall be AWM 90 0 centigrade 1000 volt TW/MTW U.L. file no. 18971. Wiring connectors for wire splicing shall be U.L. approved 1000 volt capacity. They shall be Scotch Lock type Y or R or equal. All splices shall be placed as to easily access for inspection.

D. Transformers
As required for internally illuminated LED cabinet signs, in quantity and arrangement as recommended by transformer manufacturer; accessible for maintenance in weather-tight enclosure.

E. Disconnect Switch
Where required, all signs or sign components with electrical service shall be equipped with an approved external disconnect switch with circuits and capacity to control all primary wiring within the sign. Finish ex- posed disconnect switch to match sign cabinet finish. Location of switch must be shown on shop drawings and is subject to approval.

F. Illumination
All signs with LED fixtures shall utilize 2700K and 4500K white LED strip lighting units at the length and placement necessary to provide even illumination without light leaks or hot spots. All LED fixtures and transformers shall be provided by the Sign Contractor. Provide removable sign faces, with concealed hardware wherever possible. Conduit wiring and electrical equipment from the field electrical connection to any part of the sign and within the sign shall be provided by the Sign Contractor.

G. Ventilation
While maintaining a proper weather seal, provide for sufficient ventilation of sign components to prevent overheating or warpage; allowing for color of sign, mounting surface, climate conditions, etc. In providing for ventilation, protect sign from elements (rain, wind, debris, etc.) that might cause operational or cleaning problems. Signs/cabinets with light leaks will not be accepted.

3.03 Finishing Materials
A. Linear Polyurethane Coatings
Provide the following, or other products as acceptable:

A.1 Acrylic Linear Polyurethane Enamel
Two components, acrylic aliphatic isocyanate/acrylic polyurethane having ultraviolet (UV) inhibitors and engineered for exterior application by Matthews Paint Company or approved equal.

A.2 Primer for Aluminum
Two part component primer: One-coat Matthews 74-734 and 74-735 Metal Pretreat at .25 mils dry film thickness or one-coat Matthews 74-793 Spray Bond at .15 to .25 mils dry film thickness or Wyandotte/ AKZO Grip-Guard Wash Primer (2Afy-31284) with Grip-Guard Wash Primer Hardener (10AFK-31285) combined and applied per manufacturer’s specifications or approved equal (primer) for the application of the pre-approved and pre-formulated paint system.

B. Vinyl Die-Cut and Pattern Cut-out Graphics
B.1. Use Scotchlite Reflective self adhesive vinyl film manufactured by 3M Company, where specified.

B.2 Use translucent self adhesive vinyl film manufactured by 3M Company, or others as acceptable, where specified. Colors as indicated on G0.10.

B.3 Use opaque self adhesive vinyl film manufactured by 3M Company, or others as acceptable, where specified. Colors as indicated on G0.10.

C. Paint:

Provide primer and finish paint as supplied by a single manufacturer for the entire project.

Acrylic Latex Paint: Fast-drying paint containing pigment suspended in an acrylic polymer emulsion. Abil- ity to be diluted with water, but water-resistant when dry. Provide compatible finish coats of paint. Apply primer to respective dry film mil thickness specified or as recommended by the manufacturer. Confirm that Acrylic Latex Paint selected will be compatible when applied over existing paints and on concrete.

3.04 Fabrication of Signs and Supports
A. General
Provide custom manufactured sign assemblies, components completely fabricated and finished at factory before delivery to site. Construct to accurate detail and dimensions as shown and as reviewed on shop drawings. Fit and assemble the Work at shop to the greatest extent possible, and mark the components as required to facilitate assembly during installation. Exposed fasteners on finished faces will not be allowed, unless specifically indicated. Waviness and oil canning of surfaces is not acceptable. Minimum material thickness is to be 0.090 inches. Conceal wiring, conduct and other electrical items within sign enclosures.

B. Lettering
Cut and route in a manner to produce true and clean edges and corners of finished letterforms. Letter- forms having rounded positive or negative corners, nicked, cut, or ragged edges are not acceptable. Align letter forms to maintain a baseline parallel to the sign format. Maintain margins as indicated on Drawings.

C. Seams and Joints
Provide sign faces complete without material joints. Added joints in other sign components shall be ground filled and finished flush and smooth with adjacent work. Such seams shall be invisible after final finish has been applied. Spot welded joints shall not be visible on exterior of signs after final finish has been applied. No gaps, light leaks, waves, or oil canning will be permitted in work.

D. Metal Signs and Supports
Fabricate exposed surfaces uniformly flat and smooth, without distortion, pitting, or other blemishes. Form exposed metal edges to a smooth radius. Permanently bond the laminated metal components and honey- comb core with adhesive or sealant in accordance with product manufacturer’s recommendations. Grind exposed welds and rough areas to make flush with adjacent smooth surfaces. 5

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
SIGNAGE SPECIFICATIONS, CONTINUED:

D.1 Welding
Make welds continuous. Comply with American Welding Society, Aluminum Association, and copper De- velopment Association standards for the type of metal.

D.2 Fasteners
Use exposed fasteners only where indicated. Perform drilling and tapping at shop.

D.3 Dissimilar Materials
Where metal surfaces will be in contact with dissimilar materials, coat the surfaces with epoxy paint or plate with zinc chromate, or provide other means of dielectric separation as recommended by manufac- turer to prevent galvanic corrosion.

D4. Water-jet Cutting
Computer controlled, pressurized, needle thin stream of water mixed with abrasive particles of garnet; exerting 50,000 psi on cutting area with no pressure or heat on material surrounding the cut. Process shall provide accurately cut parts with precise corners and perfectly aligned angles. Water-jet cut parts from solid plate and bar material, with square cut, smooth edges.

D5 Tolerances:

Variation From Dimension: Not more than 1/32 in. variation in height or length.

Variation From Flatness: Measure slope of surface of surface of any point; do not exceed 1/8 in. in 3 ft.

D6 Finish
Apply mechanical finish to each stainless steel sign component after forming, assembly, and welding.

D7 Reinforcing
Reinforce members and joints with structural shapes and plates in concealed locations, as necessary for dequate strength and rigidity.

E. Hardware
Provide all incidental hardware necessary for the proper functioning of signs. External hardware shall conform to the external appearance of the sign.

F. Supports and Internal Structural
Sign Contractor shall provide engineered sign supports where required and to meet requirements of ap- plicable building codes.

3.05 Shop Application of Sign Finishes
A. General
Provide the letters, numerals, symbols, and other graphics markings, using the finish materials shown on drawings. Apply the graphics neatly, uniformly proportioned and spaced, and accurate within the dimen- sions indicated. Prepare the substrate surfaces and apply finish materials in accordance with manufactur- ers’ instructions.

B. Metal Finishes
Remove scratches, abrasions, dents and other blemishes before applying finish.

C. Linear Polyurethane Finishes
Clean the surfaces as required for proper adhesion of coatings. Use 3M Co. “Scotch Brite” pads with cleanser and water, and/or chemically treat as recommended by paint manufacturer to remove deleterious film or residue.

C.1 Linear Polyurethane Paint
Provide pretreatment and primer in accordance with manufacturer’s recommendation. Add ultra violet inhibitors to paint subject to sunlight exposure.

C.2 Clear Linear Polyurethane Finish
Provide pretreatment, primer, and matte or semi-gloss finish coatings in accordance with manufacturer’s recommendations. Apply 1.5 to 2.0 mils (0.0375 to 0.050 mm) dry film thickness.

3.06 Graphic Application
A. Preparation
Surfaces to receive the graphic markings shall be clean, dry, and otherwise made ready for application of the materials. Accurately measure and lay out the required marking configurations as indicated on draw- ings.

.

B. Vinyl Die-cut and Pattern-cut Graphics
Use pressure sensitive, non-yellowing, non-peeling and weather resistant vinyl adhesive letters or images, custom color silkscreened as required, die cut from ScotchLite as manufactured by 3M company. Apply in strict accordance with manufacturer’s instructions. Make uniformly smooth and free from bubbles, wrin- kles, stretching and blemishes.

PART 4 - INSTALLATION & APPROVAL

4.01 Examination
A. Verification of Conditions
Sign Contractor must examine the areas to receive the Work and the conditions under which the Work would be performed. Contractor shall remedy conditions detrimental to the proper and timely completion of the Work. Do not proceed until unsatisfactory conditions have been corrected.

B. A pre-installation meeting will be held with the Architect, Owner, Sign Contractor and Installer to mutually agree on all installation details, placement, etc.

4.02 Installation of Signs
A. General
Complete installation shall be in accordance with manufacturers’ printed instructions and accepted shop drawings, to produce Work complying with the Contract Documents. The Sign Contractor will be respon- sible for daily clean-up of signs and their areas of work.

B. Union Labor Requirement
Confirm with Construction Manager whether all tradesmen and installers performing Work on site must be union-certified. If required, the Sign Contractor shall be responsible for adherence to all union standards and conditions as required. The Sign Contractor to provide documentation to Owner and Construction Manager on request.

C. Erection of Signs
Set and attach the Work accurately in location, alignment and elevation, plumb, level and true, as mea- sured from established reference points and from other Work already in place. Fit components accurately together to form tight joints and secure connections. Coordinate, through the Construction Manager and Architect with other trades and make connections of illuminated signs to electrical service. Test illuminated sign components and adjust operation for proper performance.

4.03 Adjusting
A. Neatly repair minor blemishes or marring on finished surfaces so that repairs are imperceptible. Com- pletely replace components having permanent non-removable scratches, stains, or other defacement.

4.04 Cleaning
A. Upon completion of the Work, remove unused materials, debris, containers, footing forms and equip- ment from the project site. Remove protective coverings and clean the exposed surfaces of the Work to remove dirt, stains and other substances, by methods as recommended by manufacturers. 6

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
43’-0” (radiused artwork shown as flat)
1’-0”8½”
11’-½” 25’-11¼” 6’-¼”
6’-0”
3’-2¼”
1 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN
One unit required Scale: ¼” = 1’-0”
4 3
2 1. Existing retaining wall to have recessed copy filled and be replastered.

2. 3/16” thick corten steel cabinet cladding.

3. Perforated corten steel panel backed by translucent white Lexan with colored vinyl overlay.

Internal illumination provided by 2700K white LED modules mounted on equal centers for even lighting.

4. Cabinet face to be water-jet cut and backed by 3/16” thick translucent Ivory acrylic plastic #2146.

Internal illumination provided by 4500K white LED modules mounted on equal centers for even lighting. 9½”
6’-11¼” 27’-4½” 1
7 12” 12” 12”
12”12”

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
81 SIGN #4 - SECTION
Scale: 3/8” = 1’-0”
6’-0”
1’-0”
12” 12” 12”
12”12”
EQEQ

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
43’-0” (radiused artwork shown as flat)
14’-4” section #1
6’-0”
3’-2¼”
1 SIGN #4.2 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN
One unit required Scale: ¼” = 1’-0”
2 4
9 14’-4” section #2 14’-4” section #3
1’-6” 9’-10” 3’-0” 3’-0” 3’-0” 3’-0” 1’-6”9’-10”8’-10”

1. Existing retaining wall.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 2” steel square tube frame welded at all intersections.

5. 3/16” thick corten steel cabinet cladding. Face to have water-jet cut copy.

6. Perforated corten steel.

7. Dedicated 120v primary electrical circuit by others. 3 1
6 7
PERFORATED CORTEN (1:1)
.11 gauge thickness
.500” holes
.687” stagger
48% open area
1’-6” 1’-6” 1’-6” 1’-6” 1’-6” 1’-6”
7’-1”
6”
5 12” 12” 12”
12”12”

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
10 1 Scale: ¾” = 1’-0”
SIGN #4.2 - SECTION

1. Existing retaining wall.

2. Existing recessed copy to be filled prior to application of new plaster.

3. Applied new project plaster

4. Poured in place consolidated concrete footing. f’c = 2,500 psi

5. 4” diameter x .237 wall steel round pipe upright support.

6. Steel angle for frame to upright support attachment.

7. ½” diameter galvanized steel through bolt frame to support attachment.

8. 2” steel square tube frame welded at all intersections.

9. 3/16” thick corten steel cabinet cladding. Face to have water-jet cut copy.

10. .11 gauge perforated corten steel.

11. Translucent white Lexan with 3M Sunflower 3630-25 translucent vinyl overlay.

12. Brake-formed aluminum pan for housing LED modules. Interior to be painted white.

13. 2700K White LED modules mounted on equal centers for even lighting (for perforated corten). (Design alternate: Dimmable LEDs and related components).

14. 3/16” thick translucent Ivory acrylic plastic #2146.

15. 4500K White LED modules mounted on equal centers for even lighting (for letters). (Design alternate: Dimmable LEDs and related components).

16. UL listed LED power supply.

17. Disconnect switch in primary electrical circuit.

18. Dedicated primary electrical circuit provided by others.

Circuit to be on either a timer or photocell for operation.

19. .090” aluminum cabinet back with powder coat finish. Backs to be removable for installation and service. Secure to cabinet framework via countersunk #10 tamper-proof flathead screws. * Photocel unit to be integrated into electrical circuit. 1 2
3 6
71’-0”
8 9
10 11
19 12
13 14
15 18
16 16
6’-0”

FIELD PATTERN OF RADIUS

REQUIRED

PRIOR TO MANUFACTURE
1’-6”
1 2
3 4
5 12
17

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
14’-4” (radiused artwork shown as flat)
3’-2¼”
1’-7¼”
1’-7”
5’-8¼”
2’-8¼”
3’-0”
1 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN FRAMING DETAIL - FRONT, LEFT SIDE One unit required Scale: ¾” = 1’-0”

1. Earthen infill between retaining walls.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 3” x 5” x .250” wall steel angle.

5. 2” steel square tube frame welded at all intersections.

6. ½” diameter galvanized steel through bolt connection.

7. 3/16” thick corten steel cabinet cladding. Face to have water-jet cut copy.

8. Perforated corten steel.
2 3
1 4
5 6
7 8
11

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
12 14’-4” (radiused artwork shown as flat)
3’-2¼”
1’-7¼”
1’-7”
5’-8¼”
2’-8¼”
3’-0”
2 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN FRAMING DETAIL - REAR, LEFT SIDE One unit required Scale: ¾” = 1’-0”

1. Earthen infill between retaining walls.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 3” x 5” x .250” wall steel angle.

5. 2” steel square tube frame welded at all intersections.

6. ½” diameter galvanized steel through bolt connection.

7. .090” aluminum cabinet back with powder coat finish secured to cabinet framing via countersunk #10 tamper-proof flathead screws. 2 3
1 4
5 6
2’-6”2’-6”2’-6”2’-6”2’-6”1’-10”

CL CL CL CL CL
7

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
3 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN FRAMING DETAIL - FRONT, CENTER One unit required Scale: ¾” = 1’-0”

1. Earthen infill between retaining walls.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 3” x 5” x .250” wall steel angle.

5. 2” steel square tube frame welded at all intersections.

6. ½” diameter galvanized steel through bolt connection.

7. 3/16” thick corten steel cabinet cladding. Face to have water-jet cut copy.

8. Perforated corten steel.
14’-4” (radiused artwork shown as flat)
5’-8¼”
2’-8¼”
3’-0”
5’-8¼”
2’-8¼”
3’-0”
5’-11 13/16”
2 3
1 4
6 5
7 8
13

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
14 4 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN FRAMING DETAIL - REAR, CENTER One unit required Scale: ¾” = 1’-0”
14’-4” (radiused artwork shown as flat)
5’-8¼”
2’-8¼”
3’-0”
5’-8¼”
2’-8¼”
3’-0”
5’-11 13/16”
2 3
1 4
6 5

1. Earthen infill between retaining walls.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 3” x 5” x .250” wall steel angle.

5. 2” steel square tube frame welded at all intersections.

6. ½” diameter galvanized steel through bolt connection.

7. .090” aluminum cabinet back with powder coat finish secured to cabinet framing via countersunk #10 tamper-proof flathead screws. 2’-2” 2’-6” 2’-6” 2’-6” 2’-6” 2’-2”

CL CL CL CL CL
7

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
14’-4” (radiused artwork shown as flat)
5 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN FRAMING DETAIL - FRONT, RIGHT SIDE One unit required Scale: ¾” = 1’-0”

1. Earthen infill between retaining walls.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 3” x 5” x .250” wall steel angle.

5. 2” steel square tube frame welded at all intersections.

6. ½” diameter galvanized steel through bolt connection.

7. 3/16” thick corten steel cabinet cladding. Face to have water-jet cut copy.

8. Perforated corten steel.
2 3
1 5’-8¼”
2’-8¼”
3’-0”
1’-10¼”
1’-4”
3’-2¼”
6 5
4 7
8 15

Page: of 16
2022
This is an original, unpublished drawing created by
MCiD. It is submitted for your approval and is not to
be shown to anyone outside your organization,
reproduced or copied in any fashion. Ownership of
this design and authorization to use this design must
be obtained by MCiD.

Project:

Address:

City of Richmond Gateway Signage
Various sites
Richmond, California
3941 Park Drive, Suite 20-516
El Dorado Hills, California 95762
[email protected]

GRAPHIC DESIGN & CONSTRUCTION DOCUMENTS FOR THE SIGN INDUSTRY Date: May 31, 2020 Designer: Miguel Reiman
16 14’-4” (radiused artwork shown as flat)
3’-2¼”
1’-7¼”
1’-7”
5’-8¼”
2’-8¼”
3’-0”
6 SIGN #4 - INTERNALLY ILLUMINATED S/F MONUMENT SIGN FRAMING DETAIL - REAR, RIGHT SIDE One unit required Scale: ¾” = 1’-0”

1. Earthen infill between retaining walls.

2. Poured in place consolidated concrete footing. f’c = 2,500 psi

3. 4” diameter x .237” wall steel round pipe upright support.

4. 3” x 5” x .250” wall steel angle.

5. 2” steel square tube frame welded at all intersections.

6. ½” diameter galvanized steel through bolt connection.

7. .090” aluminum cabinet back with powder coat finish secured to cabinet framing via countersunk #10 tamper-proof flathead screws. 2 3
1 4
5 6
2’-6” 2’-6” 2’-6” 2’-6” 2’-6” 1’-10”

CLCLCLCLCL
7

December 6, 2022

Finance Department

DATE: December 6, 2022
TO: Mayor Butt and Members of the City Council
FROM: Shasa Curl, City Manager
Nickie Mastay, Deputy City Manager
Delmy Cuellar, Director of Finance
Mubeen Qader, Budget Administrator
SUBJECT: Fiscal Year 2021-2022 Year-End Clean-Up
FINANCIAL IMPACT: The financial impact to the General Fund under Option 1 is $6,668,816 and Non-General Funds is $4,825,437.

Financial impact under option 2 to the General Fund is
$7,636,868 and Non-General Fund is $1,111,363.

PREVIOUS COUNCIL
ACTION:

June 29, 2021, October 26, 2021, January 25, 2022,
February 1, 2022, February 15, 2022, March 1, 2022,
March 22, 2022, October 18, 2022

STATEMENT OF THE
ISSUE:

As part of the FY 2021-2022 fiscal close, City Council
approval is requested before using the Operating Surplus to clear the historic negative cash in non-general fund accounts.

RECOMMENDED ACTION:

DISCUSS and DIRECT City staff about the use of the
estimated Operating Surplus to clear the negative cash
and other administrative budget adjustments listed in the attached resolution – Finance Department (Shasa
Curl/Nickie Mastay/Delmy Cuellar 510-620-6790).

Disclaimer: The amounts in this staff report are preliminary estimates and are subject to change. The goal of this staff report is to inform the City Council regarding the year-end activities and receive approval for the year-end actions to better position the City of Richmond financially.

AGENDA
REPORT

December 6, 2022

BACKGROUND:

On October 18, 2022, City staff proposed clearing of negative cash from Fund 1051- Engineering Cost Recovery, Fund 4006-Stormwater, Fund 6999-Payroll Liabilities, and transfer to Fund 4501-Richmond Housing Authority (RHA) Administration from the estimated FY 2021-22 General Fund operating surplus. City staff also proposed to transfer 50 percent of the remaining surplus into Other Post-Employment Benefits (OPEB) 115 trust totaling $6,102,459. In addition, City staff presented several administrative budget adjustments in the proposed resolution and the release of General Fund commitments and assignments to the Unassigned Fund Balance. After discussion during the City Council meeting, the proposed resolution was amended to only approve the $6,102,459 transfer into the OPEB 115 trust and release of commitments and assignments. The City Council directed City staff to provide analysis before the City Council could decide about clearing the negative cash from the General Fund operating surplus. This agenda item provides additional detail regarding the funds with negative cash balances and proposes two options to clear those fund balances.

DISCUSSION:

In conjunction with the annual audit, the year-end clean-up is the process of making necessary adjustments to the budget, actual revenues and actual expenditures, and changes to the fund balance prior to the official closing of the fiscal year and issuance of the Annual Comprehensive Financial Report (ACFR). Adjustments are determined by thorough analysis of the budget and actual activity that has occurred over the fiscal year. This is to ensure that year-end financial results are accurately represented in the ACFR and City Council approval is acquired before using Operating Surplus to clear the historic negative cash in non-general funds.

The staff report also discusses several negative cash clearing items which accumulated over many years. City staff have initiated a detailed Quarterly Budget Review process with each department to monitor all funds’ revenue and expenditures. City staff believe that the current review process will address any potential negative funds proactively and the chances of having similar situation of accumulated negative cash fund balances are slim in future given the additional due diligence in progress.

General Fund: Revenues & Expenditure
The FY 2021-22 General Fund is estimated to have an operating surplus of $27,041,113 due to revenues exceeding the estimated projections and expenditures coming in lower than budgeted. Total revenues are estimated to exceed earlier projections by 6 percent due to better-than-expected property taxes, sales and use tax, utility user tax, and other taxes. Total expenditures are below budget by 10 percent.

Major source of the positive variance are salary and benefits, professional services, and operating transfers out. Table 1 below shows unaudited preliminary FY2021-22 revenue and expenditure amounts (subject to change). Table 1: FY 2021-22 Revenue and Expenditure (Unaudited Preliminary Amounts, Subject to Change).

December 6, 2022

Negative Cash
There are several funds with negative cash balances; however, many funds are expected to recover from the negative cash balances in future years, while other fund balances are not expected to recover. As mentioned above, the General Fund is estimated to end FY 2021-2022 with an operating surplus of $27,041,113. This is an

December 6, 2022
opportunity to cure some of historic negative cash balances in other funds and to make budgetary adjustments. The City staff is requesting to use part of the estimated General Fund surplus balance from FY 2021-2022 to clear out negative cash balances in the funds below:

 Fund 1051-Engineering Cost Recovery: This fund is currently inactive, but incurred deficit spending between the years of 2014 through 2019, which totaled $3,489,599. The major revenue source for the fund was Charge for Services which captured reimbursement of staff costs from capital projects and grants.

Another source of revenue were receipts from licenses, permits, and fees. These two revenue sources were never able to cover the operating expenditures in the fund which resulted in negative cash. Effective FY 2020-2021, the City Council approved a reclass of this activity to be tracked in the General Fund. There has not been any activity in the fund in the last two fiscal years. Table 2 shows revenue and expenditures for Fund 1051 from FY 2015 through FY 2022.

Table 2: Fund 1051-Engineering Cost Recovery History

 Fund 4006-Stormwater: The fund has significant liability due to an advance payment from the Risk Management Reserve Fund (Fund 5003) for $2,654,027.

Richmond’s stormwater tax rate has not been sufficient to cover the operating expenditures in the program and a rate increase requires voter approval. The advance payment liability has been growing annually due to interest accrual per the original agreement. Although Fund 4006 has been gradually improving due to a strict control on expenditures, it is not likely that the fund will be able to pay-off the loan from the Risk Management fund. Another possible solution is to have a stormwater rate increase which would require voter approval and will take years to implement. City Public Works staff are preparing a request for proposal to 2015 2016 2017 2018 2019 2020 2021 2022 Cumulative
Beginning Cash Balance (1,388,382) (2,002,925) (2,069,399) (2,212,446) (2,298,974) (2,959,041) (2,980,633) (2,910,905) 1,584,835 Character Code Description
LICENSES PRMITS&FEES 470,879 59,457 74,424 20,632 21,920 7,036 - - 1,213,130 USE OF MONEY&PROPRTY - - - - - - - - 3,417 CHARGES FOR SERVICES 457,798 603,336 156,802 189,400 278,021 388,687 - - 3,147,250 OTHER REVENUE 5,950 4,664 - 45,357 - - - - 71,527 SALARIES AND WAGES (790,304) (521,255) (347,725) (422,700) (420,499) (346,123) - - (3,810,502) PYRLL/FRINGE BENEFIT (389,099) (239,157) (290,201) (247,461) (274,561) (231,998) - - (2,114,159) PROF & ADMIN (49,423) (61,515) (118,723) (148,046) (150,801) (89,564) - - (673,057) OTHER OPERATING (7,442) (3,986) (4,558) (34,535) 31,346 (45,598) - - (76,957) UTILITIES (4,349) (3,661) (2,699) (2,599) (5,269) (6,380) - - (31,292) EQPT & CONTRACT SVCS (1,594) - - - (35,040) - - - (62,529) COST POOL (1,745,823) (1,220,576) (931,392) (639,272) (793,735) (742,934) - - (7,859,824) ASSET/CAPITAL OUTLAY - - (27) (1,250) - - - - 22,750 OPER XFERS IN 1,408,129 1,320,576 1,272,049 1,084,897 756,583 1,028,209 - - 7,653,942 OPER XFERS OUT - - - (1,968,161) Revenues over (under) expenditures (645,278) (62,117) (192,050) (155,577) (592,035) (38,664) - - (4,484,467) Change in receivables (collections) 2,375 18,835 (1,025) 33,037 (33,537) 40,936 360 500 60,250 Change in payables and deposits
(disbursements) 28,360 (23,192) 50,028 36,013 (34,496) (23,864) 69,368 55,408 (15,615) Sewer bonds/customer deposits (634,603)
Ending Cash Balance (2,002,925) (2,069,399) (2,212,446) (2,298,974) (2,959,041) (2,980,633) (2,910,905) (2,854,997) (3,489,599)

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commence with the analysis and community engagement required for a potential Stormwater rate increase. A Professional Services item will be brought to the City Council for discussion in early 2023.

 Fund 4501-Richmond Housing Authority (RHA) Administration: The City acquired a building on 360 S. 27th Street from RHA and as part of the repayment agreement dated January 25, 2022 (Resolution 21-53), the City has agreed to transfer $307,650 equivalent to fair market value for the building to RHA.

 Fund 6999-Payroll Liabilities: Payroll related charges are tracked in this fund.

When the City was administering flexible spending account in-house, the activity was tracked in this fund between the FY 2009-2010 and FY 2013-2014. The balance is the remaining charges that could not be cleared when the program was outsourced to a provider. The charges belong to many different funds; however, about half the total amount is due to General Fund related payroll amounts. City staff members recommend reclassing the entire balance of $104,908 to General Fund. The table 3 below shows the breakdown of the activity adding up to $104,908.10.

Table 3: Payroll Liabilities Recommended to be Cleared

Options for Clearing Negative Fund Balances
Based on the information provided above, City staff propose the following two options for clearing the negative fund balances:

 Option 1 (City Staff Recommendation): Clear all the four line-items (Funds 1051, 4006, 4501 and 6999) in the total amount of $6,556,184 and avoid a potential audit finding. This is the most prudent option.

Description Amount
FSA Claim ( Medical and Dependent Care) reimbursements that were not directly charged to the Employee Department (Note: This is during the time the City Administered the flexible spending program) 123,106.39 Long Term Disability (LTD) employer expenses that were not directly charged to the Employee Department 129.78
PERS employer expenses that were not charged directly to the Employee Department 924.52 Miscellaneous adjustments to balance AP liability (699-202101) with AP Invoice List 100.76 Military Leave Adjustments that were not reclassified to the Employee Department (19,353.35) Grand Total 104,908.10

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Table 4: Negative Cash Clearing Option 1

Option 2: Spread the clearing of Fund 1051- Engineering Cost Recovery and Fund 4006-Stormwater over three years. This option may still affect the auditor’s opinion about the financials and has economic risk. The potential loss of revenues due to upcoming economic recession may impact the City’s ability to fulfill the proposed payment plan. Also, additional payment into the OPEB trust of $1,940,874 will be required since the operating surplus will be larger than surplus available under Option 1.

Table 5: Negative Cash Clearing Option 2

Year-End Clean-Up Administrative Budget Adjustments
As part of the year-end fiscal close, the City staff identified several General Fund and Non-General Fund budget adjustments. A complete list of the budget adjustments is listed in the attached Resolution (Attachment 1). Under option 1, total General Fund adjustments including the negative cash write-off, OPEB trust contribution, and administrative adjustments equate to $6,668,816. The Non-General Fund adjustments total $4,825,437. Under option 2, total General Fund adjustments including the negative cash write-off, OPEB Trust contribution, and administrative adjustments equate to $4,585,638. The Non-General Fund adjustments total $1,111,363.

Reserve Level
According to Government Finance Officers Association (GFOA), to determine an adequate reserve level, an agency should review and analyze the unique circumstances that can impact its funding sources. For example, governments that may be vulnerable to natural disasters, more dependent on a volatile revenue source, or potentially subject Line Item FY2021-22
Fund-1051 Engineering Cost Recovery 3,489,599
Fund-4006 Stormwater fund 2,654,027
Fund 4501 Richmond Housing Authority Debt Reduction 307,650 Fund 6999 Payroll Liabilities Reclass 104,908
Total 6,556,184
Line Item FY2021-22 FY2022-23 FY2023-24 Total
Fund-1051 Engineering Cost Recovery 1,163,200 1,163,200 1,163,200 3,489,599 Fund-4006 Stormwater fund (4% interest rate) 956,375 956,375 956,375 2,869,124 Fund 4501 Richmond Housing Authority Debt Reduction 307,650 307,650 Fund 6999 Payroll Liabilities Reclass 104,908 104,908 *Additional Payment to OPEB Trust 1,940,874
Total 4,473,006 2,119,574 2,119,574 8,712,155
*This is additional OPEB Trust trasnfer to $6,102,459 approved on October 18, 2022

December 6, 2022
to cuts in state aid and/or federal grants may need to maintain a higher than minimum of two months (17%) of the General Fund operating expenditures as a reserve. City of Richmond’s analysis around its unique circumstances is continuously being monitored; however, on September 20, 2022, the Council approved an increase to the General Fund minimum required for the reserve level from fifteen percent (15%) to a range of fifteen percent to twenty percent (15%-20%) of the next year’s budgeted total expenditures, including transfers out, which is above the GFOA minimum required of 17 percent.

According to the FY 2021-2022 approved Other Post-Employment Benefits (OPEB) Policy, the City needs to place half of year-end operating surplus after meeting the City’s Minimum Reserve Policy into the OPEB Trust. The City Council approved transfer of $6,102,459 from its General Fund to the OPEB trust on October 18, 2022. If the City Council approves the proposed option 2 (Table 5), the City will be required to make an additional payment of $1,940,874 into the OPEB trust. The option 2 will bring the total FY 2021-22 OPEB transfer to $8,043,333. Table 6 below shows the additional OPEB contribution under the Option 2.

Table 6: Additional OPEB Trust Contribution

Under option 1, after all the adjustments (i.e., clearing negative cash balances and transfer to the OPEB trust), Table 7 shows a preliminary estimated reserve level of about $47,428,915, which is about 22.95% of the originally adopted FY 2022-2023 General Fund expenditure budget of $206,632,248. Under option 2, with negative cash clearing payment plan and additional OPEB trust payment, Table 8 shows a preliminary estimated reserve level of $49,369,788, which is about 23.89% of the of the originally adopted FY 2022-2023 General Fund expenditure budget of $206,632,248.

10/18/2022 11/22/2022 Variance
OPEB Trust Contribution 6,102,459 8,043,333 1,940,874

December 6, 2022
Table 7: Option 1: General Fund Estimated Reserve as of June 30, 2022 (Unaudited Preliminary Amounts, Subject to Change)

Table 8: Option 2: General Fund Estimated Reserve as of June 30, 2022 (Unaudited Preliminary Amounts, Subject to Change)

Technicalities around Reserve Calculation:

The calculation of reserve depends on the balance in Unassigned category of the General Fund Fund-Balance, and the balance is dependent on several accounting technicalities, rules, and regulations. It is important to keep in mind that the exact balance in each fund-balance category is an estimated amount as the annual audit is in the process, all the amounts in each fund-balance category are subject to change. In some cases, it may impact the Unassigned fund-balance and may have a domino impact on the OPEB trust contribution calculation. The staff report is primarily to attain the City Council’s approval for the negative cash clearing and other administrative adjustments. Final amounts in the fund-balance and the transfer to OPEB trust will be General Fund Reserve Amounts
General Fund Operating Surplus
Operating General Fund Surplus 27,041,113
Remaining Operating Surplus 20,938,654
1051-Engineering Cost Recovery (3,489,599)
4006-Stormwater Fund Advance Write-off (2,654,027)
RHA Debt Reduction in lieu of Admin Building (307,650)
Historic Payroll Liability Correction (104,908)
FY2021-22 Net Operating Surplus 14,382,470
General Fund Unassigned Fund Balance (Reserve)
Beginning Unassigned Fund Balance (Reserve) 22,285,626
Released Commitments and Assignments 4,201,968
Adjustments to other Fund Balance Categories 6,558,851
FY2021-22 Net Operating Surplus 14,382,470
Transfer to OPEB Trust (approved on 10/18/22) (6,102,459) Ending Unassigned Fund Balance (Reserve 22.95%) 47,428,915 General Fund Reserve Amounts
General Fund Operating Surplus 27,041,113
Remaining Operating Surplus 27,041,113
1051-Engineering Cost Recovery (1,163,200)
4006-Stormwater Fund Advance Write-off (956,375)
RHA Debt Reduction in lieu of Admin Building (307,650)
Historic Payroll Liability Correction (104,908)
Total Transfer to OPEB(Inlcuding $6,102,459 approved on 10/18/2022)(8,043,333) FY2021-22 Net Operating Surplus 16,465,648
General Fund Unassigned Fund Balance (Reserve)
Beginning Unassigned Fund Balance (Reserve) 22,285,626
Released Commitments and Assignments 4,201,968
Adjustments to other Fund Balance Categories 6,416,547
FY2021-22 Net Operating Surplus 16,465,648
Ending Unassigned Fund Balance (Reserve 23.89%) 49,369,788