Agenda — Richmond City Council, June 24, 2025 (part 5 of 10)

June 24, 2025
Library and Community Services
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager - Community Services Ranjana Maharaj, Deputy Director of Community Services
Recreation
Kymberlyn Carson-Thrower, Recreation Supervisor
SUBJECT: Purchase Walking Floor Scrubber from Waxie Sanitary Supply FINANCIAL IMPACT: The proposed $12,536.65 expenditure is included within the approved fiscal year 2024-2025 Community ServicesRecreation budget in the (Account String: 01257051-400704).

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The Richmond Memorial Auditorium (Auditorium) is a premier venue for City. Due to the high frequency of events held at this facility, the floor experiences substantial wear. Floor scrubbers provide a more efficient and thorough cleaning process, reducing manual labor and ensuring a consistently high
standard of cleanliness. Community Services-Recreation is requesting City Council approval to purchase a walking floor scrubber machine from Waxie Sanitary Supply to service the Richmond Memorial Auditorium.

RECOMMENDED
ACTION:

APPROVE a purchase with Waxie Sanitary Supply for an
intelligent cleaning equipment walking-floor scrubber for the Richmond Memorial Auditorium in an amount not to exceed $12,536.65 - Community Services Department (Kymberlyn
Carson-Thrower 510-620-6789/ Ranjana Maharaj 510-620-
6972/LaShonda White 510-620-6512).

AGENDA
REPORT
790

Page 2 of 3 ends

June 24, 2025
DISCUSSION:

The Richmond Memorial Auditorium (Auditorium) serves as a premier venue for Citysponsored, community, and private events, including concerts, meetings, receptions, quinceañeras, graduations, cultural celebrations, and more. Due to the high volume and frequency of events held at the facility, the flooring undergoes significant wear and requires consistent maintenance.

Currently, City staff must manually mop the floor 4–6 times following each event to prepare for the next, which is labor-intensive and often constrained by limited turnaround time. This practice not only impacts staff efficiency but may also compromise the quality of cleaning, particularly during consecutive events.

In response to these operational challenges, City staff have evaluated maintenance options and obtained quotes for commercial-grade floor scrubbers suited to the Auditorium’s needs. The use of floor scrubbers will streamline the cleaning process, reduce manual labor, and improve overall cleaning consistency, while helping to preserve the condition of the flooring over time.

Investing in a floor scrubber would significantly enhance the efficiency and quality of floor maintenance at the Auditorium. Quotes obtained from Waxie Sanitary Supply, Janitors Closet, and Southeastern Paper offer viable options for acquiring the necessary equipment. Implementing this recommendation would ensure that the Auditorium continues to be a top-tier venue for all events, providing a clean and welcoming environment for all attendees.

SUMMARY OF QUOTE INFORMATION

VENDOR NAME AMOUNT RANK
WAXIE SANITARY SUPPLY $12,536.65 1
GORM $12,897.35 2
BRADY $13,718.75 3
Upon careful review of the quotes, City staff is recommending that City Council approve the purchase from Waxie Sanitary Supply. Waxie Sanitary Supply has provided videos and information on the machine. The City has procured equipment from all three vendors; however, Waxie Sanitary Supply has consistently demonstrated strong qualifications and has provided timely, professional service to the City of Richmond.

They are recognized as a reliable vendor, offering high-quality products and responsive customer support.

This investment will greatly enhance operational efficiency and ensure the Auditorium's floors are maintained to the highest standards. With the new floor scrubber, the Auditorium will be able to manage the rigorous event schedule more effectively, ensuring that the venue remains pristine and inviting for all its varied functions. 791

Page 3 of 3 ends

June 24, 2025
City staff are seeking City Council approval for the purchase of the floor scrubber with lithium lifetime ION battery from Waxie Sanitary Supply for the Auditorium.

DOCUMENTS ATTACHED:

Attachment 1 – Quote Matrix
Attachment 2 – Why Intelligent Cleaning Equipment (ICE) Information Sheet 792
Floor Scrubber Machine Quote Matrix
March 04, 2025
Quote DATE COMPANY ICE 20”
WALK
BEHIND
W/ION
Battery
RANK
3/18/25 Waxie Sanitary
Supply
$12,536.65 1
5/07/25 GORM $12,897.35
5/07/25 Brady Plus $13,718.75
Staff solicited quotes for a walk behind ICE floor scrubber for the floor maintenance at the Richmond Memorial Auditorium:

Three vendors responded to this request with written quotes. COR currently has a relationship with all three vendors. Waxie was selected to provide this machine with the lithium lifetime ION battery.
2 3
793
EMAIL

CITY OF RICHMOND
**********************************

QUOTATION QUOTATION

QUOTATION QUOTATION
**********************************

WAXIE SANITARY SUPPLY
901 NORTH CANYONS PARKWAY
LIVERMORE, CA 94550-
Message
DATE:

ATTN:
3/20/25
If you do not receive all of the pages listed please call VANESSA M. GUERRA at 925-454-2900 in LIVERMORE, CA at extension
TO: FROM:
794
WAXIE'S VENDOR # 8895.

CARGO MUST FIT EXACTLY ON THE PALLET TO GO THRU ELEVATOR CONTACT JAMES (510)231-3071
577083 EA 1 11,413.12 11,413.12 T
ICE 20 IN WALK-BEHIND TRACTION

DRIVE W/LITHIUM-ION BATTERY
Parts may be returned within 30 days from the date on which they were invoiced and are in re-sellable condition. Returned parts are subject to a 25% restocking charge and freight for return to the manufacturer.
/2 9.80 T
Transportation Surcharge

CITY OF RICHMOND
*********************************
*

QUOTATION QUOTATION

CITY OF RICHMOND

FINANCE DEPT - ACCTS PAYABLE
PO BOX 4046
RICHMOND, CA 94804-0046
SHIPPING FROM WAXIE Livermore
Page #
Order Date
Order Time
Order #
Requested Ship
Date
1 175T8-00
03/18/25
14:04:10
03/19/25
Item Number/Description
Sales Rep: 16109 Terms: NET 30 DAY
Total Line Items 1 This Quotation Expires 04/17/25 * COMPLETE * Subtotal 11,422.92
Sales Tax 1,113.73
Quote Total 12,536.65
Deposit
Quote Total 12,536.65
U/M Order Qty Unit Price Extended Amount
S
H
I
P
T
O
S
O
L
D
T
O
P.O.#:

Customer #
577083
0000118739

QUOTE ACKNOWLEDGEMENT
795
Photo Item # Description Sell Price
ICE Automatic
Scrubber
20" cleaning path,
Walk-behind,
Up to 3.5 hours of
uninterrupted run time,
Easy-to-read control panel
with intuitive icons,
16-gallon oversized solution
tank.
$12.897.35
Sales Representative
Robin T Canada
If you have questions or require additional information, feel free to contact me at 909- 292-1408.

City of Richmond
May 7, 2025
These prices include freight and require a 2-3 week lead-time. Prices are good through June 30, 2025.

GORM Supply Inc, 1501 S. Hudson Avenue, Ontario,CA 91761 796

QUOTATION
#9021356

Page 1 of 1 ends

5/7/2025
US

CITY OF RICHMOND
PO Box 4046
Richmond, CA 94804-0046
US
Richmond, CA 94804-0046
PO Box 4046
ORDERED BY: CITY OF RICHMOND SHIP TO:

Entered By:

Customer PO #:

Order #: 9021356 ROBIN.CANADA
Customer ID: 478665 Ship To ID: 478665
Qty B/O Item ID Description UoM Unit Price Ext Price

1.00 1.00 I20NBVT ICE I20NBVT TRACTION DRIVE AUTO EACH 12,500.000 12,500.00

SCRUBBE
FUEL: 0.00
BALANCE DUE: 13,718.75
1,218.75
SUB-TOTAL: 12,500.00
TAX:

Total Lines: 1
797
ICE USA / 4242 58th
St. / Holland, MI 49423 / 616.928.6610 / www.ice4usa.com Why ICE
Intelligent Cleaning Equipment (ICE) was founded and is operated by people that have been in the cleaning equipment industry for over 35 years. We have helped bring other brands to prominence that you are probably familiar with. This industry experience has taught us not only how to make a quality piece of equipment but also the importance of top notch customer service.

For the following reasons we believe you will find ICE to be a valued equipment supplier and business partner:
• Longest and Easiest Warranty in the Industry
o 5 Years Parts, 5 Years Labor, 3 Years on Travel (except wearables and corded Equipment)
o Lifetime on rotationally molded tanks.
o Warranty decisions are made by our dealers and service partners….not ICE.

Most parts are shipped same day. This means less down time for the end user. • Industry leading technology (i-Synergy)
o Lithium-ion batteries available on several auto scrubber and sweeper platforms  6,500 hours of usage time on our LiBs. Traditional battery packs frequently run between 800-1000 usable hours on a standard auto scrubber.
 Flexibility to discharge and recharge lithium-ion batteries at user’s convenience.
 Maintenance free
 LiB’s have very little run time degradation in comparison to lead acid and AGM batteries. This means less time on charger and more time cleaning.  ICE Lithium-Ion Batteries are guaranteed for the Life of the Machine. o Remote Management Software/App
 Machines equipped with i-Synergy batteries come standard with cellular or Wi-Fi connectivity that allows users to access real time and historical data on the status and usage of their machine.
 Ability to remotely view square footage cleaned, time and duration of operation, battery charge, GPS positioning and other machine data.  Data accessible from website or smart phone app.
798
799
800
801
802
803
804
805
806

Page 1 of 2 ends

June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, PE, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works Maintenance and Operations
Subject: Contract for the Purchase of 12 Fleet Vehicles from Folsom Lake Ford
FINANCIAL IMPACT: The proposed $936,00 expenditure has been requested for Fiscal Year 2025-2026 budget (Account String:
50336031-400705-03B04), Public Works Fleet
Maintenance Capital Improvement Plan

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

Several vehicles have reached the end of their service
life and require timely replacement (i.e., 2025 Ford
Interceptors) to maintain operational efficiency and
ensure the safety of City staff and the public. City staff is requesting approval to contract and purchase vehicles
from Folsom Lake Ford.

RECOMMENDED ACTION: APPROVE a contract with Folsom Lake Ford to purchase twelve (12) 2025 Ford Interceptors for a total payment
limit of $936,000, with a term beginning July 1, 2025, and expiring May 10, 2026 – Public Works Department (Darin
Fitzpatrick 510-231-3044/Daniel Chavarria 510-620-
5478).

AGENDA
REPORT
807

Page 2 of 2 ends

June 24, 2025
DISCUSSION:

The Public Works Department maintains a fleet of vehicles essential for delivering citywide services. Several of these vehicles have reached the end of their service life and require timely replacement (i.e., 2025 Ford Interceptors) to maintain operational efficiency and ensure the safety of City staff and the public. To address the urgent need for vehicle replacements, City staff evaluated available vendor options and identified Folsom Lake Ford as the most suitable vendor for procurement of the twelve 2025 Ford Interceptors.

Folsom Lake Ford currently holds the California state contract for emergency and municipal vehicles, which ensures competitive pricing, vehicle availability, and compliance with the City’s procurement policies.

In accordance with Richmond Municipal Code Section 2.52.320 – Piggyback Procurement, City staff recommends the purchase of twelve (12) 2025 Ford Interceptor vehicles utilizing the State of California, Department of General Services Contract No. 1-22-23-14C. This contract allows the City to "piggyback" on a previously awarded agreement if it is deemed in the City's best interest. The Finance Department has reviewed and approved the required Justification for Utilizing a Piggyback Contract (Attachment 1).

The base cost for each vehicle is $64,977.21. Due to economic uncertainties and the potential impacts of newly implemented tariffs, City staff recommend budgeting with a 20 percent contingency to account for possible cost increases. The revised unit cost, including contingency, is $78,000 per vehicle:
 $64,977.21 × 1.20 (20%) = $77,996.52, rounded up to $78,000 City staff recommend the City Council approve the contract with Folsom Lake Ford to purchase twelve (12) 2025 Ford Interceptors for a total payment limit of $936,000 as the authorized dealer for this procurement, consistent with the pricing and terms under the State contract (Attachment 2).

DOCUMENTS ATTACHED:

Attachment 1 – Justification for Utilizing Piggyback Contract Attachment 2 – Proposed Contract
808
809

CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No:
☐ A California corporation, ☐ limited liability corporation ☐ general partnership, ☐ limited partnership, ☐ individual, ☐ non-profit corporation, ☐ individual dba as [specify:] ____________________ ☐ other [specify:] _______________________________

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:

FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________

4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.

Public Works Darin Fitzpatrick [email protected] (510) 231-3044 Fleet Vehicle Purchases
Folsom Lake Ford 12755 Folsom BLVD Folsom, CA 95630 Mark A. Paoli (916) 351-4202 [email protected] July 1, 2025 May 10, 2026 810

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.

10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.

11. Signatures. These signatures attest the parties' agreement hereto:

CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)
By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________ I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)
By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)
LIST OF ATTACHMENTS:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G
Folsom Lake Ford
811
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT A

SERVICE PLAN
Contractor shall, to the satisfaction of the Project Manager (set forth in Exhibit B), perform the following services and be compensated as outlined below [or attach service plan if necessary]:

Folsom Lake Ford
Folsom Lake Ford provided the attached quote of $64,997.21 for the cost of one 2025 Ford Interceptor. Due to uncertainties associated with recently implemented tariffs, staff recommends including a 20% contingency in the budget, for each vehicle.

Assumptions:
$64,997.21 plus 20% contingency = $77,996.52 (round up to $78,000) $78,000 per vehicle
12 vehicles
Total Cost
Total contract amount: $78,000 per vehicle x 12 vehicles = $936,000 812
813
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT B

PAYMENT PROVISIONS

1. COMPENSATION TO CONTRACTOR:
a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.
b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, meals and travel, etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request. c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.

2. SUBMISSION OF INVOICES:

Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:

Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804

3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.
a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.

4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.

Darin Fitzpatrick Darin Fitzpatrick Folsom Lake Ford
814
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.

2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).

3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.

4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________

5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:

Attn:

Email: ________________________________________________ Darin Fitzpatrick [email protected] Folsom Lake Ford Folsom Lake Ford 12755 Folsom BLVD Folsom, CA 95630 [email protected] 815
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT D

GENERAL CONDITIONS

1. INDEPENDENT PARTIES:

Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.

The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.

2. TIME IS OF THE ESSENCE:

Contractor and the City agree that time is of the essence regarding the performance of this Contract.

3. STANDARD OF CARE:

Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.

4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):

Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.

5. NON-DISCRIMINATION:

Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, Folsom Lake Ford
816
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.

6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City. b. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data. c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee. d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.

7. RECORDS:
a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).
b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.

Folsom Lake Ford
817
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.

8. PERMITS AND LICENSES:

Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.

The failure to obtain such permits and licenses shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.

9. TERMINATION:
a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder immediately upon transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.
b. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.

10. CONFLICT OF INTEREST:

Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under Folsom Lake Ford
818
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

11. HOLD HARMLESS:
a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract. b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).

12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:
a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.

The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for Folsom Lake Ford
819
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent. c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or jointventure or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add subcontractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion. e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.

13. SAFETY:
a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.

Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable Folsom Lake Ford
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federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.

Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.

14. INSURANCE:

Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

15. COMPLIANCE WITH ALL APPLICABLE LAWS:
a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50,

2.52, 2.56, and 2.60, if applicable.
b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance as prescribed in § 2.60.070 of the Municipal Code.

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c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor. d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.

Contractor agrees to abide by the terms and conditions of said policies.

16. INTEGRATED CONTRACT:

The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.

17. CONFLICTING PROVISIONS:

In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Condition as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.

18. FORCE MAJEURE:

Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.

19. CONFLICT OF LAW:

This Contract shall be interpreted under, and enforced by the laws of the State of Folsom Lake Ford
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_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.

20. CLAIMS:

Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.

21. INTERPRETATION:

This Contract shall be interpreted as if drafted by both parties.

22. WARRANTY:

If any product is be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.

23. SEVERABILITY:

In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.

24. AUTHORITY:

City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, Folsom Lake Ford
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and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.

25. WAIVER:

The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payment therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.

26. COUNTERPARTS:

This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.

27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):

The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G.

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EXHIBIT E

SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):

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EXHIBIT F

INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.

1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.

Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.

Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.

Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.

2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):

Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
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The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.

3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.

4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.

INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
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EXHIBIT G

SANCTUARY CITY COMPLIANCE STATEMENT
The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).

Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;
ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.

Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.

By executing this statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: Title:

Signed: Date:

Business Entity:

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June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Sue Hartman, Director of Information Technology
Lina Velasco, Director of Community Services
Daniel Chavarria, Director of Public Works
Mubeen Qader, Deputy Director of Finance
Mark Lightner, Infrastructure Administrator
Tawfic Halaby, Deputy Director of Public Works for
Operations & Maintenance
SUBJECT: Contract with GHD and NEXGEN for Asset Inventory, Condition Assessment, and Customized Management
System
FINANCIAL IMPACT: The proposed expenditure is available in the General Capital Fund (Account String: 20136031-400536-23055)
and the Outside Grant Fund (Account String: 10636031-
400732-23066).

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

City staff requests City Council adopt a resolution
awarding a contract to GHD for the Asset Inventory,
Condition Assessment, and Development of a 5-Year
Capital Improvement Plan for City Buildings and Parks
Amenities and awarding a contract to NEXGEN for
further development of, and annual subscription to, a
customized asset management platform.

RECOMMENDED ACTION: ADOPT a resolution to APPROVE a three-year contract beginning July 1, 2025, through June 30, 2028, with GHD for asset inventory, condition assessment, and
development of a 5-Year Capital Improvement Plan for
City buildings and parks amenities in an amount not to
exceed $1,250,000, and a not-to-exceed amount of
$500,000, in the subsequent years, with two one-year
AGENDA
REPORT
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June 24, 2025
extension options in an amount not-to-exceed $500,000
and APPROVE a three-year contract beginning July 1,
2025, through June 30, 2028, with NEXGEN for further
development of, and annual subscriptions to, a
customized asset management system in an amount not
to exceed $500,000, annually, with two one-year
extension options in an amount not-to-exceed $500,000
– Public Works Department (Daniel Chavarria 620-
5478/Tawfic Halaby 620-5482).

DISCUSSION:

On December 3, 2024, the City issued a Request for Proposals (RFP) via the BidsOnline portal for Consulting Services related to Asset Inventory, Condition Assessment, and Development of a 5-Year Capital Improvement Plan (CIP) for City buildings and parks amenities. A pre-bid meeting was held on December 10, 2024, with 27 firms in attendance, including 12 that identified themselves as potential prime consultants.

By the RFP deadline of January 21, 2024, the City received six (6) proposals from the following firms: Bureau Veritas Technical Assessments LLC, GHD, Inc., Jones Lang LaSalle Americas, Inc., Kayuga Solution, MacDonald Bedford LLC, and OpenGov, Inc.

A City review panel evaluated all submissions and shortlisted the two highest-ranked firms—GHD, Inc., and OpenGov, Inc.—for a second round of evaluations.

On March 14, 2025, both firms participated in interviews and provided detailed presentations, including software demonstrations and responses to questions from staff representing multiple City departments. Based on evaluation criteria that emphasized public outreach, community integration, and technical capacity, GHD, Inc., was ranked highest. Their proposal featured a strong public engagement strategy, the incorporation of community needs into the facilities assessment, and the development of a pilot program for one of the larger parks with a community center to demonstrate integration strategies early in the project.

GHD, Inc. subsequently provided three professional references, all of whom were contacted and interviewed by City staff. Based on those interviews, staff concluded that GHD, Inc., and their subconsultants—NEXGEN and PlaceWorks—are well qualified to deliver the required services.

Firm Overview
 GHD, Inc. is a multidisciplinary infrastructure consulting firm with extensive experience in asset planning and capital improvement program development.  NEXGEN specializes in asset management software and will support the customization and implementation of the City’s asset management system. 830

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June 24, 2025
 PlaceWorks, a Bay Area firm, will lead the public outreach and engagement efforts and provide complementary planning, design, and environmental services.

Contract Award
City staff recommends that the City Council:

1. Award a three-year contract to GHD, Inc. for consulting services related to the asset inventory, condition assessment, and development of a 5-Year CIP for City buildings and parks amenities (Attachment 1). The contract includes:
o Year 1: $1,250,000 total ($993,899 for the base scope of work and $256,101 as contingency)
o Years 2 and 3: Not-to-exceed $500,000 each year
o Two optional one-year extensions: Not-to-exceed $500,000 each year

2. Award a parallel three-year contract to NEXGEN for ongoing development and annual subscription to the City’s asset management platform, beyond the original scope of work (Attachment 2). This contract is not-to-exceed $500,000 per year, with two optional one-year extensions at the same annual amount.

Work authorizations will be issued as needed upon completion of project phases and subject to available funding.

Implementation Strategy
City staff will implement the project in two (2) phases:
 Phase 1: Asset inventory and condition assessment of parks amenities (including recreation centers) and development of the initial 5-Year Capital Improvement Plan for these facilities.
 Phase 2: Concurrent execution of the following:
o Asset inventory and condition assessment of City buildings o Development of the initial 5-Year Capital Improvement Plan for buildings o Public outreach and community engagement
o Customization and integration of asset management software with MUNIS, GIS, and other City systems
o Finalization of the comprehensive 5-Year CIP for both buildings and parks amenities

NEXT STEPS
City staff recommends that the City Council adopt a resolution to approve a three-year contract beginning July 1, 2025, through June 30, 2028, with GHD for asset inventory, condition assessment, and development of a 5-Year Capital Improvement Plan for City buildings and parks amenities in an amount not to exceed $1,250,000, and a not-toexceed amount of $500,000, in the subsequent years, with two one-year extension options in an amount not-to-exceed $500,000 and approve a three-year contract beginning July 1, 2025, through June 30, 2028, with NEXGEN for further development 831

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June 24, 2025
of, and annual subscriptions to, a customized asset management system in an amount not to exceed $500,000, annually, with two one-year extension options in an amount not-to-exceed $500,000 (Attachment 3).

It is the City’s goal to complete the first 5-Year CIP for buildings and parks amenities within one year, and to fully integrate the asset management platform into existing City systems. In future years, the system will be expanded to include other City infrastructure assets such as streetlights, traffic signals, signage, pavement markings, stormwater and wastewater systems, urban forest, and trails. The long-term objective is to establish a comprehensive, data-driven asset management framework that supports multi-year capital planning across all City assets.

DOCUMENTS ATTACHED:

Attachment 1 – Proposed GHD Contract
Attachment 2 – Proposed NEXGEN Contract
Attachment 3 – Resolution
832

CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.

Public Works Tawfic Halaby [email protected] (510) 620-5482 Asset Inventory, Condition Assessment, and Development of a 5-Year Capital Improvement Plan for City Buildings and Parks Amenities. GHD Inc. 2300 Clayton Road, Suite 920 Concord, CA 94520 Wayne Francisco (980) 209-6350 [email protected] July 1, 2025 June 30, 2028 2025-26 1,250,000.00 2026-27 500,000.00 2027-28 500,000.00 833

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.

10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.

11. Signatures. These signatures attest the parties' agreement hereto:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G
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EXHIBIT A

GHD Inc.

See attached scope of work, narrative and schedule
835
B. Background and
Project Summary
The City of Richmond, a vibrant Bay Area
community of 115,677 residents, is taking
a proactive approach to managing its
extensive portfolio of public assets. As one
of the region's most diverse communities,
with 44.6% of residents identifying as
Hispanic or Latino, Richmond serves its
population through numerous public
facilities including community centers,
libraries, fire stations, and parks. The City's
strategic location and multi-modal transit
connections, including BART, Amtrak,
and AC Transit, along with its 32 miles of
shoreline, make it one of California's most
promising up-and-coming communities.

The City seeks to transform its approach
to asset management through this
comprehensive initiative. Key project
components include:
→ Development of complete asset
inventory for 53 city buildings and
numerous park facilities
→ Comprehensive condition assessments
including ADA compliance and seismic
evaluations
→ Implementation of an integrated asset
management platform
→ Creation of a data-driven five-year
Capital Improvement Plan
→ Meaningful community engagement
throughout the process
The primary objectives of this initiative are
to establish a systematic, forward-looking
approach to infrastructure management
while optimizing the City's maintenance
and capital expenditures. With an initial
phase funded, including support from the
Hellman Foundation, this project will
create the foundation for sustainable
asset management practices.

Our understanding of the work to be
accomplished includes:

Development of a robust asset
management framework that:
− Integrates with existing City systems
(MUNIS, iMS, GIS)
− Provides Public Works personnel with
mobile tools and accompanying skills
and capabilities for real-time condition
reporting and work order management
− Provides public transparency and
engagement opportunities
− Delivers actionable maintenance and
capital planning recommendations
The implementation is structured to
minimize operational disruption while
maximizing knowledge transfer to City
staff. Through this effort, the City of
Richmond will gain the tools and
processes needed to make informed
decisions about facility investments,
ultimately improving service delivery to
residents while ensuring efficient use of
public resources.

C. Methodology
→ Approach
The City of Richmond's Asset
Inventory, Condition Assessment, and
Capital Improvement Plan requires a
comprehensive, integrated approach
combining technical expertise, innovative
technology, and community-driven
insights. Our team brings together three
industry leaders with complementary
strengths to deliver a transformative
asset management solution. As prime
consultant, GHD will lead the project
management and technical components,
conducting comprehensive facility
condition assessments, developing the
GIS-based asset inventory, performing
seismic evaluations, managing ADA
compliance assessments, and creating
the capital improvement plan. We will also
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 1 836
provide oversight of all integrated project
components to ensure seamless delivery.

NEXGEN will provide the technology
foundation through implementation of
their sophisticated asset management
platform, which will seamlessly connect
with the City's existing MUNIS financial
software and iMS work order system. Their
solution will support more than 130 Public
Works staff with mobile capabilities for
real-time field updates, while providing
comprehensive training and ongoing
support to ensure successful adoption.

PlaceWorks brings deep local knowledge
to lead the community engagement
strategy, facilitating stakeholder
workshops and public outreach to ensure
the community's voice is reflected in the
final Capital Improvement Plan. Their
expertise in community relations and
understanding of Richmond's specific
needs will support our team in developing
solutions that truly serve the community.

GHD approaches its asset management
consulting services with a strong emphasis
on knowledge transfer to City staff. We
recognize that this is key to supporting the
City's transition to new ways of working.

This works best when City staff are actively
engaged in work they will subsequently
manage themselves.

Project Team Roles
Team Primary
Responsibility Key Expertise
GHD Overall Project
Management, Technical
Assessment, & CIP
Development
• Project coordination
• Comprehensive building and parks
condition assessment
• Seismic evaluation
• ADA assessment
• Five-Year Capital Improvement Plan
development
• Technical reporting
• Cost projection and lifecycle
• System Implementation Support
PlaceWorks Community Engagement
& GIS Inventory Support
• Stakeholder Input
• GIS inventory support
NEXGEN AM Technology Integration • Asset management software • System Implementation
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 2 837
City Staff and Project Team Roles and Responsibilities
Team Responsibilities Specific Tasks City Staff
Documentation &
Information
• Provide facility records and historical maintenance
logs
• Share as-built drawings and architectural plans
• Identify critical assets and historical context
• Provide access to archived facility documents
Facility Access &
Coordination
• Facilitate site access for assessment teams
• Coordinate building inspection schedules
• Provide facility keys/access
• Arrange meetings with key personnel
Stakeholder
Engagement
• Identify key stakeholder groups and contacts
• Help prioritize community events for tabling
• Review engagement materials and translations
• Assist with venue coordination
• Support promotion of engagement activities
Technical
Validation
• Review draft assessment findings
• Validate technical observations
• Provide contextual information
• Participate in prioritization workshops
• Participate in system testing and validation
Project Team
Information
Management
• Develop data collection protocols
• Conduct site investigations
• Perform detailed condition assessments
• Synthesize and analyze collected data
• Provide improvement recommendations
Stakeholder
Engagement
• Develop community engagement plan
• Develop bilingual presentation materials
• Conduct priority meetings and community events
• Provide Spanish/English bilingual staffing
• Prepare engagement summaries
• Create online input activities
• Develop prioritization recommendations
Reporting and
Recommendations
• Prepare condition assessment reports
• Develop Five-Year Capital Improvement Plan • Create data visualization tools • Provide strategic asset management recommendations
Software
Implementation
and Integration
• Configure and deploy asset management platform
• Set up mobile application for 130+ users
• Establish integration protocols with MUNIS and iMS
• Develop data migration strategy
• Configure work order management system
• Implement real-time field updates capability
Training and
Support
• Develop customized training materials
• Conduct user training sessions
• Provide technical support
• Maintain system updates
• Monitor system performance
Data Management • Set up asset database structure
• Configure UniFormat/CSI classification system
• Establish data validation protocols
• Implement quality control measures
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 3 838
Detailed Methodology
The City of Richmond's Asset Inventory,
Condition Assessment, and Capital
Improvement Plan represents a
transformative approach to municipal
infrastructure management. Our
collaborative team—comprised of GHD,
NEXGEN, and PlaceWorks—brings
together technical expertise, innovative
technology, and community-driven
insights to deliver a comprehensive
solution that addresses the city's unique
infrastructure challenges.

1. NEXGEN System Implementation Methodology
(Deliverables 2 and 8)
The technological transformation of
Richmond's asset management begins with
a nuanced and comprehensive approach
to system implementation. NEXGEN
will provide the critical technological
infrastructure that serves as the backbone
of our integrated asset management
solution, ensuring that the city can move
beyond traditional reactive management
to a proactive, data-driven approach.

Software licensing and subscription
services (Deliverable 5) will be provided
through a separate agreement between
the City and NEXGEN to optimize the
City's software licensing costs.

Mobile Application Deployment
Modern municipal asset management
requires more than traditional desktopbased systems. Our mobile application represents a technological revolution in
how city staff interact with infrastructure
assets, providing unprecedented flexibility,
real-time reporting, and comprehensive
field capabilities that transform operational
efficiency.

The mobile application will provide:
− GPS-enabled asset tracking with
precise location identification
− Real-time condition reporting
capabilities
− Offline functionality for remote field
operations
− Comprehensive role-based access
controls
− Instant data synchronization with
central system
− Performance analytics and reporting
tools
Data Migration and Validation
Data represents the most critical asset
in any technological transformation. Our
data migration strategy treats historical
information as a precious organizational
resource, requiring meticulous care,
comprehensive validation, and strategic
preservation. We approach data migration
not as a simple transfer of files, but as a
complex process of digital archaeological
preservation and strategic knowledge
management.

Our comprehensive data migration will
ensure:
− Comprehensive data cleansing
algorithms
− Preservation of historical context and
data lineage
− Automated validation and reconciliation
scripts
− Robust error detection and correction
mechanisms
− Compliance with municipal recordkeeping standards
− Preservation of original metadata and
institutional memory
Asset Inventory Database
Development
The asset inventory database is far more
than a simple repository of information—
it is the strategic nervous system of
municipal infrastructure management. We
conceptualize this database as a dynamic,
living organism that adapts, learns, and
GHD Cit y of Richmond Asset Consulting : Inventory & 5-Year Capital Plan 4 839
provides increasingly sophisticated
insights over time. By creating a flexible,
forward-looking data infrastructure, we
empower the City of Richmond to move
beyond reactive asset management
toward a proactive, predictive approach to
infrastructure stewardship.

The asset inventory database will:
− Support hyper-detailed asset attribute
tracking
− Provide unprecedented flexibility for
emerging asset categories
− Enable complex metadata capture and
analysis
− Ensure rigorous compliance with
municipal reporting standards
− Support advanced predictive
maintenance modeling
− Allow seamless integration of emerging
technologies
Maintenance Scheduling
Configuration
Traditional maintenance approaches
are fundamentally reactive—waiting for
systems to fail before taking action. Our
maintenance scheduling configuration
represents a paradigm shift, transforming
asset management from a reactive
cost center to a proactive strategic
capability. By leveraging advanced
predictive algorithms and comprehensive
data analysis, we enable the City of
Richmond to anticipate maintenance
needs, optimize resource allocation, and
extend the functional lifecycle of critical
infrastructure.

Our maintenance scheduling will:
− Analyze historical maintenance patterns
− Predict potential asset failure points
− Generate proactive maintenance
recommendations
− Create dynamic, adaptive maintenance
schedules
− Support budget-conscious repair and
replacement strategies
− Provide comprehensive performance
tracking and reporting
Budget Forecasting Capabilities
Financial planning for municipal
infrastructure is a complex, multidimensional challenge that requires sophisticated analytical capabilities.

Our approach to the five-year Capital
Improvement Plan development goes
beyond traditional budgeting, creating a
dynamic financial modeling platform that
provides unprecedented insights into longterm infrastructure investment strategies.

Budget forecasting will leverage:
− Multi-dimensional financial projection
models
− Comprehensive lifecycle cost analysis
− Advanced scenario modeling
capabilities
− Dynamic inflation and depreciation
calculations
− Comparative investment scenario
evaluations
− Long-term financial sustainability
assessments
Deliverable Outputs
− Comprehensive Asset Inventory Report
• Detailed documentation of City
buildings and parks amenities
• Comprehensive summary of data
collection processes
• Major findings and insights
• Supporting documentation and
appendices
− Asset Management Software Modules
• Fully configured asset modules for
City Buildings and Parks Amenities
• Tailored to Richmond's specific
operational requirements
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 5 840
• Ready for immediate implementation
and use
− Comprehensive Training and Integration
Package
• Detailed staff training program
• Training materials for various user
levels
• Integration support for:
§ MUNIS financial software
§ iMS work order system
§ GIS platform
• Post-deployment support and
consultation

2. PlaceWorks Community
Engagement Methodology
(Deliverable 6)
Community engagement is the
cornerstone of meaningful municipal
planning, transforming technical
assessments into a collaborative
dialogue that reflects the true needs
and aspirations of Richmond's diverse
population. PlaceWorks brings a deeply
nuanced approach that goes beyond
traditional public outreach, recognizing
that true community involvement requires
genuine listening, culturally sensitive
communication, and a commitment to
centering marginalized voices.

Community Engagement Strategy
Effective community engagement is
an art form that requires sophisticated
understanding of local dynamics,
cultural sensitivities, and the complex
historical context of urban infrastructure
planning. For Richmond, this means
creating a comprehensive approach
that acknowledges the city's diverse
demographic landscape and historical
patterns of infrastructure investment.

Our strategy is designed to break down
traditional barriers between municipal
planning and community participation,
creating a truly collaborative process that
empowers residents to shape their urban
environment.

The engagement strategy will target:
− Neighborhood councils and local
collaborative groups
− Nonprofits and community
organizations
− Building tenants and occupants
− City commissions and committees
− Broader public stakeholders
Multi-Channel Engagement
Approach
Modern community engagement requires
a multifaceted approach that recognizes
the diverse communication preferences
and accessibility needs of Richmond's
residents. Our methodology goes beyond
traditional public meetings, creating a
comprehensive outreach strategy that
ensures every community member has
meaningful opportunities to participate,
regardless of language, technology access,
or personal schedule constraints.

We will employ:
− Bilingual (English/Spanish) presentations
− Community event tabling
− Virtual and in-person workshops
− Interactive online input activities
− Targeted outreach at community
centers
Documentation and Analysis
Community input is not simply about
collection, but about deep, meaningful
interpretation that transforms resident
perspectives into actionable municipal
strategy. Our documentation and analysis
approach represents a sophisticated
methodology of listening, synthesizing,
and translating community voices into
concrete recommendations that directly
inform infrastructure planning.

The engagement process will ensure:

GHD Cit y of Richmond Asset Consulting : Inventory & 5-Year Capital Plan 6 841
− Detailed engagement summaries
− Comprehensive input synthesis
− Clear prioritization frameworks
− Direct integration with asset
management systems
− Alignment with capital improvement
planning
Deliverable Outputs
− Community Engagement Plan
• Detailed strategy for stakeholder
outreach
• Identification of key stakeholder
groups
• Specific engagement methodologies
• Timeline and approach for
community input collection
− Bilingual Presentation Materials
• Professionally developed PowerPoint
presentation
• Fully bilingual (English and Spanish)
• Adaptable for various presentation
formats
• Comprehensive project information
and engagement objectives
− Community Tabling Materials
• Professionally designed informational
posters
• Bilingual content
• Clear, accessible project information
• Interactive engagement elements
− Online Input Activity
• Digital engagement platform
• Bilingual input mechanism
• User-friendly interface
• Comprehensive data collection tools
− Engagement Summary and Prioritization
Recommendations
• Detailed documentation of
engagement activities
• Comprehensive input synthesis
• Clear prioritization frameworks
• Actionable recommendations for
asset management and Capital
Improvement Plan

3. GHD Technical Assessment
Process (Deliverables 1, 3, and 4)
The technical assessment of
municipal infrastructure is a complex,
multidimensional process that goes far
beyond simple physical inspection. Our
approach represents a comprehensive
strategy of understanding infrastructure
not just as physical assets, but as critical
components of urban life that directly
impact community quality of life,
economic development, and long-term
municipal sustainability.

Phase I: Project Initiation and
Planning
The foundation of any successful
municipal infrastructure assessment lies
in meticulous preparation and strategic
alignment. This initial phase is about
more than gathering data—it's about
creating a comprehensive understanding
of the city's infrastructure ecosystem,
establishing clear objectives, and building
a collaborative framework that will guide
the entire assessment process.

Kickoff Meeting Objectives:
− Establish project success criteria
− Define precise scope and parameters
− Align stakeholder expectations
− Agree on assessment metrics and
methodologies
Comprehensive Data Gathering
Municipal infrastructure assessment
requires a holistic approach to data
collection that goes beyond surfaceGHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 7 842
level documentation. We will conduct
a comprehensive investigative process
that uncovers not just the current
state of infrastructure, but its historical
context, maintenance history, and
strategic significance to the city's broader
operational capabilities.

Data gathering will involve:
− Collecting existing facility
documentation
− Reviewing historical maintenance
records
− Distributing detailed facility
questionnaires
− Conducting preliminary stakeholder
interviews
− Identifying critical asset information
Pilot Assessment Approach
The pilot assessment represents a critical
validation step in our methodology,
allowing us to refine our approach,
validate assessment protocols, and ensure
the highest possible standard of data
collection and analysis. By selecting a
representative facility, we can stress-test
our methodological approach and make
necessary adjustments before full-scale
implementation.

The pilot will focus on:
− Selecting a representative facility
− Validating assessment methodology
− Refining data collection protocols
− Training city staff in assessment
techniques
Phase II: On-Site Condition
Assessment
Systematic Inspection Methodology
The on-site condition assessment
represents the critical moment where
theoretical planning meets physical reality.

Our systematic inspection approach
transforms the abstract concept of
infrastructure assessment into a precise,
comprehensive examination that reveals
the true condition of municipal assets.

This methodology goes beyond surfacelevel inspection, providing a forensic-level understanding of each facility's current
state, potential vulnerabilities, and future
maintenance requirements.

Our inspection approach will include:
− Exterior assessment using a methodical
clockwise perimeter walk
− Comprehensive roof-to-foundation
interior evaluation
− Detailed photographic documentation
− Standardized condition scoring
− Immediate deficiency identification
− Comprehensive systems analysis
Assessment Focus Areas
Infrastructure assessment is a complex,
multidimensional process that requires a
holistic understanding of how individual
systems interact and contribute to overall
facility performance. Our comprehensive
approach examines each critical
component with scientific precision,
recognizing that the health of a municipal
asset is determined by the intricate
interplay of its various systems.

The assessment will comprehensively
evaluate:
− Structural integrity
− Building envelope condition
− Mechanical systems performance
− Electrical infrastructure
− Plumbing systems
− HVAC functionality
− Accessibility compliance
− Seismic vulnerability
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 8 843
Accessibility and Technical
Compliance
Accessibility is more than a legal
requirement—it is a fundamental
commitment to ensuring that municipal
facilities serve all members of the
community equitably. Our comprehensive
accessibility assessment goes beyond
checklist compliance, providing a
holistic evaluation that considers the
diverse needs of Richmond's residents
and recognizes accessibility as a critical
component of infrastructure quality and
community inclusivity.

We will provide two rigorous assessment
options for accessibility compliance:
→ Option 1: Visual Assessment using
ASTM Checklist Methodology
This comprehensive visual assessment
approach utilizes the American Society for
Testing and Materials (ASTM) standardized
checklist methodology to conduct a
thorough, systematic evaluation of facility
accessibility. Our team will:
− Conduct a detailed visual inspection of
all critical accessibility features
− Assess compliance with Americans with
Disabilities Act (ADA) standards
− Evaluate physical barriers to mobility
and access
− Document existing accessibility
infrastructure
− Identify immediate and potential
accessibility improvements
− Provide a comprehensive report
detailing findings and recommended
modifications
Key focus areas will include:
− Entrance and exit accessibility
− Circulation paths and corridors
− Restroom and facility amenities
− Signage and wayfinding
− Parking areas and exterior access
routes
− Communication and sensory
accessibility features
GHD City of Richmond Asset Consulting: Inventory & 5-Year Capital Plan 9 Additional Scope Item - Condition
Assessment Specifications
Asset condition assessments currently being
undertaken - e.g. for the port - will be
reviewed for their contracted output
specifications. GHD will provide
recommendations for altering, if contractually
possible, those specifications to best enable
the alignment of those outputs with fields and
formatting in NEXGEN. This will include
enabling consistency of approach across all
future condition assessments.

Similarly, other, recent (i.e. last 2 to 3 years)
condition assessments will be reviewed and
evaluated for later input into NEXGEN, noting
the City’s objectives will be to sustain
consistency in principles for asset hierarchical
relationships and use condition scoring that
enables comparative risk evaluation across
infrastructure and facilities.

GHD will provide as-needed guidance to
assist the City in developing appropriate
language and technical specifications for
output deliverables from future condition
assessments. The goal will be to define the
data form those future deliverables must take
to enable seamless importing of condition
assessment data into the NEXGEN platform,
without requiring significant reformatting or
manual intervention. This will include advising
on condition criteria for those future
assessments for consistency of approach.
844
Technical Requirements
Our technical approach ensures the
highest standards of data collection and
documentation through the innovative
application of GHD's proprietary ASSIST™
data collection technology. This advanced
technological tool represents a quantum
leap in infrastructure assessment,
transforming traditional field data
collection into a precise, comprehensive,
and real-time information gathering
process.

The ASSIST™ tool enables us to ensure:
− GPS data collection with 3 ft/1 m
Resource Grade accuracy
− UniFormat/CSI classification for
building assets
− Integration with available archived
facility documentation
− Comprehensive geospatial referencing
− Detailed metadata capture
− Standardized data collection protocols
− Real-time field data capture
− Seamless integration with GIS platforms
− Comprehensive photographic
documentation
− Cloud-based data management
By leveraging ASSIST™, we provide
Richmond with an unprecedented level of
technical precision, ensuring that every
aspect of the infrastructure assessment
is documented with the highest possible
accuracy and comprehensiveness.

Phase III: Comprehensive Analysis
and Strategic Insights
Data Consolidation and Analysis
The transformation of raw data into
strategic municipal insights requires a
sophisticated, multi-layered analytical
approach. Our comprehensive analysis
goes beyond simple data compilation,
creating a nuanced understanding of
infrastructure conditions that supports
proactive decision-making and long-term
strategic planning.

The analysis will focus on:
− Detailed deficiency documentation
− Precise cost estimation
− Prioritization of maintenance needs
− Long-term capital planning projections
− Comprehensive systems performance
evaluation
Seismic Assessment Strategy
Recognizing Richmond's unique geological
context, our seismic assessment approach
provides a comprehensive understanding
of infrastructure vulnerability. This
strategic evaluation goes beyond standard
assessments, creating a holistic view
of potential seismic risks and mitigation
strategies.

We will:
− Identify highest-priority facilities for
detailed evaluation
− Conduct risk-based structural
assessments
− Utilize ASTM E2026-07 seismic
assessment methodology
− Prioritize buildings critical for postevent functionality − Develop comprehensive mitigation
recommendations
Deliverable Development
Our deliverables are designed to provide
actionable, comprehensive insights that
support strategic municipal decisionmaking:

1. Executive Summary Report
• Comprehensive facility conditions
overview
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 10 845
• Long-term maintenance projections
• Prioritized expenditure
recommendations
• Strategic insights and key findings

2. Detailed Facility Reports
• Subsystem-level condition scores
• Detailed corrective action
recommendations
• Precise cost estimates
• Comprehensive performance
analysis

3. Interactive Data Visualization
Dashboard
• Customizable reporting capabilities
• Advanced prioritization tools
• Comparative analysis features
• Real-time data visualization
Capital Planning and Investment
Strategy (Deliverables 7)
Our approach to capital planning
transforms complex data into strategic
investment decisions. By employing a
sophisticated multi-criteria decision
analysis, we create a comprehensive
framework that considers the nuanced
realities of municipal infrastructure
management.

The framework will evaluate:
− Facility criticality to municipal
operations
− Immediate safety concerns
− Potential service disruption risks
− Long-term asset preservation strategies
− Financial sustainability considerations
Cost Projection and Financial
Modeling
Financial planning for municipal
infrastructure requires a dynamic,
forward-looking approach that
goes beyond traditional budgeting
methodologies. Our cost projection
strategy provides a comprehensive view
of long-term investment requirements,
considering multiple economic and
operational factors.

Our approach will include:
− Detailed lifecycle cost modeling
− Comprehensive cost estimation
techniques
− Consideration of direct and indirect
costs
− Contingency allowance calculations
− Sophisticated inflation and escalation
modeling
Strategic Investment Optimization
Municipal infrastructure investment
represents a critical strategic decisionmaking process that extends far beyond simple financial calculations.

Effective capital planning requires a
holistic approach that carefully weighs
immediate operational needs against
long-term community goals, balancing
fiscal responsibility with infrastructure
sustainability. Our sophisticated
investment optimization methodology
transforms raw financial data into strategic
insights, providing a comprehensive
framework that enables the City of
Richmond to make informed, forwardlooking decisions about its critical infrastructure assets.

We will develop multiple investment
scenarios to provide a comprehensive
view of potential strategies:
− Immediate full replacement approaches
− Phased rehabilitation methodologies
− Targeted critical repair strategies
− Deferred maintenance considerations
Each scenario will undergo rigorous
financial impact analysis, including:
− Net present value calculations
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 11 846
− Return on investment
assessments
− Long-term financial
sustainability projections
Deliverable Outputs
− Comprehensive
Five-Year Capital
Improvement Plan
− Prioritized project
list with detailed cost
projections
− Interactive financial
modeling tool
− Scenario-based
investment
recommendations
− Sustainable asset management strategy
Knowledge Transfer and Ongoing
Support
True technological and operational
transformation goes far beyond the
implementation of a single project or
system. Sustainable municipal innovation
requires a comprehensive strategy of
building internal organizational capacity,
empowering staff with the knowledge,
skills, and tools to continue advancing
their asset management capabilities long
after external consultants have completed
their work. Our approach is designed to
create a lasting ecosystem of learning
and continuous improvement, ensuring
that the City of Richmond develops the
internal expertise to not just maintain, but
continuously evolve its asset management
capabilities.

Our commitment extends beyond the
initial assessment, focusing on building the
City of Richmond's internal capacity for
ongoing infrastructure management:
− Comprehensive methodology training
for city staff
− Detailed documentation for selfassessment capabilities − Ongoing support and consultation
− Knowledge transfer workshops
− Continuous improvement strategies
Unique Value Proposition
Our collaborative approach represents
a transformative methodology that goes
beyond traditional municipal infrastructure
assessment, creating a holistic ecosystem
of technological innovation, community
engagement, and strategic planning.

By bringing together three industryleading organizations, we offer Richmond an unprecedented approach to asset
management that addresses complex
municipal challenges through integrated,
forward-thinking solutions.

GHD brings unparalleled technical
expertise in infrastructure assessment,
leveraging decades of global experience
in municipal engineering and advanced
data collection technologies. Our
comprehensive technical assessment
methodologies, enhanced by proprietary
tools like ASSIST™, provide forensic-level
insights into infrastructure conditions,
moving beyond surface-level evaluations
to deliver strategic, actionable intelligence.

NEXGEN transforms technological
potential into operational reality through
its sophisticated asset management
Figure 1: AM Knowledge Transfer
GHD City of Richmond Asset Consulting: Inventor y & 5-Year Capital Plan 12 847
platform. By providing a cutting-edge
software solution that seamlessly
integrates financial systems, work order
management, and comprehensive data
tracking, NEXGEN enables Richmond
to transition from reactive maintenance
to proactive, data-driven infrastructure
management. The platform's mobile
capabilities and real-time reporting
capabilities represent a technological
revolution in municipal asset management.

PlaceWorks introduces a critical humancentered dimension to the project, ensuring that community voices are not
just heard but fundamentally integrated
into the infrastructure planning process.

Their expertise in community engagement,
particularly in diverse urban environments,
guarantees that the asset management
strategy reflects the actual needs,
priorities, and aspirations of Richmond's
residents.

Our approach distinguishes itself by:
→ Providing actionable, forward-looking
insights that transform raw data into
strategic municipal intelligence
→ Leveraging advanced technological
tools that integrate cutting-edge
software, precise data collection, and
comprehensive analysis
→ Enabling proactive asset management
through predictive algorithms and
comprehensive tracking
→ Supporting strategic capital planning
with sophisticated financial modeling
and scenario analysis
→ Centering community needs through
comprehensive, bilingual engagement
strategies
→ Creating a sustainable ecosystem
of technological innovation and
organizational learning
By combining technical expertise,
advanced data collection methodologies,
strategic community engagement, and
GHD City of Richmond Asset Consulting: Inventory & 5-Year Capital Plan 13 sophisticated technological integration,
we will deliver a comprehensive
understanding of Richmond's built assets.

Our approach empowers data-driven
decision-making, supports long-term
infrastructure planning, and creates a
flexible, adaptive framework for municipal
asset management that can evolve with
the city's changing needs.

This is more than an assessment project—
it is a strategic partnership designed
to transform how Richmond manages,
maintains, and invests in its critical
infrastructure, ensuring resilience,
efficiency, and community
responsiveness for years to come.
848
1 City of Richmond
City Buildings and Parks Amenities
Asset Inventory, Condition Assessment, and 5-Year
Capital Improvement Plan
FY26 Work Program
Overview
The City of Richmond is developing 5-year capital improvement plans for its buildings and parks amenities, with the plans to be developed by June 2026.

This will be underpinned by the installation and configuration of new asset management software which City staff will use to produce updated capital improvement plans in the future.

The development of the capital improvement plans will be based on data collected in the field to build inventories of the City’s assets and capture data on the performance of the assets; specifically, their physical condition and functional suitability.

The work to develop the asset inventory for the City’s parks amenities is 50% funded - $250,000 – by the Hellman Foundation for the City’s Asset Management project under the Richmond Park Equity Project, RichPEP. The grant funds need to be spent by the City by December 15, 2025, and matched by the City with funding from City budgets for the remaining 50%.
5-Year Capital Improvement Plan (CIP) Development Timeline The chart on the following page illustrates the planned delivery of the tasks required to be undertaken to develop capital improvement plans for the City’s buildings and park amenities. The chart is based on the City’s Request for Proposal Consulting Services and the selected consulting team’s proposed approach and methodology for delivering the Consulting Services.

The agreement between the City and the selected consulting team is a separate document in the City Council agenda pack within which this document resides. 849
# TASK JUL
2025
AUG
2025
SEP
2025
OCT
2025
NOV
2025
DEC
2025
JAN
2026
FEB
2026
MAR
2026
APR
2026
MAY
2026
JUN
2026
1 Project Management

1.1 Project Commencement

1.2 Project Management
2 Parks Amenities CIP

2.1 Task Planning

2.2 Data Gathering

2.3 Data Processing

2.4 Parks Amenities CIP - Preliminary

2.5 Parks Amenities Performance Report

2.6 Parks Amenities CIP - Final
3 City Buildings CIP

3.1 Task Planning

3.2 Data Gathering

3.3 Data Processing

3.4 City Buildings CIP - Preliminary

3.5 City Buildings Performance Report

3.6 City Buildings CIP - Final
4 Asset Management Software

4.1 Implementation and Configuration

4.2 Testing and Training

4.3 Parks Amenities Data Upload

4.4 Parks Amenities CIP - Final Development

4.5 City Buildings Data Upload

4.6 City Buildings CIP - Final Development

4.7 Data Management and Reporting Process
5 Community Engagement

5.1 Workshops and Presentation
Notes: Chart is indicative of the works schedule. A firm schedule will be developed by the consulting team in collaboration with City staff at Project Commencement.

Parks Amenities tasks aligned with Hellman Foundation grant requirements.

Preliminary CIP (capital improvement plan) based on data available at that point in the 12 month schedule.

Represents project milestones as described in the accompanying narrative. 850
3 5-Year Capital Improvement Plan (CIP) Development Narrative Task 1 – Project Management
City and consulting team staff collaborating to plan and successfully deliver the City Buildings and Parks Amenities 5-year CIPs.

The task is shown being delivered over the 12-month duration of the project.

Task 2 – Parks Amenities CIP
Following task planning by City and consulting team staff, the consulting team works in the field to capture data for the development of a Parks Amenities asset inventory. Data will be captured using digital tools that will be a precursor of the functionality integral to the asset management software solution.

Initial data processing will enable the development of a preliminary Parks Amenities CIP based on asset lists and projected end of functional life replacement of those assets based on the age of the assets. The intent is to create output that will feed into the City’s budget development process to enable funding to be earmarked for the City’s FY26 capital spend.

Following further data processing, engagement with the community on the suitability and availability of the City’s parks amenities, and the development of a report on the physical condition and functional suitability of the parks amenities assets, the consulting team will work with City staff to develop the final Parks Amenities 5-Year CIP. The intent is to use the new asset management software to develop the CIP.

Task 3 – City Buildings CIP
Following task planning by City and consulting team staff, the consulting team works in the field to capture data for the development of a City Buildings asset inventory. Data will be captured using digital tools that will be a precursor of the functionality integral to the asset management software solution.

Initial data processing will enable the development of a preliminary City Buildings CIP based on asset lists and projected end of functional life replacement of those assets based on the age of the assets. It is noted that this is timed to occur after the City’s budget development process is underway. The consulting team will work with City staff during the Data Gathering task to determine if indicative budget figures can be generated to earmark funding in the City’s FY26 capital spend.

Following further data processing, engagement with the community on the suitability and availability of the City’s publicly accessible buildings, and the development of a report on the physical condition and functional suitability of the buildings assets, the consulting 851
4 team will work with City staff to develop the final City Buildings 5-Year CIP. The intent is to use the new asset management software to develop the CIP.

Task 4 – Asset Management Software
The development and upkeep of data about the City’s infrastructure assets is a challenging and time-consuming process that is streamlined in today’s world by ‘asset management software’. This software stores City asset inventories, data on the performance of the assets, data on the work done to the assets, enabling data analysis and reporting in robust, consistent, and repeatable ways.

This project provides the opportunity to invest in necessary asset management software and immediately apply the software functionality to a core aspect of the budget planning process: the development of CIPs for the City’s assets.

The software will be implemented and configured in parallel with Task 2 and Task 3, with data from those 2 tasks being progressively uploaded to the software and output from the software used to complete those 2 tasks.

City staff will be appropriately engaged through Task 4 to be trained in the use of the software.

During the development of the final CIPs for the parks amenities and city buildings licensing for the software will commence, with costs based on the City’s agreed number of users at each step.

Task 5 – Community Engagement
At points along the project, appropriate community engagement will be undertaken jointly by City staff and the consulting team to discuss the suitability and availability of the City’s parks amenities and publicly accessible buildings. The engagement will inform the assessment of functional performance of the assets.

This work does not replace regular master planning work to conceptually plan new and augmented parks amenities and City buildings. This work informs the plan to manage the City’s existing infrastructure assets, noting that in replacing an ‘old’ asset there may be a need and an opportunity to replace it with one that better meets community expectations.

It is noted that outputs from this project may inform the next round of master planning for the amenities and buildings in scope.

Once the CIPs come into final shape in May 2026, there will be an opportunity for the community to hear what is being planned to renew the amenities and buildings. 852
F. Cost Information
The City of Richmond's asset inventory and management project requires a comprehensive and transparent approach to cost estimation. To provide a clear and detailed financial overview, we have developed two key tables that break down the project's financial structure. These tables demonstrate our commitment to a precise, accountable, and strategic approach to delivering a robust asset management solution for the City of Richmond. The first table below presents a detailed breakdown of costs by deliverable, highlighting direct labor costs, expenses, and total project expenditures. Note: The five-year subscription to the asset management platform (Deliverable 5) is excluded from this cost proposal, as the City will contract directly with NEXGEN for software licensing. This approach helps optimize the City's software licensing costs while maintaining transparency in project implementation costs.

Hourly Rates Table for GHD, NEXGEN, and PlaceWorks Team MembersThe following table contains fully burdened hourly rates for GHD team staff for use in developing fee estimates for variations and scope extensions. We are committed to no escalation for this project phase including minor variations. However, for major scope changes, including extending the work into other infrastructure systems, GHD will increase its hourly rates annually on January 1 each year, starting in 2026, at 3.0% to reflect normal labor cost increases faced by our business. The hourly rates do not include other direct costs such as those for travel.

Task Task Name GHD Staff Hours GHD Labor Cost Sub Costs Direct Expenses Total Cost 1 Project Management 110 $28,850 $1,731 $30,5812 Condition Assessment Field Work 1,432 $343,658 $31,544 $375,2023 Software Implementation 185 $59,015 $399,381 $3,541 $461,9374 Facilities Condition Assessment Report 120 $34,200 $2,052 $36,2525 5-Year Capital Improvement Plan 80 $22,800 $1,368 $24,1686 Community Engagement $65,759 $65,759 Total Project Cost 1,927 $488,523 $465,140 $40,236 $993,899 GHD CITY OF RICHMOND ASSET CONSULTING: INVENTORY & 5-YEAR CAPITAL PLAN 28 853
Name Company Role Hourly
Rate
Nikki Nowack GHD Project Manager and
Asset Management
$285
Jeff Harvey GHD Asset Management
Technical Support and
Project Director
$319
Kathleen Zynda GHD Asset Information Services
Support
$319
Nicholas Stremmel GHD Project Support $158
Tara Stil GHD Project Administration $143
Tony Petroccitto GHD FCA Technical Advisor $330
Matt Weber GHD FCA Technical Advisor $308
James Pan GHD Structural Engineer $270
Patrick Brutzman GHD Civil Engineer $233
Raymundo Calderon-Robles GHD Mechanical Engineer $218
Terry Wong GHD Mechanical Engineer $270
Steve Ferrero GHD Civil Engineer $270
Forest Yllescas GHD Electrical Engineer $180
Erick Osorno GHD Electrical Engineer $255
Vince Serrano GHD Landscape Designer $162
Logan Smith GHD Building Inspector $135
Sarah Cuellar GHD Cost Estimator $218
Jennifer Dustin GHD Technical Support $233
Michelle Jones GHD Architect $308
Naveen Mathur GHD Architect $270
Sukhdeep Kaur NEXGEN Software Integration
Support
$300
Vince Yee NEXGEN Software Integration Lead $300
Gaja Naik NEXGEN Software Integration
Support
$300
Allison Giffin PlaceWorks GIS Support $200
Rachel Jacobson PlaceWorks Community Engagement
Lead
$180
Isabelle Minn PlaceWorks Landscape Architect $335
David Early PlaceWorks Senior Advisor $275
Robert Mazur PlaceWorks GIS Support $255
Mari Hsu PlaceWorks GIS Support $150
Amanda Tsang PlaceWorks Landscape Architect $125
GHD CITY OF RICHMOND ASSET CONSULTING: INVENTORY & 5-YEAR CAPITAL PLAN 29 854
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT B

PAYMENT PROVISIONS

2. SUBMISSION OF INVOICES:

Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:

Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804

Tawfic Halaby Tawfic Halaby GHD Inc.
855
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.

4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________

5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:

Attn:

Email: ________________________________________________ Tawfic Halaby [email protected] Inc. GHD Inc. 2300 Clayton Road, Suite 920 Concord, CA 94520 [email protected] 856
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT D

GENERAL CONDITIONS

1. INDEPENDENT PARTIES:

Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.

2. TIME IS OF THE ESSENCE:

Contractor and the City agree that time is of the essence regarding the performance of this Contract.

3. STANDARD OF CARE:

4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):

5. NON-DISCRIMINATION:

Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, GHD Inc.
857
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.

GHD Inc.
858
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.

8. PERMITS AND LICENSES:

10. CONFLICT OF INTEREST:

Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under GHD Inc.
859
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for GHD Inc.
860
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent. c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or jointventure or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add subcontractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion. e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.

Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable GHD Inc.
861
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.

Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.

14. INSURANCE:

Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

GHD Inc.
862
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor. d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.

Contractor agrees to abide by the terms and conditions of said policies.

16. INTEGRATED CONTRACT:

17. CONFLICTING PROVISIONS:

18. FORCE MAJEURE:

19. CONFLICT OF LAW:

This Contract shall be interpreted under, and enforced by the laws of the State of GHD Inc.
863
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.

20. CLAIMS:

21. INTERPRETATION:

This Contract shall be interpreted as if drafted by both parties.

22. WARRANTY:

23. SEVERABILITY:

24. AUTHORITY:

City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, GHD Inc.
864
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.

25. WAIVER:

26. COUNTERPARTS:

27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):

GHD Inc.
865
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT E

SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):

GHD Inc.

NONE
866
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT F

INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.

Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.

Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
GHD Inc.
867
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.

INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
GHD Inc.
868
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT G

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: Title:

Signed: Date:

Business Entity:

GHD Inc.
869

CITY OF RICHMOND

STANDARD CONTRACT
Department: City Project Manager:

City Project Manager E-mail: City Project Manager Phone No:

Vendor No: Contract No:

Description of Services:

The parties to this STANDARD CONTRACT do mutually agree and promise as follows:

1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:

Contractor Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.

5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.

Public Works Tawfic Halaby [email protected] (510) 620-5482 Development of, and subscription to, a customized asset management system NEXGEN 4010 Lennane Drive Sacramento, CA 95834 Vincent Yee (916) 779-7300 [email protected] July 1, 2025 June 30, 2028 2025-2026 500,000.00 2026-2027 500,000.00 2027-2028 500,000.00 870

6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.

7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.

8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.

9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.

10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.

11. Signatures. These signatures attest the parties' agreement hereto:

Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G
NEXGEN
871
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT A

NEXGEN
See Attached
872
1 PROPOSAL
City of Richmond
NEXGEN Asset Management Software Cost & Rate Schedulue
PREPARED FOR: Tawfic Halaby/City of Richmond
PREPARED BY: Vincent Yee/NEXGEN
CC:

TOPIC: Software Cost & Hourly Rates
DATE: May 28th, 2025
Objective
The purpose of this document is to present the City of Richmond (City) the NEXGEN Asset Management software cost and hourly rates for implementation.

Software Cost
Tier Concurrent
Users
Storage
Limit
Data Transfer
Limit
2025 Cost
($)

1. NEXGEN Cloud 660 (6TB/60GB) 130 6 TB 60 GB/Month $150,000

2. NEXGEN Cloud 770 (7TB/70GB) 150 7 TB 70 GB/Month $165,000

3. NEXGEN Cloud 990 (9TB/90GB) 170 9 TB 90 GB/Month $175,000

4. NEXGEN Enterprise Cloud Unlimited Unlimited Unlimited $200,000 Note that the annual cost could increase no more than 5% a year Five Year Software Cost
Assuming the City selects the 130 concurrent user option, this table presents the five year cost from Fiscal Year 2025 to Fiscal Year 2029. The software cost will be billed when City goes live on NEXGEN.

FY 2025 FY 2026 FY 2027 FY 2028 FY 2029
$150,000 $157,500 $165,375 $173,644 $182,326
311 Service Request Portal and Mobile Application (optional) The 311 Service Request Portal and Mobile application are for requesters to generate service requests in NEXGEN Asset Management software. These are unlimited requesters. 873

CITY OF RICHMOND

NEXGEN ASSET MANAGEMENT SOFTWARE COST & RATE SCHEDULUE
2 Option Users 2025 Cost ($)
NEXGEN 311 Service Request Portal Unlimited $40,000
Note that the annual cost could increase no more than 5% a year Contractor Portal and Mobile Application (optional)
The Contractor Portal and Mobile application are for NEXGEN users to assign work orders for contractors to complete on the portal/mobile application. These are unlimited contractors.

Option Users 2025 Cost ($)
NEXGEN Contractor Portal & Mobile Application Unlimited $40,000 Note that the annual cost could increase no more than 5% a year Implementation Rate Schedule
Role Experience 2025 Hourly
Cost($) (1)
2026 Hourly
Cost($) (1)
2027 Hourly
Cost($) (1)

1. Principle In Charge 25+ years $320 $330 $340

2. Program Manager 25+ years $320 $330 $340

3. Chief Technology Officer 20+ years $300 $310 $320

4. Senior Project Manager 10-15 years $300 $310 $320

5. Project Manager 5-10 years $280 $290 $300

6. Associate Project Manager 3-5 years $260 $270 $280

7. Senior Management Technologist 10-15 years $300 $310 $320

8. Associate Management
Technologist
5-10 years $280 $290 $300

9. Management Technologist 3-5 years $260 $270 $280

10. Senior Software Developer 10-15 years $300 $310 $320

11. Associate Software Developer 5-10 years $280 $290 $300

12. Software Developer 3-5 years $260 $270 $280

13. Senior Learning & Development
Trainer
5-10 years $280 $290 $300

14. Learning & Development Trainer 3-5 years $260 $270 $280

15. Senior Asset Management
Specialist
5-10 years $280 $290 $300
874
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT B

PAYMENT PROVISIONS

2. SUBMISSION OF INVOICES:

Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:

Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804

Tawfic Halaby Tawfic Halaby NEXGEN
875
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT C

AUTHORIZED REPRESENTATIVES AND NOTICES

3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.

4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________

5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:

Attn:

Email: ________________________________________________ Tawfic Halaby [email protected] NEXGEN 4010 Lennane Drive Sacramento, CA 95834 [email protected] 876
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT D

GENERAL CONDITIONS

1. INDEPENDENT PARTIES:

Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.

2. TIME IS OF THE ESSENCE:

Contractor and the City agree that time is of the essence regarding the performance of this Contract.

3. STANDARD OF CARE:

4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):

5. NON-DISCRIMINATION:

Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, NEXGEN
877
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.

NEXGEN
878
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.

8. PERMITS AND LICENSES:

10. CONFLICT OF INTEREST:

Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under NEXGEN
879
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.

The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for NEXGEN
880
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent. c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or jointventure or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add subcontractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion. e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.

Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable NEXGEN
881
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.

Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.

14. INSURANCE:

Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.

NEXGEN
882
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor. d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.

Contractor agrees to abide by the terms and conditions of said policies.

16. INTEGRATED CONTRACT:

17. CONFLICTING PROVISIONS:

18. FORCE MAJEURE:

19. CONFLICT OF LAW:

This Contract shall be interpreted under, and enforced by the laws of the State of NEXGEN
883
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.

20. CLAIMS:

21. INTERPRETATION:

This Contract shall be interpreted as if drafted by both parties.

22. WARRANTY:

23. SEVERABILITY:

24. AUTHORITY:

City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, NEXGEN
884
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.

25. WAIVER:

26. COUNTERPARTS:

27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):

NEXGEN
885
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT E

SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):

NEXGEN
NONE
886
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT F

INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.

Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.

Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
NEXGEN
887
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.

INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
NEXGEN
888
Contract No: ________ For the Contract between the City of Richmond and
_____________________________

EXHIBIT G

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: Title:

Signed: Date:

Business Entity:

NEXGEN
889
Reso. No. XX-25

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RESOLUTION NO. XX-25

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, AWARDING:
(1) A THREE-YEAR CONTRACT TO GHD, INC., FOR CONSULTING SERVICES

FOR ASSET INVENTORY, CONDITION ASSESSMENT, AND DEVELOPMENT OF A 5-YEAR CAPITAL IMPROVEMENT PLAN FOR CITY BUILDINGS AND PARKS AMENITIES IN THE AMOUNT OF $1,250,000 FOR THE FIRST YEAR, $993,899 TO BE ENCUMBERED FOR THE ORIGINAL SCOPE OF WORK PLUS A CONTINGENCY OF $256,101, AND A NOT-TO-EXCEED AMOUNT OF $500,000

FOR THE SECOND AND THIRD YEARS, WITH THE OPTION TO EXTEND THE CONTRACT FOR TWO ADDITIONAL ONE-YEAR TERMS IN A NOT-TOEXCEED AMOUNT OF $500,000 EACH ADDITIONAL YEAR; AND (2) A THREE-YEAR ON-CALL CONTRACT TO NEXGEN FOR FURTHER

DEVELOPMENT OF, AND ANNUAL SUBSCRIPTION TO, A CUSTOMIZED

ASSET MANAGEMENT PLATFORM ABOVE AND BEYOND THE ORIGINAL SCOPE OF WORK, IN A NOT-TO-EXCEED AMOUNT OF $500,000 PER YEAR

WITH THE OPTION TO EXTEND THE CONTRACT FOR TWO ADDITIONAL ONE-YEAR TERMS IN A NOT-TO-EXCEED AMOUNT OF $500,00 EACH

ADDITIONAL YEAR
WHEREAS, the City issued a Request for Proposals on BidsOnline, the City’s procurement platform, for consulting services for asset inventory, condition assessment, and development of a 5-year capital improvement plan for City buildings and parks amenities; and WHEREAS, the City received six proposals in response to the Request for Proposals, from Bureau Veritas Technical Assessments LLC, GHD, Inc., Jones Lang LaSalle Americas, Inc., Kayuga Solution, MacDonald Bedford LLC, and OpenGov, Inc., and the proposals were reviewed by City staff and rated in accordance with the criteria set forth in the Request for Proposals; and
WHEREAS, the top two rated firms, GHD, Inc., and OpenGov, Inc., were invited to provide a presentation and software demonstration and answer questions from City staff, and upon completion of the presentation, software demonstration, and question and answer periods, City staff determined that GHD, Inc., was the highest ranked firm due to a much stronger public outreach component that included community engagement, incorporation of community needs into the facilities assessment, and development of a pilot program for one of the larger parks with a community center; and
WHEREAS, City staff performed reference checks for GHD, Inc., and their subconsultant asset management platform developer NEXGEN, and were satisfied that the GHD, Inc., team would provide the City with an excellent customized asset management system; and WHEREAS, staff recommends awarding the asset inventory, condition assessment, and development of a 5-year capital improvement plan for City buildings and parks amenities to GHD, Inc., and this represents an important step forward for the City to develop a more comprehensive infrastructure asset management system; and WHEREAS, the first year of this contract will include City buildings and parks amenities, and it is the City’s intention to complete this first capital improvement plan for buildings and parks amenities within one year, and in subsequent years to expand the asset management and planning capabilities to all major infrastructure assets such as streetlights, traffic signals, signs, traffic striping and pavement markings, curb paint, storm sewer collection system, sanitary sewer collection system, wastewater treatment plant, trails, urban forest, etc.; and
WHEREAS, the asset management solution will be customized for the City of Richmond, and the City will be required to pay an annual subscription fee directly to NEXGEN.
890
Reso. No. XX-25

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NOW, THEREFORE, BE IT RESOLVED that the City Council finds the above recitals are true and correct and have served, together with the Agenda Report, as the basis for the findings and actions set forth in this Resolution.

BE IT FURTHER RESOLVED that the City Council hereby authorizes the award of a three-year contract to GHD, Inc., for consulting services for asset inventory, condition assessment, and development of a 5-year capital improvement plan for City buildings and parks amenities in the amount of $1,250,000 for the first year, $993,899 to be encumbered for the original scope of work plus a contingency of $256,101, and a not-to-exceed amount of $500,000 for the second and third years, with the option to extend the contract for two additional one-year terms in a not-to-exceed amount of $500,000 each additional year.

BE IT FURTHER RESOLVED that the City Council hereby authorizes the award of a three-year contract to NEXGEN for further development of, and annual subscription to, the asset management platform above and beyond the original scope of work, in an amount not-toexceed $500,000 per year, with the option to extend the contract for two additional one-year terms in a not-to-exceed amount of $500,000 each additional year.

BE IT FURTHER RESOLVED that the City Council authorizes the City Manager to extend the GHD, Inc., and NEXGEN contracts for two additional one-year terms in order to facilitate incorporating additional infrastructure asset categories into the asset management system.

BE IT FURTHER RESOLVED that the City Council designates the City Clerk as the custodian of the documents and other materials which constitute the record of proceedings upon which the decision herein is based. These documents may be found at the office of the City Clerk at the Richmond City Hall, 450 Civic Center Plaza, Richmond, California 94804. *********************
I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held June 17, 2025 by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

PAMELA CHRISTIAN

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:

EDUARDO MARTINEZ
Mayor
Approved as to form:

DAVE ALESHIRE
City Attorney
State of California }
County of Contra Costa : ss.

City of Richmond }
891
Reso. No. XX-25

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I certify that the foregoing is a true copy of Resolution No. XX-25, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on June 17, 2025.

Pamela Christian, Clerk of the City of Richmond
892

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June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works /City Engineer
Darcie DeLashmutt, Capital Project Manager
Subject: Contract Amendment No. 1 with Azul Works, Inc. for the Shields-Reid Park Improvement Project
FINANCIAL IMPACT: The proposed $400,000 increase to the construction contingency for the Shields-Reid Park Improvement
Project will bring the total construction contract authority with Azul Works, Inc. to $4,897,064.31. The additional
contingency authority will be funded from the existing
$8,000,000 grant awarded by the State of California
Department of Parks and Recreation Statewide Park
Development and Community Revitalization Program
(SPP). No additional City funds are required (Account
String: 10633031-400708-23028)

PREVIOUS COUNCIL
ACTION:

October 19, 2022
May 7, 2024

STATEMENT OF THE
ISSUE:

The current construction contingency of $408,824 for the Shields-Reid Park Improvement Project is nearly
exhausted due to a combination of City-requested
changes and unforeseen site conditions. To complete the project and maintain flexibility for closeout, City staff recommends increasing the contingency by $400,000,
bringing the total construction contract authority to
$4,897,064.31.

AGENDA
REPORT
893

Page 2 of 3 ends

June 24, 2025
RECOMMENDED ACTION: ADOPT resolution and APPROVE the first amendment to the contract with Azul Works, Inc. to increase the
construction contingency for the Shields-Reid Park
Improvement Project by $400,000, from $408,824 to
$808,824, for a revised total payment limit of
$4,897,064.31, and AUTHORIZE the public works
director to approve change orders within this amended
amount – Public Works Department (Darcie DeLashmutt
510-672-3944/Robert Armijo 510-620-5477).

DISCUSSION:

In December 2021, the City of Richmond was awarded $8,000,000 in grant funding from the State of California Department of Parks and Recreation Statewide Park Development and Community Revitalization Program (SPP) to renovate the southern portion of Shields-Reid Park (Capital Improvement Project No. 23028) (Attachment 1).

This 5.17-acre park, located in North Richmond, was prioritized for investment following extensive community engagement in 2020, which identified safety, cultural identity, and recreational access as key community priorities (Attachment 2).

On May 7, 2024, the City Council awarded a construction contract to Azul Works, Inc. in the amount of $4,088,240.31 and authorized a fixed contingency of $408,824 to address changes that may arise during construction (Attachment 3). The contract scope includes construction of a stage, children’s play areas, a fitness zone, community gathering spaces, bicycle pump track, lighting, public restrooms, and other features designed with sustainability, accessibility, and community identity in mind.

Since construction began, nearly the entire authorized contingency has been committed to City-requested changes, including the installation of a new electrical service, substitution of a poured-in-place play surface for wood fiber, renovations to existing basketball courts, Civicorps-led planting around the Community Center, and the installation of public art and associated lighting. These changes were initiated to better reflect community priorities and enhance long-term usability of the park.

In addition to these City-requested changes, staff has encountered several unforeseen field conditions requiring modifications to irrigation systems, restroom footings, storm drainage, manholes, and planting details. While many of these have been resolved within the original contingency, remaining construction activities and project closeout are expected to require additional flexibility to complete (Attachment 4).

The project remains on schedule, and the park is anticipated to reopen to the community in Fall 2025.

To ensure the project can proceed without delay and allow for final construction adjustments, City staff recommend increasing the fixed contingency by $400,000 — from $408,824 to $808,824 — bringing the total construction contract authority to 894

Page 3 of 3 ends

June 24, 2025
$4,897,064.31. The additional contingency will provide the Public Works Director with continued authority to approve change orders within the amended amount. This increase remains within the $8 million grant budget.

City staff recommend that the City Council adopt a resolution approving the amended contract and the proposed contingency increase and authorizing the Public Works Director to approve future change orders within the revised construction contract limit (Attachment 5 and 6).

DOCUMENTS ATTACHED:

Attachment 1 – Project Location
Attachment 2 – Site Plan
Attachment 3 – Azul Construction Agreement
Attachment 4 – Project Costs
Attachment 5 – Azul Resolution
Attachment 6 – Azul Amendment Proposed
895
Shields-Reid Park Improvements
1410 Kelsey Street
Richmond, CA 94801
PE
WMSS
WV

SSCO SDCO SSCO
W
WVWV
SSCO
W INT
PT PE
SS SS
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WM WV

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LANDSCAPE

CONSTRUCTION AND
MATERIALS PLAN LC101 19 NORTH
0 10 20 40 1" = 20'-0" All designs and ideas contained within these drawings are the property of PlaceWorks, Inc. PlaceWorks hereby reserves its common law copyright and other property rights in these plans. These plans shall not be reproduced, changed, assigned, or copied in any form. Any changes made by parties other than PlaceWorks, without first obtaining the written permission and consent of PlaceWorks, shall relieve PlaceWorks of responsibility for the project or effected portion thereof. BID SET Richmond Contra Costa County California
2040 BANCROFT WAY #400
BERKELEY, CA 94704
PHONE: (510) 848-3815 Public Works
PROJECT TITLE: DRAWING TITLE: SCALE: DATE: 2/9/2024 REVISIONS: DRAWING NO: SHEET OF SHEETS

SHIELDS-REID PARK
IMPROVEMENTS 37
L I C E N S E D L A N D S C A P E A R C H I T E C T No. 6371 S T A T E O F C A L I F O R N I A Signature Date Renewal Date

J E S S E J O N E S ALAMO AVENUE

CHERRY STREET

KELSEY STREET
1 ZA101 PRE-MANUFACTURED RESTROOM SCHEMATICS
1 ZB101 STAGE CANOPY
1 1
2 3
4 5A 5B PUMP TRACK, NIC
A
B
C
D
E REPAIR EXISTING GATES, SEE NOTE 1 REPAIR EXISTING GATES, SEE NOTE 1 BID ALT 1: NATURE PLAY AREA:
· ZIPKROOZ· FULL ROUND STEPPERS· ENGINEERED WOOD FIBER· MOWBAND· 2 PICNIC TABLES BASE BID: TURF - SEE PLANTING PLAN PLAY AREA, AGES 5-12 YEARS REPAIR EXISTING GATES, SEE NOTE 1 LC502 2 ENGINEERED WOOD FIBER LC503 5 REMOVABLE BOLLARD LC502 5 4 FOOT STEEL FENCE, TYP. LC502 6 TRASH RECEPTACLE LC502 4 SYNTHETIC SAFETY SURFACING, TYP. LC503 7 ISLE SEATING LC503 4 TERRACED SEATING LC503 1 INTERPRETIVE SIGN, TYP. 1. AT EACH GATE, REMOVE TWO (2) EXISTING HINGES AND REPLACE WITH A PAIR OF 7-INCH HEAVY DUTY WELD ON BARREL HINGE SUITABLE FOR UP TO 3,000 POUND PER PAIR (KING KONG OR OTHER APPROVED SUPPLIER) REMOVE EXISTING GATE CLOSURE AND REPLACE WITH NON-RUSTING HEAVY GATE LATCH (VIPERLATCH SLV-VIPER-X1 OR APPROVED EQUAL). 2. REPLACE CHAIN LINK MESH AND ADJUSTABLE TRUSS ROD. UTILIZE EXISTING POSTS, REMOVE RUST AND PAINT BLACK. CHAIN LINK MESH SHALL BE COATED BLACK. ADJUSTABLE TRUSS ROD SHALL BE 3/8” WITH TURNBUCKLE AT CORNER. CHAIN LINK MESH SHALL BE TIED 18” O.C. TO TOP, MIDDLE, AND BOTTOM RAIL. 3. SEE HORIZONTAL CONTROL PLAN CH101 FOR PATHWAY WIDTHS 1 ZC101 NOTES: LC503 8 GUARDRAIL, TYP.
1 LC301 LC503 6 DRINKING FOUNTAIN
1S101 STAGE SLAB
2S101
3S101
,
, LC502 9 PICNIC TABLE, TYP. LC502 9 PICNIC TABLE, ADA REPLACE EXISTING CHAINLINK MESH, SEE NOTE 2, TYP. ALIGN THIS ROW OF BOLLARDS WITH CENTER EXISTING BACKFLOW BOLLARD, 5' OC MAX SPACING CL BID ALT 3: COURT REPAINTING · REPAINT AND RESTRIPE TWO (2) EXISTING BASKETBALL COURTS TO EXISTING DIMENSIONS AND COLORS USING OUTDOOR COURT PAINT. BID ALT 4: COURT RESURFACING AND PAINTING· PROVIDE 2" GRIND AND OVERLAY OF BLACKTOP AREA· REPAINT AND RESTRIPE TWO (2) EXISTING BASKETBALL COURTS TO EXISTING DIMENSIONS AND COLORS USING OUTDOOR COURT PAINT.· PROTECT EXISTING STORM DRAIN INLETS AND PIPES.· PROTECT EXISTING POSTS AND NETS. FITNESS AREA FITNESS AREA PROTECT EXISTING CONCRETE PAVING AND PLAYGROUND FENCE DURING INSTALLATION OF SYNTHETIC SAFETY SURFACING AND PLAYGROUND EQUIPMENT PROTECT EXISTING PLAYGROUND EQUIPMENT DURING INSTALLATION OF SYNTHETIC SAFETY SURFACING BID ALT 2: PERIMETER FENCE LC502 8 LOG SEATING, TYP. SEE APPENDIX G FOR FOOTING INFORMATION SEE APPENDIX G FOR FOOTING INFORMATION SEE APPENDIX F FOR FOOTING INFORMATION LC503 3 BIKE REPAIR STATION LC503 2 BIKE RACK, TYP. LC503 7 ISLE SEATING PUMP TRACK ACCESSIBILITY AND ETIQUETTE SIGN LC501 2 VEHICULAR CONCRETE PAVING 897 DocuSign Envelope ID: 8C5A90A8-59C9-4929-8C4C-12FEE1ABA0BE 898
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Mayor
Eduardo Martinez
913
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Mayor
Eduardo Martinez
950
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450 Civic Center Plaza, Richmond, CA 94804-1630
Telephone: (510) 620-5478 Fax: (510) 307-8195 www.ci.richmond.ca.us

PUBLIC WORKS DEPARTMENT
6/17/2025
Attachment 5 - Shields-Reid Park Improvement Project
Project Costs
City Requested Changes
- $119,471.13 = Additional electrical service
- $102,743.36 = Poured-in-place play area safety surfacing in lieu of fibar - $52,928.32 and $33,041.28 = Renovation of two existing basketball courts - $25,673.78 = Art installation
- $142,388.96 = Planting around the Community Center to be completed by Civicorps, a youth training non-profit organization
- $476,246.83 = Total City requested changes
Unforeseen Circumstances/Changes
- $5,067.25 = Irrigation modifications
- ($1,211.39) Furnishing modifications
- $80,547.30 = Restroom footing modifications =
- $15,632.78 = Additional storm drain infrastructure
- $16,718.73 = Additional manhole infrastructure
- $5,036.06 = Planting modifications
- $123,320.23 = Unforeseen Changes
Project Budget Breakdown
- $8,000,000 = CIP Budget
$4,088,240.31 = Approved Construction Contract
- $408,824 = Approved Construction Contingency
- $400,000 = Proposed Contract Amendment
- $4,897,064.31 = Proposed Total Construction Contract Authority 962
Reso. No. xx-24
RESOLUTION NO. xx-24

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

CALIFORNIA, INCREASING THE PUBLIC WORKS DIRECTOR CONSTRUCTION

CONTINGENCY AUTHORITY FOR THE SHIELDS-REID PARK IMPROVEMENT PROJECT BY $400,000, FOR A REVISED TOTAL CONTRACT AUTHORITY OF $4,897,064.31
WHEREAS, Shields Reid Park, a 5.17-acre park in the North Richmond neighborhood is in need of renovation; and
WHEREAS, in December 2021, the City was awarded grant funding from the State of California Department of Parks and Recreation in the amount of $8,000,000, providing the City of Richmond grant funding for construction of the Shields Reid Park Improvement Project (Project); and
WHEREAS, on May 7, 2024, the City Council awarded a construction contract to Azul Works, Inc., for the Shields Reid Park Improvement Project in the amount of $4,088,240.31 and authorized a fixed contingency of $408,824, for a total construction contract authority not to exceed $4,497,064.31; and
WHEREAS, staff anticipates that remaining construction activities and closeout may result in additional necessary adjustments beyond the current contingency limit, and WHEREAS, staff recommends increasing the fixed contingency by $400,000 — from $408,824 to $808,824 — for a new total construction contract authority not to exceed $4,897,064.31, and
WHEREAS, grant funds from the State of California Department of Parks and Recreation Statewide Park Development and Community Revitalization Program are sufficient to fund this increase.

NOW, THEREFORE, BE IT RESOLVED THAT, by the agenda report (“Agenda Report”) accompanying this resolution, the City Council has been provided with additional information upon which the findings and actions set forth in this Resolution are based.

BE IT FURTHER RESOLVED THAT, that the City Council of the City of Richmond hereby increases the contingency authority for the Shields-Reid Park Improvement Project by $400,000, resulting in a revised total construction contract authority with Azul Works, Inc. not to exceed $4,897,064.31.

BE IT FURTHER RESOLVED that the City Council authorizes the Public Works Director to approve individual change orders within the revised contract authority.

BE IT FURTHER RESOLVED THAT, the City Council designates the City Clerk as the custodian of the documents and other materials which constitute the record of proceedings upon which the decision herein is based. These documents may be found at the office of the City Clerk at the Richmond City Hall, 450 Civic Center Plaza, Richmond, California 94804. *************************
I certify that the foregoing resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held June 24, 2024, by the following vote:

AYES:

NOES:
963
Reso. No. xx-24
ABSTENTIONS:

ABSENT:

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:

Mayor
Approved as to form:

City Attorney
964
Azul Works, Inc.

Contract #7001
Vendor #10491
Initial Contract Amount w/Contingency: $4,497,064.34
Contract Amendment #1: $400,000.00
Total Contract: $4,897,064.34

FIRST AMENDMENT TO

CONSTRUCTION AGREEMENT BETWEEN THE CITY OF RICHMOND AND AZUL WORKS, INC.

This First Amendment to the Construction Agreement (the “First Amendment”) is entered into as of June 24, 2025, by and between the City of Richmond, a municipal corporation and charter city (“City”) and Azul Works, Inc., a California corporation (“Contractor”), with reference to the following facts.

RECITALS
A. City and Contractor entered into that certain Construction Agreement dated July 11, 2023 (the “Agreement”) to furnish construction of Shields-Reid Park Revitalization (the “Project”)(Capital Improvement Project 23028).

B. The Parties now desire to enter into this First Amendment in order to increase the expenditures under the Construction Agreement by an additional not-to-exceed sum of $400,000.00 (the “Additional Expenditures”), for a total amended not-to exceed amount of $4,897,064.34 as set forth on Attachment 1 attached and incorporated hereto (the “First Amended Amount”).

NOW THEREFORE, in consideration of the recitals hereof, and other mutual covenants and promises contained herein and for other valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereby agree to amend the Agreement as follows:

Section 1 Amendment to Payments.

The Construction Agreement is hereby amended by this First Amendment in order to increase the Original Amount by the Additional Expenditures to reflect a new total of authorized expenditures under the Construction Agreement, equal to the First Amended Amount.

Section 2. Amendment to Scope of Work.

The Construction Agreement is hereby amended by this First Amendment in order to add extra work for as described in change orders 1 and 2, and additional anticipated work to the Project as set forth in Attachment 1.

Section 3. Miscellaneous.
(a) Except as amended by this First Amendment, the Construction Agreement has not been modified and is in full force and effect.
(b) Each of the individuals executing this First Amendment on behalf of the Contractor and City individually represents and warrants that he or she has been authorized to do 965
Azul Works, Inc.

Contract #7001
Vendor #10491
Initial Contract Amount w/Contingency: $4,497,064.34
Contract Amendment #1: $400,000.00
Total Contract: $4,897,064.34
so and has the power to bind the party for whom they are signing. (c) This First Amendment may be signed in any number of counterparts with the same effect as it the signatures to each counterpart were upon a single instrument, and is intended to be binding when all parties have delivered their signatures to the other parties.

Signatures may be delivered by facsimile or electronic transmission. All counterparts shall be deemed an original of this First Amendment.
(d) WHEREFORE, the Parties have executed this First Amendment on or as of the date first above written.

IN WITNESS WHEREOF, City and Contractor have executed this First Amendment duly authorized representatives, all on the date first written above.

CITY:

Reviewed By: CITY OF RICHMOND, a municipal
corporation and charter city
City Attorney By:

Name: Eduardo Martinez
ATTEST: Its: Mayor
City Clerk CONTRACTOR:

Azul Works, Inc., Inc., a Corporation
By:

Name:

Its:
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June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works – Operations & Maintenance
SUBJECT: Purchase Two (2) Ford Transit Vans from Mind OC FINANCIAL IMPACT: The Community Crisis Response Program adopted Fiscal Year 2024-25 budget has adequate funding for the purchase of two (2) Ford Transit Vans for a cost of
$125,000 (Account String: 01401113-400705).

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

City staff is requesting approval from City Council a sole source purchase of two (2) Ford Transit Vans from Mind
OC. Purchasing these vans will enable the immediate
deployment of Community Crisis Response Program
(CCRP) field operations.

RECOMMENDED ACTION: ADOPT a resolution and APPROVE a sole-source purchase of two (2) Ford Transit Vans from Mind OC with a payment limit of $125,000, which includes a $20,000,
contingency for taxes, licensing fees, and transport –
Public Works Department (Darin Fitzpatrick 510-231-
3044/Daniel Chavarria 510-620-5478).

AGENDA
REPORT
967

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June 24, 2025
DISCUSSION:

Public Works, Equipment Services Division, intends to purchase two (2) fully equipped and operational vans previously utilized for mobile crisis response services. These vehicles are fully customized and outfitted to meet the operational needs of the Community Crisis Response Program (CCRP).

Each van includes the following built-in components and features:
 High-roof cargo van platform (equivalent to a Ford Transit or similar)  Insulated interior paneling for temperature control and noise reduction  Custom cabinetry and secure storage compartments for medical and outreach supplies
 Interior seating and workstation configuration to allow staff to complete documentation, consultations, and transport individuals safely  Built-in power inverters and auxiliary battery systems to support mobile equipment  Interior/exterior lighting suitable for night operations and safety visibility  Climate control systems independent from the vehicle’s engine to allow extended on-site use
 Secure partitioning between driver and service compartments for safety and privacy These vans will be used by CCRP field responders to conduct site visits, distribute supplies (e.g., water, food, hygiene kits), and provide safe transport to supportive service locations such as detox centers, shelters, and clinics.

Installation services are not required as the vehicles are already fully constructed and ready for deployment. The purchase will be coordinated directly with the current vehicle owner/vendor, who has maintained the units in operational condition.

Sole-Source Justification
The recommended vendor is the only viable source for this procurement due to the unique nature of the offering: two (2) fully built and operational mobile crisis response vans that were previously designed and utilized for a nearly identical purpose. No other vendor currently offers pre-built, ready-to-deploy vehicles that meet CCRP’s specific service and interior configuration requirements.

Several conditions justify the sole source designation (Attachment 1):
 Technological Superiority & Fit-for-Purpose Design: The vans have already been professionally upfitted to serve in mobile crisis intervention and social outreach.

Their design and features meet both operational and safety needs specific to this use-case. Procuring similarly equipped new vehicles from an alternative vendor would require extensive lead time, design, and buildout—adding significant delay and additional costs.
 Time-Sensitive Program Launch: CCRP is in the initial stages of implementation.

While two internal-use Ford Transit vans have been purchased, they are not yet built out for service. Purchasing these pre-configured vehicles enables CCRP to deploy 968

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June 24, 2025
services immediately while maintaining momentum toward the City's strategic public safety goals.
 Cost Avoidance and Efficiency: The purchase of used, outfitted vehicles provides a cost-effective alternative to new vehicle purchases and custom outfitting, which could take 6–12 months due to current supply chain delays and chassis backlogs industry-wide.
 No Comparable Offering: Market research confirms no other known vendors currently offer used, ready-to-use mobile crisis vans for sale that meet these specifications. Procuring similar vehicles from scratch would involve significant design coordination, permitting, and fabrication time that would hinder service rollout.

The decision to move forward with this vendor is based on program alignment, readiness of the equipment, and the immediate benefit to public safety initiatives.

Competitive bidding is not practical or advantageous under these circumstances.

Fiscal Analysis:

The total cost for the purchase of two (2) used, fully outfitted mobile crisis response vans is approximately $105,000 (i.e., $52,500 per vehicle). These vehicles are already configured and operational, eliminating the need for additional upfitting or extended lead times.

In comparison, the estimated cost to purchase two (2) new high-roof cargo vans (e.g., Ford Transit or equivalent) and perform a complete upfit to meet CCRP’s operational needs would be approximately $166,000 (Table 1).

Table 1: Cost to Purchase Two (2) New High-Roof Cargo Vans Item Cost per Vehicle No. of Vehicles Total
Chassis $48,000 2 $96,000
Upfitting* $35,000 2 $70,000
Total Estimated $166,00
*Upfitting includes cabinets, electrical systems, climate control, lighting, etc.

Purchasing these used, pre-configured vans will result in an estimated cost savings of approximately $61,000 compared to the procurement of new vehicles. In addition to the fiscal benefits, this approach allows for expedited program implementation by avoiding the extended lead times typically associated with new vehicle builds. The immediate availability of these vans supports the City’s goal of ensuring the operational readiness of the CCRP in a timely and cost-effective manner.

The total requested amount of $125,000 includes contingency funding to cover the purchase price as well as ancillary costs such as taxes, licensing fees, transportation, and other potential unforeseen expenses associated with the acquisition. This procurement represents a fiscally responsible and strategic investment in the City’s community-based crisis response infrastructure.
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June 24, 2025
City staff is recommending that the City Council adopt a resolution and approving a sole-source purchase of two (2) Ford Transit Vans from Mind OC with a payment limit of $125,000 (Attachment 2).

DOCUMENTS ATTACHED:

Attachment 1 - Approved Sole Source
Attachment 2 – Resolution
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Reso. No. _____

Page 1 of 2 ends

DocID #46406v1
RESOLUTION NO. ______-25

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, APPROVING THE PURCHASE OF TWO (2) FORD TRANSIT VANS FROM MIND OC, IN A NOT-TO-EXCEED AMOUNT OF $125,000 WHEREAS, the City of Richmond is committed to implementing the Community Crisis Response Program (CCRP), which provides compassionate, field-based services to individuals experiencing mental health crises, substance use challenges, and other social vulnerabilities; and WHEREAS, the successful and timely implementation of the CCRP requires the availability of fully equipped, mobile response vehicles capable of supporting outreach, transport, and fieldbased service delivery in high-need areas throughout the City; and WHEREAS, Public Works staff identified two (2) previously outfitted Ford Transit Vans, maintained by Mind OC, as uniquely suited to support the operational requirements of the CCRP, including interior configurations and equipment designed specifically for crisis response; and WHEREAS, a competitive procurement process is not practical or advantageous in this case due to the sole-source nature of the offering, which includes pre-configured and ready-to-deploy vans that meet CCRP's exact specifications, avoiding extended lead times and additional customization costs; and
WHEREAS, the total purchase amount of $125,000 includes contingency funds to cover vehicle costs as well as applicable taxes, licensing, transportation, and any unforeseen associated expenses; and
WHEREAS, staff recommends approving the purchase of two (2) Ford Transit Vans from Mind OC, in a not-to-exceed amount of $125,000.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richmond that a purchase is approved for two (2) Ford Transit Vans from Mind OC, in a not-to-exceed amount of $125,000.
******************
I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held on Mmmm dd, yyyy, by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
989
Reso. No. _____

Page 2 of 2 ends

DocID #46406v1
Mayor
Approved as to form:

City Attorney
State of California }
County of Contra Costa : ss.

City of Richmond }
I certify that the foregoing is a true copy of Resolution No. _____-25, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on Mmmm dd, yyyy.
_______________________________________
Pamela Christian, Clerk of the City of Richmond
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June 24, 2025
DocID #36035v1
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works / City Engineer
Dan Santos, Assistant Engineer
Subject: Construction Agreement with C. Overaa & Co. for Curb and Concrete Repair
FINANCIAL IMPACT: Funding for this project is available from the California Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account in the amount of $1,547,000.00. An additional
$309,400.00 (20%) is available as a contingency for
potential change orders, for a total potential construction phase cost of $1,856,400.00. SB1 funds are restricted for use on transportation infrastructure projects, including pedestrian accessibility improvements. (Account String:
20136031-400645-01A05)

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The City of Richmond is responsible for maintaining
public infrastructure in a manner that ensures safety,
accessibility, and regulatory compliance. Sidewalks,
curbs, gutters, ramps, and driveways must meet
Americans with Disabilities Act (ADA) standards and
applicable state and local regulations. To support
upcoming paving activities and address accessibility
deficiencies, the City must construct and upgrade curb
ramps and make associated concrete repairs at various
locations.

AGENDA
REPORT
991

Page 2 of 3 ends

June 24, 2025
DocID #36035v1
RECOMMENDED ACTION: ADOPT a resolution approving a construction agreement with C. Overaa & Co. for the 2025 Curb Ramp
Construction, Americans with Disabilities Act (ADA)
Sidewalk, and Miscellaneous Concrete Repair Project in
an amount not to exceed $1,547,000; and AUTHORIZE
the director of public works to approve change orders, if necessary, for a contingency amount of up to $309,400
(20 percent), for a total not-to-exceed amount of
$1,856,400 – Public Works Department (Dan Santos
510-620-6645/Robert Armijo 510-620-5477).

DISCUSSION:

The 2025 Curb Ramp Construction, Americans with Disabilities Act (ADA) Sidewalk, and Miscellaneous Concrete Repair Project is located within various locations in Richmond and directly adjacent to the 2025 Paving Project – Asphalt Rubberized Cape Seal (Attachment 1). The project supports ADA compliance in the public right-of-way by upgrading or installing deficient curb ramps, replacing sidewalk and adjacent pavement damaged by tree roots, and constructing missing sidewalk, curb, gutter, or driveways to eliminate pedestrian access barriers.

The project is funded by the state through Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account program. This is a restricted-use transportation funding source designated for roadway and pedestrian infrastructure improvements.

The City publicly solicited bids for the project via BidsOnline on March 6, 2025. Bids were opened on March 27, 2025, with a total of two (2) submissions. Below are the bid amounts from the two (2) bidders.

Lowest Bidders Contractor Bid ($)
1 C. Overaa & Co. 1,547,000.00
2 Calico California Constructores Inc. 2,663,242.16
It was determined that C. Overaa & Co. is the lowest bidder. Following a comprehensive review and analysis, City staff determined that C. Overaa & Co. submitted the lowest responsive and responsible bid, meeting all project requirements and demonstrating the qualifications, experience, and capacity to perform the work. C. Overaa & Co. is registered through the State of California’s Department of Industrial Relations (License #1000000871) and Contractors State License Board (License #106793).

City staff has also obtained a Notice of Exemption under the California Environmental Quality Act (CEQA), enabling construction to proceed.

In conclusion, City staff requests that the City Council adopt a resolution approving a construction agreement for $1,547,000 with C. Overaa & Co. for the 2025 Curb Ramp Construction, Americans with Disabilities Act (ADA) Sidewalk, and Miscellaneous 992

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June 24, 2025
DocID #36035v1
Concrete Repair Project and authorize the Director of Public Works to approve change orders, if necessary, for a contingency amount of up to $309,400 (20%), for a total notto-exceed construction phase cost of $1,856,400 (Attachment 2 and 3).

ENVIRONMENTAL DOCUMENTATION:

City staff has obtained a Notice of Exemption under the California Environmental Quality Act (CEQA).

DOCUMENTS ATTACHED:

Attachment 1 – 2025 Paving Project – Curb Ramp Map
Attachment 2 – Resolution Concrete Contractor
Attachment 3 – Construction Agreement C. Overaa Co
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Reso. No. xx-25

Page 1 of 2 ends

DocID #36034v1
RESOLUTION NO. xx-25

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, APPROVING A CONSTRUCTION AGREEMENT WITH C. OVERAA & CO. FOR THE 2025 CURB RAMP CONSTRUCTION, AMERICANS WITH

DISABILITIES ACT (ADA) SIDEWALK, AND MISCELLANEOUS CONCRETE

REPAIR PROJECT
WHEREAS, the 2025 Curb Ramp Construction, Americans with Disabilities Act (ADA) Sidewalk, and Miscellaneous Concrete Repair Project is located at various locations in Richmond;
WHEREAS, this project is being implemented in coordination with the City’s 2025 Pavement Management Project – Asphalt Rubberized Cape Seal to proactively upgrade sidewalk infrastructure and ensure accessibility along resurfaced corridors; and WHEREAS, this project includes demolition and reconstruction of curb ramps to meet current Americans with Disabilities Act (ADA) and City requirements, sidewalk, curbs, gutters, valley gutters, median curbs, driveways, and similar miscellaneous concrete repairs; and WHEREAS, the project is funded by the state through Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account program; and
WHEREAS, an invitation for bids was duly advertised on March 6, 2025, which were opened on March 27, 2025; and
WHEREAS, the City received two (2) bid submissions, with the following results:

Lowest Bidders Contractor Bid ($)
1 C. Overaa & Co. 1,547,000.00
2 Calico California Constructores Inc. 2,663,242.16; and WHEREAS, it was determined that C. Overaa & Co. submitted the lowest responsive bid and was deemed responsible and responsive following review by City Staff; and WHEREAS, a Notice of Exemption under the California Environmental Quality Act (CEQA) has been issued; and
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Richmond, as follows:

Section 1: The foregoing recitals are true and correct and are incorporated herein by reference.

Section 2: The City Council hereby authorizes the Director of Public Works to execute a construction agreement with C. Overaa & Co. for the 2025 Curb Ramp Construction, ADA Sidewalk, and Miscellaneous Concrete Repair Project in an amount not to exceed $1,547,000.

Section 3: The City Council hereby authorizes the Director of Public Works to approve change orders, if necessary, for a contingency amount of up to $309,400, which is 20% of the bid amount, for a total construction phase cost not to exceed $1,856,400.

Section 4: This Resolution shall take effect immediately upon its passage. **********************
1007
Reso. No. xx-25

Page 2 of 2 ends

DocID #36034v1
I hereby certify that the foregoing Resolution of the City Council of the City of Richmond was duly passed and adopted at a meeting thereof held June 24, 2025, by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:

Mayor
Approved as to form:

City Attorney
1008
1 CONSTRUCTION AGREEMENT
This Construction Agreement (“Agreement”) is made and entered into this 26rd day of June 2025, by and between the City of Richmond, a municipal corporation and charter city (“City”) and C. Overaa & Co. (“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 March 6, 2025, the City circulated an Invitation for Bids seeking contractors willing to undertake the construction of 2025 Curb Ramp Construction, Americans with Disabilities Act (ADA) Sidewalk, and Miscellaneous Concrete Repair Project, located at various locations within various locations in Richmond (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 [THIS

LIST MAY BE MODIFIED TO PROVIDE A MORE DETAILED DESCRIPTION OF THE DOCUMENTS FOR YOUR PROJECT – FOR EXAMPLE, YOU MAY SPECIFY THE NUMBER OF RFI/RESPONSES TO RFI THAT RE INCLUDED] – 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.
1009
2 Section 1.3 Payments.

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. 1010
3 (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 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.
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4 Section 1.6 Inspections.

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 1012
5 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 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 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.

Section 1.10 Security In Lieu of Retention.
(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:
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6 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. (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 1014
7 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
_______________________
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
1015
8 ARTICLE II

DEFAULT AND REMEDIES

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. 1016
9 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.

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 1017
10 persons assisting in the performance of services under the Agreement. In regards to the 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 2010 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.
(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 1018
11 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 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, 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 to the City that expressly invokes this Section 3.3 and requests a determination of the issue. City shall decide the issue in writing within 15 days; City’s decision shall be final and the limitations period for the filing of a claim shall commence upon the City’s issuance of its decision. If Contractor disagrees with City’s decision, or if Contractor contends that City failed to provide a timely decision, then Contractor’s SOLE AND EXCLUSIVE REMEDY is to file a written claim setting forth Contractor’s position as required herein.
(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 (if the Claim is for less than $50,000) or within sixty (60) days (if the Claim is for $50,000 or more) of submittal, it shall be deemed denied.

2. 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.

3. After their submittal, claims less than $375,000 shall also be subject to Section 20104 of the Local Agency Public Construction Act.
1019
12 (e) 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.

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, "Claims"), 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 Claims 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 Claims 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 Claims asserted after termination of this Agreement for whatever reason. (b) In Claims 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.
1020
13 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.

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
Attn: Dan Santos
1021
14 With copy to:

City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Attention: City Attorney
(2) if intended for Contractor shall be addressed to:

C. Overaa & Co.
200 Parr Blvd
Richmond, CA 94801
Attn: Dan Aitken
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, 1022
15 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 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.
1023
16 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:

C. Overaa & Co.

By: _________________________________
Name: _________________________________
Its: _________________________________
1024
17 Exhibit A
Proposal
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18 1026
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June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works / City Engineer
Hillal Hamdan, PE, Senior Civil Engineer
Subject: Resolution Approving On-Call Contracts with GHD, Kimley-Horn, Fehr & Peers, W-Trans and CSWST2 for
Transportation Design Services
FINANCIAL IMPACT: The proposed on-call contracts authorize a maximum not-to-exceed amount of $1,000,000 per firm, per year,
over a three-year term, with two optional one-year
extensions. Funding for services performed under these
contracts will be provided from existing or budgeted
Capital Improvement Plan (CIP) accounts and will be
encumbered at the time of individual Work
Authorizations. No funds are being appropriated as part of this action; all expenditures are subject to budget
availability and project-specific needs.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The City Council is being asked to consider approving
on-call contracts for transportation design services to five consulting firms for a total not-to-exceed amount of
$1,000,000 per firm, over a three-year term, with two
optional one-year extensions, to support the timely
delivery of Capital Improvement Projects.

RECOMMENDED ACTION: ADOPT a resolution awarding five on-call contracts for transportation design services and extensions to the
following consultants—GHD, Kimley-Horn & Associates,
Fehr & Peers, W-Trans and CSWST2—in an amount not
to exceed $1,000,000 per firm, per year, for a three-year AGENDA
REPORT
1058

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June 24, 2025
term, beginning July 1, 2025, through July 30, 2028, with two optional one-year extensions – Public Works
Department (Hillal Hamdan 510-621-1612/Robert Armijo
510-620-5477).

DISCUSSION
The City of Richmond continues to experience a growing number of Capital Improvement Program (CIP) projects aimed at improving transportation infrastructure, including roadway rehabilitation, pedestrian and bicycle improvements, signal upgrades, traffic calming, and intersection modifications. Transportation engineers play a key role in delivering these projects, providing design expertise related to traffic operations, roadway geometry, signing and striping, signal timing, and multimodal safety enhancements. Their services are essential for preparing plans, specifications, and estimates (PS&E); conducting technical analyses; and ensuring projects are designed in accordance with state and federal standards.

To meet this ongoing and variable workload, the Public Works Department seeks to maintain a pool of qualified transportation engineering consultants available on an oncall basis. This approach is commonly used by public agencies to reduce procurement delays, control costs, and ensure timely access to specialized expertise across multiple overlapping projects. To support this strategy, City staff issued a Request for Proposals (RFP) on February 14, 2025, seeking qualified firms to provide on-call transportation design services.

In response to the RFP, the City received 14 proposals from qualified engineering firms (Attachment 1). A panel of Public Works staff with relevant technical expertise reviewed and scored the proposals based on experience with similar projects, understanding of the scope of services, and the ability to meet project deadlines and budgets. Five firms emerged as the top-ranked consultants:

Consulting
Firms
Rater
1 Rater
2 Rater
3 Average
Fehrs & Peers 95 87 94 92
W-Trans 89 86 88 88
Kimley-Horn and
associates 86 88 87 87
GHD 87 89 85 87
CSWST2 89 84 83 85
Each of these firms has prior experience working with the City and has demonstrated the capacity to support the anticipated workload over the contract term. Establishing a pool of pre-qualified consultants allows the City to respond more efficiently to workload demands, avoid the delay of individual procurements, and reduce administrative costs. 1059

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June 24, 2025
City staff recommends that the City Council adopt a resolution awarding three-year oncall contracts to the five selected firms—GHD, Kimley-Horn & Associates, Fehr & Peers, W-Trans and CSWST2—in an amount not to exceed $1,000,000 per firm, with two optional one-year extensions (Attachment 2). Work Authorizations will be issued on a task-specific basis, and funds will be encumbered at the time of each assignment. This structure provides flexibility and ensures that qualified consultants are available to meet project needs as they arise.

DOCUMENTS ATTACHED:

Attachment 1 – Bid Summary Report
Attachment 2 – Resolution
Attachment 3 – Standard Contract – GHD
Attachment 4 – Standard Contract – Kimley-Horn & Associates Attachment 5 – Standard Contract – Fehr & Peers
Attachment 6 – Standard Contract – W-Trans
Attachment 7 – Standard Contract – CSWST2
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1071
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 12 of 118 ends

Printed 06/09/2025
PlanetBids
1072
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 13 of 118 ends

Printed 06/09/2025
PlanetBids
1073
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 14 of 118 ends

Printed 06/09/2025
PlanetBids
1074
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 15 of 118 ends

Printed 06/09/2025
PlanetBids
1075
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 16 of 118 ends

Printed 06/09/2025
PlanetBids
1076
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 17 of 118 ends

Printed 06/09/2025
PlanetBids
1077
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 18 of 118 ends

Printed 06/09/2025
PlanetBids
1078
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 19 of 118 ends

Printed 06/09/2025
PlanetBids
1079
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 20 of 118 ends

Printed 06/09/2025
PlanetBids
1080
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 21 of 118 ends

Printed 06/09/2025
PlanetBids
1081
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 22 of 118 ends

Printed 06/09/2025
PlanetBids
1082
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 23 of 118 ends

Printed 06/09/2025
PlanetBids
1083
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 24 of 118 ends

Printed 06/09/2025
PlanetBids
1084
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 25 of 118 ends

Printed 06/09/2025
PlanetBids
1085
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 26 of 118 ends

Printed 06/09/2025
PlanetBids
1086
City of Richmond
(RFQ) FOR ON-CALL TRANSPORTATION ENGINEERING SERVICES, bidding on 03/14/2025 5:00 PM (PDT)

Page 27 of 118 ends

Richmond City CouncilJune 24, 2025

Richmond City Council
June 24, 2025