Attachment 1 - Proposed GHD Contract.pdf — Richmond City Council, June 24, 2025

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.

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

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]:

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:

D
evelopment 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. M
ethodology
→ 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: INvEN TORy & 5 -yEAR CAPIT AL PLAN 1 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 ma nagement
consulting services with a strong emphasis
on knowledge transfer to City staff. We
r
ecognize 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: INvE NTORy & 5-yEAR CAPI TAL PLAN 2 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 C apital 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: INvE NTORy & 5-yEAR CAPI TAL PLAN 3 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 desktop-
based 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 record-
keeping 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 CI T y OF RI CHMOND AS SET CO NSULTING : IN v ENTORy & 5-yE AR CAP ITAL PL AN 4 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, multi-
dimensional 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 long-
term 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: INvE NTORy & 5-yEAR CAPI TAL PLAN 5 • 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
− vi rtual 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 CI T y OF RI CHMOND AS SET CO NSULTING : IN v ENTORy & 5-yE AR CAP ITAL PL AN 6 − 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 surface-
GHD CITy OF RICHMOND ASSET CONSULTING: INvE NTORy & 5-yEAR CAPI TAL PLAN 7 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 surface-
level 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: INvE NTORy & 5-yEAR CAPI TAL PLAN 8 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.

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 post-
event functionality
− Develop comprehensive mitigation
recommendations
Deliverable Development
Our deliverables are designed to provide
actionable, comprehensive insights that
support strategic municipal decision-
making:

1. Executive Summary Report
• Comprehensive facility conditions
overview
GHD CITy OF RICHMOND ASSET CONSULTING: INvEN TORy & 5 -yEAR CAPIT AL PLAN 10 • 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 decision-
making 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, forward-
looking 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: INvENT ORy & 5-yEAR CAPITAL PLAN 11 − 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 self-
assessment 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 industry-
leading 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: INvEN TORy & 5 -yEAR CAPIT AL PLAN 12 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 human-
centered 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.

O
ur approach empowers data-driven
de
cision-making, supports long-term
i
nfrastructure planning, and creates a
f
lexible, adaptive framework for municipal
a
sset 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.
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. # 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. 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 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.

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 Members The 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 $30,581
2 Condition Assessment Field Work 1,432 $343,658 $31,544 $375,202 3 Software Implementation 185 $59,015 $399,381 $3,541 $461,937 4 Facilities Condition Assessment Report 120 $34,200 $2,052 $36,252 5 5-Year Capital Improvement Plan 80 $22,800 $1,368 $24,168 6 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 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 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.

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: ________________________________________________ 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, 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.

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 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 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 joint- venture 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 sub- contractors 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 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.

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.

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:

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 Contract No: ________ For the Contract between the City of Richmond and
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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, Contract No: ________ For the Contract between the City of Richmond and
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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.

Contract No: ________ For the Contract between the City of Richmond and
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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”):

Contract No: ________ For the Contract between the City of Richmond and
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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
Contract No: ________ For the Contract between the City of Richmond and
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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)
Contract No: ________ For the Contract between the City of Richmond and
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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:

Richmond City CouncilJune 24, 2025

Richmond City Council
June 24, 2025