Agenda, first session — Ridgecrest City Council, December 20, 2023

Supplemental Agenda Related Writings/ Documents Provided To A Majority Of The Ridgecrest City Council / Successor Redevelopment Agency Board Members / Financing Authority / Housing Authority After Distribution Of The December 20, 2023 Agenda Packet

7. A Resolution To Accept The Base Bid (Sch. A+B) As Submitted By Griffith Company; Allocate Clean California, American Rescue Plan Act, & Unallocated General Fund Reserves For The Base Bid, And Up To Three Hundred And Seventy-Two Thousand Four Hundred And Fifteen Dollars And Fifty Cents ($372,415.50) For A Ten Percent (10%) Construction Contingency. A Maximum Contract Total Of Up To Four Million Ninety-Six Thousand Five Hundred And Seventy Dollars And Fifty Cents ($4,096,570.50). Award A Construction Contract To Griffith Company To Construct The Clean California Leroy Jackson Park Improvement Project; And Amend A Professional Services Agreement With Willdan Engineering In The Amount Of One-Hundred And Thirty Thousand Dollars ($130,000.00), And Authorize The City Manager, Ronald Strand, To Execute The Contract And Amendment
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Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
SUBJECT: A Resolution To Accept The Base Bid (Sch. A+B) As Submitted By Griffith Company; Allocate Clean California, American Rescue Plan Act, & Unallocated General Fund Reserves For The Base Bid, And Up To Three Hundred And Seventy-Two Thousand Four Hundred And Fifteen Dollars And Fifty Cents ($372,415.50) For A Ten Percent (10%) Construction Contingency. A Maximum Contract Total Of Up To Four Million Ninety-Six Thousand Five Hundred And Seventy Dollars And Fifty Cents ($4,096,570.50). Award A Construction Contract To Griffith Company To Construct The Clean California Leroy Jackson Park Improvement Project; And Amend A Professional Services Agreement With Willdan Engineering In The Amount Of One-Hundred And Thirty Thousand Dollars ($130,000.00), And Authorize The City Manager, Ronald Strand, To Execute The Contract And Amendment
PRESENTED BY: Travis Reed, Public Work Director
SUMMARY: On Wednesday, December 13, 2023, bids were opened to construct the Clean California Leroy Jackson Sports Complex Improvement Project. Bids contained two (2) bid schedules; (A, and B) and were compared for purposes of evaluating the lowest bid based on the totals of Schedules A Plus B. In all instances, the lowest over all bid from each bidder was the basis of the evaluation
A total of three (3) bids were received as follows:

A summary of the funding sources can be seen below. In general, staff proposes the use of all the Clean Cal Grant funds coupled with all currently unallocated ARPA funds, the ARPA tennis court funds, & unused partitions budget (completed July of 2022); with the remainder to be funded by unallocated general fund reserves. The general fund reserve amount will be utilized for only contingency and if expressly needed to cover unforeseen items at the time of bidding. Staff feels with all the additions that we have made to this project and the time of bidding you will never see a number at this cost again. Additionally, the Finance Director also seeks authorization to push any remaining funds from other completed ARPA projects to this project. This will effectively close our ARPA account and will minimize the impact on general fund reserves.

The City Manager, Finance Director and myself, discussed funding sources at length about this project, and we all agree this is the most responsible way to fund the work. For future ARPA projects no longer funded (tennis courts) staff will propose utilizing unallocated general fund reserves. We expect the tennis court project to come in around $600,000.00.

Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
Project Cost
Engineering
Item Cost
PS&E & CE plus Amnd. 1 (Reso. 22-61, & 23-
06, PO 23-141)
$217,073.00
Amend 1-$18,710.00
Amend 2 – (this Reso) $130,000.00
Engineering/Inspection total $365,783.00
Construction
Base Bid (Sch. A+B) $3,724,155.00
10% Construction Contingency $372,415.50
Total Project (Construction) $4,096,570.50
City Furnished Items
Restroom/Concession Building $365,337.00
Total City Furnished $365,337.00
Total Project Costs $4,827,690.50
Original Project Budget
Item Budget
Clean Cal Grant $1,839,630.00
ARPA Funds $990,460.00
Willdan Amend 1 $18,710.00
Total Project Funding $2,848,800.00
Difference: Funding vs Cost ($1,978,890.50)
Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
Proposed Funding Amounts:

Fund Amount
Clean California Grant Allocation
Clean California Grant $1,839,630.00
Total $1,839,630.00
American Rescue Plan Act (ARPA)
Willdan Amend 1 $18,710.00
Bathroom Allocation $990,460.00
Tennis Court funding $576,000.00
Partition Remainder $86,941.00
Unallocated $977,735.00
ARPA Total $2,649,846.00
General Fund Reserve
Unallocated G.F. Reserve $338,214.50
Total $338,214.50
Total Project Funding $4,827,690.50
The Leroy Jackson Park Improvement project had to be bid twice. No bids were received on the first go around, thus staff and Willdan re-advertised and solicited on November 21 st, 2023. City Staff in
the presence of Contractor Representatives opened bids at the Building Counter. After the presentation, an apparent low bidder Griffith Company was announced with the caveat that bids were subject to review by the City’s selected Engineering Firm, Willdan Engineering, and the Engineer in Responsible Charge of the project, Mr. Mike Bustos.

Mr. Bustos’ review found no discrepancies within Griffith Companies bid, and it was recommended the contract be awarded to the lowest responsible bidder, Griffith Company.

An extensive background was not conducted on Griffith Company, since over the past 10 years Griffith has successfully completed multiple projects for the City. The latest being Ward Ave. Phase II.

With all the amenities, Council added to this project, it is understandable why the price was above the engineers estimate. In seeing the 36% inflation on our recent bids, staff feels the electrical components alone (over $1,000,000.00) of the contract, had a significant impact on the total project Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT
costs. Mrs. Wegener received numerous lighting bids around $500,000.00 during the preparation of the grant application and this item alone came in at $800,000.00 (tennis court lights).

Griffith has worked very closely with staff and dealt with numerous project challenges in the past year and a half. They are reputable, trustworthy and have a proven track record with the City, therefore, staff recommends the contract be awarded for the base bid to the lowest responsible and responsive bidder. Said recommendation is to award the construction contract to Griffith Company, in the amount of $3,724,155.00.

Together with the award of the contract, Staff is also requesting a ten (10%) percent contingency for unknowns we may encounter on the project. Anytime you are digging, adding and replacing existing infrastructure you are bound to run into something. We hope to only need a small portion of this, if any, but being this is old county construction with no as-builts staff would like to cover all of our bases.

Said 10% amount is $372,415.50.

Additionally, Staff requests the processing of an Amendment for Construction Engineering for $130,000.00 for Willdan Engineering. This funding request can be attributed to the growing size of the project. The original agreement estimated 50 working days and now is 120 working days. Also attributing to the amendment request is rebidding of the project, additional legwork determining why bids were not received, and project management/payroll compliance. This Amendment will ensure that all work being performed meets all of our specifications and keep us in compliance with Clean California Grant standards.

If Council approves, a purchase order will be issued to Griffith Company for the total contract amount of $4,096,570.50; inclusive of: the base bid price and contingency. An additional purchase order amendment will be issued to Willdan Engineering for the purpose described previously in the amount of $130,000.00 plus the previously approved $235,783.00. A grand PO total of $365,783.00.

FISCAL IMPACT:
$4,827,690.50 – total less previously allocated from the funding sources described above.

ACTION REQUESTED:

1. Allocates $1,839,630.00 Clean Cal. Grant funds for the Clean California Leroy Jackson Improvement Project, which was budgeted.

2. Allocates $1,640,676.00 of additional American Rescue Plan Act funding for a total American Rescue Plan Act funding amount of $2,649,846.00 for the Clean California Leroy Jackson Improvement Project.

3. Allocate $338,214.50 of unallocated general fund reserves for the Clean California Leroy Jackson Improvement Project to cover contingency items of work.

4. Authorizes the award of a Construction Contract to Griffith Co. to construct the Clean California Leroy Jackson Improvement Project in the Amount of Three Million Seven Hundred and Twenty-four Thousand One Hundred and Fifty-five Dollars and no Cents ($3,724,155.00).

5. Authorizes the Finance Director to amend the budget to reflect all appropriate capital, revenue and transfer accounts and create a purchase order for Griffith Co. for $4,096,570.50, inclusive of the 10% contingency.

Ridgecrest City Council
Successor Redevelopment Agency
Financing Authority
Housing Authority

STAFF REPORT

6. Authorizes the Finance Director to amend the budget to reflect all appropriate capital, revenue, transfer accounts, and update a purchase order for Willdan Engineering for $130,000.00.

7. Authorizes the City Manager, Ronald Strand, to execute the contract and amendment.

8. Authorize the Finance Director to allocate/transfer any remaining ARPA funds as projects complete to the Clean California Leroy Jackson Improvement project thus minimize the impact on reserve accounts.

CITY MANAGER’S RECOMMENDATION: Action as Requested
Submitted by: Travis Reed Action Date: December 20th, 2023 This Page Intentionally Left Blank
RESOLUTION NO. 23-XX
Resolution No 23-__
A RESOLUTION TO ACCEPT THE BASE BID (SCH. A+B) AS SUBMITTED BY GRIFFITH COMPANY; ALLOCATE CLEAN CALIFORNIA, AMERICAN

RESCUE PLAN ACT, & UNALLOCATED GENERAL FUND RESERVES FOR

THE BASE BID, AND UP TO THREE HUNDRED AND SEVENTY-TWO

THOUSAND FOUR HUNDRED AND FIFTEEN DOLLARS AND FIFTY CENTS ($372,415.50) FOR A TEN PERCENT (10%) CONSTRUCTION CONTINGENCY.

A MAXIMUM CONTRACT TOTAL OF UP TO FOUR MILLION NINETY-SIX

THOUSAND FIVE HUNDRED AND SEVENTY DOLLARS AND FIFTY CENTS ($4,096,570.50). AWARD A CONSTRUCTION CONTRACT TO GRIFFITH

COMPANY TO CONSTRUCT THE CLEAN CALIFORNIA LEROY JACKSON PARK IMPROVEMENT PROJECT; AND AMEND A PROFESSIONAL

SERVICES AGREEMENT WITH WILLDAN ENGINEERING IN THE

AMOUNT OF ONE-HUNDRED AND THIRTY THOUSAND DOLLARS
($130,000.00), AND AUTHORIZE THE CITY MANAGER, RONALD STRAND,

TO EXECUTE THE CONTRACT AND AMENDMENT
WHEREAS, on Wednesday, June 21ST, 2023 Council Adopted the Fiscal Year 2023-2024 annual budget; and,
WHEREAS, resolution 23-32 spells out the circumstances whereby total fund appropriations may be and can be increased; and,
WHEREAS, certain increases in annual appropriations and estimated revenues to the budget require City Council Resolution prior to implementation; and, WHEREAS, on Wednesday, December 13th, 2023 bids were opened to construct the Clean California Leroy Jackson Improvement Project; and,
WHEREAS, bids Contained two (2) bid schedules; (A & B) and were compared for purposes of evaluating the lowest bid based on the totals of Schedules A Plus B ; and, WHEREAS, a total of three bids were received and the results are as follows:

Bidder SCH. A. SCH. B.) Total Base
Bid
Sch. (A+D)
Griffith
Company
$3,519,305
.00
$ 204,850.00 $3,724,155.00
JTS
Construction
$3,920,769
.80
$ 316,750.00 $4,237,519.80
CT&T
Concrete
$4,243,522
.53
$ 295,435.00 $4,538,957.53
Engineers
Estimate
$2,787,802
.05
$ 210,375.00 $2,998,177.05
Resolution No 23-__
WHEREAS, the bids were reviewed and analyzed by Willdan Engineering’s Project Manager, Mike Bustos, for a recommendation of the lowest responsible and responsive bidder.

Griffith Co. with a base bid of $3,724,155.00 was recommended as the lowest responsive and responsible bidder; and,
WHEREAS, an amount of $372,415.50 or ten percent (10%) of the $3,724,155.00 bid amount is needed for construction contingencies; and,
WHEREAS, the amount of budgeted Clean California Grant Funds needed is $1,839,630.00 for the Base Bid, and contingency; and,
WHEREAS, the total amount of American Rescue Act Funds (ARPA) needed is $2,649,846.00 for the Base Bid, and contingency. Of which, $1,009,170.00 were previously authorized by council; and,
WHEREAS, the amount of additional ARPA funds necessary to complete the project is $1,640,676.00 for the Base Bid, and contingency. Said funds are pulled from unallocated ARPA ($977,735.00); the allocated tennis courts ARPA project ($576,000); and the remainder ARPA funds from the Kerr McGee Partitions Project ($86,941.00); and, WHEREAS, the amount of additional unallocated general fund reserves necessary for the Project, and contingency are $338,214.50, of which these funds will only be utilized should contingency be necessary; and,
WHEREAS, the tennis court project will be brought to council at a later date and shall be funded by unallocated general fund reserves; and,
WHEREAS, A purchase order will be issued to Griffith Co. for total bid amount plus 10% contingency for $4,096,570.50 to construct the Project; and, WHEREAS, a Construction Engineering Amendment is necessary for testing, inspection and project management with Willdan Engineering due to expanded project scope in the amount of $130,000.00; and,
WHEREAS, the Finance Director shall be authorized to make all future transfers necessary at the completion of ARPA funded projects minimizing the use of general fund reserves; and, NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Ridgecrest hereby:

ACTION REQUESTED:

1. Allocates $1,839,630.00 Clean Cal. Grant funds for the Clean California Leroy Jackson Improvement Project, which was budgeted.

Resolution No 23-__

3. Allocate $338,214.50 of unallocated general fund reserves for the Clean California Leroy Jackson Improvement Project to cover contingency items of work.

6. Authorizes the Finance Director to amend the budget to reflect all appropriate capital, revenue, transfer accounts, and update a purchase order for Willdan Engineering for $130,000.00.

7. Authorizes the City Manager, Ronald Strand, to execute the contract and amendment.

APPROVED AND ADOPTED this 20th day of December, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Eric A. Bruen, Mayor
ATTEST:
_________________________
Ricca Charlon
City Clerk
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AMENDMENT NO. 2 TO CONSULTANT AGREEMENT
WILLDAN – LEROY JACKSON PARK IMPROVEMENTS

AN ARPA AND CLEAN CALIFORNIA GRANT PROJECT
This Amendment No. 2 to the Consultant Agreement ("Amendment No. 2") is entered into as of December 20, 2023 ("Effective Date"), by and between the City of Ridgecrest, a Municipal Corporation ("City"), and Willdan Engineering, a California Corporation (“Willdan”). City and Willdan are sometimes hereinafter referred to individually as a "Party" and collectively as the "Parties."

RECITALS
A. Pursuant to Resolution 22-61, on September 7th, 2022, and PO 22-141, City and Willdan entered into a Consultant Agreement for Professional and Engineering Services to provide environmental, plans, specifications and bidding assistance for the Leroy Jackson Improvement Project, an ARPA and Clean California Grant funded Project. (“Master Agreement”). The Master Agreement” which is attached hereto as Attachment “C”. Pursuant to Resolution 23-06, on January 18th, 2023, and PO 22-141, City and Willdan Amended Said Consultant Agreement for Professional and Engineering Services to provide environmental, plans, specifications and bidding assistance for the Leroy Jackson Improvement Project, an ARPA and Clean California Grant funded Project. (“Amendment 1”) in the amount of $18,710.00 for addition services and expanded project scope. “Amendment 1” which is attached hereto as Attachment “B”. This project includes design and inspection services for a multitude of park improvements including but not limited to: Concrete work, ADA Improvements, trash receptacles, tennis court revitalization, planting, signage etc. After this project was awarded, the City found it necessary to alter the scope of the project and include the addition of restroom facilities at the park among other amenities. Which in turn lengthened the Project working days. For this additional work, Willdan has prepared a cost differential estimate as apparent in Attachment “A”. Said Amendment 2 reflects a Construction time increase from 50 to 120 working days and the rebidding of the project.

B. Section 20 (Integration) of the Master Agreement, states that the agreement “may not be modified or altered except in writing, signed by both parties”.

C. As commenced, the City has requested Willdan to submit a Change Order proposal to detail the additional requested work. The Change Order is attached hereto as Attachment “A”.

D. The Parties now desire to amend the Master Agreement to provide for certain professional and engineering consulting services related to and already completed items necessary to keep the Clean California Leroy Jackson Improvement Project progressing.

Capitalized terms not otherwise defined herein shall have the meanings assigned to them in the Master Agreement.

A G R E E M E N T
NOW, THEREFORE, in consideration of the foregoing Recitals and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, City and Willdan hereby agree to amend the Master Agreement by this Amendment No. 2 as follows:

1. Additional Design and Construction Engineering Services. Subject to the terms and conditions of this Amendment No. 2, Willdan will provide, or has provided, through its professionals, the necessary professional and engineering services, as indicated by the tasks enumerated in Attachment “A” to this Amendment No. 2 consistent with applicable laws and good industry practices. For purposes of this Amendment No. 2, the aforementioned scope of additional services and tasks for design and construction engineering services as indicated in Attachment A shall hereinafter be referred to generally by the capitalized term “Work”. Work shall only be authorized and commenced for specific tasks and projects as provided for in Section 2(c) of the Master Agreement.

2. Consideration for Additional Services. The Section 3 of the Master Agreement shall be amended to increase the original not to exceed sum of $217,073.00, and the amended project sum of $235,783.00 by $130,000.00 for a new total not to exceed sum, unless future written authorization is given of $365,783.00. The Scope of Services, additional tasks, and their respective funding allocations shall be amended as indicated in Attachment A.

3. Miscellaneous.
(a) Effect of Amendment. The term "Agreement" when used in this Amendment No. 2 or the Master Agreement shall mean the Master Agreement as amended, modified, and supplemented by this Amendment No. 2 unless the context would require otherwise. Except to the extent the Master Agreement is modified by this Amendment No. 2, the remaining terms and conditions of the Master Agreement shall remain unmodified and in full force and effect. In the event of conflict, between the terms and conditions of the Master Agreement and the terms and conditions of this Amendment No. 2, the terms and conditions of this Amendment No. 2 shall prevail and control.
(b) Entire Agreement. The Master Agreement, together with this Amendment No.2, embodies the entire understanding between City and Willdan with respect to its subject matter and can be changed only by an instrument in writing signed by City and Willdan.
(c) Headings. Headings in this Amendment No. 2 are for convenience of reference only.
(d) Counterparts. This Amendment No. 2 may be executed in one or more counterparts, including facsimile counterparts or electronic-mail counterparts, each of which shall be deemed an original but all of which, taken together, shall constitute one in the same Amendment No. 2.
[SIGNATURES NEXT PAGE]
IN WITNESS WHEREOF, this Amendment No. 2 has been executed as of the day and year first set forth above.

CITY OF RIDGECREST, WILLDAN ENGINEERING,
a municipal corporation a California corporation
By: By:

Name: Ron Strand Name:

Title: City Manager Title:

Date: __________________ Date:

ATTACHMENT “A”
(Change Order - Additional Scope of Work)
Willdan Proposal dated December 13, 2023
December 13, 2023
Mr. Travis Reed, PE
Public Works Director/Deputy City Manager
City of Ridgecrest
100 West California Avenue
Ridgecrest, CA 93555
Subject: Contract Amendment Request No. 2 for Professional Engineering Services for the Leroy Jackson Park Improvements Project, PO #2023-141
Dear Mr. Reed:

Per previous discussions, this letter is to request authorization to modify the budget for our original professional engineering services contract for the City’s Leroy Jackson Park Improvement Project. The City has engaged the services of Willdan Engineering to provide design engineering and construction engineering services for the improvement of Leroy Jackson Park.

Willdan’s original budget of $217,073.00 (PO #2023-141) included the access, amenities, tennis courts, and landscape improvements within the park, funded by Clean California and ARPA Grants. The previously approved Amendment No. 1 added $18,710 to the contract amount for additional design services for a new public restroom and access from the parking lot on the south end of the park, between the two baseball fields to the scope of this contract.

The current request for Contract Amendment Request No. 2 would provide additional compensation for splitting up project into two separate construction contracts, rebidding both bid packages, and providing extended construction phase services from the duration originally assumed. 1) The original scope of work included preparation of one bid package. Just prior to bidding, the project was split into two separate construction contracts: one for Sports Complex Improvements and the other for Tennis/Pickleball Courts Improvements. This required additional design phase efforts to prepare two separate plan sets and specifications packages instead of one. There were also cost impacts for providing bidding assistance services for two projects instead of one.

Additional costs for construction management services will also be required to manage two separate projects. Additional costs for inspection services are not anticipated due to the splitting into two separate contracts since it is expected that the construction timelines for both projects will overlap and the same inspector will split his time between the two projects. 2) The projects were originally bid in November 2023, but no bids were received for either project and the City had to rebid the projects. As a result, Willdan performed duplicative bidding phase services beyond what was originally scoped. Thus far, only the Sports Complex Improvements package has been readvertised.
3) The submission of original proposal required assumptions to be made regarding the anticipated construction duration, since the completed design was not available at time of the original proposal submission. Construction phase services are primarily dictated by the number of working days for the construction contract. The original scope of work assumed a 50 working day construction schedule. The final bid package for the Sports Complex Improvements specified a 120 working day construction duration. Additional budget will be required for the additional 70 working days of construction phase services.

Based on the aforementioned items, Willdan’s proposed Contract Amendment Request No. 2 provides compensation for the required extended contract engineering services outside of the original scope of work.

December 13, 2023

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FEE
To support this contract amendment request, the table below shows a breakdown of the fees associated with the aforementioned extra work items.

Item
No.

Description Classification Total
1 Two Bid Packages
Additional Design $2,288
Additional Bidding Assistance $2,934
Additional Construction Management $27,396
2 Rebidding Sports Complex Improvements Project $2,064
Tennis/Pickleball Courts Project $2,064
3 Extended Construction Phase Services (Increased to 120 working days)* $93,254 Total $130,000
*Additional cost for extended construction phase services includes an increased hourly rate of $138 for inspection services, due to increases in State-mandated prevailing wage for construction Inspector since the time of initial proposal submittal
In conclusion, Willdan Engineering’s current budget of $235,873 is proposed to be increased by $130,000, for a revised total of $365,873.

If you have any questions or need additional information, please contact me at (805) 279-6870.

Respectfully submitted,

WILLDAN ENGINEERING
Mike Bustos, PE, ENV SP
Deputy Director of Construction Management and Inspection Services ATTACHMENT “B”
(Change Order - Additional Scope of Work)
Willdan Proposal dated December 15, 2022

ATTACHMENT “C”
(Master Agreement)
Consultant Agreement
Willdan Engineering
August 1, 2022 (Revised August 8, 2022)
Mr. Travis Reed
Public Works Director
City of Ridgecrest
100 West California Avenue
Ridgecrest, CA 93555
Subject: Professional Engineering Services for Leroy Jackson Park in the City of Ridgecrest
Dear Mr. Reed:

Willdan Engineering (Willdan) has been pleased to currently provide engineering services for the above referenced project. For your consideration, Willdan Engineering has prepared the following proposal for the City’s planned improvements to Leroy Jackson Park. Willdan provides a complete range of building and safety staffing, building plan check, code compliance, land development, engineering, planning consulting, construction engineering, and labor compliance services to local agencies – often on an as-needed basis. Willdan has pioneered the extension of staff services in California since our inception.

Project Understanding
Willdan understands that the City would like to improve Leroy Jackson Park with a number of renovations and replacements, including:
 Clean California Grant Funded Improvements
o Repairing and completing an ADA accessible walking path o Installing solar lighting along the walking path
o Xeriscape with native plants and shade trees
o Installing (2) drinking fountains with bottle fillers o Replacing/adding benches with shade structures along the path o Adding waste receptacles with proper labeling
o Installing lighting for tennis courts with timer switch o Adding educational signage (litter abatement and native plants) o Adding a Dial-A-Ride transit stop with shaded seating  ARPA Grant Funded Improvements
o Tennis court resurfacing
The existing Leroy Jackson Park Sports Complex is bounded on the north by Drummond Avenue and on the east by French Avenue. The limits of proposed improvements on the south side will be the existing Skate Park and on the west side will be just beyond the westerly edges of the existing field areas. There will be no improvements made to the existing parking lot, except for changes to the striping, including moving ADA stalls. The existing stalls need to be checked for ADA compliance and if they are not compliant, they need to be restriped at an alternate location that is compliant. The existing park has tennis courts, parking lot, concession/restroom building, pavilion lighting, sidewalks, sports fields, and sports park lighting. There is also existing curbing installed around the proposed walking path. There are some areas of the existing curbing that are damaged and will need repair. There are also some areas where there are gaps in the existing curbing that need to be filled in with new curb. Three of the existing six tennis courts will be resurfaced and the three southerly courts will require a new post-tension slab to be designed. The City of Ridgecrest
August 1, 2022 (Revised August 8, 2022)

Page 2 ends

three northerly tennis courts are to be striped for pickle ball and tennis courts after the resurfacing is complete.

Topographic survey is only anticipated to be needed for any non-compliant ADA ramps and for the ADA walking path, and all survey data will be provided by the City. The City will be furnishing an aerial survey of the entire site, along with supplemental ground survey for conforms.

The City has State funding (ARPA and Clean California) to construct the proposed project. The State funding is allocated through Caltrans and the grant administration is only anticipated to require project cost accounting and reimbursement invoicing to Caltrans. Separate consultant invoices will be provided for the two grant funding sources. The construction documents will also include separate bid schedules for each funding source.

We appreciate the opportunity to submit our proposal and look forward to discussing the tasks shown below with you.

SCOPE OF WORK
Civil Engineering – Plans, Specifications and Estimates Preliminary Engineering

1. Meet with the City staff to review available project information. Obtain record drawings of utility plans, park plans, roadway plans, striping plans, lighting plans.

2. Willdan will prepare a base plan with the existing improvements and utilities for the project areas.

3. Willdan will use City’s topographical survey from ROW to ROW and record of survey for the design of the walkway and base map preparation.

4. Willdan will prepare engineering drawings for the improvements. Plans will be prepared on 24-inch by 36-inch layout. Plans will be submitted electronically for City review and comment.

If requested, final approved drawings will be submitted on Mylar, wet signed by the engineerof-record.

5. Provide a typical photometric analysis of solar lighting along path and recommend spacing, pole height, and fixture wattage that meet recommended Illuminating Engineering Society (IES) standards.

6. During all phases of the project, Willdan will provide coordination with City staff as required to keep them apprised of the project schedule and details of the proposed improvements. Draft plans will be submitted to City staff for review and commenting at the design submittal milestones.

7. Submit preliminary plans, specifications, and estimates (PS&E) to the City for review and comments along with the Design Development Plan referenced in the Landscape Architecture section of this scope of work.

Utility Notices
City of Ridgecrest
August 1, 2022 (Revised August 8, 2022)

Page 3 ends

1. We do not anticipate any impacts to existing utilities, with the exception of a waterline connection for the proposed drinking fountains, but if we identify an impact during the design phase, Willdan will notify and coordinate with the utility agencies regarding the projectrelated modification of their facilities.

2. Determine special requirements for utility facilities, including protection, right-of-way, and construction methods within the vicinity of the utility.

Final Design Engineering

1. Civil Construction Plans will include 100-scale plan view of the of the park with typical crosssections, notes, and details sufficient to support bid and construction. Existing and proposed surface profiles will be included for street centerline and edge of pavements. Plan layout will include horizontal control and station callouts horizontal alignment. We do not anticipate the need for a vertical profile but will add necessary elevations for the construction of the walkway.

2. Prepare 1”=40’ scaled park lighting plans in AutoCAD 2021, stamped and signed by a Registered Engineer. The final construction plans shall identify all work to be done, with clear call-outs, construction notes and general notes referencing materials, sizes, depths, distances, dimensions, quantities and manufacturer model numbers for the construction of a fully functional street lighting system consistent with best principles and practices.

3. Prepare 1”=40’ scaled signing and striping plan on AutoCAD 2021, stamped and signed by a Registered Engineer.

4. Quantity sheets will include tabulated quantities based on centerline stationing.

5. Existing parking lot is not included within this scope of work, but ADA ramps will be verified and upgraded as needed.

6. Plans will call out utility adjustments, if required.

7. Typical sections will be provided for the project limits.

8. Prepare contract documents, including notice inviting bids, bid schedule, bid forms, and sample agreement.

9. Compile current general provisions as provided by the City of Ridgecrest.

10. Provide technical specifications for the installation of the concrete improvements, striping, and new park lighting systems, including wiring, foundations, luminaries, poles and other appurtenant components consistent with best practices for park lighting construction.

11. Prepare engineer’s opinion of probable cost.

12. Upon approval, resubmit final PS&E for City advertisement and bidding.

Bidding Support and Construction Support

1. Willdan will provide civil design team support during the bid period, including responses to RFIs and preparation of (1) addendum.

2. Willdan will also provide engineering support during construction and will respond to RFI’s, RFC’s and Submittal review requests. Willdan assumes 1 site visit to provide design clarifications during construction.

Assumptions

1. A geotechnical investigation will not be required for this project.

2. The project will be categorically exempt under CQEA.

3. No biological survey will be required for this project.

City of Ridgecrest
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4. There are no Federal funds involved in this project and NEPA Compliance is not required.

5. A new electrical service to the site will not be required.

6. 2,500 psi concrete will be specified for walkway and foundations.

7. Foundation designs will assume 2,500 psi footings, and Type 5 soil.

Landscape Architecture
Design Development Plan
Prepare Design Development Plan / Preliminary Park Layout Plan illustrating in greater detail the proposed improvements. The design development plan will be based on the descriptions of improvements presented in the conceptual site plan prepared by Peter Brown of Earth Landscaping dated 1/25/2022. The plan will be prepared in plan view at 1”=40’ scale. The design development plan will address, in further detail and understanding, the spatial requirements and relationship for the renovation improvements including circulation functions, landscape and irrigation. In addition, specific items that will be illustrated in the plan are:
 Address easements and drainage patterns.
 Address shade shelters and locations.
 Address planting palette suggestions for trees, shrubs, and groundcovers, along with their respective locations. Species shall include drought adaptive and California native plants.  Address irrigation systems and relocation (i.e., smart controllers, control valves, and lowflow drip).  Address the layout of the decorative concrete walkways.  Address preservation of trees and/or other noteworthy features.  Address pedestrian circulation.
 Address site amenities, (i.e., tables, benches, trash receptacles, and drinking fountains) Submit the design development plan design to the City for review and comments. Upon the review and comments from the City staff, present a final site design and development plan design for final review and acceptance that addresses the comments from all parties.

Landscape Construction Drawings
 Prepare Site Amenities Layout and Construction Plans at 1”=20’ scale.  Prepare Park Irrigation System Modification Plans at 1”=20’ scale.  Prepare Park Planting Plans at 1”=20’ scale.
 Prepare Landscape Construction and Site Amenities Construction Installation Details Sheets.

Specifications and Engineer’s Estimate
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 Prepare Landscape Specifications (SSPWC Greenbook Format) & Construction Cost Estimates
Bidding Support and Construction Support
 Review and respond to request for information.
 Shop drawings review and acceptance.

As-Builts
 Preparation of Contractor’s as-built drawings to record drawings. In preparing the record drawings, Willdan will take the original construction drawings (and any bulletins issued during construction and redlines by the contractor) and make drafting notations to reflect as built conditions and submit to the City as record drawings.

Grant Administration
Willdan is thoroughly familiar with regulations pertaining to project delivery requiring expenditures of federal, state, county, and local funds, including:
 Arterial Highway Rehabilitation Program
(AHRP)
 Surface Transportation Program Local (STPL)
 Safe, Accountable, Flexible, Efficient
Transportation Equity Act (SAFETEA-LU)
 Community Development Block Grant
(CDBG)
 Congestion Mitigation and Air Quality
(CMQAQ)
 Highway Bridge Program (HBP)
 State Gas Tax
 Highway Safety Improvement Program (HSIP)
 Measure M, R and W
 Proposition 42
 SBI
 Active Transportation Program (ATP)
 Call for Projects
 Proposition A and C
 Proposition IB
 Transportation Development Act (TDA)
 Various other grant and funding sources
This knowledge is critical in executing projects funded by federal or state programs that have special permitting and reporting requirements. Willdan routinely utilizes Caltrans LAPM as a technical resource and has coordinated, prepared, and submitted all necessary documentation to Caltrans, FHWA, CPUC, FRFA, CTC, CCC, CDFW, RWQCB, etc.

Willdan has coordinated, prepared, and submitted all necessary documentation to Caltrans/ FHWA to assist local agencies with securing federal authorization and obligation of funds (E-76).

Willdan has prepared funding applications, award packages, invoices, and other required documentation to secure funding and ensure reimbursement of expenditures.

For the State funds being utilized for this project, reimbursement invoices will be prepared and submitted to Caltrans on behalf of the City.

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Caltrans Invoicing

1. Maintain accounting records of incurred project costs.

2. Prepare progress invoices at least every 3 months in compliance with the Restricted Grant Agreement between the City of Ridgecrest and Caltrans.

3. Prepare quarterly progress reports to Caltrans.

4. Submit quarterly invoice and progress report package to Caltrans on behalf of the City.

5. Submit final closeout report to the Caltrans Contract Manager. * City to provide copies of final consultant invoices, contractor progress payments, final retention payment, and copies of cancelled checks.

Bidding Assistance

1. Assist the City with advertising the plans and specifications in local newspaper (The Bakersfield Californian) in compliance with Public Contract Code Section 10140. This proposal assumes that the City will pay the publication fees directly to the newspaper agency.

2. Coordinate with plan rooms to advertise the plans and specifications in their publications.

Electronic copies of the plans and specifications will be distributed to at least three online plan rooms.

3. Review and respond to RFIs and questions that may arise during the advertisement process.

4. Assist with reviews of “or equal” products prior to bid opening.

5. Prepare and issue addenda during the advertisement period (up to 2).

6. Schedule a pre-bid meeting at least two weeks prior to bid opening date.

7. Attend and conduct pre-bid meeting.

8. Prepare pre-bid meeting minutes and publish as an addendum.

9. Coordinate with the City to open bids publicly, read aloud, and prepare bid opening log sheet.

10. Review the three lowest bids.

11. Verify eligibility of the apparent low bidder and its subcontractors to receive contract awards by confirming current, active license status with the State of California Contractors License Board and non-appearance on the Federal List of Parties Excluded (debarment list).

12. Check references of lowest, responsive bidder.

13. Document any irregularities in the bids.

14. Verify the low bidder's qualifications.

15. Prepare the bid summary.

16. Prepare a recommendation of contract award.

17. Prepare the Notice of Award.

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Construction Management and Inspection
Construction Management

8. Assist City with public awareness and information program to keep residents and local stakeholders advised of project status along with impacts to traffic flow circulation, including answering public’s questions about project.

9. Prepare construction file.

10. Ensure contractor distributes public construction notices and places construction and information signs.

11. Prepare special concerns to be presented at preconstruction conference.

12. Conduct preconstruction meeting, prepare meeting minutes, and distribute to attendees.

13. Review contractor’s safety program in consultation with City staff.

14. Through Willdan’s system of project control, monitor activities related to project such that project is constructed in timely fashion pursuant to contract documents.

15. Log, track, review, and process submittals, RFIs, releases for construction (RFCs), contract change orders (CCOs), field directives, notices of proposed change (NOPCs), nonconformance reports (NCRs), construction schedule, and detailed traffic control plan.

16. Prepare clear and concise letters and memoranda, as needed. Establish a solid paper trail.

17. Review the construction schedule and enforce requirements for updating schedules and maintaining appropriate progress of the work.

18. Closely review schedule and advise contractor to take action on schedule slippage.

19. Document contractor’s 20-day notices, mechanic’s liens, and stop notices.

20. Assume responsibility for coordination with inspection staff and City staff.

21. Monitor and coordinate activities of design engineering support, surveying, testing, and work by utilities or other agencies.

22. Coordinate contractor’s field work with utility companies and other agencies.

23. Prepare weekly statement of working days and submit to contractor and City.

24. Establish and conduct biweekly construction progress meetings to:
a. Resolve all old business issues to maximum extent possible b. Address all items of new business as presented by any party c. Review project schedule and address any deviations
d. Review submittal log in terms of items needed and resubmittals required and review RFI and CCO logs
e. List status of construction items recently undertaken or ongoing f. List planned construction items for next two weeks (two-week look ahead schedule)

25. Prepare minutes for weekly construction progress meeting.

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26. Provide claims mitigation monitoring, including proactively applying foresight to discover unforeseen conflicts prior to contractor encounter.

27. Evaluate and respond to contractor’s requests for clarification of plans and specifications.

28. Ensure that all questions, conflicts, and issues are immediately brought to City’s attention and addressed with appropriate directives to contractor.

29. Conduct special site meetings, when necessary, with contractor and City staff to review job progress, scheduling, and coordination.

30. Perform quantity, time, and cost analyses required for negotiation of contract changes.

31. Negotiate and prepare change orders, including memorandum of explanation and cost estimates, to substantiate change order and send to City for review.

32. Monitor and perform immediate and thorough analysis of validity of all potential claims that arise.

33. Maintain all data for change orders and record information concerning time of dispute, time of notification by contractor, and action taken by inspector.

34. Monitor materials documentation and testing results and enforce corrections.

35. Review for approval contractor’s progress payment requests, including verifying LAPM compliance status and impact on payment; negotiate differences over amount with contractor; and process payments through City's Project Manager.

36. Monitor preparation of punch list at substantial completion and follow up.

37. Routinely review construction files to ensure conformance to City standards and good construction management practices.

Construction Inspection

1. Review plans, specifications, and all other contract- and construction-related documents.

2. Conduct a field investigation of the project area to become familiar with the existing facilities and the project environment.

3. Become familiar with traffic control plans, construction schedule, construction sequence, and permit requirements from other agencies.

4. Verify that the contractor conforms to the design survey line and grades.

5. Attend weekly progress meetings with the construction manager, contractor, and subcontractors.

6. Provide full-time and as-needed construction inspection of the work to monitor materials and methods for compliance with plans, specifications, and contract documents; and address and document non-conforming items as they are discovered.

7. Monitor compliance with Cal OSHA requirements and compliance with all local, state, and federal regulations. Although Willdan will monitor the activities, it is the contractor’s sole responsibility to provide workers with a safe working environment.

8. Provide the labor compliance manager with labor and equipment reports.

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9. Meet with the contractor at the beginning of each day and review the proposed work plan, including specific details that may affect progress.

10. Conduct daily measurements of quantities of work with the contractor.

11. Review actual contractor performance throughout the day and discuss discrepancies with the contractor as they occur.

12. Assist in coordination of engineering support, surveying, specialty inspections, and fieldwork by utility companies.

13. Coordinate with Contractor and utility companies to assist in the identification of unknown utilities and possible relocation of interfering structures or lines.

14. Ensure contractor restores centerline ties and provides updated centerline tie-out notes, if any are disturbed.

15. Ensure compliance of Underground Service Alert notification/delineation.

16. Evaluate the contractor’s operation and production with respect to quality and progress and report to the construction manager.

17. Photograph continuous property frontages once prior to construction and once immediately following construction. Maintain a photographic record of key elements of each major operation of work each day, with increased detail in situations of potential changes or claims.

18. Closely monitor testing results and require the contractor to provide corrective measures to achieve compliance.

19. Maintain copies of all permits needed to construct the projects and enforce special requirements of each.

20. Prepare and maintain detailed daily diary inspector reports on construction progress.

21. Prepare clear and concise letters and memoranda, as needed. Establish a solid paper trail.

22. Assist with the review and evaluation of change order work.

23. Provide complete measurements and calculations documentation to administer progress payments.

24. Maintain and submit a clean set of plans marked in red for as-built corrections on record drawings to be filed with the City.

25. Prepare a punch list at substantial completion and follow up with the contractor regarding progress of corrections.

Labor Compliance Management and Oversight
Our general scope of work to provide Labor Compliance Management and Oversight includes:

1. Review and update state and federal labor compliance components of project specifications to ensure adherence to current labor regulations and requirements.

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2. Verify applicable wage determination ten (10) days prior to bid opening; document verification as required. If wage determination has changed from what appears in project specifications, provide addendum and proof of receipt by plan holders.

3. Verify eligibility of selected contractor and its subcontractors to receive contract awards by confirming current, active license status with Contractors State License Board; current registration with California Department of Industrial Relations; current, valid contractor’s bond and workers’ compensation coverage; non-appearance on Federal List of Parties Excluded and State Division of Labor Standards Enforcement debarment lists.

4. Attend preconstruction conference to present labor compliance requirements to contractor and subcontractors; prepare minutes and attendance record thereof.

5. Verify and document job-site posting of wage rate information and labor compliance posters.

6. Receive and review labor compliance documentation from public works observers or inspectors and compare with contractor-submitted documents. Monitor contractor-submitted payroll documentation on a continuous basis, including weekly certified payroll reports, fringe benefit statements, apprenticeship documentation, and payroll deduction authorizations.

7. Follow up with contractor by telephone, email, and/or certified mail regarding required document submittals and payroll discrepancies and deficiencies. Provide detailed description of alleged deficiencies; outline corrective action to be taken; and enforce regulatory deadlines for compliance.

8. Receive, pursue, and document labor complaints; prepare violation reports to oversight agencies as required; recommend special action to be taken if contractor continuously fails to comply with requests and requirements.

9. Coordinate with City staff the withholding of progress and/or retention payments if contractor fails to abide by labor compliance requirements.

10. Maintain content and format of the labor compliance file in conformance with applicable government requirements.

11. Coordinate project file reviews by authorized county, state, and federal agencies.

12. Submit complete labor compliance file to City for retention.

Materials Testing
Willdan will provide material testing services through our subconsultant, Twining Laboratories.

Our scope for Materials Testing includes:

1. Obtain sample of native soil and run maximum density testing.

2. Provide qualified soils technician on site, periodically, to conduct verification field testing (nuclear gauge) of compacted subgrade for the walking path, ADA improvements, and foundations.

3. Provide and submit daily reports to field construction manager/inspector.

4. Provide engineering support, inspector/technician coordination, dispatch, material engineering review, test reporting, QA/QC, and administrative support services.

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5. Promptly submit daily reports, including information on field observations, sampling and testing, and related laboratory testing. These reports will conform to the project specifications and applicable codes and be provided to the City's designated representative for review.

Land Surveying
It is Willdan’s understanding the City of Ridgecrest will provide the necessary Land Surveying services needed for the project.

Willdan Staff Qualifications
Tasks
Proposed Staff Member
PS&E & Bidding
Assistance
Mr. Tyrone Peter, PE
 BS, Engineering and Civil Engineering, Tamil Nadu College of Engineering  Civil Engineering, Murugappa Polytechnic
 Civil Engineer, California No. 81888
 16 Years' Experience
Landscape
Architecture
Mr. John Hidalgo, RLA
 BS, Landscape Architecture, California State Polytechnic University, Pomona  European Study Tour, California Polytechnic State University, School of Architecture, Pomona  Landscape Architect, California No. 3551
 Licensed Contractor, California C-27 No. 713613
 29 Years’ Experience
Grant
Admin
Ms. Lani Alfonso, PE
 BS, Civil Engineering, University of Southern California, Los Angeles, California  Professional Civil Engineer, California Registration No. 56397  30 Years’ Experience
Construction
Management
& Inspection
Mr. Mike Bustos, PE, ENV SP
 BS, Civil Engineering, California Polytechnic State University, San Luis Obispo  Civil Engineer, California No. 73173
 Envision Sustainability Professional, Institute for Sustainable Infrastructure  22 Years’ Experience
Labor
Compliance
Ms. Jane Freij
 BA, Linguistics (Summa Cum Laude), University of Kansas  Member, Phi Beta Kappa
 Attorney Assistant Training Program, Litigation/Corporations Certificate (with honors), University of California, Los Angeles
 30 Years’ Experience
City of Ridgecrest
August 1, 2022 (Revised August 8, 2022)

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Ross Khiabani, PE, GE
 MS, Geotechnical Engineering, California State University, Long Beach  Geology, Pahlavi University, Iran
 Professional Civil Engineer, California, No. 37156
 Professional Geotechnical Engineer, California, No. 2202  Professional Civil Engineer, Nevada, No. 11256
 Professional Civil Engineer, Arizona, No. 27068
FEE
Willdan proposes the work mentioned above for a not-to-exceed fee of $217,073. Any additional ask not listed here will be under a separate task order. Please see attached fee matrix for a breakdown of costs associated with the scope of work outlined above.

Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hard copy original to our office, or by scanning one signed original and returning it by email.

Thank you for this opportunity to be of continuing service to the City of Ridgecrest. We recognize the importance of this project to the City and are committed to realizing its timely and successful completion. Should you have any questions regarding this proposal, please contact me at (805) 279-6870 or [email protected].

Respectfully submitted, Approval and Authorization to Proceed By:

WILLDAN ENGINEERING CITY OF RIDGECREST
Mike Bustos, PE, ENV SP
Deputy Director of Construction Travis Reed, Public Works Director Management and Inspection Services
August 8, 2022
Date Date
Enclosure
910005/WW.00.60/P22-248_23666
City of Ridgecrest
August 1, 2022 (Revised August 8, 2022)

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LEROY JACKSON PARK CONCEPT PLAN
TASK / CLASSIFICATION Deputy Director Special Funding Engineer Principal Landscape Architect Senior Design Manager Senior Designer II Senior Planner Senior Landscape Architect Utility Coordinator Labor Compliance Manager Assistant Construction Manager Assistant Engineer IV Assistant Engineer II Public Works Observer2 Materials Testing3 (Twining) HOURLY RATE: $199 $199 $173 $169 $160 $158 $153 $153 $145 $145 $143 $132 $123 LS

CIVIL ENGINEERING
Preliminary Engineering
Photometrics, Lighting, and Striping 4 10 20 $5,346 $50 $5,404Civil and Drainage Improvements 6 12 4 20 $6,326 $50 $6,384 Utility Notices 4 4 $1,140 $350 $1,543Final Engineering Photometrics, Lighting, and Striping 26 32 $5,988 $50 $6,046Civil and Drainage Improvements 26 4 32 $6,154 $50 $6,212 Bidding Support and Construction Support 22 8 8 $2,936 $2,936

LANDSCAPE ARCHITECTURE
Design Development Plan 8 28 20 $8,308 $200 $8,538Landscape Construction Drawings 20 200 300 $73,660 $73,660Specifications and Engineer's Estimate 8 20 $3,864 $3,864Bidding Support and Construction Support 2 12 20 $4,822 $4,822 GRANT ADMINISTRATION (INVOICING) 2 18 4 $4,560 $4,560BIDDING ASSISTANCE 6 12 $2,934 $2,934CONSTRUCTION MANAGEMENT & INSPECTION1 24 2 156 440 $81,822 $81,822LABOR COMPLIANCE 30 $4,350 $4,350MATERIALS TESTING $4,000 $4,000 $4,000 TOTALS 48 18 30 18 18 0 248 6 30 172 68 424 440 $4,000 $216,210 $750 $217,073 City of Ridgecrest
Professional Engineering Services for
FOR

FEE PROPOSAL
Leroy Jackson Park
8/1/2022 (Revised 8/8/2022)
TOTAL
LABOR
MISC.

EXPENSE TOTAL COST
1 This not-to-exceed fee is based on assumed 50-working day construction duration, with inspection services assumed at no more than 8 hours per day, Monday through Friday. Additional services needed beyond the contract specified date of completion will be provided on a time-and-material basis at Willdan's standard hourly rates. Overtime inspection services are not included, but will be billed at 1.5 times normal hourly rate if required and may require adjustment to the approved budget. Work performed by support staff with titles not explicitly listed herein will be charged in accordance with Willdan's standard hourly rates. 2 This proposal assumes prevailing wage is required for inspection.3 Materials testing scope of work is uknown at the time of proposal submission. The amount included is just a budgetary allowance.

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Ridgecrest City CouncilDecember 20, 2023

Ridgecrest City Council
December 20, 2023